C1DZ--EHRM Training and Admin Support Space Design - North Little Rock, AR 598-22-703

THIS IS NOT A REQUEST FOR PROPOSAL. THIS IS A REQUEST FOR STANDARD FORM (SF) 330 ARCHITECT-ENGINEER QUALIFICATIONS PACKAGES ONLY. ALL INFORMATION NEEDED TO SUBMIT SF 330 DOCUMENTS IS CONTAINED HEREIN. NO SOLICITATION PACKAGE, TECHNICAL INFORMATION, OR BIDDER/PLAN HOLDER LIST WILL BE ISSUED. THE GOVERNMENT WILL NOT PAY FOR, 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. 1. GENERAL INFORMATION The Veterans Health Administration (VHA) Program Contracting Activity Central (PCAC) is seeking sources and intends to award two separate firm fixed-price design contracts for Architect-Engineering (A-E) services for the following two Electronic Health Record Modernization (EHRM) Training and Administrative Support Space design projects, which will both be performed at the North Little Rock campus of the Central Arkansas Veterans Healthcare System (CAVHS): 598-22-703 North Little Rock, AR North Little Rock CAVHS 2200 Fort Roots Drive North Little Rock, AR 72114 CO Don Marsh CS Kara Evert 598-22-708 Little Rock, AR North Little Rock CAVHS 2200 Fort Roots Drive North Little Rock, AR 72114 CO Don Marsh CS Kara Evert The A-E selected for each project shall provide investigative and feasibility design services, schematic design drawings, design development drawings, construction documents, final bid documents, specifications, calculations, cost estimates, narratives, bidding support services, solicitation support services, construction period services, and commissioning services for all facets of work and disciplines/trades to facilitate a construction project to provide EHRM training and administrative support spaces. The two A-E services contracts that are anticipated to be awarded will be procured in accordance with the Selection of Architects and Engineers statute [formerly known as the Brooks Architect Engineer Act], Federal Acquisition Regulation Part 36.6 Architectural and Engineering Services, VA Acquisition Regulation 836.6, and VA Acquisition Manual M836.6 Architect-Engineer Services. In accordance with FAR 36.209, Construction Contracts with Architect-Engineer Firms, no contract for the construction of a project shall be awarded to the firm that designed the project or its subsidiaries or affiliates, except with the approval of the head of the agency or authorized representative. 2. PROJECT INFORMATION These two projects are 100% set-asides for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns. The NAICS code for these procurements is 541330 Engineering Services and the annual small business size standard is $16.5M. A full design team is required to complete each of these projects. The two anticipated A-E contracts are projected to be awarded September 2022. The anticipated period of performance for completion of each design is 270 calendar days after notice of award. For the North Little Rock project, the VAAR Magnitude of Construction is between $1,000,000 and $2,000,000, and for the Little Rock project, it is between $2,000,000 and $5,000,000. 3. SCOPE OF DESIGN The below scope lists the infrastructure improvements to be provided for each of the two projects identified above. NOTE: All information in this section is generalized and applies to both design projects. This is a basic outline of the work to be accomplished, and in no way comprises all the details for design of these projects. The attached Statements of Work (SOWs) contain the specific scopes of work for each project. A-E Part One Services (also known as Design Phase Services) for this design project include site visits, field investigation, studies, and user interviews to prepare drawings, specifications, and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to renovate areas of existing buildings to provide EHRM training and administrative support spaces. A-E Part Two Services (also known as Construction Period Services) for this design project include responding to construction contractor Requests For Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project; attendance at pre-bid, post-award, and commissioning kickoff construction project conferences; review of construction material submittals and shop drawings; approximately two site visits per month during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications; preparation of site visit reports; coordination with project commissioning requirements as specified in the SOWs; review of any construction project modifications for cost and technical acceptability; attendance and participation during the final acceptance inspection; preparation of the punch list; and preparation of record drawings of the completed construction project based on the construction contractor s as-built drawings. The A-E shall prepare a submittal log to be utilized by the VA during construction period services, maintain RFI log, and provide meeting minutes for weekly construction meetings throughout the duration of construction. All Part Two Services are optional line items and will not be exercised at the time of award. The A-E shall initiate detailed inspection of the project site to determine the needs and conditions for the design of the project. For each project, copies of site record drawings and the EHRM infrastructure readiness assessment documents will be made available to the highest rated A-E firm. The A-E will verify the validity of the record drawings prior to the start of design work and conduct site investigations as necessary throughout