C1DA--EHRM Infrastructure Upgrades Design (Project #546-20-120) - Miami VAMC

3

VA Health Care System

1201 NW 16th Street

Miami, FL 33125

A&E Statement of Task

EHRM -Infrastructure Upgrades- Miami, FL

VA Medical Center Miami, FL.

Project 546-20-120

General Requirements

An Architect & Engineer (A&E) contract will be negotiated for the development of complete construction documents i.e., working drawings, specifications, reports, and construction period services. The A&E will be given written information; participate in project planning meetings, pre-bid meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or letter; and is expected to coordinate so that the final documents include all requirements in accordance with industry standard practices, VA standards, VA design manuals, and review comments.

DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A/E so as to permit the award of a construction contract, using Federal Acquisition Regulation procedures for the construction of the facilities, at a cost that does not exceed the project s estimated construction contract price of $14,082,000.00.

PROJECT OVERVIEW:

The Government desires an A/E firm design the required improvements to the Electronic Heath Medical Records (EHRM). The scope of this project includes but not limited to the following infrastructure improvements:Â Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, install diversified path to datacenter for WAN, hazardous material abatement. Project Building locations include: Buildings 1, 7, 10, 44, and Fisher House.

Note: Buildings 8 & 9 will be demolished, and a new building will be built, and it must be included into this project.

The design of this project will address, but will not be limited to, the following items:

Perform a technical evaluation of the existing site conditions, paying special attention to existing structural system, utilities, building operations, etc.

Establish additional programming requirements for the design project by collecting information from the designated VA personnel.

The A/E shall take into consideration all necessary life safety measures, as well as hospital flow when designing the construction phases. A justification shall be provided.

The project shall be phased from section to section to provide a minimum interruption to the medical center.

Provide a construction estimate per phase.

The A/E shall be responsible for physically identifying existing electrical panels, location and available capacity.

The A/E shall take into consideration VA TIL Guidelines for IT and incorporate those requirements into the design.

The detailed project design should begin with the above-mentioned intense on-site physical survey and collection of previous project data.

All designs shall incorporate all architectural and engineering disciplines necessary to provide a complete and functional design. Designs shall be in accordance with all applicable requirements of NFPA, EPA, ANSI, OSHA, National Plumbing Code, National Electric Code, ASHRAE, National Safety Code, VA Specifications, VA Construction Standards, VA Design Handbooks, etc. and all applicable local, state, and Federal regulations and standards. Existing drawings will be made available to the A&E; however, their accuracy shall be field verified by the A&E and all consulting firms as part of investigative services.

The A&E will be required to perform all necessary site survey work such as verifying record drawings.

The following investigative work shall be included within the scope of this project:

1. Provide all Engineer investigative work for application to this project including but not limited to, vibration studies, electrical load testing, HVAC (Thermal Load and Test Balance), structural analysis and any other test or study required to complete this project. Verify existing conditions to ensure the accuracy of your design and verify location of underground utilities prior to necessary excavations.

2. Field verify VA furnished drawings to ensure A&E design is accurate. It is the A&E s responsibility to determine existing conditions and to base the design on this information.

3. Materials to be furnished to the A&E by the VA

The following shall be furnished to the A&E upon request:

a. VA Engineering Service will provide the A&E with all applicable drawings for the project. The accuracy of the paper copies of Drawings is not guaranteed and shall be used only for general information. Actual conditions must be field verified by the A&E and all consulting firms. The A&E will then make copies of these drawings at the VA using VA equipment.

b. All VA standards, specifications, Space Planning Criteria, Equipment & Design Guides List and design submission guidelines can be obtained by accessing the World Wide Web at the following address: http://www.cfm.va.gov/TIL/

II. SUBMISSIONS OF DOCUMENTS

Submissions will be reviewed for completeness against the A&E Design Submission Requirements (PG-18-15 Volume C) also see SOT - Att 7 - AE Submission Instr - Miami Infra - 546 20 120. The following specifies the documents, etc., required to be submitted by the A&E to Engineering Service, for each scheduled review.

A. Construction Documents:

General

The Architect/Engineer will design and estimate so that all applicable codes are met. The A&E will be required to make a formal presentation in person at the 100% and Final design review as required.

The A&E shall take written minutes of all design review meetings, participate in the pre-bid and pre-construction meetings, site visits, and any other site investigation meeting and provide copies of those minutes to the VA within five (5) calendar days after the meeting.

The overall design shall include all calculations, CADD drawings, plans and specifications in conformance with recognized standards e.g. NEC, UL, NFPA, JCAHO, VA Construction Standards, and other references indicated above, etc. The most stringent standard shall be utilized.

In each submission, the A&E shall incorporate all material specified and all revisions according to comments made by either the Medical Center, Network Safety & Fire Protection Engineer or VA Headquarters where applicable.

