Department of Commerce_Questions_to RFP 4.3.23.pdf

Department of Commerce – Enterprise Services Questions and Answers Log

Revised 04/03/2023

Item # Ref.

Page

Ref. Section Question / Answer

1 02, 75 B.2 Contract Type

M.2. 1352.215.74 (b)

The solicitation states that this is a “multiple award Indefinite Delivery-Indefinite Quantity (IDIQ). How many awards does the government intend to make?

Answer The Government intends to make 2 or more awards.

2 04, 05 C.3.2 Manufacturers

Paoli and Inscape are listed as a manufacturer that the Contractor shall provide product from, however both are no longer in business. Can they be removed from the requirement?

Answer Paoli and Inscape can be removed from the requirement.

3 04, 05 C.3.2 Manufacturers

PBI (formerly an Allsteel dealer that has been recently acquired by COFCO and then Henricksen), Bialek (Herman Miller/Knoll Dealer) and Re-District (Steelcase Dealer) are listed as manufacturers, but these are dealerships that represent a few of the major furniture lines that are a requirement for the Contractor to provide.

Are these dealerships preferred vendors by the government? Please advise.

Answer Dealerships have been included in this list in recognition of the fact that some manufacturers have exclusivity agreements with specific dealerships. The listed dealerships are not preferred vendors. If additional dealerships are available to represent the listed manufacturers, they will be considered.

4 69 1352.215-72 Inquiries It is stated that questions shall be received no later than 14 days before the date specified for submission of proposals. Given that timeframe, how soon before answers will be issued to the impending questions? Answers will most likely impact proposal responses.

Answer RFP is amended to include an extension and response to questions.

5 1st Page OFFER DUE DATE/

LOCAL TIME

Currently the due date and time for the submission of the Contractor’s response for this solicitation is 27MAR2023 at 1500hours EST. Due to the significant requirements of this response and the broad range of manufacturer pricing that is being requested, is it possible to request an extension through Tuesday, April 4th, 2023?

Answer Amended issued to extend proposal due date to 7 April 2023, 11am EST 6 04, 05 C.3.2 Manufacturers Will every RFQ have a specified manufacturer requested in the response or will some RFQ’s be open to any manufacturer noted in Section C.3.2 – allowing the contractor to choose which approved manufacturer they feel best meets the requirement?

Answer Some RFQs will be open to any manufacturer noted in Section C.3.2 7 07 C.3.3.3 Installation

Services It is stated that outstanding deficiencies must be corrected within 10 days. Is this referring to the final punch list or warranty items post substantial completion?

Is it understood that any touch-up or installation modifications must be completed in 10 days, but any product replacements are dependent upon manufacturer lead times? Please clarify how this 10 working days timeframe will be used.

Page

Ref. Section Question / Answer

Answer Manufacturer lead times will be considered when setting the schedule for resolving deficiencies.

8 71 Volume 1 - Technical Are Key Personnel resumes included in the 25-page limit for Volume 1?

Answer Exclude key personnel from page limit within the technical volume.

9 71 Volume 1 – Technical States that offeror must certify the ability the products of all requested manufacturers in C.3.2. How would you like this certified – a simple letter stating compliance, or a letter from each manufacturer, or a Teaming Agreement?

Answer A letter from each manufacturer/entity listed in C.3.2 is acceptable.

10 74 Volume III – Price States a copy of each MPL is required. Will you accept links to each MPL or electronic copies?

Answer Links will be accepted only.

11 N/A General Is this a recompete of a previous contract? If yes, who are the incumbents?

Answer Flatwater Solutions Company and Mark G. Anderson Consultants

12 N/A General What was the ceiling value of the previous contract and what was the actual spending?

Answer Ceiling value was $100M; Actual spend was $30M 13 70 L.3.A General

Instructions Will the Government allow the use of Arial 9 point font for tables and graphics?

Answer Yes 14 70 L.3.A General

Instructions Are key personnel resumes included in the 25 page limit for the technical volume?

Answer Exclude key personnel from page limit within the technical volume.

15 71 L.3.B Specific

Instructions Will the Government consider excluding key personnel resumes from the 25 page limit for the technical volume?

Answer Exclude key personnel from page limit within the technical volume.

16 06 B.4 Fair Opportunity Please clarify what is the simplified acquisition threshold that will be applicable for this requirement.

Answer $250,000.00 17 07 C.3.2 Manufacturers Please clarify if offerors are limited to only providing pricing on products from the listed manufacturers? For example, will the Government accept pricing for AIS and Haworth product in addition to the listed manufacturers? If no, should offerors submit additional manufacturers with their proposal now or at the order level if successfully awarded the IDIQ?

