Solicitation Vendor Questions.docx

Vendor Questions and Answers Q1. How many existing shifts are there?

a. Shift times have been added to section 3.0 of PWS.

Q2. How many employees are on each shift?

a. This is a performance based contract. The VA does not mandate the number of FTE required to complete the task of Janitorial Cleaning unless there is a minimum staffing requirement, i.e., one staff person on duty at the VCS Canteen.

Q3. What is the total number of on-site contractor staff?

a. This is a performance based contract. The VA does not mandate the number of FTE required to complete the task of Janitorial Cleaning unless there is a minimum staffing requirement, i.e., one staff person on duty at the VCS Canteen.

Q4. What is the incumbent contract number, who is the incumbent?

a. The incumbent is ALCAZAR TRADES, INC. contract number 36C25923C0073.

Q5. Has there been any change in scope of work requirements since the last solicitation?

a. There is no major change in scope of work. Contractors are responsible for reviewing and understanding all requirements of the PWS.

Q6. What is the square footage that requires stripping and waxing?

a. No waxing required – The VA has its’ own Floor Crew.

Q7. What is the square footage of carpet?

a. Building A – Approximately 118,613 sq. ft.

b. Building G – Approximately 15,900 sq. ft.

Q8. Who is responsible for buying the paper products?

a. The VA provides all paper products. See section 13.2 of the PWS pg. 24.

Q9. Who is responsible for purchasing microfibers and Johnny mops? PWS pg. 5, Section 6

a. The VA provides these supplies.

Q10. Per the last sentence- if the VA requests additional labor hours, will this be priced separately? Pg. 5 Section 5.0

a. Mandatory line item has been added to the line-item structure. This is not to be adjusted. Please quote with the line items included as written. See updated price schedule dated 1.16 in the attachments.

Q11. Please clarify what is expected when it states Microfibers and Johnny mops are one time use? Pg 5 of 26 Section 6

a. Johnny Mops are to be used once for a specific clean up and then discarded. Microfiber cloths are to be used for a specific clean up and then placed in the laundry container.

Q12. Does the VA provide the walk-off mats and runners? PG 5 of 26 Section 6.2

a. Yes.

Q13. How high is the contractor’s responsibility when cleaning ceilings? We are seeing that light fixtures are up to 12 feet high? Pg 5 of 26 Section 6.2

a. A 12 feet cleaning responsibility per the PWS.

Q14. Is the contractor to clean Patriot retail after it closes? Historically, we have had to clean before they close. Pg 9 of 26 Section 6.30

a. Yes.

Q15. Is the contractor required to clean the food prep tables? Pg 9 of 26 Section 6.30

a. Yes.

Q16. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for Bldg. L, Levels 1, 2, & 3? Pg 10 of 26 Section 7.4

a. 44,837 sq. ft.

Q17. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for Bldg. B., Levels 1, 2, & 3? Pg 10 of 26 Section 7.4

a. 62,927 sq. ft.

Q18. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the Police Service’s Area, Service Level & Level 1 s & 1? Pg 11 of 26 Section 7.10

a. Level 1 - 4,800 sq. ft.

b. Service Level – 2,800 sq. ft.

Q19. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the Phone Operator & Connected Bathroom? Pg 11 of 26 Section 7.11

a. 1,800 sq. ft.

Q20. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the Patient Advocate office and the areas listed in 7.12? Pg 12 of 26 Section 7.12.

a. 3,600 sq. ft.

Q21. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the Chapel and Chapel Offices? Pg 12 of 26 Section 7.13

a. 4,800 sq. ft.

Q22. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the Auditorium? Pg 12 of 26 Section 7.14

a. 24,000 sq. ft.

Q23. So we may calculate the labor for 1st shift- what is the area of responsibility square footage for Bldg. G 2nd floor? Pg 13 of 26 Section 7.15

a. 9,600 sq. ft.

Q24. So we may calculate the labor for 1st & 2nd Shifts- what is the area of responsibility square footage for all patient waiting areas and bathrooms L1, 2, and 3? Pg 13 of 26 Section 7.16

a. 36,000 sq. ft.

Q25. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for Bldg. A, Levels 1, 2, 3, and 4th floor waiting area to include restrooms? Pg 13 of 26 Section 7.17

a. 131,834 sq. ft.

