RFP FLWO Dormitory Replacement.pdf

Solicitation – RFP Technical Proposal February 10, 2025

Project #: 1583808, FLWO Dormitory Replacement

SECTION C: 1. BACKGROUND

The Smithsonian Astrophysical Observatory’s (SAO) Fred Lawrence Whipple Observatory (FLWO) is located in Santa Cruz

County, Arizona within the Coronado National Forest in the Santa Rita Mountains, about 40 miles south of Tucson and 5 miles east of Amado, Arizona. The facility opened in 1966 with its first telescope, the Whipple 10-meter gamma-ray, being dedicated in 1968. The campus now hosts a wide array of scientific programs and telescopes sites on the peaks around the mountain, including the Multi-Mirror Telescope (MMT) at the summit which is operated as a joint effort with the University of Arizona.

The facilities at FLWO are divided between Base Camp and Mountain facilities with the Mountain sites further subdivided between the Tank Area, Ridge North, Ridge South, and the Summit / Bowl Area. The Summit / Bowl Area facilities are located at the end of the 27-kilometer (17-mile) Mount Hopkins Road.

The existing Summit Bowl Dormitory was designed in 1979 and constructed shortly thereafter to provide sleeping quarters for visiting scientists and the observers who work during nighttime operations at the summit. Located just downhill from the MMT, the existing dormitory is a two-story wood structure with an exterior corridor on both floors. Constructed with combustible materials, primarily plywood siding and wood framing, this facility has not only reached the end of its useful life, but it also does not meet current code compliance or fire-protection standards. The ever-increasing frequency of wildfires in the area puts the existing Summit Bowl Dormitory at a significant risk.

The Smithsonian Institution is seeking offers to construct a new Summit Bowl Dormitory and demolish the existing Summit

Bowl Dormitory near the summit of the FLWO on Mount Hopkins, as described herein and the Contract Documents, including, without limitation, in the Specifications and Drawings for SF Project No. 1583808 both dated March 5, 2025.

All requirements the successful Offeror must meet concerning this project are set forth in detail in the Solicitation Documents included with this Request for Proposal. Upon receipt of Technical and Cost Proposals and the selection of a successful Offeror, the Smithsonian Institution will execute a Firm Fixed Price construction contract.

It shall be the responsibility of the contractor to immediately notify the Smithsonian Institution if the target dates and proposed work described herein adversely affect the Contractor’s Critical Path Schedule for the final completion date of this project.

Contractors may propose an alternate schedule that illustrates the completion of the project in advance of the completion date.

This Request for Proposal (RFP) is intended to provide all Offerors with sufficient information to enable them to prepare and submit offers for technical and cost review by the Smithsonian Institution. Drawings and specifications are provided electronically as part of this solicitation. See Section J for complete list of documents, exhibits and other attachments.

This solicitation neither commits the Smithsonian Institution to pay any proposal preparation costs, nor obligates the

Smithsonian Institution to procure or contract for construction, or any other services. It shall not be construed as authorization to proceed with or be reimbursed for any of the costs for any of the work specified herein.

The Smithsonian Institution may cancel this RFP without prior notice.

SECTION C: 2. STATEMENT OF WORK

The successful offeror shall provide all materials, equipment, labor and supervision necessary to complete the following work at the Smithsonian Institution, SAO’s FLWO, 670 Mt. Hopkins Road, Amado, Arizona 85645.

The Work includes, but is not limited to, all work specified in the Contract Documents and consists of drawings and specifications beginning with Division 1 – GENERAL REQUIREMENTS and ending with Division 32 – EXTERIOR

IMPROVEMENTS (with some sections omitted). The purpose of this project is to construct a new Summit Bowl Dormitory that meets fire-protection and life-safety code requirements and demolish the existing Summit Bowl Dormitory to remove the fire hazard on the mountain. The new Summit Bowl Dorm will be attached to the existing Commons Building, which is located across the road from the existing Dorm. Connecting the new Dorm to the Commons Building will allow staff to have direct interior access to shared services/amenities such as cooking, laundry, and meeting spaces. As a result, this project also includes enhanced fire-protection and security systems for the Commons Building.

Scope of work under this project includes but is not limited to:

a. Construction of a new Summit Dormitory Addition connected to the existing Commons Building

b. The building systems include HVAC, Electrical, Plumbing, Fire Suppression and Alarm, Security

c. New fire water tank and accessories

d. Install standing seam metal roof assemblies to match and coordinate with the existing Commons Building.

e. Provide new siding over existing on the Commons Building to match the new Dorm Addition siding

f. Install Lightning Protection to coordinate with existing Commons system

g. Commissioning

h. Work in the Commons Building includes but limited to Fire Suppression and Alarm, Security systems; replacement of electrical panels; removal of the Dock lift; infilling existing door opening on the lower level.

i. OPTION 1: Demolition of the Existing Dormitory, site structures, and restoration of the site.

Construction Schedule: The Period of Performance for the Base Contract is 520 Calendar Days from the date of Notice to

Proceed. The Work is located with the mating area of the Spotted Owl. Exterior and/or significantly noisy work shall not occur during the Spotted Owl mating season from March 1 to September 1. The total contract time for the Base Contract includes

Spotted Owl mating seasons and assumes (2) mobilizations. The Option, if exercised, shall occur concurrently with the Base

Scope and not add any additional days or mobilizations to the Contract Completion Time

Construction Budget: Over $10M

Section J - List of Documents, Exhibits and Other Attachments

1. Specifications, dated March 5, 2025

2. Construction Drawings, dated March 5, 2025

3. Davis Bacon Wage Rate BuildingAZ20250028, dated 02/14/2025

4. Davis Bacon Wage Rate HeavyAZ20250053, dated 01/03/2025

5. Subcontracting Plan Format

6. Performance Bond

7. Payment Bond

8. Contractor Release Form

SECTION L: Instructions, Conditions, and Notices to Bidders

TECHNICAL PROPOSAL

The Technical Proposal shall be directly responsive to the Statement of Work and as described in the 100% drawings and specifications. The following specific material shall be included in the Technical Proposal.

L.1 Plan of Accomplishment – The Plan of Accomplishment shall include, at minimum, the following information:

A. CPM Summary Schedule – Provide a time scaled CPM summary schedule identifying construction logic; activities to be accomplished during regular hours, multi-shift basis, weekends or holidays as required; installation of long lead / key equipment or material; and activities that may interrupt adjacent building operations. The CPM should highlight scope activities included in Specification Division 010000. The summary should contain approximately 250 activities that show sequence, duration, and interdependency. Identify all critical elements of work, including submittal review, each trade, important construction as well as designated milestones, critical long-lead items such as mechanical equipment, stone, electronic security, lighting and other items associated with time impacts. Clearly show the critical path. Work, including option(s), shall be performed in Contract

Time for Completion, see Division 010000 for contract schedule requirements.

B. Coordination Management Plan – Provide a Coordination Management Plan addressing coordination with subcontractors, challenges, issues, long lead items, special events, possible inclement weather, work during peak and off-peak visitor seasons, and necessity of maintaining egress through site. Discuss how management will assure completion of milestones.

C. Site Coordination Work Plan – Provide a Site Coordination Work Plan addressing the following at a minimum:

a. Preparatory actions, including staging, access to site and traffic coordination.

b. Protection of existing features to prevent damage.

c. Major equipment to be utilized.

d. Coordination of system outages.

e. Procurement and installation of major components.

f. Critical long lead items and which subcontractor is responsible.

g. Other pertinent information required describing exactly how work will be accomplished.

D. Implementation Plan – Provide an implementation plan addressing the following at a minimum:

1. Describe work methodology planned for this project that will deliver a superior quality product including but not limited to quality control, coordination drawings, coordination of built elements and systems, hazardous material abatement, implementation of sustainable design, and commissioning.

2. Provide a narrative of your proposed approach to schedule management to include but not be limited to:

a. Determination of specifications accuracy

b. Scheduling and Project Management software

c. Owner changes

d. Cross referencing

e. Float

f. Coordination responsibility

g. Field Condition Verification

h. Scheduling expertise

i. Demonstrated capabilities for schedule management on similar projects.

E. Project Control and Coordination – Provide a procedural and administrative plan for progress reporting, document management, cost accounting, shop drawing, as-built information, product submittals controls, security, visitor and worker access/egress, equipment/materials storage, and staging. (See also Specification Division 01)

F. Project Completion and Warranty Transfer / Turnover Plan – Provide a preliminary plan for the training and instruction of

Smithsonian Institution personnel in the operation and maintenance of new systems. The plan should include the manner and method for the turnover of all operation and training manuals and specific warranties and guarantees for equipment and materials to be provided under the contract. (See also Specification Division 01)

G. Safety - Provide the current workman compensation rates, insurance certificates and insurance modifiers assigned for your company. Provide a preliminary job site safety plan. Describe corporate policy on safety, and frequency of safety training. (See also Specification Division 01)

H. Quality Assurance – Describe the company’s Contractor Quality Control (CQC) Plan methodology for this project for assuring construction quality. Furnish resumes of all proposed CQC and Alternate CQC Representatives. In the event that a separate subcontract CQC firm is proposed, provide the same information required above of the prime contractor. The

Smithsonian Institution does not desire alternative proposals, and as such, offerors should not propose more than one individual for any one position or, if applicable, more than one CQC firm for the project. Doing so may result in the proposal being scored lower during evaluation.

The offeror's plan shall discuss the methodology that will be employed to provide assurance of a quality constructed project and should include as a minimum the following information:

a. Management and coordination of job-site activities and support functions for quality assurance of workmanship and materials for the Contractor, subcontractors, and suppliers.

b. Description of systems of inspections, tests, corrective actions, follow-up, and documentation processes.

c. Control for minimized variations from and changes to the specifications and drawings, including methodology of how changes will be required, evaluated for impact on the project, and incorporated into the work and recorded on as-built documents.

d. Process for monitoring the effectiveness of the Project Schedule, Implementation Plan, and Coordination Management

Plan. Describe means of measurement and methods for corrective action.

e. Describe procedures and methods for maintenance of shop drawings, change orders, correspondence documents and as-built drawings.

L.2 Key Personnel and Subcontractors –

A. Organization Plan – Describe the proposed organization that will work on this project. Provide an organization chart identifying lines of authority and supervisory responsibilities. Identify items of work to be performed by the prime contractor and their percentage of the total project. Identify major subcontractors and indicate how they would fit into the organizational structure. List prior projects where the Offeror and subcontractors have worked together over the past five years. For all projects listed in your organization plan, please include contract information such as dates, contract amount, and scope.

B. Resumes – Provide resumes of key personnel listing their specialized qualifications, special training and experience over the past five years, particularly as the qualifications relate to work on a project of similar size and scope. Note particularly experience on similarly sized projects accomplished in a similar mountain setting. Key personnel include Sr. Project Manager, Superintendent, CQC Representative, and Safety Manager. The individual resumes shall be prepared in a consistent format for each of the key positions and contain at a minimum, the following:

1. Name, title, address, and telephone numbers.

2. Educational background, including technical education.

3. Work experience covering the last five years or at a minimum the last five project assignments of significant duration

(18 months or more). Identify the specific role held for each project.

4. Membership in professional societies.

5. Professional registrations, licenses, or certifications.

6. Publications, awards or special achievements of a technical nature.

7. Length of time employed with current firm.

8. Percentage of time available for this project.

C. Plan of Accomplishment - Provide the name of subcontractors for each element of work listed below and indicate what work will be performed by the prime. Contractor will be expected to use the subcontractor listed for each element of work unless written approval for change is received from the Contracting Officer in accordance with the contract clause entitled

SUBCONTRACTORS. For each subcontractor listed below, list three references with customer contact, address, email address, and telephone number.

1. Civil

2. Fire Suppression Systems

3. Security Systems

L.3 Past Performance

A. Projects – Provide three projects of equivalent size and complexity where the Offeror was the Prime Contractor. Referenced projects should be less than ten (10) years old. If possible, identify past projects in the Past Performance Information Retrieval

System (PPIRS) by Project Title, Agency Client Name, and PPIRS Contract Number.

In Past Performance descriptions provide firm’s office or branch that managed the project, location, project size, completion date, contract amount (original and final), renovation elements, custom elements, challenges and awards (if applicable).

Provide Owner’s Rep or Project Manager’s name, phone number and email address. The Smithsonian Institution will verify past performance through PPIRs reports and references.

Projects should demonstrate experience working above 6,ooo feet, working on remote project sites, research campuses, logistically challenging sites, and/or projects adjacent to endangered species.

B. Offeror's Technical, Safety, Financial, and Corporate Resources:

Technical: Provide a completed Contractor's Qualifications Statement (AIA Document A-305) and the latest certified audit report.

