36C10X25Q0086 0005 .pdf

36C10X25Q0086

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

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(Type or print) (Type or print)

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(If other than Item 6)

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(such as changes in paying office, appropriation date, etc.)

(If required)

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ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 34

0005 07-17-2025

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

To all Offerors/Bidders

06-18-2025

X

X X

X 1

Please see A.2 Continuation Page (s) for amendment details

Justin Cole

Contracting Officer

A.2 CONTINUATION PAGE(S)

The purpose of amendment 0005 of solicitation number 36C10X25Q0086 is as follows:

1. Extend the proposal due date July 22, 2025, at 4:30 PM EST to July 24, 2025, at

4:30 PM EST. There will be no additional extensions.

2. Revise the PWS for further clarity and understanding of the requirement.

• Pages 12 and 14 are hereby revised to update the hours of operation from 7:30

AM - 4:30 PM to 6:00 AM – 4:30 PM (Please see highlighted below)

• Page 14, Section 4.0 Performance Details is hereby revised to update paragraph

4.1 to correct the stated number of holidays that are set by a day of the week and month from 7 to 6 (Please see highlighted below).

• Page 15, Section 5.0 Specific Tasks and Deliverables is hereby revised to remove paragraph 5.1.5 Secure Areas. Continually, subsection 5.2 is revised to update paragraph 5.2.1 from a Shampoo Carpet cleaning task to a Server Room cleaning task (See highlighted below).

• Page 22, Subsection 5.5 Reporting is hereby revised to remove the monthly reporting task and the annual reporting task. Subsection 5.5 is updated to include a quarterly reporting task (See highlighted below).

• Page 22, Section 6.0 Contract Type to revise to include Indefinite Delivery

Indefinite Quantity as the contract type (See highlighted below).

• Page 23, Section 7.0 Deliverables, the deliverable table is hereby revised to remove mentions of annual and monthly reporting tasks. The deliverable table is also updated to include the quarterly reporting task (See highlighted below).

• Page 23, Section 8.0 Performance Metrics, the performance metrics table is hereby revised to move the shampoo carpets task, annual reporting task, and monthly reporting task. The table is also updated to include the Server Room task and the Quarterly reporting task (See highlighted below).

• Page 25, Section 12.0 Position/Task Risk Designation Level(s) and Contractor

Personnel Security Requirements is hereby revised to update the security language for paragraph 12.1 Position/Task Risk Designation Level(s) (See highlighted below).

3. Revise the Clause section of the solicitation in response to questions

• Page 28, Section C Clause, Paragraph C.3 is revised to include IDIQ price ceiling details (See highlighted below)

• Page 31, the volume information table is updated to include Attachment I as an evaluation factor and Attachment I as a required file (See highlighted below).

• Page 32, the Volume III Price Evaluation Factor is revised to state offeror shall complete and provide a “maximum” of three past contracts for their past performance references (See highlighted below).

• Page 33, Price paragraph of the evaluation approach for the basis of award is hereby updated to include additional language (See highlighted below)

4. Provide revision to Attachment I. See Attachment I, Base Period Task Order Pricing

REV1

5. Provide Attachment J 1st floor floorplan and Attachment K 2nd floor floorplan

6. Provide responses to questions

QUESTIONS AND ANSWERS:

Q: The SF1449 form in the solicitation does not list any CLIN's under the "schedule of supplies/services" where offerors can input quantity, unit, unit price, and amount numbers. Will the contracting office be issuing an amendment to the solicitation and SF1449 to include CLIN's for labor and supplies in the SF1449 form?

A: The SF1449 does not require a schedule of supplies/services. Please follow the instruction in 52.212-1, Instructions to Offerors, Volume III – Factor 3: Price.

Q: The B.3 PRICE/COST SCHEDULE in the solicitation does not have any line items within it for supplies. Will the contracting office be issuing an amendment to the solicitation and the Price/Cost Schedule to include supplies?

A: Supplies are considered an other direct cost. The offer is requested to include supplies in their other direct cost and propose fully burdened labor rates under section B.3 PRICE/COST SCHEDULE.

Q: I would like to confirm whether the government intends to rely on the legacy

VetCert system for verifying SDVOSB status in relation to this procurement. As of

October 2024, the SBA transitioned verification processes to the Dynamic Small

Business Search (DSBS), and no new registrations have been accepted into the former VetCert program since that time.

• We have received confirmation from the SBA—across four separate inquiries— that the VetCert system is no longer supported or maintained. Continued reliance on this outdated process could inadvertently result in the disqualification of SDVOSB businesses that have completed their verification through the current SBA-sanctioned method.

• Can you please confirm whether the government's position aligns with the current SBA verification framework and if updated guidance will be provided to avoid unintentional exclusions of eligible SDVOSBs?

A: VetCert is an outdated system for participants wishing to certify as an SD/VOSB to do business with the federal Government. Participants are now required to apply for certification through the SBA in accordance with 13 CFR 128.

