A0001 - Gainesville IOTA - RFQ Questions and Answers.pdf
PDF 197 KB Posted
- Attached to
- Q702--Gainesville OPC IOTA
- Solicitation number
- 36C77626Q0257
About this file
This is a Questions and Answers document for RFQ 36C77626Q0257, the Gainesville Initial Outfitting Activation and Transitioning (IOTA) Contract for the Department of Veterans Affairs. The document clarifies contractual requirements and responsibilities across 28 questions covering relocation services, warehouse operations, equipment procurement, personnel requirements, and pricing.
The contract involves consolidating 12 existing Gainesville VA facilities into a single new location approximately 10-15 miles away. The IOTA contractor is responsible for relocating items and staff, transporting and placing medical equipment per Master Planned Specifications (MPS), and coordinating activation services. Key clarifications include: reused equipment (approximately 50 items) will not be stored in the IOTA warehouse but relocated during move day; temporary warehousing is not required; the new facility will have a receiving/shipping dock while existing facilities lack loading docks; the contractor is not responsible for warehousing OIT equipment being purchased separately; and movers will not handle IT equipment relocation. Personnel security badging is not required for movers, drivers, installers, and temporary labor, though the contractor must perform security checks. The three identified key personnel positions (IOTA Activation Project Manager, Senior Designer, and Senior Transition Planner) must perform work primarily at the government facility with off-site work at contractor facilities. Core work hours are 0800 to 1630 daily. Biomed service retains responsibility for disconnecting, reconnecting, testing, calibrating, and certifying medical equipment unless procurement contracts specify otherwise. VA staff will handle packing prior to move and disconnect/reconnect of computers and peripheral devices. Travel costs for CLINs 0002 and 0005 shall not be priced by offerors, as travel will be reimbursed on a not-to-exceed cost basis per government estimates. The government will not conduct site visits, provide a complete equipment list, or use AI tools for proposal evaluation.
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Gainesville IOTA OPC Initial Outfitting Activation and Transitioning Contract
Questions/Answers to Solicitation RFQ 36C77626Q0257
1. Is the IOTA contractor responsible for relocating items and staff from all 12 of the current Gainesville facilities? How far from the new site are the existing facilities?
PWS Reference: Section 17.2 Relocation of Reuse and Personnel Files ANSWER: Yes, the services that will be relocating to the new site will be proximity 10 to 15 miles from the current facility.
Addresses of current facilities:
Service Address Audiology 5415 Southwest 64th Street, Gainesville, FL 32608 Optometry 5533 Southwest 64th Street, Gainesville, Fl 32608 Comp-Pen 5415 Southwest 64th Street, Gainesville, FL 32608 Chiropractic 3401 Northwest 98th Street, Gainesville, FL 32606 Pain 3401 Northwest 98th Street, Gainesville, FL 32606 Logistics (Warehouse) 2626 N. East, 39th Ave, Gainesville, FL 32608 Canteen (Vending Machines) Will be provided by vendor EMS 1601 S.W. Archer Road, Gainesville, FL 32608 OI&T 4805 SW 34th Street, Gainesville, FL 32608 MAS (Coders) 6020 NW 4th Place, Gainesville, Florida 32608 Pros (Sun Center) 235 S Main St- Sun Center, Gainesville, FL 32608 HBPC (Sun Center) 235 S Main St-Ste 103- Sun Center, Gainesville, Fl 32608 Domically 1604 SE 3rd Ave, Gainesville, FL 32608 Dermatology 5571 Southwest 64th Street, Gainesville, FL 32608 Fiscal (Royal Park) 3832 W Newberry Ste 2A, Gainesville, FL 32608 Research (Commerce) 300 NE Univ Ave Ste 280- Commerce Bldg., Gainesville, FL 32608 Social Work (Royal Park) 3842 W Newberry Ste, Gainesville, FL 32608 Rural Health (Sun Center) 235 S Main St-Ste 105- Sun Center, Gainesville, FL 32608 Education (Royal Park) 3842 W Newberry Ste 2F, Gainesville, FL 32608
2. Is there a list of the 50 reuse equipment items? Will these need to be staged in the IOTA warehouse prior to relocation?
