NIH-CC-00894_Amendment_4-Answers_to_Questions_and_Changes.pdf

NATIONAL INSTITUTES OF HEALTH CLINICAL CENTER

Combined Synopsis/Solicitation Number NIH-CC-19-00894

AMENDMENT NUMBER FOUR (4)

DATE OF ISSUANCE: February 1, 2019

The above numbered solicitation is amended as set forth below. Offerors must acknowledge receipt of the amendment prior to the hour and the date specified in the solicitation or as amended, by one of the following methods:

I. By acknowledging receipt of this and all other amendments on each copy of the offer submitted (Please note that this is the preferred method); or

II. By separate letter or e-mail which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR

THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter, provided each letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

The purpose of this amendment is to 1) provide responses to questions submitted by potential Offerors concerning Combined Synopsis/Solicitation Number NIH-CC-

19-00894 entitled Environmental Services for Research Hospital and 2) make corrections/changes to Combined Synopsis/Solicitation Number NIH-CC-19-00894 entitled Environmental Services for Research Hospital.

NOTE: OFFERORS ARE ADVISED THAT RESPONSES TO QUESTIONS REFERRED TO IN

SECTION A. ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. NEITHER THE

TECHNICAL REQUIREMENTS/SPECIFICATIONS NOR TERMS AND CONDITIONS OF

THE RFQ ARE CHANGED UNLESS CHANGED BY A FORMAL (CORRECTION/CHANGE)

AS SPECIFIED IN SECTION “B”, BELOW.

A. QUESTIONS AND RESPONSES

I. Vendor Question 1: What is the current annual value of the contract?

Government Response to Vendor Questions 1: The current total obligated amount for the current twelve month period of performance for environmental services is

$9,200,129.55.

II. Vendor Question 2: What is the current amount for the base year and all option years?

Government Response to Vendor Question 2: The total obligated amount for

HHSN269201200010C is $45,438,168.15 including base and all option periods.

III. Vendor Question 3: Has the scope of work, under the new solicitation remained the same, decreased or increased compared to the current contract?

Government Response to Vendor Question 3: Yes, the scope of work under the new solicitation has increased compared to the current contract.

IV. Vendor Question 4: In the last five years has the scope of work changed?

Government Response to Vendor Question 4: The scope of the current contract includes the expectation for an increase in work over the period of performance.

V. Vendor Question 5: Is there a labor union involved with this contract?

Government Response to Vendor Question 5: The current contractor has a collective bargaining agreement with Public Service Employees Local Union 572

Laborers International Union of North America. See Exhibit E of the PWS.

VI. Vendor Question 6: What is the current contract term (1 base year and 4 option years)?

Government Response to Vendor Question 6: The current contract ordering period is 66 months including all options.

VII. Vendor Question 7: Is there a mandatory site visit?

Government Response to Vendor Question 7: The site visit (pre-proposal conference) was scheduled for January 29, 2019 at 1:30 p.m. The site visit was not mandatory.

VIII. Vendor Question 8: Can you give us the current personnel number?

Government Response to Vendor Question 8: The current personnel number is maintained by the current contractor and will not be provided. The offerors are to propose by the square footage which may differ in personnel number.

IX. Vendor Question 9: Can you give us the current supply estimated cost, including paper products and chemicals?

Government Response to Vendor Question 9: The supplies under the current contractor were Government-furnished by the Government ordering the supplies. The current estimated usage is under Exhibit H of the PWS.

X. Vendor Question 10: Can you give us the current monthly contract amounts?

Government Response to Vendor Question 10: The current monthly amount is invoiced by the contractor and is not in a fixed monthly amount. It will not be provided.

XI. Vendor Question 11: Can you give us an estimate of the daily population for each facility?

Government Response to Vendor Question 11:

NIH CC patient population is 130 on average with 150 maximum over the last two years. The facility can provide inpatient beds up to 200.

The Safra Family Lodge has 34 rooms and is usually 97% occupied.

Building 60 – See PWS, Level II Additional Cleaning Requirements: Building 60 in PWS for additional information.

Building 61 is administrative spaces are cleaned daily.

XII. Vendor Question 12: Who is the incumbent contractor?

Government Response to Vendor Question 12: The incumbent contractor is

Crothall Healthcare, LLC.

XIII. Vendor Question 13: How many vehicles are being used with the current contract?

Government Response to Vendor Question 13: The contractor does not drive or provide vehicles with the exception of Government furnished tuggers to haul linen and trash carts.

XIV. Vendor Question 14: What is the current contract number?

Government Response to Vendor Question 14: The current contract number is

HHSN269201200010C. Task Order Numbers are HHSN26900001 through

HHSN26900051.

