Amendment 0001 - Questions and Answers Document.docx

Amendment 0001 – Solicitation 36C26127Q0039 Questions and Answers Document

1. Please confirm whether the controlling requirement is five miles or ten road miles and revise the solicitation as necessary to establish one consistent requirement.

The 5,000-square-foot warehouse must be located within ten (10) road miles of VASNHCS.

2. Timing and Scope of Required Local Capability PWS §2.1 requires the Contractor to maintain a staffed commercial furniture installation and relocation operation, including its administrative office, qualified project and installation personnel, vehicles, equipment, and secure warehouse within the required geographic radius.

Please confirm:

a. whether each listed element must physically be located within the specified radius;

b. whether the geographic requirement applies principally to the warehouse and operational capability necessary to satisfy VA response requirements; and

c. when the required Reno-area capability must be fully established — at quotation submission, prior to award, following award but before commencement of performance, or by November 1, 2026.

The geographic requirement applies to the warehouse and operational capability necessary to satisfy VA response requirements. Weekly services are required, therefore it is recommended that all members be in place and prepared for work in accordance with the Performance Work Statement.

3. California Wage Determination Please identify and incorporate the applicable wage determination for work performed in Susanville, California.

The wage determination 2015-5679 Rev 32 dated 08-22-2026 has been incorporated into this solicitation.

4. Mapping of Wage Determinations to Performance Locations Please identify which incorporated wage determination applies to each principal performance location identified in the PWS so that all quoters may apply consistent labor assumptions in preparing their pricing.

Service Contract Act WD # 2015-5679 – Lassen County, California

- VA Diamond View Outpatient Clinic, 110 Bella Way, Susanville, CA 96130 Service Contract Act WD # 2015-5595 – Storey and Washoe Counties, Nevada

· Ioannis A. Lougaris VA Medical Center, 975 Kirman Avenue, Reno, NV 89502

· VA Reno Vet Center, 5580 Mill Street, Suite 600, Reno, NV 89502

· East Campus, 1201 Corporate Boulevard, Reno, NV 89502

· VASNHCS Double Eagle, 575 Double Eagle Court, Reno, NV 89521

· VASNHCS Kietzke Call Center, 5370 Kietzke Lane, Suites 103 and 205, Reno, NV 89511

· VASNHCS Mental Health Homeless Outreach/Pioneer CBOC, 1175 Financial Boulevard, Reno, NV

· VA North Campus, 1140 Selmi Drive, Reno, NV Service Contract Act WD # 2015-5597 - Churchill, Douglas, Mineral Counties, Nevada

· VA Carson Valley Outpatient Clinic, 1330 Waterloo Lane, Suite 101, Gardnerville, NV 89410

· VA Lahontan Valley Outpatient Clinic, 1020 New River Parkway, Suite 302, Fallon, NV 89406 Service Contract Act WD # 2015-5601 - Elko, Eureka, Humboldt, Lander, Pershing, White Pine County, Nevada

- Winnemucca Rural Outreach Clinic, 3298 Traders Way, Winnemucca, NV 89445

5. Past-Performance Recency Standard - The quotation instructions identify recent past performance as work performed within the preceding five years, while the evaluation section defines recent performance as a contract completed within the preceding three years, or an ongoing contract with at least six months of performance. Please confirm which recency standard controls and amend the solicitation as appropriate to establish a single standard.

For purpose of this evaluation, recent is defined as a contract that has been completed within the past 5 years of the quote issue date for this RFQ and/or an ongoing contract where at least 6 months of performance has occurred at the time of quote submission.

6. FAR 52.217-8 Price Evaluation - Please confirm the precise methodology VA will use to evaluate the six-month FAR 52.217-8 extension and reconcile the applicable provisions if necessary.

The extension under FAR 52.217-8 uses the same price as the preceding option. If the extension is utilized after the base year – base year prices will be utilized for the extension. If the extension is utilized after Option Year 1 – Option Year 1 prices will be utilized for the extension, and so on. There is no separate extension pricing, nor will the extension pricing be utilized for the evaluation of Factor 3.

