A0004_Attachment A_598-19-118 RFI Updated Responses 03.20.24.pdf

Project 598-19-118: Replace 21 AHUs and Chiller for AHU-18 at NLR

RFIs for 36C25623R0081

1. Will schedule for spot coolers be provided (sizes, specs, locations for areas that required it due to the removal of the AHU being replaced until the new AHU is installed).

A. Refer to MH001 for HVAC Phasing Notes. This will provide information on which units need temp cooling as well as the phasing plans for AHU replacements.

2. Will a schedule for sequence of AHU removal and replacement be provided (order in which AHUs are to be replaced, how many AHUs can be replaced at a time, how long is the downtime for AHU removal and replacement) which units need temp cooling as well as the phasing plans for AHU replacements.

3. Contractors have question lead time for AHU to as much as 912-days. Is 300-calendar days a feasible time period given potential extended AHU delivery times.

A. Refer to Q6 below of new PoP requirements.

4. Is this project currently funded?

A. Funding has been allocated but not obligated until award of contract.

5. Can the site superintendent serve as the site safety officer, and quality control manager?

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

6. The current listed duration is not possible due to lead times of AHUs being one year or greater. On the 21 AHU and one chiller project we request a period of performance to be 912 days.

A. The current long lead time for HVAC equipment (Trane) is 23-27 weeks (160-

190 days). I will agree with 240 days for the construction phase. Therefore, 190 days + 240 days = 430 days for a revised Period of Performance for this project.

7. What brand of DDC controls is currently in these buildings?

A. Siemens is our backbone system, but we are transitioning to Trane. Siemens is an acceptable manufacturer and supplier. The front-end computer and software needs to be brought the current Siemens control system, but 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 contractor’s proposal.

8. What brand of fire alarm is in these buildings?

A. Edwards

9. Are smoke dampers to be installed on units with a CFM of more than 15,000?

A. Smoke dampers shall be installed on units larger than 15,000 cfm to isolate system per NFPA 90A, 4.3.10.2 (unless serving only serving the same floor they are on). Outside source should limit fire/smoke into building 4.2.1.2.1.

10. How long can each AHU be down for during the replacement process?

A. 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.

11. How large of a lay down area for an office trailer and storage containers will be available for use on this project?

A. The contractor laydown is located in the VA’s parking lot located at the north end of the west parking lot near Pulaski Tech.

12. How many AHUs can be replaced at a time?

A. No more than 2 at a time.

13. Can ECM motors be used in the Air Handlers on this project?

A. No

14. Where is the point of entry for equipment both demo and new to the building?

A. South dock by the Chiller Plant.

15. Can the equipment and material be brought in through the main front entrance after hours?

A. No

16. Please provide a schedule for the temporary cooling.

which units need temp cooling as well as the phasing plans for AHU replacements.

17. The project as solicited cannot be bid without more information and additional specifications. The missing specifications are as follows: Division 1 general conditions, 2 demo, 3 concrete, 4 masonry, 5 steel, 6 rough carpentry, 7 firestopping, 8 doors frames and hardware, 9 acoustical ceilings, 13 seismic considerations, 28 low voltage fire alarm and security, and several more. Will the VA please scrub the drawings and provide all of the corresponding specifications necessary to bid this project.

A. The specifications and the solicitation addresses all the necessary divisions required for this project. Please revisit solicitation documents.

18. Is the contractor or CAVHS responsible for the HVAC & Controls commissioning of this project?

A. CAVHS has hired a Cx Agent as a 3rd party for construction phase overview.

19. Will the VA please define where seismic requirements are to be considered.

A. Refer to Design Drawings and Specification for any seismic requirements:

Specification 130541 (Seismic Requirements for Non-Structural Components) and Specification 230511 (Common Work for HVAC Requirements) Para 2.12.H.2.i.3.b and 2.12.J.

20. If seismic requirements are associated with this project, will they be considered delegated design and the contractor’s responsibility?

A. Refer to Design Drawings and Specification for any seismic requirements:

Specification 130541 (Seismic Requirements for Non-Structural Components) and Specification 230511 (Common Work for HVAC Requirements) Para 2.12.H.2.i.3.b and 2.12.J.

21. Will the VA please extend the contract due date by three weeks to allot time to review the new specifications, and to address any seismic and delegated design requirements that may be required for this project.

A. Amended 0004 of this solicitation will extend closing date 30 calendar days upon posting.

22. Trane is having significant issues with manufacturing, staying on schedule, and providing quality control of their products and services. This is creating problems with General Contractors and facilities across the State of Arkansas. Experience and history with Trane has proved that they do not expedite services, increase production, or provide any staffing or manpower preference for the VA or any other agency of the government. Will the VA allow manufacturers of non-Trane systems to install new AHUs at EJT?

A. Refer to Substitution Approval process in the Specifications for the construction phase. Refer to Specification 013323 of the Specifications for substation allowance, all submittals will be reviewed and provided with one of the four (4) responses: Approved, Approved as Noted, Revise and Resubmit, or Disapproved and Resubmit. There is a statement for the Revise and Disapproved clauses that calls for an explanation why a substitution is being considered for use. Any substitute/alternate product will require VA approval prior to purchase. Please note, this process is typically performed during the submittal phase in association with an awarded contract, not during the solicitation phase of the project.

