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

Sources Sought Notice Sources Sought Notice Page 13 of 13 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 13 SUBJECT* STUDY TO ELIMINATE DISTRICT STEAM AT SYRACUSE VA GENERAL I... Sources Sought Notice Sources Sought Notice Page 13 of 13 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 13 SUBJECT* STUDY TO ELIMINATE DISTRICT STEAM AT SYRACUSE VA GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 13210 SOLICITATION NUMBER* 36C24223R0108 RESPONSE DATE/TIME/ZONE 09-10-2023 10:30 EASTERN TIME, NEW YORK, USA ARCHIVE 90 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE SDVOSBC PRODUCT SERVICE CODE* R499 NAICS CODE* 541330 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 02 800 Irving Ave Bldg 2 Syracuse NY 13212 POINT OF CONTACT* Sandra L Fisher sandra.fisher3@va.gov PLACE OF PERFORMANCE ADDRESS POSTAL CODE COUNTRY ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION The Syracuse VA Medical Center (VAMC) intends to award a Firm Fixed Price 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 of Elimination Stam Feasibility Study. This is a 100% total service disabled veteran owned small business set aside. Project Description and Requirements: The Contractor shall perform an analysis of the existing steam systems served by district steam, the on-site heating hot water boilers and their excess capacity, and available space for additional heating hot water boilers, storage of backup fuel, alternatives to the instantaneous steam domestic water heaters (such as gas-fired and/or heat pump systems), and heat pumps for serving our five co-located hot water and chilled water supplemental heating/cooling stations. The main building (building 1) is approximately 673,021 square feet. Building 16, is a 3,700 square foot facility near building 1 and should also be included in the scope of work. There are forty-nine (49) air handlers and sixteen (16) heating hot water stations in building 1. Seventeen (17) air handlers and ten (10) of the hot water stations are already served by the existing hot water boilers. There is one air handler and one hot water station in building 16, both served by district steam. All air handlers will require humidification systems. The air handlers whose preheat coils are not currently served by the existing hot water boilers and are solely served by district steam shall be connected to a new heating source, such as heating hot water and glycol or electric, as appropriate. There are three (3) steam sterilizers with backup electric steam generators that may need a water treatment system if their electric steam generators are used as the primary source of steam. There is one (1) autoclave served by steam, and it has an electric steam generator as a backup that will need treated water. Two (2) other steam fed equipment, one (1) cage washer, and one (1) steam cleaning wand that are currently served only by district steam, thus will require modifications or replacement. The existing natural gas line from the street to hospital s gas meter is likely insufficiently sized for the proposed increased gas demand, thus it s upgrade shall be included in the schematics and analysis. The Contractor shall develop schematics which will be the basis for their construction cost estimate and Life Cycle Cost Analysis. These schematics would approximate 35% of a complete project design and will be an outline for a possible follow-on Design Development and Construction Document design phases, which may be performed by a different firm. The owner will provide the selected Contractor with a list of equipment schedules (air handlers, heating hot water stations, existing boilers, domestic hot water systems, etc). The owner will also provide historical monthly steam consumption and costs, and the historical demand on the existing heating hot water boilers. The objectives of this project is for the Contractor to provide the following : First Submission: INVESTIGATIVE & FEASIBILITY. This submission shall be submitted to the Contracting Officer thirty (75) calendar days after receipt of the Notice to Proceed (NTP). This submission includes investigative services and the development of the thermal energy load profiles for the Syracuse VA campus, existing hot water boiler load and capacity, and humidification load. The A/E shall also develop the load profile for the five heating and cooling stations for consideration for use of heat pumps to transfer energy between the loops. The A/E shall show proposed locations of all new equipment and existing equipment served by the proposed concept. The A/E shall perform a preliminary Life Cycle Cost Analysis and provide a written narrative regarding the feasibility of disconnecting from district steam. VA review time is expected to be no more than fourteen (14) calendar days for this First Submission submittal. Second Submission: CONCEPTUAL DESIGN. This submission shall be submitted to the Contracting Officer sixty (75) calendar days after receipt of VA s comments on the first submission. This submission includes a conceptual plan and location for the equipment, such as heating hot water boilers, heat