Questions and Answers 3625920R0118.docx

1. QUESTION: Under section 8 Deliverables, the Locations of all HVAC duct detectors is required on the plans, will an inventory with locations be provided?

ANSWER: Yes.

2. QUESTION: Under section 8b. Create the electronic Statement of Conditions (eSOC) to include the Basic Building Information (BBI) and any applicable Plan for Improvement (PFI) reports. Will the VA provide access for the contractor to generate the eSOC to include the BBI module and PFI module in the TJC website?

ANSWER: No. Provide an executable file on transferrable electronic media, such as a data-stick or DVD-ROM set, with all associated file. Successful demonstration to the government of the executable file would be needed, of course, prior to acceptance.

3. QUESTION: Is it expected that the contractor enter all PFIs into the TJC website or will a detailed report be acceptable?

ANSWER: No. However, PFI’s should be formatted for ready input into the TJC website according to how they’re presented on the TJC website.

4. QUESTION: Under section 9 Reports: For life safety plan requirements item w: areas of refuge. Are these areas already on current life safety drawings? If not, will these locations be provided?

ANSWER: Yes. In general, they are, but still need confirmation by the A-E to assure correct placement.

5. QUESTION: Under section 9 Reports: For life safety plan requirements item dd: identify any approved waivers or equivalencies. Is this information already on current life safety drawings? If not, will the information be provided?

ANSWER: No. These locations will be confirmed as part of the contract.

6. QUESTION: Document submittal is due 10 days after field work is complete; the deliverable schedule seems very robust for this short period. What is expected for the following:

a. 3. CONTRACTOR Field Inspection / Verification

b. 4. 35% - Design Development / Sheet Layout Submission

c. 5. Owner Review / RCC Meeting

d. 6. 60% Progress Check Submittal

e. 7. 95% Progress Check Submittal

f. 8. 100% Review Submission

ANSWER: An astute understanding of a work breakdown schedule is demonstrated by your question. The SOW is performance based, and the government is unable to specify means and methods for meeting this timeline; however, partnering with the qualified firm after contract award will clarify the way-ahead. An initial suggestion would be to look at the performance period and apply a cost-loaded work breakdown schedule.

7. QUESTION: Under item 10 – Resources what is meant by – “CONTRACTOR must provide all tools, equipment, materials, transportation, professional expertise, personnel, and supervision for Sanitary Sewer Modifications required under this contract.”

ANSWER: Thanks for identifying this typo as it is an indication of thorough review and understanding of the solicitation. This sentence should read: “CONTRACTOR must provide all tools, equipment, materials, transportation, professional expertise, personnel, and supervision for services performed under this contract.”

8. QUESTION: How many dampers? Does a damper inventory exist?

ANSWER: An exact count was to be verified as part of the level of effort for this solicitation. A basic damper inventory exists which shall also be updated as part of the level of effort.

9. QUESTION: How many Fire/Smoke Doors? Does a door inventory exist?

ANSWER: An exact count was to be verified as part of the level of effort for this solicitation. A basic inventory exists which shall also be updated as part of the level of effort.

10. QUESTION: Do all buildings have AutoCAD drawings? When were they last updated? Is there an estimated percentage of the AutoCAD drawings that will need to be updated?

ANSWER: Yes. All buildings have AutoCAD drawings. The updating process is continuous. Only AutoCAD drawings used for the FLS shall be updated. 100% of the FLS drawings need updating for RMR facilities.

11. QUESTION: If yes to AutoCAD, are all spaces numbered and labeled?

12. QUESTION: Are there existing Life Safety drawings for all buildings? Can we see a sample?

ANSWER: Existing FLS drawings are available for the on and off-site facilities but all must be updated as part of this solicitation. See ATTACHMENTS.

13. QUESTION: Are ceilings removable or are they hard ceilings?

ANSWER: There is a mixture of both throughout the facilities generally depending on if the room is either an operating suite, office, warehouse, or treatment room.

14. QUESTION: For above ceiling inspections, do we need to work in an environmental containment unit?

ANSWER: Yes, but it could depend on the location, since an approved Infection Control Requirements Assessment (ICRA) and Interim Life Safety Measures (ILSM) are generally required for above ceiling inspections for patient and staff safety. When needed, preparation of an ICRA and ILSM in coordination with the Contracting Officer, or his/her designated representative, is part of the requirement for this solicitation for the responsive bidder to complete.

15. QUESTION: Can we work weekends and evenings?

ANSWER: Typically, no. However, exceptions may be discussed with the Contracting Officer, or his/her designated representative, for areas requiring off-hour survey so as not to affect patient care.

16. QUESTION: SOCs are not required for business occupancy buildings; please confirm that the buildings under this SOW are all ambulatory or healthcare occupancy.

