Z1DA--PN: 568A4-23-207, Replace 1 North HVAC System (HS) 36C263-26-AP-1604

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

This SOW details the requirements for replacing the existing air handling unit (AHU) serving Ward 1 North in the hospital building 12 at the VA Black Hills Health Care System (VABHHCS) Hot Springs Campus.

• Replacement of the existing AHU and its associated condensing unit (12.5 tons) with a new split system AHU and condensing unit of appropriate size, including heating, controls, and other options.

• Replacement of 15-20 Variable Air Volume (VAV) boxes downstream of the new AHU, including conversion to direct digital controls.

• Conversion of equipment to direct digital controls connecting to the central automation system.

• Replacement of heating water pipe distribution mains to terminal units.

• Replacement of heat exchanger, pumps, and controls.

• Replacement of refrigerant pipe, heating hot water, and steam and condensate piping from mains within mechanical rooms to coils and heat exchangers.

• Replacement of ductwork distribution mains from AHU to terminal boxes, and from terminal boxes to terminal devices. Some duct mains may be reused.

• Temporary cooling of spaces with window heat pumps and self-contained heat pumps during construction.

• Upsizing of existing electrical panel 1N-N3 from 150A to 250A, including upstream breaker, conduit, and conductor replacement.

• Replacement of all safety switches/disconnect switches and conducting feeders serving the HVAC system.

• Replacement of the existing DDC/BAS panel, all existing VAVs, and their associated conducting feeders and junction boxes.

• Removal of existing ceiling tiles and grid in impacted areas requiring ceiling removal or replacement.

• Removal of diffusers, smoke detectors, speakers, and lighting for duct demolition and new installation.

• Work to be completed according to provided construction documents, drawings, and specifications.

• Phased construction according to construction drawings.

• The contractor shall complete the work within 365 calendar days or less from the date of Notice to Proceed.

• Location: VA Black Hills Health Care System, Hot Springs Campus, 500 North 5th Street, Hot Springs, SD 57747.

• Work to be performed during normal VA business hours (8:00 AM to 4:30 PM, Monday-Friday), with additional after-hours/weekend work requiring pre-approval.

• A dedicated on-site superintendent is required.

• A Safety and Health Official (SSHO) must be assigned solely to oversee safety.

• Contractor shall provide subscription service to construction management software (ProCore or Submittal Exchange).

• Progress meetings every other week or more frequently as warranted.

• All changes to the SOW must be authorized and approved through written correspondence from the Contracting Officer (CO).

• Contractors must comply with all training requirements, obtain PIV badges, and undergo background checks.

• Contractors must print, review, and sign TMS 20939 VA Privacy Training for Personnel document.

• Contractors must read and comply with the attached NARA Language for Contracts document.

• A pre-construction conference will be scheduled shortly after contract award.

• Site investigation is encouraged via a pre-bid meeting, but no questions will be answered during this meeting. All questions must be submitted as RFIs.

• Contractor walk-throughs outside of the pre-bid meeting are not allowed.

• Contract Type: Firm-Fixed-Price construction contract.

Solicitation

This solicitation is for the replacement of the 1 North HVAC System at the VA Black Hills Health Care System – Hot Springs Campus. The contractor will be responsible for providing all labor, equipment, materials, and supervision necessary to complete the project.

• Replacement of the air handling unit and all associated mechanical equipment.

• Conversion of equipment to direct digital controls.

• Ceiling removal and replacement.

• Replacement of VAV boxes.

• Replacement of ductwork distribution mains.

• Upsizing of existing electrical panels/breakers, safety switches, and feeders serving the HVAC system.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 365 Calendar Days from issuance of Notice to Proceed (NTP).

• Estimated Cost Range: $2,000,000.00 to $5,000,000.00.

• Offers are due by 10:00 AM CDT on April 23, 2026.

• Bids must be submitted electronically via email to jocelyn.swim@va.gov and angela.frost2@va.gov.

• The subject line for bid submissions must read: PN: 568A4-23-207, Replace 1 North HVAC System.

• Bids will be evaluated based on price, with the lowest bid confirmed as fair and reasonable. No discussions are anticipated.

• A formal site visit is scheduled for March 30, 2026.

• Technical questions are due by April 6, 2026, submitted via email only.

• This solicitation is a set-aside for Service Disabled Veteran Owned Small Business (SDVOSB) concerns, in accordance with Public Law 109-461.

• Offerors must represent that they are an eligible SDVOSB, a small business under the assigned NAICS code (238220, $19.0 Million size standard), and certified/listed in the SBA certification database.

