SECTION 00 11 21
REQUEST FOR PROPOSAL TO DESIGN-BUILD
(ADVANCED UTILITY METERING)
(PROJECT NO. 101-09-066)
VETERANS INTEGRATED SERVICE NETWORK (VISN 20)
A. PART I - GENERAL
A1. Scope of Contract
Provide all labor, materials, tools and equipment, and design-build
services necessary for design and construction of a utility metering
system (―Metering System‖), to read, accumulate, and communicate utility
data in 15-minute intervals. The Metering System installation must
include the meter units, design, documentation, installation (all
equipment, tools, materials, travel, and supplies to install the meters
and make fully operational), and testing of the Metering System. The
Metering System shall be capable of integrating and functional with the
VA Pilot Meter Project through the installed wireless access points
located at each site and / or campus. The Metering System installation
must be in compliance with applicable codes, VA policy, and the contract
terms of this contract.
A. Design-Build (DB) as defined by the Department of Veterans Affairs (VA)
is the procurement by the Government, under one contract, with one firm
or Joint Venture (JV) for both design and construction services for a
1. Contracting Officer (C0): A person with the authority to enter into,
administer, and/or terminate contracts and make related
determinations and findings. The term includes certain authorized
representatives of the contracting officer acting within the limits
of their authority as delegated by the contracting officer.
―Administrative contracting officer (ACO)‖ refers to a contracting
officer who is administering contracts. ―Termination contracting
officer (TCO)‖ refers to a contracting officer who is settling
terminated contracts. A single contracting officer may be responsible
for duties in any or all of these areas.
2. Contracting Officer’s Technical Representative or Contracting
Officer’s Representative (COTR): The Contracting Officer's written
designation of a representative responsible for administering
contracts under the immediate direction of the Contracting Officer.
For the purposes of this contract the term ―VA-COTR‖ will be used
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3. Technical Monitor (TM): This term, as used herein, refers to the
person(s) assisting the VA-COTR in administering contracts under the
immediate direction of the Contracting Officer.
4. Design-Build Contract: This term, as used herein, refers to the
Contract(s) to perform the design and construction of the project.
5. Contractor: This term, as used herein, refers to the contractor under
this contract or the DB team. The contractor or DB team is solely
responsible for the management (planning, supervision, and contract
coordination), design, and (professional) services and installation
(including all labor, equipment, materials, tools, and inspections)
to meet the requirements of this contract.
6. Architect-Engineer (A/E): This term, as used herein, refers to the
A/E firm(s) that is a part of the DB team, also referred to as DB
7. Pilot Meter Project: VA Pilot Meter Project was awarded in 2008 and
performed for VISNs 10 and 22 to provide a web based data collection
system software application for electric, steam, chilled water,
natural gas, and water meters.
8. Advanced Electrical Metering Project: The advanced electrical
metering project was awarded in September 2009 and performed for all
VISNs to provide electric meter units, complete design, installation
and testing of an electric metering system capable of integrating
with the VA Pilot Meter Project with expected completion in October
9. Utility Metering: For the purposes of this contract, Utility Metering
shall include steam, chilled water, natural gas, and water meters.
10.Project Management: The contractor shall provide an individual in the
capacity of a contractor project manager. The contractor project
manager shall have legal (on-site signature) authority to represent
the Contractor. The Project Manager shall be the initial point of
contact for coordinating with the VA.
B. Tentative Schedule:
Synopsis Released January 5, 2010
Request for Proposal (RFP) issued January 28, 2010
Proposals Received March 1, 2010
Contract Award May 19, 2010
Notice to Proceed June 19, 2010
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Estimated Project Completion July 19, 2011
C. Period of Performance - The anticipated completion of this project is
365 days after ―Notice to Proceed‖ (NTP).
A3. Cost Range
The anticipated cost range for this project is between $2,000,000.00 and
A4. Pre-Proposal Conference & Site Walk through
Please note a pre-proposal conference & site walk through for this
project will not be conducted.
A5. Permit Requirements
A. The DB Contractor is responsible for obtaining all permits and approvals
necessary to complete the project, prior to starting Construction.
A6. Selection Criteria and Weightings
A. In accordance with FAR part 15 The Government intends to award a
contract or contracts resulting from this solicitation to the
responsible offeror(s) whose proposal(s) represents the best value after
evaluation in accordance with the factors and sub-factors in the
solicitation. Responsibility determination will be made in accordance
with FAR 9.1, Responsible Prospective Contractors.
B. Evaluations - All evaluation factors other than cost or price, when
combined, are significantly more important, than cost or price.
Evaluations will be based on the following evaluation factors and sub-
factors. The evaluation factors and sub-factors are listed in descending
order of importance:
1. Technical Approach: a. Corporate Project Experience
b. Technical and Management Approach
c. Project Personnel Experience
2. Past Performance
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B. PART II - RESPONSIBILITIES
B1. Use of Advisors
A. Contractors are advised that VA contractor personnel may assist the
Government during the Government’s evaluation of Proposals. The persons
shall be authorized access to only those portions of the proposal and
discussions that are necessary to enable them to provide specific
technical advice on specialized matters or on particular problems.
These individuals will be required to protect the confidentiality of any
specifically identified trade secrets and/or privileged or confidential
commercial or financial information obtained as a result of their
participation in this evaluation. They shall be expressly prohibited
from scoring, ranking or recommending the selection of a Vendor.
