Q702--American Lake / Puget Sound, Phase 2, Bldg 201 Initial Outfitting, Transitioning and Activation Services (IOT&A)

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

This Performance Work Statement (PWS) outlines the requirements for Initial Outfitting, Transition, and Activation (IOT&A) services for the Department of Veterans Affairs (VA) Puget Sound Healthcare System - American Lake VA Medical Center's new Outpatient Medical Center/Building 201. The primary goal is to ensure the facility is fully operational by the projected first day of clinical services in late February 2030.

The IOTA contractor will provide comprehensive services including project management, interior design, Furniture, Fixtures, and Equipment (FF&E) acquisition and planning, transition planning, and activation support. This encompasses all labor, materials, transportation, and equipment necessary to plan, activate, outfit, and transition the facility, staff, and patients. Key activities include:

• Comprehensive Project Management
• Interior Design and Space Planning
• FF&E acquisition, installation, and inventory
• CONOPS development and Transitioning Planning
• Acquisition support services (package development, activation, delivery, relocation, installation, training, turnover, and post-occupancy support)

The Beneficial Occupancy Date (BOD) is estimated for August 2029, with the "Day One" (commencement of clinical services) anticipated for May 2030. The primary place of performance is the Government's facility in Tacoma, WA, with some work to be performed off-site at the IOTA contractor's facility.

• Contract Type: Firm-Fixed-Price (FFP) Contract, 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.
• Non-Personal Services: Contractor personnel will not be subject to government supervision and control.
• Organizational Conflict of Interest (OCI): The prime contractor and subcontractors may not participate in any procurement of FF&E conducted by the prime contractor under this contract.
• Key Personnel: Specific roles such as IOTA Activation Project Manager, IOTA Senior Designer, and IOTA Senior Transition Planner are required with defined experience levels.
• Applicable Documents: Numerous federal regulations, VA directives, handbooks, and standards are incorporated by reference, covering areas such as cybersecurity, privacy, accessibility, and construction.
• Deliverables: A comprehensive list of deliverables is outlined, including status reports, schedules, plans (Risk Management, Change Management, Transition, Warehousing), cut sheets, and training materials, many of which are to be managed via a government-provided SharePoint site.

Form / Attachment / Pricing Sheet

This document is a "Contract Staff Roster" template. It is intended for use by bidders to list and provide details about the personnel they propose to assign to the contract.

The roster includes columns for:

• Employee Name
• Labor Category
• Key Personnel (Y or N)
• Prime or Sub
• Task(s)/CLIN(s) Assigned
• Security Level Required
• Date Clearance Requested
• Date Clearance Received
• PIV Issue Date
• PIV Turn-in Date

Bidders will likely need to complete and submit this roster as part of their proposal to detail their proposed staffing plan, including key personnel, labor categories, security clearances, and PIV badge information. This information is crucial for evaluating the bidder's capability to meet contract requirements.

Form / Attachment / Pricing Sheet

This document is an Excel template for an Equipment Inventory, specifically for Re-Use and Disposal Planning. It is intended to capture details about equipment within a facility.

• The template includes columns for various data points such as:
  • Department
  • Functional area
  • Building and Room #
  • Room function
  • Asset type
  • EE #
  • Item
  • Quantity per room
  • Model #
  • Serial #
  • Acquisition Date
  • Replacement Date
  • Dispose or Re-Use status
  • Re-Installation Required status
  • Data required
  • Power Required
  • Wall backing required
  • Comments
• It notes that the actual deliverable data/information requirements are defined in a SharePoint tool, and contractors shall utilize SharePoint to enter data directly into the system.

Bidders may need to use this template to document existing equipment as part of their proposal or to understand the scope of asset management responsibilities. The reference to a SharePoint tool indicates that data entry will likely be managed through that system, not solely via this spreadsheet.

Form / Attachment / Pricing Sheet

This document is an Excel template for an Integrated Move Plan. It is intended to capture information required for planning and executing moves. Bidders should note that the actual deliverable data and information requirements are defined in a separate SharePoint tool, and data should be entered directly into that system.

