S02 - 36C24226B0057 SOLICITATION - FUEL OIL TANK REPLACEMENT - BUF.docx

Presolicitation Notice

1. SOLICITATION NUMBER

2. TYPE OF SOLICITATION

3. DATE ISSUED

PAGE OF PAGES

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NUMBER

6. PROJECT NUMBER

7. ISSUED BY

CODE

8. ADDRESS OFFER TO

a. NAME

b. TELEPHONE NUMBER (Include area code) (NO COLLECT CALLS)

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying number, date) 12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES," indicate within how many calendar days after award in Item 12B.)

12b. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

STANDARD FORM 1442 (REV. 8/2014)

STANDARD FORM 1442

Prescribed by GSA-FAR (48 CFR) 52.236-1(d)

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

SOLICITATION

SOLICITATION

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

9. FOR INFORMATION

CALL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SEALED BID (IFB)

NEGOTIATED (RFP)

11. The Contractor shall begin performance within ____________ calendar days and complete it within calendar days after receiving award, notice to proceed. This performance period is mandatory negotiable. (See _____________________________).

YES

NO

a.

Sealed offers in original and ___________________copies to perform the work required are due at the place specified in Item 8 by _____________ (hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, the date and time offers are due.

b.

An offer guarantee is, is not required.

c.

All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

d.

Offers providing less than _______________________ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

36C24226B0057 X

06-25-2026

TBD

528-18-110 36C528 Department of Veterans Affairs Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo NY 14215 Department of Veterans Affairs Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd Floor Buffalo NY 14215

ALGARIN, IDALIA

716-862-7461 X 22395 The Contractor shall furnish all materials, supplies, equipment, personnel and supervision for Project # 528-18-110 FUEL OIL TANK REPLACEMENT in accordance with the drawings and specifications at the Buffalo VA Medical Center.

Completion time: 520 Days from the Notice to Proceed.

This is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set aside procurement. In order to be eligible for for award, Contractor must be registered in SAM (www.sam.gov) with a Unique Entity Identifier and are verified/visible certified as SDVOSB in the Small Business Search /search.certifications.sba.gov at the time of this procurement.

Offerors must submit their annual Vets4212 Report. The North American Industry Classification System Code (NAICS) is 237110- Business Size is $45.0 Million. Magnitude of Construction: $5,000,000 - $10,000,000

Contractor will be responsible to coordinate and schedule work plan work typically during duty hours of 8AM to 4:30PM ET except as noted in the general conditions and as approved by the CO. Work shall comply with VA Specifications and regulations, all applicable Federal, State and Local codes, including specific regulations related to working at the Buffalo VA Medical Center.

A pre-bid site visit is scheduled for Tuesday, July 7, 2026, at 10 AM ET. Prospective bidders shall meet the COR at BUFFALO VAMC, bldg 1 by the elevators). NOTE: NO OTHER SITE VISITS WILL BE ALLOWED. INTERESTED BIDDERS ARE STRONGLY

ENCOURAGED TO ATTEND.

To preserve the integrity of the procurement process, all questions and request for information must be submitted in writing to Idalia Algarin, CO at idalia.algarin@va.gov. Questions must be received no later than Friday, July 17, 2026 by 12 noon ET.

Bids are due by 11 AM E.T on Tuesday, August 4, 2026. The bid opening will be held online via Microsoft Teams on Tuesday, August 4, 2026, at 11:30AM ET. ONLY EMAILED to Idalia Algarin, CO at idalia.algarin@va.gov will be accepted The bid shall include copies of the original bid bond.

VAAR 852.219-75 Limitations of Subcontracting Certificate is separate requirement. Attached FAR 52.225-9 Buy American Act Certificate is separate requirement. Attached.

HE CERTIFICATES MUST BE RECEIVED WITH THE BID

FAR Part 36.209 Construction contracts with architect-engineer Tolman/Patriot. No contract for the construction of a project shall be awarded to A/E firm or its subsidiaries or affiliates.

NOTE: CONTRACTORS MUST ACKNOWLEDGE ALL SOLICITATION AMENDMENTS.

