Presolicitation and Attachments.pdf

Presolicitation Notice

*=Required Field Presolicitation Notice

SUBJECT* FY23: NRM (PROJ: 548-23-113) AE Replace and Repair Damaged Ductwork

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 33637

SOLICITATION NUMBER* 36C24823R0112

RESPONSE DATE/TIME/ZONE 04-14-2023 5:00 PM EASTERN TIME, NEW

YORK, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* Z1DA

NAICS CODE* 541330

PLACE OF PERFORMANCE West Palm Beach VA Medical Center

7305 N. Military Trail

West Palm Beach Florida

POSTAL CODE 33410

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Stacy.Figlinski@va.gov

Tampa FL 33637

POINT OF CONTACT*

Contracting Officer

Stacy Figlinski

Stacy.Figlinski@va.gov

(813) 940-2788

ADDITIONAL INFORMATION

AGENCY’S URL www.va.gov

URL DESCRIPTION VA Website

AGENCY CONTACT’S EMAIL ADDRESS Stacy.Figlinski@va.gov

EMAIL DESCRIPTION Contracting Officer

DESCRIPTION

PRESOLICITATION NOTICE THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A

REQUEST FOR STANDARD FORM (SF) 330S ARCHITECT-ENGINEER QUALIFICATION

PACKAGES ONLY. ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS

CONTAINED HEREIN. NO SOLICITATION PACKAGE, TECHNICAL INFORMATION, OR

BIDDER/PLAN HOLDER LIST WILL BE ISSUED. THE GOVERNMENT WILL NOT PAY, NOR

REIMBURSE ANY COSTS ASSOCIATED WITH RESPONDING TO THIS REQUEST. THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF

THIS ANNOUNCEMENT.

1. INTRODUCTION: This is a Pre-Solicitation Notice for project number 548-23-113 that requires Architect and/or Engineering (AE) Design Services for a project titled “Repair and Replace Damaged Ductwork”. The project is located at the West Palm Beach VA Medical Center, 7305 N. Military Trail, WPB, FL. This project is a 100% Set-Aside for Service-Disabled Veteran- Owned Small Business Concerns (SDVOSB). The NAICS code for this procurement is 541330 “Engineering Services” and the annual small business size standard is $16.5M. This project requires a full design team to complete this project. All information needed to submit SF330 documents is contained herein. The magnitude for construction (not design) of this project is $1,000,000.00 to $5,000,000.00.

Federal Acquisition Regulations (FAR) 36.6 selection procedures apply. The architectural/engineering sources listed herein are being procured utilizing the Selection of Architects and Engineer’s statute, also known as the Brooks Act or Qualifications Based Selection (QBS), FAR Part 36.6, VAAR Part 836.6, and VAAM Part 836.6. All submissions will be evaluated in accordance with (IAW) the evaluation criteria identified in the Selection Criteria.

Firms deemed to be the most highly qualified, after initial source selection, will be chosen for discussions/interviews. Firms will be selected based on demonstrated competence and qualifications for the required work as submitted. Firms that design or prepare specifications in conjunction with this contract are prohibited from participating on any future construction contracts based on those documents

2. DESCRIPTION: The WPB Facilities Management Service department requires an AE Team to provide a building assessment to determine the quantities and locations of damaged HVAC ductwork in the interstitial spaces of all floors in the Main Hospital, building 1, at the WPB VAMC. See attached statement of work for more detailed information.

3. The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia and be authorized to complete professional design services in the state of Florida.

4. The project drawings/design shall follow applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/.

5. The awarded AE firm will prepare drawings and specifications in sufficient detail such that qualified outside general contracting companies can prepare accurate and timely proposals for the desired work. The awarded AE firm is responsible for ensuring that the specifications and drawings supplied fully represent all of the work described in the Request for Proposal (RFP).

The Medical Center must remain operational throughout the construction period and a detailed sequence of work will be provided by the AE firm to minimize the impact of the construction.

6. All offerors are advised that in accordance with VAAR 836.606-71, the total cost of the contract for AE services must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR Clause 52.236-22(c) - Design Within Funding Limitation, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm selected to complete the design.

7. Personal visits for the purpose of discussing this announcement will not be entertained or scheduled. Selection shall be in order of preference from the firms considered Most Highly Qualified. Questions may be directed only by e-mail to Stacy.Figlinski@va.gov.

8. In accordance with FAR 36.209 – Construction Contracts with AE Firms and 36.606 (c), all interested contractors are hereby put on notice that no construction contract may be awarded to the firm that ultimately designs this requirement.

