Presolicitation Notice.pdf

Presolicitation Notice

*=Required Field Presolicitation Notice

SUBJECT* Project 621-22-107 - A/E (AJP) Modernize Bldg. 108 Boiler Plant & Systems

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 37129

SOLICITATION NUMBER* 36C24922R0030

RESPONSE DATE/TIME/ZONE 04-05-2022 10:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* C1DA

NAICS CODE* 541330

PLACE OF PERFORMANCE James H. Quillen VA Medical Center

Lamont and Veterans Way

Mountain Home Tennessee

POSTAL CODE 37684

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400

Murfreesboro TN 37129

POINT OF CONTACT*

Diana K. Grube

615-225-6510

ADDITIONAL INFORMATION

AGENCY’S URL https://sam.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS diana.grube@va.gov

EMAIL DESCRIPTION Contracting Officer

THIS IS A PRESOLICITATION NOTICE – The Department of Veterans Affairs, Network Contracting Office 9 Central Region, 1639 Medical Center Parkway, Suite 400, Murfreesboro, TN, 37129, is issuing this pre-solicitation to request for Architect and Engineering (AE) Firm’s SF330’s for the following project:

Project # 621-22-107 for Engineering Design Services to Modernize Bldg.108 Boiler Plant and Systems at the James H. Quillen Veterans Affairs (VA) Medical Center in Mountain Home, Tennessee.

SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB)

CONSTRUCTION BUDGET DESIGN LIMITATIONS/PROJECT MAGNITUDE:

Construction Budget is $18,029,121.00

NAICS: 541330 – Engineering Services

SMALL BUSINESS SIZE STANDARD: $16.5 million

PROJECT DESCRIPTION: Project 621-22-107, AJP Modernize Bldg. 108 Boiler Plant and Systems.

See Attached Statement of Work (SOW)

THIS ANNOUNCEMENT IS NOT A REQUEST FOR AN AE FEE PROPOSAL; NO FEE

PROPOSAL SHALL BE REQUESTED UNTIL AFTER AN EVALUATION HAS BEEN MADE

ON THE PROVIDED SF330 AND THE TOP-RATED FIRM SELECTED.

Interested firms should submit their current SF330 to Diana.grube@va.gov. The SF330s are due on Tuesday, April 5, 2022, at 10:00 AM CT. See Electronic Submission Requirements for instructions on submitting your SF330.

The selection of the most qualified contractor will follow the guidance provided in FAR 36.6 – Architect- Engineer Services, except as provided in FAR 36.602-5 – Short Selection Process for Contracts Not to Exceed the Simplified Acquisition threshold.

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. Firms will be selected based on demonstrated competence and qualifications for the required work.

Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned, and estimated as necessary to ensure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings.

All offerors are advised that in accordance with VAAR 836.606-73 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. Additionally, FAR Clause 52.236-2 (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.

Important Notice: 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, ownership, and control sufficient to establish appropriate status, offerors must be both VISIBLE and VERIFIED by the Department of Veteran Affairs Center for Veterans Enterprises at the time of submission of proposal. Failure to be both VERIFIED by CVE and VISIBLE on VetBiz at the time of proposal submission, time of interview, and at time of award will result in the offeror’s proposal being deemed non-responsive. All offerors are urged to contact the CVE and submit the required documents to obtain CVE verification of their SDVOSB status if they have not already done so.

Contract Award Procedure: Before a small business is proposed as a potential contractor, they must be registered in the System for Award Management (SAM) website located at https://sam.gov. Failure of a proposed SDVOSB to be VERIFIED by CVE and VISIBLE in VetBiz and registered in SAM at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor. The proposed services will be obtained by a Negotiated Firm-Fixed Price Contract.

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.

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/.

The submitted SF330s will be evaluated in accordance with the following eight criteria from the Federal Acquisition Regulation Part 36.602-1 and Veteran Administration Acquisition Regulation Subpart

836.602. Then a minimum of three of the most highly qualified firms will be selected to hold discussions regarding concepts and relative utility of alternative methods of furnishing the required services. A fee proposal will be requested from the top-rated firm chosen.

