The Cincinnati Veterans Administration Medical Center (VAMC), Ft. Thomas, KY, has a requirement to obtain a detailed roof inspection report with an executive summary, infrared moisture survey, and annotated roof plans with areas of concern, an assessment on decking and structural framing, as well as recommendations for repairs/replacement.
The intention of this Sources Sought is to obtain information only. Please do not send a proposal.
Requested information:
To aid acquisition planning, we re seeking capable and interested firms for the information requested. If your firm meets the criteria and would like to take in the selection process please send the point of contract (ronald.heidemann@va.gov) the following, via email:
Firm s Name
Socio-Economic Status
Whether or not your company has a contract vehicle we can order against
1. GENERAL
This is a non-personnel services contract in which the contractor shall provide a review of current conditions and provide a detailed inspection report for the roof at the Cincinnati VA Medical Center (VAMC) in Ft Thomas, KY. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.
The contractor shall provide a detailed roof inspection report with an executive summary, infrared moisture survey, and annotated roof plans with areas of concern, an assessment on decking and structural framing, as well as recommendations for repairs/replacement.
This requirement does not include design intent drawings or Construction Period Services (CPS).
1.1 Objective
The objective of this PWS is to provide a detailed inspection report of the existing conditions of the roof at Ft Thomas and provide recommendations on how to address the current issues. This PWS states the required outcomes and minimum performance standards. The contractor shall determine the technical approach required to meet those outcomes, subject to Government review, facility requirements, security requirements, and contract terms.
1.2 Scope Summary
The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, hardware, software, installation, supervision, and other items necessary to provide the following:
Executive summary on findings, major deficiencies, recommended actions.
Detailed roof inspection report: description of roof system, age/condition/type of materials, identification, and documentation of all deficiencies (water intrusion, drainage issues, flashing/coping, parapet/penetrations/joints, structural issues, photographic documentation).
Roof plans with marked-up areas of concern.
Infrared or other moisture survey data and interpretations.
Assessment of roof decking and structural framing where accessible, notation of structural damage or risks by a licensed structural engineer.
Full roof replacement vs. repair analysis.
1.3 Place of Performance
The place of performance for this contract is:
Cincinnati Veterans Affairs Medical Center (VAMC)
1000 S Ft Thomas Ave
Fort Thomas, KY 41075
1.4 Period of Performance
The total period of performance shall not exceed three (3) months.
Base Period: The contractor shall complete a thorough review/analysis of existing roofing conditions and provide a detailed report with recommendations.
Services shall be invoiced on a monthly basis in arrears unless otherwise stated in the contract schedule.
1.5 Hours of Operation
The business hours of operation for Cincinnati VAMC are Monday through Friday from 8:00am-EST to 4:30pm-EST, except on federally recognized holidays. On-site work shall be coordinated with the Government program manager or other authorized Government representative.
1.6 Type of Contract
The Government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein.
2. GOVERNMENT FURNISHED INFORMATION, ACCESS, AND SUPPORT
No Government furnished equipment (GFE) is anticipated for this requirement. The Government will provide available information and access necessary for performance, subject to facility requirements and security procedures.
The Government will provide, when available and approved for release:
Existing roof plan files and building floor plan files
Access to approved areas of the facility for site inspection
Review comments and approval decisions for final deliverables
3. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES
The contractor shall provide all items, services, and support required to complete the work described in this PWS. Contractor furnished items include, but are not limited to, detailed inspection report with executive summary and infrared moisture survey, roof plans annotated with areas of concern, and assessment of roof decking and structural framing.
4. REQUIREMENTS - PERFORMANCE TASKS
4.1 Project Management and Site Verification
The contractor shall coordinate with the Government to verify existing conditions and compile findings as outlined in this PWS.
At minimum, the contractor shall:
Participate in a kickoff meeting and periodic project meetings as needed.
Review Government-provided floor plans
Conduct site survey(s) to thoroughly document existing conditions
Complete analysis of survey findings and compile detailed inspection report
Present findings/recommendations to VA (online meeting format)
4.2 Site Survey
The contractor shall conduct site surveys at the Ft Thomas campus of Cincinnati VAMC to document existing conditions.
The surveys shall provide the following outcomes:
Annotated roof plan with areas of concern
Infrared moisture survey
Assessment of roof decking and structural framing, notation of structural damage or risk.
4.3 Detailed Roof Inspection Report
The contractor shall provide a detailed roof inspection report which shall include, but is not limited to:
Executive summary on findings, major deficiencies, recommended actions
Description of roof system, age/condition/type of materials
Identification and documentation of all deficiencies (ie. water intrusion, drainage issues, flashing/coping, parapet/penetration/joints, structural issues, photographic documentation)
Annotated roof plan with areas of concern
Infrared moisture survey
Assessment of roof decking and structural framing, notation of structural damage or risk.
