36C24218Q0569-0001002.pdf

Northport VA Q and A

1) What is the current due date for the RFP? The current due date for the RFQ is July 17, 2018 at 10:00AM EST.

2) Can we get a complete map of all areas? Map uploaded in Force and sent to CO.

3) Is the government providing an appropriate staging area for all equipment? Yes, space will be provided in Parking lot L

4) E.5 (b) pg. 34 - Can you explain the credit that will be given to qualified SDVOSB businesses?

Since this is a SDVOSB set aside this provision does not really apply. The provision is for requirements set aside for small business or unrestricted requirements. In that case, if a SDVOSB respond to a requirement set aside for small business or unrestricted requirements the SDVOSB will be given more credit than small business during evaluation phase. How much credit will depend on the Contracting Officer and it will be stated in the RFQ/Solicitation.

5) C.8 Pg. 17 - Is there a percentage requirement for the contractor to subcontract to a SDVOSB or Veteran Owned Business. If so what is the percentage? At least 50 percent. Refer to FAR 52.219-27 (d) (1). “(d) Agreement. A service-disabled veteran-owned small business concern agrees that in the performance of the contract, in the case of a contract for— (1) Services (except construction), at least 50 percent of the cost of personnel for contract performance will be spent for employees of the concern or employees of other service-disabled veteran-owned small business concerns;”

6) Will the contractor have access to any utilities? No, however there will be space made available for the vendor to bring an onsite trailer (at vendor’s expense) to operate from.

Electrical hook up for the trailer will be provided by the medical center.

7) Will space be provided for breaks and safety training? Contractors may use the main hospital- Building 200- lobby for breaks (to warm up, rest) and to purchase food during available hours in the café 200 and/or vending machines.

8) B.4 Paragraph 7 Pg. 6 – One of the material requirements is 30 yds of sand. Sand is not necessary is for de-icing. Can this requirement be removed? No. Sand is needed to provide extra traction under the solar panel parking lots that tend to refreeze.

9) B.4 Paragraph 4 Pg. 6 – Are the size or type requirements for the snow plows for the trucks and Skid Steers? What size buckets are required for the 2 loaders? Western style plow on Pick U Trucks a minimum plow blade with of 6’ 8”. Backhoes minimum bucket capacity of 1.5 cubic yards. Skidsteer minimum bucket capacity of 2000 lbs. Wheel loaders minimum bucket capacity of 1.5 cubic yards. It would make your life easier if you also had the 10ft wide plow that goes on the end of the pay loader.

10) There is no mention of snow stakes in the SOW. Who is responsible for the purchase, installation, and removal of the snow stakes? The contractor will supply, install (by first week of Nov.) and remove stakes (at the end of the winter season) (This requirement is very important!!!)

11) What are the insurance requirements and who will be responsible for snow related accidents (liability slip & fall)? NORTHPORT VA MEDICAL CENTER will handle normal slips and falls. However slips and falls that result from the vendor’s lack of response/negligence will be billed to the vendor and their insurance co.

12) What material is to be used on parking lots and roadways for ice control, sand/salt or straight salt? Requirements have been spelled out in the SOW. Straight salt, Calcium Chloride and straight sand are all required. The addition of a sand/salt mix is acceptable BUT NOT in replacement of any of the materials just mentioned. Applications of each material will be determined by weather conditions and/or Medical Center POC.

13) At what rate (ex 2”) does snow removal services start, will ice melt / salt sand be acceptable below 2” accumulation? Removal begin with the first snow flake and salt/sand mixture is acceptable for under 2”.

14) Who is responsible for thaw/refreeze in low poor drainage areas on walks, parking lots or roads? The contractor will be responsible. The contractor will also be responsible to respond to snow that has fallen off any awnings, solar panels, roofs, overhangs etc. as well as any gutters that thaw and create falling hazards.