SELECTION CRITERIA:

- Professional qualifications necessary for satisfactory performance of required services,

- Specialized experience and technical competence in the design and construction period services shall be provided for boiler plant installation, renovations, or upgrades. Project experience should include modernizing large scale boiler plants, steam distribution systems, fuel storage tanks, electrical distribution design, electrical upgrades, electrical bonding, burner management systems, building management systems/building automation systems (BMS/BAS), boiler plant control systems, and physical security systems.

Other specialized experience includes experience in critical path scheduling, fire protection, energy conservation, transition, and sustainable design practices. Include no more than six (6) Government and private experience projects similar in size, scope and complexity, and experience with the types of projects above. The evaluation will consider the management approach, coordination of disciplines and subcontractors, quality control procedures, prior experience of the prime firm and any key subcontractors working together on relevant projects and familiarity of VA Design Guides/Manuals, Master Specifications, and other applicable standards. The information provided in sections F and G of the SF330 will be used to evaluate this evaluation factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections.

https://sam.gov/

- Capacity to accomplish the work in the required time. Provide the available capacity of key disciplines to perform the work in the required time. Provide the available capacity of key disciplines by providing current project workload, inclusive of all projects awarded by the VA during the previous 12 months and the full potential value of any current indefinite delivery contracts. Offers shall clearly state their available capacity presenting workload percentages for the key disciplines and/or team members. Also, the offeror must provide the completion percentages and expected completion date for the VA projects awarded in the previous 12 months. The information for this factor shall be provided in section H of the SF330. Please ensure the capacity applies toward the team/personnel provided in the SF330.

- Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. The past performance will be evaluated for all projects provided in section F to include a review of Contractor Performance Assessment Rating System (CPARS). The following information is required for all projects noted in section F: contract/task order number, project title, prime firm, start date, and completion date.

Also, consider, as appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member performing the work under this contract. The information for this factor shall be provided in Section H of the SF330.

If there is no CPARS data available, Past Performance Questionnaires (PPQs) will be accepted.

Please utilize the attached PPQ document. Complete PPQs should be incorporated into the SF330 directly. The PPQs will be counted towards the page limitations for this submission.

- Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project. This information should be provided in Section H of the SF330. Note that the intent of this factor is to showcase a firm’s understanding of the site and locality, and not where the firm is located and how they would travel to the site. Information related to the firm’s location, shall be provided in section H, under Secondary selection Criteria Factor 1.

The awarded A/E firm will prepare drawings and specifications in enough detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired work.

The awarded A/E firm is responsible for ensuring that the specifications and drawings supplied fully represent all 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 A/E to minimize impact of the construction. The SF330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, type in SF-330 in the “Find a Form” block and click on search.

In accordance with Federal Acquisition Regulation Part 36.209, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative.

http://www.gsa.gov/portal/forms/type/TOP

ELECTRONIC SUBMISSION REQUIREMENTS:

Unless paper offers are specifically authorized in an individual solicitation, all responses to solicitations must be submitted electronically as described below. Responses submitted in a paper form are unacceptable and will be returned. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to noncompliance with the terms of the solicitation. You must submit your electronic offer, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below.

In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail.

Acceptable Electronic Formats (Software) for Submission of Offers:

Files readable using the current Microsoft* Office version Products: Word, Excel, and PowerPoint.

Please see security note below for caution regarding use of macros. When submitting construction drawings contractors are required to submit one set in AutoCAD and one set in Adobe PDF (purpose:

contracting can open the PDF version and engineering can open AutoCAD files).

Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater, Other Electronic Format: If you wish to submit an offer using another format other than described in these instructions, e-mail the Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your offer; and please note that we can no longer accept .zip files due to increasing security concerns.

E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers.

Subject Line: Include the solicitation number, name of company, and closing date of solicitation, Size: Maximum size of the e-mail message shall not exceed five (5) megabytes. Only one email is permitted unless otherwise stated in this paragraph or in writing by a Contracting Officer, and

The offer will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission.

SECURITY ISSUES, LATE BIDS, UNREADABLE OFFERS:

Late submission of offers is outlined at FAR Parts 52.212-1(f), 52.214-7, and 52.215-1(c) (3). Particular attention is warranted to the portion of the provision that relates to the timing of submission.

