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TECHNICAL QUESTIONS AND
| SOLICITATION #: |
| 36C77626R0001 |
| RESPONSES TRACKING SHEET |
| PROJECT TITLE: |
| Lyons VAMC EHRM Infrastructure Upgrades Construction Project |
| # |
| CONTRACTOR QUESTION |
| VA RESPONSE |
| 1 |
| Negotiated (RFP) box is checked off on the Solicitation notice section part 2 Type of Solicitation; please advise if the amount inserted in section A.3 Price/Cost Schedule is a firm price or will be negotiated. |
| This is a firm fixed price procurement. The procurement method is RFP lowest price technically acceptable (LPTA). |
| 2 |
| Please confirm that any permit fees will be either waived or paid for by others. |
| Permit fees are not waived or paid by others. Any fee waivers or Government-paid permits must be confirmed by the Contracting Officer. Contractor shall still coordinate and obtain VA-required activity permits (e.g., hot work) as required by facility procedures. |
| 3 |
| Please confirm all costs associated with hiring a Testing Laboratory Service is to be borne by the Contractor. |
| Testing Laboratory Services are contractor-provided/retained unless otherwise directed by the contract. Some testing services that are required but limited to are soil testing, bacteriological sampling and testing, potential hazmat sampling and testing, etc. |
| 4 |
| Phasing plan drawing G-020 notes and shows 7 phases; can these phases be done concurrently or does each phase have to be completed before starting the next phase? |
| Phasing shown on G-020 is the baseline sequence for maintaining operations. Contractor may propose select concurrent execution only if maintaining required services, access, and safety, and subject to CO/COR approval via schedule review. There are certain phases that will need to be completed prior to proceeding with other phases listed. |
| 5 |
| Please confirm retainage will be 2%. |
| Pursuant to FAR 32.103 Progress Payments under Construction Contracts a Contracting Officer may withhold up to but not more than 10 percent. Retainage is used only to ensure contract compliance and is never to be used punitively. In the event that retainage is withheld from an application for payment, once the deficiency is remedied that retainage will be returned. |
| 6 |
| Specification section 01 91 00 part 1.1.G states “the Contractor shall hire an individual, company or firm to act as the Commissioning Agent”; other specifications indicate the Commissioning Agent will be hired by the VA. Please confirm who is to hire and pay for the Agent. |
| Section 1.1 G is incorrect. The VA will hire a 3rd party commissioning agent through a separate contract. |
| 7 |
| Specification section 02 82 11 – Traditional Asbestos Abatement is included in the documents but is not listed in the Table of Contents; please confirm this specification is part of the bid documents. |
| The specification is part of the bid package and should be considered. |
| 8 |
| Specification section 04 20 00 – Unit Masonry part 1.2.B references specification 09 06 00 – Schedule of Finishes which is not included in the documents; please provide. |
| Disregard – color to be selected from mfg standard color range. |
Texture smooth
| .9 |
| Specification section 07 71 00 – Roof Specialties is listed in the Table of Contents but is not included in the documents; please provide. |
| Section 07 71 00 – not required. Disregard reference |
| 10 |
| Table of Contents states Division 13 – Special Construction is not used but the documents include sections 13 05 41 and 13 21 33; please confirm they are part of the bid documents. |
| 13 05 41 and 13 21 33 are part of the bid package and should dbe considered. |
| 11 |
| Specification section 26 05 41 – Underground Electrical Construction is listed in the Table of Contents but is not included in the documents; please provide. |
| 26 05 41 – Underground Electrical Construction is found on page 517 of Volume 2 of the Specification documents. |
| 12 |
| Specification section 26 12 19 – Pad Mounted Medium-Voltage Transformers is listed in the Table of Contents but is not included in the documents; please provide. |
| Pad mounted transformers were removed from the project scope and replaced with a unit substation. No pad mounted transformer specifications are required. |
| 13 |
| Specification section 08 90 00 – Louvers and Vents is included in the documents but is not listed in the Table of Contents; please confirm this specification is part of the bid documents. |
| The specification is part of the bid package and should be considered. |
| 14 |
| With regard to the Small Business concern requirements detailed in the front end documents, specifically INSTRUCTIONS, CONDITIONS, AND OTHER STATEMENTS TO OFFERORS 2.3 Small Business SET-A SIDE: |
| a. | Please confirm this procurement is set aside for general Small Business concerns and not restricted to SBA certified Veterans-Owned firms. |
| b. | Please advise how a firm may verify its “certified” status in the SBA SBS database and whether there is a formal certification process. |
| a. It is confirmed that this procurement is set aside for general Small Business concerns, not specific to a VOSB or SDVOSB. |
b. A firm must be registered in SAM. The SBA Small Business Search (SBS) tool is how the VA will confirm Small Business status for this procurement at the time of proposal submission and at the time of award. If SAM.gov and the SBA have determined a business to be “small” for the applicable NAICS code of this project (236220), there will be a “Yes” for that NAICS code in the “Small” column of the NAICS table in the vendor’s SBS profile.