35% Review

One set of specifications, one set of CADD & PDF drawings, cost estimates, and design calculations.

Submittal Letter: A&E shall provide a submittal letter addressed to the Chief, P&A Service stating documents submitted for 35% review.

Specifications: A&E shall provide a full set of project specifications, including General Requirements, reflecting 35% of completed construction documents.

Drawings: A&E shall provide one (1) full size and 1 (11 x17 ) size sets of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with Auto CADD 2019 or Later. This shall include:

A title sheet with drawing index and department index for all drawings.

Measured drawings of existing systems, utilities and facilities to be demolished or retained.

New work to be performed including all involved disciplines, details sections, notes, legend, tables and any other necessary information to complete the project.

Phasing drawing(s) including, but not limited to, traffic impact works for outside projects, temporary relocation of services/equipment during construction, and any other phasing coordination. This drawing shall be included in the final bid documents.

Cost Estimate: A&E shall provide a current detailed cost estimate. It should include the various categories of work involved; and the quantities and unit cost. Magnitude estimates are not acceptable. A restriction affecting the A&E s design is the construction cost limit as will be stated in the A&E contract. The A&E must design within this cost limit.

Should the VA change or modify the scope of work in any way to increase the cost the A&E would not be responsible, but he must advise the Contacting Officer of the increase. If any other cost increases become evident, the A&E must notify the Contracting Officer and recommend remedial action to reduce the estimated cost to within the approved limits. If an overrun is caused by the A&E, the contract requires him/her to make whatever changes the Contracting Officer deems necessary to reduce the project s cost at no additional design expense to the Government. However, if the overrun in cost was not caused by the A&E, or if the Contracting Officer agrees to a change in scope, the A&E s fee will be adjusted. The responsibility for reducing costs to the lowest level while satisfying the functional requirements of project rests with the A&E. Therefore, efforts toward controlling costs must begin in the earliest planning stages and continue through the final stages. The devices used to control construction costs are cost monitoring, value Engineering, bid alternates, scope reductions, etc.

This cost estimate shall include a contingency allowance of 5% for new construction and 10% for renovations or retrofit. An accurate, well-developed estimate by the A&E is a critical element.

The construction estimate shall be based on the construction occurring according to the established schedule. It should include an inflation allowance, which is appropriate for our geographical area and accounts for the local bid climate at the anticipated construction award date.

The 35% design submissions will be reviewed for functional purposes only.

Technical accuracy and details will be the responsibility of the A&E firm.

65% Review

One set of specifications, One set of CADD & PDF drawings, and a cost estimate.

Submittal Letter: A&E shall provide a submittal letter stating the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the 65% review.

Specifications: A&E shall provide complete specifications, in accordance with previous review requirements, with all review comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person .

Drawings: A&E shall provide one (1) full set and one (1) 11 x17 copies of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with Auto CADD 2019 or Later. This submission shall include:

All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as required construction details.

Also show complete details, notes, equipment schedules, sections and locations. Comments included in the 35% review shall be incorporated in the drawings.

Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the following items are included:

Certification that the quantities have been checked and found to be correct.

All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

Materials are priced at the contractor s buying level. Sales taxes, when applicable, will be added into material costs.

Cost totals should reflect labor and materials separately and should be formatted as follows:

Totals - labor and material for all branches of work.

Overhead and Profit a nominal percentage to reflect variations of trades, project size, competition, etc.

Total Estimated Cost.

This submission will be reviewed in a format similar to the 35% submission. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A&E firm. Conditions and field verification are the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no design deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the A&E.

100% Review

One set of specifications, One set of CADD & PDF drawings, and a cost estimate.

Submittal Letter: A&E shall provide a submittal letter stating the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the 100% review.

Specifications: A&E shall provide complete specifications, in accordance with previous review requirements, with all review comments accounted for and ready for use as final contract documents. Specifications shall include scope of work and phasing schedule requirements assembled with the general sections. Each section shall have a detailed index. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person . In addition, the A&E shall provide and described bid deductive alternatives in specification section 01 00 00 for funding constraints.

Drawings: A&E shall provide one (1) full set and one (1) 11 x17 copies of project drawings produced on a Computer-Aided Drafting and Design (CADD) system. CADD system shall be compatible with CADD 2019 or Later. This submission shall include:

All drawings developed for the previous reviews shall be detailed showing all utilities, services and sizes as well as required construction details.

Also show complete details, notes, equipment schedules, sections and locations. Comments included in the 65% review shall be incorporated in the drawings.

Cost Estimate: A&E shall provide a revised detailed cost estimate and ensure that the following items are included:

Certification that the quantities have been checked and found to be correct.

All estimates shall be based on the most up-to-date working drawings available and shall be current as of the date of submission.

Materials are priced at the contractor s buying level. Sales taxes, when applicable, will be added into material costs.

