Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Page 1 of 17 DESCRIPTION: This is a Sources Sought-Pre-Solicitation Notice for the establishment of an Architect-Engineering (A-E) contract with services to be performed at the VA Western New York Hea... Page 1 of 17 DESCRIPTION: This is a Sources Sought-Pre-Solicitation Notice for the establishment of an Architect-Engineering (A-E) contract with services to be performed at the VA Western New York Healthcare System, Batavia VAMC campus, 222 Richmond Drive, Batavia, NY 14020. This requirement is 100% set-aside to Small Disabled Veteran Owned Small Business (SDVOSB) firms. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL; NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330s. The SF-330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, scroll down to locate and click on the SF-330 hyperlink entitled, Architect-Engineer Qualifications. VA intends to award an Architect/Engineer contract for complete design services (preliminary concepts and layouts, program development, investigative services, preparation of contract drawings and specifications, cost estimating services, and construction period services) for the Design Improve Ground Water, Project#528A4-18-203. The area of consideration is restricted to firms with offices and key personnel to be assigned to the design located within a 400-mile radius of the Batavia VAMC site as indicated by a mapquest.com driving directions search from the prime designer s address listed. The address of the prime designer can be the main office address listed in Vetbiz, or a secondary, staffed location with a physical address (no PO Box) It may not be the office of another company or subcontractor. Written questions pertaining to this requirement should be submitted no later than 4:00 PM. Eastern Time, February 6, 2019 Interested firms should submit their current SF-330, Parts I and II, to Rachel.Beason@va.gov. The SF-330s are due no later than 4:00 PM, EDT, February 25, 2019. SCOPE OF WORK: The general scope of this project is to design to improve the ground water infiltration systems at the Batavia VAMC.. GENERAL The Architectural and Engineering Firm (hereafter referred to as A/E) shall provide Part 1, (Design Services), and Part 2 (Construction Period Services) associated with the development of drawings and specifications to Improve Groundwater Infiltration System Design at the VA Western NY Healthcare System (VAWNYHS), Batavia Campus, 222 Richmond Avenue Batavia, NY 14020 (hereafter referred to as Batavia VAMC). These services shall include developing all drawings, phasing/impact on the medical center, and comprehensive construction cost estimate necessary for all required work. The period of performance for part 1 services is 215 days. The A/E is responsible for the development of an independent construction estimate for construction bidding. The A/E shall advise the Contracting Officer (hereafter referred to as CO) in writing if the anticipated cost of the project is considerably different from the government estimate. Access to the VA shall be coordinated through the VA Contracting Officers Representative (VA COR). There are locations on the campus, including but not limited to Building 30, that are very sensitive and the VA COR will have to gain permission for access approximately 1 week in advance. PROJECT DESCRIPTION The Batavia VAMC is requesting design services and preparation of construction documents (drawings, specifications and cost estimates) for construction services to improve the design of the existing groundwater infiltration system for the Women s Center for Hope, Building 30. The existing system was installed in 2015 to control the groundwater elevation at Building 30 to prevent flow of groundwater into the basement. This is necessary because the natural groundwater elevation is above the elevation of the constructed basement floor. The existing system includes an underground pumping system adjacent to Building 30 and a conveyance system consisting of buried pipe which is connected to an infiltration bed located approximately 150 feet southeast of the building. However, the existing infiltration bed is currently not capable of accepting the total volume of groundwater flow from the pumping system. The portion of groundwater that the infiltration bed cannot handle is discharged to the ground surface adjacent to the infiltration field via an overflow pipe. The operation of the overflow on a regular basis is not acceptable because of the accumulation of groundwater at the ground surface. The original design identified the overflow feature as an emergency feature, and, therefore, not intended for routine use. Thus, the purpose of this design improvement project is to increase the ability to accommodate the total discharge volume from the Building 30 pumping system in an environmentally responsible manner that is compliant with all applicable local, state, and federal regulations. The A/E will consider reasonable methods for accomplishing this purpose and review and evaluate them. The A/E will also perform a physical evaluation of