# SAMPLE-27-Q-0001 — Solicitation Compliance Review Department of Veterans Affairs | Janitorial Services, VA Outpatient Clinic (fictional) ## 1. Solicitation at a Glance | Item | Solicitation requirement | | --------------------------- | ------------------------------------------------------------------------------------------------------------------------------- | | Solicitation | SAMPLE-27-Q-0001 | | Agency | Department of Veterans Affairs | | Contract type | Firm-fixed-price, as provided in the solicitation information | | Set-aside | SDVOSB set-aside, as provided in the solicitation information | | Proposal deadline | March 12, 2027, at 2:00 PM Eastern | | Submission method | Email PDF files to the Contracting Officer (L.3) | | Volume I | Technical — maximum 10 pages (L.3) | | Volume II | Past Performance — maximum 3 references (L.3); no page limit provided | | Volume III | Price — no page limit provided | | Formatting | At least 12-point Times New Roman; 1-inch margins (L.3) | | Technical content | Staffing plan, quality control plan, infection control approach (L.4) | | Evaluation basis | Best value tradeoff (M.1) | | Factor importance | Technical is more important than past performance; non-price factors combined are significantly more important than price (M.1) | | Stated technical evaluation | Staffing adequacy and quality control (M.2) | Primary compliance concern: Section L requires an infection control approach, but Section M.2 lists only staffing adequacy and quality control as technical evaluation criteria. The solicitation does not explain how infection control will be evaluated or weighted. Scope limitation: This review uses only the supplied solicitation information and pasted provisions. No unstated requirement is treated as mandatory. Items identified as missing are documents or clarifications needed to resolve matters that the supplied text leaves open. ## 2. Compliance Matrix The matrix separates explicit submission instructions, evaluation criteria, and performance obligations. The Owner and Status columns are intentionally blank for your team to complete. ### Section L — Instructions to Offerors | ID | Source | Requirement (quoted key words + paraphrase) | Type | Proposal Volume and Section | Section M Factor | Evidence or Proof Needed | Owner | Status | | ---- | ------ | --------------------------------------------------------------------------------------------------- | ---------- | ---------------------------------------------------------------- | ------------------------------------------------------------------ | -------------------------------------------------------------------- | ----- | ------ | | L-1 | L.3 | “Volume I Technical” — Submit a separate technical volume. | Format | Volume I — Technical | Staffing adequacy; quality control | Complete Technical PDF | | | | L-2 | L.3 | “max 10 pages” — Technical volume cannot exceed 10 pages. | Format | Volume I — Technical | Staffing adequacy; quality control | Final page count | | | | L-3 | L.3 | “Volume II Past Performance” — Submit a separate past performance volume. | Format | Volume II — Past Performance | Past performance is an evaluation consideration under M.1 | Complete Past Performance PDF | | | | L-4 | L.3 | “max 3 references” — Provide no more than three past performance references. | Content | Volume II — Past Performance | Past performance | Reference list and supporting information for up to three references | | | | L-5 | L.3 | “Volume III Price” — Submit a separate price volume. | Format | Volume III — Price | Price; non-price factors combined are significantly more important | Complete Price PDF | | | | L-6 | L.3 | “Font shall be no smaller than 12 pt Times New Roman” — Use Times New Roman at 12 points or larger. | Format | All volumes; scope of formatting instruction should be confirmed | All factors, as applicable | Final PDF font and size check | | | | L-7 | L.3 | “1-inch margins” — Use one-inch margins. | Format | All volumes; scope of formatting instruction should be confirmed | All factors, as applicable | Final PDF margin check | | | | L-8 | L.3 | “Proposals shall be emailed as PDF files” — Submit the proposal volumes as PDF files by email. | Submission | Volumes I, II and III | All factors | Final PDFs and email submission record | | | | L-9 | L.3 | “to the Contracting Officer” — Address the proposal email to the Contracting Officer. | Submission | Submission package covering all volumes | All factors | Verified recipient address and sent email record | | | | L-10 | L.4 | “shall describe the offeror's staffing plan” — Explain the proposed staffing plan. | Content | Volume I — Staffing Plan | Staffing adequacy (M.2) | Staffing narrative and supporting details | | | | L-11 | L.4 | “quality control plan” — Describe the proposed quality control plan. | Content | Volume I — Quality Control Plan | Quality control (M.2) | Quality control narrative and supporting details | | | | L-12 | L.4 | “approach to infection control” — Describe the proposed infection control approach. | Content | Volume I — Infection Control | No explicit matching factor in M.2 | Infection control narrative | | | ### Section M — Evaluation Criteria | ID | Source | Requirement (quoted key words + paraphrase) | Type | Proposal Volume and Section | Section M Factor | Evidence or Proof Needed | Owner | Status | | --- | ------ | ----------------------------------------------------------------------------------------------------------------------------------------------------------- | ------- | --------------------------------------------------------------------- | --------------------------------- | ---------------------------------------------------------------------------- | ----- | ------ | | M-1 | M.1 | “best value tradeoff basis” — Award will be determined using a best value tradeoff rather than a stated lowest-price-only approach. | Content | All volumes; support technical, past performance and price evaluation | Best value tradeoff | Complete, internally consistent proposal addressing the stated factors | | | | M-2 | M.1 | “Technical is more important than past performance” — Technical has greater stated importance than past performance. | Content | Volume I — Technical; Volume II — Past Performance | Technical versus past performance | Technical and past performance submissions prepared to reflect this priority | | | | M-3 | M.1 | “non-price factors combined are significantly more important than price” — The combined non-price factors have substantially greater importance than price. | Content | Volumes I and II; Volume III — Price | Non-price factors versus price | Complete non-price and price volumes | | | | M-4 | M.2 | “staffing adequacy” — Technical proposals will be evaluated on staffing adequacy. | Content | Volume I — Staffing Plan | Staffing adequacy | Staffing plan that clearly addresses the proposed staffing approach | | | | M-5 | M.2 | “quality control” — Technical proposals will be evaluated on quality control. | Content | Volume I — Quality Control Plan | Quality control | Quality control plan that clearly addresses the proposed approach | | | ### PWS — Performance Requirements | ID | Source | Requirement (quoted key words + paraphrase) | Type | Proposal Volume and Section | Section M Factor | Evidence or Proof Needed | Owner | Status | | --- | ------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- | ----------- | ---------------------------------------------------------------------------------------- | -------------------------------------------------------------- | ---------------------------------------------------------------------- | ----- | ------ | | P-1 | PWS 5.2 | “shall clean patient restrooms a minimum of three times daily” — Patient restrooms must be cleaned at least three times each day. | Performance | Volume I — Staffing Plan and Quality Control Plan, as applicable to explaining execution | Staffing adequacy; quality control | Proposed coverage plan and procedures supporting the minimum frequency | | | | P-2 | PWS 5.2 | “log each cleaning” — Every patient restroom cleaning must be logged. | Performance | Volume I — Quality Control Plan | Quality control | Proposed cleaning-log process and recordkeeping approach | | | | P-3 | PWS 5.6 | “Personnel shall complete VA-required training per Attachment 3” — Personnel must complete the training required by VA, as specified in Attachment 3. | Performance | Volume I — Staffing Plan, as applicable to explaining execution | Staffing adequacy; no explicit training-specific factor stated | Attachment 3 and a plan for personnel training compliance | | | ### Traceability observations - L-10 → M-4: Staffing plan supports the staffing adequacy factor. - L-11 → M-5: Quality control plan supports the quality control factor. - L-12 → M.2: Infection control is required by Section L but has no expressly identified evaluation factor in the supplied Section M. - M-4 and M-5 → L.4: Both stated technical evaluation factors have corresponding instructions in Section L. - M-1 through M-3: These are evaluation-basis and relative-importance statements, not separate technical deliverables with specific required content. - P-1 through P-3: These are performance requirements. The supplied text does not expressly prescribe a separate proposal artifact for each one. Addressing them in the technical narrative is a recommended way to demonstrate an executable approach, not an additional quoted submission requirement. ## 3. Proposal Outline The outline below follows the three-volume order and the technical-content wording in L.3 and L.4. Page allocations for Volume I are planning recommendations, not solicitation requirements. ### Volume I — Technical Maximum 10 pages | L.3 | Order | Heading | Matrix IDs | Suggested pages | | ----- | ----------------------------- | ----------------------- | --------------- | | 1 | Staffing Plan | L-10, M-4, P-1, P-3 | 4 | | 2 | Quality Control Plan | L-11, M-5, P-1, P-2 | 3 | | 3 | Approach to Infection Control | L-12 | 2 | | 4 | Technical Compliance Summary | L-2, L-6, L-7, M-2, M-3 | 1 | | | Total | | 10 | ### Recommended content under each heading 1\. Staffing Plan — 4 pages - Explain the proposed staffing plan, as required by L.4. - Explain how staffing supports patient restroom cleaning at least three times daily (PWS 5.2). - Explain how personnel will complete VA-required training under Attachment 3 (PWS 5.6). 