RFIs for VA Marion 657-22-103 Replace Air Handler in B1 to VA.pdf

RFIs for VA Marion Replace AHU Bldg. 1

3/6/2026

1. A Temp Boiler is noted in the solicitation, but none are shown. Is this a reference to the temp heat exchanger rather than a boiler? Please clarify.

AE Response: Temp Boiler is not part of design and is not needed.

2. Bid Solicitation Page 5, Scope of Work describes a different project. Please clarify.

AE Response: VA response required COR RESPONSE This was an accident and that is not in the proposal or for consideration.

It will be removed upon amendment.

3. Spec Book 01 00 00-2. Are unarmed guards required after hours for the project?

AE Response: From Section 01 00 00:

1.5.C.1 Contractor to provide guards at project site after construction hours.

COR RESPONSE: No, the campus is staffed 24/7 by the VA Police Department.

Supplemental guards at the project site are not necessary.

4. What provisions have been made to vacate the floor below this project to allow for crane work? The crane lifts that swing over this area will take multiple days.

AE Response: VA response required COR RESPONSE: At present, no provisions have been made to entirely vacate any of the floors below, by and large. The floor immediately below the rooftop is the intensive care unit and the floor below that is another inpatient ward (2A). As soon as possible after the construction has been awarded and notice to proceed given, the contractor who has been awarded the project will begin discussions with the facility engineering service to develop a master plan or plans for the lifts which will need to occur. The generation of these plans will require a reasonable amount of detail and knowledge of the proposed structural and MEP components and (as such) it is understood that this lift planning process may not be able to begin at least until the submittal phase is well underway or maybe even nearly complete. These plans will require written approval from the facility prior to any lift occurring. Please refer to the Project Specification Section 013526, Part 1.22 for complete details on the crane lift plan requirements. The approval of these plan(s) will come from facility’s Chief of Safety (primarily) and the project COR (secondarily). The precautionary requirements for the lifts are subject to the authority of the campus safety department and can vary according to the circumstances of each lift (crane siting, load weight, path of swing, etc). It should be generally understood by the bidders that temporary relocation of patients from the top or even top two floors under the roof will be required, at least to some extent on some or all of these lifts. At minimum in the area under the path of swing, however every attempt will also be made to minimize impacts to patient care, particularly within the ICU, so these precautionary measures will have to be examined and addressed on a case-by-case basis through the lift planning approval process. The patient and staff load on these particular floors can vary greatly at any given time and it is only one of the factors which may contribute to the pool of solutions available at the given time for resolving lifting safety issues.

This fact alone stresses the importance of working as early as possible with the facility engineering service on the generation of the lifting plan(s). The maximum number of options to best accommodate the required lifts, will always be tied to the plan which offers the most detail and the earliest notification.

5. Please confirm whether any underground utilities or critical infrastructure will be affected within the crane staging area.

AE Response: Utilities shown are from VA provided as-built drawing. At a minimum an 811 service should be utilized to verify underground utilities.

COR RESPONSE: The crane staging area is not currently defined as a project parameter, as there are several potential options available nearby the project area for crane setup.

It will be left up to the contractor to identify the best possible locations for placement of their cranes, based on the characteristics and sequencing of their anticipated lifts. The crane setup locations will be proposed and approved as part of the lift-planning process discussed in RFI #4 above. However, the COR can provide what record data they possess on the underground utilities within those various options. Furthermore, the COR can also provide some photographic coverage of those areas as well to aid the bidders. Although the Government makes every effort to ensure the reliability of the data it provides, it makes no guarantee as to its accuracy and the contractor shall be responsible for field verification of any condition assumed from the information provided prior to bidding. A sample of the utility data around the project area of Building 1 is included below for reference.

6. Please provide a complete steam trap schedule identifying each trap by location, type (float & thermostatic, thermodynamic, inverted bucket, etc.), required sizing/capacity, and condensate load for pricing purposes.

AE Response: Steam traps are shown on the detail sheets. Due to field conditions, the contractor may need to provide additional traps as required. A separate schedule is not necessary since the requirements are indicated in the M500 series details.

7. Please provide the test reports for AHU-03 to allow for proper pricing of the temporary AHU.

AE Response: VA response required

COR RESPONSE: A pre-construction test and balance report of the existing air handler #3 was completed by the architect/engineer on the project. It is included as an attachment to this document. (See attachment Amendment 1)

8. On the Temp Steam Condensate Return line that runs through the Sub- Basement. If this line is 275’ will there be enough elevation for proper fall or will some kind of pumping mechanism be required? Please provide the invert elevations and confirm the drainage design intent.

AE Response: The intent is to provide proper fall to avoid the need for a pump.

Invert elevations are not known and shall be field verified.

9. If the existing equipment that is to remain is properly served by the appropriate utilities are alternate designs of Temp AHU allowable since this is a delegated design.

