Y1DZ--NRM - CONSTR PROJ - 630-26-102 Design Build HVAC Bldgs. 4 and 5

Amendment / Modification

• This amendment (0001) is issued to provide responses to Requests for Information (RFIs) related to the solicitation.

• The response date for offers remains March 4, 2026, at 12 PM EST.

• The attached document contains responses to vendor questions and clarifications.

• The amendment primarily addresses clarifications stemming from vendor RFIs.

• Specific questions and answers are provided in the attached document.

• The deadline for proposal submissions has not changed (March 4, 2026, 12 PM EST).

• Vendors are instructed to acknowledge receipt of this amendment.

• The amendment references "Attachment A" which is VA Privacy Training for Personnel without Access to VA Computer.

Form / Attachment / Pricing Sheet

This document outlines the "basic" privacy training requirement for Department of Veterans Affairs (VA) personnel, including contractors, volunteers, and other individuals, who do not use VA sensitive information or protected health information (PHI), or who do not have access to VA computer systems containing such information. It details the responsibilities for protecting VA sensitive information that may be incidentally or accidentally seen or overheard.

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Explains "Incidental" Disclosures and provides examples.
• Lists Safeguards personnel must follow to secure VA sensitive information.
• Outlines the Six Privacy Laws and Statutes Governing VA (FOIA, Privacy Act of 1974, HIPAA, 38 U.S.C. 5701, 38 U.S.C. 7332, 38 U.S.C. 5705).
• Details Privacy Rules Concerning Use and Disclosure.
• Explains how privacy is enforced, including penalties for violations.
• Requires personnel to know their VA/VHA Privacy Officer and Information Systems Security Officer.
• Includes a signature section for the employee and contractor agency, to be submitted to a supervisor/contracting officer for data entry into the Talent Management System (TMS).

This document is relevant to bidders as it establishes mandatory privacy training requirements for personnel who may interact with VA sensitive information, even indirectly. Contractors must ensure their personnel complete this training, as outlined, to comply with VA regulations. Failure to comply can result in penalties. It also highlights the importance of protecting Veteran data, which is critical for any contractor working with the VA.

Solicitation / RFP / RFQ

This is a Request for Proposal (RFP) for a Two-Phase Design-Build project to upgrade the HVAC systems in Buildings 4 and 5 at the New York Harbor Veteran’s Affairs Medical Center. The project aims to address issues with existing equipment overheating and shutting down during peak loads, requiring new electrical switchgear for backup power to critical chillers.

• Design and construction services for HVAC upgrades in Buildings 4 (4,650 sq ft) and 5 (10,045 sq ft).

• Installation of new electrical switchgear to support two existing 1200-ton chillers and associated equipment.

• Development of complete construction documents, including demolition, architectural, plumbing, fire protection, mechanical, and electrical drawings.

• Compliance with VA specifications, applicable codes, EPA regulations, and manufacturer specifications.

• Provision of a share point or FTP site for document transfer and submittal review.

• Completion of VA Privacy and Information Security Awareness training.

• Utilization of the VISN 2 Autodesk Build Construction management platform.

• Contract Type: Firm-Fixed-Price.

• Performance Period: 850 calendar days from Notice to Proceed (90 days for A/E design services, 760 days for construction).

• Magnitude of Construction: Between $2,000,000 and $5,000,000.

• This is a Two-Phase Design-Build procurement.

• Phase I: Open to all SDVOSB offerors. Proposals due March 4, 2026, 12:00 PM EST. Evaluation Factors: Technical Approach, Technical Qualifications (Specialized Experience and Capability to Perform), and Past Performance. Up to three offerors will advance to Phase II.

• Phase II: Open only to selected Phase I offerors. Proposals will include Design Concepts, Management Approach, Schedule, and Price. Award will be made using a "Best Value" tradeoff process.

• Key Deadlines:

  • Questions Due: February 25, 2026, 2:00 PM EST.
  • Phase I Proposals Due: March 4, 2026, 12:00 PM EST.
  • Pre-proposal Site Visit: February 9, 2026, 1:00 PM.

