36C24426R0008 0003.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 595-26-201 00244 Department of Veterans Affairs Network Contracting Office 4

00244 Department of Veterans Affairs Network Contracting Office 4

To all Offerors/Bidders

36C24426R0008

X X X X The purpose of this amendment to 36C24426R0008 for the D/B Campus Wide Fire Alarm Replacement is as follows:

1) Provide responses to Requests for Information

2) The Phase I proposal due date remains 11/26/2025 at 4:00 PM eastern time.

Requests for Information | D/B Replace Campus Wide Fire Alarm

1. Please specify the qualification requirements for key personnel:

· Overall Senior Project Manager

· Design Project Manager

· Construction Project Manager.

· Architect/Engineer Field Representative.

· Construction Superintendent

· Quality Control Manager VA Response: The experience and qualifications will be reviewed as part of the offeror’s Volume I Solicitation.

Specification 01 45 00 Quality Control shall be incorporated into this project by the Design Team. The VA will follow the guidelines within this specification.

1. Please provide access to any existing relevant civil, structural, electrical, and mechanical as-builts for medical center campus prior to the submission deadline? This information will assist with developing the technical approach.

VA Response: Refer to attached drawings

1. Can you provide more specific details or examples of the architectural scope of work required for the project?

VA Response: The architectural scope of work will depend on the offerors’ proposed replacement equipment.

1. Your scope of work states that, “The DB A/E is responsible for providing certified industrial hygiene services to perform asbestos survey investigations, bulk sampling, development of specifications and drawings, and construction period services.” Can you provide any information regarding the location(s), extent, or other details regarding asbestos or other hazardous materials on the campus?

VA Response: If the design build AE encounters any suspected ACM, they shall notify the COR immediately.

1. Are there existing fire alarm system drawings available for the campus to review?

VA Response: Refer to attached FP drawings

1. The scope is to only replace existing fire alarm panels EST-3’s with EST-4’s or approved equal. Please confirm there are 26 EST-3 panels with 6 workstations throughout the campus to be replaced.

VA Response: There are twenty-two (22) EST-3 FACPs, four (4) Annunciators and six (6) workstations (17B, 18B,104, 19-3 (3))

1. Are any other components of the existing fire alarm system that needs to be replaced such as pull stations, smoke detectors, heated details, strobes, and speakers?

VA Response: Existing components are functional and may remain if compatible, with replacement equipment. Bldg. 136, all analog components shall be replaced within the SOW.

1. Are there any known fire alarm system deficiencies that need to addressed as part of this upgrade?

VA Response: Removal of copper wire annunciators in Bldgs. 34, 35, 36, 37. No replacement equipment required.

1. Is it fair to assume that the fire alarm system coverage for speakers and strobes is code compliant and do not need upgrade?

VA Response: Yes

1. What is the timeline for design, procurement, and installation?

VA Response: Per SOW, page 5

(3 Sets of Drawings and Specifications)

1. Will temporary outages or Firewatch be required during installation?

VA Response: Per SOW, page 3

· Contractor shall schedule any outages with COR and the Lebanon VAMC Electric shop. Outages shall be limited to Eight (8) hours, during business hours. Beyond that point, contractors must provide a fire watch until the system is operational.

1. The Scope of Work indicates:

1. “The project shall replace the existing EST-3 fire alarm panels and mass notification devices with new fire alarm panels and mass notification devices that are EST-4 or approved equal.”

1. The subsequent paragraph states:

“Contractor shall replace any fire alarm and mass notification system devices that are not compatible with the EST-4 or approved equal system…” These two statements appear to conflict — the first suggests full device replacement, while the second indicates replacement only of devices not compatible with the new EST-4 system.

Request for Clarification: Please confirm the intended scope regarding field devices.

Only those devices (fire alarm panels and mass notification system devices, that are not compatible with EST-4 or another approved equal, shall be replaced.

Our understanding is as follows — please confirm: All existing field devices and components that are fully compatible with the new EST-4 system, including but not limited to:

· Addressable smoke detectors

· Addressable heat detectors

· Manual pull stations

· Monitor and control modules

· Sounder bases

· Notification appliances (horns, strobes, speakers)

· Internal panel components and wiring systems that meet UL compatibility requirements may be re-used, and only incompatible devices must be replaced.

Please verify that this understanding is correct and that device replacement is limited to those components determined to be incompatible.

Requested Response: Confirmation that re-use is acceptable for all compatible field devices, and replacement is required only for non-compatible devices. If the intent is instead to replace all field devices regardless of compatibility, please clarify.

Response Needed: To support accurate proposal development and pricing, we respectfully request written clarification at your earliest convenience.

