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Facility Assessment Services Pre-Solicitation NIHOF2011389 Questions and Answers – Posted 7/25/11
Q1: The “Notice Type” for this solicitation number is shown as a “Presolicitation” on FBO.gov.
Please confirm whether you are requesting actual qualification documents (SF330) with responses due by 8/1/11, or should interested vendors wait for a “Solicitation” Notice to respond with qualification statements?
A1: The Government is requesting actual qualification documents (SF330) with responses due by 8/1/11.
| Q2: Please provide details on the current database system used to house the existing condition and sustainability data. It is referred to as the “FSB database”. What does the acronym “FSB” stand for? The evaluation criteria indicate that the submittals will be evaluated on “method of migrating data from existing to new database”. More details will be needed on the current database in order to ensure the offeror’s selected data management system and software can match up with the existing data. |
| A2: FSB stands for Facility Stewardship Branch. The software currently being used is propriety software. If you need more details, please submit specific questions. |
| Q3: The evaluation criterion requires “report samples generated by software”. Capital Asset Management software is a collection of data (often in Oracle®) and reports can be customized for the user needs. Is there a specific report format that is requested? |
| A3: Few reports that are frequently used: asset list and detailed reports, requirement summary and detailed reports, CI reports. On sustainability, reports on green actions, energy performance, building snapshots, payback, LEED and Guiding Principles scoring. |
| Q4: Please confirm that the request for qualification items B.1. Management, B.2. Staff and B.3. Scope will be evaluated only as part of the discussion phase (interviews) with the short listed firms and that the SF330 submittal should only focus on items A.1. through A.4. |
| A4: A firm’s management, staff, and understanding of the scope of work are all part of the evaluation criteria. These factors will be evaluated as part of A.1. through A.4. and B.1. through B.3. |
Q5: Reference is made to “....will include but not be limited to setting up records for infrastructure assets in the existing assessment database;...”
Can you provide the brand name of the existing assessment database? Are bidders required to use that program or will a similar program be accepted?
A5: Currently, NIH uses VFA Facility. Bidders are not required to use this program; however, the proposed software should have the capability to migrate and house all the existing NIH data in VFA Facility and be able to generate similar required reports. Example of reports mostly use: asset list, requirement list and details, energy reports and various green assessment reports such as snapshot, green actions, LEED score, payback.
| Q6: Reference is made to “...providing a web-based capital planning and management tool and database...” What is the extent of the use of the web-based program by the government? How many users and will any users require the use of the embedded cost estimating program? |
| A6: The government uses the web-based capital planning program for project prioritization, budget planning and project implementation records. |
| Q7: The solicitation states, “Small business responding to this solicitation must demonstrate the capability to perform a minimum of 51% of the required work.” Does the 51% need to be performed by a single small business or can the 51% be distributed between multiple small businesses? |
| A7: The prime or joint venture must perform at least 51%of the work (labor) with its own work force. |
Q8: Can you clarify the roles anticipated for planners (urban/regional), economists, cartographer and ecologists as they relate to task orders described?
A8: We need people with skills and knowledge to conduct, perform and evaluation all aspects of the traditional and sustainability assessments and the capital planning analysis.
Planners: for project planning and cost estimates.
Economists: Capital planning analysis Cartographer: Infrastructure mapping Ecologist: vegetation and environment evaluation and planning.
