Marion VA Clinic Pre-Propsal Answers for Issuance.pdf

Marion VA Clinic – RLP 36C25021R0065

Pre‐Proposal Conference Questions / Answers

1. Is it the VA’s intent to elect to make a lump sum payment for the TI & BSAC scope?

The Government reserves the right to amortize BSAC, as well as pay BSAC in lump sum. TI will be paid in lump sum and does not require amortization.

RLP 3.08 has been revised to the effect.

The GSA Form 1364 needs to be completed in its entirety. This includes a lump sum rate for

TI, amortized rate for BSAC, and lump sum rate for BSAC.

2. Lease section 1.14 is referenced for Operating Cost Base and to apply paragraph titled

“Operating Cost Adjustment”, but section 2.09 OPERATING COSTS ADJUSTMENT (JUN 2012) is intentionally deleted. a. Question: Can the VA put an amendment out adding this section (2.09 of the lease) back in or is the VA stating it will not entertain a CPI cost adjustment clauses for operational costs?

The Government will not consider operating cost adjustments using the Consumer Price

Index (CPI). The Government will, however, entertain negotiated annual increases to operating costs. This will be negotiated with the successful Offeror prior to award of the

Lease.

Lease 1.14 and 2.09 have been intentionally deleted to reflect this point.

3. Can the VA clarify normal hours of operation? Section 6.01 of lease has it blank but ASR on page 38 says 7:00AM to 5:00PM five (5) days a week.

Hours of operation are anticipated to be 7:00AM to 5:00PM five (5) days a week, Monday thru Friday and closed on Federal Holidays.

Lease 6.01 has been revised to reflect the hours above.

4. RLP 3.08 Turnkey Pricing with DID prior to award: a. Can the VA clarify when the offerors will be informed to set up the DID workshop? i. Section A states the Offerors must coordinate a

DID workshop, but it also states, “The Government will advise Offerors when the workshop should commence.”

Upon competitive range determination. All offers that are determined to be in the competitive range will be invited to the DIDs workshop which will occur prior to award of the lease.

5. The Lease Paragraph 4.01 discusses the design and construction activities, this paragraph seems to contradict the requirements in RLP 3.08. The lease paragraph 4.01 has all design requirements being accomplished after Lease Award, please clarify the requirements.

Exhibit A. (Lease) is a draft. It is an exhibit to show interested parties what all is in a government lease. Once an apparent awardee is selected, the lease will be adjusted accordingly.

Lease 4.01 has been revised to illustrate the Government’s intent more clearly as it relates to design and construction activities.

6. Are the timeframes in Lease section 4 where the red XX are depicted an area of negotiations between the Awardee and the LCO? Specifically, the duration of working days to complete

DID’s, CD’s, gov review of CD’s, working days to complete TI’s, etc.?

Lease Section 4 has been revised to include the day numbers.

7. Can the VA remove Lease section 4.13?

Lease 4.13 has been intentionally deleted.

8. ASR appendix B section 1 flag replacement? a. Last two sentences in Section I: reference 4.6

Display of US Flag, 4.6 in the ASR has no reference to flag. b. Who is responsible for the supply of the US Flag, Offeror or VA?

Offeror will be responsible for the Flag and replacement Flags, the halyard, upkeep and maintenance of the flagpole.

Refer to ASR Appendix B, Section I, Item IV. Display of US Flag. The reference to Section 4.6 is incorrect.

Refer to Lease 3.17 and 6.28.

9. Exhibit T – Janitorial Requirements a. 1.1 Basic Cleaning Services i. What is the Environmental

Management Standard Operating procedures? Where can we find that?

Exhibit T. (Janitorial Requirements) has been removed from the exhibit list.

Refer to Exhibit B. (ASR) and Exhibit A. (Lease) for janitorial requirement information.

Section 1.1 states that all cleaning chemicals must match those at the main hospital. Where can we get a list of those?

Since this is a performance‐based housekeeping contract, the VA has specified their needs.

The VA can meet these needs in its own facility with certain chemicals. The VA can provide a list of chemicals that the VA uses, but this is up to the lessor to determine the requirements to meet the performance requirements.

3.2 Waste & Recycling Areas i. Section 3.2 states that the contractor will provide pickup services within the clinic and store them in provided containers. 1. Is the Offeror considered the contractor providing pickup services for biohazardous waste or the VA?

