Contractor Pre-Bid RFI Log - 657-23-115JB - REV1.3.xlsx
XLSX spreadsheet 55 KB Posted
- Solicitation number
- 36C25524R0096
About this file
This document is a Contractor Pre-Bid Request for Information (RFI) Log related to a federal contract opportunity for the Department of Veterans Affairs (VA) to correct campus steam system failures at the Jefferson Barracks Division of the St. Louis VA Medical Center.
The key details include: the project involves construction to improve steam and condensate system functionality, manhole access, safety, remote valve operation, monitoring of manhole system components, and conditions of non-compliance with VA and industry standards; the project scope includes architectural, mechanical, and electrical work; the period of performance is estimated to be 180 days; and the solicitation number is 36C25524R0096. The RFI responses provide clarification on topics such as contractor responsibilities, equipment requirements, safety considerations, shutdown procedures, and coordination with the VA. Several RFIs indicate the need for the contractor to develop detailed work and safety plans prior to commencing work.
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DESIGN RFI LOG
Contractor Pre-Bid RFI LOG
| RFI Item # | TOPIC | SUMMARIZED RESPONSE | ||
| 001 | Page 5 of the project summary states: Conductors – We will provide copper conductors with 600-volt insulation for low voltage distribution. Conductors No. 8 and larger shall be stranded, type THWN. Smaller conductors shall be a solid type THHN/THWN. Aluminum conductors will not be permitted. Conductors for use in high temperature locations shall be insulated as required by the NEC. The minimum size of power conductors shall be No. 12 AWG. – | |||
| Who is “we” referenced here? Is the VA providing copper conductors? | All conductors shall be provided by the contractor. | |||
| 002 | If the 30-day power metering shows the existing power being insufficient, will the engineer be provided updated designs? Will this affect the POP? Who will bear the cost of the new work post study? | If the metering data shows the existing power to be insufficient, the electrical engineer will review the metering data and coordinate with client as required. | ||
| 003 | Information is missing that is required to reasonably estimate and schedule electrical work as follows: | |||
| a) | Location of electrical feeds connect. | Please reference General Note "8" found on sheets EP401 through EP418. The note states "EXISTING MANHOLE POWER FEEDER(S) FROM PANELBOARD SOURCE TO MANHOLE(S) IS UNKNOWN. CONTRACTOR SHALL PROVIDE FIELD INVESTIGATION TO FULLY AS-BUILD EXISTING FEEDERS [CONDUCTORS AND RACEWAYS (QUANTITY, SIZE, AND CONDITION)] FROM PANELBOARD SOURCE TO EQUIPMENT LOADS WITHIN MANHOLE(S)." | ||
| b) | Location for control panel for MH-2. | Please reference Key Note 3 on sheet EP401 for information regarding location of control panel CP-MH-2. This control panel can be found on sheets ES101 and 75EP101. | ||
| c) | Type of conductors needed (or if VA is providing those). | The types of conductors needed are described in the specifications, as well as in the Conduit and Wire Schedule located on sheet E-701. | ||
| d) | Identification of equipment. | Comment unclear. All new equipment is identified in the drawings. | ||
| e) Panel design. | The control panel requirements are shown on sheets E-504, E-505, and E-506. | |||
| f) | Design of electrical circuitry. | Comment unclear. Design of electrical circuitry can be found on sheets E-504 through E-702 (control panel details, one-line diagrams, electrical schedules, etc.). | ||
| g) | Elevations, dimensions, BOM, wiring diagrams with functional descriptions. | Comment unclear. All details and wiring diagrams can be found on sheets E-501 through E-506. | ||
| h) | Not all existing equipment is shown. | Comment unclear. Please reference general note 2 on sheet ES101, and general note 1 on sheets EP401 through EP418 which state that not all existing equipment is shown. | ||
| 004 | Is Spirax Sarco SS1 and WLS1 trap monitoring sensors sole sourced, or are other sensors allowable? | Spirax Sarco is basis of design. Others MANF. are acceptable if approved by A/E. | ||
| 005 | The specifications call out for the CQC plan and manager to cover the design of the project. It references that the prime must submit A/E and a design quality control plan. Please confirm correct specs, as this is not a design, bid, build project. (page 108) | Construction quality control plan is required. Design quality control plan is not required from the contractor. | ||
