H162--VACHS Exterior Lighting Maintenance and Repairs

Request for Information (RFI) Operations / Project Management Questions Solicitation No.: 36C24126Q0468 Project: VACHS Exterior Lighting Maintenance & Repairs Locations: VA Medical Center Newington & West Haven
Finding the circuit breaker for each light or set of lights could take weeks. We think this should fall under their electricians to re-label all panels to our master list of lights after we renumber them. VACHS Campus Electric Shop(s) will support determination and identification of panels/ breakers to exterior lights. Vendor to support listing and mapping documentation and verification for proper LOTO coordination and compliance.
ALL material I.E wallpacks, light poles, ballards should be order on as needed, once we walk though and pinpoint what we think will "fail" in the short term that's how we cut down the waste Products may be ordered on a as needed bases is acceptable for the bulk of required inventory; base inventory will be procured and stored onsite per coordination with FMS Mgmt.
We need to order all material after we have contract referring to RFI #2 VACHS requires that $10K be allocated to the direct purchase of base replacement inventor items to be selected and coordinated with the VACHS Campus Electric Shop(s) as to vendor and specific items.
Outside seating area next to parking lot 6 OUT OF CODE romex feeding downlights under seating area roof (need to pipe / seal tight) VACHS Newington Campus Electric Shop will remove the Parking lot #6 under canopy lights from inventory.

Outdated parking lot lights twin heads (if one goes bad do we replace both?) Vendor is to repair and/ or replace all lights as required per standing count of fixtures and/or heads in place (if 2 heads per pole then 2 are to be maintained/ replaced).
We need to know what style of wallpack will be used for replacement like for like? we need to know what style uplighting will be used for replacement like for like? Wall pack SATCO-65/756 120/100/80 3-CCT LED WP BNZ
Labeling system of all outdoor lights is solely on us or do we need to work with your in-house electricians so both parties understand the new system. VACHS Newington Electric Shop will support but the expectation is that the existing numbers are to be utilized unless decided otherwise by all parties and that all fixtures are to be label new with clear, weatherproof and standardized labeling (Vendor s listing & mapping with be made current and shared).
Bulb replacement if a light is burning though x amount of bulbs in a set period should we replace the head? to cut down on wasted time and materials. this should have a value set by both VA and contractors Vendor to replace bulb upon failure with repeat failures to justify replacement with LED kit per coordination with VACHS Campus Electric Shop(s).
We will not be responsible for any traffic cops needed on road work? To hire them west haven might need in some locations we need it in writing that the VA will hire cops as needed by us for road work and road signs Vendor is not to block traffic or create any hazards to vehicles and/ or pedestrians. All work in lots, roadways, etc. shall have safety barriers to delineate and project equipment, staff and work zone(s) for all others. When working in parking lots, roadways, etc. the work efforts will create the lease impact on traffic flow and passage. FMS Mgmt. will support along with Police Service all preplanned and formally coordinated impact concerns.
Some styles of ballads are out of date. Finding the same style might be an issue. Do we need a plan of what to do if we can't find like for like? VACHS expect that replacement lamps, parts be for same height and color type LED replacement kit(s) for existing hard to replace bulb fixtures (across all fixtures under contract).
Underground work if a circuit goes bad underground do we own it? Do we own repulling wire, or new pipe? under the parking lot? or sidewalks that could cost 10s of thousands to replace under both areas cutting concrete/ asphalt and replacing that would have to be a 3rd party to cut and replace concrete / asphalt outside of our scope of work. VACHS expects that weather rated wire will be pulled through existing conduit systems and properly terminated where required to make repairs. No additional work like excavation and/ or new buried conduit is required under this contract.
Storage we think it makes sense to store ALL the material on site (in one area) at both NEWINGTON VA, WEST HAVEN VA See answer to Question #3
Non-emergency time: What is our time frame for a non-emergency burnt out light / or pole head in writing from VA 24 hours 72 hours? we need a hard answer 72 hours.
