Q&A_mobile_file_shelving.docx

Accumulated Questions and Answers for FA282318R4006: Mobile File Shelving Move/Install

Q: What do you want done with the old shelving?

A: Removed and recycled; may reuse or recycle as you see fit.

Q: How many hospital personnel to help move files?

A: 6-8 will assist; Eglin staff will be loading, unloading and escorting contracted personnel; due to security reasons files must remain in sight of hospital personnel. They are there to help in those capacities.

Q: Do contractors need their own carts to move files? How many?

A: Yes, as many as need be to move files with given numbers of personnel.

Q: Can we get prints/pictures of the existing system that is to be torn down?

A: This will be gone over during the site visit. We will tour both areas. The existing system is four legged open stationary book shelving.

Q: After tear down who and where is it disposed to? Are we responsible or do we leave the existing system in place?

A: Vendor is responsible for tear down and removal

Q: Are the folders currently being used letter size A: Yes

Q: After folders are removed from the existing system are they to be re-shelved in the new System or just brought to the room?

A: Gov't employees will remove them from the current shelving, vendor will transport them to new area and gov't employees will put them on the new shelving.

Q: What are the working hours?

A: 7 am to 4 pm

Q: Is this floor to floor? Do we have elevator access?

A: the current files are on the fourth floor and the new area will be on the first floor. Yes, elevator access with escort; will be using the freight/employee elevator (Size? fit’s around 8 people)

Q: How far is the existing system located from the proposed new system?

A: current files are on the fourth floor and the new area will be on the first floor.

Q: Are there sprinkler requirements. Typically the fire marshal requires 18inches from the sprinkler head to the top of our system.

A: yes 18 inches applies, drawing does not depict

Q: Are there any special security requirements?

A: These files have Personal Information so you will be escorted during the transfer of records. No clearance is required.

Q: 2 Doors: can either of those be blocked? Stuff on walls have to have access?

A: No, must be ingress and egress points; two doors must be able to open. Plugs and other wall fixtures are not relevant for the purpose of the room and can be ignored.

Q: Moving Desks too?

A: Yes, there are three desks that will go down with the files to the 1st floor room; does not include moving or installing computers, just the desks.

Q: File sizes vary? Legal?

A: No, all US Letter size files not legal size in length

Q: How many files must fit in room?

A: Minimum 50,000 to accommodate move, but maximize use of space so that it can expand. There are more than just these patient files in the hospital, so if we can fit more, that is ideal.

Q: Carpeted decking specifications? Tile or roll carpet? Color/design?

A: The government will supply the 24"x24" carpet tiles only. Vendor will be responsible for purchase of correct adhesive and installation.

Q: Track levelers with ¾” adjustment is same as deck track leveling adjustments?

A: Yes, ¾ inch.

Q: Is there a loading dock? With space to store equipment/ supplies?

A: Yes there is a loading dock, but there is very limited space for storing anything.

Q: Top tab or side tab organization on shelves?

A: Side tab

Q: Do you require GSA pricing?

A: No

Q: If you missed the site visit, is there another one?

A: Unfortunately the time of the site visit was the 6th of March, and we do not have enough time under this combined synopsis/solicitation to do another. This project must be completed by 1 June to include ordering time, delivery and installation. If you were not able to participate in the site visit you are bidding knowing the above and in doing so are stating that you did not need to visit to submit your quote. You will be compared equally amongst the other bids. The award will go to the lowest price technically acceptable offer.

Q: Do you have the room dimensions and/or a CAD drawing file?

A: Please see attached

Q: Do you have a layout for the upper and lower high density systems (depth and length of carriages)?

A: No, this is completely your discretion in the design process.

Q: When is the estimated start date for this project?

A: Estimated start date is dependent on needed time of the contractor. Only requirement is that it be complete by 1 June 2018. Contractor will be able to start as soon as award is made – approximately 1 week after posting ends on FBO.

Q: Who will be relocating the existing file folders?

A: both you and 6-8 staff will assist; Eglin staff will be loading, unloading and escorting while contracted personnel will be doing the actual moving of the files on their own carts. Due to security reasons files must remain in sight of hospital personnel. They are there to help in those capacities.

Q: What is the size of the files being stored (letter, legal, radiology)?

A: Letter

Q: What is the clear opening between the shelves on the new system?

A: The shelving must be compact storage maximum capacity rolling mobile shelving capable of fitting 50,000 files minimum. No specifics.

Q: When can we come and survey the new room and the existing space?

A: Unfortunately the time of the site visit was the 6th of March, and we do not have enough time under this solicitation to do another due to the needed completion date of 1 June. If you chose to offer a quote and bid, you will be doing so without a site visit at this time.

Q: Do you require GSA pricing?

A: No, but remember that this is LPTA and as such going up from the GSA price might not make you competitive.

Q: Order of moving?

A: The files cannot be stored and must more from floor 4 to floor 1.Therefore the 1st floor where the new system will be set up must be completed first to accommodate. Next moving of the files and then last moving of the old shelving this should then leave the 4th floor empty or nearly so. The 3 desks up there that need to be moved may be moved any time along that line or as the contractor sees fit.

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