Inactive

VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT OFOC SOP Revision 11 Page 1 of 9 Original Date: 03/22/11 Revision 11 Da... VHAPM Part 806.3 Other Than Full and Open Competition (OFOC) SOP Attachment 5: Request for Sole Source Justification Format >SAT OFOC SOP Revision 11 Page 1 of 9 Original Date: 03/22/11 Revision 11 Date: 02/11/2021 DEPARTMENT OF VETERANS AFFAIRS Justification and Approval (J&A) For Other Than Full and Open Competition (>SAT) Acquisition Plan Action ID:___36C241-21-AP-2191________________________________________ Contracting Activity: Network Contracting Office 1 is processing the procurement action for Department of Veterans Affairs, VISN 1, VA Boston Healthcare System (VABHS) Jamaica Plain Campus. The 2237 number is 523-21-4-1866-0033. Nature and/or Description of the Action Being Processed: The National Center for PTSD Brain Bain seeks to acquire a ClearScope light sheet theta microscope and associated administrative software to store the images generated by the system. This is a new firm-fixed-price contract. The anticipated value of this contract is $519,189.00. The equipment is determined to be a commercial item and the procedures in FAR Part 12 and Part 13 will be followed. Description of Supplies/Services Required to Meet the Agency s Needs: The PTSD Brain Bank requires a ClearScope light sheet theta microscope for imaging of cleared tissue specimens. The system is composed of a light sheet theta microscope which uses intersecting light sheets that are projected deeply into cleared tissue specimens and observed with a third objective placed above the sample. The system is fitted with an extended stage that can accommodate coronal tissue specimens. The system also includes a computer workstation and software that has an authority to operated within the VA. This is a research system that will be deployed on a VLAN that is behind the VA firewall. The software licence will allow computers connected to the VLAN to access the software. Delivery is 180 calendar days after receipt of order. Statutory Authority Permitting Other than Full and Open Competition: (X ) (1) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by FAR 6.302-1; ( ) (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by FAR 6.302-2; ( ) (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by FAR 6.302-3; ( ) (4) International Agreement per 41 USC §3304(a)(4) as implemented by FAR 6.302-4 ( ) (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by FAR 6.302-5; ( ) (6) National Security per 41 USC §3304(a)(6) as implemented by FAR 6.302-6; ( ) (7) Public Interest per 41 USC §3304(a)(7) as implemented by FAR 6.302-7; Demonstration that the Contractor s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority: The MBF ClearScope light-sheet theta microscope is a highly specialized microscope capable of scanning large tissue specimens measuring up to 6 x 4 inches. The system's geometry allows any large section of cleared tissue up to 12 mm thick to be scanned using up to 7-different wavelengths of light. The light sheet theta microscope is a patented light-sheet geometry and not available from any other vendor. The system also has a 7 wavelength laser system which is also not available in any other commercial light-sheet system. The features of this system make it the only microscope that fits the needs of the brain bank. Accordingly, MBF Biosystems is the only firm capable of providing the supplies and services described in Section III above without the Veteran's Health Administration experiencing substantial duplication of the cost that could not be expected to be recovered through competition and unacceptable delays in fulfilling its requirements. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable: Several other vendors that make light-sheet microscopes were considered, including Leica, LifeCanvas, Bruker, and Miltenyi. None of these vendors make a light sheet theta microscope, and none of these vendors can scan specimens that are larger than a couple of centimeters. Also, all of these systems require a light sheet that is perpendicular to the objective, which is not possible with large tissue specimens. Moreover, none of these vendors offer 7-wavelengths of excitation energy. For these reasons, none of the other vendors can provide the system required by the Brain Bank. A notice of intent to sole source to MicroBrightField LLC DBA MBF Bioscience, the small business manufacturer of the ClearScope200 Light Sheet Theta Microscope, was published to Contract Opportunities on 06/28/2021 with a response date of July 9, 2021 (copy of notice attached). There were no responses received to the notice. On 06/29/2021, the Contracting Officer spoke with Heaven Collins, from MicroBrightField LLC DBA MBF Bioscience regarding ClearScope200 Light Sheet Theta Microscope to confirm that they were the manufacturer of the equipment and question if there were any socio-economic categories as authorized distributors. Ms. Collins confirmed that MBF Bioscience is the manufacturer and stated that they were the only company to sell it and there were no authorized dealers. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: A review of contract opportunities published award documentation has identified several specialized microscopes purchased throughout the Government in the past three years. This requirement is new technology also considered a specialized microscope. Based on this research, the contracting officer determines the anticipated cost will be fair and reaonsable. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: As described in Section 6 above, market research, in accordance with FAR Part 10, was conducted by synopsis of the proposed acquisition, advising industry of the pending acquisition and soliciting inquiries from interested parties. The vendor is the manufacturer of the equipment and is not an SDVOSB/VOSB. They are a small business concern. There are no authorized distributors. A 2268 will be submitted for approval prior to award. There are no exceptions to the Buy American Act as the equipment is manufacturered in the US. Any Other Facts Supporting the Use of Other than Full and Open Competition: The MBF ClearScope light-sheet theta microscope is a patented design that allows large tissue specimens to be imaged. There is no other light-sheet microscope that can image specimens of the size required by the brain bank. Because the technology is patented and there are no other vendors that sell a comparable instrument, this is the only system that meets the brain bank's needs. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: We have examined systems from Leica, LifeCanvas, Bruker, and Miltenyi. None of these systems meet the needs of the brain bank. There were no responses received to the notice of intent to sole source this procurement, which was published on contract opportunities. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to Competition before Making subsequent acquisitions for the supplies or services required: This procurement is a one time purchase, therefore subsequent acqusiitions are not anticipated. However, the images that the system generates are in a common file format and are compatible with software in our laboratory, so we are not locked into using the software from the vendor. The consumables that are used to clear tissue are purchased from other vendors and therefore not purchased from MBF. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Name Date Title Facility Approvals in accordance with the VHAPM Part 806.3 OFOC SOP: Contracting Officer or Designee s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief. _____________________________ ________________________ Judith Ruggiero Date Contracting Officer Network Contracting Office 1 One Level Above the Contracting Officer (Required over SAT but not exceeding $750K): I certify the justification meets requirements for other than full and open competition. _____________________________ ________________________ David Gabrysiak Date Supervisory Contract Specialist Network Contracting Office 1

Inactive

This is not a Request for Proposal. The purpose of this Sources Sought Notice is to determine if there are any SDVOSB, VOSB, and Small Businesses that have the requisite experience to perform the A/E ... This is not a Request for Proposal. The purpose of this Sources Sought Notice is to determine if there are any SDVOSB, VOSB, and Small Businesses that have the requisite experience to perform the A/E Services described in the enclosed Scope of Work. SOURCES SOUGHT: The VA Medical Center, 830 Chalkstone Avenue, Providence, RI 02908, has a requirement for a Firm Fixed Price Contract to provide Architect/Engineer (A/E) Professional Engineering Services to Repair, Replace, and Install HVAC Components in Endoscopy Building 1, Project Number 650-22-109. Services will include, but are not limited to investigate and design to correct the Endoscopy HVAC system to provide reliable constant temperature and humidification/dehumidification control within acceptable limits, to correct system "trips" in order to provide constant and reliable operation of the system, to convert the DX system from R-22 refrigerant to the latest refrigerant technology, and to incorporate the Endoscopy HVAC system into the Providence VAMC Metasys BMS for full monitoring and control, including full graphics. NAICS: The NAICS code for this Project is 541330 (Engineering Services), and the Small Business size standard is $16.5 million. Interested and qualified SDVOSB, VOSB, and/or SB Firms must indicate their interest to the Administrative Contract Specialist at pearl.wray@va.gov, by June 14, 2021, 4:30 PM, EST. PROJECT SCOPE OF WORK: The Scope of Work for this Project is enclosed within this Sources Sought notice. RESPONSE INFORMATION: The following information is requested in response to the Sources Sought, from Firms who are