The lessor will collect the hazardous (red bag) waste and package it for pickup. The VA will contract with a hazardous waste service to pick up the packaged waste and dispose of properly.

6.2 Training and Competencies i. States that all staff will have to complete a basic clinical training program. 1. Is there a specific training program that the VA requires?

Exhibit T. (Janitorial Requirements) has been removed from the exhibit list.

Refer to Exhibit B. (ASR) and Exhibit A. (Lease) for janitorial requirement information.

7.0 States that all staff will have to complete a basic clinical training program. 1. Is there a specific training program that the VA requires?

Exhibit T. (Janitorial Requirements) has been removed from the exhibit list.

Refer to Exhibit B. (ASR) and Exhibit A. (Lease) for janitorial requirement information.

10. Exhibit B – Agency Specific Requirements a. How often is offeror cleaning windows?

i. ASR 4.6.1 States the interior cleaned quarterly.

ii. ASR 4.7.4 States exterior windows should be cleaned semi‐annually.

iii. ASR Appendix A: III. Monthly lists windows being cleaned inside/out monthly.

iv. Lease 6.07 Janitorial Services – section I states that windows must be cleaned twice a year.

Revised the ASR to match Lease (interior and exterior window cleaning semi‐annually)

ASR 4.7.6 Curtain, Drape, and Blind Cleaning i. Removal of drapes and cleaning upon notification. Is this intended to reference special event cleaning?

This could be an isolated event where a spill occurred, excessive dirt accumulation, etc. The intent is that the lessor will be responsible in addressing requests upon notification.

6.07 of the Lease – Section I. Annually – States that drapes are to be dusted every 6 months and washed once per year.

States venetian blinds will be dusted, then washed. So, you will wash them one a year and dust once a year.

ASR 4.6.5 – Says light fixture cleaning is ordered by government, is that special event or included in operation costs if done more than annually?

Should be included in the operating costs. However, if bugs, and or pests become an issue, additional requests to clean the fixture could arise.

6.07 Lease – Section I. Annually – States that light fixtures are to be dusted once per year.

Yes, this is correct as stated.

ASR 4.8.8.2 i. What is the VA ICC?

Reference to VA ICC has been intentionally deleted in the ASR.

ASR 4.14.2 Non‐work hours i. States that CBOC will be closed from 5:00 PM to 7:00 AM and that no janitorial service personnel to be present while facility is unattended by VA staff.

Correct. All housekeeping staff needs to be at the building during the operating hours to clean exam rooms after use, daily trash pickup, etc. Housekeeping staff cannot work in the building without being accompanied by VA staff.

Exhibit T 1.1 Basic Cleaning Services – States that periodic cleaning shall be performed on weekends when the clinic is close. 1. Will there be VA staff present during weekend cleaning?

There could be a need to do extra cleaning; for example, floor washing and waxing that might have to be done on the weekend or after hours. Arrangements must be made to have

VA staff in the building in that situation.

Exhibit T. (Janitorial Requirements) has been removed from the exhibit list.

Refer to Exhibit B. (ASR) and Exhibit A. (Lease) for janitorial requirement information.

ASR appendix B section I ‐ Required to replace carpet every five years? i. Would the VA consider changing the language Appendix B Section I to “as needed”?

No this will not be changed. We may consider changing the length of time carpet should be replaced but it will not be changed to as needed.

We typically use carpet tile and replace as needed.

Carpet tile is good, and the VA would expect that damaged tiles would be changed as needed and not wait for a cyclical replacement.

11. Will a backup generator be required?

No.

12. Will the developer be required to have a security guard at the building?

No.

13. Is this project a LEEDS project? If so what level? Or is the intent to design with LEEDS in mind, but we are not required to obtain registration and certification? See GSA R100 page 10 under technical response.

The GSA energy requirements are spelled out in the lease. LEEDS registration is not required.

References regarding LEED certification have been intentionally deleted.

14. Will the TI’s be paid lump sum?

In accordance with RLP 3.08, the Government reserves the right to pay TI in lump sum.

15. Will the VA provide a staff interior designer to select finishes and space plan furniture etc…?

The lessor is expected to provide a project “finishes board” with finish, carpet, LVT, etc.

selections. We have seen other lessors employ an interior designer thru their architect that they use for this projects. The VA finishes guide is very extensive and lists by area the acceptable finishes. The lessor will present these options to the VA and the VA will make the final selections.