| 006 | There is no asbestos study outside of the manholes. The bidders are unable to identify steam lines labeled with asbestos warning signage during the bidding period. HA001 states “all steam lines insulated with asbestos are presumed abated.” HA023 states asbestos is present on one medium pressure line – qty not given. Please provide the quantity and location of presumed asbestos. | The environmental scope for this project was constrained solely to the manholes and vaults slated for work. Specifically, RSH’s proposal states: “A total of 19 manholes/vaults constitute the entirety of scope for The Project, not including associated steam tunnels." The note on HA001 was added at the VA’s direction and applies only to work within Pump Room GC 18. Steam lines indicated on other HA drawings are presumed present and asbestos containing. The medium pressure steam line indicated on drawing HA023 is presented for informational purposes only and is not located within the mechanical pit. This line is not likely to be impacted by work related to the project. It is not slated for abatement so no quantity was provided. | ||
| 007 | All “HA” drawings contain a note that says “all steam lines are presumed painted with orange lead based pain unless tested otherwise.” No orange paint was visible during the site visit. Is this note intended to mean the assumption applies to all steam lines on this project? | Based on campus-wide trends, steam lines inside buildings and/or crawlspaces at Jefferson Barracks are coated in a lead-based orange paint. This paint may have been covered over by additional insulation in some areas, but the lead-based paint is still presumed present and may not be visible until de-energization occurs and insulation can be removed. It is presumed that the contractor will not encounter these materials through the execution of this contract, but is being made aware that it exists in spaces adjacent to work areas. If the contractor feels that proper execution of this work will force them to encounter this material they will notify the COR with an explanation of the situation presented in the form of an RFI and await for instruction. | ||
| 008 | The work cannot be performed with an active steam system as required by the SOW, Drawings, and Specifications. This is a significant safety issue and is not compliant with OSHA regulations. Particularly, confined spaces are governed by OSHA 1910.146, that specifically requires isolation and shutdown of all potential hazards, including the steam lines. | The drawings indicate for the steam to be shutdown while work is completed. Please read MS001. The contractor is required to submit a safety plan and work plans for approval prior to commencing any portion of work. These plans will be compliant with the companies safety requirements along with industry safety standards including but not limited to compliance with OSHA regulations. | ||
| 009 | The limited shut down time of 48 hours (including cooldown, work execution, and startup) is not feasible for the reasons identified in RFI 9. All work in the confined spaces will require the steam lines to be shut down for the duration of all work required. | The COR has indicated this shutdown strategy has been used previously on this campus with success for shutdown such as a week at a time where steam supports areas of the Medical Center that are more sensitive to steam outages. Steam Manhole 13 provides heating and hot water to buildings 52 and 53 and can not go without hot water for an extended period of time during the cooling season. It is possible that shutdown duration for building 52 and 53 could be extended by providing temporary hot water to these two buildings. The contractor would submit a work plan that would include providing buildings 52 and 53 the proper amount of hot water during the cooling season this would be a reasonable proposal and would be entertained, but the contractor would have to submit a plan for review and approval and all related expense to provide this temporary service would be the responsibility of the contractor. A shutdown of Steam Manhole 12 will shutdown the pool in building 54 and requires 45 days notice for a shutdown, but if other shutdowns for Steam Manhole 12 are on the calendar coordination will be required that shutdowns for this project occur during or adjacent to other shutdowns. |
Steam Manhole 2 shutdowns impact the entire campus and will be restricted to outside of normal business hours unless sensitive areas are addressed through temporary equipment and additional flexibility could be considered.
Longer shutdowns are available in areas that service less sensitive portions of the Medical Center and are conducted in a manner that does not interrupt the steam loop in a way that prevents the more sensitive areas to be fed or back fed from the Energy Plant.
