Site work and new construction of a mixed-use development in Poplar Bluff, Missouri. Design plans call for the construction of a medical facility; for site work for a medical facility; and medical facility.

An architect has been selected. As of April 1, 2022, the project is still in design and there will not be any further solicitations or contract on this project until FY23. A projected bid schedule and construction timeline information has not been disclosed. A firm construction timeline has not been set. *Original RFQ information is retained below for historical purposes. Award Details Contract Award Date: Jun 25, 2020 Contract Award Number: 36C25520C0060 Task/Delivery Order Number: Contractor Awarded Unique Entity ID (DUNS): 027730157 Contractor Awarded Unique Entity ID (SAM): Contractor Awarded Name: VALHALLA ENGINEERING GROUP, LLC Contractor Awarded Address: ENGLEWOOD, CO 80110 Base and All Options Value (Total Contract Value): $1599727.57000000 Page 2 of 2 Synopsis: CONTRACT INFORMATION This A-E Services requirement is being procured in accordance with the Brooks Act (Public Law (PL0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected based on demonstrated competence and qualifications for the required work. This procurement is restricted to Service Disabled Veteran Owned Small Business (SDVOSB) firms. This requirement is being procured in accordance with the VAAR 836.606-73 as implemented in FAR Subpart 36.6. This is not a Request for Proposal and an award will not be made with this announcement. This announcement is a request for SF 330 s from qualified contractors that meet the professional requirements. 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 Poplar Bluff VA Health Care System Evaluation Board in accordance with FAR 36.602-5(a) and the selection report shall serve as the final selection list, which will be provided directly to the Contracting Officer. 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. Award of any resultant contract is contingent upon the availability of funds. No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted via email only to Michael.Bottary@va.gov. Personal visits to discuss this announcement will not be allowed. The NAICS Codes for this procurement is 541310 Architectural Services and small business size standard of $7.5M. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is approximately 300 calendar days including time for VA reviews. DATABASE REGISTRATION INFORMATION: VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASIDE FOR QUALIFIED SERVICE DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH VAAR 852.219-10. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, (http://www.Vetbiz.gov), SHALL BE CONSIDERED. SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM) database at www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their qualifications package. THE EXCLUDED PARTIES LIST SYSTEM (EPLS): To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Excluded Parties List System (EPLS) located at www.sam.gov for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. E-VERIFY SYSTEM: Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54) A-E firms are required to respond if interested by submitting one (1) completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: http://www.gsa.gov/portal/forms/download/116486) Must include in Part I Section H an organizational chart of the firm (excludes consultants) and a design quality management plan. Submission information incorporated by reference is not allowed. All submissions shall be made electronically. Completed package shall be delivered electronically on or before 03/27/2020 at 2:00PM Central Standard Time to the NCO 15 Contracting Office, Attn: Mike Bottary, Contracting Officer Contracting Office Address: 3450 S. 4th Street Trafficway, Leavenworth, Kansas 66048. Michael.Bottary@va.gov EVALUATION FACTORS: Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VA Acquisition Regulation (VAAR) Part 836.602-1. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary. SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required and SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Qualifications (SF330) submitted by each firm for Project # 657-403, Design New Outpatient Mental Health, RRTP Facility for Whole Health Integration will be reviewed and evaluated based on the following evaluation criteria listed below: 1. Professional Qualifications: the qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. AE firms shall have licensed professional architects and engineers currently registered in the state of Missouri or in the state of which Missouri has recognized the engineering license. The specific disciplines which will be evaluated are Architects, Healthcare planner, Engineers (to include Civil, Electrical, Geo-Technical, Mechanical, Fire Protection, and Structural), LEED Consultants, Estimators, and Project Managers. 2. Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for medical facilities, new construction, and renovations to existing medical facilities, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. 