Solicitation RFIs_596A4-18-103.pdf

RFI’s

Solicitation # 36C24921R0124

Project # 596A4-18-103

Upgrade Elevators P4, P5, S6, and S7

1. RFP evaluation sub-factor 2a states that offerors are to submit a Gantt chart schedule that is broken down into a schedule of values. Since bidding contractors often don’t receive pricing from vendors until just before the proposal due date and time it is difficult to include accurate cost values into a schedule and then print and incorporate into our proposal submission as hard copy accurately. For this reason, it is Impossible that the final bid value will match the proposal schedule values. By including values in the schedule, it also results in pricing information being included in the technical volume of the proposal. Typically, pricing information should be included in only the price volume of the proposal rather than the technical volume since source selection board reviewers should not be influenced by price factors until they have reviewed the technical data independently. Would the government consider eliminating the cost loading requirement and only provide the work activities on the schedule? Bidders can still provide price detail breakouts in their price proposal volume if necessary.

Answer: Yes, the cost loading requirement of the schedule can be eliminated in the proposal submission. It is understood that a cost loaded schedule and a schedule of values wouldn’t be completely accurate in a proposal. Offeror’s still need to submit a schedule; it just doesn’t have to show the costs in the schedule.

2. RFP Factor 3 – Past Performance –requires offerors to submit PPQ’s from clients directly to the Contracting Officer. Since many federal Contracting Officer’s refuse to complete PPQ’s and tell us that they have already completed a CPAR’s, can the CPAR evaluation be submitted in lieu of the PPQ if it is an applicable federal project? We often have a difficult time getting the client to complete PPQ’s over and over again for the same project when a CPAR has already been completed and entered into the federal system since they believe this to be redundant. We also find that the client has often left their position through retirement or transfer and is no longer with the agency.

Answer: CPAR’s can be submitted instead of PPQ’s if PPQ’s cannot be obtained.

3. If CPARS are acceptable, may they be emailed directly to the Contracting Officer by September 20, 2021 at 2:00 PM EST, or to be included as an addendum that does not count against the page requirement in the final proposal.

Answer: They are to be included in the proposal submission; they will not count against the page limit requirements.

4. The RFP and Specifications have four elevators listed. The Project Drawing GI002, General Note L states there are 5 elevators. How many elevators are in the scope?

Answer: There are 4 elevators in the project. The rest of Note L on GI002 still applies to the project.

5. Specification Section 01 00 00, 1.2, F states that the contractor will take “Full Responsibility” of ALL elevators in this project from the start of Mobilization. “Full Responsibility of ALL Elevators in the Contract - by the Contractor is defined as: Fully Responsible for the safe working conditions and prescribed regular inspections of ALL elevators in the contract, starting from the Contractor’s mobilization date on site to the completion date or date of beneficial occupancy of ALL elevators.

This period will also include any and all minor, routine, and typical repairs, adjustments, levelling, door issues, etc. over and above required inspections. And these repairs will be performed at no cost to the VA. Repairs shall be made only by qualified elevator personnel and shall be addressed and completed in a timely manner, as further detailed in the technical elevator contract specification section 14 21 10 and 14 24 10- regarding specific time limitations for addressing these issues.

Any major component failure that should occur in a single operating elevator that has not initiated any contractual upgrade (i.e. taken out of service for contractual upgrade), shall be repaired as soon as possible (note: this unique repair cost may be appealed to the VA for validity, but only after the issue is fully described and documented to the COR and CO in written detail along with photos and detailed breakdown of material and labor costs.

a. How is the contractor responsible for an elevator that has not even been taken out of service for repairs that are not even in our contract to be repaired?

b. To say the contractor is responsible for minor repairs and adjustment throughout the duration of the project is one thing, but to make the contractors responsible for all failures and repairs with only a possibility that they will be compensated for those major failures and repairs if the VA deems them the be “VALID” does not seem to be a reasonable requirement for this contract. We request this requirement be modified to state that the cost of repairs to the elevators in the SOW which have not been upgraded shall be reimbursed on a time and materials basis.

Answer: Once the GC starts work on a specific elevator bank, the GC is responsible for that elevator bank until project completion. If issues arise, they will be handled on a case-by-case basis.

