TVHS VAMC Air Handler Units Refurbishment

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for refurbishing Air Handling Units (AHUs).

• Superintendent Roles: The Superintendent must be a direct employee of the Prime Contractor. While dual roles (Superintendent/SSHO/QCM) may be permissible if qualifications are met, the government reserves the right to request a dedicated SSHO if performance is unsatisfactory.

• Roof Certification for Temporary HVAC: While initially required, if temporary HVAC units are placed downstairs and not on the roof, a third-party engineer-stamped certification for roof support may not be needed. This is considered a 'means and methods' issue.

• Missing Attachments: The "Refurbish Air Handling Units Abridged Specifications" and "Specifications - AHU Refurb - Nash Eng." are now attached to an amendment. The bid suspense has been extended.

• Siemens BAS Integration: Contractors must use a VA-approved Siemens vendor for integration. Siemens can provide point lists and control drawings; existing sequences of operation will be used.

• Temporary HVAC Performance: Temporary HVAC systems are expected to maintain full normal service during outages for AHUs 39, 40, and 41.

• ICRA Requirements: Bidders should meet with IH to complete PCRA/ICRA documentation. Specific hospital areas served by AHUs 4, 24, 39, 40, and 41 are identified (Autopsy/Morgue, 3rd/4th floor clinic addition, ward 2 North, ward 4 North, and ward 3 South).

• Buy American Act Waivers: No waivers are currently planned. Exemptions exist for spare/replacement parts of foreign manufacture where domestic parts are unavailable.

• Submittal Platform: Procore or similar platforms are preferred for submittals; emailing is not accepted.

• Pipe Insulation: Specific requirements are detailed, referencing VA Master Specification 23 07 11, with material, thickness, and fire/smoke rating standards provided.

• UV Lighting System: Compliance with VA Master Specification 23 40 00 is required, with specific performance, wavelength (254 nm), safety, and acceptable manufacturer details provided.

• The bid due date has been extended due to the provision of previously missing attachments.

• Clarifications address requirements for staffing, technical specifications, and administrative processes.

Amendment / Modification

This amendment (0003) to solicitation 36C24926Q0177 serves two primary purposes:

• It provides answers to questions submitted by prospective vendors.

• It extends the deadline for the receipt of offers.

• The hour and date for the receipt of offers has been extended to May 18, 2026, at 11:00 AM CDT.

• The document references several attached documents, including:

  • Specifications - AHU Refurb - Nash Eng.
  • Consolidated Questions and Answers.
  • ISLM Refurbish AHUs.
  • Various AHU Refurbishment PCRA and ICRA documents for specific fan rooms.

• The deadline for submitting offers has been extended to May 18, 2026, 11:00 AM CDT.

• Vendors must acknowledge receipt of this amendment. If an offer has already been submitted, changes can be made via letter or electronic communication, provided it references the solicitation and amendment and is received before the new deadline.

Form / Attachment / Pricing Sheet

This document is a VHA Infection Control Risk Assessment (ICRA) template for construction, renovation, and maintenance activities. It provides minimum requirements for categorizing activity types and patient risk to determine the necessary infection prevention and control precautions. Facilities may customize this template.

• Activity Categorization (Table 1): Defines categories A, B, C, and D based on the nature and duration of the work.
• Affected Area Assessment (Table 2): Identifies areas impacted by the activity and associated points of contact.
• Patient Risk Category (Table 3): Assesses the risk level of patients in affected areas (Low, Medium, High, Highest).
• Level of Infection Prevention and Control Precautions (Table 4): Determines the required precaution level (I, II, III, or IV) based on Activity Category and Patient Risk Category.
• Required Control Measures (Table 5 & 6): Details specific measures for each precaution level, including dust control, barrier construction, negative pressurization, and cleaning protocols.
• Permit (Page 8): A fillable permit form for Level III and IV activities, requiring posting at the project site.
• Appendix A: Outlines an alternative interior construction space exhaust procedure.

This document is crucial for understanding the infection control requirements and safety protocols that must be adhered to during any construction, renovation, or maintenance work within VHA facilities. Bidders must be aware of these requirements to accurately scope their work, estimate costs, and ensure compliance, particularly concerning dust control, containment, and patient safety. The document dictates the level of precautions needed, which directly impacts project execution and safety planning.

Form / Attachment / Pricing Sheet

This document is a VHA Infection Control Risk Assessment (ICRA) template for construction, renovation, and maintenance activities. It provides minimum requirements for categorizing activity types and patient risk to determine the necessary infection prevention and control precautions.

