Questions and Answers.pdf

James J Howard Replacement Lease

Answers to Questions

36C10F20R0061

VA CBOC – Brick, NJ - RLP Questions and Clarifications

1 Q. Lease Paragraph 1.08B references a TI Unit Price list; however, Offerors have been provided a tenant improvement allowance. Is a TI Unit Price List a required submittal document? L100 Paragraph 4.03 indicates the TICS table will be utilized to price the improvements.

A. This will be addressed in Post Award during TI Pricing. L100 paragraph 1.08B was updated in Amendment #1. Unit price list submittal requirements were removed from the document.

2 Q. The RLP indicates the building occupancy date will be 31 months from lease award, however, the construction schedule substantially exceeds that. The schedule attachment also has conflicting timeframes. Please confirm the expected occupancy date post award.

A. Per the RLP, the Occupancy Date is to be 31 months from the lease award date. The Bidder shall complete / submit their own actual Project Schedule accordingly, consistent with the requirement to provide the Occupancy Date 31 months from the lease award date. Refer to section 2.14.

3 Q. Will the facility be open on Saturday? Normal hours in L100, Section 6.01 only reference Monday through Friday but the Janitorial Services attachment also has cleaning on Saturdays. Confirm normal hours of operation and if janitorial services are required on Saturdays.

A. Per Appendix F- Janitorial and Site Management Services: Work will be accomplished at times indicated. Work schedule shall be from 6:00 AM to 7:00 PM, (or as requested by the LCO), Monday through Friday and 7:00 AM to 5:00 PM, Saturday. VA will maintain janitorial services for the new facility.

4 Q. Please provide the scope of commissioning requirements ?

A. Please refer to Section 3.09 paragraph E and Section 3.52 of the L100 .

5 Q. The paperwork is overwhelming and we wanted to know if you could recommend any firms that handle these types of contracts that could walk us through the process and paperwork or possibly and ex-contracting officer that would be willing to work as a consultant.

A. VA does not provide referrals for professional services.

6 Q. In Appendix F, section D-3, Exterior window cleaning is noted as weekly cleaning should this be quarterly?

A. Per Appendix F: Weekly Cleaning Requirements include exterior side of exterior windows.

7 Q. Appendix F, section 2 states "Routinely" Are we to assume that once a day is required?

If not, who pays for the additional time needed to clean?

A. Per Apppendix F: Janitorial Services and Site Maintenance: " “Routinely,” for purposes of this section, is defined as no less than once daily. More frequent cleaning and disinfection may be required. Please reference paragraph F of the Janitorial Services and Site Maintenance requirements.

8 Q. Reference L100, 6.12(A)(2). Is Lessor required to perform and pay for repainting of the entire building space every 5 years including the cost of moving and returning of furnishings, as well as disassembly and reassembly of systems furniture per manufacturer’s warranty?

A. Lessor will be required to adhere to L100 Section 6.12 paragraph A-2 as stated.

9 Q. Reference C.1 Agency Specific Requirements (VI) Commissioning Requirements (Shell) requires the developer to include the cost of testing all sound rated walls in the shell cost of the project. What type of testing and reporting is required to satisfy this provision?

A. Services by a qualified Testing Lab to adequately validate the sound transfer performance of the wall or ceiling assembly to be within the FGI Guidelines and per Appendix C.1: ASR Agency Specific Requirements.

10 Q. Reference C.1 Agency Specific Requirements Mechanical Systems (Shell) notes pressurization requirements for Negative Pressure PACT Exam Rooms. Are additional pressurization requirements noted in ASHRAE 170, Table 8.1 (e.g. Clean Holding, Soiled Holding,…) also required?

A. ASHRAE 170 applies to all spaces not having specific requirements in C.1. Also refer to paragraph 3.41 (E) of the L100 for requirements for spaces not covered in ASHRAE 170.

11 Q. Reference C.1 Agency Specific Requirements Mechanical Systems (Shell), please confirm “Provide dedicated temperature control at radiology, CT, ultrasound, dental exam, and dental laboratory” means thermostatic control and not dedicated units for these spaces.

