C219--Project 629-24-103 AE Install Bariatric Capable Patient Lifts throughout SLVHCS

SEE AMENDMENT 0001 ISSUED 1/18/2023 36C25623R0037 Page 2 of 2 1. Contract Information: A-E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) 36.6. All submissions will be evaluated in accordance with the evaluation criteria listed herein. The Government will not pay, nor reimburse, any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work. The NAICS Code for this acquisition is 541330 and the applicable Small Business Size Standard is $22.5M. The area of consideration is RESTRICTED to a 600-mile radius of the VA s Southeast Louisiana VA Health Care System (New Orleans VAMC), 2400 Canal Street, New Orleans, LA 70119, in which either the A/E Firm s Primary or already established Auxiliary/Satellite Office must be located. Note: The 600-mile radius will be measured by one or more of the nationally recognized commercial free on-line mapping services from the Primary or already established Auxiliary/Satellite Office Address to the above VA address (shortest driving distance option). In-order to use the address of an already established Auxiliary/Satellite Office, the A/E Firm must have employees of their firm who are currently (before and at the time of SF330 submission) physically located at the Auxiliary/Satellite Office and are on the A/E s Payroll not employees of an actual or proposed subcontractor or on the payroll of an actual or proposed subcontractor. Contract Award Procedure: The proposed A/E services will be obtained by a Negotiated Firm-Fixed Price Contract. Interested parties shall ensure current Licensing and have a current registration in the System for Award Management (SAM) database at https://www.sam.gov/portal and the Vendor Information Pages database at https://www.vip.vetbiz.gov/ as well as have submitted the current cycle VETS-4212 (formerly called VETS-100) Report per the requirements located at https://www.dol.gov/vets/vets4212.htm. Failure of a proposed SDVOSB to be certified by the VA s Center for Verification and Evaluation (CVE) at the time the SF 330 is submitted shall result in elimination from consideration as a proposed contractor. SDVOSB Requirements: In accordance with VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, a service-disabled veteran-owned small business concern agrees that, in the performance of the contract, at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other service-disabled veteran-owned small business concerns. c. Design Costs: All offerors are advised that in accordance with VAAR 836.606-73(a) the total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs will be provided to the most highly qualified AE firm selected to complete the design. The magnitude of construction (not design) of this project is between $1,000,000 and $2,000,000. SELECTION CRITERIA: The selection criteria for this acquisition are listed below. Note: Each Evaluation Factor below is to be specifically addressed not only through the submission of the SF330s but also in Narrative Format to clearly show how each Evaluation Factor is formally addressed. Factors 1, 2, 3 are most important and of equal importance and Factors 4-7 are less important and are in descending order of importance. Professional qualifications necessary for satisfactory performance of required services. Minimum submission of qualifications to include Structural Engineer, Architect and Electrical Engineer. Specialized experience and technical competence in the type of work required. This to include working in an existing hospital environment and preparing documents for the phasing of construction work. Extent to which potential contractors identify and commit to the use of service-disabled veteran-owned small businesses, veteran-owned small businesses, and other types of small businesses as subcontractors. Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates shall be included as an evaluation criterion when construction period services is included in the statement of work for A-E services. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. Please address each of these areas individually. The Government reserves the right to also check any applicable data bases for information concerning Past Performance on contracts. Capacity to accomplish the work in the required time to include the available capacity of key disciplines to perform the work. Location in the general geographical area of the project and knowledge of the locality of the project. SUBMITTAL REQUIREMENT: This project is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under VAAR 852.219-73, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2022). All original Standard Form (SF) 330 packages and Narrative Information shall be submitted to: VA Gulf Coast Veterans Health Care System Network Contracting Office (NCO) 16 Attn: Tammy Saxon Reference No.: 36C25623R0037 400 Veterans Ave, Bldg. 5 Room 1A102 Biloxi, MS 39531 (a) All SF 330 submissions shall be clearly marked with the subject line displaying the Solicitation Number 36C25623R0037 The SF 330 may be downloaded from www.gsa.gov/forms. Completed SF 330 s shall include the primary firms, subcontractor firms, and any consultants expected to be used on the project. All submissions shall be in black and white no color submissions please. (b) Firms that meet the requirements listed in this announcement are invited to submit via email to contact@example.gov ONLY. A copy of the completed SF 330 including Parts I and II as described herein, to the above email address no later than 4:00 P.M. (CST) on Tuesday, January 30, 2022. FAX OR MAILED SUBMISSIONS WILL NOT BE ACCEPTED. Late submission/proposal rules found in FAR 15.208 will be followed for submittals/proposals not received by the exact date and time listed above. (c) Interested firms shall address each of the seven (7) Selection Criteria in their SF 330 s and additional documents/submittals. Interested firms shall limit the Narrative Information to support all seven (7) Evaluation Factors to seven (7) pages total (beyond the SF330s). Any additional Narrative Information past seven (7) pages total will not be considered. Failure to provide Narrative Information to support each of the seven (7) Evaluation Factors may negatively affect the interested firms Factor(s) Rating and subsequently their Overall Rating and Standing. THIS IS NOT A REQUEST FOR PROPOSAL. THERE ARE NO SOLICITATION DOCUMENTS AVAILABLE. This is a request for SF 330s Architect/Engineer Qualifications packages only. Any requests for a solicitation will not receive a response. This requirement is subject to Availability of Funds. PROJECT INFORMATION: Department of Veterans Affairs Southeast Louisiana Veterans Health Care System 2400 Canal Street, New Orleans, LA 70119 A/E Design for Install Bariatric Capable Lifts throughout SLVHCS Statement of Work I. General Requirements/SOW 1. PROJECT DESCRIPTION 1.1. Background: The current VA facility was constructed as a hospital to address the Veterans patient care needs in the New Orleans, Louisiana area. As part of the original construction, spaces within the hospital facilities currently have patient lifts capable for a patient total weight maximum of 450 pounds. Recent inspections have found the Campus to be deficient of bariatric patient lift capabilities, minimum 800-pound patient load. This project will provide the necessary infrastructure to accommodate bariatric patient lifts capable for a weight maximum up to 1,000 pounds. 1.2. Scope of Work: The Contractor (A/E, Architect Engineer) shall provide all design services to include labor, supervision and resources required to achieve the following: 1.2.1. The contractor shall provide all labor, materials, tools, expertise, and supervision necessary to Design a project to provide bariatric capable patient lifts throughout Southeast Louisiana Veterans Health Care System (SLVHCS). 1.2.2. There is a requirement for a total of 39 new bariatric capable patient lifts (1,000- pound weight maximum) throughout the Campus. Refer to attached Bariatric Room Request List for further clarification of spaces on Campus as part of this scope of work. 1.2.3. The current quantity and location of existing 450-pound patient lifts are installed in the following spaces: (8) Building M - Community Living Center (CLC), (1) CBOC Baton Rouge, (6) Buildings D, E and F Diagnostics & Testing, (8) Buildings B and C Inpatient. 1.2.4. The current quantity and location, where no lifts exist, of new project required bariatric capable patient lifts: (15) Buildings D, E, F and G Diagnostics & Testing Imaging. 