Z2DA--Repair and Replace Doors 539-22-202

Amendment / Modification

This amendment provides clarifications and additional information related to the "Repair and Replace Doors" project for the Veterans Affairs Medical Center (VAMC)—Cincinnati, OH (Project Number: 539-22-202).

Key changes include:

• Correction of RFI Heading: Clarifies that Amendment 0001's heading "Remediate Temperature Controls" was an error and should have read "Repair and Replace Doors." All previous RFI questions and answers are confirmed to be correct and relevant to the "Repair and Replace Doors" project.

• Additional RFI Questions: Introduces new RFI questions (RFI #9 and RFI #10) regarding the Hazardous Material Report and the scope of work related to Asbestos Containing Materials (ACM) and Lead Based Paint (LBP).

• Hazardous Material Report: Provides the Hazardous Material Report as an attachment, which is referenced in the new RFI questions.

• The RFI section is updated with new questions and answers.

• A Hazardous Material Report is attached.

This amendment does not appear to change the submission deadline or evaluation criteria. Bidders should review the new RFI questions and the attached Hazardous Material Report to ensure a complete understanding of the project scope, particularly concerning hazardous materials.

Form / Attachment / Pricing Sheet

This document is a summary of a Hazardous Material (HazMat) site visit conducted for the Cincinnati & Ft. Thomas VA Medical Center "Repair and Replace Doors" project (22.8001.01). It details the findings regarding asbestos and lead paint.

• Asbestos Findings: Assumed present in the cores of wood fire doors in various locations at Cincinnati VAMC (Building 1, 3rd Floor and 7th Floor) and consistently present in wood fire doors at Ft. Thomas VAMC (Building 64, Basement through 3rd Floor).
• Lead Paint Findings: Lead paint was identified on a door frame in Basement 2 of Building 64 at the Ft. Thomas VAMC (C-B-4-2 Door Frame).
• Testing Data: Detailed XRF (X-Ray Fluorescence) testing data for lead paint is provided, listing specific locations, components, substrates, lead concentrations, and results (mostly negative, with one positive finding).
• Notes: Wood passage and hallway doors are assumed to contain asbestos cores; sampling was not conducted on these cores. Metal doors were not suspected of containing asbestos insulation.

This report is critical for bidders to understand the presence and location of hazardous materials (asbestos and lead paint) that may be encountered during the door repair and replacement project. This information is essential for accurate cost estimation, project planning, safety protocols, and compliance with environmental regulations.

Amendment / Modification

This amendment to Solicitation 36C25026B0003 provides the Government's responses to vendor questions (RFIs) and includes the TEAMS call-in number for the bid opening.

Key RFI responses include:

• Submittal Exchange is acceptable for Project Management Software.

• A QC manager with 20+ years of experience is acceptable in lieu of a graduate engineer, architect, or construction management graduate, provided proof of experience is submitted.

• The SSHO role must be separate from the superintendent role; they cannot be performed by the same individual.

• A professional photographer is not required for indexing and navigation photos.

• New supports are to be installed for door C-3-7, and utilities above the ceiling will require relocation/removal to allow for steel installation.

• Fencing should fully enclose any laydown space, the size of which will be determined based on facility availability and COR discretion.

• "ETR" in hardware schedules refers to "Existing to Remain".

• Responses to RFIs are provided, clarifying various aspects of the project requirements and specifications.

• The amendment provides the TEAMS call-in information for the bid opening. No changes to proposal deadlines or submission requirements are indicated beyond the clarifications provided in the RFIs.

Form / Attachment / Pricing Sheet

This document is a Pre-Construction Risk Assessment (PCRA) Permit and an Infection Prevention and Control Construction/Renovation/Maintenance Permit. These permits are required to be posted at the entrance to the project area and detail the necessary risk assessments and control measures for construction or renovation activities to ensure the safety of patients, employees, and contractors.

• PCRA Permit: Details the location, project manager, contractor, activity type (Large Scale), and required control measures including hazard analyses and control plans (e.g., excavation, dust, pollution, fall protection, confined entry).
• ICRA Permit: Outlines the level of infection prevention and control precautions required (Levels I, II, III, or IV) based on the overall patient risk category (High). It specifies detailed control measures for each level, focusing on dust control, barrier construction, negative pressurization, and worker hygiene.
• Signatures and Dates: Includes required signatures from the Project Manager, Safety Officer, Infection Preventionist, and Chair of the Construction Safety Committee, along with dates for the assessment and permit expiration.