the existing infiltration system to determine if there are problems (e.g., siltation or blockage(s) or low permeability) that may have resulted in reduced infiltration below its intended design capacity. The A/E will consider whether expansion of the existing infiltration field or conveyance of a portion or total volume of the pumped groundwater to another location such as the storm the water sewer system (if local, state and federal codes allow) or surface water feature is needed to accommodate the total volume of groundwater discharge. Design Parameters* The A/E will conduct necessary field testing (e.g., infiltrometer) and perform flow rate calculations (e.g., current and design) and computer modeling necessary to support improvements to the groundwater infiltration system design and achieve adequate rates of infiltration into the subsurface infiltration field without resulting in routine system overflow discharge or excessively wet ground surface conditions. Note that previous infiltrometer testing was limited to two infiltrometers within the boundary of the current infiltration field and this may not have been sufficient to properly characterize the subsurface conditions. Thus, the A/E will conduct testing at a sufficient number of locations and to adequately characterize the subsurface conditions and provide an accurate infiltration model. The A/E will evaluate the option to connect the existing pipe conveyance to the City of Batavia (hereafter referred to as the City ) Storm Sewer System, either separate from or in addition to the infiltration field. The A/E will communicate with the City and determine its requirements from VA for such a connection. The A/E will also evaluate conveyance from the underground pumping system to other existing onsite sewers which discharge at the north portion of the VA property. The A/E will evaluate the option to install additional subsurface piping to convey the groundwater from the underground pumping system to the existing pond directly north of the Batavia VAMC campus. VA has previously deeded this pond to the City. Therefore, if this option is selected, then the A/E will assist VA in obtaining permission from the City and regulatory agencies with jurisdiction to discharge the groundwater to the pond. *Note that the A/E will provide VA Facilities Engineering and Environmental Departments with a preliminary design presentation, including specifics associated with above options and any other feasible options to achieve the project purpose. The purpose of this presentation will be for VA to select the desired option for further design development. If no feasible options are presented at that time, the A/E will further identify a feasible option(s). If no feasible options are identified by the A/E, then the VA will have the option to discontinue the project at that time. Recent Projects That Relate to This Project Formerly, a design was performed titled Women s Health Center Groundwater Management to develop a system to manage the groundwater elevation at Building 30 and prevent basement flooding if the existing interior (basement) sump pumps were to fail. The basis for the former design is titled: GROUNDWATER INFILTRATION PLAN FOR Batavia Veteran s Administration Medical Center Women s Mental Health Center Published: February 2015 Prepared By: Fisher Associates FA No.: 104012 The above-referenced plan contains a description of the following; Site conditions; Soils; Groundwater; Infiltration Field; Groundwater Pumping; and Permitting. In addition, the plan contains the following exhibits: Exhibit 1: Soil Map & Descriptions; Exhibit 2: Location Map; Exhibit 3: Infiltration Field Calculations; Exhibit 4: Infiltration field Details; Exhibit 5: Geotechnical Reports; and Exhibit 6: Application Forms. The resulting design included the installation of a groundwater pump station located underground and adjacent to the exterior of the south wall of the Building 30 basement. The pump station is located near the southeast corner of the building near the location of the interior sump pumps. The exterior pumping station consists of a concrete-lined manway accessed at the ground surface via a vault-type cover. It contains two industrial pumps which work in a cyclic manner to maintain groundwater elevations below an elevation set point below the elevation of the basement floor. Under normal conditions, continuous pumping is not needed to maintain the desired groundwater elevation. Typically, when one pump lowers the groundwater to the lower set point, it then shuts off and the other pump turns on after delay and when the groundwater rises to the upper elevation set point. Thus, the pumps cycle back and forth and do not run concurrently or continuously. The interior sump pumps are also controlled with high and low elevation set points and serve as backup if the exterior pumps fail. Groundwater from the exterior pump station (and interior sump pumps if used) is conveyed via underground piping to the infiltration field approximately 150 feet to the southeast. The outside dimensions of the infiltration field are approximately 