Inactive Veteran-Owned Small Business Set-Aside (specific to Department of Veterans Affairs)

See Attachment 36C24523Q0005_1.

Inactive

SOURCES SOUGHT NOTICE Professional Engineering Services Martinsburg VA Medical Center The Martinsburg VA Medical Center is conducting this Sources Sought to identify contractors who possess capabiliti... SOURCES SOUGHT NOTICE Professional Engineering Services Martinsburg VA Medical Center The Martinsburg VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 236220. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to Phillip.Duba@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than July 22, 2022 at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. PERFORMANCE WORK STATEMENT 1.0. OBJECTIVE The objective of this contract is to provide the Government with the required consultative support services in the area of Construction Program Management and Related Services (CPMRS). The required consultative support services needed to support CPMRS, operations, renovations, and new construction requirements include, but not limited to: pre design phase services, design phase services, procurement phase services, construction services, claims service, and administration services. 2.0. SCOPE The government requires a broad range of professional and technical consultative assistance related to operations, renovation and new construction programs. This includes assistance in the area of management, project engineering, planning, scheduling, design reviews, code compliance, testing, record keeping, quality control, cost control and general oversight of design & construction programs. The contracted employees shall not perform inherently governmental functions as defined in the Office of Federal Procurement Policy (OFPP) Letter 92-1, Inherently Governmental Functions and FAR 7.5, Inherently Governmental Functions. It should also be understood that no government employee will be supervising any contract employee and no contract employee will be supervising any government employee under this contract. Lastly, the contractor shall represent themselves as a contracted employee when engaged in official communications regarding government related program matters. 3.0. TASK AREAS The contractor shall, as directed by the individual task order, support activities related to all or some the following areas described in each of the following task areas. 3.1.0 Task Area 1: PREDESIGN PHASE SERVICES The contractor shall provide pre-design phase support services that include: Design Programs: (3.1.1) Assist government and/or the design programmers in preparing the scopes of the projects. (3.1.2) Assist in identifying the extent of repairs and alterations work required at the facilities, based on thorough investigations of the conditions of the buildings, systems, and an understanding of future uses of the facilities. (3.1.3) Assist in identifying the physical parameters of facilities to satisfy government s current construction needs based on Federal, state and local laws, codes, zoning ordinances, and site configurations. (3.1.4) Assist in identifying and/or developing all costs required for entire design programs; review the programmer's costs and provide comments to the Contracting Officers Representative (COR); and provide other cost information for programs if design programmers are not available. (3.1.5) Review the design programs for "constructability," value engineering, availability of labor and materials, and similar considerations. (3.2) Management Plans. Based on the information and requirements developed in the design programs, and working closely with the COR, and CO as necessary/appropriate to prepare management plans when and as specified for projects. These must establish progress schedules; budgets; identify project participants and their responsibilities; show the relationships between the Government, Architect-Engineer (A E), Lessors when applicable, and the Construction Manager (CM); and describe management controls. (3.3) Schedules. The schedules must show all the major milestones involved in the projects, their relationships, start dates, completion dates and planned durations. These must include allowances for normal delays due to unusual weather and other causes, and to the extent possible, for labor stoppages. After approvals they will be used to monitor project performance. (3.3.1) Budgets. (i) The budgets will account for all funds available and to be made available for the projects, and will identify amounts available for major activities such as predesign, design, construction, procurement, testing, etc. Allowances will also be made for contract modifications and other events. (ii) The budgets will take into consideration anticipated cost increases for labor and materials based on current and historical information. (3.4) Project Organization. All major participants in the projects, whether firms or individuals, will be identified (initially, to the extent they are known; later in complete detail), their responsibilities defined clearly, and the relationships and lines of communications between each identified so that all project participants can determine "who does what" whenever the need for such determinations arise. (3.5) Controls and Procedures. Lines of communications and management controls, showing clearly and simply where authorities are vested and who to turn to when clearances are required for actions, will also be shown. Tasks which require correspondence as opposed to those which can be handled verbally will be clearly identified, as will the parties responsible for preparation of the correspondences, issuance of the verbal directives, etc. (3.6) A E Selections (3.6.1) Based on knowledge of the design programs and the needs of the Government, advise the COR, and CO as necessary/appropriate on the areas of expertise required by the design architects/engineers. (3.6.2) Prepare packages containing pertinent information available on the projects