528A4-15-212 DESIGN REPLACE SITE WATER DISTRIBUTION SYSTEM
This is a Sources Sought Notice for the following services related to VA Medical Center, Batavia NY project 528A4-15-212; Batavia Domestic and Fire Protection Water Upgrade .
The VA Medical Center, Batavia, New York is seeking professional architecture and engineering firms, under NAICS code 541330, to provide investigative and schematic design services, construction documents, working drawings, specifications, cost estimate, shop drawing review and construction period services as required to upgrade the domestic and fire protection water system.
A/E Statement of Work
Batavia Domestic and Fire Protection Water Upgrade
Project 528A4-15-212
1/31/2019
The period of performance for part 1 services is 210 days.
GENERAL
The Architectural and Engineering Firm (hereafter referred to as A/E) shall provide Parts 1 (Design Services), Part 2 (Construction Period Services) associated with the development of drawings and specifications for the Batavia Domestic and Fire Protection Water Upgrade at the Batavia Campus, VA Western NY Healthcare System (VAWNYHS) Batavia Campus, 222 Richmond Avenue Batavia, NY 14020 (hereafter referred to as Batavia VAMC). These services shall include developing all drawings, specifications, phasing/impact on medical center, and comprehensive construction cost estimate necessary for all required work. The estimated construction cost estimate for the project is between $1,000,000 and $5,000,000.
The A/E is responsible for the development of an independent construction estimate for construction bidding. The A/E shall advise the Contracting Officer (hereafter referred to as CO) in writing if the anticipated cost of the project is considerably different from the government estimate.
Access to the VA shall be coordinated through the VA Contracting Officers Representative (hereafter referred to as VA COR).
PROJECT DESCRIPTION
Refer to the Drawings attached with the Statement of Work for Bidding this design and construction period services project. The AE firm that is selected for this project will have access to the VA original drawings for this campus and shall make copies (scan or hard) of the drawings that will assist the AE firm in designing this project.
The AE firms shall also reference VA Directive 1061 as this directive dictates how we supply our water to the VA facilities. The AE firm shall also follow all rules and regulations of the local municipal water supplier. The AE firm shall be responsible to communicate on behalf of the VA to the local municipal water supplier and fire protection systems of the design intent to assure that they are working within the parameters dictated by our domestic water supplier and fire protection systems.
Evaluation of Potable Water and Fire Protection Water Loop
This project entails having the AE firm evaluate our campus wide Potable Water and Fire Protection Water Loop at the Batavia, N.Y. VA Hospital. The Batavia VA campus has several known issues and potentially several un-known issues with our Potable and Fire Protection water campus wide including but NOT limited to the following;
Continued problems with bacteria growth in the Potable Water.
Low pressures for the Fire Protection Water.
Fire Hydrants that may be clogged and reducing the pressure of the water.
The system(s) have buried backflow preventers for both the potable water and fire protection as opposed to Dual RPZ.
The AE firm shall incorporate any other corrective action into this design based off their evaluation of the domestic water and fire protection systems.
The results of the AE evaluation of our Potable and Fire Protection Water Loop shall be discussed prior to commencing the design drawings and submitted and discussed with the VA to confirm what design path will be taken for the construction documents.
Current System Configuration for the Potable Water and Fire Protection Loop
The Potable Water and Fire Protections two separated systems on the campus. The Domestic Water is fed form the South side of the campus and the Fire Protection is fed form the North side of the campus.
The Potable and Fire Protections systems have buried check valves in a pit.
Not all buildings have Fire Sprinkler coverage. Other buildings including building 1 have low pressure for the fire protection sprinklers.
Design Considerations for updated Systems
The VA would like the AE team to explore the following options for this design evaluation including but not limited to the following. The AE in their initial evaluation shall provide their evaluation to the VA for ALL issues that should be considered for correcting and updating the domestic water and fire protection loop for the Batavia, N.Y. VA campus. This evaluation and design as part of this contract is to provide the VA with construction documents to have a complete domestic water and fire protection upgrade campus wide [up to the service entrance for each building].
Design Considerations for the evaluation of the campus;
Keeping both Potable and Fire protection systems separate but with a Possible dual RPZ to connect the Domestic Water and Fire Protection water system for redundancy.
Looping the fire protection off and feed from the North Side of the Property.
