C--630A4-14-436 Renovate C3 & D3 Wards (SA) AE Design

THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. 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. The Department of Veterans Affairs is seeking a qualified Architect-Engineering (AE) firm to provide Schematics, Design Development, Construction Documents, Technical Specifications, Construction Period Services, Site Visits, Cost Estimates, As-Built Documentation, and all other related information for Project No. 630A4-14-436, RENOVATE C3 AND D3 WARD located at NEW YORK HARBOR HEALTHCARE SYSTEM, ST. ALBANS CAMPUS, 179-00 LINDEN BLVD., ST. ALBANS, NY 11425. This procurement is restricted to Service Disabled Veteran Owned Small Business (SDVOSB). This requirement is being procured in accordance with the Brooks Act as implemented in FAR Subpart 36.6. Applicable NAICS code is 541330 and small business size standard of $15 Million. Magnitude of Construction is between $2,000,000.00 and $5,000,000.00. The anticipated award date of the proposed A-E Contract is on or before 09/30/2016. Potential contractors must be registered in SAM (www.sam.gov) at time of submission of their qualifications in order to be considered for an award. In order to assure compliance with this clause, all firms submitting a SF 330 for this Sources Sought 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) subcontracting will not be permitted under this contract. SCOPE OF SERVICE REQUIRED: I. Scope of Work: The project shall be designed to gut and renovate existing ward C3 (9,698 SF) in building 85 and D3 (9,489 SF) in building 86. Project will address patient privacy by converting into either single bedroom or 2 bed room and private bathroom. Work involves architectural, structural, plumbing, electrical, lighting, fire protection and mechanical upgrade. The project will replace all existing faulty steam fin tube radiators. The project includes installing new roof top air handling units and installing variable air volume boxes with Direct Digital Controls (DDC) and improving way finding signage to the wards. The A/E shall consider the impact to the other areas and floors of the hospital that the renovations may cause. The A/E shall develop construction phasing plans to minimize the disruption to the hospital and other spaces. The A/E services will be phased into two parts. Phase I Physical Investigation: A/E shall do a physical investigation at the job site and provide a "Preliminary report (Basis of Design Report)". The report will include evaluations and recommendations of the existing spaces and utilities, including: architectural, mechanical, electrical, plumbing, fire protection and asbestos. The A/E evaluation shall include, but not limited to, the following items. 1. Investigation of the current mechanical units supplying the new spaces to determine whether or not the units can meet the new demand of air flow, air changes and temperature. The A/E shall determine current air flow by providing testing to the existing systems. The results of this test and the recommendations for the new design shall be included in the report. If based on the findings, testing, current design standards and the anticipated new design loads for the spaces is determined the existing system will not meet the design criteria then the recommendation is to provide new AC units. The A/E shall develop a plan to minimize the effect to the other floors affected by the replacement of the unit(s). The A/E shall develop plans consisting of temporary measures and units needed to provide AC to the affected areas of the hospital served by these units. Any recommendation for unit replacement shall consider all components associate with HVAC, such as, supply, return, exhaust, VFD, steam, chill water, secondary chill or hot water, reheat coil, louver, ductwork, diffusers, control, etc. 2. Investigation of the current electrical systems and the demands that the new spaces may pose on the existing panels. Also determine if the correct power types are located in or near the space. If more or new power is needed to meet current VA standards determine where it can come from. Nurse call, Telephone, CCTV, Speaker systems, Fire Alarm systems, etc. shall all be evaluated and recommendations made regarding "life cycle" and adaptability to the new spaces. 3. Investigation of the current plumbing systems to determine if the additional bathrooms, lavatories and sinks that will be added can be accommodated by the system. Relocation of plumbing chases should be kept to a minimum. Medical Gas systems must also be evaluated to determine if the new loading can be handled. 4. Investigate existing building document. Any existing documents that the VA may have are not to be used as fact they should only be used for guidance. A/E is responsible to physically verify all conditions. 5. Compare VA Design Standards with the current space allocated to the project to verify the new ward will fit in the area allocated to the project. 6. Investigate and provide services of asbestos survey using a C.I.H. Upon acceptance of the BDR report and the asbestos findings from the survey the C.I.H shall provide air monitoring services during the asbestos removal. 7. Include cost estimates for the various recommendations and items in the report. Design Development: A/E shall meet with the "End Users" of the space and VA Engineering to further develop the program for the new ward. 1. Using the VA Design Standards and refine the program defined in the above Project Description. The A/E shall provide conceptual floor plans of proposed space indicating the new room names, sizes and equipment layout. 2. A/E shall present the "Conceptual Building Plans" to the "End Users" and VA Engineering for approval and revise as needed. 