04_00 11 21 Request For Proposal To DB.pdf

Date of Issue: 2023 03 30 Prepare Site for installation of Mammography Equipment

516-CSI-137

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REQUEST FOR PROPOSAL TO DESIGN BUILD

SECTION 00 11 21

SOW FOR DESIGN-BUILD

PREPARE SITE FOR INSTALLATION OF MAMMOGRAPHY EQUIPMENT

CWBY BAY PINES VAMC

PART 1 – GENERAL

1.1. SCOPE OF CONTRACT

A. Provide all labor, materials, tools and equipment, and design-build services necessary for the design and construction of a project described here in other specific tasks as further defined by this request for proposal (RFP).

1. The design-build contractor shall provide all technical design services, supervision, labor, materials, tools, and equipment necessary for a complete engineering and construction project as follows:

a. Design work will consist of verification by the Architect, Mechanical, Electrical, Plumbing, Fire Protection, and Life Safety Engineers of drawings submitted by the equipment vendor for the site work preparation Engineers. An assessment of the existing ceiling and interstitial flooring will be needed to verify structural integrity and the necessary utilities in the area for equipment installation. If structural integrity is insufficient, a structural design will need to be done to support the equipment.

b. Design and Construction work will be completed as outlined in the Statement of Work (SOW) provided to complete all site prep work needed to coordinate with the equipment vendor for equipment installation.

1.2. DEFINITIONS

A. Design-Build (DB) as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or Joint Venture (JV) for both design and construction services for a specific project.

1. Contracting Officer (CO): The services to be performed under this contract are subject to the general supervision, direction, control, and approval of the Contracting Officer.

2. Project Manager (PM): The Contracting Officer's representative responsible for administering contracts under the immediate direction of the Contracting Officer.

3. Contracting Officer’s Representative (COR): The Contracting Officer's authorized representative at the construction site. When more than one COR is assigned to a construction project one is designated as being in-charge and is called the "Senior COR ". The COR is responsible for

00 11 21-2 protecting the Government's interest in the execution of the construction contract work. His duties include surveillance of all construction work to assure compliance with the contract documents, acceptance of all submittals, samples, shop drawings, etc. The COR may NOT change any aspect of the Contract with respect to his delegation of authority from the Contracting

Officer.

4. Design Build Contract (DBC): This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

5. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

6. Architect-Engineer (A/E): This term, as used herein, refers to the Architect-Engineer firm(s)that are a part of the DB team, also referred to as DB A/E.

7. Request for Proposal (RFP): This term, as used herein, refers to a specific request of proposal to provide all labor, materials, tools and equipment, and design-build services necessary for the design and construction of a project.

8. Construction Documents (CDs): This term, as used herein, refers to those documents produced under the DBC.

9. Request for Information (RFI): A formal request for information submitted by either the DBC or the government to clarify a specific item within the context of the contract.

10. Information to Contractor (ITC): A formal response to an RFI, or dissemination of information, by either the DBC or the government.

B. Selection Procedure - During the review of offers the VA may ask for additional information. The

VA may initiate action to award a contract at any point after reviewing the offers. Therefore, offers should reflect the offeror’s best terms both from a technical and cost standpoint. See FAR 52. 215-

1, Instructions to Offerors - Competitive Acquisition (Nov. 2021.)

C. Tentative Schedule:

As-built, Site Investigation, Evaluation &

Design Phase 115 days

Construction Phase 180 days

Expected Contract Performance Period 295 days

D. Schedule Objectives - The anticipated completion of this project is 295 calendar days (not including holidays) after the “Notice to Proceed” (NTP). The proposed schedule may be shorter than this, see the SOW.

1.3. COST RANGE

The anticipated cost range for this project is between $500,000 and $1,000,000.

