VISN 1 Engineering Services IDIQ SOW_01.docx

ARCHITECT-ENGINEER and RELATED PROFESSIONAL SERVICES FOR

PROGRAMING, PLANNING, DESIGN AND CONSTRUCTION PERIOD SERVICES

1.1 STATEMENT OF WORK

1.2 PURPOSE

This statement of work is to describe the requirements of the solicitation and resulting Multiple Award Task Order Contracts (MATOC) Indefinite-Delivery Indefinite-Quantity (IDIQ) contract(s) for engineering services (ES). Design services include applying physical laws and principles of engineering in the design, development, and utilization of machines, materials, instruments, structures, processes, and systems. Any projects awarded under the resulting contracts shall be Firm Fixed Price Task Orders. Services performed under these IDIQ contract(s) will be primarily for the Department of Veterans Affairs Medical Centers located in VISN 1. The VA facilities included in this requirement are: (1) VA Togus, Maine; (2) VA White River Junction, Vermont; (3) VA Manchester, New Hampshire; (4) VA Central Western MA, Northampton, Massachusetts; (5) Edith Nourse Rogers Veterans Memorial Hospital, Bedford, MA; (6) VA Boston Health Care System, MA, including the Brockton Campus, the Jamaica Plain Campus, and the West Roxbury Campus; (7) VA Providence, RI; (8) VA Connecticut Health Care System, including the West Haven Campus, and the Newington Campus; (9) any Community Based Outpatient Clinics located within VISN 1; and (10) any other VA facility and/or location within the New England HealthCare System. The A/E firm must be capable of responding to and working on multiple task orders concurrently.

1.3 SCOPE OF WORK

Engineering and Related Professional Services. Contractor to provide professional engineering services, to include planning, design, and construction period services on various facility projects for construction, maintenance and/or repair of infrastructure and real property. Projects may be single-discipline or multi-disciplinary in nature including, but not limited to, performance of various studies, archeological, environmental and historical planning (NEPA and Section 106), architectural, interior design, civil, electrical, landscape, mechanical, plumbing, structural, industrial hygiene, cost estimating, master planning, fire protection, materials testing, security system designs, building information modeling (BIM) or other related professional services.

The engineering firm shall have either in-house or through consultants, licensed/registered professionals in the following disciplines (1) Architect; (2) Structural; (3) Civil; (4) Mechanical; (5) Electrical; (6) Environmental / Industrial Hygienist; (7) Landscape; (8) Value Engineering; (9) Cost Estimator; (10) Scheduler; (11) Risk Analyst; (12) Fire Protection; (13) Historic Preservation; (14) LEED or GREEN Globe Certifier and (15) Quality Assurance/Quality Control (16) Construction Administration.

The designs may be for new facilities as well as renovation and remodel, including infrastructure upgrades up to a $5 Million task order.

1.3.1 Studies. Various type of studies that may be required include, but are not limited to, program development, scope of work (SOW) development, planning, environmental impact statements, feasibility studies, geotechnical investigations, project investigations to identify conditions and alternatives followed by a report of findings, recommendations and cost estimates; life cycle cost analyses; various capacity studies (i.e. water, sewer, electrical, traffic, etc.); Section 106/NEPA studies; NESHAP and Asbestos Surveys; Due Diligence reviews, etc.

1.3.2 Schematics/Design Development. Schematic and design development includes, but is not limited to VA Technical Information Library, PG 18-15 Volume C.

1.3.3 Construction Drawings and Specifications.

1.3.3.1 Contract drawings and specifications include, but are not limited to, full Architectural- Mechanical-Electrical construction documents, interior design and finish plans, design narratives, design analyses to include assumptions and calculations, production of plans, specifications, detailed construction cost estimate(s) in current CSI format (incorporating history of similar projects in the region if possible), submittal log and other documents required for award of a construction contract. Specifications shall be provided in the current Department of Veterans Affairs Master Specifications (PG-18- 1). Master Specifications from the TIL are the base but require significant work to edit both for project choices and station inputs. This will require significant effort on the part of the A/E firm. Drawings must meet the requirements in the BIM and CAD standards located on the TIL.

