RESEARCH BRAIN BANK_DESIGN-BUILD SOURCES SOUGHT-PRESOLICITATION NOTICE_RFP 36C24225R0031.docx

SOURCES SOUGHT-PRE-SOLICITATION NOTICE

FOR DESIGN BUILD SERVICES

GENERAL INFORMATION

Network Contracting Office 2 James J. Peters DVA Medical Center 130 W. Kingsbridge Road Bronx NY 10468-3904

POINT OF CONTACT*

Contract Specialist Patricia Cordero Patricia.Cordero@va.gov

PLACE OF PERFORMANCE

Bronx Campus

130 W. Kingbrsidge

Bronx New York

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

The James J. Peters DVA Medical Center seeks Design Build services as a Two-Phase Design acquisition to support the Research Building Brain Bank HVAC project as desbribed below. This is a VOSB Set-Aside procurement This notice is not a request for proposals. Interested parties with the required capabilities to team up with an AE Engineering firm will be required to submit a Qualifications package to the Contract Specialist, Patricia Cordero, via email at Patricia.Cordero@va.gov. All responses are due no later than Friday, March 28, 2025 at 4PM EST. Please see complete project scope below.

SCOPE OF WORK

DESIGN (A/E) BUILD (Construction) SERVICES

526-25-101 Research Building Brain Bank HVAC

I. GENERAL SCOPE

This project will provide supplementary cooling for the freezers in the Research Building Brain Bank currently located in room 5F-34 of Building 105 along with additional rooms located in 5F-35A, 4F-02, 4F-10, 4F-16, 3F-18, 2F-14, and 2F-04 in Buidling 105, the Research Building at James J. Peters VA Medical Center. The area of construction ranges from the roof of Building 105 to the 2nd floor of Building 105. Work will include but not limited to: installation of a supplementary cooling system for the aforementioned freezer spaces and all associated utilities and equipment.

The Research Building Brain Bank along with several rooms contain freezers that exhaust a significant amount of heat in those rooms. In order to properly function, these freezers must operate in sufficiently cooled rooms. This is currently not the case as the rooms are over the threshold of temperature control with the existing cooling system and requires supplementary cooling to prevent loss of valuable research material.

Modification and/or replacement of relevant utility systems (lighting, electrical, telecommunications, fire alarm, ceiling ,wall and floor finishes). Modification and/or replacement to our mechanical (HVAC) and plumbing systems to accommodate the supplementary modification—including a new room temperature control system directed towards our existing Johnson Controls MetaSys™ building management.

It is important that construction phases allow the research building to maintain operations during construction—in the surrounding areas.

The proposed period of performance of 180 calendar days after issuance of the Notice to Proceed (NTP) includes 45 calendar days for design and 135 calendar days for construction. Listed below is a summary of milestones throughout the design-build process.

• Notice to Proceed (NTP) – D-Day

• 35% Submission – D+10

• 65% Submission– D+30

• 95% Submission – D+ 45

• 100% Submission – D+60

• Documents Complete – D+60

• Submittals Begin – D+60

• Construction Notice to Proceed – D+80

• Construction Completion – D+220

• Commissioning – D+230

• VA Acceptance – D+240

III Review Requirements

The following are minimum requirements for review purposes only. This does not relieve the Engineering Firm of responsibility to produce a complete set of construction documents and estimates in accordance with industry standard practice and VA criteria.

A. The Engineering Firm shall prepare and coordinate all engineering and site drawings, calculations, specifications and cost estimates. The degree of completion and the stages of submission shall be as specified.

B. For each submission, the Engineering Firm shall incorporate the corrections, adjustments, and changes made by the VA at the previous review. The Engineering Firm shall date all reports, studies, and other submission material.

C. Provide computations and sizing calculations for mechanical, plumbing, and electrical designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretations of input/output and description of program procedures.

D. If subsurface investigation is necessary, submit the criteria for the subsurface investigation and the qualifications of consultants being considered for the investigation. Start subsurface investigation upon approval of the proposal by the COTR.

