36C25526Q0517 RFI Responses.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- 36C25526Q0517_0002
About this file
This file contains Question and Answer (Q&A) responses from a Request for Information (RFI) issued by the Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 15 for solicitation 36C25526Q0517, addressing the Wichita VA Medical Center Campus Wayfinding Signage project. The RFI responses clarify scope, technical requirements, and administrative procedures for bidders preparing proposals for this firm-fixed-price service contract.
The project requires comprehensive interior signage replacement across a 34-building campus, including room identification signage, wayfinding and directional signage, regulatory signage (such as radiation caution signs), code and life-safety signage (fire alarms and extinguishers), and VA policy directive signage. Bidders must replace existing signage on a like-for-like basis while maintaining ABA, NFPA, VA TIL Standards, and the VA Wichita Signage Standard, retaining the existing VA room-numbering convention. The project excludes illuminated exit signs and equipment-specific tags. Offerors may propose alternate signage systems and manufacturers if fully compliant with all specified standards; physical compatibility with existing components is not required, only system-level equivalency. Behavioral health signage alternatives to SecureSpec are permitted if all specifications are met. The Contract Officer (COR) will perform design review and approval duties prior to fabrication. Bidders must conduct site verification to determine quantities, provide physical samples representative of each sign family, and designate a dedicated on-site project manager with authority and accountability (may be a prime employee or subcontractor). The 240-calendar-day period of performance includes a mandatory 14-calendar-day Government review period for programming documents, sign location plans, and product submittals. Wall restoration, patching, and localized painting are the contractor's responsibility to match existing conditions. The project occurs in an active hospital requiring coordination of after-hours/night/weekend work, daily check-in/check-out, and compliance with infection control and safety requirements detailed in the attachment "General and Safety Requirements - 589A7-26-601 Wayfinding." Temporary wayfinding signage using VA-approved standards is required during phased removal and installation. Updated sign standard documents and complete floor plans will be provided in a solicitation amendment.
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Sheet1
| No. | Question | Responsible for answering | Response |
| 1 | Regarding the performance scope of work the focus is to program, plan, create, and install only the interior building signage for the entire campus of 34 buildings. | COR | Correct, goal of this project is to replace all interior signage across the entire campus area, excluding construction zones denoted on the map: East side of Bldg 26, Bldg 34 Infill, & Bldg 60A. |
| 2 | During the site walk, we noticed that the buildings are not numbered sequentially. For example, the Behavioral Health buildings are identified as Buildings 5 and 5B, with no 5A. |
| For the new wayfinding system, should the team replace the existing signage on a like-for-like basis, or develop a new, sequential numbering and wayfinding system from scratch? | COR | Replace exisiting signage on a like- for like basis, ensuring replaces signage follows ABA, NFPA, VA TIL Standards, and the VA Wichita Signage Standard. |
| 3 | The site visit covered only Buildings 1, 2 (Kitchen – viewed briefly), 3, 4, 5, 5B, 26, 29, 34, 60, 61, and 62. Photos were permitted for some buildings' interior spaces. |
| How will bidders receive information on the existing signage conditions, room quantities, and floor plans for the remaining building interiors not seen or viewed, particularly where this information is critical to life-safety wayfinding signage placement and installation requirements? | COR | Existing floor plans for each building will be provided in the ammendment. All documents and information provided by the VA is for reference or supplemental use only. Provided drawings are expected to be reasonably accurate and should be utilized to establish final signage quantities. However, conditions should be field verified during the POP and any identified deviations will be handled on a case by case basis | ||
| 4 | Can the bidders be assured that each building will provide the stacking floor quantities, and departments per floor shall show the appropriate number of rooms (ie., exam/offices/shared), and clinical spaces? Will floor plans be provided for this or an excel spreadsheet with appropritate room counts, or both? | COR | Refer to RFI Q3 | |
| 5 | Can bidders be assured that each building will provide floor-by-floor room quantities and department information, including the appropriate number of exam rooms, offices, shared spaces, clinical areas, non-admin spaces like interior signage to delivery/dock locations, etc.? | COR | Refer to RFI Q3 | |
