S06 - Amendment 0003 - Technical Responses - Chillicothe.pdf

TECHNICAL QUESTIONS AND SOLICITATION #: 36C77626B0018

RESPONSES TRACKING SHEET PROJECT TITLE: 538-21-705 – EHRM Infrastructure Upgrade Tier 2

– Construction – Chillicothe VAMC

# RECEIVED ANSWERED CONTRACTOR QUESTION VA RESPONSE

1 Due to the instability in our current economy such as price escalations, tariffs, procurement issues, and vendors unable to reasonably hold prices for more than 30 days, please change the contract type to a fixed-price contract with economic price adjustment pursuant to FAR 16.203.

In accordance with FAR 16.202 and 52.216-1, this requirement will remain a firm-fixed-price contract.

2 Due to the instability in our current economy such as price escalations, procurement issues, and vendors unable to reasonably hold prices for more than 30 days, please reduce the price-hold period to 30 days.

The Government standard concerning price-hold period is 90 calendar days and will not be altered.

3 Will the government pay for materials stored per VAAR 852.232-70 and FAR 52.232-5? We have experienced PCAC Contracting Officers refusal to pay for materials stored on site during these periods of material shortages and the need to expedite procurement of materials when available to meet schedule obligations and prevent project delays. This is an important factor in preparing Price proposals.

In accordance with contract terms and conditions, Contractors should not submit an offer assuming the Government will approve monthly progress payments for 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. Payment of stored materials and/or equipment is at the Contracting Officer’s discretion and will be handled on a case-by-case basis during the contract and under such terms and conditions as the Contracting Officer approves.

4 Please confirm that any designers or consultants who provided professional services for the construction documents, including reports, are precluded from pursuing this project as a Prime contractor, Mentor-Protégé partner, or subcontractor.

Any member of the design team of this project is not permitted to be part of the construction team.

5 Please confirm that this project is a competitive SDVOSB set-aside and that any bonding provided by a contractor must be through a SDVOSB or SBA/VA APPROVED Mentor-Protégé partnership under the SBA/VA Mentor- Protégé program in which the partnership has been approved prior to the due date.

This project is set aside for SDVOSBs. The bonding requirements must be met for this project per the applicable clauses, provisions, and instructions to offerors.

6 Please confirm that a large business not part of an SBA/VA APPROVED Mentor-Protégé team under the VA Mentor- Protégé program cannot provide a bid guarantee or a payment & performance bond for a SDVOSB.

This project is set aside for SDVOSBs. The bonding requirements must be met for this project per the applicable clauses, provisions, and instructions to offerors.

7 When visiting the link, I noticed the project was “set aside for Service-Disabled Veteran Owned Small Business” – does this mean that General Contractors cannot bid the project unless they meet that requirement?

Yes, this project is a 100% set-aside for SDVOSBs. The prime contractor submitting the offer must be certified as such in the SBA VetCert database.

8 Is this project tax exempt? If the project is sales tax exempt will the government/VA provide a sales tax exemption certificate?

Yes. See Special Note regarding FAR 52.229-3 Federal, State, and Local Taxes in the solicitation.

9 Will the Government provide detailed written requirements for contractor badging? Please clarify the process for obtaining PIV badges, including required documentation, background checks, and estimated processing timeframes.

Regardless of affiliation, everyone working within VA facilities or requiring access to VA information systems requires a VA PIV Card. PIV badging requirements can be found at https://www.osp.va.gov/How_To_Get_A_VA_ID_Badge.asp Immediately after the bonds are provided to the Government, the contractor shall immediately start working with the identified COR at the site to commence the VA PIV process for all known contractor personnel that will be working the project. All contractors must have a PIV Card in order to work on site.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.osp.va.gov%2FHow_To_Get_A_VA_ID_Badge.asp&data=05%7C02%7C%7Ca161741650ed4b22218208de6008203d%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C639053785169652282%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=bOyRo4yD6UcMOZ261M7rEERPQ4zyMuZo1ibLTo%2BidoM%3D&reserved=0

10 Request for site visit sign-in sheet. Please visit SAM.Gov for contract opportunity 36C77626B0018.

An amendment was posted on 4/9/2026 regarding the site visit sign-in sheet for this requirement. You will be able to locate the sign-in sheet in the opportunity attachment section.

11 It mentions “Offerors must Include page numbers and its company name in the header or footer of each page of all attachments”. Does this only apply to pages created by our company? Not from other sources? Such as Standard forms from GSA needed to be signed and just inserted into the file.

Yes, this only applies to documents appropriately created by the contractor. Standard Forms need not be altered in any fashion.