E. The Engineering Firm shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same day as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. For detailed elements, "lump sum" or "allowance" figures will not be accepted.

Preliminary Design and Analysis - 35% Design Review

PRELIMINARIES

A. Preliminary drawings for construction projects are a means of identifying alternative approaches to correcting physical and functional deficiencies. The development of these drawings is an interactive process between VA staff and the Engineering Firm in order to produce a narrative and graphical description of possible program alternatives. As appropriate, the VA will make available prior to contract negotiations a tentative priority list of functional areas which may be included in the project, and a statement task.

B. Preliminary Meeting: Prior to beginning any design work, a preliminary meeting will be conducted between the A/E Firm and VA staff. At this stage, the scope of work will be finalized and agreed to by all VA services involved in this project. At this point the A/E Firm will have surveyed the existing facility to verify all existing conditions and become familiar with all deficiencies that need to be corrected. The A/E Firm will write a summary of the meeting and submit it to the Contracting Officer for distribution and approval by the appropriate staff.

C. The Engineering Firm in collaboration with VA staff, will illustrate in sketch form various possible program alternatives and refine them based on continuing interaction with the VA project team. The Engineering Firm will then complete and present alternative architectural solutions which are functionally and architecturally viable for consideration. The VA will select the final concept and subsequently identify the approved scope to be developed in the second preliminary (100%) review stage.

D. The VA considers originality and imaginative design an essential part of the Engineering Firm's responsibility. The total environmental approach is a necessity to all planning. Site, structures, vehicular and pedestrian circulation, open and screened areas and their relationships to each other should be combined to produce a plan that is functional and aesthetically pleasing.

E. Complete conceptual alternatives must be displayed on the preliminary drawings. The work may include the division of an alternative into distinct parts, each of which has an identified priority. The preliminary drawings must, therefore, be developed so that irrespective of which parts (in priority order) are selected for further development in the Working Drawing phase, the solution shall provide a well designed facility with respect to functional operation, construction phasing, minimized disruption of existing hospital operation, and compatibility with structure and utilities between (1) existing facilities; (2) those for imminent construction; and, (3) those with low priority for future construction.

F. A narrative to accompany the drawings shall identify construction phasing which will be necessary to permit continuous operation of critical hospital operations. In addition, areas of new construction and renovation shall be shown. A detailed listing of submission requirements for phasing is included in a later paragraph.

G. Subsequent to each VA review of the Engineering Firm's work, The Engineering Firm shall incorporate VA recommendations into the Preliminary Drawings.

H. Review Meetings: Review meetings will be conducted at the end of each design phase. Submit five (5) copies of all narratives, drawings, calculations and cost estimates to be reviewed by VA staff. The cost estimates will reflect the level of completeness at each review stage. In addition, the Engineering Firm shall take minutes of the review meeting and submit two copies to the Contracting Officer for distribution to VA staff.

The first review shall include the following:

a. Preliminary Phasing Analysis.

3. Specifications: provide a listing of all applicable VA Master Specification sections to be used for this project.

4. Provide a preliminary cost estimate based on drawings, specifications, and design analysis. Provide appropriate adjustments for phasing and local or market conditions.

5. Provide five (5) copies of design analysis, drawings and preliminary cost estimates.

6. The A/E shall attend a design review meeting at James J. Peter’s /VAMC Bronx, New York.

B. Preparation of contract drawings and specifications I - 65% Design Review - The submission shall include materials proposed for use on the project for selection by the VA. This submission should incorporate all comments from 35% Design Review.

3. Specifications: Provide a marked-up copy of all applicable VA Master Specifications, edited for the Scope of this project.

4. Provide a cost estimate based on drawings, specifications, and design analysis. Cost estimate shall include quantitative take-off for labor and material. Provide appropriate adjustments for phasing and local or market conditions.

5. All floor plans are to be presented on VA standard size drawings. The Engineering Firm must submit three (3) options of the floor plans at this submittal. The floor plans should be drawn at a scale which will permit an entire floor plan on one drawing. The plans must show the overall exterior dimensions of the building.

