S201--FY23: HONOR Center Janitorial Services

The purpose of this amendment to Combined Synopsis Solicitation is to answer questions submitted and extend the solicitation close date from 4pm ET, June 23, 2023, to 4pm ET, June 28, 2023. No new questions will be accepted. All other terms and conditions remain the same.

QUESTIONS AND ANSWERS:

Is there an incumbent?

Answer: Yes

Is there an incumbent or is this a new requirement?

Answer: Incumbent

Has there been any changes to the scope of work? Was the scope of work from the previous contract awarded the same as this one?

Answer: There have been no real changes to the scope of work, rather amended to add more emphasis to the scope of work which are:

Emphasis on on-site management and communication

Importance on and submissions of training requirements

Clear and concise process of reporting janitorial staff issues

Emphasis and importance of submitting the staff schedule

What is the incumbent contract number?

Answer: 36C24818P5351

Who is the incumbent or What is the name of the vendor?

Answer: LR-Associates, LLC

What was the total monthly of the current contract?

Answer: $15,770.67

What is the final year total contract amount?

Answer: $189,248.04

What is the current contract value including all option years?

Answer: $931,703.52

What is the current value of the existing contract and the applicable raised prices over the last 5 years?

Answer: Base + 4 option; $931,703.52. Cannot provide applicable raised prices over the last 5 years.

Can you provide the invoices or price increase?

Answer: No

Will we be supplied the list of vendors attendance who were present at site visit?

Answer: No

We missed the site visit. I was contacting the site to see if there was calling the site to see if there's any "wiggle room?" on a site visit.

Answer: No

We Missed the site visit in May. That means we re unable to quote or bid?

Answer: No, still can submit a quote in accordance with solicitation.

I saw thd 23 June. Then I see bids in 23 May? Is that correct?

Answer: No. The Site Visit was scheduled for May 31, 2023, at 10:30 a.m. EST. Questions was due before 4:00 P.M. (EST) on June 9, 2023. Quotes in response to this combined synopsis/solicitation are now due before 4:00 P.M. Eastern Standard Time (EST) on June 28, 2023.

Is this set aside for Service-Disabled Veteran Owned companies only? We saw it in the solicitation but did not see it in the synopsis.

Answer: Yes, set-aside Service-Disabled Veteran Owned (SDVOSB). The solicitation and synopsis are one document (Combined Synopsis/Solicitation).

Is this contract being awarded the best value to the VA?

Answer: Yes

Has there been regular turn-over in contractor employees?

Answer: No

Productivity calculations show that more than 2 people per shift are needed to complete the required tasks- should we bid just the minimum required as this will yield a lower price?

Answer: The government cannot provide guidance on how to quote.

How many full-time employees are on site daily?

Answer: Currently there are 2 on-site managing staff (1- supervisor and one lead) there are 5 staff janitorial employees.

What is the current number of employees and is that number sufficient for the current SOW?

Answer: Currently there are 2 on-site managing staff (1- supervisor and one lead) there are 5 staff janitorial employees. Cannot provide a response to determine if number is sufficient for current SOW.

I would like to receive the Standard Form 1449 for Notice ID 36C24823Q0997. I was unable to find it to complete for submission.

Answer: This is a combine synopsis solicitation a Standard Form 1449 will not be provided. Complete the Price/Cost Schedule provided in the solicitation.

Wanted to touch base and ask if there may be any important information regarding the S201--FY23: HONOR Center Janitorial Services that would help smooth out the entire process on your end.

Answer: No

On the information in the document attached to the contract, are there any details or instructions that you wanted to emphasize? Also, if there is any information that you wanted to add, please let us know as well.

Answer: No

Could you please give an example of large high-powered equipment not allowed to be kept on-site?

Answer: Floor buffers, floor blowing fans basically anything that may involve gas, engine, high powered battery, and that will not fit in the Janitorial closet behind the area restriction line that was viewed during the walk through.