12 4/1 4/1 The WD that is posted is incorrect.

The posted WD is for Licking County, but I believe the VAMC in Chillicothe is in Ross County?

Posted Amendment 0001 – Corrected Wage Determination to Ross County.

13 4/7 Can you provide the applicable Division 9 Specifications? Division 9 (FINISHES) is not used on this project. Where new gypsum board, paint, resilient base, or patching of finishes is required, the construction direction is provided directly on the drawings and in associated divisions. See Sheet 018-A-121, Reference Keynotes 10R (wall base — color, size and type to match existing), 34R (new 1-hour interior partition assembly description), 35R (double-layer 5/8" Type X gypsum board per UL V497), and 36R (texture and paint new gypsum board to match existing adjacent surfaces). Firestopping of rated assemblies per Section 07 84 00. Joint sealants per Section 07 92 00. All painting to match existing is incidental to the drawing notes and shall be submitted for COR approval.

14 Note 33R on 018-A-121 indicates a new raised floor system. Can you please provide detail on the existing system including height and type to match?

Keynote 33R on Sheet 018-A-121 requires the new raised floor system to MATCH EXISTING HEIGHT AND TYPE.

The Contractor shall field-verify existing raised floor height, panel size, panel construction (stringer/stringerless, steel/aluminum/concrete-filled), finish (HPL/vinyl/bare), grounding, and understructure prior to submittal in accordance with the contractor's site-visit and dimension-verification obligations under Specification Section 01 00 00, Paragraphs 1.1.B and 1.4. Design intent is a downflow CRAC air distribution plenum beneath a telecommunications-rated access floor. Submit manufacturer product data and shop drawings per Section 01 33 23 for COR/A-E approval. Cutouts at CRAC returns, cable penetrations with grommeted seals, and bonding to the common grounding electrode per Section 26 05 26 are required.

15 Note 34R on 018-A-121 indicates a new 1-hour rated wall.

Can you provide a cut section detail of this wall?

The wall assembly is fully described in Keynote 34R on Sheet 018-A-121: "INSTALL NEW 1-HOUR RATED

INTERIOR PARTITION. 5/8" TYPE X GYPSUM BOARD

ON EACH SIDE OF 3-5/8" METAL STUDS PER UL 465

WITH FULL HEIGHT SOUND ATTENUATION

INSULATION." The UL U465 listing governs stud gauge/spacing, fastener schedule, head-of-wall and base-of-wall conditions, and penetration protection — no separate cut section is required. Firestop all through-penetrations per Section 07 84 00. At adjoining existing single-layer drywall, apply the remediation specified in Keynote 35R (2 layers 5/8" Type X per UL V497) to maintain the 1-hour rating. Construction intent is a continuous, full-height, acoustically insulated 1-hour barrier separating the Main Computer Room from adjacent administrative spaces.

For convenience the current (as of 4-23-2026) UL listed system for U465 and V497 have been provided. Additional UL systems may be reviewed at www.UL.com.

http://www.ul.com/

16 4/15 the existing panel manufacturer for MDP-1A? (Drawing 018- EJ-002 Power One Line)

Sheet 018-EJ-002 POWER ONE LINE identifies MDP-1A as an EXISTING (E) Main Distribution Panelboard, 800A, 208Y/120V, 3-phase, 4-wire, 14,541 SCA.

Manufacturer is a Eaton Pow-R-Line Series switchboard section.

17 What is the existing fire alarm system manufacturer?

(Drawing 018-FP-101 Fire Alarm One Line)

The existing building fire alarm system is a Simplex 4010ES FACP (Simplex/Johnson Controls). See Sheet

018-FP-101 FIRE ALARM ONE LINE DIAGRAM

("EXISTING FIRE ALARM PANEL (FACP)" with "EXISTING SIMPLEX 4010ES" callout) and Specification Section 28 31 00 Paragraphs 1.2.D and 1.2.B.a. Service provider is Simplex/Johnson Controls as confirmed in VA Response to RFI #34. All new addressable modules, graphics, and programming shall be fully compatible with the existing 4010ES per Section 28 31 00 Paragraph 1.2 (integration via addressable releasing interface modules, Class X SLC backbone in ¾" red EMT between the new RSFACU and the building FACP in basement Room 14).

