36C25918Q0420-0001001.docx

Solicitation No 36C25918Q0420 Questions and Answers The following responses are provided to questions in response to solicitation 36C25918Q0420.

1. What are the hours of operation for the facilities?

Government Response: The following facilities are open 24 hours a day, 7 days a week: Rocky Mountain Regional VA Medical Center, Fisher House, Denver Domiciliary

2. Do patient visitors have access only through the main foyers? And what are visitor hours?

Government Response: Patients (and their visitors) can enter the RMR thru the Main Entrances, (Foyers North and South Deck), the Building A (CBS, Clinic Building South) reception area, the Colfax Entrance (South Main Concourse), and the Parking Visitor North (North Main Concourse) as well as being admitted into the Emergency Department. No visiting hours, facility is open 24/7.

3. Are all building open 7 days per week?

Government Response: All facilities are open 7 days a week with the exception of Bio-Science East which is under construction. It too, will be 7 days a week.

4. How long has the current contractor been under this contract?

Government Response: Please relate your question to the solicitation.

5. What is the value of the current contract?

Government Response: $3,468,124.60.

6. Please provide type of VA approved disinfectant other than Clorex Bleach Wipes.

Government Response: The VA will accept Quat. VA will provide cleaning chemicals to be used within the facilities. Only approved VA chemicals may be used on any site.

7. Does the VA provide PPE’s beyond just gloves for the contractor staff? For example, gowns, masks, eye protection, or blood spill kits?

Government Response: No, this is the responsibility of the contractor.

8. The PWS in the various cleaning frequency schedule chart (Table 3) indicates floor work to be completed during 1st shift – when patients, visitors and staff are in the area. For example Common Areas – 7001 “Floors shall be dust mopped and Wet Mopped …. And it’s marked 1st and 2nd shifts. Also (Table 4) Food Prep Area – Floors, baseboards and serving areas.... Doesn’t this post a risk for slips and falls?

Government response: Staff are to be aware of their surroundings and safety equipment properly used. We do try to schedule intensive work at more conducive timeframes but work happens around the clock within the facility. We work around staff, patients and visitors every day, an example of this is patient rooms. We will not leave a floor dirty just because the room is occupied. We will clean the floor, engage the patient to alert them that work was completed and caution is required while using a wet floor sign to properly indicate to staff that the floor is wet.

9. Is there a time table for the completion of the decommissioning of the old VA Building?

Government Response: Anticipate decommissioning to start in August with a very solid push to completion. I would say end of October with that date subject to change to a much shorter timeframe based on ELT guidance.

10. Resident Rooms – Domiciliary and Fisher House indicates that cleaning should occur on 1st and 2nd shift, are you stating that they require cleaning twice a day?

Government Response: Terminal cleans are to take place at the time of discharge. Discharges normally happen during 1st and 2nd shift. We do not clean in areas where patients sleep after quiet time which is 9 p.m. Rooms at the Denver Domiciliary and Fisher House are not cleaned while occupied by visitors. Rooms are not cleaned twice a day.

11. Please clarify requirement for the Patriot Cafeteria/Patriot Brew, during the walk through it was stated that the EVS staff were to pull trash, clean tables and counters throughout the day but Table 1 Chart indicated that during 1st shift only trash removal.

Government Response: Work should include everything within the MOU. 1st shift is mainly floors, trash, spills and windows but 2nd shift work is more detailed and focused on both side of the house (front and back)

12. The solicitation provides that the VA will provide some initial training can you give an estimate of the time required for the training?

Government Response: Please refer to section 8.0 regarding training as 5.2 should have been deleted prior to solicitation. All training is contractor furnished. EMS will not provide training to contracted staff

13. How will the government furnished equipment be disbursed? Will it be a one time disbursement at the onset of the contract or on a daily basis?

Government Response: The only equipment to be provided by the VA is the battery powered floor equipment. Battery powered floor equipment to be provided to the contractor at the onset of the contract. Equipment should not leave VA property. VA equipment is scanned for accountability. Contractor will be required to make the equipment available to the VA for this process with limited notice.

14. If the contractor is assigned their own equipment, where will it be stored? And will it be secured?

Government Response: Only battery powered floor equipment will be provided to the contractor; all other daily use equipment is supplied by the contractor (housekeeping carts, dust mop poles, etc.). Housekeeping closests within the contracted cleaning spaces will be assigned to the contractor for storage of equipment and other items. Areas are secured and can be re-keyed by the VA locksmith with only the COR and select management having access to the areas for inspection or emergency purposes.

15. Will there be government personnel working in conjunction with the contractor personnel in the assigned building list on table 1?

Government Response: There is a high possibility that government staff will work side by side with contracted staff during decommissioning of Clermont. There is may also occur at the RMR facility. This likely not occur at the Fisher House and Denver DOM.

16. Please provide the scope and size of the Denver Campus building that will require decommissioning.

Government Response: Denver Campus is roughly 589,000 sq. feet.

17. Please clarify if the contractor will be required to clean the interior of the 120 glass windows up to 8 feet on a daily basis.

