S06 - Amendment 0003 - ATT 2 - TechQuestionsVAresponses Partial - Huntington EHRM IU.pdf

TECHNICAL QUESTIONS AND SOLICITATION #: 36C77626R0025

RESPONSES TRACKING SHEET PROJECT TITLE: EHRM Construct Infrastructure Upgrade – Huntington, WV

# RECEIVED ANSWERED CONTRACTOR QUESTION VA RESPONSE

1 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.

2 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.

3 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.

4 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.

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

No. See Special Note regarding FAR 52.229-3 Federal, State, and Local Taxes in the solicitation. It is solely the responsibility of the offeror to include all state and local sales or use taxes for construction materials, and all other applicable taxes, in their bid or proposal price.

6 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.

7 How soon after award is NTP expected to be issued? The Government anticipates issuance within 90 calendar days after award.

8 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.

https://www.osp.va.gov/How_To_Get_A_VA_ID_Badge.asp

9 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.

10 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.

11 Sheet: N/A Specification: Division 27, 28 Topic: RCDD for telecommunication Specifications state that the installer of the PACS, Security & Surveillance systems must have an RCDD on staff, do these requirements also apply to the telecommunications installer?

Yes, this applies to the telecommunication installer. A/E notes for cost saving can this RCDD serve over low voltage installation to limit the number of RCDD staffed for this project.

12 Specification: 01 00 00 Topic: Work Hours Please confirm work hours for this project. Are there any specific tasks or trade division that must be on overtime (01 Infection Control, 02 Demolition, 02 Abatement)? Are there any areas of work that must be on overtime (Hallways, Occupied Areas, Etc.)?

The following items should be considered for after hours work:

1. CAT6A office cut overs(termination of CAT6A in patient and office spaces)

2. Power shut downs as needed by stakeholders in patient care areas

3. IT outages or high risk cut overs- patient care areas during TR cut overs to new TRs to ensure patient care is not interrupted.

13 Mandatory phasing sequence:

Please confirm whether the contractually intended phasing sequence of B-side work and cutover followed by A-side work is mandatory for all areas or is a recommended sequence only.

To limit outages and issues with partial completion of work, B side must be installed and operation prior to work start on A side. This will be covered in the updated phasing plan in the general specification

14 Allowance of alternate sequencing:

Please confirm whether alternate sequencing is permitted. If alternate sequencing is permitted, please identify the approval path, decision authority, and constraints bidders shall carry in the base bid.

Alternative sequencing can be recommended by the contractor and approved through the station COR.

15 Interior versus exterior superintendent coverage:

Given the occupied campus-wide scope, phased room closures, outage coordination, telecommunications tower work, and new data center construction, please confirm whether the Government expects one Superintendent to satisfy both interior and exterior areas of work concurrently, or whether a dedicated interior superintendent and a separate dedicated exterior superintendent are required during active construction periods.

If work in the exterior and interior are being executed simultaneously the A/E would recommend two superintendents for safety.

16 Dedicated onsite Project Superintendent during active construction:

Given the occupied campus-wide scope, phased room closures, outage coordination, telecommunications tower work, and new data center construction, please confirm whether the Government expects a dedicated onsite Project Superintendent to maintain physical presence and direct field operations during all active construction periods.

See above

17 Dedicated Project Manager for the duration of the Project:

Given the required coordination of phased work, room closures, outages, cutovers, submittals, commissioning activities, and owner interface across the campus, please confirm whether the Government expects the Prime Contractor to assign a dedicated Project Manager for the duration of this project.

Yes

18 Dedicated Project Manager availability and Responsiveness:

If the Government expects a dedicated Project Manager for this project, please confirm whether that Project Manager is expected to be assigned onsite to provide continuous and timely management response for outages, phasing decisions, submittal coordination, commissioning coordination, and owner-directed sequencing throughout the project duration.

Yes

19 Additional specialty QC support beyond superintendent, CQC, and SSHO:

Given that Section 01 45 00 identifies specialized quality control coverage for electrical, mechanical, civil, structural, environmental, architectural, materials, submittals, and low-voltage systems, please confirm whether the Government expects the Prime Contractor to provide additional qualified specialty QC support beyond the Project Superintendent, CQC System Manager, and SSHO when work in those disciplines is active.

The CQC can cover multiple disciplines

20 Staffing expectations during concurrent workfronts:

When multiple buildings, floors, phases, or definable features of work are active at the same time, please confirm whether the Government expects additional onsite management or QC staffing beyond the minimum baseline staffing otherwise required by the contract.

The contractor will provide sufficient QC oversight to ensure quality work is performed. If work is found insufficient the contractor will correct deficiencies at cost.

21 Archaeological survey status:

Please confirm whether any archaeological or cultural resource surveys, investigations, or assessments have been performed within the project limits, including the mountainside duct bank route, tower foundation areas, courtyard/data center work area, and any associated staging or access areas. If completed, please provide all reports, findings, identified sensitive areas, and any restrictions or requirements that affect construction activities.

The courtyard area is disturbed ground from original construction and would not require archaeological items.

