512A5-23-005 SOW - Shoreline Study_Rev1.pdf

Statement of Work Shoreline Stabilization Study

Station Level Project No. 512A5-23-005

1.1 Government Agency Department and Address:

VA Maryland HealthCare System – VISN5 – Perry Point VAMC – Perry Point, MD

1.2 Project Title, Number and Location:

Project Title: Shoreline Study at Perry Point Station Level Project No: 512A5-23-005

1.3 Contract Method:

Firm-Fixed-Price Architect-Engineer Contract

1.4 Introduction and Site Information

The Perry Point Veterans Administration Medical Center (VAMC) is located in the vicinity of Perryville, Cecil County, Maryland. The VAMC property currently occupies approximately 365 acres located at the confluence of the Susquehanna River and the Chesapeake Bay, with approximately 9,100 linear feet of total shoreline within its property boundaries.

In October 2018, the US Environmental Protection Agency (EPA) and Maryland Department of the Environment (MDE) required all Federal Facilities that met their criteria to comply with a new NPDES MS4 permit (General Discharge Permit No. 13-SF-5501 and General NPDES No.

MDR055501). Stormwater runoff at the Perry Point VA Medical Center flows to the facility storm sewer system, which is regulated by the Maryland Department of the Environment (MDE) as a Phase II Municipal Separate Storm Sewer System (MS4) under General Discharge Permit No.

13-SF-5501.

To comply with these regulations, the VA Maryland Healthcare System (VAMHCS) has established specific Stormwater Management Best Management Practices (BMP) as restoration activities for the impervious areas currently on the campuses. BMPs are defined as structural, vegetative, or procedural practices designed to eliminate the negative impacts of stormwater runoff; they control flooding, reduce erosion, and improve water quality. If approved by MDE per their design, maintenance, and inspection requirements, these BMPs provide “credits” for “treating” impervious acres. For each compliant BMP that treats stormwater, the VAMHCS receives credits that can be applied at both Perry Point and Loch Raven VAMC facilities.

Depending on the number of credits the VAMHCS receives, MDE may not require additional restoration activities for small projects to occur, which saves the facility time and money.

Currently the existing stabilized portions of the Perry Point VAMC shoreline, consisting mostly of stone revetment totaling approximately 2,883 linear feet, provides the most MS4 “credits” for the VAMHCS facilities. It is in the best interest of the VAMHCS to maintain and improve the Perry Point VAMC shoreline, not only to obtain MS4 regulation credits but to ensure erosion can be controlled to maintain the Chesapeake Bay Critical Area buffer and prevent the property shoreline from eroding into the Susquehanna River, especially in sensitive areas such as those near the Sewage Pumping Station.

1.5 Scope of Work

A/E shall evaluate the feasibility of stabilizing the entirety of the Perry Point VA Medical Center shoreline in the currently non-stabilized areas for shoreline areas marked as “shoreline management” on the attached map, and as bounded by the legal property boundaries.

(See ATTACHMENT A - Perry Point MS4 BMP Map)

Scope of Work includes, but is not limited to:

1. Review of most current shoreline revetment stabilization construction drawings and regulatory documents to determine existing construction type/details and verify extents of existing the stabilization.

2. Conduct on-site surveys of current shoreline conditions from air, land, and water; and identify the highest priority areas of shoreline to be stabilized. Also identify and rate risks of not stabilizing areas of the shoreline in order of criticality.

3. Conduct a review of local high/low tide historical data, floodplains, tidal wetlands, etc. to determine required shoreline stabilization design parameters. Determine causes of probable erosion along shoreline including human pedestrian traffic; surface runoff;

failed stormwater conveyance systems, in-channel modifications; head cutting; water level fluctuations; local wildlife; and boat-generated waves. Include assessment results in report.

4. Coordinate and lead a discussion with MDE, USACE, DNR and Chesapeake Critical Area Commission (CAC) to see if they would allow for additional revetment construction with minimal impacts to the mud flat. Work scope includes:

i. Verify MD State-listed species mapping and the Perry Point VAMC shoreline is still covered by a Group 2 polygon as shown below (State Listed Species).

