Attachment 1 - RFI Questions and Answers.pdf

DEPARTMENT OF VETERANS AFFAIRS

VHA Network Contracting Office 19 Rocky Mountain Acquisition Center 6162 South Willow Drive, Suite 300

Greenwood Village, CO 80111

CONTRACTOR Q&As #1

Question No. 1: One of the bid submission requirements listed on page 13 of 72, paragraph I.5B, states that the contractor shall provide their LOS certification as a separate attachment.

Confirm that the LOS stands for Limitations of Subcontracting, found on page 62 of 72?

Answer No. 1: Confirming the LOS Certification stands for Limitations of Subcontracting. It starts on page 61 of 71 of the solicitation. Included with VAAR 852.219-75 but can also be found as attachment #2. We have noticed every system seems to have their own numbering system when a solicitation/contract is downloaded and that affects the page numbering.

Question No. 2: Will the contractor or the VA be responsible for removing the medical equipment out of the surgical suites prior to beginning work?

Answer No. 2: The VA.

Question No. 3: If the contractor is responsible for removing and relocating the medical equipment (in the previous question), how far away and where will the equipment storage be located?

Answer No. 3: See answer 2.

Question No. 4: Most surgical suites we have worked in have equipment and furnishings that are bolted to floors. Will the VA want the contractor to install around this equipment or will the VA want this bolted down equipment removed prior to installation?

Answer No. 4: Equipment disturbed by this project is not bolted to the floor.

Question No. 5: Which party to the contract will be responsible for reinstalling and moving any equipment back into the suites?

Answer No. 5: The VA.

Question No. 6: When the VA put this project together, they based their decision to use troweled quartz from a specific manufacturer. Will the VA please identify which manufacturer suggested using this type of flooring system?

Answer No. 6: Please see amendment to the solicitation for updated product selection.

Question No. 7: Will the VA please identify the epoxy flooring contractor that they met with and received an estimate from, which in turn helped generate the government estimated budget and

SOW?

Answer No. 7: See answer 6.

Question No. 8: Our propane powered grinders are clean burning and produce very little fumes and emissions. If the contractor vents to the outside using HEPA filtered air scrubbers, are there any restrictions to using propane powered grinders in the facility?

Answer No. 8: Propane powered grinders will be allowed if they are vented outside using HEPA filters. Note that propane must be removed from the facility daily.

Question No. 9: If propane is not allowed, does the VA have 3 phase, 480 volt power nearby? If so, how far is the power source from the furthest surgical suite?

Answer No. 9: If 480 is required it will be the responsibility of the contractor to provide the power source.

Question No. 10: The specs call for a water based aliphatic polyurethane sealer coat (C.4 on Page 8/15 in the spec page.) Page 10/12, Para 2.2.D states to provide a chemical resistant NOVOLAC topcoat capable of resisting temperatures up to 120 degrees. A water based aliphatic urethane and a Novolac topcoat are two different, final topcoat products with varying differences of cost and function. An installer would typically install one or the other, but not both.

The Novolac topcoat is unnecessary in this environment, along with the Anti-microbial additive found in paragraph F. Please confirm if either of these products are necessary given the environment?

Answer No. 10: Please see the solicitation for updated specifications.

Question No. 11: Will the contractor be given the entire 4,000 sqft space at one time, or will we have to be phased into each room? This matters for bidding the labor portion.

Answer No. 11: The contractor will have the entire space.

Question No. 12: If the contractor is to be phased into different rooms or areas, will the VA please provide a phasing schedule based on the existing floor plan?

Answer No. 12: Please see the response to question 11.

Question No. 13: The specifications call for a 3-year warranty, however, the SOW on solicitation page 8 of 72 section VI, calls for a one year warranty period. Will the VA please clarify if the contractor shall follow the warranty period in the specs, or the warranty period identified in the statement of work page 8 of 72.

Answer No. 13: See answer 10.

Infection Control Protocols Question No. 14: What specific infection control procedures must be followed during construction?

Answer No. 14: Please see the solicitation for infection control procedures that must be followed. The highest control levels will be required for this project.

Question No. 15: Are there guidelines for dust containment, air filtration, and negative pressure in the construction area?

Answer No. See answer 14.

Question No. 16: Is there a required distance from active surgical areas or sterile environments?

Answer No. 16: See answer 14.

Question No. 17: Is there a requirement/need for air scrubbers to maintain low dust levels during renovation?

Answer No. 17: See answer 14.

Regulatory Compliance Question No. 18: What are the specific federal, state, and local regulations that are applicable to this project?

