S06 - Amendment 0003 - Technical Responses - Des Moines Elevators.pdf

TECHNICAL QUESTIONS AND SOLICITATION #: 36C77626R0038

RESPONSES TRACKING SHEET PROJECT TITLE: 636A6-22-500 - NRM Modernize Elevators - Des Moines - VACIHCS

# RECEIVED ANSWERED CONTRACTOR QUESTION VA RESPONSE

1 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 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?

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.

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 36C77626R0038.

An amendment was posted 3/24/2026 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 3/16 3/17 According to Attachment 2 – Site Visit Information – Des Moines, it states, “There is no pre-registration, but all contractors must sign in.”. Could the government please confirm whether the site visit is mandatory in order to submit a proposal for this project?

Posted Amendment 0001 - clarifying the site visit expectations and reiterating the day-of visit instructions.

13 3/16 Can you clarify when the period of performance begins? The period of performance begins upon issuance of the Notice to Proceed (NTP). Several items must be completed before the CO issues the NTP such as the mandatory post‑award conference.

14 Specifications state that General Contractor’s employees shall not enter the project site without appropriate badge and that before starting work the General Contractor shall give two weeks’ notice to the Contracting Officer Representative so that security arrangements can be provided for the employees. When are we expected to provide the notice?

The Contractor shall provide the required notice to the COR as soon as the notice of award is issued to allow adequate time for badge processing and coordination.

15 What is the reporting structure for this project, are we to report to the CO or COR?

All project communications shall be routed through the COR, with the CO/CS copied on all email correspondences.

Any concerns related specifically to contract management or contractual obligations shall be directed to the assigned CS, with the CO and COR copied.

16 Can you clarify what the VA is expecting for progress meetings? The specification states on “at least basis” and provides no format.

Progress meetings shall be held biweekly on a day and time mutually agreed upon by the Contractor and the COR.

Attendees include the A/E, COR, VAMC Project Team, and the Post-Award CO/CS. The Construction Contractor is responsible for hosting the meetings. Additional meetings may be held more frequently if project needs require.

Each progress meeting shall include, at a minimum:

• Safety discussion

• Review of open RFIs (if any)

• Review of open submittals (if any)

• Review of the look ahead schedule

The Contractor shall prepare and distribute an agenda in advance of the meeting. Meeting minutes must be provided to all attendees within 7 calendar days following each meeting. The Contractor must be able to share their screen to review agenda items to ensure full awareness of discussion topics.

Meeting Elements:

• Project name and number; Meeting Host; Meeting Title

• Date, time, meeting ID, call-in number, meeting duration, and sequential meeting number

• Participant list

• Meeting purpose, roll call, and any additional items

• Agenda items including decision topics, action items, fixes, and next steps

• Date and time of the next meeting

Project Schedule Update meetings are separate from progress meetings and to be conducted in accordance with the 01 32 16.15 Project Schedules (Small Projects – Design/Bid/Build) specification.

17 3/30 Will the government consider allowing Superintendent to also be QCM?

No, the roles must be filled independently.

18 Clarification - Are we retaining the pit ladders? If it needs to be 2023 code, we’ll have to replace the ladders and add the appropriate switches.

A17.1 (2022), A17.3 (2023) applies and means to disconnect the power when the ladder is used should be provided.

19 Hydro Freight: Does it carry passengers? Yes, it does carry passengers.

20 Clarification – Is Code Blue on Hydro Freight? Yes.

21 Will the VA allow advanced payments (down payments) for elevator equipment procurement or will bidding contractors assume that invoicing will only be triggered by delivery to the facility?

The Department of Veterans Affairs will not allow advance payments or down payments for elevator equipment procurement under this contract. Payment will be made only through progress in accordance with FAR 52.232-5 “Payments under Fixed-Price Construction Contracts” and VAAR 852.232-70 “Payments Under Fixed-Price Construction Contracts (Without NAS-CPM)”.

22 The solicitation mentions a 365-day period of performance following NTP. Considering this project includes eight (8) elevator modernizations with substantial general construction work, meeting this stated POP is next to impossible. The process to survey, issue submittals, obtain approved submittals, and procure elevator equipment could take upwards of 4-6 months alone. The POP on a project of this magnitude should be 24 months minimum. Will the VA be open to extending the project POP to better align with the project scope of work?

The period of performance for the contract is 365 calendar days from the Notice to Proceed (NTP).

23 Will Microsoft Project be an acceptable scheduling tool for the project?

Yes, MS Project is acceptable.

24 What software will be utilized on the project for submittal/RFI transfers? Will the Prime contractor be responsible for purchasing and maintaining?

Yes, contractor to provide software. ProCore, Submittal Exchange or similar to be approved by COR.

25 Can the VA please identify a lay down area on site where contractors can stage materials and equipment? On a project of this magnitude, a large laydown area will be necessary to stage all material for the project.

Laydown and material storage space to be provided at discretion of the COR. Space will at maximum, be that required for a job trailer, dumpster and 20’ storage Conex container.

