Z2DA--674A4-21-700 EHRM Infrastructure Upgrades Construction - Waco, TX VAMC

Solicitation / RFP / RFQ

This is a Request for Proposals (RFP) for the EHRM Infrastructure Upgrades Construction project at the Doris Miller VAMC in Waco, TX. The project involves general construction, alterations, and upgrades to facility infrastructure to support the new Electronic Health Record (EHRM) system. The estimated magnitude of construction is between $20,000,000 and $50,000,000.

• General construction, alterations, roads, walks, grading, drainage.

• Removal of existing materials and construction of new elements.

• Infrastructure upgrades including electrical (panel upgrades, power), bonding, UPS, Building Management System interfaces.

• HVAC assessment and upgrades.

• Space reconfiguration, expansion, and renovation (demo, new construction, finishes).

• Communication infrastructure (data outlets, patch panels, Cat 6A cable).

• Physical security upgrades.

• Fiber infrastructure backbone upgrades (campus-wide, within and between buildings).

• Hazardous material abatement.

• Work must be completed in accordance with attached specifications and drawings.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 730 calendar days after Notice to Proceed.

• Estimated Magnitude: $20,000,000 to $50,000,000.

• Proposals must be submitted via email to shawn.tavernia@va.gov and bridget.may@va.gov.

• Proposals must be submitted as searchable PDF documents in three volumes: Volume I (Past Performance), Volume II (Price), and Volume III (Administrative).

• Each volume must be sent in a separate email, with each email not exceeding 5MB.

• The deadline for proposal submission is April 7, 2026, at 2:00 PM (EST).

• Evaluation will be based on a "Best Value" tradeoff process, with Past Performance being significantly more important than Price.

• Key evaluation factors include Past Performance (recency, relevancy, quality) and Price.

• This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• Offerors must be certified as SDVOSBs by the U.S. Small Business Administration (SBA) and listed in the SBA certification database at the time of proposal submission and award.

• A formal site visit is scheduled; see Attachment 9 for instructions.

• Technical questions must be submitted via email by March 10, 2026, at 2:00 PM (EST).

• Offerors must provide a lump sum price for Line Item 0001 (Base).

• Pricing must be submitted in whole dollar values.

• Bid Guarantee required (SF 24), not less than 20% of proposal price, not to exceed $3,000,000.

• Payment and Performance Bonds required (SF 25 and SF 25A).

Form / Attachment / Pricing Sheet

This document comprises a Project Manual detailing "General Requirements" for the U.S. Department of Veterans Affairs' "EHRM INFRASTRUCTURE UPGRADES" project. It also includes definitions for terms and acronyms related to electronic safety and security systems, applicable publications, and specifications for various construction elements.

• General Requirements: Covers safety protocols, contractor work hours (7:00 AM - 4:30 PM, Mon-Fri), security procedures, and the scope of work for "EHRM INFRASTRUCTURE UPGRADES: BASE BID." This includes general construction, alterations, roads, grading, drainage, material removal, and upgrades to electrical, HVAC, communication, and physical security systems at specified building locations.
• Specifications & Drawings: Available via the solicitation posting website.
• Security: Outlines physical and administrative security, employee access, photography restrictions, and key control.
• Operations & Storage: Defines authorized work areas and temporary building requirements.
• Alterations & Restoration: Includes survey requirements, disposal of removed materials (e.g., PCB transformers), protection of existing site elements, and repair procedures.
• Layout & Drawings: Contractor responsible for layout from Government benchmarks; requires two sets of as-built drawings.
• Submittals: General requirements for shop drawings, product data, and samples.
• Specific Systems: Detailed specifications for firestopping, joint sealants, metal framing, gypsum board, resilient flooring, painting, electrical systems (grounding, panelboards, surge protection), communications infrastructure (cabinets, copper/fiber cabling, patch cords), HVAC systems (ducts, insulation, commissioning, controls, piping, motors, testing), and lightning protection.
• Definitions & Standards: Provides definitions for security system terms (PACS, SMS, etc.) and lists applicable publications/standards from ANSI, ASTM, IEEE, NFPA, NIST, UL, etc.
• Materials & Construction: Specifies requirements for conduits, boxes, wire, cable, grounding, firestopping, pavement markings, flowable fill, asphalt paving, and chain link fencing.

