Z2DA--MRI LINAC (Project 635-CSI-022 )

RFI #1 for Project 635-CSI-022 / MRI Linac

Q1. Do we need to bid the selective demo thru a core demolition contractor or GC?

Q1 Response: The means and methods are up to the General Contractor to determine. OKC VAMC confirms

Q2. Will this project need any asbestos abatement on the flooring or ceiling demo?

Q2 Response: There is not believed to be asbestos abatement required. OKC VAMC concurs, no asbestos in any area for this project.

Q3. I attended the pre-bid site visit yesterday and there was mention of demolishing a portion of the North wall, as shown in the screenshot below, to remove the existing equipment and to move in the new equipment. However, the drawings do not indicate this, and only show the penetration for the new Quench Pipe. Could you please clarify whether the wall (including 3 6 concrete barrier) will be demoed, or if the equipment will be removed and brought in through the existing doors.

Q3 Response: Demolition at the North Wall is only for the Quench Pipe condition. Equipment shall be removed and brought through the existing exit door leading directly to the outside. OKC VAMC has verified this is the correct.

Q4. HVAC:

a) Do they want the new HVAC equipment to have stand-alone controls or will it be connected to the base building EMS/BAS control system? If it is to be connected base building control system will the engineer be furnishing a desired control point drawing? Whom shall we contact for base building control pricing?

Q4a Response: Refer to specification section 23 09 23 Direct Digital Controls. You need to contact the local JCI rep.

b) The attached chilled water requirements table is from the Viewray planning guide. Please note that the Linac equipment (HCU-PE & HCU-SE) are the only two pieces of equipment that require a continuous chilled water supply. The remaining MRI equipment all has an intermittent chilled water demand. The total continuous chilled water demand (3.6 GPM min.) and the total continuous btu/h heat load ( 54,592) are a very small percentage of the total demand when you include the three pieces of the MRI equipment. As a consequence, to this large part load/full load chilled water disparity, all of the chillers that we have seen specified for previous Viewray projects have TWO separate chilled water circuits within the chiller. One circuit is dedicated for the Linac equipment, and the other circuit is dedicated to serve the MRI equipment. Each circuit has its own pump and refrigeration components. It appears the specified Trane chiller does not have this capability. I realize that it has a buffer tank and two stages of refrigeration, but I still have a concern that we may have issues when we have a demand for the Linac equipment only.

Q4b Response: A revision will be issued to change the chiller to a Multistack MRI chiller, model ASP30X.

Q5. Flooring: Please clarify the ceramic tile selection from Dal-Tile as there are many different styles/types to choose from and all vary in cost.

Q5 Response: VA Interior Designer to clarify. Sandstorm Gobi EM

Q6. Is Submittal Exchanges required for this project?

Q6 Response: Please clarify. What does submittal exchanges mean? OKC VAMC would prefers Procore. We want to know if we are required to provide documentation management for submittals, RFIs, and drawing releases. We have commonly seen the VA have us use Primavera Submittal Exchange. We want to know if this is something we need to carry in our costs to provide.

Q6 Response: Yes, documentation management for submittals, RFIs, and drawing releases is part of the Contractor s responsibilities. In lieu of Primavera, the Oklahoma City VAMC prefers Procore.

Q7. Is this project tax exempt?

Q7 Response: No. OKC VAMC Concur

Q8. What is the largest file size the VA can receive via e-mail?

Q8 Response: VA needs to respond. 10MB

Q9. Can all three volumes be attached to a single e-mail if size allows or does each volume need its own e-mail?

Q9 Response: Please clarify. What does all three volumes mean? With our proposal are we able to send it all in one email? I apologize this should have been two volumes as we have technical and price.

Q9 Response: Unless the VA suggests otherwise, for the purposes of consistency as well as the unknown size of a larger file, please consider each volume needing its own e-mail.

Q10. Is builders risk required? If so, is it provided by the VA.

Q10 Response: Builder s Risk to be provided by the General Contractor. OKC VAMC concur

Q11. Does there need to be a designated onsite CQC?

Q11 Response: Due to the scope and nature of this project a designated on-site CQC will not be required. OKC VAMC concur

Q12. Can the Superintendent be the CQC?

