630-17-101 A/E REPLACE COOLING TOWER
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 630-17-101 REPLACEMENT OF TWO COOLING TOWER SYSTEMS at the VA New York Campus. This procurement is restricted to Service Disabled Veteran Owned Small Business (SDVOSB) firms.
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 project is between $2,000,000 and $5,000,000. This is a 100% Service Disabled Veteran Owned Small Business Set Aside. The anticipated award date of the proposed A-E Contract is on or before September 30, 2017. 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 Service Disabled Veteran Owned Small Business (SDVOSB) set aside, you are verifying your company meets the status requirements of a SDVOSB concern as established by 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
SCOPE OF SERVICE REQUIRED
A/E shall perform a study and evaluation of the two existing Cooling Tower Systems (Ceramic and BAC) and all associated piping/systems/equipment/controls directly related to these cooling tower systems and provide recommendation for replacement.
Associated piping/systems/equipment/controls includes but is not limited to: piping, valves, pumps, motors, controls, VFDs, chemical systems, filtration systems, heat recovery systems, dunnage, etc.
All items included in this design shall be compatible and coordinated with the existing four (4) 1000 ton chillers (Trane(3) and York(1)) these cooling towers service. The design shall take into consideration there are plans to replace the three (3) Trane chillers in the near future. The cooling tower replacement design shall consider the potential for an increased capacity or other considerations when the Trane chillers are replaced.
The study/evaluation shall conclude with a minimum of three (3) design options (with recommendations) for the replacement of the two existing Cooling Tower Systems and associated items.
The new cooling tower system and associated items shall have a minimum or greater capacity than the existing combined system capacity, and shall take into consideration the replacement of the three (3) existing Trane chillers in the near future.
A/E shall prepare Contract Documents for the replacement of both existing cooling towers systems (Ceramic and BAC) with a unified cooling tower system of equivalent or greater capacity and all associated items.
Provide contract documents for all items included in the design
All design items shall be determined based on the study/evaluation.
Construction Estimates shall be submitted with each submission and for each design option included in the study.
Misc Design Considerations
Dunnage- Provide maintenance structure/framing/dunnage
Chemical system NYC DEP provided water meters shall be preserved and shall connect/interact with chemical system
Cost Savings Features to be included (or considered) in design:
-new filtration system
-heat recovery from the condenser water
Provide VFD s for all appropriate equipment
Evaluate and Upgrade/Replace pumps and motors or elements of each to bring to like new condition
Phasing plans all construction must be phased so that there is no interruption to full AC service to the facility
ICRA and ILSM measures
VA Privacy and Information Security Awareness Training
Commissioning Specs, etc.
A/E shall provide Construction Period Services including:
site visits 40 man-day visits
submittals review
RFI responses
As-Built Dwgs
Commissioning
*Please see the attached Supplement B for detail
DESIGN REVIEW AND COMPLETION SCHEDULE FOR Replace Cooling Towers
The A/E shall perform the work required within the limits of the following schedule. A/E shall provide professional services from an A/E as directed by the Contracting Officer who is familiar with the work to attend the Design reviews on the following dates:
Survey and Submit the Schematic Design Report 4 weeks
VA Personnel Review of Schematic Design Report ....2 weeks
Submit 65% Design Development for VA review ...5 weeks
VA Personnel Review of 65% Design Development ...2 weeks
Submit 100% Design Development for VA review .4 weeks
VA Personnel Review of 100% Design Development 2 weeks
Submit 35% Design Documents for VA review ..4 weeks
VA Personnel Review of 35% Design Documents ..2 weeks
Submit 65% Design Documents for VA review ..2 weeks
VA Personnel Review of 65% Design Documents......................2 weeks
Submit 95% Design Documents for VA review ..4 weeks
VA Personnel Review of 95% Design Documents ..2 weeks
Submit 100% Design Documents for VA review 2 weeks
VA Personnel Review of 100% Design Documents 2 weeks
Deliver Final 100% Design Documents for Bidding Purposes .1 week
Total design phase is 40 weeks from notice to proceed date.
Construction Period Services . 104 weeks
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.
SELECTION CRITERIA DESCRIPTIONS
The selection criteria descriptions are provided below.
PROFESSIONAL QUALIFICATIONS NECESSARY FOR SATISFACTORY PERFORMANCE OF REQUIRED SERVICES.
Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record (Mechanical, Electrical, and Fire Protection Engineer). In addition, provide resumes of other relevant team members or frequent subcontractor such as: Architect, Civil, Structural Engineers, Cost Estimator, and team members who will perform technical tasks under this contract including their record of working together. The Designers of Record shall perform and direct the design within their respective discipline and shall sign and seal the drawings. All Designers of Record must be professionally registered in their discipline. Each resume shall include a minimum of three (3) specific completed projects that best illustrate the individual team members experience relevant to this contract scope;
SPECIALIZED EXPERIENCE AND TECHNICAL COMPETENCE
Specialized experience and technical competence in health care facilities (to include joint ventures), including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.
CAPACITY
This factor evaluates ability of the AE firm, given their current projected workload and the availability of their key personnel, to accomplish the possible myriad of design projects in the required time.
