Special Notice – C– SYR Replace AHU-5 – DESIGN VAMC Syracuse 800 Irving Ave. Syracuse, NY

Notice Type: Special Notice

Posted Date: 01-MAY-15

Office Address: Department of Veterans Affairs;400 Fort Hill Ave.;Canandaigua NY 14424

Subject: C-- SYR Replace AHU-5 - DESIGN VAMC Syracuse 800 Irving Ave. Syracuse, NY

Classification Code: C - Architect and engineering services

Contact: Emily I. [email protected] mailto:[email protected] [Emily I. Lindsey, Contract Specialist]

Description: Department of Veterans Affairs

Canandaigua VAMC

Department of Veterans Affairs Medical Center

ENGINEERING DESIGN SCOPE OF SERVICES.

EXISTING CONDITIONS

The existing air handler supplies 20000 cfm of conditioned air to spaces located in the hospitals west wing of floors 4 through 8. It is a modular unit that includes a Supply Fan, Hot Water Coil, Chilled Water Coil, Heat Recovery Coil, Steam Humidifier, two filter banks and VFD). The AHU-05 and its associate exhaust fan EF-05 are located in the mechanical room located on the 9th floor of shaft 2 (West wing). Both units are connected to the Johnson Controls Metasys building management system.

PROJECT SCOPE

The A/E shall provide complete design services (preliminary concepts and layouts, program development, investigative services, preparation of contract drawings and specifications, cost estimating services, and construction period services) for 528A7-15-712 REPLACE AHU-05. This project proposes to provide complete design services (not limited to concepts and layouts, program development, investigative services, and cost estimating services) associated with replacing Air Handling Unit 5 (AHU-05) and its associated Exhaust Fan 5 (EF-05).

The Consultant shall develop, by consultation and discussion with VA staff, the design and construction documents for the replacement of the AHU to include the modification of architectural, interiors, mechanical, plumbing, fire protection, electrical, and other systems and features necessary for the design to replace AHU-05 at the Syracuse VAMC.

A. Investigative services shall include, but are not be limited to, the following:

1. Review VA program requirements and project scope to determine the equipment and construction criteria and provide preliminary plans, drawings, and cost estimates.

2. Evaluate areas served by AHU-5 / EF-5 and provide at least 2 equipment/controls options to best meet the latest ASHRAE and VA HVAC design and energy guidelines as well as review the controls system and recommend improvements.

3. Define method of providing conditioned air to spaces while units are under construction.

4. Prepare measured drawings and a 3D model (per VA BIM Guide) for area of work.

5. Design shall meet all current OSHA and NFPA requirements as they apply to these unique environments.

6. Perform mechanical, plumbing, electrical, alarm, data, structural, civil, architectural and asbestos abatement investigation of the existing facility as necessary including full on-site investigations to verify existing as-built conditions as they pertain to this project and all of the above disciplines.

B. Design services shall include, but are not be limited to, providing complete working drawings, specifications, and detailed cost estimates at 65%, 95% and 100% Review threshold. Numerous and extensive meetings with various VA employees will be required (including on-site), in order to fully understand the functional needs. Carefully review the space selected for this project, then prepare construction cost estimates, designs and construction contract documents as described herein. Design services for asbestos sampling, testing and abatement, if found to be required at any time during the project shall be included. Design services shall also include infection control design in order to be in compliance with the Joint Commission on Accreditation of Healthcare Organizations (TJC) Environment of Care Standards.

PREPARATION OF CONSTRUCTION CONTRACT DRAWINGS & SPECIFICATIONS

A. Drawings shall conform to VA Construction Standards CD-4 and CD-5.

B. Drawings shall be CAD generated readable by AutoCAD 2012 and shall be presented on hard-copy paper and CD in .dwg format for each submission % Review. Fonts/scripts used must be compatible with the VA's Nat'l. CAD Standard programs. All drawings must be readily accessible and any use of x-ref files must be bound.

C. See CAD guidelines for preparation of drawings. May be found on the Internet at www.cfm.va.gov/til/cad/VHAcadAppGuide.doc.

D. The 3D model shall be prepared in accordance with the VA BIM Guide. The guide can be found on the internet at http://www.cfm.va.gov/til/bim/BIMGuide/.

E. Specifications shall be compiled from VA Master Specification. The A/E shall select those, which apply to this project, customize and completely edit as required for the specific needs of this project in accordance with the Spec Writer Notes. Final documents require application of good judgment to provide a clear, concise, adequate, unambiguous and correct description of the construction contract work to be performed. For each submission, the specification package shall be formatted as noted in VA provided document "Specification Format Requirements". Some specifications have already been edited by the medical center and will be provided by the COR as applicable. Submit all spec packages for review in Word and hard paper formats (individual specs shall be combined into one Word file).

