Police Uniforms Question and Answer Document.pdf

RFP # 15F06725R0000235 1

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT

SECTION

QUESTION AND ANSWER DOCUMENT

1) May vendors submit existing commercial uniform garments that meet the listed specifications, or must all samples be custom-manufactured specifically for this solicitation?

This is a brand name, and brand name or equal solicitation for commercial products.

Attachment 3 Amendment 1 - Pricing Matrix must be completed and submitted in accordance with the RFP to be considered for award.

2) Are samples required for every line item and size, or will representative sizes be sufficient?

See Section L.7 Proposal Requirements and Proposal Submissions of Attachment 1

Amendment 2 - Request for Proposal, and Attachment 5 - Patches and Tailoring

Requirements.

Samples are only required for the patches and screen prints. Patches and screen prints do not have to be submitted on commercial uniform garments; they shall be submitted as standalone items. Digital mockups of the patches and screen prints on each item shall be submitted in the proposal.

All items listed in Attachment 5 – Patches and Tailoring Requirements must have a digital proof attached in the proposal. The digital proof must display the patch or screen print in the correct location embellished on its associated product.

3) Will samples be returned to vendors after evaluation?

Amendment 2 - Request for Proposal.

4) May samples be shipped after the proposal submission date, provided tracking is confirmed, or must they physically arrive by December 19, 2025.

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5) Line Number 142 – Custom Flex Mod Fee Please provide more details on the Custom Flex

Mod? What is the custom flex mod for?

The Flex Badge for line items 101 (Part Number 128500), 102 (Part Number 118500), 36

(Part Number 122509), 34 (Part Number 112509), 35 (112503), and 37 (121503).

Line 142 has been removed from the Pricing Matrix. See Attachment 3 Amendment 1 –

Pricing Matrix.

6) Line Numbers 86 & 87 – Gold Colonel Eagle (Small and Large) Could you please confirm the dimensions for both sizes of the Gold Colonel Eagle? Specifically, what are the height and width measurements for the small and large versions?

Small is 1 x ½

Large is 1 ½ x ¾

7) Brand Name Discontinued Products – If a product listed as a brand name required has been discontinued, will your agency provide guidance or an approved equivalent? For example, Line Number 99 – Tactical Patrol Rain Pant appears to be discontinued. Should an alternative be proposed, or will direction be provided by the agency?

Line Number 99, 5.11 Tactical Rain Pant does not appear to be discontinued, just “Out of

Stock”.

If a product becomes discontinued, then an alternate product may be proposed that is similar to the discontinued item for the FBI to evaluate.

8) Does the bidder need to provide an authorizing letter from the manufacturer to be able to bid on the manufacturer’s product?

Authorized reseller letters are not required for this solicitation.

9) Does the agency want a catalog discount option listed for each manufacturer to cover new products introduced during the contract term?

See Section B.3 Contract and Order Limitations of Attachment 1 Amendment 2 - Request for Proposal.

10) Is there a previous award amount that you can share with me?

Previous contracts may be found on SAM.gov and FPDS.

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11) Could you please clarify how the low bidder will be determined under this solicitation? Since no quantities are listed, I would like to understand the basis for evaluation. Specifically, will the determination be made by totaling the cost of all line items per year and using the grand total to identify the lowest bidder?

Alternatively, will another method be used—such as weighted estimates based on anticipated usage, a category-based or lot evaluation, a market-basket approach, or individual line-item awards?

See Section M.1 Evaluation Factors, Pricing Review of Attachment 1 Amendment 2 -

Request for Proposal.

The Lowest Price Technically Acceptable (LPTA) proposal will be determined by ranking the proposals in ascending order based on the summation of the firm-fixed-price for a quantity of one (1) for all line items from the Base Year and four (4) Option Years listed on

Attachment 3 Amendment 1 – Pricing Matrix base and all option years.

12) Please confirm whether the digital mockups for all patch locations must be embedded in the proposal PDF submission or may be sent as separate image attachments.

One PDF document, labeled “Attachment 5 – Patches and Tailoring Requirements” may be submitted with all digital mockups in it.

13) For the demo website requirement, will the Government access the site through a public link

(no login), or should a temporary username/password be provided?

A username/password shall be provided to access the demo website.

