Register containing all RFI Inquiries _ Responses.docx

Solicitation No. 36C25621R0040 Project 520-22-101 Generator Controls Upgrade, Biloxi

Register of all RFI Inquiries & Responses:

First set of Inquiries:

Proposal RFI #1 - Will the government be providing PC’s for the remote operator interfaces?

Response: NO, the contractor is to provide laptop computers that have all the required programming software.

Proposal RFI #2 - Will it be acceptable to upgrade individual engine/generator controllers as required to ensure a more reliable installation?

Response: YES, it is required to upgrade the Onan Generator 92 and 93 controls, but generators 94 and 95 controls are to remain the same.

Second Set of Inquiries:

Proposal RFI #1 – What specific Past Performance documents are to be included in VOLUME I – PAST PERFORMANCE as opposed to VOLUME II – TECHNICAL PROPOSAL – Factor 2 Past Performance? Please clarify if there is a difference.

Response: The Vol I & II titles contained in the below chart on page 21 of the solicitation are corrected read as follows in order to correlate with the Evaluation Factors outlined on pages 22 and 23:

completed Schedule of Offer Items

Also, are these to correspond to the Past Performance projects as the PPQs that were sent out to former/present customers?

Response: Yes, please refer to the last paragraph entitled “Past Performance Questionnaire” on page 23 of the solicitation (see below exert):

Past Performance Questionnaire – Offerors shall prepare and forward to prior client(s) for submission to the Contracting Office EXHIBIT B PAST AND PRESENT PERFORMANCE QUESTIONNAIRE for all the projects listed by contractor and submitted using EXHIBIT A PERFORMANCE RELEVANCY SURVEY. This includes correspondence explaining the requirement to obtain an independent evaluation of prior contract performance and the Past and Present Performance Questionnaire for use in evaluating Past Performance. It is preferred that these are the same projects for ease of evaluation and comparison.

Proposal RFI #2 - Page 20, Item B, states that proposals must address each element of the factors and factor headings should be highlighted. Are we correct in assuming that this pertains to Volume II – Technical Proposal? If so, Factor 2 – Past Performance (Pg 23) appears to include all information which is included in Volume I. Please clarify requirements. Again, are these to correspond to the Past Performance projects as the PPQs that were sent out to former/present customers?

Response: Please refer to both of the above clarification responses wherein corrections were made to the Vol I & II titles listed in the chart respectively, as well as clarification of the corresponding PPQ projects.

Proposal RFI #3 – Can you clarify difference between requirements of Factor 1a. – Corporate Construction Project Experience vs. Factor 2 – Past Performance?

Response: Corporate experience would be examples of projects that the corporation completed. Past performance would include providing your CPARS ratings for the past projects completed and/or ongoing, interim type ratings.

Proposal RFI #4 – The Scope of Work provides, in General Requirements, that training certifications shall be provided indicating each technician is a Qualified Person. Also provides that the names of Competent Persons and proof of qualification to meet OSHA requirements must be provided to COR as well as OSHA Certifications. Is this information required with our proposal or rather after contract award before work commences?

Response: Required with proposal.

Proposal RFI #5 – Please clarify in which Volume…I, II or III… all Exhibits (A, C, D and E) are to be included in.

Response: Volume I (describe with detail your approach to complete the work) is for information pertaining to the technical proposal. Volume II (include Exhibit A and B) is for information on your past performance. Volume III (include Exhibit C) is for information pertaining to price.

Proposal RFI #6 – The Solicitation is requesting “non-licensed” SW for the control systems. Many challenges with that approach – providing SW updates, reliability, etc. Thus, requesting use of ASCO Controller SW for this project.

Response: No, the use of ASCO controller software is not permissible in this contract. The intent of this generator controls upgrade project is to provide the VA with licensed software that does not require yearly subscription fees and at the same time has the freedom and flexibility for owner to manipulate the software as needed and to change the PLC in which the software is installed. The updates to the software, if any, would be purchased by the VA. The software upgrade would give the VA the freedom and flexibility to make changes to the software by persons or entities of the owner’s choice.

Proposal RFI #7 – Drawings needed:

Response: The bidder can review and make photos (using your own cell phone camera) of the available drawings at the VA. Coordinate this activity with the Contracting Officer.

1. Schematics and wiring Diagrams for Breaker Cabinets (Room 61)

2. Control schematics of HMI Panel (Room 91)

3. Control Schematics of each utility and generator (Room 92-95)

4. Overall One Line Diagrams for utilities and generators

5. Utility Lockout Relay schematic provided by MS Power.

6. Sequence of Operations for existing controls cabinets.

7. Engine Control Wiring Diagram for each generator.

Proposal RFI #8 – Physical Layout Questions:

1. Facility layout drawing to estimate distances between buildings and generators.

Response: See scaled site map provided with solicitation.

2. Any indication if all wires and conduit must be replaced?

Response: See Section B in Scope of Work which discusses wires and protective wire sheathing from the control center to each generator to be replaced. Install new control wiring beneath the ground in the existing conduit.

3. Please confirm that existing control switches, annunciator panels and indication lights can be used on the controls upgrade.