Having the Potable Water loop around the campus. Currently the boiler plant is fed from the end of the line.
Size fire protection to add sprinkler systems to buildings 3 and 4 later and assure that our current sizing to our connecting buildings is accurate.
Replacing dual check valves with above ground RPZ systems (Hot Boxes).
Upsizing the hot boxes to be installed to structurally support and include in this design a water treatment system after the backflow preventer for the campus.
Installing Building Management System control point for the Potable water to monitor the critical water parameters including but NOT limited to; flow, pH, temperature, chlorine.
Potential Fire Pumps to increase fire sprinkler pressures if necessary.
Upgrading electrical services for all above ground RPZ system (Hot Boxes) including the building 17 pump house that continues to have issues of overloading. Building 17 is on the South Side of the campus near the main gate.
Evaluate the condition of the existing pipe for both Domestic Water and Fire Protection systems.
Potential water tank storage facility.
Possibly using on-site water well in lieu of onsite water storage.
SCOPE OF WORK:
PART 1 Services
The A/E scope of work for PART 1 (Design Services) shall include, but is not limited to the following:
The A/E shall conduct intense, on-site design sessions/meetings. The A/E 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 Contractor shall assess existing systems for adequacy and incorporate VA comments for their improvement. The A/E 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 VA approval of a basis of design for the project and finalize, or freeze critical design parameters, including:
Plans (functional layouts);
Equipment List and Layouts;
Construction Estimate; and
Design and Construction Schedules.
The design shall be based off current codes including but not limited to (as applicable): VA Fire Protection Design Manual (6th Edition or current edition), National Fire Protection Agency, National Electric Code, The Joint Commission, OSHA, American National Standards Institute, American Society of Heating Refrigeration and Air Conditioning Engineers and any other codes. Refer to the VA design guidebook and specification from the Technical Information Library www.cfm.VA.gov/til.
The A/E shall perform all hazardous material investigation and analysis if necessary to complete the project.
During the Schematic Design process, the A/E shall develop and submit a preliminary construction cost estimate and schedule for all required work.
Attend a design meeting at the 30% milestone for finalizing/freezing the design basis and program requirement for the project as well as periodically provide the VA with the status of design. The A/E shall provide meeting minutes within 1 week of the meeting to document the outcome.
Preliminary Study submission shall include an Executive Summary summarizing recommendation and any options selected by the VA. Report shall also include life safety analysis complete w/NFPA section(s), as applicable.
Provide detailed calculations complete with back up documentation for all flow rates, model inputs and design.
Design Submission Schedule
Within one (1) week of meetings, the A/E 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 Part 1 and program approved by the VA at the meeting, as applicable.
First Submission: 30% Anticipated work completed including but not limited to;
All drawings set up and formatted with proper title block. This can be on 11x17 plans. A simple storyboard of drawings will be sufficient (Please do not print out blank pages, only show the work that you have completed).
Schedules set up on plans for equipment.
30% of the new work indicated on the plans.
Specification Sections Identified but NOT edited. Only show a list of the spec sections to be used for this project.
The AE shall clearly indicate the plan for this design by the 30% submission and if there is an alternative route for the VA to potentially choose.
Design Meeting to follow the first submission typically within two weeks. This meeting will discuss the proposed plan and technical content with the VA staff.
For the 30% submission provide the following;
Storyboard of drawings to be issued. Provide plans that show work completed to date.
Specifications sections that will be included in the project NOT complete specification sets.
One (1) cost estimate hard copy.
One (1) electronic CD with all drawings, specifications and cost estimates. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications.
Second Submission: 60% Anticipated work completed including but not limited to;
Existing work to be 60% documented on the plans.
60% of the demolition notes on the plans.
Schedules set up on plans for equipment.
This submission will entail a design review meeting to discuss the progress of the work for the VA staff to provide comments.
For the 60% provide the following;
One (1) set full size bound drawings.
Two (2) set half size bound drawings.
One (1) set of Specifications sections edited and hard copy bound.
One (1) cost estimate hard copy.
One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications.
Third Submission: 90% Anticipated work completed including but not limited to;
Existing work to be 90% documented on the plans.
90% of the demolition notes on the plans.
Schedules set up on plans for equipment.
This submission will entail a design review meeting to discuss the progress of the work for the VA staff to provide comments.
