Solicitation Questions and Responses - 36A77620Q0299.pdf
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- Solicitation number
- 36A77620Q0299
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This document contains a presolicitation notice and questions and answers related to an upcoming federal contract opportunity. The Department of Veterans Affairs intends to solicit quotes for non-personal initial outfitting, transition, and activation services in support of a new outpatient clinic in Tyler, Texas. This is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses. Services required include project management, interior design, furniture and equipment planning, acquisition support, transition planning, relocation and installation, training and simulation, communications support, and biomedical planning. The period of performance is estimated at 18 months. The solicitation was anticipated to post on June 15, 2020 with a closing date of July 10, 2020. The document provides answers to questions from potential offerors relating to the construction schedule, facility size, staffing levels, and clarification that relocation services are not required.
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Tyler, Texas VA Clinic
Initial Outfitting Activation and Transitioning Contract
Questions/Answers to Solicitation RFQ 36A77620Q0299
The purpose of this amendment is to answer questions submitted for Solicitation: 36A77620Q0299 – Initial Outfitting, Transition, and Activation Contract for Tyler, Texas VA Clinic:
1. I am hoping to find out if the subject effort is a new requirement or a follow-on to an existing contract? If the latter, can I please find out the incumbent contractor's name and contract number?
Answer: The effort is a new requirement.
2. Can you confirm that the Revit file will be sent to us at contract award and there will be no changes after this date? Also please ensure that we are given the electrical Revit layer – communications Revit layer- life safety Revit layer (thermostats, strobes etc. layer to insure we plan the design properly. Please tell us the last time the actual end users have reviewed this design? Please confirm we will be provided the Revit model not a SketchUp or other 3d output.
Answer: Yes, the Revit file will be sent with the Architectural, MEP, and structural layers at time of award. The latest file and any revisions made will be provided in Revit format. Thermostats and fire strobe information should both be in there. The elements may not be modeled 3D though, sometimes they are just 2D elements visible on the floor plans.
3. If we are to walk the space to verify dimensions in time to affect the design and acquisition packages construction will have to be competed enough to accurately gather data. Please confirm all walls will be up in time to verify the dimensions prior to packages being completed and sent to the NCO or Furniture BPA office. Based upon the current PALT requirements that date is roughly 90 -146 days for the furniture.
Answer: Please reference latest construction schedule (AMENDMENT ATTACHMENT A – Tyler Construction Schedule 6-18-2020). Partitions are schedule to be complete by then end of December 2020.
4. Are the days listed below business days or calendar days?
a. Blanket Purchase Agreement (BPA) Call < $1M: 90 days
b. Federal Supply Schedule (FSS) Task Order (TO)/Delivery Order (DO) < $1M: 120 days
c. BPA Call and FSS/IDIQ TO/DO > $1M< $5M: 146 days
d. BPA Call and FSS/IDIQ TO/DO > $5M: 175 days
e. Open Market Procurements > $250K < $7M: 215 days
f. Open Market Procurements Over $7M: 245 days
Answer: These are calendar days.
5. The RFP calls for at least two design submittals however the listing of deliverables only shows one complete design submittal. Please verify the accurate number. Also does the government require 21 days to review the submittal? And are the 21 days business days or calendar days?
Answer: Performance Work Statement has been updated to reflect one (1) design submittal. The Government requires 21 calendar days to review the submittal.
6. How many staff will move into the new Tyler clinic and where will they be coming from?
Answer: A majority of the staff from the current Tyler Clinic will move, approximately 50 individuals.
Roughly 50 plus individuals will be hired. The total FTE’s (Full-Time Equivalent) at the new clinic is estimated at 100 plus.
7. In order to price the relocation we would need the list of items to be relocated – since this has yet to be established or it is not provided in this PWS should we assume that once an inventory is completed and reuse equipment has been identified to relocate we will present a contract modification to account for these items?
Answer: Relocation Services are not needed. Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
8. Can you please provide the program for design in excel instead of pdf?
Answer: Program for design in Excel is not available.
9. Will there be any relocation of Staff for this project?
Answer: Please reference answer to Question 6 however Relocation Services are not needed.
10. How many estimated equipment pieces need to be relocated?
11. How many estimated lineal feet of files need to be relocated?
12. What is the mileage between the current location and the new location?
Answer: The current Tyler VA Clinic is located at 7916 S Broadway, Tyler, TX 75703. The new clinic will be located at 428 Centennial Parkway, Tyler, TX 75703. The mileage between the sites is 1.5 miles.