3. Develop a conceptual cost estimate for all disciplines. 4. Conceptual plans shall be designed in accordance with NFPA 101, VA Space Planning Criteria, VA Design Standards and VA Design Plates and Equipment List. Plans shall also confirm to the Patient Privacy based on American Health Insurance Portability and Accountability Act of 1996, (HIPAA) and the latest Joint Commission on Accreditation of Health Care Organizations standards (JCAHO) 5. Perform Task 1 through 5 according to the "Special Instructions-Asbestos Abatement" and Lead Abatement documents. Phase II Upon VA review and acceptance of the "Preliminary report (BDR)" and the Conceptual Plans, the A/E will proceed with this phase of the project. Construction Documents: A/E shall further develop the approved "Conceptual Building Plans" into a full set of construction documents. These documents shall be based on the Supplemental B to SF252 Service Agreement and include, but not be limited to, the following drawings and specifications. 1. Asbestos Abatement 2. Architectural 3. Architectural Signage 4. Interior Design, Finishes and Colors. 5. Furniture, Fixtures and Equipment 6. Structural 7. Plumbing 8. HVAC 9. Electrical 10. Fire Protection 11. Phasing Requirements 12. Infection Control 13. Commissioning specs for all appropriate trades 14. The A/E shall furnish three (3) copies of review documents for the 30% review, 60% review and 90% review. 15. The A/E shall furnish six (6) sets of contract drawings for bidding purposes. A licensed professional engineer or architect shall stamp the contract drawings. 16. Contract originals shall be prepared on standard VA drawing sheets of Mylar using AutoCAD 14. The AutoCAD database shall be turned over to the VA on a compact disc. 17. "As-Built" drawings shall be turned over to the VA upon completion of construction. "As-Built" drawings shall be based on marked up prints from the contractor. 18. A/E shall provide construction period services and site visits to include reviewing of submittals, respond to RFI's, prepare As-Built drawings from Contractor's mark ups and prepare a final "Punch List". 19. AE shall incorporate the service of Multi-Vista Photograph or equivalent to take construction documentation photos - for photographic documentation of the project at 8 Interior Progressions, a Detailed MEP Exact Build, and Finished Exact Build. 20. All contractor employees under this contract are required to complete the VA's online security awareness training course and the privacy awareness training course annually. The privacy awareness training requirement may be fulfilled under additional privacy awareness training options. Contractors must provide signed certifications of completion to the COR during each year of the contract. This requirement is in addition to any other training that may be required of the Contractor and subcontractor(s). The C&A requirements do not apply, and a Security Accreditation Package is not required. 21. All work shall conform to VA criteria and regulation. Design shall comply with NFPA 101 Life Safety Code, NFPA 99 Healthcare Facilities Code, VA Fire Protection Design Manual, and current Infection Control standards. II. Industrial Hygienist: The following tasks shall be performed in accordance with VA Design Requirements: 1. Schematic Design a. Task 1 - Inspect project area. b. Task 2 - Sample suspect materials. c. Task 3 - Review sample analysis. d. Task 4 - Submit laboratory analysis. e. Task 5 - Design and specify appropriate technique and approaches to asbestos abatement. f. Task 6 - Review asbestos submittals and provide construction period services during construction. g. Task 7 - Provide air monitoring service during asbestos abatement removal process. III. All designs shall conform to most recent editions of NFPA 101 Life Safety Code, NFPA 99 Healthcare Facilities Code, National Electric Code (NEC), and VA Fire Protection Design Manual. IV. The following must be incorporated into the A/E design: 1. Meeting with VA Engineering Staff to determine the exact functional requirements to be used for the design. 2. Recommendation of various options (minimum of 3) for the hospital engineers to evaluate. Options should include: completion time, phasing, noise, dust, infection control, construction cost, impact, feasibility and compliance with overall hospital objectives. 3. Providing all necessary site survey work to verify As-Built drawings and field conditions. V. The A/E shall have all available As-Built drawings (it is the A/E's responsibility to verify the accuracy of said drawing): 1. Mechanical 2. Electrical 3. Architectural 4. Fire Suppression VI. Document reviews: The A/E shall furnish and provide three (3) sets of drawings and specifications and detailed cost estimates at completion stages of 30%, 60% and 100%. Provide six (6) sets of completed contract drawing and specifications for bidding purpose and three (3) copies of 100% detailed cost estimate. VII. Mylars and As-Built drawings: Contract originals shall be prepared on standard VA drawing sheets of mylars using AutoCAD (most recent edition). The A/E shall provide one (1) set of mylars drawings to the VA for record plans at the completion of design. The A/E shall incorporate all of the construction changes to the As-Built drawings at the completion of the construction and the A/E shall turn over the changes in the As-Built drawings to the VA. All work shall be done at the NEW YORK HARBOR HEALTHCARE SYSTEM, ST. ALBANS CAMPUS, 179-00 LINDEN BLVD., ST. ALBANS, NY 11425 in accordance with the work described above and/or tasks described in this contract. COST RANGE Estimated Construction Cost Range: $2,000,000.00 and $5,000,000.00 TYPE OF CONTRACT CONTEMPLATED The Department of Veterans Affairs is contemplating awarding