C211--589A4-27-100, Correct Structural Deficiencies

PRESOLICITATION NOTICE Request for Architect Services (A/E) 330 submission Solicitation: 36C25526R0136 Correct Structural Deficiencies Project No. 589A4-27-100 CONTRACT INFORMATION This A-E Services requirement is being procured in accordance with the Brooks Act (Public Law (PL0582) and implemented in accordance with the Federal Acquisition Regulation (FAR) Subpart 36. Firms will be selected for negotiation based on demonstrated competence and qualifications for the required work. This procurement is restricted to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. This requirement is being procured in accordance with the VAAR 836.606-71 as implemented in FAR Subpart 36.6. This is not a Request for Proposal, and an award will not be made with this announcement. This announcement is a request for SF 330 s from qualified Architectural and Engineer (A&E) contractors that meet the professional requirements. The selection criteria for this acquisition will be in accordance with FAR 36.602-1, evaluation factors are listed below. The completed SF 330 will be evaluated by the Columbia VAMC Evaluation Board in accordance with FAR 36.602-5(a) and the selection report shall serve as the final selection list, which will be provided directly to the Contracting Officer. Negotiations will be conducted beginning with the most highly qualified firm. 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. The contract is anticipated to be awarded no later than August 2026. Award of any resultant contract is contingent upon the availability of funds. No solicitation document is available and no other information pertaining to project scope, etc. is available at this time. Any request for assistance with submission or other procedural matters shall be submitted to Jeanette Mathena and Kelsey Eagle via e-mail to: jeanette.mathena@va.gov and kelsey.eagle@va.gov. Personal visits to discuss this announcement will not be allowed. The NAICS Code for this procurement is 541310 A/E Services and the small business size standard of $12.5 Million. Award of a Firm Fixed Price contract is anticipated. Anticipated time for completion of design is estimated at 180 calendar days including time for VA reviews. The A/E firm shall also be required to perform construction services if award of a construction project contract is made. DATABASE REGISTRATION INFORMATION: VERIFICATION OF STATUS OF APPARENTLY SUCCESSFUL OFFEROR THIS ACQUISITION IS 100% SET-ASID FOR QUALIFIED SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS AE FIRMS INCOMPLIANCE WITH FAR 52.219-14 and VAAR 852.219-73. ONLY BUSINESSES VERIFIED AND LISTED IN THE VENDOR INFORMATION PAGES DATABASE, https://sam.gov/content/home SHALL BE CONSIDERED. SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Registrations require that federal contractors register in the System for Award Management (SAM) database at https://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. THE EXCLUDED PARTIES LIST SYSTEM (EPLS): To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Sam Excluded Parties List System (EPLS) located at https://sam.gov/ for each person providing services under this contract. Further the contractor is required to certify that all persons listed in the qualifications package have been compared against the EPLS list and are NOT listed. During the performance of this contract the Contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities. E-VERIFY SYSTEM: Companies awarded a contract with the federal government shall be required to enroll in E-Verify within 30 days of the contract award date. They shall also need to begin using the E-Verify system to confirm that all of their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54) 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).  Must include in Part I Section H an organizational chart of the firm (excludes consultants) and a design quality management plan. Submission information incorporated by reference is not allowed. All submissions must be in pdf and emailed. Completed package shall be delivered on or before June 03, 2026 by 2:00PM CST to the following email address: jeanette.mathena@va.gov and kelsey.eagle@va.gov. Email subject line shall clearly identify Solicitation number: 36C25526R0136 and project name Correct Structural Deficiencies, Project No. 589A4-27-100. The 330 submission must be a pdf document and must be below 10 MG and not to exceed (60) pages. PROJECT INFORMATION This project corrects structural deficiencies related to securing mechanical equipment, piping and lighting. The facilities seismic risk category has changed from Low to Moderate Low. As a result, there are requirements for securing/bracing items in the facility that have not previously been done. This project will identify those areas and install the required supports/bracing. The Architect or architect/engineer firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. Prime contractor shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable expertise in their respective fields: 1) Project Manager, 2) Architect, 3) Structural Engineer, 4) Civil Engineer, 5) Electrical Engineer, 6) Mechanical Engineer, and 6) Cost Estimator with current experience in cost estimation for maintenance and repair to federal health care facilities. EVALUATION FACTORS: Selection criteria are in accordance with Federal Acquisition Regulation (FAR) Part 36.602-5.  Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as necessary.  