S06 36C24624B0008 Attachment IV Questions and Answers.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- N045--Replace and Upgrade Chilled Water System
- Solicitation number
- 36C24624B0008
About this file
This document is a set of Questions and Answers related to a federal contract opportunity for the replacement and upgrade of a chilled water system.
Key details include:
- The project is not sales tax exempt, and the government will not provide a sales tax exemption certificate.
- The government has requirements for personnel on the project, including a dedicated full-time superintendent and SSHO that cannot be shared across multiple projects.
- The government will designate parking areas and access for the contractor, and has requirements for photographic documentation, ICRA procedures, and controls integration.
- The government will consider allowing certain materials and installation methods, but will not waive Buy American or AISC requirements.
- The government will allow some flexibility on work hours and phasing, but has specific requirements for shutdown durations, as-built drawings, and qualifications of the controls contractor.
- The government will provide an asbestos survey to the successful contractor, but has not identified any asbestos or lead-based paint remediation within the scope.
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Sheet1
| 36C24624B0008 - Project 637-22-103 Replace and Upgrade Chilled Water System | |||
| No: | Topic | Questions Received | Offical Gov't Respoonse |
| 1 | Taxes | Is this project sales tax exempt? | This is not tax exempt see FAR Clause 52.229-2 North Carolina State and local Sales and Use Tax as required by FAR 29.401-2. For any furhter information on this topic, the government would urge each interested party consult their tax advisor. While its incorporated by reference, additional information on this term can be found at the following be address as identified in FAR 52.252-2 https://www.acquisition.gov/far/part/52 Part 52 - Solicitation Provisions and Contract Clauses | Acquisition.GOV. |
| If the project is sales tax exempt can the government provide a sales tax exemption certificate? | |||
| If the project is sales tax exempt can the government provide a sales tax exemption certificate? | |||
| If tax-exempt, will the government be providing a tax-exempt certificate to the Prime Contractor for use by subcontractors and vendors? | |||
| 2 | Personnel | Can the required SSHO positions be fulfilled by the qualified superintendent? | No the SSHO cannot be shared with the prime site superintendent |
| Can the SSHO hold collateral duties with the QC and site super? | No the SSHO cannot be the Prime's Superintendant, but the SSHO can be the shared with the QC. | ||
| Can the Superintendent be shared across multiple projects, or should they be dedicated full-time to this project and this project only? | Strictly dedicated to this project alone. | ||
| Can the Superintendent fulfil multiple roles? | Yes | ||
| a. If so, can they also fulfil the Quality Control role? | Yes | ||
| b. Can they also fulfill the SSHO role? | Not by Prime Contractor, but can performed by a qualified onsite Subcontractor | ||
| 3 | Security/Access | Will the Government provide comprehensive written badging requirements for the project if badging is required? | Refer to Revised SOW within Solicitation Amendment A00003 for badging requirements. |
| Will the VA provide the contractor with key access to areas or will the Contractor need to ask for escorts to get into rooms that are locked? | The contractor may sign out keys for low-risk areas (chutes, housekeeping closets etc.) They will need an escort into sensitive areas (electrical/data closets etc.) | ||
| Will elevator access be the only access for piping to be moved into the upper floors or can the contractor remove a window or glazing in a window to lift in materials? If we limit pipe sizes to 8’ or shorter, the project will be prone to more leaks and take a significant amount of time to complete. | Methods of access shall be proposed to the VA for approval. | ||
| 4 | Parking | Where will the designated parking area be for workers accessing the construction site? | The parking area will be designated after award, but will be limited due to the limited parking spaces at the Asheville VAMC. |
| 5 | Project Management Software | Will the Owner accept the use of the industry leading Procore Project Management software as the primary submittal and data tracking tool for this project? | Refer to the revised SOW, the VA makes no preference on which system is utilized as long as it satisfies the requirement identified in the updated SOW. |
| Can Submittal Exchange be used as a file sharing system for this project? | |||
| 6 | NTP/Execution of Works | How soon after award is NTP expected to be issued? | When the contractor has completed all pre-constuction submittals and secured approval. |
| We believe that the project will take longer than 365 days due to the labor intensive work of installing and insulating the pipe in various locations. Would the government consider a 730 day duration? | The Contractor is responsible for providing sufficient manpower and phasing to achieve the 365 days period of performance. | ||
| Confirm that the hospital staff will vacate the areas of the building undergoing work? Stated in Spec Section 01 00 00-5, note J. | The individual rooms are confirmed. For ICRA 03 after 4:30 PM can be accomplished daily, but clearing the area for the entirety of the project is not feasible. For ICRA 06 Portions could be handed over at a time say one exterior side, but all at once is not feasible. For ICRA 08 it could be vacated, on the understanding access may require access to perform repairs on elevators, HVAC, or other disciplines as required. The phasing plan would need to be approved by COR. | ||
| Will a dedicated fire watch be required for hot work? | Yes | ||
| Please define work hours in the project. | See updated SOW | ||
| Spec 01 00 00, Section 1.19 requires extensive photographic evidence and interactive 3-D AutoCad of job. Can this requirement be waived as a cost savings to the government? | The auto-cad requirement can be waived, but picture evidence will still be required to show work performed. | ||
| Drawing MH-103 note: NEW 2"Ø SCHWS/R UP FROM CRAWL SPACE TO SERVE MRI MACHINES: |
a. What are the machines?