| 6 | Will floor plans, an Excel spreadsheet with room counts, or both be provided to support this requirement for accurate signage counts? | COR | Refer to RFI Q3 | |
| 7 | Please clarify floor definitions as stated during the site walk: 1st floor, ground floor, or basement floors? | COR | Current wayfinding signage denotes ground floor as 0XX-Bldg #, 1st floor as 1XX-Bldg #, 2nd floor as 2XX-Bldg #, etc. XX is the room number. Due to the different levels of elevation thoughout the campus. Ground level is typically the lowest floor in the Building, the next level will be 1st floor and etc. | |
| 8 | Specifically, may an offeror propose signage systems from other manufacturers if those products meet the required functional, material, dimensional, durability, ADA, maintainability, and aesthetic requirements identified in the solicitation? | COR | Alternates are permitted if fully compliant with all standards denoted in the PWS. | |
| 9 | For the standard interior signage system, does the requirement for a “consistent and interchangeable system” mean that alternate products must be physically compatible with existing CONTINUUM components, or is equivalency at the complete-system level acceptable? | COR | Equivalency at the complete system level is acceptable. The system must be consistent and interchangeable with itself, not existing signage | |
| 10 | For specialized behavioral-health signage, may a product other than SecureSpec be proposed if it satisfies the stated safety, dimensional, tactile/Braille, durability, updateability, and installation requirements? | COR | Yes, alternatives of other products may be used if all spec requirments are met. | |
| 11 | Additionally, please clarify whether the statement that substitutions of finishes and salient characteristics will not be accepted is intended to prohibit deviations from the stated requirements, rather than prohibit alternate manufacturers that otherwise meet those requirements. | COR | This requirement is intended to prohibit deviations from the standard, not to prohibit any specific manufacturer. Any manufacturer that meets specified requirements will be considered | |
| 12 | If physical compatibility with existing products is mandatory, please identify the specific components that must be interchangeable. | COR | The intent is that if the signs meet the specified standards, they will be compatible with the rest of the system | |
| 13 | In addition to meeting the existing VA Sign Standards, are there any additional signage and wayfinding standards required by the Wichita VAMC on this project? | COR | Replaced signage must follows ABA, NFPA, VA TIL Standards, and the VA Wichita Signage Standard. | |
| 14 | The statement of work requires planning, design, fabrication, and construction. Is there an intention that the project will necessarily require a planning and design effort followed by a submittal and approval process prior to any ordering, fabrication, or installation of a product. Since this advertised as a firm fixed price contract, does that mean that the planners, designers, and installers will be basically doing a design to budget exercise? | COR | Correct, the equipment and proposed layout shall be reviewed by the VA for comment and approval prior to purchase. | |
| 15 | We have been involved in several VAMC Signage and Wayfinding efforts and there is usually a designer of record that is contracted by the VA for Construction Phase Services to perform submittal reviews, handle RFIs, and such: what entity will performing these duties for this Project? | COR/ CONS | The COR will be performing these duties | |
| 16 | Does the government have any more delineation of the various sign types and quantities available for bidders to use to prepare a valid proposal to the government. | COR | Refer to RFI Q3 | |
| 17 | Th Performance Work Statement references recently established new sign standards for the VA Wichita. Can these new standards be provided so that we can understand the particulars of your new sign standards? | COR | VA Wichita Signage Standards will be provided in an ammendment | |
| 18 | The performance work statement states that “Given that the quantities of each type of signage are presently undetermined, the Contractor shall participate in a mandatory site visit to verify all signage requirements and determine the total quantities necessary”. During the site visit, there was not enough time provided to lay eyes on all the buildings and floors that will require new signage. Without more detailed information, it makes providing our proposal for a “firm fixed price service contract” risky for both the contractor and the VA. Can you provide additional details or estimated quantities and types of signs that can be used by all to establish fair and equitable pricing by all contractors so that you review of the bids is based on equal footing among all the bids received? | COR | Refer to RFI Q2 and Q3 | |
| 19 | Our research has identified that the Wichita VA has had a signage and wayfinding BPA contract with a signage firm. Is it possible that this firm could/would be able to assist the VA in defining more specifics on the quantities and sign types that will likely be expected for this effort? | COR | The contract requirements are outlined in the solicitation documents. Proposals should be based on the information provided. Refer to RFI Q3 | |
