Post Site Visit Questions and Answers 1.docx

Site Visit Questions and Answers

1) Staffing Requirements: What is the minimum required staffing level for this contract? Can the Government provide the current staffing levels being utilized under the existing or incumbent contract?

a) The government will not dictate this. The performance work statement required that the contractor provides a staffing plan to meet the requirement.

PWS Section 8.0 Contract Staff Supervision Requirements.

2) Supervisory Coverage: What is the minimum number of supervisors required per shift, and are supervisors required to be on-site at all times?

a) The government will not dictate this. The performance work statement required that the contractor provides a staffing plan to meet the requirement.

PWS Section 8.0 Contract Staff Supervision Requirements.

3) Government-Furnished or Estimated Supplies: Can the Government provide an estimated monthly quantity or usage level for janitorial supplies to support accurate pricing?

a) The Government is providing all janitorial supplies and equipment.

See PWS Section 13.0.

4) Window Cleaning Services: Is window cleaning included in the performance work statement? If included, does this apply to interior, exterior, or both? Should window cleaning be priced separately or included within the base janitorial pricing?

a) Window cleaning is strictly interior up to 12 feet and should be part of the base janitorial pricing.

See PWS Section 18.1(e).

5) Floor and Carpet Maintenance: Are annual or semi-annual services such as stripping, waxing, floor care, and carpet cleaning required? If so, please confirm the frequency and whether these services should be separately priced or included in the base contract pricing?

a) Waxing and stripping are not part of this contract. Light burnishing of the terrazzo flooring is required – this is ongoing on an as needed basis and should be included in the base contract pricing.

b) Spot carpet cleaning is on an ongoing basis and must be included in the base contract pricing. Annual or semi-annual carpet cleaning is not required. All equipment is provided.

See PWS Section 6.19.

6) Please confirm that FAR 15.305 (a)(2)(iii) is included in the evaluation criteria?

a) This requirement falls under Revolutionary FAR Overhaul RFO Part 12 and is not a FAR 15 purchase.

7) Can you confirm the total square footage and list of buildings/areas included under this contract, including any leased or offsite facilities?

a) There is 627,000 sq. ft. of cleanable square footage.

See PWS Section 1.0

8) What is the current staffing level under the incumbent contract, and are there specific staffing or shift expectations that vendors should anticipate?

a) There are 2 shifts – day shift & swing shift. Staffing is not mandated by the VA as this is a Performance Based contract. That said, there are requirements for coverage at the Veterans Canteen as well as the Fisher House which may require at least one staff person on hand. Meeting of the requirement must be part of the staffing plan provided with the quote as outlined in RFO 52.212-1 Instructions to Offeror.

See PWS Section 1.0

9) Are any facilities scheduled for renovation, closure, or expansion during the base or option periods?

a) No.

10) Can you clarify which major equipment and consumables will be provided by the VA versus contractor-furnished?

a) There are no contractor provided consumables or equipment – all are provided by the VA. This has been answered.

11) Are there any anticipated changes to service levels, frequencies, or performance standards during the contract term?

a) No.

12) Will security clearances, background checks, or PIV credentials be required for all assigned personnel?

a) Yes.

13) Can you confirm whether award will be made on a lowest price technically acceptable basis or a best value tradeoff?

a) The Government will evaluate for the offer that is most advantageous and on a comparative analysis basis. Refer to RFO 52.212-2 Evaluation in solicitation.

14) Are there any known transition requirements or expectations for onboarding and startup services?

a) None other than Background Checks and credentialing of contractor employees.

15) In accord with PWS Section 8.1 page 18 the awarded contractor is required to assign an International Executive Housekeeper Association (IHAE) Certified Executive Housekeeper (CEH) who shall be submitted to the COR for approval prior to start of the works. Please confirm the certificate holder information need not be submitted until after notice of award and prior to commence of works as interpreted from section 8.1, a & b.

a) All certificates that are being used to ensure the prime contractor is qualified shall be submitted with quote. See RFO 52.212-1 Instructions to offerors dated 2.12.

16) Based on the observations during the site visit, the solicitation states that an award will be made using comparative analysis to determine the quote most advantageous to the Government. How will the Government evaluate and differentiate offerors demonstrating specialized medical facility environmental services capability as part of this best-value determination?

a) The government will evaluate in accordance with the solicitation and RFO 12.203. specialized medical facility was not required.

17) Are radio communications provided to our staff or will this need to be factored into our cost?

a) Communication will need to be provided by the contractor (there is no cell phone coverage throughout the facility).

