Sources Sought 620-27-103 B16 Roof Phase I.docx

THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. THE GOVERNMENT WILL NOT PAY NOR REIMBURSE ANY COSTS ASSOCIATED WITH RESPONDING TO THIS REQUEST. THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT.

The Department of Veterans Affairs is seeking a qualified Architect-Engineering (AE) firm to provide Schematics, Design Development, Construction Documents, Technical Specifications, Construction Period Services, Site Visits, Cost Estimates, As-Built Documentation, and all other related information for Project 620-27-103 Project B16 Roof Phase I at the Montrose VAMC 2094 Albany Post Road Montrose, NY 10548. This Project will require Planning, design and construction management to replace roof of building 16 Phase 1, with the appropriate type roofing systems.

This requirement is being procured in accordance with the Brooks Act as implemented in FAR Subpart 36.6. Applicable NAICS code is 541330 and small business size standard of $26 Million. Magnitude of Construction is between $250,000 and $500,000. This is a 100% Service-Disabled Veteran Owned Small Business Set Aside. The anticipated award date of the proposed A-E Contract is on or before July 1, 2026. Potential contractors must be registered in SAM (www.sam.gov ) with a UEI and are visible/verified/certified as SDVOSB in Veterans Small Business Certification (https://search.certifications.sba.gov/ ) at time of submission of their qualifications in order to be considered for an award.

In order to assure compliance with VAAR clauses, 852.219-75 VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (NOV 2022) and 852.219-73 VA Notice to Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses (NOV 2022), all firms submitting a SF 330 for this notice are required to indicate what percentage of the cost of contract performance will be expended on the concerns employees and in which discipline(s) and percentage of cost of contract performance to be expended (and in what disciplines) by any other consultant/subcontractor or otherwise used small or large business entity(s). Any consultant/subcontractor or otherwise business entity(s) used must be identified by name, office location and size/type of business (i.e., SDVOSB, VOSB, 8(a), small, large, etc.). Failure to provide this information will deem the firm’s SF 330 submittal as nonresponsive and preclude further evaluation

All A/E firms are advised that in accordance with VAAR 836.606-71 the total cost of the production and delivery of designs, plans, drawings and specifications shall not exceed six (6) percent of the estimate cost of construction. Other A-E fees are not included in the six (6) percent. Additionally, FAR Clause 52.236-22 (c) - Design Within Funding Limitation, will be applicable to this procurement action.

SCOPE OF SERVICE REQUIRED

620-27-103 Planning, design and construction management to replace roof of building 16 Phase 1, with the appropriate type roofing systems.

Part of the roof replacement phase 1 is to design permanent; fixed fall arrest anchor points (D-ring type anchor points) integrated with the building’s structure to provide minimum code compliant tie-off capability for future roof inspection & maintenance activities. The design shall account for future roof replacement phases and clearly define how phase 1 fixed fall arrest anchor points components will integrate with subsequent phases.

Assessment of the existing lighting protection system shall be executed to determine the requirements for modification, replacement, or new installation as part of roof replacement phase 1. The design shall incorporate all required lighting protection system components associated with phase 1 roof replacement. The design shall account for future roof replacement phases and clearly define how the phase 1 LPS components will integrate with subsequent phases.

Coordination with the State Historical Preservation Office in accordance with the National Historic Preservation Act. Adherence and consideration will be made with the National Environmental Policy Act.

Upon Construction award with utilization of the biddable design package to a General Contractor, Construction Period Services will be provided to support facility engineering and final completion of the project.

Requirements:

1. This project includes review, field investigation and verification for completeness of existing record drawings and other contract documents for preparation of new As-built drawings. Through the Contracting Officer’s Representative (COR), VA shall provide existing record drawings to the AE for review and field verification. Field conditions may not be identical to existing record drawings; therefore, field surveying shall be performed by the AE as needed to prepare new up to date As-built drawings for design purposes.

2. Evaluate the existing roof and gutter conditions and identify logical replacement areas suitable for phased construction and reasonable within the available phase 1 funding.

3. The AE Firm shall provide a survey to identify any possible asbestos hazards in work areas. This evaluation will be done by a qualified NYS licensed Certified Industrial Hygienist (CIH). This task is outlined in the Supplement B document of this solicitation. Monitoring and verification of work shall be provided in the construction period services.

