S03 SF330 Request 589-704 Wichita.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice C211 589-704 Construct Infill of Building 26 for Dental Clinics, New Police Office and Renovate for Specialty Care Services (VA-20-00020623)

66048 36C25520R0067 06-25-2020 14:00

CENTRAL TIME, CHICAGO, USA

N

SDVOSBC

541310 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048 Contract Specialist Sean P Jackson Sean.Jackson@va.gov 913-946-1126 sean.jackson@va.gov

Synopsis:

CONTRACT INFORMATION

a. This A-E Services requirement is being procured in accordance with the Brooks Act (Public Law (PL0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected based on demonstrated competence and qualifications for the required work.

b. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. This requirement is being procured in accordance with the VAAR 836.606-73 as implemented in FAR Subpart 36.6.

c. This is not a Request for Proposal and an award will not be made with this announcement. This announcement is a request for SF 330’s from qualified architects who meet the professional requirements listed herein.

d. The selection criteria for this acquisition will be in accordance with FAR 36.602-1 and VAAR 836.602-1 and are listed below in descending order of importance. The completed SF 330 will be evaluated by the Wichita VA Medical Center Evaluation Board in accordance with FAR 36.602-5(a) and the selection report shall serve as the final selection list, which will be provided directly to the Contracting Officer. 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.

e. Award of any resultant contract is contingent upon the availability of funds.

f. No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted via email only to Sean.Jackson@va.gov and Jennifer.Sotomayor@va.gov. Hard copies shall not be accepted.

g. Personal visits to discuss this announcement shall not be allowed. There will be no site visit by any architectural or consulting firm allowed.

h. The NAICS Code for this procurement is 541310 - Architectural Services and the small business size standard of $8.0 M. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is approximately 360 calendar days including time for VA reviews.

i. DATABASE REGISTRATION INFORMATION:

VERIFICATION OF STATUS OF THE OFFEROR SHALL BE ACCOMPLISHED BEFORE REVIEW OF SF 330. THIS ACQUISITION IS 100% SET-ASIDE FOR QUALIFIED SERVICE DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, (http://www.Vetbiz.gov), SHALL BE CONSIDERED. FIRMS NOT VERIFIED AT THE TIME OF RECEIPT OF THE SF 330 IN VETBIZ.GOV SHALL BE CONSIDERED NON-RESPONSIVE AND SHALL BE EXCLUDED FROM FURTHER CONSIDERATION.

j. SYSTEM FOR AWARD MANAGEMENT (SAM):

Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM) database at www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors shall be actively registered in SAM prior to submitting their qualifications package. Any firm not actively registered in SAM by the date of receipt of the SF 330 shall be considered non-responsive and shall be excluded from further consideration.

k. THE EXCLUDED PARTIES LIST SYSTEM (EPLS):

To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Excluded Parties List System (EPLS) located at www.sam.gov for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

l. E-VERIFY SYSTEM:

Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54)

m. A-E firms are required to respond if interested by submitting one (1) completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: http://www.gsa.gov/portal/forms/download/116486). Must include in Part I Section H an organizational chart of the firm (excludes consultants), information pertaining to kitchen consultant(s), and a design quality management plan. Submission information incorporated by reference shall not be considered. All submissions shall be made electronically. Packages which are hand delivered or delivered via surface mail or any other method other than electronically shall not be reviewed.

n. Completed package shall be delivered electronically on or before 06/25/2020 at 2:00PM Central Time to the NCO 15 Contracting Office, Attn: Sean Jackson or Jennifer Sotomayor, Contracting Officers Contracting Office Address: 3450 S. 4th Street Trafficway, Leavenworth, Kansas 66048. Sean.Jackson@va.gov or Jennifer.Sotomayor@va.gov. Hard copies shall not be accepted.

EVALUATION FACTORS:

Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VA Acquisition Regulation (VAAR) Part 836.602-1. Prospective firms are required to address all selection criteria within submitted SF 330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages exclusive of table of contents, title page, and divider pages. Each side of a piece of paper is considered to be one page (i.e. Two pages to a single sheet of paper). Blank pages are not included in the count. Packages exceeding 50 pages shall be determined to be non-responsive and shall be excluded from consideration.

Prospective firms are required to address all selection criteria within submitted SF 330 packages.

