Z1DA--Sterile Storage Improvements Construction

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

This document justifies the Department of Veterans Affairs (VA) VISN 4, Lebanon VAMC's need to procure HVAC controls on a brand-name-only basis for the Sterile Storage Improvements project (Project 595-23-104). This is to replace a failing Building Automation System (BAS) that can no longer reside on the VA network.

• 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.

• Must meet Specification Section 23 09 23 and related drawings.

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

• The estimated value of the HVAC controls system is not fully disclosed but is part of a larger estimated project value.

• 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, citing FAR 6.302-1 (Only One Responsible Source).

• The VA argues that using any manufacturer other than Distech Controls would result in substantial duplication of costs (spare inventory, service contracts, monitoring equipment, training) and potential functionality issues impacting patient, staff, and visitor safety.

• The VA aims to ensure proper temperature, humidity, and pressure control, which are vital for health and safety.

• Future procurements for the entire facility's HVAC control replacement may consider a broader range of manufacturers if performance specifications are met.

Other / Unclassified

This document provides standard language for Federal contracts regarding Records Management Obligations. It outlines the requirements for contractors who create, work with, or handle Federal records. Key aspects include definitions of Federal records, contractor responsibilities for compliance with laws and NARA policies, prevention of unauthorized destruction or removal of records, and requirements for reporting disclosures and managing electronic records.

Bidders should review this document to understand their obligations concerning the creation, handling, storage, and disposition of Federal records generated during contract performance. It specifies requirements for safeguarding information, reporting breaches, and adhering to agency-specific records management training. The document also clarifies that the agency owns the rights to all data and records produced under the contract, and contractors must identify any rights they claim in accordance with FAR clauses. This information is crucial for assessing compliance requirements and potential liabilities associated with handling government information.

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 labor classifications, their corresponding prevailing hourly wage rates, and fringe benefits. The document includes effective dates for these rates and provides footnotes detailing paid holidays and vacation pay accrual.

This document is crucial for bidders on construction projects in the specified area. It establishes the minimum wage rates and fringe benefits that must be paid to laborers and mechanics employed on federal or federally funded construction projects, as required by the Davis-Bacon Act. Bidders must use this information to accurately estimate labor costs in their proposals and ensure compliance with federal labor laws.

Specifications

This document contains the "BID DOCUMENTS - Specifications" for the Sterile Storage Improvements Design at the Lebanon VAMC in Lebanon, PA. It is prepared by AE Works Ltd. and is VA Project 595-23-104, AE Works Project No. VLEB-016. The document outlines the "General Requirements" for the project, including:

• Project Scope: Replacement of the HVAC system and minor interior renovation work in several buildings at the Lebanon VAMC.

• Safety Requirements: Referencing Section 01 35 26 for detailed safety and infection control measures.

• Bid Deducts: Includes a specific bid deduct (No. 1) for omitting work in certain rooms of Building 17.

• Site Visits: Bidders must schedule appointments for site visits.

• Security Requirements: Outlines construction security requirements, including a security plan, badge requirements, advance notice for work, and restrictions on photography.

• Operations and Storage: Details requirements for contractor operations, storage of materials, and temporary buildings.

• Restoration: Requirements for removing, altering, patching, and repairing existing work.

• Warranty Management: Requires a Warranty Management Plan and outlines procedures for performance bonds and pre-warranty conferences.

• Project Schedules: Mandates the development and maintenance of a Critical Path Method (CPM) plan and schedule.

• Submittals: General requirements for shop drawings, product data, and samples.

• Firestopping: Requirements for firestopping systems to maintain fire-rated construction integrity.

• Joint Sealants: Covers interior and exterior sealant application.

• Access Doors and Frames: Specifies requirements for access doors and frames.

• Non-Structural Metal Framing: Details requirements for steel studs, ceiling suspension systems, and framing.

• Gypsum Board: Installation and finishing of gypsum board.

• Painting: Requirements for painting and finishing work.

• Common Work Results for Plumbing, HVAC, and Electrical: Includes general requirements for these systems, such as definitions, applicable publications, submittals, quality assurance, and installation procedures.

• Temporary Environmental Controls: Specifies measures for controlling environmental pollution and damage.

• Demolition: Requirements for selective demolition.

• Rough Carpentry: Specifies wood blocking, furring, nailers, and light wood construction.

• Electrical Requirements: Covers basic electrical installation requirements, including grounding, bonding, wiring devices, and enclosed switches/circuit breakers.

