R799--Life Safety Drawing Maintenance Services Contract

Veterans Health Administration (VHA)Sources Sought Notice to Obtain a qualified vendor to provide Life Safety Drawing Maintenance services for VISN 1

This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought.

The Veterans Health Administration (VHA) is seeking to obtain a qualified vendor to provide Life Safety Drawing Maintenance services for VISN 1 per the general requirements below. The standard shall be of quality; meeting or exceeding those outlined in the general statement of work as described below.

Refer to the Performance Work Statement section below for the requested requirement description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

Please provide:

QUALIFICATION INFORMATION:

Company / Institute Name:

Point of Contact:

Address:

Phone Number:

E-mail Address:

Unique Entity Identifier (UEI) #:

CAGE Code:

A statement as to whether your company is large or small business under the applicable NAICS code according to the appropriate size standard. Also indicate if you are: a non-profit entity, small, disadvantaged business, Section 8(a) small business, woman-owned small business, service-disabled veteran-owned small business, or a HUBZone small business.

PERFORMANCE WORK STATEMENT

This Performance Work Statement (PWS) outlines the services to be rendered based on this BPA.

VAMCs in New England (NCO1) will be able to order services off this BPA.

Separate Task Orders will be made to meet the needs for each participating VAMC, with language and

services customized for each VAMC. The Task Orders will typically be for a year of service per ordering

station each. Should a Task Order s Period of Performance exceed the 5 year BPA, the Task Order s full

term may exceed the expiration date of the BPA.

Pricing shall be firm-fixed price for routine services and based on labor hour and material cost mark-up

for other work. No Task Orders will be awarded without a contractor-submitted quote to the Contracting

Officer (CO). No work shall be done nor moneys committed except by the order of the CO.

Due to the requirements for on-site activities, the contractor shall be required to make physical visits to

the ordering VAMCs when requested at no cost to the VA. The contractor shall be required to make the

visit within 3 days of the request.

Life Safety Drawing Database Management:

The contractor shall provide a software management system for Life Safety Drawings with graphical tools

to store and share engineering drawings, assign space, and report usage among organizational groups, and

track equipment and other physical assets. It shall be a multi-user, multi-tasking system supporting

multiple users in organizations spanning many buildings and sites.

There are three mandatory contractor tasks:

1. Provide access to the system through the Internet.

2. Update and maintain the drawings and the databases.

3. Install software for use of the system provided by the contractor.

1. Internet Access

The software and associated drawings and data shall be hosted on a server computer operated by

contractor. VAMC users access the system through the Internet in an encrypted and protected

environment. The contractor shall maintain the server and provide technical support on an on-going basis

to VAMC users.

The drawing maintenance system consists of numerous modules each with a specific purpose:

- As-Built Module: Stores and makes available as-built drawings, provides drawing mark-ups,

manages revision control, and provides the life safety drawings for the Medical Center.

- Space Module: Manages and reports on detailed allocation and use of space among organizational

entities. This database shall ensure that all space within the Medical Center is accounted for and

allocable to the specific categories required for reporting to VHA for Capital Asset Inventory

(CAI).

- Telecom Module: Manages and tracks physical layout of the Medical Center s telecommunication

network, equipment, and service points.

- Administration Module: Provides for VAMC administration of the system and its modules.

- Documents Module: Organizes and stores all non-CAD drawings in a user-accessible data base

with three levels of search capability: Key work search, advanced search, and query builder

search.

The ordering VAMCs will need up to 20 user accounts each.

The contractor shall maintain the system without interruption on a 24/7 basis and provide unlimited

technical support. Technical support may be limited to normal operating hours. Technical support shall

include telephone calls, fax messages and email. Technical support shall include on-line training, if

requested.

2. Drawing Maintenance

Ongoing additions or renovations require changes to drawings to maintain the integrity of the drawing

database. The VAMC will require that these changes be incorporated in the existing drawings so that the

drawings in the system will be current. The frequency and extent of such changes will depend on

completion of projects and may be unpredictable.

Periodically, the VAMC will send to the contractor drawings and other documentation that indicate the

alterations in certain areas. Typically, these changes will be forwarded as AutoCAD files. The contractor

shall, upon receipt of such documents, consult with VAMC staff and clarify the changes as necessary.

The contractor shall incorporate the changes in the drawings and update the CAI, Space and As-Built

modules. The contractor shall make the changes in drawings in a reasonable amount of time less than

ten (10) business days.

At present, the Documents module consists of over 3,000 drawings. These are electronic files (PDF

format) that have been created from manual drawings, and they are stored along with a database

containing information that defines each drawing. Users can search for these drawings through queries

and share them with other users. VAMC may decide to add more drawings to this library. This task shall

include scanning, extracting the data from each drawing, and loading the drawings and data to the library.

The VAMC may decide to add additional data to the existing CAD drawings. Such additional data may

include life safety components, electrical panels, piping, and shut-off valves.

The VAMC may decide to add additional buildings or suites to the system. The size and locations of these

are not known now. This task shall include making field measurements and sketching out the drawings,

drawing them in CAD, and loading them to the CAI system.

Provide onsite verification of as-built conditions upon request. This shall include verification of the

accuracy of existing life safety drawings in support of Electronic Statement of Conditions efforts by the

Medical Center. This service shall require the additional services of a Fire Protection Engineer (FPE). If

one is not on the contractor s staff, these services shall be contracted by the contractor. The VAMC shall

approve the proposed consultant for these services. The FPE retained to provide these services shall be

licensed to practice in the States where the VAMCs are located.

3. Software Installation

Software for use of the provided storage system shall be available to the VAMC for download and

installation on individual workstations for end users. This software shall be fully licensed for use by the

end users at no additional cost to the VA.

Provide training for end users at least twice a year on-site, demonstrating the use of the online system.

This training should focus on the system Modules in use by the VAMC. The training should last

approximately 2 hours for each session, followed by an additional two hours of specialized training for

the users that are assigned as administrators. This training will be done at no additional cost to the VA.

Other Terms and Conditions

The VA will not provide servers, equipment, or other items needed to perform the required service.

Work done on-site at the ordering VAMC shall be coordinated with the Contracting Officer

Representative (COR) appointed by the CO at that ordering VAMC. Generally, work will be done during

normal business hours (M-F 8-4:30), holidays excluded.

All life safety data involved in this contract is the property of the VA. These files and digital copies of

these files may be obtained by the CO or his designee at no additional cost.