1.2.5. This project shall include design and additions to the existing infrastructure to accommodate a weight maximum load of 1,000 pounds. A Structural Engineer shall examine the existing structures and supports as required for this added structural point load. A determination shall be made if the existing structural supports currently installed are adequate for the new loads or will require modifications of materials and further design. This shall be noted in the design drawings and calculations. 1.2.6. Refer to attachments (15) of images of a typical existing hospital patient lift installation for equipment and structural components. 1.2.7. Refer to attachments (21) of existing hospital drawings, existing patient lift cutsheets and existing structural drawings. 1.2.8. The existing hospital patient lift system was provided by Prism Medical, Handicare Model C-450. Kelly Taylor, +1 (555) 000-0000, contact@example.gov. Inquiries may be made for further information to help assist in the integration of design of construction documents for the new bariatric capable patient lift system. 1.2.9. The A/E Contractor shall develop 35%, 65% & 100% plans and specifications for review and approval by the VA. The minimum submission requirements for VA review are noted in VA Program Guide PG-18-15, Volume C. 1.2.10. The A/E contractor shall submit fully developed and stamped construction documents (drawings, specification, cost estimate) upon approval of 100% CD submission. 1.2.11. Place of Performance: Southeast Louisiana Veterans Health Care System (SLVHCS), 2400 Canal Street, New Orleans, LA 70119 1.2.12. Period of Performance: The Contractor (A/E, Architect Engineer) shall complete all designs and documents required under this SOW in 123 calendar days upon issuance of the Notice-To-Proceed. Work on site shall begin no more than ten (10) calendar days after notice of award. Work at the Government site is permissible on Federal holidays or weekends, but subject to approval by Contracting Officer s Representative (COR). 1.2.13. Recognized Federal Holidays *: New Year s Day Martin Luther King Jr. Day President s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day *Note: Federal Holidays that fall on a Saturday will be observed the Friday prior. Holidays that fall on a Sunday will be observed the Monday following. 1.2.14. The estimated construction duration time frame is 270 calendar days. 1.2.15. Cost Range: The anticipated total cost range (estimated cost of construction) for this project is between $1,000,000 and $2,000,000. 2. CONTRACT AWARD MEETING 2.1. The Contractor (A/E, Architect Engineer) shall commence work only when the Contracting Officer (CO) has conducted a kick-off meeting and a Notice to Proceed has been issued. 3. DEFINITIONS 3.1. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer. 3.2. VA Project Engineer/Contracting Officer's Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR is responsible for protecting the Government's interest in the execution of the construction contract work. His duties include surveillance of all construction work to assure compliance with the contract documents, approval of changed work, approval of all submittals, samples, shop drawings, etc. 3.3. Firm-Fixed Price (FFP) Contract: This term, as used herein, refers to the Contract(s) to perform all provisions and implementation of the project. 3.4. Contractor (A/E, Architect Engineer): This term, as used herein, refers to the Contractor (A/E, Architect Engineer) under this contract or the FFP team. 3.5. National Electric Code (NEC) 3.6. National Fire Protection Association (NFPA) 3.7. American Society of Heating, Refrigerating, and Air-Conditioning Engineers (ASHRAE) 3.8. American Society of Mechanical Engineers (ASME) 3.9. American Society of Safety Engineers (ASSE) 3.10. Occupational Safety and Health Administration (OSHA) 3.11. American Society for Testing and Materials (ASTM) 3.12. Veterans Affairs (VA) 3.13. The Joint Commission (TJC) 3.14. Construction Documents (CD) 3.15. Design Development Documents (DD) 3.16. Schematic Design Documents (SD) 4. GENERAL REQUIREMENTS 4.1. For every task, the Contractor (A/E, Architect Engineer) shall identify in writing all necessary subtasks (if any), associated costs by task, and associated sub-milestone dates. The Contractor (A/E, Architect Engineer)'s subtask structure shall be reflected in the technical proposal and detailed work plan. 4.2. All written deliverables shall be phrased in layman s language. Statistical and other technical terminology shall not be used without providing a glossary of terms. 