Healthcare Env Cleaning DRAFT 52.212-1.pdf

ADDENDUM TO FAR 52.212-1 – INSTRUCTION TO OFFERORS

1. PROGRAM STRUCTURE AND OBJECTIVES

a. Defense Health Agency (DHA) anticipates awarding approximately 15 – 25 Multiple Award Contract Indefinite Delivery / Indefinite Quantity (MAC ID/IQ) contracts for Healthcare Environment Cleaning (HEC), each covering all 50 United States and its territories (see “United States” in FAR 2.101). This requirement is 100% small business set-aside under North American Industry Classification System (NAICS) code 561720 with Product Service Code Q901, Healthcare Environmental Cleaning (HEC).

The HEC acquisition consists of the concurrent issuance of two solicitations:

Solicitation Number HT940822R00XX-HEC Small Business

Ability One - The following locations are currently using Ability One vendors, and those locations will remain in the Ability One program:

• Reynolds Army Community Hospital & Multiple MTFs, Fort Sill, OK

• Winn Army Community Hospital, Fort Stewart, GA

• Ireland Army Health Clinic & associated clinics, Fort Knox, KY

• Fort Belvoir Community Hospital, Fort Belvoir, VA

• 36th Medical Group, Andersen AFB, GU

• Los Angeles AFB, Fort MacArthur, 61st Medical Squadron Medical Clinic, San

Pedro, CA

• Evans Army Community Hospital Health Service Area (including DENTAC), Fort

Carson, CO

• Martin Army Community Hospital, Fort Benning, GA

• Madigan Army Medical Center and affiliated Medical Treatment Facilities, Joint

Base Lewis-McChord, WA

• McDonald Army Health Center and Medical Treatment Facilities within Fort

Eustis

• Bayne-Jones Army Community Hospital and Multiple Medical Treatment

Facilities, Fort Polk, LA

• Raymond W. Bliss Army Health Center (RWBAHC), Fort Huachuca, AZ

• Weed Army Community Hospital, Fort Irwin, CA

• Naval Medical Center & Medical/Dental Clinics, San Diego, CA

b. Companies shall not participate as a prime contractor or teaming partner/subcontractor on more than one (1) offer submitted in response to the HEC acquisition. It is the sole responsibility of the Offeror to ensure that teaming partners and subcontractors are not teamed with other offerors. Proposals that identify a company that is included in more than one Contractor Team Organization will be determined unresponsive and ineligible for award.

The estimated program size is $1.5 - $2B over a five-year ordering period with a 2-year incentive option period (can be earned with exceptional performance).

2. GENERAL INSTRUCTIONS

a. This section provides guidance for preparing proposals as well as specific instructions on the format and content of the proposals. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to provide or omission of any of the identified information and/or documents set forth in this solicitation may result in a determination that the Offeror is unresponsive. Offerors that are unresponsive will be ineligible for award.

b. The Contracting Officer (CO) is the sole point of contact for this acquisition. The CO and Contract Specialist (CS) for this acquisition are as follows:

CONTRACTING OFFICER

Ms. Diana Taylor Contracting Officer diana.l.taylor14.civ@mail.mil

CONTRACT SPECIALIST

Ms. Robin D. Boyd Contract Specialist robin.d.boyd.civ@mail.mil

The CO will control exchanges of source selection information between DHA and offerors. DHA may use email to transmit such information to offerors only if they are encrypted and include “Source Selection Information – See FAR 2.101 & 3.104.” in the Subject line along with the Solicitation Number HT9408-22-R-00XX/ HT9408-22-R-

00XX.

If discussions are held, the CO will notify offerors of any decision excluding them from the competitive range; whereupon offerors may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing. The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with (IAW) the requirements of FAR 15.505 or 15.506, as applicable.

c. Elaborate formats, or color presentations are not desired or required. Offeror may only include corporate logos in Volume I – Proposal Responsiveness.

d. Proprietary information must be clearly marked. Proprietary information submitted in response to this solicitation will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 mailto:diana.i.taylor14.civ@mail.mil

U.S.C. § 423), as implemented in FAR Part 24 and DFARS Part 224 (and associated clauses).

e. Offerors shall submit all volumes of their proposal electronically via the PIEE Solicitation Module at https://piee.eb.mil.

Note: Offerors are advised that an active Proposal Manager role in Procurement Integrated Enterprise Environment (PIEE) Solicitation Module is required to submit an offer to a solicitation posted in the PIEE Solicitation Module.