pumps, and low-pressure steam humidification boilers or other humidification alternatives. The plan shall also provide proposed pipe routing from thermal generating equipment to loads (i.e. air handlers, hot water stations, etc). Consider electric steam generators for sterilizers, cage washers, and kitchen steam kettles. The calculated natural gas demand shall be used to determine the size of the gas service. The existing gas main between the building meter and the east side of Irving Avenue is already at capacity, thus the cost of an upgraded gas service shall be included. The A/E shall provide a life-cycle cost analysis based on the proposed concept. Include estimated campus-wide Greenhouse Gas Emission reductions due to the proposed concept compared to the current sources of energy. The A/E shall consider all comments generated by the first review in their second submission and provide an estimate of probable construction cost and an updated Life Cycle Cost Analysis. VA review time is fourteen (14) calendar days for the Second Submission submittal. Final Submission: Final feasibility study narrative and Life Cycle Cost Analysis, schematics, and probable construction cost shall be submitted to the Contracting Officer thirty (30) calendar days after receipt of the VA s second submission comments. Provide 2 paper copies of the report. On a DVD, or via ftp site, provide an electronic version in PDF format. OFFERORS WILL BE EVALUATED ON THE FOLLOWING CRITERIA: The following evaluation factors will be used when reviewing submitted SF 330 data and will comprise the basis of information to be used by the Syracuse VAMC for A/E evaluation and selection. The evaluation factors are shown below in descending order of importance (highest importance at the top). Firms submitting SF 330 data for consideration must address each of the following factors in the submitted SF 330: 1. Professional qualifications necessary for satisfactory performance of required services. 2. Specialized experience and technical competence in the type of work required. 3. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work and compliance with performance schedules. 4. Proposed management plan and personnel proposed for assignment to the project and their record of working together as a team. 5. 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. 6. Project control and the capacity to accomplish the work in the required time. 7. Experience and accuracy in estimating construction costs. 8. Miscellaneous experience with and availability of CAD, Revit and other computer applications as well as the inclusion of specialized design elements including interior design, value engineering and life cycle analyses, energy conservation and new energy resources, pollution, waste reduction and the use of recovered materials, environmental and historic preservation and CPM and fast track construction, etc. 9. Awards and Recommendations for Design Excellence 10. Record of significant claims against the firm because of improper of incomplete architectural and engineering services Criterion I - Professional Qualifications Firms will be evaluated on professional qualifications, competence, and experience of the key personnel and technical team in providing services to accomplish the tasks required under this contract. Key personnel are individuals who will have major contract or project management responsibilities and/or will provide unusual or unique expertise. Submission Requirements: The team proposed for this project shall submit and include: Current SDVOSB certification Proof of current professional certifications and licenses for all personnel; provide proof of licensure and license numbers for each. Licensed engineer directly employed by Prime firm is required to stamp all drawings. Prime firm must include the following statement of SDVOSB compliance when submitting the personnel proposed to perform the work under this requirement: I [signatory authority]______________________, [company] __________________ certify that the team proposed to perform under this requirements demonstrates the capability of 50% SDVOSB performance in compliance of 48 CFR 852.219-10. Provide current resumes of ONLY the following people: 1) SDVOSB principal owner 2) Project manager 3) Mechanical Engineer - include lead and whomever will be responsible for majority of design if different 4) Architect - include lead and whomever will be responsible for majority of design if different 5) Lead Structural Engineer 6) Electrical Engineer - include lead and whomever will be responsible for majority of design if different 7) Fire Protection Engineer 8) Any other technical consultant, if applicable If more than the maximum number of resumes is submitted for each key discipline, the Government will only evaluate resumes up to the maximum number authorized in the order submitted per discipline. Resumes of disciplines that are not required, if submitted, will not be considered in the evaluation. 