The Janitorial Contractor is responsible for providing all equipment necessary to perform the required functions as stated in this SOW. Large high-powered equipment should not be kept on the facility grounds and should never be left unattended. The Janitorial Contractor is responsible for securing, monitoring, and transporting all contractor s equipment. Are the machines to perform the stripping and waxing of the floors to be kept off-site?

Answer: Yes

According to the PSW, you want someone there at all times between 6am-8pm?

Answer: Yes. Reference the SOW II. Hours of Operation.

"Work shall begin no earlier than 5:00 am and no later than 10:00 pm. IIIa. The Janitorial Contractor is required to provide a minimum of 2 Janitorial staff and 1 onsite supervisory staff to fulfill the daily cleaning requirements during active hours. A minimum of 2 Janitorial staff are to be on duty during both active and inactive hours". QUESTION: If cleaning has to be complete by 10:00 then the hours from 10:00 PM to 6:00 AM would not be covered. Will this requirement in section IIIa.2&3 be changed?

Answer: No, the earliest you can schedule staff is 5am and the latest is 10pm. The minimum requirement is between 6am and 8pm. The reason for the minimum is we must have someone there during admission, discharge, and room management hours 6am and 8pm. The reason for the maximum, 5am to 10pm, is not to disturb the residents when they are sleeping. Reference the SOW II Hours of Operation.

I see the SOW requires a certain number of staff on-site Is there a certain time frame we are required to be there?

Answer: Reference SOW II. Hours of Operation.

Or is a task driven scope that we show up, complete and leave? For example, if the government wants us there 8:00am to 4:30pm but we chose how to staff that as long as it meets the minimum staff requirements?

Answer: No, not task driven scope that you show up, complete and leave. Reference SOW III. Janitorial Staffing and Communication Requirements.

Being that the active and inactive hours cover a 12-hour period- there will be more than one on-site supervisor to avoid overtime- is it expected to have more than one supervisor? (We will designate a site supervisor that will be the COR s POC).

Answer: Per the SOW on-site supervisor is required between 6am and 8pm to be available to address urgent issues, staff issues, and as described in the SOW. How the contractor decides to cover the staffing hours is up to the contractor, as long and the COR has a schedule and knows who to communicate with.

The Janitorial Contractor is required to provide one onsite supervisor, available during both inactive and active hours. QUESTION: Can the Day supervisor be on call for the inactive shift. Answer: Yes, as long and the COR can contact and communicate with the Supervisor, as long as the supervisor can immediately address any concerns, urgent issues, and manage the staff. However, as described in the SOW, during active hours a supervisor must be on-site.

How many of the 36 resident rooms have more than one bed?

Answer: 10 double rooms; 26 single rooms.

On a monthly basis- what is the percentage of occupancy of all of the resident rooms?

Answer: 46

What is the floor type in the resident rooms?

Answer: SOW IV (b) Environment of Care (1) Floors & (8). Resident Rooms: vinyl hardwood plank.

Is there a square foot breakdown of flooring by type?

Answer: No

Could you provide an approximate square footage breakdown of the flooring types?

Answer: No.

Can the government provide a clear floor plan, the one attached is unreadable?

Answer: Floor plan provided is the only one available.

Is there a breakdown of bathroom fixtures, etc.?

Answer: No

When cleaning the floors in the residents' rooms how is this scheduled?

Answer: The contractor is responsible for assigning staffing, arranging/ managing the areas being cleaned. Reference SOW IV. Janitorial Cleaning Requirements: b). Environment of Care. 8. Resident Rooms.

For the exterior are we only contracted for sidewalks and trash?

Answer: The contractor is not responsible for sidewalks; just the walkway. Reference SOW I. b). and IV. Janitorial Cleaning Requirements: b). Environment of Care. 6. Trash/Recycling.

What is the required cleaning in the kitchen if it is dual responsibility with the kitchen staff?

Answer: The contractor is only responsible for assisting in the sweeping and mopping of the floors and dusting the outside of the ceiling vent.

