578-27-003 - Renovate A Section First Floor of Building 1 - Design FY27

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice REQUEST FOR SF 330 36C25227Q0013 Project 578-27-003: Renovate A Section 1st Floor Bldg. 1 (AE) Design/Engineering Services SF-330 Package Due: October 30, 2026, at 1:00 p.m. CST (see details below) Points of Contact: Donita.Grace@va.gov INTRODUCTION: THIS IS A TOTAL 100% SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) SET-ASIDE in accordance with Public Law 109-461. This is a Request for SF330s for Architect/Engineer (A/E) Design Services for Project Number 578-27-003: Renovate A Section 1st Floor Bldg. 1 (AE) at the Edward J. Hines VA Hospital in Hines, IL. THIS ANNOUNCEMENT IS NOT A REQUEST FOR PROPOSAL. NO SOLICITATION PACKAGE WILL BE ISSUED via SAM.gov. A request for proposal will be issued directly to the top-rated firm for which negotiations will commence in accordance with FAR part 36. The anticipated A/E design services, to be awarded, will be procured in accordance with the Selection of Architects and Engineers Act (Public Law 92- 582), FAR Part 36.6 and VA Acquisition Regulation 836.6. Period of Performance: 449 Calendar Days Contract Type: Firm-Fixed-Price Estimated Magnitude of Construction: Between $10,000,000 and $20,000,000 NAICS Code: 541310 Size Standard: $12.5 Million SBA & SAM : in accordance with VAAR 819.7003, at the time of SF330 submission and prior to award of any contract, the offeror must represent to the contracting officer that it is a (1) SDVOSB eligible firm; (2) Small business concern under the North American Industry Classification System (NAICS) code assigned to the acquisition; and (3) SDVOSB listed as verified in SBA at: https://veterans.certify.sba.gov/ Additionally, all eligible firms must be registered and current in the System for Award Management (SAM) database to be evaluated and eligible for contract award. If the firm is not registered in SAM, you may register online at https://www.sam.gov. 1. PURPOSE: This Source Selection Plan (SSP) outlines the procedures that will be used to solicit architectural and engineering (AE) design services for Project 578-27-003 Renovate A Section on First Floor of Building 1. The goal of this project is to provide complete AE design services to renovate section A of the 1st floor of building 1. 2. ACQUISISTION DESCRIPTION: 2.1: RFI: A Request for Information shall be published to https://sam.gov whereby interested architect-engineering companies shall submit an SF330 package. This competitive procurement shall utilize a best value trade-off source selection process identified in FAR 15. 2.1.a: Source Selection Evaluation Board (SSEB): For the purpose of this acquisition, the SSEB will be same as the Technical Evaluation Board (TEB). 2.1.b: Below are the individual (TEB) evaluation criteria and ratings for the SF330s, listed in descending order of importance. FACTOR 1: SPECIALIZED EXPERIENCE AND TECHNICAL COMPETENCE (30 Maximum Points) Subfactor 1A: Specialized Experience (15 Points). Subfactor 1B: Additional Experience (10 points). Subfactor 1C: Technical Competence (5 points). The A/E Firm shall demonstrate its specialized experience and technical competence in the design and construction period services for projects of similar size and complexity. Specialized project experience should include design of renovations to existing hospitals, renovations to buildings constructed prior to 1970 w/space constraints, design of Pathology Suites, and HVAC upgrades to existing hospitals. Additional experience includes mechanical, electrical, and structural engineering, architecture, interior design and finishes, physical security upgrades, building management systems/building automation systems (BMS/BAS), Computer-Aided Design and Drafting (CADD), critical path scheduling, fire protection, construction infection control protocols, design and installation of biological refrigeration and preservation systems, design and installation of vacuum tube transport systems, and project phasing and coordination in an active hospital setting. Offeror shall provide a minimum of three (3), and no more than five (5) recent and relevant Government and private experience projects similar in size, scope, and complexity, and experience with the type of projects/competence above. Relevant is defined as those task requirements identified in the Statement of Work. Recent is defined as services provided within the past seven (7) years with at least 50% of the Construction completed. At a minimum, include the following for each submitted project (if applicable): Project title, location, contract number, and detailed narrative describing the scope of services provided including the type of work performed by the offeror and its role in the project i.e., prime contract, Teaming Partner, or subcontractor. Project Owner, owner’s point of contact including telephone number and email address. Services & Deliverables provided under the contract/task order Period of Performance, including start and completion dates for design and construction if applicable. Estimated cost of construction based on AE’s design Final construction cost (or projected final construction cost if still underway) The percentage of total cost resulting from changes due to AE omissions. To demonstrate technical competence, the offeror shall include narratives of how the firm addresses each of the