| Q9: Who is the incumbent on this contract? |
| A9: VFA, Inc. |
| Q10: How frequently does NIH normally conduct facility condition assessments? (on a 3 year basis? 5 year basis?) Do they cover all the facilities at once, or is it done on a rolling, as-needed basis? |
| A10: Every 4 year on a rolling basis. |
| Q11: What type of existing software is currently being used to store asset records and work orders? Do you expect us to migrate the data FROM this system, or TO this system? |
| A11: The existing software being used: VFA Facility. The vendor is expected to migrate all current data from existing database to the proposed software. |
| Q12: Can the sustainability assessment include those who are not part of the traditional assessment of developing infrastructure assets, system deficiencies, and cost estimates? Meeting the requirements of EO 13423 and LEED EBOM often require a whole systems approach that does not always lend itself well to evaluating on a system by system basis. |
| A12: The sustainability assessment will be integrated and in conjunction with the traditional assessment when possible. The sustainable existing building assessment methodology will be consistent with the Guiding Principles and LEED-EB guidelines and checklists. |
| Q13: Is there an SF 330 page limit? We typically see limits in the range of 35-50 pages. Can a fold-out 11 x 17 page be used for a chart? |
| A13: The limit is 50 pages and yes you can use an 11 x 17 fold-out chart. |
| Q14: Is there a current incumbent for Facility Condition or Assessment services? Are sustainability assessments or horizontal infrastructure services currently being performed by other firms? |
| A14: The facility condition and sustainability assessment is currently performed by a contractor. The horizontal infrastructure service is in the process of being setup. |
| Q15: Is the “FSB database” being populated/updated by a consultant firm or by NIH in-house staff? |
| A15: FSB database is being populated by a contractor. Update can be done by both NIH or the contractor. |
| Q16: Can proposals be hand delivered to the address provided in the solicitation. |
| A16: Yes. |
| Q17: Please provide some background on the current “FSB database”. Since one of the Evaluation Criteria is the method of migrating data from existing to new database, it is important to understand the structure and data elements of the “FSB database”. Related questions are: What kind of database is FSB? Was it provided by a consultant or developed in-house? What are the basic data elements for condition and sustainability? Is it maintained on an NIH server or a consultant server? |
| A17: NIH is current employed proprietary software provided by the contractor to house the assessment data. It is web-based capital planning and management software. The software consists of number of modules and is capable of generating various types of reports. The database keeps records of all assets data, utility data, asset condition, project data and other facility related documents. The database is currently hosted on contractor’ server. |
| Q18: Is there currently a program for horizontal infrastructure services? Is this information stored in the FSB database? |
| A18: Not yet. |
| Q19: Will the new web based capital planning and management tool and database referred to be set-up and maintained on an NIH server or hosted by the selected consultant. |
| A19: Can be either. However, if it is to be hosted on NIH server, the selected contractor will have to work with NIH IT to establish all necessary works related to the setup, connection, management and maintenance of the new database. |
| Q20: Is NIH considering more than one contract award? |
| A20: No. |
| Q21: Please clarify the evaluation criteria. Our understanding of the solicitation is the SF 330’s submitted will be evaluated based on paragraph “EVALUATION CRITERIA” paragraphs A.1 through A.4 to determine a “shortlist” only. Once the “shortlist” is determined, a more detailed scope of work will be provided to the shortlisted firms, any scoring or ranking from the SF330’s will not be counted, and the shortlisted firms will be evaluated based on criteria shown in paragraph B.1 through B.3. |
| A21: Yes. |
| Q22: Please confirm criteria in paragraph B.3 Scope which indicates firms shall demonstrate an understanding of the SOW including: team’s approach to site planning issues; firms approach to overall design of buildings; firm’s ability to address specific planning issues; team’s master planning experience; etc. Are these services contemplated as part of this Facility Assessment Services RFP? |
| A22: Yes. |
| Q23: Please confirm Section G SF 330 required disciplines. Are disciplines such as Cartographer and Economist required? |
| A23: Required disciplines to perform work described in the scope. |
| Q24: Has this project been funded? |
| A24: This project has been funded for FY 2012. |
| Q25: What is the duration for the first phase? |
| A25: The first phase could be a year and the duration is depending on the task on order. |
| Q26: How many responses were received to the January 2011 Sources Sought Notice (SSN) for this particular requirement? How many responses were received for the April 2011 SSN for this requirement? Can NIH provide the list of respondents to both SSNs? It would appear difficult to identify a significant number of SBs meeting the $4.5M threshold capable of supporting potentially $4.5M/yr ($22.5M total over 5 yrs) in requirements. |
| A26: We received at least from two or more responsible small business concerns that are competitive in terms of market prices, quality, and delivery (rule of two) for each notice. |
For more information, see http://www.hhs.gov/about/smallbusiness/2
| Q27: Does NIH intend to award a Task Order(s) concurrent with contract award? |
| A27: Yes. |
| Q28: Please clarify what NIH means in the Evaluation Criteria Section of the RFP, A.1.c. Consulting Services. Does NIH want a list of all the services the prime and subconsultants can provide? |
| A28: The assessment data for all NIH buildings is currently stored in VFA Facility; it is a web-based capital planning software. |
| Q29: Does NIH have a preferred database/platform for capturing assessment data? Is NIH looking specifically for a Computer-Aided Facilities Management (CAFM) platform to satisfy this requirement? If so, what is the preferred platform (Archibus, Tririga)? |
| A29: NIH currently uses VFA Facility software; however, it is not necessary to use the same software. |
Q30: Can you provide more information regarding the data migration?
