36C25621R0141 – Combined Synopsis/Solicitation – C219–520-21-3-7043-0001 Project 520-22-152 Upgrade Mechanical Systems Bldg 3

Jun 12, 2021 | SDVOSB Set-Asides

1. A-E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) 36.6. All submissions will be evaluated in accordance with the evaluation criteria listed herein. 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. The NAICS Code for this acquisition is 541330 and the applicable Small Business Size Standard is $16.5M. The area of consideration is RESTRICTED to a 500-mile radius of the Gulf Coast Veterans Health Care System, 400 Veterans Avenue, Biloxi, MS 39531, in which either the A/E Firm s Primary or already established Auxiliary/Satellite Office must be located. Note: The 500-mile radius will be measured by one or more of the nationally recognized commercial free on-line mapping services from the Primary or already established Auxiliary/Satellite Office Address to the above VA address (shortest driving distance option). In-order to use the address of an already established Auxiliary/Satellite Office, the A/E Firm must have employees of their firm who are currently (before and at the time of SF330 submission) physically located at the Auxiliary/Satellite Office and are on the A/E s Payroll not employees of an actual or proposed subcontractor or on the payroll of an actual or proposed subcontractor.

a. Contract Award Procedure: The proposed A/E services will be obtained by a Negotiated Firm-Fixed Price Contract. Interested parties shall ensure current Licensing and have a current registration in the System for Award Management (SAM) database at https://sam.gov/ and the Vendor Information Pages database at http://www.va.gov/osdbu well as have submitted the current cycle VETS-4212 Report http://www.dol.gov/vets/vets4212.htm (for contracts in the amount of $150,000 or more). The SAM clause at FAR 52.204-7 changed effective (Oct 2018) and now requires that offerors be registered in the SAM database at the time an offer is submitted and at the time of contract award. According to FAR 52.204-7, registered means, among other things, that the record in SAM be marked as Active . Therefore, failure of a proposed SDVOSB to be registered at the time the SF 330 is submitted and at the time of contract award shall result in elimination from consideration as a proposed contractor.

b. SDVOSB Requirements: In accordance with VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, a service disabled veteran-owned small business concern agrees that, in the performance of the contract, at least 50 percent of the amount paid by the government for contract performance will be service-disabled veteran-owned small business concerns.

c. Design Costs: All offerors are advised that in accordance with VAAR 836.606-73(a)
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 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs will be provided to the most highly qualified AE firm selected to complete the design. The magnitude of construction (not design) of this project is between $1,000,000 and $2,000,000.

2. SELECTION CRITERIA: Discussions with at least three of the most highly qualified firms will be held after the evaluation board s review of the information submitted in response to the selection criteria. The selection criteria for this acquisition are listed below: Note: Each Evaluation Factor below is to be specifically addressed not only through the submission of the SF330s but also in Narrative Format to clearly show how each Evaluation Factor is formally addressed. The selection criteria for this acquisition will be in accordance with FAR 36.602-1 and VAAM M836.602-1 and are listed below in descending order of importance.

(1) Professional qualifications necessary for satisfactory performance of required services to include specific experience and qualifications (i.e. education, training, registration, certifications, overall relevant experience, and longevity with the firm) of personnel proposed for assignment to the project, and their record of working together as a team.
(2) Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Provide a minimum of five (5) similar projects to include technical capabilities in design quality management procedures, Computer-Aided Design and Drafting/Building Information Modeling, equipment resources, and laboratory requirements for the firm and any proposed subcontractors. In addition, provide information concerning the effectiveness of the proposed project team (including management structure, coordination of disciplines, subcontractors, and prior working relationships).
(3) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. Provide information concerning superior performance ratings on recently (last 5 years from date of qualification submission for this project) completed VA projects (equivalent medical/hospital facility) as well as the reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. Provide information concerning any claims against the firm because of improper or incomplete architectural and engineering services.
(4) Capacity to accomplish the work in the required time to include the available capacity of key disciplines to perform the work (in the required time).
(5) Post-award construction 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.

(6) Location in the general geographical area of the project (500 Mile Radius) and knowledge of the locality of the project (to include knowledge of geological features, climate conditions, and local construction methods that are unusual or unique).

(7) Identification of, and commit to, the use of service-disabled Veteran-owned small businesses, Veteran-owned small businesses, and other types of small businesses as subcontractors.

