United States - Y1DA--FY25: NRM (PROJ: 673-25-704) EHRM Installation of Next-Gen Wi-fi – Tampa, FL

Description

Instruction to Offerors
ISSUE DATE: 11/08/2024 PROPOSAL DUE DATE: 12/08/2024.

PROJECT TITLE: BB EHRM NEXTGEN WI-FI UPGRADES
PROJECT NUMBER: 673-25-704
LOCATION: James A. Haley VA Hospital, Tampa, FL 33612,
PROJECT SUMMARY: Provide all labor, materials, tools, and construction services to complete Project Number 673-25-704 titled BB EHRM Nextgen Wi-Fi Upgrades

OFFICE ISSUING THIS REQUEST:
Department of Veterans Affairs
Network Contracting Office (NCO) 8
Tampa, FL 33637
Point of Contact:
David Hernandez. Contract Specialist
Email: david.hernandez1@va.gov
Phone: 813-893-3904

1. All references to Bid or Bidder shall be understood to mean Offer or Offeror .
2. MAGNITUDE OF THIS PROJECT: Between $250,000 and $500,000.
3. SITE VISIT: An organized site visit is scheduled for 11/18/2024 at 09:00 AM EST. Meeting location is Building 42 at which point (depending on number attending) the group will make its way to the site visit location. Please contact General Engineer Marco Lopez at marco.lopez2@va.gov confirm attendance.
4. OFFER ACCEPTANCE PERIOD: Offers providing less than one-hundred and twenty (120) calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.
5. REQUESTS FOR INFORMATION: Requests for Information (RFIs) shall be submitted by the prime contractor, through the Point of Contact (POC) email David.hernandez1@va.gov. No telephone RFIs will be accepted. The cutoff for submission of RFIs is 11/25/2024 at 2:00PM EST, email to david.hernandez1@va.gov. Responses will be provided in a Question & Answer format to all Bidders. Do not send RFIs via the vendor portal this is not an acceptable method and will not be responded to by the Contracting Officer.
6. SPECIFICATIONS AND DRAWINGS: No hard copies will be made available to proposing contractors.
7. Any reference contained within contract specifications and/or drawings to the VA Engineer , Resident Engineer , Senior Resident Engineer , Project Manager , Contracting Officer Technical Representative, or their abbreviations are to be replaced with Contracting Officer s Representative (COR) .
8. SERVICE DISABLED VETERAN-OWNED SMALL BUSINESS VERIFICATION: Subsequent task orders are 100% set asides for verified Service Disabled Veteran Owned Small Business (SDVOSB). The award of this requirement shall not be delayed due to loss of SDVOSB verification. Proposals submitted by non-certified by the Veteran Small Business Certification (sba.gov) (VET-CERT) shall be excluded from award consideration.
8.1 SDVOSB Verification: The Government will review Veteran Small Business Certification (sba.gov)) to confirm SDVOSB status verification for the submitted proposal. Evaluations will be performed on proposals submitted by verified SDVOSBs only. Subsequent confirmation of SDVOSB verification status will be performed for the apparent awardee.
9. LIMITATIONS ON SUBCONTRACTING (Reference Contract Clause FAR 52.219-14 for further information): By submission of an offer and execution of a contract, the Offeror agrees that in performance of the contract, the concern will perform at least twenty five (25) percent of the cost of the contract, not including the cost of materials, with its own employees.
10. FUNDS (FAR 52.232-18): Funds are not presently available for this acquisition. No contract award will be made until appropriated funds are made available.
11. BONDS (Reference Contract Clause FAR 52.228-15 for further information on applicability).
12. OFFER GUARANTEE: BID BOND - SUBMIT WITH YOUR PRICE PROPOSAL
13. SAFETY AND ENVIRONMENTAL RECORD (SUBMIT WITH PROPOSAL): Offerors shall submit information that specifies the contractor in question has no more than three serious, or one repeat, or one willful OSHA or EPA violation(s) in the past three (3) years and has an Experience Modification Rate (EMR) that shall not exceed 1.0. If no EMR, state the reason way no EMR is available. EMR greater than 1.0 will not be acceptable. Offerors are required to complete and submit attached Past safety and environmental record or any other form that provided the above information. Offerors with an EMR greater than 1.0 will be considered ineligible and will not be evaluated.
14. CONTRACT PERFORMANCE PERIOD: Refer to SF1442, Block 11, for task order performance period. Performance period shall be commenced upon receipt of written Notice to Proceed (NTP) performed in concurrent or sequential phases as indicated or required.
16. WAGE DETERMINATION: Wages for all contractors and subcontractors must comply with Davis Bacon Wage Determinations. The current Davis Bacon determination is General Decision Number: FL20240208 07/12/2024 Be advised the determination that is current at the time of the Task Order award is the determination that will apply for the project. Current determinations are always available at: http://www.wdol.gov/.
II. PROPOSAL PREPARATION AND EVALUATION INFORMATION
1. PROPOSAL PREPARATION INSTRUCTION: To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. In order for proposals to receive full consideration for award, offerors should ensure that the information furnished in support of the proposal is factual, accurate, and complete, and directly responds to the requirements of this RFP.
NOTE: Your proposal shall be submitted as portable data files (pdf), and documents submitted shall be no larger than 7 Mega Bytes (MB) in size. Send document in separate files as deemed necessary. If separate files will be submitted for specific submission, offeror shall include in the subject line right after required subject title, email number followed by the emails total to be submitted for specific submission.