103 feet in length X 41 feet wide. The subsurface construction of the infiltration field was specified as twelve arched-plastic chambers approximately 16 inches high by 34 inches wide (at base) by 90.7 inches long placed (overlapping) end to end and surrounded by ¾ - 2 inch, clean, crushed, angular stone placed over AASHTO M288 Class 2 non-woven geotextile. The depth specified for installation of the infiltration bed was a minimum of 44 inches and a maximum of 118 inches below ground surface. VA will provide the A/E with drawings showing construction specifications for the existing pump station, conveyance piping, and infiltration field prior to the commencement of the improved design. The A/E will be responsible for the development of design improvements based on the former Women s Health Center Groundwater Management design project and drawings and will update these drawings accordingly. The revised drawings will show the planned maintenance and infrastructure improvements needed to achieve infiltration and/or other conveyance volume needed to adequately control groundwater elevations and prevent the flow of groundwater into the basement of Building 30 without adverse environmental or surface impacts. The A/E shall thoroughly review the above plan and all information therein and identify data gaps and/or the need to obtain further field testing, modeling, or other information to accomplish the above design parameters for the improved design. The A/E shall perform the work accordingly to fill these data gaps and fully support the preparation of the improved design. The A/E shall also review all existing design / bid drawings relating to the construction of the current system. Site Survey Pre-Bid: The A/E will conduct a brief pre-bid site survey of pertinent areas of the campus. This survey will be arranged through the CO. Members of the VA Facilities Engineering and Environmental Departments will accompany the A/E during the pre-bid survey. The A/E will have access to VA s limited design drawings under supervision of the COR. However, the drawings shall not leave the document room unless under supervision or with written permission by the COR. Award: The A/E awarded the project will provide further survey of portion(s) of the campus that are relevant to the improved design of the groundwater design improvements. The additional survey will be coordinated through the VA COR. Buried Utility Survey The AE shall conduct a buried utility survey and document the presence of these systems on the construction documents for any proposed path of underground systems. These systems shall be clearly identified to the construction contractors in the design documents prior to construction bidding. This survey is typically conducted with ground penetrating radar or another approved means. The existing site utilities are NOT well documented on this campus. Design Drawings The A/E will develop design drawings that show the improved groundwater details in AutoCAD format. The A/E will develop and present the drawings for VA review at 30%, 60%, 90% and 100% levels of design as described in further detail in Section C. Scope of Work, Part 1 Services further below. As Built Drawings The AE will generate as-built drawings of the final construction of the final improved groundwater design construction. The existing design drawings that Cannon Design developed for the Women Mental Health Center Groundwater Management Project will be incorporated into the as built drawings where appropriate. Portions of the as-built drawings that are based on the previous design drawings will be identified as such (i.e., based on design not as-built drawings). The A/E will provide the as-built drawings from the improved design construction in AutoCAD and PDF format. SCOPE OF WORK: PART 1 Design Services The A/E scope of work for PART 1 (Design Services) shall include, but is not limited to the following: The A/E shall conduct intense, on-site design sessions/meetings. The A/E team shall work closely with key VA staff to develop the schematic design for the project. The schematic design is an iterative process where the A/E obtains client input, refines the design, and then presents the updated design for client feedback/approval. The Contractor shall assess existing systems for adequacy and incorporate VA comments for their improvement. The A/E shall conduct field investigation as necessary to confirm routing of existing utilities and constructability of the concepts. The goal of the schematic design is to obtain VA approval of a basis of design for the project and finalize, or freeze critical design parameters, including: Plans (functional layouts); Equipment List and Layouts; Construction Estimate; and Design and Construction Schedules. The design shall be based off current codes including but not limited to (as applicable): VA Fire Protection Design Manual (6th Edition or current edition), National Fire Protection Agency, National Electric Code, The Joint Commission, OSHA, American National Standards Institute, American Society of Heating Refrigeration and Air Conditioning Engineers and