Attach 2 - Instructions to Firms.pdf

INSTRUCTIONS TO FIRMS

1.0 GENERAL INFORMATION

1.1. This request for SF330 is for the multi-award Engineering/Architectural (E/A)

Indefinite Delivery Indefinite Quantity (IDIQ) Services for the Architect of the Capitol (AOC), Washington, DC. This announcement is being issued in accordance with AOC Policy and consistent with FAR Part 36.6. It is open to all E/A Firms regardless of size.

The AOC intends to award approximately up to three (3) contracts that will utilize an individual contract capacity of $60,000,000 shared evenly among awardees over an eight (8) year ordering period. The overall IDIQ contract shared capacity is anticipated to be $60,000,000 over an eight (8) year ordering period. The Government makes no representation as to the number of task orders or the actual amount of work to be ordered other than the guaranteed minimum.

1.2. Firms are expected to examine this entire announcement document. Failure to do so will be at the Firm’s own risk. Marketing materials, information not specifically requested, and photography are not allowed in your firm’s SF330 submission.

1.3. This announcement does not commit the Government to pay any costs incurred in the submission of any technical document, proposal or bid, or in making necessary presentations or designs for the preparation thereof or for acquiring or contracting for any services relating thereto.

2.0 OVERVIEW

2.1. In Phase I of the selection procedure, interested Firms shall submit the SF330 Qualifications Overview Package and any requested supplemental data. The AOC will evaluate the qualifications in accordance with Attachment 2 and Attachment 3 and will short-list the most qualified Phase I Firms.

2.2. The most qualified Phase I Firms will be notified by the Contracting Officer (CO), John

Lingamfelter, or AOC Design & Construction Acquisition (DCA) designee, of their selection for Phase II. The number of selected firms for Phase II will be dependent on the evaluation of SF330 Qualifications Overview Packages and will consider the AOC’s intent to award approximately up to three (3) contracts. Unsuccessful Firms will be notified by the CO or AOC DCA designee.

In Phase II, the selected E/A Firms will be invited to participate in an Interview Presentation to the Evaluation Board to highlight their qualifications and present their Technical Approach. Presentations will be followed by a question-and-answer period.

Following the Interviews, the Evaluation Board will rank the Firms and determine which Firms are considered the most qualified.

2.3. The most qualified Firms, following the Interview Presentation, will be invited to submit a Schedule of Proposed IDIQ Labor rates. The Contracting Officer will begin negotiations with the top ranked three Firms. If a mutually satisfactory contract cannot be negotiated with a Firm, the contracting officer shall obtain a written final proposal revision from the Firm and notify the Firm that negotiations have been terminated and the Firm will no longer be considered for the award. This procedure shall be continued until the CO has concluded negotiations with all ranked Firms resulting in the award of up to three (3) mutually satisfactory contracts.

3.0 GENERAL INSTRUCTIONS TO OFFERORS

3.1. Interested parties may ask questions pertaining to this public announcement by sending them to the Contract Specialist Marcus Sims, via email only, at marcus.sims@aoc.gov and Darwin Thomas at darwin.thomas@aoc.gov prior to September 29, 2023 4:00 PM (EST). All submissions must reference Announcement number AOCACB23R0122 questions submitted prior to the deadline and will be answered to the best of the government’s ability. However, questions submitted after the deadline may be answered at the sole discretion of the Contracting Officer, if the CO determines that doing so is practical and in the Government’s interests. All the questions and responses will be posted publicly on SAM.gov.

3.2. A virtual Pre-Proposal conference will be held September 26, 2023, at 9:00 AM

(EST). Firms should RSVP to the Contract Specialist Marcus Sims (marcus.sims@aoc.gov) no later than September 22, 2023, with your firm’s interest in attending the virtual Pre-Proposal conference. The RSVP must include the email addresses of those attending the conference. The attendee limit per Firm is four (4).

3.3. A Phase I Pre-Proposal Site Visit is not planned. Interested Parties may not request formal site with the Government’s attendance for this request for SF330. Interested Parties may independently make their own site visits to tour the streets, sidewalks, and other areas of the Capitol Complex that are accessible to the public.