3. Clearly indicate participation of all key personnel in example projects in the SF 330, Part I, Section G Criterion 2 - Specialized Experience Firms 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 healthcare related designs, government designs and construction, construction period services (submittal reviews, inspection services, design related issues, as-built preparation) and specialized HVAC and electrical design for healthcare facilities. Submission requirements: The Offerors relevant technical background and professional experience performing activities of similar scope and complexity as it relates to the Performance Work Statement (PWS) and specifically to the alternatives to district steam shall be evaluated. The RFP respondent shall effectively demonstrate relevant experience and expertise in providing specific guidance; developing Terms of Reference and budgets for feasibility studies, technical assistance, and/or pilot projects; and/or conducting technical, economic, and financial evaluations for analyzing steam and heating hot water distribution systems in hospitals or similar institutions and shall be evaluated on these factors to determine the likelihood that the offeror can successfully perform the contract requirements and the degree of the risk of non-performance. 2. Include a short narrative of what each of the roles will be in this contract for all key personnel requiring resumes per Criterion I. Include their general experiences with renovations in existing multi-story healthcare facilities in urban locations. 3. Provide a maximum of 5 projects completed within the past 3 years that best illustrate specialized experience of the proposed team in the areas required for this project. Provide the team s technical competence in the type of work required with specific emphasis on experience related to work at hospitals and VA Medical Centers. Only completely constructed designs will be considered; do not include designed, but not yet constructed, projects. Clearly indicate the work specifically performed by the team member and the roles and responsibilities of each on the project. Include a contract number or project identification number for each project in addition to an e-mail address and phone number for the point of contact. 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 required for this project and 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. 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. Offeror is also encouraged to use specific examples, as applicable, to illustrate technical capabilities and expertise as it relates to the PWS and developing successful district steam feasibility studies. Proposals, which merely restate the requirement or state that the requirement will be met, without providing supporting rationale, are not sufficient. Offerors who fail to meet the minimum technical requirements of the solicitation will be rated Unacceptable and will be ineligible for award 4. List who or whom will be doing field investigation on this project and their past experience and knowledge of the Syracuse VA Medical Center. Criterion 3 - Previous Experience/Past Performance Firms will be evaluated on past performance with Government agencies and private industry in terms of work quality, compliance with schedules, cost control and stakeholder/customer satisfaction. Evaluating past performance and experience will include information provided in CPARS/ACASS and may include other information provided by the firm, customer inquiries, Government databases, and other information available to the Government including contacts with points of contact in other criteria. Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being rated lower. Submission requirements: Provide a maximum of 5 projects that document prime contractor (SDVOSB) experience on projects awarded within the last 3 years for work in existing medical facilities. Projects are to be similar in size, scope and complexity to this project. Do not include projects designed, but not yet constructed; project experience must include design and construction phase in order to be counted. The following information must be provided for each project listed in the SF 330: 1. Include the name, address, telephone number, and fax number of a customer point of contact (POC) who would have the most detailed information about the A/E's performance. 2. Include project location, award date, original completion date, actual completion date, original contract award amount and the final contract amount. Include names, addresses and phone numbers of all subcontractors used. 3. Submit a completed CPARS/ACASS evaluation for each project under this criterion.. IF A CPARS/ACASS EVALUATION IS NOT AVAILABLE, ensure correct phone numbers and email addresses are provided for the customer point of contact. Completed PPQs should be submitted with your SF 330. Offerors shall not incorporate by reference into their response PPQs or CPARS previously submitted in response to other A/E services procurements. 4. Provide a narrative indicating lessons learned from these projects in both design and construction phases by principals who will be involved with this design that will be helpful or applicable to this design, clearly indicating how these projects are similar in scope, design and complexity to this project. 