VA Response: Existing field devices can remain in place if they are compatible with EST-4 or approved equal. All non-compatible devices with EST-4 or approved equal shall be replaced.

1. Are as build drawings of the existing fire alarm system available?

VA Response: Refer to attached FP drawings

1. Are CAD files of the fire alarm system available?

VA Response: No

1. Does the 90-day design window include site walkthrough and system documentation if no plans are available?

VA Response: Yes

1. Are current fire alarm test and inspection reports available?

VA Response: Yes. Refer to attached reports.

1. Has the current EST-3 system been surveyed to identify components that are compatible or need to be replaced for the EST-4 system?

VA Response: No. Contractor to verify

1. Are the current panels able to be retrofitted, or do they need to be entirely replaced?

VA Response: Design team will need to field verify

1. Is the VA planning to incorporate Fireworks Incident Management Platform to the new EST-4 system?

VA Response: Offerors should include Incident Management Platform information in their proposal, highlighting additional benefits of the software to the Government.

1. How many EST-3 fire alarm panels need to be replaced?

VA Response: There are twenty-two (22) existing FACP and four (4) Annunciators. The 4 annunciators do not need to be replaced but must be removed within this SOW. All wiring to include communications and line voltage shall be removed back to the FACP and electrical panel.

1. How many buildings do the fire alarm panels being replaced serve?

VA Response: ~40 Buildings

1. Are there any building fire alarm panels that serve multiple buildings?

VA Response: Yes, Bldgs. 1, 4, 10, 17, 18, 19, 23, 104 have FACPs that serve multiple buildings.

1. Are the as-builts to be provided only for the new equipment installed?

VA Response: No. Contractor shall, in a CAD format, create and provide the VA with As-built floor plans showing the location of all devices (e.g. FACP, Fire Alarm Booster Panels, all alarm and supervisory initiating devices, relays, and notification devices) and all wiring paths to include 120v and low-voltage wiring.

1. Are there floor plans of each building?

VA Response: Refer to attached drawings

1. What is the floor area of each level of each building?

VA Response: See table below

9,041

4,363

4,691

1,384

13,139

16,292

2,390

7,875

5,134

16,632

13,937

13,293

26,229

22,648

5,135

4,000

T200

1,408

1. Are there fire alarm as-builts that can be shared for the campus?

VA Response: Refer to attached FP drawings

1. What is the rough order of magnitude of initiating devices between all of the fire alarm systems that will have panels replaced.

VA Response: The VA is unclear on this question

1. Is this project exempt from sales tax? If so, will the VA provide a tax exemption certificate for material purchases?

VA Response: The VA cannot provide a tax exemption certificate

1. Will the VA permit the use of Procore or an equivalent construction management software platform for submittals and project communications?

VA Response: Yes. Construction management software is permitted for use.

1. Will payment applications be accepted for materials stored on-site or in a bonded off-site warehouse?

VA Response: The VA can only approve payment application for stored materials that are physically onsite.

1. Will the Government consider including an Economic Price Adjustment (EPA) clause to address significant fluctuations in material pricing?

VA Response: Any subsequent award issued from this solicitation will be as a Firm-Fixed-Price contract and therefore will not include clauses applicable to Fixed-Price with economic price adjustment.

1. If tariffs are imposed on materials (e.g., steel, wood) after bid submission but before award, will the Government allow a price escalation even if the materials remain Buy American–compliant?

VA Response: This is situationally dependent and would be discussed prior to award with the intended awardee.

1. Will the Government provide detailed requirements for contractor badging? Please clarify the PIV process, including documentation, background checks, and estimated processing time.

VA Response: Contractor day badges will be issued by VA Police. PIV badges will not be required.

1. How soon after contract award does the Government anticipate issuing the official Notice to Proceed?

VA Response: The Notice to Proceed will take place within approximately one to two weeks after award.

1. The Government is proposing an aggressive 90-day design phase with minimal submittal period. Will the Government consider extending the timeline?

VA Response: Offerors should address this in their Phase 1 Proposal.

1. The solicitation specifies 190 days and the SOW specifies 180 days under the project schedule. Please clarify.

VA Response:

Period of Performance: 280 calendar days Construction Documents ready: 90 days after NTP Construction Period: 190 calendar days

1. In the SOW, there are two different design references—one timeline that skips the 75% design phase and a second timeline that includes the 75% design phase. Can you please clarify?

VA Response: The VA will follow the following design phasing sequence. There is no requirement for a 75% design.

