Columbia IOTA - RFQ Questions and Answers.pdf

Columbia OPC Initial Outfitting Activation and Transitioning Contract

Questions/Answers to Solicitation RFQ 36C77626Q0045

1. Cat Codes – Attachment Q – Questions:

a. There are several JSNs that are readily available via the furniture IDIQ that are listed as CC in this solicitation. F3050- F3025- F3200 – F3230- A1030-F3065 -- Should these remain as CC or move to VV?

ANSWER: : VV for whiteboards transitioned to glass boards, VV clocks, CC for lockers per VA recommendations

b. These are currently VV – typically these would be CC. Should we price job assuming no CAT

CODE Changes – A5200 (Dispenser, Toilet Tissue, SS, 2-Roll, Surface Mntd AND A5090 Disposal, Sanitary Napkin, SS, Surface, Mounted.

ANSWER: The VA will purchase, supply, and install these items.

c. Is M4145 just the radios and charging station or the entire system including all the equipment on the roof and infrastructure? (M4125 Radio Communication System, Charging Station, Bank of 6, NNTN8844A.

ANSWER: This JSN is the entire system.

2. When will the drawings be completed by the AE?

ANSWER: CFM Master schedule will be provided upon lease award, to be provided by VA COR.

3. Will we receive them in REVIT?

ANSWER: CFM Master schedule will be provided upon lease award, to be provided by VA COR.

CFM requirements release Revit at DD2 approvals. Earlier release dependent on AE.

4. Will we receive all the utility drawings in REVIT?

ANSWER: Drawings will be provided through awarded lessor. IOTA COR will coordinate applicable layers for IOTA use.

5. Warehouse as an option can be confusing – should we assume site has their own warehouse and we need to price picking up from VA warehouse – deliver and install (Option 1) or should we assume you want everything delivered direct to site new facility (option 2) Both are much different pricing structures – Also Option for IOTA contractor provided warehouse (Option 3) ANSWER: Please review the PWS for the Warehousing Requirements, description of task is explicitly stated within PWS Section 17.1.

6. Is there any relocation of staff or equipment to be priced?

ANSWER: NO – The PWS does not include a task for Relocation. Additionally, please reference REVISED - ATTACHMENT R - Pricing Worksheet - Columbia CBOC.

7. Please clarify when our drawings will be due – should we assume no IOTA FF&E drawings will be due until after we receive the AE DID 2 revit model then meet with the end users?

ANSWER: Design Submittal 1 package is after User group meeting (UMG) 1 is completed (timeline may be adjusted based on CFM schedule). Please refer to PWS section 16.2

8. “Warehouse required within 10-mile radius of new Columbia CBOC.” Please provide the address of the new clinic.

ANSWER: Address will be provided upon CFM lease award, afterward provided by IOTA COR.

Anticipating lease award February 2026

9. Can you please confirm how many (if any) employees will be relocating?

ANSWER: None – Relocation is not part of this requirement. Please review the PWS and please reference REVISED - ATTACHMENT R - Pricing Worksheet - Columbia CBOC.

10. “Inventory of existing FF&E recommended re-use report which includes data sheets for any selected reuse.” Please confirm if the contractor may perform this inventory during the same trip as the kickoff meeting, say the day after the call to reduce travel costs?

ANSWER: The PWS does not include a task for FFE Relocation.

11. Definition of Typical vs. Unique Rooms: Please confirm how many room types the VA considers

“typical versus “unique” for purposes of required room mock-up development.

ANSWER: CFM Master schedule will be provided upon lease award, provided by IOTA COR. The government requests a 3D mock-up of each unique room “type” ie. 1 standard PACT exam room, 1 audiology room, 1 podiatry room, imaging suite, PMRS exercise room and gait training, main lobby, teamwork area, 1 telehealth exam.

12. Intended Use of Room Mock-Ups: Please clarify whether room mock-ups are intended to function as: Iterative design tools, or validation tools only after decisions are finalized.

ANSWER: Validation tools only after decisions are finalized.

13. Level of Detail for 3D Room Mock-Ups: Please clarify the required level of detail for 3D room mock-ups: a. Validation-level layouts (clearances, adjacencies, mounting feasibility), or b. Fully developed renderings inclusive of finishes and materials.

ANSWER: Validation-level layouts (clearances, adjacencies, mounting feasibility), mockups will be used for both A. and B. purposes.

