Construct EHRM Infrastructure Upgrades - Baltimore, MD

Questions & Answers / Clarifications

This document contains responses to vendor questions (Requests for Information - RFI) regarding a SAM.gov opportunity. It clarifies various aspects of the project, including scope, technical requirements, and administrative details.

• Period of Performance (POP): Extended from 365 days to 457 days in response to concerns about project complexity and procurement duration.
• Personnel Roles: Confirmed that Superintendent, Quality Control Manager (QCM), and Safety Officer (SSHO) will not have shared duties.
• Materials Testing & Firestopping: Contractor is responsible for all materials testing. Firestopping must be installed by a UL-qualified contractor and include a third-party inspector.
• Laydown Areas & Parking: Limited laydown area is available on Arch St. (permit required from the City of Baltimore). No contractor trailer parking will be provided. Some on-site parking may be available.
• Telecommunications Requirements: Standard VA requirements for telecommunications contractors (BICSI certification, experience, references) apply. Specifications take precedence over drawings regarding cabling and termination methods.
• Set-Aside: The solicitation is a total Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside. Specific bonding requirements for SDVOSB participation are confirmed.
• Working Hours & Phasing: General working hours are 8:00 am - 4:30 pm EST, with non-peak hours between 5:00 pm - 7:00 am and weekends. Outages for telecommunications cutovers are limited to one shift, requiring advance VA authorization for extensions.
• Infection Control: Hardwall anterooms are required only in ICRA Class IV enclosures; poly access points may be permitted in other ICRA classifications.
• Specifications vs. Drawings: Specifications supersede drawings in case of conflict. Vendors must bring any discrepancies to the VA Contracting Officer's Representative (COR) for verification.

Several key requirements have been clarified or modified, including the Period of Performance, specific technical details (e.g., firestopping, cabling), personnel roles, and administrative procedures. Bidders should carefully review these responses to ensure their proposals accurately reflect the project's requirements and constraints.

Amendment / Modification

• This amendment extends the Offer Receipt Date for Solicitation 36C77626R0040.

• The new deadline for receipt of offers is April 28, 2026, at 4:00 PM EDT.

• The amendment also provides responses to vendor questions received prior to the deadline on April 3, 2026, as detailed in the attached document "S06 - 0004 - Att1 - Vendor RFI Responses."

• The deadline for receipt of offers has been extended.

• Vendor questions and answers are provided.

• The proposal submission deadline has been extended to April 28, 2026, 4 PM EDT.

• Bidders should review the attached "Vendor RFI Responses" for clarification on solicitation requirements.

Amendment / Modification

• The attached Statement of Work (SOW) is provided.

• The Period of Performance is modified from 365 days after receiving the Notice to Proceed to 457 days after receiving the Notice to Proceed.

• Statement of Work (SOW)

• Period of Performance

• All other terms and conditions remain the same.

• Proposal deadlines or evaluation factors are not explicitly mentioned as being affected by this amendment.

Statement of Work (SOW) / Performance Work Statement (PWS)

To prepare identified sites on the Baltimore Veteran’s Affairs campus for the installation of additional IT Tower Additions (TR Towers), new data cabling, new fiber optic cabling, and TR equipment for the deployment of the Electronic Health Record (EHR).

• Furnish all labor, materials, and equipment for site preparation.

• Adhere to all specifications provided in the 100% Narrative and SOW from the A/E in the Bid Files.

• Comply with all local, national, federal, and VA standards, specifications, and guidelines.

• Provide an Infection Control Risk Assessment (ICRA) plan for VA Infection Control team approval prior to construction.

• Phase work to minimize disruptions to veterans and VA staff.

• Fire caulk and seal any new or existing penetrations in walls and/or ceilings.

• Verify field conditions via a pre-bid site walk and Requests for Information (RFI's).

• All construction work to be completed during normal work hours (7:30 am - 4:00 pm), unless off-hours/weekend work is approved in advance by the VA Contracting Officer’s Representative (COR).

• Work to be completed within 457 days following Notice to Proceed (NTP).

