SOLICITATION NO. 1232SA26Q0971 - RFI RESPONSES - 08-08-2026.xlsx

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Roof Repairs - National Center for Cool and the Cold-Water Aquaculture (NCCCWA)
Solicitation number
1232SA26Q0971
Issued by

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This file is an Excel spreadsheet containing Request for Information (RFI) responses for Solicitation No. 1232SA26Q0971. The solicitation is a combined synopsis and RFQ issued by the Department of Agriculture Agricultural Research Service for roof repairs at the National Center for Cool and the Cold-Water Aquaculture (NCCCWA) in Kearneysville, West Virginia. The acquisition is a Total Small Business Set-Aside with a NAICS code of 238160 (Roofing Contractors) and a small business size standard of $19 million. The Period of Performance is 240 days from issuance of the Notice to Proceed, and a mandatory site visit is required as part of the solicitation process.

The RFI responses contained in this spreadsheet represent feedback and submissions received from potential bidders prior to final quotation submission. This solicitation is prepared under FAR Part 12 for commercial items and indicates that all responsible sources may submit quotations. The file was updated on August 8, 2026, and serves as documentation of the information-gathering phase of this competitive procurement process for roofing services.

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Other files

File Type Posted
SF30 - 1232SA26Q0971 - AMENDMENT 0004 - EXTENSION.pdf PDF
SOLICITATION NO. 1232SA26Q0971 - RFI 002 RESPONSES - 08-14-2026.pdf PDF
SF30 - 1232SA26Q0971 - AMENDMENT 0003.pdf PDF
SUBSTITUTION REQUEST - 08-14-2026_Redacted.pdf PDF
SF30 - 1232SA26Q0971 - AMENDMENT 0002 - EXTENSION.pdf PDF
SUBSTITUTION DECISION_Redacted.pdf PDF
Laydown Areas Attachment 1.pdf PDF
SF30 - 1232SA26Q0971 - AMENDMENT 0001 - SITE VISIT INSTRUCTIONS.pdf PDF
TERMS AND CONDITIONS - CORRECTION TO DELIVERY INFORMATION - 1232SA26Q0971.pdf PDF
ATTACHMENT 1 - STATEMENT OF WORK.pdf PDF
SOLICITATION NO. 1232SA26Q0971- TERMS AND CONDITIONS.pdf PDF
ATTACHMENT 4 - NCCCWA Roof Repairs - Specifications.pdf PDF
ATTACHMENT 3 - NCCCWA Roof Repairs - Drawings.pdf PDF
SF1442 - 1232SA26Q0971.pdf PDF
ATTACHMENT 2 - WAGE DETERMINATION.pdf PDF
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RFI Log Solicitation No.: 1232SA26Q0971 Project Title / Location: Roof Repairs - National Center for Cool and the Cold-Water Aquaculture (NCCCWA), 11861 Leetown Road, Kearneysville, WV 25430 GOVERNMENT PROPOSAL INQUIRY FORM | Date: 07/23/2026 | Updated: Removed confirmed location RFI and completed site-visit logistics RFI

No.Date ReceivedContractorCLINReference
(Section Paragraph/Page)QUESTIONGOV'T RESPONSEGov't Responder
107/14/2026DCR / Patriot ReviewBothSOW 4.1; Specifications 01 14 00, 1.3.2; 01 14 00, 1.3.3Please confirm the governing normal working hours. The SOW states 6:30 a.m. to 3:30 p.m., Monday through Friday, while Section 01 14 00 references regular working hours between 7:00 a.m. and 3:30 p.m. Also confirm the advance notice required for work outside regular hours.Working hours are 6:30am to 3:30pm Monday through Friday. Work outside normal hours, including utility shutdown notices, require 14 days advanced notice.T. Vigil/S. Thomas
207/14/2026DCR / Patriot ReviewBothSF1442 Items 12a/13b; Terms & Conditions - Performance and Payment BondsPlease confirm that no bid bond/offer guarantee is required with the quote, and confirm the required timing and penal amount for performance and payment bonds after award.There is no Bid Bond required. Performance and Payment Bonds will be required within 10 days by the awardee. Performance and Payment Bonds must be submitted in the amount of the total award.Angela Wingert - CS
307/14/2026DCR / Patriot ReviewBothSF1442 Item 10; SAM.gov Notice / ContractDataPlease confirm the applicable NAICS size standard. SF1442 states NAICS 238160 with a small business size standard of 240 days, while the SAM.gov notice identifies NAICS 238160 Roofing Contractors with a $19 million size standard.The correct size standard is $19 million.Angela Wingert - CS