If we work on a FED holiday for an emergency what is the pay scale? Please refer to the Wage determinations attached
Do we need to order bulbs after we make a master list of what is on site? for each type of light See answer to Question #3
Incumbent / Prior Service Contract - During the site visit, it was mentioned that there was a previous service contract, but they did not want to share details. Please include a question asking whether this is a new requirement or a re-compete, and if there is an incumbent contractor. This is a new contract for services based on existing inventory Only consideration to note relative to the inventory as assessed per the pre-bid walk through, etc. is that non-working lights and fixtures will be repaired and included as part of this maintenance contract once addressed.
Contract Term / Option Years - Please confirm the full period of performance, including base year and all option years. Base year is for the start and end as indicated on the contract and maybe less than a full year, etc. with option years to start and end as indicated on contract as well.
Mandatory Site Visit / Bid Eligibility- Since the site visit was mandatory, please ask the CO to confirm whether only contractors who attended the mandatory site visit are eligible to submit a proposal. Also, since this is an SDVOSB set-aside, please confirm that eligible bidders must both attend the mandatory site visit and be verified SDVOSB contractors. Some vendors appeared to attend even though they may not be SDVOSB, so I want to make sure we clearly understand the eligibility requirement. Vendors that were part of the mandatory walk through are the recognized vendors to bid this service contract work at this time.
Existing Exterior Lighting Inventory / Map - The VA COR appeared to have a map showing the current exterior lighting inventory. It would be very helpful if the VA can provide that existing map or inventory list. It is always better to start with existing information than to build everything from scratch. Once awarded, we have 30 days to provide the complete inventory list to VA. MAP Attached
Definition of Exterior Lighting Scope - It was not fully clear what should be counted as exterior lighting under this contract. Some items are obvious, such as standalone parking lot light poles, but others are less clear, such as building-mounted lights, landscape lights, canopy lights, seating area lights, and similar fixtures. We should ask the VA to clearly define which exterior lighting fixtures are included in the service scope. Very important. SOW includes all lighting over 8 feet from grade as well as bollards.
Reporting Requirements - Please clarify whether the VA has preferred templates or reporting formats for: - Inspection reports - Deficiency reports - Service tickets - Maintenance logs - Emergency repair reports - Inventory reports The SOW requires hard copies and electronic copies of reports within three business days. Documentation and record keeping minimum standards are that they be clear, concise and complete in format and data collection. These documents are to be drafted and submitted for review, comments and acceptance before use. All documentation shall be submitted in hard copy and electronically.
Invoice Submission Procedures Please clarify: Invoice submission process Required supporting documentation Required approval signatures Billing cycle expectations Separate invoicing requirements for emergency work versus preventive maintenance Whether electronic invoicing through Tungsten or another portal is required The SOW references hourly billing and reporting requirements. All billing requests (pencil copy) shall be submitted with details of work completed, supporting documentation, etc. for COR review and release of payment acceptance. Formal billing shall be submitted through TUNGSTEN for payment processing. 
Is OEM/factory-certified training required for all lighting fixture manufacturers and models covered under this contract? No OEM/ Factory-certification required, but license and experience with like work is required.
Would equivalent field experience and licensing be considered acceptable in lieu of OEM certification for standard lighting fixtures and components? Yes, a license and experience with like work is required (e.g., exterior road and lot lighting systems).
Does the OEM certification requirement apply only to specialized lighting systems, controls, or proprietary equipment? See answer to question #23
What documentation would the Government consider acceptable to demonstrate compliance with this requirement? See answer to question #24
Decorative wall sconce fixtures? In Newington it was noted to not include. I would suggest we mark them during our survey but not maintain. Agree
Canopy/recessed down lights? Newington requested we take care of recessed fixtures that were higher but not lower ones. I would suggest that down-lights over 12' above ground level to be our responsibility; all others to be noted in the initial survey but not maintained. Agree
Also in Newington there were some canopy fixtures with exposed outdated wiring methods (romex exposed to the elements). Would we be responsible for correcting any wiring and are these fixtures in our scope. VACHS Electric Shop to address.
