621-17-110 AE Renovate Women's Health Clinic Bldg.-160
DESCRIPTION: This is a Pre-Solicitation Notice for project number 621-17-110 that requires Architect/Engineering (A/E) Design Services to Renovate 2,250 SQ FT of existing space on the 2nd FLR of Building 205 at the James H. Quillen VA Medical Center, Mountain (Johnson City), TN.
THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSALS. ONLY THE A/E FIRMS RESPONDING TO THIS ANNOUNCEMENT BY SUBMITTING AN SF330 PACKAGE ON TIME WILL BE CONSIDERED FOR INITIAL EVALUATION. FOLLOWING INITIAL EVALUATION OF THE A/E FIRMS AND THEIR SF330S, A SOLICITATION FOR A PRICE PROPOSAL WILL BE SENT TO THE HIGHEST TECHNICALLY RATED A/E FIRM TO PROVIDE THE TYPE OF SERVICE(S) REQUIRED. The A&E Services contract that is anticipated to be awarded will be procured in accordance with the Brooks Act (Public Law 92- 582), Federal Acquisition Regulation Part 36.6 and VA Acquisition Regulation 836.6. In accordance with FAR 36.209 Construction Contracts With Architect-Engineer Firms , no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative.
A/E DESIGN SERVICES SCOPE:
SCOPE OF WORK
Architect-Engineer Services for
621-17-110
Renovate Women s Health Clinic
James H. Quillen VA Medical Center
Mountain Home, Tennessee
PART I - GENERAL
A/E Design Services Scope: The A/E shall provide all Architectural and Engineering services necessary to design a construction project to renovate 2,250 square feet of existing space on the second floor of Building 160 at the James H. Quillen VA Medical Center, Mountain Home (Johnson City), Tennessee. This project consist of designing a new waiting room, check-in, exam rooms, bathrooms, finish upgrades, electrical upgrades, mechanical upgrades, plumbing upgrades, and security upgrades. The new design and layout will be completed using the most up to date guidelines and recommendations for a patient centered Women s Clinic.
The A/E work shall include but is not limited to:
verification of existing drawings and conditions of the existing space;
schematic plans, design development plans, and final construction drawings;
specifications, phasing plan and cost estimates;
design narrative and engineering calculations; and
construction period services to include submittal review, site visits and construction inspections.
VA construction, maintenance, repair and renovation projects shall be designed in compliance with applicable standards and codes described in VA program guides, design materials and construction specifications available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/).
The design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.
The A/E shall, when requested, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits in connection with the performance of services. The A/E shall, without additional expense to the Government, be responsible for assuring that the work is in compliance with requirements of applicable codes, ordinances and regulations.
The A/E shall not divulge or release any information, oral or written (including electronic), developed or obtained in connection with performance of this contract of any possible construction based on the results thereof (including, but not limited to, reports, plan, specifications, location, time, estimated cost of construction or estimated Value Engineering savings) or except to authorized Government personnel or upon prior written approval of the Contracting Officer.
The VA shall evaluate the overall performance of the A/E by professional discipline after completion of design and construction in accordance with FAR (48 CFR) Subpart 42.1502 (f) by completion of DD Form 2631. The A/E shall be informed, in writing, by the Contracting Officer, of overall performance denoting strengths and weaknesses.
Approved Construction Budget:
Bid Deduct Alternates of at least 20% of the approved construction budget shall be developed, planned and estimated as necessary to assure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings.
3. Completion Time: Final Construction Drawings for Bid (Sealed by Architect/Engineer) including cost estimates, specifications, and calculations, shall be completed within 120 calendar days after award. The A/E schedule shall allow for VA review period ending with A/E receipt of VA comments for each submission no later than 10 working days after VA receives the submission.
Ownership of Original Documents: All designs, drawings, specifications, notes, and other work developed in the performance of this contract shall be the sole property of the Government and may be used on any other work without additional compensation to the Architect-Engineer. With respect thereto, the Architect-Engineer agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The Architect-Engineer, for a period of no less than 3 years after completion of the project, agrees to furnish and provide access to all retained materials (including electronic)upon request of the VA. Unless otherwise provided in this contract, the Architect-Engineer shall have the right to retain copies of all such materials beyond such period.