Each Federal Agency's purchasing process is governed by their Agency

Regulation. In accordance with VAAR 819.202 the VA is to consider VIP-listed responsibilities. VIP is a legacy system used by the VA for certification. However, that system has now transitioned over to the SBA search portal.

The VA relies on the SBA's certification to verify SD/VOSB eligibility.

Verification will be verified utilizing the system located under this link:

https://veterans.certify.sba.gov/

Q: What is the square footage of the space that needs carpet cleaning?

A: There is no carpet. Refer to Amendment 0005, this task has been removed from the PWS and Attachment I, Base Period Task Order Pricing. Refer to Attachment I, Base Period Task Order Pricing REV1.

Q: Regarding the PPQ’s, will you accept recently completed PPQ’s to avoid overburdening already overworked contracting officers?

A: Offerors may utilize a recently completed PPQ if it meets the requirements under

52.212-1, Instructions to Offerors, Volume II - Factor 2: Past Performance.

Q: Are immunizations a requirement for the onsite staff under this contract? If so, please provide a list of the required immunizations

A: The VA does not review immunization records.

Q: Is this a new requirement?

A: Refer to the answer provided in Amendment 0002.

Q: Who is the incumbent?

A: Refer to the answer provided in Amendment 0002.

Q: What is the current annual cost (price) of this contract? (or monthly)?

A: This is a new requirement, therefore, there is no current annual cost of this contract.

Q: What is the total number of restrooms covered under this contract?

A: This requirement includes cleaning for six restrooms.

Q: Are there any exterior window cleaning requirements under this RFP?

A: Refer to the answer provided in Amendment 0002.

Q: 3.0 - SCOPE OF WORK Bldg. 92., consisting of a portion of the 1st Floor and the

2nd Floor. The square footage of Bldg. 92, 1st and 2nd Floor, is approximately

14,000 square feet (2,000 sq ft - 1st Floor & 11,704 sq ft - 2nd Floor). Please clarify the "portion" of the buildings that will require these janitorial services

A: The contractor will only be required to clean the IT office, server room, and bathroom area of the first floor. Please see Attachment J First Floor Plan.

Q: There are multiple daily services required under this RFP, yet the pricing is requested at an hourly rate. Please clarify if it is the intention to daily onsite services every day, Monday to Friday.

https://veterans.certify.sba.gov/

A: In accordance with section 4.1 of the PWS, the contractor shall perform janitorial services Monday through Friday. Janitorial services are further defined in PWS section 5.0. Refer to Amendment 0005 which provides Attachment I, Base Period

Task Order Pricing REV1. This pricing sheet will be used to order janitorial services.

Q: Cover page of RFP, Contract Type: IDIQ, however, 6.0 CONTRACT TYPE This is a Firm-Fixed Price Contract, please clarify the type of contract.

A: See amendment 0005, this has been clarified.

Q: Monday to Friday, Page 15, 5.4.1, Key Personnel, what is the expectation of services that will require The Supervisor shall be available between 7:00 a.m. CST and 10:00 p.m. CST, Sunday through Friday

A: Refer to Amendment 0005, the contractor will only be required to perform during business hours in accordance with 4.1.

Q: 9.0 CONTRACTOR-FURNISHED ITEMS All equipment, supplies (including paper towels, toilet paper, and soap, in addition to cleaning equipment) shall be

Contractor-furnished. Paper supplies and soap shall fit into Government furnished dispensers.

What is the average number of staff at these locations?

A: The space is currently occupied by 45 individuals with a total capacity of up to 75 individuals.

Q: What is the average number of visitors at these locations?

A: There is no historical data for the number of visitors, nor is there an expectation that there will be numerous visitors.

Q: What type of dispensers and what type of products are used for the Toilet paper, paper towels, hand sanitizer?

A: The dispensers for the products are as follows: Kimberly Clark for toilet paper and paper towels. SCJ Professional hand soap.

Q: Are any dispensers or receptables automated that require batteries? IF so, what type?

A: There are no automated products to service.

Q: Is the VA or the contractor responsible for supplying the batteries? What type of batteries are required? (Size and quantity)

A: Not applicable. See the answer above.

Q: Large pieces of equipment such as buffers and carpet extractors shall not be stored in this storage room. Where can this equipment be stored?

A: Refer to Amendment 0005, the PWS has been updated. See attachment K. A large room will be provided for storage on the second floor. The contractor will be provided with a key to have access to the room.

Q: Is it the VA's expectation that the contractor should bring this equipment onsite each time it is needed?

A: It is at the contractor's discretion. If the contractor chooses, the equipment can be stored on-site.

Q: What is the SOW for the following positions: Cleaner, Laborer, Maid or Houseman, Window Cleaner?

A: This is not a labor hour contract. Refer to Attachment I, Base Task Order Pricing

Sheet REV1, provided in Amendment 0005. Offeror shall fill out the level of effort for each labor category for each task. This will be rolled into the FFP total.

