36C25026Q0740 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office (NCO 10) 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Josh Kovar Joshua.Kovar@VA.gov

All questions shall be emailed to POC above

PLACE OF PERFORMANCE

Dayton VA Medical Center

EMS Department

4100 West Third St

Dayton OH

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this solicitation amendment is to perform the following actions:

1. Provide answers to questions asked by industry.

2. Provide an updated Performance Work Statement (PWS).

3. Provide a PWS Change Log identifying modifications from the prior version.

4. Update FAR 52.217‑9, Option to Extend the Term of the Contract.

5. Provide a short extension of five (5) business days to the solicitation closing date.

Please see the Questions and Answers section.

Please see the Updated Performance Work Statement and PWS Change Log.

Please see the updated FAR 52.217‑9 below.

The solicitation closing date is hereby extended.

All responses, including Past Performance Questionnaires (PPQs), shall be received no later than 1:30 PM EST on August 14, 2026.

All responses shall be emailed to Joshua.Kovar@VA.gov.

The Question-and-Answer period remains closed. No additional questions will be accepted.

QUESTION AND ANSWERS

1. Cleanable Square Footage Please confirm whether the approximately 622,742 square feet listed in the solicitation represents the full area the contractor is responsible for servicing under the stated frequencies, or whether any portion is listed for inventory/floor-type reference only.

a. The above SQ Foot total is correct.

1. Routine Cleaning vs. Periodic/Project Work Please confirm whether all buildings and areas listed in Appendix A require routine janitorial service, or whether certain areas are included only for periodic floor care, project work, or as-needed support.

a. All locations identified in Appendix A will be routinely cleaned and include periodic and project work when necessary.

1. Government-Furnished vs. Contractor-Furnished Items Please clarify whether the Government will furnish only consumable supplies, or whether the Government will also furnish major janitorial equipment such as vacuums, carts, floor machines, burnishers, scrubbers, extractors, and related tools.

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Consumables and Chemicals Please confirm whether the Government will provide paper products, soap, trash liners, disinfectants, cleaning chemicals, and other daily-use consumables, or whether any of these items must be included in the contractor’s price.

a. Please see list on next page for all items supplied by the Government Under Section 6.0 of the updated Performance Work Statement, the Government furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor does not furnish any consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted under this requirement.

1. Floor Care Assumptions Please clarify the expected pricing assumption for hard-surface floor care and carpet care. Should offerors price these services based on the full listed floor-type square footage and stated frequencies, or only for selected/high-traffic areas as directed by the COR?

a. Yes please price based on full listed type/footage and frequencies.

1. Work Window / Staffing Coverage The solicitation identifies a work window from approximately 9:00 AM to 11:00 PM. Please confirm whether continuous staffing coverage is expected throughout that entire window, or whether offerors may propose staffing schedules within that window that meet the PWS requirements.

a. The expectation was that 0900 AM – 1100 PM would be needed in order to complete the daily tasks. Alternative schedules may be accepted upon COR approval. There are items that need to be performed that cannot be performed during business hours… i.e., clinical areas, etc.

1. Terminal Cleaning / Medical Waste Support Please clarify whether terminal cleaning, infectious medical waste handling, and sharps-related support should be priced as routine recurring responsibilities or as occasional/as-needed support directed by the COR.

a. This will vary by area however all pricing should include routine recurring responsibilities including medical waste and terminal cleaning.

1. Scope Changes During Performance If the Government adds or removes buildings, areas, or service quantities during the contract period, will those changes be handled through a written contract modification with an equitable price adjustment?

a. Any changes will be provided by contract modification.

1. Do we understand correctly that use of the Past Performance Questionnaire is optional?

a. You may use either PPQ’s or provide 3 client references. As long as all of the requested information is included in your submission.

1. What are the hours of service?

a. The hours of service are in the PWS

1. Who is the incumbent?

a. The incumbent is TRFC Enterprises LLC

1. Is it still possible to do a visit or get some information on the sites to give an accurate quote. IS there in historical data we can have to give an accurate quote?

a. I apologize but there is insufficient time to perform another site visit for this requirement. All of the information is present in the solicitation documentation. If you have any additional questions, please submit them to me in writing by the Q&A deadline indicated in the solicitation.

