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QUESTION AND ANSWER TEMPLATE
Offerors who determine that the technical requirements of this RFP require clarifications in order to permit submittal of a responsive proposal are requested to submit all questions in writing to the maximum extent possible within 15 calendar days of release of the RFP. These questions shall be directed to the KO. The Government will issue RFP Questions and answers on www.fbo.gov and acquisition.army.mil, and amend the RFP if necessary to clarify RFP requirements.
| Page and Paragraph |
| Offeror’s Questions |
| Governments Response |
| What is the size standard for this requirement? |
| $18,000,000.00 (See Box 10 of the Solicitation on page 1 of the SF 1449). |
| Are electronic bid submissions allowed? |
| IAW the Addendum to 52.212-1, paragraph D.1.j., the offeror shall submit offers in read-only CDs. |
| What are the differences in the NSP and priced CLINs? |
| The NSP CLINs will not require the offeror to enter a price in Attachment 3 or the SF1449 for these CLINs. The priced CLINs require the offeror to enter a price in Attachment 3 and SF1449. |
| What type of cleaning is included in the stepladder pricing? |
| IAW the Addendum to 52.212-1, paragraph D.2.c.(8), the monthly firm-fixed unit prices are inclusive of all tasks. |
| Do operational days affect square footage in the stepladder pricing? |
| No. |
| How do we price exterior window cleaning if there is not a separate CLIN for it? |
| IAW the Addendum to 52.212-1, paragraph D.2.c.(8), the monthly firm-fixed unit prices are inclusive of all tasks. |
| Is stepladder pricing on the current contract? |
| No. |
| Is the requirement going to be incrementally funded? |
| No, this is an Indefinite Delivery, Indefinite Quantity (IDIQ) contract with a $1,500.00 minimum guarantee. |
| Are we allowed to mention certification and experience, just not the name of personnel, in Vol II? |
| Yes. |
| Won’t the past performance information we provide identify our company? |
| Yes, however this will be submitted in Volume III, which is not seen by the technical team. |
| Will the tab you add to the Attachment 3 Price Matrix be the continuation sheet? |
| Yes, however the offeror is still required to enter the pricing information in the SF1449. |
| Is there a page limit on the Quality Control Plan? |
| No, IAW the Addendum to 52.121-1, paragraph D.1.k., Table 1.k. |
| Is there a page limit on the Sample Healthcare Housekeeping Procedures Manual? |
| No, IAW the Addendum to 52.121-1, paragraph D.1.k., Table 1.k. |
| Are we allowed to use another form in lieu of the Attachment 4 Staffing Chart? |
| No, IAW the Addendum to 52.121-1, paragraph D.2.b.(5)(3)(b). |
| Will there be an amendment to the contract regarding Attachment 4 post-award since that is when we will find out the seniority for vacation? |
| No. |
| Can you obtain a sanitized copy of the seniority of personnel from the union in order to determine vacation? |
| The Government has placed a request into the Union. |
| Is the autoclave machine a Sani-pak? |
| No. Exhibit E will be updated to reflect the machine is manufactured by “Moss”. |
| When will the autoclave machine be replaced? |
| Estimated within the next 3 years. |
| How many pounds are processed in the autoclave? |
| See Attachment 1, number 3, Pounds of Regulated Medical Waste collected is 9,852. |
| What does the autoclave do? |
| Treats/sterilizes all solid regulated medical waste. |
| Do sharps go through the autoclave? |
| Yes. |
| What is the capacity of the autoclave? |
| Two metal carts. The safety load per cart is 200 pounds. |
| Are sharps contained or grinded in the autoclave? |
| No grinding, the whole container is placed in the autoclave. |
| Are RMW vendors and recycling accomplished by contractors or the medical center? |
| Contractors, but not under this requirement. |
| Who buys the bailer wire? |
| Government. |
| How many pounds/quantity goes through the bailer each year? |
| 18,000 pounds of cardboard is processed monthly (216,000 pounds per year). |
| Can you define “chase” and “tunnel” as referenced in Exhibit D? |
| The term “chase” will not be used in Exhibit D and has been replaced with the term “vestibule”. The PWS defined the term “vestibule” as a “small foyer leading into a large space, such as a lobby, entrance hall, passage, etc. for the purpose of reducing heat loss”. |
Tunnel is defined as “a pathway located in the 1st floor of TAMC hospital. The pathway is used to transport regular trash, Regulated Medical Waste from one end of the hospital to another avoiding patient interaction. The pathway is utilized by staff only”.
