S03_Bldg 170 request for sf330s_final.docx

PUBLIC ANNOUNCEMENT FOR PROCUREMENT OF ARCHITECT-ENGINEERING (A/E) SERVICES: This is a request for Standard Form 330, Architect-Engineer Qualifications only.

A/E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) subpart 36.6. All submissions will be evaluated in accordance with the below selection criteria. 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. Any resulting award for the proposed A/E services will be procured under a negotiated Firm-Fixed Price contract.

The NAICS Code for this acquisition is 541330, Engineering Services, and the applicable Small Business Size Standard is $25.5 million annual revenue. During a performance, the selected A/E firm will be required to attend meetings in person, on-site, at the Salem VA Medical Center, 1970 Roanoke Blvd, Salem, VA 24153.

Note: 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 SF 330 AND THE TOP-RATED FIRM SELECTED.

Submit current SF330 to Taneil.crump@va.gov. The SF 330 are due on Thursday, March 4th, 2025 @ 10:00AM EST.

See Electronic Submission Requirements on page 3 and 4 for instructions on submitting your SF 330. The selection of the most qualified contractor will follow the guidance provided in FAR 36.6 – Architect-Engineer Services. 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.

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 VetCert 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 Veteran Small Business Certification (VetCert) at https://veterans.certify.sba.gov 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 SF 330s 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:

The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, and other factors considered. Boards will evaluate firms' qualifications strictly on the basis of the announced selection criteria and their stated order of importance. The criteria will be applied as follows:

PART I – TECHNICAL CAPABILITY

The following criteria will be used to by a selection board to determine the most highly qualified firms in respect to their technical capability. Technical capability will be evaluated based on the following factors:

1) Specialized Experience and Technical Competence (FAR 36.602-1(a)(2)). Offerors will be evaluated based on the specialized experience of a firm on similar projects and the technical capabilities (such as design quality management procedures, CADD/BIM, and equipment resources,) of the prime firm and any subcontractors. Evaluation will be based on the information presented in the Architect-Engineer Qualifications - Standard Form 330 (SF330). A maximum of five (5) example projects may be submitted for consideration under SF330, Part I, Section F. Example projects should be new and remodeled space design, radiologic equipment space design, and construction services completed within six (6) years of solicitation closing date.

2) Professional Qualifications (FAR 36.602-1(a)(1)). A board will evaluate, as appropriate, the education, training, registration, certifications (see paragraph 3-4.d(4)), overall and relevant experience, and longevity with the firm of the key management and technical personnel. This criterion is primarily concerned with the qualifications of the key personnel and not the number of personnel, which is addressed under the capacity criterion. The lead designer in each discipline must be registered as required by FAR 36.609-4 and 52.236-25 but does not have to be registered in the particular state where the project is located.

3) Capacity (FAR 36.602-1(a)(3)). A firm’s capacity will be evaluated based on their experience with similar size projects, the available capacity of key disciplines to perform the work in the required time, and a primary design schedule. The volume of work awarded during the previous 12 months, based on data extracted from the Federal Procurement Data System, will be considered when evaluating capacity. Additionally, the full potential value of any current indefinite delivery contracts that a firm has been awarded will be considered when evaluating capacity.

4) Knowledge of the Locality (FAR 36.602-1(a)(5)). Firms will be evaluated on their knowledge of the locality such as knowledge of local historical features, climatic conditions, and local construction methods that are unusual or unique to the area.

5) Design Quality Control Plan. Firms will be evaluated on their approach to ensure technical quality and accuracy of work products. A firm's approach to resolve issues of quality will be analyzed to determine its ability to provide quality design products. Describe and define the processes of the firm's quality control plan and list, by name and position, all key personnel responsible for its execution. Quality control information shall also address safety measures particularly with respect to field work and site investigations. Information describing Quality Management may be presented in SF330, Part I, Section H. A design quality control plan shall be submitted as part of the proposal.

6) Experience in Construction Period Services. Firms will be evaluated on their experience in providing construction period services to include professional field inspections during construction, review of construction submittals, support in answering request for information, and support of construction contract changes to include drafting statements of work and preparing cost estimates.

PART II – PAST PERFORMANCE

The following criteria will be used to by a selection board to determine the most highly qualified firms based on a firm’s past performance.

