Pre-Proposal Conference Questions and Answers 27 January 2020.xlsx
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- Solicitation number
- W81K04-20-R-0016
- Issued by
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Department of the Army Medical Command
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Sheet1
| Page and Paragraph | Offeror's Questions | Governments Response |
| Page 14, Para. 5.a. | Are there currently any areas that are not utilized on the current contract? If so, what is the approximate square footage of those areas? | There is approx. 41,645 square feet not cleaned by housekeeping. |
| 75 of 192; PWS 4.2.6 | Will the government please provide the sizes of the liners required for performance of this contract? | 12 gallon, 33 gallon, and 45 gallon liners are used. |
| Pg 115-116 of 192; Attachment 1 | Under the Quantity column, can you please define quantity. | Quanity is "each" |
| Pg 115-116 of 192; Attachment 1 | Quantity, can the government please give a more detailed breakout of what the makes up that number (Cases per month/year)? | These are the numbers of dispensers at Irwin Army Community Hospital and the multiple medical treatment facilities. |
| Pg 115-116 of 192; Attachment 1 | During the site visit we noticed 3 different types of toilet paper. Can the government please provide a breakout of each size? | There are different types of toilet paer holders; all toilet paer rolls are the same 1 size. |
| Pg 115-116 of 192; Attachment 1 | Inpatient Behavioral Health. We noticed small 2x3 inch paper towel in the rooms, is the contractor responsible for these paper products? If so, could the quantity please be provided? | The contractor is not responsible for paper towels for Inpatient Behavior Health. |
| Pg 115-116 of 192; Attachment 1 | During the site visit we noticed C-fold paper towels, can the government please provide the quantity of these products? | These come in 16pks/case (250 single paper towels in a pk). Approx. 1 1/2 cases used per month. |
| Exhibit_J_CBA_and_Addendum_ver_2.pdf |
*Article X1-Wages (Pg 6) *Addendum(Pg 25)
| Art X1-Employees shall be paid wages, shift premium and fringe benefits in accordance with the schedule of wages. | |||
| Addendum – Assuming this is the referenced “schedule”, there is no listed adjustments for Shift premium. Please confirm no shift premiums are required for this contract. | No, there are no shift premiums required on this contract. | ||
| 156 of 192, Paragraph (2a)* | The reference paragraph dictates productive hours for each Performance Period. Are these hours to be the basis of calculating Full Time Equivalents (FTE’s) for Staffing charts and the basis of composite hourly rate development? | Yes, but please note that IAW PWS paragraph 1, this is a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. Contractors shall use the information contained in the solicitation (including exhibits and attachments) to determine the realistic FTE count. | |
| 156 of 192, Paragraph (2a)* | The reference paragraph dictates productive hours for each Performance Period. If the actual execution of the work develops/calculates a different FTE value, will the USG allow a change order (to include contractor indirect costs and profit)? | This is a Firm-Fixed-Price contract. IAW the Addendum to FAR 52.212-1, paragraph D.2.d.(8) "the monthly firm-fixed unit prices are inclusive of all tasks" . Therefore, your price shall include all the costs you expect to incur during the life of the conract. | |
| SF 1449, Block 10, Size Standards | The SF 1449, Block 10, Size Standards is $19,500,000; on Page 14, Description of Services, Paragraph 3 identifies the maximum value of all orders "shall not exceed $19,500,000.00 for the five-year ordering period." Could Government verify maximum value is correct for five-year ordering period? | The maximum value of all orders shall not exceed $19,500,000.00 for the five-year ordering period. | |
| Page 58, PWS, Paragraph 1.10.5 | Paragraph 1.10.5 references "OTSG/MEDCOM Policy Memo 16-033...29 March 2016" However, previous healthcare housekeeping solicitations reference policy "19-019, Sexual Harassment/Assault Response and Prevention Program, 21 March 2019" Could agency please verify if policy was updated? | Yes, corrected with Amendment 0001. | |
| Pages 104 - 108, Exhibit B, Deliverables | As a general note, many deliverables referenced in PWS Sections 1 - 4 do not match Exhibit B, Deliverable references such as PWS 1.13.3.4, PWS 1.13.3.6, and 1.13.4. | Yes, corrected with Amendment 0001. | |
| Page 62 PWS, Paragraph 1.13.3.4 | Paragraph 1.13.3.4, the deliverables do not match the deliverables table, Exhibit B, Page 104. | Yes, corrected with Amendment 0001. | |
| Page 62, PWS, Paragraph 1.13.3.6 | Paragraph 1.13.3.6, the reference to deliverable "1.e" should be "1.d." according to Exhibit B, Page 104. | Yes, corrected with Amendment 0001. | |
| Paragraph 62, Paragraph 1.13.4 | Paragraph 1.13.4, the deliverable references of 5.m and 5.n do not match with Exhibit B, Pages 106 - 107. | Yes, corrected with Amendment 0001. | |
| Page 64, PWS Paragraph 1.16.4 | Paragraph 1.16.4 references FAR Clause 52.236-13 (with Alternate I) but the clause is not included in solicitation. Will the clause be incorporated into the solicitation? | Yes, corrected with Amendment 0001. | |
| Page 75, PWS 4.1.7 | Paragraph 4.1.7 states, "generally that is a combination of not more than five years of age and less than 72,000 total vehicle mileage;" however, the latest GSA Vehicle Replacement Standards are varying ages and mileages depending upon type of vehicle. Would Government update PWS language to meet latest GSA vehicle replacement standards? | Yes, corrected with Amendment 0001. | |
| Page 111, Exhibit E, Government Furnished Facilities and Equipment | Page 111, the table identifies three "Patching Machine;" however, the PWS does not include sewing or mending requirements. Please provide requirement for sewing or mending if included in "related services." | No sewing or mending requirements. | |
| Page 120, Attachment 2, QASP | Paragraph 3.2.1, the PWS paragraphs do not mach the PWS paragraphs in Exhibit A, PRS, Page 103. | Yes, corrected with Amendment 0001. | |
| Technical Exhibits C & D | An analysis of Technical Exhibit D and Technical Exhibit C shows discrepencies in the square footage totals of Bldg. 650 for Types I, II and V. Can the government please address? | Yes, corrected with Amendment 0001. | |
| PWS Paragraph 5.11.6 and 5.11.6.1 | It was observed that there are many dining room tables and chairs which must be moved several times daily in order to perform floor maintenance and policing. Can the government please provide the number of tables and chairs in use and the weight of each table and chair? | There are 50 tables, and 180 chairs in the dining room area. The tables weign approx. 35-60 lbs; the chairs weigh approx. 10 lbs. | |
| Technical Exhibits D - Flint Hills | A comment was overheard at the site visit that the government has an expectation for Flint Hills to be staffed with one FTE on day shift and one FTE on evening shift. Can the government address this? | The Government does not have a minimum staffing requirement, but a performance standard. It is up to the contractor to determine the staffing levels it takes to meet the PWS standard. | |
| Technical Exhibit J | A new CBA Addendum went into effect January 2, 2020. Will the government please issue the new CBA Addendum as part of the solicitation documents? | Yes, corrected with Amendment 0001. | |
| Page 151, PARA Table 1.k. | Can you confirm the total page limit to volume II is 49? | Yes, IAW with Table 1.k which states 49 page limitation | |
| Page 157. PARA (3) | States customer reference information shall be submitted in the format referenced in Attachment 6, “Reference Customer Information Sheet”, will this document be published as it was not posted with DRAFT solicitation | Attachment 6 template can be found on page 148 and 149 of the solicitation. | |
| Page 151,PARA (j.) | Can you confirm you are only requesting CD copies of the proposal? | Yes, IAW the Addendum to 52.212-1, paragraph D.1.j., the offeror shall submit offers in read-only CDs. | |
| Page 151,PARA (j.) | Can you provide the address to where CD copies of proposal must be submitted? | IAW with addendum to FAR 52.212-1 Page 150, Paragraph D Proposal Submission 1.c. | |
| Page 148 Attachment 5 | Can you confirm the question due date? | January 20, 2020 is the final date to submit questions. With amendment 0001 31 January 2020. | |
| Page 154, PARA (a) Section A - General Requirements | Can you clarify how you would like General Requirements, PWS Section: 1.6 - 1.6.6 addressed in the technical? | 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 1, Block 8 | Can you confirm the due dates and all other dates on the draft solicitation will remain the same or will be extended once the official solicitation is published? | The official solicitation was published and released on 03 Jan 2020 and amendment 0001 extended the due date to 12:00 PM 14 Feb 2020. | |
| Attachment 3, Pricing Matrix | Please confirm which fields are required to complete the pricing matrix. Is data required for each of the following step-ladder ranges – 1) monthly unit price; 2) average weighted price; 3) max SF for CLIN; 4) max qty; and 5) max CLIN amount? | Data input is required for all of the step-ladder ranges under Monthly Unit Price. The spreadsheet automatically calculates the Average Weighted Price and Max CLIN Amount. | |
| Exhibit C | Per PWS, the minimum thru maximum estimated quantities of SF to be cleaned are developed from Exhibits C and D. Exhibit C attachment was not included with solicitation, can you provide? | Exhibit C was provided on beta.sam.gov. Feedback was provided that Exhibit C was having issues therefore; document was reposted on 1/6/2020. | |
