Site work and paving for a mixed-use development in Memphis, Tennessee. Conceptual plans call for site work for a road / highway; for paving for a road / highway; sidewalk / parking lot; and sidewalk / parking lot.

THIS IS A PRESOLICITATION NOTICE The Department of Veterans Affairs, Network Contracting Office 9 Central Region, 1639 Medical Center Parkway, Suite 204, Murfreesboro, TN, 37129, is issuing this pre-solicitation to request for Architect and Engineering (AE) Firm s SF330 s for the following project: Project # 614-24-101, AE Repave & Correct Parking Lot & Drive Deficiencies for Architectural Design Services at the Lt. Col Luke Weathers Jr Veterans Affairs (VA) Medical Center in Memphis, Tennessee. SET-ASIDE: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) CONSTRUCTION BUDGET DESIGN LIMITATIONS/PROJECT MAGNITUDE: Construction Budget is $5,828,000.00 NAICS: 541330 Engineering Services SMALL BUSINESS SIZE STANDARD: $25.5 million PROJECT DESCRIPTION: Project 614-24-101, AE Repave & Correct Parking Lot & Drive Deficiencies. See Attached Statement of Work (SOW) THIS ANNOUNCEMENT IS NOT A REQUEST FOR AN AE FEE PROPOSAL; NO FEE PROPOSAL SHALL BE REQUESTED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF330 AND THE TOP-RATED FIRM SELECTED. Interested firms should submit their current SF330 to jeannette.morphew@va.gov. The SF330s are due on Monday, February 5, 2024 at 11:00 AM CT via email. See Electronic Submission Requirements for instructions on submitting your SF330. The selection of the most qualified contractor will follow the guidance provided in FAR 36.6 Architect-Engineer Services, except as provided in FAR 36.602-5 Short Selection Process for Contracts Not to Exceed the Simplified Acquisition threshold. The Government will not pay, nor reimburse, any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work. Bid Deduct Alternates of at least 10% of the approved construction budget shall be developed, planned, and estimated as necessary to ensure award of contract within available funds. Bid Deduct Alternates shall be clearly identified on contract drawings. All offerors are advised that in accordance with VAAR 836.606-71 the total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR Clause 52.236-22 (c) - Design Within Funding Limitation, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm selected to complete the design. Important Notice: Apparent successful offerors must be registered in the U.S. Small Business Administration (SBA) Veteran Small Business Certification (VetCert) site at the time of submission of proposal. Failure to be both VERIFIED by the SBA and VISIBLE on VetCert at the time of proposal submission, time of interview, and at time of award will result in the offeror s proposal being deemed non-responsive. All offerors are urged to contact the SBA VetCert (https://veterans.certify.sba.gov/) and submit the required documents to obtain verification of their SDVOSB status if they have not already done so. Contract Award Procedure: Before a small business is proposed as a potential contractor, they must be registered in the System for Award Management (SAM) website located at https://sam.gov. Failure of a proposed SDVOSB to be VERIFIED by SBA and VISIBLE in VetCert and registered in SAM at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor. The proposed services will be obtained by a Negotiated Firm-Fixed Price Contract. The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia. The project drawings/design shall follow applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/. The submitted SF330s will be evaluated in accordance with the following eight criteria from the Federal Acquisition Regulation Part 36.602-1 and Veteran Administration Acquisition Regulation Subpart 836.602. Then a minimum of three of the most highly qualified firms will be selected to hold discussions regarding concepts and relative utility of alternative methods of furnishing the required services. A fee proposal will be requested from the top-rated firm chosen. SELECTION CRITERIA: - Professional qualifications necessary for satisfactory performance of required services, - Specialized experience and technical competence in the type of work required, including where appropriate, experience in energy conservation, pollution prevention, waste reduction and use of recovered material; - Capacity to accomplish the work in the required time. Provide the available capacity of key disciplines to perform the work in the required time. Provide the available capacity of key disciplines by providing current project workload, inclusive of all projects awarded by the VA during the previous 12 months and the full potential value of any current indefinite delivery contracts. Offers shall clearly state their available capacity presenting workload percentages for the key disciplines and/or team members. Also, the offeror must provide the completion percentages and expected completion date for the VA projects awarded in the previous 12 months. The information for this factor shall be provided in section H of the SF330. Please ensure the capacity applies toward the team/personnel provided in the SF330. - Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. The past performance will be evaluated for all projects provided in section F to include a review of Contractor Performance Assessment Rating System (CPARS). The following information is required for all projects noted in section F: contract/task order number, project title, prime firm, start date, and completion date. Also, consider, as appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member