S05- Lawrence - Questions and Answers.docx
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- Solicitation number
- 36C77624Q0252
About this file
This document contains the Questions and Answers related to the Request for Quote (RFQ) for the Initial Outfitting, Transition, and Activation (IOT&A) services for the Lawrence/Northeast Indianapolis VA Clinic. The RFQ is being issued by the Department of Veterans Affairs Technology Acquisition Center Austin.
The key details from the Questions and Answers include:
- The government will provide PIV credentials as needed, based on contractor request and justification.
- Minimal government-owned equipment is expected to be reused at the new clinic, as it is a new site.
- The contractor will be responsible for conducting a "Day in the Life" exercise as a deliverable.
- The government will not provide a site visit, as the lease has not been awarded and the building has not been constructed.
- The contractor must notify the Contracting Officer if they encounter any schedule delays or additional costs due to external factors.
- The contractor may submit past performance from sister subsidiaries under the same parent company.
- The REVIT files and project construction schedule will be provided after award.
- The contractor will coordinate with the government's Contracting Officer Representative (COR) regarding any changes or approvals.
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Lawrence, IN IOTA Project RFQ Questions and Answers
1. Question: With the requirement of maintaining and updating the VA’s SharePoint site as well as the entry of procurement package documents into FORCE (pg. 22), how many PIV Cards will the VA provide and sponsor to the project team?
Answer: Government does not have a defined number but will be based on contractor request and justification. PIV credentials will not be unreasonably withheld.
2. Question: In Section 16.3 it states, “The Contractor shall provide all labor, materials, equipment, tools, transportation, and supervision to de-install, prepare for movement, transport, deliver, and install all designated government-owned assets to be reused in the new clinic” How much equipment is on the current reuse list?
Answer: List has not been created and is part of the PWS. As this is a new site, it is anticipated minimal reuse.
3. What type of and how many items are they anticipating to be deinstalled and relocated to the new facility?
Answer: See answer to question no. 2.
4. Question: In 15.3.2 under Transition CONOPS has a Day in the life Plan mentioned but it is not part of the deliverables. Will the Contractor be responsible for conducting a Day in the Life exercise for the Facility?
Answer: Yes. It is Deliverable 16.3.2.
5. Question: Will there be a site visit to ascertain potential required materials and equipment for a FFP quote?
Answer: No, a site visit is not possible as lease has not been awarded and building has not been constructed.
6. Question: Please clarify the scope statement to define FF&E in terms that do not overlap the OCI statement of Section 8.0.
Answer: OCI clarifies that FF&E procurement characteristics. There is no overlap.
7. Question: Please clarify Section 15.4 to define FF&E Acquisition Planning Services in terms that do not overlap the OCI statement of Section 8.0.
Answer: OCI clarifies that FF&E procurement characteristics. There is no overlap.
8. Question: Will Government owned real property be maintained at the Lawrence/Northeast Indianapolis VA Clinic?
Answer: No. The Lawrence/Northeast Indianapolis VA Clinic is a new leased location.
9. Question: Will Government owned real property be provided a GFE fenced yard, or other GFE provided security at the Lawrence/Northeast Indianapolis VA Clinic?
Answer: No. Fenced yard. No security provided prior to clinic opening.
10. Question: Will the Government provide a not to exceed (NTE) “plug” number for Travel in the pricing attachment?
Answer: No, please reference Section 10 of the PWS and Page 44 of the RFQ – Instructions to Offerors – Price Submission “…quoters should not submit travel pricing as part of their price submission.”
11. Question: As the IPT schedule is dependent upon outside agencies and actors, will there be a mechanism to recover costs associated with schedule delay caused by others?
Answer: This is a firm fixed price contract. Should awardee determine the contract performance is impacted and/or any additional costs expected, the Contractor must notify the Contracting Officer and receive a signed Modification to complete additional work.
12. Question: Are there any formatting guidelines for the Technical Submission, aside from the noted page counts and font size?
Answer: Technical Submission must be responsive to the solicitation requirements.
13. Question: Please confirm that offerors may submit past performance belonging to sister subsidiaries under the same parent company.
Answer: Yes.
14. Question: Are there any naming conventions that offerors should follow regarding the naming of documents/volumes/files?
Answer: Naming convention must comply with configuration management and reference location and deliverable.
15. Question: For each of the three (3) key personnel, what is the estimated percentage of time to be spent on-site at the VA clinic/project site versus time spent working remotely?
Answer: Vendor is expected to fulfill tasks and provide deliverables regardless of onsite versus remote. Method to accomplish task shall be provided to the COR to ensure it will meet performance requirements when considering remote versus onsite.
