All INFORMATION NEEDED FOR INTERESTED PARTIES TO SUBMIT. THERE IS NO SEPARATE RFP PACKAGE TO DOWNLOAD. NAICS Code: 541- Professional, Scientific, and Technical Services; 541330- Architectural. PSC C1NB Architect and Engineering Heating and Cooling Plants. The Department of Veterans Affairs Medical Center (VAMC); VISN 5 Contracting, 200 Veterans Drive, Beckley, WV 25801 is advertising for Architectural/Engineering Services to provide Schematic Design, LCCA, Design Development, Construction/Bid Documents, Specifications, Construction Cost Estimates, and Construction period services for the Construct Boiler Plant 36C245-25-R-0041 at the VAMC, 200 Veterans Drive, Beckley, WV 25801. This acquisition is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) Set-Aside. Any subsequent award will require firms to be registered in System for Award Management (SAM) (www.sam.gov) as well as https://veterans.certify.sba.gov/ VETS 4212 and https://web.sba.gov/pro-net/search/dsp_dsbs.cfm registered/verified Service Disabled Veteran Owned Business. THIS IS NOT A REQUEST FOR PROPOSAL. This is a request for SF 330's Architect/Engineer Qualifications packages only. Submission Requirements: This acquisition is for A/E Services and is procured in accordance with the Brooks Act as implemented in Subpart 36.6 of the Federal Acquisition Regulation. Firms registering for consideration for future Federal AE projects are encouraged to electronically submit SF 330 Part I. Part II, General Qualifications, and to update at least annually. To be considered for this contract, firms shall submit SF330s electronically. SF330s to include Parts I & II are to be emailed to millard.adkins@va.gov, adobe pdf format, single file, no larger than 10MB, and no zipped files. Receipt must be confirmed. SF 330 are due no later than 3:00 pm Eastern Standard Time on May 23, 2025. YOUR RESPONSE SHALL BE IN ACCORDANCE WITH AND IN THE SAME ORDER OF THE EVALUATION FACTORS LISTED BELOW. FAILURE TO FOLLOW THIS SAME FORMAT IN THE SUBMISSION WILL RESULT IN REJECTION OF SF330. The SF330 can be found on the GSA forms website www.gsa.gov. All questions are to be sent to the attention of Millard.Adkins@va.gov. no later than 2:00 pm Eastern Standard Time on May 6,2025. Potential contractors must be registered in SAM (www.sam.gov) and visible and certified in https://veterans.certify.sba.gov/ and https://web.sba.gov/pro-net/search/dsp_dsbs.cfm (www.va.gov/osdbu) and Vets 4212 at time of submission, and at time of award, of their qualifications in order to be considered for an award. Additionally, the submission must include an insert detailing the following information: SAMS UEI, Tax ID Number, the email address and phone number of the primary point of contact, CVE, and a printed copy of the firms SDVOSB Registry. Offerors shall provide all documents listed and comply with all proposal instructions for their proposal to be considered responsive to this notice. This review may eliminate offerors that fail to provide all the required information and documents in the format and detail specified. An unverified SDVOSBs will be considered non-responsive as it is deficient and therefore will not be evaluated. This is a Service-Disabled Veteran Owned Small business set aside. NAICS Codes: 541330, Size standard is $25.5 million. This is not a request for proposal, nor will a solicitation package or bidder/plan holder list be issued. There are no solicitation documents available. This procurement is subject to the availability of funds. The Government is under no obligation to award a contract because of this announcement. The selected A/E firm shall be in accordance with FAR Part 2.101 definition of Architect-engineer services as defined in 40 U.S.C. 1102 and FAR Part 36.6 to provide professional A/E services for the project as required. The SDVOSB Architectural firm must employ the principal Architect responsible for design of this project, i.e. and be involved heavily in all aspects of the design, stamping drawings along with the other team disciplines. A/E(s) signing drawings must be licensed. The license(s) are required at the time of an award to prospective A/E(s). The following A/E disciplines are expected to be required for this design effort: architecture, structural, civil, mechanical, plumbing, electrical, fire protection, industrial hygiene, interior design, surveyors, cost estimators, certified physical security specialist or other types of A/E services as defined by FAR Part 36.6 that may be necessary. Upon award, the scope may include, but is not limited to: Architect & Engineer (AE) Statement of Work Project #517-21-806 Construct New Boiler Plant TABLE OF CONTENTS Part 1 Project Description A. General B. Background C. Scope D. Schedule E. Design Within Funding Limitation F. Basis of Design Part 2 Design Period A. General B. Schematic Design (SD) C. Design Development (DD) D. Construction Documents (CD) E. Bid Documents F. Cost Estimates Part 3 Design and Construction Standards A. General B. Access to VA Standards C. Special Provisions for Construction Documents D. Drawings E. Specifications Part 4 Construction Contract Award Period Part 5 Construction Period Part 6 AE Contract Close-out Part 7 Certified Independent Third-Party Design Reviews (CITP) Specific Mandatory Tasks and Associated Deliverables Schedule for Deliverables Changes to Statement of Work Reporting Requirements Travel Confidentiality and Nondisclosure PART 1 PROJECT DESCRIPTION A. GENERAL This project (NRM) will engage an engineering firm to provide a complete design for a new renovation/expansion of the BECVAMC Boiler Plant. The design of this project will address, but not be limited to, the following items: 1. Provide a professional survey and site assessment to identify feasible options for a new boiler plant facility that will integrate into the existing steam piping infrastructure and campus while providing adequate room around the building for tractor-trailer deliveries, employee parking, and occasional crane work. Engineering investigative work should include, but not limited to soil studies, vibration studies, electrical load testing, and any other test or study deemed applicable to create a complete and accurate design. The A/E shall present three possible boiler plant options (one option shall be for renovation/expansion of existing facility; two options will be for an entirely new boiler plant at a selected location on site) listing the pros and cons of each option that VA engineering personnel will use to make a final decision. The new boiler plant shall be approximately 8,000 square feet. 2. Design a new N+1 boiler plant facility that can support a peak steam demand during the coldest time period of the year. The new boilers must be capable of operating on #2 fuel oil and natural gas. Peripheral equipment and utilities, such as but not limited to, pumps and other vessels, electrical, water, and natural gas will require replacement or modifications to meet the new demands. This project will provide all services required for planning and design related to installation, electrical, mechanical work, and architectural modifications to meet the service requirements. 