Design Build Specs 02.docx

(I$RFP-HEADER)

SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN BUILD

Replace Overhead Paging system 658-24-108 Salem VAMC, Salem Virginia

A6. Selection Criteria and Weightings A. General proposals will be evaluated and award will be made on the basis of both cost and technical considerations most advantageous to the government as per FAR Part 15. This will be a two phase selection process. See below under Part III of this D-B RFP specification. This section contains the description of the selection process, evaluation process, and proposal submission requirements for Phase I and Phase II of the two phase solicitation process.

B. Technical Evaluations - All technical factors when combined are approximately equal in importance to cost or price. The Government will conduct a Best Value Tradeoff of the evaluation factors. The Government reserves the right to accept other than the lowest priced or the highest rated non-price proposal or to reject all offers. The Government will not make an aware based on a proposal that received a Limited or No Confidence rating for Factor 3 or less than marginal rating for Factors 1, 2, 4, 5. See attached selection criteria, submission requirements, and evaluation criteria document.

C. Price Proposal - Offerors are advised that if the technical proposals are essentially equal, award will be made on the basis of the lowest price. See attached selection criteria, submission requirements, and evaluation criteria document.

1. Bryant.guerrant@va.gov, Contract Specialist

2. Emails are limited to ten (10) MB.

3. See attached selection criteria, submission requirements, and evaluation criteria document.

D. Technical and Price sections of the Offers proposals will be evaluated independently. The Source Selection Authority will select the Offeror whose proposal offers the best value to the Government in accordance with the evaluation criteria and basis of award stated in the solicitation. This decision will be documented to include the rationale for any business judgments and trade-offs made or relied on and the benefits associated with additional costs in the Source Selection Decision Document. Offeror shall submit its Phase I, Phase II Technical (only upon invite), and Phase II Price proposals as separate electronic files, clearly labeled as such in the electronic filename, with the solicitation number in the filename.

E. Carefully follow “Instructions, Conditions, and Notices to Offerors” section of the solicitation. Failure to submit all data in the format indicated in this solicitation may be cause for determining a proposal incomplete and, therefore, not considered for evaluation, and for subsequent award. Submit the offer with a bid guarantee as stipulated in the Solicitation.

A. EVALUATION FACTORS FOR AWARD: Two Phase Process.

1. Phase I of this procurement will result in a narrowing of offerors to a maximum of five (5) firms (unless the contracting officer determines that a number greater than five (5) is in the Government’s interest and is consistent with the purposes and objectives of this two-phase design build project) based on the following technical evaluation factors listed in descending order of importance:

1. Corporate Experience – Project and Personnel Experience

2. Project Management – Ability to Staff; Management Approach; Capability to Performance

3. Past Performance

2. The Phase I successful offerors will receive a Phase II Request for Proposal (RFP). The Phase I factors are not to be resubmitted in Phase II; however, the cumulative rating from the Phase I factors carries through to Phase II and is as equal in importance to Phase II, Factors 4 and 5 for proposal evaluation. Phase II evaluation technical factors (Factors 4 – 5) are listed below in descending order of importance.

4. Technical Approach

5. Schedule

6. Price

B. PHASE I – TECHNICAL PROPOSAL SUBMISSION REQUIREMENTS:

The Phase I proposal shall address the evaluation factors listed at C3.A.1 – 2 and included in the solicitation. Offeror is required to prepare and submit a one (1) Electronic Copy of the technical evaluation factors. Evaluation scores will be based, in order of importance, upon the criteria above. Table 1 provides a checklist that should be included in the front of the technical proposal.

PHASE I TECHNICAL PROPOSAL BINDER SUBMITTAL CHECKLIST

(One electronic copy)

RFP: 36C24625R0019

Project: Replace Overhead Paging System, Project#: 658-24-108

Name and Address of Proposer Business Arrangement (Joint Venture or Teaming Arrangements clearly identified) Contact Name and Phone Number Email Address SAM Unique Entity Identifier (UEI) Tax Identification Number

Table 1: Phase I Technical Proposal Binder Submittal Checklist

1. Phase I, Factor 1, Corporate Experience – Factor 1 consists of Corporate Project Experience and Corporate Personnel Experience. The evaluation of these two items are of equal importance to the determination of Factor 1 rating.

a. Corporate Project Experience Submission Requirements:

1) Submit a minimum of one (1) maximum of five (5) completed construction projects within the last seven (7) years by a Design Build contract. (Design Build as defined by the VA, see article A1.2). The Offeror shall demonstrate their experience on recent and relevant Design/Build and projects that are similar in size, scope, and complexity to the RFP. Relevant design build will be rated more favorable. For construction experience the Offeror may utilize experience of a design subcontractor to demonstrate design experience under this evaluation factor. Indicate the number of design/build projects construction contractor and AE have completed together. In describing each project, provide the following information:

1. Project title, location and brief description including the building use (Medical Facility, Major Building Renovation, etc) and contracting method (design build, design bid construct, CM at risk etc).