a firm fixed price contract. ESTIMATED START AND COMPLETION DATES The Department of Veterans Affairs requires design and contract support services. The estimated start and end dates for the design and start and end dates for the construction are as follows: Design: Start Preliminary and Schematic Design Phase - 14 days Submit 65% Preliminary and Schematic Design Phase for VA review - 21 days Review 65% Preliminary and Schematic Design Phase for VA review - 14 days Submit 100% Preliminary and Schematic Design Phase for VA review - 21 days Review 100% Preliminary and Schematic Design Phase for VA review - 14 days Submit 35% Design Documents for VA review - 30 days Review 35% Design Documents with VA Personnel - 21 days Submit 65% Design Documents for VA review - 35 days Review 65% Design Documents with VA Personnel - 30 days Submit 95% Design Documents for VA review - 35 days Review 95% Design Documents with VA Personnel - 30 days Submit 100% Design Documents for VA review - 14 days Review 100% Design Documents with VA Personnel - 14 days Deliver Final 100% Design Documents for Bidding Purposes - 7 days Total number of days for entire design is 300 calendar days from notice to proceed. Construction: Number of calendar days to complete construction and IGE to be determined by the AE firm upon completion of design. EVALUATION CRITERIA Required Criteria Weighting X Professional qualifications and disciplines of staff proposed for the satisfactory performance of required services. 15% X Examples of specialized experience and technical competence in various disciplines required for specific project. 15% X Capacity to Accomplish the work in the required time 15% X Past experience and performance on government contracts. 5% X Proximity of firm or working office providing professional services to the facility. 5% X Reputation and standing of the firm and its principal officials with respect to professional performance, General Management, and cooperativeness. 15% X Record of significant claims against the firm because of improper or incomplete architectural and engineering services. 15% X Specific Experience and Qualifications of personnel proposed assignment to the project and their record of working together as a team. 15% ` Total 100.0% SELECTION CRITERIA The Department of Veterans Affairs shall evaluate each potential contractor in terms of its: (1) PROFESSIONAL QUALIFICATIONS NECESSARY FOR SATISFACTORY PERFORMANCE OF REQUIRED SERVICES. Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record (Mechanical, Electrical, and Fire Protection Engineer). In addition, provide resumes of other relevant team members or frequent subcontractor such as: Architect, Civil, Structural Engineers, Cost Estimator, and team members who will perform technical tasks under this contract including their record of working together. The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. All Designers of Record must be professionally registered in their discipline. Each resume shall include a minimum of three (3) specific completed projects that best illustrate the individual team members experience relevant to this contract scope; (2) SPECIALIZED EXPERIENCE AND TECHNICAL COMPETENCE Specialized experience and technical competence in health care facilities (to include joint ventures), including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials." (3) CAPACITY This factor evaluates ability of the AE Structural firm, given their current projected workload and the availability of their key personnel, to accomplish the possible myriad of design projects in the required time. The general workload and staffing capacity of the design office will be evaluated. i. List current projects with a design fee of greater than $20,000 being designed in the firms' office. ii. Indicate the firms' present workload and the availability iii. of the project team (including sub-consultants) for the specified contract performance period; iv. describe experience in successfully delivering projects per v. performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates; (4) PAST PERFORMANCE: VISN3 will evaluate past performance on recent and relevant contracts with government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedules and a record of significant claims against the firm due to improper or incomplete engineering services (references required). i. Recent is defined as performance occurring within 5 years of the date of this Sources Sought, except that ongoing projects must have begun no less than one (1) year prior to the issuance of this Sources Sought. ii. Relevancy is defined as performance of work on projects that are similar in scope to the types of projects anticipated under the resultant contracts. Respondents with no previous past performance shall so state when addressing the selection criteria. Where there is no record of past performance, the proposal will be evaluated neither favorably nor unfavorably. Superior performance ratings on relevant projects may be considered more favorably in the evaluation. Submission Requirements: i. Submit a minimal of three (3) references; any of the following evaluations will be accepted: a. A-E Contractor Appraisal Support System (ACASS), b. Contractor Performance Assessment Report System (CPARS), or c. a Past Performance Questionnaire (PPQ) evaluation for each project submitted under Criterion 2. ii. If a completed ACASS/CPARS evaluation is available, it shall be submitted with the completed SF330 package. If there is not a completed ACASS/CPARS evaluation, the PPQ included with this notice is provided for the Offeror or its team members to submit for each project included in criterion (2) . If a PPQ is submitted, but an official ACASS/CPARS evaluation is found for that project