36C26226Q0526 0002.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority)

THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 04-09-2026 644-26-3-224-0509 None 36C262

NCO 22

Department of Veterans Affairs NCO 22 - Mesa Annex 4135 S. Power Rd #103 RM 116 Mesa AZ 85212 36C262

NCO 22

Department of Veterans Affairs NCO 22 - Mesa Annex 4135 S. Power Rd #103 RM 116d Mesa AZ 85212 To all Offerors/Bidders

TBD

36C26226Q0526 03-18-2026

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 04-20-2026 1:00PM MDT X The purpose for this amendment is to respond to questions received for the heat exchanger bundle replacement.

All offers are due NLT April 20, 2026, at 1:00 PM MST. Offerors shall be submitted via email to: Felicia Simpson, Contract Specialist at Felicia.Simpson@va.gov.

Contractor shall sign clause 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) pg 33 of the solicitation.

ALL OFFERS SHALL SUBMIT ALL DOCUMENTATION UNDER SECTION E and all AMENDMENTS, failure to provide any required document and acknowledgment of all amendments will result in the offer not being accepted and will not be evaluated.

CONTINUATION PAGE

Questions and answers 36C26226Q0526

1. Will the Government require the contractor to have a full-time site superintendent, competent person, or other designated supervisory personnel present on-site at all times during work activities? If so, are there any specific qualifications, certifications, or experience levels required for this individual?

ANSWER:

1. Full-Time On-Site Superintendent / Competent Person Requirement:

Yes, the VA does require the contractor to have a full-time on-site superintendent, competent person, or other designated supervisory personnel present at all times during work activities.

This is a standard requirement in VA construction contracts to ensure safety, quality, and coordination of work, especially for utility systems such as hot water heat exchangers and domestic water systems.

2. Specific Qualifications/Certifications/Experience:

· The superintendent (or designated lead) must be competent and experienced in supervising work of the type and complexity required by the project.

· According to the VA Master Construction Specification Section 01 32 16 – Project Scheduling and VAAR 852.236-72, Superintendent (JAN 2008):

· The superintendent must be fluent in English, have authority over all other workers and subcontractors, and have at least 5 years’ experience supervising construction of similar scope and complexity.

· The superintendent must be physically present during work hours and have authority to address safety, scheduling, technical, and quality assurance issues.

· Only one qualified individual may serve as superintendent on one VA project at a time.

· The VA also requires a designated “Competent Person” for OSHA safety compliance, present whenever work is being performed. This person may be the superintendent (if qualified), or another designated individual.

· Additional certifications (e.g., OSHA 30-hour training) are often required for supervisory personnel.

· Some projects or regions may include requirements for infection control, confined space, or other safety training based on site conditions (as specified in the contract).

3. Key References:

· VAAR 852.236-72, Superintendent Clause

· VA Master Spec 01 32 16 - Project Scheduling (PDF)

· Project-specific sections in Division 01 (General Requirements) and the pre-construction meeting minutes will confirm any additional or unique qualifications for your project’s location.

2. Will the Government require the contractor to provide a dedicated Site Safety and Health Officer (SSHO) for this project? If so, please specify the required qualifications, certifications (such as OSHA 30-hour Construction), and whether the SSHO must always be on-site during work activities.

ANSWER:

1. SSHO Requirement:

Yes, it is standard VA policy that a dedicated Site Safety and Health Officer (SSHO) be assigned to construction and utility projects, especially those involving domestic water systems and hot water heat exchanger work. The requirement is detailed in VA specifications and often in the solicitation/contract documents.

2. Qualifications and Certifications:

· The SSHO must have completed the OSHA 30-Hour Construction Safety course. Documentation of this certification is required before work begins.

· The SSHO must have a minimum of 5 years of safety experience on similar construction projects or three (3) years if they possess a Certified Safety Professional (CSP) or Construction Health and Safety Technician (CHST) designation.

