S201--Housekeeping / Janitorial Services | Dayton VAMC - Fisher House

The purpose of this solicitation amendment is to answer questions from industry.

WHO IS THE INCUMBENT? Smart Start Commercial Services

What is the current contract number: 36C25022P1611

What is the final year total contract amount: The current contract is a short-term bridge and does not have 1 year period of performance. (POP 7/18/2022 3/18/2023), Total Cost $73,320.00

2. CAN WE ROLL OVER THE PRESENT EMPLOYEES TO OUR COMPANY? Yes

3. DO THE JANITORIAL STAFF HAVE PARKING PRIVILEDGEs? Yes, there is ample parking in the Fisher House parking lot directly behind the Fisher House. Housekeeping staff will be given a parking pass to park in the Fisher House parking lot. If the parking lot were to be full, FH staff and housekeeping will park in VA staff/visitor parking lot adjacent to the Fisher House.

4. DO YOU ROLL OVER ALL ADMINISTRATION (BACKGROUND CHECK, DRUG SCREENING)? The Government has asked for clarifications on this question. We will provide our answer once we receive feedback from the vendor.

5. IF YOU ARE HAVING PROBLEMS WITH THE CURRENT CONTRACTOR, THEN ASK SPECIFICALLY WHAT ARE YOUR CONCERNS? Contract requirements such as maintaining adequate staffing and hiring trained professional staff have been challenges over the past few iterations of this contract.

6. IS THE CLEANING COMPANY RESPONSIBLE FOR YOUR RECYCLE PROGRAM AND IF SO TO WHAT EXTENT? The Dayton VAMC has a campus recycling program. The housekeeping staff empty the kitchen recycling receptacles (usually 1-2x s a day, depends on need) and takes the bags of recycling outside to an external recycling trashcan (sits on the west back porch of the house) and the Dayton VAMC EMS team removes the recycling from the trashcans and takes it to a central location. There is also an area on the porch for collapsed boxes, that is then removed by Dayton VAMC EMS.

7.HOW MANY RESTROOMS ON EACH FLOOR? There are 8 guest rooms on each floor, each guestroom has a private bathroom attached to their bedroom. On the first floor of the house there is also a bathroom in the manager s office and a common area bathroom (this is the only bathroom without a shower, bathroom only has toilet and sink. HOW MANY BLINDS IN EACH OFFICE/ Rooms? Each guestroom has 1 set of wood plantation shutters that are fixed at each side to the window frame and open at the center. Each shutter has wood slats with a center spindle that open and close the shutters. The corner guestrooms (both upstairs and downstairs, a total of 8 rooms) have 2 sets of shutters. 2 of the guestrooms share a round window in their bathroom (at the front of the house) and have a ½ circle shutter in each room. The common area: living room, dining room, manager office have 1 set of shutters and curtains, and there are 4 shutters on the patio door/windows at the back of the house/family room. The shutters open and close easily and give access to cleaning the inside windowsill, windows and all sides of the shutter. Do the Buildings have ELEVATORS AND STAIRWELLS? There is an elevator in the house, that is cleaned by housekeeping and utilized to take the cart upstairs for cleaning upstairs guestrooms. There is one central staircase in the center of the house that has wood floors with a secured carpet runner. There are 2 fire stairwells from the upstairs of the house, one leads to the exterior of the house and the other leads to the 1st floor. Both have tile landings and concrete stairs and are cleaned by housekeeping.

Will the Fisher house provide a guest check-in/out schedule in advance? We use a visual white board (located in the housekeeping closet) to show anticipated check-in s and checkouts, but things can change several times in a day (or not at all). We receive unscheduled check-in s when a Veteran is admitted through the ER or we can get same day consults from the hospital. Checkouts vary, some guests stay a shorter amount of time (Veteran discharges earlier, Hospice families leave sooner due to death of a Veteran, etc.) and some guests stay longer than original requested and receive extensions on their original stay. We use the white board to show occupied rooms, rooms checking in, rooms checking out, etc. This board is fluid and updated as information is received. Housekeeping only updates the board to show us when a room has been cleaned.

Do you have a floor plan available for contractor's use? See attached. The room numbers do not correspond to our specific rooms and some of the exterior of the house/area is a little different but the floor plan itself are correct. This is the contractors master floor plan used to build many Fisher Houses. All total the house is over 13,500 square feet.

For the supplies listed in the price schedule, will the COR place an order with the contractor, or should the contractor place an order after COR's consent? The Fisher House manager will communicate with the site supervisor on what is needed (or vice versa). The vendor will then make the order for the needed supplies.

What is the work frequency for the following periodic services? Please identify if it is based on a needed basis or at the request of the COR.Â

Steam, deep clean, and scrub floors: As stated in the PWS, the tile floors were recently cleaned and sealed (completed October/November 2022). At this time, every day mopping is all that has been necessary and likely will be the routine cleaning. Any additional steaming, deep cleaning or scrubbing will be as needed and not on a regular basis. Fisher House does have a Bissel residential steam mop that has been sufficient thus far (prior to floors being cleaned/sealed) if additional cleaning was needed.

Clean interior windows: wiping down and cleaning the windows from the interior is completed each time the room is turned over, any specific window cleaning is as needed and what can be reached by a step stool, i.e.: screens can be removed, and windows can be cleaned from the inside of the house.

Clean exterior windows: Mostly pertains to warmer months and windows on 1st floor (access from the porch/patio), wiping down/washing window and frame. Mostly as needed and checking the windows on a weekly basis for dirt, etc.

Clean/shampoo Rug area: As needed basis. At this time, we shampoo each guestroom rug 2-3 times a year and if needed due to soiling in-between routine shampooing of carpets.

Furniture upholstery cleaning throughout room: At this time, we shampoo the fabric guestroom chairs, and chairs in the dining room, living room and family room as needed or about 2x s each year (and as needed when soiled). This is subject to change due to increased occupancy and when/if the need arises.

Have there been any changes to the scope of work? The PWS has changed slightly since the last contract. The Government defined the housekeeping staff and their responsibility, Provided updated list of supplies for the vendor to provide with estimated quantities.

Are there any security requirements other than the sign in log for access to the site? I am assuming we will need to have visitors badges or will we be issued badges if awarded? For the short term (first 30-120 days) we will issue a visitors badge to all new employees. During the (31-120 days) we will initiate the process to obtain formal VA Issued badges. All VA employees are required to go through PIV Badging Process (SF306, Fingerprinting, EQIP Background Check).

How would you like your proposal to be submitted? Proposals are to be submitted via email, instructions to offerors are in the solicitation document.

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2023-01.

This solicitation is set-aside for CVE/VetCert verified SDVOSBs (Service-Disabled Veteran Owned Small Businesses).

The associated North American Industrial Classification System (NAICS) code for this procurement is 561710 Janitorial Services, with a small business size standard of $19.5 Million. The FSC/PSC is S201 Housekeeping Janitorial

The following Wage Determinations apply to this contract.

Dayton, OH VA Medical Center

Wage Determination No. 2015-4731 | Revision No. 19

Date of Last Revision: 12/27/22 www.SAM.gov

Contracting Office Address

Department of Veterans Affairs

Network Contracting Office (NCO-10)

3140 Governor s Place Blvd. Suite 210

Kettering, Ohio 45428

Is seeking to purchase Hospitality / Janitorial Services and supplies. All interested companies shall provide quotations for the following: