C1DZ--460-26-001 Renovate Exterior of Main Hospital

Page 13 of 13 ACQUISITION INFORMATION: The Wilmington Department of Veterans Affairs Medical Center located at 1601 Kirkwood Highway, Wilmington DE, 19805 is seeking professional Architect and Engineering (A&E) services for Project No. 460-26-001, Renovate Exterior of Main Hospital Design. This announcement is being issued in accordance with the Selection of Architects and Engineering firms (Public Law 92-582) and implemented in the Federal Acquisitions Regulations (FAR) Part 36. Architectural and Engineering (A&E) firms permitted by law to practice the professions of architecture or engineering are requested to send one copy of an SF 330 (7/2021 Edition) and CD from qualified and eligible firms classified as 100% SERVICE DISABLED VETERAN OWNED SMALL BUSINESS CONCERNS. Firms will be selected for negotiation based on demonstrated competence and qualifications for the required work. This is not a Request for Proposal and an award will not be made with this announcement. This announcement is a request for SF 330s from qualified firms that meet the professional and set aside requirements listed in this announcement. Contract Award Procedure: Interested A&E Firms should e-mail a PDF SF330 document to Hanna Karmazyn at Hanna.Karmazyn@va.gov by 3:00 PM, EST, June 22, 2026. A&E firms shall be registered at www.sam.gov and www.vetbiz.gov. If available, please include your firm's VetBiz.gov SDVOSB status verification. Failure of a proposed SDVOSB A&E firm to be certified by the CVE at the time of the SF330 is submitted shall result in elimination from further consideration for award. Following an evaluation of the qualifications and performance data submitted, three or more firms considered to be the most highly qualified firms to provide the type of services require may be chosen for interviews. After interviews, the most highly qualified firm will be issued the solicitation and requested to submit a proposal. The Government will not pay, nor reimburse, any costs associated with responding to this announcement. The Government is under no obligation to award a contract as a result of this announcement. A&E Firms will be selected based on demonstrated competence and qualifications for the required work. NAICS 541330 and size standard $25.5M apply. The award of a Firm Fixed-Price contract is contemplated and is subject to the availability of FY26 funding. The construction magnitude is between $250,000.00 and $500,000.00. A/E Evaluation Factors I. Experience and Past Performance a. Healthcare Planning Experience Provide a brief overview of the firm s history and experience in healthcare planning. Include at least 5 relevant projects. Add emphasis on exterior renovations, ADA accessibility upgrades, and work performed in active medical facilities requiring phasing. b. Federal Contract Experience Demonstrate experience with federal contracts, especially VA projects. Include familiarity with VA TIL, and maintaining facility operations during construction. II. Design Team Proposed for This Project a. Qualifications of Key Personnel Provide resumes (max 10) showing experience in healthcare and federal projects. Include experience with ADA compliance, site design (grading/drainage), and life safety. b. Subconsultants Provide qualifications of subcontractors, especially for civil/site work, industrial hygiene, and fire/life safety. c. Design Approach Describe approach to ADA, NFPA Life Safety Code, infection control, and exterior material selection. III. Technical Approach Describe approach to incorporating ADA, NFPA Life Safety Code, energy conservation, and site improvements. Include understanding of renovating an active hospital entrance, maintaining safe access, and minimizing disruption through phasing. IV. Proposed Management Plan a. Project Management Approach Describe approach to schedule, budget, risk management, and communication. b. Work Plan and Deliverables Provide plan to meet design milestones (25%, 75%, 100%, final) and ability to meet submission dates. c. Compliance Standards Demonstrate knowledge of NFPA, NEC, OSHA, and other applicable codes. d. VA Specific Standards Demonstrate familiarity with VA requirements, TIL, and PDT process. V. Location and Knowledge of Local Area a. Firm Location Provide office locations and ability to support site visits and response times. b. Local Knowledge Demonstrate knowledge of Wilmington VAMC, local construction conditions, and factors impacting cost and schedule Wilmington, DE VA Medical Center Wilmington, DE 19805 A/E SCOPE OF WORK For Renovate The Exterior Of Main Hospital Project No. 460-26-001 Bid Documents/Final Report Ready By: 180 days after NTP -- Services -- Provide: Professional A/E and healthcare planning services to include but not limited to: Site investigation architectural, structural, mechanical, electrical, and environmental services. Contract drawings and specifications for construction. 