Questions and Answers - Pflugerville IOTA.pdf

3/12/2025 COR: Anorea Hill ACOR: Andrew Oliver

36C77625Q0079 Pflugerville IOT&A

Solicitation Questions & Answers

1. Q - Does the master key plan only involve key’s and core’s? it does not involve access control systems or security cameras? The term develop Key plan and access control plan is somewhat confusing – please detail what the scope entails here.

Answer – Does not involve access to control systems or security cameras. Please reference

PWS.

2. Q - 3D can be software that creates 3D designs of the rooms listed is that correct?

Answer – Unclear what section this Question is referencing from the PWS, but 3D renditions should be completed using software.

3. Q - When will we be given the AE Revit model with all FF&E layers and all utility layers in REVIT? Or will we have to convert from another application like AutoCad some of the layers?

Please provide specifically what we will receive and when. We must have all utility layers or we will not know if the equipment can be supported.

Answer – Will be determined post-lease award with CFM RE Team – unknown what application is being utilized at this time.

4. Q - Also we must be informed in a timely manner of any AE changes to design how will this occur?

Answer – Noted, this will be discussed during construction kick-off meeting or should changes happen during design, the IOTA Contractor will be notified as soon as approved by the FAPM.

5. Q - What volume of reuse should we price with our offer?

Answer – There will be no reuse, as all equipment, furniture and employees will be new to this space.

6. Q - The IOTA contractor is providing terminal cleaning plan but not the terminal cleaning services is this accurate? – for how many square feet?

Answer – The cleaning plan is all that will be required for 49,944 sq. ft.

7. Q - Where is the initial project room contents list?

Answer – Please reference RFQ ATTACHMENT Q.

8. Q - We see the furniture IDIQ instructions - is the IOTA contractor putting everything into the system or just building the package and sending to supply chain? We are uploading everything into FORCE is that correct?

Answer - Yes, Refer to 16.4 Acquisition Planning Services in the PWS.

9. Q- Is Pre-Planning included in this effort? It is not mentioned on the 1449 or throughout;

however, it is mentioned in the first sentence in the first paragraph of Section 16.1 of the PWS, Page 7.

Answer – Any “pre-planning” related tasks are described in the Performance Work Statement.

This is not an IOTA Pre-Planning requirement - it is a standard IOTA.

10. Q - If Pre-Planning is included in this effort, would you agree that there is a level of effort prior to the ‘typical IOT&A’ Interior Design, FF&E, and Space Planning Services CLIN where the IOT&A contractor is supporting the client with review of the A/E firm’s DID submittals? This may even include travel to the site to participate in design charettes and pre-construction meetings? PWS Section 16.1, Page 7.

Answer – Any “pre-planning” related tasks are described in the Performance Work Statement.

This is not an IOTA Pre-Planning requirement - it is a standard IOTA.

11. Q - Are there any minimum on-site presence requirements for key personnel (e.g., Activation Project Manager) beyond major milestones, user group meetings, or installation days?

Document Attachment A, pgs. 5 & 6,Section Location and Hours of Work, Key Personnel, Para.

PWS 12.0 PWS 9.0

Answer – VA would expect an on-site presence as needed.

12. Q - Does the Government intend to provide existing space layouts, typical room design guides, or any official design narratives that the Interior Designer can reference before final furniture/equipment space plans are started?

Document Attachment A, pg. 12, Section Comprehensive Interior Design, FF&E, and Space Planning Services, Para. PWS 16.2

Answer – Drawings will be provided as updated during design, and you can also refer to VA TIL (Technical Information Library) https://www.cfm.va.gov/til/

13. Q - Are there established furniture or equipment standards (e.g., brand or style preferences) that must be adhered to for uniformity with existing VA facilities in the Central Texas system, or are we free to propose “equal” products so long as they meet performance criteria?

Document Attachment A, pg. 14, Section Comprehensive Interior Design, FF&E, and Space Planning Services, Para. PWS 16.2.3

Answer - Free to propose “equal” products so long as they meet performance criteria while using the Interior Design IDIQ

14. Q - For Optional Task 17.1 (Acquisition Packages Development), how far does the Government intend for the contractor to go with market research and vendor outreach before final acquisition packages are delivered to VA contracting?

