THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. 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. The Department of Veterans Affairs is seeking a qualified Architect-Engineering (AE) 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 526-13-504, Replace and Improve Parking Lot Lights Phase II. This Project will replace and renovate the existing parking lot lights at the James J. Peters Bronx VAMC, located at 130 W. Kingsbridge Road, Bronx, New York, 10468. This procurement is restricted to Veteran Owned Small Business (VOSB) and (SDVOSB) firms, preferably located within a 175 mile radius of the facility. This requirement is being procured in accordance with the Brooks Act as implemented in FAR Subpart 36.6. Applicable NAICS code is 541310 and small business size standard of $7 Million. The Magnitude of Construction is between $5,000,000.00 and $10,000,000.00. This is a 100% Veteran-Owned Small Business Set Aside. The anticipated award date of the proposed A-E Contract is on or before September 30, 2013. Potential contractors must be registered in SAM (www.sam.gov) and visible/certified in Vet Biz (www.vetbiz.gov) at time of submission of their qualifications in order to be considered for an award. As a prospective offeror or bidder for this Veteran-Owned Small Business (VOSB) set aside, you are verifying your company meets the status requirements of a VOSB concern as established by 38 CFR Part 74. NOTE - Offerors are referred to VAAR Clause 852.219-11(c)(1): "Services (except construction) at least 50 percent 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". In order to assure compliance with this clause, all firms submitting a SF 330 for this Sources Sought Notice are required to indicate what percentage of the cost of contract performance will be expended by the concerns employees and in which discipline(s) and percentage of cost of contract performance to be expended (and in what disciplines) by any other subcontracted or otherwise used small or large business entity(s). Any subcontracted or otherwise business entity(s) used must be identified by name, office location and size/type of business (i.e. SDVOSB, VOSB, 8(a), large, etc). LOCATION This Project will replace and renovate the existing parking lot lights at the James J. Peters Bronx VAMC, located at 130 W. Kingsbridge Road, Bronx, New York, 10468. SCOPE OF SERVICE REQUIRED PROJECT NO. 526-13-104, REPLACE/IMPROVE PARKING LOT LIGHTS, PHASE II. This project will replace the existing parking lot lighting system at parking lot B, bound by Main entrance road to the north, Building 100 to the west, Nursing Home Building to the south 100 and the roadway lighting to leading to the entrance at Sedgwick Ave, and as shown in the sketch attached. Recent studies have shown that the underground electrical system for the lighting is in poor condition, including water infiltration causing degradation of cables; control system for the lighting circuits is also in poor condition and not energy efficient. Lighting fixtures need to be replaced frequently and are not of the energy efficient type. Lighting system must be replaced in order to prevent safety hazards to patients, visitors, employees. The project includes the reuse or addition of light poles, replacement of lighting fixtures with solar panels to augment energy consumption, new underground electrical system, connection to existing electrical system inside Building 100 and new control system. The project also includes new security camera system and emergency call system, with associated conduits and wiring, and information signage improvement, particularly for handicap parking. The work will include interfacing with the Bldg's building management system and assist VA for energy rebates with utility companies. In addition, the project also includes refurbishing the existing Medical Center front entrance canopy, replacing existing metal fascia pieces, canopy cladding, existing metal canopy ceiling tiles, associated trim, accessories, roofing and canopy lighting fixtures, circuits and controls. The Project will comply with and incorporate VA-adopted codes and standards including VA Directives, Design Manuals, Master Construction Specifications, Design Criteria and other Guidance on the Technical Information Library (http://www.cfm.va.gov/til/). DESIGN DEVELOPMENT DOCUMENTS. 