Y1DZ--NRM CONST 630A4-25-200 (REFURBISH & UPGRADE LAUNDRY VENTILATION)

Technical Specifications (Construction)

This document provides the master technical specifications for Project Number 630A4-25-200, "Refurbish & Upgrade the Laundry Ventilation System," at the St. Albans VA Medical Center in Jamaica, NY. It outlines the materials, execution standards, and quality control requirements for the complete renovation and modernization of the facility's laundry ventilation infrastructure.

• HVAC Systems: Installation and coordination of HVAC fans (centrifugal and vane axial), ducts, casings, sound attenuators, and air outlets/inlets. Includes comprehensive Testing, Adjusting, and Balancing (TAB).

• Steam & Condensate: Installation of steam and condensate heating piping, including heat exchangers, flash tanks, and steam traps.

• Plumbing: Upgrades to domestic water distribution and installation of sump pumps.

• Electrical: Furnishing and installing low-voltage power conductors, grounding and bonding systems, raceways, panelboards, and motor controllers (including Variable Frequency Drives).

• General Construction: Concrete work (slabs and equipment pads), masonry maintenance, metal fabrications (supports, railings, and ladders), and firestopping.

• Finishes: Application of resinous urethane mortar flooring (RES-6A) and general painting of exposed mechanical/electrical components.

• Project Number: 630A4-25-200

• Place of Performance: VA New York Harbor Healthcare System, St. Albans VA Medical Center, 17900 Linden Blvd, Jamaica, NY 11425.

• Project Management Platform: Bidders are required to utilize the VISN 2 Autodesk Build (ACC) cloud-based platform for all project documentation, submittals, and correspondence at no additional cost.

• Infection Control: Work must comply with Infection Control Risk Assessment (ICRA) standards, primarily Class II, to minimize dust and airborne particles in a healthcare environment.

• Commissioning: Formal commissioning is required for HVAC, plumbing, and electrical systems to verify interactive performance.

• Safety: A dedicated Site Safety and Health Officer (SSHO) and a site-specific Accident Prevention Plan (APP) are mandatory.

• Operational Continuity: The Medical Center will remain operational 24/7; the contractor must coordinate phasing to ensure no lapses in service.

• Site visits are by appointment only through the Contracting Officer Representative (COR).

• Bidders must provide a warranty management plan and participate in 4-month and 9-month post-construction warranty inspections.

Forms / Attachments / Pricing Sheets

This document package contains several forms related to background investigations, identity verification, and employment eligibility for individuals working with the Department of Veterans Affairs (VA). These forms are essential for contractors and employees to complete as part of the hiring and onboarding process.

• Form #1: Background Investigation Request Worksheet: Used by contractors to provide information for background investigations for personnel added to an order. Requires details like Contracting Officer information, station/VISN number, purchase order number, risk level, and employee information including name, SSN, DOB, and place of birth.
• Form #2: VHA Service Center Contractor PIV Sponsorship Form: Collects personal information for a Personal Identity Verification (PIV) card sponsorship. Includes name, SSN, DOB, physical characteristics, citizenship, address, job title, and contractor company details.
• Form #3: VHA Special Agreement Checks (SAC) Memorandum: Used for special agreement checks, requiring name, SSN, contractor status, SON/SOI, Federal Agency Name, VISN Number, Station Number, date fingerprinted, and method of fingerprinting. Emphasizes that fingerprints must be completed within five business days after notice of award.
• Form #4: VHA Security Center PIV Credentials Turn-In Inventory Report: A report for tracking the turn-in of PIV credentials. Requires Contractor POC name & phone, employee name, company name, VA turn-in location, and turn-in date.
• VA FORM 10-0453: SCREENING CHECKLIST: A checklist for all appointees (including contractors) to ensure all required documentation for screening is completed, signed, and dated. It covers federal application forms, background checks, education verification, and other relevant documentation.
• CONTRACTOR SECURITY CHECK FORM: Collects information for a contractor security check, including contract employee name, SSN, position title, date fingerprinted, and adjudication details. Includes a code key for FBI hits.
• FINGERPRINT RECORD PREP SHEET: A form to prepare for fingerprint records, collecting personal details like name, SSN, DOB, physical characteristics, address, and phone number.
• HIPDB / NPDB (Health Integrity & Protection Data Bank/National Practitioner Data Bank): A form to collect information for health-related data banks, including personal details, education, licensure, specialty, and occupation.
• VA FORM 0711: REQUEST FOR PERSONAL IDENTITY VERIFICATION CARD: A comprehensive form for requesting a PIV card, covering applicant information, sponsor verification, background investigation type, and PIV card acceptance. It also includes sections for PKI certificate acceptance and issuer verification.
• Optional Form 306: Declaration for Federal Employment: A form used to assess fitness for federal contract employment, covering general information, selective service registration, military service, and detailed background information.
• USCIS Form I-9: Employment Eligibility Verification: The standard form used to verify the identity and employment authorization of individuals hired in the United States.

