S05_RFI Tracking Log_Phase Two_673_22_107 DB Renovate Fire Alarm System_Final.docx
DOCX document 45 KB Posted
- Solicitation number
- 36C24823R0036
About this file
This document contains a log of questions and responses related to a solicitation for renovating the fire alarm system at the James A. Haley Veterans Medical Center in Tampa, Florida. Key details include:
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The solicitation number is 36C24823R0036 and seeks a design-build contract for project number 673-22-107 to renovate the fire alarm system. Questions were submitted by multiple companies and the Department of Veterans Affairs provided responses to clarify requirements.
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Questions covered topics such as schematic design requirements, locations and details of new smoke detectors and devices to be added or replaced, potential node relocations, code compliance needs, and existing interconnection pathways. Clarification was also sought on testing requirements, hazardous material handling, and permissible work hours.
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The log indicates that 27 new smoke detectors, one new heat detector, and eight new speaker-only devices will be installed across six buildings on site. Approximately 661 existing smoke detectors, 19 heat detectors, and various relay devices will be replaced. Thirty-one duct detectors will also be replaced across multiple air handling unit locations.
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Text version
Request for Information (RFI)
D/B Renovate Fire Alarm System Project 673-22-107
| RFI NBR |
| Question/ |
Response
| Company Submitted By |
| Dated Received |
| 1. |
| In the proposal requirements it states the below. I have contacted JCI, and they will not provide any types of schematics prior to award. Can this requirement be waived? If not, please clarify what you want instead of this item. This item is really useless as we are all required to utilize the same company so anything generated would be a copy across the board anyway and not providing any insight into any one companies competency. |
PHASE TWO - FACTOR 1: DESIGN CONCEPTS & TECHNICAL APPROACH
2. Provide at least one (1) 24 x 36 schematic illustrating your proposed layout but not a detailed design.
| Midwestern |
| 3/21/23 |
VA Response: This is not needed.
| 2. |
| The SOW states to “Provide and install a new smoke detector, along with any conduit/wiring needed…” at several bldgs/and locations within the bldgs. Twenty-seven in total were listed among bldgs. #1 & #38. Can the VA tell us the required locations and details of each device being added so we can understand if they are in hard ceilings etc.? |
| TLS |
| 3/28/23 |
VA Response:
1. 7 locations : Bldg 38 Third FL smoke detector : A-353, A-353A, A-340, B-324, C-324.2, C-353, C-333 mixed ceilings in this area
2. 6 locations : Bldg 38 Second Fl smoke detector : C-329, C-260, C-227, B-223, B-225, A-221 mixed ceilings in this area
3. 4 locations : Bldg 38 Ground Fl: smoke detector: 2 @ Patriot Brew area, 035, D-029, AND E-029 mixed ceilings in this area
4. 4 locations : Bldg 1 Fifth floor : smoke detector : 5B-512, 5B-518, 5A-550, 5A-556 drop ceiling
5. 7 locations : Bldg 1 Seventh Fl : smoke detector : 7A-721, speaker : 7A-725, 7A-724, 7A-723C, 7A-723B, 7A-720B, 7A-720C drop ceiling
6. 6 locations : Bldg 1: smoke detector : 2D-245, 2D-225H, 2D-245, 2D-256, 2D-281, speaker: 2D-288 drop ceiling
| 3. |
| During the site visit it was mentioned that there are many relays that have to be replaced along with back boxes etc. Can the VA confirm what Bldg(s) are these needed to be replaced and what quantity should we assume in our proposal? |
| TLS |
| 3/28/23 |
VA Response:
Count for devices to be replaced with updated new devices 1 for 1 in same locations ( Devices Provided by JCI)
STATION-LED, DA PUSH ADDR 125
SENSOR RELAY BASE 24
PHOTO SENSOR GSA 24
DUCT SENSOR HOUSING-2-WIRE 31
SUPERVISED IAM 77
RELAY IAM 110
NAC Panels 6
SMOKE DETECTORS AND BASES 661
HEAT DETECTORS AND BASES 19
DEVICES TO BE ADDED PER VA REQUEST IN VARIOUS LOCATIONS TOTALS
SMOKE DETECTOR 27
HEAT DETECTOR 1
SPEAKER ONLY DEVICES 8
| 4. |
| During the phase II site visit there was one panel identified that needs to be relocated. Can the VA confirm the Node #, room location and where it will be relocated? |
| TLS |
| 3/28/23 |
VA Response: Will not be needed, all panels remain in same location
| 5 |
| Are there any provisions to bring the existing fire alarm system up to the latest code requirements? For |
example:
a. Interconnection with low voltage emergency egress lighting controls for fire alarm override in accordance with NFPA 101 7.8.1.2.2?
b. All shaft and pit detectors shall be accessible from outside the elevator shaft in accordance with NFPA 72 21.3.7?
c. Any other deficiencies to the latest codes observed?
| TLS |
| 3/28/23 |
VA Response: This project was not developed to address code upgrade requirements.