A. Such rooms shall have dedicated flow control and/or reheat coils as necessary for temperature control but do not require dedicated air handling equipment unless dictated elsewhere.

12 Q. Reference C.1, Exterior Yards. Areas are required for "outdoor activities and dining". Is there a required exterior space to support the Physcial Therapy suite?

A. There is not a required exterior space to exclusively support the Physcial Therapy suite.

13 Q. Reference Appendix D.1, please clarify that “The Facility Guidelines Institute (FGI) - Guidelines for Design and Construction of Health Care Facilities" equates to “The Facility Guidelines Institute (FGI) -Guidelines for Design and Construction of Outpatient Facilities, 2018 edition” including Part 3 Ventilation of Outpatient Facilities which incorporates ANSI/ASHRAE/ASHE Standard 170-2017 Ventilation of Health Care Facilities by reference.

A. All references to FGI Guidelines referenced in the question above are correct. Additionally, building system requirements indicated within "Part 2 - Outpatient Facility Types" also apply.

14 Q. Are there any other medical gases for dental use? (i.e Oxygen or Nitrous)

A. Per Apppendix C.1: ASR Agency Specific Requirements: "Dental gases are to be provided at the (8) Dental Treatment Rooms and Dental Prosthetics Lab, including natural gas, nitrous oxide, oral evacuation and dental compressed air systems. Provide systems in accordance with all local building codes, including amendments, NFPA 55 and NFPA 99 requirements.

15 Q. Will pharmacy require specialized systems? (i.e. D.I. or R.O. Water or Pneumatic Tubes)

A. No, the Pharmacy will not require any of the specialized systems identified above.

16 Q. Are there special requirements for legionella mitigations?

A. Specifically, storage water heaters shall maintain temperature no less than 140 deg F.

Domestic water heaters shall distribute water at 130 deg F, and hot water recirculation system shall be designed and constructed to return water at no less than 124 deg F. Provide point-of-use themostatic mixing valves compliant with ASSE 1070 to limit hot water temperature at fixture to no more than 100 deg F. In accordance with manual, water heater and system shall be capable of raising temperature further when required for thermal eradication purposes. Please follow ASSE 1070, ASHRAE 188, and FGI Guidlines.

17 Q. Our initial site package was submitted on 5.22.20, and VA notified us there would be no physical market surveys or site evaluations on 7.10.20 based on COVID travel restrictions.

A. Clarifications: 1) VA performed site evaluations on all site submissions. 2) The notification provided on 7/10 was to determine if the travel restrictions would impact your business and the ability to provide a lease proposal response based on the RLP being released within 30 days of the notification.

18 Q. Are we obligated to propose the initial site submitted on 5.22.20 or will VA consider additional new site submissions which fully meet the RLP requirements?

A. VA will evaluate sites that are offered with the RLP response, provided the offer is received prior to the due date for responses. If the proposed site meets the minimum requirements outlined in RLP Section 1.02 Unique Requirements it will be considered for possible award.

19 Q. In prior land submission to the VA, we have received approval on the property selection, on which we have submitted. Pursuant to the Expression of Interest sent out in May 1, 2020, we submitted six properties that were to be identified as potential sources for the new CBOC. Prior to Bata Sam releasing the RLP on July 29, 2020 we have not been notified if our properties are a potential source. Are we to assume the the properties submitted are potential sources accepted by the VA even though a few were out of the delineated area?

A. VA performed site evaluations on all site submissions in response to the Expression of Interest advertisement that met the minimum requirements. Sites outside the delineated area were not evaluated.

20 Q. The Brick RLP Appendix D.1 (Lease Code Compliance) states that proposed project must meet the building code of Brick Township, but RLP 1.03 (Area of Consideration) describes Brick, Lakewood and Toms River townships. Will the VA revise Appendix D.1 so that it does not require developments to meet the Brick requirements, if the project is developed outside the Township of Brick?