F. Update/revise VA's AutoCAD floor plan single line drawings of the area renovated under this project and submit in .dwg format re Note B above.

G. First submission for review of any specification section shall be in redline marked up format to clearly show the original VA Master Spec and the manner in which it is being modified for the specific needs of this project to include all 'not-used' sections.

H. Final specifications shall be provided in the format specified by the Contracting Officer Representative.

VA FURNISHED MATERIALS

A. VA Master Construction Specifications PG-18-1 for copying and editing. Available on the Internet at www.cfm.va.gov/TIL/spec.asp.

B. VA Standard Details and CAD Standards PG-18-4 for copying. Available on the Internet at www.cfm.va.gov/TIL/sDetail.asp.

C. VA Design and Construction Procedures PG-18-3 and PG-18-15 as determined by the COR to be necessary for the specific needs of this project. Available on the Internet at www.cfm.va.gov/TIL/cPro.asp.

D. VA Environmental Compliance Manual PG-18-17. Available on the Internet at www.cfm.va.gov/TIL/spclRqmts.asp.

E. VA recommendations, as applicable including those for meeting security, safety, and infection control standards required during construction.

F. VA Equipment Guide List PG-18-5, if applicable. Available on the Internet at www.cfm.va.gov/TIL/equip.asp.

G. Original construction documents marked "As Built" but not updated. A/E must field verify "As Built" drawings.

H. The A/E will research all existing project documents which have been used in the renovation of the applicable areas.

CONSTRUCTION DESIGN REVIEWS

A. Preliminary Design:

1. Kick-off Meeting with the A/E and VA Users will be held in order to allow the A/E to provide a detailed report for VA review and approval regarding items to be included within this design. In addition, a half day or full day design charrette may be required depending on complexity of the project.

2. Define the design schedule benchmarks for the balance of this contract.

3. Record and provide meeting minutes throughout entire design timeline.

B. Investigative/Schematic Review:

1. Provide investigative findings in a report format to include existing utilities and ACM sampling.

2. Provide a listing of specification sections expected to be included in the design.

3. Provide initial drawings in electronically in paper, CAD, and PDF formats along with 2 paper hard copies.

4. Provide rough construction cost estimate by discipline, and determine if the estimated budget will allow proposed construction.

5. Provide items as called out in A/E Design Submissions Requirements PG-18-15, Volume C. Available on the Internet at www.cfm.va.gov/til/aeDesSubReq.asp.

6. Provide 3D model showing existing equipment and structure within 4 feet of existing AHU unit.

7. Provide method of providing conditioned air to spaces while AHU-05 and EF-05 are being replaced.

C. Design Development Review (DD1 & DD2):

(There may be multiple submissions and meetings during each required review at 35%, 65% and 95% dependent upon the specific magnitude and nature of this project.)

1. At the 65% submission, provide redline marked up master specifications in Microsoft Word and hard copy format to clearly show the original VA Master Spec and the manner in which it is being modified for the specific needs of this project to include all 'not-used' sections.

2. Provide applicable drawings in paper (2 full size and 1 half size paper copies), CAD and PDF formats and a written record of all VA review meeting comments for each % review session.

3. Provide contract schedule with phasing as necessary and construction contract completion time (including calendar days for required submittal process).

4. Provide construction cost estimate including labor and materials by specification section in Microsoft Excel format at each % review session.

5. Each % Design submission starting at 65% shall be provided to VA Fire Protection Engineer (FPE) in the form of one full-size set of paper drawings and one hard copy of specifications mailed to:

Jeffery Belczak-VA FPE

1304 Buckley Road -Suite 303

Syracuse, NY 13212

6. Provide items called out in A/E Design Submissions Requirements PG-18-15, Volume C. Available on the Internet at www.cfm.va.gov/til/aeDesSubReq.asp.

7. At the last submission, provide list of required submittals and certifications. Also provide a deviation request form.

8. Provide a 3D CAD model at each submission phase showing equipment/piping locations/sizes, connections and expected clearances with surrounding equipment and structures. The model must be able to be opened by Revit MEP 2014.