6. Primary horizontal and vertical circulation, entrances to buildings, main entrances to departments and major mechanical spaces shall be shown on the drawings. New construction, renovation and existing construction to remain as is, shall be clearly distinguished from each other. Construction phasing will be carefully considered to permit continuous operation of the facilities services without disruption.

C. Preparation of contract drawings and specifications II - 95% Design Review-

The A/E shall incorporate all comments from 65% reviews.

5. A/E shall incorporate any comments from VA Legal and Technical Review and any bidder questions into Final Documents in direct preparation of amendments to the solicitations as required.

6. Provide three (3) copies of all review material.

E. Final Project Review - 100% Completed Design-

1. The 100% phase involves the production of complete drawings, specifications, and other documents necessary for the bidding and construction of the project. Also included at this phase are the final detailed cost estimate, the final phasing plan and the construction schedule.

2. It is the A/E Firm's responsibility to provide a quality set of documents. Related documents shall be complete, fully coordinated and ready for reproduction for contract.

3. Prior to reproduction for issue for construction bids, the Engineering Firm shall make any changes to the documents identified as necessary.

4. The A/E Firm shall deliver the original contract drawings to the Project Manager for signature, after the previous review comments are incorporated and the contract drawings have been approved. The contract drawings shall bear the seal of the Registered Architect and Professional Engineer responsible for the design.

5. Submit a complete set of applicable VA Master Specifications edited to reflect the scope of work of the project. Also, submit copies of any architectural specifications prepared by the Engineering Firm from any source other than VA Master Specifications. Ensure the specifications have been edited and tailored in their application to represent accurate coordination between the drawings and specifications.

A. ARCHITECTURAL

1. Submit a 100% complete and coordinated set of construction drawings and specifications.

2. Submit fully dimensioned floor plans showing all revisions required by comments from the previous review meetings.

3. Submit interior details.

4. Submit drafting symbols, and abbreviations, general notes and schedules that are complete and coordinated with all contract documents.

5. Submit a complete and coordinated finish schedule.

6. Submit demolition plans, existing finish schedule and notes, on demolition plans.

7. Submit completed building sections, wall sections and exterior elevations that show finish floor elevations, and indicate all building systems and materials.

8. Submit completed reflected ceiling plans for entire buildings, indicating all ceiling mounted equipment, lighting fixtures, air diffusers, registers, etc.

9. Submit equipment plans and details with all revisions from comments on previous submittal.

B. INTERIOR DESIGN

1. Provided 100% completed finish schedule and specifications for all rooms and areas. These shall be fully coordinated between the drawings and specifications.

C. ARCHITECTURAL SPECIFICATIONS

1. Assure the original specification drafts have been edited and tailored in their application to represent accurate coordination between the drawings and specifications.

2. Submit one full set of drawings of all disciplines, fully coordinate.

3. Submit a brief description of work for inclusion in the Pre-Solicitation Notice.

4. Final Bid Document Submittal:

a. Revise draft specifications to incorporate:

1. All changes, resolution of conflicts and modifications noted in previous reviews.

2. Results of any drawing changes not shown on the drawings that affect the specifications.

b. Type the specifications in final format and content including any desk copy changes made by the VA staff at the previous reviews. Submit a complete set of the typed architectural specifications including one full set of final drawings of all disciplines, fully coordinate.

D. EQUIPMENT SPECIFICATIONS

1. Submit typed master specifications in final format and content.

2. Include a set of equipment drawings fully coordinate.

E. STRUCTURAL

1. Include all completed structural drawings. All drawings shall be checked and coordinated with other disciplines prior to submission for review.

F. SANITARY

1. Submit 100% complete drawings to include the following:

a. Previously submitted drawings that have incorporated comments of the last review.

b. Legend, notes, and details.

