va241-17-r-0258-a00001007.docx · web viewany requests for a solicitation will not receive a...

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AMENDMENT TO SPECIAL NOTICE VA241-17-R-0258EXTERIOR SITE IMPROVEMENTSDesign project # 631-17-002

01053-9764

VA241-17-R-0258

05-29-2017

60

N

13

541330

Department of Veterans AffairsVA CENTRAL WESTERN MASSACHUSETTS HCSAcquisitions-90421 North Main StreetLeeds MA 01053-9764

Torben Ohlsson , Contract SpecialistNorthampton VAMC, BLDG 2, RM 133421 North Main StreetLeeds, MA 01053

Northampton VAMC421 North Main StreetLeeds, MA 01053

AMENDMENT A00001 TO SPECIAL NOTICE VA241-17-R-0258 REQUEST FOR QUALIFICATIONS (SF-330)

AMENDMENT TO SPECIAL NOTICE REQUEST FOR QUALIFICATIONS (SF-330)

THE PURPOSE OF THIS AMENDMENT IS TO CORRECT AN ERROR IN THE PREVIOUS SPECIAL NOTICE VA241-17-R-0258. THIS NOTICE OPENS THE REQUEST FOR QUALIFICATIONS TO CERTIFIED (VOSB) VETERAN OWNED SMALL BUSINESSES AS WELL AS (SDVOSB) SERVICE DISABLED VETERAN OWNED SMALL BUSINESSES.

The SF 330s are due on May 29 2017 at 10 AM Eastern Standard Time.

ALL OTHER PROVISIONS IN THIS NOTICE BELOW REMAIN IN EFFECT.

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1. INTRODUCTION: This Special Notice is being issued as follow on to the previous Sources Sought Notice No. VA241-17-N-0188. This purpose of this Special Notice is to request SF 330s Parts I and II packages for Architect/Engineer (A/E) Design Services for Project # 631-17-002 Project Title: Exterior Site Improvements, located at the Northampton VAMC, 421 Main Street Leeds MA, 01530. This is a request for SF 330's Architect/Engineer Qualifications packages only. THIS IS NOT A REQUEST FOR PROPOSALS (RFP) OR REQUEST FOR QUOTES (RFQ) AND NO SOLICITATION PACKAGE WILL BE ISSUED via FBO. Any requests for a solicitation will not receive a response. A solicitation will be issued directly to the top rated firm for which negotiations will commence in accordance with FAR part 36. The anticipated A/E Services requirement using NAICS Code: 541330 - Engineering Services (Small Business size standard of $14.0 million dollars average annual gross revenues for the past three fiscal years) if awarded, will be procured in accordance with the Selection of Architects and Engineers Act (Public Law 92- 582), Federal Acquisition Regulation Part 36.6, and VA Acquisition Regulation 836.6. All submissions will be evaluated in accordance with the evaluation criteria and 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.

2. DESCRIPTION: Design work shall include, but shall not be limited to providing all labor, materials, equipment, etc. necessary to completely design project # 631-17-002 in accordance with the A/E design contract requirements, the Scope of Work, the A/E Submission Requirements document, NFPA, Life Safety Code (LSC), local building codes, staff input from design meetings and other requirements as determined during the course of the design. The project shall include, but shall not be limited to providing construction documents, to include but not limited to: drawings (using the VA standard title block), specifications available from the VA TIL website https://www.cfm.va.gov/til/catalog.asp , site visits and field surveys, a professional cost estimate, construction Scope of Work synopsis with estimated duration of construction period timeframe, Sole Source information, item costs and justifications, and a brand name/or equal list, project phasing, construction period administration and independent third party commissioning. In addition, an independent fire code/Life Safety Code review and documentation provided to VA shall be required under this project by a firm contracted for by the A/E.

3. FINAL CONSTRUCTION DRAWINGS: Drawings including cost estimates, specifications, and calculations, will be submitted within the negotiated period of performance after award. Per FAR 36.609-4 & 52.236-25 for the Requirements for Registration of Designers, the designing A/E firm of record responsible for signing and stamping the drawings must be licensed or have reciprocity to perform this requirement in the Commonwealth of Massachusetts. The A/E schedule shall allow for VA review period ending with A/E receipt of VA comments for each submission no later than 10 business days after VA receives the submission. The A/E work shall include, but is not limited to:

(a) Site Investigations necessary to determine the existing conditions at the site of work.

(b) Schematic plans, design development plans, and final construction drawings.

(c) Specifications, phasing plan and cost estimates.

(d) Design narrative and engineering calculations.

(e) Construction period services to include submittal review, site visits and construction inspections.

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4. Bid Deduct Alternates of 10% of the estimated construction budget shall be developed, planned, and estimated as necessary to assure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings and price breakdown shall be provided in addition to the base offer’s construction estimate.

