S02 Sources Sought 36C24222R0032 - REVISED.pdf

This is a Sources Sought Notice for the following services related to VA Medical Center, Canandaigua, NY project 528A5-21-502; “Canandaigua, Design Radio Upgrades”. The VA Medical Center, Canandaigua, New York is seeking professional architecture and engineering firms, under NAICS code

541330, to provide investigative and schematic design services, construction documents, working drawings, specifications, cost estimate, shop drawing review and construction period services as required to design radio upgrades. Any SDVOSB firms having a headquarters office within a 600-mile radius from 400 Fort Hill Avenue, Canandaigua, NY, 14424, may submit SF 330’s for consideration, to the

Contracting Officer at Tanya.Baldwin@va.gov by 4:00 PM EST, February 4, 2022.

The estimated construction cost for this project is between $100,000 and $250,000. The NAICS code for this procurement is 541330 (Engineering Services). The small business size standard for NAICS

541330 is currently $16.5 Million.

SCOPE OF WORK

Project No. 528A5-21-502

Radio Upgrades

Canandaigua, VA Medical Center, 400 Fort Hill Avenue Canandaigua, NY 14424

The general scope of this project is to perform an in-depth design to upgrade current communications equipment and radio antennae. Coordination will be required with other ongoing projects. UPS power supply and a structural analysis of existing conditions may be required. A previous report was completed as a technical analysis with a proposed minimum solution for an Astro Digital K-Core, see attachment

PS-000113863 VAMC Canandaigua New K Core with Subs Budgetary Estimate.pdf

EXISTING CONDITIONS

The Canandaigua VAMC is located at 400 Fort Hill Avenue, Canandaigua, NY 14424. The layout is a campus with more than 30 buildings located on over 20 acres. Normal working hours are Monday –

Friday 8:00am – 4:30pm. The existing conditions require upgrades to the communications regarding 30 radios, antennae, and related equipment.

A/E SCOPE OF SERVICES

1. Provide site investigation and field measurements for all aspects for the design requirements.

This shall include utility locations, proper spacing of equipment, and proper install locations. The areas required are buildings 1.

2. Provide investigative services, and cost estimate required to upgrade current communications equipment associated with this project.

3. Provide a Cost Analysis determining the cost of upgrading the existing communications systems.

4. Provide a separate Cost Analysis determining the cost to retrofit the radio antennae. The cost analysis shall also include the decommissioning of the current communications systems.

5. Attend review meetings and make all necessary site visits during the contract period to gather information necessary from the existing site, building plans, utility plans, etc. to provide a complete assessment of the proposed work. This should include an identified number of visits included in the proposal. The VA shall provide access to hardcopy files of existing drawings, and the AE shall perform all searches of these files for any required reference materials to support the study efforts.

6. Assess the intent and scope of this project and work with the VA Fire Department staff to develop a final cost estimate to best suit the needs and constraints of the government, while incorporating

VAMC Canandaigua Engineering Service, VA Network 2, or any other government comments.

7. Deliverables: The A/E will provide one electronic and one bound paper copy of all documents at each review stage.

DESIGN:

Conceptual (0%)

a. Initial site visit to become familiar with VA Facilities personnel, the site and site conditions.

b. Concept design and recommendations defining the design approach.

c. Confirm design approach, deliverables and schedule.

Design Development (30%)

a. Meetings as required. At a minimum, AE shall hold separate meetings independently with stakeholders for input/requirements (trades, IT/EMS/end user)

b. Site investigation and surveys. Include written description of identified site obstructions and plans for joining to old work.

c. Analysis of subject utility services.

d. Schematic Design Plans to include at minimum floorplan layout options.

e. Schematic level cost estimate for budget check.

Mid-Design (60%)

a. Advanced design and architectural/engineering planning.

b. Outline specifications.

c. 60% Drawings of existing subject utilities.

d. Repair and Replacement draft drawings.

e. Draft specifications.

f. Preliminary cost estimate, schedule of submittals.

g. Site survey reports and analysis.

h. Response to previous submittal review comments.

Un-Reviewed Final Design (90%)

a. Complete submittal of design drawings, specification, and cost estimate for final review.

b. Prior to the submission of the un-reviewed final drawings and specifications, the Architect–Engineer shall conduct a narrative walk-thru with the COR and identified VA staff for each of the trades included in the project to demonstrate that the work shown on the drawings can be physically constructed as depicted.

