S05 - Questions Answers - Canandaigua.docx

36C77622Q0268 Canandaigua Multi Phase IOT&A Services Solicitation Questions & Answers

1. Reference: Interior Design, FF&E, and Space Planning Services 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.?

Answer: This work will be done by the VA team.

2. Reference: Interior Design, FF&E, and Space Planning Services Question: Is there a requirement for an equipment planner to hold weekly or biweekly update calls with biomed and OIT personnel in order to migrate and integrate networked medical and non-medical systems/servers?

Answer: Yes, bi-weekly calls closer to installation may be required to assure that biomed and OIT are addressing any specific equipment needs.

3. References: Attachment R1 – FFE List for Building 1 & Attachment R2 – FFE List for Building Question: Can we receive a copy of the FFE list for building 1 with the JSNs included? Can we receive a copy of the FFE list for building 3 with the JSNs included?

Answer: List that were prepared by contract during design did not include JSNs.

4. References: Attachments R1, R2, R3, and R4 FFE Lists Question: There is no network equipment listed on the FFE list. Is the general contractor going to be responsible for the telecommunication room equipment?

Answer: OIT will purchase and install network equipment. Contractor may need to assist will creating a list of non-OIT equipment and supplies to support installation.

5. References: Attachments R1, R2, R3, and R4 FFE Lists Question: Will the general contractor be required to provide server racks/cabinets for use in OIT network spaces?

Answer: Yes

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

Answer: There are no medical records to be relocated.

7. Reference: General Question Question: Is there an estimated amount of expendable supplies to be relocated?

Answer: The VA team will manage any expendable supplies.

8. Reference: General Question Question: What is the estimated reuse from any existing Facilities or does the VA have a list of equipment to be reused?

Answer: Very little will be reused. Intent is to purchase new FF&E

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

Answer: IOT&A contractor will not be tasked with disposal of any non-reused FF&E.

10. Reference: PWS pg. 15, deliverable 16.2.4 Master Key Plan 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?

Answer: The contractor will be asked to work with users to determine key plan detail by door. Construction contractor and VA team will install.

11. Reference: PWS pg. 24 section 16.4 Question: Will the VA need our BMETs to test equipment when installed or will the clinic biomedical staff do this?

Answer: Clinical biomedical staff will accomplish this.

12. Reference: PWS pg. 12, deliverable 16.1.10 SharePoint Site Question: How many contractors will be authorized to receive a PIV card to maintain the SharePoint site?

Answer: Any contractor who has a need for PIV access will be granted a PIV Card after proper security clearances.

13. Reference: RFP Letter Page 6 section B.2 Price/Cost Schedule Question: There is no CLIN for transition planning, although a Senior Transition Planner is required as Key Personnel and transition activities are included in 16.4 in the PWS. Will transition activities be expected to be included in CLIN002 and CLIN0003 Comprehensive Interior Design, FF&E, and Space Planning services?

Answer: The Transition Plan is a deliverable under Project Management. See Task 16.1 and Deliverable 16.1.6.

14. Reference: Page 15, Section 16.2.6 Question: On the FF&E layouts, the PWS states that red should be used for reuse, black for construction contractor provided/installed equipment and green for manufacturer installed equipment - there is no color specified for FF&E that is NOT installed by the manufacturer, what color should be used?

Answer: Determined by the Contractor and approved by the site COR

15. Reference: Page 20, Section 16.4 Question: If the government is manning and receiving the deliveries, are they also responsible for reporting/documenting any deficiencies/damages/etc. when deliveries are made to the warehouse?

Answer: Yes

16. Reference: RFP Letter, Page 5, Section B.2 Price/Cost Schedule Question: All the other services are broken down per building or phase except for Project Management Services. Does CLIN 0001 include project management services for all phases/buildings?

Answer: Yes. Project Management services covers all projects throughout all project schedules.

17. 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: Yes.

18. Question: Why not move transition planning requirements 16.1.6 to CONOPS and Transition Planning CLIN?

Answer: Because there is no CONOPS Task included in this PWS. Transition Planning deliverable is under Project Management support.

19. 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: All construction documents and drawings can be made available. Not necessarily in Revit.

20. Question: Is the current provided schedule of milestones accurate in Attachment B?

Answer: Attachment B is the latest schedules available.

