S02 - Attachment 1 - VA Menlo Park EHRM Narrative - FINAL.pdf

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SECTION 00 11 21

REQUEST FOR PROPOSAL TO DESIGN BUILD

EHRM INFRASTRUCTURE UPGRADES

PROJECT NO. 640A0-20-700

PALO ALTO HEALTH CARE SYSTEM – MENLO PARK DIVISION

A. PART I - GENERAL

A1. Scope of Contract

A. The selected Design Builder (DB) shall provide all labor, materials, tools and equipment, and services necessary for design, pre-construction, construction, and closeout of the project described here and other specific tasks as further defined by this request for proposal (RFP).

B. The project includes either the relocation or remodel of approximately 49 existing telecommunications rooms (TRs) and 3 data centers at the Menlo Park VA Medical Center

(VAMC) to bring them up to the Electronic Health Records Modernization (EHRM) IT standards while IT services remain operational. The DB shall provide a turn-key project for these rooms in accordance with VA Office of Information and Technology (OIT), EHRM infrastructure, VA PSDM, and other VA TIL standards, as follows:

1. Design and installation of upgraded communication infrastructure (new data outlets, patch panels, upgrade to Cat 6A cable where cabling is Cat 5 or below, fiber upgrade to OM4-rated multimode fiber-optic cable) as indicated in this RFP. Remove cable/fiber being replaced or found abandoned in place, including abandoned telephone cabling. Anticipate, and include in proposal, a 15% increase in number of drops/data outlets, cables, and patch cords beyond numbers listed for each space in the Project manual.

2. Design and installation of new redundant fiber infrastructure backbone at the Menlo Park

Medical Center (VAMC), home run from the main point of entry (Building 329 Room D179) to the expanded data center (Building 334 Room 106b/107) then to each TR as indicated in this

RFP, including upgrade to OM4-rated multimode fiber-optic cable. Dual loop required to provide redundant feed to campus and throughout campus. Remove fiber being replaced or found abandoned in place.

3. Design and installation of all low voltage raceway systems and room fittings to support network equipment, including all required bracing/backing/mounting materials and back boxes to support installation of IT equipment. Active EHRM equipment in the data center will be provided and installed by CERNER and is not within the scope of this project.

4. Design and installation of required power, grounding, UPS, Building Management System interfaces, HVAC requirements, and other system requirements for TRs/data centers in the area or associated with the area of work.

5. Reconfiguration, expansion and renovation of existing spaces as identified in this RFP to meet IT space and configuration requirements (demo, new construction). Design and installation of interior finishes in all areas affected by work under the scope of this RFP to meet OIT standards for TRs/data centers, and in coordination with the VA Interior Designer for non-IT spaces.

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6. Relocation of all servers located in Building 329 Room D179 and Building 348 Room 152 to a single consolidated data center (Building 334 Room 106b/107).

7. Removal of all legacy IT equipment and room fittings (e.g., racks, cable trays) from any TR that is being abandoned due to TR relocations under the scope of this RFP.

8. Testing, commissioning and training for all mechanical and low voltage systems installed in accordance with the specifications contained in this RFP.

9. All identified asbestos containing materials and lead based paint affected by construction activities shall be abated and disposed of in accordance with the governing codes of this

Contract.

C. Project location for the tasks above is the Menlo Park VAMC at 795 Willow Rd, Menlo Park, CA

94025.

D. All existing systems must remain operational during construction. DB is responsible for all relocation and/or cut-over of existing systems that are affected by this project (including but not limited to nurse call, security/access control, biomed, and all other necessary control and existing systems applicable to this requirement). DB and Engineering are responsible for submitting tickets to IT to assist in cutover and scheduling of Network Switches and systems as needed.

Tickets must be submitted NLT 14 calendar days in advance of the cutover and other support as needed.

A2. Definitions

A. Design-Build (DB) as defined by the Department of Veterans Affairs (VA) is the procurement by the Government, under one contract, with one firm or joint venture (JV) for both design and construction services for a specific project.

B. Contracting Officer: The services to be performed under this contract are subject to the general supervision, direction, control and approval of the Contracting Officer.

C. Project Manager: The Project Manager will assist in the administration of the contract under the immediate direction of the Contracting Officer.

D. Contracting Officer Representative (COR): The Contracting Officer's authorized representative at the construction site. The COR is responsible for protecting the Government's interest in the execution of the construction contract work. COR duties include surveillance of all construction work to assure compliance with the contract documents, interpretation of the contract documents, approval of changed work, and approval of all submittals, samples, and shop drawings.

E. Design Build Contract: This term, as used herein, refers to the Contract(s) to perform the design and construction of the project.

F. Contractor: This term, as used herein, refers to the contractor under this contract or the DB team.

G. A/E: This term, as used herein, refers to the Architect-Engineer firm(s) that are a part of the DB team, also referred to as DB A/E.

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H. RFP A/E: The firm(s) directly hired by the VA for the preparation of the RFP documents and to provide other technical assistance to the VA.

A3. Tentative Schedule:

A. Schedule Objectives – The period of performance for this project is 739 calendar days after the issuance of the “Notice to Proceed” (NTP).

