RFIs to SAM.GOV RFQ - LOTO Chillicothe VAMC .pdf

RFIs to SAM.GOV RFQ - LOTO Chillicothe VAMC

1. BASE-YEAR ASSET COUNT. The PWS gives three different figures and they do not reconcile:

- Paragraph 8, Develop Graphical LOTO Procedures: "Create a minimum of 454 equipment-specific, graphical procedures."

- Paragraph 8, Annual Review & Additional Assets: "First year to cover base list of 137 items from VA Chillicothe Engineering and remaining years to review existing LOTO procedures and make 20 or less asset additions."

- Paragraph 9, Covered Equipment: "initially identified as 137 assets and increasing up to 454 during the contract period."

137 assets plus four option years at 20 additions each totals 217, not 454. Would the Government please confirm the number of equipment-specific graphical procedures to be developed in the BASE YEAR, and the expected number in each option year? This figure drives the base-year price directly and offerors cannot price it consistently as written.

VA response:

# equipment-specific graphical procedures Base year = 137 assets

# equipment-specific graphical procedures for each option year = a minimum of 90 assets

2. OPTION PERIOD LINE ITEMS. CLINs 1001, 1002, 1003 and 1004 each read "Contract Period: Option 1" with POP Begin 10-01-2027 and POP End 09-30-2028 - the same twelve-month window on all four. PWS paragraph 3 provides for four one-year option periods across a total of five years. Would the Government confirm that CLINs 1001 through 1004 are intended to be Option Years 1 through 4 running 10-01-2027 to 09-30-2028, 10-01-2028 to 09-30-2029, 10-01-2029 to 09-30-2030, and 10-01-2030 to 09-30-2031 respectively?

VA response: The period of performance option years have been updated. Please see updated schedule of line items (attached).The base years will start in Fiscal Year 2026,9-30-2026. Each option year is 365 calendar days.

3. EXISTING PROCEDURES. Does the Chillicothe VAMC hold any existing LOTO procedures for the 137 base-year assets that are to be reviewed, converted or replaced, or should offerors price the base year as new development for all assets?

VA response: Yes, there are existing LOTO procedures and there will be assets that will need procedures.

4. ASSET NUMBERING. PWS paragraph 8 requires asset number labels on all covered equipment. Does the VA have an existing asset numbering scheme or CMMS identifier that the contractor will apply, or is the contractor expected to establish the numbering system?

VA response: All assets have Maximo asset numbering scheme.

5. FIELD VERIFICATION ACCESS. PWS paragraph 8 requires direct collaboration with assigned VA electricians for field verification and states that reliance on drawings alone is not allowed. To size the mobilization accurately, approximately how many hours per day, and how many VA electricians, will be available to escort and support the contractor during field verification?

VA response: For field verification – 7 to 8 hrs. per day and one electrician will be made available (possibly more). All visits will be pre-scheduled with the COR.

6. TRAINING TOOLS. PWS paragraph 8 requires hands-on instruction including "ESC and Rockwell tool instruction (Excel-based templates for program customization)." Does the VA hold licenses for specific software, and is the contractor expected to deliver procedures in a particular Rockwell or ESC template format? If a specific format is required, please identify it.

VA response: ESC and Rockwell are no longer in use. A standard format is required (see attached).

7. SITE VISIT. Will the Government make a site visit available to interested offerors prior to the 10 September closing, or is one not contemplated for this requirement?

VA response: A site visit is not contemplated for this requirement.

8. Asset and Procedure Quantities The PWS identifies approximately 137 assets for the initial year, states that 20 or fewer additional assets may be added annually during the option years, and also requires a minimum of 454 equipment-specific graphical LOTO procedures / references up to 454 assets. Please confirm:

o The number of assets and graphical LOTO procedures required during the Base Year; and o Whether 454 represents the total potential contract quantity, a required minimum number of procedures, or another quantity.

VA response:

# equipment-specific graphical procedures Base year = 137 assets

# equipment-specific graphical procedures for each option year = a minimum of 90 assets

9. Option-Year Periods VA response: The period of performance option years have been updated. Please see updated schedule of line items (attached).The base years will start in Fiscal Year 2026,9-30-2026. Each option year is 365 calendar days.

10. Training Scope The PWS requires training for an unlimited number of VA staff. Please clarify the anticipated number of employees, number of training sessions, approximate class size/duration, and whether training is expected annually or primarily during the initial implementation.