Q26. So we may calculate the labor for 1st shift- what is the area of responsibility square footage for the administrative areas & staff lounges in the service level? Pg 14 of 26 Section 7.18

a. 21,000 sq. ft.

Q27. So we may calculate the labor for 1st shift- what is the area of responsibility square footage for the Agent Cashier? Pg 14 of 26 Section 7.19

a. 2,800 sq. ft.

Q28. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for the DAT 3 Surgical service admin area and Lounge? Pg 15 of 26 Section 7.20

a. 5,200 sq. ft.

Q29. So we may calculate the labor for 2nd shift- what is the area of responsibility square footage for all of elevators and elevator vestibules? Pg 15 of 26 Section 7.21

a. 18,000 sq. ft.

Q30. So we may calculate the labor for 1st shift- what is the area of responsibility square footage for the Admin office off Bldg. H1 Elevator Vestibule? Pg 15 of 26 Section 7.22

a. 1,000 sq. ft.

Q31. So we may calculate the labor for 1st shift- what is the area of responsibility square footage for the Patient visitor parking North, South, Staff North Elevator vestibules, elevators, and stairwells? Pg 15 of 26 Section 7.23

a. Parking Staff North – 4 Elevators, 5 floors 3,600 sq. ft. / 2 Stairwells 1,800 sq. ft.

b. Patient Visitor North – 2 Elevators 5 floors 3,600 sq. ft. / 2 Stairwells 2,136 sq. ft.

c. Patient Visitor South – 2 Elevators 2 floors 1,200 sq. ft. / 2 Stairwells 1800 sq. ft.

Q32. So we may calculate the labor hours- what is the area of responsibility square footage for the grounds maintenance shop? Pg 16 of 26 Section 7.24

a. 1,000 sq. ft.

Q33. What shift is best for the twice a week cleaning for the grounds maintenance shop? Pg 16 of 26 Section 7.24

a. Day Shift 0600 – 1530 there is not two shifts for grounds maintenance which closes at 15:30.

Q34. What is the square footage of the stairwells in the area of responsibility of the contractor? Pg 16 of 26 Section 7.25

a. 6,000 sq. ft.

Q35. How many levels of stairwells are there in the area of responsibility of the contractor? Pg 16 of 26 Section 7.25

a. 8 Buildings have 4 levels, and 2 Buildings have 3 levels.

Q36. How many stairwells are there in the area of responsibility of the contractor? Pg 16 of 26 Section 7.25

a. 26 stairwells Q37. What is the square footage of the area of responsibility that requires snow clearing? Pg 16 of 26 Section 7.26 E

a. Sidewalk & Patio – 1000 sq. ft.

Q38. It looks like a 3rd party provides the linen service- is the FH contractor held responsible in the event the linen contractor doesn’t deliver? Pg 16 of 26 Section 7.26 G

a. No. This is a question of monitoring inventory and contacting the point of contact if short.

Q39. What is the square footage of the area of responsibility for the snow clearing? Pg 17 of 26 Section 7.27 F

a. Sidewalk & Patio – 1000 sq. ft.

Q40. What authority will be given to the contractor to ensure that the 3rd party vendor picks up and delivers the linen? Pg 17 of 26 Section 7.27 G

a. The Program Manager of the Fisher House will be responsible – the contractor reports all linen stock to the program manager of the Fisher House.

Q41. Are there any equipment that are assigned and stored at the DOM? Pg 17 of 26 Section 7.27 I

a. Yes. All Government Furnished Equipment is kept at the DOM.

Q42. Our inspection systems supports the use of photos to substantiate services provided; we don’t have any people or legible documents in the picture; will this be allowed? Pg 19 of 26 Section 8.6 B

a. Yes.

Q43. What color shirts should the contractor NOT use so that they are distinguishable from other VA Uniforms currently in use? Pg 21 of 26 Section 9.1

a. Standards business colors work but no color is mandatory. VA Housekeepers where smock shirts – polo shirts are appropriate.

Q44. Will the VA provide the appropriate janitorial carts? Pg 23 of 26 Section 13.2

a. Yes.

Q45. Please clarify the calculation of the deduction as it specifically calls out a task/area, but the pricing schedule is not itemized that way- so does that mean that off all task were done in accordance to the SOW- except for restroom maintenance it is still a 2% of the total monthly invoice? Pg 26 of 26 Section 18.1

a. Yes.

Q46. Are the deductions collectively added? For instance- if there is non-compliance for services a-e- there would be a total of 8% deduction off the total monthly invoice amount? Pg 26 of 26 Section 18.1

a. Yes.

Q47. Please clarify the calculation of the deduction as it specifically calls out a task/area, but the pricing schedule is not itemized that way- so does that mean that off all task were done in accordance to the SOW- except for an emergency spill response is still a 1% of the total monthly invoice? Pg 26 of 26 Section 18.2

a. A 1 percent reduction in the total monthly invoice will be applied for deficiencies.

Q48. Are the deductions collectively added? For instance- if there is non-compliance for services a-c; there would be a total of 5% deduction off the total month invoice amount? Pg 26 of PWS Section 18.2

a. Yes.

Q49. Will the contractor have exclusive use of the listed equipment in Table 3 during their shifts? Attachment 4- Table 3.

a. Yes.

Q50. Should the quoter submit copies of CPARS, and if so, will these pages count against the page limit, or will the VA Contracting Officer retrieve the CPARS Report from the CPARS system to be used in the evaluation of Past Performance? Pg. 6 Vol 3 Past Performance.

a. No, there is no mandatory page limit.

Q51. Where are the facilities’ housekeeping closets located? Pg 23 of PWS Section 13.1 Storage Areas

a. In the Restroom Hallway of the Main Hospital Concourse. The Fisher House has its own storage area on the main level and Valor point closet is in the lower level.

Q52. Is the contractor required to submit a key control plan as part of this quote? Pg. 23 PWS Section 13.4 Keys

a. No.

Q53. Can the Government clarify what tasks are required for maintaining the outside patio area, and define the limits (length/area) of sidewalk for which the contractor is responsible for sweeping and snow removal? PG. 16 of the PWS- 7.26 Section f

a. There is a sidewalk and entryway in the front of the building (40ft. x 20 ft.) with a small patio on the southwest corner of the building (about 10 ft. x 20 ft.) that has patio tables.

The sidewalks will need to be swept periodically, tables kept clean. Snow removed from the front of the building and the patio area.

Q54. Can the Government clarify the location(s) of the loading dock and trash compactor(s) referenced throughout the PWS? Pg. 10 of PWS section 7.4 (K).

a. There is an underground entrance at the north side of the main hospital building off of 17th Place. The compactors are located to the south of the loading dock platforms.

Q55. Does the VA have historical or incumbent staffing levels (FTEs) by location (RMR VAMC, Fisher House, Valor Point Domiciliary) that can be shared for reference in developing staffing models? Pg. 6 of PWS Section 4.0

a. The Staffing plan is a business the decision of the company. The government does not mandate the staffing levels, it is whatever the company feels is appropriate staffing to meet the requirements.

Q56. Do the listed hours (e.g., RMR 7:00am–11:30pm) require continuous on-site staffing throughout the full window, or is staffing acceptable so long as cleaning frequencies, response times, and service standards are met? Pg. 3 PWS section 3.0

a. Staff as needed to meet the performance requirements.

Q57. Attachment 2 specifies required task frequencies for VCS areas. For pricing consistency, please confirm that compliance is measured against the task frequencies in Attachment 2 rather than an implied requirement for uninterrupted staffing during all VCS operating hours Pg. 7 PWS section 6.27

a. Confirming compliance is measured against task frequencies in Attachment 2.

Q58. The 30-minute emergency spill response requirement applies to all covered areas. Please confirm whether this response time applies only during the established hours of operation for each facility, rather than requiring 24/7 on-site staffing. Pg 7,27 of PWS sections 6.0/18.2

a. Required only during operational hours.

Q59. To ensure alignment between the Contractor’s Quality Control Plan and Government surveillance, will QASP inspection criteria be shared post-award for operational alignment, recognizing that the QASP itself is not included in the solicitation? Pg 25 of PWS sections 16/18

a. The QASP is internal document. See attachment 6 “Standards for Cleanliness” for inspection criteria.

Q60. Will the Government allow a transition period prior to the August 1, 2026 performance start to complete badging, onboarding, and VA-required training? PWS pg. 1 section 1

a. Yes.