3. SUBMITTAL REQUIREMENT: This project is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under VAAR 852.219-10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Dec 2009). All original Standard Form (SF) 330 packages shall be submitted to:

Department of Veterans Affairs
Gulf Coast Veterans Health Care System (NCO 16)
ATTN: Cynthia Kinsman – Ref: 36C25621R0141
400 Veterans Ave, Bldg T102 Rm A110
Biloxi, MS 39531

(a) All SF 330 submissions shall be clearly marked with the subject line displaying the Solicitation Number 36C25621R0141. The SF 330 form may be downloaded from www.gsa.gov/forms . Completed SF 330s shall include the primary firms, subcontractor firms, and any consultants expected to be used on the project. All submissions shall be in black and white no color submissions.

(b) Firms that meet the requirements listed in this announcement are invited to submit three (3) copies of the completed SF 330 including Parts I and II as described herein and one CD-ROM of the SF 330 submittal as a single pdf file, to the above address no later than 3:00 P.M. (CST) on TUESDAY – JULY 20, 2021. FAX AND/OR E-MAIL SUBMISSIONS WILL NOT BE ACCEPTED. Late proposal rules found in FAR 15.208 will be followed for late submittals.

(c) Interested firms shall address each of the seven (7) Selection Criteria in their SF 330s and additional documents/submittals. Interested firms shall limit the Narrative Information to support all seven (7) Evaluation Factors to ten (10) pages total (beyond the SF330s). Any additional Narrative Information past ten (10) pages total will not be considered. Failure to provide Narrative Information to support each of the seven (7) Evaluation Factors may negatively affect the interested firms Factor(s) Rating and subsequently their Overall Rating and Standing.

4. THIS IS NOT A REQUEST FOR PROPOSAL. THERE ARE NO SOLICITATION DOCUMENTS AVAILABLE. This is a request for SF 330s Architect/Engineer Qualifications packages only. Any requests for a solicitation will not receive a response. This requirement is subject to Availability of Funds.



The Architect-Engineer (A/E) to provide services for preparation of design development documents, specifications, working drawings and cost estimates for Upgrade Mechanical Systems Bldg. 3 Gulf Coast Veterans Health Care System (GCVHCS), Biloxi, MS campus .

The design must, as a minimum, be in accordance with all current and applicable codes (NFPA, JC, OSHA, UBC, EPA) and Department of Veterans Affairs (VA) publications (Master Construction Specifications, Construction Standards, etc.).


A complete listing of all VA technical documents available for use can be found on the VA website at http://www.cfm.va.gov/TIL/catalog.asp. The following documents will be used as a guide for the completion of this design project. Significant deviations from these guides must be approved by the COR and justified in writing.

VA Design Alerts:
PG-18-3, Design and Construction Procedures: http://www.cfm.va.gov/CFM/TIL/cPro.asp
PG-18-10, Design Manuals for Various Trades: http://www.cfm.va.gov/cfm/til/dManual.asp
Fire Protection Design Manual:
www.cfm.va.gov/ til/ dmanual/ dmfire.pdf
PG-18-1, VA Master Construction Specifications: http://www.cfm.va.gov/til/spec.asp
PG-18-9, Space Planning Criteria: http://www.cfm.va.gov/CFM/TIL/planning.asp
PG-18-4, Standard Details: http://www.cfm.va.gov/CFM/TIL/sDetail.asp
CFM Cost Estimating https://www.cfm.va.gov/cost/
PG-18-12 Design Guides (graphical, by function)
PG-18-5 Equipment Guide List: https://www.cfm.va.gov/CFM/TIL/equip.asp
H-7545 VA Cultural Resource Management Procedures
PG-18-17 Environmental Compliance Manual
PG-18-15 Minimum Requirements for A/E Submissions
PG-18-13 Barrier Free Design Guides
PG-18-14 Room Finishes, Door, and Hardware Schedules
Where conflicts exist between VA adopted codes and standards and the documents on the TIL, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure consistency department wide.
All document packages moving forward for construction procurement pass through legal and technical reviews. The A/E is responsible for revising bid documents to incorporate comments provided by those reviews.