Q: Once the Q&A is posted, will the VA consider an extension of the submittal due date to allow the contractor enough time to review, (and in consideration that the current due date is over a national holiday weekend, Saturday, 7/5/25)?

A: Refer to Amendment 0005, the quote due date has been extended from July 22, 2025, to July 24, 2025. There will be no additional extensions.

Q: Will you require 24/7 availability for emergency cleaning, or only during business hours? Will a dedicated standby team be required on-site or nearby?

A: Emergency services will only be required during business hours.

Q: Can you provide a more detailed estimate of how many emergency calls (minor, medium, major) occurred last year or are expected per month?

A: There is currently no historical data to provide. This is an IDIQ. Services will be ordered on an as-needed basis.

Q: How many secure areas are there, and how frequently will cleaning be required in those zones?

A: Refer to Amendment 0005, see attachment J. The IT room is required to be cleaned daily. The server room is required to be cleaned once weekly. The PWS has been altered to remove secure areas. Review the changes made to the PWS and Attachment I, Base Task Period Task Order Pricing REV1 via Amendment

0005.

Q: Will the same supervisor be acceptable for all shifts, or will multiple supervisors be required to cover different shifts or emergencies?

A: The VA cannot advise the contractor on how to staff for this requirement.

Q: What are the exact dimensions of the government-provided storage space? Will alternative storage or transportation arrangements be necessary?

A: Refer to Amendment 0005, see attachment K. A large room will be provided for storage on the second floor. The contractor will be provided with a key to have access to the room.

Q: What is the current timeline for background check clearance? Will the VA cover the initial cost, or must we include this in our bid pricing?

A: Please see section 12.0. The VA will be performing a low Tier 1 background investigation at no additional cost to the vendor.

Q: Will templates be provided for the monthly and annual reports, or must we develop them? Are digital tools or platforms required for submission?

A: Refer to Amendment 0005, the required reports have been revised in the PWS.

There is no official template. The VA will allow the contractor to submit their report using their own template via email.

Q: How many weekends or holiday callouts occurred in the previous 12 months? Is a premium rate allowed for those services under this contract?

A: The PWS has been revised to remove weekend cleaning requirements. The PWS does not include any requirement for holiday cleaning. A premium rate will not be applicable.

Q: Will there be a grace period for performance metric implementation at the start of the contract, or do deductions apply immediately?

A: Refer to PWS, section 8.0 performance metrics, each performance standard is delineated by task. A deduction would only apply if the contractor does not meet the provided performance standard.

Q: Holidays RFP says 5 and 7 days but only lists 5 and 6 days. We just need clarification on if its 11 total or 12 total.

A: See amendment 0005, section 4.1 has been revised to reflect the correct information.

Q: What is the anticipated start date for the base period of performance?

A: The start date will be determined at the time of the award.

Q: Can the Government provide historical workload data (e.g., hours, labor categories, staffing levels) for pricing accuracy?

A: This is a new requirement. There is currently no historical data to provide. This is an IDIQ. Services will be ordered on an as-needed basis.

Q: Is the Onsite Supervisor required to be physically present onsite between 7:00 a.m. and 10:00 p.m., Sunday through Friday?

A: Refer to Amendment 0005, the contractor will only be required to perform during business hours in accordance with 4.1.

Q: Can the Government provide a detailed square footage breakdown by room type or service area for Building 92?

A: Refer to Amendment 0005, see Attachments J&K for further room specifications.

Q: How often does the Government anticipate requiring weekend or holiday cleaning support for special events or emergencies?

A: The PWS has been revised to remove weekend cleaning requirements. The PWS does not include any requirement for special event cleaning. There is no historical data for emergency cleaning. This is an IDIQ. Services will be ordered on an as-needed basis.

Q: What are the dimensions and locations of the Government-furnished storage space? Will access be limited to specific times?

A: Please see attachment K. A large room will be provided for storage on the second floor. The contractor will be provided with a key to have access to the room.

Q: Can the Government provide specifications or manufacturer information for the paper towel, toilet paper, and soap dispensers to ensure compatibility?

A: The dispensers for the products are as follows: Kimberly Clark for toilet paper and paper towels. SCJ Professional hand soap.

Q: Can the Government define the functional differences between the listed labor categories (Cleaner, Janitor, Laborer, Maid/Houseman, etc.)?

A: Refer to Attachment A, Wage Determination, for purposes of establishing prices on the base BPA, we have utilized several categories from the current wage determination.

Q: Should the offeror include labor hours and pricing for emergency cleaning services in its proposal, or will these be addressed through separate task orders?

A: This is not a labor hour contract. Refer to Attachment I, Base Task Order Pricing

Sheet REV1, provided in Amendment 0005. Offeror shall fill out the level of effort for each labor category for each task. This will be rolled into the FFP total.

