Attachment A - 36C25625Q0509 - Questions and Answers.pdf

Attachment A – Question and Answers

The Network Contracting Office (NCO) 16 received questions in response to Request for Quote 36C25625Q0509.

Please see below for the Contractor’s questions and NCO 16’s respective answers accordingly.

Question Number Question Answer

Q1 What is the total interior square footage of the Fort Johnson CBOC facility?

14,960 SQ FT.

Q2 Please provide a floor plan or building layout identifying all areas to be cleaned and maintained.

Please see Attachment B.

Q3

What is the total exterior grounds area (acres or square footage) that falls under this contract?

Reference Section 10 of PWS: Contractor shall furnish all labor, tools, equipment, other necessary materials, supervision and transportation to perform lawn landscape maintenance services. Lawn mowing areas to include the entire facility grounds, parking lot islands, and adjacent to main and outlying buildings within the outer fence perimeter. There are 10 acres within the fence, a 20' clearance will be maintained between the security fence and the wooded portion the facility. The clinic and out-buildings and water tanks are located on approximately 4 acres within the 10 acres that are fenced.

Q4 Is there a breakdown of landscaped areas vs.

hardscapes (parking lots, walkways, patios, etc.)? Please see Attachment B.

Q5 How many restrooms (including staff and public) are in the facility?

There are 11 restrooms in total at the Fort Johnson CBOC.

Q6 Are there specialty rooms (labs, exam rooms, imaging rooms) that require unique cleaning protocols?

Yes, The PWS mentions a requirement for an "Isolation Room" to be in compliance with "Center of Disease Control guidelines for Prevention of the Transmission of Mycobacterium tuberculosis in Health-Care facilities." It also specifies a need for "Biohazard Coverage (Janitorial duties)."

Q7 Are there daily, weekly, or periodic cleaning schedules for specific spaces (e.g., deep cleans, floor stripping/waxing, carpet shampooing)?

Yes, the PWS outlines a "Schedule of Services" in Section 8.14.

Q8 Are there any areas that require cleaning during business hours due to high traffic or patient needs?

A day porter will be needed for restroom accidents and small spills.

Q9 Will biohazard waste handling be required as part of janitorial services?

Yes – Reference PWS 5.5 - Biohazard Coverage (Janitorial duties):

Q10 Are there infection control standards (e.g., VHA Directive, CDC, Joint Commission) specific to this

CBOC?

While there are no unique infection control standards tailored specifically to this CBOC, the PWS requires compliance with general CDC guidelines for areas like the Isolation Room and standard VHA procedures. General infection control standards must still be followed.

Q11 What is the expected mowing frequency during peak and off-seasons?

The PWS specifies that grass must be maintained weekly during rapid growth periods and at appropriate intervals during slower growth periods. The exact frequency may be adjusted based on seasonal requirements.

Q12 Are there irrigation systems on-site? If yes, what is their coverage area and maintenance schedule?

There are no irrigation sprinkler heads throughout the clinic. However, there are sewer sprinkler heads present at the Fort Johnson CBOC.

Q13 Are there tree trimming or large shrub maintenance requirements?

Yes, Section 5.2.6 requires the contractor to "ensure that shrubbery and trees are pruned and trimmed to maintain an attractive appearance."

Section 10.2.2.2 also requires the contractor to "make regular inspections and remove diseased, broken, and dead branches as needed."

Q14 Will snow/ice removal ever be required, or is that excluded?

Section 5.2.5 states that during "inclement weather that allows snow and ice to accumulate, the contractor will be responsible for removing snow and ice from entrances, sidewalks, parking lots and approaches." If this occurs during working hours, the contractor must respond within "one-hour notification by the VA representative."

Q15 Please confirm the types of building systems on-site (HVAC, water softener, chlorinator, sprinkler systems, etc.).

HVAC, Sprinkler System, Emergency Generator, Water System, Sewer System, Plumbing and Electrical

Q16 Are there OEM preventive maintenance schedules available for all major equipment? No.

Q17 For emergency repairs, what is the historical frequency and average scope of work?

Emergency repairs have typically involved resolving immediate threats to personnel, property, or operations, such as HVAC, plumbing, and electrical system issues. These generally include the replacement or repair of essential components rather than comprehensive system overhauls.

Q18 Will the contractor have access to existing maintenance logs upon award?

No.

Q19 Are there any special tools or diagnostic equipment already provided by the VA on-site?

No, Section 11.1.2 states that the contractor "shall furnish all parts, paints, lubricants, cleaning supplies, special tools, service manuals, software, firmware, hardware, and diagnostic equipment necessary to service, maintain, and certify as required."

Q20 Will background checks be conducted by VA or the contractor?

The PWS states that all contractor and subcontractor personnel are "subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information." The "level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710."

