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

Special Notice *= Required Field Special Notice Page 1 of 18 This request for A-E firm qualifications packages is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns und... Special Notice *= Required Field Special Notice Page 1 of 18 This request for A-E firm qualifications packages is 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) concerns under VAAR 852.219-73, VA Notice of Total Set-Aside for Verified Service-Disabled Veteran-Owned Small Businesses (JAN 2023)(DEVIATION). SUBMISSION CRITERIA/REQUIREMENTS: Interested firms having the capabilities to perform this work must submit: ONE (1) ELECTRONIC SF 330, including Parts I and II, and attachments (if any) electronically to Robert.Ragos@va.gov no later than 3:00 p.m. Eastern Standard Time on September 27, 2024. Also, CC the COR, Josiah Walczuk, at josiah.walczuk@va.gov with your electronic submission. Interested firms are responsible for ensuring electronic delivery of submission by the time and the date specified. It is highly recommended interested firms confirm electronic submissions have been received by the Contracting Specialist. Size limits of e-mails are restricted to 10MB. If more than one email is sent, please number emails in Subjects as 1 of n . (Example: SF330 Submission, #36C24623Q1031_1 AE Renovate SPS Phase 3, Project #652-23-109 (1 of n, 2 of n, etc.). PUBLIC ANNOUNCEMENT FOR PROCUREMENT OF ARCHITECT-ENGINEERING (A/E) SERVICES: This is a request for Standard Form 330, Architect-Engineer Qualifications only. A-E Services are being procured in accordance with the Selection of Architects and Engineers Statute (Public Law 92-582), formerly known as the Brooks Act, and implemented in Federal Acquisition Regulation (FAR) subpart 36.6. All submissions will be evaluated in accordance with the below selection criteria. The Government will not pay, nor reimburse, any costs associated with responding to this request. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work. Any resulting award for the proposed A/E services will be procured under a negotiated Firm-Fixed Price contract. GENERAL INFORMATION: The Department of Veterans Affairs, Richmond Veterans Administration Medical Center (VAMC), is seeking sources and intends to award a firm fixed-price contract for Architect/Engineering (A/E) firm to improve emergency power distribution to operating rooms, ICU headwalls, Emergency Department, and critical patient care area. Services shall include, but are not limited to: Part Ia Preparation of Existing Conditions and Conceptual Design Investigative Services: Preparation of existing conditions plan and conceptual design which includes site investigation of utility and generator plans for structural, mechanical, fire protection, electrical, electronics/security, and environmental/industrial hygiene. Perform project site investigation in accordance with the Site Investigations section of this scope of work. Schematic Design Services: Preparation of a schematic design package, in accordance with Project Scope section, Design Requirements/Submissions , and Attachment A Schematic Design Submission Requirements. Part I Preparation of Contract Drawings and Specifications Design Development: Preparation and submission of interim design development packages for review in accordance with the Design Package Submission Schedule section. Interim design document packages shall contain a complete set of documents as specified in the Design Requirements/Submissions section of this scope of work. The AE shall develop a design necessary to meet the requirements in the Project Scope section of this scope of work. Design shall include at a minimum, the following engineering services: structural, mechanical, fire protection, electrical, electronics/security, and environmental/industrial hygiene. Probable cost estimates provided with the design development packages shall be within the project budget for the interim design package to be approved. Construction Documents: Preparation and submission of construction design document packages in accordance with the Design Package Submission Schedule section. The AE shall finalize the design incorporating comments, directions, and corrections generated during the design development. The finalized design shall meet the requirements in the Project Scope section of this scope of work and have a probable construction cost estimate within the project budget. Part II - Construction Period Services: Review and provide concise direction on all submittals, shop drawings, product data, samples, RFI s, change order proposals, etc. in accordance with Construction Period Services section of this statement of work. Services shall include providing record drawings based on finalized contractor red-line as-builts. Part III - Site Visits: Visit the site at the request of the VA in accordance with section Site Visits in this scope of work. The AE shall respond on site within a two-hour period when requested. A total of 10 site visits during construction shall be included. Each site visit shall be documented through a field report denoting the purpose and results of the site visit. The A/E Services listed herein is being procured in accordance with the Federal Acquisition Regulation (FAR) 36.6 and VAAR 836.6. Potential contractors must be registered in SAM (www.sam.gov) and visible/certified in SBA Veteran Small Business Certification (https://veterans.certify.sba.gov/) at time of submission of their qualifications in order to be considered for an award. As a prospective offeror or bidder for this Service-Disabled Veteran-Owned Small Business (SDVOSB) set aside, you are verifying your company meets the status requirements of a SDVOSB concern as established by VAAR 852.219-73. NOTE - Offerors are referred to 852.219-73(d)(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract. To assure compliance with this clause, all firms submitting a SF330 for this Special Notice are required to indicate what percentage of the cost of contract performance will be expended by the