Q and A - Workplace Innovation Lab Privacy Pods Booths Bailment Project_12132024 .pdf

Questions and Answers Workplace Innovation Lab Privacy Pods/Booths Bailment Project

Notice ID: 47PB0125R0190 # Interested Parties Questions GSA's Answers

1 Please confirm that you will extend the due date for all vendor RFP responses to one week after all submitted questions have been answered by GSA.

Yes; all questions received will be consolidated into a single sheet and distributed to all interested parties. The RFP due date responses will then be extended by one week to allow for response refinement, as needed.

2 Please confirm the finished ceiling height in the area where you anticipate Vendor pods/booths to be installed.

The ceiling is 9' from floor to finished ceiling in both of the two locations identified; Only one pod will be placed in each location.

You note in the Background section that the purpose of this WIL initiative is for agencies to explore a “shift to a hybrid model of work and real estate portfolio in which the space design and technology seeks to provide equitable experience of collaboration…” Further, you note that the WIL “will explore the use of shared work points and a range of agile workplace settings, such as interactive and focus spaces that posses a range of acoustic and visual privacy to meet the occupant’s workstyle and job functions.” With that said, you’re requesting Pods that have a maximum internal square footage of 24 sq. ft. which essentially limits you to short-term, phone-booth applications only. We respectfully request that you increase the square footage allowance to better allow vendors to fully display the depth of their respective pod/booth portfolios which are specifically designed to meet the collaboration and technology-integration requirements that GSA is looking to evaluate. Ideally, vendors should be able to provide at least one pod/booth application that approximates 100 sq. ft.

For this particular requirement, we are maintaining the maximum 24 sf internal dimension of any proposed pods. The design of the surrounding workplace neighborhood will already accommodate a variety of privacy and meeting needs.

Regarding vendor access to the WIL space, you note under “Project Description” that Vendors MAY have occasional escorted access to the WIL for tours, photography, etc. Given that we would like to guide the messaging to potential agency clients around our pod solutions, we respectfully request broader access to the space to help facilitate/guide any agency tours/reviews.

Vendors may coordinate escorted access of the space through the on-site GSA concierge team. Such requests will be accommodated to the greatest extent possible, on a case by case basis.

5 Regarding Existing Space & Programmatic Conditions, please confirm that GSA will provide any/all TV/computer monitors and corresponding bracketry for all vendor pods/booths placed in the WIL.

Since the pod size will be limited to 24 sf maximum internal dimension, we do not currently anticipate a need for supplied IT/AV within the pods, as most users are anticipated to be using their own IT devices;

cell phones, laptops, tablets, etc.) while performing individual tasks within the pods.

Please confirm whether Vendors are expected to provide Seating products for any pods/booths placed in the WIL.

While vendors are not expected to provide seating (eg, chairs, fold down seating, etc.) for the proposed pods, they are welcome to include it in their proposal at their own discretion. The provision of seating is not a criteria of evaluation.

Please confirm whether or not there will be a subsequent phase to this WIL initiative that will provide Vendors with the ability to provide broader representations of hybrid/collaborative spaces for GSA evaluation (similar to the original WIL.)

At this time, we are solely focused upon completing the project in the single suite identified for the pods sought.

8 Will all Vendors who provide GSA with pods/booths for evaluation purposes be provided a list of federal agencies (along with contact information) who toured the WIL for follow-up purposes?

Specific contact information for federal end-users and tour participants will not be provided. Participating vendors will be permitted to provide product identification branding and product information on the pieces provided and any customers who seek additional information or expressed interest in any particular product will be connected with the appropriate vendor POC. A list of agencies who have visited the lab (user or tours) will be referenced in the shared reporting data.

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Regarding customer ability to reserve pods/booths installed at the WIL, will GSA be providing consistent reservation hardware/software for all pods/booths? If not, is the expectation that each vendor provide their own reservation system?

GSA will be providing and managing a single reservation system. Typically, however, smaller single-occupant pods have been available on demand and not within the reservation system.

RFP page 1 Statement of work and page 2 - Project Schedule: Please confirm that given the design only accommodates two pods total, how long will the pods from each manufacturer be in place? It says install will take place on a coordinated and rolling basis and the bailment is structured not to exceed 12 months.

The pods will be in place for a total of 12 months from the actual ribbon cutting which will be the commencement of the bailment period. For example, if the actual pods were delivered to the site in April of 2025, but the space is not ready to open for customer use until early June, the bailment agreement would be formally executed in June for a period of 12 months.

RFP page 2 Project Description/Specific Details of items - Is the 24 sq. ft. per unit or total for both units?

We understand there is a limitation to the maximum square footage available, however to capture and truly provide an innovative environment, we would like to request the consideration of adding the larger privacy pods/booths which foster meetings, and focus space beyond 24 sq. ft. ADA We understand we are to provide the larger list of available products, but having those in use would enhance the story of flexible modular adaptive architecture products and how to use those in a workspace.

The 24 square feet maximum internal dimension is per unit and not a combined total. Our current design has two pods that are in different locations of the floor plate, and will not be placed adjacent to each other.

12 Sample Bailment Agreement, #9 Testing, Reports, Considerations, page 2 - Please confirm the actual cost of the one-time fee. Will the resulting tests be only provided for our products or all products?

The fee to participate in the bailment agreement, if selected, is a one-time $100 fee. Regarding any data and/or WIL results collected during the testing period (typically from a variety of sources which may include reservation system data, any sensors deployed, etc.) participating vendors typically receive both a summary of the entire space, which may include frequency of use of particular zones or areas/rooms, other vendors' products, as well as any specific data related to their individual products.

13 Our (specific product name deleted) pod is our smallest ADA accessible pod. It is 27.5 SF. The RFQ states a max of 24SF. Can we propose our solution?

We encourage vendors to submit information related to their ADA compliant pods, and particularly the smallest version available, in order to inform this project team as a part of market research. The 24 square foot maximum is the INTERIOR dimension and does not include the thickness of the walls in the 24 square feet.

14 If we cannot propose our accessible pod, can we still propose our single occupant pods, which are not ADA compliant due to their size?

Yes. The request is for vendors to submit as many products that they wish to propose which meet the 24 sf maximum interior dimension. For example, this could include proposing only one non-ADA pod, five non-ADA pods, three ADA compliant pods, etc.; Any combination of products is acceptable. Also, vendors may be selected for only one of two products sought regardless of the number of total products proposed.

15 Is it a requirement that vendors responding to the RFP is a current GSA contract holder? Not a requirement. Additionally, proposed products do not need to currently be on the GSA Schedule.

16 We are not currently a GSA contract holder; can we still get awarded by WIL? Yes. This RFP is open to all interested parties.

17 Is there a maximum number of pod vendors you will award?

We are seeking a total of 2 pods; and this may come from a single vendor or two separate vendors. The bailment agreements will be for 12 months. It is anticipated that the WIL will remain open beyond 12 months and we would, therefore, likely be seeking additional pod vendors to participate in a new 12 month bailment period.

18 Can vendor provide accessory furniture that is connected to the pod, either inside or outside?

Vendors are welcome to propose accessory/complimentary furniture that is intended to integrate inside of the proposed pods. While you are welcome to suggest including additional pieces outside of the pod that are intended to integrate, the acceptance of these is unlikely as the entire design for the floor has been completed already.

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19 When is the anticipate window for pod delivery and installation? Currently anticipated between April 14th and May 2nd of 2025. The exact dates will be firmed up in February 2025.

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