PWS Reference: Section 17.2 Relocation of Reuse and Personnel Files ANSWER: No, the reused equipment will not be stored in the IOTA warehouse. The reused equipment will be relocated during move day.
3. Is the Cafeteria equipment listed in the PRCL provided through a third-party service, similar to the Canteen equipment?
Attachment Q ANSWER: The Veterans Canteen Service will be responsible for the purchase and installation of their equipment.
4. Are the overhead patient lifts truly VV items? Typically, these would be CC.
Attachment Q
ANSWER: The patient lifts will be CC due to the fact that the contractor has to provide load certification.
5. Is the IOTA contractor responsible for warehousing the OIT equipment being purchased for the facility?
Attachment Q ANSWER: No.
6. If there are 12 Clinics (old facilities) being consolidated into 1, which old facility is the 25 miles to the warehouse off of, or would the 25 miles be based off of the new facility location?
PWS Reference: Section 17.1 Warehouse Requirements ANSWER: The 25 miles is within the new facility location in Gainesville. Address is currently unknown.
7. Will there be a requirement for Day in the Life Activities (planning, execution, etc.)?
ANSWER: Reference PWS Deliverable 16.3.2 which notes that included in the Transition CONOPS is a Day in the Life Plan
8. Could the VA provide a list of the estimated 50 reuse items?
PWS Reference: Section 17.2, Relocation of Reuse and Personnel Files
ANSWER: No.
9. If there is no existing list of the actual reuse items, please describe the types of items you estimate to be reusable, i.e., IV stands.
ANSWER: Will be determined during user group meetings.
10. Would the Government allow us to do a site visit? If not, we will need a complete list of items that will be moving/relocated.
PWS Reference: Section 9 Location and Hours of Work ANSWER: There are no site visits within this RFQ and a list of items cannot be provided. There are approximately 50 items.
11. Are there required maximum downtime periods for individual departments or clinical services?
PWS Reference: Section 9 Location and Hours of Work ANSWER: 9.0 Location and Hours of Work. Core hours of work are from 0800 am to 1630 pm daily.
12. Can the Government please confirm that the three (3) roles identified in the PWS (IOTA Activation Project Manager, IOTA Senior Designer, and IOTA Senior Transition Planner) will need to be onsite Contractors, or can they be located at the vendor partner sites?
PWS Reference: Section 12 Key Personnel
ANSWER: Please reference PWS Section 9, Location and Hours of Work. The primary place of performance is at the Government’s facility, with necessary work to be done off-site at the IOTA contractor’s facility.
13. Please confirm personnel security/badging requirements for movers, drivers, installers, and temporary labor.
PWS Reference: Section 12 Key Personnel ANSWER: Movers, drivers, installers and temporary labors will not require PIV badges. The IOTA contractor should perform their personnel security checks of their staff.
14. If a site visit is not allowed, as a Contractor per the PWS Attachment A, Section 16.21.0 on page 13, we are required to provide all FF&E cut sheets for new product. Can the Government please provide product details with dimensions, pics and/or cut sheets, where the item is currently located and where it needs to move to.
PWS Reference: Section 16.2 Comprehensive Interior Design, FF&E, and Space Planning Services ANSWER: Please read Task 16.2 in its entirety regarding FF&E Cut Sheets. The items are not currently located anywhere and need to be purchased.
15. Within ATTACHMENT Q, items are listed as new. Will we be able to provide a quote for these items?
Attachment Q: Room Contents List ANSWER: Quotes for identified equipment (VV) that will need to be purchased for the new facility will need to have a quote for procurement purposes.
16. Please provide loading-dock and site logistics information for both origin and destination locations.
PWS Reference: Section 17.1 Warehouse Requirements ANSWER: The new facility will have a receiving/shipping dock. The off sites that will be relocating will not have a loading dock.
17. Will temporary warehousing be required for relocated/reused items? If so, what estimated volume and duration should be carried in the proposal?
