36C24225Q0281 0003.docx

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

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

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) 02-20-2025 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga

NY

14227 Department of Veterans Affairs Network Contracting Office (NCO) 2 2875 Union Road Suite 3500 Cheektowaga

NY

14227 To all Offerors/Bidders

36C24225Q0281 02-11-2025

X X X ** HOUR & DATE for Receipt of Offers is EXTENDED to: 02-27-2025 12:00 EST The purpose of this Amendment #A0003 is to provide answers to the following questions, make updates to the Performance Work Statement (PWS), add an attachment, and extend Receipt of Offers to 02-27-2025 at 12:00PM EST.

Dolores Sachuk-Thompson Contracting Officer

CONTINUATION PAGE

Solicitation # 36C24225Q0281, Attachment A , Amendment A0003

Question 1: To confirm this site visit is mandatory, correct?

Answer 1: Site Visit attendance is mandatory to bid on this solicitation.

Question 2: 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?

Answer 2: The closing of this solicitation has been extended. Responses are due by Thursday, February 27, 2025 at 12:00PM EST.

Question 3: I am requesting a site visit what day can this happen? Please let me know as soon as possible.

Answer 3: The only site visit was scheduled for 2/14/2025 at 9:30am.

Question 4: Do you require (3) shifts or to clean the premises (1) once between 7:00 am and 11:30 pm?

Answer 4: No. Most, if not all, areas are too busy during the day to perform the main cleaning. With the exception of radiology, all areas will require the main cleaning to occur between 3p-11:30p. The day shift (7a-3:30p) will require staff to police these areas (except radiology) i.e. pull trash (around lunch time), check bathrooms, address concerns as they arise (spills, spot mop etc.) etc. As for the radiology suite, those areas will require the main cleaning to occur during the day (7a-3:30p), with policing during the evening (3p-11:30p).

Question 5: Can the government elaborate on the cleaning supplies that will be provided? Does this include all cleaning supplies for deep cleaning services as well? (SOW pg.6, Service Requirements)

Answer 5: We will provide all cleaning supplies and refills but not janitorial equipment or housekeeping carts.

Question 6: Storage areas/janitorial closets- how many and where are they located? Will there be one on each floor? (SOW pg.13, “Govt. Furnished Property & Services- Storage Areas”)

Answer 6: We will provide access to housekeeping closets. The number of closets will be determined according to need.

Question 7: Are there any specific restrictions on cleaning times in patient care areas or other restricted areas?

Answer 7: Yes, there are restrictions. Refer to Question 4.

Question 8: Are there any areas with unique cleaning requirements, such as isolation rooms or high-risk zones?

Answer 8: The VA requires a 2-step cleaning method (we will train your staff on the method) for general cleaning and disinfection. There will be occasions when a room(s) will require terminal cleaning (we will train your staff on proper terminal cleaning) due to patient acuity. This will occur on an as needed basis.

Question 9: How will emergency cleaning requests be handled, and what is the expected response time?

Answer 9: Emergencies such as floods will be addressed primarily by VA housekeeping staff with the expectation that contractor will support clean up efforts IF they are on premises during the time of the event.

Question 10: Are there any seasonal fluctuations in service needs that the contractor should anticipate?

Answer 10: No.

Question 11: Will the VA provide any specialized cleaning equipment such as industrial floor scrubbers, buffers or HEPA vacuums? (SOW pg.9, “Combination Scrubber-Vacuum Machines”)

Answer 11: No.

Question 12: Are there elevators in this facility? If so, are there any cleaning requirements for them?

Answer 12: Yes, there are elevators, however the contractor will not be responsible for cleaning them.

Question 13: 11. What’s the typical processing time for employee badges? (SOW p.11, Identification Badges/Passes)

Answer 13: Could be lengthy due to new process. Perhaps a few months or more. Contractor should provide their employees with internal company photo ID badges.

Question 14: During the site visit, attendees were told that the government will supply all equipment. Please clarify.

