Solicitation 36C25226Q0636.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

None

489-26-3-6113-0003

36C25226Q0636 08-13-2026

Ruska, Robert Email Only 08-24-2026

10:00AM CDT

Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

X 100

X

541611

$24.5 Million

N/A

X

Great Lakes Acquisition Center - HC

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide all necessary resources to provide On-site Survey Readiness Services (Mock Physical Environment / Life Safety Survey) for the eight (8) VHA facilities focused specifically on areas pertaining to the Physical Environment and Life Safety sections of the Joint Commission Accreditation Manual as well as the National Patient Safety Goals and all current Memoranda of Understanding and categorical waivers to certain requirements between VHA and Joint Commission pertaining to Physical Environment and Life Safety accreditation requirements.

This requirement is 100% set-aside for SDVOSB. All vendors must be registered in SBA Veteran Small Business Certification (VetCert) and must meet small business size standards for NAICS 541611.

See Continuation Pages.

See CONTINUATION Page

X X

X 1

Robert Ruska Contracting Officer

36C25226Q0636

B.1 CONTRACT ADMINISTRATION DATA (continuation from Standard Form 1449)

OFFERORS MUST COMPLETE AND RETURN ALL INFORMATION DESIGNATED HEREIN PRIOR

TO THE TIME SPECIFIED IN BLOCK 8 OF SF 1449 IN ORDER TO BE CONSIDERED FOR AWARD.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

1. CONTRACT ADMINISTRATION: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

CONTRACTOR NAME: _____________________________________

ADDRESS: _____________________________________

CITY-STATE-ZIP: _____________________________________

POINT OF CONTACT/TITLE: _____________________________________

PHONE NUMBER: _____________________________________

E-MAIL ADDRESS: _____________________________________

SAM UEI NO.: _____________________________________

b. GOVERNMENT: CONTRACTING OFFICE CODE: 36C252

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., STE 100

MILWAUKEE WI 53214

2. FAR OVERHAUL (RFO): The Federal Acquisition Regulations (FAR) are undergoing the most thorough revision in their history, known as the Revolutionary FAR Overhaul (RFO). Accordingly, references to the updated regulations will be cited as RFO, rather than FAR, e.g., RFO 52.212-4 instead of FAR 52.212-4. The RFO may be found at RFO.

3. ACQUISITION OF COMMERCIAL ITEMS: This Request for Quote (RFQ) solicitation is issued under the authority of Revolutionary FAR Overhaul Part 12 - Acquisition of Commercial Products and Commercial Services. FAR Part RFO 14 and RFO 15 will not be used. From this RFQ, the Government intends to award a firm fixed price contract where the contractor provides a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract. (Note: The terms “offeror” and “quoter” are both used in this Solicitation. For the purposes of this Solicitation, these terms are interchangeable; there is no difference in meaning between the two.)

4. SET-ASIDE (If any): See box 10 of STANDARD FORM 1449.

5. SOLICITATION TIMELINE SUMMARY:

A. RFQ QUESTIONS:

In order to maintain integrity of this solicitation and subsequent award date, all offerors are advised that any question and answer requests must be submitted in a written form via e-mail to the Contracting Officer Robert.Ruska@va.gov no later than Wednesday, August 19, 2026 AT 10:00AM Local Time.

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide

Contracting will issue a consolidated response via solicitation amendment to https://sam.gov Contract Opportunities within 2 business days to all parties.

B. SOLICITATION CLOSES/QUOTES DUE:

See box 8 of STANDARD FORM 1449 or most recent Amendment.

C. SUBMISSION OF QUOTE:

See 52.212-1 Instructions to Offerors—Commercial Products and Commercial Services and addendum for specific instructions to offerors.