XV. Vendor Question 15: Section 1.2.4 talks about “pharmaceutical and biological manufacturing suites” and continues by identifying the locations of these suites within the CC. Is there a separate risk level associated with these spaces?

Government Response to Vendor Question 15: There is no risk level for these spaces. The cleaning standards are not specified in the PWS for GMP cleaning. This solicitation only specifies cleaning tasks for the areas outside the GMP facilities.

Section 1.2.4 is part of 1.2. Background, and is for informational purposes only.

XVI. Vendor Question 16: Section 4 discusses contractor responsibilities related to the purchasing of various items. It looks like the government wants the contractor to be responsible for purchasing janitorial supplies and commodities, (paper, plastic). Will hand soap and hand sanitizer be included in this as well?

Government Response to Vendor Question 16: Hand soap and hand sanitizer are included as in Exhibit H of the PWS, which is updated and attached to this amendment.

XVII. Vendor Question 17: Is the contractor purchasing these items through the government or is the contractor dealing direct with the supplier and bringing supplies into the Clinical Center using contractor purchase orders?

Government Response to Vendor Question 17: The contractor will be buying directly through its own ordering procedures and having deliveries made to the CC.

There is no existing Government ordering mechanism that is available to the contractors.

XVIII. Vendor Question 18: What is the storage capacity in the NIH CC for supplies?

Government Response to Vendor Question 18: An approximately 1,000 square foot onsite storage location will be provided in the CC.

XIX. Vendor Question 19: Section 5.12.2.1 discusses cleaning refrigerators. Exhibit G does not have any suitable chemicals in the inventory to clean surfaces in a food prep/storage area. Those areas require a “Sanitizer” to be used for cleaning, not a disinfectant... Should we add a sanitizer to the chemical inventory for this task?

Government Response to Vendor Question 19: Refrigerators will be cleaned according with CC policy as described below.

a. Hydrogen peroxide wipes or other approved hospital disinfectant is used to wipe down interior compartment(s).

b. EVS staff are not responsible for the removal and/or return of refrigerated items.

c. Cleans or disinfects in-room refrigerators at time of patient’s discharge and as requested by Nurse Manager/designee.

d. Records cleaning activities for clinical refrigerators on logs located with the refrigerator for the Nutrition, FFOS and In-Room Refrigerators are completed by

EVS, and stored on the unit.

XX. Vendor Question 20: There is no mention of cleaning ice machines in the RFP. Will we be required to clean ice machines?

Government Response to Vendor Question 20: The ice machines are listed noted in the PWS under 5.12.10. Drinking Water Fountains.

XXI. Vendor Question 21: Section 5.6.2 discusses snow removal to 5 feet from the building. Who will be responsible for providing snow shovels, ice melt or anti slip material for this task?

Government Response to Vendor Question 21: The Contractor is responsible for providing the equipment and supplies to perform all housekeeping tasks including the snow removal .

XXII. Vendor Question 22: Will the contractor submit a supplemental invoice to the government for snow removal? How will that work?

Government Response to Vendor Question 22: Snow removal is part of housekeeping Risk Level 1 tasks and standards. No supplemental invoice for these tasks will be requested by the Government.

XXIII. Vendor Question 23: Section 4.1.9 discusses “The Contractor shall provide complete carts, with a locking cabinet.” Is the expectation for the contractor to propose the replacement of all existing cleaning carts with new carts?

Government Response to Vendor Question 23: The statement will read as “the contractor will be provided the carts, with a locking cabinet. The government will transfer existing carts to the contractor, replacements will be the responsibility of the contractor. Current carts have locking mechanism.

XXIV. Vendor Question 24: Who buys capital equipment, contractor or Government?

Government Response to Vendor Question 24: The government will transfer existing equipment on hand to the contractor. The Contractor will maintain the capital equipment and/or purchase replacements as needed.

XXV. Vendor Question 25: Who purchases waste receptacles? 3.5.2.7. Trash and

Recycling Receptacles. The Government will furnish new and replacement trash and recycling receptacles when notified by the Contractor for the need to replace or provide receptacles. 4.1.6. Waste Containers. The Contractor will furnish red and yellow needle buckets, red colored step cans for medical wastes, and MPW boxes.

Government Response to Vendor Question 25: The Government replaces waste receptacles. Trash bags and liners are the responsibility of the contractor. PWS at

4.1.6. is deleted in its entirety.

XXVI. Vendor Question 26: Section 4.1.5 discusses walk-off mats. Is there a list of locations and mat sizes we can use to develop a scope and costing?