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

• Contractors must be registered in SAM and verified/certified as SDVOSB in the SBA Small Business Search at the time of bid/offer submission and before award.

• Offerors must submit their annual Vets4212 Report.

• NAICS Code: 236220 (Business Size: $45 Million).

• Performance and payment bonds are required.

• FAR 52.225-2 Buy American Act Certificate is required with the proposal.

• A pre-proposal site visit is mandatory; no other site visits will be allowed.

Form / Attachment / Pricing Sheet

This document is an Access Guide for "ProductivityNOW eLearning" and provides step-by-step instructions for granting external contractors access to complete required Autodesk Build Construction management training. It outlines the process for requesting, granting, and assigning training.

• Process Overview:
  • Contract must be awarded.
  • Contractor requests access via COR within 14 days of award, providing Name and Email.
  • COR grants access with a 12-day expiration, assigns training, and informs the contractor.
  • Contractor staff accept the invite and begin training.
  • Contractor submits completion certificates or competency memos to COR.
• Notes:
  • Access requests must be in writing through the COR.
  • COR must establish an expiration date (52 external users allowed per VISN).
  • ProductivityNOW access is separate from Autodesk Build access.
• Step-by-Step Instructions: The guide includes detailed visual instructions for:
  • Granting External Access (Login, navigate to Work Group, invite external members, fill in details, set expiration, send).
  • Assigning Training (Login, navigate to Work Group, select asset, assign learning, set due date, select members, save).

This document is crucial for any bidder who is awarded a contract requiring Autodesk Build Construction management training. It details the exact procedure they and their staff must follow to gain access to the necessary training platform and complete assigned courses. Bidders should familiarize themselves with this process to ensure timely compliance with training requirements.

Form / Attachment / Pricing Sheet

This document outlines the requirements for bidders/offerors to submit information regarding their past Safety and Environmental record. This information is crucial for the government's Determination of Responsibility.

• OSHA/EPA Violations: 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 submit their current EMR, which must be equal to or less than 1.0. This rating should be obtained from the bidder's insurance company on their letterhead.
• Special EMR Requirements: Self-insured contractors or those unable to provide EMR on insurance letterhead must obtain it from the National Council on Compensation Insurance, Inc. (NCCI) using form ERM-6, or from their state-run workers' compensation insurance rating bureau for specific states.
• Certification: A signed certification is required, affirming compliance with subcontracting limitations and authorizing the signatory to execute the certification on behalf of the company.

Failure to affirm compliance with these safety and environmental guidelines or to submit the required information 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 assessing their subcontractors' responsibility. The government will use this information, along with data from government systems (e.g., OSHA and EPA databases), to make a final Determination of Responsibility.

Other / Unclassified

This document outlines the comprehensive safety requirements for construction projects, focusing on accident prevention, hazard analysis, and specific safety protocols. It details requirements for:

• Accident Prevention Plan (APP): Mandates a detailed plan covering responsibilities, training, inspections, and incident reporting for both prime and subcontractors.
• Activity Hazard Analyses (AHAs): Requires pre-task hazard assessments for all work activities.
• Personnel Requirements: Specifies roles and qualifications for Site Safety and Health Officers (SSHO) and Competent Persons (CP), including mandatory training (OSHA 10/30-hour).
• Specific Safety Areas: Covers fall protection, scaffolding, excavation, electrical safety (NFPA 70E), confined space entry, fire safety (NFPA 241), infection control (critical for healthcare facilities), and personal protective equipment (PPE).
• Reporting and Documentation: Outlines requirements for accident investigation, OSHA logs, man-hour reporting, and submission of safety plans and analyses.

This document is crucial for bidders as it defines the mandatory safety standards and procedures that must be adhered to throughout the project. Understanding these requirements is essential for:

• Cost Estimation: Safety compliance often involves significant costs for training, equipment, and personnel.
• Project Planning: The need for detailed plans (APP, AHAs) and specific procedures impacts project scheduling and resource allocation.
• Risk Assessment: Bidders must assess their capability to meet stringent safety regulations, especially concerning high-hazard activities and infection control in healthcare settings.
• Compliance: Failure to comply can lead to work stoppages, penalties, and contract termination. Bidders must ensure their safety programs align with these specifications.