6. INVOICES: Use of the invoicing procedures set forth in this Contract are mandatory and supersede any other invoicing procedures otherwise used by the contractor. The contractor is responsible for the proper, timely submission of all invoices for work that has been completed under this Contract and accepted by the Government. Invoice payment, including the calculation of late fees when applicable, shall be conducted in accordance with current Department of Veterans Affairs policies and procedures at the time an invoice is submitted. Under no circumstances will a late payment be grounds for termination of this Contract.

a. Electronic Submission of Invoices: Invoices must be submitted after all work is completed for stand-alone Contracts or monthly in arrears for long-term Contracts, in accordance with: VAAR 852.232-72 Electronic Submission of Payment Requests. Invoices shall not be submitted for work not yet performed.

b. Payment in Arrears: Payment will be made in arrears upon receipt of a properly prepared invoice. Advance payment for work not yet performed is not authorized under this Contract.

c. Electronic Accounts: Before an invoice can be submitted or payment rendered, all contractors must establish a payment account with the Department of Veteran Affairs Financial Services Center (VAFSC) and register with the Tungsten Network for free electronic submission of invoices.

1. VAFSC Payment Account: A VAFSC payment account is established via the VAFSC Customer Engagement Portal at VAFSC Customer Engagement Portal. For assistance, VAFSC customer service is available at (877) 353-9791, option 2, or e-mail at vafsccshd@mail.va.gov.

2. Tungsten Network: Registration with the Tungsten Network may be accomplished at Tungsten Network Registration. Additional information and assistance may be found at Introduction - Simplified Invoicing with the Tungsten Network. Tungsten Network support is available at (877) 489-6135 or e-mail at VA.Registration@Tungsten-Network.com.

Contractors shall submit an electronic invoice by the tenth (10th) of the following month services were performed or goods delivered via the Tungsten Network through the website at Tungsten Network Portal.

d. Invoice Contents: All invoices must reference the contractor’s name and address, customer name, Contract number, appropriate obligation/funding order number, description of services or supplies provided, quantity, unit price, and total invoice amount (any additional info). Invoices must also include any payment discount terms.

e. Electronic Payment: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management

7. NONPERSONAL SERVICES CONTRACT: This Contract is a nonpersonal services contract, as defined in FAR 37.101. VA personnel will not exercise any supervision or control over Contractor https://sam.gov/ https://www.cep.fsc.va.gov/ mailto:vafsccshd@mail.va.gov https://registration.tungsten-network.com/start https://us.tungsten-network.com/customer-campaigns/veteransaffairs/ mailto:VA.Registration@Tungsten-Network.com https://portal.tungsten-network.com/Login.aspx personnel performing work under this Contract. Such personnel shall be accountable solely to the Contractor, which in turn is responsible to the Government for execution of the services under this Contract.

8. CONTRACTING OFFICER AUTHORITY: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitment or issue changes that will affect price, quantity or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority, and no adjustment will be made in the contract price to cover any increase in cost incurred thereof.

9. FACILITY REQUIREMENTS: In addition to any other requirements set forth in this Contract, the Contractor, including its employees, agents, and subcontractors (collectively “the Contractor”), shall comply with the following facility requirements. Failure to comply with these requirements shall be considered a material breach of this Contract and may be a violation of Federal law resulting in charges answerable in the United States District Court.

a. Contractor is responsible to follow all on-site facility policies.

b. All VA property is considered Federal property, and all Federal laws are applicable.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. All VA facilities are drug free. Possession of drugs, to include Marijuana and all Marijuana bi-products are prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. All contractor personnel are required to adhere to all VA rules and regulations.

f. Smoking is prohibited on the entire campus, both inside and outside the VA Facility.

g. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

h. VHA DIRECTIVE 1192: This Veterans Health Administration (VHA) directive establishes policy and provides guidance for the prevention of seasonal influenza in VHA facilities through the vaccination or masking of health care personnel (HCP). AUTHORITY: Title 38 United States Code (U.S.C.) 7301(b), 7318(b). Contractor is responsible in ensuring that all aspects of this directive are implemented, including providing face masks and influenza vaccines for all employees working at a VA facility.

10. SECURITY & PRIVACY CONTROL: Contractors shall coordinate all badging, background checks, and fingerprinting with the COR or otherwise designated facility point of contact.

Reference VA Handbook 0710, VA Handbook 0735, VA Directive 0735.

11. RECORDS MANAGEMENT OBLIGATIONS:

a. Applicability: This section applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

b. Definitions: “Federal Record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal Record:

1. includes VA records;

2. does not include personal materials;

3. applies to records created, received, or maintained by Contractors pursuant to their VA contract; and

4. may include deliverables and documentation associated with deliverables.

c. Requirements:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. The facility and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the facility or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to the facility. The agency must report promptly to NARA in accordance with 36

CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in this Contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to the facility’s control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in this Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and the facility’s guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with the facility’s policy.

