Questions with responses.docx

Questions with responses.

1) Please confirm this is not a tax-exempt project. If tax-exempt, will the government provide the prime contractor with a tax-exempt certificate for use by subcontractors and vendors?

Response: This is a federal project. The government does not pay sales tax. No tax-exempt certificate is issued because the VA is inherently exempt from state and local taxation. Contractors are responsible for managing applicable tax obligations in accordance with IRS guidance and state laws. Contractors should consult their tax advisors regarding any state-specific requirements for government contracts.

2) Can the bid be emailed?

Response: Yes. Per the solicitation instructions, electronic submission of quotes via email is the preferred method.

3) Will background checks and fingerprinting be required for any scope of work related to this project?

Response: This requirement is not specified in the SOW. However, this requirement arises from VA security policy and governs facility access. It is not a performance requirement specified in the SOW. Unescorted contractor personnel must possess a valid Personal Identity Verification (PIV) card. If they do not hold a federal PIV, background investigation and fingerprinting is required for badging purposes.

4) If required, how long is the turnaround time for background check results?

Response: Turnaround time varies based on the accuracy and completeness of submitted documentation. Contractors are encouraged to begin the badging process early. Contact the facility security office after award for current estimates.

5) How many hours should the prime contractor and subcontractors’ budget for on-site badging, safety training, orientation, etc.?

Response: The SOW does not specify onboarding duration. Contractors should anticipate 1–3 hours for orientation and safety briefings. Additional time may be required for background processing if badging is necessary. TMS training is not required unless system access is needed, which is not anticipated. OSHA 10- or 30-hour certifications are recommended but not mandated by the SOW.

6) Please confirm if tuberculosis testing is required before contractors can commence work onsite.

Response: TB testing is not addressed in the SOW. However, it may be required under local infection control policy for contractors entering clinical areas. Final requirements will be coordinated post-award based on assigned work locations.

7) Please confirm if influenza vaccines are required for all contractors and subcontractors' employees who work on the site or if masks will be required.

Response: The SOW does not specify flu vaccination or masking. However, seasonal flu policies may be imposed under VHA Directive 1192 or facility-specific infection control guidance. Masking or vaccination documentation may be required based on current facility policy.

8) Please provide the point of contact information for the BMS integration contractor.

Response: This information will be provided to the awarded contractor. Coordination with the facility's Building Management System (BMS) vendor will be the responsibility of the TAB contractor.

9) Please provide the point of contact information for the Fire Alarm integration contractor.

Response: The point of contact will be provided post-award if coordination is necessary. The awarded contractor is responsible for managing any required coordination.

10) Is any ICRA required? If so, where?

Response: The SOW does not mandate ICRA universally. However, working in occupied clinical areas may require an ICRA. Final determination will be made by the facility's Infection Control and Safety teams, depending on location and work type.

11) If ICRA is required, will the VA allow the use of Zip Wall (plastic sheathing with support poles) for barriers and containment on this project?

Response: The use of Zip Wall or similar systems may be allowed for low- to moderate-risk areas. Higher-risk areas may require hard barriers and negative pressure. Final ICRA determinations will guide containment type.

12) If ICRA is required, will any areas require HEPA-filtered negative air machines during balancing due to infection control risk?

Response: Yes, certain areas may require HEPA-filtered negative air machines depending on the ICRA classification and clinical risk. This will be confirmed during infection control coordination.

13) What is the acceptable method for verifying airflow in non-grille/diffuser terminations (e.g., laminar flow diffusers, fan filters, etc.) not directly measurable via hood or vane anemometer?

Response: The contractor must use appropriate calibrated instrumentation per Section 4.2.1 of the SOW, including but not limited to hot-wire anemometers, Pitot tubes, and digital manometers. Selection depends on the specific application.

14) Will the VA provide updated as-built drawings prior to each testing phase, or is the contractor expected to verify and locate all devices manually?