2. Project owner, owner’s point of contact and telephone number of owner’s contact person.

3. Project Design Architect and Engineers (consultants if utilized) and name and telephone number of contact person(s).

4. Project Prime Contractor and Major Subcontractors and name and telephone number of contact person(s). Note each firm and managing persons (project manager/superintendent/foreman as the case may be) also proposed for this solicitation.

b. Corporate Personnel Experience Submission Requirements:

1) The Offeror shall demonstrate the relevant experience of key project personnel who will be assigned to this project. Supply this biographical data for key personnel for at least the following: (Note if one individual is proposed for more than one position listed):

1. Overall Senior Project Manager

2. Design Project Manager

3. Construction Project Manager.

2) Biographical data shall include the following.

1. Name of individual.

2. Company employed by.

3. Company position title.

4. Years with the company.

5. Describe work experience with projects that were completed by the design build process, were medical facilities and the company (by name) they worked for when involved in the project.

6. An indication of which (if any) projects submitted under Corporate Experience (above) the individual participated in and what the individuals responsibility was for that project.

7. An indication of which other individuals submitted under Project Personnel Experience this individual has worked with and the project they worked on together, noting if that project has been submitted under Factor 1, Corporate Experience.

c. Basis of Evaluation for Corporate Experience: The basis of evaluation for Phase 1 Factor 1 Corporate Experience consists of an evaluation of each of the elements: Corporate Project Experience and Corporate Personnel Experience.

1) Corporate Project Experience. The assessment of the Offeror’s relevant project experience will be used as a means of evaluating the capability of the Offeror to successfully meet the requirements of the RFP. Experience will be evaluated for recency and relevance. Recent and Relevant are defined as follows:

Recent – For submitted construction to be considered “recent”, construction of the project must have been completed no more than seven (7) years prior to the date of issuance of this solicitation. It is the Offeror’s ultimate responsibility to clearly identify the completion date for each project submitted.

Relevant – The Government will evaluate Offerors’ Corporate Experience to assess the extent to which it clearly demonstrates experience with projects that are similar to this requirement. If the Government is unable to determine the nature or extent of experience based on a submitted project, the project may be considered not relevant.

Proposals that fail to provide required and complete information may be determined not relevant. Relevant projects where the Prime and Sub-contractors have previously worked together will receive a higher rating. Relevant design build projects that demonstrate the highest degree of similarity to the requirements of this RFP will be evaluated more favorably. The Government will evaluate the recency of a submitted project and may deem a more recently completed project more advantageous than an earlier completed project. Offerors providing more projects (maximum 5) of similar size and scope will be more favorably rated. Projects submitted in excess of the maximum 5, will not be evaluated. If the Government is unable to determine the date or the completion on a submitted project, the project may be considered not recent.

2) Corporate Personnel Experience. The basis of evaluation will include the Offeror’s proposed personnel’s experience in performing relevant construction and design projects as defined in the solicitation submittal requirements. The assessment of the proposed project personnel experience will be used as a means of evaluating the capability of the Offeror’s personnel to successfully meet the requirements of the RFP. Personnel who have worked on the listed projects under Corporate Project Experience will receive a higher rating. Personnel who have previously worked together will receive a higher rating. Personnel with experience in design build projects will receive a higher rating.

2. Phase I, Factor 2, Project Management: Factor 2 consists of : Ability to Staff Project; Management Approach; and Capability to Performance

a. Submission Requirements:

1) Ability to Staff Project: Demonstrate the ability to staff the project for the scope of work required.

1. Describe how the Design-Build Team will be structured, i.e., how many firms are involved and the responsibility of each firm for this project. Indicate the extent to which resources and personnel will be drawn from various sources: in-house, subcontractor, and/or separate consultant firms. Describe D/B management approach, including but not limited to management of multiple designers and subs/trades working in parallel on several different facilities at one time. Describe construction material staging plan.

2. Project Personnel Experience (Specialized experience and technical competence proposed in Phase I). The Offeror shall demonstrate the position that the individual will hold in regard to this contract/project team, description of duties and what percentage of the individual’s time would be committed to the project during both the design and construction phases.

