S05 - San Francisco CBOC RFQ - Questions and Answers - FINAL.pdf

San Francisco IOTA RFQ

Initial Outfitting Activation and Transitioning Contract

Questions/Answers to Solicitation 36C77623Q0207

1. Please provide the estimated award date of the contract?

ANSWER: Reference beginning of Period of Performance – July 1, 2023 estimated

2. We are assuming this project is not joint occupancy is that accurate? If it is not accurate then the cost for outfitting may need to be modified depending on the circumstances- like having to share elevators, loading docks, limited access to areas, double handling of FF&E, potential damages outside of our control.

ANSWER: This is not a joint occupancy building.

3. To build an AIMS will we be provided a complete construction schedule, or will we only get information like attachment V?

ANSWER: A complete and regularly updated construction schedule will be provided.

4. Given the requirements and difficulty working on the government share point site should we assume mass uploads of data to update the information? or individual records to be modified one by one like the current share point site operates? The PWS says that periodic bulk updates from other formats like excel should not be necessary but that is not what we have found on the projects.

ANSWER: As stated in the PWS, prior to the sentence posed in the question:

Where SharePoint tools are available, the contractor must utilize the tool and complete and update as necessary, all fields. Data shall be input directly into the SharePoint tool, in lieu of other formats (i.e. excel). Contract attachments provided are representations of required data/information. Actual deliverable data/information requirements are defined in SharePoint tool. Tools shall be completed and updated as the project works through the Activation process. The SharePoint tools are intended to be live databases, where the actual work is done.

5. Does the COR have activation experience?

ANSWER: Yes

6. Does the COR have experience with the government share point site requirements?

7. It is vital that we are provided with the AE REVIT Model that includes all the MEP – please confirm we will be provided this information at contract award and any updates by the AE to the model will be sent to us in REVIT so there are not different designs. If we are not provided with the AE REVIT Model, we will not be able to provide to scale virtual mockups with all the required details. Please confirm we will be provided this information. If not please describe what we will be provided exactly, what format, when we will be provided this information.

ANSWER: REVIT will be provided post-award

8. What happens when we are completing attachment J and the AE either has incorrect room codes or what we normally see the same room code has multiple different project room contents – are we to list the room code multiple times and each room number complete the information?

ANSWER: Discrepancies will be addressed in conjunction with the VA as identified. For purposes of proposal assume discrepancies consistent with past performance.

9. Are we to include actual hard copy floor plan layouts (2) with each update to the room layout?

Does this include the initial submittal which will be every room in the facility? Our experience shows there will be multiple updates throughout the project. Since there is not a requirement to be onsite are to mail the hard copy updates to the COR? Could we not just send digital updates?

ANSWER: The terms of the contract will be adhered to OR it is allowable that five hard copies are to be produced and mailed once at the request of the VA potentially to multiple addresses, presumably after revisions are minimal.

10. Is the IOTA contractor to complete the information for attachment U? Are we supposed to maintain this or is this the local COR to support this? As we know this information will change multiple times during the project based upon construction date changes which are outside of our control but occur on every project – who’s responsibility is it to update this file?

ANSWER: As stated in the PWS, Contractor shall utilize SharePoint to enter data in the system.

11. Will we be given a remote access account for this project?

ANSWER: Authorized contract employees may be established as users in the Remote Access Portal. Contractors are required to complete a background investigation process to obtain a Personal Identification Verification badge which is a precursor to network and subsequently remote access.

12. Am I correctly understanding the IOTA contractor will be provided bar code labels and it will be our responsibility to attach these labels to each piece of new equipment that we deliver and install?

ANSWER: The contractor will be provided bar code labels for space identifiers and inventoried building service equipment and will install them. All accountable equipment will be received, entered into inventory and tagged by Logistics as per Directive.

13. To price the warehouse requirements should we assume file N (FFE List) is the volume of FF&E that will be stored?

14. To price the delivery and installation of FF&E should we assume Attachment N is the list of equipment?

15. Please provide drawings of Building 8 so we can determine the logistics – access and egress into the facility including loading dock (if available)?

ANSWER: Provided, please see ATTACHMENT W - Building Site and ATTACHMENT X - Building 8 Demo Plan, and ATTACHMENT Y – Bldg. 8 Final Floor

16. Can we assume contract award will be May or June 2023? If so and BOD is July of 2025 that leaves about 2 years between dates is this accurate?