SCIP OOC VHA16-520-2021-42746
520-22-152, Upgrade Mechanical Systems Bldg. 3 Biloxi, MS
The scope of work for this contract shall include but not limited to the design services for Project 520-22-152, Upgrade Mechanical Systems Bldg. 3 Biloxi, MS for the Gulf Coast Health Care System.  The Architect Engineer contract will include investigative services; schematic design; preparation of design development documents; preparation of construction documents including architectural, structural, electrical, mechanical, and any others necessary for complete construction documents, with reviews; cost estimates; reproduction of design documents; construction period services, including answering request for information (RFI), preparing Issue to Changes (ITC), and not limited to cost estimates for modifications; site visits; final inspection; as-built drawings and other necessary items pertaining to CPS and As-Built requirements. The scope this project includes but not limited to the following improvements in the Designated Boiler Room Area located in the Chiller Plant Northeast of Building 3:

Services for A/E to provide Capacity/Load sizing for current usage demands for the boilers.
After capacity/load sizing needs are provided, design to include improvements on the existing boiler system and the inclusion of additional boilers as needed to allow for continued service while these improvements are made to ensure VA meets all regulatory and policy requirements.
Electrical (electrical communications panel integration into existing system, power (normal, emergency))
Hot Water Supply and Return Manifold is to be reconfigured with hard shelled insulation and labeled,
Assess for new and upgrades to existing HVAC, reconfiguration of exhaust ducting, evaluation of existing piping and removal of unused fluid and exhaust piping,
Replace existing roofing system to accommodate boiler exhaust stacks and prevention of water leaks,
Remove and replace existing roll up security door
Replacing and leveling the cracked and broken concrete floor
Decommissioning Under Ground Storage Tank and installing an Above Ground Diesel Storage Tank that will provide back-up fuel.
Provide electronically controlled pump that supplies fuel to the Boilers and Generator, a means to monitor the Diesel fluid level at all times with a leak detection alarm.
Construction Documents to be designed to minimize Hot Water supply downtime to: Buildings 1, 3, 30, 53.


The following construction cost limitations shall pertain for the construction contract. Dollar amount listed is estimates of available funds and the bid package will be structured around funds available, or estimated to be available, at the time of construction contract negotiation. The A/E is required to design within funding limitations per FAR 36.609-1 and are limited to a 6 percent architect-engineer fee per FAR 36.609-1. The A/E Cost Estimate shall not exceed the project s estimated construction contract price for FY22 Construction: (Design limitation costs will be provided to the most highly qualified AE firm selected to complete the design.) The magnitude of construction (not design) of this project is between $1,000,000 and $2,000,000.


The A/E shall prepare all working architectural and engineering plans. There will be three submissions and a final for working drawings, specifications, and cost estimates. Prior to starting the working drawings, concept drawings showing room and site orientation, functions and layout will be prepared. Once the site is approved, the working drawing design shall begin.

The floor plans for the HVAC, plumbing, and electrical drawings shall be at the same scale as the architectural drawings to facilitate checking.

A/E discussion with the medical center personnel concerning requirements will be arranged by the COR.
At each submission, all drawings shall be dated and appropriately labeled, “PRELIMINARY SUBMISSION,” “FIRST WORKING DRAWINGS SUBMISSION,” etc., in large block letters above or next to the title block.

In each submission, the A/E shall incorporate the material specified in the prior submission, revised per the comments made by the VA at the prior review.

Provide computations and sizing calculations for electrical, mechanical, and structural designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretations or input/output and description of program procedures.

Symbol identification of working drawings shall be as follows:
Cover Sheet (includes Index to Drawings 1
Site Planning Drawings L1
Sub-Surface Identification Drawings B1
Architectural Drawings A1
Architectural Miscellaneous Drawings DE1
Structural Drawings S1
Sanitary Drawings W1
Plumbing Drawings Pl
Heating, ventilating, Air Conditioning, and Refrigeration
Drawings H1
Steam Generation Drawings G1
Outside Generation Drawings Dl
Electrical Drawings E1

Building Number shall precede the classification identification (building No. 148 as example) 148-A1, 148-Pl, 148-El.

Drawings shall be number in sequence within each classification, for example 148- Al, 148-A2, etc., referring to Building No. 148-first architectural sheet; Building No. 148-second architectural sheet, etc. Directly below the drawing number, the position within the series that each drawing occupies shall be shown, for example, Sheet 1 of 30 (Plumbing Sheets), Sheet 2 of 30 (Plumbing Sheets), etc.

Drawings for each new project shall begin with number one. The drawings will be distinguished by their project titles and dates.

When more than one classification of work, for example, architectural and electrical, is involved in a single drawing, the drawing number shall show the symbol for the major work classification, the indication that other work is shown on the same drawing shall be noted above the title block.

When work including two or more buildings is described on a single drawing, the sheet shall bear the number of the building involving the work on the major magnitude, the indication that work on the other buildings is shown on the same drawing shall be noted above the title block.

