S05 - Questions and Answers - Atlanta.pdf

36C77623Q0449 Atlanta Health Eligibility Center (HEC) IOT&A Services

Solicitation Questions & Answers

1. Do you have drawings that can be provided?

Answer: Drawings attached to Amendment 1. Drawings are currently at DID Level 1 while PDFs are available the contractor has to accept that these are not final and subject to change.

2. What format are the drawings (AutoCAD, pdf or Revit)? Please provide in Revit if possible.

Answer: Revit files will be available at design completion, specific layers are still unknown.

3. Do they include JSNs on the drawings?

Answer: No, JSNs are not provided on the drawings.

4. Where is the PRCL? Attachment H is blank? Should we assume Attachment R is all we will receive? How can we match this information to a real drawing?

Answer: Attachment H is a representation of the required information/data for the SharePoint.

Attachment R is the current room contents list for the project.

5. Please verify we are only developing the key plan not installing any cores?

Answer: Yes, the IOT&A Contractor is only responsible for developing the key plan and not installing the cores.

6. Notice the Server cabinets are VV – since they probably have to be attached to the slab can they be changed to VC?

Answer: Unknow at this time, the cabinets will need to be located in the center of the room anchored to the slab so techs can work on all sides.

7. What is the date of potential occupancy?

Answer: The objective is to have the IOT&A project completed by the first day of operations, which is projected for September 2, 2025 and the projected Beneficial Occupancy Date (BOD) is July 6, 2025 (subject to change).

8. I do not see any UPS or PDU in the IT rooms who is providing these?

Answer: Items will be procured by OIT.

9. Please provide MEP drawings also that are on the same layer as the FF&E.

Answer: MEP drawings are not available at this time. Attached drawings are the only drawings available.

10. Is the GC providing wall blocking in other locations besides the television brackets?

Answer: GC will be providing wall blocking as needed for cabinetry and related items per the layout on the drawings.

11. Are the furniture workstations fed from the wall or floor? If the floor who is responsible for locating the floor boxes?

Answer: The current plan is to use power poles so workstations can be relocated as needed which are fed from the ceiling. Offices will be fed from the walls.

12. Who is responsible to cabling all the workstations?

Answer: The furniture contractor will install the furniture, but they do not tie in power and data.

Depending on which style they use they will either have a tie in point or cables may need to be routed.

The IOTA contractor needs to handle this part of the install.

13. Is this project dual occupancy?

Answer: The VA is the only Occupant at this time however we did not rent the entire space so there is a possibility of dual occupancy in the future.

14. We see sanitary napkin disposal A5090. Should we assume, there will be no sanitary napkin dispenser?

Answer: Sanitary napkin dispensers are required for women’s restrooms. This requirement may have been missed.

15. I do not see a requirement to relocate any staff in the PWS. Can you provide us with details?

Are any staff to be relocated by the IOTA contractor as part of this contract? If so, how many and how many cartons would you like us to plan for each staff member moving?

Answer: Please refer to Section 16.3 Relocation of Reuse and Personnel Files of the PWS.

16. Please provide the address of the current and new facilities.

Answer: Please refer to the Background section of the PWS. The current leased office space is located at 2957 Clairmont Road; Atlanta, GA. The newly leased office space is located at 2233 Lake Park Drive; Smyrna, GA.

17. Is there a loading dock and elevators at both the new and existing facilities?

Answer: Both facilities have an elevator. The existing facility does not have a loading dock. The new facility does not currently but they are being installed during construction to accommodate box trucks and tractor trailers.

18. What is the GSA schedule so we can calculate the design submittal plan in order to meet the requirements?

Answer: Design 10/6/23 – 6/5/24, Construction 6/6/24 – 1/9/25. Dates are subject to change.

19. Since the GSA schedule requirements are very rigid what happens if the end users cannot meet these dates because they request many updates to the program for design?

Answer: VA has a set number of days to review and request changes in design. If changes or mods delay the project, then the schedule will have to be extended. Schedules are subject to change.

20. Has space been allocated for the IOT&A contractor on the grounds of the Atlanta Health Eligibility Center?

Answer: Not at this time that can be coordinated with the lessor closer to the start of construction.