1. What is the annual value of the current contract?

a. The current contract was originally solicited and awarded as a six‑month emergency requirement due to staffing shortages at the VA Medical Center. It is now operating under an extension in accordance with RFO 52.217‑8. The awarded value of the emergency contract was $387,004.62; however, the scope of work under this solicitation differs from the scope of the original six‑month emergency contract.

1. PWS states that government shall provide the supplies necessary to perform all services required. It lists disinfectant solution and “any other supplies needed to accomplish daily tasks” - does this mean we don’t need to purchase our own cleaning solutions, etc? Is the contractor only expected to supply equipment?

a. Under Section 6.0 of the updated Performance Work Statement, the Government furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor does not furnish any consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted under this requirement.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Can the government please provide a comprehensive list of all government furnished supplies and equipment currently provided on this contract?

a. Under Section 6.0 of the updated Performance Work Statement, the Government furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor does not furnish any consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted under this requirement. Most of the items below are manufactured by Diversey.

1. Section 6.0 states that the Government will provide cleaning supplies such as detergents, disinfectants, paper products, hand soap, sanitizer, vacuum cleaners, mop heads, trash containers, and related consumables. However, Section 6.1 states that the contractor shall furnish all supplies necessary to perform the work.

Question 16A: Can the Government please clarify which supplies, consumables, chemicals, equipment, and paper products are Government-Furnished and which are Contractor-Furnished for pricing purposes?

a. Under Section 6.0 of the updated Performance Work Statement, the Government furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor does not furnish any consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted under this requirement.

Question 16B: Can the Government please confirm whether the following are Government-Furnished or Contractor-Furnished:

· Autoscrubbers

· Burnishers

· Carpet extractors

· Floor machines

· Wet vacuums

· Microfiber systems

· Housekeeping carts

a. Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Section 3.3.1, Periodic Hard Floor Maintenance, states that hard floors shall be stripped and re-waxed quarterly "if required," while Section 5.5 identifies semiannual hard-surface floor care.

Question: Can the Government please clarify the required frequency for stripping and refinishing hard floors?

a. This shall be quarterly if needed. Stripping may not need to be performed if the COR determines the floors to be in good shape. However, scrubbing, burnishing, and top coating may need to be completed at that time.

1. Section 3.3.2 indicates carpet restorative cleaning shall be performed semiannually "if required."

Question: Is semiannual carpet extraction required for all carpeted areas, or only designated areas identified by the COR?

a. All carpeted areas shall be extracted semiannually or earlier as per the COR.

1. Section 3.1.5 requires contractor personnel to collect Red Bag waste and sealed sharps containers.

Question: Will the Government provide all required biohazard containers, transportation carts, PPE, and disposal containers, or is any portion of this equipment the contractor's responsibility?

a. Under Section 6.0 of the updated Performance Work Statement, the Government furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor does not furnish any consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted under this requirement. No cart is needed as they will pick these up and place full containers in the soiled utility room located in that area as required.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished.

1. Section 1.5.1, the PWS states project work may occur on weekends with COR approval.

Question: Which recurring tasks are anticipated to be performed during weekends (e.g., stripping/waxing, carpet extraction, etc.)?

a. It is up to the contractor to plan recurring tasks such as stripping/waxing, floor care, carpet extraction, and similar project‑type work. These tasks may be performed on weekends with COR approval, particularly when needed to avoid disruption to patients or VA employees. Planning work in smaller incremental blocks is preferred to minimize operational impact

1. Section 1.1, Scope (Note), states only that the Government reserves the right to add or remove Medical Centers, CBOCs, or other facilities and to increase or decrease service quantities as mission requirements change, with the total contract value potentially increasing by up to 20% Question: Are any renovations, construction projects, building additions, or temporary swing-space relocations anticipated during the base period or option years that may affect custodial services?

a. There are no items currently present that are not in Appendix A. If any items need to be added to the contract they shall be added via a bilateral contract modification.

