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Y -- Y1DA--NRM-CONST Proj#632-22-900 Upgrade Boiler Plant SOL 36C24225R0045 DUE 07/09/2025 at 11:00AM -04:00 POC Les Griffith, lester.griffith@va.gov, tel:(914) 737-4400Project #632-22-900 Upgrade Boiler Plant Page 1 of Page 6 of 87 Page 1 of This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only announcement; proposals are being requested and a written solicitation will not be issued. The Government reserves the right to award without discussion or make no award from this solicitation. This is a Request for Proposal (RFP). The government anticipates awarding a firm-fixed price contract resulting from this announcement. The North American Industrial Classification System (NAICS) code for this procurement is 236220 with a small business size standard of $45M. This solicitation is a 100% set-aside for Service- Disabled Veteran Owned Small Businesses. Project Magnitude: between $20,000,000 and $50,000,000. Completion time is 1092 calendar days from the issuance of the Notice to Proceed. Department of Veterans Affairs, Network Contracting Office 02, is soliciting proposals from Service-Disabled Veteran Owned Small Businesses (SDVOSBs) to upgrade the existing boiler plant. Respondents to this announcement must fully demonstrate their capability by supplying detailed information along with any other documents necessary to support the requirements below. All prospective bidders must be registered in SAM (www.sam.gov) under NAICS 236220 and verified/visible/certified in SBA at https://veterans.certify.sba.go at the time of offer submission and before award of this procurement. Failure to be verified by SBA prior to contract award will result in the offerors proposal being deemed non-compliant. All offerors are urged to contact SBA and submit documents to obtain verification of the Small Business status if they have not already done so. In accordance with FAR 52.204-7, prospective contractors shall be registered in the SAM database prior to award of a federal contract. All offerors must submit their VETS-4212 report. All offerors shall submit information regarding their current Experience Modification Rate (EMR). This information shall be obtained from the offeror's insurance company and be furnished on the insurance carrier's letterhead. The Architect-Engineer that designed this project cannot be awarded the construction contract. One site visit is schedule at 11:00am EST on Monday, June 16, 2025. Participates will meet at the Northport VAMC, building 200 main lobby. The deadline for all questions is 2:00 pm EST, Monday, June 23, 2025. Offers are to be provided to lester.griffith@va.gov no later than11:00am EST Wednesday, July 09, 2025. CLIN DESCRIPTION PRODUCT # QUANTITY UNIT UNIT PRICE AMOUNT 0001 Upgrade Boiler Plant See Below 1 JB Construction Scope of Work Upgrade Existing Boiler Plant Project 632-22-900 1 General Information 1.1 Location Work performed under this scope will be for and conducted at the Northport VA Medical Center (VAMC) located at 79 Middleville Road, Northport, NY 14215 under VA Project Number 632-22-900. 1.2 Purpose The Northport VA Medical Center currently utilizes boiler plant equipment installed in 1968 which is significantly beyond its recommended service life. The boiler plant provides high pressure steam and heating hot water for heating and other functions to the Main Hospital and multiple other buildings on the campus through an underground distribution system. This steam distribution system is currently undergoing replacement under a separate project. The scope of this project includes constructing an equivalent capacity temporary steam generating capability outside the existing boiler plant, removal of existing steam generation systems, construction of a replacement steam generation system including new boilers, pumps, piping and ancillary equipment and renovation of the existing boiler plant building interior and exterior. The construction of this new system will assume that the replacement of the steam distribution system will be complete by the time the new boiler plant equipment is in operation. There is also a 2-megawatt Combined Heat and Power Plant (CHP) adjacent to the boiler plant which has recently been started up. The new steam systems for this project will incorporate tie-ins and modifications to the CHP systems. The scope also includes improvements to the boiler plant employee service areas including the addition of a women s locker room, a break room, and a supervisor office. This will improve working conditions for the operations and maintenance personnel who work in the plant. Scope The scope of construction work is fully described in the construction documents (drawings and specifications). Additional administrative and management related requirements are described in this construction scope of work document Section 3: Requirements. A complete phasing plan and overview of work is listed below and exists on the drawings. A brief overview of the construction phases, (estimated duration), and scope of work summary are included below: PHASE 1 (21 weeks) Critical submittals with review/approval cycles, including development of baseline schedule, equipment / material ordering, badge requests, site safety and security training. Note: All critical submittals shall be submitted and approved before the contractor is allowed to mobilize on-site. Critical submittals are identified in Specification Section Page 1 of Page 9 of 87 Page 1 of 01 33 23.1 Submittal Register and as Attachment 1. PHASE 2 (42 weeks) Receipt and Installation of temporary Boilers including site preparation, steam / condensate tie-ins, Natural Gas / Fuel Oil tie-ins, Plumbing tie-ins, Electrical tie-ins, lighting / security camera and VA LAN data systems/ security fencing and concrete barrier installations / system commissioning / boiler operations, including boiler operators. PHASE 3 (4 weeks) Proof of Performance Phase. The temporary Boiler system shall be continuously operational producing high-pressure steam to meet the medical center campus requirements for a period of twenty-three (23) continuous days to demonstrate proper functioning of all systems and controls prior to the start of the demolition of equipment, systems and utilities within the existing Boiler Plant. During this proof of performance period, the contractor will be responsible for all operation, maintenance and repairs for the temporary Boilers / controls / utilities systems. Fuel will be supplied by the VA. Upon successful proof of performance demonstration period with VA COR acceptance, the VA will take operational control of the temporary boiler plant. The contractor will continue to be responsible for the temporary boiler plant equipment maintenance, safety device testing, repairs and equipment replacements, as necessary, thru the entire operational period until the Upgraded Boiler Plant has been fully commissioned and has been fully