G. PLUMBING

1. Submit 100% complete drawings to include the following:

a. Previously submitted drawings that have incorporated comments of the last review.

b. All piping sized.

c. Plumbing riser diagram plans.

d. Demolition plumbing floor plans.

e. Legend, notes and details.

H. HEATING, VENTILATION AND AIR CONDITIONING (HVAC)

1. Provide complete and final engineering calculations of all systems. In addition to the updated room by room cooling calculations, the following additional calculations shall be performed and submitted:

a. Final selection of all pumps with head calculations based on the actual piping layout and takeoffs, and pressure drop through the equipment selected for the systems.

b. Final selection of all fans with the fan static pressure calculations based on the actual duct layouts and takeoffs, and static pressure drop through the equipment for all systems.

c. Sizing and selection of all expansion tanks based on the actual piping layout and volume computation.

d. Sizing and selection of all VRF condensing units and heat exchangers based on the flow requirement of each terminal unit, that is, duct mounted reheat coil, box (air terminal unit) mounted reheat coil, unit heaters, convectors, finned tube radiation, radiant ceiling panels, etc.

e. Sound analysis of various systems and steps taken to ensure compliance with the specified noise levels.

2. Provide complete selection data, including catalog cuts and calculations, for all HVAC equipment and drawings showing all equipment schedules.

3. Complete the coordination requirements with electrical, plumbing, and steam generation by providing revised information (if any) developed since the last submission. In addition, complete coordination with the architectural drawings (Examples: Louvers, ceiling access panels reflected ceiling plans, etc.) and structural drawings (Examples: Operating weights of ceiling and floor mounted equipment, concrete and steel supports, roof and floor openings, etc.).

4. Submit 1/8 inch scale HVAC floor plans for all areas showing all ductwork and piping on separate floor plans. Show all duct/pipe sizes and quantities, that is, air quantities for each room and each air inlet/outlet, expressed in cubic feet per minute (CFM) and fluid quantity, where required, in gallons per minute (GPM). Show all volume dampers, fire dampers, smoke dampers, automatic control dampers, risers and drops in refrigerant piping, air inlet/outlets, etc., on the air distribution floor plans. Show all piping specialties, such as expansion loops, anchors, valves, drip assemblies, balancing fittings, etc. on the piping floor plans. All architectural room names and numbers must be shown on the floor plans along with designated smoke and smoke/fire barriers.

5. Submit 1/4 inch scale HVAC floor plans for all mechanical equipment rooms with at least two cross-sections taken at right angles to each other. Show all equipment located on roof and/or grade.

6. Provide updated design and drawings of the outside chilled water distribution work showing pipe sizes and insulation with plans, profile, sections, details and all accessories such as anchors, expansion loops/joints, valves, manholes, capped and flanged connections, interface between the new and existing work (if any). The outside piping layout drawings shall clearly indicate interferences (if any) with the existing utilities and/or landscape elements. The scope of work shall show rerouting any utilities, cuttings of roads, pavements, trees, etc., and the extent of new and demolition work, thus, involved. The outside utility drawings shall be based on the study of the latest site drawings, discussions with engineering personnel and actual site inspection of the existing utility. To determine the actual location of the existing utility, should it become necessary to perform limited excavation, the Engineering Firm shall make necessary arrangements to do so in consultation with the site engineering personnel and project manager.

7. Update all automatic temperature control drawings showing revisions (if any) since the last submission. All duct detectors, control valves/dampers static pressure sensors, differential pressure control assemblies, etc., whose actual physical location is critical for the intended sequence of the operation shall be clearly shown on the floor plans and identified as such. For projects involving a central Engineering Control Center (ECC), provide a point schedule with intended analog/digital input/outputs, graphics capabilities and requirements of the other trades to be included in the ECC. Provide a riser diagram showing locations of all field data gathering panels and their interface with the ECC. The actual location of the ECC and peripherals should be shown on the floor plans.

8. Submit VA standard detail drawings. The details shall be edited to suit the project. Include any special details deemed useful and necessary for the project.