Q12 Response: The Superintendent can be the CQC. OKC VAMC concur

Q13. Please confirm SSHO needs to be onsite fulltime and is a separate person from CQC and Superintendent.

Q13 Response: Due to the scope and nature of this project a designated fulltime on-site SSHO will not be required. Given the necessary certifications for the CQC and SSHO and the VA s preference, a single person could serve as Superintendent/CQC/SSH. OKC VAMC concur

Q14: Please confirm that the VA is providing the commissioning agent?

Q14 Response: The General Contractor is responsible for the commissioning agent. OKC VAMC concur

Q15: Question on the barn doors. According to the specs, they are to be rated ¾ hour. Can you please clarify that this is correct?

Q15 Response: The barn door condition does not need to be a fire-rated assembly.

Q16. The plans are unclear if we are to include new flooring in the entire work area. The finish schedule makes it seem that new flooring will be required throughout, but the plans state to demo and patch back the linoleum only where we are tearing up the slab. Please advise on this.

Q16 Response: Room Finish Schedule (AS-500) identifies the flooring and base materials to be used on the project. Note: remark 6 verify with COR . In C1G extend new finishes up to where door C1G ends.

Q17. No partition tags are shown on the floor plans. Can these be included?

Q17 Response: Other than the specialized wall systems identified for the MRI-Linac vaults (AJ-020) wall type 1 and 1A (AJ-050) apply throughout the remainder of the suite (AS-102). Because there is no real difference between 1 and 1A proceed with wall type 1 throughout new wall applications.

Q18. Mirrors are listed in the specifications but are not shown on any of the floor plans or elevations. Are we to include mirrors in our proposal?

Q18 Response: No mirrors. The reason is these are patient areas. Traditionally, whenever there is a mirror a person will automatically touch their face and/or hair. This would be counterproductive to the patient being transferred into the MRI-Linac vault. Note: this also applies to the staff sink located in the corridor.

Q19. The bid documents call for phasing of the project so as not to impede the VA. Will any of the work be required to be at night?

Q19 Response: Yes. For example, the quench pipe penetration parallels the visitor/patient entry into the main building. Also, there may be vibration issues surfacing for example, when the existing vault is being partially demolished necessitating off-hours operations.

Q20. I have some questions about whether or not the existing raceways inside the vault are going to be able to be reused or if we ll need entirely new ones for each piece of equipment, will they be underground, overhead or a mix of each?

Q20 Response: Existing raceways inside the vault are not envisioned to be reused. We do not believe the Contractor will be able to guarantee the quality of the existing raceway being removed as well as reconfiguring to meet the proposed design.

The raceways will be a combination of under slab as well as overhead.

Q21. Who is responsible for excavation?

Q21 Response: The Contractor will be responsible for the excavation.

Q22. Can this project be worked on during normal hours?

Q22 Response: The specifications identify standard hours Monday through Friday. Any request for extended or second/third shift work shall be coordinated with and approved by the COR.

Q23. I would like to submit a request to include alternate comparable fixtures for the lighting package for review/approval to bid this project. Would you be the correct contact to send over the list of alternate light fixtures? The alternate lighting is similar to the light fixtures in the solicitation but would need to be approved before we can submit our proposal.

Q23 Response: If the alternate lighting is being proposed for the vault or the hallway leading up into the vault then I would recommend no to the request.

Amendment 0002 extends closing date

Amendment to correct dates

Design Renovation of Ground Floor of the Imaging Center

Project 635-CSI-022

VAMC 921 NE 13th Street, Oklahoma City, Ok 73104

Objective

The Oklahoma City Veterans Affairs Medical Center (OKC VAMC) is seeking General Contractor firms to provide construction services for the conversion of the existing Linac1 vault and the accompanying support areas (approximately 2,095 SF) located on the first floor of Building 1 at the OKC VA Medical Center into an MRI-Linac service line which includes a complete renovation to the existing vault as well as repurposing the existing clinical support spaces and functions. This documentation created the basis of design precepts developed by the Architect/Engineering team.