| To confirm, the sew/stamp machines are government furnished but will become contractor furnished upon need for replacement? |
| Yes, IAW PWS 4.3.18 and Exhibit E. |
| Who is responsible for the repairs of the sew/stamp machines? |
| The government, until the machine identified in Exhibit E is replacement and becomes the contractor’s responsibility IAW PWS 4.3.18. |
| The sew/stamp machines are two different machines? |
| Yes. |
| PWS 4.1.8. states a requirement for an RMW transport cargo van, however there is no requirement for RMW transport to the outlying clinics; therefore is the van required? |
| The requirement for an RMW transport van will be removed from PWS 4.1.8. |
| Who picks the RMW up? |
| The contractor IAW PWS 5.14. and Exhibit G. |
| Is the work schedule part of the proposal? |
| No, the Work Schedule is a deliverable IAW PWS 5.3. and Exhibit B. 3. a |
| It is an impractical requirement to submit a work schedule 30 days in advance (i.e. on day 1 or 2 of the job). Will this change? |
| Yes. The government will revise PWS 5.3. to state the first work schedule is to be submitted 30 days after the end of the phase-in period, and thereafter, 30 days prior to the month of accomplishment. |
| Is the requirement to clean the smoking areas only if they are located within five feet from the hospital building, and not those that are beyond five feet? Or is the requirement to clean all smoking areas up to five feet from the smoking areas entranceway? |
| See PWS 5.11.3., which states, “The contractor shall clean smoking areas located on the hospital grounds, empty ashtrays and trash receptacle. The contractor shall police up trash in the immediate vicinity of and within 5 feet, in all directions, from the smoking area (VA buildings only)”. |
| Is there special security access for the pharmacy? |
| Yes. |
| What is the security requirement for badges (TAMC and VA)? |
| See PWS 1.11.1. |
| Do either use RAPIDS? |
| TAMC does. |
| What’s the SF for the VA? |
| See Exhibits C and D. |
| Is RAPIDS a cost to the contractor? |
| Yes, the government does not pay for this. |
| Do all personnel get CACs? |
| No, IAW PWS 1.11.2.5. the EH and AHE only receive CACs. |
| What is green waste (Attachment 1)? |
| This item is not a requirement and will be removed from Attachment 1. |
| Are there any 2016 numbers you can add to Attachment 1? |
| Yes, Attachment 1 will be updated. |
| How often does linen deliver? |
| IAW Exhibit F, twice a day at 07:30 and 13:00. |
| Is the soiled linen swapped at the same time clean linen is dropped off? |
| IAW Exhibit F, twice a day at 06:00 and 23:30. |
| How is chemo handled? |
| After Health Physics clears the bags, they will call for the housekeeper to pick the bags up and bring them to the storage area. A separate contractor then picks up the chemo from the storage area for destruction. |
| Is there just one autoclave? |
| Yes. |
| How long is one cycle of the autoclave? |
| One hour per cycle. |
| Who calibrates the autoclave? |
| The government (medical maintenance department). |
| How often does the autoclave need to be ran? |
| IAW PWS 1, as a performance-based requirement, the government will not instruct the contractor how many times to run the autoclave, as it is for them to determine how to meet the standard of the PWS. |
| Is housekeeping responsible for autoclave training? |
| No, IAW PWS 1.13.3.3., autoclave training is government provided. |
| Does housekeeping sign the autoclave manifest? |
| Yes. |
| Is there a main storage area/office for housekeeping? |
