AE Design Services for Project No. 667-16-101 Renovate Morgue, Building 1 for the Overton Brooks VA Medical Center, 510 E. Stoner Avenue, Shreveport, LA 71101
Solicitation No. 36C25619R0034
CONTRACT INFORMATION: General. 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) 36.6. All submissions will be evaluated in accordance with the evaluation 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.
The NAICS Code for this acquisition is 541310 Architectural Services and the applicable Small Business Size Standard is $7.5M. The area of consideration is RESTRICTED to a 500 mile driving radius of the Overton Brooks VA Medical Center, 510 E. Stoner Avenue, Shreveport, LA 71101-4295 in which either the A/E firm s Primary or established Auxiliary/Satellite office must be located. Note: The 500 mile driving radius will be measured by one or more of the nationally recognized commercial free on-line mapping services from the Primary or established Auxiliary/Satellite Office Address to the above VA address (shortest driving distance option).
In-order to use the address of an already established Auxiliary/Satellite Office, the A/E Firm must have employees of their firm who are currently (before and at the time of SF330 submission) physically located at the Auxiliary/Satellite Office and are on the A/E s Payroll not employees of an actual or proposed subcontractor or on the payroll of an actual or proposed subcontractor.
Contract Award Procedure: The proposed A/E services will be obtained by a Negotiated Firm-Fixed Price Contract. Interested parties shall ensure current Licensing and have a current registration in the System for Award Management (SAM) database at https://www.sam.gov and the Vendor Information Pages database at http://www.va.gov/osdbu well as have submitted the current cycle VETS-4212 Report http://www.dol.gov/vets/programs/fcp/main.htm (for contracts in the amount of $150,000 or more). The SAM clause at FAR 52.204-7 changed effective (Oct 2018) and now requires that offerors be registered in the SAM database at the time an offer is submitted and at the time of contract award. According to FAR 52.204-7, registered means, among other things, that the record in SAM be marked as Active . Therefore, failure of a proposed SDVOSB to be registered at the time the SF 330 is submitted and at the time of contract award shall result in elimination from consideration as a proposed contractor.
SDVOSB Requirements: In accordance with VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, a service disabled veteran-owned small business concern agrees that, in the performance of the contract, at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other service-disabled veteran-owned small business concerns.
c. Design Costs: All offerors are advised that in accordance with VAAR 836.606-73(a) the total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs
will be provided to the most highly rated AE firm selected to complete the design.
The magnitude for construction (not design) of this project is between $250,000 and $500,000.
SELECTION CRITERIA: The selection criteria for this acquisition will be in accordance with FAR 36.602-1 and VAAR 836.602-1 and are listed below in descending order of importance. The completed SF 330 will be evaluated by the Overton Brooks VA Medical Center Evaluation Board in accordance with FAR 36.602-5(a) Short Selection Process for Contracts Not to Exceed the Simplified Acquisition Threshold and the selection report shall serve as the final selection list which will be provided directly to the Contracting Officer.
(1) Professional qualifications necessary for satisfactory performance of required services;
(2) Specialized experience and technical competence in the type of work required;
(3) Capacity to accomplish the work in the required time;
(4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;
(5) Location in the general geographical area of the project and knowledge of the locality of the project (500 miles);
(6) Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness.
(7) Record of significant claims against the firm because of improper or incomplete architectural and engineering services.
(8) Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.
SUBMITTAL REQUIREMENT: This project is a 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 (Dec 2009). All original Standard Form (SF) 330 packages shall be submitted to:
Gulf Coast Veterans Health Care System
NCO 16 - ATTN: Cynthia L. Kinsman
RE: AE Solicitation 36C25619R034
400 Veterans Ave, Bldg T102 Rm A110
Biloxi, MS 39531
(a) All SF 330 submissions shall be clearly marked with the subject line displaying the Solicitation Number 36C25619R0034. The SF 330 form may be downloaded from
http://www.gsa.gov/portal/forms/type/SF. Completed SF 330 s shall include the primary firms, subcontractor firms, and any consultants expected to be used on the project.