Drawings shall be prepared on a reproduction of VA Form 08-6231, Title Block. As- built documents shall be prepared using the VA current Auto Cad version compatible Computer Aided Design Software.

Equipment capacities shall be listed on working drawings.

All drawings shall be carefully delineated to distinguish between new, existing, and replacement items of work.

The A/E shall pay particular attention to the fact that during the working drawing development stage approved design development plans are not subject to change at the request of the hospital staff without proper justification and approval of the COR and/or Contracting Officer.

The A/E shall design per VA construction standards, design manuals, etc. located at the following website: http://www.cfm.va.gov/TIL/. In addition, the A/E shall follow the Instructions to A/E Firms .

The development of design documents and drawings will be done in accordance with all VA criteria PG-18-15 Minimum AE Submission for NRM and Minor Construction (see Attachment 13) projects and including the VACO Physical Security Design Manual for Mission Critical facilities (See submission requirements below). If submission requirements described in this SOW require additional information above and beyond what is required by PG-18-15, Volume C, the A/E shall adhere to the submission requirements of the SOW.

Contract documents will have both English and metric units.

A/E shall provide the following quantities of review materials at review as indicated: REVIEW DRAWINGS SPECIFICATIONS COST ESTIMATES
2 sets and
1 half size
2 sets and
1 half size
2 sets and
1 half size
2 sets and
1 half size

Also, provide PDFs of the drawings by CD (individual drawing PDFs and combined drawing set PDF), specifications and cost estimates for each review. Provide a design narrative at each review (both paper copies and PDF). Individual PDF drawing file names shall be labeled so that the entire set is in order in the following arrangement following the symbol identification example above: 1 42 – L1 -Cover Sheet to 13 42 E1 Electrical Drawings.
The A/E shall provide metric equivalents to all measurements on construction drawings and specifications.



i. After the site investigations, the AE will be required provide a charrette meeting to
present their findings to GCHVCS and Contracting Officer to develop a conceptual
design for the Upgrade Mechanical Systems Bldg. 3. Following the meeting the AE
will submit a charrette report with concept designs to include a preliminary cost
estimate. Following the charrette report the AE will provide a follow up meeting to
select a concept design.



Submit an index of all VA Master Construction Specification sections intended for use. Include a brief description of any A/E originated sections to be used.
Submit a list of all the submittals that the Contractor will be required to provide. Update for each of the following reviews.
Master Specifications, Design Manuals, Design Guides, etc. may be downloaded at http://www.cfm.va.gov/TIL/.


Submit as a minimum, a double line layout for each area. Include all plumbing fixtures and fixed equipment at a scale not less than 1/8″ = 1’0″. Submit 1/4″ = 1’0″ scale floor plans of special rooms such as the endoscopy suite, recovery room, etc., to show layout and identification of equipment. Include elevation views as necessary.
Show schematic sections, as needed, to define the building and/or equipment concepts.
Show roof and penthouse plans if required.
Show legends which at a minimum reflect all items denoted on drawings at this submission.

Fire Protection:

Submit floor plans showing initial assessment of required fire code features of new and remodeled areas.
Show legends which at a minimum reflect all items denoted on drawings at this submission.

Fire Code Review:

Submit documentation that demonstrates an independent Fire Protection Engineer review was accomplished. Indicate any deficiencies found during the review, changes incorporated into the documents to correct the identified deficiencies.


Show the selected structural system for new procedures, if required. Show beam depths, slab thickness, column sizes, and expansion joints.
Submit supporting calculations.
Show method used to resist lateral loads.

Heating, Ventilating, and Air Conditioning:

Submit the basis for design, including design calculations, parameters, and factors, which will be used in subsequent computations. Reference the source of all data. Include methods to be used in sizing ducts and piping.
Provide a written description of the air conditioning systems and refrigeration plants considered for the project with final economic and energy analyses to justify final system selections. Analyses shall consider the cost effect of systems on the entire project.
Provide total cooling and heating loads for each affected area in the project.
Provide flow diagrams for the chilled water system, hot water systems, steam systems, and typical air handling units, air distribution, and exhaust systems. Chilled water diagram shall integrate primary and secondary flow as required.
Submit single line duct and piping layouts for typical floor plans. Show smoke and fire protection features of the HVAC system.
Show equipment locations and layout. Indicate sizes and locations of main ducting and piping.

Plumbing and Sanitary:

Submit, as minimum, outline plan drawings showing sizes of main lines and points of connection to existing.
Indicate any major equipment changes which may be necessary and sizing and utility requirements of replacement equipment.
Show any modification to roof drains, storm drain connections as required for design.


