C--AE Commissioning-Expand Building 1, 1st Floor Project 610-311

This Commissioning Agent (CA) procurement is restricted to Service Disabled Veteran Owned Small Business (SDVOSB) firms located within a 200 mile radius of the VA Northern Indiana Health Care System, 2121 Lake Ave, Fort Wayne, IN 46805 (this requirement only applies to the Prime firms, and no subcontractors/consultants are bound by this requirement). This requirement is being procured in accordance with the Selection of Architects and Engineers Statute as implemented in FAR Subpart 36.6. Applicable NAICS code is 541330 and small business size standard of $15 Million in average annual receipts for the preceding three years. The Commissioning Agent (CA) shall provide all labor, materials and instrumentation required to complete the scope of work as outlined below. The construction project for which commissioning will be provided is a 1st floor addition to Bldg. 1 at VA Northern Indiana Health Care System, Ft. Wayne, IN. The addition will be approximately 16,000 GSF of new construction and approximately 3,500 SF of renovation of adjacent space. The design time frame is 280 calendar days. The construction duration is estimated at 14-18 months. Basic Commissioning Services Description of Scope A. For this project, the Department of Veterans Affairs establishes AE Design contracts for Design Phase and Construction Period Services. The Department also establishes a construction contract with a Prime Contractor to provide construction services. Both contracts are administered by a VA Contracting Officer and his/her designated representative. During the Design Phase and Construction Phase, this representative is the Contracting Officer Representative (COR). On every project, the authority to modify any contract is strictly limited to the Contracting Officer. B. In this structure, all communications on contractual issues are strictly limited to communications between the VA and these two prime contractors (AE Team and Prime Contractor). It is the practice of the VA to require that communication between other parties to the contracts (AE Sub-consultants, Subcontractors and Vendors) be routed through these two prime contractors and the VA. C. Commissioning is a process that relies upon high levels of communications and collaboration between all parties to the design and construction process. By its nature, the levels of communication and cooperation between the Commissioning Authority and all other parties to the process (Architects, Engineers, Subcontractors, Vendors, third party testing agencies, etc) is essential to the success of the Commissioning effort. In the absence of the relationships, cooperation and support created by this communication, the Commissioning Process will likely fail to achieve its ends. D. With this fundamental conflict in mind, this Commissioning Plan has been developed to recognize that, in the execution of the Commissioning Process, the Commissioning Agent must develop effective methods to communicate with every member of the construction team involved in delivering commissioned systems while simultaneously respecting the exclusive contract authority of the Contracting Officer and his/her Designated Representative. Thus, all procedures outlined in this manual must be executed within the following limitations: i. The Commissioning Agent may maintain a continuous open communication with the AE team, including sub-consultants, the Contractor and subcontractors and the Owner's team to facilitate a collaborative commissioning process subject to the specific limitations outlined below. ii. All communications shall be copied to the COR and Contracting Officer. ii. All information from the Commissioning Agent to any party to the project must be transmitted with the following clear limitations: a. No communications (verbal or written) will be deemed to constitute direction that modifies the terms of any contract between the Department of Veterans Affairs and any party to the construction project. b. Commissioning Issues communicated in writing to the Contractor or AE Team and copied to the COR are provided to all parties to the contract to expedite communication. All issues must be understood as the professional opinion of the Commissioning Agent and suggestions for issue resolution only until expressly approved as direction by the COR. c. In the event that any Commissioning Issues and suggested resolutions are deemed to require either an official interpretation of the construction documents or are determined to require a modification of the contract documents, the Contracting Officer will issue an official directive to this effect. d. All parties to the Commissioning Process shall be individually responsible for alerting the COR of any issues that they deem to constitute a potential contract change prior to acting on these issues. e. Authority for design and construction issues resolution rests solely with the Contracting Officer. E. Provide Commissioning Services for the building systems as designated below. These Commissioning Services shall include administration and delivery of the process of verifying and documenting performance of each of these designated building systems, within the functional capabilities of their design. Commissioning Team Team Member