L099-- Commissioning-Replace Bldg. 65 Chillers

Presolicitation Notice 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, 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. GENERAL INFORMATION The Department of Veterans Affairs, Roseburg VA Health Care System, Roseburg VA Medical Center, Roseburg OR is seeking sources and intends to award a firm fixed-price contract for Commission Agent oversee the executions and performance of a Architect/Engineering (A/E) 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 # 653-25-101 Commissioning Agent Replace Bldg. 65 Chillers at Roseburg VAMC located 913 NW Garden Valley Blvd, Roseburg OR 97471-6523. The Commissioning Agent Services contract that is 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 (FAR) subpart 36.6 Architectural and Engineering Services, VA Acquisition Regulation (VAAR) 836.6, and VA Acquisition Manual (VAAM) 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. Potential contractors must be registered in SAM (www.sam.gov) and visible/certified in Veteran Small Business Certification (https://dsbs.sba.gov/search/dsp_dsbs.cfm) at time of submission of their qualifications in order to be considered for an award. As a prospective offeror for this Service-Disabled Veteran-Owned Small Business (SDVOSB) set aside, you are verifying your company meets the status requirements of a SDVOSB concern as established by VAAR 852.219-70 (d) (JAN 2023). Roseburg VA Medical Center is a working facility and phasing plans for minimizing downtime, and provisions for continuation of service during outages is critical to this project. Points of Contact: Robert B. Weeks, Contract Specialist Email: contact@example.gov will be the primary contact. Please cc the Contract Officer: Toni J Knight at contact@example.gov on all time sensitive submissions. PROJECT INFORMATION Design shall comply with VA guidelines and specifications. Design manuals and specifications can be found at http://www.cfm.va.gov/TIL/. The proposed work is located at Roseburg VAMC Campus located 913 NW Garden Valley Blvd, Roseburg OR 97471-6523. The A/E Services listed herein is being procured in accordance with the Federal Acquisition Regulation (FAR) 36.6 and VAAR 836.6. All offerors are advised that in accordance with VAAR 836.606-71 the total cost of the architect or engineer services to produce and deliver designs, plans, drawings, and specification must not exceed six percent (6%) of the estimated cost of the construction. The Estimated Magnitude in accordance with Federal Acquisition Regulation (FAR) 36.204 (a) is Less than $25,000.00 The NAICS Code for this procurement is 541330, Engineering Services, and the applicable Small Business Size Standard is $25.5 million annual revenue. The tentative projected award date for the anticipated A/E contract is on or before Monday June 30, 2025. An Architect & Engineer (A/E) Commissioning Agent contract will be negotiated. The anticipated period of performance for completion of final report with recommendations for the design processes is 235 calendar days after the Notice to Proceed (NTP). The procurement time frame will be 180 calendar days after completion of design. Construction Period Services (CPS) is an additional 270 calendar days. Therefore, this requirement ultimate completion is 685 calendar days. Please note that the 685 calendar-day period of performance for the design completion begins with the issuance of the NOA and that a notice to proceed (NTP) will not be issued for the completion of a design project. SUBMISSION REQUIREMENTS: The below information contains the instructions and format that must be followed for the submission of the SF 330 Statement of Qualifications: Submit one (1) SF 330 Statement of Qualifications to contact@example.gov as well as the Contract Specialist: Robert Weeks email: contact@example.gov. This must include Parts I and II and any applicable attachments. If file exceeds the email limit, please break down emails with project number, title and Part I, Part II etc. (The comment highlighted in red below states something different.) The submission must include the SF 330, Architect-Engineer Qualifications form is available online at: http://www.cfm.va.gov/contract/ae.asp or https://www.gsa.gov/system/files/SF330-21.pdf . The SF 330 submission is due by Monday May 6, 2025 at 10AM PST The SF 330 must 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 must read: SF 330 Submission 36C260xxxxxxx Project xxx-xx-xxx Short Description. The SF 330 submission must not exceed a total of 20 pages. This includes title page, table of contents, and any other relevant information. Any pages submitted by an offeror that exceed the limit will not be considered during the evaluation. Each page must be in Arial size 12 font, single spaced. Part II of the SF 330 and any CPARs or PPQs will NOT count toward the page limitation. A PPQ obtained for another SF 330 submission may be submitted for this project. However, if significant portions of the project have been completed since the PPQ was filled out, a new PPQ should be submitted to accurately assess the project. Firms must include the following