performing the work under this contract. The information for this factor shall be provided in Section H of the SF330. If there is no CPARS data available, Past Performance Questionnaires (PPQs) will be accepted. Please utilize the attached PPQ document. Complete PPQs should be incorporated into the SF330 directly. The PPQs will be counted towards the page limitations for this submission. - 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. This information should be provided in Section H of the SF330. Note that the intent of this factor is to showcase a firm s understanding of the site and locality, and not where the firm is located and how they would travel to the site. Information related to the firm s location, shall be provided in section H, under Secondary selection Criteria Factor 1. The awarded A/E firm will prepare drawings and specifications in enough detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired work. The awarded A/E firm is responsible for ensuring that the specifications and drawings supplied fully represent all the work described in the Request for Proposal (RFP). The Medical Center must remain operational throughout the construction period and a detailed sequence of work will be provided by the A/E to minimize impact of the construction. The SF330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, type in SF-330 in the Find a Form block and click on search. -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 shall be included as an evaluation criterion when construction period services is included in the statement of work for A-E services. In accordance with Federal Acquisition Regulation Part 36.209, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative. ELECTRONIC SUBMISSION REQUIREMENTS: Unless paper offers are specifically authorized in an individual solicitation, all responses to solicitations must be submitted electronically as described below. Responses submitted in a paper form are unacceptable and will be returned. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to noncompliance with the terms of the solicitation. You must submit your electronic offer, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below. In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail. Acceptable Electronic Formats (Software) for Submission of Offers: Files readable using the current Microsoft* Office version Products: Word, Excel, and PowerPoint. Please see security note below for caution regarding use of macros. When submitting construction drawings contractors are required to submit one set in AutoCAD and one set in Adobe PDF (purpose: contracting can open the PDF version and engineering can open AutoCAD files). Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater, Other Electronic Format: If you wish to submit an offer using another format other than described in these instructions, e-mail the Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your offer; and please note that we can no longer accept .zip files due to increasing security concerns. E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers. Subject Line: Include the solicitation number, name of company, and closing date of solicitation, Size: Maximum size of the e-mail message shall not exceed five (5) megabytes. Only one email is permitted unless otherwise stated in this paragraph or in writing by a Contracting Officer, and The offer will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission. SECURITY ISSUES, LATE BIDS, UNREADABLE OFFERS: Late submission of offers is outlined at FAR Parts 52.212-1(f), 52.214-7, and 52.215-1(c) (3). Particular attention is warranted to the portion of the provision that relates to the timing of submission. Please see FAR 15.207(c) for a description of the steps the Government shall take regarding unreadable offers. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus, or which are otherwise unreadable will be treated as unreadable pursuant to FAR Parts 14.406 and FAR 15.207(c). The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your proposal is readable. Password protecting your offer is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated individuals. FAR 52.219-27 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (October 2022) NOTICE OF SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (OCT 2022) (a) Definition. "Service-disabled veteran-owned small business concern" (1) Means a small business concern (i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and (ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran. (2) "Service-disabled veteran" means a veteran, as defined in 38 U.S.C.101(2), with a disability that is service-connected, as defined in 38 U.S.C.101(16). (b) Applicability. This clause applies only to (1) Contracts that have been set aside for service-disabled veteran-owned small business concerns; (2) Part or parts of a multiple-award contract that have been set aside for service-disabled veteran-owned small business concerns; (3) Orders set aside for service-disabled veteran-owned small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F); and (4) Orders issued directly to service-disabled veteran-owned small business concerns under multiple-award contracts as described in 19.504(c)(1)(ii). (c) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation will be made to a service-disabled veteran-owned small business concern. (d) A joint venture may be considered a service-disabled veteran owned small business concern if (1) At least one party to the joint venture complies with the criteria defined in paragraph (a) of this clause and 13 CFR 