106 - HVAC Question and Answers Final.pdf

Colmery-O’Neil Veterans’ Administration Hospital Topeka, Kansas

Statement of Work: 589A5-22-106 Replace HVAC & Associated Components

Vendor Question and Answers

See additional question and responses for the subject project No additional question will be accepted. Interested Vendors submit their proposal via hard copy to 3450 S

4th Street Leavenworth KS 66048 and electronically to email address arnold.payne@va.gove by the September 23, 2024 at 2:00 PM CST due date in accordance with submittal instructions.

See attached revised and corrected submittal instructions (revised)

Attachment 1 – PAST PERFORMANCE QUESTIONNAIRE (revised)

Attachment 2- PERFORMANCE RELEVANCY SURVEY (revised)

Attachment – 3 - SURETY FORM (revised) mailto:arnold.payne@va.gove

1. Is there a reason that instructions in Factor 2 regarding the time period of a relevant project is so different than the instructions on the Attachment 2 form (which is evaluated in Factor 2) and the instructions in Factor 3? Will the government please simplify these conflicting instructions and choose one time period for relevancy? To help all bidders prepare compliant proposals with minimal rework once RFI answers are provided, please consider allowing projects that were completed or substantially complete in the last 5 years.

--Factor 2 instructions: started within the last three (3) years that are construction complete

--Attachment 2 form Instructions: Projects may be on-going and cannot have been completed any later than 5 years prior to the issuance of this solicitation.

--Factor 3: most recently completed relevant construction contracts accomplished within the last five (5) years. Resp: See updated Submittal instruction

2. AM 2 RFI response #16 regarding method of delivery for the proposal states, “You are requested to provide hard copy and electronic delivery.” Printing and delivering hard copy reduces the amount of time available to prepare the proposal and was not stated when the solicitation was issued.

Given the already short timeline to submit the proposal and the fact that hard copies have rarely been required in the last four years, please reconsider the response to this question, as the RFP already stated email submission for proposals in multiple places.

Resp: Submit proposal via hard copy and electronically as requested , See updated Submittal instruction

3. Attachment 2 has instructions that conflict with the RFP instructions, specifically: "Projects may be on-going and cannot have been completed any later than 5 years prior to the issuance of this solicitation." The RFP instructions say to submit 3-5 projects which "started within the last three

(3) years that are construction complete." Please conform the solicitation requirement to match the number of years stated on Attachment 2.

Resp: Clarification provided. See updated Submittal instruction

4. Attachment 2, Performance Relevancy Survey, has instructions that conflict with the RFP instructions, specifically: D.2. says "Indicate what elements of work were performed by your major subcontractors and indicate if those same subcontractors will be used on projects awarded under this JOC." This solicitation is not for a Job Order Contract. Please clarify whether this requirement was meant to be included.

Resp: Clarification provided. See updated Survey Form

5. Attachment 2, Performance Relevancy Survey, states “Projects may be on-going and cannot have been completed any later than 5 years prior to the issuance of this solicitation.” This conflicts with the RFP instructions, which state “To demonstrate their relevant experience, Offerors shall provide … projects … that are construction complete. Please clarify whether all relevant projects for Factor 2 are to be complete.

Resp: Clarification provided. See updated Survey Form

6. Element 1.a. states: “Offerors shall provide a detailed description of the proposed critical personnel that will be involved in managing and executing projects (task orders) under the resulting contract.” This solicitation does not include task orders. Please clarify whether this requirement was meant to be included.

Resp: Clarification provided. See updated Submittal instruction

7. Element 1.a. Qualifications of Key Personnel includes: “OSHA Construction 30 Hour Certificate -

Qualified Site Safety and Health Officer (SSHO) and a Competent Person (CP).” This implies that the SSHO is one person, who needs to have an OSHA 30, and the CP is the Site Superintendent. If this is the correct interpretation, can the QCM dual hat as the Site Superintendent (if they are the

CP)?

Resp: Clarification provided no more than two key positions may be held by the same person.

See updated Submittal instruction

8. Is it acceptable to submit more than one resume per position?

Resp: Yes.

9. Element 1.b. Key Subcontractors includes sitework as a specialty trade. The specifications contain no sitework for this project, i.e., site plan, earthwork, underground utilities, transportation, or existing conditions. Can sitework be eliminated from the list of specialty trades?

Resp: Clarification provided respond as applicable. See updated Submittal instruction

10. Element 1.b. includes this instruction: “The narrative shall address the offeror’s plan to execute projects (task orders) from the initial development through project completion in a manner that will best meet the Government’s completion requirements.” This solicitation does not include task orders. Please clarify whether this requirement was meant to be included.

