S06 - 36C25226Q0187 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 6

0001 01-27-2026

Department of Veterans Affairs 36C252 115 South 84th Street, Suite 101

Milwaukee WI 53214-1476

Department of Veterans Affairs 36C252 Great Lakes Acquisition Center - HC 115 South 84th Street, Suite 101 Milwaukee WI 53214-1476

To all Offerors/Bidders

36C25226Q0187

X

X X

X 1

Reference solicitation 36C25226Q0187 for Janitorial Services at the John H. Bradley VA Clinic in Appleton, WI and amend to reflect the following: Provide vendor questions and answers submitted to the Contracting Officer and attach color-coded floor plan with square feet of tile and carpet flooring. Please see the following pages as well as amendment attachment.

All other terms and conditions of the solicitation remain the same. Solicitation close date remains 1/29/2026 at 2:00PM central time.

Dustin Biermann Contracting Officer

Appleton CBOC Janitorial Services Vendor Questions (36C25226Q0187)

Q: Who is the current incumbent and what is the contract amount?

A: The incumbent is Full Circle Cleaning and the contract value for the base year was $177,000.00 ($14,750.00 per month).

Q: Has there been any change in scope of work requirements since the last solicitation?

A: Major changes include enhanced security/training requirements in Section B as well as specific staffing issues (i.e. requirement that one housekeeper be present and info regarding historical need requirements).

Q: What is the square footage that requires stripping and waxing?

A: See attached color coded map

Q: What is the square footage of carpeted space?

A: See attached color coded map

Q: Who is responsible for buying the paper products?

A: Housekeeping contractor will purchase the following- large and small rolls of toilet paper.

Large rolls and Z-folds of paper towel. VA supplies tissue paper and feminine hygiene products.

Q: It states that a site supervisor shall be present while cleaning is conducted- is it the expectation that the supervisor is on site during the clinic hours of which it also states that at least one housekeeper on-site during clinic hours?

A: It is up to the vendor when the site supervisor hours will be each day. A site supervisor does not need to be here during clinic hours, but there MUST be a housekeeper onsite at all times during clinic hours. If the site supervisor is off, an alternate supervisor shall be designated and the COR notified.

Q: If a supervisor is required while cleaning is conducted- is it the expectation that there is a supervisor in the morning and one in the evening for the after-hours cleaning?

A: There only needs to be one site supervisor for the Appleton CBOC. Their hours are to be determined by the housekeeping contractor. An alternate should be established by the housekeeping contractor as well.

Q: First sentence says, work required shall be performed daily Monday-Saturday. The following sentence says Monday through Friday, please advise which is the correct days to perform the services? (pg 16 of solicitation)

A: Work shall be conducted Monday through Friday.

Q: Does a supervisor need to be on-site while one housekeeper is working during clinic hours?

A: See above

Q: Can you clarify the requirement to pay employees in accordance with SCLS?

A: See section c of the addendum to Instructions to Offerors. Employees shall be paid in compliance with the prevailing wage determination throughout the life of the contract.

Q: Reference page 23 of the solicitation (floor maintenance): Has the floor maintenance been performed or will it need to be completed immediately upon award?

A: Floor maintenance will need to be accomplished by the awardee within six months of contract award.

Q: What is the current number of cleaners providing services on site?

A: 5-6 housekeepers

Q: Under the current contract how long does cleaning currently take and is this satisfactory?

A: The hours and staffing of housekeepers are determined by the contractor so long as the terms of the SOW are met and there is at least one housekeeper present during clinic hours.

Housekeeping staff can be present between 6:30am – midnight. No further information is available regarding performance of current contractor.

Q: Can the VA provide historical consumables usage data (paper products, soap, trash bags, etc.) for the past 12 months?

A: Figures for historical usage are unavailable as the contractor is responsible for ordering them. There are approximately 100 employees at the clinic which services approximately 300 unique visitors per day.

Q: What is the average monthly consumption of toilet paper, paper towels, and hand soap?

A: See above

Q: What is the current par level inventory maintained on-site?

A: Also see above, as this is stocked by the contractor the figure is not available. Per the SOW the contractor shall keep supplies on hand to cover at least two weeks of operations to ensure that the clinic does not run out.

Q: How many people visit daily/monthly/annually?

A: Approximately 300 per day, 4,800 per month, 57,600 per year.

Q: What are your highest traffic areas?

A: Main entrance, hallways, and waiting areas.

Q: The SOW states "historically 5-6 housekeepers total" were required. Can the VA confirm 5-6 FTE housekeepers is the expected staffing level, or should we determine our own staffing based on performance requirements?