52.211-10

1 emailed

11 AM

EDT

08-04-2026

14. NAME AND ADDRESS OF OFFEROR

15. TELEPHONE NUMBER

16. REMITTANCE ADDRESS

CODE

FACILITY CODE

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of the solicitation, if this offer is accepted by the Government in writing within __________ calendar days after the date offers are due.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

AMENDMENT

NUMBER

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 20b. SIGNATURE 20c. OFFER DATE

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( 41 U.S.C. 3304(a) (

26. ADMINISTERED BY

27. PAYMENT WILL BE MADE BY

PHONE:

FAX:

28. NEGOTIATED AGREEMENT

29. AWARD

Your Contractor agrees offer on this solicitation is hereby accepted as to the items listed. This to furnish and deliver all items or perform all work requirements identified award consummates the contract, which consists of (a) the Government on this form and any continuation sheets for the consideration stated in solicitation and your offer, and (b) this contract award. No further cont-this contract. The rights and obligations of the parties to this contract ractual document is necessary.

shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED 31a. NAME OF CONTRACTING OFFICER

TO SIGN

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA 31c. AWARD DATE

BY

OFFER

AWARD

STANDARD FORM 1442 (REV. 8/2014) BACK

(Include ZIP Code) (Include area code) (Include only if different than Item 14.)

(Insert any number equal to or greater than the minimum requirement stated in Item 13d. Failure to insert any number means the offeror accepts the minimum in Item 13d.)

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each) (Type or print) (4 copies unless otherwise specified) (Type or print) (Type or print) (Contractor is required to sign this document and return _______ copies to issuing office.)

(Contractor is not required to sign this document.)

(Must be fully completed by offeror) (To be completed by Government)

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

36C528 Department of Veterans Affairs Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo NY 14215

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/veteransaffairs/

Idalia Algarin Contracting Officer

Table of Contents

STATEMENT OF WORK

Scope of Work Fuel Oil Tank Replacement Project 528-18-110

Services performed under this scope will be for and conducted in part at the VA Western New York Healthcare System (VAWNYHS), Buffalo VA Medical Center (VAMC) located at 3495 Bailey Avenue, Buffalo, NY 14215.

1.2 Background

In accordance with Veterans Health Administration (VHA) Directive 2008-062, the Buffalo VAMC is required to maintain a sufficient supply of back-up fuel to fire the VAMC’s boilers to meet the normal demands of continuous operations for a period of 10 January days. In 1981, three, 40,000 gallon, single-walled, steel, Underground Storage Tanks (USTs) were installed to store an emergency supply of No. 2 fuel oil to meet this directive. These tanks have exceeded their industry-based expectation for longevity and are due for replacement.

1.3 Purpose

The intent of this effort is to remove the existing three (3) 40,000-gallon fuel tanks and one (1) 7,500 gallon spill connection tank and replace them with appropriately sized modern tanks and to replace the monitoring/control systems to improve maintainability, meet the backup fuel supply requirements, and meet regulatory compliance requirements.

The Buffalo VAMC requires a Contractor to perform the construction work necessary to accomplish this goal.

1.4 Scope

The Contractor shall provide all supervision, labor, services, tools, equipment, and materials required to perform work. Work under this effort is fully described in the project drawings and specifications.

Additional administrative and management related requirements are described throughout this document.

Work includes general construction, alterations, demolition, utility replacements, fueling systems, mechanical work, electrical work, plumbing work, structural work, site work, erosion and sediment control, laboratory testing, and any other work specified herein or shown on the drawings for the complete completion of the Fuel Oil Tank Replacement Project. Work to be Bid as part of this solicitation is as follows (but not limited to):

1. Providing temporary fuel (minimum of 16,000 gallons available onsite) along with tanks, spill control, piping, monitoring and all other associated requirements for temporary boiler fuel supply.

2. Provide temporary power, utilities and other requirements for building 7 throughout the project.

3. Providing and completing all required excavation, isolation, testing, cleaning and removal of the existing 40,000-gallon (three total) fuel tanks and 7,500-gallon underground spill connection tank.

