S05 - Questions and Answers - Louisville Replacement VAMC.pdf

36C77622Q0403 Replacement VAMC – Louisville, KY IDIQ & Task Order 1 IOT&A Services

Solicitation Questions & Answers

1. Optional Task 8.1 Concept of Operations (Attachment B) Do you expect pricing for this in our bid even though it is optional for Task Order #1 or am I reading this correctly only hourly rates for the year 1, 2 and 3. Am I reading this correctly the only pricing is for CLIN 1 and CLIN 2 other than the hourly rates for the first 3 years. The price for CLIN 1 and 2 is only for Year 1?

Answer: Optional Task 8.1 Concepts of Operations is to be priced as part of the firm fixed price (and total evaluated price) of Task Order #1. The hourly rates used to price all of Task order #1 should be the same rates provided for under Tab #2 of Attachment Z Pricing Worksheet. There are two tabs to be priced on Attachment Z Pricing Workbook (Labor rates for 5 years of IDIQ ordering period and the Firm fixed price of Task Order #1 – All CLINS (base/options/optional tasks) for Task Order #1 are to be priced).

2. Based upon the actual project schedule can the stated deliverable dates be adjusted post award, if necessary, based upon agreement with COR and final schedule? It seems very early to complete design 3-4 years prior to BOD. Or is the plan to have the design updated with subsequent task order awards?

Answer: Once schedules are updated and with agreement between the COR and contractor, deliverable due dates for Task Order #1 may be modified after award. Any changes or updates to any deliverable (including those included in PWS 7.2) within Task Order #1 performance period is to be completed under Task Order #1 PWS 7.1 Deliverable TO1-010. Design is completed.

3. Confirming TO 1, is the completed design for all facilities listed in Year 1? Or is the plan to complete design over the first 3 years for all locations?

• VA Medical Center o East Bar includes Patient Care and Administration o West Bar includes Diagnostic/Treatment and Clinics

• Laundry Component

• Central Utility Plant (CUP) Component

Answer: The design of all facilities has already been completed. The new VAMC is currently under construction.

4. Based upon construction completion of 1/2026 what is the anticipated completion of the design for the facilities? This could affect our pricing greatly if we plan only to complete design for one facility in year one and the other facilities in year 2 or 3.

Answer: The design of all facilities has already been completed. The new VAMC is currently under construction.

5. Confirming equipment list included is for all facilities listed in task order 1? Attachment P.

Answer: Confirmed

6. Is there a schedule for construction completion per facility? Or is the plan to complete the construction for all facilities at once based upon the Jan 2026 date in the schedule?

Answer: Construction for all facilities at once based upon the Jan 2026 date.

7. Will we be provided the REVIT Model immediately following award? Will the model include all MEP? FF&E?

Answer: The VA intends to provide the REVIT Model immediately following award. The model includes the MEP. The model does not include all FF&E.

8. Should we assume that there will be an updated construction schedule for all facilities so we can match the deliverables to the individual construction schedules appropriately?

Answer: Updated construction schedules will be shared when they become available.

9. Attachment C has pricing areas for 3 years based upon CLIN Project Management including all options Contract Period CLIN 0001/1001/2001 (1-19-2023 – 1-18-2026) Design is for only 1 year (0002) Contract Period – (1-19-2023 thru 1-18-2024) CONOPS is for only 1 year (CLIN 0005) Contract Period (1-19-2024 – 1-18-2025) Are these the anticipated dates for the services to be utilized? Example we should assume design for all facilities is to be completed within the date range of CLIN 0002?

Answer: Deliverables under Task Order #1 PWS are to be updated and maintained during the entire performance period (see deliverable TO1-010). If deliverables require updating for TO1 PWS section 7.2 and 8.1, those will be completed under deliverable TO1-010. Any subsequent Task Orders will include the requirements for updating and maintaining of previously completed deliverables. The design of all facilities has already been completed. The new VAMC is currently under construction.

10. CONOPS is not expected to start until Design is completed?

Answer: Deliverable due dates may be modified depending on updated schedule and with agreement between the COR and contractor. The design of all facilities has already been completed. The new VAMC is currently under construction.

