S02 Solicitation 36C26126Q1139_2.pdf

Presolicitation Notice

*=Required Field Presolicitation Notice

SUBJECT* A/E Services Replace Patient Lifts B331, B348, & B360 Amendment Project Number: 640A0-27-103

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 95652

SOLICITATION NUMBER* 36C26126Q1139

RESPONSE DATE/TIME/ZONE 09-28-2026 12PM PACIFIC TIME, LOS ANGELES, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* C1DA

NAICS CODE* 541330

PLACE OF PERFORMANCE Palo Alto VA Medical Center 3801 Miranda Ave Palo Alto CA

POSTAL CODE 94304

COUNTRY USA

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 21

POINT OF CONTACT*

Contract Specialist Alex Arter alex.arter@va.gov

DESCRIPTION

This Amendment is to include RFI response and update the call for SF330. The response date remains the same: 09/28/2026 at 12 PM PDT.

RFI:

1. Civil and Landscape Architecture disciplines: The solicitation's required disciplines list (Section 1c) includes Civil and Landscaping, but neither discipline is addressed anywhere in the body of the Draft SOW.

a. Can you confirm whether Civil Engineering and Landscape Architecture services are in fact required for this project?

b. If so, would the Government expect the proposed Landscape Architect to be a registered/licensed Landscape Architect.

c. Can you provide the anticipated scope of responsibilities for these two disciplines, since the current SOW does not describe any site, civil, or landscape work?

a. VA: Civil and Landscaping disciplines are not required, please refer to the

SOW for required disciplines.

b. VA: N/A.

c. VA: N/A.

2. Medical equipment coordination: SOW Section 3.4.3 (Interior Design) assigns coordination with the patient lift manufacturer/vendor to the Interior Designer. Would the

Government prefer the offeror instead propose a dedicated Medical Equipment Planner to handle this vendor coordination, or is coordination through the Interior Designer, as currently structured in the SOW, acceptable?

VA: Medical equipment planners are part of the VA’s Interior Design Section. A Medical

Equipment Planner should handle the coordination with patient lift manufacturer.

3. Hazardous materials: The Draft SOW does not mention hazardous materials survey or abatement design, aside from a general instruction to notify the COR of any hazardous materials discovered during field investigations. Given the age of Buildings 331, 348, and 360 and their renovation history, does the Government anticipate hazardous materials (e.g., asbestos, lead paint) being present in the existing ceiling and wall assemblies such that a Certified Industrial Hygienist or hazmat abatement design should be included in the AE's scope? Or will hazardous materials testing/abatement be handled separately by the Government or construction contractor?

VA: Asbestos and lead reports were completed by the VA and can be made available for review by the consultant. B360, construction completed in 2009, does not have an asbestos report due to the more recent construction. The reports indicate there is no asbestos or lead paint in the areas involved in the scope of work.

4. The RFP, page 2, identifies Civil, Landscaping, and Geotechnical among the required disciplines and also requires NEPA compliance. In our experience and based on the

SOW, these requirements do not appear consistent with the detailed SOW or anticipated project scope. The SOW, page 3, identifies the A/E project team as including

Architectural, Structural, Mechanical, Electrical, and Fire Protection, and the detailed scope primarily involves interior and above-ceiling modifications associated with installation and extension of patient lift systems.

Please clarify whether dedicated Civil, Landscaping, Geotechnical, and

NEPA/Environmental consultants are required to be included on the SF 330 team. If these disciplines are required, please identify the anticipated scope and deliverables for each. If no specific services are anticipated, please confirm that these disciplines may be omitted from the proposed team without adversely affecting evaluation.

VA Response: There are no Civil, Landscaping, Geotechnical disciplines stated, nor

NEPA compliance required by the consultant, per the SOW. Please refer to the SOW for required disciplines. NEPA/CATEX review was completed by the VA to determine the extent of the SOW. The SOW states: “The AE team shall be comprised of, but not be limited to, the following professional disciplines: architectural, structural, mechanical, electrical, and fire protection. Therefore, the consultant shall include disciplines that can address the project scope.

5. The RFP, page 2, and SOW, page 3, require independent/third-party construction cost estimating. We respectfully request that the VA consider waiving the third-party requirement and allow qualified A/E firms with established in-house cost estimating capabilities to self-perform this service.

Our firm performs cost estimating in-house as part of our integrated A/E services. This approach allows direct and continuous coordination between the estimator and design disciplines, improves efficiency as the design evolves, and provides more economical pricing while maintaining the required quality and frequency of estimates.

Would the VA consider revising the requirement to permit construction cost estimating to be performed either by an independent third-party consultant or by qualified in-house cost estimating personnel of the prime A/E firm? If permitted, please confirm that use of an in-house cost estimator will not adversely affect evaluation

RFI No. 2 VA response: VA will consider the request, however an independent third party estimator should be used to review the in-house estimate prior to any submittals.

UPDATED

This is a Call for SF 330s. Please read the entire document.