Q: Can you confirm whether the 5-page limit for Volume I (Technical Capability) is correct? Additionally, could you clarify what specific information is required to be addressed in this volume?

A: In accordance with the table in 52.212-1, a 5-page limitation is required. Refer to

FAR 52.212-1, Instructions to Offerors, Volume I - Factor 1, Technical Capability.

Q: Will price assumptions submitted under Volume III be evaluated as part of technical or risk assessment?

A: Refer to FAR 52.212-1, Instructions to Offerors, Volume III - Factor III, Price. Any proposed terms and conditions and/or assumptions upon which the quote is predicated shall be included in the Price volume. Offerors are hereby advised that any offeror-imposed terms and conditions and/or assumptions which deviate from the Government’s material terms and conditions established by the solicitation, may render the offeror’s quote unacceptable, and thus ineligible for award.

Q: Can the Government please clarify whether the three references is the maximum, minimum, or required exact number? If an offeror submits less than three relevant references, will they be reviewed or excluded from consideration?

A: Refer to amendment 0005, the Government has revised this section of the RFQ for clarity.

Q: Will any janitorial equipment or supplies currently in use by the incumbent contractor (e.g., floor polishers, trash receptacles, mop buckets, carts, etc.) be made available to the incoming contractor, or should bidders plan to supply all such equipment and consumables?

A: Please see amendment 0002. There is no incumbent for this requirement. Please see section 10.0 of the solicitation. The only thing that will be provided is a room to store equipment and dispensers for the toilet paper, paper towels, and hand soap.

Q: Section E.3 states that for the best-value tradeoff, the "total evaluated price will be calculated by adding together the extended total pricing for all base year CLINs on the Base Period Task Order worksheet." However, the same section also states the Government will evaluate offers by "adding the total price for all options to the total price for the basic requirement." Given this, could you please clarify if price escalation is permitted for the option years in the B.3 Price/Cost Schedule and confirm how option year pricing will ultimately be factored into the total evaluated price for award?

A: Refer to Amendment 0005, Section E.3 52.212-2, has been revised to provide clarity regarding the evaluation approach for Price.

Q: In the B.3 Price/Cost Schedule, the "POP Begin" and "POP End" dates are not populated for any of the contract periods. Will the specific Period of Performance dates be provided in a future amendment before the solicitation deadline?

A: The period or performance will be established at the time of the award

Q: On the "Labor Breakdown" tab, we are seeking clarity on how to complete the pricing for CLINs 0008AA, 0008AB, and 0008AC. The instructions ask for a price for "1 Lot" for each of these line items. However, the structure of the spreadsheet, particularly the summations in Row 15 and Row 19, seems to be based on hours.

Could the Government please clarify whether offerors should enter the total dollar price for the "Lot" in cells B16-B18, or if offerors should be inputting the total estimated hours required for each "Lot"?

A: Refer to Amendment 0005, the Government has provided Attachment I, Base

Period Task Order Pricing REV1. This error has been fixed to reflect 1 Lot instead of unit prices.

Q: On the "Labor Breakdown" tab, we have identified a potential issue with the formula in Row E, "Total Price Per Item No.". The current formula appears to multiply the total hours for each CLIN by the value in cell C19, which is the total hours for the "Cleaner" labor category. This calculation does not seem to align with the row's label. The solicitation instructions state that offerors are not to alter any formulas. Could the Government please provide guidance on how we should proceed with this section?

A: Refer to Amendment 0005, the Government has provided Attachment I, Base

Period Task Order Pricing REV1. This error has been corrected. If your proposal has been submitted, please revise your proposal in accordance with Attachment I, Base Period Task Order Pricing REV1 and the changes to the PWS identified in

Amendment 0005.

Q: Night Cleaning Clarification: Is it the VA’s intention for the awarded contractor to provide janitorial cleaning services during the night as well? Based on our walkthrough, we are considering a hybrid approach that includes a day porter to maintain cleanliness throughout operating hours and a nightly crew for deep cleaning tasks like floor care and hard-to-access areas. Please confirm if night cleaning is expected or permitted.

A: The contractor will only be permitted to perform during business hours in accordance with 4.1.

Table of Contents

SECTION A

A.1 STANDARD FORM 30 AMENDMENT 0005

A.2 CONTINUATION PAGE(S)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.2 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.212-1 INSTRUCTIONS TO OFFERORS

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.2 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The U.S. Department of Veterans Affairs (VA) Financial Service Center (FSC) provides financial services within the Department and to other government agencies (OGAs). We provide innovative financial and data analytics services to our customers, empowering them to focus on Veterans, their family members, and caregivers. The Doris Miller VA Medical Center’s normal business hours are between 6:00 a.m. to 4:30 p.m. Monday through Friday.

