Attachment_5-Question_and_Answer_Document-14_Jun_19.xlsx
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- Solicitation number
- W81K04-19-R-0003
- Issued by
-
Department of the Army Medical Command
About this file
This draft request for proposal and solicitation is for healthcare housekeeping services at Brooke Army Medical Center and multiple medical treatment facilities in the health service area of Fort Sam Houston, Texas. The requirement includes hospital housekeeping, regulated medical waste handling and transport, linen services, recycling, and exterior building maintenance. The period of performance is five years from December 2019 to November 2024. The estimated square footage for cleaning is 2.4 million across all facilities. Interested parties must provide comments on the draft performance work statement by November 30, 2018. The solicitation will utilize lowest price technically acceptable source selection and be awarded on a firm fixed price basis through indefinite delivery indefinite quantity contracts and task orders.
Attachment 5-Question and Answer Document
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Sheet1
| SOLICITATION W81K04-19-R-0003 |
| BROOKE ARMY MEDICAL CENTER HEALTHCARE HOUSEKEEPING SERVICES |
| ATTACHMENT 5 |
| QUESTION AND ANSWER TEMPLATE |
| Page and Paragraph | Offeror's Question | Government's Response |
| 1. Page 79 | Missing FAR Clause 52.245-1 | FAR 45.107(a)(1)(iii), states that clause shall be inserted where the Government Property exceeds the simplified acquisition threshold, as defined in FAR 2.101…" The Simplified Acquisition Threshold is defined in FAR 2.101 under the Class Deviation 2018-O0018 at $250,000.00. The property being provided collectively is not more than $250,000.00; therefore, this clause is not applicable to this requirement. |
| 2. Page 84, FAR 52.208-9, Contractor Use of Mandatory Sources of Supply and Services | According to clause, contracting officer shall identify in contract schedule, supplies or services that shall be purchased from a mandatory source, and specific source. Is Contracting Officer going to provide this information? | Yes, in accordance with FAR 8.005, the Contracting Officer identified in the Contract CLIN Schedule the services, i.e., healthcare housekeeping and related services shall be purchased from a mandatory source and the specific source as identified in 52.208-9, Contractor Use of Mandatory Sources of Supply and Services. |
| 3. Page 101, FAR 52.237-7, Indemnification and Medical Liabilty Insurance | These are not professional services. Request clarification if this clause is applicable? | This clause is not applicable and was removed with this amendment. |
| 4. Page 102, DFARS 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting | only applicable to IT services [sic] | No, this clause is applicable in all solicitations and contracts including solicitations and contracts using FAR part 12 procedures for the acquisition of commercial items. |
| 5. page 117, PWS 1.5 Period of Performance | states "The Period of Performance is five years from date of contract award,"; however, POP is 12-month base period and four 12-month option periods, request clarification. | The POP is correctly stated as five years from date of contract award; however, the CLIN structure is broken up as a 10-month base year, 2-month phase-in and four 12-month option periods. |
| 6. Page 120, PWS 1.10.5.1. and 171 Exhibit B 5. m. & n. | government only references sexual harrassment reporting which is typically referenced in ommited section 1.10.5.2., and omits reference to sexual assault reporting - which is typically referenced in 1.10.5.1. Exhibit B 5. m. Sexual assault references 1.10.5.1 and 5. n. Sexual harrassment references 1.10.5.2. | Paragraph erroneously omitted and is now included with this amendment. |
| 7. Page 124, PWS 1.13.3.2. Regulated Medical Waste Package Training | Is RMW training online? What is the website? | The RMW training is not on-line. Use the following website https:phc.amedd.army.mil/Pages/Training.aspx for a schedule of classes, which will be incorporated in the PWS paragraph with this amendment. |
| 8. Page 123, PWS 1.13.3.6. Operations Security Training | OPSEC training should be only for CSPs with access to a government information system (same as PWS 1.13.3.4); please confirm. | OPSEC is for all CSPs; DoD Cyber Awareness Training is for CSPs with access to a government information system. |
