J079--Durable Medical Equipment (DME) Cleaning & Janitorial Services

Quality Assurance Surveillance Plan (QASP)

This document outlines the government's methods for systematically monitoring the quality of services provided by the contractor to ensure compliance with contract performance standards. It aims to verify that the contractor delivers services at the agreed-upon quality level and that the government receives the expected value.

Issued under Federal Acquisition Regulation (FAR) 52.212-4(a) Inspection and Acceptance.

This QASP provides government oversight of the contractor's quality control efforts. The contractor remains responsible for their own quality control and meeting contract standards. This plan is not part of the contract itself and does not duplicate the contractor's quality control plan.

• Contracting Officer (CO): Ultimately responsible for contract administration, ensuring contractor compliance, and making final determinations on performance adequacy.

• Contracting Officer's Representative (COR): Responsible for technical administration and government surveillance of contractor performance. The COR is not authorized to make contractual commitments or changes; such matters must be referred to the CO.

• Periodic Surveillance by COR

• Customer Complaints (COR collects and validates)

• 100% Inspections

• Random Sampling

The contractor's performance will be monitored against specific metrics outlined in the Performance Work Statement (PWS). Key tasks include:

• Daily Attendance Tracking (PWS 3.3): 100% adherence to schedule.
• Monthly Performance Review (PWS 8.5): 100% correction of deficiencies identified.

Performance will be rated using the following categories:

• Exceptional

• Very Good

• Satisfactory

• Marginal

• Unsatisfactory

• Acceptable Performance: Documented in quarterly meetings and potentially in CPARS if above the Simplified Acquisition Threshold.

• Unacceptable Performance: Notified by COR, potentially documented via Contract Discrepancy Report (CDR). CDRs may lead to payment deductions or other actions. The contractor must respond to CDRs with corrective action plans.

• Applicable for meeting/not meeting Acceptable Quality Levels (AQLs).

• May include invoice deductions and formal performance documentation.

• Non-compliance must be corrected at no cost to the government.

Amendment / Modification

This document is Amendment 0001 to solicitation 36C26126Q0365. Its primary purpose is to provide the questions and answers received from potential bidders in response to the original solicitation. It also introduces new attachments:

• Attachment 1: Questions and Answers Document
• Attachment 2: QASP (Quality Assurance Surveillance Plan)

This amendment provides clarifications and new supporting documents (QASP) related to the solicitation.

The due date for quotes has not been extended by this amendment. All quotes must be completed and emailed to Jill Williams at jill.williams@va.gov by 11:00 am PST on February 27, 2026.

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the solicitation.

• Incumbent Contractor & Transition: An incumbent contractor exists. Work is anticipated to begin on the date specified in the price schedule (05/01/2026). One month prior to this date is allocated for background checks, investigations, badging, and PIV access completion.
• Onboarding & PIV Timeline: The typical onboarding and PIV credentialing timeline is 3-4 weeks, broken down into:
  • Application Preparation: 1 week (Contractor POC ensures qualified employees submit forms to COR).
  • Submission / Background Check: 2-3 weeks (COR sponsors fingerprinting, VA conducts background check, Contractor POC schedules PIV pickup for cleared applicants).
  • Note: Emphasizes ensuring employee qualifications, correct form submission, and timely email responses from the VA.
• Overtime Authorization: Overtime is at the Contractor's discretion, provided they meet the required number of full-time employees (FTEs) as per the PWS.
• Cleaning Supplies: All cleaning supplies will be provided by the VA, as stated in Section 1.1 of the Performance Work Statement (PWS).
• Quality Assurance: The applicable Quality Assurance Surveillance Plan (QASP) or key performance metrics are provided in an attached document.

This Q&A document clarifies operational details, timelines, and responsibilities, which bidders should consider when preparing their proposals. It confirms the VA provides cleaning supplies and references an attached QASP. No changes to submission deadlines or core requirements were indicated.