the design. The A-E shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of the design project they are awarded. The A-E shall further provide meeting minutes for all meetings held under that design project. The A-E shall be professionally licensed in any state in the United States. The A-E is responsible for all services to complete the deliverables listed in the SOWs. The deliverables outlined in the SOWs are inclusive of the following: Quality Assurance/Quality Control Plan, Basis of Design (10%), Schematic Design (35%), Design Development (65%), Construction Documents (95%), Final Bid Documents (100%), Solicitation Support Services, and Construction Period Services. Please note that the 270-calendar-day period of performance for the design completion identified in each SOW begins with the issuance of the Notice of Award (NOA) and that a Notice to Proceed (NTP) will not be issued for the completion of a design project. The construction period services will be option items that will be exercised after the award of the construction project. The period of performance for construction period services will match the period of performance for the construction project. 4. A-E SELECTION PROCESS In the interest of efficiency, VHA PCAC is issuing this Request for SF 330s to encompass both projects identified above. If a firm is not interested in being considered for one of the projects, exclusion from evaluation for the specified project can be requested in section A of the SF 330 submission. Firms submitting their SF 330 in response to this announcement, not later than the closing date and time specified herein and in accordance with submission requirements, will be considered for initial selection evaluation for each of the two projects, unless otherwise indicated by the firm. Each firm shall submit ONLY ONE (1) SF 330 that will be applicable to and evaluated for both projects. If a firm submits more than one SF 330 in response to this Pre-Solicitation Notice, only the first submission received will be evaluated for both projects. Note that the Phase I and Phase II factor criteria detailed below will be used in the evaluations for both projects, but the A-E Technical Evaluation Board (TEB) will evaluate the submissions as they apply to each project specifically. The board will determine the highest rated firms independently for each project included in this notice. Therefore, the evaluation ratings and rankings, as well as the selected firms, could vary between the two projects. One A-E firm per project will be selected. The selections for each project will be made using a two-phase process. Phase I of the selection process consists of the initial evaluation of the provided SF 330s and determination of the highest rated firms. For each project, a minimum of three of the highest rated firms will then be shortlisted and invited to continue with Phase II of the process. All firms not shortlisted will be notified at this time. Phase II of the selection process consists of the evaluation of the written responses provided by the shortlisted firms and selection of the top ranked firm. The prior evaluation of the SF 330s shall not be taken into consideration during the evaluation of the written responses. The firms selected for the written responses for each project will be notified by email of selection and provided further instructions, including all submission requirements and a reiteration of the factors, as well as any updated SOW attachments. If a firm is no longer interested in being considered for a project for which they have been shortlisted, they will notify the VA upon receipt of the request for written responses. After the written responses are received, the firms will be evaluated, and the highest rated firm will be selected to receive the solicitation and conduct negotiations. A site visit will be authorized for the highest rated firm during the negotiation process. Award selection will be made based on the results of the written responses and successful negotiation of rates and fees for the project. If negotiations are not successful with the highest rated firm, they will continue with the next highest rated firm, and so on until award can be made. 5. PHASE I SF 330 SELECTION CRITERIA PLEASE NOTE THAT THE ORDER AND CONTENTS OF THE FACTORS HAVE BEEN CHANGED FROM PREVIOUS REQUESTS FOR SF 330s. The following are listed in descending order of importance: Primary Selection Criteria: Professional Qualifications: Professional qualifications necessary for satisfactory performance of required service. The lead designer or A-E on staff representing the project in each discipline must be licensed or registered to practice in any one of the United States of America. Provide Professional License or Registration numbers and/or proof of Licensure or Registration. The evaluation shall consider the specific experience and professional qualifications (i.e., education, training, registration, certifications, overall relevant experience, and longevity with the firm as full-time employees) of personnel proposed for assignment to the project. Provide a resume in section E for each of the team members proposed for the key positions and disciplines listed below. Resumes are limited to one page each and should cite project-specific experience. Proposed roles of key personnel must be clearly identified in block 13 of resumes and in the organizational chart in section D. Key positions and disciplines required for this project include, but are not limited to: Project