Attachment 7 - 653 SATOC RFI.docx

653 SATOC RFI:

1. The Statement of Work for the Seed Project (Remodel Bldg 1 “A” Wing) repeatedly references “drawings” and “drawings and specification requirements.” However, I do not see any drawings or drawing list included in the current bid package. Could you please provide the complete set of drawings for the seed project as soon as possible so we can prepare an accurate proposal?

a. Plans and specs for the seed project are Attachments 3 and 4 to Amendment 0001.

2. Also, the SF 1442 states the due date as 4/30/2026 but is listed as 5/1/2026 on Sam.gov Can you clarify please?

a. The correct date is April 30. SAM has been corrected.

3. Do you know if there will be any opportunity for a site visit for the seed project?

a. Site visit was conducted Monday, April 13 at 1300PM Pacific.

4. This RFP has a seed project that we are required to provide a price proposal for. Could you please provide drawings for the work that will be required to complete the seed project.

a. Plans and specs are Attachments 3 and 4 to Amendment 0001.

5. Page 5, section A.3 Price/Cost Schedule of the solicitation has lines for a unit price, amount, and grand total. This is not applicable to the requested pricing format of the RFP. Is this Price/Cost Schedule to be filled out and submitted with our proposal or should it be ignored?

a. Updated Proposal Materials and Instructions are Attachment 2 to Amendment 0001.

6. Pages 6-12, section B.2 Price/Cost Schedule require us to provide hourly rates for different trades and for each year of the SATOC. This could be very problematic. How are we supposed to proceed if the hourly rates we list in our proposal don’t comply with updated wage decisions in the future? We also don’t know what inflation rates and or labor costs will be in the future. I believe the previous SATOC was priced by listing markup percentages for subcontractors, overhead, profit, taxes, etc. This would be a much better fitting pricing mechanism for task orders in the future and ensure that the contractors can comply with the wage requirements at the time of each future task order. Is it possible to change the price proposal requirements for this RFP to the previous SATOC pricing format? I believe this would be in the best interest of all parties.

a. Updated Proposal Materials and Instructions are Attachment 2 to Amendment 0001.

7. Page 14, paragraph D of the solicitation lists the minimum ($2,000) and maximum ($350,000) amounts for each future task order. The definition of a “Relevant” project with regards to experience/past performance listed on page 20 of the solicitation is a project with a minimum value of $3,000,000.00. With the maximum value of the task orders being $350,000 and most task orders being between $25,000 and $75,000 (as stated on page 13, paragraph B), we would like to request that the minimum value of a “Relevant” project be lowered to $75,000 for Volume 1 proposal submission purposes.

a. This was an error on the part of the Government. It should be $350,000. Updated Proposal Materials and Instructions are Attachment 2 to Amendment 0001.

8. Please provide the asbestos survey for the area of work applicable to the seed project.

a. There are no asbestos containing materials in B1 A-wing because asbestos was abated on a previous project.

9. The seed project SOW issued describes the work as flooring removal/replacement, painting, and acoustical ceiling removal/replacement. The specifications issued for the seed project contain specification sections that do not seem applicable, such as 03 45 00-Precast Architectural Concrete, 04 05 13-Masonry Mortaring, 04 20 00-Unit Masonry, 07 21 00-Building Insulation, etc., and all pages show this as a “DRAFT” copy. Is there a final specification set that can be issued for the seed project with the applicable sections?

a. Plans and specs are Attachments 3 and 4 to Amendment 0001.

10. The SOW for the seed project states that the existing flooring materials are to be removed and replaced. During the site walk it was mentioned that the existing flooring is to remain and is not part of the project. Please confirm the flooring is not within the SOW.

a. Flooring is NOT within scope. See Attachment 8 for Amendment 0001.

11. Will any phasing be required for the seed project, or will the contractor be allowed to close the entire corridor during construction?

a. No phasing required, close the door.

12. Will the existing sprinkler heads need to be modified to provide temporary coverage while the acoustical ceiling is replaced?

a. For this seed project, no modifications to sprinkler heads are planned.