This document outlines critical safety and infection control requirements that any contractor undertaking the "Repair and Replace Doors" project must adhere to. Bidders should review the specified control measures, hazard analyses, and infection control precautions to understand the operational constraints and safety protocols that will be in effect during the project. This information is crucial for developing accurate project plans, risk assessments, and pricing, and for ensuring compliance with facility regulations.

Form / Attachment / Pricing Sheet

This document is the "Pre-Award Contractor Safety and Environmental Record Evaluation Form" for Solicitation No. 36C25026B0003. It is used to collect information on a company's safety and environmental record prior to award.

• Company contact information (Name, Address, Telephone, Fax, Email, Contact Person).
• OSHA 300 Form data for 2022, 2023, and 2024, including:
  • Number of man hours (jobsite and office).
  • Number of cases involving days away from work, restricted activity, or both.
  • Days away, restricted, or transferred rate (DART Rate).
  • Number of serious, willful, or repeat violations from OSHA within the last 3 years (with explanation).
• Requirement to attach copies of OSHA 300 and 300a Forms, with a link provided to access them.
• Request for the six-digit North American Industrial Classification System (NAICS) Code for the acquisition (236220).
• Identification of who administers the company's Safety and Health Program.
• Company's Insurance Experience Modification Rate (EMR).

Bidders must complete and submit this form as part of their proposal. The information provided will be used by the government to evaluate the contractor's safety and environmental record, which may be a factor in the award decision.

Other / Unclassified

This document is VHA Directive 1192.01, titled "SEASONAL INFLUENZA VACCINATION PROGRAM FOR VHA HEALTH CARE PERSONNEL." It establishes policy and provides guidance for mandatory seasonal influenza vaccination among health care personnel (HCP) within the Veterans Health Administration (VHA).

While this document is an internal VHA directive and not a solicitation, it outlines requirements that may impact contractors or personnel working within VHA facilities. Specifically, it mandates annual influenza vaccination for all HCP, with provisions for medical or religious exemptions. Contracting Officers are instructed to ensure flu vaccination requirements are included in HCP contracts and to inform contractors of this directive. This implies that any vendor providing services involving direct contact with VHA patients or staff may need to ensure their personnel comply with these vaccination requirements or face disciplinary action, which could affect contract performance and eligibility.

Solicitation / RFP / RFQ

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for "Best Access – Door Locksets" for the "Repair and Replace Doors" project (539-22-202) at the Cincinnati VA Medical Center, including the Ft. Thomas Campus. The primary purpose is to procure locksets that maintain the existing "Best Access" key system, which is critical for security and efficient emergency response for patients, including those experiencing homelessness and those with Traumatic Brain Injuries or Drug/Alcohol issues.

• Replacement of numerous doors, frames, and door hardware at the Cincinnati VA and Ft. Thomas campuses.

• Installation of "Best Access" uncombinated removable small format interchangeable core cylinders (SFIC) on all doors at the Ft. Thomas campus. These cores must be removable with a special key or tool without disassembly of the knob or lockset.

• The system must allow for a single grand master key to open all doors by authorized individuals.

• The anticipated contract type is an Invitation for Bid (IFB).

• Tradeoffs and Evaluation Factors are not applicable.

• The document does not explicitly state the period of performance or estimated value, but refers to "Estimated Value of the Best Access Lock Sets is."

• The solicitation will be publicized on www.sam.gov.

• Determination of fair and reasonableness of cost will be based upon a complete price analysis and Independent Government Cost Estimate.

• The document mentions that four (4) Service-Disabled Veteran Owned Businesses (SDVOSB's) were contacted and indicated they could provide these locksets. However, the justification for other than full and open competition is based on the need to maintain the existing "Best Access" system.

• The justification for sole-source procurement is based on the need to maintain the existing "Best Keyway Great Grand Master Key System" to ensure security and avoid duplication of costs. Changing the system would require numerous master keys, potentially causing delays in emergency access.

• Market research was previously conducted for similar projects. While SDVOSB's were contacted, the "Best Access" system is cited as a requirement.

• Future solicitations may use "brand name or equal" language if in the Government's best interest, but this current requirement necessitates a brand name description to match the existing system.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for prevailing wages, specifically for building construction projects in Campbell County, Kentucky. It outlines the minimum wage rates and fringe benefits that must be paid to various construction trades working on covered federal contracts. This information is crucial for bidders to accurately estimate labor costs and ensure compliance with labor standards.

