S05 - Tulsa 36C77622Q0139- Technical Questions.pdf

36C77622Q0139 Tulsa CHIP-IN Hospital IOT&A Services

Solicitation Questions and Answers

1. What date do you anticipate the IOTA contract award?

Answer: Anticipated NLT end of April 2022

2. What date do you anticipate a Kickoff?

Answer: Expected within a week after Effective Date of award

3. Looking at the schedule provided (attachment P) When would the A&E firm need all the MEP information for their work?

Answer: The facility is currently working to develop the final equipment list to include MEP which will then be provided to the A&E (within the next 3 weeks). IOTA contractor will be responsible for updating and maintaining equipment list to include MEP information.

4. Do you anticipate the IOT contractor joining the AE in the user group meetings?

Answer: We can arrange for the IOT contractor to be included as needed.

5. If we feel the AE dates do not allow for enough time to complete the IOT&A requirements - an example is the requirement to know all the equipment and MEP requirements without conducting all the user group meetings to gather the information. What is the remedy?

Answer: The local facility has conducted preliminary end user meetings to determine equipment needs. Additional user group meetings can be established for additional information if needed.

6. Will we be able to remote access to the government share point site or will all uploads need to be from a VA site?

Answer: A PIV with VPN access will be given to certain individuals which require remote access to the Government provided SharePoint site.

7. Is March 31st 2025 the first day of clinical services or March 25th, Or day one March 2024 all three are listed in the PWS.

Answer: March 31, 2025 is anticipated day one. PWS has been updated

8. Is this project one brand new building of 295,000 sf or is this renovating existing space to add 22,061 sf?

Answer: The project is to renovate existing space.

9. Equipment Planner is not key personnel is that accurate?

Answer: Key Personnel are listed in Section 12 of Attachment A PWS

10. To develop an VA Information Technology Schedule we will need the VA IT PM and a listing of all the tasks and activities needed to be incorporated into the AIMS who will provide this?

Answer: Planners and OIT can coordinate with the contractor to get the information needed.

11. Can we create our own WBS and just use attachment R as a sample?

Answer: You can create your own WBS, however it will need to be uploaded and maintained on the SharePoint site in place of Attachment R.

12. If the building contactor does not provide an AIMS what should we do? I have never seen a building contractor AIMS.

Answer: Without reference to where this is mentioned, we cannot answer this question.

13. If requested changes do not afford the 30 Day time frame to present to the change committee how should this be handled?

Answer: Urgent changes can be made by contacting the VA Project Manager and COR.

14. Is the medical center director the only person who can sign for approved changes?

Answer: All changes can be routed to the Project Manager and COR to be determined if it needs to be signed by the director.

15. Is the director a member of the VHiT Steering Committee?

Answer: No.

16. Equipment planning is not a CLIN how should this be captured under project management?

Answer: Equipment Planning is covered under Task 16.2 Comprehensive Interior Design, FF&E, and Space Planning Services. Equipment Planning does not fall under PM support, besides the Equipment Planning Meeting Facilitation services.

17. Are any changes to FF&E that might impact MEP to be routed through the change management committee or the procurement process? Also is the medical center director the ONLY person who can approve as an example adding (1) new data drop to a room.

Answer: All changes can be routed to the Project Manager and COR to be determined if it needs to be signed by the director.

18. Will we be given the AE Revit Model so we can lay in all the FF&E or review the AE provided FF&E already included in their model?

Answer: The project is currently in the SD phase, and as such, this model is not currently available. However, we anticipate having a model we can share beginning in the DD2 phase in late May/early June.

19. We will need the MEP layers in REVIT, also in the model. Will we be provided these?

Answer: The project is currently in the SD phase, and as such, this model is not currently available. However, we anticipate having a model we can share beginning in the DD2 phase in late May/early June.

20. How much time will we have to review the AE model before we have user group meeting number 1?

Answer: Model won’t be available until DD2. User group meetings for FF&E will have to start before then.

21. How much time will we be given between user group meetings so that the AE gets the information they need and we can gather all the information we need? Please keep in mind the 30 day requirement listed in the PWS for any approved changes.

Answer: Meetings will be scheduled as needed to align with the terms of the PWS, project DDA, and local station policies.

22. Master Key Plan – Are you saying the IOT contractor is responsible to install all the cores? Please reconsider this .. it should be general contractor installed.