6. Specification Section 01 00 00, 1.2, F, 1 states the anticipated review time for the elevator submittals is 8-12 weeks. The usual review time is 15 days. Can this review time be shortened?

Answer: The review time will be 15 days. The anticipated time for all submittals to be reviewed before the contractor mobilizes is 8-12 weeks.

7. 01 35 26, 1.7, C states the SSHO has to be a separate qualified individual from the Prime Contractor’s Superintendent and/ or Quality Control Manager with duties only as the SSHO. Since the Contractor is only allowed to work on one elevator at a time, there will not be a large site to cover with numerous trades working at the same time. Can the Superintendent be the SSHO and QC? This will save the VA a considerable amount of money.

Answer: Yes, the Superintendent can be the SSHO and QC.

8. Section 05 50 00 Metal Fabrications has two items specified, Support for Wall and

Ceiling mounted items and ladders. We could not find either of these requirements on the drawings. Can you give us a better description and location of these items so we can bid appropriately?

Answer: This section pertains to existing pit ladders that need to be replaced. New ladders shall meet the NFPA 101 code for compliance.

The support for wall and ceiling mounted items refer to any replacement of support steel required for the wall panels and/or ceiling panels that may be damaged during the removal of the existing systems and need to be replaced.

9. Section 09 06 00, 2.1, C has a table that lists Hoist way Entrances the material, Finish and color stated as “??????”. Can you provide us with these details?

Answer: This note is to be ignored. Hoist way entrances shall be polished/cleaned on every floor, prior to completing the elevator work.

10. Section 09 22 16 Non-Structural Metal Framing Description specifies stud wall systems, shaft wall systems etc. We could not find the construction of any walls in the drawings. Can you give us a better description and location of these items so we can bid appropriately?

Answer: The specification section is included in case any walls are damaged during the elevator upgrade that would need to be either repaired or replaced by the General Contractor (GC).

11. The drawings only show architectural elevator cab upgrades. They do not note any new equipment outside the cab finishes and lighting. The specifications 14 21 10 and 14 24 10 appear to call for all equipment on the hoist and hydraulic elevators to be replaced such as the hydraulic pumps, hoist cables and many other mechanical and electrical items that are not noted on the drawings. Can you verify that all the items required in the specifications and not on the drawings are part of this project scope and Key Note these on the drawing?

Answer: All information indicated on the drawings and in the specifications are to be included into the project. The drawings indicate the new cab interiors required for each cab. The specifications call to replace the elevator equipment and assemblies to upgrade the elevator.

12. The cover sheet GI001 NOTE states “THE ELEVATORS CAN BE DOWN FOR 1

HOUR MAXIMUM (COORDINATE WITH ELECTRICAL & VA COR). AFTER

12:01AM ON A SATURDAY - CONTRACTOR TO PROVIDE SPECIAL SIGNAGE

& TRANSPORTATION FOR EMERGENCY STAFF AS REQUIRED” The modifications to each cab and equipment will take longer that 1-hr. Each elevator will need to be shut down for the duration of repairs. Can this language be changed?

Answer: This note applies to the electrical shut down for the ATS connection to the existing electrical service. The GC shall prepare all phases of work so that once the ATS is ready to be connected, the power will only remain off for a maximum of 4 hours to be coordinated through the COR. Work must be done after hours as noted.

13. General Note L on sheet GI001 says the contractor is responsible for all service calls for all 5 elevators after the execution and during the duration of their contract.

a. The plans only show 4 elevators, not 5. Which number is correct?

b. Does the elevator contractor begin service calls at execution of their subcontract with the General Contractor or after the work is complete on each elevator?

c. Does the elevator contractor begin service calls at completion of all elevators?

Answer:

a. There are 4 elevators in the project.

b. The elevator contractor begins service calls once they begin work on the elevator bank and they are responsible for service calls for the duration of the project. This must be coordinated through the COR.

c. The elevator contractor begins service calls once they begin work on the elevator bank and they are responsible for service calls for the duration of the project. This must be coordinated through the COR.

14. Key note #1 on sheet GI004 says to provide hard barriers for ICRA. Are prefab hard barriers (i.e. Starc panels) acceptable in lieu of constructed hard barriers?

