578-380 SOW 2-7-22A.docx

Statement of Work

578-380 Replace Salt Shed Building 231

February 7, 2022

Template Version 1 17

A) Mission.

Engineering Service’s mission is the total oversight and management of the environment of care, as it pertains to the physical infrastructure and base plant operations, at the Edward Hines VA Hospital. Engineering support is for customers that include, but are not limited to, patients, visitors, clinic staff and administrative employees.

B) Goals

The goal of this project is to provide a complete design for all the necessary requirements and components to replace Building 231 (Salt Shed) at the site of the former building on the Hines campus.

C) Current Conditions.

The former Building 231 was a structure constructed in in 1932. Salt stored in the shed was distributed by Hines Grounds Department allowing for safe access on roads, parking lots, and to and from Hines’ buildings during the winter weather. Due to the corrosive nature of salt, the metal shed experienced rapid deterioration of certain secondary structural members. This led to deformation of some primary structural members when the loading shifted significantly. At the request of Hines Safety, Engineering determined the superstructure of the shed could no longer be safely used. Hines demolished the existing superstructure as part of NRM project 578-21-033 in the late summer and fall of 2021. The existing foundation walls remain.

D) Justification.

With the superstructure of the existing building now gone, the Hines Grounds Department is utilizing tarps to protect the seasonal salt supply from the elements. This minor project will allow the facility to replace the structure at its former location.

E) Objectives.

The objective of this project is to provide a complete design for all the necessary requirements and components to:

1) Assess the existing site, utilities, and foundation of the former Building 231.

2) Design a new building on the site of the existing structure.

a. Reuse existing foundation if possible.

3) Design the building site to meet the requirements of the Hines Grounds Department and Physical Security.

4) Phase the construction work in a manner least likely to interfere with the daily operations of this clinic and avoid conflicts with other station construction projects.

5) Perform CPS services when the contract for construction is awarded.

All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and other Federal, State and local requirements. The package shall cover all items as defined below.

F) Acronyms and Definitions.

The following is a listing of acronyms and/or definitions to terms that may be used in this document.

G) Requirements.

Where a conflict exists between the Statement of Work (SOW) requirements and the requirements of other associated contract documents, the SOW requirements shall prevail.

This SOW presumes the contractor will not need access to the Hines LAN or any VA Sensitive Information to execute the contract.

The awarded designer shall utilize front-end specifications provided by Hines for inclusion in their project manuals. See Attachment 17. These specifications shall be used for a basis of developing the overall project manual and include the following specification sections at a minimum:

1) Section 000110 – Table of Contents

2) Section 010000 – General Requirements

3) Section 013216.15 – Project Schedules

4) Section 013300 – Submittal Registry

5) Section 013323 – Shop Drawings, Product Data, and Samples

6) Section 013526 – Safety Requirements

7) Section 014219 – Reference Standards

8) Section 015719 – Temporary Environmental Controls

9) Section 017419 – Construction Waste Management

10) Section 018113 – Sustainable Construction Requirements

The awarded A/E will adhere to all codes, standards, guidelines and design requirements found in the VA’s Technical Information Library (TIL) including but not limited to the following:

1) Master Construction Specifications (PG-18-1).

2) Design and Construction Procedures (PG-18-3).

a. Topic 1 – Codes, Standards, and Executive Orders.

b. Topic 2 – Drawings.

c. Topic 16 - Sustainable Buildings Policy for New and VA Renovation Construction.

d. Topic 17 - Physical Security Strategies for New and Renovation VA Construction.

3) Standard Details (PG-18-4).

4) Equipment Guide List (PG-18-5).

5) Space Planning Criteria for VA Facilities (PG-18-9).

6) Design Manuals (PG-18-10).

a. Architectural Design Manual

7) Design Guides (PG-18-12).

8) Barrier Free Design Guide (PG-18-13).

a. Barrier Free Design Guide - A Supplement to the Architectural Barriers Act Accessibility Standards.

9) Room Finishes, Door, and Hardware Schedules (PG-18-14).

10) Minimum Requirements for A/E Submissions (PG-18-15).

a. Volume C – A/E Submission Instructions for Minor and NRM Construction Program.

11) Environmental Planning Guidance (PG-18-17).

H) Scope of Work.