3.4. Phase I qualification packages are to be received by the Contracting Officer no later than October 16, 2023 at 4:00 PM.

3.5. SF-330 submissions received after the date and time specified will not be considered.

Late proposal rules per AOC Policy with regard to Submission, Revision, and Withdrawals of Proposals will be followed for late submittals. Firms not providing the required information or with a disorganized submission may not be evaluated.

3.6. In Phase II, presentations from the highest qualified Firms to the AOC Evaluation Board will take place on, or about, December 2023. Contract award is anticipated to be made around early March 2024.

mailto:marcus.sims@aoc.gov

3.7. Phase I Submission Requirements:

3.7.1. The Interested parties are invited to submit one (1) electronic copy of their SF-330 package, in searchable PDF format, including any relevant narrative information or other attachments to the email at marcus.sims@aoc.gov and darwin.thomas@aoc.gov. Packages shall be formatted such that no email submission is greater than 25 megabits in size. Subject line of emails shall be structured with the solicitation number and contractor name. Correct spelling of the email address is the responsibility of the Contractor. Misspelling of the email address and the subsequent failure to receive the email submission will not excuse or forgive an untimely / late submission. Firms are highly encouraged not to wait until the last minute to submit its entire proposal, as multiple files arriving at one time could jeopardize receipt of the submission by the government. It is the Firm’s responsibility to ensure that its entire proposal reaches the designated email box electronically on or before the closing date and time. All emails transmitting SF-330 documents shall be received on or before the closing date and time.

3.7.2. No hard copies will be accepted. The PDF documents must be tabbed by each criteria.

3.7.3. Each page shall be in Times New Roman size 12 font, single spaced. Page limit clarification: Part II of the SF-330 Form, Letters of Commitment, cover sheets, table of contents, and CPARS (Contractor Performance Assessment Reporting Systems) submissions will not count as part of the page limitations.

3.7.4. All SF-330 submissions must include the following information either on the SF-

330 or by accompanying document:

1) Cage Code; 2) Unique Entity ID (UEI); 3) Tax ID Number; 4) The E-mail address and Phone number of the Primary Point of Contact. In addition, interested parties must have a current registration in the System for Award Management (SAM) database at https://sam.gov.

3.8. Phase II Submission Requirements:

3.8.1. A Phase II Presentation will be scheduled and limited to 8 participants per Firm to include only key personnel listed in your submission.

3.8.2. The highest ranked Phase I Firms selected for Phase II shall submit one (1) electronic copy of their presentation package, in PDF format, to include the following:

3.8.2.1. Cover page with Announcement Number, “Phase II”, Announcement Title, Prime Contractor Name, Address, Phone Number, Fax Number, UEI, CAGE Code, Point of Contact, Phone Number, and Email Address;

mailto:Darwin.thomas@aoc.gov https://sam.gov/

3.8.2.2. Each criterion should be tabbed;

3.8.2.3. Times New Roman, minimum 12-point font, 1-inch margins;

3.8.2.4. Refer to individual criteria for page limitations. Pages exceeding the indicated page limitations shall not be evaluated;

3.8.2.5. Specific Phase 1 discussion questions will be submitted to each phase II firm for inclusion in their presentation;

3.8.3. The highest ranked Phase II Firms will be invited to submit a Price Proposal. Those selected Firms shall submit one (1) electronic copy of their Price Volume narrative, in PDF format and one (1) supporting Cost Volume in Excel format.

3.8.4. Additional presentation requirements and guidelines will be provided in the Phase II Notification Letter.

4.0 PHASE I QUALIFICATIONS OVERVIEW PACKAGES AND RELATED

EVALUATION CRITERIA

All evaluation criteria are listed in descending order of importance. Separate tabs or bookmarks in PDF files, must be created for each Criteria.

Criteria Number Description

Criteria 1

1. Prime Consultant Professional Qualifications

Criteria 2

2. Specialized experience and Technical Competence and Key Personnel

Criteria 3 3. Firm’s Past Performance

Criteria 4 4. Management Plan

Criteria 5 5. Firm’s Capacity

Criteria 6 6. Location Experience

*Total page limit shall not exceed 100 pages.

