Attachment 4 RFIs 36C25725R0069 Upgrade Fire Alarm System.docx

36C25725R0069 Upgrade Fire Alarm System-Waco, Site visit 7/8/2025 at 9:00 am Waco Fire Alarm RFIs

1. Will surface mounted conduit be allowed? On a case-by-case basis for location and device type.

2. Will there be a designated area for a laydown yard? Yes

3. Will the government pay for materials stored onsite? Yes

4. Due to the material lead times, complexity, required coordination and overall SOW; the current 365 Day POP is severely inadequate. Please consider revising the POP to 720 Days. A SOW revision will be issued to change the PoP date from 365 to 720.

5. What is the intended scope of work? Is the project meant to replace the existing fire alarm system on a “1-for-1” basis—replacing panels and devices as shown in the design documents—or is the intent to upgrade the system to meet current code and standards? Replace on a 1 for 1 basis

6. Is there an existing Fiber network to be used for building-to-building communications? Yes, there is existing fiber between the building and a complete loop as of now 7-15-25. In Safety’s opinion the fiber should be looked at prior the installation of the FA system to ensure compatibility. Building 12 for example. Additionally, Engineering Service would be over the fiber’s wellbeing/ replacement if need be.

7. What are the working hours for each building (laundry/ pharmacy, ect..) so we do not interfere with daily operations? Majority of the work will have to be performed after hours (1700-0600) or weekend

8. What are the ICRA levels we will have to adhere to for each building? Assume level 4 (highest level)

9. What is the bldg. 94 (mental health) work hours and are there any security concerns? Work hours will be on a case by case basis

10. Will this project interfere with any ongoing project in any of the buildings listed for replacement? There will be other work being performed by others in some buildings. However, we can state where and when they will be.

11. Will we be using red conduit as the standard for the new work? Existing conduit has been painted or is metallic. Refer to Specifications

12. Are there any asbestos or LBP concerns? Has there been a HAZMAT survey done for all of the areas we will be working in and can it be provided to us? Anticipate no Hazardous materials.

13. Can the VA provide the utility map of each of the areas we will be working in or around? We have an underground utility map that can be provided upon award

14. Can the VA provide an overlay/drawings for the pathways we are to use for this new install? We do not have this capability

15. Can we re-use any of the existing fiber? All new fiber is to be used

16. Since the old system has to remain in place and functional while the new system is being installed; is there room in the existing fiber pathways for the new fiber cable or will we have to directional drill new pathways and new HDPE? Anticipate new pathways to be installed.

17. Can the VA provide an overlay or drawings for the existing fire alarm infrastructure, both above and below ground? We do not have this capability

18. How many duct detectors are there per building? We do not have this information

19. How many magnetic door holders are there per building?

20. Will we be able to surface mount conduit? On a case by case basis only

21. Can we abandon conduit and back boxes in areas where the removal would require substantial damage to the existing structure? On a case by case basis only

22. Will all new panels be located in the same room where the current panels are located? Yes, unless they are currently in an OIT closet, these will be relocated and coordination with the COR on these location will be determined upon award of the project.

23. How many power supplies, amplifiers and boosters are there per building? We don’t have that information to provide.

24. Will the government have an FPE do all the review of the buildings or do we need to provide an FPE to do so? Specification 28 31 00 parts 1.1.B, 1.4.D, and 3.3.A are requirements for the installing contractor.

25. With some of the buildings being historic, what materials will we need to use to make repairs from installing new and removing old conduit? Use like materials

26. How many elevators are there per building? Depends on the bldg. most have 2

27. Will the elevator contractor be available to test the elevator recall during final, or will we need to coordinate and pay for that? Contractor to coordinate and pay

28. Do you have a diagram of the existing fiber raceways? We don’t have that information to provide.

29. Is there room for us to pull new fiber through the existing fiber raceway? We don’t have that information to provide.

30. Is there enough existing fiber that we can tie into the existing fiber network, so we do not have to pull new fiber? We don’t have that information to provide.

31. If there is not enough new fiber, can we use the existing fiber and just move it to the new panel once we have completely tested it out to save money? This can be discussed upon award and on a case by case basis.