5. All offerors are advised that in accordance with VAAR 836.606-73, the total cost of the contract for A/E services must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR Clause 52.236-22 (c) - Design within Funding Limitation, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated A/E firm selected to complete the design.

6. Prospective firms are reminded that in accordance with FAR 52.219-14 and VAAR 852.219-10, Limitations on Subcontracting, at least 50 percent of the cost of personnel for contract performance shall be spent for employees of the concern. SF330 packages shall address how each firm anticipates meeting these criteria. This requirement is in accordance with the Selection of Architects and Engineers as implemented in Subpart 36.6 of the Federal Acquisition Regulation and Subpart 836.6 of the VA Acquisition Regulation. All submissions will be evaluated in accordance with the evaluation criteria.

7. Interested and eligible firms should send electronic copies of their current SF 330 to: torben.ohlsson@ va.gov . The SF 330s are due on May 29 2017 at 10 AM Eastern Standard Time. Use the instructions located in section fourteen (14) below for submitting your SF 330.

NO FAX RESPONSES WILL BE ACCEPTED: Personal visits for the purpose of discussing this announcement will not be entertained or scheduled. Questions may be directed only by e-mail [email protected] . No phone calls will be accepted.

8. In accordance with FAR 36.209 – Construction Contracts with A/E firms and FAR 36.606 (c) Negotiations - all interested firms are hereby put on notice that no construction contract may 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.

9. Security Issues, Late Proposals, Unreadable Offers

(a) Late submission of offers are outlined at FAR Parts 52.212-1(f) and 52.215-1(c). Particular attention is warranted to the portion of the provision that relates to the timing of submission.

(b) Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

(c) To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus or which are otherwise unreadable will be treated as “unreadable” pursuant to FAR Part and FAR 15.207(c ).

(d) Password protecting your SF-330 is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated Government individuals.

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10. The selection of the most qualified A/E firm will follow the guidance provided in FAR 36.6 – Architect-Engineer Services. Additionally, this Special Notice is also issued in accordance with Public Law 109-461, the Veterans Benefits, Healthcare Information and Technology Act of 2006, Sections 502 and 503, as a set-aside for Service Disabled Veteran-Owned Small Businesses (SDVOSBs) and (VOSB) Veteran Owned Small Businesses.

All eligible responding firms must be registered and verified with the Department of Veterans Affairs Center for Veterans Enterprise (CVE) in accordance with 38 CFR Part 74 and VAAR 819.70 by submission of documentation of Veteran status and ownership and control sufficient to establish appropriate status. Failure to be both VERIFIED by CVE and VISIBLE on vetbiz.gov, at the time SF 330s are submitted, when the proposal is received as a result of the solicitation issued to the most qualified firm, and on the date of contract award will result in the offeror’s proposal/SF 330 being deemed not acceptable and the Government will proceed negotiating with the next highest qualified firm. All offerors are urged to contact the CVE and submit the aforementioned required documents to obtain CVE verification of their SDVOSB/VOSB status if they have not already done so. In addition, any subsequent award will require the firm to be registered in System for Award Management (SAM). In addition firms responding as a “joint venture”, must be certified in VetBiz as a joint venture entity.

11. 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. NCO 1 intends to accomplish a firm fixed price contract as a result of this call for qualifications. The selected A/E firm shall provide services in accordance with FAR 2.101 definition of "Architect-Engineer services" as defined in 40nU.S.C. 1102 and FAR Part 36.6 to provide professional A/E services for a complete design package Firms will be selected based on demonstrated competence and qualifications for the required work. The estimated magnitude for construction (not design) of this project is between $2,000,000 and $5,000,000 per VAAR 836.204(f).

(a) Contract Award Procedure: At time of award, the A/E frim must be certified by VetBiz and registered in the System for Award Management (SAM) database. Register via the SAM internet site at www.sam.gov . Failure of a SDVOSB/VOSB to be VERIFIED by CVE and VISIBLE in VetBiz shall result in elimination from consideration as a proposed contract awardee. Failure of an SDVOSB/VOSB to be registered in SAM at the time of contract award shall result in elimination from consideration as a proposed contract awardee. The proposed services will be obtained by a negotiated Firm-Fixed Price Contract.

(b) The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.

(c) The project drawings/design shall be in compliance with applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/.

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12. The awarded A/E firm will prepare drawings and specifications in sufficient detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired work. The awarded A/E firm is responsible for ensuring that the drawings and specifications supplied fully represent all of the work described in the Request for Proposal (RFP). The NAICS code for this project is 541330 with a small business size of $ 14 million. The SF 330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP type in SF 330 in the “Find a Form” block and click on search.

