S06 Amendment to Solicitation 2 Amendment Opportunties.pdf

Amendment to a Previous Combined Solicitation

*= Required Field Amendment to a Previous Combined Solicitation

SUBJECT* Walk-in Refrigerator |Tulsa 623

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 95652

SOLICITATION NUMBER* 36C24W25Q0218

RESPONSE DATE/TIME/ZONE 08-21-2025 12:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE VSA

PRODUCT SERVICE CODE* 6695

NAICS CODE* 333415

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Regional Procurement Office West (RPOW) 3237 Peacekeeper Way Building 200 Suite 204 McClellan Park CA 95652

POINT OF CONTACT*

Contract Specialist Robert M. Clark Jr robert.clark15@va.gov 254-538-0487

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Eastern Oklahoma VA Healthcare System Tulsa VA Medical Center 440 S. Houston Ave Tulsa OK

POSTAL CODE 74127

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL http://www.va.gov URL DESCRIPTION Department of Veterans Affairs AGENCY CONTACT’S EMAIL ADDRESS robert.clark15@va.gov

EMAIL DESCRIPTION

DESCRIPTION

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

623-25-3-2455-0193

None

36C24W

Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

36C24W

Department of Veterans Affairs

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way

Building 200 Suite 204

To all Offerors/Bidders

36C24W25Q0218

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 08-21-2025 12:00pm CDT

See CONTINUATION Page

Not Applicable

X 1

The above referenced Solicitation, as indicated in Block 9A, to provide

Panel-by-Panel Walk-In Medical Laboratory Refrigerator to the Eastern

Oklahoma VA Healthcare System, Tulsa, OK is hereby Amended as follows:

The purpose of this Amendment is to provide an update to the Solicitation. Refer to the attached

Notice of Amendment to Request for Quote.

Except as provided in all Amendments issued to date, all other provisions and language set forth in the original Solicitation Number 36C24W25Q0218, remains unchanged.

NOTICE FOR REQUEST FOR QUOTE AMENDMENT

SOLICITATION NUMBER: 36C24W05Q0218

AMENDMENT NUMBER: 0002

DATE: August 06, 2025

PROJECT NUMBER: N/A

PROJECT TITLE: Walk-in Refrigerator

LOCATION: VA Medical Center, Tulsa, OK, 74127

REASON FOR AMENDMENT: Answer Questions 1-38, Response to drawings – additional walk through

AMENDMENT: 0002

Question: 1 - Response to Drawings: ADD #1 RFI #9 response stated that drawings would be made available to pre-bid walk attendees on 7/23. Drawings were not distributed and have still not been made available on 7/28. Please provide drawings as previously noted.

VA Response: Please see attachment with Amendment.

Question: 2 – Provide Sign-in Sheet and Notes: Please provide pre-bid sign-in sheet and notes from walk on 7/23

VA Response: The Sign-in is for VA Contracting use and vendors are responsible for their own notes.

Question: 3 – Condenser Specifications: ADD #1 RFI #2 states condenser is to be installed on top of the cooler. Specification 114121-2.8-B states that the outdoor unit shall include individual dedicated air-cooled condensers. Please clarify.

VA Response: The unit is not outdoors; therefore 114121-2.8-B does not apply.

Question: 4 – Drawing Provided: Drawings have yet to be provided, and exterior work is required that was not addressed at pre-bid walk.

VA Response: Exterior work is not required.

Question: 5 – Expect More Questions: Once we receive drawings, we expect to have more questions.

VA Response: Acknowledged.

Question: 6 – Ceiling Drywall/Drop Ceiling: To accommodate the proposed walk-in box, the ceiling above it would need to be partially removed to allow placement of the condensing units on the roof of the box. This will require coordination with another trade.

The top of the box will also need to be sealed against the ceiling to meet installation standards. Will there be any modifications from another trade to address this concern?

VA Response: As per the statement of work, the awarded contractor is responsible for all of the work mentioned.

Question: 7 – Unit Width Concern: The unit’s width also presents a major concern.

The measured available space is exactly 9'4", which is also the specified width of the proposed box. With no installation tolerance, this creates a significant challenge for placement and would likely require modification to the existing wall structure. Could the spec for the box size be changed?