Document Attachment A, pg. 21, Section Acquisition Packages Development, Para. PWS 17.1

Answer - Please reference information within ATTACHMENT K.

15. Q - If Optional Task 17.2 (Warehousing) is exercised, does the Government have a preferred warehouse location (e.g., near Temple or Austin), or is any warehouse within a defined radius acceptable so long as it meets environmental/condition requirements?

Document Attachment A, pg. 22. Section Warehousing and Warehousing Management Services, Para. PWS 17.2

Answer – Please reference the radius within the Warehouse Requirements section of the PWS.

Note – Pflugerville/Austin is a larger city.

16. Q - For Optional Task 17.3 (Activation Services and Post-Occupancy Support), how do the contractor’s responsibilities for “post-occupancy” logistics overlap or integrate with manufacturer warranties for installed furniture, fixtures, or equipment? For instance, are we expected to coordinate repairs or replacements directly with manufacturers?

Document Attachment A, pg. 23, Section Activation Services and Post Occupancy Support, Para.

PWS 17.3

Answer – The contractor will develop and provide to the Government, a warranty Management and Maintenance Support Plan (MSP) for all critical and non-critical installed medical equipment to also include FF&E. The MSP will include maintenance schedules, warranties, and life-cycle analysis. The MSP will clearly describe installed building equipment by name, type, manufacture, date installed, location and photo of the item. The MSP will identify maintenance schedules, inspection requirements and the method of service performance.

17. Q - The PWS and attachments outline background investigation/PIV badge requirements.

What is the current average turnaround time for VA background checks for contractor personnel, and should the contractor anticipate waiting periods that could affect schedule?

Document Attachment O

Answer – It should not negatively impact schedule - if a delay in a background check arises, the facility can issue temporary PIVs.

18. Q - The contract states that travel expenses will be reimbursed only if pre-approved in writing. Do you require monthly or per-trip travel invoicing?

Document Attachment A, pg. 5, Section Travel, Para. PWS 11.0

Answer – Travel approval is separate from invoicing. Please reference ATTACHMENT B for Travel Authorization Requests. Travel invoicing will occur monthly for travel during that period, as billed via Section B.2 of the RFQ.

19. Q - Is there a separate “final acceptance” milestone for major tasks (e.g., design or acquisitions) versus overall “final project completion” date, or will acceptance of each deliverable be consolidated into one final acceptance milestone at the end of the project?

Document Attachment A, pg. 7, Section Comprehensive Project Management Services, Para.

PWS 16.1

Answer - “Final acceptance” of each deliverable, design, or overall project will not be consolidated.

20. Q - For any furniture requiring integrated data/power (e.g., powered workstations), do we assume the lessor’s construction contract includes final data connections up to the furniture feed points, or is the contractor expected to provide additional cable/wiring?

Document Attachment A, pg. 12, Section Comprehensive Interior Design, FF&E, and Space Planning Services, Para. PWS 16.2

Answer – Construction includes final data connections up to furniture feed points.

21. Q - We do not see a PRCL within the list of attachments. Could the VA please provide?

Answer – The Room Contents List is Attachment Q.

22. Q - 16.2.9. Mock-up Services states, " Provide 3D layouts of complex spaces and of patient rooms planned in the VA Outpatient Clinic only, using Revit" Can the government provide the list or approximate number of complex spaces to be mocked up?

Answer – The exact number of rooms is currently unknown. The clinic is classified as a multi-specialty clinic and will add new services such as Primary Care, Mental Health, Whole Health, Radiology Service, Pathology and Lab, Prosthetics and Physical Medicine, Rehabilitation Services, Logistics, Home Based Primary Care, OIT, Clinical Management and supporting services.

23. Q - 16.4. States "The contractor shall determine if any items are available through sources listed on the National Acquisition Center Contract Catalog Search Tool (CCST)," Contractors have not typically been given access to the NAC. Will the Contractor be required to put together NAC SAC packages as part of the acquisitions?