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 basic privacy training requirements for contractors, volunteers, or other personnel who may incidentally or accidentally encounter VA sensitive information.

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Explains "Incidental" Disclosure with examples.
• Details safeguards personnel must follow 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).
• Outlines privacy rules concerning use and disclosure of protected health information.
• Explains how privacy is enforced, including potential civil and criminal penalties.
• Requires personnel to identify their VA/VHA Privacy Officer and Information Systems Security Officer.
• Includes a signature section for the employee and contractor agency, to be provided to a supervisor/contracting officer for data entry into the Talent Management System.

This document is relevant to bidders as it mandates specific privacy training for personnel who may interact with VA sensitive information. It highlights the importance of protecting veteran data and outlines the legal framework and safeguards required. Personnel must complete this training, and a copy of the signed form must be submitted to the supervisor/contracting officer. Failure to comply can result in penalties. Bidders should ensure their personnel are aware of and comply with these requirements.

Solicitation / RFP / RFQ

This document outlines the general requirements for a Design-Build project to install new HVAC systems in Buildings 4 and 5 at the New York Harbor Veteran’s Affairs Medical Center. The project involves site preparation, demolition, and the construction of heating, ventilation, and air conditioning systems for both buildings. Additionally, it requires the provision and installation of new electrical switchgear to support existing chillers.

• Complete site preparation, including demolition and removal of existing structures.

• Design and construction of HVAC systems for Buildings 4 (4,650 sq ft) and 5 (10,045 sq ft).

• Installation of new electrical switchgear for backup power to two existing 1200-ton chillers.

• Provision of all labor, materials, tools, supervision, and equipment.

• Development of construction documents, specifications, and a detailed cost estimate.

• Adherence to VA design guidelines, manufacturer specifications, and applicable codes (e.g., OSHA, EPA).

• Development of construction phasing plan, infection control risk assessment plan, and interim life safety measures plan.

• Submission of 35%, 65%, and 100% design drawings and specifications.

• Provision of a SharePoint or FTP site for drawing transfer and submittal review.

• The contract involves design/build services.

• Specific contract type, period of performance, and estimated value are not detailed in this section.

• Bidders must visit the site by appointment with the Medical Center Engineering Officer.

• Training records for all employees (10-hour OSHA certified) must be submitted for approval.

• Proof of an OSHA certificated "competent person" on-site is required.

• Design drawings and specifications must follow VA Program Guide PG 18-15 Volume C and Autodesk Build regulations.

• Security requirements include a security plan, employee badging, and document control procedures.

• Not specified in this document.

• The document references numerous other specification sections and VA Technical Information Library (TIL) documents for detailed requirements.

• Contractors must comply with VA security management programs and obtain necessary permissions.

• Site visits are by appointment only.

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

This document outlines the requirements for construction contractors and A/E design firms selected for work at VISN 2 VA facilities, specifically regarding the mandatory use of the VISN 2 Autodesk Build Construction management platform (Autodesk Construction Cloud - ACC).

Contractors are required to utilize the ACC platform for all project-related submissions and official correspondence. This includes, but is not limited to, RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

• Platform Access: Request access to the ACC platform and ProductivityNOW eLearning Site within 14 days of contract award.
• Authorized Users: Only staff who will utilize the platform (e.g., Project Manager, Sub-contractor POC, Site Manager, Safety Officer) should be granted access.
• Access Request: Submit a written request to the Project Contracting Officer Representative (COR) including full name, company name, email address, and role/position for each staff member.
• Training: All granted staff must complete required ACC training through the ProductivityNOW platform within 12 calendar days of access being granted. Access to the eLearning site expires after this period.
• Certificates: Submit certificates of completion to the COR within 2 business days of successful training.
• Staff Changes: Inform the COR of any staff changes affecting ACC platform access within 2 business days. This includes requesting termination of access or replacement of personnel.
• Communication: All official project correspondence and collaboration must occur via the ACC platform. Correspondence outside the platform will not be considered governing authority and will be at the contractor's expense.