b. Will the Government shut down and start up equipment?
c. Can this be done during normal working hours?
| d. | Will the contractor “ONLY be responsible for removal and reinstallation of facility | piping(no machine provided piping)? | Chilled water is backup for refrigerant system for MRI. The scope of work is to replace the piping up to isolation valves. Coordinate shutdown with the COR. | ||
| 7 | Controls Integration | Drawing MI-301 general note A. “NEW WORK SHALL TIE INTO THE EXISTING BUILDING MANAGEMENT SYSTEM (COMPUTROLS). THE GENERAL CONTRACTOR SHALL BEAR THE COST OF EMPLOYING THE SERVICES OF COMPUTROLS (CONTACT DAVID BUSK OF AUTOMATED SYSTEM INTEGRATORS INC. IN SEYMOUR TN).” a. | Spec section 23 09 23 1.1 B. “It is recommended the general contractor shall bear the cost of employing the services of Automated System Integrators Inc. in Seymour TN (David Busk) to implement the control work as described on the drawings.” | The Gov't has removed all referneces to ASI. Should the documentation suggest the utilization of any Contractor, it does not mandate their utilization. The minimum requirements for a Qualified Controls Contractor are as follows: |
For the building automation, Controls Contractors are required to have a current CBAS II Certification and 3 years experience Spec. 23 09 23 1.4. A.4. CBAS Certification is Computrols (OEM) specific.
| As the specs take precedent over the drawings can we take the requirement to hire ASI as suggestion and not a contract requirement? | ||||
| Reference question 1 If the general contractor is required to hire ASI, would the government provide an allowance to include in our bid for ASI’s work to insure fair and competitive bids? | ||||
| Drawing MI-301, General Note A. requires contractor to hire Computrols – David Buck of Automated System Integrators, Inc. in Seymour, TN. Spec 23 09 23 Section 1.1(B) further says that “It is recommended that the general contractor … bear the cost of employing the services of Automated System Integrators, Inc. in Seymour TN (David Busk) to implement the control work as described on the drawings.” Spec 23 09 23, Section 1.1 also requires the Contractor to hire Computrols (specifically David Buck) to do the DDC work. Will the government be providing a Sole Source Justification for that portion of the scope? Also, in order to create an even playing field for all bidders, will the government provide a bid price for all bidders to use for this portion of the work? | ||||
| 8 | Policy | Due to current potentially significant tariffs being placed on the importation of building materials such as wood or steel by the current Presidential Executive Branch, if a tariff is placed after bid time and before award will the government consider a price escalation on a contract value for products such as steel or wood should the executive branch levee tariffs effecting such materials? Most of these materials would still have been Buy American compliant as the tariffs would increase pricing on all steel or wood materials, regardless of origin. | All current E.O.'s issued by the present adminsitration are applicable iand in full effect. | |
| Does this project comply with the NEW Biden Administration Executive Order 14005 concerning the Buy American Act? This executive order limits the purchase of materials from previously approved countries to include Canada and Mexico. Can you please confirm whether materials or equipment manufactured in these previously approved Buy American Act countries outside the United States can or cannot be used on this project? | ||||
| 9 | Payment Terms | Will pay applications for materials secured on site or in a bonded warehouse be approved for payment? | If requested/pre-coordinated with the Contracting Officer in advance for consideration, all contractual requirements have been met to include, but not limited to, FAR Clause 52.232-5 and VAAR Clause 852.232-70. Invoices that fail to comply shall be rejected | |
