Brick IOTA RFQ Questions and Answers.pdf

Brick VA Clinic

Initial Outfitting Activation and Transitioning Contract

Questions/Answers to Solicitation RFQ 36C77621Q0523

1. When will the IO Contractor be provided the Revit model for this project that includes the building shell, interior plan, all the mechanical, electrical, plumbing layers, ff&e layers and all elevations showing casework and other general contractor provided items? (CC) The IO contractor will need enough time to review the model, build the room by room, identify conflicts between the model and the Attachment C list, prepare utility reports all prior to the start of any user group meetings, color code the drawings per the PWS.

Answer: Any available drawings have been added as an Attachment to the RFQ – See

ATTACHMENT V

2. Please provide the number of existing locations of VA that will have equipment relocating to the new CBOC as well as the size of each location and physical address. It is important when calculating the cost of the inventory of reuse.

Answer: No VA equipment will be relocated.

3. Monthly Status Report (Section 16.1.1) – there is a requirement during the months of acquisition support to provide a graph of equipment purchased, remaining, pending market research, approval or deferred to include % complete and dollar amount. Please provide a sample of this report. Also, many times we are not provided all the information necessary for the details in this report – can you please add – IF the local site will provide the necessary contract information and all awards and all 2237 information added without our knowledge.

Answer: There is no sample of this report. It is up to the activation contractor to create and provide the required information in the format that includes all required information.

Gathering all of the details to be included in this report should be coordinated between the activation contract and the site team.

4. Please include a stipulation that requires the building contractor must notify us with all schedule changes as they occur.

Answer: This requirement cannot be added to the activation contract as the activation team does not administer the contraction contract/or. It is up to the site team (COR) to communicate any construction schedule changes to the activation team.

5. WBS Template (Section 16.1.9) – Can we assume that the IOT&A contractor can build a WBS that is project specific and incorporate the proper tasks and activities without having to use the attachment S template verbatim?

Answer: Yes.

6. Please provide the room contents list as described in Meeting Facilitation Services page 12 of the PWS.

Answer: Please reference Amendment ATTACHMENT W - Brick Room Contents List

7. Since the contractor is to bear the cost of any changes that result in additional infrastructure charges without approval of the CFM RE will the government commit to paying the contractor for changes that are necessary because of changes by the lessor after the IO Contractor has delivered their design submittal has been and accepted?

Answer: The Government does not commit to paying for anything until an executed modification is signed by the Contracting Officer. NO assumptions should be made. Also, no deliverable/document is completely final until the closeout of the project. See Deliverable

16.1.12. The Contractor is responsible for making all necessary changes to deliverables until contract completion (through Project Management Support). If a change to any deliverable is required due to a change in the construction project, it is the activation contractor’s responsibility to update and revise the necessary documents as required, with no additional costs.

8. We have noticed that many of the VA’s do not require the same support for the same equipment – as an example some VA’s insist clinical refrigerators are on dedicated circuits and some do not, some insist the Omnicells are on dedicated circuits some do not, we will need the accurate MEP drawing in REVIT which identifies the specific electrical, data, plumbing in each room, and any changes as they occur what commitment can we get from the government to provide not only the initial Revit model but also as the model changes?

Answer: VA will provide drawings to the IOT&A contractor as requested if available.

9. Section 16.2.5 - Room by Room MEL. When will we have the initial design documents in Revit to include the initial room by room lists? Or will we have to build the initial room by room lists ourselves by looking at the design documents we are given in Revit and exporting all the FF&E then comparing to the FF&E Attachment C? This will take time depending on the maturity and accuracy of the information provided to us.

Answer: Government will provide a Room-by-Room List and any other design documents to the IOT&A Contractor as soon as possible.

10. Section 16.2.8 - I do not see any information that calls out when CD2 will be provide to the IO contractor. In order to provide this deliverable, we will need time prior to this date to conduct all the User group meetings and finalize the acquisition plan.

Answer: Please reference ATTACHMENT A - Revised Brick IOTA PWS – 16.2.8 removed

11. Section 16.2.12 - The statement that says Equipment determined by the contractor that should be reused SHALL be incorporated into the acquisition plan to ensure all reuse equipment is accounted for in the budget. The VA guideline for reuse is 2 years of useful life at transition – has this changed? We have noticed on every VA project the local VA decides what qualifies for reuse and what does not. Can modify this requirement or further define so that all parties understand reuse is to be utilized to the greatest extent possible following the VA guidelines.? Should this also include furniture or just equipment?