9. Security Issues, Late Bids, Unreadable Offers

a. Late submission of offers are outlined at FAR Part 15.208. Particular attention is warranted to the portion of the provision that relates to the timing of submission.

b. Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

c. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus or which are otherwise unreadable will be treated as “unreadable” pursuant to FAR 15.207(c).

d. Password protecting your SF-330 is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated Government individuals.

10. The selection of the most qualified contractor will follow the guidance provided in FAR

36.6 – Architect-Engineer Services. Additionally, this solicitation is also issued in accordance with Public Law 109-461, the Veterans Benefits, Healthcare Information and Technology Act of 2006, Sections 502 and 503, as a set-aside for Service- Disabled Veteran-Owned Small Business (SDVOSB) contractors. Pursuant to 38 USC 8127(d), competition is restricted to SDVOSB construction firms, as there is a reasonable expectation that two or more offers from SDVOSB contractors will be received under this solicitation.

Apparent successful offerors must apply for and receive verification from the Department of Veteran Affairs Center for Veterans Enterprise (CVE) in accordance with 38 CFR Part 74 and VAAR 819.70 by submission of documentation of Veteran status and ownership and control sufficient to establish appropriate status. Failure to be both VERIFIED by CVE and VISIBLE on VetBiz.gov at the time SF-330s are submitted, when the proposal is received as a result of the solicitation issued to the most qualified firm, and on the date of contract award will result in the offeror’s proposal/SF 330 being deemed not acceptable. All offerors are urged to contact the CVE and submit required documents to obtain CVE verification of their SDVOSB status if they have not already done so.

11. SF 330s will be evaluated in accordance with the selection criteria as stated in this pre-solicitation notice. These evaluations will determine the most highly qualified firms for this particular requirement. In accordance with FAR 36.602-3-(c), at least three (3) of the most highly qualified firms will then be notified of the Government’s intent to hold discussions.

Discussions will be held with the most highly qualified firms in the form determined to be most advantageous and economical by the contracting officer. This may include in writing, via phone interview or in-person interview presentations. The firms invited to participate in discussions will be notified by email and provided further instructions, to include any questions or topics to address. Following the completion of discussions, the firms will be evaluated and ranked for selection based on the selection criteria, and the most highly qualified firm will be selected and subsequently sent the solicitation. The final evaluation and ranking will consider the SF 330 submission for each firm, as well as additional information obtained via discussions. A site visit may be authorized for the highest rated firm during the negotiation process at no-cost to the Government. If negotiations are not successful with the highest rated firm, the firm will be notified that negotiations have been terminated. Negotiations will then be initiated with the next highest rated firm, and so on until award can be made or the requirement is cancelled.

12. SELECTION CRITERIA: The VA will utilize the following selection criteria in descending order of importance:

(1) Professional qualifications necessary for satisfactory performance of required services.

Specific qualifications needed include (i.e., education, training, registration, certifications, overall relevant experience, and longevity with the firm) of personnel proposed for assignment to the project.

(2) Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

a. Firms must submit four similar designs for projects involving water monitoring systems or similar design work. Designs must be complete or substantially complete prior to the release date of the pre-solicitation notice.

b. Firms (or design team members) will also be evaluated on their processes in relation to design quality management procedures, Computer-Aided Design and Drafting/Building Information Modeling, Building Information Modeling, equipment resources and laboratory requirements for the firm and any proposed subcontractors.

c. Firms (or design team members) will also be evaluated on their experience at incorporating sustainability principles into designs and evaluations, descriptions of waste reduction techniques and energy efficiency in facilities designed by the team, as well as familiarity with the use of recovered materials on construction contracts.

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

(4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules.

(5) Location in the general geographical area of the project and knowledge of the locality of the project.

13. SUBMISSION REQUIREMENTS: All responding firms are required to submit Standard Form 330, Architect Engineer Qualifications, Part I and Part II. The SF 330, Part I must clearly indicate the office location where the work will be performed and the qualification of the individuals and subcontractors proposed to work on the contract and their geographical location.