• Work timelines and progress to be communicated to the COR.

• Construction Period Services to be provided by the Design A/E of record, Spees Design build, LLC.

• Contract will not be closed until after the station’s go-live date if additional work is identified.

• The A/E will review contractor requests for information and cost proposals for construction change orders, providing detailed cost breakdowns and recommendations.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit conducted on March 30, 2026, from 1:00 PM ET, related to the EHRM Infrastructure Upgrades Construction opportunity (36C77626R0040_1) at the Baltimore, MD VAMC.

The sheet records the following information for each attendee:

• Name
• Company/Title
• Email Address
• Phone Number

This document indicates which companies and individuals attended the site visit. This information can be useful for bidders to understand the level of industry interest in the opportunity and potentially identify competitors or partners who were present.

Form / Attachment / Pricing Sheet

This document contains the text of the Federal Acquisition Regulation (FAR) clause 52.229-12, "Tax on Certain Foreign Procurements," and its associated provision 52.229-11, "Tax on Certain Foreign Procurements—Notice and Representation." These provisions inform offerors about a 2% excise tax on certain foreign procurements and outline the requirements for reporting and claiming exemptions.

• Definitions: Clarifies terms such as "Foreign person" and "United States person."
• Tax Implication: States that a 2% tax applies to "specified Federal procurement payments" made to foreign persons for goods or services provided in a foreign country not party to an international procurement agreement with the U.S.
• Exemptions: Details that exemptions can be claimed using the Department of the Treasury Internal Revenue Service (IRS) Form W-14, "Certificate of Foreign Contracting Party Receiving Federal Procurement Payments."
• Offeror Representation: Requires offerors to represent whether they are a foreign person and to indicate their exemption status using IRS Form W-14.
• Contractor Obligations: Outlines the contractor's responsibility to submit IRS Form W-14 with invoices if not fully exempt, and to notify the Contracting Officer of any changes in circumstances that affect their exemption status.
• Withholding: Specifies that the Government will withhold 2% of payments unless an exemption is properly claimed and certified. The tax is not to be included in the contract price or reimbursed.

Bidders must understand these provisions to accurately represent their status regarding the 2% excise tax on foreign procurements. Failure to submit the required IRS Form W-14 or to properly claim exemptions can result in the Government withholding 2% of payments. Bidders should review the definitions and exemption procedures to ensure compliance and accurate proposal preparation.

Amendment / Modification

• This amendment includes the sign-in sheet from the site visit completed on 3/30/2026 and the site visit agenda.

• FAR 52.229-12 has been attached to assist offerors with completing representations.

• The solicitation closing date has been corrected. The originally posted SF1442 incorrectly stated the closing date as 4/17/2026. The correct closing date is now 4/24/2026 at 4:00 PM EST.

• Solicitation closing date (SF1442).

• Attachments: Site Visit Sign In, Site Visit Agenda, and FAR 52.229-12.

• The proposal submission deadline has been extended to 4/24/2026, 4 PM EST.

• Offerors should review the attached FAR 52.229-12 for representation completion.

Solicitation / RFP / RFQ

This solicitation is a Request for Proposal (RFP) for Project 512-22-700, "EHRM Infrastructure Upgrades" at the Baltimore Veterans Administration Medical Center in Baltimore, MD. The contractor will be required to provide all labor, project management, materials, tools, supplies, and equipment to complete the necessary work for EHRM construction. The estimated construction magnitude for this project is between $10,000,000 and $20,000,000.

• Provide all necessary tools, labor, materials, equipment, permits, licenses, supervision, and quality control for EHRM Infrastructure Upgrades.

• Work must be performed in accordance with provided drawings and specifications.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 365 Calendar Days after receipt of the Notice to Proceed.

• Estimated Construction Magnitude: $10,000,000 - $20,000,000.

• NAICS Code: 236220 Commercial and Institutional Building Construction.

• SBA Size Standard: $45.0M.

• Proposals must be submitted via email to Benjamin.Niznik@va.gov and Samantha.Mihaila@va.gov by the date and time specified in Block 13 of the SF 1442 (April 17, 2026, 4 PM EST).