Cost totals should reflect labor and materials separately and should be formatted as follows:

Totals - labor and material for all branches of work.

Overhead and Profit a nominal percentage to reflect variations of trades, project size, competition, etc.

Total Estimated Cost.

This submission will be reviewed in a format similar to the 65% submission. This design will be reviewed for functional purposes only. Technical accuracy and detail will be the responsibility of the A&E firm. Conditions and field verification are the total responsibility of the A&E. Therefore, change orders are not expected during construction due to design deficiency or negligence. It is the A&E s responsibility to accurately determine conditions and to ensure that the design is based upon correct current field verified data and ensure no design deficiencies. All drawings furnished by the Department of Veterans Affairs shall be field verified by the A&E.

Final Review Submission

After completion of the 100% review comments and corrections, the final bid contract documents shall be prepared and shall include:

Submittal Letter: A&E shall provide a submittal letter stating that the changes and corrections noted on the previous review have been evaluated and incorporated in the documents submitted for the final submission.

Final Cost Estimate: A&E is to provide the final cost estimate incorporating all changes and corrections noted in the previous review. In addition, the total completion date for the base bid Shall be included as part of the final cost estimate.

Certification: At the final review the A&E will present the completed CADD produced drawings one (1) Full Size and one (1) Half Size (11 x17 ) each of which shall include a signature block that will bear the professional registration stamp of the registered professional architect and/or engineers responsible for the design. An architect s stamp (seal) must be applied to architectural drawings and an engineer s stamp to engineering drawings. In addition to the seals of the applicable Registered Professional Engineers, Certified Independent Third-Party Safety Professional of Professional Credential (CITP) and the Fire Protection Engineer in Charge of the final design revision are required as indicated in Section IV Certified Independent Third- Party Design Reviews of this document. Also, a certification letter signed and stamped by the CITP indicating that the design is in compliance with the latest codes and regulations per Section V shall be included with this submission. The Final Bid design package will not be accepted without the CITP Review certification letter. After the drawings and specifications have been reviewed by Engineering, the Contracting Officer will issue for bid. If major discrepancies exist in the drawings, the technical clearance will be postponed until the A&E has corrected these contract documents. Technical accuracy shall be the A&E s responsibility.

Electronic Drawings: One Full set of electronic media containing all final CADD and PDF drawing files shall be submitted either by email, share file, drop box or CD depending on the file s size. Files must be compatible with current Auto CADD 2019 and all layers shall be unlocked prior to submission. In addition, electronic copies of the specifications in Word Format and Cost Estimates shall be included.

A&E shall include in specification section 01 33 23 SAMPLES AND SHOP DRAWINGS a list by specification and paragraph of all submittals require to be made under this project; however, a disclaimer statement is recommended. Section 01 00 00 shall include the 10 hours OSHA training for all employees and subcontractor s staff, and the 30 hours course for the superintendent if he will be assigned as a competent person . In addition, the A&E shall provide and describe bid deductive alternatives in specs section 01 00 00 for funding constraints.

Solicitation Support Services (Option Items)

AE shall provide solicitation support services during the construction period s solicitation phase.

Pre-bid site visit to include meeting and project walk around. This is the meeting where contractors are invited to the job site to visually inspect the construction site in order to accurately develop a construction bid package.

The AE shall be available during this entire site visit to assist the VA in answering any contractor questions. All questions shall be logged by the AE and will be submitted in writing by the contractor to the Contracting Officer. Responses may not be provided verbally onsite.

Answer any technical questions/requests for information (RFI) received from contractors over the duration of the solicitation, including questions asked during the site visit.

Questions from contractors may come at multiple times and cover several or a few questions over the course of the solicitation period. Technical question responses will be provided to the Contracting Officer who will distribute the information via amendment to the solicitation.

Answers to RFIs will be required from the AE within five (5) calendar days of the date the questions are sent to the AE from either the project COR or CO. An alternate response period may be submitted for review, however, unless approved by the CO and COR, the AE is required to comply with the five (5) calendar day requirement.

Throughout the solicitation period, the AE shall provide addenda as necessary if required to revise specs and drawings.

In response to any technical questions and/or addenda issued during the solicitation period, the AE shall provide any final revisions to the 100% FC CD as part of the construction contract. These documents shall be labeled Final Construction

Construction Period Service (Option Items)

Request for Information (RFI)

Requests for Information shall be responded to within three (3) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above.

Review of Submittals

A&E shall review all material submittals, shop drawings and test reports that are required, etc. Reviews shall be completed, and submittals returned to Engineering Service within ten (10) calendar days.

Review Analysis of Change Orders and Costs

A&E shall provide prompt response when contacted by the Contracting Officer s Representative (COR) to review and provide analysis of Change Orders and Costs within five (5) calendar days.