· The SSHO must be knowledgeable in all applicable OSHA standards, VA safety requirements, and infection control procedures relevant to VA healthcare facilities.

· The SSHO must be able to develop and implement Activity Hazard Analyses (AHA), review Job Safety Analyses (JSA), participate in daily safety meetings, conduct safety inspections, and coordinate with VA safety personnel.

3. Presence On-site:

· The SSHO (or an equally qualified alternate with advance VA approval) must be present on-site at all times when work activities are underway.

· The SSHO’s primary responsibility is site safety; they may not be assigned other duties which could distract from oversight responsibilities.

4. Key References:

· VA Master Specification 01 35 26 – Safety Requirements

· VAAR Clause 852.236-87, Accident Prevention

· OSHA 29 CFR 1926 (Construction Industry Regulations)

3. Is the contractor required to designate a Quality Control Manager (QCM) for this project? If so, please clarify the minimum qualifications, responsibilities, and whether the QCM role can be combined with other supervisory positions or must be a dedicated individual.

ANSWER:

1. QCM Requirement:

Yes, the VA requires the contractor to designate a Quality Control Manager (QCM) for construction projects involving hot water heat exchangers and domestic water utilities. This requirement ensures the contractor maintains a rigorous quality control (QC) program throughout the project.

2. Minimum Qualifications:

· The QCM must have at least 5 years of experience in construction quality control on projects of similar scope and complexity.

· The QCM must be familiar with applicable codes, standards, and VA project specifications.

· The QCM must be fluent in English and able to effectively communicate with VA staff, inspectors, and the project team.

· VA often requires that the QCM has completed Construction Quality Management (CQM) training—either the US Army Corps of Engineers (USACE)/NAVFAC CQM for Contractors course or an equivalent recognized by the VA.

3. Responsibilities:

· Developing, maintaining, and implementing the project’s Quality Control Plan (QCP) in accordance with VA specifications (see VA Master Spec 01 45 00 – Quality Control).

· Inspection and documentation of construction activities to ensure compliance with specifications, codes, and drawings.

· Coordinating and overseeing all required tests, inspections, and submittals.

· Serving as the main point of contact for QA/QC matters with the VA Contracting Officer and VA inspectors.

· Maintaining QC records and submitting daily reports as specified in the contract.

· Stopping work if quality issues or hazardous conditions arise, and ensuring corrective actions are implemented.

· Attending QC meetings and project progress meetings as required.

4. Combination of Roles:

· The QCM may not serve in other roles that could create a conflict of interest or interfere with their QC duties (such as Site Superintendent or Site Safety and Health Officer) on most VA projects—the QCM is expected to be a dedicated position focused on quality control only.

· On smaller projects, and only with advanced, written VA approval, the QCM role may be combined with another supervisory role, but this must be explicitly permitted by the contracting officer.

5. References:

· VA Master Spec 01 45 00 – Quality Control

· USACE CQM for Contractors

· VAAR and project-specific contract documents

4. What are the required timeframes and procedures for allowing equipment to adequately cool down prior to shutdown work, ensuring it is safe for personnel to perform maintenance or installation activities?

ANSWER: Complete all necessary LOTO and shutdown logs/documentation. Supervisor or Responsible Person to verify and sign off before work begins.

VA Specification Example (from VA 23 05 11, Common Work Results for HVAC and Steam):

"Allow time for all steam distribution system and equipment to cool to below 120°F (49°C) and depressurize after securing before starting any maintenance or installation work. Confirm system and surface temperatures are safe prior to proceeding."

5. What are the project’s commissioning requirements, and is third-party commissioning required or can it be performed by the installation contractor?

ANSWER:

1. Commissioning Overview:

The U.S. Department of Veterans Affairs (VA) requires a formal commissioning process for new mechanical and domestic water utility systems. This commissioning process confirms the system is installed per design, operates correctly, and meets all safety and performance requirements.

2. Third-Party Commissioning Requirement:

· Third-party commissioning is generally required by VA policy.

