Sources Sought Notice DEPARTMENT OF VETERANS AFFAIRS Network Contracting Office 6 (NCO 6) Sources Sought 36C24625R0042 In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, the Government reserves the right to revise specifications, and refine contract requirements, before the release of any associated solicitation. This is not a Request for Proposals (RFP). OVERVIEW The Department of Veterans Affairs, Network Contracting Office 6 is conducting market research to identify potential sources for Architect-Engineer services to complete the below scope of work. The place of performance will be the hospital campus of the Durham VA Medical Center in Durham, North Carolina, located at 508 Fulton Street Durham NC 27705. Forward all questions to the point of contact identified below. The magnitude of construction for this project is currently between $25,000 to $100,000 but is subject to revision prior to release of a solicitation. The anticipated Period of Performance is 243 calendar days from the Notice to Proceed. BACKGROUND The VAMC in Durham, NC is located on over 17 acres and has multiple buildings. The intent of this project is to fix the below deficiencies: Provide emergency power to Air Handling Unit-65, which is located on the F-Wing roof. Provide emergency power to 3rd floor lab equipment in F-Wing. Provide emergency power to 3rd floor radiology equipment in F-Wing. Evaluate existing emergency lighting in the 3rd floor F-Wing labs, 3rd floor radiology equipment rooms and supporting rooms and design Emergency Power solution to allow for continuous operation during a power outage. SCOPE OF WORK Location of Work: This project location is in Building 1. This work will require appropriate personal protective equipment and proper infection control measures. Work will be phased to minimize disruption to medical center operations. Codes and Standards: This project will meet but is not limited to the following most recent codes and standards. All applicable VA TIL All applicable electrical codes Architect-Engineering Services: Code Analysis - As part of the design the A/E will provide a detailed code analysis (per applicable codes) and comprehensive review of the existing site and determine any required solutions for the following items. A/E is required to provide the design for the scope below even if it is not required by the code. Design Scope A full design will be created by the A/E based the project s goals to provide emergency power to the described areas. The A/E will provide a design to improve the F-Wing 3rd floor found on the Durham VA Medical Campus: Upgrade the electrical system to allow AHU-65 to be powered by the existing emergency power system. A/E shall investigate and determine the power requirement for the unit and its associated equipment such as controls, lighting, etc. Upgrade the electrical system to allow additional Laboratory equipment to be powered by the emergency power system. Upgrade the electrical system to allow 3rd floor radiology equipment to be powered by the emergency power system. Evaluate existing emergency lighting in the 3rd floor labs, 3rd floor radiology equipment and exam rooms, and supporting rooms to be upgraded to allow continuous operation during a power outage by using the emergency power system. A/E shall be responsible for any load study and metering to validate power usage required by the design. Design: Design Deliverables: Part 0 15% Submission, Narrative Report. Prior to the initiation of any detailed design, the A/E shall in conjunction with representatives of the Engineering Department, review documentation, conduct department interviews and tour project areas. Document equipment to be transferred to Emergency Power via project s scope. Provide any options to staff for consideration. Provide cost estimate. Part I - 35% Submission, Schematic Design: The requirements are working drawings at the 35% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 4 half size set of drawings (22 x 34 ) on bond paper, 2 copies of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings(.pdf and AutoCAD) and specifications (.docx and .pdf) on a CD-ROM. Part II - 65% Submission, Design Development: The requirements are working drawings at the 65% stage, marked-up specifications, and a detailed construction cost estimate showing a quantitative survey of all labor and material. Submit 1 full size set of drawings (30 x42 ) on bond paper, 4 half size set of drawings (22 x 34 ) on bond paper, 4 copy of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. Part III - 95% Submission, Pre-Final Documents: The requirements are complete construction drawings showing all details and views, updated detailed cost estimate, and finalized specifications. Submit 1 full size set of drawings (30 x42 ) on bond paper, 4 half size set of drawings (22 x 34 ) on bond paper, 4 copy of the marked-up specifications, 1 copy of the preliminary construction cost estimate, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. Part IV - Final 100% Submission: Provide 1 set of drawings (30 x42 ) on bond paper, 2 sets of half size drawings on bond paper, a set of unbound specifications, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. Part V Construction Documents: Provide 1 set of Sealed drawings (30 x42 ) on bond paper, 2 sets of half size drawings on bond paper, a set of unbound specifications, and an electronic copy of the drawings (.pdf and AutoCAD) and specifications on a CD-ROM. The design deliverables must adhere to the following requirements: Specifications: The project specifications shall be prepared in Microsoft Word by the A/E from the VA Master Specifications. The general format shall include Part 1-General, Part 2-Products, and Part 3-Execution. Part 1 verbiage shall include the general requirements, identify applicable standards, and identify submittals required