Z1DA--565-22-7005 | EHRM Infras Upgrades | Fayetteville, NC

Questions & Answers / Clarifications

This document contains responses to vendor questions regarding the solicitation for services related to the VA facility.

• SBVOSB Requirements: The 100% set-aside for SDVOSBs applies only to the prime contractor, who must be certified in the SBA VetCert database. Subcontractors are not subject to this specific requirement.
• Onsite Storage: Onsite storage is not automatically provided. Contractors must submit a written request for approval.
• Working Hours: Cable replacements, shutdowns, and above-ceiling work must be performed after-hours (6 PM – 5 AM) and require a written plan for VA review and approval.
• Containment Carts: Containment carts (Dust Buggies) are required in areas designated as ICRA Class III or IV, as detailed in Specification 01 35 26.
• Testing Requirements: 100% of Category 6A and fiber optic connections require testing in the presence of an inspector.
• OTDR Testing: Comprehensive OTDR testing is mandatory for all fiber optic cable, as per Specifications 27 08 00, 27 13 23, and 27 15 00.
• Rack Layout: A Category 5e patch panel is required for future copper backbone connections, even if copper backbone cabling is not explicitly part of the current installation scope.
• Main Computer Room Cabinets: Specific cabinet types and responsibilities (e.g., Koldlock, anchoring) are detailed in ISTS Specification 01 00 00.A and Specification 13 05 41.
• Ladder Tray: Ladder tray is permitted only for vertical fiber riser applications, not horizontal runs, with fill not exceeding 40% (Specification 27 05 36).
• Cabling Quantities: Specific quantities for Category 6A cables and 48F fiber optic strands are provided for connections between MDAs, HDAs, and ED cabinets, referencing attached standard details.
• Blanking Panels: Rack blanking panels are required only in the Main Computer Room, not in Telecommunications Rooms.
• Symbol Clarification: Keynotes 20 and 25 on different drawings clarify distinct scopes: KN20 relates to retaining existing analog/phone cable, while KN25 pertains to the removal of WAO locations and associated cabling.

These clarifications provide essential details on technical requirements, installation procedures, and material specifications, which bidders must consider when preparing their proposals. No changes to submission deadlines or evaluation factors were indicated.

Amendment / Modification

This amendment serves to:

• Publish answers to Request for Information (RFI) received.

• Publish Addendum 1 to the MRC structured cabling detail.

• RFI Responses (Attachment 1)

• MRC Structured Cabling Detail (Attachment 2, Addendum 1)

All other terms and conditions remain unchanged. No impact on proposal deadlines or submission rules is indicated, beyond the inclusion of these new attachments.

Form / Attachment / Pricing Sheet

This document is a generic floor plan for small data centers, specifically detailing the structured cabling layout for Main Distribution Areas (MDAs) and Horizontal Distribution Areas (HDAs). It serves as a reference for the physical arrangement of network cabling infrastructure.

• Depicts the placement of UPS (Uninterruptible Power Supply) units, CRAC (Computer Room Air Conditioner) units, MDAs, and HDAs.
• Illustrates the types and quantities of cabling, including:
  • 24 Duplex LC (one 48-strand OM4) cables (A-side and B-side)
  • 48 Cat 6A cables (A-side and B-side)
  • MPO to MPO connections between A-side and B-side HDAs and MDAs.
• Shows connections to "Diverse Routing Cabinets (Equipment Distributor)" to Horizontal Distribution Areas.

This attachment provides critical visual information regarding the physical layout and cabling requirements for data center infrastructure. Bidders should use this to understand the spatial relationships of equipment and the specific types and quantities of structured cabling involved in the opportunity, which will inform their technical approach and potentially their pricing.

Amendment / Modification

This amendment to Solicitation 36C77626R0008 makes the following changes:

• Provides answers to Request for Information (RFI) received.

• Includes an addendum to the specifications.

• Furnishes a brand name justification and approval (J&A).

• Extends the offer due date from March 20, 2026, to March 30, 2026, at 2:00 PM Eastern Standard Time.

• Provides a revised A.3 Price/Cost Schedule with an updated CLIN structure.

• Removes the divisional pricing requirement.

• Removes the divisional pricing attachment.

• Revises the language for Factor 4, Price Evaluation Methodology.

• Incorporates VAAR 852.204-70 and VAAR Clause 852.204-72 regarding Personnel Vetting and Credentialing.

• Section A.3 Price/Cost Schedule (revised CLIN structure and removal of divisional pricing).

• Section 2.12 Proposal Requirements, B Proposal Format, 3 Volume II Price, letter d (removed).

