S02_RFP INSTRUCTIONS TO OFFERORS AND EVALUATION INFORMATION.pdf

INSTRUCTIONS TO OFFERORS AND EVALUATION INFORMATION

I. GENERAL PROPOSAL INFORMATION

1. Solicitation, attachments, and any issued amendments will be posted at www.beta.sam.gov This is the only official location where these documents can be obtained and where updates are posted. No “hard copy” solicitation materials are available.

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

3. MAGNITUDE OF THIS PROJECT: Between $250,000 and $500,000.

4. PROPOSAL DUE DATE: August 24, 2023, at 2:00 PM (EST). Standard Form (SF) 1442, block 13a

(or as amended on SF 30), refers to Phase One proposals.

5. SITE VISIT: No pre-proposal/Site Visit will be conducted during Phase One of this solicitation.

Those offerors selected to participate in Phase Two of the solicitation will receive information about Phase Two pre-proposal conference/Site Visit in the invitation to participate in Phase Two.

6. 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.

7. REQUESTS FOR INFORMATION: Requests for Information (RFIs) shall be submitted in writing

(only) by the Prime Contractor (SDVOSB) to Amber C Milton at amber.milton@va.gov. No telephone RFIs/Questions will be accepted. The cutoff for submission of RFIs for PHASE ONE (if any) is: August 16, 2023, @ 2:00PM (EST). Responses will be provided in a Question & Answer format to all offerors via Standard Form (SF) 30 Amendment to the Solicitation. RFI received after due date will only be answered if in the judgement of the CO impacts the project/solicitation.

8. All corresponded shall include in the email subject line: Solicitation 36C24823R0189 516-CSI-132 DB Install New X-Ray Equipment B-100 Room 2A168 Bay Pines FL and topic, (ie RFI, RFP).

9. SPECIFICATIONS AND DRAWINGS: All applicable specifications and drawings will be provided electronically along with the solicitation. No hard copies will be made available to offerors.

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)”.

10. SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS VERIFICATION: This solicitation is 100% set asides for verified Service-Disabled Veteran-Owned Small Businesses (SDVOSB). The award of this requirement shall not be delayed due to loss of SDVOSB verification. Proposals submitted by non-verified SDVOSB shall be excluded from award consideration.

11. SDVOSB Verification: The Government will review VetBiz (https://www.vip.vetbiz.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.

http://www.beta.sam.gov/ mailto:amber.milton@va.gov https://www.vip.vetbiz.gov/

12. 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 fifteen (15) percent of the cost of the contract, not including the cost of materials, with its own employees. Signature certification on 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION) is a requirement for contract award.

13. FUNDS: Funds are not presently available for this acquisition. The Government does not compensate offerors for proposals’ development. Award is subject to availability of funds, in accordance with FAR 52.232-18 Availability of Funds and VAAR 807-173.

14. BONDS: Performance Bonds (SF25) and Payment Bonds (SF25A) are required. Offeror must refer to SF1442 Block 12a for Payment and Performance Bond requirements. Reference Contract Clause FAR 52.228-15 for further information on applicability.

15. OFFER GUARANTEE (BID BOND) (SUBMIT WITH YOUR PHASE TWO PRICE PROPOSAL): Offeror must refer to SF1442 Block 13B (Bid Bond) requirement. Per FAR Clause 52.228-1-Bid Guarantee, the amount of the bid guarantee shall be 20 percent of the bid price or $3,000,000, whichever is less. NOTE: A scanned copy of the original is acceptable with the original sent by mail; only those contracts invited to Phase Two are required to submit bid bonds.

16. SAFETY AND ENVIRONMENTAL RECORD (SUBMIT WITH PHASE ONE PROPOSAL): Offerors shall submit information that specifies the contractor in question has no more than three serious, or one repeat, or one willful Occupational Safety and Health Administration (OSHA) or any Environmental Protection Agency (EPA) violation(s) in the past three (3) years and has an Experience Modification Rate (EMR) should 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 (Attachment 15 - Safety or Environmental Violations and Experience Modification Rate EMR Form) 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.