Clarification on if we are responsible for restoring power to fixtures that are not receiving power (such as bad underground or interior wiring). Only replace bad wires where required new conduit is out of SOW.
Clarification on inventory. We do not know what a cost would be for fixture parts to stock on fixtures that we do not have information on yet. I would suggest an approximate 15% inventory of existing fixture quantities with an allotment of $15,000 for Newington and $30,000 for West Haven to be determined after the initial inspection/survey. Also note that we need to comply with the Buy American Act. Funds held in account VACHS Electric Shop to help draft supply orders.
Clarification on rate of pay. Prevailing wage rates with shift differentials and/or overtime required? Wage determination has been added to amendment.
During the initial survey we will need continuous assistance from the maintenance electricians to find and mark/document the fixture feeds and controls. This will need to be noted in the contract. Agree
In West Haven there are some wall wash fixtures that are beyond standard bucket truck height. This will need to be noted and a boom lift will be needed for repairs when required that would not be included in the standard repairs contract. This question is on clear to the facility can the vendor(s) share information as to where and how many?
Also in West Haven, pole light access will often be blocked by parked cars. A process will have to be developed to gain access to fixtures and prevent possible fall hazards to vehicles below. We can not be responsible for delays or not meeting expectations due to not having access to the locations and we will not have the ability to be onsite waiting for vehicles to move and block/reserve parking spots. This can and will be supported by the facility but only per prior planning/ scheduling by the vendor. Once the issue(s) area is identified, the vendor needs to be proactive and clear as to what is required for access so that the facility can support access and space needs. The facility will need two (2) weeks of prior notice and clear information from the Vendor to support all access needs.
Onsite fixture storage and access system will need to be developed. Possibly a Connex bin that would need to be provided by the customer. Depending on amount of storge required, the facility may be able to help. If stock amount is approximately what can fit in an 8FT truck bed, there should be storage about the facility available. If more space is required, it may have to be stored in a Connex box and/or off site at an agreed-to location, etc.
Fixture disposal; Will there be disposal methods onsite for us for non-hazardous materials? Contractor to address proper disposal and recycling directly with all required supporting paperwork (submit copies with applicable reports)

Technical & Scope Clarifications SCADA System: The solicitation mentions a requirement to "repair the Supervisory Control and Data Acquisition (SCADA) system". Could you clarify if this contract is primarily for exterior lighting maintenance, or if it also requires specialized SCADA programming and technical repair services? Typographical error. Solicitation has been amended to reflect Exterior Lighting Maintenance and Repairs only.
Equipment Inventory: The Statement of Work (SOW) requires the contractor to "furnish an initial detailed inventory" within 30 days of award. Does the Government have a current inventory of the fixture types, manufacturers, and lamp specifications available now to assist with the accuracy of our initial quote? Contractor to develop site mapping with required identification data per site visit & coordination w/ onsite staff Site maps to be provided.
OEM Training: Bidders are required to be factory-trained by the Original Equipment Manufacturer (OEM) on the specific models of equipment. Could the Government provide the make and model of the current lighting control systems and major fixtures to ensure our technicians meet this qualification? Not required.
Labor & Scheduling Working Hours: The SOW states scheduled maintenance must be completed "outside of regular business hours and following dusk". Could you please define the Government s "regular business hours" for both the Newington and West Haven campuses? VACHS typical hours are 7AM to 5PM
Emergency Response: While the solicitation states emergency services must be available on a 24-hour basis , is there a specific required onsite arrival time once a call is placed (e.g., within 2 or 4 hours)? As coordinated with the facility and reasonable to all parties.
Safety & Site Access OSHA Requirements: The solicitation specifies that site personnel must have an OSHA 10-hour certification and the site competent person must have an OSHA 30-hour certification. Are these certifications required to be submitted with the quote, or only upon contract award? Upon contract award.
Waste Disposal: Is the contractor responsible for the full off-site disposal of all debris and spent lamps, or are there designated HAZMAT collection points available at the VA Medical Centers? Contractor is responsible for proper disposal and documentation.