| 9. Page 124, PWS 1.15.1. Key Control | the contractor shall maintain the approved key control procedures for all keys issued to the contractor by the government. Is there a deliverable for the contractor to submit key control procedures for the Government to approve? If BAMC issues keys to Contractor, then keys are Government furnished property and need to be issued as such with proper regulations. | No, there is not a deliverable for submission of key control procedures. See PWS paragraph 1.15, which references MEDCOM Regulation 190-1, Key Control and Physical Security Standards. In accordance with PWS 1.15.1.1, the contractor and the KO will negotiate a supplemental agreement for the reimbursement of the master key(s) and/or lock(s) IAW the Addendum to FAR 52.212-4 (c) changes. |
| 10. Page 124, PWS 1.15.1. Key Control | BAMC provides a key control unit; Government should provide the description of the key control unit. | See revised Exhibit E, posted with this amendment for make, model and location of the key boxes. |
| 11. Page 124, PWS 1.15.1. Key Control | If Government is going to identify keys as Government furnished property, need to add all the clauses. | Please see the answer to Question #1. |
| 12. Page 134, PWS 3.3.3. | states government provides general waste, regulated and recycling waste refuse service. Who is government's general waste contractor? Who is government's recycling contractor? | SteriCycle is the RMW Contractor. The contractors for General Waste and Recycling is not relevant information to this requirement. |
| 13. Page 134, PWS 3.4. Equipment | "The Government will deliver to the Contractor, for use in connection with and under the terms of this contract the equipment identified in Exhibit E." ; however, the Government listed keys and a key lock box under under 3.5.2 which are also Government Furnished Property and should be listed in Exhibit E. They are not "material" as they are not consumable or expendable. The FAR Clause 52.245-1 shoud be included in the solicitation for the Government Furnished Property for Exhibit E. | Please see the answer to Question #1. |
| 14. Page 135, PWS 3.4.3. | states government provides scales in clean linen room, soiled linen room and RMW storage, but equipment is not listed in Exhibit E. What are the brands/models of each of the three scales referenced and the location of each brand/model? | The scales have been added to the revised Exhibit E along with their location and brand and model of each. |
| 15. Page 138, PWS 4.3.14. | states, "The contractor shall furnish communication devices…" However, Exhibit E identifies “Vocera Badges” which is a secure communication system; does contractor provide separate communication system? What about compability with Vocera Badge? | Yes, the contractor shall furnish their own communication devices. The Vocera badges are a stand-alone device that can receive any phone call within BAMC. |
| 16. Page 139, PWS 5.1. | states, "The contractor is encouraged to apply innovate techniques and managerial approaches that will yield increased levels of service and greater cleaning efficiencies." However, this is a lowest- price, technically acceptable evaluation; please explain how an offeror would benefit by applying an innovative technical and managerial approach? Wouldn't that be considered a strength under a trade-off scenario? | The sentence was removed from the PWS paragraph. |
| 17. Page 140, PWS 5.6.2.1 . | states, "Standard: Sufficient lock-in CPSs' assigned to meet response times and to provide housekeeping services required in Type I areas…" Please clarify the ambiguous term "sufficient" as it is not a measurement. Standard is measurement of how the requirement/task is met. | This is a performance based requirement; therefore, it is up to the offeror to determine how many CSPs are sufficient enough to meet the response times required in Type 1 areas. |
| 18. Page 141, PWS 5.7.1.1. | do the nursery bassinetts need to be cleaned also? | No, the bassinetts do not need to be cleaned. |
| 19. Page 148, PWS 5.13.16. | During site visit, government stated that contractor would operate shredder and baler, but neither task is listed in PWS. | These tasks have been added to the PWS with this amendment. See PWS paragraphs 5.13.16.1 thru 5.13.6.6. |
