C1DZ--Campus Wide Camera System Replacement

This is a Special Notice for the establishment of an Architect-Engineering (A-E) contract with services to be performed at the Central Virginia VA Health Care System (CVVHS)-Richmond VAMC, 1201 Broad Rock Blvd, Richmond, VA 23249. This requirement is being executed under a 100% Set-Aside to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL; NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330s. The SF-330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, scroll down to locate and click on the SF-330 hyperlink entitled, Architect-Engineer Qualifications. Nevertheless, SF-330 is attached as Attachment C. Interested firms should submit their current SF-330, Parts I and II, to the Contract Specialist, Moses Deng at Moses.Deng2@va.gov. The SF-330s are due no later than 2:00 PM, Eastern Standard Time (EST) on January 18, 2024. SCOPE OF WORK: This project requires the services of an architectural engineering firm (A/E) having special knowledge of design to replace the existing outdated campus security camera system with a new up-to-date and future proof security camera and storage solution that effectively monitors all areas. The A/E must have experience with Architectural, Mechanical, Electrical, Electronic/Security, Telecommunications, and Structural Engineering with regards to campus wide camera system replacement. Intent The A/E shall provide design services for NRM construction project 652-23-105-Campus Wide Camera System Replacement. The project shall replace campus wide security camera systems. The design shall include an investigation to determine the existing architectural space, electrical, electronics/ security, telecommunications and modernization needed for the replacement of security cameras in the entire areas contained within the campus boundaries. The extent and type of security cameras and modernization necessary will be determined by the findings of the investigation. The A/E shall retain the services of a registered Fire Protection Engineer to design and review the entire project for code compliance. Requirements (See Attached Statement of Work for Full Details) The A/E selected is expected to provide: Part I Investigative Services/Schematic Design/Other Related Services: Preparation of existing conditions plan and conceptual design which includes site investigation for architectural, mechanical, electrical, electronic/security, telecommunications, and structural engineering, environmental hazards, such as suspect ACM, other hazardous materials. To complete an accurate and complete site investigation and hazardous material assessment the A/E should anticipate having to stoop, bend, kneel and crawl for short to modest lengths of time. They also may be required to temporarily remove or alter partitions or climate control devices to gain needed access to all equipment and areas to complete a full and complete assessment. The VA cannot provide any ladders, flashlights, tape measures or other devices that may be needed to complete the assessment. Perform project site investigation in accordance with the Site Investigations section of the Scope of Work. Physically survey as well as review record drawings of the existing building. Inform CO/COR of supplemental information gathering that may be required. Perform Photographic Documentation during Investigative Services; files are to be maintained for future reference of existing conditions for construction documents and unforeseen unit costing basis. The Contractor shall prepare digital photo documentation of construction work, including sites, buildings, and field activities. Digital photos shall be consolidated into a project report detailing the results of their site investigation submitted in PDF format to the Contracting Officer and COR, and to a resolution sufficient and appropriate for the type of work photographed. The Contractor shall provide an index for each set of photographs submitted identifying the contractor, base, facility, project number, date, and a brief description. The Contractor shall coordinate photography of any kind through the COR. Part II Design Development and Part III Construction Documents: Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/contract/aeDesSubReq.asp. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the A/E may request approval from COR to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects) DELIVER ONE (1) DISC AND TWO (2) HARD COPIES PER SUBMISSION; DRAWINGS SHALL BE HALF SIZE: Design Development (DD) 25%: Identify all design calculations. Identify all existing condition, utilities and utility requirements. Complete applicable DD Checklist requirements Preliminary Estimate Design Development (DD2) 50%: Address all comments from the DD1 Submission review. Complete applicable DD Checklist requirements Updated Estimate Design Development (CD1) 95%: Address all comments from the DD2 Submission review. Design all finishes if applicable Finalize required submittals. Complete CD1 Checklist Updated Estimate Contract Documents (Bid documents) 100%: Submit a complete document of all contract requirements including final estimate. The Cover Page shall be submitted for approval signatures. If necessary, update and submit until approved by the VA. Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process. Provide copies of the Autocad files. Part IV - Construction Period Services: Review and provide concise recommendations on all submittals, shop drawings, product data, samples, RFI s (Questions & Clarification Requests), change order proposals, etc. in accordance with Construction Period Services section of this statement of work. Services shall include third party asbestos monitoring, if needed, that will be performed during construction by a VA Certified Asbestos Air Sampler. Services shall include providing record drawings based on finalized contractor red-line as-builts. Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, supported by written recommendations of any problems or litigation encountered in past based on firsthand knowledge. Review all submittals and provide recommendations to the VA within ten (10) calendar days. Review and provide replies to contractor generated RFIs when required by the Project Manager/COR within seven (7) calendar days. Review contractor's cost estimates and provide recommendations to the VA. Attend preconstruction conference (teleconference i.e. MS Teams) Make site visits on requests of the VA and prepare written reports to include agreed upon changes in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA. Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.) Prepare as-built drawings on original set with A/E s stamp, based on record drawings that the contractor kept during construction. Transpose contractor s as-builts to AutoCAD (.dwg) and provide a set of updated as-builts on CD within 30 days to the Project Engineer. Final drawing submittal will include hard copies as described for other submissions as well as a CD clearly labeled with the project name, number and submittal date containing: Folder labeled bid documents All specifications bound in one (1) word document (make sure spec sections are separated by page breaks and that new sections start on right hand page) All drawing sheets in one .pdf file. Folder labeled DWGs with subfolders containing engineering disciplines (Architectural, MEP, Structural, Civil, etc.) which includes the .arj file (for every discipline) to launch and organize the drawing file system and make all drawings the current project inside of AutoCAD. Folder labeled PDF sheets containing separate .pdf documents for each discipline. Folder labeled cost estimate containing a copy of the final construction cost estimate documents. Folder labeled calculations containing final calculation documents. Folder labeled specifications with a word document for each spec section. Folder labeled misc for IH reports, materials testing, VPDES permit, soils tests, sustainability checklist, etc. Upon construction completion, red line drawings will be furnished to the A/E to prepare as built drawings. Final as built drawings will be furnished as master building drawings in a project manager format prescribed by the VA. The A/E shall review and approve all specified equipment and installation submittals and shop drawings. During construction, the A/E shall allow for a minimum of six (6) site visits as directed and scheduled by the COR. The A/E shall also attend the final inspection and provide the COR with an itemized punch list. Part V Construction Period Site Visits: Visit the site at the request of the VA in accordance with section Site Visits in the scope of work. The total number of site visits during the construction period is estimated to be a minimum of 6 for this project, which may be finalized after selection of the A/E and during negotiation of the proposal. Each site visit shall be documented through a field report denoting the purpose and results of the site visit. Attend preconstruction conference (teleconference i.e. MS Teams) Make site visits on requests of the VA and prepare written reports to include agreed upon changes in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA. Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.) ARCHITECT-ENGINEER DESIGN SCOPE OF WORK CENTRAL VA HEALTH CARE SYSTEM (CVVHS), RICHMOND, VIRGINIA, 23667. PROJECT NO: 652-23-105 PROJECT NAME: Campus Wide Camera System Replacement ESTIMATED CONSTRUCTION MAGNITUDE: Between $250,000 and $500,000. 1. SUMMARY OF SERVICES Provide professional Architect/Engineer (AE) necessary to create an acceptable and within budget design to replace the existing outdated campus security camera system with a new up-to-date and future proof security camera and storage solution that effectively monitors all areas of the Richmond VAMC campus Services required of this A/E contract shall include, but are not limited to: Part I Preparation of Existing Conditions and Conceptual Design Investigative Services: Preparation of existing conditions plan and schematic design SD (15%) which includes site investigation for existing architectural space, electrical, electronics/ security, and telecommunications. The site investigation includes the entire campus contained within the campus boundaries. Perform project site investigation in accordance with the Site Investigations section of this scope of work. Part II Preparation Drawings and Specifications Design Development: Preparation and submission for VA review interim design development document packages DD1, and DD2. Design development packages shall be submitted in accordance with the terms of the Design Package Submission Schedule section of the Scope of Work. Packages shall contain a