S201--Janitorial Fisher House 1 and 2

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the Solicitation 36C24825Q1045 for Janitorial and Laundry services at the James A. Haley VA Medical Center. It clarifies requirements and addresses concerns to ensure accurate technical proposals.

• Past Performance Questionnaires (PPQs): The government will accept previously completed PPQs for similar work, provided they are current and submitted by the extended deadline of March 24, 2026, 11:59 PM.
• Quiet Hours: No specific cleaning quiet hours are required, as cleaning staff are present between 0800-1930.
• Storage: Dedicated, secured storage rooms for contractor chemicals and equipment will be provided in both Fisher House 1 and Fisher House 2.
• Linen Processing: Does not include handling of infectious or "red bag" linens.
• Financial Responsibility: Vendors should submit information from SAM.gov.
• Phase-in Period: An ongoing background check process is in place, with fingerprints required within the first week. No formal phase-in period is granted.
• Incumbent Information: Incumbent contractor information cannot be disclosed.
• Cleaning Schedule: Services are required 365 days a year (366 in leap years).
• Supplies: The VA provides dish soap, Mr. Clean products, scrubbing bubbles, Tilex, window cleaner, Clorox wipes, disinfectant spray, toilet bowl cleaners, toilet brushes, and some other similar cleaning supplies. The contractor must provide vacuums, mops, brooms, paper products (TP, paper towels, tissues, napkins), and heavy equipment like floor scrubbers.
• Background Checks: VA conducts routine background screens and fingerprinting. A Tier 1 (NACI) background investigation is required, and employees may begin services on an interim basis after a favorable SAC fingerprint result.
• SDVOSB Certification for JVs: The government will verify SDVOSB status by confirming the Managing Venturer's certification in the SBA database alongside the Joint Venture's active SAM.gov registration.
• Laundry Services: Bulk laundry is contracted by the contractor and taken off-site. Pressing is also handled by the contractor before delivery.
• Occupancy & Turnover: Average occupancy is approximately 50% annually. Room turnovers average over 70 per month (approx. 17 per week). Linen volume depends on turnover, with laundry service twice weekly.
• Staffing: Four staff per day is standard, but can be affected by PTO or house closures. Generally, 2 staff per house are needed unless high turnover requires assistance.

These clarifications provide essential details on requirements, supplies, staffing, and administrative processes, directly impacting proposal preparation and pricing. No extension to the proposal deadline was granted.

Questions & Answers / Clarifications

This document provides answers to questions submitted by potential quoters regarding Solicitation Number 36C24825Q1045 for Janitorial Services at Fisher House 1 and 2.

• The document contains highlighted Questions and Answers (Q&A) relevant to the solicitation.

• Bidders are instructed to review the attached Q&A document.

• Bidders must sign under Amendment No. and date on page 3 of 53 of the solicitation.

• The Request for Quote (RFQ) remains due on 3/26/2026 at 11:59 P.M. EST.

• Late submissions will not be accepted.

• The attached document is titled "RFQ 36C24826Q1045 - Answers for Fisher House 1 and 2 - Requirement - response 3."

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding Solicitation 36C24825Q1045 for Janitorial and Laundry services at the James A. Haley VA Medical Center (JAHVAMC) Fisher House 1 and 2.

• Past Performance Questionnaires (PPQs): The government will accept previously completed PPQs for similar work, but requires current PPQs by March 24, 2026, 11:59 PM.
• Storage: Dedicated, secured storage rooms for contractor chemicals and equipment will be provided in both Fisher House 1 and Fisher House 2.
• Linen Processing: The requirement does not include handling infectious or "red bag" linens.
• Financial Responsibility: Bidders should submit information from SAM.gov.
• Phase-in Period: An ongoing background check process is in place; fingerprints are needed within the first week. No specific phase-in period is granted.
• Incumbent Information: Incumbent contractor information cannot be disclosed.
• Service Days: Services are required 365 days a year (366 in leap years).
• Supplies: The VA provides specific cleaning supplies (e.g., dish soap, Mr. Clean, Clorox wipes). The contractor provides vacuums, mops, brooms, and paper products (TP, paper towels, tissues, napkins).
• Background Checks: VA conducts routine background screens and fingerprinting. A Tier 1 (NACI) background investigation is required, with potential for interim services after a favorable SAC fingerprint result.
• Immunizations: No specific immunization requirements (Hepatitis B, MMR, Varicella, Tdap, Influenza, TB screening) are mandated for contractor staff. COVID-19 vaccination/testing is not required, but sick employees must stay home.
• Laundry: Bulk laundry is handled off-site by the contractor. Pressing is also done off-site by the contractor before delivery.
• "Fragile" Items: No currently inventoried items are considered "fragile."
• Lost/Damaged Linens: Information regarding valuation for lost or damaged linens will be provided as needed.
• Occupancy/Turnover: Average occupancy is approximately 50%. Room turnover averages over 70 rooms per month. Linen volume depends on turnover, with laundry service twice weekly.
• Staffing: Four staff per day is standard, but can be affected by PTO or house closures.
• Weekend/Holiday Workload: Consistent with weekday operations.
• SDVOSB Certification: The government will verify SDVOSB status by confirming the Managing Venturer's certification in the SBA database and the Joint Venture's active SAM.gov registration, acknowledging current SBA system limitations.