SF 330 submissions including any additional pages are not to exceed sixty (60) pages. Each page cannot exceed 81/2 x 11 in size. Prospective firms are required to address all selection criteria within submitted SF330 packages using additional pages as required and SF 330 submissions including any additional pages are not to exceed sixty (60) pages. SF 330 must be submitted as a PDF and cannot exceed 10MB. Qualifications (SF330) submitted by each firm for Correct Structural Deficiencies, Project No. 589A4-27-100 will be reviewed and evaluated based on the following evaluation criteria listed below all factors are equally important: Professional Qualifications: the qualifications of the individuals which will be used for these services will be examined for experience and education and their record of working together as a team. The Architectural firm capable of preparing all design and construction documentation including, but not limited to advance planning, design, and construction oversite (including final as-built drawings) at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia MO. Prime contractor shall at least, the following licensed/registered specialty disciplines are mandatory for this project to be members of the firm, or team, with demonstrable expertise in their respective fields: 1) Project Manager, 2) Architect, 3) Structural Engineer, 4) Civil Engineer, 5) Electrical Engineer, 6) Mechanical Engineer, and 6) Cost Estimator with current experience in cost estimation for maintenance and repair to federal health care facilities. Specialized Experience and Technical Competence: Specific experience and technical skill in the type and scope of work for medical renovations to existing medical facilities, including, where applicable, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Experience and qualification of personnel proposed for assignment and their record of working together as a team. The effectiveness of proposed project team (including management structure, coordination of disciplines, subcontractors, and prior working relationships) will be examined. The qualifications for Architect, Mechanical Engineer and Electrical Engineer shall include a summary of at least five similar projects that demonstrate technical capabilities. Capacity to Accomplish the Work: The prime contractor will be evaluated to determine if it has the general workload and staffing capacity within its design office which will be responsible for the design to accomplish the work in the required time.  Prime contractor must include its certification of compliance with the limitations on subcontracting specified in 852.219-75 with its 330 submissions for SF330 proposal to be considered. Past Performance: The past performance of projects that are complete (design and construction) that the firm has designed relevant in scope to the advertised project that were accomplished with the Department of Veterans Affairs, other Government agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules will be examined. Project past performances that are older than 5 years will receive a lesser rating than those references for projects accomplished within the past 5 years. Projects that are submitted and not constructed will not be considered. Location of Design Firm: the geographic proximity of each firm to the location of the VA Medical Center will be evaluated. The mileage restriction is in compliance with FAR 36.602-1. This factor will apply to the office from which the prime contractor s business office is established. Firms within 450 miles of the medical center will receive a maximum rating. Firms more distant than 450 miles will receive a lower rating for this factor. The Government s intent is to ensure that the firm and its associated personnel working this requirement are located in the general geographic area and have knowledge of the locality. A firm located within the 450-mile area but utilizing remote workers from outside of the 450-mile area to cover this contract will receive a lower rating. Our preference is for a firm within the 450-mile area that has personnel located within the same 450-mile area. Firms may use Google Maps, MapQuest, Yahoo Maps, or Rand McNally to determine and report the distance of the office where the Prime Contractor is established. Prime contractor shall not use a subcontractor office, consultant office, or any office other than Prime Contractor s physical location established prior to publication of this notice to determine distance to the Columbia, MO VA. Claims and Terminations: record of significant claims against the firm or terminated contracts because of improper or incomplete architectural and engineering services will be examined. Reputation in A-E Community: reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. 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. Knowledge of locality: include knowledge of geological features, climatic conditions, or local construction methods that are unusual or unique to Harry S Truman VAMC, Columbia, Missouri. Contractor shall provide a completed 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction as a separate document with SF330. 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. As prescribed in 819.7011(b), insert the following clause: VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022) (a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that - (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.] (i) X  Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6. (ii)  General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (iii)  Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. (2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution. (3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following: (i) Referral to the VA Suspension and Debarment Committee; (ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and (iii) Prosecution for violating section 1001 of title 18. (b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed. (c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate. (d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award. Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror]. Printed Name of Signee: Printed Title of Signee: Signature: Date: Company Name and Address: (End of clause) Harry S. Truman Veterans' Memorial Hospital (HSTVMH) Columbia, MO SCOPE OF WORK - A/E DESIGN SERVICES for Correct Structural Deficiencies Project No. 589A4-27-100 PROJECT NUMBER: 589A4-27-100 PROJECT TITLE: Correct Structural Deficiencies DESIGN TIMEFRAME: A/E shall deliver final construction documents not to exceed 180 calendar days after the Award/Notice to Proceed Letter CONSTRUCTION BUDGET/DESIGN LIMITATION The construction magnitude for this project is $2,000,000 and $5,000,000. The A/E will be required to determine a more accurate construction estimate within this budget. The A/E will also be required to incorporate bid items into the bid documents that will allow for appropriate bid deductions to remain within the budget. The entire project, including all deductions, will be designed under this project and the VA will reserve the right to execute the construction project in no or any deductions as the budget provides. All design elements must be fully functional on their own even if deductions are exercised. For design and planning purposes, the entire project and all potential deductions will be illustrated with itemized cost estimates associated with each item. In accordance with FAR 52.236-22, Design within Funding Limitation (APR 1984), the estimated Total Construction Contract Price for this project proceeding into construction documents is not to exceed the Construction budget. The A/E is responsible for designing the project within the estimated total Construction Contract Price for the Design Development and Construction Document phases of this project. If, at any time, the A/E determines that the design s construction cost will exceed the Total Construction Contract Price (TCCP), the A/E shall immediately inform the Contracting Officer in writing. Such written notifications shall include the reasons why the A/E believes the TCCP will probably be exceeded and shall offer proposed solutions to reduce the project cost to be within the TCCP. If the contracting officer determines the TCCP can be increased the design fee will not be increased unless additional scope is requested and added through the modification process. CRITERIA FOR DESIGN AND PROJECT DEVELOPMENT (as applicable to project): - Barrier Free Design Standard - Design and Construction Procedures, PG-18-3 - Design Manuals, PG-18-10 - Design Submission Instructions, Minor and NRM Projects, PG-18-15, Vol C - Standard Details. Program Guide, PG-18-4 - Equipment Reference Manual, PG-18-6 - Equipment Guide List, Program Guide PG-18-5 - Space Planning Criteria for Medical Facilities Handbook, 7610 - Uniform Federal Accessibility Standards - Signage Design Guide - Master Construction Specifications, Program Guide, PG-18-1 - VA Design Alerts - VHA National CAD Standards - National Codes and Standards (NFPA, NEC, Natl. Plumbing Code, OSHA, etc.) - Physical Security Design Manual for VA Facilities Note: The above documents can be found at the following website: http://www.cfm.va.gov/TIL/ BACKGROUND AND DESCRIPTION OF THIS CONSTRUCTION PROJECT The focus of this project will correct structural deficiencies identified in project 589A4-19-800 Correct Seismic Deficiencies , excluding shear wall improvements that were outlined in said report. For this current project, the selected A/E will have 180 calendar days to identify, classify, and design remedies for critical structural deficiencies. This effort will be accomplished through both field investigations and review of prior evaluations. Building structural deficiencies are typically classified into Major and Minor levels based on their impact on safety, load-bearing capacity, and habitability. These deficiencies represent flaws in design, construction, current condition or materials that can lead to performance issues, including catastrophic failure, if not addressed. Major Structural Deficiencies: These are significant issues in key load-bearing components: Foundation Deficiencies: Include settling, sinking, or heaving of the foundation. Signs include large stair-step cracks in masonry, diagonal cracks, and doors/windows that stick or won't close. Framing/Load-Bearing Defects: Involve undersized framing members, missing hardware, or poor-quality work during construction. Material Degradation: The weakening of materials, such as rotting wood, rusting steel, or spalling concrete, often caused by water infiltration. Water Intrusion: A major, persistent cause of structural decline, leading to oxidation in steel, rot in wooden components, and weakening of concrete foundations. Overloading: Damage caused by loads exceeding the building's original design capacity. Minor Structural Deficiencies: These are small, localized flaws that do not immediately compromise the safety or structural integrity of the entire building. Examples include small cracks in plaster, minor surface corrosion, or uneven finishes. These should still be addressed to prevent them from becoming major issues over time. Common items include: Cracks: Diagonal cracks (wider than 1/4 inch) in foundations or walls, and horizontal cracks in masonry. Movement/Settlement: Sloping and uneven floors and walking surfaces, sagging roofs, and bulging/leaning walls. Gaps: Visible gaps where walls meet ceilings or floors, indicating significant shifting. Failed Components: Deteriorating brickwork, failed gutters causing water damage, and oxidizing steel surfaces. Inadequately secured overhead appurtenances, such as pipes and ducts. Inadequately secured free-standing appurtenances, such as racks and electrical gear. Common FboNotice causes of Structural Deficiencies typically arise from: Original Design Deficiencies: Incorrect structural plans, such as missing or undersized components. Original Construction Deficiency: Poor quality work, improper installation, and not building to code. Material Deficiencies: Using inferior materials, such as defective concrete or weak timber. Operational/Maintenance Deficiencies: Neglecting repairs, allowing water to damage components, or poor drainage around the foundation. This project will evaluate and plan appropriate repairs and/or modifications to all hospital structures, equipment, and appurtenances that need structural repairs and/or fortification. This project SPECIFICALLY EXCLUDES evaluations of the HSTVAMC Parking Structure. The seismic study referenced at the beginning of this section should become a first step for this effort. Much of that study focused on seismic protections related to installing structural shear walls within the