Description VAMC-Contracting Officer Representative On-site technical representative of the Contracting Officer. VAMC-Facilities Management Department Representative of the Facilities Management Department Architectural Design Professional Architect's Construction Administration Representative Mechanical, Electrical and Plumbing Design Professional MEP Construction Administration Representative Commissioning Agent Project Manager for Commissioning Agent Commissioning Agent Technical Lead Primary point of contact for Commissioning technical issues Construction Project Manager Contractor's Project Manager responsible for construction and coordination of sub- contractors Fire Protection Contractor Commissioning Representative for the Sub- contractor responsible for installation of fire protection systems Team Member Description Plumbing Contractor Commissioning Representative for the Sub- contractor responsible for installation of plumbing systems Mechanical Contractor Commissioning Representative for the Sub- contractor responsible for installation of HVAC systems Electrical Contractor Commissioning Representative for the Sub- contractor responsible for installation of MV and LV electrical systems Specialty Systems Contractor Commissioning Representative for the Sub- Contractor(s) responsible for installation of specialty and/or low voltage systems DDC Vendor Commissioning Representative for the Sub- contractor responsible for providing the control system(s) Testing and Balancing Vendor Commissioning Representative for the TAB Sub-contractor responsible for certified air- and water- testing and balancing. Building Systems To Be Commissioned Commissioning Agent shall provide the commissioning services for the following: " Building Exterior Closure " Fire Suppression " Plumbing " HVAC " Electrical " Communications " Electronic Safety and Security " Integrated Systems Tests The building systems listed below shall be commissioned per the Commissioning Services work as defined and described immediately following this list. A. Building Exterior Closure o Superstructure: Floor construction, roof construction, sunshades, connections to adjacent structures. o Exterior Closure: Exterior walls, exterior windows, exterior doors, louvers, grilles and sunscreens. o Roofing: Roof system including parapet, roof openings (skylights, pipe chases, ducts, equipment curbs, etc.) o Note: The emphasis on commissioning the above building envelope systems is on control of air flow, heat flow, noise, infrared, ultraviolet, rain penetration, moisture, durability, security, reliability, constructability, maintainability, and sustainability. B. Fire Suppression o Fire Sprinkler System: Wet pipe system, dry pipe system, pre-action system, special agent systems. C. Plumbing o Domestic Water Distribution: Booster pumps, backflow preventers, water softeners, potable water storage tanks. o Domestic Hot Water System: Water heaters, heat exchangers, circulation pumps, point-of-use water heaters. o Medical Gas System: Outlet certification, cross-connection verification. D. HVAC o Noise and Vibration Control: Noise and vibration levels for critical equipment such as Air Handlers, Chillers, etc. will be commissioned as part of the system commissioning. o Direct Digital Controls: Integration with existing system. o Air System: Air handling Units, packaged rooftop AHU, Outdoor Air conditioning units, humidifiers, DDC control panels. o Chilled Water: Chillers (centrifugal, rotary screw, air-cooled), pumps (primary, secondary, variable primary), VFDs associated with chilled water system components, DDC Control Panels (including integration with Building Control System). o Test and Balance E. Electrical o Grounding and Bonding System: Witness 3rd party testing, review reports. o Low-Voltage Distribution: Normal power distribution system, Life-safety power distribution system, critical power distribution system, equipment power distribution system, switchboards, distribution panels, panelboards, verify breaker testing results. o Lighting and Lighting Control: Emergency lighting, occupancy sensors, lighting control systems, architectural dimming systems, theatrical dimming systems, exterior lighting and controls. o Lightning Protection: Witness 3rd party testing, review reports. F. Communications o Grounding and Bonding System: Witness 3rd party testing, review reports. o Structured Cabling System: Witness 3rd party testing, review reports. o Master Antenna Television System: Witness 3rd party testing, review reports o Public Address & Mass Notification Systems: Witness 3rd party testing, review reports. o Intercom & Program Systems: Witness 3rd party testing, review reports. o Nurse Call & Code Blue Systems: Witness 3rd party testing, review reports. o Security Emergency Call Systems: Witness 3rd party testing, review reports. o Duress Alarm Systems: Witness 3rd party testing, review reports. G. Electronic Safety and Security o Grounding & Bonding: Witness 3rd party testing, review reports. o Physical Access Control Systems: Witness 3rd party testing, review reports. o Video Surveillance System: Witness 3rd party testing, review reports. o Electronic Personal Protection System: Witness 3rd party testing, review reports. o Fire Detection and Alarm System: 100% device acceptance