ROLLA IOTA RFQ Questions and Answers.pdf

Rolla Multi-Specialty CBOC

Initial Outfitting Activation and Transitioning Contract

Questions/Answers to Solicitation RFQ 36C77624Q0244

1. Please provide the drawings in REVIT including the utilities. If not now, when will you provide them to us?

ANSWER: Yes, REVIT drawings will be provided post-award at first Schematic Design (SD) iteration developed by awarded Lessor’s A/E Team.

2. We must have drawings from the AE that shows where wall blocking is placed.

ANSWER: REVIT files will be provided at every design iteration from SD to CDs during the design process with the Lessor.

3. We must have completed utility drawings so we can ensure our plan matches the construction drawings.

ANSWER: See response to RFI #2.

4. I do not see pharmacy – lab on the Attachment R does is this correct? In the PWS it mentions lab however there is no mention of pathology in the Attachment, same thing with Dental etc. Is the list provided (Attachment R) complete? If so please explain why these departments, functional areas are not included.

ANSWER: Attachment R-Room Contents List is not the most updated copy. Please see updated Attachment R.

5. What is the construction schedule?

ANSWER: Construction schedule developed post-lease award. There is none to provide at this time.

6. What level is the AE design completed? When will CD’s be completed?

ANSWER: None, this lease is not awarded currently. See RFI #5 response. A design and construction schedule will be provided post-award.

7. Who is managing the construction?

ANSWER: Constructions Facility Management (CFM).

8. Since we are pricing the warehouse should it be based only on the equipment list provided?

ANSWER: Yes, this is current expected acquisition requirements associated with the Rolla activation. That is not to say it will not be massaged by potential IOTA vendor as the design support process is worked.

9. I do not see any relocation details for the equipment other than misc. supplies and equipment. How should we price this with no information?

ANSWER: The VA outlined specific personnel file product support and estimates in Section 17.3. It is also part of the IOTA Contractor’s responsibility to provide us a Reuse Equipment Plan that has been coordinated with key stakeholders. We do not have this document prepared to provide bidders as it is a mandatory task in Section 16.2 of PWS.

10. Who is responsible for providing dumpsters during the outfitting?

ANSWER: PWS Page 26 - Contractor to provide construction dumpsters for disposal of trash and recyclables as required for execution of the IOTA contract.

11. Will the VA be accepting equipment in our warehouse?

ANSWER: Yes, equipment will not be double handled but direct delivered to your vendor’s warehouse if not coordinated as a direct delivery to new project site.

12. Will VA IT be responsible for connecting all their equipment and throw away all the trash from the new facility?

ANSWER: VA OI&T will be responsible for connection all their procured equipment;

however, Contractor shall dispose of all activation trash generated to include OI&T waste.

13. It mentions the St James CBOC there will be minimal items be moved – is there another location that equipment or furniture may move from? Please provide this information.

ANSWER: No, only the St. James CBOC will have potential reuse equipment and personnel relocating to Rolla.

14. How far is the new clinic to be built from the main VA medical center serving this area?

Can you provide map?

ANSWER: See provided Delineated Map Area for proposed new lease area in Rolla, MO –

ATTACHMENT T.

15. Please send rendering pictures of the new Rolla CBOC.

ANSWER: There are none to provide at this time as lease is not awarded yet.

16. Will there be a loading dock that can accept a large 53ft trailer?

ANSWER: Yes, the new lease will have a loading dock to support this.

17. Will there be elevators inside?

ANSWER: The lease is not awarded or designed currently. It is unclear if this will be a single or multi-story building.

18. The current plan based upon the pricing CLIN shows activation starting Jan 2027 is this based upon a schedule we can see?

ANSWER: This is based on current CFM Integrated Master Schedule.

19. Can we assume we will not be asked to provide any support for TAC packages?

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

20. Will design user group meetings be held at the Harry Truman Medical Center?

ANSWER: Yes.

21. Please provide the location of the new facility so we can ensure we are in compliance with the PWS requirements.

ANSWER: No, the lease is not awarded at this time so a location is not disclosed.