Answer: Yes, as long as the fire rating on the Starc barriers matches the elevator shaft fire rating.

15. Sheet GI004 includes several Key Notes which are not denoted on the plans. Please confirm that these items are not part of the SOW if they are not specifically denoted on the plan.

d. 1A, 1B, 2, 3, 3A, 3B, 7

Answer: The information indicated in the Key Notes, whether graphically indicated on a plan drawing or not, should be included into the project. SHOULD THAT BE

MOVED TO A SHEET NOTE, REFERENCE A-101.

16. Though not shown on the plans, there will be work to the wall finishes in each of the elevator lobbies to accommodate the new elevator controls. According to the elevator contractors. The new controls include a much larger plate around the controls. This larger plate will interfere with existing signage above. Below or on the sides of the control panel as well as wall protection in some areas and wall covering in others.

e. Please identify the quantity of wall protection (inpro rigid sheet and 2.5” top cap) to be removed and replaced as a result of this work.

f. Please identify the quantity of wall covering to be removed and replaced as a result of this work.

g. Please identify the signage which will need to be remove and relocated or replaced as a result of this work.

Answer: Patch and replace in kind.

17. Sheet M101 key note #2 and 4 call for an existing louver to be removed and replaced.

This louver opening appears to be partially covered by some equipment box on the inside of the elevator equipment room 00-C-1. Will this equipment box require removal and relocation to accommodate removal and installation of the new louver?

h. If so, what utility or service does the box control and where shall the box be relocated.

i. If not, is the louver able to be removed and replaced through the exterior of the equipment room?

Answer: Relocate the equipment box out of the way to allow louver removal and installation. Affix the equipment box to the wall adjacent to the louver as coordinated with the VA COR.

18. Sheet note B on ED101 states that all unused circuits and conduit passing into or thru the room are to be identified. Furthermore, it says circuits no longer used are to be removed.

Is it acceptable to demo the abandoned conduit to the nearest wall, floor or ceiling penetration and firestop the opening?

Answer: VA Standards are to remove all unused circuits and conduit back to the source, not just to the nearest wall.

19. If full removal of the abandoned conduit is required, please provide the qty and terminating location for each run of conduit to be demoed.

Answer: Most circuits are reused. The circuits that are not reused on ED101 originate in the panels shown in the detail.

20. Sheet ED102 key note #1 says the existing ATS is to be replaced while feeders and load conductors are to be maintained. What are we to do with the existing conduits in and out of the existing ATS? Are they to remain and be reconfigured at the nearest junction box to accommodate the new ATS?

Answer: The existing conduits may be reused to the greatest extent practicable, however any conduits which are not suitable for the new configuration should be reconfigured and new conduit used as well.

21. Key note #6 on sheet EP102 says to core through the existing masonry wall for temporary generator cables. When the generator is removed does the hole get masonry repaired, covered with a stainless-steel plate, or fire sealed mortar cap?

Answer: The hole which is cored through the exterior wall shall be patched at the completion of the project with new masonry to match like new.

22. 14 24 00-19 of P4 & P5’s spec mentions medical emergency service but only references S6 & S7. Is medical emergency service required on P4 & P5?

Answer: P4 and P5 will ALSO have medical emergency service.

23. Existing entrance frames are in excellent condition. Re-cladding these entrances poses some constraints due to the bull-nose design. Can entrance frames be retained as-is?

Answer: Entrance frames should be refurbished/polished at the completion of all individual elevator cab work, on each floor

24. 14 21 10-30 If frames cannot be retained as-is, can you please confirm finishes for hoist way entrances? This section mentions both painting and SS clad. Do we match the existing entrance finish?

Answer: Yes, if the entrance frames need to be replaced, the new frames shall match the material and finish of the existing frames.

25. Specifications and/or drawings: Solicitation Page number: 6 of 52 of the solicitation

Section: Instructions, Conditions, and Other Statement to Bidders/Offerors Paragraph: NA RFI question(s): Page 6 of 52 of the solicitation states that the Offeror’s Technical proposal shall be no more than 50 pages total, which is not inclusive of the solicitation and any amendments issued thereof. Please confirm that if the Contractor includes a binder cover, cover letter, table of contents, acronym list, and page dividers in its technical proposal, that these items will not count against the 50-page limit.