21. Question: Can we assume that post award we can update the deliverable schedule to match what is possible based upon latest project schedule?

Answer: Yes, with approval of the COR

22. Question: I see no warehouse scope at all are you sure there is adequate space to store any new FF&E on site. Also, there is scope to deliver any new FF&E to the new facility from the warehouse. What warehouse are you speaking about in 16.4.1 Deliverable description?

Answer: On-site warehouse is available as well as alternative storage locations on-site. Delivery is from the Government provided warehouse.

23. Question: Where is this warehouse located onsite?

Answer: On-site at the Government’s facility located at 400 Fort Hill Avenue, Canandaigua NY 14424

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

Answer: There is no Contractor provided warehouse requirement in this PWS.

25. Question: Should we assume we will relocate the IT assets from the specified warehouse?

Answer: Yes

26. Question: Is there a list of reuse equipment that will need to be relocated?

Answer: There is no list as there is very little that will be reused.

27. Question: In the files R1-R4 the spreadsheets with the room contents lists R1 and R2 do not have any JSN’s which includes Building 1. Also is the coordination so the same JSN is used consistently throughout the phased project no matter what building? This can greatly affect the procurement packages. Has this been considered?

Answer: Contractor will need to determine JSN to establish constancy.

28. Phase 1 CLC Questions:

Noticed that there is only VV items shown for CLC Acquisition Code is this accurate?

No Artwork Is called out only a few random furniture call outs with no information in the room contents list? And no JSN’s for the furniture – Are we to do this during the design review meetings?

No reuse is that accurate?

Answer (s): Yes and Yes

29. Phase 1 Building 1 Questions: Attachment R1 There are no acquisition codes listed in the equipment list. Please provide in order to price.

There are no JSN’s listed but assuming you want to maintain consistency between all projects are you going to update and provide any prior to the award? Or are we going to develop during design phase?

No artwork or furniture listed anywhere in the spreadsheet 1 but shows on drawings. Is this in our scope or someone else? Please provide furniture list and JSNs?

Answer(s): There are no furniture lists or artwork lists available. This will need to be developed with user groups.

30. 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: VA will relocate staff and contents.

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

Answer: Yes, as needed.

31. Question: We will need the Revit model from the Architect to update everything and plan properly including the utilities, wall blocking, life safety equipment layers.

Answer: Construction documents are available, not necessarily in Revit.

32. Question: When will we receive these drawings to support the base year contract?

Answer: Can be provided at award.

33. Question: We noticed there are no JSN’s on the AE drawings except for building 9. Also, I see no room codes. Please make sure the Revit model we get will include this information or describe in the amendment what the updated scope will be please.

Answer: See previous response.

34. Question: Will we receive completed equipment lists for the other buildings that will start in the option year for design to include cat codes and jsn’s? Also, will we receive the Revit models for these buildings to include all MEP and life safety device locations?

Answer: See previous response.

35. Question: 16.2.9 Mockup Services – can we provide mockups that can be adjusted immediately in scale(live) to review multiple options can we provide alternative solution not using cardboard?

Answer: Mock-ups are to be built to scale and be adjustable.

36. Reference: Attachment R1, R2, R3, R4 FFE Lists for buildings Question: The included FF&E lists do not contain room codes or JSN's. Columns C and G are blank. Can this be provided?

Answer: See previous response.

37. Reference: PWS Pg. 36 Section 33.8 vs Pg. 25 Deliverables Table 33.8.1 Question: Pg. 36 of the PWS says the Quality Control Plan is due 30 days after contract award but Pg. 25, 33.8.1 in the deliverables table, it asks for submission at 14 days. Do we have 30 days to submit the Quality Control Plan or only 14 days?

Answer: 30 days. Page 25 of the PWS has been updated.

38. Reference: PWS Pg. 25 Deliverable 16.2.9 Questions: Mock-Up Services are only listed for Ph2 CLC. Does the government not require Mock-Up Services for the following: PH1 BLDG1, PH2 BLDG9 DOM, PH2 BLDG3?

Answer: To scale mock-ups are only required for CLC.