For the 90% provide the following;
One (1) set full size bound drawings.
Two (2) set half size bound drawings.
One (1) set of Specifications sections edited and hard copy bound.
One (1) cost estimate hard copy.
One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications.
Fourth Submission: 100% Anticipated work completed including but not limited to;
Existing work to be ready to bid for construction.
The design firm shall anticipate a 100% design meeting to correct all issues with the final review.
Design Meeting to follow the 100% submission typically within two weeks. This meeting will discuss the final plans and technical content with the VA staff.
If all issues have NOT been addressed by the 100% from ALL previous design reviews, the AE firm shall re-issue the 100% drawings.
The Final APRROVED set shall be labeled BID SET
For the 100% provide the following;
One (1) set full size bound drawings.
Two (2) sets half size bound drawings.
Two (2) Sets of Bound Specifications.
One (1) cost estimate hard copy.
One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file for drawings and one file for Specifications, however the VA also requires individual files for drawings and specifications.
The VA also requests the Auto Cad Files bound electronically as individual files.
General Requirements for Part 1 Design Services:
The A/E shall conduct, on-site design sessions/meetings for each submission. The A/E team shall work closely with key VA staff to review and refine the schematic design for the project. The A/E shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. A/E 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 A/E shall review and include any/all applicable standards and codes, including, but not limited to: Current version of VA Fire Protection Design Manual 6th edition (or current edition), National Fire Protection Agency, National Electric Code, The Joint Commission, OSHA, American National Standards Institute, American Society of Heating Refrigeration and Air Conditioning Engineers and any other codes. Refer to the VA design guidebook and specification from the Technical Information Library www.cfm.VA.gov/til
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 A/E responsibility to perform field investigation and verify of the accuracy of the drawings for the actual conditions.
Underground Survey; Coordination and verification that proposed work. The AE shall conduct a buried utility survey to verify what is located underneath the proposed path of the potable water and fire protections systems. This survey shall be incorporated into the contract documents, so the contractor(s) will know how to bid the project.
Provide final detailed calculations complete with back up documentation for all designs included.
A fire and safety review of the design documents will be conducted by the VISN2 Fire Protection and Safety Engineer. The A/E shall send only the 60%, 90% and 100% design documents for review to (provide one (1) hard copy of full-size drawings and one (1) set of specifications). This is in addition to what the AE is to provide to the VA COR:
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
The A/E shall respond in writing to VISN Fire/Safety Inspector after each required submission.
The A/E with the VA COR 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.
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.
Daily logs and sign in sheets for Contractors.
Work Schedule for Federal Holidays, hours and weekends.
The A/E shall also include all NFPA section(s) used to develop drawings.
Construction Estimate
During the design process the A/E shall develop and submit a comprehensive construction cost estimate and schedule for all required work at each submission.
Design Schedule:
During the design process the A/E shall develop, submit and periodically update the design schedule for Parts 1. Part 2 Construction Period Services will be developed when the project is awarded for construction and we receive a schedule from the contractor.
PART 2 Construction Period Services
The A/E s scope of work for PART 2 services shall include, but is not limited to the following:
Site Visits - The A/E shall make periodic site visits to the project site and discuss progress. The A/E shall provide a site observation report (meeting minutes) within one (1) week of the walk though. Price shall be based on Six (6) site visits, one of which must be a final punch list walk through. Each Site Visit shall be broken down and billed individually. It is anticipated that Four (4) qualified technical professionals will visit the site. This would be the prime AE and their sub-consultant. It is imperative that the AE visit the site during construction and prior to closing the system in the ground, this shall be reflected on ALL Submittal reviews.
Construction Meetings Will coincide with site visits between the VA and potentially the contractor.
The A/E shall review/comment on all project submittals and RFI s. A/E shall provide a written response to the VA COR for each submittal/RFIs within ten (10) business days.
The A/E 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 A/E shall produce As-Built drawings from the field markups obtained from the A/E and during periodic field visits and meetings. The as built drawings shall be in CAD and PDF. The AE shall require that the contractor provide red line drawings at the 60%, 90% and 100% time in the project for review for accuracy.
End of Statement of Work
Martin McPherson
Contract Specialist
Martin.McPherson@va.gov
585-297-1460 x72453
Martin McPherson, Contract Specialist