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

http://contracting.tacom.army.mil/acqinfo/ebidnotice.htm#macros#macros http://contracting.tacom.army.mil/acqinfo/ebidnotice.htm#email#email

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 Parts 14.406 and FAR 15.207(c).

The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your proposal is readable.

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

VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-

ASIDE (DEC 2009)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled veteran-owned small business concern”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans (or eligible surviving spouses),

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran,

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and

(iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov).

(2) “Service-disabled veteran” means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns.

Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern.

(c) Agreement. A service-disabled veteran owned small business concern agrees that in the performance of the contract, in the case of a contract for:

(1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns, http://www.vetbiz.gov/

(2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns,

(3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern’s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or

(4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern’s employees or the employees of other eligible service-disabled veteran-owned small business concerns.

(d) A joint venture may be considered a service-disabled veteran owned small business concern if—

(1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement,

(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and

(3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation.

(4) The joint venture meets the requirements of 13 CFR 125.15(b).

(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.

STATEMENT OF WORK

Architect-Engineer Services for

Project No. 621-22-107

AJP-Modernize Bldg. 108 Boiler Plant and Systems

James H. Quillen VA Medical Center

Mountain Home, Tennessee

PART I – HISTORY

The James H. Quillen VA Medical Center located in Mountain Home (Johnson City), Tennessee has an existing Boiler Plant that consists of 4 boilers, 3 of them are over 50 years of age and 1 of them is over 30 years of age and in need of replacement. Along with the Boiler Plant, there is an existing 3.2MW generator and heat recovery steam generator in the adjacent energy center that is to be decommissioned and removed from service.

PART II - GENERAL

1. A/E Design Services Scope: The A/E shall provide all Architectural and Engineering services necessary to design a construction project to modernize the existing boiler plant, as well as the demolition of a 3.2MW generator, heat recovery steam generator and main distribution switchgear for the energy center at the James H. Quillen VA Medical Center, Mountain Home (Johnson City), Tennessee. The project will include the modernization of an approximately 11,000 square foot boiler plant, which includes the replacement of all existing boilers, piping, and supporting systems to construct a new and modern boiler plant within the square footage of the existing facility and repairs to the existing facility. As part of the modernization, a study will be conducted during the concept design phase to determine the optimum boiler plant design to achieve the required operating capacity for the new boiler plant based on historical operating data and future growth expectations. Along with the modernization of the boiler plant, the project will include the decommissioning and demolition of a 3.2MW generator and heat recovery steam generator, and supporting systems, as well as the installation of a new medium voltage main distribution switchgear in the energy center.

a. The A/E work shall include but is not limited to:

1) On site investigations, surveys, and reports for verification of existing drawings and conditions of the existing space; including HVAC, mechanical, plumbing, electrical, control, fire protection, structural, underground piping and storage systems.

2) A study to determine the required boiler plant capacity to meet current and anticipated future demand for the James H. Quillen VAMC and the ETSU facilities located on the Mountain Home campus. The study shall include, at a minimum, multiple design options, with the pros and cons of each option to include the difference in construction, operations and maintenance, expected lifetime of equipment and impact of phasing during construction.

3) Design charrettes/reviews.

4) Design narrative, analysis and engineering calculations.

5) Basis of design report(s).

6) Preliminary sketches, schematic plans, phasing plans, design development plans, final construction drawings and specifications.

7) Interim Life Safety and Infection Control plans.

8) Cumulative Bid Deduct Alternates totaling 10% shall be developed, planned and estimated as necessary to assure award of contract within available funds.

Bid Deduct Alternates shall be clearly identified on contract drawings. Deduct alternates shall be cumulative.

b. The A/E shall coordinate with the COR to provide a project design to include the following functional general requirements as allowed by the project budget.

1) Boiler plant design to meet current and expected future capacity requirements.

2) Boiler plant supporting systems (i.e condensate tank, deaerator tank, air compressors, pumps, MCC, etc.).

3) Piping, including steam, condensate, water, fuel oil, natural gas, air, and all tie-ins to existing above ground and underground utilities.

4) Installation of new above ground fuel oil storage tank.