a. Is the data for prior evaluations presently stored in a database system?
b. What software is presently used?
c. Will the migration include paper records as well as data base records?
d. Are samples of prior records available to review?
e. Can the number of years, records or other measure of prior data involved in the migration be identified?
f. Have the data collection standards changed over the years? How many times or to what extent?
g. Has there been a study (is it available) to develop requirements for data requirements, data migration, data analysis, data storage and reporting?
h. Is NIH looking to purchase the software/database platform (i.e. own the licenses) or do they prefer the contractor to host the database and provide the software as a service?
i. Is the current FSB database a proprietary system used by the incumbent? What capabilities does the existing database provide? Can the amount of existing data in the FSB database be quantified or estimated to give bidders a sense of data migration requirements?
j. Is it anticipated that NIH staff will be regular users of the web-based capital planning and management tool and database, or will the contractor be the primary user and generate reports for NIH staff?
A30:
1. Yes
1. VFA Facility
1. The transfer will be done electronically; however, it may require manual entry of existing data.
1. Yes. It will be part of the scope of work.
1. 10 years.
1. The condition assessment methodology remains the same. NIH started the sustainability assessment 2 years ago; the assessment methodology has not been changed.
1. None
1. Prefer the contractor to provide the software and host service; however, can consider hosting the service if necessary.
1. Yes. The contractor will be required to transfer all assets data, attachments, reports, checklists for all NIH buildings.
1. NIH staff will be main users and the contractor will provide updates, maintenance and support for the software.
| Q31: Is it correct to interpret that all the requirements (B.1., B.2. and B.3.) under Section B – Discussions are to be addressed only in the second step of selection for the short listed firms, and do not need to be addressed now beyond the other requirements of this Solicitation? |
| A31: Yes. |
| Q32: Has a limitation been set for the number of short list firms to be invited to the second step of selection? |
| A32: No. |
| Q33: Can we submit SF330 Section E representative resumes or should we include resumes of the people actually involved in the contract? |
| A33: Include resumes of the people actually involved in the contract. |
| Q34: How will the laboratory work be managed? Would it be contracted out and reimbursed? E.g. in case we need to test a lead-based paint or hazardous material, can we be reimbursed? |
| A34: Any type of testing would have to be approved by the project officer before it can be reimbursed. |
| Q35: Is the contractor required to provide any Construction Phase Services (CPS)? |
| A35: Contractor is required to provide project implementation plan including scoring, prioritizing and project status. |
| Q36: Would you be able to provide a copy of the NIH Facility Condition Index? |
| A36: Each building has its own index. I can provide the index for any NIH’s building. Is there any particular building that they are interested in obtaining? |
| Q37: Does the project require a Commissioning Authority? |
| A37: Possibly but the task will be an addition to the scope. |
| Q38: Will there be any potential geotechnical scope, and is a geotechnical consultant required on this project? |
| A38: If required to complete tasks per project scope. |
| Q39: Are there any BIM requirements or specific software deliverables with regard to drawing format? |
| A39: The software should have the capability to integrate with CAD. |
| Q40: Other than the sustainability assessment HPSB, EO, and GP documents listed, does NIH have any Standard Design Criteria or specifications for systemic renovations available? |
| A40: NIH Design Policies, Guidelines and Standards. |
