Q702--Lieutenant General Richard J. Seitz Community-Based Outpatient Clinic (CBOC) Junction City, KS

Amendment / Questions & Answers / Clarifications

This document is an amendment to Solicitation 36C77626Q0140, specifically posting the answers to questions submitted by potential bidders.

• CBOC Destination Address: This information is not available as the lease has not been awarded. The address will be provided to the vendor post-award.
• Conference Room Setup: The conference room setup remains a "potential" item and has not been ruled out or confirmed.
• Technical Submission Scope (PWS Sections): Bidders are only required to submit a technical and management approach for PWS sections 16.1, 16.2, 16.4, and 16.7. The VA will not evaluate or downgrade proposals for not addressing other PWS sections (e.g., 16.3, 16.5, 16.6, 16.8, 17.1).
• Evaluation Basis: The technical evaluation will be based solely on the approach to the PWS sections identified in Section E.1(F)(2) and the Basis of Estimate for those tasks only. The government's confidence assessment will be limited to these designated PWS tasks.
• Page Count: The maximum page count for the technical submission is 9 pages. The Betterment section allows a maximum of 5 pages, for a total of 14 pages.

This amendment clarifies specific requirements for the technical and management approach submission and the evaluation criteria, confirming that only certain PWS sections need to be addressed. It also confirms the page limits for the technical submission and betterment sections.

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

To provide Initial Outfitting, Transition, and Activation (IOT&A) services for the Lieutenant General Richard J. Seitz Community-Based Outpatient Clinic (CBOC) in Junction City, KS, ensuring the clinic is fully operational by the projected first day of clinical services (February 10, 2029).

The contractor will provide professional services including labor, materials, transportation, and equipment for IOT&A support. This encompasses:

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

Performance will be monitored via Corrective Action Reports (CARs), Quarterly Surveillance Reports, and Contractor Performance Assessment Reporting System (CPARS). Key metrics include:

• Qualified Workforce: Not more than one (1) COR validated complaint per quarter.

• Quality Performance: Not more than one (1) COR validated complaint per quarter; all tasks completed comprehensively.

• Deliverables: 95% of deliverables pass Government inspection on first submission, on time, and with complete information.

• Quality Control: Contractor complies 95% with the Government-approved Quality Control Plan.

• Primary place of performance is at the Government's facility in Junction City, KS, with necessary off-site work at the contractor's facility.

• Meetings may also be held at the Colmery-O'Neil VAMC in Topeka, KS.

• Core hours are Monday-Friday, 0800-1630 daily.

• Contract Type: Firm-Fixed-Price (FFP), 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• Non-Personal Services contract.

• Organizational Conflict of Interest (OCI) provisions apply, preventing the contractor from participating in FF&E procurements related to this contract.

• Key Personnel requirements are detailed, including an IOTA Activation Project Manager, Senior Designer, and Senior Transition Planner.

• Strict adherence to cybersecurity, information security, and privacy requirements (VA Handbooks, NIST, FIPS, etc.) is mandatory.

• All personnel require appropriate background investigations.

• Contractor must utilize specified government systems (e.g., SharePoint, OCAMS Activation Tool) for documentation and reporting.

• Specific deliverables include Project Plans, Schedules, Reports, various design submittals, and plans for equipment reuse, warehousing, and relocation.

Form / Attachment / Pricing Sheet

This document, "Attachment 3: Equipment & Supply," is a checklist and guide for the procurement package submission process for equipment and supply projects. It outlines the necessary steps and documentation required from the requestor to ensure standardization and completeness.

