D.3 Previous Questions and Responses.docx

D.3 Previous Questions and Responses

1. Can you confirm that the estimated quantities expressed in the Price/Cost Schedule (Section B.3) represent the number of times each work classification is requested per contract year, and not hours?

Response: The CLIN structure in section B.3 is expressed in work requests, not labor hours.

1. Please detail what Warehouse Management System (WMS) is currently being used for furniture inventory tracking at the Dearborn Warehouse and the six VA Detroit Medical Center storage rooms.

Response: There is no official management system in place. Currently all items are tracked via an excel spreadsheet.

1. When the VA directs that items be decommissioned or disposed of, how will those costs be treated under the contract, given that we currently have no information about the inventory or its serviceability/condition?

Response: Serviceability/condition are assessed in the field or as a response to work orders. An equipment turn-in form, 2237, is used to turn over the equipment to logistics where the furniture value is determined before disposal. Any furniture that is determined to be serviceable is added back into storage for future use.

1. We would like to know if this is 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?

Response: This is a follow-on contract. Previous contract was awarded to Office Installations Inc, under IDIQ contract 36C25024D0108.

1. Quote submission and attachments Section E.2 references Attachments D.3 (Limitation of Subcontracting), D.4 (Past Performance), and D.5 (Experience Questionnaire). The Combined Synopsis identifies D.3 as the Past Performance Questionnaire, D.4 as the Furniture Repair Experience Questionnaire, and D.5 as the full RFQ. Please confirm:

a. The correct title and purpose for each of Attachments D.3, D.4, and D.5.

b. Which completed forms you expect in the quote package.

c. Whether past performance questionnaires should be submitted as part of the quote, transmitted directly from references to you, or both.

Response:

A) E.2 has corrected the referenced attachments to mirror the combined synopsis and section D. The correct title for D.3 is Previous Questions and Responses. The correct title for D.4 is Past Performance Questionnaire. The correct title for D.5 is Furniture Repair Experience Questionnaire. The correct title for D.6 is 36C25026Q0338.

B) Refer to section E.2 of the RFQ for how to submit quotes and what forms are required.

The Vendor shall submit the following:

Items required to be submitted to be considered a complete package and available to be considered for Award:

1. Signed most recent RFQ SF 1449

2. Signed All Amendment SF 30s (if any) and acknowledgment table (See Section B.1)

3. Completed and signed copy of Limitation of Subcontracting. (See C.11)

4. Signed Compliance memo of Wage Determination. (Attach D.2)

5. Past Performance in the form of CPARs, References or Questionnaire (Attach D.4)

6. Complete Furniture Repair Experience Questionnaire (Attach D.5)

7. A completed Price/Cost Schedule found at B.3 of this RFQ.

8. Copy of Certification of active socio-economic status

C) Past performance questionnaires need to be submitted as part of the completed quote package.

1. Ordering period, options, and IDIQ terms The Performance Work Statement describes a two-year open ordering period, while the price schedule lists a base period plus four option years starting 31 March 2026. Please confirm which period structure governs for performance and pricing. FAR 52.216-18, Ordering, appears in the RFQ with blanks for the ordering period start and end dates. Please provide the intended dates for the ordering period.

FAR 52.216-19, Order Limitations, appears with blanks for minimum order, maximum order, and order limitations. Please provide the intended dollar thresholds for these values.

Response: This is a base plus four option years starting 1 April 2026. FAR 52.216-18 intended dates are from 4/1/26 to 3/31/31. FAR 52.216-19 intended dollar thresholds of a minimum of 1 and a maximum of 1,100.

1. Pricing structure, units, and feasibility determinations Each CLIN in the price schedule uses the unit “EA.” Please define what one “EA” represents for each major service type, for example:

• One Maximo work order

• One individual item repaired

• One move event

• Another unit of measure, if applicable

Response: EA represents individual work order.

The description “Furniture Repair Base Rate (Standard bench stock materials and labor)” appears to include materials in the unit price, while the PWS states that VA supplies repair materials. Please confirm:

a. Whether the Government will furnish all repair materials, or only certain categories of materials.

Response: The VA will supply all materials.

b. What “standard bench stock materials” includes, and whether you expect these materials to be priced in the CLIN rate.

Response: The CLIN structures have been revised. Please review.

c. How you expect the contractor to treat any non-standard or specialty materials for pricing and invoicing.

Response: The VA will order and purchase all materials.

The PWS references feasibility determinations with a “nominal fee.” Please clarify:

a. Whether the Government expects a separate price for feasibility determinations, or treatment as part of another CLIN.

Response: A feasibility determination is its own CLIN and is not to be combined with any other CLIN.

b. What specific deliverable you expect for a feasibility determination, for example a written recommendation with a cost estimate.