11. Section E Solicitation Provisions, E.1 Instructions to Offerors, sub section F (2) IDIQ Technical Submission states that a technical response is required for Attachment A- IDIQ PWS, is a Technical Response required for Attachment B- Task Order PWS?

Answer: No. A technical response is only required for Attachment A - IDIQ PWS. Task Order #1 PWS is written directly from the IDIQ PWS, therefore they are the same tasks/requirements.

12. Section E Solicitation Provisions, E.1 Instructions to Offerors, sub section F (3) Past Performance Submission states that the three contracts must be within the last 3 years. Can the limit be increased to 4 years?

Answer: Not at this time.

13. Attachment B, TO-1 016-FFE Layouts: The last paragraph calls out for hard copies of Floor Plans and elevations to be printed on half size (15”X21” sheets). Is this the sheet size intended only for Typical Rooms and not FF&E Plans?

Answer: The half size sheets are intended for all floor plans and elevations including typical rooms and FF&E plans.

14. Attachments A and B: neither attachment calls out for an Activation Project Schedule (APS) or Project Execution Schedule (PES) as a deliverable, was this omission intentional and neither are required but only the AIMS is required?

Answer: Intentional. Only AIMS is required

15. Attachment A, Section 14.4: Will the contractor be required to complete data entry for SEPG

&EER?

Answer: This will be determined at the Task Order level.

16. Will there a patient transfer from an existing hospital (Robley Rex Department of Veterans

Affairs Medical Center) to the new hospital on June 22, 2026?

Answer: Patient transfers may be necessary and will be determined as part of the planning under this contract. The IOT&A contractor will not be responsible for the actual transfer of patients. The IOT&A contractor may be required (at the task order level) to develop an acquisition package for a separate transfer contract.

17. What is the average inpatient census by unit?

Answer: The VA has been experiencing unusually high census in Medical Nursing Units due to the COVID 19 pandemic; Medical/Surgical = 64, ICU = 15, Inpatient Psych = 9, Residential Rehabilitation = 11; the VAMC does not expect the census numbers for Med/Surg and ICU to remain at this level up through the transition. The MH Inpatient Units (Psych & Rehab) were lower during the pandemic and are expected to slightly increase up through the transition.

18. Do you have existing contracts with local EMS or ambulance service (New hospital 4.7 miles from existing)?

Answer: The VAMC is currently in the process of forming a contract for ambulance service.

19. Can you provide a summary of new technologies that will be implemented at new center?

Answer: This is a very broad question. The new VAMC will have newer technologies than currently used at the existing location. The technologies will be typical of other medical center, but probably wouldn’t qualify as cutting edge.

20. Will there be any merging or splitting of departments?

Answer: The VAMC operations have undergone many changes since the completion of the design plans. It is expected that some departments may undergo changes.

21. What is the estimated total FTE count for the new facility? Is there contract staff that will be responsible for providing care in the new hospital?

Answer: FTE count is estimated at 2,106. It is expected that will be refined during the Activation process. The total FTE includes contract staff that will provide care in the new hospital.

22. Will any services remain at the existing site?

Answer: No

23. Is there an internal transition team coordinating project management?

Answer: Yes

24. To plan for Day in the Life Exercises, who would we be working with (typically this is the education team or department leaders)?

Answer: Department leaders, education team, and quality management

25. How would you like us to price the monthly Warehouse cost in the pricing workbook?

Answer: There is no requirement in this solicitation to price warehousing. You are only to price Task Order #1 – Attachment Z Tab 2 (which does not include a warehousing task) and labor rates - Attachment Z Tab 1. Please review FAR 52.212-1 Instructions to Offerors and the instructions tab on Attachment Z tab 3.

26. Is the expectation to have user meetings in person or virtually?

Answer: The expectation is to use both in person and virtual meetings. It is anticipated that the majority (as much as 75%) would occur virtually.

27. Is there an updated General Contractor Schedule?

Answer: At the time of this answer the General Contractor Schedule does not have final approval and cannot be released. It is expected to be available after award.