4.1. Criteria 1: Prime Consultant Professional Qualifications (SF330, Part 1, Sections E, F, G, &H):

4.1.1. Illustrate the core capabilities of your Firm to best serve the requirements of the AOC as detailed in the Statement of Work. Provide a description of your Firm, its philosophy, and its capabilities. The description should include a listing of technical disciplines available and prominent markets served. Include the percentage of Firm’s revenues made from government and/or institutional work. In addition, the description should include a listing of the Firm’s capabilities with BIM, CAD, 3-D modeling, building performance analysis, project management, and construction document management software utilized by your Firm.

4.1.2. The Firm shall show significant project experience as Prime Consultant on projects with minimum characteristics of $10.0 million construction cost for spaces intended for human occupancy, or $5.0 million construction cost for utility infrastructure projects. Projects shall have a design completion date (not including the Construction Administration services) no older than 10 years, and it is desirable to have construction complete.

4.1.2.1.Submit a minimum of four (4), but no more than five (5), such projects with a design completion date no older than 10 years from the date of announcement issuance. A minimum of three (3) projects shall involve mechanical, electrical or civil upgrades and a minimum of one (1) project shall involve a boiler or chiller system, utility tunnel piping or concrete repair, fuel or water storage tank, or stormwater system installation.

4.1.2.2.Projects may have references checked (See Criteria 3 Firm’s Past Performance).

4.1.2.3.Projects should be for government and/or institutional facilities. Government and/or institutional facilities includes the following: federal/state/local government-owned facilities, universities and colleges, hospitals, research laboratories, and museums.

4.1.2.4.In addition to overall scope and purpose, project descriptions shall include listing of subconsultants involved, dates of design and construction, design fee, budget and final construction costs, scheduled and actual design and construction durations, and any certifications and awards.

4.1.2.5.The Firm shall have been the Prime Consultant on all submitted projects.

Design experience on Joint Venture (JV) team and Design-Build may be acceptable if it is a A/E-2, not A/E-1, the Firm clearly describes their role and responsibilities on the project, and if the JV demonstrates performance by the JV of 50% or more of a project. JV Firms are not required to submit projects of both partners, but more consideration will be given for projects that were performed as a JV. Non-Prime experience is not acceptable.

4.1.3. Submit resumes for Prime Consultant Management Key Personnel, including proposed Principal-in-Charge, who will be the main IDIQ contractual point of contact, a minimum two proposed Prime Consultant Project Managers, who will be assigned to manage the day-to-day work of all task orders, and a Quality Control manager. Identify the proposed areas of responsibility for each position and demonstrate their ability to commit to multiple projects concurrently while ensuring leadership of the team and quality of design. These positions may not be the same person.

4.1.3.1.Each resume must show minimum ten (10) years of experience in the position, and fifteen (15) years overall experience in their field. Experience shall be documented by means of project listings which must include the project scope, showing the role held, along with start/end dates for both the project and their involvement in it.

4.1.3.2.Resumes shall be limited to two pages. Resumes shall only be submitted for the following positions:

4.1.3.2.1. Principal-in-Charge

4.1.3.2.2. Project Managers

4.1.3.2.3. Quality Control Manager

4.1.4. The Prime Consultant may be a Mechanical/Electrical Engineering Firm.

4.2. Criteria 2: Specialized Experience and Technical Competence and Key Personnel (SF-330, Part I, Sections C, D, E, F, G & H):

4.2.1. Illustrate how all required skills and capabilities are intended to be provided by the proposed team (Prime Consultant and Subconsultants).

4.2.2. All skills and capabilities required by the Statement of Work shall be listed, along with the name of the company that will provide that service.

4.2.2.1.The Firm shall provide signed Letters of Commitments identifying the key subconsultants and key personnel whom the Firm intends to utilize on the project.

4.2.2.2.The Firm shall provide a Letter of Commitment to the AOC indicating their intent to utilize the proposed key subconsultants for the required skills, in any ensuing contract award.

4.2.2.3.Only the key personnel and key subconsultants requested in this SF330 request will be evaluated.