Government Response: No, cleaning of all 120 windows daily is not expected. They should be cleaned when visually smudged or dirty.

18. Is there an existing incumbent workforce at this time?

Government Response: Yes, there is currently a contract in place performing some of the services.

19. Performance Work Statement (PWS) Paragraph 4.1.1 states that terminal cleaning is performed when a room is turned over for occupancy by the construction contractor. The Performance Objectives table that follows PWS Paragraph 13.7 suggests that terminal cleaning is performed on an ongoing basis. When is terminal cleaning required and in which areas is it to be performed.

Government Response: Terminal cleaning is required in all spaces being turned over to the VA post construction prior to any VA staff or patients utilizing the area. Terminal cleaning for Inpatient/Outpatient areas is an on-going process and completed at time of discharge or when an infection control issues is advised.

20. Under PWS 7.0, Government-Furnished Equipment, is the contractor allowed to provide its own equipment?

Government Response: Battery powered floor equipment – No. Equipment for daily use such as housekeeping carts, dust mops, micro fiber poles, HEPPA filter vacuum cleaners etc. are approved as long as they meet VA Infection Control requirements. This will be vetted through the COR for approval prior to usage.

21. Under PWS 7.0, can the Contractor submit/recommend materials and supplies for use on the project?

Government Response: No. All EMS products are vetted through an Integrated Products Committee at the VACO level. Deviation from approved products is not acceptable.

22. Would the VA please provide its estimate of the minimum acceptable staffing level for this effort?

Government Response: This is a performance based requirement. The contractor should develop staffing needs based on the required effort.

23. Please clarify PWS 5.1, Supervision. Will the VA’s COR perform a daily review of inspections, as indicated? Are there any requirements for contractor-provided management and supervision and are there any qualification requirements for those positions?

Government Response: The COR will perform inspections at minimum of once weekly unless advised of issues. If advised of issues, corrective action will be taken and and inspection will be completed asap. EMS staff (COR, Upper Management, Supervisors) will not oversee supplemental staff. Management and supervision of contract staff is strictly the responsibly of the contractor. The Contractor determines qualifications outside the requirements established by the VA badging/employment requirements (pass back ground check, English speaking, Must be U.S. Citizen)

24. With respect to PWS 5.2, Training, please provide an estimate of the hours required for an employee to take/complete VA-provided training. Also, is there a requirement for annual refresher training?

Government Response: Paragraph 5.2 has been deleted from the Performance Work Statement and no longer a requirement

25. Please confirm the following are not part of the project:

a. Exterior and interior window cleaning. Government Response: The Interior windows are part of the project. Exterior windows are not.

b. Recyclable material collection and disposal. Government Response, Yes, collection and disposal of recyclable materials in areas being cleaned is part of the requirement.

c. Collection and disposal of regulated medical waste. Government Response: Yes, collection and disposal of regulated medical waste is a possibility and would be considered part of this requirement.

26. What are the requirements for cleaning up and disposing of potentially infectious material?

Government Response: With any healthcare facility, the potential for cleaning and disposing of infectious material is a possibility.

27. With respect to PWS Paragraph 6.0, are there any vaccination requirements for contractor personnel?

Government Response: No, there are no vaccination requirements for contractor personnel.

28. What is the square footage of the Denver Campus? Government Response: Denver Campus is roughly 589,000 sq. feet.

29. What are expectations of the cleaning at the Denver Campus? Government Response: Decommissioning of building. Floors, drawers, cabinets free from debris. General clean. Aseptic not required.

30. What is the projected Start Date of the Cleaning/Decommissioning of Denver Campus? Government Response: The projected start date is Mid-August 2018

31. What is the projected time period of the decommissioning of the Denver Campus? Government Response: The Government anticipates the decommissioning of the old facility to begin in August 2018. The expectation is this will conclude by the end of October, subject to change based on future guidance from VA leadership.

32. Who is responsible for maintaining the Denver Campus while active? Government Response: The VA EMS will maintain the outside areas of the Denver Campus that are being decommissioned.

33. Who is providing supplies/equipment for the Denver campus and what is the list of supplies/equipment? Government Response: Is this question in relation to decommissioning or the maintenance of the portion of Clermont that will remain in operation? (Please Clarify)

34. Will the Denver Campus require 2 shifts? Government Response: Contractor determines how many shifts are required for decommissioning purposes in order to meet established timeframes. VA EMS has only been provided an estimated timeline regarding decommissioning. We do expect dates to shift. Decommissioning activities may take place between 0700 – 2330 as the need arises. Most activities should take place during the day, however, there may be a need for some decommissioning activities to take place after normal business hours.

35. On the service level – is it just the restrooms, breakrooms and hallways, or are we responsible for the offices off of the hallways as well?

Government Response: There are some administration areas not directly related to patient care (N&F Services, Mailroom) on the service level that the will under the responsibility of this contract.

