SPS Mod Construction - RFIs rev1.docx
DOCX document 2 MB Posted
- Solicitation number
- 36C24225B0007
About this file
This is a Request for Information (RFI) response document for the SPS Mod Construction Project (36C24225CB0007) at the Buffalo VA Medical Center. The document contains detailed questions and answers regarding technical specifications, requirements, and clarifications for the construction project.
Key details include: the project duration is not to exceed 15 calendar months from Notice to Proceed, with estimated phase durations totaling 13.5 months. The work involves installation of a mobile Sterile Processing Department (SPD) unit with specific requirements including 2 sonic irrigators, 2 washer/disinfectors, 2 steam sterilizers, three-bay decontamination sink, 4 prep-n-pack stations, and low-temperature sterilization system. The mobile unit lease period is estimated at 8 months. The project requires separate Safety and Health Officer (SSHO) from the Superintendent role, though the Superintendent can serve as QC Manager if qualified. Construction must accommodate hospital operations, with restrictions on elevator usage, fire protection system downtime, and noise limitations around operating rooms. Specific requirements are provided for excavation work, utility modifications, sprinkler systems, and various technical installations. The project includes seismic requirements for HVAC systems under Site Class C.
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| Project Name: | SPS Mod Construction | |
| Project Number: | 528-17-s38 | |
| Project Solicitation: | 36C24225CB0007 |
Responses to RFIs (Request for information)
Q. M502 detail 8 Preheat Coil Connection Detail shows a balance valve after the inline pump, and a second balance valve on the return side of the preheat coil. The second balance valve is redundant. Can the second coil on return side of preheat coil be removed from scope?
A. Balancing devices as indicated in Detail 8 / M502 are required. Quote as indicated and AE review will follow up on this RFI during project.
Q. Detail 9 M501 In-Line Pump Connection Detail shows flexible connectors on both sides of inline pumps. Detail 8 M502 preheat coil connection detail does not show flexible connectors at the in-line pumps. Please confirm if flex connectors at pumps are required?
A. Confirmed. The In-Line Pump Connection Detail is specific to pump information and installation, which requires flexible connections. Further clarification: Detail #9 / M502 represents requirements for new pump installations; provide as indicated for all new pumps. (E) Pump-A and (E) Pump-B (RE: 1-MH-403) are existing pumps intended for reuse that are currently installed without flexible connectors. Addition of flexible connectors to (E) Pump A/B not intended.
Q. Is there a set Period of Performance for the project? There is a phasing plan with durations in the solicitation, and section 5.2 of the SOW has a longer duration of 15 months. Please advise on project duration.
A. SOW Section 5.2 states “shall not exceed 15 calendar months” which would be from Notice to Proceed, NTP, to the closure of all Final Punchlist items. The estimated phase durations total 13.5 months and are provided for understanding the expected progression timeline. The 1.5 months of unaccounted for time is an additional allowance for completion.
Q. Can you provide a Sterile Processing Trailer specification?
A. The bid can propose any vendor for the mobile SPS unit (Steris, MMIC, Getinge, Odulair). The VA used STERIS as the basis of design. The deployment guide and facility requirements are included as attachments for reference. The requirements for the trailer are:
The leasing, delivery, installation, and removal of a mobile SPD unit shall be part of the contractor’s scope of work.
· Confirm reservation of a mobile unit for arrival per construction schedule
· Confirm the mobile unit provides the following equipment: 2 sonic irrigators, 2 Washer/Disinfectors, 2 Steam Sterilizers, a three-bay decontamination sink, at least 4 prep-n-pack stations, and a low temperature sterilization system
· Using VA generated engineering drawings (basis of design STERIS mobile unit) complete site preparations, external utility connections, and VA security requirements
· Confirm site review and assessment with unit provider
· Confirm unit provider accomplishes commissioning, staff training, workflow assessment, continuous operation services, and decommissioning
· Provide VA with initial condition photos, copy of contract terms & conditions, and emergency service contact information.
Leasing period from delivery to removal is estimated at 8 months.
Q. Specification states that the SSHO has to be a separate qualified individual from the Superintendent and Quality Control Manager. Please confirm this individual needs to a separate individual.
