S05_Phase Two_RFI Tracking Log 673_21_162_Nurse Call System_Final.docx
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- Solicitation number
- 36C24823R0035
About this file
This document contains a request for information tracking log for a federal contract opportunity to replace the nurse call system at the James A. Haley Veterans Affairs Medical Center in Tampa, Florida. The opportunity involves replacing the devices and cabling infrastructure for the current legacy Rauland-Borg nurse call system across multiple hospital buildings. Key details include questions from offerors regarding design requirements, specifications, and equipment information, along with responses from the VA clarifying scope items such as the need for a designer of record, locations of nurse call panels and equipment rooms, and confirmation that most existing raceways can support new cabling. The tracking log also provides the contact information for Rauland-Borg and JCI, and adjusts page limits and factor order based on offeror questions. The replacement project is identified as solicitation number 36C24823R0035 with a response due date of at least seven calendar days from completion of the RFI log.
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Request for Information (RFI)
D/B Replace Nurse Call System Project 673-21-162
| RFI NBR |
| Question/ |
Response
| Company Submitted By |
| Dated Received |
| 1. |
| Please clarify if a full design is necessary for the project or if Rauland Borg (the only option as a subcontractor for the project and performs all maintenance) can provide their shop drawings as the design? By requiring a designer of record all they will do is cut and paste the drawings provided by Ruland Borg on to their backgrounds and charge a hefty fee that will be not necessary. |
| Midwestern |
| 2/10/23 |
VA Response: A designer of record is required. When working on equipment for life safety and patient care, there are liabilities. Having a designer of record ensures compliance with VA standards and specifications.
| 2. |
| The solicitation has a file named “BLDG 1 - 2nd Floor - Cath Lab” This file was not provided, please provide if the file should be part of the solicitation files. |
| TLS |
| 3/16/23 |
VA Response: This is covered on the drawing “Bldg 1 _ 2nd Floor Post Op _PACU_SICU” and is at the top of the drawing.
| 3. |
| The solicitation had listed file “S02_RFP Attachment_ARC Existing Nurse Call CLC D Drawing” The amendment doesn’t list this file. Is this file part of the project? |
| TLS |
| 3/16/23 |
VA Response: The CLC work is covered by drawing “Bldg 30 _ D floor Power and Nurse Call Riser”
| 4. |
| During the Phase I site visit it was asked if any new device locations would be required. Can the VA please confirm no new device locations are required and the SOW is for one-for-one replacement of the devices and cabling infrastructure to accommodate the current legacy nurse call system only? |
| TLS |
| 3/16/23 |
VA Response: That is correct for the most part. There are 2 panels on the 2nd floor that will be moved to the electric room 2D-204. The panels are for OR and PACU, one in 2D-246 and the other is about the same distance, at least 100 feet away. The area where the panel is removed from will have to be repaired and painted.
| 5 |
| During the Phase I site visit it was asked if the VA could provide the room number for each of the NC panels (front-end equipment ) and what version of NC is in each room. The answer was yes, a list of rooms can be provided. Can the VA provide this list? |
| TLS |
| 3/16/23 |
VA Response: Building 38:
Poly Trauma 1st FL- C024-38 Signal closet.
Poly Trauma 2nd FL- A224-38 Signal closet.
Poly Trauma 3rd FL- A324-38 Signal closet.
Building 1:
2nd FL Hemodialysis – 2B- 242A.
2nd FL PACU, Cath Lab and OR 2D-204 Electrical closet. (This is a new location) 2nd FL SICU- 2D-252 Signal closet.
3rd FL Cardiology GI- 310B Telecom closet.
3rd FL South- 3A-348A Signal closet.
4th FL West- 4B-414 Signal Closet.
4th FL North- 4A-448D Signal closet.
4th FL South- 4A-425D Signal closet.
5th FL West- 5B-512D Signal closet.
5th FL North- 5A-548D Signal closet.
6th FL West- 6B-612 Signal closet.
6th FL South- 6A-625D Signal closet
Building 30:
4th FL CLC D – 30-370 Electrical closet.
| 6 |
| The SOW states that Building 68 would be the only one that is not physically connected to the network. Can the VA provide the desired demarc room in bldg. 68 for the system backbone? |
| TLS |
| 3/16/23 |
VA Response: 133-68
| 7 |
| Can the VA clarify that Rauland-Borg will providing the same pricing to all Phase II contractors and that; Rauland-Borg pricing will reflect the specific breakout costs for the Rauland-Borg scope independent from any non Rauland-Borg self-performed work? |
| TLS |
| 3/16/23 |
VA Response: The VA cannot determine the pricing that Rauland-Borg will provide to the contractors. This is between Rauland-Borg and the contractors.
| 8 |
| A RFI response stated, “Reusing the raceways are acceptable”. Can the VA confirm that all existing raceways do not exceed the fill compacity? If not, can the VA confirm which conduits may need to be added or changed out in order to price that work appropriately? |
| TLS |
| 3/16/23 |
VA Response: The VA does not have this information to confirm. The vendor has advised the VA that the present raceways which are used for the nurse call system has room to accomplish a parallel installation and eventually the old will be removed relieving the raceway back to its original state. The VA does not anticipate any additional raceways needed in general. There will be some raceway work needed for the 2 panel relocations and power for them on floor 2 of the main building.
