Questions Lakeland 21MAY2021.pdf

36C77621Q0196 IOT&A Activation Services – Lakeland CBOC

Technical Questions Due 5/18/21 at 12pm EST

1. When is First Patient Day? The RFP shows January 30, 2024 and PWS shows September 7, 2023.

Estimated 1st patient date is 9/7/2023

2. Are there any drawings available for us to review? Construction drawings are not complete yet, we are currently in 35% design.

3. Warehousing Requirement – Attachment N – need clarification if these are correct requirement for off-campus warehouse. For example there are requirement:

• Controlled substance drug storage vault (number 2) – is the VA expecting to store controlled substance on the offsite warehouse? No

• All doors must be fitted with two lock sets (number 3) – if the door only have 1 lock, will the VA pay for the modification in the warehouse? No

• Ceiling overhead areas which enable entry into a secure room from an unsecured room must be barricaded by the installation of a suitable partition or ceiling which deters "up and over" access (number 4) – if there is no barricade, does the warehouse have to do modification? No, however use the warehouse requirement attachment in the solicitation for secure room requirements.

• How is this installation notes apply to offsite warehouse security? Not Applicable

c. Installation Notes:

(1) A locally sounding alarm should not be installed in a room which is close to an ICU, cardiac care, or other special treatment area where a loud alarm would have an injurious effect on patients.

(2) In addition to the locally sounding alarm, remote visuals and/or audio annunciators must be located at the telephone switchboard and/or the security operations room to assure detector monitorship during nonbusiness hours.

(3) In protected rooms of outpatient clinic not on medical center grounds, intrusion detector alarms will be remoted to a commercial security alarm monitoring firm, a local police department, or a security office charged with building security. The remoted alarms will be in addition to locally broadcast alarms in the protected areas.

4. There are requirements to use the local tools on the local VA SharePoint – please describe what are Lakeland Move Plan Tool, Change Management and Change Register Tool, Lakeland Reuse Plan Tool.

MS Excel Sheets with project info on Sharepoint

5. Please provide the initial reuse list and reuse plan for Contractor to price relocation services.

Attachment M Lakeland Equipment List does not have any reuse equipment. A preliminary re-use plan has been created but will need to be updated and verified by the contractor.

6. If procurement packages for long lead items must be submitted within 2 months of contract award - Acquisition Package Development comes under Optional Task which the PoP estimated not until July 1, 2022. Long lead time items are due under Task 15.3 Acquisition Planning, not Acquisition Package Development Task. See third paragraph of Task 15.3 In addition, PWS page 28 item 017, states Long lead packages are due 1 month after contract award. Please clarify this requirement. Deliverable 017 has been corrected to state “Long Lead time items due 2 months after award”. In order for procurement package to be submitted within 2 months or 1 month - it requires VA to provide Revit drawing upon award, 1 user group meeting where the decision of specific equipment make and model number, and contractor to do all the required documentations.

7. Paragraph 16.3 During room outfitting, logistics shall attach (VA) barcode labels to each item and capture product data to satisfy internal and government inventory management requirements. The logistics shall provide the contractor with the barcoding inventory, so the contractor can verify all acquisition on the SharePoint acquisition page project page as received – Does every single item including furniture get barcode? Any dollar threshold? There is no dollar threshold, estimated to have 30% of FF&E barcoded.

8. PWS page 28, Room by Room master list due in 3 months after award but FF&E Layouts due 6 months after award – in order to have a verified equipment list, we have to put them in the drawing to review MEP, space planning, etc. See attached Room Contents List.

9. PWS paragraph 3 states, PACT teams, Audiology (4 booths), Eye clinic, MH, Multi-specialty, PT, Prosthetics, HBPC, Lab, Pharmacy, Enrollment/Eligibility/ROI, CT, X-Ray, Mammo, MRI, and Ultrasound – There is no audiobooth, CT, X-Ray, Mammo, MRI, ultrasound in the equipment list.

Please clarify if any of this equipment will be added with the correct acquisition code. See Contents List attached to the amendment.

10. Attachment N – Warehouse Security: This document appears to describe the parameters/requirements for a VA-internally procured or operated warehouse. As for an external contractor-leased/provided warehouse, it would be difficult to meet all the listed requirements in the document.

Question: Should the IOT&A contractor ensure that those parameters listed in PWS Section 16.2 are met and that is the basic requirement? Or must we find a third-party warehouse that also meets the requirements listed I Attachment N? Contractors to follow parameters listed in PWS 16.2.

11. PWS, Section 3.0 Background: Page 1 of 52. Section 3.0 reads the project will replace 2 existing, undersized clinics. It then says it co-locates the Lakeland CBOC at 4241 South Pipkin Rd. and the Lakeland Specialty and Mental Health building at 4231 South Pipkin Rd. at the same location.

Section 16.3 references replacing four clinics multiple times

Question: Will the new CBOC replace two or four clinics? Please provide the addresses for the 2 existing undersized clinics if they are not the same as the ones at the 4241 and 4231 address.

