C1DA--AE Renovate 2E and 3D for Specialty Care - 583-24-101

Active

Contract Opportunity

STATEMENT OF WORK FOR AE SERVICES
Project: 583-24-101 Renovate 2E and 3D for Specialty Care

1. Scope of Work
The Architect/Engineer (A/E) firm shall furnish professional services for 100% design to renovate 15,000 SF of 2E and 3D for a new Cardiology Center at the Richard L. Roudebush Veterans Affairs Medical Center, 1481 West 10th Street, Indianapolis, IN 46202. The design will include Schematic Design, Design Development, Construction/Bid Documents per the A/E Design Submission Instructions Documents, Construction Administration Services, Technical Specifications and Cost Estimates.

The project is to be designed as a multi-phased renovation, with adjacent spaces remaining fully operational during construction. The renovation shall be designed in strict compliance with all current, applicable codes and VA design requirements. The scope includes any utility modification necessary to achieve the design requirements, including, but not limited to, HVAC, electrical, plumbing, and fire protection. New space will include labs, procedure rooms, testing rooms, offices, and other associated tenant spaces.

Design Considerations for this project:

All rooms to be removed or modified as part of the design: (See attached floor plan) Attached floor plan shall be used as a reference only and the A/E shall verify the existing layout, utilities, and dimensions for all drawings or schematics provided by the VA.
Design Team shall meet with VAMC Design Group, including Engineering and Cardiology Team to determine final list of proposed rooms to be designed as part of this renovation design.
Develop a detailed phasing plan for the execution of all renovation work, to include demolition, electrical, backup electrical, plumbing, HVAC, fire alarm, controls, and insulation disciplines. Include infection control and life safety procedures.
3 conceptual floor plans shall be presented at the schematic design phase.

The Schematic Design shall include a comprehensive study, inspection and report of the existing project area conditions, which shall include all utilities and systems servicing the area mentioned in this scope.
A/E Design Firm Responsibilities:

The A/E design firm shall provide evidence of prior experience as well as provide referenced projects of similar size, scope, and design regarding the type of work mentioned above.
The A/E firm shall be responsible for site review of the existing facility to field verify the owner s existing documents and as-built drawings. Any modifications that are required to be made as a result of the site review shall be communicated to VA and corrected by the A/E firm.
The A/E firm shall provide a preliminary construction schedule which shall include a timeline for projected outages highlighting the facility interruption time frame for each affected area. This information shall be communicated to all bidders for their review and inclusion within their bids. It shall be communicated within the bid documents that the Contractor will be required to review and provide any concerns regarding the projected construction timeline in order to minimize any/all disruptions to the medical center.
The A/E firm shall provide and present a detailed project work plan, including schedule, explicit phasing directions, space access and occupancy schedules, work schedules to include off-shift, weekend and holiday work requirements, staging and shop areas, construction waste management, infection and noise control, life safety compliance, wall material and finish schedules in areas where demolition of walls for access is required, work turnaround requirements, property protection and cleanup/restoration requirements.
For equipment above ground level that requires lifting, a detailed site plan for lifting equipment, whether ground or air based, shall be provided, to include areas requiring evacuation, safety zones and demarcation, placement plans for ground-based equipment including load bearing capability of underground utility systems and soil suitability, overhead utility and obstruction avoidance, circulation plans to include routine and emergency access, pedestrian access control, and time of day/day of week definition to minimize patient care disruption.
An updated, detailed cost estimate shall be included with each project milestone submission.
A detailed Inspection and Acceptance Testing plan shall be developed to provide Contractors with acceptance milestones and incremental punch list management direction during construction. The intent of this plan is to provide an orderly method for the VA COR to periodically recognize beneficial use of the completed elements of work.
The Inspection and Acceptance Testing Plan shall include all requirements for a complete testing and commissioning by a third-party firm of all systems affected by this project. As part of this Plan, the requirements for commissioning shall direct the construction Contractor that all commissioning work will be performed in accordance with VA standards.

A/E shall provide a preliminary construction schedule for planning purposes. This information shall be communicated to all bidders for their review and inclusion within their bids. It shall be communicated within the bid documents that the Contractor will be required to review and provide any concerns regarding the projected construction duration.

