36C26123R0054 Electronic Cylinder Rekey 1442.pdf

1. SOLICITATION NUMBER 2. TYPE OF SOLICITATION 3. DATE ISSUED PAGE OF PAGES

4. CONTRACT NUMBER 5. REQUISITION/PURCHASE REQUEST NUMBER 6. PROJECT NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO

a. NAME b. TELEPHONE NUMBER (Include area code) (NO COLLECT CALLS)

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying number, date)

12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES," indicate within how many calendar days after award in Item 12B.)

12b. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

STANDARD FORM 1442 (REV. 8/2014) STANDARD FORM 1442

Prescribed by GSA-FAR (48 CFR) 52.236-1(d)

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

SOLICITATION SOLICITATION

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

9. FOR INFORMATION

CALL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SEALED BID (IFB)

NEGOTIATED (RFP)

11. The Contractor shall begin performance within ____________ calendar days and complete it within ____________ calendar days after receiving award, notice to proceed. This performance period is mandatory negotiable. (See _____________________________).

YES NO

a. Sealed offers in original and ___________________copies to perform the work required are due at the place specified in Item 8 by _____________

(hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, the date and time offers are due.

b. An offer guarantee is, is not required.

c. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

d. Offers providing less than _______________________ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

36C26123R0054

X

05-24-2023

640-23-1-5238-0003

640-22-112

36C261

Department of Veterans Affairs VA Palo Alto Healthcare System Network Contracting Office (NCO 21) 3801 Miranda Avenue Palo Alto CA 94304

Submit Offers via email to samantha.henderson@va.gov

Charee Harris (775) 788-5511

Project Title: Electronic Cylinder Rekey Project Number: 640-22-112 Project Location: Veterans Affairs Palo Alto Healthcare System, 3801 Miranda Avenue, Palo Alto, CA 94304

The Contractor shall upgrade the security of 9 regional facilities by replacing the existing mechanical Small Format Interchangeable Core (SFIC) cylinders with electronic SFIC cylinders. The project will include the acquisition and installation of electronic core cylinders, keys, software, key chargers, and remote programmer stations.

In accordance with VAAR 836.204, disclosure of the magnitude of construction projects, the magnitude of construction for project 640-22-112 is between $2,000,000.00 and $5,000,000.00.

The NAICS code for this solicitation is 238290 with a small business size standard of $22 million.

Bid bonds, payment bonds, and performance bonds shall be required under this solicitation and any resultant contract.

Site Visit is scheduled for Thursday, June 15, 2023, at 10AM PST. See section 52.236-27 Site Visit for details.

Requests for Information (RFIs) are due Thursday, June 22, 2023, by 2PM and must be emailed to samantha.henderson@va.gov.

This project shall be completed within 182 calendar days from issuance of Notice to Proceed (NTP).

Offerors must be verified in the VA Vendor's Information Page (VIP/VET BIZ) when the offer is submitted and, if the apparent awardee, prior to award.

This requirement will be a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

Resultant contract will be awarded in accordance with FAR Part 15 -- Contracting by Negotiation.

This procurement is Best Value Tradeoff selection process in accordance with FAR 15.101-1. Both a technical proposal and a price proposal are required. Offerors are strongly encouraged to thoroughly read this entire RFP.

Wage Determination CA20230018 dated April 21, 2023 applies.

10 182

X X 52.211-10

X 10

Email ONLY 2PM PDT

06-28-2023

X

14. NAME AND ADDRESS OF OFFEROR 15. TELEPHONE NUMBER

16. REMITTANCE ADDRESS

CODE FACILITY CODE

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of the solicitation, if this offer is accepted by the Government in writing within __________ calendar days after the date offers are due.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

AMENDMENT

NUMBER

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 20b. SIGNATURE 20c. OFFER DATE

21. ITEMS ACCEPTED:

22. AMOUNT 23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM 25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( ) 41 U.S.C. 3304(a) ( )

26. ADMINISTERED BY 27. PAYMENT WILL BE MADE BY

PHONE: FAX:

28. NEGOTIATED AGREEMENT 29. AWARD Your Contractor agrees offer on this solicitation is hereby accepted as to the items listed. This to furnish and deliver all items or perform all work requirements identified award consummates the contract, which consists of (a) the Government on this form and any continuation sheets for the consideration stated in solicitation and your offer, and (b) this contract award. No further cont-this contract. The rights and obligations of the parties to this contract ractual document is necessary.

shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED 31a. NAME OF CONTRACTING OFFICER

TO SIGN

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA 31c. AWARD DATE

BY

OFFER

AWARD

STANDARD FORM 1442 (REV. 8/2014) BACK

(Include ZIP Code) (Include area code)

(Include only if different than Item 14.)

(Insert any number equal to or greater than the minimum requirement stated in Item 13d. Failure to insert any number means the offeror accepts the minimum in Item 13d.)

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each)

(Type or print)

(4 copies unless otherwise specified)

(Type or print) (Type or print)

(Contractor is required to sign this document and return _______ copies to issuing office.)

(Contractor is not required to sign this document.)