AE Response: If delegated design sees it necessary to alternate designs of Temp AHU, the Contractor can propose the alternate design for EOR review.

10. The drawings do not clearly show expansion loop or expansion joint locations for the 275' of temporary steam and condensate piping. Please provide the required expansion/contraction provisions (expansion loops, bellows, slip joints) with locations for all temporary piping runs requiring same.

AE Response: Condensate return line does not run straight for 275’, there will be multiple offsets. Contractor shall field verify exact routing in shop drawings. If for some reason there is a straight run of condensate return of over 100’, we will assess the need for an expansion loop.

11. Drawing F-101 calls for heat trace on fire protection piping inside the penthouse. Spec 22 05 33 addresses heat tracing for plumbing piping. Please confirm that interior fire protection piping in the penthouse is the only interior piping requiring heat trace, and that all other heat trace requirements are limited to exterior piping only.

AE Response: Confirmed.

12. Drawing P-401 shows a 3" sanitary pipe that must drop between ICU Beds 347–348 and between Locker 345A and Staff RR 345D, requiring work above the 2nd floor ceiling. Please confirm: (a) the type of ceiling construction in each affected area (ACT vs. GWB), (b) the room use and required ICRA classification for each ceiling access area, and (c) the expected patient care disruption and coordination requirements.

AE Response: P-401 does not show a 3” sanitary pipe dropping. The intent is for the 3” sanitary pipe to connect to existing stack in the wall. The text note does state sanitary line down but the intent is to connect to sanitary riser and not have any plumbing connections below 3rd floor. The ceiling of the 3rd

Floor ICU is acoustical tile as indicated on Sheet AE102. The ICRA classification on this project for work within the hospital spaces is ICRA IV as can been seen from the ICRA assessment and permit for the project, which is included as an attachment at the end of Specification Section 013526. Any patients which happen to occupy the affected rooms at the time of the proposed construction activity will have to be relocated. This will require advanced notice by the contractor and coordination with the facility (via the COR) as early as possible.

13. Section 23 25 00 requires HVAC water treatment. Please confirm: (a) Is the contractor responsible for the initial chemical water treatment program, or does the VA have an existing water treatment contractor who will provide this service? (b) What are the required water quality parameters for the new hydronic system?

AE Response: VA response required All chemical treatment is done at the chilled water plant not at individual air handlers and (at present) the facility only treats the condenser water, not the chilled water.

14. Please confirm that and all Basis of Design items and materials that the VA has satisfied all Buy American Waivers, if applicable, and sole source requirements as needed. Please provide us any Buy American Act Waivers that would be provided under this contract. This is not currently in the plans, documents, or specifications.

CO Response: The Contractor must determine what equipment will be purchased and identify potential buy American act waiver requirements. Then the vendor will provide a request for a waiver under BAA.

15. Will the VA pay for the engineering and design submittals, as well as all applicable deposits required by various manufacturers to put equipment into design and/or production?

AE Response: Submittals are to be provided by Contractor as specified. “If this question is in regard to the engineering and design submittals associated with the delegated design, then the answer is yes. Any costs associated with the delegated design are applicable to the scope and their cost is billable to the project as part of the contractor’s bid. The same applies to any manufacturer deposits which would be required to secure placement within their manufacturing queue. However, it should be noted that these costs shall be included in the contractor’s bid price and will not be payable by the Government until such time as the contractor has received the equipment in question and can provide proof of custody and of adequate storage conditions. Separate payment for these items cannot be made.”

16. Is the new VA memorandum on bolts for steam and hot water systems applicable to this project? To our understanding A307 bolts are no longer allowed.

AE Response: Concur, A307 bolts are no longer allowed on steam and hot water systems. Yes, the memorandum applies to this project. The specifications require A193 bolts on hot water and steam piping in lieu of A307 bolts.

17. Tax Exemption: Is this project sales tax-exempt? If so, can the government provide a tax exemption certificate for materials purchased?

CO Response: Yes the tax exemption certificate will be provided at time of award.

18. Notice to Proceed (NTP): How soon after a contract award is the NTP expected to be issued?

CO Response : Within 30 Days.

19. Submittal Platform: Will the VA accept the use of Procore software or equivalent as the primary submittal platform?

CO Response: Yes, the VA will accept the use of Procore for submittals and project file management.

20. Payment for Stored Materials: Will payment applications for materials stored on-site or in a bonded warehouse be approved?

COR Response : Yes, payment can be approved for procured materials stored by the contractor either on-site or in approved locations. However, if stored off-site, the VA requires photographic evidence of the contractor’s receipt of the materials or equipment.

21. Bid Hold Period: Will the government consider reducing the bid hold period to 90 days due to current inflation risks?

CO Response: Not at this time.

