Atch 8 RFIs Questions and Answers from Previous Solicitation.docx

CANCELED SOLICIATION 36C24924R0021

RESPONSES RFIs QUESTIONS & ANSWERS

Amendment 0001:

1. Question: Provide steam trap specification. Answer: See Attachment 5, Trap Inventory Spreadsheet

2. Question: Provide steam and steam condensate piping specification. Answer: See Attachment 5, Trap Inventory Spreadsheet

3. Question: Provide a plan showing the trap location. Answer: See Attachment 5, Trap Inventory Spreadsheet

4. Question: Provide a list showing trap size, steam pressures, condensation load, and trap type to allow for this to be priced. Answer: See Attachment 5, Trap Inventory Spreadsheet

5. Question: Provide a phasing plan with timeframes allowed for each steam trap. Answer: See Attachment 5, Trap Inventory Spreadsheet

6. Question: Is a non-working site superintendent required? Answer: Site Superintendent is required for this project.

7. Question: The solicitation – page 5 of 61 – Part II – A.1., mentions an “attached spreadsheet (Replace Steam Traps – Trap Inventory)” which was not attached, will that be included in an amendment? Can the VA schedule an additional walk-thru when the spreadsheet/inventory is provided - in hand? Answer: Yes, See Attachment 5, Trap Inventory Spreadsheet. No additional walk-through is necessary.

8. Question: The solicitation – page 5 of 61 – C.4. – states that “QC shall be performed by a mechanical engineer that is a steam specialist”, will the contractors mechanical engineer be required to be on site at all times? Answer: It is required that a quality control walk-through be performed by a mechanical engineer who is a steam specialist. That walk-through can happen after all work is completed or in phases. This walk-through will be performed with a VA engineer present, and the VA will produce its punch list for the project from this walk-through.

9. Question: The solicitation – page 7 of 61 – B. 2. – states “the contractors superintendent and foreman will be onsite at all times…..” will it be acceptable for the superintendent and foreman to be actively “working” superintendents and foremen? Answer: The general contractor is to an OSHA 30-hour superintendent or foreman onsite any time that work is being performed.

10. Question: The solicitation – page 9 of 61 – C.7., instructs the contractor to “provide as-built drawings”, will the VA provide original drawings to be updated – as-built? Answer: As-built drawings will not be required as this is repair work.

11. Question: Throughout the solicitation there is no mention of infection control or ICRA, will the VA provide the AHA/ICRA, assign a risk classification? Will an ICRA permit be required?, and will the VA provide ICRA drawings? Answer: Minimal ICRA requirements will be in place as all work is located in mechanical spaces.

12. Question: Throughout the solicitation there is no mention of asbestos pipe insulation, is the project asbestos free? Answer: The VA believes that all asbestos has been removed in these work areas. If the contractor believes they have found asbestos in a work area, they are to stop work immediately and notify the COR.

13. Question: Has the VA identified and tested the current isolation valves to reduce long delays while awaiting pressure and steam reductions enabling work in a forward manner? If not, how will the contractor address these possible unforeseen conditions? Answer: After the project is awarded, the VA will put a hold on the project until April 2024. This will enable the VA to schedule steam outages for the medium and high-pressure steam lines, and to ensure adequate isolation for the low pressures lines being worked. Steam outages will need to be performed during weekday evenings or weekends, so employee scheduling should take this into account. See attachment 5, Trap Inventory Spreadsheet to identify all trap systems above 20 psi. Low pressure trap systems work will be scheduled during normal work hours Monday thru Friday.

14. Question: Will plans identifying the 100 trap locations be provided? If not, will a knowledgeable VA employee be assigned to locate the traps in a manner that will reduce back tracking/multiple isolations of the same loop? Answer: See Attachment 5, Trap Inventory Spreadsheet

Amendment 0004:

1. Question: It is becoming increasingly difficult to obtain Past Performance Questionnaires from Federal Contracting Officers on a project-by-project basis when they have already completed a CPARS evaluation for us. Considering this, will Government consider allowing us to submit completed CPARS evaluation forms with our proposals in lieu of having our references send the provided PPQ? Several Contracting Officers declining to fill these out have sited From FAR 42.1501 General: (b) Agencies shall monitor their compliance with the past performance evaluation requirements (see 42.1502) and use the Contractor Performance Assessment Reporting System (CPARS) metric tools to measure the quality and timely reporting of past performance information. CPARS is the official source for past performance information on federal projects. Answer: CPARS can be used in place of Past Performance Questionnaires, Contractor Performance Assessment Reporting System (cpars.gov)

2. Question: RFI answer # 11 states that the ICRA will be minimal. Can you give us a description of minimal? Answer: All work will be performed in mechanical room spaces and not in patient areas.