15) What was the value of the last 1 year contract, who was the contractor? Snow removal is currently one of the requirements under Northport Facilities Maintenance Task Order No.: GS- 21F-0067V/VA243-16-F-1852. Quality Services International, LLC is the current contractor. The value of the entire task order is $17 million. However, the task order includes several other requirements as well.

16) Can fiberglass snow stakes be used to mark sidewalks, parking lots and roadways? Yes

17) Are there bathroom facilities available 24 hours for contractors employees? Yes

18) Is this a set aside acquisition? Yes, this is a Service Disabled Veterans Owned Small Business (SDVOSB) set aside.

19) I'm emailing you in regards to the VA snow contract at the facility in Northport. I was not at the pre bid meeting and it does not state anywhere that it was mandatory. I am making sure that it was not mandatory in order to have an opportunity to bid as an SDVOSB contractor. Also how many contractors attended the pre bid meeting? The site visit was not mandatory.

Attached is the sign in sheet.

20) Since the number of times that our service is needed cannot be predicted accurately.

And the fact that VA will call to request service and also sends workers home. The number of hours worked will be on record. THEREFORE.... Would it be better to quote per hour? Can the Price Sheet be amended, therefore? This is difficult to price if not by the hour because the number of days/hours to be worked cannot be determined. It is also hard to provide an estimated number of hours by the government as well. Firm/Fixed monthly price only that will cover from Nov 1 to Mar 31.

21) Will we be required to monitor the snow, or will the facility's COR do that? Contractor will be required to monitor all anticipated snow events. They will be required to plan ahead for their response to the snow event, mobilize their resources and allocate their resources accordingly.

22) Will we ever have to relocate snow off campus? If so, is that included in the price? In the event snow piles become unacceptably high causing sight obstruction, the contractor will be required to relocate the snow to the back of parking lot L, which provides a gradient that runs into the wood line. This may require the use of extended dump trucks to move the snow around the campus.

23) When will questions and answers be sent back to the bidders? Approximately on July 12, 2018. If not, the solicitation will be extended for a few extra days.

24) Is there a cap on the amount of snowfall or ice for a snow season? No. This contract is for any and all snow events that fall between Nov 1 and Mar 31.

25) Is there a date on when this contract will be awarded? It is anticipated that the contract will be awarded in October 2018 with an effective start date of 11/1/18.

26) What exactly needs to be submitted with the bid? Refer to page 36 of the solicitation (Technical capability and approach, past performance, license and certification and price).

Please Note. Two technical capability and approach shall be submitted. One redacted (no company names, email, address, contact) and one unredacted.

27) Were shall the bid be submitted to? Address and location please. All quotes should be email directly to the Contract Specialist, Charnell Cunningham at charnell.cuuningham@va.gov.

28) Will there be a public bid opening? if so were? No, there will not be a public bid opening.

29) Will full be allowed to be stored on campus during snow season if all the rules are followed by DEC regulations? Yes

30) After revisiting the campus we noticed that there is a helicopter pad, will the awarded contractor be responsible for that area? No mailto:charnell.cuuningham@va.gov

31) After revisiting the campus we noticed that there is a water tower area, will the awarded contractor be responsible for that area? Yes, there are access roads to our sewage treatment plant, well houses etc. where access will need to be maintained.

32) As far as Snow removal and or snow relocation is this part of the bid? See answer to question 22

33) Is there any extra cost that can occur during this contract or will the bidders have to factor all cost in our bid? example Wind drifts, refreezing, snow falling off roofs or trees or solar panel roofs? This is a firm-fixed contract. The bidder will need to factor in all costs. No additional cost can be incurred. Include any expected extra costs into your bid. Also see answer to question 14.

34) If trees fall during a snow or ice event who will be responsible if they fall in any of our service areas? Grounds Crew handles this during normal hours, while the Fire Department handles afterwards.

35) We noticed that the campus is very tight and limited with parking. If the awarded contractor is completed with snow or ice operations then cars leave a few hours later who is responsible in cleaning and deicing the areas in-between were the vehicles were parked?