• Section 2.12 Proposal Requirements, D Volume II – Price Proposal Requirements, letter b (removed).

• Attachment I, division pricing template (removed).

• Section 2.12, E Evaluation Methodology, Factor 4 Price (revised language).

• VAAR 852.204-70 and VAAR Clause 852.204-72 are incorporated.

• The offer due date has been extended to March 30, 2026, at 2:00 PM EST.

• Offerors are no longer required to submit divisional pricing.

• The Price/Cost Schedule has been revised, and offerors should use the updated version.

• The Price Evaluation Methodology (Factor 4) has been clarified.

Questions & Answers / Clarifications

This document contains responses to vendor questions (RFIs) regarding a solicitation for IT infrastructure upgrades and related services at a VA facility.

• Contract Type: The requirement will remain a firm-fixed-price contract.
• Set-Aside: The project is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs). The prime contractor must be certified as such.
• Bonding: Bonding requirements must be met per applicable clauses; large businesses not part of an approved Mentor-Protégé program cannot provide bid guarantees or performance bonds for SDVOSBs.
• Tax Exemption: The project is not tax-exempt. Refer to specific FAR and VAAR clauses.
• PIV Badging: All personnel working within VA facilities require a VA PIV Card. The process should commence immediately after bonds are provided.
• Contract Duration: The period of performance is 731 calendar days from the Notice to Proceed.
• Work Hours: After-hours work (6 PM - 5 AM) is required for cable replacements, shutdowns, and above-ceiling work to minimize disruption.
• System Components: Specific manufacturers and versions for Video Management Systems (Pelco VideoXpert 3.22) and Access Control Systems (Software House C-CURE 9000, ver 2.70) are clarified. New licenses are required for VMS.
• Cabling: A 10% allowance for Cat 6A cables and data rough-in is included. Plenum-rated cabling is required throughout. Flexible conduit is not allowed.
• Environmental Monitoring: New monitoring platforms are required for environmental conditions (temperature, humidity, etc.) in MCRs and TRs.

These clarifications address technical specifications, contractual requirements, and logistical details, impacting how bidders should prepare their proposals and approach the project execution. Several addenda were issued to update drawings and specifications based on these RFIs.

Form / Attachment / Pricing Sheet

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for the EHRM Infrastructure Upgrades project at the Fayetteville VA Health Care System. It explains the rationale for procuring specific brand-name items.

• Contracting Activity: Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC).
• Project: EHRM Infrastructure Upgrades - Fayetteville, NC.
• Action: Firm-fixed price contract.
• Brand Name Items:
  • Security camera and monitoring system: Motorola Avigilon
  • Physical security Access Control System: C Cure, HID
  • Fire Alarm System: Siemens Desigo
• Project Value: Estimated between $10,000,000 and $50,000,000.
• Justification: The use of these specific brand names is necessary to ensure standardization, compatibility, and proper operation with existing systems, preventing duplication of costs and ensuring system integrity. Modifications with non-OEM components could compromise system functionality and security.
• Market Research: Conducted to ensure "Buy American Act" compliance, confirming items are manufactured in the USA or meet Trade Agreements Act requirements.
• Competition: The overall procurement will be competed as a Service-Disabled Veteran-Owned Small-Business (SDVOSB) set-aside. Offerors will be responsible for obtaining pricing for these brand-name items.

This document clarifies that while the overall procurement will be competitive, specific components (security cameras, access control, fire alarm systems) must be from particular brand names (Motorola Avigilon, C Cure HID, Siemens Desigo) due to standardization and integration requirements. Bidders need to be aware of these brand name restrictions when preparing their proposals and sourcing materials for this project.

Amendment / Modification

• The offer due date has been extended from March 6, 2026, to March 20, 2026, at 2:00 PM Eastern Standard Time.

• The due date for receipt of offers.

• The deadline for submitting proposals or quotes has been extended to March 20, 2026.

Amendment / Modification

• This Amendment (0003) to Solicitation 36C77626R0008, effective February 17, 2026, primarily extends the offer due date.

• The section of the original solicitation detailing the deadline for offer submission is modified.

• The new deadline for the receipt of offers is March 6, 2026, at 2:00 PM Eastern Standard Time.

• All other terms and conditions of the solicitation remain unchanged.

Amendment / Modification

This amendment serves to publish the site visit rosters for the site visits conducted on January 29, 2026, and February 05, 2026. All other terms and conditions of the original solicitation remain unchanged.

