36C10F26Q0044 - Sources Sought Notice RFI.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Office of Construction and Facilities Management 1425 Tri-State Parkway, Suite 140 Gurnee, IL 60031

POINT OF CONTACT*

Jason Hardy Contracting Officer jason.hardy@va.gov 224-610-7307

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Sources Sought Notice / Request for Information

Office of Construction and Facilities Management (CFM) – Reduce Inefficiencies & Costs in VA Design and Construction (RICVDC)

This notice is issued by the Department of Veterans Affairs (VA), Office of Construction and Facilities Management (CFM) as specified below for the review and optimization of VA standards and requirements found on the Technical Library (TIL) for use across the Department to ultimately improve cost, quality, and operation. The purpose of this Sources Sought Notice is to gather information from the contractor community at large for the purpose of acquisition planning and market research to identify potential sources capable of performing the scope of services contained herein. Additionally, the notice is to solicit feedback regarding the intended tasks to be completed to meet the VA Secretary’s direction. Further consideration outside of these stated purposes is not authorized and will not be further discussed.

This notice does not constitute a Request for Proposal, Invitation for Bid, or Request for Quotation, and is not to be construed as a commitment by the Government to enter into a contract. Furthermore, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with preparation of a response to the notice. While encouraged, industry is not required to respond to this notice.

Objective of RICVDC To obtain professional support to conduct a thorough and comprehensive review of current standards and requirements and implement modifications to respond to the VA Secretary’s direction. Therefore, by engaging a qualified consultant, VA will optimize VA Requirements to improve cost, schedule, quality, safety, and resiliency of VA owned facilities and leases while ensuring compliance with Federal and State requirements and safeguarding Veteran-centric care environments. Specific objectives are:

· Improve design and construction efficiency by adopting applicable private healthcare industry practices and standards while preserving VA mission-critical, statutory, and Fourth Mission requirements.

· Assist CFM in identifying opportunities to reduce inefficiencies, validate and standardize space criteria, eliminate unnecessary variability, and clarify technical and programmatic requirements.

· Establish and support engagements with private sector partners to identify and inform actionable solutions and leverage commercial best practices that will improve cost effectiveness, delivery timelines, and constructability outcomes.

· Assist CFM in creating and promoting clear, consistent VA requirements, and the application of commercially proven delivery approaches to enhance predictability, affordability, and performance in healthcare facility development.

Please submit your response to Contracting Officer, Jason Hardy at jason.hardy@va.gov by 3:00pm CST, Friday, April 17, 2026. If your firm requires additional time for a response, please contact the Contracting Officer. Thank you for taking the opportunity to provide your professional input in an effort for the VA to improve its project delivery for Veterans!

*PLEASE SEE ATTACHED SOURCES SOUGHT NOTICE / RFI FOR FULL DETAILS AND RESPONSE FORM Sources Sought Notice / Request for Information

Office of Construction and Facilities Management (CFM) – Reduce Inefficiencies & Costs in VA Design and Construction (RICVDC)

This notice is issued by the Department of Veterans Affairs (VA), Office of Construction and Facilities Management (CFM) as specified below for the review and optimization of VA standards and requirements found on the Technical Library (TIL) for use across the Department to ultimately improve cost, quality, and operation. The purpose of this Sources Sought Notice is to gather information from the contractor community at large for the purpose of acquisition planning and market research to identify potential sources capable of performing the scope of services contained herein. Additionally, the notice is to solicit feedback regarding the intended tasks to be completed to meet the VA Secretary’s direction. Further consideration outside of these stated purposes is not authorized and will not be further discussed.

This notice does not constitute a Request for Proposal, Invitation for Bid, or Request for Quotation, and is not to be construed as a commitment by the Government to enter into a contract. Furthermore, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with preparation of a response to the notice. While encouraged, industry is not required to respond to this notice.

Objective of RICVDC To obtain professional support to conduct a thorough and comprehensive review of current standards and requirements and implement modifications to respond to the VA Secretary’s direction. Therefore, by engaging a qualified consultant, VA will optimize VA Requirements to improve cost, schedule, quality, safety, and resiliency of VA owned facilities and leases while ensuring compliance with Federal and State requirements and safeguarding Veteran-centric care environments. Specific objectives are:

· Improve design and construction efficiency by adopting applicable private healthcare industry practices and standards while preserving VA mission-critical, statutory, and Fourth Mission requirements.