| 20 | Is this contract considered a General Construction contract or a Special Trade Construction Contract? | CONS | None, this is a service contract. | |
| 21 | Per the SOW: Given that the quantities of each type of signage are presently undetermined, the Contractor shall participate in a mandatory site visit to verify all signage requirements and determine the total quantities necessary. Please confirm that the prime contractor must have been present and signed in on the sign-in sheet are eligible to bid on this project. | COR | No, attendance is not listed as an evaluation factor or proposal requirement. Offerors are responsible for preparing quotations that comply with all solicitation requirements. | |
| 22 | The Contractor shall designate an on-site project manager/lead installer. The project manager/lead installer will be responsible for oversight for all aspects of the project. Must the on-site project manager be a direct employee of the prime contractor? | COR | The on‑site project manager/lead installer must be a dedicated, named individual with authority and accountability for all aspects of the project. They may be employed by the prime or a subcontractor, provided contractual oversight and day‑to‑day decision authority are maintained. This will be verified in the Contractor’s staffing plan submittal. | |
| 23 | Please confirm it is understood the areas that have fabric and wallpaper coverings have not been repaired in the past when signage has been removed and prime contractor is to the best of their ability to repair/caulk holes from existing signage only. | COR | Confirm | |
| 24 | Please confirm painting and patching are defined to the local sign and not corner to corner. | COR | Painting & patching is defined to the localized sign | |
| 25 | Please confirm prime contractors are to the best of their ability repair (color putty) holes in existing doors and will not be responsible for sanding, staining, re-finishing, or replacing existing doors. | COR | The contractor is responsible for any damages incurred and must restore all affected areas to match existing conditions. | |
| 26 | Are offerors required to provide a physical sign sample to demonstrate compliance with the VA Wichita Signage Standards and the salient characteristics identified in the Performance Work Statement (PWS)? If so, where should it be sent? Should it be the 8.5-inch-by-8.5-inch ADA Room Identification Sign and Secure Mental Health Room ID sign shown in the drawings be provided as physical samples? | COR | Yes, samples are to be provided to the CORs locally at the Robert J Dole VA Medical Center | |
| 27 | Can the Government provide the complete VA Wichita Signage Standards drawing set, including typical drawings for all applicable sign types? What was distributed at the walk appears to be a partial set. | COR | An updated sign standard document will be provided in the ammendment | |
| 28 | Which buildings are included in the project scope? Are all included in the base bid, or are any included as additive alternates? | COR | Entire campus is within scope, | |
| 29 | The period of performance does not seem adequate to the scope of this project, can a different period of performance be proposed with our offer? | COR | The current POP is 240 days. If the bidder determines that a POP extension is necessary, please include a justification in the proposal | |
| 30 | Does the project scope require a comprehensive architectural signage system for all buildings included in the work, consisting of the following? | |||
| • | Room identification signage | |||
| • | Wayfinding and directional signage | |||
| • | Regulatory signage, such as “Caution—Radiation” and “Authorized Personnel Only” signs | |||
| • | Code and life-safety signage, such as fire alarm pull-station and fire-extinguisher identification signs | |||
| • | VA Policy and directive signage | COR | Yes, the project scope requires a comprehensive architectural signage system for all buildings on campus. This includes but is not limited to: |
Room identification signage
| • | Wayfinding and directional signage |
| • | Regulatory signage, such as “Caution—Radiation” and “Authorized Personnel Only” signs |
| • | Code and life-safety signage, such as fire alarm pull-station and fire-extinguisher identification signs |
| • | VA Policy and directive signage |
Examples of the different sign types can be found in the VA Wichita Sign Standard 31 Are illuminated exit signs and equipment-specific tags, labels, and postings excluded from the project scope? COR Illuminated exit signs and equipment-specific tags, labels, and postings are excluded from the project scope. The project is to replace all interior signage, including interior room identification, directional & wayfinding signage, landmark features & graphics, life safety and regulatory signage, & removal of signage tc={25556540-5C78-4F4C-96F1-364F52A8D0A9}: [Threaded comment]
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Comment:
Based on the PWS, I would say yes, but that could make this more difficult to give them a correct signage count.