• Attachment A - Sign In Sheets_Site Visit - 29 January 2026
• Attachment B - Sign In Sheets_Site Visit - 05 February 2026

This amendment does not appear to alter proposal deadlines, requirements, or evaluation factors. It solely provides documentation of attendance at the site visits.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit held on January 29, 2026, for the "36C77626R0008 EHRM Infrastructure Upgrades Construction" opportunity at the Fayetteville NC, VAMC. It records the names, companies, titles, email addresses, and phone numbers of attendees.

• Names of individuals who attended the site visit.
• Their respective companies and titles.
• Contact information including email addresses and phone numbers.

This document provides a list of companies and individuals who attended the site visit. This information can be valuable for potential bidders to understand the level of industry interest, identify potential competitors or collaborators, and gather contact information for networking or further inquiries related to the opportunity.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet from a site visit for the EHRM Infrastructure Upgrades Construction opportunity at the Fayetteville NC, VAMC. It records the names, companies, titles, email addresses, and phone numbers of attendees.

• Lists attendees from various companies, including Siemens, Contaminant Control, Erickson Acoustics, Proctor Electric, TL General Construction, APEX PLUMBING HEATING, Grants hawr/sprinker, Range Construction, New Dominion Cond, ABATEAMASTER, JBK General Contractors, JDIM Roofing, EMCOR, Kerney Associates, GREEN REVIVAL LANDSCAPING, FRB Excavating, and VA.
• Includes contact information for each attendee.

This document indicates which companies and individuals attended the site visit. This can provide insight into potential competitors or partners and shows the level of industry interest in the opportunity.

Amendment / Modification

This amendment modifies solicitation 36C77626R0008, dated 01-21-2026, for the EHRM Infrastructure upgrade at Fayetteville VAMC, Fayetteville, North Carolina (Project Number 565-22-700).

Key changes include:

• Establishment of a secondary site visit scheduled for February 5, 2026, at 10:00 AM ET, located at 2300 Ramsey Street, Fayetteville Hospital Main Entrance, Fayetteville, NC 28301. The Point of Contact is Andamo Ford.
• The submission deadline for Requests for Information (RFI) has been extended from February 2, 2026, to February 9, 2026.
• Clarification of the project number as 565-22-700.

This amendment affects the site visit schedule and RFI submission deadline.

Offerors must acknowledge receipt of this amendment. The RFI submission date has been extended. All other terms and conditions remain unchanged.

Form / Attachment / Pricing Sheet

This document contains a collection of "Design Alerts" related to the HEFP SEP (SOCAMES 6) initiative. These alerts provide clarifications, updates, and guidance on various technical and design aspects for projects, particularly those involving Electronic Health Record Modernization (EHRM).

• Design Alert 1: Addresses cable length standards in telecommunication rooms (TRs), providing a method to assess if fixed cable lengths exceed the 90-meter limit.
• Design Alert 2: Updates requirements for Help Desk space within the Go-Live Command Center, deleting the previous requirement.
• Design Alert 3: Revises classroom calculations for training spaces, adjusting the number of classes per end user and seats per class.
• Design Alert 4: Clarifies space requirements for Telecommunications Rooms (TRs), reconciling conflicts between different standards regarding square footage.
• Design Alert 5: Provides guidance on fire suppression systems in data centers and the need for third-party fire engineer review.
• Design Alert 6: Addresses the process for installing geographically diverse Wide Area Network (WAN) paths and the lack of a coordinated process with OIT contracted providers.
• Design Alert 7: Outlines conditions under which a variance is not required for a Standard Telecommunication Enclosure (TE) in non-clinical buildings, and the process for requesting a Non-Standard TE.
• Design Alert 8: Offers temporary guidance on temperature and relative humidity ranges for Telecommunication Spaces, reconciling conflicts between ISTS and the HVAC Design Manual.
• Design Alert 9: Provides requirements for the physical security of Telecommunication Enclosures (TEs) when construction of a conditioned TR is infeasible.
• Design Alert 11: Clarifies selection criteria for power cordsets connecting Rack Power Distribution Units (PDUs) to access-layer network devices in TRs, emphasizing compatibility with 208VAC.
• Design Alert 12: Develops detailed telecommunication system submission requirements for HEFP-SEP EHRM NRM projects.
• Design Alert 13: Clarifies requirements for environmental monitors in Telecommunication Rooms (TRs), specifying that rack-level sensors are generally not required in TRs.
• Design Alert 14: Provides temporary guidance on HVAC redundancy requirements for TRs, reconciling conflicts between ISTS and the HVAC Design Manual.
• Design Alert 15: Addresses deviations from HVAC Design Manual standards for TRs impacted by EHRM deployment, outlining an approval process for abeyances.
• Design Alert 16: Implements a solution to correct the number of port counts and reduce costs by basing Work Area Outlet (WAO) counts on active port counts rather than a 1:1 replacement scenario.

