36C10X25Q0086.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10X25Q0086 06-18-2025

James Heffner (202) 380-6763 07-05-2025

4:30 PM EDT

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

X 100

X

561720

$22 Million

N/A

X

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

TBD

VAFSC

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment)

Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

Request for Quotation for the Department of Veterans Affairs

Financial Service Center (FSC) Janitorial Service of the

Doris Miller VA Medical Center

Contract Type: IDIQ

All quotes and questions shall be submitted in accordance with the instructions to offerors in Section E no later than the following dates and times:

Questions are due by 1:00 PM EST Wednesday, June 25, 2025.

Please refer to block 8 for quote due date and time.

This RFQ is for SDVOSB businesses who are verified under NAICS 561720 within VetCert.

See CONTINUATION Page

X X

X 1

Justin Cole

Contracting Officer

36C10X25Q0086

Table of Contents

SECTION A ......................................................................... Error! Bookmark not defined.

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

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

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

C.7 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON

SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND

CONSTRUCTION (JAN 2023) (DEVIATION)

C.10 VAAR 852.222-71, COMPLIANCE WITH EXECUTIVE ORDER 13899

(DEVIATION) (APR 2025)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS (NOV 2018)

C.12 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT

2020)

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB

2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.212-1 INSTRUCTIONS TO OFFERORS

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

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

SERVICES (NOV 2021)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10X

Strategic Acquisition Center – Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with 52.232-33, Payment by Electronic

Funds Transfer—System for Award Management

3. INVOICES: Invoices shall be submitted in arrears based upon delivery and acceptance by the Government

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic

Submission of Payment Requests.

5. FSC MANDATORY ELECTRONIC INVOICE SUBMISSION: Contractors are required to submit payment requests in electronic form in accordance with the submission of Payment Requests.

TUNGSTEN ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

a. Vendor Electronic Invoice Submission Methods:

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charges.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the

American National Standards Institute (ANSI). The X12 EDI website

(http://www.x12.org) http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/

b. Vendor e-invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing free of charge. If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below.

1. Tungsten e-Invoice Setup Information: 1-877-489-6135

2. Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

3. FSC e-Invoice Contact Information: 1-877-353-9791

4. FSC e-Invoice email: vafsccshd@va.gov

See http://www.fsc.va.gov/einvoice.asp for more information.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

mailto:VA.Registration@Tungsten-Network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp

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 7:30 a.m. to 4:30 p.m. Monday through Friday.

2.0 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

7:30 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 seven (7) 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 carpet surfaces, 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 carpet surfaces, 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.

5.1.5 SECURE AREAS

Building 92 has special areas that require additional security levels of clearance to obtain access. If required, contractor will be escorted to these areas if cleaning is required.

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 carpet surfaces, 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, 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.

5.2 PEROIDIC JANITORIAL SERVICES

5.2.1 SHAMPOO CARPET

The Contractor shall shampoo all carpet once annually. The Contractor shall coordinate with the COR to determine when the shampooing will be accomplished. The Contractor shall submit a schedule of carpets to be cleaned five (5) days prior to the month scheduled.

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 an 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 spill 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 be available between 7:00 a.m. CST and 10:00 p.m. CST, Sunday through Friday, except Federal holidays or when the Government facility is closed for administrative reasons. The Supervisor will be notified 24 hours in advanced if the Contractor will be needed on weekends. 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 ANNUAL

The Contractor shall provide the COR with typed annual schedule of all weekly and periodic cleaning. Both daily cleaning and periodic cleaning schedules shall include specific areas by floor, ascending room number, corridor, lobby number, day of the week, and time of day each specific task shall be performed.

5.5.2 MONTHLY

The Contractor shall provide monthly work reports. The monthly work report shall be a consolidation of all work performed in the month prior.

This shall be compared to the annual scheduled requirements to ensure all schedule work is completed. 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 6.0. 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 explanation 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 a Firm-Fixed Price Contract

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 Annual Reporting 1

10 business days after award

5.5.2 Monthly Reporting 12

First business day of each month

10.0 Staff Roster 1

7 business days after award

12.1 NACI Documentation 1

10 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

5.1.4 Secure Areas

Not to exceed 3 valid customer complaints per month

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.2.1 Shampoo Carpets Zero Defects

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.2.2 Floor Stripping Zero Defects

Customer Complaint, COR, or periodic inspection.

