S201--Janitorial Service Base Plus 4 Option Years SDVOSB Set Aside

Form / Attachment / Pricing Sheet

This document outlines the "Standards of Cleanliness" for various items and areas within a facility. It serves as a detailed checklist for cleaning staff to ensure a high standard of hygiene and maintenance.

• Detailed Cleaning Standards: Specifies the expected cleanliness for items such as beds, furniture, floors, walls, ceilings, fixtures, equipment, and specific areas like elevators, restrooms, and corridors.
• Specific Instructions: Provides granular details on what constitutes "clean" for each item, including requirements for being free of dust, lint, stains, spots, and buildup.
• Carpet Care: Includes a dedicated section on carpet cleaning procedures, equipment, and products.
• Other Areas: Covers cleaning protocols for drinking fountains, stairwells, wall washing, window screens, corridors, waste handling, and specific areas like housekeeping aide closets and restrooms.
• Safety and Compliance: Mentions the use of EPA-registered disinfectants and adherence to safety protocols.

This document is crucial for bidders to understand the expected level of cleanliness and maintenance required if they are bidding on a contract that involves janitorial or housekeeping services. It defines the performance standards and quality expectations for such services, impacting resource allocation, staffing, and operational procedures for potential offerors.

Statement of Work (SOW) / Performance Work Statement (PWS)

The objective is to maintain a high standard of sanitation, cleanliness, and safety across multiple VA facilities to support the mission of providing quality healthcare in a safe, hygienic, and aesthetically pleasing environment. This includes cleaning and remediation services that prioritize the removal of soiling and enhance infection control.

This PWS outlines janitorial and housekeeping services for the Rocky Mountain Regional VA Medical Center (RMRVApMC), the Fisher House, and the Valor Point Domiciliary. Services include, but are not limited to, sweeping, mopping, vacuuming, floor scrubbing, dusting, cleaning restrooms, cleaning common areas, cleaning administrative offices, cleaning kitchens, laundry rooms, and removing trash. Specific areas within each facility are detailed, including various buildings, floors, offices, lounges, and common spaces.

• Services must maintain an infection control compliant facility condition and meet The Joint Commission (TJC) standards and National Environmental Cleaning Standards.

• Cleaning must be performed using VA-provided disinfectants.

• Adherence to VHA Directive 1850.01 and Standards of Cleanliness is required.

• Specific cleaning frequencies and detailed requirements are provided for various areas.

• Contractor must provide a weekly "Report of Labor Hours" broken down by discipline.

• A Quality Control Plan must be developed and maintained.

• Performance will be evaluated based on metrics such as general cleanliness, restroom maintenance, trash removal, floor maintenance, window/surface cleaning, emergency spill response, customer service, and compliance with safety/environmental rules. Deductions may apply for non-compliance.

• Period of Performance: Base Year: 01 Aug 2026 - 31 July 2027, with four Option Years extending through 31 July 2031.

• Place of Performance: Rocky Mountain Regional VA Medical Center (Aurora, CO), The Fisher House (Aurora, CO), and Valor Point Domiciliary (Lakewood, CO).

• Staffing: Contractor shall provide managerial, supervisory, and direct labor personnel. An IHEA Certified Executive Housekeeper (CEH) must supervise and train personnel. Key personnel (Project Manager, Assistant Project Manager, Site Supervisors) must be available.

• Training: Initial and annual refresher training is required, covering basic bacteriology, supply/equipment handling, emergency procedures, OSHA standards, PPE use, and VA-specific training (Privacy, Hand Hygiene). Training records must be maintained.

• Safety: Strict adherence to OSHA regulations is required. Safety Data Sheets for chemicals must be available. Specific procedures for handling infectious waste and sharps are outlined. Wet floor warning signs must be used.

• Uniforms: Contractors must wear clearly distinguishable, neat, and clean uniforms with a contractor name badge. Open-toed shoes are prohibited.

• Identification: All personnel must display identification badges. Background checks and PIV badging are mandatory before work begins.

• Government Furnished Property: The Government will provide storage space, cleaning chemicals, disinfectants, and certain equipment. The Contractor is responsible for transporting supplies and equipment.

• Keys: Contractor will be provided keys; loss or duplication will result in charges to the Contractor.

• Communication: Contractors must be proficient in English. Communication with COR/POC is essential.

