36C25623R0007 - Amendment 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 13

36C256

Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2575 N. Keystone Crossing Fayetteville AR 72703

36C256

SAME AS BLOCK 6

To all Offerors/Bidders

36C25623R0007

11-17-2022

X

X

THE SOLICITATION IDENTIFIED IN BLOCK 9A ABOVE IS HEREBY AMENDED TO INCLUDE INSTRUCTIONS FOR POPOSAL SUBMISSION AND PROVIDE ANSWERS TO QUESTIONS SUBMITTED IN RESPONSE TO THIS SOLICITATION, PROVIDE FLOOR PLANS FOR THE FACILITY, AND

UPDATE THE PERFORMANCE WORK STATEMENT (PWS). BY:

a. Adding paragraph (b)(10) to solicitation provision 52.212-1 on page 29 to read "(10) All proposal materials must be submitted by email to james.hunt2@va.gov." And,

b. Providing the list of questions, with answers, as indicated on pages 2 through 13 of this amendment. And,

c. Providing a set of floor plans per attachment 4, as included with this amendment. And,

d. Updating the Performance Work Statement as indicated in Revision 1, as included with this amendment (updates/changes shaded in gray).

36C25623R0007 0001

No. Question Answer 1 Who is the current incumbent? The incumbent contractor is Ninety Five

South, Inc.

2 Could you tell me how would I get information on other vendors that have shown interest in this opportunity? I would like to reach out to them and present my organization's qualifications to possibly join their Team.

This office does not maintain an “interested vendors” list. I believe the SAM website will allow each viewer to see the “Interested Vendors List” when logged in.

3 Can the government provide me with previous contract bid award amount?

The previous contract award amount, for the period of 5/1/2017 thru 10/31/2022 (5 years, 6 months) was $5,031,548.34.

4 What is the annual value of the existing contract?

$895,988.52 per year.

5 a. The contractor must provide consumables.

b. What is the head count (FTE)?

c. What is the monthly usage?

a. Yes, those listed in the PWS

b. The government does not dictate or monitor numbers of contractor employees.

c. The government does not monitor usage of contractor supplied consumables.

6 Is the IEHA Certification the standard throughout VA for solicitation work requirement?

Yes

7 The VA would save much money by providing consumables. Why the reluctance to do so?

Refer to Sections 5 and 7.29 of the PWS.

8 Can the Government clarify or confirm square footage Areas to be cleaned?

There’s a 16,000 sq ft difference between the approximate sq ft given than the actual calculated sqft given in table 1 included on attachment 1 of this solicitation.

For estimating purposes use the square footage listed in Table 1

No. Question Answer 9 What is the incumbent contract number?

VA256-17-F-0821

10 Is IEHA the only certification that will be accepted for this solicitation requirement?

IEHA or comparable certification such as Certified Cleaning Executive (CCE), Cleaning Industry Management Standard (CIMS), Certified Environmental Services Executive (CESE)

11 What are some common mistakes seen when submitting proposals for this contract?

This office was not involved in the previous solicitation or contract.

12 I wanted to know if forming a JV would work, or do I need to just hire more employees to cover this and do it only with my company?

Refer to VA Acquisition Regulation (VAAR) 819.7003(c) for information regarding Joint Venture eligibility.

13 a. My questions is reading the stipulations of 100 % veteran owned small business. If the business is not veteran owned would we not qualify?

b. Also, if you do not have enough submissions would you reopen the bid to just an SBA Set Aside?

a. To be eligible a vendor must be a currently registered service-disabled, veteran-owned, small business (SDVOSB) verifiable at https://www.vetbiz.va.gov/basic-search/.

b. This office will not address other available avenues at this time.

14 On page 41 of 64 of the Solicitation PDF, it states “The prime contractor shall demonstrate a minimum of three

(3) years of technical experience performing as the prime contractor in accordance with PWS performing housekeeping services.”

I would be teaming with a very seasoned janitorial contractor and would like to know if a teaming partnership agreement can used to cover this clause, as I do not possess three (3) years of technical experience at this time.

Please refer to the answer to question 12 above regarding Joint Ventures.

No. Question Answer 15 Please clarify who will be responsible for providing supplies.

PWS 1. and 6. Scope states the contractor will be responsible and Section 7.29 states the government will provide supplies.

Please clarify.

Government will provide supplies listed in sections 5 and 7.29. All other supplies shall be provided by the contractor.

16 Does the government provide microfiber mop and towel cleaning services?

No.

17 What is the transition period to start up the contract for the awardee?

The current schedule supports an estimated award date of March 15, with a performance start date of April 1.

18 Are we allowed to email our proposal to you?

Yes. All proposals MUST be emailed to james.hunt2@va.gov. This is the only acceptable submission method.

19 Will there be assigned parking for the contract employees?

Yes.

20 Will the CEH have office space in the Medical Center?

Yes

21 Are there any floor plans or images available for this project?

Yes, attached with this amendment.

22 1. Are there multiple shifts or just night shift?