18 Who provides and installs the clean agent system devices, conduit, and cabling? (Drawing 018-FP-105 Clean Agent Riser Diagram)

The Contractor provides, installs, programs, tests, and commissions all clean agent system devices, conduit, cabling, piping, agent, controls, and accessories. See Specification Section 21 22 00 (CLEAN AGENT FIRE SUPPRESSION SYSTEMS) Paragraphs 1.1.A–E and the scope notes on Sheet 018-FP-101 and Sheet 018-FP-105 CLEAN AGENT RISER DIAGRAM. Working drawings shall be signed by a NICET Level IV Special Hazards Suppression Systems Technician (Section 21 22 00, 1.4.A).

Related fire-stop and conduit requirements per Sections 07 84 00, 28 05 13, 28 05 26, and 28 05 28.33.

19 Can we perform all work during regular work hours? Not all work. Per Specification Section 01 00 00 Paragraph

1.22 (WORK AT OTHER THAN NORMAL HOURS): work that requires system shutdowns, interferes with normal VA functions, or is identified in Phasing Notes on Sheet G- 002/G-020 shall be performed outside normal VA hours.

Multiple shutdowns on this project will require after-hours performance (see VA Response to RFI #35 and RFI #42).

No interruption of VA Medical Center operations, services, network or internet connectivity, or utilities is permitted during normal VA hours. Routine construction work that does not interrupt VA operations may be performed during regular hours subject to COR coordination, ICRA controls (see Section 01 35 26 and RFI #30), and the 14-day shutdown notice requirement. Contractor shall include all premium time in the bid per Section 01 00 00 Paragraph 1.22.B.2 and General Sheet Note 18 on G-001.

20 4/16 Will the VA permit the use of Procore or an equivalent construction management software platform for submittals and project communications?

Any construction management software would need to be validated on a case-by-case basis. Generally, web-based services are more viable but still run the risk of being blocked by VA firewall. Installed software also referred to as client programs have greater barrier to use/access.

21 Will payment applications be accepted for materials stored on-site or in a bonded off-site warehouse?

See RFI Response #3.

22 Will the Government consider reducing the required bid validity period (e.g., to 120 days) to account for inflation and contractor pricing risk?

No. See RFI Response #2.

23 May one individual serve in dual or multiple roles (SSHO, QCM, Superintendent) if fully qualified?

If not, may the Superintendent also serve as SSHO?

Will the SSHO need to be full-time for this project?

Clarify if a superintendent can be a dual hat to cover the requirements of QA/QC?

If no to the question above, will the QA/QC need to be full time for this project?

Can a superintendent be a triple hat to cover the requirements of SSHO and QA/QC?

One individual may serve in multiple roles only if fully qualified for each role and approved by the COR, with the exception that the project Superintendent and the CQC System Manager (QCM) shall not be the same person.

Specifically:

(1) Per Section 01 45 00 Paragraph 3.1, the project Superintendent is held responsible for the quality of work and maintains physical presence on site at all times; the CQC System Manager is a separate position that reports to the Superintendent (3.2.B.1). Dual-hatting Superintendent/QCM is not allowed.

(2) Per Section 01 35 26 Paragraph 1.7.C, Competent Persons may have collateral duties as the subcontractor's superintendent and crew lead and may fill more than one specialized CP role. SSHO is a distinct position governed by Paragraphs 1.7.A and 1.7.D. A Superintendent who meets all SSHO training and experience requirements may serve as SSHO subject to COR acceptance.

(3) Triple-hatting (Superintendent + QCM + SSHO) is not approved because 24/7 coverage obligations across the three roles cannot reasonably be met by a single individual.

(4) Full-time on-site presence is required for the Superintendent and for the SSHO. QCM presence shall be full-time presence to execute the three-phase control system for all construction operations.

24 Will the VA accept a designated alternate SSHO or QCM during off-hours/night shifts to satisfy continuous presence requirements?

Yes. Per Specification Section 01 35 26 Paragraph 1.7.D, "The SSHO or an equally-qualified Designated Representative/alternate will maintain a presence on the site during construction operations in accordance with FAR Clause 52.236-6: Superintendence by the Contractor."

Alternate personnel shall meet the same training and qualification requirements as the primary SSHO (Section 01 35 26 Paragraph 1.8.A).

The same principle applies to the CQC System Manager — alternates with equivalent qualifications may cover off-hours/night shifts. Identify all primary and alternate SSHO, CP, and QCM personnel with resumes in the Accident Prevention Plan (APP) and CQC Plan submittals for COR acceptance prior to start of work (Sections 01 35 26 Paragraph 1.4 and 01 45 00 Paragraph 3.2.B.2).

25 The documents reference VA/VBA security procedures (badging, inspections, vehicle access restrictions). Can the VA provide a point of contact for coordinating subcontractor clearances?

Coordinated through COR.

26 Will the contractor be required to provide a site office/trailer, or will space within the facility be made available?

