36C25919Q0086_0002.docx

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 ADM

INISTRATIVE 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 d ate 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 3

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)

NONE

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25919Q0086 01-07-2019

X X X

X This amendment is to provide answers to the submitted questions, attach site maps, and provide an updated PWS.

Pamela Barnes Contracting Officer

CONTINUATION PAGE

1. PWS, page 7 of 109, 2.1 Locations/Requirements.

Miles City-states the areas are indicated on MAP. No map are provided. Please provide.

Map is attached.

2. PWS page 8 of 109, 2.2 services required. General cleaning, Item C.

States, “Remove all trash from the facility upon collection.”

What does this mean?

Trash receptacles throughout the facilities shall be emptied in place and the waste transported to each facility compactor or dumpster.

Are trash dumpsters provided at the facility? Or is the contractor expected to transport trash to a disposal facility? Please clarify?

Contractor is not required to provide dumpsters.

3. PWS page 8 of 109, 2.2 services required. General cleaning, Item H, States “Ceilings will be vacuumed or dust mopped to remove dust, streaks and cobwebs.

What is the ceiling height?

Ceiling height does not exceed 9’ for any of these locations, except the operating rooms at Fort Harrison which are 10’.

4. PWS page 8 of 109, 2.2 services required. General cleaning, Item I, States Exam and Procedure rooms.

Please provide Maps, floor plans for each facility?

Maps are attached.

What are the “other items” that could be added to the cleaning of these rooms at discretions of COR or POC?

Anything that could reasonably be within the scope of janitorial cleaning in an exam room. Examples: Desks, visitor chairs, stools, etc.

What type of dispensers are in these rooms and how many of each are in each room at each facility?

Please provide quantity and type of dispensers?

Exam rooms have a 500mL Purell antimicrobial soap dispenser and a single fold paper towel dispenser inside the room, and a 1200mL Purell liquid foaming hand sanitizer unit directly outside in the hallway that services up to 4 rooms.

5. PWS page 8 of 109, 2.2 services required. General cleaning, Item J, Patients Room/Common areas Miles City (CLC) What are the “other items” that could be added to the cleaning of these rooms at discretions of COR or POC?

Anything that could reasonably be within the scope of janitorial cleaning in a patient room. Examples: dressers, patient beds, visitor chairs, etc.

Please provide Maps, floor plans for each facility?

Map is attached.

6. PWS page 8 of 109, 2.2 services required. General cleaning, Item K, Eating areas in Miles City (CLC) How many tables and chairs are there in the dining area?

There are tables and chairs to serve up to 24 Veterans.

How many meals do we clean after?

Three: breakfast, lunch, and dinner.

What are the times of each meal period?

Breakfast ends at 7:30am, lunch ends at 12:30pm, dinner ends at 5:30pm.

7. PWS page 8 of 109, 2.2 services required. General cleaning, Item L, Please provide Maps, floor plans for each facility? So that we can determine the number of restrooms and fixtures.

Maps are attached.

8. PWS page 8 of 109, 2.2 services required. General cleaning, Item M, Restroom supplies:

Just making sure we are reading this correctly, 2.3 page 10 of 109 states that contractor is responsible for all supplies? Is that correct?

The VA will maintain the supply chain for this contract. Updated PWS is attached as an amendments and will reflect this change.

9. PWS page 8 of 109, 2.2 services required. General cleaning, Item N, LINEN;

How many linen hampers are there in each facility?

No linen hampers at Great Falls or Havre. Fort Harrison has 60. Miles City has 20.

What type of “fresh bags” are we to use? Plastic bags?

The facilities with linen bags will provide fresh clean linen bags for the hampers.

10. PWS page 8 of 109, 2.2 services required. General cleaning, Item O;

Medical Waste:

How many RED BAG Trash containers are at each facility?

Great Falls has 20 red bag trash containers, Havre has 2, Miles City has 30, Fort Harrison has 100.

What does the “proper Product” mean? Red bags liners? What size and density?

Proper product is biohazard marked red bags, which are provided by the facility.

Is there a central collection point for RED bag/sharps at each facility Yes.

Is there a third party hazardous (RED Bag/sharps) waste contractor currently transporting these items off-site?

Please clarify.

Great Falls, Havre, and Miles City have third party removal for regulated medical waste. Fort Harrison has an onsite autoclave adjacent to the main trash compactor.

11. Who is currently providing these services? VA personnel or contractor?

Contract personnel currently provide all services at Miles City, Great Falls, and Havre. Fort Harrison is currently serviced by both VA staff and contracted staff.

12. If performed by a contractor, are all locations on the current contract?

Yes.

13. This is a new contract for services or a follow on contract?

If follow on contract, are the PWS the same or are there differences between current and this new solicitation?

This is a new base contract. The scope has been increased from the current contract to include servicing operating rooms, sterile processing, and inpatient cleaning functions and two more staff at Fort Harrison.

14. Is there an incumbent contractor? All information is public record and can be found by filing a FOIA request.

If so, what is name of contractor?

