Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

Page 7 of 8
Date: 11/5/21

Project No. 539-21-201
A/E SOW
Cincinnati Steam Study

SCOPE OF WORK

GENERAL INTENTION: Contractor shall provide architect-engineer (A/E) services for Project No. 539-22-201, Cincinnati Steam Study, at the Cincinnati VA Medical Center, Cincinnati, Ohio, in accordance with the general items as written.

A/E STATEMENT OF WORK: This contracted work includes preparation of drawings, analysis, and cost estimates for all facets of work and trades necessary. This study will evaluate purchasing steam from the University of Cincinnati (UC) versus producing steam at the Cincinnati Boiler Plant. This study will do a Life Cycle Cost analysis looking at the cost of doing either a Boiler Plant or Combined Heat and Power Plant instead of continuing to purchase steam from UC. The analysis will consider the cost of the new steam plant along with the cost of operators, chemical treatment, utilities (gas, electric, and water), third party maintenance, etc. As part of the study, the contractor will address concerns of resilience of the current system versus the new system. It will also address the long term goal to reduce greenhouse gases and how going to a carbon neutral source will affect the economics of the boiler plant. Since a reduction in steam load will affect the economics, this study will also survey the steam distribution system to recommend ways to reduce the current steam load. It will look at reducing flash steam, locating undiscovered failed steam traps, installing insulation and steam trap monitors, moving some equipment to another heating source, etc. The A/E will also update the Cincinnati Steam One-line drawings to bring these up to date along with showing steam to all buildings on campus. The above A/E SOW constitutes a basic outline of work and in no way outlines all of the details for the design of this project. It is recommended that a detailed inspection of the premises be initiated to determine the needs and conditions for the design and plans for this project. Work shall be completed in three distinct phases of work within 288 days following Notice to Proceed.

The contractor shall furnish a complete design package to include plans, architectural, structural, electrical, mechanical, views, details, sections, elevations, shop drawings, independent fire/safety review, BIM record drawings, edited specifications, site visits, commissioning, and related information as required by the contract.

The A/E shall collaborate with the VA s designated HVAC Commission Authority in the Study Phase.

The contractor shall be solely responsible for the management and professional design, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the contract.
VA has adopted the latest edition of the following codes and standards as minimum design criteria for all projects performed in the modernization, alteration, addition, or improvement of its real property and the construction of new structures. VA design Manuals and Master Specifications specify other codes and standards that VA follows on its projects:
VA Directives, Design Manuals, Master Construction Specifications, VA National CAD Standard Application Guide, Manual for Preparation of Cost Estimates for VA Facilities, VA Space Planning Criteria PG-18-9, Minimum Requirements for A/E Submissions PG-18-15 Volume C Minor and NRM Projects, VA Design & Construction Procedures PG-18-3, and other Guidance on the Technical Information Library (TIL) (http://www.cfm.va.gov/til/).
Occupational, Safety and Health Administration (OSHA) Standards.
International Building Code (IBC)
National Electrical Code (NEC)
National Fire Protection Association (NFPA) Codes, with the exception of NFPA 5000 and NFPA 900
National Standard Plumbing Code (NSPC)
Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1
ASME Boiler and Pressure Vessel Code
ASME Code for Pressure Piping
Architectural Barriers Act Accessibility Standard (ABAAS), including VA Supplement, Barrier Free Design Guide PG-18-13
Building Code Requirements for Structural Concrete, American Concrete Institute (ACI 318 11) and Commentary
Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC)
Energy Code for New Federal Commercial and Multi-Family High Ride Residential Buildings: Final Rule. Mandatory for New Federal Buildings, Department of Energy (DOE) regulations, 10 Code of Federal Regulations (CFR) Parts 434 and 435.
The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01 00 00 of the VA Master Construction Specification.
Executive Order 13693, Planning for Federal Sustainability in the Next Decade
Ventilation for Acceptable Indoor Air Quality ASHRAE Standard 62.1
Safety Standard for Refrigeration Systems ASHRAE Standard 15
U.S. National CAD Standard
Executive Order 13221, Energy Efficient Standby Power Devices
EPACT 2005- Energy Policy Act of 2005
Energy Independence & Security Act
Cincinnati VA Medical Center Engineering Service Standard List
VISN 10 Energy Requirements for the Procurement of all New Construction, Major & Minor Renovation Projects.
VISN 10 Sustainability List

Conflicts between nationally recognized standards and VA Requirements:
Should a conflict exist between VA requirements and VA adopted nationally recognized codes and standards, the conflict shall be brought to the attention of VA. The resolution of the conflict shall be made by the authority having jurisdiction for VA to ensure a consistency system wide.
Commissioning is not required for this project.