| 15 |
| 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.
| 16 |
| May we have a second site visit or visit the site on our own? |
| This is a note to all vendors, that you are not to visit or contact the site, in regards to this project, outside of this site visit. You are not to discuss or ask questions about this project with any other VA employees. If there are any questions or points of discussion, please send an email to myself, Sam Cornwell, and I will bring the question to the COR. If this notice is disregarded, it risks jeopardizing the integrity of this procurement. |
| 17 |
| The following rooms are scheduled to have the existing flooring removed, but no new flooring finish is indicated. Please confirm these rooms should receive new SDT Flooring (11R) as is typical throughout the project: 001-A-411 (TR-1B), 004-A-401 (TR-4A), 006-A-401 (TR-6A), 135-A-401-A (TR-135A), 135-A-411 (TR-135D). |
| Confirmed. Static dissipating vinyl typical for all TR rooms |
| 18 |
| The following rooms contain new interior partitions (6R) which are not tagged. Please identify the partition types required in these rooms: 135-A-403 (TR-135B), 135-A-405 (TR-135C), 135-A-411 (TR-135D), 135-A-413 (TR-135E). |
| Consider partition type A4 typical unless noted otherwise |
| 19 |
| The following rooms contain a ceiling tag “?” on the RCP. Please clarify the required ceiling finish in these rooms: 006-A-421 (TR-6C), 057-A-401 (TR-57A). |
| 006-A-421 lay in ACT ceiling (infill) to match photo lab 219. |
057-A-401 lay in ACT ceiling (infill) to match storage 15.
| 20 |
| The following rooms contain note 17R on the RCP, indicating suspended ACT ceiling, but the hatching pattern indicates drywall ceiling. Please confirm ACT is required in these locations: 135-A-403 (TR-135B), 135-A-413 (TR-135E). |
| Area noted as 17R is to receive drywall, not ACT. Texture and paint to match existing gypsum soffit. |
| 21 |
| Drawings 010-A-402 and 010-A-403 are missing the Demolition & Renovation Keynotes. Please clarify the scope of work in these rooms. |
| Disregard sheets, no architectural work. |
| 22 |
| Drawing 012-A-401, Details D1 & F1 appear to show a ceiling soffit which is not identified or detailed. Please clarify the scope of work. |
| Not indicating soffit this is an existing ceiling to remain. |
| 23 |
| Drawing 141-A-100 shows Building 141 with no work identified. Please confirm there is no architectural work required in this Building. |
| Correct, No architectural work in B141 |
| 24 |
| Drawing GS-A-100 shows the Guard Shacks with no work identified. Please confirm there is no architectural work required in these shacks. |
| Correct, No architectural work in Guard shacks |
| 25 |
| Drawing 057-A-401, Detail D5 contains a tag “?” at Storage Room 15. Please confirm the scope of work at this location. |
| 057-A-401 lay in ACT ceiling (infill) to match storage 15. |
| 26 |
| Drawing 049-A-100 shows Room TE-49 location, but no demolition or renovation plan is provided for this room. Please confirm the scope. |
| No Architectural work scope. |
| 27 |
| Drawing 136-A-100 shows Room TE-136 location, but no demolition or renovation plan is provided for this room. Please confirm the scope. |
| No Architectural work scope. |
| 28 |
| Drawing MCR-A-101 shows interior Fire-Rated Partitions encasing Storage Room 109, but the partition tag is “A6” which is a non-rated partition. Please clarify the partition types required at this room. |
| A6f is the desired designation |
| 29 |
| The Geotechnical Engineering Report performed by Terracon, dated October 8, 2024 states, "Our Scope of Services does not include either specifically or by implication any environmental or biological (e.g., mold, fungi, bacteria) assessment of the site or identification or prevention of pollutants, hazardous materials or conditions. If the owner is concerned about the potential for such contamination or pollution, other studies should be undertaken." Please confirm if any hazardous materials are present and provide the classification of existing soils. |
| The soil classifications are outlined in the boring logs provided in the geotechnical report page 31. A separate hazmat report was provided for interior scope only. |
| 30 |
| At the bidder meeting it was mentioned there is a PLA agreement for this project. Can you confirm there is a PLA agreement for the project? |
| Per section 2.13 in the solicitation – “The use of a project labor agreement (PLA) for contractors and subcontractors engaged in construction on this project is required. In accordance with FAR 52.222-33 Alternate II and FAR 52.222-34 Alternate I, a PLA must be submitted after contract award. PLAs are NOT to be submitted with bids.” |
| 31 |
| During the walkthrough it appears most/all the buildings are occupied. Are there any buildings where the work will need to be done after hours? Can you provide a list of what buildings and floors will need to be done on off hours? What hours will we need to schedule for these buildings (after 4:00pm, weekends, etc.)? |
| Some TR work can be done during normal hours but work in the hallways and occupied spaces would need to be coordinated after hours. Additionally, some spaces are occupied 24/7 and can be worked in during normal hours. |
| 32 |
| Will any of the buildings be empty when the inside work is going on? |
| No, entire buildings will not be vacant. |
| 33 |
| Are there any ICRA requirements in any of the buildings? What buildings and floors would require ICRA? |
| All spaces will require ICRA as outlined on sheet G-30 and G-31 of the drawings. ICRA requirements will vary based on the risk class. The contractor is responsible for submitting the ICRA permits for each space prior to start of work. |
| 34 |
| Instrata may propose a cutover schedule looking from the construction side of things that may differ from the cutover overview in the specs. Is the cutover requirements a guideline or mandatory? Will the VA allow adjustments to the schedule that are advantages to the project? |
| Contractor may propose a cutover schedule, but final sequencing must be coordinated with COR/OI&T, and service must be maintained (or temporary paths provided) and no outages without written permission. |
| 35 |
| A building will have the new fiber and inside wiring installed, terminated and tested by the contractor. In occupied buildings, there are working lines (phone, data, systems, etc.). The existing lines must be utilized until the building is cut over to the new cabling. Can we float the existing faceplate/jack locations and drop our new lines at the same location, then after cutover, remove the old faceplates, jacks, cable? |
| The Contractor is advised that new cabling shall not be floated or staged within the WAO pathway concurrently with existing active cabling. The Contractor shall route new cabling as close as practicable to the WAO pathway in advance of cutover, without entering or obstructing the active WAO pathway until the authorized cutover window. |
The Contractor shall coordinate directly with VA OI&T to establish the cutover plan and to determine the maximum number of WAOs that can be cut over during a single shift, consistent with maintaining uninterrupted operations. During the approved cutover window, the Contractor shall perform the following sequence for each WAO:
1. Remove/demolish existing cabling from the WAO pathway as required to clear the route.
2. Install and pull new cabling into the WAO pathway and to the WAO location.
3. Terminate all cabling at the WAO outlet(s) and at the serving termination point as applicable.
4. Test, label, and document each cable in accordance with the Contract Documents.
5. Secure the faceplate to the WAO and verify physical installation is complete.
6. Perform final end-to-end testing for each cable.
Test results shall indicate a full “PASS”. Marginal pass results are not acceptable and shall be corrected and re-tested until a full pass is achieved.
