Technical Question Tracking Sheet.docx
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- Solicitation number
- 36C77621R0156
About this file
This document contains a technical question tracking sheet and responses from a federal agency regarding a solicitation for a design-build parking structure project. The tracking sheet includes questions from contractors about requirements and clarifications from the soliciting agency. Key details include that the project is to design and construct a multi-level precast concrete parking structure of approximately 350,000 square feet and 5-levels including one partial subterranean level. The structure is to accommodate 900-1,000 controlled parking spaces, with a minimum of 700 net new spaces required. The project will also include creation of a new 3-bay truck dock facility and 6,000 square foot warehouse/administrative support space. The period of performance is approximately 485 calendar days. The solicitation will be a service-disabled veteran-owned small business set-aside issued by the Department of Veterans Affairs.
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TECHNICAL QUESTIONS
AND RESPONSE TRACKING SHEET
Construct Parking Structure DB – Madison 36E77621R0156
PROJECT TITLE
SOLICITATION #
| Ques # |
| QUESTION RECEIVE |
DATE
QUESTION ANSWERED
DATE
| CONTRACTOR QUESTIONS |
| VA RESPONSES TO QUESTIONS |
| 1 | |
| 11.10.21 | |
| 11.15.21 | |
| Reference the Solicitation, Part 2.7 Proposal Requirements, Sub-Part B Phase 1 Proposal Format and Evaluation, Factor 3 Technical Qualifications (Key Personnel). It states that “The Offeror shall also provide a resume for each of the following key construction personnel: Project Manager, Site Superintendent, Safety Officer, and Demolition subcontractor.” It goes on to state “For any subcontractors identified, provide….” and “Please delineate the approximate percentage of work the prime contractor will perform and the approximate percentage of work the subcontractors (collectively) will perform.” There are multiple questions here: | |
| a. | Considering this is just Phase 1 of a 2-Phase Design/Build and the conceptual design has not even been developed yet, selecting applicable subcontractors can be difficult at this stage. If it is imperative that potential subcontractors be also evaluated, can the requirement to list them be shifted to Phase 2? |
| b. | If not, is only the Demolition subcontractor required to be named, or are there others required? |
| c. | Determining the percentage of work performed will also be difficult at this point. Can this requirement be moved to Phase 2? |
| At this time we will need resumes for the subcontractors identified in the phase 1 Factor 3, Technical Qualifications (Key Personnel). We will also need the percentage of work provided in Phase I also. |
| 2 |
| 11.10.21 |
| 11.15.21 |
| We respectfully request the page count be increased from 28 pages to 40 pages so that adequate space is available to respond to Factor 2. Currently, Factor 1 is allotted 10 pages and Factor 3 has a possible limit of 16 pages designated for the resumes (8 resumes at 2 pages per resume). Between Factor 1 and Factor 3, 26 pages of the 28 are used up, leaving only 2 pages for Factor 2. However, offerors can submit up to 3 projects, possibly 5, under Factor 2 if they include A/E experience. Increasing the page limit would allow offerors to submit all the required information |
| The page limit has been changed to 34 pages. |
| 3 |
| 11.10.21 |
| 11.15.21 |
| Please confirm that the table of contents, cover page, and divider tabs are excluded from the total page count for the Phase I and do not count towards the current page limits? |
| Table of contents, cover page, and divider tabs are excluded from the total page count for the Phase I and do not count towards the current page limits |
| 4 |
| 11.10.21 |
| 11.04.21 |
| 4Reference Factor 1: Technical Approach, Construction Approach, the RFP asks for a narrative describing the “coordination with the design package, projected timelines and phases and coordination of work.” By stating “projected timelines,” are we required to submit specific timelines in terms of days, weeks, and months like those that will be included in Phase II, Volume I as part of the draft project schedule? Or does the VA intend for us to provide a more general discussion of the order in which the trades will be completed during the project and how they will be coordinated? |
| The latter is expected, however, detailed breakdown could be beneficial information to all. |
| 5 |
| 11.10.21 |
| 11.15.21 |
| If an org chart is provided as part of an offeror's response to Factor 3, please state if it will count against the identified page limits? |
| The Org Chart will count towards the page count. Only table of contents, cover page, and divider tabs are excluded from the total page count for the Phase I and do not count towards the current page limits |
| 6 |
| 11.10.21 |
| 11.15.21 |