Bidders responding to opportunities requiring work with the VA will likely need to complete these forms for their personnel. Understanding the information required for each form (e.g., personal details, employment history, background check information) is crucial for timely proposal preparation and successful onboarding if awarded the contract. The forms highlight the VA's stringent requirements for background checks and identity verification for personnel accessing their facilities and systems.

Form / Attachment / Pricing Sheet

This document provides special instructions regarding Federal, State, and Local Taxes, specifically addressing FAR 52.229-3. It clarifies tax exemptions applicable to purchases made within New York State for incorporation into real property belonging to the U.S. Department of Veterans Affairs (VA).

• Notifies offerors of the U.S. government's immunity from taxation on purchases, services, or property sold by private persons under New York Consolidated Laws, Chapter 60 - Tax, Article 28.
• States that contractor purchases of building and construction materials for incorporation into VA real property in New York are exempt from New York State sales and compensating use taxes.
• Requires the successful offeror to complete ST-120.1 "Contractor Exempt Purchase Certificate" for such purchases and maintain it on file as per New York tax laws.
• Presumes that all bids received will reflect this tax exemption, and therefore, bids should not include New York State sales and compensating use taxes on materials for VA real estate.

Bidders must understand and apply these tax exemption rules when preparing their proposals and making purchases for this contract. Failure to correctly account for these exemptions could impact pricing and compliance. The requirement to complete and retain the ST-120.1 certificate is a key action item for the successful offeror.

Forms / Attachments / Pricing Sheets

This document contains the "Schedule of Drawings" for the "Refurbish & Upgrade the Laundry Ventilation System at St. Albans" project. It serves as an index to all the technical drawings associated with the project.

• Cover Sheet (G-001): Provides project identification and title.
• Mechanical Drawings (M-001 to M-002): Includes symbols, legends, scope of work, infection control notes, floor plans, sections, details, schedules, and flow diagrams for the mechanical systems.
• Drawings H-1 through H-9: Detail various aspects of the ventilation system, including floor plans, roof plans, sections, details, symbols, abbreviations, and flow diagrams.

This document is crucial for bidders as it outlines the complete set of drawings that define the scope, requirements, and technical specifications of the project. Potential bidders must review these drawings to understand the full extent of the work, including the existing conditions, proposed upgrades, and specific components to be installed or refurbished.

Form / Attachment / Pricing Sheet

This document is the "Buy American Certificate" provision (FAR 52.225-2, OCT 2022). It requires offerors to certify compliance with the Buy American Act for end products and their components.

• Offeror Certification: The offeror must certify that each end product is a domestic end product, and that domestic end products contain a critical component, unless listed otherwise.
• Foreign End Products: Offerors must list foreign end products, their country of origin, and indicate if they exceed 55% domestic content (unless COTS items).
• Domestic End Products with Critical Components: Offerors must separately list line-item numbers for domestic end products that contain a critical component.
• Definitions: Key terms such as "commercially available off-the-shelf (COTS) item," "critical component," "domestic end product," "end product," and "foreign end product" are defined within the solicitation's "Buy American-Supplies" clause.
• Certification Section: A section for the company to certify compliance with subcontracting limitations and to provide signatory information (Printed Name, Title, Signature, Date, Company Name and Address).

Bidders must complete and submit this certificate as part of their proposal. It is crucial for determining the eligibility of offered products under the Buy American Act and will be evaluated by the Government in accordance with FAR Part 25.

Form / Attachment / Pricing Sheet

This document, titled "S02 AUTODESK Contractors Access Instructions.pdf," serves as an access guide for external contractors to complete required Autodesk Build Construction management training through ProductivityNOW.