• Applicable Executive Orders: Details the applicability of Executive Order 14026 and Executive Order 13658, outlining minimum wage requirements based on contract award or renewal dates.
• Wage Rates and Fringe Benefits: Provides a detailed list of classifications (e.g., Asbestos Worker, Bricklayer, Electrician, Laborer, Painter, Plumber) along with their corresponding hourly wage rates and fringe benefit amounts.
• Paid Holidays: Lists recognized paid holidays.
• Union Rate Identifiers: Explains the various identifiers used to denote union, survey, and state-adopted rates.
• Appeals Process: Outlines the process for appealing wage determination decisions.

Bidders must use this document to understand the labor costs associated with the construction opportunity. Failure to comply with these prevailing wage requirements can lead to contract non-compliance and penalties. The rates provided are essential for accurate cost proposals and for ensuring fair labor practices on the project.

Forms / Attachments / Pricing Sheets

This document contains construction drawings and details for the "VA Cincinnati Repair & Replace Doors" project. It outlines the scope of work, specific door locations, types, materials, and installation requirements.

• Project Scope: Repair and replacement of doors across Buildings 1, 3, 15, and 64 at the VA Cincinnati Medical Center and Fort Thomas Domiciliary.
• Phased Approach: The project is divided into multiple phases, detailing specific work areas and timelines.
• Door Schedules: Comprehensive lists of doors to be replaced or modified, including dimensions, materials, hardware, fire ratings, and specific locations within each building.
• Architectural and Electrical Plans: Detailed drawings showing floor plans, door locations, and electrical rough-ins for access control and hardware.
• Details and Notes: Specific instructions regarding infection control, structural support, hardware installation, electrical connections, and material requirements.
• Scope Revisions: Indicates that the project scope has been revised.

This document is critical for bidders to understand the full extent of the door repair and replacement work, including the number and types of doors, specific locations, required materials, and any special installation or electrical requirements. It provides the detailed technical specifications necessary for accurate bidding and project execution.

Form / Attachment / Pricing Sheet

This document is the VAAR (Veterans Affairs Acquisition Regulation) "VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (DEVIATION)". It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for offerors.

• Services Contract: Offeror certifies they will not pay more than 50% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Other direct costs may be excluded under specific conditions.
• General Construction Contract: Offeror certifies they will not pay more than 85% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Costs of materials are excluded.
• Special Trade Construction Contractors: Offeror certifies they will not pay more than 75% of the contract amount to firms that are not certified SDVOSBs or VOSBs. Costs of materials are excluded.
• Acknowledgement of Penalties: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Cooperation: Offerors agree to provide documentation to VA to demonstrate compliance.
• Certification Completion: The formal certification must be completed, signed, and returned with the offer. Failure to provide this certification will render the offer ineligible for award.

This document is critical for bidders. It outlines the specific subcontracting limitations based on contract type (services, general construction, special trade construction) that must be adhered to. Bidders must understand these percentages and complete the certification accurately to be considered for award. Failure to submit this completed form will result in disqualification.

Form / Attachment / Pricing Sheet

This document, "Attachment II - Specifications Rev 8-4-25.pdf", is a PDF attachment to the SAM.gov opportunity record. It contains specifications related to the "Repair and Replace Doors" project at the Cincinnati VAMC.

The document is a Table of Contents for the VHA Master Specifications, detailing various divisions and sections relevant to construction projects. It lists section numbers, titles, and dates of issue for specifications covering:

• Division 00 - Special Sections: Includes List of Drawing Sheets.
• Division 01 - General Requirements: Covers project management, coordination, schedules, shop drawings, safety, quality control, temporary environmental controls, construction waste management, and sustainable construction requirements.
• Division 02 - Existing Conditions: Includes demolition, lead-based paint removal, and asbestos abatement.
• Division 03 - Concrete
• Division 04 - Masonry
• Division 05 - Metals
• Division 06 - Wood, Plastics and Composites: Includes Rough Carpentry.
• Division 07 - Thermal and Moisture Protection: Includes Firestopping and Joint Sealants.
• Division 08 - Openings: Covers Hollow Metal Doors and Frames, Interior Wood Doors, Aluminum-Framed Entrances and Storefronts, Door Hardware, Automatic Door Operators, and Glazing.
• Division 09 - Finishes: Includes Schedule for Finishes, Non-Structural Metal Framing, Gypsum Board, Acoustical Ceilings, Resilient Base and Accessories, Resilient Sheet Flooring, and Painting.
• Division 10 - Specialties: Includes Wall and Door Protection.
• Division 11 - Equipment
• Division 26 - Electrical: Requirements for Electrical Installations, Low-Voltage Electrical Power Conductors and Cables, Grounding and Bonding, and Raceway and Boxes.
• Division 28 - Communications: Covers Electronic Safety and Security, Conductors and Cables, Grounding and Bonding, Conduits and Backboxes, and Physical Access Control Systems.
• Division 48 - Electrical Power Generation

This document is crucial for bidders as it outlines the comprehensive specifications and standards that govern the "Repair and Replace Doors" project. It details the required materials, installation methods, quality control measures, safety requirements, and specific technical details for various components of the construction. Bidders must review these specifications to understand the full scope of work, compliance requirements, and to accurately estimate costs and timelines. The detailed breakdown by division and section allows bidders to quickly identify areas most relevant to their scope of work.