| Yes IAW Exhibit E. Bldg. 160 has three storage cages and an office area, Bldg. G2D wind has three offices, one break/training room, and two storage rooms. |
| Do tech’s clean their own dialysis equipment? |
| Yes. |
| Was the last contract small business or HUBZone? |
| Small Business. |
| Is there a storage room for supplies? |
| Yes IAW Exhibit E. |
| Is housekeeping allowed to move beds? |
| No. |
| What year was Tripler built? |
| 1948 IAW Attachment 1. |
| Does the requirement include the starbucks area? |
| No. |
| Does housekeeping do the pressure washing underneath the canopy? |
| Yes, the canopies are covered under PWS 5.11.2. |
| Is the laundry space available? |
| No. The government will revise Exhibit E to remove this space. |
| Can we use the washer/dryer? |
| No. |
| Where is all the equipment stored and where can you charge them? |
| Equipment can be stored throughout the housekeeping/janitorial closets. Space for charging equipment is available in G2D Wind or Bldg. 160. |
| What is the breakdown of VCT? |
| See Exhibit D. |
| Is the person who runs the autoclave the one that signs the manifest? |
| Yes. |
| How many CORs are there? |
| One. |
| Is there a specific disinfectant used for the vet clinic (parvo)? |
| Yes. IAW PWS 4.2.1. “The contractor shall not use any supplies, cleaning products, or material prior to receiving written approval of the COR and Infection Prevention and Control Committee (IPaC)”. |
| What is the make/model of the bailer and autoclave? |
| Attachment 1 will be updated with this information. The bailer’s are manufactured by “Cram-A-Lot”, and the autoclave is manufactured by “Moss”. |
| What is the note for housekeeping found on a door in Building 107? |
| The sign stated “Do not knock on or open doors if they are closed. Closed door indicate providers are doing patient care. If they have trash they will put their basket in the hallway. Do not close any doors after cleaning. Do not vacuum or turn lights out before 7:15 PM if any doors are closed. Providers may still be working.”. |
HOWEVER, THAT NOTE DOES NOT PERTAIN TO THIS REQUIREMENT.
| Do operating days affect stepladder pricing? |
| No. |
| Who assumes the cost of linen replacement? |
| Government. |
| Please provide previous 12 months of supply purchase? |
| Due to the contractor supplying this, and not the government, you will have to request this information from the incumbent contractor. |
| When is the next Joint Commission survey? |
| Fiscal Year 2019 –2020. |
| What is the standard for disinfecting the vet clinic? Reason is a specific disinfectant is required for parvo virus and some disinfectants can be harmful. |
| See PWS 5.5. Types of Services for cleaning standards. Also, IAW PWS 4.2.1. “The contractor shall not use any supplies, cleaning products, or material prior to receiving written approval of the COR and Infection Prevention and Control Committee (IPaC)”. |
| Please provide all part numbers and SKUs for all government furnished dispensers, paper, bags, and soaps for dispensers. |
| Soap dispenser: GOJO 9033 |
Soap dispenser (replacement model): 8871 PROVON Toilet Paper: Small household type for patient rooms Toilet Paper: Large rolls for public toilets R2090TBK Single Paper Towels: Multifold for patient rooms Paper Towels: Large Rolls for public toilets Kimberly Clark 0990
| Please provide the types of floor finishes used throughout all facilities. |
| This information can be obtained from the incumbent contractor. |
IAW PWS 1, As a performance-based contract , the government will not tell you which type of floor finishes to use throughout the facilities.
