S05- Long Beach Questions.pdf

Long Beach Questions

1. 15.1.7 Page 11- The contractor must use the government provided WBS – are we able to modify this to support the current scope of work and concurrent projects?

Answer: Yes, the WBS provided is an example and should be created by the vendor to fit the projects.

2. There are no acquisition category codes on any of the Attach G1 and G2 FF&E lists. Can you please update so we can understand what is provided by the general contractor (CC) the any Reuse (R) etc.?

Answer: All items from the general contractor are already installed into the new buildings and are not included in the attached list. Additionally, there are 6 each defibrillators for reuse for Mental Health Inpatient and outpatient buildings.

3. Are we to take a complete inventory of all facilities to create a potential reuse list to provide to the government or does the government want to provide us the current Logistics inventory so we can evaluate and make recommendations?

Answer: No. This task is not the responsibility of the IOT&A contractor. Reuse list consists of 6 defibrillators, these will be relocated from the current buildings to the new buildings. All of these buildings are located on the same campus.

4. Is the government going to use the mandated VA Furniture IDIQ for all furniture? If yes is it not a requirement to have the furniture vendor warehouse all the furniture?

Answer: Yes. The furniture vendor only stores the furniture for 30 Days per the Furniture IDIQ contract. Due to various delivery and installation dates, storage may be needed for some furniture and items for a longer time which exceeds the 30 day of the Furniture IDIQ and will require IOT&A contractor warehousing.

5. Why does the PWS include all the storage of furniture? If so, please provide a list of furniture that will need to be stored in the warehouse so we can determine size of warehouse needed?

Answer: See answer to question 4.

6. There is not acquisition support in the PWS so please provide a list of FF&E that will be stored in our warehouse so we can determine the size and scope of this effort?

Answer: See FF&E list for all items to be stored in the IOT&A warehouse excluding the modular workstations.

7. Please provide dates where will be needed since the IOTA contractor is not developing the packages or schedules for delivery to warehouse?

Answer: Deliveries will start in early FY23. Awarded packages will be shared at Kickoff meeting and beyond. Period of performance per the PWS, the warehouse CLIN 0003 is estimated to begin 8-1-2022 (contract award).

8. Since there is no design or space planning CLIN can we assume the design for all buildings has been completed and approved and there are no more changes to occur?

Answer: The design and space planning has been completed. Final floor plans and FF&E list will be distributed at the Kickoff meeting.

9. Are we to assume the government has determined the design will not change and all utilities are in proper locations to support the design?

Answer: Yes, that is correct.

10. Should we assume no design user group meetings at all?

Answer: Correct. Only user-group meeting would as be held needed for the transition plan /day in the life.

11. Page 20 of PWS states below: - please provide the list that the IO contractor will install so we can provide pricing otherwise how can the government evaluate proposals and this is a firm fixed priced contract. Or can the government modify the PWS to include a template to be completed showing what the IOTA contractor will install and what others will install?

Answer: See FF&E

12. Page 19 bottom of page- I am confused if the VA did the packages and awarded the contract would that not be part of the scope? How is it the responsibility of the IOTA contractor unless installation was not part of the furniture contract? If installation is part of the IOTA contact, please provide the manufacturer of the awarded furniture so that we can get certified installation quotes.

Answer: Installation is not part of the furniture procurement awards. See FF&E for manufacturer/product detail.

13. Since no reuse has been identified will the government modify the contract once it is determined what the final scope will be for the relocation of reuse?

Answer: see answer to question #3

14. Can the government confirm the drawings are 100% accurate and the IOTA contractor is not responsible for any errors or omissions to these drawings?

Answer: Yes

15. If we have to modify drawings in any way will the government provide us drawings in electronic format either AutoCad or Revit?

Answer: CAD cam be provided. Modifications can be made by either the VA or IOT&A.

16. If there is reuse identified that will need to be relocated who will update the drawings? Who will modify the procurement packages?

17. In the PWS (15.4) it states the PM must be onsite fulltime during all installation activities – we need to price this upfront, but the only activation schedule shows from 9/22 – 5/23 for MH

Clinic (Attachment P). Does this mean the government wants us to price having the Activation PM or approved by COR representative onsite fulltime for those 7 months?