B2. Roles and Responsibilities
A. The Contractor must identify all roles and responsibilities needed to
support this effort. Potential tasks, descriptions, Contractor and VA
roles at a minimum are provided below:
Task Description Contractor VA Role
1. Project Kick-off meeting and DB Contractor VA-COTR,
Planning determine project Project
scope and Manager, TM
2. Validate Validate site DB A/E VA-COTR,
Site Condition condition for meter Project
installations Manager, TM
3. Design Design for Utility Provide VA-COTR,
Metering systems Designs Project
4. Shop Shop drawings Provide Shop COTR, Project
Drawing submittal for major Drawings Manager, TM
5. Coordination Coordinate utility DB A/E VA-COTR, TM
6. Install Install device(s) DB Contractor VA-COTR, TM
7. Training Train engineers on DB Contractor System
for Metering meters Engineer, TM
9. Warranty Warranty Certificate Provide after VA-COTR,
acceptance Manager, TM
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B3. Design-Build Team:
A. The DB team includes all J/V partners, consultants and sub-contractors
to the one firm. The DB team shall provide Architectural and Engineering
disciplines for the preparation of construction documents, and
construction contractor capabilities for construction of the project.
B. If the DB Team A/E and contractor are a J/V (not one and the same firm)
engineering and other technical consultants shall be subcontractors of
the J/V Architect - not the Design-Build construction contractor or sub
contractors. If the DB Team A/E and contractor are one and the same firm
(not a J/V) those consultants shall be subcontractors of DB firm not the
C. The RFP documents are intended to define the quantity, proposed type and
proposed location for each meter to provide a complete utility metering
system. It is the contractor's responsibility to visit the site or
ascertain the conditions at each site. In addition, the Contractor
acknowledges that it has taken steps reasonably necessary to ascertain
the nature and location of the work, and that it has investigated and
satisfied itself as to the general and local conditions which can affect
the work or its cost, the existing conditions, certain required items,
and design parameters to be included in the project. It is the DB Team’s
responsibility to complete the documents and construction in a manner
consistent with the intent of the RFP documents within the required
period of performance.
C. PART III - PROPOSAL REQUIREMENTS
A. Proposals shall be based on solicitation documents issued for RFP
Solicitation Number VA-776-10-RA-0085. Proposals will be in the format
stipulated elsewhere in Section C2. Proposal Format.
B. Proposals shall be received on or before March 1, 2010 by 4:00PM (EST).
There will be no public opening of the proposals.
C. Submit sealed offers to:
1. US Postal Service Deliveries:
John Yallech, Jr., Contracting Officer
Department of Veterans’ Affairs
National Energy Business Center (VA-NEBC)
4141 Rockside Rd Suite 110
Seven Hills, OH 44131
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2. Commercial Delivery Services / Hand Carry (Monday- Friday, 8:00 AM to
4:30 PM (EST))
John Yallech, Jr., Contracting Officer
Department of Veterans’ Affairs
National Energy Business Center (VA-NEBC)
4141 Rockside Rd Suite 110
Seven Hills, OH 44131
C2. Proposal Format
A. Technical and Price sections of the Offerors proposals will be evaluated
independently; therefore, the offeror shall submit the proposal in two
(2) Volumes (Volume I: Technical and Volume II: Price). In order that
the Volume I Technical may be evaluated strictly on the merit of the
material submitted, the contractor shall include NO price information in
Volume I. Offeror shall separately bind Volumes I and II. Both Technical
and Price volumes; therefore, must be labeled with the Offeror's
organization, business address, and VA Solicitation Number Offerors
shall affix their names and return addresses on their
B. The offeror shall submit Volumes I and II in both hard copy and in
electronic format. The hard copy shall be one (1) original. The offeror
shall submit a CD-ROM containing Volumes One (1) and Two (2). Include
page numbers and the company name in the header or footer of each page.
Each volume must be submitted as a single application-generated (not
scanned) PDF document.
C. The written offer including title page, detailed table of contents,
preface, for Volume I Technical shall not exceed a total of 50 pages in
Microsoft Arial size 12 font. Volume II Price Proposal shall not exceed
a total of 20 pages in Arial size 12 font. Use graphic presentations
where such use will contribute to the compactness and clarity of the
proposal. Each Key Personnel resume shall not exceed two (2) pages in
length and will not be counted in the page limit. The solicitation with
completed Pricing Schedule, the Draft QCP, the Draft Project Plan, and
any J/V documentation will not be counted in the page limit.
D. A page is defined as each face of an 8.5 X 11 inch sheet of paper
containing information. All information (except for document numbers,
page numbers, etc.) shall be provided in an image area of 7 X 9 inches.
The background color of each page of the submission shall be white or
ivory stock only. Excess pages will not be evaluated. Text lines will
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be single-spaced. A smaller font size for any graphics presented in a
proposal is permitted as long as the information is legible to the human
eye. Fonts other than Arial are permissible in the presentation of
graphic material only.
E. Offeror shall include all required Representations and Certifications;
and acknowledge receiving amendments by filling out section 19 of the SF
1442 and returning a signed copy of the amendment(s) with the offer.
C3. Final Proposal Revisions (FAR 52.215-1)
A. If determined to be necessary, proposal revisions will be requested from
the proposals received. The CO will identify those offerors, whose
proposals are within the competitive range, considering the selection
criteria identified in this section. Negotiations may be conducted with
those offerors falling within the competitive range, after which
proposal revisions will be requested. Those selected as within the
competitive range will be given 7 calendar days to prepare their
proposal revisions. Sealed proposal revisions will be submitted as per
Part III.C1.C, above, except as noted below and will be due at a time
and place to be determined.
