Vendor Questions.pdf

Durham VA Health Care System Wake County VA Outpatient Clinic

Raleigh, NC

Initial Outfitting, Activation, and Transitioning Contract Questions / Answers to Solicitation RFQ 36C77621Q0188

1. Can you please provide a construction schedule? Currently, we do not have a firm construction schedule however, tentatively we are expected to start construction in the Fall of 2021 and complete construction Fall of 2023. A construction schedule will be provided once received (to the winning contractor).

2. Can you provide the drawings of the existing facility (s)? Drawings of the existing facilities being relocated is not available.

3. Can you please provide the room by room lists that you speak about on page 14 of the

PWS “Validate design documents against room by room equipment lists” See Attachment C1 and C2.

4. Will the winning contractor receive drawings in Revit showing all the existing utilities?

When can we expect them? This is important to meet the requirement of 6 mos completed. Yes once the drawings are available

5. In order to validate the rooms as designed can accommodate the FF&E we will need all drawings and current equipment lists that match the drawings so we can validate the information in the PWS. Will be provided once available

6. Should we assume that any relocation pricing should be excluded from our bid since there is no information included about what is moving, how many people are moving, even though it is an option? There are approximately 120 staff that could be relocated from the three existing sites into the new facility. Approximately 1,000 totes/boxes which includes files, supplies and staff needs to be provided by the contractor. Staff will pack their own boxes.

7. Please provide the acquisition codes for the equipment listed – VV, VC, etc. – it is vital in order provide a good offer. It is the only way we can determine what will need to be stored in the warehouse vs what the general contractor will handle themselves. See attached equipment schedule/rooms and count.

8. Is there any reuse moving to the new clinic? Without the cat codes we have no information and will not be able to price installation or relocation options or acquisition services. If any it will be minimal as all new equipment and furniture will be ordered for the new facility

9. Is there an existing site (s)that will require moving people and or equipment? If so, what are the sizes of the sites? See response to Q6

10. Are there any drawings available for us to review? See response to Q4 and Q5

11. In order to develop a reuse plan will we be required to take a detailed inventory of all existing FF&E in all sites or we to use the existing logistics inventory system which will need to be provided to us? No detailed inventory required as there should be minimal or no existing FFE being relocated.

12. For the barcoding and input into AEMS/MERS requirement who is performing this function? If it is the contractor will we have access from our warehouse to VPN into the system to update? Our logistics staff will enter into our system and print the barcode which the contractor will affix to the FFE.

13. Please define what product data will the contractor need to capture in order satisfy the internal and govt inventory management requirements? We will provide the required fields from our system as a template

14. Does every piece of furniture and equipment get a barcode or only equipment? What is the dollar threshold to determine what equipment gets barcodes? All equipment. Not furniture

15. For FF&E that is delivered directly to the site by the OEM will these pieces of equipment need barcoding by the contractor? Will Cat CC items need barcoding? Who will perform this function? All equipment will need barcoded. Contractor would inventory, provide info to our logistics who will enter and print barcode and contractor will affix to the equipment. All equipment will need to be barcoded including CC items.

16. In order to verify the acquisition on the SharePoint acquisition page as received will the network be available at the new site and will there be a govt provided computer to use or will the contractor utilize their own equipment? Contractor will utilize their own equipment. Contractor to provide and create the sharepoint or other similar system for tracking purposes. Network access will be given.

17. It says the contractor shall transport and place/install ordinary JSN’s in the rooms per the MPS/ These include low technology, non-medical, common equipment etc. Pricing of installation without a list of equipment that everyone assumes is to be completed by the contractor is very subjective, many contractors put that service on the vendor driving the acquisition price up but the contractor’s price down. Without a set list how will this be evaluated equally? See Q7

18. When will the govt provide the list described at the bottom of page 23 that says, “the contractor shall install all FF&E except for those items designated by the Govt to be installed by the manufacturer/vendor or general contractor”? In order to provide a firm price, we will need this information prior to submitting our offer. The use of Cat Codes will not provide enough detail as there are many VV items that require OEM to deliver and install. See attached equipment schedule/room and counts

19. Is it the contractor’s responsibility to provide dumpsters during the activation or the VA’s? It is the IOTA contractor’s responsibility to remove all debris associated with their work. Contractors to provide a dumpster for use during activation (as an ODC).

