528-18-110 Bid RFI Responses REV 1 - 7-27-26.docx

VA Western New York Healthcare System Facilities Engineering

Buffalo VA Medical Center | 3495 Bailey Avenue, Buffalo, NY 14215 | (716) 834-9200

Buffalo Fuel Oil Tank Replacement (528-18-110) Responses To RFIs (Revision 1) July 27th, 2026

RFI 1. How many gallons of fuel are left in the tanks? Is it residue that is remaining, or are the tanks filled with liquid?

a. Tank 1 volume is 15433 gallons of fuel oil; Tank 2 volume is 15009 gallons of fuel oil and tank 3 volume is 15570 gallons of fuel oil. Approximately 75 gallons a month are used running the boilers on fuel oil. The tanks are the existing backup fuel oil supply for the Buffalo boiler plant.

RFI 2. Would the government consider a coated carbon steel or stainless-steel alternative for the new tanks?

a. NO, the contractor shall meet the specifications as detailed in the bid documents.

RFI 3. The solicitation says there will only be one site visit. Can a contractor do a site visit on 7/14/26 after 11:30 AM in addition to the scheduled visit?

a. Yes, date recommended to be 7/28/26 or later.

RFI 4. The solicitation states Deduct No.1 (ECC/Office Work) is not included in the contract; however, the specifications and drawing package continue to include extensive ECC, mezzanine, AHU platform, architectural, HVAC, electrical and controls drawings. Please identify which drawing sheets and specification sections associated with the ECC are no longer part of the required scope.

a. Deduct No.1 is not included in the contract as stated. The drawings clearly indicate any items associated with Bid Deduct No.1 which are not to be included in the bid and are clearly labeled on each impacted drawing. (example of bid deduct clearly identified on but not limited to the following drawings GI-021, 6-AD-300, 6-AE-300, 6-SM-102, 6-SM-300, 6-MI-401, etc.).

RFI 5. The solicitation identifies a contract duration of 520 calendar days, while Specification Section 01 00 00 identifies Bid Item I completion as 420 calendar days and Deduct No.1 as 360 calendar days. Please clarify the required contract completion duration governing this procurement.

a. 420 calendar days.

RFI 6. The specifications include an estimated quantity of approximately 5,500 control points with associated unit pricing, while the solicitation Statement of Work omits this estimated quantity. Please clarify whether building automation integration is still required and identify the required number of control points to be included in the base bid.

a. As identified in the drawings, only the associated control points with the installed equipment will need to be added/updated in the facility BMS system. The bid item II, 2. Control Points (II.2) in specification 01 00 00 page 3 can be ignored and does not need a price provided in the bid.

RFI 7. Please clarify the required temporary fuel storage capacity. The solicitation references maintaining a minimum of 16,000 gallons onsite, while the specifications discuss an additional 16,000 gallons after transfer of existing fuel. Please confirm the required temporary tank capacity and minimum reserve fuel quantity.

a. There needs to be a 16,000 gallon supply of temporary fuel oil for the duration of the project.

RFI 8. Please provide the estimated existing quantity of No.2 fuel oil presently contained within the underground storage tanks and clarify whether the Government guarantees this quantity for purposes of transferring fuel into the temporary system.

a. See RFI question/answer #1. Tank 1 volume is 15433 gallons of fuel oil; Tank 2 volume is 15009 gallons of fuel oil and tank 3 volume is 15570 gallons of fuel oil. Approximately 75 gallons a month are used running the boilers on fuel oil.

RFI 9. Please provide existing environmental reports, analytical results, or petroleum characterization supporting the estimated 200 cubic yards of impacted soil and identify the anticipated disposal classification assumed by the Government.

a. The contractor shall provide line-item pricing for removal of potential petroleum-impacted soil. No reports are available from the government.

RFI 10. Please clarify that the unit pricing for impacted soils applies only to petroleum-impacted soils. For example any soils that contain heavy metals, TENORM, urban fill, PCBs, etc would not be included in the unit pricing as these contaminants would be unknown at this time.

a. The unit pricing for impacted soils is for the possibility of petroleum impacted soils.