010 The below requirement is impossible to perform. The VA’s maintenance staff should never complete repairs on the steam system or anything in a confined space without shutting down the steam system. Contractor cannot perform the work in a way that would ever make that possible. Per the manufacturer it is possible to add packing while the steam line is active. Proper precautions should be taken while working on steam lines and in confined space which includes shutting down the system. All OSHA and other applicable safety requirements should be complied with at all times.
| 011 | Potential hazards in confined spaces have not been identified. Therefore, bidders cannot determine what work is required to isolate the confined spaces to perform the work and cannot reasonably estimate the costs and schedule associated therewith. | Sheet MS001 describes the required valves to be shut for isolating each manhole. Steam is the potential risk in every instance and will be mitigated with isolation. |
| 012 | Has the VA identified what parts are non-compliant or is the contractor expected to do that? What equipment needs to be replaced or brought into compliance? | All known alterations that are required are captured in the drawings. |
| 013 | Can CPARS be used in lieu of the PPQs? | CPARs can be used in lieu of PPQ. |
| 014 | Is Rotork sole sourced? | Rotork is basis of design. Others MANF. are acceptable if approved by A/E. |
| 015 | General Requirements Section 1.5(C) requires the Contractor to provide unarmed guards, communication devices for VA police, and recording equipment to document rounds. Does the VA intend for the Contractor to provide security of this type? If so, what are the parameters for recording equipment? Video recording seems to contradict other provisions regarding security and photography. | If the Contractor can demonstrate that the areas of work on this project can be secured daily in manner that would protect individuals both invited and uninvited on site from hazards and contractors equipment form theft guards will not be required. Contractor shall submit a plan to the VA COR that ensures security and safety within their work areas. |
| 016 | Is the Contractor responsible for providing commissioning or is VA providing commissioning under a separate contract? | Commissioning will be provided under a separate contract. |
| 017 | Specification 01 45 00, Quality Control, Section 3.2 lists both CQC (Construction Quality Control) and DQC (Design Quality Control) Plans. This job should only require a CQC Plan, as this is a design/bid/build project, and the A/E has designed it. Please clarify that a DQC is not required. | See response above to RFI number 005 regarding quality control. |
| 018 | Which personnel, being the site supervisor, site safety, and quality control manager does the government expect to be full time separate people on site? | Per specification 01 35 26, section 1.9 ©, the SSHO must be a separate qualified individual from the Prime Contractor's Superintendent and/or Quality Control Manager with duties only as the SSHO. Any person fulfilling more than one roll shall submit qualifications to COR for all roles filling for approval. |
| 019 | Can the site supervisor, site safety, and quality control manager be the same person on site? | See Response to RFI number 018 above regarding SSHO |
| 020 | A temporary water heater/ boiler was mentioned during the site visit for some buildings. We need specific information on the quantity, location, power availability, piping diagrams, size of equipment, capacity, and duration for this temporary equipment to price it. | Per MS001 shutdowns, work and safety plans – it will be the responsibility of the contractor to coordinate with the COR and understand all impacts to essential services affected by shutdowns and develop a work plan for each manhole shutdown. This will include the contractor determining means and methods for connection and GPH required. GPH capacity of the current system can be determined by the heat exchanger capacity and storage capacity. |
| 021 | What type of specialty contractor is required for the manhole crack repairs? Note 5 on Drawing A500. What kind of results are you requiring? Cosmetic, structural or otherwise? | Concrete damage should be repaired at manholes to prevent further damage and water intrusion. |
| 022 | The steam in the manholes will need to be shut down completely before anyone can work inside them. Is it possible to get a list of how long each building could be without steam per each outage? Multiple outages maybe required for the buildings affected by each manhole. We need to know how long we can shut down the steam and if there are any times frames, or a limit to the time frame, where we could not shut down each building? | Per MS001 shutdowns, work and safety plans – it will be the responsibility of the contractor to coordinate with the COR and understand all impacts to buildings affected by shutdowns and develop a work plan for each manhole shutdown. |
