C--A/E Design for New Fire Alarm System
Department of Veterans Affairs, VA Rocky Mountain Consolidated Contracting Center | Published December 29, 2014 - Deadline January 14, 2015
DESCRIPTION: This is a Pre-Solicitation Notice for the following services under project number 666-16-106 - New Fire Alarm System Installation, Sheridan, WY, VA Medical Center (VAMC), at 1898 Fort Rd., Sheridan, WY 82801. This will be a Service Disabled Veteran Owned Business Set-aside. This is an Architectural/Engineering Design and Construction Period Services Project. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL; NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330. The NAICS code for this project is 541330 - Engineering Services.
I) SCOPE OF WORK
1) The A/E is to provide design and construction documents for the demolition of existing system and installation of a new fire alarm system for the Sheridan Veterans Affairs Medical Center (VAMC) located at 1898 Fort Road, Sheridan, WY 82801.
2) This project includes fire alarm system components in 23 buildings. The designer needs to provide plans and specs for a fire alarm system which meets current fire codes but also be compatible with future products. Below is a list of what the VA is calling the components.
a) A new operating system, annunciation panels, fire alarm control panels, paging bridge, control computer program, and wiring (fiber) between these and to the control computer will all need to be updated and compatible with existing devices (smoke detectors, manual pull stations, heat detectors, duct detectors, fire suppression flow switches and tampers, pressure switch, etc.) and future devices.
b) All wiring to the devices will need to be checked by the A/E or a third party hired by them for defects. If the wiring to the devices is found to be defective then that wire will be replaced in the design.
3) Since devices will not be able to be replaced under this project the designer must provide a design which is compatible with the existing devices and will also be compatible with future replacement of the devices.
4) Ensure in their design is compatible with the new one operating system and computer but also with future expansion or part replacement.
5) All electrical, carpentry, architectural, mechanical work needed to design these systems will be provided by the A/E.
6) The design must, as a minimum, be in accordance with all applicable codes indicated in the Department of Veterans Affairs (VA) Design Manuals and VA PUBLICATIONS (Master Construction Specifications, Construction Standards, National Fire Protection Association (NFPA) Underwriters Laboratory, International Building Code IBC 2003, NFPA and National Electric Code (NEC) building codes and standards and VA Information Security Handbook 6500.6 etc.).
7) As part of the design the following list needs to be considered:
a) All electrical work will be terminated by the construction contractor. The design must be clear who and what is supplied for the termination equipment.
b) Any penetrations through any fire barriers whether a floor or wall it will be done in this contract to meet VA standards and National Fire Protection Association (NFPA).
c) The installed system and its components shall be tested and commissioned. This will be included in the design and construction documents.
d) Construction project is to be completed within 270-calendar days from date of notice to proceed.
e) The amount of design must be able to be adjusted to fit the budget of the project. Additive bid alternates with a cumulative total of 20% of estimated construction must be part of the design so that the project can be procured within the VA construction budget. These alternates must be clear in the plans and specs. The design to construction budget is between $2,000,000 and $5,000,000.
f) Implement new technologies in fire alarm systems to improve facility safety. The brand of the system only matters to the point where we can get services from a brand certified contractor in the future in several hours and not days.
g) During construction it may be necessary to affect finishes in the buildings. All finishes solutions will be designed and called out in a finish schedule and specs.
h) All testing parameters will be provided.
i) Design documents will show the red lines as being submitted by the contractor to the A/E and put into the AutoCAD drawings and submitted within 30 days of the completion of the construction project.
j) All existing utilities which are designed to be relocated or modified shall have direction to the contractor on the new location and modifications.
k) Third party fire review is required to be provided by the A/E.
l) This is a functioning hospital and the design must show phasing and methods to keep the existing system in place while installing and testing the new system, so the facility is never without fire alarms and fire protection. There will be times for instance when the actual turn over happens that the fire alarms will be down but the designer must minimize this time in their design.
m) The installed system design and its components shall be tested and certified capable of receiving, distributing, interconnecting and supporting system requirements required locally and remotely as detailed herein.
n) All existing wiring that is to be replaced by fiber or by new copper will be demolition from the site during construction.