5) Structural and roofing repairs required to maintain a reliable facility.

6) Lead and Asbestos abatement.

7) Interior, exterior and emergency lighting.

8) Fire protection system, including sprinkler systems.

9) IT infrastructure.

10) Control system, Instrumentation and Burner Management System.

11) Building Automation System.

12) Physical Access Control.

13) Demolition of 3.2MW generator.

14) Demolition of heat recovery steam generator and supporting systems (i.e.

heat exchangers, steam piping, fuel oil piping, natural gas piping, air piping, etc.).

15) Maintain the functionality of the absorption chiller and building heat systems in the energy center with the removal of the 3.2MW generator and heat recovery steam generator.

16) Replace medium voltage distribution switchgear in the energy center.

c. VA construction, maintenance, repair, and renovation projects shall be designed in compliance with applicable standards and codes described in VA program guides, design materials and construction specifications available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/).

d. Boiler Plant construction, maintenance, repair, and renovation projects shall be designed in compliance with applicable standards and codes in VA directive 1810, Engineering Standard ES-2018-001 and Steam Heating, Hot Water, and Outside Distribution Systems Design Manual.

e. The 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.

f. The A/E shall, when requested, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of services. The A/E shall, without additional expense to the Government, be responsible for assuring that the work is in compliance with requirements of applicable codes, ordinances and regulations.

g. The A/E shall not divulge or release any information, oral or written (including electronic), developed or obtained in connection with performance of this contract of any possible construction based on the results thereof (including, but not limited to, reports, plan, specifications, location, time, estimated cost of construction or estimated Value Engineering savings) or except to authorized Government personnel or upon prior written approval of the Contracting Officer.

h. The VA shall evaluate the overall performance of the A/E by professional discipline after completion of design and construction in accordance with FAR (48 CFR) Subpart 42.1502 (f) by completion of DD Form 2631. The A/E shall be informed, in writing, by the Contracting Officer, of overall performance denoting strengths and weaknesses.

http://www.cfm.va.gov/til/

2. Approved Construction Budget: The project shall be developed within an estimated base construction cost of $18,029,121.

a. Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned and estimated as necessary to assure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings and shall be cumulative.

3. Completion Time: Final Construction Drawings for Bid (Sealed by Architect/Engineer) including cost estimates, specifications, and calculations, shall be completed within 545 calendar days after award. The A/E schedule shall allow for VA review period ending with A/E receipt of VA comments for each submission no later than 20 working days after VA receives the submission.

4. Ownership of Original Documents: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Architect-Engineer. The Architect-Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Architect- Engineer, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic) upon request of the VA. Unless otherwise provided in this contract, the Architect-Engineer shall have the right to retain copies of all such materials beyond such period.

5. Security Requirements

5.1 Contractors, contractor personnel, subcontractors and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

5.2 All contractor personnel shall be required to complete the “VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information.”

5.3 All contractor personnel shall be required to review the “Contractor Rules of

Behavior” agreement and Acknowledge and Accept the agreement.

5.4 Due to the scope of work, VA Directives and Handbook 6500, the IT security requirements for certification and accreditation (C&A) requirements do not apply to this project.

5.5 Contractors that will be on site for more than a week shall obtain VA issued ID badges. The ID badges can be obtained for the length of the project, via the PIV services. In the interim, temporary badges will be issued daily until the permanent badges are acquired. Subcontractors that will be on site for less than a week will not be issued permanent badges and will be issued temporary badges daily.

5.6 The contractor will be supplied keys to access the areas necessary to complete the SOW. If keys cannot be supplied for specific areas, the contractor will be escorted into those areas by VA personnel. The supplied keys shall be returned to the COR upon completion of the contract.

PART III – DESIGN EXECUTION AND PROVISION OF CONSTRUCTION

DOCUMENTS

1. Design Requirements: The A/E shall ascertain the requirements of the work and shall prepare, for approval by the VA, Construction Documents and other documents setting forth in detail the requirements for bidding and contracting for the construction of the project and as further described in A/E Design Submissions Requirements (PG-18-

15) Volume C – Minor and NRM Projects (https://www.cfm.va.gov/til/aeDesSubReq.asp).

