This request for A-E firm qualifications packages is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under VAAR 852.219- 10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside/ VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION). THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR SF 330'S ARCHITECT/ENGINEER QUALIFICATION PACKAGES ONLY. ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS CONTAINED HEREIN. NO SOLICITATION PACKAGE, TECHNICAL INFORMATION, OR BIDDER/PLAN HOLDER LIST WILL BE ISSUED. THERE WILL BE NO SITE VISITS ARRANGED DURING THIS PHASE OF THE REQUIREMENT. PUBLIC ANNOUNCEMENT FOR PROCUREMENT OF ARCHITECT-ENGINEERING (A/E) SERVICES: This is a request for Standard Form 330, Architect-Engineer Qualifications only. A-E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) subpart 36.6. All submissions will be evaluated in accordance with the below selection criteria. 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. Firms will be selected based on demonstrated competence and qualifications for the required work. Any resulting award for the proposed A/E services will be procured under a negotiated Firm-Fixed Price contract. GENERAL INFORMATION: The Department of Veterans Affairs, Durham Veterans Administration Medical Center (VAMC), is seeking sources and intends to award a firm fixed-price contract for Architect/Engineering (A/E) firm to provide services for Project # 558-21-106, Correct Atrium Fire Protection Issues, located at 508 Fulton St, Durham, NC 27705. (See Scope of Work). The A/E Services listed herein is being procured in accordance with the Federal Acquisition Regulation (FAR) 36.6 and VAAR 836.6. Potential contractors must be registered in SAM (www.sam.gov) and visible/certified in Vet Biz (https://www.vip.vetbiz.va.gov) at time of submission of their qualifications in order to be considered for an award. As a prospective offeror or bidder for this Service-Disabled Veteran-Owned Small Business (SDVOSB) set aside, you are verifying your company meets the status requirements of a SDVOSB concern as established by VAAR 852.219-10. NOTE - Offerors are referred to 852.219-10 (d)(1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. In order to assure compliance with this clause, all firms submitting a SF330 for this Sources Sought Notice are required to indicate what percentage of the cost of contract performance will be expended by the concerns employees and in which discipline(s) and percentage of cost of contract performance to be expended (and in what disciplines) by any other subcontracted or otherwise used small or large business entity(s). Any subcontracted or otherwise business entity(s) used must be identified by name, office location and size/type of business (i.e. SDVOSB, VOSB, 8(a), large, etc.). All submissions will be evaluated in accordance with the evaluation selection criteria as specified herein. Point of Contact: Jamie Sullivan, Contracting Officer. Email:
[email protected] PROJECT INFORMATION: Project # 558-21-106, Correct Atrium Fire Protection Issues Durham VAMC 508 Fulton St. Durham, NC 27705 **SEE SCOPE OF WORK The NAICS Code for this acquisition is 541330, Architectural Services and the applicable Small Business Size Standard is $16.5 million annual revenue. The duration of the project is currently estimated at 994 calendar days from the issuance of the Notice to Proceed. An Architect & Engineer (A/E) contract will be negotiated for the development of complete construction documents which include working drawings, specifications, reports, and construction period services. The A/E will be given written information; participate in project planning meetings, pre-proposal meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or e-mail; and is expected to coordinate so that the final documents include all requirements in accordance with industry standard practices, VA standards, VA design manuals, and review comments. A/E SELECTION PROCESS: The agency has convened an evaluation board for the evaluation of responses to this notice. Responses will be evaluated in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) 36.6. Specifically, SF 330 submissions will be evaluated to identify the most highly qualified firms, using the selection criteria identified below. Discussions will be held with at least three (3) of the most highly qualified firms. Interviews may be conducted. The processes at FAR 36.602-4 and FAR 36.606 will then be followed. Selected firms will be notified by telephone or email of selection and provided further instructions. Evaluating past performance and experience may include information provided by the firm, customer inquiries, Government databases, and publicly available sources. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member actually performing the work under this contract. SELECTION CRITERIA: The Department of Veterans Affairs shall evaluate each potential contractor in terms of the following as M firm meeting the synopsized selection criterion and "NM" means that the firm did not meet the synopsized selection criterion. Evaluation and selection of firms will be based on submissions and direct responses to the following criteria: Selection Criteria: Professional qualifications necessary for satisfactory performance of required services showing recent experience of the project team with comparable hospital projects within the past five years in which the construction has been completed. Do the qualifications indicate that the project team has recent direct experience on hospital projects designing similar improvements to those proposed at the Durham VAMC? Is the architect/engineer providing a team where each member has more than 5 years of experience in the project s key engineering disciplines? Specialized experience and technical competence in the type of work required, specifically fire protection systems, infection control and life safety requirements. Does the architect/engineer provide evidence of understanding of the project; and any unique architectural/engineering aspects associated with the proposed project and how to address them? Capacity to accomplish the work in the required time; Does the proposed design team have sufficient capacity to work on this project? Has the firm demonstrated an ability to meet design schedules in the past and their record of working together as a team? Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules in a hospital setting. Does the proposed architect/engineer have past performance with ratings satisfactory and above while working on hospital projects? Does the architect/engineer have a reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates. What evidence do the qualifications provide as to the architect/engineer s commitment to proactive and consistent representation during construction specifically answering RFIs, reviewing submittals, and conducting periodic site visits? Record of significant claims against the firm because of improper or incomplete architectural and engineering services. The extent to which potential contractors identify and commit to the use of Service-Disabled Veteran-owned small businesses, Veteran-owned small businesses, and other types of small businesses as subcontractors. Location In the event that evaluations of SF330 s result in the same rating, proximity to the facility will be used as a tiebreaker. This distance will be determined according to http://maps.google.com/. For firms which have multiple/regional offices, the location of the primary project team will be used to calculate the distance and should be provided in the SF330. NCO6 will evaluate past performance on recent and relevant contracts with government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedules, and a record of significant claims against the firm due to improper or incomplete engineering services (references required). Submission Requirements: i. Submit a minimal of three (3) references; any of the following evaluations are acceptable: a. Contractor Performance Assessment Report System (CPARS), or b. Past Performance Questionnaire (PPQ) evaluation for each project submitted. ii. If a completed CPARS evaluation is available, it shall be submitted with the completed SF330 package. If there is not a completed CPARS evaluation, the PPQ included with this notice is provided for the Offeror or its team members to submit for each project included in criterion (4). If a PPQ is submitted, but an official CPARS evaluation is found for that project in government databases, the official evaluation will take precedence. If a CPARS evaluation is not available, ensure correct phone numbers and email addresses are provided for each contract customer/reference. Completed PPQs shall be submitted from references directly to the Contracting Officer via email. iii. A-Es should follow-up with references to ensure timely submittal of questionnaires. Questionnaires shall be submitted directly to the Governments point of contact, Jamie Sullivan, Contracting Officer, via email at
[email protected], prior to the response date. A-Es shall not incorporate by references into their response CPARS or PPQ evaluations previously submitted in response to other A-E services procurements. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation. Submitted CPARS and PPQ evaluations will not be counted as part of the 30-page limitation and shall be attached to the SF330, behind the SF330 Part II document. NOTE: Recent is 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. Relevancy is defined as performance of work on projects that are similar in scope to the types of projects anticipated under the resultant contracts. Respondents with no previous past performance shall state this when addressing the selection criteria. Where there is no record of past performance, the proposal will be evaluated neither favorably nor unfavorably. Superior performance ratings on relevant projects may be considered more favorably in the evaluation. Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. (Awards, Outstanding Merits, Recommendations) Record of significant claims against the firm because of improper or incomplete architectural and engineering services. PLEASE NOTE: The AE Evaluation Board must be provided with complete and accurate information for ALL evaluation factors above as qualified and eligible firms. Therefore, the AE firm must expand upon, as it deems necessary, on any evaluation factor not well demonstrated or addressed with Part 1A to Part IG and Part II of the SF330. The AE firm shall use Part IH and/or use additional sheets to supplement/address all evaluation factors to clearly demonstrate its qualifications. QUESTION PERIOD: Questions shall be submitted to the Contracting Officer, Jamie Sullivan, via email at