· The commissioning must be performed by an independent Commissioning Agent (CxA) who is not part of the installation contractor’s, design team’s, or equipment supplier’s company (to ensure impartiality and objectivity).

· The installation contractor is responsible for supporting the commissioning process (e.g., providing access, operational support), but cannot act as the commissioning agent.

3. Commissioning Agent Qualifications:

· The CxA must have relevant experience commissioning similar systems in healthcare or critical facility environments.

· Specific experience levels and qualifications (such as professional certifications) are typically defined in the project contract or Division 23 specification sections.

4. Commissioning Scope & Procedures:

· Commissioning activities usually follow VA Master Specification Section 23 08 00 (Commissioning of HVAC Systems) and may also include guidance from 22 08 00 (Plumbing Commissioning).

· The commissioning process includes:

· Review of design and submittals;

· Inspection of installation for compliance;

· Testing and verification of system operation under various load/temperature conditions;

· Calibration, controls, alarms, and safety feature checks;

· Documentation and turnover of reports, as-builts, and O&M manuals;

· Training of VA facility personnel as required.

5. Resources:

· VA Master Spec 23 08 00 – Commissioning of HVAC Systems (PDF)

· VA Master Spec 22 08 00 – Plumbing Commissioning

· VA Technical Information Library (TIL)

6. Project-Specific Instructions:

· Always refer to the project contract and Division 23/22 sections for specific requirements—occasionally, exceptions or additional instructions are included.

· If a dedicated Owner’s Commissioning Agent (CxA) is not specified in the contract, request written clarification from the VA Contracting Officer.

6. Temporary Redirection of Utilities Is it feasible to redirect steam and cold water supply from the non-functional exchanger to the first newly installed exchanger, and subsequently route hot water through the existing (non-functional) piping until full repiping is completed?

ANSWER: Not recommended for this project, but Possible if strict safety, infection control, and performance requirements are maintained—and with prior VA approval.

Key Considerations:

1. Engineering Review & Approval:

· Any temporary re-routing or use of non-functional system components must be reviewed, stamped, and approved by a licensed professional engineer and the VA’s project engineering and safety staff.

· Proposed modifications are subject to VA approval and may require updated drawings, risk assessments, and temporary operational procedures.

2. Interim Life Safety & Infection Control:

· Temporary piping and “bridging” through existing (non-functional) systems in a healthcare environment must comply with VA Infection Control Risk Assessment (ICRA) and Interim Life Safety Measures (ILSM) requirements.

· Dead-legs or previously non-functional piping can harbor legionella and other pathogens. VA policy and guidelines (and VA Office of Construction & Facilities Management requirements) prohibit placing into service any domestic hot water piping or components that have not been properly disinfected and certified safe for use.

· Ensure flushing, chlorination, bacteriological testing, and clearance by the VA safety/environmental health staff before placing any such lines into service, even temporarily.

3. System Performance:

· The rerouted setup must maintain required flow, pressure, and temperature to all endpoints at all phases of construction.

· Temporary arrangements must not risk scalding, stagnation, or loss of hot water supply to patient care areas at any time.

4. Phasing & Communication:

· Submit a detailed, stamped phasing and temporary piping plan to the VA Project Manager, showing valves, routes, and safeguards.

· Coordinate all planned shutdowns, switchovers, or bypasses with VA facility engineering, infection control, and clinical departments in advance.

5. Regulatory Adherence:

· Ensure compliance with VA Master Specifications, facility policies, and applicable plumbing/health codes throughout all temporary and permanent work.

Summary Statement:

· While it may be technically feasible to redirect supply lines and temporarily use existing piping, this approach is not recommended in this scenario and would be subject to VA engineering analysis and strict compliance with safety, infection control, and operational requirements.

7. Phased Installation Approach Can one new heat exchanger be installed adjacent to the existing system, brought fully online, and then allow for removal of the current system prior to installing the second new exchanger in its place?