| 023 | If domestic hot water usage is the main service for the steam in any individual building it may be possible for us to provide a temporary hot water heater and tank to extend the duration of the steam shutdown. Could we get a list of which buildings this may be a feasible alternative and how much hot water would be required for each building in which we can utilize this approach? | This would be an acceptable option to lengthen the shutdown periods in sensitive areas if sized and set up properly. Per MS001 shutdowns, work and safety plans – it will be the responsibility of the contractor to coordinate with the COR and understand all impacts to essential services affected by shutdowns and develop a work plan for each manhole shutdown. This will include the contractor determining means and methods for connection and GPH required. GPH capacity of the current system can be determined by the heat exchanger capacity and storage capacity. |
| 024 | Can you please provide the final locations for the control panels? Per notes on drawings starting on Drawing MS401….”Final control panel location to be coordinated with the VA.” | Final locations which have been coordinated with the VA can be found on the electrical plans. |
| 025 | Please provide the steam load required for the steam traps. Pressure and size is shown but no #/Hour load. We need that information to properly size the steam traps. | Use steam trap size per schedule(either 1” or ¾”) Installed trap shall have the same performance as the basis of design trap. |
| 026 | Please verify the project will be sales tax exempt for all materials. | A tax emempt certificate will be issued at the kickoff meeting. |
| 027 | Will X-Ray inspections be required for all welds in the steam system? If this is not required for all welds, what is the percentage this may be required, please? | See Spec 33 63 00 3.13H. The contractor shall perform radiographic examination for all welds made on pressurized steam piping. Welds performed on any other piping shall require the contractor to perform radiographic examination of 50 percent of the first 10 welds and 10 percent of all additional welds. All welds shall be visually inspected by the COR. |
| 028 | Some of the manholes seem to have a steam leak. Will these repairs be performed during the shutdowns? If so, will the repairs be performed as a part of this contract? Until we know the scope of the leaks it is near impossible to price a repair like this. Please explain how this will be addressed in a manner in which we can bid a defined scope of work. | 1 strainer in manhole 19 and 1 strainer in manhole 12 were observed leaking. Strainers will be replaced per MS500 detail 1. No other leaks were observed while on site. If there are additional leaks this should be brought to our attention. |
| 029 | Will the repair of the leaking steam lines in manhole 12 and 13 be included in the SOW of this project? | 1 strainer in manhole 12 was observed leaking while on site. Per ms500 detail 1 strainer shall be replaced. No leaks were observed in manhole 13. If a leak currently exists in manhole 13, the VA should be made aware of this prior to work. |
| 030 | On every electrical drawing that pertains to the control panels, should the contractor assume these will not move more than 5’ of their location shown on the drawings, as the final location is determined by the VA? | The assumption is appropriate. |
| 031 | Please provide a steam trap sched | See MS600. |
| 032 | Is the sump pump control panel required to be integrated into the BACnet interface for the DDC controls system? | No. Stand alone controls will be utilized. |
| 033 | Is the DDC controls system required to monitor the sump pump? This is called out in the specifications but not shown on the plans. This will require a significant amount of work including trenching. Please clarify and provide additional plans if needed | No. Stand alone controls will be utilized. |
| 034 | Why is 30 Day peak demand power metering required by the contractor? | Current design drawing E-702 (page 58 of 58) General Note #2, dated 04 April 2024, states: “PRIOR TO COMMENCING ANY WORK, CONTRACTOR SHALL CONDUCT 30-DAY DEMAND POWER METERING PER NEC 220.87 FOR ALL PANELBOARDS WITH LOAD ADDED UNDER THIS PROJECT. ALL METERING DATA SHALL BE PROVIDED VIA SUBMITTAL PROCESS TO ENGINEER FOR REVIEW; ENGINEER SHALL HAVE APPROXIMATELY 7-DAYS TO REVIEW DATA AND PROVIDE ADDITIONAL DIRECTION AND/OR APPROVE WORK TO COMMENCE AS INDICATED ON DRAWINGS.” This keynote was entered in error and will be removed from the design documents in the next design amendment. “ |
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