20. In order to provide deliverables listed on page 26 and 27 per the schedule listed we will need more information = example is individual service project schedules due one month after award. Should we assume these delivery dates can be agreed upon post award?

Deliverable due dates will be modified according to the schedule (after contract award if needed).

21. Other examples are Room by Room lists due 3 months after award and ffe layouts same.

This requires all user group meetings will need to be completed and information updated.

Also the Revit drawings will need to be available at contract award in order to prepare for these meetings. See Q20

22. Will the govt provide as part of the Revit drawings provided to us all the MEP locations on the Revit model? Yes complete drawings will be provided

23. Please confirm where are we to include the medical equipment planning validation cost in the pricing sheet? Validating equipment is listed under PWS 15.2

24. Please confirm the status of the design progress outlined in Attachment M – Design Team Schedule. Yes. this is accurate at this time

25. Please confirm the Past Performance Submission is limited to three (3) references and three (3) pages. One page per reference may not be enough to provide the required information. 3 pages have been successfully used in the past.

26. B.2 Price/ Cost Schedule, page 6 of 62:

Optional CLIN 0009 is for Relocation of Reuse and Personnel Files IAW PWS 16.3.

With current POP, CLIN ends prior to the opening of the clinic when most of the relocation events will occur. Clinic currently scheduled to open January 2024. Relocation should be completed by end of December. Additionally, Optional tasks are exercised at time of need and are ESTIMATED performance periods (see language in B.2 Price/Cost Schedule

Suggest: CLIN POP be modified to something like 9/23/2023 (BOD) – 2/28/2023 (just after clinic opens). See language as written in B.2 Price/Cost Schedule. Exact POPs will be identified at time Optional Task is awarded

27. PWS, 15.2, page 12: Last sentence on the page “Once approved, all data will be entered into SEPG-EER and FORCE.

Question: Who is responsible for the actual data entry into these VA systems? IOT&A contract personnel or CA personnel? See Q12

28. PWS, 15.3, page 16: Paragraph mentions Micro CONOPS but deliverable only addresses Macro. Word “Micro” changed to “Macro” to match the task and deliverable description

Question: Are Micro CONOPS required? No

29. PWS, 15.4, page 17: For the overall PWS, could you state the exact interior design team you are referring to? local Interior Design team

PWS page 17, “Contractor will work with the local Interior Design team to create the furniture procurement packages using the templates provided by the EAS team, to include following the Ordering Instructions for Using the Strategic Acquisition Center VHA Healthcare Furniture IDIQ, Minimum Technical Requirements (MTR) and other provided templates/documents.

Question: Is this the VA local Interior Design team? Please specify. Yes. There is a design team on site that the contractor will work with

PWS page 17, “The Interior Design team will submit the furniture package through FORCE to the identified contracting office for acquisition.

Question: Is this the VA Interior Design team? Please specify. Yes, the local interior design team will submit the furniture package through FORCE.

PWS page 17: “Updated templates will be provided by the identified contracting office or the local interior designer.”

Question: Is this the local VA Interior designer? Please specify. Local VA Interior Designer

PWS page 17: “Contractor will coordinate furniture delivery and installation according to the acquisition, installation and overall activation schedule and work closely with Interior Design Team.”

Question: Is this the VA Interior Design team? Please specify. Yes

PWS page 20: “The Interior Design team shall submit the VA Form 2237 requests.”

Question: Is this the VA Interior Design team? Please specify. Yes

PWS page 20: “The Interior Design team will ultimately submit the approved package through FORCE, along with the approved 2237.

Question: Is this the VA Interior Design team? Please specify. Yes

PWS page 20: “Contractor will work with the local Interior Design team to create the furniture procurement packages using the templates provided by the EAS team , to include following the Ordering Instructions for Using the Strategic Acquisition Center VHA Healthcare Furniture IDIQ, Minimum Technical Requirements (MTR) and other provided templates/documents.”

