Attachment 1 RFI 1 Upgrade Substation 642-22-104.docx

642-22-104, Upgrade Substation, Philadelphia VAMC, RFI 1 Question 1 If qualified, may the Superintendent/CQC also be the SSHO or does the SSHO have no other duties?

Answer:

No Question 2 Please confirm the VA will hire the Commissioning Agent.

Answer:

Reference 1.9 and 1.10 of the Bid Documents SPECFICATIONS Question 3 Is sales tax to be included on materials?

Answer:

No Question 4 Is there a location for contractor laydown?

Answer:

No Question 5 Per the RFP, “all employees of contractor and subcontractors are required to have Infection Risk Assessment (ICRA) 8-hour Certification Class. What are the approved certification classes for this 8-hour training?

Answer:

SOW 19.D & 19.E

Question 6 Per the RFP, “Contractor and subcontractors that are building the infection control barriers must have an ICRA 24-hour certificate course. What are the approved certification classes for this certification?

Answer:

SOW 19.D & 19.E

Question 7 The RFP states, “the SSHO has be a separate qualified individual from the Prime Contractor’s Superintendent and/or Quality Control Manager with duties only as the SSHO. Is the Superintendent allowed to dual hat as the onsite QC Manager?

Answer:

No Question 8 According to the specifications the Commissioning Agent will be retained by the VA. Is that correct for this project?

Answer:

Reference 1.9 and 1.10 of the Bid Documents SPECFICATIONS Question 9 Is any asbestos or lead suspected – if so, has a hazardous material survey been completed?

Answer:

There is no asbestos in Building 2, and no lead reports for Building 2 Question 10 Item 3 listed on page 1 of the SF 1442 states “…general contractor shall provide proof that an OSHA certified "competent person' (CP) will maintain a presence at the work site whenever the general or subcontractors are present.”

Is this the same requirement as the “Full-Time On-Site Superintendent” listed in Factor 3? What specific competent person (CP) is Item 3 referring to?

Answer:

Yes Question 11 Is there a size limit for the submitted proposal document?

Answer:

No Question 12 Item 10 listed on page 1 of the SF 1442 states “Failure to return a signed copy of 852.219-75 will result in proposal not being considered for award.” However, there are no instructions provided in the Phase I RFP concerning submission of any Representation and Certification documents provided in Section E.

Answer:

Yes. Offerors shall submit a signed copy of VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance, with their Phase I proposal. As stated on SF 1442, Block 10, and in VAAR 852.219-75(d), failure to provide the completed and signed certification with the proposal may render the offer ineligible for evaluation and award. Offerors are not required to submit all representations and certifications contained in Section E unless specifically required by the solicitation Question 13 Please clarify if the Reps and Certs provided in Section E of the RFP are to be submitted during Phase I.

Answer:

No. Offerors are not required to submit all Representations and Certifications contained in Section E with their Phase I proposal. However, offerors must submit a completed and signed copy of VAAR 852.219-75, VA Notice of Limitations on Subcontracting - Certificate of Compliance, with their proposal. Failure to provide the completed certification may result in the proposal being deemed ineligible for award.

Question 14 Should a signed copy of the SF 1442 and any acknowledged amendments generated prior to August 19, 2026, be submitted with our Phase I proposal?

Answer:

No. A signed copy of the SF 1442 and acknowledged amendments are not required with the Phase I proposal submission. However, offerors must acknowledge all solicitation amendments issued prior to the proposal due date and shall submit a completed and signed copy of VAAR 852.219-75, Certificate of Compliance, with their proposal. Failure to provide the required certification may render the proposal ineligible for award.

Question 15 Page 6 of 85, 3. I. states that “Infection Control Risk Assessment (ICRA) training” is required for all contractor personnel. Additionally, Page 9 of 85, 19. D & E states that 8-hour and 24-hour ICRA training (respectively) is required for contractor and subcontractor personnel.

Answer:

Yes Question 16 Please specify the actual ICRA training/certification the VA is requiring for this project.

Answer:

SOW 19.D & 19.E

Question 17 FACTOR 3 – KEY PERSONNEL states “Offeror shall identify the Project Manager, Full-Time On-Site Superintendent, Licensed Electrical Supervisor, Site Safety and Health Officer (SSHO), Infection Control Competent Person, and Quality Control Manager.”