Answer: Please reference ATTACHMENT A - Revised Brick IOTA PWS – Deliverable 16.2.12 removed

12. In order to provide the list of recommended reuse equipment an inventory of all existing FF&E must be taken prior to the user group meetings which occur at the beginning of the project, however, to develop and maintain the 16.2.12 (Equipment Reuse and Disposal Plan) this inventory must be tracked over the 3 years of the project. There will be many changes over the three years to this data, so our suggestion is to add another inventory to be taken close to the actual relocation to ensure this report is accurate. Otherwise over the 3 years someone from the VA will have to provide all the changes to the existing inventory so that the report can be kept up to date and accurate. Could you please consider this information and provide updated guidance?

Answer: Please reference ATTACHMENT A - Revised Brick IOTA PWS – Deliverable 16.2.12 removed

13. Please provide an accurate Attachment C FFE list this one has errors as an example we find it highly unusual that 196 kiosks will be in the project. (Row 20 of the attachment) M1890 JSN also Row 100 the outlets for the kiosks.

Answer: The quantity of kiosks is 14.

14. Section 17.2 - Warehousing and Warehouse management Services - How much warehouse space should we rent in order to meet the requirement in the PWS? Because we do not control the contracting timeline it is impossible to determine when contracts will be awarded or the value of the FF&E that will be stored at any one time in the warehouse. Can you please provide guidance how we should price this effort?

Answer: Warehousing and Warehouse Management Services should be priced based on the Period of Performance and information provided, for example the FF&E List

15. Is it your estimate that the IO warehouse will be to store any IT equipment if so we will need to know who much and when it will be in the warehouse, the value in order to incorporate into our price?

Answer: No storage of IT equipment.

16. Section 17.3- Should we assume that any relocation of reuse FF&E, contents, files, are not in the scope of this contract and should not be priced?

17. It says that new furniture installation is part of the IO scope, could you please amend this to say new furniture installation not provided as part of the furniture IDIQ?

Answer: Furniture installation is being done by the furniture Vendors. Activation contractor is responsible for overseeing placement and installation.

18. Is Space Acceptance in the construction schedule the same as BOD?

19. Transition Activation Questions:

a. Estimated number of staff moving? Answer: Approximately 105 however relocation is not part of this PWS

b. Estimated Reuse equipment? (large value equipment usually purchased in the last 3 yrs will be reused) Answer: None.

c. Estimated lineal feet of files moving? Answer: None.

d. Location of where the staff are moving from and the location of the new Toms River NJ CBOC? Answer: Coming from 970 Route 70 Brick NJ. Moving to - address unknown ( no address designated by the Toms River township)

20. How large is the existing facility?

Answer: 34,000 Sq. Ft.

21. How far from the existing facility is the new facility located?

Answer: 8 miles

22. What is the address of both locations?

Answer: 970 Route 70 Brick NJ. Moving to - address unknown (no address designated by the Toms River township)

23. Section 9 States that "Work shall not take place…..., on weekends, …...Some weekend hours are expected (I.e., inventory services, activation services). Can the government clarify whether or not we should include weekends in our planning?

24. Deliverable 16.1.5 - This section states that the RMP and Log Template is provided on the VA

SharePoint Site and the Contractor shall update and maintain the RMP. Will this document be updated and maintained on the VA SharePoint site for the duration of the project and, if so, will the VA provide the Contractor access to VPN and how long does it typically take a contractor to gain access?

Answer: Yes, approximately 1 week

25. There does not appear to be specific submittals to listed in the PWS for the IOT&A contractor other than the deliverables as scheduled in section 18.1. Is the expectation that the deliverables follow the construction schedule as set out in attachment L?

Answer: The deliverables listed in Section 18.1 Deliverable Schedule are a complete listing of all deliverables required under each specific task in the PWS (Section 16 & 17). Each Task represents a specific CLIN in the contract. Each CLIN has its own POP. Deliverables are due as noted under the “Due” column of the Deliverable Schedule in section 18.1. The Activation contract deliverable due dates do not follow any construction schedule. If, after award of the activation contract, a more realistic deliverable schedule is required – a modification to update deliverable due dates will be awarded.

26. Section 16.2 - The Contractor may be required to identify FF&E ….) There is no reuse indicated in Attachment C - FFE List. Is there a current inventory list available or will a reuse list be provided prior during proposal period?

Answer: There is no reuse of equipment.

