RFP Phase 1 Questions and Government Responses.xlsx
XLSX spreadsheet 119 KB Posted
- Attached to
- DHS-wide Uniforms III Contract
- Solicitation number
- 70B01C26R00000004
About this file
This document is a Questions and Answers (Q&A) file for the DHS-wide Uniforms III Request for Proposal (RFP), Solicitation Number 70B01C26R00000004. The RFP seeks a single-award Indefinite-Delivery Indefinite-Quantity (IDIQ) contract to provide uniforms and quartermaster services for approximately 135,000 employees across Department of Homeland Security (DHS) components, with U.S. Customs and Border Protection (CBP) serving as the executive agent. The contract will have a base period of three years with four additional option periods (two years, and three one-year periods), and will strictly adhere to the Kissell Amendment requiring domestic sourcing of textile items.
Key details from the Q&A include electronic submission requirements, page limitations for proposal sections, site visit information (scheduled for Artesia, NM on December 9 and Glynco, GA on December 11), and clarifications on past performance and prior experience submissions. The government will evaluate proposals across multiple factors including past performance, prior experience, distribution capacity, and transition planning. The anticipated award date is by October 1, 2026, with a transition period from October 1, 2026, to January 31, 2027. Offerors are advised that this is a single-award contract where the prime contractor must provide all items for all DHS components, though subcontracting is permitted for companies interested in only portions of the work.
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RFP Phase 1 Questions
DHS UNIFORM III RFP PHASE 1 QUESTIONS
| RFP Quest. # | Phase 1 or 2 | Responsible Office | Topic | Document | Page # | Paragraph # | Question | Answer | |
| 1 | 1 | Procurement | Response | SF 1449 | Is it acceptable for the offeror’s response be submitted as a hard copy, sealed response to the Contract’s Specialist address and attention in Box 9 of SF1449 Form or is submittal via e-mail the only option? | ||||
| a. What is the protocol if the submittal is too large to send via E-Mail? | No. Submittals, with the exception of the samples and the oral presentations, shall be made electronically as indicated in the solicitation. For example, files can be zipped or separated into separate e-mails, if necessary, if an offeror encounters an issue with size transfer limitations. | ||||||||
| 2 | 1 | Procurement | FAR Clarification | SF 1449 | Page 1, Block 27A | ||||
| a. Is the FAR 5.212-1 a misprint – see below? | Yes, this is a misprint. It should read “FAR 52.212-1, FAR 52.212-4.” | ||||||||
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| 3 | 1 | Procurement | Response | SF 1449 | Page 1, Block 28 | |
| a. Is the requirement to submit 1 original and 1 copy of the response for each phase? Please confirm how many copies of each volume need to be submitted in the response. | Only one copy is due with the submission of Phase 2, including acknowledgement of each amendment to the solicitation, exclusive of Amendments 1 and 3. | |||||
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| 6 | 1 | Procurement | Billing | SF 1449 | Page 5, II.9, Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP), Note 2 - States that billing for CBP shall be limited to once per month. | |
| a. Is this also the case for all other DHS Components? | Yes. | |||||
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| 16 | 1 | Program | Site Visit | SF 1449 | Page 60, IV.1, Pre-Proposal Site Visit |
a. Will there be 2 individual visits scheduled for each of the locations – Artesia, NM & Glynco, GA the week of December 8th?
b. Can we choose to visit only 1 location, or do we need to visit both locations?
| c. Will there be any visit scheduled for the Charleston, SC location? | Notification was sent previously regarding dates and locations. Artesia is December 9 and Glynco is December 11. You can choose to attend both, one, or neither. No, there will not be a visit for Charleston. | |||||
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| 22 | 1 | Procurement | Past Performance | SF 1449 | Page 64, Phase 1: Factor 1 – Past Performance |
a. Please clarify this request: “Past Performance (Contract Reference Data) shall be submitted using the data sheets indicated (Appendix B) for a maximum of 3 pages.”