3. Question: The SOW calls for 100 Traps to be replaced. I am only getting (96) from the Attachment 5 schedule. One says abandon in place. Can you double check the quantity? Answer: Spreadsheet has been verified and a revised attachment 5 “Trap Inventory Spreadsheet RV1”, which includes 98 traps to be replaced, use the revised spreadsheet for quantities.

4. Question: Can stainless steel steam traps be used in lieu of cast steel for steam pressures 15 psi and above? A copy of the Armstrong model 1811 drawing and bill of materials is attached for reference. Answer: All traps 15psi or above must be cast steel or forged steel, traps below that pressure are to be cast iron.

5. Question: Line Item 56 TAG # 200 - Armstrong model PT104. This is a low profile small pressure powered condensate pump (not a steam trap) that is only manufactured in cast iron. The motive steam pressure to the unit is 50 psig. The unit can be repaired with a replacement cap assembly that contains all working parts. Is this an acceptable repair? A copy of the PT104 data sheet is attached. Answer: Line 56 and 61 has been abandoned, there will be no need to replace these units. Line 56 and 61 has been removed from the spreadsheet, see attached revised attachment 5 “Trap Inventory Spreadsheet RV1”, which includes 98 traps to be replaced, use the revised spreadsheet for quantities.

6. Question: Will a confined space permit be required for the crawl spaces? Answer: Only one (1) area – M003

7. Question: Perform Quality Control (QC) to ensure compliant, complete, working assemblies. QC shall be performed by a mechanical engineer that is a steam specialist. The QC engineer shall inspect and certify each trap assembly, including trap selection, function, and installation. Operational verification shall include equipment directly served by trap assembly. Any issues identified by the contractor’s engineer shall be corrected, reinspected and certified. At the completion of work, provide a final stamped certification report documenting the work, inspections, corrective actions, and approval of each assembly. Please provide a specification section outlining this. This appears to be a design build job. Please clarify. Answer: This is not a design-build. The VA is asking that the contractor team have one (1) of its members be a mechanical engineer that is a steam trap specialist who will verify the proper installation of each steam trap station.

8. Question: Provide a stamped QC report and certification prior to requesting final inspection. Report shall document the work, inspections, corrective actions and approval of each assembly. What “stamp” does it need to have? Please list the qualifications. Answer: PE Stamp

9. Question: FACTOR 3 - Past Performance: Offeror shall list three (3) only prior clients for completed projects of new construction or new addition of hospital/healthcare facility, medical clinics where the projects dollar magnitude equal to or greater than $500,000.00 within the last five (5) years on the VA Past Performance questionnaire and ask the client to forward directly to the Contract Specialist via email at jen.jamieson@va.gov no later than 20 December 2023 at 1:00 PM CST. Construction of a brand new facility and addition of a healthcare facility is not applicable to the SOW. Would you like to see the GC performance of mechanical projects related to steam instead? Answer: You should submit mechanical projects with values of $250,000 or higher.

10. Question: Is CPARS an acceptable alternative to the past performance questionnaire? Answer: CPARS can be used in place of Past Performance Questionnaires, Contractor Performance Assessment Reporting System (cpars.gov)

11. Question: The solicitation states email only submission, but also requests hard copies. Please clarify. Answer: Proposals are to be submitted via email to the Contracting Officer, Robert Pritchard and Contract Specialist, Jen Jamieson. Offerors shall submit one (1) electronic copy of complete proposal (a. Technical & b. Price) to the email provided.

12. Question: Is a non-working site superintendent required? Answer: Site Superintendent is required for this project. Please provide specifications for this. Answer: Per FAR 36.506 and FAR Clause 52.236-6 Superintendence by the Contractor. The Contractor shall directly superintend the work or assign and have on the worksite a competent superintendent who is satisfactory to the Contracting Officer and has authority to act for the Contractor.