3% of monthly fee

5.3 Emergency Cleaning Services

Zero Defects 100%

Inspection 3% of situational fee

5.5.1 Annual Reporting

Submitted to the COR five business days before the beginning of each performance year.

100% Inspection

1% of annual reporting fee

5.5.2 Monthly Reporting

Submitted to the COR first business day of each month

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. Large pieces of equipment such as buffers and carpet extractors shall not be stored in this storage room. The Government will supply all paper and soap dispensers. The

Contractor shall maintain this space to the same standards as similar area as occupied by the Government and use space only in connection with performance under this contract. The Contractor, at his/her own expense shall restore the space to the condition in which it was received, fair wear and tear expected, at the time of contract completion or termination, except as otherwise approved in writing by the

COR. In the case of damaged facilities, the amount of compensation due to the

Government by the Contractor shall be the actual cost of the repair.

The Contractor shall notify the COR immediately of any needed repair of assigned space or of any area that may affect performance of contract work, present unsafe or unhealthy condition, or cause any delays or interference of work by employees of the Contractor.

Except for those items or services specifically stated above, the Contractor shall furnish everything required to perform this contract.

11.0 CONTRACTOR STAFF REQUIREMENTS

The Contractor shall ensure that all employees receive training appropriate for work in an office setting. Any staff assigned for the performance of this contract shall have the ability to speak fluently in English. Reasonable accommodations will be provided whenever possible for Contractor employee(s) with disabilities (i.e., hearing impaired, etc.).

Point of Contact: The Contractor shall provide an on-site point of contact between the hours of 7:30 a.m. CST and 4:30 p.m. CST.

Contractor Staff Roster: The Contractor shall provide the COR a current roster of all regular and alternate employees. Employees not listed will not be allowed to work in the facility.

Alternate Employees: The Contractor shall ensure that alternate employees are trained, and security clearances are maintained.

Employee Identification: Contractor personnel shall present a neat appearance and be easily recognized. This may be accomplished by wearing clothing bearing the name of the company or by wearing an appropriate badge containing the company name and employee name.

Additionally, employees shall be fully attired.

Miscellaneous: Contractor personnel shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas only. Unauthorized smoking, eating, theft or pilferage by

Contractor personnel shall constitute adequate cause for the Government to require that the Contractor immediately remove the offender(s) from employment on the premises for the duration of this contract.

12.0 POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR

PERSONNEL SECURITY REQUIREMENTS

12.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

Position Sensitivity

Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, "Personnel Security Suitability Program," Appendix A

Low

National Agency Check with Written Inquiries (NACI) A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SU) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.

Moderate

Moderate Background Investigation (MBI) A MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check;

and a verification of the educational degree.

High Background Investigation (Bl) A BI is conducted by OPM and covers a 10- year period. It consists of a review of National Agency Check (NAC) records.

Position Sensitivity

Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, "Personnel Security Suitability Program," Appendix A) [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.

The position sensitivity and the level of Background Investigation (BI) commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Check Requirements

Task Number Low/NACI Moderate/MBI High/BI

5.1 X

The Tasks identified and the resulting Position Sensitivity and BI requirements identify the BI requirements for Contractor Individuals, based upon the tasks the Contractor individual shall be working. The Contractor Staff Roster shall indicate the required Background Investigation Level for each Contractor staff indicate the required Background Investigation Level for each Contractor staff and must be appropriate, according to the individual’s assigned work.

12.0 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Work will be completed in controlled access VA OIT facility. Each contractor shall provide a state or federally issued photo identification upon arrival to verify identity.

The Contractor will obtain and maintain a VA Issued Personal Identification

Verification (PIV) credential for all staff providing services under this contract. All contract employees who require access to the VA site(s) and/or access to VA local area network (LAN) systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations

Center (SIC). These requirements are applicable to all subcontractor personnel requiring the same level of Background Investigation. The level of background security investigation will be in accordance with VA Directive 0710 dated May 2, 2016 and is available at:

https://vaww.visn16.portal.va.gov/sites/lit/vasic/default.aspx.