2\. Quality Control Plan — 3 pages - Describe the quality control plan, as required by L.4. - Explain how each patient restroom cleaning will be logged (PWS 5.2). - Describe how the proposed quality control approach addresses the stated quality control evaluation factor (M.2). 3\. Approach to Infection Control — 2 pages - Describe the infection control approach required by L.4. - Seek clarification on whether and how infection control will be evaluated under Section M. 4\. Technical Compliance Summary — 1 page - Provide a concise cross-reference to staffing adequacy and quality control (M.2). - Use this page only if it adds value without duplicating substantive material. Page-allocation caution: The solicitation does not require a technical summary, nor does it prescribe individual section page limits. If the summary would be redundant, use that page for staffing adequacy or quality control. Keep the complete technical volume within 10 pages. ### Volume II — Past Performance Maximum 3 references | L.3 1\. Past Performance References - Matrix IDs: L-3, L-4, M-2, M-3. - Include no more than three references. - Prepare reference information that supports the past performance evaluation consideration identified in M.1. - Confirm the required reference fields and any relevance or recency standards with the Contracting Officer; none are specified in the supplied text. Page allocation: No volume page limit or required reference format is provided. Do not assume one. ### Volume III — Price No page limit or detailed pricing instructions supplied | L.3, M.1 1\. Price - Matrix IDs: L-5, L-6, L-7, L-8, M-1, M-3. - Submit a separate price volume as a PDF. - Follow the stated font and margin rules unless clarified otherwise. - Account for the best value tradeoff and the stated relative importance of price (M.1). Page allocation: To be determined after obtaining the pricing instructions and any applicable pricing schedule or form. Do not invent a pricing template or price breakdown. ### Submission package 1. Finalize Volume I — Technical. 2. Finalize Volume II — Past Performance. 3. Finalize Volume III — Price. 4. Check page count, font, margins and PDF format. 5. Email the PDF proposal volumes to the Contracting Officer by March 12, 2027, at 2:00 PM Eastern. The deadline and submission method are stated in the solicitation information and L.3. The email address, file-naming convention, file-size limit, and any requirement for a receipt confirmation are not provided. ## 4. Gaps and Red Flags | Issue | Source | Compliance concern / recommended action | | ---------------------------------------------- | ------------------------ | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Infection control evaluation gap | L.4; M.2 | Infection control must be described, but no matching evaluation factor is stated in M.2. Ask whether it is evaluated and how it affects the tradeoff. | | Staffing and quality control evaluation detail | M.2 | The two factors are named, but no subfactors, rating definitions, or scoring methodology are supplied. Avoid assuming unstated criteria. | | Formatting scope | L.3 | The font and margin rules are stated, but it is unclear whether they apply to every volume, tables, covers, and appendices. Confirm scope. | | Past performance requirements | L.3; M.1 | Three references are permitted, but no required fields, relevance definitions, recency standards, or evaluation methodology are supplied. | | Price submission requirements | L.3; M.1 | The price volume is required, but no pricing schedule, cost elements, unit-price format, or supporting forms are provided. | | Submission mechanics | L.3 | Email and PDF are required, but the Contracting Officer's email address, file naming, file size, and receipt-confirmation rules are absent. | | Due-date logistics | Solicitation information | The deadline is explicit, but no late-submission rules or alternative submission procedure are provided. Confirm the applicable instructions and plan for delivery before the deadline. | | Attachment 3 | PWS 5.6 | VA-required training is mandatory, but Attachment 3 was referenced and not supplied. Its contents cannot be determined from the pasted text. | | Eligibility substantiation | Solicitation information | An SDVOSB set-aside is stated, and the company is described as an SDVOSB. The supplied text does not identify required eligibility representations or evidence. | | Contract performance detail | PWS 5.2, PWS 5.6 | Restroom cleaning frequency, logging, and training are specified. Other performance details should not be inferred from these excerpts. | ### Missing Documents The following items are missing from the supplied material or are not provided in enough detail to establish their requirements. 1. Attachment 3 — Expressly referenced by PWS 5.6 for VA-required personnel training. 2. Complete Section L — Only L.3 and L.4 were supplied. Other instructions, if any, cannot be identified. 