| Can you provide guidance on how comprehensive the sample healthcare housekeeping procedures manual should be? Are there specific procedures you want to see? |
| Yes, IAW the Addendum to 52.121-1, paragraph D.2.b.(5)(3)(a). |
| What is the capacity of the cards for the autoclave? |
| 200 pounds per cart. |
| Are there stations in the janitors closet for chemicals? |
| No, this is not a requirement under the current contract. |
| Does the hospital provide any cleaning supplies, consumables, chemicals? |
| No, nothing beyond what is identified in Section 3 of the PWS. |
| How many smoking areas/shelters are there and what are their locations? |
| Three. The VA shelter is near the ACC building and the other two are located east and west of the main hospital. |
| How many types of soap and dispensers are there? |
| Two. |
| Are we going to get a copy of the site visit roster and presentation slides? |
| Yes. |
| PWS 1.10.3., is it not discrimination to mandate by sex? |
| No |
| PWS 1.13.3.7., we don’t have our own training space? |
| A break/training area is provided IAW Exhibit E. |
| Do we provide operating room in between case cleaning? |
| Yes IAW PWS 5.6. |
| Do you provide civilian trauma care? Does the ER provide VA ER care? |
| Yes. |
| Who cleans between patients in the ER? |
| The housekeepers IAW PWS 5.7. |
| How many operation rooms are there? |
| See attachment 1, paragraph 1., General |
| How many OR cases per day? |
| See Attachment 1, paragraph 4, annual healthcare statistics. |
| What is the model of the bailer? |
| See Exhibit E, number 3, “Cram-A-Lot”. |
| How many bails on average are bound per day? |
| 18,000 pounds of cardboard is processed monthly. |
| How many items are stamped and stitched? |
| Attachment 1 will be updated with an average number of items that are stamped and stitched monthly. |
| What items are stitched (lab coats, uniforms, blankets)? |
| See PWS 5.15.7.5. Also, Attachment 1 will be updated with some statistics. |
| What is the age of the equipment? |
| Exhibit E will be updated with the dates in which equipment was purchased to assist in determining the age of equipment. |
| Do we clean the area where chemo drugs are mixed? |
| Yes, in inpatient pharmacy. |
| What is the total SF for all windows? |
| Unknown. The government does not calculate this, however, the number of windows is provided in Attachment 1, number 3. |
| Is there receiving area for 40 ft containers? |
| Yes. |
| PWS 5.11.2., is the 5 ft standard for cleaning exterior areas from the exterior building surface? |
| Please clarify. |
| PWS 5.15, is the linen vendor responsible for collecting soiled linen from outlying buildings to the designated location or the contractor for hospital housekeeping services? |
| The housekeepers do transport the soiled linen from the outlying buildings to the soiled linen room in the main hospital. |
| Is there an area for lifts to be stored on government property (i.e. overnight for exterior window cleaning)? |
| Yes, Bldg 160 has limited space. |
| Are there housekeepers for risk assessments? |
| No, this is not a requirement of the PWS. |
| Page 195, (3), iRapt |
| What do we need to provide? A current invoice, receipt, and acceptance? |
| Fill in the CAGE Code of iRAPT on PWS 7.3. |
| Page 196, Factor 1 |
| Is it necessary to add PWS sections provided by solicitation or do you simply require us to reference by paragraph and provide our procedure for compliance? |
| The government cannot advise how you write your proposal; however, the government has provided instructions on the general format and requirements in the Addendum to 52.212-1. |
| Page 193, Table 1.k., Volume II |
| On sanitized CD-R should we leave out ISSA CIMS-GB Certificate or supporting documentation? |
| The CIMS-GB Certification is part of the solicitation requirement and should be included in the sanitized CD-R IAW the Addendum to 52.212-1. |
| Page 111 PWS 5.12-5.12.2.1 |
| How/or is the contractor going to be compensated for emergency and construction cleaning performed? |
| PWS 5.12. states, “If any such unforeseen contingency circumstances causes an increase or decrease in the cost of, or the time required for, performance of any part of the work under a TO, whether or not changed by the order, the KO shall make an equitable adjustment in the TO price, the delivery schedule, or both, and shall modify the TO. The contractor must assert its right to an adjustment under this clause within 30 days from the date of receipt of the written order. Failure to agree to any adjustment shall be a dispute under the Disputes clause. However, nothing in this clause shall excuse the contractor from proceeding with the TO as changed”. |
