Questions and Answers - Jacksonville MSOC IOTA.pdf

36C77625Q0253 Jacksonville MSOC IOT&A

Solicitation Questions and Answers

1. Where is the room data matrix that was provided to the AE for them to price?

ANSWER: Not available

2. Please provide the cut sheets and design notes from the AE who met with the users prior to bid package being assembled.

ANSWER: Not available

3. Where would reuse furniture and equipment be coming from in order for us to conduct an inventory and price.

ANSWER: 4006 Henderson Dr, Jacksonville NC 28546

4. Please describe the requirement for face to face meetings must be held at government site. Does this mean all user group meetings? Or is it up to the IOTA contractor to determine what meeting is necessary to be onsite?

ANSWER: The requirement will be a face-to-face meeting for the Kick off meeting and the final UGM

5. Who is the awarded developer and AE?

ANSWER: The project has not been awarded yet.

6. Please ensure that the general contractor provides all drawings in REVIT including MEP so that the IOTA contractor and place into our REVIT model so there are no errors. If this is not a requirement of the developer how can we be required to ensure our design will be accurate?

ANSWER: It is a requirement of the developer.

7. Can you verify the master key plan is not part of the developer contract?

ANSWER: The Lessor is responsible to provide the cores/cylinders for each lock per APPENDIX A.2 OF THE L-100, SECTION 4.2.13.2.1 STATES” 4.2.13.2.1 Cylinders and Keying: Key locks/cylinders in groups with new master key or grandmaster key system as directed by Owner. Provide three (3) keys per lock. Provide construction master keying. Cylinders shall meet the requirements of ANSI/BHMA A156.5-14.”

8. We will need the complete door schedule in order to develop this plan – the complete door schedule may not be provided until the AE is completed with their design – this could cause a conflict with the AE schedule.

ANSWER: Not until completed Design

9. Who is providing the keys?

ANSWER: The Lessor is to provide 3 keys per cylinder/core.

10. Who will be swapping out construction cores for final cores?

ANSWER: The Lessor is responsible for swapping out construction cores once the VA provides a Keying Schedule.

11. Is there a requirement to conduct a physical inventory of existing equipment in any other VA facility to review for potential reuse and ifs so how many locations and what size is the facility? Or will the VA provide a list and location for any reuse equipment?

ANSWER: Current Community-Based Outpatient-Clinic typically focus on providing care and basic services rather than specialized medical care the new facility will be offering. Due to the expansion of services being offered the majority of the existing equipment will be impractical.

12. Will the AE provide to the IOTA contractor some drawings prior to our meeting with the users that can be used to lay in VA requested furniture and equipment during our user group meetings and provided back to the AE prior to DD1? If not, what specifically would we provide?

ANSWER: VA/CFM will work with the Lessor to provide all drawings. Currently we do not know what will be available prior to DD1 Drawings as the project has not yet been awarded.

13. If we determine that there is no qualified warehouse within the requested radius of the site can we provide alternative warehouse solution?

ANSWER: If there is no qualified warehouse within the requested radius of the site, the next closest suitable warehouse would indeed suffice. Consider the following factors: Accessibility , Capacity and Storage Conditions, Security and Compliance and Logistics and Distribution Efficiency.

14. Often times the AE conducts multiple design meetings at the same time which would require us to have multiple teams able to support their design schedule – how can we price this effort?

multiple designers, project managers and equipment planners would have to be available to support something concurrent AE user group meetings.

ANSWER: Design meetings are held individually per Service/function

15. Because of the complexity of planning large facilities can we have 20 pages for our technical submittal so we can better explain our solution?

ANSWER: Current page maximum is sufficient.

16. Please clarify if the technical response to the PWS includes the Optional PWS Tasks described in PWS 17.0 OPTIONAL TASKS. Reference: RFQ page 26 of 53, (2) Technical Submission, Item a ANSWER: Instructions to Offerors, (2) Technical Submission Item a states “A technical response to the PWS (Attachment A) to include a detailed technical/management approach for accomplishing each task identified and which addresses all management aspects associated with each task.”