· Assist CFM in identifying opportunities to reduce inefficiencies, validate and standardize space criteria, eliminate unnecessary variability, and clarify technical and programmatic requirements.

· Establish and support engagements with private sector partners to identify and inform actionable solutions and leverage commercial best practices that will improve cost effectiveness, delivery timelines, and constructability outcomes.

· Assist CFM in creating and promoting clear, consistent VA requirements, and the application of commercially proven delivery approaches to enhance predictability, affordability, and performance in healthcare facility development.

Background The Department of Veterans Affairs (VA) constructs, leases, renovates and maintains healthcare facilities dedicated to providing healthcare to our Veterans. Delivering appropriately planned and designed facilities is critical for the mission of VA. The VA Office of Construction and Facilities Management (CFM) is charged with setting the standards and guidelines that all healthcare facilities follow to accomplish the VA mission:

“To fulfill President Lincoln's promise to care for those who have served in our nation's military and for their families, caregivers, and survivors.”

The VA Technical Information Library (TIL) contains the VA Planning, Design and Construction documents that establish and illustrate the requirements to be implemented on VA facility design and construction projects. These documents, hereinafter referred to as ‘TIL Documents’, establish the framework of requirements within which functional spaces of a healthcare facility are planned and designed to facilitate safe, effective and efficient healthcare delivery for Veterans, staff and visitors. These requirements, hereinafter referred to as “VA Requirements,” provide guidance to VA personnel and design professionals in the tasks of planning, designing, and constructing VA healthcare facilities. They are closely interrelated with, and incorporate, as appropriate, current VA/VHA Directives, standards, Handbooks and Policies.

In December 2025, the VA Secretary issued a memo entitled “Reduce Inefficiencies and Costs in VA Facilities Design and Construction”, which reiterated VA’s need to deliver first-class health care facilities to our Veterans and noted VA’s Fourth Mission: “to improve the Nation’s preparedness for response to war, terrorism, national emergencies, and natural disasters”. The Secretary directed CFM and VHA to identify opportunities for improvements in VA healthcare design and construction standards, adopt private healthcare industry practices and standards where applicable, while maintaining VA mission critical requirements.

Therefore, CFM is looking to evaluate, clarify, and optimize planning, design, and construction requirements contained in the VA TIL, including but not limited to VA/VHA Directives, and applicable Federal Laws such as VA’s Fourth Mission that governs VA healthcare facilities. The effort seeks to compare VA requirements with applicable federal regulations, healthcare codes, and private-sector standards such as those from the Facilities Guidelines Institute (FGI), International Code Council (ICC), Joint Commission, and other governing bodies – to identify redundancies, conflicts, inefficiencies, and areas where multiple compliance options exist.

EXPERTISE AND PROFESSIONAL CAPABILITIES

The consultant team for this project shall have the following expertise and professional capabilities to successfully complete the scope of services:

Architecture and Engineering:

· Architecture: Building and Landscape

· Mechanical Engineering (including HVAC, building automation, plumbing, medical gas, boiler operation, water safety, and infection control)

· Electrical Engineering (including normal power, emergency and backup power, lighting, low voltage power systems)

· Structural Engineering / Blast Resistance Specialist

· Safety (patient and staff)

· Maintenance of infrastructure in a healthcare setting

· Fire Protection (fire suppression and alarm) and Life Safety Engineering

· Civil Engineering

· Physical Security Specialist

· Parking and Traffic Planning

· Interior Design

· Signage Planning and Design Specialist

· Accessibility and Bariatric Specialist

· Safe Patient Handling / Staff Based Ergonomic Design Specialist

· Sustainable/ Energy Management / LEED

· Environmental Specialist (emissions, underground storage tank, hazmat storage, etc.)

· Medical Equipment Planning

· Logistics and Vertical Transportation

· Information and Communications Systems (including cable and cellular telecommunications, public address, cable and audio-visual systems, nurse call)

· Healthcare Code / Compliance Specialist (ICC, NFPA, FGI, ADA/ABA, USP for Pharmacy, ASHRAE for healthcare, etc.)