PART II DESIGN EXECUTION AND PROVISION OF CONSTRUCTION DOCUMENTS
Design Requirements: The A/E shall ascertain the requirements of the work and shall prepare, for approval by the VA, Construction Documents and other documents setting forth in detail the requirements for bidding and contracting for the construction of the project and as further described in A/E Design Submissions Requirements (PG-18-15) Volume C Minor and NRM Projects (http://www.cfm.va.gov/contract/aeDesSubReq.asp).
The A/E shall be responsible for the professional quality and technical accuracy of all documents prepared. Design Services shall include the following documents as applicable to the project scope of work defined in Part I, Sect. 1.
Site Design Documents setting forth in detail the site construction requirements including existing grades; rough and finishing grading lawns and planting and landscaping; location of on-site utility systems, off-site utility works, fire protection system, drainage system, property lines, set-back lines, easements, building orientation, site access, land forms, environmental determinate; and historic and archeological preservation.
Architectural Design Documents setting forth in detail the architectural construction requirements including complete floor and roof plans, elevations, sections, details, schedules, material and color selection, discipline coordination and fire safety systems, security systems and controls.
Structural Design Documents setting forth in detail the structural construction requirements including all structural plans; elevations; sections; details Structural Design Documents setting forth in detail the structural construction requirements; schedules; and calculations sizing all columns, beams, slabs and coordinate the work with all other design disciplines, especially the mechanical and architectural disciplines.
Mechanical Design Documents setting forth in detail the mechanical construction requirements including all mechanical plans, elevations, sections, details, and schedules for heating, ventilating, air conditioning, automation systems, refrigeration, plumbing and sanitary engineering.
Electrical Design Documents setting forth in detail the electrical construction requirements including all electrical plans, elevations, sections, details, diagrams and schedules showing transformers, vaults, electrical and telephone closets, power distribution systems, auxiliary power systems, switchgear, generator, lighting fixtures, switching power outlets, and signal system.
Cost Estimates setting forth in detail quantities of materials, labor, profit, overhead, insurance, taxes, etc. for each separate technical discipline within the project scope. The A/E shall develop detailed construction cost estimates on form similar to VA Form HO-18b. All categories of work involved including quantities and unit type cost shall be included.
Specifications for all sections of the work utilizing the VA Master Specifications (PG-18-1), available in the Technical Information Library (TIL) on VA Website address (http://www.cfm.va.gov/til/), setting forth in detail all requirements for the construction fully coordinated with the drawings and other Construction Documents.
CAD Standards: VA has adopted the U.S. National CAD Standard (NCS) (http://www.buildingsmartalliance.org/ncs/) available from National Institute of Building Sciences (NIBS). The U.S. National CAD Standard has been modified by VA as explained in the VA National CAD Standard Application Guide (http://www.cfm.va.gov/til/cad/VHAcadAppGuide.doc). CAD drawings shall be compatible with AutoCAD Version 2012, native format (.DWG). All files (base files, reference files, cell libraries) shall be compatible with the VA target system. Layering guidelines shall conform to applicable VA and AIA standards.
Review Submissions: Submit documents for VA review and comment to the Contracting Officer s Representative (COR) as specified below. VA review of the A/E's work product shall not be construed by either party to relieve the A/E from its professional responsibility to execute drawings, specifications and other work submissions with due care and in accordance with acceptable professional standards.
Survey Report, and Schematic Plans: No later than 45 calendar days after A/E award, submit two (2) sets of full size drawings, two (2) sets of half size drawings, an electronic copies of the initial survey and investigation report, a schedule and schematic plans in pdf format to the COR.
Design Development Plans Submission (75% complete design): No later than 75 calendar days after A/E award, submit two (2) sets of full size drawings, two (2) sets of half size drawings, two (2) hard copies of preliminary cost estimates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and calculations, two (2) hard copies of bound and edited specifications and two compact discs containing electronic copies of all submitted items for this submission to the COR.