17. Please confirm that the reference to “Attachment S – Pricing Worksheet” should be “Attachment R” instead. Reference: RFQ page 26 of 53, (2) Technical Submission, Item b and Reference: RFQ page 27 of 53, (4) Price Submission, Item b.

ANSWER: Yes.

18. Please confirm that Offerors are to provide the referenced (F) Information to be Submitted as Five

(5) distinct volumes as follows: Reference: RFQ page 25 of 53, (F) Information to be Submitted.

i. Key Personnel and Required Certificates

ii. Technical Submission

iii. Past Performance

iv. Price

v. Other Requested Submittals.

ANSWER: RFQ does not specify the Information to be Submitted should be in “distinct volumes.”

19. Item d requires the submission of NCIDQ or AAHID certificates for the Senior Designer. Please confirm that this should be removed since this same information being provided as part of the Key Personnel submission of the Senior Designer’s resume. Reference: RFQ page 27 of 53, (5) Other Requested Submittals, Item d.

ANSWER: \ Offerors are required to submit NCIDQ or AAHID certificates for Senior Designer. No need to “remove” the secondary reference.

20. Please confirm that Offerors may submit ongoing contracts that are active within the past 3 years.

Reference: RFQ page 35 of 53, Government comparative evaluation criteria table, Item 3 – Past Performance ANSWER: Per the RFQ, Past Performance Submission Requirements, “Each offeror shall identify up to three references for similar services on Government or private industry contracts within the past three years.”

21. There is no CLIN identified for ODCs. Is it the Is it the government's intent to reimburse ODC's at cost with no estimated pricing provided by the contractor?

ANSWER: Please reference the “Instructions” within RFQ Attachment R – Pricing Worksheet Jacksonville.

22. Is there an estimate of the distance from the new MSOC is to the current clinics that personnel will be moving from?

ANSWER: There are 4 Community-Based Outpatient-Clinics furthest clinic is 5 miles away from projected site. Please reference ATTACHMENT S – Jackson Area CBOCs for map.

23. The PWS indicates the new MSOC will relieve strain on surrounding "at capacity" CBOCs. For Relocation services, from how many locations will the contractor be required to relocate personnel files and reuse?

ANSWER: There are currently 4 Current Community-Based Outpatient-Clinics, 16,000 and 5200 and 3,500 and 2,500 Sg. Ft. Please reference ATTACHMENT S – Jackson Area CBOCs for map.

24. Based on the price cost schedule in the RFP, the PoP for CLIN 004 is 8 months. Are we to price each of the PWS task areas in that CLIN as an 8-month period of performance?

ANSWER: POP for CLIN 004 is estimated 10/10/2028 – 04/09/2029 (6 months). Please reference updated “A0002 - ATTACHMENT R- Pricing Worksheet – Jacksonville”. Regarding PWS task areas, it is up to each offeror to determine level of effort for each task within the pricing worksheet.

25. Can you please confirm the estimated POP for CLIN 3 warehousing services? RFP letter estimates

2027 and pricing worksheet estimates 2028-2029.

ANSWER: Unclear what “RFP letter” is referencing in this question. This is not a Request for Proposal, the solicitation was posted as a Request for Quote (RFQ). Per Attachment R – Pricing Worksheet Jacksonville, estimated POP for CLIN 0003 Warehousing Services is 9/15/2028 - 03/14/2029. (6 months). Please see attached B.2 Correction “A0002 - ATTACHMNET - Updated Section B.2.”

26. PWS states: "Government acceptance of items delivered to the warehouse must be done by Government personnel." Please confirm the intended receiving/acceptance workflow. Does the contractor receive shipments from carriers (sign for delivery and stage/inspect}, with the Government performing formal receipt/acceptance later?

ANSWER: Contractor receives shipments from carriers, sign for delivery, stage and initial inspect, then the Government performs formal receipt and acceptance.

