Exhibit E - QnA Round 2_01Oct2026.xlsx
XLSX spreadsheet 19 KB Posted
- Solicitation number
- HT9406-26-R-E006
- Issued by
-
Defense Health Agency
About this file
This file is a Questions and Answers (Q&A) document from Round 2 of the solicitation process for European Healthcare Environmental Cleaning (HEC) Services. The document contains responses to inquiries submitted by potential contractors regarding the RFP for Healthcare Environmental Cleaning Services at U.S. Military Treatment Facilities (MTFs) in Germany, issued by the Defense Health Agency (DHA). The Q&A round was conducted following the release of Amendment 0002 on September 2, 2026, with questions submitted by the September 21, 2026 deadline. Amendment 0004, dated October 1, 2026, updated this exhibit to include Question #22, which had been inadvertently omitted from the previous version distributed with Amendment 0003.
The solicitation seeks HEC services—highly specialized cleaning conforming to medical industry standards for maintaining aseptic healthcare environments—at three primary locations: Landstuhl Regional Medical Center (LRMC) and associated clinics in Landstuhl, Baumholder, Kaiserslautern, and Wiesbaden; Medical Department Activity-Bavaria (MEDDAC-B) in Vilseck with outlying clinics in Grafenwoehr, Hohenfels, Ansbach, Illesheim, and Stuttgart; and Rhine Ordinance Medical Center (ROBMC) in Weilerbach. HEC services include management activities such as planning, scheduling, cost accounting, report preparation, records maintenance, quality control, and performance management. The proposal submission deadline was extended to October 15, 2026, at 5 PM CEST per Amendment 0001. This Q&A document serves as clarification material for prospective bidders preparing proposals in response to the formal RFP.
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Q&A
| Question # | QUESTION | Answer |
| 1 | Technical Subfactor B – Skill 1 |
Question 102 confirms that the experience required under Skill 3 may be demonstrated through the past performance of a joint venture member, subcontractor, or teaming partner.
Does the same treatment apply to Skill 1 – Healthcare Cleaning Experience?
Specifically, may an Offeror serving as the Prime Contractor satisfy the requirement for three consecutive years of healthcare environmental cleaning experience through the qualifying experience of a proposed Major Subcontractor or teaming partner that will perform the applicable HEC services, or must the Prime Contractor independently possess the three years of qualifying HEC experience?
| An Offeror serving as the Prime Contractor may satisfy Technical Subfactor B, Skill 1, Healthcare cleaning experience for 3 consecutive years within the last 5 years preceding the date of issuance of this solicitation, similar to HEC Service Levels I-VI at DOD or commercial treatment facilities, through the qualifying experience of one proposed Major Subcontractor or teaming partner that will perform the applicable HEC services. Experience of less than three consecutive years by individual Major Subcontractors or Teaming Partners cannot be combined to meet the three year requirement. | |
| 2 | Prime Contractor Past Performance |
Under the revised FAR 52.212-1 and FAR 52.212-2, is there any minimum number of past-performance references that must be attributable specifically to the Prime Contractor?
| If the Prime Contractor itself does not possess a recent and relevant HEC past-performance contract, may the Government establish the Offeror's Performance Confidence rating using the recent and relevant references of its proposed Major Subcontractors/team members in relation to the work those entities will perform? | The Prime Contractor shall submit a minimum of one performance reference. FAR 52.212-1, Volume III – Factor 2 – Performance Confidence, 2.b. Joint Ventures, Teams, & Major Subcontractors, is revised to read, "If the Offeror proposes one or more major subcontractors, the Offeror SHALL submit a minimum of one (1) past performance reference summarizing the project name, total value, dates of performance, square meters serviced by HEC service level, and POC contact details for the prime Contractor and for each proposed major subcontractor." The limitation in 52.212-1, 2.c. remains. "Offerors proposing more than three (3) total entities (Prime plus JV members/team members/major subcontractors) may exceed the three (3) reference slide limit, but shall not submit more than one (1) reference per individual JV member or Major Subcontractor." Per FAR 52.212-2, (2) Phase II Evaluation: Factor 2 Performance Confidence (3), Scope of Subcontractor Evaluation, Subcontractor will be assessed in relation to the specific duties and portion of the contract that the subcontractor is proposed to perform, utilizing the performance references submitted under Volume III and the project summaries presented under Volume IV. Performance Confidence Assessment: Offerors with recent and relevant performance will receive one integrated performance confidence assessment rating. | |
| 3 | References From the Same Customer |
May two proposed Major Subcontractors or team members provide past-performance references from the same customer or Government agency when:
a. each company performed under a different contract/project for that customer; and/or
b. both companies performed distinct scopes of work under the same underlying contract/project?