Source: Maryland Living Resources - Sensitive Species Project Review Areas

ii. Verify MDE, USACE, DNR and CAC still identify this area as a potential habitat for Parker’s Pipewort (currently listed as a Maryland State Threatened Species). Identify any new potential habitat concerns. This species was previously identified on an older study completed in 2011. See ATTACHMENT B - PP Shoreline Management Analysis (2011) .

iii. Verify with agencies in #1 above that the firm mud shoreline exposed at low tide is the habitat the agencies are concerned with losing.

iv. Identify how the shoreline stabilization can be designed and maintained to accommodate regulatory agency concerns and formulate several design options.

v. Investigate any additional natural habitat or endangered/threatened species concerns along the Perry Point Shoreline. If additional concerns are found identify how they affect the proposed plan to stabilize the remaining shoreline.

5. Create conceptual/schematic level shoreline stabilization CAD drawings and engineered details that:

i. Can be easily maintained by current Perry Point VAMC Grounds staff under their current maintenance plan and capabilities without need for separate permitting;

ii. Minimizes the use of man-made materials in a hardened edge shoreline (steel, concrete, timber, etc.)

iii. Maximizes the use of natural habitat elements and living shoreline

iv. Effectively protects the entire Perry Point VAMC property shoreline from future tidal, flood, and stormwater erosion activity.

v. Preserves wildlife habitats and clean water of the river/bay

vi. Meets all current applicable federal and state regulations, criteria, and design guidance, as well as local ordinances.

vii. Can be used as a basis for a future A/E design and construction project.

viii. Are compatible with existing shoreline materials; planned improvements or improvements by facility; water chemistry; channel or bay hydraulics; and slope characteristics above and below the water line.

ix. Avoid adverse effects on endangered, threatened, and candidate species and their habitats; archaeological, historical, structural, and traditional cultural properties; and existing wetland functions and values. Design treatments that result in stable slopes based on the shoreline materials and the type of measure proposed. Account for anticipated ice action, wave action, and fluctuating water levels.

6. Assemble cost estimates for the construction of the various shoreline stabilization/protection options presented in the concept drawings. Create a summary table of the options, comparing and contrasting the relative installation cost and difficulty;

projected maintenance costs and difficulty; benefits and drawbacks; permitting concerns;

and other impacts.

7. Identify potential sources of applicable funding/partners for the A/E design and construction from outside of the VA, such as grants and/or partnerships with organizations such as USACE; Chesapeake Bay Foundation, etc.

1.6 Project Deliverables

The project deliverables will consist of a formal study report and CAD plan drawings/details to be issued to the VA in accordance with the work scope above, as well as the various MOU/PA between the VA and applicable state/federal agencies to clarify approval of various maintenance and repair activities required to maintain shoreline condition and prevent additional erosion, while having no adverse effects on local wildlife habitats and water quality.

1.7 General Requirements

The following Contractor capabilities are required to successfully comply with this initiative:

A. Key personnel working for the Contractor shall have expert knowledge of:

A.1. Hydrologist/Tidal Waters Specialist (for a wave analysis) who can show experience with bays and tidal waters A.2. Environmental Scientist who can show experience in the state of MD, including but not limited to the following regulatory agencies to ensure cooperation and compliance:

A.3. Maryland Department of Natural Resources (Perry Point Shoreline threatened species survey), A.4. Maryland Dept of the Environment (MDE) (Tidal permitting expertise) A.5. Chesapeake Bay Critical Area Commission (CAC) (Compliance with

Chesapeake Bay Critical Area Management for established and designated areas of the buffer on the Perry Point property)

A.6. US Army Corps of Engineers (USACE) and Coast Guard who have jurisdiction over navigable waters affected by the Perry Point Shoreline

A.7. Environmental Engineer who can show experience in Chesapeake Bay area shoreline stabilization design and calculation of shoreline erosion rates

A.8. Environmental Construction Specialist who can show experience in Chesapeake Bay shoreline stabilization to provide input/guidance on the means/methods of construction along the shoreline.

B. Key personnel performing the work on this contract must include the following:

B.1. Licensed Professional Engineer (PE) registered in the State of Maryland B.2 Licensed Land Surveyor (LS) registered in the State of Maryland

C. The A/E shall obtain the required data and regulations applicable and required to prepare documents, communicate with regulators to determine methodology and allowances, and obtain all environmental and other necessary signed Memorandum of Agreement (MOA) that would be required prior to detailed design and construction commencing – including but not limited to:

C.1. Maryland Department of the Environment (MDE) C.2. National Environmental Policy Act (NEPA) C.3. Maryland Dept. of Natural Resources (DNR) C.4. Environmental Protection Agency (EPA) C.5. Maryland Chesapeake Critical Area Commission (CAC) C.6. US Army Corps of Engineers (USACE) C.7. NOAA's Office for Coastal Management

D. All on-site personnel must complete a VA Security fingerprinting, background check, and photo badging (PIV card), to be completed as required by the current VA security access policy at that time. Background checks must be completed before contractors will be allowed to access the work sites. Offerors shall include time and expense required to badge employees in bid proposal.

