S05 - Vendor Questions Worcester.pdf

Worcester IOT&A Solicitation 36C77621Q0332

Vendor Questions:

1. Will this facility be a leased facility or VA owned facility? (PWS 3. Background page 2): Leased

2. Are drawings of the new facility available? IOTA set of plans will be shared. Full plans will be provided at kickoff or shortly thereafter.

3. Att. C list A1010 Telecommunication Outlets as VV, will the IO&T contractor be developing procurement packages for this requirement and provide for installation and termination of data cables? No If so, will the data cables be pulled by the GC or its sub? All cabling from wall to wall is done by UMASS subcontractor.

4. Are the Acq Codes complete and accurate for all line items in the attachment.? (Attachment C – Worcester CBOC IOTA FFE 7.16) Please use Specialty Equipment Schedule. This schedule is page 3 of the “IOTA pages – 403 Belmont St” set of plans. Schedule is the most recent

5. If building is leased what line items will be provided and installed by building owner?

(Attachment C – Worcester CBOC IOTA FFE 7.16) UMASS is providing hand soap, paper towels, toilet paper, and trash receptacles in all bathrooms and exam rooms. All trash cans for clinic.

6. Is it the VA’s intent that the contractor’s PM be onsite full time for the duration of the PoP? Are there COVID protocols that would limit this requirement? (14.2.1 Comprehensive Project Management Services) There is no requirement for a full time on-site PM. Contractor to determine appropriate level of effort for the PM and when it’s appropriate for PM (and any other labor category) to be on-site to complete PWS task requirements. COVID protocols will be discussed at contract kickoff.

7. In regard to task to be completed, can the VA provide the following information:

a. What are the linear feet of files to be relocated? 900 linear feet

b. What are the linear feet of expendable supplies to be relocated? 300 linear feet

c. Are the labels referenced in this section asset tags (i.e. Maximo barcode labels)? If so, will the VA provide the labels to the IO&T contractor. (14.2.2 Relocation Services) Yes, asset tags. Not Maximo barcode labels but VISTA barcode labels will be provided to the contractor.

8. Are OIT assets going to be stored in an offsite warehouse or will they be delivered to the new facility by OIT national. If so, what are the security requirements referenced. (14.2.3 Warehousing and Warehousing Management Services) PCs and laptops, monitors, mice, and keyboards will be warehoused in the IOTA contractor provided warehouse prior to installation.

All IOTA Assets must be stored in a separate caged or locked area.

9. Will Reuse FF&E be required to go to the warehouse prior to final destination as mentioned in the PWS? (14.2.3 Warehousing and Warehousing Management Services) No, re-use equipment is included in task 14.2.2. Warehousing is for new equipment only.

10. Will the documentation of testing be required to be submitted in spreadsheet form to be updated by local BMETS in their system or another database? (Please specify database used) (14.2.4 Installation Planning and Implementation Services) Spreadsheet form.

11. Can the VA provide a copy or direct the IO&T contractor to the regulations referenced in this section? (14.2.7 Housekeeping)

Terminal cleanings

a) Before anything is put into the room you must go in and wipe down all surfaces (i.e.

counter tops, dispensers, pictures, equipment affixed to the walls, etc.)

b) After wiping down all surfaces, the floors need to be cleaned. If on a no wax floor then scrub the floor with a floor scrubber and allow to dry. If wax is needed follow waxing procedures.

c) After floor is dry of water or wax, move in furniture that is needed for the room.

d) When everything is set up and in place, pick a spot on the wall and go clockwise or counter clockwise from high to low wiping down all horizontal and vertical surfaces in the room (to include things that were already wiped down the first time and things just moved in). This will ensure nothing is missed.

e) If the room is a bathroom the same principles are applied starting in one spot and moving around the room in a clockwise or counterclockwise direction leaving the toilet for last.

f) Dry mop then wet mop the floors from the furthest point of the bathroom all the way out the door.

g) Use a piece of blue painter’s tape to write on with the words cleaned and the date, and stick on the door and lock the door.

12. To confirm, the construction contractor is not providing post construction cleaning services?

(14.2.7 Housekeeping) Irrelevant if construction contractor is doing any cleaning. IOTA contractor to clean post-construction and prior to moving in furniture and equipment. Again, prior to opening for full operations with all furniture and medical equipment in place.

13. What are the types of flooring to be installed in the facility? (14.2.7 Housekeeping): There are carpets in the halls and waiting areas. Exam rooms are vinyl flooring (wood pattern) with tile in the bathrooms

14. What types of finishes are being applied to the flooring? (14.2.7 Housekeeping) unknow at this time

15. Is it the VA’s expectation that the IO&T contractor provide for the sealing and polishing of the flooring? (14.2.7 Housekeeping) Sealing and polishing of the floors in not a requirement of the task.