hospital. For several reasons, the priority of those construction efforts was reduced in priority. However, the referenced report also refers to certain structural integrity improvements that will be applicable to this project. SCOPE OF WORK FOR A/E The A/E will be required to provide a full set of plans and specifications that describe the entire project, including project phasing and respective deductions (if any). The VA reserves the right to execute any or all the design items as budget provides. All phases and deducts will provide itemized cost estimates associated with each task item within the respective phases and deducts. The A/E will be required to survey and investigate the entire building and examine applicable projects to identify areas where seismic requirements are not being met. The A/E firm must be capable of preparing all design and construction documentation including (but not limited to): site Investigation, planning, design, and construction services of Correct Structural Deficiencies project, including final as-built drawings. This project is at the Harry S Truman Veterans' Memorial Hospital (HSTVMH) in Columbia, MO. A/E firm shall have licensed professional architects / engineers currently registered in the State of Missouri or in a state which Missouri has recognized the A/E license. Prime A/E firm shall have, at least, the following licensed/registered specialty disciplines be members of the firm, or team, with demonstrable project-related expertise in their respective fields: 1) Project Manager, 2) Architect, 3) Structural Engineer, 4) Civil Engineer, 5) Electrical Engineer, 6) Mechanical Engineer, and 6) Cost Estimator with current experience in cost estimation for maintenance and repair to federal health care facilities. All final design and specification products shall: meet all applicable/current building codes, VA standards, VA Design Manuals, and VA Design Guide standards, be designed to meet the Interagency Security Committee and other relevant physical security guidelines, meet EPA and USDA requirements. IMPORTANT NOTE: The A/E s SF330 Submission should strictly adhere to the SF330 requirements and the additional SF330 requirements outlined at the end of this document. A 40-page submission limitation will be strictly enforced. Non-conforming proposals may not be considered. SITE INVESTIGATION 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 help 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 to verify the owner's existing documents and as-built drawings. Any modifications that are required to be made because of the site review shall be communicated to the VA and corrected by the A/E firm. All site investigations shall be completed during the site investigation phase. SCHEMATIC The A/E shall do several visits (minimum of 3) to the facility to meet and discuss with the Integrated Project Team. An agreed to and solid schematic design is the foundation for a successful design. The first meeting will be to do an initial site visit and hear the needs, wants and desires of the VA FM staff. The second meeting will be to present initial project ideas in a Major/Minor format. Appropriate schematics with A/E providing their pros/cons to each will also be provided. This visit is to be a working visit with the A/E having the ability to make changes, display these visually and provide some immediate feedback. During this visit, the discussion of phasing needs to begin with the VA providing the priority areas The third meeting shall depict the schematic result from meeting two, also depicting the phasing plan. During this meeting final schematic and phasing shall be finalized and agreed to with the A/E providing a final schematic with phasing one week after this meeting. DESIGN DEVELOPMENT The DD phase defines the spaces where work will be performed and the details of the work to be performed, in a logical presentation format. All designs shall be in accordance with A/E Submission Instructions for Minor and NRM Construction Program, Program Guide PG-18-15, Volume C. Mechanical, plumbing, electrical, and fire and safety systems must meet current codes and standards, including VA Standards. Any modifications to space and utilities will be designed to meet the Interagency Security Committee s and other relevant physical security guidelines. The completed project shall achieve LEEDS certification (actual certification will NOT occur). As necessary, the A/E shall provide a life safety code analysis of the proposed design in coordination with the existing adjacent functions to verify the proposed design does not generate any compliance issues. This is to include during the various phases. The A/E shall provide a certification that the Correct Structural Deficiencies Project is a stand-alone project and does not require any follow-on project to make the space suitable for its intended occupancy. CONSTRUCTION DOCUMENTS A/E firm shall complete such further investigations to develop the accepted design development documents into working drawings and specifications for issuance through the competitive bid process. A/E firm shall provide a complete construction plan detailing all phases and sequencing of construction to minimize the impact on the facility. In most instances, copies of the VA Master Construction Specifications will be available from the Office of Construction & Facilities Management TIL website, which will be edited and incorporated in the project specifications. In those instances, where copies of the VA Master Construction Specifications are not available, the A/E shall develop the specification for incorporation into the project specifications. Copies of design guides, space criteria, room finishes, and other VA guidelines are also available on the Internet. It is required that the A/E design in accordance with VA guidelines as these guidelines supersede any other industry guidelines. It is important to note that all specification sections are thoroughly edited to maintain uniformity of formatting and structure. All spec writer notes must be removed. Working drawings and specifications shall be