1) Past Performance (FAR 36.602-1(a)(4)). Firms will be evaluated based on their CPARS for past projects.

PART I – TECHNICAL CAPABILITY

First, the technical capability of all offers will be evaluated on an adjectival basis. Sub-factors will be weighted equally, and all areas must have at least a satisfactory rating.

Evaluators shall assign a rating from the following table based on the minimum requirements stated in each sub-factor section.

A. Sub-Factor 1 – Specialized Experience and Technical Competence

1. CRITERIA: This factor will evaluate the Offeror’s technical competence, based on successful completion of projects that include renovation of existing medical facilities with a focus on projects including medical imaging equipment and including construction period services.

2. MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard of acceptability is met when the Offeror provides a minimum of three (3) and a maximum of five (5) examples of their choice of completed projects or in progress of similar contracts in size and scope (Imaging equipment, and construction services; minimum threshold of $100,000.00 In describing the experience, provide the following information:

a. Project title, location and brief description including the building use (Medical Facility, etc) and contracting method (design build, design bid construct, CM at risk, Turnkey, etc).

b. Project owner and name and telephone number of owner’s contact person.

c. Indicate your firm’s role as a prime contractor or subcontractor, etc.

d. Project Prime Contractor and Major Subcontractors and name and telephone number of contact person(s).

e. Project Statistics including start and completion dates (original vs. actual) for design; cost (with brief explanation of what is included in the cost); square footage; and any awards (prizes) received.

B. Sub-Factor 2 – Professional Qualifications

1. CRITERIA: This factor evaluates the Offerors’ specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.

2. MINIMUM STANDARD OF ACCEPTABILITY: The Offeror must provide the resumes for the following Key Personnel purposed for assignment to the project:

Project/Design Manager: Must have a minimum of two (2) years’ experience successfully managing design projects that meet the criteria for similar projects as defined in evaluation factor 3 above.

Mechanical Engineer: Must have a minimum of two (2) years’ experience designing HVAC systems within a hospital environment. Projects shall meet the criteria for similar projects as defined in evaluation factor 3 above Structural Engineer: Must have a minimum of five (5) years’ experience designing structural systems within a hospital environment. Projects shall meet the criteria for similar projects as defined in evaluation factor 3 above.

Electrical Engineer: Must have a minimum of five (5) years’ experience performing electrical designs for construction projects. Projects shall meet the criteria for similar projects as defined in evaluation factor 1 above.

Architect: Must have a minimum of 5 years of experience performing architectural designs for construction projects. In addition, must have experience of designing spaces for imaging type equipment including treatment areas, support areas, waiting areas, etc.

Other Disciplines proposed by the Offeror: Must have a minimum of three (3) years’ experience successfully designing projects that meet the criteria for similar projects as defined in evaluation factor 3 above.

All Resumes must include the following information and may not exceed two (2) pages per Resume, and must explain how the proposed key personnel’s experience meets the minimum qualification requirements for this contract, as described above:

a. Name and title

b. Project assignment

c. A&E registration number, state, and expiration date

d. Name of firm with which associated.

C. Sub-Factor 3 – Capacity

1. CRITERIA: This factor will evaluate the Offeror’s ability to perform the study, design, and construction period services. The Offeror shall demonstrate that is has the capacity to accomplish the work in the required time. Additionally, the Offeror shall show that it can perform the required site investigations, design services, and construction period services without adversely affecting the project schedule.

2. MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard of acceptability is met when the Offeror provides:

a. Offeror must specify the total volume of work awarded to the firm within twelve (12) months of solicitation closing and provide a proposed design schedule not to exceed 255 calendar days. Prepare and submit a practicable design schedule laying out all necessary performance elements needed to complete this project identified in the solicitation in the proposed period of performance. The schedule must be in the form of a progress chart of suitable scale to indicate appropriately the percentage of work scheduled for completion by any given date during the performance period. In addition, the schedule must be submitted in the Microsoft Project format. Offerors should only include the work elements necessary to complete the required work. It is the Offeror’s responsibility to identify all necessary project/work elements and the proposal adequately identifies acceptable critical path elements.

D. Sub-Factor 4 – Knowledge of the Locality

1. CRITERIA: Identify example projects that demonstrate the firm’s knowledge of the locality (i.e. Salem VA Medical Center).

2. MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard of acceptability is met when the Offeror provides:

a. Firms shall demonstrate knowledge of localities per example projects. Knowledge of the VA VISN 6 service area will hold much higher weight and evaluated more favorably than projects outside the VISN 6 service area. General understanding of the local conditions, including physical environment, local engineering criteria, and construction methods will be evaluated. The following key personnel resumes shall also be evaluated for knowledge of localities: Project Manager, Architect, Electrical Engineer. The basis of evaluation for this criterion will focus on the information provided in SF330, Part I, Section E (Resume of Key Personnel), Section F (Example Projects), and Section H (Additional Information) that provides additional information describing same/similar qualifications as deemed relevant to performance at the Salem VA Medical Center.

E.Sub-Factor 5 – Design Quality Control Plan

1. CRITERIA: The plan shall identify personnel, design review procedures, site investigation/confirmation of existing conditions plan, and forms to be used. A finalized, more detailed Design Quality Control Plan (QCP) will be required to be submitted and approved after contract award.

2. MINIMUM STANDARD OF ACCEPTABILITY: The minimum standards of acceptability are met when the Offeror provides:

a. A description of the quality control system, including a chart showing lines of authority and acknowledgement that the Design Manager shall implement control measures for verification of all design activities.

b. The names, qualifications (in resume format), duties, responsibilities, and authorities of each person assigned as Design Quality Control (QC) manager. Any replacements must have similar qualifications in dealing with projects of similar size and scope.

F.Sub-Factor 6 - Experience in Construction Period Services

1. CRITERIA: Identify example projects that demonstrate the firms experience providing construction period services. Offerors will be evaluated on their experience in providing construction period services to include professional field inspections during construction, review of construction submittals, support in answering request for information, and support of construction contract changes to include drafting statements of work and preparing cost estimates.

2. MINIMUM STANDARD OF ACCEPTABILITY: The minimum standard of acceptability is met when the Offeror provides a minimum of three (3) and a maximum of five (5) examples of their choice of completed projects of similar contracts in size and scope (medical imaging equipment, and construction services; minimum threshold of $100,000.00 or which construction period services were provided.

PART II – PAST PERFORMANCE

Next, the Government will evaluate the offeror’s demonstrated past performance of projects in order to determine the offeror’s ability to perform the contract successfully and help determine responsibility. As with technical capabilities, the firms will be evaluated with an adjectival rating system.

NOTE: Offerors with no relevant past performance history will not be evaluated favorably or unfavorably on past performance and will be given a neutral rating.

A/E STATEMENT OF WORK

PROJECT 658-25-102 Correct MHEOCC Deficiencies, Bldg. 170

PART A – SCOPE OF WORK

Architect-Engineer Services shall include:

1. General Description of Services: Provide professional engineering services to include investigative surveys and reports, intricate phasing design, planning, consultation and visits, design work, preparation of contract drawings and specifications, preparation of cost estimates and provision of construction period services as necessary for demolition, construction, inspection, testing and certification for all required components for project 658-25-102 Correct MHEOCC Deficiencies, Bldg. 170, at VAMC Salem, Virginia.

2. Design Criteria: The intent of this project is to upgrade corridor between the front entrance and the patient spaces to correct Mental Health Environment of Care Checklist (MHEOCC) deficiencies identified during inspection of building 170. Project will include installation of Sally Port between entrance area and the corridor between patient areas as well as demolition of existing tile ceiling to be replaced with approximately 1200 SF of hard ceiling. The affected areas will comply with all VHA requirements outlined in the Inpatient Mental Health and Residential Rehabilitation Treatment Program Facilities Design Manual.

An important requirement of this design will be to ensure proper security measures are achieved as outlined in the Inpatient Mental health (IPMH) security definitions section 3.1.2 in the design guide. These design requirements shall be fully detailed in an analysis report to include preliminary drawings and initial estimates, displaying consistency with the IPMH MHEOCC.

This design shall utilize the latest VA Technical Information Library (VA TIL) Design Manuals for all aspects of the HVAC design. This project shall evaluate the existing space and provide the best options to the VAMC for completing the renovation with the least amount of disruption to the staff and functions. The project design shall require phasing plan(s) for outages and corresponding infection control plans to protect adjacent hospital areas during construction. The design shall include accelerated construction scheduling to the extent possible for minimizing medical service line downtime. The design package shall include complete drawings, construction specifications, detailed cost estimate(s), and other pertinent documents for advertisement of a contract for construction.

