Q702--Bowling Green OPC IOTA

Form / Attachment / Pricing Sheet

This document is an Excel template for an Integrated Move Plan. It is intended to capture required information and data related to employee moves. Bidders should note that the actual deliverable data and information requirements are defined in a separate SharePoint tool, and contractors are expected to utilize SharePoint for direct data entry.

The template includes columns for:

• Department
• Functional Area
• Planned and Revised Move Dates
• Room Function
• Building and Room Numbers (From and To)
• Furnishings & Equipment to be Moved
• Number of Boxes
• Employee Name (or 'New')
• Building and Office Key Numbers
• Key Work Order Number
• Keys Issued (Y/N)
• Extensions (to move or 'new')
• Computer (EE# or 'new')
• Printer (EE#, TA Name, or NEW)
• Other Peripheral Devices
• IT Special Requirements
• Other Special Requirements
• Comments

While this template outlines the data points for move planning, bidders should be aware that the definitive requirements and data submission methods are through the SharePoint tool. This attachment serves as a guide to the type of information that will be managed within that system.

Form / Attachment / Pricing Sheet

This document is a template for a Risk Management Plan and Register. It is intended to guide contractors in documenting and tracking risks associated with the opportunity. The actual data and deliverable requirements are defined in a separate SharePoint tool, and contractors are instructed to enter data directly into that system.

• 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

Bidders should review this template to understand the expected format and content for risk management reporting. While the primary data entry will occur in SharePoint, this template provides insight into the types of risk information the government expects to be tracked and managed throughout the contract performance period.

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

To provide Initial Outfitting, Transition, and Activation (IOT&A) services for the Bowling Green KY Community Based Outpatient Clinic (CBOC), ensuring it is fully operational by the projected first day of clinical services in May 2029.

This PWS outlines the services required for the IOT&A project, including comprehensive project management, interior design, FF&E (Furniture, Fixtures, and Equipment) and space planning, CONOPS (Concept of Operations) and transitioning planning, and acquisition support services. The contractor will be responsible for planning, activating, outfitting, and transitioning staff and patients. This includes package development, activation, delivery, relocation, installation, training, and post-occupancy support.

The primary place of performance is the Government's facility in Bowling Green, KY. Necessary off-site work will be conducted at the IOTA contractor's facility. Face-to-face meetings will be held in Nashville, TN. Normal workdays are Monday through Friday, 8 hours per day, 40 hours per week, with core hours from 0800 to 1630.

• Contract Type: Firm-Fixed-Price (FFP), 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.
• Non-Personal Services: The contract is for non-personal services.
• Organizational Conflict of Interest (OCI): Contractors cannot participate in procurements of FF&E conducted by the prime contractor or its subcontractors under this contract.
• Key Personnel: Specific key personnel roles are defined, including IOTA Activation Project Manager, IOTA Senior Designer, and IOTA Senior Transition Planner, with minimum experience and qualification requirements.
• Deliverables: Numerous deliverables are specified, including Monthly Project Status Reports, Activation Integrated Master Schedule (AIMS), Risk Management Plans, Change Management Plans, FF&E Cut Sheets, Artwork Cut Sheets, Room Contents and Acquisition Plans, and various design submittals.
• Information Sharing: Contractor must utilize a Government-provided SharePoint site for project documentation.
• Security: Adherence to VA security policies, including background investigations, cyber security training, and data protection, is mandatory.
• Optional Tasks: Optional tasks are pre-priced and may be exercised via modification.

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, and Position Title
• Travel Dates, Origin, and 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, and Comments

This form is likely to be used by individuals or entities performing work under a government contract. Bidders may need to complete and submit this form as part of their proposal or during contract performance to obtain authorization for any travel required to fulfill contract obligations. It helps in planning and tracking travel-related expenses.

Forms / Attachments / Pricing Sheets

This document package contains several forms and instructions related to contractor security verification and fingerprinting requests for the Department of Veterans Affairs, VHA 106A WMC HROO PerSec Contractor Team. These forms are used to initiate and process background investigations and PIV badge adjudications for individuals working under VA contracts.

• Contractor Request Form (Form 1a): Collects contract information and contractor personal identifiable information for security verification.
• 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 Fingerprinting Request Instructional Form 2A: Guides individuals on obtaining fingerprinting services.
• Contractor/Employee Fingerprinting Request Form #2: A form 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: Used to certify break in service from last federal employment.