17. VETS-4212, Federal Contractor Veterans’ Employment Report (SUBMIT WITH PHASE ONE PROPOSAL): Offerors are required to provide verification of their submission of the annual form VETS-4212 (https://www.dol.gov/agencies/vets/programs/vets4212). This verification shall be the emailed confirmation of receipt notification sent to the offeror after successful submission of their report.

18. PERFORMANCE PERIOD: Refer to SF1442, Block 11, for performance period. Performance period shall be commenced upon receipt of written Notice to Proceed (NTP) performed in concurrent or sequential phases as indicated or required.

19. E-VERIFY SYSTEM: Companies awarded a contract with the federal government shall enroll in E-

Verify within 30 days of the contract award date. They shall also begin using the E-Verify system to confirm that all their new hires and their employees directly working on federal contracts are authorized to legally work in the United States. E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, to determine the eligibility of that employee to work in the United States. There is no charge to employers to use E-Verify. (FAR 52.222-54).

II. PROPOSAL PREPARATION AND EVALUATION INFORMATION

https://www.dol.gov/agencies/vets/programs/vets4212

PROPOSAL PREPARATION INSTRUCTION

1. PROPOSAL PREPARATION INSTRUCTION:

1.1. The submission of the documentation specified below will constitute the Offeror’s acceptance of the terms and conditions of the RFP, including attachments and any issued amendments.

1.2. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein.

1.3. 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 solicitation.

1.4. These instructions prescribe the format for the proposal and describe the approach for the development of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

2. PROPOSAL SUBMISSION:

2.1. All Phase One 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) via email

2.2. amy.shaw3@va.gov. NO OTHER FORMS OF SUBMISSION WILL BE ACCEPTED.

2.3. Your proposal shall be submitted as portable data files (pdf), and documents submitted shall be no larger than 7 Mega Bytes (MB) in size. Send document in separate files as deem necessary. The offeror is responsible to verify that the Government has received the proposals.

2.4. Undeliverable emails due to an offeror’s proposal size, using wrong email address, or else, is not the responsibility of the Government.

2.5. 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.

BASIS FOR AWARD

3. BASIS FOR AWARD: It is the Government’s intent to award one (1) firm-fixed price contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, is fair and reasonable, and has been determined to be the most advantageous to the Government, non-price, price and other factors considered.

4. The proposals must conform to the solicitation requirements and judged to represent the Best Value to the Government. The source selection process will utilize FAR Part 36.3 Two Phase Design- Build Selection Procedures and FAR 15 to evaluate proposals and award the contract.

4.1. All evaluation factors other than 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.

mailto:amy.shaw3@va.gov.

Conversely, as differences in price become less distinct, differences in ratings and relative advantages and disadvantages between offers are determinative.

4.2. Intent for No Discussions: Offerors are hereby advised that the Government intends to evaluate proposals and award a contract without conducting discussions with offerors. However, the Government reserves the right to contact Offerors and/or hold discussions if the Contracting Officer determines them to be necessary. Offerors are cautioned that discussions may not be conducted, and Offerors should not assume that they will have an opportunity to revise their proposals after submission.

SELECTION AND EVALUATION PROCEDURES

5. SELECTION AND EVALUATION PROCEDURES: This part describes the mechanism for evaluating and selecting offers for this two-phase design-build procurement.

5.1. This solicitation addresses both the Phase One and Phase Two proposal requirements.

5.2. The Phase One proposals will be evaluated to determine which offerors will be invited to submit Phase Two proposals. Do not submit Phase Two proposals unless specifically instructed by the Contracting Officer.

5.3. After evaluating Phase One proposals, the Government intends to select a maximum of five (5) of the most highly qualified offerors and those will be invited to submit a Phase Two proposals. However, the Government reserves the right to reject any and/all offers.

5.4. Do not submit pricing with the Phase One proposal. Phase One does NOT involve a pricing submission or evaluation of price.

5.5. In Phase Two, Offerors will compete to determine which Offeror will be awarded the Firm Fixed- Price contract. For Phase Two, Offerors must submit technical and price proposals. The Government reserves the right to reject any and/all offers in Phase Two.