Answer No. 18: OSHA and NFPA.

Question No. 19: Are there any unique VA or military base regulations we should be aware of?

Answer No. 19: No.

Question No. 20: Is the project subject to Joint Commission Standards or other healthcare accreditation requirements?

Answer No. 20: Yes.

Safety Protocols Question No. 21: What safety protocols are mandatory for contractors working in this hospital/surgical environment?

Answer No. 21: See answer 14.

Question No. 22: Are there specific PPE requirements for the construction crew?

Answer No. 22: See answer 14. If access to the sterile areas outside of the project scope is required, coordination with the project COR will be required 48 hours in advance. VA will provide PPE in this situation.

Question No. 23: Are propane powered tools/grinders permitted in the workspace?

Answer No. 23: See answer 8.

Question No. 24: Are there any special evacuation procedures we need to know about?

Answer No. 24: See answer 52.

Question No. 25: Is 220V power available in the workspace? If not, can the doors be left open for power cords to enter the building?

Answer No. 25: Doors cannot be left open. If 220 is required, it will be the responsibility of the contractor to provide the power source.

Question No. 26: Does the current flooring material or any other materials expected to be disturbed during this renovation containing asbestos or any other material requiring special handling or disposal procedures?

Answer No. 26: No.

Permitting and Access Question No. 27: What permits are required to work within the hospital?

Answer No. 27: The preconstruction risk assessment, infection control risk assessment. Any other applicable permits on the preconstruction risk assessment will also be required.

Question No. 28: Are there specific access points we must use?

Answer No. 28: See answer 52.

Work Hours and Noise Control Question No. 29: What are the permitted work hours within the surgical wing?

Answer No. 29: 0800-1630.

Question No. 30: Are there any noise level restrictions, particularly during surgery hours?

Answer No. 30: No.

Question No. 31: Is weekend or after-hours work an option, and are there any additional procedures for these times?

Answer No. 31: Weekend and after-hours work will be possible. Either will need to be coordinated with the project COR a minimum of 72 hours in advance.

Coordination with Hospital Operations Question No. 32: How will the construction schedule be coordinated with ongoing hospital operations?

Answer No. 32: See answer 11.

Question No. 33: Are there any critical dates or periods we must avoid?

Answer No. 33: See answer 70.

Question No. 34: Will we have access to the entire job area to work on the entire floor at the same time or will there be sections allotted at a single time.

Answer No. 34: See answer 11.

Question No. 35: There is a small closet with Metal machinery in the workspace. Will it be empty before demolition begins?

Answer No. 35: Room 217E and room 217C have been descoped from the project. Please see solicitation for updated floor plan.

Question No. 36: Is removal or lockers, doors and any other fixed or furniture items included in the Statement Of Work?

Answer No. 36: The removal of lockers and fixed furniture items are not included. As needed for floor installation, door removal and reinstallation will be the responsibility of the contractor.

Question No. 37: Are floor mounted door thresholds to be included in the finished design for all or some doors?

Answer No. 37: Yes.

Materials and Equipment

Question No. 38: Are there restrictions on the types of materials we can bring into the surgical wing?

Answer No. 38: No.

Question No. 39: Is there a list of prohibited substances or equipment due to infection control or safety concerns?

Answer No. 39: No. Flammable materials must be removed from the facility daily. SDS must be submitted to the VA with the material submittal.

Question No. 40: Can materials be stored on-site, and if so, where?

Answer No. 40: Materials are not to be stored in the facility. Onsite storage to be discussed with the contract awardee.

Waste Disposal Question No. 41: What are the protocols for disposing of construction waste?

Answer No. 41: See answer 14.

Question No. 42: Will a waste container/dumpster be provided?

Answer No. 42: No.

Question No. 43: Are there specific procedures for hazardous materials or biohazards?

Answer No. 43: Hazardous materials used for construction must be removed from the facility. If hazardous materials are found COR to be notified and shall be treated as an unforeseen site condition.

Question No. 44: Where is the designated area for waste disposal?

Answer No. 44: This will be discussed with the contract awardee.

Environmental Monitoring Question No. 45: Will the hospital require environmental monitoring (e.g., air quality tests) during and after construction?

Answer No. 45: See answer 14.

Question No. 46: What documentation or reporting is needed to demonstrate compliance with infection control measures?

Answer No. 46: See answer 14. ICRA and PCRA to be posted outside of project work area. VA construction safety staff to preform weekly inspections. If items are found to be out of compliance during weekly rounding correction will be required.

