VA RFI response bck April 30th 2026.pdf

SFVAMC Answer:

662-23-111 Repair and weatherize the parking garage in B211.

Date: April 30th, 2026

1. Will the VA allow advanced payment (down payments) for any materials or equipment to be procured under this project, or will invoices be restricted to when the physical materials and/or equipment have been delivered to the project site?

Answered:

The VA will not allow advanced payment for any material or equipment. However, in accordance with VAAR 852.232-70- Payments Under Fixed-Price Construction Contracts (Without NAS-CPM) (NOV 2018), the Contracting Officer will consider monthly progress payments material and/or equipment procured by the Contractor and stored on the construction site, as space is available, or at a local approved location off the site, under such terms and conditions as the Contracting Officers approve, including but not limited to the following –

(1) The materials or equipment are in accordance with the contract requirements and / or approved samples and shop drawings.

(2) The materials and/or equipment are approved by the Contracting Officer Representative.

(3) The materials and / or equipment are stored separately and are readily available for inspection and inventory by the Contracting Officer Representative.

(4) The materials and / or equipment are protected against weather, theft and other hazards and are not subjected to deterioration; and

(5) The Contractor obtains the concurrence of its surety for off-site storage.

2 Please be specific as possible: Will the VA please clarify who will be handling the QEI inspection?

Ans: General Contractor's shall provide and pay for the certified third-party inspector.

3 Please be specific as possible: Field Staff clarifications:

Can the VA confirm the Superintendent and QCM can dual Hat?

Please confirm VA’s intent on the Prime Contractor to have a full-time SSHO on site for the entirety of the project and the SSHO must be a separate qualified individual.

Question 1: Can the VA confirm the Superintendent and QCM can dual Hat?

Ans: NO. Pursuant to the project specifications [cite specific specification section, e.g., Section 01 45 00 Quality Control], the Quality Control Manager (QCM) must be a separate individual from the Superintendent. Dual hatting is not authorized to ensure dedicated oversight of quality and safety."

Question 2:

Please confirm VA’s intent on the Prime Contractor to have a full-time SSHO on site for the entirety of the project and the SSHO must be separate qualified individuals.

Ans: "Confirmed. The Prime Contractor must provide a dedicated, full-time Site Safety and Health Officer (SSHO) on-site during all hours of operation, in accordance with Department of Veterans Affairs Construction Safety Manual or 01 35 26 Safety Requirements. The Site Safety and Health Officer must be separate, qualified individual and cannot be the Superintendent or QCM."

4 Will Microsoft Project be an acceptable scheduling tool for the project?

Ans: Yes, contractor will provide the overall meaning of the Master Schedule.

5 What software will be utilized on the project Submittal transfers? Will the Prime Contractor be responsible for purchasing and maintaining?

Ans: Contractors may use their preferred software, provided they explain to the Department of Veterans Affairs how to use it.

6. The General Contractor shall provide unarmed guards at the project site or other means to ensure systematic checking of the premises where hazards are accessible as a result of unrestricted access.” Since the Scope of work is taking place at the parking structure are guards necessary to be provided by the contractors?

Ans: The contractor is responsible for securing the construction site to prevent unauthorized access by veterans, staff, and visitors, as per the contract safety requirements.

The contractor must propose an alternative, such as secured fencing, lockable hoarding, or automated monitoring systems that ensure the same level of security.

The requirement applies to all areas where construction-related hazards are present due to 'unrestricted access,' including, but not limited to, the, staging areas, staging, and elevator hoist way areas within the parking structure.

Submission:

The contractor shall submit a revised Site Security Plan within [3] days outlining after the Notice To Proceed from Contracting Officer. Contractor shall demonstrate how they will control access at the parking structure if they choose not to provide physical guards.

Responsibility As the prime contractor, you are responsible for any safety incidents related to unauthorized access, regardless of the method chosen to secure the site.

7 Will the VA require any construction management software to be utilized on the project?

Will the Prime contractor be responsible for purchasing and maintaining?

Contractors may use their preferred software, provided they notify the Department of Veterans Affairs and explain how to use it.

Contractors will be responsible for purchasing and maintaining the software.

8 Can the VA confirm there are no Infection control requirements for the project as the scope of work will be performed in the exterior parking garage?

Ans: VA will take care of the Infection Control requirement.

9 Per Keynote 2 on P-101, the scope notes to route storm water piping to Drain into conductor head and associated gutter. See architectural plans for further information. Neither the plumbing or architectural plans can confirm where the storm water pipe is intended to terminate. Can the VA clarify the termination location for the stormwater pipe?

Ans: Per page P-101, the associated gutter will be no change. Only need to replace the existing drain grate to new.

10. Can the VA please advise if the desired code year for this scope is ASME A17.1-2019?

Ans: The Scope of Work on this project doesn’t apply to the following, based on American Society Mechanical Engineers A17.1-2019

11. Can the VA please confirm if the rails should be re-painted after cleaning?

See Drawing A-601 – Elevator Scope of work: Car guide rails work.

12. Can the VA please advise if there is a NEMA rating desired for switches and components as is available?

Ans: The question isn’t related to our Project the Scope of Work.

13 During the site visit, it was noted that the hoist way does not have appropriate seals to stop moisture. The drawings and specifications do not depict any weatherproof outside of the elevator lobby vestibule. Can the VA advise who will be responsible for ensuring the top of the hoist way will be sealed to prevent future outside moister penetration. If the Prime contractor is responsible, can the VA issue a narrative or ASK with requested scope?

Ans: Project Name: Repair and Weatherize Elevator at Building 211 # 662-23-111.

The Contractor shall provide all labor, materials, tools, supervision, and equipment to install high-performance waterproofing / weatherization seals at the top of the elevator hoist way, ensuring a fully watertight environment to prevent future water intrusion.