PROPOSAL REQUIREMENTS AND FORMATTING (PHASE ONE AND PHASE TWO)

6. PROPOSAL REQUIREMENTS AND FORMATTING (PHASE ONE AND PHASE TWO):

6.1. Proposals shall be typewritten, with fonts no smaller than 10 points, with page layout no smaller than ½” top, bottom and ½” side margins, single space, paginated, portrait mode or letter size paper; except charts may be displayed in landscape mode.

6.2. Solicitation forms requiring to be completed shall be typewritten with fonts no smaller than 9 points.

6.3. No hyperlinks or electronic media will be allowed or considered.

6.4. Any conceptual drawings, renderings, product data sheets, one-line diagrams, etc. included in your proposal, shall be submitted as portable data files (pdf).

6.5. Strongly recommend formatting your technical proposal factor by factor, as listed in the solicitation.

Stick to the page limits.

6.6. Proposals which merely restate the requirement or state that the requirement will be met, without providing supporting rationale, are not sufficient and will not be considered an appropriate response. It is the offeror’s responsibility to insure the completeness of the proposal.

6.7. Offers that do not propose to perform all the work required by the solicitation will not be considered.

6.8. Proprietary Data: Each page of the offeror’s proposals must be reviewed and marked as to proprietary data content by the offeror in strict compliance with FAR 52.215-1. Also, see FAR 3.104-4. A single blanket statement at the front of the proposal is not acceptable. Failure to mark every page will subject the proposal to public release through Freedom of Information Act (FOIA) requests.

6.9. Proposals submitted in response to this solicitation shall be signed by the SDBVOSB 51% owner and dated.

PHASE ONE – TECHNICAL PROPOSAL PREPARATION INSTRUCTIONS

7. PHASE ONE – TECHNICAL PROPOSAL PREPARATION INSTRUCTIONS: The following must be included in the offeror’s proposal:

PHASE ONE – 1st PACKAGE:

(a) Cover Page with: Phase One - Design Build Project, Solicitation Number, Project Title and Project Number, Company Information (Principle points of contact, email, address, phone numbers (including area code), DUNs number, Cage code, etc.)

(b) Table of Contents

(c) Signed SF 1442 by the SDVOSB, with Blocks 14-20C completed including acknowledgement of any Amendments issued for Phase One.

(d) Completed Experience Modification Rate (EMR) Form.

(e) Verification of the annual form VETS-4212, Federal Contractor Veterans’ Employment Report.

(Refer to paragraph 17 above from the General Information Section)

(f) Copy of current VetBiz SDVOSB certification

PHASE ONE – 2nd (TECHNICAL PROPOSAL):

(a) Cover Page with: Phase One - Design Build Project, Solicitation Number, Project Title and Project Number, Company Information (Principal points of contact, email, address, phone

(c) Required Submittals for Factor 1 – Technical Approach (30 pages max. excluding signed letters of commitments, and copy of licenses)

(d) Required Submittals for Factor 2 – Specialized Exerience (no page limit)

(e) Required Submittals for Factor 3 – Past Performance (no page limit)

8. PHASE TWO PROPOSAL PREPARATION AND SUBMISSION: Phase Two require submission of technical and price proposal, which shall be evaluated independently. Technical Proposal shall not include pricing data.

DO NOT SUBMIT PHASE TWO PROPOSALS UNLESS SPECIFICALLY INSTRUCTED BY THE

CO.

9. Technical Factors 1-3 in Phase 2 other than cost or price, when combined, are approximately equal to cost or price.

PHASE TWO – PRICE PROPOSAL PREPARATION INSTRUCTIONS

10. PHASE TWO – PRICE PROPOSAL PREPARATION INSTRUCTIONS: The following must be included in the offeror’s technical proposal:

PHASE TWO - PRICE PROPOSAL

(a) Cover Page with: Phase Two - Design Build Project, Solicitation Number, Project Title and

(c) Bid Bond-SF24 “scan copy in pdf format” legible and with visible stamps/seals

(d) Copy of current VetBiz SDVOSB certification

(e) Signed SF 1442, with Blocks 14-20C completed including acknowledgement of any Amendments (Phase One and Phase Two) issued.

(f) Completed Price Schedule (Total of Proposed Price of CLIN 0001).

(g) Price Proposal Breakdown to support price proposed.

