36C25618Q9621-0003001.pdf

Mixing Valve Purchase and Installation

Solicitation: 36C25618Q9621

Pre-Bid Minutes 7/6/2018

1. Prospective bidders were signed in with police services and brought to 1Q113.

2. All prospective bidders signed in with contracting officer, Leslie Robinson. VA staff participating included Jabari Jones, Mechanical Shop Acting Foreman; Angela McKenzie Smith, Assistant Chief

3. Bidders were instructed to submit questions to the contracting officer by Tuesday, July 10 10:00 am CST. All questions are to be directed to the contracting officer. Contact information is available in the solicitation.

4. All bids are due Friday, July 13 by 2:00 pm CST.

5. No pictures could be taken during the walk through

6. All bidders were reminded that this solicitation is a SDVOSB set aside.

7. Bidders were reminded of multiple building designations:

o Concourse Con.

CC.

A (one building) Building #0 o Inpatient Inp.

B and C (two buildings) Building #1 o Diagnostic and Treatment D&T D, E, F, G (four buildings) Building #2 o Outpatient

OP

H, J (two buildings) Building #3 o Staff Garage K (one building) Building #4 o Patient Garage Visitor Garage L (one building) Building #5 o Transitional Living

TLR

CLC

M (one building) Building #6

Mixing Valve Purchase and Installation page 2 of 7

Pre-Bid Minutes 7/6/2018 o Shot Gun Houses R1, R2, R3, R4 o Central Energy Plant

CEP

N (one building) Building #7 o Research P (one building) Building #8 o VA Administration Pan Am “Q” Building #9

8. The following rooms were visited:

o 2D115 – ED 23 hr. Observation room Mixing Valve was not installed. Room was representation of exam rooms.

PVC piping covering was observed as present o 2C140 – Inpatient C Building Mixing valve was not installed. Room was representation of overnight, inpatient installations Teflon piping covering was observed o 3B149 – Inpatient B Building Mixing valve not installed. Patient room restroom representation o 3B162 – Inpatient B Building Mixing valve that was installed.

o 3B137 – Inpatient B Building Nourishment room. Ice machine was observed having cold water lines tapped off from it Representation of breakroom, general use sinks o 1Q112 – Pan Am Building Male multiple occupant restroom Restroom representation

9. General questions prior to commencement of walk through:

o Q1. Please define mobilization

A1. Mobilization is defined by multiple task orders to account for additional cost incurred to complete the tasks based on each request. Per the PWS, the Mobilization should be “based on range of mixing valves to be installed per task order.” Range means quantity being requested to be installed per task order.

o Q2. Please clarify the task “not to exceed” numbers in the mobilization.

A2. This contract is an Indefinite Delivery Indefinite Quantity (IDIQ) contract. All work will be issued via task orders. Estimated of the total number of installations to be included per task order have been generally identified in

Mixing Valve Purchase and Installation page 3 of 7 mobilization line items to assist bidders with pricing for larger or small installation requests. Each task order will include a mixing valve installation line item and a mobilization line item that correlates to the number of installs being requested. Bidders should note that an installation is not the same as a task order. The task order is the total collective request of the installations.

• Example that was given: The government wants to install 51 mixing valves. Bidders would expect to see a single task order that notes the following at a minimum:

Brief Description of Service* Unit Estimated Qty

0001 Mixing Valve

0001A Mixing Valve Materials JB 51 0003 Contractor Mobilizations 0003A Mobilization (not to exceed 20 task orders for less than 5 installations)

JB

0003B Mobilization (not to exceed 5 task orders for 5 to 10

0003C Mobilization (not to exceed 20 task orders for 11 to 20

0003D Mobilization (not to exceed 20 task orders for 21 to 30

0003E Mobilization (not to exceed 15 task orders for 31 to 50

0003F Mobilization (not to exceed 10 task orders for 51 to 100 installations)

JB 1

0003G Mobilization (not to exceed 3 task orders for 101 to 300

0003H Mobilization (not to exceed 3 task orders for 301 to 500

0003I Mobilization (not to exceed 2 task orders for 501 to 1000

Mixing Valve Purchase and Installation page 4 of 7 o Q3. Will contractors be provided a staging area?

A3. VA will provide staging areas according to the area where installations are taking place. The contractor will not be able to have a permanent staging area for the life of the contract.

o Q4. When will work take place?

A4. Work may take place during regular working hours (M-F, 7:30 am – 4:00

pm) however, work cannot commence in an area that would disrupt operations.

Per section 6.0 “HOURS OF OPERATION”, a majority of the work is expected to occur outside normal working hours. As a result, the contractor may have to complete work “after hours”, any time outside of the working hours noted. A CLIN item for regular and normal working hours has been added to accommodate this (0002). Please see revised CLIN items:

Brief Description of Service* Unit

0001 Mixing Valve 0001A Mixing Valve Materials ea

0002 Mixing Valve Installation

0002A Mixing Valve Installation (Standard Hours) jb

0002B Mixing Valve Installation (None Standard Hours) jb o Q5. Are only sinks covered under this contract?

A5. Section 3.9.4 outlined showers and sinks. This contract will be for sinks

ONLY.

o Q6. Will drawings provided (for planning and tracking purposes)?

A6. Drawings will be provided to the winning bidder.

o Q7. What temperature are seen at the heat exchangers?

A7. VA is required to have 124 degrees throughout our hot water loops. The heat exchangers are producing between 130 – 150 degrees on overage.

Temperature at outlets cannot exceed 110 degrees.

o Q8. What is the occupancy throughout the campus?

A8. The campus is approximately 25-30% at capacity. Activations are ongoing.

o Q9. How many areas are not occupied?

A9. It is hard to estimate. We prefer not to give you this number as the number is constantly in fluxing. Please A8 for additional clarification.

o Q10. To complete the installs, water will need to be shut off. How will this impact the area? Where are the shut off valves?

A10. Each patient room has shut off valves in close vicinity. Shut off impact is expected to be minimal.

Mixing Valve Purchase and Installation page 5 of 7 o Q11. Will someone be able to walk contractors around when completing work?

A11. Contractors will be escorting unless contractors complete a background check and receive a non- PIV badge. Contractors found without badges or escort will be stopped by VA Police.

o Q12. What is the model of the mixing valves to installed?

A12. Please look at section 3.9 of PWS “Design Basis”. This is based on units that have been installed in house. A cut sheet has been provided for your use ( http://media.wattswater.com/ES-USG-B-M2.pdf ):

http://media.wattswater.com/ES-USG-B-M2.pdf

Mixing Valve Purchase and Installation page 6 of 7 o Q13. Will the contractor be responsible for the removal and replacement of piping coverings? If so, will this be added as a CLIN item?

A13. Yes, the contractor will be responsible for this. Brands used included

TRUBERO and ZURN. This item as CLIN item 0004:

Brief Description of Service* Unit

0004 Add Ons

0004A Remove PVC piping covering ea

0004B Purchase and install PVC piping covering ea

0004C Remove Teflon piping covering ea

0004D Purchase and install Teflon piping covering ea