Vendor Questions San Diego CLC_FMV.pdf

San Diego SCI/CLC – Vendor Questions

Solicitation 36C77622Q0237

1. Question: Is the relocation of the current SCI beds in bldg. 11 part of this contract to make swing space as described in the background information 3.0? If it is part of the scope, can you please identify the complete equipment list we need to include in our pricing bid to relocate and where this equipment will be relocated?

Answer: Not part of the scope

2. Question: Will the relocation of the existing CLC beds be part of this contract that are currently on the 4th floor of the main hospital? If it is part of the scope, can you please identify the complete equipment list we need to include in our pricing bid to relocate and where this equipment will be relocated?

Answer: Not part of the scope. All beds will be new.

3. Question: Can we assume that the COR will upload to the govt share point site all the required IOT&A deliverable files provided by the IO Contractor until the IO PM has received their PIV card and VA share point access?

Answer: Should be ok but ensure IO staff needing PIV submits required documents for processing 7 days after contract award.

4. Question: At contract award will the IO Contractor be provided the latest version of the AE design in Revit to include all MEP and FF&E so that we can prepare for the user group meetings? We will not be able to meet with any users until we have these drawings and have time to review.

Answer: Latest version of AE Design to include all MEP and FF&E in CAD format only will be available after contract is awarded.

5. Question: Will construction and turnover of space be done by floor or the entire building? If by floor we need a schedule of those milestones dates as they will affect the acquisition plan and warehousing.

Answer: The entire building will be turned over as one.

6. Question: Please provide the following information

- Number of doors that will need cores installed

- Types and number of cores to be installed

- Will there be construction cores installed in all the doors prior to the new cores?

- Will we be provided with the correct core pullers for free by the general contractor? How many can we have? Will we have to document these cores?

Answer: Construction cores will be installed. VA locksmith will install the new cores.

7. Question: 16.2.6 Hard copies of drawings affixed to each room should be moved to the activation clin not during design – 17.4 optional task – it would not make sense to hang drawings during just prior to BOD. Please clarify “17.4 optional task – it would not make sense to hang drawings during just prior to BOD”.

Answer: Concur moving affixing drawings to each room during activation but electronic copies of drawings should be made available to VA as soon as update is complete.

8. Question: Should we assume all the IT assets will be stored in our warehouse?

Answer: Only phones and monitors.

9. Question: Will all the IT assets be stored for the entire project be delivered at one time?

Answer: no

10. Question: Do you know how long the IT assets will be stored in the warehouse?

Answer: IT assets will be deployed to the site as desks (surfaces) become ready. Timing will be coordinated with VA IT.

11. Question: Will we be responsible to relocate any staff or contents if so can you please provide the information necessary to include in our bid – number of staff – current locations of staff to be relocated – any other contents that will need to be relocated like files or other collateral?

Answer: Yes, relocation is included in the scope. A move matrix (from and to list) will be provided but we are hoping IO’s transition service will validate this information. SCI = 109 staff, CLC = 51, Total = 160.

12. Question: Some of the deliverables that are requested to be provided throughout the project are tied to CLINS that end before the project does- how would you like us to handle this? CLIN 0002 which has a current POP ending on 7/31/2023.

Answer: Maintenance and updating are part of Project Management Services - Reference PWS Page 13 under “PWS Deliverable Updates” heading.

13. Question: The construction schedule attachment (L) shows BOD November 3,2024. The PWS estimates that first day of clinical services to be November 3,2024. Can you provide an updated schedule to allow for the outfitting of the new space after construction completion?

Answer: Current construction completion is March 14, 2024. Tentative BOD/outfitting/Activation starts March 15, 2024.

14. Question: Does the warehouse need to have work benches or tables to conduct the testing and assembly of the equipment done by VA BMET?

Answer: testing is also within scope, ref: 17.4. Will the IO provide their benches to perform the tests? If so, please add 1 or 2 of the same benches for the VA BMET

15. Question: Will the VA provide workspace for the IOT Contractor Team During the planning phase of the project?

Answer: No. Engineering Service has a shared conference room that can be reserved ahead of time. This can be used as temp working space to prepare for any onsite meetings/site visits.

16. Question: The deliverable schedule 16.2.11 Submittal 1 (August 2022) and the contract expected to start on August 1, 2022, the timeline does not allow contract kick-off meeting, review AE provided drawing, conduct user group meetings to allow time to do Submittal 1. Also

16.2.13 Submittal 3 (October 2023) is out of the timeline for CLIN 0002 Comprehensive Interior Design, FFE, and Space Planning Services – POP: 8/1/2022 – 7/31/2023. Does the Govt. plan to adjust the POP for CLIN 0002 to allow 3 submittals?

