J041--36C25725R0097 | 549-820E Renovate CUP Scrubbers

Form / Attachment / Pricing Sheet

This document is an Activity Hazard Analysis (AHA) for the "Construction Control Representative" project at the Dallas VAMC. It identifies potential hazards associated with various construction activities and outlines the required controls and personal protective equipment (PPE) to mitigate risks. Bidders should use this to understand the safety requirements and associated risks for the project.

• Project Information: Includes project name, location, and contract number (if applicable).
• Hazard Identification: Lists specific hazards such as Asbestos & Lead exposure, Silica exposure, falling/tipping from scaffolding, ladder use, hot work, and general safety risks (heat stroke, electrical shock, etc.).
• Controls & Mitigation: Details the engineering controls, administrative controls, and PPE required for each identified hazard.
• Risk Assessment Code (RAC): Assigns a risk level (E, H, M, L) to each hazard based on probability and severity.
• Minimum PPE Requirements: Specifies mandatory PPE including hard hats, safety glasses, work boots, and high-visibility vests.
• General Requirements: Covers safety protocols for weather, tool usage, excavation, electrical work, and utility marking.
• Training & Inspection: Outlines required training (OSHA 10/30) and daily/periodic inspection requirements for ladders, PPE, and scaffolding.

This AHA highlights critical safety protocols and compliance requirements. Bidders must ensure their proposed approach and personnel can meet or exceed these safety standards. Understanding these hazards and controls is essential for accurate project planning, risk assessment, and proposal development, particularly concerning safety compliance and subcontractor management.

Forms / Attachments / Pricing Sheets

This document is a "SAFETY PIN" which serves as a cover sheet and index for various forms and assessments related to a construction, renovation, or maintenance project. It outlines the required and optional forms that must accompany the "Safety Pin" for the specific project.

• PCRA (Pre-Construction Risk Assessment): Includes tables for Activity Type and Control Measures, Affected Adjacent Area Assessment, and the PCRA Permit Form.
• ICRA (Infection Control Risk Assessment): Includes tables for Activity Category, Affected Area Assessment, Patient Risk Category, Level of Infection Prevention and Control Precautions, and required control measures.
• VA CATEX (NEPA): Includes the CATEX Form and a list of Categorical Exclusions.
• ILSM Assessment: Includes the ILSM Assessment Form.
• Required Attachments: Lists the Scope of Work Description, ILSMRA Form (if applicable), Hot Work Permit (if applicable), and SHPO form (if applicable).

This document acts as a checklist and guide for the various safety and environmental assessments required for the project. Bidders should review the listed forms and requirements to understand the scope of safety, infection control, and environmental compliance documentation that will be necessary for their project execution. It highlights the need for detailed planning regarding risk assessment, infection control, and environmental impact.

Questions & Answers / Clarifications

This document provides responses to questions submitted by potential bidders regarding the "549-820E Renovate CUP Scrubbers" opportunity.

• Contractor List: A site visit sign-in sheet will be provided to interested parties.
• Tax Exemption: The project is tax-exempt in Texas for materials incorporated into real property belonging to the VA or used in the contract performance. The successful offeror must complete a Texas Sales and Use Tax Exemption Certificate.
• As-Built Drawings: As-built drawings will be available, but the contractor must still verify their accuracy.
• Piping NPS: Suction piping diameter is approximately 7" (22 inches), but field verification is required.
• Approved Equals: Manufacturer-specific products are not required; approved equals are acceptable.
• Outage Times: Work can be phased by addressing two cooling towers at a time to minimize disruption.
• Commissioning: The government will not provide a commissioning agent or inspector. The contractor must perform a 10-day test.
• Pumps: New pumps are required, and they must be self-priming or altered to comply with needs. Dump valves on pump skids need replacement, and a manual bypass should also be installed.
• UV Lighting: Recommendations for water treatment using UV lighting to prevent microorganism growth are being explored.
• Site Access: Normal operating hours are 6:00 AM to 4:30 PM, but 24-hour access is possible with advance notification and sign-in at the energy center.

These clarifications address specific technical details, submission requirements (like tax exemption certificates), and operational aspects, which may influence how bidders prepare their proposals and approach the project.

Other / Unclassified

This document is an attendance roster for a meeting related to the "549-820E Renovate Cup Scrubber" project. It lists attendees, their companies, phone numbers, and email addresses.

This roster can help potential bidders identify key personnel and companies involved in the project, as well as understand who attended a specific meeting. This information may be useful for networking, understanding the project's stakeholders, and identifying potential partners or competitors.

Amendment / Modification

This amendment modifies solicitation 36C25725R0097. The key changes include:

• Site Visit Information: A copy of the site visit sign-in sheet is now provided.
• RFI Responses: Responses to Request for Information (RFI) questions are included.
• New Attachments: The following documents are attached:
  • Construction Safety Pin 2025 Updated 20260120
  • AHA for Dallas VA CCR Example
• Deadline Extension: The hour and date for the receipt of offers has been extended to February 06, 2026, at 2:00 PM CST.

• The deadline for offer submission has been changed.
• New attachments have been added to the solicitation package.

Bidders are reminded that the deadline for submitting offers is now February 06, 2026, 2:00 PM CST. All other terms and conditions of the original solicitation remain unchanged.

