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A&E: Replace PA System

New York, United States
Government : Federal
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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 526-14-109 to Replace the Public Address (PA) System. This Project will provide an Evaluation, Survey and Design to Replace the PA System at James J. Peters VA Medical Center, Bronx, New York.
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 $7.5 Million Magnitude of Construction is between $1,000,000.00 and $2,000,000.00. 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, 2019. Potential contractors must be registered in SAM ( and visible/certified in Vet Biz ( 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 48 CFR 852.219-10(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).
PROJECT NO. 526-14-109
1. Contract Title: Replace Public Address (PA) System
Furnish professional A/E services to provide an Evaluation, Survey and Design for project 526-14-109 to Replace Public Address (PA) System at James J. Peters VA Medical Center, Bronx, New York.
2. Background.
This requirement is for the completion of each phase of the project design, which involves several disciplines. A/E will supply all labor, materials and services to include but is not limited to Architectural Specifications, Electrical, Mechanical, Value Engineering, progress phasing scheduling and estimating as well as other design considerations, to design for a complete and fully functional PA system throughout the facility. Design will include but is not limited to the following.
3. Scope:
The A/E shall perform a complete survey & evaluation to the existing conditions and provide recommendation to the VA for approval, upon approval the A/E will develop and prepare complete construction document packages of two Phases with bid alternatives that can be readily identified and listed in the procurement documents. The A/E shall provide construction period services and post-construction services for the project.
4. Specific Tasks:
Replace PA System
Replace existing PA System with new. PA system is to be replaced and/or installed new for all buildings in the facility Bldg. 16, 100, 101, 105, 106 & 107.
Study existing space layout at GC-09 telephone room and determine how to effectively install new PA system in the room.
Determine the proper amount of zones the system must have. Zone group paging to be determined. Take into consideration built in talkback amplifications, possible background music capability, night ringer zone groups, emergency groups, daily signaling events, pattern and echo codes, daily master clock synchronization, relays needed per zone, auxiliary contacts and volume controls for each zone at head end. System to have zone paging and time recorded messages.
System to have software program controlled with user friendly system configurations and self-diagnostics.
System to have local and/or capability of remote access for supervision and maintenance activities.
Design for paging amplifiers. Amplifiers to utilize building PBX system unless better alternate method is proposed and designed.
Design for use of Loop Start Trunk and Page Port Contract Closure unless better methods can be specified.
Paging equipment to be installed on every floor and area as necessary at the telecommunication closets.
Design to show all cabling, additional speakers, amplifiers, telephone interface equipment, master clock, recording device, and any other associated head end hardware/software for a fully operational system.
Identify all speakers which need replacement and show on floor layout. Specify model and sizes of speaker system. Design for efficiency and possible reduction of amount of speakers if new speakers can cover larger area.
Design for cabling support system such as cable bridal rings or j hooks to avoid using conduit.
Select system that broadcast clear for all areas and has history of minimum issues.
Design for alarm tones, frequencies, durations, emergency group contacts, conditions, etc as per Bronx VA requirements.
Alarms and announcements to be individually configurable.
Zones to be split into loops just in case one amplifier does not function. All loops relevant to the same zone will be laid up separately following different paths.
System to connect to UPS units as and VA emergency power as required by VA design guidelines and power available.
System to have watchdog circuits and microcontrollers to prevent hardware resets and losses of memory.
System to monitor possibility of brown outs and reset as necessary, crash mode relays to be included with specific fault conditions.
Paging to be accessible from inhouse phones with digit access codes for authorized personnel.
Specify specific conductor type and sizes to be used.
Remove all older and incorrectly installed components of existing system and cabling as necessary to install new.
Phase in such a way for existing system to work simultaneously while new one is being installed. Detailed suggested phasing plan for all areas.
Utilize as much existing ceiling tile as necessary. Design to replace with new as needed and if damaged. All ceiling tiles to match existing.
All newly installed speakers and amplifiers such as in area 3E of Bldg. 100 to be reutilized and connected to new system as possible. Determine all new areas on drawing to be reutilized if possible.
Install risers as necessary. Look into the possibility of reusing riser pairs and distribution frames.
Look into present HVAC in room GC-09. If it is not adequate for new equipment, design for enhance cooling of room.
Design for specific ICRA and pedestrian safety for each location and needed requirements. Design for use of mobile enclosed cart to prevent and/or minimize the spread of dust and other germs by opening the ceiling tiles to install system. Not all areas may require this. Include drawing and details on contractor providing signs, cones, etc. to make it safe for pedestrians, employees and patients to pass while contractor is working on PA system speakers. Design for use of enclosed cart system to connect to ceiling tiles when working on PA speakers to prevent spread of dust.
Include in the specs warranty, parts and labor for 2 years following installation.
Include in specs specific troubleshooting and response time to calls criteria. For example, calls to be answered within 1 hour and someone to come onsite within 4 hours.