Modification Requests

Modification requests shall be submitted within seven (7) calendar days of submittal to the A/E. All documents in any of the electronic formats listed above. VA may require turnaround in less than 7 days if taking 7 calendar days would impact contractors ability to hold schedule commitments.

Change Order/Modification Proposal Review & IGCE Formulation:

The A/E shall review the Contractor's change order/modification proposals for construction change orders when requested by the COR within 7 calendar days of receipt of the request. The A/E shall also formulate IGCEs for the modification within seven (7) calendar days of receipt.

Site Visits

A&E shall provide site visits including the preconstruction conference, and final inspection when requested by Engineering Service. Include price for additional site visits during site investigation process by discipline limited to a maximum of ten (10) including all disciplines. The A&E will also provide conference minutes and Site visit reports shall be submitted within seven (7) calendar days of the visit. All documents in any of the electronic formats listed above after each meeting and/or site inspection including the final inspection punch list. Punch list shall be submitted within seven (7) calendar days of the final acceptance inspection. All documents in any of the electronic formats listed above.

Record Drawing Requirements

A&E shall provide one (1) complete finished set of As Built drawing reflecting all changes incorporated during the actual construction. These As Built are to be drawn on a CADD and all changes highlighted. A clear copy in MYLAR shall also be included made out of updated As Built CADD drawings. The complete set will all be dated the same with RECORD AS-BUILT DRAWINGS on each page s title block. The A&E shall include a requirement note for the contractor to provide marked up prints directed to the A&E showing actual construction and any changes, which occurred during construction. These shall be verified by the A&E. A&E shall also submit a complete electronic updated set of record as-built drawing files produced on CADD System compatible with Auto CADD 2019 either by email, share file, drop box or CD depending on the file s size. A&E shall update drawings such that they shall meet the complete approval of the Engineering Service.

IV. Certified Independent Third- Party Design Reviews (CITP)

The design Architect/ Engineering (A&E) will hire a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential to provide the necessary design reviews for compliance with national and local codes, standards, and federal and state regulations included but not limited to:

OSHA Standards

JCAHO Standards

Handicap Accessibility Standards

NFPA Codes

National and Local Building Codes

EPA Regulations

Emergency Preparedness infrastructure vulnerabilities

Security infrastructure vulnerabilities

VA Design Manuals

Others as applicable

1. Requirement for acquiring and incorporating a Certified Independent Third-Party (CITP) Safety Professional or Professional Credential review of design documents

VA must comply with national and local codes, standards and regulatory requirements in order to comply with Public Law 100-678, Public Buildings Amendment Act of 1988 and Public Law 102-522, Federal Fire Safety Act of 1992. Like other federal agencies with real property and construction authority, VA acts as its own building and code enforcing official or as the Authority Having Jurisdiction (AHJ) for meeting code requirements. As such, the VA has overall responsibility of ensuring compliance with codes.

The design A&E will hire a CITP consultant(s) as necessary for the review of design documents for compliance with applicable national and local codes, standards, federal and state regulations. The Design A&E will take into consideration and incorporate all third-party consultant comments/recommendations into the design documents prior to advertising for a construction contract award.

2. Certified Independent Third-Party Professional or Professional Credential Review and Approval

Project plans must have a signature block or a letter on third-party Company s letterhead, a third party certified safety professional or professional credentials as applicable to the nature of review certifying and verifying the plans and specifications have been reviewed for compliance with applicable codes, standards and regulatory requirements. At the time of review, the CITP should identify all corrections necessary for the A&E to bring the design into compliance. The A&E is required to incorporate and make necessary corrections to the design to bring the design into compliance prior to the final design documents being issued for a construction contract award.

V. Design

There will be five major stages of the A&E s work under the contract as follows:

1. Conduct site investigations/project direction meeting.

Coordinate with VA Engineering

Using existing as-built as furnished by VA.

Consulting Engineers and other disciplines also involved.

VA Engineering available to discuss specific questions.

QA and QC Report.

2. Present 35% Design Review.

Formal meeting conducted by A&E.

Minutes prepared and submitted to VA within five (5) calendar days.

One (1) full size and one (1) half size (11 x 17 ) copies of drawings.

One (1) copy of cost estimate.

One (1) copy of edited specification.

3. Present 65% Design Review.

Formal meeting conducted by A&E.

Minutes prepared and submitted to VA within five (5) calendar days.

One (1) full size and one (1) half size (11 x 17 ) copies of drawings.

One (1) copy of cost estimate.

One (1) copy of edited specification

4. Present 100% Design Review.

Formal meeting conducted by A&E.

Minutes prepared and submitted to VA within five (5) calendar days.

One (1) full size and one (1) half size (11 x 17 ) copies of drawings.

One (1) copy of cost estimate.

One (1) copy of edited specification.

5. Present Final bid documents.

Formal meeting conducted by A&E.

Minutes prepared and submitted to VA within five (5) calendar days.

One (1) full size (original) and one (1) half size (11 x 17 ) copies of drawings.

One (1) copy of cost estimate including cost estimate and the estimated duration of the base bid and each alternative.

One (1) copy of fully edited specification.

One (1) set of electronic media containing all final CADD & PDF drawing files.

Note: The A&E firm shall provide one (1) complete set of signed and sealed drawings and specifications of the final bid documents for advertisement purposes. Coordination with the contracting officer is required for delivery purposes.

In each submission, A&E shall incorporate the material specified in the earlier submission, revised according to the comments made by the CITP and VA at the previous review.

VI. Schedule

The A/E shall perform Design Phase work according to the schedule shown below. The A/E is also responsible for following specification Section 01 32 16.01 Architectural and Engineering CPM Schedules. If a due date on the timeline below falls on a Holiday or Weekend, the submittal shall be due the following business day. The remaining timeline will not be shifted to accommodate Holidays or Weekends.

The A&E shall submit documents as indicated below:

DUE DATE

____ITEM______ (CALENDAR DAYS AFTER CONTRACT AWARD)

35% Review 40 Calendar Days

VA Review 07 Calendar Days

65% Review 40 Calendar Days after 35% approval.

VA Review 07 Calendar Days

100% Review 40 Calendar Days after 65% approval.

VA Review 07 Calendar Days

Final Design Review 10 Calendar Days after 100% approval.

VA Review 04 Calendar Days

VII. Period of Performance

155 Calendar Days after Notice of Award.

VIII. VA Responsibility

The VA will coordinate meetings with appropriate medical staff and the A&E as requested. Any site visit shall be coordinated 7 Calendar Days in advance for proper coordination with the VA staff.

CONTRACT OVERSIGHT:

All contracts for this project shall be awarded by the VHA Program Contracting Activity Central (PCAC); only a warranted PCAC Contracting Officer shall have authority to change the terms and conditions of a contract. These changes may involve the contract award amount, contract period of performance, issuance of stop work orders and changes to the statement of work.

The VHA PCAC shall designate a Contracting Officer s Representative (COR) to monitor and manage the A/E s performance under the design project contract. The COR shall be a representative of the Miami VA Medical Center Facilities Engineering Planning and Analysis Section and have the technical knowledge required to monitor and oversee the project.

A COR from the Miami VA Medical Center Facilities Engineering Planning and Analysis Section shall also be designated for the construction project contract to monitor and manage the construction contractor s performance under the construction project contract. This designation under the construction contract shall be considered equivalent to the industry standard of Owner s Representative and does not supersede or eliminate the A/E s responsibility for Part Two Services/Construction Period Services. The A/E ultimately shall be responsible for any errors and omissions with the design discovered during and after the construction phase.

X. OI&T Infrastructure Standard for Telecommunications Spaces:

The current version for this standard is version 3.0, dated August 21, 2020 (https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf). The design for this project at the Miami VA Health Care System (MIAVAHCS) Miami, FL must meet the Campus Support Center (CSC) requirements of the Infrastructure Standard for Telecommunications Spaces.Â

The Infrastructure Standard for Telecommunications Spaces (The Standards) serves as the master reference document of criteria for Department of Veterans Affairs (VA) facility Information Technology (IT) support infrastructure. It defines the technical requirements necessary to maintain optimum reliability and efficiency within VA facilities and computing centers. IT Support Infrastructure is defined as all passive telecommunications and information technology equipment, and supporting physical space and equipment.

This standard is owned and maintained by Solution Delivery (SD) Data Center and Infrastructure Engineering and questions or concerns should be directed to the following email group: OIT ITOPS SD Data Center and Infrastructure Engineering.

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

SOW ATTACHMENTS: The following list of documents are attached to this SOW for A/E use and incorporation into the project documents:

SOT Att 1 - Site Plan - 546 20 120

SOT Att 2 - EHRM Assessment Memo 546 20 120

SOT Att 3 - SOCAMES 6 Design Alert 1 546 20 120

SOT Att 4 VA OEHRM Site Infra Reqs 1.9 546 20 120

SOT Att 5 - EHRM Master Specs 546 20 120

SOT Att 6 - EHRM Design Schedule 546 20 120

SOT Att 7 AE Submission Instr 546 20 120

SOT Att 8 HEFP Review_546_Miami Assessment Rev 2 546 20 120

Not a SOT Attachment Provided as Reference Only:

Reference to VA TIL Specifications for all Discipline Design Manuals and Construction Policy http://www.cfm.va.gov/TIL/

PRESOLICITATION NOTICE

THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR STANDARD FORM (SF) 330'S ARCHITECT-ENGINEER QUALIFICATION PACKAGES ONLY. ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS CONTAINED HEREIN. NO SOLICITATION PACKAGE, TECHNICAL INFORMATION, OR BIDDER/PLAN HOLDER LIST WILL BE ISSUED. THE GOVERNMENT WILL NOT PAY, NOR REIMBURSE ANY COSTS ASSOCIATED WITH RESPONDING TO THIS REQUEST. THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT.