and present them to the successful design firms immediately after selection. Brief the design firms on all aspects of the projects. (3.7) Special Studies. When requested by the COR, and CO as necessary/appropriate as a part of the work orders, perform special studies including but not limited to: Investigations of site zoning ordinance restrictions. Timing for deliveries of materials. Preparation of environmental impact statements. Traffic management studies. Prospectus development studies for new and existing locations. Task Area 2: DESIGN PHASE SERVICES The contractor shall provide design phase support services that include: (3.9) Design Reviews: (3.9.1) Perform design development reviews as required by the Government to verify that the projects are designed in accordance with the approved scope of work, applicable codes, and within the project budget. When requested, participate in the Project reviews of the Project Directives (for establishing construction requirements) and provide professional, administrative, and clerical services to support government during these Project Directive activities. Furnish the COR, and CO as necessary/appropriate with print outs of the comments pertaining to all reviews as made by the various parties. At a minimum the following services are required: Minor Renovation & Alterations (R&A) (less than $500,000): Review concepts/tentative, intermediates, pre finals, and final drawings at least one detailed technical review and one constructability review per submission. Major R&A (more than $500,000): Review concepts/tentative, intermediates, pre finals, and final drawings at least one detailed technical review and one constructability review per submission. New Construction Projects: Review completed concept/design intent drawings at approximately the 35% point. Review intermediate drawings at approximately the 70% point. Review pre final drawings at the 95% point. Review final working drawings at the 100% point. Perform a minimum of one detailed technical review and one constructability review per submission. Pre printing Reviews: The final working drawings for each type project shall be reviewed by the CM for completeness and accuracy before printing is accomplished by the Government. Complexity/Extent of Reviews: All submissions must be prepared accurately, correctly, and with professional grade quality. Submissions containing errors in calculations, grammatical errors, mistakes in formats or other qualitative deficiencies are unacceptable. Comments: Provide comments to the COR, and CO as necessary/appropriate, in writing, relative to all reviews for each design project. Additional Reviews: The Government reserves the right to require additional reviews. (3.9.2) Provide input to the A Es on constructability, review A E schedules and budgets, and submit comments to the COR, and CO as necessary/appropriate regarding feasibility. (3.9.3) Advise the COR, and CO as necessary/appropriate and A Es on the availability of long lead time items. (3.9.) Licensed Fire Protection Engineer shall perform design reviews of sprinkler systems, fire alarm systems, egress (safety) requirements, and will be responsible to ensure that designs of these systems and elements comply with National Fire Protection Association (NFPA) requirements. The CM shall schedule and fully coordinate these reviews, obtain and distribute review documents (the plans and specifications), and secure any other data needed for the reviews. (3.9.5) Verify that the completed designs comply with government standards and with the scopes of work identified for the projects. Notify the COR, and CO as necessary/appropriate of any conflicts in the designs which cannot be resolved with the A Es. (3.9.6) Expeditiously analyze any shop and working drawings and advise the A Es on availability of labor and materials. (3.9.7) Collect comments from all reviewing parties and consolidate into summaries (this will generally be limited to CM, and occupant agencies). Transmit summaries together with all comments to the COR, and CO as necessary/appropriate. Include recommendations regarding approvals of design phase submissions. (3.9.8) Provide timely advice to the A Es on cost reducing alternatives which can be employed without impairing the overall quality level of the projects and participate in all Value Engineering workshops. (3.9.9) Advise the A Es of any defects, conflicts, ambiguities, discrepancies, or lack of clarity in contract documents, including the use of proprietary materials or processes. (3.9.10) Ensure that all construction work, including all anticipated general condition items and alternate bid quantities are incorporated in the construction contracts. Advise the A Es of any omitted portions of the drawings and specifications, which must include current Federal contract performance language, standards, and clauses. (3.10.0) Cost Estimates: (3.10.1) Advise A Es whenever cost estimates are due and advise the COR, and CO as necessary/appropriate if any A Es fail to submit any of the required cost estimates on time. (3.10.2) Review all AE cost estimates to ensure that they are accurate and that the projects can be completed within the funds available. (3.11.0) Cost Control and Reporting: (3.11.1) Monitor the status of the budgets for the entire projects including Redesign, design, construction, CM costs, and any other project associated costs. (3.11.2) Update all budgeted cost categories as necessary to maintain an accurate cost picture for the projects. (3.11.3) Provide monthly reports to the COR, and CO as necessary/appropriate comparing the project budgets with current obligations, disbursements, and cost projections for completing the projects. (3.11.) Advise the COR, and CO as necessary/appropriate immediately whenever a cost category estimate is tending to exceed the funds budgeted. (3.12.0) Schedules: (3.12.1) Within 15 calendar days after the issuance of a basic Work Order for each project, submit to