Questions and Answers Final.docx

Questions and Answers (Q & A)

Answer- CL-120 full text-

Answer - Pursuant to SOW, VA will notify Contractor of potential project. VA will thusly be responsible for determining what specific work falls within this JOC in accordance with any and all applicable regulations.

Q 4 Minimum Guarantee / Ceiling- SOW §5.a states a $25,000 minimum guarantee "for the IDIQ contract awarded" and an aggregate ceiling of $2,000,000, while the Program Overview briefing described estimated volume of approximately $2,000,000 per year. Please confirm whether the $25,000 minimum and $2,000,000 ceiling apply once over the full 5-year term or annually, and reconcile this against the briefed $2M/year volume estimate.

Answer- The $25,000 is the minimum guaranteed payout for the contract (one-time/contract). The $2M ceiling applies annually to all three (3) Disciplines. The ceiling is for each individual contract, and is flexible.

Q 5 Order Acceptance JOC Supplemental Conditions Part Two §3.2 states the Contractor "cannot refuse" any Job/Task offered. Please confirm whether any exceptions exist (e.g., capacity constraints, trade mismatch, or safety concerns) that would allow a contractor to decline or request reassignment of an issued job order, and if so, the applicable process.

Answer- Capacity constraints should not exist since the solicitation is communicating the what the requirements of the contract are, and the solicitation is calling for specific trades so that no mismatch should exist. If during the routine work, it is discovered that another trade is needed, then that trade will be issued a job order.

Q 6 Specification Precedence SOW §4 references Technical Specifications numbered per CSI MasterFormat, but does not name UFGS or Gordian's National Master Specifications as the underlying source. Please confirm which specification set governs the Technical Specifications referenced in SOW §4, and provide written guidance for resolving conflicts when a facility scope references more than one.

Answer - Per the SOW, all work shall be in accordance with the JOC Technical Specifications which may be supplemented (with stipulations) in accordance with the SOW.

Q 7 Multi-Contractor Assignment JOC Supplemental Conditions Part Two §2.1 lists rotational selection, experience, past job-order performance, volume balancing, bonding capacity, and price/coefficient as Contractor Selection criteria. Please clarify the relative weighting or priority order among these factors when routing an individual job order among the awardees in a trade category.

Answer- See solicitation section (xv), pages 37-38, stating evaluation criteria.

Q 8 GFM Warranty SOW §15.m requires that "all work (materials and labor) shall be warranted for 1 year" but does not distinguish contractor-furnished materials from government-furnished materials/equipment (GFM). Please formally confirm the Contractor warrants only its installation workmanship on GFM items, not the GFM part itself.

Answer- Confirmed. The contractor is only liable for one-year warranty on its workmanship for Government furnished items.

Q 9 Reimbursable Cost Approval JOC Supplemental Conditions Part Two §5.5 identifies reimbursable fees (permits, special inspections, special insurance, additional warranties, tolls, expedited shipping) priced at a 1.0000 adjustment factor with receipts required. Please define the specific process and documentation needed to obtain government pre-approval of these costs before they are incurred.

Answer - Expedited shipping and permits were discussed at the pre-bid meeting. And that it would be at no markup. The documentation necessary is listed 5.5.2 of the JOC Supplemental Conditions Part Two. A copy of each receipt, invoice, or proof of payment shall be submitted with the Price Proposal.

Q 10 Volume Forecast / Pipeline Please provide historical work order volume and type data (particularly for the Nashville campus) to support development of accurate coefficient factors and staffing plans.

Answer- this is a new requirement, no available historical data.

Q 11 RFI Window / Deadline The solicitation's submission instructions list a vendor-question deadline of July 16, 2026 with VA answers due by July 20, 2026 — both dates already passed before the July 28, 2026 meetings, at which attendees were actively encouraged to submit written RFIs. Please confirm the current, governing deadline for submitting written questions/RFIs, and clarify whether the original 7/16–7/20 Q&A window has been superseded or reopened, and by which amendment.

