36C25024R0165 Expand Security Fiber Backbone SOW and Evaluation Criteria.docx

STATEMENT OF WORK

PROJECT: 552-24-503

EXPAND SECURITY FIBER BACKBONE

DAYTON VETERANS AFFAIRS MEDICAL CENTER

4100 WEST THIRD STREET

DAYTON, OHIO 45428

Table of Contents

1. General

1.1. Provide complete design services, including all necessary design development, surveys, cost estimates, construction drawings and specifications, and construction period services (CPS) for solicitation to Expand Security Fiber Backbone on the Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428.

1.2. Brief scope description:

Current work in place has cameras run to the com closets, but those closets do not contain equipment/cabling to then carry to fiber backbone riser that reaches police dispatch. The following locations are the closets the camera cabling resides to and where they should run to connect to the fiber. See attached drawings for reference locations and verify as required. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required for this project.

Bldg. 126

· Room 103 to 321 Bldg. 302

· Room 131 to 226

· Room 131 to 333 Bldg. 305

· Room 109A to 122A Bldg. 320

· Room 1A-17/1B-108/1C-107/1D-108A to 1E-105 Bldg. 330:

· 9A-104, 9C-135, 9D-135 (Riser TR)

· 8A-105, 8C-139, 8D-128 (Riser TR)

· 7A-104, 7C-137, 7D-126 (Riser TR)

· 6A-104, 6C-135, 6D-128 (Riser TR)

· 5A-104, 5C139, 5D-128 (Riser TR)

· 4A-104, 4C-140, 4D-130 (Riser TR)

· 3A-113, 3B-111*[Construction Area], 3C-146, 3D-130

· 2A-119, 2C-118, 2D-122 (Riser TR)

· 1A-109, 1B-101, 1C-168, 1D-132 (Riser TR)

· BA-103, BC-111, BC-130, BD-104 (Riser TR) Bldg. 408

· Room 208A to 202H Bldg. 410

· CW-2225/CW-332 to CW-123

2. Scope

2.1. The Contractor (Architect/Engineer – A/E) must meet with Contracting Officer Representative (COR), Contracting Officer (CO), Service Users, VA committees, VA consultants, local/state regulatory agencies, etc. to review data and improve understanding of any ongoing activities that address potential areas of concern associated with the design. The Contractor must use this information to facilitate development of design solutions. The VA must provide the A/E with copies of drawings of trades per their request. The accuracy of the drawings is not guaranteed and must be used only for general information. Actual conditions must be field verified by the contractor and all consulting firms. The contractor must provide meeting minutes for all design related meetings. The contractor will use the information shown in paragraph 1.2 as the basis for this design effort, to include additional requirements in the sections below. If all the work requested to be considered and corrected by the design solicitation cannot be performed due to budgetary constraints, the contractor will assist the VA in determining what work will be removed from the design. The contractor shall provide a written Narrative with their Design Proposal outlining their understanding of the design effort.

2.2. The contract design requirements include, but not limited to the following: the contractor is to provide design drawings including all respective design for utilities necessary for operation of Avigilon cameras, beyond the it closets they are wired to and connect them to dispatch for usability of the system.

2.3. The design must include general debris removal, the demolition of all existing finishes and other associated materials as required to complete the work. Evaluate the existing HVAC System condition and need for replacement and provide a complete design for system or systems identified to be replaced. Include in the design locations of construction barriers/fire walls that are appropriate for safe construction activities. General issues of constructability, phasing and sequencing of construction work including time allotted between phases for VA moves, minimizing impact of construction to medical center operation, alternate work space for the end users during phased construction, coordination with other planned and/or ongoing projects, disturbance related to noise during working hours and non-working hours, equipment deliveries, crane placement/activities, etc. must be considered throughout the design process and appropriately incorporated into the final design documents.

3. Design Guidance

3.1. The estimated price range (construction cost) is between $250,000.00 - $500,000.00.

3.2. The AE contractor shall be responsible for ensuring accurate construction cost estimates throughout design, a phasing plan, and multiple prioritized bid alternates not to exceed 10% of the construction cost. Bid alternates may not be used to get the estimated construction costs to meet the construction budget.

