DRAFT_36C10X26Q0042.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10X26Q0042 02-18-2026

Brandi Luna brandi.luna@va.gov 02-18-2026

1:00 EST

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

X

Y

531210

$15 Million

N/A

X

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

VAFSC

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment)

Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

**THIS IS A DRAFT RFQ AND IS ISSUED FOR MARKET RESEARCH

AND INDUSTRY FEEDBACK. THIS IS NOT A REQUEST FOR QUOTES.

NO AWARD WILL BE MADE AND RESPONSES WILL NOT BE EVALUATED

OR RANKED**

Responses shall be submitted by the date/time specified in

Block 8 of SF 1449. Please submit responses to brandi.luna@va.gov.

See CONTINUATION Page

X

36C10X26Q0042

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATIVE DATA…………………………………………………..4

B.2 PERFORMANCE WORK STATEMENT………………………………………………….4

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION ................................................ Error! Bookmark not defined.

SECTION C - CONTRACT CLAUSES

C.1 FSS RFQ INTRODUCTORY LANGUAGE

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...29

C.4 52.232-18 AVAILABILITY OF FUNDS (APR 1984)

C.5 52.233-3 PROTEST AFTER AWARD (AUG 1996)

C.6 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

E.2 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.4 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) .41

E.8 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

**THIS DRAFT REQUEST FOR QUOTATION IS ISSUED BY THE DEPARTMENT OF VETERANS AFFAIRS (VA)

SOLELY FOR MARKET RESEARCH PURPOSES IN ACCORDANCE WITH FAR PART 10, FAR PART 8.401, AND VAAR 819.70. THIS IS ISSUED FOR INFORMATION AND PLANNING PURPOSES ONLY. NO

EVALUATION CRITERIA HAVE BEEN ESTABLISHED, AND RESPONSES WILL NOT BE SCORED, RANKED, OR

COMPARATIVELY EVALUATED. **

The primary purpose of this draft RFQ is to:

• Obtain industry feedback on the draft Performance Work Statement (PWS) and draft pricing structure for commercial move management services; and

• Assess the capability and availability of small business GSA Multiple Award Schedule (MAS) contractors to perform to requirement in order to support the VA’s set-aside determination.

This draft RFQ is NOT a request for binding quotes and will not result in the establishment of a BPA or the issuance of an order.

Responses to this Draft RFQ will be used to determine whether the VA has a reasonable expectation that:

• At least two or more responsible small business MAS contractors are capable of performing the requirement in accordance with the draft PWS; and

• BPA orders may be placed as fair and reasonable prices.

This analysis will inform the VA’s decision on whether the anticipated BPA will be:

• Set aside for small businesses,

• Set aside for a specific socioeconomic category, or

• Issued on an unrestricted basis.

Participation is open to all eligible GSA MAS contractors, regardless of business size, to ensure comprehensive market research.

Submission of a response does not confer any advantage or disadvantage in any future procurement.

The VA will not reimburse respondents for any costs incurred in responding. Information provided may be incorporated, in whole or in part, into a future RFQ.

If the VA proceeds with this requirement, a final RFQ will be issued separately through GSA eBUY, including finalized evaluation criteria and ordering procedures.

NOTE: This notice is cross-posted on SAM.gov and GSA. Please only respond once.

CONTINUATION PAGE

B.1 CONTRACT ADMINISTRATIVE DATA

To be provided at issuance of formal RFQ.

B.2 PERFORMANCE WORK STATEMENT

1. INTRODUCTION

1.1 Background

The Department of Veterans Affairs (VA) Financial Services Center (FSC), a franchise fund site under the Government Management Reform Act, requires a contractor to provide relocation-related services to VA employees authorized for Permanent Change of Station (PCS) entitlements. The FSC also extends its services to Other Federal Government Agencies while adhering to federal travel regulations and maintaining operational excellence in all services rendered.

1.2 Notice to Contractor

This requirement will be conducted in accordance with the terms and conditions of the General

Services Administration’s (GSA’s) Special Item Number (SIN) 531. The Contractor is required to provide the full continuum of relocation services as provided in this Performance Work

Statement. Relocation services shall be made available to eligible employees of an ordering agency according to individual agency policy. Eligible employees may use any or all the services for which they are eligible and authorized. However, employees, upon authorization into the program by their agency, may not use both the homesale services and property management services simultaneously.