The A/E shall be responsible for the professional quality and technical accuracy of all documents prepared. Design Services shall include the following documents as applicable to the project scope of work defined in Part I, Sect. 1.

a. Site Design Documents setting forth in detail the site construction requirements including location of on-site utility systems, off-site utility works, fire protection system, building orientation, site access and environmental determinate.

b. Architectural Design Documents setting forth in detail the architectural construction requirements including complete floor and roof plans, elevations, sections, details, schedules, material and color selection, discipline coordination and fire safety systems, data, security systems and controls.

c. Structural Design Documents setting forth in detail the structural construction requirements including all structural plans; elevations; sections; details Structural Design Documents setting forth in detail the structural construction requirements;

schedules; and calculations sizing all columns, beams, slabs and coordinate the work with all other design disciplines, especially the mechanical and architectural disciplines.

d. Mechanical Design Documents setting forth in detail the mechanical construction requirements including all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, automation systems, refrigeration, plumbing and sanitary engineering.

e. Electrical Design Documents setting forth in detail the electrical construction requirements including all electrical plans, elevations, sections, details, diagrams and schedules showing transformers, vaults, electrical and telephone closets, power https://www.cfm.va.gov/til/aeDesSubReq.asp distribution systems, auxiliary power systems, switchgear, generator, lighting fixtures, switching power outlets, and signal system.

f. Cost Estimates setting forth in detail quantities of materials, labor, profit, overhead, insurance, taxes, etc. for each separate technical discipline within the project scope. The A/E shall develop detailed construction cost estimates on form similar to VA Form HO-18b. All categories of work involved including quantities and unit type cost shall be included. Estimates shall include projected escalation.

g. Specifications for all sections of the work utilizing the VA Master Specifications (PG-18-1), available in the Technical Information Library (TIL) on VA Website address (http://www.cfm.va.gov/til/), setting forth in detail all requirements for the construction fully coordinated with the drawings and other Construction Documents.

h. CAD Standards: VA has adopted the U.S. National CAD Standard (NCS) (http://www.buildingsmartalliance.org/ncs/) available from National Institute of Building Sciences (NIBS). The U.S. National CAD Standard has been modified by VA as explained in the VA National CAD Standard Application Guide (https://www.cfm.va.gov/til/projReq.asp). CAD drawings shall be compatible with AutoCAD Version 2016, native format (.DWG). All files (base files, reference files, cell libraries) shall be compatible with the VA target system. Layering guidelines shall conform to applicable VA and AIA standards.

2. Commissioning: Commissioning oversight will be conducted by a third-party commissioning agent contracted to the VA for the length of this project. The commissioning agent will be involved throughout the design and construction phases of this project. The commissioning agent will support the development of the Owner’s Project Requirements, Commissioning Specifications, Commissioning Plans and Schedules, Acceptance and Testing documentation, as well as participating in design reviews and submittal reviews. The A/E will be required to review and incorporate the commissioning agent’s documentation into the final construction deliverables, as well as review and comment on the Commissioning Agent’s Commissioning Issues Log, review the Commissioning Plan and Schedule, and attend commissioning team meetings.

3. Review Submissions: Submit documents for VA review and comment to the Contracting Officer’s Representative (COR) as specified below. VA review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications, and other work submissions with due care and in accordance with acceptable professional standards. Contractor shall respond to review comments on VA provided spreadsheet.

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

Milestones Calendar Days

Cumulative Days

1st Site Visit, Survey and Study Report 120 120

VA Review & Comment Period 20 140

Concept Design (35%) 90 230

VA Review & Comment Period 20 250

Design Development (65%), Including 2nd Site Visit 120 370

VA Review & Comment Period 20 390

Final Progress Design (95%), Including 3rd Site Visit 75 465

VA Review & Comment Period 20 485

Final Design (100%) 30 515

VA Review & Comment Period 20 535

Final Construction Bid Documents (CD) Electronic 5 540

Final Construction Bid Documents (CD) Hard Copies 5 545

a. Initial Site Visit, Survey & Study Report shall be submitted no later than 120 calendar days after notice to proceed (NTP). Investigative Services shall include, at a minimum, evaluation of all plumbing, mechanical and electrical systems.

