Z1DA--Roof Anchor Certification in Support of the Iowa City VA Healthcare System, Iowa City, Iowa.

Other / Unclassified

This document outlines the mandatory "Records Management Obligations" for contractors working with the Iowa City VA Medical Center. It details the definition of "Federal record" and the contractor's responsibilities in managing, safeguarding, and preserving these records throughout the contract lifecycle.

This document is critical for potential bidders as it establishes specific legal and regulatory requirements related to the creation, handling, and disposition of Federal records. Key points for bidders include:

• Applicability: Applies to all 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. This explicitly includes VA records and records created or maintained pursuant to a VA contract, which may include deliverables and associated documentation.
• Compliance Requirements: Contractors must adhere to all applicable records management laws, NARA policies (including the Federal Records Act), and NARA regulations (36 CFR Chapter XII Subchapter B). This includes safeguarding records covered by the Privacy Act of 1974.
• Record Preservation & Disposition: All records created for Government use or in the course of performing the contract must be managed in accordance with Federal law. Destruction or removal of records is strictly prohibited unless in accordance with agency records schedules and written concurrence from the Head of the Contracting Activity.
• Reporting: Contractors must report any inadvertent or unauthorized disclosures of information, data, or records, as well as any unlawful or accidental removal, defacing, alteration, or destruction of records.
• Ownership: The Iowa City VA Medical Center owns all data and records produced as part of the contract. Contractors must identify any rights they may have in the data.
• Training: Contractor employees handling records must complete Iowa City VA Medical Center-provided records management training.
• Subcontractors: Contractors are responsible for flowing down these requirements to subcontractors and ensuring their compliance.

Bidders should carefully review these obligations to understand the scope of responsibilities and potential liabilities associated with records management under this contract.

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract.

• Services: For service contracts (excluding construction), the contractor must ensure no more than 50% of the contract value is paid to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction: For general construction contracts, no more than 85% of the contract value can be paid to non-certified SDVOSBs or VOSBs.
• Special Trade Construction: For special trade construction contracts, no more than 75% of the contract value can be paid to non-certified SDVOSBs or VOSBs.
• Certification: 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 penalties under Title 18, United States Code, Section 1001, and may lead to referral to the VA Suspension and Debarment Committee, fines, or prosecution.

Bidders must carefully review the subcontracting limitations applicable to the contract type (services, general construction, or special trade construction) and ensure their proposed approach complies. This certification is a mandatory submission requirement for offer eligibility. The offeror must also be prepared to provide documentation to demonstrate compliance upon request by the VA.

Form / Attachment / Pricing Sheet

This document provides definitions for key terms used in the context of small business subcontracting and prime contractor eligibility, specifically related to Small Business Administration (SBA) regulations. It is crucial for bidders to understand these definitions to ensure compliance with subcontracting limitations and small business status requirements.

• Ostensible Subcontractor: Defines when a subcontractor's role is so primary and vital that it disqualifies the prime contractor from small business status. This includes situations where the prime contractor is unusually reliant on the subcontractor. For construction contracts, management and oversight are considered primary and vital. For joint ventures, the managing partner must perform 40% of the work.
• Similarly Situated Entity: Defines a subcontractor that shares the same small business program status as the prime contractor (e.g., HUBZone, 8(a), SDVOSB, WOSB) and is small for the assigned NAICS code. This is critical for meeting subcontracting limitations.

Understanding these definitions is essential for:

• Determining eligibility for small business set-aside contracts.
• Correctly identifying and utilizing subcontractors.
• Complying with subcontracting limitations.
• Ensuring accurate representation of business status in proposals.

References to relevant CFR sections (13 CFR 121.103(h)(3) and 13 CFR 125.1) and FAR Clause 52.219-14(b) are provided for further detail.

Sources Sought / Request for Information (RFI)

This RFI is issued by the Department of Veterans Affairs (VA), Network Contracting Office 23, to research the availability and capability of businesses qualified to provide roof anchor recertification load testing services at the Iowa City VA Healthcare System Medical Center. This is for planning purposes to determine future procurement strategies (unrestricted, small business set-aside, or socio-economic set-aside).

• Service: Perform a 5-year recertification load test of 71 roof anchors at Buildings 1 and 49.

• Standards: Testing must comply with the most current editions of OSHA and ANSI/ASSE Z359 Standards.

• Personnel: Testing must be conducted by qualified personnel under the direct supervision of a Professional Engineer who will be on location during testing.

• Deliverables: A recertification plan submitted within 30 days of award, and a final report including pictures of testing pressures, durations, deflection measurements, applicable code references, deviations, and recommendations for non-compliant items. A quote for repairs may also be required.

• Testing Period: Recertification of all anchors is to be performed in June 2021.

• Deadline: No later than 04:30 PM CT, Monday, May 18, 2026.

• Submission: Email responses to Joseph.Bennett@va.gov.

• Subject Line: Must include "36C26326Q0619 Roof Anchor Certification".

• Required Information: Company Name, SAM UEI, Contact Person, Phone Number, Email Address, Business Size under NAICS 541350 ($11.5M size standard), and socio-economic status (SDVOSB, VOSB, HUBZone, WOSB, SDB).

• This is NOT a solicitation; no contract will be awarded from this notice.

• All information received will be used to determine the appropriate acquisition strategy.

• Future solicitations may be issued under FAR Part 12 Simplified Acquisition procedures as a combined synopsis/solicitation.

• Responders are responsible for all associated costs.

Solicitation / RFP / RFQ

This is a Sources Sought notice for a 5-year recertification load test of roof anchors at the Iowa City VA Healthcare System Medical Center Building in Iowa City, Iowa. The government is seeking information to determine potential sources for this requirement.

• Recertification load test of roof anchors.

• Service to be performed at the Iowa City VA Healthcare System Medical Center Building.

• Not specified in this Sources Sought notice.

• All responses must be sent via email to Joseph.Bennett@va.gov.

• Email subject line must include: "36C26326Q0619 Roof Anchor Certification".

• Responses must be received no later than 04:30 PM CT, Monday, May 18, 2026.

• Not specified in this Sources Sought notice.

• Potential bidders are instructed to "Read all attachments."

• Attached documents include: "Sources Sought 36C26326Q0619 Roof Anchor Certification Iowa City VA Healthcare System", "Definitions", "852.219-75 VA Notice of Limitations on Subcontracting", and "NARA RECORDS MANAGMENT LANGUAGE."

• The NAICS Code is 541350 (Building Inspection Services).

• The Product/Service Code is Z1DA.

• The Contracting Office is Department of Veterans Affairs, Network Contracting Office 23, located in Coralville, IA.