This document is critical for bidders to understand the full scope of the "EHRM INFRASTRUCTURE UPGRADES" project. It details the general requirements, specific technical specifications for electrical, HVAC, communications, and security systems, as well as civil work like paving and fencing. Bidders must review these requirements to ensure compliance with all applicable codes and standards, accurately estimate costs, and prepare comprehensive proposals. The listed building locations are essential for site assessment. The definitions and standards sections are crucial for understanding the technical requirements of electronic safety and security systems.

Forms / Attachments / Pricing Sheets

This document contains certifications for Asbestos Abatement Contractor and Asbestos Transporter for FH ARC ABATEMENT LLC, issued by the Texas Department of State Health Services. It also includes certificates for Asbestos Contractor/Supervisor Refresher and Asbestos Worker Refresher training for Melvin Castaneda and Miguel Merino, respectively, issued by GEBCO ASSOCIATES. Finally, it contains "Recommended Work Practices for Removal of Resilient Floor Coverings" published by the Resilient Floor Covering Institute (RFCI) in January 2018.

• Asbestos Abatement Contractor License: Issued to FH ARC ABATEMENT LLC, License Number 801229, Control Number 97255, expiring 02/06/2026.
• Asbestos Transporter License: Issued to FH ARC ABATEMENT LLC, License Number 400638, Control Number 97139, expiring 02/16/2026.
• Melvin Castaneda Certificate: Asbestos Contractor/Supervisor Refresher, issued 06/17/2024, expires 06/17/2025.
• Miguel Merino Certificate: Asbestos Worker Refresher, issued 10/06/2023, expires 10/06/2024.
• RFCI Recommended Work Practices: Details procedures for removal of resilient floor coverings, including safety precautions, OSHA and EPA requirements, and specific methods for removing sheet flooring, tiles, adhesives, and wood underlayment. It emphasizes the potential presence of asbestos and crystalline silica and outlines necessary protective measures and disposal procedures.

This attachment is highly relevant for any bidder involved in asbestos abatement, transportation, or the removal of resilient floor coverings. It provides proof of licensing and training for key personnel and outlines critical work practices and regulatory compliance requirements, particularly concerning asbestos and silica hazards. Bidders must ensure they and their subcontractors comply with these standards and possess the necessary certifications.

Form / Attachment / Pricing Sheet

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for the EHRM Infrastructure Upgrades Construction project at the Doris Miller VA Medical Center (VAMC) in Waco, TX. It details the rationale for procuring specific brand-name construction materials.

• Project: EHRM Infrastructure Upgrades Construction at Doris Miller VAMC.
• Contracting Activity: Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC).
• Procurement Type: Firm-fixed price contract, sought via Request for Proposal (RFP) 36C77626R0009.
• Justification for Brand Name Items: The document outlines four specific brand-name items for which the VA cannot accept equal or alternate items due to standardization requirements and the need for compatibility with existing systems:
  • HVAC Controls: BACnet-certified DDC System (PICS required).
  • Physical Access Control: Lenel OnGuard hardware/software.
  • Video Surveillance: Avigilon H5A cameras + Avigilon Control Center.
  • Fire Alarm: Notifier NFS-320 series.
• Impact of Non-Standardization: Using non-brand name items would lead to significant duplication in costs, improper functioning, compromised system integrity, increased lifecycle costs, operational risks, and require additional training for staff.
• Project Magnitude: Estimated between $20,000,000 and $50,000,000.
• Competition Strategy: The overall procurement will be competed as a Service-Disabled Veteran-Owned Small-Business (SDVOSB) set-aside.

This document explains why specific brand-name components are required for the EHRM Infrastructure Upgrades Construction project. Bidders should note these specific requirements when preparing their proposals, as alternatives may not be accepted for these particular items. The document also clarifies that the overall project will be competed, indicating a competitive bidding process for the construction services.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) intended to gather feedback from clients regarding a contractor's performance on previous projects. The completed PPQ is to be incorporated into the offeror's proposal submission and will count towards the proposal's page limitation.