8) Investigative services:
a) A report on 8 1/2"x11" paper (bound) and an electric Portable Document Format (PDF) version will be submitted. It will give the pro and cons of the project. It shall include preliminary cost estimate and any results from preliminary testing and investigations. The results and sketches from this report should be used to develop the design.
b) Interview and work with VAMC staff to determine how the current system is working and what needs there are from the VA FMS staff.
c) In person inspections will be needed before the design starts due to limited space and the area needing phasing designed. The A/E will want to understand the workings of the area to facilitate a smoother design.
d) The A/E will need to do a visual investigation of the above ceiling, attic and areas to get a clearer understanding of the building. The VA drawings are older and may or may not show all utilities and structural components.
e) The wiring to devices will be inspected by the A/E or their sub-contractor for defects like put not limited to cuts or coating degradation. This wiring information shall be documented and turned in with the As-builts.
f) Any drawings which can be provided and show line locations will need to be verified by the contractor before using in the design.
g) A/E must provide their own equipment to perform these investigative services (i.e. ladder, electronic tracker, etc.)
h) Schedule 4 trips for this at minimum.
9) Meeting and Submittal reviews:
a) The A/E will combine the kickoff meeting with the first investigative trip.
b) The A/E will be on site for the 30%, 50% and 95% reviews. A/E shall provide a site visit with the 100% documents to verify fit of new equipment.
c) The A/E will take minutes for all phone calls, meetings and decisions then distribute for review by the members within 5 business days and then finalize the minutes within 5 more business days. Electronic and emailed minutes are acceptable.
10) To be provided by the VA to the designer:
a) One line prints of as-build utilities plans and building floor plans are available at the VA Engineering Office in AutoCAD or PDF format. The accuracy of these prints is a close approximation of what exists on site. There may be instances where the prints are wrong, therefore the contractor shall be responsible for field verification of all project requirements and measurements. Any drawings which can be provided and show line locations will need to be verified by the contractor before using in the design.
b) VA Standards and VA Master Specifications in electronic format Microsoft Word © (MS WORD) are available on the VA web site. http://www.cfm.va.gov/til/ . Add document footer to these specifications showing the project, the section number, and the page number. The A/E must go through and fill in all blanks and make sure they match the drawings.
11) This design package must be completed by August 1, 2015.
END OF SCOPE OF WORK
II) A/E SUBMISSION OF MATERIAL FOR PRELIMINARY, 30%, 50%, 95%, 100% REVIEWS:
1) The A/E shall prepare all construction documents. There will be four submissions consisting of reports, drawings, specifications, phasing plans, and cost estimates. Submission Requirements for each submission: Four (4) copies of specifications, Three (3) copies of estimates, Four (4) copies of ½ size drawing sets and Two (2) copies of full size drawings sets. The A/E is to affix the appropriate discipline certification stamp on only the final 100% drawings. Stamps are preferred to be Wyoming. Drawings to be clearly marked identify which review is being submitted and date printed.
2) All drawings shall be sized 22" x 34", with 1/8" minimum text size, on VA format border plus an electronic version in PDF and AutoCAD. Revit will not be accepted.
3) In each submission the A/E shall incorporate the material specified in the prior submission, revised according to the comments made by the V A at the prior review. Submissions shall include a written document showing action taken for each review comment made by the COR with relevant VA Design Manual references.
III) FIRST REVIEW SUBMISSION/PRELIMINARY DESIGN (30% REVIEW):
Submit list of VA specification to be included in final submission. List all A/E originated specification and brief description.
a) Submit 1 set of ½ size plans of all disciplines that are 30% complete and show a list of details, schedules, and large scale plans to be completed in later submissions.
b) Show general notes of existing conditions, basic details and upgrades to be made. Include other scheduled information and information required at the 30% review stage.