What is the current contract number?

What is the award Dollar amount?

Has there been any modifications that increase/decrease the contract amount?

15. PWS Page 10, Item 2.3.1 Bio Preferred Products.

The word “shall” is used. The contractor shall utilized products and materials made form biobased materials to the maximum extended possible without jeopardizing the intend use or detracting from the overall quality delivered to the end user.” Please clarify this statement.

Are we required or is it a suggestion to use these products?

The hospital-grade disinfectants are set with Montana VA – Oasis 499 is used in Miles City and LpH se is used in Fort Harrison, Great Falls, and Havre, plus bleach as enteric precaution infections present. All other enhancement products (glass cleaners, deodorizers, etc.) must comply.

We ask this because most biobased products are inferior products to the chemicals that are used in the janitorial/custodial industry—especially with regard to hospital-grade disinfectants.

16. PWS Page 11, Item 2.3.1 Bio Preferred Products.

In this section, it states, “Within thirty (30) days of contract award, the Contractor shall submit an Operations and Maintenance Plan. This submittal shall be approved by the COR in writing. The Contractor shall not commence work until this submittal is approved by the COR in writing.

Since we have to submit 30 days before we start and must be approved by COR, Does this mean that awardee will have at least a 30 day phase-in or could it be longer?

Phase-in should be ASAP, current contract expires 1/31. 30 days after start of new contract all O&M issues shall be worked out between contractor/COR/CO and approved in writing.

17. PWS Page 11, 2.4,

2.4.1 States:

“Each CBOC Facility (Miles City, Great Falls and Harve) operates Monday through Friday 8:00am to 4:30pm. The contractor shall provide daily service (Monday through Friday) for all facilities starting at no later than 7:30am. No weekend or holiday service is required at any facility.”

Is it required for the contractor to have an employee on site at these locations from 8 am to 4:30 pm Monday thru Friday or can we have our team come in and clean the facility and then leave before 4:30pm?

Great Falls and Havre require service after 4:30pm Mon-Fri minus specified holidays. The facilities will issue keys for access. Miles City areas 2 and 3 (CBOC and admin spaces) require service after 4:30pm Mon-Fri minus specified holidays.

2.4.2 States:

“The Miles City CLC operates 24/7/365. The contractor shall provide daily service (Monday Through Sunday and all holidays) starting at 6:00am through 8:00pm.

Area 1 shall be serviced 24/7, Areas 2 and 3 shall be serviced Monday through Friday (Excluding federal holidays) from 1:30pm through 10pm.

Please provide maps, floor plans that identify these three (3) areas?

Map is attached.

In this statement it says daily Monday thru Sunday and all holidays starting at 6 am through 8pm. (This is only 14 hours of coverage not 24 hours). Then it states that area 1 is 24/7 areas 2 and 3 shall be serviced Monday. Thru Friday excluding Federal holidays from 1:30 pm through 10 pm.

Miles City area 1 (CLC) requires service from 6:00a through 6:00pm Sun-Sat including all specified holidays.

Area 1-do we have to have an employee there on site Monday through Sunday 24 hours per day/ 7 days a week/ 365 days per year? Areas 2 & 3 are serviced only Monday through Friday 1:30 pm to 10 PM. Is this correct?

Miles City areas 2 and 3 (CBOC and admin spaces) require service after 4:30pm Mon-Fri minus specified holidays. Miles City area 1 (CLC) requires service from 6:00a through 6:00pm Sun-Sat including all specified holidays.

There is nothing about the Fort Harrison VA Hospital. Hours of coverage.

What are hours of coverage for the Hospital?

Fort Harrison hours are: 2 shifts from 5:00am through 1:30pm, 4 shifts from 6:00am through 2:30pm, and 2 shifts from 7:00am through 3:30pm.

How many days per week is the Hospital serviced? 5 or 7 days per week?

Fort Harrison work days are Mon-Fri minus specified holidays.

18. PWS page 34, Liquidated Damages for Data Breach (d):

How many time in recent history has a janitorial employee caused a data breach?

None that I know of.

How any times has the contractor been found responsible for a data breach and had to pay liquidated damages?

N/A

19. PWS page 35, 9. Training.

Does the awardee of this janitorial contract need to do this with all employees?

Yes.

Since neither the contractor nor any of its personnel will have access to any VA information or information systems, does this apply?

We want to make sure we are incompliance with all section and requirements. Please clarify?

The contractor is required to supply employees capable of cleaning in clinical inpatient and outpatient areas. Contractor shall demonstrate that every employee has basic bloodborne pathogen, HIPAA, regulated medical waste handling and storage, and infection prevention training.

20. Section D page 46 through 50 of 109, Contact Documents, Exhibits or Attachments (D.1) Does contractor need to fill this out and return with Bid proposal?

21. Will a site visit be provided or can a contractor visit each site on his/her own?

COR is available for site visits. Schedule through the CO (Mary Good). Contractors shall have a COR escort them for site surveys.