4. Develop a phase 1 design that maximizes the quantity of roof replacement achievable within the available phase 1 funding.

5. Establish phase boundaries that always maintain weather integrity, allow seamless connection to future phases and avoid redundant work or demolish in subsequent phases.

6. Provide construction details addressing transitions between the new and existing roofing system, including flashing, underlayment, drainage and material compatibility.

7. As needed develop phase 1 design for lighting protection system and fixed fall arrest anchor points (D-ring type anchor points). The design shall account for future roof replacement phases and clearly define how the phase 1 design for both systems will integrate with subsequent phases.

8. Provide a design narrative/analysis for each technical discipline (e.g. architectural, mechanical, fire protection, etc.) which describes the intent of each discipline with schematic and/or design development submission.

9. Prepare contract drawings and specifications to address anticipated Asbestos abatement within the renovation work areas by a qualified NYS licensed Certified Industrial Hygienist (CIH) as outlined in supplement B.

10. Project Documents shall include, but not be limited to:

· All required submissions listed in the VA A/E Design Submission Requirements (PG-18-15).

· All deliverables as outlined in the document labeled “Supplement B” that is included in this solicitation (preliminary and construction documents including drawings and specifications).

· Cost estimates for Construction

· Projected Construction schedule

· Site visit reports for design reviews and field investigations.

11. Provide computations and sizing calculations for structural design in accordance with VA guidance documents. For computerized calculations, submit complete and clear documentation of computer programs, interpretation of input/output and description of program procedures.

12. Provide individually packaged drawings for each submission to each unit specified in the “Distribution of A/E Materials” in PG-18-15 Volume C.

13. Coordination with the State Historical Preservation Office in accordance with the National Historic Preservation Act. Adherence and consideration will be made with the National Environmental Policy Act.

14. Contract drawings and specifications will be created and used to create a biddable design package as outlined with the Supplement B attachment.

15. Performance of specified work herein is to comply with all applicable design guides, regulations, procedures and conditions for work at the medical center and any applicable codes as per requirements of all governing agencies within and outside of the VA requirements. Specific relevant VA Design Guides to be consulted during the design phase of the project are listed but not limited to the following:

· PG 18-1 Master Construction Specifications

· PG 18-3 Design and Construction Procedures

· PG 18-4 Standard Details and CAD Standards

· PG 18-10 Design Manuals (by discipline)

· PG-18-15 Minimum Requirements for A/E Submissions

· PG-18-17 Environmental Planning Guidance

16. Provide design services of a CIH for Asbestos, Lead, PCB’s or other hazardous environmental tasks should be required and needed as outlined in Supplement B.

17. All the design work should Comply with the applicable NEC, NFPA Standards, Local Authority requirements with an emphasis on reliability, Safety and operation efficiency and all calculations and reports as outlined in the VA Design Manual.

18. During the Construction Period Services review RFIs and submittals. Conduct Periodic construction site inspection as defined in construction documents, review change orders/contract modifications as needed, develop and perform punch list items in accordance with contract drawings for project close out.

19. During the construction period, provide services of a project monitor for Asbestos which shall include Air monitoring during Construction Period services.

20. Redline markups from the General Contractor will be converted to final as built drawings once they reach the project completion goal.

X. LOCATION

Hudson Valley Healthcare System Montrose

COST RANGE

Estimated Construction Cost Range: Between $250,000 and $500,000

TYPE OF CONTRACT CONTEMPLATED

The Department of Veterans Affairs is contemplating awarding a firm fixed price contract.

DESIGN COMPLETION PERIOD: The Department of Veterans Affairs requires design and contract support services. The A/E shall deliver 100% bid documents in 180 calendar days from the Notice to Proceed (NTP).

SELECTION CRITERIA DESCRIPTIONS

The selection criteria descriptions are provided below.

(1) PROFESSIONAL QUALIFICATIONS NECESSARY FOR SATISFACTORY PERFORMANCE OF REQUIRED SERVICES.

Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record proposed for this project only. Include specific experience and qualifications (i.e., education, training, registration, certifications, overall relevant experience, and longevity with the firm). The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. The lead designer in each discipline must be registered but does not have to be registered in the particular state where the project is located.

(2) SPECIALIZED EXPERIENCE AND TECHNICAL COMPETENCE

Specialized experience and technical competence required for this specific project, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

(3) CAPACITY

This factor evaluates the ability of the firm, given their current projected workload and the availability of their key personnel, to accomplish the possible myriad of design projects in the required time.

