Amend_4-_Attach_1_-_answers_to_question.DOCX

Amendment 000003

RFP # F17PS00115

Title: Design-Build (D/B) for site building improvements to the Clark R. Bavin National Forensics Laboratory in Ashland Oregon (Jackson County)

Answers to questions received as follows:

Question 1: Is the contractor responsible for obtaining construction permits.

Response to question 1: Yes, as stated in the Statement of Work (SOW) the federal facility is located on leased land so City of Ashland permits are required to perform construction. Environmental and archeological assessments were completed during the original construction; the USFWS will obtain updated assessments for this project.

Question 2: Which VAV’s need to be replaced as part of this project.

Response to question 2: The government estimates a total of twenty-nine (29) Variable Air Volume (VAV) boxes shall be replaced as part of this project. The VAV’s are located primarily in the original building, but a limited number are connected to the 2008 addition. The VAV replacement is part of the SOW in Task 1.

Question 3: Does the SOW require the replacement of roof flashing?

Response to question 3: If the contractor determines that the existing roof flashing can be re-used and maintain a professional appearance and a maintain weather tight integrity, it can be re-used. The government reserves the right to require replacement of any roof flashing that does not meet these standards.

Question 4: Will the contractor be required to isolate the systems during construction?

Response to question 4: No, the contractor should schedule all work to minimize the impact to staff working in the building, but isolating the systems is not required.

Question 5: What is the exhaust rate for the 2008 addition?

Response to question 5: The exhaust rate for the 2008 addition is currently set at 100% which is why the heat recovery system is being requested as part of this work.

Question 6: Is the contractor responsible for replacing any exhaust hoods on the roof?

Response to question 6: The contractor is not responsible for replacing any exhaust hood or any other equipment on the roof, but is responsible for ensuring the new roof provides a water tight seal around all roof penetrations.

Question 7: Can you clarify the work schedule outlined in the SOW?

Response to question 7: The total period of performance for this contract is 545 days. The contractor has 14-days to provided bond documents for the project. The contractor has 180-days allocated for design elements and 365-days to complete construction. Design and construction elements can run concurrently. For example if task 5 (Exterior Lighting LED Conversion) design was completed 30-days into the performance period, the contractor could start construction on day 31 and this portion of the project could be completed within 90-days of the contract award.

Question 8: What is the status of the USFWS new addition currently planned for this site?

Response to question 8: The USFWS currently has under design a new 14,000 SF Morphology Center planned for construction early next year. Attached are basic design document associated with the building. The survey document is available in “dwg” format.

Question 9: As-Builts and AutoCAD files?

Response to question 9: The USFWS has limited as-builts of the structures that were provided as part of the solicitation. The USFWS also has a limited number of AutoCAD files of the 2008 addition building that were converted by the original construction contractor using software called “AutoTrol” some of these files are corrupted, however the USFWS will make available all files. The USFWS does not have any AutoCAD files of the original 1990 lab, all available as-builts are in “.tif” format.

Question 10: Does the government have any survey data for the project site?

Response to question 10: The government recently completed a site survey for the new Morphology center currently under design; this survey information is available upon request.

Question 11: What design drawings are required for this contract?

Response to question 11: The contractor is not responsible for updated and/or creating all new drawings for the building. The contractor is responsible for updated and/or creating drawings only for those portions of the project that they complete work on, for example the repairs done to the HVAC system should include updated drawings.

Question 12: I was able to obtain the roof plans from S&B James, we are a invited subcontractor asked to bid on the roofing portion of work. The drawing have given me most of the information to bid the project, however, still need some additional details as to the roof system types. It appears option- 3 the roof expansion is metal decking with a concrete deck at the HVAC area. Option 2 original structure is plywood please confirm.

Response to Question 12: The original roof structure was available for viewing during the site visit.

Question 13: Is the existing Seismic Joint that separates the two roof sections included in the new roofing scope of work. Is the seismic joint to be replaced or left intact.

Response to Question 13: Seismic joints shall be left intact.

Question 14: As-builts drawings on page A5.301 detail 2 AP1.0R roof assembly type- B it shows an acoustic barrier between two layers of insulation. Is this part of the new roof design and if so can the A&E provide the specified material to be used.

Response to Question 14: This is a Design-Build contract, it is expected that the contractor’s A&E will specify the material used.

Question 15: With regards to task 7, 8 and 9, are we to just assume removing the entire system or just remove and replace the epdm?

Response to Question 15: This is a design-build contract, EPDM replacement is required, a complete new system is not what is being requested in the SOW. However, roof systems damaged/destroyed during tear-off would require replacement.

Question 16: If there is work taking place on the weekends or after hours, will there be any charges to the contractor for an escort(s)?

Response to Question 16: There will be no charges to the contractor for escorts. Work requests must be coordinated prior to working extended hours to include weekends.

Question 17: If the contractor encounters Code Violations within the HVAC, Electrical, Underground Utilities, or any other location, who is responsible for corrections?