14. Responsibility for Device and Utility Locations: Please confirm whether the baseline layout and location of the following items are the responsibility of the A/E team or the IOTA contractor, and whether the IOTA contractor’s role is limited to coordination by exception only (e.g., changes in location, additions, or deletions resulting from equipment selections or room function changes): a. Power, data, and gas outlets b. Wall-mounted devices (e.g., monitors, dispensers, panic alarms, thermostats) c. Overhead cubicle tracks ANSWER: Baseline layout of all items referenced are the responsibility of the AE Team (CFM), however, it is the IOTA’s responsibility to provide conflict reports for each of these items that impact the IOTA’s FF&E layouts to the AE for correction of these items in design documents (and prior to final for construction documents).

15. PALT and Schedule Integration: Please confirm whether Package Acquisition Lead Time (PALT) assumptions are already incorporated into the project master schedule, or if the IOTA contractor is expected to establish and validate PALT timelines.

ANSWER: The contractor shall develop the Acquisition Plan for the activation project. The Acquisition Plan located on the Government SharePoint site shall be updated to identify project spaces as identified on A/E drawing and, at a minimum, long lead time items, number of packages, and estimated timelines for procurement by package group. Additionally, other fields required by the SharePoint list should be completed as they occur throughout the procurement process. The contractor shall ensure employees performing acquisition services are well-versed in federal acquisition regulations prescribed by the FAR and the Veterans Affairs Acquisition Regulation (VAAR).

16. Artwork Scope Definition: Please confirm whether the VA has established any programmatic guidance for artwork at this facility (e.g., areas to receive artwork or standard coverage expectations). If no guidance exists, please confirm whether artwork scope will be defined by the IOTA contractor for review and approval, or provided by the VA during activation.

ANSWER: There is no VA required guidance. Artwork themes and framing requirements provided by the VA Interior Design post award.

17. Existing Artwork – Retention, Relocation, or Replanning: Please confirm whether there is any existing artwork that the VA intends to retain for use within the new clinic. If so, please clarify whether the IOTA contractor is expected to: Inventory and assess existing artwork, Plan for relocation and reinstallation, and/or Reconfigure artwork placement based on revised room functions or circulation ANSWER: The PWS does not include a task for Artwork Relocation.

18. Donor, Recognition, and Branded Elements: Please confirm whether donor walls, recognition displays, or branded elements are anticipated as part of this project. If included, please clarify whether the IOTA contractor is expected to: Maintain existing elements, Relocate or reconfigure elements, and/or Plan for new or modified installations based on the final layout.

Please also confirm the appropriate VA approval authority for these elements.

ANSWER: It is unknown at this time if there will be a requirement for Donor, Recognition Elements. Requirements will be provided by the VA Interior Design post award. If branded elements are allowed, they will be programmed and provided by the GC signage package.

19. When is estimated BOD?

ANSWER: CFM Master schedule will be provided upon lease award, provided by IOTA COR.

Anticipated BOD late June 2028

20. Is the address to the new facility known? If so, can you please provide?

ANSWER: Address will be provided upon CFM lease award, provided by IOTA COR. Anticipating lease award February 2026

21. Has the lease been awarded?

ANSWER: Anticipating lease award February 2026

22. Will the IOTA contractor be required to perform an inventory of FF&E at any existing facility to determine reuse?

ANSWER: There is no known reuse equipment.

23. The scope of PWS indicates relocation as a task. The pricing sheet indicates PWS 16.6 for relocation of reuse and personnel files but in PWS the task does not exist, 16.6 is Activation services (16,7 on the pricing sheet). Will the government desire relocation services?

ANSWER: Relocation of reuse, personnel files, department expendable supplies will be provided by government. Please reference updated REVISED - ATTACHMENT R - Pricing Worksheet - Columbia CBOC.

24. If the government desires relocation services, what is the number of personnel and percentage of reuse to be relocated?

ANSWER: Relocation of reuse, personnel files, department expendable supplies will be provided by government.

25. CLIN 0001 Pricing Structure - CLIN 0001 is structured as a monthly unit price over a 35-month base period. Given that IOT&A efforts are typically front-loaded during planning, design, procurement, and activation phases, does the Government expect offerors to propose a level-loaded monthly unit price across all 35 months, or may offerors reflect a ramp-up/ramp-down labor profile within the BOE while still proposing a single monthly unit price?

ANSWER: CLIN 0001 is structured as a monthly unit price over a 35-month base period. For invoicing purposes, pricing must be a unit price across all 35 months as depicted in the Price/Cost Schedule in Section B.2 of the RFQ.

26. BOE Realism in Best-Value Evaluation - For evaluation purposes, will the Government consider the realism and adequacy of the BOE staffing approach when determining best value, or will comparison be based primarily on the proposed monthly unit price for CLIN 0001, assuming technical acceptability?

ANSWER: Please reference the RFQ – Section E.3 EVALUATION – COMMERCIAL ITEMS EVALUATION OF OFFERS (2. Technical Submission).