14) May the demo website use placeholder pricing and sample items for demonstration, or must it display actual brand/part numbers and pricing from Attachment 3?

The Demo site must display product images, contain product descriptions, and display shopping functionality, including “add to cart” for 1 item from each category (Footwear, Undergarments, Shirts, Pants, Headwear, Pins, Patches, Outerwear, and Accessories) from

Attachment 3 Amendment 1 – Pricing Matrix.

The product descriptions include the brand name, part numbers, and pricing.

15) Can the tailor facility address be tentative (e.g., pending lease or partnership agreement) as long as it meets the 50-mile requirement at award, or must it be fully established at proposal submission?

The tailoring facility must be definite at time of proposal. Proof of a partnership or lease shall be provided in the proposal.

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16) Will the FBI accept multiple tailoring locations (primary within 50 miles + satellite facility) under a single small-business prime, or must there be only one designated address?

The tailoring location shall be one designated address.

17) Please confirm if the sample shipping address (Maya Stennett, Hyattsville MD) will be open for courier deliveries after 5 PM ET on November 14, 2025.

Samples must be delivered no later than 5:00pm ET. Contractors who fail to provide samples or any of the requested documents will be considered “unresponsive” and shall not be considered for award.

18) For the secure ordering system, does the FBI require hosting on a .gov/.mil-approved cloud or may it be hosted commercially (e.g., AWS GovCloud, Azure FedRAMP)?

The ordering system may be commercially hosted.

19) Are there any specific data-retention or cybersecurity requirements beyond those stated in FAR

52.204-21 (Basic Safeguarding of Covered Contractor Information Systems)?

All applicable terms and conditions are listed in the solicitation.

20) Will the Government provide sample data or officer names for demo purposes, or should test accounts be generic?

Test accounts may be generic names. No sample date or officers names will be provided for demo purposes.

21) May the contractor propose a commercial off-the-shelf (COTS) e-commerce platform modified for the FBI’s requirements, or must it be fully custom-built?

A commercial off-the-shelf platform may be proposed as long as it meets the requirements outlined in Attachment 1 Amendment 2 - Request for Proposal and Attachment 4 –

Statement of Work.

22) For the “Brand Name or Equal” categories (Footwear, Undergarments, Accessories), will the evaluation committee consider alternate brands previously used by other DOJ agencies as

“equal,” provided specifications match those in Attachment 3?

See Section B.1 Description of Supplies, C.1 General Description, and L.7 Proposal

Requirements and Proposal Submissions of Attachment 1 Amendment 2 - Request for

Proposal.

RFP # 15F06725R0000235 5

23) May offerors submit manufacturer authorization letters or reseller certificates after the proposal due date if they are pending at submission, or must all be included by November 14?

24) Please clarify whether color variations (e.g., navy vs. dark navy) within the same brand model are acceptable if they match existing FBI uniforms visually.

Colors cannot vary; the proposed color must match what was listed in Attachment 3

Amendment 1 – Pricing Matrix.

25) Is the Government expecting the Base Year pricing to include tailoring and patch application costs per item, or should tailoring be priced as a separate CLIN?

See Attachment 3 Amendment 1 – Pricing Matrix for the line item, tailoring, and patch

CLIN structure.

26) Will the Government consider economic price adjustment for inflation in years 2–4 under FAR

52.216-3, or should vendors include projected escalation in the fixed prices?

See Section M.1 Evaluation Factors, Pricing Review and Section I.4 FAR 52.216-3 of

Attachment 1 Amendment 2 - Request for Proposal.

27) For monthly IPP invoicing, can multiple orders picked up in the same month be consolidated into one invoice per CLIN?

See Section G.4 Invoicing Requirements of Attachment 1 Amendment 2 - Request for

28) For the Lowest Price Technically Acceptable (LPTA) determination, will the FBI issue a separate technical acceptability checklist or use the requirements in Section M.1 as the sole criteria?

See Section M.1 Evaluation Factors of Attachment 1 Amendment 2 - Request for Proposal.

No additional checklist will be provided.

29) Will the Government consider a virtual demonstration or presentation of the online ordering system during evaluation, or is the demo link evaluation strictly static?

A virtual demonstration or presentation is not required and will not be accepted.

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30) Please confirm if a SAM.gov registration screenshot (active status) is sufficient proof of registration, or if a formal certificate must be attached.

A screenshot or printed screen of an active SAM registration is acceptable.

31) Would it be more advantageous for the FBI Police to receive direct shipments of products not requiring alteration and tailoring directly to their individual locations rather than via pick up?

See Section D.1 Packaging and Marking of Attachment 1 Amendment 2 - Request for

All items shall be picked up from the tailoring location.

32) Can the FBI provide digital renderings for the patches?

See Attachment 5 – Patches and Tailoring Requirements for patch images and specifications.

Per Section M.1 Evaluation Factors of Attachment 1 Amendment 2 - Request for Proposal:

Note that at time of award, the LPTA contractor will be provided with a physical copy of the FBI patches to replicate

33) How will samples be evaluated if digital renderings are not provided if they’re not exactly to the current badge? Is it acceptable to substitute obsolete products?

See Section M.1 Evaluation Factors of Attachment 1 Amendment 2 - Request for Proposal.

If a product becomes discontinued, an equal substitute shall be provided for the CO to evaluate and approve prior to it being added to the contract (Attachment 1 Amendment 2 -

Request for Proposal, Section C.1 General Description)

34) Can you request clarification for lines 70 & 71 on the pricing matrix currently listed as style

R13, but we believe past orders indicate these were for Chief and Lieutenant?

Yes, that is correct. Chiefs and Captains receive the same hat. Line 70 is for the Lieutenant hat (Gold braid and band). Line 71 is for Captains and Chiefs (Golf braid, strap, button, and scrambled eggs).

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35) Could you please let me know if the pricing provided is based on the items themselves or if it is structured around services for the year? Additionally, if it is item-based, is there a specific quantity that needs to be ordered, or can orders be placed on an order-by-order basis?

See Attachment 3 Amendment 1 – Pricing Matrix, where the lines are broken into individual items and service charges.

See Section B.3 Contract and Order Limitations of Attachment 1 Amendment 2 – Request for Proposal and Section 1.0 Scope of Attachment 4 – Statement of Work for information regarding ordering.

36) Is there an incumbent?

Previous contract information is available on SAM.gov and FPDS.

37) What is the quantity needed for each of the items requested in the solicitation?

See Section M.1 Evaluation Factors Pricing Review of Attachment 1 Amendment 2 -

38) The images provided on the attachment have color variations (appearing as deep gold, yellow gold, or khaki gold). Would the FBI be willing to provide offerors samples of current patches for matching purposes? If not, would the FBI provide current emblem brand or Pantone (or appropriate) color numbers to help ensure a closer color match?

At time of award, the awardee will be sent patches to exactly replicate. For the proposal’s samples, use the images provided in Attachment 5 – Patches and Tailoring Requirements

39) Would the FBI consider an extension to supply patch samples? Standard production times for most manufacturers are typically 4-5 weeks; the upcoming holiday may further lengthen that time.

Patch samples and proposals are due on the date listed in the solicitation. If there are any changes, SAM.gov will be updated.

40) Would the FBI consider custom heat press of Direct to Film (DTF) transfer instead of screenprint for the below badge? It would likely be considered a 10-color logo (five colors with two layers each of ink to ensure garment coverage) which would be extremely expensive. Heat transfer and DTF can achieve greater detail than screenprint at a more economical price.

Yes, as long as it matches the screen print badge we currently have, and reflects the requirements listed in Attachment 5 – Patches and Tailoring Requirements.

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41) Attachment 2 – Brand Name Justification references specific brand-name items. Does the FBI permit equivalent items that meet or exceed all technical specifications, or must all products strictly match the brand names listed?

If equivalents are permitted, what documentation should be provided to demonstrate compliance (e.g., spec sheets, cross-reference tables, manufacturer certifications)?

See Section B.1 Description of Supplies and L.7 Proposal Requirements and Proposal

Submissions of Attachment 1 Amendment 2 – Request for Proposal, as well as Section 2 of Attachment 2 – Brand Name Justification.

42) Attachment 1 Amendment 2 require samples: Can the FBI confirm the exact number of samples per line item and the specific sizes to be submitted?

Amendment 2 – Request for Proposal. Only patches and screen prints displayed in

Attachment 5 – Patches and Tailoring Requirements must be replicated, and a physical sample of each patch and screen print mailed to Maya Stennett.