E. Contractor shall have prior experience, personnel, and technical expertise required in order to successfully manage and perform activities for shoreline stabilization design and environmental assessments, including:

E.1. Experience working with local, state, and federal regulators, with a preference for experience with Maryland Department of the Environment (MDE), Chesapeake Critical Area Commission (CAC), and USACE regulators.

E.2. Experience developing restoration work plans, with a preference for Maryland specific experience

E.3. Experience with stormwater management planning, design, and inspection/maintenance, preferred experience with Maryland Department of the Environment (MDE) specific permitting and design requirements.

E.4. Experience with shoreline planning, design, and inspection/maintenance, with preferred experience in MDE/CAC/USACE permitting.

E.5. Experience conducting Best Management Practice (BMP) maintenance inspections and issuing maintenance reports, preferably on Federal sites.

E.6. Experience with geotechnical analysis, surveying, and civil engineering of structures such as breakwaters, revetment, seawalls, piers, etc. for marine environments.

F. Key contractor staff offices shall be located within a 200-mile radius of the Perry Point, MD site to allow for onsite visits multiple times per year.

1.8 Period of Performance and Timeline

A. All contract work to be completed within one-hundred eighty (180) calendar days from contract Notice to Proceed (NTP).

B. A kickoff/NTP meeting will be held within 30 calendar days of contract award.

C. Contractor shall submit overall proposed project schedule (Gantt chart format) for approval by with COR within 15 days after contract award. Schedule shall consider and break out all planned site investigation activities, research, regulatory coordination, design concept formulation, and report creation periods, at a minimum. Progress milestones should be identified.

D. Contractor is required to visit the project site and review requirements and existing conditions within 30 days of the contract notice to proceed.

E. Monthly progress update meetings will be held in accordance with Section 2.0.B.

1.9 Drawings:

A. General: The drawings, specifications, and all other submittal items will be prepared using English units of measure. The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished. Conceptual design documents will be sufficiently detailed to permit A/E contractors to submit responsive bids for creation of detailed construction drawings without visiting the project site.

The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov/til/projReq.asp and click on the VA National CAD Standard Application Guide link.

B. CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be PC compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable).

Provide durable high quality plastic storage cases at each submission for long term archiving of the disks.

C. Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed 30”x42” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2018.

Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Individual Adobe Acrobat PDF plots for each AutoCAD file shall be provided.

2.0 Site Visits, Meetings/Conferences, and Discussions

A. Site Visits: The A/E shall perform any and all investigation site visits determined to be required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required meetings, and to gather supplemental site data necessary for performing the required scope of work.

Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and include.

B. Progress Review Meetings: Progress Review meetings shall be conducted on a monthly basis with a schedule to be set by the Government (COR). These meetings shall take place in-person at the facilities where the work is being performed, unless alternate (virtual video/teleconference, etc.) accepted by the COR.

At a minimum the contractor’s project manager and project lead design professional are expected to attend all progress meetings. Contractor shall send meeting agenda prior to meeting, along with all study reporting progress.

C. Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to COR within seven (7) calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each submission. Contractor shall conduct preliminary meetings and site survey http://www.cfm.va.gov/til/projReq.asp investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Facilities Engineering Svc), and presentation of study results, preliminary plans and details with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project report pertinent to the project requirements.

2.1 Quality Control

A. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the information

• Team members responsible for checking the electronic files

• Project Schedule showing key milestones and review periods

B. VA Design Guides, Design Alerts and VA Quality Alerts can be found on the internet in their most recent version at http://www.cfm.va.gov/TIL/. A/E to use resources found on the TIL as the basis for all design and VA submittals under this contract.

C. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions, but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

2.2 Government Review and Comment Resolution

The VA will review all submittals identified under this contract for functional and aesthetic relationship. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work. The A/E will be responsible for taking minutes from submission review meetings and submitting them to the COR for concurrence within three

(3) days of the meeting.

2.3 Authorized Changes

The A/E shall only accept instructions and/or directions from the assigned VA COR. Changes in the project Scope of Work or contract Period of Performance must be authorized by the VA COR and VA Contracting Officer and shall be executed by contract modification.