13. Submittals: Page 15 of the PWS states “The contractor shall present at a minimum two complete design submittals prior to sign-off by the Government.” Expectations for design submittals can vary, please identify what should be included in the design submittals. Is the expectation that the design submittal will include a REVIT drawing with all FF&E laid out in the space with an updated PRCL and cut sheets for each item or is that more/less than what is expected?
Answer: Please reference Question 5 - Performance Work Statement has been updated to reflect one (1) design submittal. Expectations for design submittals are on Page 16 of the PWS. Please reference ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
14. Relocation: PWS Section 15.2.6. identifies a requirement for Physical movement of files. Please provide an estimate of the linear feet of files/records that will be moved.
Answer: Physical movement of files is not needed. Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
15. Relocation: PWS Section 15.2.6. identifies a requirement for Physical movement of FF&E identified to be reused in the Reuse Plan. Can you provide an estimate of the percentage of accountable equipment that you expect to be reused?
Answer: Physical movement of files is not needed. Please reference updated Task 15.2.6 in
16. Relocation: Will any furniture be reused?
Answer: No, however relocation services are not needed. Please reference updated Task 15.2.6 in
17. General: How far is the existing clinic from the new clinic that is being built?
Answer: The current Tyler VA Clinic is located at 7916 S Broadway, Tyler, TX 75703. The new clinic will be located at 428 Centennial Parkway, Tyler, TX 75703. The mileage between the sites is 1.5 miles.
18. Relocation: How many staff members will be moved from the existing clinic to the new outpatient clinic?
Answer: A majority of the staff from the current Tyler Clinic will move, approximately 50 individuals.
Roughly 50 plus individuals will be hired. The total FTE’s (Full-Time Equivalent) at the new clinic is estimated at 100 plus.
19. Warehouse: If the IOT&A contractor is required to transport new FF&E purchased for this project from the Dallas VA warehouse to the new clinic, will the Dallas VA warehouse staff stage the FF&E so the IOT&A contractor can load it or will the IOT&A contractor need to pull the items from the warehouse shelves also?
Answer: Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020. IOT&A Contractor is not required to transport the FF&E from the Dallas VA warehouse to the new clinic. New FF&E is to be delivered directly to the new clinic, no earlier than Building Acceptance in the Construction Schedule, anticipated on June 16, 2021.
20. Reuse Plan: The PWS does not include a requirement to develop a Reuse Plan but PWS Section
15.2.6 says to provide Physical movement of FF&E identified to be reused in the Reuse Plan. Is the reuse plan being conducted by someone other than the IOT&A contractor or is development of the Reuse Plan a part of the Scope of Work?
Answer: Physical movement of FF&E services are not needed. Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
21. Admin: Can an excel version of the PRC be provided or at least a pdf copy that can be exported to excel?
Answer: Project Room Contents list in Excel attached, Amendment ATTACHMENT D
22. Attachment A – PWS, Section 15.2.3, Deliverable 016 - Where will the FF&E identified for GSA disposition be stored after removal from the legacy facility prior to disposition? Will this include transportation by the IO&T contractor to an offsite location? Will it be stored onsite or will the IO&T contractor be responsible for storage?
Answer: The existing clinic lease terms are not expiring the same year as the new clinic acceptance.
VAMC will be responsible for moving over existing equipment, therefore IOT&A Contractor is not responsible for transportation or storage, removed language from Deliverable 016.
23. Attachment A – PWS, Section 15.2.6 - Does the VA have an estimate of what equipment will be reused?
Answer: Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
24. Attachment A – PWS, Section 15.2.6 - What is the distance between the legacy facility and the new facility?
Answer: The current Tyler VA Clinic is located at 7916 S Broadway, Tyler, TX 75703. The new clinic will be located at 428 Centennial Parkway, Tyler, TX 75703. The mileage between the sites is 1.5 miles.
25. Attachment A – PWS, Section 15.2.6 - How many staff members are being relocated?
Answer: A majority of the staff from the current Tyler Clinic will move, approximately 50 individuals.
Roughly 50 plus individuals will be hired. The total FTE’s (Full-Time Equivalent) at the new clinic is estimated at 100 plus. Relocation Services however are not needed. Please reference updated Task
15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020.
26. Attachment C - Tyler Room Contents List - Please provide this information in Excel Spreadsheet format.
27. Can the VA provide the PRC in its native format? The file shared with the solicitation is an image file versus PDF.
28. What is the consolidated NUSF of the current facilities to be replaced and number of current buildings? NUSF of each building?