4. Providing resources and constructions services to safely remove the existing tunnel structure between building 6 and building 7. This includes but is not limited to excavation, demolition, hauling, restoration of impacted areas, and submittals and work plans.

5. Procurement and installation of a new tunnel and all other associated features.

6. Procurement and installation of new fuel tanks as detailed in the project drawings.

7. Start up and commissioning of all systems and integration into the existing boiler plant systems.

8. Restoration and final project completion.

Estimated Quantities: The following estimated quantities are included within the work for BASE BID:

a. Petroleum Impacted Soil: Removal, staging, testing and legal disposal of 200 cubic yards of petroleum impacted soils.

b. Additional No. 2 Fuel Oil: An additional 16,000 gallons of No. 2 Fuel Oil for the temporary fuel oil system after initial fill of temporary fuel oil tank. The initial fill, by transfer of existing fuel, is also the responsibility of the contractor and is not an estimated quantity. Refer to drawing WD-030.

c. Soils Sampling and Testing for USTs Removal: Obtaining, testing and providing report(s) for 33 soil samples for removal of the existing underground storage tanks (USTs).

Variation in Estimated Quantities (FAR clause 52.212-11):

If the quantity of a unit-priced item in this contract is an estimated quantity and the actual quantity of the unit-priced item varies more than 15 percent above or below the estimated quantity, an equitable adjustment in the contract price shall be made upon demand of either party. The equitable adjustment shall be based upon any increase or decrease in costs due solely to the variation above 115 percent or below 85 percent of the estimated quantity. If the quantity variation is such as to cause an increase in time necessary for completion, the Contractor may request, in writing, an extension of time, to be received by the Contracting Officer within 10 days from the beginning of the delay, or within such further period as may be granted by the Contracting Officer before the date of final settlement of the contract. Upon the receipt of a written request for an extension, the Contracting Officer shall ascertain the facts and make an adjustment for extending the completion date as, in the judgment of the Contracting Officer, is justified.

The variation in estimated quantities clause is only applicable to the following work items (Unit Price Adjustments) listed below. It should be noted that the work items are included within Bid Item I above, which include the original estimated quantity. The unit price adjustment to be used for the variation in estimated quantities work items shall be provided for the Unit Price Adjustment Bid Item(s) listed below.

2) BID ITEM II, Unit Price Adjustment for Variation in Estimated Quantities:

Provide cost to be used for price adjustment for the following items:

a. Petroleum Impacted Soil (II.1): Provide cost per cubic yards of petroleum impacted soil removed, staged, tested, and legally disposed.

b. Additional No. 2 Fuel Oil (II.3): Provide per gallon cost to provide No. 2 Fuel Oil. Per gallon cost shall include filling the temporary fuel oil tank on-site with the provided fuel. Per gallon cost shall be total cost to provide fuel.

c. Soils Sampling and Testing for USTs Removal (II.4): Provide per sample cost to obtain, test, and provide report for soils samples required during USTs removal.

1.4.2 Bid Deducts (Removed from Scope of Work/Not Being Performed Under This Contract).

1) DEDUCT NO. 1 – Remove ECC/Office Work (NOT INCLUDED IN PROJECT SCOPE) Remove ECC/Office Work; Work to include: All work within Bid Item I above except eliminate work associated with the ECC/Office that is indicated on drawings to be removed as part of Bid Deduct No. 1. Work to be removed under Deduct No. 1 include the following:

a. Engineering Control Center (ECC)

b. Mezzanine (supervisor office and breakroom)

c. AHU Platform

d. Breakroom S32

e. Alternate Facility Command Center

1.4.3 Site Conditions, As-Built and Record Documents

Although the VA makes every effort to keep drawings current to existing conditions, changes and updates are sometimes not recorded. It is therefore the Contractor’s responsibility to perform field investigation and verify of the accuracy of the drawings with the actual conditions.

The contractor shall check existing conditions at the project site prior to bidding.

1.4.4 Quality Assurance/Quality Control Plan

The contractor is responsible for reviewing the work done by any subcontractors that the Contractor has hired to assist with the completion of this SOW. The contractor must provide the Government with a Quality Assurance/Quality Control (QA/QC) Plan that documents the methods, processes, procedures that are going to be implemented by the Contractor to validate the work their subcontractors perform.