• Conduct: Strict standards of conduct apply, prohibiting alcohol, non-prescription drugs, and firearms. Confidentiality (HIPAA) and customer service are paramount. Photo/video recording is prohibited.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 Table 3 VA Provided Equipment 1.16.xlsx", lists equipment that the VA will provide to the contractor. This information is crucial for bidders to understand what resources will be available and to avoid including these items in their own proposed equipment lists or pricing.

The table details the following for each piece of equipment:

• Equipment Model Number
• Brand Name
• Description
• EIL Number
• Condition

Notable equipment includes various Tennant floor scrubbers (walk-behind and ride-on), Windsor ride-on vacuums, Clark large walk-behind scrubbers, and hand vacuums from Tennant and ShopVac. It also lists a carpet spotter and a walk-behind carpet extractor.

Bidders should review this list to identify which equipment will be provided by the VA. This will inform their proposal preparation by clarifying what equipment they will need to procure or provide themselves, potentially impacting cost proposals and resource planning. The document also notes that additional supplies (chemicals, carts, linens, etc.) will be provided but are not itemized with inventory numbers.

Amendment / Modification

• An amendment dated September 5, 2024, adds details to existing training requirements for VA medical facility Environmental Management Service (EMS) staff. This includes a newly required training course for EMS staff performing functions in inpatient mental health units, aligning with VHA Directive 1167.

• The directive, as published on March 29, 2023, outlines the responsibilities of VHA Environmental Programs Service (EPS) management and leadership for the Health Care Environmental Sanitation Program (HESP).

• Training requirements for VA medical facility EMS staff, particularly those working in inpatient mental health units.

• No direct impact on proposal deadlines or submission requirements is indicated, as this document pertains to internal VHA policy and training.

Form / Attachment / Pricing Sheet

This document is an updated price schedule for janitorial services. It outlines the line items, quantities, units of measure, and pricing for the base year and four option years.

• Base Year (08/01/2026 - 07/31/2027): Includes janitorial services for Eastern Colorado Healthcare System at Rocky Mountain Regional VA Medical Center, The Fisher House, and Valor Point Domiciliary. Also includes a mandatory "not to exceed" CLIN for emergency cleaning at all locations ($5,000.00).
• Option Year 1 (08/01/2027 - 07/31/2028): Similar janitorial services and emergency cleaning CLIN as the base year.
• Option Year 2 (08/01/2028 - 07/31/2029): Similar janitorial services and emergency cleaning CLIN as the base year.
• Option Year 3 (08/01/2029 - 07/31/2030): Similar janitorial services and emergency cleaning CLIN as the base year.
• Option Year 4 (08/01/2030 - 07/31/2031): Similar janitorial services and emergency cleaning CLIN as the base year.

This price schedule is critical for bidders to understand the cost structure and potential revenue for providing janitorial services. Bidders must use this document to formulate their pricing proposals for the base period and all option periods, including the fixed price for emergency cleaning services.

Solicitation / RFP / RFQ

This document outlines the requirements for submitting a quote for a government requirement, detailing the necessary volumes and their content. It references an updated price schedule dated 01.16.

Quotes must include the following volumes:

• Volume I - Technical Capability/Quality: Demonstrate how the quote meets the Performance Work Statement (PWS) and solicitation requirements. This includes submitting:
  • A cleaning plan (PWS Section 6.0).
  • A staffing plan (PWS Section 8.0).
  • A quality control plan addressing how requirements will be met (PWS Section 6.26).
  • Proof of insurance.
  • Certificates for supervision: International Executive Housekeeper Association (IHEA) and Certified Executive Housekeeper (CEH) or equivalent (PWS Section 8.1).
• Volume II - Price: Complete the provided pricing schedule (Section v), pricing base and all option year line items. Do not alter mandatory line items.
• Volume III - Past Performance: Provide a maximum of three (3) recent (within 3 years of RFQ release) and relevant past efforts. Include CPARS evaluations if available. If not, provide contract numbers, award amounts, points of contact (with email/phone), and descriptions of work performed. Efforts must be similar in nature, size, magnitude, complexity, and scope.
• Volume IV - VAAR 852.219-75: Complete the VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction. List all subcontractors (and their size standard per NAICS 561720) and their intended work, or state "No Subcontractors will be used for this requirement."

Specific submission instructions are detailed within each volume's requirements.