| Exhibit J CBA | CBA provided is valid from June 1, 2018 to May 31, 2021. Will an updated CBA be released that will cover the length performance periods of contract? | A new CBA will have to be negotiated with the new contractor. | |
| Exhibit J CBA | Since CBA is effective through May 31, 2021, should rates in the pricing matrix reflect CBA rates for all 5 years? | Yes. If the rates change, it will be adjusted at a later time during the administration phase. | |
| Attachment 3, Pricing Matrix | There will be costs associated for overall management and administrative personnel that does not pertain to a single CLIN. Will a separate CLIN be provided to apply these costs? | This is a Firm-Fixed-Price contract. IAW the Addendum to FAR 52.212-1, paragraph D.2.d.(8) "the monthly firm-fixed unit prices are inclusive of all tasks" . Therefore, your price shall include all the costs you expect to incur during the life of the conract. | |
| Attachment 3, Pricing Matrix | CLIN 002 of pricing matrix – year 1 sum of unit prices (cell D7) is missing a formula | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 002 of pricing matrix – year 1 avg weighted price (cell F8) is missing a formula | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 003 of pricing matrix – the average max qty is divided by 5 but there are 3 step ranges. Should this be divided by 3? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 004 of pricing matrix – the average max qty is divided by 5 but there are 3 step ranges. Should this be divided by 3? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 005 of pricing matrix – the average max qty is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 008 of pricing matrix – the average max qty is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 0010 of pricing matrix – the average max qty is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 0012 of pricing matrix – the average max qty is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Attachment 3, Pricing Matrix | CLIN 0013 of pricing matrix – the average max qty is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Staffing Chart, Attachment 4 | Staffing Chart, Attachment 4 – under the “Labor Category” column, are we listing the labor positions for each service type and building number followed by the productive hours per shift? | Yes. IAW Supplement C-2 2.b.(6)(c)(2) -Staffing Chart, the staffing chart shall address each type of healthcare housekeeping service (Types I – VI, RMW, etc.) required by building (see Exhibit C - List of Buildings) and include the number of employees (Full-Time Equivalent (FTE)) proposed by labor category for each shift by building. | |
| Published Documents | Based on published documents each read DRAFT, will there be official documents published? If so when will they be published? | Official solicitation was posted on 3 Jan 2020. | |
| Page 151 - 152 | Can you confirm page limitation for Quality Control Plan, Sample Healthcare Housekeeping Procedures Manual and Staffing Chart as it is unclear in the solicitation. | There are no page limitation. | |
| CLIN 003 of pricing matrix – | The average max unit price (D8, D14, D20, D26, D31) is cells divided by 5 but there are 3 step ranges. Should this be divided by 3? | Yes, corrected with Amendment 0001. | |
| CLIN 004 of pricing matrix | The average max unit price (D8, D14, D20, D26, D31) is divided by 5 but there are 3 step ranges. Should this be divided by 3? | Yes, corrected with Amendment 0001. | |
| CLIN 005 of pricing matrix | The average max unit price (cells D10, D18, D26, D34, D42) is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| CLIN 008 of pricing matrix | The average max unit price (cells D10, D18, D26, D34, D42) is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| CLIN 0010 of pricing matrix | The average max unit price (cells D10, D18, D26, D34, D42) is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| CLIN 0012 of pricing matrix | The max unit price (cells D10, D18, D26, D34, D42) is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| CLIN 0013 of pricing matrix | The average max unit price (cells D10, D18, D26, D34, D42) is divided by 3 but there are 5 step ranges. Should this be divided by 5? | Yes, corrected with Amendment 0001. | |
| Exhibit C | According to Exhibit C, square footage for Type I = 20,033, Type II = 12,658, and Type V = 174,983. However, according to Exhibit D, totals for Type I = 19,747, Type II = 12,078, and Type V = 175,849. Please confirm total square footage by service type. | Type I = 19,747, Type II = 12,078 and Type V = 137,390. Corrected with Amendment 1. | |
| Pricing Matrix | To confirm, cells C4:C6 and E4:I7 of each building tab should be left blank? | Yes, Cells C4:C6 and E4:E7 should be left blank | |