any other codes. Refer to the VA design guidebook and specification from the Technical Information Library www.cfm.VA.gov/til. The A/E shall perform all hazardous material investigation and analysis if necessary to complete the project. During the Schematic Design process, the A/E shall develop and submit a preliminary construction cost estimate and schedule for all required work. Attend a design meeting at the 30% milestone for the purpose of finalizing/freezing the design basis and program requirement for the project as well as periodically provide the VA with the status of design. The A/E shall provide meeting minutes within 1 week of the meeting to document the outcome. Preliminary Study submission shall include an Executive Summary summarizing recommendations and any options selected by the VA. Report shall also include life safety analysis complete w/NFPA section(s), as applicable. Provide detailed calculations complete with back up documentation for all flow rates, model inputs and design. Design Submission Schedule Within one (1) week of meetings, the A/E shall provide meeting minutes and supporting materials such as functional plans, equipment lists or layouts, and design narratives to document the basis of design, design schedule for Part 1and program approved by the VA at the meeting, as applicable. First Submission: 30% Anticipated work completed including but not limited to; All drawings set up and formatted with proper title block. This can be on 11x17 plans. A simple storyboard of drawings will be sufficient (Please do not print out blank pages, only show the work that you have completed). Schedules set up on plans for equipment. 30% of the new work indicated on the plans. Specification Sections Identified but NOT edited. Only show a list of the spec sections to be used for this project. The AE shall clearly indicate the plan for this design by the 30% submission and if there is an alternative route for the VA to potentially choose. Design Meeting to follow the first submission typically within two weeks. This meeting will discuss the proposed plan and technical content with the VA staff. For the 30% submission provide the following; Storyboard of drawings to be issued. Provide plans that show work completed to date. Specifications sections that will be included in the project NOT complete specification sets. One (1) cost estimate hard copy. One (1) electronic CD with all drawings, specifications and cost estimates. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications. Second Submission: 60% Anticipated work completed including but not limited to; Existing work to be 60% documented on the plans. 60% of the demolition notes on the plans. Schedules set up on plans for equipment. This submission will entail a design review meeting to discuss the progress of the work for the VA staff to provide comments. For the 60% provide the following; One (1) set full size bound drawings. Two (2) set half size bound drawings. One (1) set of Specifications sections edited and hard copy bound. One (1) cost estimate hard copy. One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications. Third Submission: 90% Anticipated work completed including but not limited to; Existing work to be 90% documented on the plans. 90% of the demolition notes on the plans. Schedules set up on plans for equipment. This submission will entail a design review meeting to discuss the progress of the work for the VA staff to provide comments. For the 90% provide the following; One (1) set full size bound drawings. Two (2) set half size bound drawings. One (1) set of Specifications sections edited and hard copy bound. One (1) cost estimate hard copy. One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file, however the VA also requires individual files for drawings and specifications. Fourth Submission: 100% Anticipated work completed including but not limited to; Existing work to be ready to bid for construction. The design firm shall anticipate a 100% design meeting to correct all issues with the final review. Design Meeting to follow the 100% submission typically within two weeks. This meeting will discuss the final plans and technical content with the VA staff. If all issues have NOT been addressed by the 100% from ALL previous design reviews, the AE firm shall re-issue the 100% drawings. The Final APPROVED set shall be labeled BID SET For the 100% provide the following; One (1) set full size bound drawings. Two (2) sets half size bound drawings. Two (2) Sets of Bound Specifications. One (1) cost estimate hard copy. One (1) electronic CD with all drawings, specifications, technical data, surveys and cost estimate. The drawings shall be in both AutoCAD and PDF. The specifications and cost estimates shall be in PDF. A full set of drawings and specifications may be submitted in PDF as one file for drawings and one file for Specifications, however the VA also requires individual files for drawings and specifications. The VA also requests the Auto Cad Files bound electronically as individual files. General Requirements for Part 1 Design Services: The A/E shall