1) Under this Task Order, the A/E shall furnish multi-discipline architectural and engineering services for reports, planning, programming studies, investigations, testing, design concepts, design options, construction drawings, specifications, review of shop drawings, samples, equipment, data, and other related documents a reasonable A/E might expect to deliver as professional services. The A/E firm shall provide professional services necessary for:

a. CLIN 1 – Design of the new building. See Attachments 1, 2, and 18.

1. Investigate the site, utilities, and remaining foundation.

1. Building is to be placed on the same site.

2. Reuse the existing foundation if possible.

2. Design new building including all requirements and components needed by the Hines PDT.

b. CLIN 2 – Construction Administration Services.

1. Construction Administration Services are outlined in further detail later this document. Within this period the contractor shall provide all labor and materials included under Section J - Tasks and Responsibilities, Section K – Deliverables, and Section L - Timeline.

2) Drawings, specifications and cost estimates shall include all facets of work and trades necessary to facilitate award of a construction contract. Construction period services are to include site visits during construction as part of the scope.

3) The A/E shall collaborate with the EHVAH’s designated PDT in the Design Phase and all the way through the Construction Phase.

4) The A/E shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, testing, and inspections to meet the requirements of the contract to deliver the following:

a. Activities required during the investigative phase, include but are not limited to:

1. Review existing condition drawings.

2. Perform field investigations.

3. Investigating the site for possible piping obstacles such as plumbing, sewer, storm sewer, steam distribution, electrical, and telecom.

4. Assess the site for hazardous materials and/or contaminated soils.

5) End-user Design Parameters: The design shall consist of several end-user design parameters that must be included with the design and will be used to measure the success of the overall project. The parameters include, but are not limited to the following:

a. Accessibility: All rooms required by the ABA and the VA’s Barrier Free Design Guide shall be compliant.

b. BIM: Building Information Modeling is a requirement to coordinate the work of multiple trades and engineering disciplines.

c. Commissioning will be performed by the A/E as part of this contract.

d. Communication. See specifications in Attachment 14.

e. Electrical:

1. All outlets are to be circuited on 3-wire ground.

2. All electrical distribution panels shall be labeled with its power source information (i.e., the circuit feeding it).

f. Energy: The design shall include Energy Star rated materials and equipment or a VA approved equivalent.

g. Plumbing:

1. Low-flow water fixtures are required.

2. All toilet fixtures are to be manually operated except ABAAS required fixtures which shall be automatically controlled.

3. Toilet accessories will need to be coordinated with EHVAH Environmental Management Services (EMS).

h. Signage: To comply with VA standard signage requirements.

i. Specifications: The most current versions of the standard specifications shall be taken from the VA’s Technical Information Library (TIL) but may be augmented as necessary to clearly define the project. When applicable, develop the drawings, notes, and/or specifications to include the following:

1. For rated doors, frames, and hardware the UL labels shall be clearly visible and shall not be covered with primer or painted. For rated doors with continuous hinges the UL label for door shall be placed on the top edge of the door and the UL label for the frame shall be placed on the underside of the header.

2. Concrete shall not be used to fill floor/wall penetrations. UL-approved fire-patching materials are to be specified in such situations.

3. Label the cover plates of all electrical receptacles both inside and outside with their circuit numbers and the panel it is fed from (on the outside of the receptacle cover and a label inside the outlet box).

4. All fixtures to be checked for hot water 120° Fahrenheit at point of use. No run outs of greater than 50 LF without a hot water return line tie-in. This is a more stringent requirement than stated in the code which permits up to 100 LF.

5. Replace all occurrences of “Resident Engineer” in this contract and throughout VA Master Specifications with “Project Engineer.” Project Engineer is a term synonymous with Contracting Officer’s Representative (COR).

6. Replace all occurrences of “Facility Management Service” in this contract and throughout VA Master Specifications with “Project Planning Section, Engineering Service”.

j. Telecom: Telecom standards for will be provided by the COR and OIT. See Attachment 14.