• The template includes columns for various move-related details such as:
  • Department and Functional Area
  • Planned and Revised Move Dates
  • Location details (From/To Buildings and Rooms)
  • Furnishings and equipment to be moved
  • Number of boxes
  • Employee information (or 'New')
  • Key and work order information
  • IT equipment (Computers, Printers, Peripherals) and associated details
  • IT and Other Special Requirements
  • Comments

While this template outlines the type of information that may be required for move planning, bidders are instructed to use the SharePoint tool for actual data entry. This attachment serves as a guide to the data fields that will be managed within the SharePoint system for the integrated move plan.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing worksheet for the American Lake B201 opportunity. It is intended for bidders to detail their proposed labor categories, rates, hours, and prices across different CLINs and PWS tasks for the base and option periods. It also includes instructions for completing the worksheet.

• Labor Categories: Bidders must fill in appropriate industry-standard titles for each task, identifying Key Personnel and whether they are Prime or Sub contractors.
• Labor Rates & Hours: Bidders need to provide labor rates and total hours for each labor category across four periods (Year 1-4).
• CLINs & PWS Tasks: Pricing is broken down by CLIN (e.g., CLIN 0001 - PRE ACTIVATION SERVICES, CLIN 0003 - WAREHOUSING SERVICES) and associated PWS Tasks.
• Fixed Price Items: Includes a line item for "Warehouse Rent (all inclusive-to include insurance)" as a FIXED PRICE.
• Instructions Sheet: Provides guidance on filling out the worksheet, emphasizing that example data should be replaced with bidder information. It clarifies that labor rates must be provided for all years, and ODCs can be entered as Firm Fixed Price amounts.

This worksheet is critical for bidders to develop and submit their pricing proposal. Bidders must carefully populate this sheet with their proposed costs, ensuring that the rates and hours align with the PWS requirements. The instructions highlight that this workbook should not be submitted as a Basis of Estimate if it includes labor rates or costs, as such submissions will not be evaluated. The government will add travel costs separately and bidders should not include them in their quotes. Bidders are responsible for verifying that the pricing in this workbook mirrors Section B.2 of the solicitation.

Form / Attachment / Pricing Sheet

This document is an updated Excel spreadsheet titled "ATTACHMENT Q - AMERICAN LAKE B201 UPDATED PROJECT ROOM CONTENTS LIST.xlsx". It serves as a detailed inventory of project room contents, including specific items, quantities, costs, and their installation status, for the "AMERICAN LAKE B201" project.

• Project Identification: Associated with "AMERICAN LAKE B201 CD4.3 PROGRAM", "BLDG 201 FY2024 SPACE REQUIREMENT (NEW)" in American Lake, WA.
• Project Timeline Context: Created on 13 Dec 2023, with the Space Plan last edited on 19 Jul 2024. The report was generated on 14 Jul 2025.
• Station Details: Includes VISN 20, Station ID 663A4, VA Puget Sound HCS-American Lake Div.
• Content Categorization: Items are organized by Service/Department (e.g., Office of Information & Technology, Pharmacy Service, Pathology and Laboratory Medicine Service) and Area within Service.
• Room Identification: Specific room codes and names are provided (e.g., CL226, ITWR1, OFA09).
• Item Details: Lists specific content names (e.g., "Relay Rack, Aluminum," "Cable Management," "Patch Panel," "Switch, LAN," "Board, Bulletin," "Whiteboard, Dry Erase," "Clock, Battery").
• Quantities & Costs: Includes the quantity of each item, unit cost, and total cost.
• Furnished/Installed Status: Indicates whether items are "GOVT FURNISHED & INSTALLED" or "CONTRACTOR FURNISHED/INSTALLED."

This attachment is critical for bidders to understand the existing infrastructure, equipment, and materials for the "AMERICAN LAKE B201" project. It details specific IT hardware, telecommunications equipment, and other room contents, along with their quantities and cost implications. Bidders must review this list to accurately assess the project scope, identify items they may need to provide or account for, understand integration requirements, and prepare comprehensive proposals. This information is vital for accurate cost estimation and ensuring proposed solutions are compatible with the current environment.