| Page 113, PWS 5.13.8.1 |
| Is there going to be a separate line item or CLIN for exterior window cleaning? |
| No. |
| Page 131, 3., a.: Work schedules |
| What specific tasks is the contractor going to have to report (e.g. stripping, carpet shampooing, ext..) or (e.g. dust mop, damp mop, dusted, ext...)? |
| PWS 5.3. states the requirement. |
| Page 102, 3.5.2.7 / Page 151, 3. |
| What brand or type of dispensers are going to be used/ provided (e.g. paper towel roll, single-fold, multi-fold, ext... soap liquid, foam, ext... toilet tissue small roll, large roll, 9" core, coreless, ext. hand sanitizer liquid, foam, ext.)? |
| Soap dispenser: GOJO 9033 |
Soap dispenser (replacement model): 8871 PROVON Toilet Paper: Small household type for patient rooms Toilet Paper: Large rolls for public toilets R2090TBK Single Paper Towels: Multifold for patient rooms Paper Towels: Large Rolls for public toilets Kimberly Clark 0990
| Page 105, 4.2.12 / Page 140, 00003, G2D304: |
| Laundry room Contractor is provided a laundry room but cannot launder equipment? If contractor has commercial laundry compliant equipment can it be utilized? |
| The government will revise Exhibit E to remove the laundry room as government furnished. Laundering onsite is not a requirement of the PWS. |
| Page 38 / Page 199-200 / Attachment 3: |
| How can we put a price per square foot for service without a level of service being known? How are we to know what level of service is increasing or decreasing? |
| IAW the Addendum to 52.212-1, paragraph D.2.d.(8), “the monthly firm-fixed unit prices are inclusive of all tasks”. |
| Page 193 of 233 [Attachment 5, Question and Answer Template] and Page 190 of 233 |
| Page 190 of the PWS indicates questions regarding the proposal are due within 7 calendars days of release of the RFP (i.e. still in DRAFT status), while page 150 (1.h.) indicates that questions may be submitted up to 7 calendar days prior to proposal submission (i.e. unknown at this time). |
Would the Government consider extending the Q&A period beyond the Site Visit dates to allow for follow-on discussion, i.e. 22 November 2017, 5P CST?
The government intends to correct Attachment 5 to state “7 calendar days prior to proposal submission”.
[Exhibit B - Deliverables]
| Exhibit B – Deliverables shows 1.a and 1.g. listed as “reserved.” Will the Government provide additional details as to what will need to be provided for these items and the associated timelines for each (Ex: Quality Control Plan, Phase-In Plan, etc.)? |
| No. Item was changed to “reserved” due to the removal of a deliverable requirement in Exhibit B. |
Att 1 MTF Description and Workload Data; Section 3
| Please clarify if the window data is based upon Sq. Ft. of number of windows? |
| The window data is number of windows and not square footage. |
Att 1 MTF Description and Workload Data; Section 3
Please provide a breakdown of windows by building?
The government will not provide a further breakdown of windows, other than what is already provided in Attachment 1.
| CBA |
| Please provide the current/updated CBA? |
| The most current CBA is in Exhibit H. The union has advised a revision request has yet to be submitted. Current rates in Exhibit H stand. |
| PWS 5.15 – Linen Services |
| Please provide any historical data for the quantity of Linen repairs? |
| Attachment 1 will be updated with statistical information. |
| Page 84. Paragraph 1.3 and Page 210. Adendum to 52.212-2. Paragraph A. |
| The evaluation criteria is defined as lowest price – technically acceptable (“LPTA”). As stated in the National Defense Authorization Act for Fiscal Year 2017 (Public Law No: 114-328), LPTA should not be used in instances where the DoD would recognize value in proposals that exceed technical requirements or in instances where technical approaches will require more than nominal subjective judgement. Per the objective stated in 1.3, will the evaluation criteria remain LPTA based on the requirement for an offeror designed and provided quality control plan and necessary evaluation of key personnel qualifications? |
| The evaluation criteria will remain as LPTA. |
| Is the site visit mandatory for solicitation W81K04-17-R-0015? |
| No. |
| What is the current contract amount for the base year and all option years? |
| $50,811,589.37 |
Base: $5,297,144.14 Option1: $10,625,067.23 Option 2:$10,909,375.84 Option 3:$11,790,899.00 Option 4: $12,189,103.16
Department of the Army Medical Command