36C25622Q0978_1.docx

SUBJECT*

update architectural drawings

GENERAL INFORMATION

SET-ASIDE

Gulf Coast Veterans Health Care System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

POINT OF CONTACT*

Contracting Officer Tina Harris tina.harris3@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

This is a SOURCES SOUGHT NOTICE ONLY This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

The Network Contracting Office (NCO) 16 is seeking preferably Service Disabled Veteran Owned Small Businesses or Small Businesses (but will accept other than small business for market research purposes), capable of providing drafting support services for the VLogic systems as per the draft statement of work below.

See DRAFT Statement of Work for detailed services.

The NAICS code is 541340, Drafting Services and the Size Standard is $8.0 million. Responses must be received by no later than 12:00 p.m. Central Time, Tuesday, June 28, 2022. Responses shall be emailed to tina.harris3@va.gov Response shall contain Capabilities Statements to include Unique Entity Identification (UEI) number, and any qualifying certifications that may be required. Facsimile or Telephonic responses will not be accepted.

Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award.

· SAM:

SAM.gov | Home

· VETBIZ

Home · VetBiz Portal (va.gov)

· Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) VETS-4212 Federal Contractor Reporting | U.S. Department of Labor (dol.gov)

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Draft STATEMENT OF WORK

STATEMENT OF WORK

Scope of Work:

All VISN 16 medical centers have a requirement for services and management of Drawing / Space / Capital Asset Inventory (CAI) database and reporting functions, with graphical tools to store and share architectural engineering drawings, assign space, and report usage among organizational groups. It shall be a multi-user, multi-tasking stand-alone system supporting multiple users in organizations spanning many buildings and sites.

Due to the requirements for on-site activities, the vendor shall be required to make physical visits to the VA Healthcare System locations.

Drawing / Space / CAI Reporting - Database Management:

There are three mandatory vendor tasks:

1. Survey, field verify and update architectural drawings

2. Build a Capital Asset Inventory (CAI) database and reporting system

3. Update and maintain the drawings and the databases on an on-going basis

Task 1. Field verify and update architectural drawings The Healthcare System consists of a total built-up square footage of approximately 7,974,000 square feet - see attachment A. The architectural drawings were developed in AutoCAD, BIM, PDF or other electronic formats some time back and since then projects have taken place affecting certain areas of certain buildings. There were two types of projects: (1) minor projects that were done in-house for which project drawings may not be available, and (2) major remodeling projects for which a design firm was utilized. These design firms and contractors may have supplied the medical centers with design and as-built drawings and the medical centers will make all drawings available to the vendor. The VA cannot guaranty the accuracy of these drawings and therefore the vendor may need to conduct a field survey to capture today’s layouts. In planning for this survey, the vendor must be aware that some areas may not be readily available to be surveyed and they must plan in consultation with the occupying service line and conduct the surveys when it is convenient for the service line. Any field survey site visits must be coordinate with the COR and the COR’s delegate at the specific station (POC). These site visits must be planned at least three weeks in advance and confirmed with the COR and station POC. Subsequent to the field survey, the vendor shall update all CAD drawings. In updating the CAD drawings, the vendor shall comply with VA CAD standards. The drawings shall be organized in the form of one drawing per contiguous floor per building wherever it is possible.

These drawings are the property of the government and updating and manipulation of these drawings under this contract do not confer any rights to the contractor.

Task 2. Build a Space Management Capital Asset Inventory (CAI) database and reporting system The Healthcare System requires a space management system that can track the assignment of all spaces and capable of generating reports including Capital Asset Inventory (CAI) reports. The space database shall, as a minimum, contain the following pieces of data:

1. Room number

2. Space function

3. Service line assignment

4. CAI Space Driver assignment

5. Net and Gross Square footages

The medical centers will provide to the vendor the available information on this data. However, the vendor shall conduct an escorted walkthrough of the buildings to capture current information from every room. This information includes overall dimensions, square footages, and service ownership. In planning for this survey, the vendor must be aware that some areas such as pharmacies, OR’s, and certain patient areas may not be readily available to be surveyed and they must plan in consultation with the occupying service line to conduct the surveys only when it is convenient for the service line. Critically sensitive areas such as pharmacies and IT server rooms must be identified on the drawings. The vendor will work with the COR and Information Security Officers to ensure compliance with this requirement; however, it is still expected that these spaces and associated square footages will be reported accurately within the system. The vendor will identify a secure method to accomplish this requirement.