| 20. Page 150, PWS 5.13.16.5. | What brand/model is Baler equipment? | See Revised Exhibit E, posted with this amendment. |
| 21. Page 167, Paragraph 8 | Implementation of Reduction Procedures for Acceptance of Nonconforming Services, states, "The equitable adjustment reduction for nonconforming services will be calculated as follows: Multiply the square feet of the area involved by the established equitable adjustment price per square foot for that area located in the applicable CLIN description." How does the Government establish the equitable adjustment price per square feet for each CLIN? | This amendment changed paragraph 8 of the Performance Requirements Summary to read, "The equitable adjustment reduction for nonconforming services will be negotiated between the Contracting Officer and the contractor." |
| 22. Page 169, Exhibit B 3. b. | is duplicated as both: b. Schedules for tasks to be performed by teams and b. Quality Control Inspection Report | Numbering of Exhibit B, #3 was corrected with this amendment. Because the numbering was corrected, all references in the PWS, to Exhibit B, #3 were also corrected. |
| 23. Page 170, Exhibit B 3. g. Monthly Linen Issue Summary Report. | Government references two reports in this deliverables requirement. The first report references weights of soiled/clean linen and says its due on the 5th business day of the month following previous month of service; the second report references clean linen issues to users/activities by piece/by day; incorrect PWS reference to 5.13.3.1. (floor cleaning standard). | Removed PWS reference 5.13.3.1. Correct reference should be 5.15.5. only. Exhibit and reference was corrected with this amendment. |
| 24. Page 170, Exhibit B 3. h. Linen Cart Weights. | This requirement references weights of soiled/clean linen, duplicating first report referenced in 3.g., but has a due date of first work day of month following previous month of service, contradicting due date in 3. g. | The government has corrected Exhibit B to remove item report, Linen Cart Weights. |
| 25. Page 171, Exhibit B 5. m. Sexual Assault. | PWS is missing sexual assault. | Paragraph erroneously omitted. Paragraph 1.10.5.2 was added with this amendment. |
| 26. Page 171, Exhibit B 5. n. Sexual harassment. | Need to add sexual assault; incorrectly references deliverable for sexual harassment. | Reference corrected to PWS paragraph 1.10.5.2. |
| 27. Page 172, Exhibit B 5. t. MRI Screening. | This should be labeled MRI Training, as the deliverable refers to documented MRI Training. | No, the title will remain as is. |
| 28. Page 177, Exhibit E 2. Government Furnished Equipment. Government Furnished Property: | what brand are the germicidal UV light items? List brand/model and location of shredder, baler, RMW scale, clean linen room scale, soiled linen room scale, key lock box(es) | The make and model of the Germicidal UV Lights is: Make-Xenex; Model-PXUV4D-XCT. The make and model# of the scales and key lock boxes are listed in the revised Exhibit E posted with this amendment. |
| 29. Page 234, Addendum 52.212-1, Paragraph D.1.c.(1) | states, "…the following criteria to demonstrate their capabiity to perform healthcare housekeeping services in a medical facility same or similar in size (2.3 million square feet) to Brooke Army Medical Center (BAMC)...) What does the Government consider "similar in size" in terms of meeting capability? | The word "similar in size" in terms of capability is referring to a Commercial facility. |
| 30. Page 236, Paragraph j. | Electronic Offers states, "The offer shall submit Volumes I (SMALL BUSINESS CONCERNS ONLY) through V… ;" however, there are seven volumes according to Table 1.k., please clarify paragraph j. | Paragraph is corrected in this amendment, to state that, "The offeror shall submit Volumes I (SMALL BUSINESS CONCERNS ONLY) through VII. |
| 31. Page 236 | Would the Government consider accepting electronic offers by email rather than CD? Electronic proposals are authorized in accordance with FAR 4.5. | No, Proposals shall be submitted as stated in the solicitation. |
| 32. RFP Pages 237, 238, 239 and 240 for |
Volume III, Factor 1, Section A with reference to PWS 1.9.
