RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement - response 2.xlsx
XLSX spreadsheet 17 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 addressing 30 inquiries submitted by potential quoters in response to RFQ 36C24826Q1045 for janitorial and laundry services at the James A. Haley VA Medical Center's Fisher House 1 and Fisher House 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 performance scheduled from April 1, 2026, through September 30, 2030, consisting of a base year and four one-year option periods. The RFQ submission deadline is March 26, 2026, at 11:59 P.M. EST, with questions accepted until March 24, 2026, at 11:59 P.M. EST.
Key service requirements include four staff per day providing janitorial services 365 days per year (366 in leap years) for two residential facilities housing visiting families of VA patients. Staffing operates between 8:00 A.M. and 7:30 P.M. with no required quiet hours. The contractor must provide all cleaning equipment (vacuums, mops, brooms, dusters), bulk cleaning chemicals (bleach, vinegar, floor cleaner, Simple Green), paper products (toilet paper, paper towels, napkins, tissues), sponges, and hand sanitizers. The VA provides select supplies including dish soap, Mr. Clean products, Tilex, window cleaner, Clorox wipes, and toilet bowl cleaners. Laundry services occur twice weekly with occasional extra deliveries, processing approximately 17 rooms per week with 1–2 sets of bed linens and up to 6 each of towels, hand towels, and washcloths per room; pressing to "fine hotel" standards is contracted off-site. Staff must complete VA background screening and fingerprinting within the first week, with clearances typically processed in two weeks. Average occupancy is 50 percent yearly with approximately 70+ room turnovers monthly. The government will not disclose incumbent contractor information, provide extensions to the proposal deadline, or require employee immunizations.
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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 | |
| 36C24825Q1045 0001_1.docx | DOCX document | |
| RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement 1.xlsx | XLSX spreadsheet | |
| 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 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? | 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 | Is there a current incumbent contractor performing these services? | This information is not available. |
| If so, what is the current contract number, period of performance, and total contract value (base and options)? | This information is not available. | |
| Has the scope of work changed from the current contract? If so, please identify any material changes. | No | |
| 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% | |
| 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) | |
| 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. | |
| Is there any information available regarding seasonal fluctuations in occupancy or workload? | Snowbird season trends higher than deep summer, but fairly consistent. | |
| 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. | |
| Are weekend and holiday workloads consistent with weekday operations? | Yes - Checkouts and check-ins happen all seven days generally. | |
| 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. | |
| 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 | |
| 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 | |
| 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. |
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