A: Staffing should be adequate to accomplish the objectives from the SOW as well as ensuring there is at least one housekeeper present during clinic hours. The current contractor has recently utilized 5-6 staff. The number of staff, whether they are full-time or part-time employees, is the determination of the contractor.

Q: Is there a minimum number of housekeepers required beyond "at least one housekeeper on-site during clinic hours"?

A: The purpose of this requirement is to ensure that at no time is the facility left without coverage to respond to emergent housekeeping needs. See the above answer for historical staffing levels.

Q: The SOW mentions storing biohazard waste and needle boxes in a "centralized biohazard waste container (located in refrigerator in warehouse)" - can you clarify the location and access to this warehouse/refrigerator?

A: Southeast end of the building back by the warehouse. Staff have full access to cooler.

Q: Who is responsible for final disposal/pickup of biohazard waste and needle boxes?

A: Final disposal is off site under another contract.

Q: Section 2.6 mentions removing dirty laundry bags and storing them in a "designated area" -where is this area, who is responsible for laundering and returning clean linens, and is laundry pickup/delivery part of the scope of this contract?

A: The dirty laundry is kept in the cooler back by the warehouse. It is picked up by Milwaukee VA every 3 weeks, and they bring clean laundry at that time. VA puts away clean laundry in a storage room.

Q: For annual strip/wax (25,000 sq ft estimated), can this be performed over multiple weekends, or must it be completed in one event?

A: Yes, weekend work can be authorized with a 3-day advanced notice to the VA police. There is no restriction on how many weekends can be worked in a month/year so long as it is authorized.

Q: What is the preferred schedule for quarterly buffing?

A: We prefer that all buffing be done after the clinic is closed. It is up to the contractor`s discretion as to order in which the areas are completed so long as the clinic is entirely done at least once per quarter.

Q: Can carpet extraction be scheduled in phases by area, or must entire facility be done at once?

A: May be completed in phases.

Q: Will the cleaning of light fixtures for debris/bugs be a scheduled service or only needed as requested?

A: Cleaning bugs out of light fixtures is done as needed.

Q: What is the typical timeline for PIV processing after contract award and can employees begin work while PIV cards are being processed, or must they obtain them first?

A: Once a contractor is fingerprinted, they generally can work in the building alongside another badged contractor. It generally takes 4-7 business days for a candidate to be adjudicated. After they have been adjudicated the contractor can work alone in the building.

Q: The SOW states "not to exceed 3 customer complaints per month" - what constitutes a "complaint" vs. normal operational feedback?

A: A complaint would be a repetitive or significant event received from VA staff, Veterans, or the COR. Examples include notification that an area has been repeatedly skipped by cleaning staff, inspections which reveal that an issue has been recently brought to the contractor’s attention but has not been corrected, repeated instances of supplies not being restocked.

Q: How frequently will formal DA 5105 inspections be conducted, who conducts them, and will the contractor receive advanced notice of the inspection?

A: The DA 5105 form will be used weekly to conduct quality inspections of clinic cleanliness and contractor performance.

Q: What is the procedure for emergency cleaning needs (spills, flooding, biohazard incidents) outside of normal cleaning hours?

A: There would be no emergency cleaning needs outside of normal cleaning hours such as spills or biohazard unless it was the result of the housekeepers’ actions. The VA would request assistance of contracted housekeeping during normal working hours in a flood event.

Q: Is there an on-call expectation for emergencies, if so, how are they compensated?

A: There is no expectation of the housekeeping staff beyond what is listed in the SOW. Any on-call emergency cleaning would be obligated through a different agreement.

Q: Who is responsible for stocking hand soap?

A: Contractor shall supply hand soap

Q: Will any equipment be provided by the VA?

A: All equipment provided by contractor

Q: Why was the incumbent contractor not awarded Option Year 1?

A: It has been determined that the renewal of the contract was not in the Government’s best interest.

Q: We understand that typical daily tasks must be completed mon-fri by Midnight. Will we have access to the clinic on weekends to perform floor maintenance projects. Tasks like strip and wax when we have to move furniture would be more efficient to conduct over a long weekend.

A: The facility requests at least three days advanced notice for work hours past midnight and on weekends. No additional notice is needed if multiple weekends are scheduled at the same time.

*NOTE*: Although the Statement of Work requires that at least one housekeeper be on site during clinic hours, more will be required to satisfy performance metrics. The purpose of this requirement is to ensure that at no time is the clinic left without a housekeeper during normal hours, as they will be required to respond to housekeeping issues that arise such as clearing clogged toilets, address spills, etc.