Upon completion of installation and successful testing for each WAO, the Contractor shall turn over the WAO to VA OI&T for patching into active equipment and commissioning.
All work shall be executed in a manner that maintains continuous operations and minimizes downtime, and shall be coordinated with the COR and VA OI&T prior to execution Per Phasing Plan on sheet G-020 and General Notes 15 and 16 on TN sheets
| 36 |
| Can you provide the process and details on cutting over the buildings to the new cabling? The contractor will install, terminate and test the new fiber and inside wiring, once that is done, will the VA be responsible to patch/move everything over to the new cabling? How long will it take the VA to cutover a building? Will this be done during normal work hours or premium time? Will the contractor be required to participate in any way with the cutover? |
| VA OI&T is responsible for moving and/or installing all active telecommunications equipment and for patching all connections into active equipment. The Contractor shall not relocate, reinstall, or patch into active equipment unless explicitly directed and authorized by VA OI&T and the COR. |
Any port that is demolished/disconnected as part of a cutover must be cut over, tested, and successfully patched back into service by the end of the same shift. The Contractor shall plan cutover activities accordingly and shall coordinate sequencing and limits with VA OI&T in advance of each cutover window.
The number of ports that can be patched within a single shift will vary by station and is dependent on the following factors:
1. Available VA OI&T manpower during the scheduled cutover window.
2. The extent of rework required for any failed test results, including potential re-pull, re-termination, and re-testing of cabling.
3. Whether the new cabling has been fully terminated, tested, documented, and formally turned over to VA OI&T in advance of the cutover for patching/activation.
The Contractor shall incorporate these constraints into the cutover plan and schedule, and shall obtain VA OI&T concurrence on the maximum number of ports/WAOs to be cut over per shift prior to initiating demolition of any active connections. Per Phasing Plan on sheet G-020 Top of Form
Bottom of Form
| 37 |
| Will the VA provide and install all patch cord inside the data closets and at the workstations? |
| Contractor is responsible for providing all patch cords. Per specifications 27 16 19 – 2.1 Copper Patch Cables |
| 38 |
| The contractor will notify NJ One Call prior to any excavation as required by law. Does NJ One Call mark out all of the utilities throughout the VA campus? Do the VA facilities provide markouts for any existing underground utilities that NJ One Call will not mark out? Should the contractor provide private markouts (GPR) for the project? If so, what areas would require private markouts? |
| The VA is not responsible for utility locates on campus. The contractor will be responsible for NJ One Call and private locates. |
| 39 |
| Will space be provided for container storage and inside storage for staging materials and equipment? |
| Yes, space will be determined by the COR after award. |
| 40 |
| Can we block parking lot space during construction in the immediate area? What would be the process for blocking parking? |
| This can be coordinated on a case-by-case basis with the COR, in advance. |
| 41 |
| When is the anticipated Notice to Proceed date? |
| The Government anticipates issuance within 90 calendar days after award. |
| 42 |
| Due to the size of the project, would the VA extend the due date for questions? |
| The due date will not be extended at this time. The VA will continue to evaluate questions, but we do not guarantee answers to late questions. |
| 43 |
| Due to the size of the project, would the VA consider extending the due date if additional question are submitted? |
| The due date will not be extended at this time. The VA will continue to evaluate questions, but we do not guarantee answers to late questions. |
| 44 |
| Does the ‘WP’ notation next to interior 1D Telecom outlets indicate a Wall Phone location? |
The annotation “WP” indicates a wall phone.
| 45 |
| Does the ‘WM’ notation next to Telecom outlets indicate a Wiremold location? |
The annotation “WM” indicates wire mold.