for a particular specification. This information should be directly related and correspond to a specific submittal number enumerated in the Submittal Register as identified below. Part 2 shall include description of the salient characteristics of the products. Part 3 shall include a description of the methods used to install items of construction. The A/E shall identify all VA Master Specification sections applicable to the project and edit them accordingly to fit the scope of work. If additional specification sections are needed that are not listed in the VA Master Specs, the A/E is responsible to write and edit an appropriate CSI format specification section. Specifications shall be printed on 8 ½ x 11 bond paper using 12pt Times-New-Roman fonts. The A/E shall incorporate into the specifications and its construction site inspection procedures the applicable Infection Control and Dust Control provisions. All other PG-18-15 AE Submission Requirements per the manual. Construction Cost Estimates: The A/E shall prepare Construction Cost Estimates in Microsoft Excel using the CSI 34-division format. The Cost Estimates shall include a copy of the quantity take-offs, breakdown of individual line items that accurately reflect the quantity take-off of the various categories of work involved, unit of measure, quantities, unit cost, overhead, and profit. All cost data shall be taken from the most current version of a recognized industry standard, e.g. Means Estimating Guides. For items that are not in the industry standards, vendor quotes and justification for labor hours shall be provided. Construction Cost Estimates shall be submitted with all design packages and reviewed with the other design drawings and specifications. As part of the cost estimating effort, the A/E shall provide a Schedule of Values such that discrete elements of the Specifications are identified and may be used in negotiations with a proposal bidder. Submittal Register: The A/E shall develop a list of all uniquely identified submittals required by the specifications in Section 1 of each individual specification. This submittal register should be submitted to the COR for approval in Microsoft Excel using the CSI 34-division format. The register should include specification reference, and item to be reviewed/approved and correspond to the Submittal Requirements as identified in the Specification Section addressed in paragraph above. Narratives: Written narratives shall be used as part of each design submission. The narrative should be used to elaborate on and provide an explanation of key design decisions by A/E and/or the VA, objectives, obstacles, alternatives and resolutions, design issues or decisions relating to constructability, and in general to communicate all information relevant to the design submission. Reproduction: The A/E shall be responsible for all reproduction during design. Note that all bid administration activities will be performed by the VA Contracting office. Design Review of each package will not start until a complete package, including hard copies, are received by the VA Engineering Service. Submission Due Dates: Part 0: 15% Narrative Report due: (35 days) 35 Days from NTP VA review (14 days) 49 Days from NTP Part 2: 35% Design Submission due: (35 days) 84 Days from NTP VA Review (21 days) 105 Days from NTP Part 2 - 65% Design Submission due: (45 days) 150 Days from NTP VA Review (28 days) 178 Days from NTP Part III - 95% Design Submission due: (30 days) 208 Days from NTP VA Review (14 days) 222 Days from NTP Part IV - Final 100% Design Documents due: (14 days) 236 Days from NTP Part V Issued For Construction Documents due: (7 days) work243 days from NTP Construction - Provide construction period services which shall include submittal review and as-built preparation. Bidder Site Visit: Participate and facilitate this site visit in conjunction with the Contracting Officer and COR, contractors, and representatives of the Building Committee as needed. At this meeting, potential contractors will walk the site limits to discuss the scope of work. The AE shall also be required to evaluate RFI s resulting from the Bidder Site Visit, in order to clarify project requirements. Pre-Construction Meeting: Participate and facilitate this meeting in conjunction with the Contracting Officer and COR, contractor, and representatives of the Building Committee as needed. At this meeting the staging area and work site rules shall be discussed again with the contractor (these should already be included in the specifications). Contract specifications should require a construction schedule submitted within 14 calendar days from the Notice to Proceed. Submittal Review and Logs: Designer shall prepare and maintain a log of key submittals and of RFIs and provide the same to the Contracting Officer and COR. Reviewed submittals are to be returned within 10 working days to the COR. Designer is fully responsible for review of all submittals, retaining a record copy of submittals for turn over to the owner upon project completion, and communication with the contractor regarding any deficiencies or changes required to the submittals. Response to RFI s: The A/E shall be responsible for evaluating RFI s to determine if a change will be required. The A/E shall then provide recommendations to the Contracting Officer. Within 48 hours, the A/E shall provide in writing the information, clarification or revision material needed to properly answer the RFI and to resolve the issue. The A/E shall include a cost/credit estimate for RFI s which result in a change to contract cost. Construction Change Orders: Designer shall prepare the Statement of Work and Cost estimates (returned within 10 calendar days) as needed. Project Site Visits: The Designer shall be available to meet with the contractor to resolve site issues. The A/E should budget 