3. Capacity to Accomplish the Work: The general work load and staffing capacity of the design office which will be responsible for the majority of the design and the ability to accomplish the work in the required time will be evaluated. In accordance with VAAR 852.219-10(c)(1), prime contractors shall clearly demonstrate how they will meet the requirement that at least 50 percent of the design work be accomplished by employees of the concern or employees of eligible service-disabled veteran owned small business subcontractor/consultant. 4. Past performance: the past performance of projects that are complete (design and construction) that the firm has designed relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Project past performances that are older than 3 years will receive a lesser score than those references for projects accomplished within the past 3 years. 5. Claims and Terminations: record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services will be examined. 6. Reputation in A-E Community: reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. A/E SUPPLEMENT B TO SPECIAL PROVISIONS OF PROJECT 657-403 PROJECT NUMBER: 657-403 PROJECT TITLE: Design New Outpatient Mental Health, RRTP Facility for Whole Health Integration DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 300 days after the Award/Notice to Proceed Letter. CONSTRUCTION BUDGET/DESIGN and CERTIFICATION LIMITATION: A/E will also be required to incorporate bid deducts into the bid documents that will allow for a 20% budget reduction. In accordance with 52.232-22, Design Within Funding Limitation (APR 1984), the estimated construction contract price for this project is between $10,000,000.00 and $20,000,000.00. If the project cannot be designed within funding limits specified, the A/E shall notify the Contracting Officer immediately, in writing, and shall not proceed further without direction from the Contracting Officer. FAR 36.204 estimated range between $10,000,000 and $20,000,000. CONSTRUCTION/DESIGN LIQUIDATED DAMAGES In accordance with 52.211-12, Liquidated Damages-Construction (Sept 2000) (a) If the Contractor fails to complete the work within the time specified in the contract, the Contractor shall pay liquidated damages to the Government in the amount of $1,000 for each calendar day of delay until the work is completed or accepted. (b) If the Government terminates the Contractor s right to proceed, liquidated damages will continue to accrue until the work is completed. These liquidated damages are in addition to excess costs of repurchase under the Termination clause. (End of clause) In accordance with 52.211-13, Time Extensions (Sept 2000) Time extensions for contract changes will depend upon the extent, if any, by which the changes cause delay in the completion of the various elements of construction. The change order granting the time extension may provide that the contract completion date will be extended only for those specific elements related to the changed work and that the remaining contract completion dates for all other portions of the work will not be altered. The change order also may provide an equitable readjustment of liquidated damages under the new completion schedule. (End of clause) MATERIALS In accordance with 52.211-15, Material Requirements (Aug 2000) In accordance with 52.225-1, 3, 5, 8, 13, Buy American/Trade/Restrictions on Foreign Purchases STOP WORK/TERMINATION/DEFAULT/DELAYS In accordance with 52.242-15, Stop Work Order (Aug 1989) In accordance with 52.249-2, Termination (Apr 2012) In accordance with 52.249-8, Default (Apr 1984) In accordance with 52.249-14, Excusable Delays (Apr 1989) Prospective firms are reminded that in accordance with VA Acquisition Regulation (VAAR) 852.219-10, at least 50 percent of the cost of personnel for contract performance of the contract shall be spent for employees of the SDVOSB concern or employees of other eligible service-disabled veteran-owned small business concerns. See VAAR Clause 819.7003 for eligibility requirements regarding Service Disabled Veteran Owned Small Business or Veteran Owned Small Business Set-Asides. CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project) -Design and Construction Procedures, PG-18-3 -Standard Details. Program Guide, PG-18-4 -Equipment Reference Manual, PG-18-6 -Barrier Free Design, Program Design, PG-18-13 -Room Finishes, Door and Hardware Schedule, Program Guide, PG-18-14 -Equipment Guide List, program Guide, PG-18-5 -Space Planning Criteria for Medical Facilities Handbook, 7610 -Uniform Federal Accessibility Standards -Signage Design Guide, -Master Construction Specifications, Program Guide, PG-18-1 -VA Design Alerts -VHA National CAD Standards -National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, EPA, OSHA, etc.), Latest Edition. -Design Guides, PG-18-12 -Minimum Requirements for A/E Submissions, PG-18-15 -Seismic Design Handbook, H-18-8 -Design Manuals, PG-18-10 -VHA Directive 1061 -Residential Rehabilitation Treatment Program Guide: VHA Handbook 1162.02 -Mental Health Facilities / Mental Health Outpatient Services, PG-18-12 -VHA SCIP Attachments -VHA SEPS (Contractor Access Required) -VHA Directive 0730 (Police) Note: The above documents can be found at the following website: http://www.cfm.va.gov/TIL/ SCOPE OF CONSTRUCTION PROJECT and PROJECT CONSTRAINTS Construct a Standalone Facility per SCIP VHA15-657A4-2019-35516 (Version 