Exhibit D - QnA 14Sep26.xlsx
XLSX spreadsheet 33 KB Posted
- Solicitation number
- HT9406-26-R-E006
- Issued by
-
Defense Health Agency
About this file
This is a Questions and Answers (Q&A) document for Amendment 0002 of RFP HT9406-26-R-E006 for European Healthcare Environmental Cleaning (HEC) Services in Germany, dated September 14, 2026. The document addresses 132 detailed questions submitted by prospective vendors regarding the solicitation requirements, pricing, staffing, scope of work, and operational procedures across three military treatment facility locations: Landstuhl Regional Medical Center (LRMC) in Landstuhl with outlying clinics in Baumholder, Kaiserslautern, and Wiesbaden; Medical Department Activity-Bavaria (MEDDAC-B) in Vilseck with outlying clinics in Grafenwoehr, Hohenfels, Ansbach, and Stuttgart; and Rhine Ordinance Medical Center (ROBMC) in Weilerbach.
The Q&A clarifies critical contract structure and requirements: the contract will be issued as separate task orders for LRMC, MEDDAC-B, and ROBMC; a 90-day phase-in period will precede full performance task orders beginning in FY29; all pricing must be firm-fixed with separate step-ladder pricing matrices by service level and location; and contractors must provide all labor, management, supervision, quality control, supplies, consumables, equipment, and vehicles. The document establishes that contractors shall follow American Hospital Association (AHA) Practice Guidance for Healthcare Environmental Cleaning, DIN Norm 13063, German KRINKO/RKI practices, and comply with the Status of Forces Agreement and Final Government Standards for Germany. Key scope clarifications include that contractors handle internal linen collection and distribution only (external laundry services remain separate); manage regulated medical waste transport only within LRMC at Kirchberg Kaserne; provide consumables per Table 1 of the PWS; maintain ISSA and CIMS-GB or equivalent certifications (DIN EN ISO 9001 and 14001); and must demonstrate experience managing 50+ German employees. The amended PWS includes revised guidance on cleaning standards, room allocations, workload data, government-furnished equipment and facilities, and clarifies that contractors determine staffing levels, shift schedules, and cleaning frequencies necessary to meet PWS requirements based on service levels ranging from surgical areas (Level I) through common areas (Level VI).
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Q&A 14Sep26
| Question # | QUESTION | Answer |
| 1 | Is it possible there is an equivalent reference for guidance that can be found/considered for use by foreign vendors, possibly on the website for International Executive Housekeepers Association? There is guidance provided by the Commission for Infection Prevention & Hygiene in Healthcare and Nursing (KRINKO) that would align with the Practice Guidance. | PWS paragraph 5.1 is revised to:The Contractor shall provide a Procedure Manual that detail types of personnel, supervision, tools, materials, equipment, transportation, vehicles, certifications, other replenishment supplies and services in accordance with the AHE Practice Guidance for Healthcare Environmental Cleaning, DIN Norm 13063 and the German (KRINKO/RKI) practices, commercial and industry standards, and all local, state, host nation and federal laws to meet the requirements of the PWS for all performance locations. The Contract- level Procedure Manual will be applicable to all subsequent TOs. The Status of Forces Agreement (SOFA) and the Final Government Standards (FGS) for Germany dictate how U.S. forces manage environmental, safety, and health standards overseas. The overarching operational rule under FGS is that U.S. forces must evaluate U.S. standards against host nation standards and apply the most stringent requirement of the two. Should any conflict arise, LRMC and MEDDAC-B Infection Prevention and the responsible environmental/occupational-health authorities will issue a written decision on the applicable standard. In accordance with Part 7, Applicable Publications. Section 7.10, Industry Publications and other References. (https://rki.de/) |
(https://www.dinmedia.de/de/norm/din-13063/342791036)
| 2 | Do the vendors have to clean and replace the door mats at LRMC? | PWS 5.3.6.2. is revised to include, "Walk-off mats and runners are Government property and deep cleaned under a separate contract. Degraded mats can be exchanged for new mats at MEDDAC-B, LRMC, its outlying clinics and ROBMC as needed in coordination with the Chief, ESB at each location . |
| 3 | Do the vendors have to clean and replace the door mats at MEDDAC-B? | Yes, see PWS 5.3.6.2. |
| 4 | Does MEDDAC-B provide a space for the contractor to place a washer and dryer to clean mop heads, etc? | No. That space is not provided by the Government at MEDDAC-B. |
| 5 | Within the RFP SF 1449 dated 21 July 2026 there is LRMC Attachment 10_Workload Data 17 July listed in the List of Attachments. But I could not locate it in SAM.gov | LRMC Attachment 10_Workload Data 17 July was on sam.gov with the RFP on 21 July 2026. A revised version is uploaded to SAM.gov with this amendment. |
| 6 | Is the currently posted PWS (Version 30 June) the final version, or should we expect any updates prior to the Q&A/offer deadline? | Please see the revised version of the PWS uploaded to SAM.gov with this amendment. |
| 7 | If the PWS is updated: will an additional Q&A period be provided and/or will the question deadline be extended? | The Government is providing a second quesiton submission period with this amendment. Questions in response to this amendment are due NLT 1400 CET on 21 September 2026. |
| 8 | How will newly added locations—e.g., Ramstein, Spangdahlem, or Geilenkirchen—be priced, and with what minimum lead time will area, service level, start date, and start-up requirements be communicated? | Any location added to the contract during performance will be added under the changes clause of the contract but will use the same Step-Ladder Fixed Price Format as Exhibit C. The Government does not have an estimated date for the addition of any new locations." |