Not specified in this document. The document pertains to work at VISN 2 VA facilities.

• No Cost to Contractor: Access to the ACC platform and training portal will be provided by VISN 2 at no cost to the contractor.
• No Additional Compensation: No additional time or contract amount will be provided for failure to utilize the ACC platform as the official communication and collaboration system.
• Submission Acceptance: Contractor submissions will not be accepted, and work cannot begin, until all ACC Platform requirements, including training, are met.

Other / Unclassified

This notice informs entities about potential discrepancies between System for Award Management (SAM) requirements and agency solicitations regarding FAR clauses. Specifically, it addresses representations that may appear in SAM but are not included in agency solicitations, such as 52.222-25 (Affirmative Action Compliance) and paragraph (d) of 52.212-3 (Offeror Representations and Certifications—Commercial Products and Commercial Services).

Contracting officers will not consider these outdated or extraneous representations when making award decisions or enforcing requirements. Entities are neither required nor able to update their SAM registration to remove these specific representations. This information is relevant to bidders as it clarifies that certain representations found in SAM may not be applicable to this specific opportunity and will not impact award decisions.

Form / Attachment / Pricing Sheet

This document is a provision titled "Buy American Certificate" (FAR 52.225-2, OCT 2022). It requires offerors to certify compliance with the Buy American Act for end products proposed. This provision is prescribed for use in solicitations as specified in FAR 25.1101(a)(2).

• Certification Requirement: Offerors 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, specifying their country of origin. For foreign end products not wholly or predominantly iron or steel, or COTS items, offerors must indicate if they exceed 55% domestic content.
• Domestic End Products with Critical Components: Offerors must separately list line-item numbers of domestic end products that contain a critical component.
• Definitions: Key terms like "commercially available off-the-shelf (COTS) item," "critical component," "domestic end product," "end product," and "foreign end product" are defined in the "Buy American-Supplies" clause.
• Evaluation: The government will evaluate offers according to FAR Part 25.
• Certification Section: A section is provided for the offeror to certify compliance with subcontracting limitations, provide printed name and title, signature, date, and company name and address.

Bidders must carefully review this provision to understand the requirements for certifying the origin and domestic content of their proposed end products. Failure to properly complete and submit this certification may impact the evaluation of their offer. Bidders need to identify which of their proposed items are domestic or foreign end products, whether they contain critical components, and their domestic content percentage where applicable.

Form / Attachment / Pricing Sheet

This document outlines the "Limitation on Subcontracting" requirements for potential bidders. It specifies the percentage of contract work that must be performed by the prime contractor and cannot be subcontracted to firms that are not VIP-listed Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).

• Services Contract: No more than 50% of the amount paid by the government can go to non-VIP-listed SDVOSBs/VOSBs. Costs for other direct costs may be excluded under specific conditions.
• General Construction Contract: No more than 85% of the amount paid by the government can go to non-VIP-listed SDVOSBs/VOSBs. The cost of materials is excluded.
• Special Trade Construction Contractors: No more than 75% of the amount paid by the government can go to non-VIP-listed SDVOSBs/VOSBs. The cost of materials is excluded.
• Certification: Offerors must certify their compliance with these limitations. This certification is subject to penalties for false statements.
• Compliance Verification: The VA may require documentation (invoices, subcontracts, task values) to verify compliance during contract performance and upon completion.

Bidders must carefully review these limitations based on the predominant NAICS code for the acquisition. Failure to complete and return the certification with the offer will render the offer ineligible for award. Understanding and planning for compliance with these subcontracting limitations is crucial for proposal preparation and contract execution.

Form / Attachment / Pricing Sheet

This document provides instructions and requirements for bidders regarding New York State sales and compensating use taxes in relation to Federal tax exemption.