You must submit your qualifications, and any supplemental information (such as past performance, spreadsheets, backup data, technical information), electronically to stacy.figlinski@va.gov no later than the due date and time of the submission. Files must be readable using the current Adobe Portable Document Format (PDF). When submitting construction drawings, contractors are required to submit one set in AutoCAD and one set in

Adobe PDF.

a. SF 330 submissions received after the due date and/or time will be handled IAW FAR 15.208

(b).

b. Please see FAR 15.207(c) for a description of the steps the Government shall take regarding unreadable offers.

c. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free.

d. Password protecting your offer is not permitted.

e. Please note that the Government can no longer accept .zip files.

f. SF 330s shall be provided on standard letter size 8-1/2 by 11-inch paper, limited to a maximum of thirty-five (35), single-sided, single-spaced, and numbered pages. This includes title page, table of contents, and any other relevant information. If more than thirty-five (35) single-sided pages are submitted, all pages after thirty-five (35) pages will not be evaluated. The font for text shall be Times New Roman 12-point or larger. Part II of the SF 330 and any Contractor Performance Assessment Rating System (CPARS) reports will not count as part of the page limitations.

g. The SF 330 shall be submitted in one email and have a file size no larger than 5 MB. No hard copies will be accepted.

h. All SF 330 submissions must include the following information either on the SF 330 or by accompanying document: 1) Cage Code; 2) Dun & Bradstreet Number (if assigned, historical purposes); 3) Unique Entity Identifier (UEI); 3) Tax ID Number; 4) The E-mail address and Phone number of the Primary Point of Contact; 5) A copy of the firms Vet Biz Registry

i. All Joint Ventures must be CVE verified at time of submission and submit agreements that comply with 13 CFR 125.15 prior to contract award.

j. NOTE: Only submissions from SDVOSB concerns will be acceptable for this project. In order for an SDVOSB to be considered as a proposed contractor, the firm must be verified and visible by VET Biz (www.vetbiz.gov) and registered in the System for Award Management (SAM) database (www.sam.gov) at time of submission of their qualifications. Failure of a proposed SDVOSB to be verified by the CVE at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor.

k. All questions shall be submitted via email to Stacy.Figlinski@va.gov by April 3, 2023 at 12:00 PM

EST.

14. VA Primary Point of Contact:

Stacy Figlinski, NCO 8 Contracting Officer Email: stacy.figlinski@va.gov

See attached document: 02 548-23-113 SOW See attached document: Attachment PPQ 548-23-113.

AE

Statement of Work (SOW)

Project Title: Replace & Repair Damaged Ductwork Project Number: 548-23-113

Veterans Administration Health Care System (VAHCS) West Palm Beach

7305 N. Military Trail, West Palm Beach, FL 33410

A-E Scope of Work

Project Title: Replace & Repair Damaged Ductwork -Design Project Number: 548-23-113

1 Overview

1.1 Introduction/Project Intent

1.2 General Scope

2 Design Disciplines:

2.2 Site Investigation:

2.3 Surveys:

2.4 Phraseology:

2.5 Codes, Standards and Executive Orders:

2.6 Quality Control

2.7 Quality Certification:

3 General Submission Services

3.1 Review Aids:

3.2 Drawings:

3.3 Estimate Submission Requirements:

3.4 Proposed Phasing and Construction Schedule:

3.5 Specifications:

3.6 Design Site Visits, Meetings/Conferences, and Discussions

3.7 Infection Control Risk Assessment (ICRA) & Interim Life Safety Measures Evaluations (ILSM) . 17

4 Design Schedule:

5 Submission requirements

5.1 First Review:

5.2 Second thru 100% review:

5.3 Final Submission:

6 Construction Period Services (CPS):

6.1 General:

6.2 Hazardous Materials – See Appendix C

6.3 Evaluation Of Construction Contractor Value Engineering Change Proposals (VECPs):

6.4 Errors and Omissions:

Appendix A: A/E Submission Requirements Appendix B: Basis for Design Appendix C: Hazardous Material

1 Overview

1.1 Introduction/Project Intent

1.1.1 The AE shall provide a a building assessment to determine quantities and locations of damaged HVAC ductwork in the interstitial spaces of all floors in Building 1 at the West Palm Beach VA Medical Center.

1.1.1.1 Phases of A/E Services: A/E shall provide the services indicated. These services will be provided in distinct phases:

1.1.1.2 – Preliminary User Group Meetings & Field Surveys – first review submission – “DD 1” Design Development

1.1.1.3 30% Submittal –“DD 2” Design Development

1.1.1.4 60% Submittal – “CD” Construction Documents

1.1.1.5 90% Submittal – “CD” Construction Documents

1.1.1.6 100% Submittal – Bid [Final] Documents

1.1.1.7 Construction Period Services

1.1.1.8 Project Close Out Submittal – “As-Built” Construction Documents 1.1.1.9

1.2 General Scope

1.2.1 The Design team shall perform a building assessment to determine quantities and locations of damaged HVAC ductwork in the interstitial spaces of all floors in Building 1 at the West Palm Beach VA Medical Center.

