S02_RFP Attachment_Instructions to Offerors.docx

Instruction to Offerors

1. All references to “Bid” or “Bidder” shall be understood to mean “Offer” or “Offeror”.

2. MAGNITUDE OF THIS PROJECT: Between $5,000,000 and $10,000,000.

3. SITE VISIT: An organized site visit is scheduled for September 6, 2023, at 10:00AM (EST). Meeting location is 2702 131st Avenue, Building 42, Tampa, FL 33612, at which point (depending on number attending) the group will make its way to the site visit location. Please contact Engineer Kara Chaput at email kara.chaput@va.gov to confirm attendance.

4. OFFER ACCEPTANCE PERIOD: Offers providing less than one-hundred and twenty (120) calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

5. REQUESTS FOR INFORMATION: Requests for Information (RFIs) shall be submitted by the prime contractor, through the Point of Contact (POC), Contracting Officer Amy Shaw, email amy.shaw3@va.gov. No telephone RFIs will be accepted. The cutoff for submission of RFIs is September 13, 2023, at 10:00AM (EST). Responses will be provided in a Question & Answer format to all Bidders. Format RFIs in the Excel spreadsheet that has been provided as an attachment with the solicitation. Do not send RFIs via the vendor portal this is not an acceptable method and will not be responded to by the Contracting Officer.

6. SPECIFICATIONS AND DRAWINGS: No hard copies will be made available to proposing contractors.

7. Any reference contained within contract specifications and/or drawings to the “VA Engineer”, “Resident Engineer”, “Senior Resident Engineer”, “Project Manager”, Contracting Officer Technical Representative, or their abbreviations are to be replaced with “Contracting Officer’s Representative (COR).”

8. SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS VERIFICATION: Subsequent awards are 100% set-asides for verified Service-Disabled Veteran-Owned Small Business (SDVOSB). The award of this requirement shall not be delayed due to loss of SDVOSB verification. Proposals submitted by firms that are not certified by the Veteran Small Business Certification (sba.gov) (VET-CERT) shall be excluded from award consideration.

8.1 SDVOSB Verification: The Government will review Veteran Small Business Certification (sba.gov)) to confirm SDVOSB status verification for the submitted proposal. Evaluations will be performed on proposals submitted by verified SDVOSBs only. Subsequent confirmation of SDVOSB verification status will be performed for the apparent awardee.

9. LIMITATIONS ON SUBCONTRACTING (Reference Contract Clause FAR 52.219-14 for further information): By submission of an offer and execution of a contract, the Offeror agrees that in performance of the contract, the concern will perform at least twenty five (25) percent of the cost of the contract, not including the cost of materials, with its own employees.

10. FUNDS: Funds are not presently available for this acquisition. No contract award will be made until appropriated funds are made available.

11. BONDS (Reference Contract Clause FAR 52.228-15 for further information on applicability).

12. OFFER GUARANTEE: BID BOND - SUBMIT WITH YOUR PRICE PROPOSAL

13. WORK ELEMENT No. 1 (Design Build Effort Required): N/A

14. SAFETY AND ENVIRONMENTAL RECORD (SUBMIT WITH PROPOSAL): Offerors shall submit information that specifies the contractor in question has no more than three serious, or one repeat, or one willful OSHA or EPA violation(s) in the past three (3) years and has an Experience Modification Rate (EMR) that shall not exceed 1.0. If no EMR, state the reason way no EMR is available. EMR greater than 1.0 will not be acceptable. Offerors are required to complete and submit attached Past safety and environmental record or any other form that provided the above information. Offerors with an EMR greater than 1.0 will be considered ineligible and will not be evaluated.

15. PERIOD OF PERFORMANCE (PoP): Refer to SF1442, Block 11, for period of performance verification. Performance period shall be commenced upon receipt of written Notice to Proceed (NTP) performed in concurrent or sequential phases as indicated or required. PoP for this requirement is 450 calendar days from receipt of NTP.