Contractors offering relocation homesale services under this contract shall adhere to the criteria listed in IRS Revenue Ruling 2005-74 for nontaxable status of homesale expenses and service fees. If the Contractor’s homesale procedures are not structured in compliance with IRS Revenue

Ruling 2005-74, then it is incumbent upon the Contractor to notify the ordering agency when responding to solicitations for services and/or prior to accepting a task order. The Worldwide

ERC® Appraisal Form and homeowner disclosure statement shall be used in conjunction with applicable relocation homesale service. (http://www.worldwideerc.org)

Contractors or Contractor supply network providers offering a referral rebate program for any portion of the departure or destination services, where the Government reimburses or covers the cost of sales commissions paid to a real estate broker, Contractors or Contractor supply network providers must alert the employee that the rebate funds must be remitted to the Government. The employee may not receive a referral benefit on an item for which the Government pays a reimbursement benefit.

1.3 Scope of Requirement

The VA FSC requires Homesale Services to include Appraised Value Amended Value

Transactions, Buyer Value Option Transactions (BVO), Special Handling Transactions, Move management (household goods/vehicle transport) and Property management for Outside the

Continental United States (OCONUS) and Temporary Change of Station (TCS) moves. Other ancillary services to be provided include home marketing assistance, pre-decisional counseling and destination area services. In addition, the Contractor shall be responsible for providing http://www.worldwideerc.org/ guidance and counsel to relocating employees on the authorized service, as well as navigate the employee through the process in accordance with contract guidelines and industry standards. The

Contractor must demonstrate technical expertise in relocation logistics, compliance with government regulations, and the ability to manage complex multi-location service requirements.

Eligibility for participation under this contract will be reviewed and determined by the VA-FSC.

Eligible homesale customers property must meet requirements as defined herein as “Home” and must be owned by the government employee and/or the government employee’s immediate family member(s), both terms of which are listed in the definitions appendix and align with FTR part 302.11. Employees must have an approved travel authority reflecting their enrollment in the applicable program.

1.4 Objectives

i. Homesale Services

a. Appraised Value

b. Amended Value Transactions

c. Buyer Value Option Transactions (BVO)

ii. Special Handling Transactions

iii. Move management (household goods/vehicle transport)

iv. Property management for Outside the Continental United States (OCONUS) and

Temporary Change of Station (TCS) moves.

1.5 Current Metrics

Average Yearly Volume: 50-75 Total Number of Homesales in a period of performance.

As of 2025, there were an estimated 55 home sales (50 BVO, 5 AVO), 20 move management and

(1) one property management files a year. These numbers vary drastically, in 2024 there were an estimated 70 home sales (68 BVO, 2 AVO), 0 move management and 2 property management files.

Average Home Sale: $460,000 (FY24) and $500,000 (FY25) with the lowest $112,000 and the highest $900,000.

Market: CONUS

**There is no current metrics data available for OCONUS, as historically, OCONUS has not been needed.**

2. GENERAL REQUIREMENTS

2.1 Transition In and Transition Out Requirements

2.1.1 Introduction

This section outlines the requirements related to the transition of responsibilities both at the start of the contract performance (Transition In) and upon completion or termination of the contract performance (Transition Out). The objective is to ensure a seamless transition that maintains continuity of services and minimizes any disruption.

2.1.2 Transition In Plan

The Contractor shall develop and submit a comprehensive Transition In Plan within 15 business days after contract award. The plan shall detail the Contractor’s strategy to assume full responsibility and operational control from the incumbent contractor. This plan must include, but is not limited to, the following elements:

a. Staffing Plan: Identification and schedule of key personnel assignments.

b. Resource Deployment: Schedule for the deployment of any necessary resources

(both human and material).

c. Knowledge Transfer: Strategy for capturing the incumbent’s knowledge, including shadowing and documentation processes.

d. Risk Management: Identification of potential risks and corresponding mitigation strategies.

e. Communication Plan: Strategy for maintaining effective communication with the

Government throughout the transition period.

