Attachment 15 RFIs and Responses Handrail Waco.pdf

RFIs and Responses 36C25725B0009 | Handrail Replacement Waco VAMC

1) Is this a tax exempt project and if tax-exempt, will the government provide the prime contractor with a tax-exempt certificate for use by subcontractors and vendors?

Regarding FAR 52.229-3: Federal, State and Local Taxes:

Offerors are hereby notified that in accordance with V.T.C.A., Tax Code § 151.311, the purchase of tangible personal property for use in the performance of a contract for an organization exempted under Section 151.309 or 151.310 of this code is exempt if the tangible personal property is incorporated into realty In the performance of the contract.

Additionally, the purchase of tangible personal property, other than machinery or equipment and its accessories and repair and replacement parts, for use in the performance of a contract for an improvement to realty for an organization exempted under Section 151.309 or 151.310 of the code is exempt if the tangible personal property is necessary and essential for the performance of the contract and completely consumed on the job. The VA is an exempt organization.

Therefore, the contractor's purchase of such building and construction materials within the State of Texas to be incorporated into the real property belonging to the U.S. Department of Veterans Affairs (VA) or completely used in the performance of the contract is subject to exemption from Texas Sales and Use taxes under the code. To take advantage of the tax exemption the successful offeror under this solicitation must complete a Texas Sales and Use Tax Exemption Certificate when it purchases construction materials for this contract.

Notwithstanding FAR 52.229-3, all bids received in response to this solicitation are presumed to reflect this tax exemption, and therefore should not include Texas' Sales or Use Taxes on sales of materials for incorporation into VA real estate under this contract or used in the performance of this contract.

Awardee can request a blank certificate if needed.

2) Can the Superintendent be shared across multiple projects, or should they only be dedicated full-time to this project?

The government per the SOW required one point of contact with full time availability.

3) Can the Superintendent fulfill the Quality Control Manager (QCM) role?

There is no issue with the super acting as the QCM.

4) If the Superintendent cannot fulfill this role, the average additional cost for a dedicated CQCM is approximately $26,500 per month (salary, labor burden, per diem, housing, company vehicle, monthly return trips home, company phone, etc.). We expect this project to be 6 months long, and the bid is expected to increase by $177,000 based on the 180-day Period of Performance. Please confirm that a dedicated CQC Manager is still required.

See previous answer.

5) Is the QCM required to be onsite full-time, or can they make site visits as required for inspections?

See response to 2 and 3.

6) If the QCM is required to be onsite, should they be assigned to this project only, or can they be assigned to another project as well?

7) Can a subcontractor (e.g., Terracon or a similar testing firm) fulfill the QCM role?

8) Can the Superintendent fulfill the Site Safety & Health Officer (SSHO) role?

The super may fulfill multiple roles.

9) If the Superintendent cannot fulfill this role, the average ADDITIONAL cost for a dedicated SSHO is approximately $26,500 per month (salary, labor burden, per diem, housing, company vehicle, monthly return trips home, company phone, etc). We expect this project to be 6 months long, and the bid is expected to increase by $177,000 based on the 180-day Period of Performance. Please confirm a dedicated SSHO is still required.

Our interpretation of TIL Specification 01 35 26, 1.7 in its reference to FAR 52.236-6 is that the prime contractor would comply with this section if we have a Superintendent on-site during construction, as FAR 52.236-6 does not require (or mention for that matter) an SSHO and explicitly covers the prime contractor's Superintendent only. In short, an onsite SSHO is not a requirement per FAR 52.236-6. Please confirm.

See response to number 8.

10) Is the SSHO required to be on-site full-time, or can they be a home office employee (e.g., Safety Director) on the prime contractor's staff?

See response to number 8.

11) If the SSHO is required to be onsite, should they be assigned to this project only, or can they be assigned to another project as well?

See response to 2, 3, and 8.

12) Can a subcontractor fulfill the SSHO role with periodic visits?