13. SELECTION CRITERIA: The VA will utilize the following selection criteria IAW FAR 36.602-1 and VAAR 836.602-1: (The FAR and VAAR citations referenced in this Special Notice can be accessed via the following internet links: https://www.acquisition.gov/far/index.html)

(a) Professional qualifications necessary for satisfactory performance of required services; Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record. In addition, provide resumes of other relevant team members or frequent subcontractor who will perform technical tasks under this contract including their record of working together. The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. All Designers of Record must be professionally registered in their discipline. Each resume shall include a minimum of three (3) specific completed projects that best illustrate the individual team members experience relevant to this project scope of work.

(b) Past performance (references required) on recent and relevant contracts with Government agencies (with the emphasis on VA and hospital work) and private industry in terms of cost control, quality of work, and compliance with performance schedules; with recent defined as performance occurring within 5 years of the date of this Notice, except that ongoing projects must have begun no less than one (1) year prior to the issuance of this Notice and relevancy is defined as performance of work on projects that are similar in scope to the type of project.

(c) Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials; provide a detailed narrative of up to 5 (maximum) relevant projects completed within the last 5 years, which best illustrate overall team experience relevant to this project that demonstrates the teams experience with projects of similar size and scope and complexity. Respondents with no previous past performance shall so state when addressing the selection criteria. Documentation supplied should detail firms’ ability to work with government entities and design standards or similar relevant experience with other entities.

(d) Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team; documentation supplied should include specific experience and qualifications of personnel proposed for assignment to the project(s) and their record of working together as a team.

(e) Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness;

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(f) Capacity to accomplish the work in the required time;

(g) Record of significant claims against the firm because of improper or incomplete architectural and engineering services; and

(h) Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project. Please provide the address and distance of your closest office; and

(I) The A/E Firm must have knowledge and experience of the locality of the project including interpreting and implementing all applicable local and state local requirements, including but not limited to historical and environmental regulations permissions, requirements and permits.

(j) Proof of current and valid Professional Liability Insurance to cover the cost of errors and omissions for the entire projects estimated magnitude for construction.

Responding firms, either multi-disciplined or collaborating with consultants, must demonstrate capability in healthcare architecture, traffic engineering, surveying, civil, structural, mechanical, electrical, communications, environmental, fire protection, cost estimating, Building Commissioning, Leadership in Energy and Environmental Design, specification writing, and construction surveillance skills as described herein. The Respondent bears the burden of providing relevant and timely references with accurate and current names, telephone numbers and addresses.

14. Discussions with the three most highly rated firms based on the technical review of all the SF 330s received will be conducted. A solicitation will only be issued to the most highly qualified firm after discussions have concluded and been evaluated.

15. Submission Requirements: A cover sheet should be included, clearly marked with the Respondent's name, complete address with 9 digit zip code, phone number, e-mail address, DUNs number, date of response, title and Notice identification.

Firms must provide a customer reference list with addresses and telephone numbers, and bidding records (low bid vs. estimate) for all projects listed as related experience, and a current project workload schedule showing proposed team members for the project period. All responding firms, including consultants to the primary firm are required submit ELECTRONICALLY a copy of their current SF 330, Architect-Engineer Qualifications, Part I and Part II to [email protected] . The SF 330, Part I must clearly indicate the office location where the work will be performed and the qualification of the individuals and subcontractors proposed to work on the contract and their geographical location.

You must submit your ELECTRONIC COPY and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below to [email protected] . However, firms will be notified of the award via an electronic Notice of Award e-mail if an award is made off this notification. The award document will be attached to the Notice of Award e-mail. Acceptable Electronic Formats (Software) for Submission of SF 330 packages:

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(a) Files readable using the current Adobe Portable Document Format (PDF).

(b) Files in Adobe* PDF Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater;

(c) Other electronic format. If you wish to submit an offer using another format other than described in these instructions, e-mail the Contract Specialist/Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your SF 330;

(d) SF 330s shall be provided electronically in .PDF format. The font for text shall be Times New Roman 12-point or larger.

(e) Please note that we can no longer accept .zip files due to increasing security concerns.

(f) Please note, the VA has an email size limit of 5 mb. Please inform the VA POC if you plan on submitting multiple emails due to size constraints.

(g) Respondents are required to meet all requirements in addition to those identified as selection

criteria. Any SF 330 submittal packages not consistent with the requirements and selection criteria of this Notice may be determined unacceptable and removed from consideration.

16. VA Primary Point of Contact: Torben Ohlsson, Contract Specialist POC Email: [email protected] .

SCOPE OF WORK BELOW

1.3 Scope of Work

Provide all professional architectural and engineering (A/E) services necessary to develop complete drawings, specifications, cost estimates, project phasing site visits and construction period administration associated with improving the exterior site on the Leeds campus in Northampton Massachusetts. This includes repairing sidewalks, walkways, exterior concrete stairs, roadways and pavement, parking lot pavement repair, and identifying sites for approximately 200 additional parking spots. We estimate the amount of pavement area to be repaired / replaced to be 400,000 SF. This project must be phased by priority into smaller construction chunks in order to maximize budget availability. Conduct preliminary project scope meetings and site survey investigations to develop the necessary elements for conceptual layout schemes with proposed alternatives consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies.