2) Management Approach: Demonstrate the following, relevant to the subject procurement. - Include statements concerning:

1. Elements for Successful Partnering: Communication, Commitment and Conflict Resolution.

2. Proposed Design Period Peer Review technical/administrative by COR and VA staff.

3. Quality Assurance/Quality Control Plan as required in the D-B specification 01 00 00 General Requirements.

4. Project Organizational Chart and Narrative - Include team members submitted under Project Personnel Experience above. Clearly describe the prime responsible firm (or firms if a J/V) and individuals as well as the roles and responsibilities of individuals proposed as consultants and sub-contractors. Provide a list of all consultants and all proposed major subcontractors, including telephone number, address, and name of contact.

5. The Offeror shall describe in a written narrative the plan for phasing the work so the existing Overhead Paging System remains operational until the ‘go live’ date for the new system.

6. Describe in detail the ‘go live’ process envisioned.

7. Describe in detail the required demolition and complete removal of the existing system.

8. Clarify the intended uses of the portions of the site indicated to be available to the contractor for materials staging, temporary trailer offices, employee parking, and other activities.

3) Capability to Perform:

1. Provide the offeror's total bonding capacity (from Offeror’s surety), current available bonding capacity and expected available capacity for the duration of calendar years 2025 and 2026.

2. Provide the offeror's current workload and availability of staff proposed in Phase I, Factor 1 to manage the project. Include percentage commitments of staff for current and pending projects, as well as the anticipated impact of this project on those schedules and staffing plans.

b. Basis of Evaluation: Phase I, Factor 2, Project Management: The basis of evaluation will include the assessment of the Offeror’s ability to staff, Offeror’s management approach, and Offeror’s capability to perform the project as defined in the solicitation submittal requirements. The assessment of the firm and proposed personnel’s experience will be used as a means of evaluating the relative capability of the Offeror’s personnel to successfully meet the requirements of the RFP.

3. Phase I, Factor 3, Past Performance

a. The VA will utilize the information provided in Phase I, Factor 1, to research CPARS ratings of federal projects to determine Past Performance successes and / or problems. If Offeror has CPARS reports, copies of these reports shall be submitted for this factor.

b. For private sector or for state and local government projects, contact persons supplied for Phase 1, Corporate Project Experience projects may be contacted by the Evaluation Panel to complete an evaluation for the project. The contact's responses will be scored, if completed evaluation questions are received timely, based on client satisfaction as well as specific satisfaction with design build project services.

c. In addition to the above, the VA may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through the Past Performance Information Retrieval System (PPIRS) using all CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/ affiliate) identified in the offeror’s proposal, inquiries of owner representative(s), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the offeror. While the VA may elect to consider data from other sources, the above listed data may be used without obtaining additional data.

d. Basis of Evaluation: Phase I, Factor 3, Past Performance: The VA will evaluate example projects to assess the extent to which the Offeror’s past performance record demonstrates the ability to successfully perform recent and relevant past construction projects as defined in this solicitation. The basis of evaluation will be the degree to which past performance evaluations and all other past performance information reviewed by the Government (e.g., PPIRS, FAPIIS, eSRS, performance recognition documents, and information obtained from any other source) reflect a trend of satisfactory performance considering 1) a pattern of successful completion of tasks; 2) a pattern of deliverables that are timely and of good quality; 3) a pattern of cooperativeness and teamwork with the Government at all levels (task managers, contracting officers, auditors, etc.); 4) tasks that are identical to, similar to, or related to the task at hand; and 5) fiscal responsibility of Government funds. If the offeror lacks a record of relevant or available past performance history or there is no expectation of either successful or unsuccessful performance based on the offeror’s past performance record, the past performance evaluation will be given a neutral rating. Note that the lack of past performance data will be evaluated as neutral and lack of such data may not be used as a negative for evaluation purposes. Owner/references may be asked to comment on items such as quality of design or construction, timeliness, management of the work, subcontractor management, including timely payment to subcontractors or suppliers, safety, relations between owner and designer or contractor, level of support for such things as as-built documentation, Operation and Maintenance (O&M) manuals, training, correcting design or construction errors, warranty work, etc. The Government will then assign a performance confidence rating.

C. PHASE II – TECHNICAL AND PRICE SUBMISSION REQUIREMENTS - FOR SUCCESSFUL OFFERORS FROM PHASE I ONLY:

Phase II, Technical Proposal Requirements: The Phase II Proposal shall address the evaluation factors listed above. Offeror is required to prepare and submit a one (1) Electronic Copy of the technical evaluation factors. Evaluation scores will be based, in order of importance, upon the criteria listed above (items 4, 5, and 6) Table 2 should be included in the front of the technical proposal.

