Inactive

Page 7 of 17 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 Engi... Page 7 of 17 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 and upgrade the Clinical Lab HVAC system to provide adequate temperature control (cooling and heating), proper air flows, pressurizations, and humidification/dehumidification as well as to accommodate future laboratory expansion and equipment installations such as negative air specimen examination hoods, each of which exhaust several hundred cubic feet per minute of air from the lab. DISCLAIMER: This sources 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 15.201, Exchanges with industry before receipt of proposals. 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. NAICS: The NAICS code for this Project is 541330 (Engineering Services), and the Small Business size standard is $16.5 million. CONSTRUCTION MAGNITUDE OF CONSTRUCTION: is between $100,000 and $250,000. 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: Interested and qualified SDVOSB, VOSB, and/or SB Firms must indicate their statement of interest, via email only, to Administrative Contract Specialist at pearl.wray@va.gov, by August 23, 2021, 4:30 PM, EST. 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of your Firm s experience in A/E Services in relation to Repairing, Replacing, and installing HVAC Components to an outdated HVAC system that requires renovations, as described in the enclosed Scope of Work. 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. A/E SCOPE OF WORK Upgrade HVAC in Clinical Lab Project Number: 650-22-118 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. Building 1 itself has undergone nearly continuous additions, renovations, and modernizations since its opening. Additions generally include the installation of various dedicated HVAC systems. The Building 1 C-Wing addition, which encompasses the 2nd floor Clinical Lab, was designed in 1977 and constructed shortly thereafter. The clinical lab has a dedicated central chilled water HVAC system as well as hydronic perimeter heating. The area has undergone some upgrades over the years but the architectural design remains largely intact since its initial construction. The HVAC system, however, although modified over the years, has not kept pace with numerous upgrades to and the addition of modern automated laboratory equipment and a greater number of full-time employees working within the lab, all of which have increased the required cooling load significantly. The clinical lab HVAC system is now underperforming and is grossly inadequate for the needs of the lab as it has evolved. In an attempt to at least temporarily provide sufficient cooling within the clinical lab, the medical center has installed several roll-n-cool air conditioning devices which attempt to provide adequate cooling within the lab. Although they provide some improvement, the devices do not sufficiently supplement the obsolete HVAC system. The Providence VA Medical Center now seeks to repair and upgrade the Clinical Lab HVAC system to provide adequate temperature control (cooling and heating), proper air flows, pressurizations, and humidification/dehumidification as well as to accommodate future laboratory expansion and equipment installations such as negative air specimen examination hoods, each of which exhaust several hundred cubic feet per minute of air from the lab. 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 and upgrade the underperforming 2nd Floor Clinical Lab HVAC system in order to provide constant and reliable temperature and humidification/dehumidification control as well as filtration, proper air changes, and relative pressurizations within acceptable limits per the most current version of the VA HVAC Design Manual with capacity to accommodate future laboratory equipment, upgrades, and additions and to incorporate the upgraded Clinical Lab HVAC system into the Providence VAMC Metasys BMS for full monitoring and control, including full graphics. The A/E shall emphasize that all cooling/heating systems must remain operational, or adequate supplemental cooling/heating must be provided during construction, given the clinical lab operates on a 24/7 schedule and cannot be shut down during construction. 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 standards 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 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. Page 17 of 17 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. PROPOSED DESIGN SCHEDULE: Start Design: Upon receipt of Notice to Proceed (NTP) 30% Design Documents: 45 days after NTP Issuance 60% Design Documents: 60 days from date VA returns the 30% Review Comments 100% Design Documents: 45 days from date VA returns the 60% Review Comments 100% Corrected Final Construction Documents: 30 days from date VA returns the 100% 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 Format 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: 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 and Resiliency Design Manual for VA Facilities, Mission Critical Facilities (latest edition) Sustainable Design and Energy Reduction Manual (VA Facilities) 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 Intent (NOI) in accordance with Part III.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 95th 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 may be required to attend pre-design, design review, pre-bid, and pre-construction meetings. DESIGN SITE VISITS: The A/E will be required to participate in site visits to obtain the details and specifics of the existing field conditions in order to fully complete the work of this project without omission. Site visits will include, but not be limited to 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. When needed, A/E Firm and the VA COR will coordinate 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 at least 48 hours before the site visit. 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 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. 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 '0", where necessary, and generally 1/4" = 1'0" or larger when possible to fit on sheet. Details shall have a minimum scale of 1/4" = 1'0", 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 insure 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 30" 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 drawings are required to show existing conditions as of the date of the design submission. All contract drawings shall be produced with a view to the use of half-size reductions. Pertinent criteria to assure this result are as follows: Drawings shall provide uniform photographic quality. Minimum lettering height shall be not less than 1/8 inch. Legends and symbols as well as size, spacing and location of notes, dimensions, etc. shall be such as to produce legible half-size reproductions. No lettering, shading or marking on the reverse side is acceptable. Clearly distinguish between new work and existing work. Graphic scales shall be provided on all drawings. b. Specifications: Provide complete project specifications, to include all sections of CSI Divisions 1-50 that, in the opinion of the A/E, are necessary to properly and adequately construct the project by a construction contractor. Specifications shall be based on the VA Master Construction Specifications using the current 6-digit Master Format numbering system. Specifications shall be prepared in MS Word, IBM compatible format. Review and edit the applicable sections of the specifications as to completeness, relevance, and correctness. Delete references to industry standards and to other specification sections that do not apply to this project. Provide proper cross-references to other specifications that apply to the work. The intent is to provide specifications that are suitable for the project intention and detailed enough to enable the contractor to perform the work in the best and most cost-effective manner possible. It is equally important that the A/E edit out" portions of the specifications that add additional cost to the project without additional value or quality. Not every portion of the master specification is appropriate to this particular project. Where choice of items is referenced in the specificatio...