Amend 0002 Att 1_Questions and Answers.docx

Questions and Answers Document – Solicitation 3626126Q0778

1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

This is a new requirement. There is no incumbent contractor currently performing these services under an existing contract.

2. Licensing/Certification: Do I need a specific California Contractors State License Board (CSLB) classification, such as a C-4 (Boiler, Hot Water Heating and Steam Fitting) license, or any other license/certification to perform this work? And if so, does that need to be held by the company, by the technicians doing the work, or both?

The contractor is responsible for determining and maintaining all Federal, State, and local licenses, certifications, training, and qualifications required to perform the services described in the PWS.

Applicable licenses, certifications, training, and qualifications must be held by the company and/or the personnel performing the work, as required by applicable Federal, State, and local laws, regulations, and licensing requirements.

In addition, the contractor must qualify as a “Qualified Testing Contractor” as defined by VHA Directive 1810. The Qualified Testing Contractor requirement is addressed separately in the response to Question 3.

3. VHA Directive 1810 Qualified Testing Contractor: I noticed Attachments B and C both reference VHA Directive 1810 when it comes to testing standards and scheduling. Do I need to qualify as a "Qualified Testing Contractor" under that directive to be considered for award, or to perform the work once awarded? If so, I want to make sure I understand what documentation I'd need to show that.

The contractor is responsible for performing the required services in accordance with the PWS, VHA Directive 1810, the VHA Boiler and Associated Plant Safety Device Testing Manual, and all applicable Federal, State, and local requirements.

The PWS identifies the applicable contractor qualification requirements, including the VHA Directive 1810 reference to a “Qualified Testing Contractor.” Quoters should review the PWS, VHA Directive 1810, and the VHA Boiler and Associated Plant Safety Device Testing Manual when preparing their technical quotation.

The Government will evaluate quotations in accordance with the evaluation criteria stated in the solicitation.

4. Incumbent Contractor: Is there a company currently performing this work at the facility? I'm trying to get a realistic sense of what I'm up against and whether there's a track record I should be aware of.

This is a new requirement. There is no incumbent contractor currently performing these services under an existing contract.

5. The annual safety device testing and inspection support section states that the contractor is responsible for opening the units for inspection, but it does not specifically state that the units must be closed back up with new gaskets.

Question 1: Can the Government confirm whether closing the units and replacing the required gaskets is included in this scope? If so, a site walk may be needed to determine the gasket types, sizes, and quantities required.

PWS States: ANNUAL SAFETY DEVICE TESTING AND INSPECTION SUPPORT: Contractor shall perform annual safety device testing and inspection support, including Emergency stop/panic button ESPB testing, steam safety valves (accumulation test at high fire), opening of boilers for waterside and fireside inspection, opening of DA tank for inspection, applicable pressure vessel inspection support, documentation, and deficiency reporting in accordance with the PWS, Attachments A & B, and applicable Government-provided testing forms/checklists.

Yes. The contractor is responsible for opening the applicable units for inspection and reinstalling/closing the units after inspection, as coordinated with VA Central Energy Plant personnel.

The Government will provide any required gasket or gasket material needed to restore the opened equipment after inspection. The contractor is responsible for reinstalling/closing the opened equipment using the Government-provided gasket or gasket material. The contractor is not responsible for furnishing replacement parts, materials, or gaskets under this inspection/testing-only requirement.

6. Our prospective subcontractor has asked whether a site/job walk can be arranged so they can confirm the site conditions and price the work accurately.

Could you please confirm whether a site visit is permitted for this requirement? If so, please let us know:

a. Available date/time options or the required process to schedule access

b. Any attendee information needed in advance

c. Any site access or security requirements we should provide to the attendee

No site visit is scheduled for this requirement. The solicitation is for boiler safety device inspection/testing services and inspection support only. The contractor is not responsible for repairs, corrective maintenance, replacement parts, materials, or system modifications under this requirement.

Quoters shall prepare their quotations based on the solicitation, PWS, attachments, and the Government’s responses to industry questions.

