Site work, paving and renovation of a mixed-use development in Columbia, Missouri. Conceptual plans call for the renovation of a medical facility; for site work for a sidewalk / parking lot; and for paving for a sidewalk / parking lot.

Synopsis: Request for Architectural and Engineer 330 submission Solicitation: Tuckpoint and Seal Ambulatory Care Addition of Building 1 Project No. 589A4-23-103 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 for negotiation 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 Architectural and Engineer (A&E) contractors that meet the professional requirements. After the evaluation of SF330 submissions in accordance with the evaluation criteria, the most highly qualified firm will be chosen for negotiations. 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. The contract is anticipated to be awarded no later than February 13, 2023. 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 to James Petrik (james.petrik@va.gov) and Jeanette Mathena (jeanette.mathena@va.gov). Personal visits to discuss this announcement will not be allowed. The NAICS Code for this procurement is 541310 Architectural Services and the small business size standard of $11 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is estimated at 296 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction services if award of a construction project contract is made. DATABASE REGISTRATION INFORMATION: VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASID 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, https://www.vetbiz.va.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 https://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 https://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) Qualified A-E firms are required to respond if interested by submitting one (1) original 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).A 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 must be in pdf and emailed. Completed package shall be delivered on or before December 9, by 2:00PM CT to the following email address: Jeanette.mathena@va.gov and james.petrik@va.gov. Email subject line shall clearly identify Solicitation number: 36C25523R0018 and project name Tuckpoint and Seal Ambulatory Care Addition of Building 1 Project No. 589A4-23-103 . The 330 submission must be a pdf document and must be below 10 MB. PROJECT INFORMATION This project will replace all caulk joints on the exterior of the ACA building. This includes full removal of existing sealants and re-sealing of those joints with the A/E specified sealants. This project will include tuck point of all failing grout/mortar joints on the exterior of the ACA building. This project will also fix the seal of all windows/store fronts on the exterior of the ACA building where required, or full replacement of window/storefront if required. The sealing or replacement of any exterior utility infrastructure that is supposed to have environment-controlled encasement, this shall include but not limited to junction boxes, doghouses, etc. This project does not include the full replacement of the roofs associated with the ACA but shall include re-sealing of joints and patching if required. The project will remove/replace any damaged flashing or install additional flashing where deemed flashing is required. The general scope of this construction project is to fully seal the exterior of the ACA building to provide protection from all environmental factors. The ACA building includes all exterior areas north of the original Building 1 construction and shall include but not limited to the circle drive car port and canopy, ambulance bay, and all glass store fronts associated with the entrance vestibules. EVALUATION FACTORS: Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1.A Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary.A SF 330 submissions including any additional pages are not to exceed fifty (50) pages. Each page cannot exceed 81/2 x 11 in size. 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. SF 330 must be submitted as a PDF and cannot exceed 10MB. Qualifications (SF330) submitted by each firm for Project No. 589A4-23-103 Tuckpoint and Seal Ambulatory Care Addition of Building 1 will be reviewed and evaluated based on the following evaluation criteria listed below: 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. A&E firms shall have licensed professional architects/engineers currently registered in the state of Missouri or in a state of which Missouri has recognized the architectural license. The specific disciplines which will be evaluated are Architects, Environmental, Structural, Mechanical, Plumbing, and Electrical Engineers; Fire Protection Engineer; Communication/Technology (voice & data); and Cost Estimators with experience in the programming, planning and design of Tuckpoint and Seal Ambulatory Care Addition of Building 1. Specialized Experience and Technical Competence: specific experience and technical skill in the type and scope of work required for medical facilities 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. Capacity to Accomplish the Work: the prime contractor must have the general workload 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 state and 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. 