B. Proposed Schedule (Calendar Days) -

1. Notice to Proceed – D-Day

2. Project Kick-off and Design Initiated – D+10

3. Submission of QA/QC Plan –D+15

4. 30% Submission –D+43

5. 30% Review by VA Complete –D+57

6. 65% Submission –D+149

7. 65% Review by VA Complete - D+163

8. 95% Submission –D+249

9. 95% Review by VA Complete –D+264

10. Final Submission –D+305

11. Final Submission Review by VA Complete –D+313

12. Mobilization and Start Construction (latest start date) –D+337

13. Submittals Complete –D+351

14. Construction Complete –D+739

The period of performance for this project is 739 calendar days after the issuance of the “Notice to

Proceed” (NTP). Schedule must include 14 calendar day review period for each design submittal.

A4. Pre-Proposal Site Visit (Phase II)

A pre-proposal site visist will be conducted for Phase II of the Design-Build process. The most highly qualified firms selected to proceed to Phase II will be invited to attend the pre-proposal site visit. The Contracting Officer will establish the date, time, and location, and will notify the Phase II offerors in writing. See Federal Acquisition Regulation (FAR) Clause 52.236-27 of this solicitation and the Phase II Notice.

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A5. Proposal Evaluation

A. This is a two-phase procurement, utilizing the two-phase design-build selection procedure in accordance with FAR 36.301. The Government intends to award a contract resulting from this solicitation to the responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors in the Two-Phase Design-Build solicitation. It is the intent of the

Government to award without discussions: however, the Government reserves the right to conduct discussions if necessary. Responsibility determination will be made in accordance with

FAR 9.1, Responsible Prospective Contractors.

B. All Phase I and Phase II proposals shall be subject to evaluation by a team of Government personnel. The proposals will be evaluated in accordance with the content provided in the solicitation.

C. In Phase I, the Offerors will submit a Phase I proposal in accordance with the two (2) evaluation factors listed in C3. Upon receipt of the Phase I proposals, the VA team will evaluate and determine the highest qualified Offerors based on their Phase I proposal submissions. The Phase

I proposals will only be evaluated on the two (2) evaluation factors listed. A maximum of four (4)

Offerors will be selected to provide proposal for Phase II. Offerors not selected to provide a

Phase II proposal will be notified that they are no longer being considered for this project.

D. In Phase II of the two-phase selection procedure, the short-listed offerors will submit Phase II proposals in accordance with the evaluation factors listed in D3 and will be evaluated in accordance with FAR Part 15. The Phase II proposals will consist of Technical Solution (Non-

Price), Management Approach (Non-Price), Draft Project Schedule (Non-Price), and price, which are listed in 2.2.B, and further detailed in this document. This is a competitive RFP that represents the best value to the Government conducted under FAR Part 15 101-1, Tradeoff

Process. In accordance with FAR 15.101-1, all Phase II (Non-Price) technical evaluation factors, when combined, are approximately equal to price.

E. The Government intends to evaluate all complete and conforming proposals received and award the contract without conducting discussions; therefore, your initial proposal shall conform to the solicitation requirements and should contain the best offer. However, the Government reserves the right to clarify certain aspects of the proposals, or may conduct discussions if it is deemed necessary to obtain the best value for the Government. If discussions are deemed necessary to maximize the Government’s ability to obtain the best value, discussions will be held only with those Offerors within the competitive range.

B. PART II – RESPONSIBILITIES.

B1. VA Team

A. The VA team is comprised of VA VISN 21 Capital Asset Management located in Mare Island, CA, a Contracting Officer Representative who will be located at the construction site, and VA medical center staff. The Contracting Officer will maintain overall authority.

B. The Design-Build contractor’s team may not include the RFP Design-Build team contractor or subcontractors as part of this Design-Build Project. For this project the following companies:

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RFP/AE: Concourse Federal Group

123 S. Royal St.

Alexandria, VA 22314

(This company is now called AWEN Solutions

Group)

AWEN Solutions Group

4196 Merchant Plaza Ste 711

Woodbridge, VA 22192

(This company was formerly called Concourse Federal Group)

Consultants: DHE Engineering

3300 N. Central Ave

3300 Tower, Suite 1520

Phoenix, AZ 85012

B2. Design-Build Team:

A. The DB team includes all J/V partners, consultants and sub-contractors to the one firm. The DB team shall provide Architectural and Engineering disciplines for the preparation of construction documents, and construction contractor capabilities for construction of the project.

B. If the DB Team A/E and contractor are a J/V (not one and the same firm) engineering and other technical consultants shall be subcontractors of the J/V Architect - not the Design-Build construction contractor or sub-contractors. If the DB Team A/E and contractor are one and the same firm (not a J/V) those consultants shall be subcontractors of DB firm not the construction subcontractors.

C. The RFP documents are intended to define existing conditions, certain required items, and design parameters to be included in the project. It is the DB Team’s responsibility to complete the documents and construction in a manner consistent with the intent of the RFP documents within the required time period (contract length).

C. PART III – PHASE I PROPOSAL REQUIREMENTS (THIS SECTION WILL BE REMOVED

AFTER AWARD.)

C1. General

A. Phase I proposals shall be based on solicitation documents issued for RFP Solicitation Number

36C77621R0074. Proposals will be in the format stipulated elsewhere in this section.

B. Phase I proposals will only be accepted via email.

1. Submit Phase I proposals to: Gregory.Parkerjr@va.gov

2. The subject line of emails should read as follows: “Proposal [Company Name] [RFP No.]

[Description]

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C. The proposal must be received by the date and time listed in Block 13A of the SF1442. Phase I

Proposals that are received after this time shall be late and shall not be considered, barring defense or reason recognized for a late proposal in FAR 15.208. Please note we have seen delays of more than half an hour with email transmission, so offerors should not wait until the last minute to email offers. Also, please note email has a size limitation of 5 MB. Zip files will be removed and therefore will not be considered. Offerors should allow time to troubleshoot any issues to avoid submitting a late offer.

D. There will be no public opening of the proposals.

E. See the Instructions to Offerors section of the solicitation for details regarding technical questions.

C2. PHASE I Proposal Format (This section will be removed after award.)

C3.

A. The Offeror shall submit the Phase I proposal in one (1) PDF document. The Phase I proposal shall be labeled with the Offeror’s organization, business address and VA solicitation number.

The Offeror shall not include any price or price related material in the Phase I proposal.

B. The Offeror shall submit the Phase I proposal in electronic format only. It should include page numbers and the company name in the header or footer of each page.

C. The Offer, including title page and table of contents, for the Phase I proposal shall not exceed a total of twenty (20) pages in Times New Roman, size 12 font. Use graphic presentations where such use will contribute to the compactness and clarity of the Phase I proposal. Pages submitted in excess of the page count will not be evaluated. The title page and table of contents will not be counted toward the twenty (20) page limit.

D. A page is defined as each face of an 8.5 X 11-inch sheet of paper containing information. All information (except for document numbers, page numbers, etc.) should be provided in an image area of 7 X 9 inches. The background color of each page of the submission should be white or ivory stock only. Excess pages will not be evaluated. Text lines should be single-spaced. A smaller font size for any graphics presented in a proposal is permitted as long as the information is legible to the human eye.

PHASE I Proposal Evaluation Factors & Methodologies (This section will be removed after award.)

The Phase I proposal shall address the following evaluation factors. The following factors are in the descending order of importance.

A. Factor 1: Technical Approach:

Submission Criteria: The offeror shall provide a brief narrative (page limitation: ten (10) pages) describing the offeror’s approach to achieving design and construction of the EHRM upgrades.

The narrative will detail how the contractor intends to prepare the site, renovate the rooms listed, and complete the project within the specified time limits without disruption to operations. If the page limits are exceeded, the pages exceeding the limit will not be read or considered. The narrative must include:

1. Design Approach: Describe the techniques and methods for an efficient, effective design; and

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2. Construction Approach: Describe the techniques and methods for this construction project to include coordination with the design packages, projected timelines and coordination of work.

Evaluation Methodology: The VA will evaluate Technical Approach, and use as an aid, to help determine that the Offeror understands the complexity and risks of performing all the required elements. The Technical Approach will be evaluated for inclusion of the technical areas listed in the criteria. The Offeror's narrative should provide enough detail to demonstrate that the scope and complexity of the project requirements are understood and will be successfully completed.

B. Factor 2: Specialized Experience

Submission Criteria: Provide a minimum of one (1) and a maximum of three (3) projects completed within the last five years (5) years similar in size, complexity, and scope to this project.

*The five (5) years applies from the issuance date of the solicitation. Projects must demonstrate an offeror’s experience as a prime contractor managing multiple subcontractors to include A-E firms if applicable. If the contractor does not possess Design-Build (D-B) experience, provide a minimum of (1) and a maximum of two (2) projects completed by the A-E firm similar in size, complexity, and scope to this project in addition to the one (1) to three (3) projects submitted for the prime contractor. For purposes of this evaluation, a relevant project is further defined as

“design-build. design-bid-build, or design projects completed in a clinical, hospital or other medical related use space similar in size and scope to this EHRM Infrastructure requirement.

Project(s) shall have a minimum value of $5M and be 75% completed for Design-Bid-Build (D-B-

B) or D-B. Projects shall have a minimum value of $500,000 and be 100% completed for designs completed by the A-E firm in support of D-B or D-B-B.

For multiple award and indefinite delivery/indefinite quantity type contracts, the contract as a whole shall not be submitted as a project; rather Offerors shall submit the work performed under a task order as a project. If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by each individual entity, in addition to any work performed by the Joint Venture itself.

For each project identified, include the following information at a minimum:

• Project Title and Description, Project Location (Physical Address); Contract Type

(Example: Design-Build, Design-Bid-Build).

• Project owner name and telephone number of the owner’s contact person.

• Brief description of the scope of work.

• Project prime contractor and major subcontractors.

• Project statistics including start and completion dates (original vs. actual) and project cost

(original vs actual). If original vs actual completion dates and project cost differ, please provide an explanation as to why they differ. Offer should be clear as to whether the delay was attributed to the Government, the offeror, or both.