3. Design of a complete boiler blow-down heat recovery system, steam blanketing, and a simplified control system. All steam materials (valves, fittings, traps, etc) specified in all A/E plumbing designs shall be forged steel, not cast. 4. Design shall include a study of the current steam system, consider future steam capacity, and system pressure increase needs as well. The review shall include the recommendations for any replacement, repairs and/or upgrades required for the existing heat exchanger and steam piping layout in order to support the new boilers. This report shall be included in the contract documents. The A/E shall coordinate and collaborate with contract holders involved in the steam line replacement project to ensure seamless integration and execution of project requirements. 5. The A/E team members shall have previous experience in the design of boiler plant facilities for a VA medical center. A/E must provide documentation of at least three boiler plant facility designs with references, names, and phone numbers. 6. Design must provide all necessary Structural, Civil, Architectural, Mechanical, Electrical, and Plumbing trades with estimates and drawings that include demolition activities. Provide documentation, design, drafting and quantity calculations for the commissioning of the entire steam-generation system, not just the new boilers. Commissioning of all components of new or existing will be accomplished under a separate contract. 7. Design shall include asbestos/lead survey report and include a remediation plan in the contract documents. In the development of a remediation plan, the A/E shall retain the services of a Certified Industrial Hygienist (CIH) to provide expertise in all aspects of identifying, assessing, and making recommendations concerning the management of asbestos and/or lead. 8. A phasing plan is critical and should be prepared early to assure no negative impact to the boiler plant operation. Downtime of systems should be kept at a minimum. The plan shall address provisions for continuation of service during outages. 9. The A/E shall take into account design requirements to reduce operations and maintenance costs and limit operational downtime. 10. The A/E shall incorporate field-verified utility locations as part of their design submittal. 11. Design shall be governed by the applicable VA and national codes and standards. This includes, but not limited to, the VA Steam Generation Systems Design Manual and VA specification section 23 21 11 Boiler Plant Piping Systems , 23 52 39 Fire-Tube Boilers , including start-up and testing requirements, and current EHRM requirements as it pertains to the inclusion of IT equipment and space. 12. 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, VA regulations and standards, and federal and state regulations (refer to Part 7). 13. Attend all necessary project meetings and field inspections. 14. Make recommendations on the construction phasing to minimize the impact in regular operations near the area including impact in utility shutdowns. A phasing plan is critical and should be prepared early to assure no negative impact to the boiler plant operation. Downtime of systems should be kept at a minimum. The plan shall address provisions for continuation of service during outages. 15. The A/E shall coordinate with the Veterans Administration Central Office (VACO) to obtain approval and certification of boiler design before each submittal. 16. Design shall include the demolition of all steam equipment, including peripherals, and piping deemed obsolete as part of this project. Other utility components, such as but not limited to, electrical, air, and natural gas deemed obsolete shall also be included in the demolition design. 17. Design shall install facilities that eliminate a two-boiler shutdown due to a single point of failure (SPOF). If a SPOF is noted and cannot be avoided due to feasibility, safety, cost, etc., the Engineering firm shall formally notify the VA CO/COR of the details and provide a description of the risk associated with the item. VA CO/COR will evaluate the risk, with input from VA national program offices, and provide approval for SPOF if risk is deemed acceptable. 18. Engineering firm is required to provide space and necessary utility tie-ins for an emergency rental boiler as part of this design. 19. Boiler plant and its peripheral equipment and buildings is required to have limited access, requiring badging for doors and automatic gates. 20. Design for Operability - The design shall allow operating tasks to be conducted in a safe, ergonomic, and efficient manner. Considerations include, but are not limited to: Provide access for mobile lifting equipment to handle heavy equipment, machinery, etc. Valves frequently operated, critical to plant operations, or needed to be accessed quickly during emergency situations shall be accessible from grade or platform. Valves located more than 7 feet above grade or platform level shall be provided with remote operating devices, such as chain operators. Note: Chain operators should not be used on screwed valves or valves smaller than 2 . Sample stations shall be accessible from grade or platform. Supply lines to sample stations shall have a block-bleed-block valve arrangement. All bleeds shall discharge to a safe location. Gauges, etc., shall be oriented to be visible from grade, platform, or stairway, without observer having to assume an awkward or other hazardous position. Lifting lugs shall be provided to lift equipment which have weights exceeding safe ergonomic