operational for a period of thirty (30) continuous days and accepted for operation by the VA COR. The temporary boiler plant equipment and systems must be maintained to always provide an N+1 system redundancy. The contractor will maintain vegetation below two and one halve inches in height in the construction areas, including the temporary boiler plant area and will provide prompt snow and ice removal services to maintain safe personnel and vehicle access to the temporary boiler plant equipment, including platforms and stairs, and general construction area, including adjacent roadways. PHASES 4 (17 weeks) Start of demolition of existing Boilers and all utility systems within the existing boiler building. Exterior façade work, such as brick / lintel repairs and replacement of man doors and windows can start at this time. PHASES 5 (51 weeks) - Boiler plant new civil, architectural, mechanical, electrical, plumbing, security systems, data communication system, utility work and site work can start at this time. PHASE 6 (21 weeks) System testing, commissioning, Punchlist work can start at this time. Scope of Demolition Work Summary: The following is a list of systems requiring Demolition within the existing building/roof/site for the Boiler Plant Upgrade: A. Mechanical: Demolition work shall include but not be limited to the following: Demolition of existing Boilers, Deaerator, Boiler controls, Surge Tank, Flash tank, Pumps, Boiler feed piping, Steam Piping, Condensate Piping, condensate transfer piping, Pressure safety relief vents, blowdown piping, vents, Softened water, Make-up water, chemical treatment systems and piping, air handling units, air conditioning units, Natural Gas Piping, Gas vents, Fuel oil pumps, and associated piping. Demolition of existing exhaust Fans, H & V Units, Unit Heaters and related piping and controls. Demolition of existing Boiler stacks, structural supports, pipe hangers, and supplemental steel. Plumbing / Fire Protection: Demolition work shall include but not be limited to the following: Demolition of existing roof storm drains, storm water piping, domestic cold-water piping, domestic hot water piping, domestic hot water heater, plumbing fixtures, floor drains, sump pumps, condensate coolers, and associated piping Sprinkler piping, sprinklers heads, Air Compressors, Refrigerant Dryers and associated compressed air piping for Boiler controls and Burner fuel oil atomization. (Note: Air Compressors, Refrigerant Dryers, Tanks, etc. shall be kept in a dry, secure area and reinstalled as shown on the new work plans). Electrical: Demolition work shall include but not be limited to the following: Demolition of existing wiring/raceway, boxes, transformers and electrical panels supplying power to all existing Boilers and related equipment. Demolition of all lighting, lighting panels and associated wiring/conduits. Demolition of existing Emergency Generator and associated power distribution. Architectural / Structural: Demolition work shall include but not be limited to the following: Demolition of existing Louvers, windows, interior doors, exterior pass doors, exterior overhead door, Architectural wall finishes, exterior brick pointing, floor finishes, ceilings, roofing, roof/wall flashing, roof penetration structural framing, roof curbs, stairs, platforms, equipment pads and all trench plates with associated embed frames and plates, and floor concrete required to be removed for new floor trenches. Site Work: Demolition work shall include but not be limited to the following: Demolition of existing paving, sidewalks, steps, platforms, railings, fencing, etc. Scope of New Work Summary: The new Boiler Plant construction shall be coordinated with the existing combined heat and power equipment (CHP equipment) and systems and have all systems integrated and tied into the new design and layout including all utilities and controls. Work shall be performed in a manner to maintain the power generation capability of the CHP during construction. The work requires providing a temporary Steam Boiler system installation capable of always providing full and continuous steam pressure to the site (including steam supply to the Community Living Center/Nursing Home - bldg. 92) with high reliability. The CHP Engine Generator Plant (excluding the Heat Recovery Steam Generator - HRSG) shall remain in operation throughout construction to provide power to the site and heat recovery heating hot water to bldg. 92). The temporary boilers shall include all steam/condensate piping tie-ins to the existing systems, all fuel system tie-ins such as gas and fuel oil, electrical power supply including emergency generator, security, lighting, fencing and site-work. The temporary boiler site shall include a heated and air-conditioned Operator trailer. to monitor the temporary Boilers, and all temporary ancillary boiler systems for a complete and fully functional all weather steam generation system. The operators in the temporary trailer shall be capable of monitoring and controlling the existing potable water treatment system (The air stripper and treatment system), well water supply pumps, the elevated water tower water level control, the Suffolk County Water supply system pumps located at the main entrance to the facility campus, the CHP Equipment Controls and the boiler plant security cameras, both at building 203 and the temporary boiler site. The Boiler Plant Upgrade Project new work shall include but not be limited to the following: Provide all new Boilers, ancillary systems, such as water softeners, chemical treatment, Deaerator, surge tank, surge tank pumps, boiler feed pumps, boiler utilities, building utilities such as lighting and power, emergency generator, Fire Protection, Fire Alarm, HVAC systems, site work, building finishes, doors, windows, roofing, paving, sidewalks, lighting, security, and other structural elements at the Northport VA Medical Center. The Boiler Control system and HVAC control system (HVAC controls shall be Johnson (FX) Facility Explorer) shall interface with existing site Johnson FX Building Automation System and its ECC in the Chiller Plant Control Room in the basement of the main hospital building - Bldg. 200. Note: New fire alarm system shall be provided in accordance with NFPA and VA codes and regulations. Installation of a fully functional system including but not limited to new fire alarm control panel, auxiliary booster panels and power supplies, fiber optic cabling from existing Buildings 92 and 14 patch panels, manual and automatic initiating devices, notification appliances, emergency control function interfaces, system monitoring, fire alarm circuitry and pathways. All work shall be coordinated with Northport VA fire alarm system vendor. Fire Detection System Speakers shall have individual volume control and shall be located and attenuated for speech clarity during full boiler operations. Site Conditions, As Built and Record