the COR, and CO as necessary/appropriate a system for effectively planning and reporting on the status of each project to ensure completion within the approved schedules. The system shall include computer generated reports and master Critical Path Method (CPM) milestones appropriate for the projects as mutually determined by the CM and the COR, and CO as necessary/appropriate. (3.12.2) The initial design schedules, to include all AE activities, will be prepared by the A Es and incorporated into the master schedules by the CM, subject to the approval of the AE schedules by the COR, and CO as necessary/appropriate. The CM shall submit recommendations for acceptance or rejection of A Es schedules to the COR, and CO as necessary/appropriate. (3.12.3) The master schedule shall identify activities, scheduling, and show relationships between activities such as "develop concepts, approve concepts, issue invitation for bids," and similar milestone activities, "construction" can be a single activity. (3.12.4) Work with the parties involved to update the master schedules monthly (or as required) and submit approved revisions to the COR, and CO as necessary/appropriate not later than the 7th calendar day of each month. As necessary, notify the COR, and CO as necessary/appropriate and insert explanations to clarify changes from the original scheduling of activities to ensure that all parties have complete understandings of all activities to be accomplished. (3.12.5) Provide weekly reports to the COR, and CO as necessary/appropriate on the status of designs; reports should not exceed one page. (3.13.0) Documentation and Meetings: (3.13.1) Schedule and participate in periodic meetings with the A Es, other firms, and individuals involved with the projects for the purpose of discussing procedures, progress, problems, scheduling and other pertinent matters. (3.13.2) The CM shall document the results of all reviews. The CM will also take minutes of all meetings and provide copies of written reports to the COR, and CO as necessary/appropriate and all attendees within 7 calendar days. Such minutes/reports shall be fully descriptive of issues, problems, decisions, etc. (3.14.0) Problems: (3.14.1) Advise the COR, and CO as necessary/appropriate immediately of any problems which are outside the responsibilities of the CM as specified in this contract and individual Work Orders. Suggest resolutions for such problems, upon request by the COR, and CO as necessary/appropriate. (3.14.2) Advise the COR, and CO as necessary/appropriate of any disagreements with A Es which cannot be resolved by the CM. Make recommendations concerning cost controls, scheduling, levels of effort, and maintaining the approved completion time allocations for submissions and completion of the projects. (3.14.3) Advise the COR, and CO as necessary/appropriate of any potential delays in completion of any aspects of the designs; provide recommendations for actions to be taken to keep the projects on schedule. (3.15.0) Changes: (3.15.1) Review all requests for changes in AE contracts. Submit analyses of the requests and recommended courses of action to the COR, and CO as necessary/appropriate. (3.15.2) Review all requests and recommendations for changes to the scopes of the projects, and submit to the COR, and CO as necessary/appropriate analyses of the effects on the current project scopes, schedules, cost controls, levels of effort, and maintaining the approved completion times allocated for submissions and completion of all work to the COR, and CO as necessary/appropriate, together with recommended actions and supporting rationale. (3.15.3) Recommend changes to project requirements when essential to constructability or other reasons. 3.16.0 Task Area 3: PROCUREMENT PHASE SERVICES The contractor shall provide procurement support service that include: When required in individual Work Orders, procurement of the A E(s) and/or the Construction Contract(s) shall be carried out, at the sole option of the Project Contracting Officer (CO), in accordance with the Federal Acquisition Regulation (FAR) procedures in effect while the Procurement Phase activities/services are being performed. In this regard, the CM shall consult directly with the CO as necessary to ensure full compliance with all procurement statutes, policies, regulations, and procedures. When ordered, the completion of each of the below items shall be a deliverable subject to both the approval of the CO. The timing of these activities shall be mutually arranged between the CM and the Government. 3.16.1 Prepare and transmit draft and final FedBizOpps announcements to the CO. 3.16.2 The Government shall be responsible for printing and reproduction of procurement documents that will be mailed to potential bidders. The CM shall be responsible for helping to facilitate the distribution of these documents as necessary. 3.16.3 The CM will be responsible for assembling and providing the documents identified below in paragraphs d, e, and f in draft, final draft, a master original, and a camera ready copy. 3.16.4 Prepare, assemble, and submit to the CO for approval the Pre-invitation. 3.16.5 Prepare, assemble, and submit to the CO for approval the solicitation packages. 3.16.6 Prepare, assemble, and submit to the CO for approval any solicitation amendment(s) packages. 3.16.7 Carry out an active program to stimulate competition among the construction industry to generate the maximum number of responses possible to solicitations issued. 3.16.8 Participate with the CO in pre-bid conferences with prospective bidders for the construction contracts. 3.16.9 Review all bids, bidder qualifications, and financial reports and provide recommendations to the CO regarding awards of the construction contracts. 3.16.10 Participate in conferences and other meetings as requested. 