39. Reference: Solicitation Pg. 5, CLIN 0002 & 0003 comparison to PWS Deliverables Table Pg. 25, 16.2.9 Question: The Solicitation only has 6 months for CLIN 0002 & 0003 but typically Mock-Ups are done by the Design team. Can this CLIN 0002 & 0003 be extended longer than 6 months or should the mock-ups be done prior to the six-month PoP end?

Answer: Mock-ups should be done within 6 months, as indicated.

40. Reference: PWS Pg. 26, 16.4.1 Question: The PWS Deliverables Table asks for the Activation, Installation, Transition & Relocation Plan & Implementation weekly. Is there a first submission due date for this deliverable in which the government will have a review period before we submit the final and then resubmit weekly?

Answer: For weekly deliverables, the Government will have 5 business days to review the first submission.

41. Reference: PWS Pg. 20, 16.4, Paragraph 4 Question: Is there a first submission due date for the Delivery, Installation, Testing & Acceptance Plan?

Answer: Weekly, after the effective date of the award of the optional task.

42. Reference: PWS Pg. 27, 16.4.2 Question: The PWS Deliverables Table asks for the Post Occupancy & Project Close Out Report to be submitted one week prior to day one. Our team needs time after First Patient Day to close out this project. Can this due date be extended to FPD+ 30 days?

Answer: Deliverable due date has been updated to “30 days Post occupancy”

43. Reference: Canandaigua Activation Project Timelines Question: Phase 1 Bldg. 1 Activation on the timeline matches the CLIN 0010 to begin January 1, 2024 - 1 month before BOD. This is the only Activation like this in the project. The other three begin on BOD. Is this meant to be one month before BOD?

Answer: CLIN0010 is an Optional Task and will be exercised at the time of need according to the updated project schedule.

44. Reference: Canandaigua Activation Project Timelines Question: Phase 2 Bldg. 3 and Phase 2 DOM Estimates Activation to begin October 1, but in CLINS 0014 and 0015 (respectively), they begin on 11.1.24. Are these meant to start on BOD or one month prior?

Answer: Optional Task and will be exercised at the time of need according to the updated project schedule.

45. Reference: Canandaigua Activation Project Timelines Question: Phase 2 CLC is scheduled to be complete before Ph1 Bldg1. Is this correct?

Answer: Yes

46. Reference: PWS 16.3 Page 18 Question: Will the contractor be responsible for uploading documents into SEPG & EER?

Answer: Contractor will “Assist with gathering all documents to be uploaded into SEPG & EER”. Government personnel will upload.

47. References: 16.1.5 Risk Management Plan and Log (Attachment E), 16.1.7 Integrated Move Plan (Attachment F), 16.1.8 Change Management Plan and Log (Attachment G), 16.1.9 WBS (Attachment H), 16.3.1 Room Contents and Acquisition Plan (Attachment L) Question: The attached documents differ from the PWS. Is Attachment E the Contract Staff Roster? Attachment F the RMP and Log? Attachments show the IMP as Attachment G. Attachments show the CMP as Attachment H. Attachments show the WBS as Attachment S. Attachments show the Room Contents & Acq Plan as Attachment K.

Answer: Attachment E is the Risk Management Plan and Register Template. Contract Staff Roster is Attachment D. Attachment F is the Integrated Move Plan. Attachment G is the change Management Plan and Attachment H is the WBS Template. Confirmed all attachments match the PWS and the Sam.Gov posting.

48. Reference: 16.1.10, SharePoint Site Question: Once Government PIV cards are issued, how long does it typically take for this VA facility to provide access to their SharePoint Site for Contractor use?

Answer: Depends on VSC security workload and responsiveness of the Contractor

49. Reference: 16.1.11, Meeting Minutes and Meeting Agendas Question: Are "days" intended to be business days or calendar days?

Answer: Business.

50. Reference: 16.1.12, PWS Deliverable Updates Question: For planning/scheduling purposes, does completed mean submitted for government review and approval or actual final approval?

Answer: Submitted means submitted for Government review.

51. Reference: 16.2.6, FF&E Layouts Question: How many hard copies of the documents is the VA desiring to have provided to them?

Answer: 3

52. Reference: 16.2.5, Room-by-Room Master Equipment and Furniture List (MEL) Question: The equipment list does not contain any reuse nor is reuse called out in the narrative as a specific task, but it is referenced in this deliverable. Given this, is the Contractor expected to conduct an inventory as part of this contract or will the Government provide a Reuse equipment list?