1.2.1.1 Damaged ductwork to be defined as having the cross-sectional area reduced by 20% or more, damaged resulting in leaks

1.2.1.2 Insulation damaged to not provide effective cover.

1.2.1.3 Torn or shredded insulation or cover

1.2.1.4 Leaking ductwork

1.2.1.5 Abandoned Ductwork

1.2.2 The Design Team will be given a list of AHU’s and what rooms they serve that will be part of this project.

1.2.3 Design Contractor shall review and verify all existing documents for accuracy.

Existing as-built drawings will be made available to the CONTRACTOR; however, their accuracy along with survey, information and data is not guaranteed and shall be completed and verified by the CONTRACTOR as part of the investigative services.

1.2.4 Design Work includes but is not limited to demolition of existing supply, return and exhaust ductwork in interstitial spaces and replacement with new ductwork and insulation. All work to be completed in the manner described in the plans and specifications.

1.2.5 All Ductwork from the AHU’s listed and Exhaust fans or any other air flow ductwork that terminates to or from the rooms listed shall be cleaned professionally.

1.2.5.1 Dustless systems must be used for the cleaning.

1.2.5.2 Work will need to be carefully phased and planned. Nights and weekend work shall be deemed necessary to accomplish the work above.

1.2.5.3 Cleaning and sanitizing shall be performed by certified, licensed and insured professionals.

1.2.5.4 Sanitizing shall be completed with EPA-registered disinfectant solution

(Sporicidin) or equal that was designed for infection and contamination control in hospitals and healthcare facilities or equal.

1.2.5.5 When it comes to safety, the EPA toxicity rating of Sporicidin® is rated as very low. This is the lowest possible rating for antimicrobials, making it completely safe.

1.2.6 Work to be scheduled such that any piece of ductwork will be demolished and replaced within the same workday according to schedule developed by the design contractor and approved by COR. Work to be completed and accepted before moving on.

1.2.7 The contractor shall conduct a Test & Balance and complete commissioning requirements.

1.2.8 Internal QA/QC

1.2.8.1 Final Commissioning

1.2.8.2 Report – Deliverable

1.2.8.3 Commissioning Agent to issue a progress draft within 1 week upon the delivery dates for the final commissioning. The final report date will be due no later than 3 weeks after completion of the previous.

1.2.9 Quality Control – Contractor is responsible for maintaining a clean environment during the installation of the equipment. Upon completion of the project all remaining materials are to be removed or disposed of and existing equipment shall be properly turned in through property management. All codes and regulations shall be strictly adhered to and maintained throughout the entirety of the project and upon completion a final inspection will be done to verify no codes, standards or regulations have been violated. This project shall be in accordance with the Department of Veteran Affairs technical information library.

1.2.10 Designs shall be in accordance with all applicable requirements of the NFPA, EPA, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Standard Details, VA Construction Standards (match existing site materials), VA Space Planning Criteria PG-18-9, and applicable local, state, and federal regulations.

1.2.11 Contractor employees shall be required to maintain a professional appearance including a shirt bearing the company logo. All contractor employees will be required to acquire and wear approved Medical Center Contractor badge. Per Medical Center policy, badge must be visible and located above the waist.

1.2.12 All sanitary GMPs should be considered

1.2.13 All designs shall incorporate all electrical, mechanical, plumbing, structural, fire safety and architectural components necessary to provide for a complete structure and functioning building.

1.2.14 Designs shall be in accordance with all applicable requirements of the NFPA, EPA, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Standard Details, VA Construction Standards (match existing site materials), VA Space Planning Criteria PG-18-9, and applicable local, state, and federal regulations.

1.2.15 Existing as-built drawings can be made available to the CONTRACTOR; however, their accuracy along with survey, subsurface information and data is not guaranteed and shall be completed and verified by the CONTRACTOR as part of the investigative services.

1.2.16 While the Master Specification located in the Technical Information Library (TIL) at CFM.gov is considered the standard, it is important for the successful offeror to note that VAMC West Palm Beach has more stringent specifications. It is the vendor’s responsibility to familiarize themselves with West Palm Beaches specifications.

2 Design Disciplines:

A/E shall engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. The following are the minimal expected disciplines to be used for this scope of work. A-E may include additional services which should be identified during proposal submission: For Basis of Design see also Appendix B

2.1.1 Demolition: The project demolition work may include structural, architectural, plumbing, mechanical and electrical demolition to clear space for the new systems. The minor demolition of existing landscaping and other items shall be included in this project.

2.1.2 Civil/Structural: Work may include architectural modification and structural work.

Structural engineering is expected to be completed by a Florida Licensed Structural Engineer for any needed structural reinforcements. All required borings and structural testing shall be completed by the A/E firm. The A/E firm shall proceed with a structural design that will not impede on pedestrian traffic at the ground level.

