S05 - Questions and Answers San Diego RD.docx
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- Attached to
- Q702--San Diego Research and Development Facility Initial Outfitting, Transition, and Activation Services
- Solicitation number
- 36C77626Q0136
About this file
This is a Questions and Answers document for solicitation 36C77626Q0136, addressing contractor inquiries regarding the San Diego Research and Development Facility Initial Outfitting, Transition, and Activation (IOTA) Services contract. The document clarifies scope details for relocating research operations from two existing locations (3350 La Jolla Village Drive and 9575 Gilman Drive) to a new facility, with an anticipated beneficial occupancy date of November 7, 2028, pending construction schedule confirmation.
The IOTA contractor's primary responsibilities include transporting and installing specialized laboratory equipment, live research animals (approximately 200 mice and 100 rats), hazardous materials (flammable solvents, acids, and potentially radioactive tritiated compounds), and biological specimens totaling approximately 1,200 boxes plus an additional 100 boxes of histological specimens and 75 boxes of biological samples. The contractor must manage 20 rodent cage racks (approximately 71" L x 30" W x 79" H each), provide seismic anchoring for reused equipment, conduct equipment inventory coordination with Research designated staff, and establish a secure, temperature-controlled warehouse area with weather/water proofing and anti-vibration protection for sensitive items like microscopes and high-speed centrifuges. The contractor must employ a Biomedical Equipment Technician (BMET), comply with IACUC and AAALAC animal transport guidelines, obtain Department of Transportation insurance and California state licenses for animal transport, and complete specialized handling training including occupational health questionnaires for vivarium access. The VA retains responsibility for equipment disconnection/reconnection, animal preparation and caging, and new equipment seismic anchoring, with IACUC approval required before transport, typically completed within 60 days.
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36C77626Q0136 San Diego Research and Design IOT&A Solicitation Questions & Answers
1. Question: PWS, 16.2.10 and Attachment R: Is it possible to get equipment reuse plan/list? There seems to be significant critical operational equipment missing from the PRCL and is it assumed these items would be reuse?
Answer: Attachment R is the Re-use List. Attachment Q is the PRCL
1. Question: How large are the animal crates/cages to be moved? Based on species or animal families, will separate loads be required? How many crates/cages are anticipated?
Answer: The rodent cage racks are about 71"L X 30"W X 79"H and they house several cages within. A total of 20 racks may be moved with each rack housing 10-15 cages. Separate loads of cage/racks will not be needed, they can be moved together as one shipment.
1. Question: PWS, 16.6: Will specialized lifts or handling equipment be required for equipment installation? It is understood per the PWS that the VA will be providing any specialized equipment required for identified reuse equipment.
Answer: Yes. Lifts and handling equipment will be needed for biosafety cabinets, incubators and freezers.
1. Question: PWS, 16.6: Understand the requirement to comply with the IACUC and AAALAC, as well as the Animal Welfare Act, for the transport of live laboratory subjects/animals, are additional certifications anticipated for the movers?
Answer: No
1. Question: PWS, 16.6: What is the anticipated volume of biological/histological specimens to be relocated? These may require specialized handling separate from the 1200 boxes noted in the PWS.
Answer: 100 boxes of histological specimens may be relocated. 75 boxes of biological samples and specimens may be relocated.
1. Question: PWS, 16.6: Please specify if the staff and existing equipment/materials/subjects are moving from 3350 La Jolla Village Dr. to 9575 Gilman Dr., La Jolla or if the staff are currently in both of these locations.
Answer: Staff and equipment are in both locations and will need to be moved to the new location.
1. Question: PWS, 16.6: Will the IOTA Contractor's scope include moving any hazmat, radioactive materials, or other regulated laboratory materials? If included, please provide the anticipated types and quantities of these materials and clarify whether a specialized moving contractor will be required.
Answer: Yes. Flammable solvents, acids and other hazmat materials will be relocated. Radioactive materials (tritiated compounds) may be relocated. A specialized moving contractor will be required.
1. Question: What is the anticipated BOD?
Answer: TBD (based on construction schedule). However, currently estimated 11/7/2028
1. Question: Has the lessor been awarded? If so, can you please provide the address for the new facility?
Answer: TBD
1. Question: If the lease has not been awarded, can the government please provide estimation of distance/radius of new facility from existing campus?
Answer: TBD
1. Question: PWS 16.6 Relocation of Reuse and Personnel Files, states: " With a maximum of 100 boxes per laboratory, there will be a maximum 1200 boxes/bins for relocation. Additionally, there will be specialized laboratory equipment, freezers (-80 and -20 degrees), histology equipment, behavior equipment, high speed centrifuge, critical biological and other laboratory samples, chemicals, and consumables for relocation.
Please note that animals will be moved by this IOTA contract."
Will the IOTA contractor be responsible for the disconnect and reconnect of the MEP for the equipment noted?
Answer: No. Research staff will be responsible for disconnecting their equipment.
1. Question: PWS 16.6 Relocation of Reuse and Personnel Files. Will the IOTA be required to have a BMET for new or reuse?
Answer: Yes
1. Question: Installation. Will the IOTA contractor be responsible to provide seismic anchoring for any of the reuse equipment being relocated per scope?
Answer: Yes
1. Question: Installation. Will the IOTA contractor be responsible to provide seismic anchoring for any of the new FF&E?
Answer: No. Seismic anchoring should be included in new equipment acquisition installation section.
