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Response to Contractor questions
| 1 |
| Q |
| Under heading 2.0 Description/Scope/Objective, Miami Flagler is listed twice and Key West is not listed as requiring guard services. Please advise if this duplicate is accurate or, if guard services are required in Key West, please clarify scope of duty required. |
| R |
| Key West is Screener only as identified in section 2.3 |
| 2 |
| Q |
| On the Pricing Schedule, MVMAC West Entrance is listed twice and Key West is not listed as requiring guard services. Please advise if this duplicate is accurate or, if guard services are required in Key West, please clarify if CLIN 0001Aj will be updated for Key West Guard Services. |
| R |
| See response to question #1 |
| 3 |
| Q |
| CLIN 0002AT is listed under pricing but not listed under description of services section 2.0? |
| R |
| There is not a CLIN 0002AT listed. |
| 4 |
| Q |
| How many screeners at each entry point or do we price for 1 and expect modification for increases? |
| R |
| Please refer to Section 4.4 |
| 5 |
| Q |
| Are these positions classified under 561320 Temporary help or 561612 Guard I ? |
| R |
| The SF1449 will be issued upon award. |
| 7 |
| Q |
| Is there a current incumbent? If so, who are they and what award number was it under? |
| 8 |
| Q |
| For pricing purposes, please confirm one (1) unarmed guard & one (1) screener at each location? |
| R |
| See response to question #4 |
| 9 |
| Q |
| In regards to providing face masks, would you have an average/estimate of number of masks necessary per day or week? |
| 10 |
| Q |
| In regards to the podium stands, tables/chairs, signs, supplies etc: |
1. Will there be a designated storage area on premises for the tables etc. or do we need to remove daily?
2. Are podium stands & tables/chairs required at every location?
| R |
| The answer is yes to questions 1 & 2, |
| 11 |
| Q |
| Is a Supervisor required on each location? Or can a Supervisor oversee a couple/few locations? |
| R |
| Contractor is responsible for supervision plan. |
| 12 |
| Q |
| Is the Supervisor to be on location as the same hours of the guards or the screeners? |
| R |
| Based on your company’s expertise, you would need to make that assessment. |
| 13 |
| Q |
| I noticed there is no guard listed for the Key West location. Is this correct or an error? |
| R |
| Correct, no guard required |
| 14 |
| Q |
| Are Guards & Screeners needed on the Holidays listed? |
| 15 |
| Q |
| Is there an incumbent contractor? If so: |
a) Who is the contractor?
b) What is the value of their contract?
c) Is the contract fully staffed?
d) Does the incumbent's staff meet the medical and training requirements of this solicitation?
| R |
| Guard Force, on current contract 6wks, Yes, Yes |
| 16 |
| Q |
| Based upon our experience with screeners and security guards, using a Guard II rate will enable the contractor to attract a higher quality of personnel. Will the government agree to use that rate for screeners and security guards? (Also, using the same rate for all personnel would enable each staff person to fill either type of post.) |
| R |
| The Contractor is responsible for personnel to ensure the success of this requirement. |
| 17 |
| Q |
| PWS Section 4.4: How many screeners and guards does the government want per post? |
| R |
| See response to question #4 |
| 18 |
| Q |
| PWS Section 5: The list of holidays does not include Juneteenth. Will the government be recognizing this newest federal holiday on this contract? |
| R |
| Yes, it has been updated |
| 19 |
| Q |
| PWS Section 8.4 Onsite Supervisor: Is the supervisor a separate staff person from anyone assigned to the posts listed in Section 4.4? |
| R |
| See response to question #11 |
| 20 |
| Q |
| PWS Section 11.3: "The Contractor shall be responsible for providing facility orientation to all door staff, offer a training program on security, patient privacy, safety, emergency procedures, accidents/injuries and communication with Medical Center staff." Is it the intention of the government that the contractor provide the training program subjects as part of the facility orientation? Or, should this be offered as two different training sessions? |
| R |
| Contractor is responsible |
| 21 |
| Q |
| PWS Section 11.5, 13.1.5, 13.1.6: Will MVAHS also be supplying PPE for guards? Or, is the PPE for guards the contractor's responsibility? |
| 22 |
| Q |
| PWS Section 11.5: Is the government also mandating the COVID vaccine? |
| R |
| Each individual attest that they are fully vaccinated or show negative COVID-19 test results dated within three days for onsite personnel and presenting it when asked at all VA facilities. |
| 23 |
| Q |
| PWS Section 11.10: Does the government want screeners and guards to wear the same style of uniform (i.e., therefore having no differentiating factor for security guards)? |
| R |
| Uniformity would easily identify and eliminate unarmed guard and screener confusion. |
