S05 - Questions and Answers - Dallas.pdf

36C77623Q0354 Dallas LTSCI, Warehouse and Linen Holding Area IOT&A Services

Solicitation Questions & Answers

1. Will there be a prebid site visit and conference to acquaint bidders with the site conditions and general understanding of the requirements?

Answer: No, there will not be a pre-quote site visit or conference.

2. In the objectives 1.0 it states the first day for the Dallas Linen Holding Area IOT&A project completed by the first day of services, which is projected for November 1, 2024. However, the November date for this project does not align with the timeline dates in Attachment B. It shows Design option until 11/30/24. It shows Acquisition Planning until 11/12/24. I do not see an Acquisition package development for the Linen Holding area at all. No warehousing at all?

Activation shows and Post Occupancy 11/1/24 -12/31/24. Can you provide updated information so these align please? Also CLIN 8 design of the linen is an option which is confusing if the first facility to be completed is the LINEN Facility? Also Acquisition support for the LINEN Facility is CLIN 0004 which is confusing if design is not complete?

Answer: IOT&A Contractor will be required to provide acquisition planning services and acquisition packages for the linen holding area during the base year of the contract. Refer to Attachment A: PWS, Section 15.4 Acquisition Planning Services.

The current schedule for the activation of the Linen Holding Area is estimated to be completed within 90 days after the award of the warehouse construction contract. The warehouse construction contract is currently estimated to be awarded on 9/1/2024 (subject to change).

Because of the quick turnaround time of the Linen Holding area activation, acquisition packages for this area are to be completed during the base year (included in the LTSCI base tasks). The few new equipment items for the Linen holding area can be found in Attachment S3.

Acquisition Planning for the Linen should be based solely on the provided equipment lists.

3. Can you please provide the drawings for the Linen Holding Area? I do not see them in the files T1-T4.

Answer: Drawings for the Linen Holding Area are currently incomplete and in Peer Review Process. Drawings will be provided to the IOT&A Contractor at some point after award. The new Linen Holding Area is located at the back dock of the existing building 2.

4. We want to verify that we will receive the REVIT Model showing:

- Structure provided within Revit;

- Interior provided within Revit;

- MEP (utilities) Mechanical/Plumbing provided within Revit with schedules, details and certain items in AutoCAD; Electrical provided within AutoCAD;

- FFE lay-in FFE NIC, though some items indicated as placeholders within Revit;

- Room Number provided within Revit;

- Room Codes provided within Revit; however, not all rooms have such codes; also, room codes in Revit are based on VA’s old numbering system;

Acq Codes Within Revit, and also within MES

Can you also confirm any changes the AE REVIT model will be shared with the IOTA contractor within 7 days of the update. Otherwise, we will be working off different designs.

Answer: PWS Section 15.2 Comprehensive Interior Design, FF&E and Space Planning Services provides for what will be available in the REVIT file. Contractors should not assume anything additional will be provided in the REVIT model to include timeliness of changes. As with the LTSCI, the design was completed fully utilizing AutoCAD, Revit Model is incomplete, LTSCI has been provided previously, Warehouse unavailable at this time.

The following information for the LTSCI, Warehouse and Linen Holding Area project is available in a Revit file:

- Structure provided within Revit;

- Interior provided within Revit;

- MEP (utilities) Mechanical/Plumbing provided within Revit with schedules, details and certain items in AutoCAD; Electrical provided within AutoCAD;

- FFE lay-in FFE NIC, though some items indicated as placeholders within Revit;

- Room Number provided within Revit;

- Room Codes provided within Revit; however, not all rooms have such codes;

also, room codes in Revit are based on VA’s old numbering system;

- Acq Codes Within Revit, and also within MES

5. It appears we will not receive the data locations and power locations as part of the REVIT model is that correct? So, the only way we can review and determine if the MEP is accurate or potentially may need to change is for us to hand add the power and data locations to our REVIT Model? And place on one layer. Is there a way for the AE to add a power/data layer to their REVIT MODEL? To have user group meetings it is important to have all the utilities on one layer so we can ensure whatever layout is provided to the end users matches the existing design.

Answer: As stated previously, as with the LTSCI, the design was completed fully utilizing AutoCAD, Revit Model is incomplete, LTSCI has been provided previously, Warehouse unavailable at this time.

6. Given the penalty for any changes it is vital we receive all the power and data locations on one layer so we can make sure we do not make mistakes – will this be provided or will we have to manually go room by room to add the power and data locations?

Answer: As with the LTSCI, the design was completed fully utilizing AutoCAD, Revit Model is incomplete, LTSCI has been provided previously, Warehouse unavailable at this time.

7. Is it in the AE scope to lay in all the CC items into all rooms or only into a typical room?

Answer: All equipment, including all CC items, are laid into floorplans. Certain equipment items will show in floor plans, enlarged floor plans, typical floor plans and/or reflected ceiling plans.

Some equipment show up in other details. The IOTA contractor will receive relevant plans, as needed, after award.

8. During the AE submittal process when CC items change like casework will the AE be providing and updated REVIT model to the IOT contractor updating all the casework in the entire facility or just one sample room, which would mean the IOTA contractor would have the incorrect layout of all approved/changed CC items unless we updated CC items ourselves.

Answer: As with the LTSCI, the design was completed fully utilizing AutoCAD, Revit Model is incomplete, LTSCI has been provided previously, Warehouse unavailable at this time.

9. Should we assume that the final schedule for deliverables might change based upon construction schedule updates and discussions with the IOTA contractor and the COR?

Answer: The final schedule for deliverables may change based upon construction schedule updates and discussions between the IOT&A Contractor and the COR.

10. Are the cut sheets provided with the solicitation to be considered final bases of design only requiring options or are they examples only?

Answer: Cut sheets were not provided with the solicitation.

11. Is there a local VA warehouse that can be used to store IT equipment, or will IT equipment be stored in the IOTA contractor warehouse?

Answer: VA IT will be responsible for the storage of IT equipment (PCs, monitors, phones, peripherals). Refer to Attachment A: PWS, Section 16.2 Warehousing and Warehousing Management Services.

12. Will IT order all IT equipment for the entire project at one time so the IOTA warehouse will need to calculate square footage and support for all 3 projects in the warehouse at the same time or will the deliveries to the warehouse be staggered based upon the schedule of the projects?

Answer: VA IT will be responsible for the planning, ordering, storage and moving of IT equipment (PCs, monitors, phones, peripherals) for the LTSCI, Warehouse and Linen Holding Area.

13. Will there be space for the IOTA contractor to use in the construction trailer or onsite anywhere?

Answer: Space is very limited in the direct space(s) for the project. Any space will need to be coordinated with the COR.

14. In the Timeline file (B) we do not see acquisition packages for Linen but there is for acquisition planning, is this an error or are packages for LINEN not part of the scope?

Answer: IOT&A Contractor will be required to provide acquisition planning services and acquisition packages for the linen holding area during the base year of the contract. Refer to Attachment A: PWS, Section 15.4 Acquisition Planning Services.

15. Building Occupancy-Can the IOT&A contractor assume the BOD for each facility is planned for the start of CLINs 0017, 0018 and 0019?

Answer: Yes, the Beneficial Occupancy Date (BOD) for each facility is estimated for the start of CLINs 0017, 0018 and 0019. The IOT&A schedule is subject to change based upon the construction schedule and award of the construction projects. Optional Tasks are exercised at time of need according to the project schedule. The Period of Performance begin date is estimated.

16. PWS 9.0 Location and Hours of Work-9.0 states “All contract employees are expected to be available during core hours”. Does the Government anticipate any of the contractor staff to be on-site full time for the duration of the contract?

Answer: No, the Government does not require any of the IOT&A Contractor staff to be on-site full time for the duration of the contract.

17. PWS 15.2.4 Master Key Plan- Can the VA confirm the IOT&A contractor is only coordinating the new key cores and not supplying them?

Answer: Yes, the IOT&A Contractor is only coordinating the new key cores and not supplying the new key cores. CFM Contractor will be coordinating with Medical Center Locksmith for development of ‘Bit List’, then replacement will also be coordinated with same.

18. PWS Room-by-Room Master Equipment and Furniture List (MEL)- Has the VA populated the MEL on the OCAMS SharePoint site or is it a clean sheet with the upload to be done by the contractor?

Answer: The VA OCAMS will populate the MEL on the OCAMS SharePoint site.

19. PWS 16.1 Acquisition Packages Development-Will the IOT&A contractor be responsible for submissions of SEPGs and EERs for procurements?

