36C25626Q1127_RFQ_A0004.pdf

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)

1 24 NA J

0004 08-26-2026

TBD

None

36C256

Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

Shasta Britt, Contracting Officer

Shasta.Britt@va.gov

36C256

Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

To all Offerors/Bidders

36C25626Q1127

07-31-2026

X

X X

X One (1)

The purpose of this amendment 0004 is issued to incorporate an additional contractor requirement into the SOW to ensure proper project coordination and compliance. Also integrates clarifications from Government responses to vendor Q&As to ensure consistent understanding of responsibilities and requirements across all offerors.

Shasta Britt, Contracting Officer

VA-VHA-RPOC-2026-0041

mailto:Shasta.Britt@va.gov

Solicitation 36C25626Q1127 — Amendment to Terms and

Vendor Questions / Responses

Michael E. DeBakey VA Medical Center (MEDVAMC)

Nutrition & Foodservice (NFS) Cook-Serve Conversion Equipment/Installation

A.1 Amendment to Section D – SOW Paragraph (i) – Contractor

Responsibilities

The following new requirement is hereby added as paragraph (i)(34) under Contractor

Responsibilities:

“34. Upon contract award, with in 48hrs, the Contractor shall schedule and conduct an initial coordination/kickoff meeting with the Contracting Officer’s Representative (COR) and the

Facilities Management Service (FMS). This meeting shall establish all project points of contact

(POCs), confirm delivery coordination requirements, review utility and installation requirements, and align on the execution plan in accordance with the Statement of Work and all contract obligations. This meeting shall occur prior to the ordering of any equipment and prior to commencement of onsite work to ensure full compliance with coordination, utility, delivery, and scheduling requirements outlined in this contract.”

A.2 Vendor Questions / Responses

This document consolidates vendor questions and the Government’s responses with Facilities

Management Service (FMS) notes referencing Solicitation 36C25626Q1127 and Amendments

0001/0002/0003. Where the solicitation and amendments already address an issue, the location is cited. Where further clarification is needed, a recommended response, compliant with

FAR/VAAR and VA practice, is provided and indicates whether Procurement or the Technical team should address the item.

1. Vendor Question: Section B.3 states "30 days After Receipt of Order (ARO)" while also identifying September 21 through October 20, 2026, and Volume I requires full installation and operational readiness by October 20. Clarify whether the contractor has 30 days from award/order or whether October 20, 2026, is firm; and whether completion is extended if award/COR authorization occurs after Sept 21.

Response: Section B.3 (Delivery Schedule) sets a defined performance window of 09/21/2026–

10/20/2026 and requires full installation/operational readiness by 10/20/2026. Accordingly, October 20, 2026, functions as the firm completion date for the base effort. Any change to the completion date would require a bilateral modification issued by the Contracting Officer.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.10

2. Vendor Question: SOW requires COR notification before ordering equipment and acknowledges storage may be necessary. With custom-manufactured items, will the

Government adjust delivery/installation if OEM lead times make 10/20 infeasible?

Response: The SOW requires COR coordination prior to ordering (D.1.i.8) and anticipates contractor storage. The schedule remains as stated unless modified by the CO. If OEM lead times jeopardize 10/20/2026 completion, the contractor must request relief with documented lead-time evidence for CO consideration.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.34, 36

Further Action / Recommended Government Clarification: Provide manufacturer lead-time documentation and a revised installation plan; CO may issue a modification if in the

Government’s interest (FAR 13.106, 52.212-4).

3. Vendor Question: Does the five-working-day requirement include demolition, removals, electrical/plumbing, installation, commissioning, training, cleaning, documentation, and debris removal?

Response: Yes. D.1.i.10 requires the project to be finished within five (5) days of commencement, Monday–Friday, unless prior COR approval is obtained. The listed activities

(demo, installs, commissioning, training, cleaning, documentation) are encompassed in contractor responsibilities and must be planned concurrently.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.34

4. Vendor Question: May the contractor plan evening/overnight/weekend work to meet the five-day window; will VA FMS/COR support utility shutdowns, inspections, and access?

Response: Normal installation hours are 8:00 a.m.–4:00 p.m., Monday–Friday. Alternate hours may be used when "other arrangements are agreed upon" with the COR. Utility shutdowns and access must be coordinated with VA FMS in advance. If evening or weekend work is required, FMS will need advance notice and must approve the request. VA FMS Shops will assist with utility shutdowns, inspections, and access as needed. The contractor shall provide a Method of

Procedure (MOP) to the FMS representative before any utility shutdown can be coordinated.

Any utility shutdown requires a minimum two-week notice to the designated utility shop for proper coordination. This coordination must go through the COR in advance, so the COR can notify the shop at least two weeks ahead of the planned work.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.36 (D.1.j.2)

5. Vendor Question: Provide an equipment-by-equipment electrical schedule

(voltage/phase/amps, breaker sizes, receptacle vs. hardwired, panel origins) and an electrical floor plan of the basement.