32 What mounting methods are approved for installing new signage on existing facilities without causing damage to building surfaces, architectural elements, or infrastructure? Are there specific mounting standards or restrictions that must be followed? COR Standards denoted in PWS: All interior signage fastening complicance (excluding behavioral health signage)- mechanical fastening without damge to existing structures & Behavioral Health Signage Secured - Thin-mil VHB tap and Silicone Adhesive. Regarding All interior signage fastening complicance (excluding behavioral health signage) the mechanical fastening selection should follow the product submittal process tc={02C47160-E2B6-40EC-BC29-88ADE3CE758F}: [Threaded comment]
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Comment:
Does not denote how general interior signage is installed in general product specs,
| 33 | Will the VA provide current and accurate floor plans that identify room numbers, department functions, and occupancy types for use during the design, programming, and way-finding review process? | COR | Refer to RFI Q3 |
| 34 | The scope of work appears to require a comprehensive inventory and assessment of existing signage, which is typically conducted as a sign audit. Completing an accurate sign audit of this scale would require a minimum of one month. Given the current project schedule, how does the VA envision this task being completed within the allotted timeframe? | COR | Refer to RFI Q29 |
| 35 | Is the prime contractor required to provide a full-time site superintendent on site at all times? | COR | Refer to RFI Q22 |
| 36 | Is the prime contractor required to provide a full-time site safety and health officer on site at all times? | COR | A Site Safety and Health Officer should be on-site when any physical work is taking place. See attachment "General and Safety Requirements - 589A7-26-601 Wayfinding" |
| 37 | Will adequate on-site storage be provided to prime contractor for storage of equipment and materials? | COR | Designated areas will be identified & communicated at NTP. On-site storage will be limited. Place strorage requriments within proposals. |
| 38 | Please provide current architectural floor plans for all in-scope buildings and identify the total number of rooms/spaces, including clinical, administrative, food and beverage, back-of-house, rooms-within-rooms, and areas that were inaccessible during the site walk. Please confirm the basis bidders are expected to use to establish final signage quantities for the firm-fixed-price proposal. | COR | Refer to RFI Q3 |
| 39 | Please clarify the required room naming/numbering convention. Existing numbering is inconsistent (for example, building additions and A/B designations). Is the Contractor expected to correct or standardize room numbering as part of programming, or retain the existing VA room-numbering convention? | COR | Contractor will retain existing VA Room numbering convention. Example 012-03 [0 is ground floor, room 12, of building 3] |
| 40 | Please define the required scope of code, informational, regulatory, and specialty signage, including but not limited to caution/radiation, AED, eyewash, check-in, life-safety, and similar sign types. | COR | Refer to RFI Q30 |
| 41 | Please confirm whether the intent is to replace every existing interior sign within the in-scope buildings or only signage identified for replacement through the programming/wayfinding assessment. Please identify any sign categories specifically excluded. | COR | Refer to RFI Q30 |
| 42 | Please confirm responsibility and required extent of wall/substrate restoration associated with removal or relocation of existing signage, including patching, touch-up painting, finish painting, and conditions involving existing wall coverings. | COR | Refer to RFI Q24 & 25 |
| 43 | Please identify the anticipated Government review/approval duration for programming documents, sign location plans, message schedules, product submittals, and other required design documentation. Please confirm whether Government-caused review/approval delays will result in a corresponding extension to the 240-calendar-day period of performance. | COR | The anticipated Government review/approval duration for programming documents, sign location plans, message schedules, product submittals, and other required design documentation is 14 calendar days |
| 44 | Please provide the complete current signage specifications and Wichita VA Signage Standard drawings applicable to this project, including revision dates. In the event of a conflict among the project specifications, Wichita VA Signage Standard, VA TIL requirements, ABA/ADA requirements, drawings, and existing field conditions, please identify the governing order of precedence. | COR | Any conflicts between project specifications, Wichita VA Signage Standard, VA TIL requirements, ABA/ADA requirements, drawings, and existing field conditions will be addressed on a case by case basis |
| 45 | Please confirm whether value-engineered fabrication alternatives will be considered, or whether strict compliance with the specified materials, construction, finishes, and salient characteristics is required. | COR | Compliance with the specified materials, construction, finishes, and salient characteristics is required. |
