S05 - Vendor Questions.pdf

36C77621Q0176 ALOHA Multi-Specialty Outpatient Clinic IOT&A Services

Technical Questions Due: 7/12/21 at 1:00 pm EDT

1. 16.2.5 ‘Provide a list of new cores and staff assignments to assist VA Locksmith in making the cores and keys required and PIV access.’

How can we provide list of new cores would this not be a construction contractor responsibility?

For staff assignments are you saying we are to work with all service chiefs and identify the staff assignments for everyone in their department and provide this to the VA Locksmith? Will be conducted all within the VA. No contractor responsibility. This deliverable has been deleted from the PWS.

Since we are not the AE much of the 10.2 from 2015 involves the location of access control systems like:

• Data Gathering Panels

• Entry Control Devices including card readers.

• Electrified locks

• Optical Turnstiles

Can you please clarify what is the scope for the master key plan since we typically are not involved in the AE scope of work? Will be conducted all within the VA. No contractor responsibility.

2. 16.2.7 Describes the color-coding system and we see only 2 colors Black for construction contractor and green for manufacturer. What about furniture should that be green? Is there no reuse on this project at all? If so, can we also use Red which is very helpful? There is no reuse in this project. The color-coding system provided in section 16.2.7 was just an example. The final color-coding system must be agreed upon by the COR.

3. Will we receive a Revit model with FF&E already laid in or we will be expected to lay in everything based upon room code typicals? Will we be provided as part of our initial drawing the listing of room codes in all the rooms? Contractor responsible for validating/populating the Revit model acquired from the A/E.

4. Will we be given a Revit model showing all the MEP for each room in the new facility including dedicated circuits, emergency power, all communications data locations and numbers, drains, air and gas, special power? Yes

5. Will we have a space onsite to work? Yes

6. When we are provided the Revit model by the AE will it include all rooms with FF&E laid in or just one room per room code which will mean we will have to lay in the remainder of the rooms with FF&E? Contractor responsible for validating/populating the Revit model acquired from the A/E. Contractor will further validate and use to make final.

7. 16.2 Can you confirm that we will be provided all FF&E at the validated stage and all we will have to do is get to the approved stage? When will we be provided with this information?

Section 16.2 explicitly states, “The contractor will be validating all FF&E and defining all salient characteristics. “Validating” in the sense means a generic item has been identified by a specific manufacturer and model has not yet been identified.”

The most updated information was provided in Attachment C.

8. Wil we be provided with an initial room by room report in Excel, or will we have to build one then maintain? VA will supply a final room contents list and SEPS.

9. 16.2.7 (FF&E Layouts) calls for finalized FF&E layouts to be affixed to each room to facilitate installation however the POP for this CLIN is only 12 months and this activity should really be moved to 17.3 Activation Services since the installation will not occur within the first 12 months of the project. The initial FF&E layouts are due in the first 12 months of the Period of Performance along with the room typicals. Finalized FF&E layouts are to be provided during the Activation period. However, with all deliverables, updates are to be made as part of Project Management Services (see 16.1.11).

10. 16.2.9 The equipment Disposal plan template is to be used to track how equipment will be disposed. The template has fields like EE numbers and furniture/other items do not have EE numbers. Are we to only track the disposal of items with EE numbers or everything in the current space? Everything in the current space must be tracked. If an item has an EE number, the EE number should be tracked in the EE column. If an item does not have an EE number, the EE number should be left blank.

Also please provide the address of current spaces (4) and the square footage of each space so we can estimate the time it will take to gather this information via an inventory which will be needed if we are to complete this effort.

Section 3.0 of the PWS has been updated to include the following two (not four) sites:

A. Leeward Clinic, 5,000 sq ft.; Address: 91-2135 Fort Weaver Rd, Ewa Beach, HI 96706 B. West Oahu VA Vet Center, apprx. 5,000 sq ft.; Address: 885 Kamokila Blvd Unit 105, Kapolei, HI 96707

Also, should we assume, we will be required to provide a disposal plan for all sites? VA will handle the disposal activities. Plans will be for the two sites listed above.

11. What is the address of the current VA facility and is it one of the 4 that will be consolidated mentioned in the SOW or is there really 5 total? No, two spaces above will be combined into one new space in the Ewa Plain area of Oahu, HI.

Address: Address has not been designated yet. The facility will be within the community of Kaploei.

