Fire Alarm System Replacement RFI and Answers to Contracting 5 Jan 2023.pdf

Replace Fire Alarm System RFI list.

1. Is the bid due on January 17, 2023 or January 30, 2023? I noticed there has been a change, and I want to confirm.

VA Response: February 8, 2023, NLT 10AM EST for all bids. Sent electronically to angelo.harris@va.gov by 10AM EST on February 8, 2023.

2. We noticed that the specification, although not calling out Siemens specifically, aligns with a Siemens specification. However, the existing system installed at the hospital is Edwards EST-3.

Will the VA accept Edwards EST-4 for this project?

VA Response: This project calls for the replacement of the Fire Alarm System. As long as the replacement follows the guidelines and procedures of the VA, it may be used. Specifications were written to accommodate current and future expansion and integration of system with the newly installed integration software, Desigo CC, hence the basis of design being Siemens. If EST-4 can integrate with campus Desigo CC software system and allow expansion for future use on single-mode fiber, there would be no issue.

Would the VA consider an alternative for a head end upgrade to EST-4 first and phased replacement of field devices and additions as called for in the specification? This approach may present a great value in stewarding the VA’s financial resources because the project could better-utilize existing infrastructure and maintain system integrity without the substantial interruptions and extended costs fully changing fire alarm manufacturers causes.

VA Response: The intent is the complete replacement of the existing system and infrastructure. The VA will not entertain re-use of any of the existing system or infrastructure except in limited circumstances identified in the drawings or specifications. Specifications were written to accommodate current and future expansion and integration of system with the newly installed integration software, Desigo CC, hence the basis of design being Siemens. If EST-4 can integrate with campus Desigo CC software system and allow expansion for future use on single-mode fiber, there would be no issue. Suggestion of EST4 would not, in most part, provide any great advantage over other manufacturers due to the antiquated nature of the existing panels on campus.

3. Page 6 of specs requires GC to provide unarmed guards at project site 24 hours a day, 7 days a week after construction start and also requires GC to install equipment for recording guard rounds to ensure systematic checking of the premises. Please verify if these items are required.

VA Response: The VA will not require guards. The GC is responsible for security of their equipment, tools and materials as well as any project area turned over by the VA for their use during this project. While guards will not be required, contractors trained fire watch personnel must be present when required where existing system is compromised due to renovation/replacement activities.

4. The statement of work indicates to provide new trenching, conduit, innerduct…for underground connections as needed. The specs also indicate the need for a professional land surveyor. The sitework plan and details that were provided are shown on sheet GI002 but it is unclear as to the underground work that is new vs. existing as dotted lines are used to show both. Can this be made clearer so that we are interpreting this drawing correctly?

VA Response: Contractor will investigate existing underground infrastructure. Where not clear, not present, or there is concern that existing infrastructure is inadequate, contractor to assume that new trenching, innerduct, and conduit will be necessary. VA has made many alterations over the years with regards to this infrastructure. If removal of existing fiber to existing fire alarm systems on campus, and reuse of raceways is preferred method of installation, any building taken offline must be provided with a communication means to the central station until such time that the fiber interconnection to campus communicator can be reestablished.

Also, are there any sitework details that we are to follow for trenching, conduit, innerduct?

VA Response: Contractor can submit planned trenching, conduit and innerduct details for review and acceptance. The VA will accept as long as these meet current codes and standards.

5. Will you please extend the bid date three weeks due to the holidays and a lot of employees being on PTO?

VA Response: February 8, 2023, NLT 10AM EST for all bids. Sent electronically to angelo.harris@va.gov by 10AM EST on February 8, 2023.

6. Is an EST4 system provided by Schneider Electric an acceptable alternative to Siemens Desigo?

VA Response: VA would accept so long as this system meets or exceeds the requirements of the plans, specifications and codes. Specifications were written to accommodate current and future expansion and integration of system with the newly installed integration software, Desigo CC, hence the basis of design being Siemens. If EST-4 can integrate with campus Desigo CC software system and allow expansion for future use on single-mode fiber, there would be no issue.

7. Which buildings have EST4 systems?

VA Response: No EST4 panels are present on campus.

8. When was each EST4 system installed?

VA Response: No EST4 panels are on campus.

mailto:angelo.harris@va.gov

9. Can these systems (wire, devices, panels) remain and be reused when offering an EST4 solution? Can any part of these systems remain in place?

VA Response: No. The intent is the complete replacement of the existing system and infrastructure. The VA will not entertain re-use of any of the existing system or infrastructure except in limited circumstances identified in the drawings or specifications.

One of the facilities main concerns is the existing wiring.

10. Which buildings have EST3 systems?

VA Response: Most buildings do not have EST3 panels. Only 4 buildings currently have EST3 panels, B71, B72, B73, and B57.

11. When was each EST3 system installed?

VA Response: Most buildings do not have EST3 panels. Only 4 buildings currently have EST3 panels, B71, B72, B73, and B57. These were all installed after 2017.

12. Most EST addressable devices from 2011 on will work with EST4. Can any of these devices and wire remain and be reused?