8. The Contractor shall not create or maintain any records containing any non-public facility information that are not specifically tied to or authorized by the Contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The facility owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which the facility shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. The facility, in coordination with the COR/POC, will provide any required training under this subparagraph.

d. Flow-down of requirements to Subcontractors:

1. The Contractor shall incorporate the substance of this section, its terms and requirements including this paragraph, in all subcontracts under this Contract and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

B.2 STATEMENT OF WORK

STATEMENT OF WORK (SOW)

Department of Veterans Healthcare Administration (VHA)

Review of Physical Environment and Life Safety of Healthcare Services

1. BACKGROUND: The Department of Veterans Affairs (VA) Facilities have been accredited for over 35 years. The accreditation process is a complex system of interrelated activities that ensures the VA maintains a constant state of regulatory readiness and a safe healthcare environment. These services shall support eight (8) medical facilities in establishing a continuous readiness program to achieve and maintain compliance with Joint Commission (JC) standards. This includes compliance with the JC Program, Physical Environment (PE), Life Safety (LS), and Emergency Management (EM) standards.

The process encompasses pre-survey, survey, and post-survey activities, including effective communication.

2. OBJECTIVE: The objective of this contract is to provide Survey Readiness services for eight (8) VHA healthcare facilities focused specifically on areas pertaining to the PE and LS sections of JC Accreditation Manual as well as the National Patient Safety Goals and all current Memoranda of Understanding (MOUs) and categorical waivers to certain requirements between VHA and the JC pertaining to PE and LS accreditation requirements.

a. Places of Performance:

Jesse Brown VA Medical Center (JB VAMC) 820 S Damen Ave., Chicago, IL 60612 Hours: Monday - Friday 8:00am – 4:30pm (Local)

Illiana Health Care System (IHCS) 1900 E Main St., Danville, IL 61832

Captain James A. Lovell Federal Health Care Center (FHCC) 3001 Green Bay Rd., North Chicago, IL 60064

Edward Hines, Jr. VA Medical Center (Hines VAMC) Roosevelt Road and 5th Ave., Hines, IL 60141

Oscar G. Johnson VA Medical Center (OGJ VAMC) 325 E H St., Iron Mountain, MI 49801

William S. Middleton VA Medical Center (Madison VAMC) 2500 Overlook Terrace, Madison, WI 53705

Tomah VA Medical Center (Tomah VAMC)

500 East Veteran St., Tomah 54660

Clement J. Zablocki VA Medical Center (Milwaukee VAMC) 5000 W National Ave., Milwaukee, WI 53295

b. Period of Performance: Performance shall begin within thirty (30) days after contract award.

Performance shall be completed with one-hundred eighty (180) days after contract award.

3. DEFINITIONS AND TERMS: As used throughout this Statement of Work, the following terms shall have the meaning set forth below:

a. Physical Environment (PE) The objective of this chapter is to foster a safe, functional, and supportive environment within the hospital to ensure the preservation of quality and safety. The environment of care consists of three fundamental elements:

- The building or space, including how it is arranged and special features that protect patients, visitors, and staff.

- Equipment used to support patient care or to safely operate the building or space.

- People, including those who work within the hospital, patients, and anyone else who enters the environment, all of whom have a role in minimizing risks.

b. Fire Safety Management

Activities selected and implemented by the organization to assess and control the risks of fire, smoke, and other byproducts of combustion that could occur during the organization’s provision of care, treatment, or services.

c. Fire-Rated

Material that has undergone a test and is fire protection rated, or fire resistance rated.

Two examples of the concept of fire-rated include the following:

- fire resistance rating - The time, in minutes or hours, that materials or assemblies have withstood fire exposure, as determined by tests, or methods based on tests, prescribed by the National Fire Protection Association (NFPA).

- fire protection rating - A designation indicating the duration of fire test exposure to which a fire door assembly or fire window assembly was exposed and for which it met all the acceptance criteria, as determined in accordance with NFPA 252, Standard Methods of Fire Tests of Door Assemblies, or NFPA 257, Standard on Fire Test for Window and Glass Block Assemblies.

d. Fire Watch

The assignment of a person or persons to an area for the express purpose of protecting occupants from fire or similar emergencies. Examples of this protection include:

- Notifying the fire department, the building occupants, or both of an emergency.