12. Looking at the provided construction schedule (Attch N) it appears under the Pre Construction

/Design -that the 1st Design development was scheduled to be to the VA on June 15th and back to the construction contractor or AE Jul 6th (21 days ) then the AE will work on updating their plans and send back the 2nd Design Devpt Submittal to the VA on 17 of August expecting it back with comments by 7th of Sept. It appears our work must fit within the timeframe of these submittals (The dates can change but it’s the duration expectations I am concerned that we understand. If we only have about 21 days to receive the latest version of the drawings, then we must conduct user group meetings and update all the drawings in those time frames is very

Oswald, Craig R.

Have requested, but not sure an address has been designated yet, other than that the facility will be within the Community of Kapolei and we could perhaps provide major closest cross streets ? Will check further difficult. Is there flexibility so that our work is not so rushed? The Contractor will begin their work most likely after conclusion of DD2. They will be furnished a very complete and well-informed body of information and drawings from which to validate. The VA and A/E have, well in advance, also studied and validated higher cost/tech equipment for areas where design accommodation are important. Contractor may have up to 45 calendar days to complete this task.

Also, any changes requested by the users would have to be approved and fit within these time frames. Can you please clarify and provide how many days we will be given once we receive the drawings to conduct user group meetings, get changes approved, update our drawings, and send them back to the AE? Up to 45 calendar days.

13. Because warehouse options are so limited in Hawaii are there any distance requirements and what are they? On Oahu, distance is all within a small radius, a few miles, where warehouse capability should be available.

Also, the POP for the warehouse is listed as 6 months – We do not control when items like ECAT orders get ordered /shipped – what happens when equipment or other FF&E shows up outside of the POP dates? It is the expectation that all deliveries will be made within the six-month Period of Performance – in time for the Activation period, based on bona fide need.

14. What is the estimated date of the official award? The construction award has been made.

15. Can we assume that any changes that the AE makes that affect the MEP/ ceiling, walls, finishes will be provided to us in Revit right away so we can keep our drawings correct as well? Yes

16. At contract award will you provide all updated constructions schedules? Yes, updated schedules will be provided when available.

17. Are we able to negotiate the deliverables expected and their dates to align with the ability to acquire the information from the government? A modification to update Deliverable due dates will be awarded, if necessary.

18. PWS Pg. 5, 4.0 Scope: How many staff are transitioning? Will be conducted all within the VA. No contractor responsibility. Transitioning of staff has been removed from Section 4.0 of the PWS.

19. Relocation Services: Will the Government require move services from the legacy facilities?

There is NO reuse or staff relocation.

20. Relocation Services: What are the estimated linear feet of files to be relocated? There is NO reuse or staff relocation.

21. Relocation Services: What are the estimated linear feet of expendable supplies to be relocated?

There is NO reuse or staff relocation.

22. Relocation Services: What is the estimated reuse from the legacy facility? Or does the VA have a list of equipment to be reused. There is NO reuse.

23. PWS Pg. 21, 16.4 CONOPS and Transition Planning: What departments will occupy the new facility? See section 3.0 Background.

24. PWS Pg. 22, 17.1 Acquisition Services: Clarification requested on the following:

The PWS states the contractor will submit all documents via FORCE, historically this has been performed by persons other than IO&T contractors. Is this requirement valid? Responsibility for FORCE is dependent upon needs of the project site. For this project, the IOT&A contractor will be responsible for submitting all acquisition packages through FORCE.

25. PWS Pg. 22, 17.1 Acquisition Services: Clarification requested on the following:

PWS states that the contractor will assist with gathering and uploading documents to SEPG and EER.

The questions below are in regard to pricing level of effort assisting versus performing.

a. Is the contractor going to submit the SEPG request?

The IOT&A contractor is responsible to assist with gathering all documents.

b. Is the contractor going to enter required docs and information into EER?

The IOT&A contractor is responsible to assist with gathering all documents.

c. Is there a limit of PIV cards the VA will issue to the contractor to perform these functions?

No, however, PIV cards will only be issued to contractor employees who need it as a requirement of their duties/ job function.

26. PWS Pg. 24, 17.2 Warehousing and Warehousing Management Services:

The PWS calls for secure commercial WIFI, is this a valid requirement? This line item has been removed from other IOT&A RFPs in the past. The requirement for secure commercial Wi-Fi has been deleted. See revised Attachment A.

27. PWS Pg. 25, 17.3 Activation Services and Post Occupancy Support:

The PWS states contractor will “assist” BIOMED in the testing of equipment. Is the contractor going to assist or perform the testing and calibration of new equipment? VA or VA Vendor will test or calibrate. Contractor will assist in providing equipment item information and ensuring that all work by VA is completed. I.e., status report.

