757-25-103 Replace Domestic Water Heaters SOW and Evaluation Criteria 3-6-2025 FINAL.pdf

Chalmers P. Wylie VA Ambulatory Care Center 420 North James Road March 3, 2025 Columbus, Ohio 43219-1834

Project 757-25-203

Replace Domestic Water Heaters

Project Design Scope of Work

1. GENERAL INTENT: The Contractor (herein referred to as “A/E”) shall provide Architect/Engineer (A/E) services to design a construction project at Chalmers P. Wylie Veterans Ambulatory Care Clinic (ACC) in accordance with this design scope of work.

2. STATEMENT OF WORK: A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, conduct of studies and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to provide and replace new domestic water heaters to support the current building capacity for hot water use. Hot water heater size is based on existing hot water heaters that currently support the main building facility and based on initial discussions with vendors. New hot water heaters need to support current building requirements. Determine if additional hot water supply is needed for existing building capacity. The A/E design shall consist of construction drawings and specifications and must include a construction cost estimate for completing the replacement work utilizing a SDVOSB contractor.

A/E Part Two Services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post-award and commissioning kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance in the final acceptance inspection, preparation of the punch list and preparation of record drawings of the completed construction project based on the construction contractor’s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

Integrated Design – Use a collaborative, integrated planning and design process that initiates and maintains an integrated project team in all stages of a project planning and delivery. Establish performance goals for siting, energy, water, materials, and indoor environmental quality along with other comprehensive design goals and ensures incorporation of these goals throughout the design and lifecycle of the building.

Design shall be in compliance with the VA Physical Security Design Manual, PSDM. A/E to notify the VA of any elements that cannot be met and provide the VA with an approvable design alternate for that requirement. Alternate shall be approved by the VA to be considered acceptable.

The A/E during this design project shall collaborate with (at the minimum) the Independent Life Safety Review Agent (LS Agent) for the project, provided by the A/E firm. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of Columbus Chalmers P Wylie Ambulatory Care Center record drawings will be made available for A/E use; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

3. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project’s estimated construction contract price of $800,000.

4. DESIGN INDEPENDENCE, FURNITURE AND EQUIPMENT: Designs for construction must produce a “complete and usable” facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately. Equipment that can be part of the design includes those items to meet code requirements for building occupancy, items covered in the VA’s Master Construction Specifications https://www.cfm.va.gov/til/spec.asp MASTER CONSTRUCTION SPECIFICATIONS (PG-18-1) - Office of Construction & Facilities Management (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design’s independence.

5. DESIGN CRITERIA: The VA Technical Information Library (TIL) available at https://www.cfm.va.gov/til/spec.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the following listed Department of Veterans Affairs References, with special emphasis on items in bold:

PG-18-1 Master Construction Specifications PG-18-3 Design and Construction Procedures [Including but not limited to: Codes, Standards, and

Executive Orders] PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp https://www.cfm.va.gov/til/spec.asp http://www.cfm.va.gov/CFM/TIL/spec.asp http://www.cfm.va.gov/CFM/TIL/cPro.asp http://www.cfm.va.gov/CFM/TIL/sDetail.asp http://www.cfm.va.gov/CFM/TIL/equip.asp

H-18-8 Seismic Design Handbook PG-18-9 Space Planning Criteria PG-18-10 Design Manuals (by discipline) [Including but not limited to: Guiding Principles checklists as indicated for Minor Projects in Sustainable Design Manual, Life Cycle Cost Analysis] PG-18-12 Design Guides (graphical, by function) PG-18-13 Barrier Free Design Guides PG-18-14 Room Finishes, Door, and Hardware Schedules PG-18-15 Minimum Requirements for A/E Submissions PG-18-17 Environmental Compliance Manual H-7545 VA Cultural Resource Management Procedures

The following references should also be used to complete the design documents:

Chalmers P. Wylie VA Ambulatory Care Center Interior/Exterior Finish Schedule, https://www.cfm.va.gov/til/room/roomfinishes.pdf

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA, the Contracting Officer’s Representative (COR), to ensure consistency department wide.

6. DESIGN COLLABORATION: The A/E during this design project shall collaborate with the VHA Office of Healthcare Environment and Facilities Programs Special Engineering Program (HEFP/SEP) staff, VISN 10 and the Independent Life Safety Review Agent (LS Agent) for the project. Design submittal comments from these contractors, if concurred with by VA, shall be incorporated into the design. HEPF/SPE and/or VISN deliverables shall be coordinated with the A/E’s design submittals to ensure compliance with all requirements are met. The A/E is required to ensure all elements of the design adhere to the Life Safety Code, including recommendations for temporary construction barriers, prior to the Independent Life Safety review.