• Proposals must be submitted in three volumes: Volume I (Technical), Volume II (Price), and Volume III (Administrative). Each volume must be sent in a separate email and be searchable PDF format, not exceeding 5MB per email.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Factor 1 (Project Experience - Technical) and Factor 2 (Price).

• A rating of ACCEPTABLE must be achieved for Factor 1 to be considered for award.

• Key Deadlines:

  • Site Visit: March 30, 2026, 1 PM EST.
  • Technical Questions Cut-off: April 04, 2026.
  • Proposal Submission Deadline: April 17, 2026, 4 PM EST.

• This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• Offerors must be certified as SDVOSBs by the U.S. Small Business Administration (SBA) and listed in the SBA certification database at the time of proposal submission and award.

• A site visit is scheduled for March 30, 2026. This is the only opportunity for potential bidders to visit the site.

• Offerors are responsible for monitoring sam.gov for any amendments.

• Bid Guarantee required (20% of proposal price, not to exceed $3,000,000).

• Payment and Performance Bonds will be required upon award.

Amendment / Modification

• The original solicitation (36C77626R0040 1) was deleted from the initial posting in error and is now included in full with this amendment.

• The deadline for submitting technical questions has been extended to April 6, 2026, at 4:00 PM EST.

• The full text of Solicitation 36C77626R0040 1 is now provided.

• The deadline for technical questions has been extended. All other terms and conditions remain unchanged.

Solicitation / RFP / RFQ

This is a Request for Proposal (RFP) for EHRM Infrastructure Upgrades at the Baltimore Veterans Administration Medical Center in Baltimore, MD. The contractor will be required to provide all labor, project management, materials, tools, supplies, and equipment to complete the necessary work. The estimated magnitude for this project is between $10,000,000 and $20,000,000.

• Provide all labor, project management, materials, tools, supplies, and equipment for EHRM construction.

• Work must be completed in accordance with provided drawings and specifications.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 365 Calendar Days after receipt of the Notice to Proceed.

• Magnitude: $10,000,000 - $20,000,000.

• Proposals must be submitted via email to Benjamin.Niznik@va.gov and Samantha.Mihaila@va.gov by 4:00 PM EST on April 17, 2026.

• Proposals must be submitted in three volumes: Technical, Price, and Administrative.

• Each volume must be a searchable PDF and sent in a separate email, with each email under 5MB.

• Evaluation will be based on "best value" using the Lowest Price Technically Acceptable (LPTA) method.

• Key evaluation factors are Project Experience (Technical) and Price.

• A rating of ACCEPTABLE is required for both factors for award consideration.

• Key deadlines:

  • Questions Due: April 04, 2026
  • Proposals Due: April 17, 2026

• This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• Offerors must be certified as SDVOSBs by the SBA and listed in the SBA certification database at the time of proposal submission and award.

• A site visit is scheduled for March 30, 2026, at 1 PM EST at the Baltimore VAMC Main Lobby.

• Amendments to the solicitation will be posted on SAM.gov.

• Offerors must have an active Federal Government registration in the System for Award Management (SAM) at the time of proposal submission and award.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determination, specifically for building construction in Baltimore County, Maryland. It outlines the prevailing wage rates and fringe benefits required for various labor classifications under contracts subject to the Davis-Bacon Act. Bidders must use this information to ensure compliance with labor standards.

• General Decision Number: MD20260108
• Publication Date: 01/02/2026
• State: Maryland
• County: Baltimore County
• Construction Type: Building
• Classifications: Lists numerous job classifications (e.g., Bricklayer, Carpenter, Electrician, Laborer, Plumber, Welder) with their corresponding hourly rates and fringe benefits.
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage for Federal Contractors), including specific requirements and minimum hourly rates for 2025.
• Appeals Process: Outlines the procedure for appealing wage determination decisions.

This document is critical for bidders to understand the labor costs associated with the opportunity. It specifies the minimum wages and benefits that must be paid to laborers and mechanics employed on the construction project. Failure to comply with these wage determinations can lead to contract violations and penalties. Bidders should factor these rates into their cost proposals.

