Amendment Response to Vendor Questions.pdf

RFQ 36C24625Q0134 VEEDER ROOT UPGRADE – AMENDMENT 0001 11/13/2024

Answers to Vendor Questions:

A) The Veeder-Root consoles located inside the generator housing cabinets at Buildings #110b, #116 and

#137 are not in a climate controlled environment. Based on Veeder-Root’s requirements, this will void Veeder-Roots warranty. At a minimum, the consoles need to be installed in climate controlled NEMA 4, Class 250 box, which are not stated in the specifications.

The Hampton VA Medical Center concurs that the monitoring systems located inside the generator housings will need to be enclosed as part of this project. At a minimum, the consoles need to be installed in a NEMA 3R rated climate-controlled enclosure.

B) On page 5 and page 2 of 56 in the bid documents, it states to include “probes” and “utilities”, if necessary. Our assumption is that all probes and utilities are currently in working condition and it is presumed that they will be compatible with the new consoles. We will take exception to these statements. Any probe replacements would be extra to our bid price.

The Hampton VA Medical Center concurs that existing probes are in working condition and can be utilized.

Any new probes that are needed to replace the existing probes that are incompatible with the new consoles will be at extra cost. However, the base quote should include the price for new probes for the three new tank locations that currently don’t have probes.

Quote(s) to upgrade any existing probes should be separate and not included in the final quoted price for the Base project. Quote(s) for upgrading existing probes should use a times and material format and have a price breakdown of cost per probe and cost per hour to install the probes.

C) It is also presumed that the existing wiring / conduits are suitable for reuse, meets NEC regulations and all

Veeder-Root requirements. If replacement / modifications are necessary, this is additional to our quoted price.

The Hampton VAMC concurs that the existing wiring / conduits are suitable for reuse, meets NEC regulations and all Veeder-Root requirements.

Quote(s) to upgrade any existing electrical utilities should be separate and not included in the final quoted price for the Base project. Quote(s) for upgrading existing utilities should use a time and material format.

D) On page 2 of 56 in the bid documents, it states to complete the project in 3 months. This is not possible, based on our past experiences with these projects.

The Hampton VA Medical Center wants to avoid the situation where the monitoring systems are unavailable for extended periods of time, since HVAMC relies on these systems for compliance reasons. Additionally, the upgrade of any one location can’t take more that than 30 days. Quotes should include the estimated time to complete the project, total project completion time not to exceed 6 months.

E) The bid documents ask for Lump Sum pricing on servicing and repairing for the next four (4) years. Lump sum pricing is not feasible for this type of request, based on varying equipment & parts costs that occur over the years, as well as labor and fuel costs.

The intent of having the service Option Years is to have a repair contract in place in case repairs are needed that exceed the credit card threshold. The VA plans to set aside a fixed sum for repairs and services for each option year.

F) The three (3) aboveground tanks at Bldg #15 do not appear to have spare tank openings for the new

Veeder-Root system in-tank probes. This needs to be verified and addressed.

Two of the three tanks (tanks 1 and 2) have ports for manual tank gauging and openings for fluid lines that connect to manual tank gauges.

Tanks 1 and 2 each have two openings at the top. The first opening is a 5in opening for tank sticking, and a 2 inch opening that is currently used for the manual tank lines that connect to manual gauges.

The third tank (tank 3) has a 2-inch opening for the fluid lines that connect to a manual tank gauge, and a 2-inch additional opening that is not in use.

Additional pictures and sizes of the openings available for each tank will be shared.