Q61. Exterior sidewalk clearing is referenced for Fisher House and DOM locations. Please confirm this requirement is incidental in nature (light sweeping and snow clearing) and does not include full snow removal services or equipment beyond hand tools. PWS Section Fisher House 7.26 and DOM PWS section 7.27.

a. Yes. Incidental in nature. Snow cant be tracked into the building to cause slipping hazards, so some snow removal may be required.

Q62. When multiple rooms are discharged simultaneously, will the COR coordinate priorities or authorize additional labor to maintain the 2.5-hour turnover standard without creating performance deductions? PWS section 7.26 Fisher House

a. The Program Manager of the Fisher House will coordinate priorities. Performance based contract places the staffing burden on the contractor.

Q63. Is there a site visit scheduled? Please provide additional information on the site visit.

a. See site visit information in amendment 0001 pg. 2.

Q64. Please clarify the contractor's scope of work and responsibility as it pertains to services in the parking areas. Is this service area isolated only to the elevator vestibules, elevators, and stairwells?

a. The VA is responsible for the parking areas. Contractor responsible for elevator vestibules, elevators, and stairwells.

Q65. To ensure we are fully aligned, please confirm if the following are excluded or included:

1. Cleaning of the actual parking stall surfaces and driving lanes.

a. Excluded.

2. Outdoor pedestrian pathways and ADA ramps connecting to the vestibules.

a. Excluded

3. Waste removal and lighting checks within the open parking lot area.

a. Excluded

4. Defining these boundaries now will help us ensure all property assets are adequately covered without overlapping or missing critical areas.

a. VA has a Grounds Maintenance Team Q66. i -Is snow removal and de-icing part if the RFQ and what is the scope of work? ii -What is the size of this outside area that is covered under the RFP? iii- How many feet from the entryway is part of this service? iv- What is the specific 'accumulation trigger' for snow removal (e.g., 1 inch, 2 inches, or as soon as it begins) v- Does the scope include only the sidewalk directly in front of the building, or does it extend to corner ramps, crosswalks, or areas adjacent to the street curbs vi- are there any ADA ramps and emergency exits? vii- Does the VA provide snow removal equipment such as shovels and deicing materials, sand, etc?

a. Assuming this is for Fisher House

i. Yes.

ii. Front of building and Patio – approximately 1,000 sqft.

iii. To cover the 1,000 sqft and is sufficient to reduce tracking in snow and slip risk.

iv. 1 inch for shoveling, however de-icing could be necessary at any point.

v. Front of the building to ensure access into the building.

vi. There is an emergency exit, and the sidewalks are ADA compliant – no special ramp.

vii. VA will provide the brooms, shovels, and de-icing material.

Q67. Please confirm that there is no strip and wax services that would be part of this request for quote?

a. Stripping and Waxing is performed by the VA.

Q68. We do not see any equipment to provide this service? Please clarify the contractors scope of work and responsibility as it pertains to bed bug treatment.

a. The VA has a Pest Control Contract – the Contractor is not responsible for Bedbug Mitigation. Removed from PWS.

Q69. The RFP mentions bond coverage 'as needed.' Could you clarify if a Bid Bond, Performance Bond, or Payment Bond is mandatory for this submission? If so, what is the required percentage of the total contract value (e.g., 100%)?

a. This has been removed see updated FAR 52.212-1 Instructions to Offerors dated 1.14 Q70. What are the minimum coverage limits required for General Liability, Workers' Compensation, and Professional Liability? Additionally, should the Agency be named as an 'Additional Insured' on the certificate at the time of the quote, or only upon award?

a. See CL-120 Supplemental Insurance Information attachment.

Q71. Does the 'authorized personnel list' refer to individuals authorized to bind the company contractually (e.g., officers), or is it a list of field staff who will require security clearance and site access? To ensure a level playing field for all participants, please clarify the submission timeline for the 'company’s authorized personnel list' for field staff. Is this list required as part of the initial quote submission, or is it due after the Notice of Intent to Award but prior to the start of services?

a. Removed requirement.

Q72. The RFQ requests a 'Certified Executive Housekeeper (CEH).' However, IEHA has transitioned this designation to Certified Environmental Services Executive (CESE). A- Will the Government confirm that a current CESE certification is sufficient and meets the requirement for a CEH Is a valid, active certification the only required certification for this specific supervisory role, or are additional certifications necessary for compliance? B - Is the CESE required to be on-site daily for the duration of the contract, or is this an oversight role for procedure development and staff training?

a. Current CESE Certification is sufficient.

b. Oversight Role – on-site daily not required but must provide sufficient oversight to meet all requirements of PWS.