Include in spec specific qualification factors such as past work, references, years of experience, capability and in business to support PA systems, certified by specific manufacturer used to install and maintain hardware and software of system, all personnel assigned are manufacturer trained, training records, etc.
Provide detailed requirements in spec for training of maintenance and operating personnel.
All products in design to be of a single manufacturer as much as possible. Multiple systems not to be mixed or integrated together.
Provide detailed drawing and As-builts of system and all areas affected.
A/E to include safety requirements for PPE, 30-hour OSHA requirements, possible respiratory protection policies in the design documents.
All design to be done as per VA specifications, NFPA 99, 101, NEC, VA design manuals.
Include following construction notes:
Coordinate all construction with Project Engineer prior to start of work.
All penetrations made during installation around wiring, conduits, junction boxes, pull boxes, pipes, etc. must be sealed with Fire Sealant Caulking and/or materials. Hilti fire sealant is hospital standard.
Provide patchwork, paint, replacement of ceiling tiles, etc. to any area destroyed during construction. All materials must match existing type.
Any drawings provided by the Government are for reference only and it is the responsibility of the contractor to field verify all drawings, installation methods and dimensions for accuracy.
Must clean construction site on a daily basis.
Contractor is to furnish all warranties, operation and service manuals for the job and new equipment prior to final payment. All warranties begin when approved and accepted by Bronx VA.
Contractor is responsible for securing the construction site, while maintaining the integrity of the Medical Center security.
Contractor must comply with all necessary James J. Peters Bronx VA Medical Center policies regarding Security issues, Parking, Safety Procedures, Infection Control Measures, Construction Waste Management, Ethical Conduct, etc.
The A/E shall address the need for special protective construction (Pre-construction risk assessments) and methods of work to assure the continued operation of medical center.
The A/E shall develop an appropriate phasing and coordination plan for the construction of the project so as to continue the normal operation of the medical center and assure the safety of patients, visitors, and employees during all construction.
As-built drawings will be verified by the A/E prior to using information contained in these drawings for design. 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 be provided on AutoCAD 2014. VA Master Construction Specifications will be furnished in MS Word format. All final construction documents will be submitted to the VA on a CD provided by the A/E. 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 shall include 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.
5. Performance Monitoring (if applicable):
The designated COR will monitor the contract performance and make sure the A/E adheres to VA standards and designated project milestones as well as provide all necessary support required to complete the subject design.
6. Security Requirements:
The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.
7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI:
8. Other Pertinent Information or Special Considerations:
Identification of Possible Follow-on Work. N/A
Identification of Potential Conflicts of Interest (COI). N/A
Inspection and Acceptance Criteria: The designated COR will certify the work done under the contract shall be performed to time and standard. Designated COR is also responsible to assure the inspection and acceptance of products provided incidental to services.
9. Risk Control:
The chosen firm shall provide a phasing and ICRA (infectious control risk assessment) drawing and specifications section. Drawing and specs shall determine vulnerable areas and their pertaining level of risk and methods of infections controls measures.
10 Place of Performance:
Place of performance shall be at both 385 Tremont Ave. East Orange NJ 07018 and the selected A/E firm site. Selected A/E firm shall provide several site visits during design and several during construction period services.
11. Period of Performance:
180 calendar days from the NTP date, in addition to the Construction Period Service.
The A/E shall perform the work required by this contract within the limits of the following schedule. The firm shall provide professional architects and engineers as directed by the Contracting Officer who are familiar with the work to attend the Design Review on the following dates:
Deliver 35% Schematic Review material to Contracting Officer not later than 60 days of the NTP.
Review 35% Schematic Material with Contracting Officer on 15 days from the receiving date above.
Deliver 65% Design Review material to Contracting Officer not later than 60 days from the receiving date above.
Review 65% Design Material with Contracting Officer no later than 35 days from the receiving date above.
Deliver 95% Design Review material to Contracting Officer not later than 30 days from the receiving date above.
Review 95% Design Material with Contracting Officer within 30 days from the receiving date above.
Deliver 100% Final Review material to Contracting Officer not later than 30 days from the receiving date above.
Review 100% Final Material with Contracting Officer no later than 30 days from the receiving date above.
The Department of Veterans Affairs shall evaluate each potential contractor in terms of the following:
Selection Criteria
Professional qualifications and disciplines of staff proposed for the satisfactory performance of required services.
Examples of specialized experience and technical competence in various disciplines required for specific project.
Capacity to Accomplish the work in the required time
Past experience and performance on government contracts.
Proximity of firm or working office providing professional services to the facility.
Reputation and standing of the firm and its principal officials with respect to professional performance, General Management, and cooperativeness.
Record of significant claims against the firm because of improper or incomplete architectural and engineering services.
Specific Experience and Qualifications of personnel proposed assignment to the project and their record of working together as a team.