| b. Is the correct template Attachment E: Past Performance Contract Reference Data (2020 – 2025)? | Yes, Appendix B should read “Attachment E – Past Performance Contract Reference Data Sheet (2020-2025)”. Reference: RFP SECTION III - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS. | |||||
| 23 | 1 | Procurement | Past Performance | SF 1449 | Page 64, Phase 1: Factor 1 – Past Performance |
a. Please clarify this request: “The Government will be contacting the references identified on the Past Performance Contract Reference Data Sheets (Appendix B) to inform its evaluation of past performance.”
| b. Is the correct template Attachment E: Past Performance Contract Reference Data (2020 – 2025)? | Yes, Appendix B should read “Attachment E – Past Performance Contract Reference Data Sheet (2020-2025)”. Reference: RFP SECTION III - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS. | |||||
| 24 | 1 | Procurement | Past Performance | SF 1449 | Page 65, IV.9, Submission Requirements for Consideration as an Offeror to the Solicitation (Continued) | |
| a. Is it looked upon unfavorable if there are no subcontractors on past or current contracts? | No. | |||||
| 25 | 1 | Procurement | Past Performance | SF 1449 | Page 65, Phase 1: Factor 2 – Prior Experience |
a. Please clarify this request: “Prior Experience shall be submitted using the form indicated (Appendix C) for a maximum of 6 pages.”
i. Is the correct template Attachment F: Prior Experience Form (2020 – 2025)?
b. The request is for the offeror to provide at least two (2), and no more than three (3), written detailed descriptions demonstrating the Offeror’s direct prior experience with successful projects of comparable scope for a maximum of 6 pages. However, the form is 3 pages, and we would only be able to submit 2 and not 3 detailed descriptions without going above the maximum of 6 pages. Please confirm the correct maximum number of descriptions we can submit or the correct maximum number of pages. a. Yes, (Appendix C) should read “Attachment F: Prior Experience Form (2020 – 2025)”. Reference: RFP SECTION III - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS.
b. Yes, the Attachment F, Prior Experience Form is 3 pages, so the maximum number of pages is 9, should an offeror submit the maximum number of 3 written detailed descriptions of its prior experience with projects of comparable scope.
26 1 Procurement Distribution SF 1449 Page 65, Phase 1: Factor 3 – Distribution Capacity
a. Please clarify this request: “Distribution Capacity shall be submitted electronically with a maximum of 2 pages for this submission.”
b. Can we submit this response as a hard copy 2-page document with all other responses?
| c. If not, what are the requirements to submit other than via electronically? | a. Correct; b. No; c. Submissions shall be electronic as indicated in the solicitation. | |||||
| 27 | 1 | Procurement | Transition Plan | SF 1449 | Page 66, IV.9, Submission Requirements for Consideration as an Offeror to the Solicitation (Continued), Transition Plan |
a. Please clarify this request: “Transition Plan shall be submitted electronically with a maximum of 3 pages for this submission.”
b. Can we submit this response as a hard copy 3-page document with all other responses?
| c. If not, what are the requirements to submit other than via electronically? | a. Correct; b. No; c. Submissions shall be electronic as indicated in the solicitation. | ||||||
| 28 | 1 | Procurement | Response | SF 1449 | Page 66: How will the advisory notification be issued to all offerors? | Advisory Notices will be emailed to offerors in reply to the Offeror's submissions for Phase 1 | |
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| 35 | 1 | Procurement | Transition Plan | What is the estimated award date if the Transition Period is only from 10/01/2026 – 01/31/2027? | Award is anticipated by 10/01/2026 | ||||
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| 54 | 1 | Program | Stock | Will the employees at the base locations need stock of all items? | Not clear on the question as employees are located throughout the U.S. and other locations. The offeror is responsible for developing their own inventory plan on where they would like to store and distribute inventory. However, inventory is needed at the academies for returns and exchanges. | ||||