| 10 | Bid Validity | Due to the current economic inflation, Will the government reduce the amount of time that contractors must hold their numbers to 60 days? | In an effort to reduce risk to interested parties, the Contracting Officer has included FAR Clause 52.216-4 Economic Price Adjustment - Labor and Material as identified in FAR Provision 52.216-1 within the section titled "Instrcutions, Conditions, and Other Statements to Bidders/Offerors. | |
| Will the government consider the inclusion of an Economic Price Adjustment Clause in accordance with Federal Acquisition Regulations (FAR), Subpart 16.203 "Fixed-price contracts with economic price adjustment" and the related contract clause language in FAR 52.216-2, 3, 4? We believe such a clause is appropriate for the following reasons: | ||||
| • | The contract involves an extended period of performance with significant costs to be incurred beyond 1 year after performance begins; | |||
| • | The contract amount subject to significant fluctuations in price is substantial [may want to list specific examples of highly unstable pricing items within the scope]; and | |||
| • | The economic variables for labor and materials are too unstable to permit a reasonable division of risk between the Government and the contractor, without this type of clause." | |||
| 11 | Other Contractor Presence | Who is the current fire alarm controller and will convert the smoke alarms to heat sensor alarms and remove devices for this project under the VA’s contract or should the Contractor set up a separate contract with them? | Johnson Controls | |
| Will the VA provide the point of contact information for the BMS integration contractor? | Refer to the drawings and specifications. | |||
| 12 | Materials | Can the contractor use a reusable wall system like STARC systems or similar to use to meet ICRA requirements? This could replace building temporary walls which would be faster and cause less dust and debris than traditional temporary walls used for ICRA ratings. | STARC system or similar is approved to use. | |
| Will the VA consider waiving the AISC (American Institute of Steel Construction) requirement for structural steel fabrication and/or erection for this project? This requirement makes steel procurement on the project exponentially more difficult to obtain. | Requirement will not be waived | |||
| Are any AISC substitute certifications acceptable in lieu of AISC certification? | Requirement will not be waived | |||
| 13 | ICRA | ICRA-00 drawing provides the blank ICRA forms. The other ICRA documents call for the COR to verify the ratings provided. Will the VA COR be verifying or re-assessing the ratings before the bid? The ratings provided seem excessive in several areas and will add significant additional costs. | The contractor is required to provide ICRA submittals for approval identifying the proposed ICRA levels. | |
| ICRA-08 page shows an ICRA level II for the elevator penthouse. Would the VA consider moving this down to level I? | ||||
| In areas requiring ventilation for ICRA, will the contractor be permitted to remove glazing in areas that are not in the work area so that venting can occur? | ||||
| pec section 01 35 26-16 notes the primary project scope area is ICRA Class 1. All the areas notated on the plans vary from Class 2 to Class 4. Please clarify. | ||||
| Drawing ICRA-00 icra general requirements 13. Would the Government accept covering smokes during working hour and having a fire watch in lieu of note 13? | Method of covering the detectors must be approved by the COR, must follow hospital policy for shutting off alarm. Contractor would be responsible for any damaged/nonfunctioning devices after installing/uninstalling covers. | |||
| ICRA drawings numerous locations I.E. ICRA-02 note 3 , AE drawings numerous locations I.E. AE- 101 note3: provide construction partition…. Is it correct that “hard partitions are only required where shown on drawings and all other containment can be fire retardant plastic and zip walls as called out in ICRA general notes? | Hard partitions are required | |||