(Must be fully completed by offeror)

(To be completed by Government)

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

36C261

Department of Veterans Affairs VA Palo Alto Healthcare System Network Contracting Office (NCO 21) 3801 Miranda Avenue Palo Alto CA 94304

Department of Veterans Affairs FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

Charee Harris Contracting Officer

Table of Contents

PART I - THE SCHEDULE

SECTION A - SOLICITATION/CONTRACT FORM

SF 1442 SOLICITATION, OFFER, AND AWARD (Construction, Alteration, or Repair)

SF 1442 SOLICITATION, OFFER, AND AWARD (CONSTRUCTION, ALTERATION, OR

REPAIR)– BACK

INSTRUCTIONS, CONDITIONS AND OTHER STATEMENTS TO

BIDDERS/OFFERORS

STATEMENT OF WORK

A. PROJECT DESCRIPTION:

B. PROJECT LOCATIONS:

C. PROJECT CONSTRAINTS:

1 PROJECT BACKGROUND

2 PROJECT PURPOSE AND DESCRIPTION

3 STATEMENT OF BID ITEMS

4 SPECIFICATIONS AND DRAWINGS

5 COMPLIANCE WITH CODES AND STANDARDS

6 ADDITIONAL CONSIDERATIONS

7 COORDINATION AND EXECUTION

8 RFIs AND CHANGE ORDERS

9 ABBREVIATIONS AND ACRONYMS ............................ Error! Bookmark not defined.

SECTION L INSTRUCTIONS TO OFFERORS…………………...…….………………….15

VHA Supplemental Contract Requirements for Combatting COVID-19……………….….22

52.216-1 TYPE OF CONTRACT (APR 1984)

52.222-5 CONSTRUCTION WAGE RATE REQUIREMENTS—SECONDARY SITE OF

THE WORK (MAY 2014)

52.222-23 NOTICE OF REQUIREMENT FOR AFFIRMATIVE ACTION TO ENSURE

EQUAL EMPLOYMENT OPPORTUNITY FOR CONSTRUCTION (FEB 1999)

52.225-10 NOTICE OF BUY AMERICAN REQUIREMENT—CONSTRUCTION

MATERIALS (MAY 2014)

52.228-1 BID GUARANTEE (SEP 1996)

52.228-17 INDIVIDUAL SURETY—PLEDGE OF ASSETS (BID GUARANTEE) (FEB 2021)

52.233-2 SERVICE OF PROTEST (SEP 2006)

52.236-27 SITE VISIT (CONSTRUCTION) (FEB 1995) ALT I (FEB 1995)

52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES—

REPRESENTATION (OCT 2020)

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

52.211-10 COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK (APR

1984)

VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

REPRESENTATIONS AND CERTIFICATIONS

52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (MAY 2022) (JUL 2020)

(DEVIATION)

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

52.209-7 INFO REGARDING RESPONSIBILITY MATTERS (OCT 2018)

VAAR 852.228-72 ASSISTING SERVICE-DISABLED VETERAN-OWNED & VETERAN-

OWNED SMALL BUSINESSES IN OBTAINING BONDS (DEC 2009)

GENERAL CONDITIONS

52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND

SERVICES DEVELOPED OR PROVIDED BY KASPERSKY LAB AND OTHER COVERED

ENTITIES (NOV 2021)

52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS (OCT 2018)

52.219-14 LIMITATIONS ON SUBCONTRACTING (OCT 2022)

52.219-28 POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION (MAR

2023)

52.222-35 EQUAL OPPORTUNITY FOR VETERANS (JUN 2020)

52.222-40 NOTIFICATION OF EMPLOYEE RIGHTS UNDER THE NATIONAL LABOR

RELATIONS ACT (DEC 2010)

52.225-9 BUY AMERICAN—CONSTRUCTION MATERIALS (OCT 2022)

SUPPLEMENTAL INSURANCE REQUIREMENTS

52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUN 2020)

VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) 57

VAAR 852.236-71 SPECIFICATIONS AND DRAWINGS FOR CONSTRUCTION (APR

2019)

VAAR 852.236-79 CONTRACTOR PRODUCTION REPORT (APR 2019)

VAAR 852.236-80 SUBCONTRACTS AND WORK COORDINATION (APR 2019)

VAAR 852.242-70 GOVERNMENT CONSTRUCTION CONTRACT ADMINISTRATION

(OCT 2020)

VAAR 852.243-70 CONSTRUCTION CONTRACT CHANGES-SUPPLEMENT (SEP 2019)

IT CONTRACT SECURITY

SECTION M – Evaluation Procedures

OTHER ATTACHMENTS

INSTRUCTIONS, CONDITIONS AND OTHER STATEMENTS TO

BIDDERS/OFFERORS

STATEMENT OF WORK

DATE: January 12, 2022

EXECUTIVE SUMMARY

A. PROJECT DESCRIPTION:

VA Palo Alto Health Care System VISN 21 intends to upgrade the security of its 9 regional facilities by replacing the existing mechanical Small Format Interchangeable Core (SFIC) cylinders with electronic SFIC cylinders. The project will include the acquisition and installation of electronic core cylinders, keys, software, key chargers, and remote programmer stations.