23. Will the CAVHS allow Siemens control products, specifically allowing Powers of

Arkansas, to work and install non-Trane systems at EJT?

A. Refer to the Specifications for the Substitution Approval process for the construction phase. Refer to Specification 013323 of the Original Specifications for substation allowance, all submittals will be reviewed and provided with one of the four (4) responses: Approved, Approved as Noted, Revise and Resubmit, or Disapproved and Resubmit. There is a statement for the Revise and Disapproved clauses that calls for an explanation why a substitution is being considered for use.

Any substitute/alternate product will require VA approval prior to purchase. Please note, this process is typically performed during the submittal phase in association with an awarded contract, not during the solicitation phase of the project.

24. Is the contractor or CAVHS responsible for the HVAC & Controls for hiring commissioning agent on this project?

A. Refer to Q18.

25. Will the VA please define where seismic requirements are to be considered?

A. Refer to Q19.

26. Will the VA please extend the contract due date by three weeks to allot time to review and to address any seismic and delegated design requirements that may be required for this project.

A. Refer to Q21.

27. Please advise if there is any Asbestos known to be present in the areas of work on this project, and if any project-specific site surveys have been completed for locating asbestos containing materials. If asbestos is unexpectedly encountered during the project on materials required for removal, please advise the procedure for bringing the issue to the VA’s attention and whether a modification will be issued to address abatement.

A. Current Asbestos Report will be provided with these technical questions. See

A0004_Attachment C_ Asbestos Inspection Bldg 170.

28. Please advise if there are any phasing requirements or preferred sequencing by the VA for removing and replacing the Air Handing Units on this project.

A. Yes, the revised design drawings and specification will answer this issue. Refer to

MH001 for HVAC Phasing Notes. This will provide information on which units need temp cooling as well as the phasing plans for AHU replacements.

29. Please clarify/confirm which AHUs are required to have temporary air while being replaced. Please also advise if temporary spot coolers would be acceptable as temporary air for the areas served by the smaller AHUs.

A. Refer to Q16 and MH001 drawing for HVAC Phasing Notes to provide information on which units need temp cooling as well as the phasing plans for AHU replacements.

30. Please advise the name of Fire Alarm contractor servicing the VA.

A. Triple S Alarms

31. Please advise the name of the Access/Security controls contractor servicing the VA.

A. In-House Personnel

32. Please confirm the location of the new SQD 15KW Mini Power Zone Units Sub Station. We are unable to locate where on floor plan EP105 the unit is to be installed.

A. MPZ1 is located in Room GK107-170 in Detail F2 on sheet EP105.

33. Note: Contractor has asked the following as it relates to this requirement: We’ve had a few HVAC contractors mention the need to get their project engineers back inside the building to see some of the concerns they had after the fact. These concerns came as a surprise, and they were not expecting them prior to mobilizing for the site visit. They are telling me that without the opportunity to have their engineers examine some of the logistics behind the spacing of the air handlers inside their respective locations, they won’t be able to bid it. There’s too much risk involved for them otherwise. They are telling me that some of these air handlers will have to be broken down and reassembled onsite in the room, and that requires an engineer to be involved from the beginning.

Can you coordinate for another site visit so that we can go back into the area? A second site visit benefits the VA as much as it does the contractors. The more HVAC subs we can get in there, the more competitive our pricing is going to be on bid day, which benefits the VA as much or more than any other.

A. A 2nd site visit is contingent upon need.

PART TWO:

Contractor’s follow up assistance:

34. As a contractor interested in bidding the two subject solicitations in Little Rock and North Little Rock, Arkansas. However, it appears that the parameters that have been assigned to those projects makes them impossible to comply. Can you please take a look at these and let me know your thoughts?

A: The VA has reviewed the projects and is providing more detailed responses either by answering the RFI questions or providing revised design drawings and specifications to give a more thorough project scope for construction.

35. The second issue involves the stated schedule. The answers to the RFIs indicates that these projects can be completed during normal business hours. However, it has been our experience that it change outs must happen outside of regular business hours so as to not interfere with the operations of the hospital. Does the VA actually intend for this work to be completed while the hospital is staffed and operational?

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.

The AHUs at NLR are in mechanical spaces within the medical facility and some mechanical spaces are in hallways and they can have ICRA barriers around them for an active construction space. These can be handled during normal business hours. Depending on how the contractor sets up his ICRA barriers, this work should not interfere with facility operations. Some hallway work may need to be accomplished after hours due to patient traffic in some of these hallways.

36. The next issue is that some of the important RFIs (again, submitted multiple times by various potential bidders) were not answered. It is impossible to determine what DDC Controls company should be used in connection with the current system. Thus far, Siemens and Trane are both identified.

A: Siemens is an acceptable manufacturer and supplier. The front-end computer and software needs to be the current Siemens control system, as 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 the contractor’s proposal.