The SOW mentions deep cleaning and extensive cleaning. In the SOW I can only find regular services and nothing that describes expectations, requirements for deep or extensive cleaning. Could you please provide clarification on those?

Answer: Reference SOW IV Janitorial Cleaning Requirements: a) Services 1 8. b) Environment of Care 1- 17.

Ceilings: The ceilings are made up of Acoustic ceiling tiles. The ceilings have escutcheons, sprinklers, and light fixtures. Ceiling corners are to be cleaned free of webs and dust. The escutcheons, sprinklers, and light fixtures are to be white glove dusted weekly. How high are the ceilings? Does this task require a ladder or lift? If so, is that VA or Contractor supplied?

Answer: The ceilings are standard 8 and 9 ft ceilings. No, ladder or lift is required. Task can be completed with an extended handle duster such as a swifter to reach and dust.

Can the government estimate the number of windows, sizes and height that are contained in the facility to be cleaned?

Answer: The estimate is 1-2 per exterior office and the areas shown on the interior perimeter of the facility. Please refer to the included floor plan.

The Contractor shall submit with their quote, and make available, upon request to the VA Contracting Office/or Contracting Officer, documents for each employee who performs work under this contract, to establish that they are authorized to work in the United States. Is the FAR of Right of First Refusal of Employment on this contract? If so, will this deliverable be changed to after award since only the incumbent Contractor would have the current list of employee information?

Answer: No, the FAR 52.207-3, Right of First Refusal of Employment, is not applicable. No, deliverable will not be changed to after award.

The contractor will also be required to submit proof of insurance, licensing, and certifications to operate in Florida. Is this deliverable to be submitted with our quote or upon award?

Answer: With quote Reference SOW XI. Contractors Requirements.

Is the 3-year minimum in business mandatory if we have been approved by SBA through mentorship protege program?

Answer:Â Reference SOW XI. Contractors Requirements.

Do you have an estimate of how much supplies were ordered this past year?

Answer: No

A janitorial contractor supervisor must be on site during all janitorial staffing hours to communicate and monitor workflow. The contractor s management official must assign an alternate supervisory staff, also referred to as a "Lead Staff", to be available during breaks, lunch, and/or any absence of the on-site supervisor. QUESTION: Since the work hours are from 5:00AM untill 10:00 PM The one supervisor would need to cover 22 hours. Will the government change this from singuler to plural, i.e. (Supervisor to Supervisors)?

Answer: The contract addresses needed hours of operation. The Contact does not dictate how the contractor schedules their staff. It is up to the contractor to determine how they fill the needed staffing hours.

The monthly dusting that requires movement of cabinets and furniture, QUESTION: What is the maximum weight, example; (40lbs) that cannot be moved by janitor staff that the facilities staff will move?

Answer: Basic chairs and moveable furniture less than 30lbs and that which will not need to be moved but can be reached with a duster, mop, broom. No heavy lifting.

The evaluation criteria specify the Technical/Management section to include an organization chart and Contractor's questionnaire (Attachment 1). QUESTION: Will the government clarify if the organizational chart is to be included as a separate section within the Technical/Management approach or in response to Question #5 on the questionnaire for contractors?

Answer: Provide in accordance with solicitation.

Will the government clarify if the contractor's questionnaire response can reference sections included in the quoters performance brief or if information must be presented in both the quote narrative and again within the contractor's questionnaire?

Answer: How the information is provided is the contractor discretion.

Following the weekly sweeping of the exterior patio walkways, they are to be hosed (washed) making sure they are free of any dirt and debris. QUESTION: Do the outside facets have the antitamper proof facet handles and will they be made available? Also is there an area for storing the hoses and reels?

Answer: No. Contractor is responsible for storing their equipment. The storage room is only available for replenishable and cleaning supplies.

Could you please provide the literature on the medicated vestal hand soap used at this facility?

Answer: Manufacturer Steris, Active Ingredient Triclosan 0.5%, Application Medicated Soap, Color White, Inactive Ingredients Moisturizers, Prop 65 Yes, Target Area Hands

Type Liquid