The general workload and staffing capacity of the design office will be evaluated.
List current projects with a design fee of greater than $20,000 being designed in the firms office.
Indicate the firms present workload and the availability
of the project team (including sub-consultants) for the specified contract performance period;
describe experience in successfully delivering projects per
performance schedule, providing timely construction support, and successfully completing multiple projects with similar delivery dates;
PAST PERFORMANCE: VISN2 will evaluate past performance on recent and relevant contracts with government agencies (emphasis on VA work) and private industry in terms of cost control, quality of work, compliance with performance schedules and a record of significant claims against the firm due to improper or incomplete engineering services (references required).
Recent is defined as performance occurring within 5 years of the date of this Sources Sought, except that ongoing projects must have begun no less than one (1) year prior to the issuance of this Sources Sought.
Relevancy is defined as performance of work on projects that are similar in scope to the types of projects anticipated under the resultant contracts.
Respondents with no previous past performance shall state this when addressing the selection criteria. Where there is no record of past performance, the proposal will be evaluated neither favorably nor unfavorably. Superior performance ratings on relevant projects may be considered more favorably in the evaluation.
Past Performance Submission Requirements:
Submit a minimal of three (3) references; any of the following evaluations are acceptable:
A-E Contractor Appraisal Support System (ACASS),
Contractor Performance Assessment Report System (CPARS), or
Past Performance Questionnaire (PPQ) evaluation for each project submitted under Criterion 2.
If a completed ACASS/CPARS evaluation is available, it shall be submitted with the completed SF330 package. If there is not a completed ACASS/CPARS evaluation, the PPQ included with this notice (attachment #1) is provided for the Offeror or its team members to submit for each project included in criterion (2). If a PPQ is submitted, but an official ACASS/CPARS evaluation is found for that project in government databases, the official evaluation will take precedence. If an ACASS/CPARS evaluation is not available, ensure correct phone numbers and email addresses are provided for each contract customer/reference. Completed PPQs should be submitted with your SF330. If the A-E is unable to obtain a completed PPQ from a contract customer/reference for a project before the response date set forth in this notice, the A-E should complete and submit with their response the first page of the PPQ (Attachment #1), including contract and point of contact information for the respective projects.
A-Es should follow-up with references to ensure timely submittal of questionnaires. A-Es shall not incorporate by references into their response ACASS/CPARS or PPQ evaluations 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.
LOCATION
The A/E Firm proximity to the VA Medical Center New York Campus, 10010 is an evaluation criteria.
This distance is determined according to http://maps.google.com/
This factor evaluates the distance the AE firm's design office or offices lies from the location of work. Please provide the address(es) and distance of your closest office to the address listed below.
SUBMISSION REQUIREMENTS
Qualified Service Disabled Veteran Owned Small Business firms are required to submit two (2) Compact Disc (CD) which contains digital copies of the SF 330. No hard copies are required. Two CDs shall be submitted no later than 3:00 PM, EST on May 16, 2016. All submittals must be sent to the attention of Phillip Kang (10N2NCO), James J. Peters VA Medical Center, 130 West Kingsbridge Road, Room 9B-67, 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 (Phillip.kang@va.gov), telephone inquires will not be honored.
ATTACHMENT 1 - PAST PERFORMANCE QUESTIONAIRE AND COVER LETTER
Complete one set of letters and forms for at least three projects identified in your firm s Section F of the SF 330, which will best illustrate proposed team s qualifications for this contract. Additional space or blank sheets may be added to answer any question.
Transmittal letter to accompany Past Performance Questionnaire
FROM: [Insert Company Official Name, Title, and Company Name]
SUBJECT: Past Performance Questionnaire for Contract(s):
[Insert Company Name] is currently responding to James J. Peters VA Medical Center s request for SF 330, Architect-Engineer Qualifications for the [Insert Project Description]. This Request for SF 330 s requires respondents to identify customers and solicit their response regarding [Insert Company Name] performance.
[Insert Company Name] is providing past performance data to James J. Peters VA Medical Center relating to our performance on contract [Insert contract name/number] and have identified [Insert name of reference] as the point of contact for this contract.
The request for SF 330 instructs that respondents provide customers with the attached questionnaire. Please complete the questionnaire and submit it by 01/17/2017 directly to the VISN 2/Network Contracting Office (NCO) Contracting Officer. The requested data may be submitted by email to the government representative identified below.
Phillip Kang
Contract Specialist
VISN 2 Networking Contracting Office (10N2/NCO)
Phillip.kang@va.gov
The information contained in the completed Past Performance Questionnaire is considered sensitive and cannot be released to [Insert Company Name]. Please direct any questions about the acquisition or the attached questionnaire to the VISN 2 NCO point of contact identified above.