following topics. Simply restating this list will not be sufficient. The management approach The coordination of disciplines and subcontractors Quality control procedures Familiarity with VA Design Guides/Manuals, Master Specifications and other applicable standards. FACTOR 2: PROFESSIONAL QUALIFICATIONS (20 Maximum Points) Subfactor 2A: Key Positions (15 Points). Subfactor 2B: SDVOSB Compliance (5 Points). The architects and engineers on the firm’s staff representing the project or signing/stamping drawings in each discipline must possess a minimum of five (5) years of experience and are required to be licensed, registered, or certified by a U.S. state, the District of Columbia, or a U.S. territory. Provide professional license jurisdiction of issue and license numbers and/or proof of licensure. A resume for each of these key positions must be provided, corresponding with the title matching the disciplines listed for the project. At a minimum, the offeror must describe the professional qualifications and specific experience in the required disciplines within the past five (5) years. Key positions and disciplines required for this project include, but are not limited to: Project Manager Architect Mechanical Engineer Electrical Engineer Plumbing Engineer Structural Engineer Interior Designer The evaluation will consider education, certifications, training, registration, overall and relevant experience and longevity with the firm. Offer must include the following statement of SDVOSB compliance when submitting the personnel proposed to perform the work under this requirement: I [signatory authority] ______________________, [company] _____________________; certify that the team proposed to perform under this requirement demonstrates the capability of 50% SDVOSB performance in compliance of 48 CFR 852.219-10. FACTOR 3: PAST PERFORMANCE (20 Maximum Points) Subfactor 3A: Past Performance of projects identified in FACTOR 1. (15 Points). Subfactor 3B: Average Past Performance of all projects (5 Points). Provide CPARS data for all projects identified in FACTOR 1. For any project that does NOT have CPARS data available, a Past Performance Questionnaire (PPQ) is required to be submitted with the SF330. Please utilize the attached PPQ document. CPARS data and PPQs will not be included in the page count. All projects provided in the SF330 must be completed by the office/ branch/ individual team member performing the work under this contract. The following information must be clearly specified on each performance report: Contract/task order number Project title Prime firm Start date Completion date Offers shall only include CPARS data for the projects listed in FACTOR 1. The contracting officer shall directly retrieve CPARS reviews from www.CPARS.gov to determine average past performance of previous projects. Government Past Performance Information Systems may be accessed. Evaluating past performance and experience may include information provided by the firm, customer inquiries, Government databases, publicly available sources, and additional projects in CPARS. Failure to provide requested data, accessible points of contact or valid phone numbers could result in a firm being considered less qualified. FACTOR 4: QUALITY CONTROL (10 Maximum Points) Subfactor 4A: Management approach (5 Points). Subfactor 4B: Quality methodology (5 Points). The A/E Firm shall describe its management approach, regarding coordination of disciplines and subcontractors, familiarity of the prime firm and any key subcontractors with VA Design Guides/Manuals, Master Specifications, ASHRAE standards, NEC, and other applicable standards. A/E Firm shall also provide the following: Quality Control organization, and management structure. Methods and procedures for control and prevention of nonconformances during design, preconstruction, and construction. Methods and procedures for nonconformance remediation at all stages of project. Methods and procedures for control and prevention of cost, and schedule overruns. Summarized schedules for selected three previous design projects that show initial approved project schedule, and any updates to schedule with time extensions. Provide a narrative to describe reasons and justifications for any deviations from initial schedule. Summarized cost estimates for selected three previous design projects that show initial approved total project cost estimate, and any increases to initial cost estimates. Provide a narrative to describe reasons and justifications for any deviations from initial estimates. Describe any unforeseen conditions that arose during construction for your last three projects. Provide a narrative to describe how your firm assisted the project management team to correct those deficiencies, and any methods used to mitigate extra costs and increases in project schedule. FACTOR 5: CAPACITY (10 Maximum Points) Subfactor 5A: Capacity to complete work within required timeline (5 Points). Subfactor 5B: Resource management and project management (5 Points). The A/E Firm shall attest to its capacity to accomplish the work in the required time. The evaluation will consider the firm’s ability to meet the schedule of the overall project, as well as the available capacity of personnel in key disciplines. The A/E Firm shall also provide the following: A list that shows the total number of design and project professionals who are currently