22. Economic Price Adjustment Clause: Will the government include an Economic Price Adjustment Clause in the contract to address price fluctuations in materials?

CO Response: No.

23. SSHO and Superintendent Roles: Can the SSHO, QCM and superintendent positions be fulfilled by the same individual, provided qualifications are met? If not, can the superintendent double as the SSHO?

CO RESPONSE: No one individual can perform more than two of the staffing positions below. Project Manager and Superintendent cannot be the same person:

A single, qualified individual may fill up to two of the four primary project roles simultaneously, including the project manager, the QCM, the SSHO and the site superintendent. The individuals proposed to fill the roles shall still be subject to the VAMC Engineering Service’s review and approval in accordance with the project specifications.

24. Scheduling Consultant: Is an external scheduling consultant required, or can scheduling duties be handled in-house by a qualified team member?

AE Response: From Section 01 23 16.15:

1.2.C. Contractor may develop schedule with inside personnel or utilize outside consultant. If outside consultant is used, follow 1.3.

1.3.A. Submit consultant’s qualifications to the COTR (COR) 1.3.B. Contracting Officer shall approve or disapprove consultant.

Refer to Specification Section 013216.15 for complete information on this question. The specification does not require an external schedule consultant. Part 1.2)C indicates that the scheduling consultant may be a member of the contractor’s organization or an outside consultant.

25. Temporary Facilities: Are contractors required to provide a temporary site office or trailer, or will space be allocated within the existing facility?

AE Response: From Section 01 00 00:

1.6.A. Operations and storage areas shall be confined to Government areas approved by the Contracting Officer representative.

1.6.B. Temporary buildings may be provided by the Contractor as approved by the Contracting Officer representative.

COR Response: No, space will be allocated within the existing facility for contractor office(s). If a field office is deemed necessary by the contractor, it will be permitted to be placed within the contractor laydown yard in the southeast corner of campus.

See the yellow-highlighted area in the aerial below. Trailer placement is subject to the approval of the VAMC Engineering Service.

26. Parking and Staging: Will there be designated parking and staging area for contractor personnel?

AE Response: Coordinate with COR.

From Section 01 00 00:

1.5.F.2 Contractor to coordinate with VA (COR) No specially-designated parking space(s) will be allocated to the contractor or their personnel. The contractor (and their personnel) are free to utilize any existing parking throughout the campus. Special, short-term exceptions to this which are intended to address specific site or construction needs or circumstances can be made on an individual basis. These requests are subject to the review and approval of the VAMC Engineering Service. Depending upon the nature of the request and its impact to campus amenities, the request may be considered a “shutdown” or an “interruption” and therefore be subject to advance notice requirements and approval process described in Specification Section 010000, Part 1.6. The determination of the request as fitting a “shutdown” or “interruption” shall be left to the VAMC Engineering Service.

Contractor staging areas around the immediate work area of the western wing of Building 1 will fall under these special, short-term exceptions. Generally-speaking, the contractor may utilize areas, as needed, of the contractor laydown yard (in the southeast corner of campus) for long-term staging with only COR approval.

27. How many parking spaces will be provided if there is on-site parking?

AE Response: Coordinate with COR.

From Section 01 00 00:

1.5.F.2 Contractor to coordinate with VA (COR).

No specific number of minimum, contractor parking spaces will be guaranteed by the facility. All established parking areas on campus will be permitted to be utilized by the contractor for their construction-related activities. See the yellow-highlighted areas in the aerial below for several established parking areas around the project area which contractors have used in the past.

28. Site Access and Badging: Will the government provide a detailed badging and access protocol for contractor personnel?

AE Response: Coordinate with COR.

From Section 01 00 00:

1.5.B.1 Contractor employees to be provided with appropriate badge. Yes, the superintendent will be required to go through the background investigation and badge issuance process. The superintendent will be the only one required to do so, unless additional indivduals are specifically requested to by the contractor for access-related reasons.

29. Fire Watch: If impairments to fire alarm systems exceed four hours, will the VA provide support for fire watch personnel, or is the contractor solely responsible?

AE Response: Coordinate with COR. From Section 01 35 26:

1.17.M. Contractor to provide fire watch for impairments more than 4 hours in 24-hour period.

30. Environmental Protection Plan: Are there specific templates or guidelines required for the Environmental Protection Plan, or is a contractor-developed plan sufficient?

Cor Response: The contractor’s environmental protection plan will be sufficient.

31. As-Built Drawings: Are as-built drawings available for existing conditions, or will the contractor need to verify all dimensions on-site?

AE Response: Contractor to field verify existing conditions whether or not as-built drawings are available.

Cor Response: Even if construction record drawings were available, they would be provided with the understanding that all conditions indicated within them require field verification by the contractor prior to bidding. With that being said, the contractor can certainly be provided any and all as-built data which the VAMC possesses on the subject project.