Documents Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Contractor s responsibility to perform field investigation and verify the accuracy of the drawings with the actual conditions. Field investigations shall include performing underground utility pipe and wire locating and marking prior to performing excavations. The contractor shall check existing conditions at the project site prior to bidding. Quality Assurance/Quality Control Plan The Contractor is responsible for reviewing the work done by any subcontractors that the Contractor has hired to assist with the completion of this SOW. The Contractor must provide the Government with a Quality Assurance/Quality Control (QA/QC) Plan that documents the methods, processes, procedures that are going to be implemented by the Contractor to validate the work their subcontractors perform. Hazardous Materials Hazardous material removal is required for this project. See abatement drawings ASB-1, ASB-2, LB-1, and specification for more details. All painted structural and miscellaneous steel in the boiler building will be assumed to have the potential to contain lead in the paint for which the contractor shall provide the necessary personnel protective equipment and remediation measures during removal as prescribed by OSHA regulations, project drawings and specifications. Personal Protective Equipment (PPE) The Contractor is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) and access equipment (lifts, scaffolding, etc...) necessary to perform services identified in this SOW. Page 1 of Page 14 of 87 Page 1 of 1.4 Approach General This Scope of Work has been broken down into general requirements that are applicable to the entire contract and the specific construction effort: General (Section 3.1) Construction (Section 3.2) The bidding Contractor(s) will have to conduct a brief pre-award site survey (walkthrough) of the campus. This will be arranged through the contracting officer and conducted as a group or individually as per the contracting officer direction. 1.4.2 Phasing This project is phased; summarized in Section 1.3 Scope and on the drawings. The contractor will need to coordinate the work sequence to allow for uninterrupted service of the hospital and building 92 community living center (nursing home and rehabilitation center). Site Information Safety The Contractor shall pay special attention to Section 01 35 26 Safety Requirements of the Project Specification. Specification 01 35 26 has been modified to include site specific information for the Northport VAMC. The Site Superintendent on this project will be independent of the Site Safety and Health Officer (SSHO), so that the Prime Contractor will have two people on site overseeing all work. If one of these two has the proper credentials they can act as Competent Person (CP). All CPs must submit a 30-hour OSHA card that has been completed in the last 5 years. The contractor will be required to submit proof of specialized training for CPs as required for specialized functions stated in Section 01 35 26 Safety Requirements. Contractor personnel working onsite at the Medical Center will be required to attend a one-hour Northport VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Attendance to this class and proof of the 10-hour OSHA requirement will allow Contractor personnel to obtain a photo ID badge from the Northport VAMC Police. All Contractor personnel shall wear this badge, above the waist, at all times while on the Northport VAMC campus. Participation in this class is mandatory and must be done prior to the mobilization. The training and the badge will be valid for 3 years from the date of issue. If this training has been completed previously (as evidenced by a valid Northport VAMC Contractor photo ID badge) then no repeat training will be required until the printed expiration date. Personnel must attend the safety training class to renew an existing badge. Access Although the VANYHS campuses are public facilities, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted. Accessing these areas may require advance notice, pre-approval, and scheduling to gain entry. All visits and access requests to the Northport VA Medical Center under this scope of work shall be coordinated through the Contracting Officer Representative (COR) or the Technical POC. 1.5.3 Photography PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 632-22-900), Article 1.31 requires the contractor to obtain the services of a professional photographer to document the entire construction process. As a reminder, it is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078). The Contractor shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility. Applicable Documents The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 3 of this SOW, whether or not they are listed here. Government Documents The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used. Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website: http://www.cfm.va.gov/til/index.as DEPARTMENT OF VETERANS AFFAIRS DIRECTIVES 1078 PRIVACY OF PERSONS REGARDING PHOTOGRAPHS, DIGITAL IMAGES, AND VIDEO OR AUDIO RECORDINGS DEPARTMENT OF VETERANS AFFAIRS, OFFICE OF CONSTRUCTION & FACILITIES MANAGEMENT PROGRAM GUIDES PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS* PG-18-3 DESIGN AND CONSTRUCTION PROCEDURES PG-18-4 STANDARD DETAILS AND CAD STANDARDS PG-18-5 EQUIPMENT GUIDE LIST PG-18-9 SPACE PLANNING CRITERIA PG-18-10 DESIGN MANUALS * Latest version of PG-18-1 applies except for the General Requirements specification (01 00 00) and the Safety Requirements specification (01 35 26). See section 2.2 for more information. PG-18-12 DESIGN GUIDES PG-18-13 BARRIER FREE DESIGN GUIDE PG-18-14 ROOM FINISHES, DOOR AND HARDWARE SCHEDULES PG-18-17 ENVIRONMENTAL PLANNING GUIDANCE Veterans Health Administration - New York Healthcare Project Specific Documents The following drawings and documents form a part of this document to the extent specified herein. Documents identified as AS MODIFIED FOR VA PROJECT 632-22-900 are base VA documents that have been tailored to the needs of this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Contractor shall use the modified version listed below, NOT the base document. Copies of these documents are available from the CO, COR, or Technical POC. VA NEW YORK HEALTHCARE SYSTEM, NORTHPORT VA MEDICAL CENTER DRAWINGS PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, SECTION 00 01 15 LIST OF DRAWING SHEETS (AS MODIFIED FOR VA PROJECT 632-22-900) lists all drawings for this construction effort. SPECIFICATIONS PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, SECTION 00 01 10 TABLE OF CONTENTS (AS MODIFIED FOR VA PROJECT 632-22-900) lists all relevant and modified construction specifications for this construction effort; except for Section 01 32 00 Construction Documentation and referenced below in 2.5 Records Management. Non-Government Publications All work shall be accomplished in strict accordance with the latest codes and standards. The Contractor shall follow any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes. Order of Precedence In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained from the Contracting Officer. Records Management Section 01 32 00 Construction Documentation for requirements for the VISN 2 Autodesk Build Construction management platform to be utilized for this Projects document control, submittals and records management. See attachement. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format (paper, electronic, etc.) or mode of transmission (email, fax, etc.) or state of completion (draft, final, etc.). No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Requirements The Contractor shall provide personnel, material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work. General This section contains general information that is applicable for the duration of the contract (i.e. applies to all parts of this effort). Status Updates The Contractor shall prepare and submit periodic status reports throughout the duration of the contract. The reporting period will begin at Notice to Proceed. After the Preconstruction Conference is held (section 3.2.3), Status Meetings will commence (section 3.2.7). The contents of status reports shall include but is not limited to the following information/topics: Summary and Current Status of Project Progress Accomplished (for the previous period) Progress Anticipated (for the next period and long term) Updated Interim Schedule Project Schedule Narrative Submittal Status (approved and rejected) RFI Status (open and resolved) Problems Encountered and Anticipated / Risk Mitigation Strategy Safety Observations and Planning Record of Open Discussions Record of Action Items (new and completed) Financial Status (invoicing status and updated Schedule of Values) Meetings Several different meetings are identified under this contract. Information contained within this section is relevant to all meetings identified in this contract. Any meeting specific details are in its respective section of this SOW. The documents related to any meeting may be organized in Contractor specified format or can use templates available via Autodesk Build, a construction management software provided by the VA for this project. The digital product to the Government shall be supplied in a Microsoft, AutoCAD, Revit, or PDF format. Physical copies scanned to PDF are acceptable. Meeting Scheduling All meetings identified within this SOW are to be coordinated and scheduled with the COR. See Section 1.5.2 and Section 5.1 for special coordination and the named COR for this project. Meeting Agenda The VA shall provide a meeting agenda 3 business days prior to the scheduled date of each of the meetings. Meeting Presentation Materials Any required presentation materials (e.g. handouts, slide presentation, design information, drawings, schedules, cut sheets, etc ) shall be provided to the contractor at the same time as the meeting agenda. Meeting Minutes The VA shall provide meeting minutes to document the discussion had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics: Meeting attendees Narrative to describe contents of meeting and any discussions held. List of action items (for both the Government and the Contractor) Schedule Review The VA shall provide draft meeting minutes within 3 business days of the meeting. The contractor shall review and provide comments back to the VA within 2 business days of receipt of the draft meeting minutes. The VA shall finalize the meeting minutes and submit the final meeting minutes to the Contractor within 3 business days of receipt of any comments. Construction Meetings The Contractors scope of work for Construction shall include, but is not limited to the following: Page 1 of Page 18 of 87 Page 1 of 3.2.1 Kick-off Meeting and Site Survey The VA shall conduct a kick-off meeting which the contractor and the contractor s schedule expert/consultant shall attend. During the kick-off meeting the Contractor shall address their plan to meet the design intent, review their initial draft schedule, and review their plan to address any risks associated with the effort. This meeting shall comply with the terms of Section 3.1.2 of this SOW. The timing of this meeting will be after contract award and before starting submittals. Site surveys shall be conducted in accordance with Section 1.5.2. In conjunction with the Kick-off Meeting, the Contractor shall schedule the site survey of the workspaces to assess current site conditions, determine locations of utilities, waste bin location, safety document information, and photograph existing conditions in accordance with Section 1.5.3. Submittals In accordance with the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 33 23 SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES (632-22-900), the contractor shall provide submittals and shop drawings for review prior to starting work. A submittal register template has been generated for this effort and represents a list of the minimum required submittals based upon the current construction documents. Although every attempt has been made to ensure that this list is complete, additional submittals not listed may be required. An electronic copy shall be requested from the COR and status changes maintained by the Contractor. The submittal register indicates specific submittals being deemed critical by the VA which are required to be submitted and approved by the VA in advance of the Contractor mobilizing onsite. These critical submittals include submission and approval of a Baseline construction schedule with cost loaded activities as required by project specification section 01 32 16.13 Network Analysis Schedules Large VISN 2 Construction Project Design-Bid-Build. Preconstruction Conference Once the critical submittals have been approved, the Contractor shall attend a Preconstruction Conference. This meeting will be a follow-up to the Kick-off Meeting and Site Survey. In preparation for this meeting the Contractor shall compile: The final updated safety documents from the approval process are mandatory and this meeting will be canceled if not provided (to include any changes made to address approved as noted status): Construction work plan The site-specific safety plan All Activity Hazard Analysis (AHAs) with named (CPs) A list of any remaining submittals to be provided with planned dates. The submittal log register is an acceptable format. Any additional clarifying details about the work to be performed that has been updated based upon the site survey and approved submittals. Refined Schedule of Values (SOV) showing a detailed breakdown of work to be invoiced by phase and individual schedule activities. Current baseline project schedule in accordance with Section 5.2. List of all expected workers and their OSHA training records. The site safety briefing can be coordinated for the same day as this meeting in accordance