Potential bidders must be aware of these requirements for personnel security and background checks. Completing these forms accurately and submitting them according to the instructions is crucial for personnel to be cleared for contract work, which may impact proposal preparation and contract performance timelines. The forms detail the personal information required for investigations and PIV badge processing.

Form / Attachment / Pricing Sheet

This document, titled "POSITION/TASK RISK DESIGNATION LEVELS MATRIX," outlines the risk designation levels for various tasks and labor categories. It appears to be an attachment or supporting document for a larger solicitation or contract, providing guidance on position sensitivity levels.

• Task-Based Risk Designation: Lists specific tasks (e.g., Comprehensive Project Management Services, Warehousing and Warehousing Management Services) and assigns them a Position Sensitivity Level (LOW, MODERATE, or HIGH).
• Labor Category Risk Designation: Provides a matrix of common labor categories (e.g., Administrative Assistant, Project Manager, IT Specialist, Truck Driver) and indicates their risk designation (LOW, MODERATE, HIGH) with an 'X' mark.

This document is relevant to bidders as it likely informs the security and personnel vetting requirements for individuals performing specific tasks or filling certain labor roles under the contract. Bidders may need to understand these designations to accurately price labor, plan for personnel onboarding, and ensure compliance with any associated security requirements outlined in the solicitation.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for the Initial Outfitting, Transition, and Activation Services Contract for the Bowling Green KY VA Community Based Outpatient Clinic Activation. The QASP outlines the systematic method the government will use to monitor contractor services, ensuring they meet performance standards and quality levels identified in the Performance Work Statement (PWS) and the contractor's Quality Control Plan.

• What will be monitored: Identifies the specific aspects of the contractor's performance that will be subject to surveillance.
• How monitoring will take place: Details the methods and procedures for surveillance, including 100% inspection, random sampling, and validated customer complaints.
• Who will conduct the monitoring: Specifies the roles and responsibilities of government personnel, including the Contracting Officer (CO) and Contracting Officer's Representative (COR).
• How monitoring efforts and results will be documented: Outlines the process for recording surveillance activities and outcomes, including the use of Performance Based Service Assessment Surveys, Contract Discrepancy Reports (CDRs), and Customer Complaint Records.
• Performance Standards and Acceptable Quality Levels (AQLs): References the PWS for specific performance metrics and AQLs.
• Incentives and Disincentives: Describes how meeting or exceeding standards will be reflected in performance reviews, and how failure to meet requirements can lead to negative past performance evaluations.
• Documentation Forms: Includes templates for Performance Based Service Assessment, Corrective Action Report (CAR), Customer Complaint Record, and Contractor Performance Assessment Report (CPAR).

This QASP provides potential bidders with insight into how their performance will be evaluated and monitored if awarded the contract. It highlights the government's expectations regarding quality, timeliness, and overall performance, as well as the mechanisms for addressing deficiencies and providing feedback. Understanding these surveillance methods and performance standards is crucial for developing a compliant and competitive proposal.

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.
• High Tech Medical Equipment (HTME) with maintenance services.
• Pre-Procurement Assessment (PPA) for medical devices/systems.
• Federal Information Technology Acquisition Reform Act (FITARA) compliance.
• Trade-in consideration for obsolete property.
• Acquisition Planning requirements (FAR 7.102).
• Market Research procedures and templates.
• Other Than Full and Open Competition (OFOC) justifications.
• Functional Performance Specifications.
• Line Item requirements.
• Applicable Drawings.
• Independent Government Cost Estimate (IGCE) requirements.
• Required Sources of Supplies and Services.
• Delivery/performance information and required dates.
• Recurring requirement identification.
• Applicable Directives/Policies.
• Federal Supply Schedule (FSS) considerations.
• Security Requirements for contractor personnel and contracts.

While this document is primarily for internal government use to guide the procurement process, it indirectly informs potential bidders by detailing the types of information and documentation required for acquisitions. Understanding these requirements can help bidders anticipate the level of detail needed in proposals and the various stages of the procurement process. For example, sections on market research, FITARA compliance, and security requirements indicate areas that will be scrutinized during the acquisition planning and execution phases.

