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SYNOPSIS:

INTRODUCTION:
In accordance with Federal Acquisition Regulation (FAR) 52.215-3, Request for Information or Solicitation for Planning Purposes , this Sources Sought Notice is for information and planning purposes only at this time and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA).

The VA, Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is conducting a market survey and is seeking potential sources A/E design services for approximately 6,400 square foot, two-story office building in support of engineering services, located at Oklahoma City Department of Veterans Affairs Medical Center, Oklahoma City, Oklahoma. This is a DESIGN project.

PROJECT DESCRIPTION:

PROGRAM FOR DESIGN

General Requirements:
The Contractor shall be responsible to verify all existing conditions. Review VA s as-built and historical drawings, however existence and accuracy of as-built drawings is limited for the original facility. All drawings are provided as a courtesy verification of accuracy is the responsibility of the awardee A/E Contractor.
The project design will be fully functional and not dependent on any other Station Level, NRM or Minor project.
Architect shall provide full equipment layout and furniture layout, design and selections.
The designer shall prepare a Space and Equipment Planning System (SEPS) plan, Equipment and Furniture Plan and Layout, and Furniture Equipment Lists, suitable for activation of the space.
Security requirements shall be in conformance with VA Handbook 0730/2, Security and Law Enforcement.
Identify alternatives for a minimum of 10% of the construction cost that can be taken as potential bid deducts in the event construction bids received are higher than anticipated. The alternates must be designed so that, if required to award the bid within the approved total project cost, the project remains a stand-alone project and can be activated according to its intended function upon completion.

Site Layout and Utilities:
The new building will impact existing utilities and these utilities may need to be relocated as part of this project. Contractor to verify the location of all utilities.
The addition shall connect to the existing utilities. Contractor shall verify the size and capacity for the additional demands on the existing systems.
Access roads and parking areas may be impacted as a result of this project. Contractor will design any modifications to access roads or parking areas. Designs shall follow minimum standoff distances in accordance with the VA Physical Security Design Manual.
The design shall consider any ADA or accessibility issues. Provide accessible sidewalks to all building exits.
The new facility shall incorporate provision for Lightening protection.

Design of the Project shall consider the following items:
During the Pre-Design phase, the Contractor shall coordinate with VA Staff to obtain accurate and up-to-date information on the existing facility, space planning requirements, and associated Departmental needs.
Contractor shall provide graphical mockups for typical resident rooms for VA review and approval. Mockup shall include location of all furniture and equipment.

The Contractor shall have an Acoustic Consultant as part of the design team. The space and systems (especially mechanical) shall be designed for Noise Transmission Control. Special consideration will be given to reducing noise transmission or vibration travel from the mechanical spaces to adjacent occupied areas.

OTHER PROFESSIONAL SERVICES

Site and Topography Survey
The contractor shall conduct a ground based topographic survey. Survey limits set by the boundaries noted on the project site campus plan. During the Request for Proposal period the VA will provide a site plan indicating the area to be surveyed.
The survey will include the following:
Location and description of existing improvements, within and immediately adjacent to the site and identify them on the boundary line map prepared for this project.
Location of all Buildings, utilities, drives, sidewalks, and significant features.

Geotechnical Survey
The Contractor shall perform a geotechnical field exploration and laboratory testing program to obtain information on subsurface conditions to evaluate the geotechnical aspects of the project. The scope of the services performed shall include:
Compiling and reviewing available geotechnical and geologic data pertinent to the project vicinity to identify subsurface soil, rock and groundwater conditions on the site to the depths that would be required in accordance with the proposed footing and foundation design.
Conducting a field exploration and laboratory-testing program to supplement the available information on subsurface conditions.
Preparing a report of the results of the geotechnical field exploration, laboratory testing program, discussion of the geotechnical issue and geotechnical recommendations. Regarding earthwork, including grading and excavation, backfilling and compaction, the treatment of in-place soils for the support of foundations, pavement and identification of possible construction issues.

Utility Survey
The Contractor shall provide the necessary professional services to conduct a site utility survey to identify all above and below ground utilities in the vicinity of the subject project. An analysis of the capacity of the existing utilities to serve the buildings associated with the new project shall be performed. The result of the study shall be a comprehensive report that reflects current system capacities and conditions that may influence the facility and proposed construction.
The consultant shall conduct a study of the following systems:
Electrical distribution and loading
Current Site feeder capacity and site transformer capacity
Emergency power and condition of equipment
Emergency power capacity
Utility tunnel spare capacity
Chiller systems and capacities
Heating water systems and capacities
Sanitary flow increases and impact to local utility system city system capacity, connection requirements, etc.
Water Supply/Fire Flow Requirements
Storm Sewer increases and impact to local utility system city system capacity, etc.
Others as identified during the study

Energy Efficient and Sustainable Design, Guiding Principals
The Contractor shall provide services to meet the requirements of the Energy Policy Act (EPACT) of 2007, and the Federal Guiding Principles for High Performance Sustainable Buildings. Apply sustainable design principles from both Green Globes and LEED into the new construction design. This project will not be seeking LEED certification. Reference the current VA Sustainable Design Standards here: https://www.cfm.va.gov/til/sustain.asp.