• Submission Process: All documents must be submitted electronically through FORCE.
• COR Nomination: Information and a link for COR nomination are provided.
• Checklist Items: The document includes a detailed checklist covering:
  • Requestor (Program Office) information, including users and departments.
  • Funding status (2237 form).
  • Major Acquisition Integrated Product Team (IPT) requirements.
  • High Tech Medical Equipment (HTME) with Maintenance Services.
  • Pre-Procurement Assessment (PPA) for Medical Device/Systems.
  • Federal Information Technology Acquisition Reform Act (FITARA) requirements.
  • Trade-in consideration.
  • Acquisition Planning (AP) requirements and templates.
  • Market Research procedures and templates.
  • Other Than Full and Open Competition (OFOC) justifications.
  • Functional Performance Specifications.
  • Line Items.
  • Applicable Drawings.
  • Independent Government Cost Estimate (IGCE).
  • Required Sources of Supplies and Services.
  • Delivery/performance information.
  • Recurring requirement details.
  • Dependency on existing construction projects.
  • Directives/Policies.
  • Federal Supply Schedule (FSS) considerations.
  • Security Requirements (Contractor Personnel and Contracts).

While this document is primarily for internal government use to standardize the procurement process, it indirectly informs bidders by detailing the comprehensive information and documentation required by the government for acquisitions. This includes requirements for market research, acquisition planning, and security considerations, which can provide insight into the government's procurement approach and expectations.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing worksheet for the Junction City opportunity. It details labor categories, rates, hours, and prices across three performance periods for CLIN 0001 (IOTA Services) and CLIN 0003 (Warehousing Services). Bidders are instructed to use this as a template and replace example information with their own proposed data.

• CLIN 0001 - IOTA SERVICES: Includes PWS Tasks 16.1 through 16.8. Task 16.1 (Project Management Services) provides detailed examples of labor categories (Program Manager, Senior Designer, Senior Transition Planner), their proposed rates (Prime/Sub), hours, and prices for three periods. Other tasks under CLIN 0001 show zero hours and zero price, indicating they may not require direct pricing in this format or are not applicable.
• CLIN 0002 - TRAVEL: Noted as an optional task, with travel costs to be added by the Government and not included in bidder quotes.
• CLIN 0003 - WAREHOUSING SERVICES: Includes PWS Task 17.1. A fixed price item for "Warehouse Rent" is listed with zero cost in the provided example.
• Summary Table: Provides total hours and prices for CLIN 0001 and CLIN 0003, with a total evaluated price of $194,625.0 for 975 hours.
• Instructions Sheet: Explicitly states that example labor categories, rates, and hours are for illustration only and must be replaced by the quoter's information. Key personnel must be identified. Labor rates must be provided for all years, regardless of the period of performance. ODCs can be entered as a Firm Fixed Price. Crucially, bidders are warned NOT to submit this pricing workbook with labor rates and costs if using it for their Basis of Estimate, as it will not be evaluated.

This worksheet is essential for bidders to understand the expected cost structure and to prepare their own detailed pricing proposals. It outlines the specific labor categories and tasks for which pricing is required, as well as the format for submitting this information. Bidders must carefully follow the instructions, particularly regarding the use of example data and the separation of pricing from the Basis of Estimate.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-6015, Revision No. 3) for the Service Contract Act. It establishes the minimum wage rates and fringe benefits required for various occupations when performing contract work in Geary County, Kansas.

• Lists numerous occupational codes and titles, ranging from administrative support and clerical to technical and maintenance roles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), outlining contractor obligations and applicable rates.
• Details requirements for paid sick leave, vacation, and holidays.
• Provides information on hazardous pay differentials and uniform allowances.
• Outlines the conformance process for unlisted classifications.

This wage determination is critical for bidders to accurately estimate labor costs for their proposals. It ensures that any service employees working on the contract will be paid at least the minimum wage and receive the specified fringe benefits, as required by federal law. Bidders must review the listed occupations to identify those relevant to the work described in the solicitation and ensure their proposed labor rates meet or exceed these minimums.

Form / Attachment / Pricing Sheet

This document is a "Contractor Request" form used by the Department of Veterans Affairs (VA) to initiate the contractor security verification process. It collects essential information for background screenings, investigations, and PIV badge adjudication.

