S05 - Questions and Answers .docx

36C77623Q0127 Gulf Coast Veterans Health Care System/Biloxi VA Medical Center Building 1 Major Renovation Activation Solicitation Questions & Answers

1. Will there be any medical equipment planning needs for this project?

Answer: See Section 16.2 of the PWS.

2. PWS Section 4.0 and 17.2 – Pages 2, 22 - Is the IOT&A contractor to ONLY plan, coordinate, finalize, and oversee the move of the in-patients?

Answer: Yes. The IOTA contract is not responsible for in-patient moves, only planning.

3. PWS Section 4.0 and 17.2 – Pages 2, 22 - Please confirm that the IOT&A contractor is not responsible for physically moving the in-patients?

Answer: The IOTA contractor is not responsible for physically moving the in-patients.

4. PWS Section 16.2 – Page 13 - First paragraph, “Design support services may include preparing cut sheets for FF&E and signage….”

Question: A Signage Plan is not included as a project deliverable. Is the IOT&A contractor to plan, develop acquisition packets, and oversee signage installation?

Answer: Signage is included as part of the overall Acq Plan/FFE required for this project activation and should be prepared as all other FFE requirements in this PWS. Since signage is sometimes a Contractor-Provided, Contractor-Installed (CC) item we wanted to specifically call attention to it so vendors are aware a full interior signage take-off and installation is part of this acquisition plan.

5. PWS Section 16.2 – Page 13 - “Please note that new equipment assets are provided a unique local facility identifier for procurement that will need to be referenced and incorporated into any developed layouts provided by the contractor.”

Question: Is the term “unique local facility identifier” synonymous with “JSN”?

Answer: The facility has not included JSN numbers in the provided Attachment R (Equipment List) due to the project’s age - the RFP did not require a Room Contents List with the SEPS generated PFD at project origin. We either need the Contractor to provide JSNs for all FFE included in this project/acq plan or develop a unique identification system for each type of item. We began to create our own, but are open to Contractor providing this approach – use of JSNs is acceptable.

6. PWS Section 16.2 – Page 13 - Upon award, will the VA provide an updated equipment list to include the JSNs? Or will the IOT&A contractor need to research and enter the JSNs?

Answer: See question #5 response for guidance. Contractor will need to provide.

7. PWS Section 16.2 – Page 14 - “Contractor to provide 3-D modeling (via Revit) mock-ups of complex spaces and patient rooms. Spaces to be included in mock-ups will be determined in coordination with the Activation Office/COR.”

Question: In order to determine labor hours/costs for bidding the 3D modeling, please state which spaces and patient rooms or provide how many spaces and patient rooms (exact ones TBD) we are to model. As written, it is difficult to price for a fixed-price contract.

Answer: We will require fully developed 3-D model in Revit for the following room types:

· Patient Room (6 typicals)

· Dental Operatories (4 typicals)

· Med Rooms (3)

· Dental Lab

· Nurse Stations (2)

· Reception Stations (2)

8. PWS Section 16.3, Deliverable 16.3.3 Transition Plan – Page 17 - What do you mean by this statement “Required Maximo service requests”? Please clarify what it means and if it is part of the Transition Plan.

Answer: As part of the Transition plan we will require the Contractor to identify any activation related tasks that require support from Biomed (PM, Incoming Inspections, etc.), EMS (Terminal Cleans, etc.), and Maintenance & Operations (any type of installation support, etc.). We will need to track the timing of these needs and the list of these applicable work requests shall be entered into our local Work Order System – Maximo as service requests at appropriate time in the activation/transition period.

9. PWS Section 16.3, Deliverable 16.3.4 Integrated Move Plan – Page 17 - “The contractor shall use construction drawings to update the existing move plan on the Government SharePoint site. Contractor shall identify any special characteristics of the space.”

Questions:

1. Is there an existing, populated Move Plan (Attachment I) already in existence that we will be updating?

Answer: No. The template provided will be completed by the IOTA Contractor

2. As for identifying special characteristics of the space, are you referring to column V on Attachment I? Is that where we are to annotate anything special about the room?

Answer: Yes

10. PWS Section 17.2 – Page 22 - “The Medical Center does not expect to reutilize much medical equipment with exception of medical beds, vital signs monitor, and other misc. rolling stock items.”

To determine labor hours/costs for bidding relocation, could the VA please provide more details on the planned reuse to include:

1. Item Type

2. Quantity

3. Leased Item?

4. Coordinated Vendor Move or IOT&A Move

Answer: Please see Response to question #45 for further breakdown of needs for re-use items.