3rd Party Cost Estimates Construction period services - review of submissions, provide recommendations regarding contractor change proposals, visit site per VA's request and add to drawings as-built conditions from contractor's record drawings; A/E will respond on site within a two-hour period when requested. Infection Control Risk Assessment Meet all of the requirements as outlined in VA Program Guide PG-18-15 (Volume C), A/E Submission Instructions for Minor and NRM Construction Program. Reference at https://www.cfm.va.gov/cfm/til/index.asp -- Project Scope -- GENERAL: This project consists of the renovation of the main exterior entrance of Building 1 at the Wilmington VA Medical Center. Work includes demolition, redesign, and reconstruction of entrance features and installation of a new ADA-compliant handicap ramp. SPECIFICS: Evaluate and redesign entrance plaza, sidewalks, and approach paths and associated roadways Design ADA-compliant ramp including slopes, handrails, landings Improve drainage, grading Upgrade exterior finishes, railings, entry features and any architectural façade as deemed necessary Maintain facility operations during construction Identify and correct life safety deficiencies and provide phasing plan if necessary All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at https://www.cfm.va.gov/cfm/til/index.asp and https://wbdg.org/ffc/federal-facility-criteria. The A/E will follow VA design guides and provide revised and improved specifications based on the VA standard specifications. . Other Specifics: AutoCAD files of existing design will be provided for use. Phase all work in coordination with Hospital staff to minimize down-time to areas affected by the project. Construction Waste Management, s to be included. Design to maintain all infection control/ dust prevention measures. List all Permits necessary to complete the project. Consolidate all necessary submittals by specification section on an excel spreadsheet. Checklist to be utilized to track/ monitor submittal process. All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at https://www.cfm.va.gov/cfm/til/index.aspThe A/E will follow VA design guides and provide revised and improved specifications based on the VA standard specifications. -- Site Investigations -- EXPECTATION: A/E will make site visits as necessary to survey existing conditions. Make site visits as required to determine existing as-built conditions affecting this project. Provide any structural, architectural, electrical, and mechanical investigative work including all interior and exterior, of both existing and designed systems necessary to ensure the accuracy of the design. Prepare any measured drawings of existing systems of facility required to ensure the accuracy of the design. Provide a CIH to evaluate the impacted building areas for asbestos. Wilmington VA has an asbestos survey which will need to be verified. Provide a CIH to evaluate the impacted building areas for lead based paint. Exterior window frames have not been tested for lead based paint, but exterior doors have and several did test positive. NOTE: Information including drawings and other documentation provided to the A/E is used as reference only. All additional references and specifications are available in VHA s Technical Information Library at address http://www.cfm.va.gov. AutoCAD background drawings will be provided by the VA upon request. The A/E shall field verify all dimensions. A/E shall field verify every aspect that relates to the project. Coordinate site visits with the Project Engineer. -- Environmental/Occupational Safety and Health (EOSH) -- EXPECTATION: All projects and project designs shall contain language that addresses all applicable EOSH requirements. Regulatory Compliance EOSH requirements for work performed at the above location can be found in: Volume 29 of the Code of Federal Regulations, Part 1910 Occupational Safety for General Industry Volume 29 of the Code of Federal Regulations, Part 1926 Occupational Safety for The Construction Industry Volume 40 of the Code of Federal Regulations Protection of The Environment Volume 49 of the Code of Federal Regulations, Part 397 Transportation of Hazardous Materials Title 7 of the Delaware Code Conservation Title 16 of the Delaware Code Health and Safety Specifications The VA Master Construction Specifications contain work procedures and material requirements designed to meet regulatory compliance requirements.  Whenever possible, the Master Construction Specifications must be used as the basis for project designs. A complete list of these specifications can be viewed at the following website: https://www.cfm.va.gov/cfm/til/index.aspSpecifications which address EOSH requirements include, but are not limited to -- Design Review Schedule -- EXPECTATION: Submit review packages so they are received on the noted day. SUBMISSIONS: Submit review packages so they are received on the noted day (calendar days after NTP) or earlier: Notice to Proceed Day 0 (0 days) Initial Meeting with Stakeholders Day 14 (14 days) Design Development Document Submission (25%) Day 44 (30 days) PDT Review Meeting (25%) Day 58 (14 days) Design Development Document Submission (75%) Day 93 (35 days) PDT Review Meeting (75%) Day 107 (14 days) Design Development Document Submission (100%) Day 152 (45 days) PDT Review Meeting (100%) Day 166 (14 days) Contract Documents Submission (Final) Day 180 (14 days) Note: The issue of the NTP will be the first PDT Meeting. A/E will be required to attend and take minutes of each Project Design Team (PDT) Meeting. Minutes will be submitted electronically to the Project Manager and Contracting Officer within three calendar days of each meeting. -- Specification Requirements -- -- Design Requirements/Submissions -- EXPECTATION: Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov. 