C214--Facility Master Plan A&E Project 20-001

Request for SF 330 s for Facilty Master Plan Project at VA Butler, PA This is not a Request for Proposal and an award will not be made with this announcement. A/E SERVICES FACILITY MASTER PLAN This announcement is set-aside for firms classified as "Service Disabled Veteran Owned Small Business" (SDVOSB )under NAICS code 541330 Engineering Services. The contract shall remain active for a period of 5 years with option to extend services. This announcement is a request for SF 330s from qualified firms that meet the professional and set aside requirements listed in this announcement. The proposed services will be obtained by a negotiated Firm-Fixed Price Contract. Contract Award Procedure: Before a small business is proposed as a potential contractor, they shall be certified by VETbiz and registered in the System for Award Management (SAM) via internet site at http://www.sam.gov. Failure of a proposed SDVOSB to be certified by the CVE at the time the SF 330 is submitted will result in their elimination from further consideration for award. The government will evaluate the SF330s received and a minimum of the three most highly qualified firms shall be called back for interviews. After interviews, the most highly qualified firm(s) will receive additional information and be requested to submit a proposal. The SF330 must address identified capabilities that are summarized in 1) through 8). The Professional Qualification and Specialized Experience/Technical Competence factors are more important than the other six factors which are listed in descending order of importance. 1) Professional Qualifications necessary for satisfactory performance of required services: This is intended to evaluate the personal experience of firm members who work in the firm's project office and are scheduled to be assigned to the design team. The key positions should include Project Managers, Quality Assurance Managers, Architectural Design, Civil Engineers, Electrical Engineers, Mechanical Engineers, and Fire Protection Engineers. Firms may submit any other personnel they feel are significant for the types of work described in Specialized Experience. 2) Specialized Experience and Technical Competence in the type of work required: This factor evaluates the experience of the firm and design team in completing projects requiring skills similar to those anticipated for this contract. Extra consideration may be given for experience for completing Master Plan projects for Department of Veterans Affairs Facilities. 3) Past performance on contracts with Government agencies (Particularly Department of Veterans Affairs) and private industry in terms of cost control, quality of work and compliance with performance schedules. Note: Project Past Performance information for projects performed shall be evaluated as either Relevant or Not Relevant. Not Relevant projects shall not be evaluated. 4) Capacity to accomplish the work in the required time: this factor evaluates the ability of the A-E firm, given their current projected workload and the availability of their key personnel, to accomplish the project in the required time. 5) Location: This factor evaluates the distance from the A-E firms design office from the location of work (Butler VA Medical Center). The personnel identified as the design team staff are expected to work in the design office identified for evaluation of this factor. 6) Reputation and standing of the firm and its principle 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 proposed for assignment to the project and their record of working together as a team. GENERAL The Contractor shall provide expert Architectural, Engineering, Medical Center Management and Medical Center Facility Planning consulting service as required for development of an Integrated Facility Master Plan for the Butler VA Medical Center. Areas to be considered are: market-level service analysis and delivery for the entire catchment area; GAP analysis for required healthcare programs; evaluation and recommendations on preferred delivery methods including non-capital solutions; department footprints; phasing of projects; moves of departments and swing space analysis; activation and commissioning requirements; support utility and infrastructure status and upgrades; cost estimates; sizing/footprints; design layouts; and, funding requirements and sources (NRM, Minor, Major, etc.). The intent of this Project is to update the Medical Center s existing Facility Master Plan. The Contractor shall build on previous facility strategic planning, Strategic Capital Investment Planning [SCIP], Facility Condition Assessment and the existing Facility Master Plan. However, the existing Facility Master Plan is not considered to be functionally accurate or implementable. Therefore, potential responders should anticipate the effort to be equivalent to creating a new plan. The A/E shall evaluate the advantages of build versus lease versus fee out decisions with regard to capacity requirements. Cost, timing of need, availability of resources, duration of need and location of need relative to location of customer shall be considered. Additionally, the A/E shall evaluate the advantages of renovation versus new construction versus non-capital solutions with regard to meeting capacity requirements. Condition of facilities to be renovated, the cost of renovations, the existing layout and