Z1DA--595-26-105| Upgrade DDC HVAC Controls Bldg 1 Construction | NCO 4 Construction West (VA-26-00050598) Design Build

Amendment / Modification

• The original solicitation response due date has been extended from June 1, 2026, to June 29, 2026, at 15:00 EDT.

• Responses to Request for Information (RFI) questions are forthcoming.

• Solicitation response due date.

• The deadline for submitting offers has been extended to June 29, 2026, 15:00 EDT.

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

To upgrade the Direct Digital Controls (DDC) and Pneumatic Controls in Building 1 at the Lebanon VA Medical Center, integrating them with the existing campus-wide Distech Tridium Niagara server.

• Furnish all management, supervision, labor, transportation, equipment, and materials.

• Perform demolition, general construction, alterations, and mechanical/electrical work as per project drawings and specifications.

• Replace all components of the Delta Controls building automation system in Building 1.

• Integrate new DDC controls with the existing Tridium Niagara server.

• Specific components to be replaced include:

  • Hot Water System
  • Chilled Water System
  • Low Pressure Steam heat exchangers
  • Ground floor system router components (blower coils, VAV boxes)
  • First Floor Pneumatic Change over components (Fan Coil Units, Blower Coils)
  • Second, Third, Fourth, and Fifth Floor Routers and associated components (VAV boxes, Radiant Heat Panels, Fan Coil Units, Reheat Coils)
  • Radiology AHU-1 and AHU-2 components (VAV boxes, reheat pump system)
  • Various Air Conditioning units (AC-1 through AC-14), including VAV boxes and reheat coils.
  • ERU-1 New Laboratory VAV boxes.
  • AHU-1 Front Entrance and RTU-1 Rehabilitation suite.

• Replace existing wall radiant heat pneumatic steam valves with DDC electronic steam valves (approx. 500).

• Wiremold from ceiling to wall radiator for controlled radiant heat valves.

• Ensure Bacnet/IP communication buss is installed and operational.

• Reuse existing equipment end-devices (sensors, limit switches, etc.) if operational; log deficiencies for replacement.

• Provide a full set of building automation control drawings, including flow diagrams, sequence of operations, and bill of materials.

• Make sequence of operations changes for energy savings and building usage updates.

• Replace deteriorated wiring if it does not meet NEC standards.

• Do not use existing boxes or controllers as Junction Boxes.

• Integrate factory controls via Bacnet/IP or Bacnet/MSTP into the new Tridium server.

• Construction Complete by: 330 days after Notice to Proceed (NTP).

• Work may be required during normal business hours and after hours to minimize interference with hospital operations.

• Alternate schedules may be proposed and will be reviewed by the VA.

• Work shall comply with VA Criteria and Specifications, NFPA, EPA, NEC, and OSHA regulations.

• All work shall comply with the National Fire Protection Association (NFPA) 70 (National Electrical Code), 70B, 70E, 72, 99, 101, and 13, the VA Electrical, HVAC and Plumbing Manuals and Occupational Safety and Health Administration (OSHA) regulations.

• All electrical components must be labeled with circuit identification.

• Installation must occur during times that minimize impact to patients, staff, and hospital operations.

• Construction shall be addressed in phases to allow operations to continue with minimal interference.

• Heating and cooling shall always be maintained for the building.

• All submittals required by specification sections and this SOW are due 60 days after NTP.

• Begin Construction on or before 120 days after NTP.

• Complete Construction on or before 330 days after NTP.

• Offerors shall be prepared for a 330-day schedule.

• Site investigations are to be conducted during the submittal process.

• Project Team (PT) Meetings will occur, and the Construction Contractor must attend and take minutes.

• Specifications are downloadable from the VA Technical Information Library (www.cfm.va.gov/TIL).

• Existing Floor and Mechanical Plans are referenced.

Form / Attachment / Pricing Sheet

This document contains architectural and engineering drawings, including floor plans, mechanical, electrical, and plumbing (MEP) schematics, and legends for symbols and line types. It serves as a detailed visual guide for the construction or renovation of a facility.

• Floor plans indicating room layouts, dimensions, and labels.
• Mechanical, electrical, and plumbing system layouts (ductwork, piping, wiring).
• Legends defining symbols for valves, diffusers, dampers, equipment, and other components.
• Line type definitions for various systems (e.g., chilled water, steam, electrical).
• Room numbering and identification.

