36C24622R0024.docx

Pre-solicitation Pre-solicitation Notice

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

NCO6 Contract Specialist Madeline Lucena-Pulst madeline.lucena-pulst@va.gov 804-675-5841

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION: This is a Pre-Solicitation Notice for the establishment of an Architect-Engineering (A-E) contract with services to be performed at the Hampton VA Medical Center at 100 Emancipation Road, Hampton, Va. 23667. This requirement is being executed under a 100% Set-Aside to Service-Disabled Veteran Owned Small Business (SDVOSB) firms. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL; NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330s. The SF-330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, scroll down to locate and click on the SF-330 hyperlink entitled, “Architect-Engineer Qualifications.” Interested firms should submit their current SF-330, Parts I and II, to madeline.lucena-pulst@va.gov . The SF-330s are due no later than 2:00 PM, EST, Monday, April 4th, 2022.

SCOPE OF WORK: This project requires the services of an architectural engineering firm (AE) having special knowledge of hospital design. The AE must have experience with Architectural, Structural, Mechanical, Electrical, Plumbing, and Environmental with regards to Renovating from clinical area into administrative space.

Intent This project is intended for the design for the renovation of Building 110 Ground Floor, Hampton VAMC, Hampton, VA. A/E will investigate the existing conditions at Building 110 per Figure 1 below and Design to renovate approximately 7400 square feet in the vacated dialysis area, including demolition of the nurse call stations and various rooms, into an open area of administrative space.

The designer shall also renovate water treatment rooms, hazardous rooms and storage rooms into storage rooms. Electrical panels located in the hallway adjoining these rooms shall be moved out of the hallway into the storage rooms. The A/E shall also remediate water infiltration issues from the exterior walls and roof.

Design shall comply with VA guidelines and specifications. Design manuals and specifications can be found at http://www.cfm.va.gov/TIL/. Proposed work is located at Hampton VA Medical Center, Hampton, Virginia, 23667. Project # 590-21-121, “Building 110 Ground Floor” is located at 100 Emancipation Drive, Hampton, Virginia 23667.

Completed design shall result in a cost that is within the budget limitations. To ensure this, the A/E shall set up one (1) or more bid deduct alternatives totaling 10% of the construction cost. If the base bid cost exceeds budget and deduct alternates do not bring the project within the construction budget, the A/E shall re-design or take necessary steps to reduce the cost so that budget limitations are not exceeded Requirements The AE selected is expected to:

· Part Ia – Preparation of Existing Conditions and Conceptual Design –Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation for mechanical, electrical, plumbing, and environmental. Perform project site investigation in accordance with the ‘Site Investigations’ section of the Scope of Work. A/E shall make site visits as necessary to survey existing conditions.

· Make site visits as required to determine existing as-built conditions affecting this project.

· Hazardous materials investigations. All areas affected by construction will receive a thorough investigation for hazardous materials. A certified industrial hygienist will be retained by the designer to complete all site investigations and testing. The VA will make available existing records. If destructive testing is required, access holes will be provided by the COR, in coordination with the IH. The designer shall provide removal/containment documents and cost estimate. Provide air monitoring during construction.

· The entire Veterans Affairs drawing files will be made available and accessible along with reproduction materials, but the A/E shall provide the manpower to reproduce prints. AutoCAD drawings are also available for use contingent they are existing. This information is the best available, but the Government does not guarantee its accuracy or completeness.

· The A/E investigation of field conditions shall be performed in a competent, professional manner in accordance with Architectural Design Manual PG 18-10. Site utility locations will be verified by the A/E (VA staff will not mark utilities but will assist with locating if workload permits).

· 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/TIL/. A/E shall field verify every aspect that relates to the project. Coordinate visits with the Project Manager/Contracting Officer Representative (COR) as assigned after award. The A/E shall arrange for and oversee the performance of such investigations. AutoCAD architectural background drawings will be provided by the VA upon request. The A/E shall field verify all dimensions, wall layouts, etc. A/E shall field verify every aspect that relates to the project.

· Part Ib – Preparation of Contract Drawings and Specifications – Design Development: Submit review package so they are received on the noted day in accordance with the ‘Design Review Schedule’ section. Design document packages shall contain a complete set of documents as specified in the ‘Design Requirements/ Submissions’ section of the scope of work.

· Submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/aeDesSubReq.asp . 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 request approval from COR to delete individual submissions where not required (i.e. Do not address A. Site Development, Landscaping for interior renovation projects)

· Mechanical design including detail of the mechanical construction requirements for heating, ventilating, air conditioning, refrigeration, fire and safety, plumbing and sanitary engineering. Include commissioning of HVAC system. Design shall comply with the most current ASHRAE 90.1 and the VA Sustainability Program.