1.3.3.2 All design documents will be thoroughly and completely cross-checked between disciplines, between documents and against the intent of the SOW. The specification and drawings have been cross-checked between discipline categories (architectural, structural, mechanical, electrical, etc.). Specifications have been cross-checked against drawings and drawings against specifications. Specifications and drawings have been cross- checked back to the solicitation SOW to verify the intent of the SOW is fully met.

1.3.4 Request for Proposal Preparation. Prepare request for proposals and invitation for bid documents.

1.3.5 Construction Period Services. These services include, but are not limited to, review of construction submittals, responding to requests for information (RFIs), conducting pre-award and post-award site visits, various inspections as necessary for the project, cost estimate for contract changes, analysis of proposals for contract changes, value engineering reviews, project management, material testing and inspection reports, phasing transition reviews, C off construction work, and preparation of record drawings. The A/E (or sub-contractor) will be required to act as the 3rd party industrial Hygienist during any abatement activities, to conduct any required air sampling, a general oversite of any required abatement activities.

1.3.6 Building Information Management (BIM) Systems. As may be required by the specific project, the A/E shall be responsible for providing Industry Foundation Classes (IFC)-compliant BIM documents and BIM management as outlined in the VA BIM Standards (TIL).

1.3.7 Construction Estimates. Construction estimates shall be developed for each project as applicable. Task Order will detail if and when the A/E must use an independent cost estimator versus in house estimates. Construction estimates shall also be required for each contract change encountered during the course of construction. A/E shall have RS Means capability as some estimates will be required to be completed in RS Means. A/E shall also use history of similar projects in the region when developing cost estimates. An estimate will be required at every submission. If an A/E estimate exceeds max construction cost at any deliverable, the A/E must receive explicit written direction from the CO to proceed to next stage of design (i.e., from 30% to 60%). If proposals received during solicitation exceed A/E estimate, the A/E must perform an analysis of selected proposal and provide a detailed narrative of potential construction activities that may be causing the construction cost to exceed the estimate. The A/E will also be required to support the VA in pursuing a cost limit increase to a project, if requested by the CO/COR.

1.3.8 Inspection and Testing Services. The A/E shall provide material and workmanship technical services for the inspection of construction and the testing/inspection of materials as required for the project. Construction work may be performed by the VA or by various construction contractors. A report of findings for each inspection of work and/or testing/inspection of materials will be provided to the COR. These inspections should include at a minimum in-wall and above ceiling inspections if required.

1.3.9 Schedule/Delay Analysis. During the course of any construction project there is potential for contract changes and/or schedule delays. To accurately assess the effect of the change and/or delay on the critical path of the project and assign responsibility for that delay and analysis of what actually transpired must be conducted. The A/E shall be fluent in the various forms of schedule or delay analysis, including, but not limited to, bar charting, critical path method (CPM), program evaluation review technique (PERT), and line of balance method. Some contracts will require schedule to be completed in Primavera format with the ability to share reports and review in detail with the VA. When performing a schedule or delay analysis, the A/E shall recommend the most appropriate method(s) of analysis for the CORs concurrence. The A/E shall also prepare project schedules and phasing plans to be incorporated into the bid set.

1.3.10 Commissioning. The A/E shall be responsible for providing the services of a Commissioning Agent as may be required by the specific project to document project requirements, prepare design narratives, review design documents, review contractor submittals, develop pre-functional checklists, system functional tests and procedures, system manuals, verify and identify training requirements for operations personnel. Commissioning required may range from individual systems to entire buildings as described in the “Whole Building Commissioning Process Manual” found in the TIL.

1.3.11 Construction Management. As may be required by the specific project, the A/E shall be responsible for providing certified construction managers (CCM) to manage construction of a project from inception to completion for the purpose of controlling time, cost, and quality. Construction management services would include, but are not limited to, day to day construction monitoring and inspection to include daily construction progress reports, safety reports, preparation of requests for proposal, and evaluation of contractor performance and progress.

1.3.12 Independent Design Reviews. As may be required, perform independent design reviews of various projects for compliance with VA requirements and for biddability, constructability, operability, and environmental compliance. Independent design reviews may be requested at various stages throughout the design phase up to and including the final 100% construction document package.