Can any of the listed positions serve a “dual hat” role?

Answer:

No Question 18 What are the requirements for the Infection Control Competent Person? Is this a full-time, onsite role?

Answer:

SOW 19.D & 19.E

Question 19 Page limits for Factors 1 – 6 are provided on Page 68 of 95 of the RFP.

Does the Cover page, Title Page, Table of Contents, or Divider Pages count towards page limits?

Answer:

YES

Question 20 Reference single line drawing E-107, Substation Schedules E-108. Substation 2 has two 150 amp feeder breakers (panels PSM & 4ME). The schedule for the new temporary switchboard T notes only one 150 amp rating plug.

Q: Should we provide a spare 150 amp plug and install the 150 amp plug when we switch substation 2 to the temporary substation or add another 225 amp breaker with a 150 amp plug?

Answer:

Revise (1) 100A breaker to 150A breaker with 150A plug.

Question 21 Reference drawings E-101, E-105, E-106, & E-107, Medium Volt Distribution.

Note 6 on E-101, Stage-1 indicates that all splices in the medium voltage cables shall be tested and certified. We understand that testing the new medium voltage cabling requires testing and certification, but we would not recommend testing the existing medium voltage cabling where we install the medium voltage junctions and load break connectors because you would need to disconnect and isolate the cables from the existing service connections. Does the cable testing and certifications only apply to new medium voltage cabling?

Answer:

Certified test applies to new cables, connectors, and existing cables with new permanent splices to complete the circuit. Test shall be in accordance with 26 05 13, 3.7. Provide new cables in full length without splices. For temporary connections, the splices and cables shall be tested by the contractor to make sure they are safe before energized.

Question 22 Note 1 on E-101, Stage-1, requires documentation for the staff that works or enters a confined space such as electrical manholes, medium voltage systems and cabling. Does this apply to the underground medium voltage manholes?

Answer:

Yes, the confined space requirements apply to all manholes onsite.

Question 23 Reference drawing E-107, Single Line Drawing for Substations 1, 2, & T. The single line drawing shown on E-107 notes the medium voltage feeders for substation #1 and T connecting to the new medium voltage junctions shown on E-104 that currently feeds substations #3 & #4 and Substation #1medium voltage incoming buss before the medium voltage switch will be tapped to feed Substation #2 Answer:

Confirmed, the interpretation is correct. The medium voltage junctions are shown on E-105. Connections as shown on single line diagrams and plans.

Question 24 Are the noted Duplex Load-Interrupter Fusible Switches for each of the substations (1, 2, & T) selector switches for selecting which feeder is connected to the substation?

Answer:

Yes, duplex load-interrupter fusible switch is for selecting which source feeder to connect to. It functions similar to transfer switch.

Question 25 Are the noted Key Interlocks (kirk key) to prevent both feeders from being connected at the same time to the individual substations or to make sure substation 1 and substation 2 are connected to opposite incoming feeders?

Answer:

To prevent source feeders from connecting at the same time to the substation. It functions similar to transfer switch.

Question 26 Or, can both substation be connected to the same feeder and it just prevents connection of both feeders together.

Answer:

Each of the three substations can be transferred to either source feeder independently. For example, substation #1 can be switched to source feeder #12 while substation #3 can be switched to source feeder #19.

Question 27 Are the key interlocks (kirk key) required to be interlocked with the main breakers so the duplex switches can be non-load break switches or do they need to be load break rated switches.

Answer:

No interlock is required with the main breaker. Duplex switches shall be fusible load interrupting type.

Question 28 Are we to include the duplex selector switches for all three substations in the base bid, i.e., no optional pricing.

Answer:

Yes, per drawings.

Question 29 Will the VA consider a multi-part NTP- with the first being the NTP to procure the substations (estimated 18 month lead time) and a second NTP following delivery of the substations?

Answer:

The Government does not currently anticipate issuing a multi-part Notice to Proceed. Offerors shall base their proposals on a single NTP and incorporate all anticipated procurement lead times into their schedule. The Government reserves the right to administer the contract in a manner consistent with the terms and conditions of the resulting award Question 30 Will the VA extend the Period of Performance to include the substation lead time?