11. The proposed prices will be analyzed for fairness and reasonableness. Include copy of the Pricing Schedule of the solicitation. Provide a detailed price breakdown for the purpose of evaluating price. The breakdown shall separately at a minimum but not limited to include the following cost elements: Labor (Direct & Indirect), Materials, Material Markups, Material Overhead, Equipment, Subcontractor Cost, Other Direct Costs, Overhead Expenses, Indirect Cost, General & Administrative (G&A) expenses, and Profit. While developing your price proposal please make sure to include all applicable taxes, and government stamps cost.

12. NOTE: Price breakdown shall be indicative of showing at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other eligible service-disabled veteran-owned small business concerns in accordance with

VAAR 852.219-10.

13. PRICE EVALUATION: The Government will initially review pricing independently from the factor evaluation. Price is not rated but will be analyzed for fairness and reasonableness. The Government may use various price analysis techniques and procedures to make a price reasonableness determination.

PHASE TWO – TECHNICAL PROPOSAL PREPARATION INSTRUCTIONS

14. PHASE TWO – TECHNICAL PROPOSAL PREPARATION INSTRUCTIONS: The following must be included in the offeror’s technical proposal:

PHASE TWO – TECHNICAL PROPOSAL (Technical Proposal shall NOT include pricing data):

(a) Cover Page with: Phase Two - Design Build Project, Solicitation Number, Project Title and

(c) Required Submittals Management Approach and Key Personnel Narrative (10 pages max, excluding organization chart and SF330’s)

(d) Required Submittals Factor 2 – Technical Solutions (10 pages max.)

(e) Required Submittals for Factor 3 – Schedule (10 pages max.)

NOTE: The Phase Two proposal should be submitted to the same email address as the Phase One proposal.

15. PHASE TWO EVALUATION AND SELECTION CRITERIA: Factors will be rated using an adjectival rating system. For evaluation purposes, each technical factor is equal in importance, and when combined are approximately equal to price.

III. EVALUATION FACTORS FOR AWARD

Evaluation Factors Design-Build 516-CSI-132

Phase 1

Factor 1: Technical Approach Narrative (10 pages max, excluding organization chart and SF 330’s)

1) The offeror must submit a proposed technical approach in conjunction with the task to be performed in achieving the design-build project. Cut and pasting or generally restating the statement of work will not be considered an appropriate response.

2) Briefly describe the ability to obtain the necessary resources to perform this project.

3) Describe the Offeror’s understanding of the challenges, risk, and technical approach with respect to the design and construction of this project.

4) Describe the Offeror’s understanding of the challenges, risk, and technical approach with respect to the design and construction of this project.

Factor 2 – Specialized Experience (10 pages max.)

Describe the specialized experience and technical competence in the type of work required, including:

1) In this context, “Offeror or Offeror’s” refers to the proposed prime contractor, and all proposed major subcontractor(s) and subconsultant(s).

2) Offeror shall demonstrate recent, relevant experience (using Specialized Experience Form), see attachment #1, that is similar in size, scope, magnitude, and complexity to the project contemplated for this solicitation.

a. Offeror shall provide a total of three (3) design-build construction projects that best represent the Offeror’s work experience required on this project, completed within the past five (5) years from the issuance date of this solicitation, or that are currently ongoing and substantially complete (at least 90% construction progress completed) or completed and turned over no longer than five (5) years from the date of this solicitation that best represent the Offeror’s work experience required on this solicitation.

b. Offerors are responsible for providing project descriptions in sufficient detail to permit evaluation of project relevancy to this procurement. The more relevant the experience, the more credit will be given.

3) Experience provided must be verifiable using the POC provided on Specialized Experience Information Form. It is the offeror’s responsibility to ensure contact information listed on the experience form is accurate and current. The Government may contact the point(s) of contact to verify project information on the Specialized Experience form.

Factor 3 – Relevant & Past Performance (10 pages max.)

1) The Offeror also shall have Past Performance Questionnaire (PPQ) Forms completed or CPARS for all projects listed in the Factor 2 Specialized Experience above. Past Performance may be from all or any or either of the following categories:

a. Team Past Performance.

b. Design/Build Firm's Past Performance.