Answer: There must be an IOT&A person on site at all times during the activation phases, so no activation activities/responsibilities fall back on the government team. There are two activation periods: MHOP/MHIP 9/22 – 5/23 and CLC 6/23-11/23.

18. Since the IOTA contractor BMET is to perform all safety, function, and operational tests on any equipment will the VA allow our BMET to utilize existing testing equipment otherwise we will have to provide all testing equipment ourselves?

Answer: No, the BMET will need to use their own testing equipment to perform electrical/safety/operational checks.

19. Acquisition Schedule and Lead Times: How can we be responsible for something we did not create – this information should already be available? What is the IOTA contractor scope for this task?

Answer: Per section 15.1 “Acquisition schedule and lead times” already exists. Activation contractor to update and maintain if changes occur.

20. Please identify how much existing equipment is planned for reuse according to the existing Equipment Reuse and Disposal Plan for the Mental Health Inpatient/Outpatient Buildings and for the CLC. Identifying quantities to be reused and relocated will allow us to better estimate cost associated with the relocation portion of the Scope of Work. Al alternative request would be to provide a copy of the existing Equipment Reuse and Disposal Plans.

21. Section 15.1, Page 12 of the PWS references a government provided SharePoint site in the middle of the page and a contractor provided SharePoint site at the bottom of the page. Will the IOT&A contractor need to provide a SharePoint site for this project or upload information to the government’s SharePoint site?

Answer: The only official site is the Government provided SharePoint site. The PWS section 15.1 has been updated.

22. Section 15.3, Page 15, paragraph 3 of the PWS says, “The warehouse must be centralized no further than 10 Miles from the VHA Long Beach campus (or as otherwise agreed to by the Government POC).” Can that distance be changed to 20 miles from the VHA Long Beach campus?

Answer: Section 15.3 also states: “(or as otherwise agreed to by the Government POC)”.

Location is flexible, however needs to be reasonable with in 20 to 30 minutes of commuter time from the VA Long Beach Campus.

23. Section 17.1, Page 24, Deliverables 15.2.1a, 15.2.2a, and 15.2.3a of the PWS say that the Micro CONOPS, Transition CONOPS, and General CONOPS for the mental Health Inpatient and Outpatient clinics are required 60 days after contract effective date. Can that requirement date be changed to 120 days before Day 1 to allow time for end user engagement and development of comprehensive CONOPs/plans that will provide increased benefit to the VHA Long Beach staff?

Answer: Draft CONOPs are due 60 days after contract award, to be updated and maintained throughout the remainder of the contract (under PM Support). However, after award and with agreement of the COR, a modification to update the PWS with realistic due dates will be discussed.

24. Section 17.1, Page 24, Deliverables 15.2.1b, 15.2.2b, and 15.2.3b of the PWS say that the Micro CONOPS, Transition CONOPS, and General CONOPS for the CLC are required 5 months after contract effective date. Can that requirement date be changed to 120 days before Day 1 to allow time for end user engagement and development of comprehensive CONOPs/plans that will provide increased benefit to the VHA Long Beach staff?

Answer: See answer to question number 23.

25. Attachments G1 & G2 FFE Lists: There is no network equipment listed on the FFE list. Is the general contractor going to be responsible for the telecommunication room equipment? Will the general contractor be required to provide server racks/cabinets for use in OIT network spaces?

Answer: VA is responsible for the telecommunication room equipment. The general contractor is providing server racks/cabinets for OIT network use.

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

Answer: Yes, Medical Records will be relocated from the Mental Health Inpatient and Outpatient. An additional 700 linear square feet will need to be relocated to the new building from the current buildings. Both buildings are located on the same campus. (This is in addition to the linear box count provided in the PWS). PWS section 15.4 has been updated.

27. Is there an estimated amount of expendable supplies to be relocated?

Answer: The estimated number of expendable supplies is 990 moving boxes that will need to be relocated from the existing building to the new building. (This is in addition to the linear box count provided in the PWS). PWS section 15.4 has been updated.

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

29. PWS page 17 section 15.4: Will the VA need our BMETs to test equipment when installed or will the clinic biomedical staff do this?