IMPORTANT: All submissions shall be in black and white (no color of any type) and shall be on loose leafed pages. NO color submissions and NO binders of any type.
(b) Firms that meet the requirements listed in this announcement are invited to submit three (3) copies of the completed SF 330 including Parts I and II as described herein, to the above address no later than 3:30 P.M. (CST) on WEDNESDAY MARCH 20, 2019.
FAX AND/OR E-MAIL SUBMISSIONS WILL NOT BE ACCEPTED. Late proposal rules found in FAR 15.208 will be followed for late submittals.
(c) Interested firms shall address each of the Eight (8) Selection Criteria in their SF 330 s and additional documents/submittals.
THIS IS NOT A REQUEST FOR PROPOSAL. THERE ARE NO SOLICITATION DOCUMENTS AVAILABLE. This is a request for SF 330 s Architect/Engineer Qualifications packages only. Any requests for a solicitation will not receive a response. This requirement is subject to Availability of Funds.
PROJECT INFORMATION:
Request for Proposal to Design
Project No. 667-16-101
Renovate Morgue, Building 1
Overton Brooks VA Medical Center
510 E. Stoner Avenue
Shreveport, LA 71101
A. General Information
A 1.0 Project Background, Description and Scope of Work
Provide Architect/Engineer professional services to include site investigation, design development, construction documents, specifications, cost estimates, construction period services and construction site visits. Overton Brooks VAMC has a requirement to design a project to completely renovate the Autopsy Suite and Morgue support area in the east wing of the Basement Wing, Building 1, Overton Brooks Medical Center, Shreveport, LA, in order to bring it up to modern VA standards. The area to be renovated is approximately 1,380 square feet. The design documents shall capture the plan to completely renovate the Autopsy Suite, Morgue Refrigerator, Gross Specimen Storage, Staff Restroom, Locker & Dressing Area. All existing interior finishes, non-structural items, walls, body cooler, elevator equipment and elevator cab shall be demolished in order to provide for a more efficient and compliant layout and work flow of the space. The existing dedicated AHU (located in catwalk area of BE92B) and associated exhaust (located on roof of Pharmacy at the 2nd floor level) which supports the Morgue/Autopsy space shall be completely replaced with VA compliant systems. The existing elevator cab and elevator equipment is operational, but is antiquated and shall be removed and replaced. The renovated space shall have all new walls, new finishes, new casework, new signage and new plumbing, mechanical, electrical and elevator systems. The new space to include, but not limited to a new patient lift (H-Track type), autopsy table, associated autopsy equipment, body coolers, specimen storage, dressing area and restroom along with designated clean and dirty areas. This contract will provide for complete design (construction documents) and construction period services (CPS).
PERIOD OF PERFORMANCE
The delivery date for this contract shall be 260 days from Notice to Proceed. Performance time to include VA review of each submission as identified.
LOCATION
Overton Brooks Veterans Affairs Medical Center
510 E. Stoner Ave.
Shreveport, LA 71101
TERMS OF THE SOLICITATION
The term responsibility, used in the instructions that follow, includes architectural and engineering design, cost, schedule and construction responsibility for completion of this project in accordance with the documents of this RFP. It is the responsibility of the Design Offeror or A/E to provide complete Design Documents (drawings and specifications) for a fully functional project. Omissions in this RFP and Technical Requirements do not relieve the Design Offeror from providing a complete and fully functioning project.
The terms Design Team , Design Offeror , or A/E refers to the successful design team. The design team shall consist of a Service Connected (Disabled) Veteran Owned Small Business architectural/engineering firm and all associated consultants and subcontractors.
The term Design Team or engineer refers to registered/licensed Architects and Engineering professionals.
The terms the work and project refers to the all site investigation, site survey, calculations, testing and design for documents to design and construct the subject project.