conduct, on-site design sessions/meetings for each submission. The A/E team shall work closely with key VA staff to review and refine the schematic design for the project. The A/E shall assess existing systems for adequacy and incorporate Medical Center comments for their improvement. A/E shall conduct field investigation as necessary to confirm routing of existing utilities and constructability of the concepts. All work shall be accomplished in strict accordance with the latest codes and standards. The A/E shall review and include any/all applicable standards and codes, including, but not limited to: Current version of VA Fire Protection Design Manual 6th edition (or current edition), National Fire Protection Agency, National Electric Code, The Joint Commission, OSHA, American National Standards Institute, American Society of Heating Refrigeration and Air Conditioning Engineers and any other codes. Refer to the VA design guidebook and specification from the Technical Information Library www.cfm.VA.gov/til Development of phasing/impact documentation/plan for the construction documents to mitigate impact on the Medical Center. VA Record Drawings will be provided upon the A/E s itemized request. NOTE: Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the A/E responsibility to perform field investigation and verify of the accuracy of the drawings for the actual conditions. Coordination and verification that proposed work. The AE shall conduct a buried utility survey to verify what is located underneath the proposed path of the water mitigation systems. Provide final detailed calculations complete with back up documentation for all designs included. A fire and safety review of the design documents will be conducted by the VISN2 Fire Protection and Safety Engineer. The A/E shall send only the 60%, 90% and 100% design documents for review to (provide one (1) hard copy of full size drawings and one (1) set of specifications): Jeffery Belczak Fire Protection and Safety Engineer VISN 2- VA Healthcare Network Upstate New York 1304 Buckley Road, Suite 303 Syracuse, New York 13212 Tel: (315) 425-4400 x53832 The A/E shall respond in writing to VISN Fire/Safety Inspector after each required submission. The A/E with the VA COR shall develop the 010000 General Conditions section of the project specifications from the VHAWNY standard. Items to be addressed in the general conditions include but are not limited to the following: Project submittal procedures. Notification requirements for rough in, final, and start up inspections. Request procedures for utility shutdown Requirements for weekly meetings and submission of meeting minutes. Submission requirement for employee certification documentation. Daily logs and sign in sheets for Contractors. Work Schedule for Federal Holidays, hours and weekends. The A/E shall also include all NFPA section(s) used to develop drawings. Construction Estimate During the design process the A/E shall develop and submit a comprehensive construction cost estimate and schedule for all required work at each submission. Design Schedule: During the design process the A/E shall develop, submit and periodically update the design schedule for Parts 1. Part 2 Construction Period Services will be developed when the project is awarded for construction and we receive a schedule from the contractor. PART 2 Construction Period Services The A/E s scope of work for PART 2 services shall include, but is not limited to the following: Site Visits - The A/E shall make periodic site visits to the project site and discuss progress. The A/E shall provide a site observation report (meeting minutes) within one (1) week of the walk though. Price shall be based on five (5) site visits, one of which must be a final punch list walk through. Each Site Visit shall be broken down and billed individually. It is anticipated that Two (2) qualified technical professionals will visit the site. This would be the prime AE and their sub-consultant. It is imperative that the AE visit the site during construction and prior to closing the system in the ground, this shall be reflected on ALL Submittal reviews. Construction Meetings Will coincide with site visits between the VA and potentially the contractor. The A/E shall review/comment on all project submittals and RFI s. A/E shall provide a written response to the VA COR for each submittal/RFIs within ten (10) business days. The A/E shall provide cost estimates for any existing conditions and/or unforeseen conditions that result in change orders which shall include labor, material, profit/overhead, etc. The A/E shall produce As-Built drawings from the field markups obtained from the A/E and during periodic field visits and meetings. The as built drawings shall be in CAD and PDF. The AE shall require that the contractor provide red line drawings at the 60% and 90% time in the project for review for accuracy. End of Statement of Work OFFERORS WILL BE EVALUATED ON THE FOLLOWING CRITERIA: The submitted SF-330s will be evaluated on the following criteria: This acquisition will be in accordance with FAR Part 36.602-1 and VAAR