CRG_Detailed_Customer_Procedures_Attachment_1_A-E_Procurements.docx

Customer Reference Guide/Procurement Package Attachment 1: Architectural/Engineering (A/E) Projects

PURPOSE: To ensure standardization of the submission process for Architectural-Engineering (A-E) services complete this checklist and submit it with your request for procurement.

ALL DOCUMENTS ARE TO BE SUBMITTED ELECTRONICALLY THROUGH FORCE

DATE: 1-5-2023 2237#: 518-23-2-4940-0022

COR NOMINATION (if applicable) REFERENCE: Appendix F COR Roles-Responsibilities in Chapter 7 of the Customer Reference Guide

COR NAME: Cameron Labbree COR TELEPHONE #: 781-687-4079

DATE COR TRAINING COMPLETED: 5-1-2022 ______________ (Submit Training Certificate)

LINK TO: COR Nomination Memorandum

1. 2237: Indicate below if the 2237 corresponding to this request is funded or unfunded.

FUNDED |_| UNFUNDED |_|

In almost all cases, the project needs to be funded before moving forward. The 2237 needs to be submitted through the Approving Official, the Accountable Officer and through the stations IFCAP system. If it is unfunded, please draft a Certification of Funding memorandum and have it endorsed by the Capital Asset Manager and Fiscal.

2. Acquisition Planning: In accordance with Federal Acquisition Regulation (FAR) 7.102 Acquisition Planning is required for all acquisitions..

See Chapter 5 of the Customer Reference Guide for requestor’s responsibilities in developing and documenting an acquisition plan.

VHAPG Part 807.1 Acquisition Planning provides the appropriate template to use for documenting acquisition plans:

a. For actions above the micro-purchase threshold and below $7 million (M), acquisition planning is documented on the Market Research Templates provided in VHAPG Part 810 (Streamlined Market Research Report Template or Market Research Report Template).

b. Attachment 1 is the formal acquisition planning template recommended for procurements exceeding $7M and cost-reimbursement contracts at any value. Instructions with sample language are contained within the Attachment. If Attachment 1 is not used, the requestor/CO should ensure, at a minimum, those items as prescribed in FAR 7.105 are addressed and documented in the contract file.

Note: (all 22 parts on the written template may not be applicable to FAR 8 and FAR 13 procurements so enter “FAR 8/13 is not applicable” in the written template if that section doesn’t pertain to your acquisition).

c. If applicable, Attachment 2 should be considered when consolidating and bundling requirements (see FAR 2.101 for definition of consolidated or bundled contract).

A written acquisition plan is not required for orders if the “parent” VA or VHA issued IDIQ, BPA, or BOA has a written acquisition plan. Any calls/orders placed against this parent award would have to meet in-scope requirements. The act of placing an order against the parent award is a natural follow-on action that requires no additional strategies as referenced by the FAR.

3. Market Research: FAR 7.102 requires Market Research for all acquisitions. This is a collaborative effort between the customer and the Contracting Officer (CO) in planning for the requirement.

In accordance with the VA Market Research Guide for Acquisition Teams, customers are required to conduct market research and submit their findings using Attachment 1: Streamlined Market Research Report Template, or Attachment 2: Market Research Report Template and submit it with their procurement package through FORCE.

See VHAPG Part 810.001 Market Research for guidance on conducting market research.

Search the VIP database for registered SDVOSB/VOSBs by applicable NAICS code and also research General Services Administration (GSA) Federal Supply Schedules (FSS), trade shows, reading journals, vendor demonstrations (see attached vendor demo agreement), internet research, contact other VISN’s to see what or how they are doing things.

The extent and amount of market research and documentation depends on the complexity, dollar value, urgency, past performance, and other unique aspects of a potential acquisition. However, market research documentation should include information on whether two or more verified SDVOSBs or VOSBs are available based on (VA “Rule of Two” 38 U.S.C. 8127(d) requirements).

Sole Source requirements should also be addressed in the Market Research document and a sole source justification submitted with the procurement request. For additional information, see VHAPG Part 806.3 Other Than Full and Open Competition (OFOC).

4. Statement of Work (SOW)/Synopsis: Submit as a Word Doc.

Describe in detail the services required for the A-E to perform based on the different trades. The SOW will be the basis for negotiating a fair and reasonable price, successful performance, and fair and effective administration of the of the A-E contract. Include sufficient information so that someone with no knowledge of the project will understand what is required. A SOW will typically include the following topics, but not limited to:

a. General responsibilities of the A-E firm.

b. Project description.

c. Scope of A-E services.

d. Schedule and deliverables.

e. Fee schedule

f. Reviews and conferences.

g. Selection criteria and standards, (i.e. any applicable design standards, VA or VHA Directives, or other policy that the A-E firm will be required to follow in the design of the project).

h. Administrative instructions.

i. General provisions.