If scenario (b) is permissible, should each company obtain a separate PPQ from the customer documenting its individual scope and performance? Yes, proposed Major Subcontractors or team members may provide past-performance references from the same customer or Government agency when:
a. each company performed under a different contract/project for that customer; or
b. both companies performed distinct scopes of work under the same underlying contract/project. See FAR 52.212-1, Para. 5 Proposal Preparation Instructions: Volume III – Factor 2 – Performance Confidence:
Past Performance Questionnaires (PPQs) / Exhibit B: One PPQ is required for each team member, major subcontractor(s), or member of a Joint Venture that has no established past performance as an entity.
4 Based on our reading of the solicitation documents:
The PWS, Section 1.10.2.1 states that Executive Manager(s) positions are Key Personnel and that “Resumes and certifications shall be submitted to the Contracting Officer (KO) and COR within 10 calendar days of contract award …”.
The PWS, Section 1.10.3.1 states that On-Site Managers’ resumes and certifications shall be submitted to the COR no later than 10 calendar days from the start of the phase-in period.
However, from a proposal evaluation and compliance standpoint, we want to confirm whether DHA intends for offerors to submit all applicable certificates/credentials already with the proposal (e.g., in Volume II – Technical Capability), rather than only after award/phase-in.
Could you please clarify the following points:
Proposal submission requirement:
Are offerors required (or strongly encouraged) to include resumes and copies of certifications for the proposed Executive Manager(s) (Key Personnel) and/or On-Site Managers as part of the proposal submission?
If yes, please confirm which Volume DHA prefers for these documents.
Post-award requirement vs. proposal evaluation:
If DHA intends that these documents are submitted only after award/phase-in per the PWS sections cited above, how will DHA verify during proposal evaluation that the offeror can and will provide personnel meeting the PWS 1.10.2 requirements (e.g., CHESP/CESE or Meisterbrief + Disinfector, required HEC experience, and language requirements)?
Non-submission after award:
In the event an awardee does not submit the required resumes/certifications within the timelines stated in the PWS, or cannot provide personnel meeting the PWS requirements, what actions/remedies will the Government take (e.g., required replacement of Key Personnel, cure notice, potential default/termination)?
| . | Offerors are required to submit the items requested in FAR 52.212-1. Offerors will be evaluated on the criteria in FAR 52.212-2. In the event that an awardee does not perform any part of the requirement post-award the Government will utilize the procedures afforded by commercial contract procedures to remedy performance. | ||
| 5 | Please confirm the exact calendar date range applicable to each Exhibit C pricing column FY27 through FY31. Does FY27 refer to the U.S. Government fiscal year or to the first contract/order year beginning 15 May 2027? Please also confirm which pricing column applies to Task Orders issued between 1 October 2031 and 14 May 2032. | The fiscal years (FY) in Exhibit C refer to the U.S. Government FY from 01 October through 30 September. The pricing that applies to Task Orders is the price in effect on the day the order is issued. See Contract Administration Data, (1) ORDERING, paragraph (v). The Government may issue task orders at any time during the ordering period. Each task order will only have one Period of Performance. The ordering period prices on the date of task order issuance will apply to the entire task order period of performance. | |
| 6 | Carpet Cleaning, Floor Stripping & Waxing, and Window Cleaning, please confirm whether the square-meter quantities shown in Exhibit C represent the physical area in scope or the quantity expected to be serviced each month. Does the monthly Firm-Fixed Price cover all required cleaning cycles/frequencies during the applicable period? | The quantities of Carpet Cleaning, Floor Stripping & Waxing, and Window Cleaning are the quantity expected to be serviced every 12 months based on the requirement and frequencies in PWS paragraph 5.6.3. and 5.7.2. and the measurements of floor types in Attachment 7 - Cleaning Requirement Report. Exhibit C - Pricing Matrix is revised to unit prices per square meter for these three services. The awardee will invoice monthly for the quantity of square meters cleaned that corresponds with the Monthly Cleaning Report in PWS 1.8.1. | |
| 7 | Please confirm whether both the Primary and Alternate On-Site Manager must be physically present simultaneously during the required day shift, or whether the Alternate may be designated and available as backup. May one qualified individual simultaneously fulfill the On-Site Manager, Shift Supervisor and/or QC/Team Leader functions? | At LRMC and MEDDAC-B the Primary and Alternate On-Site Managers must be physically present simultaneously during the required day shift. See PWS 1.10.3. and 1.10.5. The On-Site Managers may not simultaneously fulfill the Shift Supervisor and/or QC/Team Leader functions. | |
| 8 | Please confirm how the 24/7 lock-in staffing requirement for LRMC Service Level I areas is to be interpreted. Is continuous lock-in coverage required at the ward/functional-area level, or is dedicated lock-in staffing required for each individual Service Level I room/OR? May one lock-in CSP cover multiple Service Level I rooms within the same Surgery or Labor & Delivery Ward, provided all response-time requirements are met? | Yes, one lock-in CSP may cover multiple Service Level I rooms within the same Surgery or Labor & Delivery Ward, provided all response-time requirements are met. The contractor shall determine the number of CSPs required to meet the PWS requirements. See PWS 2.1.22.2. for the list of rooms that require lock-in personnel. See PWS 5.3.1.1. Locked-in personnel may perform other than Service Level I cleaning within the wards while locked-in but must meet the service call response time. | |
