S201--Janitorial Services Amendment 0002

Questions and Answers

Question 1: In order to proceed with preparing our quote, I would appreciate your clarification regarding Attachment 5. Specifically, does the reference to 15 hours indicate a requirement for daily services of 15 hours, or is it intended solely as a cost reference for that duration?

Government Response: The quantity amount of 15 hours on Attachment 5 indicates that services would be performed on an average of 15 hours per week.

Question 2: Who is the current contractor? What is the current contract amount? If you are unable to provide the current contract amount, what is the current budget your agency has for this project?

Government Response: The Incumbent Contractor is Sanford Federal, Purchase Order 36C25922P0375. The current contract amount or budget information will not be provided.

Question 3: The Statement of Work (SOW) references semi-annual services for stripping and waxing floors, as well as deep cleaning carpets. Are there any specific material or equipment standards (e.g., type of wax, carpet shampoo) that must be followed?

Government Response: It is up to the Contractor to provide those services semi-annually. The choice of products shall be forwarded to the Contracting Office s Representative (COR) for review.

Question 4: The SOW indicates that cleaning shall be conducted Monday through Friday from 4:30 PM to 9:00 PM. Are there any restrictions or requirements regarding access to specific areas during those hours?

Government Response: Yes, the Contractor will have to come in early to clean the Medical Supply Room to have access during the week.

Question 5: Are there any infection control standards (e.g., use of EPA-approved disinfectants) that the contractor must follow in patient care areas?

Government Response: Yes, the Contractor is required to do the 2-step cleaning process in accordance with the CDC Standard.

Question 6: For the Quality Control Plan (QCP), does the Government have a preferred format or set of performance metrics that should be incorporated?

Government Response: The facility will randomly be inspected throughout the year. Deficiencies will be sent to the point-of-contact (POC) of the Contractor or the Program Manager.

Question 7: Is there a mandatory response time for corrective actions in case of a deficiency noted during a Government inspection?

Government Response: Yes, 24-48 hours after notification to the POC/Program Manager.

Question 8: The Pricing Schedule requires submission of a unit price per job. Should pricing reflect the cost of labor, supplies, and overhead combined, or should it be broken down into separate cost elements for evaluation purposes?

Government Response: The quote submission using the attached Pricing Schedule should only include the estimated cost per hour (unit cost).

Question 8: Will the Government provide any baseline data or historical costs for similar janitorial services at the Gillette VA Outpatient Clinic to assist with cost realism analysis?

Government Response: No, the Government will not provide baseline data or historical costs for similar services at the Gillette VA Outpatient Clinic. It is not the Government s responsibility to assist with cost realism analysis.

Question 9: Is there a preferred font size and margin specification for the technical proposal?

Government Response: There is not a preferred font size and margin specification for the technical proposal.

Question 10: The solicitation states that past performance information should not exceed two pages per reference. Would additional supporting documents such as performance evaluations or customer references be acceptable as an appendix?

Government Response: The offeror may submit additional supporting documents as an appendix.

Question 11: The VA Notice of Limitations on Subcontracting states that the contractor must perform at least 50% of the work. Would subcontracted labor used for non-custodial tasks (e.g., supply delivery) count toward the 50% self-performance threshold?

Government Response: The contractor must be able to provide at least 50% of the work. That is including non-custodial tasks, such as supply delivery.

Combined Synopsis/Solicitation

for

Janitorial Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with (IAW) 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.

Solicitation number 36C25925Q0274 is issued as a Request for Quotations (RFQ).

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03.

This acquisition is a Total Set-Aside for Service-Disabled Veteran Owned Small Businesses (SDVOSB). The North American Industry Classification System (NAICS) code is 561720 Janitorial Services with a small business size of $22.0 Million. The Service Code is S201- Housekeeping Custodial Janitorial.

Quoters must be registered in the System for Award Management (SAM) at https://sam.gov at the time of quotation submission to be considered for award.

Department of Veterans Affairs, Network Contracting Office 19, Located at 6162 S. Willow Drive, Suite 300, Greenwood Village, Colorado 80111, in support of the Gillette VA Community-Based Outpatient Clinic (CBOC), is requesting quotations for Janitorial Services. The Offeror shall submit prices for Janitorial Services for one base-year and four one-year option periods. The estimated period of performance for this requirement is April 1, 2025, to March 31, 2030.

Description and Pricing Schedule: The contractor shall furnish all labor, supervision, management/support, transportation, supplies, equipment, and materials, except Government-furnished supplies, space and utilities as listed in the attached Statement of Work (SOW) to provide custodial services at the Gillette VA CBOC, 604 Express Dr, Gillette, WY 82718. All interested SDVOSBs shall quote the unit price (i.e., the price per job) on the attached Pricing Schedule.