Answer- keep abreast on SAM. gov for any amendments and any solicitation extensions.

Q 12 Solicitation / Pricing Corrections Please confirm the correct final solicitation number and verify the following will be corrected via amendment prior to the proposal due date: (a) inconsistent "hour" vs. "job" unit labels in the pricing schedule; (b) a residual contractor name left in the statement of work; and (c) the $1 discrepancy between the per-job-order maximum in SOW §5.a ($750,000.00) and the maximum in the FAR 52.216-19 Order Limitations clause ($750,001.00).

Answer – Solicitation number 36C24926Q0235, typographical error, schedule was revised, see amendment 03 Q 13 Coefficient Term & Escalation Please confirm that submitted coefficients remain fixed for the full 5-year ordering period (10/1/2026– 9/30/2031) with no annual escalation adjustment, even though the Construction Task Catalog must be reissued annually Answer - Yes. The Annual Economic Price Adjustment will be the annual update of the CTC at each anniversary of the contract after award.

Q 14 Working-Hours Definition Conflict JOC Supplemental Conditions Part One §4.2.1 defines Normal Working Hours as Monday–Friday 7:00 a.m.– 5:00 p.m., while Part Two §1 (Definitions) separately defines Normal/Other- Than-Normal Working Hours as 7:00 a.m.–3:00 p.m. / 3:01 p.m.–6:59 a.m. Please confirm which definition governs for applying the Normal vs. Other- Than-Normal-Hours coefficient.

Answer - The normal working hours should match to the organizations’ use. Same change would be made to Other than Normal Working Hours. However, do also notice the normal working hours mentioned in question 34 is also different. Also, the same question was asked in Question 45. Working hours should be defined by the VA.

Q 15 Non-Pre-Priced Coefficient / Weighting JOC Supplemental Conditions Part One §4 requires the non-pre-priced coefficient to be no less than 1.0000 and states bid-evaluation weighting of 40% (Normal Hours), 50% (Other-Than- Normal Hours), and 10% (Non-Pre-Priced). Please confirm this weighting applies solely to price evaluation/award (not to actual job-order pricing), and confirm whether after-hours and non-pre-priced (NPP) coefficients are submitted as separate pricing-schedule line items.

Answer - The weighting is to be used as evaluation only. The coefficient submit for each coefficient description will be used for the term of the contract.

Q 16 HVAC / Controls (BAS) Demarcation SOW §6.a.1 lists direct digital controls (DDC) under mechanical scope but does not use the term "BAS" or otherwise provide device-level demarcation between HVAC-side responsibility and BAS/Siemens controls responsibility. Please provide a written, device-level demarcation (e.g., VAV boxes, VFDs, smoke detectors) and clarify interaction with the ongoing pneumatic-to-DDC VAV conversion project in critical spaces.

Answer - Scope demarcation will be part of the detailed scope of work development process for each project.

Q 17 PCB Areas / Hazmat Surveys Please provide a consolidated list of PCB- transformer-restricted zones at both campuses and confirm whether existing hazardous material surveys (asbestos, lead paint, PCB) are available for bidder reference, or whether contractors are responsible for testing as part of scope.

Answer - Applicable available information will be provided during the detailed scope of work development process for each project.

Q 18 Emergency / Urgent SOW Requirements - SOW §7 confirms Tier 1 (Emergency, 4-hour response/8-hour estimate) and Tier 2 (Urgent, 12-hour response/24-hour estimate) rely on a COR-issued Not-to-Exceed (NTE) authorization rather than a detailed statement of work. Please confirm the minimum documentation needed to support NTE issuance for Tiers 1 and 2.

Answer – CO. The minimum documentation required must be submitted for pricing.

Q 19 Future Rollout / Program Growth Please share the anticipated rollout timeline and scope for extending this JOC model to Lexington VA, Louisville, and Mountain Home, and clarify whether/how that expansion may affect volume forecasts under this award.