37. Another issue involves the spot coolers that are called out particularly for

36C25623R0080. The answers to RFIs indicates that the contractor will provide the spot coolers, but there is no equipment schedule for those temporary units. Is the VA able to provide the requirements for those units so we can identify the correct equipment?

A: The revised design drawings and specifications will cover this issue. Refer to MH001 for HVAC Phasing Notes. This will provide information on which units need temp cooling as well as the phasing plans for AHU replacements.

PART THREE:

38. Work hours. The responses to RFIs* state that all work is to be performed during normal business hours, with the exception of “some hallway work” due to patient traffic. This exception is identified as contingent upon how the contractor sets up its ICRA barriers. However, the AHU change-outs must be scheduled outside of normal business hours to limit the interruption of the ongoing operations of the hospital. Fundamentally, demolishing and replacing AHUs requires shutdowns of electrical, water, and steam. Outages are required to be performed in a manner that is least likely to affect patient care and the ongoing operations of the hospital, which almost always means that outages must occur during non-business hours. Additionally, the VA’s specifications regarding crane usage require at least two floors beneath the area where the crane is used to be evacuated. Therefore, even when bidders are directed to provide quotes based on all work being performed during normal working hours, it more likely that at least a portion of the work will be performed outside of those hours, increasing costs and requiring additional considerations with equipment rentals and other affected costs.

* The responses to RFIs actually address the JLM and NLR, two separate locations and separate procurements. The crossover of the solicitations further confuses the process and requirements for this project.

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.

39. Temporary cooling. It is unclear whether the VA requires temporary AHUs or spot coolers on this job. Drawings AD 105, AD 106, AE 106, AE 102, and MH 105 all show required temporary AHUs. There is no equipment schedule for the temporary AHUs. None of the drawings or specifications call for spot coolers.

A: The revised design drawings and specifications will cover this issue. Refer to MH001 for HVAC Phasing Notes. This will provide information on which units need temp cooling as well as the phasing plans for AHU replacements.

40. 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 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.

A. 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 by the Architect/Engineer Design Firm based on the design conditions that the VA requires. All AHU manufacturers are acceptable to the VA with the approval of the VA.

41. 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 91 states that the contractor is only permitted to replace two AHUs at a time. It is impossible for the contractor to install 21 AHUs that have at least a 42-week lead-time two at a time during normal business hours.

A. The current long lead time for HVAC equipment (Trane) is 23-27 weeks (160-190 days). I will agree with 240 days for the construction phase. Therefore, 190 days + 240 days = 430 days for the Period of Performance for this project. In reference to RFI 91, the medical facility needs to remain operational and fully functional during the AHU replacement. For the proposal purpose, two (2) AHU replacement at a time is the requirement. Once the contract is awarded, this issue can be discussed with the GC at that time.

42. Key Personnel. Response. Response to RFI 2 states that one individual is not permitted to serve as Site Superintendent, Site Safety & Health Officer, and Quality Control Manager.

However, 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 2 either conflicts with the specifications for this project or creates ambiguity about whether one individual may serve two roles as the Site Superintendent and Site Safety & Health Officer.

A: A Competent Person such as a 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 jobsite. Any other Competent Persons can hold multiple positions but not Site Superintendent and Site Safety & Health Officer.

43. Differing Site Conditions. AE101 note 1 contains the following language:

Depiction of existing conditions based on owner-furnished documents and limited field observations. Existing elements and conditions concealed by in-place equipment and finishes were not observed or investigated. Once cutting and selective demolition work is complete, report any conflicts to designer. The contractor shall make adjustments and/or alterations as necessary to install complete and operable systems in accordance with the codes having jurisdiction at no additional costs to the government.

(emphasis added) (hereinafter the “AE 101 Note”). The Solicitation also includes FAR 52.236-2 Differing Site Conditions.

(a) The Contractor shall promptly, and before the conditions are disturbed, give a written notice to the Contracting Officer of-

(1) Subsurface or latent physical conditions at the site which differ materially from those indicated in this contract; or

(2) Unknown physical conditions at the site, of an unusual nature, which differ materially from those ordinarily encountered and generally recognized as inhering in work of the character provided for in the contract.

FAR 52.236-2 (b) provides:

(b)The Contracting Officer shall investigate the site conditions promptly after receiving the notice. If the conditions do materially so differ and cause an increase or decrease in the Contractor’s cost of, or the time required for, performing any part of the work under this contract, whether or not changed as a result of the conditions, an equitable adjustment shall be made under this clause and the contract modified in writing accordingly.

The AE 101 Note and the FAR are conflicting. It is well settled in common law and codified in the FAR that the contractor must not be held responsible for materially differing conditions and should not be required to bear the burden of making adjustments and/or alterations at its own costs that were not known or able to be known at the time of bid.

A: If during the construction phase, there is an unknown/unforeseen condition arises, then the VA will determine if the conditions is accurate. A modification will be routed thru the necessary avenues of acceptance to validate the condition and therefore make necessary financial adjustments to the contractor by the Contracting Officer.

Should a differing site condition be noted the matter will be addressed consistent with FAR 52.236-2(b).