The Transition In Plan is subject to the Government’s review and approval. The

Contractor shall be available for weekly progress meetings during the transition phase or as determined by the Contracting Officer.

2.1.3. Transition Out Plan

No later than 120 days before the end of the contract period of performance, the

Contractor shall submit a detailed Transition Out Plan. The objective of this plan is to ensure a smooth and orderly transition of services to either the Government or a successor contractor. The Transition Out Plan must include, but is not limited to, the following elements:

a. Continuation of Services: Steps to ensure there is no disruption in service delivery.

b. Data Transfer: Procedures for the transfer of all relevant data/schema securely and in the appropriate formats as defined by the Government.

c. Knowledge Transfer and Training: A summary of all essential information that will be provided to the incoming contractor and Government representatives, including documentation and training sessions.

d. Inventory and Asset Checklist: Detailed list of all Government-furnished equipment

(GFE) and materials, and a plan for their return or transfer, ensuring that they remain in good condition.

e. Final Reporting: Plan and schedule for final performance and status reporting, including the submission of a final project and/or service performance report.

The Transition Out Plan shall be subject to Government review and approval. The

Contractor shall work closely with the incoming contractor (if applicable), incumbent contractor, and the Government to facilitate a smooth transition and ensure the continued delivery of services.

2.1.4. Implementation and Coordination

The Contractor is responsible for coordinating all transition activities with both the incumbent contractor (if applicable) and the Contracting Officer (or their designee). The

Contractor must ensure that all knowledge transfer, data, and assets are seamlessly transitioned to avoid any service interruptions. This includes the transition of all Help

Desk services data, migration of historical invoice data, migration of historical customer information data, information on automated integrations, and migration of webform accounts.

Performance of the Transition In and Transition Out Plans will be monitored and evaluated by the Contracting Officer or their designee. Any identified issues or deficiencies will be addressed by the Contractor promptly The Contractor shall provide the transition plan within 10 business days after the contract award date. The Contractor shall implement the transition plan and conduct parallel operations for customer accounts until successful migration to the new solution has been validated. The Contractor shall discontinue invoicing for each customer account as each migration is completed, implementing a gradual phase-out approach to ensure service continuity.

3. DESCRIPTION OF SERVICES

3.1 Homesale Management

3.1.1. Contract Management Plan

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of this effort. The

CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the

Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated as needed throughout the Period of Performance. The CPMP shall identify the boundaries of the contractor’s authority and name an alternate contractor point of contact if that individual should not be available.

Deliverable: Contractor Project Management Plan

3.1.2. Technical Kickoff Meeting

A technical kickoff meeting shall be held within 10 days after TO award. The Contractor shall coordinate the date, time, and location with the Contracting Officer (CO), as the

Post-Award Conference Chairperson; the VA PM, as the Co-Chairperson; the Contract

Specialist (CS); COR; and VA stakeholders. The Contractor shall provide a draft agenda to the CO and VA at least five (5) calendar days prior to the meeting. Upon Government approval of a final agenda, the Contractor shall distribute to all meeting attendees. During the kickoff-meeting, the Contractor shall present, for review and approval by the

Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary

Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement “As the Post-Award

Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical

Kickoff Meeting for the VA-FSC Relocation Contract.” The Contractor shall submit the final updated presentation to the CO for review and signature within three (3) calendar days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within three (3) calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

3.1.3. Relocation Project Management Report

The Contractor shall provide the Relocation Project Management Report to VA by the

5th calendar day of each month. The report may be used to support billing to VA and must present detailed transaction data to include as a minimum, name of employee, travel authorization number, itemized services provided, etc. VA may work with the contractor to establish different format and data requirements as described below. Contractor shall provide all reports (web based, electronically, hardcopy or as requested) that are offered commercially.

The report shall contain:

Authorizations: Number of authorizations initiated for the preceding month inclusive of year to date information. Report data shall include the employee's name, travel authorization number, initiation date (date which the agency submitted the authorization), date contacted by the Contractor, date initiation call completed, origin and destination location, division, authorized program type.