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The intent of this project is to modernize the areas and include, but is not limited to:

• Repair / replace sidewalks and walkways so as to eliminate tripping hazards and ensure compliance with code requirements

• Repair / replace concrete pads and curbing where identified

• Repair existing concrete caps for vertical supports where identified within covered exterior tunnel walkway

• Repair / replace exterior staircases where required so as to eliminate tripping hazards and ensure compliance with code requirements

• Repair / Replace pavement in parking lots where required including restriping

• Repair / Replace pavement in areas not covered by previous work

• Identify and design for new parking lots (or extensions of others) that would accommodate approximately 250 more parking spots

• Prepare and submit all required environmental permits for impacted areas

• Demolish buildings (ensure proper environmental requirements are met) where identified. (approximately 12 small buildings)

• Prepare Historical Documents for submission with Section 106 and Mass SHPO requirements

• Bollard improvements

The Leeds campus requires significant exterior site work including concrete, pavement, demolishing building, and adding parking in order to improve access and improve the patient experience. There was a site improvement project in 2015 which included new pavement on about ½ the campus and improvements in the storm water drainage system. However, the remainder of campus’ roadways and walkways require significant repair. There are approximately 12 buildings that the VA wishes to demolish due to inability to maintain and existing environmental hazards that exist within. The campus has been cited on numerous occasions for slips, trips, and fall hazards which must be remedied. It is the intention of the Facilities Management Service to have all these improvements fall under this design contract but have the A/E phase the construction work in such a way that the high priorities and most dangerous locations are remedied first so as to capitalize on the budget cycle of the VA.

Work will include, but not be limited to, civil, structural, environmental, structural, geotechnical, and asbestos and lead paint removal. There is minor mechanical, electrical, and architectural work expected. Include other specialty consultants such as those associated with the environmental permitting or historical submission and others pertinent to the project requirements within the

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constraints of the construction budget consistent with the VA’s project team goals as prioritized during project meetings and field surveys.

The A/E shall obtain all environmental and other necessary permits that would be required prior to construction commencing – including but not limited to the Massachusetts Dept. of the Environmental Protection (MassDEP)

The A/E shall base their design to meet the following sustainable energy requirements:

• VA Sustainable Design Manual (May 2014 or later)

• Site Development Design Manual (Feb 2013 or later)

• NEPA Interim Guidance for Projects (Sept 2010 or later)

• VA Cultural Resource Management Checklist

2. DESCRIPTION OF WORK —

2.1 General: Conduct preliminary meetings and site survey investigations to define the necessary elements of the project scope of work fulfilling the goals of the VA’s project team (Engineering Svc), and presentation of preliminary layout plans with proposed alternatives to the User Group. Based on User Group meetings and site surveys, prepare a detailed project plan description report pertinent to the project requirements within the constraints of the construction budget consistent with the VA’s project team goals. Through the course of the design phase, it will be necessary to interface with Medical Center staff to ascertain the details of the scope through a series of meetings and periodic submissions of documents. All design submission requirements shall be in accordance to A/E Contract and conform to all VA criteria and standards.

The A/E shall use VA Program Guides, Design Manuals and Master Specifications in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government; s/he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

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2.2 Implementation: Engage the services of all consultants in each discipline deemed to be necessary to fulfill the requirements of the project plan. Each discipline shall document and investigate the relevant existing conditions, review the building available information, and verify all essential elements pertinent to their discipline. Site investigations shall measure, photograph, video tape, and document the conditions of areas to be renovated and/or impacted.

The A/E shall visit the project site to investigate the information shown on the Government Furnished drawings, record (as built) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10. It is the A/E's responsibility to research the existing Government documents, determine those that are applicable to the project and request copies from the Government; the Government will not perform a search of Government documents to determine the information that the A/E may need during design.

2.3 Project Development: The A/E shall provide all services required to prepare documents and reports for the subject project consistent with the VA’s project team goals as prioritized during preliminary project meetings, field surveys and studies. The A/E shall determine existing conditions, severity of deficiencies, if any previous deficiencies have been corrected and to identify any conditions which may have previously been unreported. Cost estimates shall be prepared to reflect the cost of replacing the component in a stand alone project (i.e., not as part of another project) and all cost for this replacement including but not limited to asbestos removal, required phasing, special field conditions and/or temporary equipment needed during the construction. The completed report shall then be submitted for approval to the Project Engineer.