4.2.3. Provide an organizational chart for the entire team, showing proposed contractual relationships with subconsultants, and the roles and responsibilities for each member of the team. The chart should include names and city locations of all companies. The company locations should be where the work will be performed.

4.2.4. Provide specific project experience of prime consultant and key subconsultants to show qualifications required under the Statement of Work. Projects should show they have dealt with existing conditions and design problems that are similar to the statement of work requirements. Unless otherwise noted below, all submitted projects must address renovation work in occupied government and/or institutional settings, and designs must have been completed within the last ten (10) years. In addition to these basic requirements, projects must be of the following type and quantity for the listed disciplines. It is expected that the projects will be submitted by the company proposed to provide the specific skill involved.

4.2.4.1.Architect: Submit two (2) projects that include mechanical/electrical system or utility tunnel restoration and/or rehabilitation. Design and/or evaluation of restoration and/or rehabilitation work may have been performed by a subconsultant; the aim is to show the architect has experience in dealing with the specialized needs of such a project.

4.2.4.2.Lead Architectural Designer: Submit two (2) projects which demonstrate clarity of design approach and creative design solutions which are context sensitive and appropriate for power plant systems and operations.

4.2.4.3.Preservation Architect: Submit two (2) projects involving the evaluation of nationally significant historic buildings or portions of historic buildings and guidance for design solutions that allow the continued use of Heritage Assets without adversely impacting their architectural significance. Projects must include Historic Structures Reports.

4.2.4.4.Mechanical Engineering: Submit two (2) projects that include chilled water, heating hot water, and steam. All three utilities do not have to be in the same project, and design of central plant equipment is desirable but not required.

4.2.4.5.Electrical Engineering: Submit one (1) project that includes design of emergency power systems (including a generator), and one (1) design project or study that includes a building service upgrade evaluation.

4.2.4.6.Civil Engineering: Submit one (1) project that includes storm water management design on a limited site, and one (1) traffic (study or design) project.

4.2.4.7.Commissioning Agent: Submit two (2) projects showing various mechanical/electrical systems getting integrated into an existing building, including steam boilers, industrial control systems, variable pumps, and medium voltage power systems.

4.2.4.8. Fire Protection Engineering: Submit one (1) study showing evaluation of an Alternative approach for code compliance in an existing historic building.

4.2.4.9. Structural Engineering: Submit one (1) project involving design for blast protection.

4.2.4.10. Environmental Engineering: Submit one (1) project involving consulting on air and water permitting requirements, hazardous materials management, consultation on stormwater, water, air and waste compliance with requirements from applicable regulatory agencies and AOC requirements.

4.2.4.11. Elevator Design: Submit one (1) project showing upgrade of existing elevators in an occupied setting, or the installation of new elevators in an historic building.

4.2.4.12. Sustainability: Submit one (1) project which received a LEED v4 or v4.1 Building Design and Construction (BD+C) rating of Silver or higher, and one

(1) project demonstrating each of the following: 1) energy auditing, 2) energy modeling, and 3) energy conservation measures and cost saving evaluation for an existing building including a comparison of predicted vs. actual outcomes.

The two projects must be different projects and the LEED project need not involve renovation.

4.2.4.13. Utility Distribution System: Submit one (1) project in accordance with requirements in paragraph 4.2.4 that involves high and low pressure steam heat distribution.

4.2.4.14. Chilled Water distribution: Submit one (1) project in accordance with requirements in paragraph 4.2.4 showing an example of underground tunnel maintenance and direct buried pipeline repair and operational assessments

4.2.4.15. Landscape Architecture: Submit one (1) project involving Sustainable Sites Initiative (SITES) and one (1) cultural landscape report.

4.2.5. Provide resumes for proposed Technical Key Personnel. Resumes shall include the normal working location of the person. Experience of all Key Personnel must include work for government and/or institutional facilities (see 4.1.2.3). Unless otherwise noted below, minimum 10 years of experience in the position is required.

4.2.5.1. Experience shall be documented by means of project listings showing scope of the project, the role held, along with start/end dates for both the project and their involvement in it. All Key Personnel shall be licensed and/or certified in their field where applicable. Resumes shall be limited to two pages.