16. WAGE DETERMINATION: Wages for all contractors and subcontractors must comply with Davis Bacon Wage Determinations. The current Davis Bacon determination is General Decision FL20230208 01/13/2023. Be advised the determination that is current at the time of the award is the determination that will apply for the project. Current determinations are always available at: http://www.wdol.gov/.

II. PROPOSAL PREPARATION AND EVALUATION INFORMATION

1. PROPOSAL PREPARATION INSTRUCTION: To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. In order for proposals to receive full consideration for award, offerors should ensure that the information furnished in support of the proposal is factual, accurate, and complete, and directly responds to the requirements of this RFP.

NOTE: Your proposal shall be submitted as portable data files (pdf), and documents submitted shall be no larger than 5 Mega Bytes (MB) in size. Send document in separate files as deemed necessary. If separate files will be submitted for specific submission, offeror shall include in the subject line right after required subject title, email number followed by the emails total to be submitted for specific submission.

2. PROPOSAL SUBMISSION: All proposals shall be submitted by the prime contractor no later than (NLT) closing date and time specified in SF1442, Block 13.A. (subject to amendment) through the Point of Contact email amy.shaw3@va.gov. NO OTHER FORMS OF SUBMISSION WILL BE ACCEPTED.

2.1 Undeliverable emails due to an offeror’s proposal size, using wrong email address, or other transmission errors, is not the responsibility of the Government.

NOTE: To be considered and accepted as timely the proposal must be received in its entirety prior to the deadline. Failure to provide a proposal in its entirety prior to the deadline will render the proposal noncompliant.

3. BASIS FOR AWARD: The Government will award one (1) firm-fixed-price contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, will be most advantageous to the Government, All evaluation factors other than cost or price, when combined, are approximately equal to cost or price. As differences in factor ratings and relative advantages and disadvantages become less distinct, difference in price may become the discriminating factor in determining the most advantageous offer. Conversely, as differences in price become less distinct, differences in ratings and relative advantages and disadvantages between offers are determinative. The proposals must conform RFP requirements and judged to represent the Best Value to the Government. The source selection process will utilize FAR Parts 15 (Tradeoff) and FAR Part 36 to evaluate proposals and award the contract.

3.1 The Government intends to evaluate proposals and award a contract without conducting discussions with offerors. However, the Government reserves the right to hold discussions if the Contracting Officer determines them to be necessary.

4. SELECTION AND EVALUATION PROCEDURES: This part describes the mechanism for evaluating and selecting offers for this procurement.

Factor 1: Technical

Subfactor I: Specialized Experience & Capability

The offeror is required to submit a minimum of three (3) but no more than five (5) example projects demonstrating your firm’s experience and capability similar to this requirement, Renovate Building 1, 5 South to Private Patient Rooms. These demonstrations shall be of similar scope and magnitude to a wing renovation project in a healthcare environment and shall include:

1. The prime and/or subcontractors proposed that were involved in the submitted projects, and the tasks carried out by each.

2. The original and final costs and periods of performance of the projects, with an explanation of any differences.

Subfactor II: Technical/Management Approach

1. Describe in a written narrative, the plan for phasing and coordinating the work so that the facility remains operational. The narrative will also detail how the contractor intends to prepare the site, renovate, and return to use within any specified time limits.

2. Organizational Chart and Narrative – Clearly describe the prime responsible firm (or firms if a J/V) and individuals as well as the roles and responsibilities of individuals proposed as key consultants and subcontractors. Provide a list of all consultants and all proposed major subcontractors, including telephone number, address, and name of contact.

a. Each individual’s name, title, duty, years of experience and experience level relating to similar contracts in size and scope (Renovate Bldg 1, 5 South to Private Patient Rooms). At a minimum, the Offeror shall provide information for the following disciplines:

1. Site Superintendent

2. Quality Assurance Manager

3. Safety Manager

4. Project Manager

The narratives for the Site Superintendent, Quality Assurance Manager, Safety Manager, and Project Manager must show a minimum of five (5) years’ experience for each respective discipline on a project of similar size and scope. The Quality Assurance Manager may be the same individual as either the safety manager or project manager but must show the minimum of five (5) years’ experience for each respective discipline.