| Q41: The pre-solicitation makes mention of an FSB database as the current storage solution for condition and sustainability assessment data. What is the FSB Database? Is this database designed around a common platform? |
| Q41: FSB Database: Facility Stewardship Branch database. It is web-based, capital planning software. |
| Q42: For the purposes of this pre-solicitation, could the term “horizontal infrastructure” be further defined (as far as NIH’s use of the term)? |
| A42: Horizontal Infrastructure includes all systems outside of buildings. Example of horizontal infrastructure: chilled water systems, steam systems, electrical equipment and distributions, road, fence, etc. |
| Q43: Is it necessary that all subcontract partners be identified at this stage of the solicitation? Does this include low-level subcontractors who may perform less than 3-5% of the work? Secondary subcontractors? |
| A43: No. |
| Q44: Do project team members need to have current federal security clearances, or just able to meet those requirements, should their team be selected? |
| A44: Able to meet the requirements. |
| Q45: Please clarify what NIH means in the Evaluation Criteria Section of the RFP, A.1.c. Consulting Services. Does NIH want a list of all the services the prime and subconsultants can provide? |
| A45: Any relevant experience and knowledge related to the facility condition, sustainability and horizontal infrastructure assessment, evaluation and analysis of assessment data, project coordination implementation plan. |
Q46: Under the Required Disciplines section of the RFP, it is noted that the following disciplines may be required, see below. REQUIRED DISCIPLINES:
The following disciplines may be required: Architects, Planners (Urban/Regional), Civil Engineers, Structural Engineers, Mechanical Engineers, Electrical Engineers, Architectural Programmers, Environmental Engineer or Scientist, Cost Engineer/Estimators, Architectural Historians, Archaeologist, Economists, CADD Technicians, Cartographer, Ecologist, Health Facility Planner, Landscape Architect, Fire Protection Engineer.
Please clarify if we need to have personnel assigned to all the disciplines noted above. If not, please highlight which disciplines are mandatory if any.
A46: Required disciplines to perform work described in the scope.
| Q47: Please clarify what NIH means in the Evaluation Criteria Section of the RFP, A.3.b. Document Control. Does Document Control refer to only electronic document control, only physical document control, or both? |
| A47: Both. |
Q48: What was the reason that the VFA, Inc. is no longer providing assessment services for proposed work?
A48: Our contract is expiring.
| Q49: The current data is stored on the contractors’ server, how will the A & E consultant gain access this data? VFA Facility software is proprietary, it is impossible to describe the method of migrating this data or to explain measures to ensure proper transfer of data as requested in solicitation. Is there any consideration to retain VFA as the keeper of the data? |
| A49: NIH owns the assessment data. The contractor will be responsible for transferring the existing data into the new database. We may consider keeping the data at VFA Facility if the new contractor can demonstrate its experience with the software and the method of collecting the assessment data is similar to VFA’s methodology. |
| Q50: Is the NIH planning to have a Task to address the costs of migrating data from VFA Facility to another system? Or is it expected that the data migration will be an expense of the selected contractor? |
| A50: The data transfer is part of the contractor responsibility. |
| Q51: Will the NIH have a separate Task to determine migration requirements, improvements, etc. or are you satisfied with the current database/reporting structure? |
| A51: NIH satisfies with the current database and reporting system. |
Q52: Are there any inherent problems with the current VFA Facility software and where is NIH looking for specific improvements?
A52: There is no problem with VFA Facility.