Response: CLIN structure has been revised. No longer cost estimate. Fixed fee on all repairs. Government will purchase all materials.

1. Materials, parts, and supplies process For any Government-furnished materials, please describe:

a. The process for requesting material.

Response: A work order will have to be placed with the assigned COR.

b. The method for tracking quantities and usage.

Response: Determined by project and turned over as part of the Work Order process.

c. Responsibilities for loss, damage, or shrinkage of Government-furnished materials. Please indicate whether substitute or refurbished parts are acceptable when original items are unavailable, and what prior approval, if any, you require before substitution.

Response: Both are acceptable and determined by the job.

1. The Past Performance Questionnaire template states that references should respond by 16 December 2025 at 12:00 PM EST, while the RFQ lists the quote due date as 30 December 2025 at 12:00 PM EST. Please confirm:

a. The intended due date for receipt of past performance questionnaires.

Response: The intended due date for the receipt of past performance questionnaire is the same as the quote due date. The date is NLT 12:00pm March 5, 2026.

b. Whether questionnaires received after 16 December 2025 but before the quote due date will still receive full consideration.

Response: Questionnaires must be submitted with your final package The date is NLT 12:00pm March 5, 2026.

c. How many past performance references you prefer for evaluation.

Response: There is no stated number for references. We will accept references from the contractor over the last three years. Three would be an acceptable amount. If the contractor does not have that, we will use what they have.

d. Whether commercial and non-federal projects qualify as “similar” or “relevant” performance for this requirement.

Response: The requirement has you repairing commercial furniture, no non-commercial projects would be considered “similar” or “relevant.”

e. Any minimum contract size, scope, or service mix you expect for a project to count as relevant past performance.

Response: Scope would be same NAICS or PSC code. We estimate this contract would be over the SAT.

1. Operational, staffing, and reporting requirements The PWS describes inventory management for a warehouse plus six storage rooms, including both electronic and hard-copy inventories, monthly joint inspections with Interior Design, and a requirement to leave the final inventory on site as Government property. Please confirm:

a. Whether this inventory effort is fully priced within the CLIN structure, or whether a separate CLIN or line item is planned.

Response: A separate CLIN will not be issued for this deliverable.

b. Any required inventory format beyond what appears in the RFQ.

Response: There is no required inventory format beyond what appears in the RFQ.

The SOW refers to bi-weekly reporting in Excel that summarizes materials and man-hours for work orders completed during the reporting period. Please confirm:

a. Required content and data fields for these bi-weekly reports.

b. Whether a Government template exists, or whether the contractor should propose a report format.

Response (A&B): A template can be provided to the vendor upon award.

For service hours and response expectations, please confirm:

a. Standard hours of performance for routine work.

Response: The standard hours of performance for routine work is: 7:30am to 4:00pm.

b. Expectations for after-hours, weekend, and holiday coverage.

Response: As needed. None for holiday coverage.

c. Target response times for urgent or emergency work orders.

Response: Target response times for urgent or emergency work orders is 4 hours.

1. Access, badging, and security Please outline the following for contractor personnel who will work on site:

a. Required background checks, including any specific standard or level.

Response: Please provide a criminal background check. There is no stated standard or level.

b. Expected lead time for issuance of badges before performance begins.

Response: Badges will be issued on site when the contracted employees arrive and check in.

c. Whether escorts are required for any portion of the work and in which areas escorts are mandatory.

Response: If needed, escorts will be provided by VA employees.

d. Any mandatory facility orientation, safety training, or other briefings before work on site.

Response: None

1. Contract administration and subcontracting Please confirm whether a Contracting Officer’s Representative will serve as the primary technical point of contact and the preferred channels for day-to-day communication.

Response: Yes, the COR will serve as the primary technical POC.

Please confirm the following regarding subcontracting and participation by SDVOSB firms:

a. Whether a formal subcontracting plan is required for this RFQ.

Response: Formal subcontracting plan will only be required if FAR 19.702 mandates it.

b. Any specific expectations for SDVOSB self-performance or limitation on subcontracting beyond the standard clause.

Response: There are no specific expectations on self-performance, but the federal law enforces strict adherence to the limitations on subcontracting.

c. Whether joint ventures and mentor-protégé arrangements are acceptable structures for this procurement.

Response: The VA will fully abide to VAAR 852.219-73 and 13 C.F.R. § 128.402 as it relates to the SBA approved mentor-protégé arrangements.

The addendum lists the “complete package” items. Please confirm whether any additional technical narrative is expected beyond completing the listed attachments and addressing the PWS in the quotation, and please confirm any page limits or format limits if a narrative is expected?

Response: See section E.2 for submission requirements.

Please confirm the evaluation approach: lowest price basis with Technical Capability and Past Performance as acceptability screens, and please confirm whether Technical Capability is go or no-go?

Response: See section E.9 for evaluation criteria.

