RFI Questions_Repair Tunnel and Crawler Spaces Utilities_VA responses.pdf

VA New York Harbor Healthcare

System Margaret Cochran Corbin- Campus 423 E 23rd Street, New York, NY 10010

REQUEST FOR INFORMATION (RFI) SUBMISSION

Project: Repair Tunnel and Crawler Space Utilities

Project No.: 630-26-800

Solicitation No.: 36C24226B0036

Facility:

Margaret Cochran Corbin VA Medical Center

423 E 23rd Street

New York, NY 10010

RFI 01 – Missing Mechanical Drawings

During review of the contract documents, JetEx Mechanical received Mechanical

Drawings MH-001 through MH-004 only.

However, the drawing index appears to reference additional drawings MH-005 through

MH-011, which were not included in the bid documents received.

Request for Clarification

1. Please confirm whether MH-005 through MH-011 are part of the contract documents.

2. If applicable, please provide the missing drawings.

3. If not applicable, please confirm that MH-001 through MH-004 represent the complete mechanical drawing set for bidding purposes.

Response: Specification 00 01 15 List of Drawings. These drawings provide path/route/risers of existing piping inside the tunnels and crawler space.

RFI 02 – Pipe Insulation Quantities

The scope requires installation of 2” thick mineral wool insulation with PVC fitting covers on steam supply, vacuum return, and condensate piping located in the following areas:

• North Tunnel

• East Tunnel

• West Tunnel

• South Tunnel

• Pipe Crawl Space

• North Linen Chute ceiling area

However, the contract documents do not provide pipe sizes, linear footage, or insulation quantities associated with this work.

1. Will the VA provide estimated linear footage of piping requiring insulation?

Response: See drawings MH-003 and MH004 to estimate, pipes sizes and length listed, risers location identified in these drawings for quantification. Refer to specification 01 00 00 1.3 Statement of Bid.

2. If quantities are not provided, should contractors base their bid on field verification during the site visit? Response: Estimate based on drawings MH-003 and MH004.

3. If additional piping requiring insulation is discovered beyond what can reasonably be verified during the site visit, will this work be addressed through contract modification or change order? Response: If any piping is discover that is

NOT in the drawing, report event to COR/CO.

RFI 03 – Exhaust Fan Replacement Clarification

The scope requires contractors to furnish and install a new exhaust fan assembly with a ¾ HP motor to match the existing fan assembly.

However, the contract documents do not provide the following information:

• Manufacturer:

• Airflow capacity (CFM)

• Static pressure

• Fan schedule

• Approved manufacturer list

1. Should the contractor match the existing fan performance and dimensions based on field verification? Response: Correct upgrade motor to 3/4hp and replace cabinet per statement of work.

2. Will the VA provide equipment specifications or approved manufacturers?

Response: See below pictures

3. Please confirm whether the VFD and motor starter referenced in the electrical scope are intended to control the new exhaust fan installation. Response:

Correct

RFI 04 – Sump Pump Installation Locations

The scope indicates the following:

Furnish and install five (5) submersible sump pumps

However, the concrete section references repair of sump pits at four locations.

1. Please confirm the total number of sump pumps required. Response: 5 sump pumps

2. Please provide the locations for each sump pump installation. Response: South

Tunnel Grid X-01, North Tunnel Grid Y-25

3. Please confirm whether existing sump pits will be reused or if new pits are required. Response: Reuse existing pit.

RFI 05 – Abandoned Utility Demolition Limits

The demolition scope requires removal of abandoned electrical conduits, wiring, and piping within tunnels and crawl spaces.

However, the contract documents do not clearly define the limits of demolition.

1. Should contractors remove all abandoned utilities encountered within the project work areas, or Response: Yes, per statement of work.

2. Is demolition limited only to utilities specifically identified by the VA during field verification or site walkthrough? Response: Refer to specification 01

00 00 1.3 Statement of Bid. For electrical estimate demolition and removal of:

900LF of 4” conduits with associated hangers and junction boxes, 200LF of 2” conduit with associated hangers and junction boxes, 1300LF of 1” conduit with associated hangers and junction boxes. Include demo and removal of 25 EA light fixture 10”x48” and 25 EA wall vapor tight light fixture (marine style).

RFI 06 – Confirmation of Record Drawing Accuracy

The contract documents reference Mechanical Drawings MH-002 and MH-003 dated

April 21, 2010 for piping and riser locations within the tunnels and crawl spaces.

Because these drawings appear to be record drawings from 2010, JetEx Mechanical requests clarification regarding their accuracy relative to existing conditions.