The database must be able to support multiple users simultaneously. It shall be able to assign privileges to users in such a manner that only certain users will be able to modify data whereas all users will be able to view the data.

Task 3. Update and Maintain the Drawings and The Databases:

This includes Alexandria, Fayetteville, Houston, Jackson, Little Rock (both campuses), New Orleans and Shreveport. Ongoing additions and renovations require changes to drawings to maintain the integrity of the drawing database. Also, the medical centers may expand, or contract as new facilities are added, or existing facilities are closed. The VA will require that these changes be incorporated in the existing drawings so that the drawings in the system will be current. The frequency and extent of such changes will depend on completion of projects and may be unpredictable.

Periodically, the medical centers will send to the vendor drawings and other documentation that indicate the alterations in certain areas. Typically, these changes will be forwarded as AutoCAD files. The vendor shall, upon receipt of such documents, consult with the medical center staff and clarify the changes, as necessary. The vendor shall incorporate the changes in the drawings and update all relevant modules. The vendor shall make the changes in drawings in a reasonable amount of time – less than fifteen (15) business days. The VA may decide to add additional buildings or suites to the system. The size and locations of these are not known now. When such projects occur, the contractor shall add such new buildings on to the system.

The vendor shall at least once a quarter send a notification to each medical center reminding the medical center and asking for data and drawing changes that may have taken place since the previous update.

Medical Centers and Tasks

The medical centers and the applicability of each task will be as shown in the following table:

Other Terms and Conditions Some field verification work will be done on site at the medical centers and shall be coordinated with the Contracting Officer Representative (COR) appointed by the CO. Generally, work will be done during normal business hours (M-F 8 to 4:00), holidays excluded.

All drawings and data produced by the vendor will become the property of the government. PDF & AutoCAD format drawings shall be provided to each station upon completion of development. Upon contract expiration, the vendor will be required to destroy all data associated with the facility drawings and data sets and verify the method of destruction with the VA COR & Information Security Officer.

Contractor Security Requirements The Contractor’s employees shall bring photo ID to obtain a VA Contractor identification badge. The COR will identify personnel who will escort and coordinate access to the areas of work. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

Quality Assurance Plan Performance will be measured by vendor timeliness in responding to service requests, and the quality of the maintained drawings and database. The facilities drawings created by the vendor shall be compliant with VA standards and be compatible with generally accepted industry practices. When the vendor creates new facility drawings the vendor shall submit a preliminary set of drawings for review by the medial center staff. The vendor shall hold in person or on-line discussions to discuss the review findings and make agreed-upon modifications.

The facilities related data such as occupancy by service lines collected or validated by the vendor must be reviewed by medical center staff and the vendor shall make all agreed-upon changes. When the medical centers send out existing drawings for updating to the vendor, vendor shall acknowledge the receipt within seven days of receiving them. Within the next seven days the vendor shall hold discussions with the VA staff - if the vendor has questions or requires clarifications. Once the clarifications are done, the vendor shall update the drawings and load them on to the platform within a further period of 15 days.

The quality of the images maintained in the vendor’s database shall be legible and high quality.

The vendor shall make all appointments scheduled with the COR on time and without delay.

Attachment A Facilities to be included in the Scope of Work.

All buildings on the campuses of the following medical centers are included for this project. The CBOCs are not included.

Shreveport (558,000 option yrs only)

Total: 7,974,000

Some buildings have interstitial spaces, and the above list may not include such spaces. The contractor shall include those spaces as well in the system to be developed under this contract. However, the interstitial spaces shall be specified in the system in such a way that they can be separately treated for analysis and reporting.

End of Document

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