B. PROJECT LOCATIONS:

VA Palo Alto Division, 3801 Miranda Ave, Palo Alto, CA 94304 VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025 VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550 San Jose Clinic, 5855 Silver Creek Valley Pl, San Jose, CA 95119 Monterey Clinic, 201 9th Street, Marina, CA 93933 Fremont Clinic, 39199 Liberty Street, Freemont, CA 94538 Capitola Clinic, 1350 41st Avenue, Suite 102, Capitola, CA 95010 Mountain View Center, 1776 Old Middlefield Road, Mountain View, CA 94043 Sunnyvale Center, 1080 Innovation Way, Sunnyvale, CA 94089

C. PROJECT CONSTRAINTS:

The contractor must implement infection control measures during construction. The contractor must coordinate all utility shutdowns with the contracting officer’s representative (COR). The contractor shall follow all applicable federal and local jurisdictions laws, standards, code requirements, and VA design guides when conducting the work.

Contractors shall refer to the solicitation documents for the minimal submission requirements and instructions pertaining to this project. The contractor shall provide services during construction as outlined in this Statement Of Work (SOW), as well as associated design documents, drawings, and specifications. These construction services shall be provided to the Veterans Affairs Palo Alto Healthcare System (VAPAHCS), located at 3801 Miranda Avenue, Palo Alto, CA 94304, all in accordance with this SOW and applicable contract terms or conditions.

1 PROJECT BACKGROUND

1.1 The current door access system used throughout the 9 regional VAPAHCS facilities is a traditional mechanical key system. The method by which mechanical keys are issued to users is antiquated and cumbersome. This project will modernize access through an electronic key system.

2 PROJECT PURPOSE AND DESCRIPTION

2.1 This project will increase physical security through the implementation of a technologically modern system able to grant, deny, and monitor access via an electronic key system.

2.2 The key modernization will simplify and streamline key distribution and key access credential assignment.

3 STATEMENT OF BID ITEMS

3.1 Hardware: Contractor will be responsible for delivery and installation of the following equipment.

3.1.1 Electronic Cylinders: Quantity 8,100, Medeco XT Part Number EA-100108 or approved equal.

A. Electronic Cylinders shall fit and function in existing facility SFIC locking hardware to eliminate replacement cost of existing hardware.

B. Electronic cylinders shall eliminate the need to "rekey" mechanical cylinders, and allow electronic reprogramming of cylinders by authorized programming key.

C. Electronic cylinder shall have stainless steel plug face and shell to resist environmental conditions

D. Electronic cylinder shall have non-volatile memory to store 2,000 audit events, with the oldest record self-deleting after 2,000 events

E. Electronic cylinder shall record unauthorized entry attempts from keys that are not in the system, are outside of the schedule date or time range, are not programmed to open the specific cylinder, or are stored on internal black list.

F. Electronic cylinders shall store up to 40 blacklisted keys (keys lost or out of service)

G. Electronic cylinders shall have drill resistant inserts to improve drill resistance

H. Electronic cylinders shall have break-away plug face that shall fail secure in the event of over-torquing

I. Electronic cylinders shall be independently tested to meet dust and water jet IP-68 and certified to specification CEI/IEC 60529, Edition 2.1

J. Electronic cylinders shall be independently tested to meet dust and water jet IP-55 and certified to Specification CEI/IEC 60259 Edition 2.1 and DIN EN 1303, ICS 91.190

K. Electronic cylinders shall be independently tested to meet salt fog testing for greater than 96 hours, certified to specification ASTM-B-117 and DIN EN 1303, ICS 91.190

L. Electronic cylinders shall be independently tested to meet MIL-STD-202G, Method 201A, 3 Axis qualification vibration testing

3.1.2 Electronic Keys:

A. Slim Line Keys: Quantity 9,000, ”slim line" keys with 9,000 chargers (bundle), Medeco XT Part Number 94-0307 or approved equal.

B. Heavy Duty Keys: Quantity 400, Medeco XT Part Number 94-0325 or approved equal.

i. Electronic Keys shall operate Electronic Cylinders.

ii. Electronic keys shall be designed to be programmed as user, control, setup, audit or operator plus audit options.

iii. Electronic keys shall have an operating temperature of -4 F to 122F (-20C - 50C)

iv. Electronic keys shall have rechargeable battery capable of 1,800 cylinder openings between charges.

v. Electronic keys shall have a charging temperature range of 32F-104F (0C- 40C)

vi. Electronic Keys shall have battery level indication reporting a low battery at time of programming and during cylinder opening.

vii. Electronic Keys shall have hardened steel tip

viii. Electronic Keys shall be capable of storing up to 16,000 cylinders to be opened

ix. Electronic Keys shall also store unauthorized attempts from Electronic Cylinders which shall be viewable in the software reporting once the key is updated/reconnected to the programming devices.

x. Electronic Keys shall use gold-plated, spring-loaded data contacts.

xi. Electronic Keys audit reporting shall be capable of configuration in "first in first out" (FIFO) or to disable keys when memory is filled to prevent loss of audit trail data.

xii. Electronic Keys shall store 10,000 audit events.

xiii. Electronic "Industrial" Keys shall utilize all metal stainless steel housing for robust applications.

xiv. Electronic "Slim line" keys shall utilize hardened steel frame and plastic housing.

3.1.3 Desktop Programmers: Quantity 10, USB single station programming device, Medeco XT Part Number EA-100109 and 10 Micro USB to USB Cables, Medeco XT EA-200058 or approved equal.