16. Question: Go Energistics has provided the project room contents list in pdf. Who were they a sub-contractor to on this assignment? Are they conflicted out of this contract?
Answer: New project room contents list has been provided. Previous document provided by the site was from a separate lease procurement. There are no contractors involved in this requirement and there are no conflicts.
17. Question: Please provide the drawings in REVIT for this facility and include all the utilities. It is a must to have all the utilities in REVIT on one layer to ensure that any requested changes from user group meetings are not in conflict with the AE drawings. Please confirm we will receive the utility drawings in REVIT on one layer. If not, how will we receive this information? When will we receive this information?
Answer: REVIT files will be provided by A/E after award.
18. Question: Please provide the project construction schedule.
Answer: Not available currently. Will be provided after award.
19. Question: Are Construction Documents completed? If yes, please provide.
Answer: No.
20. Question: What is the remedy and the GC requirement to provide us with weekly updates to the lessors’ schedule?
Answer: Vendor will be included as appropriate in meetings of Lessor’s Team and VA Team.
21. Question: Is there a requirement in the lessor contract to update and send to us updated REVIT model as changes are approved instead of waiting until the end for as builts? It there is no requirement to updated lessor design then there will be 2 drawings one by the IOTA contractor and one by the AE. This adds to project risk.
Answer: REVIT files will be provided by A/E after award.
22. Question: Will wall blocking be shown on the AE drawings?
Answer: REVIT files will be provided by A/E after award.
23. Question: Will all CC items be shown on the AE provided drawings?
Answer: REVIT files will be provided by A/E after award.
24. Question: Does the current government share point site include the project room contents list provided in this solicitation?
Answer: Yes
25. Question: Who is the CFM Administrative Contracting Officer?
Answer: Not relevant to this procurement. Vendor will communicate through VA COR who will coordinate with CFM staff as needed.
26. Question: How much time does the ACO have to review and approve requested changes? Should we assume if these changes are not answered within this approval timeline, then we are to assume the change is not approved?
Answer: Vendor will recommend changes to VA COR who will coordinate with RE and ACO. COR will ensure Vendor is apprised of approval status.
27. Question: Has all equipment and or furniture been validated already?
Answer: Please see section 16.2 of Attachment A, PWS.
28. Question: In 15.2.4 Master Key plan item 3) has no language after the number – is this a mistake or is there on 2) numbers?
Answer: Section has been revised.
29. Question: 15.2.6 FF&E Layouts – the project room contents list created by Go Energistics would have to have been done on a drawing. Why is a deliverable discussing the creation for initial layouts or concept drawings? These must have been already completed.
Answer: Project room content list has not been placed on drawings. Room Contents and conceptual layout were for lease procurement. A new Project Room Content List has been provided; see Attachment R.
30. Question: Please explain this requirement or explain how all the JSN’s were created and based upon what were they created?
Answer: JSNs were assigned based on the room contents as part of lease procurement documentation.
31. Question: Why are we providing printed on half size sheets floor plans? Why would we not just send an updated REVIT model?
Answer: REVIT files will be provided by A/E after award.
32. Question: 15.2.8 ROM – It is asking for ROM at DD1, DD2, CD2 – I am confused – the project room contents list already has U codes and suffix’s on JSN’s which one would assume were based upon a drawing. Please explain where the design schedule is currently. Why would we create room typicals if this has already been completed based upon the details in the project room contents list?
Answer: Lease has not been awarded. Room contents were based on conceptual design, not lessor drawings as part of VA procurement documents. FFE has not been placed on drawings. Room typicals are a requirement of the PWS.
33. Question: There is a requirement for 2 design submittals that must match the AE schedule please provide the current AE schedule for design.
Answer: Schedule will be provided after award and in conjunction with lease requirements.
34. Question: Currently I see no list of any staff that will relocate to the new facility or any reuse equipment is that accurate?
Answer: See answer to question no. 2.
35. Question: The general contractor will be providing casework in this project – in their submittal will they provide the key plan for their casework? Will it comply with current security requirements? Answer: Casework does not have security requirements in this project.
36. Question: Please provide input on the duress system that is listed as VV provided? What does this requirement include? It is located in the Police Operation Workstation CROP1 – JSN U0581. Answer: Determined as part of FFE planning.
37. Question: Is there pharmacy robot being used – ScriptPro?
Answer: Determined as part of FFE planning.
38. Question: What system is the patient queuing system? QMatic? ScriptPro?
Answer: Determined as part of FFE planning.
39. Question: Are there only 2 -HAC closets in the entire facility?
Answer: HACs are lessor responsibility to determine quantity.
40. Question: When is BOD?
Answer: Expected BOD at July 2027
41. Question: Section 15.1 Lists IPT Team as deliverable #15.1.7 and also uses the same deliverable number for SharePoint Site. Section 17.1 Deliverable Schedule lists IPT Team deliverable as #15.1.17. Please clarify.