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. Specific fields for Date, COR information, and training completion are included.
• Checklist Items: The checklist includes items such as:
  • Funding status (2237 funded/unfunded)
  • Compliance with VA Directives (e.g., VHA Directive 1761.1)
  • Sole Source justification requirements and associated templates (Attachments 1-6)
  • IDIQ Contract #
  • Functional/Performance/Specification (SOW)
  • Applicable Drawings
  • Market Research
  • Independent Government Estimate (IGCE)
  • Recommended Source List
  • Security Checklist
  • Detailed Evaluation Criteria
  • Evaluation Team
• Sole Source Templates: A list of templates for various sole source justifications is provided.

This document outlines the required documentation and processes for submitting a procurement request for VHA healthcare furniture. Bidders should be aware of the specific requirements for sole source justifications, SOWs, drawings, market research, and evaluation criteria as detailed in this checklist to ensure their submissions are complete and compliant. It also highlights the need for compliance with specific VA directives and the use of IDIQ awarded contractors where applicable.

Form / Attachment / Pricing Sheet

This document is a "CONTRACT STAFF ROSTER" template. It is intended for bidders to provide information 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 the staffing plan and personnel qualifications for the opportunity. It helps the government assess the proposed team's suitability and compliance with security and personnel requirements.

Form / Attachment / Pricing Sheet

This attachment, "Proposed FTE Report.xlsx," is an Excel spreadsheet designed to capture required information and data related to Full-Time Equivalent (FTE) positions. Bidders are instructed to use this report to provide specific details about proposed personnel.

• Department/Svc: Department or Service.
• Clinic/Program Name: Name of the clinic or program.
• Projected 1st Use date: Anticipated date of first use for the position.
• Position Description: Description of the role.
• Grade: Grade level of the position.
• # Current FTEE: Number of current FTEEs.
• # New FTEE: Number of new FTEEs requested.
• New Hire Justification: Justification for new hires.
• Activation support y/n: Whether activation support is required.
• % Time spent on activation tasks: Percentage of time dedicated to activation tasks.
• Planned Announcement Date: Planned date for position announcement.
• Planned On-board Date: Planned date for onboarding.
• Planned full FY salary & benefits: Full Fiscal Year salary and benefits.
• Planned pro-rated FY salary & benefits: Pro-rated Fiscal Year salary and benefits.
• Position(s) approved: Indicates if positions are approved.
• # Approved: Number of approved positions.
• Date Approved: Date of approval.
• Salary Appropriation: Salary appropriation details.
• Request Comments: Any comments related to the request.
• Item Type: Type of item.
• Path: Path information.

Bidders must use this spreadsheet to report required FTE information. The actual deliverable data and information requirements are defined in a SharePoint tool, and contractors are expected to enter data directly into that system. This report serves as a structured format for providing the necessary personnel data as part of the opportunity response.

Form / Attachment / Pricing Sheet

This attachment is a template for an Equipment Inventory, specifically for Re-Use and Disposal Planning. It serves as a representation of required information, with actual deliverable data requirements defined in a SharePoint tool. The contractor is expected to utilize SharePoint to enter data directly into the system.

• The template includes columns for various details such as Department, Functional Area, Building, Room #, Room Function, Asset Type, EE #, Item, Quantity per room, Model #, Serial #, Acquisition Date, Replacement Date, Dispose or Re-Use decision, Re-Installation Required status, Data Required, Power Required, Wall Backing Required, and Comments.
• The primary decision point for each item is whether it will be 'Dispose or Re-Use'.
• Instructions indicate that data should be entered directly into a SharePoint system, not this template itself.

This document outlines the format and types of information required for managing equipment inventory, particularly concerning disposal or re-use. Bidders should understand these requirements as they may pertain to asset management responsibilities within the scope of the overall opportunity. The use of a SharePoint tool for data entry is a key operational detail.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT G - Room Contents Acq Plan Template 9.21.2023.xlsx", is an Excel spreadsheet serving as a template for an acquisition plan. It outlines the required information and data fields necessary for acquisition planning. Bidders should note that the actual deliverable data and information requirements are defined in a separate SharePoint tool, and contractors are expected to utilize this SharePoint tool to enter data directly.

