Sources Sought - Department of Veterans Affairs (VA), Office of Information and Technology (OI&T) Above and Below Raised Floor Cleaning AITC, CRRC, HITC, and PITC

Form / Attachment / Pricing Sheet

This document is an RFI Inquiry Form, designed for vendors to submit questions related to a Request for Information (RFI).

• The form includes columns for 'Question No.', 'Date Received', 'REFERENCE (if applicable)' (with sub-fields for PWS Page, PWS Section, PWS Para., and RFI #), and 'QUESTION'.

This form is a tool for potential bidders to formally submit inquiries about an RFI. It outlines the expected format for asking questions and referencing specific parts of the PWS if applicable. Vendors should use this form to ensure their questions are logged and addressed by the government.

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

This Performance Work Statement (PWS) outlines the requirements for semi-annual and annual cleaning of above and below raised floor areas in computer rooms and data centers at various Department of Veterans Affairs (VA) facilities.

• Locations: Austin Information Technology Center (AITC) in Austin, TX; Capital Region Readiness Center (CRRC) in Martinsburg, WV; Hines Information Technology Center (HITC) in Chicago, IL; and Philadelphia Information Technology Center (PITC) in Philadelphia, PA.

• Tasks: Includes semi-annual cleaning of above and below raised floors in specified computer rooms and data centers. Specific tasks involve brush vacuuming, spot cleaning, crevice vacuuming, wet mopping with anti-static cleaner, floor rejuvenation, deep cleaning of sub-flooring, and buffing raised floor tiles. Above-floor cleaning includes dusting walls, ceilings, equipment, and windows. Specific tasks are detailed for each site, including specialized cleaning for mechanical rooms at AITC and hot aisle containment at AITC.

• Frequency: Semi-annual cleaning is required for most locations, with specific timing relative to the award date and subsequent cleanings every 180 days. PITC requires annual cleaning. Mechanical rooms at AITC are cleaned annually.

• Cleaning activities must be supervised by certified, experienced personnel and coordinated with site representatives.

• Cleaning must be performed between 7:00 AM and 5:00 PM on consecutive weekend days, unless otherwise directed by the Contracting Officer's Representative (COR).

• Specific vacuum types (HEPA/ULPA filtered) and cleaning solutions (anti-static, neutral cleaner) are mandated.

• A certified data center engineer must assess the cleaning work approximately 24 hours prior to completion to ensure industry standards are met.

• Period of Performance: Not explicitly stated as a total contract duration, but performance periods for cleaning are defined (e.g., within 30-120 days of award, then every 180 days or annually).

• Place of Performance: VA facilities located at AITC (Austin, TX), CRRC (Martinsburg, WV), HITC (Hines, IL), and PITC (Philadelphia, PA).

• Personnel: Must be trained and experienced in datacenter and critical environment cleaning. Personnel may be escorted.

• Equipment: Minimum required equipment includes HEPA/ULPA filtered vacuums, GFCI protected outlets, low lint mop heads, durable mop buckets, anti-static cleaner, fiberglass step ladders, caution signs, and specialty tools for raised access floors.

• Security: Stringent security requirements are in place, particularly for VA-ITC, including background checks, security training, photo ID, potential escort requirements, and adherence to specific security policies. No weapons, ammunition, or explosives are allowed. Photography/recording is prohibited without written approval. Alcohol and tobacco are restricted.

• Administrative: Normal business hours are 0700-1600 Monday-Friday; weekend work is permitted. Five (5) business days advance notice is required for utility shutdowns. Cleaning procedures and safety datasheets must be submitted for review. Inspections will be conducted by the onsite VA POC. The COR assists the Contracting Officer but cannot award contracts or make commitments.

Other / Unclassified

This document is a Sources Sought Notice from the Department of Veterans Affairs (VA) seeking information and potential sources for above and below raised floor cleaning services at multiple Information Technology (IT) centers. The VA is gathering market information to determine the appropriate procurement method and identify interested parties. This notice is not a solicitation, and the government will not pay for any costs incurred in responding.

This notice outlines the scope of work for cleaning services at the Austin (TX), Philadelphia (PA), Hines (IL), and Martinsburg (WV) IT centers. It specifies the need for specialized cleaning methods and equipment, including HEPA/ULPA filtered vacuums, to maintain data center environments. The document details the square footage of raised and tiled floors at each location and requests specific capabilities statements from interested vendors. Key information for potential bidders includes:

• Locations: Austin (TX), Philadelphia (PA), Hines (IL), Martinsburg (WV).
• Services Required: Semi-annual above and below raised floor cleaning, including static dissipative flooring maintenance, subfloor plenum cleaning, hot aisle containment cleaning, and cleaning around energized electrical equipment.
• Equipment Specifications: Use of triple filtration micro stat vacuums (99.5% efficient to .3 microns) and ULPA filtration vacuums (99.99% efficient to .12 microns).
• Submission Requirements: A cover sheet with organizational details and a capabilities statement (max 10 pages) addressing specific questions about experience, methodology, and capacity. A Performance Work Statement (PWS) is attached for reference.
• Key Questions for Vendors: The notice asks about SDVOSB compliance, experience with similar contracts, methodology for cleaning and floor maintenance, ability to use specific equipment, data center engineer assessment capabilities, technician training, experience in federal facilities, and interest in submitting a proposal. It also inquires about preferred contract types and NAICS codes.
• Submission Deadline: Vendors must submit their responses via email by the date and time specified in the posting.