1.3.13 Construction quality assurance/quality control (QA/QC).

a. Provide on-site quality assurance and control through witnessing performance tests of various types of structural, electrical, HVAC equipment, elevators, sprinkler systems, fire alarm, communication systems and other systems integral to a fully operational building system. Prepare reports associated on-site inspections or analyses of test reports, review of submittal material, and evaluation of contract modifications, cost estimates, daily logs, and preparation of request for information (RFI). Monitoring return of submittals and other duties assigned by the Project COR. Prepare reports associated with on-site investigations of material, equipment and systems components, test performance and operation in compliance with contract requirements.

b. The Contractor shall provide test reports or product literature responses, cost estimates, review of product submittals, daily logs, review of certified payroll statements will be completed within 5 workdays of receipt of product literature or inspection reports or at such intervals as directed by the Contracting Officer.

1.3.14 Other. Additional services that may be required include, preparation of designs, plans, drawings, life-cycle cost analysis, construction cost estimates, project specifications; fact- finding studies, surveys, investigations, other professional A/E services not necessarily connected with a specific construction project; and supervision/inspection of projects under construction.

1.3.15 Preparation of Strategic Capital Investment Program document development including business cases, OMB 300, etc.

1.3.16 As-built drawing updates in BIM; CAD or Revit as required.

1.3 DESIGN STANDARDS AND REFERENCE DATA.

1.3.1 Technical Information Library. The A/E shall incorporate all standards set forth in the VA Office of Construction and Facilities Management (CFM) Technical Information Library (TIL), latest version, including all amendments, into the investigation and design services for all projects. The CFM website is located at http://www.cfm.va.gov/. Record drawings of existing conditions are available from the specific medical center. Accuracy of the record drawings is not guaranteed and shall be verified by the A/E.

1.3.2 Accessibility Codes and Guidelines. The A/E shall determine applicability of the Uniform Federal Accessibility Standards (UFAS), the Americans with Disabilities Act (ADA) Accessibility Guidelines, and the VA’s Barrier Free Design Guide, latest versions. If applicable to the project, these guidelines shall be incorporated into the design.

1.3.3 Responsibility. It is the A/E’s responsibility to become familiar with the information in the TIL and understand what is expected in a design submission package and which guides, manuals, code, etc. documents are applicable to a project. The VA will not provide an exhaustive list of references for compliance. In the event the VA wishes to exclude a specific reference, the exclusion will be provided in the project-specific SOW.

1.3.4 Deviations. In the event it becomes necessary to deviate from guidance provided in the TIL, a written request for waiver shall be provided to the contracting officer and the COR. The waiver shall site the specific reference for which the deviation is being requested and shall provide a fully detailed rationale for the deviation. This should include, but is not limited to, the various options the A/E has considered including the determination and rationale for each option.

1.4 National Fire Protection Association Codes (NFPA) The VA always adopts the latest version of the NFPA codes. A/E shall be proficient in these codes and design accordingly. Ensure A/E reviews the Fire Protection Design Manual as well and is incorporated into the design. There will be an independent fire review competed by a third party conducted at one or two submissions and those comments must be addressed and incorporated.

1.5 DOCUMENT FORMATS.

The A/E shall provide all documents, except drawings, in MS Word (DOCX) format. The final construction set, including drawings, shall also be provided in Adobe Portable Document Format (PDF). Project record drawings and other deliverables shall be provided in PDF, DWG, and Revit. All design shall be completed using latest edition of AutoDesk Revit. Design shall be provided to the VAMC in hard-copy and digital format. Digital copies shall include both .dwg and .rvt formats. Specifications and drawings shall be organized in an appropriate manner into as few files as possible, but never exceeding 18 mb in size. The final construction set, including drawings and other deliverables, shall be provided to the Contracting Officer’s Representative (COR) and the Contracting Officer on a CD.

1.6 CONTRACT DIRECTIONS.

The A/E shall comply only with the directions from the Contracting Officer and the COR. The Contracting Officer is the only person authorized to make changes to the contract in terms of scope, schedule, or cost.

1.7 FACILITY DRAWINGS.

The A/E will have access to the VA’s existing facility drawings. These drawings may or may not be fully accurate. The A/E is responsible for performing sufficient on-site investigations to design each project completely and accurately.