3.3. The Contractor must develop the project using software capable for creating coordination drawings.

3.4. All plans must be at the same scale to facilitate coordination between drawings.

PG-18-1

Master Construction Specifications

PG-18-3

Design and Construction Procedures

PG-18-4

Standard Details and CAD Standards

PG-18-5

Equipment Guide List H-18-8 Seismic Design Handbook

PG-18-9

Space Planning Criteria

PG-18-10

Design Manuals (by discipline)

PG-18-12

Design Guides (graphical, by function)

PG-18-13

Barrier Free Design Guides

PG-18-15

Minimum Requirements for A/E Submissions

PG-18-17

Environmental Compliance Manual H-7545 VA Cultural Resource Management

3.5. All design development and construction drawings and specification documents must be developed in accordance with applicable Federal, State, and Local code requirements; National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA), American National Standards Institute (ANSI), and Joint Commission on Accreditation of Healthcare Organizations (JCAHO) standards; and VA requirements, particularly the sections contained in the following listed Department of Veterans Affairs References:

3.6. The contractor is expected to be familiar with all referenced design guides and manuals. The contractor must prepare project-specific specifications based on the latest VA Master Construction Specifications (see chart below, select hyperlink for more information).

3.6.1 Some items are reiterated from the design guides in this document to place special emphasis upon them. In some cases, there are slight modifications from the design guides relevant to the project or the internal processes at the Dayton VAMC. The contractor is required to meet with the contracting officer (CO) and/or contracting officer’s representative (COR) to discuss and clarify all expectations of the A/E before any work is begun on the design.

3.7. The contractor must carefully review all requirements of the latest edition of the Accreditation Manual for Hospitals, and the Joint Commission for Accreditation of Hospitals, with respect to design and operating requirements; and report all conflicting conditions in writing.

3.8. Accuracy of Planning Information: The contractor must visit a minimum of two times onsite within two weeks after award to investigate the information shown on the Government furnished drawings, record (as-built) drawings and other planning documents which are part of this contract. This information is the best available, but the Government does not guarantee its accuracy or completeness.

4. Quality Control

4.1. The contractor must submit their quality assurance/quality control (QA/QC) plan for review and approval. The contractor must perform all necessary quality control and design review to identify and correct all design errors and omissions and must not rely on Government review for such purposes. Any errors or discrepancies identified in the design documents and specifications by the Government must be corrected prior to the next stage of design documents submittal. Government comments for correction are to be tracked for input and correction to verify history of design document changes. The contractor must ensure that the design documents are free from all errors and omissions prior to submission to the Government. The contractor must provide for review and approval, construction period inspection checklists, which will be used throughout the project for above ceiling inspections, final inspections and any other inspections performed by the Design Team during construction period services for this contract.

5. Submittals

5.1. The contractor must meet with Veteran Affairs personnel one month with at least two meetings each prior to every one of the design submissions for 65%, and 95% to address the needs of the using service, interim life safety measures, phasing of the work, constructability issues to minimize the effect on normal Medical Center operations and/or seasonal work, training of Government personnel, and interior design considerations. All changes to design submissions must be approved by the COR.

5.2. Contractor must accept directions from CO or COR during the design and any changes requested by service users must be approved by the CO or COR in writing.

5.3. The contractor must provide submissions in strict accordance with Program Guide 18-15 Volume C (PG-18-15, see chart under section 3.Design - 3.6) and must provide submissions for Design Development, and Construction Documents for Government review, unless otherwise specified by the COR. The contractor must also provide a Bid Issue submission which includes all documents required for a complete bid package. In each submission, the A/E must resubmit the materials specified in the prior submission, revised according to the comments made by the VA resulting from the prior review(s). All submissions must be provided on a CD and address requirements for specific submission phases in additional to those outlined in Program Guide 18-15, as identified below:

5.3.1.1. Contractor must submit a report of the field findings in word as well as pdf format via electronic media. The report must contain all findings that must be utilized during the design. The findings that do not match with the information provided by the government in the forms of drawings or reports must be listed out separately.

5.3.1.2. Contractor is not required to submit a 35% as the VA has determined that design can proceed to 65% based off current knowledge and scope requirements for the complexity of the project. Supplemental documentation for Computer Aided Design drawings for the space will be provided upon request.

5.3.2. Design Document Submission: 65 percent and 95 percent.

5.3.2.1. Contractor must submit drawings and specifications at each of the above percentage completions. Submissions must include two half sized drawing sets, electronic copy of the specifications and drawings in word and pdf format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose. The information submitted at each of the milestone must depict the actual percentage completion.