13. Question: The solicitation – page 5 of 61 – C.4. – states that “QC shall be performed by a mechanical engineer that is a steam specialist”, will the contractors mechanical engineer be required to be on site at all times? Answer: It is required that a quality control walkthrough be performed by a mechanical engineer who is a steam specialist. That walkthrough can happen after all work is completed or in phases. This walk-through will be performed with a VA engineer present, and the VA will produce its punch list for the project from this walk-through. What qualifications make an engineer a “steam specialist”? Please be advised that this is unusually restrictive as most small disabled veteran owned businesses do not staff “steam specialist” mechanical engineers. This will also cost the government a significant amount of money. Answer: Part I Section C paragraph 4 has been removed from the SOW, see attached revised SOW “SOW 603- 24-102 Dec 18 2023 Update RV2”. Quality control walk-through will be performed by the COR assigned to this project (mechanical engineer / steam specialist).

14. Question: It appears that the NAICS code is incorrect. Can you please update the NAICS code to 238220. Answer: NAICS Code 238220 has been corrected in amendment three (3) to the solicitation.

15. Question: Where traps are being replaced, replace failed or missing components at each trap assembly. Refer to VA Standard Details for trap assemblies (attached). Verify complete, compliant, functional assemblies. Could you please provide the attachment, I could not locate it. Answer: See attached revised attachment 5 “Trap Inventory Spreadsheet RV1”, which includes 98 traps to be replaced.

16. Question: Sub-Factor 1a – Relevant Experience: The Prime Contractor shall provide demonstrated satisfactory experience in new construction, renovation, or the addition of a hospital/medical center and/or health care facility for two (2) completed projects within the past five (5) years with a contract value equal to or greater than $500,000.00. The subject project must have consisted of multiple trades to demonstrate the management and coordination of trades by the Prime Contractor. This project does not have multiple trades, only mechanical. Please clarify. Answer: You should submit mechanical projects with values of $250,000 or higher.

17. Question: Provide the names of the Prime Contractor’s project manager and on-site superintendent, including name with title, years with prime contractor, and total work experience as it relates to the new construction or the addition of a hospital/medical center and/or health care facility. Both Project Manager and Site Superintendent must demonstrate (by way of professional resume) experience in managing and providing oversight with new hospital construction or construction additions with a project magnitude equal to or greater than $500,000.00 or more over the past five (5) years. This project only requires the replacement of steam traps, not construction of a new facility. Please clarify. Answer: Provide the names and contact information for a project manager and site superintendent for this mechanical project.

18. Question: The proposal criteria is not relevant to the work being performed. Please clarify. Answer: You should submit mechanical projects with values of $250,000 or higher.

19. Question: Is it possible that the gov’t could publish the firms name that composed the survey for this solicitation: 36C24924R0021 - Project 603-24-101 - Replace Steam Traps at Louisville Robley Rex VAMC? Answer: Zack Edwards – Midwest Steam and Condensate Solutions (308) 325-8766

20. Question: Referencing the spreadsheet identifying the steam traps, there are approximately +/- 35 each that are identified in the “recommendation” column as none – the “status” column as ok and the “comments” column as none, are we to include those +/- 35 in the replacement group? Answer: Yes, these traps are cast iron and need to be steel traps per new VA guidance.

Amendment 0006:

Question: Amendment 0004 has contradictory information regarding the type of metal for trap components. See Part I.C Project Objectives “For all steam traps whose inlet pressure is above 20 psi, all components (traps, isolation valves, check valves, and fittings) must be stainless steel”. However, the response to RFI #4 in the same amendment states “Can stainless steel steam traps be used in lieu of cast steel for steam pressures 15 psi and above? A copy of the Armstrong model 1811 drawing and bill of materials is attached for reference. Answer: All traps 15psi or above must be cast steel or forged steel, traps below that pressure are to be cast iron.”.

Please confirm if stainless steel traps are acceptable in lieu of cast or forged steel. Answer: Steel for 15 psi and above is correct.