2. PROPOSAL SUBMISSION: All proposals shall be submitted by the prime contractor no later than (NLT) closing date and time specified in SF1442, Block 13.A. (subject to amendment) through the Point of Contact email David.hernandez1@va.gov . NO OTHER FORMS OF SUBMISSION WILL BE ACCEPTED.
2.1 Undeliverable emails due to an offeror s proposal size, using wrong email address, or other transmission errors, is not the responsibility of the Government.
NOTE: To be considered and accepted as timely the proposal must be received in its entirety prior to the deadline. Failure to provide a proposal in its entirety prior to the deadline will render the proposal noncompliant.
3. BASIS FOR AWARD: The Government will award one (1) firm-fixed price contract resulting from this solicitation to the responsible offeror whose offer, conforming to the solicitation, will be most advantageous to the Government, All evaluation factors other than cost or price, when combined, are approximately equal to cost or price. As differences in factor ratings and relative advantages and disadvantages become less distinct, difference in price may become the discriminating factor in determining the most advantageous offer. Conversely, as differences in price become less distinct, differences in ratings and relative advantages and disadvantages between offers are determinative. The proposals must conform RFP requirements and judged to represent the Best Value to the Government. The source selection process will utilize FAR Parts 15 (Tradeoff) and FAR Part 36 to evaluate proposals and award the contract.
3.1 The Government intends to evaluate proposals and award a contract without conducting discussions with offerors but reserves the right to hold discussions. However, the Government reserves the right to hold discussions if the Contracting Officer determines them to be necessary.
4. SELECTION AND EVALUATION PROCEDURES: This part describes the mechanism for evaluating and selecting offers for this procurement.
5. PROPOSAL PREPARATION INSTRUCTIONS: The following must be included in the offeror s proposal:
Cover Page with: Bid Build Project, RFP (Solicitation) Number, Project Title and Project Number, Company Information (Primary points of contact, email, address, phone numbers (including area code), DUNs number, Cage code, EUI, etc.)
Table of Contents
Signed SF 1442, with Blocks 14-20C completed including acknowledgement of any Amendments issued.
Completed Experience Modification Rate (EMR) Form
Completed Bid Bond
Required Submittals for Factor 1 Relevant And Recent Past Performance.
Required Submittals for Factor 2 Technical Approach.
Sub-Factor A: Project Planning/Safety/IC/Qc.
Sub-Factor B: Project Schedule.
Sub-Factor C: Experience.
Required Submittals for Factor 3 Price.
COMPLETED PRICE SCHEDULE (Total of Proposed Price of each CLIN). The price proposal shall be submitted separate from the technical proposal. The proposed prices will be analyzed for fairness and reasonableness. Include copy of the Pricing Schedule of the solicitation called the Base Offer Cost Breakdown that is attached to the RFP. This will provide a detailed price breakdown for the purpose of evaluating price. The breakdown shall separately at a minimum but not limited to include the following cost elements: Labor (Direct & Indirect), Materials, Material Markups, Material Overhead, Equipment, Subcontractor Cost, Other Direct Costs, Overhead Expenses, Indirect Cost, General & Administrative (G&A) expenses, and Profit. While developing your price proposal please make sure to include all applicable taxes, and government stamps cost.
NOTE: Price breakdown shall be indicative of showing at least 25 percent of the cost of the contract performance incurred for personnel will be spent on the concern's employees or the employees of other eligible service-disabled veteran-owned small business concerns in accordance with VAAR 852.219-75.
PRICE EVALUATION: The Government will initially review pricing independently from the factor evaluation. Price is not rated but will be analyzed for fairness and reasonableness. The Government may use various price analysis techniques and procedures to make a price reasonableness determination.
Your proposal shall be submitted as portable data files (pdf), and documents submitted shall be no larger than 7 Mega Bytes (MB) in size. Send document in separate files as deem necessary. The offeror is responsible to verify that the Government has received the proposals.
Undeliverable emails due to an offeror s proposal size, using wrong email address, or else, is not the responsibility of the Government.

TECHNICAL EVALUATION FACTORS
Factor I: Relevant And Recent Past Performance.

The prime contractor shall present documented proof/example that they have performed at least 3, and a maximum of 5, projects that required work similar in size and scope to this project in the past 5 years; a minimum of two projects must have been performed in an active healthcare environment (within a hospital).  This may include a past performance from a sub-contractor.  Note: Any teaming or proposed sub-contractor arrangement you are submitting as part of this proposal for evaluation must remain intact through contract completion.  Provide the following information for each example:
Project Number, Title, and location or facility performed (At least one (1) of the projects submitted must be the same or similar to the project described in the solicitation)
All projects submitted must be at least 50% complete.
At least one (1) of the projects submitted must be valued at greater than $500,000 and performed within the last 5 years.
Contracting Officer and COR Name and contact information, telephone, and email.
Total Project Value and duration
List of subcontractors.
Initial/Final award amount.
State any change orders that occurred during the project performance.
Pictures of completed work.
Detailed description of work, including trades involved (identify the percentage of self-performed work).
Explanation of why the projects were selected as the same or similar and how the experience obtained on the submitted project is pertinent to the execution of this project.