1.8 SITE SURVEYS.

The A/E shall conduct all require survey(s) of the site and all affected areas for the purposed of determining information necessary to both the investigation and design services for the project.

1.9 FIRE PROTECTION.

The A/E shall ensure that all projects are designed to comply with National Fire Protection Agency (NFPA) codes. If NFPA does not address a specific issue, the International Building Code (IBC), latest adapted version may be used.

1.10 HAZARDOUS MATERIALS.

Due to the age of most of the VA’s facilities, some projects may involve asbestos or lead containing materials. The A/E shall have the ability to verify the presence of these hazardous materials and design for abatement as required. The VA may have an industrial hygienist on site and / or record surveys available addressing known areas of asbestos and lead containing materials within the facilities. These reports will be available to the A/E for review. Task order scope of work will direct if a NESHAP (destructive hazardous material survey) or a non-destruction hazardous material survey is required. It is the A/E’s responsibility to integrate the testing results into the drawings and specifications as it is not permissible simply to include the survey.

1.11 GEOTECHNICAL INVESTIGATIONS.

The A/E shall be responsible for conducting all geotechnical investigations as may be required by the specific project to determine the existing soil conditions and to design projects accordingly. The resulting report, to include findings and recommendations, shall be included in the design narrative and shall be used in the design of footings, foundations and any other item that may depend upon the soil conditions of the site for its integrity.

1.12 RELEASE OF INFORMATION.

The A/E shall not release to the public any information regarding number, type, or estimated costs of projects. All questions shall be referred to the Contracting Officer for the particular task order.

1.13 CONSULTANTS.

The resulting contractor shall not make any changes to any of the consultants that were proposed as part of the A/E team without written approval from the contracting officer. The request must include a description of the event necessitating the change and a completed SF330 for the replacement firm. The Contracting Officer will review the information provide and will approve or deny the request based on a variety of factors.

1.14 CONSTRUCTION CLAUSE COMPLIANCE.

The A/E is responsible for ensuring that all construction specifications and drawings comply with the following:

1.14.1 FAR Part 6 Competition Requirements – Requires full and open competition for the procurement of goods and services, including construction equipment, components, and materials. Contractor shall not design in sole-source requirements.

1.14.2 FAR Part 11 Describing Agency Needs – Prohibits writing agency requirements that require a particular brand-name product or feature of a product peculiar to one manufacturer thereby precluding consideration of a product manufactured by another company unless certain conditions exist. If a brand-name product is identified as necessary, the A/E firm must submit justification up to the IDIQ Contracting Officer within 3 business days from being identified in design.

1.14.3 FAR Part 23 Environment, Conservation, Occupational Safety and Drug-Free Workplace – requires the use of sustainable designs, equipment, materials, and products.

1.14.3.1 FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts

1.14.3.2 FAR 52.223-15 Energy Efficiency in Energy-Consuming Products

1.14.3.3 FAR 52.223-17 Affirmative Procurement of EPA-Designated Items in Service and Construction Contracts

1.14.4 FAR Part 25 Foreign Acquisition – requires the use of American-made equipment, components, materials, and products. If a non-American-made product is identified as necessary, the A/E firm must submit justification up to the IDIQ Contracting Officer within 3 business days from being identified in design.

1.14.4.1 FAR 52.225-9 Buy American Act – Construction Materials - If a non-American-made product is identified as necessary, the A/E firm must submit justification up to the IDIQ Contracting Officer within 3 business days from being identified in design.

1.14.4.2 FAR 52.225-11 Buy American Act – Construction Materials under Trade Agreements - If a non-American-made product is identified as necessary, the A/E firm must submit justification up to the IDIQ Contracting Officer within 3 business days from being identified in design.

1.13.5 VA Design and Program Guides, Specifications, Standards and Other Information – VA-specific planning and design criteria are located at http://www.cfm.va.gov/TIL/.

1.13.6 Waiver -- In the event that compliance with any of the conditions stated above cannot be maintained, the A/E shall contact the contracting officer directly for guidance. The A/E shall be prepared to submit a written request for a waiver which includes a full and detailed explanation.