Amendment 0008:

Question: The existing steam traps are not insulated. Most steam pipe and accessories are insulated due to the heat. Is the contractor to add insulation to match the pipe insulation on the steam traps?

VA Answer: The contractor will not be responsible for insulating steam pipe as long as the contractor does not remove insulation that they did not need to remove. The VA will be responsible for replacing any insulation that has be removed for good cause during this project.

Question: Based on uncertainty with specifications and materials, recent changes (today), we are requesting this bid be pushed at least another week? Would that be possible?

VA Answer: Proposal due date changed to 30 January 2024

Question: In reviewing the solicitation and amendments 0001 – 0006 our firm has developed the list of questions below to confirm/clarify the bid guarantee requirement and the scope of work. Due to the impact of the responses on our bid, we respectfully request your consideration of a one (1) week extension to the posted submittal deadline of Thursday, January 11 at 1pm Central.

VA Answer: Proposal due date changed to 30 January 2024

Bid Guarantee Question: The Instruction to Offerors states the price proposal must be accompanies by the “Offeror’s Bid Guarantee documents”, but percent of bid price and/or amount required is not provided. Can you please confirm the need to submit a bid guarantee, and if so, confirm the percent of bid or amount required.

Original Solicitation date 11/20/23; Page 24; Item c.

VA Answer: The amount of the bid guarantee shall be 20 percent of the bid price or $3M, whichever is less.

Acceptable Pipe & Fitting Materials Question: Is forged steel an acceptable material (per the attached VA directive) on this project for fittings.

VA Answer: material may be cast steel, forged steel, or stainless steel for components where steam pressure is 15 psi and above. For steam pressures below 15 psi, cast iron is acceptable.

Question: High Plains Boiler & Mechanical recommends installation of SCHD80 pipe and nipples along with forged steel fittings. Dielectric Unions are to be used when connecting steel steam trap stations to copper return mains.

VA Answer: Agree that SCHD80 pipe and nipples are to be used for 15psi and above, and dielectric unions when connecting dissimilar metals, but fittings and components can be cast steel, forged steel, or stainless steel.

Technical/Material Clarification:

Amendment #2; Part 1; Paragraph C.; Project Objectives; Section 1.

Replace 100 traps and all required trap assembly items (VA will supply all isolation valves, strainers, and check valves; The contractor shall supply all traps, pipe, nipples and fittings). The contractor shall install all parts needed (traps, nipples, pipe, isolation valves, check valves, strainers, and trap tags) for each trap being replaced. Note: For all steam traps whose inlet pressure is above 20 psi, all components (traps, isolation valves, check valves, and fittings) must be stainless steel, and shall be installed regardless if the component is currently present or not (see trap inventory spreadsheet pdf – x indicates component is present and O indicates the component is missing. For steam traps whose inlet pressure is 20 psi or below, only the steam traps and missing components need to be replaced.

VA Answer: For steam pressure 15 psi and above, components installed must be cast steel, forged steel, or stainless steel. For steam pressures below 15 psi, cast iron is acceptable.

Isolation Valve Replacement Question: Can the inlet isolation valve be tested and left in place if it deemed to be in proper working status?

VA Answer: Yes, inlet isolation valves should only be replaced if they have failed.

Question: Are flanged connections for steam traps necessary?

VA Answer: No, flanged connections are not required.

Statement: In most cases, the inlet isolation valve is left in place to avoid system shut down. The scope of work calls for all high-pressure valves to be replaced. This will all have to be done on night/weekend shutdowns if the area cannot be isolated off without causing major interruptions to the facility. On previous projects valves that we tested and proven to hold we left in place and all other station items were replaced. Valves that were tested and did not hold, were added to a shutdown list and completed during a night/weekend shutdown.

The drawings call for flanged steam trap connections. This is a massive price adder and unnecessary. We are proposing a two-bolt connector block style steam trap for high-pressure constant applications, a threaded steel trap for high-pressure modulating applications and threaded cast traps for low pressure applications.

Technical/Material Clarification:

Original Solicitation date 11/20/23; Page 8; Item #15.

Provide and install all necessary devices, equipment and any other components that are required to complete the project and provide a functional system. Do NOT reuse existing components and devices. Any failed components in an assembly shall be replaced. Any missing components required for a complete assembly shall be installed.

