Consolidated Questions and Answers.docx

Vendor 1 The Statement of Work requires that the Contractor Superintendent be on-site at all times during performance of the work. Is it permissible to have workers holding dual roles on site under this contract? Specifically, can the designated Superintendent also perform, for example Quality Control work while fulfilling their supervisory responsibilities? Yes, however, we reserve the right to request an SSHO if the superintendent is failing at the SSHO tasks.

Section 6 (Specific Contractor Requirements), Item 6a.iii.2, of the Statement of Work requires the Contractor to provide a Licensed Engineer stamped certification confirming that the roof will support the temporary HVAC equipment, including all required studies and analysis. Is it permissible for the HVAC Subcontractor to directly provide this Licensed Engineer stamped roof certification and structural analysis, provided the subcontractor engages a licensed structural engineer to perform and stamp the required analysis? Yes. We just want to have confirmation that the structural will support the temporary construction roof loads.

Sections 6.a.iii.2 of the Statement of Work require the Contractor to provide a Licensed Engineer stamped certification confirming that the roof will support the weight of the temporary HVAC equipment. In order to accurately price this requirement, we respectfully request the following documents be provided as part of the solicitation package:

1. Existing structural drawings for Fan Room 15 mechanical penthouse roof area

2. Original design roof load capacity documentation

3. Any previous structural assessments or modifications made to the roof in this area

4. Equipment layout drawings showing current AHU locations and existing roof penetrations We do not have any drawings/as-builts/records regarding associated mechanical, piping, controls, electrical, structural, and access information, to assist with bidding. Additionally, we do not have the requested information regarding field coordination or existing structural drawings for Fan Room 15 mechanical penthouse roof area, original design roof load capacity documentation, any previous structural assessments, or modifications made to the roof in this area, or equipment layout drawings showing current AHU locations and existing roof penetrations.

Throughout the Statement of Work references the following attachment: "Refurbish Air Handling Units Abridged Specifications." However, this attachment was not included in the solicitation package as issued. Please provide the missing attachment at your earliest convenience. Referenced attachment is missing. This is attached to the amendment.

Additionally, we respectfully request confirmation of whether the bid due date will be extended to allow sufficient review time after the attachment is received, given its significance to the scope of work. The suspense for quotes has been extended based on questions submitted.

Please provide any available existing drawings, as-builts, or record documents for AHU-4, AHU-24, AHU-39, AHU-40, and AHU-41, including associated mechanical, piping, controls, electrical, structural, and access information, to assist with bidding and field coordination. Not available.

Please provide any available information regarding approved staging location, rigging paths, equipment removal and installation access routes, opening size limitations, delivery restrictions, and any crane or hoisting limitations applicable to Fan Rooms 6, 11, and 15. I won’t be able to answer the staging question as I don’t know how much area they will require. For fan room 6, the crane will need to set up adjacent to the main front entrance. Fan room 6 won’t need a crane but the work will need to be coordinated with the Marques and the EHRM project. For fan room 15, I would try to keep the crane set-up in the parking area located directly at the North end of dental. They may need to use the Ambulance parking area but I would avoid this if at all possible.

Please clarify the Government’s expectations for Siemens Building Automation System integration for this project, including whether the contractor is responsible for all programming, graphics, point mapping, commissioning, and full integration work, and whether existing BAS documentation, point lists, controls drawings, and access to the Siemens system will be made available. Siemens should be able to provide the points lists, controls drawings. The existing sequence of operation shall be used. Siemens need to be contacted by contractor for startup and connected the new devices back to the front-end. (GY)

Please confirm whether the replacement chilled water coil at AHU-24 is required to be a two-piece coil due to space limitations, since the CLIN language states “replace with 2 pieces due to space,” while the detailed SOW states only that the chilled water coil(s) are to be replaced. Two-piece coils are accepted.

Please confirm the intended and acceptable routing path for temporary supply and return ductwork serving AHU-39, AHU-40, and AHU-41, including whether existing doorways and/or mechanical room exhaust louvers are the intended pass-throughs, and whether any temporary penetrations or special weatherproofing measures would be permitted or required. We can make suggestions, but I think that this would fall under means and methods. All options have a different cost associated with them; we are open to all suggestions assuming that existing access to the fan room/AHUs is maintained.

Please provide any available roof structural information, allowable loading criteria, equipment placement limitations, or other available design information needed to evaluate roof loading and prepare the required engineer-stamped certification for temporary HVAC equipment. This was previously answered.

For AHU-39, AHU-40, and AHU-41, please define the required temporary HVAC performance criteria during outages, including required airflow, temperature control expectations, filtration requirements, humidity requirements if any, and whether the temporary systems are expected to maintain full normal service or only partial support. Full normal service should be maintained.

Please provide the full specifications attachment referenced in the solicitation package, including “Specifications - AHU Refurb - Nash Eng.” and the “Refurbish Air Handling Units – Abridged Specifications” referenced in the SOW. Attached to the amendment.