Office/trailer will not be provided. Trailer lot space may be coordinated with COR. Space within the building facilities.

Additional details for utility connections are detailed in RFI# 27.

27 Will the VA allow temporary connection to existing utility infrastructure, with the contractor responsible for metered usage?

Yes. Per Specification Section 01 00 00 Paragraph 1.18

(AVAILABILITY AND USE OF UTILITY SERVICES): (B)

Electricity — Contractor shall connect to the VA Medical Center electrical distribution system; electricity for general construction is available at no cost to the Contractor;

electricity for electric cranes and hoisting devices, electric welding, and electric temporary heating shall be metered and paid by the Contractor. (C) Water — Contractor shall connect to the VA Medical Center water distribution system with a reduced-pressure backflow preventer at each connection per code; water is available at no cost. (A) Temporary heat is Contractor-provided (no open salamanders or fire-hazard devices). See also FAR 52.236- 14 in the General Conditions for additional stipulations.

Locations for temporary connections and water access shall be coordinated with the COR (see also VA Response to RFI #46 regarding yard spigots/wall hydrants).

28 Will designated parking and staging areas be provided for contractor personnel and deliveries? Will the VA provide laydown space or containers, or must these be arranged off-site?

Limited staging is identified on the drawings. Additional staging space and parking may be requested and subject to facility review and approval. No containers or conditioned laydown space will be provided by the government.

29 Will the VA provide and hire the commissioning agent, or is the contractor responsible?

The Contractor is responsible. Per Specification Section 01

91 00 (GENERAL COMMISSIONING REQUIREMENTS)

Paragraph 1.1.G: "The Contractor shall hire an individual, company or firm to act as the Commissioning Agent and manage the commissioning process." The Commissioning Agent shall add, modify, and refine the commissioning procedures as approved by the VA (1.1.A), coordinate all startup/test/adjusting activities from Divisions 7, 21, 22, 23, 26, 27, 28, and 33 (1.1.B), and administer commissioning of all specified systems including HVAC (Section 23 08 00), Plumbing (22 08 00), Electrical (26 08 00), Communications (27 08 00), Electronic Safety and Security (28 08 00), Fire Suppression including the clean agent system (21 08 00 and 21 22 00), and Site Utility (33 08 00). Qualifications and independence requirements are specified in Section 01 91 00. The Commissioning Agent shall be identified in the CQC Plan for COR acceptance.

30 What ICRA level is required for the project?

Is the use of temporary plastic wall panels (such as STARC panels) acceptable to meet ICRA requirements?

Project ICRAs are posed on SAM.gov as Attachment 9.

Use of temporary plastic wall panels (such as STARC panels) is acceptable, pending review of an infection control plan submittal.

31 Will the VA provide recent asbestos and lead survey reports?

Environmental Assessment is included in bid documents.

Most recent AHERA may be requested following award of the project.

32 If abatement is required, will the VA identify known ACM/LCM locations?

All known abatement tasks are identified in bid documents.

33 Does the existing roof have an active warranty? If so, who holds it and who is the manufacturer?

No.

34 Does the VA have an existing fire alarm/security service provider? If so, please provide contact information for required coordination.

Simplex/Johnson Controls for Fire Alarm. Additional details to be provided following award.

The contractor shall not utilize existing VA contracts with other vendors as a means of accomplishing work associated with the scope of this contract. All scope associated with this contract shall be executed with the prime contractor as the responsible party for all subcontractors.

35 Will demolition of major systems (e.g., AHUs, utilities) require after-hours or phased work to minimize disruption?

Yes. Additional details are identified in Phasing notes on plan sheet G-020.

36 Will the VA provide temporary cooling/heating during system cutovers? If not, should the contractor include them?

Contractor to provide temporary cooling. Additional details identified in Phasing notes on plan sheet G-020.

37 Are existing primary and secondary cable pathways intended to be reused?

Contractor to reuse when acceptable by current code, i.e.

Conduit fill percentage.

38 1: Will existing brand-specific equipment require a J&A?

2: Must the PACS integrate with other security systems (e.g., CCTV)?

3: Will the system reside on the VA Network?

4: If yes, are virtual servers required, or are standard servers acceptable?

No new Physical Access Control System (PACS) scope is included in this project. D (see RFI #34).

39 1: Are new conduits required within wall cavities versus surface mounting?

2: Is the contractor responsible for providing/installing all electrical power requirements for new PACS devices?

Not applicable — no new PACS scope (see response to

RFI #38).

40 1: Will the PACS connect to the internet for integration with national databases?