4.3. The construction phase of the project will be executed in accordance with the final VA approved construction drawings but is subject to the availability of funds. 4.4. All designs developed under this contract shall adhere to the current editions of the following: TJC, OSHA, or as otherwise noted the Master VA Specifications and VA Directives. 4.5. The construction contractor employees shall be fully trained, qualified and licensed (if applicable) to install patient lifts. This is a specification item for A/E. 4.6. Design Guidelines: 4.6.1. The Architecture/Engineering (A/E) firm shall comply with JCAHO, VA design guidelines (including VA handbook 0730), VA Design Alerts and VA Master Specifications. VA related information is available on the Internet at following URL: http://www.cfm.va.gov/TIL. These documents are comprehensive and may require considerable A/E time to review and edit as appropriate, and as specifically relevant to the project. The A/E shall ensure that all designs are in compliance with these guidelines. Where deviation from guidelines is required, the deviation shall be discussed, resolved and approved by the COR before design decisions are finalized. 4.6.2. The Contractor (A/E, Architect Engineer) shall deliver the requirements as specified in this statement of work. The Contractor (A/E, Architect Engineer) for this design shall provide all necessary investigation, verification of as-built conditions, development of specifications, development of cost estimates, development of construction documents, and contract administration for the execution of the project referenced above. The A/E shall review all product submittals for construction plan compliance, offer recommendations to the VA concerning all submittals, conduct site visits, review requests for information (RFI), maintain and produce accurate post construction documents for submission to the VA. 4.6.3. The A/E firm will coordinate all designs with the COR. The COR will coordinate meetings with other Medical Center personnel and will accompany the A/E to such meetings. Work will include verification of existing conditions, generation of construction documents including design of protective barriers, infection control, and interim life safety measures as required by The Joint Commission (TJC or JCAHO) to maintain the current level of life safety. 4.6.4. Design documents shall incorporate proper construction phasing of work to allow for the concurrent usage of adjacent spaces with minimal shutdowns during construction. Construction documents shall be structured to phase the work as required to minimize impact on the existing activities in the facility. 4.6.5. The Contractor (A/E, Architect Engineer) shall include the services of licensed Architects and Structural Engineers as appropriate for the project. Final construction contract documents shall bear the stamp and seal of the responsible design/engineering professionals. 4.6.6. The A/E is responsible for producing a complete set of drawings, design narrative/analysis, calculations, and specifications in accordance with professional standard practices and VA criteria. 4.6.7. A/E shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. 4.6.8. Verify all existing dimensions, structural components and equipment requirements for a complete system when design is complete. 4.6.9. Design drawings shall include any demolition drawings required to complete the scope of work. 4.6.10. Design shall be in accordance with the VA Master Specifications. Refer to attached specifications provided with this solicitation that shall be a part of this contract and design documents. 4.6.11. The Contractor (A/E, Architect Engineer) shall, at each submission, date all material and present the designs on VA standard size drawings that are appropriately labeled, "DESIGN DEVELOPMENT SUBMISSION , or CONSTRUCTION DOCUMENT SUBMISSION , in large block letters above or beside the VA standard drawing title block. In each submission, the A/E shall incorporate the corrections, adjustments, and changes made by VA at the previous review. 