Submission shall be electronic and consist of the study report outlining multiple boiler plant designs. It shall be submitted in CAD and pdf format to the COR.

b. Concept Design (35% SD) shall be submitted no later than 230 calendar days after NTP. The Concept Design (35%) shall be electronic and consist of project concepts, preliminary drawings, field investigation narrative reports indicating analysis of existing conditions, economic analysis, cost estimates and proposed scheme of work. It shall also include a tentative Table of Contents showing proposed VA specification sections to be used. It shall be submitted in CAD and pdf format to the COR.

c. Design Development Plans Submission (65% DD) shall be submitted no later than 370 calendar days after NTP. The Contractor will incorporate the 35% review comments into the 65% submission as well as findings from the second site visit.

The 65% design shall be electronic and consist of drawings, redlined specifications, updated design analysis, revised cost estimate, and draft design reports. Drawings, specifications, and design analysis will be updated by all comments and project development. The basis for changes will be documented. Submission shall include

A/E responses to the 35% review comments on VA provided spreadsheet.

Submission shall also include responses to Third Party Life Safety and Fire Protection Review comments. It shall be submitted in CAD and pdf format to the

COR.

d. Final Progress Design (95% DD) shall be submitted no later than 465 calendar days after NTP. The Contractor will incorporate all 65% review comments into the 95% submission as well as findings from the third site visit. The 95% design shall be electronic and comprise the Final Progress Design. This submission is equivalent to the CD submission and shall be complete in the final format and accurate in the best judgment of the Contractor, except for minor typographical errors and pencil-in corrections. Submission shall include A/E responses to the 65% review comments on VA provided spreadsheet. Submission shall also include responses to Third Party Life Safety and Fire Protection Review comments. It shall be submitted in CAD and pdf format to the COR.

e. Final Design Submission (100%) shall be submitted no later than 515 calendar days after NTP. The Contractor will incorporate the 95% review comments into the 100% submission. This submission shall be electronic and consist of completed drawings, fully edited specifications, submittal registry, cost estimates, design analysis, reports, and responses to the 95% design comments on VA provided spreadsheet. If it is determined by the VA that all necessary comments were not incorporated into the final submittal, the Contractor shall, at no additional cost to the VA and without time extensions, make immediate correction to the contract documents. The final design analysis shall be complete and support the requirements of the project. Final design drawings, specifications, cost estimate, and other deliverables shall have been thoroughly checked and all review comments addressed. The Contractor shall submit with the final design a written certification that the Independent Technical Review was completed prior to submitting to the Government. The submission shall be submitted in CAD and pdf format to the COR.

f. Final Construction Drawings for Bid (Sealed by Architect and Engineer):

Electronic part of the submission shall be submitted no later than 540 calendar days after NTP. Hard Copy submission shall be submitted no later than 545 calendar days after NTP. Electronic submission shall consist of cost estimates including estimates for bid deduct alternates, final drawings, and specifications on two compact discs to the COR. Hard Copy part of the submission shall consist of three

(3) sets of half size drawings (hard copies) along with two (2) copies of bound and edited specifications. The COR will submit the electronic submission to Contracting Officer to issue for bid.

g. Certification of A/E Seal: At the final review, the A/E will present the completed set of contract documents. Each Contract Drawing shall bear the seal and signature of the registered professional architect or engineer responsible for its design. The seal and signature shall be affixed for the final scheduled review stage of each phase of the Construction Documents section. Before the final contract documents are issued for bidding, a principal of the A/E firm under contract to the VA will be required to provide a signed certification that all drawings and calculations have been properly signed and sealed by the appropriate individual for each discipline, in accordance with the rules and regulations of the local State licensing authority. This certification shall be forwarded to Contracting Officer upon the completion of the Contract Documents.

h. RFIs & Bidding: A/E shall provide responses to RFIs during bidding and issue any amendments as required.

4. VA Standards: The A/E shall use VA Program Guides, Design Manuals and Master Specifications, available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/), in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government, he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

5. Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10 (http://www.cfm.va.gov/til/dManual/dmIndex.pdf).