1.4.5 Hazardous Materials

Any remaining fuel oil in the existing tanks will need to be removed as part of the construction demolition work. However, the VA does not anticipate any asbestos or lead removal for this project. There are locations in the VA where asbestos and lead do exist. Should there be a situation where hazardous materials do need to be removed; the contractor and the CO/COR will work together to plan for construction demolition.

The VA has performed regular testing on the currently installed tanks with no indications of leaks or failure. Although not anticipated, the contractor shall include a separate line-item pricing for the following in their submission:

1. Detailed price per CY for removal of 200 CY of Petroleum Impacted Soils.

2. Detailed cost per sample and 33 soil samples for removal of the existing USTs.

1.4.6 Personal Protective Equipment (PPE)

The Contractor is responsible for obtaining/providing, inspecting, and maintaining any required Personal Protective Equipment (PPE) necessary to perform services identified in this SOW.

This Scope of Work has been broken down into general requirements that are applicable to the entire contract and the specific construction effort.

The bidding Contractor(s) shall conduct a brief pre award site survey of the campus. This will be arranged through the contracting officer and conducted as a group or individually as per the contracting officer.

1.7.1 Phasing

This is a phased project. See phasing drawings and PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, SECTION 01 00 00 GENERAL REQUIREMENTS -528-18-110 for phasing requirements.

1.7.1.1 Phasing and Hours of Work

The contractor will be required to submit a proposed work schedule that provides detailed project phasing and sequencing information to the VA for review and approval prior to the start of construction.

The medical campus will remain open to accommodate patients, visitors and employees during normal operating hours while this project is underway (7:00 am – 5:00 pm, Monday through Friday). Work that may create excessive noise, vibration or that may interrupt patients, visitors and employees will need to be closely coordinated with the VA and may be required to occur outside of normal operating hours. The contractor shall anticipate portions of work involved with this project occurring on evenings, nights, weekends and holidays.

1.7.2 Safety

Contractor shall pay special attention to specification section 01 35 26. This specification has been modified by the VAWNYHS to include site specific information for the Buffalo VAMC.

The contractor appointed SSHO, Competent Persons, site supervisors, employees and subcontractor employees shall meet the safety training requirements identified within Specification 01 35 26: SAFETY REQUIREMENTS (VHA WNY) and include proof of required training prior to starting work on the project.

All Contractor and Subcontractor personnel working onsite at the Medical Center will be required to attend a 30 minute Buffalo VAMC site specific safety training class. This class will be held on site and will be taught by a member of the Buffalo VAMC safety office. Participation in this class is mandatory and must be done prior to the commencement of work on-site.

1.7.3 Infection Control

An Infection Control permit has been issued for this project. At a minimum, the permit requires the contractor to construct barriers / fencing, contain and utilize proper dust control measures. Additional infection control measures for this project may be required to maintain the safety of patients, visitors and employees.

1.7.4 Security

Contractor personnel must obtain a photo ID badge from the Buffalo VAMC Police. All Contractor personnel shall wear this badge above the waist at all times while on the Buffalo VAMC campus.

A listing of all personnel and their contact information working onsite shall be provided to the COR and VA Police.

The construction site shall always be secured. If locks are used they must be VA approved. Four keys to the lock will be held, one-each by the following individuals: 1) contractor’s site supervisor, 2) the VA COR, 3) VA Police Force, and 4) VA Key Control Supervisor. No individual will be provided access to the construction site without approval from the VA. Subcontractors will be provided access by the contractor’s site supervisor, who will remain onsite for the entirety of the subcontractor’s work, and following the work will secure the site, after a complete site inspection.

Although the VAWNYHS campuses are public facilities, access to facility maintenance areas, electrical areas, mechanical areas, roof access, and certain other portions of the medical facility are restricted from the general public. Accessing these areas may require advance notice, pre-approval, and scheduling to gain entry.

All visits and access requests to the VAWNYHS under this scope of work shall be coordinated through the Contracting Officer Representative (COR).

