Z2DA--666-26-121_(C) Gillette Small Upgrade Project (VA-26-00006671)

Other / Unclassified

This document is a pre-bid meeting notice for the Gillette Small Upgrade Project. It outlines the scope of work, which involves providing labor, tools, materials, equipment, and supervision for repairs at the Gillette Clinic in Sheridan, WY, in compliance with OSHA, EPA, and federal/state environmental regulations. The project location is 604 Express Drive, Gillette, Wyoming.

This notice provides crucial information for potential bidders:

• Site Visit: A pre-bid meeting/site walk is not mandatory. Questions raised during any site visit must be submitted in writing to the Contracting Officer for inclusion in an amendment.
• Pertinent Dates:
  • Questions are due by December 23, 2025, before 10 AM MT. Submit questions to Elia-Laritza.Ruiz-Manzo@va.gov.
  • Bids are due on January 9, 2026, no later than 10:00 AM MT. Submit bids via email to Elia-Laritza.Ruiz-Manzo@va.gov.
• Site Visit Guidelines: Bidders are prohibited from seeking project information from VA employees outside of written questions and from visiting the site without formal invitation. Attendees of any walk-through must stay as a group.
• Solicitation Information:
  • The construction range is estimated between $100,000 and $250,000.
  • Bid Guarantee & Payment/Performance Bonds are required.
  • Specific solicitation requirements for OSHA and EMR ratings must be noted.
  • VAAR clause 852.219-75 (Limitation on Subcontracting) requires a signed copy with the bid package.
  • The contractor must begin performance within 10 days of Notice to Proceed (NTP) and complete the work within 45 days.
• Post Award Compliance: Davis Bacon Wages and Application wage determination are expected, and contractors must submit weekly certified payrolls with monthly invoices.

Questions & Answers / Clarifications

This document provides answers to Request for Information (RFI) submitted by potential bidders regarding the "666-26-121 Gillette Small Upgrade Project."

• Bid Guarantee and P&P Bonds: Required for offers exceeding $150k, per FAR 28-102-2.
• Superintendent Employment: May be a subcontractor, provided Limitations on Subcontracting are met. Must be on-site at all times during work.
• On-Site Roles: Superintendent must have OSHA 30-hour certification. All other workers need OSHA 10-hour certifications. The Superintendent may also fulfill the Safety Officer role.
• Project Start Date: The SOW specifies a 45-day construction period from Full Notice to Proceed (NTP). The actual start date will be determined post-award, considering factors like weather and lead times.
• Asbestos/Lead: No known asbestos-containing materials or lead paint are present, as the clinic was constructed around 2009.
• ICRA Barriers: For interior work, Class IV ICRA is required, necessitating hard construction walls and negative air with monitoring.
• Furniture/Caseworks: The basis of design is Steelcase, but VA-approved equivalent brands are acceptable if submitted for approval and meeting all requirements.
• Site Visit: A site visit was held on 12/19/25. Rough dimensions are in the solicitation drawings; contractors must verify final dimensions after award.

These clarifications address specific requirements, submission details, and project conditions, which may influence bidder proposals and planning.

Amendment / Modification

This amendment modifies solicitation 36C25926R0016, originally dated 11-26-2025.

Key changes include:

• Proposal Due Date Extension: The due date for proposals is extended from January 6, 2026, 10 AM MST to January 9, 2026, 10 AM MST.

• Answers to RFRs: Answers to Requests for Information (RFR) from the site visit are posted.

• ICRA Requirements: Information regarding Infection Control Risk Assessment (ICRA) requirements is posted.

• Site Visit Documents: Documents related to the site visit are posted.

• Submission Email: All offers should be emailed to Elia L Ruiz Manzo at Elia-Laritza.Ruiz-Manzo@va.gov.

• The due date for receipt of offers has been changed.

• New attachments have been added, including RFR Answers, ICRA requirements, and site visit documentation.

• The deadline for submitting proposals has been extended to January 9, 2026.

• Offerors must acknowledge receipt of this amendment.

• Offers should now be submitted via email to the specified address.

Other / Unclassified

This document is a sign-in sheet for a pre-construction site visit for the "666-26-121 Gillette Small Upgrade Project."