Response: The existing control switches, annunciator panels and indication lights are to be replaced in this project.

4. Confirm 3 wire start circuit Kohler?

Response: Offeror would need to investigate our record book of drawings to confirm. Please coordinate time to do this with the Contracting Officer.

5. Confirm 2 wire start circuit for Cummins/ONAN?

Response: See response to question 4 above.

Proposal RFI #9 - Remote Workstation Questions:

Referencing the remote workstations:

1. What functionality do you want to receive? Control or Monitoring?

Response: Both

2. Viewing terminal or remote operation station for each office?

Response: Both

3. Please provide a site map to estimate distances to Electrical Shop and Chief’s Office.

Response: Scaled site map provided in the solicitation, see locations of Generator Yard and Building 10.

Proposal RFI #10 – Workday Schedule:

1. Are there Work restrictions?

Response: Please follow Scope of Work and all applicable OSHA and NFPA guidelines.

2. Is current work schedule fixed? Straight time M-F (8)- Hour days

Response: Work as much as possible during the weekday from 0700 to 1630 CST. VA can accommodate work outside this schedule with prior notification.

Proposal RFI #11 - Rental Equipment Questions:

1. Is there a current provider for the load bank and rental generator(s) or will contract winner include rentals in pricing?

Response: The scope is intended to be all encompassing.

Proposal RFI #12 - Timeline:

1. Total timeline for demo and installation? Anticipated outage duration?

Response: See response to question 2 below.

2. Is 120 days hard set duration from conception to completion.

Response: The new period of performance will be a total of 319 calendar days with the understanding that during hurricane season (June 1 thru November 30) none of the four backup generators are to be taken offline.

3. Does any of drawings need to be PE stamped?

Response: Provide updated certified record as-built drawings showing wiring configuration and OEM book and operators manual.

4. Can all equipment/generators be taken down at the same time or will project be completed in stages?

Response: YES, all equipment and generators can be taken down during the rebuild process.

5. How many Generators can be taken down at a time?

Response: See response to question 4 above.

6. Expected Training’s length and anticipated amount of personnel?

Response: There will be a total of six VA personnel to be trained. See Scope of Work for Systems Requirements, Paragraph v. for further information.

Proposal RFI #13 - PLC / HMI Questions:

1. Type of PLC communications- Only one to communicate with all?

Response: There needs to be a primary and alternate PLC.

2. Date of PLC installation?

Response: Approximately 2010

3. Any life safety load/transfer requirements for generator controls?

Response: See Scope of Work, Section 4. Systems Requirements.

4. Are there currently island mode capabilities?

Response: YES

5. As per the scope of work a LOAD SHEDDING feature should be added, can you please let us know how many loads needs to be shed, locations, and is there an existing conduit?

Response: Our intent is to load shed or “automatically peak shave”. See Scope of Work Section 4. System Requirements for more information on peak shaving mode requirements.

6. Presently electrically operated devices.

Response: Not sure what is being asked here?

7. Is the Load an ATS or Circuit Breaker (CB), where is the ATS/CB located and is there a conduit to the for-control wires. Is there existing conduit for load shedding capabilities?

Response: Building 91 electronically controls Building 61’s main circuit feeders for load shedding requirements.

8. Provide current cubical dimensions of control cabinets.

Response: See drawings provided in solicitation and on file with the VA. To view drawings on file at VA coordinate with the Contracting Officer.

9. Expectations: Do Generator Controls NEED to be replaced?

Response: The controls in Control Room 91 need to be replaced and the controls in Generators 92 and 93 need to be replaced.

10. What are the load shedding requirements?

Response: The intent is to “peak shave”.

11. Provide existing logic block diagram of what is currently being routed to HMI?

Response: See Owner’s Manual and O & M Manual at VA Engineering Department. Coordinate time to review information in manuals with the Contracting Officer.

12. As per the scope of work “At the completion of the project, the VA will be provided and will maintain access to all equipment, data bases, memory, code, code sources, etc.”, Does the VA also require a license copy of all programming software used?

Response: YES, see Scope of Work.

For example, a copy of the programming software used to program the PLCs, HMIs, etc. And a copy of the source codes written for the system provided. We recommend providing an Engineering Station (PC), with all required programming software and using the same PC to commission the system.

Response: YES, VA will require source code for all programming.

13. During the site visit it was noticed that a MANUAL synchronization is available, please confirm that the new system should allow FULL MANUAL SYNCHRONIZATION of the generators using the Synchroscope and manually lowering and raising voltage and speed?

Response: YES, the new system shall allow for full manual synchronization of the generators using the Synchroscope and manually lowering and raising voltage speed.

Third Set of Inquiries:

Proposal RFI #1 – As per the scope of work a LOAD SHEDDING feature should be added, can you please let us know how many loads needs to be shed, locations, and is there an existing conduit?

Response: Our intent is to load shed or “automatically peak shave”. See Scope of Work Section 4. System Requirements, for more information on peak shaving mode requirements.

Proposal RFI #2 - Is the Load an ATS or Circuit Breaker (CB), where is the ATS/CB located and is there a conduit for the control wires?