with Section 1.5.1. Any action items resulting from this meeting shall be addressed prior to ordering any materials or beginning the actual construction work. This meeting shall comply with the terms of Section 3.1.2 of this SOW and the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 35 26 SAFETY REQUIREMENTS (632-22-900); Article 1.6 Preconstruction Conference. General Construction The Contractors scope of work for General Construction shall include, but is not limited to, the procedures outlined in PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS (632-22-900). Work includes, but not limited to, all labor, material, equipment, and supervision to perform the required demolition, modification, construction, and/or installation to complete this project and any subsystems as described in the drawings, specifications, and this SOW. Site inspection by the COR will be almost daily, along with weekly safety walkthroughs conducted with a member of the VA Safety Department. VA maintenance shops will review work when invited by the COR or concerns need immediate attention. The site supervisor and SSHO should make every effort to be available to present current work and for discussion of future work. Status Meetings The Contractor shall attend periodic status meetings with the VA team to discuss construction progress and provide a status update. The construction phase is anticipated to be 1,092 days. This time estimate excludes the time required to perform the preparatory administrative work (e.g. plans, meetings, submittal approvals, etc...) and final punch list items after beneficial occupancy. The planned status meeting frequency for this project is weekly (approximately 30-60 minutes). At a minimum, status meeting attendees shall be the VAMC COR one person from the prime Contractor and the Contractors scheduling expert/consultant. Additional personnel may be invited to the meeting as required. The VA COR, or designee, shall provide meeting minutes in accordance with the terms of Section 3.1.2. Status reports shall be submitted via Autodesk Build within 2 business days of the meeting. As part of the last status meeting, the resurvey of the site will be conducted (see PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 632-22-900), Article 1.8, Paragraph C). The final punch list will be reviewed to confirm completeness. Submittal of red-line drawings is required with the final status report within 2 business days of this final meeting. 4 Verification Final functional verification of the installed equipment shall be conducted jointly before final acceptance of the constructed product. The groups that will participate in the verification process include: Prime Contractor Subcontractor (as applicable) VA Engineering VA Commissioning Agent VA COR These functional tests will be based upon manufacturer data and will be checked against VA regulatory requirements as applicable. All equipment installed will be subject to these tests. For any equipment that does not pass the functional verification test, the Contractor shall troubleshoot the issue and determine if the FboNotice cause of the problem. If the FboNotice cause is the result of the construction work, the Contractor shall repair and/or replace the faulty construction work and any subsequently damaged equipment at no additional cost to the Government. If the FboNotice cause is the result of faulty equipment (manufacturer defect), the Contractor shall coordinate with the fabricator to repair and/or replace the faulty equipment and any subsequently damaged equipment at no additional cost to the Government. A commissioning agent will be retained to oversee this work. The contractor is responsible for coordination with and provides labor and equipment for the commissioning agent to perform pre- functional testing, functional testing and Boiler system performance period operational acceptance testing. Systems and equipment to be commissioned includes but is not limited to: Boilers Deaerator Condensate surge tank Feedwater and condensate return pumps Controls systems, Boiler, HVAC and site potable water SCADA. Air Handling Systems Water treatment equipment Fuel oil delivery systems and equipment Natural Gas and propane gas delivery systems and equipment Compressed air equipment Emergency power systems and equipment Fire alarm systems and equipment Security access control and video monitoring systems and equipment Electrical power distribution and motor control systems and equipment A third-party air monitoring party has been contracted through the design firm for the period of asbestos abatement. Coordination is required to schedule dates approximately 4 weeks prior to abatement work to allow for background testing prior to and 24/7 monitoring during. Delivery Contracting Officer Representative, Project Manager, and Technical POC The Contractor shall coordinate all visits, meetings, and shutdowns through: Otto Stroh (COR / PM / Tech-POC) VA Southern New York Healthcare System VA Northport Medical Center 79 Middleville Road, Bldg. 10, 2nd Floor Northport, NY 11768 Phone: (631 261-4400 ext. 12672 Cell: (631) 933-7305 Email: Otto.stroh@va.gov 5.2 Schedule and Submittals The Period of Performance for the total effort will not exceed 1,092 days. Independent of the not to exceed period of performance, the Contractor shall comply with the individual relative and absolute timelines identified in this SOW. The Contractor is responsible for submitting a detailed schedule in accordance with PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 32 16.13, (Attachment 3) NETWORK ANALYSIS SCHEDULES (632-22-900). This schedule must include all administrative work (preparatory as well as any permitting or shutdown requests) and must also show associated predecessor and successor logic associated with all tasks performed under this contract. 6 Government Furnished Information, Materials, & Equipment The government shall supply the following information: Northport VAMC drawings, modified program guides, and modified specifications from section 2.2. The contact information for any named sub-vendor and VA contacts within the VAMC Northport site for coordination of all efforts. Any additional as-built documents identified during this effort, the Consultant will be provided access to the information via Autodesk Build. Any Government hardcopies documents will not be allowed out of the Northport VAMC Engineering office. Government Furnished Materials (GFM) is not required and will not be provided for this effort. INFORMATION REGARDING BIDDING MATERIAL, BID GUARANTEE AND BONDS GENERAL PROPOSAL INFORMATION Proposal materials consisting of Request for Proposal, drawings, specifications and contract forms will be available on http://www.sam.go in electronic format only. All interested parties (subs & primes) should register at http://www.sam.go as an Interested Vendor so that others will know of your interest in participating in this procurement. An