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 elect to delete individual submissions where they are not required (i.e. Do not address Site Development, Landscaping for interior renovation projects) DELIVER: All design packages directly to the Project Engineer on the established dates to allow the VA to review. A transmittal letter is required to go to the Contracting Officer on the same day as delivery. Include all information as follows and as outlined in the attachments for each submission. Information required for each submittal is outlined in Program Guide PG-18-15 Volume C May 2006. The manual is available at the following address: http://www.cfm.va.gov 25% Design Development Submission: Attachment A 25% Submission Requirements Checklist of Requirements for the 25% Design Development Submission. Define the design elements based on the selected option and submit all information required by VA Program Guide PG-18-15 (25% Design Development) Identify Working Drawings scope within construction budget Identify impact of existing asbestos Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code. Identify all design calculations Identify all existing utilities and utility requirements Identify all potential bid deduct alternatives Identify all phasing requirements for construction to minimize impact on medical center operations Design all finishes, required submittals 75% Design Development Submission: Attachment B 75% Submission Requirements Checklist of Requirements for the 75% Design Development Submission. Address all comments from the 25% review. Define the design elements based on the selected option and submit all information required by VA Program Guide PG-18-15 (75% Design Development) Identify Working Drawings scope within construction budget. Finalize impact of existing asbestos Develop plans and marked up specifications to meet all applicable federal and state codes/requirements, including but not limited to OSHA, DER, EPA, NEC, NFPA 101 Life Safety Code. Identify all design calculations Identify all existing utilities and utility requirements Identify all potential bid deduct alternatives Identify all phasing requirements for construction to minimize impact on medical center operations Design all finishes, required submittals Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process. Present energy modeling and financial impacts using various types of windows for consideration. Develop Infection Control Risk Assessment (VA EC-43) A/E shall utilize the services of the Network 4 Fire and Safety Consulting firm to conduct a fire and life safety peer review of the project. The A/E shall provide the Project Engineer with a complete copy of the 75% documents for submission to the consulting firm. The designated firm will return comments to both the A/E and the VA Project Engineer prior to the corresponding review meeting. 100% Design Development Submission: Attachment C 100% Submission Requirements Checklist of Requirements for the 100% Design Development Submission. Address all comments from the 75% review. Design all finishes, required submittals Consolidate all necessary submittals by specification section on an Excel spreadsheet. Checklist to be utilized to track/monitor submittal process. Revise and update cost estimate Preparation of project scope for advertisement and account for any bid deduct alternatives developed in the 75% design submission Finalize all design calculations Finalize all potential bid deduct alternatives Finalize all phasing requirements for construction Finalize Infection Control Risk Assessment (VA EC-43) Address all comments from the VISN Safety and Fire Protection Review Contract Documents (CD) Submission: Attachment D Submission Requirements Submit a complete document set of all contract requirements. The Cover Page shall be submitted for approval signatures. If necessary, update and submit until approved by the VA. ATTACHMENT A Deliver the following (labeled with 25% Design Development Document Submission) and include this attachment as a checklist with your submission: 25% Design Development Submission Requirements 3 copies of a narrative report forwarding the design development 25% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis, document the dates, times, places, names of surveyors, existing conditions of systems surveyed, all field observations, as well as A/E design recommendations. Report shall also contain sample catalog cut sheets of new equipment to be installed in the design. Shall include IH Report - Task 1 as per Attachment F and F1. 3 sets of all drawings updating all previous comments required by project, produced on AutoCAD 2025 software. 2 copies of updated itemized cost estimate by spec section and trade (labor, material and equipment) 2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. 1 copy of drawings in AutoCAD 2025 and .pdf format and specifications in the newest version of Microsoft Word (CD) Include one copy of full view of 3d model renderings of all aspects of the project ATTACHMENT B Deliver the following (labeled with 75% Design Development Document Submission) and include this attachment as a checklist with your submission: 75% Design Development Submission Requirements 3 copies of a narrative report forwarding the design development 25% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis, document the dates, times, places, names of surveyors, existing conditions of systems surveyed, all field observations, as well as A/E design recommendations. Report shall contain sample catalog cut sheets of new equipment to be installed in the design. Report shall include energy modeling reports with financial impacts of various window types. Shall include IH Report - Task 1 as per Attachment F. 3 sets of all drawings updating all previous comments required by project produced on AutoCAD 2025. software. 2 copies of updated itemized cost estimate by spec section and trade (labor, material and equipment). 2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. 3 copies of Infection Control Risk Assessment. 