information in section B of the SF 330 submission: SAM Unique Entity Identifier Tax ID number Cage code Primary point of contact s email address and phone number All questions must be submitted to contact@example.gov and cc: contact@example.gov with the subject line SF 330 Questions - Project # 653-25-101 Commissioning-replace Bldg 65 Chillers at Roseburg VAMC The cutoff for question submission is Friday April 14, 2025 at 10AM PST. Questions will be answered through amendment to the notice posted to Contract Opportunities at SAM.gov. This procurement is a 100% set-aside for SDVOSB concerns. Offers received from other than SDVOSBs will not be considered. Offerors must be certified as SDVOSBs by the U.S. Small Business Administration (SBA) and visible in the Veteran Small Business Certification (VetCert) database (https://veterans.certify.sba.gov/) at the time of SF 330 submission, written response submission, and award. Failure to be certified in the VetCert database at these times will result in the offeror being deemed ineligible for award. All joint ventures must be SBA certified at the time of SF 330 submission, written response submission, and award and must submit agreements that comply with 13 CFR 128.402 prior to contract award. All prime firms must meet the NAICS code requirement specified in this notice. The Contracting Officer will verify the NAICS code in VetCert. Failure to meet the NAICS code requirement may result in the rejection of the SF 330 submission. 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. 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. A-E SELECTION PROCESS Firms who timely submit SF 330s in response to this announcement, and in accordance with submission requirements, will be considered for evaluation. The selection will be made as follows: SF 330s will be evaluated in accordance with the primary selection criteria as stated in this notice. These evaluations will determine the most highly qualified firms for this particular requirement. In accordance with FAR 36.602-3(c), at least three of the most highly qualified firms will then be notified of the Government s intent to hold discussions. Firms that were not selected for discussions will be notified at this time. In accordance with FAR 36.607(b), any requested debriefings of successful and unsuccessful firms will be held after final selection has taken place and will be conducted, to the extent practicable, in accordance with 15.503, 15.506(b) through (f), and 15.507(c). Note that 15.506(d)(2) through (d)(5) do not apply to architect-engineer contracts. Discussions will be held with top three firms in the form of written responses. The firms invited to participate in discussions will be notified by Contract Specialist or Contracting Officer by email with detailed instructions that will include questions or topics to address. Following the completion of discussions, the firms will be evaluated and ranked based on the primary and (if necessary) secondary selection criteria. The final evaluation and ranking will consider the SF 330 submission for each firm, as well as additional information obtained via discussions. The highest rated firm will be selected to receive the solicitation and engage in negotiations. The solicitation will be issued to the highest rated firm as a Request for Fee Proposal (RFP). All SOW attachments and site-specific documentation will be provided to the highest rated firm with the RFP. A site visit may be authorized during the negotiation process. An award will then be made as long as the negotiation of rates and hours leads to a fair, balanced, and reasonable determination of the final contract price. If negotiations with the highest rated firm are unsuccessful, the firm will be notified that negotiations have been terminated. Negotiations will then be initiated with the next highest rated firm, and so on until award can be made or this announcement is cancelled. PRIMARY SELECTION CRITERIA (to be completed on the SF 330): Firms responding to this notice will be evaluated and ranked using the primary and secondary selection criteria listed below. The factors are listed in descending order of importance. The evaluation will consider how each factor is addressed and how it is formatted to coincide with the selection criteria. Criteria 1: Professional Qualifications Sections C through E of the SF 330 The evaluation will consider the professional qualification necessary for satisfactory performance of required service. The evaluation shall consider the specific experience (minimum of five years) and 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, and their record of working together as a team when evaluating professional qualifications. The lead designer in each discipline must be registered but does not have to be registered in the particular state where the project is located. The A-E shall demonstrate they are able to sign and stamp each drawing by individuals licensed in any state in the United States for the key positions listed below. Provide Professional License numbers and/or proof of Licensure. A resume for each of these key positions must be