VA Response: No

13. Is the warranty five years on newly installed equipment?

VA Response: Construction warranty is one year, but equipment warranties shall be per manufacturer if longer. If there is a system warranty with the final approved manufacturer, the VA shall be provided that warranty.

14. 1.2D&F conflict each other. Please confirm reused equipment is not covered under warranty.

VA Response: If any equipment is allowed to be re-used the contractor shall note specifically on as-builts and final comments and will not be held responsible for warranty. This comment relates only to door hold open devices, some 120V and some 24V, and tamper/flow switches. All addressable fire alarm components and wiring shall be new.

15. 1.1A states the fire alarm system shall not be combined with other systems such as building automation, security, etc. This conflicts what was stated at the pre-bid with respect to managing both fire alarm and building automation from a single Siemens front end. This also conflicts sections 1.2A 10 & 11 in the fire alarm specification. If integration is required, please provide with what systems and the extent of integration.

VA Response: The new system is required to “be able to integrate” with the existing building automation system but is not going to be connected under the contract. What the VA will want from the final approved manufacturer is instructions and requirements the VA would need to do to be able to integrate this new system with both BAS and the security systems at a later time if desired. Specifications were written to accommodate current and future expansion and integration of system with the newly installed integration software, Desigo CC, hence the basis of design being Siemens.

16. 1.1B states supervision of installation and testing shall be provided by a technician that is certified NICET level 3. The NICET certified technician shall be on site for the supervision and testing of the system. Please define the expectations of ‘supervision and on site’. Does the NICET 3 tech need to be onsite once a week, every day, anytime work is being done? Does this include when conduit and wire/fiber work is being performed?

VA Response: The VA will not direct when the NICET certified technician comes on site or is on site. That will be up to the firm accomplishing the installation. The expectation is this system shall be supervised and certified by a NICET level 3 technician and that person shall use NICET industry standard levels of supervision in order to ensure the new system is installed and certified to meet all design intent and function in full and complete manner and then provide full documented certification that system is operable and meets all requirements.

17. 1.1B also states Factory engineers from the equipment manufacturer shall provide additional technical support. Do factory certified independent partners meet this requirement?

VA Response: Yes, these must have factory/manufacturer certificates provided to be acceptable.

18. Do any VA employees or contractors need to be factory certified on the installed fire alarm hardware, programming, or management station? If yes, please provide quantity of people required for the three certification offerings (hardware, programming, management station). Should we include travel and lodging costs?

VA Response: The contractor should expect up to five (5) VA personnel to be certified in all three. VA preference would be this to occur on station, but if the approved system only accomplishes this at a remote training facility, then the contractor must cover all expenses for these five under contract. The facility might have to have these at five separate events since staffing will not allow for all five to be off station simultaneously.

19. Do you require the fire alarm contractor to provide a dedicated laptop for system programming?

VA Response: If an approved system utilizes a laptop for setup and testing then yes. The VA requires and expects to have turned over any special tools and equipment required to set-up and maintain this system.

20. What is the difference between a general evacuation fire alarm signal and a digitized voice?

VA Response: This question is somewhat vague. All buildings, with the exception of the main hospital, Building 1, will perform general evacuation via tone only alarm signal through provided speaker/speaker strobe appliances. The main hospital will perform partial evacuation and relocation by wing via voice and tone as specified in NFPA 72 for partial evacuation and relocation.

21. Does the VA have its own listed central station for monitoring, or do we provide this service?

VA Response: The VA has an existing contract in place with a monitoring firm downtown Fayetteville, NC. The contractor does not need to provide this service. This is not the same as a main control or central control on the facility that is part of the new facility wide system.

22. Please confirm the phasing plan is only a recommendation.

VA Response: This is the VA’s expected minimum phasing plan required to accomplish this work, but the VA will entertain reasonable options for the final approved system. All phasing plans are subject to VA COR final acceptance and approval.

23. Page 3, 11 and 75 of the solicitation states “and can fully integrate with existing VA systems.” What existing systems?

VA Response: This is in reference to the BAS which is a BACNET compliant Tridium N4 system. Specifications were written to accommodate current and future expansion and integration of system with the newly installed integration software, Desigo CC, hence the basis of design being Siemens.

24. To what level does the new system need to communicate with potential bid deduct systems in buildings 45, 46, 47, 48, 70, 71, 72 & 73? What is the current fire alarm system in each of these buildings?

VA Response: Expectation is to the code required level for reporting to a main control panel. Building 70, 71 and 73 currently have EST3 installed. Buildings 45, 46, 47, and 48 are all served from Building 4. Building 4 appears to be a retrofit configuration and EST2 or 3 model.

25. 1.2G-6 calls for the SLC loop within a building to be Class X. This will require two isolation modules per addressable device. This is very cost prohibitive. Is Class X SLC the correct circuit style?

VA Response: Yes. Class X is what this facility has designed and expects.

26. 1.2G-3 calls for a Class X fire alarm network. Is this accurate?

