Design/ Build Project 626A4-26-203 Main Entrance Traffic Improvements The Tennessee Valley Healthcare System, VA Medical Center, Alvin C. York Campus, located at 3400 Lebanon Pike, Murfreesboro, TN 37129 has a requirement for Project# 626A4-26-203 Main Entrance Traffic Improvements. This will be a 100% set-aside for Service-Disabled Veteran-Owned Small Business concerns under the authority of 38 U.S.C section 8127 (d). NAICS code 237310 Highway, Street, and Bridge Construction. The small business-size standard is $45M. The estimated range of construction is Between $500,000.00 and $1,000,000.00 This requirement will be procured per Federal Acquisition Regulation (FAR) Part 15 - Contracting by Negotiation. The solicitation is expected to be posted on or around September 04, 2025, and close on or around OCT 11, 2025. This requirement is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under the authority of 38 U.S.C §8127 (d). Only those SDVOSB s listed and viewable in the SBA.GOV database at https://dsbs.sba.gov/search/dsp_dsbs.cfm will be checked at the time of offer submission as well as prior to award. All offers must also have an active listing in the System for Award Management (SAM) database. The awarded contractor must also submit evidence of enrollment with VETS4212. In addition to the requirements as set forth in the solicitation notice (to be issued), the proposed contractor must also be determined responsible in accordance with FAR Part 9. The Contracting Officer will determine responsibility prior to award any award being made. Questions related to this requirement will only be addressed in writing by way of email to the Contracting Officer at
[email protected]. The Project number, Project Name and Solicitation Number must be included in the subject line of all questions related to this requirement. Note: No questions will be considered until the actual solicitation is released, on or about September 04, 2025 GENERAL SCOPE OF WORK: Provide design and construction services to Main Entrance Traffic Improvements at Veteran s Affairs (VA) Tennessee Valley Healthcare System, Alvin C. York Campus, located at 3400 Lebanon Pike, Murfreesboro, TN 37129, in accordance with this statement of work, specifications and vendor equipment drawings. Furnish labor, materials, supervision, and equipment necessary for a Design/Build project to properly prepare the site for improved exit and turning lane of the main entrance. Work includes site and utility prep per manufacturer s requirements to install system and provide testing/certification for proper operation. VA will maintain all medical center operations during this work. Temporary measures will be provided by contractors to maintain medical center operations including, but not limited to, entry and exit to the facility Work includes, but is not limited to, demolition, industrial hygiene, structural, civil, paving, storm water, lighting, traffic controls, electrical power & systems, etc. The conceptual drawings represent the VA s intent for this space (Reference Attachment 1). The VA project concept is included for clarification and to delineate the project objectives/constraints. The Contractor shall not rely on the preliminary VA concept as a final design. Contractor shall develop a design with a VA design team to ensure all needs and project objectives are met. The design consultant shall provide the necessary architectural and engineering services required to prepare a complete design (stamped contract drawings, specifications, technical reports, cost estimates, inspections, quality assurance, testing, etc.) and construction period services to ensure the successful completion of the project. The contractor shall provide the VA with certifications and standard VA warranties. During Design Development (DD) the contractor is responsible for independently analyzing conditions, needs, systems, and developing unique, optimal proposals to achieve project objectives. All design and construction work shall be complete within 365 calendar days, including final inspection, punch list corrections, testing, and closeout/ release of claims. STATEMENT OF PROJECT OBJECTIVES: Install Mast Arm(s) traffic signaling at intersection US Highway 231 and Veterans Circle. (Two mast arm base/ poles will likely be necessary, with a total of 3 mast arms). Install a control wire(s)/ fiber and all necessary appurtenances from new traffic signal back to intersection of Compton/W Thompson Ln and US Highway 231 and fully integrate the new traffic signal to the City of Murfreesboro traffic management system (approx. 1,500 LF). Directional/ Horizontal boring will be required to connect the new poles with electricity and control wiring under roadways. Consult with local and state engineering for conduit and conductor sizing. The signal wiring may be installed overhead between intersections (Compton Rd to Veterans Circle), if approved by the City of Murfreesboro and MTEMC, if not approved overhead, signal wire may be installed underground per specification. Wiring between new/proposed mast arms (intersection of Hwy 231 and Veterans Circle) will be installed underground and ran through pole bases. Install a right turn lane for egress out of Veterans Circle onto US Highway 231 per TDOT Standards for local streets (Typical: 8 subbase- 3 BM binder, 2 D topping for new lanes) approx. 