Question Response RFQ 0004.docx

Solicitation: 36C24622Q0863

1. What was the total monthly or yearly dollar value of the current contract?

The current contract numbers are 36C24622P0752 and 36C24622P0718. The total value is $1,011600.00

Pg. 13 of 87 Section 5, Specific Tasks refers to Attachment 1Combined EMS Standard Operating Procedures, Ref for Contracted Janitorial Services.

Q. Will the Government provide this document for Offerors to review?

Section E Solicitation Provisions, pg. 56 states in part “Quotes shall be assembled by the following Sections: each section shall be easily identified”

Section A - SF 1449 Section B - Pricing Section C - Reps & Certs Section D - Technical/Management Section E – Past Performance

Q. Is it the Governments expectation that Section A through E or submitted as one Volume or will the Government consider separating the submission into two separate volumes as follows:

Sections A-C Volume I Business Proposal Sections D-E Volume II Technical/Management (25-page limit)

Pg. 57 States in part the Technical Volume shall not exceed 25 pages, Q. Will the Government clarify if the reference to Technical Volume applies to Section D and/or E only?

_Please return Section A (Signed cover, and all Amendments), -Section B is pricing -Section C,D ,&E cover the technical portion, past performance etc. reps/certs etc.)

- You can combine Section A/B as the "pricing" and the rest as the technical portion.

Are the On-Site Supervisors the same as the CEH supervisors or is this an additional staff position?

Can the government depict which buildings and floors are admin and which are patient care?

A1. “Combined Contracted Janitorial Areas OF Responsibility Summary” File Attached. There are separate columns for Administrative and Patient Care Area Square footages.

The contractor furnished items and services portion states offeror are to provide Feminine Hygiene products, Can the government please specify the type of products.

A2. Generic Individually Wrapped Tampons.

Can we know how many female bathrooms there are, and stall count in each one?

A3. The only Women’s Restrooms that have a feminine hygiene product dispensers that will need to be supplied with these items are as follows. There are a total of 6 Women’s Restrooms these dispensers are located in (B2,B3,B4,B6,B7,B21): 1016-2, 1038-3, 1103-4, 1067-6, 1038-7, 1A107-21.

The solicitation depicts hours of operation for the 3 shifts which include holidays, page 31 para7 depicts normal working hours Monday through Sunday excluding holidays. Does the contractor work 7 days a week or 5 days a week? Does the contractor work on federal holidays? Which paragraph do we consider for pricing?

The contractor works 5 days a week (Monday-Friday),to include Federal Holidays.

Can the government provide an approximate number of VA employees that are currently servicing the facilities on a daily basis?

Government Housekeeping Aids/Custodian Workers - Onboard average 45 FTEs.

Can the government provide the approximate number of patients and visitors being serviced at the Salisbury VAMC on a daily basis?

Approximately 1,110 patients Monday through Friday at Salisbury VAMC, so roughly 222 patients are seen at the Salisbury VAMC daily. No visibility on visitor numbers.

Are there dedicated secure Janitorial closets and/or storage space(s) provided for the storing of cleaning equipment and supplies onsite?

Are there any known presence of asbestos and/or mold for any of the facilities to be serviced?

What is the square footage of the carpeted areas for each facility/area for service?

30% or 193,200 Sqft. of Total Requirement Area is Carpeted.

What is the square footage of the hard surface flooring areas for each facility/area for service?

30% or 193,200 Sqft. of Total Requirement Area is Tile (Waxable).

40% or 257,600 Sqft. of Total Requirement Area is Hardsurface (Non-Waxable).

Can the number of urinals and toilets be provided?

Urinals 45, Toilets 230

Can the number of water fountains be provided?

What is the maximum height of the windows that the contractor will be responsible for maintaining?

Can you confirm that the successful bidder will provide all labor, uniforms, equipment, and all supplies except for the paper, toilet tissue, and hand soap?

Contractor will provide all labor, uniforms, equipment, and all supplies to support these areas/this requirement. No exceptions.

What is the average monthly use of consumables (paper [hand towels, toilet paper, toilet seat covers, etc.], hand soap, sanitary materials, and plastic [trash can liners])?

Unknown, as supplies were provided by several sources, and this product data has not been tracked, so it is not available.

Will the government expect a daily log sheet for each task completed? If so, what information will be required in the log?

What is the process for delivery of materials directly to the facility for this requirement?

The Contractor will be able to order from commercial distributors at their discretion. Contractor supplies or shipments will be received by the contractor on the West side of Building 6 and contractor shipments will not block regular shipments to the Veteran Canteen Service’s Cafeteria located on the 1st Floor of Building 6, above the Contract Janitorial’ s Storage/Admin Area located in Building 6 on the Ground Floor.

