Replace Elevator Systems 573-23-109 RFI Responses.xlsx
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This document provides responses to questions submitted in relation to a solicitation for replacing elevator systems at the Gainesville VA Medical Center. The responses address inquiries on project scope details, existing site conditions, specifications and code requirements. Key details include confirmation that the work involves modernizing 12 traction and hydraulic elevators across 3 groups to meet ASME A17.1-2016, replacing all elevator machines and motors, bringing machine rooms up to code, and connecting emergency power systems. The contractor must perform interim maintenance until each elevator is modernized. No more than 50% of elevators in a group may be out of service at once. The response deadline for phase 2 proposals was extended to March 10, 2023. Drawings will require approval from Gainesville VA facilities staff and undergo national review.
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Sheet1
| Replace Elevator Systems | ||||
| PROJ: 573-23-109 | ||||
| RFI's/Questions | Government Response | Discipline | ||
| 1 | Is the full list of forms required with submission of proposals listed in instructions to Offerors? | Please refer to Instructions to Offerors for all requirements | Contracting | |
| 2 | Does the government require any additional forms included in the original solicitation (Annual Representations and Certifications, Representation Regarding Certain Telecommunication and Video Surveillance Services, Information Regarding Responsibility Matters, etc.? | Please refer to Instructions to Offerors for all requirements | Contracting | |
| 3 | Please identify how many elevators can be taken down at once. | The contractor is not permitted to take down more than 50% of the elevators in a given elevator group. | Safety / FMS Chief | |
| 4 | Please provide mechanical, electrical, architectural, and structural as-builts for each of the lobbies. | Will provide drawings in separate attachment | Projects | |
| 5 | Please provide mechanical, electrical, fire protection, architectural and structural as-builts for the areas surrounding the radiology elevator. | Will provide drawings in separate attachment | Projects | |
| 6 | Please provide mechanical as-builts for all equipment rooms. | Will provide drawings in separate attachment | Projects | |
| 7 | Please confirm that all new lobby doors are to be stainless steel. | Yes | ||
| 8 | Please clarify if item F on the SOW pertains to all cabs. | Yes | Projects | |
| 9 | Please indicate the desired width of the modified Service lobby openings. | Will provide drawings indicating desired lobby entrance modificaiton | FMS Chief | |
| 10 | During the site walk it was observed that several of the lobbies have had updated finishes. Please provide a list of lobbies that are excluded from this project’s scope. | Per the SOW, The elevator lobby floors and ceilings, including lighting, are to be replaced with components matching the facility’s current finish and lighting standards and compliant with VA Design Guides. Walls forming the lobby are to be repaired and painted matching the facility’s current paint type and finish colors. If a wall requiring repair has wallpaper, coordination will be done with Interior Design to develop a suitable design instead of replacement with wallpaper. | FMS Chief | |
| 11 | Please indicate if any changes to the elevator speed will be required. | Desired speed is indicated in the Specificaitons. | ||
| 12 | Please provide a report of the replacement/modernization of parts that has already occurred. | Elevators P-9 and P-10 underwent modernization in 2005. Elevators P-3, P-4, P-5, P-6, P-7 | ||
| and P-8 had their governors, safeties, and rollers replaced in 2010. | Projects | |||
| 13 | Please identify which groups had safeties and grippers recently replaced? Will these groups require new replacement as part of this effort? | Elevators P-9 and P-10 underwent modernization in 2005, grippers replaced and safeties reused. Elevators P-3, P-4, P-5, P-6, P-7 | ||
| and P-8 had their governors, safeties, and rollers replaced in 2010. | Projects | |||
| 14 | Does the VA intend to keep the existing gear traction machines or will replacements be required. | Replacements will be required. | Maint and Operations | |
| 15 | Will the VA require that Elevator Group C be brought up to code or will only the controls be required for this effort. | Yes, the group needs to be brought up to code. | Maint and Operations | |
| 16 | Please clarify the intent of the C-1 Rating for elevators S-1 and S-2. This rating nomenclature may require structural review of rails. The VA TIL indicates a C3 rating to be required. | The facility desires C1 rating for the service elevator group. | Maint and Operations | |
| 17 | In regard to the demolition of the radiology elevator, will the contractor be required to remove underground cylinder? | Yes | ||
