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Solicitation NO: 36C24622Q0850
| Question Reference Number |
| Question |
| Response |
| Amendment |
| Question 1: |
| Who is the previous contractor? |
| OE Enterprises, Inc. |
| Amendment 0001 |
| Question 2: |
| What was the previous award amount? |
| $1,637,589.24 |
| Amendment 0001 |
| Question 3: |
| Are there any new requirements on this contract? |
| The requirements are described within section B under the Scope of Work |
| Amendment 0001 |
| Question 4: |
| Could you confirm the 8/11 due date? |
| RFQ due date is August 15, 2022. |
| Amendment 0001 |
| Question 5: |
| Do employees need to be scheduled from 6:00 am- 6:00 pm Monday through Saturday? |
| Per section B, page 11. of the solicitation the contractor shall provide coverage Monday-Saturday 6:00am--6:00pm. |
| Amendment 0001 |
| Question 6: |
| Is this a new requirement or are the services currently being performed by another vendor? |
| Yes, under contract 36C24622P0738, which was a bridge to VA246-16-C0122 |
| Amendment 0001 |
| Question 7: |
| Who is the current/previous contractor? |
| OE Enterprises, Inc. |
| Amendment 0001 |
| Question 8: |
| What is the current contract number? |
| VA246-16-C0122 & 36C24622P0738 |
| Amendment 0001 |
| Question 9: |
| What was the total monthly or yearly dollar value of the current contract? |
| The contract total value was $1,637,589.24 |
| Amendment 0001 |
| Question 10: |
| Who is the incumbent? |
| OE Enterprises, Inc. |
| Amendment 0001 |
| Question 11: |
| What is the annual value of the existing contract? |
| The contract total value was $1,637,589.24 |
| Amendment 0001 |
| Question 12: |
| How can a site visit be arranged? |
| Per section E, page 26 of the solicitation email amber.hess@va.gov NLT 9:00 AM at Aug 5, 2022. |
| Amendment 0001 |
| Question 13: |
| What county is the site located in? |
| The address for the services is listed within the solicitation page 6 under the scope of work. |
| Amendment 0001 |
| Question 14: |
| The contractor must provide consumables. What is the population (FTE)? |
| There are approximately 50FTE VA staff working at the Charlotte CBOC. |
| Amendment 0001 |
| Question 15: |
| How many employees are required? |
| No employee minimum specified as this is a commercial contract. However, contractor must ensure compliance with PWS/SOW/QASP to avoid quality control issues or contract deficiencies. |
| Amendment 0001 |
| Question 16: |
| Do you have an estimated cost of equipment and supplies for a year for this contract specifications? |
| This Charlotte CBOC Janitorial is an ongoing requirement. 35x Single Stall Toilets (Avg. 60 Sqft. Each) [1x Toilet, Toilet Paper Dispenser, Sink, Paper Towel Dispenser, and Steris Style (non-battery powered) Handsoap Wall mounted Dispenser) |
4x Four Stall Public Restrooms (Avg. 180 Sqft. Each) [4x Fixtures and Dispensers] 5x Purell Hand Sanitizer Dispensers per section [14 sections] Amendment 0002
| Question 17: |
| In section 6. Personel requirements states that contractor shall provide day attendant coverage Monday – Saturday 6am to 6pm. In 7. Work hours it states normal working hours are Monday – Sunday 8am-8pm. Can you clarify what hours we need to have coverage to perform all tasks. |
| Hours at the VA directly depend on the VA Police staffing availability. This has varied in the last year. The VA Police relayed the clinic’s current hours of operation are 7am-5pm, Monday thru Friday. The PWS will be adjusted to refelct this. Please use these hours when submitting quotes. |
| Amendment 0003 |
| Question 18: |
| Can Semi annual, annual and monthly flooring task be performed at night? Example, floor stripping, carpet shampoo, floor buffing |
| Due to the previously mentioned manpower Issues, I am not certain if or when afterhours work will be authorized, due to these factors outside of our control. |
| Amendment 0003 |
| Question 19: |
| I noticed they say nothing about windows in the contract. Are the windows being addressed in another contract? |
