36C24626Q0097 0001.pdf

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)

1 11

0001 10-31-2025 N/A

Stephanie Thompson Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Christian Rosado Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

To all Offerors/Bidders 36C24626Q0097

X

X X

See CONTINUATION Page x 1

The purpose of this Amendment is to do the following:

a. To provide a response to the questions received from vendors on 10/28/2025 for RFQ 36C24626Q0097.

ALL OTHER TERMS AND CONDITIONS REMAIN UNCHANGED.

Stephanie Thompson Contracting Officer

CONTINUATION PAGE

Questions & Answers Solicitation 36C24626Q0097

1. The solicitation states, “Prime contract must show at least two (2) similar contracts undertaken within the past three years” If the Prime has (1) similar contract in 2 years will they still be considered for award? No. Experienced contractor must have medical cleaning background.

2. Who is the current or most recent incumbent contractor performing janitorial services at Durham VAMC? D&R Williams, LLC

3. What is the incumbent’s total annual contract value or monthly billing rate? The previous contract, 36C24620P0842, was awarded on 04/29/2020 for a Base + 4 options for a total amount of $2,608,775.64.

4. What is the previous or current contract number (if available)? See previous question.

5. The SOW references 1st and 2nd shifts but does not specify the number of personnel per shift. Can the VA confirm the minimum required Full-Time Equivalent (FTE) positions for each shift? Information requested is listed in the SOW, please review section 1.5.1

6. Is the contractor expected to provide coverage for weekends, holidays, or emergency callbacks? Only emergency calls if available but not required.

7. Will a Certified Executive Housekeeper (CEH) or Project Manager be required to be on-site during both shifts, and may one position oversee both? site during both shifts, and may one position oversee both? A Certified Executive Housekeeper (CEH) is required to be within the organization and available for leadership and guidance for both shifts. However. A knowledgeable project manager will be required to present on both shifts.

8. Are there specific performance metrics, inspection schedules, or Quality Assurance

Surveillance Plans (QASP) associated with this requirement? Yes.

9. Are there deductions or penalties for incomplete or delayed tasks, and if so, how are they assessed? See the QASP.

10. What is the expected response time for addressing deficiencies or re-cleaning requests? On the spot or immediately.

11. Will contractor employees require PIV badges, background checks, or security clearances prior to working on-site? Yes

12. Who bears the cost of fingerprinting, background checks, and ID credentials

(contractor or government)? The Contractor

13. Will there be escort requirements for new employees or vendors without credentials?

No

14. Is the contractor responsible for providing all cleaning chemicals, consumables (e.g., paper, soap, liners), and equipment, or will the VA furnish any materials? The contractor expenses and only approved by the Chief of EMS and/or Environmental

Care specialist.

15. Are storage areas or custodial closets provided on-site for contractor equipment and supplies? Yes

16. Are floor scrubbers, vacuums, or carpet extractors provided by the VA or expected to be contractor-owned? Contractor-owned

17. The SOW references approximately 393,000 square feet but does not break down the square footage by building, zone, or cleaning type (clinical, administrative, public). Can this detail be provided? Contractors are responsible to clean all common areas, administrative and public areas, elevators, stairwells, and breezeway.

18. Are there any restricted or specialized areas (such as sterile, lab, or pharmacy zones) that require special training or protocols? No

19. Are waste disposal or biohazard cleaning responsibilities included in this scope?

Clarity needed to provide answer.

20. Will this be awarded as a stand-alone FFP contract, or is it part of a larger BPA or IDIQ?

This is anticipated to be a stand-alone Firm-Fixed-Price Purchase Order type contract.

21. Are there any anticipated changes in square footage or shift hours during the option years? Not at this time. If necessary, it will only be included through a fully approved, in-scope modification.

22. Is the VA planning any renovations or space changes that might affect cleaning areas during the base year? No.

23. Could you please confirm whether a site visit is anticipated? If a site visit is requested prior to quotation due date, a facility approved date will be provided.

24. Will the VA provide a building list with associated square footage by location prior to award? Only 1 building which is listed in the statement of work (SOW).

25. Are option years to be priced at the same rate or escalated by percentage (e.g., 3%)?

There is no requirement for the contractor to escalate option prices, this is a firm-fixed-price contract.