3. Complete Section M — Only M.1 and M.2 were supplied. Additional evaluation factors or scoring rules cannot be ruled out. 4. Complete PWS/SOW and attachments — Only PWS 5.2 and PWS 5.6 were supplied. The remaining performance requirements are unknown. 5. Pricing schedule or required pricing forms — None were supplied or identified in the pasted text. 6. Referenced solicitation clauses or forms, if any — No specific additional clause or form is identified in the supplied excerpts. Their existence or contents cannot be established from the provided text. These are missing-document requests, not findings that every listed item necessarily exists in the full solicitation. ## 5. Questions for the Contracting Officer The following questions are neutral and focused on resolving submission and evaluation uncertainty. **Subject: Clarification Questions — SAMPLE-27-Q-0001, Janitorial Services** 1. **Technical evaluation:** Section M.2 identifies staffing adequacy and quality control as technical evaluation factors. Is infection control, which is required in Section L.4, evaluated as part of either factor or as a separate consideration? 2. **Evaluation methodology:** Sections M.1 and M.2 describe the evaluation basis and factor importance. Will the Government provide additional factor definitions, rating criteria, or evaluation subfactors? 3. **Formatting scope:** Section L.3 specifies Times New Roman of at least 12 points and one-inch margins. Do these requirements apply to all three volumes, including cover pages, tables, and attachments? 4. **Past performance:** Section L.3 permits a maximum of three references. Are there prescribed reference fields, forms, relevance criteria, or recency requirements? 5. **Price volume:** Section L.3 requires Volume III — Price. Is there a required pricing schedule, template, or other pricing form that offerors must use? 6. **Email submission:** Section L.3 requires proposals to be emailed as PDF files to the Contracting Officer. What email address should be used, and are there file-naming, file-size, or receipt-confirmation requirements? 7. **Attachment 3:** PWS 5.6 requires personnel to complete VA-required training per Attachment 3. Will Attachment 3 be provided with the complete solicitation, and are there training-completion deadlines that offerors should address? 8. **Restroom cleaning logs:** PWS 5.2 requires each patient restroom cleaning to be logged. Does the Government prescribe a log format, submission process, or record-retention requirement? 9. **Infection control:** Section L.4 requires an infection control approach. Are there additional applicable infection control standards or Government-provided procedures that offerors should address? 10. **Submission deadline:** The solicitation information identifies March 12, 2027, at 2:00 PM Eastern as the deadline. Are there any additional submission or receipt instructions offerors should observe? ## 6. Bid / No-Bid Checklist Use this checklist for an internal go/no-go decision. These questions are decision prompts, not assertions that the solicitation imposes requirements beyond the supplied text. ## Internal decision checklist 0 of 8 Yes Select Yes, No, or Open for each question. Open means the team still needs information or confirmation. 1\. Can the company substantiate its SDVOSB status for this set-aside? Reference: Solicitation information Yes No Open 2\. Can the company prepare all three required volumes: Technical, Past Performance, and Price? Reference: L.3 Yes No Open 3\. Can the team deliver a Technical volume of no more than 10 pages that addresses staffing, quality control, and infection control? Reference: L.3–L.4 Yes No Open 4\. Can the team provide up to three past performance references and obtain the information needed to prepare them? Reference: L.3 Yes No Open 5\. Can the proposed staffing approach support patient restroom cleaning at least three times daily and logging every cleaning? Reference: PWS 5.2 Yes No Open 6\. Can the team identify how personnel will complete the VA-required training once Attachment 3 is obtained? Reference: PWS 5.6 Yes No Open 7\. Can the team prepare a compliant price volume once any applicable pricing instructions and forms are confirmed? Reference: L.3; M.1 Yes No Open 8\. Can the team complete final quality checks and email all required PDF volumes before the stated deadline? Reference: L.3; solicitation information Yes No Open Unresolved items # 8 Reset checklist Copy checklist and answers Recommended next steps 1. Obtain Attachment 3 and the complete solicitation package. 2. Send the Contracting Officer the questions about infection control evaluation, pricing instructions, and submission mechanics. 3. Build the three volumes using the traceability matrix, assigning an owner to each requirement. 4. Conduct a final compliance review against the complete solicitation before submission. Bottom line: The supplied excerpts establish the three-volume structure, technical content, formatting rules, submission method, two technical evaluation factors, and three explicit performance obligations. The biggest unresolved items are Attachment 3, the missing solicitation sections, pricing instructions, and the treatment of infection control in evaluation.