Page

Ref. Section Question / Answer

Answer Please provide pricing only on the products from the listed manufacturers/entities.

18 14 C.15.4 Periodic Progress

Meetings This section states that Contractor shall be required to attend such meetings as requested by the contracting activity. Please clarify if this progress meeting will be held only if there are active projects/call orders underway.

Also, please clarify if multiple projects can be covered under this requirement of if separate progress meetings need to be held per project. Lastly, please clarify if this meeting can be held virtually or if it must be held in person.

Answer Progress meetings are only required for active projects. Multiple projects can be covered in a single meeting.

Meetings can be held virtually.

19 N/A General Please confirm that this solicitation is open market and not GSA. Is the use of the GSA Published Schedules only for the purpose of evaluation of the RFQ pricing module and to establish a long-term binding minimum discount pricing determination?

Answer Yes. This solicitation is open market. Yes. The use of GSA Publish Schedule is to establish minimum discount pricing determinations.

20 N/A General Will the Prime Contractor(s) obtain a Letter of Authorization from the Department to allow for product to be procured and priced under the GSA Schedule? Also, will the Department issue a Certificate of Tax Exemption to eliminate sales tax?

Answer Yes, upon request an LOA can be provided to the prime as well as a Tax Exemption Certificate.

21 4,5 C.3.2 On Attachment J.1 and on Pages 4 and 5 of the solicitation, Inscape, Paoli and PBI are listed. Inscape and Paoli are manufacturers that have gone out of business. PBI was a dealer that was bought out and no longer identifies as PBI and is not a manufacturer. Please confirm that discounts/pricing on J.1 is not required for these 3 listed companies.

Answer Pricing is not required for Inscape, Paoli or PBI.

22 N/A J.1 On Attachment J.1 there is one line for each manufacturer’s discount structure, but each manufacturer has multiple lines. There are multiple lines for seating, multiple lines for workstations, private offices etc... Will the government allow the Attachment J.1 spreadsheet to be expanded/altered to include the many lines of furniture per each manufacturer?

Answer No modifications to the spreadsheet are allowed; please aggregate discounts as appropriate.

23 74 L.Price

Requirement: “Submit a copy of the MPL” There are many price books for each manufacturer (could be up to 50 per manufacturer). Will the government accept electronic links to fulfill the MPL requirement?

Answer Links will be accepted only.

24 N/A C.3.2 Manufacturers Bialek and ReDistrict are not manufacturers but are a couple of the dealers in the area. Can these both be removed from the list of manufacturers?

Page

Ref. Section Question / Answer

Answer Dealerships have been included in this area in recognition of the fact that some manufacturers have exclusivity agreements with specific dealerships. The listed dealerships are not preferred vendors. If additional dealerships are available to represent the listed manufacturers, they will be considered.

25 N/A C.3.2 Manufacturers Paoli is no longer in business. They closed their doors in early 2018. Recommend removing Answer Paoli can be removed from the requirement.

26 N/A C.3.2 Manufacturers

PBI is listed and I’m not familiar with them as a manufacturer. Could they be known as another name?

Answer PBI is a dealership and can be removed from the requirement.

27 N/A C.3.2 Manufacturers Herman Miller-Herman Miller and Knoll have merged and now they are considered one manufacturer-

MillerKnoll

Answer Noted. Please substitute MillerKnoll for Herman Miller throughout.

28 N/A General Under the current contract we have been providing relocation services as part of this contract but I do not see any references to that service. How would you like to proceed with that service offering? We are currently providing that service consistently to NOAA under the current contract.

Answer Yes, relocation services are added.

29 5 General The scope of work on page 5 indicates that an onsite PIM will be required by the contractor yet they are not mentioned in Key personnel. Would this requirement be fulfilled by our onsite foreman that is part of the subcontracted installation team? This individual will be different for every product manufacturer type and location.

Answer On-site project management oversight will be determined at the order level. This responsibility may rest with the contract holder, the dealership, or the installation team and should be set at the kick-off meeting for each award.

30 N/A General Inscape is no longer in business (they were DOC’s demountable wall manufacturer)-how do you want to handle pricing for walls? Steelcase has been providing wall products to NOAA, most other manufacturers provide wall products in several categories-would you like us to have them provide discounting on any and all manufacturers within the list that provide walls?

Answer Inscape can be removed from the requirement. No alternate will be provided for this solicitation.

31 4 (7 of

81) Section C.1 Performance Work Statement (PWS)

Per Section C.1, last sentence refers to a “Statement of Work”.

Can the Government please confirm that this should read “Performance Work Statement” in lieu of as stated?

Answer Confirmed, should read Performance Work Statement.