26. Please confirm whether the contractor must provide consumables (toilet paper, paper towels, etc.) or if these are VA-furnished. No, the contractor is not required to provide consumables. The Durham Veterans Medical Center’s Environmental

Management Services (EMS) will be responsible for requisitioning, monitoring, and issuing all paper products, soap, and hand sanitizer to the contractor for use in the performance of their duties.

27. Please provide data on which buildings, areas, floor type, number of occupants and visitor numbers are applicable to the contractor’s area of responsibility. See

Performance Work Statement (PWS).

28. Please provide information on the dining area, kitchen, and break areas—i.e., the size of the kitchen, number of appliances, hours of operation, etc. N/A

29. Does the referenced kitchen provide food service for the main hospital including inpatient dining service? N/A Or is this a limited dining service such as the VA

Canteen? N/A

30. Please confirm whether the contractor is required to dust/clean personal desktops that may contain papers, equipment and personal items. No

31. Please clarify whether the required CEH and shift supervisors are in addition to the minimum 10 FTE housekeepers. Or, will two of the FTE housekeepers also be expected to serve as “working” shift supervisors? to serve as “working” shift supervisors? The contractor is responsible for developing a staffing model that ensures the highest level of service is consistently delivered to all stakeholders, in alignment with the requirements outlined in the Statement of Work (SOW). While the SOW specifies a minimum of 10 FTE housekeepers, it does not prescribe whether the Certified

Executive Housekeeper (CEH) and shift supervisors must be in addition to or included within that number. It is therefore the contractor’s responsibility to determine whether supervisory roles will be filled by dedicated personnel or by

“working” supervisors drawn from the housekeeping staff. Regardless of the approach, the staffing model must ensure adequate supervision, accountability, and coverage across all shifts to meet performance expectations.

32. Is the contractor the sole source of cleaning service labor in the entire referenced

393,000 square feet? Or, is this area in conjunction with other contractors and/or government personnel? VA EMS technician.

33. Will the government consider increasing the page limit to fifty (50) pages? Twenty-five

(25) is insufficient considering the request as the solicitation requests a detailed staffing plan, work schedule, management plan, experience, description of how the contractor intends the PWS requirements and a quality control plan outline. No.

34. Please clarify that the reference to required training in “item 5.5.2” is a typo and should be 5.6.2. For Clarity: 5.5.2. Identification Tags/Cards. & 5.6.2. Contractor-

Furnished Training:

35. Please confirm whether there should be a Section 2.0. as part of the Instructions to

Offerors? 2.0 was inadvertently skipped, so there is no Section 2.0. Also, the

Instructions require a minimum of two corporate experience references under the

Section D – Technical Management Approach, which will be part of the government’s evaluation and award basis under Factor 1. However, there does not appear to be a factor for evaluating the required Section E - Past Performance for quality of service.

Past Performance is not an Evaluation factor, but a Contractor Responsibility determination.

36. Check-in location, parking, and badging/security procedures (IDs, PPE, escort, etc.), and Whether a pre-bid meeting or Q&A window is planned, along with the deadline and method for submitting questions? Question due date was October 28, 2025. All questions submitted timely in writing were accepted.

37. Can the Government please provide the facility drawings with the areas to be serviced, or at minimum, a summary identifying the areas and approximate square feet of spaces to be serviced prior to proposal submission? All common areas, administrative and public areas, elevators, stairs, breezeway.

38. Will the Government consider furnishing janitorial supplies under this contract?

Cleaning supplies or equipment will not be provided. However, the Durham

Veterans Medical Center’s Environmental Management Services (EMS) will be responsible for requisitioning, monitoring, and issuing all paper products, soap, and hand sanitizer to the contractor for use in the performance of their duties.

39. Will the Government or the contractor be responsible for replacement of any broken or nonfunctional dispensers during the contract term? The contractor.

40. What are the expected usage rates for consumables to support accurate supply forecasting? Currently, we are unable to provide specific expected usage rates for consumables. These rates are influenced by multiple operational factors such as building occupancy, foot traffic, and service frequency. Contractors are expected to use industry benchmarks and their professional experience with similar healthcare environments to develop initial estimates.

41. Are the dispensers to be serviced located in all facility areas or only in areas assigned to the contractor under this contract? Only for the dispensers in their assigned areas.