| 24 |
| Q |
| PWS Section 18.2 Performance Standards Requirements Summary Matrix: The performance standards for contractor employees appears to be missing the rest of the sentence. |
| 25 |
| Q |
| PWS Section 8.2 states the VA will provide masks, thermometers, PPE, identifying markers for patient, employee, visitors, and screening staff. However, Section 18.2 (page 16) indicates "the contractor shall be required at each site to provide identifying makers, face masks...." Can the government please verify if the contractor is required to provide these items. |
| R |
| The VA will provide masks, thermometers, PPE, identifying markers for patient, employee, visitors, and screening staff. |
| 26 |
| Q |
| PWS Section 8.2 states the VA will provide "radio to communicate with VA Police Dispatch Center." Section 13.1.10 states "MVAHS shall provide communication devices (radio) for staff to communicate with one another..." However, Section 18.2 (page 16 and 18) indicates "the contractor shall be required at each site to provide communication devices for staff to communicate among one another ...." Can the government please verify if the contractor is required to provide these items. |
| R |
| The contractor need to use the best communication process for staff, based on history. |
| 27 |
| Q |
| PWS Section 13.1.7 states "MVAHS…will provide tables/chairs and podium for social distancing…" However, Section 18.2 (page 16 and 18) indicates "the contractor shall be required at each site to provide professional podium stands, tables/chairs, signs, supplies, materials and/or miscellaneous items..." Can the government please verify if the contractor is required to provide these items. |
| R |
| MVAHS…will provide tables/chairs and podium for social distancing…" |
| 28 |
| Q |
| PWS Section 18.2 (pg 18): "The Contractor shall be required to implement their proposed valet parking service plan…" Can the government elaborate and provide further details on what the valet parking service plan entails? |
| R |
| There is no valet parking at all locations. |
| 29 |
| Q |
| Section 4.4 Estimated Time of performance. In order to determine the number of personnel needed, please provide the minimum number of personnel needed (team lead, screeners, security guard) per location. |
| R |
| See update table in Section 4.4 |
| 30 |
| Q |
| Section 4.4: Please provide the historical data on the number of people screened at each location daily or weekly average. |
| 31 |
| Q |
| Section 4.4: Please provide the proposed coverage hours for MVAMC Emergency Department Entrance. |
| R |
| See updated table in Section 4.4 |
| 32 |
| Q |
| Page 16 - The Contractor shall be required at each site to: Provide face mask, podium stands, tables/chairs, communication devices (radios), establish protocol areas, and signs. These statements conflict with section 8.2 and 13 (13.1.6, 13.1.7, 13.1.10). and again on page 18: Contractor Furnished Equipment and Supplies. Please clarify. |
| R |
| See response to question #27 |
| 33 |
| Q |
| Page 18: Proposed Plan: What level of VA Government-administered background investigations will the Supervisor, Screeners, and Guards be required to complete given they will not have access to medical records? VETPRO? And, on average, how long does this process take at MVAHS? |
| R |
| Contractor shall complete and provide proof of all background checks on staff that meet the requirements of the VA. |
| 34 |
| Q |
| Per 52.222-42, please provide the Equivalent Rates for Screeners and Security Guards. |
| 35 |
| Q |
| Under fair competition, please provide the labor categories for the required positions of Screener and Security Guards. |
| 36 |
| Q |
| Compliance with 13 C.F.R. 125.6, Please clarify if the Prime SDVOSB is certified in VIP, is the Sub-Contractor ALSO required to be certified in VIP? |
| R |
| Refer to the LOS certification attachment |
| 37 |
| Q |
| Are all guards & screeners unarmed? |
| 38 |
| Q |
| What is the anticipated award date? |
| 39 |
| Q |
| Is there an ID card process? |
| 40 |
| Q |
| How long does the background process usually take? |
| R |
| Background is completed by the contractor |
| 41 |
| Q |
| Is the anticipated start date solid, or is it possible that it may be pushed back depending on the needs of the VA? |
| R |
| Start Date is dependent on the Government. |
| 42 |
| Q |
| Are personnel to be security screening personnel (i.e., security guards who provide screening services) or just screeners? |
| R |
| As subject matter expertise, its based on your company’s work history, providing these services. |
| 43 |
| Q |
| Is this a new contract, or is the contract currently being performed and being put up for bid while performance is taking place? |
1. If there is an incumbent, may we receive information on said incumbent including what they are currently charging the VA, the incumbent’s name, and how long they have been providing services?