Form / Attachment / Pricing Sheet

This document is a "REGISTER OF WAGE DETERMINATIONS UNDER THE SERVICE CONTRACT ACT" for Washington Counties of King and Snohomish, State of Washington. It provides the minimum wage rates and fringe benefits required for various occupations employed under federal contracts subject to the Service Contract Act.

• Lists numerous occupational codes and titles (e.g., Administrative Support, Automotive Service, Health Occupations, Information Technology).
• Specifies the minimum hourly wage rate for each occupation.
• Details required fringe benefits, including Health & Welfare rates.
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• Outlines vacation and holiday policies.
• Explains the process for requesting additional classifications and wage rates (conformance process).

Bidders must use this document to understand the minimum wage and benefit requirements for all laborers and mechanics who will be employed on the contract. This information is critical for accurately calculating labor costs and ensuring compliance with federal regulations when preparing proposals. Failure to comply with these wage determinations can result in penalties.

Forms / Attachments / Pricing Sheets

This document contains several forms and instructions related to the contractor security verification process for the VHA 106A WMC HROO PerSec Contractor Team. It outlines the requirements for initiating the contract security verification process, which includes background screening, fingerprint adjudication, and PIV badge processing.

• Contractor Request Form (Form #1): Used to initiate the security verification process. Requires details about the contracting officer, COR, contract, and contractor personnel.
• Contract Security Services Request - Instructions: Provides guidance on completing the Contractor Request Form.
• Security Verification Continuation Instructional Form #1B: Used for large rosters when extra space is needed, submitted with Form 1a.
• Contractor/Employee Fingerprint Request Instructional Form 2A: Guides individuals on obtaining fingerprinting services.
• Contractor/Employee Fingerprinting Request Form #2: To be taken to the fingerprinting appointment.
• Declaration for Federal Employment (Optional Form 306): Used to assess fitness for federal contract employment, collecting personal, background, and employment history.
• Self Certification of Continuous Service Form: Certifies the applicant's break in service from federal employment.

Bidders must understand these forms and their associated instructions to successfully complete the security and vetting requirements for personnel working under this contract. Proper completion and submission of these documents are critical for initiating and processing security clearances and PIV badges, which are necessary for contract performance.

Form / Attachment / Pricing Sheet

This document, titled "POSITION/TASK RISK DESIGNATION LEVELS MATRIX," appears to be an attachment providing a matrix for classifying the risk levels associated with various tasks and labor categories. It is intended to help in determining the appropriate position sensitivity levels for personnel involved in different aspects of a project.

• Task Descriptions: Lists specific tasks such as "Comprehensive Project Management Services," "Warehousing and Warehousing Management Services," and "Staff Training and Orientation," each assigned a "LOW" position sensitivity level.
• Labor Categories: Details various labor roles including "Administrative Assistant," "Project Manager," "Warehouse Laborer," and "Engineer."
• Risk Designation: For each labor category, it indicates whether the role falls under "LOW (NACI)," "MODERATE (MBI)," or "HIGH (BI)" sensitivity levels, with an 'X' marking the applicable category.

This matrix is relevant to bidders as it outlines the risk designations for different tasks and labor categories. This information may be crucial for understanding personnel security requirements, background check levels (e.g., NACI, MBI, BI), and potential staffing qualifications needed for the opportunity. Bidders should review this to ensure they can meet any personnel security requirements associated with the roles they propose.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for the Initial Outfitting, Transition, and Activation Services Contract. It outlines the systematic methods the Government will use to monitor the Contractor's performance and ensure services meet the standards defined in the Performance Work Statement (PWS) and Quality Control Plan.