concerns employees and in which discipline(s) and percentage of cost of contract performance to be expended (and in what disciplines) by any other subcontracted or otherwise used small or large business entity(s). Any subcontracted or otherwise business entity(s) used must be identified by name, office location and size/type of business (i.e., SDVOSB, VOSB, 8(a), large, etc.). All submissions will be evaluated in accordance with the evaluation selection criteria as specified herein. The current version of the SF330 can be downloaded through the GSA Forms Library. The web address is http://www.gsa.gov/portal/forms/type/TOP. Scroll down and click on the hyperlink entitled Architect-Engineer Qualifications. Point of Contact: Robby Ragos, Contracting Officer Email: Robert.Ragos@va.gov PROJECT INFORMATION: Project No. 652-24-101 Project Title: Improve Electrical Distribution Richmond VA Medical Center 1201 Broad Brook Blvd Richmond, Virginia 23249 The NAICS Code for this procurement is 541330, Engineering Services, and the applicable Small Business Size Standard is $25.5 million annual revenue. The anticipated award date for the construction phase of the project is to be determined (TBD). The magnitude of construction is predicted to be between $2,000,000 and $5,000,000. The anticipated period of performance for completion of design is 280 calendar days after Notice to Proceed (NTP). An Architect & Engineer (AE) contract will be negotiated for the development of complete construction documents which include working drawings, specifications, reports, and construction period services. The A/E will be given written information; participate in project planning meetings, pre-proposal meeting, and pre-construction meeting as required; communicate with VA personnel via telephone or e-mail; and is expected to coordinate so that the final documents include all requirements in accordance with industry standard practices, VA standards, VA design manuals, and review comments. 2. PROJECT SCOPE 2.1 General Requirements AE is responsible for providing all services necessary for design of this project structural, mechanical, fire protection, electrical, electronics/security, and environmental/industrial hygiene. AE will review needs identified by the Integrated Project Team for the area under consideration for design and provide recommendations. A minimum of three options that address the identified needs will be presented to the VA for review. In addition, the project shall be phased to minimize the impact to the Medical Center and patient care. Prior to submission of Schematic design material, the AE shall meet with the VAMC s COR to discuss proposed phasing requirements for the project. These phasing requirements shall describe the general sequence of the project work, estimated project duration, and what Government constraints will exist that will influence the Contractor's approach to the construction project. The AE shall be responsible for documenting the phasing requirements. The AE shall provide an evaluation, cost estimate, and conceptual plans to determine the feasibility of completing the project within project budget. Disadvantages and advantages will be provided including impacts to patient care/medical center operations and order of magnitude cost estimates (with cost of patient care factored into the economy/feasibility). At the 95% design submission, the AE shall finalize a construction plan showing temporary conditions for construction, per phase, to ensure general conditions, life safety and infection control requirements are designed, identified, and specified including: Infection Control Risk Assessment (ICRA) classification sheet on construction plan, denoting: Requirements for how negative the space must be maintained (in inches of water) Requirements for negative air monitoring and alarming Negative air achievement during construction by capping all HVAC ducts in the area. Denote all existing rated barriers (vertical and horizontal) and identify requirements for demolition of existing systems and installation of new systems in or through these barriers (patch and fill requirements and timeframes after demo) Denote temporary construction barrier wall and construction entry door/frame types and ratings for separation of construction areas to other areas (all barriers between construction areas and other areas shall be maintained with a minimum of a one-hour fire barrier until final installation of ceiling and sprinkler system). All temporary construction barriers shall be finished immediately upon installation and the finishes shall mirror and be cohesive with surrounding areas. Identify requirements for all fire protection systems during construction: will sprinklers, smoke detectors, pull stations, etc. remain active? fire watch required? will a heat detection system be installed due to a compromised fire protection system? will construction barriers re-route egress or necessitate egress signage change outside of construction space? Identify contractor laydown area, trash, delivery, and pedestrian/construction routes. Identify temporary utilities for contractors use as necessary. Identify utilities/systems passing through construction space or that require bypass during construction to be maintained/bypassed to ensure continuity of services in adjacent areas. Providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling and development of specifications and drawings. Always minimize impacts to continuity of care. Phase construction as required to minimize impacts to continuity of care as the work is being completed. AE shall retain the services of a registered Fire Protection Engineer to design and review the entire project for code compliance. Guidance on Fire Protection Engineer Consultant Services can be found at the following links: http://www.cfm.va.gov/til/ae/fp_engr.doc http://www.cfm.va.gov/til/aeDesSubReq.asp At the 95% design submission phase, the VA will retain the services of a 3rd party registered Fire Protection Engineer to review the design for fire and life safety code compliance