A. Section 1.03 of rhe RLP defines the delineated area VA will consider sites that meet the minimum requirements per the NJ state and local building codes for the applicable area.

Please reference the revised Appendix D.1 Lease Code Compliance for further explanation.

21 Q. Reference RLP 3.06 Additional Submittals, does a letter from a municipal government offering condemnation as a method of obtaining real property for the proposed VA clinic development meet the requirement for demonstrating “evidence of ownership or control of building or site”?

A. The requirements for demonstrationg ownership or site contral are outlined in and referenced in RLP Section 3.06

22 Q. Section 1.04 of the RLP mentions the words “close proximity” several times. Please define “close proximity” in terms of feet, yards or mileage.

A. Contracting Officer's discretion

QUESTIONS RECEIVED AFTER 08/10/2020

23 RLP, Section 1.04, F, indicates overhead powerlines as incompatible uses. Please confirm this applies to large distribution or transmission lines and does not include aerial power lines/poles “along the street” that also contain telephone and other data/communications systems.

A. The VA confirms this applies to large distribution or transmission lines and does not include aerial power lines/poles "along the street" that also may contain telephone and other data/communications systems.

24 RLP, Appendix A.1, Outpatient/PACT Clinic (265) Dental Clinic indicates a space program for 8 dental chairs, but only allocates 120 square feet (SF) for dental equipment mechanical space. The CBOC Prototype Study states space required for this equipment is estimated at approx. 200 SF. Please clarify if 120 or 200 SF is required.

A. Per Appendix A.1, Program for Design, Dental Clinic: The Dental Equipment Mechanical Room (MECH1) shall be 120 net square feet.

25 Confirm no specialty grounding (instruments, communications, radio tower, etc.) is required beyond the typical power and equipment grounding per NEC 250.

A. Special grounding will be required at the radiology / MRI equipment. Designer of Record (DoR) is responsible for this final determination.

26 Confirm open transition, Automatic Transfer Switches are required for the Permanent and Temporary Generators.

A. Open transition transfer switches would be appropriate.

27 Confirm separate access to electrical panelboards is not required for each Department or area, and electrical distribution can be consolidated and housed in combined electrical spaces.

A. It is not a VA requirement to provide separate access.

28 A. Confirm if there are requirements for individual circuits to a specific area or room, or if secondary distribution can be combined to supply areas and room based on estimated loading.

A. There will be dedicated circuits required in specific rooms and areas. DoR is responsible for this final determination.

29 Confirm requirements for a Lightning Protection System.

A. Bidders must comply with national standards and codes. (NFPA 780)

30 Confirm requirement for electrical equipment to be in accordance with NEC Article 517.

A. Electrical distribution will be required to comply with NEC Article 517

31 Confirm requirements for lighting to be 120V or 277V.

A. Bidders responsibility to determine lighting voltage based on supply voltage to the building.

32 Appendix C.1, Page 2 – Confirm the Permanent Generator is not required to support the entire facility, only loads shown.

A. Requirement is for permanent generator to serve limited Healthcare loads only.

33 Appendix C.1, Page 2 – Confirm the type of connection required for the Temporary Generator required to back up the entire facility.

A. A Generator Connection Cabinet

34 Appendix C.1, Page 2 & 8 – Confirm only one Permanent Generator and provisions for one Temporary Generator are required.

A. Confirmed.

35 Appendix C.1, Page 2 & 8 – Confirm all loads to be supplied from the Permanent Generator, loads listed in more than one instance.

A. Appendix C.1 lists the loads to be connected to the generator. Refer to VA criteria for specific loads to be on emergency. DoR is responsible for this final determination.

36 Confirm who is required to provide the trailer or skid mounted Temporary Generator.

A. The lessor is responsible.

37 Appendix C.1, Page 2 & 8 – Confirm power requirements for Bus Shelters.

A. Lighting power is required. DoR is responsible for this final determination.

38 Appendix C.1, Page 3 – Confirm power requirements for the mobile MRI.

A. Refer to Appendix C.1 page 13 for power requirements

39 Appendix C.1, Page 6 – Confirm functions and battery types to determine requirements for battery charging area.

A. Lithium Ion or VRLA

40 Appendix C.1, Page 7 – Confirm eye wash station requirements for alarm and monitoring.

A. Eye wash stations have no alarm or monitoring requirements associated with building control system. Eye wash stations will require testing and inspections in accordance with most current ANSI/ISEA Z358.1.

