Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF AUGUST 08, 2025 SAM #8656
SPECIAL NOTICE

66 -- Walk-in Refrigerator

Notice Date

8/6/2025 10:52:25 AM
 

Notice Type

Special Notice
 

NAICS

333415 — Air-Conditioning and Warm Air Heating Equipment and Commercial and Industrial Refrigeration Equipment Manufacturing
 

Contracting Office

RPO WEST (36C24W) MCCLELLAN CA 95652 USA
 

ZIP Code

95652
 

Solicitation Number

36C24W25Q0218P002
 

Response Due

8/21/2025 10:00:00 AM
 

Archive Date

09/05/2025
 

Point of Contact

Robert M. Clark Jr, Phone: 2545380487
 

E-Mail Address

robert.clark15@va.gov
(robert.clark15@va.gov)
 

Small Business Set-Aside

SDVOSBC Service-Disabled Veteran-Owned Small Business Set Aside
 

Description

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 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? VA Response: Water cooled is not an option. Question: 23 � Drain Down of Lines: Will building Engineer do drain down of lines which are being tapped into or overseeing the process? VA Response: Water cooled is not an option. 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? VA Response: Water cooled is not an option. 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. VA Response: Plans will be provided. 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. VA Response: Plans will be provided. 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.
 

Web Link

SAM.gov Permalink
(https://sam.gov/opp/35ca5434d4a84953a03792e22883af6f/view)
 

Place of Performance

Address: Tulsa, OK 74127, USA

Zip Code: 74127

Country: USA
 

Record

SN07538264-F 20250808/250806230046 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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