36C24724Q0248 0002.docx

Questions for VISN 7 Off Site Warehouse Storage Pick-up and Delivery (Sol #36C24724Q0248)

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

509-24-3-4139-0012

Department of Veterans Affairs VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084

Department of Veterans Affairs VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084 To all Offerors/Bidders

36C24724Q0248 03-21-2024

X

Amendment for RFQ#36C24724Q0248 is as follows :

1) Correct and change the Attachment B nomenclature from PPQs template to Attachment B Quality Assurance Plan.

2) Question: R706--Off Site Warehouse Storage Pickup and Delivery, solicitation number: 36C24724Q0248. Regarding this We would like to request the clarification about the Following: Attachment B: Past Performance Questionnaire. The Instruction referred to the attachment B as the PPQs template, but the attachment is for Quality Assurance Plan.

Answer: There is no attachment B for PPQs template, only Quality Assurance Plan.

CONTINUATION PAGE

36C24724Q0248 (continued) Questions and Answers

1. Question: Would the Government extend the response due date 1 week?

Answer: Yes, we would extend by one week the response date.

2. Question: Will the VA consider expanding the radius? Our market research shows very limited available spaces that meet the requirements within this radius.

Answer: Yes, the radius may be extended as best determined to identify space. However, a geographical limit of 50 miles should be looked at as if the distance is greater than 50 miles it could potentially be an issue in response time due to the distance from the facility.

3. Question: Regarding the anticipated POP start date; Will the government consider the potential extended timeline for the adding of the required HVAC/Temperature Control systems and/or Security systems?

Answer: Yes, the government would consider potential extended timeline for the added HVAC/temp requirements.

4. Question: Will the government require a backup power supply in case of loss of power?

Answer: Backup power supply would not be required.

5. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Description of Services, page 2, the Solicitation states, “The Contractor shall provide storage, labor, inventory management duties, and transportation services for equipment, furniture, and other property of the Charlie Norwood VA Medical Center (CNVAMC). The contractor must provide a clean storage facility that is temperature and humidity controlled and sufficiently secured to protect government property...”

a. Can the Government provide a specific temperature and humidity range for the warehouse?

Answer: Range should be from 65 – 74 degrees.

b. Regarding the ability to expand into additional adjacent space, would the additional space also have a temperature/humidity control requirement? FYI additional infrastructure would most likely need planned and implemented ahead of time which could affect cost.

Answer: Yes, the government would require temperature control on additional space requirements.

c. Can the Government provide any specifics on ‘sufficiently secured?’

Answer: Sufficiently secured would mean items are stored behind locked doors that are within industry standard for intrusion prevention, theft prevention, and loss. This could be deadbolt locks, roll down metal screens, roll down metal doors or any barrier that would prevent unauthorized entry into the facility.

6. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Description of Services, page 2, the Solicitation states, “Proper equipment will include but will not be limited to closed moving vans with lift gates, closed security carriers for transporting equipment, rubber-wheeled dollies (in good condition and free of grease and dirt), aluminum or magnesium ramps of various sizes, cartons and bins, motorized pallet jacks, and a safe jack.”

a. Are vans specifically required or would box trucks with lift gates be acceptable?

Answer: Box trucks with lift gates would be acceptable.

7. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph Warehouse Needs, Subparagraph 1. Facility, page 4, the Solicitation states, “Must provide electrical outlets to support 10amp and 6amp patient beds to allow one 10amp bed per 20amp circuit or one 10amp and one 6amp bed per 20amp circuit (while such beds are in storage).”

a. What is the maximum amount of 10amp beds and 6amp beds the Government estimates they will need to store in the contractor warehouse?

Answer: At any time, the maximum number of beds that would be in storage would be estimated at: 10 of the 10amp bed and 10 maximum of the 6amp bed at any one time.

8. Question: In reference to Pricing:

a. Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Description of Services, page 3; and under Section Addendum FAR 52.212-1 – Instructions to Offers - Commercial, Paragraph Submission of Quotes, Subparagraph Quote Format, page 16, the Solicitation states, “Note: Competing bidders must include on a separate line item in their proposal the cost to remove, transport and unload and organize any inventory which exists at the CNVAMC Uptown Warehouse, 1 Freedom Way, Augusta, Georgia 30904 and Downtown Warehouse, 950 15th Street, Augusta, Georgia 30901 to the new warehouse location established through the award of this contract.”

i. Should this be a separate CLIN in the response or included as a separate line under the base year CLIN?

Answer: This can be a separate CLIN so that proposals can incorporate accurate costs.

ii. What is the approximate volume in pallets and non-palletized equipment/material at the Uptown Warehouse, the Downtown Warehouse, and any other location the USG will want equipment/material moved from to the vendor’s warehouse at the beginning of the contract?

Answer: Estimated number for palletized material is 150 pallets of miscellaneous items, estimated number of non-palletized material is 50 pieces of equipment. Keep in mind this number could rise or lower based on usage/movement of items due to workload.

iii. What is the timeline the Government expects for this initial transshipment into the vendor’s warehouse (in days/weeks)?