8 miscellaneous site visits to resolve unforeseen issues. Monthly Progress Meetings: In conjunction with the monthly site inspection, the designer shall hold formal progress meetings with contractor, contracting officer, and COR. At these meetings the agenda shall contain a narrative of work completed the previous month, work upcoming, submittals or RFIs outstanding, schedule update, any special coordination items requiring actions, and discussion of change orders or time extension requests. Minutes of this meeting shall be issued within 3 working days of the meeting. Final Acceptance Testing: The design team shall provide support for final inspection by all licensed engineers involved with the project for the final walk. Project Close Out: Designer shall receive notice of intent for final inspection from the COR, and contractor shall propose a time and place for this to occur in conjunction with the Contracting Officer and the COR. Following the final inspection, the designer shall issue a punch list. Contract documents shall specify that the contractor has 15 calendar days to complete the punch list and notify the designer for re-inspection. Following re-inspection and project acceptance the closeout phase will occur. Record Drawing Submission: Provide 2 updated sets of drawings (30 x42 ) on bond marked as As-built Drawings that include the contractor s mark-ups and also an electronic copy of these updated drawings on CD in DWG and PDF formats. Contractor Evaluation Standards: General: Specialized experience and technical competence in the design of emergency electrical power distribution. Contractor shall meet the requirement of having (5) years of experience with working on similar projects. Professional qualifications necessary for satisfactory performance of required service. The architects and engineers on the firm's staff representing the project or signing/stamping drawings in each discipline must possess a minimum of five (5) years of experience and are required to be licensed, registered, or certified by a US state, the District of Columbia or a US territory. Provide professional license jurisdiction of issue and license numbers and/or proof of licensure. Offer 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. Capacity to accomplish work in the required time. The evaluation will consider the firm s plan and ability to meet the schedule of the overall project, as well as the available capacity of personnel in key disciplines. Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. CPARS data or PPQs (if no CPARS data is available) must be provided for projects submitted under Factor 1 (Specialized Experience). Knowledge of the locality to include specific knowledge of certain local conditions or project site features. Experience in construction period services for projects similar in scope to include professional field inspections during the construction period, review of construction submittals, support in answering requests for information during the construction period, and support of construction contract changes to include drafting statements of work, and cost estimates. Secondary Selection Criterion*: Geographic location. Location of the firm, as measured by the driving distance (miles) between the Offeror s principal business location and Durham North Carolina VA Health Care System 508 Fulton St. Durham, NC 27705 Determination of the mileage will be based on Google Maps (https://www.google.com/maps/dir/). Construction Amount: The project is to be designed within a range between $500,000.00 and $750,000.00. If the base bid cost exceeds budget, the A/E shall redesign or take steps necessary to reduce cost, so the budget limitations are not exceeded. Storage: No storage of any material will be allowed on VA property unless approved by the COR. Payment of stored materials is not permitted. All pay applications will be paid based on competed installations. Period of Performance: Vendor shall complete this project NLT than 243 days after issue of notice to proceed (NTP). Hours of Operation: Services shall be performed during VA working 1st shift and after hours when necessary for site investigation. The 3rd Floor Labs area is a 24hr, 7-day a week operation, and any outages must be coordinated closely with the end-user. For working outside the above-mentioned shifts, the vendor shall give 3-day notice to the Contracting Officer so that arrangements can be provided for the employees. This notice is separate from any notices required for utility shutdown described later. Utility and System or Service Outages: No utility service such as water, gas, steam sewers or electricity, parking, or fire protection systems and communications systems may be interrupted without prior approval of COR. Electrical work shall be accomplished with all affected circuits or equipment de energized. When an electrical outage cannot be accomplished, work on any energized circuits or equipment shall not commence without the Medical Center Director s prior knowledge and written approval. The vendor shall submit a request to interrupt any such services to COR, in writing, 5 weeks in advance of proposed interruption. Request shall state reason, date, exact time of, and approximate duration of such interruption. Warranty: The Contractor agrees to supply parts which are warranted by the manufacturer to be free from defects in materials and workmanship for one year from the date of installation. In certain cases, parts may become obsolete and replacement parts can only be purchased through after-market suppliers that do not provide a year warranty. In certain cases, the Contractor will extend the same warranty to the Durham VA Medical Center as supplied by the after-market supplier to the contractor. Warranty shall be limited to the replacement of the part(s) found to be defective. Safety and