IV) SECOND REVIEW SUBMISSION/PRELIMINARY DESIGN (50% REVIEW):
Submit list of VA specification to be included in final submission. List all A/E originated specification and brief description. Add document footer to these specifications showing the project, the section number, and the page number.
a) Submit 1set of ½ size plans and full size plans of all disciplines that are 50% complete and show a list of details, schedules, and large scale plans to be completed in later submissions.
b) Show general notes of existing conditions, basic details and upgrades to be made. Include other scheduled information and information required at the 50% review stage.
c) 50% Cost Estimate. Cost estimate shall be detailed enough to determine project budget and scope of work
d) All of the above will be submitted electronically in PDF and the editable versions (word, excel, AutoCAD, etc.) on a disc
V) THIRD REVIEW SUBMISSION (95% REVIEW):
a) Submit VA Master Specification Sections edited to suit the project requirements and, also, any sections originated by the A/E. Add document footer to these specifications showing the project, the section number, and the page number.
b) Submit edited specifications that are 95% complete.
c) When the drawings and specifications are near completion, the A/E shall furnish the VA with a brief description of work for inclusion in the Invitation for Bids. The VA will prepare the Invitation for Bids, the Bid Form and the Division 00 - Procurement and Contracting Requirements section and will forward original copy to the A/E for reproduction, and binding in the project specifications.
d) Submit a list of all the submittals that the Contractor will be required to provide.
a) Submit a 1 complete set of ½ size plans and 2 sets of full size plans and list of details, schedules, and large scale plans. The working drawings must be 95% complete.
b) Show general notes show and other schedule information that are typically submitted at the 95% review stage.
3) Cost Estimate:
a) This submission shall include everything required by the Preliminary Submission. For this submission, a complete quantity survey estimate is required. No lump sums or square footage estimates will be permitted without explanation. Adjust scope of design so that the design stays within the budget based on this estimate.
4) Construction Schedule:
Provide schedule broke out by discipline and area of work.
5) All of the above will be submitted electronically in PDF and the editable versions (word, excel, AutoCAD etc.) on a disc.
VI) FOURTH & FINAL REVIEW SUBMISSION (100% REVIEW):
a) Contract drawings and specifications and all related documents shall be completed, fully coordinated, and ready for reproduction for bidding and construction purposes at this review.
b) The A/E shall deliver the original working drawings to the Contracting Officer for signature after review and approval of the review material. The working drawings shall bear the seal of the Registered Architect and Professional Engineers responsible for the design.
c) Prior to reproduction for issue for construction bids, the A/E shall make any changes to the working drawings, calculations, and specifications identified as necessary during the Preliminary Review.
Provide VA written report of completed computations and engineering data including basis of design, heating and cooling load calculations including input data and comparative systems narratives. Provide a separate volume for each report with an index, numbered pages, and bound with removable metal fastenings or other approved method.
a) Submit VA Master Specification Sections completely edited and in final form ready for bid except for sections provided by the VA. Add document footer to these specifications showing the project, the section number, and the page number.
b) Submit an updated list of all the submittals that the Contractor will be required to provide.
Submit completed plans with elevations, details, and schedules etc., ready for bid. 1 set of ½ size and 2 sets of full size.
5) Cost Estimate:
This submission shall include everything required by the Preliminary Submission. For this submission, a complete quantity survey estimate is required. No lump sums or square footage estimates will be permitted without explanation. Adjust scope of design so that the design stays within the budget based on this estimate.
6) Construction Schedule:
Provide schedule broken out by discipline and area of work.
7) All of the above will be submitted electronically in PDF and the editable versions (word, excel, AutoCAD etc.) on a disc
VII) CONTRACT DOCUMENT DEVELOPMENT
Contract Document Development to include but not limited to, full set of VA specifications, on CD-disc (Microsoft Word) and hard copy. Provide the Contracting Officer a full set of electronic bid documents that can be advertised on Fed Biz Ops. Drawings must be legible when print in half size (11"x17"). Specifications and drawings will be cross-referenced. Drawings will be provided using the latest version of AutoCAD, using the VHA National CAD Standard Application Guide, Submit in both hard copy (size 22" x 34"), and in electronic format. Revit will not be accepted. All related word processing files shall be submitted on MS WORD format, Times New Roman, Font 11. Upon issuance of the contract the A-E will provide 10 sets of complete construction documents to the contractor.