21. On Attachment R, is the Touch Screen Electronic Building Directory New or Reuse?

Answer: New

22. In PWS Task 15.4 Acquisition Planning Services on Page 18, the 4th bullet mentions PWS Task

15.5 but the tasks end at 15.4 then go to the Optional Tasks at 16.0. Was PWS Task 15.5 omitted?

Answer: Please refer to amended Attachment A (PWS Section 15.4). 4th bullet has been amended to read as follows: Identify long lead-time items and submit the packages according to PWS Task 16.1.

23. PWS p.12, Section 15.2 Comprehensive Interior Design, FF&E and Space Planning Services , par. 1: Are A/E plans available for the new facility?

Answer: Current drawings attached to Amendment 1 and are subject to change.

24. PWS p.22, Section 16.2 Warehousing and Warehousing Management Services, par. 1 and Solicitation CLIN 0007, p.7 of 63: Is it the VA’s requirement or expectation that the warehouse space be available for the entire 6 months PoP for Warehousing and Warehousing Management and be sized to accommodate all items on the FF&E list (Attachment R) simultaneously?

Answer: Yes, the full warehouse should be available for the entire PoP.

25. PWS Section 15.2 Comprehensive Interior Design, FF&E and Space Planning Services , p.12, last paragraph: PWS states, "Design support services include preparing cut sheets for FF&E and artwork, updating the room’s content list on the Government’s SharePoint site, including updating spaces to be consistent with A/E drawings." Drawings were not included in the attachments A-S. When will drawings be provided?

Answer: Current drawings attached to Amendment 1 and are subject to change.

26. PWS Section 15.2 Comprehensive Interior Design, FF&E and Space Planning Services , p.22, last paragraph and PWS Section 15.2, p.16, deliverable table 15.2.11: These sections indicate a need for an inventory. Please provide the square footage of the existing facility.

Answer: The need for an inventory has been removed from the PWS.

27. PWS Section 15.2 Comprehensive Interior Design, FF&E and Space Planning Services, p.16, deliverable table 15.2.11: The highlighted area of the paragraph states Attachment R is for the mail room and logistics supply reuse equipment. This is the only equipment list attachment provided and it indicates all items are New. Is this the full FF&E equipment list or will one be provided?

Answer: Attachment R includes new and reuse items. The reuse items are found on in the Excel document, lines 128 through 135. Attachment R is currently the full FF&E equipment list.

28. PWS Section 16.3.1 Relocation Services, The Deliverable Schedule shows this due at BOD, but the CLIN associated with this deliverable doesn't begin until 9 days after BOD. Should this CLIN and BOD align?

Answer: Please refer to amended PWS, deliverable schedule.

29. PWS Section 16.3.2 Staff Move Guides, The Deliverable Schedule shows this due at BOD, but the CLIN associated with this deliverable doesn't begin until 9 days after BOD. Should this CLIN and BOD align?

Answer: Please refer to amended PWS, deliverable schedule.

30. PWS Section 16.4.1 Activation, Installation, Transitioning and Relocation Plan: The Deliverable Schedule shows this to start at BOD, but the CLIN associated with this deliverable doesn't begin until 9 days after BOD. Should this CLIN and BOD align?

Answer: This is an Optional Task and the PoP based on the final construction schedule BOD will be set when the Optional Task is exercised. The deliverable due date will align with BOD when the Optional Task is exercised.

31. PWS Section 16.4.3 Employee Orientation Services: The Deliverable Schedule shows this to start at BOD, but the CLIN associated with this deliverable doesn't begin until 9 after BOD. Should this CLIN and BOD align?

Answer: This is an Optional Task and the PoP based on the final construction schedule BOD will be set when the Optional Task is exercised. The deliverable due date will align with BOD when the Optional Task is exercised.

32. General Solicitation: Is the proposal due date on the SF 1449 of 10 Jan 2024 at 1:00 PM EST correct? SAM shows conflicting due date.

Answer: Yes, the proposal due date is 10 January 2024 at 1:00 PM EST as stated on the SF 1449.

33. PWS Section 15.1.2 Activation Integrated Master Schedule (AIMS): Is the AIMS required to be submitted with the proposal? Only shows 1 month after date of contract on PWS.

Answer: No. The draft AIMS is due 1 month after the effective date of the contract.