Sample SOWs are available on VHA Acquisition Business Intelligence Tool (VABIT) Library - PLT-Construction (sharepoint.com)

Note: For Task Order requests only. A recommendation Memo from the Chief Engineer should accompany the Task Order request including the suggested contractor of the awarded base A/E IDIQ Contract. Submit the Memo with the AE SF 330 for each task order request.

5. Independent Government Cost Estimate

An independent Government cost estimate (IGCE) is required for all A-E services requested. The estimate shall be based on an analysis of the required work and separated by the different categories.

For Design/construction projects, at a minimum, the basic categories shall include: the preparation of “Contract Drawings and Specifications”, Construction Period” and number of “Site Visits”.

The IGCE at a minimum, shall include: the number of manhours x rate for each trade under each category, number of site visits x rate, plans (including schematic or preliminary), contract documents, overhead, profit, reimbursable items, reproduction cost, etc.

Please include “For Official Use Only” in the header or the footer of the IGCE document. Also include the Point of Contact for information, the date the IGCE was prepared and how the estimate was arrived at (i.e. current A/E industry cost data, RS Means, historical data, website URLs, COR’s assistance, recent A/E projects, etc.). If recent A-E projects were used, include contract number and contractor’s name; if the Contracting Officers Representative (COR) assisted you with the estimate, include the CORs name.

A CFM Manual for Preparation of Cost Estimates & Related Documents for VA Facilities is available at:

https://www.cfm.va.gov/cost/index.asp

Information on A/E services is available at:

https://www.cfm.va.gov/contract/ae.asp

In addition, available at paragraph 4.4 IGCE for A/E services, Chapter 10 Independent Government Estimate of the VHA Customer Reference Guide are:

(a) Copy of the CFM Manual for Preparation of Cost Estimates & Related Documents for VA Facilities;

(b) an IGCE Design template; and

(c) an IGCE Design Narrative memo.

6. Estimated Cost of Construction

A detailed cost estimate is required for all construction work. Use the below list as a guide and be as specific as possible. Also, use recent construction projects and the COR to help you with the estimate.

1. Name the Specialty by trades

a. Number of labor hours by trade

b. Labor dollars by trade

c. Material quantity

d. Material dollars

e. Equipment Rental and associated cost (if applicable)

f. Any other Direct cost not associated with work to be performed by a specific trade

2. Bonding Cost

3. Reasonable Profit (based on industry practice)

4. Reasonable Overhead (based on industry practice)

For guidance see http://www.cfm.va.gov/cost.

7. Approved Project Application: Capital Asset Management Service (CAMS)

Provide copy of approved project application that can be found in CAMS database.

Complete the application before you submit a request package.

8. Drawings

Submit drawings (if applicable) with your procurement package to the (CO with details of the project. The drawings should be reviewed/approved by the Project Engineer prior to submission.

Drawings may include site elevation, existing conditions, floor plans, concepts, or other applicable information.

9. Selection Criteria

The selection criteria should be applied by the Evaluation Board to determine the most highly qualified A-E firms. Develop the criteria as a collaborative effort with the CO. List each factor in order of importance with assigned values.

See selection criteria FAR 36.602-1 and VA Acquisition Manual (VAAM) M 836.602-1.

10. Evaluation Board The facility or Veterans Integrated Service Network (VISN) Chief of Engineering shall nominate the board members, including the Chairperson, for filed facility projects.

Ensure the Chairperson nominated is a registered or licensed engineer, architect or land surveyor, as appropriate for the type of work and has completed source selection training.

Members that will not be available throughout the process to offer guidance on the A-E selection process should not be selected. Each member shall have a very good knowledge of the proposed project.

For additional information on Evaluation board nomination, see VAAM 836.602-2.

Reference: FAR 36.602-3 for Evaluation board functions.

11. Submission Instructions

Provide details on the design submittal phase that the A-E must submit to meet the Government needs. For example: Schematics, concept, interim, Design Development, Construction Documents, or a combination of these.

The A-E firm will also submit their fee schedule (including any conditions, if applicable).

Use recent A-E projects and the COR to help you with this section.

12. Contracting Officers Representative (COR) Requirements for Contracts: The using service/requestor is responsible for identifying and nominating CORs. The CORs nominated should be subject matter experts in their respective field and serve as the CO’s point of contact for contract related matters.