Solicitation

This solicitation is for the Repair and Replace Doors project at the Cincinnati VA Medical Center and Ft. Thomas Domiciliary. The project involves replacing various doors, frames, and hardware across multiple buildings, including general construction, electrical, technology, and abatement work.

• Perform all required construction work for the Repair and Replace Doors project.

• Prepare site for building operations, including demolition and removal of existing structures.

• Furnish labor and materials as required by drawings and specifications.

• Work includes carpentry, electrical, general construction, technology, and abatement.

• Replace doors, frames, and hardware in Buildings 1, 3, 15, and 64 at the Cincinnati VA and Ft. Thomas campuses.

• Contract Type: Firm-Fixed-Price.

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

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

• Solicitation Number: 36C25026B0003.

• Offers are due by 11:00 PM EST on December 11, 2025.

• Bids must be submitted via email only to ronald.heidemann@va.gov. Hand-delivered and mailed bids will not be accepted.

• A virtual bid opening will be conducted.

• Site visit scheduled for November 14, 2025, at 2:00 P.M. EST at 3200 Vine Street, Cincinnati, OH 45220 - Bldg. 2, Room 3026.

• Requests for Information (RFIs) deadline: Close of business November 21, 2025.

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

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

• NAICS Code: 236220; Size Standard: $45 million.

• Bidding materials (drawings, specifications) are available at sam.gov.

• A bid guarantee is required.

• Performance and Payment Bonds will be required for awards over $35,000 and $150,000 respectively.

• Contractors must register in the System for Award Management (SAM).

Form / Attachment / Pricing Sheet

This document is a National Environmental Policy Act (NEPA) form used to determine the environmental impact of a proposed project. It helps categorize the project's potential impacts and decide if further environmental review is needed.

• Project Details: Identifies the project as "Repair and Replace Doors" at the Cincinnati VA Medical Center, with a project number (539-22-202) and date (11/23/2021).
• Project Description: Details the scope of work, which involves repairing and replacing interior and exterior doors and frames at the Cincinnati and Fort Thomas Campuses (Buildings 1, 15, and 64) to correct deficiencies.
• Potential Project Impacts: A checklist to assess potential impacts such as Air Emissions, Asbestos, Excess Noise, Utility Modification, Soil Disturbances, Water Treatment, Water Flow Modification, Liquid Effluent, Petroleum Storage, Solid Waste, Hazardous Waste, Biological Resources, Radioactive Waste, Mixed Waste, and RCRA or CERCLA Sites, Wetlands, Permit Modification, Chemical Use/Storage, Aesthetics, and Water/Well Use.
• Determination: The form concludes that the project qualifies as a Categorical Exclusion (CATEX) #2, indicating no extraordinary circumstances that would require a more extensive Environmental Assessment (EA) or Environmental Impact Statement (EIS).

This form indicates that the "Repair and Replace Doors" project has undergone an initial environmental review and has been classified as a Categorical Exclusion. This suggests that the project is unlikely to have significant environmental impacts, potentially streamlining the procurement and execution process. Bidders should note the specific locations (Cincinnati and Fort Thomas Campuses, Buildings 1, 15, and 64) and the nature of the work (repair and replacement of doors and frames due to FCA deficiencies).

Form / Attachment / Pricing Sheet

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for Corbin Russwin Door Locksets at the Cincinnati VA Medical Center. It explains the rationale for procuring these specific locksets without soliciting offers from multiple sources.

• Contracting Activity: Department of Veterans Affairs, Network Contracting Office (NCO) 10, Cincinnati, OH.
• Requesting Agency: VISN 10, VAMC Medical Center, Engineering Service (138), Cincinnati, OH.
• Requirement: Replacement of numerous doors, frames, and door hardware, specifically requiring Corbin Russwin "HO Keyway Great Grand Master Key System" lock cylinders.
• Justification for Sole Source: The existing system is critical for security and emergency response, requiring a single master key for all doors. Changing the lock system would cause substantial duplication of cost and impede emergency response. Corbin Russwin is the only manufacturer capable of providing compatible lock cylinders without significant cost duplication.
• Market Research: Previous research and contact with four Service-Disabled Veteran Owned Businesses (SDVOSB's) indicated they could provide the locksets, but the core requirement for system compatibility remains.
• Procurement Method: This will be issued as an Invitation for Bid (IFB).

