C--BATAVIA-DESIGN FOR PERIMETER FENCING 222 Richmond. Ave. Batavia, NY 14020

THIS IS NOT A REQUEST FOR PROPOSAL. The Department of Veterans Affairs of Western New York is seeking the services of a qualified Architectural Engineering (A/E) firm, NAICS 541330, with specialized experience to provide developmental drawings/specifications and the necessary administration and consultation during the construction phase. The estimated construction range is between $250,000 and $500,000. The design will be completed in a manner such that the estimated construction cost is within the VA budget. All designs will follow, but not limited to, VA Space Planning Specifications, in conjunction with the VA Master specifications as outlined in VA Handbook 7610. This project will require a detailed analysis of the condition of the existing chain link fencing and the associated/estimated costs for repair/replacement at the Batavia VAMC, located at 222 Richmond Ave., Batavia, NY 14020. Per FAR 36.602-5(a), the VA will be engaging in a short-list selection of an AE (SDVOSB.) A/E's with a SF-330 on file within the past twelve months are being considered and need not re-submit a SF330. SDVOSBs who believe they have a SF330 file are welcome to submit supplement information to their existing SF330 for this specific project . Other SDVOSB firms having a working office within a 300 mile radius 222 Richmond Ave., Batavia, NY 14020 may submit SF 330's for consideration, to the Contracting Officer at contact@example.gov by 12:00 PM EST, Wednesday, November 5, 2014. This project will include but is not limited to the following: A. PROJECT DESCRIPTION The Project specific scope of work shall include, but is not limited to the following overview of requirements, a. Consultation and discussion with VA staff, City of Batavia, New York State Veterans Home, Sheriff's Department, etc. to establish Design Basis. b. Demolition and construction associated with facility, aesthetic and system enhancements. c. Survey the entire campus showing all monuments, buildings, easements, roads, etc. d. Removing all vegetation and landscaping where required. e. Chain link fence/wrought iron fencing along Richmond Avenue. f. In addition to the improvements defined above the project shall address the following: i. Comply with all current Code Requirements ii. Hazardous material removal etc. B. SCOPE OF WORK: a. PART 1A Services The Consultants scope of work for PART 1A services (Schematic/Investigative services) shall include, but is not limited to the following: i. The Consultant shall conduct intense, on-site design sessions/meetings. The Consultants team shall work closely with key VA staff to develop the schematic design for the project. The schematic design is an iterative process where the A/E obtains client input, refines the design, and then presents the updated design for client feedback/approval. The Consultant shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. Consultant shall conduct field investigation as necessary to confirm routing. The goal of the schematic design is to obtain Medical Center approval of a basis of design for the project and finalize, or "freeze" critical design parameters, including: 1. Equipment List and Layouts 2. Construction Budget 3. Schedule 4. Drawings shall include complete and detail layout ii. The consultant shall develop three (3) concepts for the execution of the project as required. iii. Design Submission Schedule: 1. Within 1 week of meetings, the Consultant shall provide meeting minutes and supporting materials functional plans, equipment lists or layouts, and design narratives to document the basis of design and program approved by the Medical Center at the meeting. 2. Furnish three (3) sets of design documents with each design submission, a review meeting will be held 2 weeks after the submission. The design documents shall include Specifications, drawings and construction cost estimate. Additionally one (1) electronic set of each document formatted in PDF (30, 60, and 90), AutoCAD 100%, MS Excel and MS Word shall be provided on CD. 3. First Submission: 30% Documents shall be submitted to the Contracting Officer Thirty (30) calendar days after receipt of the notice to proceed. This submission includes programming narrative, drawings phasing recommendations, impact of the construction on the Medical Center, and construction cost. (VA review time is ten (10) calendar days). 4. Second Submission: 60% Documents shall be submitted to the Contracting Officer Thirty (30) calendar days after receipt of the VA's comments on the 30% submission (VA review time is Ten (10) calendar days). This submission includes refined programming narrative, drawings phasing recommendations, impact of construction on Medical Center, and construction cost estimate. The A/E shall incorporate all VA review comments generated by the 30% review 5. Third Submission: 90% Documents shall be submitted to the Contracting Officer Thirty (30) calendar days after receipt of VA's comments on the 60% submission (VA review is ten (10) calendar days). This submission includes final report outlining programming and options reviewed, drawings, phasing recommendations, impact of construction on Medical Center, and construction cost estimate. The A/E shall incorporate all VA review comments generated by the 90% review 6. The Final 100% submission shall include preliminary drawings, and a detailed report summarizing options reviewed, project design basis/programming, recommendations and a cost estimate for each option. Final submission shall be forwarded to the Contracting Officer 90 days after receipt of notice to proceed. iv. CONSTRUCTION ESTIMATE: 1. During the Schematic Design process the Consultant shall develop and submit a preliminary construction cost estimate and schedule for all required work. b. PART 1B Services The Consultants scope of work for PART 1B services (Detail Design, Construction Documents Development) shall include, but is not limited to the following: i. General Requirements 1. The Consultant shall conduct intense, on-site design sessions/meetings. The Consultants team shall work closely with key VA staff to review and refine the schematic design for the project. The Consultant shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. Consultant shall conduct field investigation as necessary to confirm routing of existing utilities and constructability of the concepts. 