Q702--Elizabethtown Initial Outfitting Transition and Activations (IOTA) Services

Closed Solicitation Posted Jun 24, 2025

This opportunity was awarded. See the award notice from Aug 28, 2025.

Solicitation number: 36C77625Q0214
Agency: VA Technology Acquisition Center Headquarters, Department of Veterans Affairs
Responses due: Jul 25, 2025, 12:00 PM ET
Set-aside: No set-aside

Opportunity facts

NAICS code: 541614 Process, Physical Distribution, and Logistics Consulting Services
PSC: Q702 Technical Medical Support
Points of contact: LeJane M Baker lejane.baker@va.gov (216) 447-8300

Kathleen Klotzbach kathleen.klotzbach@va.gov (216) 447-8300

Notice details come from SAM.gov. Updated Jul 16, 2025.

About this opportunity

Written by GovTribe AI · Jul 16, 2025

The Department of Veterans Affairs Technology Acquisition Center Austin is soliciting Initial Outfitting, Transition, and Activation (IOTA) services for the new Elizabethtown Community-Based Outpatient Clinic (CBOC) through solicitation 36C77625Q0214. The procurement seeks comprehensive services including project management, interior design, furniture/fixtures/equipment procurement and installation, space planning, transition planning, acquisition support, warehousing management, and staff training for a new 51,240 net useable square foot clinic that will offer primary care, mental health, specialty care, and other medical services. The contract requires the contractor to coordinate equipment procurement across multiple categories (VV, VC, and CC designations), manage warehouse storage of non-imaged IT equipment, perform cable management, and support facility activation by May 2028. The evaluation will be conducted on a best value basis considering key personnel qualifications, technical approach, past performance, and pricing. The deadline for quote submissions is July 25, 2025, at 12:00 PM EDT.

This opportunity is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside with a contract value size standard of $20 million. The contract will be awarded on a firm fixed-price basis with a base period of performance spanning three labor rate periods from September 1, 2025, to May 31, 2028, with an optional warehousing task extending to April 30, 2028. The base evaluated price is $194,625.00 covering 975 total hours across three labor categories including Program Manager, Senior Designer, and Senior Transition Planner. The work involves transitioning approximately 30 clinic staff from an existing facility to the new Elizabethtown location, with the contractor responsible for coordinating the move of staff belongings and re-installing wall-mounted equipment. Performance will take place in Elizabethtown, Kentucky, with the exact clinic location to be determined upon lease award, and the contractor must establish a warehouse facility within specified mileage requirements of the new clinic site.

Notice text

3 versions

Update #3 · Latest · Jul 16, 2025

36C77625Q0214

Elizabethtown CBOC IOT&A

Solicitation Questions and Answers

Please clarify if the IOTA contractor is packing the moving boxes for the 30 clinic staff. This is not common practice. Is the IOTA contractor packing the moving boxes? Is the IOTA contractor unpacking the moving boxes?

ANSWER: No.

How many boxes would you like for us to estimate for each of the 30 staff members for moving purposes?

ANSWER: 2

OIT requirements. What is the IOTA contractor responsible for IT wise?

Is the IOTA contractor developing procurement packages for IT hardware?

ANSWER: No. OI&T appropriated equipment outlined in provided Rooms Content List indicates OI&T will purchase and install these activation components. However, there are identified non-OI&T appropriated VV technology items such as printers, ups, etc. that remain an IOTA procurement/activation requirement.

If yes, what hardware? ANSWER: NA

Please confirm that the IOTA contractor will be storing non-imaged IT equipment (PCs, monitors, phones, peripherals) in the leased warehouse. ANSWER: Yes, per the PWS Warehouse requirements.

Is the IOTA contractor deploying IT desktop systems? ANSWER: No, all OI&T appropriated equipment will be deployed by OI&T. However, IOTA coordination for install layout is necessary.

If yes, what components are we deploying? ANSWER: None. OI&T is responsible for OI&T equipment procurement and deployment.

Is the IOTA contractor performing cable management? ANSWER: Yes. IOTA is responsible for cable management post-OI&T deployment and/or other OEM cabling of all IT equipment. Expectation is for IOTA to coordinate this task with OI&T and other OEMs during equipment installation.

Labor Rate Period POPs: Should they be:

Pd 1: 09/01/2025-08/31/2026

Pd 2: 09/01/2026-08/31/2027

Pd 3: 09/01/2027-05/31/2028

ANSWER: Yes, please see updated ATTACHMENT R Pricing Worksheet Elizabethtown REV1

Should the following items have Acquisition Code CC rather than VV? The IOTA contractor doesn t typically install these items:

A1030, Locker, Two Tier

A1030, Locker, 2 Person

A1035, Locker, 2 Person

A1132, Rail, Accessory Mounting

A1203, Lift System, Overhead, Bariatric

A5180, Curtain, Cubical

A6030, Machine, Vending

ANSWER: No. These codes are in compliance with VHA Activations Program Directive 7516 direction regarding VHA v. Construction funded equipment. The Vending Machine should be appropriation RE meaning provided by others. This means IOTA will not be required to develop procurement packages as item will be provided by either VCS or Randolph Sheppard qualifying vendor.