4. Design Standards: The project design shall be completed in accordance with this A/E scope of work, and all applicable Department of Veterans Affairs (VA) standards, specifications, and other criteria referenced herein unless otherwise approved by the VA. The A/E shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.va.gov/facmgt/standard). These documents and all national, state and local codes adopted and used by the VA shall be incorporated into the design of this project. At a minimum, the following references shall be utilized for planning and design purposes. The facility record drawings and AutoCAD files are available for the A/E’s use. NOTE: Not all record drawings are available on AutoCAD, especially for the older buildings. Additionally, the A/E is responsible for field verification of all facility record drawings.

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. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects: Design shall meet or exceed the follow guidelines:

A. VA Directives, Design Manuals, Master Specifications, VA National CAD Standard Application Guide, and other Guidance on the Technical Information Library (TIL) (www.cfm.va.gov/til/).

B. International Building Code (IBC) (Only when specifically referenced in VA Design Documents, see notes below) C. NFPA 101 Life Safety Code (see notes below) D. NFPA National Fire Codes, with the exception of NFPA 5000 and NFPA 900 E. Occupational, Safety and Health Administration (OSHA) Standards F. VA Seismic Design Requirements, H-18-8 G. National Electrical Code (NEC) H. International Plumbing Code (IPC) I. Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1.

J. ASME Boiler and Pressure Vessel Code K. ASME Code for Pressure Piping L. Architectural Barriers Act Accessibility Standards (ABAAS) including VA supplement, Barrier Free Design Guide (PG-18-13) M. Building Code Requirements for Reinforced Concrete, American Concrete Institute and Commentary (ACI 318) N. Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)

3. Energy Requirements: In order for new construction and applicable renovations to meet the Federal Government’s standard for a sustainable building the following shall be incorporated into the project:

A. Any facet of renovation must meet the minimum requirements of ASHRAE Standard 90.1 – 2010 or most current standard effective at the time of AE contract award. A one-page summary of key components will be provided with the design information from the VA. The summary which will be provided is not all encompassing, and the Standard’s compliance report shall be submitted at the Final Design phase for each facet of the design as required by the standard.

B. In addition to the ASHRAE Standard 90.1 compliance reports, the A/E shall evaluate applicability of VHA requirements with regards to LEED or Green Globe certification and make a recommendation to the VA with regards to applicability to this Project. The final decision with regards to applicability of certification requirements shall rest with the VA.

C. The project shall be designed to meet all applicable energy conservation requirements and goals currently in effect within the VHA design requirements.

4. Equipment List: The design shall require that the construction/installation contractor provide a complete report containing the list of items installed in the project which will require periodic maintenance or observation, the frequency of required maintenance/observation, details of the maintenance, and any other information necessary to inform future maintenance activities of the Medical Center maintenance staff. The A/E shall provide for a complete review of this report submittal as part of Construction Period Services rendered by the A/E and shall coordinate this report/list with Logistics Services to insure all applicable items are addressed for future maintenance and proper registry of the items into the Medical Center’s tracking systems for maintenance and property disposition.

5. Construction Schedule and Phasing Requirements:

A. Contractor shall provide a construction schedule IAW AE submission PG 18-15 for the project.

6. Deliverables: The total contract duration for this project is 160 calendar days from issuance of NTP. AE shall submit a schedule not to exceed 160 calendar days within 14 calendar days following issuance of NTP. Schedule shall include at a minimum all deliverable dates, review periods, activities, and/or milestones required by this scope of work. The A/E shall provide monthly progress schedule updates throughout the design process.

