Pre Solicitation Notice_VA IDEA Survey Facilities 36C10F23R50003.pdf

Solicitation 36C10F23R50003 Document Type: Pre-Solicitation – AE Synopsis requesting qualifications Classification Code: C211 – Architect - Engineer Services Subject: VA IDEA Survey Facilities Accessibility

Contracting Office:

Department of Veterans Affairs (VA) Office of Construction and Facilities Management (CFM) Attn: Ronald Ferrer, Contracting Officer, Acquisition Support, Western Region (003C4E) 400 Mare Island Way, Suite 100 Vallejo, CA 94590 Email: ronald.ferrer@va.gov

This is a request for SF330s, not a request for fee proposals.

The North American Industrial Classification System (NAICS) code is 541310, Architectural Services, which has Small Business Administration (SBA) size standard of $12.5 million in average annual receipts. This announcement is being competed as a 100% Service-disabled Veteran-owned Small Business (SDVOSB) set-aside.

The Department of Veterans Affairs (VA), Office of Construction & Facilities Management (CFM), Western Region proposes to obtain the services for VA IDEA Survey Facilities Accessibility.

I. GENERAL INFORMATION

A. This contract is being procured in accordance with the Selection of Architects and Engineers statute previously known as the Brooks Act (Public Law (PL) 92-582, as amended, the provisions outlined in Federal Acquisition Regulation (FAR) Subpart 36.6. Firms will be selected for negotiation based on demonstrated competence and qualifications for the required work.

B. Type and Number of Contracts

CFM intends to award one firm-fixed-price contract for A-E design services. Contract award is anticipated in the Fourth Quarter of Fiscal Year 2023.

C. SAM and SBA Registration

To be eligible for contract award, a firm must be registered in the System for Award Management (SAM). Register via the SAM website at https://www.sam.gov. Firms must register prior to the due date for responses to this synopsis to enable the Contracting Officer's review of SAM Exclusions. Firms must also be registered in SBA Veteran Certification database (https://veterans.certify.sba.gov/) at the time of SF330 submission and at the time of award. Additionally, firms must provide the type(s) and amount of insurance along with insurance carrier(s).

mailto:ronald.ferrer@va.gov

D. Service Contract Act

Firms are advised that the resulting contract will require that the wages and benefits of listed services employees (see FAR 22.10) be at least equal to those determined by the Department of Labor under the Service Contract Act, as determined relative to the employee's office location, not the location of the work. See http://www.wdol.gov for additional information.

E. Organizational Conflicts of Interest

In accordance with FAR 9.505, the successful offeror from this A-E contract will not be able to participate in any future design contract in support of this project. It is anticipated that an organizational conflict of interest is likely to arise if a firm is awarded both the Survey Services and the Design Services contracts.

The A-E firm and its consultants / subcontractors are prohibited from competing for any future construction contract, in accordance with FAR 36.209.

II. STATEMENT OF WORK

A. The Department of Veterans Affairs (VA) owns and leases Healthcare Facilities, Benefits Offices and

Cemeteries dedicated to supporting Veterans. Providing appropriately planned and designed facilities is critical for the mission of VA. The VA Office of Construction and Facilities Management (CFM) is charged with setting the standards and guidelines that all facilities follow to accomplish the VA mission.

“To care for him who shall have borne the battle, and for his widow, and his orphan”

B. As a result of the “Inclusion, Diversity, Equity, Access (I-DEA)” Executive Order being signed, CFM/VHA has decided to: Evaluate a representative sample of 10 VA facilities (owned and leased) to understand compliance and develop general guidance at maximizing physical accessibility, beyond the existing duties to comply with the Architectural Barriers Act of 1968 (ABA), US Access Board Medical Equipment, systems, and instrumentation guidelines, and related VA Standards (E.O. 14035: sec 10.c and 10.d).

C. The Architectural and Engineering (A/E) firm and its sub-consultants, herein known as Consultant in this Statement of Work (SOW), shall provide the professional services to complete these Scope of work items including, but not limited to Section III – Detailed Scope of Work shown in this notice. The Consultant shall be responsible for providing all required staffing, expertise, and technical content and format of the deliverables for this work and for the delivery of a Final Report addressing opportunities for improving physical accessibility at VA Facilities.