Recommendations on repairs vs replacement
4.4 Security, Privacy, and On-Site Access
All contractor employees shall comply with applicable Federal, State, local, VA, and Cincinnati VAMC security requirements. Contractor personnel performing on-site work shall coordinate access with the Government and obtain VAMC identification badges when required.
The contractor shall not collect, store, use, disclose, or retain personally identifiable information, protected health information, or VA sensitive information unless specifically authorized by the contract and approved by the Government. The contractor shall protect Government-provided information and shall report known or suspected security incidents in accordance with VA and contract requirements.
5. DELIVERABLES
The contractor shall provide the following deliverables. Specific due dates shall be established in the contract schedule, kickoff meeting, or other written direction consistent with the contract.
Deliverable
Description
Acceptance Method
Project kickoff and Schedule
Kickoff meeting and implementation schedule.
Government review of schedule and project approach.
Site Investigation
Site visit(s) to review existing conditions and document deficiencies.
Government approval of site visit dates/time.
Draft Report
Draft submission of final report for VA review prior to final submission.
Government review and acceptance of file format, orientation, and content.
Final Report
Final report submitted to VA for future use.
Government review and acceptance of file format, orientation, and content.
VA Debrief
Online meeting with VA to present findings and recommendations.
Government receipt and review.
6. ACCEPTANCE CRITERIA
The Government will accept deliverables when they meet the requirements of this PWS, the contract schedule, and applicable contract terms. At minimum, final acceptance requires that:
Final report content includes requirements outlined in this PWS
Contractor presents findings to VA (via Teams meeting)
The contractor has corrected any deficiencies identified by the Government that prevent acceptance.
7. PERFORMANCE REQUIREMENTS SUMMARY
The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract.
Performance Objective
Performance Standard
AQL
Method of Monitoring
Site Investigation
Complete thorough site investigations to compile required data points.
100% compliance
Government review, escort, and periodic checks.
Infrared Moisture Survey
Utilize infrared technology to complete a moisture survey of existing conditions.
100% compliance
Government review of delivered files.
Annotated Roof Plans
Annotate roof plans throughout survey noting areas of concern.
100% compliance
Government review of delivered files.
Assessment of Decking and Structural Framing
Provide assessment of structural integrity of existing roof decking and framing.
100% compliance
Government review of delivered files.
Final Report
Provide detailed final report compiling findings and recommendations on how to address found deficiencies.
100% compliance
Government review of delivered files.
Presentation of Recommendations
Present findings and recommendations to VA team via online meeting.
100% compliance
Government attendance at meeting.
Ad Hoc Status Updates
Provide status updates and respond to reasonable data calls requested by the Government.
95% on-time
Government review of requested responses.
Invoice Accuracy and Timeliness
Submit accurate invoices in accordance with the contract schedule and only for authorized work performed.
98% compliance
Government invoice review.
The Government may document contractor performance in CPARS or other applicable performance systems based on the contractor's ability to comply with the terms and conditions of the contract.
8. DATA, RECORDS, AND RIGHTS IN DELIVERABLES
The contractor shall treat all deliverables under the contract as Government deliverables. The Government shall have rights to use, dispose of, or disclose delivered data and files in accordance with the contract.
The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974, the Freedom of Information Act, or other applicable protection requirements except as authorized by the contract.
The contractor shall comply with Federal and agency records management policies associated with records created, received, or maintained in performance of the contract. No disposition of records shall occur without prior written approval from the Contracting Officer when such approval is required.
9. INVOICING
The contractor shall submit invoices in accordance with the contract schedule, PRICE/COST SCHEDULE, and applicable invoice instructions. The contractor shall invoice only for authorized work completed or services performed.
Invoices shall reference the contract number, purchase order number, applicable contract line-item number (CLIN), period of performance, and description of work or service performed. Maintenance services shall be invoiced monthly in arrears unless otherwise stated in the contract schedule.
10. EXCLUSIONS
The following items are excluded from this requirement unless separately added to the contract by the Contracting Officer:
Design drawings for construction
11. ACRONYMS
Acronym
Meaning
AQL
Acceptable Quality Level
CLIN
Contract Line Item Number
CO
Contracting Officer
COR
Contracting Officer's Representative
FFP
Firm-Fixed Price
GFE
Government Furnished Equipment
PM
Program Manager
PWS
Performance Work Statement
VA
Department of Veterans Affairs
VAMC
Veterans Affairs Medical Center