| Per the RFP, administrative documents (SF1442, Reps & Certs, bid-bond, etc.) are only required to be returned in Phase II. As such, what relevant company information is required in an offeror's Phase I submission? |
| Please follow the factors that are provided with Phase I and provided what is being asked within those 3 factors as well all other information that is required per the solicitation. |
| 7 |
| 11.10.21 |
| 12.6.21 |
| Please re-issue Attachment B Site Utility Plan that was issued with the RFP. It looks as though several different utility drawings were overlayed and the legends, etc. are not legible. |
| These drawings will be re-issued to the successful awardee. Pertinant information is currently legible in the areas of the anticipated construction showing potential underground obstructions. |
| 8 |
| 11.10.21 |
| 12.6.21 |
| The General Requirements Section 01 00 00 (paragraph 1.5 A) notes a motor vehicle restriction that only authorizes a single parking permit for the general contractor and notes that all others will need to find remote parking off VA property. The site plan notes “contractor parking” just SE of the project site and adjacent to the southern property line. Is contractor parking allowed at this location or on / within the confines or our site? |
| Only one VA parking permit will be issued for on site parking for the General Contractor. Other contractor vehicles will be allowed within a fenced construction site along with equipment staging areas construction materials. |
| 9 |
| 11.10.21 |
| 12.6.21 |
| The General Requirements Section 01 00 00 (paragraph 1.31) notes a very detailed photographic documentation system to be used for monthly photos. We have used this type of photographic system in the past on complex projects and it is a costly requirement and justified on large complex projects. Would the VA accept a standard commercial photography program which provides monthly progress photos as outlined without the indexing/navigation system? |
| The VA would accept a standard commercial photography program which provides monthly progress photos as outlined without the indexing/navigation system. |
| 10 | |
| 11.10.21 | |
| 12.6.21 | |
| The Quality Control Specification Section 01 45 00 (paragraph 3.4) outlines the requirement for additional CQC support personnel, i.e., electrical, mechanical, civil, structural, environmental, architectural, materials technician submittals clerk, Commissioning Agent/LEED specialist, and low voltage systems and states that they ALL shall be directly employed by the General Contractor to support the Quality Control Manager and cannot be employed by a supplier or subcontractor on this project. It further states that these personnel be physically present at the construction site during work on the specialized personnel’s areas of responsibility. These 2 statements alone will drive the overhead costs of this project to an excessive amount. Please address the following concerning this topic. | |
| a. | It states elsewhere that the Commissioning Agent is directly employed by the VA. Please clarify which is correct. Are they employed by the VA, or by the Contractor? |
| b. | Normally on a Design-Build Project we use our design consultants and our testing lab personnel to support our quality control manager on the project. Considering this is a design-build project and it’s a precast parking garage and not a complex medical facility, can these support personnel QC positions be filled by subcontractors, testing firms, and / or our design consultants and not be required to be on-site full time? |
| The General contractor shall directly employ CQC support and testing personnel . |
The GC shall shall directly employ Commissioning Agent. QC/Testing shall be directly hired as consultants by the GC.
The CQC/Testing/Commissioning personnel only need to be at the site to check on their areas of responsibility where appropriate and when requested by the VA.
| 11 |
| 11.10.21 |
| 12.6.21 |
| Reference Section 00 11 21 (paragraph A1. 2. & 3) where it notes a requirement to prepare an Environmental Assessment and an Environmental Impact Statement. Normally the environmental assessment and impact statement is performed during the project development by the VA and covers the NEPA requirements which includes the historical and cultural issues associated with the construction location. |
a.Will the required (EA) environmental assessment be a Phase I, prior land use with soil and water sampling?
b. How will we address a Phase II assessment and remediation should the Phase I note an environmental issue? Will that be handled as a MOD?
c. Will we need to prepare a cultural/historical record search along with the probable risk factors associated with the construction site as part of this EA?
d. If cultural/historical record search is required to schedule / have meetings with the local cultural or historic groups related to the record searches or our assessment?
e. Do we need to budget for posting the impact statement in the Federal Register?
11a. The EA will be removed as a requirement. If it is later determined that one is needed, this will be the responsibility of the VA.