Amendment / Modification

This document is Revision 29 of Wage Determination No. 2015-5641, dated December 3, 2025. It supersedes previous revisions.

• The document lists wage rates and fringe benefits for various occupations in California County of Santa Clara.
• It includes notes regarding Executive Orders 13706 (Paid Sick Leave) and 13658 (Minimum Wage), outlining their applicability and requirements for contractors.
• Specific benefits like Health & Welfare are detailed, including different rates for SCA and EO 13706.
• Vacation and Holiday policies are outlined.
• Footnotes provide additional context for specific occupations, such as Computer Employees and Air Traffic Controllers.

This document provides updated wage and benefit information that bidders must consider when developing their proposals. Contractors must ensure compliance with the listed wage rates, fringe benefits, and applicable Executive Orders for covered employees.

Form / Attachment / Pricing Sheet

This document is a map of the VA Palo Alto Health Care System campus. It is intended to help visitors and personnel navigate the facility.

• Lists buildings by number and name, with corresponding locations on the map (e.g., Building 100 is the Hospital, located at E-6).
• Identifies key areas such as parking lots, garages, pedestrian walkways, building entrances, roads, loading docks, and shuttle stops.
• Provides a grid system (A-J, 1-11) for precise location referencing.
• Includes a scale bar for distance estimation.

This map is relevant for bidders needing to understand the physical layout of the VA Palo Alto Health Care System campus. It may be important for site visits, understanding logistical requirements for services, or identifying specific locations mentioned in other solicitation documents.

Solicitation / RFP / RFQ

This solicitation is for Durable Medical Equipment (DME) Cleaning and Janitorial Services at the Department of Veterans Affairs Palo Alto Division. The contract aims to ensure the cleanliness and maintenance of DME and support Environmental Management Service (EMS) housekeeping operations.

• Provision of 12 Full-Time Equivalent (FTE) employees working 40 hours per week.

• Coverage for 1st shift (6:00 am - 2:30 pm) and 2nd shift (2:00 pm - 10:30 pm), 7 days a week, including federal holidays.

• Performance of DME cleaning in designated areas according to VA EMS procedures.

• Adherence to Joint Commission, OSHA, EPA, and all applicable local, State, and Federal laws and regulations.

• Contractor employees must undergo VA PIV background investigation and obtain PIV cards.

• All cleaning supplies and equipment will be provided by the VA.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base Year (May 1, 2026 - April 30, 2027) plus 4 Option Years (through April 30, 2031).

• Estimated Value: $22 Million.

• Offers must be submitted electronically via email to jill.williams@va.gov by February 27, 2026, 11:00 am PST.

• All questions must be submitted by February 23, 2026.

• Quotes must be submitted in three separate parts: Technical Capability, Past Performance, and Price.

• Evaluation factors include Technical Approach, Past Performance, and Price.

• A site visit is scheduled for February 18, 2026, at 0800 am PST.

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must be verified as SDVOSB at the time of quote submission and remain registered in the SBA Small Business Database until award.

• Wage Determination WD 2015-5641 Revision 29 applies.

• Invoices must be submitted monthly via Tungsten Network.

Solicitation / RFP / RFQ

This is a presolicitation notice for Solicitation 36C26126Q0365, which covers Durable Medical Equipment (DME) Cleaning and Janitorial Services for the VA Palo Alto Health Care System (VAPAHCS).

• The core service required is cleaning and janitorial services specifically for Durable Medical Equipment (DME).

• The Place of Performance is VAPAHCS - Station 640, 3801 Miranda Ave, Palo Alto, CA 94304, United States.

• The solicitation will be posted from 02/09/2026 to 02/27/2026.

• All quotes must be received on or before 11:00 AM Pacific Time on 02/27/2026, unless an extension is posted.

• Information regarding a site visit will be provided within the solicitation document.

• This solicitation is specifically set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) vendors.

• The relevant NAICS Code is 561720.

• The Product/Service Code is J079.

• The Contracting Officer is Jill Williams, with contact email jill.williams@va.gov.