26 Field staff clarifications:

a. Please confirm the VA’s intent for the Prime Contractor to have a full-time Superintendent for the entirety of the project.

b. Please confirm VA’s intent for the Prime Contractor to have a full-time SSHO on site for the entirety of the project.

c. Please confirm VA’s intent for the Prime Contractor to have a full-time QCM on site for the entirety of the project.

d. Can any of the above individuals Double or Triple hat?

e. Can any of the above individuals be an employee of a subcontractor, or will the VA require the above individuals to be a Full-time employee of the Prime Contractor?

a. Yes

b. Yes

c. Yes

d. No

e. Full time employee of Prime

27 Can the VA please clarify the asbestos and lead abatement activities required for the project? Was a pre-alteration survey completed that could be shared with the bidding contractors? The construction drawings and specifications do not provide a clear understanding of the extent of the asbestos and lead abatement scope of work and bidding contractors will need a more detailed scope of work to properly bid these aspects of the project.

Latest hazardous material survey to be shared. Abatement is not anticipated, but unforeseen instances may arise.

Separate set allowance cost reimbursable line item to be added to contract (See Attachment 10 – ACM Asbestos Plan Set).

28 Under 01 91 00 commissioning spec section (sub section 3.9), can the VA please clarify if training on the project will require video recordings with narration for the training requirements? This is abnormal for an elevator modernization project and not something we typically see on a project.

Video recording with narration helpful for O&M staff.

Specific training videos required per COR discretion.

29 Can the VA please clarify the applicable ASME A17.1 elevator code year for the project (2016, 2019, 2022)?

a. If the VA is expecting a 2019 or 2022 code year project, this will require 2-way talk to text communication from the elevator cabs to security. This will require additional electrical and data utilities in the machine rooms and security offices that are not shown on the drawings. Can the VA please clarify the contractor’s responsibilities as it pertains to complying with the 2-way talk to text requirements of 2019/2022 code years?

Per the specs we are under the ASME A17.1 2022 and ASME A17.3 2023 codes. Two-way communication will be required. Additional details will be provided in forthcoming addendum.

30 Can the VA please clarify how many elevators can be taken down at one time for modernization?

Both A-bank elevators cannot be down at same time as B passenger. B-passenger cannot be down at same time as B-freight. Otherwise, there are no other restrictions.

31 For the roofing work on the project, does the VA have a required roofing contractor that bidders are required to use on the project? If so, can the VA please provide a company name and contact?

No specific roofing contractor required.

32 The drawings identify a series of areas within the hoistways that show degrading plaster and concrete but fail to identify the repair scope of work. Can the VA please clarify the extent of the hoistway repair scope of work? This could be a major cost driver on the project and bidding contractors should be pricing the same scope of work.

Flaking and crumbling surfaces; for example paint, mud, concrete or fire protection must be repaired or replaced to maintain fire ratings or to prevent detritus from impacting the operation, or reducing the lifespan of, the equipment.

33 The designer of records is using spec sections 14 21 00 and 14 24 00 (new elevator installation spec sections) rather than 14 21 10 and 14 24 10 (modernization spec sections). The “00” spec sections for new elevator installations are typically for new construction and not modernizations. Can the VA please update these spec sections to refrain from any confusion post award?

Spec content is applicable for elevator modernization.

Spec section will be updated to 14 21 10 and 14 24 10.

34 Do the elevators currently receive a pre-transfer signal from the ATS (Automatic Transfer Switch)? The new controllers will require a pre-transfer signal from the ATS and if this is not existing, it will require bidding contractors to make long runs of conduit and wire from the new controllers to the ATS panels in order to make these connections.

Prior conversations with the VA it was determined a pre-transfer signal was not going to be installed due to cost and impact to building operations.

35 If no pre-transfer signal currently exists, does the ATS have the capability to time delay and send a pretransfer signal to the elevators it serves? Additionally, where is the ATS located within the building for each elevator identified in the solicitation? Conductors will need to be run in conduit and programmed to function. Contractor needs to know the length of run, quantity or runs, and potential routing.

See response to 34.

36 Is the VA distributing ICRA drawings or is it the responsibility of the Prime contractor to determine where ICRA wall systems are needed?

It is the responsibility of the Prime to determine location of ICRA barriers and receive ICRA approval from VA staff.

37 Is the VA open to utilizing Temporary and modular infection control walls in lieu metal stud and sheet rock Infection control walls? Will the VA require all Infection control walls from finish floor to deck?

Temporary and modular walls are ok. Walls need to extend from finish floor to deck.

38 Please provide contact information for existing building Fire Alarm vendor.

Contact information to be provided to successful bidder

39 Please provide contact information for existing building Fire Protection vendor.

Contact information to be provided to successful bidder

40 Does the VA have an existing BMS/BAS system in place and will the VA require any BMS/BAS connections to this system on this project? If so, please provide contact information for the existing BMS/BAS vendor onsite.

Supporting MEP and fire suppression equipment will need to be connected to BAS, contact information to be provided to successful bidder.