Answer 14: The statement made during the site visit regarding the furnishing of equipment is false. Government will provide the supplies and the contractor will provide labor and equipment.

Question 15: Does the government consider non-consumable supplies as equipment?

Answer 15: We will provide mop handles, scrapers, lobby brooms and dust pans.

Question 16: Does the government consider microfiber cloths, dusting cloths and dustmops equipment?

Answer 16: No, these are considered supplies.

Question 17: Is the contractor responsible for providing Personal Protective Equipment (PPE) for the designated areas?

Answer 17: PPE needed to do any terminal cleaning will be provided by the VA.

Question 18: Is the contractor responsible for servicing/replenishing supplies other than restrooms (e.g., hand sanitizer stations)?

Answer 18: Yes. Contractor will be responsible for servicing/replenishing any consumable dispensers in the areas of coverage i.e. hand sanitizers, batteries for paper towel dispensers (VA will provide batteries) etc.

Question 19: Is carpet extraction a part of this SOW? If so, what is the frequency?

Answer 19: Yes, quarterly.

Question 20: Please clarify whether connecting hallways and corridors and common areas are also to be serviced.

Answer 20: Yes.

Question 21: Please clarify the extent the contractor is responsible for moving furnishings and fixtures to include, but not limited to, medical equipment, office furniture, exam tables and exam chairs.

Answer 21: The contractor is responsible for moving all items in an area and returning them to their proper locations in the execution of the required task.

Question 22: Please clarify and provide a corrected shift responsibility sheet to correspond to the government's verbally noted discrepancies.

Answer 22: See Attachment: Staffing Requirements Sheet.

Question 23: Is cleaning Center Core B part of the SOW?

Answer 23: Yes.

Question 24: Is there storage for contractor equipment?

Answer 24: Yes.

Question 25: At the site visit collection of dirty linens was mentioned, however, Linen services is not currently listed in the SOW. Is collecting dirty linen part of the SOW? If so, please clarify what is included in the Scope of this service.

· Please clarify how many bins are included?

· Is there a central location for drop off of the linens? If so, where is this located?

Answer 25: The contractor will empty soiled linen bins (and reline with clean bag) in PM&R, Dental and Radiology only. You will not be required to deliver any clean linen. The central location for drop off of soiled linen is located on the basement level of B200 directly across from the main elevators.

Question 26: Please provide square footage of the different flooring types.

Answer 26: The exact square footage is not known for each type of flooring but roughly 20% is carpeted (including carpeted waiting areas), 30% LVT flooring and 50% VCT Flooring.

Question 27: Is the Cover Letter excluded from the page count?

Answer 27: No.

Question 28: Do Contractor Experience References count against the page count?

Answer 28: No.

Question 29: How many bathrooms are included for line item 0001AA, Building 200 - First Floor Pavilion?

Answer 29: 21

Question 30: How many bathrooms are included for line item 0001AB, Building 200 - Second Floor Pavilion?

Answer 30: 10

Question 31: How many bathrooms are included for line item 0001AC, Building 200 -Basement?

Answer 31: 9

Question 32: Page 6 of the RFP states, VAMC Northport will provide all cleaning supplies, including stripper and wax. – Please provide the details (type, manufacturer etc). of the Stripper and Wax the VA will be providing.

Answer 32: Johnson Diversey Prostrip and Johnson Diversy Vectra.

Question 33: In the RFP, Page 6, Section 3 Area of Coverage, Basement: The RFP states “Acupuncture & Chiropractic, Cardio-Pulmonary Clinic (1,305 sq ft)”. Are the square feet listed for both areas or is there a separate square feet value for Acupuncture & Chiropractic?

Answer 33: Both areas are included together in the square footage.

Question 34: We did receive the Wage Determination in the Solicitation. Are there a Union CBA for this facility? If so, please provide a copy of the agreement.

Answer 34: You only need to follow the Wage Determination in the solicitation.