B. Offerors submitting proposal revisions will not be requested to re-
submit any documents which are unchanged from their initial proposals.
They should provide necessary changes to individual paragraphs, as
briefly as possible, together with a table of contents, which clarifies
where within the initial proposal the additional information or changed
documents would be placed. Proposal revisions shall include a completed
SF 1442 that acknowledges receiving all amendments, by number. A new bid
bond shall be submitted only if the final proposal revisions offeror’s
price proposal is greater than its initial price proposal.
C4. Technical Proposal Requirements (Volume I)
A. The proposal shall address the following evaluation factors. Evaluation
ratings will be based, in order of importance, upon the criteria in Part
1. Technical Approach:
a. Corporate Project Experience - The Offeror shall demonstrate a
history of recent, relevant corporate experience.
1) In describing recent, relevant project design and construction
experience, provide the following information:
a) General Contractor: Provide no more than three projects
completed or ongoing within the last five years by a Design-
Build contract (Design-Build as defined by the VA, see
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article A2.A) and/or contracts similar in size, complexity
and scope to this project.
b) Design firms (s): Provide no more than three projects
completed or ongoing within the last five years by a Design-
Build contract (Design-Build as defined by the VA, see
article A2.A) and/or contracts similar in size, complexity
and scope to this project.
c) Team Experience: Provide no more than three projects
completed or ongoing within the last five years in which the
offeror’s proposed DB team have worked together on previous
Design-Build contracts (Design-Build as defined by the VA,
see article A2.A) and/or contracts similar in size,
complexity and scope to this project.
2) Project title, location and brief description including the
building use (Medical Facility etc) and contracting method
(design-build, design-bid-construct, CM at risk etc).
3) If the projects submitted above are not specifically for
utility metering as defined in Section A2. ―Definitions,‖
please provide a brief explanation of how these projects are
similar in scope to the work required in this RFP.
4) Project owner and name and telephone number of owner’s contact
5) Project Design Architect and Engineers (consultants if
utilized) and name and telephone number of contact person(s).
Note each firm and employee also proposed for this
6) Project Prime Contractor and Major Subcontractors and name and
telephone number of contact person(s). Note each firm and
managing persons (project manager/superintendent/foreman as the
case may be) also proposed for this solicitation.
7) Project Statistics including start and completion dates
(original vs. actual) for design and construction; cost (with
brief explanation of what is included in the cost); square
footage; foundation type; number of levels; and any awards
b. Technical/Management Approach - The Offeror shall demonstrate
their strategy for providing project management, the appropriate
resources and expertise for proper and safe execution of this
design-build project, and all aspects of the Contractor’s proposed
project delivery philosophy to deliver utility metering,
protocols, training and documentation described in the Statement
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of Work and the attached specifications. The offeror shall
demonstrate the following:
1) Project Delivery Philosophy - Include expectation statements
(a) Elements for Successful Partnering: Communication,
Commitment and Conflict Resolution.
(b) Proposed Design Period Peer Review technical/administrative
2) Draft Quality Control Plan and Project Plan. Please see
(APPENDIX J - Quality Control Requirements), and the SOW
section 2.2 b) for Project Plan requirements.
3) Project Organizational Chart and Narrative - Include team
members submitted under Project Personnel Experience below.
Clearly describe the prime responsible firm (or firms if a J/V)
and individuals as well as the roles and responsibilities of
individuals proposed as consultants and sub-contractors.
Provide a list all consultants and all proposed major
subcontractors, including telephone number, address, and name
4) Capability to perform:
(a) Provide the offeror's total bonding capacity, current
available bonding capacity and expected available capacity
in calendar year 2010.
(b) Provide the offeror's current workload and availability of
adequate staff listed under Project Personnel Experience to
manage the project. Include project schedules for current
and pending projects, as well as the anticipated impact of
this project on those schedules and staffing plans.
5) The Offeror shall describe in a written narrative the plan for
phasing the work so that the site remains operational while
utilities and access roadways are realigned. The narrative will
also detail how the contractor intends to prepare the site,
disassemble, relocate, reassemble, and reactivate utility
services to the site within any specified time limits.
c. Project Personnel Experience - (Specialized experience and
technical competence). The Offeror shall demonstrate the relevant
management and design-build experience of key project personnel
involved in this procurement by submitting resumes of proposed key
1) Biographical data shall include the following:
a) Name of individual.
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b) Company employed by.
c) Company position title.
d) Years with the company.
e) Describe work experience with projects that; were completed
by the Design-Build process, were medical facilities and the
company (by name) they worked for when involved in the
f) An indication of which (if any) projects submitted under
Corporate Experience (above) the individual participated in
and what the individuals responsibility was for that
g) An indication of which other individuals submitted under
Project Personnel Experience has worked with and the project
they worked on together, noting if that project has been
submitted under Corporate Experience (above).
h) Position that the individual will hold in regard to this
contract/project team, description of duties and what
percentage of the individual’s time would be committed to
the project during both the design and construction phases.
i) Describe job related educational experience including
degrees, certificates etc and granting institutions.
j) The Government reserves the right to review and approve all
resumes for Key Personnel positions prior to acceptance.
