S05 - Questions Answers - Tampa Mental Health Clinic and Domiciliary.pdf

36C77622Q0199 Tampa Mental Health Clinic & Domiciliary IOT&A Services

Solicitation Questions & Answers

1. What is the projected IO award date? Is June 9, 2022 accurate?

Answer: June 9, 2022 is an estimated date.

2. The groundbreaking shows 4/19/2022 which means there should be some drawings. Please provide the drawings available unless the schedule is not accurate. If this is the case, can you please provide the updated schedule?

Answer: Please see new attachments (ATTACHMENT W-MH SF plan and ATTACHMENT X-FFE IF series Pages from VA Tampa IFC-Drawings).

3. If we are to support the requirement shown below, we need a schedule to show when DD1 is due and time to meet with the end users prior to that date (all departments) to review the equipment. It also states that we must provide a room by room that matches drawings. When will we receive the drawings in REVIT showing all MEP and FF&E? Please note it will take time to accomplish this and a realistic date must be provided to the IO contractor.

Answer: The current schedule has been provided. A full set of drawings will be provided upon award. Coordination meeting between architect and IOTA will happen for transfer of files and type of files. Please see new attachments (ATTACHMENT W-MH SF plan and ATTACHMENT X- FFE IF series Pages from VA Tampa IFC-Drawings).

4. How much time between Design Submittal 1 and Design Submittal 2 will we be given? We will need to meet with all departments and update all the information including the drawings.

We must have the latest version of the REVIT model from the AE prior to user group meetings number 2. Please confirm that we will have the time necessary and the updated drawings from the AE so we can meet this contractual requirement.

Answer: IOTA to create schedule based on BOD and tasks needed.

16.2.9 Design Submittal 1 Contractor must deliver to the A/E all latest project information such as specific design requests as a result of user group meetings that occur prior to the delivery of DD1. Site activation team to provide due date of information to the A/E contractor to the activation contractor so to ensure A/E has time to include.

Design submittal 1 shall include:

1) Generic Cut Sheets for all JSNs for the equipment on the drawings if selected by the VA prior to activation contractor on-board.

2) Room by room should match drawings

3) Room Contents and Acquisition Plan updated to reflect updated design (Attachment K).

4) inventory of existing FF&E, recommended re-use report which includes data sheets for any selected re-use

5. Since it is not known at this time what reuse equipment (PRCL does not show any reuse as stated on Para 17.3) or total files/boxes will be moved from the 3 sites to the new site, should we provide a list of what we included in our price for these CLINs so when time comes to approve the mod it can be based upon what was submitted/bid vs. what is actually happening, or would you only like us to price the moving of 900 boxes and then price the mod when we know what is actually moving?

Answer: 900 is an estimate, price at 900. At this time, there is no FFE reuse.

6. The dates for us to provide support do not align with the provided schedule. Which one do you want us to use? If the estimated project award date is June 9, 2022 that leaves only 13 months to conduct 2 complete design submittals, develop the packages (requiring the VA personnel to meet very strict timelines to provide information, make decisions, and short review timeline) meet the PALT requirements, etc. while we have no drawings to start with.

Please confirm that you want us to build a plan to meet the scheduled dates. Please also confirm you will allow us time to complete the work if we are not provided the information, such as REVIT drawing with all layers specifically all MEP layers, time to conduct user group meetings (2) and complete (2) design submittals, build the packages.

Answer: BOD July 27, 2023 and First patient date January 26, 2024.

7. Who is responsible for the signage and wayfinding design and package?

Answer: GC/ Architect

8. If this requirement is due with each AIMS submittal which is due monthly. Without a design knowing how many rooms of what type per department which will not be completed until we receive the drawings from the AE then meet with the end users to note their existing staffing and then determine what new staffing will be needed and the potential budget for the positions. This will not be able to be submitted with the first AIMS which is due monthly unless a written answer might suffice- that states not enough time to produce the information with this AIMS submittal.