27. Please confirm "Local travel, within a SO-mile radius from the place of performance will not be reimbursed." Does this include mileage for on-site requirements per the PWS for key personnel?

ANSWER: Please reference the entirety of the PWS Section 11, Travel. Local travel, within a 50-mile radius from the place of performance will not be reimbursed. The Government will not pay travel charges for travel to and from the IOTA contractor employee’s home and government office or from one Government facility to another…. Travel expenses will be reimbursed on an actual expenditure’s basis in accordance with FTR and FAR 31.205-46.”

28. B.2 Price/Cot Schedule, Item Number 0003, Warehousing. Should the POP Begin date be 09-15- 2028?

ANSWER: Yes. Estimated POP for CLIN 0003 Warehousing Services is 9/15/2028 - 03/14/2029. (6 months). Please see attached “A0002 - ATTACHMNET - Updated Section B.2.”

29. Reference the PWS, Section 16.3, the Transition CONOPS. We see that you are now requiring the IOTA contractor, in addition to working with the COR, to work with the VHA SimLEARN Lab to develop the day in the life scenarios. Here is the reference from page 17:

16.3.2 Transition

CONOPS

Create and update Transition CONOPS. Transition CONOPS support the schedule development, acquisition, installation, and occupancy timelines. The contractor shall provide Transition CONOPS by functional areas. Transition CONOPS shall include a Day in the Life Plan, which describes the IOTA contractor’s plans for preparing Day in the Life scenarios to help prepare employees to work in the newly activated space and identify gaps, concerns, or safety hazards in the newly constructed environment that can be mitigated and resolved prior to opening for patient care. The IOTA contractor will work with the COR and the VHA SimLEARN lab to develop day in the life scenarios. The IOTA contractor will compile a single list of recommendations and outcomes for incorporation into transition CONOPS.

In order to determine the level of effort of working with the SimLEARN Lab, please provide more context on the expectations in working with SimLEARN in this endeavor. There is no doubt a great benefit here, but how is the IOTA contractor to work with SimLEARN on the scenarios; we assume the IOTA contractor remains the lead in developing the scenarios and does not take direction from SimLEARN. Or has scenario development taken a different approach?

ANSWER: The IOT&A contractor remains the lead developer of the Transition CONOPS and Day-in-the-Life exercises. Collaboration with the SimLEARN Lab will be pursued as a stakeholder engagement, not as a directive or contractual authority.

The existing language in Section 16.3 supports this engagement model. The COR will ensure the contractor consults with SimLEARN to enrich scenario realism, but final scenario development and execution remains the contractor’s responsibility, as originally scoped.

30. If no further guidance can be provided on how the IOTA contractor is to work with the SimLEARN Lab, should we assume there is no change to the contractual expectations or prior processes as awarded on previous IOTA projects?

ANSWER: Yes, If no further guidance is provided on how the IOTA contractor is to work with the SimLEARN Lab, assume there is no change to the contractual expectations

31. The POP for Warehousing & Warehousing Management Services and the POP for Activation Services seem to coincide. Could the VA please relook these two POPs and ensure they are both correct?

ANSWER: Please see attached “A0002 - ATTACHMNET - Updated Section B.2.”

32. In the PRCL, the Room-To-Room Intercom is listed as being a VV purchase (JSN A6330); typically, this is a CC item or provided by the lessor. Please confirm that this is in fact a VV purchase.

ANSWER: This should be a lessor item to install VA/CFM will work with LCO to change this to CC.

33. Currently, the Dental Utility Center (D7090) and Dental Delivery/Operating System (D8250) are listed as VV, these are typically CC or VC due to their unique design features. Is this correctly stated?

ANSWER: Dental Chief stated in the past (recent Dental clinic construction at the FVAMC) the VA purchased (bought chairs and the delivery units from ADEC) and they were installed by the vendor

(ADEC)

34. PWS 16.2.12 (pg. 16) and PRCL: There are no re-use items listed on the PRCL, however, there are deliverables related to the re-use of equipment.

a. Are there any items that planned to be reused?