2) Supply this biographical data for key personnel for at least
the following: (Note if one individual is proposed for more
than one position listed):
a) Overall Project Manager.
b) (Architect) Design Project Manager.
c) Construction Project Manager.
d) Project site superintendent.
e) Architect/Engineer Field Representative.
f) Mechanical Engineer.
d. Schedule - The progress schedule will be in a time scaled bar
graph format. The horizontal axis will be scaled for time
beginning with the Notice to Proceed and concluding with contract
completion. The vertical axis will show the milestones and major
portions of the contract work. All schedule items will show a
start date and a completion date. The detailed schedule will
indicate specific tasks with dates for each step of the process
including (if applicable):
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1) Design Period: The design period sub periods (i.e., first and
second reviews, other meetings, internal QUALITY ASSURANCE
/QUALITY CONTROL plan reviews, etc.).
2) Construction Period: Mobilization; Demolition method and
sequencing; Excavation; Structure Completion; Exterior
finishing; Procurement and installation of equipment;
Provisions for overtime or shift work; Timing of relocation of
existing equipment; Site utilities, roadway realignment; and
temporary rerouted medical center vehicular and pedestrian
routes, Tests and final inspection.
3) General Project Delivery Schedule and Narrative - Show
relationships between construction document
development/completion (including required review activities)
and construction activities for (if applicable), utility
relocation, excavation, substructure, structure, exterior
façade, interior finishes, building systems, and site
4) The Offeror shall specify how much allowance has been made for
bad weather in the schedule, the days of the week and the hours
of construction operations during each phase of the work, and
the percentage of contract completion that will be achieved at
the end of each month of the contract.
5) The Offeror will provide a written commitment as to the time
frame (number of days after receipt of the notice to proceed)
within which the Offeror will guarantee completion. The maximum
anticipated completion of this project (including design and
construction of the entire project) is indicated on the SF
1442. The schedule should not exceed the period of performance
for this contract.
2. Past Performance – The offeror’s offer shall include a summary
description of at least three but no more than five completed or on-
going contracts, with references, within the last three years with
organizations with similar mission and functional domains, and of
comparable size, complexity and scope.
1) These references must also include the following:
a) Contract number, brief description of the project, type of
contract, and amount of the contract;
b) Contracting Officer’s Name and Phone Number, Government Agency
or Company Name
c) Contracting Officer’s Representative Name and Phone Number
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2) The Contractor must indicate whether they were the prime
contractor, sub contractor or other teaming arrangement.
3) The offeror shall submit a past performance survey (APPENDIX I –
Past Performance Survey) to all references. The contact reference
is required to complete the survey in its entirety and return it
directly to the CO for validation by the closing date. In the
event the company itself does not have relevant past performance,
past performance surveys may be submitted on contracts performed
by the Key Personnel of the company that will also be performing
on this requirement. The offeror will be responsible for
submitting the Past Performance Survey to its references in a
timely manner. The Government reserves the right to contact the
references submitted in the offer and all other references the
Government deems necessary for validation of past performance
4) Offeror’s are invited the opportunity to provide information on
any problems encountered on the identified contracts. This section
shall be limited to the discussion of problems and corrective
actions taken by the offeror to remediate the situation.
C5. Price Proposal Requirements (Volume II)
A. Standard form (SF) 1442 Solicitation, Offer and Award (Construction,
Alteration, or Repair), and the pricing schedule located at page 7 of
the solicitation shall be used for submitting price offers. The offeror
shall refer to section C2. Proposal Requirements on how to submit.
1) Offeror shall submit separate prices for all Option Items indicated
on the Pricing Schedule and SF 1442;
2) Offeror shall submit the required bid guarantee with Volume II.
B. The prices shall be Firm Fixed Price. Any terms, conditions, and pricing
assumptions shall be identified in this section. The offeror shall take
care not to include remarks that take exception to the Government’s
SOW/Specifications or pricing requirements or otherwise preclude the
Government from evaluating the offer or render the offer as non-
responsive or unacceptable.
C6 Evaluation of Offers
A. Corporate Project Experience: Will be evaluated on relevant and recent
experience of design-build contracts and/ or contracts of comparable
size, complexity and scope within the last five years to assess the
offerors ability to provide quality design and construction. Scoring may
be more favorable if relevant management, design and construction
experience are met. Scoring may also be more favorable if the offeror
can demonstrate that the proposed team for this project has worked
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together on recent and relevant design-build contracts of similar size,
complexity and scope within the last five years.
B. Technical and Management Approach: Will be evaluated on the proposed
methodology to manage, design and construct the proposed utility
metering project against the statement of work and all related
specifications. This includes elements for successful communication,
Draft Quality Control Plan and Draft Project Plan. This also includes
the offeror’s ability to perform this work concurrent with other ongoing
projects, how the offeror organized personnel for this project, and the
lines of authority between the construction firm, design firm, and key
C. Project Personnel Experience: Will be evaluated on relevant management,
design and construction knowledge and experience on Design-Build and /or
contracts of comparable size, complexity and scope.
D. Schedule: The VA will evaluate and use the submitted schedule as an aid
to help determine that the offeror understands and can perform all of
the required elements of the requirements of the solicitation in the
time frame specified. The schedule submitted with the offer should not
be construed as the agreed upon schedule as per FAR 52.236-15, the
contractor shall, within five days after receiving the Notice to
Proceed, submit a revised schedule which will supersede the proposed
schedule. The revised schedule will be subject to VA approval and must
show the project being accomplished within the time frame specified on
the SF 1442.
E. Past Performance: Will be evaluated on the quality of the offeror’s past
performance within the last three years with respect to design-build
and/or construction contracts of similar size, complexity and scope.