36. Please clarify “patient care areas” and “non-direct patient care areas” On page 8 under section 2.0 “Hours of Operation” it states The Contractor shall be available Monday through Sunday to address common areas, non-direct patient care areas and outlying clinics, but also on page 8 under section 4.0 “Scope of Work” it states Clinic Building South (Building A): 1st, 2nd, 3rd, and 4th Floors —patient care areas that will require daily cleaning M-F. Is this both non-direct patient care areas and patient care areas?

Government Response: Patient care areas are any portion of a health care facility wherein patients are intended to be examined or treated. Non-direct patient care areas are areas where patients do not receive health care services.

37. Is contractor responsible for Spills and Leaks? Does this include burst pipes and floods?

Government Response: Yes, contracted staff will be expected to assist with floods and leaks.

38. Is there a specific date for the Bio Science opening? Q3 is mentioned but is that Q3 fiscal year or Calendar year?

Government Response: The dates for BioScience East Building have been changing. It is estimated between fiscal year 2018 and 2019. The projected opening is next summer. The actual date has not been determined.

39. Is contractor responsible for Carpet stain removal and deep cleaning. Are cleaners supplied?

Government response: Contractor may be asked to complete carpet stain removal or deep cleaning of areas. Cleaning chemicals are provided.

40. Page 9 – section 4.1.2 “Maintain floors” mentions mopping and sweeping, and on page 18 it lists Waxing. Who is responsible for the waxing and who supplies the equipment and supplies?

Government Response: Contractors will not do stripping and waxing at RMR.

41. It also says floor to be maintained daily and 95 % of the time clean – does this mean we have to wax daily?

Government Response: No, clean does not mean waxed daily.

42. In accordance with sections 5.2 and 8.1 “Training” Government Response: Please refer to section 8.0 regarding training as 5.2 should have been deleted prior to solicitation. All training is contractor furnished. EMS will not provide training to contracted staff

a. Who is responsible for coordinating and setting up the trainings?

Government Response: The Contractor is responsible for training under Paragraph 8.0.

b. Does the VA offer these trainings? Government Response: No.

c. Is this for current contractors or just new contractors?

Government Response: Required every time a contract is awarded.

43. What is considered adequate evidence that the contractors have been trained within 7 days of contract award?

Government Response: The contractor should be able to show training for each employee. The employee should have signed competencies and ability of the employee to verbalize information correctly when asked.

44. Is there a Lead or Supervisor labor category in the wage determination?

Government Response: Please review the Wage Determination attached with the solicitation.

45. For past performance, will you accept a sub-contractor’s past performance? Government Response: If a contractor was a sub-contractor and this is noted in past performance, we will consider.

46. Do current contractors need to be re-badged?

Government Response: Please clarify your question.

47. Please clarify Scope of Work and floors required to be cleaned for CBN - both pre-occupancy and post-occupancy? We could only find 1 small section for CBN on Table 1 and could not find any section for CBN on Table 2?

Government Response: It is only a small section to be cleaned in CBN that is admin space (cubicle farm)

48. On page 20 of 36C25918Q0420-001 – Section 13.9 “Deliverables,” please clarify the following: What type of training certificate is required and is this provided by the VA, prior to commencing work?

Government Response: No, training is not provided by the VA. Please refer to section 8.0 only regarding training as 5.2 should have been deleted.

49. Is the Fingerprinting and PIV office responsible for background checks or are additional background checks required by contractor prior to starting work?

Government Response: Contractor must coordinate with the COR regarding fingerprints and background checks. PIV office conducts the background checks and completes fingerprinting but it is not their responsibility. Ensuring this is completed is the responsibility of the contractor. Contractor should ensure that any employee working on VA property meets the requirement for employment.

50. Is there a standard weekly inspection report provided by the VA to the contractor for weekly inspections?

Government Response: VA does have a standard form used for inspection, however, forms are for internal use only. Contractor will need to have their own way of tracking work completed, rosters for staff on site, and contractor conducted inspections to validate contracted staff are completing the work being requested. Additionally, the contractor should review the performance objectives under the contract. These will be the focus of inspections. However, a contractor is responsible for all the requirements in the PWS.

51. Also - please clarify which 13.9 “Deliverables” is correct? Is it page 20 on 36C25918Q0420-001, or is the correct one on page 14 of 36C25918Q0420-002? If page 14 of 36C25918Q0420-002 – please clarify PWS Reference section? Currently page 14 of 36C25918Q0420-002 references PWS section 6.2 - “Employee Physical Examinations.”

Government Reference: Unclear of what this question is asking.

52. If you will be issuing an amendment to address the questions that I posed (i.e., square footage and description of areas for the canteen vending area, cafeteria, food prep areas, retail/storage, store and NFS food prep area) as well as for the CBS, Research Building, Energy Center, Fisher House, Domiciliary and Bio-Science East. Also, the cleanable square footage for the RMRVAMC is listed as 974,389 on page 7 of 76 of the solicitation but is listed as totaling 626,564 on Table 1. However, the actual total of square footage of the buildings listed on Table 1 is 674,153. Please clarify this as well as provide the breakdown for the above-referenced areas.

Government Response: Table 1 has been revised to show the correct square footage. The Walkway square footage has also been added.

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