• Monitoring Scope: Details what services will be monitored.
• Monitoring Methods: Describes how monitoring will occur (e.g., 100% inspection, random sampling, customer complaints).
• Performance Standards: References the PWS for specific performance metrics and Acceptable Quality Levels (AQLs).
• Government Roles: Identifies key personnel like the Contracting Officer (CO) and Contracting Officer's Representative (COR).
• Contractor Responsibilities: Outlines the Contractor's role in quality control and self-inspection.
• Documentation: Specifies how performance, issues, and corrective actions will be documented (e.g., Performance Based Service Assessment Survey, Contract Discrepancy Report).
• Incentives/Disincentives: Mentions that meeting standards reflects positively on performance reviews, while failure can lead to negative past performance evaluations.
• Assessment Tools: Includes sample forms for Performance Based Service Assessment, Corrective Action Reports (CAR), Customer Complaint Records, and Contractor Performance Assessment Reports (CPAR).

This QASP details how the Government will evaluate the Contractor's performance. Bidders should review this document to understand the expected quality levels, performance metrics, surveillance methods, and reporting requirements. This will help in developing a compliant proposal and understanding the ongoing performance management throughout the contract lifecycle. It highlights the importance of meeting defined standards and the consequences of non-compliance.

Form / Attachment / Pricing Sheet

This document, "Attachment 3: Equipment & Supply," is part of a Customer Reference Guide/Procurement Package. Its purpose is to standardize the submission process for equipment and supply projects. It serves as a checklist for requestors to complete and submit with their procurement requests.

The document outlines various requirements and considerations for procurement, including:

• Requestor information and department details.
• Funding status (2237 form).
• Integrated Product Team (IPT) requirements for major acquisitions.
• Procedures for High Tech Medical Equipment (HTME) with maintenance services.
• Pre-Procurement Assessment (PPA) requirements for medical devices/systems.
• Federal Information Technology Acquisition Reform Act (FITARA) compliance steps.
• Trade-in considerations for obsolete property.
• Acquisition planning requirements, including templates for Acquisition Plans and Market Research Reports.
• Market research techniques and sources.
• Other Than Full and Open Competition (OFOC) procedures and justification templates.
• Functional Performance Specifications.
• Line item requirements.
• Applicable drawings.
• Independent Government Cost Estimate (IGCE) guidelines.
• Required sources of supplies and services, including priorities for mandatory sources and other priority sources.
• Delivery/performance information and cut-off dates.
• Recurring requirement identification.
• Directives/Policies compliance.
• Federal Supply Schedule (FSS) considerations.
• Security requirements for contractor personnel and contracts, including IT security and PIV.

While this document is primarily for internal government use to guide the procurement process, bidders should be aware that adherence to these procedures by the government ensures a structured and compliant acquisition process. Specific sections, such as those detailing market research, acquisition planning, and justification for limited sources, may indirectly inform bidders about the government's approach to sourcing and contracting.

Form / Attachment / Pricing Sheet

This document is a checklist for VHA Healthcare Furniture IDIQ procurement. It is intended to ensure standardization of the submission process for healthcare furniture projects and accompanies requests for procurement.

• General Requirements: All documents are to be provided electronically. It includes fields for Date, COR information, and confirmation of COR training.
• Procurement Checklist Items: The checklist covers several key areas:
  • Funding status (2237).
  • Compliance with VA Directives (e.g., VHA Directive 1761.1).
  • Sole Source justification requirements and associated templates.
  • IDIQ Contract Number.
  • Functional/Performance/Specification (SOW) description.
  • Applicable Drawings.
  • Market Research.
  • Independent Government Estimate (IGCE).
  • Recommended Source List.
  • Security checklist completion.
  • Detailed Evaluation Criteria.
  • Evaluation Team.
• Attachments for Sole Source: Lists various justification templates for limiting sources, other than full and open competition, and single source awards.

This document outlines the required documentation and process steps for VHA healthcare furniture procurement. Bidders should review this checklist to understand the specific information and documentation required when responding to a solicitation or task order, particularly regarding sole source justifications, SOWs, drawings, market research, and evaluation criteria. It highlights the importance of adhering to VA directives and providing comprehensive documentation for procurement requests.

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "ATTACHMENT J - Proposed FTE Report.xlsx," is designed to capture required information and data related to Full-Time Equivalent (FTE) positions for the opportunity. Bidders are instructed to use this attachment to report specific data points.