22. Is the local VA Activation team experienced at large activations and do they understand the time requirements?

ANSWER: The Medical Center has experience with activations and an established activation IPT process. The OCAM Regional Activation PM will be supporting the Rolla activation as well.

23. Does interior design report to engineering or EMS?

ANSWER: Engineering Service.

24. The current plan does not mention dual occupancy or phased activation we should assume this with our pricing correct?

ANSWER: No plan for phased activation is proposed.

25. Please provide an estimated BOD ANSWER: Current CFM timeline is targeting late January 2027.

26. Does the government have a specific anticipated date for first day of clinical services?

ANSWER: Based on CFM targeted BOD of Jan 2027, the VA is tracking a late July 2027 1st Use.

27. The PWS appears to be missing a requirement for Warranty Management which is vital to the

FF&E and IOTA process. Can the government confirm if there any kind of Warranty deliverable expected?

ANSWER: This is a missing requirement. The Medical Center has identified warranty management need but has a strong HTM (Biomed) Department that will handle the MSP requirement typically attached to Deliverable 17.4.4. Please see revised PWS Section 17.4 to include Warranty Management in ATTACHMENT A - ROLLA IOTA - Performance Work Statement - REVISED 07-23-2024.

28. For use in determining appropriate location of warehouse, if known, please provide address of new CBOC location ANSWER: New lease location undisclosed at this time as lease is not awarded yet, however, will be located in Rolla, MO city limits.

29. Will BMET Services be provided by the gov't? Or will the IOTA contractor be expected to provide BMET services?

ANSWER: Expectation of IOTA Contractor in regards to medical equipment (FF&E) is outlined Section 17.4 Activation Services and Post-Occupancy Support. Contractor is expected to support local BMET services by coordinating the delivery, installation, testing, and acceptance of all related medical equipment for the Rolla activation.

30. Will relocation only occur from the St James Clinic or will there be multiple locations requiring relocation. Provide specifics.

ANSWER: Only the St. James, MO Clinic.

31. Will there be potential reuse equipment coming from other nearby VA facilities?

ANSWER: If any, only from the St. James CBOC.

32. PWS 17.4 Activation Services and Post Occupancy Support. paragraph 4 - Where laboratory equipment requires a hard pipe or tubing connection from device (analyzer) to building provided valved water connections, Contractor provides supporting connection.

ANSWER: This is a statement and not a question. Unclear what you need answered.

33. Will the IOTA contractor be expected to provide electrical, water, piping, and CAT6 for installed FF&E? Or will that task be identified for the Construction Contractor during planning. This task is typically reserved for the Construction Contractor. Unable to estimate this cost until post award CID is conducted.

ANSWER: No, please reference updated ATTACHMENT A - ROLLA IOTA - Performance Work Statement - REVISED 07-23-2024 – highlighted paragraph at the bottom of Page 25 removes this requirement.

34. If there is no warehouse that meets specifications located within 45 miles of the site, does the gov't wish for the contractor to provide best option/best value concerning the warehouse location despite not meeting the location requirement? Even if located outside the 45 mile proximity requirement?

ANSWER: The location requirement is to be centralized between the Harry S Truman Medical Center and Rolla, MO (or 45 miles from either in the direction of one another). The government will review proposals outside of the 45 mile range if still a centralized location.

35. PWS 2.0 - Introduction mentions a Bakersfield CBOC. Please confirm this project is for the SBOC planned for Rollo, Missouri.

ANSWER: THIS IS FOR ROLLA.

36. 16.2 Comprehensive Interior Design, FF&E, and Space Planning, page 13 last 2 paragraphs refer to digital 3-D modeling (REVIT or Similar) mock-ups.... , on page 14 continuation of last paragraph above deliverable table states all digital mick-up services but no mention of Virtual Reality. Deliverable 16.2.9 Mock-Up services and Mock-up Report - states Virtual Reality mock-ups. Please clarify the requirement(s) ANSWER: The Medical Center is only requesting 3-D modeling services for all significant/typical spaces to support room mock-ups in this project. Virtual Reality component is not required.

