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Space and Equipment Planning System 3.0 (SEPS 3.0) Update, Support, Training, and Space Criteria Implementation - Attachment

General Information

Document Type:FILE
Posted Date:Aug 07, 2017
Category: Architect and Engineering Services - Construction
Set Aside:N/A

Contracting Office Address

Department of Veterans Affairs;Office of Construction and;Facilities Management (003C4B);425 I Street, NW;Washington DC 20420


Page 7 This is a Sources Sought Notice. This notice does NOT constitute a request for proposal or request for quote. This Sources Sought is a market research tool being utilized to determine if there are a sufficient number of qualified vendors for set-aside prior to issuing a request. In conjunction with Public Law 109-461, the Office of Construction and Facilities Management (CFM) are seeking vendors in the following: Service Disable Veteran Owned Small Business (SDVOSB) Veteran Owned Small Business (VOSB) This is not a solicitation for proposals and no contract will be awarded from this announcement. No reimbursement will be made for any costs associated with providing information in response to this announcement. All responses will be provided by an e-mail response. No presentations will be scheduled. GENERAL The Department of Veterans Affairs (VA) / Office of Construction and Facilities Management (CFM) is continuing the update, support, and training for the Space and Equipment Planning System (SEPS) which is utilized on all design and construction projects. SEPS produces the Programs for Design and associated Project Room Contents Lists. The purpose of this Statement of Work is to identify the services required by VA / CFM to continue the update, support, training, and space criteria implementation with the SEPS software and to identify the experience, expertise and qualifications of a consultant required to accomplish this work. The work to be performed under this contract, required to continue the SEPS update, support, training, and space criteria implementation, includes but is not limited to the following: Perform updates to and testing of the SEPS software as changes are requested by VA and/or SPAWAR (Space and Naval Warfare Systems Center Atlantic): Implementation of new space criteria data into SEPS through the development of new algorithms into the Criteria Administration Module of SEPS Produce generic Programs for Design (PFD) to assess whether the new space criteria is producing acceptable results Test SEPS for new programmatic functionality after updates to the software system by SPAWAR. For updated VA Space Planning Criteria implement the new/updated space criteria in the corresponding Criteria Administration Module of the SEPS 3.0 Workshop, provide help desk services to VA users of SEPS 3.0, and provide advice as needed to the developers of the core SEPS 3.0 software. Conduct SEPS training sessions as detailed in Section III Detail Scope of Work. In the execution of this contract, it is essential that the work proceed in parallel and in close coordination with PG-18-9: Space Planning Criteria updates, being developed under separate contracts. As some of these contracts may be contracted to other Consultants, it is essential that, at the direction of the VA-SEPS Program Manager (TBD), the Consultant of this contract communicate, coordinate, and cooperate with the other A/E firms to achieve the best SEPS 3.0 performance possible. The Consultant shall substantiate the following: The Consultant shall have a minimum of five (5) years of continual experience in the maintenance and update to the SEPS software system. Provide descriptions of projects completed that have involved work in the maintenance and update of SEPS. The Consultant shall have a minimum of five (5) years of continual experience in the implementation of updated VA space criteria and room contents into the SEPS database. Provide descriptions of projects competed where implementing of VA space criteria has been part of the project scope. The Consultant shall have a minimum of three (3) years experience in delivering classroom training on SEPS and developing a classroom curriculum for SEPS training. Include examples of projects where this training has been provided. The Consultant shall have a minimum of eight (8) years experience in the planning, and design of VA healthcare facilities, including but not limited to all building and engineered systems. The Consultant shall have a minimum of eight (8) years experience in the use of VA planning and design standards, including but not limited to PG-18-9: Space