36C24720Q0218-0001001.pdf

Site Visit Notes for Floor Maintenance, CAVHCS

36C247-20-Q-0218

Date: Feb 26, 2020- 9:00 a.m. Montgomery

1:00 p.m. Tuskegee

A. Attendance sheet is attached showing the individuals who participated.

B. The square footage has been changed from the previous contract to reflect measurement taken by a walk through of staff. The basis for the previous contract’s SF was unknown. The SF is approximate as hall sizes do vary. The Statement of Work (SOW) has been updated from the previous contract.

C. The information that needs to be submitted to address the technical Capabilities (Past performance/experience information and Sustainable Acquisition Plan) of offerors was pointed out. (52.212-1 (q)(3)Addenda) to the attendees

(3) Technical Capability: Offeror needs to demonstrate has the necessary technical capability (experience/past performance, to meet the technical capability contract requirements by providing the below listed information and provides and an acceptable sustainable acquisition plan. :

1) Provide information to demonstrate successful past performance for previous contracts of the same or similar in scope and size. Provide the following information for three (3) previous contracts within the past 5 years: Contract Number, Name of Facility, address, performance period(s) and Point of contact and telephone number, type of floors maintained, the square footage of the floors, services performed and any other pertinent information.

2) As per VAAR 852.223-70 Instructions to Offerors- Sustainable Acquisition Plan. Offerors shall provide a Sustainable Acquisition Plan. The plan must describe the approach and quality assurance mechanisms for applying FAR subpart 23.1, Sustainable Acquisition Policy and other Federal laws, regulations and Executive Orders governing sustainable acquisition. The plan shall clearly identify those products and services included in the proposal in particular the use of bio-based products for floor maintenance.

D. For the Montgomery campus, attendees were shown the floors for buildings listed in the SOW that are to be maintained. Mr. Morgan (The Contracting Officer Representative) from EMS led the tour of the buildings.

Observations/Questions addressed during the Montgomery visit:

1. There is limited activity during the hours the contractor does the work, so the facility is usually quiet.

2. General observations – The vendor is responsible for the main corridors. When the floor covering differs from the norm, the contractor is not responsible to maintain this floor. The contractor is not responsible for individual service units (EMS does these floors) or for floors past the doors off the main corridors.

3. The contractor is not responsible for areas past the kick plate(s). (i.e. Mental Health, Same Day Surgery – again EMS personnel do this work) However, the contractor is required to clean the kick plates

4. Question: What does the contractor do for the base board and bottom rail?

Answer: The contractor is to clean the base board and the bottom rail, but no wax is to be applied to this area.

5. The contractor who is awarded the contract will be provided building maps upon request.

6. The hallways have sufficient outlets for the equipment. If any of the outlets do not function the COR needs to be informed.

7. If there is any VA equipment plugged in the hallways, the contractor is to work around the equipment. Do not unplug any VA equipment.

8. If for some reason, a floor can not be done, the COR should be informed of the reason why it wasn’t possible to do so (i.e. Supplies were stockpiled were in the hallway)

9. The frequency for the work to be performed was reviewed. The contractor is to strip and wax twice a year (2 EA) In the months they do not strip, they scrub and wax. (10 EA).

Burnishing – weekly. Sweep and Mop is daily. (Daily is added to the notes but is shown on the price/cost schedule (B.3)

10. The contractor viewed the two storage areas available to the contractor to store their equipment/supplies. One is located on at room 2-1-108. It is a small closet with approximately 16 SF (4 ‘ x4’) with a sink and cabinet. The other location is off Building 4, ground floor with outside access. It has sufficient outlets to charge batteries and is approximate 375 SF (25’x ’15)

11. Question: What about the right of first refusal for employees currently employed by the incumbent apply or something similar?

Answer: in FAR 52.212-5, FAR clause 52.222-17 Nondisplacement of Qualified Workers is currently included which addresses this requirement. Review the requirements of this clause to determine how it applies to the resultant contract Note: If this changes as a result of Executive Order 13495, an amendment would be issued to make any changes in this requirement.

12. The site visit for the Montgomery campus was completed by approximately 0940 hours.

E. Starting at 1:00 p.m. attendees were shown the floors where work is to be performed on the Tuskegee campus. Mr. Parker from EMS led the tour of the buildings.

Observations/Questions addressed during the Montgomery visit:

1. Attendees were shown the two storage areas available to the contractor to store their equipment/supplies. One is located on at room 3A-4 with approximately 150 SF (10 x 15) and GS-09 (Caged area approximately 8 x 20 (160 SF) located in a larger room with other VA equipment.

2. Attendee were informed there is a location located immediately outside from the basement where hot water can be obtained for equipment.

3. The buildings are connected and flow together with only the signs to inform an individual that they are entering a different facility. They are not number consecutively.

4. For the basement/ground floor, there is work to be completed in building 120 going up to the elevator. EMS does the floors in the tunnel going to the Building 129. The basement for Building 120 is to be worked up to the elevators. (Bricks)

5. Question: For the scrubbing and striping, what time is allowed?

Answer: It usually takes about a month to perform the work on both campuses for all the hallways -square footage.

6. After hours it should be easier to see what floors are to be maintained because doors will be locked for the areas which are maintained by EMS.

7. Question: Are the floors to be maintained in Building 90 (Canteen)

Answer: The building is not listed in SOW. After the meeting, the COR was contacted, and it was determined that EMS will do the work.

8. Again Ms. Yeaton stated that pricing is to be based upon the total square footage (SF) for the facilities for the work to be performed. The actual SF for the facilities listed in the SOW might vary, but the estimated SF presents an accurate estimated total .

9. The visit for the Tuskegee campuses was completed at approximately 2:30 p.m.

F. There was an inconsistency for the time questions need to be asked. The correct time is by Friday, Feb 28 NLT than 3:00 p.m. EST. (2:00 CT)