This includes, but is not limited to, timeliness of contract completion,
including adherence to contract schedules and timely submission of data
deliverables; the contractor’s ability to comply with the terms and
conditions of the contract; the overall quality of the work performed on
the contract; the Offeror’s managerial performance’ and whether or not
the reference would enter into a contract with the contractor again. The
currency and relevance of the information, source of the information,
context of the data, and general trends in contractor’s performance will
also be considered. Contractors without relevant past performance or for
whom past performance information is not available, will receive a
neutral rating. In the event that the prime contractor does not have
relevant past performance, surveys submitted for key personnel will be
evaluated. In accordance with VA Information Letter (IL) 049-03-9, past
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performance evaluations may also be conducted using information obtained
from CPS or PPIRS and any other sources deemed appropriate by the CO.
F. Price: In accordance with FAR parts 15.404-1 (b) and 36.214 price
analysis will be used to evaluate price proposals. The comparison of
proposed prices received in response to the solicitation will be used to
adequately determine price reasonableness. Price will be analyzed for
reasonableness, the offeror’s understanding of the work and the ability
to perform the contract.
D. PART IV - POST AWARD REQUIREMENTS
D1. Construction Document Preparation:
A. Design Review Submissions:
1. The Design-Build Team A/E (DB A/E) shall prepare and submit complete
construction documents for review and approval by the VA in
accordance with standard professional practice, the Department of
Veterans Affairs RFP (VA RFP), and prevailing codes. The design
submission guide can be found at the following web site:
2. The documents may be divided into multiple review submission
packages. The VA will review as many as six (6) package submissions
(examples: demolition, civil, architectural, structural, mechanical,
Electrical, plumbing etc.) to facilitate the start of construction.
3. The completed documents will be developed based on site investigation
of each proposed meter location. For each design, the contractor
shall visit the site and ascertain the actual conditions. The
solicitation provides a proposed meter location. It is the
contractor's responsibility to determine the most practical and best
meter location for each meter (based on access, ease of utility
outage and manufacturers standard installation specifications).
4. All submission packages will be reviewed at Schematic Design (SD),
Design Development (DD), and Construction Drawings (CD) completion
stages. The CD review submission packages will incorporate the final
review comments from the SD and DD reviews. If any package is not
complete for the required stage a post review may be required, the
cost of which will be borne by the DB Team and will not be subject to
any contract time extensions. The DB A/E shall adhere to the
following submission schedule:
Work Element Copies Due
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Certification of 100% field
verification and data collected
(MS Excel Spreadsheet). SD
Design Documents, drawings
(half size) (DWG), specs 45 Calendar Days
(bound), draft outage schedule following NTP
(MS-Project) and estimated
construction schedule (MS
Project). 1 CD with all files
in native and pdf format.
14 Calendar Days
DD Design Documents, drawings
(half size) (DWG), specs
(bound), draft outage schedule 30 Calendar Days
DD (MS-Project) and estimated 4 following receipt of
construction schedule (MS SD comments
Project). 1 CD with all files
in native and pdf format.
14 Calendar Days
CD Design Documents, drawings
(half size and full size),
specs (bound), and estimated 30 Calendar Days after
construction schedule (MS receipt of DD comments
Project). 4 CD’s with all
files in native and pdf format.
4. The submission packages will include an index of drawings (by sheet
number and title) and specifications (by section number and title)
submitted. The packages will be distributed to the VA-COTR, the VA
Medical Center, and others as determined to be appropriate by the VA
B. Design Review Meetings:
1. A review meeting to resolve design issues will be held for each
design review package including SD, DD, and CD. The meeting shall
include discussion of VA comments and address any issues which
require the VA’s decision or input. SD, DD, and CD review meetings
will be required at each site unless otherwise specified. The final
CD meeting is included, but may omitted at the discretion of the VA-
2. Pre-Design meetings will be required at each site unless otherwise
specified, and should be combined with the site investigations. The
pre-design meeting may occur the same day as the contract award, but
will occur no later than 14 days after NTP. Available information on
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the project will be transferred by the VA to the DB A/E team at this
3. Participants will include: VA Staff and no more than two (2) DB team
members as appropriate for the specific package to be reviewed. The
DB A/E shall provide minutes for the meeting, documenting all
decisions and changes, and shall distribute copies to all meeting
attendees within 48 hours of each meeting. The DB team members will
each allow for (1) full day per site, per review/package design
review meeting. DB team management will be present at each review
4. The DB team shall allow a maximum of 14 calendar days for each review
cycle. A cycle includes:
a. The VA’s receipt of the design review submission package.
b. The review meeting.
c. DB team’s receipt of comments from the VA, either electronically,
by fax, or by hard copy delivery.
5. Coordination of the review meeting schedules will be the
responsibility of the VA-COTR (for the VA) and the DB Team Project
Manager (for the DB Team). See (APPENDIX J), Quality Control Plan
6. Bi-weekly design status meetings via teleconference shall be required
by the VA-COTR and/or CO to ensure the project stays on schedule and
proactively address any barriers to on time completion. Adherence to
the project deadlines is critical.
C. Electronic Media:
1. Design review submission drawings and final Construction Document
submission drawings will be executed in electronic format using the
latest version of AutoCAD. Contractor shall comply with VHA National
CAD standards Application Guide – MAY 2005.
