QandA through September 9 2024 RFP 36C78624R50386.docx

RFQ 36C78624R50386

Questions and answers between 8/30/2024 and 9/9/2024 Question 1:

Page 28 of 63 requires that Volume B include a sample report, given the page limit of 40 pages for Volume B (page 31 of 63) and other required Volume B elements, would NCA consider excluding the sample report which is typically more than10 pages from the 40-page count limit?

Answer 1:

Submit the sample report under Volume A. The page limitation on Volume A is changed from 20 pages to unlimited.

Question 2:

Please clarify the requirements on the number of past performance references needed. Specifically, page 30 of 63 in Section 10 states, “Five (5) past performance references within the last 5 years that are similar in size and scope to this solicitation. Use only the Past Performance Questionnaire (PPQ) form provided.” However, the PPQ form (page 44 of 63) states, “List at least three references (3) for evaluation limited to the last five years. Any subcontractors to be used shall include 3 forms.” For example, if a subcontractor is included, a total of at least 6 PPQs would be required per the PPQ form vs. page 30 which states five PPQs and if no subcontractors are included the PPQ form states at least 3, not 5. Please clarify the number of PPQ forms (page 44) needed from the offeror and any subcontractors.

Answer 2:

Five past performance references should be provided for both the prime submitting the proposal and five past performance references for the subcontractor. The Government reserves the right to determine the relevance of past performance information. If no past performance information is readily available, the Offeror’s past performance will be evaluated neither favorably nor unfavorably.

Question 3:

Page 44 of 63 PPQ Form: If both the prime offeror and proposed subcontractor supported the same NCA contract can one PPQ form be provided and count towards both providing three (3) PPQs as long as both parties are included on the form?

Answer 3:

The subcontractor shall provide 5 past performance questionnaire forms that are independent of contracts provided by the prime submitting the proposal. Past performance helps the Government determine the level of risk in making an award to a particular source. Past performance from subcontractors that are not directly connected to the prime contractor provide an impartial record and information that is additive to the decision rather than repetitive of the Prime’s information.

Question 4:

May I receive a copy of AWE checklist or the required format for submitting AWE findings to better understand paperwork burden?

Answer 4:

NCA will not be providing the checklist.

Question 5:

Is this strictly for OSHA compliance, or does the NCA use more stringent ACGIH standards, or the most stringent NIOSH Standard for IH exposure limits?

Answer 5:

Reference OSHA compliance, IAW 29 CFR 1960 Subpart J.

Question 6:

Do you request the IH report to be in a standardized VA format, or can it be an in-house template used by CIH in accordance with industry standards?

Answer 6:

VA nor NCA have a standardized VA format (Reports typically include introduction, objective, process description, instrumentation, methodology, result, discussion, recommendations, and conclusions).

Question 7:

Will we be testing the flow rate of ventilation for dust/sawdust control measures? Are we testing the adequacy of existing ventilation and for combustion hazards associated with ventilation and dust or only sampling people working in dusty environments to see exposure level?

Answer 7:

No ventilation hoods or system will be tested. Primarily personal sampling but also perimeter monitoring around onsite inscription booths. May also require building/room HVAC air change testing.

Question 8a:

For indoor air quality, how in-depth would you like the testing? The SOW says we can use direct reading, and most meters will have relative humidity, Carbon Monoxide, Carbon Dioxide, Temperature, and particulate count.

Answer 8a:

Particle count should distinguish respirable and non-respirable counts.

Question 8b:

Or are you requesting moisture intrusion as well to determine the possibility of mold. If there is mold, do you request characterization of mold?

Answer 8b:

On Ad hoc bases there may be a need to collect spore traps and control samples to compare inside to outside spore counts. If this becomes necessary NCA would expect the mold spores to be speciated.

Question 9:

If the CIH has in-depth experience and education with RCRA hazardous waste and universal waste, could we waive the requirement of having a CHMM on staff for support?

Answer 9:

No.

Question 10:

For Lead Paint, do you request using an x-ray fluorescence (Handheld XRF Spectrometer) for nondestructive testing, a wipe sample, or would you request destructive testing such as taking a paint chip off and mailing it to lab for analysis?