| 18 | Several of the elevators are currently utilizing AC motors. Is the contractor to assume these will remain or should we figure replacement with new motor. | The SOW calls for upgrading DC drives to new AC drives for P3, P4, P5, P6, P7 and P8 | ||
| 19 | Please clarify if any of the existing equipment should be retained and handed over to the VA for spare parts. | No | Maintenance and Operations | |
| 20 | Will replacement of the HVAC systems in the equipment rooms and shafts be required for this effort | Yes, the service has requested the replacement of the HVAC unit servicing mechanical Room for Group A with a water-cooled unit. | HVAC | |
| 21 | Please confirm the current age and capacity of each of the machine rooms HVAC services. | Elevator B and C machine room HVAC systems are satisfactory. The VA desires the replacement of the fan coil unit in elevator A mechanical room needs as it is original to the building. The VA a water to air unit floor mounted for better servicability . | HVAC | |
| 22 | The new VA design guidelines requires internet connection in machine rooms, please confirm if VA is to provide or if this is to be included in contractor’s scope. | Internet installation is not included in the scope of work | OIT | |
| 23 | Please provide the current QEI inspection company used on campus. | JEIS (Jacksonville Elevator Inspection Service) | Maintenance and Operations | |
| 24 | Please provide commissioning requirements, if required. | Please see Section 3.6 of SPEC VA 14 21 10 titled PRE-TESTS AND TESTS | ||
| 25 | Please clarify if the installation of a pre-transfer switch will be required as part of this effort. | See the responses for RFI 30. | ||
| 26 | Please clarify if changes to the emergency power connections to all elevators will be required. | See the responses for RFI 30. | ||
| 27 | Please clarify if an additional site visit can be held to verify RFIs. | An additional site visit will not be scheduled | ||
| 28 | Please confirm lobby (hoistway) doors are to be replaced, and if so, the type material and finish? Basically, are hoistway doors to be paint grade and painted to match existing lobby finishes or stainless steel, and if so, what gauge? | Yes, stainless steel. 14 gauge or better. Refer to VA Elevator Design Manual. | ||
| 29 | Please identify the elevators currently on main service shunt trip circuit breakers? Please confirm main service shunt trip circuit breakers are required? The existing circuit breakers do not appear to be shunt trip breakers. The current elevator machine rooms are sprinkled with heat detectors present. ASME 17.1 requires shunting elevator equipment prior to the activation of the sprinkler system. | Service elevators (S1, S2) are equipped with shunt trip breakers but are not currently connected. Elevator A (P3, P4, P5, P6) are equipped with shunt trip breakers but are not currently connected. Elevator B (P7, P8, P9, P10) are equipped with shunt trip breakers but not currently connected. Elevator C (P11, P12) are equipped with shunt trip breakers that are connected and functional. Please refer to VA Specification as well as local, state, federal codes for shunt trip requirement. The contractor is to connect and correct all shunt trips as necessary for the complete operation of the system. | Electric Shop | |
| 30 | Please identify the elevators currently connected to Emergency Generator power and the location of the Automatic Transfer Switch (ATS) that provides the transfer between Normal and Emergency Power to the 12 solicitation identified elevators? The transfer switch make and model are needed to determine if the functionality exists to support new generation elevator controls. | Service elevators (S1, S2) and Elevator A (P3, P4, P5, P6) are powered by Panel PPDQA via ATS EQ2 located in D089-1. Elevator B (P7, P8, P9, P10) are powered by Panel FPQ4 via ATS Q located in EB65-1. Elevator C (P11, P12) are powered via ATS EQ3B and ATS EQ3CB located in FB30-1. Transfer switch make and model is ATS EQ2 is ASCO Model 7000, ATS Q is ASCO Model 7000 , ATS EQ3B and ATS EQ3C are Zenith Model ZTSH22FC-7. | Electric Shop | |
| 31 | Please identify the elevators included in this Modernization that are to operate using Emergency Power? Unknown if emergency generators have capacity to operate all elevators. Please confirm all elevators are to operate on emergency power as indicated in the specifications | See the responses for RFI 30. | Electric Shop | |
| 32 | Please identify if an ATS Pre-transfer Signal (PTS) signal carrier wire and conduit pathway currently exists to support PTS signal transmission to each elevator group controller? If not, please identify the locations of the ATSs that support each group of elevators. Critical to understand if functionality currently exists. ATS location is needed to calculate the required conduit runs and contactors. | PTS signal wiring or conduit does not exist for any of the elevators included in this request. | Electric Shop | |