3.17.0 Task Area 4: CONSTRUCTION PHASE SERVICES The contractor shall provide construction phase support service that include: The CM shall provide construction phase services when requested by the COR, and CO as necessary/appropriate which may include, but not be limited to, the services set forth below. The CM shall promptly submit all records relative to the construction phase to the Government for filing and retention. 3.17.1 Set up job files, working folders, and record keeping systems to be used on the projects. Maintain logically organized construction files, and record all incoming and outgoing communications. 13.17.2 Maintain logs for registering receipt of required submittals, posting dates received and actions taken. Monitor the submittal process to ensure timely submissions, approvals of shop drawings, approvals of samples of materials, other submittals, and provide photographs of the different phases of construction not less often than once every two weeks to support submittals, or as instructed by the COR, and CO as necessary/appropriate. Notify, in writing, the parties delaying any submittals. 13.17.3 Progress and Final Photographs: Provide for each building, structure or space under contract for renovation or construction. 13.17.4 Maintain computerized financial records and budgetary information on the construction projects, listing in spread sheet format all obligations, actual disbursements and potential expenditures. Maintain current the complete budget status on the projects. Report to the Government not less than monthly on the status and projected final costs of the projects. 3.17.5 Schedule and conduct weekly progress meetings with all concerned parties to review the projects, discuss problems and resolve issues as necessary. 3.17.6 Arrange for and participate in the pre construction conferences. The CM will also take minutes of these meetings and provide copies of written reports to the COR, and CO as necessary/appropriate and all attendees within 7 calendar days. Such minutes/reports shall be fully descriptive of issues, problems, decisions, etc. 3.17.7 Prepare any special reports that may be required by the COR, and CO as necessary/appropriate. 3.17.8 Inform the COR, and CO as necessary/appropriate on the progress of construction work and any activities that affect the Buildings Management or occupant agency personnel. 3.17.9 Review and provide recommendations on the construction progress schedules. Monitor construction progress. If progress falls behind the established schedules, recommend appropriate actions to the COR, and CO as necessary/appropriate. Annotate the progress schedules on a monthly frequency showing actual progress achieved and any delays in the schedules. 3.17.10 Provide for various on going services as follows: Cost estimating. Assistance in obtaining and/or tracking permits. Hazardous materials assessments. Site logistics reviews. Assistance in obtaining warranties. Claims avoidance. Cost reductions. Coordinate resolutions of punch lists. Occupancy scheduling. (3.17.11) Provide drafting services or sketches as needed to support CADD team for preparation of final working drawings. (3.17.12) Monitor the design clarification process and remind A Es and other parties involved of the need for timely actions. Maintain logs of all clarifications requested. Provide written notifications to those firms requesting design clarifications, inform them of delays that may be caused, and advise the COR, and CO as necessary/appropriate accordingly. 3.17.13 Provide miscellaneous drawings and/or sketches as needed for clarifications or changes. 3.17.14 Perform reviews of shop drawings and submittals as instructed and provided by the COR, and CO as necessary/appropriate. 3.17.15 As Built Drawings. Ensure that the construction contractor maintains at the job sites current and accurate marked sets of working drawing prints and specifications (obtained from the Government during the design phase), per contract requirements. Upon completion of construction, ensure that the marked set of documents and drawings are submitted to the A/Es for preparation of final record documents. 3.17.16 Prepare documentation relating to contract project phases, including scopes of work, schedules of submissions, cost estimating, etc. 3.17.17 Within two (2) working days of notice that a situation or occurrence warranting a change order has arisen, provide written analyses to the COR, and CO as necessary/appropriate addressing recommendations for change orders including all direct costs and potential impacts on project scheduling. For all construction change orders, the CM shall provide a detailed justification concerning any additional construction performance time, from initiation of the change orders through their issuance, procurement of materials, deliveries, installations, and inspections. Relative to any change orders, the CM shall separately address and justify the impact on this contract as to the services affected, levels of effort, and pricing; further, as a part of all such documentation, the CM shall also include time, labor, materials, and cost reduction alternatives for both CM services and the construction work involved. Upon request, assist the COR, and CO as necessary/appropriate in negotiations by providing technical support, prepare the necessary negotiation documentation, and maintain logs of both authorized and disapproved change orders. 3.17.18 Monitor construction contractors' compliance with labor standards provisions and advise the COR, and CO as necessary/appropriate of any noncompliance. 3.17.19 Report on construction contractors' compliance with current safety regulations and standards. 3.17.20 Prepare progress inspection reports, daily logs, and documentation of inspections. Inspect work performed by the general contractors for conformity with the requirements of the construction contracts. 3.17.21 Maintain list(s) of observed defects and omissions. Provide copies of the list(s) to the construction contractors and the COR, and CO as necessary/appropriate, and whenever changes are made to the list(s), provide copies of those changes to the construction contractors and the COR, and CO as necessary/appropriate. 