1. Are MH-002 and MH-003 intended to be record/reference drawings only?

Response: The existing condition appears to be in substantial conformance with the general intent. New piping were installed 2024 in which followed these drawings.

2. Should contractors expect variations between the drawings and existing field conditions? Response: NO

3. If existing conditions differ from the drawings, will such conditions be considered unforeseen conditions and addressed through contract modification or change order? Response: YES

RFI 07 – Unforeseen Conditions / Emergency Work

Allowance

The work involves utility repair within active healthcare tunnels and crawl spaces, including demolition, electrical installations, sump pumps, insulation, and mechanical systems.

Due to the age and complexity of the facility, unforeseen conditions may be encountered, including:

• Unknown utilities

• Additional abandoned piping

• Water intrusion or flooding

• Structural or support repairs necessary to proceed with work

• Hazardous materials not identified in the contract documents

1. If unforeseen conditions are encountered, will the VA issue direction through the COR for additional work via change order or contract modification?

Response: Contractor will inform the COR for potential unforeseen conditions.

2. Is there an allowance or contingency within the project budget for emergency repairs necessary to safely continue work? Response: No

3. Should contractors exclude pricing for unknown conditions beyond the scope explicitly described in the contract documents? Response: No

RFI 008 – Limits of Work Areas in Tunnels and Crawl Spaces

Reference: IFB 36C24226B0036, SOW “Description of Work” & “Scope of Work –

Tunnel/Crawler Space Utilities.” [36C24226B0036_1 | Word]

Question:

Please clarify the exact limits of work for each area listed, including:

• Ground Floor West tunnel

• Ground Floor South tunnel

• Ground Floor East

• Ground Floor North

• Ground Floor Crawl space

• GF North Tunnel to OPC

• Micro pipe area

• GF North Linen Chute

Specifically, please provide either:

1. A key plan with start/stop points (e.g., between specific rooms, columns, grids, or stations), and/or

2. Written descriptions (e.g., “from building 1 to building 3,” “from panel X to panel Y,” etc.) that define where the scope begins and ends in each area.

Response: Drawing MH-003 and MH-004 define tunnel and crawler space. MH-002 define Ground Floor North, GF Floor East, GF North Linen Chute, Micro pipe area. GF

North Tunnel to OPC U23-S25 (scope of work: Lighting only, tunnel 75’ LF).

Reason / Impact:

The SOW lists multiple tunnel and crawl space locations but does not define precise linear extents. Accurate limits are essential to quantify demolition, insulation, lighting, conduit, and receptacle quantities and to plan access and confined space operations under a firm-fixed-price contract.

RFI 009 – Definition and Identification of “Abandoned” Utilities

Reference: SOW “Demolition of Abandoned Utilities”.

“Identify, disconnect, and remove abandoned electrical conduits, wiring, and piping no longer in service.”

Questions:

https://paracletegroupllc-my.sharepoint.com/personal/tyler_bourgeois_paracletos_llc/_layouts/15/Doc.aspx?sourcedoc=%7bDA547938-6268-4336-AAE8-22A016E4A995%7d&file=36C24226B0036_1.docx&action=default&mobileredirect=true&xsdata=MDV8MDJ8fGFkOWEwZDgzOWZiMDQzZGM4Y2Y3MDhkZTgwNzM4NmE3fGU5NWYxYjIzYWJhZjQ1ZWU4MjFkYjdhYjI1MWFiM2JmfDB8MHw2MzkwODk0MzEzNTk1MzM0MTR8VW5rbm93bnxUV0ZwYkdac2IzZDhleUpGYlhCMGVVMWhjR2tpT25SeWRXVXNJbFlpT2lJd0xqQXVNREF3TUNJc0lsQWlPaUpYYVc0ek1pSXNJa0ZPSWpvaVRXRnBiQ0lzSWxkVUlqb3lmUT09fDQwMDAwfHx8&sdata=S0FvYXBaZU16OWp3OUt6NitBcjdXa0FhdnM1UVdmdVdFWWg3cDZ5RDY1az0%3d

1. Please confirm who determines whether a utility is “abandoned”:

o VA staff, o the A/E of record, o or the contractor based on field observation and testing.

Response: VA staff

2. Will VA provide any existing as-built drawings, panel schedules, or valve/line lists identifying active vs abandoned systems in the affected tunnels/crawl spaces? Response: No

3. If utilities initially believed to be abandoned are later found to be active or critical, will removal/retention be treated as a change to scope? Response: Yes

The scope requires us to “identify, disconnect, and remove abandoned…utilities” without providing criteria or documentation for what is abandoned vs active. This creates significant safety and cost risk in an active medical facility tunnel system.