VIII) CONSTRUCTION PERIOD SERVICES:
Site visits and as-builts: To include but not limited, review and recommendation to VA on all shop drawings and submittals; 4 site visits and final as-built drawings produced from the contractor red-lined project set. The A-E will have ten (10) days to review and comment on submittals from the general and subcontractors once construction phase begins.
IX) DESIRED DESIGN SCHEDULE:
1) Design period of performance: At notice of award, contract length-180 calendar days.
a) 30% due to VA on 45th day (45 calendars days)
b) Returned to A/E on 55th day (10 calendar days)
c) 50% due to VA on 100th day (45 calendar days)
d) Returned to A/E on 110th day (10 calendar days)
e) 95% due to VA on 160th day (50 calendar days)
f) Returned to A/E on 170th day (10 calendar days)
g) 100% final documents due 180th day (calendar 10 days)
2) Cost Estimates: Cost estimates shall be provided in the format shown on VA Form 10-6238 or approved substitute. All estimates shall consider the location of work and other factors, which would tend to increase cost over similar project. Preliminary estimates may be "lump sums" or magnitude estimates. Final estimates shall be detailed and complete with unit prices to include labor and materials.
All drawings shall be prepared in latest version of AutoCAD using the VHA National CAD Standard Application Guide, Revit will not be accepted. Use 22"x34" paper with minimum 1/8" text. Size and text will allow printing of readable half size drawings on 11"x17" paper. Drawings will consist of a title sheet followed by the applicable architectural/engineering order of drawings. A/E shall provide a separate file for each drawing. Multiple drawings as individual paper spaces in a single DWG file are not acceptable.
1) Master VA construction specifications shall be used. These specifications will be edited to apply solely to the content of the project. Specifications will be clearly typed on 8-1/2" X 11", white bond paper suitable for reproduction and must be available in MS WORD FORMAT, TIMES NEW ROMAN, FONT 11. A/E is responsible for assembling all specification sections into one document in the word format indicated herein. Add document footer to these specifications showing the project, the section number, and the page number.
2) Provide itemized list/ schedule of values for each specific task being billed for.
a) Full Compensation: Payments shall be made as described herein. Said payments shall constitute full compensation for all expenditures that may be made by the A/E and expenses incurred in the execution of these services, except as otherwise provided herein.
b) Contract Drawings and Specifications: This part of the contract shall include all services required for preparation of Contract Drawings and Specifications through the award of the construction contract. Provide a complete set of Contract Drawings and Specification in PDF that can be printed by bidders from Fed Biz Ops that is legible on 11"x17" paper and that will be at the correct scale when printed on 22"x 34" paper in a pdf format. Provide a complete editable AutoCAD electronic set to the VA, Revit will not be accepted.
c) Site visits and as-builts: This part of the contract shall include all construction period services.
XII) INFORMATION SECURITY
1) This work shall be done in compliance with the VA Information Security Handbook 6500.6 found in PDF format in the list found at
2) VA Information Security Handbook 6500.6 Appendix B, C and D must be acknowledged before work can begin
THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL; NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330. A SITE VISIT WILL TAKE PLACE DURING NEGOTIATIONS. Written Questions should be submitted no later than 5:00 PM Mountain Standard Time (MST) January 5, 2015 to email@example.com. Interested firms should submit one (1) copy of their current SF 330, Part I & Part II no later than 5:00 PM Mountain Standard Time (MST) January 14, 2015 to firstname.lastname@example.org. The emailed file shall not exceed 5MB in total.
OFFERORS WILL BE EVALUATED ON THE FOLLOWING CRITERIA: The criteria are listed in descending order of importance.
(1) Professional qualifications necessary for satisfactory performance of required services; including a Registered Engineer, P.E. from the State of Wyoming. Certified and educated in fire systems design and installation. Third party fire reviewer must also have fire systems design and installation this certificate.