Question: Is this the VA local Interior Design team? Please specify. Duplicate Question.

PWS page 20: “The furniture package will be sent by the Interior Design team to the identified contracting office for acquisition.”

Question: Is this the VA Interior Design team? Please specify. Yes

PWS page 20: “Updated templates will be provided by the identified contracting office or the local interior designer.”

Question: Is this the VA local Interior designer? Please specify. Duplicate Question

PWS page 23: “The Interior Design Team should be involved in furniture installations, walk-throughs, and sign-offs of installations.”

Question: Is this the VA Interior Design team? Please specify. This refers to the Contractor design team and VA design team as this will be a joint effort

30. PWS, 16.1, page 19: Bullet “Assist with coordinating the approval of VA Form 2237 Procurement Request.”

Question: Are IOT&A contractor personnel responsible for entering data directly into a VA system, specifically, entering the VA Form 2237 data into FORCE? No. contractor will compile all information to complete and enter the 2237 and FORCE packages to the VA design team or logistic staff

31. PWS, 16.1, page 19: Last bullet on this page, “Assist with gathering all documents to be uploaded into SEPG & EER.”

Question: Are IOT&A contractor personnel responsible for entering data directly into a VA system, specifically, entering equipment purchase packet information into SEPG and and/or EER? See Q12

32. PWS, 16.2, page 21: Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirements - IT equipment is typically stored and secured at a VA OI&T Storage location.

Question: Is this a current requirement? OIT will purchase and install all phones, PCs and printers except for multifunction devices. No contractor warehouse for IT equipment.

PWS has been updated to take out IT equipment in warehousing task.

33. PWS, 16.2, page 21: Provide space for Equipment labeling, testing, assembly - Equipment assembly and testing is typically done at the new facility during install to minimize storage space and handling of equipment.

Question: Can this requirement be removed as a Warehouse requirement and moved under 16.4 Activation Services and Post Occupancy Support? Deleted from Warehouse space requirements. See updated PWS.

34. PWS, 16.2, page 21: Provide space for IT Equipment programming - Programming is typically done at a VA site on a government network.

Question: Is this a current requirement? OIT will purchase, store and install all phones, PCs and printers except for multifunction devices. OIT will program the items they purchase

Question: If this is a current requirement, will the warehouse require a VA network to perform this function? OIT to perform this function. VA Network not required in Warehouse

35. PWS, 16.2, page 21: Incoming medical equipment safety inspection, barcoding, and input into AEMS/MERS (Government asset management software used to track enterprise assets) - The physical safety inspections and AEMS/MERS input are done during installation at the new facility.

Question: Can this requirement be removed as a Warehouse requirement and moved under 16.4 Activation Services and Post Occupancy Support? Deleted from Warehouse space requirements. See updated PWS.

36. PWS, 16.5, page 25: Please define what Day in the Life and orientation tasks are required (other than the welcome/orientation kits) if there are further requirements. Only welcome/orientation kits and other helpful facility related items

37. 15.3 Concept of Operations/ Transition Service: Is there a listing of all departments that will be moved to this new location? Yes. Departments moving from the existing locations to the new location are Primary Care and Mental Health

38. 16.3 Relocation services: What would be the approximate number of personnel moving into this building requiring moving services? See Answer to question 6

39. 15.2 FF&E, requirement 13& 17;

3D design renditions of FF&E items within planned spaces using SketchUp, Revit, AutoCAD, or another similar program agreed upon between the contractor and the VA Interior Designer to convey complex areas or other requirement: There are (2) deliverables that mention "3-D design renditions"- deliverable #17 mentions "complex areas"-- how are these complex areas defined? These will be minimal and will be determined by contractor and VA designer

40. 15.2 FF&E, requirement 16 (FF&E Layouts): When will the updated Revit model be available after the IOT&A contract is awarded? Yes.

41. 15.2 FF&E, requirement 16 (FF&E Layouts); The general contractor will be required to identify all Mechanical Electrical Plumbing (MEP) information necessary and timelines needed. The IOT&A contractor is to develop the make and model of all equipment with the Design Documents: 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? Yes.