functionality of existing space, physical limitations and constraints, as well as adjacencies of existing space to other key programs in the facility shall be considered. The A/E will work closely with the Medical Center s Integrated Planning Team (VA Team) during the duration of the Project. A Contracting Officer s Representative (COR)/Project Manager will be assigned as the primary point of contact for the Project and will be responsible for coordinating reviews, monitoring performance and compliance with technical requirements of the Contract, scheduling site visits and tracking progress to ensure the Project meets all milestones. KEY DEFINITIONS Integrated is the combination of Services Planning and Facility Planning into one continuous and dynamic planning process. Integrated Planning develops strategies consistent with organizational mission and goals, which drive non-capital and capital planning. This starting point for the integrated planning methodology is current and projected demand for services. VA Integrated Planning Team (Team) consists of executives, staff, clinical and technical personnel and other designated persons, including VHA, CFM, VISN and local support teams and their consultants, who will participate in some or all aspects of this services planning effort. Facility Planning is the identification of the model for delivery of healthcare services at the facility level. It considers existing facilities and locations, their current and projected operational and maintenance costs, and proposed new, expanded, relocated, or downsized facilities along with their operational and maintenance costs. Facility Planning includes determination of short and long-term of goals and strategies for all VA-owned and leased facilities. For off campus VA owned or leased facilities, only tabulation and identification of the location, size, and purpose is required. Service Planning is the identification of specific customer needs by quantity, type, and location over a specific time period and the determination of methods for delivery of those services. It includes creation of delivery scenarios which consider a variety of potential developments, assumptions, and limiting factors. Methods for delivery include facility-based, non-facility based, non-capital, or other alternatives. Services Planning takes into account existing capacities, locations, efficiencies, and resources including those of private, local, state, and other Federal organizations. Services Planning is the bridge between VHA-specific strategic planning and actual delivery solutions. Services Planning includes consulting by professional health systems planners, and technical and administrative experts to provide various types of support described herein. Medical Services include, but are not limited to Inpatient Services, Outpatient Services, Long-Term Care, Ambulatory Services and Procedures, Medical Diagnostics, Outpatient Mental Health, Home Based Patient Care (HBPC), Dental, Pharmacy, Sterile Processing, warehousing, logistics, nutrition and food preparation and durable medical equipment (DME) and Prosthetics provided by VHA. Market Area(s) constitute the basic planning unit in the VA Integrated Planning process. Each Medical Center or other geographic identifier used by VA includes one or more market areas sometimes also referred to as a catchment area. Catchment Area See Market Area. Delivery Models refers to the various ways that services are or can be delivered. This process is intended to clearly define the existing delivery models and establish innovative models to provide services that are patient centered, data-driven, continuously improving and team-based. Non-capital Solutions include, but are not limited to telehealth/telemedicine, home care, extended hours, sharing, contracts, and telework. VA delivers health care in a dynamic environment that increasingly requires agility. In this environment VA must consider non-capital solutions before capital solutions. VA will always have a physical presence in key geographic areas but is moving toward health care that promotes wellness (fewer visits) versus treating diseases. Market Level Services Delivery Plan is a description of how the optimum service delivery system for each market can be attained and the end state description of the services delivery system in the market. It answers - the questions of where, what, and by what venue and how the result can be achieved. DESCRIPTION OF WORK The required work includes: Collect all necessary data that is provided by the VA and collected independently to include, but not limited to: Baseline Year (2019) Veteran population, enrollment, utilization, special population and local demographics data; CARES data; Market and sector (sub-market) boundaries and service needs; Drive time access and rurality analysis; VHA,VISN and Medical Center Mission and Vision Statements; VHA, VISN and Medical Center Strategic Plans Current Health Care Planning Model (HCPM) Market Reports Current Strategic Capital Investment Planning (SCIP) Gaps and Projects Proposed Capital and Non Capital Solutions Current SCIP Strategic Capital Assessment Presentation Capital Asset Inventory (CAI) including Facility Condition Assessments (FCA), Capital Functional Survey Data, previously completed facility master plans (if available) Current facility project data (of ongoing work) and associated space implications Current facility