Atch 2 AE Supplemental Design Submission Instructions.pdf
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- Solicitation number
- 36C24925R0037
About this file
This document is a set of supplemental design submission instructions for an Architect-Engineer (AE) project with the Department of Veterans Affairs (VA). The instructions provide detailed guidelines for preparing and submitting specifications and drawings, including strict requirements for brand naming, experience references, and document formatting. Key directives include obtaining Contracting Officer approval for sole source or brand name descriptions, limiting experience requirements to 3 years without justification, avoiding vague phrases like "including but not limited to," and replacing certain terminology such as "Resident Engineer" with "COR" in final specifications. The instructions mandate that final specifications be submitted as a combined Word and PDF electronic document, with precise language and comprehensive identification of all requirements.
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AE Supplemental Design Submission Instructions
The following applies to all submitted documents (specifications and drawings):
1. Sole Source, Brand Name, or Brand Name or Equal descriptions shall not be used on drawings or in specifications (even if originating from the VA Master Specifications) without prior discussion with and approval by the Contracting Officer.
2. If approved by the Contracting Officer, use of 'Brand Name or equal' descriptions shall include Manufacturer, Brand, and Model Number, and all salient characteristics a proposed equal must met to be evaluated as equal. A written justification for why use of all 'Brand Name or equal' descriptions will be necessary to meet the needs of the government shall also be provided by the AE firm.
3. Any experience requirements listed in the specifications shall not exceed 3 years unless a written justification is provided documenting why additional years of experience are essential.
4. Use of guarantee period services shall not be included in the specifications or on the drawings without prior approval of the Contracting Officer.
5. Replace any references to “Resident Engineer”, “RE” or “COTR” with “COR” in the final specifications.
5. Replace all instances of the word/phrases “will”, “must”, “may”, “should”, “are to be”, etc. with “shall” when requiring the contractor to comply with contract requirements
6. The phrase "including but not limited to..." or " etc.." shall not be used in the specifications or on the drawings. This phrase implies that there are additional unidentified requirements. All requirements shall be identified.
7. All Specifications referenced in the Related Work sections shall be included in the Specification document.
8. Fully edited final Specifications shall be submitted to the Contracting Officer as one combined Word and pdf format electronic document.
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