It lists attendees from various organizations, including their printed name, organization, phone number, and email address. This information may be relevant to bidders who attended the site visit or are interested in understanding which companies were present.

Form / Attachment / Pricing Sheet

This document is a VHA Infection Control Risk Assessment (ICRA) template for construction, renovation, and maintenance activities. It provides a baseline for performing these assessments to determine the level of precautions needed to prevent infection risks. Facilities can customize it for site-specific needs.

• Activity Categorization: Identifies activity types (A, B, C, D) based on scope and duration.
• Affected Area Assessment: Maps areas impacted by the activity.
• Patient Risk Category: Assesses the risk level of patients in affected areas (Low, Medium, High, Highest).
• Level of Precautions: Determines the required infection prevention and control measures (Levels I, II, III, IV) based on Activity Category and Patient Risk.
• Control Measures: Details specific actions required for each precaution level, including dust control, barrier construction, negative pressurization, and HVAC/water system management.
• Completion Measures: Outlines cleaning, HVAC, and water system requirements upon activity completion.
• Permit: A fillable permit form is included for posting at project sites for Level III and IV activities, detailing the specific controls required.

This document outlines the infection control requirements that must be adhered to during any construction, renovation, or maintenance activities performed under a contract. Bidders should review these requirements to understand the necessary safety protocols, potential impacts on their work, and any associated costs or logistical considerations for projects at VHA facilities. The "Activity Category" and "Overall Patient Risk Category" will determine the "Level of Infection Prevention and Control Precautions" (I-IV), which dictates the specific control measures that must be implemented.

Amendment / Modification

This amendment to Solicitation 36C25926R0016, originally posted on December 5, 2025, makes the following changes:

• Site Visit Rescheduled: The site visit is now scheduled for December 19, 2025, at 11:00 AM MT. Attendees should meet in front of the clinic located at 604 Express Drive, Gillette, Wyoming 82718.

• Proposal Due Date Extended: The deadline for proposal submission has been extended from December 19, 2025, to January 6, 2026, at 10:00 AM MT.

• Questions Due Date: Questions related to the project are now due by December 23, 2025, at 10:00 AM MT.

• The hour and date for receipt of offers (proposal due date) has been extended.

• The site visit date and time have been updated.

• The deadline for submitting questions has been established.

• The deadline for submitting proposals is extended to January 6, 2026, 10:00 AM MST.

• Offerors must acknowledge receipt of this amendment.

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

Other / Unclassified

This document is the Facilities Management Service Safety Plan (SOP 138-02) for the Sheridan VAHCS. Its purpose is to establish procedures for a physical environment free of hazards and to manage staff activities to reduce the risk of human injury. It outlines safety training requirements, procedures for general and specific safety training, annual refreshers, and contractor training protocols. It also details procedures for work monitoring, protective equipment, handling asbestos, trenching/excavation, and tool control, with special emphasis on the Acute Psych Unit (APU) due to high self-harm/suicide risks.

This document is relevant to potential bidders as it outlines safety protocols and requirements that may apply to contractors working within the Facilities Management Service at the Sheridan VAHCS. Specifically, it details training requirements for contractors, safety procedures they must follow, and special considerations for working in sensitive areas like the APU. Bidders should review this plan to understand the safety obligations and potential impacts on their work execution and personnel.

Forms / Attachments / Pricing Sheets

This document contains construction drawings and details for the Marna M. Kuehne Foundation Veterans Outpatient Clinic in Gillette, Wyoming. It is part of the original construction documents from 2009.

• Sheet A302A: Building and Wall Sections, including details for wall construction, insulation, and exterior finishes.
• Sheet S101: Foundation Plan, Footing Schedule, Shear Wall Schedule, and Hold-Down Anchor Schedule, detailing structural elements and load-bearing components.
• Sheet S201: Structural Details, illustrating various connection types, bracing, and framing methods.
• Sheet E001: Electrical Power and Special Systems Plan, showing power distribution, lighting, and communication rough-in details.
• Sheet E301: Electrical Power Plan and Electrical Special Systems Plan, with room legends and specific electrical system layouts.
• Sheet E401: Electrical Site Plan, detailing exterior electrical infrastructure, pole bases, and utility transformer locations.