· Electrical design documents which include electrical, data and telephone closets, power distribution systems, auxiliary power systems, lighting, switching, fire and safety, public address, security and signal systems. Existing systems will be evaluated and reused, extended or modified where feasible. The project will be designed utilizing emergency power panels per VA standards. The building will be designed to utilize combined infra-red/motion occupancy sensors, day lighting control for spaces with windows or skylights, and VA Required Foot-candle lighting levels shall be maintained within the lighting densities listed in the most current ASHRAE 90.1.

· The A/E shall include in his design any environmental permits (i.e. VPDES) and ensure proper erosion control measures are also included in the contract documents for construction.

· Incorporate in the preliminary drawings the pre-construction risk assessment/evaluation provided by the VA.

· Provide bound specifications and 100% construction drawings with all xref’s bound. Construction documents will be required to be furnished in hard copy, electronic .dwg files (AutoCAD 2019 or most current at the time of final design submission) and electronic .pdf files. All AutoCAD drawings (including subcontractors) shall be in an organized drawing file system using its “Project Browser/Navigator”.

· Life safety and infection control will be taken into account during all phases of design. Final construction documents will detail measures to be taken by the contractor to assure life safety and infection control. Laydown areas and storage for materials shall be identified in the early stages of the design. A preconstruction risk assessment will be completed and included in project submissions.

· Plans for phasing construction to minimize impact on the medical center will be incorporated into the construction documents. Plan construction to include impacts on the medical center such as relocating patient and staff equipment, providing temporary barriers, providing temporary utilities, temporary means of entrance and egress (i.e., ramps, steps, automatic door operators, push plates, sensors, etc.), minimizing impact on patient flow, etc.

· All design submissions will be submitted in accordance with the Program Guide PG-18-15, Volume C; Submittals must include the components listed on the A/E Submission Instructions for Minor and NRM Construction Program https://www.cfm.va.gov/til/ae/aesubmin.doc. Other applicable program guides can be found at http://www.cfm.va.gov/contract/ae.asp.

· Part II - Construction Period Services: Review and provide concise recommendations on all submittals, shop drawings, product data, samples, questions & clarifications requests, change order proposals, etc. in accordance with ‘Construction Period Services’ section of this statement of work.

· Assist the VA to determine whether the contractor or subcontractor meets qualification requirements, supported by written recommendations of any problems or litigation encountered in past based on firsthand knowledge.

· Review all submittals and provide recommendations to the VA within fourteen (14) calendar days.

· Review and provide replies to contractor generated RFIs when required by the Project Manager/COR within seven (7) calendar days.

· Provide construction period services to include shop drawings review, site inspections, and RFI response. In addition, the A/E shall provide scope of works, and estimates for any RFI response that causes a cost change due to design errors and omissions.

· Review contractor's cost estimates and provide recommendations to the VA.

· The A/E shall review and approve all specified equipment and installation submittals and shop drawings. During construction, the A/E shall allow for a minimum of three (3) site visits as directed and scheduled by the COR. The A/E shall also attend the pre-final inspection and provide the COR with an itemized punch list.

· Participate in partial/final acceptance inspections as scheduled and generate punch list items for completion. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.)

· Prepare as-built drawings on original set with A/E’s stamp, based on record drawings that the contractor kept during construction. Transpose contractor’s as-builts to AutoCAD (.dwg) and provide a set of updated as-builts on CD within 30 days to the Project Engineer. Final drawing submittal will include hard copies as described for other submissions as well as a CD clearly labeled with the project name, number and submittal in the required format.

· Upon construction completion, red line drawings will be furnished to the A/E to prepare as built drawings. Final as built drawings will be furnished as master building drawings in a project manager format prescribed by the VA.

· Part III – Construction Period Site Visits: Visit the site at the request of the VA in accordance with section ‘Site Visits’ in the scope of work. The AE shall respond on site within an 8-hour period when requested. The total number of site visits during the construction period is estimated to be 2 for this project, which may be finalized after selection of the AE and during negotiation of the proposal. Each site visit shall be documented through a field report denoting the purpose and results of the site visit.

· Make site visits on requests of the VA and prepare documented field reports denoting the purpose and results of the site visit, to include agreed upon changes in design as determined necessary during the construction. Visits made based on errors and omissions in design will be at no cost to the VA.

· Participate in partial/final acceptance inspections (in-wall, above ceiling, and final) as scheduled and generate punch list items for completion. Inspections shall cover quality of installations and locations/placement of items in accordance with the contract documents. The punch list shall reference the contract documents for specific deficiencies (i.e. specification section, drawing detail, etc.).