goals and strategic plans where available Joint Commission Statements of Condition Historic property listings Other local facility data, and other documents as may be appropriate and available Prepare a Basis of Study (BS) in the form of a narrative presentation of facts, sufficiently complete, to demonstrate that the project concepts are fully understood, and that subsequent study details, and their ultimate presentation in the final plan and reports, will be based on sound architectural and engineering decisions. Analyze data and prepare a Schematic Study that includes both a narrative and conceptual drawings demonstrating further development of the Basis of Study with the expressed intent of meeting or exceeding current VA Performance Measures, Design Guides and Access Requirements through spatial improvements to the facility by: eliminating gaps and/or surpluses in care; upgrading the facility to meet current life safety and building code requirements; correcting high priority (levels C, D and F) deficiencies as identified in the Facility Condition Assessment; increasing productivity; economizing space; and/or eliminating surplus space; improving ergonomics and aesthetics; enhancing overall appearance; reducing operational costs; and/or, extending the useful life of the facility through modernization of supporting architectural and utility infrastructure. Develop a Master Plan based on the approved Schematic Study that outlines systematic and logically phased/sequenced plans for improving the environment of care of all medical and administration functions at the Medical Center and Community Based Outpatient Clinics. Develop a 10-year Construction Phasing Plan based on the approved Master Plan that considers the impact of all in-progress and/or pending renovations and makes recommendations on the realignment of the facility s existing Strategic Capital Investment Plan (SCIP) for NRM, Minor and Major projects. Recommended Projects shall include cost estimates for design and construction. BACKGROUND Butler VA Medical Center (Medical Center) is one of 10 VA Hospitals that belong to Veterans Integrated Service Network 4 (VISN 4) that covers Pennsylvania, Delaware and one county in New York. The main Medical Center facility is comprised of 40 buildings situated on an 88-acre campus. In addition, the Medical Center operates one VA staffed leased health care center, two VA staffed Outreach Clinics and three privately operated Contract Clinics. The facilities provide health care services to Veterans living in a catchment area comprised of 5 counties in northwestern Pennsylvania. (Attachment A Catchment Map for VISN 04). The buildings at the Butler Medical Center Campus consist of (See Attachment B Site Plan Campus directory): A 60 -bed Community Living Center (Building 20, circa 2015); A 56 bed inpatient drug and alcohol rehab center and, (Buildings 21-25, circa 2013) Multiple attached and detached support structures serving primarily administrative, maintenance and utility support missions (circa 1930-1940). The Medical Center has invested substantially over the last 6-years to upgrade several areas of the facility. There remain, however, many other areas/buildings that are aged and require major upgrades to increase their life expectancy, upgrade infrastructure to more modern/energy efficient systems and to create modern, functional and aesthetically pleasing spaces in which health care can be delivered effectively and efficiently. The Consultant will assure that all recommendations, future strategic plans and capital asset uses will be designed to assure optimal productivity, performance and integration in order to promote world-class healthcare delivery to the entire Veteran population within the catchment area and, in the case of certain specialty care areas, as a center of excellence that supports the Network and VA as a whole. Recommendations shall include schematic designs for the main campus and all of the Outpatient Clinics (existing and any new clinics projected during data review). A general description of existing programs, services and uses by building and floor is included in (See Attachment B Site Plan Campus directory) . DESIGN CRITERIA The VA Technical Information Library (TIL) available at http://www.cfm.va.gov/til/index.asp is managed by the VA Office of Construction and Facility Management and is the master repository for all VA approved standards for planning and construction to include design and construction specifications, procedures, standard details, BIM/CAD standards, equipment guides, space planning and design guides. These standards shall serve as the basis for planning and design for all projects performed in the construction of new facilities and the modernization, alteration, addition, or improvement of its real property. In addition, the VA, acting as the Authority Having Jurisdiction (AHJ), has adopted the latest edition(s) of the following codes and standards (but not limited to): Occupational, Safety and Health Administration (OSHA) Standards; International Building Code (IBC); National Electrical Code (NEC); National Fire Protection Association (NFPA) Codes, with the exception of NFPA 5000 and NFPA 900; National Standard Plumbing Code (NSPC); Safety Code for Elevators and Escalators, American Society of Mechanical Engineers (ASME) A 17.1; ASME Boiler and Pressure Vessel Code; ASME Code for Pressure Piping; Architectural