provided for construction within the National Fire Protection Association Code, VA Standards, and other applicable national codes. the A/E shall package bid documents necessary to solicit, bid and award the construction of this project. A/E will provide a 1 to 2-page scope of work summary of the project to the contracting officer when 100% design documents are complete. The A/E shall provide a signed memorandum stating that this project has been designed as a standalone project. The VA shall provide this memorandum for signature. A/E firm shall provide two (2) copies of such drawings, copies of construction cost estimates, and specifications developed. Drawings shall be one (1) full size (36 x48 ) copy and one (1) half size (18 x24 ) copy and a set of specifications to the VA, and one (1) half size (18 x24 ) copy and a set of specifications to the contracting officer. Specifications should be hard copy and pdf format. Deliverables shall include: Site Investigation 1 Electronic PDF copy of site investigation findings. Schematic Submission (minimum of three layouts) (35%): 1 Electronic PDF copy of drawings, and cost estimate. Design Development Submission (60%): 2 Complete hardcopy sets- 1 full size, 1 half-size (Delivered to COR); 1 Hardcopy set of specifications 1 Electronic PDF copy of drawings and specifications (specs both in combined PDF and Word file); 1 Electronic AutoCAD and Revit copy of drawings, and cost estimate. Construction Documents Submission (90%) 2 Complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copy of specs (Delivered to COR); 1 Complete hardcopy set- 1 half-size, 1 hard copy set of clean specs (Delivered to Contracting Officer); 1 Hardcopy cost estimate (Delivered to Contracting Officer); 1 Electronic PDF copy of drawings. 1 Electronic combined PDF and Word copy of specs. 1 Electronic copy of cost estimate. A third-party life safety review will be conducted on the 90% submittal, with comments provided to the AE for corrections. This review is provided by the VA. As part of this submission the A/E shall provide a written narrative describing the overall scope of the construction project as well as any pertinent information about the project that would assist potential bidders in preparing a comprehensive bid package. This narrative is intended to be a general description of the project not to exceed two written pages in length. Construction Documents Submission (100% FINAL BID Documents) 2 Complete hard copy sets- 1 full size, 1 half size, 2 sets of bound specifications (Delivered to COR); 1 Hard copy cost estimate (Delivered to COR); 1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word); 1 Revit model(s); 1 Complete hard copy set- 1 half-size drawing, 1 bid set of specs (Delivered to Contracting Officer); 1 Hard copy cost estimate (Delivered to Contracting Officer). Conformed Drawings/Specifications: In the event changes are made during bidding process, AE shall develop and provide 3 complete hard copy sets- 1 full size, 2 half size (1 half size mailed to the contracting officer) and 2 sets of conformed specifications (1 mailed to the contracting officer as well as an electronic conformed set of drawings based on the bid item(s) taken.) As-Built (Record) Drawings 1 Complete hard copy full size set 1 Electronic copy in PDF, 1 Electronic AutoCAD with bound x-refs and REVIT model. A/E shall plan for the following design and review meetings as part of the Scope of Work. Meetings itemized in this Supplement B as on-site below are required to be completed at HSTVMH. All other review meetings may be conducted utilizing a web-based meeting program. Notice to Proceed will be a teleconference between the Contracting Officer, COR and AE firm. This serves as the start of the project. The Initial Kickoff Meeting/Site Investigation will be held with the HSTMVH engineering staff. This meeting will be intended to provide onsite familiarization with the project. Kickoff meeting will be onsite with facility personnel. This will be a broad overview of the project, laying out perimeters and boundaries prior to meeting with the Integrated Project Team (IPT). Immediately following this kickoff meeting, there will be a meeting with the IPT. This meeting is to gather the desires from the IPT as to what they would like to see in the design, flow concerns, etc. During the IPT meeting the AE will determine the current workflow and utilize lean design principles to develop proposed schematic design options. Site investigation shall occur during this time frame as well. A summary of site investigation findings shall be provided to the VA at the end of site investigation. Schematic Design: Schematic Design (SD) has been split into three distinct parts SD1, SD2, & SD3. Each SD shall include a detailed efficiency review. SD1 (Schematic Design Part 1, Initial SD) AE shall provide three (3) distinct SD layouts for VA review based on meetings with the IPT. A brief written synopsis containing the pros and cons of each shall also be provided within 20 days of the initial meetings. The VA will conduct a review of the SD layouts with the IPT and provide the AE comments within 5 days of receiving SD1. An onsite meeting with the user group will occur to discuss the submission of SD1, provide feedback and hear issues/concerns. SD2 (Schematic Design Part 2) The AE will review the VA comments and submit two (2) revised SD layouts to the VA within 20 days of the user meeting as part of SD2. If VA comments from SD1 provide a clear design path, only a single design for SD2 is required. If a clear path forward was not determined during SD1, two separate revised designs shall be submitted as part of SD2. The requirement for one or two revised schematic designs will be indicated on the return of SD1 in the approval comments. The VA will review the new SD layouts for 5 days. A virtual meeting with the user group will occur to discuss the submission of SD2, provide feedback and hear issues/concerns. SD3 (Schematic Design Part 3, Final SD) The AE will make a final SD layout submission for VA approval within 20 days of the user meeting The VA will