| 9 | In the event of planned or unplanned building closures, does the fixed monthly price remain unchanged, is it reduced pro rata, or are only explicitly requested Essential Services compensated? | In the event of an unplanned building closure, the applicable Step Ladder price applies unless conditions necessitate the Government to direct differently. See PWS 2.1.73. |
| 10 | Please correct the LRMC allocation for Building 3749. Attachment 7 shows approx. 19.00 m² in Service Level III and 101.25 m² in Service Level IV, whereas Attachment 6 assigns these areas to Service Level IV and V, respectively. | See revised LRMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. |
| 11 | Please provide a reconciled MEDDAC-B quantity/area baseline. Attachment 7 totals approx. 26,245.03 m², while Attachment 6 and Exhibit C show approx. 31,441.03 m². | See revised MEDDAC-B Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. |
| 12 | Please clarify the MEDDAC-B areas for Building 2337 “PT & Wellness Center Stuttgart.” Attachment 7 shows 253 m² Service Level IV and 124 m² Service Level V, while Attachment 6 shows 5,093 m² and 376 m², respectively. | See revised MEDDAC-B Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. |
| 13 | Please clarify the MEDDAC-B areas for Building 51 “Health Clinic Hohenfels.” The totals by service level do not match between Attachment 6 and Attachment 7. | See revised MEDDAC-B Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. |
| 14 | For LRMC, please provide a cleaned-up room list with an unambiguous room or sub-area key. Numerous building/room number combinations are listed multiple times, in part with different areas or service levels. | Intentional room number duplications in LRMC Attachment 7 - Cleaning Requirement Report are indicated with a "-" following the room number. Multiple "--" after the room number indicates that the room has several intentional duplicate rows. The sum of the sqm of the duplicates is the total room size. |
| 15 | By way of example, please clarify Wiesbaden Building 1041, Room 100A, which is listed twice in LRMC Attachment 7 with different areas. Are these separate sub-areas or a duplicate entry? | See answer to question #14. |
| 16 | Please also provide unique room or sub-area identifiers for MEDDAC-B. Several room IDs are used with different uses or service levels, e.g., Building 8156 Room 1056 and Building 51 Room 220. | See revised MEDDAC-B Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. |
| 17 | For ROBMC, please provide a complete room-level Cleaning Requirement Report in accordance with Attachment 7, including areas, service levels, room types, floor types, shifts, operating days, and frequencies. | See ROBMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. The PWS and attachments do not dictate cleaning frequency. |
| 18 | Please confirm whether the 50,000 m² shown for ROBMC Service Level VI is a validated planned area or a preliminary placeholder. | See ROBMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report for validated planned areas. |
| 19 | Please provide the final Government-furnished rooms and the storage, office, loading, and locker-room areas, as well as the Government furnished equipment for ROBMC. | See ROBMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report for validated planned areas. Government furnished equipment is not finalized for ROBMC but is expected to be similar to equipment and facilities provided at LRMC. |
| 20 | Please clarify whether MEDDAC-B rooms with only two cleaning days per week must additionally receive policing, visual inspections, trash removal, and replenishment on all days the facility is open. | MEDDAC-B Attachments 6 and 7 are revised to list days of operation, not cleaning frequency. The Contractor shall determine the frequency of cleaning to meet the requirements of the PWS. |
| 21 | Please confirm the responsibility matrix for consumables at LRMC, ROBMC, LRMC outlying sites, and MEDDAC-B—especially for toilet paper, paper towels, soap, hand sanitizer, trash bags, urinal screens, toilet brushes, and sanitary bags. | See PWS 4.3., Table 1: Contractor Provided Consumables |
| 22 | Please confirm the permanently provided office, storage, loading, chemicals, equipment, and locker-room areas per site, as well as the replacement arrangement if Government-allocated space is withdrawn. | See Attachment 4 - Government Furnished Equipment and PWS Part 3. Replacement arranagements will be made through the COR if Government provided facilities or equipment is withdrawn. |
| 23 | How is the linen service to be priced since Exhibit C does not contain a separate price line item, and how are quantity changes compensated? In addition, please provide historical monthly quantities, peak quantities, item mix, routes, and par levels per site. | Exhibit C, Tab 2. LRMC, contains a line item for a monthly firm-fixed price for linen handling. It will not change regardless of linen fluctation. See answer #24 for the question regarding historical monthly quantities, peak quantities, item mix, routes, and par levels per site. |
| 24 | Please provide historical monthly quantities, peak quantities, item mix, routes, and par levels of linen per site. | See LRMC Attachment 5 - Linen Distribution for collection and distribution points. All linen distribution on Kirchberg Kaserne. All buildings are within 1km of LRMC 5B, Environmental Services Branch. The HEC Contractor is not required to transport linen to or from LRMC outlying clinics. See LRMC Attachment 5, Tab 2, LRMC Estimated Monthly Weight, for the approximate weigh of linen handled monthly by clinic. Par levels are established by each clinic based on patient load. |
| 25 | Is the HEC contractor responsible only for the internal collection, handling, weighing, inventory, exchange, and distribution of linen within each medical facility? | Yes. See PWS 5.15. Linen Services. |