interested in this notice: Submit an affirmative statement of your Firm s intention to submit a proposal in response to a solicitation for this project, and include your Firm s DUNS Number. Please do not submit any Cost or Pricing information with your Firm s response. Clear evidence of your Firm s experience in A/E Services in relation to Repairing, Replacing, and installing HVAC Components to an outdated HVAC system that requires renovations, as described in the enclosed Scope of Work. For the construction portion of this project (type C services), the construction magnitude is between $500,000 and $1,000,000. When providing evidence of your Firm s experience, please provide description of projects and contracts similar in scope and size successfully completed by your Firm, the total dollar amounts of those completed projects/contracts, and telephone numbers for points of contacts for those projects (no photographs or drawings are needed at this time). Evidence of your Firm s ability to perform 50% of the requirement IAW 52.219-14 Limitations on Subcontracting Clause. All information must be submitted in sufficient detail for a decision to be made on the availability of interested SDVOSB, VOSB or SB concerns. Failure to submit all information requested will result in a contractor not being considered as an interested SDVOSB, VOSB or SB concern. If adequate interest is not received this action will not be set-aside. Interested firms may reply via e-mail to pearl.wray@va.gov. Firms must be registered in the System for Award Management (SAM). Interested Firms can register at https://www.sam.gov/content/home. SDVOSB and VOSB firms must be verified by the Center for Veteran Enterprises (CVE) under NAICS 541330. DISCLAIMER This source sought is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this is marked as proprietary will be handled accordingly. In accordance with FAR 15.201I, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this notice. A/E SCOPE OF WORK VA Medical Center Providence, RI Repair and Replace HVAC Components in Endoscopy Building 1 Project Number: 650-22-109 GENERAL: The Providence VA Medical Center is a large healthcare facility and campus which was originally constructed in 1947 and opened to patients in 1949. The 46-acre Providence VA Medical Center campus includes Building 1, the main hospital building, as well as a mix of original and newly acquired and constructed clinical and support buildings. The medical center has undergone nearly continuous renovations and modernizations since its opening. These renovations include the installation of various HVAC systems. The current HVAC system in the Providence VAMC Endoscopy suite, located in wing 4B, was designed in 2007 and installed in 2008-2009. This DX system was designed and installed utilizing R-22 refrigerant technology even though R-410A was the latest refrigerant technology at the time. Since its installation, this system has provided only marginal performance at best. The DX units currently installed do not operate in a manner that provides temperature and dehumidification that remains within acceptable limits resulting in wide swings of temperature and humidity which exceed acceptable levels within the Endoscopy suite. While in "Auto" mode, "freeze-stats" on at least 3 of the DX units trip almost constantly resulting in constant Low Temperature Alarms (LTAs) in cooling mode. These trips and LTAs, likely caused by the close proximity of the heating and cooling coils as observed by the VAMC technicians (to be verified) result in the need for HVAC technicians to monitor these units constantly and significantly drains the VAMCs ability to respond to other HVAC events on campus due to the manpower required to keep this system running. The Providence VA Medical Center now seeks to repair and replace components of the current Endoscopy HVAC system as necessary to eliminate unreliability and constant freeze-stat trips and to provide steady and reliable dehumidification and temperature control within the Endoscopy suite as well as to convert the DX systems from the very obsolete R-22 refrigerant to the latest refrigerant technology. This system must be incorporated into the Providence VAMC Metasys BMS by Johnson Controls for total control and monitoring, including full graphics. PROJECT SCOPE OF WORK: Provide Architect/Engineer professional services to investigate and design to correct the Endoscopy HVAC system to provide reliable constant temperature and humidification/ dehumidification control within acceptable limits, to correct system "trips" in order to provide constant and reliable operation of the system, to convert the DX system from R-22 refrigerant to the latest refrigerant technology, and to incorporate the Endoscopy HVAC system into the Providence VAMC Metasys BMS for full monitoring and control, including full graphics. The project shall consist of the following tasks: Coordinate with the Providence VAMC