37. Attachment R - Room Contents List - Rolla. Line 786 shows this one line for Multi-Specialty Clinic but no JSNs/FFE are listed. Should there be information for this Clinic? Please verify this is the most current Room Contents List.

ANSWER: This is not the most current Room Contents List. Please see updated Attachment R.

38. 16.2.10 Design Submittal 1, 4 - indicates inventory of existing FF&E & 16.2.12 Equipment Reuse and Disposal Plan implies reuse of existing equipment. Attachment R - Room Contents List does not include reuse, nor is there another reuse list included. Will there be a need for inventory on this project? If so, what is the square foot of the existing space to be inventoried?

ANSWER: Correct, contractor will be required to inventory and develop the Equipment Reuse and Disposal Plan as required in 16.2.12. This has not occurred by the medical center to date so not defined in the provided Room Contents List. The existing St. James Clinic consolidating into the Rolla Clinic is 8,820 sf.

39. 16.2.9. Mock up services and mock up report. Will the government please provide clarification of what is meant by "Virtually Reality mock ups"? Does the government intend to have the contractor provide Virtual Reality headsets for in person mock ups reviews?

ANSWER: The Medical Center is only requesting 3-D modeling services for all significant/typical spaces to support room mock-ups in this project. Virtual Reality component is not required.

40. PWS. 16.2 CID, FF&E, and Space Planning Services. Page 14 top paragraphs reads: Contractor shall report on all digital mock-up services completed with recommendations and findings resulting from these mock-ups.

We are confused between the deliverable requested in 16.2.9 for Mock ups [in Virtual Reality] and 16.2.7 - 3D Design Renditions (which are commonly used as mock ups for complex rooms [in digital format].

Can the government please clarify the requirement?

ANSWER: Refer to RFI #39 Response.

41. PWS. 16.2 CID, FF&E, and Space Planning Services. Page 14 top paragraphs reads: Contractor shall report on all digital mock-up services completed with recommendations and findings resulting from these mock-ups.

This seeems to be in conflict with the deliverable requested in 16.2.9 for Virtual Reality mock ups.

- As we know it, a 3D digital environment would provide the opportunity for a group of insividuals to experience and observe the mock up in 3D simultaneously.

- A Virtual Reality instance, as we know it, would require the use of a virtual reality headset (by individual).

Can the government provide clarification or direction on what experience and requirement is needed for the mock up?

ANSWER: Refer to RFI #39 Response.

42. PWS 17.3. Relocation of Reuse and Personnel Files.

Will the staff moving from the St. James CBOC be responsible for packing and taping up their own personal boxes? Unpacking their own personal boxes?

ANSWER: Correct, Contractor to provide packing materials and relocation of boxes, however, staff will physically pack their belongings and tape.

43. PWS. 16.1. Meeting Facilitation Services. 16.1.9 Deliverable Description denotes Agendas 3 days prior & Minutes 5 days post.

However, 18.1 Deliverable Schedule. 16.1.9. Meeting Minutes and Meeting Agendas. describes the requirement as Agendas 3 days prior and Minutes 3 days post.

Can the government please clarify the requirement for meeting minutes and meeting agendas.

ANSWER: Clarification: Agendas should be available 3 days prior to meeting occurrence and meeting notes available for dissemination no later than 5 days post-meeting.

44. 18.1 Deliverable Schedule. 16.4.2. Procurement Packages - Long Lead Items.

This deliverable appears in the 18.1 Deliverable Section but has been omitted from the PWS

16.4 Acquistion Planning Services section.

Can the government please confirm that this deliverable is associated with the 16.4 services section? And that this is a base year contract deliverable?

ANSWER: The requirement for long lead item identification and planning is present in PWS 16.4 Acquisition Planning Services in the first paragraph and bulleted list accounting specific tasks directly under first paragraph. Yes, this should be a deliverable included in the base year contract.