1.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541, "Federal Information Security Management Act (FISMA) of

2002"

2. Federal Information Processing Standards (FIPS) Publication 140-2, "Security

Requirements For Cryptographic Modules"

3. FIPS Pub 201, "Personal Identity Verification of Federal Employees and

Contractors," March 2006

4. Software Engineering Institute, Software Acquisition Capability Maturity

Modeling (SA CMM) Level 2 procedures and processes

5. U.S.C. § 552a, as amended, "The Privacy Act of 1974"

6. Department of Veterans Affairs (VA) Directive 0710, "Personnel Suitability and

Security Program," May 18, 2007

7. VA Directive 6102, "Internet/Intranet Services," July 15, 2008

8. 36 C.F.R. Part 1194 "Electronic and Information Technology Accessibility

Standards," July 1, 2003

9. 0MB Circular A-130, "Management of Federal Information Resources,"

10. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

11. VA Directive 6500, "Managing Information Security Risk: VA Information

Security Program," September 20, 2012

12. VA Handbook 6500, "Risk Management Framework for VA Information

Systems-Tier 3: VA Information Security Program," September 20, 2012

13. VA Handbook 6500.1, "Electronic Media Sanitization," March 22, 2010

14. VA Handbook 6500.2, "Management of Data Breaches Involving Sensitive

Personal Information (SPI)", January 6, 2012

15. VA Handbook 6500.3, "Certification and Accreditation of VA Information

Systems," November 24,2008

16. VA Handbook, 6500.5, "Incorporating Security and Privacy in System

Development Lifecycle" March 22, 2010

17. VA Handbook 6500.6, "Contract Security," March 12, 2010

18. Project Management Accountability System (PMAS) portal (reference PWS

References -Technical Library at https://www.voa.va.govD

19. OIT Pro Path Process Methodology (reference PWS References - Technical

Library and Pro Path Library links at https://www.voa.va.gov/) NOTE: In the event of a conflict, OIT Pro Path takes precedence over other processes or methodologies.

20. National Institute Standards and Technology (NIST) Special Publications

21. VA Directive 6508, VA Privacy Impact Assessment, October 3, 2008

22. VA Directive 6300, Records and Information Management, February 26, 2009

23. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

3.0 SCOPE OF WORK

The Contractor shall provide management, supervision, labor, materials, equipment, transportation, and supplies necessary to provide janitorial and related services to the Doris Miller VA Medical Center, 4800 Memorial Drive, Waco, TX

76711, Bldg. 92., consisting of a portion of the 1st Floor and the 2nd Floor. The square footage of Bldg. 92, 1st and 2nd Floor, is approximately 14,000 square feet

(2,000 sq ft - 1st Floor & 11,704 sq ft - 2nd Floor).

The Contractor shall perform janitorial services to present a clean, neat, and professional appearance at Doris Miller VA Medical Center Building 92, 1st and

2nd Floor in accordance with Building Owners and Managers Association (BOMA) commercial standards; all local, state, and federal laws; and the requirements of this Performance Works Statement.

The Contractor shall direct daily cleaning operations, supervise personnel, develop cleaning schedules, make quality control inspections, hire and train employees, communicate and coordinate with building personnel, and provide all cleaning supplies and equipment.

The Contractor shall accomplish all work under this contract in accordance with:

(1) current Joint Commission on Accreditation of Hospitals Manual (JCAHO);

(2) Occupational Safety and Health Agency (OSHA);

(3) Environmental Protection Agency (EPA) and hazardous materials requirements; all regulations cited in this contract, all applicable local, state, and federal laws, regulations, codes, and directives; and industry standards.

The Contractor shall obtain and maintain, at its expense and at all times during the term of this contract, necessary licenses, permits, training or other authorizations which may be necessary to perform the tasks of this contract.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The period or performance shall consist of one 12-month base period, with four 12-month option periods.

Period Length

Base Period 12 Months

Option Period 1 12 Months

Option Period 2 12 Months

Option Period 3 12 Months

Option Period 4 12 Months

The Doris Miller VA Medical Center’s normal business hours are between

6:00 a.m. to 4:30 p.m. CST. Monday through Friday excluding federal holidays. The Contractor shall perform janitorial services Monday through

Friday. Cleaning services shall be provided during the hours of operation, except for the following Federal holidays set by law (USC Title 5 Section

6103). This list of holidays relates to Government duty days and is not intended to supplement or otherwise alter the provisions of any Wage

Determination regarding applicable paid holidays. The Contractor may be required to work during holidays and Saturdays for reported emergencies as directed by the CO.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

New Year's Day January 1st

Juneteenth June 19th

Independence Day July 4th

Veterans Day November 11th

Christmas Day December 25th

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six (6) are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January

Washington's Birthday Third Monday in February

Memorial Day Last Monday in May

Labor Day First Monday in September

Columbus Day Second Monday in October

Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed at the:

Doris Miller VA Medical Center

4800 Memorial Drive

Building 92, 1st and 2nd Floor

Waco, TX 76711

4.3 TRAVEL

Local travel may be required to perform the tasks associated with this effort.

