A-E Services for Indian Healthcare Facilities for OKC Area Office

The Oklahoma City Area Indian Health Service, Office of Environmental Health and Engineering, seeks qualification statements of Architect-Engineer (A-E) firms to provide professional design services for various projects. Qualification Statements submitted in response to this notice must be received no later than November 9, 2010 and will be used to select the highest qualified A-E firm. The selected A-E firm will then be asked to propose various rates for the eventual award of an Indefinite Delivery - Indefinite Quantity (IDIQ) contract. Individual projects under the IDIQ contract will be negotiated and awarded on separate delivery orders issued after a firm fixed-price is agreed to by both parties based on various applicable rates in the basic IDIQ contract.



Professional services include planning, design and related A-E services including construction contract administration, and post-construction contract services for various federal and tribal health facilities and support facilities located in Oklahoma and Kansas. Health care facilities include hospitals, health care clinics and dental clinics, as well as their support facilities and associated infrastructure. Buildings range in size from 1,000 square feet to over 111,000 square feet. Under this potential contract, IHS plans to conduct projects to perform major maintenance, periodic repair of building components, and facility improvements.



The work will primarily involve requirements for federally operated Indian Health facilities at or near the following localities but may be at any location the Oklahoma City Area Indian Health Service is responsible for:



Anadarko, OK Claremore, OK

Clinton, OK El Reno, OK

Haskell, KS Lawton, OK

Pawhuska, OK Pawnee, OK

Watonga, OK Wewoka, OK



Additional project needs may occasionally be identified at tribally operated health facilities. There are several of these facilities throughout Oklahoma and one in Texas.



The resultant IDIQ contract will contain negotiated rates to be used to establish firm fixed-prices for delivery order projects and be for a base period of one year from the date of award with four one-year options that may be exercised at the Governments discretion. IHS anticipates awarding a contract to a single A-E firm under this IDIQ requirement.





Required A-E Services



Services that would be required under individual delivery orders include, but are not limited to, the following:



a. Evaluations, Assessments, and Planning Services: facility condition assessments; site development feasibility studies; conceptual designs; cost estimating; space planning and space efficiency studies; energy modeling and investment-grade energy feasibilities studies; building systems evaluations; electrical studies including short-circuit coordination studies and evaluation of power quality problems; pre-design commissioning activities; environmental testing and environmental site assessments; geotechnical and soil investigation and testing; water quality analysis; legal survey work for real property transfers including metes and bounds surveys.



b. Design Services: development of design and construction documents (i.e. drawings, specifications) and associated engineering work in accordance with the most current Indian Health Service Architect/Engineer (A/E) Design Guide.



c. Construction Contract Administration and other A-E related services: participating in pre-construction conferences; responding to construction contractor requests for information (RFIs); reviewing construction submittals and shop drawings; performing construction inspections and preparing field observation reports; advising the project officer regarding deficiencies and actions required or recommended; preparing supplementary drawings or revision drawings; managing document versions and revisions; reviewing contract modification proposals; and, reviewing contractor progress payment requests.



d. Post-Construction Contract Services: commissioning; preparing operation and maintenance manuals; preparing conformed-set drawings; preparing record drawings and as-built drawings; issuing certificates of completion (often required to be prepared and signed by a registered professional engineer); providing training on proper operation, maintenance of equipment, support for building automation, and systems troubleshooting (IHS provides support to tribal utility departments and may identify needs to provide training and troubleshooting of sanitation systems through this contract.)



e. Integrate Sustainable Features: To the maximum extent possible these scope items shall integrate or include sustainability features that will reduce the energy usage, water usage, reduce emissions, divert solid waste, reduce consumption of toxic materials and chemicals, increase organic waste diversion, ensure retrofitting and renovation promotes buildings long term viability, and other sustainable enhancements.

We estimate there will be 4 8 task orders during the first year with the most common cost magnitude per task order ranging from $25k-$100k. Although it is required that the A-E firm be able to provide the full scope of required services, (a) the Evaluations, Assessments, and Planning Services and (b) Design Services will likely be utilized the most frequently.