125.18(b)(2); and (2) Each party to the joint venture is small under the size standard corresponding to the NAICS code assigned to the procurement, or the protA(C)gA(C) is small under the size standard corresponding to the NAICS code assigned to the procurement in a joint venture comprised of a mentor and protA(C)gA(C) with an approved mentor-protA(C)gA(C) agreement under an SBA mentor-protA(C)gA(C) program. (e) In a joint venture that complies with paragraph (f) of this clause, the service-disabled veteran-owned small business party or parties to the joint venture shall perform at least 40 percent of the work performed by the joint venture. Work performed by the service-disabled veteran-owned small business party or parties to the joint venture must be more than administrative functions. (End of clause) STATEMENT OF WORK PART 1 PROJECT DESCRIPTION I. GENERAL SCOPE OF WORK: The A/E shall provide all necessary architectural and engineering services as required to prepare complete contract drawings, specifications, cost estimates, and construction period services for the project to Repave and Correct Parking Lot & Drive Deficiencies at the Department of Veterans Affairs Medical Center in Memphis TN. STATEMENT OF PROJECT OBJECTIVES It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate, and document the existing space and utility systems to gain the knowledge and insight necessary to prepare quality, accurate documents in a professional and competent manner. The project work includes but is not limited to the following: This project will repave and correct deficiencies in the parking lots and drives around the facility. The asphalt pavement will be milled for new surface to be applied. Speed humps will be strategically placed. Concrete wheel stops will be replaced. Improvements will be made to island landscaping. The emergency call stations will be upgraded. Wayfinding and traffic signage will be added. The construction budget for this project is $5,828,000.00. Deductive alternates are to be identified equal to 20% of the estimated construction cost. Estimating and cost control shall be part of every design phase and submission. PART 2 DESIGN PERIOD 1. GENERAL The A-E shall provide design period services to include drawings and specifications reflecting specific tasks identified in this statement of work document and as identified during project discussion meetings. A-E shall provide competent design period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines including but not limited to life safety and other building/utility systems as required for the project. The A-E shall develop plans and system schematics for actual in-place components from VA-provided drawings and from field verification on site. Verify existing conditions affecting design. Information provided by VA on record drawings shall be verified for critical dimensions and critical components that may affect the design. A-E shall consider adjacent systems and components (architectural as well as utility systems) so as to avoid unforeseen site condition change orders to the construction contract. The A-E shall verify necessary building architectural and utility system components to provide for a full and complete design of replacement architectural elements and utility system components. During the course of the project the A-E shall be required to attend project meetings. The A-E shall record meeting minutes and furnish meeting minutes and sketches as required to reach concurrence and approval by the design team members. Minutes shall be forwarded to all attendees within 36 hours of the meeting for review and comment. The A-E shall incorporate appropriate comments, finalize the meeting minutes and send out the final meeting minutes within one week of the meeting. VA is contracting design period services to include Schematic Design (SD) Development, Design Development (DD), Construction Documents (CD), and Bid Documents. All submissions and related work for each design phase shall conform to the requirements in this document and Program Guide (PG)-18-15, Volume C A-E Submission Instructions as modified in this document. See the Access to VA Standards section of Part 3 for webpage to obtain PG-18-15. 2. PERIOD OF PERFORMANCE Task Calendar Days Schematic Submission 21 Schematic Review 7 DD1 Submission 28 DD1 Review 14 CD 1 Submission 28 CD 1 Review 14 CD 100% Checkset 21 CD 100% Checkset Review 7 Bid Documents 14 Total Days 154 3. SCHEMATIC DESIGN (SD) Schematic Design reflects the basic work required to define the design scope of the project; includes options and what-if scenarios to allow VA to consider potential options for final design; and ensures arrangement of space complements the design scope as opposed to contradicting the design scope. Schematic Designs vary to meet the specific design scope of the project. For instance, an architectural renovation may have a few potential designs represented schematically as concepts of patient/staff flow of people, materials, etc. being considered, but may not provide alternatives for utility systems until later discussions, whereas an infrastructure project renovating and/or replacing utility systems may have a few potential schematic designs representing the types of systems available and their application towards the specific project. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions: SD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to SD submission Completed A-E Review Checklist for each applicable design discipline Schematic comments returned by VA to A-E with: General Comments Drawing Comments Specifications Comments 4. DESIGN DEVELOPMENT (DD) Design Development includes initial work of the A-E required to represent the project as a set of drawings conveying the major intent of the project work. At this stage of project design, the physical layout of the new work should be shown. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions: DD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to DD submission Completed A-E Review Checklist for each applicable design discipline DD review comments returned by VA to A-E with: General Comments Drawing Comments Specifications Comments One Set of A-E DD drawings with using Service(s) approval signatures Estimate Comments Notes for specification details for sole source items, e.g. Johnson Controls, Notifier, etc. 5. CONSTRUCTION DOCUMENTS (CD) The Construction Documents submission shall combine updates of all earlier sets of specifications and drawings and any other relevant project information (meetings, other discussions, etc) making up a complete set of project documents. The quality of and level of detail of the CD submission should be such that no further or minimal changes are needed. The CD submission shall incorporate all changes needed from earlier reviews and that a quick review shall show all information is presented in clear and concise format. Discussion of Contractor staging/parking/exterior space usage, management of phasing activities such as control of dust and debris (infection control), etc. shall occur during development of the CD submission. The A-E shall submit the following in a single package and at one time per date identified in contract Special Provisions: CD submittal package (PG-18-15 Volume C requirements as modified by this document) Assembled minutes of meetings for work up to CD submission Completed A-E Review Checklist for each applicable design discipline Include summary of staff participating in final drawing and specification quality review and date when check set review was completed. CD review comments returned by VA to A-E with: General Comments Drawing Comments Specifications Comments One Set of A-E DD drawings with using Service(s) approval signatures Estimate Comments Electronic formats of VA specifications 01 00 00, 01 33 23 and any others required edited specifically for the project Any comments regarding estimate Electronic drawing showing project staging area on VA site plan for A-E to include in drawing package at final submission. 6. BID DOCUMENTS The reproduction of specifications and prints is a reimbursable item within the contract. If additional sets are required, VA will request these in writing from the A-E and will compensate the A-E for additional reimbursable expenses to the extent the additional sets add expense. A-E Provided Project Checklists: A-E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. This checklist will show all products requiring submittals in the form of shop drawings, data sheets, manufacturer cut sheets, etc. as well as all other items shown as required submittal items including, but not limited to, reports, system evaluations, testing, operating and maintenance manuals, etc. Submission Requirements: The A-E shall date all material and present the designs on VA standard size drawings that are appropriately labeled, BID DOCUMENTS , in large block letters above or beside the VA standard drawing title block. The A-E shall incorporate VA provided front-end solicitation documents. The A-E shall submit 2 specification books and 1 full size and 3 half size drawing sets of reproduced project packages to VAMC Memphis, TN Engineering Department. The Contractor shall provide 4 Electronic bid set on DVD for the following disposition: 1 ea including Editable Word Format of Specifications and PDF of the drawing set for Contracting Officer (NCO9) 2 ea in PDF format including drawings only Marked with Drawings Only and Project Number and Title for Contracting Officer. 1 ea including Editable Word Format of Specifications, and PDF and 2016 (or compatible) AUTOCAD format of the drawing set for Contracting Officer Technical Representative to retain Items i and iii above may be requested prior to completion of final bid specifications in or for the VA to submit for legal/technical review. 7. MODIFICATION TO PG-18-15, VOL C A-E SUBMISSION INSTRUCTIONS Program Guide PG-18-15, VOL C provides a minimum level for submission compliance, which may not be adequate for certain, types of design. In some instances in which critical decisions need to be made, sufficient and relevant information has to be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regards to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. For this project the following modifications to PG-18-15 Volume C are applicable: Section I - General Section I.A. Introduction This contract includes: Schematic, Design Development, and Construction Documents Submissions. VAMC Memphis will provide existing background material in the form of existing floor plans and previous project record drawings to the extent available. VAMC Memphis will provide VA specific guidance documents affecting project design not within the VA Technical Information Library (TIL). (e.g. VHA Directives, VAMC Memphis Policies, etc.) This project requires a formal approval signature by the using Service(s) at the conclusion of Design Development in regard to architectural layout and space functionality. All electronic drawings submitted shall be in Adobe (PDF) and AutoCAD (DWG) format. All electronic versions of specifications shall be in Microsoft Word and Adobe formats. Final drawings (Bid Documents) and specifications