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| 62 | 1 | Program | Turnover Times | What are the expected turnover times the government is looking for post award? | The academy uniform requirements will turnover upon award, or at the latest on February 1, 2027. Uniform allowance account turnover will occur in January of 2027 or 2028 depending on the selected vendors ability to assume the allowance account workload and the best value to the government. | ||||
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| 65 | 1 | Procurement | Response | We saw the individual page limits, is there an overall page limitation on the | |||||
| solicitation volumes? | Each of the factors has a page limitation. In each factor, pages beyond the limitation will not be considered. | ||||||||
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| 68 | 1 | Procurement | Response | RFP | 64 | 4 | Please confirm that the Contract Reference Data (Attachment E, referenced in the RFP as Appendix B) is the form to be used to provide an Offeror’s Factor 1 submission. | Yes. | |
| 69 | 1 | Procurement | Response | RFP | 65 | 4 | Please confirm that Prior Experience, Factor 2 referred to as (Appendix C) in the RFP is Attachment F. | Yes. | |
| 70 | 1 | Procurement | Response | RFP | 64 & 65 | 4 | For Factor 1 and Factor 2 should the offeror submit the same examples for Factor 1 and Factor 2, or should these be different examples for a total of 6 examples between Factor 1 and Factor 2? | It is at the Offeror's discretion which past performance and prior experience examples are the most relevant to demonstrate your company's Past Performance and Prior Experience. | |
| 71 | 1 | Procurement | Response | RFP | 65 | 1 | Reference: Under Factor 1, IV.9 SUBMISSION REQUIREMENTS FOR CONSIDERATION AS AN OFFEROR TO THE SOLICITATION(CONTINUED), there is mention that the “evaluation of past performance will include an evaluation of the Offeror’s past performance in complying with the requirements of FAR clause 52.219-8 Utilization of Small Business Concerns.” |
However, the only field for Small Business utilization information appears on the template for Factor 2 (Attachment F).
| Q: Is the Offeror expected to include this information in its Factor 1 response under description of services? | No. | |||||||
| 72 | 1 | Procurement | Response | RFP | 64&65 | 4 & 6 | Reference: On Page 64 it states that the Offeror is to submit up to three (3) Prior Experience Forms - Attachment F (each are three (3) pages). This requirement would bring the page limit for Factor 2 to 9 pages (3 pages for each example). However, on page 65, it states that Prior Experience shall be submitted using the form indicated (Appendix C) for a maximum of 6 pages. |
| Q: Would the Government please confirm the page count for Factor 2 is 9 pages? | Yes. The maximum number of pages for Factor 2 is 9, should offerors submit the maximum number of Prior Experience examples (3). | |||||||
| 73 | 1 | Procurement | Response | RFP | 65 | 11 | Reference: For Factor 3, the Offeror is to provide information on the following: how the offeror will “meet the requirements for inventory control management, warehousing, and tracking of all inventories, either manufactured or sourced to ensure secure storage and timely deliveries of all uniform items in accordance with current commercial standards. The proposal shall demonstrate how well the offeror will manage levels of inventory to meet the Government’s requirements as well as how the offeror plans to distribute items to official government duty stations and process returns” with a maximum of 2 pages. |
| Q: Due to the amount of information required for the response would the Government consider increasing the page limit for Factor to three (3) pages? | No. | |||||||
| 74 | 1 | Procurement | Response | RFP | 60 & 64 | 5a & 4 | Reference: On Page 60 it states that “(a) The Offeror shall not exceed the specified page limitations stated (cover pages and table of contents will not be counted toward the specified page limits). The Government will not consider any pages in excess of the limitation for evaluation purposes.” |
However, on Page 64 it states that an “offeror may include one (1) additional page to allow Offerors to include a Cover Letter or Cover Page, if desired. This means the maximum page count shall not exceed 18 pages in total for Phase I, Volume I.”