6) The A/E shall furnish multi-discipline architectural and engineering services for reports, planning and programming studies, investigations, testing, design concepts, design options, construction drawings and specifications, review of shop drawings, samples, equipment, data, and other related documents. Although primarily architectural in nature, projects may also have components that fall under additional disciplines including but not limited to:

a. Accessibility.

b. Civil Engineering.

c. Commissioning.

d. Construction Administrative Services.

e. Control Systems.

f. Cost Estimation.

g. Electrical.

h. Energy.

i. Environmental Design/Hazardous Material.

j. Fire Alarm and Suppression.

k. Infection Control.

l. Mechanical.

m. Landscape Design.

n. Lighting.

o. Phasing of Construction/Schedule Development.

p. Plumbing.

q. Rendering and 3D Modeling.

r. Reports (of a specific nature as outlined in the Task Order).

s. Security.

t. Signage and Wayfinding.

u. Specifications.

v. Structural.

w. Telecom (Phone and Data)

7) In accordance with VAAR 836.606-73 Application of 6 percent architect-engineer fee limitation.:

a. The total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities such as those shown in paragraph (c) of this section.

b. To support project submissions, the engineering officer or project engineer must use VA Form 10-1193, Application for Health Care Facility Project, and Form 10-6238, EMIS Construction Program Estimate Worksheet, and must show the proposed technical services where necessary and applicable.

c. The 6 percent fee limitation does not apply to the following architect or engineer services:

1. Investigative services including but not limited to:

i. Determination of program requirements, including schematic or preliminary plans and estimates;

ii. Determination of feasibility of proposed project;

iii. Preparation of measured drawings of existing facility;

iv. Subsurface investigation;

v. Structural, electrical, and mechanical investigation of existing facility; and

vi. Surveys: topographic, boundary, utilities, etc.

2. Special consultant services that are not normally available in organizations of architects or engineers and that are not specifically applied to the actual preparation of working drawings or specifications of the project for which the service is required.

3. Other:

i. Reproduction of approved designs through models, color renderings, photographs, or other presentation media;

ii. Travel and per diem allowances other than those required for the development and review of working drawings and specifications;

iii. Supervision or inspection of construction, review of shop drawings or samples, and other services performed during the construction phase; and

iv. All other services that are not an integral part of the production and delivery of plans, designs, and specifications.

4. The cost of reproducing drawings and specifications for bidding and their distribution to prospective bidders and plan file rooms.

8) The estimated construction contract price to complete both CLINs of this project is $1,924,000.00.

9) The above A/E scope constitutes a basic outline of the work and in no way outlines all the details for the design of this project. It is recommended that a detailed inspection of the premises be initiated to determine the needs and conditions for the design and plans for this project. Copies of the most recent drawings will be available for A/E’s use. However, the A/E shall field verify their validity before starting the design. Utilities within the area and identified on existing drawings are not to be interpreted as the exact location or as a comprehensive representation of the existing site conditions.

I) Constraints.

1) Work hours for EHVAH staff are from 7:30 am until 4:00 pm, Monday through Friday.

2) Photographs may be taken of the work performed at the jobsite. However, photographs containing patients and/or staff are a violation of patient privacy and hospital policy. Both violations are subject to penalties and dismissal. Permission from the EHVAH Public Affairs Officer (PAO) is required and should be coordinated with the project COR.

3) Exploratory demolition is permitted but must be coordinated with the COR.

4) VHA Directive 1085 implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities.

5) Maximizing Use of American-Made Goods, Products, and Materials

a. The Buy American Act required the United States government to prefer U.S.-made products in its purchases.

b. It is the policy of the United States to buy American and to maximize, consistent with law, the use of goods, products, and materials produced in the United States.

c. Designs and specifications should adhere to this policy to the greatest extent possible.

6) All contractors (in this case A/E personnel) visiting the jobsite will need to receive a temporary PIV badge. The procedure to follow is:

a. Contractors must FIRST get their fingerprints done by Human Resources located in Building 17.

b. It takes between 3-5 days at least for fingerprints clear.

c. Once fingerprints have cleared the person requesting a badge can be sponsored.

d. The contractor must then complete a “Request for a PIV card” form See Attachment 11 and then turn in to the COR.

e. The contractor can then be sponsored upon verification the fingerprints have been cleared.

f. Once contractor has been sponsored the COR, they can call PIV (708) 202-5170 to arrange for issuance of a PIV for badge.

J) Tasks and Responsibilities.

1) A post award meeting between the Contracting Officer (CO) or Contracting Specialist (CS), the Contracting Officers Representative (COR), and key A/E team members will be conducted to review project objectives, scope, deliverables, communication, site access, schedule, and responsibilities. After this meeting the awarded A/E firm shall provide their services per the following phases.