Barriers Act Accessibility Standard (ABAAS) for Federal Facilities; Building Code Requirements for Reinforced Concrete, American Concrete Institute (ACI 318 2) and Commentary (ACI 318 R2); Manual of Steel Construction, Load and Resistance Factor Design Specifications for Structural Steel Buildings, American Institute of Steel Construction (AISC); Energy Code for New Federal Commercial and Multi-Family High Rise Residential Buildings: Final Rule. Mandatory for New Federal Buildings, Department of Energy (DOE) regulations, 10 Code of Federal Regulations (CFR) Parts 434 and 435; The Provisions for Construction and Safety Signs. Stated in the General Requirements Section 01010 of the VA Master Construction Specification; Federal Green Building Requirements; Guiding Principles for Federal Leadership in High Performance and Sustainable Buildings and Public Laws (http://www.epa.gov/oaintrnt/projects/requirements.htm): Greening the Government through Leadership in Environmental Management Executive Order 13148; Ventilation for Acceptable Indoor Air Quality ASHRAE Standard 62.1; Safety Standard for Refrigeration Systems ASHRAE Standard 15; U.S. National CAD Standard; VHA Directive 1061 Prevention of Healthcare-Associated Legionella Disease and Scald Injury From Potable Water Distribution Systems; Multiple VHA Directive and Handbooks related to the delivery and environment of care; and, USP 797 and/or 800. Where conflicts exist between VA Directives, Standards, Specifications and/or Handbooks and adopted codes and standards, the A/E shall bring this to the attention of the VA. The resolution of the conflict shall be made by the AHJ to ensure consistency throughout the Agency. CONTRACT PHASING, TRAVEL AND BILLING Phase 1: Quality Assurance/Quality Control (QA/QC) Plan Submit a detailed QA/QC Plan describing each step that will be taken during the development of the various phases of the study. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed. Deadline for completion of Phase 1 is Notice to Proceed (NTP) + 15-days. No site visits required. The contract is 1% billable upon acceptance of the QA/QC Plan. Phase 2: Data Collection and Basis of Study (BS) The Basis of Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the project concepts are fully understood, and that subsequent study details, and their ultimate presentation in the final plan and reports, will be based on sound architectural and engineering decisions. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks: Coordinated with VA personnel to develop a listing of all planning assumptions and constraints; Generated in a collaborative method with VA personnel a list of necessary interviewees to ensure that critical stakeholders are included; and, Facilitated a series of planning meetings with all critical stakeholders to perform an analysis and determination of needs to develop options for the facility master plan. Deadline for completion of Phase 2 is NTP + 75-days. Requires at a minimum, one site investigation/design group meeting (2-days) and one site visit (1-day) to present and discuss submittals. The contract is 10% billable upon completion of data collection and formal acceptance of the BS Submittal. Phase 3: Schematic Study (SS) The Schematic Study submittal is a narrative presentation of facts, sufficiently complete, to demonstrate that the Basis of Study results are being further developed. The submittal will include conceptual drawings of the facility master plans, initial project listings and initial cost estimates. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks: Identified any planned new programs for the facility and determine workload and space requirements for those new programs; Completed Market Level Services Delivery Plan Completed Space and Service GAP analysis and all required solutions; Evaluation and identification of additional services needed to support new programs; and, Initial evaluated gaps and provide a report to showing current and future deficiencies for: Support Services Clinical Services (Patient Care) Mechanical, Electrical, Plumbing Infrastructure Space Security Functionality/Adjacency/Efficiency Parking. Deadline for completion of Phase 3 is NTP + 135-days. Requires, at a minimum, one site investigation/design group meeting (2-days) and one site visit (1-day) to present and discuss submittals. The contract is 35% billable upon acceptance of the SS Submittal. Phase 4: Development of Study (DS) The Development of Study is the submittal of the Draft Master Plan and Draft 10-Year Construction Phasing Plan, sufficiently complete (75%), to demonstrate that the Schematic Study results are being further developed. The submittal will include refined drawings, project listings, refined project phasing plans and cost estimates for all work included in the Master Plan. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks: Provided a general listing of program requirements, as well as a detailed listing of projects and prioritization; Utilized space projections to determine appropriate square footage needs on both the departmental and facility levels; and, Developed a detailed list of capital initiatives by year and program along with an Microsoft Project Schedule for the Capital Master Plan that will identify tasks (broadly defined projects), task duration, task schedule (timing of activation to meet projected demand), task phasing (successor/predecessor relationships), as well as program resources required for accomplishment (NRM, CSI, Minor, Major, lease, etc.). Deadline for completion of Phase 4 is NTP + 195-days. Requires at a minimum, design group meeting (2-days) and one site visit (1-day) to present and discuss submittals. The contract is 70% billable upon acceptance of the DS Submittal. Phase 5: Study Review (SR) The Study Review submittal is a narrative presentation of facts, sufficiently complete (90%), to demonstrate that the study objectives have been integrated into the Master Plans and 10-Year. The submittal will include further refined drawings, engineering project listings, refined project phasing plan and cost estimates for all work included in the Master Plan. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks: Provided departmental footprints, both current and proposed, as editable files and hard copies showing the department boundaries/locations in the plan, adjacency with other departments, and appropriate size of the department required (in Department Gross Square Feet or DGSF) represented by the block diagrams; Completed cost estimates; Draft version of the Master Plan and 10-Year including refined drawing (see Attachment C-Sample Master Plan Contents) Draft versions of promotional materials to include large format site planning renderings (minimum 10 significant area of interest), promotional handouts (pamphlets, web-based presentation and booklets) and diagrammatic plans of future state for all hospital floors, buildings and CBOCs; and, A draft animated time-based video rendering (utilizing sketch-up or similar program) future projects in the form of an area walkthrough walkthrough/flyby of prosed improvements in the proposed Master Plan over the entire 10-year period. Deadline for completion of Phase 5 is NTP + 255-days. Requires at a minimum, one site visit to present and discuss submittals. The contract is 90% billable upon acceptance of the SR Submittal. Phase 6: Final Study (FS) The Final Study submittal is a narrative presentation of facts, sufficiently complete (100%), to demonstrate that any required revisions to the Study Review submittal have been completed and integrated into the Master Plan and 10-Year Construction Phasing Plan. The submittal shall include final drawings, project listings and cost estimates for all work of the Master Plan. It is expected by this submittal the A/E shall have performed (at a minimum) the following tasks: All required work in its final and complete form; Final version of the Master Plan and 10-Year including refined drawing (see Attachment C- Sample Master Plan Contents) Final versions of promotional materials to include large format site planning renderings (minimum 10 significant area of interest), promotional handouts (pamphlets, web-based presentation and booklets) and diagrammatic plans of future state for all hospital floors, buildings and CBOCs; Animated time-based video rendering (utilizing sketch-up or similar program) future projects in the form of an area walkthrough walkthrough/flyby of prosed improvements in the proposed Master Plan over the entire 10-year period; Deadline for completion of Phase 6 is NTP +315-days. Requires, at a minimum, one site visit to present and discuss submittals. The contract is 100% billable upon acceptance of the FS submittal. SF330 SUBMITTAL REQUIREMENT: Who May Submit: This project is set aside for FAR 852.219-10, Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (Dec 2009). The NAICS for this project is 541330 Engineering Services. SF330 Architect-Engineer Qualifications Parts I & II (Reference FAR Part 36.603). Your submission must not exceed 50 pages and present no more than five (5) of the most relevant Master Plan projects, completed or in current service being provided within the past five (5) years. Where to Submit (Must submit separate packages shipped to each individual) : Interested firms shall submit one (1) SPIRAL BOUND hard copy of the SF330 and one (1) copy on CD or DVD-R (NO USB FORMAT ACCEPTED) to: Butler VA Health Care System 2nd Floor Room 2CN002 353 North Duffy Road Butler, PA 16001 ATTN: Contracting (Jeffrey Zbezinski) AND In addition, the interested firms shall submit three (3) SPIRAL BOUND hard copies of the SF330 and one (1) copy on CD or DVD-R (NO USB FORMAT ACCEPTED) to Butler VA Health Care System 353 North Duffy Road Butler, PA 16001 ATTN: Facilities Engineering Service (Marlin Price) Building 46 All SF 330s shall be clearly marked with the subject line displaying the solicitation number 36C24420R0060 Facility Master Plan A&E All A/E firms interested in submitting an SF 330 must comply with the information listed below: (i) Interested firms having the capabilities to perform this work shall submit to be considered for this contract shall submit hard copies of their Standard Form 330 (Parts I & II) and a CD copies of their Standard Form 330 (Parts I & II) to addresses listed above not later than May 28, 2020 at 2:00 p.m. (Eastern Daylight Time) the response date/time. (ii) Late proposal rules found in FAR 15.208 will be followed for late submittals. The A-E shall not include company literature with the SF 330. Personal visits to discuss this announcement will not be allowed. SOLICITATION: A solicitation will only be issued to the most highly qualified firm. The Point of Contact: Contracting Jeffrey Zbezinski, 878-271-6636 E-mail any questions to Jeffrey. Zbezinski@VA.gov End of Document