Questions and Responses.pdf

Combined Synopsis/Solicitation Number 36C25621Q1679

Questions and Responses

1) According to the SOW. “The due date for the diagnostics shall be three (3) days after contract award.”. Is it the intention of the SOW to provide a cost to the VA prior to doing any type of diagnostics?

Response: Per Section 2, Phase 1: 8 of the SOW (page 7 of the solicitation), the cost for the diagnostic component (Phase 1) and the repair component (Phase 2) will be listed as separate line items on the “Price/cost schedule”. This is shown on page 4 of the solicitation under B.2

PRICE/COST SCHEDULE, with Item Numbers 0001 and 0002 representing the two phases.

The diagnostic line item (0001) is for the cost of the diagnostic requirements listed under Phase

1: Diagnosis (repairs are not included in that line item).

The repair line item (0002) is for the cost of the repair services as listed under Phase 2: Repair

(assume that the listed repairs are all that are needed for the initial bid).

VA personnel were not able to fully uncover and disassemble the heat exchanger system. Based upon the information available to us at this time, the Phase 2: Repairs are necessary. Your quote shall include costs for the items listed in Phase 2.

The Phase 1: Diagnosis component of the project directs the contractor to perform diagnostic services. The contractor should remove insulation and disassemble any components they deem necessary for them to determine the repairs that are needed to bring the system back to fully functional status. Note that the insulation does not have to be reinstalled after the Phase 1:

Diagnosis work is completed.

After disassembling and analyzing the equipment, the contractor may find that additional work is necessary that is not listed in Phase 2 by the VA. The diagnostic report provided by the contractor will give the VA details of this additional and/or alternative work, if they find that any is necessary. The diagnostic report will include costs for the work that is listed in the diagnostic report.

2) Is it the intention of the SOW to have the heat exchangers disassembled and then reassembled during the diagnostic phase? (page 7 #7) “The heat exchanger system and all equipment shall be put back together to its original condition (before diagnosis), after diagnostic testing and evaluation.”

Response: The heat exchanger system should be disassembled to the extent necessary for the contractor to provide a thorough analyses and determine the work necessary to bring the system back to fully functional status. The system will then need to be reassembled if the Government determines to not proceed with the repair or to replace the system. If the Government determines to proceed with the repair the reassembly is not required for the diagnostic and the equipment will be reassembled with the repair. Also note that the insulation does not have to be reinstalled, per the answer to question #1 above.

3) On page 7 #8 it states “The contractor shall provide cost of the diagnostic and repair separately with their quote by the solicitation due date” but on Page 6 under Phase 1:

Diagnosis it states “ The due date for the diagnostics shall be three (3) days after contract award.” Please clarify.

Response: There will be separate line item costs for the diagnostic services (Phase 1) and the repair services (Phase 2) on the initial bid. An example sheet is given on pages 4 and 5 under B.2

PRICE/COST SCHEDULE. These are listed as item numbers 0001 and 0002.

After the contract is awarded, the diagnostic services will be done first within 3 days after contract award. The diagnostic report will be due within 4 days after contract award. The contractor will be able to closely examine and disassemble the equipment during the diagnostic services. This will allow them to provide a more thorough examination of the equipment than the

VA personnel were able to do.

The diagnostic report is due three days after contract award. The line item (0001) cost for these diagnostic services, and the report is due with the initial bid. Per the first paragraph of Phase 2:

Repair. “Once the Government receives the diagnostic report, they will make the decision to scrap the equipment, not proceed with the repair, buy new equipment or proceed with the repair.”

4) Is it possible to eliminate Phase 1 out of the entire contract. Per the site walk done on

8/17 it was understood that a full replacement of the shell and tube heaters as well as select valves and insulation is to be performed. Per the SOW you are requesting diagnostics to be performed on equipment that is over 50 years old and likely needs to be replaced. Please advise.

Response: Phase 1 is necessary and required. The diagnostic report that will be provided to the

VA will allow the VA to make a better decision as to the extent of the necessary repairs. This report allows the contractor to bring forth alternative solutions and/or additional work necessary to bring the heat exchanger system back up to fully functional status.