Questions and Answers to solicitation 445590.pdf

Questions and Answers to 445590

FACILITIES. SERVICES AND HOURS OF OPERATION

1. Population increases - will notice about events that will increase BNL facilities users, guests and Visitors be given to the Contractor in advance for planning purposes?

Yes, we’ll let the vendor know in advance.

2. Micro-Markets - can you provide the square footage/available space for placement of equipment for each building (B400, B911, B740)? Can you provide information about electrical requirements established by BNL?

Approximate dimensions of the current micro-market spaces are as follows:

Building 400: 27ft x 20ft Building 740: 13ft x 12ft Building 911: 10ft x 8ft

Please also see photos labeled as attachment 1 to this document.

3. Can a site visit be arranged before the actual Solicitation is released or shortly after the Solicitation is released? Or can we arrange a site visit now so that we can see the space?

A site visit can be arranged after solicitation.

4. Is there an incumbent providing Mini-Market services for these 3 buildings? If yes what is the name of the company?

Yes - Compass Group

5. How is clean up of the occasional spillage/breakage incident going to be handled?

Is this part of the services BSA will provide?

Yes, BSA will clean occasional spillage. The vendor will be responsible for cleaning their own refrigerators/equipment.

GENERAL OPERATING REQUIREMENTS

1. You state that there is no weekend/holiday access for Micro-Markets stocking.

Could this be a negotiable term?

There could be other reasons for needing access to the locations during one of these periods. Vendor will stock the micro-markets accordingly prior the weekends.

Not all buildings have 24h or weekend access. This can be discussed.

2. Payments for purchases - are PayPal, Apple Pay, Google Pay included in the acceptable methods mentioned in the SS document?

Yes, digital wallet payment and physical credit card payments as well.

TRAINING

1. The required training (CVO & GSO) stated in the document are training sessions provided by BNL?

Yes

2. Are you able to provide the JHA (Job Hazard Analysis) form/template referenced in the SS document now?

Yes, please see JHA template attached.

EQUIPMENT

1. It is stated that BSA Technical Rep has to approve equipment. This could have an impact on pricing for a designed solution submitted in a proposal. Is there a list of unapproved equipment that can be shared? Or will you have a process available for interested Vendors to pre-submit their equipment so that if anything is rejected, ample time is allowed to make adjustments?

We don’t have a list with unapproved equipment. All equipment must be commercial grade and NSF or equivalent approved.

CHANGES TO BSA FACILITIES

1. Your document states that alterations, additions, improvements to BSA facilities is a joint approval by BSA Tech Rep, Guest Services Manager and Procurement & Property Management in the form of an executed contract modification. Is the Contract Officer involved in this decision, since they have the authority to execute the initial contract?

Yes, the Contracts Specialist is in the Procurement & Property Management Division.

2. No signs, advertisements or notices are allowed to be inscribed or affixed to any part of the space per your document without prior approval. Does this include signage on the equipment? Some vendors have permanent signage imprinted on the equipment (at the top). Is this not allowed?

Signage that are imprinted on the equipment are allowed. All the signs need approval prior to being displayed.

DELIVERABLES/SCHEDULE

1. The required Safety Data Sheet (SDS) that has to be submitted to the Chemical Evaluation team, is the information from the manufacturer suitable (I am thinking about the refrigeration units especially)?

The SDS Data Sheet is required to be provided with the chemicals that will be used for cleaning purposes. Refrigeration units are closed systems and has the coolant incorporated.

2. Can you provide a list of permits, licenses and insurance limits required by BSA for this engagement now?

For all licensing requirements, please check with the Stat of New York.

Please also see our terms and conditions for Commercial Items and Services and for Work by Contractors On-Site both Rev 22, Sep 2022, at this link: PPM | Terms and Conditions. Insurance requirements begin on page 6 of the supplemental on-site terms and conditions.

OPTIONAL VENDING SERVICES

1. NYSCB - It sounds like they have a viable contract now with due to Randolph- Sheppard Act. When is notification from them about the "right of first refusal due"?

There is no renewal contract date with NYSCB. We may only have a situation where NYSCB may exercise their refusal for the vending machines if they don’t have a suitable vendor for our facility.

When and if they turn down the opportunity to provide vending machines, will the optional vending services for all of the listed locations be offered as a part of the Micro-Markets solicitation or a stand-alone solicitation?

https://www.bnl.gov/ppm/terms-and-conditions.php https://www.bnl.gov/ppm/terms-and-conditions.php

We will not send out a new solicitation, this will be an option exercised in the contract if it is refused by NYSCB. The Vendor would be required to provide vending machines and services to all buildings listed in the SOW.

2. Does the equipment for the Vendor selected for the Micro-Markets opportunity have to co-exist (in the same buildings and in the same space) with the vending equipment placed by NYSCB?

We will have both micro markets and vending machines/equipment in the following buildings: 400, 911, and 740.

Attachment 1

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Job Hazard Analysis Template

Instructions

A job hazard analysis (JHA) is a technique for studying workplace hazards with a focus on finding the best ways of controlling them. First, a JHA analyzes work ac�vi�es to iden�fy the procedures, tools, and materials necessary for accomplishing the task. Then the JHA process iden�fies strategies that will either eliminate or mi�gate the hazards.

Below are instructions for filling out each section of the JHA template on pages 3−7.

Task/Operation: Enter the name of the task or operation being analyzed. This might be the short name used by everyone in the workplace when referring to the task/operation.

Location: Describe where the task/operation occurs in the workplace.

Job Title(s): List all the job titles of the workers who are assigned to the task/operation being analyzed.

Task/Operation Description: Enter a brief but detailed description about the task/operation being covered in the JHA. Include details such as the purpose of the task/operation, the tools and equipment being used, and the environment in which the task/operation is performed.