complete set of documents as specified in the Design Requirements/Submissions section of this scope of work. The A/E shall develop a design necessary to meet the requirements listed in the Project Scope section. Design services shall include the following disciplines: architectural, electrical, electronic/security, and telecommunications. Part III Preparation of Drawings and Specifications - Construction Documents Preparation of construction bid documents, CD1(95%), CD2(100%) and BD (Final Bid Documents) at the completion of the design development process in accordance with the Design Package Submission Schedule section. Final construction document packages shall contain a complete set of documents as specified in the Design Requirements/Submissions section of this scope of work. The AE shall finalize the design that meets the requirements in the Project Scope section of this scope of work and the construction budget. Design shall include the following engineering services: architectural, electrical, electronic/security, and telecommunications. Part IV - Construction Period Services: Review and provide concise direction on all submittals, shop drawings, product data, samples, RFI s, change order proposals, etc. in accordance with Construction Period Services section of this statement of work. Services shall also include: Commissioning for Security Camera system in lieu of a VA hired 3rd party agent. Providing record drawings based on finalized contractor red-line as-builts. Part V - Site Visits: Visit the site at the request of the VA in accordance with section Site Visits in this scope of work. The AE shall respond on site within a two-hour period when requested. A total of thirteen (13) site visits during construction shall be included. Each site visit shall be documented through a field report denoting the purpose and results of the site visit. 2. PROJECT SCOPE 2.1 General Requirements AE is responsible for providing all services necessary for design of this project i.e. demolition, architectural, electrical, electronics/ security, and telecommunications. AE will review needs identified by the Integrated Project Team for the area under consideration for design and provide recommendations. A minimum of three approaches that address the identified needs will be presented to the VA for review. This project shall be phased to minimize the impact to the Medical Center and patient care. Prior to submission of Schematic Design material, the AE shall meet with the VAMC s COR to discuss any proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The AE shall be responsible for documenting the phasing requirements. The AE shall provide an evaluation, cost estimate, and conceptual approaches to determine the feasibility of completing the project within project budget for each of the three options submitted. Disadvantages and advantages will be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility). At the CD1 (95%) design submission, the AE shall finalize a construction plan showing temporary conditions for construction, per phase, to ensure general conditions, life safety and infection control requirements are designed, identified and specified including: Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting: requirements for how negative the space must be maintained (in inches of water) requirements for negative air monitoring and alarming negative air achievement during construction by capping all HVAC ducts in the area denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo) denote any temporary construction barrier wall and construction entry door/frame types and ratings for separation of construction areas to other areas (all barriers between construction areas and other areas shall be maintained with a minimum of a one-hour fire barrier until final installation of ceiling and sprinkler system). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas. identify contractor laydown area, trash, delivery, and pedestrian/construction routes. identify temporary utilities for contractors use as necessary identify and note on drawings existing exhaust or other exterior connections that can be used to maintain negative pressure within the space. identify any utilities/systems that may be impacted by construction or that may require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas Always minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed. AE shall retain the services of a registered Fire Protection Engineer to design and review the entire project for code compliance. Guidance on Fire Protection Engineer Consultant Services can be found at the following links: http://www.cfm.va.gov/til/ae/fp_engr.doc http://www.cfm.va.gov/til/aeDesSubReq.asp At the CD-1 (95%) design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The AE shall incorporate all comments into the design prior to finalizing the design. 