These drawings are critical for bidders to understand the physical scope, complexity, and technical requirements of the project. They provide the necessary detail to accurately estimate costs, plan construction activities, and ensure compliance with design specifications. Bidders must thoroughly review these drawings to identify all components, systems, and spatial requirements.

Other / Unclassified

This document is a General Decision Number (GDN) for wage determination in Pennsylvania, specifically for Building Construction Projects in Lebanon County. It lists various construction trades and their corresponding prevailing wage rates and fringe benefits. The document includes modifications and effective dates for these rates.

This document is crucial for any bidder on a construction project in Lebanon County, Pennsylvania, that is subject to the Davis-Bacon Act or similar prevailing wage laws. It establishes the minimum wage rates and fringe benefits that must be paid to laborers and mechanics employed on the project. Bidders must use this information to accurately calculate labor costs in their proposals and ensure compliance with federal labor standards. The document also provides information on Executive Orders related to paid sick leave and minimum wage for federal contractors, as well as the process for appealing wage determinations.

Other / Unclassified

This document provides standardized language for Federal contracts regarding Records Management Obligations. It outlines the responsibilities of contractors in creating, handling, and preserving Federal records, as defined by NARA and the Federal Records Act. It includes definitions, requirements for compliance with laws and regulations, and procedures for handling, safeguarding, and disposing of records.

Potential bidders should review this document to understand their obligations concerning Federal records if awarded a contract. Key aspects include:

• Applicability: Applies to contractors whose employees create, work with, or handle Federal records.
• Definition of Federal Record: Includes all recorded information made or received by a Federal agency under Federal law or in connection with public business, preserved as evidence or for informational value.
• Contractor Requirements: Must comply with all applicable records management laws, regulations, and NARA policies. This includes safeguarding records, preventing unauthorized destruction or alienation, and reporting any incidents.
• Data Rights: The agency owns the rights to all data and records produced under the contract, with unlimited rights for the Government to use, dispose of, or disclose.
• Training: Contractor employees handling records must complete agency-provided records management training.
• Prohibited Actions: Destruction of records is prohibited unless in accordance with agency records schedules and written concurrence. Unauthorized disclosure of non-public information is restricted.

Understanding these requirements is crucial for bidders to assess their capacity to comply and to factor these obligations into their proposals and operational planning.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback from reference contacts on a contractor's performance for a specific project. Offerors are instructed to complete the "Contractor Information" section and send the form to their references. The reference contact then completes the "Respondent Information" and "Performance Information" sections.

• Contractor Information: To be completed by the offeror, including company name, POC, project title, contract details, and the contractor's role (Prime, Sub-contractor, Key Personnel).
• Reference Instructions: Details on how the reference contact should complete and submit the form, including specific email addresses for the Contracting Officers (Christopher.Clements1@va.gov and Christopher.McDevitt@va.gov) and a deadline of 11:00 am EST, November 19, 2026.
• Respondent Information: To be completed by the reference contact.
• Performance Information: A rating scale (0-5) for various aspects of performance, including Quality (Management & Workmanship), Timeliness, Business Practices, Compliance & Safety, Infection Control, and Overall Customer Satisfaction. Specific questions are provided for each category, with space for remarks.
• Overall Performance Rating: A final rating section.
• Remarks: A section for detailed explanations of ratings or issues.

This form is a critical component for offerors to demonstrate their past performance. Bidders must identify suitable references, provide them with accurate project information, and ensure the references complete and submit this questionnaire by the specified deadline. The ratings and remarks provided by references will directly impact the evaluation of the offeror's past performance, a key factor in many government contract awards.

Solicitation / RFP / RFQ

This is a Design-Build solicitation for the "Upgrade DDC HVAC Controls Bldg. 1" project at the Lebanon VA Medical Center (Project #595-26-105). The government requires professional design and construction services to upgrade the Direct Digital Control (DDC) HVAC controls in Building 1.

• Design and construction services for HVAC control upgrades.

• Contractor must retain a certified AE firm for design.

• Interim design reviews by VA are required before construction begins.

• Project includes demolition, general construction, alterations, mechanical, and electrical work.