provided via Section E of the SF330. Key positions and disciplines required for this project may include among others. The following is a list of resumes that are required: Commissioning Agent Project Manager Offer must include the following statement of SDVOSB compliance on the cover page when submitting the personnel proposed to perform the work under this requirement: I [signatory authority] ___________________, [company or Joint Venture] __________________, certify that the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs by the Small Business Association s Veteran Small Business Certification (VetCert) in compliance of VA Acquisition Regulation (VAAR) 852.219-75. The information provided in sections C through E of the SF 330 will be used to evaluate this evaluation factor. Do not include this information in section H, unless it is pertinent to support the information listed in the other sections. Criteria 2: Specialized Experience and Technical Competence Section F, G and H of the SF 330 The evaluation will consider specialized experience and technical competence in commissioning services for newly installed chillers. Provide information for example projects which best illustrate the proposed team s experience and competencies for this contract. Submissions shall include information regarding experience and competence in: Chiller Installation Commissioning Submissions shall include the following information for example projects: Project title, location and detailed narrative describing the scope of services provided including the type of work performed by the offeror and its role in the project i.e., prime contract, Teaming Partner, or subcontractor Project Owner, owner s point of contact including telephone number and email address. Services & Deliverables provided under the contract or task order Period of Performance, including start and completion dates Total dollar value of the project Contract number associated with the project. Submissions shall include no more than three and no less than five recent and relevant, Government and private experience, example projects, similar in size, scope, construction features and complexity, which clearly illustrate experience and competencies listed above and in other portions of this solicitation. Recent is defined as services provided in the five (5) years prior to the closing date of this solicitation. Relevant is defined as projects, within the United States, its territories, or possessions, requiring tasks identified in this solicitation. Similar complexity is considered projects of an operational, construction, or design likeness to the work covered in this solicitation. Three (3) of the five (5) example projects must have construction completed. The last two example projects must be either construction completed, or substantially (50%+) complete. Submit example project information in Section F of the SF 330. Section G of the SF 330 will be used to evaluate the prior experience of the prime firm and any key subcontractors working together on the provided example projects. The evaluation will also consider narratives addressing the following topics for the Offeror, and key consultants, in the Criterion 2 Specialized Experience and Technical Competence of the SF 330: The management s approach. The coordination of disciplines and subcontractors Quality control procedures, and Familiarity with VA Design Guides/Manuals, Master Specifications, and other applicable standards. The narratives should clearly illustrate how each of the topics were addressed. Re-stating or reiterating this list or the Scope of Work in Section H will not be sufficient. Narratives submitted in Section H of the 330, shall not exceed one (1) page in length for the Offeror and each key consultant. The narrative submissions shall not exceed ten (10) pages total for this criterion. Selection Criteria 3: Capacity Section H of the SF 330 The evaluation will consider the team s plan and the evaluation will consider the firm s ability to meet the schedule of the overall project, as well as the available capacity of key disciplines to perform the work in the required time. Provide the available capacity of key disciplines by providing current project workload, inclusive of all projects awarded during the previous 12 months and the full potential value of any current indefinite delivery contracts. Offeror shall clearly state their available capacity presenting workload percentages for the key disciplines and/or team members. Also, the offeror must provide the completion percentages and expected completion date for projects awarded in the previous 12 months. The information for this factor shall be provided in Section H of the SF 330. Please ensure the capacity applies toward the team/personnel provided in the SF 330. Selection Criteria 4: Past performance - Section H of the SF 330 The evaluation will consider the firm s past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules. Past performance will be evaluated for all projects provided in Section F. The Contractor Performance Assessment Rating System (CPARS) database will be reviewed to evaluate the