Answer: VA’s projected procurement packages completion and submittal to contracting is March 2023. We need to adjust submittals to #1 – Aug 2022, #2 – Nov 2022, #3 – Mar 2023. Submittals #1 and #2 can be adjusted but we need to meet the March 2023 schedule for #3.

17. Question: Under 16.2.4, Install cores per plan, the POP for CLIN 0002 Comprehensive Interior Design, FFE, and Space Planning Services – POP: 8/1/2022 – 7/31/2023; is this Govt. intention to have cores installed during construction?

Answer: Core “installation” will be removed from the scope.

18. Question: PWS states: Shall be certified by the International Certification Commission as Certified Biomedical Repair Technician (CBET) or certified as Medical Equipment/Maintenance Technician or Biomedical Equipment Technician (BMET) - Is graduation from a DoD BMET school comply with this requirement? (PWS Section 12 Key Personnel – BMET)

Answer: Yes, per PWS: “Approved equivalent military training may be accepted in lieu of Associate Degree in Biomedical Equipment Technology” but note that the 7 years of experience as BMET in healthcare facilities with inpatient capabilities is required.

Question: Is an associate degree in biomedical equipment repair in compliance with this requirement? (PWS Section 12 Key Personnel – BMET) Answer: Yes. Per PWS “Possess an Associate Degree or equivalent from an accredited College or University” but note that the 7 years of experience as BMET in healthcare facilities with inpatient capabilities is required.

19. Question: Will there be any patient movement required? If there is a requirement to move patients,

- How many patients are we moving?

- What is the originating location(s)?

- What other details can you provide about the patients we are moving?

Answer: No. VA staff will move patients.

20. Question: How much equipment is expected to be reused?

Answer: Minimal, currently just a C-arm. IO to validate.

21. Question: Since there are four key persons, could you please increase the page count from 8 to 11 for Key Personnel?

Answer: Please see revised Section E.2 Instructions to Offerors – Key Personnel. Page maximum has been revised to 12 pages.

22. Question: The PWS has first day of clinical services projected for November 03, 2024. The construction schedule is showing Beneficial Occupancy Date as 11/03/2024. Is the VA considering first patient day and BOD as one in the same?

Answer: First day of clinical services to be changed to tentative December 12, 2024 and Tentative BOD is 3/15/2024.

23. Question: There is no reference to Integrated Medical Information Technology (IM/IT) requirements for this project. Are there any expectations for the contractor to install/integrate IT systems, such as, medication distribution system, vital signs monitoring, anesthesia machines, computers, phones, etc. (Equipment Planning) Answer: Integration of IM/IT equipment is not in scope. Only scope related to IM/IT is validation and update of room x room list, cutsheets, procurement packages, testing, calibration, tagging and moving from warehouse to new facility.

24. Question: No IT infrastructure equipment is listed in the Project Contents list (i.e., A0900, A0901, A0902, A0903, A0904, A0905, A0906, A0908, A0910, A0911, A0912, A0913, A0914, A0915, A0920, A0925). Is the communications room equipment to be procured by the GC?

(Attachment C – Project Content List) Answer: yes, GC

25. Question: Will Medical Records be relocated? If so, what is the estimated linear feet of files to be relocated?

Answer: yes CLC has about 30 records, SCI has 25 .

26. Question: Will the IOT&A contractor be tasked with disposal of non-reused FF&E?

Answer: No

27. Question: The PWS states, “Develop Master Key plan to include door/furniture cores and electronic and mechanical access control devices.” 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? (PWS pg 15, deliverable 16.2.4 Master Key Plan) Answer: Yes, in coordination with the VA Police, Engineering, and locksmith.

28. Question: Will the VA need our BMETs to test equipment when installed or will the clinic biomedical staff do this? (PWS pg 24 section 17.4) Answer: IO BMET will test equipment prior to installation.

29. Question: How many contractors will be authorized to receive a PIV card to maintain the SharePoint site? (PWS pg 12, deliverable 16.1.10 SharePoint Site) Answer: 3 total, including the BMET.

30. Question: Solicitation section B.2 Price/Cost Schedule lists ODCs as JB (same as Travel), however contractors are required to provide ODCs with our price. Will B.2 be updated to change the “JB” designation for ODCs?

