Hampton RFQ QA Revised 20220316.pdf

Hampton VA Clinic

Initial Outfitting Activation and Transitioning Contract

Questions/Answers to Solicitation RFQ 36C77622Q0131

1. Can you confirm the NAICS Code for this requirement?

ANSWER: 541614 - Process, Physical Distribution, and Logistics Consulting Services

2. Can the Cover page, Table of Contents, and Submission Letter be excluded from the page count?

ANSWER: Yes.

3. Please confirm that the Pricing spreadsheet and BOE will be submitted as a separate Excel document.

ANSWER: Attachment O is submitted as a separate document. BOE shall be included as part of the Technical Submission. Please reference RFQ “Section E Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items – Section F(2) Technical Submission (b), page 34.

4. What document format should the Technical Response be in? For example, Word or PDF?

ANSWER: No requirement, PDF preferred

5. Should the Price/Cost Schedule be included in the Technical document or sent as a separate document? If included, is it excluded from the page count?

ANSWER: Reference Question 2. The BOE worksheet does not count toward the maximum page limit.

6. Will a site visit be scheduled to view origin and destination locations?

ANSWER: No, not as part of the solicitation.

7. Is the published version of the Milestone Schedule current? Does it take into account the impact of COVID-19 on lead-times, deliveries and manufacturing schedules?

8. Is there a line-item master project budget available for review? When was it developed?

ANSWER: Not available.

9. What methodology will be used to track FFE inventory? Would the government consider using a database-driven software, such as Systematic Asset Management RFID, RFID tags?

ANSWER: Cannot be answered at this time.

10. What is the anticipated completion date of cataloguing FFE inventory?

ANSWER: Anticipated date is August 30, 2022

11. What is the estimated percentage for re-use of existing FFE versus new purchases?

ANSWER: All items are expected to be purchased new. Minimal items will be relocated as both facilities will remain at full operation upon completion of project.

12. "The contractor shall provide professional services to include all labor, materials, transportation and equipment to conduct and provide IOT&A support services to accomplish the PWS tasks...The scope of services includes Comprehensive Project Management; Interior Design and Space Planning Support; CONOPS and Transition Planning: Acquisition; Warehousing and Warehousing Services; Relocation Services;..."

a. Will the successful bidder be expected to manage the performance of any other contractors hired by the government and not within the Prime contractor’s scope of bid, such as moving services?

ANSWER: No.

b. Is the government expecting the Prime Contractor to include moving services within the current bid, or will that be offered under a separate contract?

ANSWER: Please Reference ATTACHMENT A – PERFORMANCE WORK STATEMENT – HAMPTON IOTA – for scope of the project.

13. Does the government anticipate any additional locations besides the Hampton location that will require FFE to be moved to the new location, and that will fall within the scope of the current bid? Or will all FFE be coming from the single Hampton location?

ANSWER: All items expected to be newly purchased for the new building. Some relocations could come from other VA Hampton locations. These include the Albemarle Outpatient Clinic, the Portsmouth Outpatient Clinic, the Chesapeake Outpatient Clinic, the Virginia Beach Outpatient Clinic, the Peninsula Town Center in Hampton, and the VA Medical Center main campus.

14. How many staff members are estimated to be moved from the origin to the new location? How many patients? How many different divisions/departments are being moved?

ANSWER: Unknown how many staff will relocate to the new facility. Please refer to PWS Section 17.3 for estimated quantities. No patient relocations. No entire departments to be moved.

15. Has the government anticipated or arranged for a “Beneficial Occupancy” so that delivery of certain items to the new facility will be permitted prior to final building completion?

ANSWER: This has not been arranged to this point. Unknown if this will be approved or not.

This is Lessor dependent.

16. Will the transition from the origin to the destination be performed as a multi-phased process?

Is there an estimate of what the phases will be and their respective time frames?

ANSWER: VA Hampton is not relocating to this site. All services and staff are in addition to the existing medical center. Some staff will potentially relocate from other existing VA Hampton facilities. These include the Albemarle Outpatient Clinic, the Portsmouth Outpatient Clinic, the Chesapeake Outpatient Clinic, the Virginia Beach Outpatient Clinic, the Peninsula Town Center in Hampton, and the VA Medical Center main campus.

17. Is the government only looking for pricing of key personnel? Or, is it looking for CLIN pricing using rates and hours of the identified key personnel and yet-to-be-identified personnel required to complete the CLIN?

ANSWER: Please reference RFQ “Section E Addendum to FAR 52.212-1 Instructions to Offerors

– Commercial Items – Section F(2)(4) Pricing Submission requirements, page 34/35.

18. Does the government anticipate any of the pricing to be non-labor pricing? If so, how would the government like those costs to be expressed in Attachment O?

ANSWER: As the Other Direct Costs

19. How will the government evaluate proposals that do not price optional tasks/years versus those that price them?

ANSWER: Optional Tasks must be priced. Please reference PWS Section 17 (Page 19) regarding purpose of Optional Tasks and RFQ Clause 52.217-7 OPTION FOR INCREASED QUANTITY—

SEPARATELY PRICED LINE ITEM (MAR 1989).

20. Does the government require a written narrative as a part of the basis for estimate in the price submission? Or, is completing Attachment O sufficient to meet this requirement?