• Activity Categorization: Identifies four categories (A, B, C, D) based on the nature and duration of the work.
• Affected Area Assessment: Maps the activity area and adjacent areas, noting the service type and points of contact.
• Patient Risk Category: Assesses the risk level (Low, Medium, High, Highest) for patients in affected areas.
• Level of Precautions: Determines the required infection prevention and control precautions (Levels I, II, III, or IV) based on Activity Category and Patient Risk Category.
• Control Measures: Details specific control measures for each level of precaution, including dust control, barrier construction, negative pressurization, and personal protective equipment (PPE).
• Completion Requirements: Outlines measures for cleaning, HVAC, and water systems upon completion of the activity.
• Permit: Includes a fillable permit form for posting at the project site for Level III and IV activities, detailing location, contacts, categories, and required control measures.

This document is crucial for understanding the infection control requirements and safety protocols that must be adhered to during any construction, renovation, or maintenance work within VHA facilities. Bidders must be aware of these requirements to accurately scope their work, estimate costs, and ensure compliance, particularly for activities involving potential dust or impact on patient areas. The document dictates the level of containment, air quality control, and personal protective equipment necessary, which directly affects project planning and execution.

Form / Attachment / Pricing Sheet

This document is a VHA Infection Control Risk Assessment (ICRA) template for construction, renovation, and maintenance activities. It provides a baseline for performing ICRAs to determine the level of precautions needed to prevent infection risks. Facilities may customize this template.

• Activity Categorization: Identifies construction/renovation/maintenance activities into categories A, B, C, or D based on scope and duration.
• Affected Area Assessment: Maps the "Activity Area" and adjacent areas that may be impacted.
• Patient Risk Category: Assesses the risk level (Low, Medium, High, Highest) of patients in affected areas.
• Level of Precautions: Determines the minimum level of infection prevention and control precautions (I, II, III, or IV) based on Activity Category and Patient Risk.
• Control Measures: Details specific control measures required for each Level of Precaution, including dust control, barrier construction, negative pressurization, and HVAC/water system management.
• Completion Measures: Outlines cleaning and inspection requirements upon completion of the activity.
• Permit: A fillable permit form is included for posting at the activity site for Level III and IV activities, detailing control measures and requiring signatures from the Project Manager and Infection Preventionist.

This document outlines the critical infection control requirements that must be adhered to during any construction, renovation, or maintenance work performed within VHA facilities. Bidders involved in such activities must understand and comply with these infection control protocols, which dictate the necessary precautions, containment measures, and safety procedures to protect patients and staff. The specific "Activity Category" and "Patient Risk Category" will determine the "Level of Precautions" and associated control measures, directly impacting project planning, execution, and cost. The "Permit" section highlights specific requirements for higher-risk activities.

Form / Attachment / Pricing Sheet

This document is a Pre-Construction Risk Assessment (PCRA) permit template used for performing facility risk assessments for Construction, Renovation, and Maintenance activities. It outlines minimum requirements for categorizing activity types and safety risks to determine necessary precautions.

• Activity Location: Fan Room 15
• Activity Description: Clean, reseal drain pan, replace fan coil etc.
• Activity Type: Determined to be 'Small Scale' based on criteria.
• Control Measures: Includes immediate replacement of ceiling tiles/access panels, weekly site visits by a multi-disciplinary team, contractor-provided safety plans and hazard communication, and a communication/coordination plan for affected areas.
• Permit Information: Includes fields for Project Manager, Contact Phone, Contractor/Lead Shop, Project Start/Completion/Expiration Dates, and requires checking boxes for applicable control measures based on activity type.
• Infection Control Risk Assessment (ICRA): A section to indicate if an ICRA is required and signatures for Infection Prevention and Control, Project Manager, Safety Officer, and Construction Safety Committee.

This document serves as a permit that must be posted at the project site. Bidders should note the specific activity (cleaning, resealing, fan coil replacement in Fan Room 15) and the required control measures, including safety plans, hazard communication, and coordination plans. It also highlights the need for an ICRA, which may involve additional requirements. The permit details the project manager and contact information for safety-related inquiries.

Form / Attachment / Pricing Sheet

This document is a VHA Pre-Construction Risk Assessment (PCRA) Permit. It serves as a permit that must be posted at the entrance to the project area or designated area for the specified activity. It outlines the required control measures based on the activity type and ensures that necessary safety plans and assessments are in place before work begins.