Answer: There is not a reuse equipment list.

53. Reference: 3.0, Background Question: Can the Government provide the following information: How many CLC Small Houses will there be?

Answer: Eight small houses are under contract currently with two more possible in the future (separate contract).

54. Reference: 3.0, Background Question: Can the Government provide the following information: How many Square Feet is the Community Building?

Answer: 22,750 sq ft

55. Reference: 3.0, Background Question: Can the Government provide the following information: What is the approximate distance between the CLC Houses?

Answer: All CLC houses are connected by internal walkways.

56. Reference: 3.0, Background Question: Can the Government provide the following information: How wide are the door openings to the CLC Houses?

Answer: Door widths are as follows: Corridors are 4’, Public Entry is 3’8”, Room entry is 4’, Resident bathrooms are 3’, Bathing Suite is 4’

57. Reference: 3.0, Background Question: Can the Government provide the following information: Are the CLC Houses single level?

Answer: Yes, single level

58. Reference: 9.0, Location and Hours of Work—Warehouse Question: PWS states "Government provided warehouse is located on-site." How many square feet is available in the warehouse?

Answer: Approximately 3000 sq. ft.

59. Reference: 9.0, Location and Hours of Work—Warehouse Question: "Government provided warehouse is located on-site." Will the Contractor have sole use of the warehouse and, if not, will the space allocate the Contractor separate space? Is there any securable space available?

Answer: Warehouse will be shared use. The government will provide additional space as needed for the contractor.

60. Reference: 9.0, Location and Hours of Work—Warehouse Question: "Government provided warehouse is located on-site." Does the warehouse have a loading dock with levelers or is it ground level access?

Answer: Loading docks with levelers are available.

61. Reference: 9.0, Location and Hours of Work—Warehouse Question: "Government provided warehouse is located on-site." Is there a requirement for insurance of the stored commodities since this is a government owned and provided facility?

Answer: No requirement for Contractor to provide insurance.

62. Reference: 9.0, Location and Hours of Work—Warehouse Question: "Government provided warehouse is located on-site." Will the Contractor to be able to access and work in the warehouse after normal business hours during the week and during weekends if necessary?

Answer: Off-hours work will be scheduled and accompanied by VA personnel.

63. Reference: 3.0, Background Question: What is the physical address of the warehouse? What is the physical address Bldg. 1; Bldg. 9; and Bldg. 3?

Answer: 400 Fort Hill Avenue Canandaigua, NY 14542

64. Reference: 3.0, Background & 9.0, Location and Hours of Work—Warehouse Question: Do Bldgs. 1, 9, and 3 have loading docks with levelers or are they ground level?

Answer: Ground level access.

65. Reference: 16.2, Interior Design, FF&E, and Space Planning Services & 16.2.9 Mock-up services and Mock-up Report Question: Can the Government please provide their definition for complex spaces and, relative to mockups, what types/number of complex spaces they minimally expect per project?

Answer: Mock-ups are only required for the CLC, not all other projects. Complex spaces in the CLC project would include a typical patient room and an exam room in the Community Building.

66. Reference: 16.3, Acquisition Planning and Acquisition Package Development Question: Is the Contractor expected to provide "up to 10 long lead time item packages" per project or for the whole program?

Answer: For each project.

67. Reference: 16.4, Activation Services and Post Occupancy Support Question: Does "at the room designated by the BMET…" referenced mean the Government BMET or is it the Contractor BMET?

Answer: Government

68. Reference: 16.4, Activation Services and Post Occupancy Support Question: Is the Government BMET or the Contractor BMET responsible for the testing, calibration, and certification of new (assuming there is no reuse) installed equipment?

Answer: Government

69. Reference: 18.1, Deliverable Schedule Question: Can the Government state whether the deliverable due dates are in business or calendar days?

Answer: Business

70. Reference: General Question: Since the solicitation does not provide any typical details regarding CONOPS and Transition of personnel, can the Government confirm that the Contractor is not responsible for any CONOPS nor the relocation of personnel, patients, professional materials, medical records, etc. into the newly renovated spaces?