16. Page 9 of the AGENCY SPECIFIC REQUIREMENTS, notes that “ANY CASEWORK TO BE

INSTALLED DIRECTLY OVER A COUNTERTOP OR OTHER WORK SURFACE SHALL INCLUDE ON

THE UNDERSIDE CONCEALED DOWN LIGHTING” Does this pertain to the exam rooms?

Yes. Refer to ASR Section 3.7.2. 12 30 00 Manufactured Casework/Millwork and the section on Special Requirements by Functional Area.

17. Page 15 of the AGENCY SPECIFIC REQUIREMENTS, notes “TI SHALL UTILIZE PLENUM RATED

CATEGORY 6A CABLE, “does this mean that the return air system in the building does not have to be a ducted return air system furthermore that the space above the ceiling grid/tile can be utilized as the return air plenum?

No. The return air system does have to be a ducted return. It is a VA OIT requirement that all data cable be Category 6A and plenum rated.

18. Will the developer be required to provide a heat map for the WAP’s?

Yes. Refer to ASR Section 3.12.4. 27 21 29 Data Communications Switches and Hubs. The survey and infrastructure shall conform to the requirements of VA Telecommunications and

Special Telecommunications System Design Manual, which can be found at:

[https://www.cfm.va.gov/til/dManual/dmTelecomm.pdf].

19. Is Johnson Controls the security contractor at the hospital? Is Lenel being used?

The VA currently uses Johnson Controls for access control. Refer to ASR Sections 3.13.2. 28

13 00 / 28 13 16 Physical Access Control System and 3.13.4. 28 23 00 Video Surveillance.

20. Should the mobile audiology area be covered by a canopy?

No.

21. Should the public restroom doors have automatic operators?

Yes.

22. In the case of a new ground up construction and not a remodel working around patients can you provide more details on the infection control risk assessment required prior to construction as noted on page 21 of the AGENCY SPECIFIC REQUIREMENTS.

The infection control requirements for a ground up construction would be completely different than a remodel of a facility that the VA is currently occupying, as you would expect.

23. Will cable tv be required in the building?

Yes. Refer to ASR Section 3.12.6. 27 41 31 Master Antenna Television and Equipment

Systems.

24. Can the developer provide ON THE RIGHT TRACK disposable privacy curtains, rather than washable curtains?

At this point, the VA would like to stay with the cloth curtains. We can review alternate options in greater detail during the design process.

25. On page 17 of the AGENCY SPECIFIC REQUIREMENTS, it notes the developer to provide 4 POTS lines. Is this for the security and fire alarm monitoring or something else?

The fire alarm requires one dedicated POTS line and a spare line that can be shared. The

Security and duress alarms requires a POTS line. The optometry dispensing shop requires two POTS lines. Making a total of 4 lines.

26. The GSA R100 notes a required CULTURAL RESOUSE STUDY, RLP SECTION 2.13. I cannot seem to locate one.

The cultural resources study referenced has been removed from the RLP.

27. Is there a date on when the award would be made?

Estimated September 2022.

28. Can the submission deadline be extended for 3 weeks, as our architect is out of the country at the moment?

Submission deadline has been extended to July 1, 2022, at 3:00 PM Eastern Time.

29. Please confirm Green Globes for new construction will be the method of sustainability required and not LEED

Green engineering requirements in RLP 3.10 and Lease 3.48/3.49 have been intentionally deleted.

30. 1.08 (D) states that DID drawings are required prior to lease award and almost suggests that they are required prior to submission of proposal. In our experience, DID workshop will come after lease execution. Please let me know if that is correct.

Refer to section 3.08.

31. General: RLP Section 3.08 B – DIDs. Are DID’s required prior to award? Level 1 and Level 2 drawings appear to be combined. Are Level 2 drawings reimbursable as indicated in lease section 4.01 B (Bottom of Page)?

Refer to section 3.08 of the RLP, no level 2 will be required – RLP has been revised to reflect no requirement for submission of level 2 items.

32. Structural: Are the Blast resistance requirements back in the design process? (Lease 3.45)

These requirements have been intentionally deleted. But, in accordance with FSL Level II requirements, the requirements may need to be brought back into the Lease should the

Government receive only offers for new construction.