Answer- To be determined.

Q 20 Response Time Non-Compliance Please clarify what process applies — and whether liquidated damages or other remedies apply — if a contractor cannot meet the Tier 1 (4-hour) or Tier 2 (12-hour) response window due to circumstances beyond its control, and how this interacts with the Acceptable Quality Level tracked under the QASP and CPARS reporting.

Answer – CO. remedies are addressed in the Federal Acquisition Regulation (FAR). There are no liquidated damages applicable to this requirement.

Q 21 Set-Aside Category The Program Overview briefing described this procurement as a 100% SDB/SBE set-aside, while the SAM.gov solicitation description and VAAR clause block designate it a 100% Total Set-Aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns. Please formally confirm SDVOSB as the correct and final eligibility category governing this award.

Answer - See the solicitation, this is a 100% SDVOSB set-aside.

Q 22 Limitation on Subcontracting VAAR 852.219-75 sets subcontracting limits of 50% (Services), 85% (General Construction), and 75% (Special Trade Construction) of subcontracted dollars payable to non-VIP-verified firms. Please confirm which cap applies to job orders issued under each trade category (GC, electrical, mechanical), and confirm VIP/VetCert verification is required independently for each trade award.

Answer- VAAR 852.219-75 (a)(1)(i) Services, applies the this contract, as written in the solicitation.

Q 23 JV / Mentor-Protégé Eligibility Please confirm whether joint ventures, mentor-protégé arrangements, or subcontracting to non-SDVOSB firms for specialty trades are permitted under this SDVOSB set-aside, and to what extent.

Answer- Quotes will be accepted from SBA approved Joint Ventures, quotes shall include your SBA approval letter to be considered technically acceptable.

.Q 24 Evaluation Criteria Weighting FAR 52.212-2 confirms Price, Technical, and Past Performance are weighted equally, with Technical comprising two subfactors — Response Time (SOW §7) and Contractor Qualifications (SOW §12). Please confirm the relative weighting between these two Technical subfactors and how ties or closely scored quotes will be broken among prospective awardees per trade category.

Answer- See the solicitation for related weighting. All parts are equally weighted along with any individual sub-factor included in that sub-factor. In the unlikely event of a tie, evaluation procedures will be completed within the guidance of Simplified Procedures of the Federal Acquisition Regulations.

Q 25 Number of Awardees Per Category Please confirm whether award will be made to exactly three contractors per trade category or fewer/more depending on the competitive field.

Answer- There will be one single award per discipline.

Answer- This is a services contract. Invoice submissions is permitted for each line item for work completed and accepted.

Q 27 Performance Metrics / CPARS SOW §20 references an Acceptable Quality Level tracked through a Quality Assurance Surveillance Plan (QASP) and CPARS reporting. Please clarify what specific performance metrics are tracked per contractor and how they may affect future job order allocation among the multiple awardees.

Answer - In accordance with the Scope of Work, an inspection report of some kind will be provided, the specific contents of which will be part of the Detailed Scope of Work development process.

Q 28 Contract Modifications JOC Supplemental Conditions Part Two §8 addresses changes in the work through Supplemental Job Orders with 100% credit for deleted pre-priced tasks. Please confirm the process for equitable adjustments when differing site conditions or unforeseen scope are discovered mid-job-order, beyond the standard Supplemental Job Order mechanism.

Answer- Any work different from the original scope would require a new job order.

Q 29 Badging / Site Access SOW §11 requires both contractor-issued and VA-issued identification badges. Please clarify the badging, background- check, and PIV/facility-access process and the expected lead time for contractor personnel to begin work at TVHS Nashville and Murfreesboro.

Answer - If Contractor personnel are issued VA issued badges, they must wear and always display per SOW. VA to determine badging requirements. The specific detailed scope of each project may reasonable affect badging requirements.