4.2.5.2.Resumes shall be submitted for the following positions:

4.2.5.2.1. Senior Engineer in each discipline

4.2.5.2.2. Senior Architect

4.2.5.2.3. Lead Architectural Designer (may be same person as Senior Architect).

Minimum of 15 years’ experience in this role.

4.2.5.2.4. Senior Environmental Engineer

4.2.5.2.5. Senior Industrial Hygienist

4.2.5.2.6. Senior Plumbing Engineer

4.2.5.2.7. Senior Fire Protection Engineer

4.2.5.2.8. Senior Cost Estimator

4.2.5.2.8.1.Include description of software utilized.

4.2.6. Provide a description of how local emergency services will be provided.

4.3. Criteria 3: Past Performance (SF-330, Part 1, Sections F & H):

4.3.1. The Government reserves the right to use any source of information available on the Firm’s past performance to either evaluate or verify information provided by the Firm.

4.3.2. Past Performance can be from contracts with the Government agencies and private industry and shall address cost control, design aesthetics, quality of work, and compliance with performance schedules.

4.3.2.1.In addition to overall scope and purpose, project descriptions shall include listing of sub-consultants involved, dates of design and construction, original and final design fee, budget and final construction or master plan costs, number of change orders, planned schedule and actual design and construction durations (if applicable), and any certifications and awards.

4.3.2.2.Include reference contract names, position, location address, telephone numbers and email addresses.

4.3.3. Government Past Performance Information Systems may be accessed. Evaluating past performance and experience may include information provided by the Firm, customer inquiries, Government databases, and publicly available sources. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a Firm being considered less qualified. All projects provided in the SF330 must be completed by the office/branch/individual team member actually performing the work under this contract.

4.3.4. The projects submitted under Criteria 1 will have references checked.

4.3.4.1.SUBMIT A COMPLETED CPARS EVALUATION FOR EACH PROJECT

SUBMITTED. IF A COMPLETED CPARS EVALUATION IS NOT

AVAILABLE, the Past Performance Questionnaire (PPQ) included in this notice is provided for the Firm or its team members to submit to the client for each project included under Criterion 1. DO NOT SUBMIT A PPQ WHEN A COMPLETED CPARS IS AVAILABLE. Submitted CPARS and PPQ evaluations will not be counted as part of the page limitation.

4.3.4.2.For each submitted project WITHOUT A CPARS EVALUATION, the Firm shall arrange for the referenced points of contact to fill out the “AOC PAST PERFORMANCE QUESTIONNAIRE” provided in Attachment 7. The questionnaires must be emailed by the companies/agencies to the attention of the Contract Specialist, Marcus Sims at marcus.sims@aoc.gov and darwin.thomas@aoc.gov, by the date and time established for receipt of offers in order to be considered in the evaluation process. The Firm shall not directly return the questionnaires; they must be forwarded directly by the referenced points of contact. Questionnaires submitted directly by the Firm will not be accepted or evaluated. The Government will not release the questionnaire forms to the Firm at any time, in order to solicit candid, unbiased responses and comments. It is understood that by submitting an agency’s name and point of contact for a reference, the Firm Qualifications Overview Packages shall waives its rights to dispute the past performance data submitted in litigation or alternative dispute resolution.

4.4. Criteria 4: Management Plan (SF-330, Part 1, Section H)

4.4.1. Provide a narrative describing the Firm’s approach to team and project management. The plan should reflect key management and subcontractor management procedures including innovative management approaches and policies to ensure exceptional project management and client service. Maximum six pages.

4.4.1.1. Identify your plan to accomplish multiple task orders simultaneously and within compressed time schedules.

4.4.1.2.Provide a narrative addressing how the Firm will comply with AOC’s security policies and procedures for both Controlled Unclassified Information (CUI) and classified information.

4.4.1.3. Describe how your Firm will protect and separate information deemed sensitive by the AOC.

4.4.1.4. Identify steps to be used to limit access to AOC sensitive information.

4.4.1.5. Identify steps used to remove all information except financial and contractual from their physical and electronic systems.