| 46 |
| What does the square represent when adjacent to a telecom outlet symbol? |
This symbol represents a power pole.
| 47 |
| What does the ‘MD’ in a circle symbol indicate on the Telecom Drawings? |
‘MD’ annotation represents a Motion Detector associated with the TRs access controls.
| 48 |
| Keynote #5 on Detail #2 on Drawing 001-TN-0B1 states to ‘provide new wiring to new card reader from the existing Access Control Panel’. This seems to be a typical requirement in each Telecom Room. Are the existing Access Control panels typically within the Telecom Room or they located elsewhere? |
| Access Control Panels vary in proximity to the TRs throughout the campus. CTR must engage early on with COR and VAPD to determine locations of existing Access Control Panels. |
| 49 |
| General Note #9 on Drawing 001-TN-0B1 discusses conduit requirements for 3-cable or 4-cable work area outlet locations. Is a 5-square box and 1-1/4” Flex conduit required in sheet rock walls, or may these locations be fished and utilize a box eliminator for faceplate mounting? |
| “Free air” cabling to WAO is not allowed by VA. Contractor is to provide new 5” square box and 1-1/4 flex conduit. |
| 50 |
| Interior Building Fiber Routing Questions: |
| a. | Is it correct that there is only an existing ‘A’ Feed fiber cable to each building, not currently any redundancy? |
| b. | Which fiber pathways are existing inside the Buildings, including necessary conduit and vertical coring (A Feed or B Feed)? |
| c. | Are fiber backbone cables required to be run in conduit from the building entrance to the Telecom Room locations? |
| d. | Where fibers are passing through from one building to another, are they required to be in conduit? |
| e. | Where fibers are passing through from one building to another, are they required to be in separate J-hook paths? |
| f. | On the Telecom Site Plan, not all conduit segments indicate the size and quantity of existing conduits run between manholes. The notes require the contractor to install different MaxCell innerducts per each conduit size. Is the quantity and size of existing conduits available? |
a. Current configuration is only A side, there is no existing B side. The design provides each building with an A and B side fiber run to create a full redundant network that homeruns each fiber from the TR to the MCR.
b. Fiber pathways will all be new inside of the buildings. See TN sheets for fiber runs.
c. OFNR/OFNP (non armored) fiber must be run in plenum rated innerduct in above ceiling spaces inside buildings. Fiber (in innerduct) can be run in tray/basket, or J-Hooks throughout except in hard lid ceiling areas where it must be in conduit. See TN Sheets.
d. Yes, conduit is required when passing through from building to building. See TN Sheets for fiber routing.
e. In a redundant scenario, A and B side fiber will be in separate conduit when passing through from building to building. In diverse/redundant scenario, A and B sides must be at least 50’ apart from each other outside building and 5’ apart inside building when in a common corridor or when entering MCR or TR. See Site Plan and TN Sheets for fiber routing.
At the time of the design a field inspection confirmed available empty pathways ranging from 2” to 4” diameter. Contractor is to field verify the number and size of the existing available conduit.