28. What are the addresses of the current locations being relocated for this project?

Answer: Main VAMC (800 Zorn Avenue, Louisville, Kentucky), Newburg CBOC (3430 Newburg Road, Louisville, Kentucky, and Specialty Mental Health at the Stonybrook CBOC (9208 Taylorsville Road, Louisville, Kentucky)

29. TO1 PWS CLIN 0002, Interior Design FF&E, and Space Planning Services (Section 7.2) and IDIQ PWS (Section 14.2), Pages 7 and 15: What is actually ordered via TO1 does not include all tasks specified in the IDIQ. The question is: Does the VA expect the technical submission to cover those tasks and deliverables mentioned in the IDIQ that are not ordered on TO1? Or for the first three task areas (Comprehensive Project Management Support Services, Comprehensive Interior Design, FF&E, and Space Planning Services, and Optional CONOPS and Transition Services), should we only address what is specified in TO1?

Answer: The technical submission should cover all tasks and requirements in the IDIQ PWS.

30. TO1 PWS CLIN 0002, Interior Design FF&E, and Space Planning Services (Section 7.2) is different than the IDIQ PWS, Pages 8 and 15: The text on page 8 specifies that the IOT&A contractor must develop the artwork packages, provide an artwork placement plan, and provide artwork cut sheets. However, the related deliverables were stricken from the list (Deliverables 12, 13, and 14). Does the VA require these artwork support services without the deliverables? Or does the VA not require artwork support services? Or do the deliverables need to be added back to the deliverables table?

Answer: See modified TO1 Section 7.2 (strike out) which removes the requirement for those deliverables pertaining to the artwork packages, artwork placement plan and artwork cut sheets. These requirements and deliverables may be ordered under a subsequent Task Order.

31. TO1 PWS CLIN 0002, Interior Design FF&E, and Space Planning Services (Section 7.2) and IDIQ PWS (Section 14.2), Pages 8 and 9: TO1 includes identifying changes to MEP, but an MEP review is not identified as a task in the TO1 PWS. Should this be considered an implied task?

Will the government expect a written report of any MEP findings discovered during the MEP review?

Answer: To identify any changes to MEP, first you would have to review. The government expects the specifics to be provided in a written format that is sufficient to allow discussions with the designer of record and potentially the construction contractor to understand and be able to act accordingly.

32. TO1 PWS CLIN 0005, Optional CONOPS and Transition Services, Page 11: How many employees/staff/clinicians are moving from the old medical center to the new replacement medical center? Is anyone moving from other facilities? If yes, from what address(es) and how many employees/staff/clinicians from these/this location(s)?

Answer: There will be approximately 1,800 employees moving from the existing location at Zorn Avenue. Approximately 150 employees moving from Newburg CBOC at 3430 Newburg Road, Louisville, Kentucky. Approximately 15 employees moving from the Stonybrook CBOC at 9208 Taylorsville Road, Louisville, Kentucky

33. IDIQ PWS Section 10.0, Location and Hours of Work, Page 5: This section states that the primary place of performance is “at the Government’s facility…”. Does this mean the IOT&A contractor must be on site during regular business hours and if so, what personnel does the government want to be physically onsite at all times and will the government provide functioning office space with Internet access at a minimum?

Answer: Section 10 also states that necessary work can be done off-site at the Contractor’s facility. It is up to the contractor to decide when it is necessary to be on-site for user group meetings, walk throughs, face to face meetings etc. However, all travel must be pre-approved by the COR.

34. IDIQ PWS Section 14.2. Comprehensive Interior Design, FF&E, and Space Planning Services, Page 15: Paragraph 4 states “The general contractor will be required to identify all Mechanical Electrical and Plumbing (MEP) information necessary and timelines needed.” Question: Does the government not want the IOT&A Contractor to conduct an MEP review of the drawings? Is the IOT&A Contractor required to ask the general contractor for MEP information if issues with equipment arise?

Answer: It is anticipated that the IOT&A contractor will need to review the MEP drawings in order to perform task required. The IOT&A contractor will not have direct communication with the construction general contractor nor their subcontractors.

35. IDIQ PWS Section 14.7 Activation Services and Post Occupancy Support, Page 28: PWS states Contractor to support VA Biomedical Engineering personnel with acceptance testing, but it also says checks/testing to be performed by the Government.