Volume IV addresses compliance with Limitations on Subcontracting requirements and requires listing subcontractors and their NAICS codes if applicable.

This document is an addendum to RFO 52.212-1, "Instructions to Offerors—Commercial."

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the janitorial services solicitation for the Rocky Mountain Regional VA, Fisher House, and Valor Point Domiciliary.

• Staffing: The VA does not mandate specific FTE numbers, emphasizing a performance-based approach. Staffing should be sufficient to meet performance requirements, with "continuous on-site presence" being highly recommended but not mandatory during operating hours.
• Supplies & Equipment: The VA provides essential supplies such as paper products, microfibers, Johnny mops, walk-off mats, janitorial carts, brooms, shovels, and de-icing materials. Contractors are not responsible for these items.
• Scope of Work: Key clarifications include that waxing is not required, exterior window cleaning is excluded, and snow removal is limited to incidental sweeping and snow clearing at specific locations (Fisher House front sidewalk and patio). Bed bug mitigation and pest control are handled by a separate VA contract.
• Square Footage: Specific square footage details for various buildings and areas (e.g., Building A, Building G, Concourse, Veteran Canteen Service areas) are provided to aid in pricing and planning.
• Certifications: A current Certified Environmental Services Executive (CESE) certification is acceptable in lieu of the previously requested Certified Executive Housekeeper (CEH). Certified Healthcare Environmental Services Professional (CHESP) may also be considered.
• Bonds & Insurance: Bid bonds, performance bonds, and payment bonds have been removed. Supplemental insurance requirements are detailed in the CL-120 attachment.
• Site Visit: Information regarding the site visit is available in amendment 0001.

These clarifications provide essential details for bidders to accurately price and plan their proposals, particularly regarding scope, staffing, and provided resources. Several administrative requirements (e.g., bond requirements, authorized personnel lists) have been removed.

Amendment / Modification

This amendment (0001) to RFQ 36C25926Q0110 provides:

• Posting of vendor questions and an updated Performance Work Statement (PWS) dated 01.16.

• Scheduling of a site visit.

• Extension of the quote deadline.

• Quote Deadline: Extended to February 20, 2026, at 14:00 MT.

• Site Visit: Scheduled for February 04, 2026, at 10:00 AM MT. Meeting point is outside the Patriot Brew of the main building at 1700 N. Wheeling Street Aurora, CO 80045. The visit will cover all sites listed in the PWS.

• Questions Deadline: Extended to February 05, 2026, at 14:00 PM MT. Questions must be submitted via email to natasha.holland@va.gov. Only questions from site visit attendees submitted by this deadline will be answered.

• Attachments: Several documents have been updated or added, including:

  • Solicitation Vendor Questions
  • 52.212.1 Instructions of Offeror updated 1.14
  • P09 PWS Janitorial Services B4OY 1.16
  • Updated price schedule 1.16
  • Attachment 4 Table 3 VA Provided Equipment 1.16
  • Attachment 6 Standards of Cleanliness
  • VHA Directive 1850

• Clauses:

  • 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY 2014) is included for informational purposes, listing wage rates for Supervisor (WG-06), Housekeeper (WG-03), and Janitor (WG-04).
  • Supplemental Insurance Requirements (FAR 28.307-2 and FAR 52.228-5) are detailed, including minimum coverage for Workers' Compensation, General Liability ($500,000 per occurrence), Automobile Liability ($200,000/$500,000/$20,000), and a requirement for asbestos-exclusion-free general liability insurance prior to award.

The quote deadline has been extended to February 20, 2026. Bidders must review the updated PWS and other attached documents for revised requirements and pricing information. Questions must be submitted by email by February 05, 2026, and only those from site visit attendees will be answered.

Statement of Work (SOW) / Performance Work Statement (PWS)

The objective is to optimize facility sanitation, cleanliness, and safety at the Rocky Mountain Regional VA Medical Center (RMRVApMC), the Fisher House, and the Valor Point Domiciliary (DOM) to support the provision of quality healthcare in a safe, hygienic, and aesthetically pleasing environment. The contractor will provide cleaning and remediation services that prioritize the removal of soiling and enhance infection control.