Answer: Estimated time to remove the material to an offsite location would be estimated at 3 weeks as a reasonable timeframe.

b. Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph Warehouse Needs, Subparagraph 1. Facility, page 4, the Solicitation states, “Must accommodate storage space needs at a minimum of 15,000 square footage, invoiced at a fixed base rate, with additional adjacent space options as required by VAMC. Storage space may vary month to month and the Government shall be invoiced for the space being used based on a fixed per square foot amount.”

i. We assume ‘…15,000 square footage, invoiced at a fixed base rate…’ is the minimum square footage the Government will require and will be included in the cost of each year (BY, OY1, OY2). Is that correct?

Answer: Correct 15,000 square feet is the minimum square footage required and would be included in the (BY, OY1 and OY2)

ii. By rough percentage, how much of the VA material will be palletized and how much will be larger than a pallet, or non-palletized (equipment, beds, etc.), or cannot be stored on racking? This will be important in identifying how much floor space will be required.

Answer: Estimate that 75% or more of the VA material would be palletized. Note some items cannot be stacked unless stacked on racks.

iii. Above the ‘fixed base rate’ of 15,000 square feet, how should the contractor identify and bill for any additional square footage? Would this be a separate CLIN with a ‘fixed per square foot amount’ for each year (BY, OY1, OY2) above the standard yearly cost?

Answer: Separate CLIN is suitable for any thing above the fixed base rate of the 15,000 square feet.

9. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph Warehouse Needs, Subparagraph 1. Facility, Bullet point #5 Receipt of Shipments, page 4, the Solicitation states, “Contractor shall have a loading dock and be capable of receiving shipments and deliveries as an Agent for the VA Medical Center. Receiving reports, damage reports and inventory lists are required.”

a. When the VA says, “be capable of receiving shipments and deliveries as an Agent for the VA Medical Center,” what does the VA mean when you say ‘an Agent for the VA Medical Center”?

Answer: This would be the potential to have material to be directly shipped to the vendors facility for storage vice coming to the facility and then having the vendor come and pick up the material to transport to the storage facility.

b. Do VA personnel need to inspect the received shipment/goods prior to being inventoried into the contractor’s facility?

Answer: Yes, VA personnel would need to inspect the material and would be able to be onsite when deliveries are made or be onsite once notified by the vendor that material ha arrived.

c. Is the contractor to act as the primary receiving/distribution hub receiving all shipments for the VAMC or is this requirement only meant for specific, scheduled deliveries?

Answer: This would be only for specific deliveries in which the VA would identify them to the vendor prior to delivery

d. Will contractor personnel be responsible for matching received material to VA purchase requests?

Answer: Yes, if deliveries are made to the facility for specific items and no VA personnel were on site at the tiem then the vendor would be responsible for matching material to a VA purchase order until verified by VA personnel

e. What is the anticipated frequency of deliveries to the contractor facility?

Answer: Would anticipate 1-2 direct deliveries a month maximum. But the VA would communicate any variances of this number to vendor in advance so vendor could plan.

f. What is the process for discrepancies and/or damaged shipments?

Answer: Vendor would use industry standards for documenting the Qty received, lot numbers, and condition. Vendor would annotate on the original shipping paperwork any discrepancies and provide a copy to the VA immediately after receipt of the material into the facility. If short count or damage is noticed, then vendor would need to inventory and indicate specific condition on a consolidated listing (excel or word docs is sufficient) or the vendor may use any copies of VA paperwork included with the shipment. Pictures could be used to document damage upon receipt.

10. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Transportation Services, Subparagraph 7., page 6, the solicitation states, “There is potential for older furniture, equipment or supplies to be slated for “Excess” in which VAMC staff will direct Contractor to relocate pieces to or from the VA Warehouse at 1 Freedom Way, Building 95, Augusta, GA 30904 for disposal.”

a. Can the Government provide an historical frequence (monthly/annually) of how often older furniture, equipment or supplies to be slated for “Excess” and be relocated to the VAMC? Answer: This is currently a monthly occurrence as the medical facility is doing many remodels/moving of office space. In addition, the facility averages a monthly disposal of items, but this could decrease in frequency to bi-monthly.

11. Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Transportation Services, Subparagraph 6., page 6, the solicitation states, “Provide personnel and supplies for minor wood and metal furniture repairs – all such repairs which are necessary due to damage caused in the move are to be at the Contractor’s expense and no charge for labor or materials will be allowed.”

a. Can you please specify typical “minor repairs” that the contractor would be expected and prepared to address?

Answer: In this example this would only deal with new” furniture that is stored or moved by the vendor and when moved to/from the facility if damaged the vendor would need to be able to potentially do minor spot paint for paint damaged, repair wood furniture if instances where the furniture where to become unglued, nail loosen, or any other damage that would be caused by inappropriate moving preparation, preservation, or negligence while moving (i.e dropping, hitting another object).

12. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph General Transportation Services, Subparagraph 1., page 5, the solicitation discusses Transportation Services.

a. How large is the standard delivery in pallets?