• Process Overview: Details the steps for contractors to request and receive access to ProductivityNOW training, including:
  • Contractor request for access within 14 days of contract award.
  • Provision of Name and Email to the COR.
  • COR granting access with a 12-day expiration.
  • COR assigning Autodesk training courses.
  • Contractor acknowledging the invite and starting training.
  • Contractor submitting completion certificates or memos.
• Notes: Emphasizes that access requests must be in writing through the COR, access expiration dates must be established, and ProductivityNOW access is separate from Autodesk Build access.
• Step-by-Step Instructions: Provides visual guides for:
  • Granting external access (logging in, navigating to VISN 2 Contractors Group, inviting external members, filling in details, and sending invites).
  • Assigning training (logging in, navigating to VISN 2 Contractors Group, going to Assets, assigning learning, setting a due date, selecting members, and saving).

This document is crucial for any bidder who is awarded a contract requiring Autodesk Build Construction management training. It outlines the specific procedures and steps necessary to obtain access to the training platform and complete assigned courses, ensuring compliance with contract requirements.

Form / Attachment / Pricing Sheet

This document serves as a mandatory privacy training for personnel who do not have access to VA computer systems or direct access to or use of VA Sensitive Information. It outlines the responsibilities for protecting VA sensitive information and protected health information (PHI).

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Provides examples of incidental disclosures.
• Outlines safeguards that must be followed to secure VA sensitive information.
• Lists six key privacy laws and statutes governing the VA (FOIA, Privacy Act of 1974, HIPAA, 38 U.S.C. 5701, 38 U.S.C. 7332, 38 U.S.C. 5705).
• Explains privacy rules concerning use and disclosure.
• Details how privacy is enforced, including civil and criminal penalties.
• Includes a signature section for the employee, contract agency, and VHA supervisor/contracting officer.

This document is relevant to bidders as it establishes the privacy and confidentiality requirements for personnel working with VA sensitive information. Contractors and their employees must understand and adhere to these regulations to protect veteran data. The signed form confirms completion of this training and understanding of responsibilities, which may be a requirement for contract performance.

Form / Attachment / Pricing Sheet

This document outlines the "Participation Goals for Minorities and Females" for federal and federally assisted construction contractors. It clarifies that these goals are percentage-based participation rates, not quotas, and are intended to measure the effectiveness of affirmative action efforts.

• Definition of Goals: Goals are established as percentage participation rates for minorities and females, aiming to be at least equal to the "economic area" percentage.
• Not Quotas: The document explicitly states that participation rate goals are not quotas, set-asides, or a device for achieving proportional representation or equal results.
• Good Faith Efforts: Contractors are required to make "good faith efforts" to meet goals, but failure to meet them is not a violation in itself.
• Applicability: Goals apply to all of a contractor's construction work sites, whether federal, federally assisted, or non-federally related.
• Specific Goals: A nationwide goal of 6.9% is established for female participation. Detailed goals for minorities are provided by state and economic area (e.g., SMSA and Non-SMSA counties).
• References: Cites Executive Order 11246 and relevant Federal Register notices for further information.

This document is crucial for bidders to understand the equal employment opportunity requirements related to minority and female participation. It informs them about the specific goals they will need to adhere to if awarded a contract, impacting their workforce planning and affirmative action strategies. Bidders should review the relevant geographic areas to understand the applicable minority participation goals.

Form / Attachment / Pricing Sheet

This document, titled "SAFETY AND ENVIRONMENTAL RECORD," is a form required for bidders/offerors to submit information regarding their past safety and environmental record. It is used by the Government to make a Determination of Responsibility prior to award.

• Certification of Safety Record: Bidders must certify they have had no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or EPA violation(s) in the past three years.
• Experience Modification Rate (EMR): Bidders must provide their current EMR, which must be equal to or less than 1.0. This information should be obtained from the bidder's insurance company on their letterhead. Special instructions are provided for self-insured contractors or those unable to obtain EMR ratings on standard letterhead, including the use of form ERM-6 and obtaining ratings from the National Council on Compensation Insurance (NCCI) or state-run rating bureaus.
• Certification of Compliance: A section for the bidder to certify that if awarded the contract, they will comply with limitations on subcontracting and that they are authorized to execute the certification.
• Signatory Information: Fields for Printed Name of Signee, Printed Title of Signee, Signature, Date, and Company Name and Address.

Submission of this completed form is mandatory. Failure to submit the required information or affirmation of being within the specified guidelines will result in a determination of "Non-Responsibility," making the bidder ineligible for award. This requirement applies to all subcontracting tiers, and prime contractors are responsible for ensuring their subcontractors also meet these requirements.

Form / Attachment / Pricing Sheet

This document outlines the "Limitation on Subcontracting" clause that offerors must acknowledge and certify compliance with if awarded a contract. It details the percentage of work that must be performed by the prime contractor and its subcontractors, depending on the contract type (Services, General Construction, Special Trade Construction).