Clarification ensures safe operations and realistic pricing.

RFI 010 – Exhaust Fan Performance Requirements and Ratings

Reference: SOW “Mechanical/Plumbing” – exhaust fan replacement in micropile area.

“Furnish and install Exhaust Fan assembly to match original fan assembly. The new fan will be provided with a ¾ hp electric motor (voltage 208V 3 phase)…ducted to existing louver.”

1. Please provide the required performance for the new exhaust fan, including:

o Airflow (CFM) o External static pressure (in. w.g.)

o Operating temperature range o Duty (continuous/intermittent) o Any acoustic criteria

Response: Match existing conditions, see RFI#3 response.

2. Please confirm if any special construction features are required:

o Spark-resistant, explosion-proof, or corrosion-resistant construction o NEMA/UL rating for the motor and housing

Response: Use NEMA 4

3. Please confirm whether the duct size and routing to the existing louver is to match the existing installation, or if any modifications are required.

Response: Match existing condition, New duct from tunnel to new louver

Only motor HP and voltage are specified; performance and rating requirements are not provided. These are necessary to select an appropriate fan, determine duct and support requirements, and accurately price equipment and installation.

RFI 011 – Sump Pump Count, Pit Repairs, and Discharge Piping Details

Reference: SOW “Mechanical/Plumbing – sump pumps” and “Concrete – Repair pits

(sump pumps) 4 locations”.

• “Furnish and install (5) 120 volt 1ph submersible sump pumps…Basis of

Design Zoeller BN2098…”

• “Repair pits (sump pumps) 4 locations”

1. Please confirm the correct number of sump pits and their locations:

o 5 pumps vs 4 pits suggests either an error or a pit with multiple pumps.

Response: Spare pump will be provided to VA

2. Please provide minimum design criteria for the discharge piping from each pump:

o Pipe material (e.g., PVC, copper, steel) o Nominal pipe size o Required check valves, isolation valves, unions o Discharge termination points (e.g., to existing drains, storm, or sanitary, and at what elevations)

Response: Match existing conditions, steel pipes, 2” discharge, include check valve and isolation valve.

3. Please clarify whether there are any existing controls or alarm systems to which the new pumps must be integrated (e.g., high-level alarms, BMS tie-in).

Response: No controls.

Existing language is internally inconsistent (5 pumps vs 4 pits), and discharge routing and piping details are not defined. These details significantly affect materials, labor, and coordination with existing drainage systems.

RFI 012 – Steam, Vacuum, and Condensate Insulation Specification & Quantities

Reference: SOW “Mechanical/Plumbing – insulation.”

“Provide New 2” thick mineral wool insulation for all the steam and condensate piping with all service vapor retarder jacket with polyvinyl chloride pre-molded fitting covers…Drawing MH-002 and MH-003 dated 4-21-10. Contractor to field verify measurement. Extend insulation 6’ above floor penetration…New 2” thick insulation for all piping/fitting above ceiling Ground Floor North Linen Chute. Provide insulation shield and pipe insulation standoff inserts/saddles for all piping.”

1. Please confirm the applicable specification requirements for insulation, including:

o ASTM materials (e.g., ASTM C547, C795, etc.)

o Minimum insulation density and service temperature rating o Jacket type (thickness, color, fire rating)

2. Are valves, strainers, and specialties on these systems also to be insulated?

Response: YES

3. Please confirm the required gauge, width, and spacing of insulation shields and saddles.

Response: Stainless Steel, see drawing MH-003 and MH-004 for pipe sizes, spacing per code

4. To improve accuracy of pricing, can VA provide any approximate linear footage or takeoff summary from MH-002/MH-003 for steam, vacuum, and condensate lines in:

o North, East, West, South tunnels o Pipe crawl space o Above GF North Linen Chute ceiling

Response: Use MH-003 and MH-004 drawings, provided for takeoff.

The SOW specifies thickness and jacket type but omits the detailed insulation spec typically used by VA, and the contractor is directed to “field verify” all measurements without approximate quantities. This creates material and labor pricing uncertainty.

Clarification and approximate takeoff guidance would allow more competitive and realistic pricing.

RFI 013 – Electrical Panels, Capacity, and Emergency vs Normal Power

Reference: SOW “Electrical” – power connections and emergency lighting.

“Connect to panel existing electrical panels: West–Room 0114W, North–New Control

Room 0242N, East–Warehouse RPGE3A & RPGE3B, South–0167S.”