27. When will drawing be available?

Answer: Available drawings have been added as an Attachment to the RFQ – See

28. Deliverable 16.1.7 - In what format will the drawings be provided in on the VA SP site?

Answer: Unknown.

29. Does VA New Jersey allow current owners of PIV Cards to be granted access to their projects or will Contractor personnel be required to establish a new PIV card for this project?

30. Section 17.3 Activation Services and Post Occupancy Support - Does the VA have a rough number of how many personnel will transition into the new facility?

Answer: 105

31. Section 17.3 Activation Services and Post Occupancy Support - Are there any limitations or restrictions the Contractor needs to be aware of due to union employees, other contracted employees and their SOWs, etc.?

Answer: None

32. The evaluation factors are missing. Please provide.

Answer: Please reference Section E.9 Addendum to FAR 52.212-2 – Evaluation – Commercial Items Evaluation of Offers.

33. What date should the IOT&A contractor use for BOD?

Answer: 03/02/2024

34. Please correct the POP dates for CLIN 0001. We assume the end is 01/25/2023.

Answer: Please reference revised B.2 Price Schedule in attached Revised Solicitation 36C77621Q0523.

35. Should the duration of Acquisition Package Development, CLIN 1001, be 9 months vs. 8 months?

36C77621Q0523 – Duration is 8 months.

36. The duration and dates do not agree for CLIN 1004. Please clarify correct durations and/or POP dates.

36C77621Q0523

37. “Relocation Services” are listed. Should there be a Relocation CLIN or are all relocation requirements covered in 17.3?

Answer: No relocation services except those covered in 17.3. Please reference ATTACHMENT A

- Revised Brick IOTA PWS

38. Could you please provide the following for Relocation Services: Does not apply.

a. Number of boxes requested for each staff member:

b. Approximate number of staff relocating

c. Estimated quantity of expendable supplies/equipment to move.

d. Will IOT&A contractor be moving patient files?

39. As for the Delivery, Installation, Testing, and Acceptance Plan (17.3), please clarify if the IOT&A contractor is expected to exercise/ execute/accomplish each of the nine processes and procedures or are we to simply document how each process or procedure works and is exercised/executed/accomplish by the appropriate responsible party, whether it be the GC, the VA, or the IOT&A contractor?

Answer: The Contractor is expected to develop and provide a plan that documents how the Contractor plans to accomplish the delivery, installation, testing, and acceptance of FF&E to ensure the successful activation of the facility as required by milestones in the Master Project Schedule.

40. Please clarify what is intended by 6) Life Safety.

Answer: Life Safety includes emergency situations and evacuation.

41. Deliverable titled Delivery, Installation, Testing, and Acceptance Plan within section discussion;

however, in the table, Deliverable 17.3.1 is titled Activation, Installation, Transitioning and Relocation Plan and Implementation.

What is the correct title? (The Deliverable Description doesn’t appear to cover transition or relocation topics.)

Answer: Revised deliverable description - Please reference ATTACHMENT A - Revised Brick

IOTA PWS

42. Master Key Plan – states “install cores per plan”. Is IOT&A contractor providing this service or the lessor?

Answer: Not the IOT&A Contractor responsibility

43. “The Equipment Reuse and Disposal plan shall also describe how non-reusable equipment will be disposed and final location of disposed equipment.“ We assume this means that the VA is responsible for transporting any non-reuse items to the VA designated location (i.e., VA warehouse). Please clarify if this is part of the IOT&A contractor’s scope or confirm that the VA is responsible for execution of disposal.

Answer: There is no equipment re-use - Please reference ATTACHMENT A - Revised Brick IOTA

PWS

44. Please confirm that no Macro CONOPs are required?

Answer: Correct

45. States to provide staff training on Maintenance Equipment. Is this referring to BMET equipment (if required)? Please confirm that this is the IOT&A contractor’s responsibility and not the GC/Lessor/VA.

Is this requirement referring to HVAC and fire alarm systems, etc.? Please clarify what is meant by “Maintenance Equipment”.

Answer: Training on Maintenance Equipment will be VA Responsibility – removed from PWS - Please reference ATTACHMENT A - Revised Brick IOTA PWS

46. Are relocation services part of this contract? Elements of relocation are mentioned throughout the document.

Answer: No relocation.

47. Other than Primary Care and Mental Health, listed in the PWS, are there other departments/services going into the new facility? Ex: radiology, path and lab, PM&R, Specialty Care, Tele Health, etc.