Active Files: All active authorizations including files initiated the preceding month. Data shall include the employee's name, travel authorization number, initiation date, file status

(initiated, listed, offer received, etc.), task order number, employee division, list price and date (when applicable), days on market, offer amount and type (when applicable), closing date or offer expiration date (when applicable).

Fixed Fee Billing: Fixed fee billings for the preceding month inclusive of year to date information. Report data shall include the employee's name, travel authorization number, initiation date (date which the agency submitted the authorization), authorized program type, acquisition date and type, acquisition price, fixed fee billing amount and fixed fee.

Cancelled Billing: Billing data for cancelled files for the preceding month inclusive of year-to-date information. Report data shall include the employee's name, travel authorization number, initiation date (date which the agency submitted the authorization), authorized program type, cancel date, direct costs for cancellation.

Closed and Billed: Properties closed and billed the preceding month, inclusive of year to date information, who are eligible for the home marketing incentive. Report data shall include the employee's name, travel authorization number, initiation date (date which the agency submitted the authorization), authorized program type, acquisition date and type, acquisition price and date the property closed with third party buyer. This report shall also be sent to VA by the 5th calendar day of each month.

Destination Agents: Destination real estate agent report including the preceding month's and the year-to-date information. The report data shall include destination real estate agent referrals placed and not placed. The report shall include the Employee's name, travel authorization number, origin and destination locations, division, date of home closing/acceptance of buy-out offer, referral placed (yes/no) and name of real estate agent referral is placed with. If no referral placed, reason for not placing referral.

Mortgage Payments: Monthly report from the Contractor that identifies all agency employee mortgage payment requirements currently serviced by the Contractor, listed by employee and the dates and amounts paid by the Contractor on behalf of those employees. Data shall include data from the month preceding inclusive of year to date information. The report should also include the travel authorization number, date the property was acquired and expected date of close with the buyer.

Incident/Escalations: Relocating employee files where there are incidents of exceptions, issues (service or otherwise), or potential issues/escalations. Data captured should be ongoing; files where the matter is resolved shall be archived either via a separate report or marked as complete and filtered to have the historical data readily available on the report.

Move Management: Audited savings report (monthly), VA IFF report (quarterly), Overall shipment report (annual) and Overall claims report (annual)

Deliverable: Relocation Project Management Report

3.1.4. Pre-Decisional Counseling

The VA-FSC requires pre-decision assistance for VA employees applying for or who have accepted a position with the VA and have a home (as defined herein) to sell at the departure duty station.

The Contractor shall:

i. Establish a toll-free number for employees to contact the pre-decision counselors.

ii. Answer questions relating to the relocation process

iii. Refrain from reviewing the specific details of either the AVO or BVO programs.

iv. Provide information about the market conditions for both the departure and destination duty stations.

v. Provide employees with data-driven guidance on departure and destination market conditions.

vi. Provide information on the new location, including housing costs, community comparisons, crime reports and school information.Address questions related to housing availability, cost-of-living considerations, and financial planning.

vii. Refer employees to a network of real estate agents and provide detailed broker market analyses (BMAs).

viii. Document all counseling sessions and employee queries for audit purposes.

ix. Emphasize restrictions, such as not listing homes before program initiation and mandatory use of recommended agents.

x. Notify the agency in writing of potential issues

xi. Emphasize to the employee they cannot list their property until officially initiated into the authorized home sale program.

xii. Create written materials with information on pre-decision and what it entails, along with any other reference materials which may prove useful to the employee.

3.1.5. Homesale Service Requirements

To be eligible for participation under this contract, the property must meet requirements as defined in Home and must be owned by the employee and/or immediate family member(s) as defined in Employee’s Immediate Family, both terms of which are listed in the Definitions appendix. If a home would be subject to pro rata reimbursement under

FTR part 302.11 were the employee to sell the residence under the Direct Reimbursement method, the employee will be eligible for Homesale Services only if all owners satisfy the Government and the Contractor of their willingness and ability to pay their proportional shares of the contract cost directly to the Contractor. The proportions shall be determined under rules governing reimbursement of residence transactions expenses contained in FTR part 302.11.