The trades shall include, but not be limited to, Civil, Architectural, Structural, Electrical, Communications, Security, and Mechanical. The designer for each trade shall be present at the walk-thru which will encompass all the physical areas affected by the project. Upon completion of the walk-thru, the VA will give direction to the Architect-Engineer whether the design may proceed to completion as shown or whether some re-design is necessary. The walk-thru shall be scheduled by the Architect-Engineer in a manner that will allow corrections before the un-reviewed final submission due date. Required corrections will not excuse the Architect-Engineer from submitting the un-reviewed final drawings and specifications on time.

Final Design (100%) Un-Stamped

a. Submittal of final design drawings, specifications, including material submittal listing, finish schedule and final cost estimate.

b. Final design drawings shall be prepared in both pdf and CAD format.

Final specifications shall be prepared in both .pdf and Word format.

c. Response to previous submittal review comments.

Final Design (100%)

a. Submittal of final design drawings, specifications, including material submittal listing, finish schedule and final cost estimate.

b. Final design drawings shall be prepared in both pdf and CAD format.

Final specifications shall be prepared in both .pdf and Word format.

c. Response to previous submittal review comments.

CONSTRUCTION:

During Bidding:

1) Provide bidding assistance and evaluation.

2) Provide expeditious written clarifications to questions (RFI) about the specifications and drawings that are submitted by prospective bidders and/or offerors prior to submission of offers. Written responses shall be prepared and forwarded to the VA Contracting Officer and COR and not to the bidder/offeror.

Construction Phase

1) Provide a minimum of 2 on-site inspections for critical testing required by the specifications.

2) The Architect-Engineer is expected to be available within 48 hours after the

VA requests a site visit. Submit cost per additional on-site inspection.

3) Provide contractor shop drawing and material submittal review, recommendation, and approval evaluation for the Contracting Officer’s

Technical Representative.

4) Provide written clarifications to questions (RFI) about the specifications, drawings and site conditions. Provide bulletins for omissions.

5) Provide review and evaluation of contractor’s fee proposals and contract changes to the Contracting Officer and the Contracting Officer’s Technical

Representative as required.

6) In-process field inspection of critical testing required by the specifications.

7) Final inspection and final punch list.

8) As-build drawings (CAD).

8. Design Review and Completion Schedule: Deliver each identified submittal to the COR on or before the date specified below:

Conceptual Plan: 10 days after contract award

Design Development 30% Submittal 45 days after contract award

Mid-Design 60% Submittal 90 days after contract award

(Includes 10 days for VA review of the 30% review)

Un-Reviewed Final Design 90% Submittal 120 days after contract award

(Includes 10 days for VA review of the 60% submittal)

Final Design 100% Final Submittal 120 days after contract award.

(Includes 5 days for VA review of the Un-Reviewed submittal

9. Design Deliverables: The A/E will provide two (1) full-size drawing copies, (1) half-size drawing copies, and electronic and bound paper copy of all documents at each review stage.

10. Provide an electronic set and one (1) set of drawings stamped and signed by an Engineer licensed in the State of New York, specifications, and cost estimates at final design submission. Electronic set at 100% final stage is to be provided in both PDF and AutoCAD 2017 formats.

11. Provide an independent analysis to locate any underground or hidden utilities for inclusion in design if necessary, to confirm viability of planned excavation or demolition or to support design needs. Such analysis may include ground penetrating radar, review of existing VA documentation and drawings by the AE, or other viable options to verify these utilities.

12. Provide a detailed material/labor cost estimate for construction of this project at the 100% review stage, in RS Means format. Submit in editable excel document.

13. Attend pre-bid job walk and provide all engineering responses to questions asked by potential bidders and issue an addendum, if necessary.

14. Provide a technical review of all project submittals/shop drawings related to the project and provide all required responses to any design/conflict questions encountered in these areas during construction in an expeditious manner.

15. Create a list of all items required to be submitted on by the project specifications as part of the final design documents at the 100% submission. The list shall be organized by specification number, followed by the name of the item to be submitted on by specification.

16. Provide expeditious responses to all design/conflict questions encountered during the construction term.

17. Upon completion of the project, provide two (2) sets of stamped “Architectural E1” (30”x42”) as-built drawings, as well as a complete set in PDF and AutoCAD 2017 formats. Provide a detailed construction cost estimate and a detailed construction statement of work.

*A full scope of services will be included in the formal solicitation after a review of the

SF330s*

The following evaluation criteria will be used when reviewing submitted SF330 data and will comprise the basis of information to be used by Buffalo VAMC for A/E evaluation and selection. Firms submitting SF330 data for consideration must address each of the following criteria in the SF330:

Evaluation Criteria

The submitted SF-330s will be evaluated on the following criteria:

This acquisition will be in accordance with FAR Part 36.602-1 and VAAM Part M836.602-1. The following evaluation criteria will be used to evaluate SF-330 technical proposals:

The A/E must demonstrate its qualifications with respect to the published evaluation criteria for all services. Evaluation Criteria (1) through (4) are considered most important and equal among themselves; Criteria (5) and (6) are of slightly less importance than (1) through (4), but are equal value among themselves; Criteria (7) is the least important. Specific evaluation criteria include:

1. Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

2. Professional Qualifications necessary for satisfactory performance of required services.

3. 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.