Evaluation Methodology: Specialized Experience will be evaluated on the Offeror’s specialized experience and competence and capability to perform. Specialized experience and competence be evaluated by the description of the scope of work provided by the Offeror and relevant and

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D. PART IV – PHASE II PROPOSAL REQUIREMENTS (This section will be removed after award.)

D1. General

A. Phase II proposals shall be based on solicitation documents issued for RFP Solicitation Number

36C77621R0074 and the instructions provided by the Contracting Officer in the Phase II Notice of

Offerors that they were selected as one of the most qualified offerors in Phase I. Proposals will be in the format stipulated in Section D2. Phase II Proposal Format.

B. Proposals shall be received on or before the date specified in the Phase II Notice of Offerors.

C. Submit Phase II proposals via email only to:

1. Gregory.Parkerjr@va.gov

2. Emails are limited to five (5) MB.

3. The subject line of emails should read as follows: “Proposal [Company Name] [RFP No.]

[Description][Volume X]

4. Only e-mail Phase II proposals will be accepted. Hard copy proposals will not be accepted.

A. There will be no public opening of the Phase II proposals.

B. The Phase II Notice of Offerors will contain instructions for questions of a technical nature.

C. Bid Bond (Phase II ONLY)

1. The bid bond shall be submitted as part of the electronic proposal submission. An original hard copy of the bid bond will be requested by the VA, after the award selection.

2. Failure to furnish the required bid guarantee on the proper form and amount, by the time specified in Block 13 of SF 1442, shall result in rejection of the proposal. See

FAR Provision 52.228-1, Bid guarantee, contained in the solicitation.

3. Failure to furnish the required bid guarantee on the proper form and amount, by the time specified in Block 13 of the SF 1442, may result in rejection of the Phase II proposal. See FAR provision 52.228-1, Bid Guarantee, of this solicitation.

D2. PHASE II Proposal Format (This section will be removed after award.)

A. Non-Price, Price and Administration sections of the Offerors Phase II proposals will be evaluated independently; therefore, the Offeror shall submit the Phase II proposal in three (3) Volumes mailto:Gregory.Parkerjr@va.gov

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(Volume I: Non-Price, Volume II: Price, and Volume III: Administrative). In order to evaluate

Volume I: Non-Price strictly on the merit of the material submitted, the contractor shall include NO price information in Volume I. The Offeror shall separately bind Volumes I, II, and III. All three (3) volumes must be labeled with the Offeror's organization, business address, and VA Solicitation

Number. The Offeror shall submit Volumes I, II, and III in electronic format only. No hard copies will be accepted. Each volume shall be submitted in a separate email, no larger than 5 MB.

Include page numbers and the company name in the header or footer of each page.

B. Volume I: Non-Price: Offerors shall format the Volume I: Non-Price proposal as listed below. The specific evaluation criteria and methodology for Volume I are contained in D3 and D4.

1. The Offer, including title page, detailed table of contents, and preface, for Volume I: Non-

Price shall not exceed a total of THIRTY-FIVE (35) pages in Times New Roman, size 12 font.

Pages submitted in excess of the page count will not be evaluated.

2. A page is defined as each face of an 8.5 X 11-inch sheet of paper containing information.

Note, submission of Draft Project Schedule only can be submitted utilizing larger paper (11 x

17 inch). All information (except for document numbers, page numbers, etc.) should be provided in an image area of 7 X 9 inches. The background color of each page of the submission should be white or ivory stock only. Excess pages will not be evaluated. Text lines should be single-spaced. A smaller font size for any graphics presented in a proposal is permitted as long as the information is legible to the human eye. Page formatting restrictions do not apply to drawings and drawings do not apply to the page count.

3. The Offeror’s responses shall clearly address each evaluation factor listed in the solicitation.

Failure to submit in the format required and clearly address those factors may result in this

Offer being rated as unacceptable.

C. Volume II: Price: Offerors shall format the Volume II: Price proposal as listed below. The specific evaluation criteria and methodology for Volume II are contained in D3 and D4.

1. Volume II: Price shall not exceed TEN (10) pages in size 12 font.

2. Offerors shall ensure the signed Standard Form (SF) 1442 is provided. Offerors shall acknowledge receiving amendments by filling out section 19 of the SF 1442.

3. The Offeror’s signature on the SF1442 must be a hard signature and not an electronic signature.

D. Volume III: Administrative: Offerors shall include the following in Volume III. All of the below information must be provided. An Offeror may be considered unacceptable if these items are not provided in the Volume III proposal.

1. Offeror should return a signed copy of the amendment(s) that are acknowledged in section 19 of the SF 1442.

2. Bid Bond (see FAR provision 52.228-1, Bid guarantee, contained in the solicitation.

3. Offeror should provide their Representations and Certifications or their response to FAR

52.204-8 (2) (i) or (ii) Annual Representations and Certifications.

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4. Offeror should provide their response to FAR 52.204-24 (d) Representation Regarding certain Telecommunications and Video Surveillance Services and equipment.

5. Offeror shall provide their response to FAR 52.209-7 (b) Information Regarding

Responsibility Matters.

6. Offeror shall provide their response to FAR 52.209-13 (b) (1) or (2) Violation of Arms

Controls Treaties or Agreements.