Attachment Q- Projected Room Contents List: Please confirm the following:

The IOTA contractor is responsible for the procurement and installation of all items labeled on the PRCL as VV? ANSWER: Yes.

The IOTA contractor is responsible for the procurement of items listed as VC on the PRCL, while the installation will be done by the general contractor? ANSWER: Yes. These items on the PRCL are High-Cost, High-Tech equipment that needs to be site prepped for installation by the Lessor after we award the equipment contract. This is for coordination purposes to ensure smooth and compliant installation for warranty and service contract purposes.

The General Contractor is responsible for the procurement and installation of all items listed as CC on the PRCL? ANSWER: Yes. However, IOTA should provide support in identifying basis of design requirements for these indicated items.

Who is responsible for the items listed as VV CC ? ANSWER: Assume all with this misrepresentation are VV contents.Â Further clarification will be discussed post award.

Attachment Q- Projected Room Contents List, JSN A5180: Can more information be provided on the cubicle curtains (with Par Level)? What exactly does this mean?

Are these reusable curtains? ANSWER: Confirmed disposable curtains will be used, all track and carriers will be provided as CC via the Lessor. PRCL attachment should be revised to remove textile cubicle curtain requirement.

Is the IOTA contractor responsible for the purchase of the tracks and the hooks? Or Just the curtains? ANSWER: Lessor/GC is required to provide track and carriers as CC. It is just not an indicated item on the PRCL.

Are the curtains connected to a Par-Ex System? ANSWER: No. Par-ex is a medical supply system that uses weight to inventory VA provided supplies. This is a Lessor provided supply.

If so, is this going to be purchased new for the facility? Or is there an existing contract? ANSWER: NA

Attachment Q- Projected Room Contents List, JSN A1203: Please confirm that the overhead lifts (A1203) are truly VV? Typically, these are either CC or VC?

ANSWER: Currently, programmed as VV, however, VAMC desires to work with awarded Lessor to change overhead lifts to VC post-lease award in design.

Attachment Q- Projected Room Contents List, JSN M4125: Will the radio communication system (M4125) be tying into another facility?

ANSWER: Radio communication system rationale is to tie into Louisville VAMC police communications via the VA network. This requirement will be finalized post-lease award in design process.

Attachment Q- Projected Room Contents List, JSN F3050, F3060, F3065 and F3050: Will all white boards and bulletin boards be CC (as currently classified), thus purchased and installed by the GC?

ANSWER: Yes, this is in compliance with VHA Activations Program Directive 7516.

Does this also apply to F3050 and F3065 that are currently listed as VV CC? ANSWER: Yes, these JSNs are now CC per VHA Directive 7516.

If all are being hung by the GC, please confirm the acquisition code of the Enclosed Bulleting Board , JSN #F3050, but currently listed as being VV? ANSWER: F3050 is a typical whiteboard and CC per response to RFI 10.a above.

Attachment Q- Projected Room Contents List, OIT Equipment: Will the computers, telephones, printers and other OIT equipment need to be stored in the contractor s warehouse?

ANSWER: Per PWS, Warehouse requirements include the storage of ONLY Non-Imaged OI&T equipment. These items will need to be coordinated directly with OI&T post-award of this contract. Typically peripheral equipment, phones, and printers would fall under non-imaged equipment.

Or will these be shipped direct to site for burn-in and deployment? ANSWER: VA OI&T will be responsible for all shipment, storage, and installation coordination of imaged equipment. Only warehouse storage of non-imaged OI&T equipment will be an IOTA responsibility.

Will the VA Coordinate with the IOTA contractor prior to ordering to accommodate storage/deliveries/etc.? ANSWER: Absolutely.

Attachment Q- Projected Room Contents List: The PRCL only shows new items, however the PWS states that there will be some re-use equipment, will any items be re-used? ANSWER: Opportunities for reuse may exist. This must be discussed during concept of operations and user-group meetings, based on various factors such as EOL, maintenance demands, contract sunsetting, etc. Awarded vendor will be responsible for developing a re-use plan post award per the PWS.

If so, how many items? ANSWER: TBD. Awarded vendor will be responsible for developing a re-use plan post award per the PWS.

Will these need to be stored in the contractor provided warehouse or will they moved directly from an existing facility? ANSWER: Re-use implies in use until moved. Careful coordination required during transition and activation. It may be that re-use is not acceptable due to site-prep, immediacy, impact to activation/patient care, etc. To be determined during concept of operations and user group meetings.