407/14/2026DCR / Patriot ReviewBothTerms & Conditions - Quote Submission; SF1442 Offer SectionPlease confirm whether offerors must submit a signed SF1442 with the electronic PDF quote package, and identify any required completed representations, certifications, or acknowledgement blocks that must be included with the quote.All amendments must be acknowledged as part of the propsoal submssion, thus the SF 1442 will have to acknowledge admendments received. All other instructions from the Terms and Conditions document are to be followed.Angela Wingert - CS
507/14/2026DCR / Patriot ReviewBothTerms & Conditions - Schedule of Items / Evaluation and Basis for AwardPlease confirm that offerors must price both CLIN 0001 Base Item and CLIN 0002 Option Item 1 to be considered responsive, and confirm whether the option item will be evaluated for award.Refer to the Price Schedule in the Terms and Conditions.Angela Wingert - CS
607/14/2026DCR / Patriot ReviewBothTerms & Conditions - Cost Breakdown / Markup CapPlease confirm whether the stated overhead and profit caps (30% cumulative total for all subcontractors and prime; 20% for prime-only work) apply separately to each CLIN, to the total proposal, or to each cost breakdown element.Total Proposal amount.Angela Wingert - CS
707/14/2026DCR / Patriot ReviewBothTerms & Conditions - Period for Acceptance of Offers; SF1442 Item 13d/17Please confirm the required offer acceptance period. The Terms & Conditions state prices must remain firm for 90 calendar days from receipt of offers, while SF1442 includes blank/standard acceptance language.Refer to the Terms and Conditions of the solicitation.Angela Wingert - CS
807/14/2026DCR / Patriot ReviewBothSOW 2.0 and 3.2; Specifications 01 50 00, 1.3 and 3.5Please identify the approved staging, laydown, roll-forming, crane/hoisting, dumpster, trailer, and worker parking areas for this project, given the limited site logistics and long standing seam panel requirements.See attached aerial view with possible laydown/staging areas. Coordinate final location with location coordinator.T. Vigil/S. Thomas
907/14/2026DCR / Patriot ReviewBothSpecification 07 41 13, 1.8 and 2.1.C.8For panels too long to ship, please confirm whether onsite roll-forming is acceptable, where roll-forming equipment may be located, and whether any special site access or security approval is required for the equipment.For panels too long to ship, on-site roll forming is acceptable. The Contractor to coordinate equipment location and site access requirements with the Owner/Contracting Officer prior to mobilization.Seal
1007/14/2026DCR / Patriot ReviewBothSpecifications 01 35 26, 2.5-2.7; 01 50 00, 2.2; Drawings G-001/A sheetsPlease confirm acceptable roof access methods, including ladders, scaffolds, aerial lifts, and cranes, and identify any facility-specific restrictions for equipment set-up around occupied research operations.Contractor means and methods. Access methods must not impede egress for facility occupants.T. Vigil/S. Thomas
1107/14/2026DCR / Patriot ReviewBothSOW 2.0; Specification 01 14 00, 1.2 and Biosecurity StatementPlease confirm any daily work sequencing restrictions, blackout periods, or no-work areas required to protect ongoing research operations, live animals, tank rooms, fish health labs, quarantine rooms, hatchery, and broodstock areas.All work on tank building is exterior to building. No interior work required. Follow Spec section 011400 Biosecurity statement for work conducted within tank/broodtsock building. Coordination for entry into space if needed must be made with Location Coordinator in advance.T. Vigil/S. Thomas
1207/14/2026DCR / Patriot ReviewBothDrawings G-001 note; Specification 01 14 00 Biosecurity StatementPlease confirm the required biosecurity procedures for contractor personnel, tools, PPE, and equipment, including whether dedicated tools/PPE are required by area and whether personnel may work in multiple biosecurity zones on the same day.All work on tank building is exterior to building. No interior work required. Follow Spec section 011400 Biosecurity statement for work conducted within tank/broodtsock building. Coordination for entry into space if needed must be made with Location Coordinator in advance.T. Vigil/S. Thomas