· Attend the pre-bid and pre-construction conference to review and confirm project scope.

· During construction, the A/E shall allow for a minimum of three (3) site visits as negotiated for the contract, as directed and scheduled by the COR. The A/E shall also attend the pre-final inspection and provide the COR with an itemized punch list.

OFFERORS WILL BE EVALUATED ON THE FOLLOWING 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 VAAR Part 836.603. 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) and (2) are considered the most important and listed in descending order of importance; Criteria (6) is of less important than (1) through (5) but the associated value of 1 through 6 are in a declining value and order of importance. Criterion (1) is the highest with Criterion (6) being the lowest.

(1) Professional qualifications necessary for satisfactory performance of required services;

(2) 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;

(3) Past performance on contracts with Government Agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;

(4) Capacity to accomplish the work in the required time;

(5) Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

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

Criterion 1 - Professional Qualifications necessary for satisfactory performance of required services. Offerors will be evaluated in terms showing recent experience of the project team with comparable hospital projects within the past five years in which the construction has been completed.

· Qualifications must indicate that the project team has recent direct experience on Hospital projects designing similar improvements to those proposed at Hampton VAMC.

· Provide a balanced, licensed, and/or certified workforce in the following disciplines – Architectural, Structural, Mechanical, Electrical, Plumbing, and Environmental. The architect/engineer shall provide a team where each member has more than 5 years of experience.

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. Each resume shall include a minimum of two (2) specific completed projects through construction.

Criterion 2 - Specialized experience and technical competence in the type of work required, including, where appropriate, experience in hospital renovations, water infiltration remediation, and Construction Period Services. Offerors will be evaluated on specialized experience and technical competence in the performance of services like those anticipated under this contract about:

· Special knowledge specifically hospital renovations and water infiltration remediation. Provide evidence of understanding of the project; and any unique architectural/engineering aspects associated with the proposed project and how to address them.

· Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. See Attachment B.

· 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.

Submission requirements: Provide up to two (2) and no more than 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. All projects provided in the SF-330 must be completed by the office/branch/regional office/individual team member 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, and 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 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. Additionally, Firms are required to return and submit the Attachment B titled Criterion 2 Format, which will clearly demonstrate specific experiences and qualifications of personnel proposed for assignment to the project and their record of working together as a team. Specifically list similar scoped projects covering the previous 5 years and clearly show participation. (See SF330 Part I Section G, but not excluding other information provided on the SF330 and supporting documentation.)

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 2 should be submitted in Part 1, Section F of the SF-330. The Government WILL NOT consider information submitted in addition to Part 2, Section F in evaluating Criterion 2.

Criterion 3 - Past Performance – Offerors will be evaluated on past performance with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules in a hospital setting. Evaluating past performance and experience will include information provided in Past Performance Questionnaires (PPQs) or CPARS and 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.

· Firm shall provide a table of a minimum of 5 comparable projects comparing their IGE with the bid/award amount during construction.

Project Recency: A project will be considered recent only if performance was completed within five (5) years of the date of issuance of this public announcement. Ongoing projects will not be considered as no accurate performance record can exist for work not yet completed.

Submission requirements: SUBMIT A COMPLETED CPARS EVALUATION FOR EACH PROJECT UNDER CRITERION 2. IF THERE IS NOT A COMPLETED CPARS EVALUATION, the Past Performance Questionnaire (PPQ) Attachment A, 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 2. AN OFFEROR SHALL NOT SUBMIT A PPQ WHEN A COMPLETED CPARS IS AVAILABLE. IF A CPARS EVALUATION IS NOT AVAILABLE, submit no less than three (3) and no more than five (5) PPQs for recent and relevant projects identified on SF330 Part I Section F. Completed PPQs must be submitted directly to the Contracting Office as indicated on the form. 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 6, Attn: Madeline.lucena-pulst@va.gov prior to the response date. Offerors shall not incorporate into their response PPQs 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 4 - Capacity to accomplish the work in the required time for both the prime and subconsultants. See anticipated project and design review schedules below.

· This factor evaluates the ability of the firm, given their current projected workload (percentage) and the availability of their key personnel, to accomplish the possible myriad of design projects in the required time. The general workload and staffing capacity of the design office will be evaluated.