VA Response: As per the statement of work, “the overall size and layout of the walk-in must be designed to maximize given space. The site condition may be modified to accommodate the refrigerator. All modifications to the site-condition must be coordinated and approved by the COR and chief of engineering. All modifications to the site condition must meet industry standard for the type of product being installed, and final finish must match surrounding finish and meet infection control, safety, engineering and interior designs approval”.

Question: 8 – Sprinkler System: A sprinkler system is present in the ceiling area and would need to be extended into the box per code. However, the documentation does not specify whether the VA or the contractor is responsible for coordinating with a fire suppression company to complete the final connections. Can you please advise how this concern would be addressed?

VA Response: The placement of the sprinkler head is intended to remain above the box.

Any modifications to fire suppression will need to be done by certified technicians. It is the awarded vendors responsibility to provide such technicians.

Question: 9 – Electrical Services: Electrical service has not been run to the installation site. A licensed electrician will be required to run power and complete the final electrical connections.

VA Response: There is a junction box in the ceiling with the needed electrical circuit. If additional circuits are needed, it is the awarded contractor’s responsibility to provide them.

Question: 10 - Drainage: Drainage may require trenching. There did not appear to be a nearby drain accessible from the location we were shown, and any trenching would need to be performed by a licensed plumber.

VA Response: The site is on the second floor; trenching will not be allowed or possible.

Per the SOW, “Installation will include all new associated subsystems associated with the function of the units, and connections to building systems including power and data”.

This includes plumbing and drains.

Question: 11 - Ventilation: Given that this is an air-cooled unit and the drop ceiling space appears to be sealed off from the conditioned area below, we have concerns about adequate ventilation and heat rejection. This may negatively impact on the unit’s operational efficiency and long-term reliability.

VA Response: Per the statement of work, “The contractor will design an airflow solution that allows the cooling unit to function properly and limits disruptions to surrounding airflows and room pressures”.

Question: 12 - Serviceability: Accessibility and long-term serviceability will be significantly limited due to the confined and fully finished nature of the install area.

VA Response: Acknowledged.

Question: 13 – Integrating Wal-in Controls: Who would be responsible for integrating the walk-in controls to the buildings system?

VA Response: Per SOW, “Installation will include all new associated subsystems associated with the function of the units, and connections to building systems including power and data”. The contractor is responsible for all parts and labor for connection to building systems. Coordination will be required with VA Engineering and the COR.

Question: 14 – Response Time: If you could please provide answers to our questions and concerns at your earliest convenience, we would greatly appreciate it.

VA Response: Please understand all questions are responded to in a timely manner, due to workload and availability.

Question: 15 – Walk through: To support our efforts, we would like to request an additional site visit and kindly ask for responses to the following questions to help us develop a more accurate and competitive quote.

VA Response: No additional site visits will be given at this time.

Question: 16 – Type of Units: Air cooler unit or water-cooled units?

VA Response: Water cooled units will not be accepted.

Question: 17 – Design Direction: Will the Mechanical Engineer which is over the

Veterans affairs building Construction be available to give us directions as far as where the Tie-Ins can be?

VA Response: Yes, the awarded contractor is expected to design in collaboration with the

COR and VA Engineering.

Question: 17 – Sub-Contracting: Do we need to add in for supporting contractors.

Wrights can coordinate but will need further information and will need to be able to do another site walk with sub’s and someone who can give us more clarification of connection points.

VA Response: The awarded contractor is responsible for the entirety of the SOW. The hiring of subcontractors is permitted. The VA has no opinion on the hiring of subcontractors. Further discussion of “connection points” and other design elements is expected to take place post-award in the design process.

Question: 18 – Mechanical Space: Is there a small Mechanical room close that the equipment can go to rather than installing above the ceiling?

VA Response: There is no mechanical room that is designed or designated for that purpose.

1. ELECTRICAL

2. PLUMBING

3. SPRINKLER

4. SHEET ROCKERS

5. PAINTERS

6. FRAMING

A. FLOOR DRAIN FOR CONDENSATION

Question: 19 – Floor Drain Location: Who is responsible for getting the floor drain installed? Will a plumber be needed?

VA Response: Per the SOW, “Installation will include all new associated subsystems associated with the function of the units, and connections to building systems including power and data”. This includes plumbing and drains. The precise location will be decided in the design process post-award. The awarded contractor is responsible for all parts and labor in the SOW.

Question: 20 – Floor Drain Per Code: Who will determine what existing lines the piping for the floor drains to be piped into per code? Original construction Mechanical

Engineer?