ANSWER: All locations must be included in the SOC, exceptions can be discussed after contract award with the Contracting Officer, or his/her designated representative.

17. QUESTION: Can we remove the parking garages from this study? It will save money and not required for an SOC?

ANSWER: No.

18. QUESTION: Are the 15 clinics included in the RFP part of this SOW?

19. QUESTION: Can we get more detailed information of building functions?

ANSWER: Yes. See ATTACHMENTS

20. QUESTION: Are there areas within the hospital that will need to be surveyed off hours?

ANSWER: Typically, no. However, exceptions may apply depending on availability of certain areas due to exceptional patient care circumstances. These shall be discussed with the Contracting Officer, or his/her designated representative.

21. QUESTION: VA typically uses the latest edition of the Life Safety Code which currently is the 2018 edition; however, the 2021 edition will be available after August 13. There are potential benefits for using the 2021 edition, so what edition of the Life Safety Code would you like to apply?

ANSWER: Use version of the Life Safety Code specified in the solicitation.

22. QUESTION: Are you requiring a physical on-site inspection of all the “Other ECHSC Facilities” listed in the performance section (15 sites)? If so, will you be providing drawings of those sites?

ANSWER: We require a physical on-site inspection in accordance with the contract documents of all the “Other ECHSC Facilities” listed in solicitation. Yes, copies of drawings shall be provided.

23. QUESTION: Do you want all the on-site training sessions to occur concurrent with the physical on site inspection or will these be done at different times?

ANSWER: Coordinating a time when this team is on-site for the training would be preferable.

24. QUESTION: How many on site follow up technical and consultative site visits do you expect after the initial on-site work is completed?

ANSWER: At this time, two would be recommended.

25. QUESTION: Are you requiring fire damper testing?

ANSWER: If a fire damper is in questionable working condition during the A-E’s inspection process, then testing may be requested after coordination with the Contracting Officer, and/or his/her authorized representative.

26. QUESTION: You specifically call out separate drawings for fire dampers. Do you want to show all other items listed in the SOW on a single drawing set or do you want to have separate drawings for Joint Commission requirements and separate drawings for non-Joint Commission requirements? If the latter, that would entail generating three sets of drawings.

ANSWER: Fire dampers and other appurtenances could be on a single set of drawings as long as they’re readily identifiable from other detail. Joint Commission requirements and separate drawings for non-Joint Commission requirements could probably be presented on the same drawing set as long as they’re called-out in such a way as they’re readily identifiable.

27. QUESTION: The SOW states that all work be completed between July 27, 2020 and October 31, 2020. Is it possible to request an increase for the work time period? This is a lot of square footage to get thru and perform work/assessments. We feel a 180 day extension might be needed.

ANSWER: Yes, it may be possible, but this depends on whether or not reasonable progress has been made on other critical areas in accordance with the approved schedule.

28. QUESTION: The scope of services requested for the other ECHCS Facilities in the Places of Performance Section of the SOW exceeds that of typical consultant SOC service requests for freestanding MOB’s. Please confirm that both comprehensive as-built Life Safety Plans and comprehensive Life Safety Assessment surveys and inspections are desired for those other ECHCS Facilities in the Places of Performance Section of the SOW?

ANSWER: Yes, this is confirmed.

29. QUESTION: Can you confirm that Fire Dampers will need to be inspected and marked on drawings?

ANSWER: Yes.

30. QUESTION: Can you confirm that pull stations, smoke detectors, duct detectors, speaker, speaker/strobes, door holders will need to be labeled on updated as-builts/CAD for RMR VAMC?

ANSWER: They will all need to be labeled and updated on as-builts if status isn’t clearly shown.

31. QUESTION: Is it possible to receive square footages for all other ECHCS Facilities in the Places of Performance Section of the SOW?

ANSWER: Yes. See ATTACHMENTS.

32. QUESTION: Are any of the other ECHCS Facilities in the Places of Performance Section of the SOW classified as anything other than Business Occupancies, such as Ambulatory Health Care (i.e. outpatient surgical centers or providing services rendering patients incapable of self-preservation)?

ANSWER: Yes.

33. QUESTION: Please provide details of past SOC assessments. Specifically, has an SOC life safety assessment survey ever been conducted for Rocky Mountain Regional VAMC? Also, are previous comprehensive as-built Life Safety Plans available or is the SOW the first request and as such first performance of such a SOW?

ANSWER: Yes. One was prepared just before the facility opened. An as-built LSP is available, but an update is mandated to reflect current conditions.

34. QUESTION: Do life safety inspectors need OSHA-10 certificates as indicated for engineers/employees in Section 7 for Submittals? Note that life safety inspectors will be performing visual inspections only and will not be performing work. Will the OHSA 10 Certificates just be necessary for staff performing inspection of dampers, door, & fire alarm?

