Amendment 01 - RFI RESPONSE - 546-24-127.pdf

RFI Response Solicitation 36C24824R0093

Project: 546-24-127 Installation of New Chillers at Building 7 and Building 10

1. Staging & Construction access:

1. Is the VA to provide a laydown area during the construction process?

VA Response: The VA will work with the contractor to determine if there is suitable space available within the hospital premises where the contractor can rent and place a storage container. The contractor will be responsible for securing the container, which will allow for secure, on-site storage of materials and equipment, minimizing logistical challenges and potential delays. If feasible, the VA will provide the necessary assistance to facilitate this arrangement. However, if on-site space is not available, the contractor will be responsible for securing an appropriate off-site laydown area.

2. Project Overview:

1. The construction schedule details 180 calendar day design phase with a 185-calendar-day construction phase:

▪ Is the current Manufacturer Production timeframe for the Mechanical Chillers reflected in the specified 365-day project timeframe?

VA Response: The SOW does not indicate if the current manufacturer production timeframe for the mechanical chillers is reflected in the specified 365-day project timeframe. The DB team should verify the production lead times with chiller manufacturers to determine if the project schedule is feasible or if adjustments are needed and provide supporting documents from manufacture regarding the lead time if any, it is contractor responsibilities to procure the chiller manufacture within 5 days after submittal being approved. Chillers submittals shall be submitted within the first 15 days of the design phase.

3. Design Phase:

1. Section A. Perform capacity load calculations for each building to determine the appropriate air-chiller tonnage needed to meet peak summer cooling demands:

▪ Can the VA provide prior years’ recordings documenting the load calculations required during peak summer cooling demand? Multiple years for reference?

▪ Is the Chilled Water system Analysis provided referencing accurate calculations on September 18th, 2023?

VA Response:

1. If prior load calculation recordings for peak summer cooling demand are available, it will be provided to the contractor. It is the contractor’s responsibilities to do a load calculation.

2. The DB team shall review the analysis and verify it.

4. Investigative Work:

1. Section a: 3rd Party Test & Balance Report required.

▪ The VA solicitation requests load calculations during peak summer cooling demand, section A details the May through August timeframe. The requirements conflict based on the project award date. Is a Pre-Test & Balance completed in May sufficient with the VA?

VA Response: Performing a pre-test & balance shall be perform before and after installation of the units.

2. Section D: 1

▪ VA Engineering Service to provide the DB/Contractor with all available As-Built and Existing Drawings. Can the link format for the supporting documents be submitted in advance for DB/Construction review?

VA Response: The link system is not working right now but we will send any as built drawing requested to the CO of the project.

5. Scheduling, Phasing, and working hours:

1. Design Phase

▪ Section a: All work to be coordinated and performed during WHEN hours. Can site visits with the DB team be coordinated during Normal Operational hours?

VA Response: Regarding site visits and working hours, the DB team can conduct work during normal business hours, Monday through Friday, from 7:00 am to 4:00 pm, in areas where it will not interfere with normal hospital functions.

6. Page 62 of the Solicitation says that the Phase One Technical Proposal contains the following:

Factor 1 – Technical Approach Factor 2 – Experience Factor 3 – Past Performance.

Paragraph 8 states technical factors consist of Factor 1 – Key Personnel; Factor 2 – Design Concept; and Factor 3 – Schedule. Paragraph 13 includes the second set of factors in the Phase 2 proposal. Please verify what factors should be submitted in each Phase proposal.

VA Response: Paragraphs 7 & 8 are referring to Phase II of the proposal. In Phase II you will submit 2 separate documents, one for Technical which include the factors mentioned in paragraph 8, and one with the Price only.

The Factors (Technical Approach, Experience, Past Performance) are only for Phase I.

7. Page 62, Paragraph 9 of the proposal has a heading that says, “Phase Two – Price Proposal” but the language states “[t]he following must be included in the offeror’s technical proposal.”

Please clarify that this paragraph pertains to price only.

VA Response: Yes, this is referring to Price only, which shall be a separate document from the Technical Proposal Document of Phase II.

8. Page 63, Paragraphs 10/11 request a breakdown of pricing. Please provide the form/format you prefer to see that price breakdown.

VA Response: Portable Document Format (PDF) or Excel Sheet.

9. Page 66, paragraph 4 references PPQs, however, the preceding paragraphs require CPARS.

Please verify that CPARS are acceptable for Past Performance.

VA Response: Yes, CPARS are acceptable for Past Performance as well.

10. Key personnel: Does the Government have criteria against which the Key Personnel will be evaluated? Are there minimum requirements for each role? If so, what are they?

VA Response: Only what is requested in the Solicitation.

11. Please confirm work must be performed OUTSIDE of normal business hours. Special permission must be given by COR to work during normal business hours.

VA Response: All work hours MUST be coordinated with the project’s COR. All work shall be performed during WHEN hours (Weekends, Holidays, Evenings, and Nights) so as not to interfere with normal hospital functions. However, some VA areas may be conducive to work being completed DURING normal business hours (7:00 am to 4:00 pm), Monday through Friday.

All requests for work during normal business hours shall be requested by the Contractor at least 14 calendar days in advance. Additionally, construction shall be performed (scheduled and phased) to ensure that exterior egress/ingress areas are completely operational by normal business hours the following workday.

12. Please confirm that the schedule for design phase (phase I) and construction phase (phase II) is due with phase II proposal.

VA Response: A Schedule here is only for Factor 3 – Schedule of Phase II.