5.3.3. Construction Documents submission: Issue for Bid

5.3.3.1. Contractor must submit a completed set of drawings and specifications. Submissions must include One full sized drawing and Two half sized drawings, electronic copy of the specifications and drawings in word, pdf and AutoCAD format, cost estimate in excel and pdf format. All electronic submissions must have appropriate labelling for identification purpose. Submission must also include a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per drawing and specification section.

6. Performance Period

6.1. Design Development:

6.1.1.1. 65% stage: The contractor must have 16 calendar days to perform this phase. The Government must have 7 calendar days for review.

6.1.1.2. 95% stage: The contractor must have 16 calendar days to perform this phase. The Government must have 7 calendar days for review.

6.2. Final Bid Documents: The contractor must have 14 calendar days to perform this phase. The contractor must provide all deliverables, including completed construction drawings and specifications (electronic media and TWO hard copies), cost estimates, and complete CPM network schedule (electronic media and hard copies).

6.3. The contractor must complete all work within 60 calendar days of award/issuance of task order Notice to Proceed (NTP). The performance period includes all times for Government review of design.

7. Construction Period Services

7.1. The contractor must provide construction period services for the Dayton, Veterans Affairs Medical Center, including, but not limited to, review and recommend acceptance or rejection of submitted documents including construction schedules, schedule of values; participate in progress meetings (2 per month) through virtual meeting; review meeting minutes, perform jobsite construction inspections; and provide record drawings utilizing the as-built drawings. In addition to progress meetings, the contractor must attend meetings on site twice a month to clarify design as needed. The contractor must provide interim and final inspections of the construction contractor’s work. The number and frequency of these site inspections will be 30 with further destinations of the frequency of onsite inspections can be discussed during contract negotiations. Record drawings and supporting documents must be provided to the Government via electronic media and must be in editable REVIT software format, or as otherwise directed, and PDF formatted electronic files. The contractor in coordination with VA Engineering staff must incorporate Record drawings into the facility’s master records.

7.2. The contractor must provide to the government a complete and accurate project-specific submittal schedule showing all submittals, certifications, tests, and inspections required, per the drawings and specification sections. The contractor must also develop a shared-access filing system accessible via internet by the Contractor and the VA for document submission (submittals and Request for Information), review, and approval, with the following general requirements:

7.2.1.1. The website must be developed with https protocols, with user id and password log-in requirements.

7.2.1.2. The Contractor can access and post files (e.g., submittals, submittal schedule, RFI log); the Contractor must not have access beyond the files for which he has contracted.

7.2.1.3. The Contractor must develop a submittal schedule/log and an RFI log that accommodates A/E review comment/recommendation and VA COR review comment/decision.

7.2.1.4. Once the Contractor has populated the submittal schedule with all expected submittals, certifications, tests, and inspections required, per drawing and specification section, the Contractor must review the Construction Contractor’s submittal schedule during construction period services for omitted submittals when compared to the Designers submittal schedule and provide comment to the VA for any omissions by the Construction Contractor The VA-approved submittal schedule must become the master submittal schedule for the project.

7.2.1.5. The master submittal schedule must be maintained on the A/E’s shared-access filing system; however, the A/E must weekly make a back-up copy of the master submittal schedule.

7.2.1.6. The Contractor must develop a process document that clearly defines how documents are to be posted and delineates the review process:

7.2.1.7. The Construction Contractor posts a submittal to the website and e-mails the Design Contractor’s representative, copying the VA COR and VA CO, requesting submittal review; both the Design and Constructions Contractors updates their submittal logs.

7.2.1.8. The Design Contractor reviews, enters comments into submittal log, provides recommendation, and e-mails the VA COR, copying the VA CO.

7.2.1.9. The VA COR reviews and e-mails Construction Contractor and Design Contractor, copying the VA CO.

7.2.1.10. The Design Contractor updates the submittal log with the date and status of approval and acts on/responds to comments as appropriate.