Resp: Clarification provided. See updated Submittal instruction

11. Factor 2 states “Relevant Experience is interpreted to mean contracts for construction projects involving hospital or medical facility repair or renovation where the Offeror served as the Prime

(General) Contractor and the work involved multiple Subcontractors with multiple projects running concurrently.” This solicitation is not a JOC or MATOC, which require concurrent work.

Please clarify whether this requirement was meant to be included.

Resp: Clarification provided. See updated Submittal instruction

12. Factor 2 instruction notes state “If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the Joint Venture does not have shared experience, projects shall be submitted for each Joint Venture partner.” In accordance with 13 CFR 125.8(e), if the JV is an SBA Approved Mentor Protégé, the past performance of the mentor firm is sufficient to demonstrate past performance of the Offeror.

Please confirm that SBA Approved Mentor Protege Joint Ventures will not be rated lower if the mentor partner's experience is used to demonstrate the aggregate experience and past performance of the JV.

Resp: Clarification provided. See updated Submittal instruction- If submitting as a Prime/Sub teaming arrangement under FAR 9.601(2), the designated prime must meet the specific requirements of Factor 2 “Relevant Experience of the Prime Contractor” in order for the teaming arrangement to be deemed acceptable. Subcontractor experience cannot be substituted for Prime Contractor experience and will not be considered.)

13. Attachment 3 says it must be completed by August 19. Please provide a new form with the correct date.

Resp: Clarification provided. See updated Past Performance Questionnaire instruction

14. On Attachment 3, the Surety Instructions state: "SURETY INSTRUCTIONS: To be completed by

Surety and returned … with proposal (my italics) to: [Regular Mail, FedEx, Email options are listed]." This implies that the Surety is to send the form directly to the government, however, the

Surety Instructions on the form state: “To be completed by Surety and returned … with proposal

(my italics).” Please conform the RFP instructions to match the attachment.

Resp: Clarification provided. See updated Surety instruction You can submit with electronic solicitation email and with the hardcopy binder.

15. RFP instructions for Factor 3, Past Performance, state “… provide a minimum of three (3) and a maximum of five (5) of the most recently completed relevant construction contracts accomplished within the last five (5) years.” Please clarify that the projects submitted in Factor 3, Past Performance, can be different from those submitted Factor 2, Relevant Experience”.

16. RFP instructions for Factor 3, Past Performance, state “Contractors may submit completed Past

Performance Questionnaires in support of this evaluation factor.” Are CPARs acceptable in lieu of

PPQs?

Resp: Yes

17. Factor 3, Past Performance, states that the price range for submitted projects should being equal to, or greater than, $5M but not exceeding $10M. The response to RFI #17 revised the anticipated magnitude of construction to $1-5M. Due to the timeline provided for proposals by the government, we kindly request that this range is not changed, as it will cause bidders to change all of their selected projects and redo work on this proposal with very little time before the deadline.

Resp: Clarification provided. This was updated to meet the new magnitude. See updated

Submittal instruction

18. Factor 3, Past Performance, states “"Prime contractors who demonstrate that multiple construction projects were managed at the same time will be evaluated higher than Prime contractors who only manage one project at a time.” This type of evaluation pertains to IDIQ/JOC contracts. Please clarify whether this was meant to be included.

Resp: Clarification provided. See updated Submittal instruction

19. The introduction to Volume II, Section 1, Contract Requirements states that this volume should include “Payment and Performance Bonds – Capability Statement” but the detailed instructions do not include this topic. We assume this is a typo, and it references the "Bonding Capability" or

Bid Bond that is required. Please confirm.

Resp: Clarification provided. See updated Submittal instruction, Bid Bond due at closing PP Bond due after award.

20. Under Representations & Certifications, we see “VAAR 852.219-75 will be required for each task order awarded via this contract.” This solicitation is not a JOC or MATOC, which involve task orders. Please clarify whether this requirement was meant to be included.

21. There are no clear instructions regarding Attachment 6, Price Estimate Template. Please clarify if this attachment is to be submitted with the proposal.

Resp: All vendors will provide their price breakout by division on this doc and return with the solicitation price proposal Volume II.

22. Volume II, Section 3, Safety or Environmental Violations and EMR” states: “All Bidders/Offerors shall submit required information pertaining to their past Safety and Environmental record, see

Appendix 1.” Please clarify that the safety data and completed Appendix 1 form should be placed in the Price Volume.

Resp: Yes, submit in Price Volume II.

23. The top of page 27 is titled “End Of Proposal Submittal Instructions”. After this heading there is a topic titled “Calculation of Self-Performed/ Subcontracted Work” with instructions and a table.

Please clarify whether this table is to be included with the Price Volume.

Resp: Yes, submit in Price Volume II.

24. Element 2.c TIMELINESS states: "The narrative shall address the planned timeframes for responding to: Site Visit Requests;". This solicitation does not include task orders. Please clarify whether this requirement was meant to be included.