Response: The SOW details electrical tasks: 16 new equipment circuits with J-box drops, installation of 16 new breakers, and reuse of 4 existing disconnects for heated cabinets

(hardwired). Amendment 0001 provides dimension/kitchen plans; however, a detailed equipment-by-equipment electrical schedule and basement floor plan are not included. FMS is not able to provide a pre-compiled equipment-by-equipment electrical schedule or an electrical floor plan of the basement as part of this RFQ. The contractor is responsible for conducting field investigation and verification of existing electrical panels, breaker sizes, and panel origins as part of scope verification prior to mobilization. The contractor shall coordinate with the designated FMS utility shop in advance, with a minimum two-week notice, to schedule access and support for field investigation.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.35 (D.1.i.18–20); S06 -

36C25626Q1127_RFQ_A0001.pdf, pp.4–5 (attachments)

6. Vendor Question: SOW i.16 states "demo power to thirty-seven (37) blast coolers," elsewhere the SOW identifies 37 Burlodge Retherm Modules. Confirm "blast coolers" is a typo and applies to the Retherm Modules.

Response: Cross-references throughout the SOW require removal and power demo associated with thirty-seven Burlodge Retherm Modules; the phrase "blast coolers" in i.16 is a typographical error.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.33–35 (D.1.g.1; D.1.i.11, i.16)

7. Vendor Question: Provide the total gallons expected to be removed from the VA when draining water lines and a mechanical floor plan showing size/route of water to retherm units.

Response: The SOW requires providing 55-gallon drums and capping off water lines above the ceiling but does not quantify total gallons or include a mechanical floor plan, safety measure/backup. FMS NOTE: FMS shops are able to manually drain and shut down the water lines to the retherm units as part of this work, which may reduce or eliminate the need for the contractor to provide 55-gallon drums as stated in SOW Item 14. Total gallons expected and a mechanical floor plan are not necessary for bidding purposes, as FMS will handle line drainage and shutdown in coordination with the contractor on-site.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.34 (D.1.i.14)

8. Vendor Question: For Firm-Fixed-Price purposes, should offerors include circuit tracing for all 37 units (including four first-floor units) in base price?

Response: D.1.i.15 mandates tracing for 33 modules in BC-250 and notes tracing "may also be required" for four first-floor units. For pricing clarity under FFP, offerors should include circuit tracing for all 37 units to avoid change orders. FMS NOTE: Circuit tracing is required for all thirty-seven (37) retherm modules: the thirty-three (33) units located in the main kitchen (BC-

250) and the four (4) units located on the 1st floor.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.34 (D.1.i.15)

9. Vendor Question: Provide known locations, sizes, and types of existing electrical panels, water/drain connections, and other tie-in points; clarify "final hookups within 5 feet" given new water lines above ceiling and down the middle of the kitchen.

Response: Amendment 0001 clarifies the contractor performs all utility work and the facility will provide access to existing infrastructure. The SOW states final hook-ups will be completed within 5 feet to existing utilities. Specific locations/sizes/types are not fully documented in the

RFQ. FMS NOTE: The contractor is responsible for field verification of existing electrical panels, water/drain connections, and tie-in points as part of scope verification prior to mobilization, in coordination with the designated FMS shop on-site. FMS will support field verification and coordination during the contractor's site visits, but this data will not be provided as part of the solicitation package. For field verification site visits, the designated FMS shop will require a minimum two-week notice in advance to schedule support.

Reference(s): S06 - 36C25626Q1127_RFQ_A0001.pdf, p.2 (Q&A #1); S02 -

36C25626Q1127_RFQ.pdf, p.35 (D.1.i.29)

10. Vendor Question: Will VA FMS perform building/system shutdowns and lockout/tagout

(LOTO) with the contractor working after systems are made safe, or is the contractor responsible for shutdown/LOTO under FMS oversight? Identify outage-request lead times.

Response: The SOW requires the contractor to coordinate all utility work with VA FMS, with

FMS providing guidance and oversight. Amendment 0001 confirms the contractor is responsible for all utility work. The RFQ does not explicitly allocate LOTO execution nor specify outage-request lead times. FMS NOTE: VA FMS will conduct lockout/tagout (LOTO) and perform the required building/system shutdowns. The contractor shall perform their work after FMS has made the systems safe. The contractor shall notify the COR or designated utility representative once work is complete and the system/shutdown can be restored. Prior to coordinating any utility shutdown, the contractor shall provide a Method of Procedure (MOP) to the FMS representative for review. Utility shutdown requests require a minimum two-week notice to the designated utility shop, as previously stated.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.34 (D.1.i.6); S06 -

36C25626Q1127_RFQ_A0001.pdf, p.2 (Q&A #1)

11. Vendor Question: Coffee machines: identify manufacturer/model and exact electrical/water requirements; clarify whether contractor is responsible for rough-ins only or also final connection/commissioning; confirm inclusion of circuits within the 16 new circuits.

Response: The SOW states four coffee machines will be delivered by another vendor and the contractor shall ensure 240V power and 3/8" or 1/2" water lines are available.