41 Appendix C.1, Page 7 – Confirm Heat Tracing requirements.

A. Heat tracing is required where necessary to protect pipes containing water or other liquid subject to freezing, whether that piping is outdoors or in an unconditioned space. To the maximum extent practicable, piping and equipment shall be located within the conditioned boundary of the building to obviate the need for heat tracing.

42 Appendix C.1, Page 8 – Confirm the classification of the Permanent Generator as standby or emergency.

A. Generator shall be classed as Emergency

43 Appendix C.1, Page 8 – Confirm requirements for back up of HVAC equipment associated with the Procedure Rooms, Medication Storage, PACT Exam Rooms, Dental Laboratory, Medical Gas Storage, Battery Charging, and Hazardous Storage.

A. Such spaces do not require redundant HVAC units. Follow requirements of appendix C.1, page 8 for emergency power.

44 Appendix C.1, Page 8 – Confirm no HVAC or Network equipment will be backed up by the UPS System.

A. HVAC/Network equipment will not require UPS backup.

45 Appendix C.1, Page 8 – Confirm requirements for emergency egress lighting, fire alarm, intrusion detection, and security systems to be backed up by the UPS, in addition to the standby/emergency generator.

A. Confirmed based on the appendix C.1 language.

46 Appendix C.1, Page 10 – Confirm who is responsible for designing VAMC East Orange compatible radio system and infrastructure.

A. Electrical contractor.

47 25. Appendix C.1, Page 11 – Confirm who is responsible for designing the Panic Button System and infrastructure.

A. Electrical contractor.

48 Please confirm this project will not have any hazardous materials in excess of the Maximum Allowable Quantity as defined in Chapter 3 of IBC.

A. Confirmed.

49 Appendix A.1, Program for Design. Does the “Gas Cylinder” storage room contain bulk cylinders for the dental gases, or is that room used to store personal use oxygen cylinders?

What are the quantities?

A. Please refer to Appendix A.2- Project Room Contents: "STORAGE, GAS CYLINDERS, INTERIOR" (Room Code SRGC2) indicates what this room is to contain to accommodate full and empty gas cylinders and a 2-wheel hand truck. L100 paragraph 1.08B was updated in Amendment #1. Unit price list submittal requirements were removed from the document.

50 Appendix A.1, Program for Design, Room Codes SRHM1 and CLCS3. What is being stored and/or used in these spaces? What are the quantities?

A. Per Appendix A.1-Program for Design: SRHM1- STORAGE, HAZARDOUS MATERIAL, shall be provided to be minimum 50 net sf and is intended for storage of hazardous materials. CLCS3 - STORAGE, FLAMMABLE, shall be provided to be minimum 50 net sf and is intended for storage of flammable materials. Refer to Appendix A.2- Project Room Contents for specific equipment required in each of these room types.

51 Appendix A.1, Program for Design, Room Codes SRHM1. What type of hazardous materials is being stored? What are the quantities?

A. See response to question #50 above.

52 If a fire pump is required for fire protection, would it also need to be supplied by the 200 kW Standby/Emergency Generator?

A. It is the bidders responsiblity to make this determination and to be compliant with NEC article 695.

53 Is it acceptable to have the (2) separate water supply service entrances (for domestic water and fire) enter at the mech room/ fire water room (primary entrance) and dental equipment room (secondary entrance)?