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1.4. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held on (for Phase II Qualified Offerors Date, Time, and

Location TBA). All offerors, consultants, subcontractors, manufacturers, and suppliers are invited to attend. The following agenda is furnished for this meeting:

1. Open meeting,

2. Review of project and design-build method for construction contracting,

3. Specifications, Network analysis system, and project phasing,

4. General requirements, Solicitation Documents, and Offer Submission Procedure,

5. Review of "Buy American Act",

6. Questions and answers,

7. Close, and

8. Site walk-through – attendance is optional.

1.5. SMALL BUSINESS CONFERENCE – Not Used

1.6. SELECTION CRITERIA AND WEIGHTINGS

A. General proposals will be evaluated, and the award will be made based on both technical and cost considerations most advantageous to the government as per FAR Part 15.304. Responsibility determination will be made in accordance with FAR 9.1, Responsible Prospective Contractors.

B. Technical Evaluations – See Evaluation Factors on the Evaluation Factors Document as part of this Solicitation. Evaluation factors other than cost or price, when combined, are significantly more important than cost or price.

C. Cost Proposal - Offerors are advised that the technical proposals are essential, and the award will be made based on the Best Value.

PART II - RESPONSIBILITIES

2.1. VA TEAM

A. The VA team is also comprised of the VA Office of Facilities Management and others at VA

Headquarters located in Washington, DC, a Contracting Officer, a Contracting Officer’s

Representative (COR) & an Alternate COR who will be located at the construction site, VA medical center staff and consultants contracted by the VA.

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2.2. DESIGN-BUILD TEAM:

A. The DB team includes all J/V partners, consultants, and sub-contractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for the construction of the project.

B. If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or sub-contractors. If the DB Team A/E and contractor are one and the same firm (not a J/V) those consultants shall be subcontractors of the DB firm, not the construction subcontractors.

C. The SOW document is intended to define the basis of design parameters to be included in the project and direct the use of guides, manuals, and specifications in the Technical Information

Library (TIL). The Contractors are responsible for navigating the TIL for additional subject requirements as applicable to this project.

D. It is the DB Team’s responsibility to complete the design documents and construction in a manner consistent with the intent of the RFP documents within the required period of performance.

PART III - PROPOSAL REQUIREMENTS

3.1. GENERAL

A. Proposals shall be based on solicitation documents issued for RFP Solicitation Number

36C24823R0173 and Specificaiton # 00 11 21. Proposals will be in the format stipulated in the

Solicitation.

B. Proposals shall be received before September 09, 2023 at 1:00PM EST. There will be no public opening of the proposals.

C. Submit offers via email to:

1. amber.milton@va.govand patara.mcdonald@va.gov collectively. No fax or telephone inquiries will be answered. No other information regarding scope, dates, etc. is available until issuance of the solicitation.

D. Technical and Cost sections of the Offers proposals will be evaluated independently. Offeror shall separately bind each section. Each section must therefore be labeled with the Offeror's organization, business address, and VA Project Number. Offerors shall affix their names and return addresses on their envelope/packaging.

E. Carefully follow “Instructions, Conditions, and Notices to Offerors”. Optional Form 308

(Solicitation and Offer – Negotiated Acquisition) shall be used for submitting cost offers.

https://www.cfm.va.gov/til/ https://www.cfm.va.gov/til/ mailto:amber.milton@va.gov mailto:patara.mcdonald@va.gov

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Submit original and four copies of Optional Form 308 with a bid guarantee as stipulated in the

Section “Instructions, Conditions, and Notices to Offerors”:

1. Offeror shall submit separate prices for any Bid Items indicated on the RFP Offer and award.

2. Offeror shall include all required Representations and Certifications; and acknowledge receiving amendments by number.

3.2. PROPOSAL REVISIONS (FAR 52.215-1)

A. If determined to be necessary, proposal revisions will be requested from the proposals received.

The Contracting Officer will identify those offerors, whose proposals are within the competitive range, considering the selection criteria identified in this section. Negotiations may be conducted with those offerors falling within the competitive range, after which proposal revisions will be requested. Those selected as within the competitive range will be given 7 calendar days to prepare their proposal revisions. Sealed proposal revisions will be submitted as per Part III.C1.C, above, except as noted below, and will be due at a time and place to be determined.