42. Can the Government please confirm whether, under the current or previous janitorial services contract for this facility, the incumbent contractor was responsible for furnishing all janitorial supplies and equipment, or whether those items were

Government-furnished? Contractors furnished all their own equipment

43. Can the Government please confirm whether the incumbent contractor under the current or previous janitorial services contract was required to provide a Certified

Executive Housekeeper (CEH) and, if so, whether that CEH was on-site five days per week? Yes; however, the VA does not manage the contractor’s staffing plan and cannot provide an answer if that was their procedure.

44. Will the Government provide dedicated office space for the contractor’s on-site management and administrative staff (e.g., Project Manager, Certified Executive

Housekeeper, Supervisors)? An administrative area will be provided.

45. Can the Government please confirm whether the contractor will be responsible for cleaning the full 393,000 square feet, or if this figure includes areas that are excluded, intermittently serviced, or maintained by VA personnel or other contractors?

Contractors are responsible for cleaning all common areas, administrative and public areas, elevators, stairwells, and breezeway.

46. Did the contractor have to purchase consumables in the previous contract? The

Durham Veterans Medical Center’s Environmental Management Services (EMS) will be responsible for requisitioning, monitoring, and issuing all paper products, soap, and hand sanitizer to the contractor for use in the performance of their duties.

47. Will the award be based on lowest priced technically acceptable or lowest response evaluated bid that is technically acceptable? Please see E.1 Instructions to Quoters.

48. 3. If the bid response is evaluated as too low based on the solicitation requirement for staffing level, supply cost, employee salaries and supplemental wages, will it be considered non-responsive? Please see E.1 Instructions to Quoters.

49. Did the contractor have to purchase consumables in the previous contract? The

Durham Veterans Medical Center’s Environmental Management Services (EMS) will be responsible for requisitioning, monitoring, and issuing all paper products, soap, and hand sanitizer to the contractor for use in the performance of their duties.

50. What is the exact scope of the snow and ice removal services required under this contract? None.

51. Which areas are included for snow and ice removal (e.g., sidewalks, parking lots, entrances, loading docks)? N/A

52. What are the required response times once a snow or ice event begins or accumulation occurs? N/A

53. Are there specific trigger points (e.g., snowfall depth or ice formation) that activate the contractor’s responsibility to perform services? N/A

54. Are there any environmental or safety restrictions on the use of de-icing chemicals or salt? N/A

55. Are there any additional janitorial or facility maintenance duties included beyond standard cleaning and snow/ice removal? If so, could you please clarify what those additional responsibilities entail? N/A

56. Could you please provide a list of the buildings and the approximate number of rooms/fixtures (e.g., number of Restrooms, Offices, Clinics, etc., as categorized in the

Page 10 "Cleaning Frequency" chart) prior to the proposal due date? See Performance

Work Statement (PWS).

57. Is the contractor also responsible for collecting, sorting, or transporting recyclable materials, or is this handled by a separate entity? Collecting and transporting to a designated location.

58. Section 5.3.1 requires a "Certified Executive Housekeeper (CEH)". Is this the mandatory requirement to bid? Yes, a Certified Executive Housekeeper (CEH) or

Project Manager will be required to ensure consistent oversight and quality assurance. However, depending on the scope, complexity, and operational demands of the facility, it is acceptable for one qualified individual to oversee both shifts—provided they can demonstrate the ability to maintain effective supervision, communication, and accountability across all hours of operation.

59. Page 20, 5.14.1(d) mentions "Parking Requirements" as an applicable regulation.

Could you please provide the specific parking policy for contractor employees at the

Durham VAMC? Parking is located at the VA hospital. Fee required.

60. Will the successful contractor be permitted to hire the incumbent's current employees? No, the Executive Order for Nondisplacement of Federal Workers was rescinded on January 20, 2025.

61. Section 1.5.1 of the PWS requires a "Minimum of 10 Full Time Equivalent (FTE) housekeepers" , and Section 1.5.2 states that failure to maintain this minimum is a breach of contract. As this is a Firm-Fixed-Price contract, can you confirm if this is a mandatory staffing level that must be met at all times, or if it is the Government's estimate of the staffing needed to meet the PWS requirements? Yes

62. Are there any specific service areas or performance challenges from the previous contract that the VA would like the new contractor to prioritize? No, the previous contractor has performed in accordance with the contract.