2.1.3 Architectural: Field verification of elevations and architectural dimensions are crucial to the success of this project, as the existing drawings are best represented. Exterior work must blend into the surrounding buildings and architectural appearances. Patient and Family Centered Care concepts are to be included in the design of this project. These concepts are outlined in the VA technical information library design guide documents. See paragraph I.D.2 for additional information.

2.1.4 Interior Design: The VA Interior Designer will perform all interior color and material selections from the Architect’s recommended items. The A/E will coordinate all interior selections with the VA interior design staff.

2.1.5 Plumbing/Piping: The plumbing systems need to be evaluated and updated to meet the latest Plumbing Codes. Design modifications, additions and relocations to the plumbing systems and fire protection system must follow the VISN 8 policy and Life Safety codes and other applicable code requirements for a complete certified functional system.

2.1.6 Heating, Ventilation and Air Conditioning (HVAC): The HVAC systems need to be evaluated and updated to meet the latest HVAC Design Criteria. The A/E must evaluate the Chilled Water System and the Hot Water / Steam System serving the design scope area.

2.1.7 Electrical: The electrical systems need to be evaluated and updated to meet the latest Design Criteria. The A/E must evaluate the electrical systems serving the design scope area to determine if there is enough, and provide modifications and extensions to the existing electrical systems, security system, communications system, fire / safety system, etc. All panels shall be metered before any planned connection to insure available capacity. This required metering will be the responsibility of the A/E firm to complete. This design shall evaluate existing As– Built drawings and all ongoing electrical upgrade projects during the design process.

2.1.8 Life Safety: In addition to in house staffing, an independent third part life safety expert must review design to ensure it meets current life safety requirements.

2.1.9 Fire Protection Engineer: The VA requires that all spaces shall be 100% sprinkled throughout the facility. The A/E shall have a fire protection engineer on staff to review and approval stamp the design/build fire protection system in the project as necessary.

2.1.10 Special Systems and Equipment: The design will include all special systems and equipment associated with the functions of the space. The A/E shall be required to coordinate the design work directly with the suppliers/ manufacturers of the new equipment and existing to produce a completely designed operational project. All drawings, schematics, and other data available from the equipment suppliers shall be incorporated in the A/E drawings and specifications. The design shall address special systems including but not limited to elevators, fire alarm, telecommunications, security (card access/CCTV), medical gas monitoring, public address, and nurse call systems. Any new building or renovated space must tie into the existing fire alarm system at the facility.

2.1.11 11. Environmental (NEPA): The VA is required by the National Environmental Policy Act (NEPA) (32 CFR Part 651) to evaluate and document potential environmental impacts of all federal actions occurring at the VA Hospital or any of its outlying clinics. The VA requires the services of a professional and technical support in meeting these mission requirements to support the implementation of NEPA. The contractor shall provide the level of experience necessary to complete these tasks. Relevant work experience includes knowledge of Federal environmental laws and regulations including NEPA, 32 CFR Part 651, AR 200-1, ESA, NHPA, CAA, CWA, and Sikes Act; computer proficiency in MS Office and ESRI ArcGIS; NEPA technical support and excellent communication skills.

2.1.12 12 Energy & Resource Conservation: Any alterations or new equipment (motors, light fixtures, windows, HVAC equipment, pumps, chillers, water faucets, urinals, toilets, insulation, etc.) shall be energy efficient and resource efficient. This facility’s overall energy usage goal is 142,000 BTU/sq. ft. (142 MBTU/SF). Energy Star, LEEDS and other related criteria shall be utilized. Light bulbs and other equipment shall have very low mercury content or NOT contain mercury at all.

2.1.13 Hazardous Material: See Appendix C

2.2 Site Investigation:

2.2.1 A physical survey of the site shall be conducted.

2.2.2 Any available information relative to existing conditions at the site of the construction will be furnished to the A-E who (unless fee negotiations establish otherwise) will evaluate and verify such information and make field measurements and investigations as necessary to prepare adequate construction drawings and specifications.

2.2.3 The A-E is required to conduct destructive investigation as necessary to minimize deferring site conditions. Penetrations for visible access into walls, hard ceiling, chases and other locations are the responsibility of the A-E and shall be coordinated with COR. A-E will be responsible to create ___ openings in hard ceiling, ____ openings in walls and ____ openings in chases and other areas.

Enter expected quantities in blanks based on volume of area that is not accessible. This should be established as a unit price. Locations should be coordinated with COR and ICRA/ILSM practices must be coordinated with COR. A- E is required to repair openings back to original fire code requirements within 48 hours.