| 26 | Will a separate laundry service contractor remain responsible for washing, drying, finishing, packaging, and returning clean linen? | Yes. A separate contract will remain responsible for washing, drying, finishing, packaging, and returning clean linen. PWS 5.15.13. is revised to read "The contractor shall pick up Ssoiled linen shall be picked up between 0700- and 0830-hours Monday - Sunday at the LRMC, LRMC’s outlying buildings, and ROBMC and its outlying buildings. All LRMC outlying clinics have their own courier driver picking up clean and delivering soiled linen to ESB, 5B. The contractor shall deliver all clean linen All items received by the Contractor for laundering shall be completely processed and delivered no later between 0900than and 12100. All LRMC outlying clinics have their own courier driver picking up clean and delivering soiled linen to ESB, 5B.." |
| 27 | Does the phrase “completely process laundry services” mean that the HEC contractor must also provide the physical laundering and finishing of linen? | No, “completely process laundry services” is deleted from PWS para. 5.15.11. |
| 28 | If laundering is part of this contract, please identify: |
The required laundry facility or facilities;
Whether laundering must occur on-site or off-site;
Estimated daily and monthly linen quantities;
Required pickup and delivery routes;
Required vehicles;
Packaging requirements;
Processing standards;
Turnaround times; and
| Required permits or certifications. | See Answer #25. | ||
| 29 | Does the HEC contractor transport linen only within each performance location, or must linen be transported between installations or to an off-site laundry facility? | See Answer #24. | |
| 30 | Please provide the current or estimated linen quantities by location, including: |
Clean linen received;
Soiled linen collected;
Clean linen distributed;
Number of carts;
| Average cart weight; Pickup frequency; Delivery frequency. | See Answer #24 | ||
| 31 | Does the HEC contractor’s responsibility for ordinary waste and recycling end when the waste is delivered to the Government-designated collection point? | Yes. | |
| 32 | Is another Government contractor or municipal provider responsible for: |
Collection from the designated point;
Off-installation transportation;
Sorting;
Treatment; and
| Final disposal? | Yes. | ||
| 33 | Is the HEC contractor required to provide any vehicle for ordinary waste transport, or | ||
| only internal transport carts? | See PWS 4.5., 5.12, and LRMC Attachment 8 - Regulated Medical Waste | ||
| 34 | Please identify the designated waste collection points and estimated travel distances for each performance location. | See PWS 5.12.4.1. and Attachment 6 - Summary of Buildings | |
| 35 | Please provide the estimated daily or monthly volume of: |
General waste;
Recyclable waste;
Glass;
Paper;
Cardboard;
Food waste; and Other waste streams See LRMC and MEDDAC-B Attachment 10 - Workload Data for trash collection estimates.
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| 36 | Are compactors, dumpsters, waste containers, and external waste receptacles | |
| Government-furnished? | Yes. These containers are available to use for the contractor to dump waste. | |
| 37 | The PWS states that the Government provides properly fitted and color-coded trash |
liners. Please confirm whether this applies to all regular waste and recycling liners at
| every location. | Yes, see PWS 3.3.10. and 4.3. | |
| 38 | Does the HEC contractor’s responsibility end after RMW is delivered to the designated | |
| storage room or central collection point? | Yes. | |
| 39 | Is another provider responsible for: |
Off-installation transportation;
Treatment;
Sterilization;
Incineration;
Destruction; and
| Final disposal? | Yes. | ||
| 40 | Does the HEC contractor require a German waste carrier, transport, treatment, or | ||
| disposal permit? | No, the HEC contractor will not transport RWM outside LRMC, Kirchberg Kaserne. | ||
| 41 | What type of enclosed vehicle is required for RMW transport? | See PWS 4.5. | |
| 42 | Is vehicle transport required only within one installation, or between different | ||
| installations? | See PWS 4.5. The specific of vehicles required to perform the requirements in the PWS and its Attachments is determined by the Contractor. | ||
| 43 | Please provide the estimated RMW quantity by location, including: |
Kilograms per day;
Kilograms per month;
Number of collection points;
Number of scheduled collections;
Number of emergency collections; and
| Cytotoxic waste quantities. | See LRMC Attachments 8 - Regulated Medical Waste and 10 - Workload Data. | |
| 44 | Please confirm that the Government will provide all required RMW bags and identify |
which party provides:
RMW containers;
Dedicated carts;
Scales;
Labels;
PPE; and
| Documentation forms. | The Government will provide RMW bags, containers, labels, carts, scales, and documentation forms. See PWS 4.3. and 5.13. | |
| 45 | Please provide or confirm the complete official definition and scope for each Service Level. |
Specifically, please confirm the following general classification:
Service Level I: Surgical and other highest-risk critical areas;
Service Level II: Patient-care and dedicated clinical areas;
Service Level III: Restrooms, showers, and similar sanitation areas;
Service Level IV: Clinical and medical support areas;
Service Level V: Administrative and office areas; and
| Service Level VI: Common areas, hallways, waiting areas, entrances, and stairwells. | The definitions of Service Levels I - VI are in PWS paragraphs 5.3.1.-5.3.6.2. | ||
| 46 | Which room types belong to each Service Level? | Refer to Attachment 7 - Cleaning Requirement Report for the list of all rooms by Service Level. MEDDAC-B, LRMC, and ROBMC each have an Attachment 7. | |
| 47 | Which rooms require: |
Dedicated staffing;
Lock-in staffing;
Continuous policing;
Between-case cleaning;
Terminal cleaning;
Discharge cleaning; and Emergency response? Refer to the following PWS Paragraphs: Dedicated staffing: 2.1.22., 5.3.2 and Attachment 7.
Lock-in staffing: 2.1.22, 5.3.1, 5.3.1.3.
Continuous policing: See Steadfast Policing in 2.1.65, 5.3.3.1, 5.3.6.1 Between-case cleaning. 2.1.6, 5.3.1.1.
Terminal cleaning: 2.1.69, 5.3.1.1, 5.3.2., and 5.3.4.2. - 5.3.4.4.
Discharge cleaning: 2.1.51.