| 33 | Please identify if the Contractor is to include the cost of programming the ATS or will the VA provide a technician to program the ATSs to provide the appropriate transfer signals to the elevator controllers? Specification 14 21 10, 1.13, Discusses the Emergency Power supply and the transfer switch requirements. Modern controllers require a pre-transfer signal for monthly generator tests to control inrush currents and protect the controllers and machines. It was noted in the site walk that the current system does not have a programmed delay when switching to generator power. Shall the contractor provide Programming to the existing system? | Yes, programming should be included. | ||
| 34 | Is the Automatic Transfer Switch (ATS) currently programmed to provide a 45 second delay? Is the contractor to use an existing switch or install a new one? The spec 14 21 10, 1.13 indicates the Electrical Contractor will provide the Transfer means. Shall contractor be required to install a new switch and associated system? Shall the contractor provide Programming to the existing system? | No, ATS utilized to power this equipment is programmed to transfer in less than 10 seconds. See the responses for RFI 30. All the elevators receive power, normal or emergency, via ATS. Contractor shall verify and meet requirement for automatic transfer based on VA Specification as well as local, state, federal codes. Programming should be included to existing system as necessary to correct any observed errors in the sequencing. | Electric Shop | |
| 35 | Please confirm machine room monitoring is local to the machine room housing the elevator controllers? Each group machine room currently has a monitoring system in the machine room. There is no identified requirement for remote monitoring as the Specification is currently written. We need to confirm no requirement for remote monitoring. | Yes each monitoring system is local | ||
| 36 | Who does the Hospital have a contract with to service/maintain the building fire alarm system? When was it last tested in relation to elevator function? Can you provide test results? | SAFE. December 2022. Yes. | Maintenance and Operations | |
| 37 | Please identify the make, model and location of the existing fire alarm panels supporting the elevators? Please identify the number of available slots to add devices at each Panel? | Honeywell Notifier. The panels have availability to add more inputs | ||
| 38 | Who does the Hospital have a contract with to service/maintain the building sprinkler system? | Optimum Fire and Security | Maintenance and Operations | |
| 39 | Please identify where the Contractor may store equipment, materials, and tools? Please provide the allowable space and location of such space for the storage of tools and materials during the construction phase. Will a conex container be allowed to be located in the parking lot? Will interior building space be provided? Time lost to walking to and from job boxes and material handling must be considered in the bid. | A location for a maximum twenty foot long single container will be provided for site storage of Design-Build Teams material, including subcontractor materials on the facility premesis. No power or water connection will be provided for the storage container. | ||
| 40 | Please confirm all elevator motors and machines will be replaced, or if the Contractor may refurbish machines found to be serviceable? For purposes of bidding apples to apples, shall the VA require the replacement of machines and motors? This appears indicated in specification 14 21 10, 1.5 Submittals, C., 1., a. due to the requirement of the shop drawing and also at paragraph 2.17 of the same specification. There was some question of this requirement at the site walk. Out of an abundance of caution please clarify. | The SOW calls for upgrading DC drives to new AC drives for P3, P4, P5, P6, P7 and P8. | ||
| 41 | Shall drawings be required for existing elevator equipment like rail brackets, car platform, buffer stands etc? Spec 14 21 10, 1.5, C., 1. Indicates requirements for shop drawings. Equipment items listed in this section will be retained. Shall engineering drawings be required of retained existing equipment? It is a somewhat atypical language for a modernization project. | Existing equipment drawings are not required. The contractor is still required to provide the other requested shop drawings as indicated in the scope of work. | ||
| 42 | Please clarify if a 2 hour fire rated wall is required between the storage room and elevator machine space for Group A elevators to make the machine room ASME 17.1 compliant? As the enclosed photo shows, there is a storage/electrical space adjacent to the elevator machine space that is separated by a chain link fence wall. Spec 14 21 10, 1.14, A. requires the existing machine room be brought to current code requirements. This would indicate the construction of a rated wall separating the large machine room from the currently attached electrical machine room where the fencing currently exists. | Yes it is desired to bring this space up to code. | ||
