36C26225Q0914 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Hestia Sim Hestia.Sim@va.gov

PLACE OF PERFORMANCE

VA Greater Los Angeles Healthcare System

11301 Wilshire Blvd

Los Angeles CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The amendment 0001 against RFQ/solicitation# 36C26225Q0914 is issued to

i. Post vendors’ questions and VA’s responses. Refer to page 3 – 5.

ii. Extend the response/offer due date through May 29, 2025, 10am Pacific Local Time.

iii. All contractors are required to acknowledge this amendment and re-submit their offer. Previous submitted offers shall not be considered.

All other terms and conditions remain unchanged.

Contractors’ RFI VA’s responses

1. The SOW states “Approximately 15,000 ~ 17,500 lbs. of salt or 300 to 375 bags of 50 lbs. of coarse salt is required per each month.” If 300 bags are needed per month, the total requested quantity needs to be updated to 3,600 bags, not 2,580 bags. Please clarify.

This amendment shall clarify: the total requested is 2,580 bags of 50-pound salt. The VA will place order on as-needed basis within this total quantity. The total quantity may be increased in the future through a contract modification, if necessary.

1. Can the Government clarify whether substitution of an equivalent product requires prior approval? If so, what documentation must be submitted to verify equivalency?

As the solicitation/RFQ states FAR Clause 52.211-6 Brand Name or Equal applies. An equivalent product is acceptable as long as it meets the listed salient characteristics. No prior approval is required, and the contractor may submit SDC/spec sheet.

1. Will deliveries be made to a centralized VA warehouse, or are they required to be drop-shipped across multiple sites? Please clarify whether a delivery schedule will be provided post-award or if vendors are expected to propose a delivery timeline.

Refer to the solicitation/RFQ section B.2 Statement of Work (SOW). SOW states the place of performance is VA Greater Los Angeles Healthcare System and provides its address along with the expected delivery window.

1. Palletization and Packaging Requirements: Does the Government have any specific requirements regarding pallet configuration, wrapping, labeling, or stacking for the salt deliveries?

The pallets are to arrive wrapped with plastic wrap to avoid bags shifting or falling off pallet, 50 bags per pallet external labels are not needed, no stacking, no paper bags.

1. Evaluation Criteria: Could the Government clarify how price and technical factors will be weighted during the evaluation process for award determination?

The solicitation/RFQ reads the only evaluation factor is “price” per section E.6 52.212-2 Evaluation – Commercial Products and Commercial Services.

1. Could you please confirm if this solicitation is open to all small businesses and not set aside exclusively for VOSB or SDVOSB?

The notice states “This is a combined synopsis/solicitation set aside for small businesses.” FAR 52.219-6 Notice of Total Small Business Set-Aside is also checked under section C.3 52.212-5.

1. Is this a new requirement or a recompete? If recompete, can you provide the incumbent contractor and the previous award amount?

This is a new requirement.

1. Are third-party suppliers or subcontractors permitted to perform the delivery, provided the prime contractor retains full responsibility for performance?

Yes.

1. If offering an “equal” product to Diamond Crystal SKU#433SEC50, is pre-approval required before submission, or can it be included in our proposal with documentation (e.g., SDS/spec sheet)?

Pre-approval is not required. As the solicitation states “offerors quotation must demonstrate meeting the salient physical, and functional characteristics included in this solicitation, otherwise, they will be considered non-responsive and not considered for award.”

1. Are deliveries by appointment only within the stated delivery hours (Monday–Friday, 7:00am–2:00pm, excluding holidays)? If so, what is the process for scheduling?

Yes, the contractor is required to call the program office (POC shall be provided upon award) 3 days prior to delivery to ensure someone is available between the hours stated in the SOW.

1. In the event of delivery issues (e.g., mechanical breakdown, traffic delays), what is the procedure for notifying the VA and rescheduling?

Contractor is required to notify the program office as soon as possible to reschedule delivery.

1. How should damage bags be handled? Will the VA provide documentation (e.g., photos) to support credit or replacement, and should those bags be added to the next scheduled delivery?

Missing or damaged bags shall be reported to the contractor and those shall be added to the following shipment.

1. Are there specific offloading instructions or a designated drop-off location at Building 295? Are contractors expected to place pallets in a particular area, or will VA staff receive and store them?

Yes, salt is to be unloaded at building 295 west side. There is a driveway that can accommodate a semi-truck. The drop off area is at the end of the driveway. Truck can pull to drop off area and unload. Driver can be directed by VA staff upon arrival to building 295 as necessary. Unloading salt bags is the contractor’s responsibility.

1. Are we required to retrieve empty pallets after each delivery, or will the VA retain or dispose of them?

The contractor shall leave the pallet on-site upon delivery. VA will recycle pallets.

1. In the event of fluctuating usage, is the contractor expected to fulfill off-cycle or higher-volume deliveries? If so, what lead time is expected?

300 bags per month is estimated. If additional quantities are needed, the increase request shall come from Contracting Officer. Contractor shall be notified by the Contracting Officer.

1. Will delivery personnel require any specific identification, vehicle registration, or badging for access to the facility?

No.

1. Is there flexibility with extending the due date?

The solicitation shall be extended through May 29, 2025. No further extension will be granted due to time constraints.

1. Will the VA provide access or onboarding instructions for the Tungsten electronic invoicing portal?

No, it is contractor’s responsibility to register and access Tungsten. Tungsten offers resources and support if contractors have questions/issues.

1. Is there a preferred invoice format (template or layout) for submission through Tungsten or is it sufficient to follow the FAR/VAAR requirements listed in the solicitation?

There is no preferred invoice format.

1. Will the Contracting Officer or a designated point of contact be available to assist with any initial issues or questions during invoice submission and acceptance through Tungsten?

No, VA will not provide any assistance with Tungsten. VA personnels do not have access to Tungsten to assist. Contractor must contact Tungsten support for assistance.

1. Will a forklift be available on-site to unload pallets of 50 lb. salt bags upon delivery?

No, the contractor is responsible to provide all required equipment to off load the pallets of salt as stated in the SOW.

1. Is there a designated loading dock at Building 295 that can accommodate pallet deliveries?

Yes, please refer to the answer to the question 13.

1. Are there any vehicle or delivery time restrictions (e.g., max truck size, entry protocols) for deliveries to this site?

No.

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Amendment to a Previous Combined Solicitation