S05 - Questions and Answers - Oakland CBOC - Final.pdf

36C77625Q0016 Oakland CBOC IOT&A

Solicitation Questions & Answers

1. Is this set-aside for SDVOSB?

Answer: Yes, this is a 100% Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside.

2. Could you confirm that no physical mockups will be required for this project and that all 3D mockups can be submitted electronically?

Answer: Yes, they can all be submitted electronically.

3. Are there any specific LEED certification or sustainable design requirements associated with this project? If so, could you provide details on the standards we need to meet?

Answer: There are no LEED specific requirements known at this time for IOTA vendor to comply with. Lease SFO is not available for attachment and will be made searchable post lease award by CFM Office of Real Property.

4. Could you clarify whether the master key plan requirement is limited to furniture specific items?

Answer: It will also be for the doors.

5. Will a GSA Letter of Authorization be provided?

Answer: What is the GSA authorization for - Federal Supply System? If just that, yes.

6. Can you confirm if a tax-exempt certificate for the project will one be provided?

Answer: Yes

7. Can we demonstrate 3D mockups of complex spaces using live 3D software as long the client can walk inside the rooms via AR like without the need to wear any special glasses as long, we show the location of the power, data, light switches, thermostat, panic buttons and other items attached to the walls.

Answer: Yes

8. Please provide the specific list of complex spaces required to be built.

Answer: Approximately 21 spaces. Lobby, PC exam, Tele-eye, Bariatric exam, procedure room, specialty exam, radiology imaging and ultrasound, Audiology exam, hearing aid lab and fitting, Optometry exam, testing, visual fields, eye glass fitting rooms, OT prosthetics fitting, PT multiple treatment station room, Integrative Health pain, acupuncture, chiropractor rooms. Telehealth exam room.

9. Will the 3D spaces be built in the new facility under construction? If so, will the spaces be ready in time to have the mockups in order to meet the required schedules of the contractor and the Acquisition? It will be mandatory that the Developer have all the power, data, light switches, thermostat, panic buttons and other items attached to the walls completed in the drawings prior to this mockup and provided to the IO contractor in time.

Answer: That will all be determined post-lease award with CFM RE Team.

10. When exactly will we be given the Revit model?

Answer: That will all be determined post-lease award with CFM RE Team.

11. Please confirm that any changes made to the REVIT model by the AE will be sent to us in REVIT within 7days of the approved changes.

Answer: We can't do that. That will all need to be discussed in post lease award kick off with CFM RE Team.

12. Will the Revit model include the MEP families or an image?

Answer: That will all be determined post-lease award with CFM RE Team.

13. Will the drawings we receive be CD’s or DD’s? If not, how will we receive the information specifically?

Answer: That will all be determined post-lease award with CFM RE Team.

14. Will the AE drawings include wall blocking? If not, when will the IO contractor have to add or show where the blocking needs to be installed?

Answer: That will all be determined post-lease award with CFM RE Team.

15. The Drawings we receive will be completed all rooms or only typical rooms from the AE showing all the FFE?

Answer: All rooms

16. Has the NAC package been built yet? If not, when will it need to be completed and who is building the package?

Answer: NAC package has not been built. The equipment funding is being requested at the VISN level. If it’s approved for funding, Biomed will build the package.

17. Who is providing and installing all the equipment in the main data center and telecom closets?

Answer: OI&T will be installing the equipment on the rack, expectation is that the cabling is to the patch panel and tested. OI&T will make the final connection to the OI&T equipment.

18. The server cabinets A0925 say VV – does that mean you want the IO contractor to build the packages and have the cabinets bolted to the floor? This should be a GC item.

Answer: Yes OI&T is installing equipment in the rack. Once rack is identified and procured the GC will do the installation of the rack.

19. Ceiling mounted lifts are listed as VV but involves the ceiling structure for both design and installation – this should either be CC or VC please consider changing. Or if not please provide schedule dates based upon the timeline provided.

