Attachment 04 DRAFT - Elevator Mod Power Point_Contracting Pre-Decisional.pdf

Nationwide Elevator Modernization Initiative

AGENDA:

• Introduction of Program Office and Attendees

• Introduction of PCAC Office and Attendees

• Overview of the Requirement

• Overview of Constraints

• Overview of Assumptions

• Objectives of the Vendor Day

• Market Research Summary

• Scope Overview (Program Office)

• Procurement Method

• Review Draft Notice and Scope Package Step 1

• Review Draft CLIN Structure and Scope Package Step 2

• Discuss Invoicing Schedule

• Q&A / Contractor Feedback

Introductions

Program Contracting Activity Central

Program Office

Overview of the Requirement

• This requirement seeks to modernize both traction and hydraulic elevators at approximately 120 VA Medical Centers across the United States of America. Approximately 800 elevators will be modernized in total.

• The contractor shall furnish all services, including, but not limited to, labor, supervision, and trades required for turnkey modernization, as well as all materials, parts, equipment, tools, transportation and rigging, disposal, and cleanup to perform complete elevator modernizations.

• The VA intends to solicit under FAR Part 12 Acquisition of Commercial Products and Commercial Services and FAR 14.211 Two-Step Sealed Bidding.

• Step One will be a request for technical proposals, evaluation of proposals and if necessary, discussion of technical proposals.

• Only those respondents whose technical proposals are determined to be acceptable will be invited to submit sealed bids in Step Two.

DRAFT

• The VA intends to release 2 solicitations encompassing 120 Contract Line Items (CLINs). Each CLIN will represent a separate modernization project at a different VA Medical Center. Bidders can bid on one, several or all CLINs for. Bidders may be awarded none, one, several or all CLINs upon which they bid.

• The solicitation will include general elevator specifications applicable to all sites, a combined site visit sheet listing multiple site visit dates, and a combined site-specific sheet detailing the scope for each site.

• Using the combined site specific scope sheet, each CLIN (which represents one site) will specify the number and type of elevators to be modernized, the period of performance and any additional information and site-specific requirements.

As-Builts will be provided if available.

Overview of the Requirement (cont)

Overview of the Requirement (cont)

• Contractors must be able to begin performance on ALL CLINs that they are awarded upon receipt of the Notice of Award. It is the responsibility of the contractor to ensure that they have the available capacity to commence and complete work in accordance with the stated Period of Performance for each CLIN.

• The NAICS for this solicitation and resulting contracts is 238290 Other Building Equipment Contractors with a Small Business Size Standard of $22M.

Overview of Constraints

• Specialized Trade (Specification/Scope Requirements)

• Non-Proprietary Equipment (Specification/Scope Requirements)

• Firm Fixed Price Requirement (FFP) (Alternate Pricing is Unacceptable)

• POP begins at NOA (NTP will not be issued)

• Insurance (52.228-5 and Supplemental)

• Bonding Requirement (52.228-16, Other Than Construction)

• Trade Agreements (FAR 52.225-5)

• Limitations on Subcontracting (52.219-14, 852.219-75) (If applicable)

• Subcontracting Plans (52.219-9, 852.219-70) (If applicable)

• Limitations on As Built Information

• Limitations on Site Visit Support

• Limited information on Cab Finishes

• PALT (Award must be made in Fiscal Year 2026)

• Active Patient Care Setting

Overview of Assumptions

• Maximum industry participation is required

• Industry can support non-proprietary requirement

• Scope package and site visit will permit firm fixed price

• Request for Information (RFI) process will suffice in lieu of as built availability

• 1 primary and 1 alternate site visit offering will suffice

• Cab finishes can be handled as not to exceed amount

• 30 days is sufficient to provide qualifications (step 1)

• 45 days is sufficient to review scope, conduct site visit and provide pricing (step 2)

• All qualified offerors will be able to bond per line item

• All qualified offerors can support site phasing requirements

Objectives of Vendor Day

• Validate interest and capacity of industry

• Validate industries capability to support non-proprietary requirement

• Validate scope package, site visit time frame and RFI process is sufficient to permit a firm fixed price

• Validate 30 days is sufficient time to submit qualifications for 120 plus sites

• Validate 45 days is sufficient time to submit pricing for 120 plus sites

• Validate evaluation criteria and methodology language is clear, concise and suitable

Market Research Summary

BLUF: Maximum participation from industry will be needed to support the VA’s modernization effort. While some capability was shown in RFI/sources sought responses, it was not sufficient to support modernization across 120 sites.

Method:

• 2 GSA RFI postings

• 1 Sources Sought Notice posted publicly to SAM.gov.

Results:

• 11 responses received

• Responses were received from small and large business

• Majority of responses indicated elevator modernization could be procured as a turnkey service

• Majority of responses indicate 238290 (Other Building Equipment Contractors) is the appropriate NAICs

• 5 respondents affirmed they have certified elevator mechanics

• 4 respondents did not submit sample projects

• 2 respondent provided an elevator modernization effort greater than 5 million but under 7 million

• 1 respondent provided an elevator modernization effort greater than 10 million but under 15 million

• Majority of the modernization efforts ranged from 300K to 500K.

Break

Scope Overview

Transition to Program Slide Deck.

Break

Procurement Method (FAR Part 14)

Two-Step Sealed Bidding

• Two-step sealed bidding is a combination of competitive procedures designed to obtain the benefits of sealed bidding when adequate specifications are not available. An objective is to permit the development of a sufficiently descriptive and not unduly restrictive statement of the Government's requirements, including an adequate technical data package, so that subsequent acquisitions may use conventional sealed bidding methods. This two-step method is especially useful in acquisitions requiring technical proposals, particularly those for complex items.

• Step One consists of the request for submission of technical proposals, evaluation, and (if necessary) discussion of a technical proposal. No pricing is submitted with step one.

• Step Two involves the submission of sealed priced bids by those who submitted acceptable technical proposals in step one. Bids submitted in step two are evaluated and the awards made in accordance with subpart 14.3.

Draft Notice (Step 1)

DRAFT Notice

Step 1

Scope Step 1

Scope Package Step 1

Sample CLIN Attachments:

eCMS Sample CLIN

CLIN Structure Step 2 https://dvagov-my.sharepoint.com/personal/leslie_prather_va_gov/Documents/Desktop/Elevator%20Modernization%20Vendor%20Day%20Info/Power%20Point/eCMS%20Sample%20CLIN.docx?web=1 https://dvagov-my.sharepoint.com/personal/leslie_prather_va_gov/Documents/Desktop/Elevator%20Modernization%20Vendor%20Day%20Info/Power%20Point/eCMS%20Sample%20CLIN.docx?web=1

Scope Package Step 2

Draft Invoicing Schedule

• Payment for parts received

• Payment for completion of deinstall

• Payment for completion of Install

• Payment for final acceptance

Break for Lunch

Questions/Feedback