The term VA and the term VAMC refers to the Overton Brooks Veterans Affairs Medical Center in Shreveport, LA.
The VAMC Coordinator or VA Project Manager for this project is Stacy Walden at 318-990-5277, stacy.walden@va.gov
The COR (Contracting Officer s Representative) for this project is Stacy Walden at 318-990-5277, stacy.walden@va.gov
The Contracting Officer for this project is TBD.
QUALITY ASSURANCE/QUALITY CONTROL (QA/QC)
The Design Offeror or A/E shall develop, execute and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. The A/E shall provide an outline of the actions that the firm will take during the design process to ensure a quality finished design is achieved.
COST ESTIMATE
A detailed estimate of construction cost (using RS Means, Cost Works) and Market Study/Survey shall be provided with each design submission.
DRAWINGS
This project will utilize AutoCAD, version 2017. All VA design guides and requirements can be found online at: http://www.cfm.va.gov/TIL/. Where conflicts occur between VA standards and model codes, the most stringent requirement shall govern. All drawings must be bundled using the e-transmit function.
SITE AND TOPOGRAPHY SURVEY
During the design phase, the A/E will coordinate with VAMC Staff to perform a site survey to facilitate the design. The AE will field verify, confirm dimensioning and document the existing conditions. For this project a topographic survey is NOT required.
GEOTECHNICAL SURVEY
A geotechnical survey of the area is NOT required.
UTILITY SURVEY
During the design phase, the A/E will coordinate with OBVAMC Staff to obtain utility information to facilitate the design. Otherwise, what is not obtained shall be surveyed to extent necessary by the A/E. A/E shall procure any services (to include, but not limited to HVAC air and hydronic pre-testing and evaluation) required to adequately test and determine the capacity of the existing utility system.
ASBESTOS ABATEMENT SURVEY
During the design phase, the A/E will coordinate with VAMC Staff to obtain asbestos abatement survey information to facilitate the design. The AE shall also survey the areas of conflict in question and either confirms the presence, or clearance, of asbestos and incorporate into the design documents accordingly.
FIRE PROTECTION ENGINEER REVIEW & CERTIFICATION
The A/E shall have the design plans and specifications reviewed by a registered Fire Protection Engineer (FPE) to ensure the design proceeds in accordance with Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes. The FPE s review comments shall be provided along with each design submittal starting with the 50% Design Development drawings. With the Final 100% Construction Documents submittal, provide a FINAL certification letter from a registered FPE stating that the FINAL plans and specifications are in compliance with the current LSC and NFPA codes.
SEISMIC DESIGN
In accordance with the VA s manual for Seismic Design Requirements (H-18-8), OBVAMC Shreveport, LA seismicity is identified as being Low (per Table 4: Spectral Response Accelerations at VA Facilities, pg. 23); therefore, seismic design is NOT required.
PHYSICAL SECURITY & BLAST DESIGN
The design shall be in accordance with the Physical Security Design Manual for VA Facilities, Life-Safety Protected/Mission Critical Facilities dated January 2015 as applicable. NOT required for this design effort.
HANDICAP ACCESSIBILITY
The design will be required to comply with the Uniform Federal Accessibility Standards (UFAS), ABAAS (Architectural Barriers Act Accessibility Standards) and PG-18-13 (Barrier Free Design Guide) in all areas.
COMMISSIONING
The A/E shall incorporate the VA s commissioning specification into the design and complete set of construction documents as applicable. The Construction contractor shall procure the 3rd party Commissioning Agent to oversee and execute the contract required commissioning activities during Construction.