Travel shall be in accordance with the Federal Travel Regulations and requires advanced concurrence by the COR.

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 DAILY JANITORIAL SERVICES

The Contractor shall ensure all the following are completed. All cleaning should in accordance with industry standards.

5.1.1 BREAK ROOM

Doors, door frames, associated hardware, window ledges and sills, picture frames, clocks and racks shall be free of dust and debris. All counter tops, table tops and legs, chairs, microwave, condiments and other stands, tops of refrigerators and benches shall be free of dust and debris with the use of disinfectants.

The inside of the designated refrigerators and freezers shall be cleaned as deemed necessary to keep free expired food and debris.

All expired items remaining in these refrigerators beyond close of business each Friday shall be discarded.

Vinyl floors shall be free of dirt, film, dust, and debris. Floor mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed; and mats returned to their normal location.

Areas should be free of all paper, trash, spills and other discarded materials. Trash cans should not be to the point of overflowing during normal business hours.

5.1.2 ENTRANCES/LOBBIES/STAIRWELL/CORRIDORS:

All lobbies, corridors, stairwells, and elevator areas shall be free of debris and trash.

Light switch, railing, knobs, tops of doors, door frames and associated hardware, clocks, brackets, silk plants, frames, public phones, racks, shelves, top of cabinets shall be free of dust and debris.

Floor surfaces, stairs, thresholds, and landings shall be free of obvious dirt and debris. All cloth furniture and rubber ramps shall be free of dust and debris.

Any moved chairs, floor covering, trash receptacles and tables shall be returned to its original location.

Mats between entrance doors shall be removed when cleaning tile floors and replaced immediately after floor is dry.

Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

Glass on doors, frames, directory boards, display cases, clocks, tabletops and desks shall be free of smudges, fingerprints, marks, and streaks.

Metal surfaces shall be clean and free of smears, stains, and finger marks. They shall be clean and bright and polished to a uniform luster.

Wood surfaces shall be clean and free of dust, smudges and residue.

Furniture shall be free of obvious dust, dirt and debris.

Blinds and drapes shall be dusted and/or vacuumed as necessary to keep a clean appearance.

Drinking fountains shall be free of water marks and any other debris or encrustations. Drinking fountains shall be maintained in accordance with Cleaning Industry Management Standards (CIMS) and

Occupational Safety and Health Administration (OSHA) guidelines.

All solid waste generated shall be collected and removed to outside areas designated for trash.

Wastebaskets shall have no odor, and shall be free of spillage, dust, grime and debris. Clear plastic bags shall not be torn or contain residue. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The inside and outside of waste baskets shall be washed and disinfected as necessary. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, paper placed near a trash receptacle and marked

"TRASH" shall be removed.

5.1.3 OFFICE AND TRAINING ROOMS

Light switch, railing, knobs, tops of doors, door frames and associated hardware, clocks, brackets, silk plants, frames, public phones, racks, shelves, top of cabinets shall be free of dust.

Desk surfaces, legs, shelves, and boards shall be free of dust.

Floor surfaces, stairs, thresholds, and landings shall be free of obvious dirt and debris. All cloth furniture and rubber ramps shall be free of dust and debris.

Any moved chairs, floor covering, trash receptacles and tables shall be returned to its original location.

Mats between entrance doors shall be removed when cleaning tile floors and replaced immediately after floor is dry.

Soil and moisture underneath mats shall be removed, and mats returned to their normal location.

Glass on doors, frames, directory boards, display cases, clocks, tabletops and desks shall be free of smudges, fingerprints, marks, and streaks.

Metal surfaces shall be clean and free of smears, stains, and finger marks. They shall be clean and bright and polished to a uniform luster.

Wood surfaces shall be clean and free of dust, smudges and residue.

Furniture shall be free of obvious dust, dirt and debris.

Blinds and drapes shall be dusted and/or vacuumed as necessary to keep a clean appearance.

All solid waste generated shall be collected and removed to outside areas designated for trash.

Wastebaskets shall have no odor, and shall be free of spillage, dust, grime and debris. Clear plastic bags shall not be torn or contain residue. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The inside and outside of waste baskets shall be washed and disinfected as necessary. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, paper placed near a trash receptacle and marked

"TRASH" shall be removed.

5.1.4 RESTROOMS

The Contractor is required to use a disinfectant cleaner for all restroom cleaning.

All fixtures, including metal and chrome surfaces, water closets, urinals, shelving, washbasins, shower stall, mirrors, waste receptacles, dispensers and wall surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

Partitions and walls shall be free of obvious dirt, and dust.

Glass surfaces shall be free of smudges, fingerprints, marks, and streaks.

Floor shall be free of dirt and debris. If the floors require a damp-mop, floors shall be free of streaks, mop strand marks and skipped areas.

Walls, base boards, and other surfaces shall be free of splashing and marking.