shall be submitted both in hard copy and electronic format on a compact disc. Section I. B. A-E Responsibilities It is the VA s intention to hold the AE responsible for any errors or omissions in its designs, drawings, specifications, and other services. Such errors or omissions must be corrected without additional compensation. Furthermore, the AE must be and remain liable to the Government for all damages caused by the AE s negligent performance of any services furnished under the contract, notwithstanding the VA reviews of AE work. There is no Memorandum of Agreement (MOA) for this project. Section I. C. Submission Policy In addition to items listed, the A-E shall include a copy of a completed A-E Review Checklist for each design discipline within the scope of work. See the Access to VA Standards section of Part 3 for webpage to obtain information on the A-E Review Checklists Program. A-E Review Checklists shall be submitted with each submission package. No modifications to the following; Section I. D. Quality Assurance/Quality Control Section I. E. Additional Services Section I. F. Critical Path Method Phasing Meetings Section II Submissions Make the following changes; Modify the following sections; Section II. C. Fire Protection & Notes No Floor Plans/Drawings are required with the Schematic submission. Section II. S. Specifications With the schematic submittal, A-E shall submit a marked-up specifications index table of contents downloaded from the VA TIL Master Specification List with Dates. The A-E shall ensure the following as edits are made after the design development submission: The date code header, e.g. 12-04, shall be removed from all specification sections, The footer shall remain showing specification section-page, e.g. 21 05 11-1, 21 05 11-2, etc. All references to specifications not needed for the project and thereby not included shall be removed; VA refers to these items as dead references which can lead to confusion during the construction period if they remain; VA can t issue as a final document any specifications having these incorrect (unused) references All Spec Writer Notes shall be removed; specific requirements of the Spec Writer Notes shall be noted on the hard-copy edits; VA can t issue as a final document any specifications having these advice and directional notes Section III Distribution of A-E material PART 3 DESIGN AND CONSTRUCTION STANDARDS 1. GENERAL In the development of submissions the A-E firm shall utilize certain VA and other design and construction criteria, examples of which can be found below. The design is not limited to these items and should be the result of compliance with applicable codes and standards, the user requests, and A-E creativity: VA Design and Construction criteria in the Technical Information Library (TIL), including planning, design, and construction items such as: Design Alerts, Design and Construction Procedures, Design Guides, Design Manuals, Equipment Guide List, Master Construction Specifications, Room Finish and Door Hardware Schedule, Space Planning Criteria, etc. Joint Commission on Accreditation of Healthcare Organizations (JCAHO) elements shall be considered. NFPA Codes including, but not limited to: NFPA 101, Life Safety Code; NFPA 99, Healthcare Facilities; NFPA 70, National Electrical Code (NEC) Compliance to all known applicable codes shall be reflected in the completed design and construction contract documents. Conflicting criteria shall be brought to the attention of the VAMC Engineering Service Project Manager for resolution. VA continually updates information in the Technical Information Library (TIL) used in project design. The A-E will be responsible for reviewing the guidelines in the TIL and incorporating the applicable criteria into the design and construction documents. The following section, Access to VA Standards, provides World Wide Web addresses for the TIL and commonly used VA standards and references. 2. ACCESS TO VA STANDARDS The following are World Wide Web addresses to commonly used VA standards and references: Technical Information Library (TIL) home page http://www.va.gov/facmgt/standard/ Accessibility information (PG-18-13) http://www.va.gov/facmgt/standard/accessibility.asp A-E Design Submission Requirements (PG-18-15) http://www.va.gov/facmgt/ae/des_sub.asp A-E Review Checklists program http://www.va.gov/facmgt/standard/ae_checklist.asp Design Alerts http://www.va.gov/facmgt/standard/d_alert.asp Design & Construction (PG-18-3) http://www.va.gov/facmgt/standard/proc_idx.asp Design Guides (PG-18-12) http://www.va.gov/facmgt/standard/dg_idx.asp Design Manuals (PG-18-10) http://www.va.gov/facmgt/standard/manuals.asp Energy Conservation & Sustainability Program http://www.va.gov/facmgt/standard/energy.asp Environmental Compliance program (PG-18-17) http://www.va.gov/facmgt/standard/env_idx.asp Equipment Guide program (PG-18-5) http://www.va.gov/facmgt/standard/equipment.asp Master Specifications Index (PG-18-1) http://www.va.gov/facmgt/standard/spec_idx.asp National CAD Standards and Details (PG-18-4) http://www.va.gov/facmgt/standard/details.asp Quality Alerts program http://www.va.gov/facmgt/standard/q_alerts.asp Room Finishes, Door and Hardware Schedule http://www.va.gov/facmgt/standard/rooms/rooms.doc Signage Program http://www.va.gov/facmgt/standard/signage.asp Space & Facility Planning (PG-18-9) http://www.va.gov/facmgt/standard/spacework/ Technical Summaries http://www.va.gov/facmgt/standard/tsum_idx.asp PART 4 CONSTRUCTION CONTRACT AWARD PERIOD The A-E shall provide VA with technical design services during the period of Construction Contract