| 6 |
| Is a civil site plan available showing the existing interconnection pathways between all buildings Outside Plant? |
| TLS |
| 3/28/23 |
VA Response: There is not a model that shows the pathways
| 7 |
| What areas / buildings will require work to be done on weekends, evenings or nights? |
| TLS |
| 3/28/23 |
VA Response: Any work around hazardous material and work affecting patient safety and care should be done after normal working hours
| 8 |
| Does the VA expect a complete fire alarm system test and inspection service to be completed at the end of the project (prior to acceptance) once ALL nodes are completely upgraded and/or replaced to verify that all indicating an annunciation devices are functioning properly? |
| TLS |
| 3/28/23 |
VA Response: JCI to test and inspect at completion of job
| 9 |
| Upon completion of “individual fire alarm node” upgrades and/or replacements, does the VA expect a test and inspection service to be performed by JCI on ONLY those devices that are connected to that individual node? |
| TLS |
| 3/28/23 |
VA Response: JCI to test after node upgrade using the built in software self-test and 10% manual test. All nodes and devices will be tested, inspected and certified at completion of job.
| 10 |
| During the site visit for Phase Two, the COR indicated that there were AHU duct detectors requiring replacement that were to be included in the SOW. JCI indicated that they believe that eighteen (18) duct detectors may be required to be replaced. We would need to know if a duct smoke detector would be located above a ceiling or in a difficult to reach location, and need to provide a remote indicating lamp and a test key switch. Please clarify which specific AHUs require duct detector replacements and the exact quantity required so that JCI may include in their scope or how many our bid we should include? |
| TLS |
| 3/28/23 |
VA Response: 2–CEP, 1-Ground Floor Electric Room, 1-Floor Mech Room, 18-Bldg 38 (Garage Mech Rooms), Bldg 38 ground floor, 2-Hallway by D039-38, 2-Hallway by D026-38, 2-Litter Room E005-38, 2-Hallway by E026-38, 2-Hallway by E039-38. 31 Total Duct Detectors, no test switches required(Addressable).
| 11 |
| During the AHU duct detector replacements, will this work be required to be performed on weekends, evenings, or nights? |
| TLS |
| 3/28/23 |
VA Response: Most work can be performed without shutting the unit down
| 12 |
| Reference FA200 Riser Diagram – Can the VA verify that Node 18 is actually located in Bldg #1 room GD-023D. GD-023D does not reflect having a FACP in the room, however drawing FA-108 reflects a FACP located in room GD-040 but is not labeled with a Node. Is the FACP in room GD-040 actually Node 18? And if so, is this FACP actually located in room GD-023D not GD-040? |
| TLS |
| 3/28/23 |
VA Response: This one is the TSW inside of the Electronics department.
| 13 |
| Per the SOW “Determine which 4009 NAC Extender panels will remain and ones that do remain will be updated with new chips/firmware. The quantity of 4009’s will be affected by the addressable notification portion of the project.” This statement is open-ended for both design efforts and costs for bid purposes unless that information on the specific NAC’s affected as part of the SOW. If JCI has knowledge of these NAC’s can the VA |
provide this information?
| TLS |
| 3/28/23 |
VA Response: Total of (6) 4009 NAC panels will be replaced by JCI. All other NAC panels needing firmware chip upgrades to be performed by JCI.
| 14 |
| Communications loop questions: |
a) Please confirm that the intent is to reuse existing copper pathways for all new fiber routing, and that a new separate redundant fiber pathway to serve each node is not required?
b) Please confirm if the existing building underground interconnection pathways are intact and serviceable?
c) Please confirm if new fabric innerduct is required to be installed in existing pathways to protect new fiber?
| TLS |
| 3/28/23 |
VA Response: It is JCI’s intent to use all current infrastructure. Any new conduit and or pathways to be installed by JCI.
| 15 |
| Provide the firm and point of contact for the mechanical controls system. |
| TJS |
| 3/29/23 |
VA Response: Our Control contractor is JCI and Frank Dimarco and Steven J Gallette can help with coordination
| 16 |
| Verify that the Owner will be responsible for removing ALL equipment, unbolted furniture, personal effects, etc from the affected areas prior to construction. |
| TJS |
| 3/29/23 |
VA Response: The VA has movers and can move VA owned property with proper notification such as furniture and belongings
| 17 |
| Provide Hazardous Material Report for this project. |
| TJS |
| 3/29/23 |
VA Response: Our AHERA report will be provided
| 18 |
| Section I.C.8 of the RFP states "8. ASBESTOS: The D/B Team shall investigate the construction site to verify any asbestos containing materials. A NESHAP is required. Asbestos containing sprayed-on fireproofing, floor tile & mastic, and other asbestos containing / contaminated materials / items may be encountered in buildings 1. If asbestos is encountered, it is the D/B Team and their subcontractor’s responsibility to adhere to all VA, OSHA, Federal, and State regulations of ACM procedures." Without performing the Site Investigation and the Hazardous Material Survey, we cannot put a cost to any hazardous material abatement that may be required. Confirm that the base bid is to include the cost of performing the Site Investigation and Hazardous Material Survey only and that any required abatement that is found will be a modification to the contract. |
| TJS |
| 3/29/23 |
VA Response: A NESHAP is required in order to ensure that the contractor, employees and patients are safe during construction. Not only from ACM but other hazardous materials like lead. In order to assign proper ICRA and ILSM procedures during work, this information is needed. The NESHAP is not being performed to identify material that must be removed, but it is being performed to understand the best method to achieve the work to be done without endangering affected persons.