3.1.6. Homesale Marketing Assistance

i. Provide assistance to an employee who wishes to sell his/her home at the old duty station either independent of or in conjunction with the Homesale Service if requested by the Government. Marketing assistance shall include:

ii. Develop a marketing strategy, suggested list price and probable selling price and terms, employee home disclosure responsibility and requirements. Marketing strategies, recommendations and advice furnished by the Contractor shall be provided in writing to the employee within two (2) weeks of the initial Broker

Market Analysis and monthly thereafter until the property is under contract or acquired. Verbal counseling and written market strategies should include a suggested list price and some or all of the following:

a. Recommend repairs or improvements to enhance marketability

b. Recommend a listing agent, if requested or required by pricing option for which the agency contracts

c. Advise on managing and working with a listing agent

d. Alert if short sales and foreclosures may impact the probable sales price

e. Advise on negotiating with potential buyers and evaluation of offers

f. Provide toll-free telephone lines that may be used by employees to facilitate the above services

iii. The employee must first be assigned to a Contractor via Authorization by the agency and participate in counseling by the Contractor to be eligible for the

Homesale Services portion of this contract. Before the employee is enrolled in the homesale program, the Contractor shall confirm with the employee that he/she has been notified by the agency of the ordering agency’s specific requirements and contractual obligations regarding optional or mandatory use of the Contractor’s Home Marketing Assistance program.

3.1.7. Homesale Assistance

As outlined in the Homesale Services Pricing Section of this Requirements document, Contractor will provide separate pricing based on each program pricing option. At a minimum, procedures and requirements vary by pricing option as indicated below.

Additional agency-specific terms and conditions may apply to ordering agency blanket purchase agreements or task orders.

Within two (2) work days of the employee's Authorization date, Contractor will contact employee by telephone or email to counsel employee on procedures specific to the terms and conditions of the services contracted by the employee’s agency. If the employee cannot be reached within five (5) work days, the Contractor shall notify the agency and continue to attempt to contact the employee in an expeditious manner. The agency may require additional specific items of information to be included in the Contractor's telephone notification by the Contractor to relocating employees of that agency.

Within two (2) workdays of the date of the initiation telephone call with the employee, the Contractor will provide the employee information confirming the conversation and providing the employee with copies of all publications pertaining to the relocation program services applicable to the employee. The Government desires "user friendly" brochures and literature that provide accurate guidance and instructions to user. Copies of these publications will be provided, upon request, to the agency at no additional cost.

Information to be mailed or sent electronically shall include copies of any disclosure statement(s) required by local, state, or Federal law. If no disclosure statements are required under local, state or Federal law, the Contractor must furnish a standard disclosure statement developed by the Contractor for use under this contract. Information to be mailed or sent electronically shall include a description of the appraisal, title search and inspection procedures the Contractor will use pursuant to this Requirements document.

3.1.8. Homesale Initiation

The relocating Customer must first be initiated with the Contractor via Authorization by

VA, primarily from the VA designated COR. In the event the COR or designated alternate COR are unavailable to initiate services, the CTCCS Chief, PCS Travel Section and or a CTCCS Supervisor, PCS Travel Section can initiate the service. These individuals will follow the COR process for initiating services pursuant to the applicable

Homesale VA-FSC PSS COR desk guide. This includes verifying funds are obligated;

the property is the primary residence and title requirements are met. These individuals shall have access to the Contractor’s web-based system to submit the authorization.

Within two (2) business days of the acceptance of the VA- employee's authorization date, the Contractor shall:

i. Contact VA-employee by telephone or email to counsel employee on procedures specific to the terms and conditions of the services contracted by the employee’s agency.

ii. Notify the agency if the VA-employee cannot be reached within five (5) work days and continue to attempt to contact the employee.