The contractor will work the Interior Designer to schedule.

42. 15.2 FF&E, requirement 11 (Artwork cutsheets): Does the artwork budget allow for commissioned pieces? No

43. 15.2 FF&E, requirement 11 (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? Detailed and specifics are required.

44. 15.2 FF&E, requirement 10 (FF&E cutsheets); The contractor shall provide cut sheets for all FF&E items to VA Interior Designer: Please confirm if only VV/VC furniture datasheets are to be coordinated with VA Designer-- or if all items (including Medical equipment) are to be completed with/approved by VA Designer, as well. No equipment sent to ID. Equipment to be discussed with appropriate service

45. 15.2- page 14 (top bulleted items) includes the follow as a task:

"3D modeling services for architectural interior furnishings (based on BIM/Revit)":

Could you clarify "architectural interior furnishings" and which areas would be needed to illustrate 3-dimensionally? See Q39

46. 17.1 Deliverable Schedule: The deliverable schedule does not include the Design Submittals- or how many submittals there should be. Is this something that should be negotiated with the station once awarded? Design submittal is not needed as design is at 60+%

47. 15.2 Comprehensive Interior Design Services: Provide mockup services of complex spaces: Does this statement mean having a physical mockup of the area or a computer generated model? No other deliverables reference a mock up. Just a 3D rendering

48. In the PWS 16.3, this section lists the Relocation Service Deliverables. The Optional Task Deliverable 029 - Move Plan states that the “Contractor shall develop a Move Plan to show the plan for execution of the relocation of FF&E, miscellaneous supplies, equipment (not to include medical equipment unless requested by site), furniture, files, etc. into the new space.” From a pricing perspective for Relocations Services under listed in 17.1 – Deliverable Schedule, Deliverable No. 009 - Optional Task: Relocation of Reuse and Personal Files, what is the estimated number of people, furniture, files, etc.

that will move from each facility (Raleigh I, II and II clinics)? Without this information, a Contractor can’t provide good Relocation Service Pricing, if this information is not available? See answer to question #6

49. In the government provided Contract Summary w/ Attachment Directory, under Task 009

– Optional Task: Relocation of Reuse and Personnel Files IAW PWS 16.3, the Period of Performance ends on 12-29-2023. In the PWS 1.0 – Objective, the first day of clinical services is projected for February 2024. Is it the intent of the VA, for the staff to be in the new facility for no less than 30-days prior to first day of clinical services? Contractor needs to meet specified end date. Optional Tasks POP will be set at time of Option award.

50. What is the anticipated Beneficial Occupancy Date (BOD)? Do we have a better Open For Business (OFB) date than February 2024, i.e., beginning of February such as the 1st or towards the end of February such as the 27th? Currently estimated 2/28/2024

51. Risks to Us: 16.3 – Relocation of Reuse and Personnel Files. There are 3-existing facilities each approx.. 10,000 sf. There is currently not enough information to accurately price out this effort. What are the liner feet of reuse and personnel files for each facility?

See answer to question #6

52. Can we assume that we will be provided with the Revit model from the AE showing to include all communications and electrical right away so that way when we are sitting with the end users and they want to make changes we know we have accurate drawings to update. Also if any changes are made by the AE after they have provided us with the initial drawings we must be given those updates so that we are working with the latest version of drawings can you verify? Any updates or changes to the drawings will be provided

53. PWS, pg 5, Sec 10: PWS states that, “it is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees”. This seems to be in conflict with the following in the PWS: “Expenses for subsistence and lodging will be reimbursed to the Contractor only to the extent where an overnight stay is necessary and authorized by FTR”. Will Contractor be reimbursed for expenses to cover personnel traveling to and lodging at the site, to conduct required services, as long as travel is pre-approved by the VA? Correct, all short-term travel is pre-approved by the VA prior to specific work related travel. The VA will not pay any relocation related expenses.