Answer: JB means Job and is not billed as a monthly unit price.

31. Question: Attachment O – Pricing Worksheet includes cells for entering ODCs for Base and Options that are all in the same column (i.e. the Option ODCs are not aligned under the Option price column). Is the contractor to update the Pricing Worksheet to align the ODCs with the correct column or will the government issue an updated Attachment O – Pricing Worksheet?

Answer: ODCs are to be priced at the bottom of the Pricing Worksheet under ODCs (Description)

32. Question: PWS, Section 16.2 identifies 16.2.9 Mock-up services as Not Applicable, however section 18 Deliverable schedule includes 16.2.9 Mock-up Services noted as due 6 months after award and maintained throughout. Please confirm mock-up services are not required.

Answer: Mockup services will not be required.

33. Question: Please clarify the level of expectations for 3D renderings. Please provide an estimated number of spaces within the project that must be rendered and a list of elements that should be illustrated in each rendering in terms of FF&E and structural finishes. (i.e. is contractor responsible for furniture & equipment only, or does this include rendering lighting, casework, floor/wall/ceiling finishes, etc.)?

Answer: Only the room typicals and only include furniture and equipment.

34. Question: Attachment L – Construction Schedule: Can the government confirm the dates are correct which identify Construction Completion March 2024, but Beneficial Occupancy Date in November 2024?

Answer: For the purposes of this contract only, BOD will be changed to 3/15/24. Please see revised PWS.

35. Question: Can the government provide the planned Day 1/First Patient?

Answer: December 12, 2024, tentatively.

36. Question: Is there a specific duration (number of months) post-first patient day that the contractor is required to provide post occupancy services?

Answer: Tentatively 14 days

37. Question: Can the government confirm if the General Contractor will turn the building over in phases?

Answer: Building will be received as one, not in phases.

38. Question: Where will BMET equipment safety checks be taking place for the new equipment and reuse equipment? (i.e. Warehouse, 1 room location onsite the new facility, or in each room the equipment is designated to be) Answer: Only in the new facility, rm 1B126

39. Question: Is there a dock at the new facility? If so, is it a standard heigh dock?

Answer: Yes, located in the main building.

40. Question: Is there room at the new dock to place a 4 yard dumpster for debris removal?

41. Question: Is there a large enough laydown area to bring in trucks of new equipment onsite?

Answer: Yes, but must be coordinated with the VA

42. Question: How many pieces of reuse equipment are estimated to be relocated? Will this include any types of furniture? (i.e. Desks, file cabinets, book cases, etc.)

Answer: Minimal equipment. No reuse desk or furniture.

43. Question: Is any IT equipment relocating to the new facility? If so, can the government provide the list of these items?

Answer: Only new equipment (phones, printers, and monitors only) from the warehouse.

Estimate should be in the room x room or project contents list.

44. Question: How many estimated linear feet of files (total) are there to be relocated?

Answer: 100SF est.

45. Question: Attachments C.1, C.2, C.3: These room contents lists do not include Department Name or Acq Code, and many have missing Room Function. Can the government provide updated room contents lists that include Department Name, Acq Code and Room Function?

Answer: See attached

46. Question: Attachments C.1, C.2, C.3: These room contents lists have some missing JSNs and Item Names. Can the government provide updated room contents list with the missing JSNs and Item Names?

Answer: See attached. Any missing JSN’s can be filled in during the validation.

47. Question: PWS, section 17.4 identifies “Contractor to support VA Biomedical Engineering personnel with inspection…biomed checks/testing to be performed by the Government””. BMET is identified as a key personnel position – can the government clarify the role of the contractor’s BMET as a key personnel? (if the government is responsible to perform equipment acceptance testing, is the requirement for a BMET as key personnel correct?)

Answer: BMET is a key personnel. Please read the PWS in its entirety. There may be equipment that ONLY government is allowed to check/test. Those will be identified after award. Contract BMET will conduct acceptance, testing, installation, and VistA entry as needed. Also critical in the verification of equipment specs/salient features during user reviews and procurement package development.

48. Question: In order to explain effectively, we are requesting to provide additional pages for the technical submission.

Reference: Technical Submission - maximum 12 pages Answer: Technical Submission is 12 pages maximum

49. Question: Instead of providing a completed copy of the representations and certifications, we are requesting to provide a statement certifying that the offeror’s representations and certifications are completed and current on SAM.GOV.