Offerors mailing list WILL NOT BE prepared by the Contracting Officer. SOLICITATION AMENDMENTS: Amendments to the solicitation will be posted at http://www.sam.gov Paper copies of the amendments will NOT be individually mailed. By registering to Receive Notification , you will be notified by e-mail of any new amendments that have been issued and posted. No other notification of amendments will be provided. Offerors are reminded that they are responsible for obtaining and acknowledging all amendments to this solicitation prior to the time for receipt of offers. If an offer exceeds $150,000 a bid bond must be submitted. A bid guarantee is required in an amount not less than 20 percent of the proposal price but shall not exceed $3,000,000. Failure to furnish the required bid guarantee in the proper form and amount, by the time set for opening of offers, will require rejection of the offer in all cases except those listed in FAR 28.101-4, and may be cause for rejection even then. If the contract will exceed $150,000 (see FAR 28.102-1 for lesser amount), the offeror to whom award is made will be required to furnish two bonds, a Payment Bond, SF 25A, and a Performance Bond, SF 25, each in the penal sum as noted in the General Conditions of the Specification. Copies of SFs 25 and 25A may be obtained upon application to the issuing office. If the offer is between $30,000 - $150,000 The offeror to whom award is made will be required to furnish a Payment Bond, Standard Form 25A or alternative payment protection which conforms to the requirements set forth in FAR Clause 52.228-13, Alternative Payment Protections, as noted in the General Conditions of this Specification. Copies of the Standard Form of Payment Bond may be obtained upon application to the Issuing Office. VAAR Clause 852.219-77 (included herein) is required to be completed and returned with each proposal. Proposals without a completed VAAR Clause 852.219-77 will be considered ineligible for evaluation and award. Service-Disabled Veteran-Owned Small Business Verification: This action is a 100% set aside for verified Service-Disabled Veteran Owned Small Businesses (SDVOSB) in VetCert. The award of this solicitation shall not be delayed due to loss of SDVOSB verification. Proposals submitted by non-verified SDVOSB will be excluded from award consideration. Joint Ventures must be verified SDVOSBs and registered in SAM at the time of solicitation response and at award. VETS-4212: Title 38, USC Section 4212(d), and Public Law 105-339, requires that federal contractors report, at least annually, the number and category of veterans who are within their workforce. This VETS-4212 report can be submitted per the instructions at https://www.dol.gov/agencies/vets/programs/vets4212 For assistance contact VETS-4212 customer support at 1-866-237-0275 or vets4212-customersupport@dolncc.dol.gov. For procurement awards in excess of $150,000, this report must be completed and accepted prior to any Federal contract award. Therefore, all potential contractors are encouraged to file every year. Proposals that contain a Teaming Agreement must provide the following information at time of proposal submittal: Legal name of company that will be teaming with the offeror firm Legal address of the company that will be teaming with the offer firm Copy of the System Award Management (SAM) document of the company that will be teaming with the offeror firm. Offeror firm must submit a narrative identifying exactly how the Teaming Agreement will be written defining each party s role in the preparation process and clearly defines separate roles for the proposed prime contractor and for the proposed subcontractor and how the proposed offeror intends to totally control contract performance. The teaming subcontractor must not have a role in contract management, particularly, a role where the teaming subcontractor employees are the key personnel. The narrative needs to contain the listing of team members, responsibilities of the team members, duration, and responsibilities of the team lead contractor. All bonds must be in the offeror s name.  Failure to provide complete narrative describe above at time of the proposal will be considered unacceptable and their proposal will be rejected.           Prior to award, should the selected offeror indicate their proposal contains a Teaming Agreement, the offeror has ten (10) calendar days to provide a duly executed Teaming Agreement acceptable to the Contracting Officer once the offeror is notified in writing. Failure to provide a duly executed Teaming Agreement within the ten (10) calendar day timeframe, the offeror will be considered unacceptable, and their proposal will be rejected. PROJECT PROPOSAL ITEMS See procedures for submittal of offers and proposal evaluation criteria. ADDITIONAL SUBMISSION DOCUMENTS The following documents are to be included with the proposal submission: (a) Include response to FAR 52.204-8(2) (i) or (ii) Annual Representations and Certifications (b) Response to FAR 52.209-13(b)(1) or (2) Violation of Arms Controls Treaties or Agreements (c) Acknowledgment of all amendments must be accomplished. (d)One (1) original completed/signed SF24 Bid Bond and Power of Attorney as required. (e) One (1) signed VA Notice of Limitations on Subcontracting - Certificate of compliance for services and, Construction. (f) One (1) signed Buy American Certificate (g) Safety or Environmental Violations and Experience Modification Rate: All Offerors shall submit the following information pertaining to their past Safety and Environmental record. The information shall contain, at a minimum, a certification that the offeror has no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or any EPA violation(s) in the past three years. All Offerors shall submit information regarding their current Experience Modification Rate (EMR). This information will be obtained from the offeror s insurance company and be furnished on the insurance carrier s letterhead. Self-insured contractors or other contractors that cannot provide their EMR rating on insurance letterhead may obtain a rating from the National Council on Compensation Insurance, Inc. (NCCI) by completing/submitting form ERM-6 and providing the rating on letterhead from NCCI. Note: Self-insured contractors or other contractors that cannot provide EMR rating on insurance letterhead from the states or territories of CA, DE, MI, NJ, ND, OH, PA, WA, WY, and PR will obtain their EMR rating from their state-run worker s compensation insurance rating bureau. Offerors are responsible for ensuring and verifying their offer and all required proposal documents are received at lester.griffith@va.gov and by the date and time specified (subject to amendment). INSTRUCTIONS, CONDITIONS AND OTHER STATEMENTS TO BIDDERS/OFFERORS PROCEDURES FOR SUBMITTAL OF OFFERS AND PROPOSAL EVALUATION CRITERIA 1. Basis for award. The intent of this solicitation is to select one contractor to provide professional construction services in accordance with the Statement of Work (SOW), drawings, and specifications to upgrade the boiler plant. The Government intends to use the Best Value tradeoff process source selection approach in accordance with FAR 15.101-1. Award will be made to the responsive responsible offeror whose offer in conformance with this solicitation, results in the best value to the Government, price plus other factors considered. The Contracting Officer will award a firm fixed price contract to the responsive responsible offeror whom the Source Selection Authority determines conforms to the solicitation, is fair and reasonable and offers the best overall value to the Government, all factors considered. The Government reserves the right to accept other than the lowest priced offer or to reject all offers. 