18) Are there day porter needed 7 days a week for all facilities?

a) This is a Performance Based Contract, staffing is not mandated, however, there are two areas that require increased coverage – The Veteran Canteen (see PWS 7.6 and the Fisher House (see PWS 7.26 and Fisher House Checklist attachment).

19) Is day portering needed for the Fisher House and Valor Point Domiciliary?

a) This is a Performance Based Contract, so staffing is not mandated, however, there are two areas that require increased coverage – The Veteran Canteen and the Fisher House. Valor Point Domiciliary has scheduled service – not a day porter.

20) During the walk, the director mentioned that everything is provided by the government – equipment, cleaning supplies and other materials. Does this mean that we will have to provide strictly labor only?

a) Correct – Labor only.

21) Can you tell me how often the floors and carpets are expected to be cleaned?

a) Carpets vacuumed at least weekly, Terrazzo and LVT floors cared for daily. This has already been answered.

22) Will the Government verify that offerors (including primes/subs/JVs) are actively performing janitorial services under the solicitation’s NAICS and have relevant janitorial past performance?

a) Yes.

23) Will quote from firms that are not established janitorial providers (or that lack janitorial corporate experience) be deemed unacceptable/nonresponsive?

a) Offerors will have to show how they will meet the limitations on subcontracting. See RFO 52.212-1 Instructions to Offerors dated 2.12.

24) c) Is there any additional evaluation consideration (preference, tie-breaker, or other) for SDVOSB janitorial companies bidding within the solicitation’s NAICS for this janitorial requirement?

a) Offers will be evaluated in accordance with RFO 52.212-2 Evaluation of Offerors.

25) Current incumbent + pricing history / spend transparency a) Who is the current incumbent performing these janitorial services (prime and any known major subs)? b) What is the total current contract value (or last awarded value) for this requirement? c) If no contract is currently in place, can VA provide the dollar amounts for the last six purchase orders issued for these janitorial services (and the period those POs covered)?

a) Alcazar Trades Inc. (ATI), 36C25923C0073 the information about contract value in publicly available.

26) Fisher House patio / grounds / HVAC scope clarity. Can VA provide a clear SOW and deliverables for the patio, grounds, and any HVAC-related tasks, if those items are included in contractor responsibilities?

a) There is no HVAC area requirement, the grounds are the responsibility of the VA Grounds Crew. Please refer to the PWS and Amendment 0001 for patio requirements.

27) Fisher House linen/laundry responsibility confirmation. Will the contractor be responsible for linen/laundry at Fisher House, including stripping/remaking beds, staging dirty linen for pickup, putting away clean linen deliveries, and weekend washing when shortages occur? If yes, who is the linen vendor and what is the pickup/delivery schedule (days/times/holiday/schedule)?

a) Yes. Deliver and pickup on Tuesday and Fridays. Time is not clearly set but usually by lunchtime.

28) Fisher House dumpster location / site information: Can VA provide blueprints or a marked map showing the exact location of the dumpster(s), linen pickup/drop locations, and any storage/closet locations for each site?

a) Fisher House – Dumpster is adjacent to the building and linen pickup/drop off is inside the building in the Laundry Room. Housekeeping Closets and Storage were shown during the Site Visit and are off of the Main Concourse, at the main hospital, in foyers between each building. There are five housekeeping closets at the main facility and one each at Valor Point and the Fisher House. No maps available.

29) Gloves / PPE issuance and supply responsibility (“receive the gloves”: Please confirm whether nitrile gloves (and any required PPE such as masks/gowns, if applicable) are Government-furnished or contractor-furnished. If Government-furnished, what is the process/location for issuing/receiving gloves and other consumables (pickup location, frequency, sign-out/inventory controls, and after-hours process)?

a) Yes. Nitrile Gloves are provided. Surgical Masks are worn adhering to hospital masking policy should a contractor be exhibiting cold or flu symptoms. Government Furnished consumables are picked up at the beginning of a shift from the EMS Inventory Supply Room. Only Contractor Supervisors have access to this room.

30) Sharps + biohazard (red bag) handling responsibility: Will the awarded contractor be responsible for handling/transporting sharps containers and biohazard/red-bag waste from point of generation to the designated locked storage/cage/containers? If yes, please specify which areas are included, expected frequency, and documentation/training/log requirements.

a) No. This is handled by EMS Housekeeping Staff.

31) Patriot Store details: merchandise shelving: Will the awarded contractor be responsible for cleaning the merchandise shelves/displays at the Patriot Store?

a) No.