review for 5 days and a teleconference to discuss will be had. This teleconference shall, pending results of SD3, provide the final input and approval. The VA must provide SD approval prior to moving into any formal DD work. All submissions during this phase shall be digital (pdf, word, excel). Design Development (DD-35%): AE shall provide to the VA 35% Design Development documents within 20 days of receiving schematic design approval. A/E Design Submissions shall comply with the VA A/E Design Submission Requirements as found in the VA Technical Information Library (TIL). HSTMVH will provide comments and guidance following each design review session. All meetings shall be held at the HSTMVH in Columbia, MO The VA will review DD submission for 5 days. A joint on-site review will be conducted between the AE and the VA. The VA must provide DD approval prior to moving into any formal CD work. Design Development (DD-60%) AE shall provide the VA with 60% construction documents within 20 days of approved DD documents. Drawings shall depict all as a minimum: all walls, wall type, life safety, MEP, and phasing. The VA will review the CD-60% submission for 5 days. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-60% approval prior to moving into any formal CD-90% work. Construction Documents (CD-90%) AE shall provide the VA with 90% construction documents within 20 days of approved CD-60% documents. This submission should allow construction contractors to bid from. The VA will review the CD-90% submission for 5 days. A joint onsite review will be conducted between the AE and the VA. The VA must provide CD-90% approval prior to moving into any formal CD-100% work. Construction Documents (Final-100% Bid documents) AE shall provide the VA with 100% construction documents within 10 days of approved CD-90% documents. 2 Complete hardcopy sets- 1 full-size, 1 half-size, 1 hard copy of specs (Delivered to COR); 1 Complete hard copy set- 1 half-size drawing, 1 set of clean specs (Delivered to Contracting Officer); 1 Electronic copy of drawings (PDF & AutoCAD) and specifications (combined PDF & Word); 1 electronic copy of cost estimate. 1 Hard copy cost estimate (Delivered to COR); 1 Hard copy cost estimate (Delivered to Contracting Officer). 1 Revit model(s); AE shall address/correct any comments found in 100% documents that were not corrected from 90% review and correct and resubmit 100% Bid Documents within 5 days. AE shall provide all bid documents in electronic pdf format. All files shall be broken into volumes no more than 10MB each. Construction Bid Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work. Conformed Construction Set Conformed Construction Set (drawings and specifications) shall be stamped/sealed by licensed architect and/or engineer licensed to perform the work. Conformed Construction Set shall be provided prior to start of construction and incorporate all addenda to date from bid RFI, clarifications, etc. This is intended to provide a set of drawings For Construction to differentiate between any bid documents or developmental progress drawings. Meetings: The project COR and/or CO will conduct all meetings with the assistance of a designated lead member of the A/E team. The A/E should prepare a meeting agenda and submit it for review by the COR prior to the meeting. Upon approval of the agenda items, the A/E will distribute the agenda or coordinate with the COR for distribution and electronic meeting scheduling. Meeting agenda must include: 1. The project name and VA project number. 2. The date, time, and location of the meeting. 3. Teleconference information for attendees that cannot be physically present. Teleconferencing may be set up through the A/E s internal conference system or coordinated with the COR for use of the web-based teleconferencing system. The A/E may not include cost of teleconferencing in their proposal for either Part I or Part II services. 4. Previous meetings past action items, associated responsible party, date item was initiated, expected completion date and status/notes or date closed. The A/E is responsible for documenting meeting minutes and distributing meeting minutes for conferences, teleconferences, review sessions, progress meetings within three (3) days after the event. Meeting Minutes must be documented: The project name and VA project number. The date of the meeting. The date of issue for the Meeting Minutes. The list of attendees with names, represented organization and email. A distribution list including names, organization and email of recipients. Outstanding action items from previous meetings with associated responsible party, date item was initiated, expected completion date and status. New action items generated by the meeting with associated responsible party, date item was initiated, expected completion date and status/notes. Meetings for Schematic Design and Design Development with the Project Manager and IPT shall be presented in a forum allowing all members of the team to easily view the drawings, participate in discussion and unify the team s comments into a single focus. The A/E will coordinate with the COR for appropriate conference space at HSTVMH. The A/E is to provide any needed audio-visual equipment needed for presentation. HSTVMH policies do not allow non-VA equipment such as laptops, tablet computers, USB drives, external hard drives or other devices that may present a security risk to Government systems. Total contract design duration shall not exceed PROJECT 180 DAYS calendar days, SUBMISSION SCHEDULE: NTP/Kickoff Meeting 1 day Meeting with HSTMVH leadership/IPT 1 day Site Investigation 1 day Schematic Design Schematic Design SD1 20 days SD1 VA Review 5 days SD1 Meeting 1 day Schematic Design SD2 20 days SD2 VA Review 5 days SD2 Virtual Meeting 1 day Schematic Design SD3 20 days SD3 VA Review 5 days SD3 Virtual Meeting 1 day Design Development Design Development (DD-35%) 20 days Design Development VA Review 5 days Design Development (DD-60%) 20 days Design Development VA Review 5 days Construction Documents Construction Documents (90%) 20 days Construction Documents