• Services Contracts: Prime contractor cannot pay more than 50% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs.
• General Construction Contracts: Prime contractor cannot pay more than 85% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. The cost of materials is excluded.
• Special Trade Construction Contracts: Prime contractor cannot pay more than 75% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. The cost of materials is excluded.
• Certification Requirement: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal. Failure to do so will result in the offer being deemed ineligible for award.
• Compliance Verification: Offerors understand they may be required to provide documents or records to the VA to demonstrate compliance during performance and upon completion.
• Penalties: False or fraudulent certification may lead to criminal, civil, or administrative penalties, including prosecution.

This document is critical for bidders to understand the subcontracting limitations applicable to the opportunity. Bidders must carefully review these percentages and ensure their proposed approach, including any subcontracting plans, will meet these requirements. The completed and signed certification is a mandatory submission item for proposal eligibility.

Other / Unclassified

This document is a notice regarding a FAR deviation for February 2025. It states that the System for Award Management (SAM) may continue to require entities to complete representations based on provisions not included in agency solicitations. Examples provided are FAR 52.222-25 (Affirmative Action Compliance) and FAR 52.212-3(d) (Offeror Representations and Certifications—Commercial Products and Commercial Services).

Contracting officers will not consider these representations when making award decisions or enforcing requirements. Entities are not required to, nor are they able to, update their entity registration in SAM to remove these representations. This notice informs potential bidders that certain representations may appear in SAM despite not being part of the current solicitation requirements and should be disregarded for award purposes.

Solicitation / RFP / RFQ

This solicitation is for the refurbishment and equivalent replacement of four existing HVAC (HV) units and seven exhaust fans serving the laundry operation, along with small capacity AC units for staff breakrooms at the Veterans Affairs Medical Center, Jamaica, NY. The project aims to restore serviceability to the ventilation system due to non-operational units and fans, serving as an interim measure before a long-term upgrade.

• HV Units (HV-1 to HV-4): Replace 30/40 HP motors and fans, potentially with new high-efficiency fan array sections, direct-drive motors, and Variable Frequency Drives (VFDs). Includes cleaning, component replacement, new filters, preheat/reheat coils, control systems, and electrical breaker replacement.

• Exhaust Fans (GX-1, 2, 3, 4, 5, E-1, E-2): Refurbish existing fans, replace motors with NEMA premium-efficiency inverter-duty motors, install new variable-speed drives, replace bearings/seals, install new sealant, access doors, motorized dampers, and filters. Includes electrical breaker replacement.

• Piping and Devices: Replace existing steam PRV station, relief valve, and all associated steam and condensate piping, fittings, and traps.

• AC Units: Remove and replace AC 2 & ACCU1 with new equivalent split systems, and AC 1 with a new equivalent package unit.

• Painting: Sandblast and paint structural steel for exhaust fans; clean and epoxy paint mechanical room floors.

• Controls: Interface all controls with the existing Johnson Controls BMS system, updating hardware and software to the latest version.

• Testing, Adjusting, and Balancing (TAB) & Commissioning: Perform TAB and commissioning for all HVAC units and fans, including pre-functional checks, functional performance testing, measurements, balancing, controls integration, and training.

• Project Management: Utilize the VISN 2 Autodesk Build Construction Management platform.

• Contract Type: Firm-Fixed-Price.

• Performance Period: 240 calendar days from the Notice to Proceed.

• Magnitude of Construction: Between $1,000,000 and $2,000,000.

• Bids Due: April 17, 2026, by 12:00 PM EDT, submitted by email only to Vladimir.Stoyanov@VA.GOV. No late bids will be accepted.

• Public Bid Opening: April 21, 2026, at 3:00 PM, held remotely.

• Site Visit: March 27, 2026, at 10:00 AM.

• RFI Submittal Date: April 3, 2026, by 12:00 PM via email to Vladimir.Stoyanov@VA.GOV.

• RFI Answers: Posted by close of business on April 10, 2026.

• Total Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside procurement.

• All SDVOSBs must be registered at www.sba.gov and www.sam.gov prior to offer submission and at the time of award.

• NAICS code: 236220, Size Standard: $45.0 million.

• Award is subject to availability of funds.

• All bidders must attest to and answer all questions, acknowledge all modifications, and review all attachments.

• Bid guarantee required (20% of bid price or $3,000,000.00, whichever is less).

