RFQ 36C24826Q1045 - Answers for Fisher House 1 and 2 - Requirement - response 3.xlsx

XLSX spreadsheet 19 KB Posted Mar 25, 2026

Attached to: S201--Janitorial Fisher House 1 and 2
Solicitation number: 36C24825Q1045
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 8

About this file

Written by GovTribe AI · Mar 25, 2026

This file contains Questions and Answers (Q&A) responses for RFQ 36C24826Q1045 regarding Janitorial and Linen Laundry services at the James A. Haley VA Medical Center's Fisher House 1 and 2 facilities. The solicitation is a 100 percent set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS code 561210 (Janitorial Services), with a Base Year plus four one-year option periods running from April 1, 2026 through September 30, 2030. The requirement encompasses daily janitorial cleaning for two residential family support facilities with four staff members total per day (generally two per house), operating 365 days per year including holidays. The Government will provide certain cleaning supplies (dish soap, Mr. Clean products, Tilex, window cleaners, disinfectants, and similar items) and mounted toilet paper roll holders, while the contractor must supply all heavy equipment (vacuums, mops, brooms, dusters), paper products (toilet paper, tissues, paper towels), and additional cleaning chemicals (bleach, vinegar, floor cleaners, Simple Green). Laundry services are contracted by the contractor off-site with twice-weekly deliveries and must meet fine hotel pressing standards.

The Q&A responses address critical operational details: occupancy averages approximately 50 percent annually with roughly 70 room turnovers per month (17 per week), requiring approximately 1-2 sets of bed linens and up to six towels per room per turnover. VA security screening and fingerprinting are required within the first week of employment, with clearances typically processing in approximately two weeks; no immunizations, COVID-19 testing, or TB screening are mandatory. The Government will provide dedicated secured storage for bulk chemicals and equipment. Financial responsibility information must be submitted via SAM.gov, and the contractor is responsible for linen loss or damage valuation as needed. The RFQ deadline was extended to March 26, 2026 at 11:59 PM EST, with questions accepted until March 24, 2026 at 11:59 PM EST. Joint Venture offerors must comply with 13 CFR 128.402, with the Managing Joint Venture Partner making SDVOSB representations and verification occurring through SAM.gov and the VetCert portal.

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Other files

File	Type	Posted
36C24825Q1045 0003_1.docx	DOCX document	Mar 25, 2026
36C24825Q1045 0002.docx	DOCX document	Mar 24, 2026
RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement - response 2.xlsx	XLSX spreadsheet	Mar 24, 2026
36C24825Q1045 0001_1.docx	DOCX document	Mar 23, 2026
RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement 1.xlsx	XLSX spreadsheet	Mar 23, 2026
36C24825Q1045_1.docx	DOCX document	Mar 18, 2026
Past Performance Questionnaire for Fisher House 1 and 2.pdf	PDF	Mar 18, 2026
36C24825Q1045 TO POST.pdf	PDF	Mar 18, 2026

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Sheet1

Notice ID: 36C24825Q1045 for Janitorial and Laundry services at the

James A. Haley VA Medical Center

In response to the subject solicitation, we are requesting clarification on several points to ensure our technical proposal accurately reflects a sound and compliant approach for the James A. Haley VA Medical Center.