4. Past Performance on contracts with Government agencies and private industry in terms of cost control, quality of work and compliance with performance schedules.

5. Capacity to accomplish the work in the required time.

6. Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project.

7. The extent to which potential contractors identify and commit to the use of service-disabled

Veteran-owned small businesses, Veteran-owned small businesses, and other types of small businesses as subcontractors.

Criterion 1 - Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Offerors will be evaluated on specialized experience and technical competence in the performance of services similar to those anticipated under this contract with regard to:

o Experience with extensive site survey skills o Experience with design of radio equipment systems, cable replacement, and associated antennae systems o Experience with design of system replacement on systems that must remain in operation o Experience with government designs and construction o Experience working in a climate with varying weather conditions o Extensive experience with hazardous material assessment (asbestos, lead, PCBs, etc) and abatement/remediation design (both consultant and sub-consultant) o Experience incorporating maintenance as a huge consideration during design o Experience with BIM coordination on previous projects

Submission requirements: Provide up to five (5) projects completed or substantially completed within the past five (5) years that best illustrate specialized experience of the proposed team in the areas outlined above. Example projects shall note project’s square footage, how phasing and maintenance issues were considered, and how hazardous materials were assessed and designed. All projects provided in the SF-330 must be completed by the office/branch/regional office/individual team member actually proposed to manage and/or perform work under this contract. To enable verification, firms should include the DUNS number along with each firm name in the SF-330 Part 1, Section F Item 25 “Firms from Section C Involved in this Project,” block (1). Include a contract number or project identification number in block 21. Include an e-mail address, and phone number for the point of contact in block 23(c). Include in the project description the contract period of performance, award contract value, current contract value, a summary of the work performed that demonstrates relevance to specialized experience as outlined above. If the contractor served as a subcontractor on a project, indicate the value of the work they provided towards the performance of the overall project. If a project was performed by a joint venture, and not all joint venture partners are on the team proposed for this contract, the offeror/team should specifically address the work performed by the joint venture partner offering/teaming on this contract. Likewise, if the offeror/team member worked as a subcontractor on a project, the description should clearly describe the work actually performed by the offeror/team member and the roles and responsibilities of each on the project, rather than the work performed on the project as a whole. If the project description does not clearly delineate the work performed by the entity/entities offering/teaming on this contract, the project could be eliminated from consideration.

NOTE: If the Offeror is a joint venture, information should be submitted as a joint venture; however, if there is no information for the joint venture, information should be submitted for either joint venture partner, not to exceed a total of five (5) projects for this criterion. Projects shall be submitted on the SF-

330. For submittal purposes, a task order on an IDIQ contract is considered a project, as is a stand-alone contract award. Do not list an IDIQ contract as an example of a completed project. Instead, list relevant completed task orders or stand-alone contract awards that fit within the definition above. Examples of project work submitted that do not conform to this requirement will not be evaluated.

Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being rated lower.

All information for Criterion 1 should be submitted in Part 1, Section F of the SF-330. The Government

WILL NOT consider information submitted in addition to Part 1, Section F in evaluating Criterion 1.

Criterion 2 - Professional Qualifications necessary for satisfactory performance of required services.

Offerors will be evaluated in terms of the qualifications, competence and experience of the key personnel and technical team proposed to accomplish this work. Key personnel are individuals who will have major contract or project management responsibilities and/or will provide unusual or unique expertise. Provide a balanced licensed and or certified workforce in the following disciplines –

Architecture, Structural, Electrical, Fire Protection Engineering, Heating, Ventilation and Cooling, Integrated Automation and Control systems, Communications, Electronic Safety and Security, Environmental and Hazardous Material services, Civil Engineering and use of BIM coordination.

Submission requirements: Provide resumes for all proposed key personnel. Resumes are limited to one page each and should cite project specific experience and indicate proposed role in this contract.

Provide professional registration, certification, licensure and/or accreditation. Indicate participation of key personnel in example projects in the SF-330 Part 1 Section G.

Criterion 3 - 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.

Submission requirements: Offerors shall submit evidence of construction period services performed during example projects from Criterion 1. Include specific services in Section F, block 24 performed for that project.