22 Advance notice for room closures:

Please identify the required advance notice period for room closure requests by phased section and building area, and confirm whether the VA may deny or defer requested closures after notice is provided.

A 21 Day notice of intent is provided to the station prior to work start. This should be in accordance with the contractors schedule.

23 Non-interruptible systems and equipment:

Please identify all systems and equipment the Government considers non-interruptible during construction, and confirm whether the Government will issue a written list that will govern for the duration of the contract.

Systems and equipment which must be interrrupted will require an outage request to be approved by the COR. If an outage or interruption is required this will be corrdinated with the station to allow for completion of this project.

24 Systems subject to commissioning:

Please identify every Division 26, 27, and 28 system, subsystem, and piece of equipment that is subject to formal commissioning under this contract, including any related HVAC, controls, or integration systems that interface with telecom room or data center work.

Please see the 08 Specificaitons

25 Required notice periods for commissioning-related Tests:

Please identify the required advance notice period for each commissioning-related inspection, startup, pre-functional test, functional test, integrated test, and owner witness activity so bidders can include the required schedule float and manpower planning.

21 calander days

26 Existing and abandoned underground utility Completeness:

Please confirm whether all existing and abandoned underground utilities, structures, lines, and obstructions along the duct bank, tower, and related utility routes have been fully located and shown, and whether bidders may rely on those depicted underground conditions as the bid basis

Contractor to perform all required pre construction requirements for ductbanking per the specification. The A/E notes drawings depict all known obstructions, however given the age of this campus adjustments to routing will be as needed based off findings of teh pre construction investigations.

27 Reliance on existing panel and transformer Information:

Please confirm that bidders may rely on the existing panel capacities, spare breaker spaces, transformer availability, and related electrical distribution information shown on the schedules, one-lines, and feeder diagrams without additional investigative demolition prior to bid.

All information shown was accurate at time of design, however all information will be verfied prior to work performance.

28 Timing of HVAC credential proof:

If West Virginia HVAC licensure or certification is required for this project, please confirm whether proof of compliance must be submitted with the bid, after bid, prior to award, prior to mobilization, or prior to the start of Division 23 work.

Certification is part of the pre construction submittal process

29 Owner removal of contents at Building 02 TR Tower 3 area:

Please confirm whether all equipment, shelving, benches, stored materials, and miscellaneous contents in Carpentry Shop 130 and any other affected Building 02 areas required for TR Tower 3 construction will be removed or relocated by the VA before contractor mobilization, or whether that work is included in the contractor’s base bid scope.

Station and O&M clear areas prior to mobilization

30 Phased erosion control plans by workfront:

Please confirm whether bidders must prepare and implement separate phased erosion control plans for each workfront, including the mountainside duct bank route, tower foundation areas, courtyard/data center work, and any stockpile or spoil areas. The specifications require erosion control plans in phases where required, and the civil notes require BMPs to be installed in conjunction with clearing and grading activities. Please identify the minimum phasing breakdown the Government expects bidders to carry.

Erosion control plans should include specific controls for areas to meet all requirements or changing conditions.

31 Inlet protection inventory and maintenance Thresholds:

Please identify every storm drain, catch basin, or inlet that must receive temporary inlet protection for this project, including the duct bank vicinity and any off-route or downstream structures the Government expects the contractor to protect. Please also confirm the required maintenance thresholds, including sediment removal, insert replacement, and inspection frequency for each protected inlet.

These items are included in the erosion protection plan.

32 Government-furnished submittal register:

Section 01 45 00 references a submittal register. Please confirm whether the Government will provide a pre-populated submittal register in electronic format at or before the pre-construction conference, or whether the contractor is responsible for generating the complete submittal register from scratch. If the Government will provide the register, please confirm the anticipated delivery date relative to Notice to Proceed.

Contractor to provide a submittal register based off specification requirements and will be reviewed by the station for completeness during the preconstruction phasing

33 Special inspection agency responsibility and cost:

Section 01 45 35 requires special inspections. Please confirm whether the contractor or the Government is responsible for engaging and paying for the Special Inspection Agency and Special Inspector of Record, identify all required special inspection types applicable to this project, and confirm whether the Schedule of Special Inspections issued with the contract documents is complete and governing for bidding purposes.

The Contractor is responsible for special inspections and records

34 Independent testing laboratory responsibility and Cost:

Section 01 45 29 requires testing laboratory services.

Please confirm whether the Government or the contractor is responsible for engaging and paying for independent testing laboratory services on this project, identify all specific tests requiring a Government-approved independent laboratory, and confirm whether the contractor must include the cost of all required independent testing in the base bid.

The contractor is responsible for independent testing and reporting and will be provided to the station upon completion

35 Construction waste management plan and required diversion rate:

Section 01 74 19 requires a construction waste management plan. Please confirm whether the waste management plan is required as a preconstruction submittal, the minimum construction waste diversion rate from landfill disposal bidders are to carry as the bid basis, and whether diversion reporting documentation must be submitted with each pay application or only at project closeout.