1307/14/2026DCR / Patriot ReviewBothSpecification 01 50 00, 2.5 Temporary Tank/Laboratory ProtectionPlease confirm whether the intended temporary tank/lab protection is 6-mil polyvinyl plastic sheeting (the specification states minimum 6mm), and confirm required approval, inspection, and daily storage procedures for protective sheeting.Correct- the protection product is minimum 6-mil polyvinyl plastic sheeting. The protection plan for the fish tanks will required Government approval and site specific coordination. Storage is intended to be outside of the tank building in Contractor provided facility. Contaminated (dirty or moldy) sheets can not be used on the fish tanks.Seal
1407/14/2026DCR / Patriot Review0002 Option 1SOW 1.1; Specification 07 01 50.19, 3.2.D and 3.2.C; 07 41 13, 2.2.NPlease confirm the criteria for determining whether existing Lab Building insulation is acceptable for salvage and reuse, who makes the determination, whether quantities are available, and whether bidders should assume any reuse in base pricing.The Government and Contractor will jointly inspect existing insulation to make a determination regarding acceptable insulation for reuse. Demolition keyed Note 1 on AD101 states to assume 50% of insulation is suitable for reuse.Seal
1507/14/2026DCR / Patriot ReviewBothSpecifications 01 35 26, 2.1.4; 01 57 19, 3.5-3.7; 02 41 00, 1.5Please provide any existing hazardous materials survey or sampling information for roofing, insulation, sealants, mastics, flashing, coatings, ACM, LBP, PCBs, or other regulated materials. If not available, confirm how bidders should price unknown hazardous material risk.The buildings were constructed in 2001. No hazardous materials testing was completed as part of the project.T. Vigil/S. Thomas
1607/14/2026DCR / Patriot Review0001 BaseSpecification 13 34 21, 3.2.F; Drawings A101/A501/A502Please confirm whether existing roof fasteners at the Tank/Aquaria Building are to remain unless they interfere with sub-purlin installation, and confirm the procedure if existing fasteners cause sub-purlins to roll, porpoise, or fail to seat properly.Confirmed, the existing roof fasteners at the Tank/Aquaria Building are to remain unless they interfere with sub-purlin installation. If the existing fasteners cause sub-purlins to roll, porpoise, or fail to seat properly, remove the existing roof fasteners.ELM
1707/14/2026DCR / Patriot ReviewBothDrawings S-001/S-002; Specification 13 34 21, 1.5Please confirm the exact locations and quantities of supplemental Z-purlin reinforcement and L2-1/2 x 2-1/2 x 1/4 headers shown on S-001/S-002, including whether all missing edge framing bays must be reinforced or only the locations specifically indicated.The locations where supplemental framing is required are annotated on S-002. At both the north and south ends of the Tank/Aquaria, there are six bays where supplemental Z-purlin reinforcement was omitted from the original construction. All other bays of the Tank/Aquaria, outside of the locations noted, have existing Z-purlin reinforcement from the original construction.ELM
1807/14/2026DCR / Patriot Review0001 BaseDrawings S-001; Specification 13 34 21, 1.5Please confirm that the Tank/Aquaria roof recover assembly, including sub-framing, insulation, panels, clips, snow guards, and accessories, must not exceed the indicated 3 psf added dead load unless otherwise approved by the Contracting Officer.Confirmed.ELM
1907/14/2026DCR / Patriot ReviewBothDrawings S-002; Specification 07 41 13, 1.4.B.2 and 1.9.A.3Please confirm the required professional engineer seal jurisdiction for metal roofing attachment calculations and shop drawings. The project is in West Virginia, while one warranty/curb requirement references an engineer registered in the Commonwealth of Virginia.West Virginia is the applicable jurisdiction.