This PWS outlines janitorial and housekeeping services for multiple facilities, including:

• Rocky Mountain Regional VA Medical Center (RMRVApMC): Covering extensive areas such as concourses, research buildings, administrative offices, staff lounges, cafeterias, coffee shops, retail stores, police services areas, phone operator offices, chapels, auditoriums, and all patient waiting areas and restrooms.
• The Fisher House: Including common areas (kitchen, laundry, dining, living rooms), guest rooms upon discharge, and exterior areas.
• Valor Point Domiciliary (DOM): Covering resident bedrooms (upon discharge), common areas (dining, TV rooms, group rooms, laundry, art room, computer room), and offices.

Services include sweeping, mopping, vacuuming, floor scrubbing, dusting, cleaning restrooms, disinfecting surfaces, waste removal, and maintaining specific areas like cafeterias and coffee shops.

• Services must maintain an infection control compliant facility condition and meet The Joint Commission (TJC) standards and National Environmental Cleaning Standards.

• Cleaning will be accomplished using VA-provided disinfectants.

• A weekly "Report of Labor Hours" broken down by discipline (Manager, Supervisors, Housekeeping Employees) must be submitted to the COR/POC.

• Specific cleaning frequencies are detailed for various areas, with re-cleaning required until deficiencies are corrected.

• Quality Control: A Quality Control Plan is required, including an inspection system, deficiency identification methods, and corrective action records.

• Performance will be evaluated based on a Quality Assurance Surveillance Plan (QASP) with metrics for General Cleanliness, Restroom Maintenance, Trash Removal, Floor Maintenance, Window and Surface Cleaning, Emergency Spill Response, Customer Service, and Safety/Environmental Compliance. Deductions may apply for non-compliance.

• Base Year: August 1, 2026 - July 31, 2027

• Option Years 1-4: August 1, 2027 - July 31, 2031

• Locations: Rocky Mountain Regional VA Medical Center (Aurora, CO), Fisher House (Aurora, CO), and Valor Point Domiciliary (Lakewood, CO).

• Contractor must provide all labor, management, and supervision.

• Onsite supervisory personnel are required.

• An IHEA Certified Executive Housekeeper (CEH) must supervise and train personnel.

• Key personnel (Project Manager, Assistant Project Manager) must be available.

• All personnel require background checks and PIV Badging.

• Contractors must wear distinguishable uniforms and display identification badges.

• Training is required on basic bacteriology, OSHA standards, PPE use, and VHA Privacy and Information Security Awareness.

• Safety precautions, including OSHA regulations and handling of infectious waste, must be followed.

• The contractor is responsible for transporting supplies and equipment to off-site locations (Fisher House, DOM).

Form / Attachment / Pricing Sheet

This document, "Attachment 3 Table 2 - Approved Cleaning Chemicals.xlsx", lists approved cleaning chemicals for the opportunity. It serves as a reference for vendors to understand the types of cleaning agents that are acceptable or potentially required.

• Primary Cleaning Chemicals: Details specific brand names (e.g., 3M, Clorox, Delta-Foremost, Rhomar Ind.), product designations or codes, descriptions of their use, and certifications (e.g., Green Seal™ Certified).
• Generic Inventory Items: Lists general categories of cleaning supplies and related items such as paper towels, toilet paper, hand soap, trash bags, gloves, deodorizers, mops, and cleaning tools.

This attachment is crucial for bidders to ensure their proposed cleaning solutions or the supplies they intend to use align with the government's approved list. It may inform product selection, cost estimations, and compliance with specific environmental or performance standards indicated by certifications like Green Seal™.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 Table 3 - VA Provided Equipment.xlsx", lists equipment provided by the VA that may be relevant to the opportunity. Bidders should review this list to understand what equipment is already available and potentially impacts their proposed approach or resource needs.

• Equipment Model Number: Specific model identifier for each piece of equipment.
• Brand Name: The manufacturer of the equipment.
• Description: A brief description of the equipment's function (e.g., floor scrubber, vacuum).
• EIL Number: An internal government identification number for the equipment.
• Condition: The current state of the equipment (e.g., Excellent, Good, Fair).

This attachment details the types and conditions of cleaning equipment (scrubbers, vacuums, carpet spotters, carpet extractors) that the VA currently possesses. Bidders should assess how this existing equipment might be utilized or if it affects the scope of equipment they are expected to provide or maintain as part of their proposal. Understanding the available VA-provided equipment can help in accurately estimating resource requirements and developing a more competitive and realistic proposal.