13. The SOW (Attachment 4) references drawings that are not included in the solicitation package. Will the Government provide the full set of drawings (floor plans, demolition, reflected ceiling, etc.) for the A-Wing remodel prior to proposal due date?

a. Plans and specs for the seed project are Attachments 3 and 4 to Amendment 0001.

14. SOW states portions of the building will remain occupied. Please confirm the required ICRA Class and any specific infection control measures (negative air, dust barriers, corridor protection, etc.) that must be priced into the seed project.

a. ICRA Level 3

15. Does the demolition of existing flooring include removal and disposal of adhesive, leveling compound, or any asbestos-containing mastic? If testing is required, will the Government provide it or is it the Contractor’s responsibility?

a. Flooring is not in scope. See Attachment 8 for Amendment 0001.

16. The SOW references “new flooring” and “new ACT systems.” Please confirm the exact product specifications (manufacturer, type, color, NRC rating for ceiling tile, etc.) or if the Contractor may propose equal products.

a. Flooring is not in scope of this project. See Attachment 8 for Amendment 0001.

b. See project specification 095100 for salient characteristics.

c. See specification 090600 for basis of design.

17. Attachment 1 is clearly marked “DRAFT.” Will the Government issue a final specification book before the proposal due date, or should Offerors price based on the draft version dated 10/18/2024?

a. Offerors should price based on the draft version dated 10/18/2024.

18. Section 1.2.5–1.2.6 requires a Submittal Register and 30 working-day submittal lead time. For the seed project, will the Government agree to expedited review times (e.g., 10 working days) to support the 120-calendar-day completion requirement?

a. Yes

19. Will performance and payment bonds be required on individual task orders, or only on the base SATOC? If required per TO, what is the bonding threshold and format?

a. Yes, each task order over the threshold established in RFO 28.102-1 will require bonding and insurance.

20. Rules of the Station (Attachment 1) require two-week advance notice for utility interruptions. For the seed project, are any utility shutdowns anticipated, and will the Government provide a priority approval process?

a. There are no shut downs anticipated for this project.

21. The attached wage determination (OR20250085) applies to Douglas County. Confirm that these rates (including Executive Order minimum wage) apply to all work under the SATOC, including the seed project.

a. Wage determination OR20250085 applies to all projects under the SATOC.

22. Will the Government assign dedicated contractor parking and material staging areas for the seed project, or must the Contractor coordinate daily with Facilities Management?

a. There is established contractor parking west of Building 71.

b. Temporary material staging may occur at the contractor parking area. Other temporary staging may be coordinated with the COR.

c. This is not long term storage. This is hours not days or weeks. If you need extended storage you may coordinate with the COR to stage a conditioned conex or it can be staged off site at an approved location.

23. The solicitation states the maximum capacity is $6,500,000. Please confirm the minimum guaranteed amount per task order and the process for issuing the first seed project task order after award.

a. Minimum guaranteed over the life of the ID/IQ is $2000.00. There is no guaranteed amount per task order. Task Order Ordering procedures are in Attachment 1 – SOW 653 SATOC.

24. The solicitation states that Representations and Certifications shall be incorporated as part of the submission. However, a dedicated Representations and Certifications section (or the specific FAR/VAAR provisions requiring completion) does not appear to be included in the provided documents. Will the Government please provide the full text of the required Representations and Certifications that Offerors must complete and return with their proposal?

a. Representations and Certifications begin on page 37 of the solicitation.

25. Complete construction drawings for the seed project have not been provided in the solicitation package, and Attachment 1 is only a draft specification book dated 10/18/2024. In order to allow Offerors adequate time to review the actual documents and prepare a responsive and accurate price proposal, will the Government consider extending the proposal due date beyond April 30, 2026?

a. Due to the large number of questions and updated documents, the Government will extend the due date for proposals out to May 15, 2026, by 12:00PM Pacific.