“Entry point (access panel) lighting fixtures on emergency circuit breakers. The remaining lighting fixtures in normal power (Separate conduit).”

1. Please provide panel schedules and available spare capacity (kVA, breaker spaces) for panels 0114W, 0242N, RPGE3A, RPGE3B, and 0167S.

Response: Space capacity available per panels. Meet ICRA requirements working in corridor.

2. Please identify which panels/circuits are on emergency power versus normal power, to correctly assign the entry lighting fixtures and any required emergency receptacles.

Response: Emergency Panel RPGE3A, RPGE3B, Normal 0114W, 0242N and 0167S

3. Please confirm whether the contractor is to provide new circuit breakers for new loads, and if so, whether these must be OEM-only breakers.

Response: 20Amp CB bolted must be provided per circuit

4. Are any short-circuit or coordination study updates expected as part of this project, or will existing protective settings remain unchanged?

Response: NO

New lighting, receptacles, sump pumps, VFD, and fan loads are to be tied into existing panels, but no information is provided on panel capacities or emergency power configuration. This is required to size feeders, breakers, and estimate any panel modifications.

RFI 014 – Lighting Levels, Mounting Heights, and Zoning

Reference: SOW “Electrical – lighting.”

“(60) EA Furnish and install LED light fixtures vapor type…MetaLux Vaportite LED

2VT3…Application wall rough in and ceiling mounted (tunnels/crawler location)…SPDT switch…Switches per Control Zones. Entry point lighting fixtures on emergency circuit breakers. The remaining lighting fixtures in normal power (Separate conduit).”

1. Please confirm the required maintained light level (footcandles) in tunnels and crawl spaces for both normal and emergency lighting.

Response: Every 25ft space. Separate conduits 1inch each

2. Please provide any preferred or minimum mounting heights (ceiling vs wall), especially where headroom is limited.

Response: No objection

3. Please define the intended “control zones” (e.g., by tunnel segment or access point) so we can group fixtures and switches accordingly.

Response: Follow ES-003 Detail 3

4. Are occupancy sensors or any advanced controls required, or are simple manual switches acceptable as described?

Response: Switches are acceptable

The SOW defines fixture type and quantity but not performance targets, mounting criteria, or zone boundaries. These factors drive circuiting, switch locations, and the number of control devices and affect both material and labor.

RFI 015 – GFCI Receptacle Locations and NEMA Ratings

Reference: SOW “Electrical – receptacles.”

“(20) EA Furnish and install dedicated 115V GFCI-protected receptacles at designated locations. (tunnels/crawler location). All outlets with light indicators. Provide outlets at each entry point (access panel). Ensure outlets are accessible and code-compliant for the environment (NEMA-rated where applicable).”

1. Please confirm the minimum number of receptacles per entry point, and whether additional receptacles are required along each tunnel segment (e.g., spacing every “X” feet).

Response: 1 receptacles per entry point. See drawing MH-001 and MH-002 for access/entry point.

2. Please confirm the required NEMA rating for receptacles and covers in the tunnels/crawl spaces (e.g., NEMA 4X vs NEMA 3R).

Response: NEMA 4X

3. Please confirm the mounting height range (AFF) for receptacles in tunnels and crawl spaces.

Response: 44 inched AFF

Only the total quantity and general locations (“designated locations” and “each entry point”) are given. Specific spacing, NEMA ratings, and mounting heights are required to count exact devices, covers, conduits, and supports.

RFI 016 – Epoxy Flooring System and Extents

Reference: SOW “Carpentry – Industrial floor epoxy paint” & concrete repairs in GF

North Linen Chute and other GF locations.

1. Please clarify which specific areas are to receive industrial floor epoxy (e.g., only GF North Linen Chute, or additional tunnel and GF areas where concrete is repaired).

Response: See Drawing MH-01,see Specification 01 00 00 1.3 Statement of Bid

2. Please provide the minimum system requirements:

o Approved manufacturer(s) Response: Rust-Oleum RockSolid o System type (e.g., 2-coat, 3-coat, broadcast quartz, etc.) Response: 2 coat o Total dry film thickness (mils)Response: Follow manufacturer recommendation o Surface preparation requirements (e.g., shot-blast, diamond grind)

Response: Grind floor per spec and follow manufacturer guidelines.

o Slip resistance requirements Response: Follow manufacture recommendations

3. Please confirm whether color is standard gray or a specific color scheme.

Response: Gray

The SOW calls for “Industrial floor epoxy paint” but does not define system performance or extents. Epoxy is a significant cost item in tunnels and service areas;

system selection and coverage scope materially affect pricing.