Contractor personnel are expected to sign in and sign out each day that they work on-site as well as provide daily logs documenting efforts on this project, even when no work has been scheduled or completed.

1.8.2 Photography

It is VHA policy to respect the privacy of all persons (e.g., Veterans, patients, residents, members of the VHA workforce, and visitors) consistent with the needs of operating a national health care system. Privacy protections on VHA premises vary according to the needs and purposes of different types of areas, the persons included, and the purpose of the production and use of photographs, digital images, and video or audio recordings (excerpt from VHA Directive 1078).

Photography of as-built and site conditions are permissible actions under this SOW when photography activities are coordinated with the COR.

The Contractor shall ensure that any photographs taken do NOT include any VHA patients, members of the VHA workforce, or visitors to the VAMC facility.

1.9 Autodesk Build Requirement

Requirements:

A. Construction contractors selected by award to perform work at VISN 2 VA facilities, are required to utilize VISN 2 Autodesk Build Construction management platform, also called Autodesk Construction Cloud (ACC). Access to the platform and training portal will be provided by VISN 2 through project Contracting Officer Representative (COR) at no cost for the duration of the project. Autodesk Build is the management and collaborative environment that VISN 2 uses for all its Non-Recurring Maintenance (NRM), Minor Program projects, Feasibility Studies, Commissioning and Retro-Commissioning contracts. There is no user, license, or subscription fee to the contractor for using this cloud-based platform.

B. Contractor shall accomplish and complete the following tasks upon award of contract:

1. Request access to ACC platform and ProductivityNOW eLearning Site to project VA COR NLT 14 days from contract award.

2. Only staff that shall utilize the platform to be granted access. Examples: Project manager, sub-contractors POC, Site manager, Safety officer, etc.

3. The access request shall be in writing and include a list of staff. The list shall include the following information:

· Full Name

· Company Name

· Email Address

· Role/Position on the project (i.e., Project manager, site super)

4. Upon granting access, staff shall complete required ACC training through ProductivityNOW platform within 12 Calendar days.

5. Upon successful completion of training, contractor shall submit certificates of completion to COR NLT 2 business days.

C. Access to ProductivityNOW eLearning will expire after 12 Calendar days after online access is granted. Contractor shall complete ACC training within that period.

D. Additional Staff and Subcontractors can be added at any time with a request submission to the project COR as described above.

E. The contractor shall only use the ACC platform for contract required submissions, official project correspondence to be acknowledged, reviewed, and actioned by the responsible party. No additional time shall be added to the contract, nor an increase in contract amount be provided for the contractor’s failure to utilize the ACC platform as the project’s official communication and collaboration system. Any correspondence out of platform shall not be the governing authority contradicting direction and will be at the contractor’s expense. Official project correspondence and collaboration includes but not limited to: RFIs, submittals, schedules, shutdown requests, actionable tasks, reports, testing, safety inspections, photos, and site surveys.

F. Contractor must inform the COR of any staff changes NLT 2 business days from the change. Staff changes pertains to staff who was granted access to the ACC platform. Contractor shall request termination of access, replacement of personnel and/or any other action that might impact the contractor’s ability to maintain required utilization of the platform.

G. Contractor submission requirements cannot be accepted for work to begin without meeting all ACC Platform requirements outlined herein, including completing required ACC platform training.

2 Applicable Documents The following documents are applicable to this Scope of Work (SOW) to the extent specified herein. While every effort has been made to ensure the completeness of this list, document users are cautioned that they must meet all specified requirements of documents cited in sections 0 of this SOW, whether or not they are listed here.

2.1 Government Documents

The following directives, guides, handbooks, and drawings form a part of this document to the extent specified herein. Unless otherwise specified, the latest revisions available shall be used.

Copies of construction related Department of Veterans Affairs directives, guides, and handbooks are available from the Office of Construction and Facilities Management website:

http://www.cfm.va.gov/til/index.asp

DEPARTMENT OF VETERANS AFFAIRS DIRECTIVES

1078 PRIVACY OF PERSONS REGARDING PHOTOGRAPHS, DIGITAL IMAGES,

AND VIDEO OR AUDIO RECORDINGS

2.2 Veterans Health Administration Western New York Documents The following documents of the exact revision listed below form a part of this document to the extent specified herein.