| The PWS states, 9.5 Window cleaning is expected for the interior windows on a weekly basis. Clean all mirrors, door glass (interior and exterior) throughout clinic on a daily basis. So I believe this is sufficient to address the entrys for the overall clinic and sub clinics. There should be a quarterly cleaning interval for exterior/outside surfaces of the glass windows and glass doors for this building. |
| Amendment 0003 |
| Questions 20: |
| How much carpet (sqft) as well how much tile is there (sqft)? |
| 68K Total Sqft., 58K Cleanable Sqft. 30% Carpeted = 17,400 Sqft. 10% Non-Waxable Grouted Tile = 5,800 Sqft. 60% Waxable VCT Tile = 34,800 Sqft. |
| Amendment 0005 |
| Question 21: |
| Are there any significant changes in the Statement of Work compared to the previous Solicitation? If so, what are those changes? |
| Please review Amendment 0001 through 0005 as any changes to the PWS would be reflected in those. |
| Amendment 0006 |
| Question 22: |
| What is the estimated monthly patient population utilizing the North Charlotte VA CBOC for service(s)? |
| The estimated monthly patient population utilizing the North Charlotte VA CBOC for services is 867. |
| Amendment 0007 |
| Question 23: |
| Will the Contractor be responsible for supplying Bio-Hazard “Red Bags” and “Sharps” Containers? |
| Contractor supplies Red Bags only. Sharps Containers are provided by Supply Chain Management’s Distribution Section. |
| Amendment 0006 |
| Question 24: |
| Will the contractor be responsible for cleaning the (interior and exterior) windows/glass above 72 inches in height for the North Charlotte VA CBOC facility for service? |
| No, they will not be responsible for cleaning windows/glass above 72 inches in height. |
| Amendment 0006 |
| Question 25: |
| Question 16: Amendment 0002 – Reference to cost of equipment and supplies for a year for this contract specifications.--What is the model of the air freshener dispenser units installed in the restrooms? |
| Air Fresheners are not used. Any dispensers on the wall are not in use. Air Fresheners are not used, to avoid issues regarding patient and staff members with allergies or other breathing conditions. |
| Amendment 0006 |
| Question 26: |
| Question 18: Amendment 0003 – Reference to scheduling of Semi-Annual/Monthly Floorcare servicing. Due to factors outside of your control, can you please provide further clarification/guidance. Will the North Charlotte VA CBOC allow for the Semi-Annual/Monthly floorcare servicing tasks during off hours, i.e., evenings and/or weekends? |
| In order to obtain access to the building afterhours or on the weekend for Semi-Annual/Monthly floor care , approval must be obtained from the building manager. Specific instructions and necessary information for this will be provided at post-award conference. |
| Amendment 0006 |
| Question 27: |
| The work statement REV 2 page 11, number 10. Hours of Work states that performance of this contract shall be performed during the working hours of 7:00 am to 5:00 pm, Monday through Saturday. Can the government please confirm if this is 5 days a week performance contract or 6 days a week. During the walk through we were told 5 days a week. Monday through Friday 7:00am to 5:00pm. Question number 17 of Amendment 0003 says that it was to be corrected however it still says Monday – Saturday. |
| Revised Answer: The Charlotte Veteran Affairs Community Based Outpatient Clinic’s hours of operation are 7am-5pm, Monday-Friday. Contractor’s access to perform required floor work outside of those hours of operation, must be coordinated with the building manager and Contract Officer’s Representative (COR). There is no requirement to provide housekeepers or day porters for daily cleaning of the facility outside of the stated clinic’s hours of operation 7am – 5pm, Monday – Friday. |
| Amendment 0007 |
| Question 28: |