• Contract Information: Details about the contract, including VA Contracting Officer, COR, contract end date, VISN & Station #, Purchase/Task Order/Contract Number, Contractor Position Description, Investigation Level (SAC/Tier 1/Tier 2/Tier 4), and Contract Company Name/Address.
• Contractor Personal Identifiable Information: Includes SSN, City/State/Country of Birth, Last Name, First Name, Middle Name, Date of Birth, Country of Citizenship, Dual Citizenship status, Foreign National status, Permanent Resident status, Marital Status, Sex, and Email Address. It also asks if the individual has lived in the US for 3 consecutive years.
• Signatures: Requires a signature from the Contracting Officer/COR to verify an official contract is in place.

Bidders will need to complete this form for their personnel as part of the onboarding process after a contract award. It is crucial for ensuring that all personnel meet the required security and investigation standards before being granted access or PIV badges. The form outlines the specific data required for each individual, impacting the time and effort needed for proposal preparation and personnel onboarding.

Form / Attachment / Pricing Sheet

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

• Task Descriptions: Lists specific tasks such as Project Management Services, Acquisition Planning Services, and Warehousing Management Support, assigning a "Position Sensitivity Level" (LOW, MODERATE, or HIGH).
• Labor Categories: Provides a list of sample labor categories (e.g., Administrative Assistant, Project Manager, IT Specialist, Warehouse Laborer, Engineer) and indicates their associated risk level (LOW/NACI, MODERATE/MBI, HIGH/BI) with an 'X' mark.

This document is relevant to bidders as it helps them understand the security and risk requirements associated with personnel filling specific roles under the contract. It may inform staffing plans, background check requirements (e.g., NACI, MBI, BI), and overall personnel management strategies for the opportunity.

Form / Attachment / Pricing Sheet

This document is a "Contract Staff Roster" template. It is intended to capture information about personnel assigned to a contract.

• 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 may be required to complete and submit this roster as part of their proposal or upon contract award to detail the staffing plan and personnel qualifications for the opportunity.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) designed to provide a systematic method for monitoring contractor services under the Initial Outfitting, Transition, and Activation Services Contract for the Lieutenant General Richard J. Seitz Community-Based Outpatient (CBOC) Clinic in Junction City. It outlines how the government will evaluate whether the contractor is meeting the performance standards defined in the Performance Work Statement (PWS) and the contractor's 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: Refers to the PWS for specific metrics and acceptable quality levels (AQLs).
• Government Roles: Identifies key personnel like the Contracting Officer (CO) and Contracting Officer's Representative (COR) and their responsibilities.
• Contractor Responsibilities: Emphasizes the contractor's responsibility for quality control and self-inspection.
• Documentation: Outlines how performance, issues, and corrective actions will be documented (e.g., Performance Based Service Assessment Survey, Contract Discrepancy Report).
• Incentives/Disincentives: Notes that meeting standards reflects positively on past performance, while failure can lead to negative evaluations.
• Assessment Tools: Includes examples of assessment forms like the Performance Based Service Assessment Survey and Corrective Action Report.

This QASP is crucial for bidders as it defines the government's approach to evaluating contractor performance. Understanding these surveillance methods, performance standards, and documentation requirements will help potential bidders anticipate how their work will be assessed and what quality levels are expected. It highlights the importance of a robust internal Quality Control program and adherence to the PWS to ensure successful contract performance and positive past performance evaluations.

Form / Attachment / Pricing Sheet

This document is a checklist for VHA Healthcare Furniture IDIQ procurement, specifically Attachment 3: Equipment & Supply. Its purpose is to ensure standardization of the submission process for healthcare furniture projects.

• Electronic Submission: All documents are to be provided electronically.
• Procurement Checklist Items: The checklist includes items such as:
  • Funding status (2237).
  • Compliance with VA Directives (e.g., VHA Directive 1761.1).
  • Sole Source justification requirements and templates.
  • IDIQ Contract Number.
  • Functional/Performance/Specification (SOW) description.
  • Applicable Drawings.
  • Market Research documentation.
  • Independent Government Estimate (IGCE) methodology.
  • Recommended Source List.
  • Security checklist completion.
  • Detailed Evaluation Criteria.
  • Evaluation Team members.
• Sole Source Templates: Several templates are listed for sole source justifications, categorized by dollar thresholds and type of competition.
• Notes: Specific notes are included regarding the necessity of providing convincing evidence for sole source requests and the requirement for brand-name items to be supported by a sole source justification.