7. The first three questions center around this section in the contract:

PWS 3.1 Boiler Plant Equipment and Pressure Vessel Inspection Support. As part of the assigned annual boiler safety device testing/inspection cycle, the contractor shall support required inspection activities, including opening boilers for waterside and fireside inspection and opening the deaerator tank for inspection, as identified in the Government-provided testing forms/checklists and coordinated by the COR or designated VA representative.

a. Does the bidder need to have any gasket materials or parts for the inspection or only make the deficiencies if found that these parts are needed?

b. Will the bidder be responsible for closing the boilers, DA, and other accessories after the inspections?

c. Will the insurer of the units be on site of the annual inspection for their permit to operate with the state of California?

a. The contractor is not responsible for furnishing replacement parts, materials, or gaskets under this inspection/testing-only requirement. The contractor shall document any deficiencies identified during inspection/testing in accordance with the PWS. The Government will provide any required gasket needed to restore the boiler after opening for inspection.

b. Yes. The contractor is responsible for opening the applicable units for inspection and reinstalling/closing the units after inspection, as coordinated with VA Central Energy Plant personnel.

c. If required and coordinated in advance, the insurer may be present during the annual inspection. Any coordination with the insurer will be handled by the Government.

8. Will the San Joaquin Valley Air Pollution Control District (SJVAPCD) monthly emissions check be part of the monthly safety device check for the boilers?

No. The San Joaquin Valley Air Pollution Control District (SJVAPCD) monthly emissions check is not included as part of the monthly boiler safety device testing services required under this solicitation. Any SJVAPCD emissions-related requirements will be handled separately by the Government.

9. For Volume Two of the quote, will you need a separate dedicated page where the bidder lists the references, we instructed to complete the survey? Will that coincide with then the references that send over the completed survey to you directly?

The solicitation requires quoters to provide past performance references in Volume Two and to instruct those references to submit the Past Performance Survey directly to the Contract Specialist.

To assist the Government in matching surveys received directly from references with the quoter’s submitted past performance information, quoters should ensure the references identified in Volume Two correspond to the references asked to complete and submit the Past Performance Survey.

The Government will evaluate quotations in accordance with the evaluation criteria stated in the solicitation.

10. What monthlies/Inspections are required for the Steam Reducing Station?

Steam reducing station safety device testing/inspection is required to the extent identified in the PWS, Attachment A, Attachment B, and the applicable Government-provided testing forms/checklists.

Quoters shall price the required steam reducing station inspection/testing services based on the solicitation documents, including the equipment and safety devices identified in Attachment A and the applicable testing forms/checklists identified in Attachment B.

11. Will NDT's be required for the DA/Condensate tank and/or Boilers?

No. NDT is not separately identified as a required service under this solicitation. The contractor shall perform the inspection, testing, inspection support, documentation, and deficiency reporting requirements identified in the PWS, Attachment A, Attachment B, and applicable Government-provided testing forms/checklists.

If deficiencies or conditions are identified during performance that require additional testing, repair, replacement, or corrective action beyond the scope of this inspection/testing-only requirement, those items shall be documented and reported to the COR or designated VA representative for separate Government action.

12. Will Boiler Combustion Tuning be required after Inspections?

Yes, to the extent required by VHA Directive 1810, the PWS, Attachment A, Attachment B, and applicable Government-provided testing forms/checklists.

The contractor shall perform required burner combustion adjustment, combustion setting verification, and oxygen trim calibration only as required under the applicable inspection/testing requirements and as coordinated with the COR or designated VA representative.

The contractor is not responsible for repairs, corrective maintenance, replacement parts, system modifications, or work outside the inspection/testing requirements of the solicitation. Any deficiencies or conditions requiring corrective action beyond the scope of the contract shall be documented and reported to the COR or designated VA representative for separate Government action.

13. Will Cleaning be required as part of the open/closing of the Boilers & Inspections?

Yes. Cleaning required to support the opening, inspection, and closing of the boilers is included to the extent required by VHA Directive 1810, the PWS, Attachment A, Attachment B, and applicable Government-provided testing forms/checklists.

Cleaning under this requirement is limited to cleaning necessary to perform the required inspection/testing support, access the inspection areas, and restore the work area after completion of the inspection/testing activity.

The contractor is not responsible for repairs, corrective maintenance, replacement parts, chemical cleaning, tube replacement, refractory repair, major waterside or fireside cleaning, or system modifications under this inspection/testing-only requirement. Any deficiencies or conditions requiring corrective action beyond the scope of the contract shall be documented and reported to the COR or designated VA representative for separate Government action.