2.3 Surveys:

2.3.1 The A&E shall make all field surveys required for design and of construction documents. In general, this may consist of topographic site surveys, alignment, profiles and cross sections. A sufficient number of semi -permanent survey points to serve as initial horizontal and vertical survey controls for construction of the project shall be set. The horizontal control points and benchmarks shall be shown and described on the plans. The datum used shall be that used for the station or area in question and shall be shown on the appropriate site drawings. The surveying firm shall obtain from the COR the benchmark or datum location to be used for the project design. That datum shall be confirmed in writing. Failure to comply with this requirement may be cause for survey/design rework at no additional cost to the Government. Boundary surveys to be used as instruments for real estate purposes shall carry the seal of a licensed land surveyor acceptable to the political subdivision in question.

2.3.2 Subsurface conditions

2.3.2.1 The A&E is required to take soil borings and evaluate subsurface conditions in all cases where the Contracting Officer and A&E determine that soil explorations and laboratory soil test data are necessary, i.e., when adequate data is not available in the VA’s files. Include soil borings in project drawings. Include a note to bidders listing what subsurface information is available (i.e., test results, interpretations, recommendations, etc.). The A&E shall analyze and interpret all necessary information concerning foundation soil conditions and shall include, in the preparation of specifications and drawings, complete and specific coverage of procedures for foundation construction and for handling unusual subsurface conditions

2.3.2.2 The A&E shall contact the COR prior to arriving on the station and obtain approval to dig, probe, sample or drill in order to avoid injury or damage from encountering active utilities. All project areas that require subsurface exploration (bore holes or test pits) during the design stage or will require excavation during constructions shall be scanned for the presence of existing underground utilities by the A&E design contractor (or sub consultant). This information, in conjunction with file drawing research (review of existing as-builts from prior projects) and field survey location of above ground visible utilities, shall be used by the A&E to create a site plan showing all known utilities in the affected area. Depths to utilities shall be estimated whenever possible. All costs associated with the location of existing utilities shall be the responsibility of the A&E.

2.4 Phraseology:

2.4.1 The following instructions that relate to common errors in phrasing have evolved from the VA’s experience with A&E specifications:

2.4.2 Under “Requirements”, do not use the phrase "the work consists of" – instead use the phrase "the work includes". Drawings should show scope if necessary to list certain parts.

2.4.3 In lieu of reference to the accompanying drawings or the Contracting Officer, use the words "as shown", "as indicated", "as detailed" or "as approved", "as directed", "as permitted" - do NOT use the words "as shown on drawings" or "as approved by the Contracting Officer". That clause of the Contract Clauses entitled “Specifications and Drawings for Construction” defines the meaning of these and similar terms.

2.4.4 Do NOT use the expression "to satisfaction of the Contracting Officer" or "satisfactory to the Contracting Officer". The contract states specifically that all work must meet the approval of the Contracting Officer.

2.4.5 There are two parties to the contract - (1) the Government, represented by the Contracting Officer and (2) the Contractor. Therefore, do NOT use such expressions as "subject to the approval of the architect", "when in the opinion of the architect", "this contractor", "masonry contractor", or "subcontractor". Do not use the term "owner" - use the term "Government".

2.4.6 Do NOT use etc.; the term is too imprecise for bidding and inspection purposes.

2.4.7 The use of the expression "as indicated on the drawings" is very seldom necessary; the fact that a detail is on the drawings makes it unnecessary to mention it in the specification. If the expression is used and the item is not shown, the contractor is not required to provide it.

2.4.8 Do NOT use expressions such as "The work required shall include, unless stated specifically otherwise, the provision of all materials for the installation of all concrete, including reinforcement necessary to the construction and completion of the work per the drawings, the specifications, and the intent thereof". Since the drawings indicate clearly the exact limitations of the several classes of work, defining the limits of work within the specifications is superfluous and may be contradictory by failure to mention something shown clearly and intended to be included.

2.4.9 Minimize the use of cross-references and in NO case use paragraph numbers for this purpose. If necessary to refer to a particular paragraph, do so by its title and the section number and title under which it is to be found. Cross -references of the following type are totally unnecessary - "Painting of the woodwork is covered under "'Painting'" or "painting is specified hereinafter". i. Do NOT place upon the contractor the responsibility for the possible inaccuracy of, or the lack of, information on the part of the Government; e.g., never use sentences similar to "although the drawings indicate approximately the conditions that are likely to be found, bidders should satisfy themselves as to the actual conditions, for while they are believed to be shown, the Government does not guarantee the accuracy of the information given and the bidder shall assume all responsibility in the use of such". Remember that the Government is responsible for the accuracy and sufficiency of the information it gives to bidders or contractors and the A&E is in turn responsible to the Government for that same information. It will be necessary to establish in the project specification a definite basis of bid. For example, on a roof rehabilitation project where the extent of defective construction is unknown, the specification shall set forth, as a basis of bid, a definite amount of work to be performed and provide for adjustment per the Contract Clauses if the extent of work varies from the amount stated under the basis of bid.

