Attachment 1.pdf

RFI Boise VA Replace HVAC B23 - B45 Project #531-24-104

RFI Responses

1. RFI No. 001 – Field Office Staffing Requirements

Reference:

• Specification Section 01 00 00, paragraph 1.5

• Specification Section 01 45 00, paragraph 1.4.C

• Specification Section 01 35 26, paragraphs 1.7 and 1.8

• SOW Section 10

Question: Please confirm whether the contractor is required to provide three distinct, full-time individuals to serve as:

1. Superintendent,

2. Quality Control (CQC) Manager, and

3. Site Safety and Health Officer (SSHO), or whether any roles may be combined when personnel possess all required qualifications (e.g., OSHA-30, CPR/First Aid, QCM certification, and experience requirements).

Section 01 35 26 explicitly states that the SSHO “must be a separate qualified individual from the Prime Contractor’s Superintendent and/or Quality Control Manager with duties only as the SSHO” and must maintain a daily presence on site. Please confirm whether this prohibits any combining of SSHO responsibilities with other management roles.

*Additionally, please confirm whether qualified alternates (Superintendent Alternate, SSHO Alternate, CQC Alternate) must be designated prior to award, and whether alternates must meet the full qualification requirements of the primary role.

Reason for RFI: The specification lists three required management positions but is not explicit about whether the Superintendent and CQC Manager may be combined, while clearly requiring the SSHO to be separate. This clarification is necessary to determine accurate field-office staffing, cost, and compliance planning.

Response: The three required management positions can be all separate roles between three individuals. At a minimum there must be two separate individuals with a Superintendent being one sole role, and a Quality Control Manager and Site Safety and Health Officer being a dual hatted role, with two competent individuals between the three roles.

2. RFI No. 002 – Schedule Requirements

Reference:

• Specification Section 01 32 16.15, paragraphs 1.2 and 1.7

• Specification Section 01 00 00, paragraph 1.5 (coordination with submittal schedule)

• RFP Schedule Requirements

Question: Please confirm whether the project schedule must be prepared or managed by a licensed or certified scheduler, and identify any minimum qualifications or certifications required for the individual responsible for developing the CPM schedule.

Section 01 32 16.15 requires a Critical Path Method (CPM) schedule and a detailed schedule of submittals, but does not specify preparer qualifications.

Additionally, please clarify whether the baseline CPM schedule must be cost-loaded for the purpose of progress payments, or whether a time-based CPM schedule without cost loading will be acceptable. The specification does not explicitly require cost loading.

Reason for RFI: Clarifying the scheduler qualification requirements and whether the baseline must be cost-loaded impacts staffing needs, software selection, and the level of detail required for schedule development and monthly updates.

Response: The project schedule must be prepared by competent individuals. No specific licenses or certification are required. The project schedule shall be a collaborative responsibility between the Superintendent, Quality Control Manager, and Project Manager.

The baseline CPM schedule must be cost-loaded.

3. RFI No. 003 – SSHO and Competent Person Requirements

Reference:

• Specification Section 01 35 26, paragraphs 1.7 through 1.10

• Specification Section 01 35 26, paragraph 1.8 (Training Requirements)

• Specification Section 01 45 00 (Quality Control)

Question: Please confirm the required staffing levels for the Site Safety and Health Officer (SSHO) and Competent Persons (CPs) on this project.

Section 01 35 26 states that:

• The SSHO must be a dedicated, full-time, separate individual whose sole duty is safety oversight.

• Each subcontractor must provide at least one Competent Person.

• Daily inspections must be conducted by both the SSHO and CPs.

However, no explicit language identifies whether a Prime Contractor CP is required in addition to the dedicated SSHO, or whether the SSHO alone satisfies daily inspection and onsite safety oversight requirements.

Please confirm:

1. Whether the Prime Contractor must provide both a dedicated SSHO and one or more CPs,

2. Whether the SSHO may simultaneously serve as the Prime Contractor’s CP where qualified, or

3. Whether CP responsibilities are required only for subcontractors performing specific work (e.g., demolition, electrical, rigging, fall protection, etc.).

Reason for RFI: The specification emphasizes SSHO and CP responsibilities but does not clearly define whether both roles must be staffed separately by the Prime Contractor. This clarification is essential for determining correct safety staffing levels and associated cost allowances.

