RFI Questions and Answers for Project.pdf

RFI Questions and Answers for Project#561A4-26-503 Replacement Coils for Bldgs. 4, 53, 54, 57, 135, 143

1. The Contract documents indicate that replacement coils are to be OEM. As a point of clarification, it is our understanding that the replacement coils will be furnished by established mainstream coil manufactures who currently manufacture, replace, and field-measure coils for Lyons VA facility. These manufacturers’ Products meet the required performance and dimensional specifications. Please confirm whether coils provided by such qualified manufacturers are acceptable in Lieu of OEM coils.

Provided they meet or exceed the specified requirements, they are compatible with the existing equipment and are subject to Contracting Officer approval. Yes as long as they meet the required performance and dimensional specifications

2. The SOW states: All existing coils must be returned to HVAC supervisor. How will this process take place? Are we the contractor to cut and drop the coil next to each AHU? Please advise. Deliver to chiller plant and coordinate with the AC shop supervisor.

3. Bldg. 143 has obstruction preventing coil pull, please advise on removal? This is for the contractor to figure out

4. Are there as-built and or drawings for this project? No

5. There are a few pre-existing leaks on these units we looked at today, are we to take photos of everything before and after to ensure we are not responsible for these leaks? Yes

6. A few of these units that get the coils replaced do not have isolation valves. Will the government drain these systems and fill them? The VA will drain and refill

7. Will the government be venting all of the air out of the system too? Yes

8. We are asked in SOW to have a 3rd party balance for the systems; can we please have a scope for the balancing firm to follow? Attached below.

9. There has been a presence of asbestos on a few areas we saw at today’s walk through, how will this be addressed? Unaware of any asbestos, would need a walk through with whom believes there is asbestos

10. Will the SOW require us to use Dielelectric fittings? Yes

11. Can we please get clarification on the following:

(A.) Are any of the new coils being supplied by the government? No

(B.) Are there any fittings or insulation being supplied by the government? No

(C.) Will there be an insulation specification for thickness of material, will jacketing be required, will there be an allowance of insulation and material to be replaced on each coil, so the bidding process is fair to all contractors. Yes, for thickness.

insulation must be wrapped, assume 2 inch closed-cell or fiberglass insulation (with vapor barrier on cold lines) on the coil connection piping and match the thickness already used on the existing AHU chilled- and hot-water mains.

(D.) Can we please have a correct count of Steam, Hot Water and Chilled Water coiled to be replaced and can this correlate into each bldg. No, it was the reason for the Contractor site visit.

(E.) Are there photos and or as-builts of the coils and units being changed out?

No

(F.) Can the government provide a chart of what material each new coil would be, copper, steel etc.? No, it was the reason for the Contractor site visit.

13. Can the VA confirm that all replacement coils required to be contractor-furnished must be OEM-only, or will VA approve equal coils that meet OEM performance specifications?

Answered in question #1

14. Please confirm a final, consolidated list identifying which coils are: VA-furnished(already on site or to be delivered by VA), and/or what is to be contractor furnished? Answered in question #11-A

15. Will the VA be able to provide detailed coil schedules (dimensions, rows, fins per inch, materials, connection sizes, pressure ratings) for all units listed, or is contractor expected to field-verify all dimensions? Contractor is expected to field-verify all dimensions

16. If removal of existing coils reveals deteriorated piping, valves, insulation, or supports beyond the immediate coil connections, should this be treated as a change order under FAR 52.243-4? No, contractor should document existing condition before any work and send RFI for any concern.

17. Are there maximum allowable downtime windows for each AHU due to patient care or mission-critical operations? 12 Hours is the allowable downtime and if more time is needed, contractor to coordinate with COR and the service 3 days in advance, all depending on the time of year and each building use.

18. Can multiple buildings or AHUs be worked on concurrently, or does VA require sequential/phased execution? Yes, multiple buildings if coordinated with the VA.

19. Please identify any AHUs located above ceilings or in patient-adjacent areas that require after-hours access or infection control barriers beyond standard ICRA measures.

After hours/weekend work might be required for some AHU’s, and it will be specially likely for Building 54 dining room on 2nd floor.

20. Please confirm:o Required test pressures for chilled water and steam coil so Hold durationsoAcceptance standards (zero leakage vs allowable loss) As per manufactures direction with zero leaks.

21. Will VA HVAC staff perform final system balancing, or is TAB included in contractor scope? Third party balancing

22. Please confirm typical approval lead time for hot work permits and whether a VA fire watch is required (and if so, whether provided by VA or contractor). 1 hour, fire department will inspect area, VA does not provide a fire watch

23. Will VA provide the ICRA classification for each work area, or is the contractor responsible for developing and submitting ICRA plans for approval? Contractor is responsible for ICRA and will be approved by SAFETY

24. If a temporary bypass or temporary cooling/heating solution is required during coil replacement, should this be included in base bid or treated as a change? No

25. If drawings are not available, please confirm that contractors are expected to rely on field verification only, and that discrepancies discovered during installation will be addressed as changes in accordance with FAR 52.243-4. Accurate Contractor field verification is required, and VA is not responsible for any discrepancies discovered during installation.

26. With the winter weather that recently impacted the area at the Lyons Campus, please confirm whether the VA anticipates scheduling an additional site walk? No

SOW for the TAB firm following AHU coil replacement.

General Note: TAB reports for all AHU’s have to be delivered to COR before commencing any new work.

1. Pre-Installation / Pre-TAB (Before New Coils)

1. Document existing conditions o Perform a limited pre-work TAB on the affected AHUs (total supply/return/OA and a sampling of key terminals and critical rooms) to document baseline airflows, pressures, and coil temperature performance. TAB REPORT TO BE

SENT FROM THIRD PARTY TO COR AS SOON AS IT IS GENERATED.

o Record existing space pressurization and ventilation for critical healthcare areas (ORs, ICUs, isolation rooms, pharmacies, labs) per VA 23 05 93 and applicable healthcare ventilation criteria.

2. Readiness verification for coil work o Review site condition and flag any issues that could impact successful re-balancing after coil replacement.

o Verify that test ports, access doors, and key balancing devices are present or planned so accurate post-installation TAB can be performed.

3. Coordination and planning o Coordinate test windows, shutdowns, and access with the VA COR, Facilities, and Infection Control to limit impact on patient care and maintain required isolation/pressurization during coil change phases.

2. Post-Installation TAB (After New Coils)

1. Post-installation verification o Confirm new coils, piping, valves, and insulation are fully installed, leak-free, and accessible; confirm filters, access panels, and ductwork are complete and sealed.

o Verify controls and safety devices (freezestats, low-temp cutouts, smoke detectors) function and allow the AHU to operate in all required modes.

2. AHU performance check o Measure and record total supply, return, outdoor, and exhaust airflows for each affected AHU and compare to pre-work values.

o Record entering/leaving air and water temperatures across new coils to confirm expected ΔT.

3. System air balancing o Balance supply/return/exhaust mains, branches, and terminal devices to

VA-specified tolerances, proportionally adjusting dampers and fan speeds as allowed.

o Verify that all critical spaces meet required airflow, air changes per hour, and pressure relationships (positive/negative) to support infection control.

4. Comparison to baseline and documentation o Compare post-installation TAB results to pre-installation baseline and design values, highlighting any improvements, variances, or residual limitations.

o Provide a concise TAB report (per VA 23 05 93) summarizing before/after conditions, key AHU and room data, deficiencies, and any recommended corrective actions.