| 44 |
| Q |
| Is it possible to add an hourly rate line to the line items in order to ensure that the most basic information is also given along with the full bid? |
| R |
| The Item Lines will remain the same. |
| 45 |
| Q |
| Will positions that work only five or six days a week be required to work holidays, or will that only be for positions that work seven days a week? |
| R |
| Refer to section 5 of the PWS. |
| 46 |
| Q |
| PWS Section 4.4: Based on our experience with other VA contracts, the government often provides relief during lunch breaks for screeners and guards who are manning a single-man post. Will the Miami locations be able to provide relief? Are posts self-relieving or will the contractor need to provide relief? |
| R |
| The Contractor is responsible to ensure that each post is manned for the full operational time period. |
| 47 |
| Q |
| PWS Section 6.0: Can the government provide an estimate of the number of special events that might cause an increase in staffing? |
| R |
| Unknown, due to the uptick in COVID |
| 48 |
| Q |
| PWS Section 11.5: Are screeners and guards required to undergo a medical/physical or physical fitness exam prior to standing post? |
| R |
| No, Contractor is responsible to ensure personnel are healthy and fit for duty. |
| 49 |
| Q |
| PWS Section 18.2 pg 20 Government Responsibilities: This section states the "participating Miami VA Medical Center shall provide orientation and training on VA policies and procedures relating to security, patient privacy, safety, emergency procedures, screening processes, accidents/injuries, and communication with VA staff." However, Section 11.3 states "the contractor shall be responsible for providing facility orientation..." Can the government please verify if the contractor is required to provide this training? |
| R |
| As subject matter expertise, its based on your company’s work history, providing these services and training. |
| 50 |
| Q |
| PWS Section 18.2 pg 21 Service Contract Act: "…employees performing under this contract shall be paid less than the wages as indicated…." Should this say NOT less than? |
| 51 |
| Q |
| PWS 18.2 pg 17: "CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the CO in the complete Request for Quote (RFQ) package submitted by the contractor. The QCP is separate from the required Management/Technical Capabilities that will be provided by the contractor." Can the government please verify when the QCP should be submitted? |
| R |
| A copy of this QCP will be forwarded to the CO in the complete Request for Quote (RFQ) package submitted by the contractor. |
| 52 |
| Q |
| RFP Section E.1 Addendum to FAR 52.212-1 Instructions to Offerors: On pages 38-40, this section highlights the following items as "information to be submitted": |
a) contact information on first page of quote
b) statement regarding the terms and conditions
c) acknowledgement of amendments
d) completed Price/Cost Schedule
e) statement that service meets all requirements of the PWS
f) two past performance references with narrative description of service rendered and how it is like the services required
g) completed certification for compliance with 13 CFR 125.6 RFP Section E.5 Evaluation of Quotes: On pages 42-44, this section highlights the following items as the basis for award:
a) Technical Solution
b) Price
c) Past Performance
Section E.5 goes on to describe a “Technical Approach Outline (TAO)” as follows, which is not covered in Section E.1:
“The quoter shall provide its proposed solution to meeting the requirements outlined in the Performance Work Statement (PWS). The TAO shall clearly demonstrate the quoter’s understanding of the requirement and that the contractor is capable of meeting the specific tasks listed in the PWS. This document shall describe in detail the activities and measurable outcomes required to implement and perform its proposed solution.”