Response: The three required management positions can be all separate roles between three individuals. At a minimum there must be two separate individuals with a Superintendent being one sole role, and a Quality Control Manager and Site Safety and Health Officer being a dual hatted role, with two competent individuals between the three roles.

The SSHO alone satisfies daily inspection and onsite safety oversight requirements. The SSHO must be a competent person that meets the required training in spec section 01 35 26 1.8.

4. RFI No. 004 – Requirement for New Actuators vs. Reuse of Existing Actuators

Reference:

• Division 23 Controls, Section 23 09 23, paragraph stating: “Install only new electronic actuators. No used components shall be used as any part or piece of installed system.”

• Mechanical drawings showing several existing valves to remain.

Question: Please confirm that all valve and damper actuators shown as “existing” on the drawings must be replaced with new actuators, regardless of current condition or compatibility.

Section 23 09 23 states that only new actuators may be installed and that no used components are permitted. However, some mechanical drawings appear to retain existing valves and control components without indicating new actuators.

Please confirm:

1. Whether all actuators—control valves, isolation valves with motorized operators, damper actuators—must be replaced new, regardless of age or function.

2. Whether this requirement applies to any remaining fan coil units or fin-tube control valves that are being reused.

Reason for RFI: Controls specifications require new actuators only, but the drawings imply partial reuse. Clarification is required to determine the correct quantity of actuators to furnish and install and to prevent scope gaps between ATC and mechanical trades.

Response: All new actuators: control valves, isolation valves with motorized operators, damper actuators, shall be replaced new.

The requirement of all new actuators shall apply to all new Fan Coil Units (FCU). See Legend note 5 on the mechanical sheets. The existing thermostat can be re-used, but all FCUs and control valves shall be new. See general note B on mechanical sheets stating, “CONTROL VALVES SHALL BE INSTALLED EXTERNAL TO UNIT”.

5. RFI No. 005 – Furnishing vs. Installing Control Valves, Actuators, and Sensors

Reference:

• Division 23 Controls, Section 23 09 23:

ATC Contractor “shall furnish all… control valves, control valve actuators, dampers, damper actuators” Mechanical Contractor shall install all valves, actuators, and mechanical components

Drawings show valves but do not clearly designate F&I responsibility.

Question: Please confirm the delineation of responsibilities for control valves, actuators, and sensors on this project. Specifically:

1. Confirm that the ATC contractor furnishes all control valves, actuators, dampers, and related control-side components, unless specifically noted otherwise.

2. Confirm that the Mechanical contractor installs all furnished valves and actuators.

3. Identify any valves, actuators, or sensors shown on the drawings that the VA expects the Mechanical contractor to furnish.

4. Confirm whether all fin-tube radiation valves (existing or new) fall under ATC furnishing or Mechanical furnishing.

Reason for RFI: Furnish/Install responsibilities affect pricing, coordination between Mechanical and Controls, and accurate proposal development. Without clarification, valve/actuator quantities and cost distribution will be inconsistent between bidders.

Response: The spec section 23 09 23 -2 states “The ATC Contractor shall be responsible for furnishing and installing all control hardware and software”. The clarification is that the VA requests all control hardware to be furnished and installed by the Mechanical Contractor. The ATC Contractor shall be responsible for furnishing and installing any software, electrical wiring, and hardware that would be necessary for a complete DDC control system.

See general note B on mechanical sheets stating, “CONTROL VALVES SHALL BE

INSTALLED EXTERNAL TO UNIT”.

The Mechanical Contractor shall furnish and install all control hardware.

6. RFI No. 006 – Request for Instruction Regarding Owner Furniture Removal and Contractor Responsibilities for Replacement

Reference:

• AD-100 General Demolition Note H: Owner will remove personal belongings. Owner will designate medical equipment, furniture, and other items to be salvaged. Contractor shall store designated salvage items. Contractor shall dispose of items not designated as salvage.

• SOW Section 4a: Construction activities must remain secondary to Medical Center operations.

• SOW Section 8c: Buildings 23 and 45 are anticipated to remain occupied during construction.