7. Offeror shall provide their response to FAR 52.219-28 items (h)(1), (h)(6) and (h)(7) -Post

Award Small Business program representations.

8. Offeror shall complete Attachment A - VA Notice of Limitations on Subcontracting-

Certificate of Compliance for Construction and return with their proposal submission.

Completed form will become part of the official award documentation.

9. Offeror shall include their Safety or Environmental Violations and Experience Modification

Rating Information as part of Volume III, including filling out Attachment B – Contractor

Safety and Environmental Record Evaluation Form of the solicitation.

a. All Offerors shall submit information pertaining to their past Safety and

Environmental record. The information must contain a certification that the Offeror has no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or any EPA violation(s) in the past three years. If such certification cannot be made, an Offeror shall explain why and submit as much information as possible regarding the circumstances of its past safety and environmental record, including the number of EPA violations and/or the number of serious, repeat, and/or willful OSHA violations, along with a detailed description of those violations.

b. All Offerors shall submit information regarding their current Experience

Modification Rate (EMR). This information shall be obtained from the Offeror’s insurance carrier and be furnished on the insurance carrier’s letterhead. If an Offeror’s EMR is above 1.0, Offeror must submit a written explanation of the EMR from its insurance carrier furnished on the insurance carrier’s letterhead, describing the reasons for the elevated EMR and the anticipated date the EMR may be reduced to 1.0 or below.

c. Self-insured contractors or other contractors that cannot provide their EMR rating on insurance letterhead must obtain a rating from the National Council on Compensation

Insurance, Inc. (NCCI) by completing/submitting form ERM-6 and providing the rating on letterhead from NCCI. Note: Self-insured contractors or other contractors that cannot provide EMR rating on insurance letterhead from the states or territories of CA, DE, MI, NJ, ND, OH, PA, WA, WY, and PR shall obtain their EMR rating from their state-run worker’s compensation insurance rating bureau.

d. If the NCCI cannot issue an EMR because the Offeror lacks insurance history, Offeror shall submit a letter indicating so from its insurance carrier furnished on the insurance carrier’s letterhead and include a letter from the NCCI indicating that is has assigned Offeror a Unity Rating of 1.0.

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e. The above information, along with other information obtained from Government systems, such as the OSHA and EPA online inspection history databases, will be used to make an initial Determination of Responsibility.

f. This requirement is applicable to all subcontracting tiers, and prospective prime contractors are responsible for determining the responsibility of their prospective subcontractors.

D3. Phase II Evaluation Factors

A. Factor 1 – Technical Solution (Volume I - Non-Price):

Submission Criteria: The Offeror shall submit a narrative description, diagrams and/or drawings of how they intend to approach the scope of work to successfully complete design‐build services for this project in accordance with solicitation requirements and VA guidelines. The Offeror’s narrative should provide enough detail to demonstrate that the scope and complexity of the project requirements are understood and will be successfully completed. The Offeror shall address areas of concern and describe how they will minimize risk in conjunction with the identified areas of concern.

Current COVID restrictions and space limitations result in an inability to allow work to occur at full scale and will necessitate an extensive phasing plan. The Offeror shall provide in its proposal a phasing plan that addressed how they will accommodate such restrictions while still staying within budget and completing project on time.

The Offeror’s phasing plan shall describe how the facility will remain operational while utilities and internal roadways are affected. The narrative will also detail how the contractor intends to prepare the site, disassemble, relocate, reassemble, and reactivate utility services to the facility within any specified time limits. Schedule and minimizing downtime are crucial for this project. The Offeror shall describe the approach for completing the project in a timely manner without causing disruptions to facility during normal business hours. It is critical to the VA mission that services remain intact with minimal disruption.

The Offeror shall propose a solution for materials staging, temporary trailer offices, parking, and other contractor activities. Currently there is no space on campus for a laydown/job office area. Proposals are to assume none is available. During the design effort, the VA and DB Team can reassess whether space has become available on campus.

Evaluation Methodology: Technical Solution (Volume I – Non-Price) will evaluate to determine that the Offeror understands the project and can perform all the required elements. The VA will evaluate an Offeror’s specific detail regarding design, constructability, and site-specific considerations.

B. Factor 2, Management Approach (Volume I - Non-Price):

Submission Criteria: The Offeror shall submit an organizational chart and indicate the prime responsible firm (or firms, if a J/V) and individuals, as well as the roles and responsibilities of

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Please delineate the approximate percentage of work the prime contractor will perform and the approximate percentage of work the subcontractors (collectively) will perform.

The Offeror shall provide resumes that describes the design build team’s qualifications, to include education and/or certification(s), of the following personnel (page limitation, two (2) pages per requested resume):

a. DB Project Manager

b. Construction Project Management/Site Superintendent

c. Lead Architect

d. Lead Electrical Engineer

e. Lead Mechanical Engineer

f. Registered Communications Distribution Designer (RCDD)

g. Physical Security Specialist (note – must have Certified Protection Professional (CPP) or Physical Security Professional (PSP) certification issued by ASIS International)

For each of these “key personnel,” the offeror shall identify if those individuals are currently committed/working on another project and note the anticipated completion date.

The Offeror shall describe its approach for managing performance under this solicitation, including techniques for management of work coordination with subcontractors and measures/corrective action that will be taken for substandard performance.