2.4 Project Design: Based on the approved design development the A/E shall provide all services required to prepare plans, specifications, and other supporting documents necessary to correct the identified deficiencies in priority order. The approved cost estimate and available project funding will be used to determine the amount of deficiencies which will be correct under this project. A complete design including but not limited to determination and evaluation of existing conditions, necessary engineering calculation, necessary design work, independent fire safety/life safety review, IH Services, quantity and cost estimates, bid schedule, construction cost estimates, a proposed construction schedule, design analyses and calculations, a design documentation report, engineering considerations and options report shall be developed for this project.

2.5 Asbestos: The proper identification of Asbestos to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Asbestos Assessment of the facility will be made available to the A/E.

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Additionally proper asbestos abatement design and IH monitoring services required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

2.6 Lead: The proper identification of lead paint to determine construction costs associated with Comprehensive Strategy & Report phase of this project are considered part of this project. To extent possible existing Lead Paint Assessment of the facility will be made available to the A/E. Additionally proper lead paint abatement design required during construction to correct the deficiencies selected for the construction design portion of this project shall also be provided by the A/E.

3. GENERAL DESCRIPTION of SERVICES —

A/E shall provide the services indicated in this Overview, Supplement A, Supplement B and Volume C A/E Design Submission Instructions link: http://www.cfm.va.gov/til/ae/aesubmin.doc.

These services will be provided in distinct phases:

Conceptual – Preliminary User Group Meetings & Field Surveys

15% Submittal – Conceptual

35% Submittal – Schematics

65% Submittal – “DD” Design Development

90% Submittal – “CD” Construction Documents

100% Submittal – Bid [Final] Documents

Construction Period Services

Project Close Out Submittal – “As-Built” Construction Documents

3.1 Drawings: The drawings, specifications, and all other submittal items will be prepared using English units of measure.

3.1.1 General: The A/E shall prepare drawings in a manner that clearly and adequately delineates the work to be accomplished by the construction contractor. Design documents will be sufficiently detailed to permit construction contractors to submit responsive bids without visiting the project site. The cover sheet will be signed and stamped by principal of the firm who is a registered Architect or Professional Engineer. All drawings will be created using AutoCAD and

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http://www.cfm.va.gov/til/ae/aesubmin.doc


National CAD standards. These CAD standards are available on the Internet at http://www.cfm.va.gov/til/projReq.asp and click on the VA National CAD Standard Application Guide link.

3.1.2 CAD Files: One CAD (*.DWG) file shall be used per drawing (sheet) applying the VA’s CAD layering and disk labeling protocols. All files shall be IBM compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of drawings (AutoCAD). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (XRF, DXF and ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

3.1.3 Format: All drawings and sketches will be provided in both hard copy and electronic file format. Full-sized drawings shall be developed 30”x42” sized sheets (30 inches by 42 inches at the trim line) and shall utilize the standard VA title block. Fonts shall be standard AutoCAD, and drawings must be fully compatible with AutoCAD 2014. Drawing file names must relate to the VA project name, discipline and subject as approved by the VA Project Engineer. Drawings shall utilize world coordinate system with standard cross hairs. Adobe Acrobat PDF files for each AutoCAD file shall be provided.

3.1.4 An independent fire safety and life safety review shall be accomplished at each design submission. Include the cost and coordination for a fire/safety review.

3.2 Specifications …

3.2.1 General: The A/E shall utilize the latest edition of VA Master Specifications as revised and provided by the facility supplemented by the VA Office of Construction and Facilities Management Master Specifications as needed. The VA retains no responsibility for the development or preparation of any specification. While it is recognized that certain Divisions and/or Sections will require significant input from the VA, the A/E retains overall responsibility for these Sections.

3.2.2 Electronic Files: All files shall be Microsoft compatible and furnished on high quality CD-R disks. Provide in accordance with Supplement “B” sets of specifications (MS Word). The computerized version, format and media of the computer disks and files shall be specified and verified by the VA Project Engineer at the time each submission is due (ZIP files are not acceptable). Provide durable high quality plastic storage boxes at each submission for long term archiving of the disks.

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http://www.cfm.va.gov/til/cad/VHAcadAppGuide.doc

http://www.cfm.va.gov/til/cad/VHAcadAppGuide.doc

http://www.cfm.va.gov/til/projReq.asp


3.2.3 Outline Specifications: The A/E shall develop an outline specification listing the proposed guide specifications and the A/E prepared sections that will be used for the project. The outline specification will list the guide specification number and title for each proposed section. Sections shall be arranged within their respective divisions, in numerical order. New specification sections, developed by the A/E, will be numbered to fall in their respective division at a logical location.

3.2.4 Editing Specifications: The A/E must thoroughly edit and adapt the Specifications to satisfy the project requirements and provide a complete set of construction specifications. The A/E shall notify the VA in writing should there be instances where there are no appropriate Master Specifications available for use. At the VA’s direction the required specifications will be prepared by the A/E. These specifications shall list the essential features, functions, and other factors to clearly indicate the type and quantity of items/work required. All specifications will be prepared by listing parameters and requirements that can be met by several manufacturers.