Form / Attachment / Pricing Sheet

This document, "Attachment 2 Table 1 - Veteran Canteen Service Cleaning Schedule.xlsx", details the specific cleaning tasks, their frequency, and references to PWS paragraphs for the Veteran Canteen Service (VCS) at the Rocky Mountain Regional VA Medical Center. It outlines the cleaning requirements for various areas including VCS Vending Machine Areas, Patriot Cafeteria/Patriot Brew, Food Preparation Areas, and Retail/Storage/Patriot Store.

• Cleaning Spaces/Items: Specifies areas and items to be cleaned (e.g., Walls, Floors, Light Fixtures, Trash Removal).
• Task to be Accomplished: Describes the specific cleaning action required (e.g., Spot Clean, Deep Clean, Sweep/Mop).
• PWS Paragraph Reference: Links tasks to specific sections of the Performance Work Statement.
• Cleaning Frequency: Indicates how often each task should be performed (Daily, Weekly, Quarterly, Semi-Annually, As Required) across different shifts.
• References: Lists relevant codes and standards such as the Food Code, VA Operations Manual, and Infection Control Policies.

This attachment is crucial for bidders to understand the detailed scope of work related to cleaning services for the Veteran Canteen Service. It provides a clear breakdown of expected tasks, frequencies, and locations, which will be essential for developing accurate pricing, staffing plans, and operational strategies to meet the contract requirements.

Form / Attachment / Pricing Sheet

This document is a "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction" clause. It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for the offeror's bid, quotation, or proposal.

• Services: The contractor will not pay more than 50% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• General Construction: The contractor will not pay more than 85% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction: The contractor will not pay more than 75% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Certification: Offerors must complete, sign, and return this certification with their submission.
• Penalties: False certifications may lead to criminal, civil, or administrative penalties, including prosecution.
• Compliance Verification: The VA may require documentation to verify compliance during and upon completion of the contract.

Bidders must complete and submit this certification with their offer. Failure to provide this signed certification will render the offer ineligible for evaluation and award. The specific subcontracting limitation percentage (50%, 85%, or 75%) depends on the predominant NAICS code assigned to the acquisition, as indicated in the solicitation.

Other / Unclassified

This document is a Service Contract Act (SCA) Wage Determination for the state of Colorado, specifically for the counties of Adams, Arapahoe, Broomfield, Clear Creek, Denver, Douglas, Elbert, Gilpin, Jefferson, and Park. It lists various occupations with their corresponding minimum hourly wage rates and specifies fringe benefits that must be provided.

This document is crucial for any bidder responding to a government contract that falls under the Service Contract Act. It establishes the minimum wage and fringe benefit requirements for employees performing work on such contracts within the specified geographic area. Bidders must ensure their proposed labor costs account for these mandated rates to remain compliant and competitive.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for Janitorial Services for the Department of Veterans Affairs Eastern Colorado Healthcare System (ECHCS). The contract will be for a base year plus four option years. This is a combined synopsis/solicitation and constitutes the only solicitation; no separate written solicitation will be issued.

• Janitorial services for multiple locations within the Eastern Colorado Healthcare System, including the Rocky Mountain Regional VA Medical Center, The Fisher House, and Valor Point Domiciliary.

• Services include general janitorial tasks as detailed in the Performance Work Statement (PWS).

• Quoters must submit a technical capability proposal including a cleaning plan, managerial plan, and quality control plan.

• Specific certifications required for supervisory personnel include International Executive Housekeeper Association (IEHA) and Certified Executive Housekeeper (CEH).

• The anticipated contract type is firm-fixed price.

• The period of performance includes a base year (08/01/2026 - 07/31/2027) and four option years.

• The solicitation is 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Response Date: January 26, 2026, by 16:00 Mountain Time.

• Questions Deadline: December 29, 2025, by 12:00 PM.

• Submission Method: Email quotes to natasha.holland@va.gov. Faxed or hand-carried quotes will not be accepted. Email size limit is 4MB.

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

• Award will be made on an "All or Nothing" basis.

• SDVOSB status must be verified in the SBA Small Business Certification database at the time of quote submission and award.

• This solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 561720 (Janitorial Services) with a size standard of $22 Million.

• SDVOSB status verification is mandatory.

• Reference the attached Performance Work Statement (PWS) for detailed requirements.

• Department of Labor Wage Determination 2015-5419 Revision Number 31 applies.

• Quoters must acknowledge all amendments.