• Activity Description: Fan Room 6 - Clean, reseal drain pan, replace fan coil etc.
• Project Manager: Clint Roberts
• Contact Phone: 615-873-8798
• Activity Type: Marked as 'Small-scale' and 'Inspection/Upkeep' on the permit.
• Control Measures: Details specific control measures for Inspection/Upkeep and Small-scale activities, including immediate replacement of ceiling tiles, weekly site visits, site-specific safety plans, hazard communication, and communication plans for affected areas. For Small-scale, it also includes requirements for ILSMs, Hot Work permits, and LOTO procedures.
• Additional Requirements: Includes a section for checking if an Infection Control Risk Assessment (ICRA) is required and signatures from relevant personnel (Project Manager, Safety Officer, Infection Prevention and Control, Construction Safety Committee).
• Permit Dates: Project start, completion, and expiration dates are TBD.

This permit indicates that a pre-construction risk assessment has been conducted for the specified activity. Bidders should note the activity description, the identified activity type (Small-scale/Inspection-upkeep), and the required control measures. This information is crucial for understanding the safety and operational protocols that will be in effect during the performance of the work, and it may inform the bidder's approach to planning and executing the project, particularly regarding safety, communication, and coordination with adjacent areas.

Form / Attachment / Pricing Sheet

This document is a VHA Pre-Construction Risk Assessment (PCRA) template used for performing facility Pre-Construction Risk Assessments for Construction, Renovation, and Maintenance work. It establishes minimum requirements for categorizing activity types and safety risks to determine necessary precautions.

• Activity Details: Includes fields for Location (Fan Room 12), Activity Name/Number/Brief Description (Clean, reseal drain pan, replace fan coil etc.).
• Activity Type Classification: Categorizes work into "Inspection/Upkeep," "Small Scale Construction, Renovation and general maintenance/repair," and "Large-scale construction, renovation, or maintenance" based on defined criteria.
• Control Measures: Outlines specific control measures required for each activity type, including immediate replacement of materials, site visits, safety plans, hazard communication, LOTO procedures, hot work permits, and communication plans.
• Affected Adjacent Area Assessment: Requires identification of adjacent areas, points of contact, and communication plans to mitigate disruption.
• Infection Control Risk Assessment (ICRA): Includes a section to determine if an ICRA is required.
• PCRA Permit: A fillable permit section for posting at the project site, detailing project manager, contact information, activity type, and required control measures.

This document outlines the safety and risk assessment procedures that will be applied to the work. Contractors will be required to comply with the specified control measures, develop site-specific safety plans, and coordinate with affected areas. The PCRA Permit must be posted and available to workers. Bidders should review the control measures and requirements to understand the safety protocols and potential coordination efforts involved in the project.

Form / Attachment / Pricing Sheet

This document is an Interim Life Safety Measures (ILSM) Check Sheet for the AHU Refurbish Fan Room project. It is designed to be completed by the Contracting Officer's Technical Representative (COTR) before the project starts and by the Safety Officer as needed during the project. Its purpose is to ensure that life safety measures are maintained during construction.

The check sheet contains 8 key questions related to potential impacts on life safety during construction, including:

• Obstruction of exits and provision of alternative arrangements.
• Access for emergency services.
• Impairment of fire alarm, detection, or suppression systems and the need for temporary, equivalent systems.
• Requirements for temporary construction partitions (smoke-tight, non-combustible materials).
• Need for additional fire fighting equipment and contractor training.
• Potential reduction in fire safety due to exiting deficiencies.
• Compromise of structural or compartmentation features and the need for alternate fire safety procedures.
• Implementation of a memorandum to all employees clarifying ILSM and addressing Life Safety Code deficiencies or construction hazards.

It also includes fields for recording training completion dates and personnel, as well as a section for initiating a memorandum and providing remarks.

While this document is primarily an internal checklist for the COTR and Safety Officer, it highlights critical life safety considerations for the project. Bidders should be aware that adherence to these life safety measures is a prerequisite for project commencement and ongoing operations. The "Remarks" section indicates that all work will be performed in the fan room inside the actual air handling unit, providing specific location context.

Amendment / Modification

• The RFQ suspense date has been extended.

• Solicitation Number: 36C24926Q0177

• Item 11: "THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS"

• The hour and date specified for receipt of offers has been extended to May 07, 2026, at 11:00 AM CST.

Solicitation / RFP / RFQ

This solicitation is a Request for Quote (RFQ) for the refurbishment of Air Handler Units (AHUs) at the Tennessee Valley Healthcare System (TVHS) VAMC. The government is procuring services to replace components and perform repairs on specific AHU units to extend their usable life.

• Refurbishment of specific Air Handler Units (AHU-41, AHU-40, AHU-39, AHU-24, AHU-4) as detailed in the Statement of Work (SOW) and "Refurbish Air Handling Units – Abridged Specifications" attachment.