A. Yes

54 In reference to document 01B – VA -Lease-L100 Final, Section 5.15 Telecommunications:

Distribution and Equipment indicates the need to provide Cat 6A cabling. Section 5.17 Data Distribution indicates “The Government shall be responsible for the cost of purchasing and installing data cable.” Section 5.18 Electrical, Telephone, Data for Systems Furniture, sub-section B indicates “The Government shall be responsible for the cost of purchasing data and telecommunications cable. Said cable shall be installed and connected to the systems furniture by the Lessor/contractor.” Lastly, the Appendix C.1 document, Section 3, Structured Cabling System indicates “Lessor to provide Cat 6A structure cabling system throughout clinic.” Please verify who will be responsible for furnishing data/telephone cabling and who will be responsible for installing data/telephone cabling for all of the VA Telecom drops. Please also verify the intent is for the Lessor/contractor to provide the VA Telecom racks, cable management and patch panels.

A. Provide according to applicable VA criteria

55 Is it acceptable to have the mechanical equipment exposed on the roof A. Yes

56 At the dental clinic, is there a preference for the dental gases and filtered water lines to be trenched below slab with the oral evac or routed overhead in ceiling space.

A. The VA does not have a preference. Either method is acceptable.

57 Due to the additional Amendments potential impact have detained Technical and Price proposal work that has already be completed we respectfully request additional 2 week for preparation of the RLP submission.

A. The Contracting Officer will consider this request.

58 Reference L100, 6.12(A)(2). Is Lessor required to perform and pay for repainting of the entire building space every 5 years including the cost of moving and returning of furnishings, as well as disassembly and reassembly of systems furniture per manufacturer’s warranty?

A. Duplicates Question #8 Above

59 Reference C.1 Agency Specific Requirements (VI) Commissioning Requirements (Shell) requires the developer to include the cost of testing all sound rated walls in the shell cost of the project. What type of testing and reporting is required to satisfy this provision?

A. Duplicates Question #9 Above

60 Reference C.1 Agency Specific Requirements Mechanical Systems (Shell) notes pressurization requirements for Negative Pressure PACT Exam Rooms. Are additional pressurization requirements noted in ASHRAE 170, Table 8.1 (e.g. Clean Holding, Soiled Holding,…) also required?

A. Duplicates Question #10 Above

61 Reference C.1 Agency Specific Requirements Mechanical Mechanical Systems (Shell), please confirm “Provide dedicated temperature control at radiology, CT, ultrasound, dental exam, and dental laboratory” means thermostatic control and not dedicated units for these spaces.

A. Duplicates Question #11 Above

62 Reference C.1, Exterior Yards. Areas are required for "outdoor activities and dining". Is there a required exterior space to support the Physcial Therapy suite?

A. Duplicates Question #12 Above

63 Reference Appendix D.1, please clarify that “The Facility Guidelines Institute (FGI) - Guidelines for Design and Construction of Health Care Facilities" equates to “The Facility Guidelines Institute (FGI) -Guidelines for Design and Construction of Outpatient Facilities, 2018 edition” including Part 3 Ventilation of Outpatient Facilities which incorporates ANSI/ASHRAE/ASHE Standard 170-2017 Ventilation of Health Care Facilities by reference.

A. Duplicates Question #13 Above

64 Are there any other medical gases for dental use? (i.e Oxygen or Nitrous)

A. Duplicates Question #14 Above

65 Will pharmacy require specialized systems? (i.e. D.I. or R.O. Water or Pneumatic Tubes)

A. Duplicates Question #15 Above

66 Are there special requirements for legionella mitigations?

A. Duplicates Question #16 Above

67 Reference C.1 Agency Specific Requirements for Back up Power. The provision notes that a natural gas generator is required. Is a diesel generator acceptable in lieu of natural gas?

A. The VA requirement is for a natural gas generator.

68 Reference C.1 Agency Specific Requirements for Back up Power. The provision notes 'Permanent Generator (natural gas, 96 hours)'. Is the provision requiring that 96 hours of fuel be provided on site or is a natural gas utility connection to the generator acceptable?

A. Provide on-site storage of an appropriate fuel source for the noted duration.

69 Reference C.1 Agency Specific Requirements for Ununterupted Power Supply. The provision notes 2 hour run time for the UPS to support selected utilities. Please confirm that this UPS will not be required to support other low voltage / communications systems.