It is the intent of this solicitation to follow the design and specifications attached with the SOW. The Contractor is solely responsible for verification of existing conditions. Any aspect to the project which is overlooked or not included in the proposal required for code compliance should be verified and promptly reported to the COR.

The Contractor shall be solely responsible for the management, including all associated labor, equipment, materials, mailing costs, and inspection, to meet the requirements of this project.

Areas adjacent to the proposed project shall be continuously occupied by the OKC VAMC. The Contractor shall implement phasing to ensure construction will not impact/impede the VAMC s mission to care to the Veterans.

Contractor shall provide quality control of work conducted and the individual appointed shall be competent and educated/experienced in the field of work this scope encompasses.

Contractor shall follow applicable codes and standards to this type of work including but not limited to Health Care System Memorandums (HCSM), OSHA Guidelines, NFPA 101, NFPA 70, Lock-out-Tag-out, and Rules of Station.

The C&A requirements do not apply, and a Security Accreditation Package is not required.

The anticipated Period of Performance is 40 calendar days for the required submittals and up-front coordination followed by 270 calendar days for the construction effort.

Scope of Work

Design Conditions and Applicable Codes

The project design is in accordance with the following standards and design guidelines. Specific requirements of these standards are not included in this document.

NFPA 101 Life Safety Code (2018)

International Building Code (IBC) 2018

Federal Guidelines Institute Guidelines for Design and Construction of Healthcare Facilities

Architectural Barriers Act Accessibility Standard (ABAAS)

VA Barrier Free Design Standard (supplement to ABAAS)

VA Technical Information Library (TIL)

Department of Veterans Affairs Master Specifications

NFPA 70 National Electrical Code (2020)

NFPA 72 National Fire Alarm and Signaling Code (2019)

NFPA 75 Standard for the Fire Protection of Information Technology Equipment

IESNA Illuminating Engineering Society of North American

National Electrical Manufacture s Association (NEMA)

International Mechanical Code (2018)

Energy Conservation Code ASHRAE 90.1 (2019)

US Department of VA HVAC Design Manual (2020)

US Department of VA MRI Design Guide (2008)

ASHRAE 90.1 Energy Standard for Buildings Except Low-Rise Residential Buildings

Applicable Federal Codes, Regulations, Ordinances, Publications and Manuals

Demolition

Once the existing Linac1 equipment has been removed from the vault, all remaining vault elements will be removed by the Contractor. This effort will include the removal of the slab in and around the existing pit, a southwest corner of the vault slab, and a linear trench from outside the vault wall diagonally up to the new Equipment Room approximately 26 feet.

The next aspect to the demolition is to remove walls and ceilings as identified within the demolition documents as well as remove and store existing items which will be relocated back into the suite.

Plumbing elements, see narrative and drawings for extent of demolition

Electrical elements (wiring, panels, transformers, switch panels, lighting, outlets, etc.) see electrical narrative and drawings for extent of demolition.

Mechanical units and ductwork necessary to make the building service in its new function, see mechanical narrative and drawings for extent of demolition

Renovation Work

The bulk of the renovation is to prep the vault to receive the MRI-Linac unit by introducing a new pit, installing RF copper shielding on all vault surfaces, Unistrut system, HVAC and electrical connections, cable trays, fire sprinkler system, lighting, conduit connections to the Equipment Room, and final finishes. Of note, given the sensitive nature of the MRI-Linac requirements all items within the new vault configuration are to incorporate all non-ferrous materials.

One unique aspect to the project is the introduction of a quench vent and pressure relief vent which in case of a failure of the superconductive magnet s liquid helium escaping at a temperature of 4.2 Kelvin (-571.2 degrees C). Thus, from the MIRI-Linac unit an 8 diameter quench pipe is extended through the 3'-6" thick concrete wall, up the building s facade to 18 above the top of the roof parapet.

There are a series of seven equipment items located in the Equipment Room, each of which provides an operational service to the MRI-Linac through under slab trench connections to the vault. Lastly there is an 18 long counter at 3 AFF which houses the control computers and monitoring systems as used by the support technicians overseeing the patient s modality being employed at the time.