RFI 11. Please identify the governing order of precedence for environmental compliance where conflicts exist between: Contract Drawings, Contract Specifications, Federal Laws and Regulations, New York State Laws and Regulations, Local Codes, Permit Conditions, Authorities Having Jurisdiction (AHJ). If no order of precedence is intended, please confirm that the Contractor shall comply with the most stringent applicable Federal, State, or local requirement, and that compliance with such requirement shall constitute compliance with the Contract. This request is submitted solely to establish a common basis for bidding.

a. Contract Specifications (but not limited to) will be the basis of compliance. Any more stringent applicable requirement not detailed in the contract documents that is applicable shall require a specific RFI of the conflict along with any conflicting information.

RFI 12. Please identify the specific NYSDEC regulations that are intended to govern this project, including but not limited to those applicable to: Underground Storage Tank Closure, Petroleum Spill Reporting, Excavated Soil Management, Waste Characterization, Transportation, Disposal, Site Restoration. Please also confirm whether compliance is required with the current versions of all applicable NYSDEC regulations in effect at the time construction is performed. This request is submitted solely to establish a common basis for bidding.

a. All NYSDEC regulations applicable at the time of bid (August 2026) along with any other applicable regulations mentioned in the specifications or drawing package.

RFI 13. The required analytical parameters for waste characterization.

a. Unknown currently.

RFI 14. Whether petroleum analysis alone is anticipated or whether additional analytical testing may be required based upon disposal facility acceptance criteria.

a. Testing requirements will be based upon the disposal facility acceptance criteria.

RFI 15. Whether disposal facilities have been predetermined by the Government or whether selection shall be the Contractor's responsibility.

a. Contractors’ responsibility, see specification 02 65 00 page 3 section D.5 as an example of required submittal detailing soil disposal facility.

RFI 16. Whether additional analytical testing required solely by the selected disposal facility will constitute a Contractor responsibility or be compensated as additional work.

a. Disposal of soils at a pre-determined facility is the responsibility of the contractor based on applicable project specifications.

RFI 17. Please identify whether the estimated 200 cubic yards of petroleum-impacted soil is based upon previous environmental investigation data and, if so, provide those reports.

a. It is not, no reports to provide.

RFI 18. What is the quality level of the underground utility information shown on the drawings and confirm whether any recent utility locating or GPR investigations are available.

a. QL-C for all underground utility information, most accurate and up to date information has been included in the drawings.

RFI 19. Please clarify whether temporary structural shoring or support of adjacent facilities is anticipated during tunnel demolition and identify whether these requirements are contractor means and methods or a design requirement.

a. The project design that was completed did not identify required structural shoring. Any variances created by the contractor under different “means and methods” would be the contractor’s responsibility to install structural shoring or supports.

RFI 20. Please identify the maximum allowable shutdown duration for each system tie-in and identify any seasonal restrictions or operational windows that may affect construction sequencing.

a. During the cooling season (May through late September) there is a possibility to shut down up to two (2) boilers at a time for durations longer than 24 hours. During the heating season (September through May) there can’t be more than one (1) boiler down for a period longer than 12 hours.

RFI 21. Do any NYS DEC tank registration data exist for the existing Tanks.

a. Yes.

RFI 22. Please clarify the requirements for imported fill material, including whether certification, analytical testing, source approval, or compliance with applicable NYSDEC material reuse requirements will be required prior to delivery to the project site.

a. Please refer to specification 31 20 00 (and other specifications referenced in 31 20 00) regarding fill.

RFI 23. Is groundwater anticipated within the planned excavation areas?

a. Please refer to the drawings and specifications that detail potential groundwater.

RFI 24. If groundwater is encountered, what are the anticipated discharge, treatment, sampling, and permitting requirements?

a. Please refer to the drawings and specifications that detail potential groundwater.