1. The A/E shall incorporate all VA standards and local and state code requirements in the design. The A/E services will include various phases of design starting with a site survey and design analysis and following through with working drawings and construction specifications. A cost estimate shall be required for each design review milestone. The A/E shall provide the VA with a list of all submittals required of the construction contractor. Extra efforts are required towards project phasing in order to provide a minimum interruption to the Medical Centers normal activity. The A/E is required to incorporate all VA architectural, structural, mechanical, and electrical engineering standards and other federal, state, and local recommendations into their design. The A/E shall be responsible for obtaining existing drawings on file and applicable information on various existing building operation systems. The A/E will be assisted by VA Facility Management staff and VA system vendors in obtaining information, including hardware and software of existing management systems. After completion of all work, the A/E will provide a new set of As-Built Drawings. This submission must be delivered to the VA on CAD (CAD requirements are attached to this scope). A cost estimate shall be required for each design review milestone. The A/E shall provide the VA with a list of all submittals required of the construction contractor. The project shall be phased to provide minimum interruption to other occupants of the building and coordinated outage of utility systems during construction. The A/E shall date and certify all reports, studies and submissions. 2. The A/E shall develop an appropriate phasing and coordination plan for construction. 3. The A/E shall coordinate with VA's Information Security Officer (ISO) to comply with the VA security requirements and procedures to ensure that VA's sensitive information and information technology assets are adequately protected. A/E shall ensure that the new electrical lighting control system and connection to BMS shall be certified and accredited (authorized, and registered and monitored in VA's Security Management and Reporting Tool (SMART) database that monitors Federal Information Security Management Act (FISMA) compliance. 4. The A/E design shall also include requirements contained in VA standards. Drawings shall be on standard VA drawing sheets in accordance with VA Construction Standards and VA Standard Details. Construction drawings shall also be provided on AutoCAD Version 2008, on CD ROM with a minimum of 700 mb capability. All CD's shall be furnished by the A/E. The A/E shall provide the VA Master Construction Specifications in the current version of Microsoft Word format. The A/E will edit the specification specific to this project. All cost estimates shall be on VA Form 10-6238. Cost estimates shall be quantitative based on drawings and specifications, indicating labor and materials for each branch of work and reflecting estimated cost for each item. Cost estimates should reflect 10% for overhead and 10% for profit and an allowance for General Conditions. The A/E shall develop bid alternates to keep the final construction cost within the approved budget. In order to accomplish this, the final construction documents shall have bid alternates so that the lowest bid alternate is 10% less than the approved construction budget, based on the A/E's final cost estimate. METHODS AND PROCERURES 1. The A/E shall make an on-site inspection of all areas around the Bronx VA Facility that are within the scope of the project, to familiarize themselves with existing conditions. The A/E shall verify all dimensions including verification of drawings and information obtained by the A/E. 2. Upon appointment by the Director, Facility Management Service Center, the A/E will be assisted by VA Facility Management staff and VA system vendors in obtaining information, including hardware and software of existing management systems. The VA makes no guarantee as to the accuracy or completeness of any system information or as-built drawings furnished. The A/E must verify all information and conditions. The VA makes no guarantee as to the accuracy of any as-built drawings or information on existing management systems obtained. The A/E must verify information received. 3. The A/E shall meet with the project manager from the VA to discuss the specifics of the project and on-going projects that may affect the subject project. 4. Review meetings will be conducted at the end of each design phase. Two (2) weeks prior to each scheduled review meeting (set forth in SP-13 of the contract); submit five (5) copies of all narratives, drawings, calculations and cost estimates to be reviewed by VA staff. The cost estimates will reflect the level of completeness at each review stage. In addition, the A/E shall take minutes of the review meeting and submit two copies to the Contracting Officer for distribution to VA staff. REVIEW REQUIREMENTS The following are minimum requirements for review purposes only. This does not relieve the A/E of responsibility to produce a complete set of construction documents and estimates in accordance with industry standard practice and VA criteria. a. The A/E shall prepare and coordinate all architectural, engineering and site drawings, calculations, specifications and cost estimates. The degree of completion and the stages of submission shall be as specified. B. For each submission, the A/E shall incorporate the corrections, adjustments, and changes made by the VA at the previous review. The A/E shall date all reports, studies, and other submission material. C. Provide computations and sizing calculations for structural, mechanical, plumbing, and electrical designs. For computerized calculations, submit complete and clear documentation of computer programs, interpretations