7. INDEPENDENT LIFE SAFETY REVIEW: The A/E shall incorporate any comments from the VA 3rd party life safety review.

8. ENVIRONMENTAL PROTECTION: The A/E shall assist the VA with completion of a National Environmental Policy Act (NEPA) assessment as required by the Columbus VOC. If the NEPA assessment results in potential environmental impacts, the A/E shall be responsible for completing any auxiliary documentation required per PG-18-17 NEPA Interim Guidance for Projects located on the TIL (https://www.cfm.va.gov/environmental/NEPAGuidance.pdf Additional requirements may include, but are not limited to, Environmental Assessment, Environmental Impact Statement, and Record of Decision. The NEPA analysis and concluding documentation must be completed by the Final Bid Documents submittal.

9. PHYSICAL SECURITY: The A/E must include a certified physical security specialist. The specialists must be involved with the design beginning with the concept phase and the qualifications must be submitted to the COR for review and approval prior to the concept/basis of design phase. The specialists shall meet the specific requirements listed in the Physical Security Design Manual for Mission Critical Facilities located on the TIL https://www.cfm.va.gov/til/dManual.asp#PSR The A/E shall ensure that all aspects of the applicable VA Physical Security Design Manual (either Life-Safety Protected or http://www.cfm.va.gov/CFM/TIL/seismic.asp http://www.cfm.va.gov/CFM/TIL/planning.asp http://www.cfm.va.gov/cfm/til/dManual.asp http://www.cfm.va.gov/cfm/til/dGuide.asp http://www.cfm.va.gov/CFM/TIL/accessibility.asp http://www.cfm.va.gov/cfm/til/room/RoomFinishes.pdf http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/etc/NEPAGuidance.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=584&FType=2 https://www.cfm.va.gov/til/room/roomfinishes.pdf https://www.cfm.va.gov/environmental/NEPAGuidance.pdf https://www.cfm.va.gov/til/dManual.asp#PSR

Mission Critical Facilities) are incorporated into the design and shall prepare a written report acknowledging compliance as required by the VOC. The A/E must inform the COR of any physical security items that will be difficult to achieve during the concept/basis of design phase of the design and assist the VA with waiver requests as necessary.

10. SUBMITTAL REQUIREMENTS: Design submittals shall follow the requirements of Program Guide, PG-18-15, Volume C - A/E Submission Instructions for Minor and NRM Construction Program dated November 2008. This document is available on the TIL at http://www.cfm.va.gov/til/aeDesSubReq.asp.

The A/E shall deliver design submittal documents that follow the iterative phase breakdown for design work in PG-18-15 and as additionally specified below. Specific requirements for each discipline/work product listed under each phase can be found in PG-18-15; it is expected for the phase of design that each of the checked items in the Schematic Design (SD)/Design Development (DD)/Construction Documents (CD)) columns will be completed for the submittal. The A/E shall attend a review meeting following each design submittal as indicated under the Project Schedule section of this Scope of Work.

Each new submittal will incorporate all VA comments from the previous submittal. The Asbestos Abatement requirements in PG-18-15 are not applicable at Columbus VOC due to the age of the campus (construction began in 2006).

The following submittals will be required for this project:

Quality Assurance/Quality Control (QA/QC) Plan Basis of Design (BD) - 10% - In addition to the requirements in PG-18-15, a Basis of Design is required. Basis of Design is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concept is fully understood, and that subsequent design details, and their ultimate presentation in the final drawings and specifications, will be based on sound architectural and engineering decisions. Conceptual drawings of the planned design and the basic cost estimating approach will additionally be included.

Schematic Design (SD)- 35% Design Development One (DD) – 65% Construction Documents (CD)- 95% Final Bid Documents (Bid) – 100%

11. DRAWING FORMAT: All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2019 or the latest version available to Columbus VOC.