3.2.5 Construction Contractor Submittal Register: The specifications require the construction contractor to submit shop drawings, samples, manufacturer’s data, certificates, test reports, and other items to the Government. The A/E shall prepare a complete listing of construction contractor submittal requirements on an Excel Spreadsheet. The spreadsheet shall have a separate line for each required submittal and separate columns for Division, Section, and type of submittal (catalog cut, sample, etc).

3.3 Quantity and Cost Estimates …

3.3.1 Format: The A/E shall prepare quantity computations, cost estimates, and construction cost estimates for this project. All construction cost estimates shall conform to the requirements contained in VA Manual for Preparation of Cost Estimates (latest edition). Manual is available on the internet at http://www.cfm.va.gov/cost/ .

3.3.2 Cost Estimate Submittal: Cost estimates shall be submitted in 2 hard copies and in electronic form. THE A/E IS RESPONSIBLE FOR ESTABLISHING INTERNAL CONTROLS FOR KEEPING THE PRJOJECT DESIGN WITHIN PROJECTED CONSTRUCTION FUNDING. THE A/E WILL BE REQUIRED TO REVISE DESIGN AND RESUBMIT COST ESTIMATES AS NECESSARY (AT NO COST TO THE VA) SHOULD COST ESTIMATES EXCEED CONSTRUCTION FUNDING.

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http://www.cfm.va.gov/cost/


3.3.3. Proposed Phasing and Construction Schedule: The A/E shall prepare a proposed schedule for construction that is consistent with the project construction cost estimate. During development of this schedule, due consideration will be given to standard construction practices, durations of tasks, the sequence of construction, procurement of materials, climatic conditions, etc. It is planned that areas in and adjacent to the proposed construction area shall be occupied during construction. The A/E shall develop a phasing plan that addresses this fact and assures smooth implementation of required construction.

3.4 Design Analysis (DA): The A/E shall develop a DA that addresses general project parameters, functional and technical requirements, design objectives, design assumptions and calculations applicable to the project’s design. Design/Construction Alternatives, existing physical limitation and their impact shall also be included in the DA.

3.5 Quality Control …

3.5.1. Quality Control Plan: The A/E shall prepare a Quality Control Plan (QCP) which includes the following as a minimum:

Identification and discussion of all organizational and technical interfaces Design team members and their areas of responsibility Team members responsible for checking the design Team members responsible for checking the electronic files Team members responsible for reviewing and submitting the required VA Design

Alerts and Quality Alerts Project Schedule showing key milestones and review periods

3.5.1.1. VA Design Alerts and VA Quality Alerts can be found on the internet at http://www.cfm.va.gov/TIL/ .

3.5.2. Quality Assurance: The A/E is responsible for developing and performing quality assurance reviews of all work to confirm that proper criteria, regulations, laws, codes, principles and professional procedures have been used. This includes work performed by subcontractors. The VA shall review all project submissions but this review is general in nature and should not be considered as part of the A/E’s Quality Control Plan and/or Quality Assurance.

3.5.3 Quality Certification: The A/E shall certify at each submission in writing that he/she has performed quality assurance reviews of that submission.

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http://www.cfm.va.gov/TIL/


3.6 Site Visits, Meetings/Conferences, and Discussions …

3.6.1. Site Visits: The A/E shall perform design site visits as required to accomplish the scope of this project. The purpose of these visits is to further define project requirements, observe and evaluate existing field conditions, review any existing documentation, conduct required design meetings, and to gather supplemental site data necessary for performing the design. Reports summarizing the conditions observed, personnel contacted, and data gathered during the visits shall be prepared and included in the Design Development Documentation.

3.6.2. Design Review Conferences: Design review conferences shall conduct shortly following the issuance of each review Submission. Refer to Supplement B for the proposed schedule, but will typically take place two weeks after the submission date. Design review conferences for the Schematics, Design Development and Construction Document Development phase shall include the A/E Project Manager/Senior Designer. These conferences shall take place at the facilities where the work is being performed.

3.6.3 Site Visit and Meeting Minutes: The A/E shall take notes and prepare minutes for all site visits, meetings and conferences attended during design. Minutes will be prepared in typed form, signed by the A/E Project Manager, and furnished to project engineer within seven calendar days after the meeting/conference for concurrence and distribution to attendees. Copies of all meeting/conference minutes will be included in each Submission.