The A/E design shall meet all VA space criteria requirements, VA HVAC design specific requirements, and all building codes, NFPA, NEC, OSHA, ASHRAE requirements.

The A/E design shall meet all requirements for Infection Control, Construction Waste Management, Life Safety Measures, and construction work permitting shall be provided by the VA to the A/E design firm for inclusion in the Project Specifications.

The A/E Design Firm shall incorporate a Quality Assurance review, either internally or with a third party, for each level of submission under this contract. Defects of a clerical nature or incomplete corrections from earlier VA reviews of prior design submissions will not constitute reason for delay or compensation.

A/E shall be responsible for complete functional design and provide biddable documents meeting all the requirements. 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. It 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.

VA additionally through the documents on the TIL has adopted the latest edition of the following codes and standards (but not limited to):

Occupational, Safety and Health Administration (OSHA) Standards
International Building Code (IBC)
National Electrical Code (NEC)
NFPA 101 Life Safety Code
National Fire Protection Association (NFPA) Codes, except for NFPA 5000 and NFPA 900
National Standard Plumbing Code (NSPC)
Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1
ASME Boiler and Pressure Vessel Code
ASME Code for Pressure Piping
International Plumbing Code (IPC)
Architectural Barriers Act Accessibility Standard (ABAAS) for Federal Facilities
Building Code Requirements for Reinforced Concrete, American Concrete Institute (ACI 318 2) and Commentary (ACI 318 R2)
Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)
Energy policy Act of 2005 (EPAct)Ventilation for Acceptable Indoor Air Quality ASHRAE Standard 62.1
DOE Interim Final Rule: Energy Conservation Standards for New Federal, Commercial and Multi-Family High-Rise Residential Buildings and New Low-Rise Residential Buildings, 10 CFR Parts 433, 434 and 435
Federal Leadership in High Performance and Sustainable Buildings: Memorandum of Understanding (MOU)
Executive Order 13423: Strengthening Federal Environmental, Energy, and Transportation Management
The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification
Ventilation for Acceptable Indoor Air Quality ASHRAE Standard 62.1
Safety Standard for Refrigeration Systems ASHRAE Standard 15
U.S. National CAD Standard

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.

Designs for construction must produce a complete and usable facility or improvement when constructed. VA policy (VHA Office of Capital Assets Management, Engineering and Support memo Updated Construction Guidance and Expectations dated Sep 12, 2016) requires the A/E to certify that their design (including all bid alternates/bid deducts) is independent of any future construction project. In addition, the A/E must certify that it has produced a design that does not include furniture and equipment that will be procured separately unless directed otherwise by the VA. Equipment that can be part of the design 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 project is to provide all necessary modifications and additions to VAMC existing, mechanical, electrical and plumbing work.

The A/E shall submit as part of the Final Bid Documents submittal a signed letter on company letterhead stating the design s independence.

A/E shall be responsible to review existing conditions to locations planned for development. Access to files shall be coordinated with the COR.

All drawings shall adhere to VA project software requirements for Building Information Modeling (BIM) and Computer Aided Design (CAD) available at http://www.cfm.va.gov/til/projReq.asp. BIM software shall be Revit 2023 and AutoCAD 2022 or the latest version available to VA Indianapolis.

The project BIM model minimum requirements shall be developed to include the systems described below as they would be built, the processes of installing them and to reflect record drawing conditions (possibly incorporating into the Indianapolis VAMC Master Record Drawing pending facility expertise). The deliverable model at the SD and CD design phases shall be developed to include as many of the systems described below (but not limited to) as are necessary and appropriate at that design phase.

Life Safety Information
(Fire Extinguishers, Wall Ratings, Door Ratings, Fire Protection/Alarms)
General Signage
Schedules
Equipment
Foundations
Shafts and Pits
Mechanical
Plumbing
Power and Lighting
Asbestos/ Hazard Material Info
Security System Information
(Access Controls, Security Cameras, Panic Alarms, Overhead Paging)
Exterior Building Information
Other Engineering Data as Required

2. General
The A/E will be given the appropriate orientation by the VAMC offices of Engineering Service and VISN Contracting. The A/E shall prepare all necessary drawings. The degree of completion and the stages of submission shall be as hereinafter specified. The VAMC will provide all standard details, master specifications, design criteria, etc.