32) Building G service window + frequency: Can the VA Medical Center specify the exact times of service and required cleaning frequency for Building G, including whether it requires day coverage vs evening coverage?

a) Once a day after business hours. No weekend coverage required.

See PWS section 7.15

33) Chapel service window + frequency: Can the VA Medical Center provide the required service times and frequency for the chapel, including any restrictions due to services/events?

a) Once a day after business hours. No weekend coverage required.

See PWS Section 7.13

34) 7-day vs 5-day requirements by area + day porter staffing levels: Can VA provide a matrix (by building/area) identifying a) Which areas require 7-day service vs 5-day service (evening cleaning and/or day porter coverage)? b) Expected day porter staffing levels (how many day porters per day/shift) and which zones they are assigned to? c) Emergency/spill response requirements by area (and required response time expectations).

a) Coverage is required 7 days a week, albeit there is much less patient traffic at the main hospital on the weekends. Fisher House and Valor Point Domiciliary require cleaning 7 days a week proper. Emergency/spill response can happen at any time during the two shifts. Response time is coordinated between the COR/POC and the Contractor Supervisor.

35) VA in-house custodial overlap (especially floors / periodic work): In the last Q&A it sounded like the VA may have custodial staff as well and they are doing floors. Can VA clarify: a) Which tasks/areas are performed by VA in-house staff vs the contractor (especially floors and periodic work)? b) Are there any shared areas where contractor cleans daily but VA performs scheduled periodic floor maintenance (or vice versa)?

a) The VA Floor crew handles all stripping and waxing of both the Terrazzo and LVT flooring. Contractor is responsible for upkeep, mopping or burnishing on a daily basis.

36) Reference 6.20 Floor Cleaning- The current contract requires the buffing and burnishing of all the hard surface areas. Please confirm if this is still a requirement.

a) Yes.

37) Reference Interior Glass PWS Section 6.4-Current contract requires the daily cleaning maintenance of all interior glass surfaces including the vast amount of glass panels that are located on the 2nd and 3rd floor concourse areas. The panel glass count of the 10x8 is approximately 870 and the 10xl ft count is approximately 900. Please confirm if this is still a requirement.

a) Glass cleaning is performed more on an as needed basis. They are required to look clean though daily.

38) If the glass panels are still a requirement, please provide the square feet of glass and up to what height is the contractor expected to clean.

a) Cleaning height is 12 feet. Exact sq. footage is not available.

39) Reference Instructions to Offerors Technical Requirement. Please clarify if the VA is requiring a complete adapted plan or just a summary of the plan.

a) The plan needs to show how the contractor will meet the requirements of the PWS.

40) Category 1: Labor & CBA Terms Registered CBA: Does the government have the "Section 4(c) Wage Determination" or the financial terms of the incumbent’s Collective Bargaining Agreement (CBA) available for bidders? If so, will this be provided via a formal amendment to ensure accurate labor pricing?

a) Refer to amendment 0001 page 2 under A1. 52.222-42. Wage determination is also in the documents of the solicitation.

41) Employee Retention: Does Executive Order 14055 (Non-displacement of Qualified Workers) apply to this solicitation, requiring the successor to offer a right of first refusal to current qualified staff?

a) This executive order was revoked.

42) Parking Garage Stairwells: Are there specific severe weather contingencies that temporarily modify the required cleaning frequency for the north parking garage concrete stairwells, or is the contractor responsible for keeping these clear of all weather-related debris regardless of conditions?

a) Not in the Parking Garage Stairwells as these are very protected from weather events. However, the two main entrance foyers do require extra cleaning during weather events.

43) Entrance Matting Ownership: Will the VA provide all necessary walk-off mats and safety runners at entrances, or is the contractor responsible for furnishing and maintaining these mats during inclement weather events?

a) The VA provides all supplies and consumables including the walk-off mats.

44) Entrance Matting Labor: Is the contractor responsible for the physical placement/laying and removal of temporary safety mats during snow/rain events, or is this handled by the VA Facilities Department?

a) Yes. This is handle by the Contractor as this is inside the facility. General rule is Contractor/Inside the Facility vs VA Grounds/Outside the Facility.

See PWS Section 6.2

45) Fisher House/Valor Point Schedule: Is the cleaning of common areas (kitchens, lounges, laundry) in these residential facilities expected on a fixed daily schedule or an "as-needed" basis?

a) Fixed schedule works well but will not be mandatory.

