36C25926Q0532 Questions for VA Oklahoma City Medical Center.xlsx
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- Solicitation number
- 36C25926Q0532
About this file
This file contains a Questions and Answers document for Federal Solicitation 36C25926Q0532, a janitorial services contract for the Department of Veterans Affairs Oklahoma City Medical Center and three Community Based Outpatient Clinics (CBOCs). The Q&A addresses clarifications on scope, staffing, scheduling, wages, and operational requirements for offerors preparing proposals.
The contract is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside covering janitorial services at the Oklahoma City VA Medical Center (24/7 operations), Lawton Main CBOC, Lawton North CBOC, and Stillwater CBOC. The base period runs September 1, 2026 through August 31, 2027, with three option years extending through August 31, 2030. The incumbent contractor is WCT Technical under Contract #36C25922P0708 with a base year value of $1,115,048.52. The contract is structured on square footage rather than staffing levels, with the Oklahoma City Medical Center containing 353,720 cleanable square feet; specific square footages for CBOCs vary. Key operational requirements include: personnel must be present during entire shifts (Oklahoma City: 6:00 AM–2:30 PM and 3:00 PM–11:30 PM; CBOCs: 8:00 AM–4:30 PM Monday-Friday); the VA provides all supplies and equipment; contractors must furnish button-up style uniforms with organizational identification; and stripping/waxing requirements cover 10–15% of square footage while carpet represents 5–6%. Prevailing wage determinations apply per the Service Contract Act. The evaluation requires only past performance and pricing; technical proposals are not required. A site visit is scheduled for August 20, 2026 at 9:00 AM CST but is not mandatory for proposal consideration. Mobilization time of 1–2 weeks is allowed post-award for training, background checks, and personnel qualification.
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| File | Type | Posted |
|---|---|---|
| 36C25926Q0532 0002.docx | DOCX document | |
| 36C25926Q0532 0001.docx | DOCX document | |
| 36C25926Q0532.docx | DOCX document |
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Text version
Sheet1
| # | Question | Answer |
| 1 | How many existing shifts are there? | 2 shifts |
| 2 | How many employees are on each shift? | Unknown, this is a square footage contract based on the SOW |
| 3 | What is the total number of on-site contractor staff? | Unknown, this is a square footage contract based on the SOW |
| 4 | What is the incumbant contract number and total contract value? | Contractor WCT Technical - Contract # 36C25922P0708 $1,115,048.52 base year and total contract with 4 options was 5,575,242.60. Additionally, the requirements have changed from the previous contract, with square footage either increasing or decreasing. This requirement must stand on its own as written in the PWS. |
| 5 | Has there been any change in the scope of work requirements since the last solicitation? | Yes |
| 6 | What is the square footage that requires stripping and waxing? | 10-15% of squarefootage |
| 7 | What is the square footage of the carpet? | 5-6% of squarefootage |
| 8 | Who is responsible for buying the paper products? | Government supplied |
| 9 | Is there a CBA for this opportunity? If so, can you please provide? | No, there is no Collective Bargaining Agreement offered to contractors. |
| 10 | 2.0 Work Hours/Schedule- does the contractor personnel have to be on-site at each location during the hours provided? | Personnel must be present during entire shift other than during schedule breaks/lunch etc |
| 11 | For each of the CBOCs- is it expected to have contractor personnel be on-site to cover 8:00AM-4:30PM? | Personnel must be present during entire shift other than during schedule breaks/lunch etc |
| 12 | For the VAMC, is it expected to have contractor personnel be on-site to provide the services during the hours of 6:00AM-2:30PM and 3:00PM-11:30PM? | Personnel must be present during entire shift other than during schedule breaks/lunch etc |
| 13 | 5.0 Hours of Operation- can this section be edited to provide the cleaning times for the clinics as 8AM-4:30PM as refelcted in B.3 Price/Cost sheet or removed since 2.0 Work Hours/Schedule provides the details? (As 5.0 reads right now- those hours applies to all sites) | Section 2.0 states the work schedule of contractor staff for each site. SOW has been updated to reflect working hours of CBOCs. |
| 14 | The chart on page 18 of 82 is great, please provide the square foot break down of the different floor types, IE VCT, Carpet, Ceramic, etc. This information helps us build the pricng model as well as caculate the productivity and personnel assignment in each area. | This is not feasable as we are constantly changing floor types within the facility. |
| 15 | Please provide, for each clininc, the square foot break down of the different floor types, IE VCT, Carpet, Ceramic, etc. This information helps us build the pricng model as well as caculate the productivity and personnel assignment in each area. | This is not feasable as we are constantly changing floor types within the facility. |
| 16 | Will the new WDR 2015-5315 Rev. 30 August 6, 2026 be incorporated in this proposal/contract? | Correction was made with amendment |
