RFIs Responses to Solicitation 36C25026Q0949.pdf

Request for Information Fire Suppression Survey Louis Stokes Cleveland VA Medical Center | Wade Park Campus

Solicitation 36C25026Q0949 Date September 24, 2026

RFIs : Responses are on page 4 and 5 in red font.

RFI 01 Survey limits and branch line tracing Section 3 describes a survey beginning at the jockey pump and ending at each branch line on the riser in each stairwell. Section 4.1(b)(4) states that the survey concludes at the beginning of each branch line as it leaves the standpipe. Based on the September 24 site visit, tracing mains, cross mains, and branch lines farther into each floor may be necessary to establish the exact areas served.

Please confirm the required survey endpoint and whether the contractor must trace branch lines throughout their served areas.

RFI 02 Floor coverage and isolation zone drawings Our understanding following the site visit is that Facilities needs floor plans identifying the area served by each sprinkler system and the isolation valve that would shut off that area. Please confirm whether floor by floor protected-area and isolation-zone drawings are required in addition to the as-built one-line package in Section 3. If so, what level of precision is required for the coverage boundaries, and should each boundary reference a specific valve and system identification number?

RFI 03 Piping detail on final drawings Section 4.1(c)(1) calls for drawings documenting complete piping and device locations, while the discussion at the site visit emphasized device locations and coverage areas rather than pipe routing.

Please identify the piping to be depicted on the final drawings, including pump connections, risers, mains, cross mains, and branch-line takeoffs. Are the required as-built one-line drawings intended to be schematics, or must they show the actual physical routing and location of the piping?

RFI 04 Device inventory and missing components Section 4.1(b)(2) requires identification of all valves, check valves, flow switches, tamper switches, and applicable devices. Please confirm whether devices should be documented as found or whether the VA expects a tampered isolation valve, check valve, and flow switch for each system. If an expected device is missing, inaccessible, or apparently deficient, is recording the condition in the survey report sufficient, with repair or replacement outside this one-time survey?

RFI 05 Device identifiers and serial numbers Section 4.1(c)(4) requests device type, manufacturer, serial number, and fitting type where applicable. Please confirm whether the device schedule must also include model numbers and VA asset or identification numbers. If a manufacturer serial number or VA tag is missing or illegible, may the contractor record that fact and assign a drawing reference keyed to the device location?

RFI 06 Existing drawings and digital background files Section 3 states that the VA will provide existing drawings if available. Following the site visit, our understanding is that floor or structural drawings may be made available through BuildingConnected. Please confirm which floor plans, fire suppression drawings, riser diagrams, and editable background files will be provided; when and where they will be available; and whether bidders should include preparation of new floor-plan backgrounds if usable drawings are unavailable.

RFI 07 Verification of concealed piping and service areas If the VA requires exact protected-area boundaries, please state the required verification method where piping is concealed or cannot be traced by visual survey. Does the scope include valve operation, draining, flow testing, opening concealed spaces, or other intrusive investigation? If these activities are outside the scope, may the contractor clearly designate any area that cannot be conclusively verified from accessible piping and available records?

RFI 08 Drawing certification and final file format Section 4.1(c)(1) calls for a stamped drawing set, but Section 5(5) states that the drawings are to be certified by the fire suppression surveyor and do not need an engineering firm stamp. Please confirm the required form of certification, whether a professional engineer seal is required, and the accepted deliverable formats, including whether both PDF and editable CAD files are required.

RFI 09 Previous annual and semiannual inspection reports To establish existing system configurations, devices, and known deficiencies, please provide any available annual and semiannual fire sprinkler, standpipe, fire pump, and related water-based fire protection inspection and testing reports for the Main Tower, Ambulatory Care, and CARES Tower.

Please include associated device inventories, valve schedules, and recent deficiency or impairment reports if available. If these records cannot be provided, please confirm that bidders should price the survey without them.

RFI 10 System counts floors and survey quantities The solicitation identifies three buildings but does not give the number of floors, stairwell risers, standpipes, sprinkler systems, or devices within the survey limits. Please provide any available system and riser inventory or estimated quantities by building and floor so bidders can develop pricing on a common basis. If no inventory exists, please confirm whether the VA will issue the floor plans before quotations are due.