I. List current projects with a design fee of greater than $100,000 being designed in the firms’ office. Indicate the firms’ present workload and the availability of the project team (including sub-consultants) for the specified contract performance period, III. Describe experience in successfully delivering projects per performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates

Anticipated Project Schedule

· Design completion: 370 calendar days; includes VA design reviews

· Procurement timeframe: Six (6) months from the time Engineering submits package to contracting. Designer shall answer pre-bid RFIs and provide updated construction documents to capture any changes made through the procurement process

· Construction period services: 550 calendar days from construction award date

· Total contract period: 1100 calendar days

Design Review Schedule

Submission requirements: Describe the firm’s ability to concurrently perform and manage workload (percentage) in different locations to meet aggressive schedules, multiple disciplines, and control costs and the firm’s capacity to accomplish multiple projects simultaneously. Additionally, Prospective contractors are required to provide a list of current projects with a design fee of greater than $100,000 currently being designed in the firms’ office. Indicate the availability of the proposed project team (including sub-consultants) for the specified contract performance period in terms of: (1.) both the average and maximum number of projects being worked simultaneously for the previous twelve (12) month period, for each key personnel member, (2.) the number of projects currently being worked by each key personnel member identified in the SF330, and (3.) the number of projects that could be added to workload, given size and complexity.

Criterion 5 - Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

Submission requirements: Provide listing of significant claims against the firm for improper or incomplete architectural and Engineering Services. If no significant claims exist, include statement confirming that there are none.

Criterion 6 - Location in the general geographical area and knowledge of the locality 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: Demonstrate the firm is familiar with Hampton, Va. and local area agencies and stakeholders. If the firm has not completed projects in this local area, show capability to engage state and local regulatory bodies outside of your primary area of business to meet the requirements of those bodies.

SELECTION PROCESS: The agency has convened an evaluation board for the evaluation of responses to this notice. Responses will be evaluated in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) 36.6. Specifically, SF 330 submissions will be evaluated to identify the most highly qualified firms, using the selection criteria identified above. Discussions will be held with at least three (3) of the most highly qualified firms. Interviews may be conducted. The processes at FAR 36.602-4 and FAR 36.606 will then be followed.

SELECTION INTERVIEW:

Interviews shall be scheduled with firms slated as the most highly qualified. Firms slated for interviews will be asked a series of established questions. Elaborate presentations are not desired.

GENERAL INFORMATION:

All design and work will conform to the current edition of the VA Master Specifications and VA Design Standards as published at the following site: www.cfm.va.gov; ASME, OSHA, IBC 2009, NFPA and NEC building codes and standards. Coordinate all work through the COR of Facilities Management Service. Contractor is responsible for all cleanups and refuse disposal throughout the construction period. The A-E firm will prepare drawings and specifications in enough detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired construction work. Microsoft Project scheduling and management software will be used by both the A-E and Contractors to allow for regular tracking of schedules and work by the VA Medical Center. Schedules with MS Project will be regularly sent to the COR upon project initiation and whenever significant changes occur in the schedule. The estimated magnitude of construction is between $1,000,000 and $5,000,000. The A-E will provide an initial estimate of cost to perform the above work and will design only those items that can be provided within the cost limitation. The Estimated Cost of Construction (ECC) shall only be provided to the Contractor in which a formal proposal is sought for the purposes of providing a proposal. The Medical Center must remain operational throughout the construction period and a detailed sequence of work will be provided by the A-E to minimize impact of the construction. The A-E will provide documents at each submission as indicated in the statement of work. The NAICS code for this procurement will be 541330, Engineering Services. The current small business size standard for 541330 is $16.5 Million.

DESIGN COSTS: All offerors are advised that in accordance with VAAR 836.606-71 the production and delivery of designs, plans, drawings, and specifications contracted for must not exceed six percent (6%) of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR 52.236-22 Design Within Funding Limitations, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated A-E firm(s) selected in accordance with the outlined process.

LIMITATIONS ON SUBCONTRACTING: In accordance with VAAR 852.219-10(d)(5), VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside and 13 CFR 125.6, a service-disabled veteran-owned small business concern (SDVOSB) agrees that, in the performance of the contract, it will not pay more than 50% of the amount paid by the government to firms that are not similarly situated. Firms that are “similarly situated” are those that are also CVE-registered SDVOSBs.

Requirement for Electronic Submission Paper offers are not authorized, all responses to this pre-solicitation notice must be submitted electronically as described below. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to non-compliance with the terms of the solicitation. You must submit your electronic offer, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below. PPQs must be submitted electronically as well directly to CO/CS.

In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail.

Acceptable Electronic Formats (Software) for Submission of Offers

1. Files readable using the current Microsoft* Office version Products: Word, Excel, PowerPoint, or Access. Spreadsheet documents must be sent in a format that includes all formulas, macro, and format information. Print or scan images of spreadsheets are not acceptable. Please see security note below for caution regarding use of macros. When submitting construction drawings contractors are required to submit one set in AutoCAD and one set in Adobe PDF. (Purpose: contracting can open the PDF version and engineering can open AutoCAD files)

2. Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater.