limits. Lugs should be designed to support the required weight. In general, facility shall be ergonomically designed such that is can be operated and maintained without personnel working in awkward or strained positions. A minimum headroom of 7 ½ feet shall be provided below all piping, cable tray, conduit, etc., in normal access areas. Rotating equipment shall be provided with guards to prevent personnel from contacting rotating surfaces. Where insulation is not required on hot surfaces, both equipment and piping, for energy conservation, those surfaces shall be insulated for personnel protection if they are within reach of normal access or maintenance areas to an elevation of 7 ½ feet. 21. Design for Maintainability - Engineering firm shall be responsible for designing the facilities in a manner which allows maintenance/repair tasks to be conducted in a safe, ergonomic, and efficient manner. Considerations include, but are not limited to: Provide tool air supply stations located strategically through the facility. Provide electrical outlets strategically located throughout the facility. Provide welding receptacles near the ends of the boilers. Allow space for removal and replacement of equipment, motors, etc. Provide permanent lifting davits, hoists, etc., or handling of heavy equipment. Lifting devices must be capable of adequately supporting the required loads. Provide access for preventative/routine maintenance activities, such as lubrication, sampling, thickness checks, inspections, etc. Bypass lines to be located sufficiently away from the bypassed device (control valve, instrument, etc.) to permit maintenance activities. Removable panels or roll-up doors (preferred) should be provided on the building to facilitate the installation/removal of boiler units. 22. Other Considerations (include but are not limited to) Boiler turndown should be considered, the boiler plant must be able to operate during pandemic 100% outside air modes, meet winter demands, and efficiently provide for summer loads. VA s preference, unless the boiler plant is relocated, is for the new control room to provide space for chiller plant monitoring in the future. Pipe stress analysis shall be completed where required and reports/calculations submitted to the VA for record. Copies of all relief valve sizing records shall be submitted to the VA for record. All piping, equipment, instruments, valves, etc., shall be labelled in the field; numbers shall match those shown on project drawings and lists. Engineering firm is to provide a plan for temporary steam supply to the hospital during construction if needed for selected design. Steam supply shall meet all applicable VA guidelines. The engineering firm shall verify and detail all utility moves and upgrades to support the renovation. 23. Planning must include a total of 10% deductive bid alternates that will need to be identified and incorporated as part of the bidding documents. 24. Project shall be designed and constructed to meet all VHA requirements including VA sustainability and green energy initiatives. See Department of Veterans Affairs Sustainable Design Manual (latest version) located at http://www.cfm.va.gov/TIL/. All designs shall incorporate all architectural and engineering disciplines necessary to provide for 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. The VA will provide the A/E with copies of site and system drawings per their request; however, the accuracy of these drawings shall be field verified by the A/E and all consulting firms as part of investigative services. It is the A/E s responsibility to determine existing conditions and to base the design on this information. The accuracy of the 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. 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/ B. BACKGROUND As the Beckley VAMC continues to expand and grow, and VA guidelines are updated or established, the steam demand on our boiler plant keeps increasing. While the current boiler plant is still functional, the capacity and space are undersized according to current industry standards. A new/renovated modern boiler plant is needed that will meet current demands of today and be capable of handling the steam requirements of our expanding medical center. C. GENERAL SCOPE 1. Design a new boiler plant facility that complies with the N+1 requirement. The engineering firm shall review capacity needs at Beckley VAMC, including but not limited to, future growth and current steam demand requirements, to assist in determining boiler plant and utility sizing. The new building/renovation will be located on an area of the campus that allows the new piping to effectively integrate into the existing steam distribution system while providing ample room for tractor trailer traffic and occasional crane work. Possible locations will be identified by the A/E through a professional site survey and investigative engineering work. 2. Steam distribution and condensate piping shall be evaluated on the BECVAMC campus for integrity and sizing and replaced as required. The steam distribution layout through the facility should also be reviewed and remediated as necessary. A plan for future boiler plant expansion, such as the addition of a new boiler, will need to be provided to the VA as part of the design package. 2. Detail the demolition work required to remove the steam generating equipment in the existing boiler plant. D. SCHEDULE: Interim dates are negotiable to agreement with AE and VA and documented prior to award. A timeline based on AE contract award of approximately 480 calendar days is offered below. During the process of the work the Contracting Officer (CO) and Contracting Officer Representative will conduct periodic reviews with AE to review progress. AE shall perform the work required within the limits of the following schedule: Predesign Meeting with VA staff: Day 0 Preliminary Study, Survey Mapping and Geotech (SD or 15%): +80 Days, Day 80 VA Review: +50 Days, Day 130 Submit 30% Design Development (DD) Review Package: +60 Days, Day 190 VA review: + 50 Days, Day 240 Submit 60% Design Development (DD) Review Package: +60 days, Day 300 VA review: + 50 Days, Day 350 Submit 95% Construction Document (CD) Review Package: +60 Days, Day 410 VA Legal/Technical, Fire/Safety/Energy Reviews of 95% Package: +50 Days, Day 460 Submit 100% (CD) Package: +20 Days, Day 480 E. DESIGN WITHIN FUNDING LIMITATIONS: The design shall be prepared by the A-E 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 price of $27,160,000. The design project must comply with VAAR 836.606-71, Application of 6 percent architect-engineer fee limitation. F. DESIGN ANALYSIS (BASIS OF DESIGN): Provide design analysis, in letter size format, bound together, and divided into appropriate sections, to be submitted along with drawings, specifications, and cost estimate at each design review submission required by the contract. Each design analysis shall describe in detail with all assumptions identified as follows: 1. Scope of work with specific objectives of the project. 