These drawings provide critical technical specifications and design details for the construction of the Veterans Outpatient Clinic. Bidders should review these documents to understand the scope of work, materials, structural requirements, and electrical systems involved in the project. This information is essential for accurate bidding and project planning.

Form / Attachment / Pricing Sheet

This document is a blank Past Performance Questionnaire intended to be completed by a client or customer to evaluate a contractor's performance on a previous project. It serves as a tool for the government to gather feedback on a contractor's capabilities and reliability.

The questionnaire is divided into several sections:

• Contractor Information: Details about the firm performing the work.
• Work Performed: Specifies the contractor's role (prime, subcontractor, etc.) and the percentage of work completed.
• Contract Information: Details of the contract under which the work was performed, including contract number, type, dates, and pricing.
• Project Description: A description of the work performed and its relevance to the current opportunity.
• Client Information: Details about the client receiving the services.
• Performance Information: A detailed rating scale (Exceptional to Unsatisfactory) for various aspects of performance, including:
  • Quality (technical data, performance standards, problem resolution, quality control)
  • Schedule/Timeliness
  • Customer Satisfaction (end-user satisfaction, contractor cooperation, businesslike conduct)
  • Management/Personnel/Labor (on-site management, workforce, property control, personnel expertise, small business utilization, multi-project management, change assimilation, overall management)
  • Cost/Financial Management (meeting price terms, cost reduction proposals, invoicing, accounting system adequacy, terminations, financial problems)
  • Safety/Security
  • General (emergency response, compliance, willingness to rehire, overall rating)

Narrative explanations are required for unsatisfactory or marginal ratings, and space is provided for comments on strengths, weaknesses, deficiencies, and general remarks.

Bidders may be required to provide this questionnaire, completed by their past clients, as part of their proposal submission. It is used by the government to assess a bidder's past performance and evaluate performance risk for the current opportunity. Understanding the questions and rating criteria will help bidders prepare to solicit relevant feedback from their clients.

Other / Unclassified

This document is a Standard Operating Procedure (SOP) titled "LOCKOUT/TAGOUT PROGRAM" (SOP 138-53) from the Sheridan VA Health Care System, effective April 8, 2024. It establishes procedures for the safe management and control of hazardous energy to prevent unexpected start-up or release of stored energy during equipment repair, adjustment, replacement, or installation.

While this document is an internal SOP and not a solicitation, it is highly relevant for any contractor or vendor performing work on or near equipment at the Sheridan VA Health Care System. It outlines the mandatory Lockout/Tagout (LOTO) procedures that must be followed to ensure the safety of personnel. Contractors are explicitly required to comply with these procedures. Understanding these requirements is crucial for bidders to assess the safety protocols and potential impacts on their work, ensuring compliance and safe operations within the facility.

Other / Unclassified

This document is a Table of Contents for VHA Master Specifications, Section 00 01 10, "General Requirements." It outlines various divisions and sections related to construction specifications, including General Requirements, Existing Conditions, Concrete, Masonry, Metals, Wood, Plastics and Composites, Thermal and Moisture Protection, Openings, Finishes, Specialties, Equipment, Furnishings, Special Construction, Conveying Equipment, Fire Suppression, Plumbing, HVAC, Electrical, Communications, Electronic Safety and Security, Earthwork, Exterior Improvements, Utilities, Transportation, and Electrical Power Generation.

This document serves as a high-level index of the specifications that will govern the construction project. Bidders should review this table of contents to understand the scope and organization of the project specifications, identifying which sections are most relevant to their specific trade or area of work. It helps in navigating the detailed specifications for each division and section to understand the full requirements of the project.

Forms / Attachments / Pricing Sheets

This document contains architectural and engineering drawings for the Gillette VA Clinic Small Update Project. It details existing conditions, proposed demolition, and new construction elements for the facility.

• Cover Sheet: Provides project title, number, location, and sheet index.
• Existing Conditions: Details exterior and interior existing conditions, including downspouts, drainage, sidewalks, and interior finishes.
• Demolition Plans: Outlines specific areas and elements to be demolished, such as exterior doors, frames, downspouts, drainage, concrete, interior finishes, and casework.
• New Construction Plans: Details proposed new installations, including downspouts, drainage, concrete, interior finishes, casework, electrical power, and site utilities.
• Elevations and Sections: Provides exterior elevations and building sections.
• Reference Sheets: Includes older (2009) grading and drainage plans, site utility plans, irrigation plans, and building elevations/sections for reference.

