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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 Department of Veterans Affairs, Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is conducting a market survey and is seeking potential sources AE design services for an EHRM project located at the VA Western NY (Batavia) Healthcare System, in order to have a better operational environment for both VA patients and VHA personnel. This is a DESIGN project.

PROJECT DESCRIPTION:

A/E Part One Services (also known as Design Phase) for this design project includes site visits, field investigation, studies and user interviews to prepare drawings, specifications and cost estimates for all facets of work and disciplines/trades to facilitate a construction project to upgrade the facility infrastructure to support the new Electronic Health Record Modernization (EHRM) system in accordance with VA OEHRM Site Infrastructure Requirements (provided by VHA). The project shall include, but is not limited to:
Upgrading facility fiber throughout the campus to all buildings and each IT closet / room.
Provide a redundant fiber run throughout the campus including the mains and the demarcation room to back up the primary fiber run.
Keep the existing fiber run in place until the new primary and new redundant fiber is up, then remove the old fiber run.
Install approximately 160 additional IT data ports campus wide. Each data receptacle has four (4) data ports.
Install approximately 100 new electrical (120-volt) and (208-volt where required) duplex and or Quad receptacles throughout the facility. Receptacles shall be connected to Emergency Power Panels.
Provide an Uninterruptable Power Supply (UPS) and for all equipment.
The Facility power distribution shall be upgraded to support the new IT network and the heating, ventilating and air conditioning (HVAC) needed for these systems. Power shall be connected to Emergency Power Panels and provide UPS systems as required. Provide new 208Y/120-volt three phase panels where needed to support additional IT service. The existing panels shall NOT be filled past 75% capacity.
The HVAC for the majority of the Batavia VA IT systems campus wide is non-existent or in poor operating condition. Many of the HVAC systems are water cooled units and will all need to be replaced. The newer Ward renovations have HVAC that is connected to the air handling unit (AHU) that serves that ward however when the chilled water is turned off for the season there is NO cooling or dehumidification for the IT closets / rooms.
The HVAC shall be direct expansion (DX) so that it can run year-round and provide cooling and dehumidification, even in the cold winter climates of Western New York.
Each IT closet / room shall have an independent thermostat.
All HVAC power shall be backed up by the Emergency Power Generator on the Emergency Equipment panel.
The Physical Security shall be updated campus wide for IT closets. The VA Police and IT provide guidance on the physical security requirements for IT closets. Physical Security for IT closets / rooms include but are NOT limited to (during design we will work with the VA Police and the IT staff at the Western NY VA).
Cameras for monitoring
Alarms that are centrally monitored
Key-pad access
Safety mechanism to get out of the rooms should power be lost. The safety systems for doors shall be interconnected with the Fire Alarm System as per NFPA 72 and NFPA 101
Hardware and Locking Mechanisms specifically for IT room Doors
Upgraded Doors to meet the Physical Security Requirements
Upgraded Walls to meet the Physical Security Requirements
All electrical components connected to Emergency Generator Power.
Hazardous Materials Abatement: This project will entail hazardous materials that will need to be abated for construction. The consultant shall conduct a thorough investigation to provide construction documents for the construction contractor to bid on for removal of hazardous materials. The hazardous materials include friable and non-friable asbestos, lead paint and mold. It is known that we have hazardous materials in the floors, walls, ceilings and pipe insulation.
Remodeled / Renovated facilities for IT staff to include offices and bathrooms.
HVAC systems for the offices
Secure Storage Space for IT Equipment
Bathroom Facility on the 4th Floor for the IT staff to be upgraded [two (2) unisex bathrooms]
Project Buildings Include: 1,2,3,4,5,6,9,10,11,12,12A,13,15,20,30 and site loop for campus

Option line item: A/E Part Two Services of this design project (also known as Construction Period Services) includes but NOT limited to;
Responding to construction contractor Requests for Information (RFIs) during the solicitation (solicitation support) and construction phases of the construction project. All RFI responses are within the allotted time to keep the project moving.
Attendance at pre-bid, post-award and commissioning kick off construction project conferences (these are addition to the construction site visits outlined below) .
Review of construction material submittals and shop drawings and return in the time allotted to keep the project moving forward.
Approximately twenty (20) site visits total during construction (both scheduled and emergent) to ensure compliance with the design drawings and specifications.
Preparation of site visit reports after each site visit.
Coordination with project commissioning requirements.
Review of any construction project modifications for cost and technical acceptability. Provide a cost estimate to the Contracting Officer (CO) and the Contracting Officers Representative (COR).
Attendance and participation during the final acceptance inspection and preparation of the punch list.
Update the record drawings from the contractor in AUTOCAD of the completed construction project based on the construction contractor s as-built drawings.
The A/E shall prepare a submittal log to be utilized by the VA during construction period services.
Maintain RFI log and provide meeting minutes for weekly construction meetings throughout the duration of construction.

The above paragraphs constitute a basic outline of the work to be accomplished and in no way comprises all the details for design of this project.

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 430 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 February 8 at 12:00 PM 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:

Charles White
charles.white2@va.gov

and

William Henkel
William.henkel@va.gov

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