(2) Specialized experience and technical competence in the type of work required, including, experience in fire safety systems design and installation including software, wiring, hardware, safety codes for VA and NFPA. Where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials (SF 330 Part 1 Section F).
(3) Capacity to accomplish the work in the required time.
(4) Past performance on contracts with Government agencies and private industry in terms of cost control, quality of work, and compliance with performance schedules;
(5) Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.
(6) Location in the general geographical area of the project and knowledge of the locality of the project; provided, that application of this criterion leaves an appropriate number of qualified firms, given the nature and size of the project; and
(7) Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness.
(8) Record of significant claims against the firm because of improper or incomplete architectural and engineering services.
Criterion 1 - Professional Qualifications necessary for satisfactory performance of required services. Offerors will be evaluated in terms of the qualifications, competence and experience of the key personnel and technical team proposed to accomplish this work. Key personnel are individuals who will have major contract or project management responsibilities and/or will provide unusual or unique expertise. Provide a licensed and or certified workforce in the following disciplines - Engineering, Architecture, Fire Systems design/installation, and third party fire reviewer.
Submission requirements: Provide resumes for all proposed key personnel. Resumes are limited to one page each and should cite project specific experience and indicate proposed role in this contract. Provide professional registration, certification, licensure and/or accreditation. Indicate whether key personnel hold security clearance and if so, what level. Indicate participation of key personnel in example projects in the SF 330 Part 1 Section G.
Criterion 2 - Specialized experience and technical competence in the type of work required, including, experience in fire safety systems design and installation including software, wiring, hardware, safety codes for VA and NFPA. (SF 330 Part 1 Section F) - Offerors will be evaluated on specialized experience and technical competence in the performance of services similar to those anticipated under this contract with regard to:
? Experience with design of similar types of facilities;
? Experience with multi-phased hospital design and construction programs;
? Experience with construction and renovation phasing in hospitals and other VA facilities;
? Experience in providing post construction award services (shop drawing review, as-built drawing and Quality Assurance Plan (QAP) preparation, construction inspection services, and Operating and Maintenance Manuals).
Submission requirements: Provide up to five (5) projects completed or substantially completed within the past five (5) years that best illustrate specialized experience of the proposed team in the areas outlined above. Example projects shall note project's square footage. All projects provided in the SF 330 must be completed by the office/branch/regional office/individual team member actually proposed to manage and/or perform work under this contract. To enable verification, firms should include the DUNS number along with each firm name in the SF 330 Part 1, Section F Item 25 "Firms from Section C Involved in this Project," block (1). Include a contract number or project identification number in block 21. Include an e-mail address, and phone number for the point of contact in block 23(c).
Include in the project description the contract period of performance, award contract value, current contract value, a summary of the work performed that demonstrates relevance to specialized experience as outlined above. If the contractor served as a subcontractor on a project, indicate the value of the work they provided towards the performance of the overall project. If a project was performed by a joint venture, and not all joint venture partners are on the team proposed for this contract, the offeror/team should specifically address the work performed by the joint venture partner offering/teaming on this contract. Likewise, if the offeror/team member worked as a subcontractor on a project, the description should clearly describe the work actually performed by the offeror/team member and the roles and responsibilities of each on the project, rather than the work performed on the project as a whole. If the project description does not clearly delineate the work performed by the entity/entities offering/teaming on this contract, the project could be eliminated from consideration.
Criterion 3 - Capacity to accomplish the work in the required time. Firms/teams will be evaluated in terms of their ability to plan for and manage work under the contract and capacity to accomplish the work in the required time.
Provide a detailed progress schedule in a time scaled bar graph format. The horizontal axis shall be scaled for time beginning with the Notice of Award and concluding with contract completion. All schedule items shall show start and completion dates for each specific task, including kickoff of project, mobilization, field investigation, submittals at 30, 50, 95 and 100%, VA review time and any other study or design phase presented in the SF330. Ensure the design time is per the days indicated in the SOW. Days indicated in the SOW are calendar days, not work days. This design package must be completed by August 1, 2015.