[email protected] by Monday, January 25th, 2021 at 3:00 PM EST. All relevant questions will be addressed by amendment. LIMITATIONS 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. As prescribed in 819.7009, insert the following clause: VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION) (a) Definition. For the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVSOB: (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition); (ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; (iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (https://www.vip.vetbiz.va.gov); and (v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406 and 125.6, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB. The nonmanufacturer rule and the limitations on subcontracting apply to all SDVOSB and VOSB set-asides and sole source contracts. (2) Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16). (b) General. (1) Offers are solicited only from eligible service-disabled Veteran-owned small business concerns. Only VIP-listed service-disabled Veteran-owned small business concerns (SDVOSBs) may submit offers in response to this solicitation. Offers received from concerns that are not VIP-listed service-disabled Veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a VIP-listed service-disabled Veteran-owned small business concern that meets the size standard for the applicable NAICS code. (c) Representation. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible. Therefore, any reference in 13 CFR part 121 and 125 to a service-disabled Veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB and only such concern(s) qualify as similarly situated. The offeror must also be eligible at the time of award. (d) Agreement. When awarded a contract (see FAR 2.101, Definitions), including orders under multiple-award contracts, or a subcontract, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR part 121.406 and 125.6, provided that for purposes of the limitations on subcontracting, only VIP-listed SDVOSBs shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An independent contractor shall be considered a subcontractor. An otherwise eligible firm further agrees to the following: (1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (2) Supplies or products. (i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (ii) In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver is described in 13 CFR 121.406(b)(5) is granted. (3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (4) Special trade contractors. In the case of a contract for special trade contractors, it will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs. (5) Subcontracting. Any work that a VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, cost of materials is excluded and not considered to be subcontracted. For mixed contracts and additional limitations, refer to 13 CFR 125.6. (e) Joint ventures. A joint venture may be considered an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any reference therein to service-disabled Veteran-owned small business concern or SDVO SBC, is to be construed to mean a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants. (f) Precedence. For any inconsistencies between the requirements of the SBA program for service-disabled Veteran-owned small business concerns and the VA Veterans First Contract Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program requirements have precedence. SUBMISSION CRITERIA/REQUIREMENTS: Interested firms having the capabilities to perform this work must submit: ONE (1) ELECTRONIC SF 330, including Parts I and II, and attachments (if any) electronically to
[email protected] no later than 8:00 a.m. Eastern Standard Time on Monday, February 15, 2021. Interested firms are responsible for ensuring electronic delivery of submission by the time and the date specified. It is highly recommended interested firms confirm electronic submissions have been received by the Contracting Officer. All SF-330 submissions shall be clearly marked with the subject line displaying the SF-330 Submission: 36C24621Q0238 Durham VAMC . Size limits of e-mails are restricted to 10MB. If more than one email is sent, please number emails in Subjects as 1 of n . (Example: SF-330 Submission: 36C24621Q0238 Durham VAMC (1 of n, 2 of n, etc.). AND MAIL THREE (3) HARDCOPIES to be received no later than 8:00 a.m. Eastern Standard Time on Monday, February 15, 2021. SF 330, including Parts I and II, and attachments to: DURHAM VA Medical Center ATTN: Chris Tartaglia 508 Fulton Street Building 6 - Engineering Durham NC 27705 Interested firms are responsible for ensuring delivery of submission. All SF 330 submissions must include the following information either on the SF 330 or by accompanying document: 1) Cage Code 2) Dun & Bradstreet Number 3) Tax ID Number 4) The E-mail address and Phone number of the Primary Point of Contact 5) A copy of the firms VetBiz Registry 6) SF 330 MUST INDICATE THE PERCENTAGE of the contract performance cost that will be expended by the prime firm s employees and in which discipline(s) and subcontracted percentage of contract performance cost to be expended (and in what disciplines). Any subcontracted or otherwise business entity must be identified by name, office location and size/type of business (i.e. SDVOSB, VOSB, 8(a), large, etc.). This is in order to assure compliance with FAR Clause 52.219-14(b)(1) Limitations on Subcontracting. Failure to provide this information may deem the Firm as nonresponsive and preclude SF 330 submittal from being included further in the evaluation process. 