1 additional copy each of the custom edited VA Master Specifications and drawings as specified above are to be delivered to a third party fire and life safety firm on the same dates as delivered to the Project Manager. A letter of transmittal signifying delivery will be forwarded to the Project Manager. A/E shall utilize the services of the Network 4 Fire and Safety Engineer, to conduct a fire and life safety peer review of the project throughout the design. Comments resulted from the peer review shall be incorporated into the design at no additional cost. 1 copy of drawings in AutoCAD 2025 and .pdf format and specifications in newest version Microsoft Word (CD) Include one copy of full view of 3d model renderings of all aspects of the project ATTACHMENT C Deliver the following (labeled with 100% Design Development Documents Submission) and include this attachment as a checklist with your submission: 100% Design Development Submission Requirements 3 copies of a narrative report forwarding the design development 75% submission addressing items listed in the design requirements and any additional A/E recommendations. The report should include identifying potential bid deduct alternatives, recommended construction phasing based upon discussions with the program manager, and any design calculations or analysis, document the dates, times, places, names of surveyors, existing conditions of systems surveyed, all field observations, as well as A/E design recommendations. Report shall also contain sample catalog cut sheets of new equipment to be installed in the design. Shall include IH Report - Task 1 as per Attachment F. 3 sets of all drawings updating all previous comments required by project produced on AutoCAD 2025 software. 2 copies of updated itemized cost estimate by spec section and trade (labor, material and equipment). 2 copies of custom edited VA Master Specifications of sections to be used for this project and a master submittal list identifying all the submittals required to be submitted by the contractor for review. 3 copies of the Infection Control Risk Assessment. 2 copy of drawings in AutoCAD 2025 and .pdf format and specifications in newest version of Microsoft Word (CD) Include one copy of full view of 3d model renderings of all aspects of the project ATTACHMENT D EXPECTATION: Submit complete bid document for final review prior to solicitation. Continue to submit bid documents until all changes are incorporated by the A/E for final signature prior to solicitation. Upon approval duplicate copies as required. Deliver the following (labeled with Contract Documents Submission) and include this attachment as a checklist with your submission: Contract Document Submission Requirements 1 copy of the Cover Sheet (AutoCAD) for final VA signatures. 3 sets of all drawings updating all previous comments required by project, produced on AutoCAD 2025 software for final VA review. If approved, final sets to be submitted with signed off cover sheet. 3 copies of final project specification (two bound; one loose) prepared in newest version of Microsoft Word software. Include a master submittal list in the specifications. 2 CDs containing All drawings in AutoCAD 2025 (.dwg) and in .pdf file All specifications in newest version of Microsoft Word Submittal Spreadsheet identifying all the submittals required to be submitted by the contractor for review. The list shall be organized by division and specification. Upon signature approval, provide five sets of final Contract Documents (complete with VA signed Cover Sheet). Provide two ½ size sets of final drawings. Include one copy of full view of 3d model renderings of all aspects of the project ATTACHMENT E A/E SPECIFICATIONS VA MEDICAL CENTER WILMINGTON, DE DEPARTMENT OF VETERANS AFFAIRS A/E REGULATIONS ASBESTOS ABATEMENT The A/E shall hire a Certified Industrial Hygienist (CIH) Consultant to assist in the assessment and design for asbestos abatement. The CIH shall meet the following minimum qualifications: Be certified by the American Board of Industrial Hygienists in Industrial Hygiene-Comprehensive. Have asbestos abatement experience in assessment, design, abatement, construction monitoring and decontamination clearance. His office to be as close as possible to the project location, so that he will be available to the COTR during construction on an on-call basis with a response time of one day. Will have support staff and back-up capacity to provide adequate level of support to the COTR throughout construction. The scope of work for the A/E with his CIH consultant is as follows: Preliminary (25%) Design Task 1: Review building records and interview station personnel for detection of trade name material used for the construction of the buildings, which are known to contain asbestos. Perform a visual inspection of the areas impacted and develop a sampling strategy that will yield statistically viable conclusions on extent of asbestos present. Perform this task at the first preliminary submittal and notify VA on results at 100% submission. Final (75 and 100% Reviews) Design Task 2: Collect bulk suspected asbestos samples and utilize the services of a testing lab accredited by the American Industrial Hygienists Association. Upon receiving the results determine adequacy for an assessment report. Any samples requiring further clarification, utilizing scanning electron microscopy (SEM), need to be contracted to a qualified laboratory for sample analysis. If additional samples are required, take such samples at this stage so that the maximum detection of asbestos can be achieved. This service (bulk sampling) will be at no cost. Task 3: Prepare an exposure assessment report on only the impacted areas of the modification project. Include the following information: Describe the impacted areas by sketches, room names or other means. Show or describe the location of each sample taken, its composition and identification number. Classify each impacted space as Major Abatement Minor Abatement or No Abatement areas. A Major Abatement area requires full protective measures (sealing off, change