3. Another electronic format. If you wish to submit an offer using another format than those described in these instructions, e-mail the Contracting Officer/Specialist who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your offer.

4. Please note that we can no longer accept .zip files due to increasing security concerns.

E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers.

1. Subject Line: Include the solicitation number, name of company, and closing date of solicitation.

1. Size: Maximum size of the e-mail message shall not exceed ten (10) megabytes. The SF330, in its entirety, shall not exceed one email of 5MB. The SF330 (not including past performance questionnaires) are limited to 30 pages. If the page limits are exceeded, the pages in excess of the limit will not be read nor considered. If more than one email is sent, please number emails in Subjects as “1 of n”. (Example: SF330 Submission, #36C24622R0024 – Bldg. 110 Ground Floor, Project #590-21-121 1 of 5, etc.). Furthermore, it is the sole responsibility of the prospective firms to confirm receipt of their submission in its entirety prior to the closing date & time of their submission/response.

The Microsoft Outlook © Email time/date stamp will be used to date and time stamp offers for the official record of receipt for the submission. The date and time stamp in recipients “inbox” is the official record of receipt.

Security Issues, Late Bids, Unreadable Offers

1. Late submission of offers is outlined at FAR Part 52.215-1(c)(3). Attention is warranted to the portion of the provision that relates to the timing of submission.

1. Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

1. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus or which are otherwise unreadable will be treated as “unreadable” pursuant to FAR Part FAR 15.207(c ).

1. The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your proposal is readable.

1. Password protecting your submission is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated individuals.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination.

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

1. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

1. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors. ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

1. Definition. As used in this clause –

United States or its outlying areas means—

(1) The fifty States;

(2) The District of Columbia;

(3) The commonwealths of Puerto Rico and the Northern Mariana Islands;

(4) The territories of American Samoa, Guam, and the United States Virgin Islands; and

(5) The minor outlying islands of Baker Island, Howland Island, Jarvis Island, Johnston Atoll, Kingman Reef, Midway Islands, Navassa Island, Palmyra Atoll, and Wake Atoll.

(b) Authority. This clause implements Executive Order 14042, Ensuring Adequate COVID Safety Protocols for Federal Contractors, dated September 9, 2021 (published in the Federal Register on September 14, 2021, 86 FR 50985).

(c) Compliance. The Contractor shall comply with all guidance, including guidance conveyed through Frequently Asked Questions, as amended during the performance of this contract, for contractor workplace locations published by the Safer Federal Workforce Task Force (Task Force Guidance) at https:/www.saferfederalworkforce.gov/contractors/.

(d) Subcontracts. The Contractor shall include the substance of this clause, including this paragraph (d), in subcontracts at any tier that exceed the simplified acquisition threshold, as defined in Federal Acquisition Regulation 2.101 on the date of subcontract award, and are for services, including construction, performed in whole or in part within the United States or its outlying areas.

(End of clause)] Important Notice: Apparent successful offerors must apply for and receive verification from the Department of Veterans Affairs Center for Verification and Evaluation (CVE) in accordance with 38 CFR Part 74 and VAAR 819.70 by submission of documentation of Veteran status, ownership and control enough to establish appropriate status, offerors must be both VISIBLE and VERIFIED by the Department of Veterans Affairs Center for Verification and Evaluation prior to contract award. Failure to be both VERIFIED by CVE and VISIBLE on VetBiz prior to contract award will result in the offeror’s proposal being deemed non-compliant. All offerors are urged to contact the CVE and submit the required documents to obtain CVE verification of their SDVOSB status if they have not already done so.

(a) Definition. For the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA’s Vendor Information Pages (VIP) database; and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB unless otherwise stated in this clause.

(2) “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled Veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) above).

(b) General.

(1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.

(d) Agreement. When awarded a contract action, including orders under multiple award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR part 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to the following:

(1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(2) Supplies or products.

(i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(ii) In the case of a contract for supplies from a non-manufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted.

(3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime may be paid to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For contracts referenced in (d)(2), (3), and (4) the cost of materials is excluded and are not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small businesses do not provide them. For additional information and more specific requirements on the limitations on subcontracting, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

__X__ By the end of the base term of the contract or order, and then by the end of each subsequent option period; or _____ By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVOSBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. Any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program takes precedence.

(h) Misrepresentation. Pursuant to 38 USC 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406, Debarment).

(End Clause)

See attached document: Attachment A - Past Performance Questionnaire AE Reno B110.

See attached document: Attachment B - Criterion 2 Format.