| 9 |
| The solicitation has “General Decision Number: FL20220208 09/09/2022” There is a newer decision “General Decision Number: FL20220208 12/23/2022” Is the decision in the solicitation the one to follow? |
| TLS |
| 3/16/23 |
VA Response: It is the edition that was notated in the solicitation.
| 10 |
| The SF1442 has “5998 - Electrical and Electronic Assemblies, Boards, Cards, and Associated Hardware” Can the VA expand on what the reference is and how it applies to the project to include any GC provisions would need to expect? |
| TLS |
| 3/16/23 |
VA Response: 5998 is the Product Service Code.
| 11 |
| The SOW states “The Tampa VA has specifications that have been edited for general use at this facility and are the preferred specification to be used”. Are we to further edit the provided specifications as part of our design services portion of this project, or use these specs “as provided” in the solicitation? |
| TLS |
| 3/16/23 |
VA Response: Further edit the specs provided
| 12 |
| Amendment 0003 - Justification and Approval (J&A) Can the VA clarify if the redaction for estimated value of the Rauland equipment included scope such as raceways, cable tray and any electrical needs for the Rauland system upgrades or just the Rauland parts & smarts along with software upgrades/programing; IE only the scope in which the Rauland authorized dealer/installer can perform? |
| TLS |
| 3/16/23 |
VA Response: The redacted estimated value is the value of the Rauland equipment.
| 13 |
| Amendment 0003 - Justification and Approval (J&A) Can the VA clarify if the redaction for estimated value of the Rauland equipment included design efforts for the Rauland system upgrades by Rauland; and Rauland is expected to cooperate with the awarded Design Team (GC) for inclusion of their design into the Design Team design submittals or was the durations given for design & construction purposes only? |
| TLS |
| 3/16/23 |
VA Response: The redacted estimated value is the value of the Rauland equipment.
| 14 |
| In the proposal requirements it states the below. I have contacted JCI, and they will not provide any types of schematics prior to award. Can this requirement be waived? If not, please clarify what you want instead of this item. |
PHASE TWO - FACTOR 1: DESIGN CONCEPTS & TECHNICAL APPROACH
2. Provide at least one (1) 24 x 36 schematic illustrating your proposed layout but not a detailed design.
| Midwestern |
| 3/21/23 |
VA Response: This is not required.
| 15 |
| Please provide Rauland Shop Drawings, to show panel movements, collated by floor. |
| Kee |
| 3/24/23 |
VA Response: New Drawings provided
| 16 |
| Please provide As-Built Drawings for the project including Reflected Ceiling Plans and floor plans, collated by floor. |
| Kee |
| 3/24/23 |
VA Response: The VA has provided floor plans of each area in the solicitation. Requesting as-built drawings for almost the entire campus and every discipline is a request that is too broad.
| 17 |
| Please confirm that all above ceiling work can be completed during normal business hours. |
| Blue Cord |
| 3/28/23 |
VA Response: The contractor may experience areas where that work is not able to be authorized during the day. This is especially important when working in any identified locations that contain hazardous materials. Patient care will have to be at the forefront of every decision and there will have to be coordination and compromise to accomplish the installation.
| 18 |
| Please confirm how many patient rooms will be available to the contractor per 8-hour shift. |
| Blue Cord |
| 3/28/23 |
VA Response: The VA can not confirm how many patient rooms will be available until the coordination happens in each individual area. For instance, the work in an ICU will not be the same risk level as work in Polytrauma. The VA may have to move a patient in some cases and the estimation of how much time this will take is not measurable.
| 19 |
| Please confirm if the contractor will be able to work in multiple locations/wings at one time. |
| Blue Cord |
| 3/28/23 |
VA Response: Yes as long as we can coordinate properly the VA will accommodate multiple locations
| 20 |
| Are offerors required to resubmit signed forms provided during phase I with their Phase II submissions (e.g. LOS form)? |
| Blue Cord |
| 3/28/23 |
VA Response: No. If a form has previously been submitted, then offeror do not have to resubmit.
| 21 |
| Provide as‐builts for the building(s) and surrounding site (utilities). |
| TJS |
| 3/28/23 |
VA Response: This request is too broad. The drawings of the areas have been provided. The VA can provide any further drawings for specific systems and areas during the design process. Requesting as-built drawings for almost the entire campus and every discipline is a request that is too broad.
| 22 |
| Provide the firm and point of contact for the mechanical controls system. |
| TJS |
| 3/28/23 |
VA Response: JCI, contact: Frank Dimarco
| 23 |
| Verify that the Owner will be responsible for removing ALL equipment, unbolted furniture, personal effects, etc from the affected areas prior to construction. |
| TJS |
| 3/28/23 |
VA Response: If it is found that furniture and other items will have to be removed then the VA will remove and store the items.