| 17 | 7.3.1 Is the contractor to coordinate with the COR to determine the frequency and areas that require stripping and waxing? | Yes |
| 18 | 7.3.2 Is the contractor to coordinate with the COR on the frequency and areas that requires cleaning the carpet, shampooing/extraction? | Yes |
| 19 | The solicitation identifies the Base Period as September 1, 2026 through August 31, 2027; Option Year 1 as September 1, 2027 through August 31, 2028; and Option Year 2 as September 1, 2028 through August 31, 2029. However, the Option Year 3 CLINs appear to begin September 1, 2030 and end August 31, 2031. | There will be a modification to correct the line items and to publish responses to any submitted questions |
| 20 | Please identify the incumbent contractor currently providing janitorial services for the Oklahoma City VA Medical Center, Lawton Main CBOC, Lawton North CBOC, and Stillwater CBOC under this requirement. | Contractor WCT Technical - Contract # 36C25922P0708 $1,115,048.52 base year and total contract with 4 options was 5,575,242.60. |
| 21 | If available, please provide the current incumbent staffing levels/FTEs utilized in performance of the existing janitorial services contract, including the number of personnel assigned by facility and shift. | The government does not control incumbent staffing levels. The contract is based on square footage, and the government cannot direct the contractor on how to perform the work outlined in the PWS. Additionally, the requirements have changed from the previous contract, with square footage either increasing or decreasing. This requirement must stand on its own as written in the PWS. |
| 22 | If exact staffing information is not available, please advise whether the Government has an estimated or historical staffing level for the Oklahoma City VA Medical Center, Lawton Main CBOC, Lawton North CBOC, and Stillwater CBOC that may be provided to prospective offerors. | Historical staffing levels of the prior contract has not been established as prior staffing levels are not discussed with COR. |
| 23 | Questions in regard to how to invoice related to after satifactory performance: [x] After satisfactory performance | Each line item is structured on a monthly basis, which means the contractor must perform satisfactorily during that specific month in order to be entitled to payment for that month. If no performance is completed, then no payment would be made. |
| 24 | I did notice that the previous company had staffing of approximately 23 personnel, was that adequate or was that this reason why they are no longer doing the work? | The government does not control incumbent staffing levels. This contract is based on square footage, and the government cannot direct the contractor on how to perform the work outlined in the PWS. Additionally, the requirements have changed from the previous contract, with square footage either increasing or decreasing. This requirement must stand on its own as written in the PWS |
| 25 | I noticed that in the solicitation, there is only an Oklahoma City wage sheet as our conservative estimating basis for now—but we should ask the VA to formally clarify the missing Lawton and Stillwater wage determinations before submission. | Correction was made with amendment adding the WG Determinations |
| 26 | Are SCRUBS an acceptable uniform or is a button up style work shirt and pants what you are requiring? | Button up style that clearly identifies your organization. Scrubs are to much like clinical staff. |
| 27 | Please confirm whether areas identified with both the 6:00 a.m.–2:30 p.m. and 3:00 p.m.–11:30 p.m. Tours of Duty require the complete daily cleaning requirements to be performed during each tour, or whether the listed tours identify the hours during which services and responsive cleaning may be performed, with the required daily tasks divided between the two tours. | We are a 24/7 facility. We are requiring all areas in the SOW to be clean and presentable during both shifts. This can be discussed more with the COR after award. |
| 28 | It lists numerous courses, how would I get access to said courses to teach them to my employees? Is there a cost to purchasing these courses or will they be provided for me to teach them to my employees? | The contractor will be required to ensure all personnel complete required training and is completed and up to date prior to working on VA property. We can provide the TMS course numbers/titles required to work in a VA facility at award. |
| 29 | Can I use employees trained and approved by the va on all aspects but are provided by a temp agency on a contingency basis if need or do I need to staff them and pay them as a stand by employee. I need to know this as to how to properly budget my costs | The contractor will be required to ensure all personnel complete required training and is completed and up to date prior to working on VA property. We can provide the TMS course numbers/titles required to work in a VA facility at award. No temp agencies. Background check is required to be on federal property and will need to be submitted prior to staff coming on board. ID's are required as well. |