Manufacturer/model and precise utility loads are not specified. Responsibility is to cover rough-ins. Given the trayline scope, these coffee-machine circuits are anticipated to be among the 16 new circuits. FMS NOTE: The contractor is responsible for rough-in only: providing power and water line connections available and ready at the end of the trayline. The coffee machines will be delivered and installed by a separate vendor per SOW Item 26, and that vendor is responsible for making the final connection from the rough-in point to their own equipment. The contractor's scope does not include final connection or commissioning of the coffee machines.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.35 (D.1.i.26, i.18–20)

12. Vendor Question: Confirm hard-wall containment requirement and provide ICRA/risk assessment and containment classification; identify extent/configuration and any additional infection-control measures (negative air, HEPA, tack mats, ceiling containment, air monitoring).

Response: The SOW requires barriers and infection-control measures per ICRA guidelines and prohibits work until proper barriers are installed by the contractor. Project-specific ICRA classification, barrier layout, and any additional measures are not included in the RFQ.

FMS NOTE: This project will result in a Level IV Infection Control Risk Assessment (ICRA) due to the high-risk area and large-scale project categories. The contractor is required to follow the

ICRA guidelines shown in the document attached prior to beginning any work. Both ICRA and

Pre-Construction Risk Assessment (PCRA) documents will need to be completed, approved, and implemented before construction can begin. The contractor shall place the signed and completed PCRA and ICRA documents, along with associated documentation, in individual sleeves and post them side by side on the construction wall/door barrier. Contractors shall familiarize themselves with the ICRA and PCRA requirements, as work will not commence without compliance.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.34 (D.1.i.4)

13. Vendor Question: Clarify whether "one shipment" means one coordinated delivery date that may consist of multiple trucks/containers, or a single physical load; identify available dock/staging space and whether equipment may be staged before the five-day installation.

Response: The SOW requires "all items to arrive in one delivery" and also describes labeling for multiple container deliveries. This indicates a single coordinated delivery event may consist of multiple containers. Dock/staging space availability is not specified.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.36–37 (D.1.j.2; D.1.l.1–2)

14. Vendor Question: Removal/disposal of existing carts, retherm modules, serving counters, traylines; credit to invoice if trade-in value is obtained. Must contractor actively solicit trade-in/salvage value? How should value be documented? Must scrap proceeds be credited? Identify any refrigerant/hazardous materials.

Response: The SOW requires removal and disposal and specifies a credit will be applied to the final invoice if trade-in value is obtained. It does not explicitly require active solicitation of trade-in/salvage value or address scrap proceeds. Hazardous/refrigerant materials are not identified.

FMS NOTE: The contractor is responsible for field investigation, in coordination with the designated FMS shop, to confirm the presence of any hazardous materials or refrigerants in the equipment being removed. This coordination shall be scheduled in advance with the designated

FMS shop, with a minimum two-week notice.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.32, 34 (D.1.g.1; D.1.i.12)

15. Vendor Question: Identify exact Aethon tug model(s)/interface in use and provide base/interface specifications; will physical compatibility testing of a production cart be required before manufacturing all 75 carts, or will OEM certification suffice?

Response: The SOW requires cart bases to be compatible with the existing Aethon tug system and incorporated during manufacturing. Model/interface specifications and testing requirements are not provided. FSM NOTE: The Aethon Robotic Transport System (ATS) is managed by the

ATS shop under FMS. The contractor is responsible for coordinating directly with the designated

ATS shop to field verify the exact Aethon TUG model(s) in use, obtain base/interface specifications, and confirm whether physical compatibility testing of a production cart is required prior to manufacturing all 75 units. This coordination shall be scheduled in advance with the

ATS shop, with a minimum two-week notice.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.32 (D.1.g.2)

16. Vendor Question: CLIN 0015 describes heated cabinets as cULus/NSF while SOW references Traulsen RIH232H-FHS as cETLus/ETL-Sanitation. Confirm acceptable certification standard(s).

Response: The RFQ cites both cULus/NSF (CLIN 0015) and cETLus/ETL-Sanitation (SOW item e.8). These are certifications from recognized Nationally Recognized Testing Laboratories

(NRTL). Acceptance of either path should be confirmed by the Government.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.9, 31 (CLIN 0015; D.1.e.8)

17. Vendor Question: Clarify hinging configuration for the four roll-in heated cabinets. CLIN

0015 says "to be determined" while SOW references left-door-left/right-door-right.

Response: The SOW specifies "Left door hinged left/right hinged right" as standard. CLIN 0015 notes final hinging "to be determined." Offerors should bid per SOW and the Government will confirm exact configuration per cabinet in the post-award submittals.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.9, 31 (CLIN 0015; D.1.e.8)

18. Vendor Question: The introduction references warming cabinets, trayline refrigerators, freezers, and the page 32 diagram depicts equipment beyond listed components (e.g., trayslides count). Confirm contractor responsibility only for items in the Schedule of

Items/CLINs; identify any Government-furnished items.