Subfactor III: Schedule

1. The proposal shall provide a proposed progress schedule. The progress schedule will be in a time scaled bar graph format. The horizontal axis will be scaled for time beginning with the Notice to Proceed and concluding with contract completion.

2. The vertical axis will show the milestones and major portions of the contract work. Milestones should include such items as material submissions, submittal acceptance, partial and final inspections, punch list completion, testing, etc. All schedule items will show a start date and a completion date, and the critical path shall be clearly identified on the schedule.

a. The detailed schedule will indicate specific tasks with dates for each step of the process including: Mobilization; Demolition; Construction; Provisions for overtime or shift work; Timing of relocation of existing utilities; Commissioning; Tests and final inspection. Task durations shall be expressed in calendar days.

b. The Offeror shall specify the days of the week and the hours of construction operations during each phase of the work, and the percentage of contract completion that will be achieved at the end of each month of the contract.

c. In a narrative, the contractor shall highlight any potential problems that could affect the project schedule and provide possible contingency plans or potential solutions to avoid such issues.

Factor 2: Relevant and Recent Past Performance

Past performance information will be obtained from references provided by the offeror and from other sources known to the Government or learned during the course of the evaluation. Each offeror will be evaluated on its performance for similar type of projects. The government will focus on information that demonstrates quality of performance relative to the size and complexity of the procurement.

a. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance, in accordance with FAR 15.305 (a)(2)(iv). Therefore, the offeror shall be determined to have unknown past performance.

b. Offerors shall provide completed Past Performance Surveys of at least 3 and not more than 5 recent (within the past 5 years) and relevant references. Relevant means similar in size, scope, magnitude of effort and complexity to this requirement. The Contracting Officer will evaluate past performance to rate accordingly and may contact sources provided in the survey as necessary.

Factor 3: Price

Price proposal shall be a separate file, clearly separated from the technical and past performance volumes.

1. Completed Price Schedule on Standard Form (SF) 1442 (Total of Proposed Price of CLINs 0001.).

2. Price Proposal Breakdown to support CLINs 0001 (Price Matrix)

Price proposals shall be submitted on SF 1442, completed, and signed by authorized individual(s) of the Offeror. Offers submitted in the name of a Joint Venture must be signed in accordance with the terms and conditions specified in the joint venture agreement as evidenced in the proposal. The price proposal shall encompass all costs associated with the requirements of the solicitation.

The total proposed price for CLINs 0001 shall be rounded to the nearest dollar. Price will not be rated or scored but will be evaluated for fairness and reasonableness through the use of price analysis. In accordance with FAR 15.404-1(b)(2) the government may use various price analysis techniques and procedures to ensure a fair and reasonable price.

5. PROPOSAL PREPARATION INSTRUCTIONS: The following must be included in the offeror’s proposal:

A. Cover Page with: Bid Build Project, RFP (Solicitation) Number, Project Title and Project Number, Company Information (Primary points of contact, email, address, phone numbers (including area code), DUNs number, Cage code, EUI, etc.)

B. Table of Contents C. Signed SF 1442, with Blocks 14-20C completed including acknowledgement of any Amendments issued.

D. Completed Experience Modification Rate (EMR) Form E. Completed Bid Bond F. Required Submittals for Factor 1 – TECHNICAL

1. Subfactor I: Specialized Experience & Capability

2. Subfactor II: Technical/Management Approach

3. Subfactor II: Schedule G. Required Submittals for Factor 2 – RELEVANT AND RECENT PERFORMANCE H. Required Submittals for Factor 3 – PRICE – EVALUATED BY CONTRACTING OFFICER I. Completed Price Schedule (Total of Proposed Price of CLIN 0001) J. Price Proposal Breakdown to support CLIN 0001 Price.