| What is/ will be the ICRA Level determination for this Project? | Contractors are required to submit ICRA plan for approval. | |||
| 14 | Finishes | In rooms with hard ceilings that require new piping, will the government require that the entire ceiling be repainted or just the area with drywall adjustments? | Paint the entire ceiling | |
| Are all the areas requiring ceiling removal and replacement acoustical ceiling tile? If not, please provide locations or any existing gypsum or plaster ceilings? | Most of ceiling in the working areas are acoustical ceiling tiles. Small number of areas may have gypsum or plaster ceilings. | |||
| MD-104 calls for new pipe replacement in SOILED UTL A28, thru corridor and thru CLEAN UTL A267 yet no ceiling removal or replacement is shown on plan AE-103. Is ceiling removal and replacement required for this new piping? Is this also acoustical ceiling tile? | Yes, the area has acoustic ceiling tiles. | |||
| 15 | Plumbing | Will the VA consider using Victaulic or other similar pipe and pipe connecting systems? Using these systems allows for faster installation and will reduce the cost significantly. An added benefit is that work will not little to no welding in the building. | See hydronic piping specification section for acceptable piping connection systems. | |
| What are the chilled water piping connection sizes at the existing FCU’s. | It is normally ¾". However, it may vary depending on FCU size. Contractor shall match existing. | |||
| What are the chilled water piping sizes at the existing SCHWP pumps. | New chilled water piping sizes at SCHWP pumps shall be 10ӯ | |||
| The sizes shown on the Circuit Setter Schedule on plan #MI-301 do not match the new pipe sizes shown on the floor plans. Which size is correct? |
| a. | If the schedule is correct do the new piping sizes need to be revised to match? | See revised schedule to match with floor plans and diagrams | ||
| How is the chilled water piping to be installed in the chiller room with the existing pipe in place? | The work occurs at the chilled water supply/return headers right at the chiller room door. Existing pipes inside the chiller room have minimum impact on new work. Shutdowns will be required and contractor shall provide a phasing plan for approval. | |||
| How long can the chilled water be shut down in the chiller mechanical room for the pipe replacement? | 2 hours for HVAC, also depends on the time of year. Colder can be longer. |
2 hours for imaging hook up, max.
| The calculations on pipe guides and anchors should not be the contractors responsibility. Please show these on the plans. | According to the specifications, it is contractor’s responsibility to provide calculations and piping anchor layouts stamped by a professional engineer. | ||
| 16 | Exisitng Conditions | Please confirm floor thickness in areas where coring the floor is required. | 17” Typical, may go up to 22” in some places. |
| What brand/type of roofing is currently on this facility? | See note 28 on G-002 | ||
| Is there a current roof warranty? | See note 28 on G-002 | ||
| 17 | Design | The drawings show several expansion loops on the chilled water lines. Typically chilled water doesn’t need expansion loops. There is a cost savings depending on if the expansion loops are “hard pocket” or prefab systems. The system is based on if these loops are installed for seismic reasons or thermal reasons. | The loops are installed for both seismic and thermal expansion/retraction. Prefabricate expansion loops are acceptable. |
| The demo drawings for the roof do not match the new install drawings please clarify. | There are only demo and new work for SICU-AHU and AC-11. Drawings are accurate. | ||
| Drawings numerous locations: Can the Government please identify which existing chases are CMU and which are shaft wall? | Most of the chases are CMU. | ||
| ALL SUB-CONTRACTORS (I.E. FIRE PROTECTION, HVAC, FIRE ALARM, |
ELECTRICAL, ETC.) TO DESIGN AND INSTALL SYSTEM PER OWNER
REQUIREMENTS, CONTRACT DOCUMENTS AND IN STRICT ACCORDANCE WITH
THE REQUIREMENTS OF ALL APPLICABLE CODES.