Please identify the required ICRA level for the work associated with AHU-4, AHU-24, AHU-39, AHU-40, and AHU-41, including any area-specific infection control, containment, barrier, dust control, negative air, work-hour, or access requirements applicable to each affected area. I would recommend meeting with IH and filling out the PCRA/ICRA and then providing this document to the bidders.

Please identify the hospital areas, rooms, departments, or zones served by AHU-4, AHU-24, AHU-39, AHU-40, and AHU-41, including which areas receive supply air, return air, heating, and cooling from each unit. In the order of the list - Autopsy/Morgue, 3rd/ 4th floor clinic addition, ward 2 North, ward 4 North, and ward 3 South In the statement of work Item#6 section 2 states: Contractor to provide licensed engineer stamped certification that roof will support temporary equipment and include any and all studies/analysis required to so determine. After doing the site walk with my temporary ac vendor it was determined that no temporary means of ac will need to be installed on the roof. Temporary air- and water-cooled units will be used downstairs to provide temporary air conditioning. Please verify that a 3rd party engineer will no longer be needed. This is means and methods, however, this path may need more discussion as to where the unit would set and how the ducts would run up the side of the building.

Vendor 2

Please confirm that and all Basis of Design items and materials that the VA has satisfied all Buy American Waivers, if applicable, and sole source requirements as needed. Please provide us any Buy American Act Waivers that would be provided under this contract. This is not currently in the plans, documents, or specifications. As stated in FAR Part 25.104(a)(30), “Spare and replacement parts for equipment of foreign manufacture, and for which domestic parts are not available” have been determined to be nonavailable in accordance with FAR 25.103(b)(1)(i) therefor exempt.

Will the VA pay for the engineering and design submittals, as well as all applicable deposits required by various manufacturers to put equipment into design and/or production? No.

Is the new VA memorandum on bolts for steam and hot water systems applicable to this project? To our understanding A307 bolts are no longer allowed. This is my understanding, but I would consult the memorandum for specific details.

Tax Exemption: Is this project sales tax-exempt? If so, can the government provide a tax exemption certificate for materials purchased? No.

Notice to Proceed (NTP): How soon after a contract award is the NTP expected to be issued? The current period of performance is planned to begin 07/15/2026.

Submittal Platform: Will the VA accept the use of Procore software or equivalent as the primary submittal platform? I prefer Procore but there are other similar programs. The information just needs to be sent in a platform that keeps track of pending and approved submittals. Emailing submittals is not accepted.

Payment for Stored Materials: Will payment applications for materials stored on-site or in a bonded warehouse be approved? No Bid Hold Period: Will the government consider reducing the bid hold period to 90 days due to current inflation risks? This is a FAR 12 acquisition not FAR 15. The period of performance is set as per solicitation.

Economic Price Adjustment Clause: Will the government include an Economic Price Adjustment Clause in the contract to address price fluctuations in materials? No, this is a Firm Fixed Price contract with set period of performance.

SSHO and Superintendent Roles: Can the SSHO, QCM and superintendent positions be fulfilled by the same individual, provided qualifications are met? If not, can the superintendent double as the SSHO? For smaller projects I typically approve this request, however, I reserve the right to request an SSHO if the superintendent is failing at the SSHO tasks.

Scheduling Consultant: Is an external scheduling consultant required, or can scheduling duties be handled in-house by a qualified team member? This can be handled in house with coordination with COR.

Temporary Facilities: Are contractors required to provide a temporary site office or trailer, or will space be allocated within the existing facility? We can allow them to use the empty energy engineer office.

Parking and Staging: Will there be designated parking and staging area for contractor personnel?

How many parking spaces will be provided if there is on-site parking? Two parking spaces would be available anywhere in the garage from the third to the six floors.

Site Access and Badging: Will the government provide a detailed badging and access protocol for contractor personnel? Typically, we would provide badging and access control, but this process takes a while.

Fire Watch: If impairments to fire alarm systems exceed four hours, will the VA provide support for fire watch personnel, or is the contractor solely responsible? The contractor is solely responsible but must update COR periodically during fire watch and document. Impairments to the fire alarm system should be coordinated with Safety.

Environmental Protection Plan: Are there specific templates or guidelines required for the Environmental Protection Plan, or is a contractor-developed plan sufficient? Contractor-developed plan is sufficient as long as it demonstrates adherence to all federal, state, and local environmental laws, including standards from EPA, TDEC, and Metro water for all activities and waste disposal.

Infection Control: Please confirm modular walls (such as STARC) are allowed for ICRA. These wall systems are allowed. Protection of the floor and ceiling grid from scuffing is required.

As-Built Drawings: Are as-built drawings available for existing conditions, or will the contractor need to verify all dimensions on-site? Contractor to verify dimensions on-site.

Vendor 3

Superintendent Requirement. Please confirm whether the project Superintendent is required to be a direct employee of the Prime Contractor, or if a qualified subcontractor employee may fulfill this role. The superintendent must be provided by the Prime Contractor.