Point of Contact for Vendor Registration/Technical System issues – Email:

disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil Phone: 866-618-5988 / 801- 605-7095

Offerors are cautioned to log into PIEE Solicitation Module within sufficient time to ensure the electronic proposal package is completely uploaded and time-stamped in the system by the due date and time specified for receipt of proposals.

The PIEE Solicitation Module is the ONLY electronic commerce method authorized for the submission of proposals in response to this solicitation. Submissions received outside of the PIEE Solicitation Module may NOT be considered. Proposals received after the due date and time specified herein will be considered late.

Questions: Offerors shall submit questions regarding this solicitation via email to diana.l.taylor14.civ@mail.mil & robin.d.boyd.civ@mail.mil no later than 10 business days after issuance of this solicitation. The Government is not required to answer any questions regarding this solicitation received more than 10 business days after issuance of this solicitation. All responses to questions will be provided via the PIEE Solicitation Module, it is the responsibility of the Offeror to monitor the module for all information regarding this solicitation.

f. All proposal information is subject to verification by DHA. The documentation must be in the Offeror’s name as submitted in Block 17a of the Standard Form (SF) 1449, Solicitation/Contract/Order for Commercial Items, with a corresponding Cage Code and DUNS Number. Offerors shall assume DHA has no prior knowledge of their company, and DHA will rely on documentation provided in the Offeror’s proposal. By signing the SF 1449, the Offeror acknowledges that their proposal is valid for a minimum of 180 calendar days after the proposal due date in Block 8.

g. Files shall not contain classified data and must adhere to the page limitations in Table 1, Proposal Organization. DHA will not read or evaluate pages exceeding any limitation identified in Table 1. An electronic page is identified as follows:

• Page: One face of an 8.5” x 11” sheet of paper if electronic file was printed

• Paragraph: Separated by at least one blank line

• Page Numbering: Sequentially

• Font: Times New Roman Font; 12-point minimum font size mailto:diana.i.taylor14.civ@mail.mil mailto:robin.d.boyd.civ@mail.mil

• Margins: Top, Bottom, Left, Right shall be 1”

• Tables graphs and illustrations: Font size no less than 8 point

• Page layout: Orientation may be portrait or landscape

h. Electronic Files Format: The proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2016, MS Access (for the past performance information tool, and Office Excel 2016, as applicable. Save files in default format (e.g., Word Document – Set “save as type” to “Word Document [*.docx]” only and Excel spreadsheets – Set "save as type" to "Microsoft Excel Workbook [*.xlsx]". Submit portable document format (PDF) documents using Adobe Acrobat only. DO NOT submit any documents in PDF format that are copied as “images”. When creating PDF files, the Offeror shall create the file to enable textual search and copy functions. Offerors shall not lock, encrypt, copy as an image, password protect or otherwise place barriers to opening files in their proposal submissions. In the event DHA cannot access the electronic proposal, DHA will consider the offer invalid, and the proposal will be deemed ineligible for award.

i. Representations and Certifications: Offerors shall ensure that the System for Award Management (SAM) database is current, complete, and applicable to this solicitation.

j. Cross-referencing: Each volume shall be written on a standalone basis so that its contents may be evaluated with no requirement to cross-reference to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Offerors are responsible for the accuracy of their proposals and the Government need not search for information that is not provided in the required Volume.

3. PROPOSAL ORGANIZATION

a. The Offeror shall organize the proposal as set forth in Table 1, Proposal Organization and subsequent detailed supporting documentation provided in proposal tabs. The Offeror shall organize their proposal by Volume and submit the proposal with three (3) separate electronic folders, labeled by volume number and title, as follows:

Volume I – Proposal Responsiveness Volume II – Technical Capability Volume III – Past Performance

b. Within each of the three (3) folders, offerors will submit the required information, electronic documents or supporting materials per Table 1 below. Offerors must include their company name and volume number as shown in the filename of each document.

For example, Table 1 shows ABC Incorporated filename for Volume II, Scope supporting documentation would be: ABC.VOLII.TAB1.pdf. (Filenames do not have to be capitalized). Offerors may make minor adjustments to the file naming methodology so long as the resulting file names and organization are clearly understandable.

Offerors shall submit a single file for each Tab versus multiple files.