Government Response to Vendor Question 26: There are five entrance types with black mats:

1) First Floor South East Ambulance Entrance 9 x 5 (2 each)

2) Front Door Entrance First Floor North 4 X 8 (4 each)

3) Vestibule area near room 2558, 2552, 2550 and 2556 size 5x 7 (4 each)

4) Garages Southeast Entrances P1, P2, P3 (6 each)

5) Blood Bank Entrance Building 10 First Floor South 4 x8 ( 2 each)

XXVII. Vendor Question 27: Section 5.11 discusses the cohorting of patients and the need for round the clock, 24 hour housekeeping service to those patient rooms. Each cohort housekeeper can only handle a maximum of 3 patient rooms. How will the contractor invoice the government for these additional services?

Government Response to Vendor Question 27: In cases of Cohorting, contractor may invoice for staff above standard level of support. Ex. If contractor determines that one housekeeper to support the section now requires three housekeepers to meet

Cohorting requirements, the contractor may invoice for a fixed hourly rate x number of hours worked of the additional two housekeepers and management team. This fixed hourly cohorting rate is currently added to the PWS Attachment 2. Price Matrix - Final for proposal purposes.

XXVIII. Vendor Question 28: Section 5.14.7 discusses “The Contractor shall inspect all linen for serviceability prior issue to an activity/user”. The expectation here is that every piece of clean linen is inspected by the contractor before it is sent to the user department and if the linen does not meet the standard it is pulled from the inventory?

This will be a very time consuming activity.

Government Response to Vendor Question 28: The contractor shall perform a visual inspection of the folded items during the distribution process and when placing on the shelf (Folded). When the laundry is put into use, a more thorough inspection

(Unfolded) is required. Housekeepers should be inspecting linen prior to placing it on a bed.

XXIX. Vendor Question 29: Section 5.15.2.1 discusses post construction clean up. Will the contractor have the ability to invoice the government for additional manpower used to perform the construction cleaning?

Government Response to Vendor Question 29: This requirement is addressed in the PWS but it is a rare occurrence. If the spaces are included in the square footage and risk level, then it is included in the pricing. It will not be invoiced separately. Not if the spaces are included in the square footage of the contract. Additions to the facility maybe invoiced at the appropriate Risk Level square footage rate.

XXX. Vendor Question 30: 30) Exhibit A is the Performance Requirement Summary document. In the document there is reference to an inspection process defined as

“random sampling”. Is the random sampling done based on risk level? It references

“types” of areas which include II, III, IV, V and VI. I’m not sure what “Type VI Area” is.

Government Response to Vendor Question 30: The PWS Performance

Requirement Summary does delineate random sampling by Risk Level. Risk type VI has been removed, and Risk Level I has been added to the random sampling charts.

XXXI. Vendor Question 31: Also on that same chart there is a column labeled

“Incentive/Disincentives”. There is a section that shows the calculation for the penalty if the standards are not met but I don’t see any calculation for the incentive. Am I missing something?

Government Response to Vendor Question 31: Incentive is based on Contractor

Performance Assessment Reviews and full payment of the invoice.

XXXII. Vendor Question 32: Attachments 2 & 3 are both outlining the staffing allocations.

Attachment 2 asks for cost and attachment 3 asks for FTE’s. Do you have attachment

3 in an excel file that I can use or do I recreate the document?

Government Response to Vendor Question 32: Attachment 3 may be recreated.

XXXIII. Vendor Question 33: How did you guys calculate the supply numbers? (They seem a bit low to me)

Government Response to Vendor Question 33: Some of them are low due to low census numbers in CC or volume or consistency of formal request. A revised supply list is provided at Exhibit H. Supplies will be on hand during the first 30 days of the transition period. The Contractor will assess the exact usage at that time, and begin to replenish the supplies as needed after 30 days.

XXXIV. Vendor Question 34: Can you confirm which proposal volume should the signed

SF1449 be included in?

Government Response to Vendor Question 34: The SF 1449 is to be included with the Technical Proposal.

XXXV. Vendor Question 35: Is there a small business subcontracting goal that must be met?

Government Response to Vendor Question 35: The small business subcontracting goals are specified in the small business subcontracting plan, Attachment 4 of the RFP.

XXXVI. Vendor Question 36: If we are not A HubZone Small Business, can you please clarify what should be submitted for Business Proposal section HUBZone Small Business

Concerns?

Government Response to Vendor Question 36: Only Hubzone Small Business

Concerns must provide information for Hubzone Small Business Concerns.

XXXVII. Vendor Question 37: If we will not be using subcontracts, please confirm what should be addressed in Section 6. Subcontractors?