That is up to the contractor means and methods. See previous answer to 2, 3, and 8.

13) Does the VA require any scope of work in this project to be performed outside of regular work hours?

The SOW requires and defines after hour work in non-resident areas. For example, clinical area in building 4, floor 1 & 2 shall be addressed during afterhours.

14) What trades or scopes will be required to perform off-hours work for work scopes that must be performed?

All trades may perform work afterhours as described in number 13.

15) What will the work hours and days be for scopes that require off-hours work?

Normal work hours are in the SOW. 7:00am to 5:00pm are considered standard hours. After 5:00pm to 7:00am are considered afterhours.

16) Please provide a copy of the Site Visit Attendance Sheet.

It was posted with amendment 0002. See attachment 14 for this solicitation on SAM.gov.

17) In the event of contract modifications, should contractors apply bond premiums to the individual modification or wait until the end of the job, when the VA issues a final modification to reimburse contractors for bond overruns for all Contract Mods?

Bonds premiums should be applied per modification.

18) Where are the designated contractors' and subcontractors' parking areas?

Parking and laydown areas will be arranged once contract is awarded. Tentatively the parking and laydown areas will be in the parking across from bldg. 6 and 94.

19) Will the VA allow 2-3 spaces for the prime contractor and each subcontractor?

This will be addressed once contract is awarded.

20) Is badging required for the project?

No badging is not required however, it is expected that your contractor will be identified by uniform (t-shirt, or company badge) while working on site at all times.

21) Are background checks and fingerprinting required?

No background check or fingerprinting is required from the VA but FAR 52.222-54 “Employment Eligibility and Verification” does apply.

22) Is tuberculosis testing required before contractors can commence work onsite?

No testing is required. It is required that should an employee be sick with a fever of 100F they should remain home. If they are exhibiting cough or other respiratory system, they will be required to wear a mask over their nose and mouth. In long term care ward mask will be required. In the COVID ward, mask will be required. Should any VA nursing staff indicate masking is required in their area, the contractor shall comply.

23) Are influenza vaccines required for all contractors and subcontractors’ employees who work on the site?

No vaccines are mandatory.

24) The period of performance (PoP) on this project is given to be 120 days. However, we estimate the project will take 180 days to complete. Contractors never know when the government will issue an NTP; sometimes, it's immediately after the award; sometimes, we receive an admin NTP to begin submittals, etc. We estimate the time to construct this job is longer than the stated PoP, excluding preconstruction activities. We request that the PoP be extended by 60 days, assuming NTP is issued after preconstruction activities, which we estimate will take 30 days for this project.

At this stage, based on current project requirements and plans, no extension to the PoP is contemplated.

25) The solicitation includes FAR 23.1 Sustainable Products and Services and/or VAAR 852.223- 70 Instruction to Offerors – Sustainable Acquisition Plan, but this clause seems to be specific to technical proposals only, not bids or quotes. Please confirm a SAP is required to be submitted with bids.

SAP (sustainable acquisition plan) is not required.

26) Will the government provide call-in details and instructions for the bid opening to ensure transparency for all bidders?

Yes, see page 13 from the solicitation.

27) In lieu of the provided cost estimate breakdown, will the government accept a printout report from our COTS estimating software that provides the same level of breakdown specified in the government-provided breakdown spreadsheet?

Cost estimate breakdown is not required. From the solicitation, bidders are required to fill out Item 0001 and item 0002 from the Price/Cost Schedule on page 6.

28) If fire-rated walls are required, can we use one-hour-rated temporary walls, which are ASTM-certified?

Not required.

29) Will the VA allow contractors to use water from VA sources?

Yes, VA will allow use of water. All buildings have exterior hose bibs or janitor closet that can be accessed for your water needs. The contractor shall not dispose of any waste materials or clean equipment so as to introduce debris down interior drains or foul the site.