Emergency response: See Contingency Cleaning Services at 2.1.12. and 5.5.3
| 48 | What response time applies to each Service Level? | See PWS paragraphs 5.3.1.-5.3.6.2. for response times by Service Level. |
| 49 | When one room has more than one clinical use, which Service Level controls? | The more stringent Service Level controls in rooms with more than one clinical use. |
| 50 | Does the Service Level determine only the cleaning procedure, or also: |
Frequency;
Staffing;
Response time;
Equipment;
Supplies;
Quality inspection frequency; and
| Pricing? | Refer to PWS Section 5.3 Service Levels for the response times for each Service Level. The Offeror is responsible for proposing a technical approach and price that addresses all components of HEC performance by service level in accordance with the PWS. That includes, but is not limited to, Frequency; Staffing; Equipment; Supplies; and Quality inspection frequency. See Exhibit C - Price Matrix and PWS 5.3. | |
| 51 | Must Offerors calculate and price all currently listed locations, including: |
Landstuhl Regional Medical Center;
Landstuhl outlying buildings;
Baumholder;
Wiesbaden;
Kleber Kaserne;
Pulaski Barracks;
Vilseck;
Grafenwoehr;
Hohenfels;
Ansbach;
Katterbach;
Illesheim; and Stuttgart? Offerors shall price LRMC which includes, Landstuhl Regional Medical Center;
Landstuhl outlying buildings;
Baumholder;
Wiesbaden;
Kleber Kaserne; and Pulaski Barracks, MEDDAC-B which includes Vilseck; Grafenwoehr; Hohenfels; Ansbach; and Stuttgart. Offerors shall also price ROBMC. See PWS Para. 1.4.1.1., PWS 1.4.3. and Exhibit C - Price Matrix, Tab 2. LRMC, Tab 3. MEDDAC-B, and Tab 4. ROBMC.
| 52 | Please confirm whether Stuttgart is included in the initial requirement. | Yes, Stuttgart is part of MEDDAC-B. See revised PWS 1.4.3. |
| 53 | For Stuttgart, please confirm whether the current scope includes: |
Building 2211 – Health Clinic Annex;
Building 2300 – Health Clinic;
Building 2337 – Physical Therapy and Wellness Center;
Building 2996 – Dental and Veterinary Clinic;
Building 2997 – Health Clinic Annex; and
| Building 3312 – Kelly Health Clinic. | Stuttgart's scope includes all Buildings identified in MEDDAC-B Attachment 7 - Cleaning Requirement Report | ||
| 54 | Which locations are expected to be included in the first task order following award? | One 90-day phase-in task order will be made at award. Shortly after, the Government expects to issue one task order for LRMC (Landstuhl Regional Medical Center; Baumholder; Wiesbaden; Kleber Kaserne; and Pulaski Barracks) with a PoP beginning the day after the 90-day phase in ends, and one task order for MEDDAC-B (Vilseck; Grafenwoehr; Hohenfels; Ansbach; and Stuttgart) with a PoP beginning the day after the 90-day phase in ends. See FAR 52.216-22 Indefinite Quantity, Garaunteed Minimum. | |
| 55 | Will LRMC and MEDDAC-B be issued under: |
One combined task order;
Separate task orders; or
| Multiple task orders by region or installation? | See revised Section G - Contract Administration Data, Ordering, 1(vii). The Government will issue separate task orders for LRMC, MEDDAC-B, and ROBMC. | |
| 56 | Must ROBMC be included in the current staffing and price calculations, even though it | |
| is expected to become operational later? | ROBMC is not included in Exhibit A, Staffing Plan. Price ROBMC in Exhibit C - Price Matrix. See Tab 4 of Exhibit C. | |
| 57 | Should Ramstein, Spangdahlem, Geilenkirchen, or other potential future locations be | |
| priced now, or only when a future task order is issued? | Only propose prices for the locations in Exhibit C - Price Matrix. | |
| 58 | If future locations are not included in the current attachments, how will new prices be | |
| established? | See Answer to Question #8 | |
| 59 | During the 90-day phase-in, is the incumbent contractor expected to continue | |
| performing the full operational workload? | The incumbent is responsible for 100% of HEC services during the 90-day phase-in. The phase-in period is provided for the incoming contractor to execute required tasks to be ready for full performance on the first day of the task orders covering LRMC and MEDDAC-B. See revised PWS Para. 5.2 | |
| 60 | Is the incoming contractor expected to: |
Perform no cleaning during phase-in;
Gradually assume portions of the work;
Operate alongside the incumbent;
Begin at partial capacity; or
| Maintain full operational capacity before the phase-in period ends? | See Answer to quesiton #59 | |
| 61 | On which date must the incoming contractor be fully staffed and capable of performing | |
| 100% of the requirement? | On Day 91, immediately following the 90-day phase-in period. See PWS 5.2. | |
| 62 | Will the Government provide a detailed transition schedule identifying when buildings, | |
| departments, or shifts transfer from the incumbent to the incoming contractor? | The Government will provide that information prior to issuing a task order for services. The Government does not anticipate a transition to begin before FY29. Exhibit C - Price Matrix is structured accordingly. | |
| 63 | Is the incoming contractor expected to price labor for full staffing during the entire 90- | |
| day phase-in period? | No. The phase in period is provided for the incoming contractor to be prepared for full performance on the first day of the task orders covering LRMC and MEDDAC-B. See Answer #59. | |
| 64 | If both contractors are present during transition, which contractor is responsible for: |
Actual cleaning performance;
Quality control;
Supplies;
Equipment;
Linen;
Waste;
Emergency response; and
| Mission-essential coverage? | See Answer #59. | ||
| 65 | Will incumbent employees be permitted to transition to the new contractor? | The RFP requires the contractor to be qualified to operate within local area and country labor laws. This includes knowledge of requirements applicable to incumbent contractor personnel. | |
| 66 | Will the Government provide incumbent staffing information, shift structures, current | ||
