K059--626A4-18-204 Upgrade Energy Management System

Amendment / Modification

This amendment provides the Site-Visit Sign-In sheet and responses to Requests for Information (RFIs) related to solicitation 36C24926R0056.

• The amendment includes Attachment 1: Sign-in Sheet - 626A4-18-204 - Upgrade Energy Management System.

• The amendment includes Attachment 2: RFI RESPONES - 626A4-18-204 - Upgrade Energy Management System.

• The Proposal Due Date/Time remains unchanged: May 15, 2026, at 2:00 PM ET.

• All other terms and conditions of the original solicitation remain in full force and effect.

Questions & Answers / Clarifications

This document contains responses to Requests for Information (RFIs) related to the "Upgrade Energy Management System" opportunity (Solicitation Number 626A4-18-204).

• Commissioning Agent: The bidder/contractor is responsible for obtaining and paying for 3rd party commissioning. The VA will not be responsible for this cost.
• Ceiling Restoration: Any ceiling damage caused by the contractor must be restored to an "as-good or better" condition.
• Infection Control: ICRA requirements are applicable during ceiling work, especially when traversing active hospital areas. A low to moderate ICRA significance is noted for mechanical spaces, sub-basements, and corridors.
• Mandatory Training: The definitive training requirement is 64 hours (32 hours formal, 32 hours on-the-job) per Section 23 09 23, plus an additional 8-hour operational training program for up to 4 operators within 30 days of BAS Acceptance. Training must be provided by the manufacturer or a licensed representative.
• Warranty: The BAS system, including all components and labor for latent defects, requires a 2-year warranty. This supersedes the standard 1-year warranty for emergency systems.
• Furnished Products: The Prime Contractor is responsible for furnishing and installing all required equipment and materials, including items listed as "installed but not furnished" in Section 23 09 23.
• After-Hours Work: Mandatory after-hours or weekend work may be required with no cost allowance. Directives for such work are typically given 2 weeks in advance. There is no cap on the volume of after-hours work, and the COR has sole discretion. Equitable adjustment for VA-caused access delays (e.g., late badge approvals) is not provided; contractors must contact the COR and CO to place a claim.
• Scope of Work: The project involves modifying and upgrading existing systems, not removing actual building structures.
• Fire Alarm System Points: The number of points for the Fire Alarm System will be accounted for to ensure proper integration with the BAS for fire safety and code compliance.
• Building Annunciation: Each building's fire alarm panel reports to a main campus fire alarm panel. Outlier areas may be served by an adjacent building's panel.

These clarifications provide specific details on responsibilities, requirements, and timelines that bidders must consider when preparing their proposals. Key areas include warranty periods, training mandates, contractor responsibilities for all materials, and the potential for mandatory overtime work.

Form / Attachment / Pricing Sheet

This document is a sign-in sheet for a site visit related to Project 626A4-18-204, "Upgrade Energy Management System." It records the attendance of prime contractors and sub-contractors. This sheet will become an official part of the contract file.

• Project Name: Upgrade Energy Management System
• Location: TVHS, Alvin C. York Campus, Murfreesboro, TN
• Date and Time: April 22, 2026, at 10:00 AM CT
• Information Collected: Print Name, Company, Telephone Number, Fax Number, and E-Mail Address.

This sign-in sheet indicates which companies attended the site visit. This information may be relevant for bidders to understand who else is interested in or involved with this opportunity, and it confirms their participation in a mandatory or recommended site visit, which is often a prerequisite for bidding.

Solicitation / RFP / RFQ

This solicitation is for the upgrade of the existing Energy Management System and Building Automation System (BAS) at the Tennessee Valley Healthcare System (TVHS), Alvin C. York Campus in Murfreesboro, TN. The project aims to convert existing Direct Digital Controls (DDC) systems to an industry-standard Native DDC front-end and panels, install a fiber optic backbone, replace outdated controls, and add controls to key areas. The magnitude of construction is estimated between $1,000,000.00 and $5,000,000.00.

• Upgrade existing Siemens and Alerton BAS/DDC systems to a unified, certified, and commissioned BACnet System (Desigo CC or equivalent).

• Convert existing V-LAN to Fiber Optic communication.

• Replace proprietary and non-backwards compatible control panels with Native BACnet compliant components.

• Install a new Fiber Optic backbone (minimum 10 GBPS).

• Provide professional services including controls, programming, structured cabling, low-voltage electrical, architectural patch back, tuning, fire alarms, certification/commissioning, and general construction.

• Remove old V-LAN cabling once the new system is installed and operational.

• Ensure the new system functions as an integrated and "open system" with one database and global control logic.

• Provide a new front-end with new graphics for a unified BACnet System.

• Contract Type: Firm-Fixed-Price.

• Performance Period: 365 calendar days after Notice to Proceed.

• Proposals are due by May 15, 2026, at 2:00 PM ET.

• Submission is electronic via email to Robert.Glenn2@va.gov and Michael.Brown1305@va.gov.

• Evaluation will be conducted on a Lowest Price Technically Acceptable (LPTA) basis.

• Key evaluation factors include Relevant Construction Experience, Key Personnel Experience, and Past Performance.

• A mandatory site visit is scheduled for Wednesday, April 22, 2026, at 10 AM CT.

• Requests for Information (RFIs) must be submitted via email to Robert.glenn2@va.gov by 2:00 PM ET on May 4, 2026.

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

• Offerors must be listed and viewable in the SBA - Dynamic Small Business Search (DSBS) at the time of offer and award.

• Active SAM registration is required.

• A bid bond is required.

• Magnitude of Construction: $1,000,000.00 to $5,000,000.00.

• NAICS Code: 238210 (Electrical Contractors and Other Wiring Installation Contractors) with a Size Standard of $19M.

Form / Attachment / Pricing Sheet

This document is a "General Decision Number" which serves as a wage determination for building construction projects in Rutherford County, Tennessee. It outlines the prevailing wage rates and fringe benefits that must be paid to various labor classifications on federal or federally funded construction projects in the specified area.

• General Decision Number: TN20260187, effective 01/02/2026.
• Construction Type: Building Construction Projects (excluding single-family homes or apartments up to 4 stories).
• County: Rutherford County, Tennessee.
• Labor Classifications & Rates: Lists specific trades (e.g., Asbestos Worker, Elevator Mechanic, Ironworker, Plumber, Electrician, Laborer, Operator) with their corresponding hourly wage rates and fringe benefit rates.
• Paid Holidays: Specifies recognized holidays for paid time off.
• Vacation Pay: Details employer contributions to vacation pay based on years of service.
• Executive Orders: References Executive Order (EO) 13706 (Paid Sick Leave) and EO 13658 (Minimum Wage for Federal Contractors), outlining contractor obligations related to these orders.

Bidders must use this wage determination to accurately calculate labor costs for their proposals. It ensures that all covered workers on the contract are paid at least the minimum wage rates specified for their classification, as required by federal regulations. Failure to comply with these wage requirements can lead to penalties. Bidders should pay close attention to the specific rates for the trades expected to be employed on the project.

Form / Attachment / Pricing Sheet

This document is a Request for Information (RFI) form, designed to collect specific questions and requests for clarification from potential bidders regarding the "Upgrade Energy Management System" project at the Alvin C. York VAMC. It outlines the process for submitting questions and the information required from the government.

• Project Identification: Includes Project Number (626A4-18-204) and Project Title ("Upgrade Energy Management System").
• Submission Instructions: Emphasizes the need to thoroughly read all pertinent documents (solicitation, specifications, drawings) before submitting questions. Contractors must specifically identify the specification, solicitation section, or drawing number related to their question.
• RFI Form Fields: Provides spaces for RFI Number, Date, Specification/Drawing Reference, Reply Needed By, Information Needed, Reply, Reply From, and Date.
• Contact Information: Identifies Robert Glenn Jr, Contract Specialist (robert.glenn2@va.gov) as the recipient for questions.

This RFI form is crucial for bidders to formally submit any questions or seek clarifications on the "Upgrade Energy Management System" opportunity. Adhering to the specified format and providing detailed references for each question is mandatory for the government to respond. Failure to comply may result in unanswered questions and potential delays in obtaining necessary information for proposal preparation.

Form / Attachment / Pricing Sheet

This document is the Pre-Award Contractor Safety and Environmental Record Evaluation Form, required for Solicitation 36C24926R0056. It is used to collect information on a company's safety and environmental records prior to award.

• Company Information: Name, Address, Telephone, Fax, Email, Contact Person.
• OSHA 300 Forms Data: Requires data for 2023, 2024, and 2025, including:
  • Number of man-hours (jobsite and office).
  • Number of cases involving days away from work, restricted activity, or both (OSHA 300 Column H and I).
  • Days away, restricted, or transferred rate (DART Rate).
  • Number of serious, willful, or repeat violations from OSHA within the last 3 years (with explanations for any violations).
• Required Attachments: Copies of OSHA 300 and 300a Forms.
• NAICS Code: Six-digit North American Industrial Classification System code for the acquisition (provided as 238210).
• Safety and Health Program Administrator: Name or title of the company's program administrator.
• Insurance Experience Modification Rate (EMR): Company's EMR.

Bidders must accurately complete this form and attach the required OSHA documentation. This information is critical for the government's evaluation of contractor safety and environmental records as part of the pre-award process. Failure to provide complete and accurate information may impact a bidder's eligibility or evaluation for this opportunity.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire (PPQ) intended for assessors to evaluate a contractor's past performance on a specific government contract. It is provided by the Offeror to their references.

• Section A (Contractor Information): To be completed by the prospective contractor, including their name, POC, contract award number, description of services, contract dates, and period of performance. It also includes authorization for the release of information.
• Section B (Assessor Information): To be completed by the assessor. It includes a rating scale (Acceptable/Unacceptable) for Quality of Service, Schedule, and Business Relations, with specific questions under each category. Assessors must provide rationale for assigned ratings and indicate their willingness to award future contracts to the contractor.

Bidders must provide this questionnaire to their references (assessors) to gather past performance information. This information is critical for the government's evaluation of proposals. The questionnaire must be completed and submitted directly to the Contracting Specialist, Robert Glenn, Jr. (Robert.glenn2@va.gov), by May 15, 2026, at 2:00 PM EDT. Failure to submit this information or receiving unfavorable ratings could impact proposal evaluation.

Form / Attachment / Pricing Sheet

This document, "Attachment 5 General Condition Breakdown.docx," appears to be a breakdown of general conditions costs that bidders may need to consider or provide as part of their proposal. It lists various categories related to project management, site conditions, and associated costs.

• Project Management: Includes roles such as Superintendent, Safety Manager, CPM Scheduler, Quality Assurance/Quality Control, Project Manager(s), and Project Executive.
• Bonds and Insurance: Lists Builder’s Risk Insurance, General Liability Insurance, and Security, Payment & Performance Bonds.
• Site Conditions: Encompasses temporary utilities (power, water, sewer, telephone, network), temporary facilities (fencing, walkways, toilets, heating/cooling, partitions), site management (SWPPP, truck washes, street cleaning, traffic control, barricades, lighting, laydown areas), and documentation (photos).

Bidders should review this breakdown to understand the types of general conditions costs that are expected to be included in their overall project bid. It provides a framework for itemizing these indirect costs, ensuring comprehensive proposal preparation and alignment with the government's expectations for these categories.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 Calc. of Self Performed Work.xlsx", provides a template and instructions for Offerors to calculate and report the percentage of work they intend to self-perform versus subcontract. This is specifically relevant for Specialty Trade Contractors under NAICS code 238210, who are required to self-perform at least 25 percent of the contract performance cost incurred for personnel.

• Self-Performed Work Calculation: Requires a breakdown of material and personnel costs by specification division.
• Cost Categories: Includes Prime Contractor costs, Subcontractor costs, Profit, Home Office Overhead, and Bond costs.
• SB Vendor Identification: A field to indicate if a subcontractor is a Small Business (SB) vendor.
• Certification: A statement to be certified by an authorized representative, confirming the accuracy of the provided information.
• Specific Calculation Steps: Outlines a 4-step process to determine the total amount of work to be self-performed as a percentage of total personnel costs.

Bidders must use this template to detail their proposed self-performance and subcontracting plan. This calculation is a mandatory requirement for certain contractors to demonstrate compliance with the 25% self-performance threshold. The accuracy of this calculation will likely be a factor in proposal evaluation and compliance checks.

Form / Attachment / Pricing Sheet

This document is a pricing schedule template provided by the VA Network Contracting Office 9 - Construction Team. It is intended to guide contractors in breaking down their proposed costs for the "Upgrade Energy Management System" project (Solicitation Number: 36C24926R0056, Project Number: 626-25-204).

• Project Information: Requires "JOB NAME," "LOCATION," "PROPOSAL DATE," "Solicitation Number," "Project Number," and "Project Title."
• Cost Breakdown Structure: Organizes costs by CSI MasterFormat divisions (e.g., General Requirements, Existing Conditions, Concrete, Masonry, Metals, etc.).
• Cost Categories: Within each division, costs are to be broken down into "LABOR," "MATERIAL," "EQUIPMENT," and "DIVISION TOTALS."
• Summary Totals: Includes fields for "TOTAL LABOR," "TOTAL MATERIALS," "TAX FOR MATERIALS," "TOTAL EQUIPMENT," "DIVISION GRAND TOTALS," "SUBTOTAL," "OVERHEAD," "PROFIT," "BOND/FEE," "PERMITS/LICENSES," and "GRAND TOTAL."
• Instructions: Provides specific instructions for contractors, emphasizing the need for detailed breakdowns, prohibiting lump sum prices for divisions, requiring listing of all divisions (even if not applicable), and noting that the template is an example.

This pricing schedule is mandatory for all proposals submitted to the VA Network Contracting Office 9 - Construction as of 6-30-2016. Bidders must use this template, or a similar one providing the same level of detail, to present their cost proposals. Failure to provide a sufficiently detailed breakdown may result in the Government requesting further clarification. The template helps bidders understand the expected format and level of detail for cost submissions, ensuring compliance with solicitation requirements.

Forms / Attachments / Pricing Sheets

This document contains "Attachment 2 Drawings.pdf" and detailed control device lists for the "UPGRADE ENERGY MANAGEMENT SYSTEM (DDC)" project at the Tennessee Valley Healthcare System, Alvin C. York Campus. The drawings provide architectural and mechanical plans, while the lists specify control devices for various buildings.

• Drawings (Attachment 2 Drawings.pdf):
  • Cover Sheet (G1001): Project overview, project number (626A4-18-204), location, and drawing index.
  • Site Plan (MS101): Campus layout and work area.
  • Mechanical Controls Drawings (M-series): Floor plans for multiple buildings detailing new and existing Building Automation System (BAS) control panels, wiring, and fiber optic cables.
  • Typical AHU Diagrams (MS803): Standard Air Handling Unit (AHU) configurations.
  • Existing Control Device Lists: Lists of existing control devices and points for specific controllers.
• Control Device Lists:
  • Building 08: Details devices for AHU-3C, AHU-8A, AHU-3D, AHU-8B, and Hot Water Plant systems.
  • Building 120 (B120.P1, B120.P2, B120.P3): Lists devices for miscellaneous monitoring, AHU-15, and HVAC systems.
  • Notes daisy-chained DDC VAV box controllers connected to existing controllers MEC-1, MBC-19, and MBC-20.

These documents are critical for bidders to understand the physical scope, locations for new BAS component installation, existing infrastructure integration, and the overall campus and building layouts. The control device lists provide a comprehensive inventory of devices, their functions, and locations, essential for planning installation, wiring, and integration efforts for the DDC upgrade.

Form / Attachment / Pricing Sheet

This document is an Electrical Connection Schedule for BMS Panels, detailing normal and emergency power sources for various panels across different buildings. It serves as a reference for understanding the electrical infrastructure related to the Building Management System (BMS).

• Building and Panel Information: Identifies building numbers, BMS panel names, panel locations (room numbers), and associated mechanical reference drawings.
• Power Source Details: Specifies the normal and emergency power sources, including circuit numbers and panel locations for each.
• Panel Names and Location Notes: Provides specific notes from the utilities shop regarding panel names and their precise locations, often including details about the equipment they serve (e.g., AHUs, pumps, exchangers).

This schedule is crucial for bidders to understand the existing electrical infrastructure and power distribution for the BMS panels. It helps in assessing the scope of work related to electrical connections, potential impacts on existing systems, and the specific locations where electrical work will be required. The detailed notes provide context for the function of each panel and its associated equipment, aiding in accurate proposal development and site assessment.

Form / Attachment / Pricing Sheet

This document is an "ELECTRICAL CONNECTION SCHEDULE FOR BMS PANELS." It details the normal and emergency power sources, panel locations, and associated notes for various Building Management System (BMS) panels within the facility.

• Panel Name and Location: Identifies the specific BMS panel (e.g., B1.P1, B2.P5) and its physical location (e.g., ATTIC, FAN ROOM 5, ROOF).
• Power Sources: Specifies the normal and emergency power sources and associated circuit numbers.
• Mechanical Reference Drawing: Provides a reference drawing number for each panel.
• Notes: Offers descriptive notes about the panel's function, connected equipment (e.g., AHUs, pumps, humidity functions), and specific room or area served.

This attachment is crucial for bidders to understand the electrical infrastructure supporting the Building Management System. It provides detailed information on where BMS panels are located, how they are powered, and what specific systems or areas they control. This data is essential for accurately assessing the scope of work, planning installation, and understanding potential electrical requirements for any related maintenance, upgrade, or installation tasks within the opportunity.

Specifications

This document contains specifications for the "Upgrade Energy Management System" for the VA Project No. 626A4-18-204 at the Department of Veterans Affairs, Tennessee Valley Healthcare System Medical Center in Murfreesboro, TN. The specifications cover various aspects of the project, including:

• General Requirements: Outlines contractor responsibilities, site preparation, safety, and training requirements.

• Construction Security: Details security plans, procedures, key control, and document control.

• Fire Safety: Lists applicable publications and requirements for fire protection programs, site access, temporary facilities, and construction partitions.

• Infection Prevention: Implements measures to prevent the spread of infections during construction and renovation activities.

• Electrical Installations: Covers requirements for conductors, cables, grounding, bonding, raceways, boxes, and equipment identification.

• HVAC Controls: Specifies requirements for direct-digital control systems, including BACnet compliance, controllers, sensors, and sequences of operation.

• Submittals: Outlines procedures for shop drawings, product data, samples, and closeout documentation.

• Quality Control: Details requirements for contractor quality control, including plans, procedures, and personnel qualifications.

• Waste Management: Specifies requirements for construction and demolition waste management, including diversion and disposal.

• Demolition: Outlines procedures for demolition and removal of buildings, structures, and debris.

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

• Acoustical Ceilings: Specifies requirements for acoustical units and metal ceiling suspension systems.

• Common Work Results for HVAC: Provides definitions and requirements applicable to all sections of Division 23.

• Mechanical Demolition: Outlines procedures for mechanical demolition within an operating facility.

• Control, Communication and Signal Wiring: Specifies requirements for wiring, cables, and installation.

• Grounding and Bonding for Communications Systems: Details requirements for grounding and bonding communication systems.

• Raceways and Boxes for Communications Systems: Specifies requirements for conduit, fittings, and boxes for communications systems.

• Installation of a direct-digital control system for HVAC.

• Compliance with all applicable codes, standards, and specifications.

• Development and implementation of a construction waste management plan.

• Adherence to strict safety and infection control protocols.

• Proper installation, testing, and commissioning of all systems.

• Project Name: Upgrade Energy Management System

• VA Project No.: 626A4-18-204

• Issued for Bid: October 02, 2020

• Specific submission requirements are detailed within each section of the specifications.

• Not specified in this document.

• This document serves as a comprehensive set of specifications for the "Upgrade Energy Management System" project.

Solicitation / RFP / RFQ

This is a presolicitation notice for construction services to upgrade the Energy Management System (EMS) and Building Automation System (BAS) at the Tennessee Valley Healthcare (TVHS), Alvin C. York Campus. The project aims to convert the existing DDC system to an industry-standard Native DDC system, install a fiberoptic backbone, replace outdated controls and panels, and add controls to designated areas.

• Upgrade Energy Management System and Building Automation System.

• Convert existing DDC system to Native DDC.

• Install fiberoptic backbone to all panels.

• Replace outdated controls and panels.

• Add controls to designated areas.

• Furnish all labor, materials, equipment, and supervision.

• Work includes controls, programming, structured cabling, low-voltage electrical, architectural patchback, tuning, fire alarm integration, commissioning, and general construction support.

• Upon completion, the facility will have a new fiberoptic backbone, all panels operating on Native BACnet, and a unified, upgraded front end with new graphics and full BACnet certification and commissioning.

• Estimated construction range: $1,000,000.00 to $5,000,000.00.

• Procurement method: FAR Part 15, Lowest Price Technically Acceptable (LPTA) source selection process.

• Solicitation release anticipated on or by March 31, 2026.

• Response Date/Time/Zone: March 31, 2026, 2 PM Eastern Time, New York, USA.

• Evaluation factors and sub-factors will be available upon solicitation release.

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

• Contractors must be registered and certified by SBA DSBS and registered in the System For Award Management (SAM) database.

• NAICS Code: 238210 (Note: The text also mentions 236220, but 238210 is listed under Product Service Code. The size standard is $19M).

• Contractors must be determined responsible in accordance with FAR Part 9.

• Questions must be submitted in writing via email to Robert.glenn2@va.gov. The project number, project name, and solicitation number must be included in the subject line.

• No questions will be considered until the actual solicitation is released.