AE shall prepare a Schematic Design (SD), Design Development (DD), Construction Document (CD) and Final Design submission in accordance with PG18-15, Volume C. The following quantities of alternative analysis and design review material are required for the SD, DD, and CD submissions:

a. Drawings: One (1) set Arch D (24”x36”) and one (1) set Arch C (18”x24”) plus electronic copy of all drawings on CD ROM in AutoCAD and PDF format.

b. Specifications: Two (2) sets of edited and marked-up VA Master Specifications typed and bound plus electronic copy on CD ROM of edited and marked-up VA Master Specifications in Microsoft Word format.

c. Narratives/Analysis/Calculations: Two (2) sets of design narratives, analysis, and calculations typed and bound plus electronic copy on CD ROM of all narratives, analysis, and calculations in PDF format. Note: Reference PG18-15, Volume C for list of design narratives, analysis, and calculations required at each design submission stage.

d. Cost Estimate: Two (2) copies of typed and bound cost estimate plus electronic copy of cost estimate on CD ROM in PDF format

Upon completion of all revisions by the A/E and final approval of the Contracting Officers Representative, the following items shall be provided as the Final Design Documents submission.

a. Drawings: One (1) set Arch D (24”x36”) and one (1) set Arch C (18”x24”) plus electronic copy of all drawings on CD ROM in AutoCAD and PDF format.

b. Specifications: Two (2) sets of edited and marked-up VA Master Specifications typed and bound plus electronic copy on CD ROM of edited and marked-up VA Master Specifications in Microsoft Word format.

c. Narratives/Analysis/Calculations: Two (2) sets of design narratives, analysis, and calculations typed and bound plus electronic copy on CD ROM of all narratives, analysis, and calculations in PDF format. Note: Reference PG18-15, Volume C for list of design narratives, analysis, and calculations required at each design submission stage.

d. Cost Estimate: Two (2) copies of typed and bound cost estimate plus electronic copy of cost estimate on CD ROM in PDF format

e. Scope of Work: Two (2) copies of typed and bound final scope of work including base bid and all deduct alternates for the severable components and the overall Project plus electronic copy on CD ROM in Microsoft Word format.

f. Submittal Register: Two (2) copies of typed and bound submittal register plus electronic copy of submittal register on CD ROM in Microsoft Excel format.

1. List of sole source items with justification (if applicable).

2. List of “Or-equal” items with justification (if applicable).

1. Deliverables:

· Design Report: Prior to the initiation of any detailed design, the A/E shall, in conjunction with representatives of the Engineering Department, review documentation, conduct department interviews and tour project areas. Next the A/E will develop various alternatives, which will be presented to the Engineering Department for selection.

· Design Scope: Once alternatives/options are selected, the A/E shall develop and provide a complete set of drawings and specifications for bidding and construction purposes which encompass the previously selected options. Additionally, the A/E shall provide a detailed cost estimate of the project construction costs, and a constructability analysis identifying the most efficient, cost-effective ways to accomplish the construction while allowing for the least disruption of hospital operations. The following A/E design submissions shall be in accordance with the A/E requirements listed on the VA website.

· Part I: SD Submission: The requirements are working drawings at the SD stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM.

· Part II: DD Submission: The requirements are working drawings at the DD stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf).

· Part III: CD Submission: The requirements are complete construction drawings showing all details and views, updated detailed cost estimate, and finalized specifications. Submit 8 half size set of drawings (22” x 34”) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications (.docx and .pdf) .

· Part IV: Final Design Submission: Provide 1 set of drawings (30”x42”) on bond paper, 6 sets of half size drawings on bond paper, 2 sets of specifications, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications(.docx and .pdf) on a CD-ROM.

2. The design deliverables must adhere to the following requirements:

· Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include; Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 verbiage shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. This information should be directly related and correspond to a specific submittal number enumerated in the Submittal Register as identified below. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½” x 11” bond paper using 12pt Times-New-Roman fonts. The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions.

· Construction Cost Estimates: The A/E shall prepare a Construction Cost Estimate in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, overhead, and profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 30%, 60%, 95% and 100% design reviews and for the final submission. As part of the cost estimating effort, the A/E shall provide a Schedule of Values such that discrete elements of the Specifications are identified and may be used in negotiations with a proposal bidder.

· Construction Schedule: The A/E shall develop a construction phasing schedule to minimize interruptions to normal operations of the affected construction area(s) or the Medical Center. Phasing sequences shall be clearly delineated in the construction documents.

· Submittal Register: The A/E shall develop a list of all uniquely identified submittals required by the specifications in Section 1 of each individual specification. This submittal register should be submitted to the COR for approval in Microsoft Excel using the CSI 34-division format. The register should include specification reference, and item to be reviewed/approved and correspond to the Submittal Requirements as identified in the Specification Section addressed in paragraph above.