• Performance and Payment Bonds are required.

• Supplemental insurance requirements include Workers' Compensation, General Liability ($1,000,000 per occurrence), and Automobile Liability.

Form / Attachment / Pricing Sheet

This document outlines the formulation of liquidated damages for the solicitation identified by Solicitation Number 36C24226B0014 (REPAIR PARKING LOTS AND ROADS SA). It details the daily costs assessed for inexcusable delays in contract administration and facility engineering.

• Daily Liquidated Damages for Contract Administration: Calculated based on civilian wage rates for Contracting Officer Supervisor, Contracting Officer, Contract Specialist, and Legal Officer, totaling $442.01 per day.
• Daily Liquidated Damages for Facility Engineering: Calculated based on wage rates for Construction Manager and Project Engineer, totaling $277.52 per day.
• Grand Total Per Day: The combined liquidated damages for inexcusable delay is $719.53.
• Basis for Calculation: Rates are based on the General Schedule Locality Pay Table (NEW YORK CITY), effective January 1, 2026. Costs are derived from historical trends related to contract administration time.
• Purpose of Damages: Compensatory only.
• Governing Regulations: In accordance with Federal Acquisition Regulation 11.503(b), 36.206, and 52.211-12.

This document is critical for bidders to understand the financial implications of project delays. It specifies the exact amount of liquidated damages that will be assessed per calendar day of delay beyond the scheduled completion date. This information should be factored into project scheduling, risk assessment, and overall bid pricing to ensure compliance and avoid penalties.

Solicitation

This solicitation is for the refurbishment and part-equivalent replacement of existing HVAC (HV) units and exhaust fans serving the laundry operation at the St. Albans VA Medical Center in Queens, NY. The project aims to restore functionality to critical ventilation systems, specifically addressing non-operational Air Handling Units (AHUs) and ventilation fans that are causing inadequate airflow and compromised environmental conditions. This is an interim measure until a long-term upgrade project is implemented.

• Refurbish and replace motors, fans, frames, and accessories for four HV units (HV-1 through HV-4).

• Provide new fan array sections with high-efficiency, direct-drive motors and Variable Frequency Drives (VFDs) for reduced power consumption and redundancy.

• Clean, repair, or replace interior components and lubricate components for HV units and outside air dampers.

• Install new filters, preheat/reheat heating coils, control valves, thermostats, and fire/automatic dampers for HV units.

• Replace main electrical breakers for HV units at the MCC panel.

• Install new digital local control systems for HV units, interlocked with exhaust systems and space temperature.

• Refurbish existing exhaust fans (GX-1, 2, 3, 4, 5, E-1, E-2) and install new NEMA premium-efficiency inverter-duty motors and VFDs.

• Replace bearings, seals, install new sealant on ductwork, access doors, and motorized dampers.

• Replace filters on roof exhaust fans.

• Replace steam PRV station and relief valve on the expansion/flash tank.

• Replace all steam and condensate piping, fittings, valves, and F&T traps connected to new steam coils.

• Remove and replace specific AC units (AC 2, ACCU1, AC 1) with new equivalent systems.

• Sandblast and paint structural steel for exhaust fans GX 1-5.

• Clean and epoxy paint mechanical room floors.

• All controls must interface with the existing Johnson Controls BMS system.

• Provide Testing, Adjusting, and Balancing (TAB) and commissioning by an independent certified firm.

• Provide a minimum of 8 hours of instructor-led training for VA operations staff.

• Performance Period: 240 calendar days from Notice to Proceed (NTP).

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• NAICS Code: 236220 (Commercial and Institutional Building Construction).

• Product Service Code: Y1DZ.

• Response Date/Time: April 14, 2026, 12:00 PM Eastern Time, New York, USA.

• Mandated walkthrough to verify site conditions is required.

• Contractor must notify the Contracting Officer of any observations not included in the SOW during the bidding process.

• Contractor is responsible for verifying all quantities, field conditions, and measurements prior to starting work and notifying the CO/COR of any differing site conditions.

• Professional Engineer-stamped shop drawings, infection control, ILSM, and a phasing plan are required.

• Advanced hourly coordination (overtime, weekend, holiday) is required.

• This opportunity is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBC).

• The St. Albans VA Medical Center is located at 179-00 Linden Boulevard, Jamaica, NY 11425.

• Contractors must complete "VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information."

• Contractors are required to utilize the VISN 2 Autodesk Build Construction management platform (Autodesk Construction Cloud - ACC).