RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement 1.xlsx
XLSX spreadsheet 16 KB Posted
- Attached to
- S201--Janitorial Fisher House 1 and 2
- Solicitation number
- 36C24825Q1045
About this file
This file is a Questions and Answers (Q&A) document for RFQ 36C24825Q1045, which solicits janitorial and laundry services for Fisher House 1 and 2 at the James A. Haley VA Medical Center. The solicitation is a 100 percent set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS Code 561210. The contract encompasses a Base Year plus four one-year option periods, with performance spanning April 1, 2026 through September 30, 2030. Questions were accepted through Tuesday, March 24, 2026 at 11:59 PM EST, with no further extensions granted.
Key service requirements clarified in the Q&A include: cleaning operations seven days per week (365/366 days annually) with staff present 8:00 AM to 7:30 PM; contractor provision of all heavy equipment (floor scrubbers, vacuums, mops, brooms) and paper products (toilet tissue, paper towels, napkins), while the VA supplies basic cleaning chemicals; secured storage rooms for bulk chemicals and equipment at both facilities; off-site contracted laundry services with linens pressed to "fine hotel" standards before delivery; and no handling of infectious or red bag linens. Security and health requirements include Tier 1 (NACI) background investigations with fingerprinting required within the first week, routine background screening, and a typical two-week clearance timeline, though no immunizations or COVID-19 testing is mandated. Past Performance Questionnaires (PPQs) were due by March 26, 2026, and financial responsibility information must be submitted via SAM.gov. The contracting officer declined to extend the proposal deadline and stated that incumbent contractor information cannot be disclosed.
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Other files
| File | Type | Posted |
|---|---|---|
| RFQ 36C24826Q1045 - Answers for Fisher House 1 and 2 - Requirement - response 3.xlsx | XLSX spreadsheet | |
| 36C24825Q1045 0003_1.docx | DOCX document | |
| 36C24825Q1045 0002.docx | DOCX document | |
| RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement - response 2.xlsx | XLSX spreadsheet | |
| 36C24825Q1045 0001_1.docx | DOCX document | |
| 36C24825Q1045_1.docx | DOCX document | |
| Past Performance Questionnaire for Fisher House 1 and 2.pdf | ||
| 36C24825Q1045 TO POST.pdf |
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Text version
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 liquid, 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? | A 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? | Need to check with legal and SBA at my organization. |
| 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? | Need to check with legal and SBA at my organization. |
| 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? | Need to check with legal and SBA at my organization. |
| 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? | Need to check with legal and SBA at my organization. |
| 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 |
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