D. The Consultant shall collaborate with VA CFM, VHA Office of Healthcare Environment and Facilities Programs (HEFP), NCA and VBA in the development and review of the Final Report.

III. DETAILED SCOPE OF WORK

The following outlines the Scope of Work details for this effort.

A. Conduct a review and analysis of Technical Information Library (TIL) Standards for Accessibility requirements and Accessibility specific standards to include but not limited to:

• PG 18-12: Design Guides

• PG 18-13: VA Barrier Free Design Manual

• Standard Details

B. Conduct a survey of 10 VA facilities for compliance with CFM Standards and identify opportunities to improve the documents and overall accessibility. A report of findings and field notes shall be provided for each site visit.

C. Develop a Final Report on VA Physical Accessibility which outlines deficiencies and opportunities to improve ABA Accessibility Guidelines, US Access Board Medical Equipment, systems, and instrumentation guidelines, and the VA Barrier Free Design Standard Guidelines.

The Consultant shall provide review, input, and comments for approval by VA on items in this entire SOW document throughout the project and during all stages of development based on the Consultant’s subject matter expertise.

D. The Consultant shall act as a primary source of information for the interpretation and development of the Final Report. This information shall include but not be limited to:

1. VA (Standards)

2. Industry Accessibility guidelines, standards, and codes

3. Other applicable documents

E. The Final Report shall include but not limited to:

• Graphical Cover Page

• Table of Contents

• Acknowledgments

• Foreword

• Introduction

• Narratives

• Plans

• Photographs

• Graphs

• Observations

• Recommendations

• Abbreviations

• References

• Appendices

F. The Consultant shall lead coordination, communication, and facilitate the project with VA staff and other project team members to:

1. Ensure that the deliverables are at their highest level of accuracy and consistency in terms of technical information and established format;

2. Confirm project scope, schedule, team members, participants, lines of communication, documentations, and deliverables;

3. Develop and maintain an updated project team roster (staff substitution will not be allowed without prior VA approval to ensure equal competency and expertise);

4. For all deliverables consolidate all comments from VA/ CFM into one spreadsheet with responses;

5. Establish and maintain the project schedule and project protocols. Update and distribute the project schedule monthly;

6. Prepare and distribute meeting agenda, minutes, and other meeting documentation, including teleconferences and other official activities; and

7. Prepare data for publication in VA TIL on CFM web site. The format for each document shall be in native file format (docx, xlsx, dwg, etc) and in PDF format if applicable.

G. Perform site visits, interviews, meetings (in person) to VA facilities to collect data from pertinent VA staff to establish opportunities for improving physical accessibility at VA facilities. The Consultant shall present findings to VHA and CFM on-line/video conference. Ten (10) facility visits shall be conducted at VA facilities per below. The site visits and travel must be completed during a typical work week. Site visits must be planned and coordinated with CFM/VHA at the VA facilities.

1. Site Visit Trip 1 – VHA- VA Dallas Medical Center, Dallas, TX

2. Site Visit Trip 2 – VHA- VA Battlecreek Medical Center, Battlecreek, MI, VA Ann

Arbor Medical Center, Ann Arbor, MI, and NCA Ft. Custer National Cemetery, Battlecreek, MI

3. Site Visit Trip 3 – VHA- VA Dayton Medical Center Dayton, OH and NCA Dayton National Cemetery- Dayton, OH

4. Site Visit Trip 4 – VHA- Hines VA Medical Center, Chicago, IL and VBA Offices- Chicago, IL (93,700 SF)

5. Site Visit Trip 5 – VHA- White River Junction VA Medical Center, White River, VT and VBA Offices- White River Junction, VT

6. A maximum of three (3) people from the Consultant team shall attend each site visit and shall include PM, Accessibility SME and one other person designated by the Consultant and approved by the VHA/CFM team.

7. The Consultant shall provide the following for each site visit trip:

a. Participate in pre-visit planning meeting and develop minutes.

b. Facility notification memo defining schedule, agenda and documentation required.

c. Participate in-brief and out brief meetings by providing summary of objectives during in-brief and general findings in out brief.

d. Provide field visit report of findings within two weeks of visit.

H. Comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations and guidelines of authorities having jurisdiction. Refer to www.section508.gov/.

• 508 compliance shall be included in the document’s development starting with the 30% deliverable.

I. The Consultant shall schedule and participate in meetings, electronic mailing, and telephone/video conference calls with the VA staff, as identified below.

J. Attend formal meetings, take minutes and publish formal minutes with VA’s Workgroup and facilities virtually through video conferencing as follows:

1. One (1) 2-hour Kick-off Meeting.

2. Site Visits:

a. 1 hour virtual planning meeting with the site prior to site visit.

b. 30 minute face-to-face in-brief and out brief meeting with each site visited.

3. 1-hour project progress meetings held once every 2 weeks until final submission is completed and accepted (to be held on-line/video conference).

4. Three (3) 2-hour review meetings to be held to discuss VA review comments on the 30, 60, and 100% Pre-Final deliverables (to be held on-line/ video conference).

5. One (1) 2-hour Executive Summary final presentation (to be held on-line/ video conference).

IV. DELIVERABLES AND SCHEDULE

A. Deliverables shall include the following:

1. Minutes of all meetings attended

2. Site visit reports and notes

3. Final Report-Four (4) submissions, i.e., 30%, 60%, 100% (pre-Final), and Final of all documents. The Final submission will be made upon acceptance of the 100% pre-Final submission by VA. For each of the four submissions, the Consultant shall provide electronic files of the documents in Microsoft Word, Excel and PDF format, at least 14 calendar days prior to the progress review meetings.

B. Submission Requirements:

1. Kick-off Meeting:

a. Project Schedule

b. Meeting minutes

2.Site Visit report and field notes (Provide within a week of visit)

Summary of findings, interviews, and areas of concern

3. Final Report:

a. 30% Period of Performance (PoP) deliverable:

1) Report outline, background sections and general information.

2) Draft Review of Section addressing VA Barrier Free Design Standard, VA Standard Details, VA PG 18-12 Design Guides, ABA Guidelines, and US Access Board Medical Equipment, systems and instrumentation guidelines with opportunities identified for improved standards

3) Report of Site Visits completed to date along with analysis and recommendations

b. 60% PoP deliverable:

1) Draft Review of Section addressing VA Barrier Free Design Standard, VA Standard

Details, VA PG 18-12 Design Guides, ABA Guidelines, and US Access Board Medical Equipment, systems, and instrumentation guidelines with opportunities identified for improved accessibility/revisions

2) Report of Site Visits completed to date along with analysis and recommendations

3) Draft analysis of site visit data, recommendation, and comparative evaluation of standards with recommendation for improvement

c. 100% (Pre-Final) PoP deliverable:

1) 100% Pre-Final of Section addressing VA Barrier Free Design Standard, VA

Standards Details, VA PG 18-12 Design Guides, ABA Guidelines, and US Access Board Medical Equipment, systems, and instrumentation guidelines with opportunities identified for improved accessibility/revisions

2) 100% Pre-Final Report of Site Visits along with analysis and recommendations

3) Executive summary and final conclusions and recommendations

d. Final PoP deliverable: Final Report

C. Period of Performance: Contract term for this Task is 300 calendar days from the day of contract award date. The following specific tasks of the project are expected to run concurrently:

1. Research/Analyze existing Accessibility Standards

2. Site Visits

3. Final Report

D. Submit a proposed project schedule in Microsoft Project to the VA for review and concurrence at the

Kickoff Meeting, including the following milestones at the minimum:

1. Formal and reoccurring meetings

2. Document submittals and VA review periods

3. Presentations, including Executive Summary final presentation

4. Other events that require participation of VA personnel

E. All data files, and access to user tools shall be provided to VA in proper VA established format, VA accessibility requirements, and compatible for VA TIL website publication. Provide text in Microsoft Word v 2010 and PDF formats and PDF files; drawings and graphics in DWG, DWF, charts, formulae and data in Microsoft Excel (.xlsx) and Adobe PDF; slide presentations in Microsoft Power Point.