PHASE II, TECHNICAL PROPOSAL BINDER SUBMITTAL CHECKLIST

(One (1) electronic copy)

RFP: 36C24625R0019

Name and Address of Proposer Business Arrangement (Joint Venture or Teaming Arrangements clearly identified) Contact Name and Phone Number Email Address

TAB 1

Factor 4, Technical Approach

Table 2: Phase II Technical Proposal Binder Submittal Checklist

4. Phase II, Factor 4, Technical Approach

a. Submission Requirements: Provide a brief narrative describing the Offeror’s method to manage the project to achieve design and construction design objectives as described in the RFP. Include at minimum all aspects covered in the scope of work. The following shall be included in the narrative:

1) Design Approach: Describe the techniques and methods for an efficient, effective design to include interface and coordination with the existing building systems, appropriate equipment sizing, and DDC controls integration.

2) Technical Solution: Provide detailed narrative of the proposed technical solution addressing the requirements of the RFP. Describe specifics of the offeror’s compliance with project requirements by detailing:

1. Electronic equipment and cabling systems that provide efficient, reliable and sustainable, readily maintained systems will be most highly rated. Include in the discussion, but do not limit to the following:

a. Design approach, with emphasis on efficient, reliable, and sustainable operation, interface and coordination and fully functional replacement of the existing Overhead Paging system.

3) Construction Approach: Describe the techniques and methods for this phased construction project to include coordination with the design packages, the synchronization of phases, and integration with the existing building systems.

b. Basis of Evaluation: Phase II, Factor 4, Technical Approach: The basis of evaluation will include the Offeror’s proposed technical approach for this design build project as defined in the solicitation submittal requirements. The Government will evaluate the degree to which the Offeror’s approach demonstrates an overall understanding of project execution from design to turnover, including associated equipment, testing and training. The assessment of the Offeror’s method to manage the project shall be used as a means of evaluating the Offeror’s ability to successfully meet the requirements of the RFP. The more in-depth the understanding of aspects demonstrated, the more advantageous the Government may deem the proposal.

5. Phase II, Factor 5, Schedule:

a. Submission Requirements: The progress schedule will be in a time scaled bar graph format. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and major portions of the contract work. All schedule items will show a start date and a completion date. The detailed schedule will indicate specific tasks with dates for each step of the process including the minimum tasks identified in the D-B Specifications Section 01 32 16.16 Network Analysis Schedules (Design-Build Only). A minimum submission will include the following.

1) Design Period: The design period sub periods (i.e., first and second reviews, other meetings, internal QUALITY ASSURANCE /QUALITY CONTROL plan reviews, etc.).

2) Construction Period: Mobilization; Demolition method and sequencing; Demolition; Preparing areas for construction; Interior finishing; Utility installation; Procurement and installation of equipment; Timing of relocation of existing equipment; Site utilities, Tests and final inspection. Indicate each Phase.

3) General Project Delivery Schedule and Narrative - Show relationships between construction document development/completion (including required review activities) and construction activities for (at a minimum)

1. Fiber installation

2. Copper data cable installation including any Power Over Ethernet (POE) wiring

3. Device installation such as speakers, etc.

4. Zone programming and control devices

5. Head end or server installation, programming, and integration onto the VA network.

6. Connectivity and testing prior to go – live.

7. Go Live

8. Demolition of existing system and wiring after goes – live.

9. Project acceptance and close-out.

10. Other tasks and phases to fully capture the offeror’s approach.

4) Schedule shall indicate all elements of the design and construction timeline, from notice to proceed (NTP) to contract completion. In order to establish a common baseline among all offerors, assume NTP date of July 5, 2025. Include at a minimum preconstruction meetings and initial submittals such as Safety Plan and Schedule, badging, design milestones, ACM mitigation if required, construction NTP and construction milestones. Procurement lead times, outages, testing, design, and any local or state permits expected, commissioning, final acceptance testing, and post-construction submittals such as Record Drawings, system training, O&M Manuals, Warranties, and project close-out.

5) The Offeror shall specify how much allowance has been made for bad weather in the schedule, the days of the week and the hours of construction operations during each phase of the work, and the percentage of contract completion that will be achieved at the end of each month of the contract.

6) Short Schedules - The Offeror will provide a written commitment as to the time frame (number of days after receipt of the notice to proceed) within which the Offeror will guarantee completion. The maximum anticipated completion of this project (including design and construction of the entire project) is 540 calendar days. Shorter schedules (must include required Government review times), of obtainable, will receive more favorable scoring.