2. The drawings included in the VA RFP will be available to the DB team
in electronic format using PDF, JPG, Microsoft Word, and AutoCAD
formats for use in preparing the construction drawings. Since data
stored on electronic media can deteriorate undetected or be modified
without the VA’s knowledge, the above identified types of drawing
files are provided without warranty or obligation on the part of the
VA as to accuracy or information contained in the files. The user
shall independently verify all information in the files. Any user
shall agree to indemnify and hold the VA harmless from any and all
claims, damages, losses, and expenses including, but not limited to,
attorney’s fee arising out of the use of the above identified drawing
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3. Design review submission specifications and other 8 1/2 by 11
formatted material and final Construction Document submission
specifications and other 8 1/2 by 11 formatted materials will be
executed in electronic format using Microsoft office 2003 or higher.
4. The specifications included in the VA RFP are VA Guide Specifications
which are the set of master guide specifications reflecting VA
technical policy. These specifications shall be available to the DB
team in electronic format at http://www.cfm.va.gov/til/spec.asp for
use in preparing the construction specifications. Since data stored
on electronic media can deteriorate undetected or be modified without
the VA’s knowledge, any electronic media files are provided without
warranty or obligation on the part of the VA as to accuracy or
information contained in the files. The Design-Builder shall
independently verify all information in the files and shall agree to
indemnify and hold the VA harmless from any and all claims, damages,
losses, and expenses including, but not limited to, attorney’s fee
arising out of the use of the electronic files.
5. The construction record drawings shall be completed in the latest
version of AutoCAD.
6. Construction shop drawings are not required to be completed in the
latest version of AutoCAD.
D. Professional Licensing:
1. The DB A/E who prepares the construction documents shall be a
professional engineer or registered architect licensed in the state
in which the design work is completed.
2. The professional seal indicating such license by the state shall
appear on the final construction documents. The professional engineer
or registered architect whose seal is shown will be known as the
Architect of Record. The DB A/E shall certify compliance with the VA
RFP and all applicable codes.
E. Approved Construction Documents:
1. The final CD submission package will be submitted by the DB team for
approval by the VA after completion of the DD review cycle for the
final package to be submitted by the DB team. The VA will have 14
days to take approval action.
2. The final construction documents submission package will include a
full set of construction documents including all previous review
3. The final construction documents submission package will incorporate
all VA supplied comments from the earlier SD and DD submission
package reviews and will comply with the VA RFP.
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4. If the final construction documents submission package is not
complete a post submittal may be required, the cost of which will be
borne by the DB Team.
5. The approved final construction documents include such details that
the project can be constructed and will be used for construction of
6. See PART IV, D2 CONSTRUCTION PERIOD SUBMITTALS for Approved
Construction Document distribution.
F. Construction Drawing Preparation - Mandatory material and equipment
schedules and details may be indicated either on the drawings or in the
specifications, at the option of the DB team. The construction drawings
shall include a coordinated set of the following, as applicable:
1. Civil engineering drawings including demolition plans, grading and
drainage plans, paving plans, utility plans, schedules calculations
2. Landscape drawings including demolition plans, landscape plans, plant
schedule and list, special landscape elements, proposed materials to
be used for each special landscape element, calculations and details.
3. Structural drawings including foundation plans, framing plans,
schedules, and details, including general notes and all calculations.
4. Architectural drawings including floor plans, building elevations,
building sections, wall sections, reflected ceiling plans, stair
details, toilet and bath details, door schedules and details, window
schedules and details, room finish schedules, auto transport and
5. Fire protection drawings including floor and roof plans, riser
diagrams, equipment schedules, and details, including general notes
calculations and all related calculations.
6. Plumbing drawings including floor and roof plans, riser diagrams
equipment schedules, plumbing fixture schedules, and details,
including general notes, and all related calculations.
7. HVAC drawings including floor and roof plans, one-line flow diagrams,
equipment schedules, and details, including general notes and all
related calculations. Also provide sections for mechanical equipment
rooms and sequence of operation for all HVAC equipment.
8. Outside steam distribution drawings including demolition plans,
system plans and profiles, manhole piping plans, calculations and
sections, equipment schedules, and details.
9. Electrical drawings including site demolition plans, site, floor and
roof plans (power, lighting, and other systems), one-line diagrams,
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panel schedules, equipment schedules, light fixture schedules
calculations and details.
10. Hazard abatement drawings including site demolition plans and floor
plans indicating asbestos and lead abatement method.
11. (If applicable)Infection Control drawings including fixed and
temporary partitions with filtration (HEPA, etc.), positive and/ or
negative project areas set up, particle distribution control into
active staff and/ or patient care." areas.
12. Parking Control drawings including paving plans, schedules
calculations and details for the parking fee collection/parking
control system for applicable sites.
G. Construction Specifications - Project specifications shall include
specifications for all products, materials, equipment, methods, and
systems shown on the construction drawings in accordance with standard
professional practice and the VA RFP. All specifications shall be
prepared in accordance with VA Master Specifications located at the
following web site: http://www.cfm.va.gov/til/spec.asp. The
specification submitted for review shall include:
1. The name of the manufacturer, the product name, model number, or
other identification as appropriate to clearly identify the product
that will be used in the construction of the project;
2. Other data as appropriate to clearly identify the product that will
be used in the construction of the project i.e. shop drawings,
product data, and samples as required by the VA RFP documents; and
3. The required stamp of the licensed architect or engineer of record
will be considered as certification of compliance with the RFP
H. Design Requirements - Compliance with codes and standards.
1. Project design shall be in compliance with applicable standards and
codes described in VA Program Guides and design materials included or
referenced in the solicitation materials.
a. VA Master Specifications available via the web at:
b. VHA National CAD standards Application Guide – May 2006 via the
c. Design submission requirements via the web at:
2. See Section E. Approved Construction documents, above, for required
inclusion of design review comments.