Safety: Provide a narrative of your company’s safety experience over the past five (5) years. Information shall be furnished on your insurance carrier’s letterhead. Provide your firm’s Experience Modification Ratio (EMR) __ __. __ __. If your EMR is above 1.0, provide a written explanation. If your firm is a joint venture and has no prior safety record, then the EMR of the majority construction partner shall be provided.

Financial Capability (Pass/Fail): Inclusion of audited and/or interim financial statement; total bonding capability; written bank references; and determination that your company possesses sufficient resources to successfully complete this project.

Provide your Unique Entity ID (UEI)______________________________.

You must be registered at System for Award Management (SAM) http://www.sam.gov

Corporate Resources/Backlog (Pass/Fail): Provide a statement of total entity backlog, currently and for the past two years.

Include only those contracts for which the company has responsibilities and liabilities. Exclude construction management contracts.

L.4 Budget and Cost Control

a) Describe in detail your cost control methods during construction to include, at a minimum, how the offeror manages changes and unexpected costs. Explain your process to mitigate the schedule and cost effects of changes to the project.

b) Describe your methods for procuring qualified subcontractors as well as how you confirm the scope with the subcontractors, reach a final agreement for the cost, and obtain owner concurrence.

c) Describe your system for requisitions and payment to subcontractors.

L.5. 52.204-6 Unique Entity Identifier (OCT 2016)

(a) Definitions. As used in this provision-

Electronic Funds Transfer (EFT) indicator means a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the commercial, nonprofit, or Government entity to establish additional System for Award Management records for identifying alternative

EFT accounts (see subpart 32.11) for the same entity.

Unique entity identifier means a number or other identifier used to identify a specific commercial, nonprofit, or Government entity. See www.sam.gov for the designated entity for establishing unique entity identifiers.

(b) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the

Offeror's name and address exactly as stated in the offer. The Offeror also shall enter its EFT indicator, if applicable.

(c) If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for establishment of the unique entity identifier directly to obtain one. The Offeror should be prepared to provide the following information:

(1) Company legal business name.

(2) Tradestyle, doing business, or other name by which your entity is commonly recognized.

(3) Company physical street address, city, state and Zip Code.

(4) Company mailing address, city, state and Zip Code (if separate from physical).

(5) Company telephone number.

(6) Date the company was started.

http://www.sam.gov/ http://www.sam.gov/ http://www.sam.gov/

(7) Number of employees at your location.

(8) Chief executive officer/key manager.

(9) Line of business (industry).

(10) Company headquarters name and address (reporting relationship within your entity).

(End of provision)

L.6. 52.215-1 Instructions to Offerors - Competitive Acquisition. (JAN 2017)

(a) Definitions. As used in this provision-

Discussions are negotiations that occur after establishment of the competitive range that may, at the Contracting Officer's discretion, result in the offeror being allowed to revise its proposal.

In writing, writing, or written means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

Proposal modification is a change made to a proposal before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

Proposal revision is a change to a proposal made after the solicitation closing date, at the request of or as allowed by a Contracting Officer as the result of negotiations.

Time, if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a

Saturday, Sunday, or legal holiday, then the period shall include the next working day.

(b) Amendments to solicitations. If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

(c) Submission, modification, revision, and withdrawal of proposals. (1) Unless other methods

(e.g., electronic commerce or facsimile) are permitted in the solicitation, proposals and modifications to proposals shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with the information in paragraphs (c)(1)(i) and (c)(1)(ii) of this provision.

(2) The first page of the proposal must show-

(i) The solicitation number;

(ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

(iii) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item;

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the proposal.

Proposals signed by an agent shall be accompanied by evidence of that agent's authority unless that evidence has been previously furnished to the issuing office.

(3) Submission, modification, revision, and withdrawal of proposals. (i) Offerors are responsible for submitting proposals, and any modifications or revisions, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that proposal or revision is due.

(ii)(A) Any proposal, modification, or revision, received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and -

(1) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of proposals; or

(2) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(3) It is the only proposal received.

(B) However, a late modification of an otherwise successful proposal that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(iii) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(iv) If an emergency or unanticipated event interrupts normal Government processes so that proposals cannot be received at the office designated for receipt of proposals by the exact time specified in the solicitation, and urgent

Government requirements preclude amendment of the solicitation, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal

Government processes resume.

(v) Proposals may be withdrawn by written notice received at any time before award. Oral proposals in response to oral solicitations may be withdrawn orally.

If the solicitation authorizes facsimile proposals, proposals may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provision at 52.215-5, Facsimile Proposals. Proposals may be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting withdrawal is established and the person signs a receipt for the proposal before award.