3.7 Responsibility after Design Completion: The A/E is required to support the VA should errors or omissions in the documents create problems in bidding or administering the contract for construction. As needed, the A/E will clarify the design intent and correct any errors or omissions in the original documents. The corrections shall be done in a timely manner at no additional cost to the Government. The A/E shall incorporate amendment changes on the original drawings and/or CAD drawings when requested to do so after the bidding process at no extra cost to the Government. In addition, the A/E shall incorporate amendment changes on the submittal registers and submit on a CD labeled with the project title, location, and construction contract number. Also, during the bidding period, the A/E is required to assist in answering all bidders’ inquiries pertaining to the design. If clarifications are required, the A/E will prepare the required amendment. The A/E, however, shall not receive or respond to any direct inquiries from contractors.

3.8 A/E Services during Construction – Construction Period Administration (CPA):

CPA Services shall include, but are not limited to, review and approval of construction submittals covering products that have been listed within the contract documents and contractor substitutions,

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manufacturer’s data/performance sheets, samples, shop drawings, schedules, phasing plans. Compatibility analyses of different materials and recommendations associated with acceptance or rejection of alternate materials and products. Responses to Request for Information (RFI); change order review and recommendations; preparation of cost estimates to Request for Proposal (RFP); cost/time/impact estimates and recommendations relevant to design omissions and construction plan deviations.

Site visits (6 minimum) as required and/or requested by the VA Project Engineer for inspection of ongoing construction including final tests and inspections; documentation of all necessary site visits to the VA Project Engineer within one (1) week after the visit; verification of as-built conditions from contractor supplied marked up prints, and preparation of as-built documents in accordance with Supplement “B” which the VA will retain permanently. IH services associated with any asbestos abatement identified in the project.

The Government may issue a change order for the A/E to provide additional services to such as review of value engineering change proposals, preparation of design modifications, or other similar services during construction.

4. INCORPORATED REFERENCES — The following documents form a part of this contract to the extent referenced are included in the A/E Scope of Work. Design requirements identified in these documents are part of the A/E Required Services. National Codes, Standards and other requirements referenced in these documents also become part of the A/E Required Services. Design Copies of these may be found on internet at http://www.cfm.va.gov/TIL/ .

Supplement “A” - Scope of Work (attached)

Supplement “B” - A/E Submissions of Design Review Materials (attached)

Supplement “C” - A/E Minimum Submission Requirements (attached)

Supplement “D” - A/E Asbestos Requirements (by reference)

Asbestos Abatement Design Manual (by reference)

Construction Standards (H-18-3); latest revision (by reference)

Master Specifications (PG-18-1); as revised by facility supplemented with PG-18-1 as needed (by reference)

DVA National CAD Standard Application Guide (by reference)

DVA National CAD Standards & Detail (PG-18-4); latest revision (by reference)

Volume 1 Architectural; latest revision

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http://www.cfm.va.gov/TIL/


Volume 2 Site Engineering & Landscaping; latest revision

Volume 3 Mechanical Engineering; latest revision

Section 1 Plumbing & Sanitary

Section 2 HVAC

Section 3 Steam Generation & Distribution

Volume 4 Electrical; latest revision

DVA Special Design Criteria; HVAC, Mechanical, Plumbing, Electrical, Structural, et al (by reference)

National Standard Plumbing Code (NAPHCC) (by reference)

National Electrical Code; latest revision (by reference)

Handicapped Standards; latest revision (by reference)

Barrier Free Deisgn Guide (VA Pub) (by reference)

NFPA; latest revision (by reference)

Applicable VA Design Guides (by reference)

Applicable VA Design Alerts (by reference)

Applicable VA Design Manuals (by reference)

Applicable VA Quality Alerts (by reference)

Applicable VA Equipment Guide Lists (by referenced)

VA Equipment Reference Manual PG-18-6 (by referenced)

A/E Representations and Certifications (attached)

A/E General Provisions (attached)

A/E Special Provisions (attached)

A/E Contract Procedures (attached)

A/E Architectural Review Checklist (attached)

A/E HVAC Review Checklist (attached)

A/E Plumbing Review Checklist (attached)

A/E Electrical Review Checklist (attached)

A/E Coordination Drawing Checklist (attached)

Manual for Preparation of Cost Estimates (by reference)

Applicable VA Energy Conservation & Sustainability Program requirements (by reference)

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Preparation and Issuance of Construction Solicitation Contract Documents Manual (by reference)

A/E Submission Instructions for Minor and NRM Construction Program (PG-18-15) (by reference)

5. DESIGN BUDGET —

5.1 A/E is responsible to develop a design that can be built within budget and function as intended without change orders. The design must be based on the reality of existing site conditions and not solely on “As-Built” drawings. The A/E as part of their site investigation is responsible for confirming all existing conditions that may affect the project construction.

5.2 Cost Estimating: A/E shall be responsible, as part of the Quality Assurance Plan, to develop procedures for tracking estimated construction costs throughout the project design. Cost estimates submitted as part of the submission requirements shall not be used as the sole method of meeting this requirement. The A/E shall notify the Project Engineer when estimated construction costs exceed the construction budget. The A/E shall be responsible for proposing alternates to bring the project cost estimate within the construction budget. A/E shall modify design elements as necessary to keep the project cost estimate within the construction funding level. These changes shall be made at no additional cost to the Government.