Reference: Other Requested Submittal -b)A completed copy of the offeror’s representations and certifications (see FAR 52.212-3(b) or System for Award Management print out of updated Reps and Certs.)

Answer: Please provide a completed copy of the representatives and certifications, as required in Section E.2(F)5 – Other Requested Submittals.

50. Question: The SOW references First Patient Day as November 3, 2024, but the Construction Schedule references Beneficial Occupancy Date for November 3, 2024. Is there an updated Construction schedule for corrected BOD?

Reference: Pg2: 1.0 Objective: Paragraph 1, Sentence 2, First Day of Clinical Services Answer: First patient day is tentatively December 12, 2024. Tentative BOD is 3/15/2024.

51. Question: In the narrative, page 16 says that Mock-up Services are Not Applicable but on page 26 under deliverables, it says they're due within 6 months. Will Mock-Up Services be included in the deliverables?

Reference: Pg 16 & Pg 26: 16.2.9 Mock-up Services Answer: Mock-up is not required

52. Question: The Deliverables Schedules ask for the first submission of Submittal 1 in August of 2022 but the PoP for CLIN 2 begins on August 1st. We need at least three months to put together the first Submittal, can Submittal 1 be extended to November 2022?

Reference: Pg.16: 16.2.11 Submittal 1 (Aug 2022) Answer: VA’s projected procurement packages completion and submittal to contracting is March 2023. We need to adjust submittals to #1 – Oct 2022, #2 – Dec 2022, #3 – Mar 2023. Submittals #1 and #2 can be further adjusted but we need to meet the March 2023 schedule for submittal #3.

53. Question: What is the award date?

Answer: Award date is currently ESTIMATED for August 1, 2022. This may vary.

54. Question: How many Departments are relocating?

Answer: CLC and SCI

55. Question: Will our BMET be required to perform calibration services, or will they only be providing support to the VA BMET?

Answer: Contract BMET will perform calibration services. See PWS

56. Question: Will the contractor be required to submit packages in SEPG and EER?

Reference: 17.1 Acquisition Packages Development

57. Question: Will the contractor be responsible for uploading packages into FORCE?

Reference: 17.1 Acquisition Packages Development

58. Question: The PWS states the relocation services to start 2 weeks after award but the CLIN PoP states a beginning date of 9.1.24 and the BOD date on the construction schedule is 11.3.24. Will CLIN 0009 shift to the right based on the stated BOD of 11.3.24?

Reference: Pg. 27: 17.3.1 Relocation Services Answer: CLIN 0009 will be shifted based on the new tentative BOD of 3/15/2024.

59. Question: The PWS states the Post Occupancy and Project Close-Out Report be completed one week prior to First Patient Day. However, we will need to have everything completed and approved by the government, as well as some work time to complete the closeout report. Can we get an updated due date for Pr Close-Out Report?

Reference: Pg. 27: 17.4.2 Post Occupancy and Project Close-Out Report Answer: Ok with 30 days from opening.

60. Question: Will the contractor execute any moves/relocations of patients from current Bldg 11 SCI space to new SCI space?

Reference: 4.0 Scope " transitioning the staff and Veterans/patients associated with the project."

61. Question: Will the contractor plan any patient moves/relocations from Main Bldg 1. CLC to new CLC space?

Reference: 4.0 Scope " transitioning the staff and Veterans/patients associated with the project."

Answer: Only staff. Not the patients.

62. Question: Will the same tasks outlined in the PWS be required to be completed for the conversion of the old spaces in Bld.1 from CLC to the new Med/Surg Unit? Will ConOps for new med/surg operations, transition plan, training, reuse planning/ relocation, etc. be required?

(Understanding that all tasks, including CONOPS, Transition Planning, and Relocation Services apply to the Transition from current spaces in Bldg. 11 and Bldg. 1 to newly constructed spaces) Reference: 16.1.6 Transition Plan; 16.3 ConOps; 17.3 Relocation of Reuse and Personnel Files;

17.4 Activation Services and Post Occupancy Support; 17.5 Staff Training and Orientation

63. Question: Can the square footage of the project be clarified? Not noted in PWS Reference: 3.0 Background Answer: 4-story, 197,000 SF

64. Question: Confirm that the BMET, Senior Transition Planner, and Interior Designer requirements are all a minimum of 7 years?

Reference: Key Personnel requirements 12.0 PWS

Answer: Confirmed for BMET and Senior Transition Planner. For Interior Designer, it can be modified to (5) years of design experience in which at least three (3) of those years are experience in interior design for medical facilities with inpatient capabilities.