F. Provide a final Executive Summary presentation to include, at minimum, overview of major accessibility issues and opportunities/ recommendations that support the enhancement of health care delivery and access in VA facilities. Final Executive Summary presentation shall be in Microsoft Power Point format.

V. ITEMS/ACCOMMODATION TO BE PROVIDED BY VA

VA will provide the following:

A. Current Standards, Criteria, Design Standards and other resources can be accessed under VA Technical Information Library TIL at www.cfm.va.gov/til/.

B. VA resources not available on web site will be provided.

http://www.cfm.va.gov/til/

VI. SELECTION PROCESS

In accordance with 40 U.S.C. Chapter 11 (Selection of Architects and Engineers Statute), the applicable provisions of the Competition in Contracting Act (Pub. L. 98-369, 98 Stat. 1175), the applicable provisions of the Federal Acquisition Streamlining Act (Pub. L. 103-355, 108 Stat.

3243), and FAR 16.500(d), CFM will select a single firm for negotiation using the procedures set forth in FAR Subpart 36.6:

• In accordance with FAR 36.602-3(a), CFM will review the Standard Form (SF) 330s submitted in response to this synopsis.

• In accordance with FAR 36.602-3(b), CFM will evaluate those SF 330s in accordance with the criteria in FAR 36.602-1.

• In accordance with FAR 36.602-3(c), CFM will hold discussions with at least three of the most highly qualified firms regarding concepts and the relative utility of alternative methods of furnishing the required services described in this synopsis.

• On the basis of the above, in accordance with FAR 36.602-3(d), CFM will determine the firms most highly qualified to perform the required services described in this synopsis.

• The Source Selection Authority will review the recommendations in accordance with FAR 36.602-3(d) and make the final selection of the most highly qualified firm.

VII. SUBMISSION REQUIREMENTS

Except as otherwise permitted below, firms must use the fillable version of SF 330 available on the U.S. General Services Administration website at https://www.gsa.gov/portal/forms/download/116486, using the space available and font settings embedded in that document. Do not submit a price proposal.

Responses shall reference the solicitation number on the subject line of the email containing the SF330.

Interested firms having the capability to perform this work must submit the completed SF330 Part 1 for the Prime firm and the SF330 Part II for the prime firm and all consultants. Include the firm’s DUNS number in SF330, Part II, Block 4. The submission shall have a Table of Contents to include the page number and description, all sections must be tabbed, pages must be numbered, and follow the order listed below:

Cover letter

Tab 1

* Table of contents

Tab 2

* Organizational chart

Tab 3

* SF330 Part I, sections A, B & C

Tab 4

SF330 Part 1, section E, Resumes of Key personnel by discipline

Tab 5

SF330 Part I, section F & G

Tab 6

* SF 330 section H

* Additional information

Tab 7

* SF 330 Part II

TABLE OF CONTENTS FORMAT:

The Table of Contents submission will show the page number that the reviewing team will find the requisite information. e.g. Page 5 Project Architect resume, Pages 40-55 Example Projects.

The Offeror will use the following sample format:

Page 1 Cover

Page 2 Cover letter

Page 3 Organizational Chart

Page 5 Project Manager resume

Page 8 Mechanical Engineer resume

Continue this format throughout the submission.

***The submittal shall have a page limit of 50 pages. A page is one side of a sheet. Blank sheets/Tabs separating the sections within the SF 330 will not count against the maximum page count. All fonts shall be at least 10 pitch or larger. Pages shall be 8-1/2 inches by 11 inches. Organizational charts may be presented on a sheet up to 11 inches by 17 inches. If an 11 inch by 17 inch sheet is used it shall be neatly folded to 8-1/2 inches by 11 inches, bound in the SF 330 at the proper location, and counted as one page.***

All Offerors, to include JVs, submitting SF330 shall obtain a Unique Entity Identifier (UEI) (formerly DUNS) number. Include the UEI number in Part I, Section B, Block 5 next to the name of the firm. Additionally, all Offerors, to include JVs, must be registered in the System for Award Management (SAM). For instructions on registering with SAM, go to https://www.sam.gov/SAM. JVs are to include a fully executed JV Agreement with their SF330 at Part II.