B. Offerors submitting proposal revisions will not be requested to re-submit any documents which are unchanged from their initial proposals. They should provide necessary changes to individual paragraphs, as briefly as possible, together with a table of contents, that clarifies where within the initial proposal the additional information or changed documents would be placed. Proposal revisions shall include a completed Optional Form 308 (Solicitation and Offer – Negotiated

Acquisition) and Optional Form 309 Amendment of Solicitation that acknowledges receiving all amendments, by number. A new bid bond shall be submitted only if the final proposal revisions offeror’s price proposal is greater than its initial price proposal.

3.3. TECHNICAL PROPOSAL REQUIREMENTS

A. The proposal shall address the following evaluation factors. Evaluation scores will be per Part 1, 1.6.:

• (See separate Document – Recommend Evaluation Factors DB)

PART IV - POST AWARD REQUIREMENTS

4.1. CONSTRUCTION DOCUMENT PREPARATION:

A. See Project Statement of Work for general requirements.

B. Additional directions for preparation

1. The DB A/E shall be responsible for the final production of the project manual. The DB A/E will produce (2) sets of the project manual as part of the 100% CD submittal. The following

Specification Sections shall be prepared by the identified parties:

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a. Division 00 Procurement and Contracting Requirements: Completed by Contracting Officer.

• Exceptions to Division 00 as assigned below:

o Section 00 01 10 – Table of Contents: Completed by DB A/E.

o Section 00 01 15 – List of Drawing Sheets: Completed by DB A/E

b. Division 01 Sections: Prepared jointly by COR and DB A/E.

c. Division 02-34 Sections: Completed by DB A/E.

C. Project Specifications – Project specifications shall include specifications for all products, materials, equipment, methods, and systems shown on the construction drawings in accordance with standard professional practice and the VA RFP. The specification submitted for review shall include:

1. The name of the manufacturer, the product name, model number, or other identification as appropriate to clearly identify the product that will be used in the construction of the project.

2. Other data as appropriate to clearly identify the product that will be used in the construction of the project e.g., shop drawings, product data, and samples as required by the VA RFP documents;

and

3. The required stamp of the licensed architect or engineer of record will be considered as certification of compliance with the RFP requirements.

4.2. CONSTRUCTION PERIOD SUBMITTALS

A. See Project Statement of Work for general requirements.

B. The DB Contractor shall follow Specifications 01 33 23 Shop Drawings Product Data and Samples in the performance of this section. The DB team shall be responsible for the cost, of setup and maintenance, of the electronic submittal site until the Record Drawings have been accepted by VA and the project is complete.

C. The DB contractor shall make electronic sets (Revit, CADD, Microsoft, Acrobat formats, MS

Project) of the approved construction documents prepared by the DB Team to the VA, as directed by the VA Project Manager.

D. Other submittals - The DB team shall submit test results, certificates, manufacturer’s instructions, manufacturer’s field reports, etc. as required by the VA RFP specifications, to the VA COR.

E. Shop drawings and submittals - The DB A/E shall check government furnished and/or the DB construction contractor's shop drawings, detail drawings, schedules, descriptive literature, and samples, testing labor-laboratory reports, field test data, and review the color, texture, and suitability of materials for conformity with the RFP and construction documents. The DB A/E shall recommend approval, disapproval, or other suitable disposition to the VA COR. The VA COR will

00 11 21-7 have final approval authority. The DB AE shall evaluate the submittals with reference to any companion submittals that constitute a system. When necessary, the DB A/E will request the DB

Construction Contractor to submit related components of a system before acting on a single component. Should this procedure be inappropriate, the DB A/E shall review all prior submittals for related components of the system before acting on a single component. The DB A/E may be required to hold joint reviews with the VA technical staff and consultants on complicated system submittals. The DB A/E shall notify the VA COR in writing of any and all deviations from the requirements of the construction documents that he has found in the submittals.

4.3. PROJECT CLOSE-OUT

A. See Project Statement of Work

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