Section 1: Contract Information (Contractor to complete)

• Contractor Information (Name, Address, POC, Contact Details)
• Work Performed As & Percentage
• Contract Information (Title, Number, Type, Location, Dates, Price)
• Project Description (Scope, Relevance to current submission)

Section 2: Evaluator Information (Client to complete)

• Verification of Section 1 accuracy.
• Evaluation of contractor's ability to perform work.
• Ratings on:
  • Quality
  • Schedule/Timeliness
  • Communication
  • Management/Personnel/Labor
  • Cost/Financial Management
  • Subcontract Management
• Summary question: Would you hire or work with this firm again?
• Adjectival Ratings definitions (Outstanding, Above Average, Satisfactory, Unsatisfactory, Not Applicable).

Bidders must provide this questionnaire to their clients for completion. The completed PPQ is a required part of the proposal submission and contributes to the overall page count. The feedback gathered will be used by the government (Veterans Health Administration - VHA Program Contracting Activity Central - PCAC) to evaluate the offeror's past performance. The questionnaire helps the client provide specific details on the contractor's performance across various critical areas.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Drawings.pdf", provides comprehensive architectural, civil engineering, mechanical, and technology infrastructure drawings for the VA Waco Healthcare System EHRM project (Project # 674AA-21-700). These detailed drawings are crucial for bidders to understand the project's scope, site layout, building plans, and specific construction requirements.

• General Information: Includes project team details, general notes on phasing, site operations, fire protection, and ICRA.
• Drawing Index: A categorized list of all drawings by discipline (General, Hazmat, Civil, Architectural Site, Architectural, Electrical, Mechanical, Technology).
• Site Plans: Detailed campus layouts showing roads, buildings, utilities, and proposed ductbanks.
• Building Plans: Floor plans for numerous buildings (e.g., 2, 4, 5, 6, 7, 8, 10, 11, 16, 18, 24, 90, 91, 92, 93, 94, 99, 189, 202, 219, 221, 224, 225, 226) detailing existing conditions and proposed work.
• Civil Details: Specifics on site work like trenching, curbs, gutters, sidewalks, and tree protection.
• Mechanical Details: Construction specifics for ductwork, pipe hangers, and penetrations.
• Technology Infrastructure: Plans for telecommunication rooms, rack layouts, equipment placement, connectivity, demolition plans, penetration elevations, and bonding/grounding details.
• Schedules: Equipment specifications for split system units, air terminals, disconnects, starters, and luminaires.
• Symbol Lists: Keys for mechanical, electrical, and fire protection symbols.
• Demolition and Construction Notes: Instructions for demolition procedures, material specifications, and specific tasks.

These drawings are critical for bidders to accurately assess the project scope, understand existing conditions, identify specific construction and installation requirements for all disciplines (architectural, civil, mechanical, electrical, technology), and prepare detailed, competitive proposals. They provide the essential visual and technical information for accurate bidding and project execution.

Form / Attachment / Pricing Sheet

This document is a Submittal Register (ER 415-1-10) for the EHRM Infrastructure Upgrades project in Waco, TX. It serves as a log to track submittals required from contractors for various project components.

• The register lists specification sections and the corresponding items/deliverables that require submittal.
• For each item, it indicates the type of submittal required (e.g., Drawings, Statements, Reports, Samples, O&M Manuals).
• It also includes columns for tracking submission dates, contractor action, government action, and remarks.

This document outlines the specific documentation and information contractors must submit throughout the project lifecycle. Bidders should review this register to understand the full scope of submittal requirements, which are critical for project execution, compliance, and final acceptance. It helps in planning the necessary documentation and ensuring timely submissions to avoid project delays.

Form / Attachment / Pricing Sheet

This document is a VHA Pre-Construction Risk Assessment (PCRA) template used to perform facility risk assessments for Construction, Renovation, and Maintenance work. It establishes minimum requirements for categorizing activity types and safety risks to determine necessary precautions to prevent impact on patients, employees, and contractors. It is intended to be used in conjunction with the VHA Infection Control Risk Assessment (ICRA) if required.

