Vendor Questions - RFQ 36C26226Q0142.xlsx
XLSX spreadsheet 15 KB Posted
- Solicitation number
- 36C26226Q0142
About this file
This document is a Vendor Questions spreadsheet for Request for Quote (RFQ) 36C26226Q0142 for an Activation Tracking and Implementation System for the VA Long Beach Healthcare System. The solicitation is a competitive procurement set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS code 541519, seeking a commercial cloud-based database management system for project planning, tracking, and management. The system must comprehensively support facilities activation, including Revit-based 3D modeling, FF&E (Furniture, Fixtures & Equipment) planning, space management, and project documentation control, with requirements for 10 concurrent users, monthly Teams-based support, and annual onsite training.
The RFQ includes specific technical requirements such as LOD 300 modeling, project-specific JSN (Job Space Number) capabilities, integration with existing systems, and full database export functionality. Pricing will be firm-fixed price, with potential for price escalation across option years. Key technical stipulations include a mandate for a single integrated software solution (not multiple systems), cloud-based deployment, VA Office of Information and Technology white-listing, and the ability to handle an estimated 1,300 rooms and 15,000 FF&E items. The contract will involve immediate access to facility Revit models, contractor-performed FF&E model placement, and comprehensive system migration and implementation support.
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Other files
| File | Type | Posted |
|---|---|---|
| 36C26226Q0142 0002_1.docx | DOCX document | |
| 36C26226Q0142 - Activation Tracking and Implementation System 0002.docx | DOCX document | |
| 36C26226Q0142 0002 - RFQ Amendment.docx | DOCX document | |
| Attachment B - SOW - Activation Tracking and Implementation System 0001.docx | DOCX document | |
| Attachment A - Pricing Schedule 0001.xlsx | XLSX spreadsheet | |
| 36C26226Q0142 - Activation Tracking and Implementation System 0001.docx | DOCX document | |
| 36C26226Q0142 0001 - RFQ Amendment.docx | DOCX document | |
| 36C26226Q0142 0001.docx | DOCX document | |
| 36C26226Q0142.docx | DOCX document | |
| Attachment B - SOW - Activation Tracking and Implementation System.docx | DOCX document | |
| Attachment A - Pricing Schedule.xlsx | XLSX spreadsheet |
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Text version
Sheet1
| RFQ Questions |
| Activation Tracking and Implementation System |
| RFQ # 36C26226Q0142 |
| # | VENDOR QUESTIONS | ANSWERS | x | |
| 1 | Sir for Column H when you describe unit pricing requirements this should be the price for the system for one year and must include all the system requirements is that correct? The only other pricing might be things like a CLIN for travel or database entry? | That is correct. Whether ALL expected costs are included in CLIN 1 or broken out by additional/separate CLINS, ultimately, the Total Extended Price (Cell I13) must be the total price for the year that covers all the requirements of the SOW. This must be completed for each tab (base + option years). | ||
| 2 | How do you want to see travel dollar estimates in the pricing schedule for the onsite training requirement. | |||
| When you state you want data entry support service for any project – do you want an hourly cost for this? Are you expecting this to be included in the cost? | Travel for training will be separate on CLIN 2 with a firm-fixed hourly price. This price must include all travel expenses. |
Data entry included in the total cost.
3 [A] I do not see any requirement for screen shots or a technical response for the activation tracking system. Am I missing something or is the only thing you want completed the pricing schedule with the proper fields completed?
[B] Also if the system was built by us so there is no manufacture number its software what should we include in these columns?
Part number is not really part of our software – can we leave this blank or do you need a part number? [A] Offerors shall demonstrate how their proposed system meets each of the Mniimum System Requirements. Offerors may provide Flowchart or narrative, with corresponding screenshots requested to show intended workflow.
[B] Offers may provide their company name and the name of their proprietary software system.
