C223--558-24-156 Install SPS AHU A/E Services

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Contract Opportunity

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DEPARTMENT OF VETERANS AFFAIRS
Network Contracting Office 6 (NCO 6)

Sources Sought 36C24625R0041

In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, the Government reserves the right to revise specifications, and refine contract requirements, before the release of any associated solicitation. This is not a Request for Proposals (RFP).

OVERVIEW

The Department of Veterans Affairs, Network Contracting Office 6 is conducting market research to identify potential sources for Architect-Engineer services to complete the below scope of work. The place of performance will be the hospital campus of the Durham VA Medical Center in Durham, North Carolina, located at 508 Fulton Street Durham NC 27705. Forward all questions to the point of contact identified below. The magnitude of construction for this project is currently between $250,000 to $500,000 but is subject to revision prior to release of a solicitation.

The anticipated Period of Performance is 200 calendar days from the Notice to Proceed.

SCOPE OF WORK

A/E part one services (also known as Design Phase) for this design project includes phasing recommendations, investigative surveys, reports, planning, design work, preparation of contract drawings and construction specifications, preparation of cost estimates at 30%, 60%, 95%, 100% design, and provision of construction period services as necessary for all demolition, construction, inspection, testing and certification for all mechanical, electrical, and plumbing components for the project.

A/E part two services of this design project (also known as Construction Period Services) includes responding to construction contractor Requests For Information (RFIs) during the solicitation and construction phases of the construction project, attendance at pre-bid, post-award and kick off construction project conferences, review of construction material submittals and shop drawings, approximately 2 site visit per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications, preparation of site visit reports, coordination with project commissioning requirements, review of any construction project modifications for cost and technical acceptability, attendance and participation during the final acceptance inspection, preparation of the punch list, and preparation of record drawings of the completed construction project based on the construction contractor s as-built drawings. The A/E shall prepare a submittal log to be utilized by the VA during construction period services, maintain the RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction and design.

The A/E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project. The A/E shall further provide meeting minutes for all meetings held under this design project.

Design shall be done in such a way that SPS area will continue to meet HVAC and regulatory requirements, or a temporary AHU shall be part of design while a new unit is being placed.

Designs for construction must produce a complete and usable facility or improvement when constructed. The A/E shall certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E shall certify that it has produced a design that does not include cost of furniture and equipment that will be procured separately. Equipment that can be part of the design in the includes those items to meet code requirements for building occupancy, items covered in the VA s Master Construction Specifications (PG-18-1) Divisions 1 through 10, 13 through 26 or 28 through 48, non-IT equipment items covered by Division 27 and items covered by Division Numbers 12 31 00, 12 32 00, 12 34 00 and 12 36 00.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project. The A/E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of this project. Copies of facility record drawings will be made available to the highest rated A/E firm; the A/E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design.

DESIGN CRITERIA

The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA Numbered Standards for Construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. The documents of the TIL shall be the minimum design criteria for all VA projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. All design documents shall be developed in accordance with the VA TIL, including (but not limited to) the following listed Department of Veterans Affairs References:
All Federal and local codes including:
NFPA 101, 92B, 92, 96, 72, 13, 241, and 90a
National Electric Code (NEC)
Life Safety Codes
Other applicable codes
VA Numbered Standards for Construction:
PG-18-1Â Master Construction Specifications
PG-18-3Â Design and Construction Procedures
PG-18-4Â Standard Details and CAD Standards
PG-18-5Â Equipment Guide List
H-18-8Â Seismic Design Handbook
PG-18-9Â Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS)
PG-18-10Â Design Manuals (by discipline)
PG-18-12Â Design Guides
PG-18-13Â Barrier Free Design Standard
PG-18-14Â Room Finishes, Door, and Hardware Schedule
Change Summary
PG-18-15Â Minimum Requirements for A/E Submissions
PG-18-17Â Environmental Planning Guidance
D-7545Â Cultural Resource Management
H-7545Â Cultural Resource Management Procedures
Office of Construction & Facilities Management - Architect/Engineer Information:
National CAD Standard, VHA Application Guide
VA BIM Standard v2.2
Drawing Deliverable Requirements (DDR)
VA Standards Alert 017 Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf

Design must adhere to the following energy requirements:
All new construction shall be designed to achieve an energy consumption level that is at least 30% below the level achieved under ASHRAE Standard 90.1-2010, if life cycle cost effective. Use Appendix G of ASHRAE Standard 90.1-2010 to document the energy savings.