11. Is there a VA SEPG equipment list for this project that provides detailed room-by-room planning for the renovated spaces?

Answer: We will require the Contractor to provide the Room By Room list as detailed in PWS. Attachment R is a Room Contents List consolidated for FFE per Room Type/Code not for each individual space.

12 The PWS does not mention a warehouse requirement. Should we assume that all items will be shipped directly to a VA warehouse on the Biloxi campus?

Answer: Yes.

13. Will the VA clear the renovated spaces before construction begins, or should we plan to move supplies and personnel out of the floors prior to the start of construction?

Answer: The IOTA contractor will not be responsible for moving supplies or personnel out prior to start of construction. See Section 3.0 Background, construction phasing does not impact activation phasing which begins post-building acceptance.

14. How many 3D model rooms and/or physical mockup rooms should we include in our project plan?

Answer: See answer to Question #7.

15. How many departments are involved in this project?

Answer: Unclear with what is being asked. There are two different approaches to answering this question, see below:

Acquisition Package Development:

· PMRS

· Pharmacy

· Dental

· Medicine

· Supply Chain

· Engineering

· Imaging

· EMS

· QM/WFD

· Interior Design

· Nursing

· Medical Media

· Biomed

Relocation Support:

· PMRS (personnel only)

· Dental

· Medicine (personnel only)

· Supply Chain (no personnel – supplies/equipment)

· Nursing

· Biomed (no personnel – supplies/equipment)

16. When it says the project is fully designed does that mean all FF&E selected to the generic state – JSN?

Answer: Correct, Facility has generically established what FF&E are required for this activation, however, we acknowledge additional requirements are likely to be discovered upon equipment reviews and mock-ups provided on behalf of this IOTA Contract.

17. Are CD’s completed?

Answer: Yes, we can provide when needed to the winning contractor.

18. Is the plan to move to swing space for renovations then to other locations or only one time relocations of departments?

Answer: The IOTA contractor is not responsible for any moves into a swing space. Reference Section 3.0 Background.

19. Is there a list of reuse equipment that will need to be relocated somewhere?

Answer: See section 17.2 for reuse details. It is a requirement of the IOTA Contractor to coordinate, inventory, and provide the facility reuse plan needed in transition. See response to question #45 for further reuse clarification.

20. The equipment list provided only shows new furniture and equipment and the dates in the file do not make sense – order by date 1/0/1900 – should we assume this means it will be up to the IOTA contractor to develop this information to manage the packages?

Answer: Yes. This is part of the Acquisition Planning task.

21. Are any of equipment packages being reviewed by the TAC?

Answer: Not that we are aware at this moment. No current requirements identified need TAC review.

22. Are we pricing all the optional tasks up front?

Answer: Yes. This is a firm fixed price contract, to include all firm fixed price options and optional tasks.

23. There is no warehouse CLIN listed – does the VA have a warehouse to deliver all the new equipment prior to installation?

Answer: Yes. The VA has a warehouse onsite.

24. How can we price the relocation of the equipment when there is not list of amounts of reuse to be moved and a from to?

Answer: Section 17.2 provides an estimate of the number of employees and patients and how many boxes to estimate for each. In addition, limited Re-use equipment is described in section 17.2

25. In the completed design does the drawing show all the reused equipment and is it labeled per VA standards with the JSN number then an R signifying reuse?

Answer: No, it is the responsibility of the IOTA Contractor to identify and develop the reuse plan.

26. Will any of the re used equipment require vendor support in order to maintain warranty?

Answer: Potentially, see known details of reuse equipment in Section 17.2 and RFI Response #45.

27. Any PC’s relocating as reuse?

Answer: No, PC or OI&T specific equipment procurements will be requiring IOTA contractor support during relocation services.

28. Are Copiers or MFD’s being reused?

Answer: Yes, we expect MFD’s being reused to be relocated by IOTA Contractor.

29. How many phases or relocations should be planned?

Answer: See section 3.0

30. Is there a construction schedule available?

Answer: No, the construction is not awarded at this time.

31. Can we review some drawings so we can see the logistics and pathways and distances and phasing plans?

Answer: See Site Building Plan attachment to this Amendment 0001

32. As you know contracting timelines differ from site to site – can you verify that contracting will agree to meet regularly as part of the package development and tracking group?

Answer: Yes. This will be coordinated when/if the Acquisition Package Development Optional Task CLIN is exercised.

33. Is there a NAC purchase

Answer: Yes, there are (2) portable x-ray units.