Evaluation Methodology: Management Approach (Volume I – Non-Price) will evaluate the relevant management, technical personnel and subcontractor capabilities and qualifications of the team to provide the required planning, implementation, and completion of the project. The VA will consider education and certifications, as well as experience in an operational health care facility.

The VA will also evaluate how the Offeror organized personnel for this project, and the lines of authority between the construction firm, design firm, and key subcontractors.

C. Factor 3, Draft Project Schedule (Volume I - Non-Price):

Submission Criteria: The Offeror shall submit a draft Critical Path Method (CPM) schedule for the design and construction satisfying the requirements of this project. The schedule should show the order in which the Contractor proposes to perform the work, and the dates on which the Contractor contemplates starting and completing the several salient features of the work (including design, acquiring materials, plant, and equipment, mobilization, demolition, installation, finalization, etc.). The schedule shall be in the form of a progress chart of suitable scale to indicate appropriately the percentage of work scheduled for completion by any given point during the period.

The VA will evaluate and use as an aid to help determine that the Offeror understands and can perform all of the required elements to complete the project in the time frame specified with limited impact, to the greatest extent possible, to the Medical Center. (The draft project schedule submitted with the offer should not be construed as the agreed upon schedule as per FAR 52.236-15, the contractor shall, within twenty-one (21) calendar days after receiving the Notice to Proceed, submit an interim project schedule which will supersede the draft project schedule submitted in the Phase II proposal. The interim project schedule will be subject to VA approval and must show the project being accomplished within the time frame specified on the SF 1442 (Block 11).

Evaluation Methodology: Draft Project Schedule (Volume I – Non-Price) will evaluate and use as an aid to help determine that the Offeror understands and can perform all of the required elements to complete the project in the time frame specified with limited impact, to the greatest extent possible, to the Medical Center.

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D. Factor 4, Price Proposal Requirements (Volume II):

Submission Criteria: Carefully follow “Instructions, Conditions, and Notices to Offerors”.

Standard form (SF) 1442 Solicitation, Offer and Award (Construction, Alteration, or Repair) and the Price Schedule when submitting price offers. Submit a bid guarantee as stipulated in the solicitation. Please note commercial bid bonds are not acceptable.

In addition to the pricing schedule, Offerors shall submit a complete Breakdown of the Division Pricing for all Line Items. The prices shall be Firm Fixed Price. The Offeror shall take care not to include remarks that take exception to the Government’s solicitation and attachments or pricing requirements or otherwise preclude the Government from evaluating the offer or render the offer as nonconforming or unacceptable.

If the Offeror communicates in its proposal any qualifications, exceptions, exclusions, or conditions to the proposed prices not provided for in the Offerors proposal documents, the Contracting Officer may reject the proposal and exclude the Offeror from discussions.

Evaluation Methodology: Price (Volume II - Price) the total evaluated price will be determined by the Offeror’s price for all the Line Items listed. Note: The VA will look at the total evaluated price and (Non-Price) technical factors to determine the best value. “Best Value” means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirements. In accordance with FAR 15.101-1, all Phase II (Non-Price) technical evaluation factors, when combined, are approximately equal to price.

D4. Final Proposal Revisions (FAR 52.215-1)

A. If determined to be necessary, proposal revisions will be requested from the Offerors determined by the CO to be in the competitive range based on the selection criteria. Discussions may be conducted with those Offerors falling within the competitive range, after which proposal revisions will be requested. Proposal revisions will be submitted as per Part IV.D1.C, above, except as noted below and will be due at a time and place to be determined.

B. Offerors submitting proposal revisions will not be requested to re-submit any documents which are unchanged from their initial proposals. They should provide necessary changes to individual paragraphs, as briefly as possible, together with a table of contents, that clarifies where within the initial proposal the additional information or changed documents would be placed. Proposal revisions shall include a completed SF 1442 that acknowledges receiving all amendments, by number. A new bid bond shall be submitted only if the final proposal revisions offeror’s price proposal is greater than its initial price proposal.

E. PART V - POST AWARD REQUIREMENTS

E1. Design Review Submissions:

A. General:

1. The Design-Build Team A/E (DB A/E) shall prepare and submit complete construction documents for review and approval by the VA in accordance with the VA RFP, VA's A/E

Submission Instructions for Minor and NRM Construction Program (PG-18-15), and standard professional practice and prevailing codes.

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2. All submission packages will be reviewed at 30%, 65% and 95% completion stages. The 65% and 95% review submission packages will incorporate the final review comments from the

30% and 65% reviews, respectively. If any package is not complete for the required stage, a post review may be required the cost of which will be borne by the DB Team.

3. Each review submission package shall include one (1) hard copy set and three (3) sets on

CD-ROM. The package will include an index of drawings (by sheet number and tittle) and specifications (by section number and tittle) submitted. The packages will be distributed to the

VA Project Manager, the VA Medical Center, VA COR and others as determined to be appropriate by the VA Project Manager. An additional ½ size set shall be provided with each submission for the Office of the Chief.