16. Regarding the transfer of project documents to the VA’s SharePoint site, will the contractor be granted VPN access, or will the transfer have to completed onsite at a VA terminal in the new facility? (14.2.8 Final Turnover, Close-out and POE Services (PWS Pg 23)) Contractor will not be provided VPN access, therefore, final document turnover (download) will be coordinated between contractor and COR.

17. Work is to be performed both onsite in Worcester and offsite at a contractor provided office space or alternate. Is contractor responsible for the cost of this alternative space? (pg 5 of 40, Sec 9) One cubicle is available, however, any additional space requirement is the responsibility of the IOTA contractor.

18. Is there office space available in either of the legacy facilities for use by the OIO&T contractor?

(pg 5 of 40, Sec 9) One cubicle is available, however, any additional space requirement is the responsibility of the IOTA contractor.

19. Please clarify or confirm there are actually three leased spaces being replaced with the new Worcester OPC. (PWS 3) Two leased spaces in entirety and one partial leased space.

20. Statement: The PM must be on-site to facilitate, schedule, and lead regular meetings with the Worcester OPC. Question: Is your intent to have a full-time on-site Project Manager? (PWS 14.2.1) See question 6.

21. Statement: Label all rooms to coordinate with floor plans. Question: Is this referencing barcode labels or room signage? (PWS 14.2.2) IOTA to install barcode room labels.

Signage is installed by the signage contractor (not part of IOTA)

22. Statement: Storage of IT equipment (PCs, monitors, phones, peripherals) must be in a designated area meeting VA security requirements. Question: VA IT items are generally stored at a VA owned warehouse, is this relevant to this solicitation? (PWS 14.2.3) Yes, we wish to pre-stage all IT equipment in the IOTA provided warehouse prior to install.

23. If not the IOT&A contractor, (PWS 14.2.3, 14.2.5)

Question: Who is responsible for SEPG and EER input into the VA system? VA Service Line Manager

14.2.5 states VA will add assets to VISTA.

Question: Who is creating the equipment assets in VISTA/Maximo? VA Logistics NX Manager

Question: Who is creating the room/door barcode labels? VA staff will provide them to IOTA contractor.

Question: Who is affixing the room/door barcode labels? IOTA contractor.

24. Do old and new facilities have elevated loading docks? Yes.

25. A1010 – Telecommunication Outlet is marked as VV, this is typically CC. Question: What is the correct designation? (Attachment C – Worcester CBOC IOTA FFE 7.16) All cabling from wall to wall is done by UMASS subcontractor.

26. A5180 - Track, Cubicle, Surface Mounted, With Curtain is marked as VV. The track is typically CC and curtains are VV. Question: What are the correct designations?

(Attachment C – Worcester CBOC IOTA FFE 7.16) Curtain tracks are included in furniture contract and will be installed by that contractor.

27. There are multiple discrepancies between these two documents, and there are no High Tech-High-Cost items on Attachment C. Question: Are there any updates to these attachments? (Attachment C/Attachment C2) No high cost high tech items have or will be purchased for this space. The only existing HCHT item, the Xray, will be moved by a separate contract.

28. Please provide drawings – it is very difficult to understand the project and the installation without them. See included Worcester Design 403 Belmont St. document posted with this solicitation.

29. Who is installing the signage? Signage is purchased and installed on a separate contract.

30. Equipment just says things like Eye Lanes – Please provide basis of design - eye lanes have been removed from construction plan.

31. Who installs UPS? VA

32. Are all packages built? Yes, or will be built by VA site team.

33. Is the lift listed mobile or mounted to ceiling? Mobile.

34. There are no JSN in sheet 3 to determine what the equipment really is, please provide.

JSNs are provided in set of plans, page 3, Specialty Equipment Schedule

35. What do the colors mean on the spreadsheet? Unknown

36. Assuming design is completed assume it is not our responsibility to verify MEP or wall blocking or logistics to see if access and egress for all equipment moving or being installed will fit through all doorways? No assumptions are ever incorporated into a Government contract, however this new space was designed to be an outpatient clinic.

Design is complete and IOTA contractor will have no responsibility for MEP or wall blocking.

37. Where is the list of items installed by the general contractor or is it our responsibility to compare attachment C1 to C2 and assume anything listed as CC on C1 we need to try and connect to the equipment in C2? Page 3, Specialty Equipment Schedule lists equipment installed by general contractor.

38. Please provide cut sheet for medication lockers.

Medication lockers are no longer in scope.

39. Please provide basis of design for Computer wall track. Computer wall track is installed by General Contractor.

40. I do not see any mounting hardware for TV’s or smart boards will these be installed by others or were that left off the list sheet 3? Installed by VA

41. Whiteboards are part of the furniture IDIQ but also listed on the spreadsheet – should we assume that the only furniture items installed by the furniture IDIQ holders listed on the tab Worcester FFE? Yes

42. Is RTLS installed by someone else and not part of our scope? Yes, this is out of scope.

43. Overhead storage in lab please provide basis of design. Lab storage is no longer in scope.

44. UPS Servers please provide basis of design and also should we assume that we will not be responsible to provide any power or data or plumbing? Correct, no power, data, or plumbing.