A. Desktop programmer shall be powered via USB cable.

B. Desktop programmer shall utilize LED for programming/ charging feedback

C. Desktop programmer shall utilize interface/ dock for electronic key programming

D. Provide and install mounting kits as necessary

3.1.4 Remote Programmers: Quantity 75, Medeco XT EA-100242-100 or approved equal.

Contractor shall be responsible for Network and Power to be run to these locations.

A. Remote Programmers shall operate via VA Palo Alto supplied network drop and be powered via standard 120V connection (to be supplied by VA Palo Alto).

B. Remote Programmers shall operate using VA Palo Alto self-hosted and OIT approved software.

C. Remote Programmers shall allow for the renewal or modification of access rights at designated locations without the need to return to the VA lock shop or facilities department.

D. Remote Programmers shall conduct audits of key access while renewing, modifying, or re-authorizing electronic key access rights.

E. Provide and install mounting kits as necessary.

F. Remote Programmers shall be installed in high traffic areas such as elevator lobbies and building entrances. Exact locations to be directed by the COR.

3.1.5 Multi-Key Charging Station: Quantity 5, Medeco XT part number 100138 or approved equal.

3.1.6 Multi-Key Programmer and Charger: Quantity 2, Medeco XT part number 100232 or approved equal.

3.1.7 XT Portable Key Charging Adapter only: Quantity 400, Medeco XT part number 100088 or approved equal.

3.1.8 Software

A. Electronic Cylinders and Electronic Keys shall be operated by existing web hosted software. Software must be approved by the VA OIT group as listed on:

https://www.oit.va.gov/Services/TRM/SearchPage.aspx

B. Software shall have the ability to assign mandatory updating of keys on a daily, weekly, monthly, or annual basis.

C. Software shall only be installed on a VA self-hosted server

3.2 Installation

3.2.1 Hardware must integrate with existing Medeco XT self-hosted software on VAPAHCS servers.

3.2.2 Installation will include the training on the software application and programming equipment which will program and manage the electronic cylinders and keys.

3.2.3 Contractor shall provide installation for all electronic cylinders as defined by the VA Palo Alto campus COR.

3.2.4 Contractor shall install wall programming devices and test for proper function (network drops/power or other requirements beyond wall installation are by Contractor).

3.2.5 Keys will be programmed and assigned by VA Palo Alto directly and key issuance will not be a part of the scope of the awarded contractor.

3.2.6 Contractor shall be responsible for a facility survey to determine door locations for the electronic cylinders. This data will be uploaded into the software for assignment of electronic cores.

3.2.7 All electronic keys will be programmed by the VA, supported by keying meetings and access level determinations. The keying meetings and access level data will be the responsibility of the contractor and coordinated with the COR and physical security personnel at the VA.

3.2.8 All electronic cores and cylinders shall be compatible with existing intelligent key software (Medeco XT web-hosted software).

3.3 Professional Services

3.3.1 Contractor shall be responsible for 2 weeks of professional services – manufacturer of software direct-support for inputting of database uploads to software (TBD, but minimally door survey and employee list flat files.)

3.4 Standard Warranty

3.4.1 Two year standard warranty on all materials

3.4.2 Two Copies of the warranties must be provided to the owner upon substantial completion with the dates of warranty coverage noted.

3.5 The contractor shall return mechanical core cylinders to the VA.

3.6 Contractor is responsible for any third-party inspector/commissioning services as applicable to ensure building compliance with VA and local requirements.

3.7 The contractor shall comply with all applicable national, state and VA healthcare standards, design guides and policies. The contractor shall maintain valid and current contractor’s licensure, verifications, and certifications, as applicable for this project.

4 SPECIFICATIONS AND DRAWINGS

4.1 General specification sections are included as part of this SOW and attached here as Attachment A. The contractor is responsible for acquiring addition specification sections, pertinent to the project, from the VA Technical Information Library (TIL) at https://www.cfm.va.gov/TIL/spec.asp.

4.2 As-built Drawings. The contractor shall be responsible to provide marked-up as built drawings and deliver two approved completed sets of as-built drawings to the Contracting Officer’s Representative as per paragraph 1.13 of spec section 01 00 00.

5 COMPLIANCE WITH CODES AND STANDARDS

5.1 The contractor shall comply with all design drawings and specifications during the project, including applicable codes and standards described in the VA’s design guides and design manuals, and the VA’s standards for information technology.

5.2 Contractor shall have three years documented experience in the servicing of VA facilities and shall be approved by the owner.

5.3 Contractor must have warranty/service technician within 4 hour response time of the VA Palo Alto Campus.

6 ADDITIONAL CONSIDERATIONS

6.1 Restoration Plan: Including, but not be limited to, general requirements, restoration for any damages to existing walls, ceiling, equipment, wires, or utilities during construction.

6.2 Submittal Register Schedule: The submittal register included within the project specifications lists individual submittal sections with schedule and submittal descriptions.

Submittal register shall be submitted prior commencing construction work.

6.3 Utility shutdowns. The contractor shall coordinate all utility with the contracting officer’s representative. Major utility shutdown will require 45 days advance notice to coordinate with facility.

6.4 Interim Life Safety Measures (ILSM). Contractor shall coordinate with the contracting officer’s representative, VA Safety Officer, VA Infection Control firm, to comply with any Interim Life Safety Measures required during construction. Life Safety Measures will include the following, at a minimum;

6.4.1 Providing and maintaining compliant fire/smoke barriers and sprinklers or heat detectors as needed during construction.