See VHAPG Part 801.603-70 COR Guidelines for a list of contracts that are recommended for the utilization of a COR.

For guidance on nominating a COR, see Appendix F COR Roles-Responsibilities in Chapter 7 of the Customer Reference Guide (CRG). Submit a COR nomination memorandum using the template provided as (Attachment C) in VHAPG Part 801.603-70 COR Guidelines. Also submit the COR’s FAC-C certificate with the procurement package.

Also, see Appendix F COR Roles-Responsibilities in Chapter 7 of the CRG for the COR’s roles and responsibilities and training requirements.

The individual nominated as COR must have the required competencies to fulfill their duties as well as the requisite time to oversee the project. The COR’s supervisor must assess the COR’s daily workload to determine if that individual can effectively monitor additional contracts before that individual is nominated as a COR.

CORs are required to complete initial training requirements, requesting, and obtaining FAC-COR certification, and completing continuous learning required to maintain certification at or above the level required by the CO for the contract. CORs training requirements are outlined in OFPP's "Revisions to FAC-COR” memorandum dated September 6, 2011.

All FAC-COR’s must be registered and maintained in the Cornerstone on Demand (CSOD) Learning Management System.

CORs must use CSOD to apply for ‘new’ or ‘renewal’ certification at https://id.dau.edu/.

FAC-COR Certification requirements and procedures are available on the VA Acquisition Human Capital Management Services Intranet site at: https://vaww.va.gov/oal/aps/ahcms/awcoFacCor.asp.

Keep in mind that CORs are an integral part of VHA delivering high-quality and accessible healthcare to our Veterans.

13. Security (Contractor Personnel and Contracts)

Personal Identity Verification (PIV) of Contractors: There are three types of identification cards that can be issued to contractors: PIV Card, Non-PIV Card and Flash Badge. A determination shall be made as to which type of identification card the contract employees working on a specific contract will need and compare the level of background investigation required for the identification card with the level of background investigation determined. These decisions should be made in accordance with Homeland Security Presidential Directive (HSPD-12) and VA Directive 0735. VHAPG Part 822.18 Contractor Personnel Security and Suitability is available for assistance.

If the answer to Background Investigations and Special Agreement Checks: Position Designation Tool (PDT): Question 4 of Appendix A (see VHAPG Part 839.101-70) if answered yes, the CO and the COR shall use PDT to appropriately designate the Statement of Work (SOW), Statement of Objectives (SOO), or Performance Work Statement (PWS) with the proper risk or sensitivity level and corresponding level of background investigation required for the contract employees in accordance with VA Directive 0710 and VA Handbook 0710. The impact level for FISMA security controls/enhancements should also be included in this assessment. Information Security Officers should be consulted when access to VA Information systems and data is involved to ensure appropriate risk levels are assigned to contractors. The PDT tool is available at: Position Designation Tool (opm.gov).

Special Agreement Check (SAC) Requirements and Exemptions: If it is determined that an exemption to a background investigation applies, the CO and COR shall determine if a Special Agreement Check is required.

Go to the https://dvagov.sharepoint.com/sites/WMCPortal/SubPages/Pages/Security.aspx SharePoint to obtain the latest version of the listed forms. The Complete Security Request packet includes Form #1A/B, Form #2, and Form #3.

VHAPG Part 822.18 Contractor Personnel Security and Suitability is available for additional assistance.

Contract Security: Complete Checklist for Information Security on Appendix A of VA Handbook 6500.6 Contract Security and submit with your procurement request.

Information in Appendix A must be assessed during the planning phase of the procurement for information security (see paragraph 1.1.1 of VHAPG Part 839.101-70 Contract Requirements for Security).

If the assessment determines IT services or IT commodities will not be procured or VA sensitive information will not be accessed, no further action is required. If the assessment determines the procurement requested is IT service or IT commodities or access to VA sensitive information will be required, then Appendix A checklist must be completed.

Note: FAR defines Architect & Engineering as service, therefore A/E service request must be assessed.

The Information Security Officer (ISO) and the Privacy Officer (PO) must be included in the Appendix A assessment during the planning phase.

The VA Information Security Portal contains an ISO/PO locator which can be accessed at the following website: https://vaww.portal2.va.gov/sites/infosecurity/ISO-PO-Locator/default.aspx

VHAPG Part 839.101-70 Contract Requirements for Security is available for assistance.

Chapter 7 Detailed Customer Procedures Page 3 of 7 Revision: 15 Effective Date: 12/15/22