Attachment A_A0004_VA 598-21-106 Protest RFI RESPONSES 02.08.24.pdf

36C25623R0080

RFI PROTEST RESPONSES

Project 598-21-106: Replace AHUs 47, 48, 48B, 22 at JLM

1. AE to provide a schedule for spot coolers (sizes, spec, locations for areas that required it due to the removal of the AHU being replaced until the new AHU is installed).

a. The VA stated during the design that they would be providing these spot coolers. The size of them were never provided to the AE to determine how many are needed for the multi-purpose room. Also, time of year for replacement has an impact on the quantity of units required.

Response: No spot coolers are needed. AHUs 48 and 48B will not need supplemental cooling but they will need to be scheduled one at time. AHU 22 will require supplemental cooling, but you can tie into AHU 5 through the ductwork crossover with AHU 22. AHU 23 will require supplemental cooling and you can tie into AHU 7 or 8 through the crossover with AHU 23.

2. AE to provide a schedule for sequence of AHU removal and replacement (order of AHUs to be replaced, how many AHUs can be replaced at a time, how long is the downtime for AHU removal and replacement).

Response: Refer to Mechanical Phasing Sequence on M 001. The schedule will be created by the General Contractor Construction schedule. Means and Method are the responsibility of the GC.

3. AE clarifications for DDC, AHU/Controls Basis of Design and Acceptable Manufacturers

a. AHU basis of design is listed as Trane or equal.

4. Are we to dispose/abate of any asbestos, lead, mold, or other hazardous material as part of this project? If so, provide appropriate hazardous material site survey report.

A. Per the asbestos report, there is no ACM but if you find some, let the COR know immediately.

5a. What will the ICRA level be for this project?

A. Response: Refer to Sheet G-002

B. Does drawing lay out ICRA Level?

Response: Yes, it does list the ICRA Level.

6. Are there any required/proprietary subcontractors the general contractor is to hire associated with this project?

A. No

7. Will all work associated with this project able to be performed during regular working hours?

A. Work Hours: All work shall be performed during normal business hours, 0730 – 1630. Any after hours or weekend work shall be approved by the Contracting Officers Representative (COR) with a two (2) week notice for coordination with VA personnel.

8. It is our understanding that the Solicitation is a negotiated Bid (RFP) design-bid-build project with the Government's AE being responsible for the design portion (providing a full and complete set of Specifications and Plans) and the successful offeror being responsible for bidding and building the project based on the Specifications and Plans provided by the Government's AE. Put another way, the successful offeror will not be required to perform any design-build services as part of the contract - correct?

A. The project is not described as a design-build project. Contractor is referred to Attach. A -para 3 of Statement of Work (SOW), Attach. B - Specification section 01 00 00-General Requirements and Attach C – Drawings as a minimum for further guidance.

9. Are any special State of Arkansas licenses required for performing the work?

A. No

10. Is there any fire suppression work to be performed?

A. No

11. Is there any fire alarm work to be performed? If so, does the VA perform final programming to the main panel?

A. Only smoke detectors re-connecting to the fire alarm system.

12. Who is the VA fire alarm contractor who has the rights and responsibilities to the fire alarm panels?

A. Triple S Alarms

13. Will elevator(s) be accessible/designated to contractor during normal working hours for demo and build back of AHUs and associated work?

A. Service elevators are available. Repeat of Q35

14. Will any AHUs outside the SOW need to be de-installed for removal of old AHU and install of new AHU?

A. No

15. Will helicopter lifts be allowed instead of crane lifts for old and new AHUs?

A. Per Safety, the Contractor’ Crane Sub-Contractor will be responsible for meeting the OSHA requirements for creating a crane lift plan, permits, FAA notification (if required) and the VA will evacuate the floor below where the lift will acquire, and any lifts will be conducted on a weekend to minimize facility personnel impact and operation.

16. Is any ductwork to be insulated that is currently not insulated? If so, how much in total?

A. There is some patch work for duct associated with AHU-23/47 noted on plans.

Insulation surrounding those duct patches will need to be re-installed.

17. Will any pipe freezes be needed for the project?

A. No

18. Who is the preferred controls contractor for the VA?

A. Siemens is our backbone system, but we have both Siemens and Trane. Siemens is an acceptable manufacturer and supplier. The front-end computer and software needs to be brought and compatible with the current Siemens control system. Please note, the current CAVHS existing system is no longer updateable/expandable for our needs (in both NLR and JLM.) The cost for the new front-end items shall be included in your proposal.