Submit, as minimum, floor plan showing new and existing panel locations and sizes. Indicate point of connection to existing distribution centers.
Submit a typical floor plan section indicating location and type of lighting fixture to be used in each space along with any special feature such as under-floor raceways, power outlets, exit lights, fire alarm, and signal system devices.
Provide cut sheets of proposed lighting fixtures. Incorporate LED lighting as allowed for budget and lighting requirements.

Asbestos: Submit initial assessment and report identifying approximate quantities and types of asbestos containing materials that will be encountered by the project.

ix. RS Means Cost Estimates:

A/E shall submit a construction cost estimate simultaneously with the drawings for this project at each project submission.
This estimate shall show the cost of construction which would be expected to be reflected by the Construction Contractor’s bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that if a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, “lump sum” or “allowance” figures will not be acceptable.
The detailed estimate will contain unit cost, quantity, and total cost for both materials and labor. Each division (architectural, electrical, mechanical, etc.) will be broken down in the above manner. Also, provide a detailed letter on how the final cost estimate was derived. Such as, Sources used (RS-Means), Past Projects, Bidding Climate, SDVOSB Escalations, and Software Used.
All costs shown shall include all labor insurance and taxes, sales taxes on material, and applicable upper and lower tier Contractor and Sub-Contractor markup.
Where labor is used in the cost estimate the A/E shall include welfare and pension fund costs in labor units as appropriate.
Show a sub-total of Labor and Material for each sub-heading.
Show sales tax as a percentage of material.
With every submission provide a proposed schedule and project duration.



Submit bound and edited VA Master Specifications of each discipline for review. Include any A/E originated sections to be used. Editing and marking up of Master Specifications shall easily identify modifications, deletions, and insertions.
Submit an updated list of all the submittals that the contractor will be required to provide.


Submit near complete floor plans and half complete details, schedules, and large scale 2. plans. The architectural working drawings should be at least 75% complete.
Show room titles and numbers, door sizes, types and swing on the 1/8″ scale plans. Dimension corridors and stairs. Indicate and identify fixed and portable equipment and plumbing fixtures.
Draw exterior elevations at 1/8″ scale unless the building is of such size that a complete facade cannot be shown on the standard size sheets, in which case draw the elevations at 1/16″ scale. Show story heights, penetration, materials, penthouses, architectural screens, roof enclosures, skylights, and stacks on elevations as applicable. Show room finish symbols on the 1/8″ scale floor plans only and key them to the room finish schedule in Section 09 06 00 of the specifications.
Show general notes, door, hardware, and window schedules. Include other schedule information.
Indicate all fire partitions, smoke partitions, and safety and protective elements (including lead linings and radio frequency shielding).
Draw reflected ceiling plans of typical areas and special rooms, indicating all ceiling mounted equipment, lighting fixtures, air diffusers, registers, etc.

Fire Protection:

Submit floor plans showing continued development of required fire code features of new and remodeled areas.
Show legends which at a minimum reflect all items denoted on drawings at this submission.

Fire Code Review:

Submit documentation that demonstrates an independent Fire Protection Engineer review was accomplished. Indicate any deficiencies found during the review, changes incorporated into the documents to correct the identified deficiencies.

Interior Design:

Where existing spaces occur that require refinishing, a survey shall be prepared to include color, materials, furnishings, and window treatments.
Submit a 75% completed color design containing selected colors, textures, and materials listed in the proper format. This shall include manufacturers by name, number, and pattern. They will be coded and located for both interior and exterior. Color board shall be NO LARGER than 24 x 30 . The back of the board shall have the finish schedule of the products recommended.
Precisely and clearly illustrate the development and refinements of the interior design. This may be sketches, illustrations, and/or colored floor plans for typical interior areas. One paste-up board, which may be returned, is required.


Submit drawings to scale showing tentative sizes of columns, beams, and slabs if structural reinforcing is required. The structural drawings shall be complete enough to correlate with architectural and mechanical features. Submit calculations developed to date.
Show sections and details so that construction features can be defined.