43) Should samples include all patches, embroidery, and tailoring as outlined in Attachment 5, or can tailoring be demonstrated through example workmanship instead?

Amendment 2 – Request for Proposal. Only patches and screen prints displayed in

Attachment 5 – Patches and Tailoring Requirements must be replicated.

44) Should samples be shipped to Maya Stennett at the same address listed in the RFP, or will an updated delivery address be provided?

Amendment 2 – Request for Proposal.

45) For tailoring requirements in Attachment 5, may tailoring be performed by a qualified subcontractor, provided documentation and quality standards are met?

Yes, see Section B.3 Contract and Order Limitations, and Section M.1 Evaluation Factors of Attachment 1 Amendment 2 – Request for Proposal. Contractor shall provide a tailor located within 50 miles of FBI HQ, 935 Pennsylvania Avenue, N.W., Washington, DC

20535.

46) Are on-site measurements required, or will all sizing be provided directly by the FBI?

Yes, on-site measurements will take place at the required tailoring appointments, as per

Attachment 4 – Statement of Work.

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47) Will the FBI provide digital patch files for embroidery, or must the contractor recreate them using the specifications in Attachment 5?

The information provided in Attachment 5 – Patches and Tailoring Requirements are to be used to create the samples. At time of award, the LPTA contractor will be provided with a physical copy of the FBI patches to replicate.

48) For Velcro-backed patches, does the FBI require specific Velcro brands, or will any industrial-grade hook-and-loop fastener meeting spec be accepted?

No specific Velcro band is required.

49) What is the anticipated annual order volume for the base year and each option year?

Order volumes cannot be anticipated. See Section B.3 Contract and Order Limitations of

Attachment 1 Amendment 2 – Request for Proposal and Section 1.0 Scope of Attachment

4 – Statement of Work.

50) Will the government provide delivery schedules for recurring orders, or will all orders be placed on an as-needed basis?

See Section 1.0 Scope of Attachment 4 – Statement of Work.

51) Does the FBI require FOB Destination for all deliveries?

See Section D.1 Packaging and Marking of Attachment 1 Amendment 2 – Request for

Proposals.

52) For Attachment 3 – Pricing Matrix, should tailoring charges be included within each unit price, or listed as separate line items?

Refer to Attachment 3 Amendment 1 – Pricing Matrix “Tailoring Services,” where the tailoring services are individual line items.

53) Does the FBI require quantity discounts to be offered in the pricing matrix, or should unit pricing remain consistent regardless of order size?

The unit pricing is at the vendor’s discretion; however, the LPTA vendor will be determined by totaling a quantity of one (1) for all line items from the Base Year and four (4) Option

Years listed on Attachment 3 Amendment 1 – Pricing Matrix.

54) What is the government’s acceptance timeline after receiving uniform shipments?

See Section D.1 Packaging and Marking of Attachment 1 Amendment 2 – Request for

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55) Will rejected items be returned at the contractor’s expense, or disposed of by the FBI?

See Section 3.5 Returns and Exchanges of Attachment 4 – Statement of Work.

56) Does the FBI require contractors to be authorized distributors of brand-name uniform manufacturers?

If yes, what proof is required?

57) Will the FBI consider an extension for sample submission if supply chain delays occur due to brand-name manufacturer lead times?

Patch samples and proposals are due on the date listed in the solicitation. If there are any changes, SAM.gov will be updated.

58) Please verify the Class SBA waiver intended to be used for the specified uniform items, or if one will be obtained, or if the acquisition strategy will be revised in regard to FAR 52.219-33

(Nonmanufacturer Rule).

The Nonmanufacturer Rule, FAR 52.219-33 has been removed from this solicitation.

59) As no quantities are listed in the solicitation, could you please confirm how the lowest-priced offeror will be determined? For example, will the government evaluate by summing the prices for all line items across each year and using the overall total to identify the low bidder?

If not, could you please advise whether another method—such as weighted estimates, anticipated usage, evaluation by category/lot, a market-basket approach, or individual line-item awards—will be used? If one of these methods is used to determine the lowest priced offeror, can you please provide details of how the determination will be made.

See Section M.1 Evaluation Factors, Pricing Review of Attachment 1 Amendment 2 -