19. Will any pipe insulation be needed for existing pipes that are not insulated? If so, how much in total?

A. No

20. Are electrical disconnects to be replaced? If so, are they to be replaced in kind?

A. Refer to the electrical sheets: ED-103

21. Are VFDs to be replaced in kind?

A. Refer to mechanical sheets: MD-101, 102, 103, M-102, 103, 104

22. Are AHUs to be insulated?

A. Refer to Specifications Sections 23 05 11, 23 05 93, and 23 07 11 for insulation needs.

23. Is any core drilling to be performed?

A. No

24. Is the contractor to perform any work on existing floor drains?

A. No

25. Is the contractor responsible for control contractor and final set up to VA system?

A. Yes

26. Due to extended lead times in raw materials, manufacturing, and supply chain, will the government extend the Period of Performance for this project to 365 days to allow for sufficient time for submittal review, approval and material ordering upon issuance of the NTP and prior to mobilization?

A. Without seasonal conditions, the POP is adjusted to 580 calendar days.

27. Will the government clarify if there is any specific software requirement for submittals?

A. No special software required.

28. Will the government please clarify their submittal process (I.E., submittal tracking, submittal registry, coordination and sign-off, A&E involvement, A&E approval, government approval, routing process, timelines, deadlines, A&E expectations, government expectations, etc.)?

A. The submittal process is standard across the VA (I.E., submittal tracking, submittal registry, coordination and sign-off, A&E involvement, A&E approval, government approval).

B. Is it defined who provides the Submittal Exchange for the project?

Response: The General Contractor is responsible for acquiring either Submittal Exchange, Procore, or any other exchange service.

29. Will the government provide an extension of the bid due date, allowing ample time to review RFI answers to provide the best price possible, specifically at least one week after RFI’s have been answered?

A. An extension is incorporated in the forthcoming amendment associated with this project.

B. The amendment will provide Offerors w/ a minimal of 25 additional days to present new or revise proposals.

30. Will the government provide an asbestos survey for the affected area?

A. Yes

31. Will the government clarify if there is any lead-based paint and/ or asbestos in the area proposed to be under construction?

A. Not aware of any lead-based paint in the area.

32. Will the government provide the ICRA requirements for this project?

A. Refer to Q5a above.

33. Will one person be allowed to fill the role of Site Superintendent, SSHO and Quality Control?

A. See Specification section 1.6 (c) – Preconstruction Conference, pg. 01 35 26 -10.

34. Can we get the name of BMS contractor who maintain the temperature control system at

JLM?

A. We have in-house HVAC Control technician that control facility temp.

35. Can we use Freight elevator for moving material during the construction?

A. See response to Q13.

36. Contractor suggests Lead time of AHU ‘s are 40 weeks from the date of placing order with approved submittal and is asking can the Period of performance be extended to 570 days needed to accommodate the lead time of 40 weeks or/280 calendar days?

A. See response to Q26 above.

1) The issuance of a Solicitation amendment that corrects the missing and/or conflicting requirements and reasonably extends the period for submitting proposals (no less than 20 days);

or

2) The cancellation and re-bid of the entire Solicitation to permit full compliance therewith.

The protestor states that conflicting information is not only ambiguous but is juxtaposed, making it impossible to comply with both simultaneously. There are additional issues with missing equipment schedules and the time in which the work can be performed.

Considering the drawings, specifications, and responses to RFIs in Amendments 0001 and 0002, the requirements are still ambiguous and conflicting, and it is impossible to comply. A list containing some, but perhaps not all, of the significant issues are as follows:

37. Work hours. The responses to RFIs state that all work is to be performed during normal business hours. However, drawing AD101 states that all work outside of the mechanical spaces must be performed after hours from 6pm to 5am only. Drawing A101 states specifically that tie-ins must occur on weekends. Contractors has experience that AHU change-outs must be scheduled outside of normal business hours to limit the interruption of the ongoing operations of the hospital.

Response: Work Hours: All work shall be performed during normal business hours, 0730 – 1630. Any after hours or weekend work shall be approved by the Contracting Officers Representative (COR) with a two (2) week notice for coordination with VA personnel.

38.Temporary cooling. It is unclear whether the VA requires temporary AHUs or spot coolers on this job. It is further unclear who is responsible for providing those. Drawing MD103 states that the contractor is required to provide 200 ft of hose for spot coolers and that temporary water-cooled spot coolers will be provided by the VA to maintain the multipurpose room. Drawing M104 states that the contractor must provide spot coolers for spaces served by AHUs 48 and 48B. Drawing EP102 states that the contractor is to provide power to VA-provided spot coolers.