5.3 Construction Budget: Refer to Supplement A

5.4 Deduct Alternates: Shall be utilized in the best interest of the Government for market condition variations to maximize the use of available Government funds. The Government shall select the proposed alternates from the A/E recommendations. Deduct Alternates shall not be used to bring the projected project costs within construction funding. These alternates are designed to assure a contract award and are in addition to the requirement to have a project design and estimate at or below construction funding.

5.5 Add Alternates: Shall not be used.

6. DESIGN PHASES —

6.1 CONCEPTUAL with ALTERNATIVES: Refer to Supplement A and B. Working with the VA Medical Center’s project team (Project Engineer and User Group) the A/E shall propose

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conceptual needs and requirements with proposed alternatives for the planned scope of work. This task is an iterative process requiring multiple proposals and revisions developed during site meetings.

6.2 SCHEMATICS: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. A/E shall develop specific design needs and requirements with proposed alternatives. These documents are to be developed from the documents, meeting minutes and recommendations made during the conceptual phase. Any existing utilities and/or equipment which are to be incorporated into the project design shall be reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the planned scope of work. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications.

6.3 DESIGN DEVELOPMENT: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. Any existing utilities and/or equipment which are to be incorporated into the project design shall be further reviewed and evaluated to assure that they are indeed there and are in sufficient quantity and condition to do so. Documents for this task define project requirements based on the approved scope of work. These documents are to be developed from the documents, meeting minutes and recommendations made during the schematics phase. All required functional requirements shall be identified and incorporated into the project. All Architectural and Engineering requirements shall be identified and incorporated into the project. A/E shall provide an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan, project phasing and market conditions which may affect bidding. It is expected that at the completion of this phase marks the completion of the data gathering portion of the project. The A/E shall have obtained all information required (including site visits) to proceed directly the preparation of Construction Documents.

6.4 CONSTRUCTION DOCUMENTS: Refer to Volume C A/E Design Submission Instructions see link under paragraph 3. The A/E shall develop complete drawings and specifications and other documents necessary for the bidding and construction of this project. These documents are to be developed from the documents, meeting minutes and recommendations made during the design development phase. A/E shall perform an evaluation of the coordination of the drawings between disciplines; identification of errors, omissions or conflicts found within or between drawings and specifications. A/E shall provide an evaluation of schedule to meet operating plan Invitation for Bids and Award dates, project phasing, and market conditions which may affect bidding.

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6.5 Special Remarks: Cost estimates shall incorporate construction related issues which include but are not limited to materials, systems and construction techniques. Design documents review, analyses and recommendation of cost estimates covering labor, materials, equipment, general conditions and requirements developed for the project. Estimates shall allow for incorporation of review comments, which are within the SOW.

7. SUBMITTALS AND PERFORMANCE SCHEDULE —

7.1 Deliver Submission Documents to the VA Central Western Massachusetts Healthcare System Project Engineer. The performance period will be project specific and will be specified with each scope of work. Review of material with the VA will take place approximately 14 days after submission.

7.2 Submission Materials and Schedules: Refer to Supplement B. Reproduction, mailing and delivery time is inclusive to the stated durations.

7.3 Government Review and Comment Resolution: The VA will review all submittals identified under this contract for functional and aesthetic relationship. VA review of the A/E’s work shall not be construed by either party to relieve the A/E from any requirements of this scope of work. The A/E will be responsible for taking minutes from submission review meetings and submitting them to the project engineer for concurrence within 7 days of the meeting. Both parties will discuss these comments, if necessary, and attempt to resolve any unsettled issues that may arise from the review.

7.4 The A/E may choose to perform work, at its own risk, during the Government review and comment resolution period, however, comments resulting from that review must be incorporated into the design prior to the next submittal. In the event a subsequent design phase is not authorized, the A-E shall incorporate all available review comments into the design to complete the current phase.

7.5 Construction Execution:

Construction Documents to Bidders Date: TBD

Bid Opening Date: TBD

Actual Construction Contract Award: TBD

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Anticipated Construction Duration: TBD

Construction Completion Date: TBD

8. AUTHORIZED CHANGES — The A/E shall only accept instructions and/or directions from the assigned VAMC Project Engineer and/or Contracting Officer. Changes in the project scope of work or cost must be authorized by the VA Contracting Officer only.

9. Timely Response - As time is of the essence, particularly during the construction phase, the A/E shall promptly review and approve, disapprove or take other appropriate action upon all the VA requests. The A/E shall submit recommendations on all shop drawings and other submittals and other requests within fifteen (15) calendar days after receipt.

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