S201--Janitorial Services for Eastern Okalhoma VA Health Care System

See below questions from quoters along with the VA s response in red.

Frequency of services in section 5.0 under Other Cleaning Services . Could you please provide the frequency?

I will adjust the PWS to add under 5.0 Other Services:

Other Services defined as services that cannot be done during regular work hours

Other Services are performed on a weekly basis, such as stripping and waxing floors, cleaning windows, and deep cleaning (as needed) of certain areas listed within this PWS. To clarify, weekly Other Services will be required such as stripping and waxing different sections of the facility(s), or cleaning carpets at different locations of the facility(s), or cleaning windows, etc.

On weekends there are many areas that need to be cleaned. We still provide all housekeeping on the wards and in ICU. ER is a 24-hour 7 day a week area. We also maintain all entrances and first floor hallways. The canteen area is open on the weekends until 2pm so this also gets cleaned.

Day shift mainly maintains all ward areas to include Operating Room, Emergency Room, and common areas,

the evening shift does all the clinic areas (such as Yellow Team, Blue Team, Pink Team, and Eye Clinic) because of the number of patients during the day all clinics are cleaned in the evenings.

Also, we noticed that the current wage determinations were not posted with the solicitation

Wage Determination(s) are found on page 62 of the solicitation #2015-5319 Rev 17, dated 3-15-2022 (Muskogee) and page 73 of the solicitation #2015-5317 Rev 17, dated 3-15-2022 (Tulsa).

Are you factoring the new wage adjustment in the price quotes received? Yes.

What was the total value of the current contract for the last option year? Was the last option year 12 months? I can provide what was included in the public Award Notice that was posted in SAM.gov upon contract award. Last contract (36C25921P0898) Awarded to WC Technical Services, LLC at a total cost of $570,714.00. It was not the exact same as what this solicitation covers from what I remember related to the PWS s of both.

How many Sq feet of burnishing is required? Approximately 95,000 square Ft that we burnish on tile floors.

How many Sq feet of carpet are to be care for? Approximately 24000 square ft of carpet and rugs to be vacuumed.

Attachment 2 has all task frequency assigned as nightly , what areas are to be services during 1st shift? Patient care areas and ward areas are served during the day shift.

Is the wide area vacuum, auto scrubber and auto burnisher listed in attachment 2 walk behinds or ride on machines? We have both types of cleaning machines. The riders are mainly used during the evening shift because of heavier patient traffic during the day.

Also, how many of each machine are provided to the contractor? All equipment that EMS has will be available to the contractor staff once trained.

Are we to assume that the hard surfaces listed in Attachment 2 are not to be dust mopped or damp mopped only cleaned with the use of the equipment used? We require all areas to be dust mopped before any equipment is used, this includes regular mopping.

Please confirm the VA will provide all supplies, equipment, and paper products. Yes, the VA will provide all supplies, equipment, and paper products.

Reference; Page 5 of 114: The VA is estimating 32 employees.  But the Jack Montgomery location says, "estimating 22" and Tulsa ... "estimating 8".  Which is correct? We are estimating 30 employees (not 32): 22 at the Muskogee location and 8 at the THCC location (the PWS will be adjusted).

PWS paragraph 3.0 references the Service Delivery Summary (SDS) in Attachment 2 , but Attachment 2 is a Cleaning Frequency Chart. PWS paragraph 6.0 references the Service Delivery Summary, but the table also references 6.0 as Emergency and Special Events. I believe the Service Delivery Summary should be the table under 6.0 and that the other ancillary references were errors in cross-referencing. Can you please clarify? 3.0 Basic Cleaning Service has been adjusted to reference Paragraph 6.0 and not Attachment 2. The table containing Emergency or Special Event Cleaning Services within 6.0 Service Delivery Summary has been removed from the PWS.

PWS paragraph 10.1 under Quality Control/Quality Assurance references paragraph 7.0 Service Delivery Summary. Similar to the question above, should this be cross-referencing paragraph 6.0? Yes, 10.1 should state 6.0 Service Delivery Summary . An adjusted PWS will be provided with this Amendment.

PWS paragraph 10.1 also states that the contractor must provide a Quality Control Plan that addresses the items listed in paragraphs 12.2-12.4. Â However, paragraphs 12.2-12.4 involve Building Security and Conservation. Â Is this correct, or can you please clarify? The Contractor s Quality Control Plan shall address 12.2 through 12.4: to ensure contractor s employees understand how keys will be issued to them, and the importance of turning keys back in daily, and contractor s responsibility should keys be lost. Contractor s employees are not allowed to open doors for others or allow other access to locked areas.

In the prior questions and answers posted under Amendment 0001, it was provided that there is a current incumbent contractor providing similar services. Can you please identify the contract number for the current contract? I can provide what was included in the public Award Notice that was posted in SAM.gov upon contract award. Last contract (36C25921P0898) Awarded to WC Technical Services, LLC at a total cost of $570,714.00. It was not the exact same as what this solicitation covers from what I remember related to the PWS s of both.

Can you provide the current contract number? I can provide what was included in the public Award Notice that was posted in SAM.gov upon contract award. Last contract (36C25921P0898) Awarded to WC Technical Services, LLC at a total cost of $570,714.00. It was not the exact same as what this solicitation covers from what I remember related to the PWS s of both.

Will the government provide PPE for this contract? Yes, the VA will provide PPE. The same PPE that we provide for our VA Janitorial employees. We will not provide requested or special PPE different from what our VA employees use.

Will the government provide standard janitorial uniforms for this contract? No, it will be up to the contractor/company to provide uniforms for their employees. Uniform shall include company name so the employee can be easily identified (no blue jeans).

Does this contract fall under the Service Contract Act requiring the minimum wage rate of $15.00 per hour under Executive Order 14026? Yes. As per the PWS see included Wage Determination for each location.

Frequency of stripping and waxing floors: Annually

Frequency of carpet cleaning: Semi-Annually (every 6 months)

Questions asked during the Non-Mandatory Site Visits:

Will contractors receive any training on areas to clean? Yes, all contractors will receive the same training as any VA employees. To clarify, we the VA are not going to train contractor s employees, but we the VA hold monthly training for our VA employees, and contractor s employees are encouraged to sit in on and receive that training.

What shifts are there to clean on? As per the PWS, we currently clean on day shift and night shift.

Where will the contractor s employees clock in at? We hold daily check in times at the EMS office. We do a check in and check out and document it on a T&L sheet. The primary purpose of this is for building security, so we know how many employees and contractors are currently in the facility.