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

Amendment / Modification

This amendment (0003) provides clarifications to previously issued documents, specifically addressing questions related to the RFO 52.212-1 Instructions to Offerors and the Performance Work Statement (PWS) from Amendment 0002.

• Cleaning Height: Clarified that interior window cleaning is required for windows 12 feet and below, superseding a previous statement of 8 feet.
• Cleanable Square Footage: Clarified that the total cleanable square footage is 627,000 sq. ft. The discrepancy was due to a newly added second floor at the Fisher House. An updated PWS reflects this.
• Subcontracting Limitations: For SDVOSB prime contractors, bidders are directed to FAR 19, VAAR 852.219-75, and the Ostensible Rule for Subcontractors regarding limitations and percentage requirements.
• Certifications: Clarification regarding required certifications (IHEA, CEH) for supervision indicates they are for the prime contractor's program manager or national equivalent. Further guidance refers bidders to limitations on subcontracts, VAAR 852.219-75, and the Ostensible Rule, emphasizing that the prime contractor cannot be unduly reliant on subcontractors not similarly situated, with limitations on payment percentages.

Offerors must acknowledge all amendments, including this one, as part of their quote submission. Failure to do so may result in a non-compliant quote. The quote deadline remains unchanged. Updated documents include 'P09 PWS Janitorial Services B4OY 2.23.26' and '52.212.1 Instructions of Offeror updated 2.23'.

Performance Work Statement (PWS)

To maintain an infection control compliant, aseptic, and aesthetically pleasing facility through comprehensive housekeeping and cleaning services at the Rocky Mountain Regional VA Medical Center (RMRVApMC), the Fisher House, and the Valor Point Domiciliary.

This PWS outlines detailed requirements for janitorial and housekeeping services across multiple locations. Key tasks include:

• General cleaning: sweeping, mopping, vacuuming, dusting (high and low), floor scrubbing, burnishing, carpet shampooing.

• Restroom cleaning and sanitization.

• Surface cleaning and disinfection of all types of surfaces, fixtures, and equipment.

• Cleaning of windows, glass, doors, walls, and furniture.

• Waste management, including trash removal and disposal.

• Maintenance of common areas, staff lounges, and specific administrative offices.

• Specialized cleaning for areas like cafeterias, coffee shops, and retail stores within the VAMC.

• Responding to outbreaks and water leaks.

• Maintaining specific standards for cleanliness in healthcare settings, adhering to TJC and National Environmental Cleaning Standards.

• Services must maintain an infection control compliant facility condition.

• Adherence to The Joint Commission (TJC) standards and National Environmental Cleaning Standards.

• Cleaning and disinfection using VA-provided disinfectants.

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

• Quality Control: A Quality Control Plan is required, with performance evaluated against metrics such as general cleanliness (95%), restroom maintenance (1 deviation/month), trash removal (1 deviation/month), floor maintenance (95%), and window/surface cleaning (90%). Deductions will be applied for non-compliance.

• Emergency Spill Response: Must be within 30 minutes of notification during regular hours.

• Period of Performance: Base Year (Aug 1, 2026 - Jul 31, 2027) through Option Year 4 (Aug 1, 2030 - Jul 31, 2031).

• Locations:

  • Rocky Mountain Regional VA Medical Center (RMRVApMC): Aurora, CO (approx. 545,000 sq ft).
  • Fisher House: Aurora, CO (approx. 56,604 sq ft).
  • Valor Point Domiciliary: Lakewood, CO (approx. 25,397 sq ft).

• Staffing: Contractor must provide managerial, supervisory, and direct labor personnel. A Certified Executive Housekeeper (CEH) or equivalent is required to supervise and train staff. Key personnel (Project Manager, Assistant Project Manager, Site Supervisors) must be available.

• Training: Initial and annual refresher training is required, covering topics like infection control, safety, OSHA standards, and VA-specific procedures. VA-provided training materials for privacy and security awareness will be used.

• Identification: All personnel must display identification badges.

• Uniforms: Contractors must wear clearly distinguishable, neat, and clean uniforms.

• Supplies: The Government will furnish all cleaners, disinfectants, and supplies. The Contractor is responsible for transporting these to various locations.

• Safety: Strict adherence to OSHA regulations is required. Safety Data Sheets must accompany all chemicals. Handling of infectious medical waste is specified.

• Security: Compliance with agency personnel identification verification procedures is mandatory. Background checks and PIV badging are required before work begins.

• Communication: Contractors must be proficient in English. Standards of conduct, including prohibitions on alcohol, drugs, and firearms, are detailed. HIPAA compliance is mandatory.

Solicitation / RFP / RFQ

This document provides instructions for submitting a quote for a commercial item procurement. It outlines the required volumes for the submission and details the content expected within each volume.

Quotes must include the following four volumes:

• Volume I - Technical Capability/Quality: Demonstrate how the offeror will meet or exceed PWS 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).
  • Required certification for supervision (IHEA/CEH or equivalent) from the prime contractor or similarly situated subcontractor. If a subcontractor is proposed, they must be an SDVOSB.
  • Proof of insurance.
• Volume II - Price: Complete the provided Price/Cost Schedule, pricing all base and option year line items. Do not alter mandatory line items. Refer to the updated price schedule dated 01.16.
• Volume III - Past Performance: Provide a maximum of three (3) recent and relevant past efforts. Include CPARS evaluations if available. Otherwise, provide contract numbers, award amounts, points of contact, and descriptions of work. Efforts are considered recent if within three years of the RFQ release date and relevant if similar in nature, size, magnitude, complexity, and scope.
• Volume IV - VAAR 852.219-75 VA Notice of Limitations on Subcontracting: Complete this provision, listing any subcontractors, their business size (NAICS 561720), UEI, and the work they will perform. Explain how the firm will comply with subcontracting limitations. If no subcontractors are used, state this explicitly.

Quotes must be submitted in four distinct volumes as detailed above.

Volume IV specifically addresses the Limitations on Subcontracting. Subcontractors proposed for supervision roles must be SDVOSB. The relevant NAICS code is 561720.

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

The objective is to provide aseptic and aesthetic housekeeping cleaning services to maintain an infection control compliant facility, present a professional appearance, and meet The Joint Commission (TJC) and National Environmental Cleaning Standards.

This PWS outlines janitorial services for the Rocky Mountain Regional VA Medical Center (RMRVApMC), the Fisher House, and the Valor Point Domiciliary. Services include sweeping, mopping, vacuuming, floor scrubbing, burnishing, carpet shampooing, high/low dusting, restroom cleaning, steam cleaning, wall cleaning, staff lounge cleaning, dispenser cleaning, grout cleaning, trash removal, and general housekeeping duties in a hospital setting. Specific areas within each facility are detailed, including administrative areas, patient areas, cafeterias, and operational spaces.

• Period of Performance: Base Year (01 Aug 2026 - 31 July 2027) through Option Year 4 (01 Aug 2030 - 31 July 2031).

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

• Services must maintain an infection control compliant facility and meet TJC and National Environmental Cleaning Standards.

• Contractor must provide a weekly "Report of Labor Hours" broken down by discipline (Manager, Supervisors, Housekeeping Employees).

• Cleaning frequencies are minimums; re-cleaning is required until deficiencies are corrected.

• Specific performance metrics and associated deductions are outlined for General Cleanliness, Restroom Maintenance, Trash Removal, Floor Maintenance, Window and Surface Cleaning, Emergency Spill Response, Customer Service, and Safety/Environmental Compliance.

• Staffing: Contractor shall provide managerial, supervisory, and direct personnel. A Project Manager or Assistant Project Manager must be onsite daily. A Certified Executive Housekeeper (CEH) or equivalent is required to supervise and train personnel.

• Training: Initial and annual refresher training is required for contract personnel on topics including bacteriology, OSHA standards, PPE use, and emergency procedures. VA-provided training materials for Privacy and Information Security Awareness and Hand Hygiene must be completed.

• Supplies: The VA will furnish all cleaners, disinfectants, and supplies. The Contractor is responsible for transporting these to various locations.

• Uniforms: Contractors must wear clearly distinguishable uniforms with a badge or monogram.

• Identification: All personnel must display identification badges.

• Safety: Strict adherence to OSHA regulations is required. Safety Data Sheets (SDS) must accompany all chemicals. Handling of infectious medical waste (red bag waste and sharps) may be required.