Review 5 days Construction Documents (100%) 10 days Construction Documents Review 5 days Sealed Final Bid Documents Submission 3 days Allowance for Federal Holidays during Design Duration 6 days If SD2 or SD3 are not needed, overall submission schedule shall be lessened by equivalent number of days not needed. Included as part of this package is the standard A/E submission guide for minor projects, Program Guide, PG-18-15, Volume C. In addition to completing a detailed review of the attached document, the A/E shall log onto the VA website for the Office of Facilities (http://www.cfm.va.gov/til/) and comply with all rules and regulations related to design requirements for NRM and Minor projects. If there are any conflicts between the rules and regulations as listed on the website and the outline provided above, the rules and regulations on the Office of Facilities website shall govern. It is the responsibility of the A/E to visit and download this documentation. The contract will include Construction Services and Site Visits. A/E FEE DETERMINATION: The A/E is to present their fee proposal for evaluation and negotiation in the following format: Submit completed Price Proposal on NCO 15 Form 10-6298. The spreadsheet is to have the work broken out in hours by position, by discipline, and by design phase. Include a list of the number of drawings required for each design phase broken out by drawing type per discipline to the Contracting Officer and COR. Include a letter of understanding with the price proposal that presents a detailed understanding of Supplement B and includes a breakout of travel costs. Provide an outline of the Quality Assurance/Quality Control actions that your firm will take during the design process and construction period. Monthly QA/QC reports are required, including actions taken to maintain project quality, schedule and budget, and will be submitted with project invoices using the NCO 15 invoice format. Correction of the A/E s Errors and Omissions, including required site visits to ascertain remedial action, is included in scope of services at no additional cost to the VA. ESTIMATE SUBMISSION REQUIREMENTS General - the A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction, which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same date as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. Simply stated, this means that 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. Use of Forms - VA Form 10-6238, Estimate Worksheet: This form serves two purposes: (a) to show the division of cost between labor and material for each cost item; and (b) to extend the level of detail of an estimate beyond square foot cost summaries. The estimated costs shall include all labor, materials, mobilization, overhead, insurance, and applicable contractor markup. A/E may utilize their estimate worksheets if approved in advance by the VA. Contracting officer requirements - in addition to submissions to the COR, the A/E shall submit ALL construction cost estimates also to the Contracting Officer. The final construction cost estimate delivered with the 100% specifications and drawings shall be marked For Official Use Only and be signed and dated by the Architect. This document will be used as the Independent Government Estimate (IGE) for construction period services. PROMOTION OF FULL AND OPEN COMPETITION A/E agrees to assure specifications are not restrictive. Specifications will be based on performance criteria when possible and will not be used by brand names. If an occasion arises that use of a brand name is necessary, the A/E will provide a justification including: Why the particular brand must be used or why a specification cannot be written (Proprietary design, etc.). The criteria of alternate items must be met to be considered equal. In the event it is necessary to pre-qualify major components the A/E will advise the Contracting Officer of such, so that the necessary action can be taken to establish a Qualified Products List. In addition to requirements of the special provisions, a certification will be provided stating the solicitation is not restrictive; it has been written to provide full and open competition; and will list at least three manufacturers who can supply major components or systems of the project. CONSTRUCTION SERVICES Construction period services may start immediately following design completion or may extend up to 5 years after the Notice to Proceed of design. For the duration of the construction contract, the A/E shall: Attend the pre-bid construction conference(s). The Construction Period will commence with the award of the Construction Contract(s) and will end with the completion of close-out documents. The A/E shall act in an advisory and consultant capacity to the Contracting Officer and Contracting Officer s Representative. They shall not be the representative of the Contracting Officer on the construction site and shall make no such representation to the Construction Contractor(s) without the specific written approval of the Contracting Officer. The A/E shall have no authority to approve any construction means or methods of work of the Construction Contractor. The A/E shall provide submittal review with final approval being required by the COR. The A/E shall provide prompt responses to all RFIs issued by the construction contractor. Provide periodic site review. These reviews should be documented, and all findings provided to the COR within 3 business days of the review. The A/E shall provide Submittal Exchange or equal (to cover both design and construction), the means necessary to submit large electronic files to VA recipients. Files over 10 MB may not be transmitted through the VA email system. File transfer protocol websites (FTP) are prohibited for use by VA employees. Service should be provided through construction period services and allow use by construction contractors. Submittal Exchange or equal shall be active from start of project until 6 months after completion of construction project. AS-BUILT DRAWINGS The construction contractor shall furnish the A/E with a marked-up