Heating, Ventilating, and Air Conditioning:

Provide complete load and sizing calculations for all HVAC, including sound attenuation, energy conservation, and steam distribution systems and equipment. Provide psychometric analysis of each air handling unit. If computerized methods are used, provide supplemental sketches and explanation of terms and abbreviations.
Provide 1/8″ scale floor plans showing the HVAC and steam distribution systems and equipment. Coordinate the design with other disciplines.
Provide flow and control diagrams. Include on the diagrams, where applicable, air conditioning, refrigeration systems, steam, condensate, conditioned air systems, exhaust air systems, hot water, chilled water, and condenser water. Provide sequence of operations and controls for all HVAC systems and equipment. Diagrams shall be complete with legend and description of operations.
Provide complete design for fire and safety systems that are associated with the HVAC systems. Show the fire and safety design on the HVAC Plans and control diagrams. Show smoke and fire partitions and related dampers.
Provide complete equipment schedule drawings reflecting the sizing calculations of all major equipment, such as chillers, refrigeration elements, cooling towers, pumps, fans and air handling units. Submit calculations for fan pressures and pump heads.
Provide 1/4″ scale plans for all mechanical equipment rooms. Provide 1/4″ scale sections through each floor in typical locations for any tight spots and mechanical equipment rooms. Show in the 1/4″ scale drawings all equipment, piping, ductwork, and other interfacing elements. Provide adequate space for installation, access, and maintenance of equipment.
In the calculations provide a tabular recapitulation indicating the air balance between the supply and exhaust in the design computations showing the volume of air, room names and numbers. Show that individual areas, which normally constitute an integrally balanced system, such as surgery, administration, etc., are in balance and do not adversely affect the balance of the entire building. For air conditioning systems added to an existing building, show the air balance with respect to the existing exhaust and supply systems to provide a complete building study.
For all existing buildings where modification of existing air, water (hot and chilled) or steam is required show riser diagrams with points of interface of existing and new work.
Provide demolition drawings showing the extent of removal for existing systems and equipment.
Provide separately identifiable drawings of 1/8 scale for asbestos abatement work.
Show room names on HVAC plans so that compliance with criteria can be checked.
Submit any changes, which will affect the economic studies.
On drawings show double line representation of all ducts, single line representation of piping systems 6″ and smaller, and double line representation of piping systems 8″and larger for heating, air conditioning, and ventilating the building. Clearly indicate the sizes of ducts and piping. Locate fire and smoke dampers.
Determine probable steam demand for heating, ventilating, and humidification.
Major details, elevations, sections, and legends on the drawings are to be completed. Show a section of each critical point in corridors indicating the location and space allocation intended for all ducts, piping, and larger conduits regardless of trade. Show typical sections for entire floor, where applicable.
This submittal shall have all the HVAC systems substantially completed.

i. Show and Identify all plumbing fixtures and oxygen, medical compressed air,
vacuum outlets on 1/8 = 1 0 scale floor plans. Plumbing plans should be
complete, including sizing. Submit calculations. Provide schedules for fixtures,

ix. Electrical
Provide sheet for symbols.
Submit finalized one-line and riser diagrams of electrical power distribution systems and the emergency power systems. (Final equipment ratings may vary, but all equipment should be located, sized, and identified). Submit final load calculations and panel board sizes.
All floor plans shall have room titles and area function shown on this review set of drawings. Location of all lighting fixtures, outlets for power, fire alarm devices, and signal outlets, and devices shall be shown. Layouts of specialty areas should be substantially laid out at this review.
All electrical drawings shall show smoke partitions and fire alarms zones.
Submit lighting calculations, typical short-circuit and voltage drop calculations.
Provide reflected ceiling plan showing lighting layout, location of all duct openings, and area smoke detectors.

Show locations and 75% complete details of essential electrical system changes and upgrading.

x. Phasing:
Present proposed phasing plans for alteration projects if construction area will be vacated piecemeal, or certain rooms within the construction contract need to be in operation. Phasing information shall be complete and in written or chart form. To be incorporated within the proposed schedule and project duration submittals.

xi. Asbestos: Submit plans showing locations of all asbestos containing material to be
removed under project.

xii. Cost Estimate:

i. This submission shall include everything required by the First Submission. It
differs from the First Submission Working Drawings only in the level of detail
required. For this submission, a complete quantity survey estimate is required.
No lump sums will be permitted without explanation.


Contract drawings and specifications and all related documents shall be completed, fully coordinated, bound, and ready for reproduction for bidding and construction purposes at this review.
The A/E shall deliver the original working drawings to the Contracting Officer for signature after review and approval of the review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.
Prior to delivery of pdf drawings and specifications for issue for construction bids, the A/E shall make any changes to the working drawings, calculations, and specifications identified as necessary during the Third Review.