A. Their will be a separate individual designated as the SSHO performing the duties and having the qualifications as detailed in section 1.6. of safety specification 01 35 26.
| Q. | Can the Superintendent and QC Manager be a shared role? Or will these positions need to be individual personnel? |
| A. | The role of QC manager does not have to be a separate individual if the Superintendent is qualified to conduct the needed inspections and completed work reviews. VA has contracted a commissioning agent, and the QC manager will need to work with them and AE firm for quality completion of work. |
Q. Is it possible to get an extension because our subs are still working on the estimate and haven’t had time to ask questions because of the size of the project.
A. An amendment to the proposal to has been issued.
Q. Are the contractors allowed to use elevators for material logistics?
A. Yes, however, construction use of elevators is restricted to the Service Side elevators only. Priority for use of all elevators, service side included, is given to patients first followed by hospital staff. All material logistics, shipping splits, etc. shall be coordinated with maximum elevator dimensions and service weights. Covered bins must be used to remove waste materials.
Q. Asbestos Abatement 1-HA-104 notes AA-7 in multiple locations but don’t see any key notes for AA-7
A. On drawing 1-HA-104 note AA-7 is mislabeled as note AA-8. Use note AA-8.
Q. Is there a designated area for a dumpster(s)?
A. The anticipated area for dumpsters is the east side of the building in close proximity to the loading dock. However, the final location will be determined by VA COR as part of premobilization efforts.
Q. What are the minimum requirements for the “9’x8’ connecting vestibule room” on drawing VA-CI-103?
A. The vestibule room and ramp are design-build by the contractor. The purpose of the room is to limit access to the trailer and allow emergency egress from the building. Refer to general note 6 for inclement weather use below 50 F. See further answers on walkway.
Q. Will there be a complete set of specs available? Missing divisions #3, #31, #32, & #33.
A. In the absence of modified specifications, the relevant base specification shall be followed. The unmodified base specifications will be those currently published on http://www.cfm.va.gov/til/index.asp. VA design guide for SPS areas will have limits on acceptable options.
Q. Please clarify what utilities are being removed back to the panel or 6” above ground
A. Question is broad and is missing necessary context to provide an adequate response. It is unclear if this question is specific to an area or location. Several utilities are modified (examples HVAC and Sprinkler) with no need to remove to source. It is expected that electrical conduits, water piping, and other abandoned utilities would be demolished within construction areas back to source. Demobilization of external mobile units also has removals of connections.
Q. Does the prime have to provide a temporary work trailer, if so, where would that be located.
A. The contractor does NOT “have to provide a temporary work trailer”. Space on site is limited, so a desired trailer space would need to be determined with the contractor awarded the contract. A limited office space can be determined when wing-3C is not available before and after mobile unit is in use.
Q. Has there been soil testing on existing soils to be excavated?
A. Soils in the subbasement have been tested on two separate projects. There are elevated levels of pesticides in the surface layer. Testing should be done for this project to ensure protection of workers.
Q. Is there a staging area where excavated materials can stay on site, if so, where?
A. See drawing VA-CD-101 key note 11 for mobile unit area for soil staging and regrading. Excavations from the sub-basement are to be removed from site through A-wing barndoor access.
Q. What is the depth of excavation for the coring of the utilities at the face of the sub-basement wall.
A. The depth below surface is estimated from the photos below done 40’ North alone the same foundation. Approximately 3’ to be clear of the encased beam for coring (scanning to confirm) and 4’ to run under the foundation.
Q. What are the minimum requirements for the “6’ wide walkway” on drawing VA-CI-103?
A. The vestibule room and ramp are design-build by the contractor. Concrete pad floor in vestibule room and in walkway before ramp. The walkway is proposed to be enclosed construction with elevated floor description in key note 7. Refer to general note 6 for inclement weather use below 50 F.
| Q. | FP general note #2 – states that this area can only be takin offline on the weekends. Is this still true and does this mean all FP work will need to be completed on weekends only? |
| A. | Weekday work can be done. FP can be taken offline for a single 8-hour active work shift at any time (weekdays or weekends). Longer than 8-hour shift requires a fireguard present until back online. See fire guard response. |
Q. Drilling hangers – Can this work be done during normal hours? Are there time restrictions when noise will be acceptable?
