RFQ 36C24527Q0010 - Questions and Answers.pdf

ATTACHMENT: RFQ 36C24527Q0010 – Questions and Answers

Fit testing shall follow a schedule set by the Industrial Hygienist, Monday–Friday, including staggered hours to cover 2nd and 3rd shifts.

Question:

Will hospital provide example of current schedules. Example: How many days per week etc.

Please expound on “staggered hours”. The fit testing will be scheduled intermittently when we have fit testing days. Sometimes multiple days in a row and sometimes we will set up for a week when the VA has all employee training days. We hope to get a lot of people fit tested on all employee training fairs and then randomly when we can schedule fit test days.

Contractor shall train each employee on the assigned respirator and confirm medical clearance within the past year or obtain employee attestation of no change.

Question:

How will contractor access dates medical evaluations have been performed.

Date medical questionnaire was approved. Most if not employees perform their med evals upon onboarding when they start their job here at the VA. The contractor will not have to perform medical evals.

Contractor will also provide Controlled Air Purifying Respirators (CAPRs) for personnel who require an alternative to N95 respirators due to medical or operational reasons.

Question:

Is this for training purposes only. Will Hospital then purchase the equipment or will the purchase of the CAPRs be the responsibility of the contractor. The VA will provide CAPR’s and if an employee is required to wear a CAPR the contractor will ensure they know how to use the CAPR, which will be provided by the VA for training purposes. Notation of the CAPR needing to be worn due to a failed fit test or beard will be notated by the contractor on a fit test record. Two fit testers will be required for most fit test sessions which will require two PortaCount machines to be in use simultaneously

Question:

Please define “most fit test sessions”. Ideally, we want to fit as many employees as possible so two fit testers will be ideal. However, when the VA cannot get enough staff on a roster for two fit testers only one will be required. There is no way to predict in advance when the two fit testers will be required. The VA will schedule a date, fill a roster and let contractor know when the fit testing will need to occur. We will try to schedule in advance but sometimes there may be a short notification, which is why we need the contractor to be available at short notice. Especially if we have an outbreak.

Question:

What would a typical on-site day look like regarding the # of participants and allotted time per test.

Using the porta count we would expect a full shift (approx. 8 hours onsite) which should be able to produce 30-40 fit tests for a single fit tester and closer to 60+ for two fit testers assuming all show up for the fit test. We try to schedule two 15 min breaks and a 30 min lunch during a shift of fit testing. Some fit testing may start early morning to catch the 3rd shift then day shift or start mid-day and work late to capture the second shift.

Question:

Do you have an anticipated # of days on site per year and will we be able to schedule multiple days simultaneously. It is hard predicting the number of days on site as scheduling is intermittently done. Ideally, we would like to fit test multiple days especially during the VA skills fairs where all staff are trained on a multitude of subjects. We ask the contractor to sit as the fair and fit test as many as possible during the fair to capture as many as we can.

Question: CAPR Hardware vs. Training Scope

Solicitation Reference: Section B.2, Equipment & Scheduling (p. 4) Text Excerpt: “…will also provide Controlled Air Purifying Respirators (CAPRs) for personnel who require an alternative to N95 respirators due to medical or operational reasons. Training for CAPRs must be conducted in accordance with manufacturer guidelines and applicable OSHA standards...”

Question: Could the Government please clarify the requirement regarding the provision of Controlled Air Purifying Respirators (CAPRs)? Is the contractor expected to furnish a single demonstration/training CAPR unit along with associated training consumables (e.g., face shields, front/rear comfort strips), or is the contractor required to procure individual CAPR hardware units for each employee requiring an alternative to N95s? The VA will provide all CAPR’s and consumables. Contractor to train staff who require the use of the CAPR.

Question: Operational Cadence & On-Site Staffing

Solicitation Reference: Section B.2, Equipment & Scheduling (p. 4) Text Excerpt: “Fit testing shall follow a schedule set by the Industrial Hygienist, Monday–Friday, including staggered hours to cover 2nd and 3rd shifts.”