4. Infrastructure information for critical or secure areas, including IT room design details, is considered sensitive information, and must be marked and managed as "For Official Use

Only (FOUO)" information. This includes drawings with technical details (e.g. cross-sections, construction details, wiring diagrams, etc.) and specifications with information on critical or secure areas, associated functions, or systems.

B. Schematic Design, SD (30%): In addition to the requirements of PG-18-15, the SD submittals shall include:

1. IT Design: Narrative describing basic scope of work and approach solution. Where a TR or data center cannot be upgraded to meet VA OIT & OEHRM standards due to site constraints

(e.g., TR <100 SF with no option for expansion or relocation), the DB team will document assessment of conditions and rationale where the full standard is not applied for VA review, provide solutions to issues encountered, and provide design alternatives as applicable.

2. Existing site plan showing IT, ISP and telephone utility locations and elevations

3. Site drawing line diagram that shows connections to entrance facilities, manholes or other buildings

4. Line drawing of building and local distribution including IT rooms, location and size, cable tray routing

5. Space plan identifying existing spaces and any new required to meet the distance limitations for cabling outlet to be served from a technology space on the same floor.

6. Diamond analysis of all TRs/ data centers where work is to be performed per HEFP SEP

Design Alert 1-4.

7. IT demolition requirements, including project phasing to maintain operations

8. List of proposed IT, electrical, and mechanical equipment, with vendor/manufacturer information if applicable. When calling out for a specific manufacturers, include the salient characteristics of the proposed equipment.

C. Design Phase, DD (65%): In addition to the requirements of PG-18-15, DD submittals shall include:

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1. Voice, data outlets and wireless access points. Locations indicate the number of cables to each outlet or wireless access point.

2. Detail diagram of IT equipment and telecommunications rooms fit out and footprint including cable tray, ground bar, backboard, equipment rack locations, etc.; verify all clearances are met

3. Diagram of backboard and rack elevations that includes electrical outlets, patch panels, fiber optic patch panel, wire managers

4. Raceway Distribution Plan including cable tray, conduit, sleeves and penetrations

5. Access points and any other wireless equipment other than the IT wireless network, (telemetry, RTLS, eVideon, Vocera, etc.), including mounting requirements

6. Typical detail diagram of penetrations including fire-stop assemblies

7. Typical detail diagram related to cable tray design including, grounding, bonding, splicing, waterfalls and other transitions

8. Typical detail diagram of cable support systems, J-Hooks, seismic equipment/ladder rack anchorage

9. Typical detail diagram of equipment rack anchorage

10. Typical detail diagram of pull box and conduit assemblies

11. Typical detail diagram of surface raceways and fit out

12. Floor plans with IT outlet locations

13. Typical detail diagram of floor boxes, back-boxes and poke thru devices including conduit entrance and power assemblies

14. Detail of all ADA upgrades as required

15. Update the project schedule as related to IT activities

16. Furniture and millwork coordination with network outlet location, elevations, grommets and furniture raceways are correctly configured

17. Coordination of wall-mounted devices and with backing details

D. Construction Phase, CD (95%): In addition to the requirements of PG-18-15, CD submittals shall include:

1. Complete final set of drawings for the IT systems, address all applicable requirements of the

VA IT specifications and CSI Division 27 activities and items

2. Confirmation that Structured Cabling, Mechanical, Electrical and Architectural drawings have been coordinated so that all voice/data outlets, conduit, and paths are incorporated

3. Notes for specific instructions for IT related work activities. These activities should be minimized and will require extensive scheduling reviews with assigned VA IT Project

Managers.

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4. Approved seismic mounting details for all relevant equipment on IT, Architectural and

Structural drawings, etc.

5. Outlet schedule that includes each outlet ID shown on the IT plans, room numbers, outlet requirements (ports), performance requirements (i.e., Category 6a), verify outlet schedule to program requirements, provide in electronic format to VA and on plans as this will be used to assemble the cut sheet

6. Provide final details for:

a. Floor plans, elevations and layout specifics

b. Details and changes to IT equipment

c. Power, lighting, zoning, switching, and noise cancelling, clearances and HVAC requirements

d. Anchorage details

e. Outlet drawings including unique cable identifiers on all outlet cabling

f. Final security requirements for TRs/data centers

g. Final project schedule as related to IT activities

E. Design Review Meetings:

1. A review meeting to resolve design issues will be held for each design review package submitted (SD, DD, CD). The meeting will include discussion of VA comments on functional relationships and technical peer review comments (by others).

2. Participants will include VA team and DB team members as appropriate for the specific package to be reviewed and others. The DB team members will each allow for (1) full day for each discipline/package design review meeting. DB team management will be present at each review meeting.

3. The DB team shall allow a minimum of ten (14) calendar days for each review cycle. A cycle includes:

a. The VA’s receipt of the design review submission package.

b. The review meeting.

c. DB teams receipt of comments from the VA, submitted electronically.

4. Coordination of the review meeting schedules will be the responsibility of the VA Project

Manager (for the VA team) and the DB Team Project Manager (for the DB Team). See section I. Quality Assurance/Quality Control.

F. Electronic Media:

1. Design review submission drawings and final Construction Document submission drawings will be executed in AutoCAD 2019 version. If completed using Revit, construction documents shall be saved back to AutoCAD 2019 format.