2. All work shall be accomplished in strict accordance with the latest codes and standards. The consultant shall review and include any/all applicable standards and codes, including, but not limited to: a. Latest versions of VA Master Construction Specifications Standards, and Design Manuals. The VA's Internet address for VA Master Construction Specifications and other references is: http://www.va.gov/facmgt/standards/standard.htm. b. Latest versions of NFPA, Life Safety Code 101, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes. 3. Development of phasing/impact documentation/plan for the construction documents to mitigate impact on the Medical Center. 4. Consultant shall provide an equipment log and submittal log. Consultant shall development a detail SOW for the contractor and inserted it in the VA's 10000 Specification Section. SOW shall instruct the contractor to submit all submittals in a binder with a table of contents for each division. 5. VA Record Drawings will be provided upon the A/E's itemized request. NOTE: Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Consultants responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions. 6. A safety review of the design documents will be conducted by the VA AE shall send 60 and 90% design documents for review to Heidi contact@example.gov Consultant shall incorporate all comments. Consultant shall indicated on the report the changes and forward a copy of report to the COTR. ii. CONSTRUCTION ESTIMATE: 1. During the design process the Consultant shall develop and submit a comprehensive construction cost estimate and schedule for all required work. c. PART 2 Services The Consultants scope of work for PART 2 services shall include, but is not limited to the following: i. The Consultant shall attend periodic construction meetings to discuss progress, process submittals and address RFIs. In addition to a Construction kick off meeting the Consultant and/or Sub consultant shall attend the following meetings. 1. Attend construction meeting every two weeks for the first two months of construction. 2. Attend monthly construction meetings after the first two months of construction. 3. Price shall be based on 8 meetings total with the sub-Consultant attending a minimum of 3 of the meetings. 3 Inspections rough and final shall be separate from meeting list above. The consultant and/or Sub consultant shall provide meeting minutes within 1 week of the meeting to document the outcome. ii. The Consultant shall review/comment on all project submittals and RFI's. Consultant shall provide a written response to the VA COTR for each submittal/RFIs within 7 days of receipt from the VA. iii. Consultant will provide a sample Submittal and RFI Register in Excel format this sample will not be all inclusive and shall be edited by the Consultant as needed to match the submittal requirements found in the construction specifications. The consultant shall track the status of the submittals and RFI's and forward to the VA monthly for action. iv. The Consultant shall provide cost estimates for any existing conditions and/or unforeseen conditions that result in change orders which shall include labor, material, profit/overhead, etc. v. The Consultant shall produce As-Built drawings from the field markups obtained from the contractor and during periodic field visits and meetings. d. PART 3 Services The Consultants scope of work for PART 3 services shall include, but is not limited to the following: i. The Consultant and or Sub consultant shall perform periodic site visits to inspect the status of work during the course of the construction phase of the project. The Consultant and or Sub consultant shall generate a field report (letter) of their findings and input on the status of construction versus the schedule. Consultant shall provide the full time services of a project monitor to oversee the execution of hazardous material removal. The project monitor will responsible for overseeing the scope, timing, phasing and/or remediation methods to be utilized on and the completeness of hazardous material project. ***************************************THIS IS A 100% SDVOSB SET-ASIDE.********************************************************* This procurement is 100% set-aside for Service Disabled Veteran Owned Small Business in accordance with Public Law 109-461 as codified by 38 USC 8127 & 8128. The offeror shall submit proof from Department of Veterans Affairs (VA) Center for Veteran's Enterprise (CVE) that they are either Verified as an SDVOSB, or have applied for Verification in accordance with VAAR 804.1102. SDVOSBs shall be verified in www.vetbiz.gov at time of offer and award. THIS IS A PRE-SOLICITATION NOTICE AND ALL REQUESTS FOR SF-330'S WILL BE PUBLISHED IN THE FORM OF A FORMAL SOLICITATION ON OR ABOUT NOVEMBER 10, 2014. The following evaluation criteria will be used when reviewing submitted SF 330 data and will comprise the basis of information to be used by VAMC Bath for A/E evaluation and selection. Firms submitting SF 330 data for consideration must address each of the following criteria in the SF 330: 1. Team proposed for this project (background of personnel: project manager, key personnel, consultants; project-related professional qualifications; specialized experience (project-related) of team members). 2. Proposed management plan (design phase, construction phase) 3. Previous experience of the team proposed for this project (with VA, on scope-related projects) 4. Location and facilities of working offices (knowledge of the locality of the project) 5. Proposed design approach for this project (design philosophy) 6. Project control (techniques planned to control the schedule and costs, personnel responsible for schedule and cost control) 7. Estimating effectiveness (on ten most recently completed projects) 8. Sustainable design (team design philosophy and method of implementing) 9. Miscellaneous experience and capabilities (interior design, CADD & other computer applications, value engineering & life cycle cost analyses) 10. Awards and Recommendations (awards received for design excellence) 11. Insurance & litigations (type and amount of liability insurance carried, litigation involvement over the last 5 years & its outcome) The point of contact for this procurement is Emily Lindsey, Contract Specialist, and can be reached via email at contact@example.gov.