2) Contact persons supplied for projects submitted under Factor 2 Specialized Experience above will be contacted by the Evaluation Panel. These contact's responses will be scored based on the following elements with projects participated in by the Prime (Construction Contractor and Architect firm) being weighted more heavily than projects participated in by consultants, sub-contractors, and individuals (In the event a PPQ is not returned).

a. Client Overall Satisfaction with Project: Contact persons will be asked "does the project fulfill the requirements of the clients stated function, does the project require unexpected maintenance activity, and have latent defects been found?"

b. Client Overall Satisfaction with Design Build Period Services: Contact persons will be asked "Was the team's response time to clients questions acceptable? Was the staffing level consistent with the project size and complexity? Was communication of schedule and problem issues adequate and consistent? Was there an established problem-solving routine? Would the client like to use this firm again?"

c. Provide Contracting Officer/Procurement Official information:

i. Name

ii. Email

iii. Phone Number

iv. Address

3) Offerors who do not have relevant past performance will receive a neutral rating (neither favorable nor unfavorable) (FAR 15.305) (a)(iv)

Phase 2

Factor #1: Management Approach and Key Personnel Narrative (10 pages max, excluding organization chart and SF 330’s)

1) Identify Key Personnel assigned to this project

a. Submit an 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 consultants and sub-contractors. Provide a list all consultants and all proposed major subcontractors, including telephone number, address, and name of contact.

b. Include a narrative that describes the relevant experience of:

i. Firm’s Key personnel and experience, to include at least:

1. Project Manager

a. Similar projects worked on

b. Education and/or certification(s)

2. Field Superintendent

a. Similar projects worked on

b. Education and/or certification(s)

3. Other Relevant Firm Employees

a. Similar projects worked on

b. Education and/or certification(s)

ii. Overall Team - Discuss the planned use of:

1. Subcontractors

a. Key trades to be subcontracted

b. Proposed subcontractors (if firms already determined)

c. A similar project worked on

2. Architect-Engineering (A/E) Firm supporting the DB Team

a. Submit SF 330’s of key A/E personnel

b. Submit a copy of current, valid Architect & Engineer’s Licenses issued by the State of Florida

c. Architectural Contractor, who will be of record.

d. Architect-Engineer Field Representative.

e. Similar projects worked on

3. Other Consultants

a. Projects worked on with a similar type of work

2) Onsite DB Management Team: Describe the onsite DB management team organization. Describe the plan for managing, executing, and administration of the project.

3) Quality Control Team: Briefly describe the DB Teams' quality control organization. Provide a specific description of the tasks and functions of the quality control personnel. Identify where each position will be physically located (e.g., field office, home office, designer's office, etc.). Identify each member's employer. Describe the DB Team Quality Assurance program and safety record

Factor 2 – Technical Solutions (10 pages max.)

1) Describe any technical difficulties such as a risk management plan that may be encountered in a project of this type to include risk to facility operations, patient care, and risk to schedule. Provide a narrative of preventative measures or solutions to overcome these issues.

Factor 3 – Schedule (10 pages max.)

1) Schedule Narrative (Construction schedule is no later than 150 days): Describe in detail, how your company will meet the schedule without causing disruptions to facility during normal business hours, nights and weekends.

Also, describe actions to be taken by the offeror if completion of work is anticipated to fall behind schedule.

2) Describe any technical difficulties that may be encountered in a project of this type and preventative measures or solutions to overcome these issues.

3) Schedule:

a. Work phases

b. Type of work in each phase

c. Work divisions

d. Gaps/lead times

e. Expedited schedule

f. Proposed work to be performed after normal working hours

g. Expected tasks requiring utility outages

h. Critical path clearly defined

i. Each activity duration

j. Each activity start date

k. Each activity end date

Evaluation and Award Determination:

This is a competitive Request for Proposal (RFP) that represents the best value to the Government conducted under FAR Part 15 101-1, Tradeoff Process.

Phase I Technical Proposal Evaluation – intent is to invite the top five (5) rated firms to submit a Phase II proposal.

Phase II proposal includes both technical (non-price factors) and price.

In accordance with FAR 15.101-1, Phase II technical factor (only) ratings, when combined - are equal to cost or price.

Attachment 1: Contractor’s Relevant Experience

Attachment 2: Past Performance Questionnaire