36C25025Q0417 0001.docx

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) 05-02-2025 none 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 36C250 Department of Veterans Affairs Network Contracting Office (NCO) 10 6100 Oak Tree Blvd., Suite 490 Independence OH 44131 To all Offerors/Bidders

36C25025Q0417

X X X X

1. Attached are questions and answers regarding the solicitation.

2. Quotes are due by 5-16-2025 by email by 3 pm est.

3. Please continue to look on Contract Opportunities for any potential updates.

Roman Savino Contracting Officer

CONTINUATION PAGE

QUESTIONS AND ANSWERS FOR 36C25025Q0417

1. How many items should the warehouse plan to receive weekly?

a. The warehouse would receive at random stock orders, return items from installations.

b. Items could be 5 task chairs, 3 lateral files, 2 mobile pedestal files

c. 1-4 times a week.

2. How many requests for shipment and delivery should the contract plan for on a weekly basis?

a. Average is 1-2 a week if we are busy.

b. 1-4 a month tops.

3. CLIN 1 is a FFP price per month. The Government’s PWS identifies a minimum of 325 bays x 12 months, with a potential accommodation of 400 bays per month. The Government then identifies labor for monthly inventory (40 hrs per month) and a formula for inventory management of: “Cost should be 10 hours x $60 per hour (market rate) x 52 weeks. 20 hours allowable per month. Time should be listed out as a line item on submitted monthly quotes.” How does the Government intend for the contractor to cover all labor costs associated with managing, receiving, delivering, and installing equipment as well as the costs of the warehouse, forklifts, trucks and inventory management system in a single line item FFP per month? Should all warehouse and labor costs be aggregated by bay, then multiplied by 325 bays for the FFP per month cost?

a. The Government is expecting that as a furniture installation business – the items listed above beyond inventory management and bays are solely on the business, to run their warehouse business.

i. Forklifts, trucks, dollies, inventory management software should already be staples of the warehousing business to submit a bid.

b. Delivering and installation of a project will be paid for on a government purchase card.

i. Business should be able to take credit cards. No third party vendor is allowed. i.e. Square.

4. Will the cost of additional bays beyond 325 and up to 400 be covered in a contract modification? Will this occur monthly as the number of bays fluctuate?

a. Running tally of bays by warehouse manager would keep note of empty bays.

b. VA is working on reduction in inventory. The goal is to not exceed 325 bays.

c. Notice is expected from warehouse contractor when we reach 325 so we can do an inventory reduction.

5. The PWS states “Space and costs required for circulation, aisles, truck docks, inventory management, etc. are to be accounted for in the per bay costs. Monthly assessment of services will be based solely on the quantity of bays.” How does the Government intend to assess a contractor’s price per bay cost (associated labor and equipment) into an FFP line item that is established at award based upon 325 bays x 12 months?

a. VA will inquire what the current market rate is at existing furniture installation warehouses to get a median/means cost per square foot.

6. The PWS states “All existing VA stock furniture must be transported from its existing location within 3 weeks of contract award.” Given that this effort is a small business set aside, and the awardee will have to establish the facility, coordinate leasing agreements, build racks to Government’s specifications (7 feet, 6 inches and 6 feet) and then begin transition upon contract award-would the Government consider a timeframe of 6 weeks for this effort?

a. No, we are bound by existing furniture storage contract and deadlines. 4 weeks would be the absolute max to incur less charges from existing contract.

7. The PWS states “All VA stock furniture must be inventoried and entered into the web-based inventory management system within 6 weeks of contract award.” This effort involves implementing an inventory management system, conducting and inventory, and loading an unknown quantity of items into the inventory management system with pictures and enabling access for VA personnel concurrent to the transportation of the existing inventory and standup of the new warehouse. Would the Government consider providing quantities for the existing inventory and extending this requirement to 9 weeks?

a. No, we are bound by existing furniture storage contract. 4 weeks would be the absolute max to incur less charges from existing contract.

b. Contract PWS calls for an existing inventory tracking system/software. VA would expect all inventory is photographed and uploaded on existing inventory tracking system in 8 weeks.

