12RADA26Q0010_0001_Attachment 4_Questions and Answers.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- Short Term Rental: USDA RD Southern Mississippi
- Solicitation number
- 12RADA26Q0010
About this file
This is a Questions and Answers document addressing vendor inquiries related to RFQ 12RADA26Q0010 for short-term office space rental to accommodate USDA Rural Development Service Center on the Mississippi Gulf Coast.
The Q&A clarifies key facility requirements and contract terms. Regarding office space, vendors may provide a dedicated, separately lockable suite within a multi-tenant building rather than a standalone structure, provided USDA maintains sole access and control. Parking for eight vehicles (five visitor, three government) may be unreserved in a shared lot without signage or secured gating. The space must be fully ADA compliant including staff work areas, with self-certification acceptable at quote submission, though the government reserves the right to conduct periodic inspections at vendor expense for any corrections. Infrastructure for telephone and internet (conduit, wall drops, demarcation points) must be provided by the vendor; the government will procure and pay for active service. The solicitation accepts master-lease or sublease structures where the prime contractor maintains sole privity with the government. A conference room or multi-purpose training room configured for 15+ individuals is acceptable, and minor non-load-bearing partition relocation by the lessor at no government cost is permissible. Regarding contract structure, the government commits to the full 12-month base period and commits to exercise both one-year option periods as full 12-month periods if needed, for a total maximum contract duration of three years. The award is firm-fixed price, and vendors must complete specific blocks (17, 30a, 30b, 30c) of the SF1449 form. Past performance references may include major subcontractors or property owners when a different entity serves as prime contractor. Acceptable locations include Harrison or Jackson Counties, with properties near the I-10/I-110 interchange rated more favorably during evaluation.
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Sheet1
| # | RFP Section | Page Number | Industry Comment/Question | Government Response |
| 1 | SOW Section 2 General Requirements | 3 | 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. |
| 2 | SOW Section 2 General Requirements | 3 | 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. |
| 3 | SOW Section 2 General Requirements | 3 | 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. |
| 4 | SOW Section 2 General Requirements | 3 | 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. |
| 5 | RFQ AGAR 452.203-72 Unenforceable Supplier Terms | 4-7 | 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 |
| 6 | RFQ Award Type | 8 | The Award Type paragraph anticipates a firm-fixed price requirements contract consisting of one one-year base period and two one-year option periods. Attachment 2 provides for a fixed monthly rate across a fixed twelve-month quantity in each period, which reads as a fixed-quantity commitment rather than an indefinite one. |
| Will the Government confirm whether it is committing to the full twelve months of occupancy in each period, or whether occupancy will instead be ordered as requirements arise? Commercial property owners have identified certainty of the base term as their principal concern, and a clear answer would materially assist offerors in securing owner commitments. | The Government commits to the full 12-month base period upon award. The two one-year option periods are intended to be exercised as the full 12-month period, if needed, in accordance with FAR 52.217-9. Award time is Firm-Fixed Price. | ||||
| 7 | RFQ 52.217-9 & Award Type | 2 & 8 | The Award Type paragraph states that the total duration of this contract shall not exceed three years. FAR 52.217-9, as filled in, states five years at paragraph (c). Will the Government confirm which ceiling controls, and whether the five-year figure is intended to accommodate the six-month extension available under FAR 52.217-8 beyond the third year? | The requirement is for one (1) one-year base period and two (2) one-year option periods. FAR 52.217-9(c) is hereby revised to state, "3 years." The value contained within FAR 52.217-9(c) of 3 years is no inclusive of the six-month extension available under FAR 52.217-8. | |
| 8 | SOW Section 2 General Requirements | 3 | The Statement of Work requires that the office space be ADA compliant and provide easy access to the public. Available inventory within the boundary includes multi-story buildings without elevators. Would the Government consider such a building compliant where all public and client-facing functions, the conference room, and accessible restrooms are located on an accessible ground floor, with upper-floor space used only for staff work areas? | A building as described would not meet the requirements as the entire rented space must meet ADA complaince to include staff work areas. | |
| 9 | SOW Section 2 General Requirements | 3 | Would the Government consider relocation of a non-load-bearing interior partition, funded and completed by the lessor prior to occupancy at no cost to the Government, to fall within the minor cosmetic and turnover work contemplated by the Statement of Work? | This would be acceptable and covered by minor cosmetic and turnover work. | |
| 10 | RFQ SF1449 | 1 | What sections of the SF1449 need to be completed by the vendor prior to submission? | The vendor is required to fill out blocks 17, 30a, 30b, and 30c of the SF1449 | |
| 11 | RFQ Evaluation and Basis for Award | 9 | please clarify whether the required past-performance references may include experience performed by a proposed property owner, authorized representative, or subcontractor when a different entity would serve as the prime contractor and accountable lead? |
| If partner experience is permitted, please also confirm whether the quotation should identify the partner’s role and include the partner’s three references from the past three years, or whether the prime itself must possess all required corporate past performance. | In the case where the prime contractor is not the owner of the property, the past performance information for major subcontractors can be evaluated in addition to that of the prime contractor. | ||||
| 12 | SOW Section 2 General Requirements | 3 | The solicitation notes a preference for proximity to the I-10 / I-110 interchange. Can you confirm if a property located within Jackson County remains acceptable if it is not immediately at the I-10 / I-110 interchange, provided it fully satisfies all access, parking, and operational requirements? | Any location within Harrison or Jackson Counties that meets the general requiremes would be acceptable even if not immediately at the I-10 / I-110 interchange. Those located near the interchange will be rated more favorably under Factor 1: Office Location during evaluation of quotes. | |
| 13 | SOW Section 2 General Requirements | 3 | Regarding the requirement for a conference room accommodating 15+ individuals, does this space need to be dedicated exclusively as a conference room, or can a larger multi-purpose training/meeting room configured for 15+ seats satisfy the requirement? | A larger multi-purpose training/meeting room may be acceptable permitted if it can be configured to the meet the needs of a conference/training room. The Government intends to move a 118" long existing conference table into the space. | |
| 14 | General Question | NA | Can a submittal be reviewed to ensure all of the requirements have been met? | Quotes will be reviewed for complaince after the date and time for submission of quotes has passed and if compliant, will be evaluated in accordance with the solicitation. Please refer to the addendum to FAR 52.212-1 which states, "Offerors are expected to review, understand, and comply with all aspects of this solicitation. The offeror’s ability to follow instructions contained herein is a demonstration of the offeror’s ability to follow instructions in general, which is paramount to acceptable performance. The offeror’s attention to detail is important to the Government. Prior to the Government’s evaluation of quotes, the Government will perform a compliance review on all quotations received by the closing date and time to determine whether the offeror’s quote is compliant with the solicitation instructions, terms, and conditions. Quotes that do not comply with the solicitation requirements, including errors attributed to not following instructions contained in the solicitation, may not be further evaluated, and may be ineligible for award." |
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