It is imperative for the Contractor to provide, at the request of VA, a listing of

Contractor personnel performing services under the contract in order for the background investigation process to commence. This list will include name (first, middle, last) social security number; date of birth; city, state, and country of birth.

The following required forms must be submitted to the VA Office of Security and

Law Enforcement before contract performance begins:

(i) Standard Form 85, Questionnaire for Non-Sensitive Positions https://vaww.visn16.portal.va.gov/sites/lit/vasic/default.aspx

(ii) Standard Form 86A (EG), Continuation Sheet for Questionnaire

(iii) Electronic Fingerprint Form

Fingerprinting is required with the background investigation. Fingerprinting can be done at the local VA Facility. The Electronic Fingerprint Verification Form must be submitted with the above required forms.

The Contractor shall inform the contract employee that when filling out Standard

Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay contract performance.

The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract and at the request of the VA, submit another employee for consideration.

The Contractor may utilize a private investigating agency if such agency possesses an OPM and Defense security Service certification. A Cage Code number must be provided to the VA Office of Security and Law Enforcement. VA

Office of Security and Law Enforcement will verify the information and advise the contracting officer whether Contractor's access to the computer systems can be authorized.

All Contractor employees and Subcontractors are required to complete VA's

Privacy training annually. All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Documented proof must be provided to the COR.

The Contractor shall notify the COR immediately when their employee(s) no longer require access to VA computer systems.

12.1 GOVERNMENT RESPONSIBILES

The COR will request the Contractor employee's background investigation by the Office of Security and Law Enforcement. The Office of Security and Law

Enforcement will notify the Contractor with instructions for the Contractor's employees, coordinate the background investigations, and notify the COR and Contractor of the results of the investigations.

The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the Contractor to reimburse the VA facility. The

Contractor shall reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the Contractors 1st month's invoice(s) for services rendered.

13.0 PHYSICAL SECURITY AND SAFETY REQUIRMENTS

The Contractor and its personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

The Contractor and its personnel shall wear visible identification at all times while they are on the premises.

VA does not provide parking spaces at the work site; the Contractor shall obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Smoking is prohibited inside/outside any building other than the designated smoking areas.

Possession of weapons is prohibited.

The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES

QUANTITY UNIT UNIT PRICE

0.00 HR

Cleaner

Contract Period: Base POP Begin:

POP End:

Janitor

Contract Period: Base POP Begin:

Laborer

Contract Period: Base POP Begin:

Maid or Houseman

Contract Period: Base POP Begin:

Window Cleaner

Contract Period: Base POP Begin:

Site Supervisor

Contract Period: Base POP Begin:

POP End:

0007 0.00 HR

Project Manager

Contract Period: Base POP Begin:

Contract Period: Option 1 POP Begin:

Contract Period: Option 1

POP Begin:

Contract Period: Option 1 POP Begin:

Contract Period: Option 1 POP Begin:

Contract Period: Option 1 POP Begin:

Contract Period: Option 1 POP Begin:

Project Manager

Contract Period: Option 1 POP Begin:

Contract Period: Option 2 POP Begin:

Contract Period: Option 2 POP Begin:

Contract Period: Option 2 POP Begin:

Maid or Handsman

Contract Period: Option 2 POP Begin:

Contract Period: Option 2 POP Begin:

Contract Period: Option 2 POP Begin:

Contract Period: Option 2 POP Begin:

Contract Period: Option 3 POP Begin:

0.00 EA

Contract Period: Option 3 POP Begin:

0.00 HE

Contract Period: Option 3 POP Begin:

Maid or Handman

Contract Period: Option 3 POP Begin:

Contract Period: Option 3 POP Begin:

Contract Period: Option 3 POP Begin:

Contract Period: Option 3

Contract Period: Option 4 POP Begin:

Contract Period: Option 4 POP Begin:

Contract Period: Option 4 POP Begin:

Contract Period: Option 4 POP Begin:

Contract Period: Option 4 POP Begin:

Contract Period: Option 4 POP Begin:

Contract Period: Option 4

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The

Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the

Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the

Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes.

Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation

(FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the

Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give…