Response to Question 17: Code violations shall be reported to the COR. The contractor shall be responsible for repairing code violations within the SOW.

Example #1: One of the VAV’s that are too replaced was incorrectly grounded, the contractor shall install the new VAV and ground it correctly, and this would be within scope of the project.

Example #2: HVAC ductwork is incorrectly anchored to the ceiling and no contract modifications were required to the duct work as part of the project. This would NOT be within scope of the project. Report issue to COR for resolution.

Question 18: Under the Project Requirements (page 8), Option 5 requests two lodging rooms, but in the bid schedule and breakdown of Option 5 (page 14) the specs call out one lodging room. Which is correct?

Response to Question 18: SOW, Page 8 para 1.7.2.2 shall read “Option 5: Construct 1,000 SF – 1,300 SF of office space, storage space, and two one lodging room to commercial standards.” Option 5 (page 14) line 1.4 states “Construct one lodging rooms for visiting scientists and researchers approximately 650 SF each. “ Only one “Lodging” room is requested in Option 5.

Question 19: Please advise if there are specific rooms in the existing buildings that will be required to remain operation during construction operations, specifically during the HVAC upgrade work. 2. If there are rooms that are to remain operational, will working in the evening or on weekends be permitted?

Response to Question 19: The government understands that some phases of the HVAC system will require the shut-down during construction. This will be allowed as required, but kept to a minimum. Contractor will be allowed to work evenings and/or weekends with prior coordination.

Question 20: The Energy Assessment dated August 2016 indicates adding energy recovery to the existing AHU‐101 (noted as ECM 1) has a simple payback of 47.8 years and is not recommended for implementation. Regardless, this specific scope is identified in Task 1, Item 7.1. As part of the deliverables, Task 1, Item 3, requires an LCCA and energy analysis for all replacement parts and system improvements. Is a repeat energy analysis and a complete LCCA necessary/required for this specific scope element?

Response to Question 20: A repeat energy analysis prior to construction is not required, an LCCA and post energy analysis is required for the replacement systems/equipment installed with this contract.

Question 21. Task 1, Item 3, notes “improved energy efficiency and reduced long‐term maintenance costs” as basic tenets of the project. Further, Item 3 states “The contractor’s installed solutions shall maximize net savings for the government’s long term operations, maintenance, and repair costs.” What is the specific criteria of the LCCA desired?

Response to Question 21: The LCCA shall follow the Whole Building Design Guide as its criteria. In regards to the comment above, for example…there maybe a component that can provide 98% efficiency, but require monthly maintenance, costs $5K and has a lifecycle of 5 years. Then there could be another component on the market that provides 90% efficiency, costs $6K but requires bi-annual maintenance with a lifecycle of 10 years. The government would prefer the 90% solution in this example.

Question 22: Does the Task 1, Item 3 requirement apply only to specific items noted in Task 1? Does the requirement apply to Task 10 and 11 as well?

Response to Question 22: Application of LCCA does not apply to Task 10 and Task 11. However, LEED Silver standards do apply for these tasks.

Question 23: Task 1, Item 4, states “System inspection, energy analysis, life cycle analysis, and a recommissioning process shall be completed for the HVAC system.” Does this requirement apply only to the specific items noted in Task 1 or does it apply to all HVAC systems in the building?

Response to Question 23: In order to complete the HVAC work a system inspection and energy analysis is required. The contractor shall re-commission the system. The contractor shall determine to what level they need to inspect to ensure the final system operates efficiently. Life Cycle Analysis is limited to only the components installed as part of this work.

Question 24: Is the eQuest model used in the August 2016 energy assessment, including current energy use data and implemented ECM’s listed, available as a baseline data set for use by the energy engineer?

Response to Question 24: The government will provide any existing energy data to include baseline data if available, for bidding purposes please assume this information is not available, but can portions can be obtained during the design.

Question 25: Task 1, Item 5, notes “Contractor’s engineer shall conduct an 11‐month system check and limited recommissioning prior to the end of the warranty period to ensure system is operating within design parameters.” Does this requirement apply only to the specific items noted in Task 1 or does it apply to all HVAC systems in the building?

Response to Question 25: This only applies to components installed/repaired/replaced as part of the contract.

Question 26: In the interest of improved building energy efficiency in Item 3, are any operational upgrades to the heating water/boiler system desirable to accompany replacement heating coils – i.e. can water temperature range be decreased?

Response to Question 26: Possibly, it will depend on how much and the impact to other systems.

Question 27: Task 10, Item 1.7: Please clarify the meaning/intent of the statement “shall include LEED compliant HVAC systems”. Is the intent that the systems meet LEED 3.0 prerequisites only?

Response to Question 27: The addition must meet LEED Silver design standards.

Question 28: Task 10, Item 1.8: Can Task 10 HVAC systems be connected to existing HVAC systems similar to that allowed for the reduced scope of Task 11 (Item 1.8)?

Response to Question 28: Yes.