staff, conduct surveys, perform investigations, and prepare documentation of all existing and forecast conditions necessary for the design and construction of this project. Asbestos-containing materials are known to exist within Building 1 and other buildings on campus and such materials will likely be encountered in the performance of work for this project. A complete survey shall be performed of existing construction materials within Building 1 and other buildings likely to be disturbed or otherwise impacted by the work of this project to identify the type, location, and quantity of asbestos-containing material, lead paint, and other hazardous materials. Prepare designs and construction documents for all architectural design and for all engineering necessary for a completed project, to include but not necessarily be limited to the following disciplines: Architecture Civil/Site engineering Structural engineering Mechanical engineering Electrical engineering Plumbing engineering Fire Protection engineering Hazardous materials mitigation /abatement Include detailed Safety/ Infection Control Requirements for Hospital environments in accordance with VA standard s and guidelines. Demonstrate Constructability: Prepare project construction phasing plans so as not to cause the shutdown of any portion of the medical center during construction of this project. Sufficient detail shall be provided to make clear how the construction can be accomplished without shutting down any portion of the hospital. Identify possible construction phases to maximize flexibility to award portions of the contract related to available construction funds. Identify areas with restricted access and requirements for work to be done during other than normal business hours. Complete the VA ' s NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use, and similar projects will have a significant impact on the environment. Prepare construction cost estimates. Prepare project construction phasing plans. Prepare project construction schedules. Meet with VAMC staff to make progress presentations, to discuss design approach, and to respond to inquiries during the design phase of the project. Fully investigate interior spaces, by looking above drop ceilings and other explorative methods to determine utility locations, plumbing and electrical connections and other information that may impact the project construction. Prepare project submittal registers 11. Attend a Pre-Bid meeting. Respond to inquiries and requests for clarification during the construction contract solicitation period of the project. Attend a Pre-Construction meeting. Provide an evaluation of the construction cost of the apparent low bidder or best qualified proposer (Optional Service) Review and approve submittals from the construction contractor. Respond to inquiries and requests for clarification during the construction of the project. Prepare supplementary construction documents and cost estimates for any construction modification or change order required. Make periodic visits to the project site during construction, when requested by the VA. Conduct a final inspection of the substantially completed project. Provide record drawings of the completed construction project. The A/E shall be responsible for the entire design of this project, including confirmation of existing conditions, investigation for the presence of hazardous materials, and preparation of hazardous materials abatement plans and specifications. The A/E shall prepare an Infection Control Risk Assessment in accordance with Infection Control Policies and Procedures of this VAMC for each portion of the existing facility that is impacted by the project. The A/E shall revise the risk assessment until the VAMC concurs with the results of the risk assessment. The A/E shall prepare a detailed Infection Control Plan for the construction contractor to follow based on the results of the risk assessment. This plan shall be based on the medical center infection control policies and shall be site-specific for the areas involved in the project. The design must include a construction phasing plan that minimizes any negative effects to the normal operations of the medical center and in the buildings where the work will be performed. Any disruptions to existing operations of this VAMC that are proposed by the A/E must be approved by the VAMC. The A/E shall emphasize that all cooling systems must remain operational during normal business hours. The A/E shall prepare written limitations on the construction operations and include these construction limitations in the construction documents. The A/E shall identify the construction impacts on hospital functions, prepare proposed limitations on construction contractor operations to mitigate impacts on hospital functions, and incorporate into the construction documents all limitations that are approved by the VAMC. Such limitations may include but are not necessarily limited to: restricted working hours, restricted access to certain portions of the VAMC, provisions of temporary facilities, and pre-conditions for contractor occupancy work areas. The A/E shall design and specify Interim Life Safety Measures (ILSM) that the contractor shall provide as necessary to ensure that the continued occupancy of all VAMC Providence buildings can be safely maintained during construction in accordance with NFPA 101, The Life Safety Code. The A/E shall incorporate by reference the US Army Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1 and the contractor shall be required to conform to the requirements of this manual. All specified energy-consuming products shall be listed in the ENERGY STAR® Program or Federal Energy Management Program (FEMP). Comply with FAR Subpart 23.203 "Notifier" fire alarm system is in use throughout the existing facility. All specified fire alarm equipment shall be fully addressable and capable of communicating with the "Notifier" system. Connection to "new" system will require reprogramming. The A/E shall identify in the specifications the responsible party for reprogramming. The project shall incorporate features that meet VA standards for the dignity, security and privacy of patients who utilize the facilities constructed by this project. Minimum standards are provided in Appendix A of VHA Handbook 1330.01, Health Care Services for Women Veterans. MAGNITUDE OF CONSTRUCTION: The magnitude of construction for the approved construction portion of is project is between $500,000 and $1,000,000. PROPOSED SCHEDULE: Start Design: Upon receipt of Notice to Proceed (NTP) 35% Design Documents: 45 days after NTP 60% Design Documents: 60 days from the date the Government returns the 35% Review Comments. 95% Design Documents: 45 days from the date the Government returns the 60% Review Comments. 100% Corrected Construction Documents: 30 days from the date the Government returns the 95% Review Comments. COST ESTIMATING REQUIREMENTS: The A/E shall develop a detailed construction cost estimate, which will be developed simultaneously with each stage of the design and shall be submitted at each stage of the review process. The construction cost estimate shall reflect the expected construction cost and construction time for all work as soon as that work is identified and a reasonable approximation of the required details can be arrived at. The cost estimate shall be broken down into labor, material and equipment costs for work required by the major disciplines, i.e., Architectural, Structural, Mechanical, Plumbing, Fire Protection, and Electrical. The work grouped under each major discipline shall be placed into the appropriate VA Master Construction Specification Division using Master Fonnat 2004 (MF04). Each sub-component of an assembly must be identified separately and each component of that sub-assembly's cost must be listed in R. S. Mean's format. In addition to the printed copy, the A/E shall submit the estimate in Excel electronic spreadsheet format on CD ROM. As construction costs for the Providence, Rhode Island, area are substantially different from other areas, particularly Boston, the A/E is required to confirm each section with appropriate data-bases, manufacturers, sub-contractors, and general contractors to insure that the various sections are accurate. Also, as the various factors involved in construction estimating can change rapidly, it is required that the A/E develop the estimate using an Excel spreadsheet that can easily accommodate these changes. The A/E will determine actual local overhead and profit mark-ups. These factors shall be presented in the following manner: The overhead and profit will be carried in separate columns together with each line-item (by means of embedded formula in the spreadsheet version and therefore adjustable as the need arises) and therefore will carry across to the totals column to be included in the "Grand Total". Therefore, the "Grand Total" number should reflect the anticipated low bid from a qualified general contractor. The construction cost estimate for this project shall be prepared in conformance with the VA Manual for Preparation of Cost Estimates for Hospital Projects and VA Program Guide PG-18- 15. PLANNING INFORMATION/STANDARDS: 1. General Codes and Standards: The applicable portions of Government criteria in conjunction with industry standards shall govern the design and preparation of contract drawings, specifications, cost estimate, and design analysis. The design shall also satisfy applicable State of Rhode Island criteria. Particular emphasis is placed on the following documents that establish minimum requirements. This includes but is not limited to the following: International Building Code (latest edition) International Mechanical Code (latest edition) International Plumbing Code (latest edition) National Standard Plumbing Code (latest edition) The National Electrical Code (latest edition) Guidelines