7) References noted in Selection Criteria The firm and/or AE on staff representing the project must follow State of North Carolina guidelines under State law for all licensing requirements to sign and seal drawings. Each respondent must be able to demonstrate the ability to comply with FAR Clause 52.219-14, Limitations on Subcontracting. Electronic submittals received after the date and time specified will not be considered. Late proposal rules per FAR 15.208 will be followed for late submittals. Firms not providing the required information may not be considered. All information must be included in the SF330 submission package. It is the offeror s responsibility to check the Contract Opportunities website at: Beta.SAM.gov for any revisions to this announcement prior to submission of SF330s. SCOPE OF WORK Correct Atrium Fire Protection Issues Project Number: 558-21-106 BACKGROUND The VAMC in Durham, NC is located on over 17 acres and has multiple buildings. There is a large atrium with a footprint of over 4,000 square feet that is over 4 stories tall located in Building 1. The canteen kitchen connects to the atrium. The canteen atrium and kitchen area have multiple fire protection deficiencies. The intent of this project is to fix the below deficiencies: The atrium does not have any fire rated separation from the connected occupancies. There is no smoke control system. The egress paths from the atrium are not code compliant. The fire alarm devices in the atrium do not have code compliant spacing. The conference room in the atrium has an excessive common path of travel. The kitchen area lacks code compliant kitchen suppression and sprinkler protection. The atrium at the ground floor is attached to the canteen kitchen which has a commercial kitchen. The atrium is surrounded by business occupancies on 2 floors and health care occupancies on 2 other floors. One of the exits from the atrium requires you to use a path of egress that could be exposed to radiation. Contractors on site are obligated to report any suspected or observed Fraud, Waste, and/or Abuse of government resources to their immediate supervisor; supervisor will be responsible for elevating the reports to appropriate party, as needed. SCOPE OF WORK Location of Work: This project location is in the atrium and the occupancies surrounding the atrium of building 1 of the Durham VAMC which includes the atrium, the atrium dining area and conference room, the canteen kitchen, and all means of egress from the atrium and kitchen areas. Work will be taking place in an occupied healthcare facility in operation 24 hours a day. This work will require appropriate personal protective equipment and proper infection control measures. Work will be phased to minimize disruption to medical center operations. Codes and Standards: This project will meet but is not limited to the following most recent codes and standards. VA Fire Protection Design Manual VA Design Manual for HVAC systems NFPA 101, 92B, 92, 96, 72, 13, 241, and 90a National Electric Code (NEC) All applicable VA TIL Architect-Engineering Services: Code Analysis - As part of the design the A/E will provide a detailed code analysis (per applicable codes) and comprehensive review of existing conditions for the entire Canteen Atrium. This will include but is not limited to: An egress analysis for the means of egress for occupants of the atrium, atrium conference room, and the entire canteen kitchen area including: Occupant loads Occupancy use and classifications Required egress capacity Actual egress capacity Common paths of travel, travel distances, and any dead-end corridors All aspects of the atrium shall not be considered a previously approved atrium. A narrative shall detail all code deficiencies associated with the current locations described in 1. Location of Work. Design Scope A full design will be created by the A/E based, in part, on the deficiencies found in the code analysis. The A/E will provide a design of a code compliant atrium, canteen kitchen, and means of egress from the atrium and canteen kitchen which will include but is not limited to: A NFPA 92 designed smoke control system with calculations and test procedures. Ensure coordination with existing building HVAC and BAS systems is provided per NFPA 90a and discussions with VA personnel. A design for maintaining a 1-hour fire rated separation from the Atrium per NFPA 101 and VA specifications. The design will show new code compliant paths of egress for the required occupant load. Code compliant sprinkler coverage throughout the atrium and canteen kitchen per NFPA 13 and VA specifications. Code compliant fire alarm