RFI 25. Please provide any available groundwater data or investigations used during design.

a. Nothing beyond what was provided in the drawings and specifications is available.

RFI 26. Please confirm whether the following positions may be performed by a single qualified individual, provided all experience, certification, and contractual requirements are met (Project Superintendent, Site Safety and Health Officer (SSHO), Quality Control Manager (QCM)).

a. NO the Superintendent, SSHO and QCM can’t be the same person.

RFI 27. If dual-role assignments are not permitted, please identify which positions must be staffed by separate individuals.

a. Specification 01 35 26 page 19, 1.9 “The Prime Contractor shall provide a minimum of one “Full-Time” SSHO at each project site, for each shift (with no other duties) …”.

RFI 28. Will the Notice to Proceed be issued following contract award, execution, receipt of required bonds, and insurance in accordance with normal federal contracting procedures?

a. The notice to Proceed will be issued following approved and applicable federal contracting procedures.

RFI 29. Or does the Government intend to withhold the Notice to Proceed until all required submittals and the project schedule have been submitted and accepted?

a. No, the government does not plan to allow mobilization and start of on-site construction work until all submittals have been approved as detailed in the applicable project specifications.

RFI 30. If the latter, please identify the required pre-NTP submittals and confirm that the contract completion period will be adjusted accordingly.

a. Not applicable. Submittals after the NTP will be required as detailed in the specifications to allow mobilization and on-site construction.

RFI 31. Please identify when an award is anticipated.

a. Award is anticipated to happen on 10/1/2026.

RFI 32. Please identify when physical onsite construction is anticipated.

a. Spring 2027

RFI 33. Hours during which loading dock access must remain unobstructed.

a. Monday through Friday (excluding Federal Holidays) from 630AM (0630) through 4PM (1600).

RFI 34. Daily delivery schedules that may affect construction operations.

a. The construction zone is outside of the loading dock area, and the contractor shall follow the phasing plan and coordinate activities to not impact the daily deliveries.

RFI 35. Required traffic control or flagging associated with contractor activities.

a. Refer to applicable regulations outlined in the project specifications (01 00 00, 10 14 00, etc.).

RFI 36. Whether an independent Commissioning Authority or third-party commissioning agent will be retained by the Government.

a. This does not impact the ability of the contractor to accurately bid or perform work related to the contract.

RFI 37. Whether the Contractor is required to retain any third-party commissioning services beyond those specifically identified in the Contract Documents.

a. All required functional performance testing, startup, balancing, controls integration, and system demonstrations may be performed by the equipment manufacturers, installing subcontractors, and Contractor's project team unless otherwise specified in the project documents. The contractor is responsible for all work, including the work of any sub-contractors utilized.

RFI 38. Whether all required functional performance testing, startup, balancing, controls integration, and system demonstrations may be performed by the equipment manufacturers, installing subcontractors, and Contractor's project team unless otherwise specified.

a. The COR has no objections to this as long as there are no specific requirements called out in the project documents. Ultimately, the contractor is responsible for the acceptable installation and start up/testing of any equipment installed in this project.

RFI 39. Please identify all testing and inspection services required to be retained by the Contractor, including but not limited to: Earthwork and structural backfill density testing, Subgrade proof rolling and verification, Concrete testing, Asphalt testing, Soil classification and laboratory testing, Field inspection services.

a. Testing and inspection services are clearly defined in the project specifications, and the contractor is required to follow the requirements.

RFI 40. Please also clarify whether these services are intended to be performed by an independent testing laboratory retained by the Contractor or by a Government-retained testing agency.

a. Testing and inspection services (including requirements to use an independent testing laboratory) are clearly defined in the project specifications and the contractor is required to follow the requirements.

RFI 41. Please identify any anticipated requirements for Structural protection of the existing building.

a. Please see the construction drawings, the design drawings do not show planned impact of structure of the existing building.

RFI 42. Please identify any anticipated requirements for Monitoring of existing foundations.

a. Please see the construction drawings, the design drawings do not show planned impacts of the existing foundations.