ANSWER: Yes, there is a possibility, however, the existing equipment may not be in a condition suitable for reuse.

b. If so, is there an estimation on how many will be re-used?

ANSWER: N/A

35. In order to provide a more accurate relocation estimate of cost, how many facilities and from what distance will the 160 personnel be relocating from?

ANSWER: There are 4 Community-Based Outpatient-Clinics furthest clinic is 5 miles away from projected site. Please reference ATTACHMENT S – Jackson Area CBOCs for map.

36. If a warehouse is not available within 15 minutes between the new and old facility, will the extend this radius?

ANSWER: If there is no qualified warehouse within the requested radius of the site, the next closest suitable warehouse would indeed suffice.

37. Per the PWS, the IT equipment is planned to be assembled, tagged and imaged at the IOTA warehouse. Will laptops and other equipment be deployed from this site as well?

a. Typically, the equipment must be connected to the VA network in order to be burned in, will all of this occur at the IOTA warehouse, be re-packaged and re-assembled at the new facility?

ASNWER: Yes

b. Will the VA assign staff to the IOTA warehouse to inspect, barcode and input equipment into AEMS/MERS?

ANSWER: Yes, VA OIT personnel

38. Will all OIT equipment be coming to the IOTA warehouse?

ANSWER: Yes

39. 3 -Dimensional Design Renditions, will the Government’s A/E be able to provide revised 3D Models within this time period to allow for the IOTA contractor to make reviews and generate the conflict reports?

ANSWER: The rendition with the Lessors offer can be made available (unknown if this will be 3D as project has not yet been awarded). However, after award 3D drawings will be available at that time

40. Is there a BoD date?

ANSWER: October 5, 2028

41. Please confirm the dates for Clin1, Clin 3, and Clin 4 ANSWER: CLIN 0001: 10-10-2025 to 10-09-2028 CLIN 0003: 09-15-2028 to 03-14-2029 CLIN 0004: 10-10-2028 to 04-09-2029

42. Please confirm if floor plans will be provided with the solicitation.

ANSWER: They will not be provided with the IOTA solicitation

43. Is the contractor expected to perform a physical inventory at any on-site location(s), and if so, please identify ANSWER: The contractor shall periodically perform, record, and disclose physical inventory results for all GFP (Government Furnished Equipment) provided to them for use. Inventories shall be performed as stated in their PMP. The contractor shall account for durable, expendable and non-expendable GFP.

44. Ref - 17.1 Warehousing – Warehouse Requirements: G. Incoming medical equipment safety inspection, barcoding, and input into AEMS/MERS (Government asset management software used to track enterprise assets).

Is the expectation that all medical equipment will be inspected, tested, and labelled at the warehouse prior to delivery to the main facility? If so, will the government or IOTA BMET conduct these tests, and re-box/repackage equipment to prep for transport to the main facility?

ANSWER: Logistics would need to initially inspect to create a Equipment Record for the Biomedical Equipment Maintenance Technicians (BMET) which initiates their inspections. (this statement reference for answer for 44 – 51)

45. If equipment is BMET inspected at the warehouse, is there a requirement to re-inspect/test again upon delivery to the main facility, prior to installation and/or being put into service?

ANSWER: No, however, depending on time on station, or due to time in storage it may need re-inspected to ensure it still meets certification.

46. Ref 17.3 Activation Services: IOTA 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...IOTA 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.

Does this imply that there is a requirement for a second acceptance test/inspection to be completed upon installation, in addition to the testing and inspection performed at the warehouse when initially received?

ANSWER: Depends on the when and where it is delivered. Deliveries directly to the building itself would be inspected then installed, therefore, should not. However, a delivery to the warehouse would need to be inspected upon assembly at destination.

47. To what level will the IOTA BMET support VA Biomedical Equipment Maintenance Technicians with inspections? What percentage of the work will be performed by VA vs IOTA?