for Design and Construction of Health Care Facilities, latest edition published by the Facilities Guidelines Institute (FGI), American Society of Healthcare Engineering (ASHE) Guidelines for Design and Construction of Health Care Facilities, latest edition published by the American Institute of Architects Architectural Barriers Act Accessibility Standards (ABAAS) and the VA Barrier Free Design Guide (PG 18-13), a supplement to ABAAS United States National CAD Standard and VHA National CAD Standard Application Guide VHA Program Guide 18-1, Master Construction Specifications VHA Program Guide 18-3, Design and Construction Procedures VHA Program Guide 18-4, Standard Details and CAD Standards VHA Program Guide 18-10, VA Design Manuals VHA Program Guide 18-12, VA Design Guides VHA Program Guide 18-14, Room Finishes, Door and Hardware Schedules VA Manual for Preparation of Cost Estimates and Related Documents Physical Security Design Manual for VA Facilities, Mission Critical Facilities Sustainable Design and Energy Reduction Manual (VA Facilities) 19 . VHA Handbook 1330.01, Health Care Services for Women Veterans VA Seismic Design Requirements H-18-8 Providence VAMC Design & Construction Standards The A/E shall obtain all data necessary to prepare the design documents required. The A/E shall confirm all existing conditions and field verify the as-built drawings provided by the VA. The A/E is wholly responsible for both the accuracy and the level of completeness of the final product and failure to verify information is not acceptable. Information (drawings and other documentation) provided to the A/E by the VA or any other government source shall be used for reference only. Sustainability: New stand-alone construction and major renovation projects shall be designed and constructed to achieve LEED Silver status with minimum extra effort and cost. These projects may register with the USGBC with the goal of obtaining LEED Silver or LEED Silver equivalency. VA encourages A/E project teams to achieve the highest LEED level possible within the scope and budget of each project. The project team is also encouraged, but not required, to pursue third party review and formal LEED Certification with the U.S. Green Building Council and display the seal in the facility. NEPA Compliance: Complete the VA's NEPA (National Policy Environmental Act) checklist to evaluate whether the environmental attributes of Veterans Health Administration (VHA) construction, real property transfer, enhanced use and similar projects will have a significant impact on the environment. Conduct additional environmental reviews as required by the results of this initial evaluation. Ensure the project complies with NEPA requirements in accordance with VA practices and policies. NPDES Compliance: The NPDES storm water program requires construction site operators engaged in clearing, grading, and excavating activities that disturb 1 acre or more, including smaller sites in a larger common plan of development or sale, to obtain coverage under an NPDES permit for their storm water discharges. Rhode Island is authorized to implement the Storm water NPDES permitting program . Operators of regulated construction sites are required to develop and implement storm water pollution prevention plans and to obtain permit coverage from the State of Rhode Island. Comply with Rhode Island Pollution Discharge Elimination System (RIPDES) Storm Water Discharge Associated with Construction Activity: For any construction project that will disturb greater than one (1) acre ( including but not limited to, clearing, grading, excavation, and filling) but less than five (5) acres requires the submission of a Notice of lntent (NOi) in accordance with Part 111.A .9 & 10 of the RIPDES Regulations . The proper forms can be found by following the below link and clicking on "Notice of Intent" in the Table of Contents: http://www.dem.ri.gov /pubs/regs/regs/water /ripdesca.pdf For any construction project that will disturb an area equal to or greater than five (5) acres, authorization to discharge will only be granted upon notification from the RIDEM after review of the NOi and Storm Water Pollution Prevention Plan. Storm Water Control:_Comply with_Title IV, Subtitle C, Section 438 of the Energy Independence and Security Act of 2007: This act provides that "the sponsor of any development or redevelopment project involving a Federal facility with a footprint that exceeds 5,000 square feet shall use site planning, design, construction, and maintenance strategies for the property to maintain or restore, to the maximum extent technically feasible, the predevelopment hydrology of the property with regard to the temperature, rate, volume, and duration of flow. Consider the storm water generated by the project and design the project to Natural Ground Cover (i.e. Forest like) conditions. Documentation required by the A/E to meet these conditions include: A site evaluation and soils