9. Provide complete HVAC demolition drawing showing clearly the extent of demolition work. Indicate major sizes of ductwork and piping to be dismantled. Show capacities and sizes of the existing equipment to be removed. Show clearly, points of connection and disconnection, blankoffs, dead end flanges with isolating valves. Coordinate demolition and restoration work with other disciplines. The revised capacities of the systems affected by the demolition work shall be clearly stated together with additional efforts, if any, involved in testing, balancing and adjusting them.

10. Provide edited sections of the VA Master Specifications. Include all information which is applicable to the project.

I. ELECTRICAL

1. Submit 100% complete drawings including legend symbol list, details and schedules.

2. On the electrical one-line diagrams and risers show the final sizes, ratings, feeders and identification of the electrical equipment.

3. Plans shall include any major equipment to be removed and/or relocated. Any equipment, devices or fixtures to remain and be reused shall be shown where necessary for rewiring.

4. Submit the complete final lighting, load and sizing calculations. (ie, transformers, conductors, panelboards, etc.).

5. Indicate the short-circuit current values available at each level of distribution on the one-line and riser diagrams.

6. Submit a full set of floor plans. Show locations of primary distribution switchgear, engine generator sets, unit substations, feeder routing plan and other major pieces of equipment.

7. All floor plans shall have room titles and area functions shown on the drawings. Location of all equipment, lighting fixtures, outlets for power, fire alarm devices, and signal outlets and devices shall be shown. Layouts of specialty areas (radiology, office/exam, bed areas, O.R.'s, I.C.U.'s, etc) are to be laid out.

8. All electrical drawings shall show smoke partitions and fire alarm zones. Submit fire alarm and signal (nurse call, telephone, MATV, CCTV, radio, PA, etc.) riser diagrams.

9. Phasing and shutdown requirements.

J. BARRIER FREE DESIGN

1. Complete all drawings and specifications. Ensure that every effort to make this facility accessible to handicapped employees and patients has been taken in this design.

K. FIRE PROTECTION

1. Complete all drawings and specifications. Ensure compliance with NFPA. Provide hydraulic calculations used to derive the pipe and equipment dimensions and ratings.

L. PHASING REQUIREMENTS

1. Phasing requirements shall describe the general sequence of the project work, estimated project duration (including allowances for delivery items), and what government constraints will exist that will influence the Contractor's approach to the construction project. In addition, special attention shall be given to asbestos abatement requirements to ensure that the project phasing plan and associated cost are reasonable. Adequate time shall be allocated for the evaluation for asbestos abatement areas in addition to the time to perform the asbestos abatement work that must precede the general construction. The Engineering Firm shall submit the following phasing information:

a. Phasing Narrative in written form which outlines phasing requirements and sequence with all areas of the project identified as a part of some phase. Each phase description shall include constraints particular to that phase, what other phases that must precede it, and any VA moves which must precede the start of the phase or phases. If equipment and other removable items require storage and relocation by the government, because of asbestos abatement, these requirements shall be listed in the phasing narrative. Special phasing constraints which may be common to the project should be listed at the end of the narrative and not within each individual phase description.

b. Individual phases shall be outlined and labeled on all drawings including site, architectural, structural, plumbing and electrical drawings. Phases shall be outlined on the submitted full sized drawings.

c. All systems shall be designed so that, upon completion of a particular phase, the entire area covered by that phase can be occupied by the Medical Center personnel with all systems functioning properly.

The A/E shall incorporate all comments from the previous review into the final working drawings and specifications.

IV Construction Period Services A. Review materials, submittals, shop drawings, schedules, etc.

1. Provide recommendation to COR as to each submittal being approved, disapproved, or approved as noted. Include review comments as to appropriateness of submittal and conformance to construction drawings and specifications.

2. Provide list of submittals and status report of submittals processed.

B. Review and advise the VA of contractors request for information.

C. Review change orders and provide A/E cost estimate to support VA's negotiations with contractor.

D. Furnish as-built drawings at completion of construction.

E. Advise the VA of the timeliness of the contract with his approved schedule.

F. Site visits:

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