Contractor – Our Police Dept. works with the contractor and closes parking lots as needed to allow contractor to have better access to clear all parking spots.

36) We noticed that vehicles are parked onto lawn areas that are now compacted soil after they parked onto such areas. Will the awarded contractor be responsible in servicing those areas?

No

37) Can you please clarify on the site map that was handed to us at the pre-inspection meeting under priority legend Priority 1, Priority 2, Priority 3 When will be the trigger times during a snow or ice event when the contractor will have to start servicing those areas? Looks like all parking lots and walkways/ steps are very active and are worried on slip and falls. The contractor will work closely with the Medical Center POC (grounds foreman) who will prioritize the snow removal efforts and be available to answer any questions you may have. Through repetition, the contractor will learn nuances of the facility. Adequate staffing will be the key as there will be multiple areas that require immediate attention. Also, see answer to question 52.

38) A tremendous amount of pavement sidewalks/ asphalt is not even. All the Pot holes or depressions that can collect water then freeze. How will that be handled is the awarded contractor responsible for refreeze? Yes

39) If the snow or ice event ends and the contractor is complete but vehicles are still present will the contractor be responsible in returning to service these areas after they have left? See answer to question 35.

40) Areas that have campus owned vehicles such as police vehicles, buses, other emergency vehicles. Will those vehicles be moved so the contractor can service those pavements or are we not responsible? Although most emergency vehicles will be in use there are some VA owned vehicles that will have to be plowed around. Depending on the truck/vehicle (i.e. laundry trucks, warehouse trucks), there may be instances where the contractor will be required to clear access to said vehicle. Grounds foreman or designee will provide instructions as needed.

41) Can you please clarify the standard wage that the contractor must pay at minimum to their employees? Please clarify shoveler, snow blower operator, Plow truck operator, Pay loader operator skid steer operator so that is fair for all bidders to follow when we are preparing our bids? All contractors should submit their pricing in accordance with the Service Contract Act.

42) Is hand shoveling or snow removal in front of garage doors part of this bid? Yes.

43) We see that the contract period starts nov 1st and ends march 30th of every Calendar year.

How will the awarded snow contractor be compensated if any snow or ice needs to be addressed before or after those dates? Say we get an event in the months of October or April?

An emergency contract will be entered for any snow/ice that accumulates during October or April.

44) If we feel we need more equipment or staff that is not listed in the specs that is under the minimum requirements how will the contractor be compensated or shall we be figuring that in with our price? Yes – THIS IS A FIRM FIXED CONTRACT. The contractor shall factor that into their pricing. Please note. The purpose of having a site visit was for the contractors to determine the amount of equipment and staff needed to complete the services.

45) We believe that the previous contractor has left some snow equipment in parking lot “L” and looks to be in very poor condition. Did that pass inspection on the equipment that can be used on this job? Please refer to page 6 paragraphs 4 & 5 on the solicitation. Equipment is due to be removed.

46) There is quite a bit of damage caused by previous contractors to the campus Sidewalks, curbs, fences ext… Is this acceptable or will the awarded contractor be responsible for repairing any damage that gets caused by us? Contractor is only responsible for damage cause by their staff members.

47) The specs did not say the pre bid meeting was mandatory? Can a contractor not present still bid on the contract? The site visit was not mandatory. If a contractor is a SDVOSB and did not attend the site visit, the contractor can still submit a quote for this requirement. Only quotes from SDVOSB will be evaluated. All SDVOSB must be registered on www.vip.vetbiz.gov.

http://www.vip.vetbiz.gov/

48) By Friday the 13th can we set up a site visit to go over the property? No more site visits will be held.

49) Salt storage – is it covered? Yes

50) Snow Relocation? Is there or will there be an Extra Clin line item? No, there will be no additional line items. See answer to question 22.