2. Applicable Federal, State, and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage. 3. Design calculations for each discipline (architectural, structural, civil, mechanical, electrical, fire protection, etc.), and all other relevant data. This should include process flow diagrams (PFD s) showing major equipment, such as boilers, economizers, pumps, tanks, heat exchangers, filters, etc. PFD shall include heat and material balance for the proposed system. 4. Update the design analysis at each stage of submission and reflect changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between VA and AE. PART 2 DESIGN PERIOD A. GENERAL AE shall provide design period services to include drawings, specifications, and cost estimate reflecting specific tasks identified herein, in addition to on-site meetings with professional and administrative staff, site investigative work, review of existing documents, and conversations with maintenance and operations staff. AE shall provide competent design period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines, including but not limited to MEP, structural, fire protection, life safety, and other building/utility systems required. AE shall develop plans and system schematics for actual in-place components from VA-provided drawings and from field verification on site. Verify existing conditions affecting design on site that may include crawling, use of ladders, selective disruptive research (coordinate with VA), and discussions with engineering personnel. Verify all information provided by VA on record drawings for critical dimensions and components. AE shall consider adjacent systems and components (architectural as well as utility systems) to avoid unforeseen site condition change orders to the construction contract. AE shall verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components. AE shall attend interim review project meetings on site with various VA staff. Record and provide meeting minutes within 36 hours to all attendees for review, comment and concurrence. Incorporate appropriate comments, finalize the meeting minutes and submit the final meeting minutes within one week of the meeting. VA is contracting design period services to include Schematic Design (SD) Development, Design Development (DD), Construction Documents (CD), and Bid Documents. All submissions and related work for each design phase shall conform to the requirements in this document and Program Guide (PG)-18-15, Volume C AE Submission Instructions as modified in this document. See the Access to VA Standards section of Part 3 for webpage to obtain PG-18-15. Accomplish design using 1/4" scale plans to provide enough area on plans to clearly delineate required work. Use of 1/8" scale drawings may be utilized for hazardous materials, phasing, floor pattern, finish patterns, life safety and fire protection. Provide a cost estimate for each design review meeting, subject to AE development as design progresses. The A/E shall coordinate with the Veterans Administration Central Office (VACO) to obtain approval and certification of boiler design before each submittal. Note: There is a 6% AE limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, Part 836.606.71. B. SCHEMATIC DESIGN (SD) Schematic Design reflect the basic work required to define the design scope of the project; includes options and what-if scenarios that allow VA to consider potential options for final design; and ensures arrangement of space complements the design scope as opposed to contradicting the design scope. They may consist of 3D sketches to assist professional management staff in realizing the layout. Schematic Designs vary to meet the specific design scope of the project. An architectural renovation may have a few potential designs represented schematically as concepts of patient/staff flow of people, materials, etc. being considered, but may not provide alternatives for utility systems until later discussions, whereas an infrastructure project renovating and/or replacing utility systems may have a few potential schematic designs representing the types of systems available and their application towards the specific project. AE shall submit the following in a single package and at one time per date identified in contract Special Provisions: SD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to SD submission Completed AE Review Checklist for each applicable design discipline Schematic comments returned by VA to AE with: General Comments Drawing Comments Specifications Comments Predesign Meeting/Kick-Off To be held on site at Beckley VAMC, with engineering firm staff. It is assumed the engineering firm shall attend the kick-off and perform investigative services in one trip. Recommend one team site visit (7 personnel for 7 days). 