1. Section 4.8, requires compliance with Joint Commission (JC) standards and references the current Joint Commission Manual as an applicable standard, but it does not mention any scheduled accreditation surveys or inspections during the base year.

Question: Does the Government anticipate any Joint Commission, CMS, or other accreditation surveys during the base period that may require enhanced environmental services support or increased inspection readiness?

a. We are unaware of any surveys or activities that would impact the performance of this contract at the present time.

1. Past Performance states the Contracting Officer "will evaluate CPARS past performance that only features PSC: S201 engagements within the last 4 years."

Question: Will the Government consider janitorial/custodial work of comparable size and scope performed within the last four years under a contract whose CPARS record is coded to a Product Service Code other than S201 (for example, a facilities-support or operations-and-maintenance contract that included substantial janitorial services), or is the evaluation limited strictly to CPARS records coded PSC S201?

a. Per the solicitation’s past performance criteria, only CPARS records coded under PSC S201 and dated within the past four (4) years will be evaluated as CPARS past performance for this requirement.

Offerors may also submit either PPQs or client references for similarly sized and relevant janitorial/custodial work performed within the past four (4) years. These PPQs or client references must contain all information required in the Quote Preparation Instructions. PPQs must be signed and dated by the rating official within the past twelve (12) months.

Past performance will be assessed based on:

• CPARS ratings (PSC S201 only, last 4 years),

• Information obtained from PPQs or client references, and

• Discussions with named points of contact listed in those PPQs or client references.

Past performance will be rated as Meets, Does Not Meet, or Neutral (Neutral applies when a vendor has no past performance of similar size or scope)

1. Please confirm whether the completed PPQs/client references, the signed VAAR 852.219-75 certification, and the Appendix D Limitations on Subcontracting worksheet should be included within the Administrative file or submitted as separate files, and confirm the required file-naming convention for each volume?

a. The Quote Preparation Instructions identify which documents belong in the Administrative, Technical, Past Performance, and Price volumes. For example, if PPQs are listed under Past Performance, they must be submitted in the Past Performance volume.

All quoters shall submit the following as separate documents:

• One PDF or Word‑compatible file each for Administrative and Technical volumes.

• One Completed Price‑Cost Schedule PDF for the Price volume.

• For Past Performance, offerors may either submit: – One combined PDF containing up to three PPQs, or

– Three individual PPQ files.

Client references (if used instead of PPQs) also belong in the Past Performance volume.

File‑Naming Convention:

Use the format:

Vendor Firm Name – “Administrative” – 26Q0740 Replace “Administrative” with Technical, Price, or Past Performance as appropriate.

If the vendor’s name exceeds 15 characters, shorten it using industry best practices so the name remains clear and consistent across all submission documents.

Email Submission Instructions:

• Subject line must read: “Vendor Firm Name | Quote Response | 26Q0740 | 1 of X”

• Maximum incoming email size is 30 MB including attachments.

• If the submission exceeds 30 MB, offerors must split the quote into multiple emails.

• When sending multiple emails, each must indicate its sequence (“1 of X”, “2 of X”, etc.).

• The VA is not responsible for late quotes due to undelivered emails exceeding 30 MB or delays caused by security scanning.

1. Please confirm whether the incoming contractor has any obligation to hire or offer a right of first refusal to current personnel (e.g., under Executive Order 14055)?

a. E.O. 14055 is not in the current solicitation therefore right of first refusal is not applicable to this requirement.

26. Please confirm the applicable Service Contract Act Wage Determination number and revision that offerors should use for pricing and confirm it is incorporated into the solicitation. #2015-4731 (Page 48).

a. The Wage Determination, as listed in the solicitation, is correct.

1. Please confirm whether offerors should price only the areas identified as Contracted Cleaning or whether Shared Cleaning areas must also be included. For each Shared Cleaning area, please identify the tasks and frequencies assigned to the contractor versus VA personnel.

a. Offerors shall assume that PWS‑listed cleaning frequencies apply 100% to all areas, including those identified in the blueprints as “Shared Cleaning.” The contractor is responsible for performing all required cleaning tasks in shared areas at the full frequency and service levels prescribed in the PWS.