250 L.F. X 12 Width. This item will be a deduct alternate. Lane length will be shortened to 75 X12 as deduct alternate. Install approximately 150 cubic yards of engineered fill (6 minus @ 98% compaction) as needed to widen the turning lane. Install all necessary curbing and Thermoplastic/ Reflective striping (per TDOT Standards). Install all necessary storm water piping and structures (per TDOT specification). All lighting, sidewalks, curbing, flower beds, flagpole bases, etc. that are removed or damaged to accommodate new signals and turning lane shall be reinstalled in kind per VA specifications. Turning lane shall include bollard pockets to limit access when required. Contractor shall provide associated bollards and bollard storage stands to VA. Contractor shall locate all utilities before construction (Tennessee One Call/ 811) and protect utilities during construction. Utilities on the VA Campus may not be under the jurisdiction of Tennessee One Call and the contractor shall hire a 3rd party utility locating contractor to identify any utilities on the VA Campus. All utilities shall be protected from damage during construction. It is the responsibility of the contractor to repair any damaged utilities/conduit back to VA, State, and/ or Local specifications. All new construction shall match the existing architecture to maintain historical integrity of the campus. Contractor shall coordinate and provide all necessary permitting requirements from Tennessee Department of Transportation (TDOT) and the City of Murfreesboro. The Architect/Engineer (A/E) will work for the Prime Contractor and must be on the approved list of both the City of Murfreesboro and TDOT for the traffic work listed above in this Scope of Work. It will be the responsibility of the A/E to coordinate and confirm approval of this design from the City of Murfreesboro and State of Tennessee Engineering Departments. DESIGN: All work shall be conducted with the guidance and oversight of the prime contractor. A/E shall work with VA design team to ensure VA satisfaction with design intent. The A/E shall have be accredited or have personnel that are on the approved list for traffic/signal design for the City of Murfreesboro and TDOT. STATEMENT OF A/E TASKS: The A/E shall furnish all services for a complete design development, construction documents, and construction period services (including final inspection) by professionally licensed Architects and Engineers. The contractor will be required to have A/E stamped construction documents for all work. A/E will assist with providing necessary professional design services required to complete construction Perform a complete site survey to include a thorough investigation of existing conditions, typical construction type and variations, finishes, verifying and analyzing utility systems for affected areas and utilities traversing through affected areas to accurately document and convey space dimensions on measured drawings. This information provides the necessary basis for preparation of Design Development. The A/E shall provide cost estimation, project scheduling & phasing, and construction period services prior to beginning construction. In addition to the prime contractor s quality control efforts, the A/E shall develop and provide a quality control plan and services throughout construction. Quality control plan, inspection / observations and tests shall be included in the closeout documents. The A/E will be required to provide a complete set of contract documents and as built documents (drawings in AutoCAD (.dwg) and specifications in paper and electronic formats (.docx and pdf). The contractor shall provide competent design and construction period services utilizing individuals who are adequately knowledgeable of the various design disciplines including but not limited to architectural and engineering of structural, civil, mechanical, electrical, and special systems as required by the project. Changes in personnel from those who are proposed in negotiations and at kick-off meeting will not be allowed without VA approval. The services of an industrial hygienist familiar with hazardous materials will be utilized in the event that these materials are found. The registered individuals who will stamp the completed documents shall accomplish engineering design work. Design in collaboration with equipment manufacturer and manufacturer recommendations. TDOT and the City of Murfreesboro must give approval to begin work in the Right of Way (ROW). Contractor shall coordinate with VA COR at minimum 2-weeks prior to commencement of work. Attached concept sketches 1 & 2 are conceptual in nature and do not reflect the exact location(s) of where the City/ State will require the mast style pole bases to be located. The TDOT approved