· Infection Prevention Practitioner (CIC) for ICRA/ILSM implications

· BIM/VDC Manager (data structure, model standards for crosswalks)

· Information Technology

· Human Factors/Evidence-Based Design

· Historic Preservation

Planning:

· Healthcare Facility Planner

· Healthcare Clinician

Project Delivery:

· Project Delivery Team Project Manager

· Construction and federal contract law, project management and construction management certified experts, Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and Small Business set-aside requirements

· Scheduling Specialist (Primavera P6/critical path analysis)

· Cost Estimator (CCE/CFM experienced)

· Commissioning Authority (CxA/CxP) (facility types and systems)

Additional Support:

· Data Governance & Analytics Lead (data model, metadata, traceability)

· Technical Editor/Style Guide Lead (for ambiguity/prescriptive language clean-up)

· Section 508 Compliance Specialist

DETAILED SCOPE OF SERVICES

The consultant shall provide services for the following tasks conducting industry engagement sessions, researching and analyses of documentation leading to the development of recommendations / deliverables for potential VA implementation for improvement.

TASK #1: DATA SOURCE IDENTIFICATION, COLLECTION, ANALYZATION AND ORGANIZATION

Analyze current model building codes and industry design requirements and the federal regulatory requirements for the design, construction and operation of healthcare facilities, including any codes or other requirements used by industry leaders within the healthcare design community identified by reference. The resources and identified documents include, but not limited to, requirements defined in the latest release of the Federal Guidelines Institute (FGI) guidelines appropriate for VA facilities, the International Code Commission (ICC) and the Joint Commission Standards, which define the certification requirements of VA healthcare facilities, etc. Consultant shall complete the following:

a. Identify and document with a crosswalk analysis and provide recommendations, based on life cycle cost analysis, the differences between current model building codes and industry design requirements and VA design requirements for VA owned properties and lease properties.

b. Using identified documents, where multiple options for compliance exist in the code or requirements, provide analysis of private industry versus VA application.

c. In particular, assess the Facility Guidelines Institute (FGI) guidelines itemizing specific references where VA Requirements differ from the requirements stated in the FGI guidelines and other requirements noted above. Consultant shall develop justifications and cost impact models for those select criteria that exceed FGI and code minimums and are determined to be essential to VA mission and compliance with Federal requirements. Where conflicts exist between TIL Documents and FGI, applicable codes, standards, and federal law, the consultant will document those conflicts and provide pathways for resolution and document risk trade-offs for VA governance decisions. Consultant shall provide an assessment of the process and procedure for identifying use of space during design related to operational efficiency and elements that are included related to occupant and patient welfare (i.e. - large interior open spaces, methods for providing natural light, function over form).

Deliverable: Develop a decision package based on identified differences between model building codes and industry design requirements and VA design requirements, including recommendations on which requirements to preserve, which to remove, with justification of why. The package shall include documentation to support the analysis, justification and conclusion. Additionally, prepare life cycle cost valuations as supporting documentation in analysis and on which recommendations are based. Lastly, the decision package shall include:

a. VA Requirements, to clarify, refine, and / or minimize the Requirements, as they pertain design and construction.

b. VA Requirements that are lifecycle cost effective and those that are not lifecycle cost effective and / or inefficient in comparison to private healthcare sector practices.

c. Provide an evaluation of the impact of the VA Requirements identified in this section on project cost and project delivery time. To include both technical requirements and project execution requirements for design and construction, i.e. format of deliverables, number of deliverables, etc.

d. The decision package shall outline the findings of the assessment between FGI guidelines and other healthcare industry requirements and VA Requirements including justifications, cost impact models, conflicts, proposed resolutions. Additionally, the report shall provide assessment findings for the process and procedures for identifying use of space during design development.

e. The decision package shall be in graphic and tabular format, identifying the recommendations regarding those VA Requirements identified in this section and identifying which TIL Document each specific VA Requirement is located.

All the above analyses and outcomes must be presented to VA subcommittees for review, feedback and concurrence, at the 30%, 60%, and 90% completion stages in graphic format. 2 weeks shall be allotted for VA comments and feedback at each submission.

TASK #2: EVALUATE TIL DOCUMENTS

Evaluate TIL Documents that may contain any unclear and/or unique planning, design, and construction requirements. The VA Requirements considered as part of the analysis shall be those as set forth in the TIL Documents, including all related VA/VHA Directives.

a. Identify and document conflicts between VA documents, with a goal to clarify, refine, and minimize inefficient planning, design, and construction practices and requirements, including:

i. Review of technical requirements and project execution requirements for design and construction, e.g. format of deliverables, number of deliverables.

ii. Identify and document patient safety, infection control, employee safety, maintenance impacts and operational continuity requirements.

b. Identify TIL Document locations where multiple options for compliance may exist in the model building code or healthcare industry requirements.

c. Identify and document opportunities to optimize the efficiency of an AE’s ability and other stakeholders’ ability to navigate TIL Documents including review of user interface. Analyze for improvements regarding how the TIL is organized, improvements of content of TIL documents (i.e. – standard details, specifications, etc.).