VA staff may perform cleaning activity in shared spaces as part of VA operational routines; however, this does not reduce or alter the contractor’s required workload, pricing assumptions, or staffing approach. Offerors must propose staffing sufficient to cover all tasks required by the PWS, regardless of any VA activity.

The blueprints were informational in nature and serve only to indicate go/no‑go lines for cleaning responsibility—that is, boundaries identifying which spaces the contractor must clean. These blueprint markings do not change frequency requirements or limit contractor responsibility. All square footage in Appendix A, including areas marked “Shared,” is already included in the cleanable total.

1. Please provide a definitive list of the supplies, consumables, chemicals, equipment, carts, vacuums, mop systems, warning signs, liners, and related materials that will be furnished by the Government and those that must be furnished and included in the contractor’s price.

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted. A list of Government provided supplies has been provided in the answer to question 15.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Please also identify any required minimum staffing levels, minimum shift coverage, on-site supervisory hours, weekend requirements, or building-specific staffing expectations that must be incorporated into the technical and price quotations.

a. The solicitation does not prescribe minimum staffing levels, fixed shift coverage totals, mandatory supervisory hours, or building‑specific staffing requirements. Offerors are responsible for proposing a staffing approach sufficient to meet all Performance Work Statement (PWS) requirements.

1. Please confirm:

Whether client-reference information may be submitted directly by the offeror with the quotation without a separate PPQ from the reference.

a. Yes. Client‑reference information may be submitted directly by the offeror as part of its quotation. A separate Past Performance Questionnaire (PPQ) from the client/reference is not required when the offeror elects to submit client references instead of PPQs. Offerors may choose either approach, as stated in the solicitation.

If the offeror chooses to submit PPQs, the PPQ must be signed and dated by the rating official within the past twelve (12) months. If the rating official does not provide the PPQ directly to the Government, the offeror may submit the completed PPQ themselves, provided it is fully completed and signed by the rating official, consistent with the Quote Preparation Instructions and past‑performance requirements.

1. Whether relevant medical, institutional, commercial, or federal janitorial experience under comparable NAICS or PSC codes will receive full consideration.

a. Past performance will be evaluated in accordance with the criteria stated in the solicitation. CPARS records will only be considered when they reflect PSC S201 engagements performed within the past four (4) years.

Offerors may additionally submit PPQs or client references for similarly sized and relevant janitorial/custodial work performed within the past four (4) years. Such PPQs or references must be properly documented per the solicitation, including:

• For PPQs: Work performed within the past 4 years; PPQs signed and dated by the rating official within the past 12 months; previously completed PPQs may be used if they meet these criteria.

• For client references: Work performed within the past 4 years and including all required items—organization name, dates of service, description/narrative of services, POC information, approximate dollar value, and Federal contract number if applicable.

Experience from medical, institutional, commercial, or federal environments may be included through PPQs or client references if the work is similar in size and scope and will be considered when determining whether past performance “Meets, Does Not Meet, or is Neutral,” consistent with the evaluation criteria.

1. Whether the PPQ deadline will be extended if the quotation deadline is extended.

The PPQ currently directs references to submit completed questionnaires directly to Joshua.Kovar@VA.gov by August 7, 2026, at 1:30 PM Eastern.

a. Yes, the deadline has been changed to 1:30 PM Eastern on 8/14/2026. All responses - including administrative volume, technical volume, past performance (including PPQs) and price - shall be received no later than the deadline stated above. All responses shall be emailed to Joshua.kovar@VA.gov.

1. Please explain how future changes in buildings, square footage, or service quantities will be priced under the monthly firm-fixed-price CLIN structure. Please also confirm whether offerors should provide square-foot, labor-hour, or other unit rates for potential adjustments.

a. If buildings or square footage are added or removed during performance, the Government will calculate the equitable adjustment by dividing the awarded monthly Firm Fixed Price by the total cleanable square footage in Appendix A. This resulting per‑square‑foot rate will be used to increase or decrease the monthly price through bilateral contract modification.