Response: Contractor responsibility is limited to the equipment expressly identified in the

Schedule of Items/CLINs. Any equipment depicted on layouts but not listed in CLINs will be provided by others or Government-furnished, if applicable, unless added by amendment.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.29–32 (D.1.c–g; layout reference)

19. Vendor Question: Identify anticipated number of VA personnel to be trained, number of sessions/shifts, and duration; confirm OEM factory-authorized training vs. contractor-led training using OEM materials.

Response: The SOW requires comprehensive training within one day of installation completion and delivery of O&M manuals. It does not specify personnel count, session number, or duration, nor require OEM factory authorization. Contractor-led training using OEM materials is acceptable unless otherwise directed by the Government. COR NOTE: Currently estimated training with leadership & supervisors only, ~8 people, 1 session.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.35 (D.1.i.31–33)

20. Vendor Question: Volume I is limited to 15 pages but requires OEM authorization letters, warranty documentation, specs, SDVOSB verification, past performance, VAAR 852.219-76 certification, technical approach, and compliance matrix. Are supporting documents excluded from the 15-page limit?

Response: Section E.1 limits Volume I to 15 pages. The RFQ does not explicitly state that supporting documents (e.g., OEM letters, warranty docs, spec sheets, SDVOSB verification, signed forms) are excluded from that limit. Supporting documentation allowed as appendices not counted against the limit, no hyperlinks will be accepted.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.38 (E.1.4)

21. Vendor Question: Does the Government require a dedicated Project Manager/Site

Superintendent to be physically present throughout demolition and installation?

Response: The RFQ/SOW do not explicitly require a dedicated on-site PM/Superintendent;

however, the contractor is responsible for coordination, safety, infection control compliance, and schedule execution.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.34–36 (Contractor responsibilities)

22. Vendor Question: Will the Government require the on-site PM/Superintendent to possess

OSHA 30-Hour Construction Safety and Health certification (or equivalent)?

Response: The RFQ/SOW do not specify OSHA 30-Hour certification requirements for contractor personnel. NOTE: FMS recommends OSHA 30 (or equivalent) be required for the contractor's on-site supervising lead, given the scope of demolition, electrical, and plumbing work occurring within an operational medical center, combined with the Level IV ICRA controls required for this project.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, pp.34–36

23. Vendor Question: Are there minimum qualifications/experience requirements for the contractor’s on-site PM/Superintendent (years, healthcare/commercial kitchen/occupied-facility experience)?

Response: No minimum qualifications are specified in the RFQ/SOW for the

PM/Superintendent beyond the contractor’s obligations to perform safely and effectively. FMS

NOTE: FMS recommends OSHA 30 (or equivalent) be required for the contractor's on-site supervising lead, given the scope of demolition, electrical, and plumbing work occurring within an operational medical center, combined with the Level IV ICRA controls required for this project.

24. Vendor Question: Will the on-site PM/Superintendent be required to conduct/participate in daily coordination and safety meetings with VA FMS, NFS, infection-control personnel, and trade partners during installation?

Response: Not explicitly required by the RFQ/SOW. Given concurrent utility work, containment, and installation, daily coordination meetings are strongly encouraged to maintain schedule and safety.

25. Vendor Question: Is there flexibility in the proposed POD layout? We have an alternative configuration that reduces footprint and improves workflow/ergonomics.

Response: The SOW provides a trayline configuration diagram and salient characteristics to maintain cohesive workflow. Alternative configurations may be proposed if all requirements and salient characteristics are met and if utility, ICRA, and schedule impacts are acceptable to the

Government.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.32 (D.1.f and overall configuration)

26. Vendor Question: May we conduct a demonstration of our activator and showcase tray-top items prior to decision?

Response: The solicitation does not require or address product demonstrations as part of evaluation under LPTA.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.38 (E.1; LPTA, brand-or-equal)

27. Vendor Question: Can VA confirm presence of shut-off valves on water lines serving equipment to be removed; if not present, how will isolation/discontinuation be handled?

Response: The RFQ does not confirm existing shut-off valves. The SOW requires the contractor to add service shut-off lines for plumbing to equipment (below/above ceiling grid) and to coordinate isolation and tie-ins with VA FMS. FMS NOTE: The contractor shall field verify existing valve locations with the designated FMS shop prior to mobilization, with a minimum two-week notice to schedule. If existing valves are not sufficient to isolate the work area, the contractor shall coordinate an isolation plan with the designated FMS shop. Any resulting utility shutdown requires a minimum two-week notice. The contractor shall include the cost of any new valve installation in their base price, consistent with the firm-fixed-price nature of this contract.

Reference(s): S02 - 36C25626Q1127_RFQ.pdf, p.35 (D.1.i.27)

A.3 Attachments:

• Attachment 1 - Infection Control Risk Assessment (ICRA), see next page…

• Attachment 2 - Pre-Construction Risk Assessment (PCRA). See next page…

(End of A0004)

VHA Infection Control Risk Assessment for Construction, Renovation and Maintenance

VHA ICRA-1.4 (April 2026) Page 1 of 7

Introductory Information and Instructions Use this template as a baseline for performing facility Infection Control Risk Assessments (ICRAs) for construction, renovation, and maintenance work (referred to as the “activity” in this document). The template provides minimum requirements for categorizing activity types and patient risk to determine the level of precautions needed to prevent infection risks. Facilities may customize this template to incorporate site-specific information and/or to add more stringent criteria.