Answer: Primary Care, Mental Health, Dental service, Pharmacy, optometry, physical therapy, audiology, Allergy, Imaging, Supply Chair, specialty service (cardiology, neurology, urology, podiatry, surgical consultation, speech therapy, laboratory, women’s health and tele-health.

48. Given the time between the submission of the Q&A and the submission date of the RFP, will the

VA consider extending the submission date?

Answer: Yes, quote deadline has been extended through November 30, 2021.

49. PWS states that, “it is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees, if it is necessary contractor personnel be located near project site.” Is it the governments intent to have full time contractor support onsite?

Answer: No.

50. What is the estimated number of staff to be relocated?

Answer: None.

51. What are the addresses of the existing CBOC and Mental Health Clinic and the new CBOC?

Answer: 970 Route 70 Brick NJ. Moving to Brick (8 miles away) - address unknown

52. PWS states, “Develop Key plan and access control plan should be based on security design requirements for access control: Dept. of Veterans Affairs Physical Security Design Manual, January 2015, Section 10.2.” Historically this requirement has been the responsibility of VA Security and Facilities Management. Is it the governments intent that the IO&T Contractor perform these tasks?

Answer: Master Key Plan should be based on VA Physical Security Design Manual

53. The PWS States that the contractor will, per statement 2), install cores. This activity is usually performed by the VA Locksmith. Is it the governments intent that the IO&T contractor provide locksmith services?

Answer: No.

54. What is the estimated reuse, by type of equipment, from the existing facilities?

Answer: Does not apply.

55. In regard to disposal, will the VA be conducting the disposal of the excess?

56. What is the estimated linear feet of expendable supplies to be relocated?

57. Can the VA provide drawings of the legacy facilities?

58. In the past IO&T contractors have had difficulties getting more than one or two PIV cards issued, per local policies. Will the local VA issue more than one or two PIVs for this contract?

59. Can the VA provide drawings for the new facility?

Answer: Available drawings have been added as an Attachment to the RFQ – See

60. Can the VA provide the list of “Services”?

Answer: Primary Care, Mental Health, Dental service, Pharmacy, optometry, physical therapy, audiology, Allergy, Imaging, Supply Chair, specialty service ( cardiology, neurology, urology, podiatry, surgical consultation, speech therapy, laboratory, women’s health and tele-health.

61. Is this deliverable required? Deliverable 16.1.3 – Individual Service Project Schedules - Historically this deliverable has been deleted or not used.

62. Is Attachment C (FFE List) all inclusive?

63. Typical rooms include standard office, exam. What other specialty rooms would need to be mocked up?

Answer: None.

64. This requirement appears to be one in which the methodology of preparing a Day in the Life exercise would occur, but nowhere in the PWS is the actual development or execution of the DIL Exercise. Is this an oversight, or is the planning and execution of the DIL captured within requirement 17.4.1?

Answer: 16.1.6 Requires Day in the Life Plan

65. The descriptions of these two deliverables, 16.3.3 General CONOPS and 17.3.3 Employee Orientation Services, read very much the same. Can the Government provide greater clarity as to the differentiation of the requirement for these two documents?

Answer: Deliverable 17.3.3 may be an updated version of 16.3.3.

66. Training SPS staff are specifically identified as a requirement within the PWS, however, it is not clear when reviewing the FFE list that an SPS department is located within the building. Can the government clarify if SPS is an on-site service?

Answer: SPS will not be an on-site service.

67. What specific Far codes/ or references dealing with IT/ cyber security does the IOT&A ctr have to adhere to in order to facilitate the execution of this Contract?

Answer: Please reference Section 36 of PWS

68. What are the details and process for the yearly contractor system audits outlined in Attachment A?

Answer: This contract does not involve storage, generating, transmitting, or exchanging of VA sensitive information.

69. What are some examples of the types of information that require FIPS encryption?

70. Could the locations for the services that will be moving from be identified? The background identifies primary care and mental health services co-locating, for the relocation services, the addresses would be helpful.

Answer: No relocation.

71. On page 4 of 63, item number 0001, the estimated POP begin date is 1-26-22 and the end date is 10-25-23 yet the quantity equals 12. What are the actual estimated begin and end dates?

72. On page 6 of 63, item number 1004, the estimated POP begin date is 4-1-23 and the end date is 9-30-24 yet the quantity equals 6. What are the actual estimated begin and end dates?

73. On page 39 of 63, item (5)d, What is the “Certificated of Compliance for Services and Constructions" and is it applicable to the IOT&A contractor?

Answer: Yes, please reference new VAAR Clause 852.219-77 (SEP 2021) in RFQ