A. The answer is dependent on the location/room. The operating rooms in wing-2C are directly below the sterile processing room and sterile storage rooms. Extended noise for wall or floor demolition in these areas would need to be done after the last scheduled surgery around 3pm. Offices and locker rooms are below the main effort in decontamination room. Wing-4C above is nuclear medicine having treatment areas out in the legs also relating to ceiling hangers.
| Q. | Who is responsible for providing a fire watch and fire extinguishers for this project? Please send hospital policy for fire watch. |
| A. | Fire extinguishers are required in non-sprinklered areas at all times for possible fire in construction areas (inside and outside). Hot work requires an extinguisher supplied by contractor Fire watch is related to times the fire protection system is inactive for more than an 8-hour shift. Below are the relevant ILSM sections for fire watch. |
| Q. | Is there a RCP that shows areas of hard lid ceilings and grid ceilings? RCP we’ve found only shows a small section of ceilings. |
| A. | Attaching access hatch map from duct cleaning in 2022 showing hard, tile and open ceiling areas as well as access hatches added for duct cleaning. |
| Q. | Will this area be completely separated during construction? Meaning the area of work is |
accessible for the duration of this project?
| A. | After the mobile trailer is in use by VA staff (phase C-H) almost all of wing-3C will be separated for construction. Refer to barrier locations on 1-HA-104 and GI-005. |
| Q. | How big are the elevators (L x W x H) and what is the working load for one car? Will there be access to a freight elevator for this project? |
| A. | The two larger elevators are 89” deep x 78” wide x 86” height. The door opening is 56” wide x 84” height. Weight capacity is 5000 lbs. There is a freight elevator in building 6 from basement to sub-basement only used for dirty transports. These limitations are relevant to the previous elevator question. |
| Q. | On the demo plans, there is an area of sprinkler pipe in the “dirty” area that is calling for sprinkler pipe and heads to be removed for construction. It appears from the drawings that removing these lines will knock out sprinkler coverage to the north and east wings. Would this be a correct assumption? Advise if leaving areas OOS is okay for this project. |
| A. | The area will not be OOS for more than an 8-hour shift at a time. There are two options both of which need to be mindful of utility runs and HVAC ductwork. |
Option one is to leave the sprinkler system in place during demolition and turn the piping upward with overhead sprinkler heads throughout construction (one shutdown to modify old and one to change over to new). This has been the process seen in previous projects.
Option two is to prioritize the new sprinkler system with overhead sprinkler heads, switch over early in construction (one shutdown), and turn piping down for ceiling heads just prior to hard ceiling installation (second shutdown).
| Q. | When is the estimated start to this project? Are hard deadlines in place? |
| A. | Start of the project is expected this spring, as the submittal process will take 1-2 months and weather is a concern with some of the first work occurring outside. Trailer preparation and delivery confirmations will be a hard deadline for the reservation of the mobile unit (contractor controlled). This coordination will be high priority to confirm mobile unit dates. |
| Q. | If sprinkler piping is reported incorrectly on the drawings and pipe sizing needs to be sized differently are change orders acceptable on this project? |
| A. | The project shall be code compliant. If calculations require larger pipe sizing, then undersized sections would need replacement. This would be a change order to current scope. |
Where necessary, changes will be addressed in accordance with FAR, VAAR, and other applicable guidelines. It is the contractor’s responsibility to notify the VA of field variances, conflicts, unforeseen conditions, etc. in accordance with requirements defined within contract documents.
Q. Are drawings, PS stamp and hydraulics required for this project?
A. The fire protection system will require the submittals as defined in submittal section 1.4 of 21 13 13 specification “signed by a NICET Level III or Level IV Sprinkler Technician or stamped by a Registered Professional Engineer licensed in the field of Fire Protection Engineering.”
| Q. | Will existing sprinkler lines take priority over new mechanicals? Meaning if the existing sprinkler lines are in place but HVAC needs to be run in that area will HVAC find a new route or is sprinkler required to change? |
| A. | Large ductwork and sloped piping have priority over sprinkler lines. |
Q. Division 26 – 283100 Fire Detection & Alarm:
We are tying into an existing system. Can you please confirm what fire alarm system (manufacturer) is existing? Is there a maintenance contractor for the fire alarm system? If so, please advise contact information.