9. Color Boards (65% and later). NOT REQUIRED

10. Design Analysis: Every design must include a written design analysis starting with the 30% submission and with all subsequent submissions updated as necessary. A good design analysis with 30% submittal will preclude many information request type comments. For simple projects the design analysis may consist of only a few short sentences or paragraphs. The presence or absence of asbestos or lead based paint must always be addressed. The reasons for selection or non-selection of the type of HVAC system should be included. Capacity and condition of existing HVAC and electrical systems must be addressed. The design analysis will also include an assessment of the energy efficiency of the existing and/or new utility systems. Design analysis shall be submitted with all preliminary and final phases of design. The design analysis shall support the design recommendations pertaining to the major technical sections of the work such as structural, architectural, heating, plumbing, electrical and mechanical for any project which requires the calculation of size, strength, capacities, or the rendering of engineering decisions, regardless of the cost or size of the projects. This analysis will be on 8 '' x 11 inch paper capable of reproduction and will have a standard heading to indicate the project, the type of computation, the name and date of the designer and the checker. The analysis will be cumulative and include but not be limited to the following:

a. Short descriptions of the work involved.

b. The designer's assumptions for the design.

c. The standard works or references used on computations as they occur.

d. The equations, tables or curves used or developed, with references cited where they are taken from non-standard sources.

e. The actual computations in all the detail necessary to establish the design. Include computations and sizing calculations for electrical, mechanical (HVAC, plumbing, and steam), sanitary, structural and fire protection designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output, and description of program procedures.

f. Suitable free-hand sketches to illustrate the designer's intent such as steel sizing arrangement, pipe arrangement, beam layout, etc.

g. Size selection of equipment where computations are not involved; this may consist, for example, of a single statement to "Use a 60 HP Westinghouse piston compressor model XYZ". Where necessary, a few statements to show the basis for the selection are to be included. All calculations and sources of information shall be shown in an orderly and logical manner to permit review and final checking.

h. Provide edited catalog cuts for the equipment specified.

i. The following statement is required in each design analysis: "This design has been reviewed from a value engineering standpoint and has been planned to achieve the required function at the lowest overall cost, not merely the lowest initial cost."

D. Construction Document Review (CD):

1. Provide final contract drawings in CAD and PDF along with 2 full size and 1 half size copies, specifications in Microsoft Word along with 2 hard copies (spiral bound with cover page) and estimates in Microsoft Excel formats. Provide final 3D model in a format readable Revit MEP 2014.

2. Provide final contract specifications, phasing plan and construction contract completion time (including calendar days for required submittal and vendor lead time process) in MS Word (all specs combined into one document), PDF and 2 hard paper copies. PDF files shall include individual files for each specification section and a single "packed" file of entire specification book.

3. Provide final construction cost estimate including labor and materials by specification section in Excel format.

4. Provide items as called out in A/E Design Submissions Requirements PG-18-15, Volume C. Available on the Internet at www.cfm.va.gov/til/aeDesSubReq.asp.

5. Provide final list of required submittals and certifications (including Deviation Request form).

6. Provide certification of interests (see SP14(c)).

BIDDING DOCUMENTS

In accordance with SP 15, provide electronic files for Construction Drawings, Estimates and Specifications and at least 2 full-size sets and 2 half-size sets of paper drawings and 2 hard copies of Specifications or in quantities as requested by the Contracting Officer.

CONSTRUCTION PERIOD SERVICES

A. The A/E shall provide construction period tasks as required by this contract including performance of construction site visits, all shop drawing submittal reviews, RFI review, inspections, etc---

B. The A/E shall provide bid evaluation assistance as necessary if resulting construction is accomplished by sealed bidding or participates as necessary in negotiations if resulting construction is accomplished by negotiation. As of July 2009, it is anticipated that all construction will be procured by competitive negotiation requiring development and evaluation of criteria other than price alone.

C. At the end of the project and after approval of "As-builts" by COR, the A/E will transmit to the Contracting Officer the CAD generated "As-builts" in .dwg and .pdf formats on compact disc along with all submittals, testing records, equipment performance certifications and specifications on the disc as well. Provide "As-built" 3D model to Contracting Officer.

D. The A/E shall attend the pre-bid and the pre-construction meetings and will be required to answer any technical project related questions as well as provide meeting minutes.

E. The A/E shall attend the final inspection and prepare a written report by COB the following business day.

F. The A/E shall update the facility's master one line architectural drawings with any changes as a result of the project.

G The A/E shall update the facility's master fire alarm drawings with any changes to device locations, device numbers, smoke zone changes, or any other changes to the fire alarm notification system as a result of the project.

H The A/E shall update the facility master arc flash study using the facility's existing study files in SKM format for any change that results in new or replacement electrical distribution equipment. (note: facility study has over 500 busses ) Any new panel boards will require an arc flash sticker to be supplied by A/E and provided to the contractor prior to the close of job per the latest edition of NFPA 70E.

SITE VISITS

Periodic Construction Inspection Site Visits will be required. The total number of construction period site visits shall be estimated at three (3).