Answer: Attachment A has been revised.
42. Question: 15.2.8 ROM shows as due at DD1, DD2 & CD. How do we synch those with the IOTA schedule when we don't have that information? It is also not included in the deliverables schedule 17.1. When is this due?
Answer: Attachment A has been revised.
43. Question: 15.2.7 3-Dimensional Design Renditions are indicated in the body of that section but a due date is not specified in the deliverables schedule 17.1. When is this due?
Answer: Attachment A has been revised.
44. Question: 15.2.4, 15.2.5, 15.2.6 deliverables in the CID are not given due dates. They are missing from the table in the deliverables schedule 17.1. When are these deliverables due?
Answer: Attachment A has been revised.
45. Question: 15.2.10 and 15.2.11 deliverables aren't given due dates. They do not appear in the deliverable schedule 17.1. When are these deliverables due?
Answer: Attachment A has been revised.
46. Question: What is the PoP for the warehouse? PWS indicates a "summer of 2026" activation. Warehouse Option CLIN0008 indicates a 6 month option, Oct 2026 to April 2027.Does the WH PoP reflect base contract or option. Please confirm PoP date for base and option for clarity.
Answer: Please see price/cost schedule for revised period of performance and revised PWS. This is an estimated date and may change along with the schedule.
47. Question: Confirm that no BMET support is required. None referenced in PWS.
Answer: No BMET support is required.
48. Question: It is our experience with IOT&A projects for the VA that there a requirement for relocation. However, None referenced in PWS. Can you please confirm that no relocation support is required?
Answer: Please review Deliverable 17.3.1 within Attachment A, PWS.
49. Question: If relocation is a requirement, can you please provide an estimated number of personnel relocating? Will boxes be required? If so, how many?
Answer: Staffing plan will determine, and number of boxes are other direct expenses.
50. Question: Will the storage of I.T. equipment be required?
Answer: No
51. Question: 16.2 - The requirement states " The warehouse must be centralized between old facility and new (or as otherwise agreed to by the Government POC)". What is the location or address of the old facility?
Answer: Location is not available; Lease Contract is not awarded.
52. Question: Will the warehouse need to include space for I.T. programming or will programming be conducted at the existing or new facility?
Answer: No. OIT will provide fully programmed equipment.
53. Question: Section 16.3 and deliverables outlined in that section to do not appear in the deliverable schedule 17.1. Can you please provide an update?
Answer: Attachment A has been revised.
54. Question: Section 16.4 Staff Training & Orientation numbering for deliverables in section conflict with the numbering in the deliverables schedule 17.1. Which are correct?
Answer: Attachment A has been revised.
55. Question: RFP CLIN 0010 shows PoP from 1/5/26 to 7/4/27. That is an excessively long period of performance for this set of tasks (Staff Training and Orientation). Can you please confirm these dates are correct?
Answer: Date are incorrect and CLIN 0010 was revised.
56. Question: What services are established that will be transitioning into the space?
Answer: The range of services is not germane to this solicitation.
57. Question: What new services will be added? Are they completely new to the facility?
Answer: This is a new facility.
58. Question: How many departments and support service departments are moving in?
Answer: The range of services is not germane to this solicitation.
59. Question: How many staff members are relocating or is this all new hires for the new space? Answer: Staffing plan development will determine.
60. Question: B.2 has a CLIN 2001, Option Year 2: Comprehensive Project Management Support with a POP of 10/4/26 – 8/23/2027. Attachment S is not showing this CLIN for data entry. (It does seem as if this CLIN is not necessary as it falls a few months after the clinic is planned to be opened.)
Answer: Please review the revised CLIN schedule
61. Question: Instructions (#4) state to not fill in pricing for any grayed-out areas. CLINs 0008, 0009, and 0010 are grayed out. We are going to include hours and prices as this seems logical, but it would be doing so against the instructions.
Answer: This was an error. Please see revised Attachment S: Pricing Worksheet
62. Question: The cost schedule shows this as a three-year project whereas the pricing worksheet only extends out to two years, CLINs 0008 and 0010 roll into the third year.
Answer: Please see revised Attachment S: Pricing Worksheet
63. Question: There are more CLINs on the cost schedule than there are on the pricing worksheet. The cost schedule has three more CLINs to cover the third year (option year 2). They are 2001, PM services; 2005, travel; and 2006, ODCs. These are not on the pricing worksheet.
Answer: Please see revised Attachment S: Pricing Worksheet
64. Question: Does any stipulations exist for this pre-solicitation exist in regard to telework?
Answer: See answer to question no. 15.
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