Evaluation Criteria for the

552-24-503 EXPAND SECURITY BACKBONE FIBER

PROJECT DESCRIPTION

Design work will include performing a survey and study closed-loop security fiberoptic network to include the areas needed in support of Avigilon camera network expansion. This survey and study will include evaluation of security fiberoptic network throughout the campus. In addition, upon completion of the study, the A/E will provide a detailed report of the survey, along with recommendations for operability of the security fiberoptic network. The A/E will also work with the Dayton VAMC to develop any additional construction phases to this work. Provide complete design services, including all necessary schematics, design development, surveys, cost estimates, construction drawings and specifications, and construction period services (CPS) for solicitation to Expand Security Fiber Backbone on the Dayton VA Medical Center, 4100 West Third Street, Dayton, OH 45428. SF-330 responses shall be no longer than 15 standard 8.5”x11” pages; SF-330 Part II and Past Performance documents such as CPARS are excluded from the page limitation.

EVALUATION FACTORS

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government other factors considered. The following factors shall be used to evaluate offers:

a) Technical Capability- 40%

b) Past Performance- 20%

c) Capacity to Accomplish- 10%

d) Construction Period Services- 10%

e) Location-10%

f) SDVOSB/VOSB or other small business subcontractors 10% The government will evaluate information based on the evaluation procedures authorized in FAR 36.602-1, Selection Criteria using the following evaluation criteria:

Factor 1 - Technical Capability: The evaluation process will consider whether the qualifications demonstrate a clear understanding of the technical features involved in meeting the requirements of the solicitation.

· Professional Qualifications necessary for satisfactory performance of required services. Provide resumes for all key personnel required to complete the services indicated in this solicitation. Professional disciplines are required to be licensed, registered, or certified by a US state, the District of Columbia, or a US territory.

· Specialized experience of personnel proposed for assignment to the contract and their record of working together as a team. Provide specialized experience and technical competence with healthcare related designs in inpatient, ambulatory care settings, in the type of work indicated in this solicitation.

Factor 2 - Past Performance: The offeror’s proposal must include a summary description of at least five prior contracts/projects per team for projects completed within the last five years with organizations with similar mission and functional domains, and of comparable size, complexity, and scope. These references must also include:

· Contract/Order Number, brief description of the project, type of contract, amount of the contract

· Contracting Officer’s Name and Phone Number, Government agency

· Contracting Officer’s Representative Name and Phone Number

· The Offeror must indicate whether they were the prime contractor, sub-contractor or other teaming arrangement. Prime shall indicate which aspect they are directly responsible for of this requirement.

· The Offeror is required to provide references for the above projects. In the event the company itself does not have relevant past performance; references may be submitted on contracts performed by the Key Personnel of the company. The VA reserves the right to contact all the references that the Offeror lists.

Factor 3: Capacity to accomplish the work in the required time.

· Provide a list of current contractual obligations from all public and private clients of the firm and/or key personnel with periods of performance extending up to one (1) calendar year from SF330 submission. Provide project title, estimated construction costs (if applicable), and period of performance dates for the contractual obligations.

· Provide evidence supporting the firm’s ability to perform work in the required time, such as execution of simultaneous task orders with construction costs equal to or greater than this solicitation.

· The submitted information will be used to evaluate the ability to meet the project schedule.

Factor 4 - Construction Period Services:

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.

· Professional Field Inspections

· Review of Construction Submittals

· RFI Support

· Support Construction Contract Changes to Include Drafting Statements of Work

· Cost Estimates

Factor 5 - Location:

The Offeror must indicate how far their company is located from the Dayton VA Medical Center by stating the timeframe to be onsite for this project in response to an emergent need and detail primary means of travel (car, place, etc.).

Factor 6 - 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:

· Firms (Prime and Subcontractor(s)) shall be certified through the SBA Veteran Small Business Certification if SDVOSB or VOSB.

· All other socioeconomic firms shall be certified by Systems of Award Management and/or Small Business Administration.

· Estimate percent of project overall workload shall be designated for each firm (prime and sub).

a) SDVOSB shall be given greatest preference.

b) VOSB shall be given great preference.

c) All other social economic classifications to be preferred.

PRE-SOLICITATION AMENDMENTS:

Amendments to the pre-solicitation shall be posted at www.sam.gov. Paper copies of the amendment(s) WILL NOT be individually mailed. By registering to "Watch This Opportunity", you will be notified by e-mail of any new amendments that have been issued and posted. No other notification of amendment(s) shall be provided.

• The Contracting Officer may elect to use FAR 36.602-5 Short selection process for contracts not to exceed the simplified acquisition threshold based upon the needs of the Dayton VAMC.