526CSI137 RFI Response Summary Memo.pdf

VA FORM 2105 Automated

Department of Veterans Affairs Memorandum

Date: Tuesday, January 28, 2025

From: Richard Cox; Contracting Officer’s Representative (Chairperson).

Subj: Review/Request For Information/526-CSI-137; Site Support for True Beam Linear Accelerator

To: Contracting Officer (NCO 2)

Thru: Amir Elgabari, Chief Projects and Planning; Engineering

Please be advised that the following RFI responses have been reviewed by our office relative to the contract documents:

Reference Question Response Recommendation

(D) AS-101/Bid

Pricing Sheet page 52

Bid pricing sheet on page 52 of solicitation states there are no bid alternates for this solicitation.

Whereas drawing

AS‐101 states Deduct

Alternate 1. Please clarify if there is any alternate work and provide a proper description of alternate, also revise the bid pricing sheet accordingly.

Drawing A‐101 shows area of work for

Deduct Alternate 1, Detail 1 and Detail 2, for removal and installation of solid surface countertop.

VA to revise bid pricing sheet.

Solicitation page no.6 Solicitation page no.6 states contractor must provide a phasing plan. Please advise if there is any phasing involved for this project?

See Drawing GI‐002.

Phasing and Schedule shall be prepared by contractor and shall be submitted to, coordinated with and approved by VA.

None

(D) GI-002 Please advise all the noisy and dusty work of trenching in concrete slab for the electrical conduit can be performed in regular work hours.

Contractor shall contain all dusty work at all times. Use of noise & vibration emitting power tools may be used during the hours of 7:30‐5:00pm, Monday ‐ Friday, within noise & vibration limits specified by the VA.

Permission must be requested at least 72 hours in advance & approval authorized before use of any such equipment.

VA COR or Safety

Officer can stop the use of noise & vibration emitting power tools at any time if the noise & vibration impacts any hospital function. If this occurs, work must be performed off hours, by use of hand tools or at an alternate time as approved by VA COR or Safety Officer.

None

(D) AS‐201 Drawing AS‐201 general note # 1 states flooring in control rooms 104, 106 and equipment closet

103 to be removed and replaced after normal business hours or weekends. Does all the project work have to be done after regular work hours?

Access to rooms 104, 106 and 103 will be off hours as to not interfere with normal business operation for active LINAC area not in scope. All other areas may be done during normal business hours or as in approved, supplied Contractor

Schedule and in coordination with finished floor seaming plan.

Contractors should reference staging and phasing note 3, Drawing GI‐002.

Estimate should include “off hour” work.

(D) AS-701 [Casework Detail]

Is there a preference to use glass in lieu of plastic?

The VA prefers plastic in lieu of glass.

(D) AS-702 Should the Millwork be sloped for infectious control?

Linac Accessory

Storage Millwork can have a sloped millwork top added.

All other millwork goes to ceiling with trim piece above.

Bidders should recognize comment for clarity

(D) AS-801 Room Closet 103 is not mentioned in the room finished schedule

The equipment closet is scheduled to have new floors only as noted on drawing

AS‐201.

Bidders should recognize comment for clarity.

(D) ES-101 Should all electrical panels (i.e. face covers, etc.) to be replaced for aesthetics. Also, is it specified anywhere on how many receptacles are on each circuit?

Electrical panels are located in the mechanical space above the LINAC room, which is not occupied by patients or medical staff.

However we believe that replacing the panel covers would add architectural/aesthetic value.

ES‐001 General Note

45 states that no more than 6 receptacles may be on any one circuit, in accordance with VA electrical design manual.

Bidders should include the replacement of the electrical panel covers.

(D) ES-102 Should the emergency button be replaced as part of this project

YES All bidders to include price for the replacement of the emergency buttons

(D) ES-201 Should the ceiling

WIFI device be replaced?

YES

All bidders to include price for replacement of WIFI device.

(D) ES-701 (Although it’s mentioned on other drawings); Should the concrete pad be recognized on this drawing?

NO, It is not the intent of this detail to show all the work associated with the

HVAC

system. Only electrical work is shown.

(D) ES-701 Can we mount the

“disconnect switch” separately from the unit?

Yes. It is acceptable to mount the disconnect switch in accordance with NEC

440.14

None

(D) MH-101 Is there work of DDC controls for HVAC work? If yes then please provide the contact details of

DDC controls vendor/contractor of the project area.

Independent Temp

Control Services

Mechanical contractor

Address: 11719 14th

Rd, College Point, NY 11356

Hours:

(718) 939-8801

VA to distribute information to bidders.

(D) MH-101 Drawing MH‐101 indicates concrete pad for the new ACCU‐1, please provide a detailed section drawing of this concrete pad, is stone bedding required below the pad? Also, what kind of existing surface has to be removed is it concrete or grass?

Concrete pad placement shall be coordinated with VA.

Placement location will be in existing asphalt or concrete location. Pad should be “cast in place” concrete.

Detail shall be submitted for review.

(D) MH-101 Is the manufacturer providing any of the units mentioned on this drawing? Based upon the placement of the supply ducts, can we confirm that proper circulation/coverage.

This contractor is responsible for the wall mounted (AC‐1)

& outdoor condenser

(ACCU‐1) units shown on this drawing and also scheduled on

MH‐001. The LINAC machine is provided & installed by Varian. The placement of the supply grilles can very slightly but final placement must be coordinated with other trades and the available ceiling space. The grille placement indicated is representative to the existing locations.

(D) FX-101 Does the existing fire alarm system need modification? If yes then please provide the contact of existing fire alarm vendor/contractor for the project area.

No work to existing fire alarm system is anticipated.

None

(S) Spec section 01 45

00 para 3.4

Spec section 01 45 00 para 3.4 lists various personnel requirements for CQC organization. Please clarify and advise if contractor has to hire any full time CQC personnel for project supervision.

Full time CQC personnel as listed in specification should be hired by General

Contractor.

(S) 09 05 16

Subsurface

Preparation for Floor

Finishes

There is a spec section

09 05 16 for

Subsurface

Preparation for Floor

Finishes. Based on our previous similar project experience the new equipment manufacturer will require a proper leveled floor with self‐leveling compound throughout the floor area of room

105. Please confirm.

LINAC manufacturer

(Varian) will require a self‐leveling compound as noted in

Section 2.2.

Coordinate with VA and equipment manufacturer

None

(S) 09 63 13 Brick

Flooring

Specification table of content states 09 63

13 Brick Flooring, but there is no spec section. Please identify on drawings where is this work of brick flooring?

Table of Contents should have listed specification 096513

Resilient Base and

Accessories, not

096313 Brick

Flooring. There is no brick flooring in project. See specification

096513 contained in

Project Manual.

10 14 00 Signage There is a spec section

10 14 00 for signage.

Please identify on drawings the location and scope of this work.

Provide temporary signs in area of work.

None

(D) MH-101/PL-

101/ES-101

(Demolition)

Demolition drawings indicates to remove the existing equipment. If this is an existing linear accelerator unit then does it have to removed and disposed of by a specialized company? Or contractor can remove it?

Removal of LINAC equipment shall be by equipment manufacturer

(Varian). All other equipment shall be removed by

General Contractor or

VA as specified.

(D) MH-101/PL-

101/ES-101

Please confirm the new linear accelerator unit will be completely furnish, rigged and install by agency’s separate contractor.

New LINAC equipment will be furnished, rigged and installed by manufacturer

(Varian) in coordination with VA and General

Contractor.

If there are any questions regarding this selection, please feel free to contact me at

718-584-9000 x6195.

Thank you, Richard Cox

Richard Cox