34. I do not see Acquisition codes on the equipment spreadsheet? How can we determine our pricing without these?

Answer: Acquisition codes are present in Attachment R – Column L for review.

37. There are some brand name equipment listed in the spreadsheet – have these been approved for sole source yet?

Answer: Nothing has been vetted through the equipment request process and/or justifications at this time. However, we promote the writing of Brand Name or Equal packages v. Sole Source to avoid lengthy approval timelines that can impact the PALT/Lead Times for these activation procurements. The only two acquisition packages potentially needing a Sole Source would be Signage System and Patient Monitoring System.

38. Is the equipment list complete that has been provided?

Answer: Please see Response to question #16.

39. Without proper acquisition codes we will not be able to price the activation/ Please update?

Answer: We are assuming acquisition codes which were identified in our attachment. Please see Attachment R – Column L for acq codes.

40. PWS, Page 2 of 49, Section 3.0- Background Section - Given the historical landmark status of the hospital building, are there any historic preservation requirements or activation exclusions associated with this renovation activation effort?

Answer: As it pertains to activation support, no special requirements. This does impact our construction efforts in specific areas.

41. PWS, Page 18 of 49, Section 16.4 – Acquisition Planning Services – Please confirm Optional Task 17.1, Acquisition Packages Development, will be exercised to complete the Long Lead Time Item packages identified during the Acquisition Planning Services phase once identified and confirmed by the Facility Activation Office/COR?

Answer: Optional Task 17.1 Acquisition Package Development will not be exercised in order to complete long lead time items. Long Lead time items (if any) will be completed during the Acquisition planning CLIN. See Section 16.4 – IOTA contractor may be required to provide up to 10 long lead time items packages during the acquisition planning phase, once those items are identified. Deliverable 16.4.2 is included in Acquisition Planning CLIN for this reason.

42. Solicitation Package, Page 40 of 67, Section 5, Other Required Submittals, Letter C – In the case of contractor submission as a SBA Certified SDVOSB Joint Venture, is this requirement, “Not Applicable” given formal joint venture status, or, is there any other form of documentation required to substantiate Joint Venture status and non-use of subcontractors?

Answer: If the SBA Certified SDVOSB Joint Venture plans to utilized any sub-contractors, please provide a list. Sub-contractors can be small business or large business, but needs to be included in the list provided.

43. CLIN 0008 has a period of performance of 3 months yet the dates are 3-31-2026 through 6-30-2027. Please confirm the dates for this task.

Answer: The Correct POP for this CLIN is 3/31/2027 to 6/30/27.

44. Solicitation Section B.2 Price/Cost Schedule: Please clarify POP for CLIN 008 (duration shows 3 months but dates show POP at 3/31/26 to 6/30/27).

Answer: CLIN008 is 3 months POP. Section B.2 Price/Cost Schedule has been updated to show estimated POP 3/31/2027 to 6/30/2027. Vendors should price for 3 months.

45. PWS Section 17.2: Please provide details on the potential relocation requirements for reused items. Does the VA have an estimate for the following: The VA outlined specific personnel file product support and estimates in Section 17.2, we are NOT utilizing linear feet but quantity of boxes. It is also part of the IOTA Contractor’s responsibility to provide us a Reuse Plan that has been coordinated with key stakeholders. We do not have this document prepared to provide vendors. Below we will provide greater detail on miscellaneous supplies and equipment relocating to assist you in planning.

1. Quantity (in linear feet) of “miscellaneous supplies, equipment, etc. (relocating). into the new space”. Again see 17.2 for qty of boxes and staff relocating.

· We will potentially have (3) fully stocked Sterile Supply Rooms relocated each at 100 SF.

· We will potentially have (3) fully stocked Clean Supply Rooms relocated each at 80-100 SF.

2. Amount (linear feet) of files that may be moved. See box counts provided in Section 17.2

3. Quantity of the “medical beds, vital signs monitor, and other misc. rolling stock items” that may be reused. The following are items we expect to Contractor to consider in their reuse plan. Numbers if not specified should be low as most is programmed new due to backfilling of vacated space with further patient care needs:

· A few leased medical beds potentially at time of move for specialty care – wound care or bariatric types

· IV Pumps (20)

· Portable Lifts (2)

· Various Dental Lab counter top equipment/tools

· Various mobile equipment (Vital Signs Monitors, bladder scanner, portable ultrasound)

· Telemetry monitors (20)

· Scrub Ex Machine (1)

· Alex Machine (1)

4. Approximate area (in sf) of the existing spaces that will be moving.

Answer: see answers above. Not applicable as most spaces will require their existing furnishings to stay in place for backfilling services.