Deliverable: develop a decision package / report that itemizes the use of ‘ambiguous’ language and instances of the use of prescriptive language in TIL Documents and instances where challenges exist navigating the documents and their cross references. Include opportunities for optimization. Provide analysis, justification, recommended changes, any cost impacts, etc. for VA review, feedback and concurrence. Consultant to provide, in graphic and tabular format, their recommendations regarding those VA Requirements identified in this section and identifying which TIL Document each specific VA Requirement is located.

TASK #3: ANALYSIS, SUPPORT AND RECOMMENDATIONS FOR VA’S FOURTH MISSION

Analyze requirements and provide support to sufficiently execute VA’s Fourth Mission support for national response and DOD support (Fourth Mission) including:

a. Identify, document and provide narrative and impacts of VA’s Fourth Mission requirements as codified in statute, regulations, policy or interagency agreements (e.g., DoD, HHS, DHS/FEMA), including operational triggers and execution authorities and ensuring alignment with VA Fourth Mission operational objectives and interagency coordination requirements.

b. Identify applicable facility types utilized by the VA vs private sector including their roles in contingency operations, patient movement, and national emergency response.

c. Identify existing facilities characterized as “in support of 4th mission”, including capabilities, capacity and readiness posture.

d. Develop 4th Mission Designation Methodology recommendations that stratify VA facilities based on location, population and other parameters, incorporating risk-based criteria, operational relevance, geographic distribution, and surge capacity requirements.

e. Support up to 5 engagement meetings with DOD, HHS, FEMA and other interagency partners to ensure unity of effort, clearly defined support relationships, and integration into national response frameworks (e.g., NRF, ESF/RSF structures) through meeting facilitations, development of meeting minutes, and documentation of action items and responsibilities.

f. Identify all applicable VA PSRDM, OSLE, and Structural Advisory Committee (SAC) requirements for VA Healthcare facilities that address the Fourth mission and cross walk to standard VA healthcare facility requirements.

g. Crosswalk THIRA and similar hazard or threat risk assessments with identified facilities characterized as “in support of the Fourth mission” and/or with BSL level 1-4 labs.

h. Crosswalk Healthcare Facilities requirements, FGI, other applicable national standards, and or other Governing bodies.

i. Identify the impacts of the difference between PSRDM, OSLE, and SAC requirements between private sector / non-federal requirements allowed by law.

j. Develop recommendations which address identified differences between PSRDM requirements and industry standards and recommend changes, if any.

k. Define and integrate communication system requirements that enable efficient, secure, and interoperable information sharing across day-to-day operations and Fourth Mission execution

l. Develop justification support documentation with cost valuation for alternative mitigation measures.

Deliverable: provide a report that outlines the findings and responds to the above tasks. Responses from the above items ‘a thru l’ for Task 3.

TASK #4: HOSPITAL SPACE BENCHMARK UPDATE AND MODERNIZATION STUDY

Evaluate, update, and modernize hospital space benchmarks using the 2007 Benchmarking study (see attached) as the baseline. Consultant shall engage firms associated with the study to update the 2007 study to current healthcare AE firm’s benchmarks, incorporate technology‑driven space impacts, and identify additional considerations relevant to the Department of Veterans Affairs (VA), including those associated with the VA’s teaching and research mission. Firms to be consulted are limited to the 12 – 18 firms identified in the accompanying attachment. As with the 2007 study, firms will be listed as Firm A, Firm B, etc. For the Baseline Reconstruction (2007 Benchmarking study), the consultant shall:

· Reconstruct the 2007 Benchmarking study using the same listed in the study.

· Update “Factors Affecting Sizing and Other Design Aspects, Comments” sheet by firm.

· Provide a table containing minimum room sizes used in recent projects.

· Provide a table containing maximum room sizes used in recent projects.

· Provide a table of most commonly used room sizes (median or mode).

· Identify qualifiers that influence room size (e.g., equipment, acuity, patient volume, specialty requirements).

· Conduct a Technology and Equipment Impact Assessment in which the consultant shall identify emerging technologies and equipment that influence space requirements for each technology:

· Describe the space impact.

· Provide recommended square footage adjustments to room square foot areas.

· Identify infrastructure implications (power, HVAC, shielding, IT).

