Vendor Questions and Answer.docx

The questions are numbered with the answers in Red text.

1. The RFP require the inspection, testing and certification shall be by any US State Agency licensed Professional Engineer and/or their competent designee. Our company but does not qualify with the requirements above, we are however as an SDVOSB prime contractor will be hiring a subcontractor/s who is qualified as required in the RFP and will provide the documentation (certs/qualifications, trainings, etc.) Please advise if this is acceptable.

That is acceptable. This is solicited as full and open competition. There is no requirement for the percentage of work that must be done by SDVOSB certified contractors.

1. Is there any information on the manufacturer for the existing patient lift/tracks?

The drawings that are available have been attached to this solicitation.

1. Will the VA issue drawings for this bid? (Floor plans showing locations, O&M of installed lifts, et.) for bidder reference?

Floor plans will not be provided. Bidders should not rely on any documents from the VA other than what is provided in this solicitation.

1. Please confirm that RFP will not require repairs to existing rails, and if any bolts, screws are damaged during torqueing will not be the responsibility of the contractor.

This solicitation is primarily for inspection & certification. However, adjusting torque is one of the contract requirements. Adjustments that are more extensive than adjusting torque, are not the responsibility of the awarded contractor.

1. Is there a price range for this RFP?

We recommend providing your best offer, the VA does not disclose the pricing or funding.

1. Please advise if a separate RFP will be issued for the repairs of patient lift rail system if required as result of the inspection. Is the successful contractor for the inspection contract allowed to participate in the repair RFP? Is the inspection contractor precluded from any repair contract?

Winning bidders for this contract will not be excluded for bidding on any potential solicitations for repair work that may result from inspection and testing findings. The awarded contractor will still need to compete for a related repair solicitation, but the VA shall use the Rule of 2 per VAAR 8219

1. Please provide as-built drawings of the existing structural framing as well as specifications and drawings for the rail systems.

See question #2.

1. Please confirm that that fees are only based on (1) initial inspection of all 35 rail systems and (4) subsequent annual inspections? If deficiencies are discovered and follow-up inspections are necessary following remediation, how are these paid for? Will this be evaluated as change order after award?

Please reference updated SOW paragraph 4 and updated Section B.3 Price/Cost Schedule. CLINs: 0001, 1001, 2001, 3001, 4001 require the annual inspection for 35 rail systems. CLINs: 0002, 1002, 2002, 3002, and 4002 for one reinspection each year. The reinspection would cover inspecting one rail system per room.

1. During site visit/walk through, it was identified that there are different manufacturers for the rail system. Can the VA provide Manuals, O&M’s, Product data, specs, drawings for the existing rail system to be tested and inspected? This information will be used as reference by the inspecting engineer.

The drawings that are available have been attached to this solicitation.

1. In Section 3 (Scope of Work) it states that “For the base year, all work is to be conducted or overseen by a Professional Engineer on site and licensed by any US state agency.” Later in section B.3 (Price/Cost Schedule) under item 0001 it says the “Base Year requires on-site a Professional Structural Engineer.” - Can you please clarify if you are requiring a licensed Structural Engineer (SE) or a licensed Professional Engineer (PE) with emphasis in structural engineering?

The requirement is for a licensed Professional Engineer (PE).

1. What is the intended difference in work between the base year and years 1-4? Some statements make it appear that years 1-4 are merely observations to visually inspect the work performed in the base year.

The PE must be on site for the first years’ service. Subsequent years do not require the PE to be on site.

1. Per SOW (see item 3 under inspection items) Regarding the torque of structural support fasteners – are we to determine the required torque to advise mechanics from the VA, or are we to perform the torque testing ourselves? (We are interpreting this to mean that we (the engineer) have to provide proper torque at structural support fasteners, and stoppers, etc.) – Is torqueing of structural support fasteners required in years 1-4, or is this intended through visual observation (i.e., previously torqued bolted connections appear to be firm, loose, etc.)?

Reference SOW paragraph 3, torqueing the structural components is a requirement of this contract. Annual torqueing in subsequent years is required.

1. Per SOW (see item 3 under inspection items) If any fastener or part of the assembly (bolt, nut, washer) are unidentifiable, we believe it is unwise to torque those items. The determined torque requirement could break or fail a lesser quality bolt. What is the recommendation for unidentifiable fasteners?

Reference SOW paragraph 3, the PE shall determine the safe torque value for the hardware and determine a safe working load, and certify the rail system for that weight.

1. Per SOW (see item 3 under inspection items) How would you like us to address connections that are inaccessible or very difficult to access? (Mechanical, Electrical, or Plumbing could be in the way.)

Reference updated SOW paragraph 6.

1. Per SOW (see item 3 under inspection items) For load testing purposes at the rail track are you looking for load testing at apparent “worst case” locations where the deflections are anticipated to be the greatest? Or are you looking for more of a moving load test to check every point along the rail where the lift travels?

Reference updated SOW paragraph 3, the load test shall be a continuous deflection load test.

1. Per SOW (see item 4) What is your expectation regarding reinspections? While bidding the project we won’t know how many reinspections will be requested or required upfront. Are these to be bid separately? Or should we assume a 50% failure rate? Or perhaps a 10% failure rate then an hourly rate for items in addition to that? What do you suggest for purposes of bidding?

Please reference updated SOW paragraph 4 and updated Section B.3 Price/Cost Schedule.

1. (see item 5) When it says the first inspection shall be completed within 45 days, is that just referring to having the investigative inspection to gather information completed within 45 days or does that also include load testing of equipment as well? Is the 45 days a dealbreaker, or can we submit an alternate schedule with our bid? As a follow up question, are the 45 days calendar days, or working days?

The contract requirement is to be complete with the inspections 45 calendar days after NTP, with the paperwork due 30 calendar days after the inspection is complete.

1. SOW (see item 6), can we get a copy of the ICRA (Infection Control Risk Assessment)? This will help us determine the level of protection/cleanliness of the work environment we will need to provide during our investigations.

The ICRA requirements have been added to the solicitation documents.

1. (see item 10) Under documentation it appears that failing items that are red tagged will require reinspection. Can recertifications (as needed) be consolidated into one date to avoid multiple return visits?

Possibly, but the VA cannot guarantee that all reinspections can be combined. The timing for the reinspections can be affected by several factors, such as separate repair contract requirements, need to open a room, etc.

1. Can you please provide any available record drawings for the buildings where the lift rails are located as well as any manufacturer drawings for the existing rail lifts and their attachments to the building structure.

The drawings that are available have been attached to this solicitation.

1. Please make building drawings and equipment drawings available to bidders.

The drawings that are available have been attached to this solicitation.

1. Does the load test need to be from the patient lift, or does it need to be attached independently?

The load test needs to be independent of the patient lift.