Response: Existing drawings will be made available; however, per Appendix C of the SOW, drawings are not guaranteed to reflect current field conditions. The contractor is responsible for verifying the location and functionality of all devices in the field.

15) Can VA provide a complete list or tagging schedule of all VAV boxes, terminal units, and AHUs to be tested, including equipment that may not appear on drawings?

Response: Yes, equipment lists and schedules will be provided to the awarded contractor. However, the contractor must field verify all equipment, as not all may be captured in the provided documentation.

16) Is TAB work in occupied patient rooms permissible during normal working hours, or is all such work strictly confined to after-hours and weekends?

Response: Section 6.2.1 specifies typical work hours as Monday–Friday 4:00 PM–4:00 AM or weekends/holidays. Section 6.2.2 requires that work plans for critical areas be submitted 15 business days in advance for approval. The VA will assist with scheduling to avoid disruption of patient care.

17) If balancing dampers are inaccessible or damaged, will the contractor be required to install replacements under this contract, or should this be noted as a deficiency only?

Response: Section 5.3.1 states that the contractor shall repair or replace damaged or missing manual balancing volume dampers as needed to achieve compliance.

18) Will VA staff provide remote access or on-site support for BAS trending and setpoint modifications during TAB?

Response: Yes. Section 6.3.2 confirms that VA staff will provide BAS access and support, including temporary overrides during testing.

19) Are there any known BMS/BAS limitations (e.g., nonfunctional points, outdated programming) that could inhibit full system evaluation?

Response: The VA is aware of some legacy systems (e.g., ALC, Trane Summit) that may present visibility or responsiveness issues. Any limitations will be documented and addressed as feasible.

20) Is there a requirement to log or trend airflow performance post-TAB via BAS, or is this only documented manually in the TAB reports?

Response: There is no SOW requirement to log airflow in BAS. Per Section 7.1, all performance data must be captured and documented in the formal TAB report.

21) Is there a requirement to submit make/model lists and calibration certificates for TAB instruments prior to mobilization?

Response: Section 4.2.1 requires calibration certificates (less than 12 months old) be available for inspection. Section 9.1 includes calibration procedures in the quality control plan. Though typical, there is no requirement to submit these items prior to mobilization.

22) For hydronic balancing, is differential pressure testing required at all terminal units, or only those with adjustable valves?

Response: Section 5.4 requires measurement and adjustment of system pressures to confirm proper flow. Differential pressure testing is required where necessary to verify balance, regardless of valve type.

23) What threshold constitutes a "major deficiency" during TAB—e.g., is >10% airflow deviation sufficient to trigger rework?

Response: Section 5.3.2 defines acceptable tolerances as ±10% for general spaces and ±5% for critical care. Deviations beyond these tolerances must be documented. Corrective action is only required if the deviation can be resolved through adjustment, not repair or replacement.

24) Are annotated red lines (mark-ups) of drawings required with each report, or are typed equipment/room schedules sufficient?

Response: Section 7.1.3 requires schematics and terminal box schedules but does not require annotated drawings. Typed schedules are sufficient unless otherwise requested by the COR, particularly for critical areas.

25) Will the VA provide editable report templates, or must the contractor conform exactly to the template in Appendix B of the SOW?

Response: Appendix B provides sample formats. Contractors may use their own editable formats provided they include all required elements as outlined in Section 7.

26) Please confirm if electronic report submissions via Tungsten alone meet the documentation requirement or are hard copies mandatory per Section 7.3.

Response: Tungsten is used for invoicing only. Per Section 7.3, the contractor must submit three (3) printed copies and one (1) electronic copy (via email) of the TAB reports to the COR.

27) Who is the incumbent contractor for this scope of work?

Response: Per the solicitation instructions, no information about prior contracts or vendors will be released during the active solicitation period.

28) Section 3.3 – Payment schedule: Are progress payments possible during each semi-annual testing effort?

Response: Section 3.3 provides for payment upon successful completion and acceptance of each semi-annual testing cycle. Progress payments are not specified. The awardee may propose alternate payment terms for consideration by the Contracting Officer.