ANSWER: No, temporary warehousing will not be required.
18. Can the Government please confirm the type of insurance to be provided, if other than that listed in 17.1.1, Warehouse Plans “F. Copy of the certificate of insurance.”
ANSWER: Please reference ALL RFQ Clauses referenced within the solicitation.
19. Can the Government please identify all originating locations included in the relocation scope, including complete addresses, building names/numbers, floors, suites, and departments.
ANSWER: Please reference Question #1 for a list of current addresses.
20. Can the Government confirm if this is a phased project and what that timeline looks like?
ANSWER: This is not a phased project. Please reference dates provided within the PWS and Pricing Schedule to determine timeline. Start of Activation Services is expected BOD.
21. Can the Government please confirm whether the successful contractor is responsible for physically moving medical equipment or only coordinating its relocation.
a. The documents contemplate equipment planning and relocation, and the risk matrix even includes warehouse laborers, FF&E installers, relocation supervisors, and truck drivers. We will need to know which medical devices can be handled by a commercial mover versus equipment requiring OEM/Biomed handling.
PWS Reference: Section 17.3 Activation Services and Post Occupancy Support ANSWER: 17.3 – “IOTA contractor personnel shall transport and place medical equipment in accordance with MPS. At the room designated by Biomedical Equipment Maintenance Technicians (BEMT), contractor shall unpack and install or assemble equipment.”
22. Can the Government please indicate who is responsible for disconnecting, reconnecting, testing, calibrating, and certifying medical equipment?
a. This needs to be explicitly separated from the physical move. Some equipment may have power, data, wall backing, or other infrastructure requirements, which the procurement documentation specifically recognizes.
PWS Reference: Section 17.3 Activation Services and Post Occupancy Support ANSWER: Biomed service will be responsible for disconnecting, reconnecting, testing, calibrating and certifying medical equipment unless it has been added to the procurement package for medical equipment that has been contracted for procurement.
23. Can the Government please clarify the mover's responsibility for computers, monitors, printers, phones and peripheral devices.
The OITA movers will not be responsible for moving computers, monitors, printers, phones and peripheral devices.
a. Is the mover responsible only for physical transportation, or also disconnect/reconnect?
The Integrated Move Plan template tracks computers, printers, scanners, card readers, extensions and IT special requirements, but it doesn't establish who performs each function.
PWS Reference: Section 17.2, Relocation of Reuse and Personnel Files ANSWER: The disconnect/reconnect of computers, printers, scanners, card readers extensions and IT special requirements will be the responsibility of the VA Staff.
24. Please provide the anticipated relocation schedule and phasing plan
ANSWER: Reference answer to your question #20 above.
25. Can the Government identify whether we need to help pack boxes or containers, or will this be the Government/personnel’s responsibility prior to the move.
ANSWER: It will be the responsibility of the government’s personnel to pack prior to the move in boxes or containers.
26. Are there any VA standards that can be provided for FF&E and artwork?
Is there a VA Designer the awardee will work with for FF&E and artwork?
PWS Reference: Section 16.2 Comprehensive Interior Design, FF&E, and Space Planning Services ANSWER: Please reference Section 5 of the PWS “Applicable Documents.”
There is a VA Interior Designer that will work with Furniture, Fixtures and artwork.
27. Does the Government intend to use AI tools or Large Language Models (LLMs) to evaluate, summarize, or conduct compliance checks on submitted proposals?
Section E – Solicitation Provisions ANSWER: No AI tools or LLMs will be used for the evaluation.
28. Can the Government please confirm whether we include a Travel Price/Cost for CLINs 0002 and 0005 with our proposal? Each offeror must complete section B.2 “Price/Cost Schedule” to show the firm fixed price CLINS for both the base tasks and the optional tasks. Travel will be included in the award on a not-to-exceed cost reimbursable basis, based on the Government’s travel estimate.
B.2 Price/Cost Schedule, Item Information ANSWER: Travel price CLINS 0002 and 0005 shall not be priced, as indicated.
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