Attachment 6 - Questions and Answers Document.pdf

FMS Solicitation FA558726Q0012 - Vendor Submitted Questions

Performance Work Statement

1.3.1 When scheduling, are the number of jobs, volume of loads and distance of properties taken into account when booking deliveries and pickups? Or should the contractor assume there is no limit to the number of jobs, volumes or distance in any one day? The contractor should assume there is no limit to all three of these factors. However, generally job numbers are kept to a level that is operationally practical to our warehouse capacity, usually between 25-30 jobs.

1.3.1 Can the authority please confirm how often we are likely receive jobs with less than 12 hours notice as this has a significant impact on standing workforce.

The contractor will receive more than 12 hours notice for additional jobs, as the cut off time for these additional jobs is 12 noon the working day before.

1.3.1 For scheduling, the FMS may add up to six additional haulage jobs to the following days run. Will there ne a requirement for FMS to contact the office beforehand to confirm vehicle and labour availability? How much notice will be provided for these jobs?

The concern is it would be difficult to accommodate these additional jobs without prior notice particularly when

• Vehicles may already be fully allocated

• Additional labour may be required

• Vehicles may be unavailable due to servicing for maintenance

• 6 extra jobs may be 5 hours of additional work that needs planning for

Some form of advance notification or pre-call procedure would be extremely helpful in allowing us to plan resources effectively.

As per PWS 1.3.1 FMS may request up to 5 additional haulage jobs up to 12 noon the working day before the day of performance. In order to accommodate the potential for these additional jobs, it would be expected that the contractor has a contingency plan in place to facilitate any additions. Our intention will always be to provide notification of these additional jobs in a timely manner. The main purpose of this is to enable critical last minute jobs to be performed.

1.3.1

1.3.1.3 Is the 30minutes delay at the gate per day or per visit (which could be more than once per day). Is it anticipated that delays will occur frequently? Every visit to gate 8 should be annotated on the USAFE 391 with the potential for a 30 minute delay each time. Delays are most likely at peak times of the day eg first thing in the morning (before 09:00), however could occur at other times for a variety of reasons (eg real world security incidents, base exercises etc)

1.3.1.3 The FMS may add up to five additional jobs to a given day’s list after the initial list is provided. Should offerors assume these additional jobs are included in the applicable daily route pricing, or will they be priced as separate runs under the applicable radius CLIN?

These will be priced as individual runs as broken out in the applicable service CLIN.

1.3.2.4 Will the contractor be given read access to eMH to support in planning and scheduling of driver, vans and other resource. No

1.3.4 PWS 1.3.4 (24/7/365 service-call coverage) and 1.3.4.10 (hold ~71 appliances, est. value $38,284) vs. Pricing Workbook (no standby/availability/mobilisation CLIN). There is no separate CLIN for the fixed costs of 24/7 standby, the contractor storage facility, or holding night-stock. Please confirm these fixed costs are to be amortised into the per-Run / per- Call unit prices, and confirm there is no separate availability or mobilisation line item.

There is no separate “availability or mobilisation” line item. Payment will only be made for the defined line items.

1.3.4.3.1 and 1.3.4.2

Given the 4 hour requirement for repair and replacement. Is there scope to take a spare appliance for repair jobs of a further distance to mitigate the risk of missing the 4hour window? A replacement appliance is not permitted to be taken on the initial visit to a service call. The focus should be to fix the appliance on the initial visit. If the appliance cannot be repaired, it shall then be replaced with an appliance from our warehouse (during office hours) or from the contractor’s warehouse stock (if the call runs to out of office hours). Vendors will need to price in the risk of having to exchange an appliance if not able to be repaired on site.

1.3.4.2.2 PWS 1.3.4.3.2 (“Each service call shall only incur one (1) charge regardless of whether the appliance is subsequently changed out”). A domestic service call may include travel, attempted repair, return to warehouse, collection, re-delivery and install — all within 4 hours for one charge. Can the Government provide the historical proportion of service calls that resulted in a change-out, to inform the unit price? The amount of service calls that have required a changeout can vary year on year. Over the last few years this has been approximately between 20-30%

1.3.4.3 Standard hours finish at 16:00 with out of hours starting at 16:01. The PWS references the possibility of calls being accepted up to 16:15 in certain circumstances. Please clarify the following:

• Whether calls after 16:00 would be treated as out-of-hours calls Our call desk phone line will be transferred to afterhours status at 16:00 and any calls received during afterhours status will be treated as such.