Attachment A, PWS; pg. 2/pg. 26, first bullet point; Section 3.0 Background and 17.1 Warehousing and Warehousing Management Services: Do you have the address in Elizabethtown, KY for the installation project, to determine if a warehouse meets the mileage requirements specified in 17.1 s bullet points?

ANSWER: Location TBD at time of lease award. If no suitable locations meeting warehousing/mileage requirements available at time of required warehouse submittal, COR will discuss acceptable criteria with government contracting office.

Attachment A, PWS; pg. 11, last two paragraphs under Meeting Facilitation Services ; Section 16.1.8: Meeting Facilitation Services: Will the IOTA contractor be provided the official documentation that CFM has (worked with the VAMC) produced Lease documents that could impact User Group Meetings? ANSWER: Yes, COR will provide awarded vendor executed lease contract documents post award.

Specifically, will the VA provide the workflows, the program for design (PFD), floor layouts, room contents list (i.e. general equipment list), agency specific requirements, IT requirements, security requirements, and janitorial requirements produced in the awarded Lessor contract?

ANSWER: Absolutely. Anything that impacts IOT&A and successful activation on time should be provided unless it is sensitive information, under NDA, etc.

Attachment A, PWS; pgs. 14-15; 16.2.6; 16.2.7: Upon contract award, will the VA provide the BIM modeling from the A/E?

ANSWER: Yes, IOTA vendor will be provided BIM model from CFM via the Lessor s A/E Team. However, this will not be available at contract award. Per the lease contract, the developer is not required to provide VA with BIM drawings until DID2 drawings are approved.

If there are significant MEP or design changes made throughout the A/E reviews, will this BIM modelling be updated and provided to the IOTA contractor? ANSWER: See response to RFI #16 above. All subsequent drawing milestone submissions after DID2 (CD1, CD2, Final For Construction) BIM models will be provided to VAMC and IOTA via IOTA COR.

Attachment A, PWS; pg. 16; 16.2.12: Equipment Use and Disposal Plan: Is there any re-use equipment planned? This is not reflected on the PRCL?

ANSWER: See RFI # 12 response

If so, where would this inventory need to be conducted and how much equipment would potentially be re-used and relocated? ANSWER: See RFI # 12 response

Attachment A, PWS; pg. 21; 16.5: Acquisition Packages Development: Who will be responsible for completing the VA technology documents- such as the 6550, LEAF requests, FITARA?

ANSWER: Yes, IOTA is to draft these applicable documents and submit to COR for routing.

Attachment A, PWS; 16.5: Acquisition Packages Development:

The 13th bullet point on page 21 states Assist with gathering all documents to be uploaded into SEPG/EER. ANSWER: Yes, IOTA must perform.

Will the VA be creating the requests? Uploading the documents into SEPG/EER (the system does not allow anyone other than the creator to make changes to a specific request)? ANSWER: VA is responsible for completing internal VA approval processes. IOT&A supports with information and documents and coordination and such things.

Attachment A, PWS; pgs. 21-22 (2237 referenced in 1st paragraph, pg. 22); 16.5: Acquisition Packages Development: Will the VA Interior Designer and/or VA IPT team members be updating the VA SharePoint with 2237 #s, SEPG/EER #s upon submission?

ANSWER: No. IOT&A responsible for updating VA Sharepoint. ID/HTM/IPT is responsible for generating the information and providing to IOT&A.

Attachment A, PWS; pg. 21-22; 16.4 and 16.5: Acquisition Packages Planning and Development: Are there any additional VISN specific acquisition/procurement approval processes that will need to be factored into the acquisition schedule process (in addition to the standard PALT dates)?

ANSWER: SBAR is a new DOGE process that must be completed prior to going to Contracting. Situation, Background, Assessment, Recommendation(s) IOT&A will support by drafting, providing the IGCE and SOW. VA will complete the process and inform IOT&A of progress as it impacts schedule and coordination efforts.

Attachment A, PWS; pg. 22 (final paragraphs) 16.6.1: Relocation Services: Can more information be provided with regards to the associate move from the clinic?

Where are the old/new clinics located? ANSWER: Current existing clinic is an as-built lease under acquisition with no address available at this time, but expectation to be operational at time of activation of the Elizabethtown OPC Mid-Level Lease. New Elizabethtown Mid-Level Lease site is TBD post-lease award.

Will the IOTA team be boxing up staff personal items? ANSWER: No. IOT&A will gather, ship, deliver, and place boxes in respective locations, though.

Will the IOTA contractor be responsible for re-installing wall-mounted equipment/personal effects? ANSWER: Yes, please. Re-use items requiring disassembly/reassembly should be VA responsibility.

Update #2 · Jul 15, 2025