3.2 Appraised Value Offer

Contractor shall average the appraised value amounts to determine the Appraised Value Offer. If the two appraisals differ by more than 5% of the higher value or up to a 10% variance can be used as agreed upon by ordering agency and Contractor at the task order or BPA, the Contractor shall arrange for a third appraisal to be ordered in accordance with the employee's preference of appraiser selection. The third appraiser is not to be advised that he/she is being called in as the third appraiser. When three appraisals are performed, the Contractor shall determine the

Appraised Value Offer amount by: (a) the average of the two closest appraisals or (b) if the three appraisals vary equally, the average of the three appraisals. The ordering agency may tailor the

Appraised Value Offer guidelines, by task order or BPA and allow the averaging of all three appraisals regardless of appraisal spread. When a third appraisal is performed, it shall also be completed within the 30 calendar day timeframe as stipulated above. However, if the agency determines that local conditions preclude completion of the third appraisal within 30 calendar days, the agency may grant a reasonable extension to complete the process. The extension time period shall be a reasonable length dependent upon the local conditions

3.3 Amended Value Transactions

Under Full Choice Homesale, the employee may market the home through the Contractor’s

Marketing Assistance Program for up to the full 60 calendar days allowed for the Acceptance

Period. If the employee is successful in finding an outside buyer willing to pay a purchase price equal to or greater than the Appraised Value Offer made by the Contractor (unless the employee, at his/her discretion voluntarily agrees to accept an offer at less than the Appraised Value Offer);

the employee's transaction shall be closed according to the Amended Value transaction procedures detailed below and in compliance with IRS Revenue Ruling 2005-74.

3.4 Buyer Value Option (BVO)

A buyer value option transaction is a variation of the amended value transaction in which no appraisals are obtained and no initial offer is made by the Contractor, to the employee. Although these transactions are sometimes referred to as "amend-from-zero" or "offers prior to appraisal," there is no initial appraised value offer to "amend." Rather, the only unconditional offer is made at the "buyer value," that is, the fair market value as determined by a Bona Fide offer from a potential buyer.

3.4.1. Buyer Value Option (BVO) Standard.

If the sale with the buyer falls-through, meaning it does not result in a completed sale at no fault to the Contractor, the transaction may revert to an Appraised Value transaction fee for purposes of payment. The Contractor shall document the circumstances that resulted in the fall-through to the agency representative within 3 work days supported by pertinent documentation, such as the lender’s denial letter. If the Contractor has not acquired the property from the employee at the time the sale falls through, the employee shall continue to market the home for the remainder of the marketing period. If the home is ultimately sold to the original buyer but on terms and conditions different from the original offer, the transaction service fee may be charged as:

Appraised Value transaction fee; or Upon approval by the agency, the Contractor and agency may negotiate a fee that is greater than the agreed upon BVO fee but less than the agreed upon Appraised Value transaction fee. This negotiated fee is designed to complete the sale to the original outside buyer incorporating concessions or price reductions that keep the sale together. The fee must be a negotiated percentage and not line item charges to the Contractor. Note: The option on how or when to re-bill a BVO fall-through should be expressly noted in all task orders or BPAs.

The contractor shall administer BVO transactions based on an offer secured by the employee from a third-party buyer, with the contractor acting as intermediary.

3.4.2. Buyer Value Option (BVO) Fall Through

If sale with the buyer falls-through meaning, it does not result in a completed sale at no fault to the Contractor, the Contractor may not bill the agency any additional fees above

BVO fee as agreed upon by task order or BPA.

3.4.3. Special Handling Transactions

Shall mean eligible homes otherwise permitted under the FTR but which are determined by the Contractor and the agency to be either especially difficult to sell or where the property value is especially difficult to determine. Prior agreement between the

Contractor and agency would be required before a property would be handled in this manner. This determination and agreement should be made BEFORE the Contractor extends an offer to the employee. If a Contractor refers a home for Special Handling per the criteria described in this Requirements document and the agency does not agree, the agency may pull the home from the homesale program and reimburse the Contractor for actual expenses incurred to date for appraisals and/or inspections up to limits specified in this Requirements document or as specified in a BPA or task order. Agency BPAs and task orders should specify criteria and processes for referring homes for Special Handling transactions.

3.5 Property Management Services

The Contractor shall provide management of the employee’s residence at the old duty station upon request from the agency in accordance with the FTR, Chapter 302-15, Allowance for

Property Management Services. Within five (5) work days of the date of telephone contact, the

Contractor will mail the employee information pertaining to the property management program services. Information to be mailed shall include a description of the property management process and all procedures the Contractor will use pursuant to this section. The Government desires user friendly brochures and literature that provide accurate guidance and instructions to agencies and relocating employees. At the end of the property management period, the Contractor may, but is not required, to offer continued property management to the employee at such fees and under such contractual arrangements as the Contractor and the employee agree to.