1. We request that the deadline be extended by 1 week to include the PPQ deadline and any quotation deliverables.

a. Yes, the deadline has been changed to 1:30 PM Eastern on 8/14/2026. All responses - including administrative volume, technical volume, past performance (including PPQs) and price - shall be received no later than the deadline stated above. All responses shall be emailed to Joshua.kovar@VA.gov.

1. Reference 1.5. Work Hours (9am-11pm; Monday - Friday)

33. What tasks are the government requiring the contractor to perform in the day versus the evening shift?

a. The solicitation does not specify separate or distinct cleaning tasks for the day shift versus the evening shift. The Government requires the contractor to perform all tasks identified in the Performance Work Statement (PWS) within the established work window of 9:00 AM to 11:00 PM Monday through Friday. Contractors may schedule tasks across these hours at their discretion, provided:

· All PWS‑required cleaning tasks are completed.

· Work in clinical or patient‑care areas is performed outside normal business hours when necessary to avoid disruption.

· Any deviation from proposed schedules receives COR approval.

This structure allows the contractor to design the most efficient staffing and workflow plan while ensuring full compliance with task frequency and service requirements.

1. Reference 5.0 Custodial Task Frequency Schedule and 5.6 Cleaning Frequency Chart

34. Pricing for tasks designated as daily, weekly, bi-monthly, monthly, quarterly "and/or" as needed cannot be accurately measured due to the absence of fixed frequency and workload data. Without consistent task intervals or quantifiable usage patterns, cost estimation becomes variable and unreliable. Is it the government's intent to have dedicated service in these areas? If yes, please clarify what areas require this service? If not, please provide quantifiable usage patterns on tasks with dual frequencies?

a. The Government does not require dedicated or continuous staffing for tasks with dual or variable frequencies. Contractors must price and perform all tasks according to the frequencies in PWS Sections 5.0 and 5.6 and the square footage in Appendix A. The Government will not provide additional usage‑pattern data because the PWS already defines the minimum required service levels. “And/or as needed” applies only to irregular events—such as spills, infection‑control needs, or high‑traffic situations—and should be priced as occasional performance within normal janitorial operations, not as continuous dedicated service.

34. There are ambiguities between the listing of cleaning tasks and frequencies at Section 5.0 and the Cleaning Frequency Chart Table at 5.6 . Please clarify what tasks and frequencies are to be priced?

a. Both sections are intended to be used together, and Section 5.6 simply summarizes or reinforces the frequencies already defined in Section 5.0.

34. Section 5.0 Please provide a description of the cleaning tasks required on a quarterly basis in the VCS and N&FS areas and include the specific square footage per area.

a. Quarterly cleaning at Veterans Canteen Service and Nutrition & Food Service includes complete cleaning Daily, weekly, bi-monthly and as needed. This cleaning is meant to be a Deep Clean.

1. Reference 6.0 Government Furnished Equipment

35. Are Bio-hazardous waste carts going to be contractor or government furnished?

a. Bio‑hazardous waste carts are not required to be furnished by the contractor. As previously stated, the areas covered under this requirement have soiled utility rooms where bio‑hazardous waste containers are placed for collection. Contractor staff will deposit red‑bag waste and sealed sharps containers into these Government‑provided containers located in each soiled utility area, rather than transporting waste to a main bio‑hazard repository. Therefore, no bio‑hazardous waste cart is needed.

1. Reference E.2. Quote Preparation Instructions and 3. Price Evaluation Requirement

36. Please clarify which pricing requirement you need - E2. Pricing Items - It states, provide your pricing in the price/cost schedule. Pricing shall not be submitted anywhere else in your response.

Price Evaluation Requirement- Provide a detailed price proposal outlining cost associated with the provision of the services described.

a. The “detailed price proposal” referenced in the evaluation criteria refers to the pricing entered in the required Price‑Cost Schedule. As stated in the Quote Preparation Instructions, all pricing must be provided only in the Price‑Cost Schedule and must not be included elsewhere in the response. No separate pricing narrative or additional price document is required or permitted.