Contractor shall:

Cleanup:

Remove all debris and sealant remnants from the hoist way, top of the car, and machine room area.

Inspection:

Inspect the entire top portion of the building 211 hoist way for water ingress points.

Penetrations:

Properly seal around all machine room equipment, Heating Venting Air Conditioner penetrations, electrical conduits, and structural gaps where the hoist way meets the roof.

Quality Control:

Ensure the sealant application is continuous and prevents water infiltration during rain events.

Sealing:

Apply high-grade, UV-resistant exterior sealant to all cracks, gaps, and joints in the roof / ceiling structure of the hoist way.

14 Can the VA please confirm that the cab enclosure will be retained and only replace the “lid” canopy?

Ans: Per our drawings # AD101 & A601, cab enclosure needs to work on the entrance finish, front return, doors, transom, wall finish, shell lid, and ceiling.

Also, in the scope indicates constructing a new, enclosed structure (vestibule) at the top landing to protect the elevator from the elements.

15 Can the VA please advise if the new door operator is to be linear?

Ans: yes, it is linear.

16 Can the VA please advise that all material is to be non-proprietary?

Ans: No, it is not required that all material in the San Francisco VA Health Care System (SFVAHCS) be non-proprietary.

Or Equal Clause:

If a brand is named, ensure it adheres to the "or equal" principle rather than a sole-source restriction.

17 Can the VA please confirm if the elevator is currently on emergency power or will there need to be a battery backup for the MRL capabilities?

Machine Room-Less (M.R.L):

Elevators lack a dedicated machine room to house manual lowering machinery, the battery backup is essential to prevent passengers from being trapped during power outages by automatically driving the car to the nearest floor and opening the doors.

Ans:

The elevator is currently on emergency power. No battery backup for the MRL is needed.

18 Can the VA please confirm that the existing roller guide assemblies are to be retained and only cleaned and replaced?

Ans: yes.

19 Can the VA please confirm that the pit buffers are to be retained and only painted?

Answer: Yes

20. The Drawings not the existing MRL machine is to be retained, the specifications note a new machine be provided, please confirm design intent.

Ans: Contractor no need to provide a new elevator machine.

21 Can the VA please advise if the existing controller is located in the hoist way?

Answer: It is located on fourth floor, a room outside elevator.

Addendum:

After the Department of Veterans Affairs award to a general contractor. Contractor needs to review site existing and notifying all questions to Contracting Officer

22 Can the VA confirm if new deflector sheaves are required?

Answer: No.

23 Can the VA confirm if the existing safety is to be retained, cleaned, and adjusted?

Answer:

To be retained, cleaned, adjusted. This implies cleaning existing equipment, lubricating it, and adjusting it to meet safety codes without buying new parts.

24 Can the VA advise if it is acceptable to have the hoist way access switches located in the hall call stations?

Answer: Yes.

25 Can the VA please advise for clarity if the entrance frames should be re-painted or cladded with #4 stainless steel?

Answer: Yes.

26 Drawings do not indicate the replacement of the elevator disconnect and this is typical on elevator modernization projects. Can the VA confirm that a new disconnect for elevator machine room controller is not required?

Answer: Yes, it is not required.

27 Drawings do not indicate providing a new dedicated cab light electrical feed or disconnect.

Can the VA confirm that the existing cab light feed and dedicated disconnect for the elevator cab lights is to remain as is?

Answer: As per drawings #A-601: As the scope of work, keep it as it is.

28 Drawings do not indicate providing a new dedicated feed for the elevator seismic box.

Can the VA confirm that the dedicated circuit for the elevator seismic box exists and can be re-used?

Ans: The VA’s seismic box is in the machine room and can be reused.

29 Drawings do not identify new hoist way or pit lighting which is typical on elevator modernization projects. Can the VA confirm that the existing hoist way and pit lights are sufficient and are to remain as is?

Ans: Per our drawings # A601, no lights are needed. Remain to change.

30 Drawings do not indicate any new dedicated outlets / GFCI’s in the pit. Can the VA confirm that no new outlets/GFCI’s are required in the pit?

Ground Fault Circuit Interrupted Ans: Per our drawings # A601, no new outlets are required in the pit.

31 Drawings do not identify any fire alarm work, nor is there a fire alarm spec section provided.

Can the VA confirm that there are no fire alarm upgrades required for this project?

Ans:

Existing fire alarm is located at the fourth level. No upgrade is needed for the existing fire alarm.

32 In order to price the elevator scope reasonably, please send us pictures of the following:

a. Existing Machine Room

b. Existing Hoist Way

c. Existing pit

d. Cab Enclosure- Interior and Exterior

e. Existing door, frame and sill

f. Existing signal fixtures

Ans: All bidders must contact the Contracting Officer to arrange another site visit.

33 Please indicate the laydown area for our trailer and storage.

Ans: After contract award, the Contractor shall submit the laydown area layout.

Department of Veterans Affairs Space Committee shall review and approve or reject contractor “staging area.’ To assure to provide the area length x width and size of your dumpster.

34 Please confirm that water and electricity are available for contractor use free of charge.

Ans: No water and electricity are provided in VA service

35 Please confirm that the SSHO is full-time and cannot have other roles. Please also confirm that the Site Super can be QC (Dual Hat).

Ans: Site Safety and Health Officer (SSHO) is a dedicated, full-time responsibility and is generally prohibited from having other duties that interfere with safety.

Site Superintendent runs by another staff.

36 Since the brand of the Elevator is Ascent. Can we use the services of other elevator company other than Ascent?

Answer:

Yes, it can have other services than Ascent elevator company. The quality of materials equivalent or better compared to existing elevator made by ASCENT.

Thank you.