· Narratives: Written narratives shall be used as part of each design submission. The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission.

· Reproduction: The A/E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable. All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed. At the completion of design, the A/E shall be required to print up to fifty (50) construction document bid sets on a reimbursable basis (to be supported by invoice). Note that all bid administration activities will be performed by the VA Contracting office.

3. Submission Due Dates:

7. Schedule of Deliverables:

Final Construction Documents Received

All deliverables are required 160 days from NTP. This schedule is provided for planning purposes. The selected A/E must be able to deliver on this timeline; dates subject to change based on actual NTP. The A/E shall develop a design schedule and provide monthly progress updates throughout the design process.

· Note: The VA will have 2 weeks to review each submission. The A/E shall be responsible for all design related meeting minutes and agenda.

4. Provide the following construction period services:

· Submittal Review and Logs: Designer shall prepare and maintain a log of key submittals and of RFIs and provide the same to the Contracting Officer and COR. Reviewed submittals are to be returned within 10 working days to the COR. Designer is fully responsible for review of all submittals, retaining a record copy of submittals for turn over to the owner upon project completion, and communication with the contractor regarding any deficiencies or changes required to the submittals.

· Response to RFI’s: The A/E shall be responsible for evaluating RFI’s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI’s which result in a change to contract cost.

· Construction Change Orders: A/E shall provide prompt response when contacted by the Contracting Officer Representative to review and provide analysis of change orders and costs within 5 work days.

· Monthly Site Inspections: A/E shall provide construction site visits including the final inspection when requested by the Contracting Officer Representative (COR) to inspect the progress of the construction and report any deficiencies to the same.

The A/E will also make a written inspection report within two (2) work days after each site inspection including the final inspection punch list.

· Monthly Progress Meetings: In conjunction with the site inspection, the designer shall hold formal progress meetings with contractor, contracting officer, and COR. At these meetings, the agenda shall contain a narrative of work completed the previous month, work upcoming, submittals or RFIs outstanding, schedule update, any special coordination items requiring actions, and discussion of change orders or time extension requests. Minutes of this meeting shall be issued within 3 working days of the meeting.

· Project Close Out: Designer shall receive notice of intent for final inspection from the contractor, and contractor shall propose a time and place for this to occur in conjunction with the Contracting Officer and the COR. Following the final inspection, the designer shall issue a punch list. Contract documents shall specify that the contractor has 15 working days to complete the punch list, and notify the designer for re-inspection. Following re-inspection and project acceptance the closeout phase will occur.

· Record Drawing Submission: Provide 2 updated set of drawings (30”x42”) on bond marked as “As-built Drawings” that include the contractor’s mark-ups and also an electronic copy of these updated drawings on CD-Rom.

PART B - Supplement “B”

1. Government Supplied:

· The facility record drawings and AutoCAD files are available for the AE’s use. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record drawings must be field verified by the AE. Prints of any current as-built drawings shall be made available to the AE during any of his site visits if requested. The VA Engineering Department drawing files, large size copier and paper will be made available for use by the AE for this purpose. Any existing as-built drawings will be made available to the A/E; however, their accuracy shall be verified by the A/E as part of investigative services. VA specifications, construction standards, design manuals, etc. are available through the VA Technical Information Library @ http://www.va.gov/facmgt/standard/. This web site also includes the guidelines for AutoCAD work.

· The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.cfm.va.gov/til). These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes:

· National CAD Standards and Standard Details PG-18-4

· VHA Program Guide PG-18-3

· VA Master Construction Specifications PG-18-1

· H-18-8 Seismic Design Requirements

· Sanitary Design Manual for Hospital Projects

· PG-18-13 Barrier Free Design Handbook

· NFPA Codes

· Design Manuals PG-18-10 (BIM Standard applies)

· Design Guides 18-12 for Imaging Services

· Cultural Resource Management D-7545 & H-7545

· Government-furnished Record Drawings (A/E to field verify conditions)

· PG-18-15 A/E Submission Requirements.

· PG-18-12 Design Guides (graphical, by function)

· PG-18-14 Room Finishes, Door, and Hardware Schedules

· Facility Guidelines Institute (FGI)

· American Institute of Architects (AIA)

PART C – Required Training

All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

END OF STATEMENT OF WORK