| Section B | The unit price we are inputting in Sec. B should reflect the pricing matrix. When inputting the unit price into Sec. B, is this the grand total amount (for example, I33:I34 of CLIN 0002 – Bldg 226) or is this the annual CLIN amount? If annual CLIN amount, the base period amount will differ as its qty is 11 months vs. 12 months for years 2-5. | The amounts under the CLIN Summary tab from Attachment 3 Price Matrix is the amount that should be transferred into the SF 1449. | |
| Solicitation page 154 | Can you confim you are ONLY requesting PWS Section: 1.6. – 1.6.6., 1.9. – 1.9.4., and 1.13. – 1.13.5. to be addressed in Section A, general requirements | Yes. | |
| Solicitation page 155 | Can you clarify if we must address each section in PWS Section 5 for proposal submission on Specific Task Requirements. | IAW (c) Section C – Specific Task Requirements (PWS Section 5). The offeror shall provide specific narrative details and/or descriptions of its technical approach with actual methods, processes, and procedures that demonstrate the offeror’s compliance and understanding of specific task requirements (PWS Section 5). The technical approach shall clearly demonstrate how the offeror intends to meet each of the specific task requirements in PWS Section 5. | |
| Site Visit | Will you provide historial data from prior years to better understand scope of work? It was discussed at site visit the KO/COR would publish? | Yes, corrected with Amendment 0001. | |
| Solicitation, Page | Will the due date be extended to allow time to incorporate changes from Q&A documents? | Yes, the due date was extended with Amendment 0001 to 12:00 PM 14 Feb 2020. | |
| Located in Attachment 3 tab CLINs 0019. | CLINS regarding Deliverable is not to be priced out, meaning that deliverable will be billed back to the government? | No. | |
| Regarding Exhibit J pg 26/30. | When the new bargaining agreement is released, will the contractor be able to adjust labor rates to meet bargaining agreement requirements? | Yes. An equitable adjustment can be requested during contract performance. | |
| Fort Riley Solicitation pg 144/192. | Can the government elaborate on how it calculated the productive hours per employee? | The 1830 productive hours listed is in accordance with Exhibit J, CBA, and was calculated as follows: |
Average Vacation Time:
CBA states, Two (2) weeks paid vacation after one (1) year of service = 10 days, three (3) weeks paid vacation after two (8) years of service = 15 days, four (4) weeks’ vacation after fifteen (15) years of service” = 20 days.
10 days + 15 days + 20 days = 45 days/3= 15 days on average per employee 15 days * 8 hours = 120 hours per employee.
Holiday Time:
CBA lists 10 holidays. 10 days * 8 hours = 80 hours per employee Sick Time:
CBA states, “All employees shall earn 1/2 day of paid sick leave per 1 month (6 days per year earned)”. 6 days * 8 hours = 48 hours per employee.
Average Bereavement Time:
CBA states, “…the company will grant a paid leave of not to exceed three (3) days…”. The Government uses an average of 10% of employees that will use this type of leave.
3 days * 8 hours = 24 hours per employee 24 hours * 10% = 2.4 hours per employee Therefore, 120 hours average vacation time+80 hours holiday time +48 hours sick time +3 hours bereavement time = 251 hours per employee 2080 annual hours – 251 hours = 1830 (rounded up) annual productive hours.
Base ordering period 11 months = 1830/12=152.5 productive hours per month 152.5*11= 1677.50 (rounded up to 1678) productive hours per month for base year.
| Fort Riley Solicitation pg 144/192. | If contractor and government do not match productive hours, will the contractor have to explain its calculation? | IAW 2.b.(6)(c)(2)a. The staffing chart shall also include the total productive hours and the proposed staffing levels based on FTEs of 1678 productive hours for the base ordering period and 1830 productive hours for ordering periods 2-5. |
| Located in Attachment 3 All building related tabs. | How can this be priced under the step up program if there is a fixed Sq. Ft? | This is a Firm-Fixed-Price contract. IAW the Addendum to FAR 52.212-1, paragraph D.2.d.(8) In Attachment 3, Price Matrix, offerors shall propose monthly firm-fixed unit prices (“Monthly Unit Price”) for each stepladder price range identified in CLINs 0002 – 0014. The monthly firm-fixed unit prices are inclusive of all tasks. Offerors shall annotate monthly firm-fixed unit prices that correspond to the stepladder increments for SF quantity to be cleaned for each building. Therefore, your price shall include all the costs you expect to incur during the life of the conract. |
| Page 55, 67 | Is this solicitation for healthcare housekeeping services (page 55) or healthcare environmental cleaning (page 67)? | This solicitation is for healthcare housekeeping services. |
File details come from the government source that posted it. Updated .