If own our own, do we need to let the CO/COR know on which date we will visit each site?

22. Page 89 item (5) and Page 93 of 109 Section E.8, Item (1) Technical:

Technical information required in the proposal. Can you please clarify what you are requiring in this technical proposal?

Technical proposals shall include how the contractor intends to conform to the requirements of the PWS, a quality assurance plan, an employee training plan, and a floor resurfacing/maintenance (stripping and waxing of hard surfaces) plan.

(2) Past Performance requirements, states no more than three (3). How many must we provide?

Please provide whatever you feel is an accurate representation of past performance by not more than three references.

23. If some of the above reference facilities are under contract, please provide the name of the incumbent contractor(s). All requested information is public record and can be found by making a FOIA request.

24. In Solicitation Number 36C25919Q0086 you provide WD 15-5399 (Rev 6). This would indicate that there is no Collective Bargaining Agreement in place for current personnel who are providing housekeeping services for these facilities. Is there a collective bargaining unit is place for any of the current employees? If yes, please provide the document. WD 15-5399 means this contract falls under the Service Contract Labor act and wage rates must match those that the Department of Labor provides.

25. What is the current monthly billing rates for the services provided for each of these facilities? That is proprietary information to the current incumbent. You may file a FOIA request for total contract value.

26. Are any of the housekeeping services for these five facilities currently provided by government employees? If yes, are they part of a bargaining unit under a current collective bargaining agreement?

Fort Harrison is currently serviced by both contracted and VA staff. VA staff are under a collective bargaining agreement. The contracted staff falls under the Service Contract Labor act and wage rates must match those that the Department of Labor provides (see WD attachments in solicitation)

27. Will there be a phase in period for the new contract? None was identified in the above reference solicitation documents.

Phase in ASAP. Once a contractor is selected they will receive a notice to proceed (on or about Jan 21st 2019) contract will be awarded by 2/1/2019.

28. Solicitation Number 36C25919Q0086, Paragraph 2.2 Services Required, General Area Cleaning - All Facilities (Daily):

Paragraph U. Shredding Waste.

Is there an annual estimated volume of waste that requires shredding?

Equivalent to one 33 gal trash can/week x4 in Miles City, x1 in Havre, x2 in Great Falls, and x60 at Fort Harrison.

Will shredding waste be transported to a central government facility for destruction observation by the COR?

A vendor comes and destroys bulk shredding with a VA POC present to witness at all sites.

29. Solicitation Number 36C25919Q0086, Paragraph 2.2 Services Required, Periodic Cleaning - All Facilities: Paragraph L. Fort Harrison Furniture Moving. Please definitize this requirement.

Is the government's expectation for assistance in moving tables and chairs for setting dup events or conference rooms in support of requirements? "or" Occasionally, only at the Fort Harrison site.

Is the government's expectation for assistance in support of major system furniture tear down, categorization and re-installation and set up in support of major renovations?

Occasionally, only at the Fort Harrison site. Breaking down office desk setups, transporting office furnishings (desks, filing cabinets, etc.) from office to office or storage to office, assembling basic desk and room setups under COR supervision. Systems furniture installation is performed by furniture vendors. Major renovations are not within the scope of this contract.

If the expectation is for assistance in support of major renovations, will informationtechnology equipment be part of the scope?

Contractor will not be responsible for any information technology equipment.

30. Will the successful contractor have after hours access to the facilities? This will be especially important in support of the Periodic cleaning activities.

Yes.

31. What are the published hours of the Fort Harrison Medical Center?

24/7.

ls there a requirement for contractor personnel to attend VA-FMS meetings or other VA meetings? None was listed.

The contractor personnel are not required to attend FMS or other meetings. Fort Harrison EMS has routine staff meetings that the contractors at that site may join.

32. ls there a requirement for contractor support during emergency situations? None was identified.

No. In an emergency, contractors at any site are required to follow site protocol for emergency and inform POC/COR that they are safe and accounted for.

33. When is the site visit?

Please ensure that if you wish to attend these site visits, it is coordinated with the CO, Mary Good, beforehand. Failure to coordinate will result in denial of site visit.

Fort Harrison site visit: 1/10/19 @ 2pm Miles City site visit: 1/9/19 @ 8am Great Falls and Havre – the complexity and size of both allows the plans to suffice (No site visit will be provided for these locations).

34. How long does it take for new entrant contractor employees to in-process thorough the VA Security, finger printing and background checks before they are able to work in the facilities ?

Ranges from 45 days through 9 months – contractors may start assuming they initiate background requests with the COR no less than 1 week of start date, and continued service on this contract is contingent on favorable results from the background check.

See attached document: Janitorial PWS Updated with Srikethrough.

See attached document: 154 Consolidated Floor Plan Set.

See attached document: Miles City 1st Floor Contract Plans.

See attached document: Great Falls 2nd Floor.

See attached document: Great Falls 3rd Floor.

See attached document: Havre CBOC.