Answer: Yes, the BMETs will need to test equipment when it’s installed. Prior to testing networked equipment, BMET would need to send VA Long Beach Biomed a list of all network information to include Manufacturer, Model, Serial Number, MAC Address (if not provided by the original manufacturer), and Wall Port Number. VA Long Beach Biomed will assign an IP address for each device, work with IT to get it placed on the network, and then send the information back to the BMET to configure and test. VA Form for Biomed IP Request will be provided at kick-off meeting.

30. PWS pg 23, deliverables 15.1.9a and 15.1.9b Gov. Provided SharePoint Site: How many contractors will be authorized to receive a PIV card to maintain the SharePoint site.

Answer: There is no set number. Contractors authorized to receive a PIV will be determined on the need for access to the Government provided SharePoint site.

31. PWS Page 15, Section 15.3: The PWS states that Contractor must be on-site at warehouse to accept, inspect, and log all deliveries. This section also states that Government acceptance of items delivered to the warehouse must be done by Government personnel. Is the contractor to report deliveries to the government, who will then inspect the items for acceptance after the contractor has accepted them?

Answer: Official acceptance must be done by a government employee. However, contractor will receive, inspect and log all deliveries into the warehouse for the Government employee to inspect and except for payment of vendor invoices.

32. Solicitation, B.2 Price/Cost Schedule, page 5 of 58. Question: What is the correct quantity and POP for CLIN 0002?

Answer: 5 Months. The corrected POP for CLIN 002 is 08/01/2022 – 12/31/2022.

33. PWS 15.3 Warehousing and Warehousing Management Services, page 15 PWS States: Contractor is responsible for installation of furniture items found in Attachment G1 MHOP FFE, G2 MHIN FFE and G3 CLC FFE, to include staging, assembly, delivery to new site and installation by qualified furniture installers. Furniture will be delivered and stored in the contractor provided warehouse prior to assembly and installation.

Question: Typically, the winning vendor stores the IDIQ furniture items prior to coming onsite for installation (the cost included as part of the package). Is that an acceptable process to follow in Long Beach?

Answer: See answer to question #4

34. PWS para 15.3 (pg 15): States that a warehouse must be centralized no further than 10 miles from the VHA Long Beach campus (or as otherwise agreed to by the Government POC).

Q. Will the VA consider extending the requirement to no further than 25 miles?

Answer: See answer to question number 22

35. PWS para 15.4.1 (pg 24): Deliverable Name : Activation, Installation, Transitioning and Relocation Plan and Implementation of the Mental Health Inpatient and Outpatient Building.

Due 15 days after contract effective date throughout Day 1. Deliverable 32.8.1 is due 15 days after effective date of the contract.

Q. Will the VA consider moving this deliverable to 30 days after effective date of the contract?

Answer: At kick-off we can discuss updating deliverable due dates to align more realistically to the project schedules.

36. PWS 15.1.1a, 15.2.2a, 15.2.3a (pg 24): The VA deliverable for CONOPS is due 60 days after contract effective date.

Q. Will the VA consider moving this deliverable to 120 days after contract award based upon the user meetings that need to take place and scheduling?

Answer: See answer to question number 23

37. Solicitation 36C77622Q0316, Pg 5, Item Information: 0002. Question: CLIN 0002 states it is 5.0 months but states POP BEGIN: 8.1.2022 & POP END: 12.31.2023 which is 16.0 months. Is this CLIN meant to be five months or sixteen months?

Answer: See answer to question number 32

38. 15.3 Warehousing and Warehousing Management Services. Question: Is any FF&E already located at the VA Long Beach Warehouse?

Answer: No. FF&E will not arrive till the IOT&A contractor provided warehouse is in place

39. 15.3 Warehousing and Warehousing Management Services. Question: Can the distance requirement for the warehouse be changed to 17 miles?

Answer: See answer to question number 22

40. Attachment P - 600-405 MH CLC Activation Timeline: BOD Construction Complete versus PWS Pg. 2 Paragraph 3.0 Background. Question: The Activation Timeline shows a BOD Construction complete for Phase 2 in April 2023 but the PWS states construction complete in February 2023.