(3 Sets of Drawings and Specifications)

1. Can we use CPARS in place of PPQs, or are both CPARs and PPQs expected?

VA Response: In addition to PPQ’s, if offeror has CPARS reports, copies of these reports shall be submitted for this factor

1. If PPQs are required, can we use previously completed PPQs (from prior submissions or projects)?

VA Response: PPQ’s are required as per the RFP. References shall complete the attached past performance questionnaire and return directly to the Contract Specialist as indicated in the questionnaire. Unless offeror obtains confirmation of submission of past performance questionnaires from his/her clients, offerors should ensure their quote contains full contact information for at least two (2) references.

Submission of additional past performance information is at the offeror’s discretion but is subject to any and all applicable page limits.

1. May one individual serve in dual or multiple roles (SSHO, QCM, Superintendent) if fully qualified? If not, may the Superintendent also serve as SSHO?

VA Response: Specification 01 35 26 Safety Requirements shall be included in this project by the Design Team. The VA will follow the guidelines for personnel found in this specification.

1. Will the VA accept a designated alternate SSHO or QCM during off-hours/night shifts to satisfy continuous presence requirements?

VA Response: Yes. Multiple individuals can serve in these roles to support off-hours/night shift work. Provide documentation of qualifications for each personnel serving in these roles.

Any work conducted outside of normal business hours shall be coordinated with the COR in advance.

1. The documents reference VA/VBA security procedures (badging, inspections, vehicle access restrictions). Can the VA provide a point of contact for coordinating subcontractor clearances?

VA Response: The COR will be the P.O.C for any badging requirements

1. Will the contractor be required to provide a site office/trailer, or will space within the facility be made available? Will the VA allow temporary connection to existing utility infrastructure, with the contractor responsible for metered usage?

VA Response: The VA cannot provide any area within the facility. Contractors will be given a designated area within our ‘Contractor Laydown Area’ for trailers, storage containers, etc.

The ‘Contractor Laydown Area' does have provisions for electrical connections for contractor use without the needs for metering.

Connection to the provided electrical connection is at the contractor’s expense.

1. Will designated parking and staging areas be provided for contractor personnel and deliveries?

VA Response: All contractor parking, and deliveries will be within the appointed area within the ‘Contractor Laydown Area.’ Contractors are not permitted to park in patient or staff parking lots. The COR will have the authority to allow any other arrangements.

1. Will the VA provide laydown space or containers, or must these be arranged off-site?

VA Response: Contractors will be given a designated area within our ‘Contractor Laydown Area’ for trailers, storage containers, etc.

1. Will the VA provide and hire the commissioning agent, or is the contractor responsible?

VA Response: The contractor is responsible for hiring the commissioning agent.

1. Will the VA or the General Contractor be responsible for procuring and paying for testing and laboratory services?

VA Response: The contractor is responsible for procuring and paying for any and all testing and laboratory services.

1. What ICRA level is required for the project? If Level 3 or higher, are modular wall systems (e.g., STARC panels) approved for containment?

VA Response: The contractor shall anticipate an ICRA Level III for any work taking place in public areas, to include but not limited to patient care areas, corridors, waiting areas etc.

STARC panels would be an acceptable option.

1. Can the as-built drawings of the fire alarm system be provided?

VA Response: Refer to attached drawings

1. Can the SDU/most up-to-date, current version of the fire alarm system program or LRM (local rail modules) report be provided?

VA Response: This information is unavailable for release

1. Can a diagram of the network topography be provided?

VA Response: Refer to attached ‘New Fiber BLDG Layout Drawing’

1. Can a second site walk be provided to locate and identify the analog devices to be replaced? Or can a list of devices be provided that includes device type and location?

VA Response: Drawings LB-136-01FP and LB-136-02FP indicate the locations of the analog devices. However, a second site visit could be arranged if desired.

Due to the security measures for Bldg. 136, personnel will NOT be authorized to physically access the server room, they will only be able to LOOK into the server room from the doorway. NO PHOTOGRAPHY OF THE SERVER ROOM IS PERMITTED.

Before the start of Construction Period Services, the COR will ensure that all necessary access requirements are obtained for authorized personnel to enter and work in the server room.

1. Is there an existing pathway between Bldg. 17-B and 18-B for the new fiber run, or will a second site visit be provided to discover the pathway between buildings for fiber?

VA Response: The crawlspace between the two buildings will provide the pathway for the new fiber run.

1. Will the facility remain occupied during construction, or will temporary relocation of staff/equipment be required?

VA Response: The facility will remain occupied during construction.

Off-hours work may be necessary to complete certain aspects of the project and shall be considered in the contractor’s proposal. All off-hours work shall be coordinated with the COR.

No additional cost for off-hours work will be considered by the government after award.

1. Project Scope of Work language:

“All work shall be required to occur during times that will minimize impact to the patients, staff and hospital operations in general. Contractor shall account for off-hour work to complete certain tasks.”