room, shower room, etc.), and all asbestos must be removed within the limits of the area. A Minor Abatement area can be decontaminated with one or more applications of the glove and bag approach. A No Abatement area requires no abatement work. For each Major Abatement area, provide quantity and cost estimates of all asbestos within the limits of the area. Quantities to be in linear feet of pipe and square feet of ceilings and walls. The cost to be derived from the quantities multiplied by a unit price. For each Minor Abatement area, provide the description, size and location of each element to be decontaminated and a cost estimate. Provide summary of the square feet of floor space for all abatement areas, the total linear and square feet of asbestos to be abated, the total cost of abatement and a preliminary schedule of completion. Include in the cost estimate any cost for decontamination. Provide an assessment on the impact of abatement on building sub-systems such as ceilings, lights, walls, carpets, pipes and equipment. Provide room-by-room description and estimated quantities of impacted items to be placed (number of lighting fixtures, square feet of ceiling, etc.) and a summary of these quantities. Provide a cost estimate for all impacted items. Provide a cover statement signed by both the A/E and the CIH consultant. The statement shall be in accordance with the Sample Cover Statement provided by the VA, as part of the A/E package. Submit the report at the 75% Design Review Submission. Task 4: Prepare drawings and specifications for the asbestos abatement work reflecting the assessment report. The drawings shall be separately identified from the rest of the drawings, be 1/8 scale plans and shall provide as a minimum the following information. For each Major Abatement area show the limits of sealing off, the location and quantities of asbestos material, the arrangements for auxiliary rooms, such as change room, shower room, etc., transportation to the loading platform. For each Minor Abatement area show on plans the exact location type and length of pipe element to be abated by the glove and bag approach and any other abatement features. Provide details, sections, notes and any other information that are necessary for complete bid documents. Prepare project specifications by editing and modifying the VA master specifications on asbestos abatement. Provide the drawings and specifications for the restoration of the impacted building sub-systems as an integral part of the overall project design. Provide for replacing of removed asbestos insulation with acceptable non-asbestos insulation, replacing contaminated carpets, replacing old contaminated light fixtures and replacing partially torn down plaster ceilings. The submittals of the working drawings for abatement shall coincide with the submittals for the working drawings of the modification project. Provide an integrated phasing showing how the abatement and the general modification work will be executed. Provide some reasonable cushion between each abatement phase and the following general construction phase to allow for unforeseen delays in abatement completion. Task 5: Assist VA to determine whether the abatement sub-contractor meets qualification requirements. Excluded from the scope of work (to be completed by others): Provide onsite continuous monitoring during construction of the performance of the abatement sub-contractor. Check and approve the set-up for each Major Abatement area, check the standard operating procedure of the abatement contractor, continuously monitor air contamination inspections to ensure compliance with specifications and drawings, and monitor access/egress into containment areas. Determine abatement of asbestos discovered during construction and advise the COTR on time and cost for such abatement. Perform the final inspection and testing at the end of the abatement work on the area and if the results are satisfactory, release the space to the general contractor for general work. At the end of all abatement work, a compliance certificate signed by both the CIH and the A/E shall be issued. The compliance certificate shall be in accordance with the Sample Certificate provided by the VA in the A/E package. ATTACHMENT E-1 A/E SPECIFICATIONS VA MEDICAL CENTER WILMINGTON, DE 19805 COVER STATEMENT FOR ASBESTOS ASSESSMENT REPORT The enclosed Asbestos Assessment Report for has been prepared, as part of Project # and covers the following buildings . I certify that I have surveyed each of the buildings or areas in my contract, have interviewed station personnel and have supervised technicians for the examination of available records related to the buildings. Based on the information gathered through the above activities and on the expected extent of the renovation as explained to me by of the A/E firm on this project, I have devised a sampling plan and I have supervised the trained Industrial Hygiene Technicians during the collection of the samples. I have selected a qualified analytical laboratory for the analysis of the samples and I have evaluated the sampling results to ensure that statistically viable results on asbestos hazards were available for all buildings involved. Bases on the above information, I have prepared the attached Asbestos Hazard Assessment Report. This report reflects the best-known abatement technology, the Asbestos Management Policy for the Department of Veterans Affairs Construction Projects and all applicable regulations. An abatement design, which will be prepared by a qualified abatement contractor, will achieve the desired decontamination of the impacted areas and minimize exposure of people and the environment. (C. I. H. NAME, CERTIFICATION NO. & STATE CERTIFIED IN)