• Tax Exemption Notification: Informs offerors that the U.S. Government is immune from taxation in New York for purchases, uses, or consumption, and for services or property not ordinarily sold by private persons.

• Contractor Exempt Purchase Certificate (ST-120.1): Successful offerors must complete this form when purchasing construction materials to be incorporated into U.S. Department of Veterans Affairs (VA) real property.

• Incorporation into Real Property: The exemption applies to building and construction materials purchased within New York for incorporation into VA real property.

• Pricing: All bids are presumed to reflect this tax exemption. Bidders should not include New York State sales and compensating use taxes on sales of materials for incorporation into VA real estate under this contract.

• Compliance: The successful offeror must complete and maintain the ST-120.1 form as required by New York tax laws.

Form / Attachment / Pricing Sheet

This document outlines the "Participation Goals for Minorities and Females" for federal and federally assisted construction contractors. It details the establishment of percentage-based participation rates for minorities and females, emphasizing that these goals are not quotas and that compliance is measured by "good faith efforts" to meet them.

• Goals: Percentage participation rates for minorities and females are established based on "economic areas." Specific nationwide goals are provided for females (6.9%) and detailed goals for minorities are listed by state and economic area.
• Applicability: Goals apply to all of a contractor's construction work sites, regardless of whether the site is federal, federally assisted, or non-federally related.
• Compliance: Contractors must make good faith efforts to employ minorities and women evenly on each project. Transferring minority or female employees solely to meet goals is a violation.
• Executive Order 11246: Goals are consistent with this order and aim to eradicate barriers to equal employment opportunity without permitting unlawful preferential treatment or quotas.
• Inclusions: Federal or federally assisted construction contracts and subcontracts in excess of $10,000 must include these goals.

Bidders must understand these participation goals as they will likely be a contractual requirement for any federal or federally assisted construction contracts. This document provides the specific targets and compliance expectations related to minority and female employment, which will influence workforce planning and reporting.

Form / Attachment / Pricing Sheet

This document outlines the formulation of liquidated damages for Solicitation Number 36C24226R0018, "630A4-26-102 GI RENOVATION PHASE III - DB". It details the calculation of daily damages based on the estimated time required for government personnel to address contractor delays.

• Contracting, Engineering, and Legal Reviews: Estimated daily liquidated damages are calculated based on the hourly rates and estimated hours for a Contracting Officer Supervisor (GS-13/6), Contracting Officer (GS-12/8), Contract Specialist (GS-11/1), Legal Officer (GS-14/4), Construction Manager (GS-13/10), and Project Engineer (GS-12/6).
• Total Daily Damages: The sum of estimated daily damages for both categories is $719.53.
• Basis for Calculation: Costs are derived from historical trends related to the time government personnel require for additional contract administration due to contractor delays.
• Purpose of Liquidated Damages: Compensatory only; the government reserves the right to seek actual damages if they are distinct from contractor delays.
• Governing Regulations: Formulation aligns with Federal Acquisition Regulation (FAR) 11.503(b), 36.206, and 52.211-12.

Bidders should note the significant daily cost of $719.53 that will be assessed for each calendar day of inexcusable delay beyond the scheduled completion date. This highlights the importance of adhering to project timelines to avoid substantial financial penalties.

Amendment / Modification

This document is a modification to a General Decision, specifically NY20250003, with the latest modification dated 12/12/2025. It supersedes a previous decision, NY20240003.

The document lists various construction trades and their corresponding wage rates and fringes. It includes modifications to the General Decision number NY20250003, with publication dates for each modification listed from 01/03/2025 through 12/12/2025.

