B510--Request for Information | Environmental Assessment for Boiler Plant | Huntington WV VAMC

This is a request for information and will be used for market research purposes only. The sources sought notice is used to identify potential vendors that have the resources and capabilities to provide the Hershel Woody Williams Veterans Affairs Medical Center in Huntington WV with an Environmental Assessment that is in compliance with the Code of Federal Regulations National Environmental Policy Act (NEPA), specific to the Department of Veterans Affairs and 38 CFR26:

Description of Work

GENERAL INFORMATION

Introduction: The Hershel Woody Williams VAMC (VAMC) located at 1540 Spring Valley Drive, Huntington, WV, 25704, provides care to more than 28,000 Veterans in both inpatient and outpatient settings. The VAMC is in the process of designing a new boiler plant for construction and has a need for an Environmental Assessment (EA) for this project.

Background: This procurement will establish the formation of one-time firm fixed price service contract for a vendor to conduct an EA on the property for a new boiler plant. The EA will look at building a plant at the site selected or not building a new boiler plant at all. The infrastructure of the facility does not allow for selection of a different construction site for this project.

This project will result in new ground disturbance of more than one (1) acre but less than two (2). There is little clearing of trees, possible stormwater drain location (the facility does not hold an MS4 permit), and no increase in employees or patients due to this project. The facility is not a designated wetland, has no stream impact, and there should be no cultural resource impact.

Scope of Work:

The vendor will provide all labor, equipment, material, and supervision to perform the work as listed in the work requirements (section 2-work requirements) below.

Any supplemental information the VAMC has that can be used for the EA will be provided to the vendor.

The vendor will be required to follow the Code of Federal Regulations National Environmental Policy Act (NEPA) specific to the Department of Veterans Affairs. This can be found at 38 CFR26.

The vendor will draft the EA report in accordance with the Department of Veterans Affairs NEPA Interim Guide for Projects, dated September 2010. A copy will be provided to the vendor by the VAMC if necessary.

WORK REQUIREMENTS

Environmental Assessment

The vendor will provide a schedule for the completion of the work. Deviations from the schedule must be approved through the Contracting Officer Representative (COR).

The vendor will initiate coordination with all appropriate agencies and stakeholders, including but not limited to: United States Fish and Wildlife, West Virginia State Historic Preservation Office, West Virginia Division of Natural Resources, Vest Virginia Department of Environmental Protection, and Tribal Nations.

The vendor will provide all documentation and correspondence to the VAMC COR for integration into the VAMC project files.

The vendor may use any existing data already on file with the VAMC as appropriate for completion of the EA.

A draft EA will be provided to the COR for review and comments.

The vendor will draft a publication notice for the Notice of Availability (NOA) in a local newspaper. The vendor will address all comments received and include comments in the final EA. The vendor will receive all comments from the medical center.

The medical center will publish the NOA in the paper and pay the publishing fee.

The medical center will receive all comments from the NOA.

The final EA will be provided to the facility for comments prior to submission for signature.

The vendor agrees to communication via email and video/call meetings as necessary throughout the project.

Phasing of project

Project milestones will be used for submission and payment of invoices.

Phase I: Submission of an acceptable draft EA to the COR for review

Phase II: Notice of work to public

Phase III: Completion and acceptance of final EA, including determination of FONSI or need for Environmental Impact Statement.

Outside the Scope of Work

Items outside the scope of work, but required for the EA, will be provided by the medical center to the vendor at the cost of the medical center.

The vendor agrees to use surveys or studies completed in the last five years and within 300 yards of the construction site, by other vendors or the VAMC, for the completion of this EA. The surveys/studies provided will have been conducted on VAMC property excluding the traffic impact study (2.c.iv.1).

The vendor will compile a list of studies or surveys needed from the VAMC for completion of the EA within 30 days of the award of the project.

Specific items outside the scope of work are sampling and surveys such as:

Traffic impact studies (The previous study was conducted in 2018 and 2019 and will be used for this EA)

Noise studies

Air quality studies

SUPPORTING INFORMATION

Place of performance:

The medical center is located at 1540 Spring Valley Drive, Huntington, WV, 25704. The latitude and longitude of the project will be provided upon award, but the location is on the property owned by the VAMC in Wayne County, West Virginia.

Any onsite work must be approved by the COR prior to the work starting.

Period of Performance:

This contract is for a one-time service resulting in the completion of the environmental assessment.

A schedule will be provided to the COR within ten (10) days of the notice to proceed.

The work will finish within six months of the notice to proceed date.

The VAMC recognizes eleven (11) Federal holidays.

Recognized Federal holidays are: New Years Day, Martin Luther King s Birthday, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day and Christmas Day.

Federal holidays because of a Presidential proclamation are not considered Federal holidays for this contract.

Federal holidays shall not count as a normal workday for the VAMC when the schedule is submitted. They may count for the vendor should those holidays not be vendor recognized holidays.

Data:

All data collected and information developed in any format shall be considered sensitive and shall be deemed confidential property of the VA. Nondisclosure of information specified within this scope and all related information, plans, research, and technologies shall be enforced.

Pricing and invoicing:

Invoices will be submitted for payment through the approved system (currently IPPS).

Invoices will only be paid in arrears.

The work shall be paid in equal installments at milestones outlined in Work Requirements (Section 2.b)

SPECIAL CONSIDERATIONS

Supervision/Communications. During the performance, the vendor shall be available by phone or email.

The COR is responsible for the inspection of the work called for in this job. The COR will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities.

The Certification and Accreditation (C&A) requirements do not apply, and a security accreditation package is not required. This acquisition does not involve the storage, generating, transmitting, or exchanging of VA sensitive information. It does not require a C&A or MOU-ISA for system interconnection.

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.

Interested & Capable Responses

NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services. Please respond with your:

Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), and person of contact (including telephone number & email address).

GSA contract number; if you have one.

Capability statement and summary of relevant experience conducting Environmental Assessment services for VHA and other healthcare entities.

Ballpark cost estimate and suggested price schedule of what VHA could expect to pay your company to perform the work described above.

Responses to the information requested above must be submitted via email to ethan.mauzy@va.gov, by July 11th, 2025 NLT 08:00hrs EST.

Likewise, you are encouraged to suggest a CLIN structure that should be used in the future contract (e.g., unit price per assessment). Your estimate shall not be considered a final quote, rather, the estimate shall be used to assist contracting with determining fair and reasonable pricing when drafting the Governments independent estimate, as well as price reasonableness for determining the socio-economic set-aside.

**Note** Failure to provide a pricing estimate could result in the contracting office moving forward with an acquisition strategy that would be less than advantageous to small businesses, as the contracting office would lack evidence for a set-aside based on price-reasonableness.

This request for information/sources sought notice is for planning purposes ONLY. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.