32. What is the ICRA plan? Assume level 4 (highest)

33. The Price/Cost Schedule does not account for the bid alternates. Can the VA provide a revised schedule? A.3 Price/Cost Schedule has been updated to reflect the base and the 2 alternates. Attachment 9 has also been updated to reflect this.

34. We will need to know if we are dealing with a dropped ceiling or a hard ceiling for all rooms. Can the VA provide a reflected ceiling plan for all buildings? We don’t have that information to provide.

35. Will the VA provide a device equipment schedule to include quantities for each building? We don’t have that information to provide.

36. Can the VA provide the mechanical plans for each building? We don’t have that information to provide.

37. Are duct detectors included in this project? Refer to the SOW, Plans and Specifications

38. If duct detectors are included in the project, can the VA provide an equipment schedule for each building? We don’t have that information to provide.

39. What additional building components are tied into the fire alarm systems for each building (elevators, mag locks, HVAC, etc)? Elevators, mag locks, and HVAC, but it is a case by case basis.

40. Electrical Room Panel Installations While the plans indicate no panels are to be installed in electrical rooms, several existing panels observed during the site visit are located within spaces typically designated as such. Could you clarify whether you have preferred alternate locations in mind for panel installation? Fire alarm Panels can be installed in electrical rooms, Fire alarm panels shall not be installed in OIT/Data closets.

41. Current System Documentation Can you provide current as-built drawings or design documents for the fire alarm systems scheduled to be demo’d? We don’t have that information to provide.

42. Demolition Scope Above Ceiling Will the demolition include removal of above-ceiling wiring and raceways, or will it be limited to devices and tying up wiring above the ceiling? This is means and methods, adhere to SOW, Plans, and specifications

43. Conduit Requirements What are the conduit expectations for this scope? Specifically, what type of conduit will be required? Refer to specifications

44. Reuse of Existing Conduit in Cinder Block Walls In areas like the laundry building, where conduit runs into cinder block walls, will surface-mounted conduit be acceptable if reuse proves impractical due to system changeover sequencing? Maintaining operation of the current system during transition will make reuse challenging. This will be on a case by case basis only.

45. Fire Caulk Requirements What fire caulk requirements should we anticipate for penetrations or system transitions? Refer to specifications

46. Lift Access and Restrictions Are there any restrictions on lift equipment access or usage we should be aware of? Not known

47. Work Hour Limitations Will any building-specific restrictions apply to working hours due to usage or occupancy considerations? Anticipate restrictions, but not 100% known at this time.

Evaluation Criteria – Specialized Fire Alarm Scope:

Without aligning evaluation criteria to the specialty nature of this Fire Alarm Upgrade, the Government risks excluding the most highly qualified contractors, while selecting generalist firms with high bonding capacity but limited technical depth. This restricts competition and increases risk rather than protecting performance. We respectfully submit that targeted adjustments (such as aligning bonding to actual project size, requiring specialty certification and licensure, and emphasizing fire code compliant past performance) would materially improve competition and mission success.

1. Evaluation Factor Alignment – Given that this project is under NAICS 238210 for Fire Alarm Systems, not general construction under NAICS 236220, would the Government consider revising Technical Acceptability Evaluation Factors to reflect relevant specialty criteria, such as Fire Alarm Licensure, NICET III/IV-certified key employees, fire alarm healthcare project experience in VA or other healthcare settings, and demonstrated NFPA 72 and NFPA 101 compliance expertise? For a Fire Alarm Upgrade project, we believe these criteria are substantially more predictive of successful performance than general construction bonding capacity. We believe that the Technical Acceptability Evaluation Factors are sufficient.

1. Evaluation Factor 2.a. Sub Factor 2 – Will the Government consider revising calls for offerors to demonstrate bonding capacity of $10,000,000, when the actual project value is expected to be lower? Requiring bonding far in excess of actual contract value may unduly restrict competition and does not appear to provide additional performance security for the Government. This was a mistake. The construction magnitude is between $5 million and $10 million so the vendor must show they can at least bond for $5 million. In accordance with FAR 28.102-2 Amount required, the amount of the performance and/or payment bond must be 100 percent of the original contract price.

