S06 Amendment to Solicitation 6 Amendment Opportunties.pdf

Amendment to a Previous Solicitation

SUBJECT* Walk-in Refrigerator |Tulsa 623

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 95652

SOLICITATION NUMBER* 36C24W25Q0218

RESPONSE DATE/TIME/ZONE 09-05-2025 12:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* 6695

NAICS CODE* 333415

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

McClellan Park CA 95652

POINT OF CONTACT*

Contract Specialist

Robert M. Clark Jr robert.clark15@va.gov

254-538-0487

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

Eastern Oklahoma VA Healthcare System

Tulsa VA Medical Center

440 S. Houston Ave

Tulsa OK

POSTAL CODE 74127

COUNTRY U.S.A.

ADDITIONAL INFORMATION

AGENCY’S URL http://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS robert.clark15@va.gov

EMAIL DESCRIPTION

DESCRIPTION

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

623-25-3-2455-0193

None

36C24W

Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

36C24W

Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

To all Offerors/Bidders

36C24W25Q0218

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 09-05-2025 12:00pm CDT

Not Applicable

X 1

The above referenced Solicitation, as indicated in Block 9A, to provide

Panel-by-Panel Walk-In Medical Laboratory Refrigerator to the Eastern

Oklahoma VA Healthcare System, Tulsa, OK is hereby Amended as follows:

The purpose of this Amendment is to provide an update to the Solicitation. Refer to the attached

Notice of Amendment to Request for Quote.

Except as provided in all Amendments issued to date, all other provisions and language set forth in the original Solicitation Number 36C24W25Q0218, remains unchanged.

NOTICE FOR REQUEST FOR QUOTE AMENDMENT

SOLICITATION NUMBER: 36C24W25Q0218

AMENDMENT NUMBER: 0006

DATE: August 29, 2025

PROJECT NUMBER: N/A

PROJECT TITLE: Walk-In Refrigerator

LOCATION: VA Medical Center, Tulsa, OK, 74127

REASON FOR AMENDMENT: Revised Statement of Work

AMENDMENT: 0006

REVISED STATEMENT OF WORK IS ATTACHED

DUE DATE FOR OFFERS IS NOW SEPTEMBER 05, 2025 @12:00PM.

All other terms and conditions remain unchanged.

STATEMENT OF WORK

Eastern Oklahoma VA Health Care System

Walk-In Medical Laboratory Refrigerator

At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a walk-in refrigerator in the lab to house a variety of lab materials. The Tulsa

VAMC requires a contractor to provide all tools, materials, and labor to install the lab walk-in refrigerator.

BACKGROUND: The Eastern Oklahoma VA Healthcare System (EOVAHCS) is activating a new 58 bed inpatient hospital in downtown Tulsa. The hospital will have an in-house lab. The hospital is a brand-new facility housed in the structure of the historic

Kerr-Edmondson building in downtown Tulsa.

LOCATION: The new Tulsa VA Medical Center will be located at 440 S. Houston Ave, Tulsa, Oklahoma 74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The VA requires delivery of product after November 10, 2025, and fully installed by January 30, 2026.

SCOPE: The contractor will design, procure, and install a walk-in refrigerator on the second floor in room 2A308F. The VA requires the refrigerator to be assembled (panel-by-panel) onsite. The VA cannot accept pre-assembled or one-piece solutions. The refrigerator must be air cooled. Installation will include all new associated subsystems associated with the function of the units, and connections to building systems including power and data. The refrigerator must have an insulated and heated floor to prevent condensation from accumulating in the concrete slab. The contractor is responsible for ensuring all measurements, power requirements, etc. are compatible with the infrastructure. The contractor is responsible for all plumbing, electrical, drywall, painting, firestopping, and other materials and labor required to deliver a turnkey solution. The contractor is responsible for making sure the installer has any necessary licenses and qualifications to install the specific devices in a healthcare setting.

Site Condition

The following is the site condition for the refrigerator in 2A308F. The following will need to be verified by the contractor prior to design and installation. The site condition may be modified to accommodate the refrigerator. All modifications to the site condition must be coordinated and approved by the COR and chief of engineering. All modifications to the site condition must meet industry standard for the type of product being installed, and final finish must match surrounding finish and meet infection control, safety, engineering and interior designs approval:

1. The refrigerator will be on the 2nd floor, on a concrete slab. The building is 3 floors.

2. There will be sheetrock on three sides, making a footprint of 9 foot 3 inches by 9 foot 9 inches (this will need to be verified by the contractor).