Should the 30% reduction in energy consumption prove not to be life cycle cost effective, then the A/E shall evaluate alternative designs at 5% successive decrements in order to identify the most energy-efficient design that is life-cycle cost effective.

The following parameters shall be used for performing the analysis:
20-year life-cycle period for system comparisons
Use Public domain programs such as TRACE, E-CUBE, Carrier E20-II, etc.
7% Discount Factor
Neither includes taxes, nor insurance while computing cost.

Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.

DESIGN

Provide design documents with working drawings, specifications, and cost estimate at 30%, 60%, 95%, and 100% design and final stages.

Design Deliverables:

Part I 15% Design Report (included in Part II 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 Rough Order of Magnitude (ROM) construction estimates.

Part II - 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 1 full size set of drawings (22 x 34 ) on bond paper, 2 half size set of drawings (11 x 17 ) on bond paper, 1 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 III - 65% Submission: The requirements are working drawings at the 65% stage, marked-up specifications, and a detailed construction drawings and cost estimate showing a quantitative survey of all labor and material. Submit 1 full size set of drawings (22 x 34 ) on bond paper, 2 half size set of drawings (11 x 17 ) on bond paper, 1 copy of the marked-up specifications, 2 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 - 95% 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 (22 x 34 ) on bond paper, 2 half size set of drawings (11 x 17 ) on bond paper, 1 copies of the marked-up specifications the updated construction cost estimate, the submittal register, Narrative for the Invitation for Bid (Provide the brief description of work for inclusion in the IFB, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM.
Part V - 100% Submission: Provide 2 full size set of drawings (22 x 34 ) on bond paper, 1 sets of half size drawings (11 x 17 ) on bond paper, 1 bound sets of specifications, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM.

Part VI - Final Submission: Provide 2 full size set of drawings (30 x42 ) on bond paper, 2 sets of half size drawings on bond paper, a bound set of specifications, a set of unbound specifications, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. Additionally provide:
Narrative for the Invitation for Bid (IFB): Provide the brief description of work for inclusion in IFB. Provide 2 copies.
Engineering Calculations: Provide analysis including Engineering Calculations. Provide 2 copies.
Justifications: Provide justification statements for any sole source items and any Or-equal items included in the design. Provide 2 copies.

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 30%, 65%, 95% 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 and the Attachment A. 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. Submittal Register shall be submitted with 95% and 100% design reviews and for the Final submission. Provide 2 copies with each submission.

Narratives: Written narratives shall be included 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. Provide 2 copies with each submission.

Reproduction: The A/E shall be responsible for all reproduction during design. 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:
a. Part I 15% (Design Report) 30 Days from NTP
b. Part II - 30% (Design program, Schematic Design) 30 Days from NTP
c. VA Review 45 Days from NTP
d. Part III - 65% (Design Development) 75 Days from NTP
e. VA Review 90 Days from NTP
f. Part IV - 95% (Design Development, Construction Document) 120 Days from NTP
g. VA Review 135 Days from NTP
h. Part V - 100% (Construction Documents Check set) 165 Days from NTP
i. VA Review 180 Days from NTP
j. Part VI - Final Documents due: 200 Days from NTP

Note: The VA will have 15 days to review each submission 30%, 65%, 95%, 100% and Final.
The A/E shall complete this project NLT than 200 days after issue of notice to proceed (NTP).

CONSTRUCTION

Bidder Site Visit: Participate and facilitate this site visit in conjunction with the Contracting Officer, 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 A/E shall also be required to evaluate RFI s resulting from the Bidder Site Visit to clarify project requirements.

Pre-Construction Meeting: Participate and facilitate this meeting in conjunction with the Contracting Officer, 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: The A/E 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 5 working days to the COR. The A/E 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: The A/E shall prepare the Statement of Work and Cost estimates (returned within 10 calendar days) and track the total cost and changes to the project. This includes the review of the contractor s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E's reply regarding their review of cost proposals and their recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Requests for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note: If major modification, VA will provide additional time and document format guidance.