Answer: Maximum pallet delivery based on historical deliveries is 26 pallets (equivalent to a full 53’ trailer filled with stand 40x48 sized pallets. However, note that in most instances it is not a full trailer but average number of 6-12 pallets are seen in delivery for items that require storage in the warehouse for more than a week.

b. How often per day/week will the vendor need to deliver to the CNVAMC Uptown Facility? Answer: Estimate that the vendor need to deliver twice a week but this could be less or more dependent on the expected deliveries. VA would coordinate with the vendor if it expected a heavy delivery week.

c. How often per day/week will the vendor need to deliver to the CNVAMC Downtown Facility?

Answer: Estimate that the vendor needs to deliver twice a week but this could be less or more dependent on the expected deliveries. VA would coordinate with the vendor if it expected a heavy delivery week.

d. Can the Government provide an historical daily/weekly/monthly/annual schedule of deliveries to the CNVAMC Uptown Facility?

Answer: No, the government cannot provide historical data as deliveries to the facility for items that require medium to long term storage. Note that most deliveries are for items that move quickly from the warehouse to service areas in the facility. Only long-term storage items would need to be stored at the offsite location.

e. Can the Government provide an historical daily/weekly/monthly/annual schedule of deliveries to the CNVAMC Downtown Facility? No, the government cannot provide historical data as deliveries to the facility for items that require medium to long term storage. Note that most deliveries are for items that move quickly from the warehouse to service areas in the facility. Only long-term storage items would need to be stored at the offsite location.

f. Is there any other location the vendor will need to need to provide support? If so, can the Government provide an historical daily/weekly/monthly/annual schedule of deliveries to this other facility(s)?

Answer: There is the potential that the vendor may need to provide support to pick up and deliver items to/from the facilities Community Based Outreach Clinics (CBOC). This would be mainly for furniture and equipment deliveries if required. The VA would provide notice if support would be needed at these facilities so the vendor could sufficiently plan:

1. Aiken VA CBOC, 951 Millbrook Ave #6526, Aiken, SC 29803

2. Athens VA CBOC, 9249 US-29, Athens, GA 30601

3. Statesboro VA CBOC, 658 Northside Dr E Suite B, Statesboro, GA 30458

13. Question: Under Paragraph viii, Subparagraph PWS, Subparagraph Scope of Work, Subparagraph Project Staffing, Subparagraph 1., page 5, the solicitation discusses staffing requirements.

a. Under requirements for Driver it states, “Minimum two (2) years of commercial driving experience.” If the contractor has 2 years’ experience as a driver for logistical or biomedical warehousing will that be sufficient?

Answer: Yes, this would be sufficient.

b. Under requirements for Supervisor or Lead Foreman it states, “Minimum two (2) years’ experience as a foreman or supervisor for a commercial moving company.” If the contractor has 2 years’ experience as a foreman or supervisor in logistical, commercial or biomedical warehousing will that be sufficient?

Answer: Yes, this would be sufficient.

14. Question: Under Section Addendum FAR 52.212-1 – Instructions to Offers - Commercial, Paragraph Submission of Quotes, Subparagraph Quote Format, page 16, Subparagraph d. the Solicitation states, “Written statement limited to two pages or less demonstrating the offeror has the required technical capability, experience, and past performance.”

While under Section ix. FAR 52.212-2, Evaluation – Commercial Items (NOV 2021), Paragraph Basis for Award, Subparagraph 1.a. Technical Capability, page 18, the Solicitation states, “…Vendors shall submit documentation illustrating a clear description of the management methodology that will be used for executing the effort described in the PWS and listed below to be responsive. This description shall include:

(1) “Identifying key personnel and their experience/qualifications:

scope of the contract.

(2) “Details of the vendor’s internal quality assurance plan.

(3) “Vendor must prove that they have a sufficient program/method to account for all property item stored as they will not have access to VA systems, the program/method should be capable of cataloging all items sufficiently identify and provide current status of the property.”

a. The Requirements of the Evaluation FAR appear to require more than the two pages identified in the Instructions to Offerors FAR. Can the Government provide more clarity and additional guidance?

Answer: There can be more than two pages as listed within the Instructions to Offerors for the Evaluation, however, no company logos.

b. When the Government says, ‘…provide proof that the facility is fully climate controlled…’

i. What does the Government consider ‘proof?’

Answer: Copies of the system capabilities and capacities for temperature range and any documentation from a certified HVAC inspection.

ii. Will documentation of the HVAC system be sufficient?

Answer: Yes, documentation of the HVAC capabilities would be sufficient.

iii. Will pictures of the HVAC system be sufficient?

Answer: Yes, as long as the pictures documented capacity and capabilities of the system

c. When the Government says, ‘…provide proof that the facility… is sufficiently secured to prevent theft…’

i. What does the Government consider ‘proof?’

Answer: Documentation from an inspection of the facility by either a certified security company or potentially an inspection by the VA Police may work.

ii. Will documentation of the alarm system be sufficient?

Answer: Yes, supporting documentation of the system capabilities would suffice.

iii. Will pictures of the alarm system be sufficient?

Answer: Yes, as long as the pictures documented capacity and capabilities of the system.