This checklist outlines the required documentation and considerations for submitting proposals or requests related to healthcare furniture procurement under the VHA Furniture IDIQ. Bidders should review this to understand the government's expectations regarding compliance, justification for sole source, and the necessary components of a procurement package. It highlights the importance of market research, IGCE, and evaluation criteria, which are crucial for proposal preparation and evaluation.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT J - Proposed FTE Report.xlsx", is an Excel spreadsheet intended to capture required information and data related to Full-Time Equivalent (FTE) positions. Bidders are instructed to use this attachment to report proposed FTE data.

• The spreadsheet contains columns for various data points including 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.
• The actual deliverable data/information requirements are defined in a separate SharePoint tool.
• Contractors are required to utilize the SharePoint tool to enter data directly into the system.

Bidders must complete and submit this FTE report as part of their proposal. It requires detailed information about current and proposed staffing, including justifications and planned timelines. While the ultimate data entry is in SharePoint, this attachment serves as the structured format for initial data collection and submission related to FTE requirements.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template for recording equipment inventory, specifically for reuse and disposal planning. It is intended to capture detailed information about assets within the scope of the opportunity.

• The template includes columns for:
  • Department
  • Functional area
  • Building and Room number
  • 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
• The 'query' sheet indicates that this attachment is a representation of required information, and actual deliverable data requirements are defined in a SharePoint tool.
• Contractors are instructed to utilize SharePoint to enter data directly into the system.

Bidders may need to use this template or a similar format to document existing equipment as part of their proposal or to understand the scope of asset management responsibilities. The reference to a SharePoint tool suggests that data entry and management will occur within that platform, not solely through this spreadsheet.

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), and Signature
• Comments section

This form is likely an attachment to a solicitation or contract. Bidders may be required to use this form for requesting travel related to the contract, or it may provide insight into the type of travel expenses anticipated for the opportunity.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT H - Integrated Move Plan Template.xlsx", is an Excel spreadsheet intended to capture information required for an integrated move plan. Bidders are instructed to use this template to represent required information. However, the actual deliverable data and information requirements are defined within a SharePoint tool.

The template includes columns for various aspects of a move, such as:

• Department and Functional Area
• Planned and Revised Move Dates
• Origin and Destination Building/Room Information
• Details on Furnishings & Equipment to be moved
• Number of Boxes
• Employee Name or 'New' designation
• Key and Lockshop information
• IT equipment (Computers, Printers, Peripherals) and associated details
• IT Special Requirements (e.g., new software)
• Other Special Requirements
• Comments

While the primary data entry is expected in SharePoint, this template outlines the specific data points the government requires for planning and executing moves. Bidders should review this template to understand the level of detail needed for move coordination, personnel, and equipment, which may inform their resource planning and proposal development, particularly if move services are part of the overall requirement.

Form / Attachment / Pricing Sheet

This Excel file contains a template for an "Acquisition Plan" (Attachment G). It outlines the required information for planning acquisitions. 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 detailing acquisition requirements, such as:

• Department and Functional Area
• Room Code and Name
• Item Description and Quantity
• Acquisition Codes and Special Requirements
• Cost and Funding Information
• Projected Need and Order Dates
• Lead Times (Contracting and Vendor)
• Market Research Status
• Contracting and Acquisition Details

While this document is a template and not a direct solicitation, it provides insight into the government's procurement process and the types of information they track for acquisitions. Bidders may find it useful for understanding the government's planning framework and the level of detail required for procurement actions. The reference to a SharePoint tool indicates a potential method for data submission or management in future procurements.

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 legend explains various task types (e.g., Summary, Milestone, Duration-only) and their visual representations.

