RFI 1 Duct Bank Survey.docx

Duct Bank Survey 632-25-105 RFI 1 Response 6/30/26

1. CLIN Structure, Bidding Uniformity & Optional Scope

· Base vs. Optional Manholes: The RFP asks for 20 core manholes to be surveyed and then stipulates that there may be 5 additional manholes to be surveyed. To ensure bidding uniformity, should contractors include the 20 core manholes in the base proposal and provide the 5 additional manholes as an Add Alternate priced on a "Per Each" unit rate?

Response: Treat 5 additional manholes as an Add Alternate priced on a "Per Each" unit rate?

· Mandreling Price Standardization: The RFP specifies: “Any spare conduits shall be mandrel and confirmed for suitability of future feeders and usage.” Since the total quantity of existing spare conduits across the campus is currently unknown, will the VA allow contractors to price this task as a "per spare conduit" unit rate? This will prevent drastic baseline pricing discrepancies among bidders.

· Response: As stated in SOW page 2 the contractor is to “Document size, type and quantity of any spare conduits” following this task the contractor is to present documentation of spare conduits to the COR. The contractor is to as per submitted spare conduits documentation shall mandrel and confirmed for suitability of future feeders and usage. The VA allow contractors to price this task as a "per spare conduit" unit rate after the spare conduit documentation is submitted to the COR to review.

· Triggering Optional Assets: If the 5 optional manholes are activated, will they be awarded concurrently at the time of the initial contract award, or will they be executed via a formal contract modification based on initial field findings?

Response: The 5 manholes are to be treated as Deduct Alternate.

2. Safety, Live-Line Contradictions & High-Voltage Parameters

· Conflict Regarding "Live" Work: The RFP specifies that the manhole inspections will take place with the 13.2kV feeders live, yet it also states elsewhere that “There shall be no live electrical work at any time.” Please clarify this contradiction. Is entering a vault with energized 13.2kV cables for visual and infrared inspection considered "live electrical work" under the facility's safety definition?

Response: Live electrical work in this project is defined as working with non-insulated conductors. Visual and infrared (FLIR) will be permitted. Propper PPE is the contractor’s responsibility.

· Arc Flash Hazard Analysis Data: If entries must be made while the 13.2kV lines are fully energized, will the VA provide the existing Arc Flash Hazard Analysis data or documented incident energy levels ($cal/cm^2$) for these specific vaults? What is the minimum category of Arc Flash PPE (e.g., NFPA 70E Category 4) required by the Northport VAMC for vault entry?

Response: There is no arc flash study for manholes referenced in SOW,

· Emergency Outage Protocols: In the event that an inspector discovers an imminent safety hazard inside a vault (e.g., a severely degraded splice or compromised cable jacket), what is the facility's protocol for requesting an emergency shutdown, and how will associated crew standby time be compensated?

Response: The contractor is to immediately contact the COR. Additionally, the contractor is to text and send email to COR, followed by phone calls to the COR’s cell until the COR answers.

3. Site Access, Obstructions & Environmental Controls

· Inaccessible or Paved-Over Vaults: What happens if a manhole is under pavement, landscaped areas, or some other physical obstacle that prevents ready access? Can the contractor submit a Change Order for the additional civil, diagnostic, or restoration work required to access manholes that are not readily available?

Response: No, it is the contractor’s responsibility to locate and access all manholes. Sixteen manholes have been located by the facility. Of course the facility will assist.

· Legibility of Reference Maps: The version of the campus map provided in Figure 1 is low-resolution and blurry. Can the VA provide a high-resolution .pdf version of the map in Figure 1 that clearly identifies the locations and identification numbers of the 20 core manholes?

Response: Yes, a hi def PDF will be provided.

· Dewatering Logistics & Silt Disposal: Given the high water table, heavy pumping will be required to clear the utility vaults. Does the VA require all pumped water and accumulated silt to be hauled away for off-site hazardous disposal, or is there a designated on-site discharge point or oil / water separator system the contractor may utilize?

Response: Northport VA does not have a high-water table. All manholes opened during initial survey were dry.

· After-Hours Oversight & Access: The solicitation mandates that a minimum of 25% of the work be performed after standard business hours. Will the VA COR or a facility engineering representative be physically present during these off-peak / weekend shifts to unlock secure perimeters and verify vault locations?

1. Response: The SOW states on page 1 “. Assume at least 25% of the work is to take place after hours due to weather conditions and unknown field conditions”. Not “The solicitation mandates that a minimum of 25% of the work be performed after standard business hours.

4. Technical Diagnostics & Engineering Deliverables

· Infrared (IR) Scanning Obstructions: Performing accurate IR thermography requires a clean line of sight to the cable splices. If the 13.2kV cables are wrapped in thick arc-proofing tape or fireproofing blankets, is the contractor required to remove this material to scan the splices? If so, is the contractor responsible for providing new materials and re-wrapping the cables to VA specifications?

Response: Regarding IR scanning, It is suggested, if the contractor removes arc-proofing tape from any splices, they should restore splices to their original condition. The arc-proofing tape is thermal insulator and most likely needs to be removed for accurate IR scanning.

· Provision of Base CAD Files: The final deliverables require the contractor to submit updated AutoCAD drawings mapping the verified duct banks. Will the VA provide the winning contractor with the existing, editable civil and electrical utility .dwg base files?

Response: For this project a PDF will be acceptable. There are no ACAD filed for this project. Base PDF file will be provided.

· GIS / GPS Coordinate System Standards: Is there a specific coordinate system or accuracy threshold (e.g., sub-meter vs. centimeter survey-grade) required for the final mapping data, or are standard commercial-grade spatial dimensions sufficient for the updated Excel matrix and layout maps?

· Response: Standard commercial-grade spatial dimensions sufficient for the updated Excel matrix and layout maps?