2. How many employees per shift?

1. The hours of coverage required for each area are identified in Table 1 of the Performance Work Statement (PWS). It is the contractor’s responsibility to determine how many shifts/personnel are necessary to cover these hours.

2. Enough to accomplish all work required.

NOTE: It is not the Government’s responsibility to determine the size of the contractor’s workforce. However, the proposed labor force may assist in determining an offeror’s understanding of the requirement per the evaluation criteria.

No. Question Answer 23 There is no formal way to submit in a bid. How do vendors submit in bids?

Refer to the answer to question 18.

24 What is the next step in the process?

Submittal of proposals.

25 When will all the bids need to be submitted?

Refer to block 8 of the Standard Form (SF) 1449.

26 How much area is carpet, vinyl composition tile (VTC), Luxury Vinyl Tile (LVT), Ceramic tile Approximate?

This information is not readily available.

Floor plans are attached to this amendment and although they may not be 100% accurate, they are the most current information available at this time.

27 How many exam rooms in each clinic?

Refer to attached floor plans (Attachment 4).

28 Will this be set aside?

Refer to block 10 of the SF 1449.

29 What supplies are the vendor expected to provide?

Refer to the response to question 15.

30 Will there be an office provided to Vendor?

Refer to the response to question 20.

31 How much are Smart Key deposit?

Refer to Section 14/2 of the PWS.

32 How many Smart Keys will be needed?

Refer to Section 14 of the PWS.

33 Who will have access to HAC’s?

Refer to Section 14.9 of the PWS.

34 What work is different now than the existing contract?

Anyone who wishes to view the existing contract for comparison may request a copy of the current contract for through the facility by submitting a Freedom of Information Act (FOIA) request to the facility FOIA office.

35 How many clinics will be under contract?

Refer to Table 1 of the PWS.

36 How many FTE will be needed?

Refer to answer to question 22.

No. Question Answer 37 Will all the clinics be under one

Everything listed in Table 1 will be under this contract.

38 What time do the clinics open?

Please refer to Section 2.4 of the PWS for Hours of Operation and Section 2.5 for Required Hours of Performance.

39 Will there be an opportunity to work after normal business hours?

40 What type of work is expected to be done?

Everything described in the PWS.

41 Will we have an opportunity to hire any of the existing employees?

The Government currently has no authority regarding this matter.

42 The walkthrough notes mention to staff one employee per clinic. Is this correct? If so, being that some clinics are much larger than others, would employees be able to go to larger clinics to help after finishing smaller ones?

Per Section 1, the requirement is to have 1 person per clinic, minimum.

43 Should the Contracted Company be IEHA certified? Or should the individual employee be IEHA Certified?

Individual employee.

44 Will the Government be providing a lockable office space for Company administrative use onsite?

45 Will the Government be providing a lockable area to secure Company property as well as Government provided Supplies?

46 Is there or will there be any cleaning of: Operating Rooms, X-ray rooms (MRI/CAT SCAN) or other specialized treatment/procedures rooms?

47 Will there be a requirement to clean Occupied Patient rooms?

No. Question Answer 48 Will there be a requirement to clean room(s) that have been exposed to COVID?

Refer to section 6.9 of the PWS.

49 Page 1 of 24 PWS (Scope) it stated, “The Contractor shall provide all Personnel, Supplies…” and on Page 14 of 24 Paragraph

7.29.1 PWS (Supplies) it stated”

The Government will also provide the following supplies listed…” Should it be understood that all consumable supplies listed in the PWS 7.79 pg. 14 of 24 will be provided by the Government?

Refer to the answer to question 15

50 Who is the current contractor (name and location) providing Janitorial Service?

Ninety Five South, Inc.

Moriches, NY

51 How long has the current company been under contract providing Janitorial Service?

Since at least May 1, 2017.

52 Is the present company the Interim replacement for the original award contractor?

The original award contractor is unknown.

The incumbent is identified in questions 1 and 50 above.

53 Does the VA have any employee vaccination requirements that we need to take into consideration?

Yes, annual Flue Shot (or written exemption) and COVID Shot (or written exemption).

54 What is the amount of cleanable square feet?

Refer to question 8 above.

55 Is there an alarm system that will need to be set at the end of the night?

No

56 Will there be employees onsite after hours (until what time)?

Refer to Section 2.5 of the PWS.

57 How many janitorial/storage locations are there?

and although they may not be 100% information available at this time

No. Question Answer 58 What are the areas of concern? All areas

59 What are the highest traffic areas?

The Government cannot provide an answer to this question.

60 Is there a particular uniform or way they request the individual be dressed?

Refer to section 10 of the PWS.

61 Will the Cashier/Travel area be cleaned before 6 pm?

62 Where will the items supplied by the government be located?

In the Warehouse. A system is in place to have the supplies delivered to the Vendor.

63 Where should all trash/waste be discarded?

The location is on both sides of the dock in the basement.

64 What’s the process for reporting dripping faucets, loose doors, loose window frames, etc.?

Refer to Section 6.17 of the PWS

65 How many bathrooms are there?

and although they may not be 100% information available at this time.