Table 1

VOL TITLE PAGE

LIMIT

FILE NAME EXAMPLE

(*see 3.b above)

I PROPOSAL RESPONSIVENESS ABC. VOL 1

Tab 1 – SF 1449 and all Amendments (SF 30) signed by an authorized representative

No Pg.

Limit ABC.SF1449

Tab 2 – Company Information ABC.COMP_INFO 2a – Authorized Offeror Personnel ABC.AOP

2b – Company address, Identifying codes and Designations ABC.COMP_ID

2c - Teaming/Organization Structure (Attachment 1) ABC.TEAMING

2d – Organization Change History ABC.ORG_HISTORY

Tab 3 – Certifications and Representations ABC.CERTS

Tab 4 – Master Table of Contents ABC.MASTER_TABLE

Tab 5 – Glossary of Abbreviations and Acronyms ABC.GLOSSARY

Tab 6 – Company Attributes ABC.COMP_ATTRIB 6a - Certifications ABC.CERTS 6b - Primary Business Sector ABC.PRIM_BUSINESS 6c - Letter or Line of Credit ABC.CREDIT Tab 7 – Supply Chain Management ABC.SUPPLY_CHAIN

II TECHNICAL CAPABILITY ABC.VOLII.

Subfactor 1 - Operational – Procedure Manual – Procedure Manual pgs. ABC.PROCEDURE

Subfactor 2 - Quality Control Plan pgs. ABC.QUALITY

III PAST PERFORMANCE ABC.VOLIII.

Tab 1 –Reference 1 ABC.REFERENCE_1 Tab 2 –Reference 2 ABC.REFERENCE_2

Tab 3 –Reference 3 ABC.REFERENCE_3 Tab 4 –Reference 4 ABC.REFERENCE_4 Tab 5 – Reference 5 ABC.REFERENCE_5

c. The Offeror must provide supporting documentation for each Tab above. The supporting documentation must clearly demonstrate the healthcare environmental cleaning experience. The supporting documentation must be a scanned pdf file and must follow the required naming convention shown in Table 1.

d. A single supporting document file may apply to more than one section. If an offeror uses the same contract to support multiple sections, offerors shall rescan and follow the naming conventions in Table 1 to ease retrieval.

e. Offerors are cautioned that the supporting documentation must demonstrate capability in the specified area (i.e., valid contract numbers, dates, locations, number of full-time equivalents [FTEs], service levels, facility name, etc.). For example, if attesting to DHA that your company had one (1) active contract that required expertise in specialty patient care areas, the documentation provided must clearly show those cleaning requirements were part of the contract—either CLIN structure or PWS requirement statements. DHA reserves the right to review additional information obtained from additional sources related to the supporting documentation for validation purposes.

f. Supporting Documents: Supplier letters or agreements that shows supplies and equipment received with priority and duration of the business relationship.

3.1 Volume I – Proposal Responsiveness

In this volume of the proposal, the offeror shall provide the following information:

Tab 1 - Standard Form (SF) 1449, SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS and SF 30, AMENDMENT OF SOLICITATION/ MODIFICATION OF CONTRACT: Complete blocks 12, 17a, 17b (if applicable), 23, 24, 30a, 30b, and 30c of the RFP Section A, SF 1449. SF 1449, Solicitation/Contract/Order for Commercial Items and all SF 30, Amendment of Solicitation/Modification of Contract documents The Offeror shall include a signed Page 1 the Solicitation/Contract/Order for Commercial Items, (SF 1449) and Amendment of Solicitation/Modification of Contract, (SF 30) using a scanned or electronic signature. The Offeror’s signature must be of an individual authorized to negotiate on behalf of the Offeror.

Tab 2 - Company Information:

a. Authorized Offeror Personnel. Provide the name, title, and telephone number of the point of contact responsible for the proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with DHA.

Additionally, provide the name, title, and telephone number of the CEO, Division President, and/or Vice President of the company for notification purposes.

b. Company/Division Address, Identifying Codes, and Applicable Designations.

Provide company/division's street address, county; CAGE code; DUNS code; TIN.

c. Teaming/Organizational Structure (Attachment 2). If subcontractors or teaming partners are proposed, the offeror must complete Attachment 2 outlining their teaming/organizational structure. Attachment 2 must be complete and clearly identify company names and addresses of all teaming partners or subcontractors that will perform under this contract. If the Offeror is part of a Joint Venture, the Offeror shall provide a copy of the Joint Venture certification documentation.

d. Organization Change History. Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, or subsidiary companies or had name changes. In many cases, these changes have taken place during the time of performance for relevant past efforts or between the conclusion of recent past efforts and this source selection. To clarify any organizational changes, the Offeror shall provide a "roadmap" describing all such changes in the organization of the company. A pamphlet or other commercial document describing such reorganizations may suffice within the page limit identified in Table 1, Proposal Organization. As part of this explanation, show how these changes impact the relevance of any efforts the Offeror identified for past performance evaluation/performance confidence assessment.