Answer:

Yes. The Government has revised the Period of Performance to 1,000 calendar days (see SF1442 and SOW) to account for long-lead procurement items, including the electrical substations and associated equipment. Offerors shall base their proposals, schedules, and procurement strategies on the revised 1,000-day Period of Performance.

Question 31 Where is the demarcation point between the VA and PECO?

Answer:

Bldg. 6 Question 32 Does the VA have an existing engineering request established with PECO? If so, please provide.

Answer:

N/A Question 33 Are there any anticipated utility fees anticipated for PECO? If so, who will pay these fees?

Answer:

N/A Question 34 Please provide a single line drawing for substations #3 & #4.

Answer:

B02-SUB-3, B02-SUB-4

Question 35 Please advise if the VA controls the Medium Voltage Switching for the feeders serving existing substations #1, 2, 3, & 4.

Answer:

YES

Question 36 Please provide a single line drawing which shows the overall medium voltage distribution for the campus.

Answer:

B6-SUB-PRIMARY-NORMAL-324-371-DWG-FINAL-070623

Question 37 Please provide a copy of the VA's policy for infection control for construction & renovation projects.

Answer:

Provided Question 38 Please provide the permit application forms for opening ceilings and above ceiling work.

Answer:

Provided Question 39 Please provide any hazardous material surveys for the construction areas noted in this project.

Answer:

Provided Question 40 Please advise if there are any asbestos dust hazards that need to be addressed in this project.

Answer:

No asbestos hazards in Building 2 Question 41 Please advise if the medium voltage cabling that is spliced will require arc proofing and fire protection within the junction boxes where the junctions are installed.

Answer:

Yes, provide in accordance with 26 05 13, 3.5 Question 42 Please provide pictures of the medium voltage entry into substations 1&2.

Answer:

Not available Question 43 Please provide pictures of the electrical manhole EMH-4P.

Answer:

MANHOLES 19529-02 VA Hospital of Philedelphia 11.17.22 Question 44 Please provide pictures inside of Building 6 of the PECO feeders.

Answer:

Not available Question 45 Please advise if all conduits and junction boxes containing medium voltage cables require painting safety orange.

Answer:

YES, Painting and labelling 13.2 kV Question 46 Please provide a copy of the restrictions (city) for running the emergency generators for a typical outage request and the allowable runtimes for scheduling the running of the generators.

Answer:

100 hours a year for construction tie-ins and shutdowns Question 47 Please advise on who will open and close the existing medium voltage switches.

Answer:

Electric Shop & Contractor Question 48 Please provide the warehouse building as-builts by floor.

Answer:

Provided Question 49 Will the VA confirm the Commissioning Agent will be provided by the VA and is not required to be hired by the contractor?

Answer:

Reference 1.9 and 1.10 of the Bid Documents SPECFICATIONS Question 50 Is the contractor to price both option 1 and option 2?

Answer:

There is no option 1 or 2 Question 51 Will the pricing of option 1 require the complete removal of medium voltage feeders for the temporary substation?

Answer:

There is no option 1 or 2 Question 52 If qualified, may the Superintendent also be the SSHO and QC?

Answer:

No Question 53 Will a full-time PM be required?

Answer:

No Question 54 Does the ICRA in the interstitial space need to be drywall? Due to the tight nature of that interstitial space, in particular. Would we be able to use corex plastic and studs? This would make it more practical to move materials around in that space and allow us to more easily make cuts to allow for fitting around piping and other obstacles.

Answer:

Hardwall ICRA is required at entrance and exits. There are prefabricated systems out there that make this easy.

Question 55 Clarification on the ICRA wall types on page A-102. In the sub-basement and the interstitial space. Are they type A or B?

Answer:

Utilize more stringent option.

Question 56 The Mechanical drawings do not indicate installation elevations for the new units, duct, or piping. The ceilings in the substation room are very high, and the piping that runs in the warehouse appears to be installed in areas where materials could be stored. Does the VA have required elevations for these areas? Please specify the installation elevations desired.

Answer:

Elevations shall be coordinated with A/E.

Question 57 Reference RFP Factor 3-Key Personnel - Licensed Electrical Supervisor. Is this required to be a direct employee of the prime contractor, or can this be filled by qualified personnel of a Subcontractor?