The VA provided design documents do not display the scope of work for the above referenced for the design build of the services and relocation of the services above the ceiling that will need to be relocated due to conflicts with the new proposed chilled water lines.
| Will the VA AE’s be providing the full scope of work and interference locations of all the above mentioned systems? | General note 2 on AE-100 series should be deleted. | |||
| There are no electrical drawings included in the plans. Please advise where the power for the heat trace is to be run from on drawing #MH104.” | Refer to revised MH-104 and MI-301 for electrical requirement for heat trace. | |||
| 18 | Hours of Operation & Coordinations | Are work during weekend/holiday shutdown okay? Please clarify if weekend work and weekend shutdowns would be allowed. | See updated SOW | |
| Does the VA anticipate this project will require off hours work? | Yes, especially for shutdowns. Contract to provide phasing plan which may include off-hours work. See drawings. | |||
| If so, what trades or scopes will be required to perform off-hour work? | Yes, including but not limited: Electrical, Plumbing, HVAC. Contract to provide phasing plan which may include off-hours work. | |||
| Can contractors work a four (4) ten-hour days schedule? | Contractor to provide phasing and work plan in their schedule for approval. | |||
| In the event of a schedule slip, will weekend work be allowed? | Upon approval by CO | |||
| 19 | Phasing | Specs 01 00 00 Section 1.10(c) requires contractor to deliver as-built drawings at the end of each phase. Please clarify what the VA considers a “phase” that would trigger this requirement. | The contractor shall provide a phasing plan for approval. Currently it is anticipated that this project will consist of at least four (4) Phases. Provide as-builts drawings after each phase. | |
| Spec 01 00 00, Section 1.6(I)(2) requires Contractor to provide a phasing plan. Section 1.6 (J) purports a phasing plan, but only shows “TBD.” Does the VA have a preference in order or timing of work areas or any specific phasing? | Contractor shall provide a phasing plan to minimize shutdown and submit for approval. | |||
| There is no phasing plan for this job. We are requesting a phasing plan for this project. | The contractor shall provide a phasing plan for approval. | |||
| Spec 01 00 00 1.6 J Phasing: Will all areas not listed be available to the contractor to work concurrently or separately at our discretion? | There is no official requested phasing in this project. But the contractor shall come up with phasing plan to minimize shutdown and submit for approval. | |||
| 20 | Operations/ Storage | Will space be provided for an office trailer and connex area be provided? | Yes, however there is no guarantee of utilities. | |
| Is space available for an 8’ x 40’ temp office/ storage ground-level office that is near the temp power source? | There is space for an 8x40 See spec 01 00 00 1.15. Do not plan on a temp power source. | |||
| 21 | Photo Documentation | Spec 01 00 00 1.19 photographic documentation: Would the government accept daily photos to include photos “tied” to drawings in Procore in lieu of this requirement? | Yes | |
| 22 | Qualifications | Spec 23 05 93 1.3 B. 5. Qualifications: would the Government accept NBC, CBI or BPI certification? | NBC would be acceptable as well. CBI or BPI are not accepted. | |
| 23 | Asbestos | Is there a current asbestos survey for this facility? | Asbestos survey to be made availble to Bidder whom secures the contract. | |
| Asbestos and lead based paint: Is there any Asbestos or lead based paint removal or remediation within the scope of work? If yes: Can the Government please provide type, location and quantities. | Possible asbestos. Most of what is being replaced was abated, but something might have been missed. | |||
| 24 | Suspension of Utilities | Outages: What will the maximum duration for chill water outages be? If it varies by area/phase can the government please provide specific durations for outages per location? | 2 hours for HVAC, depending on the time of year. Colder times can be longer. |
2 hours for imaging hook up, max.
| 25 | Sprinkler | Sprinkler: In areas where ceilings are shown to be removed will we be required to replace existing sprinkler heads with upright heads when ceiling is removed and install new heads when ceiling is replaced? | Yes |
| 26 | Site Visit | Will the VA provide a copy of the Site Visit Attendance Sheet? | Yes, see Solicitation Amendment A0001 posted to Sam.gov |
| 27 | Safety | Will COVID screening be required? | Yes, when deemed applicable by the Medical Center Director for the Medical Center as a whole. |
| Will the VA consider waiving the annual influenza vaccine requirement? | The Influenza Vaccine Requirement under VHA Directive 1192.01 will remain in place at the Contract level. However, the availbility of waivers are not the responsiibility of the Government and remain at the level of between Employer and its subsequent Employees, as this is not a Personal Services Contract. However, the requirements for personnel whom employers grant a waiver will be required to wear face masks while in the Medical Center during the flu season (01 Dec 20XX - 31 Mar 20XX). | ||
| Will the VA consider waiving the Tuberculosis Screening? | No |
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