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3. In the design of new building and alteration work under this
contract, the DB team shall consider all requirements (other than
procedural requirements) of:
l) Zoning laws:
2) Environmental and erosion control regulations; and
3) Laws relating to landscaping, open space, minimum distance of a
building from the property line, maximum height of a building,
historic preservation, and esthetic qualities of a building. Also
similar laws, of the State and local political division, which
would apply to the building if it were not to be constructed or
altered by the U.S. Government.
4. The DB team shall consult with appropriate officials of the Federal,
state, and political subdivision, and submit plans under the rules
prescribed by those reviewing authorities. The A/E and VA shall give
due consideration to the recommendations of the referenced building
officials. VA will also permit inspection by the officials described
above during the construction period in accordance with the customary
schedule of inspections in the locality of the building construction.
Such officials shall provide VA with a copy of the schedule before
construction begins or give reasonable notice of their intention to
inspect before conducting an inspection.
5. The DB team shall provide prompt, written notification to the CO / VA
-COTR concerning conflicts with, or recommended deviations from
codes, laws, regulations, standards, and opinions of review officials
as described above. No work altering the scope of this contract shall
be undertaken prior to receipt of written approval from the CO.
6. No action may be brought against the DB Team or VA and no fine or
penalty may be imposed for failure to carry out any of the previously
described recommendations of Federal, state, or local officials. VA
and its contractors, shall not be required to pay any amount for any
action taken by a state or political division of a state in carrying
out functions described in this article, including reviewing plans,
carrying out on-site inspections, issuing permits, and making
7. The DB team shall advise the CO of any variances with the applicable
Department of Labor, Occupational Safety and Health Standards, for
I. Special Considerations for Design –
1. The DB A/E shall obtain all necessary field data and make site
investigations and studies incidental to the proper accomplishment of
the work required under this DB contract. The DB A/E services shall
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include verification of existing construction including all site
improvements, building elements and systems, and other areas that
will be impacted by this project. Verification shall be through
field investigations, review of available records and drawings in the
VA archives and interview with government staff. The DB A/E shall
investigate and evaluate the adequacy of existing building and
support systems with respect to the additional loads to be imposed by
any proposed work.
2. The Government makes no representation on the accuracy of the
information depicted on any data provided to the DB team. The DB A/E
shall be responsible for field verifying any/all relevant information
indicated on record drawings, and/or other documents and information
provided from Activity project files and that may affect the design
and construction of the project.
3. The DB A/E is to use special field tests, or destructive testing as
necessary to verify the accuracy of available data an the adequacy of
the existing systems or conditions, the DB A/E shall clearly set
forth any additional work required to assure engineering conclusions
as a basis for design and submit a system level price proposal for
accomplishing such work.
4. The DB A/E shall determine the connection point from VA ownership to
municipal or public utility ownership for all utilities where this
5. Where possible, meters shall be located in sheltered areas. Meters
specified in sites unprotected from the elements shall be rated for
the expected exposure.
6. The project design shall incorporate all applicable local, state and
federal regulations including but not limited to: seismic, storm
water pollution prevention, etc.
7. The DB A/E shall provide a schedule of required outages. The schedule
shall include quantity, utility type, location, duration, sequencing,
impact, and any other information necessary to obtain agreement from
site leadership. The schedule shall show how the site will remain
operational while utilities such as steam, potable water, chilled
water and natural gas are taken out of service for the meter
installation. Many sites are medical centers that have 7x24
operations and critical clinical operations such as operating rooms,
intensive care units, inpatient beds, clinical labs, etc. Outages
will take these operations into account and describe how the impact
will be minimized to allow normal functions to continue. The schedule
must take into account that there is a minimum time required for
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shutdowns at a Medical Facility. Shutdowns must be requested 30 days
prior to any shutdown unless, approved less by the VA-COTR.
DB A/E shall obtain written agreement (signatures) with this plan and
shall include it in the design and construction specifications.
8. The DB A/E shall provide written certification from a Certified
Industrial Hygienist as to the mitigation of asbestos and lead paint.
The DB A/E/CIH shall conduct an asbestos survey and submit a report
and a removal design. Recently completed surveys performed by others
may be used as reference for technical information and report format.
These references, if available, will be available through the VA-
COTR. These reports are to be used as guidance only. It will be the
responsibility of the DB A/E and CIH to supplement this information
as required with his/her own survey.
D2. Construction Period Submittals
A. The DB contractor shall distribute a total of 8 sets of the approved
construction documents prepared by the DB Team to the VA, as directed by
B. Other submittals - The DB team shall submit test results, certificates,
manufacturers’ instructions, manufacturers’ field reports, etc. as
required by the VA RFP specifications, to the VA-COTR.
C. Project record drawings - The DB team will maintain a set of
construction documents (field as-built drawings) to record actual
construction changes during the construction process as required by the
RFP specifications. The project record drawings will be available for
review by the VA-COTR at all times.
D. Shop drawings and submittals - The DB A/E shall check government
furnished and/or the DB construction contractor's shop drawings, detail
drawings, schedules, descriptive literature and samples, testing labor-
laboratory reports, field test data and review the color, texture and
suitability of materials for conformity with the RFP Documents and
construction documents. The DB A/E shall recommend approval,
disapproval, or other suitable disposition to the VA-COTR. The VA-COTR
will have final approval authority. The DB AE shall evaluate the
submittals with reference to any companion submittals that constitute a
system. When necessary, the DB A/E will request the DB Construction
Contractor to submit related components of a system before acting on a
single component. Should this procedure be inappropriate, the DB A/E
shall review all prior submittals for related components of the system
before acting on a single component. The DB A/E may be required to hold
joint reviews with the VA technical staff on complicated system
submittals. The DB A/E shall notify the VA-COTR in writing of any and
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all deviations from the requirements of the construction documents that
he has found in the submittals.