| Are offerors to provide resumes and certifications for their proposed EH and AEH? If Yes – are resumes and certificates considered tables, charts or graphs in terms of the 10-page limit for Section A? Otherwise, 2 resumes and 2 certificates (1 EH + 1 AEH) consumes 4 pages of the 10 page limit. | No, Factor 1, Section A (General PWS Requirements; 1.6, 1.9 and 1.13) does not state that an offeror is to provide resumes for their proposed EH and AEH. | |
| 33. 234 / D.1.(c) | We are seeking clarification on the following criteria as stated in the RFP…"Small business offerors shall submit a narrative that addresses the following criteria to demonstrate their capability to perform healthcare housekeeping services in a medical facility same or similar in size (2.3 million square feet) to Brooke Army medical Center (BAMC) (including outlying clinics). the narrative shall address the following criteria; (1) Provide the following information for a medical facility of same or similar size of BAMC: (a) contract number; (b) dollar value; (c) total square footabe; (d) number of full-time equivalents; and (e) customer point of contact (name, phone number, and email address). QUESTION: The RFP states this is an LPTA award criteria. Will the Government disqualify (as not technically acceptable) an offeror that does not have hospital housekeeping services in a single facility of 2.3 million square feet or more? | The first part of this question refers to the criteria in Volume I, which is to determine if there are two or small businesses capable of meeting the government's criteria to set this requirement aside for small business. The second part of the question refers to evaluation criteria. This is a LPTA award and award will be made to the acceptable offeror with the lowest evaluated price deemed responsible in accordance with the FAR and whose proposal conforms to the solicitation requirements. |
| 34. 236 of 276; j. Electronic Offers; 237 of 276 Organization/Number of Copies/Page Limits | Reference states “The offeror shall submit Volume I (Small Business Concerns Only) through V in electronic format on read-only CDs.” Question: There is a discrepancy between j and k, k has a requirement for 7 CD-R’s, versus j, which has a requirement for only Volumes I – V to have CD-Rs. Will the Government please clarify and confirm which volumes require CD-R’s? | See answer to Question #30. |
| 35. Amendment/Mod 0002- Attachment 4/Staffing Chart | Question: Will the Staffing Chart’s gross SF be updated to reflect the removal of the 4 rooms identified in 1.b? | Yes, the staffing chart's SF was corrected with this amendment to 2,347,478 and as well the removal of Bldg 3600R from Type IV, V and VI. |
| 36. Exhibit C and Amendment/Mod 0002 | Question: Will Exhibit C be updated to reflect the removal of the 4 rooms identified in 1.b of the Amendment/Mod 0002? | Yes, Exhibit C was corrected with this amendment to 2,347,478. |
| 37. Amendment/Mod 0002 – Attachment 4/Staffing Chart | Question: The first PoP for the 10 months indicates that the productive hours are 1617 = 1 FTE. That 1617 would seem to equal to the amount for 11 months instead of 10 months. Will the Government please clarify and confirm if the FTE hours are equal to 10 or 11 months? | Attachment 4-The Productive Hours were corrected with this amendment for the base year (10 Months) to 1475-SCA and 1600-Non SCA. |
| 38. Schedule of Supplies and Services | Question: Please clarify CLINs 0023 and 0024. Are these two CLINs for Linen Services? Note: 0024 states “RMW” in the description. Will the Government please clarify and confirm for this period as well as for all option periods? | Yes, CLIN 0023 is for ISR Linen (Bldg 3611) and CLIN 0024 is for all other linen services. CLIN 0024 was corrected with this amendment to change RMW in the description to Linen services. This change will apply to CLIN 1024. |
| 39. Schedule of Supplies and Services | CLIN 0025 is listed as RMW Services, however the description indicated Linen Services. Question: Will the Government please Clarify and Confirm which is correct for this CLIN and period as well as for all option periods? | Yes, CLIN 0025 was corrected with this amendment to change Linen services in the description to RMW. This change will apply to CLIN 1025. |
| 40. m. Page Size and Format. Page 238 of 276 | The Government States “(1) Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text shall be Times New Roman and shall be no less than font size 12. “ Would the Government allow the use of Arial narrow font no smaller than font size 12 in graphics and tables? | No, the font shall be as stated in the solicitation. |
