Instructions to Offerors updated 11 4.pdf

Due to urgency this requirement is being solicited utilizing the procedure outlined in FAR

16.505 Ordering. The Government intends to solicit all VISN 21 Group 2 MACC Awardees thereby providing Fair Opportunity as required by FAR 16.505(b) Orders Under Multiple

Award Contracts. The selection will be based on price only. One firm-fixed price construction task order will be awarded as a result of this solicitation.

PROPOSAL SUBMISSION:

The following documents are to be included in your Proposal submission:

One (1) completed Proposal amount entered in block 17 of the SF1442 Offer page.

One (1) Price proposal shall include completed and signed SF 1442, any amendments, and a fully completed Price Breakdown Sheet (Attached)

One (1) fully completed and signed SF 1442 Offer page, acknowledgment of all amendments either via entering data in block 19 of the SF1442 or completing blocks 15a, b, and c of the

Amendment and attaching to the SF 1442 Offer page.

One (1) Documentation of Safety & Environmental Record and Documentation of Experience

Modification Rate (EMR) (See below instructions).

One (1) bid bond guarantee. Electronic submission of the Bid Guarantee via email is authorized.

Bid Guarantee part must include an electronic copy of the bid guarantee scanned in a manner that the raised seal is clearly visible. A bid guarantee must be submitted in a form of bid bond by the proposal submission due date and time.

This TOPR solicitation contains brand name only requirement. The successful offeror must deliver brand name Programming and controls, Fire Alarm System, PIV Card Reader System, and Pneumatic Tube as specified in the brand name justification document attached. Please see brand name justification for details which is attached.

Offerors are responsible for ensuring and verifying their price and all required documents are received at the email address designated in block 8 of the SF 1442 Solicitation and by the date and time specified in block 13A of the SF 1442 Solicitation (subject to amendment). Any exception to the terms and conditions of this request for proposal will result in a nonresponsive proposal.

PROPOSALS ARE TO BE SENT TO:

One (1) electronic copy via email of the proposal are to be sent to arrive on or before the due date/time at the following email addresses: Rosario.chaidez1@va.gov and Daniel.jhun@va.gov

Offerors shall send (1) electronic copy via (email shall be less than 10MB) of the technical proposal, price proposal, and the bid guarantee to arrive on or before the due date/time. The subject line of the email shall read: "TOPR No. 36C26124R0020 - Project No. 612A4-19-016, Title: Construction Renovate Outpatient Pharmacy and HVAC, Mather.” Send the email to mailto:Rosario.chaidez1@va.gov mailto:Daniel.jhun@va.gov

Rosario Chaidez, Contract Specialist: Rosario.chaidez1@va.gov and Contracting Officer:

Daniel Jhun, Email: Daniel.jhun@va.gov.

NOTE: Faxed proposals are not permitted under any circumstances.

REQUESTS FOR INFORMATION (RFI):

To obtain clarifications and/or additional information concerning the contract requirements or specifications, submit a written RFI utilizing the attached RFI Form included in this solicitation, which is to be sent via email to Rosario.Chaidez1@va.gov and

Daniel.jhun@va.gov . See RFI form for specifics. RFI responses will be responded to as necessary in amendment format, which will posted/e-mailed to all concerned. Deadline for submission of all RFIs for this solicitation is November 12, 2024, at 10:00AM PT. 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 requests for information will not be accepted or returned.

PROPOSAL DUE DATE SCHEDULE:

Proposal electronic copy is due by the date and time set for the receipt of proposal shown in

Block 13 of the SF 1442.

INSTRUCTIONS TO OFFERORS:

Proposals received after December 2, 2024, at 10:00 AM PT may be rejected.

Per VAAR 852.219-75 requires the formal certification must be completed, signed, and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Offeror shall be verified as SDVOSB to be eligible for an award in VETCert database at:

https://veterans.certify.sba.gov/ in accordance with VAAR 819.7003 - Eligibility. A proposal will be rejected and will not be considered for an award if offeror's SDVOSB/VOSB status cannot be verified at the time of submission of proposal and prior to award.

Any exception to the terms and conditions of this Request for Proposal (RFP) will result in a nonresponsive proposal. Failure to provide a definitive price or conditioned price will result in a nonresponsive proposal. Receipt of a Price Proposal must be in accordance with terms and conditions of this RFP. Offerors must acknowledge (in writing only) amendments to this solicitation, otherwise a proposal may be determined nonresponsive.