Q 30 Infection Control (ICRA) / ILSM SOW §15.o requires infection-control measures such as "temporary barriers, filtration, or ventilation" for work in or near clinical areas. Please confirm applicable ICRA and Interim Life Safety Measure (ILSM) requirements for work near active patient-care areas, and how compliance costs should be reflected in pricing/coefficients.

Answer - ICRA and ILSM will be in accordance with all VA policies and Directives including but not limited to Directive 7715 as evaluated and confirmed by the Government and is dependent upon the specifics of the detailed scope of work for each project.

Q 31 As-Built Drawing Reliability JOC Supplemental Conditions Part Two §4 (Finalizing the Detailed Scope of Work) references drawings, sketches, and photographs but does not address record-drawing (as-built) reliability. Please clarify as-built drawing availability and accuracy for both campuses, and the process for reconciling field conditions that differ from as-builts.

Answer - As-built drawing availability is limited for older buildings and portions of buildings on relevant VA owned sites (of which there are many). All work requires field verification prior to pricing.

Q 32 Commissioning & Callback Coordination Beyond the 1-year warranty in SOW §15.m, no dedicated commissioning section exists in the SOW. Please clarify commissioning requirements (if any) for completed job orders and confirm who is responsible for coordinating callback/warranty service after job order completion.

Answer - Applicable commissioning requirements will be provided during the detailed scope of work development process for each project.

Q 33 Utility Outage Coordination SOW §7 (preamble) requires 24-hour advance notice for Hot Permits and power shutdowns. Please confirm whether outage coordination in a 24/7 hospital environment requires a separate approval process beyond this 24-hour notice, and the typical lead time required for larger system shutdowns.

Answer - Per the SOW, work that causes interruption to hospital operations should be performed at the time that reduces or eliminates this interruption. The minimum notice requirement to request approval for power shutdowns is 24 hours. If contractor is requesting shutdown that does not reduce or eliminate interruption to hospital operations, the approval timeline may be greater than the minimum and will be entirely dependent on the complexity and impact of the Contractor’s request. This should be clearly planned and outlined during the Detailed Scope of Work phase for each project.

Q 34 Parking / Staging / Work Hours Please clarify parking and laydown/staging area availability at each campus, and any restrictions on work hours (noise, vibration, patient-care disruption) beyond the standard M– F 7 a.m.–5 p.m. normal working hours.

Answer - Parking for Nashville is very limited and is generally limited to no more than two vehicles parked on top floor of garage. Laydown areas exist South of facility adjacent to south dock (in between garage and hospital) and east of facility adjacent to east dock (in between VA hospital and Vanderbilt Light Hall). Availability of laydown area is dependent on site conditions at the time of specific project. Restrictions on work hours depend on the detailed scope of work (and should be reviewed during that process) but should be reasonable expected during some projects given the active healthcare environment.

Q 35 Contractor Qualification Standard SOW §12 and FAR 52.212-2 Technical Subfactor 2 require Tennessee BC-B, CMC, and CE licenses held 5+ years, plus documented $1M+ non-VA healthcare work history. Please confirm whether "non-VA healthcare work history" must specifically be at hospital/medical facilities, or whether comparable institutional/commercial construction qualifies.

Answer- See solicitation.

Q 36 Award / NTP Timeline Given the current proposal due date of August 6, 2026 and a contract Period of Performance beginning October 1, 2026, please confirm the anticipated date range for contract award and Notice to Proceed (NTP) on the first job orders, and how quickly job orders are expected to begin issuing after NTP. - Answer – see question and answer #11, IDIQ’s will be funded on the effective date of the contract.

Q 37 The latest numbered submission list omits license proof, SBA/NAICS proof, and the signed 852.219-75 certificate, but the technical evaluation still requires licenses and the clause remains listed (Original pp. 25-31; second amendment pp. 33-36.) Please clarify the documents required.

Answer- Refer to Solicitation evaluation factors and submission requirements.

Q 38 The amended coefficient table shows “1T0%” for non-pre-priced work. Please clarify the intended non-pre-priced evaluation weight.