FAR 52.212-1 Instructions to Quoters Commercial Products and Commercial Services (SEP 2023) apples to this acquisition.

Addendum to FAR 52.212-1 Instructions to Quoters Commercial Items

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer (CO) will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

OFFER SUBMITTAL INSTRUCTIONS:

1) Quoters shall submit offers by Due Date/Time specified in section XIV. Late quotes will not be considered except as IAW VAAR 852.273-70 - Late Offers (NOV 2021).

2) Quoters shall acknowledge all amendments to the solicitation and include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

3) Quoters shall complete the attached Price Schedule.

4) Quoters shall submit a description of the technical approach that will be utilized to meet the Government s requirement (not to exceed three pages).

5) Quoters shall submit past performance information (contract number, agency, and dollar value) for no more than two recent (performed within the past three years) and relevant (similar services and magnitude) commercial or federal contracts for the same or similar services. Quoters shall identify if no past performance information exists (not to exceed two pages per contract reference).

6) Quoters shall complete 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.

7) Quoter agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes.

Offers received that do not comply with the terms and conditions of the solicitation and/or have missing documentation may be considered non-compliant and eliminated from evaluation. The CO will not notify unsuccessful quoters that responded to this RFQ.

FAR 52.212-2 Evaluation-Commercial Items (NOV 2021) applies to this acquisition.

Addendum to 52.212-2 Evaluation Commercial Products and Commercial Services

(a) Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

(b) The following factors shall be used to evaluate quotations:

(1) technical capability to meet the Government s performance requirement;

(2) price

(3) past performance

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

(1) Technical: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s performance requirements identified in the SOW and outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

(2) Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The total evaluated price will be that sum.

(3) Past Performance: The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) applies to this acquisition.

Addendum to FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023)

The following provisions and clauses are incorporated into FAR 52.212-4 as an addendum:

FAR 52.204-7 System for Award Management (OCT 2018)

FAR 52.204-13 System for Award Management Maintenance (OCT 2018)

FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020)

FAR 52.204-17 Ownership or Control of Offeror(AUG 2020)

FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020)

FAR 52.204-20 Predecessor of Offeror (AUG 2020)

FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (NOV 2021)

FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)

FAR 52.204-26Â Covered Telecommunications Equipment or Services-Representation (OCT 2020)

FAR 52.217-5 Evaluation of Options (JUL 1990)

FAR 52.217-8 Option to Extend Services (NOV 1999)

30 days of contract expiration.

FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)

30 days, 60 days

FAR 52.222-22 Previous Contracts and Compliance Reports (FEB 1999)

FAR 52.228-5 Insurance-Work on a Government Installation (JAN 1997)

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998)

https://www.acquisition.gov/browse/index/far (FAR) and

https://www.acquisition.gov/vaar (VAAR)

VAAR 852.201-70 Contracting Officer s Representative (DEC 2022)

VAAR 852.203-70 Commercial Advertising (MAY 2018)

VAAR 852.209-70 Organizational conflicts of Interest (OCT 2020)

VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)

VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (NOV 2022)

VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

VAAR 852.242-71 Administrative Contracting Officer (OCT 2020)

VAAR 852.273-70 Late offers (NOV 2021)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Products and Commercial Services (JAN 2025) apples to this acquisition. The additional clauses below are incorporated by reference.

FAR 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023).

FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020).

FAR 52.204-27, Prohibition on a ByteDance Covered Application (JUN 2023)

FAR 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JAN 2025).

52.219-8, Utilization of Small Business Concerns (JAN 2025)

FAR 52.219-27, Notice of Set-Aside for, or Sole Source to, Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns Eligible Under the SDVOSB Program (FEB 2024).

FAR 52.219-28, Post Award Small Business Program Representation (JAN 2025).

FAR 52.222-3, Convict Labor (JUN 2003).

FAR 52.222-21, Prohibition of Segregated Facilities (APR 2015).

FAR 52.222-26, Equal Opportunity (SEP 2016).

52.222-37, Employment Reports on Veterans (Jun 2020)

FAR 52.222-41, Service Contract Labor Standards (AUG 2018)

FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014)

GS-5, $19.96

FAR 52.222-50, Combating Trafficking in Persons (NOV 2021).

FAR 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021).

FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024).

FAR 52.232-33, Payment by Electronic Funds Transfer - System for Award Management (OCT 2018).

VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the Contracting Officer.

VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (NOV 2022)

This is not a Defense Priorities and Allocations System (DPAS) rated requitement.

Quotations are due March 24, 2025, by 4:30 p.m., local Mountain Time. All questions/inquiries must be submitted to the Contract Specialist via electronic email no later than March 19, 2025, by 4:30 p.m., local Mountain Time.

Submit quotations or questions to the attention of the Contract Specialist, Karly Morris via email at: Karly.Morris@va.gov. Inquiries submitted via telephone will not be accepted.