RFI 43. Please identify any anticipated requirements for Protection of existing underground utilities serving the building.

a. Please refer to applicable construction drawings for relocation of existing underground utilities.

RFI 44. Please identify any anticipated requirements for Restrictions on vibration-producing activities.

a. This area of the facility has not been identified as vibration sensitive. The COR would recommend any vibration producing activities to be clearly identified in contractor provided schedules and work plans for coordination to ensure the facility is not impacted.

RFI 45. Please confirm whether the Jersey barriers shown on Drawing WD-030 are intended to satisfy all vehicle protection requirements for the temporary fuel oil system, or whether additional protective measures (e.g., crash-rated barriers, bollards, stand-off distances, or other force/vehicle protection requirements) are required. If additional protection is required, please identify the applicable specification section or drawing detail.

a. The jersey barriers shown on WD-030 will meet the temporary installation requirements to protect the temporary tanks. No additional requirements are anticipated.

RFI 46. Will it be the contractors’ responsibility to provide shoring of the existing maintenance building and boiler plant building during construction to include design by the contractor?

a. The project design that was completed did not identify required structural shoring. Any variances created by the contractor under different “means and methods” would be the contractor’s responsibility to install structural shoring or supports.

RFI 47. How many gallons of #2 oil remain in the combined (3) 40,000-gal UST’s that will need to be pumped out and sent off site for Fuels Blending/Disposal or will this be handled on a unit price basis with a bid item added.

a. Tank 1 volume is 15433 gallons of fuel oil; Tank 2 volume is 15009 gallons of fuel oil and tank 3 volume is 15570 gallons of fuel oil. Approximately 75 gallons a month are used running the boilers on fuel oil.

RFI 48. Will the sign-in sheet from site visit be available in addendum?

a. Sign in sheet will be added as an attachment to the amendment to the solicitation.

RFI 49. Please clarify if a superintendent can be a dual hat to cover the requirements of SSHO?

a. No.

RFI 50. If no to the question above, will the SSHO need to be full-time for this project?

a. Specification 01 35 26 page 19, 1.9 “The Prime Contractor shall provide a minimum of one “Full-Time” SSHO at each project site, for each shift (with no other duties) …”.

RFI 51. Please clarify if a superintendent can be a dual hat to cover the requirements of QA/QC?

a. This is acceptable. Pricing in the bid should reflect this and all standards and quality requirements remain unchanged.

RFI 52. If no to the question above, will the QA/QC need to be full time for this project?

a. Not applicable.

RFI 53. Can a superintendent be a triple hat to cover the requirements of SSHO and QA/QC?

a. No.

RFI 54. Please confirm if tax should be included in our proposal?

a. Please read section 2.2 (page 21) of the solicitation, specifically ‘Special Notes regarding FAR 52.229-3: Federal, State and Local Taxes:’.

RFI 55. Please provide the latest wage determination for this project’s county.

a. Attached to the solicitation.

RFI 56. Can the government provide the most current underground utility survey and any available GPR or utility locating reports?

a. Included in the project drawings in the solicitation.

RFI 57. Please identify the approved disposal facility of contaminated soils, if predetermined.

a. Responsibility of the contractor.

RFI 58. Please provide tank inspection reports, historical leak reports, and any previous environmental investigations if available.

a. Not available.

RFI 59. Please confirm the current fuel inventory for the initial transfer of existing fuel to the temporary system.

a. Tank 1 volume is 15433 gallons of fuel oil; Tank 2 volume is 15009 gallons of fuel oil and tank 3 volume is 15570 gallons of fuel oil. Approximately 75 gallons a month are used running the boilers on fuel oil.

RFI 60. What are the allowable shutdown durations and permitted work hours?

a. Work hours can be requested by the contractor but are anticipated to be normal business hours other than shutdowns and other work that impacts the medical facility. Shutdowns shall be requested a minimum of four (4) weeks in advance. During the cooling season (May through late September) there is a possibility to shut down up to two (2) boilers at a time for durations longer than 24 hours. During the heating season (September through May) there can’t be more than one (1) boiler down for a period longer than 12 hours.