The Contractor shall provide and place safety cones in areas that are damp mopped. These cones shall remain in areas until the floor are dry.

Soap and toilet paper dispensers shall always be replenished as needed to maintain an adequate supply.

All solid waste generated shall be collected and removed to outside areas designated for trash. Wastebaskets shall have no odor, and shall be free of spillage, dust, grime and debris. Clear plastic bags shall not be torn or contain residue. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The inside and outside of waste baskets shall be washed and disinfected as necessary. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, paper placed near a trash receptacle and marked

"TRASH" shall be removed.

5.2 PEROIDIC JANITORIAL SERVICES

5.2.1 SERVER ROOM

Building 92 has a server room area that requires weekly cleaning.

Contractors are required to establish contact with personnel inside the adjacent IT Room to gain access prior to the commencement of cleaning.

Light switch, railing, knobs, tops of doors, door frames and associated hardware, clocks, brackets, silk plants, frames, public phones, racks, shelves, top of cabinets shall be free of dust. Desk surfaces, legs, shelves, and boards shall be free of dust.

Glass on doors, frames, directory boards, display cases, clocks, tabletops and desks shall be free of smudges, fingerprints, marks, and streaks.

Metal surfaces shall be clean and free of smears, stains, and finger marks. They shall be clean and bright and polished to a uniform luster.

Wood surfaces shall be clean and free of dust, smudges and residue.

Furniture shall be free of obvious dust, dirt and debris.

Blinds and drapes shall be dusted and/or vacuumed as necessary to keep a clean appearance.

Floor surfaces, stairs, thresholds, and landings shall be free of obvious dirt and debris. All cloth furniture and rubber ramps shall be free of dust and debris. Any moved chairs, floor covering, trash receptacles and tables shall be returned to its original location. Mats between entrance doors shall be removed when cleaning tile floors and replaced immediately after floor is dry. Soil and moisture underneath mats shall be removed, and mats returned to their normal location. If the floors require a damp-mop, floors shall be free of streaks, mop strand marks and skipped areas.

Walls, baseboards, and other surfaces shall be free of splashing and marking. The Contractor shall provide and place safety cones in areas that are damp mopped. These cones shall remain in areas until the floor is dry.

5.2.2 FLOOR STRIPPING

The Contractor shall strip and refinish the 1st and 2nd floor bi-annually.

Floors shall be buffed after application of wax sealant. Floors requiring a finish shall be maintained at a high luster and free of all marks.

5.3 EMERGENCY CLEANING SERVICES (MINOR, MEDIUM, AND MAJOR).

Emergency janitorial services are specialized cleaning services that handle unforeseen situations requiring immediate attention due to damage, hazardous materials, or safety concerns. These services are distinct from routine janitorial services, which focus on regular maintenance. Emergency services are broken down in three distinct categories: Minor, Medium, and

Major.

Minor Emergency:

These are low-impact issues that:

• Do not pose immediate health, safety, or operational risk.

• Can generally be addressed within normal business hours or routine work cycles.

Examples:

− A small spill in a low-traffic area.

− Restroom supply replenishment (e.g., out of toilet paper or soap) noticed by staff.

− A minor trash overflow.

− Non-urgent cleaning requests (e.g., smudge removal on glass doors).

Response expectation: Within 2–8 hours or during the next scheduled service.

Medium Emergency

These involve:

• Moderate disruption to normal operations.

• Potential health/safety concerns if not addressed soon.

• Issues requiring expedited but not immediate action.

Examples:

− A spill in a high-traffic area that could cause slips if left unattended.

− Overflowing trash in public/common areas during business hours.

− Odors that could cause discomfort to staff/visitors.

− Restroom sanitation issue (e.g., visibly soiled stall or sink) that draws complaints.

Response expectation: Within 1–2 hours.

Major Emergency

These represent:

• Significant health, safety, or operational risks.

• Immediate need for response to prevent injury, contamination, or operational shutdown.

Examples:

− Biohazard spills (e.g., blood, vomit, bodily fluids).

− Large chemical spills or hazardous material incident.

− Flooding from toilets or pipes causing water damage.

− Situations requiring evacuation or shutdown of a facility area until cleaned.

Response expectation: Immediate response (typically within 15–30 minutes of notification).

Upon notification, the Contractor shall perform emergency cleaning required in any building, area, or room covered under this contract. The COR shall request janitorial service (services can include, but not limited to, cleanup of overflowed restroom fixtures, spills, broken glass, foreign matter clean up due to an occupant’s sickness, etc.) for the appropriate and required work task(s).

Contractor may be required to clean equipment during emergency situations.

Contractor shall begin emergency work, as determined by the COR, within one hour of notification, which may be verbal. The COR will notify the

Contractor as soon as a special event requirement is known, but no less than twenty-four (24) hours prior to the event. Completion schedule and the severity of the emergency (minor, medium, or major) will be determined for each emergency or special event cleaning service performed.