RFI 11 Access to patient care and secured areas Section 6 states that the contractor is expected to work independently, with VA escorts where specific security conditions require them. Please identify any patient care, restricted, locked, above-ceiling, or otherwise limited-access areas anticipated within the survey. Please confirm normal work hours, any required advance notice, escort arrangements, and whether any areas must be surveyed after hours or on weekends.

RFI 12 Monthly inspection language in acceptance criteria Section 4.1(a) describes a one-time survey project, while Section 12(e) refers to monthly inspection and inspection reports. Please confirm that this procurement requires the one-time survey and its listed deliverables, and that recurring monthly inspection or testing services are not included.

RFI 13 Period of performance and anticipated start The price schedule lists a period of September 30, 2026, through March 30, 2027, while Section 16 specifies six months from the date of award. With quotations due September 28, please confirm the anticipated award and notice-to-proceed dates and whether the six-month period will run from the actual award date. Please confirm whether the final VA drawing review and seven-day revision period must be completed within that period.

RFI 14 Service classification and subcontracting certificate The solicitation lists NAICS 238220, while the included VAAR 852.219-75 certificate checks the Services category and leaves both construction categories unchecked. Please confirm that the Services selection is intentional and identifies the applicable category for the limitations on subcontracting certification for this survey contract.

RFI 15 Extension of quotation deadline

RFI 01: After discussing this internally it was determined that although tracing the mains cross mains and branch lines would be beneficial the scope of this project should remain to capture the standpipe location and where branch lines. Where cross mains and branch lines are discovered this should be annotated for future reference. A service area map will exceed the intended scope and will be captured at a later time.

RFI 02: Although these drawings showing the areas served by each shut-off is ideal it will again exceed the intended scope of the project. All shut-off should note as part of the devices in each stairwell standpipe. Again the area served will be captured at a later point.

RFI 03: The purpose of this project is to provide a usable set of prints to our plumbing and electrical shop. After an internal review the drawings should be schematic and should show pump connections risers and mains and any branch lines and cross mains should be indicated withe their locations when discovered. Again although it would be nice, detailing the coverage areas is considered outside of the intended scope of this survey.

RFI 04: The system should have all required devices which should be noted on the drawings.

Where the system deviates from the required devices this deficiency should be noted as part of the deliverables for the project. Correction of any noted deficiencies is outside of the scope for this project.

RFI 05: If present the on the device, the model number and VA asset number should be recorded.

If they are missing please assign a drawing reference keyed to device location.

RFI 06: Record drawings were provided as an addendum to the solicitation for use in providing pricing. Upon award of the contract the CAD files for these drawings will be provided to the contractor for use in creating the project drawings.

RFI 07: All standard ICRA practices will be required as part of this work. For the survey if more than one ceiling tile needs removed then ICRA requirements are enforced. This is most commonly in the form of a HEPPA Cart but other means are acceptable if they are approved by the VA COR prior to them being used. This project DOES NOT include actuating any devices or any physical testing of the system. This also does include entering any concealed areas or otherwise altering the facility in order to perform this survey. If piping cannot be surveyed due to the need for intrusive work this should be annotated in the submitted documentation.

RFI 08: The drawings should be created by an appropriately NICET certified fire technician in the state of Ohio. Both PDF and editable CAD files should be received as part of the deliverable drawings

RFI 09: I Am looking to obtain these reports if they are available. Bidders should submit pricing without these reports.

RFI 10: The VA does not have an inventory or drawing indicating the requested details. The building floor plans were issued as an addendum to the solicitation.

RFI 11: Normal working hours are M-F 6:30am-4:30pm. This can be adjusted if it is needed.

Areas requiring access would be any space where specialized diagnostic equipment is in use, OR, MICU, PICU, IT rooms, most floors in the CARES tower. Other areas may be present and can be discussed/coordinated as required. Escorts can be coordinated with the contractor as needed

RFI 12: This is a (1) one-time survey and no follow-on work is expected as part of the scope.

RFI 13: NTP (notice to proceed) is the same day as the contract award which is anticipated to be September 30, 2026. The VA review period is part of the period of performance.

RFI 14: Contracting Response: This is a service procurement and not a construction procurement. The NAICS code remains NAICS 238220.

RFI 15: Contracting Response: The Government intends to award this FY 2026. The quotation due date remains at September 28, 2026 at 12:00PM (EST). Please provide your best pricing with the information provided.

Request for Information Fire Suppression Survey