This VHA ICRA template pertains specifically to infection prevention. It must be used if required by the VHA Pre-Construction Risk Assessment (PCRA) for the activity. NOTE: The PCRA addresses other activity-related safety concerns (e.g., vibration, noise, hazardous materials) outside the scope of the

ICRA.

To complete the template:

1. Use Table 1 to identify the category of the construction, renovation and/or maintenance activity.

2. Use Table 2 to identify the areas affected by the activity.

3. Use Table 3 to identify the overall patient risk category that will be affected by the activity.

4. Use Table 4 to determine the level of infection prevention and control precautions needed for the activity.

Once all 4 steps above are completed: Refer to Table 5 for the minimum required control measures for the level of infection prevention and control precautions needed for the activity. Refer to Table 6 for the minimum infection prevention and control measures required on completion of the activity.

PERMIT: See the last page of this document for a fillable permit form to be used for posting at the activity site as needed.

Table 1 - Construction, Renovation, and/or Maintenance Activity Category NOTE: If any of the bulleted criteria in a higher activity category pertains to the work that will be done (even if the other criteria are in a lower category), use the higher activity category for the VHA ICRA.

Activity Category determined from Table 1 (A, B, C, or D):

Category A

Inspection and/or facility upkeep generally defined as follows:

• Work can be completed in a single shift, not to exceed 10 hours.

• Patients and/or employees may be in the area depending on the activity.

• Work that does not create dust or debris.

• Removal of ceiling tile or access to mechanical or electrical chase for visual inspection limited to 1 tile per 50 square feet with limited exposure time (not to exceed an hour for each tile) within the shift.

• Minor interior updates (e.g., replacing floor or ceiling tiles, carpentry work to include hanging signage, and painting without sanding) that do not create dust or debris.

• Limited building system maintenance such as basic plumbing on potable systems (e.g., faucet replacement) or basic electrical work such as replacement of light bulbs, receptacles, or switches.

Category B

General maintenance and repair work generally defined as follows:

• Prolonged inspection and work that may take longer than a single shift but not exceeding a week.

• Patients and employees are not to be in the area until activity is completed.

• Work that creates minimal dust and debris.

Attachment 1:

VHA ICRA-1.4 (April 2026) Page 2 of 7

• Interior finish or surface repairs, updates, or modifications such as repair of firewalls and barriers, and new flooring that produces minimal dust and debris. Controlled sanding activities (e.g., wet or dry sanding) that produce minimal dust and debris.

• Plumbing work such as installation or replacement of a single fixture or piping for a single fixture. Any work on sanitary plumbing including snaking of drains.

• Electrical work such as installation of cabling/wiring/conduit for a single device, installation of new device such as a light fixture that produces minimal dust and debris.

• Air Handler and/or fan shutdown/startup and HVAC work such as replacement of a single diffuser, single terminal unit or a single device that produces minimal dust and debris.

Category C

Small-scale construction, renovation, or maintenance generally defined as follows:

• Work requiring longer than a single week to complete but not exceeding 6 months.

• Patients and employees are not to be in the area until activity is completed.

• Demolition/removal of preexisting floor covering, casework, lay-in ceiling, or other architectural elements.

• Demolition/removal of more than 32 ft2 of drywall/framing, hard ceilings, and doors/framing and minimal infrastructure such as electrical circuits and branch piping.

• Installation of new walls, ceilings and doors including framing, drywall/plaster and associated work.

• Plumbing work such as the installation of new sinks, showers and toilets and associated plumbing.

• Shut down of sections of potable water systems.

• Electrical work such as installation of conduit and wire for lighting, receptacles and switches for an area, the installation of conduit and wire for new devices such as terminal units, fans etc.

• Modification of existing fire alarm and suppression systems.

• Mechanical work such as the installation of ductwork, diffusers, and terminal units for an area.

Category D

Large-scale construction, renovation, or maintenance generally defined as follows:

• Work exceeding 6 months in duration.

• Patients and employees are not to be in the area until activity is completed.

• Large-scale demolition of building components and infrastructure including removal of multiple doors, walls, framing, ceilings, flooring, piping, electrical and HVAC.

• The installation building components such as new walls, ceilings and doors including framing, drywall and associated plaster work.

• Plumbing work such as the installation of:

o new medical gas systems, o steam/heating hot water, condensate systems, o multiple sinks, showers and toilets including associated plumbing.

• Shutdown of potable water, steam/heating hot water, condensate, and medical gas systems.

• Electrical work such as installation of electrical feeders, distribution panels, conduit and wire for lighting, receptacles and switches for an area, the installation of conduit and wire for new devices such as terminal units, fans etc.

• Installation of fire alarm and suppression systems.