| productive hours, and employee transfer procedures? | Evaluation Factor 1 Technical Capability Subfactor C Schedules and Staffing requires the interested parties to submit their proposed sample work schedules and a comprehensive Staffing Plan. Evaluation Factor 1 Technical Capability Subfactor D Phase-in/Transition Plan requires the contractor to submit a Phase-in/Transition Plan. The RFP requires the proposing parties create these submittals. See response to Question 65. | ||
| 67 | Are phase-in costs reimbursed separately, or must all transition expenses be included in | ||
| the fixed prices? | All in Phase-in expenses are to be included in the fixed price CLIN per Exhibit C - Price Matrix, Tab 1 Phase-in. The 90-day phase-in period occurs before the performance start dates on any subsequent orders for services. | ||
| 68 | What specific phase-in deliverables must be accepted before the incoming contractor | ||
| may begin full performance? | The deliverables as indicated the table in PWS para 8.2 Contractor Deliverables. | ||
| 69 | What specific vehicles must the contractor provide? Are vehicles required for: Linen transport; |
RMW transport;
Regular waste;
Cleaning personnel;
Equipment;
Supplies;
Management travel; and
| Emergency response? | See PWS 4.5. The specific of vehicles required to perform the requirements in the PWS and its Attachments is determined by the Contractor. | ||
| 70 | How many vehicles are required by location? | The number of vehicles required to perform the requirements in the PWS and its Attachments is determined by the Contractor. | |
| 71 | What vehicle types are acceptable? | See PWS 4.5. | |
| 72 | Must RMW vehicles be: |
Fully enclosed;
Refrigerated;
Leak-proof;
Washable;
Marked;
Dedicated only to RMW; or Licensed under German waste-transport regulations? See PWS 4.5.2. for marking requirements. PWS parapraph 4.5 revised to include, "The contractor shall provide any vehicles used in performance of this contract to transport personnel, supplies, equipment, RMW, linen and trash, and to support the PWS. Trash and linen shall be transported in separate vehicles. The vehicle used to transport RMW shall be enclosed, such as a cargo van. All vehicles shall be registered, licensed, insured, and operated in accordance with local and installation traffic regulations by a licensed driver. All contractor furnished vehicles shall be maintained in a neat, presentable, and operational condition and shall meet state safety inspection standards. Any contractor’s vehicles not meeting standards shall not be operated nor stored on U.S. Government installations. The contractor shall not perform vehicle maintenance or repair on government property unless classified as an emergency. The contractor shall have a sign prominently displayed on the right and left side of contractor furnished vehicles Vehicles are not required to be licensed under German waste-transport regulations because RMW will not be transported outside LRMC at Kirchberg Kaserne.
| 73 | May the same vehicle be used for clean linen and soiled linen at different times if | ||
| properly cleaned and disinfected? | Yes, if properly cleaned and disinfected. Currently vehicles are only used to transport linen at LRMC from 5B to the BLDGs in LRMC Attach 5 which are within a 1KM radius. The contractor is not required to transport clean or soiled linen from the LRMC 5B to any outlying clinic. | ||
| 74 | May the same vehicle be used for linen and RMW, or are separate dedicated vehicles | ||
| mandatory? | No, trash and linen shall be transported in separate vehicles. See PWS 4.5. | ||
| 75 | Is transportation required between separate installations or only within each installation? | See PWS 5.12.4.1. for the requirement to transport trash and PWS 4.3. for locations where the contractor is responsible for providing consumable supplies. | |
| 76 | If the Contractor is required to transport linen, regular waste or RMW, please provide: |
Routes;
Distances;
Pickup and delivery schedules;
Number of daily trips; and
| Access or parking restrictions. | See LRMC Attachments 5 - Linen Distribution, 6-Summary of Buildings, 8 - Regulated Medical Waste, and 10 - Workload Data. | ||
| 77 | Are Government-furnished vehicles available for any portion of the work? | No. See PWS 4.5. | |
| 78 | Must all vehicle acquisition, leasing, fuel, maintenance, insurance, replacement, and | ||
| driver costs be included in the Firm-Fixed-Price rates? | Yes, all costs shall be included in FFP rates. | ||
| 79 | Does “Productive Hours” include only direct cleaning time? | No, productive hours include all efforts required to meet PWS requirements. | |
| 80 | Should Productive Hours include: |
Setup;
Travel inside buildings;
Travel between buildings;
Travel between installations; Equipment decontamination;
Supply restocking;
Waste transport;
Linen transport;
Service-call standby;
Quality-control inspections;
Supervisor time;
Training;
Break coverage;
Leave replacement; and
| Sickness replacement? | Exhibit A shall include all efforts required to meet PWS requirements. How staffing is managed to ensure provision of uninterrupted services is at the discretion of the contractor. | |
| 81 | Has the Government established minimum productive hours or minimum staffing levels | |
| by building, Service Level, or shift? | Information required to establish proposal elements are included in the PWS, Attachments 6 and Attachments 7. | |
| 82 | What tariff agreement should Offerors use to calculate productive annual hours per | |
| FTE? | The RFP requires the contractor to be qualified to operate within local area and country labor laws. This includes knowledge of requirements applicable to tariff agreements. | |
| 83 | Will the Government accept Offeror-developed productivity standards when supported | |
| by hospital-cleaning experience and a clear Basis of Estimate? | Yes. FAR 52.212-1, Instructions to Offerors, Volume II - Factor 1 – Technical Capability, Subfactor C: Schedules and Staffing, Exhibit A (Staffing Plan) "shall include the Total Productive Hours and the Proposed Staffing Levels based on a Full-Time Equivalent (FTE)." Volume IV - Oral Presentation Submissions, Technical Subfactor C: Staffing Plan, requires Offerors to "Describe your staffing policies and procedures demonstrating compliance with minimum PWS staffing requirements. Provide the Basis of Estimate (BOE) methodology used to estimate the Productive Hours proposed in Exhibit A." | |