Answer 10:

Non-destructive screening via x-ray fluorescence would meet our needs.

Question 11:

What type of pesticides/herbicides do we need to test for? Organochlorines, organophosphates, carbamates, pyrethroids, triazines, neonicotinoids, or synthetic pyrethroids? This will determine the type of media we need to purchase and the cost of lab results.

Answer 11:

Some products are listed in appendix of 41-SOP-21 Turfgrass Maintenance (30 Sep 21).pdf (va.gov).

Question 12:

Will we be assessing any permit required confined spaces that employees enter? For example, utility vaults, manholes for sewers or utilities, HVAC systems that require entry to change filters. Assuming you have permit required confined spaces, the AWE must cover all requirements for permit required entry, including air quality testing for presence or absence of hazardous atmosphere and explosive limits.

Answer 12:

No, only ensuring facility meet requirements outlined in 29 CFR 1910.146.

Question 13:

What type of staff are typically monitored (Ie operations/maintenance) or admin and other staff. Have SEGs for each discrete task been developed yet?

Answer 13:

No, but SEG would be based on job series at each cemetery. Cemeteries may perform the routine tasks with some equipment and procedural variation.

Question 14:

What policies and programs, as an example Asbestos & Lead Management, are included in Program Review and exposure assessments?

Answer 14:

We have SOPs but no NCA employees conduct asbestos sampling, maintenance, or abatement work. No NCA employee perform lead abatement. Task would be to bulk sample suspected ACM or lead paint.

Question 15:

Have AWEs been performed at these sites in the past? If conducted, was it part of a national contract or more of a local effort on a sporadic basis?

Answer 15:

Yes. AWE have been conducted annually at NCA cemeteries on annual basses. Some unstaffed historic cemeteries may have less frequent AWEs.

Question 16:

If prior AWEs were performed, what firm(s) performed them, when were they performed and will these data be available for review as part of the Phase I services?

Answer 16:

AWEs have been performed. Prior reports will be provided to selected contractor to note any repeat and carryover (uncorrected) findings.

Question 17:

Is there an incumbent?

Answer 17:

Yes, please review publicly available databases for information.

Question 18:

What is the government’s preliminary estimate?

Answer 18:

The Government does provide an estimate.

Question 19:

Will scheduling be conducted with a regional or site-specific VA representative?

Answer 19:

Please see page 23 of the RFP.

Question 20:

What is the expected pre-site planning required to ensure appropriate media, instrumentation and analysis are covered during the AWE for each site.

Answer 20:

Pre-visit scheduling and coordination communication with the cemetery designated POCs (typically the director and CDSO). Appropriate media and instrumentation would be determined by a review of documents such as (SDS, prior exposure assessment reports if conducted (noise hazard assessments).

Question 21:

Of the potential contaminants of concern (COC’s) how many sites will require the full suite of testing vs. site-specific limited testing needs?

Answer 21:

All site will need site specific limited testing based on IH assessment of risk from COC as noted in SDS.

Question 22:

Can you confirm that the lab media and analysis is part of the consultant’s scope (ie VA does not have an existing contract with an IH laboratory).

Answer 22:

Lab media and analysis is part of the consultant’s scope. VA does not have an existing contract for these services.

Question 23:

Organic analysis is a very broad level of analysis, are there specific COCs, such as formaldehyde? Can it be targeted to a narrower band of COCs to ensure higher quality data?

Answer 23:

COC would be based on a review of the SDS.

Question 24:

We have had national experience providing similar services for federal agencies. In our experience, from time to time, we have had a schedule prepared and agreed upon only to find out that when our staff arrived, the client representative either forgot or was not present. Similarly, from time to time, the task was not performed on the agreed upon day. Should this condition occur, how will the VA handle this in terms of: data collection, reporting, billing?

Answer 24:

Schedule is developed and published at the beginning of each FISCAL year. Once the schedule is published, the Contractor is responsible for coordinating the site work with the site POCs.

Question 25:

Page 24, Task 3 reads…” Where exposure determinations can’t be determined by qualitative means, quantitative analysis shall be performed”. Can you provide examples/tasks of where this might occur and what was acceptable?

