S05 QA RFP 36C24820R0037.pdf

Q&A’s - Janitorial Services at VACHS, SBT, POPC, and MOPC Solicitation: 36C24820R0037

1. Question: For the reference request, will there not be a site visit? Will it be quoted according to the video sent from the different areas? The past performance survey document should be sent on what date?

Answer: Due to the Covid-19 pandemic emergency response and VACHS commitment to the safety and well-being of our Veterans, visitors and employees, site visits will not be scheduled. The video provided is just a sample of some areas of the facilities for Vendors to see the actual conditions. Proposal shall not be base only in the video. Vendors shall read the entire solicitation to understand the requirement and refer to PDF drawings (Exhibit 6) included in the solicitation package. The past performance survey shall be sent by solicitation due date.

2. Question: Please provide price of current contract. How much is the final year award amount?

Answer: Current contract information may be requested and disclosed under Freedom of Information Act (FOIA) in accordance with 38 Code of Federal Regulations (CFR)1.553(b).

The VA accepts FOIA requests submitted by email. Email must be sent to SAJFOIA@va.gov. For additional information about FOIA regulations and procedures, please visit www.foia.va.gov.

3. Question: Who is the vendor performing these duties?

Answer: Incumbent Contractor is Design Build, LLC.

4. Question: Please provide current contract #

Answer: VA248-15-C-0014

5. Does the current contract have the same Scope of Work as presented in this RFP?

Answer: No, it is not the same scope of work. This requirement includes the Bed Management Program. Vendors shall read the entire solicitation to understand the requirement.

6. Question: Are there any changes to the scope of work from the previous contract?

Answer: Yes, there are changes. This requirement includes the Bed Management Program. Vendors shall read the entire solicitation to understand the requirement.

mailto:SAJFOIA@va.gov

7. Question: Are there any cost elements not appearing in the solicitation we should know about. I was informed at the last bid there were Christmas bonuses distributed to employees that I was not aware of and did not include in our proposal. I believe we were the low bidder and did not receive the award because of price.

Answer: The solicitation document addressed all cost elements that shall be included in your proposal. Vendors shall read the entire solicitation to understand the requirement. Commonwealth of Puerto Rico labor laws are applicable to this requirement. It is the responsibility of the Offeror to become familiar with those in order to comply. Online regulation can be found at:

http://app.estado.gobierno.pr/ReglamentosOnLine/ReglOnLine.aspx.

In accordance with 52.212-4 (q), the Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

8. Question: Are current cleaning personnel of the incumbent contractor available to transition to a new contractor?

Answer: Incumbent contractor employees are fully capable and competent. Offerors can offer employment to current personnel in good faith but it’s up to the employee to accept or denied the offer. Offerors shall develop a plan to be fully staff on the proposed contract start date.

9. Question: Is contact information of current cleaning employees available to us?

Answer: This information is not available before contract award. You may reach the incumbent contractor to inquire about that information.

Current contract information may be requested and disclosed under Freedom of Information Act (FOIA) in accordance with 38 Code of Federal Regulations (CFR)1.553(b).

The VA accepts FOIA requests submitted by email. Email must be sent to

10. Question: Are resumes of the current cleaning personnel available for bidders?

Answer: This information is not available before contract award. You may reach the incumbent contractor to inquire about that information.

Current contract information may be requested and disclosed under Freedom of Information Act (FOIA) in accordance with 38 Code of Federal Regulations (CFR)1.553(b).

http://app.estado.gobierno.pr/ReglamentosOnLine/ReglOnLine.aspx

The VA accepts FOIA requests submitted by email. Email must be sent to

11. Question: Is a QC Plan required to be submitted in the proposal BEFORE being awarded the contract?

Answer: Yes, Refer to RFP page 107/ Under Subfactor 3-Managenment Capability and Experience.

12. Question: Is an Emergency Plan required to be submitted in the proposal BEFORE being awarded the contract?

Answer: Yes, Refer to RFP page 107/ Under Subfactor 3-Managenment Capability and Experience.

13. Question: Questions 11 and 12 are asked because specific building details are needed for a complete Emergency Plan and QA Plan document. Without actually being in the various buildings an Emergency Plan and QA Plan document would be very incomplete and possibly misleading. For example, no room numbers, directions, or assembly points could be identified. Proper Emergency Plans should be coordinated with existing Building Plans to be most effective.

Answer: This is a performance-based requirement where the Offerors shall provide their best possible Quality Control Plan and an Emergency Plan according to applicable regulations for a healthcare environment based on commercial industry practices.

14. Question: Is it possible to submit proposals electronically to Javier Medina-Velazquez instead of by US Mail or FEDEX? Weather conditions could cause delays.

Answer: Electronically proposal submittal will be accepted. Offerors are responsible for submitting proposal so as to reach the Government office by the due date and time specified in the solicitation. Late submissions shall be treated in accordance with the solicitation provision at 852.273-70, Late Offers.

15. Question: If electronic submission is not permitted would you consider extending proposal submissions one week to July 31 please?

Answer: Electronically proposal submittal will be accepted. Offerors are responsible for submitting proposal so as to reach the Government office by the due date and time

16. Question: Please prepare and distribute a submittal list of items that must be included in the proposal.

Answer: Vendors shall read the entire solicitation to understand the requirement.