1	Given the short turnaround time for this solicitation, PPQ's due 3/26/2026), will the Government accept previously completed PPQs for similar work in lieu of requiring references to complete the specific questionnaire attached to this notice? This would ensure that Past Performance information is provided by the deadline without placing an undue administrative burden on other Government Contracting Officers and references during this short response window.	I will extend until Tuesday 24 Mar 2026 until 11:59 pm, need current PPQs.
2	Since the Fisher Houses are residential facilities for families, are there specific "quiet hours" or restricted times that would prohibit the use of high-noise cleaning equipment (e.g., floor buffers or heavy vacuums)?	Cleaning staff is only present 0800-1930, so no need for specific cleaning quiet hours.
3	Will the Government provide dedicated, secured storage rooms for the contractor's bulk chemicals and equipment within both Fisher House 1 and Fisher House 2?	Yes
4	Does the linen processing requirement include the handling of infectious or "red bag" linens? If so, does the VA provide a specific drop-off point for these materials?	No
5	What specific documentation does the Contracting Officer prefer to see to satisfy the "Financial Responsibility" requirement listed in Section F of the Basis for Award	Send your information from SAM.
6	Will a standard phase-in period (e.g., 10-15 days) be granted for staff to complete the necessary VA security clearances and orientations before full performance begins?	Ongoing background check during work. Finger prints will be needed within the first week.
7	Is there a current incumbent contractor performing these services? If so, could the Government provide the current contract number and total annual and monthly award value?	Incumbent information cannot be disclosed.
8	Is the requirement for cleaning 7 days a week, including holidays, as seen in similar VA Fisher House contracts?	365 days a year (366 in leap years) for cleaners
9	Will the VA provide any cleaning supplies, paper products, or heavy equipment like floor scrubbers, or must the contractor provide everything?	We provide dish soap, Mr. Clean products, scrubbing bubbles, Tilex, window cleaner, Clorox wipes, disinfectant spray, toilet bowl cleaners, toilet brushes, and some other similar cleaning supplies. There is no heavy scrubber - just vacuums, mops, brooms - provided by contractor. Paper products (TP, paper towels, tissues, napkins) provided by contractor as well.
10	What specific VA security management programs or background checks must employees pass to access these family residential facilities?	VA conducts routine background screen and fingerprinting.
11	Does the VA require contractor personnel at the Fisher Houses to provide proof of immunization for standard healthcare-related vaccines, such as Hepatitis B, MMR (Measles, Mumps, Rubella), Varicella, and Tdap?	No
12	Is the annual seasonal influenza vaccine mandatory for all on-site contractor staff, and if so, what is the deadline for submitting compliance documentation to the VA’s Employee Occupational Health (EOH) office?	No
13	What are the current COVID-19 vaccination or testing requirements for contractor employees working in VHA residential facilities?	No testing protocol, but stay home until fever subsides for more than 24 hours. Don't be sick at work please.
14	Will staff be required to undergo Tuberculosis (TB) screening (e.g., PPD skin test or QuantiFERON-TB Gold) prior to beginning work on-site?	No
15	If immunizations are required, will the VA provide these vaccines to contractor personnel through the facility’s Employee Occupational Health unit, or must the contractor provide proof of vaccination from private providers at their own expense?	NA
16	For employees with medical or religious objections to specific vaccines, what is the formal exemption process, and will those employees be required to wear additional Personal Protective Equipment (PPE) such as face masks while on duty?	NA
17	What specific immunizations (e.g., Influenza, MMR, Hepatitis B, TB screening) are required for contractor staff working in this residential healthcare environment?	NA
18	Is a Tier 1 (NACI) background investigation required for all contractor personnel under this solicitation? If so, will the VA allow employees to begin providing services on an interim basis once a favorable Special Agreement Check (SAC) fingerprint result is received and the investigation is in a 'scheduled' status?	Yes
19	What is the typical timeline for the VA to process these clearances at this specific facility?	Usually 2 weeks
20	Is the contractor responsible for providing and maintaining wall-mounted air freshener units and refills for all residential restrooms?	NA
20	Is the contractor responsible to provide hand sanitizer systems dispensers and refills ?	NA
20	In these residential settings, is the contractor responsible for providing kitchen-specific supplies such as dish soap, dishwasher detergent, sponges, and paper towels for resident use?	Sponges, paper towels, napklins, and possibly other similar
20	Must the contractor provide all toilet tissue and facial tissues for the 36 total guest rooms and common areas, and are there specific 'green' or recycled-content requirements for these products?	Yes provides all, green preferred.
20	Are the existing paper towel, toilet tissue, and soap dispensers currently installed at Fisher Houses 1 and 2 the property of the Government or the current incumbent? If they are proprietary to the incumbent, will the VA require the new contractor to install new dispensers upon award?	Only TP roll holders are mounted. VA covers them.
20	Do the currently installed dispensers require proprietary refills (e.g., specific folded towels or 'center-pull' rolls that only fit one brand), or are they open-system dispensers that accept universal commercial paper products?	no
21	The RFQ (Section iv) requires SDVOSB certification to be visible in the SBA certification database. However, per SBA guidance effective August 1, 2025, Joint Venture (JV) designations are no longer individually reflected in the public-facing SBS search tool. To ensure compliance, will the Government verify SDVOSB status by confirming the Managing Venturer’s certification in the SBA database alongside the Joint Venture’s active SAM.gov registration?	Resolved with offerors.