RFI 017 – Abatement Scope, “GYB” Definition, and Mold vs Asbestos/Lead

Reference: SOW “Description of Work” and “Abatement” sections.

• “Work includes but not limited to GYP mold mitigation…”

• “Abatement – Demo 950 SF 5/8” GYB.”

1. Please confirm the intended meaning of “GYB” (e.g., 5/8” gypsum board).

Response: 5/8” gypsum board

2. Please clarify whether the 950 SF of GYP/GYB demolition is:

o strictly for mold remediation, o associated with asbestos-containing materials, o lead-based paint, o or a combination.

Response: Demo 950 SF of gypsum board mold remediation

3. Please identify the governing specification sections for this abatement:

o Mold remediation requirements (containment, negative air, clearance criteria) o Asbestos or lead abatement requirements if applicable

Response: Specification 02 41 00

4. Please confirm whether separate third-party environmental monitoring and clearance testing will be provided by VA or must be included in the contractor’s scope.

Response: Contractor responsible for third part environmental monitoring and clearance testing.

The SOW references “GYP mold mitigation” but the “Abatement” section only mentions GYB demo without specifying contaminant type or applicable spec. This affects required PPE, containment, disposal, testing, and schedule, which are major cost drivers.

RFI 018 – ICRA Class and Infection Control Requirements

Reference: SOW “Work Conditions – ICRA requirements.”

“ICRA requirements…Work to be performed in confined spaces (tunnel and crawl space)…Provide temporary lighting and ventilation during construction.”

1. Please provide the ICRA matrix for this project and identify the required ICRA class for:

o Tunnel and crawl space work o Work in GF areas adjacent to occupied clinical spaces (e.g., linen chute and service entry)

Response: See Drawing G-001

2. Please confirm whether existing hospital ventilation can be used for exhaust/negative pressure, or if the contractor must provide all temporary exhaust equipment.

Response: Contractor will provide exhaust to the outside/fresh air.

3. Please identify any time-of-day restrictions or additional infection control measures required during normal working hours (8:00 AM–4:30 PM) as described in the solicitation.

Response: Schedule work off hours after 6pm any date.

ICRA requirements are referenced but not defined by class or matrix. Infection control measures (barriers, negative air, cleaning) significantly affect labor, equipment, and sequencing.

RFI 019 – Clarification of Drawings vs SOW and Confirmation of Drawing Set

Reference:

• SOW “Description of Work” / “Scope of Work” – references “Mechanical drawing for reference only: MH-002, MH-003 dated 4-21-10.”

• Attachment: Steam Piping Pennoni Drawing.pdf, which includes an index of multiple sheets (T-001, G-001, MH-xxx, ES-xxx, PL-xxx, AS-xxx, SS-xxx).

1. Please confirm that the Steam Piping Pennoni Drawing.pdf attachment constitutes the full and complete drawing set for this IFB, and that no additional construction drawings will be issued prior to award.

Response: Review Project Specification attached.

2. Please confirm that the SOW and specifications shall govern in the event of any conflict between the text and the reference drawings.

Response: Review attached Project Specifications, use MH-03, MH-04 for accurate measurement of pipes sizes and length.

3. For avoidance of doubt, please confirm that MH-002 and MH-003 are provided for reference only, and that quantities and dimensions must be field verified by the contractor as stated.

Response: Review attached Project Specifications, use MH-03, MH-04 for accurate measurement of pipes sizes and length.

The SOW mentions MH-002/MH-003 “for reference only,” while the attached Pennoni

PDF includes an entire drawing index. Clarification is needed on whether bidders should expect any further design documents or must rely solely on the current attachment and SOW for quantity development.

RFI 020 – As-Built Drawings Format and Level of Detail

Reference: SOW “Deliverables – As-built drawings.”

1. Please confirm the required format for as-built drawings:

o PDF only, o native CAD (DWG), o or BIM (e.g., Revit) models.

Response: Provide as built in CAD (DWG) latest version.

2. Please clarify whether the expectation is:

o Redlined field markups on the Pennoni drawings, or o Creation of new CAD/Revit files showing final routing and equipment locations.

Response: Create new cad file showing location and route.

3. Please identify any VA CAD/BIM standards that must be followed for layering, naming, etc., if electronic files beyond PDF are required.

Response: Follow Specification section 01 33 23

The SOW calls for “As-built drawings showing final installation routes and equipment,” but does not define required format or standard. Preparing full CAD/BIM as-builts versus simple redlines has a significant cost and schedule impact.

--- END ---