The general workload and staffing capacity of the design office will be evaluated.

i. List current projects with a design fee of greater than $20,000 being designed in the firms’ office.

ii. Indicate the firms’ present workload and the availability of the project team (including sub-consultants) for the specified contract performance period;

iii. Describe experience in successfully delivering projects per performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates

(4) PAST PERFORMANCE

VISN2 will evaluate past performance on recent and relevant contracts with government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedules and a record of significant claims against the firm.

i. Recent is defined as performance occurring within five (5) years of the date of this Sources Sought, except those ongoing projects must have begun no less than one (1) year prior to the issuance of this Sources Sought.

ii. Relevancy is defined as performance of work on projects that are similar in scope within a VA hospital setting in relation to the type of projects anticipated under the resultant contracts.

iii. Respondents with no previous past performance shall state this when addressing the selection criteria. Where there is no record of past performance, the proposal will be evaluated neither favorably nor unfavorably. Superior performance ratings on relevant projects may be considered more favorably in the evaluation.

(5) CLAIMS

Record of significant claims against the firm because of improper or incomplete architectural and engineering services.

(6) LOCATION

In the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project

iv. To be rated “ACCEPTABLE” for this evaluation factor, the A/E firm must be within 450 miles from the prime contractor’s main office or official satellite office to the Hudson Valley Healthcare System

v. This distance is determined according to http://maps.google.com/

vi. This factor evaluates the distance the AE firm's design office or official satellite office(s) from the location of work (VA Medical Center). Please provide the address (es) and distance of your closest office to the address listed in iv. above.

(7) REPUTATION

Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness.

(8) SPECIFIC EXPERIENCE AND QUALIFICATIONS

Personnel proposed for assignment to the project and their record of working together as a team. Experience in construction period services to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates shall be included as an evaluation criterion when construction period services is included in the statement of work for A-E services.

(9) RELEVANT VA DESIGN EXPERIENCE

Demonstration of familiarity and implementation of all guidelines and standards associated with such work at the VA.

PLEASE NOTE: The AE Evaluation Board must be provided with complete and accurate information for ALL nine (9) evaluation factors above in order to rank as qualified and eligible firms. Therefore, the AE firm must expand upon, as it deems necessary, on any evaluation factor not well demonstrated or addressed with Part 1A to Part IG and Part II of the SF330. The AE firm shall use Part IH and/or use additional sheets to supplement/address all evaluation factors to clearly demonstrate its qualifications.

LIMITATIONS

852.219-73 VA NOTICE TO TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

(a) Definition. for the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern -

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause.

(2) The term “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).

(b) General.

(1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.

(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

_X_By the end of the base term of the contract or order, and then by the end of each subsequent option period; or

__By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).

SUBMISSION REQUIREMENTS:

Unless paper offers are specifically authorized in an individual solicitation, all responses to solicitations must be submitted electronically as described below. Responses submitted in a paper form are unacceptable. Failure to comply with this requirement may jeopardize the possibility of receiving an award due to noncompliance with the submission requirements.

EMAIL SUBMISSION REQUIREMENTS Interested firms having the capabilities to perform this work must submit: ONE (1) ELECTRONIC SF 330, including Parts I and II, and attachments (if any) to dany.humphreys2@va.gov no later than 5PM, Eastern Standard Time (EST) on April 10, 2026. Submittals received after the date and time identified will not be considered. The submittal will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission. All SF 330 submissions shall be clearly indicated in subject line, displaying the solicitation number and project number and title (abbreviated and shortened is okay). Submission is to be no more than a total of fifty (50) pages (not including PPQ/CPARS); size of emails is not to exceed 10 megabytes (MB). If more than one email is sent, please number emails in subject line as 1 of 2, 2 of 2 etc.

All SF 330 submissions must include the following information either on SF 330 or by accompanying document:

1. Cover Page with Solicitation Number, Project Number and Title

2. Table of Contents

3. Copy of valid state registration for each lead designer

4. Copy of current https://search.certifications.sba.gov/ SDVOSB/VOSB certification

5. DUNS Number

6. Cage Code

7. Tax ID number

8. Email address and Phone number (including the area code) of the Primary Point of Contact.