Answer: Current Tyler Clinic (Broadway) is 12,000 Square Feet - - New Clinic (Centennial Parkway) is
53.000 Square Feet.
29. Is police or security in the building?
Answer: Yes, VA Police Service will be in the building.
30. Is OIT in the building?
Answer: There is not an OIT FTE in the building.
31. Are BMET services needed for relocation services? If so, what required services will the BMET perform specifically?
Answer: BMET services are not needed.
32. Is the IO contractor responsible for furniture placement plan? This comment implies that the FFE design has already been established and we are to ensure fit before procurement.
Answer: Yes.
33. Is the software Contractor or Government supplied?
Answer: Contractor supplied
34. Is there a Design Submittal 2 required? If so, what is the associated deliverable # on the deliverable schedule?
Answer: Performance Work Statement has been updated to reflect one (1) design submittal.
35. After acquisition packages are submitted to FORCE, will they be processed locally or by PCAC?
Answer: Acquisition packages are likely to be processed locally, by VISN 17 Network Contracting Office.
36. Is a draft integrated master schedule required as a part of the technical submission? If so, is it a part of the 8-page count for technical?
Answer: A draft integrated master schedule is not required as part of the technical submission.
37. If an offeror chooses to include a draft integrated master schedule, can it be displayed on a larger page size than 8.5x11 (i.e. 11x17)? If so, will it count as one or two pages?
Answer: Yes, the draft integrated master schedule can be an 11 x 17-page size but it will count as a single page.
38. Due to current COVID-19 environment in Texas, has the construction schedule been revised since solicitation release 6.25.2020?
Answer: No, the General Contractor has not claimed any COVID caused delays for materials or labor to date, 7/8/2020. Note: The General Contractor is allowed to submit any future COVID caused delay claims, if evidence supports it.
39. 15.2.6. Relocation, Delivery, and Installation Services (OPTIONAL TASK) – Is the warehouse referenced a government warehouse or is the contractor expected to provide a warehouse?
Answer: Warehouse referenced is a Government warehouse. Please reference updated Task 15.2.6 in
40. If the construction schedule is revised and available, will the government share with offerors prior to proposals being submitted?
Answer: Latest Construction Schedule is provided, AMENDMENT ATTACHMENT A – Tyler Construction Schedule 6-18-2020
41. Reference SOW Page 22/61, Deliverable 022 Relocation Services: Contractor shall provide for all labor, materials and equipment for relocation services from Dallas storage warehouse to new facility. Question: Is the government providing the warehouse or is the contractor required to provide warehousing space?
Answer: VAMC Dallas is providing the storage facility. Please reference updated Task 15.2.6 in ATTACHMENT A -Performance Work Statement Tyler - Revised 7102020. Relocation Services is not needed.
42. Reference SOW Page 11/61, Contract Share Site for Information Sharing - Question: Does the VA have an existing SharePoint site we will use for our project documentation and information sharing tool?
Answer: No, the IOTA contractor will need to provide. Reference Page 11 of the PWS.
43. 15.2.1. Comprehensive Project Management Support Services - “The Contractor shall develop and maintain a SharePoint-like site for project documentation and information sharing. The site or software shall be able to provide automatic email updates to designated members as new documents are uploaded or require Government review (example: Submittal Exchange).” These functions have been successfully performed using alternate means acceptable to the Government before. Are alternative methods acceptable?
Answer: Submittal Exchange is referenced as an example. Alternate methods are acceptable.
44. 15.2.2. Comprehensive Interior Design and Space Planning Services - “The VA will provide to the contractor the new Tyler plan utilizing REVIT or a 3D modeling software to be used to finalize the design of the project.” Will the contractor be given a compiled file with MEP overlays or the ability to manipulate layers?
Answer: Yes, a REVIT model will be provided with MEP and structural layers.
45. On Attachment O (Pricing Worksheet), is it your intent to not have the ODC’s and Totals (Row 117 thru row 139) be a part of the printed document?
Answer: No, ODCs and Totals should be included in printed document.
46. The PWS consists of pages 1 thru 49 yet, the footer shows a total of 61 pages. Are there pages missing?
Answer: There are no pages missing. Page count has been updated in revised ATTACHMENT A - Performance Work Statement Tyler - Revised 7102020.
File details come from the government source that posted it. Updated .