8. The PWS states “The labor cost for transport and inventory must be itemized and included in the proposal.” Would this cost be embedded in the cost per bay?

a. No, this would be an RFQ to reserve inventoried furniture in a shopping cart in the established inventory system for a project. VA would request a quote for this project only. VA would make payment on government purchase card to pull items from the shelves, and utilize contractor’s own furniture installers to install to designated site.

b. Only charges on this contract is bay count and inventory upload time.

9. Task 1 states ” Upholstered seating to have a plastic dust cover to protect while in storage.” Can the Government identify requirements to include size of dust cover and number of historical upholstered seating needing to be covered? Would the cost of dust covers be included in the monthly FFP?

a. Dust covers acceptable – clear waste receptable bags that fit over the entire chair.

b. Cost of covers could be allowable as an upfront purchase with VA approval and assessing the cost.

i. For a working furniture warehouse this should be staple item on the shelf.

10. Task 1 States: “Excessive underutilization of bays will result in the Contracting Officer assessing the usage and possible prorating of bay quantities.” How will the Contracting Officer assess usage and perform proration on a monthly FFP CLIN as offerors are required to include all facility, labor and equipment costs into a monthly fixed price?

a. Bays are expected to be full, and each square foot used to the max.

b. If bays are at 50% capacity, and moving the furniture into another 50% capacity is too much effort, the two 50% bays are to be counted as one bay.

11. Task 1 states: “A defragment of VA inventory should be condensed/evaluated once a quarter at no additional cost to the VA.” This is an activity that occurs as part of normal warehouse operations and would be included in the monthly FFP cost.

12. Task 1 States: “During a calendar-month time frame, if the bay count reaches within 15 days of the maximum 325 bay count, the contractor will notify in email the COR, so an overage does not occur.” Why would the Government have a requirement to accommodate 400 bays? A contractor will need to procure space to meet the maximum requirement of 400 bays.

a. VA is not expecting to be contractor’s only customer.

b. Therefore, the contract awardee would have flex space if needed.

13. Task 2 states: “Contractor is to provide a web-based inventory management system that can be accessed by designated VA personnel. Dedicated personnel will be assigned solely to observe, interact, assist and assure protection of VA inventoried materials. Current inventory management is SnapTracker.” Can the contractor assume the existing SnapTracker inventory management system or obtain its own SnapTracker license and transfer existing inventory over? Are the dedicated personnel assigned to “solely to observe, interact, assist and assure protection of VA inventoried materials” considered Government personnel or should the contractor assign a dedicated person? Would this be included in the monthly FFP costs?

a. It is expected the contractor to have their own inventory system software established at their warehouse. Snaptracker license currently in use is owned by the existing contracted warehouse.

b. It is expected that winning bid contractor to have their own established inventory tracking system software. Winning contractor would just need to create usernames and login for VA personnel that would have access to the furniture inventory.

c. VA personnel would be available for inventory transfer of goods from existing warehouse to new warehouse.

14. PWS 5.2.1 states: “Service & Maintenance will follow the security requirements as per VA’s Medical Device Protection Program (MDPP) which protects VA’s medical devices through a comprehensive security initiative that encompasses pre-procurement assessments, medical device isolation architecture (MDIA), communication, validation, scanning, access control list remediation, patching, and secure remote connectivity.” How does this requirement align with a furniture warehousing and delivery requirement?

a. This is purely a clause for information security data.

b. The inventory tracking system would need to be secured data.

