2022 IMT Contract RFI Questions with answers.docx

Contractor Questions and Answers

1. Please provide a detailed fire alarm and sprinkler device inventory broken down by type and quantity (e.g. Pull stations = 400, Smoke detectors = 600, Risers = 30, etc.) \

Please see Attachments with devices totals

2. Historically, this contract has been a full service contract where repairs are free of charge to the VA, though the PWS does not specifically state this. Repairs are mentioned in the PWS but it is not clearly indicated if those are to be paid separately as needed or if the are to be done at no additional cost. Please clarify.

A Full-service contract is required for the VACTHS

3. Repairs at no additional cost are exceptionally more expensive for the customer. We recommend either 1) adding a Repair CLIN or 2) requiring the contractor to provide a fixed bucket of repairs (e.g., $60,000 per year) so the VA only pay for what it actually needs. Is the VA open to such a cost saving approach?

VACTHS wants a Full-service contract with fire alarm repairs at no cost and sprinkler repairs (including fire pump and sprinkler lines) as a line item per quarter not to exceed 6,500 a quarter. Each quote for repair must be approved by CO.

4. Please provide historical annual dollar cost of repair for the last 3 years so bidders can determine cost of the ‘full service’ plan if this is desired.

5. What is the average number of 1) Service Calls (1.2.3.2) and 2) Emergency Service Calls (1.2.3.3) per month or per year?

7 to 8 service calls are generally the average and Emergency 2 to 5 calls average both totals are per month

6. Is the Sprinkler 5 year internal inspection, 6 year fire/smoke damper inspections, or annual fire door inspection included in this contract or will these be solicitated separately?

5-year internals are included in the bid table please refer to that for what is being requested.

Smoke damper inspections and fire door annual inspection are conducted by VA in house personnel no additional contract mod or cost will be necessary

7. Is the Building Reports barcode system currently in use at these sites?

The current report format is organized by Joint Commission Elements of Performance (EP’s)

That is how the VACTHS will maintain them going forward.

8. Provide a detailed device inventory (type and quantity) for each location.

Please see Attachments with devices totals

9. Is the intent to have all of the repairs quoted for this 5 year contract? The previous contract had all fire alarm labor and materials covered except for sprinkler repairs.

Yes and that is the desire of this contract bid to have all 5 years bid with fire alarm repairs covered at no cost and sprinkler repairs as a line item

Repair Parts and Labor for items not covered under this contract. This is a NTE (not to exceed) line item. Any identified repairs shall be quoted and if approved a Contract Modification shall be issued. Labor Rate per hour:

Normal Business Hours: $ Nights and Weekends: $ Holiday: $ Material Mark up Percentage:

NTE amount $6,500 / quarter or $26,000 / year

1. Can the audio/visuals be tested during normal hours? If there are areas that need audio/visual to be tested after hours please indicate which areas?

Audio Visual testing in Bldg.1 and 2 all areas shall be accomplished on Saturday or Sunday to minimize impact to the VACTHS operations. All other bldgs. Can be conducted during normal business.

1. Can the Door Holders be tested during normal hours? If there are areas that need audio/visual to be tested after hours please indicate which areas?

Door holders can be tested during normal business hours in all areas and bldgs. Audio Visual testing in Bldg.1 and 2 all areas shall be accomplished on Saturday or Sunday to minimize impact to the VACTHS operations. All other bldgs. Can be conducted during normal business.

1. Can the elevator recall/shunt trip tested during normal hours? If not please indicate when they can be tested.

All elevator recall/shunt testing in all bldgs. Again will take place on Saturdays or Sunday’s based on elevator contractor availability. to minimize impact to the VACTHS operations.

1. Will the VA coordinate with the VA elevator contractor to perform the Elevator Reset for the Elevator Recall/Shunt Trip Testing?

Yes all elevator resets will be performed by the elevator contractor or VACTHS Electronic shop personnel.

1. Are there specific areas that will need to be tested after hours such as PTSD, OR, Cath Lab, etc...? Can you please list those areas and when they are typically available for testing?

The OR currently is the only area were coordination and afterhours work is primarily conducted due to OR scheduling. Other areas may arise but in the past we have been able to work around the schedule during normal business hours. All after hours work will be on a the needs of the VACTHS.

1. Will VA Staff ensure AHU's restart after the duct detector has been tested and reset to normal condition? Are there any specific duct detectors that will need to be tested after hours?

VACTHS HVAC Shop will escort and assist in the testing of all duct detectors to ensure proper reset and operation of all equipment. The OR AHU duct Detectors are tested on the Saturday or Sunday on which the testing of Audio/Visual device occur in Bldgs. 1 and 2.

1. Are the area of rescue stations a pull station or switch?

Pull stations please see attachment for total number

1. How many door holders are there to be tested?

Please see attachment for quantity

1. How many smoke dampers are there to be tested? Please confirm if the smoke dampers are to have an NFPA 72 or NFPA 80 inspection?

VACTHS performs smoke damper testing in house by FMS Personnel.

1. How many CO detectors are there to be tested?

NO CO Detectors will be maintained under this contract this contract is to cover Fire Alarm systems, Sprinkler systems, Fire Suppression systems, and fire extinguisher inspection.

1. When the fire alarm system is needing repair from broken equipment will that service be paid using a separate PO?

VACTHS wants a Full-service contract with fire alarm repairs at no cost and sprinkler repairs (including fire pump and sprinkler lines) as a line item per quarter not to exceed 6,500 a quarter. Each quote for repair must be approved by CO.

1. Will items found deficient/faulty during an inspection be repaired by a separate PO?

VACTHS wants a Full-service contract with fire alarm repairs at no cost and sprinkler repairs (including fire pump and sprinkler lines) as a line item per quarter not to exceed 6,500 a quarter. Each quote for repair must be approved by CO.

1. Exactly what areas are required to be tested after hours?

Audio Visual testing in Bldg.1 and 2 all areas shall be accomplished on Saturday or Sunday to minimize impact to the VACTHS operations. All other bldgs. Can be conducted during normal business.

1. Are there any current fire alarm equipment that has failed inspections or current trouble/supervisory conditions listed on fire alarm panels?

Yes, many of them are conditions caused by construction or have parts on order. All other are planned to be cleared by the end of the current contract.

1. IS the fire pump in satisfactory condition? What is the GPM?Electric or Diesel?

The fire pump is in satisfactory condition. Its 1500 gpm and is Electric.

1. How will emergency service calls be billed? Is there a separate line item?

VACTHS wants a Full-service contract with fire alarm repairs at no cost and sprinkler repairs (including fire pump and sprinkler lines) as a line item per quarter not to exceed 6,500 a quarter. Each quote for repair must be approved by CO.