4.6.12. The A/E, with input from the VA, shall develop the design to meet the budget constraints as noted in the COST RANGE section of this SOW. Should the developed design exceed the established budget, the A/E, through approval of the VA, shall develop deduct options that shall bring the design within the anticipated budget but still achieve the overall design intent of the project. Such deduct options shall be captured in the GENERAL REQUIREMENTS section of the bid specifications. 4.7. Drawings Criteria 4.7.1. All drawings shall meet applicable national codes and VA criteria. Drawings shall be 1/8" = 1'-0" scale except for detail drawings which shall be not less than 1/4" = 1'-0". Drawings shall be provided in AutoCAD 2022. Specifications shall be provided Microsoft Word. The A/E will provide two (2) full size sets of completed bound hard-copy drawings and bound specifications (including VA provided General Conditions) for bidding purposes. Provide one (1) read only FINAL, construction document CD. VA guide specifications are available from the Internet from the VA Office of Facilities, Technical Information Library at URL: http://www.cfm.va.gov/TIL/VA furnished guidelines (available from the internet) are listed in supplement "B" to SF 252. 4.8. Drawing and Specification Format: 4.8.1. Intent: The Southeast Louisiana Veterans Health Care System will be making all contract documents available to bidders on the System for Award Management (SAM) SAM.gov web site. 4.8.2. Requirements: All contract drawings shall be provided to the Southeast Louisiana Veterans Health Care System in AutoCAD (.dwg) format and PDF format for all drawing submissions and for final construction documents. 4.9. Document Reviews: 4.9.1. Schematic Documents (35%) 4.9.1.1. Specifications: Furnish one (1) copy typed and bound in final format, to include the contract special provisions for each project. Provide index pages as required. Furnish an electronic PDF copy to the VA. 4.9.1.2. Drawings: Furnish one (1) full-size set of drawings, including all necessary details and schedules for project. Furnish an electronic PDF copy to the VA. 4.9.1.3. VA Review period will not exceed seven (7) calendar days. VA review period is inclusive of total design contract period. 4.9.2. Design Development Documents (65%) 4.9.2.1. Specifications: Furnish one (1) copy typed and bound in final format, to include the contract special provisions for each project. Provide index pages as required. Furnish an electronic PDF copy to the VA. 4.9.2.2. Drawings: Furnish one (1) full-size set of drawings, including all necessary details and schedules for project. Furnish an electronic PDF copy to the VA. 4.9.2.3. Estimate: Furnish one (1) complete and detailed construction estimate for the project. Follow general guidelines indicated below in the "ESTIMATE" portion of the work statement. 4.9.2.3.1. ESTIMATES: 4.9.2.3.1.1. The A/E firm will make use of the construction budget to derive the 65% and 100% construction cost estimates. All estimates shall be current as of the date of submission escalated to the date of award. Show unit quantity, unit measure, unit cost, and total cost of labor and materials for each subheading. Electronic spreadsheet format is suggested. All costs will include insurance, taxes and applicable subcontractor markup. Use wage rates that reflect current Davis Bacon wages for the locations where work will occur. Price, materials, and equipment at the Contractor (A/E, Architect Engineer)'s purchasing level. Sales tax, when applicable, will be added to the material and equipment costs. Estimates should include an appropriate percentage for overhead and profit and Service Disabled Veteran Owned Small Business (SDVOSB) participation. 4.9.3. VA Review period will not exceed seven (7) calendar days. VA review period is inclusive of total design contract period. 4.9.4. Construction Document 100% 4.9.4.1. Specifications: Furnish two (2) copy typed and bound in final format, to include the contract special provisions for each project. Provide index pages as required. Furnish an electronic PDF copy to the VA. 4.9.4.2. Drawings: Furnish two (2) full-size set of drawings, including all necessary details and schedules for project. Furnish an electronic PDF copy to the VA. 4.9.4.3. Estimate: Furnish two (2) copy of the complete and detailed construction estimated for the project to include a written methodology of how the detailed construction cost estimate was arrived at. Furnish an electronic PDF copy to the VA. 4.9.4.4. VA Review period will not exceed seven (7) calendar days. VA review period is inclusive of total design contract period. 