Combined Roles (Superintendent / SSHO / QCM). Please confirm if one individual may serve in multiple roles (Superintendent, SSHO, and/or QCM), provided all qualification and certification requirements are met. Answered previously.

Temporary HVAC Equipment Placement and Utilities. Regarding the requirement for temporary HVAC during outages: Are there designated locations for temporary equipment placement, and will the VA provide access to electrical power and other utilities for these units, or must the contractor provide independent power sources? Please clarify any restrictions on routing temporary ductwork. I need more information to answer this question. Generally temporary power can be provided but the contractor would need to install and provide the breaker. There is the potential that the electrical panel is full. There may be restrictions on the routing of the ductwork, we would need to see what they are thinking before approving the plan. Access to the fan room and equipment in the fan room(s) need to be maintained.

Work Hours and Access Exceptions. The Statement of Work requires most work to be performed during normal business hours, with certain exceptions for nights/weekends. For air handlers serving critical patient areas, does the VA anticipate any additional restrictions or requirements for after-hours access, security, or escorting of contractor personnel? Some nights/weekends and/or after-hours would be required.

Siemens Building Automation System Integration. The solicitation specifies that all new control valves and devices must be integrated with the existing Siemens DDC system. Will the VA provide access to the Siemens system for programming and commissioning, or must all integration be performed by a VA-approved Siemens vendor? Are as-built drawings or control sequences available for review? Must be VA-approved Siemens vendor.

Staging and Material Delivery Limitations. Given the limited staging area described, are there any restrictions on delivery times for large equipment or materials (e.g., after hours or weekends only)? Will the VA provide assistance with site logistics such as elevator use or building access for oversized items? An element to be managed by the COR.

Coil Replacement Specifications. The Statement of Work requires that new coils have “the same (or reasonably similar) physical dimensions, fin density, air side pressure drop, water side pressure drop, and cooling/heating capacity” as existing coils. Please clarify what tolerances are acceptable for “reasonably similar.” Is there a percentage deviation allowed for critical parameters such as pressure drop or capacity? .

Fan Motor Specification – Severe Duty IEEE 841. The specification requires new fan motors to be “severe duty IEEE 841.” Are there additional requirements (e.g., efficiency ratings, enclosure type, or specific certifications) beyond IEEE 841 compliance? Please provide the preferred voltage and phase for replacement motors. 480-V.

Variable Frequency Drives (VFDs) – Danfoss Standard. The documents specify Danfoss VFDs as standard for the facility. Are alternate VFD manufacturers permitted if Danfoss units are unavailable, provided they meet or exceed the specified performance? If so, what is the process for approval? No, this facility only uses Danfoss. There should not be an issue securing a Danfoss VFD.

Pipe Insulation Requirements. For all new pipe insulation required as part of the scope, are there specific material, thickness, or fire/smoke rating requirements that must be met? Please provide the preferred insulation specification or reference standard. Pipe Insulation Requirements (VA Nashville):

All new pipe insulation shall meet VA Master Specification 23 07 11. Acceptable materials include fiberglass with ASJ jacket or elastomeric insulation, sized to match or exceed the existing system’s thermal performance. Minimum required thicknesses:

• Chilled Water: 1.5” for pipe ≤1.5”, 2” for pipe ≥2”.

• Heating Hot Water: 1” for small pipe, 1.5–2” for larger pipe.

• Condensate: 1” elastomeric or equivalent.

All insulation materials, jackets, adhesives, and sealants must meet ASTM E84 flame spread ≤25 and smoke index ≤50. Vapor barriers and jackets must comply with VA standards, with PVC jackets used where exposed to moisture or damage.

Lighting System Specification. The scope calls for installation of a new UV lighting system inside air handlers. Are there specific performance, wavelength, or safety requirements for the UV system? Is there a list of acceptable manufacturers or models? UV Lighting System Requirements:

The UV lighting system shall comply with VA Master Specification 23 40 00. UV lights must operate in the UV‑C germicidal range at 254 nm and provide sufficient irradiance for coil surface disinfection. All fixtures must be UL‑listed for HVAC installation, include door interlocks, safety cutoff switches, and meet all UV exposure safety requirements to ensure zero leakage outside the unit. Lamps shall be installed to avoid degradation of filters or non‑UV‑resistant components. Acceptable manufacturers include UV Resources, Steril‑Aire, Fresh‑Aire UV, or equal. Contractor shall provide full submittals for VA review.

Test and Balance (TAB) Standards. The Statement of Work requires pre- and post-work Test and Balance (TAB) reports. Are there specific standards or reporting formats the VA requires for TAB (e.g., NEBB or AABC)? Will the VA require witnessed TAB or third-party certification? Specialists must be a member of AABC or an experienced technician of the firm certified by the NEBB. The VA must be present during the TAB. The work must be scheduled a week in advance to ensure that all necessary parties can be present for the procedure.