| 24 |
| Spec 00 11 21, para D.A states "Provide design build services to accommodate the replacement of the devices and cabling infrastructure of the current legacy nurse call systems (Rauland‐Borg) within the JAHVA Campus". Will the existing head end equipment (including servers) be utilized to support the new devices and cabling infrastructure? |
| TJS |
| 3/28/23 |
VA Response: All equipment in the head ends will be replaced
| 25 |
| Reference Phase 1 RFI #14 ‐ When asked about any Limited Source Justification, the VA response stated that "A |
separate J&A will be issued, notating that the system must be Rauland‐Borq". This J&A has not been issued to date, leaving the option open to utilize other systems. Provide referenced J&A document.
| TJS |
| 3/28/23 |
VA Response: The J&A was issued in an amendment on March 15, 2023. (Amendment 0003)
| 26 |
| Provide the firm and point of contact for the Rauland‐Borq nurse call system. |
| TJS |
| 3/28/23 |
VA Response: Rauland Florida Ametek, Mark Murphy
| 27 |
| Provide sign‐in sheets for the pre‐bid site walk/meeting. |
| TJS |
| 3/28/23 |
VA Response: Attached
| 28 |
| We understand that the Government intends to award a lump sum contract for this Task Order. The construction industry continues to experience significant cost volatility in nearly all commodities that cannot be anticipated. Subcontractors are receiving unforeseen increases in material costs from their suppliers, sometimes on a weekly basis, that can be as high as 10% or more. How is the Government going to accommodate the current price escalation being experienced in the marketplace with regards to commodities such as wood, steel, plastics, etc? Can an Equitable Price Adjustment (EPA) per contract length as one of the Defense FAR Supplement (DFARS) 216.203‐4(1)(ii) clause be added to the RFP? |
| TJS |
| 3/28/23 |
VA Response: We cannot utilize DoD clauses.
| 29 |
| The construction industry continues to experience significant volatility, resulting in material lead time delays, in nearly all commodities that cannot be anticipated. Subcontractors are receiving unforeseen increases in material delivery durations from their suppliers. How is the Government going to accommodate the current extended lead times and material manufacturing and delivery delays that are occurring in the construction industry? |
| TJS |
| 3/28/23 |
VA Response: The VA is not currently providing any blanket contract accommodation policy for the construction industry and procurement/manufacturer trends.
| 30 |
| Confirm that the Government will allow proposers a minimum of seven (7) business days to respond to the RFP starting from the date that the Government responds to 100% of the RFIs received. |
| TJS |
| 3/28/23 |
VA Response: At least seven (7) calendar days will be given.
| 31 |
| Reference ITO Section II.10.f ‐ confirm that this document is the Price Matrix provided with the Phase 1 documents. |
| TJS |
| 3/28/23 |
VA Response: Confirmed.
| 32 |
| ITO Section II.14.c dictates that Factor 1‐Design Concept & Technical Solutions has a 50‐page maximum page count. ITO Section III subsection Phase Two‐Factor 1: Design Concepts & Technical Approach, dictates a 20‐page |
max excluding schematic. Please confirm the correct maximum page count for the Design Concepts & Technical Approach Factor is 50 pages.
| TJS |
| 3/28/23 |
VA Response: Instructions to Offerors have been updated. The correct page count is “20 pages max, excluding Schematic.”
| 33 |
| ITO Section II.14.d dictates that Factor 2: Schedule has no page limit. ITO Section III, subsection Phase Two‐‐Factor 2: Schedule, dictates a 20‐page maximum page count. Please confirm that the schedule factor has no page limit. |
| TJS |
| 3/28/23 |
VA Response: Instructions to Offers have been updated. The correct page count is “no page limit.’
| 34 |
| ITO Section III, Subsection Phase Two Evaluation Factors, states "The evaluation factors for PHASE TWO consist of Factor 1‐Schedule and Factor 2‐Design Concept." The same section also notes Factor 1: Design Concepts & Technical Approach and Factor 2: Schedule. Please confirm the order of factors to be submitted in the technical |
proposal of Phase Two?
| TJS |
| 3/28/23 |
VA Response: Instructions to Offerors have been updated. Factor 1: Design Concepts & Technical Solutions Factor 2: Schedule
| 35 |
| Phase Two was released as Amendment 0004. Please advise if/when Amendment 0003 was released, and please provide. |
| TJS |
| 3/28/23 |
VA Response: Amendment 0003 was published on March 15, 2023. See SAM.gov
| 36 |
| RFP Section D.6 Design Schedules, Subsection b., references the "Second Review Meeting and Return Third Submission." Please confirm that this second review meeting is for the return of the Second Submission, the 95% design. |
| TJS |
| 3/28/23 |
VA Response: That is correct
| 37 |
| RFP Section D.6 Design Schedules, Subsection c., references the "Forth Submission." Please confirm that there are only three submissions and the 100% design is the final submission. |
| TJS |
| 3/28/23 |
VA Response: That is correct
VA Response:
VA Response:
VA Response:
Attachment 2 RFI Tracking Log
File details come from the government source that posted it. Updated .