No extension to the proposal deadline will be granted. Bidders should ensure their technical proposals and pricing accurately reflect the clarifications provided.

Amendment / Modification

This amendment addresses three key areas:

• Questions and Answers: Posts 51 questions and answers received from potential quoters.

• Submission Deadline Extension: Extends the response date/time for the Request for Quote (RFQ).

• Joint Venture Eligibility: Adds instructions for Joint Venture (JV) vendors regarding eligibility requirements.

• The submission expiration date for the RFQ has been extended.

• Joint Venture eligibility instructions have been added, referencing VAAR 819.7003 and 13 CFR part 128.

• The submission deadline for the Request for Quote (RFQ 36C24826Q1045) has been extended from March 26, 2026, 10:00 A.M. EST to March 26, 2026, 11:59 P.M. EST. Late submissions will not be accepted.

• The deadline for submitting questions has been extended to Tuesday, March 24, 2026, at 11:59 P.M. EST. This is the final extension for questions.

• Joint Venture vendors must review and comply with the provided eligibility instructions and ensure the managing partner makes the required representations. Failure to submit the necessary certification will render the offeror ineligible for award.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the RFQ 36C24826Q1045 for Janitorial and Laundry services at the James A. Haley VA Medical Center (JAHVAMC) Fisher Houses 1 and 2.

• Past Performance Questionnaires (PPQs): Current PPQs are required by March 24, 2026, 11:59 pm. Previously completed PPQs for similar work will not be accepted.
• Noise Levels: Cleaning staff operate between 0800-1930, so specific quiet hours for cleaning equipment are not necessary.
• Storage: Dedicated, secured storage rooms for contractor chemicals and equipment will be provided within both Fisher Houses.
• Linen Processing: Does not include handling of infectious or "red bag" linens.
• Financial Responsibility: Submit information from SAM.gov.
• Phase-in Period: Ongoing background checks are permitted during work. Fingerprints are required within the first week.
• Incumbent Information: Cannot be disclosed.
• Cleaning Schedule: Services are required 365 days a year (366 in leap years).
• Supplies: VA provides dish soap, Mr. Clean liquid, scrubbing bubbles, Tilex, window cleaner, Clorox wipes, disinfectant spray, toilet bowl cleaners, toilet brushes, and some other similar cleaning supplies. Contractor must provide vacuums, mops, brooms, paper products (TP, paper towels, tissues, napkins).
• Background Checks: Routine background screens and fingerprinting are conducted by the VA.
• Immunizations: Standard healthcare-related vaccines (Hepatitis B, MMR, Varicella, Tdap), annual influenza vaccines, and COVID-19 vaccination/testing are not mandatory. TB screening is also not required.
• Background Investigation: A Tier 1 (NACI) background investigation is required. Employees may begin services after a favorable Special Agreement Check (SAC) fingerprint result and when the investigation is in a 'scheduled' status. Processing typically takes 2 weeks.
• Laundry: Bulk laundry is contracted by the contractor and handled off-site. Pressing is also done by the contractor off-site before delivery.
• "Fragile" Items: No items currently in inventory are considered "fragile."
• Lost/Damaged Linens: Valuation information will be provided as needed.
• SDVOSB Certification for JVs: The government will verify SDVOSB status by checking the Managing Venturer's certification in the SBA database and the Joint Venture's active SAM.gov registration, acknowledging current SBA system limitations.
• Wage Determinations: The government will check with legal and SBA regarding the incorporation of FAR 52.222-43 for potential price adjustments.

No extension will be granted for the proposal deadline. Bidders should ensure their proposals reflect the clarifications provided.

Amendment / Modification

• The deadline for submitting questions has been extended from Monday, March 23, 2026, at 1:00 PM EST to Tuesday, March 24, 2026, at 11:59 PM EST. This is the only extension for question submissions.

• Questions and Answers (Q&A) received from potential quoters have been posted.

• The deadline for question submission is modified.