• Bidding materials will be available electronically on SAM.gov.

• Offerors are responsible for obtaining and acknowledging all amendments.

• A bid guarantee is required (SF 24).

• Performance and payment bonds (SF 25 and SF 25A) are required within 10 calendar days after award.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (SD20260022) for building construction projects in specific counties of South Dakota. It establishes the prevailing wage rates and fringe benefits that must be paid to various laborers and mechanics employed on such projects, in accordance with the Davis-Bacon Act.

• Geographic Area: Bennett, Brule, Fall River, Gregory, Jackson, Jones, Lyman, Mellette, and Tripp Counties in South Dakota.
• Construction Type: Building construction projects (excluding single-family homes or apartments up to and including 4 stories).
• Classifications & Rates: Lists specific job classifications (e.g., Asbestos Worker, Bricklayer, Electrician, Power Equipment Operator, Ironworker, Carpenter, Laborer, Painter, Plumber, Roofer, Sheet Metal Worker, Welder) along with their prevailing hourly wage rates and fringe benefits.
• Special Provisions: Includes details on "Long Boom Pay" and "Tower Crane Premium" for Power Equipment Operators, and notes that welders receive rates prescribed for the craft they are incidental to.
• Executive Orders: References Executive Order (EO) 13706 (Establishing Paid Sick Leave for Federal Contractors) and Executive Order 13658 (Establishing a Minimum Wage for Federal Contractors), outlining contractor obligations regarding paid sick leave and minimum wage rates.
• Identifiers: Explains various identifiers used in wage determinations (Union Rate, Union Average Rate, Survey Rate, State Adopted Rate) and the process for wage determination appeals.

This document is crucial for bidders to understand the labor costs associated with the construction opportunity. It dictates the minimum wage and benefit rates that must be paid to workers, which directly impacts the overall cost of a bid. Bidders must ensure their proposals comply with these prevailing wage requirements.

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

This document outlines the "NARA - Records Management Obligations" that apply to contractors handling Federal records for the VHA (Veterans Health Administration).

• Applicability: Applies to all contractors whose employees create, work with, or handle Federal records, regardless of medium.
• Definitions: Defines "Federal record" as per 44 U.S.C. § 3301, including VHA records, deliverables, and documentation, but excluding personal materials.
• Requirements:
  • Contractors must comply with all applicable records management laws and regulations, including NARA policies and the Privacy Act of 1974.
  • All data created for Government use and delivered to or under Government control are Federal records and must be managed according to Federal law.
  • Contractors are responsible for preventing the alienation or unauthorized destruction of records and must report any such incidents.
  • Contractors must immediately notify the Contracting Officer of any inadvertent or unauthorized disclosures of information.
  • Non-public information disclosure is limited to authorized personnel with a need-to-know.
  • Safeguards must be in place to ensure the security and confidentiality of information, data, and records.
  • Material cannot be removed from Government facilities or systems without express written permission.
  • Items no longer required must be returned to VHA control or held until directed; destruction is prohibited without prior approval.
  • Contractor approval is required for subcontracts involving disclosure of contract-related information.
  • Contractors must not create or maintain non-public VHA information not tied to the contract.
  • Copies of deliverables containing Privacy Act or FOIA-protected information cannot be retained, used, sold, or disseminated.
  • VHA owns rights to all data and records produced; contractors have unlimited rights to use, dispose of, or disclose data as determined in the public interest.
  • Contractor employees must complete VHA-provided records management training (initial and annual/refresher).
• Flow down to subcontractors: Contractors must incorporate these requirements into subcontracts and obtain written acknowledgment.
• Privacy/HIPAA Rights Language Requirements:
  • Contractors are subject to Federal laws, regulations, standards, and VA Directives/Handbooks for information security.
  • Personnel working with VA information are subject to investigative requirements similar to VA employees.
  • VA information must be received, gathered, stored, backed up, maintained, used, disclosed, and disposed of in compliance with the contract and applicable laws.
  • Contractors must comply with HIPAA Privacy and Security Rules and the Privacy Act of 1974.

Not specified in this document.

• Compliance with NARA and VHA records management policies.
• Prevention of record destruction or alienation.
• Reporting of unauthorized disclosures.
• Security and confidentiality of information.
• Mandatory VHA-provided records management training for employees.
• Adherence to Privacy Act and HIPAA regulations.
• Subcontractor flow-down of requirements.
• Restrictions on retaining, using, selling, or disseminating protected information.