7. Please confirm whether the quantities shown for labor hours, deliveries, after-hours services, and storage are:

a. firm quantities the Government intends to purchase;

b. estimated quantities used for evaluation and ordering purposes;

c. maximum quantities; or

d. anticipated usage only.

The CLIN structure contains firm quantities the Government intends to purchase, any changes to the quantities listed in the price schedule will only be made as a result of a modification. The quantities are based on the existing needed service quantities for each CLIN and it is not anticipated the quantities will change.

8. Firm-Fixed-Price / Unit-Price Contract Structure - The solicitation states that the Government contemplates award of a Firm-Fixed-Price contract, while Section B establishes fixed unit prices for labor hours, deliveries, after-hours services, and monthly storage.

The contract will operate as a firm-fixed price contract. The quantities listed are to be used during the period of performance specified in the contract. Invoicing will be submitted monthly and aligned to the Price Schedule and work performed.

9. Question Submission Deadline - Please confirm that September 28, 2026 at 12:00 p.m. Pacific Time is the controlling deadline for solicitation questions.

Solicitation questions are due September 28, 2026. Any questions received after that date may not be answered.

10. Warehouse Documentation - Please confirm what documentation is required with the quotation to demonstrate compliance with the warehouse requirement. Would VA accept, for example, an executed lease, contingent lease, letter of commitment, warehouse availability agreement, or comparable evidence demonstrating that the required facility will be available by the required performance date?

Yes, any of the above-mentioned documentation would be sufficient to demonstrate compliance with the warehouse requirement.

11. Dedicated Versus Segregated Warehouse Space – Please confirm whether the required 5,000 square feet must be located within a facility dedicated exclusively to VA property, or whether the requirement may be satisfied within a larger commercial warehouse provided that at least 5,000 square feet is appropriately segregated, secured, controlled, and dedicated to Government property.

Storage is to be within a facility that is owned, leased, or rented to the bidding company. The VA’s 5000 square feet of storage needs to be in an area that is dedicated ONLY for VA product, within the company’s warehouse.

12. Measurement of the 5,000-Square-Foot Requirement -The price schedule references "5000 sqft (including the in and out palettes)." Please clarify whether the required 5,000 square feet represents:

a. gross warehouse floor area;

b. net usable VA storage area;

c. storage plus receiving, staging, and release areas; or

d. another measurement.

The storage space should only have VA product in the location and always be accessible, whether it is 5,000 Sq Ft. of floor space or floor space and racking, it does not matter, as long as it is accessible. All pricing is to include receiving of product, unloading of product, labeling, palletizing if needed, inventory and staging, as well as informing VA contact of orders received.

13. Warehouse Physical Standards - Please identify any mandatory facility requirements beyond the security and property-protection requirements stated in the PWS. For example, please identify whether VA requires specific fire-suppression systems, CCTV or intrusion alarms, climate control, humidity control, racking, dock access, forklift capability, ceiling height, pest control, or other minimum facility standards.

Warehouse space for VA product should meet all OSHA and Life Safety Codes. Fire suppression system should be installed in storage space with a dock being mandatory for receiving of product, and if racking is used for storage, forklift capabilities will be needed. Pest control should be in place.

14. Warehouse Inspection Does VA anticipate conducting a pre-award or post-award inspection of the proposed warehouse? If so, please identify when the warehouse must be available for inspection and the criteria VA intends to evaluate.

Inspection will take place post-award and will be coordinated with the COR. For evaluation purposes, the government will evaluate the distance, size, and overall description of the warehouse.

15. Warehouse Receiving and Handling - PWS §5.7 states that storage includes receipt, palletizing when appropriate, shrink wrapping, labeling, inventory placement, inventory maintenance, retrieval, and release. Please clarify which warehouse handling activities are included within the monthly storage CLIN and which activities may properly be billed under the applicable labor CLIN. In particular, please clarify the treatment of significant inbound receiving, unloading, palletization, warehouse relocation, order pulling, loading, and outbound release activities.