Q73. The RFQ states that service-disabled veteran owned small business (SDVOSB) status must be visible in the SBA Small Business Certification search tool (https://search.certifications.sba.gov/). However, SBA guidance effective August 1, 2025, notes that Joint Venture designations are no longer reflected in this specific tool. Will the Government accept the Managing Venturer's certification in the SBS tool along with the Joint Venture's active SAM.gov registration as sufficient proof of status?

a. The joint venture itself is no longer in the SBA database however, both managing partners listed in their SAM profile of the joint venture. The SDVOSB that must have the certification in the SBA database, and must be the main venturer for this requirement since it’s an SDVOSB set aside.

Q74. Reference 13 CFR § 128.402, which outlines that a JV is eligible if at least one partner is a certified SDVOSB and the JV meets specific workshare requirements. Will the Contracting Officer utilize the System for Award Management (SAM.gov) or the VetCert portal (veterans.certify.sba.gov) to verify the status of a Joint Venture, as the linked SBS tool may not accurately display JV designations for 2025?

a. Yes. They will utilize SAM. SBA small business certification for the SDVOSB will be verified. The SDVOSB must be the managing venturer.

Q75. Please confirm that the VA provides/supplies the walk off mats? Please confirm that exterior windows are not part of the RFP?

a. VA provides all walk off mats.

b. Exterior is not part of the scope of this contract. The VA has a Grounds Maintenance Crew.

Q76. Does the VA provide maids carts, pails and wringers, mop handles and mops?

a. Yes. The VA provides all of these supplies.

Q77. "The current language states that the Contractor ""shall perform services... to include holidays and weekends"" and ""should be available" during specific windows for the Rocky Mountain Regional VA, Fisher House, and Valor Point Domiciliary. To ensure our staffing plan and pricing accurately reflect the Government's requirements, please clarify the following:

A. Onsite Presence vs. On-Call: Does the term ""available" during the specified hours (e.g., 7:00 am – 11:30 pm at the Rocky Mountain Regional VA, Fisher House, 7:00am – 3:30pm, Valor Point Domiciliary 6:00am – 8:30pm ) require a continuous onsite presence for the duration of the window, or does it imply a required response time for as-needed services?

a. “Continuous on-site presence” is not mandatory but is highly recommended.

B. Performance During Windows: Are there specific recurring tasks that must be performed throughout these entire windows, or are these simply the timeframes during which the Government may request services? require a continuous onsite presence for the duration of the window, or does it imply a required response time for as-needed services?

a. There are specific recurring tasks of course, ensuring that the concourse floor is kept clean during the day as patients come in and out of the facility. And there are cyclical duties – restroom cleaning at specified intervals, trash emptying at intervals as well as some task which are performed periodically.

C. Holidays and Weekends: Please confirm if the level of staffing required for holidays and weekends is identical to the weekday requirement, or if a reduced ""skeleton crew"" is acceptable for these periods.

a. Skeleton crew is acceptable for official Government Holidays.

Q78. What is the square footage of the areas that will require carpet shampoo services?

a. Building A – Approximately 118,613 sq. ft.

b. Building G – Approximately 15,900 sq. ft.

Q79. In the RFQ there’s no mention of any mandated vaccines for our staff. Please provide a list, if any, of required vaccinations that our staff must have to work in this facility.

a. Vaccinations are not mandated. However, there are masking protocols for persons who appear visibly ill.

Q80. Can you please provide the square footage for each of the areas/buildings that have the cleaning requirements at the Rocky Mountain Regional VA? The breakdown is necessary to formulate the cleaning plan & schedule , the staffing plan, the QC plan, and of course, the price.

a. Concourse - 158,628 sq. ft.

b. Concourse Restrooms & Patient Lounge Areas – 27,728 sq. ft.

c. Building A. – 131,834 sq. ft.

d. Building L. – 44,837 sq. ft.

e. Building B. – 62,927 sq. ft.

f. Valor Point DOM – 40,000 sq. ft. (25,397 Cleanable)

g. Fisher House – 25,000 sq. ft. (10,606 Cleanable) Q81. Are any cleaning products, implements, or equipment provided by the janitorial contractor (i.e. mops, rags, brooms, scrub brushes, etc.)?

a. VA provides all cleaning supplies.