5. Include information about cost control, quality of work and compliance with performance schedule. Criterion 4 - Proposed Management Plan Firms will be evaluated on the firm s ability to plan for and to manage work under the contract and the firm s capacity to accomplish the work in the required time. General statements of availability/capacity will be considered less favorably than detailed responses. Submission Requirements: 1. If the prime firm is partnering with one or more subcontractors, provide documentation showing these firms and key personnel have worked together as a team on previous projects and their roles. Discuss the history of working relationships with team members. 2. Provide an organization chart for the team and discuss the management plan for this contract and personnel roles in the organization. Describe the ability of the firm to manage, coordinate and work effectively with team members, both internal staff and consultants. Describe why the team is constructed as it is and describe the benefits of such an organization to the Syracuse VAMC. 3. Provide a narrative of how your firm will approach a project of this magnitude. Clearly indicate the approach from the initial contract award to 100% design. 4. Describe the firm s present workload and the availability of the project team (including consultants) for the specified contract performance period. Describe the firm s ability to concurrently perform and manage multiple projects in different locations to meet aggressive schedules, multiple disciplines and the firm s capacity to accomplish multiple projects simultaneously. 5. Describe how prime SDVOSB firm will accomplish 50% of the required work. Include a detailed breakdown of work the prime firm will be accomplishing and the total percentage in relation to the total project. IF THIS IS NOT INCLUDED IN YOUR PACKAGE, IT CAN BE FOUND NON-RESPONSIVE. 6. Describe the role of the proposed team in construction period services. Describe the workload/availability of the key personnel during the anticipated contract performance period and the ability of the firm to provide qualified backup staffing for key personnel to ensure continuity of services. Criterion 5 - Location Evaluation of firms will include consideration of their location within a 300 mile radius to the Syracuse VAMC and demonstrated knowledge of the general geographic area of the anticipated project at the Syracuse VAMC in Syracuse, NY; provided, that the application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the contract, firms will be evaluated on the locations of their office, branch offices or consultants that will be performing the work under this contract. Submission Requirements: 1. Indicate location of the office(s) that will be performing the work, including clearly identifying the main office, branch offices, and offices of key personnel who will have major contract or project management responsibilities for this project, including those performing as subcontractors and consultants to the prime firm. 2. Address the ability of the firm to ensure timely response to requests for on-site support. If the work is to be performed from other than the local area, briefly describe the ability of the Prime firm to forward deploy personnel and how the team would respond to project requirements throughout the life of the contract. Include details for construction period site visits from the following team members to include, but not limited to, civil engineering, structural engineering, architect, fire protection engineering, electrical engineering and mechanical engineering; specifically, and not limited to, submissions on those that will provide location of primary people responsible for onsite field investigations, civil and structural engineers, architects and for anyone else involved with construction period site visit services. Firms are required to submit this onsite response time and how the firm will respond. IF THIS IS NOT RECEIVED, THIS PACKAGE CAN BE FOUND NON-RESPONSIVE. 3. Provide a narrative describing the team s knowledge of the primary geographic areas, primarily Syracuse, NY which will be covered by this contract. Criterion 6 - Project Control Firms will be evaluated on the firm s ability to meet the design schedule. Submission requirements: 1. Provide a proposed plan and preliminary schedule to accomplish the work in the required time of 365 calendar days after NTP is issued. Assume the NTP is issued Oct 2023. 2. Describe the techniques used by the A/E to control the schedule and identify personnel responsible for these functions. Criterion 7 - Estimating Effectiveness Firms will be evaluated on the firm s experience and ability to accurately estimate construction costs. General statements of estimating abilities and estimating effectiveness will be considered less favorably than detailed responses. Submission requirements: 1. Provide the 10 most recently designed and constructed projects estimated and include final construction estimate, construction bid award amount, and % amount of change based on initial bid award. Include only hospital projects in Upstate New York; VA medical center projects will be graded higher. 