2.2 Specific Requirements Provide professional engineering services for the design and construction administration replace the outdated existing security camera system with a new up-to-date and future proof security camera network and video storage solution. Work shall include the establishment of the design documents that will include, but is not limited to, the following project tasks/items: Establishment of project requirements based up local VA personnel input and in accordance with VA design guidance (see Section 5.0). The area of consideration is included as Attachment G Project Location Plan. Work shall be phased in order to maintain existing camera coverage. Extensive site survey to document the existing camera system and all support equipment. Working with the IPT to determine the extent of coverage for each building on the campus and the extent of exterior coverage. All existing camera systems and ancillary equipment, cables, conduit, etc. not reused for the new system shall be indicated for demolition as part of the design. Installation of the new security camera system network and all necessary ancillary items necessary to have a complete and usable solution that meets VA requirements. The estimated cost of construction for this project must always be within the programmed construction Estimated Construction Magnitude of between $250,000 and $500,000. If during the design process the estimated cost of construction exceeds the budget, the A/E is to immediately notify the VA and work with the IPT to reduce the scope of the design to bring the project within the construction budget. Once measures to reduce the estimated cost are finalized the A/E shall provide a summary of the changes to the design scope for VAMC and VISN 6 approval. 3.0 SITE INVESTIGATIONS 3.1 As-Built Investigations The AE will make site visits as necessary to survey and document all existing conditions. The AE shall make site visits, as required, to determine the existing as-built conditions of areas contained in this project. Information, including drawings and other documentation, provided to the AE shall be used as reference only. Original as-built and historical drawings are available upon request. The AE shall verify all as-built condition related to this project despite the presence of as-built drawings. The AE shall coordinate visits with the COR as assigned at the NTP. The AE shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. AutoCAD background drawings may be provided by the VA upon request and shall be used as reference only. The AE shall field verify every physical aspect that relates to the project using onsite investigation methods. 4.0 DESIGN PACKAGE SUBMISSION SCHEDULE The AE shall submit review packages, so they are received on the day noted in the schedule below. Attachment Tasks/Submissions Schedule Duration Calendar Days Completion Date - Calendar Days after NTP Initial Investigation - Integrated Project Team (IPT) meeting 1 day 14 days A Generate/Submit Schematic Design SD (15%) (3 options) 35 days 49 days IPT Review 28 days 77 days B Design Development DD1 (35%) design submission 28 days 105 days IPT Review 21 days 126 days C Design Development DD2 (65%) design submission 28 days 154 days IPT Review 21 days 175 days D Construction Documents CD1 (95%) design submission 28 days 203 days IPT Review 21 days 224 days E Construction Documents CD2 (100%) design submission 28 days 252 days IPT Review 14 days 266 days F FINAL Construction Bid Documents BD submission 14 days 280 days The issuance of the NTP may be performed virtually and will be an introduction of the AE team to the IPT. The IPT will consist of at a minimum, the following members: Impacted administrative services Engineering (safety, biomed and M&O) OIT VA Police Other members of the medical center who have vested interests in the design, compliance and accreditation for the medical center. The period between the NTP and the initial IPT meeting shall be used for the AE to gather data/information to be well prepared to discuss their design intent and to ensure project requirement/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services. AE will be required to attend and take minutes at each IPT meeting. Minutes will be submitted electronically to the COR and Contracting Officer within five (5) calendar days of each meeting. AE is responsible for documenting through meeting minutes all comments received at the IPT on-site reviews including but not limited to written, typed, drawing mark-ups, verbal etc. The first five working days of the IPT review time will be for the VA to determine minimum acceptability of the design submission. If the VA finds the design submission to be unacceptable, the AE will be required to resubmit the submission. The VA review time will not be impacted and shall remain the same number of allotted days with the first five working days for the VA to determine acceptability of the design submission. The AE will be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete submission is defined as a submission lacking any piece of information outlined in Attachments A F of this SOW, or failure of submission to include a required item as outlined by PG-18-15, Volume C. All documents submitted shall comply with the CAD standards contained in the VA Building Information Model Standards. 