of input/output and description of program procedures. D. The A/E shall submit a construction cost estimate with the drawings at each project submission. This estimate shall show the cost of construction which would be expected to be reflected by the construction contractors' bids, if the bids were submitted on the same day as the estimate. The level of detail for this estimate shall be consistent with the degree of completeness of the drawings being submitted. For detailed elements, "lump sum" or "allowance" figures will not be accepted. E. Review meetings will be conducted at the end of each design phase. Two (2) weeks prior to each scheduled review meeting (set forth in SP-13 of the contract); submit six (6) copies of all narratives, drawings, calculations and cost estimates to be reviewed by VA staff. The cost estimates will reflect the level of completeness at each review stage. In addition, the A/E shall take minutes of the review meeting and submit two copies to the Contracting Officer for distribution to VA staff. F. The A/E shall include the lighting system control commissioning plan and sub-metering in the contract documents. PRELIMINARIES 1. Preliminary design submission shall include description of existing lighting system, type of fixtures and control, a photometric study showing proposed system components and layout and anticipated lighting levels for the new lighting system. Submission should also include sub-surface investigation, routing of new electrical conduits and proposed control system features. In addition, A/E should address the connection and integration of the lighting system to the building management system (BMS). 2. Preliminary Meeting: Prior to beginning any design work, a preliminary meeting will be conducted between the Engineering Firm and VA staff. At this stage, the type of parking lot lighting system and controls to be selected and scope of work will be finalized and agreed to by all VA services involved in this project. 3. The A/E in collaboration with VA staff, will illustrate the parking lot lighting system and controls architecture diagrams of various possible program alternatives and refine them based on continuing interaction with the VA project team. The Engineering Firm will then complete and present alternative solutions which are functionally and viable for consideration. The VA will select the final concept and subsequently identify the approved scope to be developed in the second preliminary (100%) review stage. 4. The VA considers originality and imaginative design an essential part of the A/E's responsibility. The total environmental approach is a necessity to all planning. 5. Complete conceptual alternatives must be displayed on the preliminary drawings. The work may include the division of an alternative into distinct parts, each of which has an identified priority. The preliminary drawings must, therefore, be developed so that irrespective of which parts (in priority order) are selected for further development in the Working Drawing phase, the solution shall provide a well designed facility with respect to functional operation, construction phasing, minimized disruption of existing hospital operation, and compatibility with structure and utilities between (1) existing facilities; (2) those for imminent construction; and, (3) those with low priority for future construction. 6. A narrative to accompany the drawings shall identify construction phasing which will be necessary to permit continuous operation of critical hospital operations. In addition, areas of new construction and renovation shall be shown. A detailed listing of submission requirements for phasing is included in a later paragraph. 7. Subsequent to each VA review of the A/E's work, The A/E shall incorporate VA recommendations into the Preliminary Drawings. WORKING DRAWINGS 1. The final approved preliminary/schematic design plan shall be the basis for the development of the Working Drawings. Any changes from this plan that the Engineering Firm proposes must be approved by the VA Project Manager prior to proceeding with the Working Drawings. 2. All plans will be reviewed for functional and aesthetic relationships. The result of this phase will be a set of design documents defined to the point that no further functional decisions are required. 3. Some of the project elements may not be covered by a VA Master Specification Section. It is the responsibility of the Engineering Firm to develop the final specification requirements for each unit of work introduced into the project. New sections developed by the Engineering Firm shall be in the same format as that used in the VA Master Specifications. 4. Review meetings will be conducted at the end of each working drawing design phase. Two (2) weeks prior to each scheduled review meeting (set forth in SP-13 of the contract). 65% Working Drawings: 1. Preparation of contract drawings and specifications. 2. The Consultant shall incorporate all comments from previous phase. 