Tab 3 - Representations, Certifications (Tab 4): Complete the necessary fill-ins and certifications in Sections D through K. Section K shall be returned in its entirety. For Sections D through I, the offeror shall submit only those pages that require a fill-in. If the Offeror is part of Mentor-Protégé agreement or an 8(a) Joint Venture, the offeror shall provide a copy of the Small Business Administration (SBA) approved Mentor- Protégé agreement and/or Joint Venture certification documentation.

Tab 4 - Master Table of Contents: The Offeror shall provide a table of contents in the Proposal Completeness Volume that serves as an overall guide to what files are provided in electronic format, where they are located, file name and brief descriptions of the documents. The table of contents will not be evaluated.

Tab 5 - Glossary of Abbreviations and Acronyms: Include a glossary of abbreviations and acronyms used throughout the proposals (all three volumes).

Tab 6- Company Attributes:

a. Certifications: The Offeror shall provide proof of the following certifications: Cleaning Management Institute - Green Building; and Other Company Certifications. Each certification must be current and valid.

b. Primary Business Sector: The Offeror shall provide a current copy of the company’s business license or other document that clearly shows the primary service provided and company longevity.

c. Letter or Line of Credit: The Offeror shall provide a letter from the company’s bank or other financial institution which states the company’s capability to meet financial obligations on market based requirements.

Tab 7 - Supply Chain Management: Supply chain management is critical to HEC operations. Provide one or more documents as evidence of an adequate supply chain for the following contractor furnished equipment and items:

• Powered or non-powered Cleaning Equipment

• Cleaning Tools

• Cleaning Products and Cleaners

• Consumable Supplies

• Vehicles

• Offices Supplies

• Uniforms

• Communication Devices

3.2 VOLUME II – TECHNICAL CAPABILITY

The Offeror shall complete the information below and provide all supporting documentation in Volume II. The volume includes two (2) Categories: Procedure Manual and Quality Control Plan.

a. Subfactor 1 – HEC Operational – Procedure Manual.

Per PWS, Paragraph 5.3 – “The contractor shall use procedures that effectively clean and disinfect in accordance with AHE Practice Guidance for Healthcare Environmental Cleaning and all other regulatory mandates (Part 7) to meet or exceed acceptable quality levels in the Performance Requirements Summary (PRS). The contractor is encouraged to apply innovative techniques, best practices above industry requirements that are standard practice for your company, and managerial approaches to create efficiencies and increase overall effectiveness of cleaning and disinfection services that do not violate regulation or policy...” The Offeror shall identify any inspection and /or performance management software that is utilized. Identify if the software is commercial off the shelf software program or is it a company developed/proprietary applications.

Measure of Merit: The submission shall outline offeror’s cleaning and disinfecting procedures for all Service Levels (1 through 6) and enhancements (innovative techniques and best practices exceeding industry standard) that will be used at all performance locations awarded under subsequent task orders. The manual shall detail supplies/equipment (and suppliers), staffing model, contingency plans and cleaning/disinfecting procedures for each of the Service Levels as well as cleaning schedule, response times and frequency requirements.

b. Subfactor 2 – Quality Control Plan.

The quality control plan shall be applicable to all performance locations awarded under subsequent task orders. It must demonstrate a process for inspection activities for all applicable service levels and other service requirements in Part 5 of the PWS and Part 8, Exhibits. The plan must address, at a minimum: completion, efficacy and timeliness inspection procedures.

Completion Describe the process your company employs to continuously assess staffing and the business model to ensure cleaning services at all performance locations are completed as required. Include the procedures your company will follow to demonstrate to DHA services are complete.

Measures of Merit: The process clearly outlines the methods, tools and documents used to verify completion of services, adaptability to workload changes and mitigate worker shortage/unavailability so HEC services are accomplished.

Efficacy Describe comprehensive inspection details for all HEC services along with roles, responsibilities, frequency and documentation.