Answer – this is a typo, the number has been revised to 10%, see solicitation amendment 04.

Q 39 The 45-line schedule contains no estimated annual amounts although the evaluation narrative requires annual amount x coefficient. Please provide the annual estimated amounts/trade weights and exact coefficient-entry instructions for pages 3-11.

Answer – Schedule revised, see solicitation amendment 04.

Q 40 How will contractors who can self-perform all three trades be evaluated?

Answer- See the solicitation evaluation factors.

Q 41 Please clarify whether the full-time representative and Office Manager must be dedicated exclusively to this contract and when the staffing obligation begins.

Answer - See solicitation.

Q 42 Based on the minimum staffing levels requested in the RFQ, is the $25,000 the only guarantee of work?

Answer- Yes.

Q 43 Please confirm the expected number of awards and whether the $25,000 guarantee and $2 million annual ceiling apply to each awarded IDIQ.

Answer – See the solicitation.

Q 44 SOW Tier 1 requires four-hour arrival/eight-hour estimate, while Technical Subfactor 1 says response within 12 hours. Please clarify?

Answer- Response times area directly aligned with the SOW and as outlined.

Q 45 Normal hours are 7:00 a.m.-5:00 p.m. in the SOW/coefficient clause but 7:00 a.m.-3:00 p.m. in definitions. Please clarify?

Answer- Normal working hours are 7am-5pm, revised / corrected, see amendment 04.

Q 46 SOW requires written NTP, while emergency procedures permit verbal NTP and immediate work without a fully developed order. Please confirm emergency authorization procedures.

Answer- See solicitation.

Q 47 The package includes an SCA wage determination while job orders include construction work and the clause list does not clearly state the labor-standard framework. Please confirm which wage determination and labor clauses apply to service and construction job orders and whether order-specific determinations will be issued.

Answer – See solicitation attachments, Service Contract Labor standards apply in accordance with the solicitation.

Q 48 Confirm the Gordian1.95% fee base, exclusions, and whether it applies to reimbursable fees and all supplemental orders.

Answer - The fee is applicable to each job order and supplemental job order awarded by DVA through this contract.

Q 49 VA may supplement technical specifications and require incidental options/accessories. Clarify when supplemental requirements or accessories exceed a CTC task and qualify as a modifier, reimbursable fee, or non-pre-priced task.

Answer - Non-Prepriced Tasks are only to be used for Tasks that are not in the Construction Task Catalog. All other requirements/scope that can be priced using the CTC, will be included in a price proposal for the respective job order.

Q 50 Please clarity if payment and performance bonds will be required?

Answer - See Response to Question 1.

Q 51 With the questions be extended to address any items in amendments?

Answer- Any amendments and extension are to be determined.

Q 52 Please advise on the calculation of non pre priced items and allowable mark-up?

Answer - All non-prepriced items require three supplier/vendor quotes and the NPP coefficient will apply. All markup is included in the coefficients.

Q 53 Are the Gordian line items specific to services at Medial Facilities?

Answer - This was discussed at the pre-bid meeting. Most of the work in question is standard facilities equipment. If there’s a need in the future to further customize the CTC then we can do so prior to the annual option renewal.

Q 54 Do service project fall under the provisions of the Unified Facilities Guides?

Answer- this is a services contract; all work must comply with local codes and standards.

Q 55 Is there an end of life timeframe on HVAC and Electrical equipment and how is that determined?

Answer - Determined by the Government via multiple factors including but not limited to: equipment performance, equipment condition, equipment efficiency, initial cost, maintenance cost, etc.

Q 56 How are expedited materials to be priced?

Answer - The expedited cost shall be covered as a reimbursable task with no markup. This solicitation does not have a markup or Reimbursable factor component to address reimbursable tasks.

Q 57 Is there to be a warranty on services with GFE provided? Workmanship, materials or both?

Answer - Contractor warrants only its installation with respect to installation of government furnished equipment and/or material.