• The document includes columns for Department/Svc, Clinic/Program Name, Projected 1st Use date, Position Description, Grade, # Current FTEE, # New FTEE, New Hire Justification, Activation support y/n, % Time spent on activation tasks, Planned Announcement Date, Planned On-board Date, Planned full FY salary & benefits, Planned pro-rated FY salary & benefits, Position(s) approved, # Approved, Date Approved, Salary Appropriation, Request Comments, Item Type, and Path.
• Note: The actual deliverable data/information requirements are defined in a SharePoint tool, and contractors shall utilize SharePoint to enter data directly into that system.

Bidders must use this attachment to provide detailed information about proposed FTEs, including current and new positions, justifications, and associated costs. This data is crucial for the government's assessment of staffing needs and resource allocation for the opportunity. While the primary data entry is via SharePoint, this attachment serves as a structured format for reporting the required FTE details.

Form / Attachment / Pricing Sheet

This Excel file, "ATTACHMENT G - Room Contents Acq Plan Template 9.21.2023.xlsx", provides a template for capturing information related to acquisition planning. It is intended to represent required information and data for acquisitions, with the actual deliverable data and information requirements defined in a SharePoint tool. Contractors are instructed to utilize the SharePoint tool to enter data directly.

The template includes numerous columns for detailed acquisition planning, such as:

• Department and Functional Area
• Room Code, Room Numbers, and Room Name
• Item details (Item, Qty/Room, Total Qty)
• Acquisition specifics (New or Re-use, Acquisition Code, Special MEP requirements)
• Cost and Lead Time information (Cost/Item, Total Cost, Projected Need by Date, Contracting Lead Time, Vendor lead time)
• Dates (Projected Order by Date, SEPG by Date, EER by Date)
• Personnel responsible for various stages (Service SME, Contracting Lead, SEPG submitter, EER submitter)
• Market Research details (Market Research Complete?, Person to complete the 2237)
• Funding and Contracting information (BY of funding, Appropriation, Non-Recurring/Recurring, Acquisition Plan #, Acquisition Method, PO #, $ Obligated at award, Award Complete?, Delivered?)
• Installation and Comments sections.

While this document is a template and not a direct solicitation, it outlines the types of information and planning activities that are critical for acquisitions. Bidders should review this to understand the level of detail and the processes involved in the government's acquisition planning, which may inform their understanding of the overall procurement process and requirements for future solicitations that utilize this template.

Form / Attachment / Pricing Sheet

This document provides a Work Breakdown Structure (WBS) template. It is intended to guide bidders in organizing and presenting their project plans and cost breakdowns in a standardized format.

• The template outlines a hierarchical structure for tasks and sub-tasks.
• It includes columns for Task ID, Mode, Task Name, Duration, Start Date, Finish Date, and Predecessors.
• A visual timeline (Gantt chart) is presented alongside the task list.
• A legend explains various task types and their graphical representations (e.g., Summary, Milestone, External Tasks).

Bidders are expected to use this WBS template to structure their proposals, ensuring consistency and clarity in project planning and cost estimation. Adherence to this template is crucial for proposal evaluation.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a template for a Change Management Plan and Log. It is intended to capture and track changes related to the opportunity.

• The 'query' sheet provides a template with columns for:
  • Created
  • Impacted Department
  • Description
  • Change Justification
  • Issue Status
  • Priority
  • Impact to schedule
  • Anticipated Cost
  • Disposition Date
  • Approved By
  • Comments
• It notes that the actual deliverable data/information requirements are defined in a SharePoint tool.
• The contractor is instructed to utilize SharePoint to enter data directly into the system.

Bidders should use this template to understand the expected format for documenting and logging changes. However, the primary system for data entry and management of deliverables is specified as SharePoint.

Form / Attachment / Pricing Sheet

This document is a template for a Risk Management Plan and Register. It is an Excel spreadsheet intended to guide contractors in documenting and managing risks associated with the opportunity.

• The template includes columns for:
  • Risk Severity
  • Title
  • Issue Status
  • Category
  • Impact of Risk
  • Probability of Risk
  • Mitigation
  • Created Date
  • Assigned To
  • Date Resolved
  • Comments
• The 'query' sheet indicates that this attachment represents required information/data, but actual deliverable data/information requirements are defined in a SharePoint tool.

