36C77626R0101 Attachment 1 - Tech Questions Tracker - 7.22.26.pdf

TECHNICAL QUESTIONS AND SOLICITATION #: 36C77626R0101

RESPONSES TRACKING SHEET PROJECT TITLE: Replace Elevators 7&9 Pineville, LA

# 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 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.

6 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.

7 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.

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

9 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://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 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.

11 5/30/2026 Existing Conditions and Technical Requirements

• Will updated as-built drawings for Buildings 7 and 9 be provided prior to proposal submission?

• Will the project involve full elevator modernization or targeted component upgrades?

• Are there known electrical compliance issues or constraints that bidders should be aware of?

• Are there any identified hazardous materials in the elevator machine rooms or shafts?

See solicitation for project specifications & drawing.

12 5/30/2026 Construction Phasing and Site Logistics

• Will elevators be permitted to be taken offline one at a time, or is a specific phasing plan required?

• What are the allowable work hours for construction activities?

• Will staging or laydown areas be provided near

Buildings 7 and 9?

• What is the required process and lead time for elevator shutdown approvals?

13 5/30/2026 Solicitation and Proposal Requirements

• Can you confirm the technical acceptability criteria that will be used under the LPTA evaluation?

• Will elevator-specific past performance be required for technical acceptability?

• Are subcontractors required to be OEM-certified for elevator work?

• When will full design drawings and specifications be available for review?

14 5/30/2026 Pricing, Magnitude, and Contract Structure

• Will the project be priced as a single lump-sum

CLIN, or will multiple CLINs be included?

• Will the VA require allowances for testing, abatement, or unforeseen conditions?

15 5/30/2026 Administrative Items

• Are there specific security, badging, or background check requirements for contractor personnel?

See answer #7.

16 7/02/2026 Will Hard barriers ICRA construction be required at all floors for cab interior and hoistway door replacement on elevators 1-5?

The drawings indicate hard barriers at each elevator entrance. On elevators 1 – 5 where hoistway doors are being replaced, this activity will take approximately 1/2 day or 5 hours to complete. The activity is low to no dust generation and can be accomplished without producing any fall hazard.

Construction of hard ICRA barriers is unnecessary. Can the VA confirm this will be required at all floors?

During Cab interior replacement please confirm the barriers will only be required at the floor where the interior work is being performed.

Cab interior replacement is required for barriers to only be at the required floor where the interior work is being performed.

17 7/02/2026 Shall the Site Superintendent be allowed to satisfy the role of Guard in addition to other duties as described in this section?

DISCUSSION: This will be a low staff project with 2 to 5 contractors onsite at any given time. The addition of unarmed guards seems unnecessary and an additional cost burden to the VA. Please confirm:

Shall guards be required?

If yes, may the superintendent fill the role of guard?

Will communication devices be required for the contractor to provide the VA police during the construction period?

Site Superintendent will be allowed to satisfy the role of Guard in addition to other duties.

18 7/02/2026 Shall Superintendent be allowed to function as the onsite SSHO and CQC Manager in addition to the role of superintendent?

DISCUSSION: Due to the low level of staffing required under elevator projects, a superintendent who is a direct employee of the general contractor has sufficient time to operate as the SSHO and QC Manager in addition to the duties of superintendent. Please confirm if superintendent may triple hat or in this case quadruple hat should a security guard be required.

If the Superintendent may not function as all of these roles please advise how many individuals shall be required by the VA to perform these roles on this project and if any of these roles may be dual hatted. Please recall the majority of onsite work will be 2 elevator mechanics performing work within the hoistway and machine room space with the occasional presence of an electrician.

Superintendent may dual-hat as CQC Manager only; and assign another qualified individual for SSHO.

19 7/02/2026 1. What state of emergency power operation will are the elevators currently operating under?

2. Please specify the following for each elevator to be modernized:

3. Is the elevator mainline power provided on emergency power?

4. Does the elevator currently receive a signal from the Automatic Transfer Switch (ATS) that illuminates a jewel to indicate the elevator is on emergency power?

5. Does the elevator currently receive a programmed time delay signal (pre-transfer signal or PTS) from the elevator ATS telling the elevator to park at a floor prior to initiating a power transfer?

6. Can the facility generator support adding the Cart Lift to emergency power?

7. Where is the ATS located that the contractor is to connect the ATS signal cable for the cart lift?

8. Can the facility generator support adding the Hydraulic Elevators to emergency power?

9. Where is the ATS located that the contractor is to connect the ATS signal cable for the Hydraulic Elevators?

10. Please specify how many elevators can operate on emergency power at one time.

1. Reference one-line diagram sheets E-601 through E-613 for elevators emergency power connections. Except for Bldg. 9 Unit #2, they are all operating on emergency equipment power through open transition ASCO automatic transfer switches. All units are 208volt three phase.