Assemble completed computations and engineering data including basis of design and systems narratives. Provide a separate volume for each discipline with an index, numbered pages, and bound with removable metal fastenings or other approved method.
For mechanical systems, provide equipment selections, pipe sizing, duct sizing, recapitulations of the basic heat load calculations, sound attenuation for high pressure systems, all computations and like data.
For electrical systems provide short circuit, coordination voltage drop, load, and lighting calculation. Submit a diagram of the systems with appropriate equipment schedule including the length and size or each electrical primary and secondary feeder. The feeder lengths should not be noted on the contract drawings.

When the drawings and specifications are near completion, the A/E shall furnish the VA with a brief description of work for inclusion in the Invitation for Bids. The VA will prepare and type the Invitation for Bids and the Bid Form and will forward original copies to the A/E for reproduction and binding in the project specifications.
Submit VA Master Specification Sections marked up to suit the project requirements and, also, any sections originated by the A/E. Editing and marking up of Master Specifications shall easily identify modifications, deletions, and insertions. Specifications shall be completely edited.
Submit an updated list of all the submittals that the Contractor will be required to provide.

Submit completed plans, elevations, details, and schedules.

Fire Protection:
Submit completed plans, details and schedules showing all required fire code features of new and remodeled areas.

Fire Code Review:
Submit documentation that demonstrates an independent Fire Protection Engineer review was accomplished. Indicate any deficiencies found during the review, changes incorporated into the documents to correct the identified deficiencies.

Color Design:
VA interior designer will work with A/E to coordinate color design if applicable.

Include all structural plans, elevations, sections, details, schedules, boring logs, and general notes necessary to complete the drawings.
Submit completed computations.

Heating, Ventilating and Air conditioning:
The drawings and calculations shall be complete.
Duct sizing and pipe sizing computations shall be complete with system layout and tabulated data.
Show complete equipment schedules.
Show complete control diagrams.
Details, elevations, sections, and legends on the drawing are to be completed. Show a section of each critical point in corridors indicating the location and space allocation intended for all ducts, piping, and larger conduits regardless of trade.
Submit any change which will affect the economic studies.

All drawings, details, schedules, etc. shall be complete

Submit all drawings including complete legend symbol list, details, and schedules.
Indicate all circuiting of all systems on the drawings.
Show complete sections or details of locations where possible conflict with other trades exists.
On the electrical one-line and risers show the final sizes, ratings, feeders, and identification of the electrical equipment. Submit complete short-circuit calculation for all new devices installed. Indicate the short-circuit currents available on the one- line and riser diagram.

Asbestos: Submit complete asbestos abatement plan. This is to include removal and reinsulating drawings, phasing schedule, and specifications consistent with VA, federal, state and local requirements. Any changes in design (mechanical, electrical, plumbing, etc.) throughout the submittal process will be reflected in the asbestos abatement plan.

Incorporate any changes to the phasing plan. Clear and concise notes to duration between phases, what areas are included during each phase, etc. shall be completed.

Cost Estimate:
The submission requirements shall be the same as required under the Second Submission. It differs only in the level of detail required. Cost factors for bidding climate and SDVOSB escalation are allowed in order to provide the best estimate of the costs for the project.


Following approval of the final (95%) review material and as stated in the DESIGN SERVICES, the A/E will provide an electronic version of all documents to be used for the electronic bid process. The A/E will furnish the Government with 1 set of the approved contract, drawings, specifications and final cost estimate. Also, provide a detailed letter on how the final cost estimate was derived. Such as, Sources used (RS-Means), Past Projects, Bidding Climate, SDVOSB Escalations, and Software Used.


Work will be designed and packaged for bidding as one construction package for issuance corresponding to availability of funding for FY 22. A/E shall provide support during the bidding phase for construction, including, but not limited to, attend and record minutes for all meetings related to the construction bidding progress, including design review, pre-bid conference, and other meetings as determined by the Contracting Officer Representative (COR). A/E shall also respond to Requests for Information (RFIs) during the solicitation process.