in government databases, the official evaluation will take precedence. If an ACASS/CPARS evaluation is not available, ensure correct phone numbers and email addresses are provided for each contract customer/reference. Completed PPQs should be submitted with your SF330. If the A-E is unable to obtain a completed PPQ from a contract customer/reference for a project before the response date set forth in this notice, the A-E should complete and submit with their response the first page of the PPQ (Attachment #1), including contract and point of contact information for the respective projects. iii. A-Es should follow-up with references to ensure timely submittal of questionnaires. At the reference's request, questionnaires may be submitted directly to the Governments point of contact, Vladimir Stoyanov, via email at contact@example.gov , prior to the response date. A-Es shall not incorporate by references into their response ACASS/CPARS or PPQ evaluations previously submitted in response to other A-E services procurements. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation. Submitted ACASS/CPARS and PPQ evaluations will not be counted as part of the 30 page limitation and shall be attached to the SF330, behind the SF330 Part II document. (5) LOCATION i. The A/E Firm proximity to the NEW YORK HARBOR HEALTHCARE SYSTEM, ST. ALBANS CAMPUS, 179-00 LINDEN BLVD., ST. ALBANS, NY 11425 is an evaluation criterion. ii. This distance is determined according to http://maps.google.com/ iii. This factor evaluates the distance the AE firm's design office or offices lies from the location of work. Please provide the address (es) and distance of your closest office to the address listed below. (6) Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. (7) Record of significant claims against the firm because of improper or incomplete architectural and engineering services. (8) Specific experience and qualifications of personnel LIMITATIONS VA NOTICE OF TOTAL SERVICE DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009) (a) Definition. For the Department of Veterans Affairs, "Service Disabled Veteran-owned small business concern"- (1) Means a small business concern- (i) Not less than 51 percent of which is owned by one or more veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more veterans; (ii) The management and daily business operations of which are controlled by one or more veterans; (iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document; and (iv) The business has been verified for ownership and control and is so listed in the Vendor Information Pages database, (http://www.VetBiz.gov). (2) "Veteran" is defined in 38 U.S.C. 101(2). (b) General. (1) Offers are solicited only from veteran-owned small business concerns. All service-disabled veteran-owned small businesses are also determined to be veteran owned small businesses if they meet the criteria identified in paragraph (a)(1) of this section. Offers received from concerns that are not veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a veteran-owned small business concern. (c) Agreement. A veteran-owned small business concern agrees that in the performance of the contract, in the case of a contract for- (1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other eligible veteran-owned small business concerns; (2) Supplies (other than acquisition from a non-manufacturer of the supplies), at least 50 percent of the cost of manufacturing, excluding the cost of materials, will be performed by the concern or other eligible veteran-owned small business concerns; (3) General construction, at least 15 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other eligible veteran-owned small business concerns; or (4) Construction by special trade contractors, at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other eligible veteran-owned small business concerns. (d) A joint venture may be considered a veteran-owned small business concern if: (1) At least one member of the joint venture is a veteran-owned small business concern, and makes the following representations: That it is a veteran-owned small business concern, and that it is a small business concern under the NAICS code assigned to the procurement; (2) Each other concern is small under the size standard corresponding to the NAICS code assigned to the procurement; (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation; and (4) The joint venture meets the requirements of 13 CFR 125.15(b), except that the principal company may be a veteran-owned small business concern or a service-disabled veteran-owned small business concern. (e) Any veteran-owned small business concern (non-manufacturer) must meet the requirements in 19.102(f) of the Federal Acquisition Regulation to receive a benefit under. SUBMISSION REQUIREMENTS Qualified Service Disabled Veteran Owned Small Business (SDVOSB) firms are required to submit three (3) hard copies of the SF 330 (which can be downloaded from www.gsa.gov/forms). All packages shall be submitted no later than 4:00 PM, EST on 12/07/2015. All submittals must be sent to the attention of Vladimir Stoyanov (contact@example.gov ). The submission must include an insert detailing the following information: 1. Dun & Bradstreet Number; 2. Tax ID Number; 3. The e-mail address and phone number of the Primary Point of Contact and; The Contracting Officer is not responsible for not receiving submissions due to the offeror misaddressing the package or illegibility of the information. NOTE: Any request for assistance with submission or other procedural matters shall be submitted via email only (contact@example.gov ); telephone inquiries will not be honored. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. 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.