This document is crucial for bidders to understand the full scope of work, including what needs to be removed and what new construction is required. It provides detailed information on site work, exterior elements, and interior renovations, which are essential for accurate bidding and project planning.

Form / Attachment / Pricing Sheet

This document is a worksheet for calculating the self-performed and subcontracted work for General Construction (NAICS code 236220) and specialty trade NAICS codes. It requires offerors to detail the percentage of work performed by their own employees or other eligible Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• Self-Performance Requirement: Offerors must ensure at least 15% (25% for specialty trades) of the contract performance cost for personnel is spent on their own employees or other eligible SDVOSB concerns.
• Cost Breakdown: A breakdown of material and personnel costs is required by specification division.
• Calculation Format: A suggested format is provided for detailing costs per division, including subtotal, profit, home office overhead, and bond.
• Self-Performed Personnel Cost Calculation: A specific calculation method is outlined to determine the total amount of work to be self-performed under the contract as a percentage.
• Certification: An authorized representative must certify the accuracy of the provided representations.

This worksheet is crucial for bidders to understand and document their compliance with small business subcontracting requirements, specifically for SDVOSB participation. Bidders must accurately complete this form to demonstrate their proposed approach to meeting the self-performance mandate, which will likely be a factor in proposal evaluation.

Questions & Answers / Clarifications

This document provides answers to bidder questions regarding the Gillette Small Update project (# 666-26-121), specifically concerning casework, countertops, and furniture in locations 103, 104, and 105.

• HIPAA 103 Countertop: Confirmed as a p-lam countertop with at least an 18" base cabinet. The need for a pony wall and countertop height (single vs. wheelchair accessible) requires confirmation as no elevations were provided.
• Reception 104 Rear Casework: Clarified that this area will receive base/upper cabinets with a p-lam countertop. Interior Design specified freestanding Steelcase (or approved equal) furniture components with a laminate common top, not attached to the wall, with no upper cabinets. Pedestals require locks.
• Nurse Station 105 Casework: Confirmed as a freestanding Steelcase (or approved equal) desk with two mobile locking pedestals. No upper cabinets are required, and locks are not specified for these cabinets. Data and power are needed at this location.
• Nurse Station 105 Desk Area: A pony wall is required with 40" high cabinets underneath, and a lower section with countertops and two base cabinets. Interior Design specified freestanding Steelcase (or approved equal) furniture components surrounded by acoustical panels or storage units. Electrical and data are needed in the floor.
• Countertop Materials: For the receptionist area, solid surface transaction tops will be Corian Lava Rock. The laminate under full-height transaction tops will be Wilsonart Golden Lightning 4956K-22. The laminate under the accessible transaction top will be Wilsonart Fonthill Pear 10745-60. The toe kick will be black.
• Backsplash: No backsplashes are expected as there are no sinks in the affected areas.
• Countertop Thickness: Solid surface transaction tops should appear to be 1 ½" thick, achievable with ¾" material and an apron, or a less expensive double-thick option if labor costs exceed it.

These clarifications provide specific details on materials, configurations, and finishes for casework and countertops, which will impact bidder proposals and material selections. Bidders should ensure their proposals align with these clarified requirements.

Form / Attachment / Pricing Sheet

This document is the VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022). It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for the offeror's bid, quotation, or proposal.

• Services Contract: Offeror certifies they will not pay more than 50% of the government-paid amount to firms that are not VIP-listed SDVOSBs or VOSBs.
• General Construction Contract: Offeror certifies they will not pay more than 85% of the government-paid amount to firms that are not VIP-listed SDVOSBs or VOSBs. Costs of materials are excluded.
• Special Trade Construction Contractors: Offeror certifies they will not pay more than 75% of the government-paid amount to firms that are not VIP-listed SDVOSBs or VOSBs. Costs of materials are excluded.
• Certification Acknowledgement: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Compliance Verification: The VA may require documentation (invoices, subcontracts, task values) to verify compliance during contract performance or upon completion.
• Required Fields: The certification section requires the printed name, title, signature, date, and company name/address of the authorized signee.