4.9.5. Construction Document Bid Documents 4.9.5.1. All final documents shall bear the stamp and seal of the responsible A/E design professionals. An electronic copy of all documents shall be provided to the VA in addition to the copies mentioned in this section. 4.9.6. All reviews must be approved by VA prior to beginning the next design phase. Redesigns that do not meet VA requirements or achieve project intent shall be completed at no cost to the Government. Redesigns as previously mentioned will not constitute justification for more time. The A/E shall be required to meet the contractual time lines established for the design described (123 calendar days). 4.10. Construction Period Services: 4.10.1. Review and comment on Contractor's submittals, shop drawings, etc., with recommendations for approval/rejection to VA. NOTE: VA is approving authority; A/E recommends subsequent VA actions. 4.10.2. The A/E shall conduct site visits, at no cost to the Government, should issues arise with implementation of the design. If the existing design should prove to be unfeasible or incapable of being implemented, the A/E shall create a new design to address the issue at no cost to the Government. The A/E shall also pay for all costs associated with any change orders that arise from the implementation of the new design. 4.11. SUPPLEMENT B TO SF 252 4.11.1. Prior to beginning design, the A/E shall review each reference listed below. The A/E and the assigned government Contracting Officer's Representative (COR) will determine which references are applicable to this design. 4.11.2. Existing VA record drawings may not indicate actual existing conditions and should be considered a guide only. At A/E s request, VA will provide appropriate record drawings. 4.11.3. VA Master Construction Specifications (PG-08-1): Table of contents. All specifications available in Microsoft Word format via Internet. 4.11.3.1. (http://www.cfm.va.gov/til/). 4.11.3.1.1. VA Construction Standards 4.11.3.1.2. VA Standard Details 4.11.3.1.3. VA List of Equipment Symbols 4.11.3.1.4. VA Design Manuals 4.12. Communication: The cost of all communications, mailings, copying and reproductions initiated by the Contractor (A/E, Architect Engineer) in providing these services shall be included in the cost proposal without additional reimbursement. 4.12.1. The Contractor (A/E, Architect Engineer) shall correspond by cloud-based software or a communication format capable of large file storage and distribution. 4.12.2. Other correspondence means such as overnight delivery or first-class mail, or other paperless transmissions are acceptable as secondary methods of communication. Scheduled submittals (DD & CD) shall be delivered by courier or overnight mail service. 5. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 5.1. Government Furnished Deliverables 5.1.1. Drawings of current SLVHCS as required for design. 5.1.1.1. Drawings shall be made available electronically as PDF and/or CAD if available. 5.2. The Contractor (A/E, Architect Engineer) shall conduct site visits to verify existing conditions. 5.3. Contractor (A/E, Architect Engineer) Furnished Deliverables 5.3.1. Complete design per statement of work. 5.3.2. All drawings submissions shall consist of the following: 5.3.2.1. Sheet size: 30 x42 shall be to scale and legible when printed at that size 5.3.2.2. Bound 5.3.2.3. CADD Format: AutoCAD 5.3.2.4. Organization: VA 5.3.2.5. CADD-Drafting Standards 5.3.2.6. Electronic (PDF and CAD file) and paper copy 5.3.3. Drawing Submission Types 5.3.3.1. Schematic Submission (SD) 5.3.3.1.1. This submission shall be approximately 35% of the completed design. 5.3.3.2. Design Development (DD) Drawings 5.3.3.2.1. This submission shall be approximately 65% of the completed design. 5.3.3.3. Construction Document (CD) 5.3.3.3.1. This submission shall be approximately 100% of the completed design 5.3.4. Specifications 5.3.4.1. Sheet size: 8 ½ x11 5.3.4.2. Word processing Format: MS Word 5.3.4.3. Organization: Master Specification with VA header and footer format 5.3.4.4. Bound 5.3.4.5. Electronic (PDF and Word file) and paper copy 5.3.4.6. Submissions shall be made with the DD and CD (65% and 100%) submissions. 