1. Who is the Incumbent?

a. Please see question 11

1. What is the annual value of this Contract?

a. Please see question 13

1. Can we roll over the Present Employees to our Company?

a. Yes, there is an incumbent contractor, but any employee‑level data (names, seniority, anniversary dates) required under FAR 52.222‑41(n) must be obtained directly from the incumbent, not the VA. The Government does not provide this information

1. Does the Janitorial Company have parking privileges?

a. No parking privileges shall be given, all janitorial staff must follow parking rules just like a Dayton VA Medical employee would.

1. Will there be an office space for the Project Manager/Break room for Employees?

a. No office space for Project Manager, Employees can use breakrooms in the areas where they are assigned.

1. How many total staff personnel are in the Facility?

a. The DAY VAMC has an estimated 2000+ staff personnel.

1. Who is responsible for paper products and Chemical/Hand Soap Sanitize?

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

1. Does the facility have a supply storage area?

a. Vendors will be provided some HACS (Housekeeping Aid Closets) in the areas they are assigned to.

1. The solicitation synopsis states that the Dayton VA Medical Center is requesting janitorial services to supplement current staffing. Performance Work Statement Section 1.1, however, provides that the contractor shall furnish all management, labor, and equipment necessary to ensure custodial services are performed for the buildings listed in Appendix A, totaling 622,742 cleanable square feet. Please clarify whether the contractor is responsible for the complete custodial workload of those buildings, or for a defined supplemental portion performed alongside Government housekeeping staff. If the requirement is supplemental, please identify the specific areas, task frequencies, or staffing level the Government expects the contractor to provide.

a. The contractor performs complete custodial services for all Appendix A buildings. No supplemental breakdown exists

1. Performance Work Statement Section 1.5.2 identifies eleven Federal holidays. Wage Determination 2015-4731, Revision 29, requires a minimum of twelve paid holidays, including Good Friday. Please confirm that the twelve holidays specified in the wage determination govern for employee compensation purposes.

a. Yes. For wage and fringe‑benefit compliance, the 12 holidays in WD 2015‑4731 govern.

1. Please confirm whether custodial services are required on Federal holidays. If services are required, please identify the buildings and frequencies involved so that holiday premium compensation can be priced accurately.

a. Cleaning may occur on federal holidays despite the clinic and outbuildings being closed for the holiday. If the area is closed no cleaning is needed, however projects can occur on holidays if needed.

1. FAR 52.222-62, Paid Sick Leave Under Executive Order 13706, appears in the list of clauses incorporated by reference. Please confirm that this contract is covered by Executive Order 13706 and that the Health and Welfare rate of $5.09 per hour published in Wage Determination 2015-4731, Revision 29 for EO 13706-covered contracts is the applicable rate, rather than the standard rate of $5.55 per hour.

a. Yes, FAR 52.222-62 is included, EO 13706 applies, the applicable H&W rate is $5.09.

1. Wage Determination 2015-4731 does not contain a classification corresponding to a janitorial supervisor. If the Government expects on-site working supervisors who also perform custodial tasks, please confirm that a conformance request submitted on Standard Form 1444 pursuant to 29 CFR 4.6(b) (2) is the expected mechanism, and advise whether the Government has a preferred Federal grade equivalency for that classification.

a. Equivalent Rates

1. Housekeeper – WG2

2. Housekeeper Supervisor – WS2

1. Section C.5 of the solicitation reproduces FAR 52.217-9 with paragraph (c) stating that the total duration of the contract, including the exercise of any options, shall not exceed one year. This appears inconsistent with the Base Period plus four Option Year structure set out in Performance Work Statement Section 1.3.1 and in the Price/Cost Schedule. Please clarify or correct this provision by amendment.

a. This is a clerical inconsistency. FAR 52.217‑9 is hereby updated to reflect a 5‑year total duration. Please see updated clause below.

1. Performance Work Statement Section 6.0 states that the Government shall provide the supplies necessary to perform all services required, while Section 6.1 states that the contractor shall be furnished all the supplies necessary to perform all services required. Please confirm the intended division of responsibility, specifically that the Government furnishes consumable supplies including paper products, hand soap, hand sanitizer, detergent, disinfectant solution, and sharps container inserts, and that the contractor furnishes all cleaning equipment.