28. What is the Beneficial Occupancy Date? 25 JUL 2023 (currently estimated, subject to change)

29. PWS 3.0 Background: As the new Aloha lease is consolidating operations of the current Leeward clinic with the West Oahu VA Vet Center, a Veterans Benefits Administration (VBA) office, and the Hawaii Office of Veterans Services into one facility – is the IOT&A contractor on this contract responsible for relocation activities of all or any of these existing facilities? Is yes, please provide more detail on this requirement. No, there is no reuse included in this project, however, the IOT&A contractor will be responsible for Reuse Equipment Disposal Plan (Attachment O) per deliverable 16.2.9 at all four facilities.

30. PWS 17.3 Activation Services and Post Occupancy Support: Please confirm the IOT&A contractor should not propose cost for relocating re-use equipment. The IOT&A contractor should NOT propose cost for relocating reuse equipment.

31. PWS 17.3 Activation Services and Post Occupancy Support: Please confirm the IOT&A contractor will not install or test IT equipment. If IOT&A contractor is to receive, deploy, and test IT equipment, please provide more detail on this requirement. VA IT will assume these responsibilities.

32. Will the Contractor be responsible for Hawaii Excise Tax and if so, what is the percentage we need to account/price for? Yes, contractor is responsible for paying HI Excise Tax. It is the contractor’s responsibility to determine percentage. For information, see:

https://tax.hawai.gov/geninfo/get

33. 16.2.6 The MEL is located on the Government SharePoint site during the project. Are contractors to place the MEL on the share point for deliverables or work within the Government SharePoint site while working? No mention of the type of database utilized to track updated MEL. Is there a specific format that should be used? The contractor needs to work within the Government Provided SharePoint site. Format TBD (likely Excel).

34. 16.2 Comprehensive Interior Design and Space Planning Services (Artwork cutsheets): Since the furniture IDIQ includes artwork, should the artwork be developed more conceptually in order for vendors to compete-- or, is it preferred that a specific piece of art, frame, size, medium, etc.

be detailed and specified? VA Interior Designer will work collaboratively with the Contractor.

35. 16.2 Comprehensive Interior Design and Space Planning Services (FF&E Layouts): When will the updated Revit model be available after the IOT&A contract is awarded? Shortly after award. i.e., 7 to 10 business days.

36. 16.2 Comprehensive Interior Design and Space Planning Services (FF&E Layouts): Will FF&E layouts showing placement of ASE (architecturally significant equipment) be required prior to /or outside of any design submittal (i.e. for AE permitting, etc.)? If so, at what point will those be needed? Will already have been completed by VA and the A/E by time of IOTA award.

37. 16.2 FF&E, requirement 13 (FF&E Layouts);

Hard copies and digital copies shall be available to the VA as soon as an update is completed.

Are hard copies needed at each submittal- or for just the final "updated" drawings? Electronic during review is acceptable. Both electronic and hard copy for final required.

38. 16.2 FF&E, requirement 13 (FF&E Layouts);

Floor plans and elevations to be printed on half-size sheets (15”x21”). All others may be printed on 11”x17” or 8.5”x11” paper with a 1/4" scale. Please clarify if 1/4" scale (overall) plans are required (typically 30x42- depending on scale of building) -- or if half size sheets (Not to scale) are sufficient. All acceptable. Just ensure that all drawings to be printed for deliverables are to scale.

39. Will work space be available for the IOT&A contractor’s activation team when they are on-site?

Yes

40. Who will uploading approved FF&E data into SEPSS-EER and FORCE (Section 16.2 Paragraph 2)?

The IOTA Contractor in most cases. For Interior Design, VA will load.

41. Is the IOT&A contractor required to provide FF&E layouts in REVIT or AutoCAD? Is the building design and Initial FF&E plan in REVIT or AutoCAD? Revit for sure. AutoCAD, Architect of Record.

42. Section 16.3, paragraph 3 mentions the local Interior Designer. What is their role and what interaction, if any, will they have with the IOT&A contractor’s Interior Designer? Collaborative relationship and interworking with the IOTA Team. Will be responsible for the Interior Design program and acquisitions.

43. Is the IOT&A contractor responsible for planning and scheduling the Day in the Life scenarios or is the IOT&A contractor also responsible for designing the content of the scenarios and evaluating them? Yes, planning for the IOTA to be responsible in both cases.

44. How should offerors handle the GET and Oahu Tax in the pricing sheet? ODC (Other Direct Cost)