3. The ceiling will be solid sheetrock in the entire footprint of the refrigerator (the height will need to be verified by the contractor). The ceiling can be opened in support of installation above the walk-in, but shall require an airtight seal to the surrounding lab space upon completion.

4. There is a fire sprinkler head in the center of the sheetrock ceiling. This sprinkler can be relocated above, or inside the refrigerator box. The final location of the sprinkler must meet the current NFPA requirements.

5. Walls, windows and doors throughout the building will be complete and in-place.

The walk-in must be assembled panel-by-panel in its final location. Hall and door widths are typical of healthcare facilities.

6. There will not be any equipment kept inside the walk-in other than those installed by the contractor and outlined in this SOW. Internal heat load is expected to consist of lighting, door open, introduction of new lab samples, and transient lab personnel only.

7. The following image provides the known dimensions and illustrates the general path of MEP above. Ceiling height is estimated at 8ft. The ceiling height and final

MEP positioning will have to be field verified by the contractor. The deck-to-deck height of the concrete slabs between floors is approximately 12 feet.

Design Guide

The following is a guide, through the facility MEP spaces in an effort to provide the most plausible installation locations of the refrigerator systems. The contractor may submit a design that varies from this guide, but all designs will require approval from the COR.

The design process and approval will occur post award.

An existing junction box is available for power near the floor, on the north wall of the walk-in. The contractor may relocate this as needed. The contractor is responsible for integrating the refrigerator into the building automation system, for control and monitoring.

Below: Approximate location of junction box.

There are two possible locations for drains. Near the north wall, a core can be drilled in the concrete to pass a drain line down to the floor below, where it can be tied into a drain line for a nearby sink.

Near the south wall, a core can be drilled in the concrete to pass a drain line down to the floor below, where it can be tied into a drain line for a nearby floor sink.

Below: Approximate footprint of walk-in, overlayed on plumbing diagram for ceiling below. Pipes labeled SS are useable drains.

The compressor units can be placed remotely on the roof of the building. The ideal path for running necessary lines will be to a nearby pipe chase, and up into the HVAC penthouse. The pipe chase is enclosed in drywall, with limited or no access. Drywall work will be required to use the chase.

Below: location of the pipe chase on the 2nd floor.

Below: Location of the pipe chase on the 3rd floor.

Below: Location of the pipe chase on the 4th floor. Location of the compressor unit.

The entry of pipes into the mechanical penthouse shall not impede egress around the existing air handling unit. If the compressor unit is placed on the roof, it shall be wall mounted to the exterior of the HVAC penthouse at working height. The penthouse wall is concrete, with EIFS (Exterior Insulation and Finish System). The brackets used will require approval from the COR. Any damage to the EFIS must be repaired to the satisfaction of VA Engineering. 4 branch panels are available nearby, for electrical power. A dedicated circuit must be run to the compressor.

Below: The branch panels in proximity to the mounting location of the compressor unit.

Construction requirements

The contractor is responsible for supplying trained, licensed personnel to preform all installation, plumbing, electrical, drywall, firestopping, painting, and other work required to deliver a turnkey solution.

Contractor shall have a minimum of one OHSA 30 certified personnel on site at all times work is being performed.

The contractor shall use the appropriate Hilti Firestop product to maintain the required fire-rate assemblies. Contractor to seal all penetrations, to conform with the rest of the building.

The contractor shall maintain the finishes of the building, and repair any damage caused.

The building will be owned by the VA, and no patients will be seen during the period of performance.

The contractor is required to provide and maintain infection control barriers and walk-off mats to prevent the spread of dust and debris outside work areas.

Refrigerator requirements and features

1. Panels must be sized accordingly and be able to be moved through the building to the installation site. It is the contractor’s responsibility to field verify and establish this size.