• Confirmation that the applicable out-of-hours arrangements and payment would apply, given that these would be handled by the out-of-hours team at additional cost. Any call received during afterhours status will be chargeable at the afterhours rate.

• Whether the additional 15 minute window is intended to solely assist the call desk where calls are not passed through before 16:00 and will only happen rarely.

Correct. This additional 15 minutes would be for FMS staff to place a call to the contractor that we received before the afterhours status commenced. These calls would not be classed as Afterhours Calls, but as either Service Calls or Direct Exchanges. The purpose of the additional 15 minutes is to assist FMS staff to complete the process of placing a call up to the wire of closure.

1.3.4.5 Can the authority please confirm, if outside of normal working hours call outs are to be invoiced separately, will this be additional to the submitted price? These calls are to be performed and invoiced as Afterhours Direct Exchange as should appliance faults match that of 1.3.4.6

1.3.4.6 During out of hours call out, who decides on the provision of a replacement appliance if the repair cannot be completed? The afterhours service only allows for appliance replacement should specific criteria be met as per PWS 1.3.4.6

1.3.4.6 Can the authority confirm if the after hour direct exchange services are the same as emergency call outs? If not can you please confirm how many emergency call outs there are a month. Emergency callouts are the same as afterhours direct exchanges. Historical figures have already been provided. Each month the number is likely to fluctuate.

1.3.4.9 Will there be any requirements for hardwire installs in rental properties, which would fall outside of the JSP guidance. Standard installations of domestic appliances will be required in off base rental properties. Most appliances are a standard UK plug, however ranges for example may need hardwiring.

1.3.4.9 The PWS requires that electrical work on hard wired MOD installations comply with JSP375 Vol 3 Chap 3. Can the Government clarify:

• The estimated volume of hard-wired US Spec appliance installations per month There is no set number per month, it would be on an as and when basis that jobs requiring hard wiring arose.

• Whether contractors must demonstrate any specific UK-recognized electrical certification (Part P, 18th Edition, G3 NIC EIC) for staff performing hard-wiring connections? This is explained in PWS 3.1.1.2

1.3.4.10 The PWS requires the contractor to hold a minimum of 71 government-owned appliances as ‘night stock’ in the contractors’ own faciality. Can the government confirm:

• Who is responsible for insuring this government owned property while held at the contractor’s facility The contractor should have their own insurance to cover items within their property

• Is there a defined maximum period for which any individual appliance may be held at the contractor’s facility before it must be returned or replaced? No

1.3.4.10.5 Is a scanner supplied to the contractor linked to eMH for the purpose of inventory checks and controls of the appliance stored at the Contractor Warehouse? No

1.3.4.10.5 The PWS identifies a minimum of 71 Government appliances with an estimated value of $38,284 to be held by the contractor. Please confirm whether the Government will conduct a joint inventory at transition and provide initial condition documentation for all Government property transferred to contractor custody. Yes

1.3.5.2 Is there a limit on the number of missed appointments that can be completed by the contractor before the contractor will be compensated? Should the contractor attend a job and be unable to complete it due to the customer not being home, the contractor will be required to fulfill the no show procedure as set out in PWS 1.3.5 and only then will the contractor be paid in full for that job.

1.3.6 Appliance and furniture repairs must be returned within 25 working days unless otherwise approved by the COR. If repair parts are delayed due to supplier availability, customs, or Government approval timing, will the Government extend the turnaround requirement upon contractor notification? Yes

1.3.6.2 The PWS states furniture repairs include ‘basic woodworks including re-glueing and re-affixing of furniture components’. Can the Government clarify:

• Whether this scope extends to reupholstery, cosmetic refurbishment or structural carpentry beyond the basic joint repair? The extent of furniture repair expected to be limited to basic woodworking eg gluing and screwing etc. We do not anticipate any reupholstering.

• Also if the contractor is expected to hold any furniture components or spare parts in stock for recurring repair items? It is for the contractor to determine the levels of stock required to perform this function based on the historical workload data provided.