2.0 A/E LIABILITY

In the event problems arise during construction which are directly attributable to the failure of the A/E to fully execute the requirements stated herein, the VA will consider the problem to be design deficiency and will hold the A/E liable for correction of the deficiency. Reference FAR 52.236-23 Responsibility of the Architect-Engineer Contractor.

3.1 IDIQ AND TASK ORDER PARAMETERS

3.2 IDIQ Capacity. IDIQ contracts awarded from this solicitation will have a maximum capacity of $10,000,000.00 for the life of the contract.

3.3 IDIQ Period of Performance. The IDIQ contract period of performance will be for a five-year period from the date of contract award.

3.4 Task Order Maximum. The maximum award amount for each individual task order is $5,000,000.00. Reference FAR 52.216-19 Order Limitations.

3.5 Task Order Minimum. The minimum award amount for each individual task order is $2,000.00. Reference FAR 52.216-19 Order Limitations.

3.6 Task Order Period of Performance. The project-specific period of performance will be stated in each task order RFP and resulting award issued under the IDIQ contract.

4.0 ORDERING INSTRUCTIONS

In addition to the requirements of FAR 52.216-18 Ordering, the following instructions are applicable to task orders issued against the IDIQ Contract.

4.1 For each project, the Government will issue an RFP which will include a task order-specific scope of work (SOW) supplementing this IDIQ Contract SOW. The task order SOW shall describe the project by providing a background, conditions, objectives, deliverables, and performance schedule, etcetera, as well as any additions or exceptions to the performance requirements set forth herein.

4.2 Upon receipt of a task order RFP, the A/E shall prepare a proposal consisting of a narrative and fee for the specific task order SOW, based on the IDIQ contract rates for the services described. Government will either accept the level of effort represented by the design fee proposal or negotiate differences in the proposed level of effort and the Government’s estimated level of effort necessary to perform the project SOW. Task order proposal packages shall include:

4.2.1 A proposal narrative providing the A/E’s interpretation of the task order SOW and the assumptions used in developing the fee proposal.

4.2.2 A fee proposal submitted on Attachment C – A/E Proposal Form 08-6298.

4.2.3 Calculation of Design Fee Limitation. Proposals for design of construction projects shall comply with the statutory design limitation set forth at VAAR 836.606-73 Application of 6 Percent Architect-Engineer Fee Limitation. Attachment D – Statutory Design Fee Calculation shall be included in the task order proposal package.

4.4 Design Project. The Government’s estimated construction cost is an estimate only. The A/E shall base the proposed design fee on the actual level of effort work required to perform the task order SOW, not on a percentage of the Government’s estimated construction cost for the project. A/E will be asked to validate the government estimate prior to award to ensure that Maximum Construction Cost (MCC) is realistic and attainable.

4.5 Following successful negotiation of level of effort for a specific project, the Government will issue a task order for the work. Receipt of an executed task order from the Contracting Officer will serve as the A/E’s notice to begin performance of the SOW unless otherwise instructed by the Contracting Officer.

4.6 All terms, conditions, clauses, and provisions of this IDIQ contract are applicable to task orders awarded under this IDIQ contract unless specifically amended by the Contracting Officer.

4.7 The Government will attempt to space task orders over the life of the IDIQ contract; however, the A/E shall expect cyclical variances in the quantity and frequency of task order awards.

4.8 This procurement is based on selecting the best-qualified firm, resulting from an evaluation of the qualification packages submitted and interviews conducted with approximately three firms deemed most highly rated after initial evaluation of the qualification packages. After interviews have been conducted, the Government intends to negotiate and award a contract to one firm resulting from the determinations of the Evaluation Board. The procurement will result in negotiated requirements for individual task orders as A/E requirements are developed at the VISN 1 Medical Centers.

The resulting contractor shall not make any changes to any of the consultants that were proposed as part of the A/E team without written approval from the contracting officer. The request must include a description of the event necessitating the change and a completed SF330 for the replacement. The Contracting Officer will review the information provided and will approve or deny the request based on a variety of factors.

4.9 This process is in the best interest of the Government as it allows greater flexibility in awarding contracts while expediting the procurement process for these services. It is anticipated that each Task Order will result in a firm fixed price contract.

GOVERNMENT NEEDS

The Government is under no obligation to issue task orders in connection with this contract unless the Government subsequently determines a specific need for the services of the A/E. At its own discretion, the Government may perform the services or similar services itself or employ others separately to perform them. The Government is subject to pay at least the $2,000.00 guaranteed minimum of the contract.