3. Construction drawings (i.e. Mechanical, electrical, structural, etc.) shall be complete and checked for errors, ready for use as final contract documents. Drawings shall show details, finish schedules, phasing schedule, bid alternates, as required, and protective construction techniques. 4. Updated construction cost estimate. Cost estimate shall include quantitative take - off for labor and material, including overhead and profit. Provide appropriate adjustments for phasing and local or market conditions. The cost for each bid alternate shall be identified in the cost estimate. 5. Specifications: provide a marked up copy of all applicable VA Master Specification sections to be used for this project. 6. Provide five (5) copies of design analysis, drawings and preliminary cost estimates. 7. The A/E shall attend a design review meeting at VAMC, Bronx, New York. 95% Working Drawings: 1. The Construction specifications shall be prepared in final draft and incorporating all bid alternates as required. 2. The Consultant shall incorporate all comments from previous phase. 3. Provide five (5) copies of all material. 4. The A/E shall attend a design review meeting at the Bronx VAMC. 100% Construction Drawings: 1. The 100% Working Drawing phase involves the production of complete drawings, specifications, and other documents necessary for the bidding and construction of the project. Also included at this phase are the final detailed cost estimate, the final phasing plan and the construction schedule. 2. It is the Engineering Firm's responsibility to provide a quality set of documents. Related documents shall be complete, fully coordinated and ready for reproduction for contract. 3. Incorporate all comments from 95% design submissions. 4. Final construction cost estimate. 5. Final construction specifications. 6. Final construction contract drawings. 7. Final construction project schedule. 8. Provide five (5) copies of all review material. NOTE: All final construction specifications must be provided on the most current version of: Microsoft Word software, in addition to providing five (5) hard copies. All final construction drawings must be provided on AutoCAD Version 2008, (see attached description) in addition to providing one (1) reproducible mylar and five (5) blue line copies. BIDDING AND NEGOTIATION SERVICE 1. Attend pre-bid meeting. 2. Answer bidders' questions and provide clarification as required. 3. Review contractor's proposals and estimates. 4. Provide project engineer with brief report on any possible discrepancy with contractor's proposal and estimate. CONSTRUCTION PERIOD SERVICES 1. Review contractor's schedule of values, proposed project phasing and schedule. 2. Review materials, submittals, shop drawings, etc. Recommend to Resident Engineer as to the submittal being approved or disapproved as noted. Include review comments as to appropriateness of submittal and conformance to construction drawings and specifications. 3. Review change orders and provide A/E cost estimate to support VA's negotiations with contractor. 4. Review contractor's monthly progress phasing schedule and provide Project Engineer with feedback. 5. Furnish as-built drawings at completion of construction. 6. Site Visits: a. Preconstruction conference b. Eight (8) field visits during construction. c. Provide assistance for applicable utility company rebates if any. d. One (1) System commissioning e. One (1) Pre-Final Inspection, to include construction punch list/report f. One (1) Final Inspection. COST RANGE Estimated Construction Cost Range: Between $5,000,000 and $10,000,000. TYPE OF CONTRACT CONTEMPLATED The Department of Veterans Affairs is contemplating awarding a Firm Fixed Price contract. DESIGN REVIEW SCHEDULE, AND ESTIMATED COMPLETION DATES The Department of Veterans Affairs requires design and contract support services. The estimated start and end dates for the design and start and end dates for the construction are as follows: ITEM DATE Receive Notice to Proceed from (NTP) TBD Deliver 35% Schematic Review Material 90 calendar days from NTP Review 35% Schematic Review Material 104 calendar days from NTP Deliver 65% Design Development Review Material 164 calendar days from NTP Review 65% Design Development Review Material 178 calendar days from NTP Deliver 95% Design Development Review Material 238 calendar days from NTP Review 95% Design Development Review Material 245 calendar days from NTP Deliver 100% Construction Document Review Material 275 calendar days from NTP Review 100% Construction Document Review Material 300 calendar days from NTP Deliver Final Bid Documents 310 calendar days from NTP Bid Opening Date (Estimated) 400 calendar days from NTP Construction Contract Award (Estimated) 415 calendar days from NTP Construction Completion (Estimated) 750 calendar days from NTP Construction: Number of calendar days to complete construction is to be determined by the AE firm after the design is complete. A/E SELECTION CRITERIA The Department of Veterans Affairs shall evaluate each potential contractor in terms of its (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 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) 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 (6) Acceptability under other appropriate evaluation criteria. A/E SELECTION CRITERIA LIST Project Name: Replace/Improve Parking Lot Lights Phase II Project Title: 526-13-104 Required Criteria Weighting X Professional qualifications and disciplines of staff proposed for the satisfactory performance of required services. 