Solicitation / RFP / RFQ

This solicitation is for construction services to renovate the cooling towers' filtration system at the VA North Texas Healthcare System. The work involves identifying deficiencies, performing necessary repairs and upgrades, and ensuring all work meets current standards and codes.

• Inspection, repair, and upgrade of the cooling towers' filtration system.

• Provision of all labor and materials.

• Completion of work to required standards and codes.

• Compliance with Buy American—Construction Materials requirements.

• Provision of a superintendent on the project at all times.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 120 calendar days after issuance of the Notice to Proceed.

• Estimated Value: Between $250,000 and $500,000.

• Proposals are due by January 27, 2026, at 2:00 PM (CDT) via email to cassandra.king@va.gov and horacio.fernandez@va.gov.

• Proposals must be submitted in four volumes: Technical Acceptability (5 pages max), Past Performance (40 pages max), Price, and Solicitation, Offer, & Award Documents.

• Evaluation Factors: Past Performance is significantly more important than Price. Technical Acceptability (EMR <= 1.00) is also a key factor.

• Site Visit: January 7, 2026, at 10:00 AM (CDT) at Dallas VA Medical Center.

• RFI Due Date: January 13, 2026, at 2:00 PM (CDT).

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

• Applicable NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a Size Standard of $19M.

• Offerors must be SDVOSB certified with the SBA and registered in SAM.

• A Bid Guarantee (SF 24) is required.

• Performance and Payment Bonds are required upon award.

• All offers are subject to the work requirements and other provisions and clauses incorporated.

• Proposals must be clearly indexed and logically assembled, with specific page limitations for each volume.

Specification

This document, "SECTION 23 65 00 COOLING TOWERS," details the specifications for the procurement and installation of cooling towers. It outlines the general requirements, applicable publications, submittals, quality assurance, design criteria, and specific product details for induced draft open circuit cooling towers, forced draft open circuit cooling towers, induced draft closed circuit fluid coolers, and forced draft closed circuit fluid coolers.

• Part 1 - General: Covers the description of work, related work, applicable publications (including standards from ANSI, ASME, ASTM, CTI, NEMA, NFPA, and VHA), and submittal requirements (shop drawings, product data, certifications, and manufacturer's literature).
• Part 2 - Products: Details the specific requirements for different types of cooling towers and fluid coolers, including casing materials (galvanized steel, stainless steel, FRP), framing, louvers, fill, drift eliminators, hot and cold water collection basins, accessories, fans, motors, and drives. It also specifies requirements for control panels and cooling tower water systems.
• Part 3 - Execution: Outlines the installation procedures, including general installation requirements, piping, seismic restraints, electrical wiring, water treatment system installation, field quality control, startup and testing, commissioning, and demonstration and training.

This specification is crucial for any bidder involved in the mechanical or HVAC aspects of a project requiring cooling towers. It defines the technical requirements, materials, performance standards, and installation procedures that must be met. Bidders should pay close attention to the product specifications, material choices, performance criteria, and installation and testing requirements to ensure their proposals accurately reflect the project's needs and their capabilities.

Form / Attachment / Pricing Sheet

This document is a "Price Breakdown Worksheet" intended for bidders to detail their proposed costs for an opportunity. It serves as a template for itemizing expenses across various construction divisions and cost categories.

• The worksheet is organized by CSI (Construction Specifications Institute) divisions, ranging from "General Requirements" to "Utilities."
• For each division, bidders are expected to provide cost breakdowns for "Material," "Labor," and "Equipment."
• A "Total" column is provided for each division.
• Additional fields are included for "General Liability / Insurance," "Overhead & Profit," and "Bond."
• A "Subtotal Cost" and "Project Total Cost" are to be calculated.

This worksheet is crucial for bidders to structure and present their pricing in a standardized format. It requires a detailed cost analysis of each component of the project, ensuring comprehensive and comparable bids. Bidders must accurately complete this form as part of their proposal submission.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for Project No. 549-820E, "Renovate CUP Scrubbers." The Department of Veterans Affairs (VA) North Texas Healthcare System requires construction services for the cooling towers filtration system at the Dallas VA Medical Center. The project involves inspecting the existing system, performing necessary repairs and upgrades to meet current standards and codes, and providing all labor, materials, and equipment.

• Inspect existing pump, suction piping, and blowdown section of the filtration system.

• Repair and upgrade identified deficiencies.

• Provide all required materials, labor, equipment, and supervision.

• Ensure work complies with current standards, codes, federal, state, and local regulations.

• Adhere strictly to the statement of work, specifications, drawings, terms, and conditions.

• The magnitude of construction is estimated between $250,000 and $500,000.

• The solicitation number is 36C25725R0097.

• A Request for Proposal (RFP) is expected to be issued on or about December 31, 2025.

• Response Date/Time/Zone: January 27, 2026, 2:00 PM Central Time, Chicago, USA.

• An organized site visit is scheduled for January 7, 2026, at 10:00 AM (CDT) at the Dallas VA Medical Center (meet at Energy Center Bldg. 70, Controls Room).

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

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a size standard of $19M.

• Contracting Office ZIP Code: 76504.

• Place of Performance: VA North Texas Healthcare System, Dallas Veterans Affairs Medical Center, 4500 S. Lancaster Rd., Dallas, TX 75216.

• Primary Contact: Cassandra King, Contract Specialist, cassandra.king@va.gov.

• Site Visit Contact: Vilma A. Arwood, vilma.arwood@va.gov.