ADDITIONAL A/E REQUIREMENTS

A. A/E is required to utilized the VA's internet web site to research and download information associated with this project such as CAD Deliverables Guidelines and design manuals for:

1. Site Development

2. Architectural

3. Fire Protection

4. Interior Design

5. Structural

6. Plumbing

7. Sanitary

8. HVAC

9. Electrical

10. Equipment

11. Steam Generation

12. Asbestos Abatement

13. Steam Distribution (Outside)

14. Solid Waste Disposal System (Including Incineration)

15. Automatic Transport

16. Space Planning

17. Critical Path Method

18. Estimating

19. Specifications

20. Final Bid Documents

SCHEDULE OF INSURANCE COVERAGE

In accordance with FAR 28.307-2, the following minimum coverage shall apply to this contract.

A. Workers compensation and employer liability. Contractors are required to comply

with applicable Federal and State workers compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.)

B. General liability.

1. The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

2. Property damage liability insurance shall be required only in special circumstances as determined by the agency.

C. Automobile liability. The contracting officer shall require automobile liability

insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $200,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

D. Professional liability. The contracting officer shall require a minimum of $1,000,000

per occurrence.

EVIDENCE OF COVERAGE

A. Upon award of this contract, the Contractor shall furnish the Contracting Officer a certificate of insurance indicating the minimum coverage's required and which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interest of the Government in such insurance shall be effective unless 30 day written notice of cancellation or change is furnished the Contracting Officer.

B. There shall be no exclusionary clauses added to this contract for any asbestos related work that would void the required General Liability insurance.

FUNDING LIMITATION

The estimated construction contract price for the project tasks described in this contract is $270,000.

NOTE: The Consultant is responsible for the development of a project estimate. The project estimate shall be all inclusive (construction, engineering, legal, administrative, etc). The Consultant shall advise the Contracting Officer in writing if at any time the cost of the project is perceived to exceed the established budget. The Consultant will notify the Contracting Officer at the time it is recognized, not after the fact.

Short-List Criteria to select the firms for interview will be based on the H09 Hospital and Medical Facilities for specialized experience, technical competence, specific experience, and qualifications of proposed personnel and consultants along with working together as a team, past performance for VA work, geographic location of the firm, success in prescribing the use of recovered materials, waste reduction, energy efficiency, and the inclusion of small business consultants. Special consideration in the evaluation and selection process will be given to Service-Disabled Veteran-Owned Businesses and Veteran Owned Businesses. Final ranking of interviewed firms will be based on the team proposed for this project, previous VA experience of the team, and experience with condensate/steam utilities.

The following evaluation criteria will be used when reviewing submitted SF 330 data and will comprise the basis of information to be used by VAMC Syracuse for A/E evaluation and selection. Firms submitting SF 330 data for consideration must address each of the following criteria in the SF 330:

1. Team proposed for this project (background of personnel: project manager, key personnel, consultants; project-related professional qualifications; specialized experience (project-related) of team members).

2. Proposed management plan (design phase, construction phase)

3. Previous experience of the team proposed for this project (with VA, on scope-related projects)

4. Location and facilities of working offices (knowledge of the locality of the project)

5. Proposed design approach for this project (design philosophy)

6. Project control (techniques planned to control the schedule and costs, personnel responsible for schedule and cost control)

7. Estimating effectiveness (on ten most recently completed projects)

8. Sustainable design (team design philosophy and method of implementing)

9. Miscellaneous experience and capabilities (interior design, CADD & other computer applications, value engineering & life cycle cost analyses)

10. Awards and Recommendations (awards received for design excellence)

11. Insurance & litigations (type and amount of liability insurance carried, litigation involvement over the last 5 years & its outcome)

The area of consideration is restricted to firms with offices and key personnel to be assigned to the designs located with a 300 mile radius of the Syracuse VAMC. Appropriate data for this project must be submitted to Emily Lindsey, Contract Specialist, on Standard Form 330 OM on Wednesday, May 20, 2015 by 10:00 AM EDT. ONLY ELECTRONIC SUBMISSIONS WILL BE ACCEPTED AT THE FOLLOWING E-MAIL ADDRESS: [email protected]. The A/E ranked most highly qualified will be required to submit a cost proposal within 10 days after notification.

THIS IS NOT A REQUEST FOR PROPOSALS! NAICS 541330 applies. Size standard is $7.0 million. Construction cost is between $250,000-$500,000

Interested firms shall be located within a 300 mile radius of the Syracuse VAMC. This solicitation is restricted to Service Disabled Veteran Owned Small Businesses (SDVOSB). SDVOSB must be certified in Vetbiz as a SDVOSB in order to be awarded the solicitation.

Questions regarding the solicitation and project shall be directed, in writing, to the Contract Specialist, Emily Lindsey via email at [email protected]. It is the intent of the Contract Specialist to make a single firm-fixed price contract award under this solicitation.

NO PHONE CALLS WILL BE ACCEPTED. This notice also serves as the Sources Sought Notice.

Link/URL: https://www.fbo.gov/spg/VA/CaVAMC532/CaVAMC532/VA52815R0215/listing.html