26. For task order performance under this SATOC (including the seed project), will the Government allow double-hatting or triple-hatting of key personnel (for example, one individual serving simultaneously as Project Superintendent, Quality Control Manager, and/or Site Safety Representative)? Please clarify the minimum dedicated on-site personnel/staffing requirements that the Prime Contractor must provide during construction.

a. This is going to be project dependent and based on SATOC employee capacity. An employee of the SATOC needs to be capable and have the capacity to perform fully each of the roles required to fulfill a project or multiple projects worth of duties.

b. If the SATOC holder does not meet the requirements of a project regarding project administration and supervision it will be assumed that you are not meeting performance requirements of the contract and be requested to change your project staffing accordingly.

27. The current Statement of Work for the seed project (Attachment 4) provides only a high-level description of the work. To allow Offerors to prepare an accurate and competitive price proposal, will the Government please provide a detailed quantity takeoff for the A-Wing remodel, including square footage (SQ FT) for flooring, walls, and ceilings; linear footage (LN FT) for any trim, base, or transitions; and any other measurable quantities required for demolition, installation of new flooring, new ACT ceiling grid and tile, and new paint?

a. Flooring is not in scope

b. Ceiling height is ~10ft

c. See drawings for square footage.

28. The solicitation does not explicitly state the required method of proposal submission (e.g., email only, specific subject line format, number of files, etc.). Please confirm the exact submission requirements, including preferred file format, naming convention, and any portal or email instructions.

a. All proposal submission instructions are included in the solicitation and Attachment 2 to Amendment 0001.

29. The pricing schedule in Section B.2 provides only hourly labor rates for journeyman and apprentice trades (including travel time). For individual task orders issued under this SATOC, please clarify how materials, supplies, equipment, tools, and all other direct costs (beyond the pre-priced hourly labor rates) will be priced and reimbursed. Will the Contractor be allowed to bill actual costs plus a percentage markup, or is there a separate material/equipment pricing method or schedule required?

a. Updated task order pricing instructions are attached to Amendment 0001.

30. Please provide construction drawings for the A-Wing remodel scope referenced in Attachment 4 SOW. The SOW references drawings throughout but no drawings were included in the solicitation package.

a. Plans and specs for the seed project are Attachments 3 and 4 to Amendment 0001.

31. Please provide the total square footage for all areas of demolition and replacement under this scope, broken out by flooring, wall, and ceiling areas.

a. See drawings.

32. Please clarify whether the renovation scope includes patient/exam rooms, offices, or corridors only, or a combination thereof. The SOW references the 'A-Wing' broadly without defining the limits of work.

a. No patient/exam rooms. Only the corridor.

33. Please provide the finish specification for new flooring including manufacturer, product name, product number, color, and pattern. The SOW states 'installation of new flooring throughout the space' without identifying the product or type.

a. Flooring is not in scope.

34. Please confirm the flooring type to be installed (luxury vinyl tile, luxury vinyl plank, sheet vinyl, VCT, or other). Different flooring types have significantly different material costs, labor rates, and installation methods.

a. Flooring is not in scope.

35. Please provide the finish specification for the new acoustical ceiling tile (ACT) including manufacturer, product name, product number, pattern, and noise reduction coefficient (NRC) rating.

a. See specification 095100.

36. Please provide the finish specification for the new ceiling grid/suspension system including manufacturer, product name, exposed vs. concealed system, and grid color (white, black, or custom).

a. See specification 095100

37. Please provide the paint specification for wall surfaces including manufacturer, product line, sheen level, color(s), and number of coats required.

a. See specification 090600

38. Will a single paint color be applied uniformly throughout the entire A-Wing, or will separate colors be specified by room type or area (corridors, exam rooms, offices)? If multiple colors, please provide a color schedule by room/area.

a. Paint one color for the body and one color for the trim.

39. Does the paint scope include metal handrails? Handrails are present throughout the corridor and require specific surface preparation and product (primer + finish coat rated for metal substrates) distinct from wall paint.

a. No, paint scope does not include the handrails.