in accordance with the latest edition of VHA Directive 7712 Fire Protection Code Reviews of Delegated Construction Projects. The AE shall incorporate all comments into the design prior to finalizing the design. https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=5331 2.2 Specific Requirements The A/E firm shall provide a complete, accurate, and constructable project design that will meet the following objectives: In building 500, conform operating rooms, ICU headwalls, emergency department, and critical patient care areas power distribution with NFPA 99-2024 Chapter 6 and additional applicable NFPA 99-2024 chapters, and NFPA 70-2023 Article 517 code. Install additional power distribution to the affected areas as necessary. The affected areas power shall be fed from at least two independent power sources, a critical branch circuit and normal power branch circuit or a critical branch circuit supplied from a different Automatic Transfer Switch (ATS) from the first critical branch circuit. In the operating rooms and affected areas considered a wet room , power distribution to equipment, receptacles, lighting, etc. shall be from Isolation power panels. Ensure receptacle s quantity and power source in the affected areas are compliant with NFPA 99-2024 6.3.2.2 Review active Richmond VAMC projects that encompass the affected areas. Provide details on the projects that are not in compliance with NFPA 99-2024 and NFPA 70-2023 code. Additional power distribution designed to distribute power from any of building 500 transformer vaults, shall not overload the transformer vaults. Provide requirements and methods in the design to minimize impact to patient care while work is being executed. Electrical outages should be limited to no longer than 8 hours and should be minimized to be as short as possible. 3.0 SITE INVESTIGATIONS 3.1 As-Built Investigations The AE will make site visits as necessary to survey and document all existing conditions. The AE shall make site visits, as required, to determine the existing as-built conditions of areas contained in this project. Information, including drawings and other documentation, provided to the AE shall be used as reference only. Original as-built and historical drawings are available upon request. The AE shall verify all as-built condition related to this project despite the presence of as-built drawings. The AE shall coordinate visits with the COR as assigned at the NTP. The AE shall arrange for and oversee the performance of such investigations necessary for the proper design of the project. AutoCAD background drawings may be provided by the VA upon request and shall be used as reference only. The AE shall field verify every physical aspect that relates to the project using onsite investigation methods (e.g., visual inspections, ground penetrating radar, test pitting, etc.). 3.2 Utility Loading Investigation The AE will conduct onsite metering of utilities that will be utilized as part of the design. This utility loading information will be used to determine the best location for connecting utilities that will not impact current hospital operations once the project is complete and in operation. At a minimum the AE shall investigate the following utilities. 3.2.1 Electrical The AE shall conduct a load analysis of electrical usage at the service vault that is anticipated will be used for electrical power for the final project. This load analysis will be conducted for a minimum of 30 days to determine KWH and KVA loading of the anticipated vault circuit. If after completing the analysis, it is determined that the selected circuit is overloaded, the AE is responsible to select a new circuit and conduct a new load analysis to verify its capacity. This will continue until a suitable circuit is determined. 4.0 DESIGN PACKAGE SUBMISSION SCHEDULE The AE shall submit review packages, so they are received on the day noted in the schedule below. Attachment Tasks/Submissions Schedule Duration Calendar Days Completion Date - Calendar Days after NTP Initial Investigation - Integrated Project Team (IPT) meeting 1 day 14 days A Generate/Submit Schematic (15%) Design (3 options) 35 days 49 days IPT Review 28 days 77 days B Design Development 35% design 28 days 105 days IPT Review 21 days 126 days C Design Development/65% design 28 days 154 days IPT Review 21 days 175 days D Construction Documents/95% design 28 days 203 days IPT Review 21 days 224 days E Construction Documents/100% design 28 days 252 days IPT Review 14 days 266 days F FINAL Construction Bid Documents 14 days 280 days The issuance of the NTP may be performed virtually and will be an introduction of the AE team to the IPT. The IPT will consist of at a minimum, the following members: Engineering (safety, biomed and M&O) OIT Other members of the medical center who have vested interests in the design, compliance, and accreditation for the medical center. The period between the NTP and the initial IPT meeting shall be used for the AE to gather data/information to be well prepared to discuss their design intent and to ensure project requirement/restraints are understood to make a highly productive meeting at the initial IPT meeting. This time shall also be used to gather as-builts and begin investigative services. AE will be required to attend and take minutes at each IPT meeting. Minutes will be submitted electronically to the COR and Contracting Officer within five (5) calendar days of each meeting. AE is responsible for documenting through meeting minutes all comments received at the IPT on-site reviews including but not limited to written, typed, drawing mark-ups, verbal etc. The first five working days of the IPT review time will be for the VA to determine minimum acceptability of the design submission. If the VA finds the design submission to be unacceptable, the AE will be required to resubmit the submission. The VA review time will not be impacted and shall remain the same number of allotted days with the first five working days for the VA to determine acceptability of the design submission. The AE will be responsible for maintaining the overall design completion date and is responsible for making up lost time due to unacceptable design submissions. An incomplete submission is defined as a submission lacking any piece of information outlined in Attachments A F of this SOW, or failure of submission to include a required item as outlined by PG-18-15, Volume C. All documents submitted shall comply with the CAD standards contained within the VA Building Information Model Standards. 