Is BOD for Phase 2 CLC scheduled for February or April 2023?

Answer: The CLC BOD Construction completion date is April 2023.

41. Attachment G1-MHOP MHIP FFE. Question: List does not provide department, room name or room number. Can this be provided?

Answer: This information can be provided at kickoff.

42. Pg 25, Deliverable 32.8.1 versus Pg 34, 32.8 Paragraph 3, Sentence 1. Question: The Deliverables Table asks for the Quality Control Plan to be submitted within 15 days of award but the description for the deliverable asks for it to be submitted within 30 days of award. Is the QCP due 30 days after contract award?

Answer: 30 days. PWS has been updated

43. 3.0 Objective. Question: What do the numbers in parenthesis next to the bldg numbers indicate?

Answer: The Building numbers for the entire VA Long Beach site are in the process of being renumbered. The number in the parenthesis is the correct/new building number.

44. 3.0 Background. Question: What are the physical addresses of the legacy facilities where personnel and equipment will be moved from and the newly constructed facilities.

Answer: All new buildings are located at 5901 E. 7th Street, Long Beach California All old buildings are located at 5901 E. 7th Street, Long Beach California (there is only on site address for the entire campus and all of the buildings are numbered

45. Attachment P 600-405 MH CLC Activation Timeline. Question: Attachment P 600- 405+MH+CLC+Activation+Timeline has a mirror document labeled Attachment+P+-+600- 405+MH+CLC+Activation+Timeline(1). They appear to be the same. Which one is the contractual document?

Answer: We don’t see that in our excel version of Attachment P.

46. Attachment P 600-405 MH CLC Activation Timeline. Question: Attachment+P+-+600- 405+MH+CLC+Activation+Timeline states that First Patient Day for the CLC is 10/23 but the IOT&A Activation PWS states in the Objective paragraph states that it is November 2023. What is the actual projected date?

Answer: The current estimated dates are what is found in the PWS in section 1.0

47. 15.1 Comprehensive Project Management Services; Update, Maintain and Implementation of Existing Pre-Planning Documents. Question: Can we possibly be provided the listed documents for evaluation and analysis of completeness since this may impact Level of Effort and pricing?

Answer: The pertinent lists are found in the solicitation attachments “Equipment lists, floor plans” all other existing documents will be provided at kick-off meeting.

48. 3.0 Background "minor reuse items…" Question: Can the government provide an estimated quantity for planning purposes? There isn't any reuse identified in either of the two FF&E documents.

49. 15.4 Activation, Installation, Relocation, and Post Occupancy for Mental Health Inpatient and Outpatient Buildings; para 3 states "Activation Contractor will be responsible for the installation of furniture items". Question: Please confirm that the IOT&A contractor is responsible for the actual install or, as is typical in these type contracts, the coordination of the install by a 3rd Party VA Vendor?

Answer: There is no installation services with the Furniture procurements. Installation is the responsibility of the IOT&A contractor excluding the modular workstations.

50. 15.4 Activation, Installation, Relocation, and Post Occupancy for Mental Health Inpatient and Outpatient Buildings; para 3 states "Activation Contractor will be responsible for the installation of furniture items". Question: There seems to be conflicts as to what the IOT&A contractor role is expected to be relative to furniture. One section says we are responsible, and we need to do the final placement and another section says that we are to "oversee the furniture and artwork vendors with placement and installation". Please clarify.

Answer: The IOT&A contractor is responsible for overseeing the coordination of installation of the Artwork and modular workstations. All other furniture and equipment is the responsibility of the IOT&A contractor.

51. Deliverable # 15.1.10; Meeting Minutes and Agendas. Question: 48 business hours (ie two business days) or 48 calendar hours (ie two calendar days)? I would suggest calendar since if the meeting is at the beginning of a work week, the government will receive the agenda over the weekend. Also suggest you change hours to days so it matches the rest of the deliverables in the document.

Answer: 48 hours has been updated to two business days throughout the PWS.

52. PWS, Pg2, 1.0 Objective vs Activation Timeline. Question: There are some discrepancies with the Objective paragraph vs the activation timeline. Should we assume First Patient Day is MHIP/MHOP June 1, 2023 and CLC November 1, 2023?