11b. If any remediation is required, it will be handled as a Mod.
11c. This would typically be part of the EA, the EA requirement will be removed.
11d. See the previous answers.
11e. No, see the previous answers.
| 12 |
| 11.10.21 |
| 12.6.21 |
| Reference Section 00 11 21 (paragraph 6 A & B) notes a requirement to provide a temporary or mobile generator to maintain the hospital functions during any scheduled utility outage that impacts the hospital functions. Please provide the latest as-built/record drawing for the underground electrical distribution system and single line drawing that details the circuiting and switching available and the location of the switchgear and transformers that have switch capabilities or feed through load breaks. |
| The appropriate one-line diagrams will be turned over to the successful awardee to this solicitation. |
| 13 |
| 11.10.21 |
| 12.6.21 |
| Is there a desired location / direction of facing for the 3-bay truck dock and 6,000 sq. ft. warehouse/administrative support space within the footprint of the garage, or is this left up to each D/B team to determine? |
| This is left to the DB team to evaluate along with the VA during the design period. |
| 14 |
| 11.10.21 |
| 12.6.21 |
| Is there a desired basic space plan for the administrative support space, or a list of rooms and offices to be included in the design? |
| The list of administrative rooms to be located in this area shall be more clearly defined through meetings with the DB team and the hospital stakeholders of the anticipated new space. |
| 15 |
| 11.10.21 |
| 12.6.21 |
| Confirm that the connecting corridor is to be a conditioned space. |
| Yes, the connecting cooridor is to be a climate controlled space. |
| 16 |
| 11.10.21 |
| 12.6.21 |
| Is it required that the connecting corridor connect to a conditioned ‘lobby’ area within the parking garage, or can it just connect to the top floor of the parking garage and open out into the elements? |
| A climate controlled space is expected from the elevators that come off the new dock area to the new connecting corridor. |
| 17 |
| 11.10.21 |
| 12.6.21 |
| How many dock lifts or levelers shall be incorporated into the design of the 3-bay truck dock? |
| All bays should have a dock leveler as a mininmum. |
| 18 |
| 11.11.21 |
| 12.6.21 |
| Section 00 11 21, paragraph A1. 1, notes we are to Design and Build a Parking Structure that will accommodate 900-1,000 spaces (700-800 net new parking spaces). When analyzing proposals, the total cost of the garage and vary tremendously when the required number of spaces is stipulated by a range of 100. Can the VA specify a minimum number of parking spaces, either net or total, so we are all bidding on an established minimum quantity of parking spaces within the new parking structure? |
| The minimum number of net new spaces is 700. |
| 19 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraph A1. 2., notes we are to include environmental remediation / decontamination as part of this SOW. | |
| a. | Has the VA performed any environmental audits that would outline the types of environmental contamination present within the footprint of the proposed parking structure? |
| b. | Has the VA submitted any documentation to the local Department of Environmental Protection for the noted issues if an audit has been performed? |
| c. | Has the VA received a Consent Order to remediate any type of contamination? |
| d. | Please provide any documents that would describe the location or extent of the contamination if it is known. |
| e. | Please clarify how we are to budget for remediation/decontamination work for this project, i.e., include basic soil and water sampling and address the remediation under the differing site conditions clause? |
19a. No audit has been done to address the area within the anticipated footprint of the new parking structure. However, asbestos surveys have been done within the existing hospital stuctures.
19b. No known contaminants have existed within the footprint of the proposed new construction area.
19c. No remediation has ever been required within the footprint of the proposed new construction area.
19d. None – see previous answers 19e. If contamination is discovered as an unforeseen condition, remediation to be handled as a Mod.