46. PWS Section 17.3: PWS states “Contractor shall provide for all labor, materials and equipment required for movement of all activation FF&E coming from the VA operated warehouse to the new facility.” Does the movement of items from the VA operated warehouse to either the BMET designed room, or the new facility require loading and unloading on trucks? If so, is the warehouse on the same campus as the BMET designated area or the new facility?

Answer: It’s located at the Biloxi VAMC campus, however, requires trucks utilized from warehouse dock to medical center dock(s) in transport.

47. General: Can the VA provide site plans/drawings of the renovated space(s)?

Answer: Yes, see Site Building Plan attachment

48. Attachment R - Biloxi Equipment List. For the following, we would like to know if these are the responsibility of the IOT&A contractor or other contractor/vendor to plan, coordinate, procure, and install?

1. Line 13, dental air purifier Yes, Refer to 17.1 guidelines

2. Line 62, HEPA filtration system Yes, Refer to 17.1 guidelines

3. Line 323, start-up consumables These are GIP products and will require vendor coordination and tracking on the Acq Plan and installation only – EMS must procure through mandated prime vendors.

4. Line 375, seat cover holders Also GIP, same requirement as #3

5. Lines 382 – 384, 388, 389 – toilet tissue dispensers Also GIP, same requirement as #3

6. Lines 390 – 392, Tidy Girl Dispensers Also GIP, same requirement as #3

7. Lines 411 – Water Fountain Dispenser Also GIP, same requirement as #3

Answer: See responses above.

49. 16.2.6 3-Dimensional Design Renditions - Will the Government provide Revit drawings to the IOT&A contractor?

Answer: Revit Drawings will be given to the winning IOTA Contract after award and when available.

50. 16.2.6 3-Dimensional Design Renditions - What Level of Development (LOD) is required for the 3-dimensional renditions?

Answer: We require 3-dimensional Revit Model for all areas specified in question #7. We expect all architectural elevation components to be present in these models. For example, we should see doors, light switches, lights, any applicable fixtures like sinks and casework, etc. The purpose is to be able to understand how the specified FF&E being programmed will interact in the constructed space.

51. 16.2.4 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 done by the contractor?

Answer: The Room Contents available from our Attachment R is uploaded in SharePoint currently, not the Room By Room Master (MEL).

52. 17.2 Relocation of Reuse and Personnel Files - Can the government provide an estimate of the number and size of supply closets/rooms for the relocation of rolling stock items?

Answer: See answer to Question 45

53. 17.2 Relocation of Reuse and Personnel Files - Does the government have an estimate in Linear Feet of Protected (HIPAA/PII/Patient) files to be relocated?

Answer: These boxes are included in 17.2 box counts present and yes, the contractor to provide relocating protected files appropriately.

54. 17.3.1 Warehousing - Can the government confirm the IOT&A contractor will not be providing warehousing?

Answer: IOTA contractor will not be responsible for providing warehousing services. The Government has an onsite warehouse that will be used.

55. 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: It will take the Medical Center roughly a business week to decide if Change Requests should be approved or denied. However, if the change impacts construction, we cannot estimate CFM’s required approval process for integrated VAMC user requested changes in the field. See Response to question #56 for further detail.

56. 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 Activation Liaison/COR will have IOTA Contractor provide change request memo (template provided by VAMC) for routing and signature to VAMC Director. If approved by Director, then IOTA Contractor and COR can work with RE Office/CFM to request change in construction. If a non-construction change, IOTA Contractor can provide correspondence memo directly to Activation Liaison/COR for review and approval of change to Activation Planning requirement impacted. All changes regardless of type should be reported in the Change Log located in the VHA Activation SharePoint project book real-time by the IOTA Contractor.

57. 16.1.6 WBS - How long after contract award will the government provide documentation for the contractors to receive their PIV cards?

Answer: Attachment O, provided in the solicitation attachments, is the documentation needed for contractors to receive PIV cards. This information should be filled out and returned to the CO as soon as possible after award (and after the contract staff roster has been submitted).

58. 16.1.6 WBS - Is there any expectation for the contractor to maintain a project SharePoint site outside of the OCAMS site?

Answer: No expectation, however IOTA Contractors can utilize an outside sharepoint site but this site WILL NOT BE THE OFFICIAL PROJECT FILE. All project documentation must be updated and maintained on the OCAMS provided site.