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

• Department and Functional Area
• Room Code, Number, and Name
• Item details (JSN, Item, Qty/Room, Total Qty)
• Acquisition specifics (New or Re-use, Acquisition Code, Cost/Item, Total Cost)
• Project timelines (Projected Need by Date, Contracting Lead Time, Vendor Lead Time, Projected Order by Date)
• Funding and Appropriation details
• Acquisition Method and related fields (PO #, $ Obligated at Award, Award Complete?, Delivered?)
• Installation and Service SME information
• Market Research completion status
• Value lists for various fields are provided in a separate sheet, detailing options for acquisition codes, funding types, and acquisition methods.

While this document is primarily an internal planning tool, it provides insight into the structured approach the government takes for acquisitions. Bidders may find it useful to understand the types of data and considerations involved in the acquisition process. However, specific requirements for deliverables and data submission will be found in the SharePoint tool mentioned, not solely within this template.

Forms / Attachments / Pricing Sheets

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

• The template outlines a hierarchical structure for breaking down project work into manageable components.
• It includes columns for Task ID, Task Name, Mode, Duration, Start, Finish, and Predecessors, which are standard project management fields.
• A legend explains the different task types (e.g., Summary, Milestone, Task) and their visual representations in a Gantt chart.

Bidders are expected to use this WBS template to detail their proposed project plan. This ensures consistency in how project scopes are presented, facilitating easier comparison and evaluation of proposals. Understanding and correctly completing this template is crucial for a compliant and competitive bid.

Form / Attachment / Pricing Sheet

This attachment is an Excel spreadsheet containing a template for a Change Management Plan and Log. It is intended to capture information related to changes impacting the project.

• 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', and 'Approved By'.
• It notes that the actual deliverable data/information requirements are defined in a SharePoint tool.
• Contractors are instructed to utilize SharePoint to enter data directly into the system.

Bidders should use this template to understand the format and types of information required for change management if they are awarded the contract. It outlines the process for documenting and tracking changes, though the primary data entry will occur within a SharePoint system.

Solicitation / RFP / RFQ

This solicitation is for Pre-Planning and Activation Support Services for the Bowling Green, KY Community Based Outpatient Clinic (CBOC). The Department of Veterans Affairs (VA) is seeking these services to prepare for and execute the clinic's opening.

• IOTA Services: Required in accordance with the Performance Work Statement (PWS) Attachment A.

• Base Period: Pre-Activation and Activation Services for 36 months (estimated POP: 06-01-2026 to 05-31-2029).

• Optional Task: Warehousing and Warehousing Management Services (estimated POP: 08-01-2028 to 02-28-2029).

• Travel: Cost-reimbursable for pre-activation and activation services.

• Contract Type: Firm-Fixed-Price.

• Set-Aside: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Estimated Value: $20 Million (for solicitation purposes).

• Submission Method: Electronic via email to Katherine.Johnson6@va.gov and Kathleen.Klotzbach@va.gov.

• Deadline: As specified in Block 8 of SF 1449 (Solicitation Issue Date: 03-13-2026, Offer Due Date: 04-14-2026, 10:00 AM EDT).

• Evaluation Criteria: Best Value determination based on Key Personnel (Pass/Fail), Technical Submission, Past Performance, and Price.

• Key Deadlines: Technical questions due by March 24, 2026, 10:00 AM ET.

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

• Numerous attachments are provided, including the PWS, Travel Authorization Request, Contract Staff Roster, various templates (Risk Management, Change Management, WBS, etc.), QASP, and pricing worksheets.

• Offerors must acknowledge receipt of all amendments.

• Key personnel resumes require a specific format.

• NCIDQ or AAHID certificates are required for the Senior Designer.

Form / Attachment / Pricing Sheet

This document is a pricing worksheet (Excel file) intended to assist bidders in developing their cost proposals for the Bowling Green IOTA Services opportunity. It outlines labor categories, estimated hours, and labor rates across three contract periods, as well as provides a structure for other CLINs like Warehousing Services.

