Attachment_2_-_Tech_Questions.pdf

Attachment 2 – Technical questions and answers

1. For the CPARs, do they need to be CM services, or should they be related to the roles dictated in the RFP? We can use both formats. We just need to be able to derive some sort of past performance by either the PM/CM firm or the individual PM/CM’s offered by the firms.

2. Are we to provide resumes for the dictated roles in the RFPs, or the roles outlined in the Price/Cost schedules? The roles in the pricing schedules do not match the roles listed in the RFPs. Essentially, we are needing various construction Project and Construction managers as well as energy managers and commissioning project managers. I would suggest the roles are defined by the several SOW tasks, which include these main disciplines. There is also a smaller need to peer reviews by licensed architects to review other A/E designs, which have been replete with errors and omissions lately.

3. For the Price/Cost Schedules, Reno, Sacramento and Vallejo do not have Travel listed for pricing.

Are we to provide pricing for those three sites, as well as the others? An amendment was added which updated the pricing schedule to add/change the travel line to read Not To Exceed (NTE) $10,000.00 for each site.

4. What is the anticipated period of performance for each anticipated award? One year and possibly one or two additional years, depending on the Contracting Officer’s decision and funds availability after the base year.

5. Will there be option years for follow-on work after the original scope of work is completed?

Possibly, if the CO agrees and the funds are available by the VISN 21.

6. Does VA anticipate these to be Firm Fixed Price or Time and Materials contracts? FFP based on the hourly contracted rates, which I assume will be burdened.

7. Would VA consider one consolidated response for all eight solicitations? No. We need to be able to separate them as each site may be awarded to a different contractor.

8. How did VA determine the level of effort necessary for each labor category? Level of effort was determined by the Total hours and funding available for each V21 facility Engineer and the specific needs of the heavy loaded disciplines in the RFQ.

9. Can VA provide additional detail on the scope and complexity for all anticipated projects for each individual solicitation in order for vendors to better understand the anticipated level of effort? No. The VA does not know which specific projects will be awarded within the given base year period, but the facility engineers have demonstrated where their requirements are needed in the heavier disciplines. All the required skills and abilities are set forth in the SOW. The intent is to have the contracted PM/CM’s and other disciplines be able to work on several projects for specific purposes and not necessarily on one project full time throughout the project. However, that could happen if a Facility engineer desires to assign a PM/CM to one projects.

10. Will VA provide LCAT descriptions and minimum requirements for all LCATs listed in the individual solicitation Pricing sheets? No, the VISN & facilities do not need the GSA LCAT descriptions and minimum requirements.

11. Attachment 1, Section 2.4 states: The Contractor shall provide staff certified as construction and project managers by a reputable Construction Manager Certification organization. Equivalent certification through experience may be considered at the sole discretion of the DVA. Questions:

Will VA provide detail on the necessary equivalent experience? No certification for Project managers and Construction Managers/Inspectors if proposed staff have equivalent experience.

– minimum 5 years’ experience

12. Attachment 1, Section 3 states the Contractor shall provide a full time Project Manager for each specific project.

Amendment 1 Price/Cost Schedule states the Project Manager is allocated 416 hours for the Fresno project. Question: Please clarify, how vendors are to satisfy the full time Project

Manager assignment requirement as stated in Attachment 1, Section 3 with only 416 hours? In accordance with the SOW Section 3.1, “Staffing,”: “…the Contractor shall provide a full-time Project Manager for each specific project with the authority to commit resources of the Contractor’s firm to monitor, manage and administer all phases of the project activities and to help achieve the completion of all pre-solicitation, pre-construction services, and construction activities on all assigned projects subject to this contract.” In furtherance, “The Project Manager may provide dual or multiple roles dependent on his or her skill set and experience upon approval of the DVA.” The awarded contract is a non-personal contract per the SOW. Therefore, the intent is that the Contractor’s Project Manager shall be authorized by the Contractor to commit all necessary resources (such as architects, engineers, inspectors, administrative support) to accomplish duties as assigned by the VA. The 416 hours stated for the Project Manager is an estimate of the time to commit the resources, but not necessarily to execute the assigned duties. The Project Manager may perform dual roles and provide services such as report preparations, daily inspection reports, submittal reviews, RFI responses, cost estimates, and other duties as assigned. The hours to be billed as a Project Manager should be coordinated with each facilities’ COR as deemed appropriate by the COR.

13. When combined, in many cases, the hours listed for multiple labor categories do not add up to a full time equivalent (FTE) of 2080 hours and could, in theory, be performed by the same person (I.e., for the San Francisco solicitation the Principal and Project Manager functions could be completed by the same person. Another example would be at Fresno where the Principal and the Registered Architect could be one and the same. Question: For the sake of efficiency and cost savings, is the VA willing to accept one resume to cover multiple LCATS on the same project as long as the individual proposed meets all the necessary VA requirements for the respective LCATS? Yes. That is desirable if one contracted staff member can fulfill many of the required disciplines if he/she meets the requirements of that discipline (e.g. minimum 5 years’ experience as licensed Architect, Project Manager/Construction Manager, energy manager, etc.).