(4) Unless otherwise specified in the solicitation, the offeror may propose to provide any item or combination of items.

(5) Offerors shall submit proposals in response to this solicitation in English, unless otherwise permitted by the solicitation, and in U.S. dollars, unless the provision at FAR

52.225-17, Evaluation of Foreign Currency Offers, is included in the solicitation.

(6) Offerors may submit modifications to their proposals at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

(7) Offerors may submit revised proposals only if requested or allowed by the

Contracting Officer.

(8) Proposals may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Contracting Officer.

(d) Offer expiration date. Proposals in response to this solicitation will be valid for the number of days specified on the solicitation cover sheet (unless a different period is proposed by the offeror).

(e) Restriction on disclosure and use of data. Offerors that include in their proposals data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall -

(1) Mark the title page with the following legend: This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed -in whole or in part - for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of - or in connection with - the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the

Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets

(insert numbers or other identification of sheets); and

(2) Mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

(f) Contract award. (1) The Government intends to award a contract or contracts resulting from this solicitation to the responsible offeror(s) whose proposal(s) represents the best value after evaluation in accordance with the factors and subfactors in the solicitation.

(2) The Government may reject any or all proposals if such action is in the Government's interest.

(3) The Government may waive informalities and minor irregularities in proposals received.

(4) The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)).

Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. If the

Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

(5) The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the offeror specifies otherwise in the proposal.

(6) The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government's best interest to do so.

(7) Exchanges with offerors after receipt of a proposal do not constitute a rejection or counteroffer by the Government.

(8) The Government may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more-line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

(9) If a cost realism analysis is performed, cost realism may be considered by the source selection authority in evaluating performance or schedule risk.

(10) A written award or acceptance of proposal mailed or otherwise furnished to the successful offeror within the time specified in the proposal shall result in a binding contract without further action by either party.

(11) If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(i) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(ii) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(iii) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(iv) A summary of the rationale for award.

(v) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(vi) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

L.7. 52.216-1 Type of Contract. (APR 1984)

The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation.

L.8. 52.225-11 BUY AMERICAN - CONSTRUCTION MATERIALS UNDER TRADE AGREEMENTS (MAY 2014)

(a) Definitions. "Commercially available off-the-shelf (COTS) item," "construction material,"

"designated country construction material," "domestic construction material," and "foreign construction material," as used in this provision, are defined in the clause of this solicitation entitled

"Buy American-Construction Materials Under Trade Agreements" (Federal Acquisition Regulation

(FAR) clause 52.225-11).

(b) Requests for determination of inapplicability. An offeror requesting a determination regarding the inapplicability of the Buy American statute should submit the request to the Contracting Officer in time to allow a determination before submission of offers. The offeror shall include the information and applicable supporting data required by paragraphs (c) and (d) of FAR clause 52.225-11 in the request. If an offeror has not requested a determination regarding the inapplicability of the Buy

American statute before submitting its offer or has not received a response to a previous request, the offeror shall include the information and supporting data in the offer.

(c) Evaluation of offers. (1) The Government will evaluate an offer requesting exception to the requirements of the Buy American statute, based on claimed unreasonable cost of domestic construction materials, by adding to the offered price the appropriate percentage of the cost of such foreign construction material, as specified in paragraph (b)(4)(i) of FAR clause 52.225-11.

(2) If evaluation results in a tie between an offeror that requested the substitution of foreign construction material based on unreasonable cost and an offeror that did not request an exception, the Contracting Officer will award to the offeror that did not request an exception based on unreasonable cost.

(d) Alternate offers. (1) When an offer includes foreign construction material, other than designated country construction material, that is not listed by the Government in this solicitation in paragraph

(b)(3) of FAR clause 52.225-11, the offeror also may submit an alternate offer based on use of equivalent domestic or designated country construction material.

(2) If an alternate offer is submitted, the offeror shall submit a separate Standard Form 1442 for the alternate offer, and a separate price comparison table prepared in accordance with paragraphs (c) and (d) of FAR clause 52.225-11 for the offer that is based on the use of any foreign construction material for which the Government has not yet determined an exception applies.