ANSWER: Not required - Please reference RFQ “Section E Addendum to FAR 52.212-1 Instructions to Offerors – Commercial Items – Section F(2)(4) Pricing Submission requirements, page 34/35.

21. Will this lease be following VA's new Lease Design Narrative?

Reference: 3.0 Background “This project proposes to lease a new Outpatient Clinic in the Chesapeake, VA. " ANSWER: Unknown, but believe the 2.0 version was utilized with some modifications.

22. This section states, "support VA Biomedical engineering personnel"… what level of support is required? Performing actual inspections, filling out VA paperwork, updating the VA Biomed database…?

Reference: Section 17.4, Activation Services and Post Occupancy Support, Page 23, "Contractor to support VA Biomedical Engineering personnel with inspection for compliance with manufacturer specifications and VA standards prior to initial use…Gov't will identify items that require biomed checks/testing to be performed by the gov't."

ANSWER: Including but not limited to performing actual inspections, filling out VA paperwork, updating the VA Biomed database would all be included as supporting Biomed and would be expected.

23. This section describes the project as only a new facility to "supplement the existing…clinics" Would ask if there are any replacement facilities or transition of personnel or reuse from a legacy site to new. How many staff and from how many different sites? Will any of the legacy sites be closing? Or are ALL depts to be newly stood up with no transition only new activation?

will greatly impact subk resourcing and level of effort planning.

Reference: 3.0 Background "This project proposes to lease a new Outpatient Clinic in the Chesapeake, VA.

ANSWER: VA Hampton is not relocating to this site. All services and staff are in addition to the existing medical center. Some staff will potentially relocate from other existing VA Hampton facilities. These include the Albemarle Outpatient Clinic, the Portsmouth Outpatient Clinic, the Chesapeake Outpatient Clinic, the Virginia Beach Outpatient Clinic, the Peninsula Town Center in Hampton, and the VA Medical Center main campus.

24. Signage requirements are asked of the Senior Designer, yet signage is not called out. Is signage a part of this proposal?

Reference: Section 12.0 Key Personnel - " Demonstrated experience in ….signage and be able to translate requirements into design/construction/installation documents."

ANSWER: Signage is included in the HCC construction portion. Signage is not a requirement in this IOT&A contract.

25. Will the contractor be required to do the upload into SEPG & EER?

Reference: Section 17.1 "Assist with gathering documents to be uploaded into SEPG & EER;

HVAMC Supply Chain Management will oversee the SEPG and EER process to ensure local processes are followed."

ANSWER: Yes. The Contractor may be performing these tasks.

26. Is there a “total budget” for the IOT&A Services so as to establish projected line-item pricing for each of the support services identified?

ANSWER: Cannot be disclosed.

27. Will the Government prepare Contingency Reserves, typically 10 percent of gross budget, to help ensure the project can achieve the milestone date of 6/30/24?

28. Deliverable 16.2.4 Master Key Plan. Is the IOTA contractor responsible for installing key cores?

ANSWER: Yes, as indicated in item #3.

29. PWS Section 16.1 Government Provided SharePoint Site. Can IOT&A contractors access the SharePoint site on a non-VA computer?

30. PWS Section 17.2 Warehousing. Storage of IT Equipment: Does the VA plan to store OIT assets in the leased warehouse? If yes, is a locked, caged area required?

ANSWER: Yes and Yes.

31. Other Requested Submittals. Representations and Certifications. Would you allow for the bidders to insert a statement certifying that their Reps & Certs are completed and current on SAM.GOV rather than inserting them in their entirety?

32. Solicitation Section E.2 Instructions to Offerors. In order to allow for adequate explanation of technical and management approaches to the PWS tasks, could you increase the Technical Submission maximum page count to 12 pages?

ANSWER: Yes. Page Count for Technical Submission is increased to 12 pages – Please reference updated RFQ language.

33. Reference: Para 17.4 Activation Services and Post Occupancy Support states that the VA BMETs will direct where to place equipment and also that the Contractor will "support" the VA BMETs with inspection for compliance.

Question: Will the VA BMETs provide these locations as a part of the move and installation planning process so the Contractor knows in advance? Can the VA further define

"support"? How far in advance of placing the equipment does the VA BMETs need to be notified ---2 days, 1 week, 2 weeks, etc?

ANSWER: Once locations are known, they will be provided to the Contractor. Support includes but is not limited to performing actual inspections, filling out VA paperwork, updating the VA Biomed database would all be included as supporting Biomed and would be expected

34. Reference: Para 17.1 Acquisition Packages Development requires a PIV card for employees performing the acquisition work and uploading of packages.

Question: Is there a limit to the number of PIV cards the VA will issue for this effort? What is the estimated timeline of how long it takes to acquire the PIV card?

ANSWER: Unknown at this time. PIV cards have long background check lead times (at least 2 months).

35. Reference: General reference Reuse There are a number of references to reuse and the planning for it and installation of it. There is no Reuse identified in the Master Project Contents List.

Question: Can the VA provide an estimate for planning purposes of how many pieces of equipment and how many pieces of furniture they feel might be reused?

ANSWER: Quantities are expected to be very limited. It is anticipated that almost everything in the new clinic will be purchased new as well.