- Preventing a fire from occurring.

- Extinguishing small fires.

e. Hazardous Materials and Waste Materials whose handling, use, and storage are guided or defined by local, state, or federal regulations, such as the Occupational Safety and Health Administration’s Regulations for Bloodborne Pathogens regarding the disposal of blood and blood-soaked items and the Nuclear Regulatory Commission’s regulations for the handling and disposal of radioactive waste. This also includes hazardous vapors (for example, glutaraldehyde, ethylene oxide, nitrous oxide) and hazardous energy sources (for example, ionizing or nonionizing radiation, lasers, microwave, ultrasound). Although the JC considers infectious waste to fall within this category of materials, federal regulations do not define infectious or medical waste as hazardous waste.

f. Life Safety Code®

A set of standards for the construction and operation of buildings intended to provide a reasonable degree of safety during fires. These standards are prepared, published, and periodically revised by the National Fire Protection Association (NFPA) and adopted by JC to evaluate health care organizations under its life safety management program. The VHA adopts and uses the current edition of each NFPA code.

g. Utility Systems

Building systems that provide support to the physical environment, including electrical distribution and emergency power; vertical and horizontal transport; heating, ventilating, and air conditioning (HVAC); plumbing, boiler, and steam; piped gases; vacuum systems; and communication systems, including data exchange systems.

h. Acronyms Applicable to this Statement of Work:

COR - Contracting Officers Representative PE - Physical Environment LS - Life Safety NFPA - National Fire Protection Association JC - Joint Commission

4. TASKS TO BE ACCOMPLISHED: The Contractor shall provide all necessary resources to the VA Medical Centers listed above to provide Survey Readiness Services. The Contractor shall provide a limited range of survey readiness services (Mock Joint Commission/Physical Environment standard/LS Survey) to include accreditation-related services that are offered and conducted on a scheduled basis in the areas of PE and LS. There are currently eight (8) medical facilities that will be reviewed.

Elements to be reviewed shall include, but are not limited to, the following.

a. Joint Commission Physical Environment (JC/PE):

I. Plan (current JC/PE standard) II. Implement

i. Safety and Security (current JC/PE standard)

ii. Hazardous Materials and Waste (current JC/PE standard)

iii. Fire Safety (current JC/PE standard)

iv. Medical Equipment (current JC/PE standard)

v. Utilities (current JC/PE standard)

vi. Other Physical Environment Requirements (current JC/PE standard)

III. Staff Demonstrate Competence (current JC/PE standard)

IV. Monitor and Improve (current JC/PE standard)

b. Life Safety: (current edition of the NFPA/LSC) I. Administrative Activities

i. Statement of Conditions (current JC/PE standard)

ii. Interim Life Safety Measures (current JC/PE standard)

II. Health Care Occupancy

i. All Health Care Occupancy Buildings

1. General Building Requirements (current JC/PE standard)

2. Means of Egress Requirements (current JC/PE standard)

3. Protection (current JC/PE standard)

(a) Fire Alarm (current JC/PE standard)

(b) Extinguishment (current JC/PE standard)

4. Special Provisions (current JC/PE standard)

5. Building Services (current JC/PE standard)

6. Operating Features (current JC/PE standard)

III. Ambulatory Health Care Occupancy

i. All Ambulatory Health Care Occupancy Buildings

1. General Building Requirements (current JC/PE standard)

2. Means of Egress Requirements (current JC/PE standard)

3. Protection (current JC/PE standard)

(a) Fire Alarm (current JC/PE standard)

(b) Extinguishment (current JC/PE standard)

4. Special Provisions (current JC/PE standard)

5. Building Services (LS.03.01.50)

6. Operating Features (current JC/PE standard)

A. The Contractor shall provide:

i. On-site Survey Readiness Services (Mock PE/LS Survey) for the eight (8) VHA medical facilities, focusing on the areas of PE and LS. Standards interpretation services shall be provided as necessary, including education and review of all applicable MOUs.