2.4.10 Do not include warranties in technical sections unless they are for more than one year, and generally not unless they are included in the NAVFAC guide specification. A one-year warranty is covered in the Contract Clauses.

2.4.11 Do NOT set up a paragraph in the various sections entitled “Work not Included”.

Specify the work that is included under the respective sections.

2.4.12 Specifications should clearly delineate equipment, ducts and piping systems that are required to be insulated. The phrase "insulating all ducts except in conditioned spaces" has resulted in differences of opinion and claim situations;

also, all duct systems should be appropriately designated as supply, exhaust, fresh air intake, or return to further clarify insulating requirements.

2.5 Codes, Standards and Executive Orders:

2.5.1 The Public Buildings Amendment Act of 1988, Public Law (Pub. L.) 100-678 requires Federal agencies to follow national recognized "model" building codes.

The VA has adopted the latest edition of the following codes and standards as a minimum for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. The VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:

2.5.1.1 VA Directives, Design Manuals, Master Specifications, VA National CAD

Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).

2.5.1.2 International Building Code (IBC) including International Mechanical and Plumbing Codes

2.5.1.3 NFPA 101 Life Safety Code (see notes below)

2.5.1.4 NFPA National Fire Codes with the exception of NFPA 5000 and NFPA

900.

2.5.1.5 Occupational, Safety and Health Administration (OSHA) Standards

2.5.1.6 VA Seismic Design Requirements, H-18-8

2.5.1.7 National Electrical Code (NEC)

2.5.1.8 National Standard Plumbing Code (NSPC)

2.5.1.9 Safety Code for Elevators and Escalators, American Society of Mechanical

Engineers (ASME) A 17.1.

2.5.1.10 ASME Boiler and Pressure Vessel Code

2.5.1.11 ASME Code for Pressure Piping

2.5.1.12 Architectural Barriers Act (ABA) including VA Supplement, Barrier Free

Design

2.5.1.13 Building Code Requirements for Reinforced Concrete, American Concrete

Institute and Commentary (ACI 318)

2.5.1.14 Manual of Steel Construction, Load and Resistance Factor Design

Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

2.5.1.15 Energy Policy Act of 2005 (EPAct)

2.5.1.16 American Society of Heating and Refrigeration Engineers (ASHRAE) 90.1, Energy Standards for Buildings Except Low-Rise Residential Buildings

2.5.1.17 Federal Leadership in High Performance and Sustainable Buildings:

Memorandum of Understanding (MOU)

2.5.1.18 Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management

2.5.1.19 Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic Performance

2.5.1.20 The Provisions for Construction and Safety Signs. Stated in the General Requirements, Section 01 00 00, of the VA Construction Specifications

2.5.1.21 American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for Acceptable Indoor Air Quality – ASHRAE Standard 62.1

2.5.1.22 Safety Standard for Refrigeration Systems – ASHRAE Standard 15

2.5.2 Additional Notes: NFPA 101 primarily addresses life safety and fire protection features while the IBC addresses a wide range of considerations, including, but not limited to, structural strength, stability, sanitation, adequate light and ventilation, and energy conservation. VA buildings must meet the requirements of NFPA 101 and documents referenced by NFPA 101 in order to comply with the accreditation requirements of the joint Commission. Therefore, designs shall comply with the requirements of the latest edition of NFPA 101 and documents referenced therein. Design features not addressed by NFPA 101 or documents referenced therein shall comply with the requirements of the latest edition of the IBC or as otherwise addressed above in this Program Guide. For design features that are addressed by both the IBC as well as NFPA 101 or a document referenced by NFPA 101, the requirements of NFPA 101 or the document referenced by NFPA 101 shall be used exclusively. This applies even if the IBC requirements are different.

2.5.3 Conflicts between Nationally Recognized Codes and Standards and VA Requirements: 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 VA. The resolution of the conflict shall be made by the authority having jurisdiction for the VA to ensure a consistency system wide.

2.5.4 Design Deviations from VA Standards When proposing a variation, deliver a written request to the Contracting Officer who will render decision after discussing with COR. Documentation will include the nature and features of the variation and why the variation is desirable and beneficial to the Government. If lower cost is a benefit, also include a high magnitude cost comparison.

