Presolicitation with Attachments.pdf

Presolicitation Notice

*=Required Field Presolicitation Notice

SUBJECT* NRM (PROJ: 548-23-105) AE Upgrade Interior Signage and Wayfinding

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 33637

SOLICITATION NUMBER* 36C24823R0115

RESPONSE DATE/TIME/ZONE 04-13-2023 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 548-23-105 that requires Architect and/or Engineering (AE) Design Services for a project titled “Upgrade Interior Signage and Wayfinding”. 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 has identified the need to upgrade all interior signage and wayfinding that is original to the Main Hospital building 1. The project includes program development for wayfinding, identifying point of interests as determined by stakeholders, messaging development for all signage (new and existing), demo of existing signage and manufacturing and installation of new signage. 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 http://www.cfm.va.gov/til/ 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.

mailto:Stacy.Figlinski@va.gov

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: 548-23-105 SOW.

See attached document: Attachment PPQ.

mailto:stacy.figlinski@va.gov mailto:Stacy.Figlinski@va.gov mailto:stacy.figlinski@va.gov mailto:acy.figlinski@va.gov

A-E Statement of Work (SOW)

Project Title:

Upgrade Interior Signage & Wayfinding

Project Number: 548-23-105

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: Upgrade Interior Signage & Wayfinding

Project Number: 548-23-105

1 Overview

1.1 Introduction/Project Intent

2 General Scope

2.1 Design Disciplines/Services

2.2 Basis of Design

2.3 Changes to the Statement of Work

2.4 Site Investigation

2.5 Surveys

2.6 Subsurface Conditions

2.7 Phraseology

2.8 Codes, Standards, and Executive Orders

2.9 Quality Control

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: Schematic (DD1) – Roughly 10 - 15% complete

5.2 Second thru 100% review:

5.3 Final Submission:

6 Construction Period Services (CPS)

6.1 General

6.2 Hazardous Materials

6.3 Evaluation Of Construction Contractor Value Engineering Change Proposals (VECPS): . 21

6.4 Errors and Omissions

Appendix A: Submission Review Tools Appendix B – Basis for design Appendix C: Hazardous Material Appendix D: Concept Documents

1 Overview

1.1 Introduction/Project Intent

1.1.1 Project Description:

This project will upgrade interior signage and wayfinding of the West Palm Beach VAHCS campus, Building 01 (Main Hospital).

1.1.2 Phases of A/E Services:

The A/E shall provide the services indicated. These services will be provided in distinct phases:

Add or delete as necessary based on complexity of design, but make sure addition/deletion matches in Schedule Section 4 and Appendix A.

• 10% Schematics – Preliminary User Group Meetings & Field Surveys – first review submission “DD 1” Design Development

• 30% Submittal – “DD 2” Design Development

• 60% Submittal – “CD” Construction Documents

• 90% Submittal – “CD” Construction Documents

• 100% Submittal – Bid [Final] Documents

• Construction Period Services

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

2 General Scope

2.1 Design Disciplines/Services

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:

2.1.1 Demolition:

The project demolition work includes architectural and structural demolition to clear space for the new signage. 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.

Nazario, Viviana (VCI) Add exterior Signage project since we received no bidders for the DBB project?

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 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.

2.2 Basis of Design

The VA has developed concept drawings with a draft survey of existing signage that has helped develop the basis of Design described below. The contractor may request/use the concept drawings for the development of this design; however, it is understood that this concept may not identified all signage, and it is the contractor’s responsibility to confirm the information shown.

2.2.1 The Environmental Graphic Design firm will design and program an interior room identification sign program. This will involve programming and sign location plans being prepared for all the room identification signs throughout Building 1. This will include a complete sign message schedule identifying each sign, its message, and its type. Sign location plans will be prepared showing the placement/location and mounting method of the signs.

• Select areas in Building 1 have already undergone a recent signage replacement and as such shall be reviewed and updated as identified to meet new design criteria.

• The design shall include verification of the quantity, location, and sign type of the existing signage to be replaced.

• The design shall include coordination review meetings to identify message copy with hospital staff, VA Interior Designer, and VA Space Planner.

2.2.2 The Environmental Graphic Design firm will design and program a life safety, code, and regulatory sign program. This will involve programming and sign location plans being prepared for all the regulatory, code and life safety signs throughout Building 1. This will include a complete sign message schedule identifying each sign, its message, and its type.

Sign location plans will be prepared showing the placement/location and mounting method of regulatory, code and life safety signs.

• Select areas in Building 1 have already undergone a recent signage replacement and as such shall be reviewed and updated as identified to meet new design criteria.

• The design shall include verification of the quantity, location, and sign type of the existing signage to be replaced.

• The design shall include coordination review meetings to identify message copy with hospital staff, VA Interior Designer, and VA Space Planner.

2.2.3 The Environmental Graphic Design firm will design and program a directional wayfinding sign program. This will involve programming and sign location plans being prepared for all of the directional signs throughout Building 1. This will include a complete sign message schedule identifying each sign, its message and its type. Sign location plans will be prepared showing the placement/location and mounting method of directional signs.

• Select areas in Building 1 have already undergone a recent wayfinding signage replacement and as such shall be reviewed and updated as identified to meet new design criteria.

• The design shall include verification of the quantity, location, and sign type of the existing signage to be replaced.

• The design shall include a comprehensive review of the effectiveness of the existing wayfinding copy and locations. Conduct coordination review meetings with hospital staff, VA Interior Designer, and VA Space Planner to develop an effective static wayfinding design approach.

2.2.4 The Environmental Graphic Design Specialist will develop a report identifying architectural, interior design and communication problems at the facilities that need to be changed and improved to provide better identification, circulation, and communication of services for patients and visitors.