40. Does the paint scope include door frames and doors? If so, please confirm whether the finish is paint or stain/varnish, and provide the product specification accordingly.

a. See specification 090600 for finish schedule. Painting includes walls, doors and trim.

41. Has a hazardous materials survey been conducted for Building 1 A-Wing? If so, please provide the survey report. Specifically, the Contractor requires confirmation of the presence or absence of asbestos-containing materials (ACM) in existing flooring, ceiling tiles, grid system, and wall finishes prior to submitting a price for demolition.

a. There are no asbestos containing materials in B1 A-wing because asbestos was abated on a previous project.

42. Has a lead-based paint survey been conducted for Building 1 A-Wing? If so, please provide the survey report. The presence of lead paint in existing wall or door/frame finishes directly affects demolition scope, worker protection requirements, and waste disposal costs.

a. Yes, a lead-based paint survey was completed. There is no lead based paint in the A-wing corridor of B1.

43. Are there any other known hazardous materials within the project area (mold, PCBs in caulking, mercury-containing materials) that the Contractor should be aware of for pricing purposes?

a. No other known hazardous materials are known to be on the construction site.

44. Who is responsible for the removal and reinstallation of existing wall-mounted items within the work area, including but not limited to signage, artwork, room number placards, Purell dispensers, mirrors, access control hardware, fire alarm devices, and security cameras?

a. The contractor. See the drawings.

45. Who is responsible for the removal and reinstallation of furniture within the work area (chairs, desks, exam tables, medical equipment)? If this is Contractor responsibility, please confirm whether a furniture protection and relocation plan is required as a deliverable.

a. Contractor

b. An approved storage location is required for the furniture and other items removed from the construction site.

46. Who is responsible for coordination, protection, and reinstallation of existing fire alarm devices, sprinkler heads, HVAC diffusers, data/communications devices, and Wi-Fi access points that penetrate the existing ACT system during demolition and reinstallation of the ceiling grid? Please confirm whether the Contractor is expected to include these trades in their scope or whether they will be handled by VA Facilities or separate contract.

a. The contractor. Any items affected by the construction needs to be reinstalled in working order by the contractor.

b. Contractor is expected to include these trades as required for the success of the project.

47. Please confirm whether Building 1 A-Wing will remain occupied and operational during the full construction period. The SOW states 'portions of the building will remain occupied during construction' but does not define which portions or establish phasing requirements.

a. For the seed project assume you are able to close off the double doors that allow access to the rest of the facility.

48. What is the maximum number of rooms or contiguous areas the Contractor may have under active construction simultaneously? This directly impacts phasing planning, infection control design, schedule duration, and crew sizing.

a. The whole construction area for this seed project.

49. Are there specific hours of operation restrictions for construction work within the occupied building (no demo during patient hours, noise restrictions during certain times)? If after-hours or weekend work is anticipated or required, please confirm whether this is at no additional cost to the Government or whether a premium rate applies.

a. High noise activities should be completed during non-patient hours. For all other work, work may occur during typical business hours. Assume 7am-5pm. For work outside of these typical hours communicate with the COR.

50. Can the roles of Site Superintendent, Quality Control Manager (QCM), and Site Safety and Health Officer (SSHO) be performed by a single qualified individual on this project, or does the Government require these to be separate, dedicated personnel?

a. See RFI question #26

51. What ICRA Class/Category has the VA assigned to this project? The scope involves demolition of flooring, wallpaper, and ceiling tile in an active medical facility, which generates significant dust and debris. The ICRA classification directly determines the type and extent of containment barriers, negative air pressure requirements, and personnel protective measures required, all of which have material cost implications.

a. Flooring is not in scope.

b. Level 3 ICRA

52. Who is responsible for conducting the ICRA assessment the VA Infection Control department or the Contractor? If the Contractor is responsible, please confirm whether the ICRA assessment must be reviewed and approved by the VA prior to commencing construction.

a. ICRA assessment will be performed by the VA. Contractor is required to schedule ICRA inspections with the VA COR prior to starting work

53. Please confirm the required containment type for this project (Class I through IV per VA/CDC guidelines). Specifically, will full hard-wall containment with negative air pressure and HEPA filtration be required, or is plastic sheeting/anteroom containment sufficient? This determination is essential to accurate pricing of infection control measures.

a. ICRA level 3.