1.3.8.2 As part of the dryer de-lint program, specifically internal vent systems, can we get confirmation on whether or not condenser dryers are used in base housing or if there is an internal vent system that requires qualified personnel to clean? At present there are only vented dryers in base housing, this could be subject to change over the course of the contract. The internal house ducting systems do not require cleaning as part of this contract, only the internal workings of the appliance itself.

1.3.9.1 When collecting white goods/furniture that needs cleaning from a members property, do they need returning to the FMS before taking to the contractors facility to be cleaned? Are the members asked to attempt cleaning prior to collection? All furniture and appliances collected from customers residences will need to be returned to FMS. Once returned to FMS all items will be assessed and a determination will be made whether to send to the contractor for a clean. Members are advised to return items clean.

1.3.9.3 PWS 1.3.9.3 (“CAP exceeding $10,000, requires prior approval by the Contracting Officer”). Is the $10,000 threshold per part, per work order, per occurrence, or cumulative over a period? This threshold would be per work order, however it is unlikely this threshold will be met as we have no appliances or furniture of this value.

1.3.9.3 CLIN 0017 Contractor Acquired Property (CAP), priced as “1 Lot,” vs. PWS 1.3.9.3–1.3.9.4 (“actual cost of parts... as supported by supplier’s invoice”). CAP is reimbursed at actual cost per supplier invoice, yet the workbook asks for a unit price for “1 Lot.” How should offerors price this CLIN — is the Government providing a Not-to-Exceed plug figure, or should offerors enter an estimated annual CAP value? If offerors propose the value, how will it be evaluated, and is any handling/markup permitted on parts (the PWS appears to allow actual cost only)?

The CAP is an estimated ceiling. Estimated costs should be based on your experience and the data provided in attachment 3. No handling/markup is permitted. This CLIN is a direct reimbursement of costs for parts used to perform the work stated in the PWS. This CLIN ceiling is set by the Government which has been added onto Attachment 4 – Pricing Schedule Workbook.

1.3.10 The PWS states the Government will pay the actual cost of approved parts and associated transportation costs supported by supplier invoices, while CLIN 0017 appears as a firm-fixed-price lot. Please clarify whether Contractor-Acquired Parts are to be priced as firm-fixed price, reimbursed at actual cost, handled as a not-to-exceed allowance, or invoiced through another mechanism? Contractor acquired parts will be reimbursed at cost without mark up, supported by supplier invoices. This CLIN will be firm fixed price not to exceed.

This CLIN ceiling is set by the Government which has been added onto Attachment 4 – Pricing Schedule Workbook.

1.3.10 Contractor Acquired Parts (CAP) states the Government will reimburse the contractor for actual parts costs supported by the original supplier invoice at the time the part is fitted.

CLIN 0017 in the pricing schedule is listed as CAP with an estimate of 5 lots over the 5 year ordering period.

• Is it the Government's intent that the unit rates for repair CLINs (0012 – 0014) cover labour and workmanship only, with the cost of parts invoiced separately as a pass-through under CLIN 0017? Yes

• What constitutes one "Lot" under CLIN 0017—is this an annual lot (one per contract year) or a single consolidated parts expenditure event? This would be invoiced as a “LOT” monthly as part of the invoicing process. The total amount under the “LOT” would be the amount used on parts during that month. Each month there would be an invoice line CLIN 0017 of 1 LOT of £???.??

• Is there an indicative annual spend on parts/CAP under the existing contract that we can reference for pricing modelling? This CLIN ceiling is set by the Government which has been added onto Attachment 4 – Pricing Schedule Workbook.

1.3.14. Will the contractor be provided access to eMH or an equivalent Government system for delivery/pickup paperwork, or will all paperwork be provided as hard copy by FMS? If system access is required, please identify required credentials, devices, training, and expected availability. No

1.3.14.4 Would the CO be open to the Contractor considering a method to move some of the forms such as the AF329 into an electronic format, completable on a tablet? There is no reference to an AF329 within the PWS. At present our preferred method is use of paper copies of government forms and work orders, however if the contractor provides an electronic alternative that is beneficial to the government at no expense, we would be open to considering.