Bidders should use this WBS template to structure their proposals, ensuring all required project components and timelines are clearly defined and aligned with the government's expectations. This facilitates consistent evaluation of project plans and cost proposals across all offerors.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a template for a Change Management Plan and Log. It outlines the required fields for tracking 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.
• Contractors are instructed to utilize SharePoint to enter data directly into the system.

This template provides a structure for how change management information is expected to be logged and tracked. Bidders should understand that while this is a template, the primary system for data entry and management of deliverables will be SharePoint. This document serves as a guide to the format and types of information that may be required for change management processes.

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 managing risks associated with the opportunity. 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 fields for:
  • Risk Severity
  • Title
  • Issue Status
  • Category
  • Impact of Risk
  • Probability of Risk
  • Mitigation
  • Created Date
  • Assigned To
  • Date Resolved
  • Comments

Bidders should use this template to understand the government's expectations for risk management. While the primary data entry will occur in SharePoint, this template outlines the categories and information required for risk assessment and tracking, which may be a factor in proposal evaluation or contract performance.

Solicitation / RFP / RFQ

This solicitation is for Initial Outfitting, Transitioning, and Activation (IOT&A) services for the new Department of Veterans Affairs (VA) Community-Based Outpatient Clinic (CBOC) in Junction City, KS. The acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside, resulting in a firm-fixed-price contract.

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

• Services include Comprehensive Project Management, Interior Design, FF&E, Space Planning, Acquisition Planning, and Activation and Post Occupancy Support.

• Optional task for Warehousing and Warehousing Management Services.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 33 months (Base Period: July 1, 2026 - March 31, 2029).

• Estimated Value: $20 Million.

• Offers/quotes must be submitted electronically to both the Contract Specialist (Heidi.Gallaher@va.gov) and Contracting Officer (Kathleen.klotzbach@va.gov) by the date and time specified in Block 8 of the SF 1449.

• Deadline for technical questions: June 1, 2026, 10:00 AM EDT.

• Evaluation will be based on a "highest technically rated offeror with a fair and reasonable price" best value approach. Non-price factors (Key Personnel, Technical Submission, Betterment, Past Performance) will establish technical rankings, followed by a price reasonableness analysis.

• Key Personnel and Technical Submission are evaluated on a Pass/Fail basis.

• Offerors must hold prices firm for 180 calendar days.

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

• Offerors must comply with VAAR 852.219-75 (Limitations on Subcontracting for Services), with a subcontracting limit of 50% to firms that are not certified SDVOSBs or VOSBs.

• Numerous attachments provide detailed requirements, templates, and lists, including ATTACHMENT A - Junction City -IOTA PWS.

Solicitation / RFP / RFQ

This is a Pre-Solicitation Notice for Initial Outfitting Transition and Activation (IOTA) Services for the Lieutenant General Richard J. Seitz Community-Based Outpatient Clinic (CBOC) in Junction City, KS. The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) intends to solicit quotes for non-personal IOTA services to support the activation of a new, larger clinic facility. The project aims to address inadequate current space and enhance Veteran healthcare services by providing a right-sized, PACT-designed, and more accessible facility.

The contractor will provide IOTA services to support the activation of the new Junction City CBOC. The new facility will be approximately 41,716 net usable square feet (NUSF) and include 300 parking spaces. It is designed to house 8 Primary Care PACT teams, Mental Health, Ambulatory Specialty Care, Audiology, Laboratory, Optometry, Physical Therapy, Home-Based Primary Care (HBPC), Tele-Health, Tele-Retinal, and limited Radiology services.

This will be a firm-fixed-price contract with an estimated Period of Performance of 32 months.

The solicitation is anticipated to be posted on Contract Opportunities on or about April 3, 2026. The anticipated closing date for the solicitation is April 20, 2026. Offerors are advised that the response time may be truncated. Potential offerors should monitor Contract Opportunities for the official solicitation release.

This requirement is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) using FAR Part 12 and 37. To be eligible, SDVOSBs must be verified by the VA and meet the small business size standard for NAICS code 541614.

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.