S05 RFI_ Upgrade HVAC System Phase II.pdf

Solicitation Questions for Upgrade HVAC System Phase II

Project # 658-19-104 Solicitation # 36C24626B0005

1. Are these bid alternates required in our bid response? What follows are the bid alternatives listed on Sheet 143-MH1 but not listed on the Solicitation.

Bid alternatives should not have been included in the drawings.

a. “Alternate AHU manufacturers can be considered subject to compliance with requirements.”

This is an error on the drawings that implies the VA would consider all other manufacturers to be “lesser” and that the basis of design manufacturer should be used for full value. This implication is false. The manufacturer/model basis of design is provided simply to show that real/tangible equipment can meet the design intent and that the contractor is responsible for providing a design that shows that the chosen equipment fulfills the design as communicated in the plans and specifications.

Other custom and field-erected AHU manufacturers will be considered and are subject to compliance with drawings. AHU’s are located in tight mechanical rooms with limited access thus manufacturer and field erected components shall be coordinated with field conditions. Basis of design manufacturers is a custom AHU manufacturer from Air Enterprises. Any other manufacturer will be compared to this manufacturer’s solution.

b. “Alternate manufacturers for steam to clean steam heat exchangers can be considered, subject to compliance.”

This is an error on the drawings that implies the VA would consider all other manufacturers to be “lesser” and that the basis of design manufacturer should be used for full value. This implication is false. The manufacturer/model basis of design is provided simply to show that real/tangible equipment can meet the design intent and that the contractor is responsible for providing a design that shows that the chosen equipment fulfills the design as communicated in the plans and specifications.

Other steam generators will be considered and reviewed with respect to the design intent and construction drawings/specifications.

c. “Base bid shall include replacing all existing ductwork and air devices shown on floor plan with new ductwork and air devices. Deduct alternate shall include re-using existing ductwork and air devices indicated.”

This note is a design error and no deduct alternatives are anticipated in this solicitation. Bid shall be based on drawings and specifications.

d. “Base bid shall include split chilled water coil for all (3) AHUs. Deduct alternate shall include providing a single chilled water coil for each AHU.”

This note is a design error and no deduct alternatives are anticipated in this solicitation. Bid shall be based on drawings and specifications.

2. What ICRA level will be required for this project?

ICRA Phase I and III (Wing H and Wing J1) are identified as ICRA 2. The mechanical room for Phase II (Wing J, old renal area) passes through Wing H and will likely need to be ICRA 3 or potentially 4. Contractor is encouraging to explore other options (coming through interior wall vs. door and/or crane to exterior wall louver access) to eliminate this potential.

3. Please confirm that and all Basis of Design items and materials that the VA has satisfied all Buy American Waivers, if applicable, and sole source requirements as needed.

Please provide us any Buy American Act Waivers that would be provided under this contract. This is not currently in the plans, documents, or specifications.

Buy American Waivers are not applicable to this project. If the contractor foresees the need for a waiver, VA justification review, coordination/approval is required. Additional time for coordination/approval of waivers will not be considered.

4. Will the VA pay for the engineering and design submittals, as well as all applicable deposits required by various manufacturers to put equipment into design and/or production?

This is a Firm-Fix Price contract for which the VA does not and will not consider paying for the referenced additional costs. Contractor shall pay for all designs, shop designs and design submittal documents at no cost to the VA.

5. Is the new VA memorandum on bolts for steam and hot water systems applicable to this project? To our understanding A307 bolts are no longer allowed.

Yes, steam and heating water piping shall not be provided with A307 bolts per memorandum dated December 13, 2024. Per memorandum steam and heating water bolts shall meet ASTM A193 in lieu of A307.

6. Tax Exemption: Is this project sales tax-exempt? If so, can the government provide a tax exemption certificate for materials purchased?

There is no tax exemption on this project

7. Notice to Proceed (NTP): How soon after a contract award is the NTP expected to be issued?

After receipt of performance and payment bonds

8. Submittal Platform: Will the VA accept the use of Procore software or equivalent as the primary submittal platform?

9. Submittal Exchange is the VA’s management software of choice as indicated in the updated specs provided.

10. Payment for Stored Materials: Will payment applications for materials stored on-site or in a bonded warehouse be approved?

No, Contracting Officer approval is required

11. Bid Hold Period: Will the government consider reducing the bid hold period to 90 days due to current inflation risks?

Government will try to make an award within 90 days; however, short staffing could make this award longer to process.

12. Economic Price Adjustment Clause: Will the government include an Economic Price

Adjustment Clause in the contract to address price fluctuations in materials?

This is a Firm-Fix Price contract without economic adjustment.

13. SSHO and Superintendent Roles: Can the SSHO, QCM and superintendent positions be fulfilled by the same individual, provided qualifications are met? If not, can the superintendent double as the SSHO?

No, follow the contract specifications.

14. Scheduling Consultant: Is an external scheduling consultant required, or can scheduling duties be handled in-house by a qualified team member?

Contractors are permitted to handle scheduling duties in-house by qualified personnel.

15. Temporary Facilities: Are contractors required to provide a temporary site office or trailer, or will space be allocated within the existing facility?

Office space(s) will not be allocated to the contractor. If space is required for a trailer on VAMC grounds, VA will confirm on site location/availability.

16. Parking and Staging: Will there be designated parking and staging area for contractor personnel?

Yes. VA will designate spaces/areas for contractor use.

