Inactive Total Small Business Set-Aside (FAR 19.5)

This is a Sources Sought only. The VA Palo Alto Health Care System (VAPAHCS) consists of three inpatient facilities located at Palo Alto, Menlo Park, and Livermore, Calif., plus seven outpatient clini... This is a Sources Sought only. The VA Palo Alto Health Care System (VAPAHCS) consists of three inpatient facilities located at Palo Alto, Menlo Park, and Livermore, Calif., plus seven outpatient clinics in San Jose, Fremont, Capitola, Monterey, Stockton, Modesto, and Sonora. These facilities provide some of the world's finest medical care and cutting-edge technology. As part of its Market Research, NCO 21 is issuing this RFI to determine if there exists an adequate number of qualified interested contractors capable of providing the wayfinding/signage services as further described in the draft SOW. The Government may use the responses to this RFI for information and planning purposes. The draft SOW describes only the currently contemplated possible scope of work and may vary from the work scope in a final SOW included in any Request for Quote (RFQ). The anticipated period of performance is a base plus four year option periods. The contractor will be providing services for the VA Palo Alto Healthcare System, thirteen (13) separate locations listed in the Statement of Work. There is no solicitation document as this time. The NAICS is 339950 with Small Business size of 500 people. NOTE: Please ensure that System For Award Management (SAM) (www.sam.gov) indicates this NAICS code if you are interested in the requirement. Only firms seriously interested and truly capable should send their information and/or capability statement and any questions by email to brandy.gastinell@va.gov no later than 8 AM Pacific Time, December 11, 2020. If interested, please provide the following information. Failure to provide the following information completely and accurately may result in a determination that your company is not a viable source: Name of Company Point of Contact Name, phone number, and email address DUNS number Socio-economic status such as Service-Disabled Veteran Owned Small Business, VOSB, Women-Owned Small Business, etc. should be included. SDVOSB/VOSB status will be verified using VetBiz. Capability statements that include the following: Identify geographical areas your company currently services? Approximately how many current employees do you have in the service area(s)? Indicate prior experience for same/similar service in these geographical areas. If the experience is through government contract, please identify the contract number. Identify generally what administrative resources your organization has in the areas identified. For example, identify offices located in the identified region. Explain how your organization can rapidly fulfill the signage and wayfinding requirement described above for the health care system(s) identified. Identify approximately how long on average it would be from receipt of service request to have potential signs completed for the VA Palo Alto Healthcare facilities. Describe what resources your company has to quickly have signage and graphic designs completed by the timeline described in the Statement of Work. Describe experience providing signage and wayfinding design services to the Department of Veterans Affairs (not a minimum requirement, but should be noted) Identify which healthcare system(s) your company is capable/interested in providing the signage and wayfinding service. Identify any COVID-19-related terms and conditions that would need to be addressed in any agreements/contracts. If you will rely on a subcontractor to assist with performance, please clearly identify what functions your company will perform versus those of the subcontractor(s). When responding to the preceding questions, avoid using teaming language, e.g. Team ABC has 20 years of experience or Team ABC has placed 15,000 staff. Clearly identify what functions/experience/resources your company has and will be able to perform independently of a subcontractor. Ambiguous responses that lack clarity will affect the Contracting Officer s ability to determine if your company is a viable source for this requirement. Before responding please carefully read and consider the following: As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html The Service Contract Act will apply. Please see the DRAFT Statement of Work attached for further details. DISCLAIMER This Sources Sought notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this request that is marked proprietary will be handled accordingly. The Government will not compensate an offeror for providing information in response to this sources sought. Furthermore, the Government reserves the right to cancel this requirement at its discretion. This is simply a sources sought notice. STATEMENT OF WORK VA Palo Alto Healthcare Locations (Current 9/2020): Veterans Affairs (VA) Palo Alto Division, 3801 Miranda Ave., Palo Alto, CA 94304 VA Menlo Park Division, 795 Willow Road, Menlo Park, CA 94025 VA Livermore Division, 4951 Arroyo Road, Livermore, CA 94550 VA Capitola Community Based Outpatient Clinic (CBOC), 1350 41st Ave, Suite 102, Capitola CA 95010 VA Fremont CBOC, 39199 Liberty Street, Fremont, CA 94538 VA Modesto CBOC, 1225 Oakdale Road, Modesto, CA 95355 VA Monterey CBOC, 201 9th Street, Marina, CA 93933 VA San Jose CBOC, 5855 Silver Creek Valley Place, San Jose, CA 95138 VA Sonora CBOC, 13663 Mono Way, Sonora, CA 95370 VA Stockton CBOC, 7777 South Freedom Road, French Camp, CA 95231 VA Mountain View Site, 1776 Old Middlefield Way, Mountain View, CA 94043 VA Sunnyvale Research Center, 1080 Innovation Way, Sunnyvale, CA 94089 VA Cooperative Studies