Question: Is the IOT&A contractor responsible for acceptance testing on medical equipment?

Or will VA Biomedical Engineering be responsible for this?

Answer: No, the VA will perform acceptance testing the IOT&A will provide support as denoted in a future task order.

36. Solicitation, Page 35: In order to provide a narrative of how each person meets requirements, describing qualifications and experience as well as providing full resumes for these three key persons, could you extend the page count to 12 pages so that for those ‘longer’ resumes there is space to include them in their entirety?

Answer: We will increase the page count to 9 for Key Personnel resumes

37. Solicitation, Page 36: To adequately cover an approach to all IDIQ task areas, could you extend the ‘Technical Submission’ page count to 20 pages?

Answer: We will allow 18 pages, not to include those items under FAR 52.212-1 B(4).

38. Will the VA have as-builts available for the existing building for the winning IOT&A contractor?

Answer: The building is currently under construction. As-Builts will not be available until after construction is complete, which is expected January 2026. The existing as awarded drawings can be provided to the IOT&A contractor. The VA will pass along material changes to the design to the IOT&A contractor when appropriate.

39. Is it the Government’s intent to have bidders respond with technical scope for full PWS (Attachment A) and pricing for only TO1 (Attachment B)?

Answer: Please review FAR 52.212-1 for what to submit and FAR 52.212-2 Evaluation for what will be evaluated. Basically, the Technical covers the IDIQ PWS (because the TO1 PWS is written directly from the IDIQ PWS). Pricing covers TO1 Total Evaluated Price as well as labor rates proposed to be awarded in the IDIQ.

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

Answer: To a large extent hard copies of Medical Records have been removed from the existing Medical Center. For medical records that may need to be relocated the linear feet of files will be determined at the task order level.

41. Is there an estimate of the amount of expendable supplies to be relocated?

Answer: To be determined at the Task Order level

42. Does the VA have a list of equipment to be reused?

Answer: No, it is anticipated that the IOT&A contractor will facilitate this process as part of deliverable T01-020.

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

Answer: No. The IOTA contractor will only provide a FF&E Reuse and disposal plan (deliverable

TO1-020)

44. Attachment +A IOTA IDIQ PWS pg. 20 PWS 14.3 CONOPS and Transition Services:

Deliverables for the CONOPS section of the PWS indicate Day in the Life (DIL) plans. Will the IOT&A contractor be tasked with planning and conducting DIL simulations?

Answer: It is anticipated that the IOT&A Contractor may receive a task order for DIL simulations sometime after the plans are complete.

45. Attachment +A IOTA IDIQ PWS 14.7 pg. 28: Will the VA need our BMETs to test equipment when installed or will the clinic biomedical staff do this?

Answer: Testing may occur utilizing the IOT&A Contractor’s BMETs; however, acceptance has to be completed by VA Biomedical Staff. Will be determined at the Task Order level.

46. Attachment +A IOTA IDIQ PWS pg. 17,14.2 Deliverables Comprehensive Interior Design and Space Planning Services: The PWS states, “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, October 2020 – revision. July 2022, Section 10.4.” 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: It is the intent for the IOT&A contractor to develop the plan according to the guidelines and incorporate review comments from VA Police and Engineering.

47. Attachment +A IOTA IDIQ PWS pg. 20 PWS 14.3 CONOPS and Transition Services: The PWS States “The contractor shall develop and maintain a transition plan ensuring that it is updated to reflect the current status and changes as they occur throughout the life of the project. The transition plan at a minimum should address all major actions necessary for successful completion of project. The transition plan should, at a minimum include a: cleaning and housekeeping plan. Is the intention of the VA to have permanent staff assign to housekeeping duties or plan on this being a contracted service?

Answer: It is anticipated that terminal cleaning and normal cleaning during the transition will be performed by contract staff. VA permanent staff will take over completely at the new VAMC once operations at the existing location cease.