| 43 | Please confirm functionality of HVAC unit in B group elevator machine room, and whether the Contractor should include a) repair, or b) replacing this HVAC unit. The B group elevator machine room was unseasonably hot given the exterior temperature. The HVAC unit in the space did not seem to be operational. Modern controllers require a range of Temperature and humidity be retained to not void any warranty by induced condensation or overheating. The functionality of the HVAC unit must be considered in the design of the project. | The service has confirmed that the HVAC unit for the group B machine room is operational and sufficient. | HVAC | |
| 44 | Does asbestos currently exist under any floor tiles where wall demo or flooring is to be changed? Does asbestos currently exist in the sheetrock covering the walls to be demolished or modified? | This is unable to be determined at this time. | ||
| 45 | Request Floor by Floor clarification of what walls are to be demolished where the Service Elevators reside. | Please see attached drawings indicating desired lobby entrance modificaiton | ||
| 46 | Please provide Building Record documents, including Architectural, Structural, and MEP plans and details. | Will provide drawings in separate attachment | ||
| 47 | Please indicate if the VA has spare reserve wallpaper to match the existing wall paper for the lobbies at each level? If not, can the VA provide the wall paper make and wallpaper print codes for the various lobby wallpapers? | Interior design will provide after award | Interior Design | |
| 48 | Please indicate if the VA has spare reserve floor tiles to match the existing floor tiles for the lobbies at each level? If not, can the VA provide the floor tile make and pattern for the various lobby floor coverings? | Interior design will provide after award | Interior Design | |
| 49 | Please confirm the load rating required for S1 and S2 service elevators. Please indicate the intended use of the elevators. | C1, these elevators will serve as the service elevators to carry equipment, linens, and other heavy items deemed not suitable for the passenger elevators. | ||
| 50 | Request an additional 12 days extension so the bids are due Monday, 20 March 2023. | Due date is extended to 03/10/2023 | ||
| 51 | Under which seismic zone does the Gainesville VAMC fall? | Please refer to VA Seismic Design Requirements H-18-8 and Florida Building Code for this requirement. | ||
| 52 | Request modification of Spec 14 21 10, 1.5, C, 2 to require a lobby elevation view with elimination of hoistway entrance detail drawings? Spec 14 21 10, 1.5, C, 2. Indicates drawings for hoistway entrances and their means of mounting to the structure. Design will include a basic elevation view of the Lobby showing the hoistway entrance dimensions along with lobby fixtures. Requiring Detail Drawings of hoistway entrance mounting appears wasteful given the existing Hoistway entrances are retained and re-used. | Existing hoistway detail drawings are not required. The contractor is still required to provide the other requested drawings as indicated in the scope of work. | ||
| 53 | Please confirm the Contractor is required to identify in the Phase II Proposal and subsequently utilize an independent CPM consultant skilled at PDM network techniques instead of performing the CPM PDM function using an “in house” Contractor employee competent at MS Project? | CPM PDM can be performed "in house" | Projects | |
| 54 | Is MS Project an acceptable alternative to Primavera for schedule preparation and schedule updates? | Yes | ||
| 55 | Is AutoCAD an acceptable alternative to REVIT for drawing software, or are REVIT files actually required? Section IV.8) indicates AutoCAD files are required in *.dwg format. Please clarify which software will be required. | AutoCAD is an acceptable alternative. | ||
| 56 | Request Site Visit Attendee Roster? | Will be provided in separate attachment | ||
| 57 | Please confirm the Contractor is required to retain an external Certified Independent Third-Party Safety Professional or Professional Credential (CITP) consultant(s) and identify the Individual in the Phase II Proposal and subsequently utilize for Reviews and Commissioning instead of performing the Safety Review and Commissioning functions using an “in house” OSHA-30 or OSHA-50 Contractor employee? Please clarify the role and required certification of the noted CITP. It is unusual that a third party provides both safety and commissioning under the same umbrella. Please clarify intent. Shall a third party elevator consultant firm be acceptable to fill the role of this CITP? | Safety may be performed "in house" by the contractor. Commissioning shall be performed by a third party per specification | ||