SUBMISSIONS

a. Each work order shall establish a schedule for submissions. Failure by the A/E to diligently prosecute his/her work to successfully meet the required delivery dates will be sufficient grounds for the Contracting Officer to terminate this contract.

b. The completion dates may be extended in the event performance is delayed due to causes beyond the control and without the fault or negligence of the A/E as determined in writing by the Contracting Officer.

c. The A/E shall provide Computer-Aided files for Backgrounds upon request by the Contracting Officer or designated Representative (Resident Engineer/ (COR).

STANDARD SERVICES

The A/E shall:

1. Provide professional engineering services as required for the preparation of working drawings, specifications, cost estimates, and (any) possible impact costs for multi-discipline services for the various projects.

2. Furnish progress reports of their work.

3. Closely coordinate A/E’s work performed in his/ her office with the related work of the Government staff personnel.

4. Promptly report to the Contracting Officer any ambiguities or discrepancies discovered in the project requirements, criteria, or documents, involving their work or the work of the Government.

5. Assist VA Medical Center in conferring and coordinating with state and local Government agencies, as required.

6. Visit the project sites, hold conferences and discussions with the Government representatives in the A/E’s office or in VA’s office, and take such other action as may be necessary for the design development, and to coordinate and complete the required services and documents under each work order.

7. Check and recommend to the Government approval or rejection of shop drawings, samples, equipment lists, and data applicable to the A/E’s part of design work, during the construction period.

8. A/E shall analyze and verify utility systems and structures as necessary and as part of their proposal.

9. A/E shall provide final As-Builts drawings utilizing final construction markups for subsequent submission to the COR for the project or other designated Government representative.

10. The A/E shall advise the Contracting Officer and COR as to the recommended construction timeframe for each construction Bid Item and entire project. A/E team shall design the project for multiple Bid alternative Items if requested.

11. All correspondence shall be emailed to the Contracting Officer or COR at the VISN 1 Medical Center that requested the project.

12. The Design(s) shall include all (related) work which represents a complete project, including separation of basics, as required for any multiple Bid Items.

13. The A/E shall use the most current Veterans Affairs Master Specifications which can be found at: http://www.cfm.va.gov/til/spec.asp and shall edit (accordingly) to suit the project.

14. The A/E shall document and distribute to the contracting officer and the COR all site visits, meeting minutes, provide a record of all phone messages, and reports monthly.

15. A/E shall provide specifications for Phasing and Coordination of utility shutdown(s) with VA Representative (COR).

16. Prepay shipping charges on all charts, sketches, drawings, and documents that are sent to the Contracting Officer and/or COR.

17. A/E is responsible for physical surveys and investigations (in order to minimize construction change orders) of existing conditions, which may include sewer surveying, hydrant flow analysis, and accuracy of existing studies and data. Investigative services may require destructive demolition.

18. CRITICAL PATH SCHEDULING: The A/E shall develop a critical path schedule demonstrating fulfillment of the contract requirements and shall utilize the plan for scheduling, coordinating, and monitoring work under this contract, including all activities of the A/E. The precedence diagram method (PDM) shall be utilized to satisfy both time and cost applications.

KEY PERSONNEL

The A/E shall employ the required professional personnel to perform the services required under this contract. No substitution will be made without the advance written approval of the Contracting Officer. The A/E shall provide an explanation of the necessary change. No increase in salary rates will be allowed when personnel substitution is authorized.

FEE AND PAYMENT

The Government shall pay the A/E for all services and materials outlined in this contract. The actual fee will be established by subsequently issued work orders.

No work order for a specific individual project shall exceed $5,000,000.

The approval fee for each work order shall be paid based on the percentage of services completed and approved by the Contracting Officer. Completion of work orders and release of all claims statement (See next paragraph below) shall constitute final payment for all services furnished in connection with the work order under this contract.

The VA contracting officer reserves the right to cancel a task order at any time during the design.

The A/E shall furnish the Government with a release of all claims against the Government, other than such claims as the A/E may expect for each work order issued. The A/E shall describe and state the amount of each expected claim.

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