Response: Building 91 electronically controls the main circuit feeders located in Building 61.

Proposal RFI #3 - How many generators can we have offline during installation and what is the minimum quantity of generators required by the hospital? We are envisioning upgrading one generator, testing the generator, and then using that one generator as backup during the upgrading of the other generators.

Response: It is anticipated that to perform the work of upgrading the controls that all four generators at the same time will need to be taken offline.

Proposal RFI #4 - As per the scope of work “All communication wire between each generator and the control center is to be replaced. Use shielded cable for control wire.” Can you please confirm that all the control wires and communications wires, from the generators enclosures needs to be pull out, and new wires needs to be run using the same conduits?

Response: All control wiring in this project is to be replaced. All new control wiring located beneath ground is to be ran in the existing conduit.

Proposal RFI # 5 - As per the scope of work “At the completion of the project, the VA will be provided and will maintain access to all equipment, data bases, memory, code, code sources, etc.”, Does the VA also require a license copy of all programming software used? For example, a copy of the programming software used to program the PLCs, HMIs, etc. and a copy of the source codes written for the system provided? We recommend providing an Engineering Station (PC), with all required programming software and using the same PC to commission the system.

Response: VA will require a non-proprietary licensed copy of the software used with all current software installed and fully updated in this project to upgrade the generator controls. Provide a laptop computer not an Engineering Station (PC), that has all required programming software.

Proposal RFI #6 - During the site visit it was noticed that a MANUAL synchronization is available, please confirm that the new system should allow FULL MANUAL SYNCHRONIZATION of the generators using the Synchroscope and manually lowering and raising voltage and speed?

Response: Yes, full manual synchronization of the generators using the Synchroscope and manually lowering and raising voltage and speed is required.

Proposal RFI #7 - Please confirm that existing control switches, annunciator panels and indication lights can be used on the controls upgrade.

Response: No, the existing control switches, annunciator panels and indication lights are all to be replaced in this project.

Proposal RFI #8 - Does the new system proposed require a hot standby PLC like the incumbent system?

Response: Yes, there needs to be a primary and alternate PLC.

Fourth Set of Inquiries:

Proposal RFI #1 - For this RFP will offeror Clarifications be acceptable or will this eliminate the proposal from consideration?

Response: Not sure what is being asked?

Proposal RFI # 2 - Will load shedding only take place at the MV Breakers, or are there ATS’s downstream as well which will also need the ability to be load shed? If so, please describe which system elements require load shedding.

Response: Our intent is to load shed or “automatically peak shave”. See Scope of Work Section 4. Systems Requirements for more information on peak shaving mode requirements.

Proposal RFI # 3 - A Load bank will be required for setting up/fine tuning/commissioning the new equipment, will the VA be providing it or is it the contractors responsibility?

Response: It is the contractor’s responsibility to include in the proposal all work and equipment needed to successfully complete the project. The scope is intended to be all encompassing.

Proposal RFI # 4 - What is the required interface between the swinger controls & utility company to remotely start the system, Modbus, discrete I/0, BACnet etc.

Response: The required interface is what is presently installed. The new controls installed has to work with the existing remote start system. The required interface is a Modbus.

Proposal RFI # 5 - The SOW requires the controls and communications wire to be replaced. Is the contractor to assume all power cables are to be reused?

Response: All DC power wiring in Building 91 is to be replaced.

Proposal RFI # 6 - Some of the wire/cable degradation is due to rodent intrusion, is the contractor to assume all conduit can be reused?

Response: YES, the existing conduit is to be re-used in this contract.

Proposal RFI # 7 - Power cable is often cut exactly to length so when new equipment is installed the lug locations are not always the same from OEM to OEM and the cable maybe short. On the site visit the equipment was powered so there was no way for bidders to verify conditions. Should this situation occur will the VA open to an Equitable Adjustment? If the answer is No, then bidders will be forced to include replacing cable as a contingency and this may needless increase project cost.

Response: Refer to response to question 5 above. This project does not include replacing any high voltage cables.

Proposal RFI # 8 - Confirm the existing Cummins generator has a 3200 controller, if so this will need to be upgraded to 3.3 or equivalent to allow external control of Voltage regulator & governor.

Response: Yes, the Cummins controllers for Generators 92 and 93 will need to be replaced.

Proposal RFI # 9 - The former requirement for a standby generator was removed from the SOW. At the site visit the VA stated one of the generators would be converted and used for standby power while the remainder of the system was upgraded. This will not work if the controls system is down. So should the offeror plan on supplying and hooking up temporary circuit breakers, ATS, etc. for manual switchover or will the VA or offeror supply standby generators?

Response: All controls will be converted at same time and all generators will be offline.

Proposal RFI # 10 - The current period of performance is 120 days which is not achievable as software design and drawings will take 6-8 weeks, equipment lead time is 20-24 weeks, and installation will be 2-4 weeks. We request the PoP be changed to 270 days.

Response: The new period of performance will be a total of 319 calendar days with the understanding that during hurricane season (June 1 thru November 30) none of the four backup generators will be taken offline.