Program Coordinating Center, 701 N. Shoreline Blvd., Mountain View, CA 94043 OVERVIEW: Abbreviations & Accronyms VAPAHCS Veterans Affairs Palo Alto Health Care System VA Veterans Affairs BPA Blanket Purchase Agreement CO Contracting Officer COR Contracting Officer Representative DTE Designated Technical Expert CL Contract Liaison AHCSP Authorized Health Care System Personnel IT Information Technology IPT Integrated Project Team PM Project Manager PMP Project Management Plan SOW Statement of Work WBS Work Breakdown Structure TO Task Order INTENT: Is the intent of the Department of Veterans Affairs (VA), VAPAHCS to establish a Single Award BPA for all signage needs on a Cost Per Task Order (CPTO) price structure, for the interior signage, exterior signage, digital signage, artwork graphics and associated wayfinding design to include the storage of product as needed, and supplies to meet the requirement described within this statement of work. Period of performance will be for one (1) base year and four (4) option years with a qualified and experienced vendor. Task or delivery orders shall be issued against the basic contract for building and site way- finding signage. The Contractor is to furnish all material, labor and engineering services necessary to fabricate, store and install signage. Hours of Performance: Installation will be conducted primarily, Monday through Friday, and possibly on weekends, after normal working hours to minimize disruption of patient services. Upon issuance of a task order, the Contractor shall complete all work within the time frames specified in the task order and approved progress schedules. The Contractor shall perform all necessary quality control functions to ensure the work is executed in compliance with the terms of the task order and this contract. General hours are Monday through Friday 7:30 AM to 4:30 PM, unless otherwise specified by VAPAHCS COR/Designated Technical Expert (DTE). Overtime Work - The Contractor may be required to perform during off-duty hours, (weekends, before 7:30am and after 4:30pm, M-F). When this occurs, overtime must be approved by the COR or designated representative prior to performance. Overtime Projects - Some projects may only be performed during non-duty hours due to the changing dynamics of VAPAHCS and to avoid possible disruption to patient care. Overtime work must be first approved and assigned by the Contracting Officer Representative (COR) or designated technical expert (DTE). Federal Holidays (see Appendix A)- The Contractor shall not work on Federal Holidays as observed by the VAPAHCS and any other day specifically declared by the President of the United States to be a Federal holiday. Contracting Officer s Representative (COR): A COR will be assigned to represent the Contracting Officer (CO) in furnishing technical guidance and advice under this contract. The delegation letter will specify the limits of the COR s authority. The letter is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Those matters are the responsibility of the CO and shall not be delegated. GENERAL PROJECT SCOPE: The purpose of this project is to provide for consistent interior signage, exterior signage, digital signage, artwork graphics and wayfinding design services for all mediums across the VAPAHCS network. This is NOT a request for a comprehensive signage replacement project. To safeguard and expand the already implemented signage / wayfinding system, the vendor or team must be able to match the existing system and have significant experience in wayfinding design, interior signage, exterior signage, specialty display-feature walls, electronic active and interactive signage and artwork/graphics for wayfinding purposes. The program shall be coordinated with the VA according to controlled areas, facility demolition, renovation and construction schedules. Requirements Awarded signage contractor shall have the design, fabrication, and installation of fixed building, monument, and site wayfinding signage as its core business purpose. Appropriate professional licenses and certifications will be required in accordance with the contracted work. C-45 license, C-61 / D-42 sign contractor license, PMP, and others as required by industry, federal and state regulations. Signs and their installation shall comply with applicable provisions of the latest edition of the following standards and with requirements of authorities having jurisdiction. Authority Having Jurisdiction ADAAG Americans with Disabilities Act Accessibility Guidelines; US Architectural and Transportation Barriers Compliance Board. International Code Council/American National Standards Institute A117.1- Standard on Accessible and Usable Buildings Facilities. National Fire Protection Association 101 Life Safety Code. Any strategic partnerships (outsourcing) for design, fabrication, or installation shall be fully revealed in the vendor's response. Design, fabrication, and installation services must all be conducted from the vendor (or disclosed partner) established business location in the State of California. The items shall be completely new, and shall not be used, refurbished, or in any other form, including substitutions. Contractor shall not add or substitute any component(s) without prior approval from the COR/VAPAHCS Designated Technical Expert (DTE) Signage shall be LEED compliant per project requirements. Programming sign contractor shall perform all wayfinding & programming. Programming shall include location plan, message schedule, fire/evacuation maps and insert graphics. All programming materials shall be submitted for approval. Signage schedule in manufacturer's format for verification of text/copy. Approval drawings showing materials, construction