(3) If the Government determines that a particular exception requested in accordance with paragraph (c) of FAR clause 52.225-11 does not apply, the Government will evaluate only those offers based on use of the equivalent domestic or designated country construction material, and the offeror shall be required to furnish such domestic or designated country construction material. An offer based on use of the foreign construction material for which an exception was requested-

(i) Will be rejected as nonresponsive if this acquisition is conducted by sealed bidding; or

(ii) May be accepted if revised during negotiations.

L.9. 52.225-12 Notice of Buy American Requirement - Construction Materials under Trade Agreements. (MAY 2014)

(a) Definitions. "Commercially available off-the-shelf (COTS) item," "construction material,"

"designated country construction material," "domestic construction material," and "foreign construction material," as used in this provision, are defined in the clause of this solicitation entitled

"Buy American-Construction Materials Under Trade Agreements" (Federal Acquisition Regulation

(FAR) clause 52.225-11).

(b) Requests for determination of inapplicability. An offeror requesting a determination regarding the inapplicability of the Buy American statute should submit the request to the Contracting Officer in time to allow a determination before submission of offers. The offeror shall include the information and applicable supporting data required by paragraphs (c) and (d) of FAR clause 52.225-11 in the request. If an offeror has not requested a determination regarding the inapplicability of the Buy

American statute before submitting its offer or has not received a response to a previous request, the offeror shall include the information and supporting data in the offer.

(c) Evaluation of offers. (1) The Government will evaluate an offer requesting exception to the requirements of the Buy American statute, based on claimed unreasonable cost of domestic construction materials, by adding to the offered price the appropriate percentage of the cost of such foreign construction material, as specified in paragraph (b)(4)(i) of FAR clause 52.225-11.

(2) If evaluation results in a tie between an offeror that requested the substitution of foreign construction material based on unreasonable cost and an offeror that did not request an exception, the Contracting Officer will award to the offeror that did not request an exception based on unreasonable cost.

(d) Alternate offers. (1) When an offer includes foreign construction material, other than designated country construction material, that is not listed by the Government in this solicitation in paragraph

(b)(3) of FAR clause 52.225-11, the offeror also may submit an alternate offer based on use of equivalent domestic or designated country construction material.

(2) If an alternate offer is submitted, the offeror shall submit a separate Standard Form 1442 for the alternate offer, and a separate price comparison table prepared in accordance with paragraphs (c) and (d) of FAR clause 52.225-11 for the offer that is based on the use of any foreign construction material for which the Government has not yet determined an exception applies.

(3) If the Government determines that a particular exception requested in accordance with paragraph (c) of FAR clause 52.225-11 does not apply, the Government will evaluate only those offers based on use of the equivalent domestic or designated country construction material, and the offeror shall be required to furnish such domestic or designated country construction material. An offer based on use of the foreign construction material for which an exception was requested-

(i) Will be rejected as nonresponsive if this acquisition is conducted by sealed bidding; or

(ii) May be accepted if revised during negotiations.

L.10. 52.233-2 Service of Protest. (SEP 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government

Accountability Office (GAO), shall be served on the Contracting Officer by obtaining written and dated acknowledgment of receipt from MRC 1200, PO Box 37012, Washington, DC 20013.

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

L.11. 52.252-1 Solicitation Provisions Incorporated by Reference. (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: Acquisition.GOV | www.acquisition.gov

L.12. 52.236-S0027 Site Visit (Construction). (FEB 1995) - Alternate I (FEB 1995)

(a) The clauses at 52.236-2, Differing Site Conditions, and 52.236-3, Site Investigation and

Conditions Affecting the Work, will be included in any contract awarded as a result of this solicitation. Accordingly, offerors or quoters are urged and expected to inspect the site where the work will be performed.

(b) An organized site visit has been scheduled for –

Tuesday, May 6, 2025, at 8:00 AM (Mountain Time)

(c) Participants will meet at –

670 Mt. Hopkins Rd, Amado, AZ 85645

(d) Offerors must confirm their participation in the site visit with Tom Gerl at gerlt@si.edu.

Each firm is limited to two participants for the site visit.

L.13. Requests for Clarification

Offerors requiring technical clarifications must submit all requests in writing, by email to chanvc@si.edu not later than May 27, 2025. As questions must be reviewed by technical personnel, no guarantee is given that responses to request for clarification received after the above date will be made available.

https://www.acquisition.gov/ mailto:gerlt@si.edu mailto:chanvc@si.edu

L.14. 52.236-28 Preparation of Proposals - Construction. (OCT 1997)

(a) Proposals must be (1) submitted on the forms furnished by the Government or on copies of those forms, and (2) manually signed. The person signing a proposal must initial each erasure or change appearing on any proposal form.