Answer: Per VHA Activations Directive 7516 patient lifts can no longer be scheduled as CC equipment. During programming with CFM lifts were established as VV and will remain that way.

20. Who is installing the new key cores?

Answer: The VA locksmith will.

21. If the initial room layouts are provided by the AE, what about the rooms that are not considered typical – how many rooms will this be? We have seen on many projects many empty rooms that need to be designed with no information so how can we determine the level of effort if we only have typical rooms?

Answer: AE will provide all rooms.

22. Why would the IO contractor be responsible for installing the cubicle track and curtain? Please change the track to CC or there is great risk to schedule and potential damages to facility.

Answer: This is usually not a CC item. IOTA will be installing.

23. Are we sure the chemistry analyzer L1080 is VV and not LE? Is there an existing contract with a vendor for4 this equipment?

Answer: We are sure. There is not an existing contract.

24. Are we sure the Hemo Analyzer L1115 is VV and not LE? Is there an existing contract with a vendor for this equipment?

Answer: We are sure. There is not an existing contract.

25. Is there an existing contract in place to purchase and install the M1810?

Answer: Yes, OI&T will provide

26. I do not see a temperature monitoring scope anywhere is in included somewhere else?

Answer: Do you mean checkpoint? The shops install and control checkpoint.

27. Does the VA IT handle all the computer disconnecting and reconnecting for the relocation of the reuse?

Answer: Yes

28. Do you want the IO contractor to actually move the IT equipment listed in the reuse list?

Answer: Yes

29. Have you verified that not warranty’s will be broken if the IOTA contractor relocates the large M1810 copiers?

Answer: Yes

30. Deliverable 16.2.8 Mock-up Services and Mock-up Report, pg. 16: For bidding purposes, please define which (or the number of) complex spaces, other than a patient room, you want to see in 3D.

Answer: Approximately 21

31. PWS 16.3 CONOPS, pgs. 17-18: It is clear the IOTA contractor is preparing the Day in the Life plan to include the operational scenarios. Is the IOTA contractor responsible for being onsite to execute the scenarios during the activation period.

Answer: Yes

32. PWS 17.2 Warehousing, pg. 24: “Provide space for IT Equipment programming.”

Question: It is not customary for a leased warehouse to allow the outside ‘tenant/renter’ to perform business within the warehouse space as may be considered a liability. The above is language that may be carried over and not relevant, could the SFVA/Oakland OIT personnel confirm their intentions?

Answer: Need a space for peripherals and accessories. (monitors, keyboards, mouse etc.). Cannot store equipment with hard drives in the warehouse.

Question: Is space in the leased warehouse required to perform IT equipment programming?

Answer: No

Question: What room set up is required (tables (#, size), power, etc.)?

Answer: N/A

Question: What level of security is required?

Answer: N/A

Question: How many personnel will be there at a given time?

Answer: N/A

33. PWS 17.3 Relocation and Attachment T, pg. 25: For reuse items, specifically the floor standing copiers:

Question: Are these under lease agreement?

Question: If these are under lease, will the IOTA contractor strictly be responsible for coordinating the move with the third party that will perform the move (i.e., the IOTA will NOT be moving the copiers)?

34. PWS 17.3 Relocation, pg. 25: Files

Question: Could you quantify the number of files the IOTA contractor will be relocating? Will they come from one room that you could provide the dimensions and number of shelves for instance?

Answer: They will come from multiple rooms. Document presumption in proposal to be verified post award in initial site visit with any modification necessary.

Question: Will these files fit within the 750-box count or if not, could you provide an approximate number of additional boxes to price for the supplies?

Answer: Yes

Question: Could you provide the linear feet for the files that need to be moved?

Answer: Utilize 500 linear feet for proposal.

35. PWS 17.3 Relocation, pg. 25: Expendable Supplies

Question: Could you quantify the amount of expendable supplies the IOTA contractor will be relocating? Will they come from one room that you could provide the dimensions and number of shelves for instance?

Answer: Document presumption in proposal to be verified post award in initial site visit with any modification necessary.

