C--A/E Requirment for Physical Assessment and Survey Project # 596A4-17-104
Department of Veterans Affairs, Nashville VAMC | Published March 2, 2017 - Deadline March 16, 2017
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Introduction: This is a Pre-Solicitation Notice for project number 596A4-17-104 that requires Architect/Engineering (A/E) Services for the Development of a Physical Security Risk Assessment and Survey at the VAMC Lexington, KY facilities and Community Based Outpatient clinics. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. ONLY THE A/E FIRMS RESPONDING TO THIS ANNOUNCEMENT BY SUBMITTING AN SF330 PACKAGE ON TIME WILL BE CONSIDERED FOR INITIAL EVALUATION. NO SOLICITATION PACKAGE WILL BE ISSUED UNTIL AFTER AN EVALUATION HAS BEEN MADE ON THE PROVIDED SF-330s. The A&E Services contract that is anticipated to be awarded will be procured in accordance with the Selection of Architects & Engineers Statute (Brooks Act - Public Law 92- 582), Federal Acquisition Regulation Part 36.6 and VA Acquisition Regulation 836.6
Mileage Restriction: This procurement is restricted to Service Disabled Veteran Owned Small Businesses (SDVOSB) located within a 450 mile driving distance from the Lexington VAMC (Leestown Division) located at 2250 Leestown Road, Lexington KY 40511. The 450 mile restriction will be verified by using the shortest driving distance from the Lexington VAMC (Leestown Division) to a contractor s office from which the majority of the design services will be performed. This mileage restriction will be calculated using the following link: https://www.google.com/maps/dir//Lexington+VA+Medical+Center:+Leestown+Division,+2250+Leestown+Rd,+Lexington,+KYemail@example.com,-84.5738379,13z/data=!3m1!4b1!4m8!4m7!1m0!1m5!1m1!1s0x88424390a264f1c9:0xf486f401abf109c9!2m2!1d-84.5387326!2d38.0735587
If said contractor s office is more than the 450 mile driving distance restriction to the Lexington VAMC (Leestown Division), the contractor s SF330 package will not be evaluated by the source selection evaluation board (SSEB) and will not be considered for award. This mileage restriction is in compliance with VAAR 805.207.
Contractors are required to place the address that must be utilized by the contracting officer on the first page (cover page) of the SF 330 package. No other address will be utilized when determining said mileage restriction.
Description: The Lexington VA Medical Center is seeking professional architect/engineering firms to bring VAMC Lexington, KY facilities and Community Based Outpatient clinics into compliance with current U.S. Department of Veterans Affairs Physical Security Design Manual (PSDM) for Life Safety Protected Facilities requirements with the development of a Physical Security Risk Assessment and Survey. This project will require architectural and engineering services to provide professional consultative/engineering services to conduct a physical security risk assessment for the Lexington VA Medical Center and Community Based Outpatient Clinics for compliance with the VA Physical Security Design Manual (VA PSDM) (http://www.cfm.va.gov/til/PhysicalSecurity/dmphysecmc.pdf). To meet this requirement, the facilities evaluated must have a clear, defined presentation of their vulnerabilities and defined proactive measures needed to reduce or mitigate such risk/vulnerabilities. To achieve this obligation the assessment requires the showing of fragile links of the vulnerabilities and a prioritization to enable realistic programs to be developed to undertake physical works to improve.
It is the intent of the Department of Veterans Affairs to have the A/E fully survey, investigate, and document the existing space, and all systems necessary in order to gain the knowledge and insight necessary to prepare quality, accurate documents in a professional manner to accomplish the following:
Conduct Risk Analysis: The contractor shall collect information and perform an evaluation of each facility (VA-Owned and Leased properties) for compliance with VA PSDM by surveying the physical facilities / site to include perimeter (reviewing lighting, pedestrian ways, parking facilities, and other facility features), all buildings and facility security access
Gap Analysis: The contractor shall compare the existing building conditions to the VA PSDM identifying gaps and/or vulnerabilities.
At minimum, the contractor shall utilize the VA PSDM, VISN 9 PSDM Existing Medical-Related Leases (Life Safety Compliance Checklist) and/or VISN 9 PSDM Life Safety and Mission Critical Compliance Checklists to complete the gap analysis.
The contractor shall review and edit VISN 9 PSDM existing Medical-Related Lease (Life Safety Compliance Checklist) and VISN 9 Life Safety and Mission Critical Compliance Checklists as appropriate to ensure coordination/harmony with VA PSDM.
Corrective Action(s): The contractor shall develop appropriate as well as feasible corrective actions for each gap and/or vulnerability resulting from the Gap Analysis along with an order-of-magnitude estimate to correct each finding.