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Please advise the anticipated lead time for completion of background investigations and issuance of PIV badges following contract award, so that the staffing ramp-up schedule can be stated accurately against a period of performance beginning October 1, 2026.

a. Lead time is normally 2–4 weeks, but no specific timeframe is stated in the solicitation.

1. Appendix A provides cleanable square footage by building and by floor type. Please advise whether restroom fixture counts are available for the buildings covered, as fixture density materially affects restroom cleaning labor independent of square footage

a. Fixture counts are not available.

1. Regarding the check-in requirement described in the Quality Assurance Surveillance Plan, please confirm whether the Government furnishes the tracking application and QR code placards at building entry points, or whether the contractor is responsible for providing a tracking system.

a. There are no formal check-in procedures for this requirement. The Supervisor may need to check in with the COR as directed prior to service.

1. Please confirm whether an incumbent contractor currently performs any portion of this requirement. If so, please provide the incumbent's name and the list of employee names, anniversary dates of employment, and length of service required under FAR 52.222-41(n), which is necessary to price vacation accrual for any employees whose service carries over.

a. There is an incumbent contractor which was identified earlier in this QA session. Any employee level data must be obtained from the incumbent, not the VA.

1. Please advise the anticipated award date, so that staffing and equipment mobilization can be scheduled against the October 1, 2026 period of performance start date.

a. The Government has not committed to a specific award date. However, the Government understands the need for sufficient time to complete hiring, training, staffing, background investigations, and credentialing prior to the start of services. Award will be made as timely as practicable to support contractors in meeting the October 1, 2026 period of performance start date

1. Section D.2 (Wage Determinations) is blank — no WD number, revision, or date is printed. Please confirm the specific SCA Wage Determination number, revision, and effective date that applies (Montgomery County, OH / Dayton), or confirm that offerors are to apply the current SAM.gov WD for Montgomery County as of the solicitation date. The WD governs minimum labor rates and Health & Welfare and is required to price compliantly.

a. Please see answer for question 26.

1. Is a Collective Bargaining Agreement (CBA) from the incumbent contractor in effect that would apply to this successor requirement? If so, please provide it, as it would govern minimum wages and fringe in place of the area WD.

a. None is known. All pricing must be based on the area wide SCA WD as provided in section D.2.

1. Who is the current incumbent, and what is the total value of the base and all option periods of the current contract? Please also identify the current contract number and the current contractor staffing level (FTEs by labor category and shift).

a. There is an incumbent contractor which was identified earlier in this QA session. Any employee level data must be obtained from the incumbent, not the VA.

1. Can the Government provide the current or estimated staffing level (FTE count by shift and labor category) and/or the productive labor hours it considers necessary to meet the PWS at the required frequencies? The PWS references supplementing a staffing shortage but provides no baseline headcount or workload figures.

a. Offerors must independently determine the staffing mix, FTE count, and labor hours needed to cover the Total area identified, frequencies, buildings located in Appendix A and at the required shifts. WE intentionally require vendors to propose a performance-based plan rather than providing baseline figures.

1. Is the square footage included in this RFQ the same as the existing contract? If not, could the Government please provide the differences in square footage?

a. The current contract is 338,200 SQ ft comprising of 13 buildings.

1. The working hours for this contract are stated as Monday through Friday, second shift, 9:00 a.m. to 11:00 p.m. Please confirm these are the correct shift hours.

a. Yes. As stated in PWS Section 1.5.1, the required work hours for this contract are Monday through Friday, across two shifts, covering 9:00 a.m. through 11:00 p.m.. These hours represent the performance window within which the contractor must schedule staffing sufficient to meet all PWS cleaning frequencies and service requirements.

1. Are patient rooms included in this contract, and if so, is terminal cleaning expected upon discharge of those patient rooms?

a. No patient rooms are cleaned at all by this requirement. Exam rooms may be cleaned but not while patients are still present.

1. If cleaning after discharge is included, what is the number of discharges the contractor can expect daily? (Needed to size daily terminal-cleaning labor.)

a. No patient rooms are cleaned at all by this requirement.