48. Attachment B PWS TO1-26 Project pg. 12 Phasing and Facility Staffing Plan: The PWS requires a Project phasing and Facility staffing deliverable “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”.

a) Would the contractor make recommendations for staffing or rely on senior supervisory staff?

b) How many staff are expected to be relocated?

c) What is the total number of departments in the new facility, to include support services?

Answer: The contractor will make recommendations on staffing using input from senior supervisory staff. The estimate for staff to be relocated is around 1,800. The project predesign documents and design plan references 57 departments total. The actual number will fluctuate a bit due to variances in the breakdown of departments commonly used within the VAMC.

49. Attachment B PWS TO1-26 pgs. 7-9, 7.2 Comprehensive Interior Design, FF&E, and Space Planning Services:

Will the IO&T contractor be provided CAD files?

Answer: Yes

50. Will the IO&T contractor have access to the basis of design of equipment used during the GC’s design phase for MEP design? In the past, we have run into situations where a certain manufacturer was used during the design and another manufacturer was awarded for purchase that resulted in MEP change orders.

Answer: Yes, the IOT&A Contractor can be provided information from the design as needed/requested

51. Will FF&E drawing updates performed by the IO&T contractor be required to be performed in VA-Seps? If so, how many IO&T staff will be granted access.

Answer: Use of VA-SEPS by the IOT&A Contractor is not necessary or expected.

52. Given that all project updates must be uploaded to the VA SharePoint site, how many PIV cards will the IO&T contractor be allowed for the period of the contract?

Answer: Will depend on who needs access and the reason. Preferably the PM and all other key personnel.

53. In regard to the existing inventory, can the VA provide an export of Maximo or other asset management system?

Answer: The VAMC does not have the existing inventory in Maximo. The current inventory is in AEMS/MERS. AEMS/MERS is limited on exports, but the VAMC will attempt to export or if necessary, provide the IOT&A Contractor access to the system.

54. Attachment B PWS TO1-26 pg. 11, 8.1 Concept of Operations and Transition Services: Can the VA provide existing facility drawings for existing inventory and transition planning pricing determination?

Answer: The VAMC can provide existing facility drawings to the successful vendor.

55. Equipment Planning: 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: It is anticipated that the IOT&A contractor’s role will be limited to aid in the planning and solicitation packages for these items.

56. Attachment P-Project Content List: 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?

Answer: The IT Infrastructure in the communication rooms are anticipated to be procured and installed through a combination of the Construction General Contractor and separate VA OIT contracts. These are planned to be completed in conjunction with the January 2026 construction completion.

57: Solicitation document - Section E.1.F.3. Past Performance Submission: Do all three past performances have to come from the prime or can a key subcontractors past performance be submitted for one of them?

Answer: you may use past performance as a key subcontractor, however you must give the details of what the responsibilities as a sub-contractor were and the name of the Prime. Also identify any Key Personnel which worked as a sub-contractor and their specific responsibilities to that project. We recommend that you do not use past performance as a sub-contractor where the POC of the project does not recognize the company or Key Personnel name as having worked on the project.

58. TO1-016 - FFE LAYOUTS - Last Paragraph: The last paragraph calls for hard copies of Floor Plans and elevations to be printed on half size (15" x 21" sheets). Is this sheet size intended only for Typical Rooms and not FF&E plans?

Answer: See answer to #13

59. Attachment A Section 14.4: Will the contractor be required to complete data entry for SEPG

& EER?

Answer: See answer to #15

60. PWS 14.1: Will the government require the PM to be onsite full time, or just for the meetings/activities mentioned?

Answer: See answer to #33

61. PWS 11.0: Is it the government’s intent to have full time contractor support onsite?

Answer: See answer to #33

62. PWS 4.0: What is the estimated number of staff to be relocated?

Answer: It is estimated that around 1,800 staff members will be relocated; however, the final numbers are expected to be determined at the Task Order level.

63. PWS section 14.2 Deliverable # 014 Master Key Plan: Historically this requirement has been the responsibility of VA Security and Facilities Management. Is it the governments intent that the IO&T Contractor perform these tasks?

Answer: See answer to #46

64. Solicitation document – Section E.1.F.3. IDIQ Technical Submission: Can the technical page limit be extended to 20 pages?

Answer: See answer to #37