projects that have a CPARS entry. CPARS are not required to be submitted with the SF330 submission. The contract number for the project must be submitted with each project in Section F so CPARS can be reviewed in the database. For any project that does NOT have CPARS data available, a Past Performance Questionnaire (PPQ) is required to be submitted with the SF330. The PPQ should be rated and signed by the evaluator. In the event that a firm does not receive a requested complete PPQ from an evaluator prior to the time for submission, the firm shall submit the partially completed PPQ with Section 1 and the Evaluator Information in Section 2 completed. Ensure a POC is listed with the project title/contract number. The VA will make reasonable attempts to contact the POC upon submission for PPQ completion. Evaluations may also include additional performance related from the firm, customer inquiries, Government databases, publicly available sources, and additional projects in CPARS. The Government reserves the right to contact any POC listed on a CPARS report or PPQ. 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 be completed by the office/branch/individual team member performing the work under this contract. The information for this factor shall be provided in Section H of the SF 330. For PPQs, please utilize the attached PPQ document only. Completed PPQs should be incorporated into the SF 330 directly. PPQs should not be submitted separately to NCO20 directly. Any PPQs will not be counted towards the page limitations for this submission. However, any narratives provided for past performance in Section H shall not exceed two (2) pages in length and will be counted toward the total submission page limit. Selection Criteria 5: Knowledge of the locality - Section H of the SF 330 The evaluation will consider the knowledge of the locality, including specific knowledge of local conditions or project site features, such as geological features, climatic conditions, working with and local construction methods or local laws and regulations of the area of Portland Oregon and Vancouver Washington. 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 project site and locality, and NOT where the firm is located, how far away the firm/branch office is from the site, and how they would travel to the site. Information related to the firm s location shall be provided in the Secondary Selection Criterion: Geographic Location. Selection Criteria 6: Experience in Construction Period Services - Section H of the SF 330 The evaluation will consider experience in Construction Period Services (CPS) necessary for performance of this contract. Submissions shall provide information which clearly illustrates CPS experience in the following: Solicitation support services Professional field inspections during the construction period, both scheduled and emergent Coordination with commissioning requirements/commissioning services Review of construction submittals for design conformance, variance, and applicable code/standard compliance Support in answering requests for information (RFI) during the construction period. Support of construction contract changes to include drafting statements of work and cost estimates. Maintaining a comprehensive submittal log inclusive of material data, shop drawings, certifications, etc. Providing timely and complete responses to requests for information Providing supporting documentation (statements of work, cost estimates, technical reports, etc.) for construction modifications Providing record drawing documentation Process for correcting design errors/omissions identified during construction. Attendance at pre-bid, post-award, and commissioning kick off construction project conferences. Providing minutes of weekly construction meetings throughout the duration of construction Site visits during construction both scheduled and emergent Ensuring compliance with the design drawings and specifications Preparation of site visit reports Generation of punch-list reports Review of construction project modifications for cost and technical acceptability Attendance and participation during the final acceptance inspection Maintenance of RFI logs Attendance at weekly conference calls Providing minutes of meetings between the AE, VA, and contractors Pre-final inspection site visits The information for this factor shall be provided in Section H of the SF 330. *Secondary Selection Criterion* Geographic Location Location of the firm, as measured by the driving distance (miles) between the Offeror s principal business location and the following location: Project Location: Roseburg VA Health Care System 913 NW Garden Valley Blvd. Roseburg, OR 97471-6523 Determination of the mileage will be based on Google Maps: (https://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 discussions. The secondary selection criterion will not be applied when determining a firm s SF 330 submission highly qualified or not highly qualified. See Special Notice for Additional Information See attached document: Attachment B - Past Performance Questionnaire Attachment C SF 330 Attachment D VARR Clause 852.219-75