5.0 DESIGN REQUIREMENTS/SUBMISSIONS 5.1 General Requirements The AE shall submit complete review package in accordance with the following requirements and guidelines outlined in PG 18-15 A/E Submission Requirements, Vol. C and in accordance with this scope of work. Please pay specific attention to the schematic, design and construction submission requirements. As appropriate depending upon the complexity of the design, the AE may elect to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects) Deliver all design packages in person directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery. Include all information required for each submittal as outlined in Program Guide PG-18-15, Volume C and as modified in the Attachments A F, with the attachments taking precedence. AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at the Office of Construction and Facilities Management, Technical Information Library. As a minimum, design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above: PG-18-1 Master Construction Specifications PG-18-3 Design & Construction Procedures PG-18-4 Standard Details and CAD Standards H-18-8 Seismic Design Handbook (Seismicity = Low, Risk Category = IV, Site Class = D, Seismic Design Category = C, Component Importance Factor, Ip = 1.5) PG-18-10 Design Manuals PG 18-12 Design Guides PG-18-15 Minimum Requirements for AE Submissions Infrastructure Standards for Telecommunication Spaces, v3.1 Physical Security and Resiliency Design Manual Telecommunications and Special Telecom Systems Design Manual Cost Estimating Requirements AE Quality Alerts AE Design Alerts 5.2 Cost Estimating The AE shall manage the execution of the project within the VA programmed construction budget. The entire AE design team will take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development. 5.2.1 Cost Estimate Objective Cost estimates for the base bid shall be within the VA programed construction budget. If the cost estimate is outside of the construction budget, the AE is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get estimate within the budgeted construction cost and providing design documents that correspond accordingly. Design submissions with cost estimates outside of the construction budget are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programed construction budget and not less the 90% of the VA programed construction budget. All cost estimates costs shall be escalated to the midpoint of the expected construction period. 5.2.2 Recapitulation The AE shall provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet will be required for each bid packages (deductive alternates). 5.2.3 Level of Detail The level of detail of the estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Project estimates will include all elements within the contractor s bid such as insurance, bonds, hazardous abatement and any other such items. 5.2.4 Timing of Submission Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The AE is responsible for managing workflow and communications to ensure that this can be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that will affect cost. 5.3 Deductive Alternates The AE shall provide a design identifying a minimum of 10% of the construction budget as deductive alternates. The project must remain within the construction budget with all deduct alternatives in place. Each alternate shall be progressively deductive in nature and shall be non-scope impacting. The VA and AE shall work collaboratively to ensure project remains viable for medical center operations within the allotted budget. The VA will have the final determination on the AE recommended bid deducts. Items removed as bid deducts shall be evaluated to determine impacts to the remainder of the design. Certain bid deducts could require a separate design to keep the design intent viable. Items identified as yes in question 1 of the below decision tree shall not be removed as bid deductive alternates. Items identified as yes in question 2, 3, or 4 of the below decision tree shall not be removed as bid deductive alternates without explicit consent from the Contracting Officer through the facility Chief Engineer. Items identified as no in question 4 shall not be included as part of the construction project, however, utilities and site prep for such equipment (or future equipment) is permissible. 5.3.1 Decision Tree Is the item necessary to meet requirements for an occupied building? This includes all governing code required items, such as fire alarm. If yes, the item is to be funded within the construction project. If no, proceed to question 2. Is the item covered by OCFM's Master Construction Specifications PG-18-1, Divisions 1 through 10, 13 through 26, or 28 through 48? If yes, the item is to be funded within the construction project. If no, proceed to question 3. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Division 27 and not IT equipment*? If yes, the item is to be funded within the construction project. If no, proceed to question 4. Is the item covered in OCFM's Master Construction Specifications PG-18-1, Number 12 31 00, 12 32 00, 12 34 00, or 12 36 00? If yes, the item is to be funded within the construction project. If no, then the equipment must be funded by the facility s respective equipment fund from medical care appropriations. *IT equipment includes: computers, monitors, keyboards, docking stations, phones, printers, scanners, etc. Cabling and raceways for IT equipment is not included as part of IT equipment. Other Non-IT equipment includes: physical access control systems, data closet racks, WI-FI (both patient and medical), temp track, testing and punch down of the information systems etc. 5.4 VA Information Security Requirements 5.4.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 5.4.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or taskorder. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies an...