5.0 DESIGN REQUIREMENTS/SUBMISSIONS 5.1 General Requirements The AE shall submit complete review package in accordance with the following requirements and guidelines outlined in http://www.cfm.va.gov/til/ae/aesubmin.doc. Please pay specific attention to the schematic, design, and construction submission requirements. As appropriate depending upon the complexity of the design, the AE may elect to delete individual submissions where not required (i.e., Do not address A. Site Development, Landscaping for interior renovation projects) Deliver all design packages in person directly to the COR on the established dates to allow the VA IPT to meet as scheduled. A transmittal letter is required to go to the Contracting Officer on the same day as delivery. Include all information required for each submittal as outlined in Program Guide PG-18-15, Volume C and as outlined in the attachments A F. The program guide is available at the following address: http://www.cfm.va.gov/til/ae/aesubmin.doc. AE shall provide a checklist of all submittals, certifications, tests, and inspections required per drawing and specification section. All designs shall be accomplished in accordance with VA guidelines and specifications, which are available on the Internet at http://www.cfm.va.gov/til/. When the VA doesn t provide guidelines or specifications for a particular design element, other Federal Agency specifications (USACE, NAVFAC, NASA, etc.) or commercially accepted standards shall be utilized. As a minimum, design shall comply with the applicable sections from the following VA standards and guidelines found at the web site above: PG-18-1 Master Construction Specifications PG-18-3 Design & Construction Procedures PG-18-4 Standard Details and CAD Standards PG-18-5 Equipment Guide List PG-18-9 Space Planning Criteria, and VA-Space & Equipment Planning System (VA-SEPS) PG-18-10 Design Manuals PG-18-12 Design Guides PG-18-13 Topic Specific Standards and Criteria (BIM Standard and CAD Legacy Files) PG-18-15 Minimum Requirements for AE Submissions PG-18-17 Environmental Planning Guide H-18-8 Seismic Design Handbook (Seismicity = Low, Risk Category = IV, Site Class = D, Seismic Design Category = C, Component Importance Factor, Ip = 1.5) Special Design Requirements (includes asbestos, commissioning, fire/life safety and physical security) Sustainable Design Requirements Cost Estimating Requirements AE Quality Alerts AE Design Alerts National Fire Protection Association (NFPA) 99 2024 Ed. National Fire Protection Association (NFPA) 70 2023 Ed. 5.2 Cost Estimating The AE shall manage the execution of the project within the VA programmed construction budget. The VA programmed construction budget will not be made known until after design award. The entire AE design team will take ownership of the project construction budget and be an advocate for successful execution of the project within the available funding. The cost estimator s role must be viewed as a critical element of project cost management. Rather than limiting responsibilities to simply reporting costs, the estimator must be an integral part of the design team, continually interacting and providing input to design decisions at every stage of development. 5.2.1 Cost Estimate Objective Cost estimates for the base bid shall be within the VA programed construction budget. If the cost estimate is outside of the construction budget, the AE is responsible for notifying the VA of potential budget issues, providing non-scope impacting recommendations to get estimate within the budgeted construction cost and providing design documents that correspond accordingly. Design submissions with cost estimates outside of the construction budget are grounds for rejecting a design submission. The final construction document submission estimate shall not be greater than the VA programed construction budget and not less the 95% of the VA programed construction budget. 5.2.2 Recapitulation The AE shall provide a recapitulation sheet of the total project (phase by phase as appropriate) listing site work, each new building, each new building addition and each renovated building separately. This document shall precede the summary sheets. A recapitulation sheet will be required for each bid packages (deductive alternates). 5.2.3 Level of Detail The level of detail of the estimate shall be consistent with the degree of completeness of the drawings being submitted. If a construction element is shown, it must be priced; if it is shown in detail, it must be priced in detail. For detailed elements, "lump sum" or "allowance" figures will not be acceptable. Project estimates will include all elements within the contractor s bid such as insurance, bonds, hazardous abatement and any other such items. 5.2.4 Timing of Submission Responsible decisions cannot be made without knowing the associated cost. Cost documentation must be delivered at the same time as other design submissions. The AE is responsible for managing workflow and communications to ensure that this can be accomplished. It is understood that some details may change in the final days preceding a submission. Cost data shall be submitted on the most up to date design information possible, with a narrative of any late developments that will affect cost. 5.3 NOT USED 5.4 VA Information Security Requirements 5.4.1 GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 5.4.2 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 5.4.3 VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures comply with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) In response to a qualify...