“The government will evaluate the quoter’s Technical Approach to determine the manner and extent to which the quoter’s proposed technical approach will meet the government’s objectives as described in the PWS and the requirements in the solicitation. The government will evaluate the quoter’s TAO based on its feasibility and appropriateness in accomplishing the objectives of the PWS and this solicitation. Additionally, the government will evaluate the feasibility and appropriateness applied in the TAO, effectiveness of the schedule, and work approach. The government will also evaluate the quoters on the clarity of their approach and their ability to convey to the government their capability to perform the requirements of the PWS and this solicitation with minimal risk and cost-effective ideas.”
This section also describes the evaluation of the two past performances and price submittal, which coincides with the instructions in Section E.1
Can the government please provide details on exactly what contractors should submit for a response?
R
a) statement regarding the terms and conditions
b) acknowledgement of amendments
c) completed Price/Cost Schedule
d) statement that service meets all requirements of the PWS
e) two past performance references with narrative description of service rendered and how it is like the services required
f) completed certification for compliance with 13 CFR 125.6 RFP Section E.5 Evaluation of Quotes: On pages 42-44, this section highlights the following items as the basis for award:
a) Technical Solution
b) Past Performance
c) Price
| 53 |
| Q |
| If a technical proposal is required, are there any formatting restrictions (i.e., font, font for tables/graphs, font for header/footer, page margins), page limits, and exclusions from the page count (i.e., cover page, table of contents)? |
| 54 |
| Q |
| PWS Section 8.4 Onsite Supervisor: What hours is the supervisor required to work? |
| R |
| As subject matter expertise, its based on your company’s work history, providing these services. |
| 55 |
| Q |
| PWS Section 8.4 Onsite Supervisor: Will the government provide an office or space at one of the sites for the onsite supervisor? |
| 56 |
| Q |
| PWS Section 8.4 Onsite Supervisor: If the supervisor will need to travel between the sites, is a contractor provided vehicle required for the supervisor? Approximately how many miles per day will they need to travel? |
| R |
| No, As subject matter expertise, its based on your company’s work history, providing these services. |
| 57 |
| Q |
| Can you please specify the applicable Department of Labor (DOL) Service Contract Act (SCA) Wage Determination (WD) to be sure that bidders use the correct WD with the proper date and revision number? |
| R |
| Refer to Section D.1 Wage Determination |
| 58 |
| Q |
| To meet a start date of 09/11/21, can the MVAMC Security office provide enough appointment time slots and processing capacity to fingerprint and process 20+ individuals during the week of September 7, especially considering 9/6 is a holiday and 9/11 falls on a Saturday? Or will such security, fingerprinting and PIV related processes not be necessary? |
| R |
| Background is completed by the contractor. MVAMC will provide contractor ID on a First come first serve basis. |
| 59 |
| Q |
| Does your agency plan to add Juneteenth to the federal holiday list? |
| 60 |
| Q |
| Page 16, first bullet point refers to "identifying makers"--is it supposed to read "identifying markers"? |
| 61 |
| Q |
| Page 18, "Proposed Plan," says "The Contractor shall be required to implement their proposed valet parking service plan." Is this boilerplate text that should be removed from the RFQ, or will the COVID-19 Screeners and Unarmed Guards also be compensated to provide valet services? |
| R |
| There’s currently no valet parking at all sites and not part of this requirement. |
| 62 |
| Q |
| Page 20 indicates the contractor should provide regular status reports indicating the "number of people entering the facility by location and entry, peak times, COVID +, transported to Emergency Department, number of masks and bands issued by location and entry point." How will the Contract staff members determine which inbound individuals are COVID + versus COVID -? Will self-reported COVID+ status suffice, or will the Screeners or Unarmed Guards have to examine documents evidencing COVID status? |
| R |
| Based on temperature taken and information gather while screening. |
| 63 |
| Q |
| Page 20 addresses orientation sessions conducted by the VA. How many individuals can attend each orientation session at maximum, and how many sessions will be offered per week or per month? Is there a standard day, i.e. orientations are always held on a particular day or days of the week? How many hours long is the orientation? |
| R |
| As subject matter expertise, its based on your company’s work history, providing these services. |