These design alerts provide critical technical specifications, design standards, and procedural guidance relevant to contractors and A/E firms involved in EHRM projects. They clarify requirements for telecommunication infrastructure, HVAC, fire suppression, power distribution, and space planning, which directly impact project scope, design, and execution. Understanding these alerts is essential for accurate bidding and successful project completion.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing template for the opportunity. It is intended for bidders to fill in their proposed prices for various construction divisions.

• The template includes a list of construction divisions, from Division 01 (General Requirements) through Division 28 (Electronic Safety and Security).
• A column for 'Price' is provided for each division, along with a 'Total' row.

Bidders are expected to use this template to provide their detailed pricing breakdown by construction division as part of their proposal submission. This will allow the government to evaluate the cost aspect of the bids.

Solicitation / RFP / RFQ

This solicitation is for EHRM Infrastructure Upgrades at the Fayetteville Veterans Administration Medical Center in Fayetteville, North Carolina. The project involves providing all labor, project management, materials, tools, supplies, and equipment for EHRM construction. The estimated magnitude for this project is between $20,000,000 and $50,000,000.

• General construction, carpentry, mechanical, electrical, plumbing, telecommunications, and utilities.

• Necessary removal of existing structures and construction of new elements as detailed in drawings and specifications.

• Period of Performance: 731 Calendar Days after Notice to Proceed.

• Contract Type: Firm-Fixed-Price.

• Estimated Magnitude: $20,000,000 to $50,000,000.

• Period of Performance: 731 Calendar Days after Notice to Proceed.

• Proposals must be submitted via email to Scott.Elias@va.gov and Mario.Hairston@va.gov by the date and time specified in Block 13 of the SF 1442.

• Proposals must be submitted in three volumes: Volume I (Technical), Volume II (Price), and Volume III (Administrative).

• Each volume must be a searchable PDF, attached to a separate email, and less than 5MB.

• Evaluation Factors: Factor 1 (Qualifications - Technical), Factor 2 (Key Subcontractors - Technical), Factor 3 (Project Execution - Technical), and Factor 4 (Price).

• Award will be made to the offeror whose proposal represents the "best value" using the Lowest Price Technically Acceptable (LPTA) method.

• Key Deadlines:

  • Technical Questions Cut-off: February 02, 2026.
  • Proposal Submission Deadline: February 23, 2026, by 14:00 local time.

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

• Offerors must be certified as SDVOSBs by the SBA and listed in the SBA certification database at the time of proposal submission and award.

• A site visit is scheduled for January 29, 2026, at 10:00 AM ET.

• Offerors are responsible for monitoring SAM.gov for amendments.

• A bid guarantee is required (SF 24), not less than 20% of the proposal price, not to exceed $3,000,000.

• Payment and Performance Bonds are required (SF 25A and SF 25).

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for building construction projects in Cumberland and Hoke Counties, North Carolina. It specifies the prevailing wage rates and fringe benefits required for various labor classifications on federal or federally funded construction projects covered by the Davis-Bacon Act.

• General Decision Number: NC20260122
• State: North Carolina
• Counties: Cumberland and Hoke
• Construction Type: Building (excluding single-family homes or apartments up to 4 stories)
• Labor Classifications and Rates: Includes rates for Ironworker, Pipefitter, Bricklayer, Carpenter, Cement Mason/Concrete Finisher, Electrician, Laborer (various types), Operator (various types), Painter, Plumber, Roofer, Sheet Metal Worker, Truck Driver, and Welders.
• Effective Dates: Various dates are listed, with the primary decision date being 01/02/2026.
• Executive Order Notes: Information on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for federal contractors is included.

Bidders must use these prevailing wage rates and fringe benefits when preparing their proposals for any construction projects in the specified area that are subject to the Davis-Bacon Act. Failure to comply with these wage requirements can lead to contract violations. The document also outlines the process for appealing wage determinations.

Form / Attachment / Pricing Sheet

This document, "Attachment E - Limitations on Subcontracting - Construction.docx," outlines the specific limitations on subcontracting that apply to construction contracts under this solicitation. It requires offerors to certify their compliance with these limitations if awarded a contract.

• General Construction Limitation: For general construction contracts, the contractor must certify that they will not pay more than 85% of the amount paid by the government to firms that are not certified Small Disadvantaged Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• Exclusions: Cost of materials are excluded and not considered subcontracted.
• SDVOSB/VOSB Subcontracting: Any work further subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards the 85% subcontract amount.
• Certification Requirement: Offerors must complete, sign, and return this certification with their bid, quotation, or proposal. Failure to provide this certification will render the offer ineligible for award.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties, including prosecution under Title 18, United States Code, Section 1001.
• Compliance Verification: Offerors acknowledge they may be required to provide documentation (e.g., invoices, subcontracts) to demonstrate compliance during contract performance and upon completion.