15% Review - To be held on site at Beckley VAMC, with engineering firm staff. Recommend one team site visit (7 personnel for 2 days). C. DESIGN DEVELOPMENT (DD) Design Development includes initial work of AE required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. AE shall submit the following in a single package and at one time per date identified in contract Special Provisions: DD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to DD submission Completed AE Review Checklist for each applicable design discipline Each stage of design development should also include/update: Process and Instrumentation Diagrams (P&ID s). Piping Line List, showing line number, originating P&ID drawing number, start and end location (based on direction of flow), size, schedule, service, phase, material of construction, design pressure and temperature, operating pressure and temperature, insulation type, insulation thickness, heat tracing type and maintain temperature, pipe stress required, test type and pressure, and special notes (post weld heat treatment, pickling, etc.). Equipment List, showing equipment number, P&ID drawing number, equipment type (i.e., compressor, pump, pressure vessel, etc.), equipment size, equipment capacity, recommended material of construction, operating pressure and temperature, design pressure and temperature, and special requirements. Motors should be listed separately and have their own equipment number. Instrumentation and Control List, showing instrument tag number, P&ID drawing number, instrument type (level switch, level transmitter, pressure gauge, pressure transmitter, conductivity meter, etc.), associated line or equipment number, range, size, material of construction, and special notes. Control valves are to be included on the Instrumentation and Control List. Valve List, showing valve number, P&ID drawing number, valve type, valve size, service, and material of construction. Control valves are excluded from the valve list. Tie-Point List, including tie-point number, P&ID drawing number, connection from and to number, service, insulation type, heat tracing, connection type, connection size, schedule, and special notes. Electrical Area Classification drawings. DD review comments returned by VA to AE with: General Comments Drawing Comments Specifications Comments One Set of AE DD drawings with using Service(s) approval signatures Estimate Comments Notes for specification details for potential sole source items such as Johnson Controls, GE EST3. 30% Review - To be held on site at Beckley VAMC, with engineering firm staff. Recommend one team site visit (7 personnel for 2 days). 60% Review - To be held on site at Beckley VAMC, with engineering firm staff. Recommend one team site visit (3 personnel for 2 days). 95% Review - To be held on site at Beckley VAMC, with engineering firm staff. Recommend one team site visit (3 personnel for 2 days). D. CONSTRUCTION DOCUMENTS (CD) Construction Documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. shall occur during development of the CD submission. AE shall submit the following in a single package and at one time per date identified in contract Special Provisions: CD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to CD submission Completed AE Review Checklist for each applicable design discipline Include summary of staff participating in final drawing and specification quality review and date when check set review was completed. Include additional documents outlined in Design Development, such as P&IDs, Lists, and Electrical Area Classification drawings. CD review comments returned by VA to AE with: General Comments Drawing Comments Specifications Comments One Set of AE CD drawings with using Service(s) approval signatures Estimate Comments Electronic formats of VA specifications 01 00 00, 01 33 23 and any others required edited specifically for the project Electronic drawing showing project staging area on VA site plan for AE to include in drawing package at final submission. E. BID DOCUMENTS Bid Documents are a complete bound specifications and drawings and electronic media. Required quantities are indicated below. AE Provided Project Checklists: AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc. Submission Requirements: AE shall date all material and present the designs on VA standard size drawings that are appropriately labeled, 100% CONSTRUCTION DOCUMENTS above or beside the VA standard drawing title block. Provide 2 sets of complete hard-bound technical specifications, 2 sets of full scale drawings, two sets of half scale drawings, 2 checklist, 2 cost estimate to VA Engineering. Provide 100% drawings for bidding and construction period use by VA in .pdf electronic format. The drawings shall be combined into VA approved named files (not AE identified project numbers), generally no greater than 5-6mb size. A share-point site or email with hyperlink click and download such as Newforma is encouraged for ease of transfer. Provide 100% specifications for bidding and construction period use in electronic Microsoft Word. The various specification sections shall be combined to form one complete document in VA approved named files (not AE identified project numbers), generally no greater than 5-6 mb file size. A share-point site, or email with hyperlink click and download such as Newforma is encouraged for ease of transfer. A Certified Letter (Signed and Sealed) from the CITP (refer to Part 7) indicating full compliance of the project documents with the applicable codes, standards, and regulations. Final bid documents will not be accepted without the CITP Review certification letter. F. COST ESTIMATE Provide construction cost estimates, submitted along with the design analysis, drawings and specifications, for each design review submission required by the contract. Each estimate shall show the expected construction cost if contractor's bids were submitted on the same date as the estimate. Level of detail for each estimate shall be consistent with degree of completeness of drawings being submitted. Cost estimates shall be broken down into major items of work and will be comprehensive in nature, identifying all areas of cost related to intended construction, and shall show cost of labor and materials separately for each item. Cost estimates shall show at a minimum the item description, the man-hours, the material and labor numbers, the quantity and unit descriptions, and a total before and after mark-ups. PART 3 DESIGN AND CONSTRUCTION STANDARDS A. GENERAL In the development of submissions AE firm shall utilize certain VA and other design and construction criteria. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and AE creativity: VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc. The Joint Commission Organization Accrediting Healthcare systems requirements shall be considered. All designs and practices shall be in accordance with VHA Boiler and Associated Plant Safety Device Testing Manual (latest edition), and VHA Directive 1810 Boiler and Boiler Plant Operations. NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC) Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents. Current EHRM requirements as it pertains to OIT equipment and designated space. National Elevator Code Resolve conflicting criteria with VA. VA continually updates information in the Technical Information Library (TIL) used in project design. AE shall review the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references. B. ACCESS TO VA STANDARDS The following are World Wide Web addresses to commonly used VA standards all links can be found through searching the Technical Information Library (TIL): Technical Information Library (TIL) home page http://www.cfm.va.gov/TIL/ Accessibility information (PG-18-13) http://www.va.gov/facmgt/standard/accessibility.asp AE Design Submission Requirements (PG-18-15) http://www.cfm.va.gov/til/aeDesSubReq.asp AE Quality & Design Alerts http://www.cfm.va.gov/til/alert.asp Design & Construction (PG-18-3) http://www.cfm.va.gov/TIL/cPro.asp Design Guides (PG-18-12) http://www.cfm.va.gov/til/dGuide.asp Design Manuals (PG-18-10) http://www.cfm.va.gov/til/dManual.asp Environmental Compliance program (PG-18-17) http://www.cfm.va.gov/til/spclRqmts.asp#EC Equipment Guide program (PG-18-5) http://www.cfm.va.gov/TIL/equip.asp Master Specifications Index (PG-18-1) http://www.cfm.va.gov/TIL/spec.asp National CAD Standards and Details (PG-18-4) http://www.cfm.va.gov/TIL/sDetail.asp Room Finishes, Door and Hardware Schedule http://www.cfm.va.gov/til/room/RoomFinishes.pdf Signage Program http://www.cfm.va.gov/til/spclRqmts.asp#SIGN Space & Facility Planning (PG-18-9) http://www.cfm.va.gov/TIL/planning.asp Technical Summaries http://www.cfm.va.gov/til/techSumm.asp Sustainable Design Manual (April 2014) . http://www.cfm.va.gov/til/sustain.asp 285: Sterile Processing Servic . https://www.cfm.va.gov/til/dGuide/dgSPS-Log.pdf VHA Directive 1116(2) Additional and detailed design information is not limited to the links provided. C. SPECIAL PROVISIONS FOR CONSTRUCTION DOCUMENTS AE is responsible for professional quality and technical accuracy in providing VA with documents. Services include but are not necessarily limited to: 1. Contract administration 2. Civil design documents in detail of construction documents including all hydrology and hydraulics, topographic and boundary survey mapping, assumed and calculated values for road design, mass haul diagram, geotechnical information, environmental study, and all required permits. 3. Structural design documents in detail of construction documents including all structural plans, elevations, sections, details, schedules, calculations to size all structural components. 4. Electrical design documents in detail of construction documents including all plans, elevations, sections, details, diagrams, schedules, showing transformers, electrical vaults, power distribution systems, lighting, and signal systems. 5. Cost estimates at each review submittal phase showing detail quantities. Advise VA at earliest opportunity when project is over budget. No provision will occur for additional expense for redesign in later reviews. 6. Specifications for all sections of the work utilizing VA Master Specifications from website. Coordinate specs and edit for project application 7. Presentation and review submissions. Meeting with owning service hospital representatives, and field technical personnel. 8. Project phasing shall be developed to coordinate work with other construction activities, and to minimize disruption of normal operations of VA. 9. Quality Assurance and Quality Control (QA/QC). Develop and execute and demonstrate to VA the project plans and specifications have gone through QA/QC review with all disciplines and partners. D. DRAWINGS Drawings shall be based on standard VA guidelines. Drawings shall be normally in plan view, at a scale where work required is clear, legible, and easy to interpret. All original drawings shall be based on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/4" = 1'. Details shall have a minimum scale of 3/4" = 1'-0", and if possible, larger. Drawings shall be independent for demolition, architectural, mechanical, electrical, structural, civil, etc., and shall show, on separate views, required demolition and reconstruction details for each function. Drawings shall be prepared using "Autocad" 2020 or earlier and plotted on 30" x 42" polyester film sheets. Final drawings shall bear VA title block and nomenclature on polyester sheets. Drawings shall be on the same type and size sheets. All views, elevations, sections, etc., shall be complete to ensure total contractor compliance without any ambiguities, or subject to various interpretations. All drawing required are to show existing conditions as of the date of the design submission. A drawing index is to be included with all drawing sets showing the current revision number and date. Revisions for design phase drawings shall use letters to denote revision (A, B, C, etc.). Construction drawings shall use numbers (1, 2, 3, etc.) to denote revision. The final for construction, 100% drawings shall have all drawings reverted to revision 0 noting the start of construction drawings. Changes to previous drawing revisions should be clouded to note the location where the change occurred. Clouded changes from previous revisions are removed at each revision cycle, to where only new changes for that revision are clouded. All sheets of drawings shall contain AE official stamp with professional seal and signature along with the name and address of the firm. E. SPECIFICATIONS Specifications shall be based on VA Master Construction Specifications. Specifications shall be prepared and submitted individually in latest version of Microsoft Word. AE shall review and edit applicable sections of the specifications for completeness, relevance, and correctness. The intent is to provide specifications suitable for the project intention and detailed enough to enable the contractor to perform the work in the simplest and practical manner. Where a particular item is referenced in the specifications, consult with Engineering for direction on which item to select. The contractor shall not be provided options or choices to make selection from but must be provided the specific selection. AE shall obtain the name and type of specialty materials and equipment required for use on the project. All items shown in the specifications shall, if named specifically by brand or trade name, carry the statement "or approved equal" with salient characteristics listed. Exception may occur due to previously purchased