coverage throughout the atrium and canteen per NFPA 72 and VA specifications. Redesign of the canteen atrium conference room to provide code compliant egress. Provide a code compliant design for the kitchen canteen commercial cooking operations per NFPA 96 and VA specifications. Lead and Asbestos sampling and demolition plan in the project area. The A/E shall investigate the radiation hazard through the southern atrium exit and provide a design to allow code compliant egress. The A/E shall provide comprehensive phasing for any demolition and construction work that will affect canteen operations and/or means of egress. Ensure ICRA requirements are detailed on all drawings. Provide a design for construction separation from all occupied hospital areas per NFPA 241 and VA specifications. Provide a detailed description in phasing that will affect atrium canteen dining area and kitchen operations. Design: Provide design documents with working drawings, specifications and cost estimate at 30%, 60%, 90%, and 100% design stages Design Deliverables: Design Report (included in Part I submission): Prior to the initiation of any detailed design, the A/E shall, in conjunction with representatives of the Engineering Department, review documentation, conduct department interviews and tour project areas. Next the A/E will develop various alternatives, which will be presented to the Engineering Department for selection with ROM construction estimates. Part I - 30% Submission: The requirements are working drawings at the 30% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 8 half size set of drawings (22 x 34 ) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings(.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM. Part II - 60% Submission: The requirements are working drawings at the 60% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 1 full size set of drawings (30 x42 ) on bond paper, 4 half size set of drawings (22 x 34 ) on bond paper, 4 copy of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. Part III - 90% Submission: The requirements are complete construction drawings showing all details and views, updated detailed cost estimate, and finalized specifications. Submit 1 full size set of drawings (30 x42 ) on bond paper, 4 half size set of drawings (22 x 34 ) on bond paper, 4 copy of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings(.pdf and AutoCAD) and specifications on a CD-ROM. Part IV - Final 100% Submission: Provide 1 set of drawings (30 x42 ) on bond paper, 4 sets of half size drawings on bond paper, a set of unbound specifications, and an electronic copy of the drawings(.pdf and AutoCAD) and specifications on a CD-ROM. The design deliverables must adhere to the following requirements: Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include; Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 verbiage shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. This information should be directly related and correspond to a specific submittal number enumerated in the Submittal Register as identified below. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½ x 11 bond paper using 12pt Times-New-Roman fonts. The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions. Construction Cost Estimates: The A/E shall prepare Construction Cost Estimates in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, overhead, and profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with 60%, and 100% design reviews and for the final submission. As part of the cost estimating effort, the A/E shall provide a Schedule of Values such that discrete elements of the Specifications are identified and may be used in negotiations with a proposal bidder. Submittal Register: The A/E shall develop a list of all uniquely identified submittals required by the specifications in Section 1 of each individual specification. This submittal register should be submitted to the COR for approval in Microsoft Excel using the CSI 34-division format. The register should include specification reference, and item to be reviewed/approved and correspond to the Submittal Requirements as identified in the Specification Section addressed in paragraph above. Narratives: Written narratives shall be used as part of each design submission. The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission. Reproduction: The A/E shall be responsible for all reproduction during design; however, only materials which are submitted to the VA for design reviews shall be reimbursable. All other reproduction for in-house reviews, consultants, etc. shall not be reimbursed. Note that all bid administration activities will be performed by the VA Contracting office. Submission Due Dates: Part I - 30% Submission Due: 66 Days from NTP VA Review 87 Days from NTP Part II - 60% Submission Due: 117 Days from NTP VA Review 138 Days from NTP Part III - 95% Submission Due: 183 Days from NTP VA Review 204 Days from NTP Part IV - Final 100% Documents Due: 234 Days from NTP Note: The VA will have 3 weeks to review each submission 30%, 60%, 95% and 100%. Construction - Provide construction period services which shall include submittal review and as-built preparation. Bidder Site Visit: Participate and facilitate this site visit in conjunction