Q82. Can the personnel hired under this contract be used interchangeably throughout the locations covered by the contract at the RMVA, Fisher House and Valor Point?

a. Yes.

Q83. Are Housekeeping carts provided at all locations?

a. Yes.

Q84. Is there a minimum staffing level desired by the VA? What is the minimum for each location and each shift?

a. We do not mandate staffing levels – except the Veterans Canteen which needs to be staffed 7am – 2:30pm.

Q85. Please verify that the VA is asking for 2 shifts spanning 16.5 hours.

a. Confirming 2 shifts and the hours.

Q86. How many CEH are required for this contract?

a. One per shift - 2 Q87. What are the canteen hours of operation?

a. 7am – 2:30pm Q88. Has to provide transportation of the VA provided equipment and supplies, how many vehicles are needed as a minimum? Being that services are Sunday-Monday and there are three different locations, where is the equipment stored? Is any equipment stored at each site? Are janitor carts provided at each site or do they need to be moved daily as well?

a. VA will be responsible for delivering cleaning supplies.

b. Janitor carts are provided and stored at each location.

Q89. Will you please provide our company with the incumbent's name, contract number, and awarded dollar amount for this solicitation?

Q90. The incumbent is ALCAZAR TRADES, INC. contract number 36C25923C0073.

Q91. Could you please confirm whether a bond is required for this solicitation.

a. No bond is required, see updated instructions to offerors dated 1.14.

Q92. As mentioned in Volume 1, Subsection 3 “A Quality Plan"? I could not find any additional information located in the PWS or other provided documents.

a. This is the plan to ensure quality of work. See section 6.26 of PWS on pg 7.

Q93. Please define what type of bond coverage is required? Reference Page 6 of the Solicitation; Volume I Paragraph # 3

a. No bond coverage is required this has been removed.

Q94. Question- Please confirm the government is requesting applicable provisions listed be filled out and included with the contractors quote? Reference pg. 13 of the Solicitation; Section RFO 52.252-1

a. The provisions that apply have an “x” in the box apply to this requirement, complete as necessary.

Q95. For the purpose of pricing and compliance with the Service Contract Labor Standards (SCLS), which specific job classification(s) from the WD does the Government deem appropriate for the personnel performing the tasks in the PWS?

a. See FAR 52.222-42.

Q96. For our Option Year prices (1001-4003), should we:

1) Extend the Base Year price with the understanding it will be adjusted only per 52.222-43 based on future WD revisions, or

2) Include our own anticipated annual escalation (for non-labor costs like management, insurance, transportation) in the Option Year prices, with labor costs subject to 52.222-43 adjustment?

a. The government will not dictate this. That is a preference of the company. Clause RFO FAR 52.222-23 will be how requests for adjustments will be completed.

Q97. What methodology or standard will the Government use to assess whether option year prices are "significantly unbalanced"? Is there a permissible percentage variance from the base year?

a. There is no permissible percentage variance, it is reviewed individually and for reasonableness.

Q98. Missing MISSION-CRITICAL DOCUMENTS (Required for Proposal Development). The PWS and RFQ reference the following documents, which are not attached and are fundamental to understanding scope and compliance. Please provide. Attachment 6: Standards of Cleanliness. Table 1: VCS Cleaning Requirements & Frequencies (referenced in Sections 6.27, 7.6, 7.7, 7.8). Table 2: Approved Cleaning Chemicals. Table 3: VA Provided Equipment. Quality Assurance Surveillance Plan (QASP) referenced in Section 18.0.

a. See amendment 0001 attachments for missing documents. In reference to Table 1: VCS Cleaning Requirements & Frequencies this is the attachment 2 Table 1: Veteran Canteen Service Cleaning Schedule.

b. QASP is not provided to the contractor, this is an internal document for the VA. However, the quality assurance performance standards are listed in Section 18 of the PWS.

Q99. What is the explicitly authorized method for submitting a complete quote that exceeds 4MB? Are secure file-sharing links (e.g., VA-approved platform, DoD SAFE) acceptable? If multiple emails are allowed, what subject line protocol should be used?

a. You may submit multiple emails. Volumes should be on subject line of email. Annotating this is email X of X number is fine in the subject line.