Answer:

This can be filled by qualified personnel of a Subcontractor if there is a work agreement in writing assuring the VA that this person will be on the project from the start of the project and until the project is complete Question 58 Please provide a copy of the local VA's Infectious Control Risk Assessment Policy.

Answer:

Included Question 59 Please provide a copy of the local VA's Hot Work Permit Policy.

Answer:

Included Question 60 Please provide a copy of the local VA's policy on working on energized equipment and the notification and approval procedure and the associated timeline for getting approval based on the submission of our request which will contain our standard operating procedure. Please note, our policy is not to work on energized circuits or equipment, but for this project to avoid long duration outages on the substations it is best to understand the VA's policy and procedure. The outages for this topic center around the removal of the individual feeders from each of the breakers to limit a complete outage, i.e., turn off breaker, disconnect cabling and pull it back to the cable chase within the substation. This will depend on how the feeder cables are laced into the cable chases within the switchgear.

Answer:

FMS 011 LOTO SOP

Question 61 Please provide a copy of the local VA's Firewall/Smoke Wall penetration Policy and the permitting and approval process for penetrating a rated wall.

Answer:

Included Question 62 Please provide a copy of the local VA's Construction Safety Policy.

Answer:

Included Question 63 Please provide a copy of the local VA's Lock-Out/Tag-Out Policy.

Answer:

Included Question 64 Please provide a copy of the local VA's Fire Alarm and Fire Suppression Impairment Policy.

Answer:

Included Question 65 Please provide a copy of the local VA's Security Policy for Contractor Employees, i.e., badging requirements and access requirements.

Answer:

This will be done upon award Question 66 Please provide a copy of the local VA's Asbestos Abatement or Containment Policy.

Answer:

Included Question 67 Please provide a copy of the latest Asbestos Assessment and Conditions report for the construction areas.

Answer:

Included Question 68 Please provide a copy of the Confined Space Policy for the interstitial and any electrical manholes.

Answer:

Included Question 69 At the site visit, it was observed that the existing transformers are liquid filled with cooling fans. It is our understanding that the VA’s standard is liquid cooled. Please confirm that the new substation transformers are to be “Dry Type”?

Answer:

Refer to the Bid Drawings Question 70 Please advise on the type of medium voltage cabling currently installed, i.e., aluminum or copper, shielding level, type of shielding, i.e., foil or wire wrap, insulation type, and current type of termination used, i.e., load break, stress cones, taped MV splices, etc.

Answer:

SE Manhole report Question 71 Please advise on the age of the current medium voltage cabling.

Answer:

Unknown Question 72 Please clarify the requirement outlined in Specification Section 26 05 13, paragraph 1.5.A.3.d., i.e., manufacturer's certification on splices and terminations. We understand that the splice kits and terminations need to be approved by the manufacturer but we are unsure a manufacturer will certify the installation of the splices and termination on existing medium voltage cables, but the installer can certify its installation but not sure anyone will certify the existing medium voltage cabling due to age and physical conditions that are concealed.

Answer:

Manufacturer can provide certification on products provided for use on this project meets the application shown on drawings and specifications. Manufacturer is not responsible for the installation unless the manufacturer is the installer. The contractor shall provide certifications for the installation as specified.

Question 73 Are existing as-built record drawings available for the medium voltage feeders which serve substations 1-4? If so, please provide.

Answer:

B6-SITE-POWER-WITH-MANHOLES-DWG-FI

B6-SUB-PRIMARY-NORMAL-324-371-DWG-FINAL-070623 NAL-070623

Question 74 Please provide a copy of the as-built/record drawings for Substation #1 & #2 that shows the current feeders for each of the breakers and the location of the panels or equipment served, i.e. breaker size, conductor size, conduit size, and feeds Panel H?