30) Is temp power available for contractors to connect to? If no temp power is available, a generator will be required, which usually adds significant cost to rent and fuel. Please confirm this is necessary if no temp power is available.

There will be outlet available in each area that can be made accessible for the contractor use. These outlets may be in corridor, janitor closets or adjacent office/exam spaces.

31) Are contractors required to set a pole and meter electric usage?

There is no need for this.

32) Will the VA provide space for the Prime Contractor’s Superintendent to set up, or should we add costs to our bid for a mobile office?

Mobile office is not necessary.

33) Will the VA provide space for a 20-yard dumpster?

Yes

34) Where shall contractor dumpsters be located?

We will determine this once a contractor has been selected. We would anticipate this dumpster would be moved around to accommodate the work in different buildings.

35) Can Porta Johns be placed within a 100’ radius of the job site if required?

36) Will the VA consider waiving the AISC (American Institute of Steel Construction) requirement for structural steel fabrication and erection for this project? This requirement makes steel procurement on the project exponentially more difficult and costly. Are any AISC substitute certifications acceptable instead of AISC certification?

This does not apply as the railing is not metal.

37) Will the VA allow for stored material so that we can procure and lay down long lead items and/or critical path material/equipment?

Yes, lay down and storage area can be arranged.

38) Will the VA fully pay for this material/equipment if stored onsite?

Typically, the government will pay for material stored on site.

39) Please confirm that the design documents meet current VA TIL guidelines.

There are no design documents provided with this project.

40) Is any work not included in the drawings or contract documents that must be performed under the contract?

There are no design documents provided with this contract. The contractor is to remove existing handrail and install new railing.

41) Please provide Specifications for Handrails Removal, Painting, and the Handrails.

Cut sheet was provided showing handrail recommended (or equal). All paint shall be field matched to ensure continuity.

42) What types of Low VOC paint will be acceptable for use?

Final paint selection will be determined during the submittal process.

43) Which fire escapes on Buildings 4, 7, 11, 91, and 94 are available during the project?

Multiple exits are marked throughout each building.

44) Which Elevators in Buildings 4, 7, 11, 91, and 94 are available during the project?

Most building have two elevator and will be available to the contractor.

45) What are the exact access restrictions and rules for work in residential/ occupied areas and floors in Buildings 4, 7, 11, 91, and 94?

In the standard patient ward of 7, 11, 91 and 94 the contractor will have access through main entrance. In the women’s ward the contractor will be always escorted by VA staff. This is the same for building 94. The SOW describes the requirements for access to building 94 acute wards.

46) Can a storage container be placed in the same area as the temporary Construction Office?

We do not anticipate the use of a construction office. Placement of the container will be determined once contract is awarded.

47) During the site visit on 20 March 2025, it was said that badging was not required for this project, but crews should wear identifiable clothing. Please be more specific about the badging/ identifying clothing policies. Are Hi-Viz safety vests required?

All OSHA required PPE will be worn at all times. The contractor shall be identified by company t-shirt, vest, or company badge. Should the VA determine the contractor is not clearly identified, badges can be distributed at Engineering Bldg. 99.

48) Will the VA be providing specifications for this project from the VA TIL?

There is no plan to provide VA TIL.

49) Extension to the period of performance?

See response for question 24.

50) It is unrealistic to expect us to remove the existing handrail, patch the wall, and install the new anti-ligature handrail before moving to a new section each day all within a 120-day period of performance. The Inpro handrail that is specified must be fixed to solid wood blocking max every 32” and often less than that depending on where the returns are. Problem is the existing handrails are all mounted at different heights with most of them not being at ADA heights meaning there is a 99.9% chance that there isn’t sufficient blocking for the specified handrails. If not, then walls will have to be opened in almost every building to add blocking at the proper height. Can the VA confirm that all walls have proper blocking at ADA height in each building? See Inpro image below.

The requirement of adding backer boards is not needed. Per the inpro and similar manufacturer no backer board is required. See attached snips from installation instruction.

