S201--Janitorial Services FY 26 Durham

Department of Veterans Affairs Janitorial Contract Main Campus, Durham VA Medical Center (VAMC) Solicitation Number: 36C24626Q00690 Questions Question: PWS Sections 5.3.1 and 5.3.2 require a Certified Executive Housekeeper (CEH) and reference the National Executive Housekeeping Association. IEHA s current executive-level credential is the Certified Environmental Services Executive (CESE). Please confirm that a current IEHA CESE credential will be accepted as meeting the PWS certification requirement for the Certified Executive Housekeeper position, provided the proposed individual also demonstrates at least one year of qualifying management experience within the past three years. 1. CEH Certification CESE Equivalency: Per PWS 5.3.1 5.3.2, a Certified Executive Housekeeper (CEH) is required. EMS will accept an IEHA CESE credential if equivalency is demonstrated and required certification and experience documentation is provided. Question: Will a Certified Executive Housekeeper (CEH) or Project Manager be required to be on-site during both shifts, and may one position oversee both? site during both shifts, and may one position oversee both? 2 CEH/Project Manager On-Site Coverage: The CEH is not required on-site for both shifts. Shift supervisors must cover each shift. One CEH may oversee both shifts as long as supervisory coverage and availability requirements in PWS 5.3.5 are met. Question: Who is the current or most recent incumbent contractor performing janitorial services at Durham VAMC? D & R Willaims LLC. Question: What is the incumbent s total annual contract value or monthly billing rate? Total Contract Value = $2,608,775.64 Question: Can you provide the last AWARD SOLICITATION NUMBER AND DATE OF AWARD and TOTAL VALUE? 36C24620P0842 Awarded to D & R Williams LLC on 04/29/2020 for a total value of $2,608,775.64. Question: The SOW references approximately 393,000 square feet, work area across several buildings and walkway. Can you advise on how many buildings does the contractor have to cover or a list of buildings with square footage? Will the VA provide a building list with associated square footage by location prior to award? 6. Building List and Square Footage: PWS 1.6 identifies approx. 393,000 sq. ft. Detailed square footage is provided post-award per PWS 1.6.1. Question: The QASP requires carpets to remain free of stains and discoloration, while the PWS identifies vacuuming and spot cleaning. Please confirm whether full carpet extraction is required. If so, please provide the applicable square footage and frequency. 7. Carpet Extraction Requirement: Only vacuuming and spot cleaning are required (PWS 5.1.1). No full carpet extraction requirement exists in the PWS. Spot cleaning as required so that the carpet presents a uniform and clean appearance, free of spots and stains. Question: Is the contractor responsible for providing all cleaning chemicals, consumables (e.g., paper,soap, trash liners), and equipment, or will the VA furnish any materials? Please confirm whether the contractor must provide consumables (toilet paper, paper towels, etc.) or if these are VA-furnished? 8. Contractor-Furnished Consumables and Chemicals: All consumables, chemicals, PPE, and supplies must be contractor-furnished (PWS Section 4). Question: Are floor scrubbers, vacuums, or carpet extractors provided by the VA or expected to be contractor-owned? 9. Contractor-Provided Equipment: Contractor provides all vacuums, scrubbers, and equipment (PWS Section 4). Question: Is the contractor responsible for replacement BATTERIES for paper towel, hand sanitizer, soap dispensers? Batteries for Dispensers: Contractor must provide all batteries for paper towel, soap, and sanitizer dispensers (PWS Section 4). Question: Will the Government or the contractor be responsible for replacement of any broken 11. Replacement of Dispensers: Normal wear = VA replaces. Contractor-caused damage = contractor replaces (PWS 5.11). Question: Is the contractor responsible for replacement of TOILET SEAT COVERS? Or will this be at the responsibility of the EMS VA? 12. Toilet Seat Covers: Contractor must provide refills compatible with dispensers (PWS Section 4).nonfunctional dispensers during the contract term? Question: Can you advise if all the janitorial closets have installed J-Fill dispensers already installed? : All EMS Closety have the Spartans Versafill Dispensers. EMS will identify Contractor s locations during onboarding. Question:Are