Forms / Attachments / Pricing Sheets

This document contains the "REPLACE 1 NORTH HVAC SYSTEM ISSUED FOR CONSTRUCTION" drawings, dated 02/28/2025. It includes various architectural, electrical, mechanical, and fire protection plans, as well as schedules and details related to the HVAC system replacement project at the Hot Springs VA Medical Center.

• General Notes: Outlines project requirements, safety, coordination, and compliance with codes and standards.
• Project Team: Lists key contacts for the Department of Veterans Affairs, Romanyk Consulting Corp., and IMEG.
• Drawing Index: Provides a comprehensive list of all drawing sheets included in the document set, categorized by discipline (General Information, Fire Protection, Architecture, Electrical, Mechanical, Structural).
• Specific Plans: Includes detailed plans for phasing, life safety, ICRA (Infection Control Risk Assessment), electrical, mechanical (HVAC, piping, demolition), fire protection, and structural framing.
• Schedules: Contains detailed schedules for mechanical equipment, fans, louvers, coils, pumps, and electrical panels.
• Details: Provides specific construction details for various components and systems.

This document is crucial for potential bidders as it contains all the technical specifications, design details, and scope of work for the HVAC system replacement project. Bidders must review these drawings thoroughly to understand the full extent of the project, including demolition, new installations, phasing, safety requirements, and specific technical details for each discipline. This information is essential for accurate proposal preparation and execution of the work.

Form / Attachment / Pricing Sheet

This document, "TMS 20939 - VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information Training," serves as a mandatory "basic" privacy training for contractors, volunteers, and other personnel who do not use VA sensitive information or protected health information (PHI) in any form, nor have access to VA computer systems. It outlines the responsibilities for protecting VA sensitive information and is a prerequisite for certain roles.

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Explains "Incidental" Disclosures and provides examples.
• Details safeguards personnel must follow to secure VA sensitive information.
• Lists the six key Privacy Laws and Statutes governing the VA.
• Outlines Privacy Rules Concerning Use and Disclosure.
• Explains how privacy is enforced and the penalties for violations.
• Includes a signature section for employees to acknowledge their responsibility for protecting veteran information.

This document is crucial for any bidder whose personnel will not have direct access to VA computer systems or VA sensitive information. It clarifies the basic privacy training requirements and the expected conduct regarding sensitive veteran data. Personnel requiring access to VA systems or PHI must complete a different training (TMS 10203). All personnel are also required to complete "VA Privacy and Information Security Awareness and Rules of Behavior" (TMS 10176). The signed form must be submitted to the supervisor/contracting officer for entry into the Talent Management System.

Form / Attachment / Pricing Sheet

This document is the "SEALS PAGE" (Section 00 00 00) of the 100% Construction Documents for the "A/E Replace 1 North HVAC Unit Design" project. It serves to provide the official seals and signatures of the registered architects and professional engineers involved in the design and preparation of the construction documents.

• Lists registered architects and professional engineers.
• Includes their respective divisions and professional license information.
• Features official seals and signatures.
• Includes a certification statement by a professional engineer.

This document confirms the professional integrity and completeness of the design documents by providing the seals and signatures of the responsible licensed professionals. It does not directly impact bid preparation or submission requirements but is a standard component of construction documents.

Form / Attachment / Pricing Sheet

This document, titled "Safety or Environmental Violations and Experience Modification Rating Information," outlines the requirements for bidders to submit information regarding their past safety and environmental record, including any OSHA or EPA violations and their Experience Modification Rate (EMR). It also includes a "PRE-AWARD CONTRACTOR SAFETY AND ENVIRONMENTAL RECORD EVALUATION FORM" that bidders must complete.

• Safety and Environmental Record: Bidders must explain if they have had more than three (3) serious, or one (1) repeat or one (1) willful OSHA or EPA violation in the past three years.
• Experience Modification Rate (EMR): Information must be obtained from the bidder's insurance carrier on letterhead. If the EMR is above 1.0, a written explanation from the insurance carrier is required, detailing reasons for the elevated EMR and the anticipated date it may be reduced to 1.0 or below.
• Self-Insured Contractors: Specific instructions are provided for self-insured contractors or those unable to provide EMR ratings on insurance letterhead, requiring them to obtain ratings from the National Council on Compensation Insurance (NCCI) or state-run rating bureaus.
• Lack of Insurance History: Procedures are outlined for bidders lacking insurance history, requiring a letter from their insurance carrier and NCCI.
• Evaluation Form: The "PRE-AWARD CONTRACTOR SAFETY AND ENVIRONMENTAL RECORD EVALUATION FORM" requires company information, details on man-hours, OSHA recordable cases, DART rate, and a number of serious, willful, or repeat OSHA violations within the last three years.
• Required Attachments: Bidders must attach copies of OSHA 300 (Log of Work-Related Injuries and Illnesses) and 300a Forms (Summary of Work-Related Injuries and Illnesses).
• NAICS Code: The NAICS code for this acquisition is provided as 238220.
• Safety and Health Program Administrator: Bidders must identify who administers their company's Safety and Health Program.