A-E Qualification Statement Submission Form and Format



Interested firms must prepare and submit an original plus five (5) copies (identified as such on the face of each) of a recently completed Standard Form (SF) 330, Architect-Engineer Qualifications, pursuant to the instructions contained on the SF330, to the Contracting Officer no later than November 9, 2010. Copies of SF330 may be photocopies of the original except for the copy number identification on each. Address your submission as follows:



SF330 - 11-161-SOL-00001

Attn: Contracting Officer

IHS Division of Engineering Services - Dallas

1301 Young Street, Suite 1071

Dallas, TX 75202-5433



When completing the SF330, include information on the key team members you would use for projects under this contract, including relevant personnel of sub-consultants and subcontractors. If partnering with another or multiple firms, please submit a single SF330 for the entire team. A fillable-PDF version of the SF330 is an attachment to this Notice. A link to download this form is visible on the right-hand side of the webpage where you are viewing this Notice.



You may submit supplementary information that assists to illustrate your firms ability to meet the evaluation criteria listed below. However, to facilitate review and evaluation, your SF330 submission package should not exceed sixty (60) typed pages unless partnering with additional firms, in which case the maximum pages of your submission may be increased by an additional 10 pages for each additional partnering firm. The submission does not need to be bound. However, if the SF330 package is bound, do not use bulky 2- or 3-ring loose leaf binders for this purpose.



CAUTION: we highly recommend that the actual SF330 be used for your submission, along with any necessary supplemental pages. If you do not use the SF330, your submission must follow the precise format and sequence of the SF330 to facilitate evaluation. SUBMISSIONS THAT DO NOT STRICTLY FOLLOW THE FORMAT OF THE SF330 MAY BE DETERMINED AS NON-RESPONSIVE TO THE REQUIREMENTS OF THIS NOTICE AND NOT EVALUATED FURTHER.



IHS may create a shortlist of A-E respondents from the initial evaluation process for a second evaluation phase that would include a face-to- face interview with the Source Selection Evaluation Board. Respondents will be notified if the Interview Stage will be added to the evaluation process.





A-E Design Services Technical Qualification Evaluation Criteria



The A-E firms submission should adequately address each Evaluation Criterion. All responsive submissions will be evaluated and ranked using the following criteria, listed in descending order of importance:

1. Professional Qualifications and Experience of Nominated Team Members

2. Management Plan and Team Organization

3 Past Performance

4. Corporate Specialized experience

5. Capacity to Accomplish the Work

6. Geographic Proximity



Evaluation Criteria Details



> Professional Qualifications and Experience of Nominated Team Members Relevant qualifications and experience covering the following activities, as related to health facilities and associated structures:



Assessment, Evaluation and Planning Services

Design Services

Integration of Sustainability into Design of Construction and Renovation Project

Construction Contract Administration Support Services

Post-Construction Contract Services



> Management Plan & Team Organization - The degree to which the anticipated management plan and team organization, including degree of principle participation, production coordination, division of work, quality assurance, cost control, and prior experience of the project team as a unit, will meet the overall requirements of the contract.



> Past Performance Past performance on similar contracts with government agencies, tribal agencies, and private industry in terms of cost control, quality of work, and compliance with performance schedules. Past performance documentation should, at a minimum, include a list of comparable projects. Each listed project should include the following.



Owner

Owner contact information

Brief project description

Cost of the project



> Specialized Experience - Extent and quality of relevant specialized experience relating to engineering and architectural assessment of health facilities and the planning, design, construction contract administrative support, post-construction support, and facility maintenance support services relating to small facility renovations, expansions, maintenance, improvement and environmental projects at rural health centers serving Native American and working in a federal context. Examples include, but are not limited to:

Experience working with small communities;

Experience assisting clients in complying with federal environmental protection

rules and laws associated with the National Environmental Protection Act (NEPA);

Experience working in Indian Country or with Indian tribes;

Experience working with LEED or other environmentally sustainable design

principles.

Familiarity with the unique fiduciary responsibilities held by the federal

government.

Experience working with federal agencies.

Experience using the Indian Health Service A&E Design Guide.

Experience designing and constructing Indian Health Service Hospitals and

Health Centers.



> Capacity to Accomplish Work Project teams capacity to perform and respond to a varying and uncertain workload in a timely manner and the stability/solvency of the firm.



> Geographic Proximity Location of offices and staff in the vicinity of potential work sites and the Area Office in Oklahoma City, OK, to increase the efficiency of service delivery and increase availability during delivery order performance. The majority of the work will be for various Indian Health Service operated health care facilities throughout Oklahoma and portions of Kansas.