• Air Terminal Units, HVAC Ducts and Casings, HVAC Fans, Air Coils, Humidity Control Equipment, Refrigerant Piping, Plumbing Insulation, and Direct-Digital Control Systems: These sections detail specific requirements for various HVAC and plumbing components and systems.

• Installation of HVAC systems and minor interior renovations.

• Adherence to strict safety, security, and environmental controls.

• Development and submission of detailed project schedules, submittals, and quality control plans.

• Compliance with numerous industry standards and codes (e.g., NFPA, ASME, ASTM, UL, SMACNA, ASHRAE).

• Specific requirements for firestopping, joint sealants, access doors, metal framing, gypsum board, painting, and electrical installations.

• Detailed specifications for plumbing, HVAC, and electrical systems, including piping, ductwork, fans, coils, controls, and wiring.

• The document is a "BID DOCUMENTS - Specifications" for the "Sterile Storage Improvements Design" project.

• Prepared by AE Works Ltd.

• Due Date: 11-17-25

• Not explicitly detailed in this summary, but submittals are required throughout the document.

• Not specified in this summary.

• The document is extensive, covering a wide range of technical specifications for the project.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT E - Price Proposal Breakdown," is a template for bidders to submit their pricing information for the opportunity. It requires a detailed breakdown of costs associated with various elements of work.

• Firm Name: To be filled in by the bidder.
• Table 1: Proposal: Requires the Total Price for the Base Proposal.
• Table 2: Total Price Breakdown: Requires cost breakdowns for specific elements of work, including:
  • Demolition
  • Substructure
  • Structural Frame
  • Roofing
  • Exterior Walls
  • Interior Subdivision
  • Vertical Circulation
  • Wall Finishes
  • Floor Finishes
  • Ceiling Finishes
  • Specialties
  • Casework and Trim
  • Equipment
  • Fire Protection
  • Plumbing
  • HVAC
  • Electrical
  • Technology
  • Site Development
  • General Conditions
  • Overhead (percentage and dollar amount)
  • Profit (percentage and dollar amount)
  • Bond (percentage and dollar amount)

Bidders must complete this form accurately to provide a comprehensive price proposal. The detailed breakdown will likely be a key component in the government's evaluation of proposals. Failure to complete this form as instructed may impact the evaluation of the bid.

Form / Attachment / Pricing Sheet

This document is a sample transmittal letter for a Past Performance Evaluation Questionnaire. It is intended to be sent by a bidder to a client who has previously performed work for them. The letter requests the client to complete the attached questionnaire to assist the Department of Veterans Affairs in evaluating the bidder's past performance for the "Sterile Storage Improvements 36C24426R0056" opportunity.

• Recipient: To be filled in by the bidder with the client's contact information.
• Work Performed: Space for the bidder to list the work performed for the client.
• Questionnaire: An attached questionnaire for the client to complete.
• Submission Instructions: Clients are instructed to return the completed questionnaire directly to the government via email to Donald.Kalivoda@va.gov and Elijah.McIntosh@va.gov, with the subject line "Sterile Storage Improvements 36C24426R0056".
• Confidentiality: Assures the client that responses will be kept confidential and names of respondents will not be released to the offeror, as per FAR 15.306 (e)(4).
• Deadline: Space for the bidder to indicate the required arrival date for the questionnaire.

Bidders should use this template to request past performance evaluations from their clients. It outlines the necessary information and submission process for these evaluations, which are a critical part of the proposal evaluation for this opportunity. Ensure clients return the questionnaire directly to the specified government email addresses by the required deadline.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback from reference contacts regarding a contractor's performance on a previous project. Offerors are instructed to complete the "Contractor Information" section and then send the form to their reference contacts. The reference contact will then complete the "Respondent Information" and "Performance Information" sections, providing ratings and remarks on the contractor's performance.

• Contractor Information: Requires details such as Company Name, POC, Address, Contract Title, Contract Number, Description of Work, and the contractor's role (Prime, Sub-contractor, Key Personnel).
• Respondent Information: To be completed by the reference contact, including their company details and contact information.
• Performance Information: A rating scale (0-5) for various aspects of performance, including Quality (Management & Workmanship), Timeliness, Business Practices/Customer Relationship, Compliance & Safety, and Infection Control. Specific questions are provided for each category.
• Remarks Section: Allows for detailed explanations of ratings and any issues encountered.
• Overall Performance Rating: A final rating for the contractor's overall performance.
• Certification: The reference contact must certify the accuracy of the information provided.