54. Will the VA provide dedicated exhaust/ventilation points for negative air machines, or is the Contractor required to provide self-contained HEPA filtration units exhausted through exterior openings? If exterior exhaust is required, please identify available access points.

a. You could use the exterior door to exhaust. It is up to the contractor to use the correct equipment and to use it properly.

55. Can the roles of Site Superintendent, Quality Control Manager (QCM), and Site Safety and Health Officer (SSHO) be performed by a single qualified individual on Task Orders, or does the Government require these to be separate, dedicated personnel regardless of Task Order size or value?

a. See RFI question #26

56. Is there a minimum Task Order dollar value or scope threshold that triggers a requirement for dedicated, full-time on-site supervision throughout the period of performance?

a. No. All task orders require full-time on-site supervision through out the period of performance.

57. For emergency call-outs subject to the 2-hour response requirement, is it required that a Superintendent and/or QCM be physically present on site at the time of initial response, or may a qualified lead worker respond first with supervisory personnel following?

a. A qualified lead also needs to be qualified to make decisions for the SATOC holder. If any questions from the VA are asked and the answer is, I need to wait for my supervisor, that is an unacceptable answer. An individual with decision making authority needs to be on site within 2 hours to count toward the response time requirement.

58. Does the 2-hour response requirement apply 24 hours per day, 7 days per week, 365 days per year, including Federal holidays?

a. Yes, clear communication with the SATOC COR is required for SATOC availability.

59. For purposes of the 2-hour response requirement, how does the Government define 'response'? Is it defined as personnel physically on site and work commenced, or acknowledgment/confirmation of the service call?

a. A decision making person is on site with in or at the 2-hour mark of initial notice and actively working toward a solution.

60. For after-hours or emergency Task Orders, is the Contractor required to obtain prior written approval before commencing work, or is the issuance of the Task Order or emergency call itself sufficient authorization to proceed?

a. Typically to get work initiated an email from contracting will be the minimum requirement to commence with work.

61. Will Government restroom facilities be made available to Contractor and subcontractor employees on all Task Orders performed within VA facilities, or is the Contractor required to provide portable sanitation on every Task Order regardless of location or duration?

a. This will be project dependent. Many projects you will be able to use the facilities, and some projects you may need to rent portables.

62. If Government restroom facilities are available for Contractor use, what is the process and timeline for obtaining access authorization for Contractor employees, including subcontractor personnel?

a. Communicate with the COR on the project. Expect quick turnaround.

63. For Task Orders performed in outdoor, remote, or exterior locations on the campus where existing restroom facilities are not in reasonable proximity, is portable sanitation required? If so, is this cost expected to be embedded in labor rates or is it billable as a direct cost on the Task Order?

a. Billed as part of your general requirements as needed. Needs can be communicated with the COR to confirm on a project by project basis.

64. For emergency Task Orders where the 2-hour response requirement prohibits advance arrangement of portable sanitation, who is responsible for sanitation costs and logistics during initial emergency response operations?

a. Use the existing facilities as needed until reasonable needs can be met per the project.

65. What is the current VA credentialing and background investigation/badging process for Contractor and subcontractor employees at the Roseburg VAMC, and what is the typical processing timeline from application submission to approved site access?

a. Prime contractors are allowed to acquire a PIV however the Subcontractors will need to check in with the Police each day prior to starting work.

b. Expect about 3 months to get PIVs issued to each Prime employee.

66. Given the 2-hour emergency response requirement, is there an expedited badging or temporary access process for Contractor personnel responding to emergency Task Orders prior to full credentialing being completed?

a. Prior to receiving badges. A VA COR may escort you.