Deliverables: All deliverables shall be submitted in Microsoft Excel and organized into clearly labeled tabs. Required tabs include:

1. Updated Benchmark

1. Firm Portfolio Room Sizes (Min/Max/Common)

1. Technology‑Driven Space Adjustments

1. Summary of Key Findings

Additional Deliverables:

· A narrative summary (PDF and native Word) outlining major changes, findings, and recommendations.

· A list of all standards, codes, and references reviewed and referenced.

TASK #5: INDUSTRY ENGAGEMENT SUPPORT ACTIVITIES

Facilitate establishing the meetings, including coordinating with invitees for availability, development of meeting minutes, coordination of the meeting logistics with VA, and documentation of action items and responsibilities. Attendees shall be approved by VA. Meetings are planned to be virtual, unless VA provides a meeting location. VA PM will be responsible for technical/electronic requirements of virtual and/or in person meetings, if required. It is expected that there will be five meetings with industry. The industry engagement meetings shall be spaced out during the performance of the contract at strategic input stages such as kick-off, draft reports of grouping of tasks, etc. Consultant shall propose schedule and present to VA for review and approval.

TASK #6: LEGAL ANALYSIS

Identify and document legal and regulatory citations and requirements impacting VA’s design and construction standards.

Deliverable: provide a report which identifies legal and regulatory citations and requirements impacting VA’s design and construction standards with recommendations on how best to address those requirements through current and future requirements.

TASK #7: COST ANALYSIS

Format and develop Cost valuation documentation for use by CFM Cost estimating Service (CES).

Deliverable: Include as part of all deliverable reports contained herein.

TASK #8: LEASING ANALYSIS

Review the R100, L100, Lease Design Narrative, Room Data Matrix, FLS 2 Template Countermeasures, ISC and other requirements documents to analyze the differences between these requirements and industry standards

Deliverable: provide a report of findings with analysis of impacts on operations and services as well as cost implications and recommendations on how to resolve gaps.

TASK #9: POTENTIAL MODIFICATIONS TO CURRENT PROJECTS

Evaluate the status of major construction projects at Manchester, St. Louis, and Indianapolis VA Medical Centers and identify the extent to which VA Requirements identified herein can be incorporated while minimizing negative impact (e.g., - cost increases, schedule delays) to VA. Additionally, provide input regarding modifications to RFPs, including specific modifications to VA - USACE agreements, that would be required.

Deliverable: Using the data developed above, provide a report of recommendations on elements that can be integrated into the ongoing projects while minimizing schedule impacts and overall cost of changes.

INDUSTRY RESPONSE

In an effort to improve VA processes, refine the requirement statement of work and help finalize the acquisition strategy, it is appreciated if industry partners who have extensive knowledge of at least 10 years in healthcare design and construction in both private and public sectors could provide responses to the following:

GENERAL INFORMATION

Company Name:

Company Address:

SAM UEI Number:

Type of Company (i.e. – Design, Business Consultant, DB Firm, etc.)

Point Of Contact Name:

POC Title:

POC Email / Number:

|_| Small Business |_| Veteran-Owned Small Business (VOSB) |_| Service-Disabled Veteran-Owned Small Business (SDVOSB) |_| Small Disadvantaged Business (Includes 8(a)) |_| Woman-Owned Small Business |_| Historically Underutilized Business (HUB) Zone Small Business

|_| No

|_| No |_| Not Applicable

COMPANY EXPERIENCE / CAPABILITY

(Please submit a Capabilities Statement along with this response if desired)

If, yes, describe.

|_| No |_| See Capability Statement

If, yes, describe.

|_| No |_| See Capability Statement

|_| No

Any other information regarding your company’s capabilities you would like to provide?

SOW / TASK INDUSTRY FEEDBACK

|_| No If no, explain below

Propose any additional tasks that would strengthen the Statement of Work / Tasks supporting the VA Secretary’s objective.

Of the nine tasks identified, please indicate any tasks which have scope issues and propose edits.

|_| No If no, why and what is the suggested PoP?

|_| No If no, why?

|_| No If no, why?

Please provide any other comments, concerns, or questions regarding the scope.

Please submit your response to Contracting Officer, Jason Hardy at jason.hardy@va.gov by 3:00pm CST, Friday, April 17, 2026. If your firm requires additional time for a response, please contact the Contracting Officer. Thank you for taking the opportunity to provide your professional input in an effort for the VA to improve its project delivery for Veterans!

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