2. Submittal of offers. 2.1 Offerors must provide all requested information for each factor. Proposals must address each element of the factors as indicated to be considered responsive to this solicitation. Factor headings should be typed in bold text for identification. It is the offeror s responsibility to ensure the submitted proposal is in the proper format and the provided information is clear and free of ambiguities. Proposals should follow in the order of sequence set forth in the Request for Proposal (RFP). Information provided out of sequence may not be evaluated and may result in the offeror's disqualification from award. Requirements stated in this RFP are minimums. Innovative, creative or cost-saving proposals that meet or exceed the requirements should be clearly noted and justified in the proposal. 2.2 Offerors shall comply with the detailed instructions for the format and content of the proposal. Proposals that do not comply with the detailed instructions for the format and content of the proposal may be considered unacceptable and may render the Offeror ineligible for award. 2.3 All proposal materials shall be submitted in separate .pdf documents with a table of contents and tabbed section dividers. The sections should match the submission requirements identified below. Volume I: Sections 1 3 Volume I: Sections 1-3 shall be submitted in .pdf format. Proposals should be typed using 11- point Times New Roman font. Packages that are handwritten will not be evaluated. Failure to place the required submission information under the appropriate tab (factor or sub factor) and format may result in a lower rating if the evaluators cannot readily find the appropriate information. Volume I Sections are to be prepared as follows: Section 1 Technical Capability Section 2 Past Performance Section 3 Schedule Volume II: Section 4 Volume II: Section 4 shall be submitted as a .pdf and shall be submitted as a separate document, included with the proposal package. It shall include the following: completed divisional cost break down sheet, any additional submission documents such as reps and certs, bid bond, Limitations on subcontracting certificate, Buy American Certificate, OSHA or EPA violation certification and EMR rating document (See additional submission documents). 2.4 All proposals shall be submitted in .pdf version to: lester.griffith@va.gov 3. Proposal Evaluation Process. 3.1 A Source Selection Evaluation Board (SSEB) comprised of representatives of the Department of Veterans Affairs will evaluate the proposals. The identities of the SSEB personnel are confidential, and any attempt by the offerors to contact these individuals is prohibited. The evaluation will be based on the content of the proposal and any subsequent discussions, if necessary, as well as information obtained from other sources, e.g. past performance information. The Government reserves the option to hold discussion, in addition to award without discussion. 3.2 The proposal evaluation consists of four parts: Technical Capability, Past Performance, Schedule and Price Evaluation. 3.2.1 Schedule, Management approach Evaluation and technical: Proposals will be evaluated against the Evaluation Factors and Criteria as identified in paragraphs below. 3.2.2 Price Evaluation: After the SSEB completes the technical evaluation the CO will evaluate Volume II price proposals, and later, provide pricing for the SSEB to perform the Best Value evaluation recommendation. 4. Evaluation Factors 4.1 Proposals will be evaluated in accordance with the Evaluation Factors identified below. Technical Capability, Past Performance are equally important. Schedule is less important than Factor one (1) and two (2) but more important than four (4), and when all three of these evaluation factors are combined, they are more important than Price. 4.2. As demonstrated in their proposals, offerors will be evaluated in terms of the offeror s ability to meet or exceed the project s requirements as identified in the SOW, and those proposals demonstrating an ability to exceed specified requirements may be rated higher in those areas than proposals demonstrating only the ability to meet requirements. Offerors are reminded to include their best technical and price terms in their initial offer and not assume that they will have an opportunity to participate in discussions or be asked to submit a revised offer. The Government intends to make award to a responsible offeror submitting a conforming proposal without discussions, if deemed to be in the best interest of the Government 5. EVALUATION FACTORS: 5.1 Evaluation Factor 1 - Technical Capability: Offerors shall submit a clear and concise narrative not to exceed 25 pages (front and back side use of a single page will count as 2 pages). This page limit excludes the Organizational Chart (with brief relevant details of individuals' experiences/qualifications), Tentative Schedule, Quality Control Plan synopsis. Company advertising literature shall not be included. The narrative shall address the two (2) sub-factors detailed herein. The sub-factors, listed under Evaluation Factor 1, are of equal importance. An overall rating will be assigned at the Factor Level only based on all reviewers' ratings. The Government will evaluate the offeror's answers for information and completeness. Sub-factor 1: Management Approach. Using the information submitted in response to the solicitation, the Government will evaluate the offeror s ability to successfully manage the project. Offerors shall identify key personnel proposed for the project and their documented experience on successful completion of other similar projects. Emphasis shall be placed on projects with construction occurring in fully active and sensitive hospital departments with multiple phasing requirements. Offerors shall discuss the sequence of work to be performed in a realistic fashion, i.e. coordination with subcontractors. Offerors shall describe in detail the management techniques they will implement to ensure this project is completed timely and successfully. The project has very complicated phasing and coordination requirements within an active hospital affecting departments that must remain operational at all times. How subcontractors will be managed through the phased approach is to be clearly detailed. An understanding of the phasing requirements shall be presented with emphasis on timely completion while performing risk management and control of the project. Sub-factor 2: Experience. The offeror shall discuss their technical expertise and experience with successfully performing construction work in a fully active hospital environment. Expertise in quality control, successful implementation of a construction phasing schedule, experience in coordinating multiple discipline subcontractors working day, evening and overnight shifts concurrently, all while maintaining without interruption hospital department operations. The information provided should be for the offeror, not for proposed subcontractors. 