| 9 | Please confirm whether supplemental CSP required for breaks, absences and periods of heavy caseload in Service Level I areas must be physically present as additional dedicated staff within the lock-in area at all times, or whether qualified CSP assigned elsewhere at the performance location may serve as relief personnel, provided the required response times are maintained. | ||
| Supplemental CSPs for Service Level I areas may be qualified CSPs assigned elsewhere at the performance location as long as the required response times are maintained. See PWS 5.3.1.1. CSPs shall be trained and assigned to fill in during breaks, lunch, or any other absence from the primary. | |||
| 10 | For Service Level I Stepladder pricing, please clarify how changes in square-meter quantities are intended to interact with the mandatory 24/7 lock-in staffing requirements for Operating Room and Labor & Delivery areas. If the Government orders a lower or higher Stepladder quantity, should Offerors assume that the number of OR/L&D functional areas, operating hours and required 24/7 lock-in coverage remain unchanged, with only the serviced square-meter quantity changing? | If there are changes to the measured number of Service Level I square meters, the Government either increased or decreased the number of ORs or L&D rooms designated as Lock-In. That may result in a change in stepladders for invoicing. The Government will not issue orders for "quantities of SQM" for the Service Levels. The Government will issue task orders with a unique CLIN for each Service Level. The quantity and unit on the Service Level CLINs will be "1" and "Job", respectively. The contractor shall invoice each CLIN monthly at the stepladder price that corresponds to the measured square meters cleaned. The invoices shall correspond to the Monthly Cleaning Report deliverable in PWS 1.8.1. The operating hours and required 24/7 lock-in coverage remains unchanged regardless of the number of OR L&D rooms listed as Service Level I. | |
| 11 | If a change in Service Level I quantity results from the addition or removal of an entire OR/L&D functional area or otherwise changes the required minimum lock-in staffing, will the applicable Stepladder monthly price alone govern, or will such a change be addressed separately at Task Order level? | ||
| The applicable stepladder monthly price for the number of square meters cleaned will govern. Task orders will include Exhibit C - Price Matrix with the monthly unit prices of all stepladders. Contractors shall invoice the monthly unit price that corresponds with the number of measured square meters cleaned. The invoiced stepladder price shall correspond with the Monthly Cleaning Report in PWS 1.8.1. | |||
| 12 | Please clarify how the standby capacity necessary to meet the five-minute emergency contingency response requirement is to be priced. Should the cost of maintaining immediately available personnel be included in the monthly Service Level Firm-Fixed Prices, with only actual additional contingency labor billed under the Contingency Cleaning hourly line item? Please also confirm whether contingency hours are measured as individual CSP person-hours and whether a minimum billable call-out duration applies. | PWS Paragraph 5.5.3. is revised to " The Contractor's On-Site Manager or Shift Supervisor shall respond within 15 minutes of notification by the COR when a contingency condition exists within a facility." There is no minimum billable call-out duration. Only actual contingency hours performed are invoiced under the Contingency CLIN. See PWS 5.5.4. "The Contractor shall provide backup (additional) personnel for contingency services within one (1) hour of notification from the COR. The On-Site Manager shall submit to the COR an estimate of the total CSP labor hours required for the particular contingency action. The Contractor shall obtain clearance from the KO or COR prior to the determining additional CSP are required. Subject to the COR’s approval, the Contractor shall invoice for this work under the funded contingency CLIN. Contingency hours are measured as individual CSP labor hours." | |
| 13 | |||
| Please provide the number of cubicle/privacy curtains and shower curtains by performance location and, if available, the historical annual number of additional curtain changes caused by isolation cases, contamination or damage. If historical data is unavailable, please confirm that Offerors may develop a reasonable Basis of Estimate based on room counts and the minimum six-month replacement requirement. | See LRMC and MEDDAC-B revised Attachment 10 - Workload Data. At LRMC the approximate number of shower/privacy curtains exchanged per day is 150-200 each. At Baumholder Health Clinic approximately 58 shower/privacy curtains are exchanged every six months. At Kleber Health Clinic approximately 37 shower/privacy curtains are exchanged every six months. At Wiesbaden Health Clinic approximately 127 shower/privacy curtains are exchanged every six months. There are no shower curtain requirements at MEDDAC-B. Stuttgart Health Clinic is the only clinic in MEDDAC-B that requires privacy curtain exchange. The HEC CSPs exchange approximately 38 privacy curtains twice annually at Stuttgart Health Clinic. | ||
| 14 | We are currently unable to fully reconcile the information provided in “Exhibit C – Price Matrix 04Sep26” with “MEDDAC-B Attachment 6 – Summary of Buildings 05Aug26.” |
In particular, the Service Level IV area identified in the available room data totals approximately 6,601 m², which does not appear to align with the applicable quantity clusters / step ranges provided in Exhibit C.