2. Describe the techniques used by the A/E to control costs and identify personnel responsible for these functions. 3. Clearly indicate who is responsible for quality control/quality assurance of drawings and how that process works with subcontractors. Describe how these components affect construction costs and the ability to estimate construction costs accurately. Criterion 8 - Miscellaneous Experience/Capabilities Firms will be evaluated on the firm s experience and ability to incorporate computer applications, energy initiatives as well as engineering and construction techniques in designs. Submission requirements: 1. Miscellaneous experience with and availability of CAD, Revit, BIM and other computer applications. 2. Describe specialized design elements including interior design, value engineering and life cycle analyses, energy conservation and new energy resources, pollution, waste reduction and the use of recovered materials, environmental and historic preservation and CPM and fast track construction, etc. Criterion 9 Awards and Honors Firms will be evaluated on past awards or Honors they have received. Submission requirements: 1. Identify the type and description of any Awards and Honors the Firm has received. Criterion 10 - Insurance and Litigation Firms will be evaluated on past litigation involvement and significant claims over the past 5 years with the resulting outcomes. Submission requirements: 1. Identify the type and amounts of liability insurance carried and who the provider is. 2. Provide records and any other documentation of substantiated claims highlighting the improper or incomplete engineering services against the firm within the last 5 years with the resulting outcome. The SF 330 shall contain a statement affirming that there are no records of significant claims or other litigation as a result of improper or incomplete architectural and engineering services. SELECTION INTERVIEWS Interviews shall be scheduled with firms slated as the most highly qualified. Firms selected for interviews may be asked to explain or expand on information contained in their SF-330 submittal through a formal interview or a discussion questionnaire as determined by the Contracting Officer. It is anticipated interviews for selection will be conducted in Sep 2023. There is a possibility that interviews may be performed virtually via Microsoft Teams . The area of consideration is restricted to firms with offices and key personnel to be assigned to the designs located within a 300-mile radius of the Syracuse VA Medical Center as measured on google maps using the measure distance feature to the Syracuse VAMC, 800 Irving Ave, Syracuse NY 13210. Demonstrated knowledge of the general geographic area of the anticipated project at the Syracuse VAMC in Syracuse, NY; provided, that the application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the contract, firms will be evaluated on the locations of their office, branch offices or consultants that will be performing the work under this contract. Any Standard Form 330 that does not comply with these requirements will be discarded without review. All Standard Form 330s must comply with several restrictions. The restrictions for the Standard Form 330s are as follows: All Standard Form 330s are to be typed in Times New Roman Font no smaller than point 12 font size with margins of no less than one (1) inch on all sides. In page limits, one (1) page refers to one side of a typed page. Section D Organizational Chart of Proposed Team 1. Limit of one page for this section 2. List all Subcontractors on the organizational chart. Section E Resumes of Key Personnel Proposed for this Contract 1. Limit of one page per resume 2. Limit of 10 resumes total Section F Example Projects Which Best Illustrate Proposed Team s Qualifications for this Contract (Only completely constructed designs will be considered. Do not include designed, but not yet constructed, projects). 1. Limit of one page per project 2. Limit of 5 projects total Section H Additional Information 1. Include Proposed Management Plan and Approach 2. Include discussion of the following evaluation factors: a. Location b. Capacity c. Estimating Effectiveness d. Project Control e. Awards and Recommendations f. Insurance and Litigation 3. Overall limit of five (5) pages for this section Standard Form 330s with appropriate data for this project must be submitted ELECTRONICALLY to the Contracting Officer no later than 11 Sep 2023 1030 am EST . Additionally, 4 hardcopies of the Standard Form 330s along with a CD containing an electronic copy of the Standard Form 330 in *.pdf form must be submitted to the Engineering section ATTN: Mike Arnold and received by no later than 10 September 2023 by 1030 am. EST. NON-COMPLIANCE WITH THIS REQUIREMENT RISKS YOUR PACKAGES AS BEING NON-RESPONSIVE BEING NON-RESPONSIVE This is not a request for proposal. NAICS 541330 applies. Service Disabled Veteran Owned Small business size for this NAICS is $15.5 million. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation will be published on SAM.gov. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).