A. Refer to Appendix for intended operation of the UPS. DoR shall work with the VA to determine other items requiring UPS in accordance with VA criteria

70 RLP 3.02(A) states, "Offers must remain open…...until 90 calendar days following award date." RLP 3.02(A) also states, VA currently anticipates award on or before Summer 2021."

Is it the VA's conclusion for this reference that Summer 2021 begins on June 20, 2021, 90 days from the beginning of Summer 2021 is September 18,2021, and offers must remain open until September 18, 2021?

A. The 90 days referenced pertains to the date the lease is fully executed and awarded.

71 RLP 3.06(D) states that evidence of ownership or control of a building or site may include an option to purchase or a sales contract. If an offeror has an option to purchase or sales contract agreement for a building or site which the transaction for said agreement has not been closed or completed, must the option to purchase or sales contract also remain valid until 90 days from the beginning of Summer 2021?

A. The option to purchase or a sales contract must remain valid 90 days after the lease is fully executed and awarded. However, the VA and the Awardee may execute an extension to extend the term.

72 Will VA make a clear determination if the TI’s will be paid lump sum or amortized? The RLP is ambiguous in RLP Sections 1.08, 3.03 and 3.07.

The decision on whether VA elects to pay the TI’s lump sum or amortized impacts how WSSA prices our lease rate and puts the offeror in an uncertain situation not knowing which method VA will choose. To add when WSSA is securing the financing commitments needed for the proposal lending institutions need to know how the TI reimbursement will be paid.

A. The VA will make that decision as soon as practicable.

73 Will VA consider extending the RLP due date 1 week to mirror the postponed pre-bid call and corresponding Q&A? On other VA RLP solicitations during COVID WSSA has noted VA usually allows for 8-9 weeks instead of the typical 6-7 weeks. We feel spending the extra time prior to initial proposal mitigates the need for further clarifications and a 2nd round for revised proposals.

A. The Lease Contracting Officer at their discretion may choose to extend the due date.

74 The question below stems from the following RLP language:R100 1.04.F: Offered space will not be considered if located in close proximity to property with incompatible uses, including but not limited to the following uses: ……. overhead powerlinesNew Jersey and the Brick area in general has an abundance of overhead power lines, especially the main thoroughfares.If there are overhead power lines located on the site is it a non-starter to submit an offer? Will VA exclude any offeror’s site which has overhead powerlines, or can this be mitigated through building/parking setbacks? Will VA consider amending the RLP to allow overhead powerlines?

A. This question mirrors a previous question. The VA intends to perform an on-site inspection when VA travel restrictions are lifted. The VA will continue to monitor travel restrictions set by CDC and New Jersey.

75 I hereby request a 2 to 3 week extension and note below as significant reasons for such:

The timing / requirement to submit the Phase I ESA and Cultural Resources Studies with the Phase 1 Submission

• The impact of Covid in slowing down various modes of completing tasks required

• The postponed / rescheduled Pre-Proposal Meeting set us back a week.

• We have experienced similar due date extensions on other VA submissions during this Covid related time frame

76 A. The Lease Contracting Officer has received extension requests from interested parties and will consider an RLP extension.

76 Per the RLP Section 3.05 ( Excerpt Below), could you please send me a copy of the 2016 Brick Prospectus referenced therein. I did not see a copy attached with the other RLP documents.

3.05 PROSPECTUS LEASE (OCT 2016)

A. This RLP is subject to an approved Prospectus issued in accordance with 40 USC § 3307 and 38 USC § 8104. The Government will only award a lease pursuant to this RLP if the offered rental rate does not exceed rent limitation set forth in the Prospectus. If a copy of the prospectus is not attached to the RLP, a copy may be obtained from the LCO upon request.

A. A copy of the Prospectus is not made part of the RLP solicitation package. The VA directs all bidders to use public domain to locate the VA Prospectus for Choice 1.0 leases. Offered rates should not be depdendant on the VA Prospectus. Pricing should be determined using current market rates and other available resources.