Answer: None of the mentioned items will count against the 50-page limit.

26. Specifications and/or drawings: Solicitation Page number: 18 of 52 of the solicitation Section: Representations and Certifications Paragraph: NA RFI question(s): On page 18 of 52, the solicitation shows the Representations and Certifications. Please confirm that the Representations and Certifications doesn’t need to be submitted as part of our price proposal as long as the Contractor’s DUNS # is submitted and paragraph 52.204-8(b)(2)(i) is checked.

Answer: Correct, no need to submit additional information as part of the price proposal.

27. Specifications and/or drawings: Solicitation (SF1442)

Section: Section 13 of SF1442 Paragraph: NA RFI question(s): In Section 13 of the SF1442, the section says to submit the proposal in original 3 hard, 1 email. Please confirm that our price and technical proposal can be submitted via email in lieu of hard copy, and if the contractor can submit the original hard copy of bid bond before the proposal due date/time in block 13 and to the contract specialist at the address in block 8.

Answer: Solicitation requirements for proposal submission will not change.

Offerors are to send in three (3) hard copies of complete proposal along with one (1) electronic copy, emailed.

28. Specifications and/or drawings: Solicitation

Section: Instructions, Conditions, and Other Statement to Bidders/Offerors Paragraph: NA RFI question(s): Page 6 of 52 of the solicitation states that the Offeror’s Price proposal shall be no more than 25 pages inclusive of the bid bond, and the attached “pricing schedule” worksheet shall be considered as 20 pages. Please note our bid bond is 6 pages and can’t be reduced per our bonding company, the complete Representations and Certifications is 16 pages, and there is no way the Contractor can stay within this 25-page limit. Please confirm that if the Contractor includes a binder cover and cover letter (2 pages total), SF-1442 (2 pages total), bid bond (6 pages total and can’t be reduced per our bonding company), Representations and Certifications (16 pages), price schedule (20 pages), that the Government will allow the price volume page limit to be increased to a 50-page limit.

Answer: Reps and certs don’t need to be submitted as part of the price proposal.

The bid bond will not count towards the page limitations.

29. Specifications and/or drawings: Solicitation Page number: 8 of 52 Section: Factor 3-Past Performance Paragraph: NA RFI question(s): Please confirm that the PPQ don’t count against the 50-page limit allowed for the Technical proposal.

Answer: PPQ’s and/or CPARS will not count towards page limitations.

30. Bid Guarantee states that amount of the bid guarantee shall be percent of the bid price or $3,000,000 whichever is less. The bid bond Percentage is not listed? Is the bond percentage 20%?

Answer: Yes, 20%.

31. Can Cpars be used in place of PPQ's?

Answer: Yes, if PPQ’s cannot be obtained, CPARS may be submitted.

32. Does the SF 1442 count towards the page limit?

Answer: No.

33. If amendments are sent out on this solicitation, do they count towards the page limit?

34. In lieu of the VA price breakdown sheet, can we use our own breakdown sheet with division breakdown as shown on the VA provided?

Answer: The VA price breakdown sheet will be used. If an offeror wants to send a second one with their own breakdown sheet, that’s fine.

35. Do the Representation and Certifications count toward our page limit? They are longer than five pages.

36. What is the name of the current elevator service provider for the elevators to be upgraded?

Answer: Murphy Elevator.

37. Spect section 14 21 10 states elevator basis of design (bod) based on ThyseenKrupp. Can other elevator manufacturers be considered for this project?

Answer: Yes.

38. Spec section 14 24 00 does not provide elevator basis of design (bod). Is the bod also ThyseenKrupp elevator?

Answer: Yes.

39. Can the owner provide as-built drawings for the current installad elevators for review for this solicitation? Also, can any other other drawings of revisisions/modifications made to the elevators be provided?

Answer: Documents are limited. Everything the VA currently has is included in the solicitation.

40. Note N on drawing G1002 states contractor to re-label all doors with same signage as existing from 290 signs company (sole source). There isn’t a signage drawing plan showing signs contractor will need to replace for pricing. Please provide a signage plan or statement of which signs / location of signs that will need to be replaced.