testing, battery draw-down test, verify system monitoring, verify interface with other systems. H. Integrated Systems Tests o Fire Alarm Response: Integrated System Response to Fire Alarm Condition and Return to Normal FUNDAMENTAL BUILDING COMMISSIONING SERVICES The CA will direct activities of the project's Commissioning Team, review, supervise, coordinate and provide acceptance of completed commissioning work. The Commissioning Team will consist of the 5 CA, design AE, Contractors, and VA representatives. The Commissioning Team will be identified as part of the commissioning process. The Commissioning Services work broken down by project phase, is as follows: A. Design / Pre-Construction Phase Commissioning Work i. Develop a project specific Commissioning Plan that outlines the Commissioning Process for the project and identifies initial project schedule requirements, for use during the design and construction phases of the project. ii. Work with the Construction Manager and Design Team to develop and write project-specific Specifications that will define the scope of work for each member of the Commissioning Team. Support the VA and provide information to the contractors during the bidding of the project. iii. Conduct Commissioning scope review and planning meetings to develop schedule and associated milestones required to effectively conduct the commissioning work. iv. Attend one (1) Commissioning Team Planning meeting at VA NIHCS. v. Develop; issue and review project specific "System Readiness" documentation, consisting of start-up & checkout documentation, to be completed by the installing contractors, on systems designated for Commissioning. vi. Develop project specific "Functional Testing" documentation of the building systems that are to be commissioned, and give this documentation to the Contractors during the initial Commissioning meetings. vii. Attend one (1) Pre-bid meeting to present to the contractors the requirements for the Commissioning Services. B. Construction Phase Commissioning Work i. Work with all appropriate Contractors to ensure proper project coordination, lead a Commissioning Kick-off meeting in order to provide the Commissioning Team the documentation that will be used for the project. ii. Attend one (1) Commissioning Team kick-off meeting for this project. Attend six (6) additional Commissioning Team meetings for updates and clarifications. Meetings will be coordinated with the VA to occur periodically at construction progress meetings. iii. Upon the individual Contractors providing proper documentation as to completion of equipment installation, CA will schedule a Hardware Pre-Check Review of the systems and equipment to be commissioned. Deficiencies will be listed, and a Hardware Issues Log will be developed and given to the VA, AE, and General Contractor. Provide seven (7) Hardware Pre-Check site visits. Provide four (4) Hardware Check site visits to verify contractors have completed work listed on the Hardware Issues Log. iv. Review and document completion of the systems designated for commissioning in preparation for functional testing of these systems. Attend six (6) on-site equipment start-up and testing work, performed by the respective contractors, to review and document completion of the systems designated for commissioning in preparation for functional testing of these systems. Deficiencies will be listed, and an Equipment Start-Up Issues Log will be developed and given to the Commissioning Team. v. Upon written documentation from the contractors that they have completed the work listed on the Equipment Start-Up Issues Log, CA will verify the completion of this work. Include three (3) follow-up site visits to verify completion of the Equipment Start-Up Issues Log. C. Occupancy and Operations Phase Commissioning Work i. The Contractors will provide written documentation when they are ready for CA to provide functional testing of the systems. Upon receipt of this documentation, CA will schedule Functional Test visits with the appropriate personnel. Included seventeen (20) on-site commissioning functional test visits. ii. Operational deficiencies will be identified in a Preliminary Commissioning Report and given to the Commissioning Team. When the Contractors have provided written documentation that they have completed the corrective work listed in this Preliminary Report, CA will return to verify the completion of this work. Included five (5) follow-up site visits to verify resolution of these deficiencies. iii. CA will return to the project site to supervise functional testing of the designated building systems that require testing when seasonal demands produce full system operation, (i.e. heating system in winter, cooling systems in summer). Included one (1) Seasonal Test site. iv. CA will provide a Commissioning Summary Report, summarizing commissioning results and status of remaining system and/or operating deficiencies. v. CA will review the training materials and agendas provided by the Contractor and attend one (1) session to determine adequacy of training provided per the Contract Documents. CA will provide input and review system operational design intent as part of participation in the training process. D. Acceptance Phase i. CA will develop a Re-Commissioning Management Manual