Offerors must complete, sign, and return this certification with their submission. Failure to provide this completed form will result in the offer being deemed ineligible for evaluation and award. This document directly impacts eligibility and requires careful review to ensure compliance with subcontracting limitations based on the contract type.

Form / Attachment / Pricing Sheet

This document, titled 'Prime and Sub Contractor Construction Breakdown.xlsx', appears to be an Excel spreadsheet intended to detail the breakdown of construction costs between prime and subcontractors. It is likely used for estimating, budgeting, or financial reporting related to construction projects.

The spreadsheet contains multiple sheets, including 'SUMMATION', 'Div 0 Special Sections' through 'Div 34 Transportation', and others. Each sheet is structured to categorize construction costs by CSI (Construction Specifications Institute) divisions, with columns for labor and materials, quantities, unit costs, and totals. It also includes fields for project number, location, project name, type of estimate, estimator, and adjustments like 'Local Market Conditions' and 'Small Business Utilization'.

While the provided data shows all cost fields as 0.0, this document, if populated, would be crucial for bidders to understand the expected cost distribution between prime and subcontractors. It could inform bidding strategies, subcontracting plans, and overall project financial planning. Bidders should review this document to understand the government's expectations for cost breakdown and subcontracting, especially if specific values are eventually provided.

Amendment / Modification

This document is Amendment 1 to the "Gillette VA Clinic Small Update Project" drawings. It includes revisions dated 10/1/25 by JC.

• Sheet 8: "INTERIOR - DEMO" - Amendment 1 noted.
• Sheet 9: "INTERIOR - NEW" - Amendment 1 noted.
• Sheet 11: "INTERIOR - NEW (CONT.)" - Amendment 1 noted.

This amendment primarily consists of administrative updates to the drawing set, indicating revisions made on specific sheets. It does not appear to introduce new requirements or alter submission deadlines.

Solicitation

This solicitation is for the "Gillette Small Upgrade Project" at the Gillette VA Clinic in Gillette, Wyoming. The project involves addressing existing downspout and drainage issues, replacing an exterior door and frame, and remodeling casework, finishes, and furnishings in three specific areas of the clinic. The estimated project magnitude is between $100,000 and $250,000.

• Correction of downspout and drainage issues to direct water away from the building.

• Demolition and replacement of one exterior door, frame, and associated hardware.

• Demolition and replacement of existing casework, finishes, and furnishings in the Reception area (Room 104), HIPPA check-in area (Room 103), and Nurses Station (Room 107).

• Installation or relocation of power and data outlets.

• Repair of finishes (flooring, paint) as scheduled.

• Compliance with all applicable Department of Veterans Affairs Design Manuals, VA Publications, Master Construction Specifications, Construction Standards, and relevant codes (NFPA, IBC, NEC, etc.).

• Adherence to strict safety protocols, including an OSHA-30 certified person on-site and a submitted Site Safety Plan.

• Implementation of Infection Control Risk Assessment (ICRA) measures.

• The contract will be awarded to a responsible Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB) offeror.

• Performance period: 45 calendar days from the Notice to Proceed (NTP).

• Project magnitude: $100,000 - $250,000.

• NAICS Code: 236220 (Small Business size standard: $45M).

• Offers are due by January 9, 2026, at 10:00 AM MT.

• Proposals must be submitted via email to Elia-Laritza.Ruiz-Manzo@va.gov.

• Award will be based on two factors: Past Performance and Price.

• Past Performance requires information on two similar federal, state, or local government or private contracts, preferably in a medical facility environment.

• Offerors must be registered and verified in the SBA certification database (VISIBLY and VERIFIED) at the time of offer submission.

• This solicitation is a total set-aside for verified Veteran-Owned Small Businesses (VOSBs), including SDVOSBs.

• Offerors must be listed in VA's Vendor Information Pages (VIP) database.

• Joint ventures are permissible if they meet specific VA and SBA requirements.

• A site visit is scheduled for December 9, 2025, at 11 AM MT.

• All questions must be submitted in writing via email by December 16, 2025, before 10:00 AM MT.

• Offerors must be registered in the System for Award Management (SAM).