RFI questions and answers 36C25026B0021 - Replace Window Seals B330 - 552-23-512.pdf

36C25026B0021 – RFI Questions and Answers Replace Window Seals B330 – 552-23-512

Original questions in black

Answers in blue directly following the RFI question.

• Does the Superintendent need to be directly employed by the Prime Contractor?

• Yes.

• Must the Superintendent be on site at all times while work is commencing?

• Yes.

• Does the SSHO (Site Safety Health Officer) need to be directly employed by the

Prime Contractor?

• Yes

• Must the SSHO be on site at all times while work is commencing?

• Yes

• Can the Superintendent & SSHO be a dual-hatted individual assuming that individual is qualified for both roles?

• Yes

• Are there any other mandatory on-site supervisory roles the VA will require?

• No

• When does the VA expect the project NTP timeline to start following the award?

NTP issuance following the award is determined on how quickly the contractor submits the required project documentation.

• Are there any concerns for Asbestos Containing Material or Lead in the areas being worked in?

• No

• Is this contract Tax Exempt,(yes) and will a tax exemption certificate be provided to the awardee? Yes

• Is the VA expecting contractors to get vaccinated in order to get cleared to work on the job site? No

• What is the ICRA classification/expectation for each room we work in? Not every room may need a higher class than others. ICRA containments could be a huge cost depending on what is expected for all the rooms we would be working

in. Please clarify what the ICRA is to be and what the policy is for open windows.

The ICRA level will be level 1 general Inspection and upkeep as we do not foresee the need to be in the rooms for long period of times or will be creating dust.

However, there may be times that the contractor’s staff may need to utilize PPE when entering the rooms. This will be determined on a case by case basis.

• What is the manufacturer,(Wausau), make, and model of the windows, (No information available)? Can a detail of the window(s) be provided? Any

O&M/manuals? Details provided below.

• Are all 1,200 windows the same? All the windows are from the same manufacturer and are of similar operation and design. The windows in B310 are a few years older than the windows in B330.

• Please confirm we are removing the gaskets from the sides of the windows and will be sealing the windows shut from the outside (they will not be re-opened again). Please refer to the Scope of Work (SOW) Project Overview.

• Why does the VA want to remove the blinds? The blinds are internal between the inner and outer sections. (See details below). When the windows are sealed shut, maintenance and repairs cannot be done to the blinds.

• How are the blinds fastened to the window? Screws

• What is the access to the blinds for removal? Is it just an Allen key to open them up or are they welded? There are window keys to unlock the window from the inside, that the VA can provide, and an Allen key lock on the outer section of the sash to open this section of the window to remove or repair the blind. The outer sash can be opened from the outside with the Allen key.

• The bid docs state not all the window's interior blinds are present. For bidding purposes, what quantity/percentage of internal blinds are assumed to be present for removal? The discrepancy/unknown could swing pricing one way or the other.

Please read the SOW in detail, as the reference in the SOW is for “window dressings(shades)” that are installed on the interior of the structure and not internal to the window sash.

• Are roof-mounted anchor points currently available for the use of swing stages?

The buildings do not currently have anchoring points for swing stages.

• If swing-stage anchor points are not in place, is the contractor expected to design and install permanent anchor systems as part of this contract? From our assessment, a permanent swing stage system would be the only viable method for completing this work safely and effectively. The VA considers this to be a means and method to perform the requirements for this contract. If the contractor deems that this is the only viable method to safely and effectively complete the requirement, then this method will be acceptable. Details for this will need to be submitted to the VA per the specifications section 01 33 23 Shop Drawings.

• If permanent anchors are required to be provided by the Contractor, could the VA provide an aerial view identifying which roof sections are intended to receive these anchor points? The contract requirements for this project pertain to the elevations and sections that have windows. Any elevation that does not have windows will be considered outside of the scope of work. See details and drawings provided with this solicitation.

• Based on our team’s understanding, including permanent swing-stage anchor points within this contract would require additional design effort and clearly defined scope parameters to ensure fair and competitive bidding. The added scope may also significantly extend the project duration and could introduce several hundred thousand dollars in additional cost beyond the window-related work already included. We want to ensure the VA is aware that design expectations, solicitation details, budget considerations, and schedule assumptions would need to be adjusted accordingly. Noted

• Will the VA be ultimately responsible for scheduling & reserving rooms to be worked on in advance? Per the SOW “The contractor will develop a detailed sequence plan in conjunction with the Contracting Officer Representative (COR), which will also need to be approved by the COR.”

• Can the VA provide a maximum or minimum quantity of rooms that the contractor can expect to complete on a daily/weekly basis for bidding purposes? No. This will need to be a coordinated effort with the contractor, COR, and VA service sections. This also may differ due to patient care needs, operational needs, and weather conditions.

• While we understand that the work areas are active hospital environments with patients present, we would like clarification on whether exterior work can be completed in continuous swing-stage drops without requiring the stages to be relocated to previously completed sections. The interior scope offers more flexibility, but ideally both the interior and exterior work would proceed concurrently. Our concern is that repeated relocation of swing stages back and forth across the building sections/elevations to accommodate a few rooms/windows would significantly extend the schedule and increase project costs. We appreciate any guidance you can provide regarding allowable staging, phasing and sequencing. This project will be configured to reduce the impact on patient care and hospital operations as much as posable. This will need to be a coordinated effort with all stake holders so that the hospital can make arrangements and accommodations to vacate the rooms during times a window will be opened.

• Along the same lines, will the VA approve & accept work completed for each drop prior to swing stages being relocated for the next drop? Same concern as above.

Yes

• What is the expected quality and end product for the window cleaning? The windows are old and may not clean easily without major effort. This is understood by the VA. If more than a standard professional cleaning is required, as stated in the SOW, the contractor is to notify the COR of the condition before performing additional work.

• Please confirm windows are to be washed on the interior AND exterior panes of the building. Yes.

• Will a laydown area be provided for the contractor? How large and where will it be located? Laydown areas can be made available for the contractor depending on requirements. This will need to be coordinated with the contractor and the COR.

• Does the laydown area need to be secured w/ temp fencing? Yes

• Regarding 'Surveying for Additional Damage' :

o Is the expectation the contractor awarded this project provide the

Additional Damage repairs as a separate quote?

o What specific elements of 'Additional Damage' to existing window warrant a notation to be repaired?

No additional repairs outside of the SOW will be done without the approval of the contracting officer in writing. If additional repairs will be required, the contractor shall notify the contracting officer’s representative and contracting officer.

• Please confirm full bid packages are to be emailed to Jeremy.Nee@va.gov, and no elements of the proposal need to be mailed or hand delivered. Follow all instructions in the solicitation and amendment(s). As of now the bid opening is in person and if bids are emailed, they will not be accepted.