Criterion 4 - Past Performance on Contracts with Government agencies – Offerors will be evaluated on past performance with Government agencies and private industry in terms of work quality, compliance with schedules, cost control, and stakeholder/customer satisfaction. Evaluating past performance and experience will include information provided in Past Performance Questionnaires (PPQs) or

CPARS/ACASS for Criterion 1 projects and may include other information provided by the firm, customer inquiries, Government databases, and other information available to the Government including contacts with points of contact in other criteria. Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being rated lower. NOTE: Past performance information for projects listed under Criterion 1.

Submission requirements: SUBMIT A COMPLETED CPARS/ACASS EVALUATION FOR EACH PROJECT

UNDER CRITERION 1. IF THERE IS NOT A COMPLETED CPARS/ACASS EVALUATION, the Past Performance

Questionnaire (PPQ) included in this notice is provided for the offeror or its team members to submit to the client for each project the offeror includes under Criterion 1. AN OFFEROR SHALL NOT SUBMIT A

PPQ WHEN A COMPLETED CPARS/ACASS IS AVAILABLE. IF A CPARS/ACASS EVALUATION IS NOT

AVAILABLE, ensure correct phone numbers and email addresses are provided for the client point of contact. Completed PPQs should be submitted with your SF-330. If the offeror is unable to obtain a completed PPQ from a client for a project(s) before the response date set forth in this notice, offerors should complete and submit with their responses the first page of the PPQ (Attachment), which will provide contract and client information for the respective project(s). Offerors may submit a PPQ previously submitted under a different Notice/RFP (legible copies are acceptable) as long as it is on the same form as posted with this Synopsis. Offerors should follow up with clients/references to ensure timely submittal of questionnaires. If requested by the client, questionnaires may be submitted directly to the Government's point of contact, Network Contracting Office 2 Attn: Tanya Baldwin via email at

Tanya.Baldwin@va.gov prior to the response date. Offerors shall not incorporate by reference into their response PPQs or CPARS previously submitted in response to other A/E services procurements.

However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

Criterion 5 - Capacity to accomplish the work in the required time. Firms/teams will be evaluated in terms of their ability to plan for and manage work under the contract and capacity to accomplish the work in the required time.

Submission requirements: Describe the firm’s ability to concurrently perform and manage multiple projects in different locations to meet aggressive schedules, multiple disciplines, and control costs and the firm’s capacity to accomplish multiple projects simultaneously.

Criterion 6 - Location within a 600-mile radius to the design site (Canandaigua, NY) and knowledge of the location (Canandaigua, NY); provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project. Provided that the application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the contract, firms/teams will be evaluated on the locations of their office or offices that will be performing the work under this contract.

Submission requirements: Indicate firms/teams location, including main offices, branch offices and any subconsultants’ offices and demonstrate how this will be advantageous to the Government.

Criterion 7 - Subcontracting. The extent to which potential contractors identify and commit to the use of service-disabled Veteran-owned small businesses, Veteran-owned small businesses, and other types of small businesses as subcontractors.

Submission requirements: Indicate sub-consultant firms’ socio-economic status on SF 330 Part I, Contract Specific Qualifications, Section C, Proposed Team.

Evaluation Scoring

Evaluation factors 1, 2, 3, 5, 6, and 7 will be evaluated using the following adjectival ratings as follows:

Outstanding: Proposal meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Good: Proposal meets requirements and indicates a thorough approach and understanding of the requirements. Proposal contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Acceptable: Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is moderate.

Marginal: Proposal does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high.

Unacceptable: Proposal does not meet requirements and contains one or more deficiencies. Proposal is not awardable. The firm’s proposal demonstrates a misunderstanding of the requirement and the approach fails to meet performance standards. The firm’s proposal has major omissions and inadequate details to assure evaluators that the offeror has an understanding of requirement.

The ratings identified below were used in the evaluation of Past Performance (Criterion 4):

Substantial Confidence: Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort. No doubt exists based on the offeror’s past performance that they can satisfy the requirements of the contract.

Satisfactory Confidence: Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort. Little doubt exists based on the offeror’s past performance that they could satisfy the requirements of the contract.

Unknown Confidence (Neutral): No recent/relevant performance record is available, or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Limited Confidence: Based on the offeror’s recent/relevant performance record, the Government has little expectation that the offeror will be able to successfully perform the required effort. Some doubt exists based on past performance that they could satisfy the terms and conditions of the contract.

No Confidence: Based on the offeror’s recent/relevant performance record, the Government has little expectations that the offeror will be able to successfully perform the required effort. Significant doubt exists based on the offeror’s past performance that they can satisfy the requirements of the contract.