Qualifications (SF330) submitted by each firm for Project # 589-704, Construct Infill of Building 26 for Dental Clinics, New Police Office and Renovate for Specialty Care Services at the Wichita VA will be reviewed and evaluated based on the following evaluation criteria listed below:

1. Professional Qualifications: the qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. AE firms shall have professional architects, engineers, and consultants who are licensed in the United States of America and be able to produce the license when requested. The specific disciplines which will be evaluated are:

Architects, Clinical Hospital Architect/Designer, Electrical Architect/Engineer (see requirements for new generator in the Supplement B), Security Architect/Consultant for the requirement of designing a New Police Office, Project Managers, Engineers (to include Civil, Geo-Technical, Mechanical, Fire Protection, and Structural), LEED Consultants, and Estimators.

2. Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for medical facilities, emergency generator design for multiple buildings, renovations to existing medical facilities, including, where appropriate, experience in design work for new or renovated space for dental clinics, primary care clinics, police/security offices, energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.

3. Capacity to Accomplish the Work: The general workload and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated. In accordance with VAAR 852.219-10(c)(1), prime contractors shall clearly demonstrate how they will meet the requirement that at least 50 percent of the design work be accomplished by employees of the concern or employees of eligible service-disabled veteran owned small business subcontractor/consultant.

4. Past performance: the past performance of projects that are complete (design and construction) that the firm has designed relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Point of Contact information must be provided so past performance can be verified. Project past performances that are older than 3 years will receive a lesser score than those references for projects accomplished within the past 3 years.

5. Location of Design Firm: Per FAR 36.602-1 Selection Criteria: Given the responses to the Sources Sought notice, it has been determined that at least 3 qualified firms exist within a 500 mile radius of the Wichita VA Medical Center located at 5500 E. Kellogg, Wichita, Kansas 67218. Prime Architects responding to the request for SF330’s shall report the distance to the Prime contractor office. Architectural Prime Contractors outside of this 500 mile radius may be evaluated but will receive a lesser score. Firms may use Google Maps, Mapquest, Yahoo Maps, or Rand McNally to determine and report the distance of the office where the Prime Contractor is established. Prime contractor shall not use a subcontractor office, consultant office, or any office other than Prime Contractor’s physical location established prior to publication of this notice to determine distance to the Wichita VA.

6. Claims and Terminations: record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services will be examined.

A/E SUPPLEMENT B TO SPECIAL PROVISIONS OF PROJECT 589-704

SUPPLEMENT B

PROJECT TITLE/NUMBER: Construct Infill of Building 26 for Dental Clinics, New Police Office and Renovate for Specialty Care Services Project # 589-704

DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 360 days after the Award/Notice to Proceed (NTP) Letter.

CONSTRUCTION BUDGET/DESIGN LIMITATION: $11,270,000

CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project):

· Design Manual Reference PG-18-10

· Design and Construction Procedures, PG-18-3

· A/E Submission Instructions, PG-18-15, Minor and NRM Projects, Vol C

· Standard Details. Program Guide, PG-18-4

· Equipment Guide List PG-18-5

· Equipment Guide List Index

· Space Planning Criteria, PG-18-9

· VA-Space and Equipment Planning System (VA-SEPS)

· Architectural Accessibility and VA Barrier Free Design Standards PG-18-13

· Asbestos Abatement Design Manual

· VA Signage Design Guide

· Master Construction Specifications, Program Guide-18-1

· VA Design Alerts

· VHA Fire Protection Design Manual

· VHA National BIM/CAD Standards

· Physical Security Design Manual

· Whole Building Commissioning Process Manual

· VA Sustainable Design Manual

· National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, Department of Veterans Affairs, etc.)

Note: Above documents can be found at the following website: http://www.cfm.va.gov/TIL/

SCOPE OF DESIGN/CONSTRUCTION PROJECT:

A/E shall design an infill of the courtyard of Bldg. 26, 2 stories, 6200SF per floor (12,400 SF of new space) and renovate existing ground and first floor of building 26 for a total of 11,200 SF of renovated space. A&E shall design a new dental clinic space, co-locating it adjacent to primary care. Design will also renovate space for new Police Security office and provide new space for Specialty Care.

The A/E shall study the electrical load requirements and will develop the design for replacement of the emergency generator. The new generator will serve the full electrical load for buildings B26, B61, B29 and B3, including the new infill space.