Will past performance references from subcontractors/subcontracting team be considered?

No past performance from subcontractors are not needed, however section E is needed past performance is part of the quote submission.

What are the required certifications due at submission?

Will past performance references from subcontractors/subcontracting team be considered?

No past performance from subcontractors are not needed, however section E is needed past performance is part of the quote submission.

What are the required certifications due at submission?

PWS 1.5.5 - Please explain this requirement. This appears that the contractor is responsible for providing supplemental EMS staffing when the EMS staff is shorthanded on a particular shift. If this is true what is the average manpower requirement for this shortfall. In cases where we have employees scheduled for the shortfall and they are not utilized by the EMS staff how is this handled? Is the contractor expected to pay for their hours even if they are not utilized? This requirement seems very hard to fulfill without more information as to the manpower requirement.

PWS 1.6- Of the 644,000 square feet mentioned how much and what areas will be the responsibility of the contractor?

Will the government furnish an administrative space and storage space as well as Janitorial closets?

Janitorial Contractor Area in Building 6, are Rooms G074, G075, G076 equal 981 Sqft. This is for contractor storage and administrative space for administrative work.

PWS 2.4 Supplies – What type of paper towels are used in the dispensers rolls or single folds? What type of dispenser are they?

PWS 2.4 Supplies – What type of toilet paper is used in the dispensers and what is the brand of the dispenser?

PWS 2.4 Supplies – What is the Brand of the soap dispenser and what size refills are required?

PWS 2.4 Supplies What is the type of hand sanitizer dispenser and how many of them throughout the facility?

FTX Model Gojo’s Purell Hand Sanitizer Dispenser. Refills 1200mL, Item# 5392

ES6 Model Gojo’s Purell Hand Sanitizer Dispenser. Refills 1200mL, Item# 3143-0237

On Average every 64.4 Sqft there is a Purell Wall Mount Dispenser, so of the 644,000 Sqft. there are approximately 10, 063 Hand sanitizers throughout the areas of this requirement.

PWS General Task – What is the approximate sq. footage of carpet that the contractor will be responsible for?

PW General Task – What is the total square footage of other hard surfaces such as Ceramic tile?

PWS General Task – What is the total sq footage of waxable surfaces?

PWS 5.5 Will the government provide an area for initial training of employees?

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?

As referenced on page 59, 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.

QCP, is this a part of the page count for the Technical/Management approach?

Does the government want a full intense QCP plan at proposal submission?

As referenced on page 59, 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.

Do the government want a partial detail example of our Quality Program within our Technical/Management approach?

Page 24 para5.6.1 states one copy of the contractor QC Plan shall be submitted 15 days after award? Do we submit one with the technical or after award?

Should offeror submit the QCP plan as separate document not as a part of the Technical/Management Approach?

Can the government depict which buildings and floors are admin and which are patient care?

The contractor furnished items and services portion states offeror are to provide Feminine Hygiene products, Can the government please specify the type of products.

Can we know how many female bathrooms there are, and stall count in each one?

Page 6 para 1.4 of the solicitation depicts hours of operation for the 3 shifts which include holidays, page 31 para7 depicts normal working hours Monday through Sunday excluding holidays. Do contractor work 7 days a week or 5 days a week? Do the contractor work on federal holidays? Which paragraph do we consider for pricing?

The contractor works 5 days a week (Monday-Friday),to include Federal Holidays.

Paragraph 1.4 is correct.

Can you please provide approximate, average daily building population of (a) government and contractor employees; (b) patients, and (c) visitors?

Can you please provide an average number of Three-Step Terminal Cleans performed during any given period of time (i.e., daily, weekly, monthly or annually)?

Would you please post or make available a link to the Salisbury VAMC Medical Center Memorandums (MCMs) referenced in the PWS section 5, that are relevant to this procurement?

PWS Attachment 1 may contain references to other Salisbury VAMC Medical Center Memorandums (MCMs) which will be provided upon request. Attachment #1: “Combined EMS Standard Operating Procedures, Ref For Contracted Janitorial Services.doc” Contains references to the following:

MCM 659-138-2, Hazardous Materials and Waste Management Program.

MCM 659-137-6, Shredding and Recycling Medical Center Infection Control Manual 2021 Files attached.

Can you please confirm that the Administrative Shift Team Leader and the 1st and 2nd Patient Care Shift Team Leaders are in addition to the 10 Administrative Janitorial FTEs and the 10 Patient Care Janitorial FTEs?