Question 29: Task 11, Item 1.7: Please clarify the meaning/intent of the statement “shall include LEED compliant HVAC systems”. Is the intent that the systems meet LEED 3.0 prerequisites only?

Response to Question 29: The addition must meet LEED Silver design standards.

Question 30: 11. Attachment 35 – Sustainable Fed Building Standards: What specific sections of this referenced document are to be used/pursued within the scope of this project? How does this impact the LEED compliance requirements noted in Item 1.7 of Task 10 and Task 11?

Response to Question 30: The addition must meet LEED Silver design standards. For Sustainable Fed Building Standards, during the design process the specific standards will be identified, the government is expected to construct an energy efficient structure that is the purpose of the standards.

Question 31: Are there any areas that we will need to install infection control measures to, beyond dust containment and sealing of the return air ducts? If so, please clarify if an ICRA will be issued for the contractor to adhere to.

Response to Question 31: No.

Question 32: On the heat recovery for AHU‐1, are we able to at any time shut off the vector fans to install the recovery coil? Is so, for how long can it be down?

Response to Question 32: Yes, duration will be determined during design. Evening and weekend shut-downs would not be unreasonable and depending on outside air temperature, weekday shut-downs can be coordinated.

Question 33: Please advise if the successful proposer will be provided with AutoCAD files of the existing building(s) including mechanical, electrical, plumbing, architectural, civil and structural as this will impact the fees from our design team.

Original Govt. response: The successful proposer only needs to provide as-build drawing for the work performed as part of this project. For example the installation of the vehicle barriers, shall require new drawings documenting the installation location and wire diagrams. The contractor will not need to update the entire HVAC system drawing, only the portions that they have updated. The govt shall provide existing drawing in “pdf” or “tiff” formats. A site drawing with current survey markings will be provided in AutoCAD during solicitation.

Response to Question 33: Please see response to question 9.

Question 34: Section 2.3.7, Quality Control, notes that it is the responsibility of the contractor to employ an independent testing laboratory for the special tests. Oregon's structural specialty code 1703.1.1 states the approved agency must be independent from the contractor. As the property is owned by the university and the building by the federal government and a significant amount of work will be on the property only, please confirm who will be hiring and paying the special inspection and testing agency.

Response to Question 34: The government does not expect much independent testing as part of this SOW. However, the contractor shall be responsible for hiring and paying the special inspection and testing agency if independent testing is required. For example, the vehicle barriers do not require independent testing, only certification that they meet the SOW requirements. Concrete shall require independent testing such as break strength, slump test, etc.

Question 35: Is it truly the intent to replace the heating coils in the VAV boxes that were installed in the 2007 addition? Please verify.

Response to Question 35: Please see response to question 2.

Question 36: I have a question related to the roofing portion of work. In review of the solicitation there is limited information provided related to the reroofing scope of work. Is it possible to obtain a copy of the As-Built drawings roof plans and details? The RFP only provides an outline of the areas to be reroofed along with photos of the roof area. If electronic files of the roof plans are not available is it possible to make another site visit to confirm field measurements, this process would take approximately 2 to 3 hours. While I did take photos and some field measurements of the roof I feel more time is needed to prepare an accurate quote. Note we can access the roof area from the outside to limit any need to enter the building. However, we would need access to the tower roof.

Additionally the following are some other questions.

Response to Question 36:

As-Built drawings were provided as part of the solicitation.

The substrates for the original structure and the expansion facility are “Unknown”.

This Scope of Work (SOW) is for a Design-Build contract, the contractor is responsible for providing the correct roof system that will meet the performance standards. As stated in the SOW and presented at the site visit, the current roof construction, which is mechanically attached, meets the expected performance standards. The government will accept either Mechanically attached or Fully Adhered systems if supported by the designer.

Question 37: If electronic files of the roof plans are not available is it possible to make another site visit to confirm field measurements, this process would take approximately 2 to 3 hours. While I did take photos and some field measurements of the roof I feel more time is needed to prepare an accurate quote. Note we can access the roof area from the outside to limit any need to enter the building, however, we would need access to the tower roof.

Response 37: The government will allow contractors to visit and walk around the site, please contact the CO for additional site visit date/time. Roof access was provided during the initial site visit and will not be provided again.

Question 38: What type of exterior is the USFW expecting to see in the design for Task 10 and Task 11 – match existing building exterior or something different?

Response to Question 38: The exterior finish shall be up to the contractor with inputs from the COR and must be approved by the City of Ashland. The material does not need to be the same, but it should be aesthetically compatible with the rest of the structures in the area. For reference, the new building currently in design is specifying AEP SPAN Architectural Metal Siding with DURA TECH Fluoropolymer Coatings.

Question 39: Can contractor’s obtain a copy of the HVAC Floor Plan that was provided at the site visit?

Response to Question 39: Yes, it is attached.

Question 40: Is there any infectious controls that the contractor must put into place while working within the building?

Response to Question 40: No.