Answer: Yes, this is the current schedule

53. Deliverable #15.1.10a & 15.1.10b Meeting Minutes and Agendas. Question: Can we make this two business days? Otherwise, if meeting ends on a Friday, then the minutes will need to sent on Saturday or Sunday.

Answer: See answer to question 51

54. 15.4 Activation, Installation, Relocation, and Post Occupancy for Mental Health Inpatient and Outpatient Buildings; para 6 states "The contractor is responsible for removing all trash and debris generated during the installation process...". Question: Does this include the trash and debris of the 3rd Party Vendors contracted by the VA or will that terminology be placed in their contract as well?

Answer: Terminology has been placed in “3rd party vendor contracts

55. 16.2 Activation, Installation, Relocation, and Post Occupancy Support for Community Living

Center (CLC). Question: The document references Attachment G3. There was not an Attachment G3 provided with the solicitation. Attachment G1 & G2 were provided but not G3.

Answer: PWS has been updated. G1 is FFE for MHIP/MHOP and G2 is CLC FFE.

56. PWS, Pg 24, Deliverables Matrix, 15.4.3 and 16.2.3. Question: Our team typically delivers Welcome Orientation Kits, 30 days prior to day one. This schedule has 60 days prior. The CLIN PoP for training is less than 60 days. Can this deliverable be adjusted so that the Orientation Kits are due at 30 days prior to day one?

Answer: See answer to question 23

57. PWS, Pg 24, Deliverables Matrix, 15.4.1 and 16.2.1. Question: The Deliverables Matrix allows 15 days for Activation, Installation, Transitioning and Relocation Plan for MHIP/MHOP but asks for immediate submission for CLC, may we have 15 days to develop this deliverable for CLC?

Answer: See answer to question 23

58. 16.2.4 Equipment Reuse and Disposal Plan for the CLC. Question: When will we get a reuse list and until then can we have an estimate for planning purposes?

59. 15.1.8 and 16.2.4 Equipment Reuse and Disposal Plan, and the Update, Maintain and

Implementation of Existing Pre-Planning Documents. Question: Each of these sections refer to the Equipment Reuse and Disposal Plan. Sections 15.1.8 and 16.2.4 refer to Attachment F of the solicitation documents which is a blank template while the Update, Maintain and Implementation of Existing Pre-Planning Documents section refers to a database that has already established in pre-planning. Are these documents all the same and if so, can we be provided the populated one vs. the blank ones?

Answer: All existing documents will be turned over to the winning contractor at kick-off.

60. 15.3 Warehousing and Warehousing Management Services. Question: Will the VA staff any recurring space requirements in the warehouse to conduct their work?

Answer: No

61. 15.3 Warehousing and Warehousing Management Services states "Contractor must be on site at warehouse to accept, inspect, and log all deliveries". Question: Is a sub-k appropriate to meet the intent of this bolded statement?

Answer: The contractor (or contractor’s sub) must be onsite at the warehouse to accept, inspect and log all deliveries. There will be no Government personnel available at the warehouse *except to officially accept deliveries for payment purposes

62. 15.4 Activation, Installation, Relocation, and Post Occupancy Support for Mental Health Inpatient and Outpatient Buildings. Question: How many and what types of loading docks are available at the legacy facilities and the new facilities (ie, ground level, loading dock with levelers, loading dock with ramp, etc)?

Answer: Curbside off-loading will be needed. If a semi-truck needs to be off loaded a ramp will need to be provided by the delivery company or the IOT&A. (not provided by the VA) Coordination will need to be made with VA COR to arrange with VA Police.

63. 15.4 Activation, Installation, Relocation, and Post Occupancy Support for Mental Health Inpatient and Outpatient Buildings. Question: Will loading docks need to be coordinated with others or will the IOT&A contractor have sole use during the IOT&A process?

Answer: Curbside off-loading will be needed. If a semi-truck needs to be off loaded a ramp will need to be provided by the delivery company or the IOT&A. (not provided by the VA) Coordination will need to be made with VA COR to arrange with VA Police.