award. These services shall include, but is not limited to: Review of construction contractor s price proposal Providing technical information needed to answer questions Providing technical information needed to issue amendments. PART 5 CONSTRUCTION PERIOD The A-E shall provide competent construction period services using staff and consultants adequately knowledgeable of the various subordinate design disciplines included in development of the project. Construction period services shall include: Review of shop drawings and submittals Review of change order proposals On-site construction inspection visits and progress meetings including A-E s written report of visit or meeting. Once the construction is thoroughly underway, periodic site visits are anticipated. A/E shall provide up to 8 site visit units during the construction period when requested by the Contracting Officer. A site visit unit is defined as a visit to the site of the project and any other affected areas by one individual for any part of a day when requested by the Contracting Officer or an authorized representative. On this job, a site visit should last 1-2 hours and may require the use of multiple units when more than one individual or an extended period of time is needed to inspect an area of work. Only registered architects and engineers familiar with the project may make these site visits. The Contracting Officer has the prerogative to determine the professional discipline(s) required for each site visit. The A/E shall notify the Project Engineer of their presence on site in order to document the number of individuals who are making the site visit. The A/E shall observe the construction, advise the Project Engineer of any deviations or deficiencies, and recommend appropriate corrective actions. Pre-final and final inspections and preparation of itemized punch-list for project completion requirements PART 6 A-E CONTRACT CLOSE-OUT The construction contractor shall keep a set of hard copy drawings updated to reflect all changes in the field from the bid documents. These hard copy drawings are turned over to VA at the conclusion of the construction contract. VA will provide these drawings to the A-E in order for the A-E to update the Bid Documents to reflect actual completed project conditions. The A-E shall submit the record drawings showing any changes or modifications to the Bid Documents reflected on the hard-copy set of as-builts provided by VA; Drawings shall be individually marked Record Drawing and submitted in a single package as follows; Drawings in AutoCAD (DWG) format of the entire project. All drawing objects shall be removed. (e.g. Revit, Desktop, etc.) All drawings must plot properly using the NCS.ctb plot file. Provide a copy of the A-E firms typical CTB file and user information. Drawings shall represent final project with all demolished and/or removed items deleted from the .dwg files Provide to VA on disc Drawings in an Adobe Reader (PDF) format of the entire project. Printed Copies of the drawing set as follows; None PART 7 SECURITY REQUIREMENTS The A-E is responsible for assuring that all employees and consultant employees working on the project comply with these regulations. Employees shall not be on site without appropriate badge. Employees are responsible for reporting to VA Police with acceptable photo ID to obtain a badge. VA approved badge shall be worn with the identification facing forward and visible above the waist. The employees may also be subject to inspection of their personal effects when entering or leaving the facility. No photography or video recording of VA premises is allowed without prior authorization. VA issued keys are to remain on VA property. Keys that are checked out from the Engineering Office shall be returned each day. Before starting any work, the A-E shall submit an electronic security memorandum describing the approach to following goals and maintaining confidentiality of sensitive information . The A-E is responsible for safekeeping of all drawings, project manual and other project information. This information shall be shared only with those with a specific need to accomplish the project. All paper waste or electronic media such as CD s and diskettes shall be shredded and destroyed in a manner acceptable to the VA. VA Information Custodial Language The Authorization requirements do not apply, and that a Security Accreditation Package is not required. The following standard items relate to records generated in executing this contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated, and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. Privacy VA Mandatory Training VA Privacy Training for employees without access to VA computer systems or VA sensitive information. 1. VA Talent Management System (TMS) training course VA20939 provides the mandatory Privacy Training requirements for any contractor without access to VA computer systems or VA sensitive information. VA Privacy Training for employees with access to VA computer systems or VA sensitive information. 1. VA Talent Management System (TMS) training course VA10176 provides the mandatory Privacy Training requirements for any contractor with access to VA computer systems or VA sensitive information. Each employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/SecureAuth35/. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to starting work at VA. Provide the COR with each employee s printed certificate of completion from the TMS. This certificate displays the employee s TMS User ID. The Method of Contractor Selection has not been determined at this Time.