Yes waste management plan will be included in preconstruction submittals.

36 Commissioning agent appointment and contractorside commissioning cost basis:

Please also identify the complete contractor-side commissioning coordination scope bidders are to include in the base bid, including meetings, checklists, testing participation, deficiency correction, seasonal testing, and warranty-phase site visits.

Please see specification 019100 for commissioning requirements

37 Asbestos floor tile and mastic abatement locations:

Section 02 82 13.19 requires asbestos floor tile and mastic abatement. Please provide the complete list of all rooms, areas, floors, and spaces within the project scope where asbestos-containing floor tile and mastic abatement is required, including building number, room number, approximate square footage, and tile type, so bidders have a complete and accurate abatement pricing basis.

A/E recommends providing environmental report with these responses for more information on testing procedures, locations, and amounts.

38 West Virginia asbestos abatement licensing and notification requirements:

Please confirm all West Virginia state asbestos abatement licensing, worker certification, and pre-notification requirements applicable to the asbestos floor tile and mastic abatement scope under this contract. Please identify whether individual workers, the abatement subcontracting firm, or both must hold West Virginia state credentials, confirm the required state agency notification period before abatement begins, and identify any state-specific disposal or manifest requirements that differ from or supplement the federal requirements cited in Section 02 82 13.19.

As a federal project it is the AHJ's determination and station safety for what is required for abatement on campus. The removal and discarding of this material will likely be governed by the receiving certified landfill and the responsibility of the contractor to corrdinate with the waste facility for proper manifesting and containment procedures for transport and discard.

39 VPIH/CIH oversight responsibility and cost:

Section 02 82 13.19 references both a VA Professional Industrial Hygienist (VPIH/CIH) and a Contractor-Provided Industrial Hygienist (CPIH/CIH). Please confirm whether the VA will provide its own VPIH/CIH for project oversight, monitoring, and clearance certification at no cost to the contractor, or whether the contractor is required to engage and pay for both a CPIH/CIH and any required IH Technician as part of the base bid abatement scope.

VPIH oversight is not curerntly in the scope of the A/E Station to determine who will perform this work, third party, internal station representative, or contractor provided VPIH.

40 Selective demolition scope limits and trade Responsibility:

Section 02 41 00 governs selective demolition. Please confirm the complete scope of non-ACM demolition under this contract, including which existing systems, equipment, walls, ceilings, slabs, and infrastructure must be demolished by the contractor versus removed by the owner prior to contractor mobilization or under a separate contract. Please also confirm whether any existing telecommunications equipment, owner-furnished active equipment, or owner-managed server hardware in the existing data center will be removed by VA staff or OIT before contractor demolition begins, or whether that removal is included in the contractor's base bid.

Please refer to demolition drawings for required demolition The station will not demolish building materials prior to the contractors arrival.

Relocation of IT equipment and hardware is typically performed by VA staff through the white glove process with national. This includes core switches and network devices.

41 Firestopping responsible trade for noncommunications Penetrations:

Section 07 84 00 governs firestopping. Please confirm the responsible trade for furnishing and installing firestopping at all other penetrations on this project, including mechanical, plumbing, HVAC, Division 26 electrical conduit, and structural penetrations through fire-rated walls, floors, and partitions.

This is conducted per the specification, and contractor provide all required shop drawings for fire stopping.

42 Firestopping responsible trade for noncommunications Penetrations:

Please also confirm whether a project-specific firestopping submittal matrix or fire-protection engineer-reviewed penetration schedule is required as a pre-installation submittal

This is conducted per the specification, and contractor provide all required shop drawings for fire stopping.

43 O&M training scope, minimum hours, required attendees, and tie to retainage release:

Please identify the complete O&M training scope required under this contract for all installed systems, including the required training format, minimum number of training hours per system or discipline, the minimum number and classification of VA personnel who must attend and complete training, whether training must be recorded or documented, and the required submittal format for training records

This requirement is based off manufacturer recommendation for training duration. Attendees will include pertinent O&M staff and will be corrdinated with stakeholders for time, location, and number of trainees required. We do not want to set a minimum time not based off manufacturer recommendations becuase that may result in stakeholders being held in training without purpose of goals.

44 O&M training scope, minimum hours, required attendees, and tie to retainage release:

Please also confirm whether completion of all required O&M training is a condition precedent to the release of retainage, approval of the final pay application, or issuance of final acceptance, so bidders can include the required staffing, scheduling, and coordination costs in the base bid.

These are conditions to be met prior to final pay application, however contractors will be able to demobilize based off substantial completion and acceptance of work.

45 Phased substantial completion milestone definitions and certificate issuance:

Please confirm whether the Government intends to issue individual Certificates of Substantial Completion for completed phases or only a single Certificate of Substantial Completion for the entire project. Please identify the criteria the Government will use to determine substantial completion for any phase, whether liquidated damages cease for a completed and accepted phase upon phase-specific substantial completion, and whether retainage for a completed and accepted phase may be released before final completion of the entire project

Phased substantial completion as this will allow for proper progression of the project.