engineer will coordinate with the local and state authorities to get exact mast arm locations, stop bar locations, etc. STATEMENT OF DESIGN BUILDER TASKS: The intent is to fast-track (expedite) the completion of the signaling for Ingress and Egress Safety. Design and construction can overlap but must have VA approved CDs within 60 days of notice to proceed. Demolition and construction in the space may begin when the project construction documents CDs have been reviewed and approved by the COR. The Contractor shall furnish the following services for a complete design and construction period services including final inspection and testing: Contractor shall thoroughly investigate all areas to verify conditions, make accurate material takeoffs, and verify all details (break points, transitions, etc.) and required patch-back. Contractor will be permitted to take sample tear-offs / demolition to verify resulting substrate conditions and required patch-back. It is the contractor s sole responsibility to accurately investigate demo, substrate, and patch-back conditions and accurately determine/estimate material and labor requirements. Change orders will not be granted for supposed unforeseen substrate conditions. Since VA is permitting inspection / sample removals to determine conditions, any resulting conditions will not be considered as concealed or unforeseen. Licensed commercial contractors, with CIVIL experience, will be expected to be very familiar with their work/trade disciplines and should be able to accurately project this work given the level of exploratory investigation being permitted by the VA. If a contractor is not confident with their projections / estimations, then they should not bid the work. Contractors and subcontractors that submit pricing / bids will accept these conditions. Contractor shall comply with all manufacturer s directions and instructions. Remove demolished utilities to nearest active line or source (i.e. panel for wire, branch main, etc.). All abandoned utilities to be removed. Contractor will be expected to minimize the impact to the medical center. Contractors shall coordinate and perform work so as to minimize disruptions to medical center operations. Some work may be performed after normal hours of operation if deemed necessary by the VA. Normal working hours for the VA are 7:00 AM 5:00 PM CST. Contractor is responsible for all temporary measures to enable work, including but not limited to coordination, detour and construction signs, temporary barriers, negative air, infection control, etc. Design and construct within the obligated project budget / funding limitations. Contractor and the contractor s AE shall coordinate cost control measures to design within funding limits. Cost control alternatives shall be explored during Design Development (DD s). The contractor shall employ a system of measures, such as timely estimates, cost control meetings, effective product and material selection, efficient management of labor/ trades, reduction of overall time/ critical path, etc. Develop and execute a quality assurance (QA/QC) plan that establishes the design/build team and method of review for the project submission packages, plans and specifications. The project QA/QC process shall be a rigorous, thorough review and coordination effort. QA/QC team member shall be led by a senior mechanical and electrical designer with oversight from a project QA project manager (who is not the project Superintendent or PM). The QA/QC plan shall be submitted to the VA along with the project schedule. Within 14 calendar days after receipt of Notice to Proceed, the Contractor shall submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the A/E s team member(s) responsible for QA/QC. The QA process shall produce deliverables included with each submission package, including but not limited to redline mark-ups and QA issue tracking sheets and a QA overview/narrative. Upon its completion, each task shall be initialed and dated by the responsible QA/QC team member. A 100% completed QA/QC plan, with all items resolved/initialed/dated shall be submitted with the final construction document submission package. BASIS FOR DESIGN: Department of Veterans Affairs standards may be obtained from the Internet. http://www.cfm.va.gov/til/. Tennessee Department of Transportation TDOT https://www.tn.gov/tdot/engineering-division City of Murfreesboro TN traffic division