A/E will review VA furnished asbestos survey to identify known areas of remediation. The AE shall conduct a study to supplement VA furnished survey to identify additional possible asbestos, mold, and/or lead contamination. The AE will be responsible for all specifications and cost associated with the asbestos study and include the remediation cost in the final construction cost estimate. The AE shall be responsible for air monitoring services to be provided during remediation of hazardous materials (i.e. asbestos, lead, mold, etc.). Remediation shall be performed by the construction contractor.

As part of initial design development, A/E shall conduct as many site visits as needed to evaluate feasibly and constructability of the infill and recommend potential alternatives and sites for construction. Construction will consist but is not limited to, the following: necessary demolition and removal; replacement or relocation of Mechanical Electrical and Plumbing (MEP) equipment as necessary, demolition and removal of MEP, lighting, fire protection, electrical systems upgrades (as necessary), new interior finishes to ceiling, new casework, new signage and wayfinding, walls, flooring, new casework.

Construction shall include the abatement of any asbestos as identified on the provided drawings. Construction of this project will take place in a very busy occupied building; phasing will be designed to allow medical care and patient flow to be maintained uninterrupted during construction. Phasing design will be planned with VA guidance and approval. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C, and all VA supplemental physical security directives, and provide commissioning of static systems (e.g., building envelope, building structure) and dynamic systems (e.g., HVAC, emergency power. in accordance with VA whole building commissioning manual requirements.

A/E shall work in collaboration with VHA and Kansas State Historic Preservation Organization (SHPO) to mitigate terms of historic preservation to campus buildings, materials, landscape and architecture. The A/E shall apply for SHPO approval at their web site, https://www.kshs.org/shpo, then provide the Government documentation of application and SHPO approval letter prior to changes to buildings, building material or landscapes.

A/E shall design to Guiding Principles Compliance and Validation requirements within VA Sustainable Design Manual. Project shall follow Internal Certification for Minor projects – AE to complete checklist and supporting documents and provide a copy to COR as well as email final check list to VA’s Green Management Program (GMP) at Energy@va.gov .

· In accordance with 52.236-22, Design Within Funding Limitation, the estimated construction contract price for this project is $11,270,000 not including any contingency. If the project cannot be designed within funding limits specified, the A/E shall notify the Contracting Officer immediately in writing and shall not proceed further without direction from the Contracting Officer.

· Design must include multiple deductive bid alternates in the construction documents equal to at least 20% of the total construction cost (Design Limitation) not including contingency. The base design must be fully functional with or without the alternates. Provide an itemized cost estimate associated with each deduct alternate. Bid deduct alternates will reflect the appropriate reduction in project completion time (days).

· Each subsequent design submission shall incorporate all required changes/corrections from the previous set. AE shall furnish summary of changes with comments on concurrence or reason change was not incorporated (i.e. code or VA requirements).

SCOPE OF WORK FOR A/E:

A. Design Development:

(1) The A/E shall make investigations necessary to thoroughly evaluate the area, including interviewing the staff impacted by this project. All design submissions shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C.

B. Construction Document:

(1) After the VAMC approves the A/E's design development for construction, the A/E shall prepare construction documents necessary to accomplish the approved design development including identified bid deduct elements.

C. Construction Period Service:

(1) The A/E shall perform construction period services as detailed within this document.

(2) The A/E shall provide 3rd. party commissioning agent.

(3) The A/E shall provide 3rd party air-monitoring services during abatement.

D. Functional Product:

(1) The A/E shall perform design development, detailed design work, and prepare detailed construction documents, keeping in mind the result shall be a completely functional fully operational product encompassing all unique processes of the facility to include but not limited to patient care, employees, visitors, equipment and security.

(2.) The final design documents will be subject to review and signature approval of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting.

(3.) The AE shall utilize the VA existing Revit model. The AE shall complete design in Revit in accordance with VHA BIM and CAD standards. The AE shall produce 2D CAD drawings from the model. A virtual 3D walk through presentation of the project shall be done at both the 60 & 95 percent design review meetings. AE shall provide the COR a copy of the entire presentation on CD/DVD. The Virtual Walk through presentation shall encompass all layouts and finishes.

E. The A/E will provide and maintain a secure FTP site that will be accessible to the VA staff assigned to the project. The site will be secure and only accessible with a username and password, to be provided by the A/E. This site shall be used throughout the duration of the project design and construction.