| Q: Would the Government please confirm that a cover page, cover letter, Table of Contents, and acronyms list be excluded from all page counts for both Phase 1 and Phase 2 to facilitate Government’s proposal evaluation.? | Offerors may submit a cover page, cover letter, and/or table of contents, if desired; however, proposal content to be evaluated shall begin on a separate page and numbering shall begin there with Page 1, such that an easy assessment may be made by the government that the page limitations are adhered to. | |||||||
| 75 | 1 | Procurement | Response | RFP | 66 | 6 | Reference: Per Page 66, it states that Volume II is limited to 25 pages in total, including the cover page or cover letter. Further, it states that Subfactor A: Required Plans and Requirements Planning submissions will not count against the 25-page limit for the Technical Submittal. However, the total number of pages allotted for plans shall not exceed 15 pages. This is in total not 15 pages for each plan, thus the overall total maximum number of pages for Volume II shall not exceed 30 pages.” |
| Q: Would the Government please confirm that the total page count for Volume II is 40 pages? | Correct, the total page count for Volume II that shall not be exceeded is 40 pages. | ||||||||
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| 83 | 1 | Procurement | Response | RFP | 71 | 13 | Due to the oral presentations occurring in person would the Government please consider providing an estimated timeline on when these presentations would be scheduled? Or can the Government please provide a timeline for the Phase 1 to Phase 2 down select? | This will be provided during Advisory Notifications for Phase 2. | |
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| 85 | 1 | Procurement | Response | RFP | 60 & 61 | IV.4(f)-5(h) | Recommend that tables and graphics permit 10-point font as this approach will facilitate additional space to provide the required information to adequately evaluate the proposal | No. | |
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| 88 | 1 | Procurement | Response | Amendment 2 | Reference: Per the Sam.gov announcement, AMENDMENT 0002 must also be signed and submitted to the government when submitting Phase 1 Proposals. No formal acceptance/signatures are required for Amendment 0001, as Amendment 0001 was a SAM system entry correction only.” |
| Q: Would the Government please advise how Offerors should submit the signed Amendment – should this document be an Appendix to Volume I? | The signed SF1449 and SF30 are submitted separately and they do not count against the page limitations. These are not due until Phase 2. | ||||||||
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| 94 | 1 | Procurement | Small Business | Attachment G | Is there any consideration for COTS vs non-COTS products related to the small business goal calculation? | No. | |||
| 95 | 1 | Procurement | HOPR | Was there a tutorial provided for HOPR H.R. 5574 in the RFP package? | No. | ||||
| 96 | 1 | Procurement | HOPR | Is HOPR H.R. 5574 referenced in solicitation number 70B01C26R00000004? | No. | ||||
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| 100 | 1 | Procurement | Resumes | RFP | 61 | IV.5(h) | Are resumes to be no more than two pages for each person assigned to the contract or no more than two pages in the aggregate? | Not applicable. Resumes are not required. | |
| 101 | 1 | Procurement | Resumes | RFP | 61 | IV.5(h) | Are resumes due as part of the Phase 1 or the Phase 2 submission? | Not applicable. Resumes are not required. | |
| 102 | 1 | Program | Turnover Times | RFP | 65 | IV. 9 | The turnover of inventory items is one of the procedures required to be explained in the Transition Plan. Will DHS be purchasing the | ||
| inventory from the incumbent in order to accommodate this? | No, DHS will not purchase the inventory from the incumbent to accommodate the turnover of items. | ||||||||
| 103 | 1 | Procurement | Inventory | Will DHS and or each Component be liable for inventory purchased on its behalf by the Contractor that is not used by the completion of the | |||||
| contract? | No. There will be no buyout of inventory at the end of the contract by the Government. | ||||||||
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| 105 | 1 | Program | PWS | PWS | 38 | 14 | Who is the FLETC contractor? Will we be required to sell to them? If so, will DHS guarantee payment should the contractor fail to make the | ||
| payments in a timely manner? | Paragraph 14 no longer applies and will be removed from the PWS. FLETC places all their orders, not the third party. | ||||||||
| 106 | 1 | Program | Penalty | PWS | 37 | 12.4 | In instances where the contractor has to credit the Government for 1% of the total monthly invoice value for any of the six performance | ||
| indices not met, is that credit to be issued at the end of the month following the month of non-compliance? | Procurement will ask to have discounts taken from invoices received the month following the month of non-compliance. |
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| 121 | 1 | Procurement | Award | Will this be awarded to one vendor or is there an opportunity to bid on pieces of the program which we are best suited to handle? | Award will be a single-award IDIQ, and the prime contractor will be responsible for providing the entirety of the contract (all items/articles for all components). If any company is only interested in performing a portion of the work, you are welcome to participate as a subcontractor by working with another company (a prime). |
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