| 58 | Is the CITP required to perform both safety functions and elevator commissioning functions? Elevators are unique in their commissioning. A third party QEI licensed inspector must certify the elevator and its performance meet the elevator safety code. The CITP language indicates a safety professional is required to be retained. This is typically handled by inhouse safety personnel. The commissioning and testing of the elevator systems and the oversight of the design conformance is generally handled by a Third Party elevator consultant firm. Does such firm, i.e. VDA Associates or Lerch Bates, satisfy this CITP requirement? Please confirm that a third party elevator consultant firm is required. | Safety may be performed "in house" by the contractor. Commissioning shall be performed by a third party per specification | ||
| 59 | Please confirm the jack cylinder and existing well hole to be reused, as is. Hydraulic elevator Specification 14 24 10, 2.16 says re-use jack cylinder. However, 2.17 of the same specification indicates clean casing, remove oil and debris and install new pvc liner. This suggests the jack is being replaced. Please confirm what is being requested. | Jack cylinder and well hole are to be reused | ||
| 60 | Please confirm which elevator code year project shall be designed to meet. ASME 17.1-2016 is the currently recognized code in Florida. Code year 2019 is available and being adopted at facilities across the country. Please indicate which code year will apply to this project. | Please refer to the PG18-10 Elevator Design Manual General Requirements for applicable codes. | ||
| 61 | Please indicate the responsible party for approving design drawings? Who will be reviewing design drawings for approval on behalf of the VA? In order to properly estimate the design phase drawing iterations and time to complete, please indicate the approval process that will be utilized for this project. Shall the normal 14 day response window be valid for this contract? Please confirm the response time will begin on the date the COR receives submittals and not the date an outside consultant receives them. | Drawings will be approved by Gainesville VA FMS staff as well as undergo a National Review by CFM. | ||
| 62 | Please confirm the auto dial communication system to comply with ASME 17.1-2019. Specification section 14_21_10, 2.38, B calls for an auto dial communication system in accordance with ASME A17.1 of 2019. Please confirm this requirement, as this version of the code introduces the audio and visual two-way monitoring system. | Confirmed | ||
| 63 | Please confirm that NO interim elevator maintenance services will be required as part of this project on any of these 12 elevators until after they have been modernized and placed back in operation under the 12-month warranty period. Since the elevators are configured in groups, running elevators might be impacted by the work of the modernization contractors and vice versa. Should interim maintenance from the date of award until each modernization commences be included? | The contractor should provide for interim maintenance of the elevator group according to their approved program. Interim maintance plans shall be prepared and reviewed / approved by the VA prior to implementation. | Maintenance and Operations | |
| 64 | Please provide the maximum number of elevators per group that may be removed from service for modernization simultaneously. Also, advise whether any adjacent pairs of elevators may be removed from service simultaneously. | No more than 50% of elevators may be removed from service from any given group. This may be an adjacent pair of elevators if the aforementioned requirement of 50% elevators in a group in service is still met. | FMS Chief / Safety | |
| 65 | Please confirm the desired car speeds for the modernized elevators. | |||
| The traction elevator specification shows all car speeds at 350 FPM. The existing data tags on the traction elevators show a range of speeds from 200-300-350 FPM. Is it the intent of this project to maintain existing rated speeds or modify all equipment to achieve matching 350 FPM if possible? | 350 FPM is desired per the Specification | |||
| 66 | Please confirm whether all lighting, 110 AC feeds, HVAC, and emergency communication systems serving the elevator machinery and/or elevator machine rooms are also supported by emergency generator power. Elevator code requires all above listed items operate under emergency power when the elevator operating equipment is provided with emergency power. Please confirm existing equipment is currently operating in emergency power | Service Elevator and Elevator A machine room lighting, 120 V Outlets, and AC are fed from Panel CUL-M3 (Emergency Power). Elevator B machine room lighting, 120 V Outlets, and AC are fed from Panel SLSA (Normal Power). Elevator C machine room lighting, 120 V Outlets, and AC are fed from Panel AECPGC (Emergency Power). Not all lighting, outlets, AC, Controls are on emergency power. Contractor shall verify and meet requirement for emergency power via VA Specification as well as local, state, federal codes. | Electric Shop |
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