Question: Drawing AD-100 establishes that the Owner is responsible for removing personal belongings and designating medical equipment, furniture, and other items for salvage, after which the Contractor is responsible for storage or disposal as noted. However, the documents do not provide instruction regarding the replacement or resetting of furniture after mechanical access is completed in each occupied space.

Because mechanical work will occur in furnished, active areas—including ceiling access, piping, radiator replacement, and fan coil replacement—we respectfully request further instruction to ensure proper coordination with VA staff and occupants.

To confirm expectations and avoid disruption to Medical Center operations, please advise:

1. After the VA removes personal belongings and identifies furniture/equipment for salvage, will the VA also replace or reset furniture in each space once the Contractor’s work is complete?

2. If the VA intends for the Contractor to replace or reset furniture, please provide instruction for: a. The extent of furniture items the Contractor should move back into place; b. Whether the Contractor is required to restore the original layout of the space;

c. Whether a VA representative will provide layout guidance or marking; d. Whether the Contractor will be responsible for daily reset or only at the end of a phase.

3. If a shared responsibility is anticipated, please clarify how the VA would like this coordination structured.

Reason for RFI: AD-100 clearly defines Owner responsibilities for removing personal belongings and designating salvage items, and Contractor responsibilities for storing or disposing of those designated items. However, the contract documents do not provide instruction regarding the replacement or resetting of furniture following completion of work in occupied areas.

Clarification will allow accurate planning of labor, coordination with occupants, and scheduling of space turnover.

Response: The VA will remove and replace furniture/equipment and personal belongings.

The work must be done in detailed phases that are scheduled during the submittal process of the CPM schedule. The VA will remove and replace furniture/equipment based on a detailed schedule of phases. At times the furniture/equipment will not be fully removed from the building but moved to other areas to accommodate each phase of work.

7. RFI No. 007 – Clarification of Heating System Downtime Requirements for Valve, Pump, and Loop Replacement

Reference:

• SOW Section 4a: Construction must not interfere with normal medical center operations; certain activities may only be performed outside normal hours; work may be curtailed if it affects facility operations.

• SOW Section 8c: Buildings will remain occupied; “Work to be scheduled to maintain normal temperatures to the spaces.”

• Hydronic Drawings: Replacement of pumps, isolation valves, piping, and connection of new heat exchangers requires shutdown of existing heating loop.

• Specifications 23 21 13 & 23 21 23: Provide new pumps, valves, and hydronic components requiring controlled tie-ins.

• Spec Section 01 00 00 & SOW Section 4d: Contractor must coordinate all disruptions, including utility outages, with the COR.

Questions:

1. What is the allowable duration for a full heating system shutdown to perform: a.

Replacement of hydronic pumps, b. Replacement or installation of isolation valves, c.

Tie-ins to the new heat exchanger(s) and closed-loop system, d. Demolition and reconnection of the geothermal supply/return piping?

2. Are heating outages restricted to certain hours, such as:

o After-hours o Weekends o Night shifts o Low-occupancy periods determined by the VA?

3. Will the VA require the Contractor to provide temporary heat during any planned outage? If so, please provide instruction regarding: a. Required indoor temperature maintenance levels, b. Whether temporary heating equipment must be staged prior to outages, c. Whether the VA will designate allowable equipment types or locations.

4. What advance notice does the VA require prior to a full heating shutdown, and is a formal outage request process required (e.g., 7 days, 14 days, etc.)?

5. If partial or sectional shutdowns are acceptable, please confirm whether the system can be isolated by building or by wing, or whether a full system outage is required for pump and valve replacement.

Reason for RFI: Replacement of pumps, valves, and heat-exchanger tie-ins cannot be completed without shutting down the active heating loop. The SOW requires the Contractor to maintain normal temperatures during construction and confirms that the buildings will remain occupied. Clarification of allowable downtime, outage timing, and temporary heating expectations is required to plan tie-ins, scheduling, contractor staffing, and required coordination with the COR.

Response: All heating and cooling system shutdowns must be scheduled and provide at least 10 working days advance notice to the COR. The request shall include a detailed plan on the proposed shutdown and the intended work to be done along with manpower levels. All equipment and materials shall be onsite and verified with plan 5 days prior to the shutdown, or it will need to be rescheduled.