Answer: This is correct.

71. Reference: 16.2.6, FF&E Layouts Question: Will an updated Revit Model be available as soon as the contract is awarded?

Answer: No

72. Reference: 18.1, Deliverable Schedule Question: How many submittals will be required?

Answer: Per project as noted in the deliverable schedule.

73. Reference: 18.1, Deliverable Schedule Question: Are submittals required for each building, or will they be combined?

Answer: Per building, except Project Management deliverables – those deliverables include all buildings.

74. Reference: 16.2, Interior Design, FF&E, and Space Planning Services Question: Since the furniture IDIQ includes artwork, should the artwork be developed more conceptually in order for vendors to compete-- or is it preferred that a specific piece of art, frame, size, medium, etc. be detailed and specified?

Answer: Details to be coordinated with the government’s interior designer.

75. Question: Has a full-time Activation PM been assigned to this project?

Answer: If this question is in reference to a Government Activation PM, the answer is yes. That individual will also serve as the contract COR.

76. Reference: 9.0, Pg. 5 Question: The opening sentence indicates that the primary place of performance is at the government’s facility, with necessary work to be done off-site at the contractor’s facility. Does this mean that work being done by the IOT&A contractor is to be primarily on-site and by exception, off-site at the contractor’s facility?

Answer: The contractor is required to be onsite during activation activities and face to face meetings. All other work can be done offsite at the contractor’s location.

77. Reference: 9.0, Pg. 5 Question: Will space be available for contractor on-site?

Answer: Yes

78. Reference: 9.0, Pg. 5, Location and Hours of Work, second sentence Question: Should the proposing contractor determine and recommend in their technical submission the best times to be on-site during the planning and activation activities for each of the projects, or will this be determined at the contract kick-off meeting with the government?

Answer: It is up to the contractor to determine on-site needs. However, it is expected that contractors are onsite for activation activities.

79. Reference: 16.2, Pg. 13 Question: Is the Interior Design also completed?

Answer: Yes

80. Reference: 16.2.6, Pg. 15 Question: Reuse is mentioned but no reuse plan is required. Is this accurate beyond notation in RED in the Room-by Room MEL?

Answer: No reuse plan is required

81. Reference: 16.3, Pg. 16 Question: In awarding Acquisition Planning Services and Acquisition Package Development as “Optional Tasks”, does the government intend to award Acquisition Planning Services and Acquisition Package Development as a joint optional task at the same time?

Answer: yes.

82. Reference: 16.4.1, Pg. 21 Question: Will pallet jacks and forklifts be available to the contractor to facilitate this work?

Answer: In general, yes. Based on volume of activity, there may be a need for additional devices.

83. Reference: Solicitation, Pgs. 8 or 61 Question: CLIN 0007 QTY is 10; however, the POP covers 9 months. Which is correct?

Answer: Qty is 9 months (not 10). Updated Pricing Schedule is attached to this amendment. Vendors must use the updated pricing schedule with quote.

84. Reference: PWS, 9.0 Location and Hours of Work, Pg. 5 Question: What is the GSF of the on-site VA warehouse storage that is available for this project?

Answer: Approximately 3000 sq. ft.

85. Reference: PWS, 16.3 Acquisition Planning and Acquisition Package Development, Pg. 18 Question: PWS states “assist with gathering all documents to be uploaded into SEPG & EER”. Who is responsible for entering into SEPG/EER, the VA or IOT&A Contractor?

Answer: VA

86. Reference: PWS, 16.4 Activation Services and Post Occupancy Support, Pg. 21 Question: Is the IOT&A Contractor responsible for transportation of items from the on-site government-provided warehouse to the renovated/new sites? If so, what is the distance in miles?

Answer: Yes. IOT&A is responsible for transportation from the Government provided warehouse to the new sites. All locations are on-site.

87. Reference: PWS, 16.4 Activation Services and Post Occupancy Support, Pg.21 Question: Are IOT&A contractor BMETs responsible for acceptance inspections of medical equipment or will that be handled by VA BMETS?

Answer: VA BMETS

88. Reference: PWS, 16.4 Activation Services and Post Occupancy Support, Pg.21 Question: Are there loading docks at any of the buildings or will everything enter at ground level?

Answer: Ground level