VA Response: Piping and tie-ins will be coordinated with VA Engineering and the COR in the design process post-award.

Question: 21 – Line to Tie Into: Need to know what lines we can tie into?

VA Response: Water cooled is not an option.

Question: 22 – Connections Supplied: Will there be connections supplied, or will we need to build into our quote to the tapping into the lines?

Question: 23 – Drain Down of Lines: Will building Engineer do drain down of lines which are being tapped into or overseeing the process?

Question: 24 – Walk-through: Will need additional job walk to see what is entailed in installing taps, we will need to revisit site to determine what equipment needs turned off, lines that need valved off and drained down process?

Question: 25 – Building Return: Building return chase if air cooled?

VA Response: I do not understand the intent of the question enough to answer.

Question: 26 – Building Return: What is the plan for getting rid of the condenser heat and keeping the unit cool?

VA Response: Per the SOW, “The contractor will design an airflow solution that allows the cooling unit to function properly and limits disruptions to surrounding airflows and room pressures.”

Question: 27 – Refrigerator Leak: Is it approved for the condenser air to be returned into the building AC system? (In case of refrigerator leak)

VA Response: Per the SOW, “The contractor will design an airflow solution that allows the cooling unit to function properly and limits disruptions to surrounding airflows and room pressures.” Further discussion of design is expected to be conducted post-award in the design process.

Question: 28 – Wall Installation: Will a wall need to install above the front of walk-in to enclose space above the unit. This will allow us to put a return and supply AC ducts with damper system and thermostat to keep the space the condenser is in regulated.

VA Response: No wall is required above the ceiling. It is required that the ceiling and the walk-in are joined or sealed in such a way that no airflow is allowed between the above and below ceiling compartments. Any additional walls or compartments above ceiling would be permitted, as long as they do not interfere with life safety devices or utilities and are approved by VA Engineering in the post-award design process.

Question: 29 – Additional Compressor: Does an additional compressor need to be onsite waiting or built into the system? The reason I ask is if goes to ground and both are in the system they are both ruined. Would it be best to have a back condenser skid available on top of the box ready for emergency repair.

VA Response: The intention is that no manual intervention is required to switch between redundant systems. The redundant compressor must be piped into the system.

Question: 30 – Separate Systems: Are we needing 2 complete separate systems installed in the box?

VA Response: The requirement is for redundancy of the compressor.

Question: 31 – Extending Warranty: Is the VA requesting extended warranty beyond

1-year labor, 1-year parts, and 1-year proper installation?

VA Response: No, extended warranty was not requested in the SOW.

Question: 32 – System Plans: Plans will be required. Arch., Fire Suppression, Plumbing, Mechanical, Electrical and Special Systems plans will be required to determine impacts, tie-in locations and overall routing between refrigerator and outdoor condenser packages, access to power and drainage.

VA Response: Will be provided shortly.

Question: 33 – Plans Provided: If plans are not going to be provided, identify where and what circuit(s) to power the refrigerator, lighting, controls, etc.

VA Response: Plans will be provided.

Question: 34 – Plans Provided: If plans are not going to be provided, identify what drain lines can be tapped into for new floor drain installation.

Question: 35 – Plans Provided: - If plans are not going to be provided, identify where remote equipment is to reside and provide the routing of refrigerant, power, plumbing and drain lines. Include impacts on existing construction and finishes.

Question: 36 – Return Air: Can building return air be used to exhaust condenser heat if installed on top of unit?

VA Response: Per the SOW, the contractor will design an airflow solution that allows the cooling unit to function properly and limits disruptions to surrounding airflows and room pressures.” Further discussion of design is expected to be conducted post-award in the design process.

Question: 37 – Return Air: – If not, can additional HVAC supply and return be installed to control temp above unit and sealed to ceiling per Scope note #3?

VA Response: The aforementioned would be permitted, provided it does not interfere with life safety equipment or utilities.

Question: 38 – Plumbing: Once plumbing is identified, and additional job walk will be required to determine what equipment needs turned oB, lines that need valved and coordinate the drain down process.

VA Response: No additional site walks will be offered pre-award.

THE DUE DATE FOR OFFERS IS NOW AUGUST 21, 2025 @ 12:00PM.

All other terms and conditions remain unchanged.

CONTINUATION PAGE

See Amendment