Architectural

Layout will be as shown on the drawings and specifications to provide the construction of a new MRI-Linac vault as well as support areas/functions which include a tech work area, equipment room, UPS room, office, storage, changing room, and patient toilet

Construction including metal framing, insulation, drywall, hollow metal frames, copper RF-shielding (wall, ceiling, and floors), fiberglass dowels/re-bar, Unistrut ceiling support, wood doors, acoustical suspended ceilings, custom casework, fire extinguisher cabinet, signage, related toilet room accessories, etc.

Interiors

Finishes include painting, casework, wall protection, rubber base, solid surface, welded sheet flooring, luxury vinyl tile, porcelain tile, and acoustical ceiling tile.

FF&E: Furnishings and Equipment included in the construction documents is based on VA standards. The list of equipment and furnishes to be provided is listed in the construction documents.

Mechanical

The project includes a new roof mounted 35-ton chiller to support the new MRI Linac machine. The equipment will be mounted on the same roof as the existing chiller. A new 2½ chilled water supply and return riser will be piped down from the roof to the MRI Linac floor where branch piping will serve the equipment

To cool the Equipment Room, a 3-ton CRAC unit will be mounted in said room and connected to the new chiller. The CRAC unit is capable of cooling, heating, dehumidifying, and humidifying. A new split system will also be provided for the UPS located in the Electric Room.

Inside the existing Linac vault, there appears to be enough air flow to serve the new machine, however, there may be operating issues with the system (because of existing complaints). In lieu of providing a new unit, the Engineer recommends the Contractor employee a service technician to inspect the unit and controls to trouble shoot any potential issues. Each HVAC duct and diffuser in the vault shall be replaced with non-ferrous aluminum ductwork, diffusers, and grilles. RF wave filters will also need to be installed in the ductwork at the vault s shielded edges.

The MRI Linac manufacturer requires an 8 cryovent piped to the exterior and VA Standards also call for emergency exhaust (which is accomplished by a ceiling mounted inline exhaust fan connected to the vault s return ductwork). Also, the manufacturer also requires a small exhaust system to cool the patient using recirculated room air.

Refer to the mechanical documents for a graphic description of work and airflows based on US Department of VA HVAC Design Manual: 6 total air changes/hour (ACH) based on room type and 2 outside air changes/hour requirements with constant air volume.

Existing HVAC/Mechanical System

Existing fan coil units, supply duct and diffusers, and return duct and grilles in the project are to be removed.

Existing steam and condensate return piping is to be removed back as close as possible to associated risers around the project s perimeter, valved and capped in the ceiling.

Existing chilled water supply/return piping, and condensate drain piping from each fan coil unit will be removed back to the main branches above the corridors. Any unused are to be valved and capped near the main branch above the ceiling.

Existing outside air duct branches to each fan coil unit will be removed back to the main outside air duct above the corridors of the space. Existing exhaust duct branches and grilles in the project space are to be removed back to the main exhaust duct above the corridors. Any unused main duct penetrations are to be patched and sealed above the ceiling.

Existing Sanitary/Vent Systems

Existing vent branch piping in the project space ceiling serving demolished fixtures will be removed back to the existing vent risers.

Existing Domestic Water Service

Existing domestic cold/hot/recirculation water piping serving demolished fixtures will be removed back to existing risers.

Medical Gas

Existing capped oxygen, medical air, and medical vacuum branches to be utilized with new zone valves and alarm panel. New medical gas piping to distribute to medical gas outlets.

Sanitary/Vent Systems

System Material: cast iron pipe with no-hub connections.

New fixture sanitary branch piping serving new toilet and lavatory

New fixture vent piping: sized/routed above project space ceiling and connect to existing vent risers terminating through roof.

Domestic Water Distribution Systems

System Material: Type K/L copper pipe

Electrical

Demolition Work - Power, Control and Lighting

Triple output Power Conditioner with voltage regulator shall be disconnected and removed, cables, conduits, junction boxes and switches and associated devices will be removed from existing Varian`s product in LINAC 1 Treatment Room. Existing circuits will be modified to maintain circuit continuity.