• Electrical shutdown of multiple panels.

• Mechanical work such as the installation of air handling equipment, associated ductwork, diffusers, heat exchangers, terminal units and controls.

VHA ICRA-1.4 (April 2026) Page 3 of 7

Table 2 - Affected Area Assessment

Identify the areas and associated patients that will be affected by the construction/renovation/maintenance activity (see the Figure for a visual representation of adjacent affected areas).

Figure: Isometric drawing of affected area assessment

Area Service(s)/Type(s) of Area(s) (e.g., OR, Unit/Ward, Sterile

Processing, Administrative, etc.)*

Point of Contact (POC) POC Contact Information

Activity Area**

Area Above

Area Below

Adjacent Area 1

Adjacent Area 2

Adjacent Area 3

Adjacent Area 4

* There may be more than one Service/type of area for each row. List all.

** List the area(s) in which the construction/renovation/maintenance activity will occur. NOTE: When the Activity Category is B, C, or D, the control measures are determined by the Patient Risk in the adjacent affected areas.

VHA ICRA-1.4 (April 2026) Page 4 of 7

Table 3 - Patient Risk Category

Using Table 3, identify the patient risk category for each area listed in Table 2. Of the patient risk categories identified, select the one with the greatest risk as the overall Patient Risk Category for the activity.

Overall Patient Risk Category determined from Table 3 (Low, Medium, High, or Highest):

Low Risk

Non-patient care areas such as:

Medium Risk

Patient care support areas such as:

High Risk

Patient care areas such as:

Highest Risk

Procedural, invasive, sterile support and highly compromised patient care areas such as:

• Public hallways and gathering areas not in clinical areas

• Office areas not in clinical areas

• Breakrooms not in clinical areas

• Bathrooms or locker rooms not in clinical areas

• Mechanical/electrical rooms not in clinical areas

• Waiting areas

• Clinical engineering (biomedical)

• Materials management

• Sterile processing department – dirty side

• Kitchen, cafeteria, gift shop, coffee shop, and food kiosks

• Patient care rooms and areas, including spinal cord injury units

• All acute care units, including mental health

• All outpatient units and clinics

• Emergency department

• Community Living Centers, domiciliaries, and transitional residences

• Employee health

• Pharmacy – general work zone

• Medication rooms and clean utility rooms

• Imaging suites – diagnostic imaging

• Laboratory

• All transplant units

• All intensive care units

• All oncology units and chemotherapy/infusion centers

• OR theaters and restricted areas

• Hemodialysis units

• Procedural rooms*

• Pharmacy compounding area

• Sterile processing department – clean side

• Transfusion services

• Imaging suites – interventional imaging

• Dedicated isolation wards/units for infectious diseases

* Procedural Rooms are designated for the performance of patient care activities that may require high-level disinfected or sterile instruments and some environmental controls but is not required to be performed with the environmental controls of an operating room (OR). The room is intended for procedures that are performed in an aseptic surgical field and penetrates the protective surfaces of a patient’s body (e.g., subcutaneous tissue, mucous membranes, cornea) or entry into or opening of a sterile body cavity. Examples of these spaces include, and are not limited to, Cardiac Catheterization Suites, Electrophysiology Suites, Endovascular/GI Suites, Angio Suites and other spaces which may have high risk patient populations.

VHA ICRA-1.4 (April 2026) Page 5 of 7

Table 4 - Level of Infection Prevention and Control Precautions Match the Overall Patient Risk Category (Low, Medium, High, Highest) determined from Table 3 with the planned Construction/Renovation/Maintenance Activity Category (A, B, C, D) from Table 1 to determine the minimum Level of Infection Prevention and Control Precautions (I, II, III, or IV) using Table 4 below.

Level of Precautions determined from Table 4 (I, II, III, or IV):

An infection prevention and control permit is required for Level III and Level IV. Consult with Infection Prevention and Control for Level I and Level II.

Table 5 - Required Infection Prevention and Control Measures, by Level of Precautions Controls defined below for the Level of Precautions identified for the activity must be in place before the activity begins and maintained until work is completed and the area is activated. Control measures for each Precaution Level must also include the control measures in the preceding Level(s).

As the activity progresses, a full re-evaluation of remaining activity type and patient risk is required prior to downgrading the Level of Precautions.

Level of Precautions

Control Measures

Level I 1. Perform work activity in a manner that does not create dust.

2. Immediately replace any ceiling tile, close access panels, etc., upon completion of work.

3. Any materials and equipment being brought into the facility must be free of contaminants and loose material.

Level II All control measures in Level I and the following:

1. Provide active means to control airborne dust from dispersing into occupied areas and/or water mist surface to control dust (e.g., Mobile Dust Containment Cart or some other system).

2. Ensure worker clothing is clean and free of visible dust before leaving the work area.

3. Remove or isolate air diffusers (supply and return) to protect the HVAC system from dust and reduce air turbulence. Rebalance system to address diffuser isolation.