The A/E shall provide a computer 3D model and prepare various 3D renderings to present to VA throughout the design phase to adequately represent architectural, mechanical/electrical/plumbing (MEP), site conditions and other items in the design to aide with facility visualization and contractor coordination.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Columbus VOC Master Record Drawing – pending facility expertise). The deliverable model at the SD, DD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

http://www.cfm.va.gov/til/aeDesSubReq.asp http://www.cfm.va.gov/til/projReq.asp

Architectural/Interior Design Square Footage/Volume Room Names and Numbers Architectural Schedules Architectural Specialties and Woodwork Doors Windows Louvers Roof Floors Ceilings Vertical Circulation Walls/Curtain Wall Sizes, Shapes, & Material Data General Signage Schedules Furniture Equipment Structural Foundations

Shafts and Pits Mechanical

HVAC

Plumbing Electrical/Telecommunications Power and Lighting Steam Distribution Other Engineering Data as Required Exterior Building Information Nurse Call System Asbestos/Hazardous Material Info Security System Information (Access Control, Security

Cameras, Panic Alarms, Overhead Paging) Life Safety Information (Fire Extinguishers, Wall

Ratings, Door Ratings, Fire Protection/Alarms) Departmental Ownership (By Common Name, Capital Asset Inventory Department Definition and Strategic Capital Investment Program Department Definition)

12. SUBMITTAL FORMATS: Submittals shall be submitted in electronic format and hard copy formats as listed below. Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp) and Autodesk Revit Project (.rvt) files are acceptable. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. The A/E shall be responsible for providing:

Meeting/Conference Minutes Meeting minutes for all formal meetings and conferences held with the VA; including weekly construction meetings. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. All documents in any of the electronic formats listed above.

Construction Cost Estimates Construction cost estimates shall comply with Manual for Preparation of Cost Estimates & Related Documents for VA Facilities dated March 8, 2011. This document is available on the TIL at http://www.cfm.va.gov/cost/index.asp. All estimates in any of the electronic formats listed above.

Quality Assurance/Quality Control (QA/QC) Plan All documents in any of the electronic formats listed above.

Basis of Design (BD) 10%

Submittal Requirements

QA/QC

Project Execution Project Approach Cost Estimating and Budget Approach http://www.section508.gov/ http://www.cfm.va.gov/cost/index.asp

What will be included in future submittals Architecture/Engineering o Existing building considerations o New construction o Life safety o Building Codes and Standards o Architectural/Engineering next steps

Schematic Design (SD) 35%

Drawings Specification Table of Contents – Specifications Basis of Design (Narrative) PG 18-15 Checklist QA-QC Plans Project Schedule Project Execution Plan Initial Cost Estimate by Independent third party to be sent will all SD submission documents Equipment spec sheets (if needed) Investigative Reports (If needed) Design Calculations (If needed) One half-size paper bond set of drawings – 1 to VA One paper bond set of specifications – 1 to VA One paper bond set of investigation reports, design calculations, space planning data One paper bond set of cost estimate

Design Development (DD), and Construction Documents (CD) 65%

Drawings Specification Table of Contents – Specifications Basis of Design (Narrative) PG 18-15 Checklist QA-QC Plans Project Schedule Project Execution Plan Cost Estimate by independent third party to be sent with all DD/CD submission documents.

Equipment Spec Sheets (if needed) Calculations Memo annotating what was or was not upgraded and corresponding justifications.

One (1) full size paper bond sets of drawings - 1 to VA One half-size paper bond sets of drawings – 1 to VA One paper bond set of specifications – 1 to VA One paper bond set of investigation reports, design calculations, space planning data, construction schedule, construction statement of work (SOW) and cost estimate - 1 to VA

Final Bid Documents (Bid)

Drawings (w/ Life Safety) Specification Table of Contents and Specifications w/NO-Redlines-Final Basis of design PG 18-15 Checklist QA-QC Plans Project Schedule Project execution plan Calculations Life Cycle Cost Analysis Cx Plan Construction Statement of Work Construction Schedule (Anticipated) Hazardous Material Survey Memo annotating what was or was not upgraded and corresponding justifications.

Infection Control Risk Assessment ICRA Form Physical Security Compliance Report Certified memo that the A/E design is independent of future projects and includes all equipment required for the project to be activated/full functional.

One (1) full size paper bond sets of drawings - 1 to VA Two (2) half-size paper bond sets of drawings – 2 to VA One paper bond sets of specifications – 1 to VA One (1) paper bond sets of investigation reports, design calculations, space planning data, construction schedule, construction SOW and cost estimate - 1 to VA Cost Estimate by independent third party to be sent with the CD submission.

Requests For Information (RFI) Requests For Information shall be submitted within three (3) calendar days of submittal to the A/E.