• "Fast Track" construction methods may be considered.

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

• Period of Performance: 390 days (60 days for design, 330 days for construction).

• Magnitude of construction: $1,000,000.00 - $2,000,000.00.

• Wage Determination: WD GDN PA20260093 applies, with current prevailing WDs incorporated at award.

• Phase I Proposals Due: June 1, 2026, 11:00 AM EST. Submit via email to christopher.clements1@va.gov and christopher.mcdevitt@va.gov.

• Phase I Evaluation Factors: Technical Approach, Technical Qualifications (Specialized Experience/Competence, Capability to Perform), and Past Performance. These factors are equally weighted.

• Phase II: Only the top three (3) Phase I offerors will be invited to submit Phase II proposals (via amendment). Phase II will include three (3) non-priced factors and one (1) priced factor.

• Award: Intended to be made to the best value proposal.

• RFIs Due: May 13, 2026, 11:00 AM EST.

• Site Visit: May 8, 2026, 12:30 PM EST at Lebanon VA Medical Center, Building 1.

• Set-Aside: 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• SDVOSB status must be verified at SAM and VetCert.

• NAICS Code: 236220 (Commercial and Institutional Building Construction), Size Standard: $45.0 Million.

• Bid bond, payment bond, and performance bonds are required.

• Offerors must sign and return VAAR clause 852.219-75 with their proposal.

• Proposals must be submitted electronically as a PDF file.

Other / Unclassified

This document outlines the comprehensive safety requirements for a project, referencing numerous publications from organizations such as OSHA, USACE, NFPA, and others. It details requirements for accident prevention plans (APP), activity hazard analyses (AHAs), preconstruction safety conferences, safety meetings, the roles of Site Safety and Health Officers (SSHO) and Competent Persons (CP), training mandates, inspections, mishap reporting, and specific safety protocols for various high-risk activities.

This document is critical for bidders as it establishes the mandatory safety standards and procedures that must be adhered to throughout the project lifecycle. Key areas of importance for bidders include:

• Accident Prevention Plan (APP): Requires a detailed, site-specific plan submitted 15 days before the preconstruction safety conference. Work cannot proceed without an accepted APP.
• Activity Hazard Analyses (AHAs): Must be prepared for each work activity involving hazards not previously encountered or with new crews. AHAs require acceptance by the Contracting Officer Representative (COR) at least 15 days prior to the start of each phase.
• Training Requirements: Mandates specific training (e.g., OSHA 10/30-hour, EM 385-1-1) for all personnel, including specialized training for Competent Persons in high-hazard areas. Training records must be submitted 15 days before the preconstruction safety conference.
• Personnel Requirements: Specifies the need for a full-time SSHO with professional certification and experience, as well as designated CPs for various trades. The SSHO must be present at all times during construction activities.
• Specific Safety Protocols: Details requirements for Personal Protective Equipment (PPE), fire safety, electrical work (including de-energization and lockout/tagout), fall protection (with a 4ft threshold for most work), scaffolding, excavation and trenching (including permitting), crane operations (including lift plans), confined space entry, and hot work.
• Reporting: Outlines strict procedures for reporting mishaps, near-misses, and monthly safety performance, with specific timeframes for different incident severities.

Bidders must carefully review these requirements to ensure their proposed safety program and pricing adequately address these extensive safety obligations.

Justification and Approval (J&A) for Other Than Full and Open Competition

This document justifies a sole-source acquisition for Distech Controls HVAC Controls. The Department of Veterans Affairs (VA) requires these controls as a direct replacement for a current Building Automation System (BAS) that is no longer compatible with the VA network. This action is necessary to award a firm-fixed-price contract.

• Distech Controls HVAC controls, sensors, installation, programming, commissioning, start-up, and training.

• The system must seamlessly integrate with the existing Distech Controls Tridium Niagara facility-wide HVAC control system.

• The estimated value of the HVAC controls system is not explicitly stated but is referenced in relation to the acquisition plan action ID.

• The contract will be a firm-fixed-price contract.

• The acquisition is being processed under "Other Than Full and Open Competition" (OFOC) based on FAR 6.302-1 (Only One Responsible Source).

• A Notice of Intent to Sole Source will be posted on SAM.GOV with the solicitation.