Question: To ensure accurate staffing and price modeling, could the Government clarify the expected operational cadence for on-site fit testing? Specifically, should offerors plan for a continuous, full-time on-site presence (e.g., 35–40 hours per week across staggered shifts), or will fit testing sessions be scheduled periodically on designated days or shifts throughout the month or quarter? The fit testing will be scheduled intermittently when we have fit testing days. Sometimes multiple days in a row and sometimes we will set up for a week when the VA has all employee training days. We hope to get a lot of people fit tested on all employee training fairs and then randomly when we can schedule fit test days.

Question: Electronic Records Delivery Method

Solicitation Reference: Section B.2, Documentation Requirements & Appendix C (pp. 5, 9–

10) Text Excerpt: “At no time will the contractor have access to the Louis A Johnson Medical Center computer network.”

Question: Given that contractor personnel will not have access to the facility's computer network, could the Government confirm the preferred protocol for transferring electronic fit-test records and metadata? Please note that CFR Compliance utilizes dedicated, self-contained 5G/MiFi hotspots for our testing hardware to ensure completely air-gapped data security without relying on VA IT infrastructure. Please confirm if secure encrypted email transfer or physical delivery of encrypted FIPS-compliant USB drives is preferred. A roster will be provided with names to enter into the porta count. The document that the VA needs is the printout fit testing documentation that shows all pertinent information of the pass fair and exercises completed. If a CAPR is required, the CAPR data would be written in on these documents to show proof of training.

Question: Based on previous years or anticipated scheduling, approximately how many testing days or testing sessions per year does the VA expect will be required? The fit testing will be scheduled intermittently when we have fit testing days. Sometimes multiple days in a row and sometimes we will set up for a week when the VA has all employee training days. We hope to get a lot of people fit tested on all employee training fairs and then randomly when we can schedule fit test days.

Question: What is the anticipated testing hour schedule to accommodate 2nd and 3rd shifts? Using the porta count we would expect a full shift (approx. 8 hours onsite) which should be able to produce 30-40 fit tests for a single fit tester and closer to 60+ for two fit testers assuming all show up for the fit test. We try to schedule two 15 min breaks and a 30 min lunch during a shift of fit testing. Some fit testing may start early morning to catch the 3rd shift then day shift or start mid-day and work late to capture the second shift

Question: The SOW requires the contractor to respond within 24-48 hours during outbreak conditions or other emergency needs. How often have emergency or unscheduled fit testing support been required annually? Due to potential outbreaks of Covid and other unknowns it’s hard to say a definitive answer. We need to keep fit tests from becoming expired so there may be times we need to schedule on short notice. However, we do try and provide a roster and a scheduled date however these dates would not typically be more than a week or two out for scheduling. The VA will try to make the schedules convenient for all involved. For an outbreak, that will be unpredictable.

Question: The contractor is required to provide MaxAir CAPRs for personnel requiring an alternative to an N95 respirator. How many employees annually are expected to require CAPR use and associated training? Also, the provided CAPRs are for fit testing purposes only and not something that the employee will permanently retain from the contractor? The VA will provide CAPR’s and if an employee is required to wear a CAPR the contractor will ensure they know how to use the CAPR, which will be provided by the VA for training purposes. Notation of the CAPR needing to be worn due to a failed fit test or beard will be notated by the contractor on a fit test record.

Question: Are failed tests and subsequent retesting included within the estimated 700-1000 employee quantity or should contractor anticipate additional testing events beyond the estimated volume? If the employee fails a fit test the contractor will try to refit the respirator, try a different N95 and if they still fail then the contractor will train staff on the use of a CAPR which will be provided by the VA. Contractor will make appropriate notation of the failed tests and the training of the CAPR so the VA can log what the employee was trained on and must use going forward.

Question: No Shows. How will the VA handle employees who fail to report for fit testing appointment due to employees who potentially call in sick, take leave/PTO, etc.? Sick or no-show employees will just be rescheduled by the VA and placed into the next fit test training roster/date.

Question: The SOW states that contractor will confirm medical clearance prior to each employee being fit tested. How should this be accomplished? Will the VA provide documentation prior to fit testing appointment or is the contractor supposed to independently verify medical clearance? The VA conducts medical evals upon an employees start to work.