Question: Will these expendable supplies fit within the 750-box count or if not, could you provide an approximate number of additional boxes to price for the supplies?

36. PWS 17.4 Activation, pg. 26: “Contractor to support VA Biomedical Engineering personnel with inspection (i.e., acceptance test) for compliance with manufacturer specifications and VA standards prior to initial use.”

Question: Could the VA’s HTM representative please provide a more definitive description of what they would like in terms of ‘support’?

Answer: Biomed answered that everything written in the PWS is accurate and correct.

Contractor personnel shall transport and place medical equipment in accordance with the MPS. At the room designated by Biomedical Equipment Maintenance Technicians (BMET), Contractor shall unpack and install or assemble the equipment. Upon completion of work, the space shall be left as clean as possible with all packing materials/debris removed from the building. The installing technician will update, initial, and date the Contractor’s record of installation before departing the area.

Contractor to support VA Biomedical Engineering personnel with inspection (i.e., acceptance test) for compliance with manufacturer specifications and VA standards prior to initial use. The use of any such equipment is prohibited until it has passed inspection and has been accepted into the hospital’s Medical Equipment Management Program (MEMP) inventory. The Government will identify items that require biomed checks/testing to be performed by the Government.

Question: Is the IOTA contractor to provide a certified BMET?

Answer: It is up to the IOTA contractor to provide the appropriate labor mix to complete PWS task requirements. Beyond the identified Key Personnel, it is up the contractor to identify appropriate labor to accomplish each task.

37. PWS 17.4 Activation, pg. 26: “During room outfitting, logistics will provide the Contractor with (VA) barcode labels to attached to each item and capture product data to satisfy internal and government inventory management requirements.”

Question: Is this stating that the IOTA contractor will capture the product data or that the VA will capture the product data?

Answer: Logistics will provide.

Question: If the IOTA contractor is capturing the product data, what data do you require the IOTA to capture?

Answer: The PO/PR number, the item and quantity, date and time received and condition of the item.

Question: If the IOTA Contractor is capturing the product data, are we capturing data just on medical equipment or is it on all FF&E to include monitors and anything above and beyond medical equipment?

Answer: All deliveries

Question: If the IOTA Contractor is capturing the product data, and it is on all FF&E to include monitors and anything above and beyond medical equipment, is there a dollar threshold?

Answer: The IOTA contractor would need to communicate with Logistics and Biomed of the arrival of the items. I do not understand the dollar threshold question.

38. PWS 17.4 Activation, pg. 26: ” During room outfitting, logistics will provide the Contractor with (VA) barcode labels to attached to each item and capture product data to satisfy internal and government inventory management requirements. Logistics shall provide the contractor with the barcoding inventory, so the contractor can verify all acquisition on the SharePoint acquisition page project page as received. Site logistics team will be responsible for inputting into the VA property management system.”

Question: Please confirm that ‘Site logistics team’ here is referring to the VA’s site logistics team.

Answer: Yes, it is the VA site Logistics team.

39. Deliverable 17.4.3, Orientation Services, pg. 27: Deliverable states the IOT&A contractor is to develop the welcome/orientation kits.

Question: Is the IOT&A contractor also to physically conduct the orientation tours of the new facility?

Answer: Yes

40. PWS General, Activation, pgs. 25-27: Please confirm the IOTA contractor is NOT responsible to manage warranty repairs and/or coordinate the return of equipment that is found to be defective/broken while supporting initial acceptance inspections being completed during the Activation phase.

Answer: Logistics will reject any shipments that are damaged. Engineering/Biomed will perform incoming inspections of equipment.

41. PWS General, Activation, pgs. 25-27: Please confirm that the IOTA contractor is NOT responsible the coordination of vendor installs that need attention (damage, needs to be moved, etc.).

Answer: They are responsible.

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

Questions:

1. Is the IOT&A contractor providing planning support?

2. Is the IOT&A contractor developing purchase packets?

3. 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.