The following are the required A/E deliverables to support the sustainable design effort and are based on the federally mandated Guiding Principles:
Background Research Analysis
Current Report of the Dynamic Cost Model
Report of Federal Mandates Kick-Off Meeting & background Research Analysis Results
Optimize Energy Performance
Project Energy Models
Define Distributed Generation Systems and Renewable Energy Goals
Report on Use of Energy Star Products
Metering
Protect and Conserve Water
Report on Reducing Indoor Water Use
Report on Reducing Outdoor Water Use
Water for the Reduction of Energy
Water Efficient Products
Enhanced Indoor Environmental Quality
Day lighting Plan
Reduce Environmental Impact of Materials
Report on amount of recycled and Bio-based content used
Report on Construction Waste Recycling

Physical Security Consultant
Provide the necessary services of a physical security consulting engineer. The consultant shall provide the following to the design team:
Review Physical Security Design Manuals as applicable for mission critical facilities and life safety plus facilities at https://www.cfm.va.gov/til/spclRqmts.asp#PHS
Provide a design narrative to document the fundamental design assumptions.

Executive Overview Presentations
The Contractor shall prepare and deliver a presentation to the VA s designated personnel at the completion of each design phase as requested by the contracting officer. These presentations will take place at the VA Medical Center. This presentation shall include all visual aids necessary to describe the status of the design project for each phase of design including, but not limited to, large format presentation boards, power point slides, renderings (elevations and perspective views), and 8 ½ x 11 copies of all materials presented.

Construction Period Services
The Contractor shall provide construction period services during the construction of the project. These services shall include but not be limited to the following:
Construction administration support
Submittal review and tracking
RFI responses and tracking
Review of change orders and preparation of plans, details, supplemental specifications, and cost estimates to support the change.
Monthly construction inspections (Architectural, Civil, Mechanical, Plumbing, Electrical)
Participation in weekly construction progress and planning meetings
Final inspection and punch list preparation.
Preparation of As-built record drawings

Coordinating with Commissioning Agent
The A/E will provide a Commissioning Agent who shall provide services during design and construction for new HVAC, Electric Systems, Electronic Systems, Building Management Systems, Fire Sprinkler Systems, Domestic Water Distribution and Plumbing Systems installed or modified. The Contractor shall coordinate with the Commissioning Agent as required and respond to review comments provided by the Commission Agent at each phase of the design.

PROCUREMENT INFORMATION:
The proposed project will be a competitive, firm-fixed-price contract utilizing the design approach outlined in FAR Part 36.6 Architect-Engineer Services. This project is planned for advertising in Fiscal Year 2023. The North American Industry Classification System (NAICS) code 541330 (size standard $22.5 million) applies to this procurement. The duration of the project is currently estimated at 180 calendar days from the issuance of a Notice of Award. However, the results and analysis of the market research will finalize the determination of the procurement method. The type of socio-economic set-aside, if any, will depend upon the responses to this notice and any other information gathered during the market research process.

CAPABILITY STATEMENT:
Respondents shall provide a general capabilities statement in the following information:
Section 1: Provide company name, Unique Entity ID (or DUNS), company address, Point-of-Contact name, phone number and email.
Section 2: Provide company business size based on NAICS code 541330. Also, provide business type (i.e., Large Business, Small Business, Service-Disabled Veteran Owned Small Business, Small Disadvantaged Business, Women-Owned Small Business, Hub Zone Small Business, etc.).
Section 3: Provide a Statement of Interest in the project.
Section 4: Provide the type of work your company has performed in the past in support of the same or similar requirement.

It is requested that interested contractors submit a response (electronic submission) of no more than 4 single sided pages that addresses the above information. This response must be submitted as a single application-generated (not scanned) PDF document that is less than or equal to 4MB in size. Please note that hard copies will not be accepted. Responses shall be submitted via email to the primary point of contact listed below by 11 January 2023 at 10:00 AM ET. No phone calls will be accepted.

The Capabilities Statement submitted in response to this Sources Sought shall not be considered to be a bid or proposal. This notice is for information and planning purposes only and is neither to be construed as a commitment by the Government nor will the Government pay for information solicited. No evaluation letters and/or results will be issued to the respondents. After completing its analyses, the Government will determine whether to limit competition among the small business categories listed above or proceed with full and open competition as other than small business.

At this time, no solicitation exists. If a solicitation is released it will be synopsized on System of Awards management at www.sam.gov. It is the potential offeror's responsibility to monitor this site for the release of any solicitation or synopsis.

Contracting Office Address:
VHA Program Contracting Activity Central (VHA-PCAC)
6150 Oak Tree Blvd. Suite 300
Independence, OH 44131

Primary Point of Contact:

Jennifer White
Jennifer.white46@va.gov

Attachments/Links