| 84 | How should Offerors estimate unscheduled workload such as: |
Terminal cleaning;
Between-case cleaning;
Emergency cleaning;
Isolation cleaning;
Discharge cleaning;
Service calls; and
| Outbreak response? | Please see workload data in Attachment 10. LRMC outlying clinics and MEDDAC-B do not have in-patient services. | ||
| 85 | Please provide historical volumes for these unscheduled services by location. | See Answer to question #84. | |
| 86 | Which equipment listed in Attachment 4 will be available to the incoming contractor? | All equipment listed in Attachment 4 will be provided. | |
| 87 | Will Government-furnished equipment be: |
Fully operational;
Inspected before transfer;
Maintained by the Government; or
| Maintained by the contractor? | See PWS 3.1.2, 3.1.3, 3.1.8 and 3.1.9 for inspection requirements of equipment and space and well as maintenance and cleaning. | |
| 88 | Who is responsible for: |
Repairs;
Preventive maintenance;
Replacement;
Damage;
Loss;
Consumable parts; and
| Equipment downtime? | Reference PWS 3.1.9 revised to "The Government will provide maintenance and repair services for the Contractor- allocated areas and Government furnished equipment (GFP Attachment 4) under this contract." PWS 3.5. is revised to include "At LRMC, CSPs are permitted to use existing Government equipment . This facility specific equipment shall not be removed or taken out of the facility that issues such equipment. If the equipment is lost or negligibly damaged, the Contractor will be charged for damaged or lost equipment issued by a Government Equipment Custodian. Any damage to such equipment shall be reported to the COR within one (1) hour of incident." | ||
| 89 | What equipment must the contractor independently provide for each Service Level? | See PWS Section 4.4. The contractor is responsible for providing all equipment required to provide services in accordance with the PWS. | |
| 90 | Must the contractor provide backup equipment for all critical machines? | See Answer #89. | |
| 91 | Are equipment inventories and current condition reports available by location? | LRMC and MEDDAC-B Attachment 4 - Government Provided Equipment, provides the government furnished equipment listing. All items listed are functional. Joint inventory will be conducted IAW PWS 3.1.2. | |
| 92 | Please clarify which party supplies the following: |
Cleaning chemicals;
Hospital-grade disinfectants;
Floor-care products;
PPE;
Regular trash liners;
RMW bags;
Paper towels;
Toilet paper;
Soap;
Hand sanitizer;
Feminine-hygiene bags;
Toilet brushes;
Linen labels;
RMW labels; and
| Cytotoxic-waste containers. | See new Table 1: Contractor Provided Consumables in PWS 4.3. | ||
| 93 | What is the contractor's responsibility to provide the above items at future locations? (Ramstein, etc) | After contract award, prior to negotiating pricing for orders at locations not priced at award, the Government will provide applicable attachments that are similar to those in the current PWS. | |
| 94 | Must the sample work schedules cover only the rooms specifically identified in the | ||
| solicitation, or all rooms in Attachment 7? | The sample work schedules required by FAR 52.212-1 shall only cover the rooms specifically identified in FAR 52.212-1. | ||
| 95 | Should each sample work schedule show: |
One shift;
One day;
One full week; or
| A full recurring schedule? | Each sample work schedule shall show all tasks performed for one full week. | ||
| 96 | Must staffing be shown by named employee or only by labor category? | Labor category only. | |
| 97 | Do the sample schedules count within the three-page Subfactor C limit? | No, there is no page limit for the sample schedules. | |
| 98 | Must Exhibit A include: |
All known locations;
| Only initial task-order locations; or Separate scenarios for LRMC, MEDDAC-B, Stuttgart, and ROBMC? | Exhibit A - Staffing Plan_Service Type by Building, has two tabs, "LRMC" and "MEDDAC-B". Offerors shall fill-in both tabs. Stuttgart is included in MEDDAC-B. | |
| 99 | If Government workload data is missing or marked “N/A,” should Offerors state | |
| assumptions in the Basis of Estimate? | Any assumptions should be provided in the Basis of Estimate. Attachment 10 provides MTF workload data for use. Items marked "N/A" indicate that item or service is not required at the corresponding clinic. | |
| 100 | Please confirm whether prices must include: |
Direct labor;
Management;
Supervision;
Quality control;
Shift premiums;
Night premiums;
Weekend premiums;
German holiday premiums;
U.S. federal holiday coverage;
Vacation;
Sickness replacement;
Training;
Background checks;
Medical screenings;
Vaccinations;
Installation-access processing;
Supplies;
Consumables;
Equipment;
Vehicles;
Fuel;
Maintenance;
Linen activities;
Waste activities;
Mobilization;
90-day phase-in;
Insurance;
Reporting;
Reperformance;
Contingency staffing; and
| Mission-essential operations. | Per 52.212-1, Offerors shall propose firm-fixed unit prices for each unit price (yellow cells) in Exhibit C, Tabs 1 through 4. Prices on Exhibit C shall include all Prices shall include all costs necessary to meet the PWS requirements, including compliance with German statutory wage agreements. | |||
| 101 | PWS Sections 5.1.3 and 5.1.4 require the Contractor to maintain the specified certifications throughout the life of the contract. Please clarify whether an Offeror is eligible for award if the required certifications are in progress at the time of proposal submission and will be obtained during contract performance. | Certification must be held at time of award. | ||