ANSWER: If the equipment comes with a “baked in” into the purchase (referring to the inclusion of certain features, services, or conditions as an integral part of the initial purchase agreement), that technician (vendor specific to install) would assume the majority of the inspections, after initial inspections from the vendor the VA Biomedical Equipment Maintenance Technicians would assume responsibility .

48. The IOTA contractor shall install all FF&E except for those items designated by the Government to be installed by the manufacturer/vendor or general contractor.

Please provide a list of items to be installed by the manufacturer/vendor.

ANSWER: Once contracts for the FF&E are initialed and it is determined which contracts for the FF&E has “baked in” built-in agreements, it will be determined what then be established what items will be installed by the contractor.

49. The Government will identify items that require biomed checks/testing to be performed by the Government.

Please provide a list of JSNs that will be checked/tested by the government.

ANSWER: Once a comprehensive inventory is created of all medical equipment, including each item’s name, type and manufacture during purchase. A list of what will be inspected/ tested can be generated.

50. During room outfitting, logistics will provide the IOTA Contractor with (VA) barcode labels to attached to each item and capture product data to satisfy internal and government inventory management requirements.

Will all barcode labels be provided to the IOTA contractor before the equipment is delivered to the main facility, so that labels can be attached and necessary information gathered during the initial deployment—thereby reducing the need for multiple visits to each room?

ANSWER: Logistics would need to initially inspect to create a Equipment Record for the Biomedical Equipment Maintenance Technicians (BMET) which initiates their inspections.

51. Ref - 17.4.4 Warranty Management and Maintenance Support Plan (MSP): The MSP will clearly describe installed building equipment by name, type, manufacture, date installed, location and photo of the item.

Does the picture have to be of the actual item in the installed location, or can it be a photo of the item taken from the mfr. website, brochure, or specification sheet?

ANSWER: It is acceptable to utilize a photo of the item taken from the manufacturer's website, brochure, or specification sheet. This approach provides a clear and accurate representation of what the equipment should look like.

52. Ref - 17.4 Training and Simulation Plan: Assist in coordination of training for Clinical, Biomedical Engineering, Environmental Services and Safe Patient Handling (SPH) staff on operation of installed equipment to include, but not limited to, patient lift equipment, slings, and maintenance equipment. The IOTA contractor is to provide all management, materials, supervision, and labor to support the training prior to first day of patient services.

If training is requested by the end user, will the VA cover the cost of vendor-provided training for the applicable items?

ANSWER: Training for new Biomedical equipment should have the training baked into the purchase (referring to the inclusion of certain features, services, or conditions as an integral part of the initial purchase agreement).

53. Will any equipment require BMET maintenance/service training from the vendor/manufacturer? If so, is IOTA responsible for coordinating this training between the VA BMET staff and the vendor?

ANSWER: NO

54. Is there any anticipated reuse medical equipment that will require BMET inspection prior to and/or after relocation from the old facility to the new facility? If so, what is the anticipated number of equipment items required to be inspected by IOTA BMET?

ANSWER: NO

55. Ref 16.1.8 Govt SharePoint Site: Will the COR quickly sponsor any IOTA contractor personnel requiring a PIV who have direct responsibilities to updating and maintaining the Govt. SharePoint / OCAMS for the Jacksonville Activation?

ANSWER: The Project Manager/ Contracting Officer’s Representative (COR) has PIV Sponsor Access to any IOTA contractor personnel requiring a Personal Verification (PIV) card.

56. Ref 16.2.6 FF&E Layouts: Can AutoCad be utilized for the 2D FF&E Space Plan and FF&E Layouts?

ANSWER: AutoCAD would be highly effective for creating 2D Floor, Furniture, and Equipment (FF&E) plans.

57. Ref 17.2.1 Relocation Services. How many locations will the 169 staff need to be relocated from to th new Jacksonvile MSOC?

ANSWER: There are currently 4 Current Community-Based Outpatient-Clinics, 16,000 and 5200 and 3,500 and 2,500 Sg. Ft. Please reference ATTACHMENT S – Jackson Area CBOCs for map.