2021-1) Reference VHA Handbook 1002.02 Minor Construction Program, Current Edition for requirements of Minor Design and Construction. Design/Construct approximately 32,850 (+/-10%) square foot facility. The structure shall facilitate vertical or horizontal expansion in the future, as described in the design process. VHA TIL Requirements of A/E Design and Construction Procedures are applicable (PG-18-15 and PG-18-3) The building shall maximize the efficiency of co-utilization of spaces between each program. Reference SCIP Business Case and Project Cost Estimator for preliminary square footages. Construct a 12-20 Bed RRTP Facility (SUD) Mission: The mission of the Residential Rehabilitation Program (RRTP) is to provide high-quality residential rehabilitation and treatment services for Veterans with multiple medical conditions, mental illness, addiction, or psychosocial deficits. The RRTP identifies and addresses the goals of rehabilitation, recovery, health maintenance, improved quality of life, and community integration in addition to specific treatment of medical conditions, mental illnesses, addictive disorders, and homelessness. The goal of the RRTP is to provide opportunities for Veterans to achieve and maintain their highest level of independent community integration through residential services designed to improve functional status, sustain rehabilitation, disability management, recovery, and breaking the cycle of returning for multiple treatments. The Objectives of the RRTP is to focus on each Veteran's strengths, needs, abilities, and preferences by tailoring an individualized treatment plan to assist Veteran's in meeting their primary goals while residing in a structured, supportive, and therapeutic community environment. Veterans will be placed into a designated program within the RRTP based on the Veterans needs for service as well as receive community supports to assist the Veteran in being more independent, self-supporting, and successful in their individual recovery. Rehabilitation and treatment services to address medical conditions, mental illness, addiction, psychosocial deficits, and homelessness will be provided with the intent that following these services Veterans will be able to transition independently into safe, secure housing in the community. This project shall yield at a minimum 12-bed RRTP program. The construction shall address all architectural, mechanical, plumbing, electrical and any other required system as described by VA program office publications. The RRTP program will address men and women Veterans. The program shall have private restrooms/shower facilities, patient privacy, security, dining, communal recreation and all other aspects of the program as described in VHA Handbook 1162.02 Mental Health Residential Rehabilitation Treatment Program or current equal publication from VHA. The project shall include spaces and systems such as courtyards, group therapy, kitchen, dining, recreation, computer lab, controlled ingress/egress (PACS), patient safety, anti-ligature (where applicable), monitored (CCTV), overhead paging, Building Automation (HVAC and Lighting), nurses station with corridor views, administrative spaces, ground level accessible mechanical spaces, OSHA complaint access for roof mounted equipment/parapets, VAV HVAC, Emergency Power, Life Safety Systems, and other VHA applicable systems. Consider Resident and Employee parking within the design. Construct an Outpatient Mental Health / Behavioral Clinic This project shall yield an outpatient mental health clinic that facilitates Substance Abuse Counseling, Compensated Work Therapy, Day Treatment, Psychology, Behavioral Health Interdisciplinary Program (BHIP), Whole Health, Homeless Program, Intimate Partner Violence (IPV) Assistance Program, Peer Support, Psychiatry, and other programs / modalities as identified by SMEs on the IPT. Demolition of Existing Building 3, Building 4, and Building 10 Assess Hazardous Materials and Abate/Remediate Prior to Demolition. ELECTRONIC DATA SUBMISSION The A/E shall provide the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Provide Submittal Exchange or equal web system. Service should be provided through construction period services and allow use by construction contractor. SCOPE OF WORK FOR A/E SERVICES Design Development: The A/E shall make investigations necessary to thoroughly evaluate the area, including interviewing the staff impacted as a result of this project. The A/E shall make investigations necessary to thoroughly evaluate the area and systems. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C. This project may include, but is not limited to, demolition, new construction of architectural systems, electrical power, HVAC systems, plumbing systems, data/voice, security and monitoring systems, structural modifications, abatement of hazardous material, life safety systems, seismic compliance, and interior finishes. The A/E will be required to design within the construction budget. The design shall be fully compliant per VHA Construction Publications. Architect or architect/engineer (A/E) firm shall be capable of preparing all design documentation including, but not limited to, advanced planning and design of the corrected fire and life safety systems at the John J. Pershing Veterans Administration Hospital (JJPVAMC) in Poplar Bluff, MO. Prime contractor shall have, but not limited to, the following licensed/registered specialty disciplines as members of their firm/team: Architect, Mechanical Engineer, Plumbing Engineer, Electrical Engineer, Life Safety Engineer, and Communications Designer, Interior Designers, and Cost Estimators. The team shall have demonstrable experience in programing, planning and design of complex healthcare projects of a similar nature. The A/E must design using all current VA standards, design guides, and meet all current codes for mechanical, plumbing, electrical, fire protection, seismic, and life safety. All spaces will be designed to meet the Interagency Security Committee and other relevant physical security guidelines. It is important to emphasize that the A/E shall perform design development, detailed design work, prepare detailed construction documents, keeping in mind that the end results is a completely functional, certified, and fully operational product. After award, A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage. The A/E firm shall be responsible for site review of the existing facility in order 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. A geotechnical investigation will be required to assess the soil conditions and resulting soil bearing capacity. The final design documents from a resultant task order will be subject to review and approval (by signature) of all members of an Integrated Project Team (IPT) consisting of medical center personnel. These individuals will be identified by the COR at the first design review meeting. As part of the final submission the A/E shall provide a written synopsis describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This synopsis is intended to be a general description of the project not to exceed four written pages in length. The A/E shall utilize SEPS and FOR REFERENCE SEPS Models for Design Development and FFE Planning in full. The A/E shall develop plans for a temporary work space for displaced employees in Buildings 3 & 4. The C&A requirements do not apply, and that a Security Accreditation Package is not required. The Government has first right of refusal on all demolished or removed items at the discretion of the COR. During both design and construction, the A/E shall provide to the VA (and eventual construction firm) access to a secure file sharing website (JJP VA prefers Procore) for the purpose of posting electronic correspondence too large for email traffic. This file sharing website should have multiple security levels that can be used during construction to manage the exchange of submittals. The A/E shall include both the design and construction cost for Procore as a separate line item. Deliverables shall include Preliminary Layout Submission Electronic PDF copy Schematic Submission (minimum of three) (Incorporating programing report) 10%: 2 Complete hardcopy sets- 1 full size, 2 half-size; 1 electronic PDF copy Design Development Submission (35%): 1 Complete hardcopy sets- 1 full size, 2 half-size; 1 electronic PDF copy of drawings, specifications and cost estimate) Construction Documents Submission (60%) 3 Complete hardcopy sets- 1 full size, 2 half-size; 1 electronic PDF copy of drawings, specifications and cost estimate. 1 hard copy of specs. Specs should also be provided in an electronic format in both a combined PDF format and in Word. Electronic copy of cost estimate Construction Documents Submission (90%) 4 Complete hardcopy sets- 1 full size, 3 half-size; 1 electronic PDF copy of drawings, 2 hard copies of specs. Specs should be provided in an electronic format in both a combined PDF format and in Word. Electronic copy of cost estimate (1 half size drawing, set of specs (clean) and cost estimate are to be provided to the contracting officer) Construction Documents Submission (100%) 4 Complete hardcopy sets- 1 full size, 3 half-size; 1 electronic PDF copy, 2 hard copies of specs. Specs should be provided in an electronic format in both a combined PDF format and in Word. Electronic copy of cost estimate. Bid Document Submission (Final): 3 complete hard copy sets- 1 full size, 2 half size. 4 sets of bound specification. Cost estimate. Electronic copies of drawings and specification both PDF and Auto-CAD 2017, as well as Revit model(s). Conformed Drawings: In the event bid alternatives are taken as a result of the bidding process, AE shall develop and provide an electronic conformed set of drawings based on the bid item(s) taken. As-Built Drawings: 1 complete hard copy full size set and Electronic copies both PDF and Auto-CAD with bound x-refs. Provide Mylar Set. A/E FEE DETERMINATION: The A/E is to present their fee proposal for evaluation and negotiation in the following format: Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, discipline, and design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline to the Contracting Officer and COR. Include a letter of understanding with the price proposal that presents a detailed understanding of the Supplement B and include a breakout of travel costs. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using the NCO 15 invoice format. Correction of the A/E s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA. DESIGN DEVELOPMENT PROCEDURES A/E firm shall: Meet with Facilities, and other personnel prior to start of design to determine detailed requirements of work involved. Work from existing building and site drawings furnished by the VA to develop project design. (These are to be used only as guidelines) Perform any necessary on-site field investigations to accomplish work and to verify drawings provided by the VA. Prepare rough sketches, if necessary, to solve possible problems in design throughout the contract. A/E firm shall make investigations necessary to thoroughly evaluate the conditions of the existing facility and its systems. There will not be a systems redesign for this process. The design shall include any energy efficiency improvements available for the application. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, PG-18-15, Volume C. A/E shall plan for the following design and design review meetings as part of the Scope of Work: An initial kickoff meeting will be held with the Contracting Officer and JJPVAMC engineering staff. This meeting will be intended to provide an onsite familiarization with the project. The VA will provide workload data, as-built drawings, Facility Condition Assessment, and the current Code Review Assessment. A second meeting will be held with the JJPVAMC engineering staff, required safety and facility management staff, and senior leadership staff. This will serve as an opportunity for the A/E to gain a further understanding of the direction the facility wants the project to go. The A/E should be prepared to discuss the scope of the project, provide examples of current VA standard system layouts, site drawings identifying the project area(s) showing a basic schematic layout of the various systems, a timeline for design and a brief construction summary. The A/E shall record the minutes of the meeting to document the thoughts and concerns of the facility. The A/E shall review onsite the existing locations and deficiencies of the various functions and systems that will be corrected to help understand the needs of the facility. They shall meet with the facilities management and safety leaders of the facility to review and compare the VA design guides and the specific corrections required by the deficiencies needs. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). JJPVAMC will provide comments and guidance following each design review session. All meetings shall be held at the JJPVAMC in Poplar Bluff, MO. Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. All new space and utilities will be designed to meeting the Interagency Security Committee s and other relevant physical security guidelines. The completed project shall be capable of achieving LEEDS certification where applicable. CONSTRUCTION DOCUMENTS PROCEDURES A/E firm shall complete such further investigations to develop selected items into working drawings and specifications for issuance through the competitive bid process or through other bidding methods of procurement. In most instances, copies of the VA Master Construction Specifications will be available off the Internet, which will be edited and incorporated in the project specifications. In those instances where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available off the Internet. Working drawings and specifications shall provide for construction within the National Fire Protection Association Code, VA Standards, and other national codes. A/E shall incorporate VA Contracting Officer furnished material into the finished construction specifications, which will include such things as the bid forms, labor standards provisions, and general clauses relating to construction. REVIEW SCHEDULE FOR DESIGN DEVELOPMENT AND CONSTRUCTION DOCUMENTS A. Submission Schedules: Kickoff Meeting 5 days Meeting with JJPVAMC leadership 10 days Preliminary Layouts 10 days Schematic Design 30 days Schematic Design Review 10 days Design Development (35%) 30 days Design Development Review 15 days Construction Documents Submission (60%) 50 days Construction Documents Review 20 days Construction Documents (90%) 40 days Construction Documents Review 15 days Construction Documents (100%) 20 days Construction Documents Review 10 days Final Bid Documents Submission 5 days Also with 100% submission the A/E firm shall submit, electronically, one set of design calculations, as well as a complete list of submittals required of the construction contractor as applicable. CONSTRUCTION PERIOD SERVICES A/E firm shall provide such construction period services to allow the VA to monitor the contract on a daily basis with adequate support from the A/E firm. The items of support shall include, but not be limited to: Review of all technical submittals, shop drawings and other technical correspondence. All submittals and shop drawings shall be reviewed within two weeks of receipt. The A/E will provide and maintain a Submittal Exchange or equal web system that will be accessible to the VA staff assigned to the project. This site shall be used throughout the duration of the project during both design and construction for meeting minutes and design reviews during the design phase and used by A/E, COR, Contracting Officer and construction contractor during