34. PWS Section 15.2.5 Room-by-Room Master Equipment and Furniture List (MEL): Has the VA populated the MEL on the SharePoint site or is it a clean sheet with the upload be done by the contractor?

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

35. PWS Section 15.2 Comprehensive Interior Design, FF&E, and Space Planning Services: How many departments will be participating in user meetings?

Answer: MS ELT, OIT, RM, ESO, HEC, OMD, QAMB, Training, Union, A&I, EED, EEO, HR, IVD, OCC, OIG, PCC, TCC, and VTP

36. PWS Section 15.2 Comprehensive Interior Design, FF&E, and Space Planning Services: Who is responsible for generating the J&As for procurement packages? It just says they are required, as necessary but not who is responsible for creating the document.

Answer: Contractor to draft. VA will assist with development to ensure it meets the needs.

37. PWS Section 16.1 Acquisition Packages Development: PWS states-The VHA Project Team shall submit the VA Form 2237 requests. The VHA Project Team will upload all package documents produced as required by this section to the contracting office via Forecast of Opportunities and Requirements Center for Excellence (FORCE). The VHA Project Team will ultimately submit the approved package through FORCE, along with the approved 2237.

Is the term “VHA Project Team” used in place of “The Government” or will contractor personnel submit 2237 requests and submit packages through FORCE?

Answer: Yes, the term “VHA Project Team” is used in place of “The Government”. The IOT&A Contractor will not be responsible for submitting the approved package through FORCE, along with the approved 2237.

38. PWS Section 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, the IOT&A Contractor will not be handling PII.

39. PWS Section 16.4 Activation Services and Post Occupation Support: Is there dock access and dock levelers available at the site?

Answer: The existing facility does not have a loading dock. The new facility does not currently but they are being installed during construction to accommodate box trucks and tractor trailers.

40. PWS Section 15.1.4 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 business days to review, approve or deny change requests.

41. PWS Section 15.1.4 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).

42. PWS Section 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 SharePoint 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.

43. PWS 15.2.4 Master Key Plan: Is the IOT&A contractor responsible for the development of the Master Key Plan but NOT responsible for installing the key cores or managing the installation process?

Answer: Yes, the IOT&A Contractor is only responsible for developing the key plan and not installing the cores.

44. PWS Section 15.2.11 Equipment Reuse and Disposal Plan: If the government is responsible for disposing non-reuse equipment, must the IOT&A contractor still describe how non-usable equipment will be disposed of and identify its final location?

Answer: Contents of plan to be agreed upon by COR and Contractor during contract performance. The VA will be responsible for disposing of all government owned equipment.

45. PWS Section 15, pages 13-15: “IOT&A” design submittals are to be generated in accordance with the design documents” but they are not defined. Design documents are referenced several times, but they are not defined. What are these documents exactly and who is responsible for providing them and when? Assumption is the Architectural drawings, but they are to be re-worked with every design submittal, correct?

Answer: The Lessors A/E will provide design documents up to the point that their construction is complete and as-builts are delivered. If the IOT&A contractor makes changes to the final as-builts updated architectural documents will need to be provided. Architectural are re-worked at every design submittal.

46. PWS Section 15.2.9/15.2.10 Design Submittal 1/Design Submittal 2: To confirm, the A/E will generate, and update design documents based on the IOT&A design submittals?

Answer: The Lessors A/E will only provide updates to design documents up to the point where construction is completed and as-builts are delivered. The IOT&A contractor would need to provide updated documents for any changes made after delivery of the lessors as-builts.

47. PWS Section 15.1 Comprehensive Project Management Services, p. 11: What does “workflow” refer to in this context? The PWS states that the IOT&A contractor is responsible for space planning and CONOP development, but the PWS also states that the workflow cannot be changed except for the Lessor.

Answer: This means the IOT&A contractor cannot make changes to the lessor’s schedules, design and construction plans without coordination with the VA and the lessor. The space planning and CONOP development must be done in coordination with the schedules, design, and construction plans provided by the lessor.

48. What class of building would the VA desire?

Answer: This will be an office space. Class will be determined in accordance with national and local code requirements as well as the TIL (https://www.cfm.va.gov/TIL).

https://www.cfm.va.gov/TIL