Planning Criteria Chapters, PG-18-5: Room Contents/Equipment Guide Lists, PG-18-12: Design Guides, PG-18-10: Design Manuals, PG-18-1: Master Specifications, and related VA/VHA Policies, Directives, and Handbooks. PARTIES INVOLVED Consultant: TBD Contracting Officer: TBD (003C4C) Contracting Manager (COR): TBD (003C2B) Project Manager: TBD (003C2B). Technical Task Manager: TBD Space and Naval Warfare Systems Center Atlantic (SPAWAR) DETAIL SCOPE OF WORK The work to be performed under this contract is to continue SEPS 3.0 maintenance / update activities which includes the implementation, into SEPS, of updated VA Space Planning Criteria in the corresponding Criteria Administration module of the SEPS 3.0 Workshop, provide help desk services to VA users of SEPS 3.0, and provide advice as needed to the developers of the core SEPS 3.0 software, including but not limited to the following tasks: 1. Represent VA s interests in the SEPS 3.0 system maintenance and update process. Consult with the VA and provide input on policy and scheduling decisions regarding SEPS space and equipment components. 2. Make recommendations to the VA-SEPS Program Manager and implement actions at the direction of the VA-SEPS Program Manager, based on: Approved Space Planning Criteria for a given PG 18-9 Chapter. Develop all the mathematical and logical formulae required by SEPS 3.0 and implement them in the SEPS 3.0 Criteria Administration (Space Builder) Module. VA anticipates the following VA Departments / Services will have updated space criteria that will require implementation into SEPS and testing. These space criteria are currently in process or will be in process under separate Contracts during the Period of Performance of this Statement of Work. These space criteria updates will be developed by CFM under separate contracts and will include the following VHA Services/Departments: Mental Health Services Space Planning Criteria Chapters: Chapter # s: 202, 260, 261, 272, and 300 Small House Model for Community Living Centers Chapter 106 Outpatient / PACT Clinic Chapter 265 Audiology and Speech Pathology Service Chapter 204 Pharmacy Service Chapter 268 Provide results of testing the implemented Space Planning Criteria that test the Room Criteria Statements and the Data Input Questions within the goals and intent of each Chapter referenced above. Provide feedback to and coordinate with the Consultants performing updates of individual PG-18-9 to facilitate implementation in SEPS 3.0 and any resultant modifications required of the space criteria being updated. Develop Room Contents lists for Room Families developed in 2016 for: Reception, Waiting, Toilets and Shower Rooms, and Conference Rooms and review with CFM prior to implementation into SEPS. Identify, as requested by CFM, any further work by the software system developer on components / modules / reports of the SEPS 3.0 software. Coordinate with the software system developer on all VA generated requirements to ensure proper representation of VA content in SEPS 3.0. 3. All work shall result in: VA Space Planning Criteria performing optimally in SEPS 3.0 for VA healthcare planning and design work. PG-18-9 documents, to be published in VA s Technical Information Library (TIL) are fully coordinated with the SEPS 3.0 implemented content. Perform as first point of contact and provide as needed help-desk assistance for VA-SEPS users, during standard office hours. Provide the Master Data File to the software system developer and provide assistance as required in the release of software or data updates at intervals determined by VA and DoD/DHA. Provide a dedicated SEPS criteria expert support team, experienced in VA criteria development and implementation of those criteria into SEPS 3.0, led by an experienced SEPS criteria expert. The team shall be fully capable of performing all duties within this contract to provide VA continuous support throughout the term of this Contract. To meet the demand for SEPS support, the Consultant shall provide the professional services for five (5) Regional Support Sessions, all support service information and materials needed to successfully complete the sessions and thirty (30) man-hours of follow-up consultation to VA session attendees. The Consultants personnel shall attend each Regional Support Session, 5 day overall duration for each session, which involve two days of travel and set up and three days of face-to-face support and training with VA personnel and VA Architectural and Engineering Consultants. For planning purposes the following destinations are anticipated sites, subject to modification as