• CLIN 0001 - IOTA SERVICES: Details labor categories (Program Manager, Senior Designer, Senior Transition Planner), their proposed provider (Prime/Sub), labor rates for three periods, hours per period, and calculated prices per period. The total hours and price for this CLIN are also provided.
• CLIN 0002 - TRAVEL: Noted as an optional task, with travel costs to be added by the Government post-award and not included in bidder quotes.
• CLIN 0003 - WAREHOUSING SERVICES: Includes a fixed-price item for Warehouse Rent, with zero cost and hours indicated in the provided data.
• Instructions (from 'Instructions' sheet): Emphasizes that labor categories, rates, and hours provided in the "Project Management Services" section are examples only and must be replaced with the bidder's specific information. Bidders must identify if personnel are Prime or Sub, provide rates for all periods, and ensure pricing mirrors Section B.2 of the solicitation. Direct costs like Warehouse Rent can be entered as Fixed Price within tasks. Crucially, bidders should NOT submit this workbook with labor rates and CLIN costs if using it as a Basis of Estimate; only industry-standard titles should be used in that scenario.

This worksheet is critical for bidders to understand the expected cost structure and to develop their own compliant pricing. It clarifies which labor categories and tasks are anticipated, provides a framework for inputting their proposed rates and hours, and highlights specific instructions regarding the use of example data and the exclusion of travel costs from initial quotes.

Form / Attachment / Pricing Sheet

This Excel file, "ATTACHMENT Q- Room Contents List - Bowling Green.xlsx", appears to be a detailed list of room contents and associated acquisition information. It is intended to provide specific data points for procurement and project management related to various functional areas and room types within a facility.

• Functional Area & Room Details: Identifies departments (e.g., Audiology, Admin, Mental Health), functional areas, room codes, room numbers, and room names.
• Item Acquisition Details: Lists specific items, quantities per room and total quantities, acquisition codes, and cost per item.
• Procurement Information: Includes details such as 'New or Re-use', 'Acquisition Method', 'Projected Need by Date', 'Contracting Lead Time', 'Vendor Lead Time', and 'Projected Order by Date'.
• Administrative Data: Contains fields for 'Manufacturer', 'Package #', 'Justification & Authorization', 'Market Research Complete?', and various personnel responsible for different stages of the acquisition process.

This document serves as a comprehensive inventory and procurement plan for specific equipment and room furnishings. Bidders can use this information to understand the exact items being procured, their quantities, specifications (implied by item names and costs), and the timeline for acquisition. It is crucial for vendors to review this list to determine if they can meet the specified requirements and to prepare accurate bids or quotes for the listed items.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division "Register of Wage Determinations Under the Service Contract Act." It provides the minimum wage rates and fringe benefits required for various occupations in specific geographic areas. This specific determination applies to "Kentucky Counties of Butler, Warren."

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that "Fringe Benefits Required Follow the Occupational Listing."
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (minimum wage adjustments).
• Details required benefits such as Health & Welfare and Vacation/Holiday policies.

This document is crucial for bidders to understand the minimum labor costs associated with performing services under a contract in the specified geographic area. It ensures that contractors will pay their employees at least the determined minimum wage and provide the specified fringe benefits, which directly impacts proposal pricing and overall cost of labor.

Solicitation / RFP / RFQ

This is a Pre-Solicitation Notice for non-personal Initial Outfitting, Transition, and Activation (IOT&A) services for the Bowling Green Community Based Outpatient Clinic (CBOC) in Bowling Green, KY. The Veterans Health Administration (VHA) requires contractor support to bring the facility into full planned operations, providing healthcare services to Veterans. The clinic will be approximately 41,000 net usable square feet and will offer primary, specialty, mental health, and additional services.

The scope of services includes:

• Comprehensive Project Management

• Comprehensive Interior Design

• FF&E (Furniture, Fixtures & Equipment) and Space Planning Support

• CONOPS (Concept of Operations) and Transitioning Planning

• Acquisition Support Services (package development, Activation, Delivery, Relocation and Installation, Training, Turnover, and Post Occupancy Support)

• Contract Type: Firm-fixed-price

• Estimated Period of Performance: 36 months

• The solicitation is anticipated to be posted on Contract Opportunities on or about March 6, 2026.

• The anticipated closing date for the solicitation is in April 2026.

• Offerors are advised that there may be a truncated response time.

• Dates are subject to change.

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

• 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.

• This is a Pre-Solicitation Notice and does not constitute a request for proposals.

• Questions should be sent via email to LeJane.Baker@va.gov and Kathleen.Klotzbach@va.gov. No telephone requests will be accepted.

• NAICS Code: 541614

• Product Service Code: Q702

• Contracting Office ZIP Code: 44131

• Response Date/Time: April 20, 2026, 12 PM Eastern Time, New York, USA.