The VA Reserves The Right To Review And Consider Past Performance From Other VA Stations, CPARS And Other Sources.

Narrative: 5 pages maximum

Factor II: Technical/Management Approach.
In a narrative format, diagrams and/or drawings, describe in detail how the offeror intends to meet or exceed all performance areas stated in the solicitation/statement of work/attachments that are related to Project 673-25-704 EHRM Installation of NextGen Wi-fi Tampa, FL. Provide technical methods and procedures that reflect a construction approach unique to the site and facility.
NOTE: Vague, general narratives that include the restatement of the Statement of Work will be rated less favorably.
Schedule and minimizing downtime are crucial. Describe a plan to complete the project in a timely manner without causing disruptions to facility operations, especially during normal business hours. Also, describe actions to be taken by the offeror if completion of work is anticipated to fall behind schedule. It is critical to the VA mission that services remain intact with minimal disruption.
Describe any technical difficulties that may be encountered in a project of this type. Provide a narrative of preventative measures or potential solutions to overcome these issues that are included in the offeror s proposal.

Narrative: 5 pages maximum

Sub-Factor A: Project Planning/Safety/IC/Qc.
Describe your plan for phasing this project in addition to the phasing indicated in the contract documents.
Describe the approach to infection control (IC) and determination of infection control risk assessment for work outside the project area.
Submit Quality Control (QC) monitoring procedures that will ensure a high level of construction quality that applies to the Specific and General requirements of the project.
Develop and include procedures involving key subcontractors in the quality of the construction processes.
Describe the commissioning process throughout the project.
Provide the precautions the contractor will take to avoid damage to the facility (include how pre-existing conditions will be documented) and the proposed remediation that will take place if any damage is done to existing elements.
Describe your approach to construction safety and submit your current Experience Modification Rate (EMR) (which compares your company s annual losses in insurance claims against its policy premiums over three years):
Your EMR shall not exceed 1.0.  This information shall be obtained from the bidder s/offeror's insurance company and be furnished on the insurance carrier s letterhead.     
An EMR of more than 1.0 will result in no further consideration of the proposal.
Failure to submit an EMR rating will result in no further consideration of the proposal.

Narrative: 5 pages maximum, excluding the EMR documentation

Sub-Factor B: Project Schedule.
Submit a preliminary (CPM) Critical Path Method schedule for the construction satisfying the requirements of this project. A practicable schedule showing the order in which the Contractor proposes to perform the work, and the dates on which the Contractor contemplates starting and completing the several salient features of the work (acquiring materials and equipment, mobilization, demolition, installation, commissioning, etc.). The schedule shall be in the form of a progress chart (Gantt chart) of a suitable scale to indicate appropriately the percentage of work scheduled for completion by any given point during the period. Most importantly, indicate the length of downtime required for any utilities affecting the operation of other parts of the facility on the schedule. The schedule shall show key milestone dates and switchover and start-up of equipment. The schedule is not included in the page limit. The detailed schedule will show the offerors ability to complete the project in the required time frame of One Hundred and Eighty (180) calendar days. To be considered technically acceptable, the proposed draft project schedule shall not exceed the project duration stated on the solicitation and include divisions of work required to successfully complete the project:
Identify the tasks required to execute the project, being as detailed as possible using a work breakdown structure to break down the tasks into manageable elements in the logical order of execution.
Identify the time for each task.
Set start and finish times.
Calculate the slack.
Determine intermediate phases and total project duration.
Clearly identify the critical path

Narrative: 5 pages maximum

Sub-Factor C: Experience
Specialized experience and technical competence in the type of work required:
Contractor shall be a State Certified Network Technician company at the time of award and throughout the full term of the agreement if awarded. The Contractor shall have a minimum of five (5) years prior comparable work experience with an organization. The work experience shall be similar to the work described in these Specifications in order to be considered as having met the requirement.
Each technician performing EHRM work services shall hold a Certified technician license at the time of award and throughout the full term of the agreement if awarded.
Contractor shall have performed at least 2, and a maximum of 4, projects for the past five (5) years of hospital work environmental experience.

FACTOR II PRICE EVALUATED BY CONTRACTING OFFICER

BASIS OF AWARD:
All evaluation factors other than cost or price, when combined, are approximately equal to cost or price. As differences in factor ratings and relative advantages and disadvantages become less distinct, difference in price may become the discriminating factor in determining the most advantageous offer. Conversely, as differences in price become less distinct, differences in ratings and relative advantages and disadvantages between offers are determinative.

Opportunity closing date

02 December 2024

Value of contract

to be confirmed