3.1.5.2 PWS 3.1.5.2 (Government-provided .kmz file defines haulage radii; “No other method...

will be authorized”). Will the .kmz radius file be made available to offerors before proposals are due? Without it, offerors cannot independently verify the radius-band split driving CLINs x001–x004. Please also confirm radius is always measured from the FMS warehouse at RAF Feltwell, including for jobs at Lakenheath and Mildenhall. The radius file has been added as Attachment 7 – Haulage Zones KMZ. Import to Google Earth to view map. The radii are measured from the main gate of RAF Feltwell.

4.6.2 Does this mean that the contractor are not required to apply for Security Clearances through UKSV? The contractor is required to go through UKSV vetting. This is initiated by a COR/HAC Manager and performed by UKSV.

Formatting The quote preparation instructions state that standard margins shall be 254mm for UK pages and 1 inch for US pages. Please confirm whether the intended UK margin is 25.4mm, equivalent to 1 inch.

Yes this is correct. Standard page margins for either the UK or US are fine.

Formatting Does the Volume I cover page count against the 5-page Executive Summary page limit, or may it be provided separately? Cover pages are not required and would be counted.

Formatting For the Management Plan, Quality Control Plan, and Mission Essential Plan, may offerors use tables, graphics, process flows, and matrices within the stated page limits, provided font and margin requirements are met? Yes

General Does the quantity or type of furniture and appliances issued to a property vary by property type eg/ number of bedrooms or dormitory vs family housing? Can the Government provide a standard furniture allocation schedule or matrix showing the typical number and types of items issued per property category? This is covered in Appendix A. A further breakdown based on hypotheticals will not be provided.

General Can the authority please confirm if it possible to store vehicles on site overnight? It is not possible to store vehicles on site overnight. The contractor will need to provide their own storage facility.

General The PWS states unescorted base passes may take an estimated 90 calendar days to process. If award occurs less than 90 days before performance start, will the Government support escorted access or temporary access procedures to ensure readiness on 01 December 2026? Temporary access procedures will be used should there be a delay in base passes. Staff under TUPE should have active clearances reducing badging lead time.

General Please confirm whether work performed on UK bank holidays, U.S. Federal holidays, weekends, or outside normal FMS operating hours is limited to service calls and after-hours direct exchanges unless separately authorized by the COR. Please see PWS 4.4.1.3.

General Please clarify whether the contractor is responsible for pre-existing damage to Government furniture or appliances if such damage is not documented before contractor custody. Will the Government provide a process for documenting pre-existing conditions at pickup or warehouse issue? The contractor is not responsible for pre-existing damage.

General Can the authority please confirm if we would have access to print paperwork through EMH No, eMH access is not required by the contractor and will not be given.

General Can you clarify the specific or examples of the qualifications required or accepted by the AP in order to be deemed competent and be signed off. Through experience, each base seems to operate slightly differently. Can it be confirmed that a full 18th Edition Qualified Electrician is not required.

A fully qualified electrician is not required, however, any person performing electrical work on the installation will be required to be signed off as a skilled person following the completion of a written examination by the relevant authority on both RAF Lakenheath and RAF Mildenhall.

CLINS

CLIN 0001 - 0003

Haulage CLINs x001–x003 (Feltwell 180; 0–15 mi 3,980; 16–30 mi 1,460) vs. FY25 actuals (Feltwell 142; 0–15 mi 3,358; 16–30 mi 1,219). The radius-band estimates exceed recent actuals by roughly 7–18%. Please confirm whether the estimates reflect anticipated growth or are based on older fiscal years.

The figures are based on previous years and anticipated workload forecasts.

CLIN 0002 - 0004

The PWS states performance may occur up to and exceeding a 50-mile radius from RAF Feltwell, while the pricing schedule includes radius categories of 0–15 miles, 16–30 miles, and 30+ miles. Please confirm that the 30+ mile CLIN applies to all jobs beyond 30 miles, including any locations exceeding 50 miles. Yes

CLIN 0005

“Direct Exchange Services, PWS 1.3.4.4.” Direct Exchange Service is defined at PWS §1.3.4.3.3; §1.3.4.4 addresses contractor storage. Please confirm the correct PWS reference for this CLIN.

You are correct. This appears to be a typo on the pricing schedule, the PWS reference should be 1.3.4.3.3.

CLIN 0006

“After Hours Direct Exchange Services, PWS 1.3.4.6.” After-hours invoicing is directed at §1.3.4.5; §1.3.4.6 is the after-hours emergency-conditions table. Please confirm the correct PWS reference for this CLIN.