Answer 25:

An IH may observe a task performed by an NCA employee using a product that has regulated ingredient(s) (established OEL) listed on the SDS but could determine based on their professional opinion that the exposure risk is unlikely to exceed and OEL and therefore decide sampling may not be needed.

Question 26:

For noise, will sound level measurements and dosimetry be performed at every site? For noise dosimetry, is there an estimated number of employees to monitor? Some cemeteries have had noise exposure assessments. Cemetery Care, equipment operators and foreman would be the position requiring dosimetry.

Answer 26:

Likely would need to sample 4-5 people per cemetery to account for internment operations and grounds maintenance tasks.

Question 27:

If a high noise producing activity is not performed during the site visit that was pre-approved in advance, would the contractor then be directed to conduct noise dosimetry on other SEG or staff, or not at all?

Answer 27:

No; contractor must schedule visit to coincide with work to be sampled.

Question 28:

Is the Contractor responsible for entering data into the VA-approved occupational safety and health (OSH) management information system (MIS) or designated database? If this is the case, how will training be provided by VA?

Answer 28:

As stated on page 24, the database is not ready for use. Once it is, a modification will be awarded with the instruction, required security protocols and become part of the required reporting.

Question 29:

Given the magnitude of this solicitation and extent of information requested as part of this Q/A, additional time is necessary to formulate an appropriate response to this. Will the VA please extend the due date by two weeks?

Answer 29:

No. NCA is unable to extend the solicitation. There was an RFI released dated August 13, 2024, the solicitation was published on August 28, 2024.

Question 30:

IH Equipment/Analytical - Crystalline Silica: Should this include analysis for respirable quartz, cristobalite, and tridymite, or just quartz?

Answer 30:

Yes, blasting media may differ between operations.

Question 31:

IH Equipment/Analytical – IAQ: Is there an anticipated constituent/parameter list for the IAQ category (e.g., temp, relative humidity, C02, formaldehyde, VOCs, microbial spores)?

Answer 31:

Temp, relative humidity, C02, VOCs, microbial spores.

Question 32:

Was there a sources sought posted on SAM for this Solicitation?

Answer 32:

Yes. RFI 36C78624R0096 was posted on Contract Opportunities on August 13, 2024.

Question 33:

For phases 1 and 2 do individuals conducting the AWE reviews and the facilities audit/visit need to be a CIH, CSP, or CHMM?

Answer 33:

Yes.

Question 34:

Will the government consider subcontracting experience when evaluating past performance?

Answer 34:

It is the CO’s choice, but all Prime contractors shall comply with the Limitations on Subcontracting.

Question 35:

P 25 of the solicitation states: a. Required personnel: Qualified safety and health assessors with equipment and competencies to recognize and evaluate hazards of the working environment and to suggest general abatement procedures with various recognized credentials including:

• Certified Hazardous Materials Managers (CHMM),

• Certified Safety Professionals (CSP), and/or

• Industrial Hygienists (IH)/Certified Industrial Hygienists (CIH).

Please clarify if all are required, one of the three or otherwise.

Answer 35:

See page 26, Section 6C, under required staff qualifications.

Question 36:

Page 24 Phase 3 "The Contractor will conduct IH monitoring and exposure assessments at NCA facilities identified by the NCA Safety Program Office on an annual basis (up to 135 facilities per year).....Contractor shall schedule monitoring to occur within 4-6 weeks of request by NCA Safety Program Management Office"

Line item 0003 Max Qty 30 Description Phase 3 - IH Sampling – Day Rate (labor, travel costs)

It is not feasible to conduct IH samplings at 135 (or even the 91 active cemeteries) locations with only the allotted 30 days if I'm pricing day rate for the labor of the field IH and the report writing time of the CIH.

Was the intent to have up to 30 IH sampling events a year with the locations determined by the NCA Safety Program Management Office?

Requesting more clarification for the IH portion and if I'm expected to price IH sampling cost a year as if I'm conducting them at 135 locations similar to the AWEs.

Answer 36:

All analytical testing is done on an as wanted basis, with the maximum quantity being listed on the CLINs with the locations to be determined.