Fed-Biz-Opps Notice: VA242-17-R-0121 Notice Type: Special Notice Sources Sought/SF330 Submission Synopsis: The VA Medical Center, Buffalo, NY is engaging in a short-list selection process as defined in FAR 36.602-5(a) for a Service Disabled Veteran Owned Small Business (SDVOSB) AE firm for a project associated with the development of drawings and specifications for the replacement and relocation of the existing Air-Handling Unit (AHU) and design of a new room to house the AHU relocation. This project will take place at the VA western New York Health System, 3495 Bailey Ave, Buffalo, NY 14215. If you would like to be considered for this procurement, please send an email to
[email protected] expressing your interest in being considered. Please attach your SF 330, tailored to this specific procurement that addresses the adjectival ratings outlined in the Short List Criteria Utilizing the SF 330 Form shown at the bottom of this document. The geographic limitation for this project is a 300 mile driving distance using Mapquest to calculate mileage. The SF 330 s must be received by Friday, December 16, 2016. Discussions will be held with the top three ranking firms. These discussions will at a minimum include a verification of accuracy of the information within the SF 330 and a chance to provide any updated information. Responses to discussion items will be evaluated using the same factors stated in the Short List Criteria Utilizing the SF 330 Form . This procurement is 100% set-aside for Service Disabled Veteran Owned Small Businesses. The disclosure of the magnitude for this project is between $100,000.00 and $250,000.00. The NAICS Code for this procurement is 541330. Contracting Office Address: Department of Veterans Affairs 2875 Union Rd. Suite 3500 Cheektowaga, NY 14227 Place of Performance: Department of Veteran Affairs Upstate New York Healthcare Facility 3495 Bailey Ave. Buffalo, NY 14215 Point of Contact: David Esmay, Contracting Officer Requirement: The intent of the project is to replace the existing AHU and minimize down time by installing the new unit in an adjacent room. The project specific scope of work shall include, but is not limited to the following overview of requirements, Consultation and discussion with VA staff to establish Design Basis. Demolition and construction in project area associated with facility, aesthetic and system enhancements. Modification of room 212-D to convert to a Staff Breakroom including removal of existing sink, painting, installation of new sink and pantry. Modification of room 203-D to convert to a Mechanical Room including removal of ceiling and sprinkler modification. Installation a multi-fan Air Handling Unit (AHU) in the new Mechanical Room: A factory fabricated assembly consisting of fan, coils, VFD s, filters, and other necessary equipment to perform the functions of circulating, cleaning, heating, cooling, humidifying, dehumidifying, and mixing of air. Extend utilities to the new Mechanical Room to provide proper operation of the AHU including steam, domestic water, chilled water, and electric. Provide floor sinks for piping discharges and connect to existing sanitary sewer. Determine capacities of existing ductwork and call for cleaning of existing ducts. Call for testing, balancing, field startup by an authorized manufacturer s representative. Replace (2) reheat coils and filter box in room 203-D. Extension of Andover system including all engineering, programming, controls and installation materials, installation labor, commissioning and start-up, training, final project documentation and warranty Modify existing ductwork to connect to new AHU, and take all necessary steps to minimize down time of existing AHU to the Endoscopy area. After new AHU is fully operational, disconnect existing utilities to existing AHU in Room 202D and remove unit. Remove all utilities back to mains and cap. Testing for asbestos containing materials and for complete abatement of any materials within the work area. Call for 20% of work to be done off hours or weekends. . SCOPE OF WORK: PART 1A Services The Consultants scope of work for PART 1A services (Schematic/Investigative services) shall include, but is not limited to the following: The Consultant shall conduct intense, on-site design sessions/meetings. The Consultants team shall work closely with key VA staff to develop the schematic design for the project. The schematic design is an iterative process where the A/E obtains client input, refines the design, and then presents the updated design for client feedback/approval. The Consultant shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. Consultant shall conduct field investigation as necessary to confirm routing of existing utilities and constructability of the concepts. The goal of the schematic design is to obtain Medical Center approval of a basis of design for the project and finalize, or freeze critical design parameters, including: Equipment List and Layouts Construction Budget Design and Construction Schedules The consultant shall perform all hazardous material investigation and analysis necessary to complete the project. Asbestos investigation shall be in accordance with 12 NYCCR Part 56. Lead Investigation shall be in accordance 29CFR-1926.62. During the Schematic Design process the Consultant shall develop and submit a preliminary construction cost estimate and schedule for all required work. Attend periodic design meeting for the purpose of finalizing/freezing the design basis and program requirement for the project as well as periodically provide the VA with the status of design. In addition to a project kick off meeting the consultant shall attend the following meetings associated with submissions. The consultant shall provide meeting