| Please also confirm which document shall govern for pricing purposes in the event of discrepancies. | Exhibit C- Price Matrix has been updated and matches the sqm totals on MEDDAC-B Attachment 6_Summary of Buildings 05Aug26. The stepladder of the actual number of measured square meters will always be used for invoicing. | ||
| 15 | Where should the prices for the “Regulated Medical Waste” service be entered? There is no option for this in the Price Matrix. | The prices for RMW pick-ups and movement to the collection point shall be included in the existing CLINs. Contractors are not required to dedicate CSPs solely to RMW movement. CSPs performing service level types II - VI or linen services may perform RMW movement as long as required response in the PWS are met. | |
| 16 | Price Matrix: Carpet cleaning, floor stripping & waxing, window cleaning: Price/month? Or per year? | See Answer to question #6 | |
| 17 | How are the additional services—waxing & stripping and carpet cleaning—billed during the year? The range of tiers is relatively wide. Can these services also be billed based on square meters cleaned? | See Answer to question #6 | |
| 18 | LRMC consumables: Toilet paper, etc., are to be provided by the contractor. Should these costs be factored into the total price based on the consumption figures in Appendix 11, or will there be a separate line item in the bid? | The cost of all consumables at all locations shall be factored into the total price. There is no separate CLIN for consumables. The figures in Attachment 11 - Historical Data of Average Consumable Usage are meant for estimating purposes only. FAR 52.212-1, Paragraph (7), Proposal Preparation Instructions: Volume V – Factor 3 – Price: |
Written Submission Only: Exhibit C - Price Matrix, is revised to "Prices shall include all costs necessary to meet the PWS requirements, including compliance with German statutory wage agreements, equipment, supplies, and consumables."
| 19 | Does Appendix 11 (Consumption) apply to all locations or only to LRMC? | Attachment 11- Historical Data of Average Consumable Usage is revised to include the consumables for MEDDAC-B. Attachment 11 is for estimating and references purposes only. It is the supply usage reported by the current contract's incumbent to the Government for FY25 . It is not intended to replace the Offeror's independent determination of the supplies and consumables required to meet the requirements in the PWS. | |
| 20 | Is it possible to offer alternative dates for the oral presentation? | No. All Oral Presentations will be provided virtually. The Government does not intend to make alternate dates available. Per 52.212-1(a)(8) Oral Presentation Conduct And Rules Of Engagement. Scheduling: Oral Presentations will occur on 21, 22, or 23 October 2026. Vendors that cannot provide oral presentations on those dates will not have another opportunity to provide an oral presentation. | |
| 21 | Can the Healthcare Manual be provided to the Government as a separate document rather than include in Volume II Technical Capability? | The Procedures Manual is already a separate document. See FAR 52.212-1, Paragraph (a)(4)(I), (4) Proposal Preparation Instructions: Volume II – Factor 1 – Technical Capability: Written Submissions (Not included in the 15-slide limit). Submit a Procedures Manual detailing the Offerors cleaning and disinfecting procedures for all Service Levels (I through VI). Include a list of proposed supplies, tools, equipment, and vehicles adequate to perform the required service levels that meet or exceed industry and regulatory guidelines as required in the PWS. (no page limit) | |
| 22 | In 52.212-1(a)(4) Volume II – Factor 1 – Technical Capability, the solicitation identifies written submissions for: | ||
| • | Subfactor A – Procedures (Procedures Manual), and | ||
| • | Subfactor C – Schedules and Staffing (Sample Work Schedules and Exhibit A Staffing Plan). |
Subfactor B – Skills and Subfactor D – Management Plan (including QCP and Phase-in/Transition Plan) are identified under 52.212-1(a)(6) Volume IV – Oral Presentation.
Please confirm that no separate written submission is required for Subfactor B (Skills) and Subfactor D (Management Plan: QCP and Phase-in/Transition Plan), and that Offerors are expected to address these items exclusively within the 15-slide Volume IV Oral Presentation and the associated oral presentation/Q&A session. No separate written submission is required for Subfactor B – Skills and Subfactor D – Management Plan. Offerors shall address those subfactors within the limits of the Oral Presentation. See FAR 52.212-1, Paragraph 6. Proposal Preparation Instructions: Volume IV - Oral Presentation Submissions (PowerPoint Presentation - 15 Slide Limit)
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