All product activity in the warehouse will be billed hourly and added to the project billing. This is to include any pulling of product for a project, loading of product for a project and delivering to site.

16. Delivery Unit Price and Driver Labor - PWS §5.5 states that a delivery includes the vehicle, driver, fuel, and routine vehicle operating costs, while loading, unloading, moving, installation, and reconfiguration labor may be charged separately. Please confirm whether driver travel/transit time is included exclusively in the delivery EA price; and under what circumstances an employee serving as the driver may also be billed under the Driver/Moving Team labor CLIN.

The driver is considered a separate CLIN and will be billed under the Driver / Moving Team labor CLIN for which the rate is hourly. Deliveries will cover all other components except labor hours.

17. Geographic Delivery Pricing - PWS identifies performance locations in Reno and surrounding areas, as well as more distant locations including Gardnerville, Fallon, Winnemucca, and Susanville. Please confirm whether a single delivery EA rate is expected to cover all identified performance locations regardless of travel distance. If available, please provide historical or anticipated delivery volumes by major performance location so that quoters can establish a reasonable blended delivery rate.

The VA services these locations, as necessary. Fallon, Gardnerville, Susanville are serviced up to four times per year, and Winnemucca is usually twice per year. All off-site visits will be scheduled by the VA. The Delivery CLIN is expected to cover all performance locations.

18. Travel, Mileage, Lodging, and Per Diem - For work at more distant performance locations, please confirm whether travel time, mileage, lodging, per diem, and similar travel-related costs must be incorporated into the applicable fixed labor and delivery rates or whether any such costs may be separately reimbursable when expressly authorized.

Travel time, mileage, lodging, and per diem must be incorporated into the applicable fixed labor and delivery rates stated in the solicitation.

19. Packing and Incidental Materials - PWS §5.8 requires the Contractor to furnish vehicles, tools, equipment, packing supplies, and incidental materials. Please confirm whether ordinary moving blankets, stretch/shrink wrap, pallets, labels, floor protection, wall protection, tape, boxes, and similar expendable materials must be incorporated into the quoted CLIN rates or whether any materials may be separately reimbursable when specifically authorized.

Moving blankets, stretch/shrink wrap, pallets, labels, floor protection, wall protection, tape, boxes, and similar expendable materials must be incorporated into the quoted CLIN rates.

20. Disposal and Recycling Costs - Where VA directs the Contractor to transport Government property, debris, or other materials to a lawful recycling or disposal facility, please confirm whether third-party landfill, disposal, recycling, or tipping fees are to be included in the Contractor's quoted rates or may be separately reimbursed when authorized.

All costs should be incorporated into the Contractor’s quoted price.

21. Contractor Employees and Subcontractors PWS §4.3 states that personnel performing work shall be employees of the Contractor and that temporary day labor shall not be used.

Please clarify whether this provision:

a. prohibits only temporary/day labor; or

b. also prohibits performance by employees of otherwise permissible subcontractors, including qualified similarly situated certified SDVOSB subcontractors.

This section only refers to temporary / day labor. This section DOES NOT prohibit performance for permissible subcontractors, provided all badging and PIV requirements have been completed.

22. Fifteen-Person Surge Requirement - The PWS requires capacity to provide up to fifteen qualified workers when requested. Please confirm whether VA may require all fifteen personnel to be available simultaneously for a single project and, if so, what advance notice the Contractor should generally expect for a request requiring a significant increase above the routine two-person crew.

All 15 qualified personnel shall be employees of the bidding company and located within 10 miles of the VA. No Temporary workers or workers from other cities and states. When all 15 employees are needed there will be sufficient notice for scheduling purposes, for projects like that there are months of planning involved prior to the project start date. As for the team that will be on site, no less than 2 days a week and no more than 4 days a week, that will be scheduled weekly.

23. Project Lead and Installation Lead - Please confirm whether the Project Lead and Installation Lead are considered Key Personnel under the solicitation and whether resumes, letters of commitment, or other specific documentation for those individuals are required with the quotation.

The Project Lead and Installation Lead are considered Key Personnel under this solicitation. It is strongly recommended for Vendor’s to submit resumes, letters of commitment, or other specific documentation for those individuals.

24. Installer Training and Certification - PWS §4.4 requires installation personnel to be trained, "certified when certification is available or required," and experienced with Steelcase, Herman Miller, Haworth, and comparable systems furniture. Please identify any specific manufacturer or industry certification VA considers mandatory. Where formal manufacturer certification is not required or reasonably available, please confirm that documented training and demonstrated relevant systems-furniture experience will satisfy the requirement.

The certifications are issued by the manufacturer. For example, Steelcase, Haworth and Miller Knoll all train their installers to be certified installers and will not void the warranty. The primary area of concern regarding this requirement is to ensure the warranties are maintained for the furniture that is currently in place for this requirement.

25. Personnel Vetting, Credentialing, and Badging - Please clarify the personnel vetting and credentialing requirements applicable to Contractor personnel. Specifically: which Contractor personnel require a PIV card, badge, background investigation, or other VA credential; whether requirements differ among VASNHCS locations; and whether escorted access may be permitted while final credentialing is pending.

The team of two that is on site weekly will be required to go through the badging process. While the team is going through the process for PIV, an escort is mandatory as well as getting a daily badge from the Police. All vetting / badging requirements are the same no matter which site you may be working at.

26. Routine and Emergency Response Requirements - PWS §5.2 requires routine work to begin within 48 hours and emergency work within 24 hours. Please clarify: when the applicable response period begins; what action constitutes "begin performance"; and representative circumstances VA anticipates treating as emergency requests.

The applicable response period begins with vendor notification and vendor confirmation of receipt of project. Begin performance refers to when the vendor is contacted, project guidelines are discussed and date is determined from conversation. Emergency requests refer to anything that is unexpected or planned for any of our sites. Past circumstances were flooding of a site, and all had to move out immediately, moving of services due to construction.

27. Work Authorization and Changes in the Field - Please confirm that billable labor, deliveries, after-hours work, configuration changes, removals, warehouse returns, and other services must be authorized by the COR or another Government representative specifically designated with authority to request such work.

Any change that deviates from the stated scope of work or price schedule must be approved, in writing, by the Contracting Officer. Any scheduling or work authorization that is expressly stated in the Performance Work Statement and does not result in additional costs would be authorized and scheduled by the COR.

28. Additional Work Discovered During Performance - If field conditions require additional labor, equipment, time, materials, or services beyond the originally authorized service request, please confirm the process the Contractor should follow to obtain approval before performing and billing the additional work.

In the event that additional labor, equipment, time, materials, or services beyond the originally authorized service requests is requested, the vendor should immediately notify the Contracting Officer and wait for a modification to be issued.

29. After-Hours CLIN Alignment - Please confirm that the Section B "After Hours PM" CLIN corresponds to the PWS's After-Hours Project Lead function.

Yes, this is correct.

30. After-Hours CLIN Alignment - Please also confirm the work intended to be billed under "Installation After Hours," including whether that CLIN covers after-hours movers/installers and related installation personnel.

Work billed under the CLIN “Installation After Hours” refers to after-hours movers/installers and related installation personnel that does not fall under the Project Lead Function.

31. Definition and Billing of After-Hours Work Please confirm that after-hours work means authorized performance outside the normal Monday-through-Friday, 7:30 a.m. to 3:00 p.m. work period identified in the PWS.

Please also clarify:

a. treatment of weekends and Federal holidays; and

b. whether any minimum billable call-out period applies to authorized emergency or after-hours work.

Yes, after-hours work occurring outside of the normal stated business hours. Weekends and Federal holidays are outside of normal business hours. There is no known minimum billable call-out period applies to authorized emergency or after-hours work under this contract.

32. Service Contract Labor Standards Adjustments - Please confirm that future revisions to applicable Service Contract Labor Standards wage determinations incorporated at option exercise will be administered under the applicable FAR wage-price-adjustment provisions.

Once a year, at the time the contract option year is exercised, the updated wage rate will be incorporated into the contract and the vendor will have the opportunity to submit a request for adjustment resulting from the updated Wage Determination.