All offerors are advised that in accordance with VAAR 836.606-73 the total cost of the architect or engineer services contracted for must not exceed 6 percent of the estimated cost of the construction project plus any fees for related services and activities. Additionally, FAR Clause 52.236-2 (c) - Design Within Funding Limitation, will be applicable to this procurement action. Design limitation costs will be provided to the most highly rated AE firm selected to complete the design.
Interested firms should submit their current SF-330 to Matthew.Cox@va.gov. The SF-330s are due on March 16, 2017 at 4:00 PM Central Time (CT). Use the instructions located in Attachment SF330 Submission Instructions .
In accordance with FAR 36.209 Construction Contracts with A/E Firms and FAR 36.606 (c) Negotiations, all interested contractors are hereby put on notice that no construction contract may be awarded to the firm that ultimately designs this requirement.
Security Issues, Late Bids, Unreadable Offers
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.
Please see FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.
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 ).
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.
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 VERIFIED by CVE and VISIBLE on VetBiz.com 1.) at the time SF330s are submitted; 2.)when the proposal is received as a result of the solicitation issued to the most qualified firm; 3.) and on the date of contract award will result in the offeror s proposal/SF330 being deemed non-responsive. 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.
The selection of the most qualified contractor will follow the guidance provided in FAR 36.6 Architect-Engineer Services, except as provided in FAR 36.602-5 Short Selection Process for Contracts Not to Exceed the Simplified Acquisition threshold.
The Government will not pay, nor reimburse, any costs associated with responding to this request for SF-330s. The Government is under no obligation to award a contract as a result of this announcement. Firms will be selected based on demonstrated competence and qualifications for the required work.
Contract Award Procedure: Before a small business is proposed as a potential contractor, they must be certified by VetBiz and registered in the System For Award Management (SAM) database. Register via the SAM internet site at www.sam.gov Failure of a proposed SDVOSB to be VERIFIED by CVE and VISIBLE in VetBiz at the time SF330s are submitted shall result in elimination from consideration as a proposed contractor. Contractors shall be registered and have an active Status in SAM at the time of award. If a contractor is not registered and does not have an active Status at the time of award, the contractor will be determined non-responsive. The contractor, who is determined to be the next most qualified, may receive contract award. The proposed services will be obtained by a Negotiated Firm-Fixed Price Contract.
The review/design of architectural, structural, mechanical, electrical, civil, or other engineering features of the work shall be accomplished by architects or engineers registered in a State or possession of the United States, or in Puerto Rico or in the District of Columbia.
The project drawings/design shall be in compliance with applicable standards and codes described in VA Program Guides and design materials. Master Construction Specifications Index, VA Construction Standards Index, VA Standards Index, and Criteria are available in the Technical Information Library (TIL) on VA Website address: http://www.cfm.va.gov/til/ .
The awarded A/E firm will prepare drawings and specifications in sufficient detail such that qualified outside General Contracting companies can prepare accurate and timely proposals for the desired work. The awarded A/E firm is responsible for ensuring that the specifications and drawings supplied fully represent all of the work described in the Request for Proposal (RFP). The Medical Center must remain operational throughout the construction period and a detailed sequence of work will be provided by the A/E to minimize impact of the construction. The NAICS code for this project is 541330 with a small business size of $15 million. The SF-330 can be downloaded through the GSA Forms Library at: http://www.gsa.gov/portal/forms/type/TOP, type in SF-330 in the Find a Form block and click on search.
SELECTION CRITERIA: See Attachment Evaluation Factors for selection criteria.
THIS IS NOT A REQUEST FOR PROPOSAL. This is a request for SF 330's Architect/Engineer Qualifications packages only. Any requests for a solicitation will not receive a response. No material will be issued and no solicitation package or bidder/plan holder list will be issued. A solicitation will only be issued to the most highly qualified vendor.
Electronic Submission Requirements:
Unless paper offers are specifically authorized in an individual solicitation, all responses to this request for SF330s must be submitted electronically as described below. Responses submitted in a paper form are unacceptable and will be returned. Failure to comply with this requirement may jeopardize the possibility of receiving an award for the contract due to noncompliance with the terms of this pre-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. Additionally, 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
Files readable using the current Microsoft* Office version Products: Word, Excel, and PowerPoint. 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);
Files in Adobe* PDF (Portable Document Format) Files: When scanning documents scanner resolution should be set to 200 dots per inch, or greater;
Other electronic format. If you wish to submit an offer using another format other than 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; and
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 this SF330 request will be referred to as offers.
Subject Line: Include the solicitation number, name of company, and closing date of solicitation;
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 a Contracting Officer; and
The offer will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission.
Point of Contact :
E-mail questions to: Matthew.Cox@va.gov
SF330 SUBMISSION INSTRUCTIONS
To assure timely and equitable evaluation of qualification packages, offerors must follow the instructions contained herein. Vendors are required to meet all instruction requirements. Failure to meet a requirement may result in a vendor being excluded from evaluation. Vendors must clearly identify any exception to the instructions and provide complete accompanying rationale.