The responses to RFIs indicated that the contractor is required to provide all spot coolers, creating ambiguity on what needs to be provided. Further, it appears that the VA anticipates having temporary AHUs instead of spot coolers given the spaces to be cooled and the requirements for hose and electrical connections to be provided by the contractor. If the contractor is required to provide electrical connections to a spot cooler provided by the VA, the contractor needs to know the specifications and requirements on that cooler to know what connections are required. If the contractor is required to provide the spot coolers, the VA needs to provide its requirements for what type/size/capacity is needed. Currently, there is no equipment schedule for the spot coolers (or temporary AHUs if that is 4 actually what is anticipated) and it is ambiguous as to what type of spot cooler is needed and who is going to provide them.

a. Does the VA require temporary AHUs or Spot Coolers and who is to provide them the VA or Contractor?

Response: AHUs 48 and 48B will not need supplemental cooling but they will need to be scheduled one at time. AHU 22 will require supplemental cooling, but you can tie into AHU 5 through the ductwork crossover with AHU 22. AHU 23 will require supplemental cooling and you can tie into AHU 7 or 8 through the crossover with AHU 23.

b. If VA is providing spot coolers what are the specs & requirement?

Response: No need for spot cooling. See response above.

39. Phasing. In response to RFIs, the VA has stated that phasing is required on this project, stating “refer to the construction drawings.” However, the construction drawings do not call for phasing and no additional information has been provided regarding what phasing is required. No Phasing detail provided on this project.

Response. See Mechanical Phasing Sequence on sheet M-001

40. Down time. The VA received a question regarding down time for each AHU. RFI 39 in Amendment 0001 was asked and answered as follows: Q39. How long can each AHU be down for during the replacement process? VA Answer: Depending on the services that the AHU provides for. Contracting: Please provide more detail? KTR: This response is ambiguous and does not provide adequate information to determine the VA’s requirements. Considering the newly stated, but still unidentified phasing requirements, the VA’s expectations to limit interruptions to hospital operations is unclear.

Response: Down time for replacement of a Single AHU is 1-2 weeks. This should cover the removal of existing AHU and installation of new AHU.

41. Unusually Restrictive Limitation on AHU Specifications. The drawings and specifications name a specific brand of AHUs as the basis of design, and it is impossible to obtain identical units from other providers. Answers to RFIs that were released in connection with solicitation 36C25623R0081 state that substitutions are limited to those provided by the process to request approval to substitute, which requires the stated equipment to be unavailable. That indicates that the identified brand is the only acceptable manufacturer for the AHUs, which creates an unusually restrictive limitation on the procurement of the units. However, there is not a sole source justification provided. Other manufacturers can fully fulfill the underlying requirements and would allow for full and open competition. Contractors reference other project here.

Response. The General Contractor can submit any AHU manufacturer that can meet the design performance requirements that is listed in the construction documents. The Basis of Design is selected based on the design conditions that the VA requires. All AHU manufacturers are acceptable to the VA with the approval of the VA.

42. Project Schedule. The project period of performance remains at issue. The specifications require the contractor to provide Trane units. Many bidders expressed concern with the period of performance because the lead time for AHUs from Trane is at least 42 weeks. However, the VA has stated that the period of performance will not be extended beyond 300 days. Although the VA has stated that it may delay the issuance of a notice to proceed in connection with the delivery dates of the units, it is still ambiguous as to whether the VA is taking the position that the units should arrive within 26 weeks from submittal approval and whether the contractor will be held responsible for the 26-week lead time. Additionally, the response to RFI 41 states that the contractor is only permitted to replace one AHU at a time. It is impossible for the contractor to install AHUs that have at least a 42-week lead time during normal business hours one at a time in a phasing process not yet disclosed within the stated period of performance.

Response. See response to Q26 above. (Repeat of Q26 and Q36)

43. Key Personnel. Response to RFI 30 states that one individual is not permitted to serve as Site Superintendent, Site Safety & Health Officer, and Quality Control Manager and references Specification section 1.6(c). However, the referenced specification indicates that certain projects may require more than one individual to fulfill these roles and points to section 1.7(c) to identify this project’s specific requirements. Section 1.7(c) states “These Competent Persons can have collateral duties as the subcontractor’s superintendent and/or work crew lead persons as well as fill more than one specialized CP role.” Therefore, the answer to RFI 30 conflicts with the specifications for this project.

Response. Concurrence is found with the defined statement of ‘A Competent Person’ but the Site Superintendent and Site Safety & Health Officer needs to be held by separately qualified key personnel since they are two of the most important jobs on a construction job site. Any other Competent Persons can hold multiple positions but not those two positions.

(See Q33 response)

44. Reference Amendment 0001, Q40: How large of a lay down area for an office trailer and storage containers will be available for use on this project?

A. Due to limited space a laydown area cannot be defined until after award.

Revised Response: Limited space, but at least a few job trailers/storage containers may be feasible. The space is located across from Little Rock VA near the Ground Shop.