employed at the firm with professional titles for each. Total number of projects in study or planning stages Total number of active design projects Total number of active construction phase services A list of personnel assigned to each of the above projects An analysis and report of available capacity of key personnel for immediate new work The respondent shall: Summarize its approach to staffing and company resource management For the key personnel on the proposed project team, tabulate their current and projected workload as percentages of their available individual capacity. List all work awarded to the A/E Firm by the VA during the previous 12 months, as well as any current indefinite delivery, indefinite quantity (IDIQ) contracts that it has. List the current stage and percentage of completion for non-IDIQ projects. A signed statement shall be provided stating that the firm acknowledges that prior to award of the contract, it is required to notify the Government of any changes in its capacity that could limit its ability to perform the work within the required time. FACTOR 6: GEOGRAPHIC LOCATION (5 Maximum Points) Location of the firm, as measured by the travel time (hours) between the Offeror’s principal business location and Edward Hines, Jr. VAMC, Hines, IL. Architect must provide details of travel between their main office and Edward Hines Jr, VAMC Hines, IL. This includes but not limited to airport travel time, driving distance, etc. If the architect has a satellite location, the architect must provide details of a fully staffed and well-established satellite office. Leasing documentation may be requested. FACTOR 7: EXPERIENCE IN CONSTRUCTION PERIOD SERVICES (5 Maximum Points) The A/E Firm shall demonstrate its experience in providing Construction Period Services for hospital facilities, particularly in HVAC renovation projects. The respondent shall provide a narrative that describes the methods and procedures used to implement each of the following Construction Period Services tasks: Professional field inspections during the construction period, with descriptions of types of inspections provided, and methods used for inspections and reporting during each phase of construction Review of construction submittals Support in answering requests for information during the construction period Support of construction contract changes to include updated drawings, drafting statements of work, and cost estimates. Weekly construction meeting participation Closeout documents to include final inspections and as-recorded drawings. SECONDARY SELECTION CRITERION*: FACTOR 8: CLAIMS (-5 to 0 Maximum Points) Subfactor 8: Record of significant claims against the firm because of improper or incomplete architectural and engineering services. (-5 to 0 Points). * The secondary selection criterion is used as a tiebreaker, if necessary, in ranking the most highly qualified firms following the completion of discussions. The secondary selection criterion will not be applied when determining a firm’s SF330 submission. 2.1.c: After TEB Individual Ratings of the SF330s are completed, the TEB shall convene and develop consensus ratings for the seven evaluation factors of the SF330s as defined above. COMMENT DESCRIPTION DEFINITIONS Strong point: Provides Merit/advantages to VA that increase the likelihood of successful contract performance. Weak point: Flaws/disadvantages that increase the likelihood of unsuccessful contract performance. 2.2.c: The eighth factor (Secondary Selection Criterion) will only be used if needed. The TEB shall provide a listing, in order of preference, of the firms considered most highly qualified to perform the work. The contracting officer shall issue a Request for Proposal (RFP) to the architect-engineer the TEB recommends for negotiations. 3. SOURCE SELECTION PROCESS: 3.1 SF330 Reviews: The board will review and evaluate the submitted SF330 s in accordance with the stated evaluation criteria to determine each individual offeror’s ability and capability to perform the work required and confirmation of determination of responsibility per FAR 9.1. a) TECHNICAL EVALUATION BOARD SF330 INDIVIDUAL EVALUATIONS (1) Each board member will conduct an independent review and evaluation and complete an evaluation rating sheet for EACH SF330. Each category will be addressed with strengths or weaknesses noted. (2) The evaluation will be in accordance with the Evaluation Factors which are listed in the solicitation. b) TECHNICAL EVALUATION BOARD SF330 CONSENSUS (1) After each member has completed their independent evaluation, the Chairperson will discuss the evaluations with the entire team and assure each evaluation is complete. (2) During these discussions, the board will reach a consensus rating for each SF330 and document ratings using the consensus evaluation worksheets. The SF330 can be downloaded through the GSA Forms Library at: https://www.gsa.gov/forms-library/architect-engineer-qualifications. No Fax Responses will be accepted: personal visits for discussing this announcement will not be entertained or scheduled. Questions may be directed only by e-mail to Donita.Grace@va.gov. VA Primary Point of Contact: Donita Grace, NCO 12 Contract Specialist, Donita.Grace@va.gov. The page limit for SF330 s will be 30 pages max., any pages after 30 will not be considered. See attached document: P01 - SOW 578-27-003 Renovate A Section 1st Floor Bldg. 1