15. PWS 5.2.1 states “Check - In Requirements the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor or designated point of contact (POC) to sign in with department staff before work begins. Additionally, one must submit any mobile media devices that would be used on the system for a virus scan. Upon completion of work, the Contractor Service Personnel and/or representative must report to the appropriate department Supervisor to brief that Supervisor or related department staff point of contact (POC) if Supervisor is unavailable concerning completion of service, and then to sign out. At the end of each briefing, Contractor Service Personnel and/or representative will and must sign out.” Can the Government clarify this requirement as it relates to the scope of this PWS?

a. This is for contractor’s own furniture installers to come on site at any VA building.

b. When delivering furniture and installing it on any campus, the installer lead is expected to call the VA interior designer or POC listed and given by VA interior designer when arriving and when leaving to make sure job is completed per furniture drawings.

16. Is 5.2.1 not applicable in its entirety based upon the last bullet point in 5.2.1?

17. Task 3 identifies the need for a warehouse manager to respond to the government and provide quotes. Should this POC be included in the monthly FFP cost?

a. No, this should be an already employed person by the contractor.

b. Contractor to have admin office POC for VA to email RFQ’s to, schedule deliveries of furniture, send awareness emails of an incoming inventory direct delivery ect.

c. VA is not expecting to pay for someone’s salary to manage this contract. Warehouse furniture and installation business should already be established.

18. Task 3 identifies the need for VA grounds crew. Should these costs be included in the monthly FFP cost?

a. VA Grounds crew are already employed by VA.

b. VA grounds crew would pick up an item(s) pulled by warehouse personnel already requested and pulled by warehouse personnel ready for pick up by VA grounds crew.

19. Task 4 requires delivery trucks. Does the Government have a historical could as to the number of deliveries required?

a. The contractor’s working warehouse should have their own fleet of trucks.

b. Estimated number of deliveries are 1-5 a week depending on size of project.

20. Task 4 states: “Contractor shall have on staff, furniture installers that are certified to install Commercial furniture manufactured by Haworth, Herman Miller, Steelcase, and Allsteel. Additional preferred manufacturers are National Office Furniture/Kimball, Great Openings, Workrite, HON, Wieland Sauder, Krug, Humanscale, KI, IOA, Winco/Champion and Ergotron and more.” To have personnel “on staff” a contractor would need to include the cost of those personnel and associated training/certification in their monthly FFP cost.

a. The intention of this contract is that contractor has staff on site that are professional, certified furniture installers that know commercial furniture intricacies and parts.

b. The intention of this contract is a furniture installation company would hold the VA contracted furniture.

c. Thus, the personnel pulling and inventorying the furniture knows what each part is and what it is called in the commercial furniture installation world.

21. Haworth and Herman Miller require their own installers to perform installation in order to maintain the warranty. Would this cost be covered through the “job-specific quote and PO” mentioned in Task 4? Would the equipment also be covered in that quote?

a. No, this would not be included on the contract. Expectations of the warehouse contract is that the employed staff are certified furniture installers in many commercial furniture brands.

b. Job specific PO’s will be given at the time of RFQ pull.

22. Task 4 states: “The contractor’s storage facility is expected to be open and accessible by appointment to VA staff and designated furniture vendors 7:00am – 3:30pm, Monday-Friday, excluding Federal Holidays.” Can the government explain the need for this requirement?

a. These are the scheduled tour of duty for most VA employees that would be coming for site visits at the warehouse, VA grounds crew tour of duty.

b. Local furniture installers in the area who we also contract to pick up furniture at the warehouse work these same hours.

23. Task 4 states: “The contracted warehouse will directly receive furniture deliveries from the VA or outside vendors/dealers for projects. Orders are to be inspected for damage, counted, and notify VA for delivery scheduling.” Can the Government provide historical number of deliveries?

a. It is project based and stock-based deliveries.

b. Estimated would be 1-4 a month.

24. Under “Other pertinent Information or Special Considerations” the Government identifies 350 bays of stock furniture, yet the monthly FFP is based upon 325 bays. Can the Government please clarify?

a. 350 bays is one of the max count of bays needed to store and flex furniture for projects.

b. 325 is where we would like heads up that we are getting close to maxing out and we need to do a inventory reduction.