The contractor can affix where possible directly to metal or wood studs, otherwise the ¼”x5” Hex Head with lock washer can be sued in drywall. Verify spacing requirements with manufacture as selected.

51) Is there any asbestos in the walls and has a survey been done in each of the buildings for any ACM? Asbestos was mentioned during the site visit.

No asbestos is anticipated. Survey info will be provided by VA IH for area prior to construction. The contractor is always encouraged to perform their own testing by a certified IH.

52) Are we using pick resistant or pick proof railing?

Please see the specification provided. Railing is certified for in care patient use.

53) Will the escorts in Bldg. 94 provide enough protection for the workers in the event of a patient emergency?

Yes, along with the nursing staff.

54) Small spaces smaller than 24” need handrails?

Please bid all handrails as they currently exist. Some field reductions will be made with the guidance of the charge nurses once project starts. This area may be location interfering with door swings and runs smaller than 23i n.

55) Do we need to sanitize any equipment or materials?

All materials and tools should be clean dust free. No specific sanitation is required. Once new rails are installed, they should be wiped and sanitized upon completion. Please use a low VOC sanitizer when final cleaning.

56) Are we required to cover any doors or AC vents?

No. You are required to provide Hepa vacuum at source of dust creation.

57) Is OSHA10 required for all people on job or just supervision?

No, just the GC and foreman.

58) Some hallways and entryways do not have handrails, are we only replacing existing handrails?

Only existing.

59) Some chairs have flush handrails mounted behind them; do we replace these handrails?

No. Only replace handrails for use by patients.

60) Do we have to seal/contain demolition debris when removing it from the building?

Demolition material should be removed as generated. Material should be bundled, wrapped or otherwise contained as not to spread dust or debris throughout the facility.

61) Can we stage a shipping container for material storage?

62) How many buildings can we work in at once?

You may work in multiple buildings at one time. Once contracted a schedule will be required outlining the process you wish to follow. The only limitation will be the escort ability in women and acute ward.

63) How big of an area are we allowed to demo before adding new handrails?

Per the SOW we have asked the contractor to only remove what he can replace in one work period.

64) When can we come back to get footage of handrails?

Field measurement dates were added with amendment 0002 for the purpose of measuring only. No additional visits are scheduled beyond what was added in amendment 0002.

65) Do we replace the existing chair rail?

No

66) There were a couple places we were not able to get measurements for: Bldg. 94, 2nd floor in the Covid Unit, and Bldg. 91 the entire 1st floor; They blocked access for some reason. The COR is supposed to send us measurements of those areas we were unable to get to. We will need them for an accurate proposal.

Bldg. 94 2nd FLR – 200LF Bldg. 91 1st FLR – 450LF

67) We need to know if they intend on putting blocking in the walls. There are a lot of places (maybe almost all of it) that do not seem to have blocking, only the wall studs. It would be unrealistic to replace what we tear out daily if blocking is not present beforehand.

Rails should be secured per manufacturer in stud and with bolts and toggles behind sheet rock. See answer for question 50) with sketch and table.

68) We need to know if we are to provide pick-proof caulk for around the handrail, or if we are providing pick-resistant caulk. The difference there is that pick-proof caulk can be removed and used as a rope due to its tensile strength, whereas pick-resistant caulk cannot.

Yes, all caulking used should be pick proof and color matched to railing.

69) There were some areas where there is no scope of work, that whoever did the drawings put marks inaccurately, so those have been removed from the scope, to include Bldg 4's entire second floor. Please confirm exact areas in the scope of work and a new set of drawings depicting such?

No, the scope didn’t change, however not all of the highlighted areas on the plan contain handrail. The contractor may use the base numbers provided by the VA however, discrepancies in measurements will not constitute an authorized change.

70) On the handrail removal patch and paint- will the whole wall need to be repainted?

It is anticipated the contractor will color and finish match prior to spot painting. If done properly there will be no requirement to repaint the entire wall.