Renovation Work - Lighting

Treatment Room: LED 2 x2 ceiling recessed, 85 CRI, 4000 K, light fixtures shall be provided, installed, and controlled by wall mount switch, light level will provide higher illumination level up to 75 FC during patient transfer to/from the table. Dimmable downlights luminaires shall be provided and controlled by 10% to 100% dimmer and provide illumination levels down to 10 FC during the laser positioning and treatment. Light fixtures shall be fed from normal and life safety branch of the Essential Electrical System (EES). LED light fixtures shall (MRI compliant).

Control: LED Ceiling recessed light fixture will be provide higher illumination level up to 30 FC. Dimmable downlights luminaires shall be provided/controlled by 10% to 100% dimmer and provide lower illumination levels down to 10 FC during treatment procedure scanning for monitor viewing.

System Power Requirements

Equipment Room: voltage and circuit capacity shall be provided to meet New MRI-LINAC System requirement. Contractor to make final power connection to components under Vendor`s supervision. Main disconnect switch, breakers, wiring and transfer switches shall be provided as indicated below.

ACC: 480V, 3P, 60HZ, 175A

TCC: 480V, 3P, 60HZ, 40A

HE-SE: 480V, 3P, 60HZ, 20A, NEMA L6-20

HE-PE: 480V, 3P, 60HZ, 205A, NEMA L6-20

TRC: 208V, 3P, 60HZ, 30A, NEMA L15-30

MOD: 480V, 3P, 60HZ, 30A

MMC: 120V, 3P, 60HZ, 20A, NEMA 5-20

DBCR: 120V, 3P, 60HZ, 20A, NEMA 5-20

Treatment Room: service outlet in RF closet - 220 V with NEMA L6-30R in RF closed. And 110 VAC adapter with optional North American plug NEMA 5-15R for Oxygen monito shall be provided.

Operator Station: 3 @120 VAC, 1 phase, 60 Hz, 20 A (NEMA 5-20R) shall be provided. Additional receptacles shall be provided for all equipment per Radiation Therapy Service Design Guide and Vendor`s Specs.

Emergency Power and UPS Units

New 35 Ton Chiller Unit shall be connected to emergency critical circuit.

Other Electrical and Mechanical equipment: Shall be powered per Design Guide and NFPA.

150 KVA rated output, 480 V Power Conditioner with voltage regulation for ACC, TCC, MOD, TRC. This unit will be fed from a normal source.

30 KVA output, 480 V UPS for HCU-SE, HCU-PE. This unit will be fed from an emergency source.

Existing Voltage System in Building 1

VAMC Voltage system is 208 V, both normal and emergency in Building-1. There are no spare circuits available in switchboard in switchgear room IG-137. The design`s approach is to power the entire project from the same building. Based on that, the project will purchase step-up transformers and upgrading existing circuit brakers, relay setting and replacing conductors, conduits and adding new panels to accommodate the system.

Grounding and Bonding

All electrical equipment produces radio and line-borne interference at various frequencies shall be provided with proper grounding and shielding of cables per Design Site Planning Guide.

To check for possible ground loops, the ground resistance between the RF room and the facility ground should be checked prior to switching on the system.

Existing electrical system is grounded in accordance with the National Electrical Code.

An equipment grounding conductor will be routed with branch circuit and feeder conductors and bonded to a ground bus or ground lug at each end and in all pull boxes and cabinets.

Wiring Devices, conduits, and Power Conductors

Wiring (120 volts and above) will consist of individual conductors run in raceway. Conductors will be copper. Conductor insulation will THHN-THWN or XHHW-2, as required for the application, with a minimum size of #12 AWG except for control wiring which may be #14 AWG and special systems such as public address will be minimum size as required by the respective manufacturer and other conditions such as voltage drop.

Interior conduits will be PVC Schedule 40 and no smaller than ½ in diameter.

Flexible metal conduit will only be used for light fixture whips and connections to motors and other vibrating equipment; lengths will not exceed six feet. Liquid tight flexible metal conduit will be employed were exposed to moisture or outdoors. Flexible metal cables, including AC and MC cables, are prohibited.

Interior electrical equipment will be NEMA 1 construction.

Project Completion

Provide operation and maintenance manuals to the COR.

As-built set of drawings, showing all lighting and power requirements from contract and addendum items, will be provided to the COR.

The project shall be commissioned per Commissioning Section of the specifications.