| 102 | For Subfactor B, Skill 3, may the required experience managing 50 or more German employees be demonstrated by a proposed subcontractor or teaming partner that will perform under the resulting contract? | Yes, the Government will consider the past performance of a joint venture, subcontractors or teaming partners. Please see revised FAR 52.212-1 and FAR 52.212-2. | ||
| 103 | ROBMC is included in the other LRMC solicitation documents but has no Attachment 7 cleaning requirements which is necessary for a room-level basis for staffing. Please provide. | See ROBMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report | ||
| 104 | 2. | Is the ROBMC Service Level VI quantity of 50,000 SQM a measured figure or a placeholder? | See ROBMC Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report | |
| 105 | 3. | LRMC Attachment 7 row 4682 (Fac 3840, "4 Apartments USSOCOM", Room # N/A) carries 100 SQM in two columns and 400 SQM in a third. Which is correct? | Please see revised LRMC Attachment 7 - Cleaning Requirement Report and PWS 5.4.3.3. | |
| 106 | 4. | The MEDDAC-B Attachment 7 covers 26,245 SQM against 31,441 SQM priced in Exhibit C. Please provide the missing room data. | See revised MEDDAC-B Attachments 6 - Summary of Buildings and 7 - Cleaning Requirement Report. | |
| 107 | The LRMC service-level quantities in Exhibit C are not reproducible from Attachment 7. Which controls for pricing? | Each Service Level has a stepladder range in Exhibit C - Price Matrix, that includes the total number of measured sqms for that level as listed on Attachment 6 - Summary of Buildings and Attachment 7 - Cleaning Report. Attachment 6 is a by building summary of the data on Attachment 7. The measured total sqms for each service level are included in one of the Steps on Exhibit C. For example, the total measured number of Service Level I sqms at LRMC in Attachments 6 and 7 is 1,830 sqm. Cell C3 in Exhibit C, Tab 2. LRMC, lists 1,830 sqm as the measured Service Level square meters. Service Level I Step 5 has a range of 1,665 to 1,994. Step 5 includes 1,830. | ||
| 108 | 6. | ROBMC carpet (3,923 SQM) and window (14,900 SQM) quantities are identical to LRMC's. Are these correct for ROBMC? | These are correct for ROBMC. See Revised Exhibit C - Price Matrix for corrections to LRMC sqm for carpet and window cleaning. | |
| 109 | ROBMC has no Floor Stripping & Waxing line. Intentional, or an omission? | This is intentional. No stripping or waxing will be required at ROBMC. | ||
| 110 | Please confirm the period-of-performance structure: what calendar dates does each fiscal year on the price matrix cover? | See "Contract Administration Data" in the RFP. Paragraph 1a (ORDERING), is revised to add, "The ordering period prices on the date of task order issuance will apply to the entire task order period of performance." | ||
| 111 | Exhibit C prices a 90-day contract phase-in. Please confirm the phase-in duration and its relationship to the base period start. | One 90-day phase-in task order will be issued at award of the base contract. Task orders for full performance at the LRMC and MEDDAC-B locations will be issued closely after. The period of performance for full performance will beging immediately after the end of the 90-day phast-in period. | ||
| 112 | What is the evaluated step in the Instructions to Offerors, and how is total evaluated price computed across the stepladders? | Pricing will be evaluated using the proposed rate of the step ladder that the measured square meters of each Service Level falls in. Exhibit C - Price Matrix is revised to highlight those steps in gray. The number of measured square meters for each Service Level for LRMC, MEDDAC-B and ROBMC is provided in Exhibit C within the chart for each service level. | ||
| 113 | 11. | PWS Section 5.1.3 states the contractor shall maintain "Cleaning Industry Management Standard for Green Buildings (CIMS-GB) certification, and/or equivalent and/or ISO 14001." Will the Government clarify what certifications are considered "equivalent"? Specifically, would an EN ISO 9001:2015 certified quality management system satisfy this requirement, or is the intent to require an environmental management certification such as ISO 14001 or an equivalent environmental/green cleaning certification? | PWS paragraph 5.1.3 revised to, "International Sanitary Supply Association (ISSA) and Cleaning Industry Management Standard for Green Buildings (CIMS-GB) or certifications in both DIN EN ISO 9001 and DIN EN ISO 14001. The contractor shall maintain applicable certifications throughout the contract period." | |
| 114 | If a teaming partner/subcontractor is used, do they also need to provide PPQs? | Yes, per FAR 52.212-1, "One PPQ is required for each team member, major subcontractor, or member of a Joint Venture that has no established past performance as an entity." | ||
| 115 | Can Subfactor A: Procedures (the Procedures Manual) be submitted as its own document since it will be a lengthy document? | Yes, please see revised FAR 52.212-1. | ||
| 116 | Page Limits: Subfactor B: Skills says 5 pages (not including copies of certificates). Please confirm what certificates you are referring to. | Please see revised FAR 52.212-1 and FAR 52.212-2. | ||
| 117 | Subfactor C: Schedules and Staffing: Page limits: 3 pages (not including Exhibit A). Can the Government please provide more pages to ensure sufficient space to adequately show sample work schedules for the selected buildings and rooms? | Please see revised FAR 52.212-1. | ||
| 118 | How should the operating room areas be priced on the days when there are no surgeries scheduled/performed, only the pre-cleaning is performed. The PWS states there is and average of one (1) surgery per week. However, during the site visit in Landstuhl, it was stated that two personnel are deployed in the operating room area during the day and three at night. How should on-call times and interim cleanings be accounted for? Will you please confirm the average of one (1) sugery per week? | See LRMC Attachment 10 - Workload data for historical workload. It is the Contractor's responsibility to determine the number and schedule of staff required to perform the requirements in the PWS. | ||