Question: Will a fit testing record certification/documentation template be provided by the VA or is that contractor provided? The porta count should provide the fit testing documentation that will be used. If CAPR is needed the contractor will note that on the same form after showing an N95 fit test failed. This will document that a CAPR must be used going forward.

Question: The estimated same 700-1000 employees will be fit tested Base year and annually for each option year, correct? yes

Question: How should contractor handle new employees the VA hires that require fit testing? They will have filled out their med evals through the VA employee health office and then they will be included in a roster provided to the contractor by the VA.

Question: Will the awarding contractor be required to start services immediately staring 10/30/2026 or will there be a transition period to get contractor vetted/trained through VA systems to perform work? The VA will want to start work as soon as possible. Some time may be needed to make adjustments but the fit testing will need to begin shortly after the award date.

1. How many testing days or sessions per year are expected, including 2nd/3rd shift sessions? The number of days or sessions is a moving target as there isn’t a perfect number of those who are fit tested will show up. If we fit test a 1000 employees and can fit test 30 people per day that would be roughly 33 days. With two fit testers it would be half.

However, there may be times when a full day is not needed for both fit testers. Ideally we prefer two fit testers as long as we can schedule enough people for fit testing.

2. Will the VA provide a dedicated testing room on site? Yes, there will either be a room or hallway to set up. The vendor will need to set up and take down the equipment for each fit testing session.

3. CAPR units can be expensive. Can you confirm us as the supplier would be responsible for purchasing and supplying them when needed? The VA has CAPR’s the vendor would not need to purchase a CAPR, only provide training on the use, care and reason for wearing them per the OSHA regulations.

4. What is the average number of CAPR’s needed per year based on past records? CAPR’s are only needed for the training which the VA will provide.

5. Can you confirm the VA will be supplying all N95, 3M 1860, 1860S, and 1870+ respirators? Yes, the VA will supply respirators.

5. How often are outbreak (24–48 hour) responses expected, and will they be priced separately or included in the annual price? This may vary as just in time fit testing cannot be predicted.

6. Is the estimated 700–1,000 employees an annual testing volume or the total over the base year? Approximately how many testing days or sessions per year are anticipated? See question 1.

7. What quantity of CAPRs and hoods must the contractor have available? Are units expected to be furnished for extended assignment, or only made available during fit testing sessions?

See question 3..

8. The SOW states two fit testers are required for "most" sessions — please confirm whether both testers must be present for all scheduled sessions, including second/third shift coverage. Yes, both would need to be present.

9. Does the cost for the CAPRs to be included in the fit-testing cost? See answer 3.

10. If the CAPRs are to be included in the fit-test cost, how many CAPRs are needed or estimated to be needed? See answer 3.

11. Do the CAPRs need to be on-site when needed? See answer 3.

12. What happens when more CAPRs are needed than what is estimated or previously needed, can we invoice separately for additional CAPRs? See answer 3.

13. CAPRs: The SOW Equipment & Scheduling section states that "will also provide" CAPRs, and the subject of that sentence is missing. Is the contractor to supply the MaxAir CAPRs, or will the VA? See answer 3.

14. Option Periods: FAR 52.217-9(c) states that total contract duration, including options, shall not exceed one year. The schedule and SF 1449 describe a base year plus four one-year options. Please confirm the intended term. Total number of options shall not exceed five years. Options will be exercised at the Governments discretion.

15. Qualitative fit test training: Is training VA employees on qualitative fit testing to be priced as part of this contract? If so, approximately how many employees and how often? Fit testing will need to be quantitative.

16. Wage classification: WD 2015-4353 does not list a respirator fit tester occupation, and the C.5 equivalent-rates table is blank. Which classification does the VA expect to apply, or should offerors propose one for conformance? Contractor shall be responsible for correct title classification of workers and compliance with all applicable wage and hour laws.

17. Equipment: The SOW refers to "TSI PortaCount" equipment as an example and later requires "at least two PortaCounts." May offerors use another OSHA-accepted quantitative fit tester that meets 29 CFR 1910.134 Appendix A? The preferred option would be the TSI PortaCount.