detail, lay-out, copy, size and mounting methods. Sample of two sign types for verification of materials, color, pattern and overall quality for VA review/approval prior to fabrication Adherence to drawings and requirements indicated Project management must be conducted from an established business location in the Northern California/San Francisco Bay Area within 100 miles from project job site Awarded signage contractor shall prepare and provide a detailed Scope of Work for each project. The finalized Scope of Work shall include the agreed upon pricing, approach, method, format, and timing to complete the project. Awarded signage contractor shall possess a minimum of 5 (five) years of successful experience in the design, fabrication, and installation of fixed building and site signage for Department of Veterans Affairs or Federal Institutional clients. Upon issuance of a task order, the Contractor shall complete all work within the time frames specified in the task order and approved progress schedules. The Contractor shall perform all necessary quality control functions to ensure the work is executed in compliance with the terms of the task order and this contract. Government provided Statement of Requirement (SOR). The price proposal will include breakdowns of labor and materials and shall include hours for each trade category. Contract start-up and completion period The contractor s proposal will determine the time period reasonably necessary to perform all elements of the Task Order to include materials, labor and list of subcontractors. After the contract completion period, within seven (7) days, the Government will conduct a walkthrough of the Contractor s formerly occupied areas. Any discrepancies, damages, and required cleanup will be notified to the Contractor in writing. The Contractor will have 48 hours to resolve the notification(s) from the Government. If the Contractor fails to resolve adequate cleanup or repair of damages, the cost for identified items may be completed by the Government or services procured from a third party, and charges billed to the Contractor. Task order procedures As the need exists for performance under the terms of this contract, the Contracting Officer (CO) will notify the Contractor of a potential performance requirement via email. The COR will submit a project package to the Contracting Officer including a SOR, among other documents. If the project incorporates any additional project items as optional CLINs, the SOR will describe the anticipated details of that aspect of performance including a performance period, consideration of mobilization and/or demobilization activities, progressive flow of renovation activities, and the impact of additional performance on the TO as a whole. The Contractor may be requested to provide price and technical proposals or technical drawings within the last quarter of the fiscal year in anticipation of fall out funds (money which is not yet obligated by the Government, but which is expected to become available prior to fiscal year end). In anticipation of this potential work, and the fast turnaround required at fiscal year- end to secure funds should they become available, the Contractor may be asked to provide a cost and technical proposal at no liability to the Government to award the project. Upon receipt of a SOR the Contractor shall respond to the needs of the Government by scheduling a site visit through the COR, generally three (3) or five (5) days from issuance of the NTP. The site visit will be conducted in the company of the Contractor, COR, the end user or other stake holder at the proposed work site. If specific disciplines are needed at the meeting, other base agencies (fire department, safety, communications, etc.) may also be invited to attend. Note: Any reference to equipment, material, article or patented process by trade name, make or catalog number requested by the Government shall be regarded as establishing a standard of quality only. Contractor will submit questions regarding the project in writing to the CO and COR. An amendment to the SOR will be issued by the CO incorporating any changes to the Scope of Work as determined during the site visit, or as a result of other Contractor questions. Upon establishment of the final scope of the individual requirement, the Contractor shall then prepare a proposal package for submission to the Contracting Officer. See Section 8 for additional instructions on compiling proposal packages. The Contractor shall accomplish their proposal package and return it to the Contracting Officer by the suspense date reflected on the request for proposal. The suspense date will be determined by the CO based on the magnitude, complexity, and urgency of the project; generally, a suspense date of five (5) workdays after the site visit will be determined, taking these factors into consideration. The The CO will then forward the proposal to the COR for review. Upon receipt of the Contractor s proposal, the Government will provide a technical evaluation of the proposal. The Contractor will provide a final price estimate, technical proposal, and Work Breakdown Structure (WBS) based on the negotiated terms. The negotiated price for the proposed project will remain valid for sixty (60) calendar days, unless otherwise negotiated with the Contracting Officer. The Contracting Officer will issue a task order against the contract and will distribute the award to all parties. Project performance will be based on the Contractor s proposed work schedule, in coordination with the end users requirements. Typically, the work will not be complex and will not require a post award meeting, Contract Progress Schedule, or a contract progress report. However, when