1. Evaluation Factor 2.a. Sub Factor 2 – Will the government consider removing bonding capacity as a rated Technical Acceptability factor and instead require the standard Bid Guarantee, plus Performance and Payment Bond to be provided 10 days post-award, consistent with FAR and VA construction contracting practices? The Government needs to ensure the vendor can receive the amount of bonding required. This is to protect the Government from getting to award and the vendor not being able to provide adequate bonding. Sub Factor 2 has been edited to decrease the amount of bond from $10 million to $5 million based on the construction magnitude.

1. Evaluation Factor Past Performance Relevancy – Given the NAICS 238210 classification and the Fire Alarm Upgrade scope, would the Government consider revising the Past Performance Relevancy Rating Key to emphasize experience on fire alarm and related life safety systems, rather than general renovation or construction projects? Current examples focused on $5M+ renovation projects may not accurately predict contractor competence in specialized fire alarm work. Past Performance Relevancy will be revised to emphasize experience on fire alarm and related life safety systems. The past performance definition still stands however the examples statements have been edited.

1. Evaluation Factor – Please confirm whether local presence / proximity to the place of performance will be favorably evaluated, given the Specification Section 28 31 00-5 1.6.H.2 requirement for a two-hour on-site response time. This is a critical functional requirement tied to contractor proximity. It is not an evaluation factor.

Specification & General Requirements:

1. The scope of work lists buildings by number to be included in the Base Bid, Bid Alternate 1, and Bid Alternate 2. However, the drawing package provided with the solicitation identifies additional buildings (Buildings 2, 15, 16, 17, 18, 24, 92, 99, 216, 222, and 224). Can you please confirm these buildings are not to be included in the Base Bid or Bid Alternates scope of work? Adhere to the solicited SOW

1. Per Statement of Work Requirements Paragraph 1, please confirm whether offerors must submit proof of Notifier distributorship at the time of proposal, to demonstrate compliance with the requirement for licensed Notifier programming. Yes

1. Please confirm Prime Contractor shall employ NICET Level III or registered Fire Protection Engineer, in accordance with project Specifications (28 31 00 1.1 B / 23 31 00 1.4. D.). Specification 28 31 00 parts 1.1.B, 1.4.D, and 3.3.A are requirements for the installing contractor.

1. Please confirm that the Prime Contractor shall have a Fire Alarm License from the Texas State Fire Marshal’s office, as is required to perform Fire Alarm work under the requirements of the project Specifications. Yes, a Fire Alarm License from the Texas State Fire Marshal’s office is required. VA to provide any additional information.

1. Based on negative experiences associated with Solicitation No. 36C25722B0003 / Contract No. 36C25722C0026, will the Government consider conducting a Price Realism analysis to reduce risk and protect mission success? It is not an evaluation factor.

1. Can you please confirm the 365-day period of performance applies to the Base Bid? The scope of work of Base Bid + Bid Alternates would almost certainly require additional time to complete. The Period of Performance is extended from 365 to 720 and includes the base plus the alternates.

1. Since the solicitation includes a base bid as well as bid alternate 1 and bid alternate 2, please clarify how offerors should present pricing to match the current CLIN Structure of the Price/Cost Schedule. Should pricing be broken out as CLIN 0001a/0002a for Base, 0001b/0002b for Alternate 1, and 0001c/0002c for Alternate 2, or follow another structure. Attachment 9 provided with the solicitation documents appear to be for a different project, and the breakdown specified in this document does not align with the project documents or scope of work – please confirm Attachment 9 will be revised, or should not be used. A.3 Price/Cost Schedule has been updated to reflect the base and the 2 alternates. Attachment 9 has also been updated to reflect this

1. Attachment 6 and other areas in the solicitation documents reference the Prime Contractor must not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified VetCert SDVOSBs. Based on the 238210 NAICS code, we believe the Prime Contractor limitation on subcontracting is 75% of total contract value. Can you please revise the solicitation documents to confirm applicable limitations on subcontracting threshold? Yes, this will be revised for 75% for NAICS 28210

1. Please confirm that any Affiliates of the company terminated for convenience under Contract No. 36C25722C0026 will be attributed the same negative past performance for purposes of this project. Under 13 CFR § 121.103, SBA affiliation rules apply where there is common management or identity of interest. See 13 CFR § 121.103(e), (f). If negative past performance is recorded in CPARS, the Government reserves the right to take that into consideration when reviewing past performance

Technical Questions:

1. Based on the possibility of this not being a campus wide fire alarm replacement, the existing Simplex monitoring network will be required to remain intact, including the NDU and TrueSite workstation. Please confirm this aligns with the governments expectation that there will be two (2) workstations required, one for existing Simplex systems and one for new Notifier systems. Intent is campus wide replacement.