[SEAL - PLEASE NOTE REFERENCE TO "COMMONWEALTH OF VIRGINIA" ENGINEER IN SPECIFICATION 074113, 1.9.A.3.a).(3).(c).]ELM
2007/14/2026DCR / Patriot ReviewBothSpecification 07 41 13, 2.1.A-B; 13 34 21, 2.1.C; 07 72 53, 2.2.APlease confirm the approved equal/substitution process and deadline for McElroy metal roof systems, Roof Hugger retrofit sub-framing, and Alpine snow guards, including whether substitution requests must be submitted before the questions deadline or ten days before bid.Per Specification Section 07 41 13-2.1.B, substitution requests to be submitted in writing at least ten days prior to the bid date and to include all required test reports and design calculations identified in Sections 1.4 and 2.2. Approved substitutions will be issued by written addendum to all bidders and will not be permitted after the bid date. Proposed substitute roof panels to fully comply with the specified appearance, assembly, and performance requirements. Alternate snow guards can be provided as part of the normal submitted review process.Seal
2107/14/2026DCR / Patriot ReviewBothSpecification 07 54 19; Drawings A103/A503-A507Please clarify the exact PVC roofing scope and locations, including whether PVC is limited to low-slope tie-ins/valleys/detail conditions and whether PVC components must be covered under the primary metal roof manufacturer warranty.The PVC roofing scope is limited to the low-slope transition (valley chimney caps as indicated on the Contract Drawings and in Section 07 54 19. It would be ideal to have all roof systems be warranted by one manufacturer; however, if this is not possible each is required to provide warranties as specified in each section.Seal
2207/14/2026DCR / Patriot ReviewBothSpecification 07 62 00, 2.7 and 3.5; Drawings A sheetsPlease confirm whether gutters/downspouts discharge to existing underground drainage, surface splash blocks, or new drainage work, and provide any available as-built information for existing drainage connections.The downspouts discharge to grade.Seal
2307/14/2026DCR / Patriot ReviewBothSpecification 07 72 53; Drawings roof plansPlease confirm the required snow guard layout, rows, limits, and whether snow guards are required on both the Tank/Aquaria Building and Lab/Main Building roof areas.New rail-type, seam-mounted snow guards are required on the Tank/Aquaria Building and Lab Building roof areas as indicated on Drawings A-101 and A-102. Per Section 07 72 53-3.2.A.1.a, align the snow rails on the Tank/Aquaria Building with the structural purlins.Seal
2407/14/2026DCR / Patriot Review0002 Option 1Specification 07 01 50.19, 1.4.B and 3.4; 07 41 13, 2.2.KPlease confirm whether the new Lab Building vapor retarder is intended to serve as temporary roofing during construction, and identify any maximum exposure duration, warranty implications, or required manufacturer approval.Yes. Contractor is required to maintain building in a watertight condition at all times.Seal
2507/14/2026DCR / Patriot ReviewBothSpecifications 01 14 00, 1.3.6; 01 35 26, 2.2-2.4; 01 50 00, 3.2.1Please confirm required advance notice durations for utility outages, fire alarm/fire protection impairments, HVAC shutdowns/intake sealing, energized electrical work, and after-hours cutovers, because the documents include multiple notice periods.Work outside normal hours, including utility shutdown notices, require 14 days advanced notice.T. Vigil/S. Thomas
2607/14/2026DCR / Patriot ReviewBothSpecification 01 30 00, 1.4; 01 14 00, 1.3.1; General Requirements 1.5Please confirm the process for obtaining written permission to take progress/completion photographs, given the no-photography restriction, and confirm the approved method for submitting or uploading required photographs.Photos of roof work is acceptable. No photography of animals/personnel/other areas within facility that are not part of the Scope of Work.T. Vigil/S. Thomas