17. How many parking spaces will be provided if there is on-site parking?

VA will provide number of spaces reasonable for contractor use.

18. Site Access and Badging: Will the government provide a detailed badging and access protocol for contractor personnel?

Yes.

19. Fire Watch: If impairments to fire alarm systems exceed four hours, will the VA provide support for fire watch personnel, or is the contractor solely responsible?

No. The contractor will be solely responsible.

20. Environmental Protection Plan: Are there specific templates or guidelines required for the Environmental Protection Plan, or is a contractor-developed plan sufficient?

The contractor shall provide a plan for VA approval.

21. Infection Control: Please confirm modular walls (such as STARC) are allowed for ICRA.

Based on cursory review of available online product data, VA will approve.

22. As-Built Drawings: Are as-built drawings available for existing conditions, or will the contractor need to verify all dimensions on-site?

Existing conditions indicated in construction documents are diagrammatical in nature and are not as-builts, however existing drawings in construction documents should be pretty accurate, with isolated areas that could not be verified and confirmed via survey.

Contractor shall field verify and confirm all ductwork, piping and equipment.

23. Drawing 143-MH24. Specified steam trap models are cast iron bodies. Is that acceptable? VA specs usually require steel body. Please clarify.

Yes, steam trap bodies shall be steel construction unless excepted by response to question #28. In such cases, the contractor shall coordinate with the COR for approval.

24. There are some alternates mentioned on drawing 143-MH1 and in the specifications.

The bid solicitation only requires a base bid. Please clarify any alternate pricing required.

See responses to inquiry No. 1.

25. Drawing 143-MH21 detail 4, Humidifier Riser Details, note 5 calls for Clean Steam to be copper. Specification for steam calls for steel. Please confirm that the Clean Steam and the Clean Steam Condensate can be type L copper tubing.

Steam piping serving humidifier shall meet steam piping requirements indicated in specification 232213.

26. Drawing 143-MH24, Equipment Schedules. The steam traps that come with equipment will typically be cast iron body. Is this acceptable? Or will we need to replace those with steel body steam traps?

Steam traps integral to equipment can be cast iron to prevent any modifications to the packaged equipment and possibly voiding warranty of equipment.

27. How many individuals are required to fill the hats of Superintendent, QCM, and SSHO?

Follow the contract specifications

28. No Architect Drawing are shown. It appears that there may be extensive Architectural work. Will Architectural Drawings be provided?

Extensive Architectural work is not required. Design intent is for ceiling tiles and ceiling grid to be replaced “in kind” according to specs. In areas where HVAC ductwork/piping and equipment can be installed without disturbing ceiling grid, the existing ceiling grid can remain. Areas where this cannot be achieved (i.e. ceiling grid below duct mains, main piping lines and terminal units) the design intent is to replace these architectural features in kind to match. Ceiling tiles are to be replaced.

29. With the entire floor receiving new Duct Work, the ACT will need to be removed and replaced. There are no Architectural Demolition Drawings. Will those drawings be provided?

Extensive Architectural work is not required. Design intent is for ceiling tiles and ceiling grid to be replaced “in kind” according to specs. In areas where HVAC ductwork/piping and equipment can be installed without disturbing ceiling grid, the existing ceiling grid can remain. Areas where this cannot be achieved (i.e. ceiling grid below duct mains, main piping lines and terminal units) the design intent is to replace these architectural features in kind to match. Ceiling tiles are to be replaced.

30. “With the removal of the acoustic ceiling tile (ACT), it will require removal of all electrical devices. No electrical devices are shown on the drawings. There are fire alarm devices, Wi-Fi devices, Nurse Call devices, Lighting, Signs and other items. This will be a major portion of the work. The Electrical Contractors can’t price the work without knowing what needs to be removed and if new items are required to be placed.”

Design intent is for ceiling devices to be removed and/or supported temporarily as required to accommodate new HVAC work. No new electrical ceiling devices are to be provided.

31. “Sheet 143-ES1 Note 4 states to remove all equipment not indicated to be reused and store at a location for inspection by the VA to determine what may be retained by the

Owner. This work can’t be priced without more information. No equipment is shown on the plans to remain or to be removed. There is no way to determine what is involved.

Where is the location for the materials to be stored and for how long? The Electrical contractors need to know how much equipment will need to be removed for pricing. If the VA decides to retain equipment, who has the responsibility to move that equipment and where is it to go?”

Design intent is for ceiling devices to be removed or supported temporarily as necessary to prevent damage such that new HVAC work can be accomplished.

Extensive replacement of electrical ceiling devices is not anticipated. Intent is to remove/reinstall and/or temporarily suspend and reposition ceiling devices as required to accommodate new HVAC installation.

32. What are the ICRA requirements for this project?

ICRA Phase I and III (Wing H and Wing J1) are identified as ICRA 2. The mechanical room for Phase II (Wing J, old renal area) passes through Wing H and will likely need to be ICRA 3 or potentially 4. Contractor is encourage to explore other options (coming through interior wall vs. door and/or crane to exterior wall louver access) to eliminate this potential.

33. Is photo inspection required?

Yes, Specification have been modified, see attached.

34. Is the order of phasing still valid?

No, It is the medical center’s intent to relocate the personnel in Phase 3, Wing J1 first and make that available for construction start. After Phase 3 is complete the Contractor and COR will determine the order of the remaining phases.