[email protected] Compliance to standards listed in Guidelines and Standards will be reflected in the completed design and construction documents. Conflicting criteria shall be brought to the attention of VA. DETAILED DESIGN SUBMISSION REQUIREMENTS: Program Guide PG-18-15 establishes the guidelines for the A/E submissions. These guidelines indicate a minimum level for submission compliance, which may not be adequate for certain types of design. In some instances, in which critical decisions need to be made, sufficient and relevant information must be provided timely in order for the design to progress to meet certain milestone dates. The level of applicability of the program guide depends upon the scope of work and the exclusions, which are herein specified. Questions in regard to the applicability of specific requirements shall be resolved with the medical center staff prior to any submission deadline. Where days are stated, this refers to calendar not work days. At each of the following design meetings, all design material will be reviewed with the design team: Schematic Documents (SD) Design Development (DD) Construction Documents (CD) Design Team Meetings: Contractor shall meet with design team consisting of key VA staff (engineering, key personnel, etc.) to conduct interviews to ensure that design will meet VA needs. Design team meetings are suggested after each submission. The number of meetings may vary based on contractor experience and design progress. VA submission review comments may be verbal, noted directly on review sets, or in writing. The contractor shall be responsible for compiling & addressing review comments. Contractor shall produce & distribute meeting notes or minutes for VA review immediately after each submission review or design meeting. Final construction documents shall be reproduced as part of the contract. An initial 1 full size and 1 half size sets of the Construction Drawings and 1 bound copies of the Specifications shall be delivered to the Contracting Officer. A full size and 1 half size sets of the Construction Drawings and 1 bound copies of the Specifications shall be delivered to the COR. Total time to accomplish design and submittals shall be within 160 calendar days from the issuance of the Notice to Proceed to reproduced Construction Documents. Each design submission will require 3 workdays for VA review, depending upon the contractor's responsiveness to previous VA comments and contractor quality control. Design and construction may overlap. Contractor shall propose a submission schedule based upon their understanding of the design and their staffing workload. The intermediate dates shall be developed by the contractor and submitted to the VA for acceptance. Design and construction shall be complete within 160 calendar days. CONSTRUCTION PERIOD SERVICE REQUIREMENTS: Review of Submittals: Contractor and COR shall review and approve all material submittals, shop drawings, test reports, etc previously submitted and approved by the A/E team. Submittal and submittal review copies shall be provided to VA Contracting Officer upon request. Review Analysis of Requests for Information, Change Orders, and Costs: Contractor shall provide prompt responses when required to review and provide analysis of construction, requests for information, change orders, etc. Site Visits: Contractor shall conduct site visits during the construction. Prior to each design site visit, the contractor shall notify the VA Contracting Officer and the COR of the number and disciplines of contractor representatives participating in the site visit. The Contractor shall invite VA Contracting Officer (and key VA representatives) to attend contractor/ architect site visits. The contractor shall observe the construction and advise the Contractor of any deviations or deficiencies and recommend appropriate corrective actions. The contractor shall promptly provide the VA Contracting Officer with documentation of inspections, deficiencies, recommendations, and evaluation/approval of corrective actions. Contractor shall provide final inspection and testing of the new work and all building systems. Provide a copy of the final inspection report to the Contracting Officer and COR. In subsequent inspections, update of final inspection list (for the Contracting Officer and COR) to indicate corrective measures (and dates) until all Completion list items have been corrected. Signed and stamped testing documents shall be provided to the Contracting Officer. Record Documents / Drawings" Requirement: Contractor shall provide marked-up prints to the contractor showing actual construction and any changes which occurred during construction. Contractor shall revise the solicitation documents and provide a complete set of all drawings showing actual, completed construction and reflecting any changes incorporated in the work on electronic media. Electronic media drawings shall be in AutoCAD 2020 or newer(.DWG format) or Autodesk Architectural Building Systems. Compatibility means that data can be accessed directly without translation or processing of data files. Problems shall be corrected to the satisfaction of the VA. VA will not accept electronic drawings with numbered or coded layer names (reference http://www.cfm.va.gov/til/projReq.asp), corrupted information resulting from translation/conversion, non-uniform drawing layers, colors, line-types, etc., or other issues that prevent easy reading and manipulation of the drawing/entities in AutoCAD 2020 or more recent. Electronic media specifications shall be in the latest version of Microsoft Word in use at VA. Provide closeout binders (3) with all certifications, warranties, test reports, product information, application data, MSDS