2707/14/2026DCR / Patriot ReviewBothSpecifications 01 32 16.00 20; 01 33 00; 01 45 00.10 20Please confirm whether USDA will provide required forms/templates after award for daily reports, CQC reports, submittal register, submittal transmittals, material approval forms, accident reports, and other required project controls.USDA ARS will provide submittal transmittal cover sheet after award. Contractor may use own forms for daily logs, CQC reports, accident reports, etc.T. Vigil
2807/14/2026DCR / Patriot ReviewBothSpecifications 01 33 00, 1.5.4; 01 78 00, 1.3Please confirm whether source CAD drawing files will be provided after award for shop drawings and record drawings, and identify the request process and any limitations on use.AutoCAD files will be provided after award.T. Vigil
2907/14/2026DCR / Patriot ReviewBothSpecifications 01 57 19; 01 74 19Please confirm the governing construction waste diversion requirement, including whether the minimum is 10% by weight and whether at least five material streams must be identified for diversion in the Construction Waste Management Plan.These two sections are complementary. The minimum diversion is 10% by weight (01 74 19, para 1.2). Five material streams must be identified for diversion (01 74 19, para 1.6.l).Summer
3007/14/2026DCR / Patriot ReviewBothSpecifications 01 78 00, 1.7; 07 41 13, 1.9; 07 54 19, 1.10Please confirm all required warranty terms and responsibilities, including one-year general construction warranty, manufacturer metal panel material/coating/weathertightness warranties, PVC warranty, and installer two-year warranty.The warranty terms expressed in Div 07 shall govern.Summer
3107/14/2026DCR / Patriot ReviewBothSpecification 07 41 13, 1.4.C and 2.1.C; 07 62 00, 2.2Please confirm when final roof panel/flashing colors will be selected and whether bidders should assume standard manufacturer color selections with no premium finish unless otherwise directed.Roof color to match existing as closely as possible. Assume standard manufacturer color for bidding.T. Vigil/S. Thomas
3207/14/2026DCR / Patriot ReviewBothSpecification 07 01 50.19, 3.1.D-FPlease confirm whether downspout testing and verification of blockages must occur before roof work begins and whether correction of pre-existing blocked/restricted drainage is outside the contractor scope.Downspouts discovered to be blocked prior to the start of construction are not the Contractors responsibility to clear.Seal
3307/14/2026DCR / Patriot ReviewBothSpecification 01 14 00, 1.3.6; 01 50 00, 3.2.1Please confirm whether utility cutovers or interruptions that must occur outside normal working hours will be compensated if directed by the Government, or whether bidders should include all after-hours costs in the lump sum price.There is no anticipated utility cutovers. If there is a situation that comes up after award that requires work outside normal working hours, it will be treated as a change order and individual pricing will be obtained at that time.T. Vigl/S. Thomas
3407/14/2026DCR / Patriot ReviewBothSpecification 01 78 23, 3.1; 07 41 13, 1.6; 07 54 19, 1.6Please confirm whether formal O&M training is required for the roofing and drainage systems, and if so, identify required attendees, duration, format, and whether video recording is required.Yes. Per Section 01 78 23, the Contractor to provide O&M training documentation, including a Training Plan, Training Outline, Training Content, and Validation of Training Completion. O&M manuals to be submitted electronically and to include training videos. The Contract Documents do not identify required attendees, training duration, or a prescribed training format.Seal