| 1. Page 6 para 12 Quality (a) states that a QCP shall be submitted to the Contracting Officer with the proposal, documented in a loose-leaf manual format. Since the proposals are to be submitted via email, can the offeror submit this format at award, and send an email copy at proposal submission. |
| This can be submitted via email along with the rest of the award. |
| Amendment 0006 |
| Question 29: |
| QCP is this a part of the page count for the Technical/Management approach. |
| Yes this is. |
| Amendment 0006 |
| Question 30: |
| Do the government want a full intense QCP plan at proposal submission or a partial detail example of our Quality Program within our Technical/Management approach? |
| The QCP Outline is what is required. Section E identifies what is required at a minimum and what other things your QCP should include. |
| Amendment 0006 |
| Question 31: |
| Should offeror submit the QCP plan as separate document not as a part of the Technical/Management Approach? |
| It is part of the Technical/Management Approach |
| Amendment 0006 |
| Question 32: |
| Will the government/Veteran Affairs provide the age or approximate age of the CBOC Charlotte? |
| Charlotte CBOC opened in 2008, new construction. The facility is 14 years old. |
| Amendment 0007 |
| Question 33: |
| Will the government provide the number of waiting rooms, offices, exam rooms, treatment rooms, rest rooms and window sizes/number in the facility? |
| 10 Waiting Rooms, 62 Offices, 42 Exam Rooms, 5 Treatment Rooms, 35 One Stall Restrooms, 4 Four Stall Public Restrooms, 70 Windows Avg. 50”x 60”. |
| Amendment 0007 |
| Question 34: |
| Is the incumbent contractor eligible to bid on this acquisition? |
| Anyone under the set-aside requirements can submit a quote. |
| Amendment 0007 |
| Question 35: |
| Who is responsible for maintaining the side entrance areas outside of the clinic? |
| The Janitorial Contractor. |
| Amendment 0007 |
| Question 36: |
| Based on our walk through of the Charlotte facility is it possible to get a new mark up floor plan with the areas that are no longer utilized or have been converted so our manpower estimates can be modified to satisfy the current usage. |
| Enclosed Map with Endoscopy Area Equipment and Walls Removed, this shared office space area is included in the est. 30% or 17400 Sqft of carpeting. Other dormant areas, accessible from within the clinic spaces, will still require cleaning per the PWS. |
| Amendment 0007 |
| Question 37: |
| Can the government provide the sqft. of carpet to be vacuum and the sqft. of hard surfaces |
| Please see the answer to question 20. |
| Amendment 0007 |
| Question 38: |
| Payments will be made in arrears following the receipt of the invoice and the monthly summary report. "Two payments will occur under this contract; once material delivery occurs, and at completion of the project". Does this Section/Paragraph pertain to the Custodial/Janitorial contract concerning two payments and invoice submission? |
| This is standard language, and is in reference to material supply delivery. Invoicing on this contract will be submitted monthly. |
| Amendment 0007 |
| Question 39: |
| The Quality Assurance Section States "Quality control is the exclusive responsibility of the Contractor. The final plan shall be submitted to the CO and COR within 30 days of contract award. Factor 1: Technical/Management Approach States “The purpose of the Quality Control Program (QCP) is to ensure all requirements of the contract are provided as specified and "the contractor shall submit said QCP to the Contracting Officer with proposal". Which one of the above submission requirements should the vendor follow for submission of the QCP? |
| As referenced on page 38, what should be submitted with the proposal is the outline for the QCP. As stated it should at minimum identify "the frequency of inspections and the procedure to follow-up and |
correct deficiencies." The QCP should be maintained and available for the COR to review when requested but all that is required at quote submission is the outline.