SITE VISIT:

Potential Offerors are strongly 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 construction services. Failure to inspect the site shall not constitute grounds for a claim after contract award.

See Provision 52.236-27 and/or Pre-Proposal PowerPoint attached for information regarding the project pre-proposal site visit. This will be the only opportunity for potential mailto:Rosario.Chaidez1@va.gov mailto:Daniel.jhun@va.gov offerors to visit the site. All potential offerors, subcontractors, and suppliers are strongly encouraged and expected to attend the pre-offer site visit.

BID GUARANTEE:

Electronic submission of the Bid Guarantee via email is authorized and required. Bid Guarantee part must include an electronic copy of the bid guarantee scanned in a manner that the raised seal is clearly and fully visible. A bid guarantee must be submitted in a form of bid bond by the proposal submission due date and time.

PERFORMANCE & PAYMENT BONDS:

Bid Bonds, Payment Bonds, and Performance Bonds are required.

LIQUIDATED DAMAGES:

Not Applicable

WAGE DETERMINATION APPLICABLE TO THIS PROJECT:

General Decision Number: CA20240007 dated 05/24/2024.

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 contractors 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 contractor 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 contractors shall submit information regarding their current EMR. This information shall be obtained from the contractor’s insurance carrier and be furnished on the insurance carrier’s letterhead. Must have an EMR of equal to or less than 1.0.

PRIVACY TRAINING:

All workers regardless of project length must take VA Privacy Training which will be coordinated after project award with the Contracting Officer’s Representative (COR).

TRAINING:

All employees of the general contractor and subcontractors shall have the 10-hour OSHA certified construction safety course and/or other relevant competency training, as determined by the COR with input from the ICRA (Infection Control Risk Assessment) team. The General Contractor’s

Competent Person/Superintendent shall have completed the 30-hour OSHA certified construction safety course. Documentation of training shall be submitted to the Contracting Officer for review and approval prior to any work being performed. No ID badge will be issued to an employee who does not provide this documentation. There shall be no exceptions to this requirement.

PRIVACY AND CONFIDENTIALITY:

Contractors to the Department of Veteran Affairs may be unintentionally exposed to sensitive information. Information may be overheard, seen on documents or electronic devices, or observed that could potentially violate the privacy and confidentiality of our veterans, employees, volunteers, and their families. Regulations such as, but not limited to the Health Insurance

Portability and Accountability Act of 1996 (HIPAA), Freedom of Information Act (FOIA) and

Privacy Act of 1974 have been enacted to protect sensitive information from being improperly disclosed. Information should not be divulged or released to anyone unless specifically authorized by this contract or its’ attached documents in accordance with the contracted services. Failure to comply with applicable statutes and regulation can result in the termination of this contract and civil and criminal penalties, including fines and imprisonment. All suspected or actual breeches of privacy and confidentiality should be reported immediately to the

Contracting Officer, Contracting Officer’s Representative (COR) or the Facility Privacy Officer.

The C&A requirements do not apply, and a Security Accreditation Package is not required. If the contractor opts to use a computer or computer system for processing contract documents, the requirements of FIPS 140-2 for encryption of contract documents must be met.

PLANS/SPECIFICATIONS/DRAWINGS:

Drawings and specifications are attached in electronic format to this solicitation. Contractors are responsible for downloading and printing their own plan sets. The VA will not provide hard copies of the drawings and specifications to any Contractor. Contractors are responsible for ensuring that any construction document package used for their proposal or construction is complete and up to date. This is a partial brand name requirement for certain items, see

Justification and approval document attached for the list.

SYSTEM FOR AWARD MANAGEMENT (SAM):

Federal Acquisition Regulations require that federal contractors register in the System for Award

Management (SAM) database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made unless the contractor is registered. Contractors are required to be registered in SAM.gov at time of submitting proposal and at time of award.

ADDITIONAL SBA Vet Cert INFORMATION:

1. Offeror must be verified as SDVOSB to be eligible for an award in SBA’s

VETCert database at: https://veterans.certify.sba.gov/ in accordance with VAAR

819.7003 – Eligibility. A proposal will be rejected and will not be considered for an award if offeror’s SDVOSB/VOSB status cannot be verified at the time of submission of proposal and prior to award.