GOVERNMENT FURNISHED INFORMATION
The following is a list of government furnished information found on the VA s Technical Information Library (TIL) website (http://www.cfm.va.gov/TIL/) to be used for this project, as applicable:
PG-18-5 Chapter 240 - Pathology & laboratory Medicine Service
HVAC Design Manual for New, Replacement, Addition and Renovation of Existing VA Facilities
Section 11 78 00 Mortuary Equipment
Section 11 78 13 Mortuary Refrigerators
PG-18-1 Master Construction Specifications
PG-18-3 Design and Construction Procedures
PG-18-4 Standard Details and CAD Standards
PG-18-10 Design Manuals (by discipline)
PG-18-12 Design Guides (graphical, by function)
PG-18-13 Barrier Free Design Guides
PG-18-14 Room Finishes, Door, and Hardware Schedules
PG-18-15 Minimum Requirements for A/E Submissions
Uniform Federal Accessibility Standards (UFAS)
ABAAS (Architectural Barriers Act Accessibility Standards)
Physical Security Design Manual for VA Facilities, Life-Safety Protected
NOTE 1: Utilize the latest version of guidance at time of design award.
NOTE 2: The design effort shall not be limited to the documents referenced. The AE shall utilize and design to all applicable standards on the VA TIL.
A 2.0 Design Deliverables
OBVAMC Design Submissions Statement of Task:
Submit Floor Plan/Schematic Design
35% Design Development (DD)
65% Design Development (DD)
95% Design Development (DD)
100% Construction Documents (CD)
NOTE 1: Additional detailed design submission requirements can be found in VA Guide PG-18-15.
NOTE 2: The VA staff shall have a minimum of 16 calendar days to review and coordinate each AE design submissions. If the VA workload does not allow for a thorough review within the 16 calendar day timeframe, the AE shall not proceed to the next design phase until comments have been received from the VA. The AE will be entitled to a time only contract extension for the number of VA review days beyond 16 calendar days.
25% Schematic Design: Investigate and survey project site. Verify any VA provided data. AE is responsible for collecting any and all data required for the design. The A/E is responsible for measuring and collecting actual field data that may be required. The A/E shall collaborate with VA staff/end user to develop conceptual and viable design options to meet the intended scope of work. The A/E shall develop schematic drawings and design options for review. This schematic design phase is an iterative process and requires close coordination back and forth with the VA COR/Project manager. The preliminary schematic design/layout will most likely require tweaking until a final plan/layout is officially approved by the hospital and COR. Dimensions, areas, spaces, etc. will need to be indicated clearly on the drawings. With respect to space, the AE needs to identify the size of the existing space, the space VA standard and proposed space for review and consideration. The AE shall work with the VA staff/COR until an acceptable plan is developed and approved in writing by the VA/COR. The AE final deliverables for this phase are (hard and electronic copies):
OBVAMC Approved Plan
Preliminary Cost Estimate (RS Means, Cost Works)
List of probable Specification Sections for this project
Asbestos Survey
35% Design Development: These drawings shall be at the largest scale possible and shall show the architectural layout of each floor, approximate room dimensioning/square footage, room identification, fire exists, chases, columns and other pertinent information necessary to provide information that will carry the design to the next review.
Drawings & Specifications: Provide one 22 x34 size D set, three 17 x22 size C sets and one unbound 11 x17 size B set of preliminary construction drawings. Provide one set of preliminary specifications indicating all of the AE proposed edits in a 3-hole punch binder. Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Also, provide electronic copies on a CD (Drawings PDF format, Specifications in Word format).
Cost Estimate: Provide a detailed cost estimate indicating labor, material and equipment cost in RS Means CostWorks format. Estimate shall include Prime Contractors Overhead, Profit, Bond and Labor Burden (typically 32%). Estimate shall indicate feasible deductive bid alternates to bring the construction cost within the allotted construction budget. This cost estimate shall be submitted in hard copy with the Design Analysis and an electronic copy on a CD.
Design Analysis: Provide a design analysis for each discipline indicating the design rational, thought process and design calculations (including actual field test and test date). Provide a summary of deductive bid alternates. Provide an initial review by the Fire Protection Engineer and their comments on the 25% design documents. Provide a draft preliminary detailed submittal register. Provide a list, by discipline, on what outstanding data or feedback is required from the VAMC. Provide one hard copy of the Design Analysis and one electronic copy on a CD.
