Intent to Sole Source Facility Mechanical Design

Synopsis - Notice of Intent to Sole Source
Design Services for Mechanical System and Roofing Integration, Ada, Oklahoma
Proposed Solicitation Number: 68HERC25R0144
The U.S. Environmental Protection Agency's (EPA) Cincinnati Acquisition Division (located at 26 Martin Luther King Dr. W, Cincinnati, OH 45268) intends to solicit I DESIGN AND PLANNING, LLC (iDesign) (2531 Ridge RD STE 100, White Lake, Michigan, 48383-1750) on a sole source basis for a new firm-fixed price contract for the design of Mechanical Systems and Roofing Integration at the Robert Kerr Environmental Research Center. This sole source solicitation will be made under the authority of FAR Part 6.302-1 Only One Responsible Source and No Other Supplies Or Services Will Satisfy Agency Requirements. The design requirement requires the seamless integration of a newly proposed mechanical design with the recently upgraded mechanical systems designed by iDesign. The mechanical design will build upon a concept design prepared by iDesign. Therefore, iDesign is in a unique position to provide design integration of the new mechanical and roofing systems into the current mechanical system.
The following is a partial listing of the requirements for this project:
Completion of mechanical conception design to 100% construction documents. (final IFC set, stamped drawings). Final 100% submission to include cost estimate.
Prepare Design Alternates to replace roof at the Main Lab building & Library and Conference Center (LCC) (Alternates to be awarded at the Government's discretion)
Refine mechanical, electrical, plumbing (MEP), structural, and civil elements as needed.
Integrate vendor data from pre-purchased mechanical equipment
Develop detailed load calculations, layouts, and equipment schedules.
Coordinate with architectural and structural disciplines.
Develop detailed engineering drawings, specifications, and schedules.
Perform quality control (QC) reviews to ensure compliance with project requirements.
Conduct interdisciplinary clash detection and coordination.
Complete all final specifications, drawings, and submittal requirements.
Provide a permit-ready document package.
Address final owner and stakeholder comments before issuing documents.
The energy model should be performed in accordance with ASHRAE 90.1 and the Guiding Principles for Sustainable New Construction.
The following is a partial listing of codes, standards, and regulatory references that apply to the Project:
All applicable federal, state and local standards and regulations
All Oklahoma state, fire, safety and health regulations
All applicable NFPA Codes
OSHA, Occupational Safety and Health Administration Regulations
EPA Facilities Manuals (Volumes 1 4)
GSA Facilities Standards for the Public Buildings Service (P100)
National Electric Code (NEC)
Architectural Barriers Act Accessibility Standard (ABAAS)
American National Standards Institute (ANSI)/American Society of Mechanical Engineers (ASME)
National Environmental Balancing Bureau (NEBB)
State of Oklahoma ICC Adopted Codes
American Society of Heating Refrigeration and Air Conditioning Engineering (ASHRAE)
Sheet Metal and Air Conditioning Contractors' National Association (SMACNA)
Guiding Principles for Sustainable Federal Buildings
Conclusion:
FAR Part 6.302-1, Only One Responsible Source And No Other Supplies Or Services Will Satisfy Agency Requirements.
The nature of this acquisition requires the U.S. EPA to use the authority cited because of the complex nature of integrating the new design into the current design and roofing systems. iDesign is uniquely qualified to provide the ongoing design services given their past role providing the design services for the currently upgraded mechanical system. The utilization of a different A/E firm would likely require additional engineering support and additional lead time to become familiar with the status of the design work as well as existing site conditions. A different firm would be forced to interpret the various elements of iDesign's existing concept design to respond to questions raised by construction contractor. This would result in a longer timeline for the completion and additional cost to the government. A sole source award to iDesign will allow construction to continue with no disruption and effort lost. A disruption and requirements delay are likely if a new contractor were brought in. iDesign is also uniquely qualified for this work because of their in-depth knowledge of the EPA Robert S. Kerr Environmental Research Center facilities. This knowledge is critical to minimize costs, keep the Robert S. Kerr laboratories operational and the building occupant's safe during the design integration. Finally and critically iDesign is currently providing construction administration services for ongoing construction work at the Ada facilities. To inject a new A/E firm, with new engineers and architects, into the existing, fluid construction project is extremely impractical. Questions would arise as to which A/E firm is responsible for reviewing and finalizing changes flowing from the new design, or for certifying that the new designs do not compromise features of existing design. Assigning liability for any potential issues would be very difficult. All of these potential challenges could result in construction delays or building closures. However, the research performed at the EPA Robert S. Kerr campus is mission critical and having a disruption in services, which could potentially close the labs for a period of time, cannot be permitted.
As the continuation of design oversight, for the necessary laboratory consolidation, and consistency of the known consolidation requirements, it is in the best interest of the Government to award this follow-on contract to iDesign. Utilization of iDesign avoids all of the pitfalls enumerated above.
This requirement will utilize FAR Part 36. The product service code is C1DB, Architect and Engineering Construction: Laboratories. The North American Industry Classification System (NAICS) code is NAICS Code 541330 Engineering Services with a small business size of $25.5M. The estimated construction cost of the work resulting from the design is under $10M. The anticipated Period of Performance is 7 months. Contract award is anticipated to be made Spring 2025.
THIS NOTICE IS NOT A REQUEST FOR PROPOSALS. Notwithstanding, all responsible sources that believe they are capable of meeting the EPA's requirement may submit a capability statement, proposal, or quotation that must address the outlined requirements above which shall be considered by the agency. Such documentation must be submitted to the Contracting Officer by 11:59 PM Eastern Time on May 1, 2025. A determination not to compete the proposed firm-fixed-price contract based upon the responses received to this notice is solely within the discretion of the Government. All questions should be directed to the Contracting Officer, Greg Forrest, at forrest.greg@epa.gov. Responses to this notice must be submitted electronically via email. Telephone responses will not be honored.