Z2DA--Replace Dual Duct Boxes on Second Floor - 539-21-201

Justification and Approval for Other Than Full and Open Competition

This document justifies the use of other than full and open competition for the "Replace Dual Duct Boxes 539-21-201" acquisition. The Cincinnati VA Medical Center (VAMC) requires a standardized Building Automation System (BAS) to address significant difficulties with its current system, which is composed of multiple non-communicating, difficult-to-maintain, and poorly performing systems. The proposed solution involves standardizing on the Tridium Facility Explorer (FX) platform to improve efficiency, reduce maintenance calls, enhance environmental control for patients and staff, and integrate existing components.

• Procurement of Tridium Facility Explorer (FX) line of equipment for all new BAS controller hardware/software.

• Includes configuration/programming, graphics, owner training, supervisory controllers, and field controllers.

• The goal is to replace Dual Duct Boxes and standardize the BAS controls system.

• The contracting activity is the Department of Veterans Affairs, Network Contracting Office (NCO) 10.

• The requesting agency is VISN 10, VAMC Medical Center, Engineering Service.

• Purchase Order Number: 539-26-1-6905-0003.

• Acquisition Plan Action ID: 36C250-26-AP-2851.

• This is a justification for other than full and open competition, citing 41 USC §3304(a)(1) as the statutory authority (Only One Responsible Source).

• The solicitation will be publicized via sam.gov.

• Determination of fair and reasonable cost will be based on the IGE and other non-price related factors.

• Tradeoffs and Evaluation Factors are not applicable.

• Cost for services will be compared with commercially published price lists and catalogs.

• Market research identified four (4) Service-Disabled Veteran Owned Businesses (SDVOSB's) that indicated they could provide the system.

• The current BAS is made up of multiple systems that do not fully communicate, are difficult to maintain, and perform poorly, leading to inadequate environmental conditions.

• Standardization on the Tridium FX platform is necessary because existing field controllers are compatible with it, and maintenance staff are trained on it.

• Other VAMCs (Indianapolis, Danville, Hines) also standardize on Facility Explorer.

• Future solicitations may use "brand name or equal" language if in the Government's best interest, but the current requirement necessitates a brand name description for standardization.

Justification and Approval for Other Than Full and Open Competition

This document justifies the use of other than full and open competition for the Tridium Niagara System Building Management Controls System at the Cincinnati VAMC. The action aims to update and integrate existing Building Automation Systems (BAS) to improve overall building optimization, energy goals, and reduce maintenance issues caused by incompatible and poorly communicating systems.

• Expansion of the existing Building Management Controls System.

• Includes new Direct Digital Automatic Temperature Control System (DDATCS) devices such as controls/communications panels, sensors, actuators, automatic control valves, meters, computer hardware/software, programming, graphics, and owner training.

• The Tridium Niagara Framework is specified as the head end for integration.

• New Tridium-based panels must have an open license for future service or system expansion.

• The document references an "Estimated Value of the DDATCS" but does not state the specific amount.

• The acquisition will be issued as an Invitation for Bid (IFB).

• The solicitation will be publicized via sam.gov.

• Tradeoffs and Evaluation Factors are not applicable.

• Cost for services will be compared with commercially published price lists and catalogs for similar products.

• Market research contacted four Service-Disabled Veteran Owned Businesses (SDVOSB's) to inquire about providing the Tridium system.

• The document does not explicitly state a set-aside, but mentions contacting SDVOSBs.

• The justification cites FAR 6.302-1 (Only One Responsible Source) as the statutory authority.

• The current system is described as an "amalgamation of incompatible systems" leading to operational problems.

• Tridium is identified as the only manufacturer capable of integrating the existing DDATCS components.

• The Tridium Niagara Framework is prevalent in the local market and used by other VA facilities in the region.

Justification and Approval (Other Than Full and Open Competition)

This document justifies the Department of Veterans Affairs' (VA) decision to procure services for the Cincinnati VAMC's Building Automation System (BAS) through "Other Than Full and Open Competition." The existing BAS infrastructure is described as an amalgamation of incompatible controllers, leading to operational issues, excessive maintenance calls, and staff dissatisfaction. The action aims to standardize the facility's Direct Digital Control (DDC), Application Specific Controllers (ASC), and Advanced Application Controllers (AAC) to resolve these problems.

• Expansion of the existing Building Management Controls System.

• Procurement of new ASC & AAC controllers, including hardware/software, configuration/programming, graphics, and owner training.

• The goal is to integrate with existing systems, reduce waste, maximize budget, improve reliability, and eliminate communication failures.

• The acquisition will be issued as an Invitation for Bid (IFB).

• Determination of fair and reasonable cost will be based on the Independent Government Estimate (IGE) and commercially published price lists.

• Tradeoffs and Evaluation Factors are not applicable.

• The solicitation will be publicized via SAM.gov.

• Market research has been conducted, and four Service-Disabled Veteran Owned Businesses (SDVOSB's) indicated they could provide the system.

• The justification cites FAR 6.302-1 (Only One Responsible Source) as the statutory authority.

• The rationale is that Honeywell, Siemens, and Johnson Controls are the only manufacturers whose controllers can integrate with the existing systems, thereby reducing waste and improving system reliability. These manufacturers' controllers are also used by local temperature control contractors, allowing for multiple service options.

• The current requirement necessitates a brand name description to create an exact copy of the existing system.

• Future solicitations may utilize "brand name or equal" language if in the Government's best interest.

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 activities. It helps determine the level of precautions needed 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: Specifies the location (2nd Floor Radiology) and a brief description of the activity (Project 539-21-201, Replace Dual Duct Boxes on 2nd Floor with fan coil units).
• Activity Type Classification: Categorizes the work into "Inspection/upkeep," "Small scale Construction, Renovation and general maintenance/repair," or "Large-scale construction, renovation, or maintenance" to determine required control measures.
• Control Measures: Outlines specific safety protocols, hazard analyses, communication plans, and site visit requirements based on the activity type.
• Affected Adjacent Area Assessment: Requires identification of adjacent areas and development of coordination and communication plans to mitigate disruption.
• Permit: Includes a fillable permit form for posting at the activity site, detailing project information, start/completion dates, and required control measures.

This document outlines the safety and risk assessment requirements for the project. Bidders should review the "Activity Type" and associated "Control Measures" to understand the safety protocols, hazard analyses, and coordination plans that will be required as part of the project execution. The "Affected Adjacent Area Assessment" highlights the need for coordination with various hospital departments. The permit section provides key project dates and contact information.

Form / Attachment / Pricing Sheet

This document is Attachment #A, a Construction Health and Safety Form, which outlines the Infection Control Risk Assessment (ICRA) and Interim Life Safety Measures (ILSM) required for the project to replace dual duct boxes on the 2nd floor. It details the scope of work, risk assessment matrix for construction activities, patient risk groups, and required infection control precautions.

• Scope of Project: Replacement of mixing boxes on the second floor to control temperature.
• Risk Assessment Matrix: Categorizes construction activities (Type A, B, C, D) based on dust generation and demolition levels.
• Patient Risk Groups: Identifies different patient care areas and their associated risk levels (Low, Medium, High, Highest).
• ICRA Class: The project is classified as ICRA Class III.
• Infection Control Precautions: Details specific requirements for Class II, III, and IV work, including dust control, barrier methods, negative air pressure, and waste containment.
• TB Risk Assessment: Determines if TB testing is required for contractors (determined as NO for this project).
• Interim Life Safety Measures (ILSM): Outlines precautions for fire detection, alarm, and suppression systems, egress, and fire drills during construction.
• Additional Construction Safety Questions: Addresses potential air quality, noise, vibration, and leak issues, and confirms review by the construction safety committee.
• Contractor Requirements: Includes a 14-day notice for utility shutdowns, OSHA 10/30-hour training, and consideration of past safety records.

This document is critical for bidders to understand the safety and infection control requirements that will be imposed during the execution of the project. Compliance with these measures is mandatory and will impact project planning, execution, and costs. Bidders must review these requirements to ensure they can meet them and factor them into their proposals. Key requirements include dust control, barrier construction, negative air pressure, specific waste handling, and adherence to ILSM protocols. The document also specifies that contractors and sub-contractors must complete OSHA 10-hour or 30-hour construction worker training.

Form / Attachment / Pricing Sheet

This document is a Request for Information (RFI) related to Solicitation 36C25026B0042 for the "Replace Dual Duct Mixing Boxes on the Second Floor" project at the Department of Veterans Affairs in Cincinnati, Ohio.

• Project Title: Replace Dual Duct Mixing Boxes on the Second Floor
• Project Location: Department of Veterans Affairs, 3200 Vine Street, Cincinnati, Ohio 45220
• Contracting Officer: Ron Heidemann, Department of Veterans Affairs, Network 10 Contracting Office.
• Instructions for Questions: Contractors must thoroughly read all pertinent documents (solicitation, specifications, drawings) before submitting questions. Questions must specifically identify the specification and/or solicitation section(s) or drawing number(s) referenced. Failure to comply may prevent a timely response.
• RFI Response: RFIs will be answered by amendments posted to fbo.gov.

This RFI serves as a preliminary step to gather information. Bidders are instructed on the proper procedure for submitting questions regarding the project. The project involves replacing dual duct mixing boxes on the second floor of the VA facility in Cincinnati, Ohio. Responses to questions will be provided via amendments.

Form / Attachment / Pricing Sheet

This document is the Pre-Award Contractor Safety and Environmental Record Evaluation Form for Project 539-21-201. Bidders are required to complete this form to provide information about their company's safety and environmental record.

• Company Information: Name, Address, Telephone, Fax, Email, Contact Person.
• OSHA 300 Forms Data:
  • Number of man-hours (jobsite and office) for 2022, 2023, 2024, 2025.
  • Number of cases involving days away from work, restricted activity, or both (OSHA 300 Columns H and I).
  • Days Away, Restricted, or Transferred (DART) Rate.
  • Number of serious, willful, or repeat violations from OSHA within the last 3 years (explanation required for any violations).
• Required Attachments: Copies of OSHA 300 and 300a Forms.
• NAICS Code: Six-digit North American Industrial Classification System (NAICS) Code for the acquisition (238220 is provided as an example).
• Safety Program Administration: Information on who administers the company's Safety and Health Program.
• Insurance Experience Modification Rate (EMR): Company's EMR.

Completion and submission of this form, along with the required OSHA documentation, is a mandatory part of the pre-award process for this opportunity. Bidders must accurately report their safety and environmental performance data. The NAICS code provided (238220) may be relevant for determining business classification and eligibility. The EMR and safety program information will likely be used in evaluating contractor responsibility and capability.

Form / Attachment / Pricing Sheet

This document is VAAR 852.219-75, a 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 completed attachment must be included with your offer; failure to do so will result in rejection and ineligibility for award.

• Offeror's Name: Must match the legal name registered in SAM.gov.
• Printed Name and Title of Signee: The name and title of the individual authorized to sign.
• Signature: The certification must be signed.
• Date: Must be dated no later than the offer due date.
• Company Name and Address: Must include the signee's complete business name and address as registered in SAM.gov.
• Certification Statement: The offeror certifies compliance with subcontracting limitations based on the contract type (Services, General Construction, or Special Trade Construction Contractors).
• Subcontracting Limitations:
  • Services: Not more than 50% to firms not certified SDVOSBs/VOSBs.
  • General Construction: Not more than 85% to firms not certified SDVOSBs/VOSBs.
  • Special Trade Construction Contractors: Not more than 75% to firms not certified SDVOSBs/VOSBs.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties, including prosecution under 18 U.S.C. § 1001.

This form is critical for bid submission. Bidders must accurately complete and sign this certification, ensuring all information matches SAM.gov registration. The specific subcontracting limitation percentage (50%, 85%, or 75%) will be checked by the Contracting Officer based on the predominant NAICS code. Failure to submit a complete and accurate certification with the offer will lead to disqualification.

Form / Attachment / Pricing Sheet

This document contains detailed architectural and engineering drawings for the "Replace Dual Duct Boxes on 2nd Floor" project at the Department of Veterans Affairs Medical Center in Cincinnati, OH. It serves as a visual guide for contractors, illustrating the scope of work, including removals, new installations, and specific details for mechanical, electrical, and plumbing systems.

• Title Sheet (G-001): Provides project overview, location, project number (539-21-201), and lists all associated drawings.
• Index of Drawings (M001, E001): Lists all architectural, mechanical, and electrical drawings included in the set.
• Floor Plans (e.g., 1-MD102, 1-MH102, 1-E102): Detail the layout of the second floor, showing existing conditions to be removed and new installations for ductwork, piping, and electrical systems.
• Details and Schedules (M501, M601, E001): Provide specific construction details, legends for symbols and abbreviations, control diagrams, and schedules for equipment such as fan coil units and air distribution devices.
• General Project Notes: Outline important project requirements, compliance standards, and contractor responsibilities.

These drawings are critical for bidders to understand the physical scope of the project, including the extent of demolition, the location and type of new HVAC and electrical components, and the specific requirements for installation. They are essential for accurately estimating costs and developing a compliant bid.

Form / Attachment / Pricing Sheet

This document contains the Technical Specifications for the "Replace Dual Duct Boxes on 2nd Floor" project (539-21-201). It details the technical requirements and specifications for the construction bid.

• Project Title: Replace Dual Duct Boxes on 2nd Floor
• Project Number: 539-21-201
• Issuing Agency: Department of Veterans Affairs (VA)
• Document Type: Technical Specifications / Bid Documents
• Date: October 2025
• Prepared By: Levin Porter Architects and STAN Engineers

This document outlines the technical specifications that bidders must adhere to for the "Replace Dual Duct Boxes on 2nd Floor" project. It includes a detailed Table of Contents covering various divisions and sections, such as General Requirements, Existing Conditions, Thermal and Moisture Protection, Finishes, Special Construction, and Electrical. Bidders should review these specifications to understand the full scope of work, materials, and installation requirements to accurately prepare their bids and ensure compliance if awarded the contract.

Form / Attachment / Pricing Sheet

This document is VA Form 10-9050, the Health Care Personnel Influenza Vaccination Form. It is used by Health Care Personnel (HCP) within the Veterans Health Administration (VHA) to document their compliance with the mandatory seasonal influenza vaccination program.

• Vaccination Status: HCP must indicate whether they received the seasonal influenza vaccine, have been granted a medical exemption, or have a deeply held religious belief preventing vaccination.
• Exemption Declaration: For medical exemptions, the form requires a physician's signature and National Provider Identification Number. For religious exemptions, the supervisor's signature is required.
• Understanding of Requirements: All signatories must acknowledge understanding that declining vaccination requires wearing a face mask and that violation of the directive may result in disciplinary action, up to and including removal from federal service.
• Submission Deadline: The form must be submitted to the VHA facility Employee Occupational Health staff by November 30 of each year, or within two weeks of beginning employment.

While this document is primarily for internal VHA personnel compliance, it outlines the requirements and documentation necessary for health care personnel regarding influenza vaccination. If a contract involves VHA healthcare personnel, understanding these requirements and the associated forms (like VA Form 10-9050) is crucial for ensuring compliance with VHA policies.

Other / Unclassified

This document is a "General Decision Number" (OH20260082) dated 01/02/2026, which supersedes a previous decision (OH20250082). It pertains to Building Construction Projects in Hamilton County, Ohio, excluding single-family homes and apartments up to four stories. The document lists prevailing wage rates and fringe benefits for various construction trades, including Asbestos Worker/Heat & Frost Insulator, Bricklayer, Carpenter, Electrician, Elevator Mechanic, Power Equipment Operator, Ironworker, Laborer, Painter, Glazier, Cement Mason/Concrete Finisher, Plasterer, Pipefitter, Plumber, Roofer, Sprinkler Fitter, Sheet Metal Worker, and Welder.

It also includes notes on Executive Orders 13706 (Paid Sick Leave for Federal Contractors) and 13658 (Federal Minimum Wage), outlining contractor obligations and worker protections. Information on the Wage Determination Appeals Process is also provided.

This document is crucial for bidders on federal construction projects in Hamilton County, Ohio, as it establishes the minimum prevailing wage rates and fringe benefits that must be paid to laborers and mechanics. Bidders must ensure their proposals and labor costs comply with these rates. The inclusion of Executive Order details also highlights specific contractor responsibilities regarding paid sick leave and minimum wage requirements.

Solicitation

This solicitation is for the "Replace Dual Duct Mixing Boxes on the Second Floor" project at the Cincinnati VA Medical Center. The project involves replacing dual duct mixing boxes, a new pump, and chilled water lines on the second floor of an occupied hospital space. Phasing of construction work will be required.

• Replacement of Dual Duct Mixing Boxes on the Second Floor.

• Installation of a new pump and chilled water lines.

• Provision of all necessary labor, materials, equipment, permits, and supervision.

• Work includes mechanical and electrical components.

• Phased construction planning is mandatory due to the occupied space.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 365 calendar days from receipt of Notice to Proceed.

• Magnitude of Construction: Estimated between $1,000,000.00 and $2,500,000.00.

• Bids are due by 11:00 PM EDT on June 11, 2026.

• Offers must be submitted via email only to ronald.heidemann@va.gov. Physical documents will not be accepted.

• A bid guarantee is required and must be received via email before the bid due date/time.

• A public bid opening will be conducted via conference call.

• Key deadlines:

  • Site Visit: May 19, 2026, at 11:00 AM EST.
  • Request for Information (RFI) Due: May 27, 2026, at 2:00 PM EDT.

• This solicitation is 100% set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be VA-certified SDVOSBs and listed in the Dynamic Small Business Search (DSBS) database at the time of bid submission and prior to award.

• NAICS Code: 238220 (Plumbing, Heating, and Air-Conditioning Contractors).

• Size Standard: $19 million.

• Bidding materials (drawings, specifications, forms) will be posted on SAM.gov.

• Offerors must acknowledge all amendments.

• Required documents for submission include SF 1442, Bid Bond (SF 24), VAAR 852.219-75, and FAR 52.219-28 (if applicable).

• Security requirements, including background investigations and training, are detailed and must be adhered to.

Solicitation / RFP / RFQ

This is a presolicitation notice for construction services required by the Cincinnati VA Medical Center to "Replace Dual Duct Mixing Boxes on the Second Floor" (Project # 539-21-201). The project involves replacing dual duct mixing boxes on the second floor, including the installation of a new pump and chilled water lines. The work requires general contracting, electrical, controls, and mechanical expertise. Construction will occur in an occupied space, necessitating careful planning for phasing.

• Replacement of Dual Duct Mixing Boxes on the Second Floor.

• Installation of a new pump and chilled water lines.

• Requires general contracting, electrical, controls, and mechanical services.

• Planning for phased construction in an occupied space is essential.

• The government intends to issue a solicitation around May 12, 2026.

• The response date for the solicitation is June 11, 2026, at 1:00 PM Eastern Time.

• Definitization of Equitable Adjustments will follow FAR 52.243-5 (DEVIATION JUL 2025) and VAAR 852.243-70.

• All responsible sources may submit a quotation.

• This opportunity is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Offerors must be eligible SDVOSBs and small businesses under NAICS code 238220.

• SDVOSB status must be certified and listed in the SBA certification database at https://search.certifications.sba.gov.

• Joint ventures are eligible if they meet requirements in 13 CFR part 128, with the managing partner making representations.

• SDVOSBs/VOSBs must also meet SBA requirements (13 CFR parts 121, 125, and 128), including nonmanufacturer rule and limitations on subcontracting.

• Willful misrepresentation of SDVOSB status may result in debarment for a minimum of five years.

• Product Service Code: Z2DA

• NAICS Code: 238220

• Place of Performance: Cincinnati VAMC, 3200 Vine Street, Cincinnati, Ohio 45220, USA.

• Contracting Officer: Ron Heidemann (ronald.heidemann@va.gov)