33. Number and Type of Past-Performance References Please confirm:

a. whether the Government requires a minimum of three past-performance references, with five as the maximum; and

b. whether only contracts on which the offeror or JV partner served as the Prime Contractor will be evaluated, or whether relevant subcontract performance may also be considered.

Although it is strongly recommended to include past performance references, not submitting past performance will be considered a neutral response. The MAXIMUM number of past performance references is 5. Any additional past performance records submitted will not be considered during evaluations. The past performance submitted must be where the offeror or JV partner served as the Prime Contractor.

34. PPQs and CPARS Please confirm that a qualifying CPARS evaluation may be submitted instead of a Past Performance Questionnaire where it satisfies the solicitation's recency and relevancy criteria.

For PPQs, please also confirm:

a. whether the customer/reference should email the completed questionnaire directly to Ms. Williams;

b. whether the offeror should also include a copy in its quotation; and

c. the deadline for VA's receipt of completed PPQs.

Submission of CPARS evaluations are acceptable in lieu of past performance questionnaires provided the required information is included, such as: Contract PIID, period of performance dates, Contracting POC, dollar value (this is used to determine relevancy to size). Additionally, a description of services provided should be provided in order to determine relevancy to scope of requirement.

Past Performance Questionnaires should be emailed directly to Jill Williams at jill.williams@va.gov. The offeror may include a copy with their quote if it is available, however submission directly from the agency completing the document is preferred.

The deadline for receipt of completed PPQs is the same as the closing date of the solicitation.

35. Additional Performance Locations - Please confirm that where an additional location materially changes travel requirements, operating costs, or the established pricing basis of the contract, the Government will address the change through an appropriate contract modification before performance is required.

If additional locations are identified and require services, and they are not previously identified in the PWS, a modification to include additional work may be issued. If this modification is required during the performance of the contract, no new work should be completed prior to written authorization from the Contracting Officer, this will be completed through modification to the contract.

36. Asbestos Insurance Requirement - The solicitation requires the successful Contractor to provide evidence of general liability insurance without an asbestos exclusion that would void required coverage. Please confirm that this requirement is intentional for the furniture moving, installation, relocation, and warehouse-storage services contemplated by this solicitation and whether VA anticipates any performance involving asbestos-containing materials.

Yes, this requirement is intentional for the furniture moving, installation, relocation, and warehouse-storage services. The VA anticipates performance involving potential asbestos-containing materials.

37. Government Property / Cargo Insurance - Please identify whether VA requires cargo insurance, inland marine coverage, warehouse legal liability coverage, bailee coverage, or any other specific property insurance for Government furniture and equipment while in the Contractor's vehicles, warehouse, or custody, beyond the insurance requirements expressly identified in the solicitation.

There are no known other requirements other than what is expressly stated in the solicitation.

38. Single-PDF Submission Requirement The solicitation requires submission of one PDF containing the Technical Capability, Past Performance, and Price sections.

Please confirm that the single PDF should also contain all applicable administrative and contractual submission materials, including:

· completed SF 1449;

· amendment acknowledgments;

· completed VAAR 852.219-75 certification;

· financial-resources statement;

· technical submission;

· past-performance information; and

· completed price schedule, except for any PPQs the Government confirms are to be submitted directly by customer references.

Yes, one pdf shall be submitted containing all required documents. If there is a reason that the documents cannot be combined into a single document, the documents may be submitted separately provided they are all within the same email.

39. Technical Evaluation Structure - Please confirm whether Technical Subfactors 1 through 3 will be considered without separate numerical weighting or stated relative importance, or whether any technical subfactor will receive greater consideration than another during the comparative evaluation.

All Technical Subfactors will be considered equal in weight for this solicitation. Evaluations will be completed as comparative evaluation in which vendor’s quotes are compared to one another to determine the best overall value to the government. There is no separate numerical weighting anticipated for this solicitation.

40. Is this a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

There is an existing contract in place. Contract 36C26126P0006 awarded to Reno Pro Services for the period of one year.