analysis Calculations for the 95 th percentile rainfall event Site design and storm water management practices incorporated into the design. Design calculations for each storm water management practice Volume of storm water managed by each storm water management practice implemented above Operations and maintenance protocols implemented in the design to manage storm water Sustainable Design and Energy Reduction: The VA requires that the project comply with The Energy Policy Act of 2005, Executive Order 13423 (Strengthening Federal Environmental, Energy and Transportation management), EISA 2007, the VA Sustainable Design and Energy Reduction Manual, and all applicable energy codes and standards. The following requirements apply: Renovation: Reduce the energy cost budget by 20% below pre-renovation 2003 baseline. The designer shall estimate 2003 baseline energy consumption before the renovation and compare it to the proposed design after the renovation, and document the 20% savings. The primary unit for energy budget reporting is the British Thermal Unit (BTU) per square foot of the area to be renovated. The designer shall develop the energy budget as required in ASHRAE 90.1-2007, Appendix G, using the same parameters outlined above for new construction. Any part of the renovation which impacts energy consumption shall be designed with the mandate to reduce energy consumption. For example, if exterior walls are part of the project, then their R- Value shall be increased. If lighting fixtures are to be replaced, then they shall be replaced with the most energy efficient fixture that is cost effective (20-year life), and meets the lighting W /SF required in Chapter 9, ASHRAE Standard 90.1 -2007. For the project, renewable energy systems (geothermal, heat recovery, wind, PV solar, solar hot water, etc.) shall be evaluated for life-cycle cost effectiveness. Specify Department of Energy, Energy Star labeled equipment. Specify equipment that qualifies for utility rebate and/or incentive programs of local utility providers and provide complete documentation required by local utility providers to obtain utility rebates and/or incentives. Design the building envelope, HVAC system and equipment, building service water heating equipment and design, interior and exterior lighting and lighting design, and building and site electrical designs to meet the requirements of ASHRAE 90.1-2007. Provide an Energy Code and Sustainability Review Report, LEED Review Report, and Life Cycle Cost Calculations as part of the design analysis that is submitted with each design submittal; design analysis shall be in digital form. The A/E must possess design team members with Leadership in Energy and Environmental Design (LEED) certification and Certified Energy Manager (CEM) certification. The VA will conduct an energy review of each design submittal to ensure compliance with these requirements and provide written comments. The A/E shall provide written responses to the VA energy review comments to indicate the designer's intention to comply, or the reasons why the comments are not to be included in the project. MEETINGS: The A/E shall attend meetings at the time and place requested by the Contracting Officer or his Representative. Minutes of the meetings shall be taken by the A/E and submitted to the Contracting Officer or his Representative. Meetings shall include the following: Pre-Design Meeting - The A/E shall meet with the Contracting Officer and /or his Representative (from Facilities Management Service), and, if applicable, the Using Service's Representatives, to determine project requirements, the arrangement of the areas, and to clarify the scope of work. Design Review Meetings-The A/E shall attend meetings with the Contracting Officer and/or his Representative (from Facilities Management Service), and the Using Service's Representatives during field investigations and for review conferences as needed to advance progress of the work. As a minimum, attend one review conference after each submission of the project design documents. Attend one Pre-Bid meeting and one Pre-Construction meeting. DESIGN SITE VISITS: The A/E shall visit the proposed project site to obtain the details and specifics of the relevant existing field conditions in order to fully complete the work of this project without omission. Such visits shall include a thorough inspection of normally enclosed or inaccessible areas such as spaces above the ceilings, within walls or chases, in pipe crawl spaces, and in or under basement floors. Where necessary, A/E shall arrange to have walls or ceilings opened to examine the interior or hidden conditions to provide complete drawings. Arrangements for visits to make inspections should be made by contacting Facilities Management Service, at least 48 hours before the visit. ANSWERING INQUIRIES & ISSUING AMENDMENTS: The A/E shall provide prompt answers and recommendations to inquiries made by the Government. In the event of error or omission, The A/E shall issue design amendments to the project documents to clarify the documents. Those amendments required to correct omissions or errors made by the A/E shall be at no additional cost to the Government. QUALITY ASSURANCE/QUALITY CONTROL: The A/E is responsible for the quality of the project design. The A/E shall develop, execute, and demonstrate that the project plans and specifications have gone through a rigorous review and coordination effort. Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of design. The A/E shall include all sub-consultants in the QA/QC Plan. The plan shall include a process where a senior member of the firm verifies compliance with all elements of the firm's QA/QC Plan. DESIGN SUBMISSIONS: The A/E shall retain file copies of all items forwarded to the Contracting Officer or his Representative under various design review submissions. Intent of such a requirement is to save time by resolving questions over the telephone, to ensure that copies are available in the event of loss or damage to the originals during reproduction , and to facilitate rework of documents for amendments made necessary by discovery of problems during later stages of project development. The same official of the A/E firm with whom the contract was negotiated shall sign all correspondence with the Contracting Officer or his Representative. All submissions (drawings, specifications, cost estimates, design analysis, etc.) shall be legibly identified as the percent (%) of design submission. Each submission shall incorporate the comments made by the VA at the prior review stage. Note that there is a 6% AIE limitation imposed by law for the preparation of contract drawings and specifications per 48 CFR, Chapter 8, and Part 836.606-73. Design Analysis (Basis of Design): Provide design analysis, in letter size format, bound together, and divided into appropriate sections by design discipline. Each design analysis shall describe in detail (with all assumptions specifically identified), (1) the scope of work (as the A/E understands it) with the specific objectives of the project, (2) the applicable Federal, State and Local regulations, codes and standards, with distinction made as to which reviews, approvals and permits are required during the design stage, and which are required before, during and after the construction stage, (3) any preliminary design calculations prepared by each design discipline (architectural, structural, civil, mechanical, electrical, fire protection, and others as necessary), (4) reports of site visits, (5) meeting minutes, (6) results of assessments and evaluations of alternative designs, and (6) all other relevant data. The design analysis shall be updated through each stage of submission and must reflect any changes in the development of the scope of work due to review comments, formal changes to the contract, or any other communication (written or oral) between the VA and the A/E. Drawings: Base all original drawings on standard VA guidelines. Drawings shall be done in plan view at a minimum scale of 1/8" = 1 'O", where necessary, and generally 1/4" = l 'O" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = l 'O", and if possible, it is preferred larger. All details, title blocks, base plans, etc., shall be drawing as "XREFS" bound to the drawing for submission purposes and final issue only. All other usage shall be drawing from a common Master Set, daily if required, from a source maintained on the architect's master database. The database shall be available by modem to all design disciplines and the VA. The purpose of this requirement is to ensure consistency and to eliminate design conflicts by guaranteeing that common elements of the design stay common elements throughout the design life of the project. Drawings shall be independent for architectural, mechanical, electrical, structural, civil, and any other design disciplines for the project, and shall show, on separate views required demolition and reconstruction details for each function. Drawings shall be prepared in accordance with United States National CAD Standard and VHA Program Guide 18-3, VHA National CAD Standard Application Guide. Electronic version of drawings shall be submitted using IBM compatible "AutoCad" 2000 and in Portable Document Format (.pdf). More recent AutoCAD releases are acceptable, with downwards compatibility to the 2000 release. Final drawings shall be plotted in ink on 3O" x 42" polyester film sheets. Sepias are not acceptable as original drawings. Final drawings submitted by the USACE shall be originals, shall be the result of field investigation as described above, and shall not be direct takeoffs or tracings of any drawing provided as information. Final drawings shall bear the VA title block and nomenclature on polyester sheets as are the sample sheets supplied by the VA. All drawings in a project set shall be on the same type and size sheets. All...