Thank you,
[Insert Company Official Name and Title]
A. GENERAL INFORMATION
A-E FIRM TO BE EVALUATED:
Firm Name: ________________________ Telephone: __________________________
Address: __________________________ Email address: ________________________
__________________________ Point of Contact: ______________________
__________________________
__________________________
Firm Cage Code: ____________________
Firm Tax ID Number: ________________
Firm DUNS Number: ________________
Project Title: _____________________________________
Description of Project: __________________________________________________________
_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Description of A-E Firms Responsibilities:_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Contract Number: ______________________ Dollar Amount: ______________________
Contract Period of Performance: _______________________
The A-E Firm performed as the o Prime Contractor o Sub-Contractor/Consultant/Team Member
Percent of work performed by A-E Firm: Other (Please describe) __________________
B. EVALUATOR INFORMATION:
Evaluator s Company or Agency
Name: ____________________________ Evaluator s Name: _____________________
Address: __________________________ Title of Evaluator: _____________________
__________________________ Telephone : __________________________
__________________________ E-mail: ______________________________
__________________________
C. SEND COMPLETED QUESTIONAIRE (SECTIONS B through D)TO:
Phillip Kang
Contract Specialist
VISN 2 Networking Contracting Office (10N2/NCO)
Email: Phillip.kang@va.gov
D. PERFORMANCE INFORMATION: Choose the appropriate rating that most accurately describes the A/E s performance or situation. PLEASE PROVIDE A NARRATIVE EXPLANATION FOR ALL RATINGS OF Marginal or Unsatisfactory on page 7 under Narrative Summary.
Exceptional (5)
Very Good (4)
Satisfactory (3)
Marginal (2)
Unsatisfactory (1)
N/A
-Performance meets or met contractual requirements and exceeds or exceeded many of your company s expectations. The contractual performance reflects or reflected few minor problems and corrective actions taken by the contractor appear to be highly effective or corrective actions taken were effective.
-Performance meets or met contractual requirements and exceeds or exceeded some of your company s expectations. The contractual performance reflects or reflected some minor problems and corrective actions being taken by the contractor appear to be effective or Corrective actions taken were effective.
-Performance meets or met contractual requirements. The contractual performance reflects or reflected some minor problems. Corrective actions being taken by the contractor appear to be effective or Corrective actions taken were effective.
-Performance does or did not meet some contractual requirements. The contractual performance reflects or reflected serious problems(s) for which the contractor has not yet identified acceptable corrective actions or did not provide acceptable corrective actions.
-Performance does or did not meet most contractual requirements and recovery is not likely or did not occur. The contractual performance contains or contained serious problem (s) for which the contractor s corrective actions appear ineffective or were ineffective.
-Not applicable or rater has not observed performance in this area.
A-E FIRM S NAME: _______________ PROJECT NAME: _______________
Contract Period of Performance: _______________________
Note: Include this information on each page of the questionnaire form to ensure there is no mix up in information among contracts surveyed for respective primes/subs, etc.
Place an X in the appropriate column using the definitions matrix on page 4.
Item
FACTORS TO BE RATED
Exceptional (5)
Very Good (4)
Satisfactory (3)
Marginal (2)
Unsatisfactory (1)
N/A
Design Services:
1.
Overall skill level and technical competence of A/E s personnel.
2.
A/E s ability to identify and resolve design issues expeditiously.
3.
A/E s responsiveness to design review questions.
4.
A/E s ability to effectively coordinate, integrate and manage their consultants/subcontractors/team
5.
A/E s effectiveness and responsiveness in interfacing with the Client s staff
6.
Overall accuracy, completeness and coordination of final design documents. (Quality)
7.
A/E s ability to provide detailed, accurate cost estimates.
8.
A/E s ability to meet contract schedule.
Follow-On Construction Support Services:
9.
Thoroughness and timely review of construction submittals.
10.
Timely resolution of construction design issues.
11.
Overall quality, responsiveness and timeliness of A/E follow-on construction support services.
LEED (If Applicable):
12.
Overall accuracy, completeness, timeliness and coordination of LEED documentation.
13.
A/E s ability and understanding of the overall LEED process.
BIM (If Applicable):
14.
Overall accuracy, completeness, timeliness and coordination of BIM documentation.
15.
A/E s ability and understanding of the overall BIM process.
Owner s Representative on Design/Build Projects (If Applicable):
16.
Overall accuracy, completeness, timeliness and coordination of requirements documents and bridging documents.
17.
A/E s ability, thoroughness, timeliness and support as Owner s Representative throughout the project.
Overall:
18.
How would you rate the A/E s ability to control cost?
19.
How would you rate the A/E s overall management performance on this contract?
20.
How would you rate the A/E s overall technical/quality performance on this contract?
21.
Would you use this A/E again? (If No , please comment in the Narrative Summary)
YES
NO
Number of A/E Design Errors & Omissions on Project: _______________
Increased Project Cost Due to A/E Design Errors & Omissions: _______________
CONTRACTOR S NAME: ___________________ PROJECT NAME __________
Contract Period of Performance: _______________________
Note: Include this information on each page of the questionnaire form to ensure there is no mix up in information among contracts surveyed for respective primes/subs, etc.
NARRATIVE SUMMARY (Use this section to explain any rating from the previous page)
Item
COMMENTS
Phillip Kang
phillip.kang@va.gov
Phillip.Kang@va.gov