Q21 What is the process for issuing ID badges and access credentials?

Personal Identity Verification (PIV) handles access credentials for the facility. ID badges are issued to individuals working on the project for over six months. All other personnel must sign in daily. Additionally, ORTRAX is being newly implemented at this facility.

Q22 Are there storage areas available for contractor equipment and supplies?

Yes, Room 511.

Q23 Will contractor staff have after-hours access for cleaning and maintenance work?

Yes, the PWS states that "Cleaning of the VA Clinic will be performed after normal operation hours." It also notes that these hours "may be past the operating hours if needed to perform the specifications of the contract."

Q24 Are there uniform or identification badge requirements beyond those in the PWS?

The PWS requires in Section 1.1.4 that contractor employees "be dressed in a uniformed manner."

It does not mention any additional identification badge requirements.

Q25 Will there be a pre-bid site visit to inspect the facility and grounds?

Yes. It was Conducted 08-18-2025 from 10:00 AM – 2:30 PM CST at the Fort Johnson VA Clinic 3353 University Parkway Leesville, LA 71446-9041.

Q26 Can you provide photos or a virtual tour of the facility for initial planning? No.

Q27 Are there any upcoming renovations or construction projects that may impact service areas during the contract term?

None Planned.

Q28 Are there known problem areas (e.g., leaks, HVAC issues) that could affect workload? None Known.

Q29

Will the government grant a two-week extension to the current proposal due date? This additional time would allow offerors to thoroughly review the Government’s forthcoming Q&A responses and incorporate any necessary adjustments into our pricing and technical submissions. We believe that providing this additional time will help ensure the Government receives the most accurate, complete, and competitive proposals possible.

Submission of Quotes has been extended to 09-

02-2025 2:00 PM CST.

Q30 Please confirm the incumbent contractor name, contract number, and current period of performance.

GOODWIN FACILITY SOLUTIONS, LLC

2057 FORD AVE

SPRINGDALE AR 72764

36C25619D0083

10-01-2019 - 09-30-2024

Q31 Has the scope of work changed materially from the incumbent contract? If so, can you specify the primary differences?

Please refer to the PWS for requirements.

Q32 Is the current incumbent fully staffed in all required service areas (janitorial, landscaping, maintenance)?

Yes.

Q33

Please provide the total interior cleanable square footage and a flooring breakdown (e.g., carpet, VCT/linoleum, ceramic, sealed concrete) so we can align pricing to the daily/weekly/monthly scope listed.

14,960 SQFT

Carpet Rooms: Approximately 22 Tile Rooms: Approximately 42

Q34

The PWS defines how restrooms are to be cleaned but not how many there are. Please confirm restroom quantities (men/women/unisex) and fixture counts (toilets, urinals, sinks).

Three Men, Three Women and Five Unisex Total Restrooms: Eleven Toilets-Eleven Sinks-Eleven Urinals-Zero

Q35

The PWS notes bulk cleaning after hours starting at 4:30 PM and that we must furnish an employee during hours of operation. Please confirm the clinic’s operating hours (for day porter coverage) and that 4:30 PM remains the intended start for after-hours cleaning.

Clinic operations 7:30 am – 4:30 pm

Q36

The PWS directs placing trash in exterior refuse containers and excludes infectious/hazardous waste. Please confirm dumpster locations, size/capacity, and access (keys/codes) to plan porter routes.

The dumpster is located at the front right side of the parking lot. It is a 10 cubic yard dumpster.

There are no keys or codes required for access to the dumpster.

Q37

The PWS states the contractor supplies paper towels, toilet tissue, seat covers, plastic bags, etc.

Please confirm inclusion of trash can liners and any brand/standard requirements for consumables.

The PWS specifies that the VA will provide supplies such as paper towels, toilet paper, hand sanitizer, and lotion. The contractor is responsible for providing all other cleaning supplies and materials, including trash can liners. There are no specific brand or standard requirements for these consumables unless otherwise specified by the

VA.

Q38

To tie tasks to areas, can you provide a current room/space list or floor plan (room counts by type— exam rooms, offices, waiting, etc.)? The standards and schedule are provided but not a room matrix.

Refer to Attachment B.

Q39 Please provide a site map and quantities to price labor: bed square footage, linear feet of edging, and counts of trees/shrubs.

Refer to Attachment B.

Q40

The PWS sets weekday windows (before 7:00 AM or after 4:30 PM near the building; 7:00 AM–4:30 PM for open areas). Please confirm if weekend/holiday work is ever expected or restricted.

Weekend and holiday work is neither expected nor restricted.

Q41

The PWS mentions sprinkler heads but doesn’t describe an irrigation system. Please confirm if an irrigation system exists and, if so, provide zone counts and any seasonal programming expectations.