46) Terminal Cleaning: Are the contractor's responsibilities for guest/resident rooms in these facilities limited to "Terminal Cleaning" upon discharge, or is there a recurring daily/weekly cleaning requirement for occupied rooms?

a) There is recurring daily cleaning at the Fisher House. Terminal Cleaning happens only at discharge at Valor Point Domiciliary as the Veterans are responsible for cleaning their own rooms. (See Fisher House Checklist Attachment)

47) On-Call Response Time: For "as-needed" or terminal cleaning requests, what is the required response time for the contractor to provide a cleaning crew once notified of a request?

a) Due to the varying nature of requests – response time is negotiated between the contractor and the COR/POC after award.

48) PPE Responsibility: Does the VA provide specific Personal Protective Equipment (PPE) for specialized areas, or is the contractor responsible for furnishing all high-visibility vests, weather-protective gear, and medical-grade PPE for all staff?

a) In general PPE is not required. The VA will provide in the odd chance that it is required.

49) For the kitchen hood vents, is the contractor responsible for cleaning the grease traps? Section 6.28 of PWS.

a) No.

50) Several tasks and areas list required frequencies without an associated shift designation. Please confirm that these tasks may be performed during any shift deemed appropriate by the Contractor, provided all PWS requirements are met. Section 7.0 of PWS

a) Confirmed.

51) Attachment 2 specifies task-based cleaning frequencies for Veterans Canteen Service (VCS) areas, while the PWS references cleaning during operating hours. Please confirm that VCS compliance is measured against the task frequencies in Attachment 2 and does not require uninterrupted staffing for the full duration of VCS operating hours. Sections 6.27 of PWS.

a) Confirmed.

52) The PWS states that the Contractor shall “assign enough personnel to cover the Patriot Cafeteria throughout the day.” Please clarify whether this language requires a continuously stationed employee or allows for task-based and rotational coverage aligned with Attachment 2 frequencies. Section 6.21 and 18.2 of PWS.

a) Tasked Based – However there are established peak times, (between 11am – 2pm at the Canteen).

53) The PWS requires emergency spill and outbreak response within defined timeframes, and the pricing schedule includes a mandatory Emergency Cleaning CLIN. Please clarify which emergency services are expected to be absorbed under base pricing versus invoiced against the Emergency Cleaning CLIN.

a) The Emergency cleaning CLIN will be for larger scaled, scheduled events… i.e. State Senator Visit, or site visits from various dignitaries, or Veterans Day events. All other “emergency cleaning” should be covered in the base pricing. Small spill responses at the facility (for example a patron spills coffee) will be covered under the normal CLIN. See PWS Section 5.0 for CLIN information.

54) Please confirm whether prior COR authorization is required before invoicing against the Emergency Cleaning CLIN, or if the Contractor may bill against this CLIN upon execution of qualifying emergency services.

a) Prior notice and authorization from the COR – Communication is key regarding this eventuality. Anything that exceeds the total CLIN will be referred to the Contracting Officer for approval.

55) If additional areas are added during the contract term, please clarify whether pricing adjustments will be handled via contract modification or expected to be absorbed under existing CLIN pricing. Section 5.0 of PWS.

a) This is a firm-fixed price contract. Any modification to the terms or conditions will be handled via a contract modification with justification and upon approval from the contracting officer.

56) Please clarify whether performance deductions are applied at the individual CLIN level or against the total monthly invoice across all locations. Section 18.0 of PWS.

a) A deduction from the Monthly Invoice in which the infraction occurred.

57) Snow and exterior services are described as incidental. Please confirm that no mechanized snow removal, weather-based standby staffing, or specialized equipment is required beyond hand tools and spot mitigation. Section 7.27 of PWS.

a) Confirmed. Only hand tools for spot mitigation. VA Grounds Crew handles any specialized equipment.

58) Please confirm whether the Government will provide a transition or phase-in period prior to the August 1, 2026 start of performance to support onboarding, badging, training, and operational coordination. If a transition or phase-in period is provided, please specify: the length of the transition/phase-in period (number of calendar days); and whether full performance standards, inspections, and performance deductions will apply during that period.

a) The plan is to have time for transition, 30 days will likely be required.

59) Is there a timeframe during the award process to discuss with the current vendor, the possibility of hiring incumbent housekeepers for the new contract?

a) The Government does not dictate communications between contractors.