and O&M manuals. All closeout information shall be provided within 14 days of acceptance of final inspection. Guidelines and Standards: Design and construction shall comply with current VA specifications, guidelines, design alerts, manuals, details, criteria, instructions, procedures, standards, etc. Refer to the VA Technical Information Library at http://www.cfm.va.gov/TIL/. The VA Design Manuals http://www.cfm.va.gov/til/dManual.asp are a good place to start. When series standards are not available or are incomplete for a specific function/space, contractor shall apply the standards/guidelines of another series for that specific function or a similar function. Design shall be performed and submitted in accordance with VA Contractor Submission Instructions for Minor and NRM Construction Program. Refer to www.cfm.va.gov/contract/ae/aesubmin.doc Design and construct for accessibility. Refer to http://www.cfm.va.gov/til/accessibility.asp. Comply with current applicable state, local, & federal building codes as well as codes from other recognized authoritative bodies; including but not limited to Associated Air Balance Council (AABC), American Concrete Institute (ACI), Acoustical and Insulating Materials Association (AIMA), American National Standards Institute (ANSI), American Society of Heating, Refrigeration, and Air-Conditioning Engineers (ASHRAE), American Society of Mechanical Engineers (ASME), American Society for Testing and Materials (ASTM), The Building Officials and Code Administrators International (BOCA), Gypsum Association (GA), International Building Code (IBC), NEC, NFPA, National Environmental Balancing Bureau (NEBB), National Standard Plumbing Code (NSPC), OSHA, Standard Building Code (SBC), Sheet Metal and Air Conditioning Contractors National Association (SMACNA), The Uniform Building Code (UBC), and Uniform Federal Accessibility Standard (UFAS), & American Disabilities Act (ADA). Coordinate with manufacturers and comply with their instructions / recommendations. Design for patient privacy and HIPAA compliance. Design for patient privacy in accordance with VA directives. Ensure proper life safety, including (but not limited to) egress, proper fire/smoke compartmentalization, fire alarm, sprinkler system, etc. Provide a structural design and evaluation of the existing structure if necessary. Comply with current Physical Security requirements in VA Physical Security Manual. Physical Security and Resiliency Design Manual (va.gov) General Requirements: Contractor shall be licensed in MU-C & MU-D. Contractor is responsible for removing and properly disposing of debris and items being demolished on a daily basis. Debris shall always be contained in acceptable containers. Materials, installation methods, routing, and exact locations of new items shall be coordinated with the Contractor s Superintendent and contractor designer prior to proceeding with work. Provide proper layout and support for entire project, including necessary structural design services and work. During construction, if layout or structural support is not detailed, noted, or specified, Contractor shall submit a viable layout plan or support detail to COR for approval. All building service equipment shall be sized for 15% to 20% future growth (above the design safety factor) where applicable. It is the Contractor s responsibility to thoroughly investigate the site to verify conditions (both exposed and concealed) prior to pricing the job, during design, & throughout construction. There should not be any unforeseen conditions. When installing utilities, priority shall be given to trades in the following order to prevent conflicts and optimize system installations: mechanical, plumbing, sprinkler, and electrical. Contractor shall not rely on scaled dimensions and measurements. Contractor shall confirm all measurements in the field (for material takeoffs, etc.). Where items (architectural, equipment, fixtures, devices, etc.) are being removed, remove all appurtenances (associated architectural items, utilities, wire, conduit, pipe, etc) related or connected to (in, on, attached, or associated with) items indicated to be removed or demolished. Utilities shall be removed back to the source or active main / branch. Protect installed items, equipment, finishes, etc. Repair / replace / restore conditions that are damaged, marred, disturbed, etc., as a result of work. This includes (but is not limited to) patching holes in partitions after items are demolished, capping utilities after removing branches, replacing damaged doors, replacing cracked glass or damaged window sills etc. Materials shall resist flame spread and smoke generation (where applicable). Contractor is responsible for coordinating between trades. Coordinate utilities, so they are installed in an orderly and uniform manner. Contractor is responsible for designing around all VA provided / non-expendable equipment. Contractor shall assist in coordinating the installation of all VA provided / VA installed, non-expendable equipment. All building service equipment shall be provided