1. Please define “N&FS areas” and “VCS areas” referenced under Quarterly Cleaning. These acronyms are not in the Definitions/Acronyms sections and are needed to scope quarterly labor.

a. VCS – Veterans Canteen Service

b. N&FS – Nutrition and Food Service

1. Section 3.3.1 states hard-surface floors are stripped and re-waxed “quarterly if required,” while Section 5.5 lists hard-surface floor stripping/waxing under Semi-Annual, and the Cleaning Frequency Chart (5.6) shows separate frequencies. Please clarify the required frequency for stripping and waxing, and whether all square footage is to be stripped and waxed.

a. Please see response to question # 17

1. What is the historical quarterly square footage that is stripped and waxed? Because this is a firm-fixed-price contract, offerors need the exact square footage and how often the work is performed to price accurately.

a. The Historical estimates for stripping and waxing are based on the Hard finish SQFT (VCT) in appendix A.

1. Appendix A shows a total of 195,643 sq ft of hard-finish surfaces. Please confirm this is the total square footage to be stripped and waxed and confirm the square footage and scope of the weekly buffing requirement.

a. Any tile floors indicated in appendix a must be buffed weekly.

1. What is the historical semi-annual square footage for the carpet (restorative/deep) cleaning requirement?

a. Indicated in Carpet/Sq FT in Appendix A

1. Are the cleanable-square-footage figures in Appendix A the authoritative basis for pricing, and is all listed square footage in scope for daily service, or are some areas serviced only on a periodic (weekly/monthly) basis?

a. Yes, Appendix A is the authoritative basis for pricing and defines the full cleanable square‑footage footprint. No, not all square footage receives daily service. The PWS establishes a structured mix of daily, weekly, monthly, quarterly, semi‑annual, and as‑needed tasks. Vendors must base their staffing and pricing on these defined frequencies rather than assuming daily coverage of all areas.

1. Is the Government providing all restroom supplies, to include toilet paper, paper towels, and hand soap?

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

1. Will the Government provide the wax (floor finish) and stripper for the stripping-and-waxing requirement?

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

1. Will the Government provide the mop handles for the mop heads? Also, are the mop heads microfiber, and what is the size of the microfiber heads?

a. Under Section 6.0 of the updated Performance Work Statement, the VA furnishes all consumable supplies required to perform the work. This includes paper products, hand soap, hand sanitizer, detergents, disinfectants, chemical solutions, trash liners, red‑bag waste bags, sharps container inserts, and disposable mop heads. The contractor provides no consumables and does not submit SDS/MSDS sheets because no contractor‑provided chemicals are permitted.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Please confirm the Government will NOT provide microfiber rags, and that these are contractor-furnished.

a. If Microfiber rags are needed they will be contractor supplied. The DAY VAMC supplies wipes which it utilizes instead of microfiber rags.

Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished.

1. Will the Government provide any equipment (e.g., auto-scrubbers) for stripping and waxing and periodic floor maintenance, or is all such equipment contractor-furnished?

a. Under Section 6.1 of the updated Performance Work Statement, the contractor must furnish all janitorial equipment required to perform the work. This includes autoscrubbers, burnishers, carpet extractors, floor machines, vacuums, wet vacuums, housekeeping carts, trash bins/containers, mop handles, mop systems, and all related non‑consumable tools.

The only exception is that the VA furnishes facility safety signage (e.g., wet‑floor caution signs). No other equipment is Government‑furnished

1. Will the Government provide janitorial closets throughout the facility for the contractor’s storage of equipment and supplies, at no cost to the contractor?

a. HACs will be provided to the contractor for storage of basic equipment depending on size of applicable HAC assigned by the COR after award and reviewing the vendor’s proposed equipment list (Deliverable).

1. What is the total number of restrooms, and the total square footage of restrooms, to be cleaned under this RFQ? (Fixture counts drive daily labor more directly than raw square footage.)

a. Restroom sq footage is included in the totals indicated in Appendix A.

1. The Price Schedule contains a single all-inclusive monthly CLIN per period (0001/1001/2001/3001/4001) with no separate line item for periodic/project work.