with the Contracting Officer and COR, contractors, and representatives of the Building Committee as needed. At this meeting, potential contractors will walk the site limits to discuss the scope of work. The AE shall also be required to evaluate RFI s resulting from the Bidder Site Visit, in order to clarify project requirements. Pre-Construction Meeting: Participate and facilitate this meeting in conjunction with the Contracting Officer and COR, contractor, and representatives of the Building Committee as needed. At this meeting the staging area and work site rules shall be discussed again with the contractor (these should already be included in the specifications). Contract specifications should require a construction schedule submitted within 14 calendar days from the Notice to Proceed. Submittal Review and Logs: Designer shall prepare and maintain a log of key submittals and of RFIs and provide the same to the Contracting Officer and COR. Reviewed submittals are to be returned within 10 working days to the COR. Designer is fully responsible for review of all submittals, retaining a record copy of submittals for turn over to the owner upon project completion, and communication with the contractor regarding any deficiencies or changes required to the submittals. Response to RFI s: The A/E shall be responsible for evaluating RFI s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI s which result in a change to contract cost. Construction Change Orders: Designer shall prepare the Statement of Work and Cost estimates (returned within 10 calendar days) as needed. Monthly Site Inspections: Designer shall meet monthly with the contractor, COR and others needed to inspect the progress of the construction and report any deficiencies to the same. Monthly Progress Meetings: In conjunction with the monthly site inspection, the designer shall hold formal progress meetings with contractor, contracting officer, and COR. At these meetings the agenda shall contain a narrative of work completed the previous month, work upcoming, submittals or RFIs outstanding, schedule update, any special coordination items requiring actions, and discussion of change orders or time extension requests. Minutes of this meeting shall be issued within three (3) working days of the meeting. Final Acceptance Testing: The design team shall provide a fire protection engineer, per 5.b., that will conduct final acceptance testing of the atrium smoke control system and all other fire protection systems that were designed and installed during this project. The fire protection engineer will provide a detailed acceptance test report upon project completion. The fire protection engineer will coordinate all testing with the Durham VAMC and the AHJ. Project Close Out: Designer shall receive notice of intent for final inspection from the COR, and contractor shall propose a time and place for this to occur in conjunction with the Contracting Officer and the COR. Following the final inspection, the designer shall issue a punch list. Contract documents shall specify that the contractor has 15 calendar days to complete the punch list and notify the designer for re-inspection. Following re-inspection and project acceptance the closeout phase will occur. Record Drawing Submission: Provide 2 updated sets of drawings (30 x42 ) on bond marked as As-built Drawings that include the contractor s mark-ups and an electronic copy of these updated drawings on CD in DWG and PDF formats. Construction Amount: The project is to be designed within an estimated base construction cost. If the base bid cost exceeds budget, the A/E shall redesign or take steps necessary to reduce cost, so the budget limitations are not exceeded. Period of Performance: The period of performance is 994 calendar days from issuance of the NTP. Design Completion: 234 calendar days; includes VA design review. Procurement Timeframe: Six (6) months from the time Engineering submits package to contracting. Construction Period Services: 580 calendar days. Government Supplied: The facility record drawings and AutoCAD files are available for the AE s use. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record drawings must be field verified by the AE. Prints of any current as-built drawings shall be made available to the AE during any of the site visits if requested. The VA Engineering Department drawing files, large size copier, and paper will be made available for use by the AE for this purpose. The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.va.gov/facmgt/standard). These documents and all national, state, and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes: VHA Program Guide PG-18-3 VA Master Construction Specifications VA Design Manuals National Electric Code PG-18-13 Barrier Free Design Handbook Life Safety Codes Electrical Design Manual Government-furnished Record Drawings (AE to field verify conditions) PG-18-15 AE Submission Requirements. Required Training All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix D relating to VA information and information systems. Successfully complete the appropriate VA privacy training and annually complete required privacy training. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Project Area END OF SCOPE OF WORK