Q100. Does the "All or Nothing Basis" mean the Government will make one award covering all three locations and all periods to a single quoter? Or could it award separate contracts for each location, but expects each quoter to price all locations?

a. This will be a single award for all locations.

Q101. For the proposal, must we name a specific individual and include their resume and certification, or is a written commitment to provide a qualified CEH who will be submitted for approval upon award sufficient?

a. This is acceptable. Submitting the certification is a requirement of the RFQ instructions.

Q102. What is the typical lead time for the VA to process background checks and issue PIV badges for new or backup contractor employees? Is the contractor responsible for any costs associated with this process?

a. There is no cost for the Background Investigation

b. This process can take as little as 4 weeks up to 90 days… depends on the individual.

Q103. What is the specific process for the contractor to obtain these items? Is there a central distribution point, and what is the contractor's responsibility for transporting them to the Fisher House and Valor Point Domiciliary, which are at separate addresses? PWS sections 13.2, 13.3

a. There are supplies in each of the Janitor Closets in the main hospital. In addition supplies can be delivered.

Q104. Should our proposal include separate, fully-loaded hourly rates by labor category (e.g., Supervisor, Housekeeper) to be used for authorizing and billing this work? If so, where in the quote should these rates be provided? PWS 5.0 and 8.2.

a. Added emergency line items to the price scheduled for each year. See updated Price Schedule dated 1.16. Updated FAR 52.222-42 and see section 8.2 updated PWS dated 1.16. DO NOT CHANGE THIS RATE and include this in the price schedule for quote submission.

Q105. For evaluation, what is the primary measure of size/magnitude? Is it total contract value, total cleanable square footage (e.g., >500,000 sq. ft.), the number of buildings, or the healthcare/acute care setting?

a. The VA will not provide an exact size/magnitude. It is up to the contractor to provide past performance that is similar in nature of work, size, magnitude, complexity, and scope of this procurement based on the information provided.

Q106. VAAR 852.219-75 requires a certificate, and a description of how the firm will comply. At the quote stage, is a written narrative plan detailing how we will meet the 50% cost-of-personnel requirement sufficient, or is a preliminary cost breakdown/matrix required?

a. Cost breakdown is required. Quoter must show how they are meeting this requirement if they are using a subcontractor.

Q107. PWS Section 8.1 requires supervisory personnel to hold International Executive Housekeepers Association (IEHA) Certified Executive Housekeeper (CEH) credentials. Will the Government consider the Certified Healthcare Environmental Services Professional (CHESP) credential as an acceptable or preferred equivalent for janitorial supervisory personnel assigned to this healthcare environment?

a. Yes. See updated PWS 8.1 on page 18. All certifications must be submitted with the quote by the deadline.

Q108. If CHESP is not currently acceptable, would the Government consider allowing CHESP-certified supervisors with documented acute-care or VA medical center experience to satisfy or exceed the intent of the supervisory certification requirement?

a. Yes.

Q109. Does the Government intend to establish minimum staffing levels, FTE counts, or shift-coverage requirements by facility or functional area, or is staffing left to the contractor’s technical approach provided all performance standards are met?

a. Staffing left to the contractor’s technical approach provided all performance standards are met.

Q110. Cleanable Square Footage Responsibility & Flooring Types: The solicitation lists cleanable square footage totals by facility. Can the Government clarify which portions of that cleanable square footage the contractor is responsible for, based on the areas and rooms identified in the PWS?

a. Contractor is responsible for all Cleanable Square Footage.

Q111. Additionally, can the Government provide the flooring types and associated cleanable square footage for those areas and rooms?

a. Terrazzo this is the main concourse of the main building and is around 158,000 square feet.

b. Luxury Vinyl Tile (LVT) is found in Veterans Canteen, Patriot Store and Hallways see square footage listed above.

c. Carpet see building A and Building G square footage listed above.

Q112. Labor Hour Reporting Requirements: PWS Section 5.0 references a “Report of Labor Hours.” Since staffing levels are determined by the contractor and do not impact invoicing, is routine submission of labor-hour reports required?

a. Yes. This report is required.