| 30 | Will this contract require me to furnish toilet tissue, paper towels, hand soap, trash liners and similar high-volume consumables, or simply just the cleaning supplies my staff uses to clean with? | Those will be provide by the government. |
| 31 | Has there been a company servicing these locations and if so, why are they not still doing it? | They are still providing service as the contract will be coming to end and replaced with this contract |
| 32 | Do you need me to submit a capabilities statement for this solicitation? | Capablity statements are always welcome |
| 33 | The PWS identifies four performance locations and states that contractor employees will be assigned across the various locations. Please provide the approximate travel distance and/or travel time between each performance location. | 1 hour to Stillwater from okc and 1.15 hours to Lawton. |
| 34 | Is there a current incumbent contractor performing the janitorial services identified under this requirement? If so, please provide the incumbent contractor's name, contract number, and contract value, if available. | Contractor WCT Technical - Contract # 36C25922P0708 $1,115,048.52 base year and total contract with 4 options was 5,575,242.60. |
| 35 | Does the VA intend to conduct a site visit for the facilities included in this requirement? | Site visit August 20th, 2026 at 9am CST |
| 36 | If a site visit is scheduled, will the VA consider extending the solicitation response deadline to provide offerors sufficient time to incorporate information obtained during the site visit and submit any additional questions resulting from the visit? | An extension of close date will be considered |
| 37 | Which OKC cleanable SF should be used for pricing 353,720 SF or 351,550 SF? The floor-by-floor cleanable SF table totals 2,170 SF less than the stated contract quantity. | Please use the larger square footage number for bid purpose but amendment will follow. |
| 38 | What wage determination applies to the Lawton and Stillwater locations? The incorporated WD lists only seven Oklahoma counties and does not identify all contract performance locations. | Wage determinations have been updated to include all loactions and counties of performance. |
| 39 | Which work hours govern the CBOCs? Section 2 lists 8:00 a.m.–4:30 p.m., while Section 5 states 6:00 a.m.–2:30 p.m. and 3:00 p.m.–11:30 p.m. | CBOCs are Monday through Friday from 8am to 430PM. Section 5 pertains to the main facility. |
| 40 | What hard-floor and carpet SF and floor-care frequencies should offerors use for pricing? The current requirement uses “as needed” without measurable quantities or frequencies. | This is something that cannot be determined as flooring changes frequently with new contruction projects throughout the facility. |
| 41 | Approximately how many curtains are included in the six-month replacement cycle, and are replacement curtains VA-furnished? The quantity and furnishing responsibility are not stated. | Quantity and furnishment are provided by the VA. All supplies and equipment are provided by the VA. |
| 42 | What response time is expected for spill calls? The requirement calls for prompt, short-notice response but establishes no measurable response andard. | immediate |
| 43 | How will Government-directed schedule changes be handled if they require additional labor or hours? The PWS permits immediate schedule changes while prohibiting overtime. | If changes in labor hours change or tour of duty change this will lead to a potential modification of the contract |
| 44 | What historical RMW, sharps, and trace-chemotherapy waste volumes should offerors use for pricing, and which waste supplies are VA-furnished? No workload quantities are provided. | All supplies are funished by the VA. Only labor is required. Disposal of waste and RMW is paid for by the VA. |
| 45 | Do the Lawton locations require Fort Sill/DoD access credentials in addition to VA background checks and identification requirements? Additional access requirements could affect staffing and mobilization. | Lawton / Fort Sill credentials are separate from the VA. The vendor is required to get access to the military base and to establish personnel at each CBOC. Recommend Real ID as well as working with your staff to get on base. |
| 46 | How much mobilization time will be allowed after award for training, background checks, PIV processing, and qualification of backup personnel? These requirements must be completed before personnel can perform. | 1-2 weeks. Based off vendors capability. |
| 47 | Should Option 3 run from September 1, 2029 through August 31, 2030? Option 2 ends August 31, 2029, but Option 3 currently begins September 1, 2030, leaving a one-year gap. | Option year period errors have been corrected with amendment |
| 48 | Is there a minimum staffing requirement by location or shift, including required leads or supervisors, or is staffing entirely contractor-determined? The PWS references leads, supervisors, and backup employees but provides no minimum staffing level. | This is not a staffing contract, it is a squarefootage contract. This contract is for expirienced vendors to deterime staffing levels based off squarefootage in the PWS/SOW. |
| 49 | Does the Hospital have a minimum number of employees it wants on each shift? | The government does not control incumbent staffing levels. The contract is based on square footage, and the government cannot direct the contractor on how to perform the work outlined in the PWS. |