(b) The proposal form may require offerors to submit proposed prices for one or more items on various bases, including-

(1) Lump sum price;

(2) Alternate prices;

(3) Units of construction; or

(4) Any combination of paragraphs (b)(1) through (b)(3) of this provision.

(c) If the solicitation requires submission of a proposal on all items, failure to do so may result in the proposal being rejected without further consideration. If a proposal on all items is not required, offerors should insert the words "no proposal" in the space provided for any item on which no price is submitted.

(d) Alternate proposals will not be considered unless this solicitation authorizes their submission.

L.15. Proposal Preparation Instructions

L.15.1. Proposals must be complete, independent, and respond directly to the requirements of this solicitation. They must also be clear, coherent, legible, and prepared in sufficient detail for effective evaluation by the Smithsonian. A team of qualified personnel utilizing the criteria set forth in Section M of this Request for Proposal (RFP) will evaluate proposals. Offerors should assume that the evaluation team has no previous knowledge of their capabilities and experience.

Proposals are to be submitted in PDF format as follows: one PDF for the Technical Proposal, 1 PDF for the

Cost Proposal and 1 PDF for the Subcontracting Plan). All files should be uploaded to DropBox via the following link:

https://www.dropbox.com/request/9m4DtJIN1ndcTfp3sLSQ

The successful Offeror’s proposal shall become part of the resulting contract. If any pricing information is on the Technical proposal, then the offeror will be disqualified.

Completed proposals must be received at the above Dropbox link above no later than 5:00 PM

Eastern Standard Time (EST), Monday, June 23, 2025.

Proposals will be privately opened.

L.15.2. VOLUME I: COST PROPOSAL FORMAT: The following format shall be used:

Tab A: General Information:

• Cover page with Solicitation Number and Project Title

• Table of Contents

• Company information to include: UEI Number, Main points of contact, address, phone numbers and email address.

Tab B: Offer and Certifications:

• Sign offer signed by Authorized Representative and dated in SF 1442

• Cost Proposal (Bid Forms)

• Multi-Year Funding Document

• Section K of this solicitation shall be filled out

• Acknowledgement of SF30 Amendments of Solicitation (if any)

COST PROPOSAL DOCUMENT SHALL BE SUBMITTED IN A SEPARATE PDF/PACKAGE.

L.15.3. VOLUME II: TECHNICAL PROPOSAL FORMAT: Technical Proposal shall address all evaluation factors. (See Section L.1.) The following format shall be used:

Tab A: General Information:

• Cover page with Solicitation Number and Project Title

• Table of Contents

• Company information to include: UEI Number, Main points of contact, address, phone numbers and email address.

https://www.dropbox.com/request/9m4DtJIN1ndcTfp3sLSQ

Tab B: Factor 1- Plan of Accomplishment

a) CPM Summary Schedule

b) Coordination Management Plan

c) Site Coordination Work Plan

d) Implementation Plan

e) Project Control and Coordination

f) Project Completion and Warranty Transfer / Turnover Plan

g) Safety

h) Quality Assurance

Tab C: Factor 2 - Key Personnel and Subcontractors

a) Organization Plan

b) Resumes

c) Plan of Accomplishment

Tab D: Factor 3 - Past Performance

a) Projects

b) Offeror's Technical, Safety, Financial, and Corporate Resources

i. Technical

ii. Safety

iii. Financial Capability (Pass/Fail)

iv. Corporate Resources/Backlog (Pass/Fail)

Tab E: Factor 4 – Budget and Cost Control

L.16. The Smithsonian Institution reserves the right, in accordance with the regulations governing this solicitation, to reject offers which are not received at the time on the date specified.

L.17. The Smithsonian Institution reserves the right to enter into negotiations with any, all or none of the Offerors who submit proposals.

L.18. The Smithsonian Institution reserves the right to cancel this solicitation without prior notice.

L.19. This RFP does not commit the Smithsonian Institution to pay any preparation costs nor to make reimbursements for any costs associated with a response to this RFP.

L.20. Any costs incurred for materials, professional evaluation fees or otherwise expenditures made in anticipation of an award are solely the responsibility of the Offeror.

L.21. Any and all information, drawings, photographs, or materials submitted with a proposal from the Offeror for consideration by the Smithsonian Institution become the property of the Smithsonian and shall not be returned.