D3. Project Close-Out
The DB team shall comply with the requirements in the ―General
Conditions‖, Section 01001, and ―General Requirements‖, Section 01 00
00, for submission of final as built drawings, manuals, and other
documents as noted. Required as-built drawings and specifications will
be submitted in the same format required for the construction documents.
D4. Site Visits and Inspections
During the construction period the DB A/E shall make weekly visits to
the project site when requested by the VA-COTR. The VA-COTR may also
request visits for special purposes. Only registered architects and
engineers thoroughly familiar with the project may make site visits. The
VA-COTR has the prerogative to determine other professional
discipline(s) required for any visit. The DB A/E shall observe the
construction, advise the VA-COTR of any deviations from the SOW /
Specifications, and deficiencies or solutions to issues discussed. A
site inspection report which includes the purpose of the inspection,
items reviewed, deficiencies observed, recommendations and additional
actions required, and shall be furnished to the VA-COTR within 48 hours
following the site visit date. If deemed necessary by the VA-COTR, this
report will be discussed during weekly construction progress meetings.
D5. Weekly Construction Progress Meetings
A. The DB Team project manager / project superintendent and other subject
matter experts required as applicable shall meet with VA project
Management on a weekly basis for approximately one hour. One (1) day
prior to each weekly meeting, the PM / superintendent shall provide a
status report to the VA-COTR including an updated project plan and
schedule, updated risk management plan, identifying planned work for the
upcoming weeks, accomplishments for the prior weeks, and open action
items and plans to correct any deficiencies.
B. The DB Team PM / superintendent shall attend meetings as stated in (D5.
A.) and as deemed necessary. The Contractor shall take notes and prepare
minutes for all meetings and conferences. The contractor shall prepare
minutes in typed form, signed by Contractor Project Manager and
furnished to the VA-COTR within 48 hours after the meeting/conference
for concurrence and distribution to attendees.
D6. Pre-construction conference
A. A Pre-Construction Conference will be scheduled by the VA-COTR and held
at each VA site. The Contractor representatives at minimum shall be the
Project Manager, and Project Superintendent. The purpose of the
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conference will be to discuss any outstanding issues that the Contractor
may have and to discuss the role and responsibilities of the VA and the
Contractor. The Contractor shall furnish a copy of all permits and
approvals required to the VA-COTR during the Pre-Construction meeting or
prior to starting the construction.
D7. Asbestos and Other Hazardous Material
A. If hazardous material is identified during construction; the DB
Contractor shall immediately stop work, take measures to reduce
contamination by the Contractor and building personnel, and immediately
notify the VA-COTR and the site of the hazardous material condition and
B. The DB Contractor shall refer to the survey and removal design prepared
by the DB A/E/CIH and immediately remove the hazardous material in the
manner identified in the design and in compliance with federal, state
and local laws and regulations.
C. Should piping require asbestos insulation removal to accommodate the
work, Contractor shall reinsulate the abated piping regardless of
whether the site or contractor removed the insulation.
D8. Changes and Modifications
A. The Contractor shall correct any errors or omissions in the original
documents that may create problems during construction. The correction
shall be done in timely manner with no additional cost to the VA. The
Contractor shall incorporate these changes on the original drawings at
no extra cost to the VA. In addition, the Contractor shall incorporate
changes on submittal registers.
C. Any variation which constitutes a change during construction shall be
processed through the CO with a copy to VA-COTR regardless of whether
there is a change in contract price. The CO may issue a modification.
No construction change shall proceed until a modification is approved in
writing and signed by the CO. The Contractor is required to prepare and
submit a RFI to VA. Subsequently, the VA will submit a RFP to the
Contractor. The Contractor shall submit a proposal to the VA-COTR as
soon as possible. After the review of the price proposal, a negotiation
will follow between the VA and the Contractor (if applicable) prior to
issue a modification by the CO. Unsolicited change proposals during
construction shall be handled in the same manner as mentioned above and
does not constitute acceptance by the Government.
B. The contractor shall submit all change related proposals in accordance
with VAAR 852.236-88 ―Contract changes—supplement‖ also using VA forms
08-3385a & 08-3385b. The contractor shall fill out both forms
accordingly and attach all subcontractor quotes for review. Excel
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versions of these forms will be given to the contractor at the Pre-
Construction Meeting. If the contractor does not follow these procedures
The Government reserves the right to reject the proposals. The
contractor can find these forms in PDF format at
D9. Safety Requirements
A. The contractor shall strictly adhere to the requirements of FAR 52.236-
13, ―Accident Prevention,‖ VAAR 852.236-87, ―Accident prevention‖ and VA
Master Specification SECTION 01 00 00 GENERAL REQUIREMENTS. A Master
comprehensive safety plan with a site specific addendum shall be
required per the Statement of Work (SOW) and shall be in compliance with
OSHA and all other applicable codes and regulations. The contractor
shall not start construction until this plan has been approved by the
B. In accordance with FAR 52.236-13 (c) the U.S. Army Corps of Engineers
Safety and Health Requirements Manual, EM 385-1-1 can be found at
http://www.usace.army.mil/CESO/Pages/Home.aspx. The contractor must
verify that this is in fact the latest version of the manual by
referring to the above think.
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