Interested A-E firms with the capabilities to perform this work are invited to submit your technical proposal electronically to: ronald.ferrer@va.gov no later than August 28, 2023, at 3:00 pm local time.

Late receipt of qualifications will not be considered. It is the responsibility of the Offeror to ensure the submittal is received on time and in accordance with the submission requirements.

The cutoff for questions and inquiries must be submitted electronically via email no later than August 23, 2023, at 3:00 pm local time. Formal communications such as requests for clarification and/or information or questions should be submitted via email to ronald.ferrer@va.gov

VIII. EVALUATION CRITERIA

SF330s will be evaluated on each of the evaluation factors listed below. Each factor will be assigned an adjectival rating. The evaluation factors which are listed in descending order of importance:

1. Specialized Experience (SF330, Part I, Section F) – VA Design Guide Experience and Subject Matter Expertise

a. The Offeror shall demonstrate specific relevant experience by submitting a minimum of five (5) projects (maximum of 7), completed within the last five (5) years of similar scope and complexity, highlighting experience with projects located throughout the United States of America.

Please note: An indefinite-delivery/indefinite-quantity (IDIQ) contract or other similar ordering vehicle is not considered a "project". A single task order issued under an IDIQ or other similar ordering vehicle may be considered a "project".

b. Each project shall include the following:

1) Project title, location and detailed narrative describing the scope of services provided including the type of work performed by the offeror and its role in the project (i.e. Prime A-E, Teaming Partner or Subcontractor).

2) Project Owner, owner’s point of contact including telephone number and email address. Contact information must be accurate.

3) Services & Deliverables provided under the contract/task order.

4) Period of Performance, including start and completion dates.

5) Total dollar value of the project.

c. The data shall demonstrate knowledge, familiarity and expertise in the following areas:

1) Accessibility planning, design and compliance of Healthcare facilities and support spaces.

2) Accessibility planning, design and compliance for Cemetery facilities.

3) Accessibility planning, design and compliance for Office space.

4) Understanding and application of the Architectural Barriers Act of 1968 and related standards.

d. The Offeror’s required experience and expertise as described above shall include complete building and site accessibility, including but not limited to:

1) Architecture

2) Accessibility

3) Review of Clients Standards

e. The Offeror shall demonstrate experience in surveying facilities and preparation of detailed reports outlining deficiencies and opportunities to improve physical accessibility along with recommendations.

f. The Offeror shall discuss and illustrate its approach to and experience in teaming and collaboration with its clients in similar projects gathering lessons learned, accessibility guidelines development and review of client’s Standard documents.

g. Basis for evaluation: The SSEB will evaluate projects for similarity in size, scope and complexity to requirement. Greater weight will be given to Offeror’s experience as a prime Architect-Engineer rather than as a consultant. More recent and relevant experience, within the last five years, will have a greater impact on the assessment than less recent and relevant effort.

2. Professional Qualifications (SF330, Part I, Section E)

a. Identify the staff members and/or subcontractor personnel who will be assigned the task along with their qualifications, confirm the availability of these staff members to dedicate sufficient time to the task, and identify alternate staff members who will act as backups in case the primary staff are unavailable.

b. The Consultant team shall include a licensed senior architect with experience in design for accessibility in healthcare facilities, office, and cemetery settings. The Consultant (including Accessibility Consultant SME) shall have the relevant education, certifications, personal publications, and other documentations necessary to demonstrate the Consultants’ qualifications.

c. The Offeror shall demonstrate its depth of knowledge of ABA, US Access Board medical equipment, systems, and instrumentation guidelines, and VA Barrier Free Design Standard Guidelines.

d. The Offeror shall include as part of its team a professional document writer with the desired 5 years of experience in development of various technical construction guidelines.

e. The Offeror shall submit resume and three (3) client references (with contact information) for each of the following key team members for review and approval by VA:

1) Project Manager

2) Accessibility Subject Matter Expert (SME)

3) Senior Architect

4) Professional Writer

5) Architect/ CADD Technician

f. All Key Personnel must be shown on the organizational chart in Section D.

g. Basis for evaluation: The qualifications evaluation will consider the breadth of education, training, certification, overall and relevant experience and longevity with the proposed team for all proposed personnel. The basis of the evaluation will be the information in Part I of the SF330, Sections E and G.