16.3.4 Project Phasing and

Facility Staffing Plan

The Plan shall identify the number and types of positions that are recommended for hire and/or transfer from existing facility to staff the new facility. VA staffing requirements can be located at http://vaww.va.gov/ohrm/HRLibrary/Dir-Policy.htm. The plan shall be submitted with each stage of the AIMS submissions.

Answer: Deliverable 16.3.4 should be included with the monthly AIMS when first available.

Please see new attachments (ATTACHMENT W-MH SF plan and ATTACHMENT X-FFE IF series Pages from VA Tampa IFC-Drawings).

9. 16.2.4 Master Key Plan - Develop Master Key plan to include door/furniture cores and https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fvaww.va.gov%2Fohrm%2FHRLibrary%2FDir-Policy.htm&data=04%7C01%7C%7Ce1d70b3378c04db4406308d9ebdef5cd%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637800165094119335%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=91sDQKZr88GuckWhh66pHEoWCGTo0UA6ngc6m2PZcDs%3D&reserved=0 electronic and mechanical access control devices. The plan should include an assessment of compliance with applicable Homeland Security and VA security requirements.

Question: Are you suggesting we should review the estimated pricing from the GC to provide the cores and access control and report to the VA our evaluation of their submittal?

Answer: GS will provide electronic card reader keypads, IOTA will coordinate with VA locksmith for installation of cores and keys.

1) Provide a list of new cores and staff assignment to assist VA Locksmith in making the cores and keys required and PIV access

Question: Will the government please provide us with the number of doors and total number of cores that we should plan so we can bid the proper number of hours to complete in our pricing and Basis of Estimate?

Answer: Please see new attachments (ATTACHMENT W-MH SF plan and ATTACHMENT X-FFE IF series Pages from VA Tampa IFC-Drawings).

2) 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.

Question: Can you please provide a complete sample of expected key plan and access control plan as a template?

Answer: Please see new attachments (ATTACHMENT W-MH SF plan and ATTACHMENT X-FFE IF series Pages from VA Tampa IFC-Drawings).

Security drawings will be provided at award.

3) Coordinate with GC or VA for install of cores per plan.

Question: When you say coordinate with the GC for the installation of the cores what are you looking for specifically?

Answer: Coordinate plan with GC and Locksmith, validation.

10. In the pricing for warehouse, do you want us to list the square footage we are providing or just the monthly rent?

Answer: Pricing for warehouse is a fixed price that includes all labor, provision of the warehouse, insurance, transportation and logistical services and material handling equipment for the entire period of performance per the CLIN. Contractor to determine size requirements based on equipment list.

11. Will any IT equipment be stored in our warehouse? If yes, what is the requirement? What dollar amount of IT will be stored in the warehouse so we can price and provide adequate insurance pricing in our bid?

Answer: Storage of New/ no internal data, IT equipment (PCs, monitors, phones, peripherals) must be in a separate, designated and locked fenced area within warehouse.

12. Will any CC items be stored in our warehouse?

Answer: No

13. Section 17.2 Warehousing and Warehouse Management Services under warehouse requirement second bullet, “Identify items that will need to be warehoused and/or determine warehousing requirements”. When you say identify the items that need to be warehoused do you want a list with our bid of these items?

Answer: No

14. Section 17.1 Acquisition Package Development page 22, “The contractor shall submit the VA Form 2237 requests”, this function usually done by VA personnel (Either SCM or CPO). Are you sure contractor is doing this function?

Answer: Contractor will be assisting in the process. Section 17.1 of the PWS has been updated.

15. Section 16.4 Acquisition Planning Services – page 19 item 7 states SCM Acquisition Utilization Specialist will upload the acquisition plan in FORCE (automated system) and notify the requestor of the submission while Section 17.1 page 22 states, “The Contractor will upload all package documents produced as required by this section to the contracting office via FORCE”-which one is correct?

Answer: The contractor will upload the documents. Section 16.4 of the PWS has been updated.