S201--Janitorial Services - Dayton VA Medical Center
Closed Solicitation Posted
This opportunity was awarded. See the award notice from .
- Solicitation number
- 36C25025Q0793
- Agency
-
Veterans Integrated Service Network 10
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- Service-Disabled Veteran-Owned Small Business
Opportunity facts
- NAICS code
- 561720 Janitorial Services
- PSC
- S201 Housekeeping- Custodial Janitorial
- Place of performance
- US Department of Veterans Affairs Dayton VA Medical Center Dayton, Ohio 45428, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Network Contracting Office (NCO-10) is soliciting quotes for comprehensive janitorial services at the Dayton VA Medical Center through solicitation number 36C25025Q0793. The procurement covers cleaning services for approximately 338,200 square feet across 13 buildings, including administrative areas, clinical facilities, warehouses, and a chapel, with services to be performed Monday through Friday between 11:00 AM and 7:30 PM. The contract period spans six months from September 1, 2025, through February 28, 2026, with a potential six-month extension available under FAR 52.217-8. Offerors must submit comprehensive technical and administrative documentation including technical approaches, project plans, quality control plans, and past performance references. Evaluation will consider administrative compliance, technical capability, pricing, and past performance using a comparative approach. The response deadline is August 22, 2025, at 1:30 PM Eastern Time, with a site visit scheduled for August 14, 2025, from 10:00 AM to 12:00 PM at the Dayton VA Medical Center.
This procurement is set aside exclusively for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) under NAICS code 561720 with a small business size standard of $16.5 million. There is currently no incumbent contractor, as janitorial services are presently performed internally by VA staff, but the agency requires external assistance due to hiring freezes and staffing challenges. While no specific contract value is disclosed, the government reserves the right to increase the total contract value by up to 20% of the base award and may add or remove facilities as needed. The scope includes specialized cleaning requirements such as carpet maintenance for 206,888 square feet of carpeted areas, floor stripping and waxing for 76,200 square feet of hard surfaces, and twice-daily restroom sanitization. All services will be performed at the Dayton VA Medical Center located at 4100 West Third Street, Dayton, Ohio 45428, with the government providing all necessary equipment including scrubbers, burnishers, extractors, and cleaning supplies.
Notice text
6 versions
Update #6 · Latest ·
The purpose of this solicitation amendment is to provide answers to questions.
To clarify Section3 & 4 - the government is providing everything for these services in
the SOW to be accomplished- equipment, supplies, chemicals, paper consumables, etc.?
Yes
Please provide a list of the equipment that will be available for use during the during the contractors shift.
Scrubbers, Burnishers, Extractors, Shop Vacs, mops, brooms, HKA Carts and vacuum cleaners.
Please clarify that the contractor has priority use of the equipment during the shift.
Patient Care has priority use of equipment, however vendor will have access to equipment.
What is the course of action if equipment is not available for the contractor to use?
Notify the COR
Is bi-monthly twice a month, or every two weeks?
Twice a month
What is the square footage that requires carpet maintenance?
Building
Function
Carpet Square Footage
115
Administrative
14,500
118
Chapel
5,350
126
Administrative
10,098
127
Administrative (Police)
6,375
128
Administrative
9,200
135
Administrative
1,875
143
Warehouse
0
302
Outpatient Clinical
44,200
305
Administrative
2,200
401
Administrative
20,425
408
Administrative
28,785
409
Administrative
33,880
411
Administrative/Kitchen
30,000
Total:
------------------------------
206,888
What is the square footage that requires stripping and waxing?
Building
Function
Hard Surface Square Footage
115
Administrative
500
118
Chapel
50
126
Administrative
100
127
Administrative (Police)
2,000
128
Administrative
0
135
Administrative
0
143
Warehouse
0
302
Outpatient Clinical
0
305
Administrative
38,080
401
Administrative
1,075
408
Administrative
9,875
409
Administrative
14,520
411
Administrative/Kitchen
10,000
Total:
------------------------------
76,200
What times are preferred for the 2x a day restroom sanitation cleaning?
Beginning of Shift and End of Shift
We were informed that the chapel needs service only 2x week; if correct, please edit the SOW to reflect the change and what days should the service be provided/
Chapel will need to be cleaned every Monday and every Friday.
Please adjust the square footage of the areas to be cleaned; the SOW has total building square footage, but was clarified during the site visit that the areas of responsibility square footage is considerably less.
Building
Function
Effort Square Footage
115
Administrative
15,000
118
Chapel
5,400
126
Administrative
10,200
127
Administrative (Police)
8,500
128
Administrative
18,400
135
Administrative
7,500
143
Warehouse
27,000
302
Outpatient Clinical
52,000
305
Administrative
44,000
401
Administrative
21,500
408
Administrative
30,300
409
Administrative
48,400
411
Administrative/Kitchen
50,000
Total:
------------------------------
338,200
The buildings are far apart from each other, will golf carts be considered equipment and provided by the VA?