| 46 | Please confirm whether Build America, Buy America (BABA) requirements apply to this procurement and identify any applicable domestic-content requirements. | CONS | Only to the extent that such clauses or provisions are included in the solicitation. |
| 47 | Please confirm whether installation will occur in occupied/operational areas and identify any restricted areas, required after-hours/night/weekend work, and anticipated phasing. Please identify the number of installation mobilizations bidders should include in the base proposal. | COR | RJD VAMC is an active hospital so the majority of the work will occur in occupied/operational areas. After hours/night/weekend work and phasing to be coordinated with the VA COR upon award. Number of installation mobilizations to be determined by the bidder and included in the proposal |
| 48 | Please identify all installer site-access requirements, including daily check-in/check-out, VA badging, background checks, security clearances, credentialing, and escorts. If escorts are required, please confirm whether the VA will provide them at no cost to the Contractor. | COR | Daily Check-in & Check outs will be required. Badging and credentialing to be coordinated with the COR. Escorts are not required. See attachment "General and Safety Requirements - 589A7-26-601 Wayfinding" |
| 49 | Please identify all hospital-specific installation requirements and restrictions, including ICRA/infection-control measures, dust containment, HEPA requirements, and restrictions on ladders, lifts, carts, adhesives, chemicals, noise, and power tools. | COR | See attachment "General and Safety Requirements - 589A7-26-601 Wayfinding" |
| 50 | Please confirm whether designated parking, loading/unloading areas, material staging, and temporary storage will be available to the signage contractor. | COR | Designated areas will be identified & communicated at NTP. On-site storage will be limited. Place strorage requriments within proposals. |
| 51 | Please identify all physical submittal requirements, including samples, mockups, full-size first-article signs, and color/material samples, and clarify whether samples are required for each sign family or only representative sign types. | COR | Physical samples representaive of each sign family are required. Samples for colors and materials can be representative of multiple sign families. |
| 52 | Please identify all anticipated landmark features, specialty displays, feature walls, architectural letters, artwork, cast seals, acid-etched plaques, and similar elements to be included in the firm-fixed-price proposal, including approximate quantities and locations. | COR | Refer to RFI Q30 |
| 53 | Please identify all Government-furnished information that will be provided after award, including room/department databases, existing sign inventories/message schedules, life-safety plans, department nomenclature, and existing wayfinding/programming documentation. | COR | Refer to RFI Q3 |
| 54 | Please confirm whether the VA will provide/approve final room names, department names, regulatory messages, and other sign copy, or whether the Contractor is responsible for independently determining all sign messaging during programming. | COR | Refer to RFI Q14 |
| 55 | Please confirm that Government approval of the final sign message schedule and sign location plans constitutes authorization to proceed with fabrication and that subsequent Government-requested changes to approved messaging, quantities, sign types, or locations will be handled as contract changes. | COR | Correct, Refer to RFI Q14 and PWS Section Procurement of New Equipment |
| 56 | Please clarify whether temporary wayfinding signage is required during phased removal and installation. If required, please identify the expected standard and confirm it is to be included in the base bid. | COR | Yes, provide temporary wayfinding where existing signs are removed and new signs are not yet installed, using VA‑approved temporary standards |
| 57 | Please identify the manufacturer/product line of the existing modular signage system and confirm whether new components must be fully interchangeable with the existing system. Please provide approved manufacturer/product information if proprietary components are required. | COR | Refer to RFI Q9 |
| 58 | Please confirm how unforeseen conditions discovered after award—including inaccessible areas, undocumented rooms, discrepancies between Government-furnished plans and field conditions, or signage not observable during the pre-bid visit—will be addressed. | COR | Refer to RFI Q38 |
| 59 | The handout and sign-in sheet were somewhat difficult to read, so I wanted to confirm when these documents will be formally posted and made available to all bidders. | COR | Attendance Sheet, Wichita Signage Documentation will with the postage of the RFI Responses |
Based on the PWS, I would say yes, but that could make this more difficult to give them a correct signage count.
Does not denote how general interior signage is installed in general product specs,
File details come from the government source that posted it. Updated .