| 4 | Can the Government confirm the required Revit version(s) to be supported and whether updated Revit models will be provided throughout the project lifecycle? | The government believes the BIM models were last save to Revit 2021. Updated Revit models will not be provided. |
| 5 | Is the BIM Unique Space Number (GUID) aligned with VA’s standard BIM Execution Plan (BEP) structure, or does VA Long Beach use a unique GUID format? | VA Long Beach does not use a unique GUID format; however, existing projects that utilize this system will need to be integrated, including previusly defined GUIDs. Refer to publicly available VA BIM Standard BIM Manual V2.2 for more information. |
| 6 | Will the VA provide utility models (electrical, plumbing, med-gas, HVAC, data) inside the Revit file for automated clash detection, or will utility data be delivered via separate files and schedules? | BIM Models include utilities. |
| 7 | Does the VA require the full JSN catalog to be preloaded in the proposed system, or will only a project-specific set of JSN items be provided by the Activation Team? | Project specific JSN's, as long as all users can add/import new JSN's at any time; must be capable of custom JSN's for products outside of existing catalog. |
| 8 | Is there a required minimum level of detail (LOD) for FF&E families used in the 3D environment (e.g., LOD 200, 300, or simplified geometry)? | LOD 300 |
| 9 | For the annual onsite training session, can the Government confirm: |
a) Expected number of attendees
b) Training location and workstations
c) Whether separate sessions are required for different functional user groups? a) 10 or fewer
b) Office desks or conference rooms, central location. For hands-on training some staff may have to return to a separate office/workstation and view through Teams
c) No
| 10 | The SOW references “up to 4 hours” of monthly Teams-based support. Should the support be delivered as one continuous 4-hour session or can it be divided into multiple shorter sessions? | As needed by the customer; either continuous or in in parts. | |
| 11 | Can the VA provide an estimated volume of data requiring migration (number of rooms, number of FF&E items, historical spreadsheets, PDFs, Revit schedules, etc.)? | ROM: 1,300 Rooms - 15,000 FF&E Items, cutsheets/specs for each item | |
| 12 | Beyond the required 10 concurrent users, how many total users (editors vs. view-only) are expected to require system accounts? | 20 | |
| 13 | Will external design partners, A/E firms, commissioning agents, or activation consultants require system access under this contract? | Yes | |
| 14 | Is FedRAMP Moderate or a VA-specific ATO required for this commercial system, or will the VA accept a compliant commercial cloud environment with standard security documentation? | No, cloud based system required and must be white listed by the Office of Information and Technology | |
| 15 | Does the VA require system integration with any of the following: | ||
| • | Maximo | ||
| • | SEPS2BIM / SEPS | ||
| • | SharePoint | ||
| • | ONUMA | ||
| • | Any activation or facility systems currently in use? | ||
| If so, please specify integration method (API, batch export, etc.). | Yes must be able to integrate batch export rom existing cloud based system; cutsheets will export separate from excel and must be input separately. Does not require Maximo, SEPS2BIM/SEPS, SharePoint, ONUMA. | ||
| 16 | Attachment A allows either one all-inclusive CLIN or multiple CLINs. Will the Government accept a hybrid pricing format with a base license CLIN and optional add-on CLINs, provided all requirements are satisfied? | Optional add-on CLINS will not be considered. All CLINS must be for requirements as stated in the SOW. | |
| 17 | Does the VA expect fixed pricing across all option years, or may the contractor apply a standard price escalation (e.g., 3–5%)? | Price escalation over the contract years is acceptable. | |
| 18 | Is VA Long Beach currently using any activation/FF&E planning systems (e.g., Attainia, SEPS2BIM, custom SharePoint database) that the contractor should consider for migration planning? | Yes, all documentation will be provided in excel via batch export. Cutsheets will export separate from excel and must be input separately. | |
| 19 | What format(s) does the VA require at contract completion for data export: | ||
| • | Revit families | ||
| • | CSV/Excel | ||
| • | |||
| • | Full database export | ||
| • | Or all of the above? | Full database export | |
| 20 | When will the awarded contractor receive access to the facility’s Revit model — immediately upon award, or during onboarding after coordination with the Activation Team? | Immediately upon award, dependent on contractor to provide secure/accessable portal for upload. | |
| 21 | Should the contractor perform the FF&E placement inside the 3D model, or will VA users perform placement with the contractor providing oversight and validation? | Contractor | |
| 22 | Has VA Long Beach used previous activation tracking systems or databases whose data structure we should consider during migration? | Yes | |
| 23 | As per the requirements provided, it appears that a single software system performing all functionalities under one umbrella may not be technically feasible in the commercial marketplace. If the contractor provides a fully integrated solution that utilizes multiple commercial software systems working together to perform all required functions, would such an integrated approach be acceptable to the Government as long as all Minimum System Requirements are met? | The government expects a single solution to meet these criteria, market research has shown there are solutions available in the market that meets the requirements. | |
| 24 | The Minimum System Requirements describe a solution that must provide FF&E planning, JSN management, 3D Revit-based design, clash detection, automated workflow synchronization, space management, and full project documentation control under a single platform. |
Based on market research, it appears that no single commercial software application performs all these capabilities natively. Most healthcare activation and BIM-driven systems rely on a primary platform supported by integrated commercial tools (e.g., BIM software for 3D modeling and clash detection, FF&E software for JSN-driven planning, etc.).
Would the Government accept a solution where:
• one primary commercial system serves as the central platform, and
• additional specialized commercial tools are integrated to provide the full functionality required by the SOW,
| so long as all Minimum System Requirements are fully met and delivered as a seamless, unified operational solution? | No, the government expects a single solution to meet these criteria, market research has shown there are solutions available in the market that meets the requirements. | |
| 25 | Attachment B – Section H states that key personnel shall be submitted to the Government prior to the start of services under this contract. |
Can the Government please confirm whether key personnel résumés are required to be submitted with the proposal response, or only after award as part of project initiation?
| Additionally, should key personnel (e.g., Project Manager) and their hourly rates be included under a separate column in Attachment A – Pricing, or will the Government provide specific instructions for pricing labor categories? | Resumes for Key Personnel are not required. The Key Personnel shall act as the project manager and Point-of-Contact (POC) for VA Long Beach projects. The cost for Key Personnel should be included in CLIN 1. | |
| 26 | Given the complexity of the requirements and the likelihood that a single commercial software product may not perform all required functionalities natively, does the Government require the proposal to include a technical approach describing how the contractor’s integrated combination of commercial tools will function together to deliver a complete, unified solution? | |
| If so, please confirm what level of detail is expected (e.g., system architecture, data flow explanation, integration method, workflow description). | The government expects a single solution to meet these criteria, market research has shown there are solutions available in the market that meets the requirements. |
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