Documents identified as “AS MODIFIED BY VHA WNY” are base VA documents that have been tailored to the needs of the Veterans Health Administration Western New York (VHA WNY) or this specific effort. While the base VA documents are available on the Office of Construction and Facilities Management website listed above, the Contractor shall use the modified version listed below, NOT the base document. Copies of these documents are available from the KO, COR, or Technical POC.

VA WESTERN NEW YORK HEALTHCARE SYSTEM, BUFFALO VA MEDICAL CENTER

SPECIFICATIONS (AS MODIFIED FOR VA PROJECT 528-18-110)

PROJECT SPECIFIC DRAWINGS

2.3 Non-Government Publications

All work shall be accomplished in strict accordance with the latest codes and standards. The contractor shall review and include any/all applicable standards and codes, including, but not limited to applicable NFPA standards, NEC, JCAHO, OSHA, ANSI, ASHRAE, and any other codes.

2.4 Order of Precedence

In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

3 Requirements The Contractor shall provide personnel, material, services, and facilities to perform, accomplish, and deliver the required services detailed in this scope of work.

3.1 General

This section contains general information that is applicable for the duration of the contract (i.e. applies to all Parts of this effort).

3.1.1 Status Reports

The Contractor shall provide monthly status reports throughout the duration of the contract, or more frequently as directed by the COR or CO. The reports should include at a minimum the bulleted items below. The status report will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF) that can be emailed to COR, however, note that the VA email cannot accept file sizes larger than 5mb. Files over that size may be provided through an internet-based file sharing software such as share point. The reporting period will begin at Notice to Proceed.

· Photographs of work taken during the reporting period, specifically the following iterations:

· As built (pre-demo) images of any exposed building structural element, electric, plumbing or other utility system

· Completed demolition, showing base condition

· Progress photos of any area of concern

· Photos of items subsequently hidden or covered as construction progresses

· Progress Report Update

· Itemized list of progress completed during the reporting period

· Itemized list of tasks behind schedule

· Updated project schedule

· Any Requests for future work, i.e. access, Shutdowns, Utility coordination, VA Engineering team assistance, etc.

· Project and safety issues, or other concerns

· Certified Payroll An updated project schedule and project progress status report shall be supplied with each invoice. Invoices will not be processed without this information.

3.1.2 Meetings

Meetings will be held, at a minimum once each month, or more or less frequently as directed by the COR or CO. Meetings will start after the initial kickoff meeting. Meeting location and exact schedule will be arraigned as agreed upon between the VA and Contractor. The intent of the meetings is to discuss the project schedule, status of submittals and RFIs, construction progress, cause of delays, issues / concerns and safety, and review the status report.

The Contractor shall provide meeting minutes to document discussions had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

· Meeting attendees

· Narrative to describe contents of meeting (will likely mirror the meeting agenda)

· List of action items (for both the Government and the Contractor) Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

3.1.2.1 Meeting Agenda

The Contractor shall provide a meeting agenda 5 business days prior to the scheduled date of the meeting.

Meeting agendas may be organized in Contractor specified format. Meeting agendas will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF). Meeting agendas shall be submitted via email to the COR.

3.1.2.2 Meeting Presentation Materials

Any required presentation materials (e.g. handouts, slide presentation, design information, drawings, schedules, cut sheets, etc....) shall be provided to the Government at the same time as the meeting agenda.

Meeting presentation materials may be organized in Contractor specified format. Meeting presentation materials will be supplied as a digital product to the Government in a Microsoft Office compatible format (*.DOC, *.DOCX, *.PPT, *.PPTX), Portable Document Format (*.PDF), or AutoCAD (*.DWG, *.DXF) as applicable to the specific document and meeting.

While email is acceptable method to receive this information, note that the VA has a size restriction for attachments on email. No email can be sent or received by the VA that is larger than 5MB. If meeting presentation materials are larger than this size, the Contractor must determine an alternate method to submit the required materials by the due date (e.g. FTP website, optical digital media, etc....).