14. Please clarify the role and minimum requirements for the LCAT on the Fresno solicitation listed as merely “Construction”. The cell for this requirement was hidden. When expanded it states

Construction Inspector(s)/Technician(s) 2080

Please consider this reference to mean Construction Management.

15. In the case of the Reno solicitation, VA specifies the need for a Mechanical Engineer. In most other cases VA only lists the need for a Professional Engineer. Question: Will VA provide more specificity on the necessary discipline required for each Professional Engineer (I.e., Civil, Mechanical, Structural, Electrical) or, will this be left to the discretion of the vendor? The intent of the facility engineer was to have a Mechanical Engineer and Administrative Assistance have allotted time to the facility for the required hours daily to equal slightly over 12 months each discipline.

16. With regards to each of the VISN 21 solicitations, is the VA expecting to have the proposed personnel onsite at the VA’s designated location, or will certain individuals be allowed to perform services off-site, e.g. Cost Estimating, Admin Assistant, etc.? Typically, these roles and their functions can be performed mostly offsite. Yes. For most of the SOW tasks, the contracted personnel can perform them offsite and in the Contractor’s offices (e.g. development of IGCE’s, peer reviews, SOW development, etc.). However, some Facility Engineers desire more presence of the PM/CM’s post award to be onsite more often for adequate Project/Construction management.

17. For each of the VISN 21 solicitations, the notice provides an estimated number of hours per required position. Some of these positions are not full time. For those part-time positions, how will the VA coordinate and facilitate staffing? For example, if a Project Manager is required for 416 hours, as is the case in Fresno, that is the equivalent to 8 hours per work week; can we assume then that the PM would be staffed at least (1) work day per week? The Intent of the Facility Engineer was to have the contracted personnel perform typical PM tasks as well as other tasks assigned either on site or in Contractor offices for a duration of 416 hours. The specific project assignments and contract time allocations can be discussed at the post-award meetings.

18. Many of the VISN 21 facilities require the staffing of Professional Engineers. However, the solicitation does not state the education and years of experience required for this position.

Please clarify. Also, in what aspect of engineering is the PE required to experience – mechanical, electrical, civil, structural, etc.? Please clarify for each of the VA locations in which a Project Engineer is required. See synopsis/solicitation pages 2 & 3 and each facility requirements and hours for required disciplines

19. For each of the VISN 21 solicitations, please clarify the duration and period of performance, e.g.

for one (1) full calendar year, from estimated start date and month to estimated completion date and month? The estimated start date will depend on when the Notice to Proceed (NTP) is sent out by the Contracting Officer of Record. The period of performance is one base year and depending on the requested number of contract hours by discipline.

20. What is the anticipated date of award of each of the VISN 21 solicitations? Within the first calendar quarter

21. Please confirm that if a proposed firm responds to multiple solicitations, the firm can utilize the same PPQs for each response? Yes.

22. Please confirm that all questions submitted to the VA will be answered and publicly posted to Fed Biz Opps. All technical questions received per the solicitation requirements including by the due date and time will be answered and posted. If a question was asked in accordance with the above, and was not answered, the contractor must re-send the original email with the question and it will be answered.

23. Regarding the VISN 21 opportunity in Fresno please clarify job description, education requirements and years of experience for the following positions: CHANGE ALL EDUCATIONAL

REQUIREMENTS TO HIGH SCHOOL GRADUATE OR EQUIVALENT AND A MINIMUM OF 5 YEARS

EXPERIENCE IN THE POSITIONS. REMOVE THE REQUIREMENT TO HAVE ALL PM’S CERTIFIED

AND CERTIFICATED SINCE THERE APPEARS TO BE TWO DISTINCT POSITIONS IN THE INDUSTRY

OF WHETHER CERTIFICATION IS NECESSARY. THE ONLY COLLEGE REQUIREMENT WE DEEM

NECESSARY IS FOR THE LICENSED ARCHITECT SO HE/SHE CAN DO PEER REVIEWS OF OTHER

A/E DRAWINGS AND SPECS)

1. Principal - High School Graduate or higher – 5 years’ experience – See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

2. Project Manager – High School Graduate or higher. No Certified Construction Management or Certified Project Management required – 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

3. Licensed Architect - Engineering Bachelors of Science degree in an accredited university– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

4. Admin Assistant – High school graduate or higher – 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

24. Regarding the VISN 21 opportunity in Las Vegas please clarify job description, education requirements and years of experience for the following positions:

1. Energy Engineer – High School graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

2. Energy Analyst – High School graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

3. Energy Auditor – High school graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

4. Admin Assistant – High school graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

5. Controls Technician 1 - High school graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

6. Controls Technician 2 – High School graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

7. Electrician – High school graduate/Vocational School graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

25. Regarding the VISN 21 opportunity in Sacramento please clarify job description, education requirements and years of experience for the following positions:

1. PM/Inspector – High School Graduate or higher. No Certified Construction Management or Certified Project Management required– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

2. Fire Alarm Project Manager - High School Graduate or higher. No Certified Construction

Management or Certified Project Management required– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

26. Regarding the VISN 21 opportunity in Vallejo please clarify job description, education requirements and years of experience for the following positions:

1. Project Manager High School Graduate or higher. No Certified Construction

Management or Certified Project Management required – 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

2. Water Safety Manager - High School Graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

3. Energy Auditor/Cost Estimator – please clarify as to the requirements of the Energy Auditor - High School Graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

4. Systems Integrator SCI – High School graduate or higher– 5 years’ experience– See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

27. In the Technical Evaluation section, educational and experience requirements are given for construction manager, cost manager, engineering technician, and construction inspector, however the Price/Cost Schedule (Attachment 2) for all locations identifies other positions as the key personnel. Please provide the requirements for the personnel listed in the Price/Cost Schedule– MINIMUM OF 5 years’ experience and a high school graduate or higher for all other positions cited. – See Combined Synopsis/Solicitation pages 2 & 3 Evaluation of Offers

28. In the Price/Cost Schedule (Attachment 2, Vallejo, CA), Deliverable #3 is Energy Auditor/Project Cost Estimator. These two responsibilities do not necessarily need to be provided by the same person. Is it acceptable to propose two different persons for each of these requirements (and split the hours accordingly)? Yes

29. In the Services, Technical Evaluation Section Item d, it states that the team must consist of a member whose expertise is in Building Control System (BAS), however, this position is not indicated in the Price/Cost Schedule. Is this position anticipated and/or required? Position not required. This amendment removes Item d.

30. Attachment #2, Price/Cost Schedule identifies description of service and level of effort for specific positions. Are these positions in addition to the PM/CM effort described in the scope of work or are we to assume that this is the only level of effort required for the project, per location? Please address all listed disciplines in the SOW and Price/Cost schedule as necessary.

31. What is your anticipation on-site presence at all locations? For example, do you expect to have a CM and inspector onsite and full-time during the work at each site? Not necessarily full time but heavy onsite requirements specifically for post award CM and Inspector hours based on the projects assigned.

32. We have 10/12 CPARS and obviously we will submit the best 3/5/7-- and you guys can access as many as you want anyway. Please don't tell me we have to bother the COR's w/ PPIs. Do we?

No, the CPARS will be sufficient. The SOW includes language that the Chiefs of Eng. Can request a substitute contracted PM/CM from the contractor if the performance isn’t up to par.

33. How many years are the contracts? i.e. duration? This is a bridging document to try and get PM/CM help until the facilities can hire FTEE. However, in places like SF, Palo Alto, and Honolulu, finding FTEE who can afford to live in those areas will be challenging, so we are may need two additional years using the same hours/costs plus maybe a 3-5% CPI for those two additional years.

34. Suppose we submit for San Francisco and are awarded the contract. Can we submit for any projects at SF while the CM/PM contract is open? Yes. I don’t see any conflict there except if the contracted PM/CM actually works on the pre-solicitation tasks like developing the SOW, IGCE, etc., then to me that may constitute ‘Superior knowledge” and should exclude the company from participation in that specific project. Very similar to an A/E doing the design, sow, and IGCE for the VA will not be able to submit a proposal on the actual project like a design-build project.

35. Can you/we carve out one that we could submit for? The problem occurs when the subject is one that is in our specialty. I don’t see any bar from companies competing on other V21 projects other than those identified where the company’s contracted staff who are working on V21 facility projects would have superior knowledge to the aspects of the project, scope, budgets, etc., which would give those companies a superior and unfair advantage to the competition.

36. I’m interested in the scope, construction cost, schedule, and location of anticipated projects. I understand it is difficult to provide precise information of this nature. If the offerors’ costs are based strictly on the hourly rates (plus OH, profit, other minimal travel expenses, etc.), the costs proposals should be easy to develop…e.g. an energy manager is required to support Fresno for approximately 320 hours during the base year of the contract. The offeror should be able to ascertain the sub’s costs, his own internal costs plus profit and provide a good proposal.

37. Also, is it possible to inquire what firms have held this type of contact in the past? This is a new requirement.

38. Are you and the project personnel located at Mather? There is one site in Sacramento, with a Mather address.

39. Will there be any meetings to further define the scope of the projects and duties of the CM/PM contractor? Not before the award