Both PWS references are related to Afterhours Direct Exchanges.

CLIN 0005

Direct Exchange Services, est. 1,750/yr vs. actuals — FY23 421; FY24 1,042; FY25 1,491. Direct Exchange volume has risen sharply while domestic service calls have fallen, suggesting a substitution between the two. Please confirm whether FMS intends to continue shifting volume from repair-attempt service calls to direct exchanges, as this changes the cost basis for CLINs x005 and x007.

The decrease in service calls and increase in direct exchanges reflects a slight change in our criteria for placing calls. This has been related to the phasing out of older appliances and the issue of newer stock. There may be spikes in any service for a variety of different reasons eg appliance recalls, appliance refresh projects etc.

CLIN 0011

Preventative Maintenance (Base Housing), est. 400/yr vs. actuals — service began FY22; FY24 284, FY25 110. Please confirm the basis for the 400/yr estimate given recent actuals around 110–284, and see also Question 15 regarding the CLIN description.

The 400 per year estimate is based on the potential number of base houses that could be vacated during a year and therefore requiring the preventative maintenance. This can fluctuate each year based on housing movements.

We are not sure of the link between this question and question 15 (Q15 = PWS Definitions — RUN answered below)

CLIN 0011

“Preventative Maintenance (Base Housing Commercial Appliances), PWS 1.3.8” vs.

PWS §1.3.8 (de-linting of dryers in base housing on turnover — domestic; no commercial appliances mentioned). The CLIN description references “Commercial Appliances,” but PWS §1.3.8 covers domestic dryer de-lint in base housing. Please reconcile the CLIN description with the PWS scope and confirm exactly what appliances this CLIN covers.

You are correct. This appears to be a typo in the pricing schedule, the PWS reference should be 1.3.4.7

CLIN 0014

Transformer Repair, est. 1,200/yr vs. actuals — highly lumpy; FY22 840, FY23 960, FY24 600, FY25 0. Transformer-repair volume is sporadic, never reached 1,200 in any historical year, and was zero in FY25. What is the basis for the 1,200/yr estimate, and are transformers being phased out? (The unit price must include round-trip transport per 1.3.6.3.)

Transformers are sent to the contractor on an “as needed” basis usually in stillages of 60. This is usually used during busier times of the year when transformers are in higher demand.

TUPE

Q) Whilst it is understood the Authority is not directly involved in any TUPE related requirements, it is requested that the Authority provides a mechanism for tenderers to engage with the incumbent supplier directly, as enabling direct engagement would improve delivery certainty and overall value for money, as it would allow tenderers to refine their personnel transfer and mobilization assumptions leading to a reduction of risk within its pricing assumptions. TUPE information has been added as attachment 5 to the SAM.gov posting for this solicitation. Please request access via SAM.gov.

Q) Please provide clarification on the process for sharing TUPE information.

• How potential vendors will be informed of the number of staff transferring under TUPE

• How potential vendors will receive details relating to employment terms, conditions and pay rates of transferring staff

TUPE information has been added as attachment 5 to the SAM.gov posting for this solicitation. Please request access via SAM.gov.

Q) The quote instructions require offerors to address TUPE compliance in the Management Plan. Please confirm the specific TUPE-related information the Government expects offerors to address, including whether the Government expects offerors to provide a transition approach, employee consultation approach, labor-cost assumptions, or a statement of compliance. The Management Plan should detail how to transition activities and key personnel necessary to begin successful performance beginning 01 December 2026, to include how you plan to comply with UK TUPE law.

Q) Should offerors include all TUPE-related employment, wage, benefit, pension, redundancy, consultation, and transfer costs in the firm-fixed-price CLINs, or will any TUPE-related costs be separately reimbursable or adjustable after award? TUPE will not be a separate reimbursable. Any associated costs should be built into the CLIN pricing.

Q) UK place of performance; PWS 4.1.1 key personnel; no wage determination or incumbent data provided.

Is there an incumbent contractor, and will the Transfer of Undertakings (Protection of Employment) Regulations (TUPE) apply to this service-provision change? If so, please provide anonymised incumbent employee data (numbers, roles, pay, pensions, length of service) needed to price TUPE liabilities. This is potentially the largest single cost driver. Anonymized incumbent employee data is available on SAM.gov.