construction phase to upload: submittal reviews, meeting minutes, construction daily logs, etc. Provide advice and consultation on RFIs raised by the VA or the contractor on technical matters. Provide additional design and sketches as necessary should issues arise with the constructability of the initial design. Provide cost estimates as necessary to assist in negotiating any changes to the contract. SITE VISITS A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract. Site visits shall be at a fixed cost per site visit. General Site Visits: Provide eight (8). Pre-bid Conference: Provide one (1). Final inspections, at completion of project and/or at completion of any phase where the VA must accept work done by the contractor. Formal documentation will be required for all site visits. Final inspection reports will be prepared by the A/E firm and submitted to the VA for issuance to the contractor. Record of site visits will be in accordance with, Special Provisions of the Contract. Unused site visits will be deducted from the final contract amount at the completion of the contract. PROMOTION OF FULL AND OPEN COMPETITION A/E agrees to assure specifications are not restrictive. Specifications will be based performance criteria when possible and will not use brand names. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including: Why the particular brand must be used or why a specification can not be written (Proprietary design, etc.) The criteria of alternate items must be met to be considered equal. In the event it is necessary to pre-qualify major components the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List. In addition to requirements of the special provisions, a certification will be provided stating the solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply major components or systems of the project. ESTIMATE SUBMISSION REQUIREMENTS General - the A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction, which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Contracting Officer requirements - in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates directly to the Contracting Officer. The final construction cost estimate delivered with the 100% specifications and drawings shall be marked For Official Use Only and be signed and dated by the Architect. This document will be used as the Independent Government Estimate (IGE) for construction period services. Use of Forms - VA Form 10-6238, Estimate Worksheet: This form serves two purposes: (a) to show the division of cost between labor and material for each cost item; and (b) to extend the level of detail of an estimate beyond square foot cost summaries. The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA. CONSTRUCTION DOCUMENTS - INTERPRETATION The A/E, when requested, shall assist the contracting officer and the contracting officer s representative (COR) to interpret the construction documents and recommend any actions they deem suitable for the satisfactory prosecution of the construction work. The A/E shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents at no cost. The A/E shall assess the preparation of the construction contract modifications initiated by or through the VA to be executed in accordance with the construction documents. CONTRACTOR'S COST PROPOSALS The A/E shall review all Government initiated and or the construction contractors cost proposals for construction modifications when requested by the COR. The A/E s review of cost proposals shall include an independent breakdown of costs in detail with quantities and unit prices. This shall be true for both additions and deductions of labor, materials, and equipment. 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 recommend approval, disapproval, or other suitable disposition. He shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the 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 hold 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 that he has found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay. SITE VISITS AND INSPECTIONS During the construction period the A/E shall make visits to the project site. Site visits shall be made as and when requested by the contracting officer or authorized representative. The total number of visits required is nine (9). Only registered architects and engineers thoroughly familiar with the project may make these site visits. The A/E shall observe the construction and advise the COR of any deviation 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 CO within three working days of the site visit. INSPECTION OF CONSTRUCTION WORK The A/E will be expected to do a final inspection and prepare a punch-list anytime the VA will be expected to accept a portion or all of the space. RECORD DRAWINGS The construction contractor shall furnish the A/E with a marked up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all changes marked up by the contractor or COR. The A/E shall also incorporate any changes made by solicitation amendments, construction modifications or supplemental information provided to the contractor. These are due to the VA within 30 days of receipt of redline drawings from the construction contractor. The method of contractor selection has not been determined at this time.