necessary: i. Regional Support Sessions: St. Louis, MO Burlington, MA Dallas, TX Tampa, FL Minneapolis, MN The Consultant shall arrange for training session sites at commercial training sites for up to 25 students, at the above referenced locations (Regional Support Sessions), within the scope of services of this Contract. Provide current/updated support material as required to complete the scope of work. Location of the work will include VA CFM offices in Washington, DC, and commercial training sites at the locations referenced above. The Consultant will be the prime and manage the project process. Comply with Section 508 of the Rehabilitation Act of 1973, and all other applicable laws, regulations, and guidelines of authorities having jurisdiction. Participate in meetings, electronic mailing, and telephone/conference calls with VA staff as needed. Participate in Contract Kick-off Meeting at CFM Central Office, coordinated with the VA SEPS Manager. Develop agenda for the meeting, presentation materials and provide meeting minutes in follow-up to the Kick-off Meeting. Assume attendance at four (4) working meetings with Consultants for each Chapter listed in Section III, Detailed Scope of Work, item A(2)(b)(iii). Participate in 12 working sessions to finalize the Room Contents lists identified in Section III, A(2)(e). Provide one (1) final 2-hour presentation of work effort to CFM Central Office staff at end of Contract Period of Performance. Submit a proposed project schedule of critical milestone dates for each of the Chapters listed in item 15, above once engaged in the development schedule of a specific Chapter update. All data files, and access to user tools shall be provided to VA in the proper VA format and media for VA unfettered distribution and use. Provide text in Microsoft Word and Adobe PDF formats; Provide drawings and graphics in.DWG, or.DWF and Adobe PDF formats; Provide charts, formulae and data in Microsoft Excel and Adobe PDF; Provide any slide presentations in Microsoft Power Point. DELIVERABLES AND PERIOD OF PERFORMANCE Deliverables: Meeting minutes, monthly progress reports, and help-desk activity report. PG-18-9, Space Planning Criteria Chapters fully coordinated. Schedule: the Period of Performance (POP) for this Contract is 365 calendar days from the day of contract award date. INDIRECT RESOURCES Project Management Issues and Reproduction/Mailing: All submissions shall be forwarded directly to TBD, Sr. Healthcare Architect, Department of Veterans Affairs, Facility Standards Service (003C2B0, Telephone No., E-mail: TBD Invoices shall be forwarded to TBD, Department of Veterans Affairs, Facilities Standards Service (003C2B), Telephone No., E-mail: TBD for concurrence on the work activity summary ; then submitted in the IPPS. Travel: By Commercial Scheduled Flight - Economy Class Local: Will be by ground transportation. This may be either private or public transportation. Government rates shall apply. No per diem will be allowed. Other: Airfare, taxi, and auto rental while in Washington, DC, will be allowed. Per Diem shall be at federal government rate. Allow two (2) days of travel time for each trip. VI. ITEMS/ACCOMMODATION TO BE PROVIDED BY VA VA will provide the following: Current Standards, Criteria, Design Guides and other resources can be accessed under VA Technical Information Library TIL at http://www.va.gov/facmgt/standard VA resources not available on web site will be provided in hard copy as requested. VA will assist in identifying and contacting resource groups and individuals, and providing additional resources as requested. The North American Industry Classification System (NAICS) Code is 541310 Architectural Services, with a Small Business Size Standard of $7.5 million. Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc.,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. All respondents should be registered on the SAM located at https://www.sam.gov/portal/SAM/#1 and Vendor Information Page https://www.vip.vetbiz.gov/. Please email your response to deborah.faulkner@va.gov with the subject line Sources Sought Notice# VA101-17-N-0420 by 5:00 pm est., August 14, 2017 Respondents will NOT be notified individually of the results of the sources sought. Important Notice: It should be clearly understood that this Sources Sought notice is not an award or commitment by the Government. The vendors are further advised that funding may not become available.

Original Point of Contact

POC Deborah Faulkner

Place of Performance

Link: FBO.gov Permalink
Link: FBO.gov Permalink
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