waste disposal or biohazard cleaning responsibilities included in this scope? Contractor handles general trash only (PWS 5.1.18). Biohazard waste is not included. Question: Are there any anticipated changes in square footage or shift hours during the option years? : None identified. Any changes require contract modification (PWS 1.8). Question: Please provide information on the dining area, kitchen, and break areas i.e., the size of the kitchen, number of appliances, hours of operation, etc. Contractor cleans dining and break areas daily per PWS 5.1.13. Not in the Kitchens. Question: Does the referenced kitchen provide food service for the main hospital including inpatient dining service? Or is this a limited dining service such as the VA Canteen? This applies to Canteen/dining areas only not inpatient food service. Question: Please confirm whether the contractor is required to dust/clean personal desktops, desk or computer monitors that may contain papers, equipment and personal items. Contractor provides all labor for the 393,000 sq. ft. (PWS 1.5.1). EMS staff primary focus is patient care areas. Question: Is the contractor the sole source of cleaning service labor in the entire referenced 393,000 square feet? Or is this area in conjunction with other contractors and/or government personnel? Contractor provides all labor for the 393,000 sq. ft. (PWS 1.5.1). EMS staff primary focus is patient care areas. Question: Page 28, 5.14.2 (c) mentions "Parking Requirements" as an applicable regulation. Could you please provide the specific parking policy for contractor employees at the Durham VAMC? Parking Requirements: Contractor must follow Durham VAMC parking policy per PWS 5.14.2(c). Question: The QASP identifies emergency or special-event cleaning as an ordered service. Please confirm whether these services are included in the fixed monthly price or will be separately authorized. If an on-site vehicle or utility cart is required, may it remain at the Durham facility? Please identify any parking, storage, registration, insurance, fueling or charging requirements. 21. Emergency/Special Event Cleaning: Additional cleaning requires a contract modification (PWS 1.8). Equipment storage must follow parking policies. Not are included in the fixed monthly price but will be paid as a separate service. Question: Please provide the approximate square footage of carpet, resilient flooring, wood flooring and any other hard-surface flooring included in the requirement. Square Footage by Floor Type: Provided post-award (PWS 1.6.1). Question: Hours Discrepancy: The B.2 Price Schedule lists 2nd shift as 3:30 PM 11:00 PM, while PWS Section 1.4 lists 2nd shift as 3:00 PM 11:30 PM. Which is correct for staffing and pricing purposes? Hours Discrepancy: PWS 1.4 governs. Question: CEH Certification: Is a specific certifying body required or preferred for the Certified Executive Housekeeper requirement, such as NEHA specifically, or is an equivalent accepted? Is there flexibility on the timeline for CEH approval relative to contract start? CEH Certification Flexibility: EMS requires CEH certification before performance. Contracting must approve any deviation. Question: Management Team Pricing: The PWS specifies a minimum of 10 FTE housekeepers in addition to the management team. Should management team costs, including the CEH supervisor and shift leads, be priced separately, or embedded within the unit price for each B.2 line item? CEH and supervisors are additional to the 10 FTE housekeepers (PWS 1.5.1). Pricing structure is at the contractor s discretion. Question: Please confirm that the required minimum of 10 FTE housekeepers, consisting of 5 FTEs per shift, is required in addition to the Certified Executive Housekeeper (CEH), shift supervisors, and other management personnel. . Confirmation of 10 FTE Minimum: Confirmed per PWS 1.5.1. Question: Please confirm whether resumes are required with the quotation for the proposed CEH and shift supervisors. Resumes/documentation for CEH and shift supervisors are required (PWS 5.3.2 & 5.3.8). Question: The PWS states that the Contractor shall provide the equipment, machines, tools, approved disinfectants, chemicals, consumables, PPE, and other items necessary to perform the required services. Please confirm that all such items are to be furnished by the Contractor and included in the firm-fixed price. Additionally, please clarify whether the Government will provide any existing equipment, supplies, consumables, or…