Manager, Registered Communications Distribution Designer (RCDD), Electrical Engineer, Architect, Cost Estimator, Civil Engineer, Fire Protection Engineer, Industrial Hygienist, Mechanical Engineer, Quality Assurance Specialist, Structural Engineer, Commissioning Agent, and Physical Security Specialist. Offeror must include the following statement of SDVOSB compliance when submitting the personnel proposed to perform the work under this requirement: I [signatory authority], of [company name] certify that the team proposed to perform under this requirement demonstrates the capability of 50% SDVOSB performance in compliance of 48 CFR 852.219-10. The information provided in sections C through E of the SF 330 will be used to evaluate this factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections. Capacity: Capacity to accomplish work in the required time. The evaluation will consider the team s overall ability to meet the schedule of the project, as well as the available capacity of key disciplines to perform the work in the required time. Please provide a table to demonstrate the available capacity of each of the key personnel identified in sections D and E for the prime firm and all subcontractors. At a minimum, include the following for each key team member: name, firm, proposed role in this project, and percentage of available capacity to take on new work. Also provide all projects awarded by the VA to the prime firm and all subcontractors during the previous 12 months from the date of the SF 330 submission. At a minimum, include the following for each project: project name, location, award date, completion percentage, and expected completion date. Provide the full potential value of any current indefinite delivery contracts for the prime firm and all subcontractors. The number of active EHRM projects and their completion percentages will be taken into consideration for the prime firm and all subcontractors. The information for this factor shall be provided in section H of the SF 330. Please ensure the capacity applies toward the proposed team/personnel provided in the SF 330. Specialized Experience: Specialized experience and technical competence of the prime firm and all subcontractors in the design and construction period services provided for projects similar in size, scope, and complexity. The projects provided in section F should include EHRM projects or projects involving the following relevant elements: fiber optics; data cable; structured cabling; electrical distribution design; electrical upgrades; uninterruptable power systems (UPS); electrical bonding; building management systems/building automation systems (BMS/BAS); IT room renovations, expansions, or relocations; reconfiguration of data centers or server rooms; or physical security upgrades. At a minimum, include the following for each submitted project: design start and end dates, construction start and end dates (if applicable), design amount, estimated or final construction amount, and specialized scope items that may include critical path scheduling, fire protection, construction infection control protocols, energy conservation, sustainable design practices, and specialized building types requiring physical security measures. Also identify if any of the projects include Infrastructure upgrades, work in active hospitals, and/or phasing. Include no more than five Government and/or private experience projects that best illustrate specialized experience as listed above, with at least 95% of the design completed. Applicable projects must have been awarded within the past eight years from the date of the SF 330 submission. Any projects submitted that exceed the limit will not be considered during the evaluation. The evaluation of the submitted projects will consider the relevant work performed; coordination of disciplines and subcontractors; prior experience of the prime firm and any key subcontractors working together on relevant projects; and familiarity with VA Design Guides/Manuals, Master Specifications, and other applicable standards. All projects provided in the SF 330 must involve some effort or contribution from a firm, office, branch, or individual team member proposed to perform work under this contract. The information provided in sections F and G of the SF 330 will be used to evaluate this factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections. Past Performance: Past performance on contracts with Government agencies and/or private industry in terms of cost control, quality of work, and compliance with performance schedules. The past performance will be evaluated for all projects provided in section F, to include a review of Contractor Performance Assessment Reporting System (CPARS) ratings. Provide performance reports for all projects submitted in section F and include the following information for each project: contract/task order number, project title, prime firm, start date, and completion date. Evaluations may also include additional performance-related information from the firm, customer inquiries, Government databases, publicly available sources, additional projects in CPARS, and other information available to the Government, including communications with points of contact in other criteria. Evaluations will consider superior performance ratings on recently completed VA projects as well as the reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness. As appropriate, the record of significant claims against the firm because of improper or incomplete