Answer: Yes, but not devices with hard drives i.e. PCs, laptop

4. Is the IOT&A contractor responsible for installation?

Answer: They are responsible for delivery

5. Is the IOT&A contractor responsible for cable management?

6. Is the IOT&A contractor responsible for planning, developing packets, receiving, and deploying the telephones?

43. Could you confirm whether the scope of the Oakland CBOC IOT&A project includes the procurement of new FF&E?

Answer: They will do all the packages and address all the RFI’s, VA will submit the packages.

44. PWS 16.1: Request the gov't provide the latest construction schedule draft.

Answer: Anticipated delivery date of early 2027.

45. PWS 16.1: Has the address been determined for the new facility?

Answer: No, it still has not been awarded.

46. PWS 16.2: Request the gov't provide the latest design and floor layouts if available?

Answer: The lease has not been awarded.

47. PWS 16.2, Deliverable 16.2.9: Will the gov't require 3D mockups of complex spaces and patient rooms for this project or only 3D drawing renditions? These have been identified in other project PWS's and then later redacted.

Answer: Will require no physical mock-ups just 3D drawing renditions.

48. PWS 16.2: Will design user group meetings be held at the existing facility at Martin Luther King Jr Way, Oakland?

Answer: The user group meetings will be Teams meeting.

49. PWS 16.4: Will the IOTA contractor be responsible for developing packages for OIT equipment?

Answer: No

50. PWS 16.4: Will the IOTA contractor be responsible for developing packages for telephone equipment?

Answer: No

51. PWS 17.2: Will the gov't required the IOTA contractor to store Reuse equipment?

Answer: The reuse items will be moved to the new building, the retained items should be stored for 45 days.

52. PWS 17.2: Will the IOTA contractor be required to store IT equipment at any point of time during this project? i.e. CPUs, Laptops, Printers, peripherals?

Answer: Just peripherals

53. PWS 17.2: Will the warehouse require an area of IT programming, or will the government image the hardware at another location?

54. PWS 17.2: Will the warehouse require climate control (temp)? Note, truly climate-controlled warehouses do not have the availability as non-temperature controlled and come at a exponentially higher cost.

Answer: No

55. PWS 17.3: In order to accurately price the relocation of "expendable/non-expendable supplies.

Contractor requests an estimated pallet count for all expendable/non-expendable supplies identified for relocation.

Answer: 2 pallets

56. PWS 17.3, Reference OIT equipment: Will the VA OIT be responsible for the placement and connections of all OIT and associated equipment?

Answer: Yes

57. PWS 17.3: Will the new facility have a loading dock and the ability to accommodate 55ft trailers?

Answer: Answer will be known post award.

58. PWS 17.3: Will relocations be from multiple locations to the new CBOC?

Answer: No

59. PWS 17.4: Will BMET services be expected of the IOTA contractor?

Answer: Please reference PWS for services required of the contractor. Note, the site has staff available that will be present to assist in medical equipment delivery, installation, and inspection prior to use.

Contractor personnel shall transport and place medical equipment in accordance with the MPS. At the room designated by Biomedical Equipment Maintenance Technicians (BMET), Contractor shall unpack and install or assemble the equipment. Upon completion of work, the space shall be left as clean as possible with all packing materials/debris removed from the building. The installing technician will update, initial, and date the Contractor’s record of installation before departing the area.

Contractor to support VA Biomedical Engineering personnel with inspection (i.e., acceptance test) for compliance with manufacturer specifications and VA standards prior to initial use. The use of any such equipment is prohibited until it has passed inspection and has been accepted into the hospital’s Medical Equipment Management Program (MEMP) inventory. The Government will identify items that require biomed checks/testing to be performed by the Government.

60. PWS 17.4: Will the IOTA contractor be responsible for the installation, cabling, programming of tele-conferencing equipment?

Answer: No

61. Can you clarify if the procurement package includes all acquisition codes, including the VC items?

Answer: VV and VC

62. PWS 16.2.4 Identifies the Master Key Plan as a deliverable: Is it expected that the IO&T contractor will Develop the Master Key Plan?