3. Past Performance (SF330, Part I, Section H)

a. CPARS is the primary source of information on past performance. CPARS will be queried for all firms submitting an SF330. Offerors are to include CPARS or past performance information (Past Performance Questionnaires) for the projects presented in Section F that are not found in the CPARS. A Past Performance Questionnaire is attached for use. The Government may seek information on past performance from other sources. If there is any conflict in past performance records, CPARS is the official record.

b. Past performance information including Past Performance Questionnaires and

Contractor Performance Assessment Reporting System (CPARS) reports will not count towards the page limitation.

c. The CPARS and PPQs can be submitted with the technical proposal or emailed separately to the Contracting Officer. If the firm is unable to obtain a completed PPQ from a client for a project(s) before the submission closing date, the offeror should complete and submit the first page of the PPQ, which will provide contract and client information for the respective project(s). Firms should follow up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government's points of contact, Ronald Ferrer, Contracting Officer, ronald.ferrer@va.gov, prior to the submission closing date/time.

d. PPQs are source selection materials. All successfully submitted PPQs will receive an email from the Contracting Officer acknowledging receipt. If the firm does not receive the confirmation, it is the firm's responsibility to follow up to ensure the Government has received the information.

e. In addition to the above, the Government may review other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through the PPIRS (Past Performance Information Retrieval System) including CPARS, using all CAGE/DUNS (Commercial and Government Entity/Data Universal Numbering System) numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/affiliate) identified, inquiries of owner representative(s), FAPIIS (Federal Awardee Performance and Integrity Information System), or other databases;

telephone interviews with organizations familiar with the firm's performance, Government personnel with personal knowledge of the firm's performance capability, and any other known sources not provided by the firm.

f. NOTE: Architect-Engineer may be advised of adverse remarks and given the opportunity to respond in accordance with Federal Acquisition Regulation requirements.

g. Basis for evaluation: The SSEB will evaluate the submitted CPARS and PPQ to determine client satisfaction and evaluate past performance in terms of risk, recency, relevancy and quality.

4. Schedule and Capacity (SF330, Part I, Section H)

a. Offerors are required to demonstrate the capacity to accomplish the work as described. Offerors are to provide a table summary within Part I Section H, providing the number of personnel for each key discipline, with separate columns for (1) Offeror capacity, (2) team subconsultant(s) capacity, and (3) total Team capacity for each key discipline. Capacity will be measured by number of personnel, not percentages or availability. Part II will be evaluated to determine if the capacity and numbers of personnel support the information in Section H. Each key discipline required in the response shall be shown in Section H and coordinated with Part II of the SF330.

b. Basis for evaluation: The evaluation will consider the availability of personnel in key disciplines, equipment availability, and demonstrated management procedures to ensure operational control and quality assurance. The basis of the evaluation will be the information in Part I of the SF330, Section H, and Part II.

Interviews: In accordance with FAR 36.602-3(c), CFM will hold discussions with at least three

(3) of the most highly qualified firms regarding the relative utility of alternative methods of furnishing the required services. Discussions may be in the form of an in-person or virtual interview or a written narrative submittal.

Basis for evaluation: The VA considers originality and imaginative design an essential part of the A/E's responsibility. The applicability of alternative methods of furnishing the required services in the description of work, and their relationships to each other shall be combined to produce a plan that is functional and aesthetically appropriate for the project.

The Source Selection Evaluation Board (SSEB) will evaluate the interviews and combine the Interviews rating with the SF330 rating to determine the Final Evaluation Rating. The SF330 Rating is significantly more important than the Interviews rating.

The Contracting Officer will issue a Request for Proposal to the most highly qualified firm and award a contract upon determination of fair and reasonable pricing. Where negotiations with the top-rated firm are unsuccessful, the contracting officer shall, terminate negotiations and undertake negotiations with the firm next in order of preference.