6. Discrepancies in Planning Information: The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.

6. As-Built Record Drawings: The A/E shall provide updated as-built drawings upon project completion as described below in Part IV, Section 6. A requirement shall be included in the contract specifications for the Contractor to provide a “marked-up” set of prints to the A/E showing all changes made during the construction period. The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications.

http://www.cfm.va.gov/til/dManual/dmIndex.pdf

PART IV - CONSTRUCTION PERIOD SERVICE REQUIREMENTS

1. The Construction Period will commence with the award of the Construction Contract and will terminate with the acceptance of the work by the VA.

a. Unless otherwise provided by separate contractual agreement with the VA, the A/E shall not provide administration of the construction contract.

b. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer’s Representative.

c. The A/E shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer.

d. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.

e. The A/E shall not be responsible for or have control or charge over the acts or omissions of the Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.

2. Construction Documents Interpretation: The A/E, when requested, shall assist the Contracting Officer and Contracting Officer’s Representative to interpret the construction documents and shall:

a. Recommend any action(s) deemed suitable for the satisfactory execution of the construction work;

b. Prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents;

c. Assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Construction Documents.

3. Review Shop Drawings and Submittals: The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture, and suitability of materials for conformity with the design concept and construction documents.

a. The A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the Contracting Officer’s Representative (COR), request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component.

b. The A/E may be required to coordinate joint reviews with the VA technical staff on complicated system submittals.

c. The A/E shall notify the COR in writing of any and all deviations from the requirements of the construction documents discovered in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.

d. The A/E shall recommend approval, disapproval, or other suitable disposition within 5 working days of receiving submittals from the Contractor.

4. Review Change Orders and Contractor’s Cost Proposals: The A/E shall review all Government initiated and/or Construction Contractor's cost proposals for construction modifications when requested by the Contracting Officer’s Representative (COR). The A/E's reply regarding review of cost proposals and recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials, and equipment. A/E shall provide response within 5 working days of receiving request by COR.

5. Site Visits: During the Construction Period the A/E shall make visits to the project site.

a. Site visits shall be made as requested by and coordinated with the Contracting Officer’s Representative (COR) to include:

1) Pre-bid Walkthrough

2) Preconstruction Conference

3) Work-In-Progress Inspection

4) Final Inspection and Punch List Development

5) Punch-List Completion Inspection and verification of As- Built conditions for completion of the As-Built Record Drawings.

b. The A/E Fee Proposal shall Include price for additional site visits should they be requested by COR.

c. A site visit is defined, except for payment purposes, as a visit to the site by one person for any part of a day.

d. Only registered architects and engineers thoroughly familiar with the project may make these site visits.

e. The COR has the prerogative to determine the professional discipline(s) required for each visit.

f. The A/E shall observe the construction, advise the COR of any deviations or deficiencies.

g. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three working days following the site visit date.

h. The A/E shall provide registered architects and engineers in the number and of disciplines requested by the COR to act as observers and advisers with a VA team conducting final and punch list completion inspections of the project.

i. The A/E is responsible to coordinate and compile the official final inspection punch list to be completed by the contractor.

6. As-Built Record Drawings Requirements: The A/E shall deliver As-Built Record Drawings to the Contracting Officer within sixty (60) days after completing the Punch- List Completion Inspection and verification of As-Built conditions with marked-up documents received from the Contractor.

a. A requirement shall be included in the contract specifications for the Contractor to provide a “marked-up” set of prints to the A/E showing all changes made during the construction period.

b. The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications. Work not performed or completed shall be removed/erased or modified as appropriate on the drawings.

c. The revision portion of title block shall be dated and noted "As-Built Record Drawings". The A/E shall prepare record drawings by making changes on the original contract drawings. As-Built Record Drawings shall have uniform line thickness and quality as shown in original construction documents.

d. A copy of the updated original will be sent to the Contractor for verification. Upon verification of the Contractor, the A/E will submit the originals to the Contracting Officer in hard copy and electronic format (USB drives are not permitted).

e. Electronic drawings shall be compatible with Auto Cad Release 2020.

f. The As-Built Record Drawing Submission shall be subject to the approval of the Contracting Officer’s Representative as to quality and completeness.

See attached document: Past performance Questionnaire (PPQ).