71) Is there spec on the old handrail that will be removed? I'm wondering how much patch work will be if a few bolt holes in the dry wall, or if the whole wall will need replacement? Or will it just be a few old screws?

No existing specification are available, and installation varies from ward to ward.

72) Regarding attachment 4, page 3 return. In some areas of the VA Medical Center, the current handrail ends straight into the wall. The installation instructions show that all handrails have a return to the wall regardless of if it is an inside or outside corner. Would the VA like the placement handrails installed as they are currently installed or to follow the manufacturers installation recommendations of a return at each end?

Please follow manufacture guidelines where practical.

73) Regarding drawings, can the government provide an as-built drawing showing the typical installation of the current handrail system so the contractor can determine the type of system currently used to anchor the handrail, either to the stud, blocking or something else?

No existing specification or drawings are available, and installation varies from ward to ward.

74) Our linear footage measurements are significantly higher than the government provided measurements. Will the government remove the provided estimates and simply state it is up to each contractor to take their own measurements for demo and installation?

New estimates will not be provided. Field measurement dates were added to provide contractors with the opportunity to field verify measurements.

75) Do all materials have to meet the Buy American Act?

Refer to the specific provision 52.225-10 and clause 52.225-9 which does not say all but 52.225-9 contains criteria on what is considered commercially available off-the-shelf and makes mention of specific materials. For this project, there are no exceptions or waivers listed.

76) When we met and walked the site there was mention of trying to keep dusting at a minimum by reusing blocking in the wall to avoid having to deal with more stringent ICRA requirements. If we have to relocate the height of the handrails due to ADA reason how does this effect the ICRA requirements and what would be necessary for dust protection in these areas? Specifically, building 11 has several handrails at 2' AFF that do not meet ADA on each floor.

Per the manufacturer the handrail may be installed in stud and at gypsum wall board using butterfly backers. See response to question 50).

77) The COR mentioned they would be providing updated take-offs based on what they received in the areas we did not have access, can we get those dimensions?

Bldg. 94 2nd FLR – 200LF Bldg. 91 1st FLR – 450LF

78) As mentioned on site there's several areas highlighted on the plans that either only have handrails and only have base of the wall crash rails. In the areas that only have crash rails are we to provide new handrails? In the areas that have handrails, and no crash rails should we provide new crash rails?

As stated previously we are only replacing the existing handrail with new handrail.

79) Currently the scope calls for us to replace the existing handrails in their current locations.

One thing mentioned on site was to provide rounded corners instead of end caps where you approach a corner in the space. The idea behind this was to reduce the amount of end caps and to provide corners instead. After speaking with multiple vendors they agree the corner pieces are typically more expensive than the end caps and labor wise they're much more expensive and time consuming. Does the VA for sure want to go this route and provide corners? If so can we get a count or plan indicating where these will take place?

No corner connection will not be required. Install per manufacturer guidelines.

80) On our site walk it was mentioned the little 1-2' sections of handrails will most likely not be replaced. Do we still need to price these pieces or are they being removed from the scope?

Yes, please price all handrail as they exist. A reduction may occur once on contract and coordinate with nursing staff.

81) Where will the staging area be located?

This will be determined once contract is secured. This will be based on the contractor’s particular need.

82) Will any of the buildings require special access like PIV badging or escorts?

Women’s ward and acute care will require escort.

83) 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.

Asbestos not anticipated.

84) What will be the ICRA level be for the project?

See attachment 7c. Some flexibility has been granted based on mobile screening and having heap vac at point of dust creation.

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

Per the SOW areas not occupied by full time residence should be scheduled for night work.

In-care patient areas will be addressed during normal work hours.

86) 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?

This solicitation is an Invitation for Bid (IFB), see FAR part 14. The successful offeror will not be provided design drawings and there is no architecture and engineering firm assigned for construction period services for this project.

87) Please provide paint colors for pertinent walls we will need to match in buildings 4, 7, 11, 91 & 94.