ANSWER: Yes, this is a commonly used and generally acceptable approach for minimizing downtime and ensuring continuity of service in VA facilities, provided certain conditions are met. Installing one new heat exchanger adjacent to the existing unit and bringing it fully online before removing and replacing the old exchanger (and subsequently installing the second new one) is often referred to as a “phased replacement” or “parallel installation.” This method helps to maintain uninterrupted heating or hot water service and enhances safety during the transition. Temporary or permanent piping modifications (such as bypass lines or isolation valves) may be needed to allow for the parallel operation and isolation of individual heat exchangers. All modifications must comply with VA Master Specifications (Division 23) and be reviewed by VA engineering staff.

8. Controller (“Brain”) Integration The control system will need to be installed and operational with the first exchanger and later integrated with the second unit.

· Are there any concerns or limitations regarding maintaining continuous hot water service during the installation and integration of the control system?

ANSWER” Yes, there are several concerns and potential limitations to maintaining continuous domestic hot water service during control system installation and integration. At VA facilities, uninterrupted hot water supply is a critical patient care and operational requirement. Please consider the following points:

1. Service Continuity

· Requirement: Maintaining continuous domestic hot water is essential for VA medical centers and other facilities, especially for inpatient care areas, kitchens, and other critical services.

· Implication: Any planned work or integration that could interrupt service must be coordinated with VA Engineering, and appropriate backup must be in place.

2. System Redundancy and Bypass

· Existing Redundancy:

Some systems may have redundant (parallel) heat exchangers or backup domestic hot water sources. If redundancy is available, isolate and work on one unit at a time to preserve service.

· Temporary Bypass:

If redundancy is lacking, a temporary hot water bypass or secondary heat source may need to be provided for the duration of the control system work.

3. Cutover Planning

· Integration Steps:

Ensure the new control system is tested, pre-commissioned, and ready for switchover before taking the existing controls offline or making any cutover that could impact service.

· Timing:

Plan installation and system cutovers during periods of lowest facility hot water demand, typically overnight or weekends, with prior written approval from VA.

4. Coordination and Communication

· Notification:

Provide advance notification (per VA policy, typically 72 hours minimum) to all affected stakeholders, including clinical staff, infection prevention, and facility management.

· Emergency Planning:

Develop and document contingency plans including immediate restoration steps if service interruptions occur unexpectedly.

5. Infection Control and Patient Safety

· Water Temperature:

Unplanned or prolonged outages increase Legionella and other waterborne pathogen risks; control system downtime should be minimized, with ongoing temperature monitoring.

· Documentation:

Closely document all work, valve positions, and status of system during integration activities.

6. VA Policies & Approvals

· All work must comply with:

· VA Master Construction Specifications (Divisions 23 and 25, controls for plumbing/HVAC)

· Local facility engineering work control and hot work permitting

· VHA guidelines for water-temperature management and Legionella prevention Summary Table

Recommendation:

Before beginning work, submit a detailed phasing and integration plan for approval. Clearly outline steps to assure no loss of hot water service, define contingency actions, and document safety controls.

If specific site conditions present challenges (e.g., no redundancy, old controls), discuss solutions with VA Engineering to identify suitable workarounds or temporary setups.

9. System Testing Requirements We understand that the newly installed system must be tested to confirm it can meet the hospital’s hot water demand prior to decommissioning the existing exchanger.

· Are there specific performance benchmarks, load conditions, or validation procedures that must be followed during this testing phase?

ANSWER:

1. Performance Benchmarks:

Typically, the new system must:

· Achieve and maintain the required supply temperature for domestic hot water under peak demand, as specified in the design documents (commonly 120°F or per facility requirements).

· Sustain the required flow rate (in GPM, gallons per minute) based on the facility's maximum anticipated demand.

· Demonstrate response and recovery times as set in the project or VA specifications.

· Show sufficient outlet temperature stability and pressure for all points of use across the facility.

2. Load Conditions:

· Testing should simulate worst-case (peak) load conditions, meaning maximum simultaneous use expected in the hospital.