• A new attachment, "RFQ 36C24826Q1045 - Answers for JAHVAMC Fisher House 1 and 2 - Requirement 1," contains the Q&A.

• Bidders are instructed to review the attached Q&A document.

• Bidders must sign under "Amendment No." and date on page 3 of 53 of the solicitation, acknowledging the Q&A.

Solicitation / RFP / RFQ

This solicitation is for Janitorial/Linen Laundry and Custodial Services for Fisher House 1 and Fisher House 2 at the James A. Haley VA Medical Center. The contract will be a Firm Fixed Price award.

• Provision of janitorial and linen laundry services.

• Services include cleaning of various areas such as kitchens, laundry rooms, living rooms, elevators, staircases, porches, patios, storage rooms, managers' offices, common bathrooms, dining rooms, entry foyers, family rooms, halls, guest rooms, and guest bathrooms.

• Specific tasks include sweeping, mopping, vacuuming, dusting, cleaning surfaces, sanitizing restrooms, trash removal, window cleaning, carpet cleaning, and linen processing.

• Contractor is responsible for providing all necessary personnel, equipment, tools, materials, supervision, training, and transportation.

• Performance must comply with industry standards, OSHA, EPA, and Joint Commission requirements.

• Special attention to "hotel" quality linens and higher quality cleaning techniques.

• Handling of contaminated laundry requires specific procedures and hypoallergenic detergent.

• Contract Type: Firm Fixed Price.

• Period of Performance: April 1, 2026, to September 30, 2030.

• Options: Includes options for extending the term of the contract.

• Offer Due Date: March 26, 2026, 10:00 AM EST.

• Submission Instructions: Offers must be submitted electronically via email.

• Evaluation Factors: Technical Acceptability, Past Performance, and Price.

• Technical Acceptability: Assessed based on the offeror's ability to perform services, understanding of requirements, and proposed work plan.

• Past Performance: Evaluated based on recent and relevant contract performance.

• Price: Review of price/cost schedule for reasonableness.

• Questions Deadline: March 23, 2026, 1:00 PM EST.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be certified and listed in the SBA certification database as an eligible SDVOSB.

• NAICS Code: 561210 (Facilities Support Services).

• Size Standard: $47.0 Million.

• Offerors must complete and submit the "Limitations on Subcontracting - Certificate of Compliance for Services and Construction" form.

• Offerors must provide a commercial price list.

• Late submissions will not be accepted.

Solicitation / RFP / RFQ

This solicitation is for Janitorial/Linen Laundry services for Fisher House 1 and Fisher House 2 at the James A. Haley VA Medical Center. The requirement is a 100 percent set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Janitorial services

• Linen laundry services

• Contract Type: Base Year with 4 one-year option periods.

• Period of Performance: April 1, 2026, through September 30, 2030.

• Response Date/Time/Zone: March 26, 2026, 10:00 AM Eastern Time, New York, USA.

• Archive: 10 days after the response date.

• 100 percent set-aside for SDVOSB vendors.

• NAICS Code: 561210 (Janitorial Services).

• Product Service Code: S201.

• Contracting Office: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), Tampa, FL 33637.

• Point of Contact: Keila President, Contracting Officer (keila.president@va.gov).

• Referenced Attachments: "36C24825Q1045 TO POST" and "Past Performance Questionnaire for Fisher House 1 and 2."

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire used to gather feedback on a contractor's performance for a specific contract effort. It is intended for VA Authorized Representatives to complete and email to a designated VA contact.

• Evaluator Information: Fields for the evaluator's company, name, and title.
• Contractor Information: Details about the contractor, including company name, point of contact, address, telephone, contract number, type, technical complexity, period of performance, total contract amount, and a detailed explanation of services provided.
• Performance Information: A rating scale (1-5, with definitions for Unsatisfactory, Marginal, Acceptable, Very Good, Outstanding, and Not Applicable) to evaluate the contractor on 11 specific criteria. These criteria cover aspects such as schedule adherence, management, service quality, quality control, problem identification, communication, emergency response, pricing, invoicing, and customer satisfaction.
• Comments/Remarks: Space for detailed comments related to each performance criterion and a general section for additional remarks.
• Specific Questions: Includes questions about Cure Notices, Show Cause Notices, Letters of Concerns, or withheld payments.

This questionnaire is a tool used by the government to assess a potential offeror's past performance. Bidders should be aware that their past performance on previous contracts will be evaluated using this type of questionnaire. The responses will inform the government's decision-making process regarding the offeror's ability to successfully perform the current opportunity. The specific RFQ number (36C24825Q1045) is referenced for subject line guidance when submitting the completed questionnaire.