This document explains why the upcoming solicitation for door locksets will likely be brand-name or equal, focusing on the Corbin Russwin system. Bidders should understand that the requirement is driven by the need to maintain an existing, critical security and master key system. While the J&A indicates an IFB, the justification highlights the specific need for Corbin Russwin locksets, which may influence how "equal" products are evaluated.

Solicitation / RFP / RFQ

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition for the "Johnson Controls Physical Access Controls System (PACS) Repair and Replace Doors" project. The Department of Veterans Affairs (VA) Network Contracting Office (NCO) 10 is the contracting activity, and the Requesting Agency is VISN 10, VAMC Medical Center, Engineering Service.

• Replacement of numerous doors, frames, and door hardware at the Cincinnati VA and Ft. Thomas campuses.

• Expansion of the existing Security Access Controls System, requiring new PACS devices compatible with the current Johnson Controls system.

• Specific PACS components include Controls/Communications Panels, Electronic Security Management System, Door Control Modules, Card Reader/Keypad Combinations, Portal Control Devices, Door Status Indicators, and Entry Control Devices.

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

• Tradeoffs and Evaluation Factors are not applicable.

• The solicitation will be publicized on www.sam.gov.

• Determination of fair and reasonableness of cost will be based upon a complete price analysis and Independent Government Cost Estimate.

• The justification cites "Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements" as the basis for other than full and open competition, due to the proprietary nature of the Johnson Controls PACS software.

• Research indicated that four (4) Service-Disabled Veteran Owned Businesses (SDVOSB's) could provide locksets, but the PACS system requires specific compatibility.

• The document emphasizes that only Johnson Controls manufactured devices are compatible with the existing system to maintain security and system integrity.

• The approved J&A for Corbin Russwin lock sets will be posted with the solicitation.

Form / Attachment / Pricing Sheet

This document is a Request for Information (RFI) form used to gather information and clarifications regarding a project. It outlines the process for submitting questions and specifies how replies will be handled.

• Project Number: 539-22-202
• Project Title: Repair and Replace Doors
• Project Location: Cincinnati VA Medical Center, 3200 Vine Street, Cincinnati, Ohio 45220
• Contact for Questions: Ronald T. Heidemann, Contract Specialist, Department of Veterans Affairs Network Contracting Office (NCO) 10, via email at ronald.heidemann@va.gov.
• Submission Instructions: Contractors must thoroughly read all solicitation documents and specifically identify the relevant section or drawing number when submitting questions. Unidentified questions may not be answered.
• Reply Method: RFIs will be answered via amendment(s).

This form is crucial for bidders to understand the project scope and location. It provides the official channel and procedure for seeking clarifications. Bidders must adhere to the specified format for submitting questions to ensure they are addressed. The RFI also indicates that all clarifications will be consolidated and issued as amendments, which will impact the official solicitation documents.

Form / Attachment / Pricing Sheet

This document is a General Decision Number (GDN) for wage determination applicable to building construction projects in Hamilton County, Ohio. It outlines the prevailing wage rates and fringe benefits required for various construction trades.

• Applicability: Primarily for building construction projects, excluding single-family homes or apartments up to four stories.
• Executive Orders: References Executive Order 14026 and Executive Order 13658, detailing minimum wage requirements for contracts entered into on or after January 30, 2022, or renewed/extended on or after that date.
• Wage Rates: Provides specific hourly wage rates and fringe benefits for numerous trades including Asbestos Worker, Bricklayer, Carpenter, Electrician, Elevator Mechanic, Equipment Operators, Ironworker, Laborer, Painter, Plasterer, Pipefitter, Roofer, Sprinkler Fitter, Sheet Metal Worker, and Welders.
• Paid Holidays: Lists recognized paid holidays.
• Paid Sick Leave: Notes the applicability of Executive Order 13706 regarding paid sick leave for federal contractors.
• Appeals Process: Outlines the procedure for appealing wage determination decisions.

This document is crucial for bidders to understand the minimum labor costs associated with the construction project. Bidders must ensure their proposals account for these prevailing wage rates and fringe benefits to comply with federal contract requirements. Failure to adhere to these rates can lead to contract violations.