1. GENERAL INFORMATION:

Veteran s Health Administration (VHA) Program Contracting Activity Central (PCAC) is seeking sources and intends to award a firm-fixed price design contract for Architect-Engineering (A-E) services for Project #546-20-120 EHRM Infrastructure Upgrades-Miami, FL design project located at the Bruce W. Carter - Miami VA Healthcare System 1201 NW 16TH Street Miami, FL. The A-E shall include site visits, field investigation, studies and user interviews to prepare drawings, specifications, construction period services, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facilities electric and IT to allow for the new Electronic Health Record Modernization (EHRM) system.

The A-E Services contract that is anticipated to be awarded will be procured in accordance with the Selection of Architects and Engineers Statute [formerly known as the Brooks Architect Engineer Act], Federal Acquisition Regulation Part 36.6 Architectural and Engineering Services, VA Acquisition Regulation 836.6, and VA Acquisition Manual M836.6 Architect-Engineer Services. In accordance with FAR 36.209 Construction Contracts with Architect-Engineer Firms, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative.

2. PROJECT INFORMATION

This project is a 100% Set-Aside for Service-Disabled Veteran-Owned Small Business Concerns (SDVOSB). The NAICS Code for this procurement is 541330 Engineering Services and the annual small business size standard is $16.5M. This project requires a full design team to complete this project. The projected award date for the anticipated A-E contract is on or before 02 August 2021.

The anticipated period of performance for completion of design is 155 calendar days after notice of award. The FAR 52.236-22 Design Within Funding Limitation (APR 1984), for this project is $14,082,000.00.

3. SCOPE OF DESIGN

The Government desires an A/E firm design the required improvements to the Electronic Heath Medical Records (EHRM) at Miami VA. The scope of this project includes but not limited to the following infrastructure improvements:Â Electrical (electrical panel upgrade, power (normal, emergency)), Bonding, UPS, Building Management System interfaces, assess for new and upgrades to existing HVAC, reconfiguration, expansion and renovation of existing space (demo, new construction, finishes), communication infrastructure (new Data outlets, patch panels, upgrade to Cat 6A cable) in buildings as necessary, assess and upgrade fiber infrastructure backbone campus wide within buildings and between buildings, install diversified path to datacenter for WAN, hazardous material abatement. Project Building locations include: Buildings 1, 7, 10, 44, and Fisher House.

Note: Buildings 8 & 9 will be demolished, and a new building will be built, and it must be included into this project.

The A-E shall be professionally licensed in any state in the United States. The A-E is responsible for all services to complete the deliverables listed in the Statement of Work (see attached SOT Final 04032021 Miami Infra 546 20 120). The deliverables outlined in the SOW are inclusive of the following: Quality Assurance/Quality Control Plan, Basis of Design and Certified Independent Third-Party Design Reviews, 35%, 65%, 100%, final design review and construction period services. The deliverables schedule can be found in the SOW.

Please note that the 155 calendar days period of performance for the design completion begins with the issuance of the Notice of Award and that a Notice to Proceed will not be issued for the completion of a design project. The construction period services will be option items that will be exercised after the award of the construction project. The period of performance for construction period services will match the period of performance for the construction project.

4. A-E SELECTION PROCESS:

Responsive firms submitting SF-330 s in response to this announcement, not later than the closing date and time specified herein and in accordance with submission requirements, will be considered for initial selection evaluation. The selection process will be made using a two-phase process. Phase I consists of the initial evaluation of the SF-330 s and determination of the highest rated firms. A minimum of three (3) of the highest rated firms will then be short listed and invited to continue with Phase II of the process. All firms not short listed will be notified at this time. Phase II consists of Written Responses for the short-listed firms and selection of the top ranked firm to receive the solicitation and conduct negotiations. The firms selected for Written Responses will be notified by email of selection and provided further instructions and the evaluation criteria requirements. After the Written Responses are received, the firms will be evaluated and the top-ranked firm will be selected, sent the solicitation, and subsequent negotiations to follow. A site visit will be authorized for the highest rated firm during the negotiation process. Award selection will be made based on the results of the Written Responses and successful negotiation of rates for the project, and not the SF-330 qualifications from Phase I. If negotiations are not successful with the highest rated firm, they will continue with the next highest rated firm, and so on until award can be made.

Please note that during the evaluation of the written responses, the prior evaluation of the SF 330s will not be taken into consideration as they are separate evaluations.