Submission requirements: Describe the firm's ability to concurrently perform and manage the Fire Alarm System requirement to meet aggressive schedules, multiple disciplines, control costs and the firm's capacity to accomplish 30, 50, 95 and 100%, timeline.
Criterion 4 - Past Performance - Offerors will be evaluated on past performance with Government agencies and private industry in terms of work quality, compliance with schedules, cost control, and stakeholder/customer satisfaction. Evaluating past performance and experience will include information provided in Past Performance Questionnaires (PPQs) or CPARS/ACASS for Criterion 2 projects and may include other information provided by the firm, customer inquiries, Government databases, and other information available to the Government including contacts with points of contact in other criteria. Failure to provide requested data, accessible points of contact, or valid phone numbers could result in a firm being considered less qualified. NOTE: Past performance information for projects listed under Criterion 2 will be given greater weight.
Submission requirements: SUBMIT A COMPLETED CPARS/ACASS EVALUATION FOR EACH PROJECT UNDER CRITERION 1. IF THERE IS NOT A COMPLETED CPARS/ACASS EVALUATION, the Past Performance Questionnaire (PPQ) (Attachment (A)) included in this notice is provided for the offeror or its team members to submit to the client for each project the offeror includes under Criterion 1. AN OFFEROR SHALL NOT SUBMIT A PPQ WHEN A COMPLETED CPARS/ACASS IS AVAILABLE. IF A CPARS/ACASS EVALUATION IS NOT AVAILABLE, ensure correct phone numbers and email addresses are provided for the client point of contact. Completed PPQs should be submitted with your SF 330.
If the offeror is unable to obtain a completed PPQ from a client for a project(s) before the response date set forth in this notice, offerors should complete and submit with their responses the first page of the PPQ (Attachment), which will provide contract and client information for the respective project(s). Offerors may submit a PPQ previously submitted under a different Notice/RFP (legible copies are acceptable) as long as it is on the same form as posted with this Synopsis. Offerors should follow up with clients/references to ensure timely submittal of questionnaires. If requested by the client, questionnaires may be submitted directly to the Government's point of contact, Network Contracting Office 19, Attn: Concesa Hubbard via email at email@example.com prior to the response date. Offerors shall not incorporate by reference into their response PPQs or CPARS 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.
Criterion 5 - Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.
Submission requirements: Offerors shall submit evidence of individuals experience and qualifications in their respective fields. Additionally, documentation must be provided to show these individuals have worked together as a team on previous projects and there role. Furthermore, offerors shall describe the ability of the firm to manage, coordinate and work effectively with team members, both internal staff and consultants. Discuss the history of working relationships with team members, including joint venture partners where applicable.
Criterion 6 - Location in the general geographical area and knowledge of the locality of the Sheridan, WY local area; Firms/teams will be evaluated on the locations of their office or offices that will be performing the work under this contract.
Submission requirements: Indicate firms/teams location, including main offices, branch offices and any subconsultants' offices and demonstrate how this will be advantageous to the Government.
Criterion 7 - Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness.
Submission requirements: Offerors shall provide documentation or certificates as evidence of reputation and standing of its firm
Criterion 8 - Record of significant claims against the firm because of improper or incomplete architectural and engineering services. Offerors with significant claims again the firm as a result of improper architectural and engineering services provided in the last three (3) years will be excluded from further evaluation.
Submission requirements: Records and any other documentation of any significant claims highlighting improper or incomplete architectural engineering services against the firm within the last three (3) years. The SF 330 shall contain a signed and dated statement by the president of the firm affirming that there are no records of significant claims because of improper or incomplete architectural and engineering services.
REQUIREMENT FOR ELECTRONIC SUBMISSION
Unless paper offers are specifically authorized, all responses to this pre-solicitation notice must be submitted electronically as described below. The only acceptable paper form for this requirement is the receipt of past performance questionnaires. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to non-compliance with the terms of the solicitation. You must submit your electronic offer, and any supplemental information (such as spreadsheets, backup data, technical information), using any of the electronic formats and media described below.
In addition, contractors are notified of the award via an electronic Notice of Award e-mail. The award document will be attached to the Notice of Award e-mail.