54. PWS pg 12, Sec 15.2: There is no reference to IM/IT requirements for this project. Are there any expectations for the contractor to install IT items, such as computers, phones, etc. OIT will purchase and install all phones, PCs and printers except for multifunction devices

55. Attachment C2-Equipment Schedule Rooms Count: Are all the items on this list considered VV? No. some are VV, VC etc.

56. Attachment C2-Equipment Schedule Rooms Count: Is it the expectation of the government that the network equipment (A0900, A0901, A0902, A0903, A0904, A0908, A0911, A0912, A0913, A0914, A0915) is to be procured, via acquisition package, by the contractor? OIT will purchase and install all phones, PCs and printers except for multifunction devices

57. Attachment C2-Equipment Schedule Rooms Count: Is it the expectation of the government that the end user IT equipment (A1011, A1012, A1014, A1015, M1801, M1825, M1830, M1840) is to be procured, via acquisition package, by the contractor?

OIT will purchase and install all phones, PCs and printers except for multifunction devices

58. PWS pg 2, 3.0: What is the estimated number of staff to be relocated? See answer to #6

59. PWS pg 22, 16.3 Relocation Services: What is the estimated linear feet of files to be relocated? See answer to #6

60. PWS pg 22, 16.3 Relocation Services: What is the estimated linear feet of expendable supplies to be relocated? See answer to #6

61. PWS pg 22, 16.3 Relocation Services: What is the estimated reuse from the legacy facility? Or does the VA have a list of equipment to be reused. See Q8

62. PWS pg 22, 16.3 Relocation Services: Can the VA provide drawings of the legacy facility? See Q2

63. PWS pg 21, 16.2 Warehousing 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. Wifi not needed, deleted from Task 16.2

64. PWS pg 21, 16.2 Warehousing Services: The PWS states, “Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirement.” Can the VA provide the security requirements or the policy reference number? Yes See Q32. OIT will store the equipment they purchase

65. Page 2, Section 3.0 paragraph one states: “The parent facilities, such as VHI, are working with VA Office of Real Property and other support offices to secure the award of the various leases to developers who wish to participate in the renovation or new construction of VA medical facilities that will provide clinical care to our nation’s Veterans.”

Question: has a lease been acquired and if so at what stage is the renovation and/or construction project? The Raleigh Lease has been awarded. That paragraph mentioned above is in reference to the US Congress approved leases from FY2017, not specifically the Raleigh lease.

66. Page 2, Section 3.0 paragraph two states: “This project co-locates primary care and mental health in the same location with some capacity for basic specialty care.”

Question: Is it possible to get a comprehensive list of the Services that are being relocated, where they are being relocated from, and the intended plan for phasing in of new Services? Yes. See Q37. Primary Care and Mental Health

67. Page 2, Section 5.0 Subsection A identifies the following document: “Entire Lease contract 36C10F20L0021 to include the L100 from the Lease, Lease Design Narrative Appendix A-F”

Question: Is it possible to get a copy of this document? Also, has a Construction Contractor been awarded renovation/new construction contract? The winning Contractor will be given access to the lease/construction award prior to or shortly after contract kick-off.

68. Page 5, Section 9 paragraph one states: “The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the contractor’s facility.

All Face-to-Face meetings will be held at the Government’s facility located at 508 Fulton Street, Durham NC 27705. Normal workdays are Monday through Friday, except US Federal Holidays. Typical workdays are eight (8) hours per day, forty (40) hours per week. Core hours of work are from 0800 to 1630 daily. All contract employees are expected to be available during core hours. Work shall not take place on Government site after normal working hours, on weekends, or on Federal holidays unless specified in the contract or approved by the Contracting Officer’s Representative (COR). Some weekend hours are expected (i.e., inventory services, activation services).”

Question: What is the expectation for the amount of time IOTA Contractor is to be on-site? Much of the Planning work can be done remotely at a substantial cost saving to the government. Correct, as stated in the PWS “necessary work to be done off-site at the

Contractor’s facility”. As with any performance-based contract, it is up to the contractor to determine how much time and when contractor employees need to be on-site for F2F meetings and other PWS tasks for successful completion.