45. Should we assume all wall blocking is already provided by the general contractor? Yes

46. Is it our responsibility to ensure equipment is delivered and installed according to the schedule provided in this RFP? Yes, however, with most construction/activation contracts, changes to schedule may occur.

47. The multimedia projector and screen who will be installing these and are they ceiling mounted? VA will install

48. The equipment in police is typically mounted to the facility and this is done by the general contractor – is this the case here or are you expecting the IO contractor to mount to the building or floor like the bench which is typically drilled into the floor?

General contractor will install.

49. Please provide the details of the mental health check in system – is this installed by the vendor or the IO contractor? Not the responsibility of the IOT&A contract

50. Regarding the quoting of moving 3000 sq feet of equipment we need more information

– is the equipment mounted to walls or ceilings? Will the equipment be loaded with supplies like shelving thus requiring addl bankers boxes to relocate? Supplies will be removed from equipment. Only wall vitals are installed and asked to be removed by

IOTA.

51. WE need to understand if there are loading locks and elevators at the buildings? New and old buildings have loading docks and elevators.

52. How many moving phases will there be? Will we be able to price conducting the entire move over one weekend or does the VA anticipated multiple phases? If multiple phases then the costs to relocate go up – please provide guidance. Move will be in multiple phases as construction schedule allows. If new equipment is in warehouse storage and space is ready then it may be moved in early. The reuse equipment will all be moved during the work-day when the old clinics are shut, expected to be a two-week period.

53. What are the VA security requirements required in the warehouse to store the IT assets? See response to Q8

54. In the relocation section 14.2.2 it states the contractor is to relocate IT equipment that will be disconnected and reconnected by VA IT however in the IT section it says the contractor is to unbox and assemble IT equipment and hardware – should we assume this is all new equipment? Yes, all new equipment.

55. It says we are to barcode IT equipment not already barcoding is this for new equipment only? Yes

56. Please provide a list of all the equipment that will require mounting hardware installed so we can price with our offer otherwise its just a guess or can we state what amount of equipment we are basing our quote on in order to protect ourselves? Approximately 160 items will be installed. Items for installation include wall mounted vital signs (40), AED boxes (8), wall mounted sharps containers (50), wall mounted glove holders (50), TV brackets (6), wall mounted stadiometer (3), wall mounted scales (3).

57. Are you stating you want a terminal clean 2x? please describe your anticipated scope for terminal clean and is this for the entire space? Yes, two times. Generally, we find that the condition left from the GC does not meet our standards for installing medical equipment. So the first cleaning is before equipment install, and a final cleaning before first patient care date.

58. From the end of construction what is the date the VA wants first patient? First patient is expected December 15, 2021. See section 1: Objective of the PWS.

59. The warehouse POP states 4 mos – what if the VA requires more time based up acquisition timelines? Then a modification may be necessary.

60. Are you stating we need to quote 10,000 sf warehouse or are you leaving it up to us to determine- if there is no requirement in the solicitation to provide similar space in warehouse some competitors pricing will look very skewed and not a fair comparison please provide guidance. The 10,000 sqft warehouse has been deleted out of the PWS.

The space requirements are up to the contractor to determine based on the provided equipment list.

61. Should we assume all moves out of the 3 buildings will be conducted after hours or on weekends? No

62. What are the sizes of the 3 different buildings and anticipated personnel relocating from the different sites based upon 150 personnel? Previously mentioned Worcester Plantation Street is no longer moving three rooms – removed from scope. Worcester Lake Ave is 10,000 aprox. sqft and 35 personnel, Worcester Lincoln St is aprox. 25,000 sqft and 115 personnel.

63. Who is required to pack all collateral like files, desk contents, and other collateral? VA

64. The below taken from the Attch C lists everything as VV – who is installing all this equipment – is it VAIT or the IO Contractor? VA IT

65. Is the IO contractor responsible for the installation of furniture like the below listing? Yes

66. Who is responsible for the cabling of all the workstations and terminating the cabling into the furniture? VA

67. Who is required to provide all the electrical connections and if required hard wired to building who provides? VA or GC

68. NOTICE: Reps and Certs and FAR 52.212-3 are not required to be submitted as “other documents” along as long as all information is up to date and accurate via Beta.SAM. Vendors must provide A STATEMENT that Reps and Certs, as reported in Beta.SAM, under the DUNS number used in the solicitation response is up to date and accurate. If Beta.SAM is not up to date, Vendors must provide the latest Reps and Certs in their quote submittal.