Date JHA Prepared: Enter the date that the JHA was finalized by the JHA team.

Supervisor(s): List the names of first-line supervisors who are assigned to the task/operation being analyzed.

JHA Team Members: List the names of the individuals who participated in the analysis.

Note: JHAs are best accomplished as a team effort. JHAs are conducted by individuals who are familiar with the task being evaluated. Workers who perform the operation should be on the team because they have intimate knowledge of the job, how it is performed, and the associated hazards. Supervisors, maintenance staff, and technical experts (such as process engineers and safety and health professionals) should also be part of the JHA team.

Approved By: The JHA needs to be reviewed and approved by the management official (or other designated party) with responsibility for providing a safe and healthful workplace.

Step: Each step of the operation being examined should be written on the JHA worksheet in the order it is performed.

Notes: Break the task/operation into a series of small steps, until you have a complete list of all the steps from start to finish. Taking photos or videos may help the JHA team break the job into steps to make it easier to complete the JHA process. It may be useful to observe several workers performing the task/operation to account for procedural differences.

You will find it best to begin the step description on the JHA form with an action verb (e.g., “Hold the edge of the widget against the grinding wheel to remove excess flashing material”).

Potential Hazards: List the potential hazards identified by the JHA Team.

Attachment 2

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Notes: A potential hazard is any unsafe condition or practice that could cause worker injury, illness, or death. Examples of hazards include unguarded machinery, toxic chemical exposures, environmental stressors (such as heat and noise), electrical hazards, ergonomic hazards (from lifting, pulling, twisting), fire hazards, and many others not listed here.

When addressing the hazards in each step listed in the JHA, all steps should be accounted for, even if there is no hazard associated with them. In such cases, “No Hazard Found” may be entered on the form.

Control Measures: These are the recommendations of the JHA team for how to eliminate or minimize the hazards that were identified in the JHA.

Notes: There are five distinct categories of controls (listed below in order of preference, also called the hierarchy of controls):

• Elimination removes the hazard entirely from the workplace and therefore removes the risk of exposure or harm. It often involves redesigning processes or implementing automation to minimize worker exposure to workplace risks.

• Substitution involves replacing something that creates a hazard with a safer alternative. Examples include using a nonhazardous chemical instead of a toxic one or upgrading an out-of-date machine with a modern version.

• Engineering controls reduce or prevent hazards by isolating workers from them. Engineering controls can include modifying equipment, using protective barriers, or adding a ventilation control.

• Administrative controls focus on modifying behaviors and work practices to reduce the risks associated with various tasks and environments. Unlike engineering controls, which focus on physical changes to the workplace environment, administrative controls are centered around implementing policies, procedures, and work practices for workers to reduce exposure to workplace hazards.

• Personal protective equipment (PPE) is the last line of defense against workplace hazards and includes items such as gloves, safety glasses, hearing protection, hard hats, and respirators. While PPE is an essential component of workplace safety, it should not be the sole control measure relied upon to mitigate hazards.

Employers should prioritize implementing engineering controls, administrative controls, and safe work practices whenever feasible, as these measures can better eliminate or reduce hazards at the source.

If a hazard control is in place and is effective in protecting workers, use the check box to indicate this. This will make it easier for the approving official to allocate resources for new control measures.

Photographs: It may be useful to include photographs in the JHA that illustrate both the poten�al hazards (i.e., the uncontrolled hazard situa�on) and the proper controls needed to mi�gate those same hazards. In lieu of photographs, relevant drawings or diagrams may also be incorporated in this sec�on. This enhances the writen descrip�ons on the JHA form, making the informa�on more understandable for exposed workers.

https://www.osha.gov/sites/default/files/Hierarchy_of_Controls_02.01.23_form_508_2.pdf

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Task/Operation: Enter task/operation name Location: Enter location Job Title(s): Enter job title(s)

Task/Operation Description: Describe task

Date JHA Prepared: Enter date JHA prepared Supervisor(s): Enter name of supervisor(s)

JHA Team Members:

Enter team member name Enter team member name Enter team member name Enter team member name

Approved By: Enter name of reviewer

Signature: Sign here Date: Enter date signed

STEP POTENTIAL HAZARD(S) CONTROL MEASURES PHOTOGRAPHS

Step 1

Add step here

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

Can the potential hazard(s) be:

Eliminated? ☐

Substituted/replaced? ☐ How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed

• Add PPE needed

• Add PPE needed

Uncontrolled

Controlled

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STEP POTENTIAL HAZARD(S) CONTROL MEASURES PHOTOGRAPHS

Step 2

Add step here

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

Can the potential hazard(s) be:

Eliminated? ☐

Substituted/replaced? ☐ How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed

• Add PPE needed

• Add PPE needed

Uncontrolled

Controlled Step 3

Add step here

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

Can the potential hazard(s) be:

Eliminated? ☐

Substituted/replaced? ☐ How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed

Page | 5

• Add PPE needed

• Add PPE needed

Controlled Step 4

Add step here

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

• Enter potential hazard

Can the potential hazard(s) be:

Eliminated? ☐

Substituted/replaced? ☐ How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed

• Add PPE needed

• Add PPE needed

Page | 6

Step 5

Add step here

• Enter potential hazard

Can the potential hazard(s) be:

Eliminated? ☐ Substituted/replaced? ☐

How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed

Step 6

Can the potential hazard(s) be:

Eliminated? ☐ Substituted/replaced? ☐

How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

Page | 7

Step ____

Can the potential hazard(s) be:

Eliminated? ☐ Substituted/replaced? ☐

How? Add control measure

Engineering controls Existing?

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Administrative controls

• Add control measure ☐

• Add control measure ☐

• Add control measure ☐

Personal protective equipment

• Add PPE needed