2) The first phase will begin with a Notice to Proceed from the Contracting Officer (CO) or Contracting Specialist (CS). Each phase will be concluded with deliverables rendered and may include a meeting with key personnel from both the A/E team, the CO/CS, the COR, and the EHVAH. The A/E shall submit a QA/QC template for review after each phase. The template shall have a signature block for the QA/QC reviewer.

3) 30% Design Phase (Schematic Design)

a. The A/E firm shall visit the site of Building 231 to perform a field survey of all engineering disciplines. Measurements of the existing conditions shall be taken to update the existing conditions into AutoCAD drawings.

b. The A/E firm shall meet with key EHVAH personnel to determine a program for design. Based upon these meetings and the scope of work, the A/E firm shall develop three (3) preliminary designs options with each option addressing the needs of the scope of work. Each option shall include a narrative of their suggested design alternative, drawings, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

c. The EHVAH will review the documents provided and select one of these options to pursue in the next phase. Comments will be collected by the COR and formally sent to the CO/CS. It is possible the selected option to move forward contains elements from all three preliminary options resulting in one, hybrid option.

4) 60% Design Phase (Design Development).

a. The A/E firm shall develop the selected design option by expanding upon the drawings, details, and specifications of the work to be performed. The selected option shall include revisions to the A/E firm’s suggested design alternative, design narrative, drawings, specifications, the estimated cost of construction, expected construction duration, and construction phasing if necessary.

b. Following the 60% design submission COR will submit the package for an independent Fire Code Review. See Attachment 15. The review may render life safety comments that will need to be incorporated into the 90% design submission.

5) 90% and 100% Design Phases (Construction Documents).

a. The A/E firm will incorporate any life safety comments from the independent Fire Code Review.

b. The A/E firm shall develop a full set of construction drawings and specifications. These construction drawings and specifications will be used for bidding by a qualified contractor. Review sets will be provided to the CO/CS and the COR at the 90% and 100% completion intervals prior to the final bid issuance.

c. The A/E firm shall address any questions, clarifications, and/or Requests for Information (RFI’s) that arise during the bidding phase. Upon completion of the bidding process the A/E firm shall issue a final set of drawings and specifications to be referred to as contract documents. Alternate designs options and/or cost savings measures agreed to by the contractor shall be incorporated into the contract documents.

6) Construction Administration.

a. The A/E firm shall provide services during the construction phase of the project including but not limited to:

1. Site visits during construction:

i. Attend Post-Award meeting. The Designer of Record and its key consultants will attend a “Page-Turn” meeting following the award for construction. The goal of this meeting is to clarify any confusion the contractor may have regarding the contract documents in advance of commencing construction activities, delivery of project submittals, submission of the project schedule, the coordination of project phasing, etc.

ii. Attend to bi-weekly construction meetings. This can be performed via WebEx or Microsoft Teams.

iii. Participation in final acceptance inspection and prepare punch list.

iv. Verification of final inspection punch list items completion.

2. Bi-weekly (every 2 weeks) construction meetings:

i. Provide a report narrating each visit/meeting with the EHVAH (minutes) within seven (7) calendar days of the visit/meeting.

3. A site visit report which includes the purpose of the visit, observed construction, advisement of any deviations/deficiencies, recommendations, additional actions required, items reviewed, shall be furnished to the COR within seven (7) calendar days following the visit day.

4. Review all construction contractor submitted shop drawings, samples, RFIs and submittals, as required by specifications, recommending either conformance/non-conformance with inclusion of comments to the COR and return within seven (7) calendar days of receipt.

5. Review all cost proposals for construction changes and return within seven (7) calendar days.

6. Issue construction clarification drawings when requested by the CO, the CS, and/or the COR.

7. Assist in the development of RFP’s and Request for Modification’s on behalf of the government.

7) Construction Close-out Documents.

a. The A/E firm shall review the contractor close-out submissions for thoroughness and conformance with the contract document requirements. The A/E firm shall also review field-marked as-built drawings for conformance with final installations. The A/E firm shall utilize these as-built drawings and specifications from the contractor and generate as recorded drawings and specifications.

K) Deliverables

The awarded A/E firm shall have their services delivered per the following phases:

1) 30% Design.

a. A final schematic design with options and cost estimates shall be issued in hardcopy (drawing sheet) and electronic (PDF) copy. Four (4) sheets and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Preliminary design drawings from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Schematics checklist.