| 50 | The hospital wants workers on Federal holidays, do the clinics on Fort Sill and the Stillwater Clinic want workers on federal holidays? | If the facility is open and operational. |
| 51 | Would you like Technical Proposal, or just Past Performance and Price? | Past performance and Price |
| 52 | So that I can staff this properly, can you give us a restroom count for each floor of the hospital and for the CBOCs? | There are approximantly 8-12 restrooms average per floor of the main facility and varies at the CBOCs, ranging from 4-9 restrooms at CBOCs. Again, new areas are made throughout the facility with construction projects and is changing from time to time. |
| 53 | Do the CBOCs require personnel to be present for the 8 hour day? | Personnel must be present during entire shift. |
| 54 | Is there a 100% DVBE requirement? | This is 100% SDVOSB (Service Disabled Veteran Owned Small Business) set-aside |
| 55 | For: Lawton Main VA Community Based Outpatient Clinic, Lawton North VA Community Based Outpatient Clinic and Stillwater VA Community Based Outpatient Clinic .. is the requirement to have someone on site for the entire service period of 8:00am-4:30pm? Or, once the service is complete can the employee leave the facility? | Service employees must be able and willing to do service during the entire tour of duty |
| 56 | Is the walkthrough mandatory? | NO |
| 57 | What is the wage determination? | The wage determinations are listed for each location on the amendment |
| 58 | Oklahoma City VA Medical Center: Is there a minimum custodian requirement for this site per shift? | The government does not control contractor staffing levels. The contract is based on square footage, and the government cannot direct the contractor on how to perform the work outlined in the PWS. Additionally, the requirements have changed from the previous contract, with square footage either increasing or decreasing. This requirement must stand on its own as written in the PWS. |
| 59 | Can the supervisor be a working supervisor and account for a crew member or separate from the crew? | YES |
| 60 | FAR 52.222-43 will be in contract | Please note that FAR 52.222‑43, as shown on page 41 of the amendment, is incorporated by reference into the solicitation. This means the clause is fully part of the solicitation and carries the same legal force and effect as if its complete text were written out in full. FAR guidance explains that clauses may be included by reference to streamline solicitations while still ensuring they apply in their entirety. Although the clause text does not appear verbatim, it is legally binding and must be followed. The full text of FAR 52.222‑43 is available online, and we will provide it upon request. |
| 61 | Is the site visit mandatory for the winning solicitation? Will our bid not be considered if we did not do a site visit? | Site visit is NOT mandatory |
| 62 | Could you clarify the correct set-aside status because this opportunity is listed twice: Service-Disabled Veteran-Owned Small Business (SDVOSB) and No set aside. | Set aside for SDVOSB 100% |
| 63 | The SF1449 on sam.gov is not allowing me to open and input information on it. Would you be able to send me an unlocked version of this SF1449? | You will need to click Review in the Microsoft Word menu bar. After that, select Restrict Editing, then choose Stop Protection in the bottom-right corner. |
| 64 | Rev 30 Wage Determination that should be in effect. Are you going to incorporate this into the RFQ? The DOL has it dated Aug 6 and the RFQ is dated Aug 9. | Correction made with amendment |
| 65 | The hospital wants workers on Federal holidays, do the clinics on Fort Sill and the Stillwater Clinic want workers on federal holidays? | CBOCS do not operate on Federal Holidays. Our main hospital is a 24/7 operation and will need to be cleaned 365 days per year in perpetuity. |
| 66 | Would you like Technical Proposal, or just Past Performance and Price? | Past performance and Price |
| 67 | So that I can staff this properly, can you give us a restroom count for each floor of the hospital and for the CBOCs? | Lawton Main and Lawton North have approximatly 10-15 between both of them. Stillwater has 4 restrooms. |
| 68 | Do the CBOCs require personnel to be present for the 8 hour day? | Personnel must be present during entire shift other than breaks/lunchs |
| 69 | Do we need PIV access? | Police servciea are granting access to the trash doc only |
| 70 | Trash Bins used? | standard trash cans and our 180 gallon dumpster bins. |
| 71 | Parking allowed on site? | No parking for contractors are allowed on site unitl futher notice |
| 72 | Patient rooms needing cleanded? | Only outpatient rooms are cleaned by contractors. All inpatient care is handled by in house staff. Please refer to the SOW for exceptions and what is including with cleaning |
| 73 | Are we responsible for cleaning the outside fo the facility? | No parking for contractors are allowed on site unitl futher notice |
| 74 | Elevators needing to be cleaned? | Yes, daily, this would be discussed with the COR but 2nd shift would be mainly responsible for upkeep on the elevators due to less traffic on them |
File details come from the government source that posted it. Updated .