No, golfcarts will not be provided by VA for vendor use.
Being that the VA will be providing the equipment, how will the VA provide equipment in the buildings that don t have equipment currently assigned to it?
Notify the COR to have equipment relocated to point of use.
Please clarify the second bullet point in the instruction section: Please omit any PII for any person(s). Page 35, staffing plan and scheduling flexibility.
Re. PII, we request that the staffing plan should not include any information that can be used to identify an individual personally. This includes, but is not limited to:
Last Names
Social Security Numbers
Phone Numbers
Email Addresses
Home Addresses
Dates of Birth
Any other personal identifiers
The purpose of this request is to ensure the privacy and security of individuals' personal information. Instead of providing specific personal details, please list the roles and the number of personnel required for each role. For example:
1 Manager
6 Janitors
[Other roles as applicable]
Who is the incumbent?Â
There is no current incumbent.
What is the current annual contract value?
There is no active current contract.
Can you confirm whether there are any anticipated follow-on contracting opportunities for these services after the base period, and if there is potential for extension or transition into a longer-term contract?
Currently there are no plans for services after the initial BASE period of 6 months. If a longer duration contract is needed a separate solicitation will be released and awarded.
Can you confirm whether there is a preferred or required number of personnel expected on site during the listed shift?
No
Are there any minimum staffing requirements per building? Â
No
Update #5 ·
The purpose of this solicitation amendment is to update the Site Visit Information to adjust the meeting location as it has recently been changed.
The site visit is hereby scheduled to the following:
SITE VISIT:
It is strongly suggested and expected that the offeror inspect the campuses to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award. A site visit is not a requirement to offer a quote. The Government has allocated the following Date/Times for site visits. All prospective quoters shall check in with Police Services to obtain a visitor s badge. All prospective quoters shall follow Covid Protocols as directed by VA / CDC guidance. All times below are EST.
Dayton VA Medical Center | 8/14/2025 | 10:00 AM 12:00 PM (2 Hours)
4100 West Third Street, Dayton, OH 45428-9000
All Visitors Must check in with Police Services building 127
After Checked in With Police Services please go to building 128, room 108 to meet with Site POC, Will Large. All companies shall sign-in for this site visit upon reaching Building 128.
All participants shall arrive at building 128, room 108 by 10:00 AM EST as the tour will commence at 10:10 AM EST. Any participants that arrive after the tour has started may not be accepted.
Update #4 ·
The purpose of this solicitation amendment is to update the Site Visit Information to add approximately 1 hour to the site visit and other information.
The site visit is hereby scheduled to the following:
SITE VISIT:
It is strongly suggested and expected that the offeror inspect the campuses to be serviced to fully understand the nature of the work and the conditions under which the work is to be performed. In no case shall failure to inspect the campus constitute grounds for a claim after contract award. A site visit is not a requirement to offer a quote. The Government has allocated the following Date/Times for site visits. All prospective quoters shall check in with Police Services to obtain a visitor s badge. All prospective quoters shall follow Covid Protocols as directed by VA / CDC guidance. All times below are EST.
Dayton VA Medical Center | 8/14/2025 | 10:00 AM 12:00 PM (2 Hours)
4100 West Third Street, Dayton, OH 45428-9000
All Visitors Must check in with Police Services Building 127
After Checked in With Police Services please go to Building 408, Room 208B to meet with Site POC, Will Large. All companies shall sign-in for this site visit upon reaching Building 408.
All participants shall arrive at building 408, room 208B by 10:00 AM EST as the tour will commence at 10:10 AM EST. Any participants that arrive after the tour has started may not be accepted.
Update #3 ·
The purpose of this solicitation amendment is to answer questions from industry and to update the estimated period of performance start and end dates.
Questions:
The current period of performance is 6 months. Is this procurement an extension or bridge of the current award for the incumbent contractor? Â
No, this is not an extension or a bridge of the current award. There is no active contract for Janitorial Services currently at Dayton VA Medical Center.
Based on the period of performance being for six months, is the Dayton VAMC building in the process of being sold or decommissioned? Â
No, please see Amendment 1 Question #6
Supplemental Insurance Requirements: General Liability Insurance: The solicitation states that Contractors must have at least $100,000 of Workers' compensation and employers' liability. As Ohio is a state that requires employers purchase Workers compensation insurance through the State of Ohio and not through private insurance companies, can offerors submit their current insurance policies, and then provide the policy through the State of Ohio within 10 days of contract award?
The Government can accept your current general liability from any state as part of your proposal submission. However, you will be required to provide proof of Workers' Compensation insurance as mandated by the State of Ohio prior to contract award.
We will issue an apparent successful offeror email to the selected vendor. Then the Apparent Successful Offeror will then have 10 Calendar days to provide proof of insurance to the Contracting Officer to be awarded the contract. If the Contracting Officer does not receive proof of insurance then we will move on to the next vendor.
What is the contract number that the current incumbent is working under.Â
Please refer to question 1, above.
What is the overall plan once the six-month period of performance is completed, will there be a follow-on contract for a longer period of performance? Any context for the short period of performance would be helpful for SDVOSBs as they consider expending the required resources for a submission response.Â
The plan for any follow-on contracts has yet to be determined, Please see responses from amendment 1 Question # 1 and Question # 6.
During the upcoming site visit, will the offerors be allowed to ask questions or will all questions need to be submitted to the Contracting Officer after the site visit?Â
During the site visit, the Site Point of Contact (POC) will address any questions that can be answered with information provided in the Performance Work Statement (PWS). This will help to ensure that all offerors receive consistent information.
However, for any questions that are not addressed in the PWS or require further clarification, we ask that these questions be emailed to the Contracting Officer prior to the Q&A deadline. This will allow us provide comprehensive and uniform responses for all potential offerors.
Estimated Period of Performance Start Date:
The estimated start date for this requirement is hereby changed to September 22, 2025. Any period of performance listed in the solicitation, schedule, amendments, or other publicized documents shall now reflect the new start date of September 22, 2025.
The period of performance is still 6 months in total duration, with an estimated end date of March 21, 2026.
Update #2 ·
The purpose of this solicitation amendment is to answer questions from industry.
Questions:
Will there be a solicitation for base year plus 4 after this six (6) month requirement?
At this time, this requirement is for a six (6) month period. The solicitation does include FAR 52.217-8, which allows for an extension if the Government requires services after the initial six (6) months. However, this extension is not guaranteed and would only be for a maximum of six months.
Why is the Period of Performance limited to only six (6) months without any stated option periods?
Please see Question 1 response
Is this intended as a bridge contract to a longer-term requirement?
Please see Question 1 response.
Is there an upcoming recompete or consolidation effort for janitorial services at the Dayton VAMC?
No, please see response to question 1
Given the short performance period, will there be flexibility in onboarding timelines and mobilization requirements post-award (e.g., onboarding, clearances, training)?
Given the short performance period, we recognize the importance of ensuring a smooth and efficient onboarding process. Consequently, we will provide some flexibility in the timelines for onboarding, clearances, and training post-award. Our goal is to work collaboratively with awarded vendors to accommodate any reasonable adjustments needed to complete these requirements effectively. However, please note that onsite performance must commence on 9/1/2025.
Are there currently any performance issues with the incumbent contractor that may have prompted the shortened solicitation period?
There is no incumbent, the services are performed internally, however with the current hiring freeze and other challenges our staff requires additional assistance for a short duration of time.
The RFP states the period of performance is from 9/1/25 2/28/26. Is this the extent of the work or will it have options to be extended?
Please see question 1 response
Who provides cleaning equipment, chemicals and supplies (Section 1.1 says Contractor provides, Section 3.1 & Section 4 says Government provides)?
1.1 Description of Services/introduction: shall now read; Contractor shall provide all management, and labor necessary to ensure that custodial services are performed at the Dayton VA Medical Center consisting of approximately 13 buildings (338,200 SQ Ft.) in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance. The Contractor shall perform cleaning services in administrative, after-hour clinics and common areas. Minimum cleaning frequencies   are established in Appendix A, Veterans Affairs Custodial Task Frequency. All work performed by the contractor shall be performed in accordance with all applicable laws, regulations, HAF standards, instructions, and commercial practices.
Are there onsite accommodations to launder mop heads?
No, there are currently no onsite laundering facilities.
Update #1 ·
This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes only the 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 25-12.
This solicitation is set-aside for SBA Certified Service-Disabled Veteran Owned Small Businesses (SDVOSB), and will be competed in accordance with FAR 13, Simplified Acquisition Procedures.
Offerors are to submit all items located in the Quote Preparation Instructions / Instructions to offerors. There is a site Visit scheduled, please see Site Visit section below.
The associated North American Industrial Classification System (NAICS) code for this procurement is 561720 Janitorial Services, with a small business size standard of $16.5 Million Dollars. The FSC/PSC is S201 - Housekeeping Custodial Janitorial.
The Network Contracting Office (NCO-10) is seeking to purchase Janitorial Services for the Dayton VA Medical Center.
All interested companies shall provide quotations for the following:
Files
| File | Type | Posted |
|---|---|---|
| 36C25025Q0793 0005.docx | DOCX document | |
| 36C25025Q0793 0004.docx | DOCX document | |
| 36C25025Q0793 0003.docx | DOCX document | |
| 36C25025Q0793 0002.docx | DOCX document | |
| 36C25025Q0793 0001.docx | DOCX document | |
| 36C25025Q0793.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| S201--Award Notice - Janitorial Services Dayton VA Medical Center | Award Notice | |
| This notice | Solicitation |
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