6.4.2 Ensuring that the equipment staging or lay down areas, if applicable, comply with applicable VAPAHCS safety requirements. Any staging or lay down areas and construction fencing must be coordinated between the general contractor and contracting officer’s representative.

6.5 Security Considerations. At no time will the vendor be in contact or have access to VA sensitive information. Certification and accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. VA sensitive information procedures will be followed per VA Handbook 6500.6.

6.6 Station Operations. The contractor shall generally perform all on-site visitation or work between the hours of 8:30 AM and 4:30 PM, Monday through Friday (Federal Holidays excluded), unless otherwise approved by the contracting officer’s representative. The contractor may be required to perform all or part of work elements involving significant noise or vibrations affecting nearby areas outside of these normal work hours, in order to avoid impacting daily operations.

6.7 For any activity that impacts the facility operation, contractor shall perform such activities after hours or on the weekends.

7 COORDINATION AND EXECUTION

7.1 User Groups. The contractor will be required to work with the below user groups responsible for managing this project. The contractor is advised that only the contracting officer has authority to alter the contract once awarded, or to legally obligate the government pursuant to any changes in the scope of the project thereof.

7.1.1 Contracting Officer (CO): The CO shall be responsible for all contractual administration of this project. All transactions of a legal nature, including contractual agreements, amendments, change orders, etc. shall be approved and processed through the CO.

7.1.2 Contracting Officer’s Representative (COR): The COR shall be responsible for the construction management on behalf of the VA and will manage the project on a day-to-day basis to ensure that the project requirements are met from the notice to proceed through completion of the work and acceptance, according to project scope of work and construction documents or specifications.

7.2 Construction Administration

7.2.1 Project Schedule. After award of contract the contractor shall provide to the VA a detailed schedule of all project activities, including milestone dates and critical paths, as well as update such schedule if plans are modified during the project. Overall project schedule shall be broken to activities in which each activity shall have less than 20 workdays duration. Master schedule shall be updated and submitted monthly to the COR.

Contractor shall also provide 3 weeks look ahead schedule weekly to the COR by COB on Monday. No work is allowed until master schedule is approved by the COR.

7.2.2 Schedule of Values. The contractor shall provide a schedule of values, along with the project schedule, which is aligned with the various activities of work. This schedule of values, if approved, may be used by the COR as a basis for evaluating reviewing progress performance and payments. Schedule of values shall be broken into details to be aligned with overall project schedule. Schedule of values shall have 10% of overall project cost designated for punch walk and project close out.

7.2.3 Observation and Site Visits. The contracting officer’s representative and/or designated representatives may require access in order to monitor, observe, and review all aspects of the project to ensure compliance with the construction documents and other regulatory requirements.

7.2.4 Project Meetings and Inspections. The contractor shall be required to attend or provide a designated representative for coordinated field observation inspections for progress evaluations and reports, and other site visits as needed, including punch list or pre-final and final inspections. Such inspections may occur on a monthly basis, or more frequently as needed. The contracting officer’s or other designated representatives may inspect all aspects of the project in order to complete written progress reports, including the performance of work activities in the project schedule or schedule of values, and verification of the contractor’s compliance with applicable safety, infection control, or interim life safety requirements. Contractor shall attend weekly owner, architect and contractor (OAC) meeting, and is responsible for providing meeting minutes and agenda for each meeting.

7.2.5 Submittals. The contractor will be responsible to furnish submittals in accordance with the design specifications and submittals register. The contractor shall submit shop drawings, schedules, manufacturer's literature and data, and certificates in electronic format. One sample must be furnished to the contracting officer’s representative for approval. Further details are provided in the project specifications for shop drawings and submittals.

7.2.6 This project shall be completed within 182 calendar days from issuance of Notice to Proceed (NTP).

8 RFIs AND CHANGE ORDERS

8.1 During construction the contractor may submit requests for additional information concerning the design or other aspects of the project; however, these must be submitted in writing. These must include, at a minimum, a description of or background information for the issue in question, as well as a complete impact assessment for any recommended changes. The contracting officer will review, evaluate, and respond as required. Any proposed changes to the scope or deviations from the design documents may be submitted to the contracting officer’s representative for review and discussion, however any such changes to the contract or scope of the project must first be approved by the contracting officer in writing before implementation.

9 ABBREVIATIONS AND ACRONYMS

ASHRAE American Society of Heating, Refrigerating and Air-Conditioning Engineers

ASME American Society of Mechanical Engineers ASTM American Society for Testing and Materials CA Commissioning Agent CD Construction Documents CM Construction Manager CO Contracting Officer COR Contracting Officer’s Representative DD Design Development GC General Contractor ILSM Interim Life Safety Measures NEBB National Environmental Balancing Bureau NFPA National Fire Protection Association NTP Notice to Proceed O&M Operations and maintenance documents OAC Owner/Architect/Contractor OSHA Occupational Safety and Health Administration

PSRDM Physical Security and Resiliency Design Manual SD Schematic Development SOW Statement of Work SSTV Security Surveillance Television TAB Testing, adjusting, and balancing VA Veterans Affairs VAPAHCS Veterans Affairs Palo Alto Health Care System

End of Section

SECTION L - INSTRUCTIONS TO OFFERORS

1. INTRODUCTION:

a. These instructions prescribe the format of Offers. Offers are defined as consisting of both Prime Contractor’s Price Proposal and Prime Contractor’s Technical Proposal.