• Offerors will be able to obtain Distech Controls Components from various distributors and sources.

• Bid prices will be compared with an independent government cost estimate to ensure fairness and reasonableness.

• This justification is for "Other Than Full and Open Competition" (Sole Source).

• The VA's rationale for sole source is that using any other manufacturer would result in significant duplication of costs (e.g., spare inventory, service contracts, monitoring equipment, training) and potential functionality issues impacting patient and staff safety.

• The VA intends to consider all manufacturers for future facility-wide HVAC control replacements if performance specifications can be met.

Other / Unclassified

This document outlines the general requirements for a construction project, likely at a VA Medical Center, focusing on site preparation, safety, security, working hours, operations, and site management. It details procedures for site access, key control, document handling, and the contractor's responsibilities regarding existing conditions, utilities, and waste disposal.

• Working Hours: Standard hours are 0700-1630, Monday-Friday, with advance permission required for exceptions.
• Security Requirements: A comprehensive security plan is mandatory, covering physical and administrative procedures. Contractors and subcontractors must comply with VA security protocols, including identification, site access, and handling of sensitive information.
• Site Operations: Contractors must confine operations to approved areas, minimize interference with Medical Center functions, and manage temporary buildings and utilities with COR approval.
• Phasing & Coordination: The Medical Center operates 24/7, requiring careful scheduling and coordination with the COR to avoid service interruptions. Contractors must submit detailed work plans and schedules.
• Protection of Existing Conditions: Measures are required to protect existing structures, equipment, utilities, and vegetation. Damage must be repaired promptly at the contractor's expense.
• Surveying: Contractors are responsible for site layout and may need to engage registered professional land surveyors for specific tasks and certifications.
• As-Built Drawings & Warranty Management: Requirements include maintaining current as-built drawings and developing a comprehensive warranty management plan, including a pre-warranty conference and defined response times for warranty work.
• Utilities: The Government will make utilities available, but the contractor is responsible for temporary connections, maintenance, and removal, ensuring uninterrupted service.
• Testing & Documentation: Contractors must submit testing and commissioning plans, conduct pre-tests, and provide photographic documentation of construction progress and as-built conditions.

Form / Attachment / Pricing Sheet

This document, labeled "EXHIBIT A - Statement of Prior Experience," is a form that potential bidders must complete as part of their proposal submission. It requires detailed information about past projects to assess the offeror's experience and performance.

• Offeror Information: Requires the bidder's name and company/division.
• Project Details: For each of up to three projects, bidders must provide:
  • Project/Contract Title
  • Contract Specifics (Number, Original/Current Value, Completion Dates)
  • Description of Effort (Prime or Subcontractor)
  • Reason for Value Differences (if applicable)
  • Primary Cause for Contract Modifications
• Performance Description: Detailed explanation of work performed, its relevance to the solicited project, specific elements performed by the firm, and work performed by major subcontractors (including their intended use on this solicitation).
• Technical Relevance: Address any uniquely relevant technical areas.
• Point of Contact: Contact information for the owner/government agency contracting officer and/or inspector (COR).
• Subcontractor/Teaming Partner Information: Names of subcontractors and/or teaming partners to be utilized, with a limit of three per discipline. Specific areas of work for subcontractors must be detailed.

This form is critical for bidders to demonstrate their qualifications and past performance. It requires a thorough description of relevant past projects, including the bidder's specific role, performance, and the capabilities of proposed subcontractors. The information provided will be used to evaluate the bidder's suitability for the solicited opportunity.

Form / Attachment / Pricing Sheet

This document is the "Subcontractor Information and Consent Form" (Exhibit B), which requires major subcontractors and/or Teaming Partners to provide specific information and consent for the release of past performance data. It is essential for offerors to ensure their proposed subcontractors complete and submit this form.