Monthly Site Inspections: The A/E shall meet monthly or requested by the VA with the contractor, COR and others needed to inspect the progress of the construction and report any deficiencies to the same.

Weekly Progress Meetings: In conjunction with the monthly site inspection, the A/E 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 3 working days of the meeting.

Final Acceptance Testing: The design team shall provide engineers that will conduct final acceptance testing of the systems that were designed and installed during this project. The engineers shall provide a detailed acceptance test report upon project completion. The engineers shall coordinate all testing with the Durham VAMC.

Third-Party Commissioning: The A/E shall provide Commissioning and Commissioning Agent services and deliverables in accordance with the reference document, OCFM Whole Building Commissioning Process Manual located on the TIL (https://www.cfm.va.gov/til/Cx-RCx/CxManual.PDF). See Commissioning Agent Tasks in each section of the reference document. The Commissioning Agent shall be involved in all phases of the project, including both design and construction. It is anticipated that the Commissioning Agent will participate in the following: design reviews, owner s requirements updates, design phase commissioning planning (facilitate), commissioning specification reviews (facilitate), construction project meetings, construction observation visits, equipment startup and testing, Testing Adjusting and Balancing (TAB) verification, and project commissioning (facilitate in coordination with General Contractor). The commissioning process shall be adapted to the size and complexity of the project. Deliverables shall be as described in the reference document. Additionally, the A/E shall develop the commissioning plan, pre-functional checklists, systems functional performance test checklists, integrated system test checklists, and edited master specification templates to serve as a starting point for the commissioning process on all projects based on the following Systems to be Commissioned.

Project Close Out: The A/E 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 A/E shall issue a punch list. Contract documents shall specify that the contractor has 15 calendar days to complete the punch list and notify the A/E for re-inspection. Following re-inspection and project acceptance the closeout phase will occur.

Record Drawing Submission: Provide 2 updated sets of drawings (22 x34 ) on bond marked as As-built Drawings that include the contractor s mark-ups and an electronic copy of the drawings (.pdf and AutoCAD) on a CD-ROM.

SMALL BUSINESS REQUIREMENTS
For market research purposes, all responses to this notice will be reviewed, regardless of small business/socioeconomic category, including those firms that are identified as large businesses. Review of responses to this notice will support later determination of set-aside requirements, if a solicitation becomes available, where the rule of two is met regarding a set-aside, including set-asides under 38 U.S.C. 8127 and 8128 SDVOSB and/or VOSB firms registered in the SBA VetCert database, in accordance with priorities set by regulation.

NAICS CODE: 541330, Engineering Services (SBA Size Standard: $25.5 million annual revenue)

PRODUCT OR SERVICE CODE (PSC): C223, Architect and Engineering- General: Mechanical Systems

INSTRUCTIONS FOR RESPONDING:
Interested companies can respond, via email, to the following Team:

Branch Chief: Vangie.Miller@va.gov
Contract Specialist: Mark.Griffin2@va.gov
Contracting Officer: Alice.Custis@va.gov

Please include on your cover sheet or content of your email ~
Company name
Address
Point of contact with email and phone number
SAM Unique Entry ID number and evidence of current SAM registration (see https://www.sam.gov for more information)
Company Socio-Economic SIZE (example large, small, SDVOSB, VOSB, WOSB etc.)
Proposed NAICS code (if different from above)
Proposed PSC code (if different from above)
Capabilities statement, to include experience with contracts of similar scope and magnitude.
Is the anticipated period of performance appropriate for this project?
Is there anything that would deter you from responding to this requirement?

Additional information may be requested by the Contracting Officer at a later time.

PRIMARY POINT OF CONTACT:
Vangie Miller
Branch Chief
Construction Team 1
Network Contracting Office 6 (NCO 6)
100 Emancipation Dr.
Hampton, Virginia 23667
Vangie.Miller@va.gov

DUE DATE FOR RESPONSES:
This notice will close on Friday, 16 May 2025, at 10:00AM EST.

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