ii. The purpose of the mock surveys is to identify performance improvement opportunities and to maintain continual readiness to achieve and maintain compliance with the current JC Hospital Accreditation Standards Manual and other specialty manuals for the 2027 unannounced JC triennial surveys for the eight (8) medical facilities.

iii. Mock PE surveys shall be conducted prior to the beginning of Fiscal Year 2027 (OCTOBER 1, 2027) at each of the eight (8) medical facilities. The surveys shall include developing a survey agenda and reviewing the seven (7) Management Plans, performance improvement activities, annual evaluations, Statement of Conditions, and other pertinent PE/LS documents. The Contractor shall assess the documentation covering fire safety, medical equipment, and utility systems. A review of related PE/LS documentation from each facility’s Community-Based Outpatient Clinic (CBOC) is also required. PE/LS documentation for the CBOCs shall be provided by the VA. Inspection of the CBOCs is not required.

(a) The contractor shall provide a surveyor for twenty-one (21) days as listed below for the Mock PE/LS surveys. (Actual dates are to be mutually determined by Contractor and the Contracting Officer’s Representative (COR).

(1) JB VAMC 3 days

(2) IHCS 2 days

(3) FHCC 3 days

(4) HINES VAMC 3 days

(5) OGJ VAMC 2 days

(6) MADISON VAMC 2 days

(7) TOMAH VAMC 2 days

(8) MILWILWAUKEE VAMC 4 days

(b) A brief needs assessment shall be conducted with each facility prior to the surveys to determine focus areas to include: a review of hospital policies/procedures, Safety/EOC Committee training, improvement performance activities and goals, discussions with department heads, the building maintenance program, or any other area of weakness identified by the facility.

(c) The surveyor shall conduct a building tour, which shall include visits to patient care settings and other areas likely to be visited by JC. The surveyor shall provide consultation on the best methods to meet the standards and propose solutions to identify issues.

(d) The surveyor shall conduct one or more informal on-site educational sessions as needed, during scheduled survey dates, addressing shortcomings identified during the document review or building tour, or a general overview session for interested staff.

These sessions shall be tailored to address the unique needs of each facility and the backgrounds of the attendees.

(e) The surveyor shall submit a written report by JC standard within fifteen (15) working days after each site visit. The report shall cite the applicable standard of noncompliance, provide a narrative assessment of noncompliance, and include specific recommendations for compliance. Any findings that may result in a finding of noncompliance shall be clearly identified in the report, along with a recommendation on how best to resolve the noncompliance. Findings of noncompliance and partial compliance shall be identified in the report. The report shall be submitted electronically in Microsoft Word to the Medical Center Director and the VISN Safety and Health Manager.

(f) The contractor shall provide an aggregated VISN-wide written report for VA Leadership at the time of the VISN summation session. The summary report shall include facility findings, facility recommendations, general strengths and weaknesses, trends across the VISN, and general and site-specific recommendations.

5. Deliverables: The contractor shall provide the following deliverables:

a. Mock PE surveys at each of the eight (8) medical facilities.

b. An electronic report of findings shall be provided to the medical facility within fifteen (15) working days after the survey has been completed, citing the specific standard of noncompliance to be in Microsoft Word format, submitted to the Medical Center Director, and VISN Safety and Health Manager.

c. An electronic copy of the aggregated VISN-wide report of findings shall be provided to VISN prior to the summation conference to include facility findings, recommendations by facility, general strengths and weaknesses by facility, trends across the VISN, and general and site-specific recommendations to be in Microsoft Word format, submitted to the VISN Network Director and VISN Safety and Health Manager.

d. The surveyor shall conduct a summation conference, approximately two (2) hours with VISN Leadership (VISN Safety and Health Manager) at the end of all surveys to discuss findings and trends.

6. Qualifications and Credentials: The surveyor shall possess the appropriate qualifications and credentials for conducting the surveys. The surveyor shall be an expert in PE and LS matters and shall hold specific healthcare certifications or equivalents. The surveyor shall have at least five (5) years’ experience in conducting mock JC surveys on the whole range of Physical Environment, Life Safety, and Emergency Management-related issues. Experience on national committees or authoring articles on PE/LS related issues is preferred. Previous VA experience is preferred. If the surveyor's performance is less than satisfactory, the VA reserves the right to request a substitute surveyor at no additional cost to the VA.

a. The surveyor shall use the most current JC Standards published in the Hospital Accreditation Standards Manual, Physical Environment Essentials for Health Care, and other related publications as enforced by the VHA.