3507/14/2026DCR / Patriot ReviewBothTerms & Conditions - Evaluation and Basis for Award; Factor 3 - Key Personnel Experience; Factor 4 - Past Performance ExperienceFor Factor 3 - Key Personnel Experience and Factor 4 - Past Performance Experience, please confirm whether the Offeror may submit the experience, resumes, and past performance references of proposed subcontractors or teaming partners that will perform a substantial portion of the roofing scope, or whether all experience and past performance references must be projects performed directly by the prime contractor/Offeror.Per FAR Clause 52.236-6, the prime contractor shall directly superintend and have on the worksite a competent superintendent who is satisfactory to the Contracting Officer and has the authority to act for the prime contractor. Resumes for other key individuals to perform as part of this contract may be submitted for review.T. Vigil
3607/20/2026DCR / Patriot ReviewBothTerms & Conditions - Evaluation and Basis for Award; Factor 3 - Key Personnel Experience; Statement of Work / Drawings - Exterior Roofing ScopeFactor 3 requires the proposed Site Superintendent and Project Manager to demonstrate experience managing similar size renovation projects at an active research facility. The scope of work for this project primarily consists of exterior roofing, flashing, structural retrofit, and related roof replacement/recover activities performed on the exterior of the buildings. Please clarify whether the Government will consider proposed personnel acceptable if they possess extensive experience managing roofing, reroofing, occupied-facility, institutional, federal, university, laboratory, healthcare, industrial, or similarly complex construction projects of comparable size and complexity, even if those projects were not performed at an active research facility. Additionally, please clarify whether experience at other occupied and operational facilities will be considered equivalent to the active research facility experience requirement for purposes of evaluating Factor 3 - Key Personnel Experience.Government will consider proposed personnel with experience managing other roofing work at similar facilities, including healthcare, federal, university, occupied facility, etc.T. Vigil
3707/23/2026DCR / Patriot ReviewBothSpecifications 01 35 26 - Governmental Safety Requirements; 01 45 00.10 20 - Quality Control for Minor Construction; Terms & Conditions - Evaluation and Basis for Award / Key PersonnelPlease clarify whether the Government will permit the same individual to serve concurrently as Site Superintendent, Site Safety and Health Officer (SSHO), and Quality Control Manager (QCM) for this project, provided the individual meets all qualification, experience, training, certification, onsite presence, and reporting requirements associated with each position. If a triple-hat arrangement is not permitted, please identify which positions must remain separate and whether any two of the Site Superintendent, SSHO, and QCM roles may be performed by the same individual. Additionally, please clarify whether full-time onsite staffing is required for each position throughout construction or whether staffing may be adjusted based on the phase of work being performed.
Copilot: Added triple-hat Superintendent / SSHO / QCM clarification RFI.Site Superintendent, Site Safety and Health Officer and QCM can be a single individual provided they possess all necessary qualifications.T. Vigil

Copilot: Added triple-hat Superintendent / SSHO / QCM clarification RFI.

Source Notes

Source Documents Reviewed / Basis for Updated RFIs
DocumentUse in RFI Log
NCCCWA_Roof_Repairs_Pre_Proposal_RFI_Log_UPDATED_PM_Experience - Copy.xlsxExisting RFI log used as baseline. Existing RFIs preserved and RFI 39 added.
SOLICITATION NO. 1232SA26Q0971 - TERMS AND CONDITIONS.pdfEvaluation and Basis for Award; Factor 3 Key Personnel Experience; Factor 4 Past Performance Experience.
ATTACHMENT 4 - NCCCWA Roof Repairs - Specifications.pdfGovernmental Safety Requirements and Quality Control for Minor Construction sections used to frame the Superintendent / SSHO / QCM clarification request.
Update 07/23/2026Deleted prior RFI No. 1 because project location was confirmed. Deleted prior RFI No. 9 because the mandatory site visit had already occurred. Remaining RFIs were renumbered sequentially.

File details come from the government source that posted it. Updated .