3.17.22 Inspect materials and/or workmanship to ensure compliance with all construction requirements. Where defects may be covered by ensuing work, the CM will arrange for additional reviews by the Government before the construction work proceeds. 3.17.23 Recommend rejections of materials and/or workmanship not conforming to contract requirements. Provide written analyses supporting any such rejections. 3.17.24 Review all requests for payments submitted by the construction contractors. In all cases, submit recommendations concerning approvals to the COR, and CO as necessary/appropriate within 3 calendar days of dates payment requests are received. 3.17.25 Review all pay vouchers submitted by construction contractors in accordance with Davis Bacon Act requirements. In all cases, review, verify, and report the results to the COR, and CO as necessary/appropriate within 3 calendar days. 3.18.0 Task Area 5: POST CONSTRUCTION CLAIMS SERVICES (PCCS) The contractor shall provide post construction support services that include: Keep the Government informed of potential disputes. The CM shall review nonconformance issues and claims from the construction contractor(s), and render all assistance which the Government may require, including furnishing reports with supporting information necessary to resolve disputes or defend against claims. The CM may be requested to assist in preparing and assembling appeal files, participate in meetings or negotiations with claimants, appear in legal proceedings, and provide other appropriate assistance. 3.19.0 Task Area 6: TECHNICAL AND ADMINISTRATION SERVICES The contractor shall provide technical and administration support services that include: Biomed, logistics and other related hospital specialty expertise. Administrative capabilities in the arena of engineering and construction program organization, management, information technology application and coordination. 4.0. KEY PERSONNEL Construction Management contractor shall assign a Program Manager (PM) and an Alternate Program Manager (APM) to oversee all aspects of the contract. These managers shall report to the COR, and CO as necessary/appropriate. The COR, and CO as necessary/appropriate will provide the contractor PM/APM instructions of what is needed for each task, and it will be the PM/APM responsibility to ensure all contract employees adhere to terms and conditions of the Construction Management and Related services contract and its orders. The PM/APM shall have full authority to commit the contractor on matters concerning the contract, etc., and they will be the contractor's authorized point of contact with the CO and be the supervisor for contractor employees assigned to the contract. Note: A copy of each contract employee s certified timecard shall be electronically provided via email or hard copy to the COR for each pay period from the Program Manager/Company. Contractor shall provide a brief one paragraph synopsis of the PM and the APM, as well as the resumes of initial team of contract professionals (see list of required disciplines below) anticipated to be assigned in support of the initial two (2) CM Task Orders. Note: Contractor shall be aware that resource requirements may fluctuate throughout the life of this contract and therefore the contractor shall be prepared to adjust resources based on VA construction program requirements. In order to maintain consistency of workload and coordination, current contracted staff under existing contract have a right of first refusal. 5.0. POSITION QUALIFICATIONS The contractor shall provide subject matter support services that meet or exceed the qualification(s) as defined below in performance of the services anticipated per this Performance of Work Statement. Project Consultant Education: Bachelor s Degree in Engineering or Architecture from an accredited University. Educational requirement may be substituted by 14 years of directly related experience. Professional Experience: 10 years of experience as senior manager or technical advisor in field of construction programs including but not limited to the disciplines of architecture and engineering related to facilities (i.e., buildings and structures). Professional experience should also include strong knowledge of construction documents, as well as superior management and communication skills. Functional Responsibility: Provides project and/or construction management senior advisory support for complex programs or projects. Provides consultation in regard to business, technical and personnel management involving multi-disciplinary and diverse functional activities. Is responsible for the overall management, in terms of technical quality, cost, schedule of A/E designs via the COR. Sr. Construction/Project Manager Education: Bachelor s Degree in Construction Management, Engineering or Architecture from an accredited University. Educational requirement may be substituted by 14 years of directly related experience. Professional Experience: 10 years of experience in management of facility construction projects including supervision of engineering, design and construction, schedule control, cost management and program budgeting, and overall project management activities. Professional experience should include strong knowledge of construction documents, as well as superior management and communication skills. Functional Responsibility: Senior leadership and mentorship. Also, provides project and/or construction consultation of a single major program or project or multiple projects. Provides consultation in regard to business, technical and personnel management involving multi-disciplinary and diverse functional activities. Is responsible to provide information to the COR in terms of technical quality, cost and schedule. Maintains daily progress reports and inspection reports. Leads the inspection and quality ass...