36C26123R0063 Questions and Answers.docx

36C26123R0063 VA Palo Alto Health Care System FF&E Comprehensive Support Services

QUESTIONS AND ANSWERS

1. What is the correct final due date for the proposal? The SAM.gov posting shows 31 July, but the SF1449 shows 3 August.

Answer: The closing due date is 3 August 2023 at 10AM Hawaii Standard Time.

1. What is the final time the proposal is due? The SAM.gov posting shows 10AM HST, but the SF1449 does not state the time zone.

Answer: The closing due date is 3 August 2023 at 10AM Hawaii Standard Time.

1. Ref PWS Section 2.0, Table 1; the Activation/Deactivation PM is not listed as Key Personnel. Is the Government’s intent for this to be a position that may be subcontracted?

Answer: Correct, as long as that individual meets the requisite skills listed in Section 2.0, Table 1. It is suggested to locate that individual in the SF Bay area, if possible, for cost effectiveness for the Contractor.

1. Ref PWS Section 2.0, Table 1; Audio/Visual Technician services have not been defined. Without knowing the services to be performed we cannot determine the appropriate skill level required and associated pay rate.

Answer: Edited PWS. See Section 7.12 We are looking for a technician who can organize and install media equipment such as projectors, microphones, video monitors, sound boards and audio equipment. The candidate should have advanced knowledge of audio and video equipment, lighting and excellent troubleshooting skills.

Responsibilities: Laying electrical and sound cables, setting up and installing microphones, lights, video monitors, projectors, speakers and video cameras. Conducting sound, visual, and performance quality checks on AV equipment. Inspecting mountings and electrical equipment to ensure they conform to health and safety regulations. Disassembling audio and video equipment.

Requirements: Previous experience working as an AV technician, in-depth knowledge of sound, video and lighting equipment, excellent troubleshooting skills, a keen eye for detail, high level of physical fitness and the ability to lift heavy equipment, good communication and interpersonal skills.

1. Ref PWS Sections 2.1 and 6.1; Does the Government expect the kickoff to be in-person onsite, or virtual? PWS Section 2.1 states the kickoff meeting will be in person, Section 6.1 states the kickoff will be in person or virtual.

Answer: The initial kickoff meeting after the contract award date is to be in-person onsite at VA Palo Alto campus with all stakeholders as mentioned in Section 6.1. Future meetings thereafter could be a combination of in-person and/or virtual depending on the gravity or complexity of the project.

1. Ref PWS Section 6.1, Kickoff Meeting, which Contractor personnel are expected to attend?

Answer: The Contractor Senior Program Manager (who will be assigned locally and accessible in the SF Bay area), the Scheduler, Warehouse Manager, the General Manager and any other officials you regard should be there.

1. Where in the price/cost schedule should Other Direct Costs (ODC’s) be included?

Answer: CLINs 0002, 1002, 2002, 3002, and 4002

1. Does the Government intend to award the contract prior to 1 October to accommodate new lease arrangements to be in place in time for award? With an award date of October 1, how does the Government envision moving product from a warehouse whose lease ends 30 September to begin contract work on the 1st?

Answer: The Government intends to award by the beginning of September to accommodate lease arrangements. The goal is to award by 1 September 2023.

1. Ref PWS Section 7.2.4, task order assignment, is the “4 business hours” correct, or should it be “24 business hours”?

Answer: It was meant to say 24 hours, not 4 business hours. Edited PWS.

1. Ref PWS Section 7.2.4, typically the Team Lead qualification does not require them to be a PMP. Is this a new requirement or will it be removed from the qualifications?

Answer: This is removed from the qualifications. Edited PWS.

1. Ref PWS Section 7.4.3, regarding the requirement for inclusion of screenshots/video clips, or a live presentation, how should media be submitted to ensure larger file size can be received by the Government?

Answer: The potential vendor can make their presentation via Teams Meeting or Zoom and walk us through your presentation, this is more interactive. Short videos could be made (5 mins. max) and can be shared with us via email. The live presentation would be preferred, a combination of a power point presentation along with a live demonstration of the software program could be considered.

1. Ref PWS Section 7.4.3, does the required evidence apply only to section 7.4.1, or does the VA also want evidence of system capabilities for Section 7.4.2 as well?

Answer: The VA would also want to see evidence of system capabilities as outlined in Section 7.4.2 as well.

1. Ref PWS Section 7.5.1, Is the “additional secondary warehouse storage” to be priced as part of the initial bid, or as post‐award contract modification if needed? If pricing required at time of bid, please define square footage required and duration.

Answer: Post award contract modification. We don’t know if we will ever utilize this additional warehouse storage, we might if our needs exceeds our 20,000 s.f. capacity. This could mean requiring 2 mini-warehouses of 200 s.f. each for short term storage as an example.

1. Ref PWS Section 7.5.27, what is the required value of insurance?

Answer: Cap at $10 million.

1. Ref 7.10.3, material purchases, what activation/deactivation material purchases are being referenced, and how is the contractor to estimate this unknow quantity?

Answer: Refer to Section 3.2 list, the Contractor is responsible to purchase and provide such items, not the VA. Contractor will not be reimbursed for these material purchases, it is up to them to determine the budget required for these items. Edited PWS.

1. Ref 7.10.3, material purchases / invoicing, what CLIN are the activation/deactivation material purchases to be invoiced against?

Answer: CLINs 0002, 1002, 2002, 3002, and 4002

1. Ref PWS Section 7.10.56, meeting attendance, does the Activation Project Manager need to be present in-person, or is a Contractor representative acceptable?

Answer: The Activation Project Manager needs to be present in-person.

1. Ref PWS Section 7.4.4, requirement for calendar view functionality, what is the expectation of the Government for viewing an actual calendar date for items on hold? (When the item is only on hold, without an installation date, it would not typically be shown on the calendar).

Answer: You are correct. Edited PWS.

1. Ref PWS Section 12.2, Please confirm contractor is to be paid in ‘equal’ (prorated by days in month) monthly payments for this Firm Fixed Price contract.

Answer: Yes, that is correct. Invoicing will be done monthly according to the number of days in each month. Therefore, we expect to be billed in either: 28/29 days for Leap year, 30 days or 31 days.

1. Ref PWS Section 12.4, Davis-Bacon Rates, DBA rates are typically used for federally funded construction contracts. Service Contract Act rates are more likely applicable as the primary NAICS for this RFP is a service NAICS not a construction NAICS.

Answer: Yes, that is correct. The SCA WD rates are applicable. Edited PWS.

1. Ref PWS Section 15.3, Permits, please clarify what permits are being referred to. Are these permits for plumbing and electrical work? If so, how is the contractor to price this unknown quantity?

Answer: Those that are required to operate a warehouse that meets our requirements, all modes of transportation to and from the warehouse, equipment leased or purchased, see revised Section 15.3.

1. Will the Government consider removing the “Key Personnel” requirement from the Installer/Mover category?

Answer: No. The requirement is to have (9) furniture installers/movers and (3) Lead installers available at all times. They are to be full-time employees.