RFI 61. Please confirm the existing SCADA manufacturer.

a. EcoStruxure Building Management System

RFI 62. Please provide any available asbestos surveys, lead paint surveys, or mold investigations for all demolition areas.

a. Nothing available.

RFI 63. Please provide a complete geotechnical report as referenced in the specifications from Empire Geotechnical Engineering Services.

a. Included in the project drawings in the solicitation, drawing BJ-100.

RFI 64. The ICRA and Life Safety Plans on drawings GI-020 through GI-022 specify ICRA containments that require poly to be used to seal off construction areas from employees / air systems and create a safer environment. In hospital locations throughout the greater upstate NY area, we have provided our ICRA-certified temporary partitions as improved alternates as well as a compliment to poly only containments. Given the long-term timeline of this project, our partitions will provide a lasting, secure containment from up to 10’ tall leaving the remaining space to be safely secured with poly. We would ask for approval to use our wall partitions as an option for GC’s bidding on this project. The walls are fully ICRA II – V certified which extends the rigors and benefits of higher classified healthcare environmental protection to this project.

a. The COR finds these walls acceptable.

RFI 65. Please clarify what is the intent of this deduct item. Should the Contractor price this work in the base bid and then show a negative value for the Deduct Scope Item?

a. The work will not be award by the government. The contractor should not include the work in their bid.

RFI 66. During site walk, it was noted that the Deduct Scope Items were not part of this RFP. Can the VA please edit the drawing package and specifications to remove these items?

a. The drawings are already edited to clearly identify all work items related to bid deduct #1 that will not be awarded and should not be included in the contractors bid.

RFI 67. There appears to be a conflict in the solicitation and drawings on temporary tank size. The solicitation calls for 16,000 gallons while the drawings show 8,000 gallons. Please clarify.

a. The contractor shall provide 16,000 gallons of temporary fuel.

RFI 68. For bidding purposes, how much fuel is expected to be removed and disposed of as part of the demolition?

a. Tank 1 volume is 15433 gallons of fuel oil; Tank 2 volume is 15009 gallons of fuel oil and tank 3 volume is 15570 gallons of fuel oil. Approximately 75 gallons a month are used running the boilers on fuel oil.

RFI 69. Sheet 6-WJ-300 was noted on Sheet GI-002 as being removed as part of the deduct. Please clarify on the Drawing Sheet was portion of work is part of the Deduct.

a. Please review the drawing, bid deduct #1 work and base scope work are clearly identified.

RFI 70. Sheet GI-002 references Sheets6-MH-300, 6-MH-400 and 6-MI-402. These sheets are not in the drawing package. Please confirm there is no scope requirement for the base bid on this sheet.

a. No requirement to bid on a sheet that is not included in the drawing package.

RFI 71. Sheet GI-002 references Sheets E-502 and E-701. These sheets are not in the drawing package. Please confirm there is no scope requirement for the base bid on this sheet.

a. No requirement to bid on a sheet that is not included in the drawing package.

RFI 72. For bidding purposes, has a geotechnical study been performed in the area of the new tanks to determine proper shoring methods?

a. Please reference the only geotechnical study included in the project drawings in the solicitation, drawing BJ-100.

RFI 73. Please confirm that threaded pipe joints are permitted per the Specifications. Industry standard for fuel process piping is to utilize welded joints due to higher strength and superior leak prevention.

a. Specification 23 11 23 Paragraph 2.3.D is for above ground piping only.

RFI 74. Clarify the definition of "Exposed Fuel Gas Piping". Is this related to the propane piping?

a. Specification 23 11 23 Paragraph 2.4.A is for Exposed FUEL GAS piping, not only propane. The specification differentiates between requirements for finished rooms (including but not limited to kitchens, breakrooms, offices, etc.) and unfinished rooms or mechanical spaces (including but not limited to the boiler plant, etc.).

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