2) 60% Design.

a. The design package shall be issued in hardcopy (drawings and specifications) and electronic (PDF) copy. The package shall include but is not limited to:

1. Cover page.

i. List of drawings.

ii. Location information.

iii. Code information.

iv. General notes.

2. Floor plans.

i. Demolition.

ii. Construction.

iii. Site and Civil.

iv. Structural.

v. MEP.

vi. Physical Security and Building Security.

vii. Telecom.

3. Preliminary Schedules.

i. Finished Material Schedule.

ii. Light Fixture schedule.

iii. Room Finish Schedule.

iv. Equipment Schedule (Provided by/Installed by).

4. Preliminary Interior and Exterior Elevations.

5. Preliminary Wall sections and Details

6. Preliminary Specifications.

7. Preliminary Cost Estimation.

b. 60% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. Drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Design Development checklist.

3) 90% and 100% Design.

a. The design package shall be issued in hardcopy (drawings and specifications) and electronic (PDF) copy. The package shall include but is not limited to:

1. Cover page.

i. List of drawings.

ii. Location information.

iii. Code information.

iv. General notes.

2. Floor plans.

i. Demolition.

ii. Construction.

iii. Site, Civil, and Landscaping.

iv. Environmental Design/Hazardous Material.

v. Structural.

vi. MEP.

vii. Physical Security and Building Security.

viii. Telecom.

ix. Fire Alarm and Suppression (if required by code).

x. Signage and Wayfinding.

3. Schedules.

i. Finished Material Schedule.

ii. Light Fixture schedule.

iii. Room Finish Schedule.

iv. Equipment Schedule (Provided by/Installed by).

5. Interior and Exterior Elevations.

6. Wall sections and Details.

7. Rendering and 3D Modeling.

8. Specifications.

9. Cost Estimation.

b. 90% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

c. 100% review sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic (PDF) copy. One (1) set of full-size drawings, three (3) sets of half-size drawings, three (3) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L. The drawings and specifications from the A/E shall be consistent the Program Guide, PG-18-15, Volume C, Construction Documents checklist.

d. Bid package sets shall be identical to the 100% Design sets with minor corrections made if necessary. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

e. Contract Documents shall consist of revised drawings and specifications from the Bid package which reflect the elements of the proposed contract for construction. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

4) Construction Administration.

a. Field reports by the architect and their engineers based upon field visits and bi-weekly meetings.

b. RFI’s, submittal review, and construction clarification drawings.

5) Construction Close-out Documents.

a. Construction Close-out Documents shall consist as recorded CAD drawings and specifications. The documents shall be revised drawings and specifications based upon as-built drawings and specifications submitted by the contractor and A/E clarification drawings generated during the construction project. The as recorded CAD drawings shall focus on the actual built structures and components and remove all unnecessary construction notes and references. Drawings and specifications shall be stamped, signed, and sealed. Sets shall be issued in hardcopy (full-size/half-size drawings and bound specifications) and electronic copy. Electronic copies of specifications shall be in Microsoft Word and PDF formats. Electronic copies of drawings shall be in AutoCAD 2013 or earlier and PDF formats. CAD reference files shall be bound to the principle sheet drawing. Two (2) sets of full-size drawings, two (2) sets of half-size drawings, two (2) sets of specifications, and two (2) compact disks containing the electronic copies shall be delivered to the COR per the schedule indicated in Section L.

L) Timeline.

The awarded A/E firm shall have their services executed per the following timelines. These timelines should be viewed as guidelines for milestone dates.

1) 30% Design - 60 calendars days to complete this phase from the Notice to Proceed issued by the CO/CS until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

2) 60% Design - 30 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

3) 90% Design – 30 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. This period shall include all internal coordination between the A/E firm and its consultants as well as any meetings between the A/E and the PDT.

4) 100% Design (Bid Documents) – 14 calendar days from the prior phase’s technical comments report until all deliverables are received by the CO/CS, COR, and EHVAH. Following any technical comments any minor corrections will be addressed within 2 calendar days and submitted to the CO/CS/COR for acceptance.