A/E discussion with the VAMC personnel concerning requirements will be arranged by and participated in by appropriate Engineering Service personnel. The A/E shall participate with the Project Engineering and other Services in review of project scope, design review comments, etc.

There will be one (1) submission for schematic design drawings, one (1) submission for design development drawings and three (3) for construction documents (95% and 100%) plus a final submission which constitutes a complete bid package consisting of drawings, specifications, detailed final cost estimates, phasing and sequence drawings within each phase, and project bid alternates.

Drawings showing architectural and other features of the affected building are available in files of the Engineering Service, VAMC. The drawings are not to be expected to be accurate in all respects, and the Architect-Engineer is to physically verify all features affecting the project by field investigation.

The A/E shall develop the project utilizing Revit 2020 and Building Information Modeling BIM to develop architectural design drawings, renderings, construction documents, and record drawings at completion of construction as per the VA BIM guide located on the VA Technical Information Library (TIL). At each scheduled submittal date, the A/E shall submit to the VA a list of the submitted files that shall include; 3D Views, Facility Data, and Revit Data Files. Submittal drawings shall be full size plots suitable for half size reproduction.

The VA has ownership of the rights at the date of Closeout Submittal to all CAD files, Revit 2020 BIM Model and Facility Data developed for the Project. The VA may make use of this data following any deliverables.

For preparation of construction specifications, the A/E will provide specifications in "Word" format and pdf format. The A/E shall supply copies of the specification files, combined into single document, to be electronically transported to the CO for incorporation into the VA specification booklet.

The IT security requirements for certification and accreditation (C&A) do not apply, and a Security Accreditation Package is not required.

3. Schedule & Submission Requirements

Times listed herein are approximate and subject to negotiation. Each milestone in the timeline is subject to completion of the predecessor task and project requirements external to AE scope; as such, calendar days for task completion shall be negotiated instead of actual dates.

The following is an estimated milestone schedule in terms of business days. Federal holidays do not count as business days.

Activity
Level of Completion
Calendar Days

Schematic Submission
35%
60
After Notice to Proceed
VA Review 35% (SC)

14
After Receipt of 35% Submissions
Design Development Submission (DD)
65%
60
After Notice to Proceed
VA Review of 65% (DD)

14
After Receipt of 65% Submission
Construction Document Submission (CD)
95%
30
After VA Approval of 65% DD Submission
VA Review of 95% (CD)

14
After Receipt of 95% Submission
Construction Document Bid Set Submission (CDBS)
100%
7
After VA Approval of 95% CD Submission
VA Review of 100% CDBS

14
After Receipt of 100% CDBS Submission
Deliver Final Construction Document Bid Set

7
After VA Approval of 100% CDBS Submission


157
A/E Design
56
VA Review
213
Total Design Timeframe

Design Schedule is 213 days to complete Schematic Design, Design Development, Construction Documents, Technical Specifications, and Cost Estimates of Construction. Completion of Construction Administration Services will not be dependent upon award of Construction Contract.

4. Construction Period Services
Contract Procurement
Attend Contractor s Pre-Bid site visit and respond with recommendations to any questionable items. If necessary, develop amendments or assist with project procurement. A written response is required.
Attend one (1) pre-construction meeting after award of contract.
Attend weekly construction meetings throughout the duration of the project.

Submittal Review
The A/E firm shall review all construction materials, equipment, and change orders proposed by the Contractor for use in construction of this project. All submittals and change order proposals will be reviewed for compliance with the specifications and reasonable costs and returned to Engineering Service within five (5) calendar days after receipt.
All material shall be submitted in accordance with the VA Handbook Minimum Requirements for A/E Submission for each of the three design phases. Refer to the attached AE Design Instructions 583-24-101 for the Design Schedule and document submittal details.
All submittals should be reviewed and approved by the A/E and the COR.
A/E shall maintain and provide a submittal log. Upon the completion of each submittal, provide an updated Submittal Register to the COR.
The A/E shall coordinate shop drawing review with the COR. The A/E shall not return shop drawings to the Contractor.