Completed forms should be submitted directly to the Contracting Officer (Elijah.McIntosh@va.gov) and Contract Specialist (Donald.kalivoda@va.gov) via postal mail or email. The submission deadline is the proposal due date.

This form is crucial for bidders as it outlines the specific criteria the government will use to evaluate their past performance. Bidders must identify appropriate reference contacts who can provide positive feedback on these specific performance areas. The questions and rating scale directly inform what aspects of past performance are most valued by the agency.

Form / Attachment / Pricing Sheet

This document is the "Subcontractor Information and Consent Form" (Exhibit B), which must be completed by each major subcontractor and/or Teaming Partner. It serves to obtain consent for the release of past performance information to the prime contractor and to collect necessary reference details for subcontractors.

• Subcontractor/Teaming Partner Identification: Requires the name of the firm and their role (subcontractor or teaming partner) with a specific prime contractor for RFP Number 36C24426R0056.
• Consent for Past Performance Disclosure: A statement confirming the subcontractor's consent for the government to discuss their past and present performance information with the prime contractor during the source selection process.
• Reference List: Requires details for each reference, including Contract Number and Title, the subcontractor's role and work performed, and contact information (POC Name, Phone, Fax, Email).
• Liquidated Damages Assessment: Information regarding the assessment of liquidated damages on contracts within the last five years (frequency, circumstances, severity).
• Past Performance Considerations: Encourages inclusion of information on problems encountered and corrective actions taken. Also requests details on the effectiveness of value engineering proposals, professional/industry awards, letters of appreciation, and unique skills/accomplishments.

Prime offerors must ensure their major subcontractors and teaming partners complete this form. The information collected, particularly regarding past performance and references, will be used by the government to assess the relevancy and quality of the proposed team's experience. Failure to submit completed consent forms may impact the evaluation of the proposal.

Form / Attachment / Pricing Sheet

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

Offerors are required to prepare no more than three (3) Part 1 forms. For each project described, the following information must be provided:

• Offeror (Your) Name (Company/Division):
• Project/Contract Title:
• Contract Specifics:
• Description of Effort as Prime or Subcontractor:
• Contract Number:
• Original Contract $ Value / Current/Final Contract $ Value:
• Reason for any difference in contract values:
• Completion Date (Original, Current Schedule, Estimate/Final):
• Primary cause for Contract Modifications:
• Detailed description of work performed and its relevance to the solicited project:
• Specific elements of work performed by the offeror's firm:
• Elements of work performed by major subcontractors, and confirmation if they will be used on this solicitation, including their company names and principal areas of work:
• Technical areas considered uniquely relevant to this solicitation:
• Point of Contact for Owner/Government agency (Contracting Officer and/or Inspector/COR) with current phone number and email address:

Part 2 of the form requires naming subcontractors and/or Teaming Partners to be utilized on this contract, with a minimum of three (3) subcontractors per discipline.

This form is critical for bidders to demonstrate their qualifications and past performance. It requires a thorough description of relevant past projects, including the offeror's role, performance, subcontractor utilization, and the relevance of the work to the current solicitation. Failure to provide complete and accurate information may impact the evaluation of the proposal.

Form / Attachment / Pricing Sheet

This document contains the "Sheet Index" for the "Lebanon VAMC Sterile Storage Improvements" project, Project #595-23-104. It lists all the architectural, mechanical, and electrical drawings included in the project set.

• General Sheets: Cover Sheet (G001), ICRA Notes and Plans (G10-G104).
• Architectural Sheets: Plans for Buildings 1, 4, 17, 18, 22, 37, 101, 102, and 104.
• Mechanical Sheets: HVAC and Piping plans for various buildings and floors, including demolition plans.
• Electrical Sheets: Electrical demolition and plan sheets for various buildings and floors.

This sheet index is crucial for bidders to understand the scope and organization of the project documentation. It allows them to quickly identify all relevant drawings for each discipline (architectural, mechanical, electrical) and building, aiding in accurate bidding and proposal preparation.

Solicitation

This solicitation is for the Sterile Storage Improvements project (Project Number 595-23-104) at the Lebanon VA Medical Center. The project requires general construction, HVAC, electrical work, and the removal of existing structures. The government intends to award a single firm-fixed-price contract.

• General construction, HVAC, and electrical work.

• Removal of existing structures.

• Compliance with drawings and specifications.

• Adherence to Wage Determination PA20260093 dated 01/09/26.

• Compliance with VAAR Clause 852.219-75.

• Compliance with Buy American statute for construction materials.