2.4 Timely Response

The A/E shall promptly review and approve, disapprove or take other appropriate action upon all the VA requests. The A/E shall submit recommendations submittals and other requests within fifteen (15) calendar days after receipt.

--- End Scope of Work ---http://www.cfm.va.gov/TIL/

A/E SOURCE SELECTION PROCESS

AND PROPOSAL SUBMISSION INSTRUCTIONS

Responsive firms submitting SF 330’s in response to this announcement, not later than the closing date and time specified herein and in accordance with submission requirements, will be considered for initial selection evaluation. Following initial evaluation, three firms that are selected as the most highly qualified based on the selection criteria responses, will be selected for interviews. Selected firms will be notified by telephone or email of selection and provided further instructions.

Evaluating past performance and experience may include information provided by the firm, customer inquiries, Government databases, and publicly available sources. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member actually performing the work under this contract.

SOURCE SELECTION CRITERIA: Evaluation and selection of firms will be based on submissions and direct responses to the following criteria which are numbered in descending order of importance:

1) (15%) Professional qualifications necessary for satisfactory performance of required service and working together as a team (in-house and/or consultants(s). The firm and A/E on staff representing the project or signing drawings in each discipline must be licensed to practice in accordance with the Maryland State law requirements. Provide Professional License numbers and or proof of Licensure.

a. Factor 1A – Project Manager: Proposed individual(s) shall have a minimum (5) years’ experience in this position, a minimum of (10) years’ experience in construction, and a minimum of a high school diploma or equivalent. At least one project in the past (8) years shall have been on a project to provide shoreline stabilization, under the direct supervision of this individual. (10%)

b. Factor 1B – Quality Control Manager: Proposed quality control manager or managers shall, as a minimum, have (4) years’ experience at the journeyman level of any industrial construction trade or a 2-year technical degree and (5) years’ experience in this position. The QC Manager or any designated alternates shall be approved by the Contracting Officer. (5%)

2) (40%) Specialized experience and technical competence in various disciplines required for specific project. Specifically, the offeror shall demonstrate proof of experience within the last (5) years that proposed prime or subcontracted company personnel have the required certifications and past experience in environmental permitting for State of Maryland, professional land surveying services, geotechnical engineering, hydrology, and civil engineering applicability with environmental projects, specifically dealing with shoreline stabilization.

3) (10%) Capacity to accomplish work in the required time. Provide firms experience completing similar size and type of projects within the original contractual period of performance, and available capacity of key disciplines. Contractor shall have ample primary and reserve staff available to complete the required scope of work within the time frame allotted and demonstrate a history of completing projects on-time.

4) (15%) Past experience and performance on Government contracts in terms of cost control, quality of work, and compliance with performance schedules. Contractor shall furnish past performance information for at least (2) projects, but a maximum of (5) projects, similar in size or scope performed within the past (8) years. Firms shall submit at least two “FINAL” past performance questionnaires (CPARS or PPQ) for projects that has been completed. Firms that fail to furnish at least (2) past performance evaluations will automatically be ranked as unacceptable in this category.

5) (15%) Proximity of firm or working office providing professional services to the facility and knowledge of the locality of the project. Offeror principal business location must be located within a (200) mile radius of Perry Point VAMC.

6) (5%) The extent to which potential prime contractors identify and commit to the use of Service-Disabled Veteran-Owned Small Businesses, Veteran-Owned Small Businesses, and other types of Small Businesses as subcontractors. Use of in-house SDVOSB prime labor is also acceptable to meet socioeconomic goals.

PROPOSAL SUBMISSION REQUIREMENTS: Interested firms having the capabilities to perform this work must submit:

ONE (1) ELECTRONIC SF 330, including Parts I and II, and attachments (if any) electronically to Contracting Officer Brandon Parker, NCO5 at brandon.parker2@va.gov.

Interested firms are responsible for ensuring electronic delivery of submission by the time and the date specified. It is highly recommended interested firms confirm electronic submissions have been received by the Contracting Officer.

Size limits of e-mails are restricted to 15MB. If more than one email is sent, please number emails in Subjects as “1 of n”. (Example: SF330 Submission) 512A5-23-005 Email 1 of 3.

All SF330 submissions shall be clearly indicated in subject line, displaying the procurement number and project title (abbreviated or shortened is okay).

Interested firms are responsible for ensuring delivery of submission.

mailto:brandon.parker2@va.gov

PROPOSAL SUMMARY: All bidders must submit VA Form 6298, Architect-Engineer Fee Proposal with their proposal.