(1) AE to provide web data services to VA specification for final construction and bidding documentation. Web service will have the ability to process, record, manage and exchange submittals from all parties involved in the submittal processes. Data exchange web site will provide services comparable to those provided by submittalexchange.com. Web service shall be accessible by VA computer systems and considered a secure site by the VA. AE shall provide access to assigned staff, Contracting Officer, and contractors. Contractors shall have read and submission access only. The submittal data exchange system shall remain active through entire construction period.

(2) Once construction period is complete AE shall provide one (1) CD copy of all submittal files.

A/E FEE DETERMINATION:

The A/E is to present their fee proposal for evaluation and negotiation in the following format:

1. Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline. Include a summary of the foregoing with the number of hours required for each drawing type and each major task. The spreadsheet will be used to facilitate review and comprehension of work effort and document fee. Include Part IV in cover letter and Part V (signed) as a separate attachment. Submit the electronic file of the spreadsheet upon request.

2. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B. The letter of understanding shall include an analysis of the fee included and excluded from 6% fee limitation as compared to the estimated Construction Budget.

3. Reproduction and delivery costs of Design Review Material and other direct costs, such as travel costs, are included in the costs for each design phase and are not reimbursable. The costs of Bidding reproduction, delivery and other direct costs in accordance with the “Milestone Submittal Requirements” are included in the CD Phase. Unused site visits will be deducted at the end of the contract.

4. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using an approved invoice format.

5. Correction of A/E’s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA.

DESIGN DEVELOPMENT:

A. The A/E shall make investigations necessary to thoroughly evaluate the conditions of the existing space and utilities. Feasibility and constructability of the proposed site as well as alternatives shall be included in initial design development. The design shall include any energy efficiency improvements available for the application. All design shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15 Volume C. A/E shall plan for design and design review meetings.

B. A/E shall complete an initial SEPS run to determine appropriate square footage and workflow requirements. AE is required to interview Facilities Management and end user staff to gather workload data as appropriate for SEPS run. The A/E is required to collaborate with VA Space Planner, COR, IT, and other VA department end users to and to use the initial SEPS run to develop the initial needed equipment list for a fully functional design that will need to be purchased during the construction phase. This is required at the 30% design mark, and will be amended as required throughout the design phase

C. A/E shall provide at least three schematic layout options for review by the VA. Review of space layouts with Facility Planner and Project Staff (End users, COR, Safety, Infection Control, etc.). A/E shall provide a review of the schematic layout that will be provided to the government and incorporate any changes. A selection of the preferred design option will be chosen in this session. Space layout shall meet current VA Space Planning Criteria (7610 building design guide) and follow the Uniform Federal Accessibility Standards (UFAS) and VA Barrier Free Design Guide (PG-18-13).

D. Architectural, Mechanical, plumbing, electrical, fire and life safety systems must meet current codes and standards as required by VHA. All new space and utilities will be designed to meet the Interagency Security Committee’s and other relevant physical security guidelines. The completed project shall be capable of achieving LEEDS certification.

E. Construction phasing required to maintain an operational facility shall be reviewed during design and included in construction documents as needed.

F. A/E shall use a new SEPS runs completed before the acceptance of the 100% BID Set construction documents to determine final required equipment list for a functional design. The A/E is required to collaborate with VA Space Planner, COR, IT, and other VA department end users to finalize the required equipment list needed for purchase during the construction phase.

CONSTRUCTION DOCUMENTS:

A. A/E firm shall complete further investigations to develop the accepted design documents into working drawings and specifications.

B. A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility.

C. In most instances, copies of the VA Master Construction Specifications will be available from the Internet, which will be edited and incorporated in the project specifications. In those instances where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available from the Internet. It is required that the A/E design in accordance to VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections be thoroughly edited to maintain uniformity of formatting and structure. (https://www.cfm.va.gov/TIL/). Refer to attached Contracting Officer Review Comments prior to submission of 100% specifications and drawings.

D. Working drawings and specifications shall meet most current National Fire Protection Association Code, VA Standards, and other applicable national codes.

DESIGN DELIVERABLES:

DISTRIBUTION OF A/E MATERIAL TO THE VAMC

*Design Documents Submission: Schematics Layout

& FTP transmission N/A

*Design Documents 30% Submission:

& FTP transmission Table of Contents List of VA Master and A/E produced Specifications

*Design Documents 60% Submission:

*Design Documents 95% Submission:

*Design Documents 100% Submission:

in word and pdf.

*Design Documents 100% BID Set Submission:

in word and pdf.