Q113. Additional Labor Hours for Special Projects: PWS Section 5.0 states the VA may request additional labor hours for special projects. How will these additional hours be authorized and billed?

a. See updated price schedule dated 1.16. The emergency will be funding by a mandatory not to exceed CLIN. * Note: DO NOT CHANGE THE PRICING of this CLIN.

Q114. Remediation Services Scope: PWS Section 6.0 references remediation services. Can the Government clarify the types of remediation services anticipated under this contract?

a. Incidental cleaning which may occur – for instance a patient spills coffee.

Q115. Cleaning of Electronics: PWS Section 6.8 references cleaning of electronic items. Does the Government intend for contractor staff to clean electronic equipment, or will this be excluded?

a. No.

Q116. Carpet Cleaning Scope: PWS Section 6.19(b) states “periodically clean carpets.” Is this referring to spot cleaning only, or full carpet extraction services? If full service is required, can the Government provide the associated carpet square footage?

a. Building A. Approximately 118,613 sq. ft.

b. Building G 2nd Floor – 15,900 sq. ft.

c. Mostly there will “spot cleaning”. Extractors and chemical will be provided by the VA For spot cleaning and large scale carpet cleaning.

Q117. Veteran Canteen Service (VCS) Equipment: PWS Section 6.28 references VCS equipment. Can the Government clarify what specific VCS equipment the contractor will be responsible for cleaning?

a. Cleaning of kitchen equipment, hood vents, cooking equipment, and other fixed appliances see updated PWS dated 1.16 page 8 section 6.28.

Q118. Kitchen and Food Preparation Areas: PWS Section 6.30 references food preparation and kitchen areas. Will the contractor be responsible for cleaning kitchen equipment such as hood vents, cooking equipment, or other fixed appliances?

a. Yes.

Q119. Snow Removal Responsibilities: PWS Section 7.27(f) references snow removal. To what extent will the contractor be responsible for snow removal from sidewalks and exterior walking surfaces?

a. Only at Fisher House front sidewalk and patio area.

Q120. Daily FTE Roster Reporting: PWS Section 8.3 references a daily roster of FTEs per site. Since staffing levels are determined by the contractor and do not impact invoicing, is daily reporting required?

a. This once a week report is required.

Q121. Hand Sanitizer Supply: PWS Section 13.2 references hand sanitizer. Will the Government provide hand sanitizer, or is the contractor responsible for supplying it?

a. Yes.

Q122. Contract Continuity / Scope Change: Is this requirement a continuation of the current janitorial contract, or a new requirement? If a continuation, has the scope of work materially changed from the incumbent contract?

a. This is a continuing requirement, and the scope has not significantly changed.

Q123. Is this a new or existing requirement? If this is an ongoing existing effort, who is the incumbent contractor and what is the existing contract number?

a. Alcazar Trades, Inc – 36C25923C0073 Q124. Currently what cleaning chemicals are in place?

a. Virex Plus, Oxivir, Clorox Health Care Bleach Wipes , & Sani Wipes are the main chemicals used at the hospital.

Q125. Is there a refill concept for cleaning chemicals located in the storage closets for spray bottles?

a. Yes. We use “Twist & Fill” which are in each Janitor Closet.

Q126. Is there a chemical storage closet available at each building or will it have to be transferred daily?

a. Chemicals are kept in each storage closest at each location and does not need to be transferred. Contractor will inform the facility POC to restock as needed.

Q127. Will equipment have to be transferred from one building to the next for daily cleaning?

a. No. Equipment is stage at each location.

Q128. Is there an opportunity for a site visit?

a. Yes. See amendment 0001 pg 2. for site visit information.

Q129. Is the contractor responsible for the cost of employee badges? If yes, what is the cost?

a. No. V A bears all credentialing costs.

Q130. What is the value of the current contract for these services? Who is the incumbent?

a. The incumbent is ALCAZAR TRADES, INC. contract number 36C25923C0073.

Q131. Is the scope of work on this project the same as the current contract? If not, how is it different?

a. The performance work statement outlines the current needs of the station. Contractors are responsible for reading this in full and providing a quote based on this information.

Q132. Are the custodians working on this contract members of a union? If so, which union?

a. No.

Q133. What is the anticipated award date for this project?

a. This is not known.

Q134. What is the estimated square footage of the VCS areas?

a. 12,500 sq ft.