Review and respond to Requests for Information (RFI)
The A/E shall review and answer all RFI s submitted by the Contractor during the Plan Review, Bid and Construction Phases.
A/E shall provide and maintain an RFI log and notify the COR of updates as they occur. Upon completion of each RFI response, provide an updated RFI log to the COR within four (4) calendar days.
RFI response shall not exceed three (3) calendar days.

Design Changes
The A/E shall include in their original bid all work/cost necessary for redesign or modification of construction documents to accommodate future medical equipment installation. The medical equipment to be installed in this area as part of the renovation is currently unknown. A basis of design for medical equipment will be provided but final equipment specification is anticipated to change during the construction period.

Site Visits
The A/E shall provide site visits as requested by the COR as noted below:
One (1) visit for the pre-bid conference.
One (1) visit for the pre-construction conference.
Forty-five (45) visits for general construction inspection/progress.
Three (3) visits for final inspections.
A/E to provide other construction phase services as defined in signed contract.
All A/E investigation visits shall be coordinated with the COR. At least 2 business days prior notice is needed.

Misc.
The A/E shall be responsible for preparing statements of work, cost estimates, specifications, and plans for change orders related to the design.
A/E to participate in weekly virtual project meetings with the VA and Contractor.
The A/E shall keep detailed meeting notes for all in person and virtual meetings. Copies shall be supplied to the COR upon request.
The A/E shall be responsible for all permits or notices with the city or state.
All Design work associated with this project shall comply with Infection Prevention Requirements, Interim Life Safety Measure requirements, etc., which shall be listed in the specifications and drawings. The COR shall provide requirements and forms to the A/E. Work shall be planned for normal hours, 7:00 AM to 4:30 PM, unless otherwise stated in the specifications and phasing plan. All work outside of normal business hours shall be coordinated through the COR.
During the construction period, all work shall be performed in accordance with Indiana Department of Environmental Management (IDEM) regulations. It will be the A/E responsibility to have specifications in their design for the Contractor to keep the construction areas clean and to not damage the existing equipment.

Construction Close Out
The A/E shall modify design drawings and models based on marked drawings supplied by the Contractor and are to be verified by the A/E in field. As-Builts are to include all addendums and bulletins issued by the VA/AE during construction. These changes shall be bubbled and dated. An electronic Revit BIM and AutoCAD with 2020 or earlier model of the As-Builts is to be submitted to the COR on CD-ROM. Any approved shop drawings with major differences from contract drawings, supplemental agreements processed change orders, etc., shall be incorporated. The A/E shall deliver As-built Drawings no later than 30 calendar days after the substantial completion of construction work.
Provide a maintenance plan for future upkeep and maintenance. The maintenance plan shall include but not limited to, a timeline of inspections, recommended life or replacement of materials and the estimated cost of replacement items. The maintenance plan shall also identify areas that are prone to breakdown or wear.
All records, including RFI logs, submittal logs, meeting notes, and surveys will be turned over to the COR at the end of the project prior to official close out.
Provide one (1) on-site meeting with the A/E project manager to review all Close Out Documents, including, but not limited to, the provided as-builts and field review for accuracy.


Submittal Instructions:

All interested and capable vendors must submit an electronic copy of their SF330s, via email, by the closing time/date of this announcement.

Closing Date: 16 April 2024
Closing Time: 14:00 local

No hard/physical copies will be accepted. They must be submitted to the contracting officer at:
Email: christopher.lee33@va.gov

Evaluation Criteria:

The government will evaluate each potential contractor under the terms of its:

(1) Professional qualifications necessary for satisfactory performance of required services;
(2) Specialized experience and technical competence in the type of work required, including,
where appropriate, experience in energy conservation, pollution prevention, waste reduction,
and the use of recovered materials;
(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; provided, that application of this criterion leaves an appropriate number of
qualified firms, given the nature and size of the project; and
(6) Experience in construction period services to include professional field inspections during
the construction period, review of construction submittals, support in answering requests for
information during the construction period, and support of construction contract changes to
include drafting statements of work, and cost estimates.

A selection board has been appointed to complete the functions required by FAR 36.602-3, under the selection process outlined at FAR 36.602.


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