5. PHASE I SF330 SELECTION CRITERIA:

The following are listed in equal order of importance.

Primary Selection Criteria:

Professional Qualifications: Professional qualifications necessary for satisfactory performance of required service. The firm and A-E on staff representing the project or signing drawings in each discipline must be licensed to practice in any one of the United States of America. Provide Professional License numbers and/or proof of Licensure. The evaluation shall consider the specific experience (5 years minimum) and qualifications (i.e., education, training, registration, certifications, overall relevant experience, and longevity with the firm as full time employees) of personnel proposed for assignment to the project, and their record of working together as a team when evaluating professional qualifications. The lead designer in each discipline must be registered but does not have to be registered in the particular state where the project is located.

Offer must include the following statement of SDVOSB compliance when submitting the personnel proposed to perform the work under this requirement: I [signatory authority]___________________, [company] __________________ certify that the team proposed to perform under this requirements demonstrates the capability of 50% SDVOSB performance in compliance of 48 CFR 852.219-10.

The information provided in sections C through E of SF 330 will be used to evaluate this evaluation factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections.

Specialized Experience: Specialized experience and technical competence in the design and construction period services provided for a network infrastructure installation, renovations, or upgrades. Projects should include fiber optics, data cable, electrical upgrades, UPS, bonding, BMS, HVAC, IT room renovations/relocations, Data Centers/Server Rooms, and physical security upgrades. Include no more than six (6) Government and private experience projects similar in size, scope and complexity, and experience with specialized building types requiring physical security measures. The evaluation will consider the management approach, coordination of disciplines and subcontractors, quality control procedures, prior experience of the prime firm and any key subcontractors working together on relevant projects and familiarity with VA Design Guides/Manuals, Master Specifications and other applicable standards.

The information provided in sections F and G of SF 330 will be used to evaluate this evaluation factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections.

Capacity: Capacity to accomplish work in the required time. The evaluation will consider the firm s ability to meet the compressed schedule of the overall project, as well as the available capacity of key disciplines (30% or Greater) to perform the work in the required time. Provide the available capacity of key disciplines by providing current project workload, inclusive of all projects awarded by the VA during the previous 12 months and the full potential value of any current indefinite delivery contracts.

The information for this factor shall be provided in Section H of the SF 330. Please

ensure the capacity applies toward the team/personnel provided in the SF 330.

Past Performance: Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. The past performance will be evaluated for all projects provided in section F to include a review of Contractor Performance Assessment Rating System (CPARS). The following information is required for all projects noted in section F: contract/task order number, project title, prime firm, start date, and completion date. Evaluations may also include additional performance related from the firm, customer inquiries, Government databases, publicly available sources, and additional projects in CPARS.

Evaluations will consider superior performance ratings on recently completed VA projects as well as the reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. Also, consider, as appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services. Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF 330 must be completed by the office/branch/individual team member performing the work under this contract.

The information for this factor shall be provided in Section H of the SF 330. If there is no CPARS data available, Past Performance Questionnaires (PPQs) will be accepted. Please utilize the attached PPQ document. *Completed PPQs should be incorporated into the SF330 directly. PPQs should not be submitted to VHA PCAC directly. The PPQs will be counted towards the page limitation for this submission.

Locality: Knowledge of the locality, to include specific knowledge of certain local conditions or project site features, such as geological features, climatic conditions, working with and local construction methods or local laws and regulations.

The information for this factor shall be provided in Section H of the SF 330. The in-formation for this factor shall be provided in Section H of the SF 330. Note that the intent of this factor is to showcase a firm s understanding of the site and locality, and not where the firm is located and how they would travel to the site. Information relat-ed to the firm s location, shall be provided in section H, under Secondary Selection Criteria Factor 1.

Construction Period Services: Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, support of construction contract changes to include drafting statements of work and cost estimates, attendance at weekly conference calls, providing minutes of meetings between the AE, VA, and contractors, pre-final inspection site visits, generation of punch-list reports, and production of as-built documentation.

The information for this factor shall be provided in Section H of the SF 330.

Secondary Selection Criteria:

Geographic Location: The secondary selection criteria is used as a tiebreaker, if necessary, in ranking the most highly qualified firms following the completion of the SF330 evaluations. Location of the firm, as measured by the driving distance (miles) between the Offeror s principal business location and the Miami VA Healthcare System at 1201 NW 16 ST Miami, FL 33125. Determination of the mileage will be based on Google Maps (https://www.google.com/maps/dir/).

* The secondary selection criterion is used as a tie-breaker, if necessary, in ranking the most highly qualified firms following the completion of discussions. The secondary selection criterion will not be applied when determining a firm s SF 330 submission Excellent, Acceptable, Good, Marginal, or Unacceptable.