• Quality Control: A Quality Control Plan must be developed and maintained, including an inspection system and methods for identifying and correcting deficiencies.

• Communication: All contractors must be able to communicate effectively in English.

• Conduct: Strict standards of conduct are enforced, including prohibitions on alcohol, non-prescription drugs, and firearms. HIPAA compliance is mandatory.

Questions & Answers / Clarifications

This document provides answers to questions raised by potential bidders following a site visit for a janitorial services contract. It clarifies various aspects of the Performance Work Statement (PWS) and the solicitation.

• Staffing: The government will not dictate minimum staffing levels; contractors must provide a staffing plan to meet PWS requirements. Supervisors are not mandated per shift by the government.
• Supplies: The Government will provide all janitorial supplies and equipment. Contractors are responsible for labor only.
• Window Cleaning: Interior window cleaning up to 12 feet is included in the base janitorial pricing.
• Floor & Carpet Maintenance: Waxing and stripping are not required. Light burnishing of terrazzo flooring and spot carpet cleaning are ongoing and included in base pricing. Annual/semi-annual carpet cleaning is not required.
• Evaluation: Award will be made on a comparative analysis basis for the most advantageous offer, not necessarily lowest price technically acceptable. Specialized medical facility environmental services capability is not a required element.
• Certifications: The International Executive Housekeeper Association (IEHA) Certified Executive Housekeeper (CEH) certificate holder information must be submitted with the quote, not after award.
• Equipment: Radio communication devices will need to be provided by the contractor as cell phone coverage is unavailable.
• Fisher House: Contractor is responsible for linen/laundry at Fisher House, including bed stripping/remaking and weekend washing. Dumpster, linen pickup/drop-off, and housekeeping closet locations are provided.
• PPE: Nitrile gloves are provided by the Government. Surgical masks are worn per hospital policy. Other PPE is generally not required but will be provided by the VA if needed.
• Waste Handling: Sharps and biohazard/red-bag waste handling is performed by EMS Housekeeping Staff, not the contractor.
• Building G & Chapel: Cleaning for these areas is required once a day after business hours, with no weekend coverage.
• VA In-house Custodial: The VA Floor Crew handles all stripping, waxing, and periodic buffing of flooring. The contractor is responsible for daily upkeep (mopping, burnishing).
• Emergency Cleaning: Larger-scale events (e.g., dignitary visits) will be invoiced against the Emergency Cleaning CLIN with prior COR authorization. Small spills are covered under base pricing.
• Transition: A 30-day transition/phase-in period is anticipated prior to the performance start date.
• Restrooms: Specific restroom counts and square footage per area are provided.
• Flooring: VA Floor Crew applies floor finish; VA provides appropriate cleaning products. Contractor is responsible for daily upkeep. Stripping/waxing/buffing is not part of the PWS for the contractor.

These clarifications refine requirements related to staffing, supplies, specific cleaning tasks, evaluation criteria, and submission details. Bidders should review these answers carefully to ensure their proposals accurately reflect the government's expectations.

Form / Attachment / Pricing Sheet

This document provides a floor plan layout for the Valor Point - VA Domiciliary located at 7350 West Eastman Place, Lakewood, CO. It includes detailed layouts for the Main Level and Lower Level, along with a legend for the Fire Alarm System.

• Floor Plans: Detailed layouts of rooms, hallways, and common areas for both the Main Level and Lower Level.
• Room Numbering: Each area is assigned a numerical identifier (e.g., 1-001, 2-010).
• Fire Alarm System Legend: Identifies symbols used on the floor plans for fire alarm components, including:
  • Fire Alarm Control Panel (FACP)
  • Fire Alarm Graphic Map
  • Manual Pull Station
  • Duct Detector
  • Tamper Switch
  • Flow Switch (Water)
  • Smoke Detector
  • Thermal Detector
• "You Are Here" Marker: Indicates a specific location on the Main Level.
• Contact Information: Provides contact details for Valor Point for service, modifications, or alterations.

This document is crucial for bidders to understand the physical layout and existing infrastructure of the facility where services may be performed. It is particularly relevant for any work involving the building's structure, fire alarm systems, or general facility management, providing a visual reference for scope and potential site conditions.