Please access the posting on SAM and request permission to view attachment 5.

Q) We note that the anticipated contract start date is 1 December 2026 and that funding remains subject to confirmation. Could the Authority confirm when funding approval is anticipated, as this directly effects the transition timeline available to bidders. Given that TUPE will apply, any incoming supplier will require a period to engage with employee representatives and complete statutory consultation. Can the Authority clarify the timeframe between contract award and contract start (i.e 3 months) to allow the parties, amongst other things, to discharge their obligations and reduce the risk of TUPE liability and produce a transition plan with the bid as requested. The contract will be awarded with time for TUPE consideration.

Solicitation Section L

Q) The Past Experience subfactor allows at least one and no more than three examples. Will the Government accept multiple examples that collectively demonstrate haulage, maintenance, repair, logistics, transportation, and quality management experience, or must each individual example include all three areas: haulage, maintenance, and repair? The offeror shall provide recent and relevant evidence of at least one contract, but not more than three contracts, where haulage, maintenance and repair services have been provided. To be considered 'relevant' services must be of same or similar scope, magnitude and complexity to the work outlined in the PWS.

Q) Will the Government consider relevant subcontractor or teaming partner past experience if a company clearly identifies the performing entity, role, scope, value, period of performance, and point of contact? Yes, this would be considered.

Q) The PWS states the written Quality Control Plan (QCP) is due no later than the pre-performance conference, while Section L requires a QCP in the quote. Please confirm whether the proposal QCP will become the contract QCP, or whether the awardee may update and submit a final QCP after award for Government approval. Yes, the awardee may update and submit a finalized QCP after award.

Q) The solicitation states pricing shall exclude taxes/duties from which the U.S. Government is exempt, including VAT. Please confirm the process and timing for obtaining VAT relief documentation and whether offerors should exclude VAT from all proposed CLIN pricing. Pricing should be submitted excluding VAT.

Please reference R-DFARS 252.229-7006 Value Added Tax Exclusion United Kingdom.

Q) Please confirm whether the offeror’s Mission Essential Plan should assume continuation of essential services for up to 30 days using existing contract rates, or whether crisis-related incremental costs will be handled through equitable adjustment under DFARS 252.237-7023. For continuation of essential services in the offeror’s Mission Essential Plan, assume existing contract rates. Requests for equitable adjustment would be addressed under DFARS 252.237-7023.

Pricing Schedule

Q) The instructions tab of the pricing schedule states this is a “Firm Fixed Price Requirements acquisition,” while PWS 4.2 describes an “Indefinite Delivery, Indefinite Quantity Contract.” These are different FAR 16 contract types with different obligations. Please confirm the intended contract type. This is an error in the instructions. This will be a Firm Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) contract. The IDIQ will fix the prices for each CLIN. The government then places Task Orders determining the quantity of each clin required. Orders are issued when required, covering the ordering period.

Q) If the contract is IDIQ, FAR 16.504(a)(1) requires a guaranteed minimum. Please state the guaranteed minimum quantity or dollar value. If it is a Requirements contract, please confirm the Government will order all of its actual requirements for these services from the awardee. Reference RFO 52.216-19 - Order Limitations, the minimum order value is 10,000 GBP. Historically, all task orders have been in excess of 500,000 GBP. The first task order will be issued alongside the award of the main IDIQ.

Q) Pricing Workbook Instructions (“extended totals... will be used... to set the ceiling”). Please confirm that

(a) award/price evaluation is based on the total extended price using the estimated quantities in the workbook, and (b) payment is on actual quantities at the awarded unit prices. Yes. Award of the IDIQ is based on the total extended price using the pricing schedule workbook. Actual payment is based on individual Task Orders which will be issued to the contractor to meet demand. The pricing for the Task Orders is set by the IDIQ.

Q) Pricing Workbook (CLIN prices) vs. PWS pp. 44–46 work-order template (“Part Price (ex VAT),” “Job Total (GBP £)”) and 1.3.4.10.5 (night-stock value in US $). lease confirm the currency for (a) CLIN unit prices and

(b) CAP parts reimbursement. The work-order template is denominated in GBP while CLIN values and the night-stock value appear in USD. Please price using the pricing schedule workbook in GBP. If you are US based and would like to quote in dollars then an exchange rate of 0.7794 will be used to convert to GBP for the purpose of evaluation. CLIN values on the contract will always show both.