by Contractor. VA will remove existing equipment and furniture. Contractor shall remove any utilities or utility branches that will not be reworked/modified for the new equipment. Unused utilities shall NOT be abandoned. Incorporate the attached Misc. Comments for VA Master Spec (baseline) into the VA Master Spec sections. Some of the work may be done after-hours or on weekends. Coordinate with COR for access during non-standard work hours. Comply with facility infection control standards. Coordinate and perform a risk assessment (PICRA). Maintain temporary measures, such as negative air. Typical Work Conditions / Constraints: Contractor must request (in writing) access to a work area 2 weeks before the date they wish to commence work. If conditions prevent VA from turning over a requested work area, the contractor shall be notified Work shall be performed so as to minimize the disruptions to medical center operations and functions. Unless noted otherwise on the drawings or otherwise coordinated, the contractor shall assume that work will be performed from 6am to 4pm and on weekends with the VA s approval. VA may grant the contractor permission to work outside these normal project hours (as requested on a case by case basis). Once construction starts, there shall be no laps in work or days/shifts taken off until the area is complete. Sections/segments of a work area (including corridors) shall not appear to be setting inactive; there shall be substantial progress made each day/shift. Coordinate areas of work and phases of construction with COR. Contractor shall professionally clean space and return it to normal VA operation before the next workday (before 6am Monday through Friday). Contractor shall conform to the VA Medical Center s Infection Control Policy (see General Requirements Section 01010). Contractor shall cover/bag supply diffusers, returns, and exhaust grilles. Contractor shall provide negative air machine(s) to insure each partitioned work space is negative. Contractor shall take the HEPA filtered negative air to the outside using flex duct. If the contractor cannot acquire outside access, or the flex run is greater than 75 feet, the contractor may flex the clean air to a general (non-medical treatment/suite) corridor. The contractor shall maintain fire protection throughout the entire construction space during renovation to maintain equivalent level of protection.  Also, Fire Alarm impact shall not be performed on Mondays or Fridays. Ingress and Egress will be maintained at all times for fire trucks and emergency vehicles. A minimum of 7 days is required for notification of shutdowns, outages, interruptions or fire alarm impact.  Contractor is responsible for all temporary measures & access (penetrations, patch back, window removal, rigid/sealed blank-offs, temporary barriers, etc.) The interior of the medical center shall not be left open or exposed to outside / exterior weather, elements, bugs, vermin etc. Contractor is responsible for providing and maintaining all temporary BMP s (silt fence, check dams, etc..), trench plates, traffic control signage, flaggers, security fencing, board for mounting permits and wage grade paperwork, portable restroom, etc.. VA will allow the contractor to setup an exterior staging area. The contractor can place weather-tight, prefab, metal storage container(s) for the storage of supplies. Contractor storage for VA property must be climate controlled. If any contractor-owned items are outside the containers, the contractor must erect a minimum 7 foot (non-see-through) gated and lockable fence. The TVHS campus is a full-service medical center offering a variety of inpatient, outpatient, and psychiatric care. Contractor shall plan and execute the work based on this occupancy. Test and certify all systems upon completion, prior to requesting VA final inspection. Contractor is completely responsible for ensuring the safety of the visitors, staff, and patients (including psychiatry patients) during this project. Contractor shall take all necessary steps and provide all temporary measures to eliminate hazards and control risks, including but not limited to barriers, blockades, fences, tape, signs, ramps, railings, covers, etc. Temporary measures shall be coordinated with COR and in place prior to the beginning of demo/construction. Contractor shall not leave tools/equipment unattended. In unrestricted areas (i.e. locations accessible to patients, visitors, and non-engineering staff), contractor shall limit site supplies to manageable quantities of working materials that are actively being installed. Contractor is responsible for inspecting and maintaining proper safety measures and temporary provisions. Temporary measures shall prevent patient/staff/visitor access to construction areas, especially when construction sites are unattended. Do not significantly inhibit visitor/staff/patient traffic in adjacent public corridors. Contractor shall maintain easily accessible routes to medical center services. Minimize effects of construction on walkways, pathways, routes, etc.