2. The refrigerator shall meet all applicable specifications in ATTATCHMENT A – Lab Walk in Specs.

3. The cooling system must be air cooled.

4. Walk-in to have a back-up compressor for 100% compressor redundancy.

5. The floor must be insulated and heated to prevent condensation buildup on the slab below, and a ramp is required to span the gap between the interior floor and exterior floor. The ramp will not have a handrail and will extend into the refrigerator to reduce minimize walkway obstructions outside and maximize usable space inside. The ramp will be in the center of the refrigerator floor to maximize space for shelves along either side of the ramp.

6. Overall size and layout of the walk-in to maximize given space.

7. The refrigerator must have stainless steel skins on all visible surfaces, with slip resistant texturing on the floor.

8. All gaskets and visible surfaces must be resistant to oil, water and detergents.

9. The door must open with a mechanical mechanism from both sides.

10. The refrigerator door must be self-closing.

11. Lights must be LED, mounted to the ceiling and with a low profiled design that maximizes light coverage and air space inside the refrigerator.

12. There must be a control system that automatically compensates for a cooling system failure and switches to redundant cooling equipment and sets off an alarm.

13. The refrigerator and it’s systems must be healthcare-grade.

14. Refrigerant and refrigeration system must meet or exceed relevant EPA regulations.

15. Refrigerator must have an alarm that sounds when the temperature differs from set temperature by an amount selected in the controls, or when the door is held open longer than an amount selected in the controls.

a. Target temperature, door open timer and alarm threshold temperatures must be adjustable. This control must be lockable.

16. The refrigerator must have an integrated display on the exterior that gives, at a minimum, the current temperature, and a visual indication of any alarms.

17. The refrigerator controls must be able to be linked into the Building Automation System (BAS) in order to set target and alarm temperatures, see current temperature, and report and log errors and alarms with their time and date.

18. Installation must be completed by factory trained personnel. All work and materials shall fall in full accordance with local and or state ordinances, and with any other prevailing rules and regulations.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated

COR.

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

PARKING

The Contractor will be allowed only 1 vehicle on the work site during installation.

Contractor parking is only allowed in authorized areas. Contractor shall abide by all

Police requirements. Parking for unloading equipment necessary to perform the work will be authorized in advance of starting the project. The contractor is responsible for any offsite parking needs and the shuttling of their employees and equipment to and from the site.

STORAGE OF EQUIPMENT & MATERIALS

The contractor shall arrange with the COR for allocation of required workspace and for the storage of equipment and material to be used for this project. Storage space is very limited. There are no exclusive areas within the campus that can be provided to the contractor for their storage needs.

Additionally, no space will be made available for the placement of a contractor trailer for this project. The Contractor should schedule delivery of materials and removal of waste to limit the amount of storage space and time on site.

DEBRIS REMOVAL

Contractors shall remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled. Weight tickets shall be provided to the COR for all waste and recycling.

SITE UTILITIES

The Contractor shall note this scope of work does not detail all existing structures, utilities, or components that may potentially interfere with the contract work required. All proposed utility relocations, reallocations, and shutdowns shall be approved by the

COR/Facility Engineer prior to commencing such work. The contractor shall field verify all existing utility installations and take appropriate action prior to working around any potential utility installation.

In the event a shutdown, restriction, or interruption of any utility services is required, a written request shall be submitted to the COR with a minimum of 72 hours’ notice.

Requests shall be approved by the COR prior to commencing work.

PROJECT SAFETY

The contractor shall always comply with the following and keep a copy of the attached-on site:

OSHA

Interim Life Safety Measure Assessment (completed on site by phase)

Infection Control Risk Assessment (completed on site by phase)

Hot work Permits required as needed

Confined Space Permits required as needed

INTERIM LIFE SAFETY PROTECTION MEASURES

Contractor is not required to prepare a formal interim life safety measures plan for this project. At a minimum, contractor shall comply with the following requirements of an interim life safety measures and fire protection plan:

Maintain the construction area to minimize the potential for fire or safety hazards resulting from storage of construction material, construction waste and debris during construction operations.

PREVENTION OF FALSE FIRE ALARMS

Contractor shall comply with the requirements of Tulsa VAMC and as directed by the

COR to prevent false fire alarms.

MATERIAL & WORKMANSHIP QUALITY

All materials and workmanship shall comply with all codes, standards, and recommendations of all Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the

COR.

SECURITY

All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

Health screenings and face coverings may be required by all contract staff while on site.

----- END--------