2a. Reference one-line diagram sheets E-601 through E- 613 for elevators emergency power connections.

2b. New elevators shall be required to communicate with upstream ATS's as required per code. All conduit and wiring shall be provided for a complete and fully functional system.

2c. A recent modernization has been performed for elevators at this campus. Contractor shall confirm on site if elevators receive a pre-transfer signal. If no pre-transfer signal exists, contractor shall provide all cabling, raceways, hardware, and programming required for a complete system. VA shall provide final direction.

3. Existing cart lift is currently on emergency power.

Except for Bldg. 9 Unit #2, they are all operating on emergency equipment power through ASCO automatic transfer switches. All units are 208volt three phase.

4. ATS is located in room 29 of building 07.

Currently units 1,2,4,5 in Bldg. 7 have selector switches and wiring from ATS to machine rooms.

5. No, the elevator does not currently receive a programmed time delay signal (pre-transfer signal or PTS) from the elevator ATS telling the elevator to park at a floor prior to initiating a power transfer.

6. Yes, Current cart lift is on emergency power.

7. The ATS that feeds the panel to cart lift is located in Rm.

29 basement

8. Yes, generator and associated infrastructure has been analyzed. Only one Unit #1 in Bldg 9 is on emergency power.

9. ATS's are located in room 12 and 29 of building 07.

Current ATS serving Bldg. 7 hydraulic elevators is in Rm.

29. Current ATS serving Bldg. 9 hydraulic elevator is in Rm 122a.

10. Elevator starting operations shall match existing.

Bldg. 7- Units 1&2 are paired. Units 4&5 are paired. The current sequence is only one of each pair will operate when ATS is on generator power. Each pair currently have a selector switch to operate desired unit of a pair.

20 7/02/2026 What telephone system does the VA use? POTS (Ring Down?) or VOIP?

DISCUSSION: The ASME A17.1-2019 and later system as noted creates complications at VA facilities. Most Commercially off the shelf items require network connectivity and are hosted on an external cloud. This system is known to be not allowed by the VA’s National OIT. The specifications do not exclude this type of system or state the requirements of an allowable system. Please advise.

There is an on Premise Rath system but it is VOIP based and very costly. There are also cellular dial systems that are available but the reliability of cellular data requires redundancy of data cards from different cellular companies.

All of the systems require subscriptions beyond the warranty period except for the on premise system. Please provide guidance and design requirements for the communication system so the contractor can determine what systems is appropriate and avoid costly change orders when the proposed system is inevitably denied by the VA OIT.

1. VOIP

2. ASME A17.1 shall be code year 2019 per division 14 specifications. The Contractor shall confirm with the VA whether any updated editions or publications are to be followed. VA shall provide final direction.

Cellular based solutions is a viable option but it is NOT the preferred option. The preferred approach is to utilize the network as it currently exists. The preferred approach is based on equipment manufactured by Avire (Rath/Janus), though other comparable/equivalent systems may exist.

Avire’s solution offers a locally hosted gateway computer that can be placed on the VA network behind SDIA. This allows voice line functionality to continue operating as they do today, with elevator trouble calls being answered locally by police dispatch. When video or text communication is needed, dispatch personnel will access these features through a networked workstation interfacing with the on premise gateway.

The system’s gateway hardware shall provide phone line integrity monitoring. When paired with UPS support and the resiliency of the VA network, this configuration meets life safety and reliability requirements outlined in ASME A17.1.

Implementation will likely require a dedicated network switch installed in each elevator machine room, with CAT6 home runs from individual elevators. That switch must then be connected back to the nearest telecommunications room (TR), preferably through conduit or using armored backbone fiber.

This configuration supports full maximal code compliance for modernized elevators, leverages existing VA network infrastructure, and eliminates dependence on subscription based services or cloud hosted solutions. Contractor should be providing compliant hardware in the elevator cabs, gateway hardware, and machine room enclosure with UPS.

Contractor will provide connection (fully terminated and tested) from machine room enclosure to nearest TR (telecom room). Local OIT will provide IT switch for machine room enclosure and make actual network connection in TR.

21 7/02/2026 What is the applicable spec for the elevator communication system?

DISCUSSION: Spec for requirements for communication installations specifies ASME A17.1 Code year 2013 while the Hydraulic Elevator Spec as referenced above in RFI 05 requires 2019 code year. Please confirm which is applicable as noted in RFI 05, the 2019 requirement is problematic for VA installations.