Submit one (1) electronic copy in Adobe Acrobat or Microsoft Word.
All electronic SF330 packages, including Part I, Part II, and other submitted attachments, shall be provided on standard letter size 8-1/2 by 11 inch paper, limited to a maximum of sixty-five (65) in total, single-sided, single-spaced, and numbered. Page one (1) begins with the front cover of the electronic submission. If more than sixty-five (65) single-sided pages are submitted, all pages after sixty-five (65) will not be evaluated. The font for text shall be Times New Roman 12-point or larger. Responses must be unclassified and any proprietary information provided must be marked accordingly.
Cover Letter including company name, point of contact information to include phone number and email, DUNS number and CAGE code, address of office from which the majority of the design services will be performed, and the business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business).
Submit a completed SF 330 Part I and SF 330 Part II. Please note, IAW FAR 52.244-4:Subcontractors and Outside Associates and Consultants (Architect-Engineer Services)(Aug 1998):Any subcontractors, outside associates, or consultants required by the Contractor in connection with the services covered by any resulting contract will be limited to individuals or firms that were specifically identified and evaluated up front. The Contractor shall obtain the Contracting Officer s written consent before making any substitution for these subcontractors, associates, or consultants.DO NOT SUBMIT ANY PRICING INFORMATION WITH YOUR SF 330. Pricing information will be requested prior to negotiations from the vendor the government determines most qualified for the project.
Teaming Agreement identification: The prime firm shall provide a statement in the cover letter confirming whether or not there are executed teaming agreements in place for team members as part of the SF-330 submittal. The statement shall also list team members. (Contractor teaming arrangements are defined as (1) a partnership or joint venture between two or more companies or (2) an agreement for a specific Government opportunity between a potential prime contractor and one or more companies that are potential subcontractors.)
Electronic packages shall be emailed to Matthew.Cox@va.gov no later than March 16, 2017 at 4:00 PM (CT).
Final packages must be sent without password protection and cannot be provided in a .zip file.
All offers will be date and time stamped by the Microsoft Email system and will be the official record of receipt for the submission.
DISPOSITION OF PROPOSALS: The original proposal and related information will be retained with the contract file. All extra copies will be destroyed after completion of evaluations.
I. Submissions of completed Standard Form 330 (SF 330) received in response to this notice will be evaluated by a government evaluation board in accordance with The Brooks Act, Public Law 92-582, the Federal Acquisition Regulation (FAR) Part 36, and VA Acquisition Regulation (VAAR) 836.6. Evaluation of past performance and experience may include information provided by the offeror, customer inquiries, government databases, and publicly available sources. Failure to provide requested data, accessible points of contact, or valid phone numbers may result in a firm being considered less qualified.
II. Selection Criteria: Each firm must demonstrate their (including subcontractors ) qualifications with respect to the selection criteria listed below. SF-330s will be evaluated to determine the most highly qualified firm/team based on submitted SF-330 responses. Failure to provide requested data or comply with the instructions in this synopsis and SF-330 instructions could result in a firm being considered less qualified or eliminated from consideration. Specific evaluation criteria include:
1. Professional qualifications necessary for satisfactory performance of required services.
2. Specialized experience and technical competence in the type of work required, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.
3. Capacity to accomplish 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. Location of the A/E Firm and professional familiarity working in the project location.
6. Reputation and standing of the firm and its principal officials with respect to professional performance, general management, and cooperativeness.
7. Record of significant claims against the firm because of improper or incomplete architectural and engineering services.
8. Specific experience and qualifications of personnel proposed for assignment to the project and their record of working together as a team.
The following adjectival ratings will be used to evaluate the documentation submitted.
The firm s proposal demonstrates excellent understanding of the requirement and significantly exceeds performance standards. The firm has several strengths that will benefit the government. The proposal submitted has no weaknesses.
The firm s proposal demonstrates a good understanding of the requirement and has 1 or more strengths that will benefit the government and any weakness of the proposal has little potential to cause disruption to the schedule.
The firm s proposal demonstrates an acceptable understanding of the requirement, and the firm s proposal has no major strengths that will benefit the government, but also no material weaknesses.
The firm s proposal demonstrates a limited understanding of the requirement, and the firm only marginally meets performance standards. The firm s proposal has minor omissions and demonstrates a misunderstanding of the requirement.
The firm s proposal demonstrates a misunderstanding of the requirement and the approach fails to meet performance standards. The firm s proposal has major omissions and inadequate details to assure evaluators that the offeror has an understanding of requirement.
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.
Funds are not currently available and funds may not become available; therefore, the VA will not be responsible for bid and proposal costs if the solicitation is cancelled because of a lack of funding.