3.1.2.3 Meeting Minutes

The Contractor shall provide meeting minutes to document the discussion had during the meeting. The contents of meeting minutes shall include but is not limited to the following information/topics:

· Meeting attendees

· Narrative to describe contents of meeting (will likely mirror the meeting agenda)

· List of action items (for both the Government and the Contractor)

· Presentation materials used during the meeting should be included as enclosures Meeting minutes may be organized in Contractor specified format. Meeting minutes will be supplied as a digital product to the Government in a Microsoft Word compatible format (*.DOC, *.DOCX) or Portable Document Format (*.PDF).

The Contractor shall provide draft meeting minutes within 5 business days of the meeting. The Government will review and provide comments back to the Contractor within 3 business days of receipt of the draft meeting minutes. The Contractor shall finalize the meeting minutes and submit the final meeting minutes to the Government within 3 business days of receipt of Government comments.

3.2 Construction

The Contractors scope of work for 2.1 BID OPENING INFORMATION shall include, but is not limited to the following:

3.2.1 Kick-off Meeting and Site Survey

The Contractor shall participate in a kick-off meeting at the VAMC. During the kick-off meeting the Government shall review applicable rules/regulations/procedures related to contract administration and contract execution expectations.

As part of the kick-off meeting, a survey of the site will be conducted (see PG-18-1: MASTER CONSTRUCTION SPECIFICATIONS, Section 01 00 00 (General Requirements - 528-18-110), Article 1.7 (Alterations)).

3.2.2 Submittals

In accordance with the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 33 23 SHOP DRAWINGS, PRODUCT DATA, AND SAMPLES (528-18-110), the contractor shall provide submittals and shop drawings for review prior to starting work. The exact number and type of submittals required to start physical construction will ultimately be determined by the CO or COR and is dependent on the contractors proposed / VA approved project schedule and sequencing. Submittals must be approved prior to starting any work associated with the submittal. A base submittal log is included in section 01 33 23 of the project specifications.

Provide a transmittal with each submittal containing project title, location, project number, date, subcontractor name if applicable, associated section of the specifications, product identification, and revision number if submittal is not initially approved.

The VA review period for submittals is 21 calendar days or less. The VA will return submittals to the contractor notated as “Approved”, “Approved as Noted”, “Revise and Resubmit” or “Not Reviewed”.

The contractor is advised to carefully review project documents to develop an understanding of the number and type of submittals required. The contractor shall assume that any products, materials or equipment that is part of parking ramp expansion construction will require a submittal and approval prior to use / integration. In addition to products, materials and equipment; the contractor will be required to submit work plans, phasing plans, accident prevention plan, activity hazard analysis, fire safety plan and lift plans.

*All submittals must be submitted in advance of work / as early as possible as to not cause scheduling delays. It is recommended that the contractor submit a minimum of 30 days in advance of any work that depends on approval of a submittal.

· An updated work plan that adds any additional details required to describe the intended work based upon approved submittal information.

· Revised or new Activity Hazard Analysis (AHA) based on approved submittals

· Any additional clarifying details about the work to be performed that have been updated based upon the approved submittals.

Any action items resulting from this meeting shall be addressed prior to ordering any materials or beginning the actual construction work.

This meeting shall comply with the terms of this SOW and the terms of PG-18-1 MASTER CONSTRUCTION SPECIFICATIONS; SECTION 01 35 26 SAFETY REQUIREMENTS (528-18-110).

Work includes, but not limited to, all labor, material, equipment and supervision to perform the required demolition, modification, construction, and/or installation of switchgear and associated systems as described in the drawings, specifications, and this SOW.

3.2.5 Construction Inspections

Periodic formal and informal construction site visits and inspections will be performed by VA staff and the A/E Consultant throughout the construction process to assess the quality and compliance of the build in comparison to the Contract Documents. Typical inspection examples include structural, framing, electrical rough in, plumbing rough in, mechanical rough in, post insulation installation.

Timing of critical inspection points shall be discussed with the VA COR during the development of project construction schedule submittal.

Any findings identified during an inspection will be photographed, documented in writing, and delivered to the contractor.