69. Page 6, Section 11 first Bullet:

• Activation Project Manager o A minimum of seven (7) years’ experience as a Project Manager, acting in a lead role over complex projects o A minimum of five (5) years’ experience in healthcare IOT&A services o A minimum three (3) years’ experience in activating Federal healthcare facilities o Demonstrated experience in healthcare infrastructure, operations, and have direct experience in transition activities

Question: Is a minimum of 5 years of experience in healthcare facilities sufficient to meet second sub-bullet or does it have to be IOTA specific? No. PM must have five-year min.

of IOT&A experience and 3 years of Healthcare experience (in Federal Healthcare facilities)

70. Page 15, Task 014 Lists the Master Key Plan as an IOTA Task:

Question: Would it be more appropriate to assign this task to the General Contractor due to the coordination requirements with the door vendor and the mechanical infrastructure requirements associated with key card readers? No

71. Page 12 – 15.2 – Contractor to provide a system for tracking, managing and validation FFE – “Once approved, all data will be uploaded into SEPSG-EER and Force”

Question: Are we currently committed to upload into these systems and do we know what file format is to be used for the upload? What does the government require/accept (file format for their systems) and what are we able to extract from the database now and in what format? See Q12

72. Page 15 – Deliverable 016 Description states “provide three hard copies and post digital versions on the file sharing site.

Question: Is providing hard copies still a current requirement, or, digital only? Digital for Government download only. However, floorplans are still a printed hard copy. PWS has been updated.

73. Page 17 – 15.4 Acquisition Planning Services – “specific task(s) associated with this type of work include: identify long lead time items and submit the packages.”

Question, should this scenario occur, will the optional task order for Acquisition Packages Development be executed for this effort? No, the long lead time packages are included in Acquisition Planning task only.

74. Page 27 – 17.1 – Deliverables Schedule – Deliverable numbers 012 and 017 appear to be duplications. Deliverable #17 has been deleted (duplicate). Deliverable numbers have been updated.

Question: Is there a missing deliverable, or, do we simply remove one of the two entries for a correct deliverable schedule? See updated PWS

75. Page 41 – Addendum A – “Contractor employees shall complete a VA Systems Access Agreement and submit an appropriate background investigation before permitted access privileges to VA computer systems”

Question: Is this new or a name for our security documents required prior to receiving a PIV? Please advise. These are the security documents required prior to receiving a PIV.

Attachment I. PIV with network access will only be given to individuals who need access to the Government network. Since the Sharepoint site is hosted by the Contractor, there will be little need for PIV with network access.

76. Attachment H – Contract Staff Roster – “Date Clearance Requested and Date Clearance Received”

Question: Is the government referring to formal employment screening being executed by the contractor? If so, please clarify the term “clearance”. Yes, When the Contractor is given an NCHC from the Security Center.

Question: Is the government referring to when the VA personnel security screening process is initiated and completed (Page 39, Section 34.3 – Contractor Personnel Security Requirement Responsibilities)? Reference to when the VSC has cleared contractor employees by approval via a NCHC document.

77. Attachment M – Wake County Design Schedule

Question: Is the Design Schedule currently accurate, or revisions required? The Design Schedule is currently accurate.

78. Item number 1005 is not labeled with the caveat of “DO NOT PRICE”, while item numbers 0005 and 2005 are marked “DO NOT PRICE”. Do not price 1005 (do not price any travel)

Question: Should ITEM NUMBER 1005 be priced? No

79. Is the IOT&A PM required to be on-site full time through the course of the project or only for user group meetings, installation, and project closeout? There is no requirement for a full time on-site PM. Contractor to determine appropriate level of effort for the PM and when its appropriate for PM (and any other labor category) to be on-site to complete PWS task requirements.

80. Will office space be provided for the IOT&A PM? Yes. in the CFM RE trailer

81. Can you provide a count of the number of functional areas that will require Transition

CONOPS? The functional areas that will require transition CONOPS are Primary Care and Mental Health from the existing locations to the new location.

82. How many total staff members will be relocated from the existing clinics? See answer to #6

83. What is the total square footage of the existing clinic that are being moved to the new outpatient clinic? Approximately 35,000