Amendment 0007
| Question 40: |
| Contractor shall ensure construction and service installation of the safety rails are performed in accordance with OSHA standards and accepted commercial practices. The COR will evaluate the Contractor’s performance and approve all final installations in accordance with the QASP. Does this Section/Paragraph pertain to the Custodial/Janitorial contractor concerning the installation of safety rails? |
| This does not pertain to this solicitation and was an administrative error and will be corrected. |
| Amendment 0007 |
| Question 41: |
| Page limitation includes any drawings, charts, images, etc., and excludes section dividers, table of contents, glossary of terms, cross-referencing indices, and resumes. If more than 25 pages (not counting excluded pages) are submitted, only the first 25 pages will be considered. QUESTION: Will the Government consider increasing the page limit to 30 pages for this RFQ response? |
| The Government maintains the 25-page limit for the technical portion. |
| Amendment 0007 |
| Question 42: |
| Daily – Vacuum (Carpet sweeper is not acceptable). Can the government explain this comment? |
| As stated in the PWS, the carpets will be cleaned via vacuum. Carpet sweeper is referring to non-vacuum based units with simple brushes that when pushed across a floor, are used to remove surface floor debris. This method does not sufficiently remove soil from carpets, to be an acceptable method for cleaning this clinic’s carpeted areas. |
| Amendment 0007 |
| Question 43: |
| Carpeted Areas and Mats: No walk-off mats were noticed during the site visit. Are there walk off mats to be cleaned? If so, where are they located and/or stored and are they required to be sent out to be cleaned or cleaned inhouse? |
| Walk off mats are located in the three sliding glass doored entrances. They are cleaned by the Janitorial Contractor. They are not required to be sent out for cleaning. Vacuuming should be sufficient for cleaning the walk off mats during most conditions. If they get muddy, the janitorial contractor can spray the mats with an external water hose allow to dry at the rear of the building. If the mats are damaged and must be replaced, that is an action for the building manager. |
| Amendment 0007 |
| Question 44: |
| Interior Duct Cleaning: Includes “covers” (parts of the registers, diffusers and grills, of the heating and air conditioning system) which are removable and provide access for performance of cleaning duct interiors. The actual “covers” are to be cleaned as part of monthly schedule cleaning. Interiors of duct “covers” are to be cleaned yearly in addition to the routine cleaning performed on the exterior surface “covers of the registers, diffusers and grills.” The “covers” shall be removed and be cleaned outside and inside. The inside of the ducts behind the covers shall be vacuumed (as far as the vacuum hose will reach) and then washed and sprayed with a Phenolic disinfectant, and the “covers” then replaced. Is this Requirement allowed to be done over several weekends when the areas are not occupied since this requirement can be quite disruptive? |
| Yes, this is permitted, but the janitorial contractor’s access to perform work outside of those hours of operation, must be coordinated/authorized by the building manager and Contract Officer’s Representative (COR) prior to performing weekend or afterhours work. |
| Amendment 0007 |
| Question 45: |
| To be cleaned daily with general all-purpose disinfecting solution. The beds located in the life support unit. Cleaning shall include mattress and frame. Will the government identify the number of life support rooms? |
| There are only two patient care/medical clinics that could intake urgent care patients, with COVID-like or other Infectious Disease symptoms, with a total of four Triage rooms. |
| Amendment 0007 |
| Question 46: |
| Will the government confirm the quote submission is expected to be in a single volume with the specified sections? |
| Each Section can be considered a separate volume or you can submit two: a price and non-price volume. The non-price volume would be inclusive of section A, C, D, & E. |
| Amendment 0007 |
| Question 47: |
| Will the government confirm if a font size smaller than 12pt can be used in included graphs, charts, and tables? |
| The font limitation does not apply to graphs, charts, tables. |
| Amendment 0007 |
| Question 48: |
| Waiting Area, Labs, Exam Rooms, Offices, Treatment Rooms, corridors: Monthly – Wash waste receptacles no less than monthly, or sooner if soiled . Are there outside water faucets that would accommodate washing the trash receptacles, pressure washing walk-off mat? And will the government provide hoses and or pressure washers? |
| There are outside water faucets on the sides and rear of the building. They are available for the contractor’s use. The VA will not be responsible for providing a pressure washer or hoses for the Janitorial contractor. |
| Amendment 0007 |
| Question 49: |
| Monthly – Vacuum or damp dust ceilings as necessary to ensure all dust, streaks, and cobwebs are removed. The immediate vicinity of air ducts in acoustical tile ceilings shall be kept clean using an approved ceiling tile cleaner. Can the government identify the type of ceiling tiles and the surface material to be damp dusted? And can the government provide the type of cleaning equipment it currently use for damp dusting? |
| If the Janitorial contractor damp dusts ceilings surfaces, the damp dust solution used by the contractor must be enough to attract dust but not create stains or smearing on the ceiling surfaces. Ceiling surfaces, are not a direct contact area, so there is no need to disinfect these surfaces, only remove dust on the ceiling surfaces and ceiling vents. The only area that would have acoustical tiles is the Compensation and Pension Area’s Audiology room 192. I am not aware of special chemicals needed to damp dust in order remove dust from these ceilings. Clean water used sparingly, should be sufficient to use for damp dusting ceiling surfaces. |
| Amendment 0007 |
| Question 50: |
| "Provide a staffing plan listing the positions to be staffed by labor category and proposed cleaning schedule for the facility." Are there any other |
labor categories other than janitor?