RFQ Vendor Question Response 36C26126Q0302.docx
DOCX document 59 KB Posted
- Attached to
- J042--Fire and Electric Doors PM and Repairs
- Solicitation number
- 36C26126Q0302RFQ
About this file
This is a memorandum documenting vendor questions and government responses for RFQ 36C26126Q0302, issued by the Department of Veterans Affairs Regional Procurement Office West Network Contracting Office. The document addresses ten vendor inquiries regarding solicitation clarifications for automatic door maintenance and fire door inspection services at VA Northern California Health Care System facilities. The memorandum was issued on February 26, 2026, with responses due to the Contracting Office by March 3, 2026, to allow issuance of amendments before the March 6, 2026, proposal deadline. Key clarifications include removal of CLIN 0007 (Overhead & Profit) with all costs incorporated into fully burdened pricing, establishment of Not-To-Exceed plug amounts for repair CLINs 0003 and 0005 based on historical data, modification of CLIN 0004 unit of measure from annual to per-service-call pricing, and confirmation that corrective and unscheduled maintenance will be funded through administratively separate repair CLINs requiring written CO/COR approval before work commences. Three questions required technical subject matter expert responses regarding terminology consistency for maintenance types, fire door service requirements beyond annual inspection, and response time flexibility for geographically dispersed locations across the Bay Area and Sacramento region. One question identified a missing door inventory for Travis AFB location requiring updated documentation. The solicitation remains a competitive 100% Service-Disabled Veteran-Owned Small Business set-aside, rejecting the vendor's sole source proposal suggestion.
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Other files
| File | Type | Posted |
|---|---|---|
| S06 - 36C26126Q0302 0003.docx | DOCX document | |
| Schedule.docx | DOCX document | |
| Revised Statement of Work (11 March 2026).docx | DOCX document | |
| S06 - 36C26126Q0302 0003.docx | DOCX document | |
| S06 - 36C26126Q0302 Amendment 0002.docx | DOCX document | |
| S06 - 36C26126Q0302 Amendment 0001.docx | DOCX document | |
| UNTAGGED-1a VANCHCS Fire Door Inventory.xlsx | XLSX spreadsheet | |
| UNTAGGED-1b VANCHCS Automatic Door List.xlsx | XLSX spreadsheet | |
| WD 2015-5623.docx | DOCX document | |
| S02 - 36C26126Q0302 - RFQ.docx | DOCX document |
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Text version
DEPARTMENT OF VETERANS AFFAIRS
REGIONAL PROCUREMENT OFFICE WEST
NETWORK CONTRACTING OFFICE 21
February 26, 2026
MEMORANDUM
TO: Program Office / Technical Evaluator / COR FROM: Edwin Rivera, Contract Specialist Jose Hernandez, Contracting Officer
SUBJECT: Request for Technical Review of Vendor Questions - RFQ 36C26126Q0302 PROJECT: Automatic Door Maintenance and Fire Door System Inspection & Testing
1. PURPOSE: The purpose of this memorandum is to request a technical review of questions submitted by prospective offerors regarding the subject solicitation.
2. INSTRUCTIONS: As the technical subject matter expert, please review the blank items in the "Government Response" column below and provide a clear, factual response. To save time and ensure compliance with federal procurement regulations, the Contracting Office has already pre-filled the responses to questions concerning contract line item (CLIN) structure, pricing, and funding administration. Please review the notes addressed to you in Questions 2 and 3, as I will need your estimated figures to issue the amendment.
When drafting your technical responses, please adhere to the following guidelines to ensure procurement integrity:
• Reference the SOW: Direct the vendor to the specific section, page, or paragraph of the Statement of Work (SOW), drawings, or specifications whenever possible.
• Identify Changes: If a vendor's question highlights an error, ambiguity, or missing information in our current SOW (such as Question 8), please indicate "Yes" in the final column. We will need to formally amend the solicitation to correct the issue.
• Be Concise: Answer only the question asked. Do not volunteer additional, unrelated information.
3. DEADLINE: Please return this completed document to the Contracting Office no later than 1400, Tuesday, March 3, 2026 so we can issue the responses and necessary solicitation amendments to industry without delaying the March 6, 2026, proposal due date.