Part 836.602-1. The following evaluation criteria will be used to evaluate SF-330 technical proposals: The A/E must demonstrate its qualifications with respect to the published evaluation criteria for all services. Evaluation Criteria (1) through (4) are considered most important and equal among themselves; Criteria (5) and (6) are of slightly less importance than (1) through (4), but are equal value among themselves; Criteria (7) and (8) are the least important and listed in descending order of importance. Specific evaluation criteria include: 1. Specialized experience and technical competence in the type of work required, including, where appropriate, experience in hydrology, water pumping and piping conveyance, energy efficiency, pollution and erosion prevention, waste reduction, and the use of recycled and/or recovered materials. 2. Professional Qualifications necessary for satisfactory performance of required services. 3. Capacity to accomplish the work in the required time. 4. Past Performance on contracts with Government agencies and private industry in terms of cost control, quality of work and compliance with performance schedules. 5. Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team. 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. 7. Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. 8. Record of significant claims against the firm because of improper or incomplete architectural and engineering services. Criterion 1 - Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials. Offerors will be evaluated on specialized experience and technical competence in the performance of services similar to those anticipated under this contract with regard to: Experience with design of groundwater pumping and piping conveyance systems and infiltration fields using appropriate field data and associated computer modeling software. Experience with specialized subsurface infiltrometer installation and testing, and groundwater pumps and level controls; Experience with hydrological studies including groundwater discharge, surface water drainage, and storm sewer connection. Experience interfacing with municipal sewer authorities and state and federal regulatory agencies regarding groundwater and surface water discharge system approvals and permits. Experience in providing detailed pre-construction design drawings and post-construction award services (shop drawing review, as-built drawing and Quality Assurance Plan (QAP) preparation, construction inspection services, and Operating and Maintenance Manuals). Submission requirements: Provide up to five (5) projects completed or substantially completed within the past five (5) years that best illustrate specialized experience of the proposed team in the areas outlined above. Example projects shall note project s square footage. All projects provided in the SF-330 must be completed by the office/branch/regional office/individual team member actually proposed to manage and/or perform work under this contract. To enable verification, firms should include the DUNS number along with each firm name in the SF-330 Part 1, Section F Item 25 Firms from Section C Involved in this Project, block (1). Include a contract number or project identification number in block 21. Include an e-mail address, and phone number for the point of contact in block 23(c). Include in the project description the contract period of performance, award contract value, current contract value, a summary of the work performed that demonstrates relevance to specialized experience as outlined above. If the contractor served as a subcontractor on a project, indicate the value of the work they provided towards the performance of the overall project. If a project was performed by a joint venture, and not all joint venture partners are on the team proposed for this contract, the offeror/team should specifically address the work performed by the joint venture partner offering/teaming on this contract. Likewise, if the offeror/team member worked as a subcontractor on a project, the description should clearly describe the work actually performed by the offeror/team member and the roles and responsibilities of each on the project, rather than the work performed on the project as a whole. If the project description does not clearly delineate the work performed by the entity/entities offering/teaming on this contract, the project could be eliminated from consideration. NOTE: If the Offeror is a joint venture, information should be submitted as a joint venture; however, if there is no information for the joint venture, information should be submitted for either joint venture partner, not to exceed a total of five (5) projects for this criterion. Projects shall be submitted on the SF-330. For submittal purposes, a task order on an IDIQ contract is considered a project, as is a stand-alone contract award. Do not list an IDIQ contract as an example of a completed project. Instead, list relevant completed task orders or stand-alone contract awards that fit within the definition above. Examples of project work submitted that do not conform to this re...