There are no irrigation sprinkler heads throughout the clinic but the clinic does have sewer sprinkler heads.

Q42

We’re responsible for maintaining the water softener and chlorination system. Please confirm whether salt and chlorine (consumables) are contractor-furnished or government-furnished.

The Fort Johnson CBOC VA Clinic uses the City of Leesville,LA Water.

Q43

Please confirm the equipment list (e.g., Trane RTUs, generator, tanks, fire pump, waste treatment plant) is current, or provide any additions/retirements/model changes since publication.

Please refer to Attachment B.

Q44

PWS requires exterior/parking lot maintenance.

Please confirm if reseal/restripe during the PoP is included and, if so, provide approx. square yards and lineal feet/stalls for striping to price accurately.

Reference PWS 5.7.3.

Q45 How long does the contractor have to on-ramp? Period of Performance is Expected to Start NLT 09-30-2025.

Q46

Can we have a breakdown of Floor types by Square footage?

a. hard floor approx. ____% of net square footage

b. carpeted floor approx. ____% of net square footage

Approximately 14,960 SQFT Carpet Rooms: Approximately 22 Tile Rooms: Approximately 42

Q47 How many acres of Landscaping is required?

The contract covers a total of 10 acres within the fenced area, as well as the Department of Transportation and Development (DOTD) right of way between the roadway and the fence.

Q48 Can we have the complete list of Approved Supplies and Chemicals that fit your dispenser Separated by Contractor-Furnished and Government Furnished?

VA provided supplies: paper towels, toilet paper, purell (hand-sanitizer), and lotion. The Contactor is responsible for all cleaning and floor refinishing chemicals.

Q49 Can we have the Supply and Chemical Usage from the past year? Not Available.

Q50

Can the Government provide the most recent preventive maintenance checks and services (PMCS) records or maintenance logs for the equipment listed under Section

11.2 of the PWS? This includes, but is not limited to, HVAC systems, generator and transfer switch, fire water and potable water systems, waste treatment plant, and automatic entry gate.

Not Available.

Q51

Are there any known major deficiencies, service interruptions, or joint service issues currently affecting any of the equipment or building systems listed in Section 11.2?

No.

Q52

Will the Government conduct an initial assessment of the lawn areas prior to the commencement of the contract? If damage is identified during this assessment, will the Government restore the affected areas at its own expense or reimburse the contractor for the restoration costs, including a 10% administrative fee?

The government does not plan to conduct a specific initial assessment as the lawn is continuously maintained and assessed. Any existing damage should be reported, and no additional work should be performed until a contract modification is completed. Additional funds for such work will be allocated through the modification process.

Q53

What is the total square footage of the Fort Johnson Community Based Outpatient Clinic? Please provide a breakdown of flooring types (e.g., tile, linoleum, carpet, etc.)

by area or room type.

14,960 SQFT

Carpet Rooms: Approximately 22 Tile Rooms: Approximately 42

Q54

Section 8.3.2.1 requires movement of business machines on rollers during mopping operations. Can the Government provide the approximate weight of these machines?

Are they designed to be moved by a single person, or will multiple personnel be required to safely relocate and return them to their original positions?

The only business machine in the facility is a copier/scanner/fax machine. The Government does not require this machine to be moved during mopping operations. Additionally, vending machines within the facility are not to be moved for mopping purposes.

Q55

Will the Government provide a designated space within the facility for contractor administrative use? If so, please clarify the approximate size of the space available.

Yes, Room 307 is approximately 58 Square FT.

with a lockable door.

Q56

Additionally, will there be a secure janitorial closet or storage area sufficient to accommodate janitorial carts, cleaning equipment, and supplies required for daily and as-needed floor care and general cleaning operations? This includes protection against unauthorized access and pilferage of consumables and chemical supplies.

Yes, Room 511.

Q57

Will the government please provide the exact certification required for the janitorial certification or remove that requirement?

There are no specific janitorial certifications.

Q58 Will the government please confirm that 3 separate contracts could be awarded?

This will be one contract award. Not three.

Q59

If it’s an option for 3 awards to be made, is it permissible for the offeror to submit multiple bids?

One for all 5-line items and a separate submission for each line item?

This will be one contract award. Not three.

Q60

The Contractor shall provide all labor, materials, equipment, and supervision necessary to perform the maintenance described above safely and with minimum inconvenience to the Government.

Storage for the Contractor's equipment and materials, including debris generated (e.g., bags of grass, clippings, etc.) will not be provided.

Contractor shall transport on and off site each visit.

The previous contract either didn’t include the requirement of bagging grass, or this requirement wasn’t enforced. Can you confirm if this requirement is valid and will be enforced?

Bagging was never performed, therefore, not necessary.

(End of Questions and Answers)