A. Johnson Controls is the current system and contractor for VA electrical shop for for the Buffalo VA fire alarm system. Coordinate with VA COR for appropriate points of contact post-bid.
Q. Division 26 – Heat Trace On DWG: VA-E-101 Note 11 & 12, new heat trace is shown. There were no specifications provided. Can the VA provide specs for the heat trace?
A. Reference 22 05 33 the unmodified base specification currently published on http://www.cfm.va.gov/til/index.asp attached for easy reference. Recent products used were Chromalox control units, splices, and sensors.
Q. Division 31 – Excavation There are Civil Drawings included with the Solicitation, but no Excavation Specifications. Can the VA provide specs for the excavation?
A. Reference 31 20 11 the unmodified base specification currently published on http://www.cfm.va.gov/til/index.asp attached for easy reference.
Q. Pre-Bid Walkthrough Can the pre-bid sign-in sheet be provided?
A. Sign in sheet has been provided as an amendment to the solicitation.
Q. Please specify the Anti Microbial coating requirements/products that are acceptable for after the ductwork cleaning is performed.
A. Accepted products from 2022 cleaning were PRORESTORE, Microban Germicidal Cleaner and Specialty Construction Brands, FOSTER 40-20. NADCA recommendations accepted. Also, reference:
Q. Will the Telecom phone be reused seen in the decontamination room?
A. The 4 telecom phones in decontam, prep, storage, and office are part of the scope for demolition. This includes all wiring, conduit, and power connections removed back to source. Patch walls to blend with surrounding walls.
| Q. | What testing is required for the Mobile Trailer utility attachments? |
| A. | Depending on the vendor there will be specific requirements. For the basis of design, STERIS, reference their facility requirements and VA-CI-101 key note 4 for VA/contractor allied testing with VA corrections scope. |
| Q. | VA supplied equipment installation by vendor or contractor? |
| A. | Where applicable VA will include any vendor installation services in the purchase of VA supplied equipment. Purchases are actively being processed for deliveries for “rough wall construction” items in July 2025 and after “finishing phase” for November 2025. The deliveries dates will be confirmed prior to requiring contractor construction schedule (draft schedule due before the Kick-off Meeting per SOW section 3.2.1). |
Q. . I have an electrician asking for “scaled trailer drawings”. It appears that the drawings sent out for bid do not indicate a scale.
A. The drawing scale is located at the bottom left of the drawings. An attachment of the ACAD file used by VA as part of RFI response.
Q. Spec Section 08 71 00 Door Hardware does not specify any specific hardware sets or approved manufactures. Please advise the type of hardware for each opening and what manufacturers will be accepted by the VA.
A. Buffalo VAMC has standard finishes and attaching this list current to 2025. Door hardware can be found on the Carp. Tab of the spreadsheet.
Q. Specification Section 23 05 11 Common Work Results for HVAC (page 5, Section 1.2, Item J) references Section 135141 Seismic Restraint Requirements for Non-Structural Components, and structural drawings reference category C, factor 1.5 which would require Seismic restraint of HVAC items. Section 135141 was missing, is it possible this could be provided in the RFI response ? It would be prudent have these details, as this is a significant portion and requirement of the HVAC contract.
A. The correct specification number is 130541 Seismic Restraint Requirements for Non-Structural Components and is available on the TIL https://www.cfm.va.gov/TIL/spec.asp . VA shall address the missing specification with the AE firm for complete details and is not available for the RFI response. Both the official seismic Site Class is C and the official Site Risk issued in 2023 shown in the table below are confirmed. The new potions of the HVAC systems should include pricing for these seismic requirements.
| Q. | specification table of contents page would be extremely helpful in referencing the sections |
| A. | see attached |
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