5) EHVAH Review Periods – Shall immediately follow each design phase per the schedule below. Each review period is listed as a maximum duration and any relevant comments will be submitted to the A/E as technical comments formatted in a report. This report will also notify the A/E team to move onto the next phase.

a. 30% Design: Up to 14 calendar days. The technical comments report will notify the A/E team of the selected option or combination of options (hybrid) to pursue in the 60% Design phase.

b. 60% Design: Up to 21 calendar days including a Fire Code Review.

c. 90% Design: Up to 21 calendar days.

d. 100% Design: Up to 7 calendar days.

e. Record Drawings: Up to 14 calendar days.

6) Immediately following the closing of the RFI period during construction bidding the A/E team will have 10 calendar days to issue the final Contract Documents. These documents will update the Bid Documents based upon RFI’s submitted and addressed during the construction bid period.

7) Construction Administration – To be determined based upon the schedule for construction. The estimated construction period is 9 months after NTP with all product submittals to be initially delivered within the first 30 calendar days of the construction schedule.

8) Construction Close-out Documents – 30 calendar days from receipt of the contractor’s as-built drawings and specifications.

9) Period of Performance Timeline Table.

M) Instruction to Offerors.

1) Cost proposals should be divided by CLINs.

a. CLIN 1 – Investigation and Design.

b. CLIN 2 – Construction Administration Services.

2) Provide a narrative document with the cost proposal submission. The narrative document will include the following information:

a. Identify the project point of contact.

b. List consultants assigned to the project.

c. The published hourly rates for each consultant, discipline, and billing category.

d. For each phase of each CLIN provide the staff assigned (by discipline, billing category, billing rate, and the projected office hours to work on the project).

1. For example:

i. Architecture/Project Manager/$150 per hour/180 office hours in this phase.

ii. Architecture/Sr. Planner/$170 per hour/120 office hours in this phase.

iii. Mechanical/Mechanical Engineer/$120 per hour/40 office hours in this phase.

iv. Note – The hours assigned in each phase should not include time for meetings and site visits. These are addressed in items 5 and 6 below.

e. For each phase of each CLIN provide an itemize list of meetings planned (teleconference or video conference), the reason for the meeting, who is attending, and the duration of those meetings.

1. For example:

i. Meeting 1.

ii. Interview Hines staff for design charette

iii. Staff of 4 - Project Manager, Sr. Architect, Facility Planner, Interior Designer.

iv. Duration of the meeting will be 4 hours.

f. For each phase of each CLIN provide an itemized list of trips to visit the station, the reason for the trip, who is attending, and the duration of those visits. Trips can be for in-person meetings, surveys, and investigations. Also include a breakdown of the estimated travel expenses for each trip.

1. For example:

i. Trip 1

ii. Field Investigation and Surveying

iii. Staff of 6 - Project Manager, Sr. Architect, Jr. Architect (3), CAD draftsmen.

iv. Duration of the trip is 4 consecutive days, full time, including travel to the site on the first day and return on the last day.

2. Estimated Travel

i. Air fare.

ii. Hotel.

iii. Rental car.

iv. Meals.

N) Other Pertinent Information or Special Considerations.

1) No VA Sensitive information or connection to the Hines network will be required for execution of this contract.

2) All Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements as applicable. The Contractor shall provide the Government copies of such certificates.

3) Per VA Information Security Program policy – VA Directive and Handbook 6500 and 6500.6, Appendix A, contractor storage, generation, transmission or exchanging of VA sensitive information during this construction project is not acceptable.

4) All work shall be scheduled to meet requirements of EHVAH. All work shall be coordinated through the Contracting Officer. Local coordination shall be routed through the Contracting Officer’s Representative.

5) Utilities within the area and identified on existing drawings are not to be interpreted as the exact location, or as the only existing site conditions. Contractor shall verify all existing conditions and proceed with caution around any anticipated obstructions.

6) Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of the Contracting Officer. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure system-wide consistency. All work conducted under this scope of work shall comply with the Department of Veterans Affairs Master Specifications and all applicable state and federal regulations and codes.

O) Point of Contact at the EHVAH.

1) Lawrence Doyle Chief of Project Planning Engineering Service Edward Hines Jr. VA Hospital Department of Veterans Affairs 5000 S. Fifth Avenue Building 2, Room 117 Hines, IL 60141-5000 Lawrence.doyle2@va.gov Phone: 708-202-8387 ext. 24017

FAX: 708-202-2167

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