required, the Contractor, subcontractors, contracting, COR, project manager, and other pertinent officials (i.e. Safety, Security, Environmental Health & Safety) will have a post award meeting to discuss specific issues for the task order. At this meeting the Contractor will provide a schedule and timelines in Microsoft Project format. The Contractor may request a pre-final inspection for the purpose of having the Government assist in identifying potential problems or areas of correction required prior to the final inspection. The Contractor will request the pre-final inspection from the COR and a date will be scheduled. Pre- final inspections will typically include the COR, Contractor personnel), requirements/end user personnel, operations and maintenance personnel, and representatives throughout the installation (fire, safety, security, etc.), as needed. The Contractor will request a final inspection from the COR three (3) working days prior to the desired date of inspection. The Government will have seven (7) working days to inspect the final work and establish acceptance or communicate discrepancies. Prior to final invoicing, the Contractor will provide all as- builds, warranty items and documentation, and all other required documentation as outlined in this Statement of Work. GENERAL SPECIFICA0TIONS Materials Sign face shall be 0.035" (nominal) standard grade, high pressure surface laminate. A painted sign face shall not be acceptable. The substrate shall be Green 209, a natural fiber wood product with SFI certification. The sign shall incorporate balanced construction with the core sandwiched between laminates to prevent warping. An acrylic substrate shall not be acceptable. Laminate on the sign face only shall not be acceptable. Tactile lettering shall be precision machined, raised 1/32", matte PETG and subsurface colored for scratch resistance. Signs shall incorporate a metal accent bar. Bars shall be anodized with a brushed satin finish. Painted bars shall not be acceptable. Sign and backer edge shall be treated with a hot wax seal for moisture integrity. The signage shall utilize a water-based adhesive. The adhesive shall be nonhazardous and shall allow for flexing and deflection of the adhered components due to changes in temperature and moisture without bond failure. All signs shall be provided with appropriate mounting hardware. Hardware shall be finished and architectural in appearance and suitable for the mounting surface. Standard Colors Face/background color shall be standard grade, high pressure laminate, all colors and finishes. Standard tactile colors shall match VA/VAPAHCS and ADA standard color selection. Interior Signage ARCHITECTURAL SYSTEM/ CONTINUUM SYSTEM - General Specifications (Refer to VA/VAPAHCS Approved Standards for Additional Detail): Tactile and Braille Characters raised minimum 0.793 mm (1/32 in). Characters shall be accompanied by Grade 2 Braille where required by ADA. Type Styles: Refer to Drawing Standards for Approved Design Character Height: Comply with ADA regulations and sign standards. ADA Required Symbols (Pictograms): Equivalent written description shall be placed directly below symbol, outside of symbol's background field. Border dimensions of symbol background shall be minimum 150 mm (6 in) high. Finish and Contrast: Signage standards shall refer to VAPAHCS Drawing Standards for Approved Design Mounting Location and Height: Room ID Signs - Mount on wall adjacent to the latch side of the door in accordance with ADA and to avoid door swing / protruding objects. All other signs follow ADA / JCAHO requirements. Aluminum frame is anodized with a minimum of 75% recycled aluminum content. Signs / pockets shall be magnetically mounted into extruded aluminum sign frame. As required, signs shall feature a spring clip loading feature for sign contents. Signs must mechanically fasten to the wall (no adhesive mounting unless special exception in area exists). Vendor responsible for reprint and signage updates per VAPAHCS provided layout Subsurface color and graphics unless required otherwise for American Disabilities Act (ADA). Aluminum Sign Holder: Satin Silver Curve Top Aluminum Sign Holder: Satin Silver - .75 Depth with chamfer profile design Signs must accept elements of various thicknesses up to a ¼ during in field operation. Exterior Signage General Specifications (Refer to VA/VAPAHCS Approved Standards for Additional Detail): All aluminum extrusions MUST contain 75% recycled content. All pylon signs must be supported using two interior steel schedule 40 poles direct buried into concrete footing. Post and Panel minimum sign cabinet depth 3.25 All illuminated signs to have routed aluminum faces. All signs to be component based with changeable faces. All illuminated signs to use GE Tetra Mini LEDS. Style: Asymmetrical Curve Primary Colors: Silver, Black Copy, VA Blue Swoosh Posts: 3 ¾ Radius Black Posts w/ Key Slot Post & Panel Mounting: Direct Burial with above ground concrete pad Pylon Mounting: Direct Burial w/ schedule 40 steel poles. Brick Base to match w/ Limestone Cap. Types of Exterior and Interior signs include but not limited to: Code / Safety regulatory signage: Fire Evacuation Elevator Exit Door Caution / warning Warning ADA Identity Signage: Exterior and interior signage Parking identity, directional and informational/regulatory signage Vehicular and pedestrian directional signage Building monuments Building dedication plaques Room Identification Patient Rooms, Conference Room, Exam Rooms, etc. Department Building Directional / Directory Wayfinding Patient Care Signage Informational Signage (Patient room, Public waiting, etc.) Temporary signage Patient Room informational signage Award plaque