Answer:

B02-SUB-1, B02-SUB-2

Question 75 Regarding the earlier question submitted whether testing is required on new vs. old medium voltage cabling. We need to disconnect all the connections on each of the MV feeders to test the existing and that's why we have requested the as-built/record drawing for the feeders that serve substations #3 & #4 and that working in the MV gear requires a complete outage and it could take 8-12 hours to disconnect, test, and re-connect each feeder - if there are no issues, i.e., frozen bolts, switch/breaker issues opening and closing, and we can get access to the cable termination areas, and it is easy to install the cable connections and insulation devices to safely test the cabling together and not a one-by-one test. If one fails a test, then you must go to a one-by-one cable test which just adds time to an already difficult situation. This will require an entire campus wide outage to disconnect and then test. Under the scope of this RFP, we cannot absorb liability for any cable damage to existing under testing. It is atypical to test old MV cabling due to the stresses the high voltage tests put on the cables. Most often you use a prefabricated MV splice kit which is designed for quick splicing with a prefab stress cone to avoid voltage tracking outside the shielding and these are normally testing where the connecting to the equipment bussing in the switch where you have a bolted connection and you can use glass jars over the cable ends during the testing before the connection. Where you are splicing two cables together the compression splice is centered under the stress cone, so it is difficult to safely isolate just the conductor without tracking along the cable insulation where you remove the semi conductive tape, shielding, and the cable insulation. Typically, you replace all the MV cabling when you replace a substation. MV cabling has a life cycle of around 30-50 yrs with the MV cabling the VA specifies. Will the VA clarify whether the intent is to test old, new, or install new MV cabling to substations 1 & 2 due to the challenges outlined above?

Answer:

Certified test applies to new cables, connectors, and existing cables with new permanent splices to complete the circuit. Test shall be in accordance with 26 05 13, 3.7. Existing cables that are not being splices to extend the circuit are not required to be tested as part of this project. Provide new cables in full length without splices. For temporary connections, the splices and cables shall be tested by the contractor to make sure they are safe before energized.

Question 76 Is the MV cabling owned by the utility company? If it is then most likely PECO will have to do the medium voltage cabling work.

Answer:

VA owned Question 77 Will the VA confirm that the cabling testing outlined in specification section 26 05 13 is required as noted or would the VA waive or consider an optional testing plan for the existing cabling?

Answer:

Refer to responses for question 76.

Question 78 Please confirm this is a single-phase best value RFP and that pricing is due on 8/31/26 with the technical proposal.

Answer:

Yes. This is a single-phase Best Value Tradeoff procurement. Proposals, including pricing, are due November 20, 2026, at 4:00 PM EST in accordance with the solicitation as amended.

Question 79 Will there be a Pricing Schedule or a Bid Schedule issued for submission of pricing, or is it intended to only put pricing in Block 17 of the SF1442?

Answer:

No separate Pricing Schedule or Bid Schedule will be issued. Offerors shall submit their total proposed price in Block 17 of the SF 1442.

Question 80 If this is truly a Best Value RFP, we typically see the requirement for submitting everything in different Volumes, i.e. Volume 1 for administrative documents (SF1442, bid bond, company information, reps & certs, and pricing information) and Volume 2 for technical information (in this case Factors 1 thru 6). This way the pricing information can be kept separate, and the evaluation committee does not see the pricing and is not influenced by it, and they truly determine the “Best Value”. Are we to submit all the required documents in different “Volumes” for this one?

Answer:

Yes. Offerors shall submit their proposals in separate volumes.

Volume I – Administrative/Price Proposal

· SF 1442

· Bid Bond

· Amendment Acknowledgments

· VAAR 852.219-75, Certificate of Compliance

· Cost/Price Proposal Volume II – Technical Proposal

· Factor 1 – Technical Approach

· Factor 2 – Past Performance

· Factor 3 – Key Personnel

· Factor 4 – Safety & Risk Management

· Factor 5 – Quality Control Plan

· Factor 6 – Schedule & Procurement Strategy The Government intends to evaluate the Technical Proposal separately from the Price Proposal in accordance with the Best Value Tradeoff procedures identified in the solicitation. Proposals are due November 20, 2026, at 4:00 PM EST.

Question 81 See 01 00 00, 1.3.A. concerning Option #1 and Option #2. Are these applicable still? If so, how do we illustrate this in our pricing and on the pricing documents?

Answer:

See Question 50.

Question 82 Reference Factor 1 Technical Approach Factor 3 - Key Personnel (Infection Control Competent Person), is this position allowed to dual hat and overlap duties with any of the other key personnel?

Answer:

No Question 83 How many substations are needed? What is the logistics for the substations?

Answer: The contractor would purchase all three units and store them in an insured warehouse.