| 51 |
| Can we assume excavated material will be suitable for backfill? |
| The contractor is responsible to provide a geotechnical engineer to determine if the material is suitable to meet the compaction requirements found in 31 20 11. |
| 52 |
| What are the standard working hours in occupied space? |
| 0700-1600 local time. |
| 53 |
| Is there a difference in working hours between admin and clinical buildings/offices? |
| No, however, inpatient working hours need to be coordinated ahead of time with the COR. |
| 54 |
| What is the forecasted time frame from bid submission to project award? |
| Award is currently projected for late April. |
| 55 |
| Please confirm who is responsible for the physical cutover/integration to the new MCR/feeds? |
| Contractor is responsible for providing new, certified copper and fiber horizontal and backbone cabling landed in new patch panels installed in new racks/cabinets prior to cutover/integration to new MCR feeds. CTR needs to coordinate cutover efforts with local and National OIT to confirm proper operation of any cables that OIT is unable to successfully connect to. See phasing plans on sheet G-020. |
| 56 |
| Do we know the size of the existing underground telecommunications conduits throughout the property? Space to pull new lines through without disruption/decommission? |
| At the time of the design a field inspection confirmed available empty pathways ranging from 2” to 4” diameter. Contractor is to field verify the number and size of the existing available conduit. Existing conduits should be “swabbed” with a mandrel sized for the conduit prior to attempting to pull MaxCell. When swabbing the conduit a 2500# rated mule tape with footage markers should be installed in each viable conduit to provide a pull rope and to pre-determine footage of each conduit. |
| 57 |
| Is this project tax exempt and will the government/VA provide a tax exemption certificate? |
| See Special Note regarding FAR 52.229-3 Federal, State, and Local Taxes in the solicitation. |
| 58 |
| What is the policy if conditions not clearly identified within the contract documents are encountered during construction? Will the VA consider this a differing site condition and issue a contract modification for the additional work required? |
| The contractor is to immediately notify the VA of differing site conditions. The Contracting Officer will subsequently make a determination as to whether the issue constitutes a differing site condition. If the CO determines that a differing site condition does in fact exist, an appropriate contract modification may be issued. |
| 59 |
| Can the SSHO dual hat as a Superintendent or QA/QC? If not, will the SSHO need to be full-time for this project? |
| Yes, the SSHO can dual hat as a superintendent, however, the QA/QC must be separate. |
| 60 |
| Due to the work timeline, construction materials will need to be procured prior to installation and stored for an extended amount of time. Will the VA pay the contractor for procured and/or stored materials? |
| 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. |
| 61 |
| The solicitation does not currently include an economic price adjustment clause such as FAR 52.216-4. In today’s market, significant volatility in both labor rates and material costs presents a challenge for bidders to estimate pricing accurately without including broad contingency allowances. This may result in higher bids and reduced competitiveness. The inclusion of an EPA clause would allow for fair price adjustments tied to actual cost changes, improving pricing accuracy for the government. |
Will the Contracting Officer consider including FAR 52.216-4 Economic Price Adjustment – Labor and Material in the contract to mitigate risk related to market fluctuations and reduce the need for contingency-based pricing?
FAR 52.216-4 will not be included.
| 62 |
| 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. |
| 63 |
| 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. |
| 64 |
| Will the VA allow deviations to Buy American Act if the noted products are not available? |
| The process of requesting exceptions to the Buy American Act is detailed in the provision at FAR 52.225-12, Notice of Buy American Requirement—Construction Materials Under Trade Agreements, and the clause at FAR 52.225-11 Buy American—Construction Materials under Trade Agreements, in the solicitation. Any items not compliant must be specifically listed in the offer. |
| 65 |
| Due to current potentially significant tariffs being placed on the importation of building materials such as wood or steel by the current Presidential Executive Branch, if a tariff is placed after bid time and before award will the government consider a price escalation on a contract value for products such as steel or wood should the executive branch levee tariffs effecting such materials? Most of these materials would still have been Buy American compliant as the tariffs would increase pricing on all steel or wood materials, regardless of origin. |
| This will be awarded as a Firm Fixed Price (FFP) contract and all escalation should be factored in your FFP. Additionally, FAR 52.216-4 “Economic Price Adjustment – Labor and Material” is not included in the solicitation and will not be added. |
| 66 |
| The VA’s Master Specification 01 32 16.15, 'Project Schedules' (Small Projects – Design/Bid/Build), was revised effective December 1, 2025. The updated version is now available on the Technical Information Library (TIL). Will the VA be updating the 01 32 16.15 spec for this project to include this spec instead of the older one? |
| Yes. See addendum 1 in the revised schedule spec. |
| 67 |
| Will the VA still keep in VAAR 852.232-71 or will VAAR 852.232-70 replace this Clause? |
| VAAR 852.232-71 is to be replaced by VAAR 852.232-70. This project will now adhere to VAAR 852.232-70. |
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