Issue / Background:

The solicitation requires the contractor to plan for off-hours work to minimize disruption to hospital operations. In order to plan staffing, schedule, and pricing appropriately, clarification is needed regarding which portions of the facility require off-hours access for:

VA Response: See each section below with VA response. Access to all areas will require prior coordination with the COR and staff.

i. Site investigation / field verification activities, and

ii. System testing activities, including audible testing, circuit switching, and device verification.

RFI Request:

Please confirm the following:

1. Site Investigation Identify which specific buildings, departments, or areas require off-hours access to perform field verification and as-built documentation. Examples may include but are not limited to:

· Patient care units Bldg. 17, 18, & 102, common areas can be accessed during business hours. Vacant Patient care rooms can be accessed during business hours, occupied patient care rooms will require off-hours access or waiting for the patient care room to become available.

· ICU & critical-care spaces Bldgs. 1, 101, & 104 can be accessed during business hours with prior coordination with the COR and staff.

· Behavioral health areas Bldg. 18, 34, 35, 36, & 37 common areas can be accessed during business hours. Vacant Patient care areas can be accessed during business hours, occupied patient care rooms will require off-hours access or waiting for the patient care areas to become available.

· Operating rooms / surgical suites Bldg. 104, these areas will require off-hours access.

· Emergency department Bldg. 104 common areas can be accessed during business hours. Vacant patient care rooms can be accessed during business hours, occupied patient care rooms will require waiting for the patient care room to become available.

· Pharmacy or secure medical storage Bldg. 17 can only be accessed during business hours when the appropriate staff are available to escort contractors.

· Administrative or clinic areas during business hours All buildings with administrative areas can be accessed during business hours without causing disruption to normal operations.

2. Testing & Commissioning All buildings will require prior coordination with the COR and staff for testing & commissioning.

Please confirm which areas require after-hours testing, including:

· Audible notification device testing To include but not limited to Bldgs. 17, 18, 102 & Bldg. 104 Surgical areas.

NOTE: Surgical areas will require contractors to don sterile protective overgarments. The VA is not responsible for providing workers with overgarments, the contractor is responsible for procuring and maintaining an adequate supply during construction.

· Device function verification that may cause disruption (e.g., strobes, alarms) To include but not limited to Bldgs. 17, 18, 102 & Bldg. 104 Surgical areas.

NOTE: Surgical areas will require contractors to don sterile protective overgarment. The VA is not responsible for providing workers with overgarments, the contractor is responsible for procuring and maintaining an adequate supply during construction.

· Panel switchover or temporary system impairment notifications Bldg. 104 Surgical areas.

NOTE: Surgical areas will require contractors to don sterile protective overgarment. The VA is not responsible for providing workers with overgarments, the contractor is responsible for procuring and maintaining an adequate supply during construction.

Requested Clarification:

To facilitate planning and scheduling, please provide:

✅ List of areas requiring off-hours site investigation ✅ List of areas requiring off-hours system testing ✅ Permitted working hours for normal-hours work ✅ Any required advance notice periods or hospital coordination procedures VA Response: Previously mentioned above

1. Will a complete inventory be provided by the government of the existing devices and their addresses?

VA Response: This information is not available

1. Where there is a need for a one-for-one device replacement, will we be permitted to reuse the existing wiring/circuitry?

VA Response: Existing wiring/circuitry is permitted to remain and be reused providing the wiring is not compromised by splicing.

1. Please confirm the number of computers and printers the contractor is responsible for providing. During the site visit, there was mention of differing amounts.

VA Response: Contractor shall provide, install, and set up six (6) NEW fireworks computers and controllers, or approved equal, at monitoring locations (17-B, VA Police Control Rm. Bldg. 104, 18-B, 19-3 qty. 3) Contractor shall provide, install, and set up two (2) color laser printers in 17B & 18B. Printers shall be capable to print (min 29 ppm), copy, scan, 300 sheet minimum capacity.

This project requires replacement of the existing system with EST-4 or an equivalent system of equal or greater compatibility. Offerors proposing an alternative to EST-4 must ensure compatibility with the facility’s current infrastructure. Any proposed equivalent system that does not interface with existing components may require additional equipment or accessories to achieve full compatibility.

See attached document: 01 45 00 Quality Control.

See attached document: Annual-Seni Annual Inspection - FLOW.

See attached document: Annual-Seni Annual Inspection - HEAT.

See attached document: Annual-Seni Annual Inspection - PULL.

See attached document: Annual-Seni Annual Inspection - SMOKE.

See attached document: Annual-Seni Annual Inspection - TAMPER.

See attached document: SEMI ANUUAL AUD VISUAL TESTING 2025.

See attached document: Architectural Drawings Package.

See attached document: Fire Protection Drawings.

End of Document