architectural and engineering services will be considered. Failure to provide requested data, accessible points of contact, or valid phone numbers may result in a firm being considered less qualified. All projects provided in the SF 330 must involve some effort or contribution from a firm, office, branch, or individual team member proposed to perform work under this contract. The information for this factor shall be provided in section H of the SF 330. If there is no CPARS data available, Past Performance Questionnaires (PPQs) will be accepted. Please utilize the attached PPQ document. *PPQs should not be submitted by the evaluator to VHA PCAC directly. Completed PPQs must be incorporated into the SF 330 submission. PPQs will be counted towards the page limitation for this submission. A Neutral rating will be selected if the past performance information (CPAR, PPQ, letter of recommendation, or any similar performance review) for the projects submitted in section F is missing or insufficient for a determination on past performance to be made. Locality: Knowledge of the locality. Demonstrate and describe experience in the local area and the specific knowledge of certain local conditions or project site features the experience provided. This description may include: Any prime firm or subcontractor experience within the VISN or at the VAMC Soil conditions and any effects they could have on required trenching or digging (if applicable) Approach to addressing any unique climate conditions (if applicable) Geological conditions, such as seismic (if applicable) State or local construction codes, laws, or regulations If prior experience in or specific knowledge of the local area is minimal, describe how the team plans to obtain any specific knowledge of certain local conditions or project site features required for these projects. The information for this factor shall be provided in section H of the SF 330. Note that the intent of this factor is to showcase a firm s understanding of the sites and locality, and not where the firm is located and how they would travel to the sites. Information related to the firm s location shall be provided in section H, under Secondary Selection Criteria - Geographic Location. Construction Period Services: Describe your team s approach to providing construction period services that may include: professional field inspections during the construction period; review of construction submittals; support in answering requests for information (RFIs) during the construction period; support of construction contract changes, including drafting statements of work and cost estimates; attendance at weekly conference calls; providing minutes of meetings between the A-E, VA, and contractors; commissioning; pre-final inspection site visits; generation of punch-list reports; and production of as-built documentation. List project examples to demonstrate the prime firm s experience with construction period services. The information for this factor shall be provided in section H of the SF 330. Secondary Selection Criteria: Geographic Location: Location of the firm, as measured by the driving distance (miles) between the offeror s principal business location and the projects site. Determination of the mileage will be based on Google Maps (www.google.com/maps/dir/). *The secondary selection criterion is used as a tiebreaker, if necessary, in ranking the most highly qualified firms following the completion of the SF 330 evaluations. The secondary selection criterion will not be applied when determining a firm s SF 330 submission Excellent, Acceptable, Good, Marginal, or Unacceptable. The information for this factor shall be provided in section H of the SF 330. 6. PHASE II WRITTEN RESPONSES SELECTION CRITERIA In accordance with FAR 36.602-3(c), discussions for each of the two projects will be conducted in the form of written responses. For each project, the Contracting Officer and Contract Specialist will notify all firms of their results from the SF 330 evaluations conducted by the site s TEB. The selected firms will be invited per project to present their written responses to predetermined questions. The instructions for the written responses will be provided to the selected firms only. The ratings, rankings, and number of firms selected could vary between the two projects. Firms will receive a separate notification for each of the projects, as the firms selected for each project are determined independently. Any firm selected for Phase II discussions for both projects in this notice must submit their written responses for each project separately. If a firm is selected for a project that they are not interested in performing, they will inform the Government at this time. Each firm that submits written responses for a project will be evaluated by the A-E TEB based on their responses to the evaluation criteria. The highest-ranked firm for each project will be selected based on their ratings from the written responses. The previous ratings from the SF 330 evaluations are not applicable during Phase II. Below are the evaluation factors for the written responses. All factors listed are of equal importance. Proposed Management Plan: Discuss confidence and approach to completing a project of this scale within the period of performance. Explain quality control methods that will be used throughout each design phase, prior to each submission, and during construction. Provide a detailed explanation of how comments from design review meetings will be