Answer: The IOT&A Contractor will assist with gathering all documents to be uploaded into SEPG & EER. The VA team will upload into SEPG &EER.

20. PWS 16.2 Warehousing and Warehousing Management Services-•Provide space for Equipment labeling, testing, assembly… Does the VA have an estimate of how much space is needed for their labeling, testing and assembly?

Answer: IOT&A Contractor should set aside an estimated 120 square feet with access to electric in the warehouse for equipment labeling, testing and assembly.

21. PWS 16.3 Relocation of Reuse and Personnel Files-Contractor to provide for all labor, materials, transportation and equipment for the relocation of Reuse equipment, personnel files… Will the personnel files need to be secured in totes with security seals to protect PII or HIPPA information?

Answer: No, VA doesn’t expect PII or HIPPA information.

22. PWS 16.4 Activation Services and Post Occupancy Support-Is there dock access and dock levelers available at the LTSCI?

Answer: Access to the back docks of the existing building 2 will be available to the IOT&A Contractor through coordination with the COR. Yes, dock levelers will be available.

23. PWS 15.1.5 Change Management Plan and Log-How long should the contractor expect the government to take to review and approve or deny change requests?

Answer: The Government has 20 days to review, approve or deny change requests.

24. PWS 15.1.5 Change Management Plan and Log-What will be the government’s official method of communicating approved or denied changes to the contractor?

Answer: The Government’s official method of communicating approved or denied changes to the IOT&A Contractor will be through the Change Management Plan and Log template Attachment F on the OCAMS Sharepoint site (See column J).

25. PWS 15.1.6 WBS-How long after contract award will the government provide documentation for the contractors to receive their PIV cards?

Answer: Security documentation is provided in the solicitation Attachment Q. The timing of the process, after contractor submits to the CO, is outside the control of the contracting office and COR as the processing is done by a different office.

26. PWS 15.1.6 WBS-Have all VA PIV facilities switched to USACESS system for PIV card assignment? In the past, there have been issues with the team receiving PIV cards because of different systems the VA was using.

Answer: To be determined based on facility processing. Unknown at this time.

27. PWS 15.1.6 WBS-Will the government provide access for the contractor to edit lists and folders to meet the outfitting needs?

Answer: IOT&A Contractor will have edit access to the Lists and folder on the OCAMS sharepoint site.

28. PWS 15.1.6 WBS-Is there any expectation for the contractor to maintain a project SharePoint site outside of the OCAMS site?

Answer: No, the IOT&A Contractor will use the one Government-provided SharePoint site to manage the contract deliverables, plans and reports for the Dallas Long Term Spinal Cord Injury, Warehouse and Linen Holding Area.

29. PWS 15.1 Project Room Contents List-What is the format of the room contents list?

Answer: The IOT&A Contractor must utilize the OCAMS Activation tool built into the Government provided project specific SharePoint site. Attachment H-Room Contents and Acq Plan Template is a representation of the required information/data. Actual deliverable data/information requirements are defined in the SharePoint tool.

30. PWS 15.1 Project Room Contents List-Is the government open to alternate forms of room contents lists that will meet the needs of both the government and the contractor team? If not, will the government add columns to the OCAMS room contents list for contractor use? This will avoid having to keep two different room contents lists.

Answer: The IOT&A Contractor must utilize the OCAMS Activation tool built into the Government provided project specific SharePoint site. Attachment H-Room Contents and Acq Plan Template is a representation of the required information/data. Actual deliverable data/information requirements are defined in the SharePoint tool. No additional columns will be added to the OCAMS Activation tool.

31. Solicitation Section E.1 page 39-With all the IOT&A task areas (CLINs) being required with this project, could you please increase the page count to 25 in order to adequately address each task area and the related deliverables?

Answer: No, the page count will not be increased at this time.

32. PWS 15.4 Acquisition Planning page 18-Is the IOT&A contractor responsible for planning and developing OIT equipment packets?

Answer: No, VA IT will be responsible for the planning, ordering, storage and moving of IT equipment (PCs, monitors, phones, peripherals) for the LTSCI, Warehouse and Linen Holding Area.

33. PWS 16.1 Acquisition Packages Development page 21-Bullet “Assist with gathering all documents to be uploaded into SEPG & EER.” Is the IOT&A contractor responsible for entering/uploading the documents into SEPG and EER?