Question 35: At the Site Visit, the gentleman leading the tour said that the RFP would be amended to include a diagram of the selected portions of the hospital that are covered by this solicitation. Can you please provide that information?

Answer 35: No updated diagram was promised. There are not going to be any changes made that warrant a new diagram.

Question 34: In the RFP page 43, it requests information about Supervisor. This supervisor is not identified as a Key Person in the PWS (page 10). Please confirm the amount of Key Personnel required for this proposal and also any required documentation such as resumes or specific training requirements.

Answer 34: This is a task-based contract so the number of personnel needed can only be established by the contractor. Supervisor must be knowledgeable in all cleaning functions required, able to address concerns of the contract staff and/or VA as they arise, etc.

Question 35: Office Space. Will the Government provide a space for Contractor personnel to conduct administrative actions (office?) or to change clothing and store personal items (a Locker Room)?

Answer 35: Yes, we will provide space for contractor to conduct admin actions.

Question 37: Uniforms. Per the RFP, page 11, does the Government require complete uniforms (pants and shirt), or are Contractor Uniforms with just a shirt (and personal jeans or khakis) authorized?

Answer 37: Uniforms should consist of shirts displaying company name/logo. Personal jeans (black or blue only) and khakis are acceptable, but NO ripped jeans or bold designs.

Question 38: Per RFP, pg. 13, "Cleaning of mop heads shall not be accomplished on the VA premises. All mop heads shall be treated as if contaminated." Does the VA have any on-campus locations for cleaning Mop Heads? Or is this to be provided off-campus by the contractor?

Answer 38: Northport will handle the washing of mopheads.

Question 39: I am a little confused with the staffing requirements sheet you handed out at the walkthrough (see attached). Are we expected do all the cleaning during the day if it states “staffed during the day.”

Answer 39: No. Language about staffing during day shift is included because we want to ensure that someone from your company must be available during the day to cover these areas. Please see the attachment.

Performance Work Statement (PWS) Updates:

Note: Updates are highlighted.

Section 5. Basic Cleaning Services Task Definitions Updates:

· Carpet Maintenance: Vacuum all carpeted areas in the corridors, elevators, offices, group rooms and public areas. Furniture shall be moved for thorough cleaning and replace the furniture after cleaning. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. The Contractor shall report any tears, burns and raveling to the attention of the on-site POC or designated representative.

a) Light Shampoo to protect carpet with soil-repellent and/or static free application of treatment as required.

b) Deep Steam Clean by using “steam” or other residue-free cleaning product. The carpet shall be dried to the touch upon completion.

· Terminal Cleaning: deep cleaning and disinfection process that's performed in healthcare settings after a patient has been discharged. The goal is to make sure the environment is safe for the next patient.

· Empty Soiled Linen: Empty soiled linen in bins during evening shift to centralized area. Install new linen bag.

Section 3: Area of Coverage Updates:

Original:

· The restrooms in all listed areas, including all the restrooms inside the main clinics and corridors are included under the scope of work. Approximate number of restrooms is 30.

Updated:

· The restrooms in all listed areas, including all the restrooms inside the main clinics and corridors are included under the scope of work. Approximate number of restrooms is 40.

Task Chart Updates:

Original:

Scrubbing & Burnishing of Floors

X (Biweekly)

Deep Scrub W/Three Coats of Wax

X

Strip & Wax

X

Deep Clean of Restrooms

X

Updated:

Scrubbing & Burnishing of Floors

X (Biweekly)

Deep Scrub W/Three Coats of Wax

X

Strip & Wax

X

Deep Clean of Restrooms

X

Shampoo Carpets

X

Attachment Update:

Adding: Staffing Requirements Sheet

See attached document: Staffing Requirements Sheet.

The purpose of this Amendment #A0003 is to provide answers to the following questions, make updates to the Performance Work Statement (PWS), add an attachment, and extend Receipt of Offers to 02-27-2025 at 12:00PM EST.