• The design shall include coordination review meetings to identify message copy with hospital staff, VA Interior Designer, and VA Space Planner.

• The design shall include coordination review meetings to review existing directory color coding with hospital staff, VA Interior Designer, and VA Space Planner. Final design shall incorporate an overall comprehensive directory approach for the Building 1.

2.2.5 The Environmental Graphic Design firm will use the pre-approved design scheme for the “look” of the interior sign program. Signage in this project shall match this design aesthetic and examples are included in the drawing/concept layout package within Appendix A. The design generally defines the various types of signs that will be used throughout the project along with issues of image, materials and finishes, typography and layout, and color. Terminology, names and titles, flexibility of the system, form and scale, and legibility will also be considerations in developing the design scheme. The design documents will identify material finishes, trims, sign construction, installation, and other design details. The documents will include elevation drawing of each sign type with applicable size and layout dimensions and any necessary side, top and back views.

2.2.6 The interior signs will be designed with consideration given to the ATBCB’s guideline for accessible signage related to the Americans with Disabilities Act.

2.2.7 Examples of the types of interior signs that are included in the scope of work are: Primary room/department identification signs; Patient room signs; Secondary room identification signs; Informational signs; Wall and ceiling mounted directional signs; Entrance lobby signs; VISN identification signage; Regulatory, life safety code and restrictive signs.

2.2.8 All designs shall incorporate the necessary electrical, mechanical, structural, and architectural components required for the installation of complete systems that function as designed. Designs shall be in accordance with applicable codes as listed in NFPA, EPA, OSHA, National Electrical Code, National Safety Code, VA Master Specifications, VA Standard Details, VA Design Guideline PG-18-15, Volume C, VA Construction Standards, Applicable Design Guides, and municipal, state, and federal regulations.

2.2.9 Attached drawings/concept layouts within Appendix A are provided to the A/E (as required), however, no guarantee is made as to the accuracy of these plans. All features and conditions indicated therein must be verified by the A/E as inclusive of the scope of the design services they provide. The A/E shall perform all necessary site surveys to verify conditions in the field to confirm the accuracy of the as-built plans provided.

2.3 Changes to the Statement of Work

2.3.1 General:

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

2.4 Site Investigation

2.4.1 A physical survey of the site shall be conducted.

2.4.2 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.

2.4.3 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.

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.

2.5 Surveys

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.

2.6 Subsurface Conditions

2.6.1 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

2.6.2 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.

2.7 Phraseology

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

2.7.1 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.

2.7.2 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.

2.7.3 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.

2.7.4 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".

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

2.7.6 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.

2.7.7 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.

2.7.8 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.

2.7.9 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.

2.7.10 Do NOT set up a paragraph in the various sections entitled “Work not Included”. Specify the work that is included under the respective sections.

2.7.11 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.

2.8 Codes, Standards, and Executive Orders

2.8.1 Building Codes

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:

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

3. NFPA 101 Life Safety Code (see notes below)

4. NFPA National Fire Codes with the exception of NFPA 5000 and NFPA 900.

5. Occupational, Safety and Health Administration (OSHA) Standards

6. VA Seismic Design Requirements, H-18-8

7. National Electrical Code (NEC)

8. National Standard Plumbing Code (NSPC)

9. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers

(ASME) A 17.1.

10. ASME Boiler and Pressure Vessel Code

11. ASME Code for Pressure Piping

12. Architectural Barriers Act (ABA) including VA Supplement, Barrier Free Design

13. Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318) http://www.cfm.va.gov/til/

14. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

15. Energy Policy Act of 2005 (EPAct)

16. American Society of Heating and Refrigeration Engineers (ASHRAE) 90.1, Energy

Standards for Buildings Except Low-Rise Residential Buildings

17. Federal Leadership in High Performance and Sustainable Buildings: Memorandum of

Understanding (MOU)

18. Executive Order 13423: Strengthening Federal Environmental, Energy, and

Transportation Management

19. Executive Order 13514: Federal Leadership in Environmental, Energy, and Economic

Performance

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

21. American Society of Heating and Refrigeration Engineers (ASHRAE), Ventilation for

Acceptable Indoor Air Quality – ASHRAE Standard 62.1

22. Safety Standard for Refrigeration Systems – ASHRAE Standard 15

2.8.2 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.

2.8.3 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.

2.8.4 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.

2.9 Quality Control

2.9.1 Quality Control Plan:

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

• Identification and discussion of all organizational and technical interfaces

• Design team members and their areas of responsibility

• Team members responsible for checking the design

• Team members responsible for checking the electronic files

• Team members responsible for reviewing and submitting the required VA Design

Alerts and Quality Alerts

• Project Schedule showing key milestones and review periods

2.9.2 VA Design Alerts and VA Quality Alerts

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

2.9.3 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.

2.9.4 Quality Certification:

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

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

3 General Submission Services

3.1 Review Aids:

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).

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

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

c. 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.

3.2.2 The A/E shall proved 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 http://www.nationalcadstandard.org/ https://www.cfm.va.gov/til/projReq.asp Rogala, Michael S.

Probably should have an Autocadd section and a BIM section that the COR can choose from

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.

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.

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

Draft Budget narrative – pending work group concurrence.

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

Proposed draft – pending work group concurrence.

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. Refer to Supplement B for the proposed schedule but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes:

The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission. Minutes shall include all request for changes by VA. If change is unable to be made, explanation of why shall be provided.

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

3.7.1 ICRA - The A/E Firm will be responsible to work with the VA COR / Safety Department / and Infection Prevention to develop the “Construction Safety, Infection Prevention and Control Risk Assessment”, as required by VHA Directive 7715 “SAFETY AND HEALTH DURING CONSTRUCTION” The A/E will be given blank Risk…