It shall be the contractor’s responsibility to color and finish match their own paint as paint very in color and finish per building.

88) Do the existing handrails currently have in-wall blocking to support the new handrail system?

In some case they do, however many of the handrails will need to be raised to proper ADA height which will require securing into studs and use of butterfly washer.

89) Will a waste report need to be kept daily for the job?

One report for total job is fine.

90) Has an asbestos study been conducted and is there a report on the findings we can review?

Yes, the VA has an asbestos inventory of all buildings. We always encourage the contractor at their own expense to test when in doubt.

91) Will the VA be providing color codes and sheen for the areas getting handrails replaced?

No. Contractor is to verify all color and finish for spot painting.

92) Will all handrails have anti-ligature requirements?

Yes, all.

93) What buildings and floors will the after-hour work be accomplished in? What is the time that workers cannot be working or present?

Times are listed in the SOW.

Bldg. 4, all.

Bldg. 7, 1st floor, 2nd floor common area, 3rd floor common area (not Woman’s dorm).

Bldg. 11 all Bldg. 91 1st floor common area, 2nd floor, and 3rd floor.

Bldg. 94 1st only

94) Building 94 is a secured site, will the VA be providing the lengths, number of the returns needed and colors. Will the fire escape be useable for the removal of the refuse and be available to bring in the new handrails through these openings? What will be the work hours in this building?

The contractor is responsible for field verification of measurements, including the lengths, number of returns needed, and colors for the handrails. Please note that the period for site visits and field measurements has ended. Contractors should base their bid on the information obtained during those site visits and the details provided in the Scope of Work (SOW). No additional measurements or data will be provided by the VA.

95) Will the walls that currently do not have a handrail installed be required to have handrails installed? With the hallway meeting the minimal distance of for over 5’ requirements.

No

96) Will the VA allow trash chutes to be utilized during the demolition phase.

We will consider; however, we do not see any added value for this at this time. Also due to security and patient safety concerns this may not be practical.

97) Will the light switches located within the boundaries of the handrails be relocated? Who will be responsible for moving the lights up?

We did not note any light switch conflicts. Should it occur, we will coordinate the repairs either through our staff or change order.

98) Where will we able to set a roll off container? Can you please identify the location(s) on the attached site visit map?

We will determine best location once on contract.

99) Will a key be provided to the areas of handrail replacement during normal hours and after hours?

No, areas will be opened for you by VA personal

100) Will the VA be providing validations for the handrails each day or will this be done at the end of the project?

We would prefer to do this by building or floor. This validation may be tie to progress payment and schedule set forth by the contractor.

101) Does anyone know if there is blocking in the walls to support the installation of the new handrails meeting the ADA requirements?

It is unknow. Manufacture allows for installation bearing on studs and drywall. See response to question 50).

102) Will we be just replacing only the handrails installed or will there be addition footage required?

Replacing only what exist.

103) Should quantities be estimated per building or is there a specific methodology we should follow?

Quantities should be based on your site visit measurements or the VA’s estimate can be used.

104) How should we address discrepancies between the SOW, drawings, and actual site measurements to ensure consistency across all bids?

The VA’s measurements may be used, or the contractor can use their field verification and measurements. After award, a change request will not be issued due to a discrepancy in measurements.

105) Will a material schedule that specifies the widths of the doors would be posted? This would help calculate the lengths of the hallways more accurately by subtracting the door widths.

No, contractor is responsible to verify measurements.

106) Will the workers and supervisors have a badge requirement.

No. It is anticipated workers will be uniformed with matching t-shirt/vest that is provided by their employer. If needed badges can be provided.

107) Will the walls that currently do not have a handrail installed be required to have handrails installed? With the hallway meeting the minimal distance of for over 5’ requirements.

No

108) Some of the handrails are being used as chair rails. Will these be required to have a new handrail installed?

Replace all existing handrails with new only.