· Contractors may need to coordinate with VA facility engineering staff to determine representative peak times or provide simulated load banks if actual use is infeasible.

3. Validation Procedures:

· Testing and commissioning should follow the guidelines in the latest version of the VA Master Construction Specifications, Section 23 21 11 – Boilers and Related Equipment, and Section 23 21 13 – Hydronic Piping (as applicable).

· Document tests including initial fill, circulation flushing, temperature/pressure checks, and continuous operation under peak load for a set duration (ex: 24 hrs).

· Monitor and record inlet/outlet temperatures, flow rates, and system pressures at multiple points.

· Verify alarm and control systems function as required (e.g., temperature controls, emergency shutdown).

· Document results and any deviations; VA engineering staff must accept results prior to decommissioning the old system.

References and Additional Documentation:

· Contractors should reference the project-specific Division 23 (Mechanical) specifications.

· The VA Construction and Facility Management website provides up-to-date Master Specifications: VA Technical Information Library.

· Commissioning guidance: 23 08 00.

Recommendation:

Before construction, request clarification from the VA contracting officer or facility engineer if the project manual contains unique performance criteria or validation steps beyond standard VA specifications.

10. Potential Risks or Constraints Based on project experience, are there any known challenges, risks, or constraints (e.g., tie-in limitations, control sequencing, downtime risks, or space constraints) that we should anticipate during installation?

ANSWER: Yes, several challenges, risks, and constraints are commonly encountered during domestic hot water heat exchanger installations in healthcare and VA settings. Being proactive in identifying and addressing these issues can help minimize disruptions and ensure project success.

Common Challenges, Risks, and Constraints

1. Tie-in and Integration Limitations

· Aging Piping/Valves: Original valves may leak, be inoperable, or fail to isolate properly, complicating the tie-in process.

· As-builts vs. Reality: Existing documentation may not reflect field conditions; unexpected piping layouts or hidden utilities can impede installation.

· Limited Isolation: Inadequate or poorly located isolation valves may require additional temporary valving or shutdown of broader building systems.

2. Control System Sequencing

· Complex Controls: Integration with the building automation system (BAS) can be more involved than anticipated, particularly if PLCs, sensors, and communication protocols differ.

· Programming Delays: Configuration and programming of control logic (temperature, flow, alarms) can prolong commissioning.

· Unplanned Setpoint or Logic Conflicts: Legacy systems may not function seamlessly with new components, risking temperature out-of-range conditions or loss of remote visibility.

3. Downtime and Service Risks

· Critical Service: Shutdowns, even brief, can impact patient care areas, kitchens, laundries, or infection control measures.

· Unforeseen Outages: Tie-in attempts can trigger unexpected leaks or system failures, increasing downtime.

· Legionella Risks: Water temperature excursions increase risk of bacterial growth.

4. Physical and Space Constraints

· Tight Mechanical Rooms: Limited access/clearance for new equipment installation—especially large plate/frame or shell-and-tube heat exchangers—can pose rigging and placement challenges.

· Routing Conflicts: New piping or electrical/cabling may compete for space with existing utilities.

5. Infection Control and Safety

· Contamination Risk: Work can create dust, debris, or water hammer—requiring infection control barriers, negative air, or special work hours.

· Hot Surfaces/Pressures: Residual steam/hot water is hazardous; extended cool-down may be needed.

Recommendations for Mitigating Risks

· Detailed Pre-Survey: Conduct a site walkdown with VA engineering to verify all tie-in points, valve status, and access.

· Shutdown Plan: Develop and communicate a step-by-step shutdown, tie-in, and contingency plan.

· Schedule Coordination: Plan work for off-peak hours and ensure all stakeholders are notified well in advance.

· Infection Control: Collaborate with VA Infection Prevention for necessary barriers, monitoring, and cleaning protocols.

· Safety Checks: Include lockout/tagout, hot work permits, and personnel training.

AMENDMENT TWO RESPONDING TO QUESTIONS