PWS, Section 15.2, 011 Master Key Plan deliverable: Page 14 of 52. Question: Will the IOT&A PWS has been updated to reference 2 clinics instead of 4 clinics.

12. contractor install the door/furniture cores (reference ‘3)’ in the deliverable’s description). General Contractor will purchase cores and keys for the VA to cut and install.

13. PWS 15.2, FF&E Database Management Tool. Page 14 of 52.

Question: What database/program was used for the initial FF&E validation? SEPS

Question: Is the existing VA FF&E database on the VA network, thus requiring a PIV for access?

Yes

14. PWS 15.3, Acquisition Planning Services. Page 15 of 52. Question: Have long lead time items that effect the projects critical path already been selected for procurement? No, selected long lead time items will need to be validated by the contractor.

15. PWS 15.4, Transition Planning Deliverables. Page 17 of 52. Deliverable 016 Transition 7 Pre Planning CONOPS references that CONOPS deliverables should build off the STRATCOM. We didn’t find any STRATCOM deliverables listed in the PWS.

Question: Has a STRATCOM plan already been developed or will the IOT&A contractor be responsible for developing? All references to STRATCOM have been deleted from the PWS.

16. PWS 16.1, Acquisition Package Development. Page 21 of 52. Statement says, assist with gathering all documents to be uploaded into SEPG & EER.

Question: Who is responsible for entering the data into SEPG & EER? IOTA is responsible for creating packages and VA will submit

17. PWS 16.2, Warehouse. Page 23 of 52. Statement says: The warehouse must be centralized between the new LAKELAND CBOC and the JAHVH (or as otherwise agreed to by the Government POC) not to exceed 10 miles from the JAHVH.

Question: Is the 10-mile requirement negotiable with the Government POC as well? Should be between Lakeland CBOC and JAHVH.

18. PWS 16.2, Warehouse. Page 23 of 52. Statement says: Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area, meeting VA security requirements (Attachment N). It has been our experience that VA OI&T assets are generally stored in a currently owned VA OI&T location.

Question: Is this a requirement for an offsite 3PL warehouse, or an internal VA owned warehouse? Is this relevant to this solicitation? No medical records will be stored. The secure IT equipment room is for equipment shipped that is waiting for IT acceptance and labeling.

19. PWS 16.2, Warehouse. Page 23 Provide space for Equipment labeling, testing, assembly.

Comment: This is generally completed during outfitting at the new clinic, recommend removing.

Will occur at warehouse and then move to new clinic, depending upon delivery date.

20. PWS 16.2, Warehouse. Page 23. Semi-trailer staging area should include parking enough for two semis and at a minimum two additional parking spaces for Government personnel.

Question: Is this relevant to this solicitation? And if yes, how so? Yes, the Government doesn’t know what types of trucks will be delivering the equipment.

21. PWS 16.3, Warehouse. Page 24. Statement says, The Contractor shall provide delivery, installation, testing, and training services for relocated FF&E.

Question: Do you require new user training for all reuse items? Training for reuse items only.

22. PWS 16.3, Relocation. Page 25. Question: Is there an estimated box count for admin files and PII files as provided with office content? If yes, please provide. 500

23. Will the government be providing some type of matrix to define how much inventory is generally warehoused at any given time? The determination of operational supplies that will be warehoused will need to be determined during CONOPS development

24. Are the vendors limited to the existing (9) VA IDIQ Contract holders? There are no existing

VA IDIQ Contract Holders associated with this solicitation. The only limit is that the offerors must be SDVOSB firms.

25. 15.2 Contractor will be given access to the existing FF&E database management tool to manage

FF&E for this activation. Validation will be based on architectural drawings, Program for Design, FF&E Cut Sheets, and equipment list as provided by the existing FF&E database. Question: What database management tool is the VA currently utilizing as referenced in the solicitation? Database in the SharePoint site that can be downloaded into excel.

26. 15.2 FF&E, requirement 8 (FF&E Layouts). Question: How soon after the IOT&A contract is awarded will the updated Revit models be provided to the contractor? Will be provided at kick-off meeting.

27. 15.2 Comprehensive Furniture, Fixtures and Equipment and Space Planning Support. Question:

What type database is used to maintain the maintenance history for the existing on hand equipment? Sharepoint Excel and SEPS

28. Deliverable 4, Inventory Control Process Plan. Question: The Acquisition Code Contractor Purchased and VA Installed there doesn't seem to be any items on the Equipment list for this acquisition code, are there items that are intended for this type of Acquisition Code? Estimated 5-10 items.

29. Would the Government consider increasing the page count for the Technical Submission to 15 pages (currently at 8 pages) due to the fact a Draft Transition Plan is to be provided within the Technical Submission? Page count for technical submission is increased to a maximum of 15 pages (8 pages for Technical Response, 7 pages for the Draft Transition Plan).