Answer: Reference Page 16 of the PWS, Deliverable 16.2.4. IOTA Contractor is responsible for the planning and installation of the cores.

23. The door numbers and new cores is something the general contractor should be handling – The general contractor should provide this list to us in time to gather the information necessary with the services to provide back to the Police and VA Locksmith. Please update the PWS.

Answer: See answer to 22 above.

24. I would think it would be appropriate to move the requirement to attach finalized room layouts to the option for installation of FF&E from the current location 16.2.7 since this will not occur until construction is complete.

Answer: Noted. The deliverable for 17.5.1 has been updated to include the requirement for room layouts attached to the doors.

25. Should we assume the AE is handling the signage plan completely?

Answer: No. Signage should be included in the comprehensive interior design/space plan.

26. Please define the requirement to upload all documents into SEPG &EER specifically.

Answer: Services have the ability to upload documents into SEPG and EER. IOTA contractor will be responsible for assisting services as needed and for ensuring that all services upload their documents as needed. IOTA contractor is coordinating, assisting, and ensuring all SEPG/EER requests are fully completed in a timely manner but is not responsible for uploading the documents themselves.

27. If we are to provide the proper space and insurance with our bid we will need to know the amount if IT equipment and dollar value of the equipment that will be stored in the facility. We will also need to know for how long. How much space will be necessary for testing, labeling and assembly? Or do you want us to assume the entire equipment list of assets will be stored in the warehouse?

Answer: Bids are not appropriate for Far Part 12 Commercial Contracts. You are providing a “quote”. The time required for storage is found in the Period of Performance for Optional Task CLIN 0008 Warehousing and Warehousing Services. However, Optional Tasks are exercised at time of need based on an approved activation schedule. Performance-period start date is estimated, length of time needed is set. It is up to the Contractor to review the provided equipment list and determine space needs and appropriate amount of insurance.

28. The listing of deliverables and frequency many say update as required or due a certain number of days after award. Can we sit with the COR post award and update/modify these as necessary?

Answer: Yes. Realistic deliverable due dates will be modified as the schedules become more solidified. Additionally, any deliverable submitted under its respective task will always be updated and maintained throughout the life of the contract under Project Management Services

CLIN.

29. After further investigation is this a renovation of an existing facility that will be done in phases?

If so will there be any swing moves to make room for the renovation? Will we be responsible for removing anything existing from the current facility?

Answer: This is a renovation of an existing facility. Renovation will be complete before staff move into the facility.

30. Because this is a PPP (public private partnership) has some of the FF&E already been selected?

31. Is there any relocation of reuse to swing space?

32. Can you please list the number of personnel that will be relocating to the new facility?

Answer: Approximately 750. See modified PWS Section 17.5 and additional deliverable 17.5.5 and 17.5.6

33. 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, a locked caged, temperature-controlled area is required. PWS updated

34. Space for labeling, testing, and assembly: Typically, these actions are better performed at the new facility rather than at the off-site warehouse. Is the VA open to these activities occurring at the new hospital rather than at the off-site leased warehouse?

Answer: VA is open to it provided it does not interfere with the overall activation timeline, as VA will not occupy the building until January 2025 and is hoping to open in March 2025. This will need to be coordinated through the Project Manager.

35. Space for IT equipment programming. Is OIT planning to perform these functions in the off-site leased warehouse or at their location for this particular project?

Answer: That will be done at the project site.

36. Clarify the scope of relocation required from locations other than the warehouse. Provide potential equipment and location. Consider, at a minimum, providing an existing equipment list with an estimated percentage relocating.

Answer: See modified PWS Section 17.5 and additional deliverables 17.5.5 and 17.5.6.

Approximately 750 staff will be relocated from the VA medical center in Muskogee, Oklahoma to the new hospital at 440 S. Houston Ave in Tulsa, Oklahoma with 2 banker sized boxes each.

Attachment Q is the most up to date equipment list. Exact amount of Reuse equipment unknown at this time.

37. Many Items listed are not delineated in the PWS narrative. Does the government require equipment planning support, relocation services, storage and warehousing of new and existing equipment, technical request for information assistance, information technology installation, assembly and other IT related services.