Answer: The IOT&A Contractor will assist with gathering all documents to be uploaded into SEPG & EER. VA team will upload into SEPG & EER.

34. PWS 16.3 Relocation-For Optional CLIN 0016 and Section 16.3 in the PWS, this question is around the current warehouse contents.

1. Is the IOT&A contractor responsible for relocating all the current warehouse contents?

2. If yes, do you have an inventory to share so we can price this out accordingly? If not, can you provide a basis of estimate all bidders could use for this portion of the effort?

Answer: The IOT&A Contractor is not responsible for relocating the current warehouse contents.

35. PWS and Schedule B.2-We see Acquisition Planning Services CLINs for the LTSCI, Warehouse and Linen Holding Area; however, there is no Acquisition Packet Development CLIN for the Linen Holding Area. Is this correct?

Answer: IOT&A Contractor will be required to provide acquisition planning services and acquisition packages for the linen holding area during the base year of the contract. Refer to Attachment A: PWS, Section 15.4 Acquisition Planning Services.

36. Attachments S1 and S2, Room Contents List-

1. Is IO&T contractor responsible for developing the procurement packages and outfitting the Telecommunications Rooms?

2. A5180 Track, Cubicle, Surface Mounted, With Curtain-This item is showing VV but we want to validate (1) if the track is GC provided and (2) if the IO&T contractor is responsible to plan and develop the procurement packets for the curtains.

Answer:

1. VA IT will be responsible for the planning, ordering, storage and moving of IT equipment (PCs, monitors, phones, peripherals) for the LTSCI, Warehouse and Linen Holding Area.

2. The track is CC and the curtains are VV. Yes, the IOT&A Contractor will be responsible for the planning and developing of the procurement packets for the curtains.

37. PWS pg. 5, Sec 10.0 Travel-The PWS states that it is the responsibility of the contractor to mobilize employees and pay living expenses for non-local employees. Is there a requirement for the contractor’s key personnel to be onsite on a fulltime (or a significant period of time) basis? Will the cost of lodging/living expenses for key personnel onsite during critical activation periods be reimbursed out of the Government’s assigned travel budget for the project?

Answer: No, the Government does not require any of the IOT&A Contractor staff to be on-site full time for the duration of the contract. Travel is cost-reimbursable and must be pre-approved by the COR.

38. PWS pg. 22, Sec 16.2 Warehousing and Warehousing Management Services-Is IT equipment planned to be stored in the contracted warehouse space?

Answer: VA IT will be responsible for the storage of IT equipment (PCs, monitors, phones, peripherals). Refer to Attachment A: PWS, Section 16.2 Warehousing and Warehousing Management Services.

39. PWS pg. 24, Sec 16.3 Relocation of Reuse and Personnel Files

1. How much re-use if any is projected for the warehouse facility?

2. How much re-use if any is projected for Linen Holding area?

3. Is the IOT&A contractor responsible to relocate government issued ergonomic items for personnel?

Answer:

1. Refer to New solicitation ATTACHMENT S4 – Dallas Warehouse Reuse Equipment as of November 17, 2022.

2. Reuse for Linen is very minimal. Any relocation needed will be done by the site.

3. Yes, if any ergonomic items exist.

40. PWS pg. 25, Sec 16.4 Activation Services-Are service contracts for printers/shredders/biohazard the responsibility of the IOT&A Contractor?

Answer: No, service contracts for printers/shredders/biohazard are not the responsibility of the IOT&A Contractor.

41. PWS pg. 25, Sect 16.4 Activation and Post Occupancy Support-Is there a requirement for equipment or furniture disposal services?

Answer: The IOT&A Contractor is only responsible to provide an FF&E Reuse and Disposal Plan (Deliverable 15.2.10). Disposal services are outside the scope of activation.

42. PWS 9.0 page 5-Will space be allocated for the IOT&A team within the facility at 4500 S.

Lancaster Rd; Dallas, TX 75216?

Answer: Space is very limited in the direct space(s) for the project. Any space will need to be coordinated with the COR.

43. PWS 15.1.7 page 10-Have the VA IPT Teams been established for Executive, Finance, Contracting and Warehouse?

Answer: No, the VA IPT Teams have not been established.

44. PWS 31.10 page 37-Will Phase A documentation be available to the IOT&A Team?

Answer: This project is under Phase B and Phase C. If any information is required under Phase A, the information will be provided at that time.