17. Question: If any information requested requires FOIA will the solicitation due date be pushed back beyond the delivery date of the FOIA. Receiving FOIA information after the solicitation due date puts bidders at a disadvantage.

Answer: At this time, solicitation due date is not considered to be extended.

Current contract information may be requested and disclosed under Freedom of Information Act (FOIA) in accordance with 38 Code of Federal Regulations (CFR)1.553(b).

The VA accepts FOIA requests submitted by email. Email must be sent to

18. Question: As the Covid-19 pandemic restrictions are being lifted slowly in PR, is it likely that any facility walkthrough will be possible in a week or two as part of this effort?

Answer: Site visit will not be conducted due to COVID 19 pandemic. Travelers arriving to Puerto Rico are required to self-quarantine for 14 days prior to be allowed to enter the facilities.

19. Question: Biohazard Waste collection – The RFP states that contractor personnel must deliver the biomedical waste to a designated Regulated Medical Waste area. As the removal of such waste is primarily done by certified commercial company, does the contractor have any further responsibility on this? If so, is that a cost that a contractor will incur?

Answer: Contractor is only responsible for the collection and removal of Regulated Medical Waste generate in the building and take it to the designated area. Refer to PWS page 21, paragraph 2.2.2 a.4 Biomedical Waste.

20. Question: What is the anticipated start date of the contract?

Answer: September 01, 2020

21. Question: Dusting: Overhead pipes, vents, ceiling, grills, light fixtures. How high are the ceilings and is special equipment needed for such cleaning? If so, is there such equipment for contractor use or will be upon the contractor?

Answer: The average high of the ceilings is 9 ft. There are two areas that have a monumental stairway from the basement to the 3rd floor that measure approx. 24 ft.

The Contractor shall provide equipment.

http://www.foia.va.gov/

22. Question: Patient bed unit cleaning – the PWS requires 30 mins turnaround for the bed units and 45 mins to an hour for the full patient room cleaning. How are the contractor staff notified that a bed/room needs to be cleaned? Is there any electronic notification system for this to ensure a timely response?

Answer: Bed services are requested thru the Nurse in Charge or Medical Support Assistant by calling identified telephone extension number and/ or providing a list of discharges and transfers needed daily and/or by informing Housekeeping Supervisor assigned to the area. At the moment, the electronic notification system is not been used.

23. Question: Are there any formatting guidelines that apply such as font size of text, font size within tables, graphics?

Answer: No

24. Question: Are there any page limit restrictions for the three individual volumes?

Technical, Past Performance, Price.

25. Question: Do the Cover Page and TOC count toward page count, if any such requirements exist?

26. Question: In lieu of corporate past performance, will the Government allow for past performance that is relevant from individuals within the firm?

Answer: Refer to Solicitation Factor 2-Past Performance (page 107).

27. Question: Please confirm that all three Volumes of this effort are to be printed, bound and either hand-delivered or mailed to U.S. Postal Service Deliveries:

Javier Medina-Velazquez, Contract Specialist VA Caribbean Healthcare System (VACHS) Network Contracting Office - 8 10 Casia Street, Admin Bldg. #440 Suite 4M453 San Juan, PR 00921-3201

Answer: Yes

28. Question: Will the Government allow for any electronic submissions of the three required Volumes?

Answer: Electronically proposal submittal will be accepted. Offerors are responsible for submitting proposal so as to reach the Government office by the due date and time

29. When the contract has been awarded to the new Prime, will they be responsible for purchasing the cleaning supplies?

Answer: Yes, refer to PWS Paragraph 10.1.

30. Question: Since this contract is on the US Consulate installation, who will be responsible for getting access for the cleaning employees?

Answer: This requirement is not in a US Consulate installation. Cleaning employees will have access to the Facilities upon issuance of Non-PIV identifications.

31. Question: Will the areas that needs service performed require some form of security clearance?

Answer: Refer to PWS Sections 16 & 17 (page 56-58).

32. Question: The covid-19 has prompted many organizations to require face masks to enter some facilities, does this contract require the same protection equipment?

Answer: Yes, VACHS Universal Mask Program: every health care worker (HCW), defined as any person required to work at a VACHS facility including contractors, must always wear a healthcare face mask while in VACHS.

33. Question: Is there a limit on the number of employees assigned to work on this project?

Answer: This is a performance-based requirement. Offeror is to provide their best proposal based on commercial practices in a hospital environment following RFP 36C24820R0037.

34. Question: What is the schedule of payment and the preferred method of payment?

Answer: Schedule of payment will be monthly in arrears after acceptance of services provided. Payment will be by Electronic Funds Transfer (IAW 52.232-33).

35. Question: We would like to request a site visit in-order to get a better understanding of your organization’s requirements.

Answer: Due to the Covid-19 pandemic emergency response and VACHS committed to the safety and well-being of our Veterans, visitors and employees, site visits will not be scheduled. Refer to the video provided as a sample of some areas of the facilities for Vendors to see the actual conditions. Proposal shall not be base only in the video.

Vendors shall read the entire solicitation to understand the requirement and refer to PDF drawings (Exhibit 6) included in the solicitation package.

36. Question: In this contract; Will there be a stipulated wage determination, or will it be effective starting with the federal minimum wage?

Answer: Refer to D.1 Exhibit 1-DOL WAGE DETERMINATION (page 78).