2.6 Quality Control

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

2.6.2 Identification and discussion of all organizational and technical interfaces

2.6.3 Design team members and their areas of responsibility

2.6.4 Team members responsible for checking the design

2.6.5 Team members responsible for checking the electronic files

2.6.6 Team members responsible for reviewing and submitting the required VA Design Alerts and Quality Alerts

2.6.7 Project Schedule showing key milestones and review periods

2.6.8 VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

2.6.9 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.

2.7 Quality Certification:

2.7.1 The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

3 General Submission Services

3.1 Review Aids:

3.1.1 A/E will complete the review aids in Appendix A for each submission to aid the A/E and the COR in ensuring project design level is at appropriate level:

3.2 Drawings:

3.2.1 The A/E shall provide electronic copies of drawings at each review step generated in the latest version of AutoCAD or its companion products (digitally signed DWGs) and PDF format in individual sheet files on CD-ROM. Drawing AutoCAD version must be compatible with current facility version AutoCAD 2020. Include all associated support files (i.e. plot styles, external referenced files, etc.). The standard drawing size shall be ARCH E1 (30” x 42”). The format to be used in creating the CAD drawings (i.e. layer / level structure, fonts, font sizing, file naming conventions, etc.) is that of the latest edition of the National CAD Standard (www.nationalcadstandard.org).

3.2.1.1 The A/E shall follow these level / layer formats, file – naming conventions, and symbol library.

3.2.1.2 Drawings are to be drawn from the VA’s “As-Built” or construction drawings updated by site verification, not scanned reproductions.

3.2.1.3 The final sets of the new construction drawings, including the film copies, shall be sealed (embossed & ink stamps) and signed by each respective Professional Engineer in their discipline, Industrial Hygienist, Architect and other necessary licensed professional consultants.

http://www.cfm.va.gov/TIL/ http://www.nationalcadstandard.org/

3.2.2 The A/E shall provide electronic copies of drawings at each review step generated in BIM format and following VA BIM Guidelines:

https://www.cfm.va.gov/til/projReq.asp

3.3 Estimate Submission Requirements:

3.3.1 The A/E shall submit a construction cost estimate from an independent firm for all trade disciplines at each and every project submission in detail as described in Appendix A. This estimate shall reflect the impact of the planned acquisition strategy provided by the COR. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted.

Therefore, if it is shown, it must be priced. If it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Building gross area computations shall be included with each estimate. Estimates shall be broken down by AIA divisions. The first page will be a summary page showing deductive bid items, contractor mark-ups, overhead, profit, special insurance, and bonding to reflect true construction costs. The breakdown shall reflect Bid Items 1, 2, 3….. separately; then in aggregate. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/

3.3.2 THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING

THE PROJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E

WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS

NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED

CONSTRUCTION FUNDING. Bid Deducts are not to be considered in maintaining the budget – they are intended to support unexpected variables in bidding, not in up front design. See 52.236-22 DESIGN WITHIN FUNDING LIMITATIONS for additional information.

3.3.3 The A/E shall design the project in such a manner that the base bid shall include the sum total of the work. However, there must be deducting alternate bid items.

The deducting alternative bid items shall have a goal of equaling 20% of the proposed construction budget. The resulting project must still be a viable project if all alternatives are deducted from the construction project. No matter which option is selected, the hospital must continue to function during construction.

https://www.cfm.va.gov/til/projReq.asp http://www.cfm.va.gov/cost/

3.4 Proposed Phasing and Construction Schedule:

3.4.1 Proposed Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate.

During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc.

3.4.2 Phasing –It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a minimum of 3 phasing plans and base line comparison of no phasing in project at Conceptual submission. The comparison shall include description, bubble drawing presentation, impact on budget, impact on timeline, impact to maintain VA standards during each phase (for example will HVAC be maintained at VA standards in the occupied areas), impact on life safety and emergency egress and all other known pros and cons for each phase. A/E shall modify based on any follow up questions. VA will select one alternative within 14 days of final presentation.

3.4.3 A/E is responsible to discuss phasing at all design submission meetings.

Identification of potential construction task that would minimize disruptions if performed off hours and weekends shall be included along with identification of major utility interruptions.

3.5 Specifications:

3.5.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification.

While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.5.2 Electronic Files: All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). 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 (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.5.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.5.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.5.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.6 Design Site Visits, Meetings/Conferences, and Discussions

3.6.1 Site Visits: The A/E shall perform design site visits as 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 design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.6.2 Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission.