12RADA26Q0004_Vendor Questions.xlsx
XLSX spreadsheet 20 KB Posted
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- Short Term Office Rental for Southern MS
- Solicitation number
- 12RADA26Q0004
About this file
This file is a Vendor Questions and Answers document for a short-term office rental solicitation (12RADA26Q0004) issued by USDA Rural Development for space in D'Iberville or Biloxi, Mississippi. The document addresses 24 key questions and clarifications from prospective offerors regarding lease terms, space requirements, pricing, and compliance obligations.
The requirement specifies a minimum 1,600 square feet of move-in ready office space to accommodate eight employees with at least three private offices and a conference room seating fifteen. The space must provide sole access and control to USDA, though a dedicated separately lockable suite within a multi-tenant building is acceptable. Parking for eight vehicles (five visitor, three government) in unreserved shared lots is acceptable with no signage or gated security required. The rental must be full-service, including all utilities, janitorial services twice weekly (Mondays and Wednesdays), grounds maintenance, trash removal, pest control, property insurance, real estate taxes, and common area maintenance with no separate utility reconciliation or pass-through charges. The space must be ADA compliant with easy public access and provide conduit, wall drops, and demarcation points for telephone and internet service, with the government responsible for procuring active service. Standard operating hours are 7:30 AM to 5:00 PM Monday through Friday, though after-hours and weekend access is occasionally required and included in the full-service rate. The Base Year performance period (originally 10/01/2026–09/30/2027) will shift to provide a full 12 months regardless of award date, with option years adjusted accordingly. Monthly rent accrues once the space is available for USDA occupancy. Janitorial and maintenance personnel requiring routine access need Tier 1 background investigations; non-routine access personnel may be escorted by USDA staff during office hours. The submission deadline was extended to August 25, 2026 at 5:00 PM ET. Offerors may include escalation in option year pricing to account for rent, utility, insurance, and tax inflation, and should submit price composition schedules identifying shell rent and operating cost components for evaluation of price reasonableness. Service Contract Act wage determinations apply to janitorial and grounds maintenance personnel, with applicable wage determination revisions provided at each option exercise notice.
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Sheet1
| Question No. | Question | Answer | ||
| 1 | Reference: RFQ Page 1, Block 8; Page 11, Questions and Instructions to Offerors. | |||
| Questions are due August 13, 2026 at 5:00 PM ET and quotes are due August 14, 2026 at 12:00 PM ET, leaving fewer than nineteen hours to receive answers, negotiate corresponding commercial lease terms with a property owner, and finalize pricing. Will the Government extend the quote submission deadline by five to seven business days following release of question responses? | Submission deadline has been extended to 8/25/2026 at 5:00 PM ET. | |||
| 2 | Reference: SF1449 Page 2, Line Item 0001; SOW Section 2, General Requirements. | |||
| Line Item 0001 states a Base Year period of performance of 10/01/2026 to 09/30/2027, while the Statement of Work states desired occupancy as soon as possible upon award. If award occurs after October 1, 2026, will the Base Year period of performance shift so the Government receives a full twelve months, or will the Base Year be shortened with a corresponding reduction in the number of months invoiced? Offeror asks because a commercial landlord will require a fixed commencement date to hold the space. | The base year will shift to receive the full 12 months. Option years will also be adjusted accordingly. | |||
| 3 | Reference: SOW Section 5.1, Security. | |||
| Section 5.1 states that Tier 1 background investigations are estimated to require thirty to one hundred twenty days. Will monthly rent accrue and be payable from the lease commencement date and space handover regardless of pending adjudications for contractor or subcontractor personnel? | The only personnel that are expected to require background investigations are janitorial and maintenance personnel that need routine access to the rented space. Due to the level of the background investigations required, the timeframes are estimated to be on the shorter end of the range. While the investigations are in progress, janitorial and maintenance personnel may access the space and perform their duties within established office hours when escorted by USDA personnel. Monthly rent will accrue once the space is available for USDA to move in and begin utilizing the office. | |||
| 4 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work limits the location to within D'Iberville city limits or Biloxi city limits, excluding the Biloxi peninsula of the gulf coast. Will the Government define the excluded area by specific geographic boundary, major road identifier such as north of Interstate 10, east or west of Interstate 110, or north of Back Bay, or by map, so offerors can confirm eligibility before incurring proposal cost? | Please see attached City Ward Map: excluded areas of Biloxi include wards 1,2,3, and 5 in their entirety; ward 4 south of Popps Ferry Bridge that crosses Back Bay of Biloxi is also excluded. | |||
| 5 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires that the office space provide for sole access and control by USDA Rural Development. Does this require a single-tenant standalone building, or is a dedicated, separately lockable suite with private entry within a multi-tenant commercial office building acceptable, provided no other tenant has access to the suite and USDA controls all keys or credentials? | A dedicated separately lockable suite with private entry within a multi-tenant commercial office building acceptable, provided no other tenant has access to the suite and USDA controls all keys or credentials would be acceptable. | |||
| 6 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires parking for five visitors and three government vehicles. Must these eight spaces be reserved, marked and exclusive to USDA, or is unreserved parking in a shared lot with adequate capacity acceptable? If reserved spaces are required, will the Government accept signage installed by the lessor, and is any secured or gated parking required for the three government vehicles? | Unreserved parking in a shared lot with adequate capacity would be acceptable. No signage or secured gated parking is required. | |||
| 7 | Reference: SOW Section 2, General Requirements; RFQ Page 9, Factor 5 Price. | |||
| The Statement of Work sets a minimum of 1,600 square feet while also requiring accommodation for eight employees, at least three private offices, and a conference room seating fifteen. Is there a maximum square footage ceiling? Under the comparative evaluation methodology, will the Government compare quotes on total evaluated price, on price per square foot, or on both, so that offerors proposing a larger suite that better satisfies Factor 2 are not disadvantaged solely on total price? | There is no maximum square footage ceiling. We will compare quotes using a total evaluated price. However, price per square foot will be evaluated to assist in determination of price reasonableness. Refer to the amended RFQ Paragraph "Evaluation and Basis for Award; Factor 5." | |||
| 8 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires space that is move-in ready with no tenant improvements required prior to occupancy. Does the Government consider a property compliant if the lessor performs cosmetic and turnover work such as repainting, carpet cleaning or replacement, and lock re-keying prior to the commencement date at no cost to the Government? Separately, does move-in ready contemplate that the space is furnished, or is furniture solely a desired characteristic under Factor 3? | Cosmetic and turnover work at no cost to the government is acceptable and would be considered move-in ready. Furnished space is not required. Quoters that provide furnished space may be rated more favorably. | |||
| 9 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires that the space be ADA compliant and provide easy access to the public. What evidence of compliance will the Government require at quote submission and at occupancy, offeror self-certification, a certificate of occupancy, or a third-party accessibility survey? If a third-party survey is required, is its cost allowable within the monthly rental rate? | Self Certification may suffice. The government has the right to perform periodic inspections. If deficiencies are found the vendor will made to correct those at their own expense. | |||
| 10 | Reference: RFQ Pages 8 to 9, Evaluation and Basis for Award, Factors 1 and 2. | |||
| Factors 1 and 2 evaluate office location and layout. Will the Government conduct site visits or physical inspections of offered spaces prior to award, and if so, on what schedule, so that offerors and their property owners can arrange access? | Government intends to evaluate and award solely on the documentation and pictures provided by the quoter. However, the government reserves the right to request a site visit if deemed necessary. | |||
| 11 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires that the rental be full service to include all utilities, janitorial services, triple net costs, and other items denoted only by the abbreviation for et cetera. Will the Government confirm that the required scope is limited to electricity, water, gas, sewer, trash removal, pest control, janitorial, grounds and parking lot maintenance, property insurance, real estate taxes, and common area maintenance? Please identify any additional service the Government intends the abbreviation to capture, and confirm there will be no separate utility reconciliation, escalation pass-through, or consumption cap. | We have updated the statement of work to include what is required within the scope. There will be no separate utility reconciliation, escalation pass-through, or consumption cap. | |||
| 12 | Reference: SOW Section 2, General Requirements. | |||
| The Statement of Work requires that the office space have access to telephone and internet service. Will the Government confirm that the lessor's obligation is limited to providing conduit, wall drops, and a demarcation point permitting a carrier and USDA's IT provider to install service, and that the Government is responsible for procuring and paying for circuits, bandwidth and dial tone? If active service is instead required within the monthly rate, please specify minimum bandwidth, redundancy and service level requirements, as this materially affects price. | The government will procure the service however, the infrastructure of conduit, wall drops, and demarcation points shall be provided by the quoter. | |||
| 13 | Reference: SOW Sections 2 and 2.4. | |||
| Section 2.4, Location and Hours of Work, is marked Not Applicable. What are the standard operating hours for the USDA Rural Development office? Will USDA require HVAC, lighting or building access outside those hours or on weekends, and if so, is that usage included in the full-service rate or separately billable? | Standard operating hours are 7:30 AM to 5:00 PM Monday through Friday. Access will occasionally be required after these hours on some occasions, and on weekends. Usage should be included in full service rate. | |||
| 14 | Reference: RFQ Page 2, FAR 52.222-41 and 52.222-42; Attachment 3, Wage Determination 2015-5147, Revision 30. | |||
| FAR 52.222-41 is checked and Wage Determination 2015-5147 is attached to an acquisition for the rental of real property. Will the Government confirm which portions of the requirement it considers Service Contract Act covered, for example janitorial, grounds maintenance and building maintenance performed by lessor or subcontractor personnel, and confirm that the rental of the premises itself is not treated as covered service work? This determination governs certified payroll, posting, and conformance obligations for the lessor's personnel and directly affects price. | The rental of the premises itself is not applicable to the Service Contract Act. Service employees subject to the act (such as those identified in the question) would be covered. | |||
| 15 | Reference: SOW Section 2, General Requirements; RFQ Page 2, FAR 52.222-42. | |||
| The Statement of Work requires janitorial services within the monthly rate but does not state frequency or scope. Please specify the required frequency, for example three or five times per week, and the required scope, including trash removal, restroom sanitation and restocking, vacuuming and mopping, and periodic floor and window care. Because FAR 52.222-42 lists Maintenance Trades Helper, Janitor, and Laborer Grounds Maintenance, will the Government also state the labor categories and hours it expects, so that all offerors price the same level of effort against the same wage determination? | Janitorial services frequency is twice per week; preferably Mondays and Wednesdays outside of established office hours. Janitorial services including trash removal, restroom sanitation and restocking, vacuuming and mopping, and periodic floor and window care. Light bulbs, smoke detectors, etc. changed as needed. |
We cannot provide hours expected because of differing layouts of quoted buildings (some may require more ground maintenance than others; some may have more restroom maintenance than others, etc.). Refer to Statement of Work, Section 2.