5.3.5. Cost Estimate 5.3.5.1. Sheet size: 8 ½ x11 or 11 x17 5.3.5.2. Spreadsheet Format: Excel 5.3.5.3. Bound 5.3.5.4. Formats: Spreadsheet 5.3.5.5. Electronic (PDF and Excel file) and paper copy 5.3.5.6. Submissions shall be made during the DD and CD (65% and 100%) submissions. 5.3.6. Design Schedule 5.3.6.1. Sheet size: 8 ½ x11 or 11 x17 5.3.6.2. Spreadsheet Format: Microsoft Project, latest version. 5.3.6.3. Task list and Gantt Chart 5.3.6.3.1. Each design submission shall be noted. 5.3.6.3.2. Estimated construction period services shall be included. 5.3.6.4. Electronic (PDF and MS Projects) and paper copy 5.3.6.5. Schedule shall be submitted within five (5) days of award 5.3.7. Schedule of Values 5.3.7.1. AIA G703 Format 5.3.7.2. Electronic (PDF and Word) copies shall be submitted to the VA. 5.3.7.3. Scheduled of Values shall include the following at a minimum 5.3.7.3.1. Design Period Services 5.3.7.3.1.1. SD Submissions 5.3.7.3.1.2. DD Submissions 5.3.7.3.1.3. CD Submissions 5.3.7.3.1.4. Associated design review meetings 5.3.7.3.1.5. Site visits 5.3.7.3.2. Construction Period Services 5.3.7.3.2.1. Submittal reviews 5.3.7.3.2.2. Site Visits with reports 5.3.8. Progress payments 5.3.8.1. Submission Frequency: Upon approval of 35%, 65% and 100% design document submissions. 5.3.8.2. Format: Electronic (PDF), AIA G702 Form, Schedule of values completion to accompany (G703 Form) 5.3.8.3. To be reviewed by VA and approved by VA prior to submission for certification. 5.3.8.3.1. Note: Payment will be made based on work completed and presented to VA. In no part will payments for design packages be issued without a fully compliant and approved design having been submitted and accepted by VA. 5.3.9. Meeting Minutes 5.3.9.1. A/E shall keep meeting minutes and written responses to review comments within one week of the meeting conclusion or receipt of comments for all formal meetings between the A/E and the VA. 5.3.9.2. File Format: Electronic (PDF) 5.4. Site Visits 5.4.1. The A/E shall conduct site visits as part of the construction period services. For this project, the A/E shall provide two (2) site visits. 5.4.1.1. All costs associated with travel for the noted site visits shall be borne by the Contractor (A/E, Architect Engineer) and not the Government. Should all two (2) site visits later be determined by the Government as not needed, the Government reserves the right to rescind the visits and deduct the cost from the contract. 5.4.2. The Contractor (A/E, Architect Engineer) shall also conduct as many site visits and design meetings with VA as necessary to completely assess the property and develop the bid documents as requested. 6. SCHEDULE 6.1. The following is provided as a guideline and are estimated timeframes only. Timeframes may be amended and are subject to negotiations. This is based on a total of 123 Calendar Days for design. Task # Task Name Duration Description ST-01 Design Kick Off Meeting 1 Day Pre-Design kick off meeting with Contractor (A/E, Architect Engineer) staff, CO, COR, VA Police, VA Safety staff. To review policies and procedures for construction commencements at VA facilities. ST-02 Schematic Phase 30 Calendar Days Estimated ST-02.1 Schematic Design and Specification Submission (35%) 30 Calendar Days Design Document submission. Due to VA no later than 30 calendar days after issuance of Notice to Proceed. ST-02.2 VA Review 7 Calendar Days VA personnel shall conduct a separate review of the submission. VA comments shall be submitted to the A/E in writing as well as present in design review meeting. ST-02.3 Design Document Review Meeting 1 Day To be scheduled by the VA. ST-03 Design Document Phase 60 Calendar Days Estimated ST-03.1 Design Document, Specification and Construction Cost Estimate Submission (65%) 60 Calendar Days Design Document submission. Due to VA no later than 60 calendar days after submission of Schematic Design Phsae. ST-03.2 VA Review 7 Calendar Days VA personnel shall conduct a separate review of the submission. VA comments shall be submitted to the A/E in writing as well as present in design review meeting. ST-03.3 Design Document Review Meeting 1 Day To be scheduled by the VA. ST-04 Construction Document Phase 30 Calendar Days Estimated ST-04.1 Construction Document, Specification and Construction Cost Estimate Submiss...