The Contractor shall respond in writing and provide evidential proof of compliance/rectification/resolution to each finding identified.

Some findings may require resolution prior to moving to the next construction process.

3.2.6 As-Built Drawings

The Contractor shall produce and deliver final As-Built drawings from the field markups obtained from the construction contractor and sub-contractors after installation of all equipment is completed and VA COR has approved start up.

4 Verification Final functional verification and commissioning of the installed equipment shall be conducted jointly before final acceptance of the constructed product. The groups that will participate in the verification process include:

· Prime Contractor

· Subcontractor (as applicable)

· VA Engineering These functional tests will be based upon manufacturer data and will be checked against regulatory requirements and codes as applicable.

All equipment installed will be subject to these tests. For any equipment that does not pass the functional verification test, the Contractor shall troubleshoot the issue and determine the root cause of the problem.

If the root cause is the result of the construction work, the Contractor shall repair and/or replace the faulty construction work and any subsequently damaged equipment at no additional cost to the Government.

If the root cause is the result of faulty equipment (manufacturer defect), the Contractor shall coordinate with the manufacturer to repair and/or replace the faulty equipment and any subsequently damaged equipment at no additional cost to the Government.

The Contractor shall coordinate all visits and meetings with and provide the required quantity of deliverables to

Andrew Tarasek

VA Western New York Healthcare System

Buffalo VA Medical Center

3495 Bailey Avenue

Buffalo, NY 14215

Cell:

(716) 416-4508

5.2 Schedule and Deliverables

The Period of Performance for the total effort will not exceed 520 calendar days. The period of performance starts at Notice to Proceed and ends after final acceptance of completed works, including commissioning, turning over all project documentation, manuals, forms, warranties, etc, and project closeout has occurred.

The Contractor is responsible for submitting a detailed schedule that includes all initial submittals, preparations and administrative work; and must also show associated predecessor and successor logic associated with all tasks to be performed under this contract.

6 Government Furnished Information, Materials, & Equipment The government shall supply the following information:

· All Buffalo VAMC drawings and modified program guides and specifications from section 0.

If any additional as-built documents are identified during the course of this effort, the Contractor will be provided access to and given copies of the information but will not be allowed to take any Government hardcopies out of the Buffalo VAMC Engineering office.

Government Furnished Materials (GFM) and Government Furnished Equipment (GFE) are not required and will not be provided for this effort.

3/6/2026

INFORMATION REGARDING BIDDING MATERIAL, BID GUARANTEE AND BONDS

2.1 BID OPENING INFORMATION

In accordance with FAR 14.202-8, the government is authorizing electronic bids on this solicitation. ALL bids shall be emailed to Idalia Algarin, Contracting Officer, at Idalia.algarin@va.gov and timestamped by Tuesday, August 4, 2026, 11 AM ET prior to the bid opening time. The bids shall include copies of a bid bond. The bid opening shall take place by Tuesday, August 4, 2026, 11:30 AM ET. No hand-carried or mailed bids will be accepted.

The bid opening will take place via Microsoft Teams conference call. To access the conference, please access:

To join by phone please dial 1 347-566-4838 Phone conference ID: 350826404#

2.2 Special Notes regarding FAR 52.229-3: Federal, State and Local Taxes:

Offerors are hereby notified that under New York Consolidated Laws, Chapter 60 - Tax, Article 28 - Sales and Compensating Use Taxes, Part 3 – 1116 (2), the United States of America, any of its agencies and instrumentalities, is immune from taxation when it is the purchaser, user, or consumer, or when it sells services or property of a kind not ordinarily sold by private persons.

Pursuant to Chapter 60, Article 28, Part 3-1115(17), a contractor’s purchase of such building and construction materials within New York to be incorporated into the real property belonging to the U.S. Department of Veterans Affairs (VA) is subject to the exemption from the New York State sales and compensating use taxes. To take advantage of the tax exemption the successful offeror under this solicitation must complete ST-120.1 “Contractor Exempt Purchase Certificate” when it purchases construction materials for this contract and keep on file as required by the state of New York tax laws.

Notwithstanding FAR 52.229-3, all bids…