Per Spec. Section 23 05 11 1.8 C: Interruptions and shutdowns, as required for interconnections of new and existing systems, will be permitted by the COR during periods when the demands are not critical to the operation of the VAMC. These non-critical periods are limited to between 8 pm and 5 am in the appropriate off-season (March-June). Though phased work and phased shutdowns will be allowed for reasonable sections of each building at non-critical periods that are allowed during normal working time from 5am-8pm.

Each building has geothermal isolation valves on the back side of the buildings out in the roadway, where a full geothermal heating system shutdown can be avoided on campus.

Isolation valves exist at units to isolate equipment in rooms.

The VA will require a detailed schedule of phases to be coordinated and agreed upon during the submittal process and reasonable outages and shutdowns necessary to complete the work will be scheduled during the off-season (March-June) and flexibility of durations and working hours will be agreed to for necessary shutdowns to complete the work.

The VA will not require the contractor to provide temporary heat during any planned outage. The VA will supply that, if necessary.

Partial or sectional shutdowns and phasing are required. The system can be isolated by building and existing equipment isolation valves. A full building outage would be necessary for pump and valve replacements.

8. RFI No. 008 – Proposal Evaluation

Reference:

• Solicitation, Page 8

Question: For Factor 1 and Factor 2, the offeror will submit a minimum of 2 and up to 4 HVAC projects. Can teaming subcontractor projects be included to supplement the experience and past performance of the prime offeror?

Response: The Government will consider and evaluate proposals in accordance with the solicitation.

9. RFI No. 009 – Liquidated Damages

Question: Are there liquidated damages on this project?

Response: No.

10. RFI No. 010 – Abatement Responsibility

Question: Who is responsible for abatement if any hazardous materials are found?

Response: If hazardous materials are found, abatement responsibilities will adhere to all requirements in the specifications and will be coordinated between the VA and the prime contractor. Ultimately responsibility will fall within the owner (VA), but potential abatement work could be completed by a competent contractor that can adhere to all requirements in the specifications in regard to abatement of hazardous materials.

11. RFI No. 011 – Furniture Moving Responsibility

Question: Who is responsible for moving office furniture around for HVAC equipment installations?

Response: The VA will remove and replace furniture/equipment and personal belongings.

The work must be done in phases that are scheduled out during the submittal phase. The VA will remove and replace furniture/equipment based on a detailed schedule of phases.

At times the furniture/equipment will not be fully removed from the building but moved to other areas to accommodate each phase of work.

12. RFI No. 012 – Lead Paint Testing

Question: Has the paint been tested for lead?

Response: The buildings are over 100 years old. We assume and have test results that lead paint exists on these buildings. The existing lead paint has been encapsulated under many coats of non-lead-based paints. If scrapping or sanding is required to prep and adhere to the new paint, the contractor shall keep their employees safe with proper PPE and equipment. Any debris will be collected by the contractor and disposed of properly.

13. RFI No. 013 – Builders Risk Insurance

Question: Is builders’ risk insurance required?

Response: All insurance requirements are listed clearly in the solicitation.

14. RFI No. 014 – Parking and Job Trailer Area

Question: How many parking spots will be issued and will there be an area designated for a job trailer?

Response: A numeric number of parking spots will not be issued to the contractor or subcontractors. A designated area for a job trailer will be coordinated with the Boise

VAMC.

15. RFI No. 015 – Buy American Act

Question: Please confirm the Buy American Act applies.

Response: Buy America Act applies in accordance with the solicitation clauses and requirements.

16. RFI No. 016 – American Iron Steel Requirement

Question: Does American Iron Steel apply?

Response: Buy America Act applies in accordance with the solicitation clauses and requirements.

17. RFI No. 017

Question: Will the piping to the fan coil units require hard piping or are flex lines acceptable?

Does the piping to the fan coil units need temperature sensors/indicators and a circuit setter balancing valve so the system can be fully balanced and integrated int the DDC control system?

Response: Manufactured flex lines are not acceptable for piping to water coil (heating & chilled water). Hard piping is required. Yes, a full integration of temperature sensors/indicators and a circuit setter balancing valve will be needed to complete working DDC control on a balanced system. See attached detail for FAN COIL PIPING.