1. If a partial campus conversion is completed, individual fiber networks are required for the new systems to operate on an independent network from the existing systems as the two (2) different systems (Notifier and Simplex) cannot operate on the same network. Please confirm this is still the intent.

0. If the intent is to operate with two (2) parallel networks, new fiber may be needed to allow the existing system to continue to operate alongside the new system. Please confirm new fiber paths between buildings, if required, will be provided by the government? Intent is campus wide replacement.

1. The current design is dependent on a fully functional network, to be provided. If the network has failure points, what is the remediation plan we should follow? Not known at this time

1. Please confirm the VA will facilitate access in Building 226 to access fire alarm equipment? VA will facilitate access in all buildings

1. Will the VA provide an area outside of the building(s) for a locked Conex Box to secure our tools and equipment? Laydown yard will be established upon award

1. The International Building Code (IBC) has largely replaced the Uniform Building Code (UBC) as the model building code in the United States. The IBC is a comprehensive, nationally recognized set of construction regulations developed by the International Code Council (ICC). The UBC, while historically significant, was last published in 1997 and is no longer actively maintained. The SOW states Uniform Building Code as the applicable code, however the Narrative, Attachment 5, states International Building Code (and other International Codes). Please clarify which is to be used as the code of record. Specification 01 42 19 part 1.4 redirects references for UBC to ICC.

1. Project specifications refer to VA Project #67A4-20-110, Improve Fire Suppression System. Can you please provide drawings and other information pertaining to this project? Is this project completed? This project was not completed nor any work performed.

1. Since Revit is more commonly used for design coordination around multiple trades for "ground up" construction rather than Fire Alarm systems, please confirm if using (industry-standard) AutoCAD will be acceptable software for drawing submittals required in 1.4.B? AutoCAD will be acceptable

1. Page 5 of Attachment 5 references systems which interface with the fire alarm system (Fire Sprinkler Systems, Smoke and Fire dampers, Fire Doors, etc). Are life safety drawings and as-built drawings for these systems readily available? If not, what is the procedure we use to identify the interfaces and ensure nothing is missed during the system replacements? The contractor is responsible for verifying field conditions and requesting clarification as needed. While internal documentation my exist, understanding the full scope and determining the appropriate means and methods of execution are solely the contractor’s responsibility.

1. Please confirm if VA requirement still calls for all conduit to be red color in unfinished area and painted to match surroundings in finished areas. Addressed previously

1. IAW previous RFI Responses to Solicitation No. 36C25722B0003, please confirm “some components may be abandoned in place if removal is overly burdensome.” Case by case basis only

1. Do all buildings require manual voice messaging microphone or just buildings with three stories and above? Intent is to provide voice messaging capabilities to all buildings within scope.

1. Will the “Manual Voice Messages” originating in building 225 (using the microphone at the workstation) be required to transmit voice to all buildings in the scope? If not, what buildings will it transmit to? If using the microphone in building 225 to transmit voice to a building in this scope, do you require the voice to be separated in building zones or is the voice to be broadcast through the entire building? The option to use “manual voice messages” microphone from building 225 to transmit to all buildings in the scope is also a positive for various reasons, and yes, it should be broadcast throughout the entire building. Intent is to provide voice messaging capabilities to all buildings within scope.

1. Attachment 5 – Bid Narrative indicated 23 buildings included in this project.

The drawings also show all these buildings.

Attachment 1 – Statement of Work however lists 5 buildings under Base Bid, another 5 buildings under Bid Alternate 1 and 2 buildings under Bid Alternate 2.VA does not know what the question is. Project will go off the buildings within the SOW

Finally, considering the need for Offerors to incorporate RFI Responses into our Proposals, will the Government consider a Bid Date Extension after RFI responses are published? The proposal due date has been extended