45. What are the IOT&A contractor’s responsibilities as related to OI&T items (PCs, monitors, phones, and peripherals)?

a. Is the IOT&A contractor providing planning support? Provide planning support in terms of defining their required FF&E, space planning, as well as inclusion of their product in transition planning/CONOPS development. Contractor shall also provide Warehouse space for incoming IT equipment supporting the Rolla activation and may provide waste management during activation services to support the local OI&T team installing new product.

b. Is the IOT&A contractor developing purchase packets? No, OI&T will procure their appropriated equipment.

c. Please confirm that the IOT&A contractor will be storing all of the following at the warehouse in a secure location: PCs, monitors, phones, and peripherals. Confirmed.

d. Is the IOT&A contractor responsible for installation? No, OI&T staff will install once product on site.

e. Is the IOT&A contractor responsible for cable management? Yes, cable management is needed to support installation of FF&E only.

f. Is the IOT&A contractor responsible for planning, developing packets, receiving, and deploying the telephones? No.

ANSWER: See answers above.

46. Cut sheets for signage: It is stated that “Design support services include preparing cut sheets for

FF&E, signage, and artwork…”. Could you please elaborate on the IOT&A contractor’s responsibilities around the signage? PWS Section 16.2

a. Is ‘signage’ to mean wayfinding signage? Signage should be removed from this section, it is incorporated into the lessor’s provisions.

b. Is the IOT&A contractor providing signage planning support? No.

c. Is the IOT&A contractor developing signage purchase packets? No.

d. Is the IOT&A contractor responsible to oversee signage installation? No.

e. There are no signage deliverables. If we are responsible for any of the above, will a deliverable(s) be added? Contractor not responsible, will not be added.

ANSWER: See answers above.

47. Is the VA expecting the IOT&A contractor to come onsite and perform a wall-to-wall inventory in order to recommend reuse items? PWS, Deliverable 16.2.10, Design Submittal 1

a. If the IOT&A contractor is to come onsite to perform a wall-to-wall inventory of all FF&E, must that be performed during non-business hours? This will be required of the existing St.

James, MO CBOC only and can be conducted during business hours.

b. If the IOT&A contractor is to come onsite to perform a wall-to-wall inventory of all FF&E, are we inventorying the St. James CBOC? Yes.

c. If the IOT&A contractor is to come onsite to perform a wall-to-wall inventory of all FF&E, are we inventorying any areas of the Harry S Truman Medical Center? No.

d. If the IOT&A contractor is to come onsite to perform a wall-to-wall inventory of the Harry S Truman Medical Center, please provide the departments and approximate square footage of the areas we are to cover. Not applicable.

e. If the IOT&A contractor is to come onsite to perform a wall-to-wall inventory of all FF&E and it is found that there is recommended reuse (in addition to those items named in PWS Section 17.3) and the VA approves of the reuse items, will the relocation cost of these items be added to the contract as a modification to the Relocation CLIN? There is no way to bid the cost prior to the inventory. Anything outside the scope of work within the contract would be added via a modification.

48. In reference to Day in the Life (DiTL). We see DiTL ‘plan’ as an element of the Transition Plan.

However, please elaborate as to whether the IOT&A contractor will be responsible to develop the DiTL operational scenarios as well as coordinate and execute the DiTL exercises onsite prior to First Patient Day.

ANSWER: Facilitation of Simulation for DiTL should be included. We will have simulation team but will need to be outlined by IOTA contractor for best practices.

49. Trying to determine the number of boxes required for the total project. PWS states “Current relocation staff at the St. James, MO CBOC are estimated at 25.” Followed by “The Medical Center will require a minimum of 10 boxes per staff member and tape and labels to support.”

These two statements are confusing. PWS Section 17.3

a. Are we relocating staff from St. James AND ALSO from the medical center? No

b. Confirm number of staff relocating from St. James is 25. Best estimate at this time.

c. Confirm that each of the 25 staff members at St. James require 10 boxes. Confirming.

d. Does the box count of 10 boxes per 25 staff (250 boxes) account for the files, supplies, and equipment? Individual personnel files and office supplies only.

e. If the 10 boxes per 25 staff does not account for files, supplies, and equipment, how many additional boxes should be included?

f. What is the linear feet of the files we are relocating? Not estimating by linear feet but by box count per staff, 10/staff.

g. How many linear feet of PHI are we relocating? We need this to provide the cost of special moving containers. This is not determined at this time.

h. If we are relocating staff from the medical center, how many? None.

i. If we are relocating staff from the medical center, how many boxes per staff member?

None.

50. Please confirm that the IOT&A contractor is boxing the files, supplies, and equipment but NOT the personal boxes for each of the 25 staff members (desk contents/resource books/etc.).

Correct.

ANSWER: See answers above.

51. Electrician and Plumber. At the bottom of page 25, it is stated that the “Contractor shall provide a certified electrician….” and for laboratory equipment, “Contractor provides supporting connection”. Please confirm that the electrician and plumber are the responsibility of the IOT&A contractor. Or, are the electrician and plumber the responsibility of the General Contractor? If the IOT&A contractor is to provide the electrician and plumber, it is impossible to determine a cost for this service at this time. Will this be a modification to the Activation CLIN once the FF&E has been validated and approved and procurements are awarded so as to coordinate and allow the trades to visit the site to provide their estimates to complete the work? We cannot estimate it this far in advance.

ANSWER: Please reference updated and highlighted paragraph at the bottom the PWS Page 25 - ATTACHMENT A - ROLLA IOTA - Performance Work Statement - REVISED 07-23-2024

52. Some items are missing the JSNs. Could you send an updated room contents list adding the missing JSNs?

ANSWER: See updated Attachment R-Room Contents List.

53. Dispenser, Sanitary Napkin, SS, Surface Mounted’ is designated as VV. This is not typically installed by the IOT&A contractor as it may need to be attached to tile or other such surface.

PWS states at the bottom of page 25 that “The contractor shall install all FF&E items except…..such as applicable hygiene items, etc.”

What is the proper designation for this item? VV or CC?

ANSWER: The Medical Center utilizes a specific smaller standard for Sanitary Napkin Dispensers that allow for no attachment to the wall tile, installed above the tile line.

54. Column J has not been fully completed; thus, we cannot determine total quantity for the items in order to price our support.

Could the VA please send an updated room contents list with the Total Quantity column filled in completely?

ANSWER: See updated Attachment R-Room Contents List.

55. Will space be made available for the IOT&A contractor at Harry S Truman VA Medical Center or its surrounding complex?

ANSWER: No dedicated space available. Short term touch-down space can be accommodated if necessary as availability allows.

56. The www.sam.gov listing for this project references the response submittal date as July 24, 2024, and the SF1449 form notes it as July 31, 2024. Please confirm the submission date is July 31, 2024.

ANSWER: Submission due date July 31, 2024.

57. PWS pg. 11, Meeting Facilitation Services, paragraph 2, references the project’s program for design and floor layouts. Are floor layouts and/or site plans available for review.

ANSWER: The are not available until post-lease award which is currently pending.

58. In Section 16.2 Comprehensive Interior Design - ““Approve” in this sense means the manufacturer and model has been selected, to include the salient characteristics of the item.” – for basis of design selection

– Does the government already have the basis of design selected for FF&E at the facility, including cutsheets?

ANSWER: No.

59. Regarding 17.1 Acquisition Packages Development - Please confirm the contractor will be responsible for uploading items into SEPG, completing EER requests, completing LEAF requests, and/or VARS requests.

ANSWER: No, the Contractor will provide necessary procurement information to Supply Chain Management Service (SCMS) POCs who will upload into these systems.

60. The spreadsheet is ambiguous, it appears that there are errors on the option year CLINS as it relates to the total pricing. Please confirm all options occur during option year 1, besides CLIN2001. The unshaded area doesn’t contain equations.

ANSWER: Please reference “INSTRUCTIONS” tab in ATTACHMENT S – Pricing Worksheet. Note 5 - The total CLIN price and Total Labor Hours should auto populate - but it is the responsibility of the Contractor to verify cell formulas. Regarding Options, please reference the Period of Performance Dates within Section B.2 to determine dates.

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