ANSWER: Please reference your first question, #1, estimated award date is July 1, 2023.

17. PWS background states FPD as March 2025. We assume this requires an update according to the construction schedule as well as Schedule B.2?

ANSWER: Patient Day One anticipated in January 2026

18. Deliverable # 16.1.7 is used twice. Suggest updating last three deliverable #s for 16.1.

ANSWER: PWS Deliverable numbers have been updated, please reference ATTACHMENT A - IOTA PWS San Francisco Bldg. 8 – REVISED.

19. Deliverable 16.3.2 states that the “Transition CONOPS shall include a Day in the Life Plan, which describes the contractor’s plans for preparing Day in the Life scenarios to help prepare employees to work in the newly activated space.” Is the IOT&A contractor also tasked to execute the DITL exercises/scenarios prior to opening day? Or is the IOT&A contractor just to assemble the Plan with the written scenarios?

ANSWER: Written scenarios are adequate as this requirement is low complexity

20. Deliverable 17.2.3 refers to tracking “BMET check/test date” among other things. If this referring to a VA BMET or is there a requirement for an IOTA contractor BMET on this proposal?

ANSWER: The requirement should be understood as tracking the execution of the task “BioMed Test/Check Date” as a means of ensuring completion.

21. How much reuse of existing furniture and/or medical equipment is anticipated other than the 2-drawer lateral filing cabinets?

ANSWER: No other reuse of furniture and/or medical equipment.

22. The deliverable numbers in this section do not match what is previously provided within individual task areas. Task 16.1: Several #s off, Task 16.2: Mock-Ups are not listed as a deliverable here but are included in the task area section. Task 16.3: Should Transition Plan be here or in 16.1?

ANSWER: Deliverable numbering has been revised within the attached PWS.

23. POP for CLIN 0010 shows a quantity of 8 months; however, the contract period dates show 9 months.

ANSWER: The POP for CLIN 0010 is 9 months – Please reference revised Schedule - Section B.2.

24. POP for CLIN 2001 shows a quantity of 7 months; however, the contract period dates show 8 months.

ANSWER: The POP for CLIN 2001 is 8 months instead of the 7 months - Please reference revised Schedule - Section B.2.

25. (F) (1) Key Personnel: Could you please increase the page count to 10 due to the details we need to provide for scoring purposes? (F) (2) Technical Submission: Could you please increase the page count to 18 due to the detail required in order to satisfy the Basis of Award comparative evaluation criteria?

ANSWER: For three Key Personnel positions, 8 pages is sufficient. Additionally, regarding the Technical Submission, 12 pages has been sufficient detail in previous projects with comparable tasks.

26. Could you provide current floor plans so bidders better understand the layout of the building and the various types of services also there (e.g., police, pharmacy)? It would help to see the different types of rooms.

ANSWER: Please reference ATTACHMENT Y - Bldg. 8 Floor Plan

27. CLIN 0010 in the Solicitation Document references PWS section 17.3 "Activation Services & Post Occupancy". Should this be 17.4 per the PWS document?

ANSWER: PWS Task Numbering has been updated, please reference ATTACHMENT A - IOTA PWS San Francisco Bldg. 8 – REVISED.

28. Deliverable table references "16.1.7" for Integrated Project Team (IPT). Later in the section, it indicates "16.1.7" as reference to the "Share Point Site" as pertains to the Govt provided Share Point site. Can you clarify?

ATTACHMENT A - IOTA PWS San Francisco Bldg. 8 – REVISED.

29. PWS Section 17.1, Bullet point starts Make edits/changes, please provide estimate of number of revisions to price. Is a limited number of revisions or is it until complete?

ANSWER: The need to make edits or changes is proportional to the completeness and accuracy of the generated documents as determined by the actioning contracting authority.

Revisions, if necessary, will be required until requirements are deemed actionable. Level of effort in initial production as well as edits/changes are directly proportional to the knowledge and abilities of the offeror.

30. PWS Section 16.1, 18.1, Please explain the discrepancies between Deliverable reference numbers

IOTA PWS San Francisco Bldg. 8 – REVISED.

31. Section 17.3 references "Physical Relocation of all reused equipment to be used in the reuse plan" yet there is no reuse listing within the attachments. Attachment G is a blank template -please provide re-use equipment listing.

ANSWER: There will be no re-use of equipment necessary within this Contract. Section 17.3 in the attached PWS has been revised. Attachment G coincides with work within Task 16.2.