• Work includes, but is not limited to, coil replacement, drain work, valve replacement, fan motor/assembly replacement, humidifier replacement, UV lighting system installation, and Variable Frequency Drive (VFD) replacement.

• Temporary HVAC must be provided when AHUs are non-functional due to refurbishment.

• All work must be in accordance with specifications and industry standards.

• Contractor must provide a Quality Control Plan.

• Pre-work and post-work Test and Balance reports are required.

• Contract Type: Firm-Fixed-Price

• Period of Performance: 365 calendar days from the date of award (July 15, 2026 to July 14, 2027).

• Estimated Value: Not explicitly stated, but NAICS code 238220 has a size standard of $19 Million.

• Wage Determination 2015-4647, Rev 30, Dated 12/03/2025 is applicable.

• Proposal Submission Deadline: April 16, 2026, by 11:00 am CDT.

• Questions Deadline: April 09, 2026, by 11:00 am CT.

• Offers must be submitted via email to scott.dickey@va.gov.

• Evaluation Criteria: Best value based on price and other factors, including Technical Approach (Technical Plan and Quality Control Plan) and Past Performance.

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

• SDVOSB contractors must be certified by the SBA and listed in the SBA certification database at the time of offer and award.

• The solicitation incorporates FAR clauses by reference. Full text is available upon request.

• Offerors must be registered in the System for Award Management (SAM).

Specifications / Technical Document

This document, "Specifications - AHU Refurb - Nash Eng.pdf", dated January 30, 2026, provides abridged specifications for the "Refurbish Air Handling Units" project at TVHCS-Nashville VAMC. It details various technical requirements for HVAC systems, including:

• Division 23 - Heating, Ventilating, and Air Conditioning (HVAC): This division covers general HVAC requirements.
  • Section 23 05 11 - Common Work Results for HVAC: Defines terms, abbreviations, and general requirements applicable to all HVAC sections. It includes extensive lists of acronyms and abbreviations used throughout the specifications.
  • Section 23 05 12 - General Motor Requirements for HVAC Equipment: Specifies requirements for electric motors, including types, efficiency standards (NEMA, IEEE, DOE), voltage ratings, enclosures, mechanical design, and special requirements for variable frequency drives.
  • Section 23 34 00 - HVAC Fans: Details specifications for fans, including construction, performance criteria, safety, corrosion protection, and materials. It covers centrifugal fans, plenum fans, and their associated motors and drives.
  • Section 23 73 00 - Indoor Central-Station Air-Handling Units: Outlines requirements for Air Handling Units (AHUs), including construction, materials (galvanized steel, aluminum), casing specifications, access doors, bases, and components like fans, filters, coils, and humidifiers. It also specifies testing and certification requirements (AHRI, AMCA).
  • Section 23 82 16 - Air Coils: Provides specifications for heating and cooling coils, including materials (copper, aluminum), construction, pressure ratings, coatings, and installation requirements.

This document is crucial for bidders to understand the technical specifications and standards required for the refurbishment of air handling units. It details the performance, materials, construction, and installation requirements for various HVAC components. Bidders must ensure their proposed solutions and equipment comply with these detailed specifications to be considered responsive.

Wage Determination

This document is a revision (Revision No. 30) of Wage Determination No. 2015-4647, dated December 3, 2025. It establishes the minimum wage rates and fringe benefits required for various occupations performing contract work in the specified area of Tennessee (Counties of Cannon, Cheatham, Davidson, Dickson, Hickman, Macon, Maury, Robertson, Rutherford, Smith, Sumner, Trousdale, Williamson, Wilson).

• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their minimum hourly wage rates.
• Fringe Benefits: Outlines required fringe benefits, including Health & Welfare ($5.55 per hour or $222.00 per week/$962.00 per month) and specific provisions for Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage adjustments).
• Executive Orders: Details applicability and requirements for Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (minimum wage for federal contractors).
• Vacation and Holidays: Specifies paid vacation (2 weeks after 1 year, 3 weeks after 10 years, 4 weeks after 15 years) and eleven paid holidays.
• Hazardous Pay: Outlines differentials for work involving ordnance, explosives, and incendiary materials (8% for high hazard, 4% for low hazard).
• Uniform Allowance: Details requirements for providing uniforms and reimbursement for cleaning/maintenance ($3.35 per week).
• Conformance Process: Explains the procedure for classifying and determining wage rates for occupations not explicitly listed in the determination.

This wage determination is crucial for any contractor bidding on or performing federal service contracts within the specified Tennessee counties, as it dictates the minimum labor costs, including wages and benefits, that must be provided to employees.