VA Response: This is accurate as all network connections are typically Class X between panels making up backbone infrastructure to allow for greater system reliability.

27. 1.4D-1 states the product manufacturer must have factory branches as well as independent distributors. Are just independent distributors acceptable?

VA Response: No, unless documentation that all members of the independent distributors are factory certified and written documentation that support from the factory is immediately and readily available.

28. Does wire in EMT conduit in a sprinkled building meets Level 2 survivability?

VA Response: Yes. This is outlined in the VA Design Manual as acceptable for Level 2 survivability. While this is not the NFPA definition of Level 2 survivability, the VA has amended their requirements in this regard.

29. Will you please share the VA fire alarm design manual?

VA Response: Attached Fire Protection Design Manual 1 June 2021 8th Edition.

30. 3.11E calls for comprehensive training for one individual. Will you please detail what this shall include?

VA Response: COULD NOT LOCATE WHERE THIS IS IN REFERENCE TO IN

THE SOLICITATION.

31. 1.4C2E calls for certificate from manufacturer. Can this be provided by the certified independent manufacturers rep?

VA Response: Yes, so long as acceptable manufacturer certificates for this person are provided.

32. Building 8 is/will be demo as part of existing building 1 d wing expansion, how will that affect this project?

VA Response: Building 8 is shown on these plans but has since been demolished. This is only to ensure bidders understand Building 8 is not part of the scope of this project.

33. GI002 in the IFC drawings SITE PLAN Phasing Order, this is the only site plan found and does not provide for scaling or measurements, can a drawing be provided to allow for the scaling/measuring of the distances between the buildings for the site work?

VA Response: No scaled drawing was provided. Contractor can attempt to utilize Google Earth or similar GPS/Point location software to estimate needs.

34. Building 72 is identified as a deduct alternate but there are no plans in the IFC set for that building. Please provide.

VA Response: Building 72 is identical to Building 71. Use the Building 71 plan for Building 72 information needed.

35. Are there any option for VE of upgrading the existing system without a complete system replacement?

VA Response: No, the VA has no faith or trust in the existing system and has had numerous issues with it for many years. A medical facility of this magnitude must have a clean, clear and professionally installed system that does not require hours and hours of investigation to find issues and troubles.

36. What is the plan of action to handle the existing multiple construction projects under contract to be incorporated into this scope of work?

VA Response: This is a VA concern and not the contractors. Any issues between this project and any other ongoing project will be worked out as these come up. Any contractor working on this facility must understand they are required to work with and in coordination with any other contractor or VA efforts ongoing for the duration of this contract.

37. On the drawings for Building 1 there are symbols on the plans referencing Horn/Strobes and at the facility in Building 1 there are only Voice Evacuation signals required. Please clarify.

VA Response: Any residual horn appliances not currently shown as Speaker voice -shown shall be considered to be Voice Speakers. Voice notification is required in Building 1 and throughout the campus as it is the VA’s intent to use speaker appliances, even where sparse, to provide some level of voice communication capability across the campus.

38. Please confirm the condition of the existing Fiber Optic Ductbank?

VA Response: For the purposes of this contract, any existing duct bank allowed to be used for the new system can be assumed to be in good condition with no work required on those under this contractor other than to remove any old cable or install new.

Contractor to investigate existing underground infrastructure. Where not clear, not present, or there is concern that existing infrastructure is inadequate, contractor to assume that new trenching, innerduct, and conduit will be necessary. VA has made many alterations over the years with regards to this infrastructure. If removal of existing fiber to existing fire alarm systems on campus, and reuse of raceways, is preferred method of installation, any building taken offline must be provided with a communication means to the central station until such time that the fiber interconnection to campus communicator can be reestablished.

39. If the deduction for Buildings as shown in the specification what is the VA requirement for these buildings reporting on a different network if it differs from the existing network.

Would alarm and Trouble Monitoring suffice for this monitoring?

VA Response: There shall be no sacrifice to existing monitoring format. If deducted, it would be suggested to keep existing network infrastructure in place to these buildings leaving the existing communicator and head-end fire alarm panel in place to facilitate communications for these buildings. This would mean that a new communicator would be required to be attached to the new networked fire alarm system to communicate signals from the renovated buildings.

40. What will be the procedure for submitting a plan that requires patients to be relocated from a wing or area during this change.

VA Response:

For any area where the contractor must have patients vacated in order to accomplish project work these will be minimum and are subject to further clarifications or needs as circumstances in a medical facility vary.

1. Expect a minimum two weeks (14 calendar days) are required from the date of an approved plan (this is not from the date a plan is submitted).

2. VA shall only allow a reasonable area at a time to keep operational disruptions to a minimum. If directed this could be down to one room at a time if the facility has no swing space available. The VA will do what is possible to allow as large an area as possible to get done but cannot guarantee.

3. Duration of work from date work starts to date patients can move back in.

4. Infection control plan per event/location.

5. Interim Life Safety Plan if applicable

6. Contractors schedule they will work to for each area that will include inspections and testing so once area is returned little or no further disruptions will be needed.