VA response:

1. Required training: All employees in the Engineering/Facilities Management, approximately 75 employees and annual, in person training. Specifics will be discussed with the COR (see revised performance work statement).

11. LOTO Placards and Asset Labels Please provide or confirm the required specifications for the equipment-specific LOTO placards and asset-number labels, including dimensions, material, lamination requirements, mounting/attachment method, and any required format or template.

VA response:

1. 14 1/2X9, laminated, grommet attachment. A standard format is required (see attached). Specifics will be discussed with the COR.

12. Base Period of Performance

VA response: The period of performance option years have been updated.

Please see updated schedule of line items (attached).The base years will start in Fiscal Year 2026,9-30-2026. Each option year is 365 calendar days.

13. Could you please provide an example of the existing procedures that we are going to have to audit and also can you give some guidance on how the equipment asset requirement should be performed?( sticker, metal, zip tied to equipment......)

VA response:

1. 14 1/2X9, laminated placard, grommet attachment. A standard format is required (see attachment: EXAMPLE - LOTO - Graphical Procedure - 942058 Elevatorl). Specifics will be discussed with the COR.

14. Main Base year services:

• Procedure audit 137 preexisting procedures & Procedure creation for up 454 new pieces of equipment

VA response:

# equipment-specific graphical procedures Base year = 137 assets # equipment-specific graphical procedures for each option year = a minimum of 90 assets

• Unlimited Authorized Trainings

VA response:

1. Required training: All employees in the Engineering/Facilities Management, approximately 75 employees and annual, in person training. Specifics will be discussed with the COR.

• Equipment Asset Identification attached to all equipment w/ procedures

VA response: Yes, the asset number will be provided and will need to be listed on all procedures.

15. Regarding the procedure count: PWS Section 8 requires "a minimum of 454 equipment-specific graphical procedures," yet Section 8 - Annual Review says the first-year covers "the base list of 137 items" with 20 or fewer additions per option year, and Section 9 says assets are "initially identified as 137 … increasing up to 454 during the contract period." 137 plus four years of 20 additions is 217. Can the government please confirm: (a) how many procedures are required to be generated in the base year; (b) whether 454 is a base-year minimum, a five-year ceiling, or the total identified asset population; and (c) whether "20 or less" additions per option year is a cap or an estimate?

VA response:

# equipment-specific graphical procedures Base year = 137 assets # equipment-specific graphical procedures for each option year = a minimum of 90 assets

16. Regarding the training, can the government provide an estimated number of training sessions anticipated in the base year? Also, will similar training sessions be required for each option year as well?

VA response:

Required training: All employees in the Engineering/Facilities Management, approximately 75 employees and annual, in person training. Specifics will be discussed with the COR. Training for option years will be discussed prior to awarding the option year.

17. The PWS calls for placards and asset-number labels for each piece of equipment but does not mention energy-isolation-point (lockout point) ID tags. Are energy source ID tags at each isolation point required for each procedure to be developed, and if so what material and format?

VA response: Energy-isolation-point (lockout point) ID tags are not needed for this project. The graphical procedure will state where the source of power is located.

18. Regarding ESC and Rockwell tool instruction:

a. Can the government clarify what "ESC and Rockwell tool instruction (Excel-based templates for program customization)" refers to? Does the VA currently own or license a LOTO software product (e.g., Rockwell Automation ScanESC) that the contractor must obtain, or is the contractor expected to furnish its own Excel-based LOTO templates for new procedure generation in the base and option years?

VA response: ESC and Rockwell are no longer in use. A standard format is required (see attached).

b. Related to this question, is any contractor-furnished software or hosting required for this effort?

VA response: No.

19. Regarding the annual reviews:

a. It is our understanding that the annual review entails an audit of all the 137 LOTO procedures for the base year, with the remaining option years requiring an audit of up to 454 procedures per year. Is this assumption correct?

VA response:

# equipment-specific graphical procedures Base year = 137 assets # equipment-specific graphical procedures for each option year = a minimum of 90 assets

b. Is the contractor required to update procedures deemed deficient during annual audits? Or just new procedures per question #1 above?

VA response:

Specifics regarding the annual review and updates to procedures will be discussed with the COR, though the Contractor is required to update procedures and create new procedures.

c. Does the annual review require the contractor to assess authorized personnel’s (FMS Shop staff) competency to perform the LOTO process, or just whether the procedure is still technically compliant?