| 119 | Is there a shift schedule for staffing the operating areas (including the maternity unit)? The PWS states normal operating room hours are 07:00 until 17:00. On what basis are on-call periods calculated here? | PWS 5.4.1. is revised to clarify normal operating hours. See PWS 2.1.22 and 5.3.1. See LRMC Attachment 10 - Workload data for historical workload. It is the Contractor's responsibility to determine the number and schedule of staff required to perform the requirements in the PWS. | ||
| 120 | Many patient rooms are not being used at LRMC. Are they still cleaned regularly, and at the Service Level II standard? | PWS Paragraph 5.3.2. is revised to include "Contractor shall ensure that empty rooms remain clean for immediate patient occupation." | ||
| 121 | Please confirm the Fisher House is not part of this requirement. It occurs once in the PWS. | The Fisher House is part of the requirement. See PWS 5.3.4.3. and revised LRMC Attachments 7 - Cleaning Requiment Report, Facility #93841 and 93861 for Fisher House requirements. | ||
| 122 | Who removes the insect screens when the glass needs to be cleaned from the outside? | Windows can be opened with a key from the inside to clean the glass. Therefore, no screens have to be removed. | ||
| 123 | If aerial work platforms are required (we have not inspected all locations), can these be billed at cost? | PWS 5.6.2. is revised to include, "Window cleaning involving the use of industrial machinery, such as lifts or suspended platforms, that require special qualifications to operate is not intentionally included in the scope of work. If the situation arises where the contractor identifies the need for industrial machinery, the government will discuss a modification with the contractor. The contractor shall seek approval from the Contracting Officer before undertaking such tasks." | ||
| 124 | Signifiant costs for materials or machinery, with regard to areas we did not see on the site-visits, could arise during performance of the contract. For example, the aerial lift for glass at the new ROBMC building. Will these unforeseen costs be allowed ? | See Answer to question #123. | ||
| 125 | In addition to the standard daily cleaning, up to three additional cleanings per room are provided. What is the scope of service here? Is it a visual check/touch-up, or are these full cleanings in each instance? | Neither the attachments nor the PWS explicitly specify "up to three additional cleanings per room." It is the Contractor's responsbility to determine the cleaning schedule and frequency required to meet the PWS requirements. Also see Steadfast Policing in PWS 5.3.3.1. and 5.3.6.1. | ||
| 126 | Are there dedicated parking, loading, and disposal facilities in Landstuhl to facilitate the transport of larger cleaning equipment? | There is no dedicated parking at LRMC, but loading and unloading can be accomplished. | ||
| 127 | Is the use of robotics permitted—where applicable—if it is not camera-based? | Offerors’ proposals and baseline operations shall demonstrate full capability to perform all HEC services using qualified personnel without reliance on robotics. Proposals will not be evaluated based on use of robotic capabilities. There is no guarantee that robotics will be permitted at any performance location. PWS requirements must be met regardless of approval status of proposed robot use. Proposals shall include the ability to perform services at the time of award, including using FTEs to perform services until such time that robotics reach approval. See PWS Paragraph 5.22. and PWS Part 7 for applicable regulations. | ||
| 128 | LRMC Attachment 8 has five activities with an "On-call" pick up schedule. Is there historical data available so that on average we can estimate the need for "on-call" pickups and therefore calculate the cost? | On-call pick up varies in those locations listed in LRMC Attachment 8 - Regulated Medical Waste. Attachment 8 lists the average number of RMW bins picked up per day at LRMC. | ||
| 129 | How many beds are there at the LRMC facilities? Is there an average of used beds from last year we could use? Beds per year? | PWS paragraph 1.4.1. is revised to include the number of beds at LRMC, the Medical Transient Detachment and Fisher House. See Attachment LRMC Attachment 10 Healthcare Statistics. | ||
| 130 | Is there historical data on average usage (for example, by month) so a reasonable cost for the required consumables can be estimated? | See new Attachment 11 - Historical Data of Average Consumable Usage, for the average annual consumable usage for both LRMC and MEDDAC-B. | ||
| 131 | At what time must the up to four shifts begin? The PWS references Service Level III cleaning and stocking is required during all operating hours in accordance with Paragraph 5.97.1. of the PWS. There is no paragraph 5.97.1. Can you please provide the correct reference? | See PWS 1.10.5. Shift Supervisors. See 1.7.3. for Performance Location Operational Hours and LRMC and MEDDAC-B Attachment 10 - Workload Data for operational hours by location. It is the Contractor's responsbility to determine the cleaning schedule and frequency required to meet the PWS requirements. | ||
| 132 | Two rooms at LRMC, Facility #'s 3752 & 3754, identified as Service Level II, have no room numbers, current use room code description, local room name or floor type. Yet they are significantly large at 2218,81 sqm and 2161,67 sqm. How are these rooms being used so that calculations for their cleaning can be made? | See Revised LRMC Attachment 7 - Cleaning Requirement Report for updated data for Facilites 3752 and 3754 and PWS 5.3.4.2. Medical Transient Detachment (MTD). | ||
| 133 | PWS refers to Attachment 2 - Installation Access Regulations but there is no attachment provided. Will you release AE Regulation 190- 16a and its tranlated version AE 190-16-G? | Attachment 2 - Installation Access is added to this amendment. It includes AE Regulation 190- 16a and its tranlated version AE 190-16-G. |
I need to add data from TF and SP to Attach 10
File details come from the government source that posted it. Updated .