60) Please provide the number and square footage of all the restrooms in each facility.

a) 7.4 – 6 restrooms, 2,400 sq. ft.

b) 7.5 – 6 restrooms 1,200 sq. ft.

c) 7.10 – 1 restroom 200 sq. ft.

d) 7.11 – 1 restroom 200 sq. ft.

e) 7.16 – 8 restrooms 2,400 sq. ft.

f) 7.17 – 8 restrooms 2,400 sq. ft.

g) 7.18 – 6 restrooms 1,800 sq. ft.

h) 7.20 – 2 restrooms 800 sq. ft.

i) Fisher House – 4 restrooms 1,200 sq. ft.

j) Valor Point – 4 restrooms 1,400 sq.

k) Each Veteran Room has a small bathroom approximately 8 x 10 ft. as part of the room. 32 rooms total

61) Please confirm that one (1) Supervisor is required per shift (i.e., 2 total) and that the contractor is only required to provide 1 CEH/CESE to fill the Project Manager position.

a) Confirmed. This is ideal.

62) Who is the current Incumbent?

a) This has already been answered read amend 0001.

63) What is the incumbent contract # and total value of the contract?

a) The contract number has already been provided. As this is public information, it can be accessed through the appropriate government databases or resources

64) Is the current SOW the same as the incumbent’s SOW?

a) This is a performance-based requirement involving a performance work statement not a statement of work. There have been only very minor changes to the previous requirement.

65) PWS 6.19 – Could the government provide the square footage of carpet by the areas listed in PWS sections 7.1-7.25 or total square footage to be maintained?

a) Building A. has approximately 100,000 sq. ft of carpeting.

b) Building G. has approximately 8,800 sq. ft. of carpeting

c) Concourse C has approximately 4,000 sq. ft of carpeting

d) The Main Auditorium (Concourse C) has 24,000 sq. ft. of carpeting.

66) PWS 6.20 – Could the government provide square footage of both the resilient and non-resilient flooring by area listed in the PWS sections 7.1 – 7-25, or the total square footage of these types of floors.

a) Total Square Footage by Building and Area has been given – no further breakdown is available.

67) PWS 6.20 – This section mentions the necessary “floor conditioning” could the government be more specific as to what this term means?

a) Will strike floor conditioning – duplicates sweeping and mopping.

68) PWS 6.20 – In the cleaning requirements of 7.0 there is no mention of stripping and waxing or periodic buffing. Could the government confirm that stripping / waxing and buffing is not part of the PWS? If this is requirement could the government provide the square footage of flooring that would require this type of maintenance as well the expected frequencies?

a) Confirmed. There is no stripping or waxing required of the contractor. There is a VA Floor Crew that handles this.

69) Will the government be providing trash carts for the removal of trash?

a) Yes. VA provided.

70) Could the government provide the number of bathrooms in each area that is listed in the PWS sections 7.1 – 7-25?

a) 7.4 – 6 restrooms

b) 7.5 – 6 restrooms

c) 7.10 – 1 restroom

d) 7.11 – 1 restroom

e) 7.16 – 8 restrooms

f) 7.17 – 7 restrooms

g) 7.18 – 6 restrooms

h) 7.20 – 2 restrooms

71) Can floor plans for each area of the PWS be provided?

a) Nothing additional will be provided then what has been posted. Site visit was provided.

72) Will the contractor be able to utilize the hospital’s laundry services?

a) No.

73) Table 1 (VCS Vending Area, Floors and Base boards) - Could the government provide the square footage of this area and publish the manufacture’s floor care instructions? What type of finish is to be applied, and will the government provide the floor finish products?

a) VA Floor Crew applies the floor finish – VA will provide the appropriate cleaning product for the floor.

74) Table 1 (Patriot Cafeteria) - Could the government provide the square footage of this area and publish the manufacture’s floor care instructions?

a) VA Floor Crew applies the floor finish – VA will provide the appropriate cleaning product for the floor.

b) Approximately 1,600 sq. ft.

75) Could the government provide the total square footage of each area individually listed in PWS 7.1 -7.25?

a) Total Square Footage by Building and Area has been given – no further breakdown is available. See amend 0001, 0002 and PWS.

76) Is there any RMW waste requirement in the collection of trash?

a) No.

77) Would the government please confirm if CHESP and CEHP certificates are acceptable with proposal submission?

a) Yes. Prime contractor program manager must have the requested certification or national equivalent as long as its nationally accredited. See PWS section 8.1

78) Would the government please confirm if the government will provide all supplies such as floor scrubbers and what GPE will be provided?

a) Confirmed. Floor scrubbers and other GFE are provided per GFE List.

79) What is the incumbent contract value and number of FTEs?

a) Contract value is public information that can be research. Number of FTE’s is proprietary. The government will not dictate the staffing plan.