Specific trades detailed include:

• Asbestos Workers/Insulator
• Hazardous Material Handler
• Boilermaker
• Bricklayer
• Mason - Stone
• Pointer, cleaner and caulker
• Marble Mason
• Terrazzo Finisher
• Terrazzo Worker/Setter
• Tile Finisher
• Marble Finisher
• Bricklayer
• Marble Polishers
• Tile Layer
• Carpenter (Building & Residential)
• Carpenter (Heavy & Highway)
• Millwright
• Dock Builder & Piledrivermen
• Diver Tender
• Diver
• Timbermen
• Soft Floor Layers
• Electrician
• Groundman
• Heavy Equipment Operator
• Lineman and Cable Splicer
• Tree Trimmer
• Elevator Constructor
• Elevator Mechanic (Modernization and Repair)
• Power Equipment Operator (Heavy & Highway, Pavement-Heavy & Highway, Steel Erection, Utility)
• Ironworker (Structural, Metallic Lathers and Reinforcing, Stone Derrickman, Ornamental)
• Laborer (Cement and Concrete Workers, Building Construction, Free Air & Tunnel, Highway Construction, Asphalt Construction)
• Glazier
• Painter (Drywall Finishers, Lead Abatement Worker, Spray, Scaffold and Sandblasting, Structural Steel and Bridge)
• Plasterer
• Cement Mason/Concrete Finisher
• Plumber (Mechanical Equipment and Service)
• Service Fitters
• Sprinkler Fitters
• Steamfitters
• Roofer
• Sheet Metal Worker (Building Construction, Residential Construction)
• Truck Driver (Asphalt, Euclids & Turnapulls, High Rise)
• Welders

This document provides updated wage determinations. Bidders should ensure their proposals and cost estimates reflect these prevailing wage rates for the relevant trades in New York State, specifically within the listed counties (Bronx, Kings, New York, Queens, Richmond).

It also references Executive Orders (EO) 13706 and 13658 regarding paid sick leave and minimum wage for federal contractors, respectively. Bidders should be aware of these requirements.

Other / Unclassified

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 lists various occupations and their corresponding minimum hourly wage rates and fringe benefits required for contracts covered by the Service Contract Act (SCA) in specific geographic areas. This particular determination is for New York Counties (Bronx, Kings, New York, Queens, Richmond, Rockland, Westchester).

This document is crucial for potential bidders on Service Contract Act-covered opportunities. It establishes the minimum wage rates and fringe benefits that must be paid to employees performing work under such contracts. Bidders must use this information to accurately calculate labor costs when preparing their proposals, ensuring compliance with federal labor laws. It details rates for a wide range of occupations, from administrative support and clerical roles to technical, health, and service occupations. The document also includes notes on specific occupational requirements (e.g., Janitor), hazardous pay differentials, uniform allowances, and the process for conforming unlisted occupations to the wage determination.

Solicitation / RFP / RFQ

This is a pre-solicitation notice for a Design-Build project to upgrade the HVAC systems in Buildings 4 and 5 at the Manhattan Campus VA Medical Center. The project aims to replace existing AC Plants with new chillers and cooling towers, addressing issues with insufficient ventilation and overheating of new variable frequency drive cabinets. Electrical switchgear upgrades are also required to ensure minimum cooling for the Main Hospital.

• Design and construction services for HVAC system upgrades in Buildings 4 and 5.

• Installation of three new chillers and associated cooling towers.

• Implementation of cooling solutions for new variable frequency drive cabinets.

• Upgrade of electrical switchgear to provide minimum cooling to the Main Hospital.

• Magnitude of construction is estimated between $2,000,000 and $5,000,000.

• A 20% Bid Bond is required with the bid.

• The solicitation is expected to be posted on or about January 5, 2026.

• Solicitation materials (Information for Bid Details, Specifications, Drawings, Contract Forms) will be available electronically on beta.sam.gov.

• Information regarding a scheduled site visit will be provided in the Solicitation.

• Response Date/Time/Zone: December 31, 2025, 11 AM Eastern Time, New York, USA.

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

• NAICS Code: 236220

• Small Business Standard: $45 Million

• Contact Person: Kim Gomez, Contract Specialist (kimberly.gomez@va.gov).

• The contracting office zip code is 10548. The Place of Performance is New York Harbor VA Medical Center, 423 E 23rd St., New York, NY 10010.