This attachment is critical for bidders responding to construction opportunities. It defines the maximum percentage of contract value that can be subcontracted to non-certified SDVOSB/VOSB firms. Bidders must carefully review these requirements and ensure their proposed subcontracting plan aligns with the 85% limitation. The completed and signed certification form must be submitted with the offer to ensure eligibility for award.

Form / Attachment / Pricing Sheet

This document is a form for providing Key Subcontractor Information (KSI). Offerors must complete one form for each of the first three projects (Projects #1-3) to be incorporated into their proposal. Projects beyond the first three will not be accepted. Each project submitted must have a unique system project number and be furnished and installed by a communications installer. The project must have a final acceptance date and demonstrate complexity within Division 27, meeting or exceeding $5 million in related work.

Offerors must provide the following information for each project:

1. Project Information:

   • Installation location
   • Project Title
   • Contract Number
   • Contract Value
   • Prime Contractor Name
   • Client’s name and contact information (address, telephone, e-mail)
   • Date of Project Start
   • Date of Final Acceptance
   • System Project Number

2. Project Description:

   • Description of each system related to the project, including its function, operation, and installation.

This form is critical for proposal preparation. Bidders must accurately complete this KSI form for up to three projects that meet specific criteria (Division 27 complexity, minimum $5 million value, installation by a communications installer, and a final acceptance date). Failure to provide this information correctly or within the specified project limits may impact proposal acceptance and evaluation. The information provided will count towards the proposal's page limitation.

Form / Attachment / Pricing Sheet

This document provides qualification forms for key personnel positions required for the opportunity. Bidders must complete and submit one form for each requested Key Personnel Position as part of their proposal submission. The completed forms will count towards the page limitation specified in the CON 100 Instructions to Offerors.

• Project Manager Qualifications: Requires general information, educational background, 5 years of construction supervision experience, and a project narrative demonstrating one completed project similar in size and scope.
• Onsite Superintendent Qualifications: Requires general information, educational background, 5 years of construction supervision experience, and a project narrative demonstrating one completed project similar in size and scope.
• Site Safety & Health Officer (SSHO) Qualifications: Requires general information, educational background, and demonstration of minimum experience outlined in Specifications Section 01 35 25, Sections 1.7 and 1.8.
• CQC System Manager Qualifications: Requires general information, educational background, and demonstration of minimum experience outlined in Specifications Section 01 45 00, Sections 3.2, 3.4, and 3.9.

Bidders must carefully complete these forms for each proposed key personnel member. Failure to provide the required information or adhere to the specified experience and documentation requirements may impact the proposal's evaluation and compliance. Ensure all qualifications are included within the proposal's page limits.

Solicitation / RFP / RFQ

This is a solicitation for the Design-Bid-Build (DBB) Electronic Health Record Management (EHRM) Infrastructure Upgrades Construction project at the Fayetteville Veterans Administration Medical Center (VAMC) in Fayetteville, NC. The Department of Veterans Affairs (VA), Program Contracting Activity Central (PCAC) anticipates awarding a single, Firm-Fixed-Price contract.

• Replacement of the entire campus Information Technology (IT) infrastructure.

• Installation of new telecommunication rooms.

• Installation of new fiber optics (interior and exterior).

• Renovation of the data center.

• Recabling of all telecommunications with Cat6A.

• Supporting electrical and HVAC infrastructure upgrades.

• Contract Type: Firm-Fixed-Price

• Period of Performance: Approximately 731 calendar days from Notice to Proceed.

• Magnitude of Construction: Estimated between $20,000,000.00 and $50,000,000.00.

• This will be conducted as a Request for Proposal (RFP) in accordance with FAR Parts 15, 19, and 36.

• Evaluation will be conducted using Lowest Priced Technically Acceptable (LPTA) procedures.

• Response Date/Time/Zone: December 4, 2025, 14:00 Eastern Time, New York, USA.

• All questions must be submitted in writing via email to mario.hairston@va.gov. Telephone calls will not be accepted.

• This solicitation is a total Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside.

• Offers from other than SDVOSB concerns will not be considered.

• Applicable NAICS Code: 236220 with a size standard of $45.0 million.

• The solicitation is expected to be issued around mid-December 2025.

• Place of Performance: 2300 Ramsey Street, Fayetteville, North Carolina 28301, USA.