VA response: Competency testing of personnel is not required. The Contractor is required to technically the procedure.

20. Questions one and two concern apparent inconsistencies in the solicitation documents that bear directly on the quantity being priced.

a. Quantity of procedures. Performance Work Statement paragraph 8 directs the contractor to "Create a minimum of 454 equipment-specific, graphical procedures." The Annual Review bullet in that same paragraph states that the "First year to cover base list of 137 items from VA Chillicothe Engineering and remaining years to review existing LOTO procedures and make 20 or less asset additions to the LOTO program for any equipment not covered." Paragraph 9 describes the covered equipment as "initially identified as 137 assets and increasing up to 454 during the contract period." Read together, a base list of 137 with 20 or fewer additions in each of four option years yields 217 procedures rather than 454. Would the Government please confirm the number of graphical procedures required in the base year under CLIN 0001, and the maximum number required in each option period? Would the government please indicate if these numbers account for grouping?

VA response:

# equipment-specific graphical procedures Base year = 137 assets

# equipment-specific graphical procedures for each option year = a minimum of 90 assets

b. Option line items. The Price/Cost Schedule lists CLINs 1001, 1002, 1003 and 1004.

All four read "Contract Period: Option 1" with an identical period of performance of October 1, 2027 through September 30, 2028. Performance Work Statement paragraph 3 provides for four one-year option periods and a total potential period of five years.

Would the Government please confirm that CLINs 1001 through 1004 correspond to Option Years 1 through 4 with consecutive periods of performance, and identify the intended period of performance for each?

VA response: The period of performance option years have been updated. Please see updated schedule of line items (attached).The base years will start in Fiscal Year 2026,9-30-2026. Each option year is 365 calendar days.

21. VA electrician support for field verification. Performance Work Statement paragraph 8 requires that each procedure "incorporate direct collaboration with assigned VA electricians for field verification" and states that "reliance on drawings alone is not allowed." Will the Medical Center provide a qualified VA electrician to accompany the contractor for the duration of each scheduled on-site work period, and approximately how many hours per day of electrician support will be available? This governs how the on-site work is scheduled and sequenced.

VA response: For field verification – 7 to 8 hrs. per day and one electrician will be made available (possibly more). All visits will be pre-scheduled with the COR.

22. Wage determination attachment. The attached Wage Determination 2015-4771, Revision 34, dated August 17, 2026, was printed from SAM.gov with the wage and fringe benefit column clipped off the right-hand edge of the page. Across all twenty-three pages the occupational codes and titles are present, but no hourly rate for any occupational class is legible. Would the Government please confirm that Wage Determination 2015-4771, Revision 34 is the determination applicable to this acquisition and, if convenient, provide a legible copy?

VA Response: Pardon the ineligible Wage Determination. See attachment: 9.14.2026 Wage Determination - Ross County - 2015-4771, Revision 34.

23. Equipment inventory. Performance Work Statement paragraph 9 states that a complete inventory will be provided to the contractor at project initiation and annually thereafter. Is the asset base list a firm inventory, and is a copy, including building and room locations, available to quoters at this time?

VA response: The COR will provide a yearly inventory list to the contractor that wins the award.

24. Should the response to question one establish a base-year quantity different from the assets described in paragraph 9, we would respectfully request a brief extension of the September 10, 2026 quotation due date so that all quoters may revise their basis of estimate accordingly.

VA response:

# equipment-specific graphical procedures Base year = 137 assets

# equipment-specific graphical procedures for each option year = a minimum of 90 assets

Quote response date: The quote response date has been extended. See Amendment 0001, posted on SAM.GOV.

25. I wanted to bring to your attention that CLINS 1002, 1003, and 1004 have the wrong POP dates on them in the Synopsis.

VA response: The period of performance option years have been updated. Please see updated schedule of line items (attached).The base years will start in Fiscal Year 2026,9-30-2026. Each option year is 365 calendar days.

26. Additionally, the Specific Tasks and Deliverables are very difficult to interpret with mention of 454 procedures, 137 items, and 20 or fewer asset additions.

I understand that assets will be updated at the annual review but to provide an accurate price estimate, additional details are needed for Options Years 1 through 4. Specifically, how many procedures will require development and how many procedures will require review and/or update in the Base Year and each of the option years. Rough estimates would be fine.

VA response:

# equipment-specific graphical procedures Base year = 137 assets

# equipment-specific graphical procedures for each option year = a minimum of 90 assets