32. Are there any phasing or area access restrictions on the third floor that would limit how much work can be performed simultaneously?

COR Response: "The ability of the work on the 3rd floor ICU to be done simultaneously is a possibility, however it will be dependent on the patient load within the ICU at the time of the proposed activity and the availability of additional beds to relocate patients to keep them as far away as possible from the site area. Similar to the crane lifting plans, the VAMC suggests coordination with the facility (through the COR) as early in the project scheduling period as possible to maximize the options available for accommodating the work in the fewest number of phases possible."

33. M003 Delegated Design requirement specifically includes “design calculations” to accompany sealed drawings for all temporary units, including TAHU and “humidifiers, steam to water heat exchanger.” Are the full construction, insulation, floorplans, occupancy requirements, space load requirements for temperature and humidity/dehumidification to be provided for these calculations, or are we to assume that the existing unit was meeting all existing load and performance requirements and therefore no such load calculations are required?

AE Response: EOR for temporary design shall confirm all existing conditions with the provided design drawings. EOR for TAHU shall verify that specified unit will meet requirements of existing conditions.

a. Shall we assume the overall equipment load profile as scheduled to meet existing equipment performance is sufficient, and the only “calculation” required is to ensure proper piping and ductwork sizing to deliver the required supply air conditions from the TAHU to the rooftop duct connection?

AE Response: Correct, ensure proper piping and ductwork is sized to meet the required supply air conditions from TAHU.

34. It is understood from M003 notes concerning other systems and equipment, including ICU reheat hydronic loop served by a HX in the existing penthouse that provides 15 gpm of hydronic heated water for reheat per PMN-F, as well as well as temporary extension of chilled water and steam to the existing ICU AHU to remain per PMN-I, that those are affected by this project due to the existing piping and systems first being installed ‘through’ the penthouse that is being replaced.

a. Is there any opportunity for these provisions (steam and/or chilled water piping, HX, pumps, controls) serving these loads to be installed in a way or location that can be left in place at completion, rather than temporary, so that these loads are not dependent in future on their combination and then branch off and rerouting through the new penthouse?

AE Response: Yes, that is acceptable. AE EOR shall review any proposed designs.

35. What is the expected extent of “Delegated Design” for the Temporary Air Handler overall selection and installation?

a. Is the overall temporary system to be intended to deliver the targeted conditioned airflows, such that the actual design and selection of equipment to achieve that goal is delegated and may be determined by the licensed Professional providing the Delegated Design, including equipment type, with all other concerns addressed in the most appropriate way available or determined on site existing conditions (as noted above)?

AE Response: Contractor shall propose equipment based on delegated design. AE EOR shall review during submittal process. Reference question 33.

b. Or is the equipment design, selection, and type to be considered already designed and set, by the project A/E of record, requiring it to be steam and chilled water based, rather than other potentially more economical options?

AE Response: see response to section a.

c. Specifically, if provisions can be made for rerouting chilled water, steam, and achieving 15 gpm of hot water for the ICU reheat loop per PMN-F, is it potentially acceptable for a gas-fired dX packaged AHU to meet this temporary need per PMN-E for the scheduled delivery (i.e. 15,500 cfm of properly conditioned air), so that all steam and chilled water work related to the new AHU can be made without the temporary unit affecting that work and those connections at all, making both installation and removal of temporary work much less complicated and more economical?

AE Response: temporary systems shall be designed as shown in drawings. If contractor wants to provide value engineering of a different proposed system, the VA will need to review and verify.

d. Granted, it may still be necessary for some Steam to be used for humidification and/or preheat, since this application with remote exhaust does not lend itself to Latent Energy Recovery Ventilation equipment for pretreating outside air loads, but the potential savings may provide opportunity for desirable design on that basis.

AE Response: see responses above.

36. If the temporary unit TAHU-1 must be steam based, we would note that there are concerns about tap size, location, and steam trap design and selection that are not scheduled, as well as the need for collecting and pumping condensate back to the sub-basement, with a need to determine exactly where and how to return this condensate into the system.

AE Response: Understood, however, this is a performance-based design. If contractor wants to propose value engineering of a different design, it would need to be reviewed and approved by VA and AE EOR prior to proceeding.

37. The location shown for TAHU-1 is on grade, but GN-C requires that “for grade mounted AHU’s, bottom of air intake shall be minimum 30 feet above grade.”

a. Is it the intention of the A/E that a 30 feet tall structural steel mezzanine tower be constructed temporarily on site to ensure the unit can have the bottom of it’s (assumed downflow) intake remain 30 feet above grade, or is there a fume source requiring an OA duct that extends 30 feet above grade to avoid contamination?

AE Response: No, the intent is not to design a 30’ tall structural system. Per the drawings and specifications, there is no mention of such design. This is a temporary system that is usually provided on a skid or trailer.