• Activity Details: Includes location (Waco EHRM Infrastructure, Doris Miller VHA, Waco Texas) and a brief description (EHRM Infrastructure campus wide).
• Activity Type Classification: Categorizes work into "Inspection/upkeep," "Small scale Construction, Renovation and general maintenance/repair," and "Large-scale construction, renovation, or maintenance" based on duration, patient/employee presence, and type of work (e.g., dust, noise, demolition, plumbing, electrical).
• Control Measures: Outlines specific safety and operational controls required for each activity type, including hazard communication, ILSMs, hot work permits, LOTO procedures, site visits, and daily inspections.
• Activity Hazard Analyses and Control Plans: Lists required plans for "Large-scale" activities, such as excavation safety, dust control, pollution prevention, crane lift plans, and fall protection.
• Affected Adjacent Area Assessment: Requires identification and coordination plans for adjacent areas to prevent disruption.
• Permit Form: Includes a fillable permit for posting at the activity site, detailing the activity, dates, and applicable control measures.

This document is crucial for bidders to understand the safety and operational requirements associated with the project. It outlines the expected level of risk, necessary control measures, and coordination efforts required. Bidders must be prepared to comply with these PCRA requirements, including developing site-specific safety plans, hazard analyses, and communication plans. The "Additional requirements" section notes that prior to work commencement, the COR must re-coordinate with stakeholders to ensure the PCRA remains relevant and accurate, which may impact the scope or execution of the work.

Form / Attachment / Pricing Sheet

This document is a General Decision for wage rates applicable to Building Construction Projects in McLennan County, Texas. It serves as a reference for prevailing wages that must be paid on federal or federally funded construction projects.

• Lists specific construction trades (e.g., Boilermaker, Electrician, Plumber, Carpenter, Laborer, Operator).
• Provides the prevailing hourly wage rate and fringe benefits for each trade.
• Includes effective dates for the listed rates.
• Specifies the geographic area (McLennan County, Texas) and construction type (Building Construction Projects, excluding single-family homes and apartments up to 4 stories).
• Contains notes regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage for Federal Contractors), outlining contractor obligations.
• Details the process for appealing wage determinations.

Bidders must use these wage rates to accurately estimate labor costs for their proposals. Failure to comply with these prevailing wage requirements can lead to contract non-compliance and penalties. This document is crucial for understanding the labor cost component of the opportunity and ensuring competitive and compliant bidding.

Form / Attachment / Pricing Sheet

This document, titled "Attachment 8 - Limitations on Subcontracting - Construction.docx," outlines the specific limitations on subcontracting that apply to construction contracts under this solicitation. It requires offerors to certify their compliance with these limitations if awarded a contract.

• General Construction Limit: For general construction contracts, the contractor must certify that they will not pay more than 85% of the amount paid by the government to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs). The cost of materials is excluded from this calculation.
• SDVOSB/VOSB Subcontracting: Any work further subcontracted by a similarly situated certified SDVOSB/VOSB subcontractor counts towards the 85% subcontract amount limit.
• Certification Requirement: 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 evaluation and award.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties, including prosecution under Title 18, United States Code, Section 1001.
• Compliance Verification: Offerors acknowledge they may be required to provide documentation (e.g., invoices, subcontracts) to demonstrate compliance with these limitations at any time during contract performance or upon completion.

This attachment is critical for bidders to understand the subcontracting restrictions specific to construction opportunities. Bidders must carefully review these limitations and ensure their proposed approach and pricing comply. The completed and signed certification is a mandatory submission requirement for bid eligibility.

Form / Attachment / Pricing Sheet

This document provides instructions for an organized site visit related to the EHRM Infrastructure Upgrades Construction project. It details the date, time, and location for the visit, as well as directions and contact information for inquiries.

• Date and Time: February 24, 2026, at 9:30 AM CT.
• Meeting Location: Building 224, Main Conference Room, Doris Miller VAMC, 4800 Memorial Drive, Waco, TX 76711.
• Day-of Contact: Engineering office at (254) 315-7796.
• Other Inquiries: Contact the CS via email provided on page 1 of the solicitation.
• Question Submission: Questions must be submitted in writing according to the solicitation. Formal responses will be provided via amendment on SAM.gov.
• Site Visit Recommendation: Attendance is highly recommended but not required. Reviewing drawings beforehand is advised.
• Access Limitations: Certain areas may not be accessible due to ongoing veteran care. Questions regarding these areas should be addressed during the technical question period.

This document is crucial for bidders to understand the logistics of the site visit, which is an opportunity to gain a firsthand understanding of the project site. It also clarifies the process for submitting questions and receiving official responses, impacting proposal preparation and strategy.

Form / Attachment / Pricing Sheet

This document, "Attachment 11 - Project Information Sheet for Contractors.docx," is a form that contractors must complete and submit as part of their proposal. It requires detailed information about past projects to demonstrate the offeror's experience.

• Offeror Information: Name, role (prime/subcontractor).
• Contract Details: Contract/Project Number, NAICS code, Project Title, Location, Contracting Officer/POC, Owner's Project Manager/POC.
• Contracting Information: Type of contract, award amount, final amount, award date, notice to proceed date, scheduled and actual completion dates.
• Project Performance: Number and reasons for change orders, OSHA citations (if applicable).
• Subcontractors: List of major subcontractors with POC and phone numbers.
• Narrative: Detailed description of work performed and its relevance (very relevant, relevant, or somewhat relevant).

Bidders must use this form to document their relevant past performance. The information provided, particularly the narrative describing work performed and its relevance, will be crucial for the government to evaluate the offeror's experience and capability to perform the work required by the solicitation. A separate form must be completed for each contract/project submitted.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a detailed cost breakdown for a construction program, organized by CSI (Construction Specifications Institute) divisions. It appears to be an estimate worksheet used for project planning and budgeting.

• The spreadsheet is divided into multiple sheets, each corresponding to a CSI division (e.g., Division 00 - Special Sections, Division 01 - General Requirements, Division 02 - Existing Conditions, up to Division 48 - Electrical Power Generation).
• Each division sheet includes columns for labor and materials, with sub-columns for quantity, unit, cost per unit, and total cost.
• A "SUMMATION" sheet provides an overview of costs by division, with subtotals, overhead, profit, and bonds calculated.
• All provided sheets indicate a total cost of $0.0 for each division and the overall project, suggesting this is a template or an incomplete estimate.

While this document is an estimate worksheet, all cost-related fields currently show $0.0. Bidders should note that this specific attachment does not provide current or finalized cost information for the opportunity. It serves as a template for cost breakdown structure.

Solicitation / RFP / RFQ

This is a solicitation for a firm-fixed-price contract for construction project #674A4-21-700, "EHRM Infrastructure Upgrades Construction" at the Doris Miller VA Medical Center (VAMC) in Waco, TX. The Department of Veterans Affairs (VA) is seeking a general contractor to provide all labor, materials, equipment, and supervision for these upgrades.

The project involves general construction, alterations, demolition, and new construction to upgrade facility infrastructure to support the Electronic Health Record Modernization (EHRM) system. Specific work includes:

• Electrical upgrades (panels, power, bonding, UPS, BMS interfaces)

• HVAC assessment and upgrades

• Space reconfiguration, expansion, and renovation

• Communication infrastructure (data outlets, patch panels, Cat 6A cable)

• Physical security upgrades

• Fiber infrastructure assessment and upgrades (campus-wide, inter-building)

• Hazardous material abatement Work will be performed in multiple buildings (2, 4, 5, 6, 7, 8, 10, 11, 15, 16, 18, 24, 90, 91, 92, 93, 94, 00, 189, 202, 219, 221, 224, 225, 226) and site areas.

• Contract Type: Firm-Fixed-Price

• Period of Performance: Approximately 730 calendar days from Notice to Proceed.

• Estimated Magnitude of Construction: $20,000,000 to $50,000,000.

• The solicitation will be issued as a Request for Proposals (RFP) under FAR Part 15.

• Evaluation will follow tradeoff procedures as detailed in the solicitation.

• The solicitation is anticipated to be issued in mid to late February 2026.

• All questions must be submitted in writing via email to Shawn.Tavernia@va.gov. Telephone inquiries will not be accepted.

• This solicitation is a total Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offers from other than SDVOSB concerns will not be considered.

• Applicable NAICS Code: 236220 (Size Standard: $45.0 million).

This notice is not a request for competitive offers.