These instructions describe the approach for the development and presentation of the required information and documentation. These instructions are designed to ensure the submission of necessary information and documentation to provide for the comprehensive evaluation of offers.

b. Offerors are cautioned to carefully review this solicitation prior to commencing preparation. For offers to receive full consideration for award, offerors shall ensure that the information and documentation furnished in support of the price proposal and the technical proposal are current, factual, complete, and accurate.

c. Offerors are strictly advised to comply with all instructions within this solicitation to ensure submission of a complete Prime Contractor Offer. Failure to furnish a complete offer per the instructions of this solicitation by the required time and date may result in the Offeror’s proposal being determined ineligible.

d. The Government intends to award without discussions, unless discussions are in the best interest of the Government.

2. CONTRACT TYPE:

a. The awarded contract will be a firm fixed price (FFP) contract.

b. This solicitation is a total SDVOSB set-aside. The offeror MUST have an active Unique Entity Identification (UEI) number and be current in System for Award Management (SAM). SDVOSB firms must be Certified Veteran Eligibility (CVE) verified prior to the submission of proposals.

3. SUBMISSION INSTRUCTIONS:

a. Each offeror shall also provide one (1) emailed copy of the technical proposal and one

(1) emailed copy of the price proposal, to arrive on or before the due date/time to samantha.henderson@va.gov.

The subject line of the email must cite RFP: 36C26123R0054. In no circumstances shall file size exceed 10MB. Multiple emails are acceptable.

b. Faxed proposals are not permitted under any circumstances.

c. Please ensure you allow time for email transmission.

d. Offer Due date is June 28, 2023, at 2:00 P.M. Pacific Time.

4. QUESTIONS CONCERNING THIS RFP:

All Requests for Information (RFIs) regarding this RFP shall be submitted in writing and received no later than Thursday June 22, 2023, at 2:00 PM Pacific Time to allow replies to reach all prospective offerors in a timely manner. All RFIs shall be sent via email to Samantha Henderson at Samantha.henderson@va.gov.

5. PRE-PROPOSAL SITE VISIT:

Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of performing these services. In no event shall failure to inspect the site constitute grounds for a claim after contract award. See block 10 of SF1442 and 52.236-27 for site visit details.

6. PROPOSAL FORMAT:

a. All commitments made in the proposal may become a part of the resultant contract. The data submitted with each proposal shall be complete and concise, but not overly elaborate. Reliance on promotional brochures is discouraged.

b. The Technical Volume shall not exceed the page limits stated herein. If the page limits are exceeded, the pages in excess of the limit will not be read or considered. Page limits for entire Technical Proposal shall not exceed thirty (30) pages front and back. The CPARS/Past Performance questionnaires do not count as part of the 30 pages.

c. Page Limits Shall Include: All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc. except as noted in the instructions. Text lines will be single-spaced.

d. Written proposals shall be prepared on standard 8.5 x 11-inch paper (charts may be landscaped but must be on 8.5 x 11-inch paper) and shall be in a legible font size (11 or 12 point). All pages of each proposal shall be appropriately numbered and identified with the RFP number. For ease of reference, consecutive page numbering with tabs is required.

e. Email Copy: Provide one (1) email copy of the complete proposal (Volumes 1 and 2) as specified above.

f. Indexing: Each volume will contain a “Table of Contents” for that volume. The “Table of Contents” will identify major elements of technical and price proposals. Tab indexing will be used to identify Sections as appropriate. Table of Contents and Tab indexes do not count toward page limitation.

g. Offerors may, at the discretion of the Government, be asked to provide information for clarification purposes regarding their proposals. Requests for such clarification information do not constitute discussions.

h. The offeror shall be held responsible for the validity of all information supplied in their proposal, including information provided by potential subcontractors. Should subsequent investigation disclose that the fact and conditions were not as stated, the proposal may be rejected and receive no further consideration.

i. If revised proposals are requested, the number of revised copies to be submitted shall be the same as those of initial proposals unless stated otherwise.

7. PROPOSAL VOLUME CONTENTS:

TECHNICAL VOLUME (BINDER - 1): Include the following information on the cover:

Company Name

RFP: 36C26123R0054

Volume 1 – Technical Proposal

BINDER INDEX:

Tab 1: Technical/Key Personnel Experience, as specified ...

Factor 1A – Key Personnel Factor 1B – Security Upgrade Experience

Tab 2: Management Approach, as specified ...