Construction Drawings (Not for Bid Review Copy Only) Submission (100% complete design not stamped or sealed): No later than 100 calendar days after A/E award, submit two (2) sets of half size drawings, two (2) hard copies of bound and edited specifications, two (2) hard copies of final cost estimates including estimates for bid deduct alternates, two (2) hard copies of design narrative/analysis, two (2) hard copies of design computations and sizing calculations and two compact discs containing electronic copies of all submitted items for this submission to the COR.
Final Construction Drawings for Bid (Sealed by Architect and Engineer): No later than 120 calendar days after A/E award, submit two (2) sets of full size drawings, four (4) sets of half size drawings, two (2) hard copies of bound and edited specifications, two (2) hard copies of final cost estimates including estimates for bid deduct alternates and two compact discs containing electronic copies of all submitted items for this submission to the COR for forwarding to the Contracting Officer to issue for bid.
Certification of A/E Seal: At the final review, the A/E will present the completed set of contract documents. Each Contract Drawing shall bear the seal and signature of the registered professional architect or engineer responsible for its design. The seal and signature shall be affixed for the final scheduled review stage of each phase of the Construction Documents section. Before the final contract documents are issued for bidding, a principal of the A/E firm under contract to the VA will be required to provide a signed certification that all drawings and calculations have been properly signed and sealed by the appropriate individual for each discipline, in accordance with the rules and regulations of the local State licensing authority. This certification shall be forwarded to Contracting Officer upon the completion of the Contract Documents.
VA Standards: The A/E shall use VA Program Guides, Design Manuals and Master Specifications, available in the Technical Information Library (TIL) on VA Website address: (http://www.cfm.va.gov/til/), in preparing the Construction Documents for the project. However, should the A/E determine that deviation from such standards and specifications is necessary or beneficial to the Government, he shall promptly submit a request in writing to the Contracting Officer for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.
Accuracy of Planning Information: The A/E shall visit the project site to investigate the information shown on the Government-Furnished drawings, record (as-built) drawings and other planning documents provided by VA. This information is the best available, but the Government does not guarantee its accuracy or completeness. The A/E's investigation of field conditions shall be performed in a competent professional manner in accordance with the Architectural Design Manual PG18-10 (http://www.cfm.va.gov/til/dManual/dmIndex.pdf).
Discrepancies in Planning Information: The A/E shall promptly report to the Contracting Officer in writing any discrepancies between this contract and the planning information provided by the Government. The A/E shall make no adjustments to his work due to the discrepancy before the Contracting Officer has reviewed the matter and forwarded his determination to the A/E. The A/E's failure to report any such discovered discrepancy or to wait for the Contracting Officer's determination shall be at his risk and expense.
As-Built Record Drawings: The A/E shall provide updated as-built drawings upon project completion as described below in Part IV, Section 6. A requirement shall be included in the contract specifications for the Contractor to provide a marked-up set of prints to the A/E showing all changes made during the construction period. The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications.
PART III - CONSTRUCTION PERIOD SERVICE REQUIREMENTS
The Construction Period will commence with the award of the Construction Contract and will terminate with the acceptance of the work by the VA.
Unless otherwise provided by separate contractual agreement with the VA, the A/E shall not provide administration of the construction contract.
The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer s Representative.
The A/E shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer.
The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor.
The A/E shall not be responsible for or have control or charge over the acts or omissions of the Contractor, Sub-contractors, or any of their agents or employees, or any other persons performing any of the work and shall not be responsible for the failure of any of them to carry out the work in accordance with the Construction Documents.
Construction Documents Interpretation: The A/E, when requested, shall assist the Contracting Officer and Contracting Officer s Representative to interpret the construction documents and shall:
Recommend any action(s) deemed suitable for the satisfactory execution of the construction work;
Prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents;
Assess the preparation of Construction Contract Modifications initiated by or through the VA to be executed in accordance with the Construction Documents.
Review Shop Drawings and Submittals: The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing laboratory reports, field test data and review the color, texture and suitability of materials for conformity with the design concept and construction documents.