1. Please reference division 14 elevator specs and specification 27 05 11.

2. ASME A17.1 shall be code year 2019 per division 14 specifications. The Contractor shall confirm with the VA whether any updated editions or publications are to be followed. VA shall provide final direction.

22 7/02/2026 What is the applicable spec for the elevator modernization project?

DISCUSSION: The VA typically requires the most recent code addition when specifying elevator modernization codes.

Please confirm which code year these elevators should be modernized 2 understanding each has additional requirements beyond what is specified in the design documents.

ASME A17.1-2016 (adds flashing hat to the elevator fire alarm system), 2019 (Additional communication requirements), 2022 (Additional Lighting, pit ladder, and fire alarm requirements), or 2025 (recently released)

1. Governing contract language. The design documents for this project are based on VA Master Construction Specification Sections 14 21 10 (Traction Elevator – Modernization) and 14 24 10 (Hydraulic Elevator – Modernization). Both sections contain identical language in Part 1, Article 1.4, Applicable Publications:

"The publications listed below form a part of this specification. Elevator installation must meet the requirements of the latest editions published and adopted by the United States Department of Veterans Affairs on the date [this] contract is signed."

This is VA’s own contract language, not a provision introduced or interpreted by the design team. It expressly ties the applicable ASME A17.1 edition to the date the construction contract is signed — not the date of design, and not a fixed calendar-year edition. VA acts as its own Authority Having Jurisdiction (AHJ) for its facilities and is not bound to any state’s code-adoption cycle (e.g., California’s current adoption of the 2014 edition is not applicable to this federal facility).

2. Provisions already incorporated. Independent of which overall edition is ultimately in effect at contract signing, both master specification sections already incorporate a specific enhanced requirement from the 2019 edition directly into the contract text (§2.36.B in each section):

"Two-way communication device must be in full compliance with ASME A17.1 Rule 2.27.1.1 (2019) or later editions."

This provision applies to the current design documents as issued. No equivalent rule-specific citation to the 2016 (flashing hat), 2022 (lighting/pit ladder/fire alarm), or 2025 provisions currently appears in the VA master specification sections as issued to the design team. The design documents were prepared and edited from the master specification sections as provided by the VA spec writer for this project; the design team’s edits were limited to tailoring those VA-authored sections to the units and conditions at this facility, not to selecting or waiving a code edition.

3. Applicability to this project at this time. This project has not yet been advertised or bid, and the contract has not been signed. Per the express language of §1.4.A quoted above, the specific ASME A17.1 edition applicable to this modernization cannot be conclusively fixed prior to contract signature — that determination is inherently a future, moving date under VA’s own specification language, and is not something the design team can finalize in advance.

Should VA elect to adopt additional requirements from the 2022 or 2025 editions (or any later edition) before the project is bid, standard VA practice is for the VA spec writer to issue an updated master specification section or a formal addendum reflecting those changes.

23 7/02/2026 What level of lobby finishes or refinishing is covered under the scope of this contract?

DISCUSSION: The lobby finishes for ceiling, floors, walls has been provided for all elevator lobbies, however, building 9 is under construction and currently being refinished under another contract. Please specify what level of lobby finishes the contractor is required to provide and or revise. Shall all lobbies be refinished or shall only damage caused by the contractor be required to be corrected?

Lobby finish scope is limited to the rooms listed in the Room Finish Schedule in A-601.

AE recommends refinishing lobby, VA to have final decision if only damaged areas are to be refinished.

Building 9 lobby must be restored to original state found or corrected if damaged.

24 7/02/2026 Shall any sump pumps be required to be installed?

DISCUSSION: Hydraulic Elevators are required to have sprinkler systems if the building is sprinkled. When Sprinkler systems are present and elevators provided with fire service, a sump ump is required. No Sump Pumps are present and or listed in the plans and specs. Please confirm the VA is providing a variance for the absence of the sump pumps.

Under the 2025 edition of NFPA 13, the only place sprinklers are required is the Elevator Machine Room for the hydraulic elevator.

Elevator Shaft is rated and non-combustible.

Sump is not Required

25 7/02/2026 Please confirm the elevator scope provided in the Drawings A602 through A605 is complete and accurate?

DISCUSSION: Please confirm all the noted items shall be replaced as provided in the Drawings

Confirmed - Elevator scope of work is located on sheets A- 602 through A-604. Within each table, every line item marked “NEW,” “Replace,” “Refinish/Clad,” “Remove,” etc.

under the Disposition column is included in the Contractor's base scope of work. Items marked “No Change” or “Retain” are existing-to-remain and are not part of the Contractor's scope. Coordinate with the Comments column for item-specific clarifications (e.g., seismic design category, code-compliance verification, items pending field verification).