Tab 3: Past Performance, as specified ...

a. The Technical volume shall include necessary information regarding the offeror’s ability to perform requirements outlined in the solicitation. Failure to provide a Technical Proposal in accordance with the solicitation instructions shall render an offeror’s proposal incomplete and ineligible for award.

b. Similar scope and complexity, when referred to in the evaluation factors, is defined as projects that consist primarily of security upgrades, to include electronic core cylinders, keys, software, key chargers, and remote programmer stations.

c. Similar magnitude (size), when referred to in the evaluation factors, is defined as projects that were valued between $2,000,000 and $5,000,000.

d. The project personnel included in the offer shall be the personnel that are assigned to the project for the entire project. In the event a substitution must be made during the course of the project, the contractor shall submit to the contracting officer a request that includes a resume of the proposed substitution that indicates the person meets all of the qualifications in the evaluation factor included in this solicitation.

e. This project requires four positions be assigned: Project Manager, Superintendent, Safety Officer, and Quality Control Officer. The Superintendent must perform full-time in this role and no other role. The Superintendent must not perform other duties or responsibilities, i.e., safety officer, quality control officer, job site or home office project manager during the project duration.

f. The letter of intent for project personnel shall contain the following information:

i. Current Employees - Letter that is signed by both the employee and contractor that lists the solicitation the contractor is proposing on and their proposed roll on the project.

ii. Potential Employees - Contractor must provide a letter of intent signed by both the Contractor and potential employee that lists the following:

1. Specific solicitation/project being offered on

2. The position the proposed employee will be taking

3. Statement that the proposed employee has NO known conflicts that would prevent him or her from completing this project if awarded and that this person possesses the skills necessary to perform the required tasks as assigned

g. If proposing as a joint venture, a copy of the executed joint venture agreement shall be included with the proposal.

PRICE VOLUME (BINDER – 2): Include the following information on the cover:

Company Name

RFP: 36C26123R0054

Volume 2 – Price

BINDER INDEX

Tab 1: Standard Form 1442 (fully completed and signed); and acknowledgment of all amendments by either entering data in block 19 of the SF1442 or, completing blocks 15 a, b and c of the Amendment(s) (SF30’s) and returning with offer.

Tab 2: Attachment C Cost Break-Out Sheet (fully completed).

Tab 3: SF24 Bid Bond with Raised Seals, and Power of Attorney (original bid bond, fully completed/signed as required)

Tab 4: Safety & Environmental Record Documentation

Tab 5: Experience Modification Rate (EMR) Documentation

Tab 6: Representations and Certifications. as applicable

*Note: Offerors are responsible for insuring and verifying their offer and all required documents are received at the address designated in block 8 of the SF1442 Solicitation (and further specified directly below) by the date and time specified in block 13A of the SF 1442 Solicitation (subject to amendment).

PROSPECTIVE CONTRACTORS’ RESPONSIBILITY: Purchases shall be made from, and contracts shall be awarded to, responsible prospective contactors only. The presumed winning offer must be determined as “Responsible” by the Contracting Officer in accordance with FAR Part 9, Contractor Qualifications. To aid in making this determination, offerors shall provide:

1. Safety & Environmental Record information as specified below

2. Experience Modification Rate (EMR) information as specified below

3. Completed Representations and Certifications; FAR 52.204-8, 52.209-5, and 52.209-7.

This information, along with other information obtained from Government systems, such as the OSHA and EPA online inspection history databases will be used to make the Determination of Responsibility. Failure to affirm being within the guidelines below or submit this information may result in a determination of non-Responsibility and make the offer ineligible for award. The Contracting Officer will obtain additional information as needed and specified in FAR 9.105-1 to make the Determination of Responsibility, to include, but not limited to the Federal Awardee Performance and Integrity Information System (FAPIIS), Excluded Parties List System (EPLS) and Past Performance Information Retrieval System (PPIRS).

PER VHA DIRECTIVE 7715 (06 April 2017: SAFETY & ENVIRONMENTAL RECORD AND EXPERIENCE MODIFICATION RATE (EMR): To be eligible for consideration and award, the contractor shall have no more than three serious, or one repeat, or one willful OSHA or EPA violation(s) in the past 3 years and have an EMR of equal to or less than 1.0.

All offers shall submit the following information pertaining to their past Safety & Environmental Record and EMR with their proposal.

1. SAFETY & ENVIRONMENTAL RECORD: A self-certification on company letterhead that the Offeror has no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or any EPA violation(s) in the past three years.

2. EMR: All offerors shall submit information regarding their current EMR. This information shall be obtained from the Offeror’s insurance carrier and be furnished on the insurance carrier’s letterhead. If an offeror’s EMR is above 1.0, Offeror must submit a written explanation of the EMR from its insurance carrier furnished on the insurance carrier’s letterhead, describing the reasons for the EMR, and the anticipated date the EMR may be reduced to 1.0 or below.

ADDITIONAL SOLICITATION INFORMATION: See Provision 52.236-27 for specific information regarding the project pre-proposal site visit. This pre-proposal site visit will be the only opportunity for potential offerors to visit the site. All potential contractors, subcontractors, and suppliers are strongly encouraged to attend this pre-proposal site visit.

REQUEST FOR INFORMATION (RFI): To obtain clarifications and/or additional information concerning the contract requirements, submit a written RFI utilizing the RFI Form included in this RFP, and send it via email to samantha.henderson@va.gov. See RFI Form for specifics.

RFIs will be responded to as necessary in amendment format and will be posted on Sam.gov.

Deadline for submission or RFIs for this RFP is June 22, 2023, at 2:00 PM Pacific Time. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephone request for information will not be accepted or returned.