D. Basis of Evaluation: Phase II, Factor 5, Schedule: The basis of evaluation will include the bar graph detailed schedule considering the extent to which the Offeror demonstrates a clear understanding of the architectural and engineering requirements for the construction period and general project delivery. The Government will evaluate the likelihood that the work will be performed in accordance with the stated schedule given the technical requirements of the RFP. Shorter but realistic schedules (must include required Government review times), if obtainable, will receive more favorable scoring. The offeror’s schedule will establish the contract completion date and will be incorporated into the award.

E. Phase II, Non-Technical Factor 6, Price:

1. Submission Requirements: The offeror is required to prepare and submit a one (1) Electronic Copy of the price factor. The price proposal shall be submitted in a separate binder from the technical proposal. The price proposal shall be tabbed using Table 3: Price Proposal Binder Submittal Checklist. Table 3 should be included in the front of the price proposal.

PRICE PROPOSAL BINDER SUBMITTAL CHECKLIST

(One (1) electronic copy)

RFP: 36C24625R0019

Name and Address of Proposer Business Arrangement (Joint Venture or Teaming Arrangements clearly identified) Contact Name and Phone Number Email Address

TAB 1

First page of TAB 1 MUST contain requirements identified in:

FAR 52.215-1, Instruction to Offerors-Competitive Acquisition

TAB 3

Executed Bid Guarantee (SF-24)

TAB 4

Printed copy of “Representations and Certifications” as submitted on https://www.sam.gov/portal/public/SAM of the offeror

Table 3: Phase II Price Proposal Binder Submittal Checklist

2. Basis of Evaluation: Phase II, Factor 6, Price: Price will not be evaluated or scored will be evaluated for fairness and seasonableness through the use of price analysis, and acceptability to the Government subject to availability of funds. Pricing shall be entered onto the Bid Schedule located within the SF1442. Price analysis will be performed using one or more of the below techniques to ensure a fair and reasonable price:

B. RATING GUIDELINES. The following should be used as a guide in determining overall technical acceptability of each Evaluation Factor:

The following methodology will be used to evaluate Factors 1, 2, 4, & 5.

far outweigh any weaknesses. Risk of unsuccessful performance is very low.

The following methodologies will be used to evaluate Factors 3.

Past Performance Relevancy Rating

Past Performance Confidence Assessment

Unknown Confidence (Neutral)

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

The TEB will be established for Phase I Evaluation Factors of Corporate Experience, Technical Approach, and Past Performance. The same TEB will convene for Phase 2 Evaluation Factors of Project Management and Schedule, and for incorporating the Phase 1 and Phase 2 technical evaluations in the overall technical evaluation.

DEFINITIONS:

Best Value - means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement. See FAR 2.101 Clarifications - means the limited exchanges between the Government and offerors that may occur when award without discussions is contemplated. See FAR 15.306(a)(1) Communications - means the exchanges, between the Government and offerors, after receipt of proposals. See FAR 15.306(b) Deficiency – means a material failure of a proposal to meet a Government requirement or a combination weaknesses that increases the risk of unsuccessful contract performance to an unacceptable level. See FAR 15.001 Discussions - refers to the negotiations conducted in a competitive acquisition with those offerors in the competitive range. See FAR 15.306(d) Strength - means an aspect of an offeror's proposal that has merit or exceeds specified performance or capability requirements in a way that will be advantageous to the Government during contract performance.

Uncertainty - means any aspect of a non-cost/price factor proposal for which the intent of the offer is unclear (e.g. more than one way to interpret the offer or inconsistencies in the proposal indicating that there may have been an error, omission, or mistake).

Weakness – means a flaw in the proposal that increases the risk of unsuccessful contract performance. See FAR 15.001

3. The construction manager for the Contractor must have a ‘Certified D-B Professional’ Certification issued by the Design – Build Institute of America (DBIA). This person may or may not be the same as the licensed professional in item 1. Above. The person must have lead or deputy responsibility for the construction of the project and if separate from the licensed professional in item 1. Above, shall be responsible for coordination with the COR of the Design Team’s design submissions and reviews.

4. NOTE that the project is to be constructed in buildings of varying age and construction date, throughout the Salem VA campus. The applicable standard for installation of power and communications wiring shall not be the latest in the VA Technical Information Library. The standard in place at the time of construction for Building 143, January 22, 1988, shall apply. In particular this means new conduit or cable tray is not required but J hooks placed at 2 foot spacing for horizontal runs of cable, and free wire for vertical runs through existing walls, shall be the installation standard. Reference the historical VA standards for further details.

4. See above under Section G. for the applicable version of standards for electrical and communications wiring.