22	Per RFQ Section (f), the Government acknowledges that a Joint Venture is eligible as an SDVOSB if the Managing Joint Venture Partner makes the required status representations and the JV complies with 13 CFR 128.402. Given that the SBA's SBS tool no longer displays individual JV certifications as of 2025, will the Government confirm the JV’s eligibility by verifying the Managing Partner’s certification in the SBA database and the Joint Venture’s active SAM.gov registration?	Resolved with offerors.
23	The RFq states that the Managing Joint Venture Partner must make the SDVOSB representations under paragraph (c). To align with 13 CFR § 128.402 and ensure the evaluation process accounts for current SBA system limitations, will the Contracting Officer utilize SAM.gov and the VetCert portal (veterans.certify.sba.gov) to verify the Managing Partner’s certification, rather than relying solely on the linked SBS tool which may not reflect Joint Venture status for 2025?	Resolved with offerors.
24	The RFP includes SCA-covered labor categories and Wage Determinations, but FAR 52.222-43 is not listed in the provisions/clauses section. Does the Government intend to incorporate this clause to allow for price adjustments in option years should the Department of Labor issue new Wage Determinations?	Yes it will be added.
25	Who handles the bulk laundry? Is there an existing VA laundry contract or a separate contract the linens/laundry? Is this vendor expected to take them off-site?	Contracted by contractor - off-site
26	Where does the "pressing" happen? Since all bedding must be pressed to a "fine hotel" standard, does the Fisher House have commercial presses on-site, or must the vendor provide that equipment?	Contracted contractor does before delivery
27	What defines "fragile"? (PWS page18, 11.1) Can we get a specific list or percentage of the inventory that is considered too fragile for the standard commercial process?	Nothing currently in inventory is "fragile"
28	How is "lost or damaged" valued? In the event of contractor negligence, what is the reimbursement rate for lost or damaged linens? What is the specific value of the high-thread-count inventory?	Information as needed.
29	Due to the technical complexities regarding the specific "hotel-quality" laundry standards and the division of on-site/off-site labor, we respectfully request a 5 to 7Buiness -day extension to the proposal deadline. This time will allow all bidders to provide more accurate pricing based on the forthcoming Q&A, ensuring a level playing field and the best value for the JAHVAMC	N/A - No extension.
30	Is there a current incumbent contractor performing these services?	This information is not available.
31	If so, what is the current contract number, period of performance, and total contract value (base and options)?	This information is not available.
32	Has the scope of work changed from the current contract? If so, please identify any material changes.	No
33	Is there any available data on average weekly and monthly occupancy rates for Fisher House 1 and Fisher House 2?	Current yearly/monthly average approximately 50%
34	Is there any available data on the average number of room turnovers per week or month?	Varies by week/month - Generally 70+ rooms turnover per month (averages out to about 17 per week)
35	Is there any historical data available regarding linen volumes (e.g., pounds or number of items processed weekly/monthly)?	Depends on room turnover, but approximately 17 rooms per week (1-2 sets of bed linens, up to 6 each towels, hand towels and washcloths per room) Laundry service is twice a week with occasional extra delivery when short.
36	Is there any information available regarding seasonal fluctuations in occupancy or workload?	Snowbird season trends higher than deep summer, but fairly consistent.
37	Is the requirement for four (4) staff per day fixed regardless of occupancy, or may staffing levels be adjusted based on workload?	four per day is the standard. PTO use can affect this as can closure of a house for major maintenance.
38	Are weekend and holiday workloads consistent with weekday operations?	Yes - Checkouts and check-ins happen all seven days generally.
39	Please confirm whether the contractor is responsible for providing all cleaning chemicals, disinfectants, PPE, and laundry detergent used for contract performance, or if any of these items are Government-furnished.	Contractor provides cleanses such as bleach, vinegar, floor cleaner, simple green, etc, Fisher House purchases are generally noted above.
40	Please confirm that restroom consumables (e.g., toilet paper, paper towels, hand soap) are contractor-provided as indicated in the PWS	Bathroom consumables are provided by the contractor
41	Please confirm which equipment (e.g., vacuums, floor machines, carts) is Government-furnished versus contractor-provided.	All cleaning equipment provided by contractor - brooms, mops, vacuums, dusters
42	In similar Fisher House operations, equipment and certain consumables are sometimes provided onsite—please confirm if any such items are available for contractor use under this requirement.	any cleaning equipment meant for guest use and consumables listed above are provided by Fisher House.
43	How many existing shifts are there?	28 (2 per house per day)
44	How many employees are on each shift?	one per house per shift - shifts overlap from 11:00 am to 4:00 pm
45	What is the total number of on-site contractor staff?	4 max at any one time.
46	What is the square footage of the area that requires carpet cleaning?	Area carpets only in living roon, family room, and some bedrooms.
47	Who is responsible for buying the paper products?	Contractor buys toilet paper, facial tissues and paper towels.
48	What is the squarte footage of the area that requires stripping and waxing?	Stripping and waxing is infrequent. Floors are mopped daily, but not waxed.
49	What is the historical frequency of guest room turnovers per week for each Fisher House?	Varies per week. At the moment there are approximately 70 new families per month which equates to about 7 departures per week per house
50	Are the required 4 workers each day for both sites?	YES.
51	Are 4 required workers needed for EACH Fisher House?	NO. Generally 2 per house unless high turnover requires assistance or training is underway.
52	Is the contractor required to provide services during the holidays?	YES. Families use the houses seven days a week and public areas must be kept clean.

File details come from the government source that posted it. Updated Mar 25, 2026.