7. Schedules and Coordination: All surveys shall be coordinated with the Safety and Health Manager.

a. Schedules for all contract services shall be approved/finalized as soon as possible after contract award, with a minimum of a two-week lead time from approval to scheduled task.

b. All contract services shall be completed within 180 days of the award.

c. Each facility survey shall be completed on consecutive days during normal business hours and not to be continued over a weekend. No services shall be provided on weekends or federal holidays.

d. The expectation is that the same surveyor shall survey all VISN medical facilities. No substitutions among surveyors shall be permitted without first consulting with the COR and Contracting Officer (CO).

8. Travel Expenses: All travel expenses associated with providing services under this contract are the Contractor's responsibility. The Contractor shall offer an all-inclusive price. The Government will not reimburse any travel expenses.

9. DOCUMENTATION AND BILLING CLARIFICATION: The actual cost for PE and LS surveys is based on the number of consultants and the length of the consultation. Required consultation days may vary based on changes in the size and complexity (square footage and services); however, it is generally anticipated that a 2-day or 3-day review will be performed based on size.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT AMOUNT

1.00 JB

Focused Site Reviews on Physical Environment and Life Safety located at the Jesse Brown VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services PRODUCT/SERVICE CODE: R499 - Support - Professional:

Other located at the Illiana Health Care System (Danville VA Medical Center) Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the Captain James A. Lovell Federal Health Care Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the Edward Hines, Jr. VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the Oscar G. Johnson VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the William S. Middleton VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the Tomah VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services located at the Clement J. Zablocki VA Medical Center Contract Period: Base POP Begin: 09-15-2026 PRINCIPAL NAICS CODE: 541611 - Administrative Management and General Management Consulting Services

GRAND

TOTAL

B.4 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

0001 SHIP TO: Jesse Brown VA Medical Center

(Jesse Brown VAMC) 820 S Damen Ave Chicago, IL 60612

USA

1.00

0002 SHIP TO: VA Illiana Health Care System (Danville VAMC) 1900 E Main St.

Danville, IL 61832

USA

1.00

0003 SHIP TO: Captain James A. Lovell Federal Health Care Center

(FHCC)

3001 Green Bay Rd North Chicago, IL 60064

USA

1.00

0004 SHIP TO: Edward Hines VA Medical Center (Hines VAMC) 5000 S 5th Ave Hines, IL 60141

USA

1.00

0005 SHIP TO: Oscar G. Johnson VAMC (Iron Mountain VAMC) 325 E H St.

Iron Mountain, MI 49801

USA

1.00

0006 SHIP TO: William S. Middleton Memorial Veteran's Hospital (Madison VAMC) 2500 Overlook Terrace Madison, WI 53705

USA

1.00

0007 SHIP TO: Tomah VA Medical Center (Tomah

VAMC)

500 East Veteran Street Tomah, WI 54660

USA

1.00

0008 SHIP TO: Clement J. Zablocki VA Medical Center (Milwaukee VAMC) 5000 W National Ave Milwaukee, WI 53295

USA

1.00

SECTION C - SOLICITATION PROVISIONS

C.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number;

(2) The name, address, telephone number of the Offeror;

(3) The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator;

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation;

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

(b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(c) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation.

(2) Any offer, modification, or revision received after the time specified for receipt of offers is “late” and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(4) Offerors may withdraw their offers by written notice to the Government received at any time before award.

(d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

(e) Debriefings. If a postaward debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed Offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror.

(3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award.

(5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror.

(6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities.

(End of Provision)

C.2 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The above version of FAR 52.212-1 is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

ELIGIBILITY:

This procurement is 100% set aside for Service-Disabled Veteran Owned Small Business.

See 52.212-2 Evaluation – Commercial Items for basis of award

Submittal of Quote: Offerors shall submit quote by email to Robert.Ruska@va.gov by the solicitation due date. Please limit graphics or excessive large files during quote submission.