· In addition to the sets of drawings and specs mentioned above, at the 95% and 100% review levels the A/E shall send one copy of the specifications in Word format to the Contracting Officer. Revisions to the 100% specifications shall be made by the A/E at the A/E’s cost. Final construction cost estimate shall be stamped “For Official Use Only” and be signed by the architect. One copy of the Final Construction Cost Estimate shall be emailed directly to the Contracting Officer.

· A/E firm shall provide to the VA drawings and specifications as follows: Electronic copies of specifications must be submitted in word and pdf. Drawings must be submitted in pdf and AutoCAD/Revit. Specifications not exceed 20MB per file. Hard copy sets of the drawings shall be one-half sized prints (18”x24”), and (36” x 48”), sizes determined by COR. Hard copy of specification shall be comb bound.

· At 65% completion, design documents shall be provided to Booz-Allen for review of Life-Safety and other issues. A/E shall review recommendations from Booz-Allen and shall make necessary changes as required. If the A/E disagrees with recommendations, then A/E recommendations must be presented in writing to the Contracting Officer and COR.

DESIGN REVIEW AND COMPLETION SCHEDULE:

A. The A/E shall perform the work required by this contract within the limits of the following schedule. For all design reviews, the A/E shall establish a telephone conference call for the Contracting Officer and others to call in to and attend. The A/E shall provide meeting notes directly to the Contracting Officer after all design review meetings. The A/E shall provide Professional Architects, Engineers, and other design professionals (as necessary) who are actively working on the design to attend the following VAMC Design Reviews:

Schematic layouts/options due 60 calendar days after initial Award/NTP.

30% AE Design material due 78calendar days after approved schematic drawing.

30% VAMC Design Review 18 calendar days after received from AE.

60% AE Design material due 72 calendar days after VAMC review completed.

60% VAMC Design Review 18 calendar days after received from AE.

95% AE Design material due 43 calendar days after VAMC review completed.

95% VAMC Design Review 18 calendar days after received from AE.

100% AE Design material due 23 calendar days after VAMC review completed.

100% VAMC Design Review 14 calendar days after received from AE.

Total Design 360 days

AS-BUILT DRAWINGS:

A. A/E firm shall provide a clause in the specifications indicating method by which a contractor will provide information to the firm to allow the firm to provide as-built drawings upon completion of construction.

B. A/E firm shall update existing VA BIM model with final as-built drawings and return to VA. A/E firm shall provide to the VA one (1) complete set of permanent Mylar drawings. Pencil is not considered permanent. One (1) complete set of as-build drawings shall be provided on CD/DVD, and digitally transferred by the FTP site using AutoCAD 2019, Revit 2017, and PDF Release version 2011 or later. Layering shall be per VA BIM and CAD standards.

DRAWINGS AND SPECIFICATIONS FOR CONTRACTING OFFICER REVIEW

1. At the 95% and 100% review levels the A/E shall send one copy of the specifications in Word format to the contracting officer for review. PDF copies of final (signed and stamped) drawings and complete set of specifications and construction cost estimate (IGCE) will be sent directly to the Contracting Officer for bid documents by the A/E.

2. Contract drawings and specifications and all related documents shall be completed, fully coordinated and ready for reproduction for bidding and construction purposes. A copy of the 95% specification showing changes that have been made will be submitted.

3. The A/E shall deliver the 100% Final Drawing set directly to the Contracting Officer and COR. Drawings shall bear the seal of the Registered Architect, Professional Engineers and Certified Industrial Hygienist responsible for the design.

4. Prior to reproduction for issue for construction bids, the A/E shall make any corrections to the working drawings, calculations, and specifications identified. A/E is to refer to attached Contracting Officer Review comments prior to submission of 100% specifications and drawings and make corrections as necessary.

5. The final design documents will be subject to review and approval (by signature) of all members of an Integrated Project team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting.

6. Drawing cover sheet provided to the Contracting Officer with bid documents will have signature block complete with IPT signatures.

7. A 1-2-page Statement of Work for the construction project will be provided in Microsoft Word to the Contracting Officer. Statement of work will reflect General Requirements and the number of calendar days for construction. The Base Bid and all Bid Deducts shall be listed. Base Bid and Bid Deducts will separately list the number of calendar days for construction.