| 41. PWS 5.15 and Exhibit F | Please explain the difference between Linen ISR services (item 0023) and Linen Services (item 0024)? | CLIN 0023 (Linen ISR services) is for Bldg. 3611 (Institue of Surgical Research) and CLIN 0024 (Linen Services) is for all other buildings. |
| 42. Staffing Chart Options 1-4 | Please explain the calculation of 1765 productive hours for the Service Contract Labor on Out Years. Is the 11-hour discrepancy between the calculation shown below considered non-productive time, or can you define what the 11-hours represent? FTE-2080 hours ; Holiday-88 hours; Vacation-120 hours; Sick Leave-96 hours; Total-1776 hours | The productive hours for the out-years was not correct. It was corrected with this amendment. FTE-2080 hours; Holiday-88 hours; Vacation-120 hours; Sick Leave-96 hours; Bereavement-3 hours; Jury Duty-3 hours; Total-1770 hours. |
| 43. Exhibit C and Exhibit D | Revised Exhibit D does not tie to Exhibit C. The delta is 1,081 sq ft and is in Building 3600 Types III and V. May we have clarification or explanation of the discrepancy? | Exhibit C was corrected with this amendment. See answer to Question #36. |
| 44. Exhibit J | Is there a shift differential for Second Shift? We noted in the Collective Bargaining Agreement a shift differential for Third Shift. | According to the CBA at Exhibit J, there is only a differential for third shift. |
| 45. General Question | During the tour, we noticed in multiple areas that “no-finish” flooring had been coated with floor finish. Is this a BAMC requirement for those floors, or would the contractor be able to return “no-finish floors to their original condition? | Refer to section 5.13.3, Floor Cleaning in the PWS for a list of tasks and standards in regards to floor cleaning. |
| 46. Volume III, Small Business Subcontracting Plan | Current DOD goals are stated. Are these only goals for this project, or are there percentage requirements of adhering to the current DOD goals? | These are goals for this project. |
| 47. Exhibit E – Government Furnished Facilities and Equipment List | We understand the three Xenex Germicidal Ultraviolet light machines are government furnished equipment. Is there a separate unit or a unit allocated only to Type I areas for OR end of day use? | See PWS, Section 5.7 for use of the Ultraviolet lights. |
| 48. PWS 4.2.3 and 4.2.4 | IAW PWS 4.2.3 and 4.2.4, contractor use of green cleaning products. During the site visit, we noticed use of Diversey’s Vectra Floor Finish. Should the contractor avoid use of this product, or is this an approved product to use? | The contractor shall adhere to instructions listed in section 4.2.2 through 4.2.4 of the PWS in regards to cleaning products. |
| 49. Exhibit H | RMW – Per PWS we pick up and transport Medical waste on campus/base. Regarding off base – outer clinics, it would require contractor transporting the RMW to meet DOT regulations. Can we confirm that contractor would be transporting the RMW from off-base clinics to a centralized location on base, or per Exhibit H, is that the responsibility of the RMW contractor to pick up RMW from each outer clinic? | Refer to PWS paragraph 5.14.2 to 5.14.9.2.1 for a listing of tasks and standards in regards to handling and transporting RMW within the Health Service Area of BAMC. |
| 50. General Question | In the Emergency Department, would the contractor be required to complete in-between case cleaning, or is this a nursing function? | Refer to Section 5.7 in the PWS for Specific Tasks and Standards for Cleaning in Type II areas. |
| 51. General Question | In Type I Sterile areas, would the contractor be required to complete in-between case cleaning, or is this a nursing/surgical personnel function? | Refer to Section 5.6 in the PWS for Specific Tasks and Standards for Cleaning in Type I areas. |
| 52. PWS 5.15 and Exhibit F | Does BAMC utilize a linen tracking tool such as Standard Textile, Medline or Division Laundry software to ensure efficiency, trending and accounting? Or should the contractor provide this type of tool for linen efficiency? | Refer to Section 5.15 in the PWS for Specific Tasks and Standard in regards to Linen Services. |
| 53. General Question | May we have the following statistical information for the hospital? • ED Annual Visits |
• Census by Unit by Day/Average census by day
• Annual Discharges and transfers by Unit
• Average length of Stay by Unit
• Terminal Clean request upon Discharge
• Surgical Cases by Day/Annually
• Labor &Delivery, Annual Deliveries
• Number of BAMC staff population by building
• Total Annual Pounds of Soiled Linen
• Total number of RMW Boxes
• Historical Data for Quantities on Supplies
• Lock-ins required by department
| See Revised Attachment 1, posted with this amendment. | ||