Submittal Reviews Submittal reviews shall be submitted within seven (7) calendar days of submittal to the A/E.

Site Visit Reports Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above.

Modification Requests Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above. Note - If major modification, VA will provide additional time and document format guidance.

Punch List Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawings Record drawings shall be delivered to the VA within thirty (30) calendar days after VA acceptance of the construction project. Autodesk Revit Project (.rvt) format and AutoCAD (.dwg) format.

13. PROJECT SCHEDULE/PERIOD OF PERFORMANCE: The A/E shall perform Part One Services/Design Phase work according to the schedule shown below.

QA/AC Submittal 7 calendar days after receipt of Notice to Proceed BD Submittal 7 calendar days after receipt of Notice to Proceed QA/QC and BD Review Meeting 7 calendar days after VA receipt of QA/QC & BD

Submittals SD Submittal 21 calendar days after VA acceptance of BD Submittal SD Review Meeting 10 calendar days after VA receipt of SD Submittal DD1 Submittal 28 calendar days after VA acceptance of SD Submittal DD1 Review Meeting 14 calendar days after VA receipt of DD1 Submittal CD Submittal 28 calendar days after VA acceptance of DD2 Submittal CD Review Meeting 14 calendar days after VA receipt of CD Submittal Final Bid Documents Submittal 14 calendar days after VA acceptance of CD Submittal Final Bid Documents Acceptance Meeting 10 calendar days after VA receipt of Bid Submittal Total Part One Services/Design Phase Schedule

160 calendar days

Part Two Services/Construction Period Services shall be performed for the length of time between the acceptance of Final Bid Documents and acceptance of Construction Completion.

14. CONTRACT OVERSIGHT: All contracts for this project (shall be awarded by the Veteran’s Integrated Service Network 10 Network Contract Office (VISN 10 NCO); only a warranted VA Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

The VISN 10 NCO shall designate a Contracting Officer’s Representative (COR) to monitor and manage the A/E’s performance under the design project contract. The COR shall be a representative of the Columbus VOC Engineering Service Project Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Columbus VOC Engineering Service Project Section shall also be designated for the construction project contract to monitor and manage the construction contractor’s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of “Owner’s Representative” and does not supersede or eliminate the A/E’s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

CHALMERS P. WYLIE VA AMBULATORY CARE CENTER

Project: 757-25-103 Replace Domestic Water Heater Architect/Engineer Evaluation for Ranking - Proposed Evaluation Criteria

Firms responding to this notice shall do so using Standard Form (SF-330) and will be evaluated and ranked using the selection criteria listed below. The evaluation factors are to be addressed in Part H of the SF-330 unless otherwise indicated. The evaluation will consider how each factor is addressed to coincide with the selection criteria. The factors are individually weighted as indicated. SF-330 responses shall be no longer than 75 standard 8.5”x11” pages.

1. Specialized experience and technical competence (30% Weighting)

Firm Experience as required by this criterion shall be located in Section F – Example Projects.

For the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction and the use of recovered materials.

2. Professional qualifications necessary for satisfactory performance of required services (25%)

Organizational Chart shall be located in Section D – Organizational Chart.

Personnel Qualifications and Experience as required by this criterion shall be located in Section E – Resumes of Key Personnel.

The qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team.

3. Capacity to accomplish the work in the required time (15% Weighting)

The general workload and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated.

4. Past performance (15% Weighting)

The past performance of the firm on contracts relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Project past performance references older than 3 years will receive a lesser score than those references for projects accomplished within the past 3 years.

5. Experience in Construction Period Services (10% Weighting)

Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates.

6. Geographic Location (3% Weighting)

Firms will be evaluated on location within the general geographical area of the project and knowledge of the locality of the project.

a. Primary means of travel (car, plane, etc.)

b. Length of time (in hours) between departure from architect-engineer office to arrival at project location

c. Submitted information will be used to evaluate the physical response time to the

Chalmers P Wylie Ambulatory Care Center Columbus, Ohio VA. (VA ACC).

7. Extent of participation as subcontractors of service-disabled veteran-owned small businesses, veteran-owned small businesses, and other types of small businesses (2% Weighting)

Provide a percentage of the total estimated effort that will be used to select service-disabled veteran-owned small businesses, veteran-owned small businesses, and other types of small businesses as subcontractors on this project.

The submitted information will be used to evaluate small business subcontractor participation for this project:

a. SDVOSB shall be given greatest preference.

b. VOSB shall be given great preference.

c. All other small businesses to be preferred.