The selection criteria descriptions are provided below.
Provide brief resumes of proposed team members who will specifically serve as the Project Managers and Designers of Record. 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 two (2) specific completed projects that best illustrate the individual team members experience relevant to this contract scope;

Specialized experience and technical competence required for this specific project, including, where appropriate, experience in energy conservation, pollution prevention, waste reduction, and the use of recovered materials.

This factor evaluates the ability of the 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.

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.
Submission Requirements:
Submit a minimal of three (3) references. The following evaluation is acceptable:
Contractor Performance Assessment Report System (CPARS), or
Past Performance Questionnaire (PPQ) evaluation for each project submitted under Criterion 2.
If a completed CPARS evaluation is available, it shall be submitted with the completed SF330 package. If there is not a completed CPARS evaluation, the Past Performance Questionnaire (PPQ) included with this notice 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 CPARS evaluation is found for that project in government databases, the official evaluation will take precedence. If a 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. At the reference s request, questionnaires may be submitted directly to the Governments point of contact, Delfo Saco-mizhquiri, via email at, prior to the response date. A-Es shall not incorporate by references into their response CPARS evaluations previously submitted in response to other A-E services procurements. However, this does not preclude the Government from utilizing previously submitted information in the past performance evaluation. Submitted CPARS evaluations will not be counted as part of the 30-page limitation and shall be attached to the SF330, behind the SF330 Part II document.

The A/E Firm proximity to James j. Peters VA Medical Center, 130 W Kingsbridge Rd, Bronx, NY 10468 is an evaluation criteria.
This distance is determined according to
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.
Reputation and standing of the firm and its principal officials with respect to professional performance, General Management, and cooperativeness.
Record of significant claims against the firm because of improper or incomplete architectural and engineering services.
Specific Experience and Qualifications of personnel proposed assignment to the project and their record of working together as a team.
PLEASE NOTE: The AE Evaluation Board must be provided with complete and accurate information for ALL eight (8) evaluation factors above in order to rank as qualified and eligible firms. Therefore, the AE firm must expand upon, as it deems necessary, on any evaluation factor not well demonstrated or addressed with Part 1A to Part IG and Part II of the SF330. The AE firm shall use Part IH and/or use additional sheets to supplement/address all evaluation factors to clearly demonstrate its qualifications.
Estimated Construction Cost Range: Between $1,000,000 and $2,000,000.
The Department of Veterans Affairs is contemplating awarding a firm fixed price contract.
VA NOTICE OF TOTAL 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 (see VAAR 802.201 Surviving Spouse definition);
(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;
(iv) The business has been verified for ownership and control pursuant to 38 CFR 74 and is so listed in the Vendor Information Pages database, (; and
(v) The business will comply with subcontracting limitations in 13 CFR 125.6, as applicable.
(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 verified service-disabled Veteran-owned small business concerns. Offers received from concerns that are not verified service-disabled Veteran-owned small business concerns shall not be considered.
(2) Any award resulting from this solicitation shall be made to a verified 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, the concern will comply with the limitation on subcontracting requirements in 13 CFR B' 125.6.
(d) A joint venture may be considered a service-disabled Veteran owned small business concern if the joint venture complies with the requirements in 13 CFR 125.15, provided that any reference therein to SDVO SBC is to be construed to apply to a VA verified SDVOSB as appropriate.
(e) Any service-disabled Veteran-owned small business concern (non-manufacturer) must meet the requirements in FAR 19.102(f) of the Federal Acquisition Regulation to receive a benefit under this program.
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 (which can be downloaded from All packages shall be submitted no later than March 27, 2019, 4:00 PM Eastern Time, including Past Performance (CPARS) evaluations. All submittals must be sent to the attention of Delfo Saco-mizhquiri.
James J. Peters VA Medical Center
Network Contracting Office (NCO2)
130 W. Kingsbridge Road, Room 9B 67
Bronx, NY. 10468-3904
The submission must include an insert detailing the following information:
Dun & Bradstreet Number;
Tax ID Number;
The e-mail address and phone number of the Primary Point of Contact and;
A copy of the firms CVE verification
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 Telephone inquiries will not be honored.


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