| 19 |
| Provide sign-in sheets for the pre-bid site walk/meeting. |
| TJS |
| 3/29/23 |
VA Response: See attached.
| 20 |
| Confirm standard / permissible work hours during construction. |
| TJS |
| 3/29/23 |
VA Response: This project is in multiple areas in the hospital. If work can be accomplished during the day without affecting patient care and is not working in an area that contains hazardous materials, then that is acceptable. If there are actions that require work in the hallway it that will have to be assessed prior to granting permission. Every day the hospital has unforeseen circumstances which may lead to work having to be accomplished in off hours.
| 21 |
| We understand that the Government intends to award a lump sum contract for this Task Order. The construction industry continues to experience significant cost volatility in nearly all commodities that cannot be |
anticipated. Subcontractors are receiving unforeseen increases in material costs from their suppliers, sometimes on a weekly basis, that can be as high as 10% or more.How is the Government going to accommodate the current price escalation being experienced in the marketplace with regards to commodities such as wood, steel, plastics, etc? Can an Equitable Price Adjustment (EPA) per contract length as one of the Defense FAR Supplement (DFARS) 216.203-4(1)(ii) clause be added to the RFP?
| TJS |
| 3/29/23 |
VA Response: We are not DoD. These clauses do not apply.
| 22 |
| The construction industry continues to experience significant volatility, resulting in material lead time delays, in nearly all commodities that cannot be anticipated. Subcontractors are receiving unforeseen increases in material delivery durations from their suppliers. How is the Government going to accommodate the current extended lead times and material manufacturing and delivery delays that are occurring in the construction industry? |
| TJS |
| 3/29/23 |
VA Response: The government is not accommodating circumstances outside of control in this solicitation. The VA and contractor will work through obstacles and challenges as they arise. The contractor is expected to identify costs and use experience and current applicable estimation methods to provide a offer to perform the work.
| 23 |
| Reference ITO Section II.10.f - confirm that this document is the Price Matrix provided with the Phase 1 documents. |
| TJS |
| 3/29/23 |
VA Response: Confirmed.
| 24 |
| ITO Section II.14.c dictates that Factor 1-Design Concept & Technical Solutions has a 50-page maximum page count. ITO Section III subsection Phase Two-Factor 1: Design Concepts & Technical Approach, dictates a 20- page max excluding schematic. Please confirm the correct maximum page count for the Design Concepts & Technical Approach Factor is 50 pages. |
| TJS |
| 3/29/23 |
VA Response: It is “20 pages max. excluding Schematic.” Instructions to Offerors have been updated.
| 25 |
| ITO Section II.14.d dictates that Factor 2: Schedule has no page limit. ITO Section III, subsection Phase Two-- Factor 2: Schedule, dictates a 20-page maximum page count. Please confirm that the schedule factor has no page limit. |
| TJS |
| 3/29/23 |
VA Response: It is “no page limit.” Instructions to Offerors have been updated.
| 26 |
| ITO Section III, Subsection Phase Two Evaluation Factors, states "The evaluation factors for PHASE TWO consist of Factor 1-Schedule and Factor 2-Design Concept." The same section also notes Factor 1: Design Concepts & Technical Approach and Factor 2: Schedule. Please confirm the order of factors to be submitted in the technical proposal of Phase Two. |
| TJS |
| 3/29/23 |
VA Response: Factor 1: Design Concept & Technical Approach Factor 2: Schedule Instructions to Offerors have been updated.
| 27 |
| RFP Section D.6 Design Schedules, Subsection b., references the "Second Review Meeting and Return Third Submission." Please confirm that this second review meeting is for the return of the Second Submission, the 95% design. |
| TJS |
| 3/29/23 |
VA Response: That is correct
| 28 |
| RFP Section D.6 Design Schedules, Subsection c., references the "Forth Submission." Please confirm that there are only three submissions and the 100% design is the final submission. |
| TJS |
| 3/29/23 |
VA Response: There are only 3 submissions required on this project
| 29 |
| RFP Attachment SPEC 00 11 21 Section C offeror requirements, Subsection C2.A states, "Offerors shall affix their names and return addresses in the lower left corner of the Offeror's envelope. Envelopes containing offers must be sealed. Submit four copies of Standard Form 1442 with an offer guarantee as stipulated in the section "Instructions, Conditions, and Notices to Offerors." As this is an electronic submission via email, please confirm only one copy of the SF 1442, offer guarantee, and the offer is required. |
| TJS |
| 3/29/23 |
VA Response: Yes, submission is electronic and only one copy is needed.
Attachment 2 RFI Tracking Log
File details come from the government source that posted it. Updated .