set of prints showing all changes made during the construction period. The A/E shall incorporate into the drawings all changes marked up by the contractor or COR. The A/E shall also incorporate any changes made by solicitation amendments, construction modifications or supplemental information provided to the contractor. These are due to the VA within 30 days of receipt of redline drawings from the construction contractor. A/E firm shall submit one (1) complete set of record drawings provided on disc using AutoCAD in a version acceptable to the VA and .pdf format. Models should be provided in a Revit version acceptable to VA. Layering should be per format already built into the program. CONSTRUCTION DOCUMENTS INTERPRETATION The A/E, when requested, shall assist the contracting officer and the contracting officer s representative (COR) to interpret the construction documents and recommend any actions they deem suitable for the satisfactory prosecution of the construction work. The A/E shall prepare any supplemental drawings, specifications or other documents that may be required to clarify or supplement the construction documents at no cost. The A/E shall assess the preparation of the construction contract modifications initiated by or through the VA to be executed in accordance with the construction documents. CONTRACTOR'S COST PROPOSALS The A/E shall review all Government initiated and or the construction contractors cost proposals for construction modifications when requested by the COR. The A/E s review of cost proposals shall include an independent breakdown of costs in detail with quantities and unit prices. This shall be true for both additions and deductions of labor, materials, and equipment. SHOP DRAWINGS AND SUBMITTALS The A/E shall check Government furnished and/or the Construction Contractor's shop drawings, detail drawings, schedules, descriptive literature and samples, testing labor atory reports, field test data and reviewing the color, texture and suitability of materials for conformity with the design concept and construction documents. The A/E shall recommend approval, disapproval, or other suitable disposition. They shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the A/E will, through the COR, request the Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the A/E shall review all prior submittals for related components of the system before acting on a single component. The A/E may be required to hold joint reviews with the VA technical staff on complicated system submittals. The A/E shall notify the COR in writing of all deviations from the requirements of the construction documents that they have found in the Construction Contractor's submittals. Such responsibility shall be carried out with reasonable promptness to cause no delay. Submittals should take no more than 7 working days to review. Requests for Information should be responded to as soon as possible but no longer than 72 hours. A/E shall attend by phone/teleconference for a weekly project progress meeting to review project status and outstanding issues throughout the construction period. SITE VISITS AND INSPECTIONS OF CONSTRUCTION WORK A/E firm shall provide representatives to make periodic site visits during the construction to provide additional support to the VA in managing the contract. Site visits shall be at a fixed cost per site visit. General Site Visits: Provide 3 Pre-bid Conference: Provide 1 Final inspections, at completion of each phase where the VA must accept work done by the contractor. Formal documentation will be required for all site visits. A site inspection report which includes the purpose of the inspection, items reviewed, deficiencies observed, recommendations and additional actions required, shall be furnished to the COR within three working days of the site visit. Record of site visits will be in accordance with, Special Provisions of the Contract. Only registered architects and engineers who are thoroughly familiar with the project may make these site visits. The A/E shall observe the construction and advise the COR of any deviation or deficiencies. Prospective firms are reminded that travel costs shall be within the Federal Travel Regulations (FTR) allowances and in accordance with FAR 31.205-46 Travel costs. The FTR contains regulations related to per diem, travel, transportation allowances, and certain other allowances. https://www.gsa.gov/travel-resources ; State: Missouri , City: Columbia , County: Boone . The A/E will be expected to do a final inspection and prepare a punch-list anytime the VA will be expected to accept a portion or all the space. The C&A requirements do not apply, and a Security Accreditation Package is not required. IMPORTANT SF330 INSTRUCTIONS FOR THIS SUBMISSION All submissions shall follow the SF330 instructions (OMB Control No. 9000-0157, exp date 1/31/2027). As provisioned in SF330, the individual agency instructions for this submission are as follows: Part I-Section A: No changes to the SF330 Instructions. Part I-Section B: No changes to the SF330 Instructions. Part I-Section C: No changes to the SF330 Instructions. Part I-Section D: No changes to the SF330 Instructions. Part I-Section E: The following page limits for each member are as follows: Project Manager One (1) page Architect One (1) page Structural Engineer One (1) page Civil Engineer One (1) page Electrical Engineer One (1) page Mechanical Engineer One (1) page Cost Estimator One (1) page Part I-Section F: The following limits apply: Limit the list of projects presented in this section to three (3) projects, each being described on one (1) page. All projects presented must be similar in nature to the project being submitted on and demonstrate expertise in the field and working relationships with proposed subconsultants. Part I-Section G: No changes Part I-Section H: Only two (2) additional pages will be permitted. Part I-Section I: No changes to the SF330 Instructions. Part II shall remain a single page form, completed by the A/E. Additionally, up to two (2) page cover letters may be submitted with the required SF330 information.