Regulations: Contractor will be responsible to have technicians trained to meet Durham VA Medical Center specifications. Contractor will also be responsible to work with Durham VA Health Care System, Engineering Department on Safety and Infection Control standards. Contractor will always keep all tools and parts in a safe manner and under control. Contractor will meet all OSHA standards for Employee safety. The contractor shall not be allotted any parking permits for onsite parking. If work is needed to be performed outside of normal working hours, the contractor shall be responsible to checking in with the VA Police to request permission to park on site as designated by the VA Police. General Requirements All work shall be in accordance with the VA master specification (01 00 00). Vendor shall meet the requirements for quality control construction projects per spec section 01 45 00. All safety requirements from spec 01 35 26 must be met. The vendor s employees shall not enter the work site without appropriate badges issue through the safety office. They may also be subject to inspection of their personal effects when entering or leaving the project site. Execute work to interfere as little as possible with normal functioning of Medical Center as a whole, including operations of utility services, fire protection systems and any existing equipment, and with work being done by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor s personnel, except as permitted by COR where required by limited working space. Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads per NFPA 101 and VA requirements. Minimize disruptions and coordinate with COR. All buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Medical Centers operations will not be hindered. Coordinate alteration work in areas occupied by Department of Veterans Affairs so that Medical Center operations will continue during the installation period. Competent, experienced, licensed or certified workers shall perform crafts requiring specialized skills. All work shall be performed in full accordance with applicable local and Federal regulations. All equipment and installation shall conform to the VA master specifications (01 00 00). All equipment and installation shall conform to all applicable requirements of ASHREA, National Fire Protection Association (NFPA), plumbing and mechanical codes, and National Electrical Code (NEC). No departures from specification requirements will be permitted without written approval. The contractor shall use good safety practices while working. All hardware shall be installed in such a manner to minimize damage and maximize patient and employee safety. All equipment and procedures shall conform to OSHA, NEMA, ABA and ANSI Standards and conform to the Standard Building Code and the Standard Mechanical Code. All installations for the Durham VAMC shall conform to all applicable VARR and FAR. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Coordinate with COR. Obtain permits from facility Safety Manager at least 24 hours in advance. New work shall be installed and connected to existing work neatly, safely and professionally. Any portion of the VAMC that is disturbed or damaged shall be replaced or repaired to its prior conditions. The contractor is required to notify the COR upon arrival and departure of personnel at the work site every day work is performed during the execution of this project. Government Supplied: The facility record drawings and files are available for the A/E s use upon request post-award. NOTE: Not all record drawings are available on AutoCAD. Additionally, it is emphasized that the accuracy of facility record drawings must be field verified by the A/E. Prints of any current as-built drawings shall be made available to the A/E during any of his site visits if requested. The VA Engineering Department drawing files, large size copier and paper will be made available for use by the A/E for this purpose. The project design shall be completed in accordance with this AE scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The AE shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.va.gov/facmgt/standard). These documents and all national, state and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable, shall be utilized for planning and design purposes: VHA Program Guide PG-18-3 VA Master Construction Specifications VA Design Manuals National Electric Code PG-18-13 Barrier Free Design Handbook Life Safety Codes Electrical Design Manual Government-furnished Record Drawings (AE to field verify conditions) PG-18-15 AE Submission Requirements. Required Training All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix D relating to VA information and information systems. Successfully complete the appropriate VA privacy training and annually complete required privacy training. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Compliance Awareness Training shall be provided to the vendor prior to allowing access to the Durham VA Healthcare System. This may be accomplished through briefing the contractor of their Duty to Report any fraud, waste and abuse witnessed while on VA premises to the Compliance Officer. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, included but not limited to the Federal Records Act (44 U.S.C. chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or failing under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or Destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of the Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to the NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, with the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be return to the VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (h) above. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to that VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