L.22. Offerors are required to submit complete pricing technical proposals which are fully and clearly acceptable without additional explanation or information since the Smithsonian Institution may make final determination as to whether an offer is acceptable or unacceptable solely on the basis of the offer as submitted.

L.23. The Smithsonian Institution may reject any or all offers received in response to this RFP and may waive informalities and minor irregularities in proposals received.

L.24. The Smithsonian Institution may accept an offeror’s proposal in whole or in part.

L.25. SI may accept an offer (or part of an offer), whether or not there are clarifications or discussions after its receipt, before an offer's specified expiration time, unless a written notice of withdrawal is received before award. A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, will result in a binding contract without further action by either party.

L.26. The Smithsonian Institution will deem offers that exhibit an unrealistic price or technical approach to be inherently lacking in the ability of the Offeror to comprehend the complexity and risk of the contract requirements and may reject such an offer.

L.27. Requests for clarifications that are deemed by the Contracting Officer to be necessary for completion of proposals by all

Offerors shall be amended to the solicitation and a determination will be made as to whether such clarifications warrant an extension of the offer due date.

L.28. Requests for clarification that contain proprietary information from an Offeror should be so noted and such information identified.

L.29. Inability of the Smithsonian Institution to reach the Offeror's point of contact, during the verification process from the information provided, may affect the decision on making award.

L.30. Offerors are hereby notified that any and/or all parts of this solicitation and any and/or all information provided in response to the RFP and/or amendments made thereto may become a part of an awarded contract either in full text or by reference.

L.31. Offerors are required to pay hourly wages and fringe benefits issued by the US Department of Labor that comply with the Davis Bacon Act in accordance with FAR clause 52.222-6, Construction Wage Rate Requirements.

L.32. COST PROPOSAL

Schedule of Values and Contract Price (Section B)

Provide a comprehensive Schedule of Values which includes all Base and Option 1 offer work. The format for the Schedule of Values shall be the Construction Specifications Institute (CSI) divisions of work. These divisions shall include, as a minimum the General Requirements and break down of the Schedule of Values into

CSI divisions. The Bid and Option 1 Schedules are in Section B and must be completed. Each Offeror’s cost information will be evaluated for, completeness, and reasonableness to determine the Offeror’s understanding of the work and ability to perform the contract. Reasonableness is evaluated by assessing the compatibility of proposed costs with the technical approach proposed. Completeness is evaluated by assessing the level of detail the Offeror provides in cost information for all requirements. Adequate cost competition may support a determination of reasonableness.

(End of Section)

Solicitation – RFP Technical Proposal March 5, 2025 Project #: 1583808 Replace Summit Bowl Dormitory, FLWO

L.33. 52.219-S0097R Small Business Subcontracting Plan

a. This provision does not apply to Small Business concerns.

b. The successful Offeror shall submit with their proposal a Small Business and Small

Disadvantaged Business Subcontracting Plan which will be evaluated for compliance with FAR

19.7, statutory requirements and approval must be granted by the Office of Equal Employment &

Supplier Diversity.

Public Laws 95-507, 99-661, 100-656, and Executive Order 13360. The plans shall provide comprehensive responses to the requirements of the clause entitled, "Small Business

Subcontracting Plan (FAR 52.219-9). The plan, as a minimum, shall include a detailed discussion of the elements set forth in FAR Clause 52.219- 9(d)(1) through (11).

c. Additionally, the proposed subcontract plan must demonstrate clear and concise knowledge and understanding of statutory requirements and regulations as it relates to

Small Business and Service-disabled Small Business.

d. The proposed plan shall address efforts to broaden Small Business and Service-disabled Small Business vendor base, outreach efforts, description of supplies and services to be subcontracted, identification of proposed firms who will be utilized, intended value to be subcontracted and percentage goals for the basic contract and each option year, (if any), which are realistic, yet which are realistic yet challenging. Past performance and goal achievement for past performance shall be addressed.

e. For the purposes of this procurement, the following goals are considered reasonable and achievable during the term of the contract:

40% a minimum of the planned subcontracting dollars to be placed with small business concerns.

(The following are subsets of the small business goal):

7 % a minimum of the planned subcontracting dollars to be placed with service-disabled Veteran owned small business (SDV)concerns:

Section M - Evaluation Factors for Award

M.1. 52.215-S0095 Basis of…