Page

Ref. Section Question / Answer

32 5 (8 of 81)

Section C.3.3.3 Installation, Services, Signage, and Project Management

Per Section C.3.3.3 refers to a punch-list walkthrough inspection shall occur within 72-hours after completing product installation.

Can the Government please confirm if the punch-list walkthrough inspection can occur three (3) business days after Government acceptance for the walkthrough date and time?

Answer Punch-list walkthrough inspection shall occur within three (3) business days after Government completing product installation or as noted in the individual task order.

33 73 (76 of 81)

L.3, Volume III, d. Part d. states that any assumptions or conditions shall be under a separate tab. Would the Government clarify if any assumptions should be placed in a separate tab in the excel attachment or just in a section within Volume

III?

Answer Within Volume III 34 Attachment 1_J.1 and

J.2_Furniture Price Proposal

Per Attachment_J1_and_J2_Furniture_Price_Proposal: Tab Instructions, it states “Contractors must complete all cells that are colored yellow!”

As certain “Required Furniture Manufacturer Brands” do not provide all products in all categories, can the Government please identify what should be represented in those cells?

Answer Insert N/A 35 General Can you please confirm that awardees will be allowed to incorporate adjustments to the manufacturer’s published list prices (MPL), via a contract modification or other instrument signed by the Contracting Officer, at the time MPL adjustments are published, or on a prescribed basis, such as annually from the date of award?

Answer Confirmed awardees will be allowed to update the MLPs by way of a contract modification annually.

36 3 SF1449 Can the Government confirm that the Schedule of supplies, Boxes 19-24 can be left blank as the pricing is to be completed on attachment J.1 and J.2?

Answer Pricing is to be completed on attachment J.1 and J.2.

37 Tab J.1 J.1 In reference to the categories established on the J1 pricing sheet, each manufacture may have more than 1 product line to satisfy the requirements of the category and various discount percentages, creating an average discount off the MPL and average GSA discount off the MPL, could be miss representative. An average will create items above and below the average, which could put the respondent in a negative price. How should these be identified or addressed and yet still be considered responsive?

Answer Please aggregate discounts as appropriate per category.

38 73 (76-

81) Section L, Volume III In section 3. Volume III, point c Format and content, the last bullet point on page 74. Any omission of any required pricing information will render the price proposal non-responsive and un-awardable. It should be pointed out, of the required companies referenced, Inscape, Paoli and PBI have closed their business. Herman Miller and Knoll have consolidated, as have Kimball and National. How should we address the pricing for those organizations and remain responsive?

Page

Ref. Section Question / Answer

Answer The pricing sheet has been updated.

39 34-64

(37-67 of 81)

Section K Is the Government requiring all the Representation and Certifications to be completed and returned with proposal response or will the Government accept an “Active Status” in SAM.gov and satisfaction of all Representation and Certifications? If not, will the Government clarify what Reps&Certs they would like completed and returned?

Answer IAW Clause 52.204-8, page 39, follow those instructions.

40 70

(73of81) L.3 Proposal Preparation Will the Government allow fonts large than 11 (Arial) and 12(Times New Roman) for Section Headings, title, etc.? Will other fonts also be allowed for these areas?

Answer Font style/size remains as stated.

41 74 (77 of

81) L.3, First Bullet on page

Will the Government consider removing the requirement of supplying the Manufacturer’s Price List (MLP) for each manufacturer, as this could total hundreds of pages? Or only require awardees to provide electronic links?

Answer Links will be accepted only.

42 J.1 tab * The “*” states that the “GSA Discount Percent from MLP must be less than or equal to the discount percent offered to DOC from MLP”. Would the Government please clarify if the actual % number should be less, or the resulting dollar value of the discount should be less?

For example: If GSA is 50% and the Offeror is 45%, the GSA % is larger/higher but results in a greater discount value. Pending this clarification, competing with an “Averaged” number may not be feasible pending the selection of product lines and the range of discounts a manufacturer could have.

Answer **Higher the percentage results in lower evaluated price 43 4 (7 of

81) C.3.2 Manufactures The Manufacturers listed in Section C.3.2 and the ones listed in Attachment J.1 and J.2 do not match will the

Government please correct this?

Answer The pricing sheet has been updated.

44 73 (76 of

81) L.3, Volume III Will the Government please clarify if they want a printout of the completed Attachment J.1 and J.2 included in this Volume, or if Pricing should only be included and represented in the excel file and submittal of the completed excel file/attachment is satisfactory?

Answer All responses are to be submitted electronically.

45 Section L, Volume III Will the Government allow “significant” Delivery/Task Orders under the prior contract to be listed as Past

Performance?

Answer Reference Section L & M for Past Performance Guidance.