| 20 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraphs A1. 6. A., notes we are to locate all existing underground utility systems and shut down, disconnect, cap, etc. to make it safe for construction activities and to coordinate with the Utility Companies and the Hospital. Section 00 11 21, paragraph A1. 6. B. notes we will need to schedule the utility outages, shutdowns, etc. after hours and weekends and notes that a temporary generator may be needed to temporarily maintain the hospital functions. Section 00 11 21, paragraph A1. 6. D. notes demolition activities as required for below grade footings, foundations, tunnels, etc. | |
| a. | Will we be required to provide any additional temporary utilities that may be impacted by the construction activities, i.e., water, sewer, telecom, natural gas, etc.? |
| b. | Concerning the site demolition requirements, are there any known structures as it applies to “tunnels”? |
| c. | Please provide the latest As-Built/Record Drawings for the individual site utilities systems which are located within the footprint of the new Parking structure which shows the approximate location and depth of the systems, i.e., W (drawings), P (drawings), E (site electrical distribution and lighting), Irrigation Drawings, Telecom, Storm, Sanitary, and water distribution, etc. |
20a. DB contractor is required to provide any temporary means necessay to bridge the gap for prolonged utility outages that are not acceptable to the utility or hospital. Most outages should be coordinated and scheduled to happen during time periods with the least impact to the hospital.
20b. the VA is unaware of any tunnels, however, see the accompanying site utility dwgs provided in the solicitation for potential underground obstructions.
20c. any additional as-built site information will be provided to the successful awardee. See the accompanying site utility dwgs provided in the solicitation.
| 21 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraphs A1. 6. E. xiii. notes a requirement for anti-fall protection for each elevated level. On our most recent VA Parking Garage projects we were required to provide fall protection for all areas where someone could fall over 8 ft., i.e., interior ramps, etc., as well as on the ground level in order to give the VA the ability to ‘lock down’ the building. | |
| a. | Is the requirement for fall protection only at the exterior perimeter elevated locations over 8 ft., or at ANY location with a fall height of 8 ft. or more, i.e. interior ramps, lite walls, etc.? |
| b. | Is the facility / building going to be designed where the VA can lock down the facility, therefore having anti-fall / security panels also on the ground level? |
21a. provide fall protection at ANY location with a fall height over 8 ft.
21b. we are not a lockdown facility, therefore no anti-fall/security panels on the ground level.
| 22 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraphs A1. 6. E. a. ii., notes a requirement to accommodate a minimum of 500 new controlled and striped parking spaces plus up to 500 additional controlled access spaces as feasibly practical. Paragraph A1. 1. Notes 900-1,000 spaces controlled and stripped. | |
| a. | Are we to design for both controlled spaces and un-controlled spaces, i.e., free in and free out for 50% of the spaces and internal access control gates for 50% of the spaces? |
| b. | Are we to incorporate a design that includes parking for patients (un-controlled) and parking for staff (controlled)? |
22a. design a minimum of 700 net new spaces as answered in an earlier question (#18). Provide striping in all newly constructed controlled parking areas in the ramp and outside. Also provide striping for all modified parking areas from this project.
22b. parking is anticipated to be only for employees and dock/logistics traffic (all controlled).
| 23 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraphs A1. 6. E. a. vi. notes the requirement for gate control at entrances and exits using proximity card readers. Section 00 11 21, paragraphs A1. 6. E. a. ii., notes a requirement for controlled and uncontrolled parking. Normally on VA garages we install free out exit gate control with safety loops and avoid using card readers for the exit gate. This minimizes wait times and avoids accidents when vehicles are exiting the garage. | |
| a. | Are all entrances to be designed with access card controlled gates? |
| b. | Will the exits also use access card controlled gates or free out exit gates? |
| c. | Please clarify the separation of controlled and uncontrolled parking, i.e. lower level uncontrolled and upper levels controlled? |
23a. Entrances – card access controlled.
23b. Exits – free out (but gated) is acceptable.
23c. All levels are to be controlled parking, all external parking areas shall also be controlled. Only roadside areas are anticipated as uncontrolled.
| 24 | |
| 11.11.21 | |
| 12.6.21 | |
| Section 00 11 21, paragraphs A1. 6. E. a. xii notes the garage shall be fully sprinklered. The VA’s Fire Protection Design Manual requires Parking Garages to be designed in accordance with NFPA 101 (Life Safety Code) and NFPA 88A. NFPA 88A outlines a requirement to provide a dry standpipe system for parking garages which are designed as an open parking garage and an automatic sprinkler system for an enclosed parking garage, but there is an exception if the parking garage is designed with an approved supervised automatic fire detection and alarm system. We understand that the enclosed areas, i.e., warehouse, connecting corridor, admin areas, and enclosed support rooms require an automatic sprinkler system. | |
| a. | Please clarify the design requirements for the sprinkler system for the parking garage, i.e., per NFPA 101 & NFPA 88A. Is it truly the intent that the entire parking garage be ‘fully sprinklered’ even though not required by code? |
| b. | Please provide a copy of the latest flow test for a fire hydrant which is located the closet to the construction site. |
24a. It is not the the VA’s intention to fully sprinkler something that is not required by applicable codes. Provide a fully sprinklered system as allowed by the NFPA. If the exception allows for only an approved supervised automatic fire detection and alarm system, and is a feasible solution to the construction situation, then I would anticipate the exception be allowed.