ANSWER: Yes, OSHA 10 certs needed by all life safety inspectors, staff performing inspection of dampers, door, & fire alarm. All certs must also be current.

35. QUESTION: Normally each sprinkler head location is not updated on a SOC. Can you please confirm and clarify if they are just looking for a type/count per building?

ANSWER: It is type, count and location per building to include updates on AutoCAD drawings.

36. QUESTION: Will HEPA carts or infection control inspection containment units be required for any part of the life safety survey? Note that life safety inspectors will be performing visual inspections only and will not be performing work.

ANSWER: This is required when open ceiling or panel inspections are accomplished.

a. QUESTION: If HEPA carts or infection control inspection containment units will be required, then will cart(s) be available on site or will life safety inspectors be responsible for providing their own as indicated in Section 10 for Resources.

Answer: Yes.

37. QUESTION: Will life safety surveyors be required to provide their own inspection ladders as indicated in Section 10.0 for Resources?

38. QUESTION: Will PPE beyond typical face masks be provided for entering COVID designated units and surgery departments (i.e. face shields, N95 masks - as necessary if VA policy, bunny suits, etc.). If no PPE will be provided (as indicated in Section 10 for Resources), please detail specific PPE policy requirements and specific PPE to purchase.

ANSWER: No. PPE shall be typical of what would be worn in a hospital by visiting consultants depending on what area it would be. No special allowances are made. As you already note, signage in the facility could specify wear of items like scrubs (or equivalent), masks, shoe covers and hair nets. As part of the schedule planning process for accessing a specific zone of the facility, immediate availability of PPE would be mandated.

39. QUESTION: Please clarify the use of and contractor expectations regarding identification of deficiencies using Wayfinding and/or Maximo.

ANSWER: Wayfinding is shown in AutoCAD versions of the drawings. Access to Maximo would be limited to obtaining Excel, or other electronic format, of outputs for various asset reports. These can be requested as soon as they’re needed. However, direct access to VA systems with either AutoCAD or Maximo cannot be provided for security reasons.

40. QUESTION: In Section 2.0 for Statement of work, it is indicated for eyewash stations and emergency showers locations to be “noted”. Is it requested that the locations of these items be recorded during survey and indicated on a layer of the comprehensive as-built Life Safety AutoCAD Plans for general building management?

ANSWER: Yes.

a. QUESTION: This same section also indicates that “appropriate signage” and “all other potential life safety items” be noted; please clarify what is intended.

ANSWER: “Appropriate signage” requires mention in your specified reports of areas deficient in safety signage and what sort of sign should be installed in that location, or others. Should investigation, or survey, of an area present a deficiency not seen before, then it must also be identified along with what’s needed for correction.

41. QUESTION: Section 2.0 for Statement of Work requests two (2) educational presentations on the topic of life safety and two (2) educational presentations on fire doors. Please confirm the desired length of each training session (ie is 1-hour acceptable) and whether the two (2) training sessions are intended to be the same presentation performed on separate occasions or whether the two (2) training sessions are intended to be of separate content.

ANSWER: The desired length for each session is no less than 1 hour of training specifically tailored to RMR’s conditions.

a. QUESTION: If two (2) training sessions of separate content are required. We recommend the first training session (for both LS and fire doors) be general and the second training session be specific to conditions, issues, and findings noted during the comprehensive Life Safety Assessment surveys and inspections. Is this acceptable?

ANSWER: Yes. This is generally acceptable, but these presentations shall be reviewed and approved by the government prior to showing them. Adequate time for government review shall be programmed into the schedule.

42. QUESTION: Are there existing inventories with location descriptions and identification numbers for such things as fire doors, dampers, eyewash stations,,, etc…? If there are none, is it intended that the SOW create inventories and update the CMMS?

ANSWER: Yes, but these shall be updated as part of the work. An appropriate product in electronic format shall be provided as part of the contract for update to government systems.

43. QUESTION: Section 8.0 – The deliverable statement identifies the creation of the eSOC and BBI – will the facility be providing log-in access to us or will be provided with hard copies to mark up and return to the facility for their use and system update?

ANSWER: Initial electronic versions of existing databases shall be provided and used by the A-E to develop an eSOC and BBI in an approved, virus checked electronic database format which can then be loaded onto the government’s system for use. It must also be Revit compatible.

44. QUESTION: Section 8.0 for Deliverables indicates that the comprehensive as-built Life Safety Plans have details that exceed typical consultant SOC service requests for SOC LS Drawings given that TJC technically only requires eight (8) elements of performance per LS.01.01.01 EP3 (see red cloud). Please confirm that all items requested in Section 8.0 Deliverables (d.) and Section 9.0 Reports (a. through oo.) are desired to be shown on the comprehensive as-built Life Safety Plans as this level of detail exceeds the requirement and is generally not recommended for LS Drawings intended for typical facility management? NOTE – providing additional information beyond what is required by the survey process is not typically recommended. It should be stressed to the client that providing this additional level of detail can open the door to additional survey findings. Let us know if you would like to discuss this further.