4.4.1.6. Provide a description of the process to notify the AOC of any breaches, spillages, leaks, or incidents involving AOC information relating to a specific Task Order.

4.4.1.7.Identify what percentage of the Firm’s personnel have clearances and at what level.

4.4.1.8.Confirm the Firm’s ability to process classified material and at what level.

4.4.1.9.Confirm the Firm’s ability to store classified material and at what level.

4.5. Criteria 5: Capacity (SF-330, Part 1, Sections H): Capacity to accomplish the work in the required time:

4.5.1. The Firm shall confirm that there is excess capacity within the Firm, or additional qualified capacity can be added in a timely manner, where the persons can quickly adapt to the Firm’s internal production guidance and quality control structures as required to provide the fully coordinated design documents the Government requires.

4.5.2. The Firm shall provide capacity information such as current workload and expected backlog, relating to the company’s ability to accomplish the work in the required timeframe. Include a discussion of the ability to add additional qualified capacity to the project within the Firm in a timely manner.

4.6. Criteria 6: Location Experience (SF-330, Part 1, Sections H):

4.6.1. Establish Firm’s knowledge of the locality of the AOC’s buildings within the

Washington, D.C. Monumental Core area, Maryland, and Virginia.

4.6.2. Provide substantiated evidence that the team has experience with planning or design projects in the Washington, D.C. Monumental Core area.

4.6.3. Provide documentation that Prime Consultant Management Key Personnel key are within the local Washinton, DC commuting area of 50 miles.

5.0 PHASE II QUALIFICATIONS OVERVIEW PACKAGES REQUIREMENTS AND

EVALUATION PROCEDURES

5.1. Virtual Presentation and interview sessions will be conducted with the most qualified Firms resulting from the Phase I evaluation. Each Firm will be allowed 45 minutes to present their Firms’ qualifications for Selection Criteria 1 through 6 and their response to specific discussion questions. The 30 minutes following the presentation will be reserved for a questions and answer discussion period. The virtual presentations will be conducted on a platform of the Firm’s choosing (e.g. - Teams, Zoom etc.). A trial virtual meeting will be conducted with the Contracting Officer or AOC DCAD designee within 4 days of the scheduled presentation to ensure presentation capability and audio/visual connectivity. Following the trial meeting, the Firm will send calendar invites to all AOC attendees to be forwarded by the Contracting Officer.

5.1.1. Material should be presented by key management personnel as defined under Criteria 1. Up to eight individuals from the Firm’s and associated subcontractors may present material plus one individual to provide technical support for the presentation.

5.1.2. The team should highlight their technical capabilities in terms of presentation software and graphics.

5.1.3. The team should explain their methods of team collaboration and design coordination, e.g. Microsoft Teams or other software used, frequency of coordination meetings, etc.

5.1.4. AOC needs to have reasonable belief that an organization can hold the AOC data safely and the data will not be compromised to employees without a need-to-know or in transmission between different parts of a Firm’s organization or subconsultants.

AOC Policy 42-4 Controlled Unclassified Information (CUI) details requirements.

The oral presentation shall address how your team intends to comply with this policy.

5.2. Criteria 7: Price Proposal

5.2.1. The highest ranked Phase II Firms will be notified and forwarded a Request for

Proposal to propose all Labor Rates for the 8-year ordering period and a Firm Fixed Price, contract type. The hourly labor rate pricing information shall be submitted in accordance with the schedule contained in Section B of this RFP.

5.2.2. In addition, the Representations and Certifications, with applicable information included in the spaces provided, shall be included as a part of the Price Proposal.

5.2.3. Price Proposal shall be submitted with the required documents in the following order:

5.2.3.1.The ANNOUNCEMENT, OFFER AND AWARD FORM (original signature required in Block 15):

5.2.3.2.SECTION B – The SCHEDULE pages;

5.2.3.3.Section K – The REPRESENTATIONS AND CERTIFICATIONS 5.2.3.4.SF Form 3881; and 5.2.3.5.W-9 Form.

-- End of Instructions to Offerors --

Criteria Number Description Page Number Limit

Criteria 7 Price Proposal None. Submit in accordance with the schedule contained in Section B of this RFP.