Answer: Any sign removed or damaged must be replaced-in-kind to match existing.

Elevator doors will no longer be relabeled with wraps or decals per NFPA 80.

41. Due to the unprecedented and unpredictable material price increases occurring in the nation, will the CO/VA/Owner allow a fixed price contract with economic price adjustments per FAR 16.203 to be used as the basis for contract award? This will allow the most competitive price to be offered at this time.

Answer: No, this will be a Firm Fixed Price (FFP) contract.

42. Who is the owners' service provider for the fire alarm system? Can you please provide contract information?

Answer: Johnson Controls Fire Protection

43. Where will the designated parking & laydown area be for workers accessing the construction site?

Answer: See A-101. Contractors must park off site. Coordinate with COR.

44. For pricing this solicitation, can the owner confirm that the general contractor is not to include any Asbestos or Lead Removal?

Answer: Lead or asbestos is not anticipated for this project. If lead or asbestos is discovered, the GC will notify the COR and CO immediately.

45. For this solicitation, has the work area been checked for asbestos, lead based materials and/or other hazardous materials? Is there a report available?

Answer: Lead or asbestos is not anticipated for this project. If lead or asbestos is discovered, the GC will notify the COR and CO immediately.

46. As a result of the effect of COVID-19 throughout the U.S., and the resulting Federal, State and local governments’ responses / requirements of safe distancing and potential advocations of working remotely and/or complete organization closures, please advise how the Government intends to address delays resulting there as it pertains to the current solicitation schedule for this and all future projects.

Answer: Comply with all solicitation and Lexington VA Healthcare System requirements. See solicitation attachment “Current COVID-19 Workplace Safety Requirements” and the attached memorandum entitled “Attestation Guidance for Health and Safety Precautions for COVID-19”. Any delays resulting from COVID- 19 will be handled on a case-by-case basis.

47. How many calendar days should be included in the critical-path schedule for owner and A/E review and respond to RFIs?

Answer: A/E and owner to respond to RFIs within 15 days.

48. Please confirm that the project is to be completed during normal working hours, not nights and weekends.

Answer: Once an elevator is taken out of service, it must be continually worked until complete to minimize down time. Barriers must be erected after normal working hours. The work during normal hours cannot be disruptive to the hospital with excessive noise, vibrations, hauling equipment, etc. All work disruptive to the facility must be planned in advance with the COR.

49. Is AISC (American Iron and Steel Certification) required for the structural steel fabrication and/or erection for this project?

Answer: This applies for any structural steel.

50. Will the owner accept the use of the industry leading Procore Project Management software as the primary submittal and data tracking tool for this project?

Answer: Yes, Procore is acceptable.

51. Can both elevators, either the passenger or service, be worked on at the same time? Or can only one elevator be worked on at a time?

Answer: Only one at a time.

52. Will the VA require all contractors working on site to be fully vaccinated for the Covid virus? Will there be documentation and validation submittal requirements for vaccination?

Answer: See solicitation attachment “Current COVID-19 Workplace Safety Requirements” and the attached memorandum entitled “Attestation Guidance for Health and Safety Precautions for COVID-19”.

53. Will all the scope of work of elevator upgrade be required to be performed at nights and on weekend shifts?

Answer: Please refer to highlighted box "ICRA General Notes" on sheet GI004 as it pertains to major equipment delivery and lobby work hours. Refer to answer for Question 48.

54. This solicitation bid day is on a Monday. Typically, Mondays are very busy at beginning of work week. We request bid day to be moved to Tuesday to allow all trade and vendors to submit timely price quotes for review.

Answer: Proposal due date will be extended.

55. Are there any sprinkler heads in elevator shafts PCE04 or PCE05?

Answer: There are two heads in P4 & P5 about 10 feet above the bottom of the pit.

There are not sprinkler heads at the top of the P4, P5 elevator shaft.

56. Are there any sprinkler heads in the pit of any elevator shaft?

Answer: Yes, there are sprinklers in the P4, P5, S6 and S7 elevator pits.

END OF SOLICITATION RFI ANSWERS