67. May a Contractor employee respond to and commence work on an emergency Task Order while the badging/credentialing process is pending, or must full badging be in place before any site access is granted?

a. It is recommended that PIV badges are obtained prior to starting work however, checking in at the police department and working with the COR will be sufficient until badges are provided.

b. It is the responsibility of the SATOC awardee to initiate the need to badges to start the paperwork to receive the required badges.

68. Are subcontractor employees subject to the same badging and credentialing requirements as prime Contractor employees? If so, does the same timeline and process apply?

a. No badges for subs. Subs must check in at the police station.

69. What is the Government's target timeframe from initial scope identification or work request to issuance of a formal Task Order and Notice to Proceed (NTP)?

a. 30-90 days for typical projects.

70. What is the maximum Period of Performance that may be established on a single Task Order under this SATOC?

a. No maximum POP is stated. Typically projects under the SATOC will not go beyond 365 days.

71. For Task Orders issued under this SATOC, please confirm that the warranty period required under VAAR 852.246-75 commences independently for each Task Order upon final acceptance of that individual Task Order, and that warranty obligations from one Task Order do not extend or overlap with the period of performance of subsequent Task Orders.

a. Correct. Warranties are per project.

72. Is mobilization and demobilization a separately billable line item on Task Orders, or is it expected to be embedded within the established labor hour rates?

a. It should be billed as part of general conditions.

73. The labor hour rate schedule provides Project Manager as the only management/supervision labor category. Please confirm whether Site Superintendent, Quality Control Manager (QCM), and Site Safety and Health Officer (SSHO) functions are expected to be performed by the Project Manager and billed at the Project Manager rate, or whether these roles should be priced and billed separately under a different mechanism.

a. They may be the same person or separate people depending on the project.

74. For emergency Task Orders requiring a 2-hour response in occupied medical spaces, what is the minimum required infection control measure that must be in place before work can commence? Full ICRA containment setup prior to any work activity may be incompatible with a 2-hour response requirement please clarify the Government's expectation.

a. 2-hour response does not include ICRA barrier.

75. Is ICRA containment setup and teardown a separately billable cost item on Task Orders, or is it expected to be embedded within the established labor hour rates? Given that containment requirements vary significantly by ICRA class, embedding this cost in a flat labor rate creates substantial pricing risk for the Contractor.

a. Include in the general requirements.

76. Will the VA Infection Control department be available to review and approve the Contractor's Infection Control Plan prior to NTP on each Task Order, and what is the Government's committed turnaround time for that review? Delays in IC Plan approval that prevent NTP should not be chargeable to the Contractor's period of performance.

a. Yes, ICRA barriers are required to be inspected prior to work and the work area is required to be inspected prior to ICRA containment removal.

b. Turn around time is same day to next day.

77. Will an ICRA assessment be required on every Task Order performed within or adjacent to occupied VA facilities, regardless of scope size or dollar value? If so, who is responsible for conducting the assessment the VA Infection Control department or the Contractor?

a. Yes.

b. VA conducts the assessment.

78. Page 16 of 69 says Anchorage County

a. Updated in Attachment 1 – SOW 653 SATOC

79. We were told at the site visit walk that there would be an amendment clarifying how to bid on the seed project and the SATOC. Can we please get some further guidance?

a. These questions and answers are Attachment 7 to Amendment 0001 to RFP 36C26026R0048.

80. Page 20 of 69 states in the relevant section “minimum contract value of $3,000,000”. Does the VA want to see technical and past performance similar in size of the $2,000.00 to $350,000.00 or would it be beneficial to see projects completed at VA hospitals of all dollar magnitudes?

a. See Attachment 2 to Amendment 0001 for clarification.

81. Due to the seed project being a “dummy” project, how can we ensure it’s truly competitive? Can the VA at least provide us with drawings for the seed project? We are afraid this may cause low ball offers knowing there are no ramifications. I guess we are just unsure how this will correlate with the SATOC as it sits right now.

a. Plans and specs for the seed project are Attachments 3 and 4 to Amendment 0001.

b. Updated evaluation instructions are included in Attachment 2 to Amendment 0001.