14. Will new Gaskets be provided, or will we supply them?

The Government will provide any required gasket needed to restore the boiler after opening for inspection. The contractor is responsible for opening the boiler for inspection and reinstalling/closing the boiler using the Government-provided gasket, as coordinated with VA Central Energy Plant personnel.

The contractor is not responsible for furnishing replacement parts, materials, or gaskets under this inspection/testing-only requirement.

15. PWS Attachment A lists the equipment and safety devices that require either an inspection or BEI Safety Device Testing. PWS Attachment B then lists certain inspections for each CLIN. Are we to follow and bid for just the checklists and inspections on attachment B for the respective equipment on A, or should we be including every Safety Device in the testing?

Quoters shall price the inspection/testing services identified in the solicitation, PWS, Attachment A, Attachment B, and applicable Government-provided testing forms/checklists.

Attachment A identifies the equipment and safety devices covered by the requirement. Attachment B identifies the current Government-provided testing forms/checklists associated with the required inspection/testing services. Quoters shall prepare pricing based on the solicitation documents as amended, including the current forms/checklists identified in Attachment B.

The Government may add, remove, update, or replace testing forms/checklists during contract performance to document the inspection and testing services required under the PWS, provided such updates do not change the equipment covered, testing frequency, required services, level of effort, schedule, or contract price.

Quoters should not price inspection/testing services for safety devices or equipment not identified as required under the PWS, Attachment B, or applicable Government-provided testing forms/checklists.

16. Per the VHA Boiler and Associated Plant Safety Device Testing Manual Eighth Edition, a majority of the safety devices listed in PWS Attachment A require testing require testing every 6 months. If those are to be included in this bid, would they need to be done under both the Semi Annual and Annual CLINS?

No. Quoters shall not price the same six-month safety device testing twice.

The Semi-Annual Boiler Safety Device Testing Cycle CLIN and the Annual Safety Device Testing and Inspection Support CLIN are separate requirements. The Semi-Annual Boiler Safety Device Testing Cycle CLIN represents the qualified testing contractor portion of the VHA Directive 1810 six-month safety device testing requirement for applicable devices assigned to the contractor. The Government/facility team remains responsible for the separate VA-performed six-month testing cycle and any testing or inspection activities not assigned to the contractor under this contract.

The Annual Safety Device Testing and Inspection Support CLIN includes the annual items identified in the solicitation, including Emergency Stop/Panic Button testing, steam safety valve accumulation testing at high fire, opening boilers for waterside and fireside inspection, opening the deaerator tank for inspection, applicable pressure vessel inspection support, documentation, and deficiency reporting.

Quoters shall price each CLIN based on the services assigned to that CLIN in the solicitation, PWS, Attachments A and B, and applicable Government-provided testing forms/checklists.

17. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

This is a new requirement. There is no incumbent contractor currently performing these services under an existing contract.

18. Are you requesting that the VA Directive 1810 safety device testing be performed on a monthly basis? If so, this would require the mechanical contractor to be on-site for approximately 14 business days each month to complete the required testing. We are currently performing these inspections at the Northern Arizona VA, where the safety device testing is conducted on a semi-annual basis rather than monthly.

No. The Government is not requiring all VHA Directive 1810 safety device testing to be performed on a monthly basis.

The contractor shall perform the specific monthly boiler safety device testing activities identified in the solicitation, PWS, Attachment A, Attachment B, and applicable Government-provided testing forms/checklists. These monthly activities do not include all VHA Directive 1810 safety device testing requirements.

In addition to the monthly testing activities, the contractor shall perform one Government-scheduled six-month boiler safety device testing/inspection cycle per contract year for the devices and checklists assigned to the contractor under this contract. The Government/facility team remains responsible for the separate VA-performed six-month testing cycle and any testing or inspection activities not assigned to the contractor.

The contractor shall also perform one Government-scheduled annual safety device testing and inspection support cycle per contract year. The annual cycle is a separate requirement and includes only the annual items identified in the solicitation, PWS, Attachments A and B, and applicable Government-provided testing forms/checklists.

Quoters shall not price the same testing twice. Quoters shall price each CLIN based on the specific services assigned to that CLIN in the solicitation, PWS, Attachments A and B, and applicable Government-provided testing forms/checklists.