2: Must the system integrate with equipment installed under the EHRM program?

Not applicable — no new PACS scope (see response to RFI #38 and RFI #43).

41 Is American Institute of Steel Construction (AISC) certification required for fabrication and/or erection of structural steel?

AISC certification for the fabricator or erector is not required for this project.

42 Will shutdowns be required to be done during off hours or weekends?

Multiple shutdowns will be required during the scope of this project, some of these shutdowns will be required to be performed after hours.

43 Who is the vendor or contractor currently servicing and maintaining the Building Automation System or Temperature Controls System?

Point to Point Systems. Additional details to be provided following award.

The contractor shall not utilize existing VA contracts with other vendors as a means of accomplishing work associated with the scope of this contract. All scope associated with this contract shall be executed with the prime contractor as the responsible party for all subcontractors.

44 Who is the vendor or contractor currently servicing and maintaining the Telecommunications System?

VA-owned and operated

45 With regards to underground utility work how much open trenching is allowed at a time?

Trenching and associated benching not to exceed total disturbed area of 0.25 acre at a time without stabilization.

46 After backfilling, topsoil and seed have been applied who is responsible for watering? If the contractor is responsible will water be provided by the facility?

Contractor is responsible for watering activities. When located nearby, contractors may request access to wall hydrants and yard spigots from the COR. Contractor shall be required to provide their own vacuum breaker and hoses/storage containers.

47 On all underground utility work please confirm if excavated material is acceptable for re-use as backfill?

Yes, with COR approval. Some notable exclusions include foreign debris, demoed pavement, and engineered materials such as pipe bedding material and replacement pavement base/sub-base.

48 Please confirm if there is a separate staging area onsite for fill material to be stockpiled for re-use?

Additional staging limited to clean backfill, free of asphalt, concrete, or other debris is available upon written approval by the COR. Surplus material is to be removed from the location following completion of the project. Additional erosion control measures will be required, at the expense of the contractor.

49 Please advise if the site contains any contaminated soil that needs to be removed.

No known environmental soil contamination. Foreign debris is likely.

50 Please confirm if we will be allowed to keep a locked storage container or conex box within the grounds.

Limited staging is identified on the drawings. Additional staging space and parking may be requested and subject to facility review and approval. No containers or conditioned laydown space will be provided by the government.

51 Will a guard / escort be required at all work areas including but not limited to buildings, outside areas?

Work within rooms 012A and 122 have been identified by the facility as secure spaces and VA designated escorts will be required while any work occurs within those spaces. Per Specification Section 01 00 00 Paragraph 1.5.B.2, the General Contractor shall give the COR two weeks' notice prior to starting work so that security escort or arrangements can be provided for employees pending PIV processing. Coordinate all escort and access questions through the COR.

52 To allow sufficient time to review responses and prepare our bid we kindly request that you please extend the bid date.

Yes, extended to May 5, 2026.

53 Typically, existing government buildings, campuses, and facilities have specific manufacturers’ devices in service for various Division 27 and 28 systems. These are often proprietary and not interchangeable. Please provide any vendors, contractors, manufacturers, models, series, or other pertinent information for these systems. When a specific contractor, vendor, or service company is required, please provide point-of-contact information. Please provide this info for any systems that shall be a part of this project, including, but not necessarily limited to the following examples: Physical Access Control, Intrusion Detection, Surveillance, Nurse Call, Code Blue, Public Address, Mass Notification, Fire Alarm, and any other Division 27 & 28 proprietary elements. Additionally, please provide the Brand Name Justification and/or Single Source Justification documents for these.

For security reasons, information provided in these RFIs will be of a very high level until a signed contract is in place, at which time more details such as points of contact and system specifics can be provided.

Existing system manufacturers and service vendors for Divisions 27 and 28 systems that the Contractor will interface with on this project are as follows:

Fire Alarm: Simplex 4010ES FACP — Simplex/Johnson Controls (Sheet 018-FP-101 One Line Diagram; Section 28 31 00 Paragraph 1.2.D; RFI Response #34).

Clean Agent: existing Sapphire Novec 1230 system (Section 21 22 00 Paragraph 1.1.B); existing (to be demolished) Ansul 4098-9717 smoke detection devices (21 22 00 Paragraph 1.1.D.g).

Telecommunications: VA-owned and operated (RFI Response #44).

No PACS, IDS, or Video Surveillance work is in the scope of this contract (see RFI Response #38).

The contractor shall not utilize existing VA contracts with other vendors as a means of accomplishing work associated with the scope of this contract. All scope associated with this contract shall be executed with the prime contractor as the responsible party for all subcontractors.