| 16 | Reference: Attachment 3, Wage Determination 2015-5147, Revision 30, dated 7/30/2026. | ||
| Will the Government incorporate the wage determination current at the time of each option exercise, and will notice of the applicable revision be provided with the option exercise notice so that any FAR 52.222-43 adjustment can be submitted timely? | Yes. The applicable revision will be provided with the modification exercising the option period. | ||
| 17 | Reference: SOW Section 5.1, Security. | ||
| Section 5.1 applies to contractor and subcontractor employees who require routine access to federally controlled facilities. Do janitorial staff, grounds crews, and repair technicians entering the suite require identity proofing, FBI fingerprint checks and Tier 1 adjudication, or may such personnel instead be escorted by a USDA employee without investigation? If investigations are required for janitorial personnel, offerors need this confirmed in writing, as it materially changes both the price and the pool of available subcontractors. | Section 5.1 applies to contractor or subcontractor employees who require routine access inside of the federally controlled facility space. For non-routine access, personnel may be escorted by a USDA employee during established office hours. Refer to question 4 for access procedures while suitability and security checks are in progress. | ||
| 18 | Reference: RFQ Page 1, Block 10; AGAR 452.203-72, Unenforceable Supplier Terms. | ||
| As an unrestricted acquisition, offerors that do not own real property will perform by master-leasing or subleasing space from a commercial property owner. Will the Contracting Officer confirm that a master lease or sublease structure between a prime contractor and a commercial landlord is permissible, and that the prime contractor is the sole entity in privity with the Government? | Confirmed. | ||
| 19 | Reference: RFQ Pages 4 through 7, AGAR 452.203-72. | ||
| AGAR 452.203-72 voids supplier terms including indemnification of the contractor, early termination and cancellation fees, minimum purchase commitments, penalties tied to the Government declining to exercise an option, state law venue, and automatic renewal. These provisions appear in nearly every commercial lease form. Will the Government provide a model USDA lease addendum, or an approved Supplier Terms Authorization Form, that prime contractors can present to landlords to establish compliance? | No commercial lease form or lease addendum will be provided. This is a short term rental, not a lease. The documents provided in the solicitation will be the governing documents under any award. | ||
| 20 | Reference: RFQ Page 3, FAR 52.217-8; RFQ Page 9, Factor 5 Price. | ||
| FAR 52.217-8 permits the Government to extend services up to six months at the same rates on thirty days notice. A commercial landlord will typically charge a holdover premium of one hundred twenty-five to one hundred fifty percent of base rent. Will the Government confirm that thirty days notice will be provided in every case, and will it consider a bilateral modification if a landlord's holdover terms cannot be reconciled with the clause? | Under the clause, if the government provides at least 30 days notice prior to the expiration, the modification will be unilateral and at the rates identified in the contract. | ||
| 21 | Reference: FAR 52.212-4, Terms and Conditions—Commercial Products and Commercial Services. | ||
| If the Government terminates for convenience, the prime contractor remains bound to the underlying commercial lease for the balance of its term. Will the Government recognize the contractor's remaining lease obligation as an allowable element of a termination settlement, and will it consider a minimum firm term aligned with the Base Year to permit offerors to negotiate reasonable landlord terms? | Pursuant to FAR 52.212-4(l): "Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination." | ||
| 22 | Reference: Attachment 2, Price Schedule; RFQ Page 2, FAR 52.222-43. | ||
| Attachment 2 provides a separate unit price cell for each of the Base Year, Option Year 1 and Option Year 2, which suggests differing annual rates are contemplated. Will the Government confirm that offerors may build escalation into the option year unit prices to account for commercial rent, utility, insurance and property tax inflation, and that doing so will not be treated as unbalanced pricing? Offerors note that FAR 52.222-43 separately addresses wage determination increases and do not intend to recover those twice. | Yes, escalation may be included in the quote. It will be evaluated to ensure that the price quoted is fair and reasonable. | ||
| 23 | Reference: RFQ Page 9, Factor 5 Price; FAR 12.204. | ||
| Local asking rents for office space in Biloxi and D'Iberville are commonly quoted on a triple net or modified gross basis, while this requirement is full service and inclusive of utilities, janitorial, taxes, insurance and grounds maintenance. Will the Government evaluate price reasonableness against full-service gross comparables, and would the Government find it useful for offerors to submit a rate composition schedule in Volume 2 identifying the shell rent and operating cost components? | Yes, the evaluation of price will be done utilizing the total price. However, there is no page limit on Volume 2, so any additional information regarding price that quoters would like to include is welcome. | ||
| 24 | Reference: RFQ Page 9, Factor 4 Past Performance; RFQ Page 11, Quote Format. | ||
| The solicitation requires contact information for three current or previous commercial tenants within the past three years, including dates of residency and location of the property to be utilized. Where the prime contractor is a contract management entity rather than the property owner, may the prime satisfy this factor by submitting the property owner's or property manager's tenant references for the offered property, together with the prime's own federal contract past performance? Alternatively, will the Government assign a Neutral rating where the prime has no commercial tenant history of its own? | In the case where the prime contractor is not the owner of the property, the past performance information for major subcontractors can be evaluated. |
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