Measures of Merit: Plan includes inspection methods such as: visual inspections, gel marker testing, ATP (adenosine triphosphate) testing; use of historical/current customer complaints & Service Requests. The inspection methods focus inspections and improve inspection procedures. Detailed corrective actions are described that will be implemented to prevent reoccurrence of deficiencies (e.g., additional inspections, improved/retraining HEC personnel, replacement workers). Plan includes routine customer interactions to assess HEC service perceptions and customer satisfaction levels. Inspection reports should demonstrate annual trending to illustrate improvement or declination of cleaning efficacy.

Timeliness Describe procedures, tools and documents used to assess if and ensure cleaning services meet frequency standards, and response time requirements for all service levels. Address required Contingency Aseptic Cleaning Services to include Service Calls, post construction/renovation demands and changes to cleaning frequency requirements due to National Health Emergency mandates.

Measures of Merit: Plan includes clear procedures identifying specific facility information such as Room Turnover Times; Service Calls and Service Request trends.

Plan references industry resources (e.g., ISSA Cleaning Times or AHE staffing methodologies) to facilitate improvements. Inspection report demonstrates annual trending to assess if remedy(s) were effective.

3.3 VOLUME III – PAST PERFORMANCE

a. The Offeror shall use the past performance information (PPI) tool (see Attachment

X) to submit up to five (5) recent and relevant (See FAR 52.212-2 addendum) past performance references. This tool can be downloaded from the attachment section on this solicitation posting. The Offeror shall save each past performance reference from the past performance tool in PIEE. If the Offeror is unable to download the past performance information tool, contact the CO for assistance. The Offeror must save the PPI database file using the following convention: Prime Contractor Name + RFP Number.accdb (e.g., XYZCompanyHT9408-22-R-00XX.accdb). There is no page numbering, line spacing or font size restrictions on the PPI tool. Offerors will not print and scan the information; DHA requires the database in its entirety.

b. A complete past performance reference consists of:

1. Past performance information sheet from PPI tool (Attachment 3)

2. Past Performance Questionnaire, if required (Attachment 4)

3. Subcontracting/Teaming Partner Consent letter, if required (Attachment 5)

4. Client authorization letter, if required (Attachment 6)

Past Performance Questionnaire (if required) (Attachment 4): The Offeror is responsible for initiating Past Performance Questionnaire (PPQ) only if the past performance reference has not had an official Contractor Performance Assessment Report (CPAR) executed by the authorized CO within the recency window. Offeror will forward the questionnaire to the primary customer point of contact (POC), with instructions to send the completed and signed questionnaire back to the Contracting Officer and Contract Specialist.

Subcontractor/Teaming Partner Consent Letter (if required) (Attachment 5): Past performance information pertaining to a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent. Provide a letter from all subcontractors that will perform major or critical aspects of the requirement consenting to the release of their past performance information to the Offeror in the proposal.

Client authorization letter (if required) (Attachment 6): Each Offeror, teaming partner, and/or joint venture partner shall execute a Client Authorization Letter for commercial customers.

c. References from Prime Offeror. Using the tool provided, submit a maximum of five

(5) past performance references. If teaming partners or subcontractors are proposed, at least three (3) references of the five (5) maximum references must be for the Prime offeror and one (1) of remaining references for the teaming partner/subcontractor. If more than three (3) teaming partners/ subcontractors are proposed, offerors are required to submit references for the teaming partners or subcontractors that will perform the highest percentage of work as identified in Attachment 1 of their proposal.

If no teaming partners are proposed, all five (5) references will be for the offeror. All required documents should be scanned into a pdf file in the above order and named ABC.VOLIII.TAB1A, 1B, 1C, 1D and 1E.

d. DHA considers a task order under MAC ID/IQ contracts, including federal supply schedule, GSA or BPA orders, a single contract. Supporting documentation is required for each task order, as well as stand-alone contracts. The Offeror may not consolidate requirements on multiple task/delivery orders. The following supporting documentation is acceptable:

For Government Contracts: Provide a signed copy of the SF 1449, SF33 or DD1155 along with other contract pages that clearly show the following elements: performance location, provided FTEs, applicable service levels, labor category, and dollar value.

For Commercial Contracts: Provide a signed and dated letter from the customer that confirms the following elements: performance location, provided FTEs, applicable service levels, labor category, and dollar value. A clear name, title, address and phone number for the customer must be on the letter.

>END ADDENDUM to 52.212-1<

3.2 VOLUME II – TECHNICAL CAPABILITY