This document is critical for bidders to understand the government's criteria for determining contractor responsibility related to safety and environmental compliance. Failure to provide accurate and complete information as requested may impact a bidder's ability to be considered responsible for this opportunity. The information submitted, along with government system data (OSHA, EPA), will be used for initial responsibility determinations. This requirement extends to all subcontracting tiers.

Form / Attachment / Pricing Sheet

This document is VAAR 852.219-75, a VA Notice of Limitations on Subcontracting-Certificate of Compliance for Services and Construction. It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This certification is mandatory for proposal consideration.

• Certification of Compliance: Offerors must certify that they will comply with subcontracting limitations as specified in the solicitation and resultant contract.

• Limitations by Contract Type: The document outlines specific subcontracting limits based on the predominant NAICS code:

  • Services (except construction): Not more than 50% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs.
  • General Construction: Not more than 85% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.
  • Special Trade Construction Contractors: Not more than 75% of the amount paid by the government to firms that are not certified SDVOSBs or VOSBs. Cost of materials are excluded.

• Subcontractor Counting: Work subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards the limitation.

• Acknowledgement of Jurisdiction: Offerors acknowledge this certification is subject to Title 18, United States Code, Section 1001, and that false certifications may lead to penalties.

• Good Faith Determination: Details consequences if VA determines an SDVOSB/VOSB did not act in good faith, including referral to suspension/debarment, fines, and prosecution.

• Cooperation and Documentation: Offerors must cooperate and provide documents (invoices, subcontracts, etc.) to demonstrate compliance upon request.

• Required Fields: The certification form requires the offeror's name, printed name and title of the signee, signature, date, and company name and address.

• Mandatory Submission: Failure to complete, sign, and return this certification with the bid, quotation, or proposal will result in the response being deemed ineligible for evaluation and award.

• Understanding Subcontracting Limits: Bidders must understand and plan for the specific subcontracting limitations applicable to their proposed approach, especially concerning SDVOSB/VOSB participation.

• Compliance Verification: Bidders should be prepared to provide documentation to verify compliance during contract performance and upon completion.

Solicitation / RFP / RFQ

This is a notice for informational purposes only, not a request for bids. It announces the Department of Veterans Affairs' (VA) intent to issue an Invitation for Bid (IFB) for Project 568A4-23-207: Replace 1 North HVAC System at the VA Black Hills Health Care System (VABHHCS) Hot Springs Campus, South Dakota. The IFB is planned for issuance on or after March 16, 2026.

• Replacement of the 1 North HVAC system, including air handling unit and associated mechanical equipment.

• Conversion of equipment to direct digital controls.

• Ceiling removal and replacement.

• Replacement of VAV boxes and ductwork distribution mains.

• Upsizing of existing electrical panels, breakers, safety switches, and feeders serving the HVAC system.

• The Period of Performance is 365 Calendar Days from the issuance of the Notice to Proceed (NTP).

• Contract Type: Single, firm fixed-price contract.

• Estimated Value: The magnitude of construction is estimated between $2,000,000 and $5,000,000.

• Award Date: Planned within 90 calendar days from the bid opening date.

• The IFB will be available for download on SAM.gov (https://sam.gov/content/opportunities).

• Interested bidders are responsible for obtaining all bidding documents and monitoring SAM.gov for any changes or amendments.

• Further details on pre-bid site visits and bid due dates will be provided in the solicitation.

• A bidders list will not be maintained.

• This is a TOTAL 100% SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSB) SET-ASIDE.

• Bidders must be registered and certified as an SDVOSB in the SBA certification database (https://veterans.certify.sba.gov) at the time of bid submission.

• Only bids from verified SDVOSBs will be considered responsive.

• Applicable NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors) with a small business size standard of $19.0 million.

• Bidders must represent to the Contracting Officer that they are a small business concern under the assigned NAICS code.

• The contracting office ZIP code is 55101. The Place of Performance is Hot Springs, SD 57747.

• Contact: Josie Swim, Contract Specialist, jocelyn.swim@va.gov, (612) 467-4542.