Amendment#1; RFQ#13. Question: Has the VA identified and tested the current isolation valves to reduce long delays while awaiting pressure and steam reductions enabling work in a forward manner? If not, how will the contractor address these possible unforeseen conditions?

Answer: After the project is awarded, the VA will put a hold on the project until April 2024. This will enable the VA to schedule steam outages for the medium and high-pressure steam lines, and to ensure adequate isolation for the low pressures lines being worked. Steam outages will need to be performed during weekday evenings or weekends, so employee scheduling should take this into account. See attachment 5, Trap Inventory Spreadsheet to identify all trap systems above 20 psi. Low pressure trap systems work will be scheduled during normal work hours Monday thru Friday.

VA Clarification: After a field inspection, it has been determined that all isolation valves are made of acceptable materials and will not need to be replaced unless they have failed. It is anticipated that less than 10% of these isolation valves have failed. The VA will make every effort to enable the contractor to perform work during a normal work schedule (M-F, 8am – 5pm), but there may be a few instances where evening or Saturday work will be necessary.

Acceptable Steam Trap Materials Question: Would the VA please provide further clarification on the acceptable materials of construction for the steam traps on this project? There are conflicting statements throughout the solicitation and the most recent answer does not match the most recent VA directive. The directive is attached and as per, trap bodies are to be steel. The previous interpretation of “Steel” was stainless steel, cast steel or forged steel. The directive clearly state that cast iron pipe, valve and fittings are not to be installed in high pressure systems (>15 psig).

VA Answer: For steam pressure 15 psi and above, components installed must be cast steel, forged steel, or stainless steel. For steam pressures below 15 psi, cast iron is acceptable.

Statement: The VA directive states that steam traps installed on a system above 15psig may be stainless steel, cast steel or forged steel. This solicitation states both options as well, the answer to the RFQ disqualifies stainless steel steam traps. Other steam trap options (forged steel & cast steel) will double the cost of the steam traps. High Plains Boiler & Mechanical recommends using the Armstrong 2011 stainless steel steam trap with the IS2 stainless steel connector block.

Technical/Material Clarification:

Original Solicitation date 11/20/23; Page 8; item #14.

Do not use any cast iron components. Traps shall be carbon steel or stainless steel. Other trap assembly components shall be carbon steel.

Amendment #2; Part II, Paragraph A. 4.

The contractor shall supply steam traps and connector blocks, pipe, nipples, and fittings. Note: For all high pressure and medium pressure steam trap assemblies, all parts must be steel (steam traps, connector blocks, pipe, nipples, fittings).

Replace Steam Traps Solicitation Q&A; 4.

Can stainless steel steam traps be used in lieu of cast steel for steam pressures 15 psi and above? A copy of the Armstrong model 1811 drawing and bill of materials is attached for reference. Answer: All traps 15psi or above must be cast steel or forged steel, traps below that pressure are to be cast iron.

Amendment #6.

Amendment 0004 has contradictory information regarding the type of metal for trap components. See Part I.C Project Objectives “For all steam traps whose inlet pressure is above 20 psi, all components (traps, isolation valves, check valves, and fittings) must be stainless steel”. However, the response to RFI #4 in the same amendment states “Can stainless steel steam traps be used in lieu of cast steel for steam pressures 15 psi and above? A copy of the Armstrong model 1811 drawing and bill of materials is attached for reference. Answer: All traps 15psi or above must be cast steel or forged steel, traps below that pressure are to be cast iron.”.

Please confirm if stainless steel traps are acceptable in lieu of cast or forged steel. Answer: Steel for 15 psi and above is correct.

Clarification: On the acceptable material for steam traps. Reviewing Amendment 0006, we are unsure if the steel indicated for 15 psi and above is referencing stainless steel or cast/forged steel.

Our recommendation would be to use stainless steel traps with connector blocks. This approach is roughly half the cost of cast and forged steel traps and are also not subject to longer lead times associated with cast and forged traps.

VA Answer: For steam pressure 15 psi and above, components installed must be cast steel, forged steel, or stainless steel. For steam pressures below 15 psi, cast iron is acceptable.

End of Solicitation Questions & Answers