5.2 Evaluation Factor 2 - Contractor's Past Performance Submission Requirements: Contractor Past Performance - Project Recency and Relevancy Using the information submitted in response to the solicitation, the Government will evaluate the offeror s technical expertise to determine acceptability. The past performance section shall not exceed four (4) pages and shall be rated based on recent and relevant project submittals. To be evaluated favorably the offeror must provide details of three (3) previous similar contracts within the past three (3) years including: 1) Project description, at a minimum, the description should include scope, size and dollar value of the project and can include photographs, to determine recent and relevant past performance. 2) Show the participation of key personnel (identified previously with resume) in the listed projects. The offeror can also include the subcontractors by company name. Including subcontractors may be beneficial to show the experience of the company in addition to the key personnel. 3) Include customer's point of contact (name, title, phone number, and email). In accordance with FAR 15.306(a)(2), if award will be made without conducting discussions, offerors may be given the opportunity to clarify certain aspects of their proposals, e.g., the relevance of an offeror's Past Performance information and adverse Past Performance information to which the offeror has not previously had an opportunity to respond, or to resolve minor clerical errors. Evaluation Criteria Contractor Past Performance - Project Recency and Relevancy The SSEB will evaluate the Project Recency and Relevancy based on the information provided by the contractor. Evaluation Criteria Contractor Past Performance - Confidence The SSEB will evaluate the degree of successful completion of the recent and relevant past performance identified in the proposal in response to Volume I, Section 2, Past Performance, for the prime contractor past performance along with the designated team of subcontractors. Documentation of satisfactory performance of projects similar in size, scope, and dollar value will be considered to have met the minimum requirements of the RFP. Projects that are not determined similar in size, scope and dollar value may not be considered. Past performance will be evaluated in accordance with FAR 15.305(a)(2). Evaluations may include past performance information regarding predecessor companies, key personnel who have relevant experience or subcontractors that will perform major or critical aspects of the requirement. Offerors without a record of relevant past performance or for whom information on past performance is not available may not be evaluated favorably or unfavorably on past performance and shall receive a neutral rating for Past Performance. Offerors may provide information on problems encountered on the identified contracts and the corrective action taken, if desired. This shall be rated based on the confidence portrayed for each of the projects submitted. A neutral rating is given when no current and/or relevant performance record is identifiable upon which to base a meaningful performance risk prediction. Government Personnel were unable to identify any relevant Past Performance information for the offeror or key team members/subcontractors or their key personnel. This is neither a negative or positive assessment and represents and unknown risk. This information shall be submitted for this procurement using past Performance Evaluation Questionnaire. 5.3 Evaluation Factor 3 - Contractor's Schedule Submission Requirements: Contractor Schedule The SSEB will evaluate the degree of presentation and understanding of the offeror s proposed Schedule. The progress schedule will be in a time scaled bar graph format. The horizontal axis will be scaled for time beginning with the tentative Notice to Proceed and concluding with contract completion. The vertical axis will show the milestones and major portions of the contract work including all phasing. All schedule items will show a start date and a completion date. The detailed schedule will indicate specific tasks with dates for each step of the process including: Construction Period: Mobilization; abatement; demolition method and sequencing; phasing; provisions for overtime or shift work; site and building utilities interruption, commissioning; punch list; final inspection; demobilization. General Project Delivery Schedule and Narrative: Show relationships between construction activities for (at a minimum), phases of the work as detailed in the design documents. The Offeror shall specify how much allowance has been made for bad weather in the schedule, interruption of work due to relocation of occupants or phase task dependency, the allowable days of the week and the hours of construction operations during each phased sequence of the work, and the percentage of contract completion that will be achieved at the end of each month of the contract. Short Schedules - The Offeror must provide for completion within the time frame (number of days after receipt of the Notice to Proceed). The maximum anticipated days of completion for this project. This duration shall establish the contract completion date. Short schedules will not be accepted. Critical path activity durations shall total the number of days. 5.4 Evaluation Factor 4 - Volume II - Price Information The offeror shall submit a price based on the line items. The price will be evaluated for fairness and reasonableness with any applicable detail on what may be considered. Note: If discussions or negotiations occur, the Government may require additional cost information. Discounts: Prompt payment discounts will not be considered in the evaluation of offers Discussions Government intends to make award to a responsible Offeror submitting a conforming proposal without discussions if deemed to be in the best interest of the Government. Set-Aside: URL: https://sam.gov/opp/9bf7129a0d414bcd80c70d2bd38e4c54/view
OutreachSystems Article Number: 20250605/PROCURE/0373