for the project for use by the Owner. Anticipated time for completion of design is approximately 280 calendar days including time for VA reviews. NOTE: A/E shall be responsible for conducting site visits for the purpose of data gathering, investigation and documentation of all existing conditions. Perform such investigations as required to accurately verify all existing conditions. Do not rely solely upon "as built" drawings. VA personnel will provide assistance with investigating the project site where prior experience with equipment and utilities will produce an appreciable advantage. The A/E firm shall be responsible for site review of the existing facility in order to field verify the owner's existing documents and as-build drawings. Any modifications that are required to be made as a result of the site review shall be communicated to VA and corrected by the A/E firm. Prospective firms are reminded that in accordance with VA Acquisition Regulations (VAAR) 852.219.10, at least 50 percent of the cost of personnel for contract performance of the contract shall be spent for employees of the SDVOSB concern or employees of other eligible service-disabled veteran-owned small business concerns. See VAAR Clause 819.7003 for eligibility requirements regarding Service Disabled Veteran Owned Small Business or Veteran Owned Small Business Set-Asides. Federal Acquisition Registrations require that federal contractors register in the Central Contractor Registration (CCR) database at www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their qualifications package. SUBMISSION REQUIREMENTS: Qualified A-E firms are required to respond if interested by submitting one (1) original completed Standard Form 330 qualification package Parts I and II to include all consultants (form available on-line at: http://www.gsa.gov/portal/forms/download/116486) In Section H of Part 1 include information regarding the firms estimating effectiveness (estimated costs vs. actual costs), an organizational chart of the firm, a design quality management plan, and past compliance with performance schedules (original design schedule vs. actual design completion time) for each key design project listed in Section F. All submissions must be bound in some manner (spiral, wire, binder, etc) and include a CD copy of the Standard Form 330 submittal. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required. Selection criteria shall be in accordance with Federal Acquisition Regulation (FAR) Part 36.602-1 and VA Acquisition Regulation (VAAR) Part 836.602-1 as follows: 1. Professional qualifications necessary for satisfactory performance of required services: The qualifications of all individuals which will be used for these services, including the Project Manager, key personnel and any consultants, will be examined. 2. Specialized Experience: Including technical competence in whole building commissioning process as detailed in the statement of work. 3. Professional Capacity: Ability for the firm in the designated geographic area of the project to accomplish the work in the required time. 4. Past Performance on contracts with the Federal Government, Department of Veterans Affairs and private industry in terms of cost control, quality of work and compliance with performance schedules. Limit past project references to those within the same scope as this advertisement. 5. Geographic Location and Facilities of Working Offices. Location in the general geographic area of the project and knowledge of the locality of the project. The proximity of each firm which would provide the professional services and familiarity with the area in which the project is located will be evaluated. This criterion will only apply to the office of the Prime Firm. (In accordance with VAAR 805.207, the geographical area is limited to a 200 driving mile radius of Ft. Wayne, Indiana). 6. Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. 7. Record of significant claims against the firm because of improper or incomplete architectural and engineering services. 8. Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. FAILURE TO CLEARLY ADDRESS ALL EIGHT LISTED EVALUATION CRITERIA AND INFORMATION REQUIRED BY THE SUBMISSION REQUIREMENTS BELOW MAY RESULT IN REJECTION OF SF330. Completed SF330s shall be sent to: NCO 11 Contracting Office, Attn: Felecia Beamen, 8888 Keystone Crossing, Suite 1100, Indianapolis, IN 46240, no later than 4:00 p.m. EST, August 8, 2016. Outer envelope or packaging shall clearly identify Solicitation number VA251-16-R-0307. Any request for assistance with submission or other procedural matters shall be submitted via email only (contact@example.gov). No faxed or emailed forms will be accepted. After the evaluation of submissions in accordance with the evaluation criteria listed herein, a 'short list' of three or more of the most highly qualified firms will be chosen for interviews to present their approach to the design to arrive at selection of the firm to enter into negotiations. Award of a Firm Fixed Price contract is anticipated by early January 2017. This is not a request for proposal. The Government will not pay for nor reimburse any costs associated with responding to this advertisement. The Government is under no obligation to award a contract as a result of this advertisement.