65. Question: Please provide clarification and define what the government is looking for on the BMET requirement that states "equivalent military training" Reference: Key Personnel requirements 12.0 PWS Answer: Approved equivalent military training may be accepted in lieu of Associate Degree in Biomedical Equipment Technology.

66. Question: Can the government please provide the physical address for both the legacy and new facility?

Reference: 3.0 Background Answer: 3350 la Jolla Village Drive, San Diego CA 92161

67. Question: When will the government provide the "Move Matrix" identified in the deliverable requirements? Confirm this is a different document than the provided Attachment Q Move Plan.

Reference: 16.1.6 Transition Plan Answer: Move Matrix is in progress but yes, move plan is different from the move matrix.

68. Question: For planning purposes, what is the estimated amount of time it will take to gain approval for access to the government SharePoint Site?

Reference: 16.1 Government Provided Share Site for Information Sharing Answer: Roughly 2-4 wks including issuance of PIV card , after all required documents are submitted

69. Question: Can the distance of 10-15 miles from the old and new facility be increased to allow broader opportunities?

Reference: 17.2 Warehousing and Warehousing Management Services, Warehouse Requirements Answer: No. VA Supply Chain Management, BMETs and IT staff intend to be travelling back and forth once commodities start arriving through activation.

70. Question: Please clarify “Please note that Government acceptance of items delivered to the warehouse must be done by Government personnel." The government will accept items upon installation in the facility and not in the warehouse, correct?

Reference: 17.2 Warehousing and Warehousing Management Services

Answer: To clarify, VA Supply Chain Management is required to accept commodities they ordered once received/delivered whether at the warehouse or onsite to close out their order.

71. Question: Will the files being relocated contain any PII or HIPPA files?

Reference: 17.3 Relocation of Reuse and Personnel Files Answer: Yes https://maps.google.com/?q=3350+la+Jolla+Village+Drive,++%0D%0A+%0D%0A+San+Diego+CA+92161&entry=gmail&source=g https://maps.google.com/?q=3350+la+Jolla+Village+Drive,++%0D%0A+%0D%0A+San+Diego+CA+92161&entry=gmail&source=g

72. Question: "Contractor to oversee furniture and artwork vendors with placement and installation." Can the government provide more detail relative to their intent with "oversee"?

Reference: 17.4 Activation Services and Post Occupancy Support Answer: “Oversee” refers to coordination and working with vendors and ensuring placement and installation are in accordance with the plan.

73. Question: Can the government provide information on the types and numbers of loading docks at the legacy facilities and the new facility?

Reference: 17.3 Relocation of Reuse and Personnel Files Answer: There are no loading docks at the new facility. There is one standard 42” high at building 1, main facility, that could accommodate 4 trucks at one time. However, this loading dock is constantly in use with the daily operations of the facility so contractor use will have to be well coordinated with VA Supply Chain Staff.

74. Question: How many elevators and what types (cargo or passenger) elevators are available in the legacy facilities and the new facility for use by the IOT&A contractor?

Reference: 17.3 Relocation of Reuse and Personnel Files Answer: 2 service/cargo and 2 passenger elevators

75. Question: Will an updated Revit model be available as soon as the construction contract is awarded?

Reference: 16.2.6 FF&E Equipment Layouts Answer: Revit model will not be available. Only CAD. PWS will be updated to indicate Revit or similar program .

76. Question: Where will the CLC patients be located during the construction/relocation?

Answer: 4F of the new facility.

77. Question: Please expand on extent of “Post-move Clean-up” responsibility for IOT&A contractor?

Answer: primarily making sure that areas are left in the same condition prior to outfitting/move.

All rubbish, trash, packing materials, crates are to be removed from the site.

78. Question: May we conduct an introductory meeting with facility leadership for the affected staff?

Answer: This should be part of the kick-off meeting, post award.

79. Question: Will deliverables updates allow for added associated funding?

Answer: No, maintenance and updating are part of Project Management Services - Reference PWS Page 13 under “PWS Deliverable Updates” heading.

80. Question: Can the activation project manager have a minimum of 5 years’ experience in healthcare IOT&A services instead of 7?

Answer: No.

81. Question: For the certification for the Interior Designer, please spell out the acronym NDIQ/CID Answer: This should be corrected to NCIDQ/CID (National Council for Interior Design Qualification/Certification of Interior Designs)