Answer: PWS Section 4.0 has been updated to reflect the Scope of the project the relevant Tasks. Equipment Planning is included in Task 16.2 Comprehensive Interior Design, FF&E, Space Planning Services Task. Additional information regarding relocation Services has been added to Task 17.5.

38. There is no reference to IM/IT requirements for this project. Are there any expectations for the contractor to install/Integrate IT systems, such as, medication distribution, Vital Signs monitoring, anesthesia machines, computers, phones, etc.

Answer: IOTA contractor will be expected to assist in installation of IT equipment, with oversight from VA OIT staff.

39. Is it the expectation of the government that the network equipment (A0900, A0901, A0902, A0903, A0904, A0905, A0906, A0908, A0910, A0911, A0912, A0913, A0914, A0915, A0920, A0925) is to be procured, via acquisition package, by the contractor?

Answer: These items will be procured by our community partner and the contractor they hire.

The IOTA contractor will not be responsible for these.

40. Is it the expectation of the government that the end user IT equipment (A0916, A0917, A0918, A1011, A1012, A1014, A1015, M1801, M1825, M1830, M1840) is to be procured, via acquisition package, by the contractor?

Answer: All of these items except M1840, will be handled by the facility OIT service. M1840 will be procured by facility staff also. IOTA contractor will not be responsible for these.

A0916- Switching module, desktop, fast Ethernet A0917- Switching Module, MM Fiber, Gigabit Ethernet A0918- Switching Module, SM, Gigabit Ethernet Server A1011- telephone, desk, 1 line A1012- Telephone, Wall Mounted, 1 Line A1014- telephone, wall mounted, multi line A1015 – telephone, desk, multi line M1801- Computer, Microprocessing, w/Flat Panel Monitor M1825= printer, computer M1830= Printer, label, pharmacy M1840= Printer/Copier/Fax Combination

Is it the expectation of the government that the telecommunication outlets be procured and installed by the contractor?

Answer: Telecommunication outlets are going to be procured and installed during construction.

41. Is this list all inclusive? (in reference to Attachment Q-Project Content List) Answer: Equipment list provided is most up-to-date. We are currently working to revise the list.

That updated list will be available upon completion.

42. Will VA Staff be relocated from other locations? What is the estimated number of staff to be relocated?

Answer: See modified PWS Section 17.5 and additional deliverable 17.5.5 and 17.5.6

43. Will Medical Records be relocated? If so, What is the estimated linear feet of files to be relocated?

Answer: The facility will be relocating existing medical records. IOTA Contractor is not responsible for relocating medical records.

44. Will expendable supplies be relocated?

Answer: See modified PWS Section 17.5 and additional deliverable 17.5.5 and 17.5.6

45. What, if any is the estimated reuse from any existing facilities? Or does the VA have a list of equipment to be reused?

Answer: Equipment will need to be reviewed with services to determine if they are being reused or purchased new. Identified in PWS 16.2.8

46. The PWS states, “Develop a Key plan and access control plan which should be based on security design requirements for access control: VA Handbook 0730.” This process is usually completed by VA Police and Engineering. Is it the VA’s intent that the IOT&A contractor perform this process concurrent to VA activities?

Answer: IOTA would be working with Police and Engineering to establish the key plan and access control plan. Identified in 16.2.4

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

Answer: Drawings have not been released to the VA at this time.

48. Have any Pre-planning activities been conducted and if so, may we have access to that data?

Answer: No Pre-Planning activities have been completed.

49. Is there an expectation that the PM be located on-site or locally?

Answer: The PM is to be on-site when required to lead any on-site meetings, etc. Cost Reimbursable travel will be included for required travel. PM should be on-site during activation activities. It’s up to the Contractor and COR to determine on-site needs/duration.

50. Please provide the project address

Answer: 440 S. Houston Ave, Tulsa, OK 74127

51. There are 3 dates listed; March 2024, March 25, 2025 and March 31 2025; What is the Day One projection date?

Answer: March 31, 2025

52. In reviewing the Attachment Q, several items are similar but have mixed acquisition codes (VV, VC, CC):

a. Warming cabinets

b. Patient lifts, ceiling-mounted

c. Exam lights, ceiling-mounted

d. Surgical lights, ceiling-mounted

Should all of these be VC?

Answer: Equipment list provided is most up-to-date. We are currently working to revise the list.

That updated list will be available upon completion. The OITA Contractor will be responsible for updating, maintaining once contract is awarded.