CONSTRUCTION PERIOD SERVICES

A/E firm shall provide such construction period services to allow the VA to monitor the contract daily with adequate support from the A/E firm. The items of support shall include, but not be limited to:

A. A/E replies to all reviews of technical submittals, shop drawings, request for information, RFI’s, and other technical correspondence. To accomplish this the AE shall be required to review and reply within the given amount of calendar days as outlined.

(1) All RFI’s shall be reviewed within three calendar days (3) of receipt

(2) All technical submittals, and shop drawings shall be reviewed within ten calendar days (7) of receipt

(3) All other technical correspondence of major systems shall be reviewed within fourteen calendar days (10) of receipt

(4) An AE error or omission that is required for a fully functional design shall be reviewed within three calendar days (3) of receipt

B. The A/E will provide and maintain an FTP site that will be accessible to the VA staff assigned to the project. The site will be secure and only accessible with a username and password. Password shall be provided by the A/E. This site shall be used throughout the duration of the project both for submittal and RFI review and during the design phase.

C. Provide advice and consultation on RFI’s raised by the VA or contractor. Provide additional design and sketches as necessary should issues arise with the constructability of the initial design. Site investigation for responses to RFI’s is the responsibility of the A/E for continuance of design and it will not be considered a General site visit request for invoice.

D. Provide construction cost estimates for final design directly to the Contracting Officer. Provide construction cost estimates for changes/modifications as a result of design modifications to the construction contract directly to the Contracting Officer.

E. Review contractor proposals for pre-award actions and for post award construction modifications. Provide comments, recommendations, and a comparison of the contractor proposal to the Government Estimate.

F. A/E firm shall provide adequate representation at all pre-bid and pre-construction conferences to answer questions from contractors and provide all technical items necessary to construct and complete the project.

G. During construction period services, A/E shall provide meeting notes, inspection reviews, and punch lists (corrective measures) directly to the Contracting Officer as well as the COR and Construction Contractor.

SITE VISITS

A. A/E firm shall provide representatives to make periodic site visits during construction to provide support to the VA. Site visits may require more than one engineering specialty within the A/E firm. A site visit that requires multiple Engineering Specialists, at one time, is considered one visit.

B. Site visits shall be at a fixed cost per site visit.

(1) General Site Visits: Provide Thirty (30).

(2) Pre-bid Conference: Provide One (1).

(3) Pre-Construction Conference: Provide One (1).

(4) Final inspections, at completion of project and/or at completion of any phases where the VA must accept work done by the contractor. A final punch list shall be conducted by all the design trades. The cumulative findings shall be combined into one final list and provided via email directly to the VA COR and Contracting Officer for issuance to the contractor.

C. Formal documentation will be required for all site visits. Final inspection reports will be prepared by the A/E firm and submitted via email directly to the VA COR and Contracting Officer for issuance to the contractor. Record of site visits will be in accordance with, Special Provisions of the Contract.

PROMOTION OF FULL AND OPEN COMPETITION

A. A/E agrees to assure specifications are not restrictive. Specifications will be based on performance criteria when possible and will not use brand names.

B. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including:

(1) Why the specific brand must be used or why a specification cannot be written (Proprietary design, etc.)

(2) The criteria of alternate items which must be met to be considered equal.

C. In the event it is necessary to pre-qualify major components the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List.

D. In addition to requirements of the special provisions, a certification will be provided stating the solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply major components or systems of the project.

ESTIMATE SUBMISSION REQUIREMENTS

A. General - the A/E 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 date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element 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.

B. The A/E shall not utilize a Supplement B if it is not issued by an NCO 15 Construction Contracting Officer with a solicitation, amendment, modification, task order award, or contract award.

C. Contracting Officer requirements – in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates directly to the Contracting Officer. The final construction cost estimate delivered with the 100% specs and drawings shall be marked “For Official Use Only” and be signed and dated by the architect. This document will be used as the Independent Government Estimate (IGE) for construction period services.

D. Use of Forms – NCO 15 Form 10-6298, Estimate Worksheet: This form serves two purposes: (a) to show the division of cost between labor and material for each cost item; and (b) to extend the level of detail of an estimate beyond square foot cost summaries. The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the Contracting Officer.

E. Prospective SDVOSB firms are reminded that in accordance with VA Acquisition Regulation (VAAR) 852.219-10, at least 50 percent of the cost of personnel for contract performance of the contract shall be spent for employees of the SDVOSB concern or employees of other eligible service-disabled veteran-owned small business concerns. The prime architect shall provide written certification of this to the Contracting Officer prior to award.

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