Form / Attachment / Pricing Sheet

This document is a "Limitations on Subcontracting Certificate of Compliance" required for offers. It serves as a certification by the offeror that they will comply with the limitations on subcontracting as stipulated in the solicitation and the resultant contract. This is a mandatory requirement for offerors to submit with their bid, quotation, or proposal.

• Certification of Compliance: Offerors must certify their adherence to subcontracting limitations.
• Specific Limitations: The certificate outlines percentage limitations for different contract types:
  • Services (except construction): Not more than 50% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs.
  • General construction: Not more than 85% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs.
  • Special trade construction contractors: Not more than 75% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs.
• Exclusions: Cost of materials are excluded from subcontracting calculations for construction contracts. Other direct costs may be excluded for services under specific conditions.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties, including prosecution under Title 18, United States Code, Section 1001.
• Record Keeping: Offerors may be required to provide documentation (invoices, subcontracts) to demonstrate compliance during contract performance and upon completion.
• Cooperation: Offerors must cooperate fully with the VA in providing requested documents for compliance determination.
• Signatory Information: Requires printed name, title, signature, date, and company name/address of the authorized signee.

This form is critical for bidders. Failure to complete, sign, and return this certification with the offer will result in the offer being deemed ineligible for evaluation and award. Bidders must understand and agree to the subcontracting limitations applicable to the specific contract type (services or construction) to ensure compliance if awarded the contract.

Other / Unclassified

This document is a "DESIGN ALERT INDEX - CURRENT" dated October 19, 2023. It lists various Design Alerts issued by the U.S. Department of Veterans Affairs, Office of Construction & Facilities Management, Facilities Standards Service. Each entry includes a Design Alert Number, Issue Date, Subject, and Verify or Modify Date (where applicable).

This document serves as a reference for current design standards and alerts issued by the VA. While it does not contain specific requirements for a particular solicitation, it indicates the types of technical updates and guidance that may be relevant to construction and design projects. Bidders involved in VA projects should be aware of these Design Alerts as they may impact project specifications, requirements, and design considerations. The index itself does not impose new requirements but points to documents that do.

Key Design Alerts listed include:

• 003C2B-DA-154: Interstitial Space – Interim Guidance
• 003C2B-DA-153: Biosafety Level 3 (BSL-3) Architectural and Engineering Considerations Update
• 003C2B-DA-152: Medical Gases for Surgical ORs and Endovascular Procedure Rooms
• 003C2B-DA-151: Cast Iron Fittings/Valve Housings, Prohibition of Use in High and Medium Pressure Steam Distribution Systems
• 003C2B-DA-150: Testing, Adjusting, and Balancing Firm Certification
• 003C2B-DA-149: Patient Privacy and Women Veterans' Health, Design for
• 003C2B-DA-148: VA Standards Application and User Design Input Requirements
• 003C2B-DA-147: VA Project Design Principles – Foundation of Design
• 003C2B-DA-142: For Immediate Application on All Current Projects Patient Safety in VHA Bathrooms

Form / Attachment / Pricing Sheet

This document comprises two parts: a "List of Drawing Sheets" for the "EHRM INFRASTRUCTURE UPGRADES" project at the Baltimore VA Medical Center, and detailed specifications for various electrical and communications systems. The drawing list is an attachment to the project specifications.

• Drawing List: Encompasses all architectural and engineering drawings, categorized by discipline (GENERAL, STRUCTURAL, ARCHITECTURAL, FIRE SUPPRESSION, PLUMBING, HVAC, ELECTRICAL, COMMUNICATIONS) and including specific drawing numbers and titles for Building 001.
• Electrical & Communications Specifications: Covers detailed requirements for low-voltage conductors and cables, grounding and bonding, raceway systems, overcurrent protective device coordination studies, commissioning, lighting controls, low-voltage transformers, panelboards, busways, wiring devices, motor controllers, enclosed switches and circuit breakers, static uninterruptible power supply (UPS), facility lightning protection, surge protective devices (SPD), interior lighting, and general requirements for communications installations.