NOTE: The AE shall not proceed with the 65% design without written concurrence from the VA COR.
65% Design Development: This submission of drawings, specifications and cost estimate shall be very close to complete. This review by the VA shall be to validate that 35% comments were incorporated into the project. The construction documents should be sufficiently developed to cover all work items to be addressed by the project. No major items missing from this submission. The VAMC review of these documents should result in very minor comments to allow for the next 95% submission. AE shall provide a list of questions by discipline on anything that s needed from the VA to continue and fully develop the next 95% design submission. Additionally, the AE shall provide minutes from the last design review meeting and shall provide responses to all VA comments noted or identified during the last review submission.
Drawings & Specifications: Submit in the same manner as the 35% DD submittal.
Cost Estimate & Design Analysis: Submit in the same manner as the 35% DD submittal.
FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.
95% Design Development: This submission of drawings, specifications and cost estimate shall be complete. This review by the VA shall be to validate that 65% comments were incorporated into the project. There shall be nothing missing from the construction documents. The VAMC review of these documents should result in very minor comments to allow for the next submission to be final. If the comments of this set of documents results in numerous comments, then a 99% review or a check set of certain elements of the design may be required before the AE shall proceed to the 100% Final Construction Documents.
Drawings & Specifications: Submit in the same manner as the 65% DD submittal.
Cost Estimate: Submit in the same manner as the 65% DD submittal.
FPE Certification: Provide review by the Fire Protection Engineer and indicate their comments.
100% Construction Documents: This submission shall incorporate all project requirements and previous comments. These documents shall be ready for bidding.
Drawings & Specifications: ALL ENGINEERS AND ARCHITECTS PROFESSIONAL STAMPS SHALL BE ON THIS SET OF DOUMENTS. Provide one 22 x34 size D set, four 17 x22 size C sets and two 11 x17 size B sets of FINAL construction drawings (one set of the 11 x17 size drawings to be unbound). Provide two set of FINAL fully edited specifications (specs in a 3-hole punch notebook, printed on both sides of the paper). Drawings and specifications to indicate potential deductive bid alternates and any phasing requirements. Provide two CD electronic copies of the entire package (Construction Drawings and Specifications). The drawings shall be as both AutoCAD (2017) and scanned individual PDF files per drawing. The specifications shall be in separate Word and separate PDF files for each specification section. Coordinate the naming & numbering of the files with the COR. Also, provide a PDF file for each complete volume of the specifications.
Cost Estimate: Submit FINAL CostWorks cost estimate in the same manner as previous submittal.
FPE Certification: Provide a FINAL certification letter from a registered Fire Protection Engineer stating that the FINAL plans and specifications are in compliance with the current Life Safety Code (LSC) and applicable National Fire Protection Association (NFPA) codes.
Construction Period Services (CPS): AE shall provide full post design services construction period service IAW the Special Provisions of this contract.
PRE-AWARD: CPS s to include assistance with questions, request for information (RFI s), meeting conference calls, clarifications and addendums during the construction solicitation phase.
POST-AWARD: CPS s also include full support through the construction phase to include but not limited to, assisting with questions, clarifications, inspections, reviewing and responding to RFI s and review/coordination of contract modifications/change orders. Designing and estimating of design omissions.
POST-AWARD SITE VISITS: CPS s shall also include a minimum of 7 Site Visits during the construction phase of the project. Type and discipline of site visit shall be determined at the time of need by the COR.
ASBUILTS: AE shall also incorporate contractor s asbuilt/redline drawings on AutoCAD (2017) binded, and provide both electronic (two CD s clearly labeled) and hard copy sets. Hard copy sets of asbuilt drawings shall consist of two 22 x34 size set, five 17 x22 size sets and two 11 x17 size sets.
Cynthia Kinsman
Contract Specialist
Cynthia.Kinsman@va.gov