ANSWER: This is confirmed. The purpose is to find additional discrepancies where they exist, document their location, and resolve them as part of a project plan. Any other collateral discrepancies found in this study shall also be reported to the government, but in a way where they can be shown in a report format as part of the overall requirement. If desired, further illustrate your comment on “additional survey findings” with relevant examples for review and consideration by the government.

45. QUESTION: We assume that you will be responsible for the Critical Path Scheduling – can you provide some information on what you will need from us to accomplish this ?

ANSWER: The selected contractor is responsible for all the Critical Path Scheduling. Provide the schedule to the level of nodal detail defined in the VA TIL, and this SOW, that fits within the performance timeline specified with all of the necessary tasks of your WBS.

ATTACHMENTS:

SQUARE FEET.pdf

18.0 PERIOD OF PERFORMANCE:

Period of performance including lead time for materials and submittals: ninety (90) calendar days after the effective date of award.

PLACES OF PERFORMANCE - Eastern Colorado Health Care System (ECHCS)

Facilities:

Alamosa Outpatient Clinic (3,784 SF)

622 Del Sol Drive Alamosa, CO 81101 Phone: 719-587-6800 or 719-587-6800

Aurora Outpatient Clinic (12,500 SF)

13701 E Mississippi Ave Gateway Medical Bldg #200 Aurora, CO 80012 Phone: 303-398-6340

Burlington Outpatient Clinic (1,990 SF)

1177 Rose Avenue Burlington, CO 80807 Phone: 719-346-5239 or 719-346-5239

PTSD Facility (23,295 SF) 1055 Clermont St, Denver, Colorado, 80220 Phone: 303-399-8020

Denver VA Clinic (6,400 SF) 4545 E. 9th Avenue, Suite 010 (Basement below Walgreens) Denver, Colorado, 80220 (Rose Medical campus) Phone: 303-399-8020

PFC Floyd K. Lindstrom Clinic at Colorado Springs (76,731 SF)

3141 Centennial Boulevard Colorado Springs, CO 80907 Phone: 719-327-5660 or 800-278-3883

Golden Outpatient Clinic (38,430 SF)

1020 Johnson Road Golden, CO 80401 Phone: 303-914-2680

Jewell Clinic (34,000 SF)

14400 E Jewell Ave Aurora, CO 80012 Phone: 303-283-5400

La Junta Outpatient Clinic (5,248 SF)

1100 Carson Ave., Suite 104 La Junta, CO 81050 Phone: 719-383-5195 or 719-383-5195

Lamar Outpatient Clinic (1,600 SF)

1401 South Main Street, Suite 2 Lamar, CO 81052 Phone: 719-336-0315 or 719-336-0315

PFC James Dunn VA Clinic (31,617 SF)

4776 Eagleridge Circle Pueblo, CO 81008 Phone: 719-553-1000 or 800-369-6748

Salida Outpatient Clinic (1,500 SF) 920 Rush Drive Salida, CO 81201 Phone: 719-539-8666

Pueblo Community Living Center (26,514 SF) 2600 Oakshire Lane Pueblo, CO 81001 Phone: 913-578-4409

Valor Point Domiciliary (CBOC) (25,397 SF) 7350 W Eastman Place Lakewood, CO 80227

(720) 376-6100

VA Community Resources and Referral Center (4,248 SF) 3836 York St Denver, CO 80205

(303) 294-5600

The provision at FAR 52.212-1, INSTRUCTION TO OFFERORS -- COMMERCIAL ITEMS (MAR 2020), applies to this acquisition with the following addendum:

FAR 52.204-7, System for Award Management (OCT 2018);

FAR 52.204-16, Commercial and Government Entity Code Reporting (JUL 2016);

FAR 52.216-1, Type of Contract (APR 1984): The government anticipates the awarding of a single firm-fixed price definitized contract to fulfill this requirement.

FAR 52.237-1 – SITE VISIT (APR 1984)

A SITE VISIT WILL BE HELD ON FRIDAY, JUNE 26, 2020 AT 7:30 A.M. MOUNTAIN

TIME. ANYONE PLANNING TO ATTEND SHALL SUBMIT AN EMAIL TO THE

CONTRACTING OFFICER WITH THE COMPANY NAME AND NAME OF

image4.emf

EXAMPLE FLS NOTIONAL.pdf image1.jpeg image2.emf bldg functions.pdf image3.emf