24b. see the attached flow report document
| 25 |
| 11.11.21 |
| 12.6.21 |
| Section 00 11 21, paragraphs A1. 6. E. a. xiv notes a requirement to provide a security camera system (CCTV) which provides full coverage and ties into the existing Exacq Vision System by Johnson Controls Inc. |
a.Please provide an as-built/record drawing of the existing CCTV system which shows the location of the headend equipment.
b.Please advise if the CCTV runs on its own network or if it is installed on the VA’s network using a VLAN that has been established for Johnson Controls’ system.
c.Please provide a as-built/record drawing for the location of the network and network switches that support the CCTV system.
d.Please advise if the added cameras will require any additional system storage, i.e., added DVR’s.
e.Please advise if we should design the CCTV system as a standalone system installed in the parking garage with remote viewing from the existing system.
25a. All video servers and storage reside in OI&T Server room C125 on ground floor of main hospital 25b. Confirmed, the CCTV runs on the VA’s VLAN that has been established for JCI.
25c. That’s correct. Camera specs available on request. Axis cameras running on a JCI installed and supported exacqVision system on BCDVideo servers. As-built record dwgs for this are unavailable.
25d. Negative. System backbone is being upgraded with a 1.3PB SAN. A new server to handle them will be required. I can supply specs for the two we just ordered for the current cameras on request.
25e. Not standalone. Integrate with current system. Recommend a coper-to-fiber switch in the ramp just for cameras, and then fiber from the ramp to the main server room (Ground Floor, C125). Logistics in the ramp will also need a switch.
11.11.21
| 12.6.21 |
| Section 00 11 21, paragraphs A1. 6. E. a. xv. notes a requirement to add wireless emergency call boxes on each level of the parking garage. The VA Parking Garage Design Manual recommends a minimum of two emergency call stations per level. |
a.Please provide an as-built/record drawing of the existing emergency call system which shows the location of the headend equipment.
b.What is the required number of emergency call stations per level for this particular project?
26a. Our ‘head-end’ to the Lynx system which would be tied to the emergency call boxes is located on our ground floor and resides in the server room B108a. Any addional as-built documents are unavailable.
26b. 2 call stations per level as a minimum.
| 11.18.21 |
| 12.6.21 |
| The solicitation documents include the VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety protocols for Federal Contracts. This requires contractor employees who work in or travel to the VHA locations to be vaccinated, with proof, or have a medical or religious exemption. Please confirm that this will be extent of the COVID-19 vaccination requirements. |
| Please follow the reference attachment and FAR clause 52.223-99 OCT 2021 Deviation - COVID Safety Protocols Fed Contractors included in the Phase 1 Solicitation. |
| 11.18.21 |
| 12.6.21 |
| The solicitation allocates 485 calendar days to complete the contract (both design and construct). As currently specified, we anticipated more time will be required to design, procure, and construct the entire structure. For example, we are hearing precast procurement will take 56 weeks; we estimate a 12-month construction schedule from ground breaking to completion. Would the VA consider an earlier NTP for long lead procurement items (precast), or allow flexibility with a longer construction schedule? |
| 28. The VA will not revise the 485 calendar days at this time. The VA based the contract days on our previous parking ramp construction. |
If a situation exists, it shall be identified/noted in the RFP as a potential issue to address and/or should come to light in the preliminary schedule provided by the DB team. The situation can then be evaluated at either of these times.
| 11.30.21 |
| 12.6.21 |
| Factor 2 Specialized experience. May we submit projects that are relevant in experience that are currently at 80% - 90% Construction complete? |
| 29. 80-90 % completed relevant construction may also be submitted, but shall be labeled as such or “not yet completed” |
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