Access to Sterile Areas Question No. 47: What are the boundaries we must observe to avoid contaminating sterile areas?

Answer No. 47: Please see solicitation for boundary.

Question No. 48: Are there protocols for entering or exiting these areas?

Answer No. 48: See answer 22.

Question No. 49: What elevator may we use to transport equipment, materials and waste?

Answer No. 49: The freight elevator is the only elevator the contractor may use for personnel, equipment, material, or waste.

Question No. 50: What protocols for elevator?

Answer No. 50: See answer 49.

Emergency Procedures Question No. 51: What is the protocol if there’s an emergency (e.g., fire, chemical spill) during construction?

Answer No. 51: See answer 52.

Question No. 52: Who should we contact in case of an urgent issue?

Answer No. 52: This will be covered in the pre-construction briefing with the awarded contractor.

Utilities and Infrastructure Question No. 53: What are the procedures for shutting down or working near hospital utilities (e.g., water, electricity)?

Answer No. 53: If a shutdown will be required the contractor will provide a minimum 2 weeks’ notice.

Question No. 54: Are there areas with critical infrastructure we should be aware of?

Answer No. 54: No.

Base Access and Security Question No. 55: Are there any special security requirements or protocols we need to follow?

Answer No. 55: No.

Question No. 56: Will we need escorts to certain parts of the hospital? Whom do we contact for access?

Answer No. 56: The IT space may require an escort. Contractor to request escort a minimum of 48 hours in advance.

Contractual and Reporting Requirements Question No. 57: Are there any unique contractual requirements due to the hospital’s location on a military base?

Answer No. 57: No.

Question No. 58: What are the reporting and documentation standards expected by the VA and military authorities?

Answer No. 58: Weekly construction updates to document progress.

Base Operations Impact Question No. 59: How might ongoing base operations affect our work schedule or logistics?

Answer No. 59: None.

Question No. 60: Are there restrictions on deliveries, parking, or staging areas due to military operations?

Answer No. 60: See answer 52.

Question No. 61: Would the VA consider doubling the period of performance to 60 days? With the curing time of these products 30 days is cutting it really close.

Answer No. 61: No.

Question No. 62: Is the work to take place after hours or during normal hours?

Answer No. 62: See answers to Question #29 and #30.

Question No. 63: Will the surgical suite and adjacent departments be operational during the floor replacement?

Answer No. 63: See answer 11. Adjacent departments will still be operational.

Question No. 64: Does the VA have a plan to relocate sensitive equipment and materials during the work to be performed?

Answer No. 64: See the answer to Question #2 and Question #3.

Question No. 65: Has the VA created a phasing plan? Please provide.

Answer No. 65: No.

Question No. 66: Period of performance is called out to be five weeks. Please confirm.

Answer No. 66: Correct.

Question No. 67: Does the 5 weeks include time for VA to terminally clean for handover or is the five weeks construction time?

Answer No. 67: Yes.

Question No. 68: Will the VA be moving equipment and materials prior to the construction NTP.

Answer No. 68: Yes.

Question No. 69: Is there any other scope other than flooring not called out. Painting etc.

Answer No. 69: The contractor will be responsible for installing and maintaining all infection control barriers throughout the space. The contractor will be responsible for any patching and paint touch up that may be required as a result of demolition or infection control measures.

Question No. 70: The Price/Cost schedule shows a POP beginning on Wednesday 10/30/24 and a POP end date on 12/10/24. Please confirm.

Answer No. 70: This is a place holder. To be determined by the contracting officer after award.

Question No. 71: It looked like the surgical suites had been renovated with epoxy type flooring.

Is the remaining areas of the suite to match this product, color etc.?

Answer No. 71: Yes.

Question No. 72: Corridors are included on the floor plan. There will be demolition, placing of new flooring and cure times. Corridors and other affected areas will be off limits for multiple days at a time. Has an alternate route been established for patients and staff?

Answer No. 72: The space will be closed to patients and staff. Contractor to notify the COR when areas will be off limits to coordinate with VA construction safety rounds.

Question No. 73: Will SSHO, QCQ Manager, and Superintendent be required for this project?

Answer No. 73: Yes. One person may cover multiple roles.

Question No. 74: Does the superintendent have to be dedicated to this project, or can they manage other projects?

Answer No. 74: The designated superintendent for this project may manage other projects if those projects do not dictate they must be dedicated to only that other project(s).

Question No. 75: Is the government able to extend the solicitation’s due date?

Answer No. 75: The solicitation’s due date has been extended to October 11, 2024, at 10:00 AM

MT.