As part of their quote, offerors shall submit the following information:

(1) Price: *pricing information should not be included in any technical submissions!

Contractor must provide firm-fixed pricing for all line-items listed in the Price Schedule for all Option Periods. If the Price Schedule is not completed entirely, or the offeror indicates additional/variable pricing fees, the entire quote may be considered unacceptable, and the offeror could be ineligible for award. Content for this quote shall include:

a. RFQ in its entirety must be signed and submitted along with the below.

b. Complete PRICE SCHEDULE on Pages 14-15.

c. Fill in SF 1449 blocks 17a, 30a, 30b, and 30c on Page 1.

d. Fill in 1(a) on Page 2.

e. Complete Provision fill-ins for FAR 52.219-1 on Pages 21-23.

f. Complete Provision fill-ins for VAAR 852.219-75 on Pages 43-44.

(2) Technical Capability: *pricing information should not be included in any technical submissions!

The technical quote must demonstrate the offeror’s ability to meet the Government’s needs stated in the Statement of Work and submit all necessary supporting documentation listed below:

a. Narrative on how the Contractor plans to meet the requirements in the Statement of

Work (SOW) which includes a schedule of when the work is to be performed and completed for each of the eight (8) VHA facility locations.

b. Offeror must demonstrate, at a minimum, three (3) consecutive years’ experience of providing On-site Survey Readiness services. Documentation of this experience shall include years of experience and evidence of previous contracts that collectively appear to be of similar size and scope.

c. Offeror shall provide at minimum three (3) examples of previous contracts that collectively appear to be of similar size and scope.

d. Offeror shall provide example or narrative on how the Contractor will establish a continuous readiness program to achieve and maintain compliance with Joint Commission (JC) standards. This includes compliance with the JC Program, Physical Environment (PE), Life Safety (LS), and Emergency Management (EM) standards.

PLEASE NOTE: FAILURE TO SUBMIT ANY OF THE REQUIRED INFORMATION IDENTIFIED

ABOVE MAY RESULT IN YOUR QUOTE BEING EXCLUDED FROM FURTHER CONSIDERATON

FOR AWARD.

*VA has a maximum allowable incoming email size limitation including attachments of seven megabytes. Offerors submitting responses via email which exceed seven megabytes shall split their response into multiple email messages so as to not exceed the maximum allowable email size limitation. The VA is not responsible for late responses due to undelivered e-mails that exceed seven megabytes.

C.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Provision)

FAR

Number

Title Date

52.203-18 PROHIBITION ON CONTRACTING WITH ENTITIES THAT

REQUIRE CERTAIN INTERNAL CONFIDENTIALITY

AGREEMENTS OR STATEMENTS—REPRESENTATION

JAN 2017

52.204-7 SYSTEM FOR AWARD MANAGEMENT—REGISTRATION

(DEVIATION)

NOV 2025

52.229-11

852.215-72

TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE

AND REPRESENTATION

NOTICE OF INTENT TO RE-SOLICIT

JUN 2020

OCT 2019

(End of Addendum to 52.212-1)

C.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021) (DEVIATION OCT 2025)

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations:

(1) Price

(2) Technical Capability

(3) Past Performance

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

(1) Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum.

(2) Technical Capability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation (52.212-1).

PLEASE NOTE:

OFFERORS WHO ARE RATED TECHNICALLY AS BORDERLINE OR BELOW MAY NOT BE

CONSIDERED FOR AWARD.

(3) Past Performance: The Contracting Officer will evaluate past performance to assess the risk associated with an Offeror’s likelihood of success in performing the solicitation’s requirements as indicated by an Offeror’s record of past performance under other contracts. The Contracting Officer will consider references from either inside or outside the Federal Government and may rely upon personal business experience with the Offeror. The Contracting Officer may also consider past performance information from sources other than those provided by the Offerors. In the case of an Offeror without a record of recent/relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonable assigned, the Offeror will not be evaluated favorable or unfavorable on past performance.

C.5 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

(a) Definitions. As used in this provision-

Economically disadvantaged women-owned small business (EDWOSB) concern means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127, and the concern is certified by SBA or an approved third-party certifier in accordance with 13 CFR

127.300. It automatically qualifies as a women-owned small business concern eligible under the WOSB Program.

HUBZone small business…