1. Question: Attachment R - Reuse VASD Research Equipment for IOTA, Non-exhaustive. Will the IOTA be responsible for conducting an inventory of each project?
Answer: Yes, in coordination with Research designated staff.
1. Question: Attachment R - Reuse VASD Research Equipment for IOTA, Non-exhaustive. Can the VA provide a list identifying which items on the reuse list are currently leased?
Answer: None
1. Question: 16.6 //// paragraph 2, states "supplies, chemicals and biological agents ….engineered animals that need to be transported."
Will the IOTA contractor be responsible for handling, packing and moving these?
Answer: Yes
1. Question: 16.6 states "Please note that animals will be moved by this IOTA contract." Please provide specifics on type and quantities of animals.
Answer: Rodents (Rat and mouse). About 200 mice and 100 rats.
1. Question: 16.6 states "Please note that animals will be moved by this IOTA contract." Will the VA be responsible for the prep and caging of the animals before the IOTA contractor facilitates movement?
Answer: Yes
1. Question: 16.6 states "Physical movement of all reused equipment and furniture." However, Attachment R only identifies equipment. Will there be furniture added to the reuse list?
Answer: No
1. Question: Will the IOTA contractor be required to have a designated secure area within the warehouse with specialized MEP requirements to store FF&E?
Answer: Yes
1. Question: 17.1 states Please note that specialized equipment will require temperature control. Weather proofing/water proofing is required, and equipment shall not be exposed to the environmental elements. Microscope and high speed centrifuge equipment will require anti-vibration protection during transfer to the new location.
Is this meant to be included as a warehouse requirement?
Answer: Yes. If reuse is required to be warehoused for any given period of time.
1. Question: 17.1 states Please note that specialized equipment will require temperature control. Weather proofing/water proofing is required, and equipment shall not be exposed to the environmental elements. Microscope and high speed centrifuge equipment will require anti-vibration protection during transfer to the new location. Is this regarding new or reuse items?
Answer: Reuse
1. Question: Attachment R-what are the quantities of each of these items?
Answer: TBD. Unknown at this time.
1. Question: Ref: 16.6: "Additionally, there will be specialized laboratory equipment, freezers (-80 and -20 degrees), histology equipment, behavior equipment, high speed centrifuge, critical biological and other laboratory samples, chemicals, and consumables for relocation." Do these chemicals have any special State of California transport requirements? Are any of them Hazardous Chemicals?
Answer: See response to Q7. Only Hazmat chemical will require special transportation. Non hazardous chemicals can be transported in non special transportation systems.
1. Question: Ref: 16.6: Additionally, there will be specialized laboratory equipment, freezers (-80 and -20 degrees), histology equipment, behavior equipment, high speed centrifuge, critical biological and other laboratory samples, chemicals, and consumables for relocation.
Are the consumables and lab samples included in the box count or will additional boxes be required for these items?
Answer: Included
1. Question: Ref: 16.6: please provide the types and quantities of each of the animals.
Answer: See responses to Q 18-19.
1. Question: Ref: 16.6: will existing animal cages be used for the transport of the animals or will the IOTA contractor have to place the animals in cages to be used for the transport and then back into new cages at the new facility?
Answer: The IOTA contractor will not be placing and handling any animals. Cages will be from our facility.
1. Question: Beyond the AAALAC and IACUC guidelines, are there any other standards the IOTA contractor should be aware of such as GLP?
Answer: For animal transport, AAALAC and IACUC guidelines are sufficient.
1. Question: What is the containment level of this facility and the animals?
Answer: Biosafety level 2.
1. Question: Will an Animal Care Coordinator or Veterinarian be available to ensure animal care and animal stability during preparation for moving, movement, and post move to assess condition of the animals?
Answer: Yes
1. Question: Will any of the animals have any biomonitoring devices the IOTA contractor should be aware of?
Answer: This will be decided at the time of moving.
1. Question: Can you please provide the SOP and checklists that the IACUC maintains and will need for review and approval of the move?
Answer: Yes Please see attachments to this amendment.
1. Question: From receipt by the IACUC to the point of approval, for scheduling purposes, what is the estimated amount of time that the approval process typically takes?
Answer: No more than 60 days.
1. Question: Are there any special clearance/background checks needed to access any of the lab or vivarium spaces?
Answer: Yes, all personnel that need to access the Vivarium spaces need to complete the occupational health questionnaire.
1. Question: The solicitation documents indicate a number of various outside organizations, institutions, and sponsors that are supported by these labs. Given this, are there any anticipated studies currently planned that would have a potential impact on the IOTA Contractor's Relocation plan?
Answer: Not currently.
1. Question: How does the VA plan to monitor the freezer temperatures of the refrigerators and freezers to ensure they stayed in range during the transport?
Answer: They need to be powered during transport and alarm status in each equipment will be checked.
1. Question: Ref: 16.6: …supplies, chemicals and biological agents… Can the VA please provide a list of biological agents that the IOTA Contractor will be expected to relocate?
Answer: Pathogens and toxins. We do not have any select agents.
1. Question: Will VA personnel be onsite standing by to receive and place the animals at new facility?
Answer: Yes
1. Question: Are there any special insurance needs or special services required concerning the animal movement?
Answer: IOTA contractor needs Insurance from department of transportation to move animals, and licenses for transport of animals in the state of California. We do not have any additional needs.
File details come from the government source that posted it. Updated .