Patient Risk Category

Activity Category

A B C D Low Risk I II II III Medium Risk I II III IV High Risk I II IV IV Highest Risk II III IV IV

VHA ICRA-1.4 (April 2026) Page 6 of 7

4. When the work involves or impacts potable water systems including stagnation due to reduced usage, the piping shall be flushed twice a week or isolated from the main system.

5. Seal doors to prevent dust migration.

6. Contain all trash and debris in the work area. Perform daily cleaning and disposal of trash (covered) from work area using an identified exit route.

7. Any equipment, tools, or materials removed from the work area must be in sealed containers and/or cleaned of dust and debris prior to removal from the area.

8. Nonporous/smooth and cleanable containers (with a hard lid) must be used to transport trash and debris from the construction areas. These containers must be damp-wiped cleaned and free of visible dust/debris before leaving the contained work area.

9. Install a sticky (dust collection) mat at entrance of contained work area based on facility policy. Sticky mats must be changed routinely and when visibly soiled.

10. Maintain clean surroundings when area is not contained by damp mopping or HEPA vacuuming surfaces at least daily.

Level III All control measures in Levels I and II and the following:

1. Ensure availability of equipment for cleaning hands.

2. Construct and complete critical barriers meeting NFPA 241 requirements. Barriers must extend to the ceiling or if ceiling tile is removed, to the deck above.

3. All (plastic or hard) barrier construction activities must be completed in a manner that prevents dust release. Plastic barriers must be effectively affixed to floor and ceiling (or floor/roof deck above) and secure from movement or damage.

4. Seal all penetrations in containment barriers, including floors and ceiling, using approved materials (UL schedule firestop if applicable for barrier type).

5. Maintain .01 inches /water gauge negative pressurization of the entire workspace by use of HEPA exhaust air systems directed outdoors, or comply with the alternative method outlined in Appendix A of this document. These control measures must be maintained continuously 24/7 for the duration of the project. HEPA filtered exhaust if discharged directly to the outdoors must be at a distance of 25 feet or greater from entrances, air intakes and operable windows. Exhausting discharged air into shared or recirculating HVAC systems, or other shared exhaust systems (e.g., bathroom exhaust) is prohibited.

6. Install a differential pressure sensing device (e.g., magnehelic, manometer, or digital monitoring) on exterior of work containment to continually monitor and document negative pressurization. The “ball in the wall” or similar apparatus are not acceptable.

Level IV All control measures in Levels I, II and III and the following:

1. Barriers must be hard barriers unless temporary to install final barrier.

2. Containment must include an anteroom to ensure pressure control. Anteroom must be large enough for equipment staging, cart cleaning, workers’ PPE and cleaning.

3. Worker clothing and/or PPE must be removed or clean and free of visible dust before leaving the work area anteroom. HEPA vacuuming of clothing or use of cover suits is acceptable.

4. Workers must wear shoe covers or have a method to clean shoes in anteroom.

Shoe covers must be removed prior to exiting the anteroom to the occupied space (non-work area). Damaged shoe covers must be changed immediately.

VHA ICRA-1.4 (April 2026) Page 7 of 7

Table 6 - Minimum Infection Prevention and Control Measures Required Upon Completion of the Activity Controls defined below shall be completed upon completion of the activity and inspected prior to terminating measures defined in Table 5.

Level of Precautions Measures

Levels I - II Cleaning:

1. Clean work areas including all environmental surfaces, high horizontal surfaces and flooring materials.

2. Check all supply and return air registers for dust accumulation on upper surfaces as well as air diffuser surfaces.

HVAC Systems:

1. Remove isolation of HVAC system in areas where work is being performed. Verify that HVAC systems are clean and operational.

2. Verify the HVAC systems meet original airflow and air exchange design specifications.

Water systems:

1. Until the potable water system is activated and in use, flushing shall continue at least twice per week in accordance with VHA Directive 1061.

Levels III - IV Construction areas must be inspected by an infection preventionist and engineering representative (and others as determined by the facility) for final activity/project close out and removal of infection prevention and control measures.

Work Area Cleaning:

1. Clean work areas including all environmental surfaces, high horizontal surfaces and flooring materials.

2. Check all supply and return air registers for dust accumulation on upper surfaces as well as air diffuser surfaces.

Removal of Critical Barriers:

1. Critical barriers must remain in place during all work involving drywall removal, creation of dust and activities beyond simple touch-up work. The barrier may NOT be removed until a work area cleaning has been performed. Additional cleaning may be needed after removal of barrier.

2. All (plastic or hard) barrier removal activities must be completed in a manner that prevents dust release. Use the following precautions when removing hard barriers:

i. Carefully remove screws and painter tape.

ii. If dust will be generated during screw removal, use hand-held HEPA vacuum.

iii. Drywall cutting is prohibited during removal process.

iv. Clean all stud tracks with HEPA vacuum before removing outer hard barrier.

v. Use a plastic barrier to enclose area if dust could be generated.