51) What are the Priority areas? How quick is property supposed to be completely cleared after snow event? See facility map for priority areas. MC POC can provide guidance on what areas to clear first. A few examples are the FRONT GATE TO HOSPITAL, ER, CHILD CARE (BUILDING 20 & 21), BUILDING 8 AND 92, PARKING LOT B. That is just a few examples; see the facility priority map for a complete listing of all priority areas. Keep in mind that multiple areas will be required to be cleared simultaneously so adequate staffing will be needed. Keep in mind also that some priorities are predicated on the day and time of the snow event. For example; the day care needs to be cleared by 7am and maintained M-F however on the weekends it is not a priority. There will also be a MC POC available during all events to provide clarification or additional direction as needed. PROPERTY SHALL BE CLEARED WITHIN 24HRS OF INCLEMENT

WEATHER ENDING.

52) Specific to 1st paragraph on page 7 we have question--- please further describe your level of service expectation of roadways , walks, parking lots and do you have an accumulation threshold that is the same or different for each of these areas… And furthermore if there is a priority list do you have a level of expectation per level of priority areas 1- 2- 3? Our expectation is that the contractor will be on site and mobilized before a snow/ice event. They should be tracking the weather and be prepared to begin snow removal efforts right away. We further expect snow plowing of roadways, sidewalks, parking lots etc. to occur once there is 2” of accumulation. Accumulation below 2” will require snow melting materials on all surfaces and plowing/shoveling of all areas as necessary to prevent refreezing. We require snow and ice be removed from curb to curb on the roadways, the entire width of the sidewalks, walkways, and points of egress to buildings. Clearing of just a narrow path on walkways, sidewalks and steps will NOT be acceptable. Additionally, the curb cuts (transition) from the roadway to the sidewalk needs to be clear. Snow cannot be left on the edge of the sidewalk as this will pose a hazard to our patients that are stepping up from the street. If you don’t already have one, the facility priority map can be provided by the contracting officer. Please also refer to the answer to question 64.

53) Is there a dump site on location? Yes, snow can be relocated to the back of parking lot L if needed. Other areas will be identified throughout campus as needed.

54) What are the nursing shift schedules? and when what time? 7AM – 3:30PM. 3PM –

11:30PM, 11PM – 7:30AM - WE ARE A 24 HOUR, 7 DAY A WEEK OPERATION.

55) One hour response time may be unreasonable due to traffic is within a two hour response time acceptable? Response time is one hour.

56) Can the contractor apply treated salt products? Yes

57) Can the contractor apply salt brine, a more environmentally and often more effective product for ice control and store it on site? Yes

58) Does snow need to be removed from porch areas? Yes

59) Need a list of active buildings and inactive buildings? The inactive Buildings are1 and 2, they are fenced in and 18 and 37 they are across from each other.

60) Map of priority areas and where snow must be removed? A map was provided to the Contracting Officer and is in Force. See answer to question 22.

61) Do the gravel areas need to be plowed? No, only plow the outer walkway. The gravel paths are not used during the winter.

62) Do the golf lot areas need to be plowed? No, just the side walk around the golf course.

63) Do the daycare areas need to be plowed? Yes

64) We need a better map showing all of the areas to be plowed and shoveled? The colored map provided at the site visit is the only map we have. We can give further specification in person to the contractor that wins the bid when they come on site. See answer to question 22.

65) In the event of snow/ice storm before November 1 and after March 30 since this is outside of the contract dates contractor to bill all man power and equipment and materials on set hourly rates? An emergency contract will be entered for any snow/ice that accumulates during October or April.

66) First payment needs to be made prior to November 1 is this possible? No, first payment is after the month of November

67) In the event of a blizzard in which snow totals rise above 12" with a 12 hour period a by the hour cost will be added for equipment and personnel in addition to base bid? No, this is a firm/fixed price contract. The contractor will receive the same amount for the snow season (Nov. 1-Mar 31) whether it snows Zero times or 1000 times. Please bid accordingly.