The Department of Veterans Affairs VA Palo Alto – Menlo Park Healthcare System, CA is seeking Architectural/Engineering Firms to submit Standard Form (SF) 330 for Project 640A0- 27-103, Replace Patient Lifts B331, B348, & B360. The project will be located at the Palo Alto

– Menlo Park VA Campus, 3801 Miranda Ave, Palo Alto, California 94304.

I. DESCRIPTION OF REQUIREMENT

A. The VA Palo Alto - Menlo Park Division needs A/E design services to replace/install

141 new ceiling-mounted patient lifts and extend 24 existing lifts in CLC Buildings 331, 348, and 360. B348 private rooms have no lift; B360 has some non-private rooms with no lifts. B331 has outdated linear lifts; B360 needs bathroom coverage extensions + 30 motor upgrades. A/E Requirement: Full field survey above/below ceiling, structural/SE seismic analysis and HCAI OPM, MEP/electrical, fire protection, phasing plan for occupied patient rooms, Revit BIM, specs, and independent cost estimate. Construction cost shall not exceed $16.4M for all work in B331, B348 & B360, requiring site investigations, block diagrams, and full design deliverables including 15% pre-schematic SD submission and 35%, 65%, 95%, 100% and final production per VA Master Specs and all applicable codes, including cost estimates, phased construction documents, and 5-year construction period services including RFI responses, submittal reviews, weekly meetings, site inspections, and as-builts, all to be completed within a 266-calendar day design period.

B. The design shall also substantially meet the VA design criteria as listed in VA design guides and manuals, which can be found on the web at the VA Office of Facilities Management technical information library – site address: http://www.cfm.va.gov/TIL

C. The contract work requires multiple disciplines. The Prime firm shall be a licensed/registered professional firm in any state in the United States, and the lead designer in each discipline must be registered/licensed in any state. Exception: The Structural Engineer of Record (SEOR) participating in the structural/seismic design must be licensed in the State of California and must have current authority to use the title of Structural Engineer (SE) in California, per H-18-8 and VA Directive 7512.

Disciplines required include, but are not limited to: Architectural, Interior Design, Structural (CA SE), HVAC, Plumbing, Electrical, Fire Protection, Construction Cost Estimating, Include any additional disciplines that may be necessary on SF 330.

D. SF 330 Part 1F Example Projects; present all relevant VA projects first. Include in block 21 the contract number for all federal projects. Do not include the CPARS reports for federal projects.

II. SELECTION CRITERIA

A. Selection of firms for interviews and negotiations shall be based on an evaluation of the submitted SF-330s based on the selection criteria listed below in a descending order of precedence. SF-330s, Part I may be accompanied by any other evidence of experience and capabilities the applicant considers relevant. Part II shall be submitted for each proposed consultant’s office involved.

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

B. Additional Evaluation Factors:

I. Previous experience with patient lift design in a hospital setting and length of and role in that experience. If no patient lift design, then required hospital setting design experience and associated phasing requirements in an occupied Community Living Center (CLC) / acute care environment.

II. Experience with patient lift products, makers, and providers (e.g., ARJO and similar ceiling-mounted systems) is desired and will be evaluated.

III. Design for construction staging/phasing in an active, occupied healthcare environment, including ICRA/ILSM measures, is required.

C. Selection Criteria descriptions are provided below.

I. Experience of the prime firm, consultant firms, and proposed designers.

Prime firms must have proven experience in health care design through construction administration.

II. Specialized Experience and Technical Competence in hospital design with the ability to design and administer projects within a complex, active healthcare environment with stringent seismic requirements in the State of California.

III. Capacity to accomplish the work in the required time and the ability to adhere to schedules. Provide current workload capability of the prime firm, proposed consultants, and designers. Literature should be included to demonstrate the prime firm’s ability to meet scheduled deadlines. This will allow the Government to determine the availability of experienced personnel during the performance period of the contract as well as the capacity to complete the work required.

IV. Past Performance on contracts with respect to cost control, quality of work and compliance with performance schedules during design and construction phases (prime firm).

V. Geographical location and knowledge of the locality of the project. This requirement considers the prime firm’s familiarity with the applicable geographic area’s architectural standards and codes, building codes, environmental regulations, soil conditions, and seismic requirements within the Palo Alto – Menlo Park area. The prime firm must be able to respond to and be on-site within a twenty-four-hour window.

III. SUBMISSION REQUIREMENTS:

A. No more than eighty (80) pages B. Font size no smaller than 10 C. Size of emails not to exceed 10 MB. If more than one email is sent, number the emails in the subject line as 1 of 2, 2 of 2.

D. Complete and return VAAR 852.219-75 VA Notice of Limitation on Subcontracting –

Certificate of Compliance for Services and Construction (attached) E. Subject line of the email shall state “Company Name | Response to

36C26126Q1139_1 | email 1 of 2 (if necessary).”

F. In the body of the email, include Prime Company Name; UEI Number; email address and phone number of primary points of contact.

IV. DUE DATE FOR SF 330

Firms that meet the requirements described in this announcement are invited to submit required SF 330s by 12:00 P.M. (PDT) Monday, September 28, 2026, to Alex Arter at alex.arter@va.gov. It is the intent of the Contracting Officer to make a single firm-fixed-price contract award under this solicitation.

mailto:alex.arter@va.gov