B.1_473101 - RFP_Q and A_07-28-2026.pdf

QUESTIONS AND ANSWERS

REQUEST FOR PROPOSAL NUMBER 473101

RELOCATION SERVICES

July 28, 2026

# QUESTIONS ANSWERS

1 Statement of Work

Section 3.2 Core Program Services (Pg 5 of 13)

Home sale and Destination Services references Buyer Value Option. However, the pricing document does not reference the BVO option. Can BNL confirm if they are proposing a BVO and direct reimbursement for employees?

Can BNL clarify what tariff will be used for shipment of Household Goods?

BSA has historically administered home sale assistance through direct reimbursement rather than a Buyer Value Option (BVO) program.

However, BSA is interested in understanding the capabilities available in the marketplace.

Offerors may propose BVO services as an optional component of their solution and shall identify any associated pricing separately from the base relocation services. BSA reserves the right to determine whether and to what extent BVO services will be utilized during Contract performance.

Tariff is 400DOE.

2 Enclosure 2 / SOW

Can BSA provide historical relocation volumes for the last three to five years, broken out by category (domestic, international, post-doctoral, TCS), including counts of home sale and direct-reimbursement transactions, to support responsible fixed-unit pricing?

For pricing purposes, the Proposal Pricing Sheet identifies an estimated annual volume of 140 relocations, collectively encompassing Domestic, International, and Post-Doctoral Relocation Assistance Packages. The distribution among the service categories will be based on the Laboratory's actual requirements during Contract performance and does not constitute a guarantee of the number or type of relocation services that will be ordered under the Contract.

3 SOW - Home Sale/Purchase

Home sale is described as direct reimbursement.

Does BSA permit the contractor to engage its real estate broker network for home-finding and home-sale referrals, and are there any restrictions on referral-fee arrangements?

BSA prefers the Contractor to utilize its own established real estate broker network to assist employees with home sale and home purchase services. The Contractor may utilize qualified Subcontractors and third-party providers as needed but shall remain fully responsible for their oversight, performance, and compliance.

4 SOW Tab 3B - Report-to-Work Travel

Will report-to-work travel be booked through BSA-approved travel agencies, or is the contractor expected to source and manage travel directly? Are travel costs treated as reimbursable pass-through or built into the service fee?

Report-to-work travel shall be coordinated by the Contractor in accordance with the Statement of Work. Authorized travel costs are Cost- Reimbursable Relocation Expenses and are not included in the FFUP services.

5 SOW - Temporary Lodging Temporary living shall be administered in accordance with applicable federal allowability

Given federal per diem limits, how does BSA expect temporary living to be handled, and should temporary-housing costs be reimbursable or included in the fixed fees?

requirements and the Statement of Work.

Temporary housing costs are Cost-Reimbursable Relocation Expenses and are not included in the FFUP services. Such costs shall be billed as actual, allowable, allocable, and properly documented expenses without markup, administrative fees, profit, or other indirect charges.

6 SOW - Household Goods

For household goods, will BSA dictate the transportation service providers, and which tariff applies (for example, the DOE HHG tariff)? May the contractor use its own carrier network, and how are HHG costs to be billed?

The Contractor may utilize qualified Subcontractors and third-party providers, including moving companies, and shall remain fully responsible for their oversight, quality assurance, performance, and regulatory compliance. Household goods costs shall be billed as actual, allowable, allocable, and properly documented Cost-Reimbursable Relocation Expenses, without markup, administrative fees, profit, or other indirect charges, through monthly consolidated invoices to BSA.

Tariff is 400DOE.

7 Enclosure 1 (Draft Contract) / Enclosure 2

Regarding payment and funding: (a) please confirm the payment term, as the Proposal Pricing Sheet references Net 10 days for small business and Net 30 days for all other entities, while the Draft Contract payment provisions indicate terms to be determined; (b) does BSA offer any advance-funding, imprest, or accelerated-payment mechanism for pass-through relocation expenses, or is the contractor expected to fund all such costs from its own resources pending reimbursement; and

(c) how will the FFUP Funded Amount and Cost- Reimbursable Ceiling be obligated at award and adjusted during performance (including the notification thresholds and the provision addressing costs incurred beyond the ceiling) to ensure uninterrupted funding?

(a) Payment terms will be established at time of award based on business size. (b) The Contract will not provide for advance funding, imprest accounts, or other accelerated payment mechanisms for relocation expenses. (c) The FFUP funded amount and Cost-Reimbursable ceiling will be established at award. The Contractor shall notify BSA if the FFUP funded amount is expected to be exhausted or if Cost- Reimbursable expenses reach 70% of the authorized ceiling. The Contractor shall not continue performance or incur Cost- Reimbursable expenses beyond the funded amount or authorized ceiling without prior written authorization from the BSA Contractual Representative.

8 SOW / Draft Contract – Systems

Does BSA require a specific expense-management or tax-reporting system, or is a commercially

BSA does not require a specific expense-management or tax-reporting system. An established, commercially supported relocation management platform is acceptable, provided it supported relocation management platform acceptable for pre-authorization cost estimates, expense management, gross-up, and tax reporting?

supports the requirements of the Statement of Work

9 SOW - Financial Administration

Please confirm the required cadence and format for payroll passes and expense billing (for example, weekly payroll passes and monthly expense invoicing).

The Statement of Work requires weekly reimbursement files to BSA Payroll for employee reimbursements and monthly consolidated invoices to BSA for Subcontractor and vendor expenses.

10 Enclosure 1 (Draft Contract)

Can BSA clarify the scope and any cap on contractor financial liability for unallowable costs, penalties, interest, or tax-reporting errors?

Consistent with Section 3.3 of the Statement of Work:

"The Contractor shall be financially responsible for any unallowable costs, penalties, interest, tax reporting errors, compliance violations, audit findings, or other financial consequences resulting from Contractor error, negligence, non-compliance, or failure to adhere to BSA policy or applicable regulatory requirements."

11 Tab 4A - Local Presence

What are BSA's expectations for local Upton, NY support: an established on-site physical presence, or a reliable local vendor and destination-services network?

BSA does not require an established physical presence in Upton, NY. Offerors without an established local presence shall demonstrate how they establish and maintain reliable local resources, vendor networks, housing contacts, and community integration support to ensure seamless service delivery, consistent with the RFP and Statement of Work.

12 SOW / Transition

Is there an incumbent contractor, and what transition support and timeline should offerors plan for at contract start?

There is no incumbent Contractor; BSA currently administers the relocation program internally. Offerors should propose a transition approach consistent with the Statement of Work.

Award is estimated for November 2026.

13 Tab 4B / Enclosure 3

For subcontracting, are moving and household goods vendors treated as subcontractors for purposes of the Small Business Subcontracting Plan, or does the Subcontracting Plan Waiver (Enclosure

3) apply?

Yes. Moving and household goods vendors are considered Subcontractors for purposes of the Small Business Subcontracting Plan. As stated in the RFP, the Contractor must be the main entity responsible for administering the relocation program. Offerors required to submit a Small Business Subcontracting Plan shall include applicable subcontracting opportunities consistent with the requirements of the RFP.

14 We would also appreciate if you could advise whether international companies are eligible to participate directly, or whether participation is limited to teaming or subcontracting arrangements.

Participation is open to all qualified Offerors. As stated in the RFP, the Contractor must be the main entity responsible for administering the relocation program. Teaming or subcontracting arrangements are permitted consistent with the requirements of the solicitation.