Government Response to Vendor Question 37: Section 6. Subcontractors starts by saying “If subcontractors are proposed…” If there are no subcontractors, then so state.

XXXVIII. Vendor Question 38: Please confirm you are requesting binder submissions of each proposal?

Government Response to Vendor Question 38: One original and three copies of the offeror’s proposal must be received by the due date and time at the following address.

Lisa Schaupp, Contract Specialist

Office of Purchasing and Contracts

6707 Democracy Blvd, Suite 106

Bethesda, MD 20892

XXXIX. Vendor Question 39: The Collective Bargaining Agreement that was provided with the solicitation includes the wage rates that are effective 3/1/2018; will there be new increased wages effective 3/1/2019? In case there are newer increased rates being negotiated between the union and the incumbent contractor, do the awarded contractor get to increase the wages after being awarded?

Government Response to Vendor Question 39: The Collective Bargaining

Agreement will be negotiated between the Contractor and the Labor Union 572. The

Labor Union may be contacted prior to making the offer to assist with determining the fixed price rate of the offer.

XL. Vendor Question 40: The Health and Welfare rate in the CBA is effective 1/1/2018 – is there a newer rate effective 1/1/2019? Typically these rates change annually.

Government Response to Vendor Question 40: This is the most current Collective

Bargaining Agreement available at this time.

XLI. Vendor Question 41: The unit quantities in the Article B.3. in the Solicitation document and the unit quantities in the Pricing Matrix seem to be different. Please confirm which unit quantities are correct.

Government Response to Vendor Question 41: See attached revised Pricing

Matrix. The square footage in the PWS is correct per Risk Level.

XLII. Vendor Question 42: The pricing table in the Article B.3. does not have the line item for B1 and 2nd floor cafeterias like it does in the Pricing Matrix. Please confirm which document is correct or provide the correct pricing format.

Government Response to Vendor Question 42: Article B.3. is for a schedule of charges at award. It is for annual funding/ceiling purposes.

XLIII. Vendor Question 43: Please confirm the tables in the Article B.3. and B.4. are NOT part of the submission requirements.

Government Response to Vendor Question 43: Article B.3. and B.4. are not part of the business proposal submission.

XLIV. Vendor Question 44: Could you please provide the seniority list of the employees?

Government Response to Vendor Question 44: The Government does not maintain the seniority list. This list is with the contractor.

XLV. Vendor Question 45: Do you require the copy of the Section K Representations and

Certifications in the proposal or will you be checking this online via sam.gov?

Government Response to Vendor Question 45: The offeror must read and complete section (b) of FAR 52.212-3 only if their SAM.gov account is updated and complete.

XLVI. Vendor Question 46: Is there a small business subcontracting goal that must be met?

Government Response to Vendor Question 46: The small business subcontracting goals are specified in the small business subcontracting plan, Attachment 4 of the RFP.

XLVII. Vendor Question 47: Could you please provide the historical usage of supplies or current inventory of supplies?

Government Response to Vendor Question 47: Historical usage of supplies is

Exhibit H of the PWS. A revised list of supplies is attached.

XLVIII. Vendor Question 48: Can you confirm solicitation number as the package delivery document reads NIH-CC-000894, Combined Syn-Sol has RDFP Number NIH-CC-19-

000894 and SF1449 reads NIH-CC-CC-000894.

Government Response to Vendor Question 48: The correct RFP Number is revised to state NIH-CC-00894 as stated on the FBO Synopsis.

XLIX. Vendor Question 49: Can you confirm which positions you are requiring resumes for?

Government Response to Vendor Question 49: Resumes are required for all Key personnel. Key Personnel are the Executive Housekeeper (EH), and Assistant

Executive Housekeeper (AEH), Training Coordinator (TC).

L. Vendor Question 50: In regards to Accreditation Result by Joint Commission Surveys if we are not accredited by that organization but are accredited by another organization, can we still be considered?

Government Response to Vendor Question 50: The offeror may be considered if accredited by another organization with similar accreditation requirements.

LI. Vendor Question 51: The facilities we service are accredited by AAAHC Accreditation

Association of Ambulatory Health Care, Inc., will this meet the requirement of The

Joint Commission?

Government Response to Vendor Question 51: Accreditation Association of

Ambulatory Health Care, Inc. does meet the requirements of the Joint Commission.

LII. Vendor Question 52: Is there a page limit for the Technical and Business Proposals?

Government Response to Vendor Question 52: Technical Proposal is limited to 40 pages excluding cover page and resumes. Business Proposals is limited to 5 pages excluding subcontracting plan, past performance, and certificates.

Vendor Question 53: Who will deliver the clean linen and pick up the soiled linen at the Safra Lodge and the Children’s Inn? If the answer is the contractor, will the government supply transportation from the CC to those buildings?

Government Response to Vendor Question 53: Deliver and pick of clean and soil linen to the Lodge and Children’s Inn is via a third party contractor that launders the linen for NIH.

LIII. Vendor Question 54: Parking garages listed are P1, P2, P3. Only P2 and P3 say 100 feet out not P1. Is that correct?

Government Response to Vendor Question 54: All parking garages are cleaned to

10 square feet outside the entryway only. This square footage will be corrected in the

PWS and Pricing Matrix.

LIV. Vendor Question 55: The contractor is required to supply microfiber mops. Can the contractor recommend an alternative mop program?

Government Response to Vendor Question 55: Microfiber mops are currently approved by the NIH CC Infection Control Team. If the contractor has an option that provides better infection control results, it would be considered. Contractor can supply microfiber mops by purchase or rental program.

B. RFP CORRECTION/CHANGES

The above number RFP is amended as set forth below.

1. Page 56, Instructions to Offerors – Commercial Items, (b) Submission of offers, first paragraph: the following sentences are added.

Technical Proposal is limited to 40 pages excluding cover page and resumes.

Business Proposals is limited to 5 pages excluding subcontracting plan, past performance, and certificates.

2. Page 71, 6. Subcontractors, a. Travel Costs, and b. Travel Policy are removed in their entirety. Travel costs are not allowable under this solicitation and any resultant contract.

C. PWS CORRECTION/CHANGES

The Performance Work Statement is amended as set forth below.

1. Section 5, 5.12.2.1. is deleted in its entirety and replaced with the following.

All refrigerators shall be cleaned monthly in the presence of nursing staff in accordance with NIH CC Policy. Refrigerators shall not be unplugged. Contractors shall coordinate with unit managers to remove all contents (specimens, medication, foods, etc.) prior to cleaning. NIH CC policy is described below.

a. Hydrogen peroxide wipes or other approved hospital disinfectant is used to wipe down interior compartment(s).

b. Environmental Services staff are not responsible for the removal and/or return of refrigerated items.

c. Cleans or disinfects in-room refrigerators at time of patient’s discharge and as requested by Nurse Manager/designee.

d. Records cleaning activities for clinical refrigerators on logs located with the refrigerator for the Nutrition, FFOS and In-Room Refrigerators are completed by

EVS, and stored on the unit.

2. SECTION 4, 4. General. “Contractor shall maintain and replace Government furnished items as necessary.” Is added as follows.

4. General. The Contractor shall furnish all tests, reports, compliance and service, not furnished by the Government under Section 3, as necessary to perform all work required under this PWS. Contractor shall maintain and replace

Government furnished items as necessary.

3. 4.1.6. Waste Containers, is removed in its entirety and replaced with “Reserved.”

4. Risk Level 1 Square Footage. Garage Space is corrected to 100 square feet each entrance. Total Risk Level 1 Square Footage is reduced from 217,604 to a total of

6,100.

Level 1 Table is changed to the following.

General Areas Type of Spaces Square

Footage

Entrance to Building at:

Clinical Center (Front) Outdoor Public 400

Parking Garage (Patient Transport , P1) (plus

10 sq ft)

Outdoor Public 100

Parking Garage P1 (plus 10 sq ft) Garage 100

Parking Garage P2 (plus 10 sq ft) Garage 100

Parking Garage P3 (plus 10 sq ft) Garage 100

Entrance Spaces for the following areas

Stairwells (Approximately 26) (150 sq ft each)

Stairwells 3900

Playground Outdoor Public 100

Courtyard East Outdoor Public 100

Courtyard West Outdoor Public 100

East Patio Outdoor Public 100

B1 Patio Outdoor Public 100

Pt. Smoking Area Outdoor Public 500

Enclosed Courtyard Outdoor Public 100

West Entrance Patio Outdoor Public 100

East Entrance Patio Outdoor Public 100

CRC B2 Corridor Indoor Public 100

Total 6100

a. Total Square Footage of Cleaning space is reduced from 1,568,638 to 1,374,366.

b. Level 1 Cleaning Requirement 1.Entrances, c. is reduced from Six (6) entrances to Three (3) entrances from the parking garage.

5. Exhibit H, Environmental Supply List WITH ANNUAL USAGE is amended to include updated supplies and usage, and to include Walk-Off Matts.

6. Price Matrix is amended to include correct square footage per Risk Level, and the addition of Cohorting as a fixed price hourly rate for proposal purposes.