• Subcontractor Identification: Requires the name of the firm and their role (subcontractor/teaming partner) with a specific prime contractor for RFP Number 36C24424R0084.
• Consent for Past Performance Disclosure: Subcontractors must consent to allow the government to discuss their past and present performance information with the prime contractor during the source selection process.
• Reference List: Requires details for at least three references, including Contract No. and Title, description of the subcontractor's role and work performed, and Point of Contact (POC) name, phone, fax, and email.
• Assessment of Liquidated Damages: Information regarding the assessment of liquidated damages on contracts within the last five years (frequency, circumstances, severity).
• Problems Encountered and Corrective Actions: Offerors are encouraged to include information on problems encountered on relevant projects and the specific corrective actions taken.
• Other Past Performance Considerations: Information on the effectiveness of value engineering (VEC) proposals, professional/industry awards, letters of appreciation, and unique skills/accomplishments.

This form is critical for offerors to include in their proposals. It ensures that the government can assess the past performance of proposed subcontractors and teaming partners. Failure to obtain and submit the completed consent forms from major subcontractors may impact the evaluation of the proposal's past performance and overall responsiveness.

Form / Attachment / Pricing Sheet

This document is a sample transmittal letter for a Past Performance Evaluation Questionnaire. It is intended to be used by a prime contractor to request feedback from a client (the recipient of the letter) regarding the contractor's performance on a previous project. This feedback is crucial for the contractor's proposal submission to the Department of Veterans Affairs, as it will be used to evaluate their past performance.

• Recipient Information: Placeholder for the client's name and address.
• Project Listing: Space for the contractor to list the work performed for the client.
• Purpose of Questionnaire: Explains that the questionnaire is for the VA's past performance evaluation.
• Confidentiality Statement: Assures the client that responses will be kept confidential from the offeror, as per FAR 15.306 (e)(4).
• Submission Instructions: Directs the client to email the completed questionnaire to specific VA points of contact (Christopher.Clements1@va.gov and Christopher.McDevitt@va.gov) by a specified deadline. It explicitly states not to return the questionnaire to the contractor's company.
• Preferred Method: E-mail is the preferred method for receiving the completed questionnaire.

While this is a sample letter and not a direct requirement for bidders to complete, it informs bidders about the process the prime contractor is undertaking to gather past performance information. Bidders should be aware that their own past performance will be evaluated, and this document illustrates the type of information and process involved in obtaining such evaluations from references.

Solicitation / RFP / RFQ

This is a notice of intent to solicit a Request for Proposal (RFP) for Design-Build services for the Upgrade DDC HVAC Controls, Building 1 project at the Lebanon VA Medical Center. The goal is to award a single Firm Fixed Price (FFP) contract that represents the Best Value to the Government.

• Provide design-build services for the upgrade of DDC HVAC Controls in Building 1.

• All designs and construction must comply with current VA guidelines, EPA requirements, VA Specifications, VA Design Guides, VA policy/standards, and local requirements for the Lebanon VA Medical Center.

• Contractor shall provide all labor, materials, tools, equipment, permits, licenses, and supervision.

• Contract Type: Firm Fixed Price (FFP)

• Period of Performance: 390 calendar days (60 days for Design, 330 days for Build) from Notice to Proceed.

• Magnitude of Construction Cost: Estimated between $1,000,000.00 and $5,000,000.00.

• This is a two-phase design-build solicitation.

• Phase I proposals will be evaluated to select the top three (3) offerors for Phase II.

• The RFP will detail Phase I requirements and evaluation factors.

• Solicitation and amendments will be posted on SAM.gov; hard copies will not be mailed.

• Contractors are responsible for checking SAM.gov frequently for updates.

• Questions must be submitted in writing via email to christopher.clements1@va.gov or christopher.mcdevitt@va.gov. No telephone requests.

• Solicitation Issue Date: On or around June 1, 2026.

• Response Date/Time/Zone: June 1, 2026, 10:00 AM Eastern Time, New York, USA.

• A pre-bid conference/site visit will be conducted for Phase I.

• Set-Aside: 100% for Service Disabled Veteran Owned Small Businesses (SDVOSB).

• NAICS Code: 238220 (Plumbing, Heating, and Air Conditioning Contractors) with a size standard of $19.0 Million.

• Registration required in System for Award Management (SAM) at time of Phase I submittal.

• Verification required in SBA's VetCert program (https://veterans.certify.sba.gov/) at time of Phase I submittal.

• Failure to meet these registration/verification requirements will result in disqualification.

• This notice is NOT a request for proposal at this time.

• Contact: Christopher McDevitt, Contracting Officer (christopher.mcdevitt@va.gov).