Q) Definition of a run – the pricing schedule refers to estimated quantities in ‘runs’ (CLIN 0001-0004). Does one ‘run’ constitute:

• A single vehicle trip from the FMS warehouse to one customer address and back?

• A trip serving multiple customer addresses in sequence

• A single item movement regardless of trip consolidation

This is covered in the PWS under definitions. The PWS states: A run is defined as the full completion of a single Delivery and/or Pickup at a customer's residence, dormitories or any other Government designated facility.

Q) PWS Definitions — RUN = “the full completion of a single Delivery and/or Pickup at a customer’s residence.” If a single visit to one address includes both a delivery and a pickup, is that billed as one Run or two? This is central to pricing the radius CLINs. In that scenario, this would be billed as two haulage jobs.

Although a delivery and a pickup can occur at one address at the same time, this is unusual and not a common occurrence.

Q) Can the contractor consolidate multiple customer addresses into a single crew day – run (ie one vehicle visiting multiple delivery collection/addressed in a single shift)? And will each stop count as a separate billable ‘run’ on the pricing schedule? The contractor must provide a daily schedule of runs. These can be performed consecutively without returning to the FMS warehouse between runs.

Q) Please confirm whether the Government’s total evaluated price will include only the five-year ordering period, or whether the Government will add a six-month extension amount for evaluation purposes under FAR 52.217-8. The Total Evaluated Price (TEP) will be calculated by combining the proposed prices for the Order Year 1-5 of the five (5) year ordering period. A 6-month extension period, priced by the Government at 50% of the final Order Year price (as per RFO 52.217-8), will be added to the TEP for evaluation purposes.

Offerors should not include pricing for this extension.

Q) The radius CLINs are priced per Run regardless of item count or weight. Can the Government provide the distribution of items-per-Run (or an average) so offerors can price a representative Run rather than assume worst case? Each run is different based on the needs of the customer. An example of a typical consignment is provided in Appendix A of the PWS.

Historical Workload Data

Q) The historical workload data does not distinguish between full in/out occupancy moved (involving multiple large furniture items and appliances for an entire property) and smaller in occupancy tasks (single appliance swaps/delivery). Can the Government provide a breakdown of the estimated annual volume by task category, specifically Full occupancy moves IN Full occupancy moves OUT In-occupancy single item deliveries, collections and service calls The historical workload data provided clearly sets out historical yearly job totals separated by CLIN. Eg haulage (CLINs 0001-0004) and Service Calls (CLINs 0005-0008).

Q) The historical workload data shows entries under ‘furniture cleaning’ for January 2025. Does this figure represent 60 individual cleaning visits, each covering a single item

60 items cleaned across a smaller number of visits 60 items cleaning collectively during bulk warehouse cleaning sessions Additionally does the scope of each cleaning event require the contractor to collect the item from the FMS warehouse and return it, or is the cleaning performed on site at the FMS warehouse?

The total number of furniture cleans for the month in question was 38. The number of furniture cleans required per month, is likely to fluctuate in line with demand just like other CLINs. The COR will request the contractor to collect furniture items requiring a clean IAW PWS 1.3.9.2. The contractor is not permitted to perform cleans within the FMS warehouse. These must be cleaned at the contractors own facility.

Q) The historical workload data includes a line item showing 1140 items billed at 2843 GBP in a single month. Can the Government clarify how this billing is structured – specifically was this a lump sum monthly fixed free, a per item rate, or a composite of different CLIN types?

Invoices are submitted via Wide Area Workflow (WAWF) and must match the CLIN structure on the contract and the pricing schedule.

EG/ For October 2017 the 1140 items are billed using 11 different CLINS.

The 2843 GBP is not a total, it is the Contractor Acquired Property spend for that month.

Each description on the left of the historical workload data document corresponds to a CLIN number on the pricing schedule and contract.

Q) Please confirm whether Attachment 3 historical workload data represents actual historical demand only or the Government’s expected future ordering profile. Should offerors assume similar seasonality and monthly workload distribution for pricing and staffing? This represents actual historical data.

End of questions.