• Adherence to Information and Communication Technology (ICT) accessibility standards (Section 508).

• Contract Type: Firm-Fixed-Price.

• Performance Period: 365 days after Notice to Proceed.

• Estimated Magnitude: Between $2,000,000.00 and $5,000,000.00.

• Offers are due by 11:00 am EST on May 7, 2026.

• Offers must be valid for 120 calendar days.

• A Bid Bond is required (SF 24), with a guarantee of not less than 20% of the bid price, not to exceed $3,000,000.00.

• Evaluation Factors: Experience, Capability, Past Performance, and Price. Past Performance is most important, followed by Capability, then Experience, and lastly Price.

• Proposals must be submitted electronically.

• Site Visit: April 15, 2026, at 10:00 am EST at the Lebanon VA, front of Building 19.

• Technical Questions Deadline: April 22, 2026, 11:00 A.M. EST.

• NAICS Code: 236220 (Commercial and Institutional Building Construction).

• Small Business Size Standard: $45.0 Million.

• VAAR Clause 852.219-75 (Limitations on Subcontracting for General Construction) requires that no more than 85% of the contract amount be paid to firms that are not certified SDVOSBs.

• Offerors must be registered in SAM and the U.S. Small Business Administration (VetCert) database.

• Includes a Base Proposal and a Deduct Alternate #1 (omitting specific rooms in Building 17).

• One (1) Brand Name Only item is specified for HVAC controls (Distech Controls).

Solicitation / RFP / RFQ

This Request for Proposal (RFP) is for construction services to complete the Sterile Storage Improvements project at the Lebanon VA Medical Center in Lebanon, PA. The project requires the contractor to provide all necessary labor, materials, permits, and supervision for the construction, ensuring compliance with all applicable codes, VA policy, and standards.

• Construction of Sterile Storage Improvements.

• Compliance with applicable codes, VA policy/standards.

• Provision of all tools, travel, trades, labor, materials, permits, licenses, and supervision.

• Contract Type: Firm Fixed-Price.

• Estimated Magnitude of Construction Cost: $2,000,000.00 to $5,000,000.00.

• Proposal Due Date/Time: May 07, 2026, 1:00 pm Eastern Time.

• Site Visit: Wednesday, April 15, 2026, at 10:00 am EST. Meet in front of Building 19.

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

• NAICS Code: 236220 (Commercial and Institutional Building Construction).

• Small Business Size Standard: $45.0 million in annual receipts for the past three years.

• There is one (1) Sole Source item included in this solicitation.

• Referenced attachments include Solicitation, Specifications, Drawings, and various exhibits for experience, subcontractor information, past performance, and price proposal breakdown.

Solicitation / RFP / RFQ

This is a Request for Proposal (RFP) for Construction Services related to the Sterile Storage Improvements project at the Lebanon VA Medical Center in Lebanon, PA. The project requires the contractor to provide all labor, materials, and supervision for the construction as specified in the drawings and specifications, ensuring compliance with all applicable codes and VA standards.

• Construction of Sterile Storage Improvements.

• Compliance with applicable codes, VA policy/standards.

• Provision of all tools, travel, trades, labor, materials, permits, licenses, and supervision.

• Contract Type: Firm Fixed-Price.

• Period of Performance: 300 calendar days from receipt of the Notice to Proceed.

• Magnitude of Construction Cost: Estimated between $2,000,000.00 to $5,000,000.00.

• Solicitation Issue Date: On or about April 07, 2026.

• Response Date/Time: May 08, 2026, 11:00 am Eastern Time.

• Submission Method: Proposals will be submitted in accordance with Federal Acquisition Regulation (FAR) Subpart 15.

• Questions: Must be submitted in writing via email to donald.kalivoda@va.gov. No telephone requests will be honored. All questions and answers will be posted to SAM.gov via an amendment.

• Pre-bid Conference/Site Visit: To be scheduled approximately one week after solicitation posting; details will be in the solicitation.

• Set-Aside: TOTAL 100% SERVICE DISABLED VETERAN OWNED SMALL BUSINESS (SDVOSBC) SET-ASIDE.

• NAICS Code: 236220 (Commercial & Institutional Building & Construction) with a small business size standard of $45.0 million.

• Registration: Offerors must be registered in SAM.gov and verified in the SBA VetCert database at the time of proposal submittal. Failure to meet these requirements will result in disqualification.

• Solicitation documents, specifications, and drawings will be available on http://SAM.gov. Hard copies will not be mailed.

• Interested vendors must check SAM.gov frequently for notices and amendments.