6. PHASE II WRITTEN RESPONSES SELECTION CRITERIA:

In accordance with FAR 36.602-3(c), discussions will be conducted in the form of written responses. The selected firms will be invited to provide their written responses to predetermined questions via email to the A-E Evaluation Board. The instructions for the written responses will be provided to the selected firms only. Each selected firm will be evaluated based on their written responses. The top-rated firm will be selected based on their rating from the written responses. The previous ratings from the SF330 evaluations are not applicable during Phase II.

Below are the evaluation factors for the written responses. The factors are listed in equal order of importance.

Proposed Management and Coordination Plan: Discuss confidence and approach to completing a project of this scale with a 155-calendar day period of performance. Explain quality control methods that will be used throughout each design phase, and prior to each submission. Describe strategy for control of estimated cost, and solutions for anticipated problems. Discuss proposed design team, their specific strengths, and experience that make them the best fit for this project. Discuss how the design teams will work together, and with the VA, to keep this design on schedule, within budget, and compliant with VA design requirements.

Approach to Project Challenges: Discuss approach to overcome geographical obstacles considering the amount of site visits needed for this specific project (address both design phase site visits as well as CPS visits). Discuss ability, familiarization, or experience with VA design guides and directives and their interpretations and application to this design. Describe plans with this project to ensure VA requirements are kept current, and specified equipment will be TRM approved.

Proposed approach to Design Development: Discuss plan to ensure specifications and drawings are well edited, accurate, all inclusive, and coordinate with each other. Discuss approach to evaluate existing site conditions and ensure new work will not conflict with existing work.

Expectation for VA AE collaboration: Discuss what expectations the AE firm would have from the VA for this project. Describe strategy for collaboration meetings throughout each phase and their significance to the overall end-product.

7. SUBMISSION CRITERIA/REQUIREMENTS:

The below information contains the instructions and format that shall be followed for the submission of the SF-330 Statement of Qualifications:

Submit ONE (1) SF-330 Statement of Qualifications via email to the Contract Specialist Zachary E. Penhollow at Zachary.Penhollow@va.gov. This shall include Parts I and II and any applicable attachments.

The SF-330 submission is due by 2:00 PM ET ON 21 May 2021.

The SF-330 shall be submitted in one email and have a file size shall be no larger than 5 MB. No hard copies will be accepted.

The subject line of the email shall read: SF-330 Submission; XXXXXXXXXX EHRM Infrastructure Upgrades-Miami, FL

The submission must include the SF-330, Architect/Engineer Qualifications (form is available on-line at http://www.cfm.va.gov/contract/ae.asp).

The page limitation of the SF-330 shall not exceed a total of Fifty (50) pages. This includes CPARS and/or PPQs and any other relevant information. Each page shall be in Arial or Times New Roman, size 12 font, single spaced. The title page, table of contents and Part II of the SF-330 Form will NOT count as port of the page information.

A PPQ from previous project may be submitted for this project. If significant portions of a project have been completed since the previous PPQ was filled out, a new PPQ should be submitted to accurately assess the project. *Important Note: For this procurement all PPQs should be completed and returned to the submitting firm. The completed PPQs should be incorporated into the SF330 document. PPQs should not be submitted directly to VHA PCAC.

In addition to the SF330 submissions, firms must provide a second accompanying document that includes the following information (The accompanying document will not count towards the page limitation of the SF330):

Cage Code; 2) Dun & Bradstreet Number; 3) Tax ID Number; 4) The E-mail address and Phone number of the Primary Point of Contact; 5) A copy of the firms Vet Biz Registry.

All questions shall be submitted to Zachary E. Penhollow at Zachary.Penhollow@va.gov. The cutoff date for question submission is 2:00 PM ET ON 13 May 2021. Questions will be answered through an amendment posted to Opportunities.

NOTE: This procurement is 100% set-aside for Service-Disabled Veteran-Owned Small Business concerns. Offers received from other than Service-Disabled Veteran-Owned Small Business concerns will not be considered. All Service-Disabled Veteran-Owned Small Businesses must be listed as verified by the VA s Center for Veterans Enterprises (CVE) (http://www.vetbiz.gov). Offerors must be verified by CVE and visible in the Vendor Information Portal (VIP) database at time of SF330 Submission, Written Responses, and award. Failure to be BOTH visible and verified at time of SF330 Submission, Written Responses, and award will result in the offeror being deemed unacceptable and ineligible for award.

All Joint Ventures must be CVE verified at time of SF330 and Written Responses submissions and award and submit agreements that comply with 13CFR 125.15 prior to contract award.

SF-330 submissions received after the date and time specified will not be considered. Late proposal rules per FAR 15.208 will be followed for late submittals. Firms not providing the required information may not be evaluated. All information must be included in the SF-330 submission package.

It is the offeror s responsibility to check the Contract Opportunities website at: www.beta.sam.gov for any revisions to this announcement prior to submission of SF-330s.