Past Performance is stated as go or no-go, satisfactory or greater, and vendors with unknown past performance may be found ineligible for award. Please confirm how the Government will treat vendors with limited CPARS history who submit relevant references and PPQs?

Response: References will be contacted. If referenced contract meets size, scope, and within the last three (3) years, the reference will be used in assessing the vendor’s past performance.

The addendum lists past performance as “CPARs, References or Questionnaire.” Please confirm whether PPQs must be received by the Government by the quote due date to be considered, or whether CPARS plus references satisfy the requirement when PPQs arrive after quote submission?

Response: All past performances regardless of CPARS, references, or PPQs must be received by response due date.

B. Scope and task execution Please confirm required response times for Maximo work orders, including routine vs urgent, coverage hours, and whether after-hours, weekend, or holiday response is required or optional?

Response: Response time to close a corrective Maximo work order is 30 days. The work should be completed during the hours of work as stated in Section VI “Hours of Work” listed in the Statement of Work.

Please confirm the full place-of-performance footprint, including buildings and any off-site clinics or off-site storage locations used for repairs, plus any access constraints such as elevator scheduling or loading dock restrictions?

Response: The main location of work will be the John D. Dingell VAMC, 4646 John R. Street, Detroit, MI., 48201. The contractor may be required to perform some work at other locations as listed in the Section V “Location of Services VADHS” listed in the Statement of Work. The COR will coordinate the work and eliminate any access constraints during the course of the work.

Task 2 references “Furniture/Totes.” Please confirm tote handling requirements, including typical tote types, handling frequency, and whether tote work is priced under CLIN 0001,CLIN 0002, or another basis?

Response: Totes are plastic boxes approximately 25” X 15.5” X 11”. Example: Uline provide Model S-9745BLU, typical. Tote work can be found under CLIN “Moving/Relocation of Furniture.”

The PWS cites historical volume of roughly 500 to 1000 work orders per year and 1 to 3 repairs per day. Please provide the most recent 12-month snapshot by task type and by location to support staffing and pricing assumptions?

Response: No. An estimate is all the Government can provide at this time.

C. Pricing and line item structure The schedule shows “EA” with blank unit pricing. Please confirm the “EA” unit definition for CLIN 0001 and CLIN 0002, such as per work order, per repaired item, per visit, or another unit?

Response: EA references work order.

CLIN 0001 references “standard bench stock materials and labor,” while the PWS states repair materials are supplied by the VA. Please confirm which materials the contractor must furnish as bench stock, and which materials the VA will furnish, including consumables such as adhesives, fasteners, glides, and touch-up supplies?

Response: The referenced CLIN has now been changed to CLIN 0003. The VA will supply all materials for repairs.

CLIN 0002 references “special order items and labor.” Please confirm whether special order parts are reimbursed at cost, reimbursed at cost plus an allowed markup, or included in the fixed unit price, and please confirm any documentation required for reimbursement?

Response: CLIN 0002 has been changed to Moving and Relocation of Furniture. Special order items and labor no longer apply. There will not be any special order items and/or labor. It will be a base cost of repair of furniture regardless of what repairs are being done.

Please confirm whether the Government issues a not-to-exceed authorization per workorder, and please confirm the approval process when a repair exceeds an initial estimate or requires additional parts beyond the initial authorization?

Response: All work orders will require government approval.

For Task 4 feasibility determinations, please define “nominal fee” and confirm how pricing applies when repair is not authorized due to replacement value, parts unavailability, or safety concerns?

Response: If the contractor is assigned a Task Order 3 “Repair of Furniture” work order, and they determine that the repair exceeds the values of a replacement, or the parts are not available, they will be compensated for their efforts utilizing Task 4 pricing “determination of feasibility.” The nominal fee is the price for a Task 4 work order.

D. Labor, wage determination, subcontracting The submission package includes a signed wage determination compliance memo. Please confirm whether the Government expects the memo to list the specific wage determination occupation titles and codes planned for performance, or whether a signed compliance statement without role mapping satisfies the requirement?

Response: The wage determination memo needs to be completed with occupation titles and codes completed for it to be compliant.

The evaluation section requires identification of subcontractors and technical detail for subcontractor use. Please confirm whether subcontractor use is limited beyond FAR 52.219-14, and whether any special onboarding or access steps apply to subcontractor staff?

Response: Limitations on subcontracting will be enforced. The limitation of subcontracting compliance memo is required to have a compliant quote. A subcontracting plan is not one of the evaluation criteria for this solicitation.

E. Access, onboarding, security Please confirm whether contractor staff will require PIV credentials, network accounts, or badge-only access, and please provide the typical onboarding lead time for full access?

Response: Contractor is required to obtain a Non-PIV credential for each on-site worker (No computer access). This process normally takes 30 days to complete.