SUBMITTAL REQUIREMENTS:

All plans and details shall adhere to the Office of Construction & Facilities project document requirements and utilize the Standard VA Title Blocks as provided by PG-18-13 VA BIM & CAD Standards (http://www.cfm.va.gov/til/projReq.asp).

The A/E shall develop the project utilizing Building Information Modeling BIM software (Revit 2019 or latest version available to VA.)

A/E shall be required to provide a computer 3D model and prepare various 3D renderings to present to the VA throughout the design phase to adequately represent Architectural, Mechanical Electrical Plumbing - MEP, and, site conditions, etc. to aide with facility visualization and contractor coordination.

BIM Model minimum requirements shall be developed to include the systems described below as they would be built and the processes of installing them, and to reflect final as-built conditions (possibly incorporating into VA Master Record Documents pending facility expertise). The BIM model shall conform to the requirements of the current revision of the PG-18-13 VA BIM & CAD Standards Manual (https://www.cfm.va.gov/til/projREq.asp). The deliverable model at the interim design stage and at the final design stage shall be developed to include as many of the systems described below as are necessary and appropriate at that design stage.

The Model shall include but not be limited to the following: Architectural/Interior Design, Square Footage/Volume including Room Names and Numbers, Departmental ownership, Architectural Schedules, Walls and Curtainwall Sizes, Shapes, and Material Data. Doors, Windows, Louvers, Roof, Floors, Ceilings, Vertical Circulation, Architectural Specialties and Woodwork, Life Safety information (Fire Extinguishers, wall ratings, door ratings, Fire Protection/Alarms), General Signage, Schedules, Furniture, Equipment, Structural, Foundations, Shafts and Pits, Mechanical, HVAC, Plumbing, Electrical/Telecommunications, Power and Lighting, Steam distribution, Nurse call info, Asbestos/ Hazard Material info, Security system information (Access controls, security cameras, panic alarms, overhead paging), Exterior Building Information, and other Civil Engineering Data as required such that data may be easily integrated into one master record document of the facility.

Construction Cost Estimates shall be provided using the guidance provided by the Office of Construction & Facilities Management Cost Estimating website (https://www.cfm.va.gov/cost/index.asp).
Electronic Data: In addition to hardcopies, provide electronic copies of data along with a complete listing of all drawing layers used. Provide drawings in both RVT and PDF file formats. The specifications shall be provided in Microsoft Word and PDF file formats. Reports/Narratives can be provided in PDF file format from a scan. Provide cost estimates in PDF file format.

Meeting Minutes
Provide a memorandum narrating each visit/meeting with the VA.
Submit the memorandum within 7 calendar days of the visit/meeting.
Memorandum can be mailed or scanned and attached to an email transmission.

35% Schematic Design (Layout Design)
Two (2) full size paper/bond sets of all drawings, SEPS data, and narrative
Electronic submission of all files

85% Design Development (DD1)
Two (2) paper/bond sets of all drawings and edited specifications.
Provide specific specification divisions and drawings for each of the Cincinnati maintenance shops respective to their trade/specialty to include the VA s designated HVAC Commission Authority and contracted fire protection consultant.
Provide interior design finish requirements
Provide independent fire/safety review report (if applicable)
Two (2) paper/bond sets of HVAC/Electrical load calculations
Two (2) paper/bond sets of the construction cost estimate
Two (2) paper/bond set of base and deductive bid alternates
Electronic submission of all files