Sincerely, Edwin Rivera Contract Specialist Network Contracting Office (NCO) 21
CC: Dalia Rosalas
VENDOR QUESTIONS AND GOVERNMENT RESPONSES
| Item # |
| RFP / SOW Reference |
| Vendor Question |
| Government Response |
| SOW Change Required? (Y/N) |
| 1 |
| Price/Cost Schedule (CLIN 0007) |
| The pricing structure for CLIN 0007 includes a separate line item for overhead and profit... Could the Government clarify the intent behind separately identifying overhead and profit within this CLIN? Additionally, will the Government consider removing this separate overhead/profit line item and allowing offerors to include these costs within their fully burdened CLIN pricing...? |
| The Government agrees. An amendment will be issued to remove CLIN 0007 (Overhead & Profit). Offerors shall incorporate all applicable indirect costs, overhead, and profit into their fully burdened pricing for the remaining established CLINs. |
| Yes |
| 2 |
| Price/Cost Schedule (CLIN 0003 & 0005) |
| What do we put in the Price/Cost Schedule for CLINs 0003 and 0005? In the Statement of Work, Unscheduled Maintenance and Repairs, item b states each repair will be proposed separately. Are these CLINs funded by the government with the contract award? If not, can you please provide direction on what is to be included in the price for these line items? |
| Government will issue an amendment establishing a pre-determined Not-To-Exceed (NTE) "plug" amount for CLINs 0003 and 0005 so all offerors are evaluated on the same basis. These CLINs will be funded at contract award to be used as needed. Contractors will bill against these CLINs only after submitting a specific repair quote and receiving written approval from the COR/CO. |
[Note to COR: Please provide Contracting with the estimated annual dollar amount for these repair parts CLINs so we can establish the plug numbers.] Yes
| 3 |
| Price/Cost Schedule (CLIN 0004) |
| For CLIN 0004 in the Price/Cost Schedule, are we providing the price of one service call? Or is this a separately funded CLIN after contract award? |
| The Government will issue an amendment to change the Unit of Measure for CLIN 0004 from "YR" (Year) to "EA" (Each) and will provide an estimated quantity of emergency callouts for evaluation purposes. Offerors shall provide a fully burdened unit price for one emergency service call. |
[Note to COR: Please provide Contracting with the estimated quantity of emergency callouts per year.] Yes
| 4 |
| SOW - Unscheduled Maintenance |
| Are the terms "Corrective Maintenance and Repair" and "Unscheduled Maintenance and Repair" the same thing and both require a quote and pre-approval by the CO or COR? |
| [Program Office to Provide Technical Response] |
| 5 |
| SOW - Unscheduled Maintenance |
| Will both corrective maintenance and unscheduled maintenance be funded by an "administratively separate contract Line Item Number"? |
| Yes. Any corrective or unscheduled maintenance and repairs that fall outside the scope of the routine preventative maintenance CLINs will be funded and billed against the established Repair/Emergency CLINs (0003, 0004, 0005). The Contractor must submit a quote and receive written approval from the CO/COR prior to commencing any unscheduled repair work. |
No
| 6 |
| SOW - Fire Doors |
| Is "service" required for fire doors other than annual "inspection and functional testing" "emergency" call outs and "repairs/replacements" (on approval and separate funding)? |
| [Program Office to Provide Technical Response] |
| 7 |
| SOW - Response Times |
| Can the government allow some flexibility to "report a service call within 4 hours, and emergency service call 24/7 within 6 hours?" The locations are spread out from the Bay to the north of Sacramento... If you would allow a response to be the acknowledgement of the failure or emergency with a follow-on visit at the next possible time (next day), then we can work around the ground travel difficulties... |
| [Program Office to Provide Technical Response] |
| 8 |
| Door Inventory Attachment |
| Why does the solicitation list seven (7) locations, but the Excel Spread Sheet does not list any doors/items for: 105 Hickam Ave, Travis, AFB, CA (Fairfield)? |
| [Program Office to Provide Technical Response / Updated Inventory Attachment if necessary] |
| 9 |
| Repair CLIN Funding Structure (Consolidated) |
| The vendor references the SOW verbiage "Repairs shall be provided for administratively by separate Contract Line Item Number (CLIN)" and asks exactly how the Government will fund this. The vendor suggests creating a new CLIN (e.g., CLIN 0008) funded at approximately $690,685 based on their experience at other VA facilities, or alternatively setting a predicted flat rate (e.g., $50,000) for automatic door parts (CLIN 0005) and fire door parts (CLIN 0003). |
| The Government will not create a new CLIN 0008. The solicitation’s existing Price/Cost Schedule already contains the necessary separate CLINs for repairs and parts (CLIN 0003 for Fire Door Repairs and CLIN 0005 for Electric Door Repairs). As stated in the response to Question 2 above, the Government will issue an amendment establishing pre-determined Not-To-Exceed (NTE) "plug" amounts for these existing CLINs based on the VA Northern California Health Care System's historical data and independent estimates, not on data from other VA networks. All offerors will be evaluated using the Government-established plug numbers. |
| No (Covered in Item 2) |
| 10 |
| Acquisition Strategy |
| Is it possible to award a Sole Source to a contractor because they are pointing out to the government that many aspects of this bid could be a fixed price? |
| No. Providing solicitation feedback or asking clarifying questions during the Q&A period does not provide a statutory basis for a sole source award. This solicitation remains a competitive 100% SDVOSB set-aside. All interested and eligible SDVOSBs must submit a complete quote in accordance with the solicitation instructions to be considered for award. |
| No |
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