SYSTEM FOR AWARD MANAGEMENT (SAM): Federal Acquisition Regulations require that federal contractors register in the System for Award Management (SAM) database at https://sam.gov/SAM/ and enter all mandatory information into the system. Award cannot be made until the contractor has been registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their offer. (See FAR 4.1102)

ADDITIONAL VETBIZ INFORMATION:

(a) Eligibility of SDVOSBs continues to be governed by the Small Business Administration regulations, 13 CFR subparts 125.8 through 125.13, as well as the FAR, except where expressly directed otherwise by the VAAR, and 38 CFR verification regulations for SDVOSBs.

(b) At the time of submission of offer, the offeror must represent to the contracting officer that it is a—

(1) SDVOSB concern

(2) Small business concern under the North American Industry Classification System (NAICS) code assigned to the acquisition; and

(3) Verified for eligibility in the VIP database (https://www.vip.vetbiz.va.gov/).

(c) A joint venture may be considered an SDVOSB or VOSB concern if

(1) At least one member of the joint venture is an SDVOSB or VOSB concern and makes the representations in paragraph (b) of this section.

(2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement.

(3) The joint venture meets the requirements of paragraph 7 of the size standard explanation of affiliates in FAR 19.101; and

(4) The joint venture meets the requirements of 13 CFR 125.15(b), modified to include Veteran-owned small businesses where this CFR section refers to SDVOSB concerns.

(d) Any SDVOSB or VOSB concern (nonmanufacturer) must meet the requirements in FAR 19.102(f) to receive a benefit under this program.

JOINT VENTURES: See 13 C.F.R. § 121.103(h)

(h) Affiliation based on joint ventures. A joint venture is an association of individuals and/or concerns with interests in any degree or proportion consorting to engage in and carry out no more than three specific or limited-purpose business ventures for joint profit over a two-year period, for which purpose they combine their efforts, property, money, skill, or knowledge, but not on a continuing or permanent basis for conducting business generally.

This means that a specific joint venture entity generally may not be awarded more than three contracts over a two-year period, starting from the date of the award of the first contract, without the partners to the joint venture being deemed affiliated for all purposes. Once a joint venture receives one contract, SBA will determine compliance with the three awards in two years rule for future awards as of the date of initial offer including price.

As such, an individual joint venture may be awarded more than three contracts without SBA finding general affiliation between the joint venture partners where the joint venture had received two or fewer contracts as of the date it submitted one or more additional offers which thereafter result in one or more additional contract awards. The same two (or more) entities may create additional joint ventures, and each new joint venture entity may be awarded up to three contracts in accordance with this section. At some point, however, such a longstanding inter-relationship or contractual dependence between the same joint venture partners will lead to a finding of general affiliation between and among them.

For purposes of this provision and in order to facilitate tracking of the number of contract awards made to a joint venture, a joint venture must be in writing and must do business under its own name, and it may (but need not) be in the form of a separate legal entity, and if it is a separate legal entity it may (but need not) be populated (i.e., have its own separate employees). SBA may also determine that the relationship between a prime contractor and its subcontractor is a joint venture, and that affiliation between the two exists, pursuant to paragraph (h)(4) of this section.

NOTICE TO PROCEED (NTP): A notice to proceed (NTP) shall be issued after award of a fully executed contract. The NTP date and time are “to be determined” after award to a successful offeror. Primary factor in determination to issue NTP shall be the Prime Contractor submission of, and the Government review and approval of both Payment and Performance Bonds, both of which are enforceable legal documents.

SECURITY REQUIREMENTS (GENERAL):

1. All personnel employed by the contractor in the performance of work, issued under this contract, or any representative of the contractor shall abide by all security instructions and directives of the Department of Veterans Affairs. Employees are responsible for safeguarding all government property provided for contractor use.

2. At the close for each work period, government facilities, equipment and materials shall be secured, lights, and all doors and window secured.

3. The contractor and, as applicable, subcontractor shall not employ persons for work on this contract if such employee is identified as a potential threat to the health, safety, security, general well-being or operational mission of the station/campus and its population, nor shall the contractor or subcontractor employ persons under this contract who have an outstanding criminal warrant as identified during background checks.

4. Contractors shall ensure their employees and those of their subcontracts have the proper credentials allowing them to work in the United States. Employees and subcontractors later found to be undocumented or illegal aliens will be remanded to the proper authorities.

5. Contractor Badge Policies: All requests for contractor ID badges will be submitted through the station Police/Security office.

6. Vehicle registration, proof of insurance and a valid driver’s license must be presented for all vehicles while operating on the station/campus. All vehicles entering the station/campus are subject to search. Any refusal or non-consent by an employee will result in termination of their access and immediate confiscation of their ID badge.

Note 1: In connection with subject Project Solicitation and any resultant Contract / Project, any in-house personnel, subcontractors, and outside associates or consultants will be limited to individuals or firms that were specifically identified in the Contractor's accepted offer / proposal.

The Contractor shall obtain the Contracting Officer's written approval before making any substitution for these designated in-house personnel, subcontractors, associates, or consultants. If the Contractor proposes a substitution, it shall submit the same type of information that was submitted in the accepted offer / proposal to the Contracting Officer for evaluation and approval.

The level of qualifications and experience submitted in the accepted offer / proposal or that required by the Solicitation, whichever is greater, is the minimum standard for any substitution.

VHA Supplemental Contract Requirements for Combatting COVID-19

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

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. 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.

2) If unvaccinated, contractors 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 that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor…