Y1DA--NP Refurbish Audiometric Suites

Statement of Work (SOW)

To refurbish the interior of three (3) Audiometric Suites at VAMC Northport, NY, which contain a total of six (6) booths/rooms. The goal is to improve or maintain the existing audiometric efficacy.

• Provide all materials, labor, equipment, and products for the refurbishment.

• Remove all existing acoustic panels, trim, and carpeting.

• Install new fabric-encased acoustic panels on all interior walls and doors.

• Install new trim and carpeting.

• Clean all surfaces and prepare walls and floors for new installation.

• Ensure no loss in audiometric efficacy.

• Remove all trash, packing material, and debris.

• Provide written documentation that furnished products are designed for medical facilities and meet SOW requirements.

• Furnish all supervision, labor, materials, equipment, tools, supplies, and related services for a turnkey operation.

• Protect VA property from damage.

• Audiometric efficacy must be improved or remain the same.

• Workmanship must be of a complete and working refurbishment.

• Contractor shall guarantee all workmanship for two (3) years and provide a 1-year parts/support warranty.

• The refurbishment of the 3 Audiometric Suites is expected to take 3 full consecutive working days.

• Work will be performed at VAMC Northport, NY.

• Safety: Contractor's highest priority; work will occur while patients are present. Compliance with Federal/State/Local OSHA regulations is required. Personal Protective Equipment (PPE) is mandatory.

• Work Hours: Normal business hours (0800-1630) or adjusted hours (0700-1630) with supervisor permission. Coordination with COR is required for work interfering with medical operations (2 days in advance).

• Turnkey Operation: The project is a turnkey operation.

• Submittals: Product data, shop drawings, fabric and carpet samples, installation plans are required.

• Security: Compliance with VA security management program, obtaining temporary access stickers, and maintaining a badge log.

• Contractor Expertise: Minimum five (5) years' proven experience in Audiology booth refurbishment and installation with IAC acoustic booths.

• Materials: Building materials, tools, and equipment must not be left in public areas or unattended.

• Dust Proofing/Cleaning: Facility and furnishings must be covered; HEPA vacuums and tacky mats required. Daily debris removal is mandatory.

• Noise: Noise-making activities require written notification and COR authorization three (3) business days in advance.

• Finishes: Specific requirements for paint finish, floor carpet (Federal Specification DDD-C-95, FF-1-70), fabric (NFPA 701), and acoustic panels (ASTME84 Class A) are detailed.

• Acoustical Performance: Specific noise reduction (dB) requirements for booths/rooms/suites, transmission loss for door/frame assemblies (STC 47), and sound absorption coefficients for panels are specified.

• Site Visit: Vendors are required to visit the job site and facility before responding to the solicitation.

Amendment / Modification

This amendment revises the Scope of Work (SOW) for solicitation 36C24226B0054.

Specifically, the following section from the SOW has been excluded and is no longer required:

• Closure Panels: The requirement for the contractor to provide closure panels to seal airspaces between booths and between booths and facility walls, including specific finishing and installation requirements to maintain acoustical and vibration isolation, has been removed.

• Scope of Work (SOW) - Section detailing "Closure Panels" is removed.

• The updated revised SOW is attached and must be signed and included with the offer.

• This modification is required to be signed and included in the offer.

Forms / Attachments / Pricing Sheets

This document package contains several forms related to background investigations, PIV (Personal Identity Verification) cards, and employment eligibility verification for individuals working with the Department of Veterans Affairs (VA). These forms are essential for contractors and employees to complete as part of the onboarding and security clearance process.

• Form #1: Background Investigation Request Worksheet: Used to initiate background investigations for personnel added to an order. Requires details like employee name, SSN, DOB, place of birth, and previous investigation status.
• Form #2: VHA Service Center Contractor PIV Sponsorship Form: Collects personal information for PIV card sponsorship, including name, SSN, DOB, physical characteristics, citizenship, address, and job details.
• Form #3: VHA Special Agreement Checks (SAC) Memorandum: Used for special agreement checks, requiring name, SSN, and fingerprinting details. Fingerprints must be completed within five business days after notice of award.
• Form #4: VHA Security Center PIV Credentials Turn-In Inventory Report: Used to track the return of PIV credentials.
• VA FORM 10-0453: SCREENING CHECKLIST: A checklist for various appointees (including contractors) to ensure all required documentation for background checks and suitability is completed.
• CONTRACTOR SECURITY CHECK FORM: Collects information for a contractor security check, including employee name, SSN, position title, and fingerprinting details.
• FINGERPRINT RECORD PREP SHEET: A form to gather necessary information for fingerprint records.
• HIPDB / NPDB (Health Integrity & Protection Data Bank/ National Practitioner Data Bank): A form to collect information for these data banks, including personal details, education, and licensure.
• VA FORM 0711: REQUEST FOR PERSONAL IDENTITY VERIFICATION CARD: A comprehensive form for requesting a PIV card, covering applicant information, sponsor verification, identity verification, and card acceptance.
• Optional Form 306: Declaration for Federal Employment: Used to assess fitness for federal contract employment, collecting personal history, military service, and background information.
• USCIS Form I-9: Employment Eligibility Verification: Used to verify an employee's identity and authorization to work in the United States.

Potential bidders must be aware that successful contract award will likely require the completion of these forms for all personnel involved. This includes providing personal information, undergoing background investigations, and obtaining necessary identification and work authorization. Understanding these requirements is crucial for planning and resource allocation during proposal preparation and contract execution.

Solicitation / RFP / RFQ

This solicitation is for the refurbishment of three (3) Audiometric Suites, totaling six (6) booths/rooms, located in Building 200 at the VAMC Northport, NY. The project is a turnkey operation requiring the vendor to provide all materials, labor, equipment, and products for the refurbishment.

• Refurbishment of interior walls and doors with new fabric-encased acoustic panels.

• Installation of all required trim.

• Installation of new carpeting.

• Removal of all existing acoustic panels, carpet, and trim.

• Work stations will be removed by the VAMC prior to refurbishment.

• The refurbishment must maintain or improve audiometric efficacy.

• Contractor must provide written documentation that products are designed for medical facilities and meet SOW requirements.

• Contractor must provide cleaning instructions for VA staff.

• Contractor must protect VA property from damage.

• Contractor must ensure all finishes meet VA Interior Designer approval, NFPA 701, and ASTM E84 Class A fire rating.

• Carpet must meet Federal Specification DDD-C-95 and FF-1-70 fire rating.

• Booths must meet specific acoustical performance requirements (Noise Reduction, STC rating, Sound Absorption Coefficients).

• Contract Type: Firm-Fixed-Price.

• Period of Performance: 3 calendar days from the date of the notice to proceed.

• Magnitude of Construction: Between $25,000 and $100,000.

• Bids must be submitted by email only to Charlie.Augustin@VA.GOV by 3:00 PM EDT on 06/04/26.

• No late bids will be accepted.

• Public bid opening will be held remotely on 06/09/26 at 10:00 AM EDT.

• Site Visit Date: 05/21/26 at 12:00 PM noon.

• RFI Submittal Date: 05/26/26 by 12:00 PM via email to Charlie.Augustin@VA.GOV.

• RFI Answers will be posted by 05/29/26.

• Submittals (product data, shop drawings, samples) are due no later than ten (10) calendar days after Notice to Proceed.

• Contractor expertise: Minimum five (5) years proven Audiology booth refurbishment and installation experience with IAC acoustic booths.

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

• All SDVOSBs must be registered at www.sba.gov and www.sam.gov prior to offer submission and at the time of award.

• NAICS Code: 236220, Commercial and Institutional Building Construction, with a size standard of $45.0 million.

• Award is subject to availability of funds.

• All bidders must attest to and answer all questions of the solicitation, acknowledge all mods, and review all attachments.

• Performance and payment bonds are required.

• Facsimile bids are permitted via email to Charlie.Augustin@VA.GOV.

• Contractor must comply with all security, personnel vetting, and IT requirements as detailed in the solicitation.

Form / Attachment / Pricing Sheet

This document provides instructions and special notes regarding Federal, State, and Local Taxes, specifically addressing FAR 52.229-3. It clarifies tax exemptions for contractors purchasing building and construction materials within New York for incorporation into real property belonging to the U.S. Department of Veterans Affairs (VA).

• Notifies offerors of New York Consolidated Laws, Chapter 60 - Tax, Article 28 regarding sales and compensating use taxes.
• States that the U.S. Government, its agencies, and instrumentalities are immune from taxation when acting as a purchaser, user, or consumer.
• Clarifies that contractor purchases of building and construction materials for VA real property in New York are subject to exemption from New York State sales and compensating use taxes.
• Requires the successful offeror to complete ST-120.1 "Contractor Exempt Purchase Certificate" to claim this exemption.
• Instructs the offeror to keep the certificate on file as required by New York State tax laws.

Bidders must understand this tax exemption to accurately prepare their bids. All bids are presumed to reflect this exemption, meaning New York State sales and compensating use taxes on materials for VA real estate should not be included in the bid price. Failure to comply with the certificate requirement could impact the contractor.

Form / Attachment / Pricing Sheet

This document outlines the "Limitation on Subcontracting" clause that offerors must adhere to if awarded a contract. It requires the offeror to certify their compliance with specific subcontracting limitations based on the contract type.

• Services Contracts: The contractor must not pay more than 50% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Work subcontracted by a similarly situated VIP-listed subcontractor counts towards this limit.
• General Construction Contracts: The contractor must not pay more than 85% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Material costs are excluded from this calculation.
• Special Trade Construction Contracts: The contractor must not pay more than 75% of the contract amount to firms that are not VIP-listed SDVOSBs or VOSBs. Material costs are excluded.
• Certification: Offerors must complete, sign, and return this certification. Failure to do so will result in the offer being deemed ineligible for award.
• Compliance: Offerors acknowledge that they may be required to provide documentation to the VA to verify compliance during contract performance. Failure to cooperate may result in remedial action.
• Penalties: False certifications are subject to criminal, civil, or administrative penalties, including prosecution under Title 18, United States Code, Section 1001.

This document is critical for bidders to understand the subcontracting limitations applicable to the opportunity. Bidders must carefully review these requirements and ensure they can comply if awarded the contract. The certification form must be completed and submitted with the bid, quotation, or proposal. Non-compliance can lead to ineligibility for award and potential penalties.

Other / Unclassified

This document is a notice regarding a FAR deviation effective February 2025. It informs users that the System for Award Management (SAM) may continue to prompt entities to complete representations based on provisions not currently included in agency solicitations. Examples provided include FAR clauses 52.222-25 (Affirmative Action Compliance) and paragraph (d) of 52.212-3 (Offeror Representations and Certifications—Commercial Products and Commercial Services).

Contracting officers will not consider these specific representations when making award decisions or enforcing requirements. Entities are not required, and are unable, to update their SAM entity registration to remove these representations. This notice is important for bidders to understand that certain representations prompted by SAM may not be relevant to current solicitations and will not impact award decisions.

Form / Attachment / Pricing Sheet

This document is an access guide for external contractors to complete required Autodesk Build Construction management training through ProductivityNOW.

• Process Overview: Details the steps for contractors to request and receive access, including:
  • Requesting access within 14 days of contract award.
  • Providing Name and Email to the COR.
  • COR granting access with a 12-day expiration.
  • COR assigning Autodesk training courses.
  • Contractor acknowledging the invite and starting training.
  • Submitting completion certificates or memos to the COR.
• Notes:
  • Access requests must be in writing through the COR.
  • COR must establish an expiration date (52 external users permitted per VISN).
  • ProductivityNOW access is separate from Autodesk Build access.
• Step-by-Step Instructions: Provides visual guides for:
  • Granting External Access (logging in, navigating to the Contractors Group, inviting external members, filling in details, and sending invites).
  • Assigning Training (logging in, navigating to the Contractors Group, assigning learning, setting a due date, selecting members, and saving).

This guide is crucial for any bidder who is awarded a contract requiring Autodesk Build Construction management training. It outlines the exact procedure for obtaining the necessary access and completing the assigned training, including timelines and responsibilities for both the contractor and the COR.

Form / Attachment / Pricing Sheet

This document is a mandatory "VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information." It outlines the basic privacy training requirements for contractors, volunteers, or other personnel who do not use VA sensitive information or protected health information (PHI) in any form, nor have access to VA computer systems like VATAS, CPRS, JLV, VHIE, or CAPRI. It also specifies when additional training (Privacy and HIPAA Focused Training - TMS 10203) is required.

• Defines VA Sensitive Information and Protected Health Information (PHI).
• Explains "Incidental" Disclosure and provides examples.
• Details safeguards personnel must follow to secure VA sensitive information.
• Lists six key Privacy Laws and Statutes governing the VA (FOIA, Privacy Act of 1974, HIPAA, 38 U.S.C. 5701, 38 U.S.C. 7332, 38 U.S.C. 5705).
• Outlines privacy rules concerning the use and disclosure of protected health information.
• Explains how privacy is enforced, including civil and criminal penalties.
• Requires personnel to identify their VA/VHA Privacy Officer and Information Systems Security Officer.
• Includes a signature block for the employee, contract agency, and VHA supervisor/contracting officer, indicating responsibility for protecting veteran information.

This document is a mandatory training requirement for personnel involved in the contract. Bidders must ensure their personnel complete this training and understand their responsibilities regarding the protection of VA sensitive information and veteran privacy. The signed form must be provided to the supervisor/contracting officer for data entry into the Talent Management System.

Form / Attachment / Pricing Sheet

This document outlines the "Participation Goals for Minorities and Females" for federal and federally assisted construction contractors. It serves to inform contractors about the established percentage goals for minority and female participation in their workforce.

• Goals are not quotas: The document clarifies that participation goals are not quotas and that sanctions are not imposed solely for failure to meet them.
• Good Faith Efforts: Compliance is measured by "good faith efforts" to meet goals, not by meeting them exclusively.
• Affirmative Action: The goal-setting process is described as a tool to measure the effectiveness of affirmative action efforts to address barriers to equal employment opportunity.
• Applicability: These goals apply to all of a contractor's construction work sites, regardless of whether the site is federal, federally assisted, or non-federally related.
• Specific Goals: The document lists specific nationwide goals for female participation (6.9%) and provides detailed minority participation goals broken down by state, economic area, and specific trades within certain metropolitan areas (e.g., New York City).

Bidders should review the specific goals applicable to their geographic area and trade. Understanding these participation goals is crucial for developing compliant staffing plans and demonstrating good faith efforts in their proposals. Failure to address these requirements could impact proposal evaluation or contract compliance.

Form / Attachment / Pricing Sheet

This document, titled "SAFETY AND ENVIRONMENTAL RECORD," is a form required for bidders/offerors to submit information regarding their past safety and environmental record. It is used by the Government to make a Determination of Responsibility prior to award.

• Certification of Safety Record: Bidders must certify they have had no more than three (3) serious, or one (1) repeat or one (1) willful OSHA or EPA violation(s) in the past three years.
• Experience Modification Rate (EMR): Bidders must submit their current EMR, which must be equal to or less than 1.0. This information should be obtained from the bidder's insurance carrier on letterhead. Specific instructions are provided for self-insured contractors or those unable to obtain EMR from their carrier, including the use of form ERM-6 and obtaining ratings from the National Council on Compensation Insurance (NCCI) or state-run rating bureaus.
• Certification of Compliance: A certification statement is included for the bidder to affirm compliance with limitations on subcontracting if awarded the contract.
• Signatory Information: Fields are provided for the Printed Name of Signee, Printed Title of Signee, Signature, Date, and Company Name and Address.

Bidders must complete and submit this form accurately. Failure to submit the required information or affirmation of being within the specified guidelines will result in a determination of "Non-Responsibility," making the bidder ineligible for award. This requirement applies to all subcontracting tiers, and prime contractors are responsible for determining the responsibility of their subcontractors.

Form / Attachment / Pricing Sheet

This document is the "BUY AMERICAN CERTIFICATE" provision (OCT 2022), which is a required form for offerors to complete as part of their proposal submission. It is used to certify compliance with the Buy American Act.

• Offeror Certification: Requires the offeror to certify that each end product is a domestic end product and that domestic end products contain a critical component.
• Foreign End Products: Requires listing any foreign end products, their country of origin, and whether they exceed 55% domestic content (unless COTS items).
• Domestic End Products with Critical Components: Requires separately listing the line-item numbers of domestic end products that contain a critical component.
• Definitions: Refers to the solicitation's "Buy American-Supplies" clause for definitions of key terms like "commercially available off-the-shelf (COTS) item," "critical component," "domestic end product," "end product," and "foreign end product."
• Certification Section: Includes fields for the offeror to provide their company name, printed name and title of the signatory, signature, date, and company name and address.

Bidders must complete and submit this form as part of their offer. Failure to properly complete this certification may impact the evaluation of their offer and their ability to be awarded a contract, as it relates to compliance with domestic preference requirements.

Other / Unclassified

This document is a General Decision Number (GDN) for New York State, specifically for Nassau and Suffolk Counties. It provides prevailing wage rates and fringe benefits for various construction trades. The GDN is updated periodically, with the latest modification dated 01/30/2026.

This document is crucial for any bidder responding to a federal or federally-funded construction contract in Nassau and Suffolk Counties, New York, that is subject to the Davis-Bacon Act or similar prevailing wage laws. Bidders must ensure their proposed labor costs align with these determined prevailing wages to comply with contract requirements. The document details wage rates for numerous trades including Asbestos Workers, Boilermakers, Bricklayers, Carpenters, Electricians, Elevator Mechanics, Ironworkers, Laborers, Painters, Plasterers, Plumbers, Roofers, Sheet Metal Workers, and Truck Drivers. It also includes important notes on Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), as well as information on the wage determination appeals process. Bidders should consult this document to accurately estimate labor costs and ensure compliance with federal labor standards.

Statement of Work (SOW)

To refurbish the interior of three (3) Audiometric Suites at the VA Northport Healthcare System, Building 200, which contain a total of six (6) booths/rooms. The goal is to improve or maintain the audiometric efficacy of these suites.

• Provide all materials, labor, equipment, and products for the refurbishment.

• Remove existing acoustic panels, trim, and carpeting.

• Install new fabric-encased acoustic panels on all interior walls and doors.

• Install new trim and carpeting.

• Prepare walls and floors to IAC specifications for new installations.

• Ensure refurbishment of each suite is completed within 3 consecutive working days (one weekday and two weekend days).

• Remove all trash, packing material, and debris.

• Provide cleaning instructions for the COR upon completion.

• Ensure no loss in audiometric efficacy.

• Audiometric efficacy must be improved or remain the same.

• Workmanship must be of a complete and working refurbishment standard.

• Contractor must have at least five (5) years of proven experience in Audiology booth refurbishment and installation with IAC acoustic booths.

• All materials and workmanship are guaranteed for two (3) years after completion.

• A 1-year parts/support warranty is required.

• Period of Performance: 3 days to complete the full refurbishment.

• Place of Performance: VA Northport Healthcare System, Northport, NY 11768, USA.

• Safety is the contractor's highest priority, requiring work during normal business hours while patients are present.

• Work must be coordinated with the COR at least 2 days in advance if it interferes with normal operations.

• Contractor must comply with VA security management program, obtain temporary access badges, and maintain a log.

• Submittals (product data, shop drawings, samples) are required within ten (10) calendar days after Notice to Proceed.

• Onsite field measurements are required before responding to the solicitation.

• Materials must meet specific fire rating (ASTME, NFPA), acoustical performance (Table 2, Table 3), and carpet specifications (DDD-C-95, FF-1-70).

• Contractor must protect VA property from damage and restore any damaged items at their own expense.

• Vehicles and construction equipment must adhere to specific parking and usage rules.

• Material storage requires prior written authorization from the VA.

• Noise-making activities require written request and authorization.

• Dust proofing and cleaning are required, including the use of HEPA vacuums and tacky mats.

• No photography of patients or personnel is allowed.