Negative Air Requirements:

1. The use of negative air must be designed to remove contaminants from the work area.

2. Negative air devices (fans, filters, monitoring and documentation equipment) must remain operational at all times and in place for a period after completion of dust creating activities to remove contaminants from the work area and before removal of critical barriers.

HVAC systems:

1. Upon removal of critical barriers, remove isolation of HVAC system in areas where work is being performed.

2. Verify that HVAC systems are clean and operational.

3. Verify and document through a TAB the HVAC systems meets original airflow and air exchange design specifications.

Water systems:

1. Until the potable water system is activated and in use, flushing shall continue at least twice per week in accordance with VHA Directive 1061.

VHA ICRA-1.4 (April 2026)

Infection Prevention and Control Construction/Renovation/Maintenance Permit This page must be posted at the entrance to the project area for Level III and Level IV activities.

Unique permit number:

Location of construction/renovation/maintenance Project manager Project start date Contact phone number Completion date Contractor Permit expiration date

Activity Category (A, B, C, or D)

Overall Patient Risk Category (Low, Medium, High, or Highest)

Level of Infection Prevention and Control Precautions (I, II, III, or IV)

Level of Precautions

Control measures to be in place for the duration of the activity (Check the box for the activity’s Level of Precautions to indicate the Control Measures)

Level I 1. Perform work activity in a manner that does not create dust.

2. Immediately replace any ceiling tile, close access panels, etc., upon completion of work.

3. Any materials and equipment being brought into the facility must be free of contaminants and loose material.

Level II All control measures in Level I and the following:

1. Provide active means to control airborne dust from dispersing into occupied areas and/or water mist surface to control dust (e.g., Mobile Dust Containment Cart or some other system).

2. Ensure worker clothing is clean and free of visible dust before leaving the work area.

3. Remove or isolate air diffusers (supply and return) to protect the HVAC system from dust and reduce air turbulence. Rebalance system to address diffuser isolation.

4. When the work involves or impacts potable water systems including stagnation due to reduced usage, the piping shall be flushed twice a week or isolated from the main system

5. Seal doors, to prevent dust migration.

6. Contain all trash and debris in the work area. Perform daily cleaning and disposal of trash (covered) from work area using an identified exit route.

7. Any equipment, tools, or materials removed from the work area must be in sealed containers and/or cleaned of dust and debris prior to removal from the area.

8. Nonporous/smooth and cleanable containers (with a hard lid) must be used to transport trash and debris from the construction areas. These containers must be damp-wiped cleaned and free of visible dust/debris before leaving the contained work area.

9. Install a sticky (dust collection) mat at entrance of contained work area based on facility policy. Sticky mats must be changed routinely and when visibly soiled.

10. Maintain clean surroundings when area is not contained by damp mopping or HEPA vacuuming surfaces at least daily.

Level III All control measures in Levels I and II and the following:

1. Ensure availability of equipment for cleaning hands.

2. Construct and complete critical barriers meeting NFPA 241 requirements. Barriers must extend to the ceiling or if ceiling tile is removed, to the deck above.

3. All (plastic or hard) barrier construction activities must be completed in a manner that prevents dust release. Plastic barriers must be effectively affixed to floor and ceiling (or floor/roof deck above) and secure from movement or damage.

4. Seal all penetrations in containment barriers, including floors and ceiling, using approved materials (UL schedule firestop if applicable for barrier type).

5. Maintain .01 inches /water gauge negative pressurization of the entire workspace by use of HEPA exhaust air systems directed outdoors, or comply with the alternative method outline in Appendix A of the VHA ICRA template. These control measures must be maintained continuously 24/7 for the duration of the project. Exhausting discharged air into shared or recirculating HVAC systems, or other shared exhaust systems (e.g., bathroom exhaust) is prohibited.

Check box to indicate exhaust method: Exterior ☐ Alternative Interior Method ☐

6. Install a differential pressure sensing device (e.g., magnehelic, manometer, or digital monitoring) on exterior of work containment to continually monitor and document negative pressurization. The “ball in the wall” or similar apparatus are not acceptable.

Level IV All control measures in Levels I, II and III and the following:

1. Barriers must be hard barriers unless temporary to install final barrier.

2. Containment must include an anteroom to ensure pressure control, Anteroom must be large enough for equipment staging, cart cleaning, workers’ PPE and cleaning.

3. Worker clothing and/or PPE must be removed or clean and free of visible dust before leaving the work area anteroom. HEPA vacuuming of clothing or use of cover suits is acceptable.

4. Workers must wear shoe covers or have a method to clean shoes in anteroom Shoe covers must be removed prior to exiting the anteroom to the occupied space (non-work area). Damaged shoe covers must be changed immediately.

Additional requirements:

Project Manager signature Date

Infection Preventionist signature Date

Attachment 2:

VHA ICRA-1.4 (April 2026)

Appendix A: Alternative To Outdoor Exhaust Requirements

This Appendix provides an equivalent ICRA control measure to requirements detailed in this VHA ICRA template (Table 5 Level III, item 5) that would allow interior construction space exhaust.

Interior Construction Space Exhaust:

If the facility is not able to exhaust to the…