| 54. Draft- Attachment 4 | In draft solicitation issued Nov 8, 2019 there was an attachment 4 Staffing Chart. In the final RFP issued May 8, 2019 and the subsequent Amendment 1 issued May 17, 2019, there was no Attachment 4 issued. Question: Is it the Government’s intent for the Draft Attachment 4 to be used for submission? Or is the Government going to issue a final version of Attachment 4 in a subsequent amendment? Will the Government please clarify? | Attachment 4 is embedded within the solicitation starting on page 227. |
| 55. Page 237 of 276, Section k ** | Section K states “**Page limits are exclusive of acknowledged/signed amendments, completed provisions, supplemental sample housekeeping procedures manual, quality control plan supplement, proposal cross referencing matrix and legible tables, charts, tables, graphs and figures (see 1.m. below). Question: Is a cross reference matrix required for Volumes II and III? It is not listed in Table 1.k – Proposal Organization. Will the Government clarify and confirm if there is a requirement for any volumes to have Cross Reference Matrix | There is no mention of cross-reference in this section. Each Volume shall contain the required information listed for that volume only. Please refer to Table 1k, Proposal Organization for the contents of each volume |
| 56. Page 237 of 276 Section k 1., | Section k 1. States “Each page shall be counted except the following: Covers, tab dividers, title pages, glossaries, and table of contents”. Question: Are title pages, glossaries, and table of contents required in any Volume I-VII? Will the Government please clarify and confirm the requirements as Table 1.k Proposal Organization does not state any of these requirements. | Please refer to Table 1k, Proposal Organization. The table lists exactly what should be in each volume. |
| 57. Page 238 of 276, section m (2) | Section m(2) states “Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 x 17 inches in size.”. Question: section m(1) states text shall be Times New Roman and shall be no less than font size 12. Will the Government please provide the font size for legible tables, charts, graphs, and figures? Due to graphical representations industry recommends no less than font size 8. | For clarification, added that, "The text shall be Times New Roman and shall be no less than font size 12. |
| 58. Page 238 of 276, section 3. Proposal Content | Proposal content begins with Volume II – Administrative. There is nothing for Volume I to depict expectations for Volume I. Volume I is only mentioned on page 237, Table 1.K – Proposal Organization. Question: Will the Government please provide proposal content expectations for Volume I – Tier or Cascading Evaluation of Offerors – Information for Small Business Concerns Only? | The information for Volume I starts on page 236 and the contents required for Volume I are stated in Addendum 52.212-1, D. Proposal Submission. |
| 59. Addendum 52.212-1, para 2, General instructions, sub-para m(1), page 238 | This paragraph describes the Page Size and Format, and incudes a requirement that the “…text shall be Times New Roman and shall be no less than font size 12.” However, sub-paragraph (20 indicates that “Legible tables, charts, graphs and figures shall be used whenever practical…” This appears to indicate that the 12 point font does not apply to these graphics. Please clarify. | See answer to Question #57 |
| Reference Attachment 3 - "Price Matrix" CLIN's 23 and 24. Also, PWS, Attachment 1, Page 187 of 276. | CLIN 23 of the Price Matrix asks for pricing for "Linen Services ISR". PWS Attachment 1 lists building 3611 as Institute of Surgical Research. With relatiion to CLIN 23, is the Government asking for pricing on CLIN 23 for building 3611 only? If not, please clarify what buildings or areas fall under ISR. | CLIN 0023 (Linen ISR services) is for Bldg. 3611 (Institue of Surgical Research) and CLIN 0024 (Linen Services) is for all other buildings. |
| Reference Attachment 1, Section 3, "Facility Statistics". Pages 193 and 194 of 276. | Please elaborate on what is meant by large and small dispensers. Please clarify, "Hand Soap 2% Dispensers - 1,5000". Is this 1,500 or 15,000? Where are the 2% Dispensers located? | The larger dispensers are used in the public restrooms; the small dispensers are used in patient care areas. The 2% hand soap dispensers are used in all critical areas. The number of hand soap 2% dispensers was corrected to say 1,500. |
| Reference PWS Section 1.11.1. Page 120 of 276. | Can the Government estimate, on average, the amount of time needed to complete the background checks? | It depends on if the person has had prior base access. It could be up to 4 weeks if no prior access to the base, up to 2 weeks if they have had prior access. |
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