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2. The drawings included in the VA RFP will be available to the DB team in electronic format for use in preparing the construction drawings. The CADD drawing files are provided without warranty or obligation on the part of the VA as to accuracy or information contained in the files. The user shall independently verify all information in the files.

3. The specifications included in the VA RFP will be available to the DB team in Microsoft Word format to be further edited by the DB A/E based on project requirements. The VA RFP specifications may not be inclusive of all specifications required for completion of the work.

See http://www.cfm.va.gov/TIL for a complete set of VA standard specifications. DB A/E shall verify all "SPEC WRITER NOTES" are removed from final specification documents.

4. The construction record drawings shall be completed in AutoCAD 2019 as specified by the station.

G. Professional Licensing:

1. The DB A/E firm who signs and seals the construction documents shall registered with the

California Architects Board and licensed as an engineering firm with the State of California.

2. The professional seal indicating such license by the state shall appear on the final construction documents. The architect whose seal is shown will be known as the Architect of

Record. The DB A/E shall certify compliance with the VA RFP and all applicable codes.

H. Design Requirements - Compliance with codes and standards.

1. Project design shall be in compliance with applicable standards and codes described in VA

Program Guides and design materials included or referenced in the solicitation materials, and all guidelines located in http://www.cfm.va.gov/TIL. Key standards that apply to this project include, but are not limited to those listed below. These standards shall be confirmed as the latest versions at the start of design:

a. Office of Information and Technology (OIT) Infrastructure Standards for

Telecommunications Spaces v3.0 (21 Aug 2020)

b. “Telecommunications and Special Telecommunications Systems Design Manual,”

February 2016 (https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf

c. VA Standards Alert 017 – Infrastructure Standards for Telecommunications Spaces and all standards, guides, and manuals incorporated by reference (https://www.cfm.va.gov/til/sAlert/sAlert017.pdf)

d. OIT Design Guide Templates for Critical Telecommunications Spaces in Clinical and

Non-clinical Environments v1.0 (27 Dec 2018)

e. Office of Electronic Health Records Modernization (OEHRM) Site Infrastructure

Requirements – 2.0

f. Physical Security and Resiliency Design Manual (Oct 2020)

g. 2020 National Electric Code

h. 2021 Life Safety Code http://www.cfm.va.gov/TIL http://www.cfm.va.gov/TIL https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://www.cfm.va.gov/til/dguide/OIT-InfrastrucStdTelecomSpaces.pdf https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cfm.va.gov%2Ftil%2FdManual%2FdmTelecomm.pdf&data=04%7C01%7C%7C3600ecb19d874c14a68308d8c3d02b68%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637474646128237519%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=dPbTYx4N5niaHciXbsIE8zmz3nWzzn%2FyNe0Zp5PFDAU%3D&reserved=0 https://gcc01.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.cfm.va.gov%2Ftil%2FsAlert%2FsAlert017.pdf&data=04%7C01%7C%7C3600ecb19d874c14a68308d8c3d02b68%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637474646128247475%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=Wsnm1uoJMua0rwHZlazlc9C5klqoeS11SbUFrcCkzwg%3D&reserved=0 https://www.cfm.va.gov/til/dGuide/OIT-DGTemplates-CriticalTelecommSpaces.pdf https://www.cfm.va.gov/til/dGuide/OIT-DGTemplates-CriticalTelecommSpaces.pdf https://www.cfm.va.gov/til/PhysicalSecurity/dmPhySec.pdf

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i. 2021 Health Care Facilities Code

j. 2019 Standard for Emergency and Standby Power Systems.

k. Basic Guidance: 208V Power Distribution White Paper

l. Basic Guidance: Zone PDU Power Distribution

m. SOCAMES 6 Design Alert 1 (Diamond Analysis)

n. OEHRM Readiness Playbook v2

o. Manual for Preparation of Cost Estimates & Related Documents for VA Facilities (1 Feb

2019)

2. In the design of new building and alteration work under this contract, the DB team shall consider all requirements (other than procedural requirements) of:

a. Zoning laws;

b. Environmental and erosion control regulations; and

c. Laws relating to landscaping, open space, minimum distance of a building from the property line, maximum height of a building, historic preservation, and aesthetic qualities of a building. Also, similar laws, of the State and local political division, which would apply to the building if it were not to be constructed or altered by the U.S. Government.

d. City & local permits shall be obtained from AHJ or City plan check department as necessary for leased facilities.

3. The DB team shall provide prompt, written notification to the Contracting Officer concerning conflicts with, or recommended deviations from codes, laws, regulations, and standards described above. No work altering the scope of this contract shall be undertaken prior to receipt of written approval from the Contracting Officer.

I. Quality Assurance/Quality Control:

1. To reduce design errors and omissions, the DB team shall develop and execute a QA/QC plan that demonstrates the project plans and specifications have gone through a rigorous, thorough review and coordination effort.

2. Within 2 weeks of receipt of Notice to Proceed, the DB Team will submit a detailed QA/QC plan describing each QA/QC task that will be taken during the development of the various design submission packages and the name of the DB Team member responsible for QA/QC.

E2. Approved Construction Documents

A. General

1. The final construction…