Acceptable Electronic Formats (Software) for Submission of Offers
1. Files readable using the current Microsoft* Office version Products: Word, Excel, PowerPoint, or Access. Spreadsheet documents must be sent in a format that includes all formulas, macro, and format information. Print or scan images of spreadsheets are not acceptable. Please see security note below for caution regarding use of macros. When submitting construction drawings contractors are required to submit one set in AutoCAD and one set in Adobe PDF. (Purpose: contracting can open the PDF version and engineering can open AutoCAD files)
2. Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater.
3. Other electronic format. If you wish to submit an offer using another format than those described in these instructions, e-mail the Contracting Officer who issued the solicitation. Please submit your request at least ten (10) calendar days before the scheduled closing date of the solicitation. Request a decision as to the format acceptability and make sure you receive approval of the alternate format before using it to send your offer.
4. Please note that we can no longer accept .zip files due to increasing security concerns.
E-mail Submission Procedures: For simplicity in this guidance, all submissions in response to a solicitation will be referred to as offers.
1. Subject Line: Include the solicitation number, name of company, and closing date of solicitation. Use only one of the terms Quotation, Offer, or Bid depending on the solicitation type.
2. Size: Maximum size of the e-mail message shall not exceed five (5) megabytes. Only one email is permitted unless otherwise stated in this paragraph or in writing by the Contract Officer submitting the solicitation.
The offer will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission.
Security Issues, Late Bids, Unreadable Offers
1. Late submission of offers are outlined at FAR Parts 52.212-1(f), 52.214-7, and 52.215-1(c)(3). Particular attention is warranted to the portion of the provision that relates to the timing of submission.
2. Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.
3. To avoid rejection of an offer, vendors must make every effort to ensure their electronic submission is virus-free. Submissions or portions thereof submitted and which the automatic system detects the presence of a virus or which are otherwise unreadable will be treated as "unreadable" pursuant to FAR Parts 14.406 and FAR 15.207(c ).
4. The virus scanning software used by our e-mail systems cannot always distinguish a macro from a virus. Therefore, sending a macro embedded in an e-mail message or an e-mail attachment may cause the e-mail offer to be quarantined. You may send both the spreadsheet and the spreadsheet saved in PDF format to ensure that your proposal is readable.
5. Password protecting your offer is not permitted. The Contracting Officer will file the offer electronically which will allow access only by designated individuals.
Important Notice: Apparent successful offerors must apply for and receive verification from the Department of Veteran Affairs Center for Veterans Enterprise (CVE) in accordance with 38 CFR Part 74 and VAAR 819.70 by submission of documentation of Veteran status, ownership and control sufficient to establish appropriate status, offerors must be both VISIBLE and VERIFIED by the Department of Veteran Affairs Center for Veterans Enterprises at the time of submission of proposal. Failure to be both VERIRIED by CVE and VISIBLE on VetBiz at the time of proposal submission will result in the offeror's proposal being deemed non-compliant. All offerors are urged to contact the CVE and submit the aforementioned required documents to obtain CVE verification of their SDVOSB status if they have not already done so.
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 service-disabled 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 service-disabled veterans (or eligible surviving spouses);
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans (or eligible surviving spouses) or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran;
(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) "Service-disabled veteran" means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
(b) General. (1) Offers are solicited only from service-disabled veteran-owned small business concerns. Offers received from concerns that are not service-disabled veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a service-disabled veteran-owned small business concern.
(c) Agreement. A service-disabled 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 service-disabled 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 service-disabled 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 service-disabled 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 service-disabled veteran-owned small business concerns.
(d) A joint venture may be considered a service-disabled veteran owned small business concern if-
(1) At least one member of the joint venture is a service-disabled veteran-owned small business concern, and makes the following representations: That it is a service-disabled veteran-owned small business concern, and that it is a small business concern under the North American Industry Classification Systems (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; and
(3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation.
(4) The joint venture meets the requirements of 13 CFR 125.15(b).
(e) Any service-disabled 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 this program.