66 Are hallways/common areas required?

The ones located in the square footage of each clinic.

67 Are we responsible for cleaning any beds?

Refer to Section 7.12 of the PWS.

68 Do we have the ability to use their facility to wash rags/dust mops?

69 PWS 6 and 7.29 Section 6 states the contractor will provide all equipment and supplies and section 7.29 lists supplies provided by the government. At the site visit it was stated that all supplies will be provided by the government.

Can you supply an exact list of supplies provided by the government?

Refer to the answer to question 15.

No. Question Answer 70 What are the differences between this RFQ and the incumbent

Refer to the answer to question 34.

71 How many square feet of waxable surfaces are there?

The site visit provided the opportunity to take any desired measurements.

72 How many square feet of carpet is there?

Refer to the answer to question 71 above.

73 Is there a porter requirement during the day?

Refer to Sections 1 and 2.5 of the PWS.

74 What are the expectations of the day shift since the clinics are in use during the day?

Refer to Table 2 of the PWS.

75 Will the contractor have use of the Hospital laundry?

76 How many total square feet are the restrooms?

77 What is the square footage of the areas that require strip and waxing?

78 What is the square footage of the areas that require carpet shampooing?

79 What is the frequency of the carpet shampooing?

80 Are there incumbent employees to hire?

The Government cannot speak to the availability of contract employees.

81 What is the price of the last option year on this contract?

Refer to the answer to question 4.

82 Are there any changes to the scope of work from the previous

83 Is dental and Hemodialysis open from 7AM-11PM?

No. Question Answer 84 What are the hours that require coverage on Saturdays for Dental and Hemodialysis?

85 Does the government require a staff to be there during the duration of the hours the facility is open or does the government want the cleaning done for the areas between the hours specified?

Refer to Table 1 of the PWs.

86 Can the government please clarify their definition of daily cleaning, does this mean cleaning one time between the hours listed for the specified areas, or does the government want the areas cleaned multiple times throughout the day?

87 When does the government plan to award the contract?

Currently, the estimated award date is on/about March 15, 2023.

88 If there is a current contract, does it have the same PWS?

89 It was mentioned at the site visit that every clinic will have a full-time day shift and full-time night shift employee. Is that the government’s intent? If so, what is considered a clinic? From looking at Table 1 in the PWS, some of the areas marked as clinics seem too small to need staff dedicated solely to that area.

Refer to the answer to question 42.

90 What are the current total staffing levels? Is the government expecting similar levels or a reduction/increase?

Refer to the answer to question 22.

91 It appears that a CEH is required for management during the day. Is a similar manager required for second shift?

Refer to Section 8.4 of the PWS.

No. Question Answer 92 During the site visit, it was said the government will provide supplies, but the first paragraph of the PWS states that the contractor must get supplies from a certified Ability One contractor. Which is correct?

If Ability One is required, will the government please provide the necessary contact information?

Refer to the answer to question 15 regarding who is responsible for supplies.

In regard to the Ability One program, sources may be researched at https://www.abilityone.gov/procurement_list/

93 SECTION 1 - The requirement makes reference to contractor provided supplies in Sections 1, 5, 6 and 7. Please clarify specifically what products are to be purchased from a Certified AbilityOne Vendor/Company.

All items identified in Section 1 shall be purchase from an Ability One contactor.

94 SECTION 2 - Table 1-5th Floor 5C Outpatient Surgery Clinic - Please provide the amount of patient rooms/beds and stats on the daily percentage of occupied rooms and discharges.

Outpatient refers to patients who are treated and discharged on the same day.

95 SECTION 6 - Please clarify if all supplies are contractor furnished or government furnished. If there is any variation to a particular supply, please clarify which supplies are government furnished versus contractor furnished.

Refer to question 15 above.

No. Question Answer 96 SECTION 7 -- Specific Tasks

Table 2 Tasks and Cleaning Standards - Glass - please provide a window count and size of the interior windows that are to be cleaned on a daily basis.

Please provide the count of the exterior windows and size to be cleaned daily on the first floor.

7.29.1.1- GP - Please identify the Georgia Pacific description of this product

7.29.1.13 Please provide a

description for wet tasks 7.29.1.1-

GP

This information should have been obtained at the site visit.

This information should have been obtained at the site visit.

Paper towel

Cleaning product

97 SECTION 8 - Contractor Personnel - Please clarify the government's requirement that the Contractor should be an IEHA Certified contractor. Is this specific to the Contractor or Contractor personnel/representatives?

Refer to question 43 above.

98 What specific Contractor cleaning responsibilities will be overlapped with the government housekeeping personnel? Please specify each responsibility as applicable.

This information is situational and therefore cannot be provided as a blanket response.

It does not change the housekeeping responsibilities of the contractor.

99 Please clarify what specific duties will be required in the outpatient surgical areas?

100 Please clarify what specific hospital equipment and areas the Contractor be responsible for cleaning in the outpatient surgical areas?

No. Question Answer 101 When is the construction of the blood laboratory scheduled to be completed?

Unknown at this time