46 3 Q&A#21 Will the Government please provide an updated Attachment J.1 and J.2_Furniture_Price_Proposal file with the out of business vendors referenced in Q&A #21 removed?

Answer Attachments J.1 and J.2. have been updated.

47 4 Q&A#28 Will the government please provide an updated SOW to include the relocation services requirement?

Answer Updated Section C.2 to include -- Provide services for relocating and/or reconfiguring existing office furniture, equipment, and related supplies. Services include, but are not limited to, consolidation of office

Page

Ref. Section Question / Answer spaces, pre-move planning, relocation plan designing, reorganizing, and related ancillary supplies such as packing materials.

Item # Ref Page Ref. Section Question / Answer 48 3 Q&A#23 Per the response to Q&A#23, electronic copies of the MPL are required. The amount of price lists per manufacturer varies between 15 to over 100 separate PDF files, some exceeding over 25 MB in size. Most mail servers restrict attachment sizes. We anticipate sending around 500 PDF files, with responses having to be broken up into potentially dozens of emails in order for the Government to receive all required electronic copies. What is the size limitation per email? Would the government consider submission via a DOD SAFE site?

Alternatively for convenience, links to each price list can be provided within the Proposal.

Answer Q&A#23 is updated to reflect links will be accepted only.

49 J.1 Price Proposal –

Products tab Will DOC please further define the product lines that make up “Workplace Furniture” found in cell E9 on Attachment J.1?

Answer Workplace furniture varies by customer.

50 J.1 Price Proposal –

Products tab On Attachment J.1 there are tiers for discounting, (e.g., $0-$250,000, $251,000-$499.000, >500,000, etc.) Is that $0-$250,000 the List price range, or is that to be considered the “net price” range?

Answer List price range.

51 General Box 8 on the SF1449 states the response is due 3:00 PM ET on March 27, 2023; however, the Sam.gov posting states 11:00 AM ET on March 27, 2023.

Can the Government please confirm the response time to offerors?

Answer Responses are due IAW the SAM posting -- Apr 07, 2023 11:00 am EDT 52 Section C.15.4 Periodic

Progress Meetings Per Section C.15.4 refers to Periodic Progress Meetings as requested by the contracting activity.

Would the Government allow for this meeting to be conducted in a virtual format in lieu of onsite at a Government location?

Answer Progress meeting may be held virtually and/or onsite.

53 7 Section C.3.3.3

Installation, Services, Signage, and Project Management

Per Section C.3.3.3 refers to the contractor to correct all outstanding deficiencies within ten (10) working days could be vastly shortened due to unforeseen situations such as holiday’s, potential lack of access to certain Government areas, or inability to timely receive required vendor product or parts.

Will the Government consider modifying such a timeframe accordingly due to unforeseen or delayed events outside of the Contractor’s control?

Answer The government will be flexible based on the circumstances.

54 4 (7 of

81) PWS, Section C.3.2 Manufacturers

This section lists Bialek and Redistrict as manufacturers, however they are dealerships and not actual manufacturers. Should the PWS be revised to reflect this?

Answer See response to Question #24.

55 General Will the awardee receive a Letter of Authorization from the agency to allow for the product to be procured and priced under the GSA Schedule?

Answer See response to Question #20.

56 4 (7 of

81) Section C.3.2 Manufacturers

Per Section C.3.2 it refers to one of the listed manufacturers of “PBI”. Can the Government please clarify the manufacturer?

Answer See response to Question #21.

57 4 (7 of

Section C.3.2 Manufacturers

Given the Herman Miller acquisition of Knoll, can we include a response using Knoll and provide discounting for Knoll products in the appropriate categories? If so, can you provide a corrected pricing sheet?

Answer Yes. Pricing Sheet has been updated.

58 4 (7 of

Section C.3.2 Manufacturers

Can we remove Paoli and Inscape since they are no longer in business?

Answer See response to Question #2 59 4 (7 of

Section C.3.2 Manufacturers

Please confirm that PBI, Bialek and ReDistrict were included in error.

Answer See response to Question #2 and #24 60 4 (7 of

Section C.3.2 Manufacturers

Please confirm that Logiflex pricing is required in the response to the RFP due to minimal activity on the previous contract.

Answer Pricing Sheet Updated.

61 4 (7 of

Section C.3.2 Manufacturers

Do all products need to be on GSA schedule?

Answer This solicitation is open market. Yes. The use of GSA Publish Schedule is to establish minimum discount pricing determinations.

62 4 (7 of

Section C.3.2 Manufacturers

How would you like us to confirm that we are a small business under the NAICS code listed? Would you like to see our aggregate total revenue for the past three years.

Answer Identify the NAICS code on coversheet of the technical volume that you are a small business under NAICS identified on Sam.gov under this RFP.