incorporated into the next submission. Describe strategy for control of estimated cost and solutions for anticipated cost-related problems. Proposed Approach to Project Challenges: Discuss approach to overcome geographical obstacles considering the number of design phase and CPS site visits needed for this specific project. Identify elements in the SOW and supporting attachments that you see as challenges and provide recommendations for addressing each of these challenges. Simply restating the requirements (i.e., copying and pasting from the SOW) is not a sufficient response for this factor. Information about this project s challenges should provide specific examples and a plan on how each challenge will be managed. Proposed Approach to Design Development: Discuss how the team will coordinate specifications and drawings to ensure the design is thorough, accurate, and complete. Describe approach to evaluate existing site conditions and ensure new work will not conflict with existing work. Discuss familiarization or experience with VA design guides and directives and their application to this design. Describe plans to ensure this design complies with all current VA requirements and any future updates, and specified equipment will be TRM (Technical Reference Model) approved. Expectations for VA A-E Collaboration: Discuss what expectations the A-E firm would have from the VA for this project. Describe strategy for collaboration meetings throughout each phase and their significance to the overall end-product. 7. SUBMISSION CRITERIA/REQUIREMENTS The below information contains the instructions and format that shall be followed for the submission of the SF 330 Statement of Qualifications: Submit ONE (1) SF 330 Statement of Qualifications to Kara A. Evert at contact@example.gov. This shall include Parts I and II and any applicable attachments. This submission will be considered for each of the two projects listed above. The submission must include the SF 330, Architect-Engineer Qualifications (form is available online at http://www.cfm.va.gov/contract/ae.asp). The SF 330 submission is due by 2:00 PM ET ON MAY 19, 2022. The SF 330 shall be submitted in one email and have a file size no larger than 5 MB. No hard copies will be accepted. The subject line of the email shall read: SF 330 Submission LR NLR EHRM Training and Admin Design Projects. The SF 330 submission shall not exceed a total of FIFTY (50) pages. This includes CPARS and/or PPQs and any other relevant information. Any pages submitted by an offeror that exceed the limit will not be considered during the evaluation. Each page shall be in Arial or Times New Roman, size 12 font, single spaced. The title page, table of contents, and Part II of the SF 330 Form will NOT count toward the page limitation. A PPQ from previous projects may be submitted for this procurement. If significant portions of a project have been completed since the previous PPQ was filled out, a new PPQ should be submitted to accurately assess the project. *Important Note: All PPQs should be completed by the evaluator and returned to the A-E firm. The submitting A-E firm must incorporate completed PPQs into the SF 330 document. PPQs should not be submitted by the evaluator directly to VHA PCAC. In addition to the SF 330 submissions, firms must provide a second accompanying document that includes the following information (the accompanying document will not count toward the page limitation of the SF 330): Cage Code SAM Unique Entity Identifier Tax ID Number The email address and phone number of the Primary Point of Contact A copy of the firm s Vet Biz Registry All questions shall be submitted to contact@example.gov with the subject line LR NLR EHRM TASS Designs Question. The cutoff for question submission is 2:00 PM ET ON MAY 5, 2022. Questions will be answered through modification to the Pre-Sol Notice posted to Contract Opportunities at SAM.gov. All prime firms must meet the NAICS code requirement specified in this notice. The Contracting Officer shall verify the NAICS code in VIP and/or the System for Award Management (SAM). Failure to meet the NAICS code requirement may result in the rejection of the SF 330 submission for both projects. These procurements are 100% set-asides for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns. Offers received from other than SDVOSBs will not be considered. All SDVOSBs must be listed as verified by the VA s Center for Verification and Evaluation (CVE). Offerors must be verified by CVE and visible in the Vendor Information Pages (VIP) database (http://www.vetbiz.va.gov/vip/) at the time of a project s SF 330 submission, written response submission, and award. Failure to be BOTH visible and verified at these times will result in the offeror being deemed unacceptable and ineligible for award of the specified project. All Joint Ventures must be CVE verified at the time of a project s SF 330 submission, written response submission, and award and must submit agreements that comply with 13CFR 125.15 prior to contract award. SF 330 submissions received after the date and time specified will not be considered. Late proposal rules per FAR 15.208 will be followed for late submittals. Firms not providing the required information may not be evaluated for either of the two projects. All information must be included in the SF 330 submission package. It is the offeror s responsibility to check the Contract Opportunities website at SAM.gov for any revisions to this announcement prior to submitting their SF 330.