S05 Vendor Questions and SL Responses.pdf

Vendor Questions/Concerns for:

HVAC Test and Balance / 36C24725Q0291 / Atlanta, GA VAMC

No Information will be provided about, estimates, bidders lists, previous or current contracts. Due to the urgent nature of this requirement and time constraints to respond to vendor questions/concerns, these responses are subject to change pending additional information. This bid is now due to close at 1pm EST on Feb 7, 2025.

1. What are the number of rooms in each location to be tested? Do specific rooms require annual testing or biannual testing? There are approximately seventy-two (72) spaces at the main facility that require testing. Twenty-Five (25) of these spaces are in critical areas (e.g. operating rooms, minor procedure rooms, etc.) There 16 rooms at Trinka Davis Veterans Village and twelve at the Fort McPherson Campus. Specific room numbers will be provided to the awardee. The average hours per week for T&B services is estimated at 40 manhours. This will cover all requirements needed throughout the year (Emergency’s etc.) and other T&B equipment if it was required.

2. Item E states 'annual balancing, but Item F states twice annually. Please confirm which is correct (or if room specific, which rooms). Spaces require semi-annual testing and balancing.

3. Item G & H - please confirm that 'on-call and emergency services' are out of the scope of the contract and will be paid as a change order Emergency Services are part of SOW. On-Call services will be re-imbursed as separate actions. Emergency services are any unscheduled requirements for testing and balancing of critical spaces and will be limited in nature to this procurement.

4. Can full mechanical and architectural drawings of the as-built conditions of the facilities be supplied? Not currently. As-built drawings of select areas may be available after award.

5. Can details of the controls system and support from the VAMC to use said control system be provided to the TAB contractor? After award the VA Controls Support personnel will provide assistance.

6. Without access to as-built drawings it is impossible to provide a cost-efficient price for this project. Any proposals without them would be guesses based on square footage. Will also need the equipment schedule or an accurate inventory of all air handling system equipment.

Unfortunately, it is not practical to provide as-builts of every applicable mechanical space and system as part of this package. Some physical and electronic drawings are available to the awardee via as-builts for various projects in different areas over the years.

7. Attended site visit Jan 28. Basically, it didn’t happen. The VA representative designated to escort potential offerors was delayed due to an emergency, but did respond to complete the escort to various sites.

8. Request an extension until the plans and equipment information can be provided with about a week after receiving to review and prepare proposals. No additional plans or equipment information are available beyond what is provided here. The bid will be extended to close two business days after the posting of the responses to vendor questions/concerns.

9. SOW section E requires annual balancing of each system. Section F requires twice annually and scheduled during normal hours. Which is correct and there is no way this can be done during normal hours without disruption to hospital operations. Spaces require semi-annual testing and balancing. Work in critical areas must be performed after hours as designated in the scope of work.

Work in non-critical areas should be scheduled during normal working hours unless that effort will be disruptive to normal operations in which case it should be schedule during off-hours.

10. SOW Section F mentions Appendix A which has not been provided. Appendix A was referenced in error. Please disregard. Approximately 25 of the spaces are considered critical. All of these are at the main facility. Critical spaces include Operating Rooms one through nine; Cysto rooms 1,2 and 3; Sterile Processing (GC109), Bulk Storage (GC110), Decon (GC120), GI Decon (1C450A), GI Ante (1C450B), GI Clean (1C450C), Pulmonary Bronchoscopy (2A153), Chemo Storage, Air lock, Chemo Buffer, Ante Room, and Cath lab 1 and 2.

11. SOW section G On Call Troubleshooting. This cannot be identified and estimated fairly under a lump sum basis. Suggest obtaining an hourly rate from us for these services. Or establish a maximum number of hours for pricing. The average hours per week for T&B services is estimated at 40 manhours (2080 manhours for the year). This will cover all requirements needed throughout the year (Emergency’s etc.). Emergency Services are part of SOW. On-Call services may be re-imbursed as separate actions.

12. SOW Section H Emergency Services. Same as section G cannot be fairly priced. The vendor is responsible for making an assessment on bids/quotes received based on the SOW and line items.

13. SOW Section 2 Period of Performance. Will there be three or four option periods? The action is for a base year with three renewable option periods. A renewable fourth option period is possible to be utilized if necessary.

14. SOW Section 5.e. Is the wearing of masks mandatory at all times? Masks are required in specific patient care areas. This is subject to change.

15. Records Management and Contract Security. Section B To perform this work we will need access to all conditioned spaces. Assuming that we cannot unlock and prop open doors this will require a VA employee with keys to be present as we perform the work. A VA Representative will be able to escort awardee as needed.

16. SOW Section H.7 Contract Administration Data. A. Will the VA want us to invoice only for work completed during the period or breakdown the annual cost over the year? Invoices will be submitted on a bi-annual basis. This is may be revised after award.

17. What is the magnitude for this project? Please refer to the Statement of Work and Line

Items.

18. Can a list of rooms included on this contract be provided? Please include Room number, designation, and facility location. There may be up to 100 rooms. The rooms numbers will be provided to the awardee. Any areas that may require testing throughout the year that is not included in the 100 designated spaces may be invoiced separate from this contract.

19. Will the VA be providing plans and/or equipment list(s) for this T&B contract. Should we expect a deadline extension as we await this information? Select drawings, graphical displays, and equipment lists will be available to the awardee. Additional information is currently not available.

20. We would like to request the Building information sheet, if possible, Mechanical Drawings or any information that can facilitate our quoting process. Select drawings, graphical displays, and equipment lists will be available to the awardee. Additional information is currently not available.

21. Are there specific rooms in which TAB needs to be performed or TAB is to be performed on the complete building? There are approximately seventy-two (72) spaces at the main facility that require testing. Twenty-Five (25) of these spaces are in critical areas (e.g. operating rooms, minor procedure rooms, etc.) There 16 rooms at Trinka Davis Veterans Village and twelve at the Fort McPherson Campus.

22. What would be the frequency for the required services? The frequency will bi-annually be completed or as needed. Any non-emergency testing completed outside of these times may be invoiced separate from this contract.

23. Will the VA be providing plans for the equipment? Select drawings, graphical displays, and equipment lists will be available to the awardee. Additional information is currently not available.

24. Will a full equipment list with make/model and Manufacturer #s be provided? Select drawings, graphical displays, and equipment lists will be available to the awardee. Additional information is currently not available.