1st Shift Patient Care (6am-2:30pm): will have 1 CEH/Supervisor FTE, 1 Team Leader FTE, 5 FTE Patient Care Housekeepers Admin Shift (12pm-8pm): will have 1 CEH/Supervisor FTE, 1 Team Leader FTE, 10 FTE Administrative Housekeepers 2nd Shift Patient Care (2pm-10:30pm): will have 1 CEH/Supervisor FTE, 1 Team Leader FTE, 5 FTE Patient Care Housekeepers Minimum FTE Total: 3x CEH/Supervisors, 3x Teamleaders, 10FTE Administrative Housekeepers, 10FTE Patient Care Housekeepers.

Would you please verify the acceptable make/model and/or performance specifications for the required Contractor-supplied Ultra-Violet Disinfection Units?

Does the Salisbury VAMC EMS department use Ultra-Violet Disinfection systems? If so, would you please identify the manufacturer and model number of those units?

Incumbent Name?

Previous Contract #?

Previous Award Amount?

Previous Period of Performance?

If a shift is shorthanded can a C.E.S.E. work to cover that shift?

Does the VA provide a vehicle to go around the complex?

Are there incumbent CEHs to hire?

Can you please provide the square footage of different floor types (VCT, Carpet, Restroom tile, etc) so that we may incorporate that in the pricing model?

What is the square footage that requires stripping and waxing?

30% or 193,200 Sqft. of Total Requirement Area is Tile (Waxable).

40% or 257,600 Sqft. of Total Requirement Area is Hardsurface (Non-Waxable).

Who is the previous contractor?

What is the current contract number?

Would the government please provide a list of all buildings, with square footage, to be cleaned by the contractor.

If a building is mixed use (admin AND patient care), could the government please tell us how much sq ft for each use within a building/floor?

Would the government please also provide, by building and floor, the type of flooring to be cleaned?

*Carpet *VCT *Tile *Porcelain *Concrete *Wood *Specialty/Other

Will the government be providing a Task Frequency List? (example: Strip/Wax/Rebuff Tile Floors 4x Annually)

Will administrative space be provided on campus for the contractor?

Will storage space (janitor's closets) be provided on campus for the contractor?

Is the manpower levels described in the solicitation the government's estimate, or what is currently being used by the incumbent to do all the required work?

What is the transition period for this contract? (Date of Award to Complete takeover of responsibilities)

Eg. Previous Contractor Clause: C.3 52.237-3 CONTINUITY OF SERVICES

(a) The Contractor recognizes that the services under this contract are vital to the Government and must be continued without interruption and that, upon contract expiration, a successor, either the Government or another contractor, may continue them. The Contractor agrees to (1) furnish phase-in training and (2) exercise its best efforts and cooperation to effect an orderly and efficient transition to a successor.

(b) The Contractor shall, upon the Contracting Officer's written notice, (1) furnish phase-in, phase-out services for up to 90 days after this contract expires and (2) negotiate in good faith a plan with a successor to determine the nature and extent of phase-in, phase-out services required. The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan, and shall be subject to the Contracting Officer's approval. The Contractor shall provide sufficient experienced personnel during the phase-in, phase-out period to ensure that the services called for by this contract are maintained at the required level of proficiency.

(c) The Contractor shall allow as many personnel as practicable to remain on the job to help the successor maintain the continuity and consistency of the services required by this contract. The Contractor also shall disclose necessary personnel records and allow the successor to conduct on-site interviews with these employees. If selected employees are agreeable to the change, the Contractor shall release them at a mutually agreeable date and negotiate transfer of their earned fringe benefits to the successor.

(d) The Contractor shall be reimbursed for all reasonable phase-in, phase-out costs (i.e., costs incurred within the agreed period after contract expiration that result from phase-in, phase-out operations) and a fee (profit) not to exceed a pro rata portion of the fee (profit) under this contract.

Is there historical data on the supplies which were used at the hand hygiene stations during 2022? 2021? Is there at least a count on the number of stations in each building?

Unknown, as supplies were provided by several sources, and this product data has not been tracked, so it is not available. Hygiene Stations are typically located at Building/Lobby Entrances, Clinic Waiting Room Entrances, and Elevators.

Please confirm that the VAMC will be responsible for all linens and laundry services.

Contractor-Furnished Training: At a minimum Contractor shall cover the following topics listed in 29 Code of Federal Regulation (Labor) 1910.l-1910.1450 which is to be conducted within five (5) days from period of performance start date. The Contractor shall provide evidence that its employees are trained for providing janitorial services for a healthcare facility in all aspects of cleaning and in the use of all chemicals utilized by the contractor. The Contractor shall ensure that a minimum of 20 hours of job-specific training is conducted for the period of performance. The Contractor shall accomplish the training within 5 workdays.

Please confirm that this contract does not include services to the three CBOCs located at Kernersville North Charlotte, and South Charlotte.