18. Volume: The SOW estimates 700 to 1,000 employees. Is that the number to be tested annually, and is the estimate for each contract year? Yes

19. The Scope of Work estimates 700 - 1000 N95 fit tests per year. Do you have an approximate breakdown of the number of tests per month based on expiring fit-test dates?

Specifically, and to better plan our testing resources, if in one month we needed to fit-test 600 people, and the remaining test are spread out over the remaining 11 months, that impacts our scheduling matrix. There will be opportunities to conduct mass fit testing.

Depending on the number of fit tests achieved it will shorten the number of days required for remaining fit tests. There is not a way to get the specific number of fit tests down to the day as people don’t always show up or other unforeseen events may occur. Ideally, we want to fit test as many at one time but scheduling the fit tests is a challenge therefore requiring follow up fit testing and fit testing to capture those who expire at different times.

20. The Scope of Work estimates 700 - 1000 N95 fit tests per year. However, there may be others in the Facilities and Maintenance Department who may need to wear a traditional half mask or full face respirator for painting, woodworking and other repair work. Not specified in this RFQ, but will the winning provider be required to fit test those respirators as well? Currently there are very few to none that use half mask. However, should the occasion arise the contractor may be requested to help but if not then it can be done inhouse.

21. RFQ requires proper training for the N95 respirators and Controlled Air Purifying

Respirators (CAPRs). Is this training performed one on one as personnel are being fit-tested, or is it in a classroom setting? If classroom setting, is there a time limit for the class?

General awareness training is expected at the time of the fit test. The vast majority if not all will be fit tested for healthcare related hazards associated with aerosolizing procedures, TB, Covid etc.

22. Related to Question 4, will the VA facility make available a room to set up and perform this fit testing, or will we need to provide a testing van? Yes, there will either be a room or hallway to set up. The vendor will need to set up and take down the equipment for each fit testing session.

23. RFQ requires contractor to confirm medical clearance within the past year or obtain employee attestation. Does the VA provide that clearance using their internal medical staff, or will contractor need to provide that service? The VA occupational health nurse will conduct medical evals.

24. Do all persons needing to be fit tested have a proficiency in English? Or will we need bilingual/translator services? English should be the language used. No translator should be required.

25. Not so much a question- is it correct to say that contractor will NOT be fit testing any VA patients at any time, including during outbreak conditions? Correct, this contract is for employees only.

26. As this is a medical facility, will contractors need to have certain immunizations and boosters to perform this work? No, but the contractor will not be able to conduct fit testing if feeling sick or unwell.

27. How many fit tests do you expect each year? Is 700–1,000 the annual volume, and does it include new hires and annual re-tests? Yes

28. Are retests (failed fits, respirator changes) included in the annual price or billed separately?

Annual price

29. Is the contractor expected to buy MaxAir CAPRs that the VA keeps, or only provide them during fit testing and training? See question 3.

30. If we're buying them, how many units, and who supplies the replacement parts (lens cuffs, batteries, filters)? See answer 3.

31. Can the CAPRs be priced as a separate line item from the fit-testing service? See answer 3.

32. How often do you expect the COR to accept qualitative fit testing instead of quantitative?

Should we price the two differently? Quantitative is the primary fit testing method.

Qualitative would be a last resort and not expected to be used.

33. How many VA employees would we train in qualitative fit testing, and does the VA or the contractor supply the qualitative test kits? Quantitative is the primary fit testing method.

Qualitative would be a last resort and not expected to be used.

34. Will the VA provide rosters and schedules in advance, and who schedules the employees?

The VA will work to build rosters and provide them to the vendor prior to the fit testing.

There are times when we will do mass fit testing without a roster and have employees come to a fit test session during a training fair so names are not provided in advance.

35. Will the VA provide dedicated testing rooms and space to store equipment on site between sessions? Yes, there will either be a room or hallway to set up. The vendor will need to set up and take down the equipment for each fit testing session.

36. Do our testers need PIV badges, or will escorted or visitor badges work? Roughly how long does VA onboarding take? We imagine escorting for the first few times and then a temp badge which requires fingerprinting (It may be called a PIV-I badge for 6 months). Maybe after the first year the VA will consider a more permanent PIV badge option.