The A/E shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the Contracting Officer s Representative (COR), request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component.
The A/E may be required to coordinate joint reviews with the VA technical staff on complicated system submittals.
The A/E shall notify the COR in writing of any and all deviations from the requirements of the construction documents discovered in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay.
The A/E shall recommend approval, disapproval, or other suitable disposition within 10 working days of receiving submittals from the Contractor.
Review Change Orders and Contractor s Cost Proposals: The A/E shall review all Government initiated and/or Construction Contractor's cost proposals for construction modifications when requested by the Contracting Officer s Representative (COR). The A/E's reply regarding review of cost proposals and recommendations shall include an independent breakdown of costs in detail with quantities and unit prices and shall cover both additions and deductions of labor, materials and equipment. A/E shall provide response within 5 working days of receiving request by COR.
Site Visits: During the Construction Period the A/E shall make visits to the project site.
Site visits shall be made as requested by and coordinated with the Contracting Officer s Representative (COR) to include:
Pre-bid Walkthrough
Preconstruction Conference
Work-In-Progress Inspection
Final Inspection and Punch List Development
Punch-List Completion Inspection and verification of As- Built conditions for completion of the As-Built Record Drawings.
The A/E Fee Proposal shall Include price for additional site visits should they be requested by COR.
A site visit is defined, except for payment purposes, as a visit to the site by one person for any part of a day.
Only registered architects and engineers thoroughly familiar with the project may make these site visits.
The COR has the prerogative to determine the professional discipline(s) required for each visit.
The A/E shall observe the construction, advise the COR of any deviations or deficiencies.
A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three working days following the site visit date.
The A/E shall provide registered architects and engineers in the number and of disciplines requested by the COR to act as observers and advisers with a VA team conducting final and punch list completion inspections of the project.
The A/E is responsible to coordinate and compile the official final inspection punch list to be completed by the contractor.
As-Built Record Drawings Requirements: The A/E shall deliver As-Built Record Drawings to the Contracting Officer within sixty (60) days after completing the Punch-List Completion Inspection and verification of As-Built conditions with marked-up documents received from the Contractor.
A requirement shall be included in the contract specifications for the Contractor to provide a marked-up set of prints to the A/E showing all changes made during the construction period.
The A/E shall verify and incorporate into the drawings all significant changes marked-up by the Contractor and any significant changes made by solicitation amendments and construction contract modifications. Work not performed or completed shall be removed/erased or modified as appropriate on the drawings.
The revision portion of title block shall be dated and noted "As-Built Record Drawings". The A/E shall prepare record drawings by making changes on the original contract drawings. As-Built Record Drawings shall have uniform line thickness and quality as shown in original construction documents.
A copy of the up-dated original will be sent to the Contractor for verification. Upon verification of the Contractor, the A/E will submit the originals to the Contracting Officer in hard copy and on CD-ROM.
Electronic drawings shall be compatible with Auto Cad Release 2012.
The As-Built Record Drawing Submission shall be subject to the approval of the Contracting Officer s Representative as to quality and completeness.
Point of Contact :
Ralf Pietzsch
(615)-225-6964
E-mail questions to: ralf.pietzsch@va.gov
VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009)
(a) Definition.B For the Department of Veterans Affairs, Service-disabled veteran-owned small business concern :
(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);
(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; and
(iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov).
(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.B (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern.
(c) Agreement.B A service-disabled veteran owned small business concern agrees that in the performance of the contract, in the case of a contract for:
(1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible service-disabled veteran-owned small business concerns;
(2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible service-disabled veteran-owned small business concerns;
(3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns; or
(4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern s employees or the employees of other eligible service-disabled veteran-owned small business concerns.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if
(1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations:B That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (NAICS) code assigned to the procurement;
(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; and
(3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation.
(4) The joint venture meets the requirements of 13 CFR 125.15(b).
(e) Any service-disabled veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
Ralf Pietzsch
615-225-6964
ralf.pietzsch@va.gov
ralf.pietzsch@va.gov