2. Prior to an evaluation of any offer received, a recertification/verification of the

SBA’s VETCert and System for Award Management (SAM) will be completed to ensure every offeror is a certified Service-Disabled Veteran Owned Small

Business (SDVOSB) and a small business under the NAICS code 236220

Commercial and Institutional Building Construction.

RESPONSIBILITY REQUIREMENTS:

A responsibility check will be accomplished for the apparent awardee prior to award. Checks of the SBA’s VetCert database to ensure registrations are current, valid, and no debarment records exist. Any information retrieved or received by the Government that would be cause for http://www.sam.gov/ https://veterans.certify.sba.gov/ negative or unsatisfactory responsibility rating may result in the offeror being determined ineligible for award.

CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS:

The Contractor shall perform work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility Green Environmental

Management System (GEMS) applicable for your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and

Operational Controls identified by the agency, organizational, or facility GEMS, and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the environmental, energy, and transportation management goals. In the event an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the facility GEMS

Coordinator. In addition, the Contractor shall ensure that their employees are aware of the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

All on-site contractor personnel shall complete yearly EPA sponsored environmental training specified for the type of work conducted on-site. Upon inclusion in the contract, the

Contracting Officer’s Representative will verify that all contractor personnel have acquired

EMS Awareness Training at their appropriate site or location.

REFERENCES TO VA ENGINEER, RESIDENT ENGINEER, SENIOR RESIDENT

ENGINEER, and PROJECT MANAGER:

Any reference contained within solicitation documents, and any resultant contract, the terms

Contracting Officer's Technical Representative (COTR), Contracting Officer's Representative

(COR), Project Engineer (PE), Resident Engineer (RE), and Project Manager (PM), all denote the same engineering official and may be used equally and interchangeably as described by the

Contracting Officer (CO).

SMOKE AND CARBON MONOXIDE MONITORING REQUIREMENTS:

Contractor, his employees, his subcontractors, and their employees shall adhere to VA, VHA, and VA Northern California Health Care System (VANCHCS) Policies for smoke and carbon monoxide monitoring requirements. They are available upon request from COR.

NOTICE TO PROCEED (NTP):

A notice to proceed shall be issued after award of a fully executed contract. The NTP date and time “to be determined” after award to a successful contractor. Primary factor in determination to issue NTP shall be the Prime Contractor submission of, and the Government review.

BASIS FOR AWARD

INTRODUCTION:

This selection conducted will be in accordance with Federal Acquisition Regulation (FAR) FAR

15.404-1(b) - Indefinite-Delivery Contracts, supplemented by the Department of Veterans

Affairs Acquisition Regulation (VAAR). These regulations are available electronically at https://www.acquisition.gov/ and https://www.va.gov/oal/library/vaar/

EVALUATION:

The basis for award will be based on price only. The Government intends to award a firm fixed price (FFP) contract to the offeror that is responsive to the terms of the solicitation and is most advantageous to the Government, considering price only.

Price: All proposals must include complete SF1442, any amendments and a completed a pricing breakdown worksheet. The offeror's proposed price will be evaluated for fair and reasonableness in accordance with FAR 15.404-1(b). The Offeror shall complete price breakdown worksheet and submit it with signed copy of 1442 and any amendments. The total evaluated price will be determined by the Offeror's price for all division items.

The contract resulting from this solicitation will be awarded to that responsible offeror, pursuant to FAR 9.104, whose offer, conforming to the solicitation, is determined to be the most advantageous to the Government considering price only.

For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment.

All provisions, clauses and other terms and conditions are in accordance with the aforementioned parent contract (VISN 21 MACC Group 2, IDIQ/MATOC contract).

The proposals must set forth full, accurate and complete information as required by this solicitation. The Government will rely on such information in the award of the task order.

RFPs/Proposals due no later than the time and date stated on Block 13 on Page 1 of the solicitation.

Offerors must hold offers firm for acceptance for a minimum of 60 days.

Offerors providing less than the minimum number of days for acceptance after the date offers are due may not be considered and may be rejected.

Special Notes:

https://www.acquisition.gov/ https://www.va.gov/oal/library/vaar/

1. Subject MACC TO RFP and any resultant MACC TO Award shall be awarded, performed, and administered in full compliance with Executive Orders 11912, 13221, 13783, and 13834 for energy conservation and environmental protection.

2. In connection with MACC TO RFP and any resultant MACC TO Award, any in-house personnel, subcontractors, and outside associates or consultants shall 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.

End of Instructions to Offerors