minutes within 1 week of the meeting to document the outcome. Preliminary Study submission shall include an Executive Summary summarizing recommendations and any options selected by the VA. Report shall also include life safety analysis complete w/NFPA section(s) used as basis s. Provide detailed calculations complete with back up documentation for all MEP designs including: HVAC System Design Fire Protection Design Electrical System Design Design Submission Schedule Within (3) days of meetings, the Consultant shall provide meeting minutes and supporting materials such as functional plans, equipment lists or layouts, and design narratives to document the basis of design, design schedule for 1A and 1B and program approved by the Medical Center at the meeting. Furnish two (2) sets of design documents with each design submission, a review meeting will be held 2 weeks after the submission. The design documents shall include Specifications, drawings and construction cost estimate. Additionally one (1) electronic set of each document formatted in PDF (50 and 90%), AutoCAD 100%, MS Excel (estimate) and MS Word (specs) shall be provided on CD. First Submission: 50% Documents shall be submitted to the Contracting Officer ten (10) calendar days after receipt of the notice to proceed. This submission includes programming narrative, drawings phasing recommendations, impact of the construction on the Medical Center, and construction cost. Second Submission: 90% Documents shall be submitted to the Contracting Officer Ten (10) calendar days after receipt of VA s comments on the 50% submission. This submission includes final report outlining programming and options reviewed, drawings, phasing recommendations, impact of construction on Medical Center, and construction cost estimate. The A/E shall incorporate all VA review comments generated by the 90% review The Final 100% submission shall include preliminary drawings, and a detailed report summarizing options reviewed, project design basis/programming, recommendations and a cost estimate for each option. 100% Documents shall be submitted to the Contracting Officer Ten (10) calendar days after receipt of the VA s comments on the 90% submission. Part 1B services will commence after VA review period. PART 1B Services The Consultants scope of work for PART 1B services (Detail Design, Construction Documents Development) shall include, but is not limited to the following: General Requirements: The Consultant shall conduct intense, on-site design sessions/meetings. The Consultants team shall work closely with key VA staff to review and refine the schematic design for the project. The Consultant shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. Consultant shall conduct field investigation as necessary to confirm routing of existing utilities and constructability of the concepts. All work shall be accomplished in strict accordance with the latest codes and standards. The consultant shall review and include any/all applicable standards and codes, including, but not limited to: Latest versions of VA Master Construction Specifications Standards, and Design Manuals. The VA s Internet address for VA Master Construction Specifications and other references is: http://www.va.gov/facmgt/standards/standard.htm. Latest versions of NFPA, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes. Consultant shall prepare MEP drawings showing system flow (flow diagrams, device outputs, etc.) and control (points list, sequence of operation, etc.) diagrams. Valve and device tags shall in accordance with existing facility naming convention. Development of phasing/impact documentation/plan for the construction documents to mitigate impact on the Medical Center. VA Record Drawings will be provided upon the A/E s itemized request. NOTE: Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Consultants responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions. Coordination and verification that proposed work (ductwork, piping, electrical, etc.) can and will fit and be maintainable in both existing and new ceiling spaces, walls, and the like. Provide final detail calculations complete with back up documentation for all MEP designs including HVAC Design Fire Protection Design Electrical System Design A fire and safety review of the design documents will be conducted by the VISN2 Fire Protection and Safety Engineer. AE shall send 50% and 90% design documents for review to: Jeffery Belczak Fire Protection and Safety Engineer VISN 2- VA Healthcare Network Upstate New York 1304 Buckley Road, Suite 303 Syracuse, New York 13212 Tel: (315) 425-4400 x53832 A/E shall respond in writing to all Fire Safety review comments and shall incorporate all required items into the drawings and specifications. The Consultant shall develop drawings and specifications to address the findings of the hazardous material investigation. Design documents shall conform to the most current Federal Regulations. The Consultant shall provide a Submittal and RFI Register in Excel format for the Contractors use. The Consultant shall develop the 010000 General Conditions section of the project specifications from the VHAWNY standard. Items to be addressed in the general conditions include but are not limited to the following: Project submittal procedures. Reporting requirements for tracking amount of material removed during demolition. Notification requirements for rough in, final, and start up inspections. Request procedures for utility shutdown Requirements for weekly meetings and submission of meeting minutes. Submission requirement for employee certification documentation (OSHA, NEBB, etc.) The consultant shall also include all NFPA section(s) used to develop drawings. NFPA sections shall be shown on the construction drawings. Design Submission Schedule: Furnish two (2) sets of design documents with each design submission, a review meeting will be held after each submission. The design documents shall include Specifications, drawings and construction cost estimate. Additionally one (1) electronic set of each document formatted in PDF (50 and 90), AutoCAD 100%, MS Excel and MS Word shall be provided on CD. First Submission: 50% Documents shall be submitted to the Contracting Officer Twenty (20) calendar days after receipt of the VA s 100% Part 1A comments. This submission includes selected specifications (edit with a single line drawn through area(s) to be deleted, an asterisk shall be placed next to any new set of instructions and or equipment to be added to the specification), construction submittal register listing Divisions, Sections and submittal types, plans, phasing recommendations, impact of construction on Medical Center, and construction cost estimate. Second Submission: 90% Documents shall be submitted to the Contracting Officer Fifteen (15) calendar days after receipt of VA s comments on the 50% submission. This submission includes selected specifications (edit and printed double side), submittal register listing Divisions, Sections, and submittal types, plans, phasing recommendations, impact of construction on Medical Center, and construction cost estimate. The A/E shall incorporate all VA review comments and VA Safety Officer s comments from the fire and safety review generated by the 90% review Provide two (2) sets of 100% design documents along with one CD copy of the documents electronically. The specifications shall be printed double sided; all documents shall be submitted to the Contracting Officer with-in ten (10) calendar day after receipt of VA s comments on the 90% submission. Construction Estimate During the design process the Consultant shall develop and submit a comprehensive construction cost estimate and schedule for all required work. Design Schedule: During the design process the consultant shall develop, submit and periodically update the design schedule for parts 1A, 1B, 2, and 3 Services. PART 2 Services The Consultants scope of work for PART 2 services shall include, but is not limited to the following: The Consultant shall attend periodic construction meetings to discuss progress, process submittals and address RFIs. Price shall be based on five (5) meeting of 2 hours each with the one personnel from the prime consultant and two (2) meetings of 2 hours each with one personnel from the sub consultant. The consultant and/or Sub consultant shall provide meeting minutes within 1 week of the meeting to document the outcome. The Consultant shall review/comment on all project submittals and RFI s. Consultant shall provide a written response to the VA COR for each submittal/RFIs within 10 days. The Consultant shall review hazardous material work/abatement plans and hazardous material disposal manifest for compliance to the project documents and applicable regulations. The Consultant shall provide cost estimates for any existing conditions and/or unforeseen conditions that result in change orders which shall include labor, material, profit/overhead, etc. The Consultant shall produce As-Built drawings from the field markups obtained from the contractor and during periodic field visits and meetings The Consultant shall require the contractors vendor (Simplex) to update the VA s master Fire Alarm drawings. The Consultant shall up-date floor plans. (showing existing wings and new renovated wing) The Consultant shall coordinate, schedule, and oversee the startup of equipment and systems included in the design, including but not limited to: Balancing of Air and Liquid Systems Verification of Fire Alarm System Point Verification and Equipment Operation for HVAC, Chilled Water and Steam PART 3 Services The Consultants scope of work for PART 3 services shall include, but is not limited to the following: The Consultant and or Sub consultant shall perform periodic site visits to inspect the status of work during the course of the construction phase of the project (quote shall be based on 4 visits for 2 people for 3 hours each). The Consultant and or Sub consultant shall generate a field report (letter) of their findings and input on the status of construction versus the schedule. Short-List Criteria Utilizing the SF Form 330: I. Team Proposed and Background of the Personnel for this Project: Project Manager Other Key Personnel Consultants (Sub-Contractors) Assignable point range 0.00 to 15 II. Proposed Management Plan and Team Organization: Design phase Construction phase Assignable point range ..0.00 to 15 III. Previous Experience of Proposed Team: Prime firm Consultants Assignable point range ..0.0 to 10 IV. Location of Facilities/Working offices: Prime firm Consultants Assignable point range .0.0 to 10 V. Proposed Design Approach for this Project: Proposed design philosophy Anticipated problems and potential solutions Assignable point range 0.00 to 25 VI. Project Control: Techniques planned to control the schedule and costs Personnel responsible for schedule and cost control Assignable point range 0.00 to 10 VII. Estimating Effectiveness: Three most recent projects Assignable point range ..0.00 to 5 VIII. Sustainable Design: Team design philosophy and method of implementing Assignable point range ..0.00 to 1 IX. Miscellaneous Experience and Capabilities: CADD and other computer applications Assignable point range ..0.00 to 3 X. Awards: Awards for design excellence Assignable point range ..0.00 to 1 XI. Insurance and Litigation: Type and amount of liability insurance carried Litigation involvement over the last 5 years and its outcome Assignable point range .0.00 to 5