This document is critical for bidders. The drawing list provides a comprehensive overview of the project's scope, enabling bidders to identify specific areas and systems requiring attention for accurate proposal preparation. The detailed specifications outline the required materials, installation methods, testing procedures, and compliance standards for a wide array of electrical and communications systems. Bidders must thoroughly review these sections to ensure their proposed solutions meet or exceed all specified requirements, as failure to do so could result in non-compliance or additional costs.

Form / Attachment / Pricing Sheet

This document, "Drawings 2 of 2" (S02 - Att2), provides detailed architectural, structural, mechanical, plumbing, and fire protection plans for the EHRM Infrastructure Upgrades - Baltimore project (Project # 512-22-700). It includes two parts: architectural/structural plans and mechanical/plumbing/fire protection plans.

Architectural & Structural:

• Detailed floor plans and reflected ceiling plans (RCPs) for multiple building levels (Parking Levels P1-P3, Levels 00-08).
• Phasing plans outlining the sequence of work and coordination with the VA Contracting Officer's Representative (COR).
• Demolition plans specifying areas for removal of existing walls, doors, and systems.
• Construction details, abbreviations, symbols, and schedules (e.g., Room Finish Schedule, Door Schedule).
• Infection Control Risk Assessment (ICRA) requirements (Class I-IV) for construction in a healthcare facility.

Mechanical, Plumbing & Fire Protection:

• Detailed floor plans and RCPs for HVAC, plumbing, and fire protection systems across multiple building levels and zones (A, B, C, D).
• Demolition plans for existing mechanical and plumbing systems.
• Mechanical schedules detailing specifications for equipment like In-Row Coolers, VRF Outdoor Units, Dehumidifiers, Pumps, Chillers, and Air Terminal Units.
• Control diagrams and sequences of operation for HVAC and chilled water systems.
• Mechanical details for components such as pipe hangers, ductwork, fire dampers, and penetrations.

These drawings are essential for bidders to fully comprehend the project scope, including existing conditions, proposed renovations, phasing strategy, and specific construction requirements. The detailed architectural, structural, mechanical, and ICRA information is critical for accurate cost estimation, schedule development, and ensuring compliance with all project specifications and safety protocols, particularly within a healthcare environment. Bidders must thoroughly review all provided drawings and schedules.

Form / Attachment / Pricing Sheet

This document comprises electrical legends, general notes, drawings, and schedules for the EHRM Infrastructure Upgrades project at VA Baltimore. It provides essential reference material for understanding electrical symbols, abbreviations, construction requirements, and specific infrastructure details.

• Electrical Legends & Abbreviations: Defines symbols and abbreviations used in electrical drawings.
• General Notes: Outlines critical construction requirements, including safety (NFPA 70E), protection of existing work, de-energizing circuits, conduit and conductor sizing (including voltage drop), emergency lighting, coordination with other trades, sealing of penetrations, equipment listing (NEC/UL), GFCI requirements, core drilling, lighting control, abandoned wiring handling, fire alarm procedures, and disposal of removed equipment.
• Conduit and Wire Schedules: Detailed specifications for various telecommunications rooms (TRs) and circuits, including conduit tags, service, routing, conductor quantities and sizes, voltage, fault current, ground size, and associated notes.
• Load Schedules: Information on feeders and panelboards, detailing connected and estimated demand loads (VA and Amps), with specific notes on de-rating telecom rack loads and applying demand factors.
• Telecommunications Plans: Layouts for TRs, data racks, cable trays, and fiber optic backbone cabling across multiple building levels. Includes demolition procedures, CAT6A cabling standards, conduit fill ratios, and outlet placement.

This document is critical for bidders to accurately interpret electrical plans, understand project scope, and ensure compliance. The general notes and specific schedules provide vital information for estimating costs, planning installation, coordinating with other trades, and meeting VA standards for electrical and telecommunications infrastructure. Key areas include understanding power requirements for TRs and data centers, adhering to cabling standards (CAT6A), and following specified installation and safety protocols.