100% Design Development (DD2)
Two (2) paper/bond sets of all drawings and edited specifications.
Provide specific specifications divisions and drawings for each of the Cincinnati maintenance shops respective to their trade/specialty to include the VA s designated HVAC Commission Authority and contracted fire protection consultant.
Two (2) paper/bond sets HVAC/Electrical load calculations
Two (2) paper/bond sets of the construction cost estimate
Two (2) paper/bond sets of base and deductive bid alternates
Electronic submission of all files
Record Drawings
Two (2) paper/bond sets of final reports and calculations.
Two (2) paper/bond sets of the final construction cost estimate.
Two (2) paper/bond sets of construction documents (drawings and specifications.)
One (1) paper/bond set of construction drawings, 50% scale/half size
Electronic submission of all files
Drawing sets to be provided in RVT, DWG, and PDF file formats
One (1) set of updates to Hospital s Steam Record Drawings indicating all new steam piping and equipment in both DWG and PDF formats.
Record Management:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.Â

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.Â

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.Â

4. Cincinnati VA Medical Center (CVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Statement of Work. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CVAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Statement of Work. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CVAMC policy.Â

8. The Contractor shall not create or maintain any records containing any non-public CVAMC information that are not specifically tied to or authorized by the contract.Â

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.Â

10. The CVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. Â All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Statement of Work and require written subcontractor acknowledgment of same.Â

13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.
SUBMISSION, REVIEW, AND COMPLETION SCHEDULE:

35% Schematic Design (SD) 60 calendar days after Notice to Proceed

35% Schematic Design Review 21calendar days after receipt of SD
Conference submittal receipt

85% Design Development (DD1) 60 calendar days after approval of COR to proceed toward DD1

85% Design Development Review 21 calendar days after receipt of DD1
Conference submittal receipt

100% Design Development (DD2) 45 calendar days after approval of COR to
proceed toward DD2

100% Design Development Review 21 calendar days after DD2 submittal receipt
Conference

Construction Documents (CD) 30 calendar days after approval of COR to
Submittal proceed toward CD

Record Drawings (As-Built 30 calendar days after receiving the
Drawings) contractor s marked-up As-built drawings

A detailed breakdown of the above submittal schedule with specific calendar dates must be provided for approval by the COR as part of the A/E proposal.


REQUIRED EDITS TO THE VA MASTER SPECIFICATIONS:

Ensure the latest revisions for ALL spec sections as currently listed in the VA PG-18-1 Master Construction Specifications located on the TIL (https://www.cfm.va.gov/TIL/spec.asp#01) are downloaded & used.
Verify all spec section and division names are correct and consistent.
Verify no references are made to spec sections or divisions not actually in the latest revision of the VA Master Specifications.
Verify all spec sections applicable to any aspect of this project are incorporated.
Header
Project Number and Project Name at the top right
Footer
Section number and page numbers in the middle
Ensure all non-website // are removed from the final project specifications.
// indicates notes or optional content the spec writer is to verify/edit to suit the specific requirements of each project
No warranties over 1 year.
No Brand Name or Equals.
No sole sources without a justification.
NOTE: As part of the required construction bid documentation, the A/E shall provide a completed Sole Source Justification memo for each specific item the VA has approval to sole-source.
All references to Resident Engineer or RE should be COR
All facility system & utilities shutdown and/or interruption notices are required 3 weeks in advance of the scheduled shutdown.
Check all specifications and drawings against the latest revision of the Cincinnati VA s Engineering Particulars List, which defines site-specific items that are required to be incorporated into all construction documentation for this project. The latest revision of this list can be requested from the COR.
Verify all numbering is in the correct order.
Section 01 00 00, Paragraph 1.2 General Intention: Delete Subpart B stating site visits by bidders may only be made by appointment. The CO will specifically schedule a formal site visit for all interested bidders prior to the bid opening.
Section 01 00 00, Paragraph 1.3 Statement of Bid Item(s); make sure this section is correctly formatted and accurately reflects all bid alternates and their associated completion times.
Section 01 00 00 Paragraph 1.5 Construction Security Requirements, Subpart F Motor Vehicle Restrictions; Delete Part 2 regarding issuance of General Contractor parking permits and replace with, Contractor vehicle parking is not allowed anywhere on VA property.
Section 01 35 26, Paragraph 1.14 Fire Safety, Subpart P Smoking; Rewrite this entire section to specifically state, Smoking, vaping and the use of all tobacco products is not allowed anywhere in VA facilities or on VA property.
Section 01 35 26, Paragraph 1.12 Infection Control; Any references to Infection Control Risk Assessment (ICRA) Team should be replaced with Construction Health and Safety Team.
Reference to Above Ceiling Permit.

Attachments/Links