or installed items interacting with new construction. In this situation, items used should be the same as existing or matched accordingly. Information on such items shall be provided by VA. Construction tolerances shall be specified in detail in all specification sections or identified on plans. Legal precedence of "specifications over drawings" shall not be used to resolve design ambiguities between drawings and specifications, or to justify omission of drawings or notes necessarily needed for clarity. Contradiction, ambiguity, or statements subject to various interpretations, shall be corrected to reflect a single clear intention. PART 4 CONSTRUCTION CONTRACT AWARD PERIOD AE shall provide technical design services during the period of Construction Contract award. These services shall include, but is not limited to: Attendance at pre-bid meetings Review of construction contractor s price and/or proposal. Provide written responses to bidder questions and issue amendments. PART 5 CONSTRUCTION PERIOD AE shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project. Additional construction period services shall include: Review of shop drawings and submittals Review of change order proposals and RFI's. Use on online project management system to track submissions such as RFI s, shop drawings, and submittals. System is to be like or equal to Procore/Prolog. Proposal shall include firm fixed price to conduct Six (6) on-site interim construction inspection visits as requested by VA. Attend meetings with contractor and VA as required, and provide complete written report of visit, or meeting. Team shall consist of three (3) technical team members at their discretion or at VA request; one member must be the project manager. One visit will be considered the final inspection for the project. AE is welcome to visit site upon request of COR during any time of construction process without further compensation described above. Pre-final and final inspections and preparation of itemized punch-list for project completion requirements The AE will review all submissions and provide recommendations to the VA within five (5) calendar days upon request. AE will review and provide replies to contractor / VA generated RFIs when required by the project manager within five (5) calendar days. PART 6 AE CONTRACT CLOSE-OUT VA will obtain handwritten, legible, as built plans from the contractor and forward to AE. AE shall submit the record drawings showing any changes or modifications to the Bid Documents reflected on the hard-copy set of as-builts provided by VA; Drawings shall be individually marked Record Drawing and submitted in a single package as follows; Drawings in AutoCAD (DWG) format of the entire project on CD. All drawing objects shall be removed. (e.g. Revit, Desktop, etc.) All drawings must plot properly using the NCS.ctb plot file. Provide a copy of AE firms typical CTB file and user information. Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files All drawings must be on the VA Cad Standard Layering convention. Drawings in an Adobe Reader (PDF) format of the entire project. 1 set of full size 30 x 42" polyester file reproducible. PART 7 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, VA regulations and standards, and federal and state regulations including, 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 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 and 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 the 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. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Complete all work tasks and provide all deliverables identified further in this document in section SCOPE OF WORK TASKS AND DELIVERABLES Complete all work under this contract in accordance with the identified roles and responsibilities of the Contractor identified further in this document in section ROLES AND RESPONSIBILITIES, PARTS 1 7 (All PARTS 1 7 or only PARTS 6 7) as identified above for the specific systems or capital projects. SCHEDULE FOR DELIVERABLES The Contractor shall complete the Date Delivered for each deliverable specified. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. If, for any reason, any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. If deliverable cannot be delivered within the scheduled time frame, compensation may be taken from the Contractor. Where a written milestone deliverable is required in draft form, the VA CO and/or Contracting Officer Representative (COR) will complete their review of the draft deliverable within ten (20) calendar days following the date of receipt. (Day 1 is the first business day after draft is received.) The Contractor shall have ten (10) calendar days to deliver the final deliverable from date of receipt of the Government s comments. (Day 1 is the first full business day after comments are received.) The COR shall instruct the Contractor to deliver draft milestone deliverables with regard to scheduled annual leave and/or sick leave. The purpose of this instruction is to ensure the COR reviews the information prior to or after periods of scheduled leave so as to meet the ten (10) calendar day review period. If for any reason any written milestone deliverable cannot be reviewed by the COR and delivered back to the Contractor within the scheduled time frame, the COR is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. If deliverable cannot be delivered within the scheduled time frame, compensation may be due to the Contractor. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. Changes to this SOW, e.g. additional requirements, may form a basis for equitable adjustment. Contractor shall inform both CO and COR jointly and immediately if, in the Contractor s opinion, work underway or requested is interpreted as a change to the SOW. Adjustments to task and deliverable completion dates necessary to meet identified requirements within the described sequence of tasks and deliverables shall not be a basis for equitable adjustment. REPORTING REQUIREMENTS The Contractor shall provide the COR with monthly written progress reports (original plus one copy). The progress report is due to the COR by the second workday following the end of each calendar month throughout the project's duration. Note: The COR is required to provide monthly progress reports to the Contracting Officer by the fifth workday of the new calendar month. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. The progress report shall include an up-to-date Attachment A showing all deliverables provided to CO and COR. The progress report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. TRAVEL Travel and per diem shall be included within the fixed firm price of services. Travel and per diem for attending meetings on site at VA Medical Center shall be itemized by activity to allow review of submitted invoices. The terms and conditions of the Federal Travel Regulations shall apply to all travel and travel-related matters authorized herein. All other travel expenses shall be without additional expense to the Government. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the Contractor. Any request for information relating to this contract, presented to the Contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. This acquisition is for Architect/Engineer (A/E) services and is procured in accordance with the Brooks Act as implemented in Subpart 36.6 of the Federal Acquisition Regulation. All submissions will be evaluated in accordance with the evaluation criteria. A "short listing" of 3-5 (more or less) firms deemed most highly rated after initial source selection (shortlisted) will be chosen for interviews. Interviews will be conducted by teleconference or virtually. 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. Please note this is not a request for proposal. Eligible responses received will be evaluated based on the following criteria and the most highly qualified will be compiled on a shortlist of candidates. The evaluation factors for the SF330 Evaluations are listed below in order and will be used to evaluate and select the short-listed firms. The evaluation factors I through III are of equal value and are most important. Evaluation factor IV is less important than the first three but is more important than evaluation factor V. Evaluation V is more important than evaluation factor VI. Evaluation factor VI is more important than evaluation factor VII and VIII. Evaluation factor VII and VIII are equal. I Professional Qualifications Necessary for Satisfactory Performance of Required Services Who will be the designated project manager (PM) for the project? What is the PM discipline, how much experience does the individual have with project management and then specific to boiler plants? What is the level of experience of the project manager and other professionals with VA requirements? What is the level of experience of the team related to constructing new boiler plants? What is their overall knowledge of integrating new boiler plants to existing buildings/infrastructure? II Specialized Experience with Healthcare Facility Related Designs, Complex Electrical and Mechanical Experience and Technical Competence in the Type of Work Required Who will be the lead mechanical, electrical, plumbing other person/s (specialists) for the project? How much experience does the individual/s have with designing mechanical, electrical, plumbing or other systems (specialties) for boiler plants? What is the level of experience directly with VA requirements? What is the level of experience related to health care? What is their overall knowledge of boiler plant construction? VA considers recent experience to be roughly 0-5 years. III-Past Performance on Contracts with Government Agencies and Private Industry in Terms of Cost Control, Quality of Work, and Compliance with Performance Schedules Talk about previous successful boiler plants (past performance). Please discuss highlights from your firms past boiler plant jobs that made your work exceptional. Please discuss lessons learned from any project and how you have used them on future projects (lessons learned from past performance). Talk about a successful project relating to building and integrating new boiler plant to an existing building/infrastructure. Describe past techniques used to monitor and adhere to project budget. Explain your thoroughness to complete the job, while adhering to project specifications and deadlines. Please include cost control chart of your last 10 jobs that includes current performance schedules. IV-Past Performance on Contracts with Government Agencies and Private Industry During Construction Period of Services (CPS) Talk about previous successful CPS for boiler plant projects (past performance). Please discuss highlights from your firm s past boiler plant jobs during CPS that made your work exceptional. Give an example of a successful project where design issues arose during CPS and how they were corrected or resolved. Explain your thoroughness to review RFI and submittals, while adhering to project specified review times. V- Organization, Management and Quality Control Who is responsible for quality control (QC)? How does the QC relate to the project? Who completed (or will complete) QC for the project? How does the prime (management of the sub-consultants) intend to monitor and guarantee their subs performance, cooperation and involvement during the duration of the project? What action will you take when problems arise? What does your organizational chart depict for this project? VI- Capacity Discuss the prime s relationship with the listed sub-consultants and their experience together. Discuss the prime's capacity as a company and include specific individuals capacity Please discuss your subs capacity to accomplish the needed work. VII- Litigation and Insurance List any significant claims against the firm because of improper or incomplete architectural and engineering services in the last 10 years. VIII Distance Geographical location from Beckley, West Virginia VA Medical Center NOTE: UPON AWARD, THE FOLLOWING WILL APPLY: The A/E disciplines include, but are not limited to, the following: Architectural, Civil, and Mechanical/Electrical/Plumbing (MEP) which includes the following disciplines: estimating, structural, mechanical (HVAC), electrical, plumbing, geotechnical, design, certified physical security specialist and engineering services related to healthcare facilities. Award is contingent upon the availability of funds. Contracting Office Address: Department of Veteran Affairs Millard Adkins, CO 517/90C Building 2 200 Veterans Drive, Beckley, WV 25801 Point of Contact(s): Millard M Adkins, Contracting Officer, email address: millard.adkins@va.gov