Bidders should use this template to understand the expected format and content for risk management reporting. They will need to utilize the SharePoint tool for entering actual data, as specified in the document. This template helps bidders prepare for the risk management aspects of the contract.

Form / Attachment / Pricing Sheet

This document is a "Travel Authorization Request" form. It is used to request and document approval for official travel.

• Requestor Name, Organization, Position Title
• Travel Dates, Origin, Destination
• Purpose of Trip
• Associated Task, Subtask, and/or Deliverable
• Duration of Trip (excluding travel days)
• Approximate Costs (Transportation, Lodging, Per Diem, Other, TOTAL)
• Approving Official Name, Approval Status (Yes/No), Signature
• Comments section

This form is likely an attachment to a solicitation or contract that requires specific travel. Bidders may need to use this form to plan and request travel related to the contract's performance, or it may be an example of a required reporting or authorization process under the contract.

Solicitation / RFP / RFQ

This solicitation is for Initial Outfitting, Transitioning, and Activation (IOT&A) services for the Department of Veterans Affairs (VA) American Lake Medical Center. The acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside and will result in a firm-fixed-price contract.

• Pre-Planning and Activation support services as detailed in the Performance Work Statement (PWS).

• Services include Initial Outfitting, Transitioning, and Activation (IOT&A).

• Optional tasks include Warehousing & Warehousing Management Services and Activation Services.

• Contract Type: Firm-Fixed-Price.

• Period of Performance (Base): Estimated 37 months, from August 3, 2026, to September 2, 2029.

• Period of Performance (Option 1 - Warehousing): April 2, 2029, to December 1, 2029.

• Period of Performance (Option 1 - Activation): September 3, 2029, to April 2, 2030.

• NAICS Code: 541614 - Process, Physical Distribution, and Logistics Consulting Services.

• Estimated Contract Value: $20 Million.

• Offers/quotes must be submitted electronically via email to both the Contract Specialist and Contracting Officer by the due date specified in Block 8 of SF 1449.

• Technical questions are due by May 11, 2026, 12:00 PM ET.

• Award will be made on a Best Value basis, considering Key Personnel (Pass/Fail), Technical Submission, Past Performance, and Price.

• Offerors are encouraged to submit their best terms initially; negotiations may occur but are not guaranteed.

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

• Offerors must comply with VAAR 852.219-75 (VA Notice of Limitations on Subcontracting).

• Numerous attachments are referenced, including the IOT&A PWS (Attachment A), Pricing Worksheet (Attachment R), and Quality Assurance Surveillance Plan (QASP) (Attachment M).

• Offerors must acknowledge receipt of all amendments.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for non-personal Initial Outfitting, Transitioning and Activation (IOTA) Services for the new American Lake VA Medical Center, Building 201, at the VA Puget Sound Healthcare System. The services will support the activation of a new Outpatient Medical Center.

• Provide IOTA services for the pre-planning and activation of the new Building 201.

• Building 201 is approximately 73,329 Building Gross Square Feet (BGSF) and will house departments including Cardiology, Environmental Management, Gastrointestinal/Endoscopy, Pathology and Laboratory Medicine, Pharmacy, Infusion Services, Sterile Processing, Surgical/Endovascular Services, and Office of Information and Technology.

• This will be a firm-fixed-price contract.

• Estimated Period of Performance is 43 months.

• The solicitation is anticipated to be posted on Contract Opportunities around May 1, 2026.

• The anticipated closing date for the solicitation is June 8, 2026. These dates are subject to change.

• Offerors are advised that the solicitation may have a truncated response time.

• This requirement is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• To be eligible, SDVOSBs must be verified by the VA and meet the small business size standard for NAICS code 541614.

• The procurement will use FAR Part 12 and 37.

• Questions regarding this pre-solicitation notice should be submitted via email to Kathleen.Klotzbach@va.gov. No telephone requests will be accepted.

• This notice does not constitute a request for proposals.