27. BOE Content Clarification- Please confirm that the BOE worksheet should include labor categories, tasks, and hours only, and should not include labor rates, fringe, overhead, or pricing data.

ANSWER: Correct, as stated in 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES – Section F(2)b.

28. Pricing of Optional CLIN 0003 - For CLIN 0003 (Warehousing Services – Option), does the Government anticipate this requirement to include physical warehouse space, or is the intent limited to warehouse management and coordination services only?

ANSWER: Please reference PWS Section 17.1 Warehousing and Warehousing Management Services for the requirement.

29. Monthly Invoicing Method - Please confirm whether CLIN 0001 is invoiced monthly in arrears based solely on the unit month, or whether invoicing is contingent upon acceptance of specific deliverables within that month.

ANSWER: Please reference RFQ Section B.1 (3)

30. Deliverable Acceptance & Payment - If a deliverable is under review at the time of monthly invoicing, does that delay payment for the entire monthly unit, or are payments processed independently of individual deliverable acceptance?

ANSWER: Deliverables under VA review will not impact payments.

31. Travel CLIN 0002 - CLIN 0002 is identified as cost-reimbursable and marked “DO NOT PRICE.”

Please confirm that offerors should exclude all travel costs from pricing and plan travel via Government-approved authorizations post-award.

ANSWER: YES. Please reference 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES – in its entirety.

32. Key Personnel Substitution - In the event a proposed Key Personnel becomes unavailable after submission but prior to award, will the Government allow substitution with personnel meeting or exceeding the original minimum qualifications?

ANSWER: YES. Any Key Personnel substitution requests prior to award should be provided to the CO/CS for evaluation.

33. Key Personnel Evaluation - Please confirm whether Key Personnel resumes are evaluated on a pass/fail basis only, provided minimum requirements are met, or whether experience beyond the minimums is considered within the technical evaluation.

ANSWER: Please reference the RFQ – Section E.3 EVALUATION – COMMERCIAL ITEMS EVALUATION OF OFFERS (1. Key Personnel).

34. Prime Staffing Expectations - Does the Government have any preference or expectation regarding prime contractor self-performance versus subcontracted labor, provided all FAR limitations on subcontracting are met?

ANSWER: No.

35. SharePoint / VA Tools Usage - Several PWS sections reference use of Government-provided SharePoint or activation tools. Please confirm which deliverables must be maintained directly within VA systems versus submitted as uploaded documents (PDF/Excel).

ANSWER: This information can be found by reviewing ATTACHMENT A - Maury County-Columbia

- IOTA PWS within the deliverable chart for each task.

36. SharePoint Access Timing - When should contractor personnel expect to receive access to VA SharePoint and other collaboration tools following award?

ANSWER: As soon as possible.

37. Update Cadence Confirmation Please confirm the minimum required update cadence for: SharePoint repositories, Risk and Change Logs, Integrated Master Schedule (IMS/AIMS) ANSWER: Please reference PWS Section 18.1 Deliverable Schedule.

38. Room Contents List Baseline - Is Attachment Q (Room Contents List) the baseline for pricing and BOE development? If additional rooms or scope changes occur, will they be processed through the formal change management process?

ANSWER: Yes.

39. Furniture Procurement Path - Please confirm which furniture or equipment items are required to be procured through VA Furniture IDIQs versus other procurement mechanisms.

ANSWER: Please reference all the information provided within ATTACHMENT Q – Room Contents List

40. OCI Boundaries - The PWS references organizational conflict of interest (OCI) considerations related to FF&E and procurement support. Please clarify acceptable boundaries for contractor support to ensure compliance and avoid OCI concerns.

ANSWER: This is stated within PWS Section 8, Organizational Conflict of Interest.

41. QASP Acceptance Standards - Please confirm the Government’s acceptance criteria for deliverables (e.g., first-pass acceptance expectations, re-submission thresholds, or quality scoring methods).

ANSWER: Please reference the PWS Section 33, Quality Assurance and RFQ ATTACHMENT M -

QASP.

42. Corrective Action Process - If a deliverable does not meet acceptance criteria, does the

Government anticipate corrective action within the same performance month, or will revisions extend into subsequent periods?

ANSWER: Depends on the revisions required and deliverable.

43. Submission Method - Please confirm the required submission method (email address or portal), required subject line, and file-naming conventions.

ANSWER: Please reference 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES.

44. Page Count Clarification - Please confirm whether the following count toward page limits:

Cover page, Table of contents, Organizational chart, Resumes.

Please reference 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES – in its entirety.

45. Q21. Amendment Acknowledgement - Please confirm whether a formal amendment acknowledgement is required with the quote submission.

ANSWER: Please reference 52.212-1 INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES – in its entirety.