CONSTRUCTION ADMINSTRATION SERVICE The following items are to be taken into consideration and the VA request a proposal for these services for Construction Administration and Closeout
Attend and record minutes for all meetings related to the construction contract, including design review, periodic construction progress meetings and other meetings as determined by the Contracting Officer Representative (COR). Attendance shall be either on station or by conference call. It is anticipated that the construction would last for one year and construction meetings would be weekly during this time period. Minutes shall be distributed to all attendees for review by the end of the next business day following the meeting. Meeting minutes will be posted within (2) business days of the meeting.
Provide for ongoing construction project visual documentation to demonstrate construction compliance with specifications and drawings.
Review Requests for Information (RFI) and other submittals (i.e. construction materials, shop drawings, etc.). Respond to contractor requests for information (RFI) and issue instructions to contractor (ITC) for review and issuance by the VA within the days prescribed below:

Critical 2 days (Cost and Schedule delays)
Urgent 6 days (Schedule Delays)
Normal 10

Modification requests shall be reviewed within seven (7) calendar days of submittal to the A/E. This includes the review of the contractor s change order/modification proposal for construction change orders, as well as the formulation of an IGCE for the modification, as requested. The A/E’s reply regarding his/her review of cost proposals and his/her recommendations shall include an independent breakdown of costs in detail, quantities, and unit prices and shall cover both additions and deductions of labor, materials, and equipment. The A/E shall also supply cost estimates as requested by the COR for Request for Proposals for anticipated changes. All documents in any of the electronic formats listed above. Note – If major modification, VA will provide additional time and document format guidance.

Following project completion, review the contractor s Record Drawings and provide official project record drawings to the government. The record drawings should be provided in PDF and DWG format. DWG files should be suitable for insertion into the VA s master CAD file. Individual PDF and CAD drawing file names shall be labeled so that they are in order in the following arrangement following the symbol identification example above: 1-42-L1-Cover Sheet to 13-42-E1-Electrical Drawings


Existing campus plans on AutoCAD and/or PDF files will be provided by the VA for use in completing the design. A/E shall investigate and verify the accuracy of these drawings where impacting on the design in a manner that has a direct bearing on both the design and the cost of construction. In addition, other existing project designs on AutoCAD will be provided where available and directly applicable to the design work.

Review Meetings:

Pre-Construction Meeting to be held on site and will be scheduled before award.
One review session for schematic design at 100% at the VA Facility.
One review session each for design development at 35%, 75%, and 95% on site.

SUBMISSION, REVIEW AND COMPLETION SCHEDULE: The A/E shall provide a proposed schedule based on the example Schedule Template below. The final schedule dates will be approved after negotiation with the VA. Review meetings to be scheduled no less than 21 calendar days after SD, DD and CD submittals have been delivered to GCVHCS and Contracting. A/E to provide 100% Construction Documents 177 calendar days after receipt of award.

Dates for Deliverables To Be Negotiated Upon Receipt
Award Admin Time
7 Calendar Days after receipt of Notice of Award (NOA)
QA/QC Submittal
21 calendar days after receipt of NOA 
Design Charrette to Develop Conceptual Design
28 calendar days after receipt of NOA 
Charrette Report and Concept Drawing Submittal
35 calendar days after receipt of NOA 
Charrette Report and Concept Drawing Review Meeting
42 calendar days after receipt of NOA 
Schematic Design (SD) (35%) Submittal
70 calendar days after receipt of NOA 
SD (35%) Review Meeting (Allow 14 Calendar Days for VA to Review)
84 calendar days after receipt of NOA 
Design Development 2 (DD2) (75%) Submittal
119 calendar days after receipt of NOA 
DD2 (75%) Review Meeting (Allow 21 Calendar Days for VA to Review)
133 calendar days after receipt of NOA 
Construction Documents (CD) (95%) Submittal
147 calendar days after receipt of NOA 
CD (95%) Review Meeting (Allow 14 Calendar Days for VA to Review)
157 calendar days after receipt of NOA 
Final Bid Documents Submittal
167 calendar days after receipt of NOA 
Final Bid Documents Acceptance Meeting
177 calendar days after receipt of NOA 
Total Part One Services/Design Phase Schedule 177 Calendar Days
177 calendar days after receipt of NOA 

I. Part Two Services/Construction Period Services (optional Line Items) shall be performed
for the length of time between the time the option is exercised and acceptance of
Construction Completion. The A/E will recommend a period of performance for the
construction contract at the GCVHCS. The A/E s construction period services shall be
based on this time period along with the Post Construction Period Services responsibilities.

Deliver record drawings to GCHVCS and Contracting Office within 90 days of project completion. The A/E shall furnish one set of drawings on CD (Thumb Drives are not accepted) containing the AutoCAD and PDF (individual drawing PDFs and combined drawing set PDF) files. Individual PDF drawing files names shall be labeled so that they are in order in the following arrangement following the symbol identification example above:
1-42-L1-Cover Sheet to 13-42-E1-Electrical Drawings.

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