In case of an emergency condition during Contractor business hours, the

Contractor shall divert their staff from their normal duties to meet the condition. When these employees are no longer needed, they shall be directed by the Contractor to return to normal duties.

5.4 PROJECT MANAGEMENT

The Contractor shall provide the supervision of contract work. The Contractor

Supervisor shall be available and on-site at all times when contract work is in progress.

The Supervisor shall supervise contract personnel and receive requests and notices (including discrepancy reports) and directions from the COR left via email or with the Contractor sign-in logs.

It is policy of VA that Government direction or supervision of Contractor employees, directly or indirectly, shall not be exercised.

The Contractor shall provide in writing to the COR, within five workdays of contract start date: the names and telephone numbers of the Onsite

Supervisor.

The term Onsite Supervisor means a person designated in writing by the

Contractor, with authority to act for the Contractor on a day-to-day basis and accept and sign for notices of deductions, inspection reports and all other correspondence on behalf of the Contractor.

The Contractor shall designate an alternate supervisor to act in the absence of the designated Supervisor. The alternate shall have the same responsibilities and authorities.

5.4.1 KEY PERSONNEL

The Contractor shall provide an Onsite Supervisor who shall be responsible for the performance of the work. The Supervisor shall have at least three (3) years of demonstrated experience supervising and/or leading teams in all areas of commercial cleaning. The Supervisor shall have full authority to act for the Contractor on all contract matters relating to daily operation of the contract. The Supervisor shall report directly to the COR throughout the performance period.

Substitution of Key Personnel: All Contractors requests for approval of substitutions hereunder shall be submitted in writing to the COR and the CO at least fifteen (15) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete résumé for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution. The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. New personnel shall not commence work until all necessary security requirements have been fulfilled. Any substituted personnel shall have the equivalent or better education, experience, and credentials than the personnel they replace, subject to VA review and approval.

Any Contractor personnel determined to be unacceptable to the aforementioned standards and requirements at any time, shall be removed and replaced by the Contractor at no additional costs to the

Government. Contractor personnel are to provide services in a support role, final decisions regarding VA business will only be made by

Government personnel.

5.5 REPORTING

5.5.1 QUARTERLY

The Contractor shall provide the COR with typed quarterly work reports. The quarterly work reports shall be a consolidation of all work performed in the three months prior. The reports shall include detailed information about areas cleaned to include the cleaning tasks of each area. The report shall identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation, including its plan and timeframe for resolving the issue.

The COR shall monitor performance against the Performance Metrics in Section 8.0. It is required that the Contractor shall maintain communication with the COR. Revised work schedules shall be submitted two weeks prior to the end of the month and the new schedule shall begin no sooner than the beginning of the month following submittal.

All reports shall be submitted electronically using a COR-approved tool. Reports shall include detailed explanations for each section. Any damage, accident, or chemical spills on the part of the Contractor shall be included in the monthly work report.

6.0 CONTRACT TYPE

This is an Indefinite Delivery Indefinite Quantity. Subsequent Task Order will be awarded as Firm-Fixed.

7.0 DELIVERABLES

The Contractor shall provide all deliverables identified in the PWS to the COR by the required dates below.

Task Deliverable Quantity Delivery Date

5.4 Project Management 1

7 business days after award

5.5.1 Quarterly Reporting 4 Every 3 months

10.0 Staff Roster 1

7 business days after award

8.0 PERFORMANCE METRICS

The table below defines the performance standards and acceptable performance levels for objectives associated with this effort. All issues will be noted.

Task Performance Objective Performance Standard

Method of Surveillance

Deduction

5.1.1 Break Rooms

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.1.2 Entrances/Lobbies Stairwells/Corridors

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.1.3 Office, Conference, and Training Rooms

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.1.4 Restrooms

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.2.1 Server Room

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.2.2 Floor Stripping Zero Defects

Customer Complaint, COR, or

3% of monthly fee periodic inspection.

5.3 Emergency Cleaning Services Zero Defects

100%

Inspection 3% of situational fee

5.5.1 Quarterly Reporting

Submitted to the COR following the first 3 months after contract award and every 3 months thereafter.

100% Inspection

1% of annual reporting fee

9.0 CONTRACTOR-FURNISHED ITEMS

All equipment, supplies (including paper towels, toilet paper, and soap, in addition to cleaning equipment) shall be Contractor-furnished. Paper supplies and soap shall fit into Government furnished dispensers. The Contractor shall utilize hospital-approved liquid hand soap and germicide. The Contractor shall provide a listing of approved products prior to commencement of performance. The

Contractor shall provide to the Government three (3) copies of the Material Safety

Data Sheets for all cleaning products used during the performance of this contract.

The Contractor shall use no cleaning product until approved by Pope AFB

Bioenvironmental personnel.

10.0 GOVERNMENT FURNISHED ITEMS

The Government will provide the Contractor with one room for storage.