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. Location of Design Firm: the geographic proximity of each firm to the location of the VA Medical Center will be evaluated. The mileage restriction is in compliance with FAR 36.602-1. This criterion will apply to the office from which the prime contractor s office is established. Firms within 450 miles of the medical center will receive a maximum score. Firms more distant than 450 miles will receive a zero score for this criterion. Firms may use Google Maps, MapQuest, Yahoo Maps, or Rand McNally to determine and report the distance of the office where the Prime Contractor is established.A Prime contractor shall not use a subcontractor office, consultant office, or any office other than Prime Contractor s physical location established prior to publication of this notice to determine distance to the Columbia, VA.A 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. Reputation in A-E Community: reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. Harry S. Truman Veterans' Memorial Hospital (HSTVMH) Columbia, MO SCOPE OF WORK - A/E DESIGN SERVICES for Tuckpoint & Seal Ambulatory Care Addition of Building 1 Project No. 589A4-23-103 PROJECT NUMBER: 589A4-23-103 PROJECT TITLE: Tuckpoint & Seal Ambulatory Care Addition of Building 1 DESIGN TIMEFRAME: A/E shall deliver final construction documents NLT 289 days after the Award/Notice to Proceed Letter CONSTRUCTION BUDGET/DESIGN LIMITATION: Magnitude of construction project range: $500,000-$1,000,000. The A/E will be required to design within this budget. The A/E will also be required to incorporate bid items into the bid documents that will allow for a 20% budget reduction. In accordance with 52.236-22, Design Within Funding Limitation (APR 1984), the estimated construction budget. 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. Design multiple deductive bid items into the construction documents equal to at least 20% of the total construction cost (Design Limitation). The base design must be fully functional with or without the alternates. Provide an itemized cost estimate associated with each deduct. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this project proceeding into construction documents is not to exceed the Construction budget. The A/E is responsible for designing the project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this project. If, at any time, the A/E determines that the design s construction cost will exceed the Total Construction Contract Price (TCCP) the A/E shall immediately inform the Contracting Officer in writing. Such written notification shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope was requested and added through the modification process. CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project): - Barrier Free Design Standard - Design and Construction Procedures, PG-18-3 - Design Manuals, PG-18-10 - Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C - Standard Details. Program Guide, PG-18-4 - Equipment Reference Manual, PG-18-6 - 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.) - Physical Security Design Manual for VA Facilities Note: The above documents can be found at the following website: http://www.cfm.va.gov/TIL/ SCOPE OF CONSTRUCTION PROJECT: This project will replace all caulk joints on the exterior of the ACA building. This includes full removal of existing sealants and re-sealing of those joints with the A/E specified sealants. This project will include tuck point of all failing grout/mortar joints on the exterior of the ACA building. This project will also fix the seal of all windows/store fronts on the exterior of the ACA building where required, or full replacement of window/storefront if required. The sealing or replacement of any exterior utility infrastructure that is supposed to have environment-controlled encasement, this shall include but not limited to junction boxes, doghouses, etc. This project does not include the full replacement of the roofs associated with the ACA but shall include re-sealing of joints and patching if required. The project will remove/replace any damaged flashing or install additional flashing where deemed flashing is required. The general scope of this construction project is to fully seal the exterior of the ACA building to provide protection from all environmental factors. The ACA building includes all exterior areas north of the original Building 1 construction and shall include but not limited to the circle drive car port and canopy, ambulance bay, and all glass store fronts associated with the entrance vestibules. SCOPE OF WORK FOR A/E: The A/E shall provide Pro Core or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not transmit through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided through construction period services and allow use by construction contractor. Pro Core shall be active for the period of the design project and will be reactivated after construction award (estimated construction period 365 calendar days) and will be active for 3 months after completion of project to allow for as-builts and final close-out. The A/E shall include both the design and construction cost for PRO Core (or equal) as a separate line item. It is important to emphasize that the A/E shall perform site investigation, schematic design, design development, detailed design work, prepare detailed construction documents, keeping in mind that the end result is a completely functional and fully operational product. Architect or architect/engineer firm capable of preparing all design and construction documentation including, but not limited to: Site Investigation, advance planning and design of the Tuckpoint & Seal Ambulatory Care Addition of Building 1 and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia, MO. A/E Firms shall have licensed professional architects / engineers currently registered in the state of Missouri or in a state which Missouri has recognized the A/E license. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: Architect, Structural, Civil, Communication (voice & data), Mechanical, and Electrical Engineers; Fire Protection Engineer, and Cost Estimators with experience in the programming, planning and design of maintenance and repair to health care facilities. The A/E design firm shall furnish all necessary architectural and engineering resources to provide a complete construction design package and construction period services for Project 589A4-23-103 Tuckpoint & Seal Ambulatory Care Addition of Building 1. Included in this are the following, along with all other design facets deemed necessary by the VA and Architect/Engineering firm for the completion of this project: Design shall meet all applicable/current codes for mechanical, plumbing, electrical, fire protection, and life safety, VA standards, VA Design Manuals, and VA Design Guide standards. All spaces will be designed to meet the Interagency Security Committee and other relevant physical security guidelines. b. All lighting shall be LED and dimmable; c. All sealants shall meet EPA requirements b. It shall be noted the A/E is responsible for the cost due to evaluating high exterior spaces and surfaces, the use of lift may be required and is the responsibility of the A/E to commission, schedule, and purchase deliveries and use of this equipment. DELIVERABLES: Deliverables shall include (for ALL ELECRONIC SUBMISSIONS, FILES MUST BE LESS THAN 20mB is size) It is the responsibility of the A/E to confirm format of CAD Drawings and Revit Models that will be useable with the VA systems. Site Investigation electronic PDF of photos and preliminary deficiency list. Schematic Submission (showing all exterior areas w/elevations) (10%) Electronic PDF copy Design Development Submission (35%): 2 complete hardcopy sets - 1 full size, 1 half-size; 1 electronic PDF copy of drawings, specification outline and cost estimate Construction Documents Submission (60%) 2 complete hardcopy sets - 1 full size, 1 half-size; 1 copy of specs. 1 electronic PDF copy of drawings, specifications (in both a combined PDF form and word file) and cost estimate. Construction Documents Submission (90%) 3 hardcopy sets - 1 full size, 2 half-size, 2 hard copies of specs; 1 electronic PDF copy of drawings and specs (should be provided in both a combined PDF format and in Word), electronic copy of cost estimate. Of these, a hard copy half size drawing (1), set of clean specs (no track changes) and cost estimate are to be mailed to the Contracting Officer. Upon submission of the 90% documents the VA will commission a third-party fire protection review with comments provided to the AE. As part of this 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 two written pages in length. Construction Documents Submission (100%) 3 hardcopy sets - 1 full size, 2 half-size, 2 hard copies of specs; 2 copies of cost estimate; 1 electronic PDF copy of drawings and specs (should be provided in both a combined PDF format and in Word), electronic copy of cost estimate. Of these, one (1) hard copy half size drawing, one (1) set of clean specs and cost estimate are to be mailed to the Contracting Officer. All responses to issues/concerns from the third-party fire protection review shall also be provided with this submission. Bid Document Submission (Final): 1 complete hard copy sets- 1 full size, 1 half size. 1 sets of bound specifications. Cost estimate. Electronic copies of drawings and specification both PDF and Auto-CAD 2019, as well as Revit model(s). Conformed Drawings/Specifications: In the event bid alternatives are taken as a result of the bidding process, AE shall develop and provide 3 complete hard copy sets - 1 full size, 2 half size (1 half size mailed to the contracting officer) and 2 sets of conformed specifications (1 mailed to the contracting officer) as well as an electronic conformed set of drawings based on the bid item(s) taken. As-Built Drawings 1 complete hard copy half size set and Electronic copies both PDF and Auto-CAD with bound x-refs. REVIEW SCHEDULE: A/E shall plan for the following design and design review meetings as part of the Scope of Work (use of web-based meetings such as Microsoft Teams shall be determined as necessary and the A/E team is expected to be present in person at all meetings unless otherwise stated): Kick-off meeting with Contracting officer will be held, NTP will be given at this time. The initial Kickoff meeting will be held with the Harry S Truman VA Medical Center (HSTVAMC) engineering staff. This meeting will be intended to provide an onsite familiarization with the project. After meeting with all of the departments the AE shall complete site investigation in order to prepare a schematic layout of the building with options to correct all moisture protection deficiencies as described in the scope of work. The AE shall provide pros and cons for each option. The AE shall present these options to the Engineering team. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). HSTVAMC will provide comments and guidance following each design review session. All meetings shall be held at the HSTVAMC in Columbia, MO Meetings: The project COR and/or CO will conduct all meetings with the assistance of a designated lead member of the A/E team. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling. Meeting agenda must include: The project name and VA project number. The date, time, and location of the meeting. Teleconference information for attendees that cannot be physically present. Teleconferencing may be setup through the A/E s internal conferencing system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal. Previous meetings past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed. The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within three (3) days after the event. Meeting Minutes must document: The project name and VA project number. The date of the meeting. The date of issue for the Meeting Minutes. The list of attendees with names, represented organization and email. A distribution list including names, organization and email of recipients. Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status. New action items generated by the meet with associated responsible party, date item was initiated, expected completion date and status/notes. Meetings for Schematic Design and Design Development with the Project Manager and Engineering team shall be presented in a forum allowing all members of the team can easily view the drawings, participate in discussion and unify the team s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at the HSTVAMC. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVAMC policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices connected to VA network that may present a security risk to Government systems. Total contract design duration shall not exceed 289 calendar days. Submission Schedules: Kickoff Meeting / NTP 1 day Meeting with HSTMVH leadership/IPT 1 day Site Investigation 5 days Schematic Design SD1 30 days SD1 VA Schematic Design Review 14 days SD2 Schematic Design 15 days SD2 VA Schematic Design Review 14 days Design Development (35%) 45 days VA Design Development Review 20 days Construction Documents (90%) 45 days VA Construction Documents Review 20 days Construction Documents (100%) 45 days VA Construction Documents Review 14 days Final Bid Documents Submission 14 days Allowance for Government Holidays 6 days NTP Notice to proceed will be a teleconference between the Contracting Officer, COR and AE firm. This serves as the start of the project. Anticipate that this will occur on site (HSTVA) the same day as the kickoff and initial meetings. Kickoff / Initial Meeting(s) / Site Investigation Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT). Immediately following this kickoff meeting, will be a meeting with the IPT. This meeting is to gather the desires from the IPT as to what they would like to see in the design, etc. Site investigation shall occur during this time frame as well. Schematic Design (SD-10%) SD1: AE shall provide full exterior layout, utilities, pavements, and elevations for VA review based on meetings with the IPT. A brief written synopsis containing the unforeseen exterior conflicts for hard access to areas and traffic concerns for construction. The VA will conduct a review of the SDs with the IPT and provide the AE comments on SD1. An onsite meeting with the user group will occur to discuss the submission of SD1, provide feedback and hear issues/concerns. SD2: The AE will review the VA comments and resubmit revised SDs to the VA. The VA will review the new SDs and return comments to A/E An onsite meeting with the user group will occur to discuss the submission of SD2, provide feedback and hear issues/concerns. The VA must provide SD approval prior to moving into any formal DD work. All submissions during this phase shall be digital (pdf, word, excel). Design Development (DD-35%) AE shall provide to the VA 35% Design Development documents. The 35% plans at a minimum shall include but not limited to, initial phasing if required, traffic concerns and control started, full list or identification on plans of deficiencies to be corrected on the exterior of the building, the table of contents for the specifications, and preliminary estimate. AE firm shall provide two (2) copies of such drawings and a copy of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36 x48 ) copy and one (1) half size (18 x24 ) copy, as well as electronic version (pdf). The VA will review DD submission. A joint on-site review will be conducted between the AE and the VA after the review is completed. The VA must provide DD approval prior to moving into any formal CD work. Construction Documents (CD-60%) AE shall provide the VA with 60% construction documents within 35 days of approved DD documents. Drawings shall depict all as a minimum: 95% phasing plan, 95% traffic control plan, exterior site photos showing deficiencies, correction details, deficiency locations organized through all plan sheets. Specifications shall at a minimum have all approved an required sections bodied and formatted. AE shall provide two (2) copies of such drawings and a copy of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36 x48 ) copy and one (1) half size (18 x24 ) copy. A copy of the specifications shall also be submitted for review. All documents shall also be submitted in electronic format. The VA will review the CD-60% submission. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-60% approval prior to moving into any formal CD-90% work. Construction Documents (CD-90%) AE shall provide the VA with 90% construction documents within 30 days of approved CD-60% documents. This submission should allow construction contractors to bid from. AE shall provide four (3) copies of such drawings, two (2) sets of specifications and two (2) copies of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36 x48 ) copy and two (2) half size (18 x24 ) copy. All documents shall also be submitted in electronic format. From these documents, one (1) half size set of drawings, one (1) set of specifications and a copy of the cost estimate shall be mailed to the Contracting Officer. The VA will review the CD-90% submission. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-90% approval prior to moving into any formal CD-100% work. Construction Documents (CD-100%) AE shall provide the VA with 100% construction documents. AE shall provide three (3) copies of such drawings, two (2) sets of specifications and two (2) copies of construction cost estimates for a functional review by the VA. Drawings shall be one (1) full size (36 x48 ) copy and two (2) half size (18 x24 ) copy. All documents shall also be submitted in electronic format. From these documents, one (1) half size set of drawings, one (1) set of specifications and a copy of the cost estimate shall be mailed to the Contracting Officer. The VA will review the CD-100% submission. A teleconference will be conducted between the VA and the AE to discuss any issues with the 100% submission or specifications. This submission serves as a check set allowing the VA to ensure that all comments and issues have been captured and accounted for. Of particular interest is ensuring that the third-party Fire Review comments have been addressed. Bid Documents If there are still items of concern with the CD-100% submission, the AE shall address/correct and resubmit Bid Documents. AE shall provide all bid documents in electronic format. All files shall be broken into individual files no larger than 20MB each. If there are no issues with the CD-100% submission, then the AE shall simply change the version/title to Bid Documents and submit electronically only. Conformed/Final Construction Drawings/Specifications prior to construction bid acceptance, AE shall provide three (3) copies of such drawings, two (2) sets of specifications and two (2) copies of construction cost estimates. Drawings shall be one (1) full size (36 x48 ) copy and two (2) half size (18 x24 ) copy. All documents shall also be submitted in electronic format. From these documents, one (1) half size set of drawings, one (1) set of specifications and a copy of the cost estimate shall be mailed to the Contracting Officer. The full-size drawings, set of specs and cost estimate shall be sent to the COR. Included as part of this package is the standard A/E submission guide for minor projects, Program Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities (http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include a government Construction Period Services and Site Visits. CONSTRUCTION PERIOD OF SERVICES: Depending on construction project funding construction period services may start immediately following design completion or may extend up to 5 years after Notice to Proceed of design contract. For the duration of the construction contract the A/E shall: The A/E must be able to respond to issues in a timely manner, to include being on-site within 12 hours. This is due to the need to keep this project progressing and on time, avoiding any delay claims. As construction is heavy in the area, contractors are on tight schedules to schedule trades and equipment. Having an A/E that can be onsite within 12 hours allows emerging issues to quickly and efficiently be solved. For the duration of the construction contract the A/E shall: Attend the pre-bid construction conference(s). The Construction Period will commence with the award of the Construction Contract(s) and will be completed with the acceptance of the facility by the VA. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer s Representative. They shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall provide submittal review with final approval being required by the COR. The A/E shall provide prompt responses to all RFIs issued by the construction contractor within two (7) calendar days; Review and comment on all submittals within 10 calendar days. The A/E shall provide periodic site review. These reviews shall be documented, and all findings provided to the COR within 5 calendar days of the review. These reviews shall be scheduled and coordinated with the COR. The A/E shall identify when these visits should occur after approval of the construction schedule and coincide with key milestones and then a punch list check at the end of any phases and final construction. The A/E shall provide Pro Core or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not transmit through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided through construction period services and allow use by construction contractor. Pro Core shall be active for the period of the design project and will be reactivated after construction award (estimated construction period 224 calendar days) and will be active for 3 months after completion of project to allow for as-builts and final close-out. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues throughout the construction period. 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 labor atory 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. They 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 they have found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness as to cause no delay. Submittals should take no more than 4 calendar days to review. Requests for Information should be responded to as soon as possible but no longer than 72 hours. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues throughout the construction period. SITE VISITS AND INSPECTIONS 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 20. Pre-bid Conference: Provide one (1). Final inspections, at completion of each phase where the VA must accept work done by the contractor (1). Formal documentation will be required for all site visits. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three calendar days of the site visit. Record of site visits will be in accordance with, Special Provisions of the Contract. 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. 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 15 days of receipt of redline drawings from the construction contractor. 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. Federal Acquisition Registrations require that federal contractors register in the Central Contractor Registration (CCR) database at https://sam.gov/content/home 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 C&A requirements do not apply and a Security Accreditation Package is not required. The method of contractor selection has not been determined at this time. *The value for this project is based on a financial range. The value is listed as the highest possible cost from the range provided by a stakeholder or official project document.