Form / Attachment / Pricing Sheet

This document outlines a detailed daily, weekly, monthly, and seasonal cleaning checklist for a Fisher House facility. It serves as a guide for maintaining the cleanliness and functionality of the house, including guest rooms, common areas, and specific equipment.

• Daily Tasks: Cleaning of dining rooms, kitchens, guest bathrooms, housekeeping closets, and other common areas.
• Weekly Tasks: Detailed cleaning schedules for specific rooms (Living Room, Kitchen, Bedrooms, Manager's Office, Family Room), laundry room maintenance, and linen changes in guest rooms.
• Periodic Tasks: Monthly (food checks, dusting, appliance cleaning), Bi-monthly (pillow cleaning), Quarterly (vent vacuuming), and Semi-annual (door lock battery replacement, window cleaning, chandelier dusting, baseboard/crown molding vacuuming) tasks.
• Annual Tasks: Dry cleaning drapes, replacing guest pillows, carpet shampooing, and preparing patio furniture for winter.
• Seasonal Tasks: Patio cleaning during summer months.
• Guest Room Checkout Procedures: Specific instructions for cleaning and inventorying guest rooms upon departure.

This checklist provides insight into the expected level of maintenance and housekeeping services required for the Fisher House. Bidders can use this information to understand the scope of potential cleaning contracts, the frequency and types of tasks involved, and the standards of cleanliness expected. It highlights the need for comprehensive cleaning protocols and potentially specialized services (e.g., carpet shampooing, dry cleaning) that may need to be factored into proposals.

Solicitation / RFP / RFQ

This document outlines the requirements for submitting a quote for a commercial service, referencing "RFO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL".

Quotes must include the following four volumes:

• Volume I - Technical Capability/Quality: Demonstrate how the offeror will meet or exceed the Performance Work Statement (PWS) requirements. This includes submitting:
  • A cleaning plan (PWS Section 6.0).
  • A staffing plan (PWS Section 8.0).
  • A quality control plan (PWS Section 6.26).
  • Required certification from the PRIME contractor (International Executive Housekeeper Association (IHEA) and Certified Executive Housekeeper (CEH) for supervision, or national equivalent).
  • Proof of insurance.
• Volume II - Price: Complete the provided Price/Cost Schedule, pricing all base and option year line items. Do not alter mandatory line items. Refer to the updated price schedule dated 01.16.
• 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, and descriptions of work. Efforts must be similar in nature, size, magnitude, complexity, and scope.
• Volume IV - VAAR 852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance: Complete this provision. List any subcontractors (and their size standard per NAICS 561720) and their intended roles. Explain compliance with subcontracting limitations. If no subcontractors are used, state "No Subcontractors will be used for this requirement".

Quotes must be submitted in four distinct volumes as detailed above.

Volume IV specifically addresses the "Limitations on Subcontracting" requirements and requires information regarding subcontractors and compliance with NAICS 561720.

This document is an addendum to RFO 52.212-1.

Amendment / Modification

This Amendment 0002 to Solicitation 36C25926Q0110 serves to extend the quote deadline, post additional attachments, update the Performance Work Statement (PWS), and provide answers to vendor questions from the site visit.

• Quote Deadline Extension: The deadline for submitting quotes has been extended to February 27, 2026, at 16:00 Mountain Time.

• New Attachments: Additional documents have been posted, including:

  • Post Site Visit Questions and Answers 1
  • 52.212.1 Instructions of Offeror updated 2.12
  • P09 PWS Janitorial Services B4OY 2.12
  • Fisher House Checklist
  • Valor Point DOM Building Layout

• PWS Update: The Performance Work Statement (PWS) dated 2.12 has been updated.

• Vendor Questions: Answers to questions from the site visit are now available.

• The PWS has been updated.

• New attachments have been added.

• The quote submission deadline is extended to February 27, 2026, 16:00 MT.

• Offerors must acknowledge all amendments, including this Amendment 0002, as part of their quote submission. Failure to do so may result in a non-compliant quote.

• Quotes must be submitted to both natasha.holland@va.gov and noaa.lanotte@va.gov.

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.