Answer – PWS 16.4 involves Acquisition Planning. Within this statement, the Contractor shall only determine what items are available through the NAC. Requirements for the Procurement Packages Development are in PWS Section 17.1 Acquisition Packages Development.

24. Q - 17.1 Refers to the Interior Design team shall submit the form. Please clarify is this is the VA design team

Answer – If referencing the VA Form 2237, the VA Interior Design team will submit the 2237.

25. Q - Is there an address for the Pflugerville CBOC available?

Answer – Address is unknown at this time.

26. Q - 17.3 p. 24, para 7 states - "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." Please clarify if the contractor is required to have a BMET on staff/on-site.

Answer – Contractor is to support VA Biomedical Engineering with inspection.

27. Q - 17.3. p. 24,para 8 states "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." is this intended to be a contractor task.

Answer – No VA Logistics Staff will assist, as this information is coded into a program internal to VA only.

28. Q - 17.1 states "The Contractor 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)," Please confirm this is correct and if it will be the responsibility of the contractor.

Answer – It is the responsibility of the contractor.

29. Q - 17.2, Warehousing, bullet #5 "Incoming medical equipment safety inspection, barcoding, and input into AEMS/MERS (Government asset management software used to track enterprise assets)."

Is this intended to be a contractor task?

Answer - No VA Logistics Staff will assist, as this information is coded into a program internal to VA only.

30. Q - 17.4 Staff Training and Orientation. States: "Tasks include but not limited to: Initial hands-on, face-to-face training for the following types of staff: Clinical, Biomedical, Environmental Services."

Please confirm that the contractor is responsible for training Biomedical Engineering staff on installed equipment.

Answer – Yes to include setting up the training with the manufacture and staff.

31. Q - Quality Assurance Plan is considered a deliverable on the contract but is not on the deliverable schedule. Please clarify if this is something the contactor is responsible for.

Answer – Yes, Reference PWS Page 37

32. Q - 16.3.1 Micro CONOPS. The narrative of the PWS states the Micro CONOPS is to assess current operations, define new Operations and obtain Facility approval of business practices based on new conditions. However, the deliverable matrix states this deliverable is due 180 Days after award of Optional Task. Is a Micro CONOP required for all departments? What is the Optional Task referenced in the Deliverable matrix?

Answer – Yes. Micro CONOPS shall be due 6 months after effective date of contract and updated as required.

33. Q - 16.4 Acquisition Planning Services. states The contractor shall determine if any items are available through sources listed on the National Acquisition Center 16.4 Acquisition Planning Services. states The contractor shall determine if any items are available through sources listed on the National Acquisition Center Contract Catalog Search Tool (CCST), available at https://www.va.gov/nac. It has been our experience that contractors do not have access to the NAC. Please confirm this requirement.

Answer – Refer to question 21; Refer to 16.4 in PWS: Acquisition Planning Services this will be a joint effort with Government team.

34. Q - What is the estimated BOD/ Construction completion date?

Answer – September 2, 2027 – BOD

35. Q - There is no mention of the relocation of reuse, personnel files, department expendable supplies. Will relocation efforts be a requirement of the IOTA contractor?

Answer – There will be no reuse, as all equipment, furniture and employees will be new to this space https://www.va.gov/nac

36. Q - Will any reuse require movement from existing locations to the new facility?

Answer – There will be no reuse, as all equipment, furniture and employees will be new to this space

37. Q - If there is to be a relocation effort required of this contract, please provide addresses and estimated number of personnel and stock items of the "move from" location(s.)

Answer – There will be no reuse, as all equipment, furniture and employees will be new to this space

38. Q - Will the warehousing of OIT Equipment be required of the contracted warehouse?

Answer – OIT equipment will be stored with VA.

39. Q - If warehoused, will the OIT Equipment require movement from Warehouse to new location?

Answer - OIT equipment will be stored with VA.

40. Q - Will the IOTA Contractor be required to install/setup OIT equipment? CPU, Laptop, Monitors, Printers, Mouse, Keyboards, Telephones

Answer – No