15% X Examples of specialized experience and technical competence in various disciplines required for specific project. 15% X Capacity to Accomplish the work in the required time 10% X Past experience and performance on government contracts. 10% X Proximity of firm or working office providing professional services to the facility. 5% X Reputation and standing of the firm and its principal officials with respect to professional performance, General Management, and cooperativeness. 5% X Record of significant claims against the firm because of improper or incomplete architectural and engineering services. 10% X Specific Experience and Qualifications of personnel proposed assignment to the project and their record of working together as a team. 20% X Volume of VA work within the past 12 months based on fees received. 5% Qualifications and performance of sub-consultants proposed for the project. 0% Cost control capabilities and level of estimating effectiveness including specific examples. 0% X Current projects being performed for government agencies, health care facilities (including psychiatric) and private industry. 5% Computer capabilities, including drawings on AutoCAD 2011/2012 and specifications on Microsoft word using the VA Facilities Management Master Specification Format. 0% Detail of firm's management philosophy and organization. 0% ` Total 100.0% LIMITATIONS: VA NOTICE OF TOTAL VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009) (a) Definition. For the Department of Veterans Affairs, "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 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 veterans; (ii) The management and daily business operations of which are controlled by one or more veterans; (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) "Veteran" is defined in 38 U.S.C. 101(2). (b) General. (1) Offers are solicited only from veteran-owned small business concerns. All service-disabled veteran-owned small businesses are also determined to be veteran owned small businesses if they meet the criteria identified in paragraph (a)(1) of this section. Offers received from concerns that are not veteran-owned small business concerns shall not be considered. (2) Any award resulting from this solicitation shall be made to a veteran-owned small business concern. (c) Agreement. A 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 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 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 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 veteran-owned small business concerns. (d) A joint venture may be considered a veteran-owned small business concern if: (1) At least one member of the joint venture is a veteran-owned small business concern, and makes the following representations: That it is a veteran-owned small business concern, and that it is a small business concern under the 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; (3) The joint venture meets the requirements of paragraph 7 of the explanation of Affiliates in 19.101 of the Federal Acquisition Regulation; and (4) The joint venture meets the requirements of 13 CFR 125.15(b), except that the principal company may be a veteran-owned small business concern or a service-disabled veteran-owned small business concern. (e) Any 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. SUBMISSION REQUIREMENTS Qualified Veteran Owned Small Business firms are required to submit Three (3) hard copies of the SF 330 (which can be downloaded from www.gsa.gov/forms ) and one (1) Compact Disc (CD) which contains digital copies of the SF 330. All packages shall be submitted no later than 3:00 PM, EST on June 28, 2013, including Past Performance Questionnaires (attachment 1). June 21, 2013 shall be the deadline for all questions. All submittals must be sent to the attention of Patricia Cordero (10N3NCO), James J. Peters VA Medical Center, 130 West Kingsbridge Road, Room GC-125, Bronx, NY 10468-3904. The submission must include an insert detailing the following information: 1. Dun & Bradstreet Number; 2. Tax ID Number; 3. The e-mail address and phone number of the Primary Point of Contact and; 4. A copy of the firms CVE verification as a Veteran Owned Small Business. The Contracting Officer is not responsible for not receiving submissions due to the offeror misaddressing the package or illegibility of the information. NOTE: Any request for assistance with submission or other procedural matters shall be submitted via email only, to Patricia Cordero at (
[email protected]). Please note that telephone inquiries will not be honored. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. 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. End of Sources Sought Announcement………………………………