29) Section 4.3 TAB Criteria and Section 9.2 Quality Assurance: Please provide a percentage or estimated duration for the owner's verification of TAB results.

Response: Section 9.2 allows for spot checks and verification by VA staff but does not specify a percentage or duration. The extent of verification will be determined by the COR based on quality assurance priorities.

30) Section 5.1 & 5.3.1 – TAB Scope: Repair and replacement of any component of the mechanical equipment or ductwork is excluded.

Response: Correct. Section 5.1 and Section 5.3.1 exclude mechanical equipment or ductwork repairs, except for manual balancing dampers, which are explicitly included in Section 5.3.1.

31) In the absence of mechanical drawings for any particular area, design air/water flows must be provided by others.

Response: Per Appendix C of the SOW, drawings may be incomplete or outdated. The contractor is responsible for verifying equipment in the field. If design flows are unavailable, the VA will provide benchmarks or design intent data as needed. The contractor is not responsible for creating design criteria.

32) Section 4.3 TAB Criteria and Section 9.2 Quality Assurance: In order to include an appropriate amount of time for owner verification of the TAB results, assuming this will be a separate effort after the T&B has been completed, please provide a percentage of verification or an estimated duration for this verification effort.

Response: The SOW does not prescribe a specific percentage or duration for owner verification. Per Section 9.2, the VA reserves the right to verify contractor-reported results through spot checks or demonstrations at any project stage. The actual level of verification will be determined by the COR based on available resources, facility priorities, and quality assurance needs. Vendors should factor in reasonable time for VA review and any required re-demonstration as part of their proposed schedule but should not include specific costs for owner verification activities, as these are performed by the government.

33) The responses to RFI #10, 11, 12 do not provide sufficient information to include pricing for a fixed firm bid. Please provide documentation including drawings and a completed Infection Control Risk Assessment for each location. Alternatively, please allow this scope to be handled as a “Time & Material” or by change order after the award.

Response: ICRA Containment and HEPA-Filtered Negative Air Machines (RFI #11 and #12) Containment measures, including HEPA-filtered negative air machines, may be required if TAB work must occur in occupied clinical areas that pose a heightened infection control risk. However, under standard procedures, most work in semi-critical and critical patient care areas (e.g., surgical suites, isolation rooms, sterile processing) is expected to be conducted after hours to avoid patient disruption and minimize ICRA requirements, as outlined in Section 6.2.2 of the SOW.

To allow for cases where containment cannot be avoided due to operational constraints, contractors shall include in their base bid the cost to provide and maintain up to three (3) Class III ICRA containment zones (e.g., temporary barriers with HEPA-filtered negative air units) per semi-annual testing cycle. This is intended to cover the small number of areas that may be occupied during testing. Any requirement for more intensive containment, such as hard wall barriers or anterooms, will be coordinated in advance and addressed through change order if deemed necessary by the COR and Infection Control.

34) The responses to RFI #17 & 30 regarding balancing dampers again do not provide sufficient information to include pricing for a fixed firm bid. Please provide documentation including drawings showing locations, quantities, and sizes needing repair or replacement. Alternatively, please allow this scope to be handled as a “Time & Material” or by change order after the award.

Response: Manual Balancing Volume Dampers (RFI #17 and #30) The requirement to “repair or replace damaged or missing manual balancing volume dampers as needed” is intended to cover minor corrective actions necessary to achieve compliance during the TAB process. Based on historical facility conditions, the need for full damper replacement is expected to be minimal.

To support firm-fixed-price proposals while protecting against pricing uncertainty, contractors shall include in their base bid the cost to repair or replace up to ten (10) manual balancing volume dampers per semi-annual testing cycle. A “testing cycle” refers to one complete round of TAB services conducted across all identified locations, typically every 5–7 months as defined in Section 5.5.1 of the SOW. Any damper repairs exceeding this allowance will require prior COR approval and may be addressed via contract modification.