The Contractor shall indemnify the Government against any claims that may arise from any private arrangement between the Contractor and the employee.

Property Management Services shall include, but are not limited to:

i. Prepare a Property Management Agreement with employee

ii. Property Management Agreement means the instrument authorizing Property

Management contractor to serve, under certain specific conditions, to rent and manage the Property in U.S. locations with defined terms.

iii. Provide rental market analysis to establish appropriate monthly rent value

iv. Rental market analysis means the report prepared prior to the leasing of a Property, to identify a reasonable anticipated rental value for a particular U.S. Property, based on current Comparative Market Analysis.

v. Coordinate marketing strategy utilizing available methods of advertising, including MLS

(multiple listing service) where applicable

vi. Using the rental market analysis as a reference point to develop marketing strategies for the Property and review these marketing strategies with the employee prior to implementation.

vii. Assist in prospective tenant application process, including tenant screening, pre-qualification

viii. Tenant candidates will be screened as to financial creditworthiness, employment stability, and prior residence references.

ix. Provide lease procurement and negotiation assistance

x. Negotiate renewal or extension of lease agreement with employee approval. Lease negotiation includes procurement of the agreement which will govern the obligations as between the Tenant occupying the Property and the employee.

xi. Administer rent collection process on monthly schedule for tenant occupied properties

xii. Collect security deposit maintaining in escrow (interest/non-interest-bearing accounts) as required by local laws. Managing agent will use reasonable, best efforts to exercise due diligence in collecting rent and other income under Destination Area Assistance

i. Facilitate relocation area familiarization, including school information, crime statistics, and neighborhood comparisons.

ii. Assist with rental searches, realtor referrals, and home purchase processes.

iii. Coordinate temporary housing solutions and provide access to mortgage counseling.

3.6. Destination Area Assistance

Upon notification of transfer, the Contractor shall provide relocating employees with individual counseling services in a timely manner to familiarize the employee with information, regarding the real estate market (including rental properties, temporary quarters, schools, taxes, commuting, community life, etc.), at the new official duty station. This information should relate to the individual employee's needs. If requested by the employee, the Contractor shall provide the destination area services either independent of or in conjunction with the Homesale Services portion of the program at no additional cost to the Government or employee.

3.7. Move Management Services

Move management services are the only services performed under this SIN. Transportation and storage of employees’ household goods is required to be provided through GSA’s Centralized

Household Goods Traffic Management Program (CHAMP). Pricing for this SIN accordingly must not include pricing associated with services provided under CHAMP. The fee for the move management service is a fixed fee payable by the VA to the Contractor. Contractor catalog pricing is inclusive of the full slate of services listed. Agencies are encouraged to negotiate the

Contractor move management fee based upon volume and services required. The Contractor shall not charge the agency more than its Schedule catalog fee.

3.7.1. Move Management Services Requirement

The Contractor shall provide, in compliance with Government regulations and procedures, all labor, materials, supervision, and resources to provide management of household goods shipment (domestic and international), boats, and mobile homes services from initial notification of move through completion of all move-related transactions.

3.7.2. Prepayment Audit

The Contractor shall ensure a prepayment audit of all TSP invoices is performed prior to submitting the audited invoice package to the VA PCS Travel Division for review and payment. TSP invoices will be audited by an independent prepayment audit company with no financial affiliation to the TSP providing transportation services. Services must meet all requirements set forth in the Federal Management Regulation (FMR) Part 102-

118. The Contractor shall certify the services billed by the TSP were necessary, accurate, properly authorized, and actually performed. The Contractor shall “flag” any invoices containing excess and/or additional charges that are the responsibility of the employee so the VA PCS Travel Division can initiate collection letters for these charges.

3.7.3. TSP Payment

The Contractor shall invoice the VA FSC Business Office for the fixed move management service fee per authorized move. The Contractor shall not include TSP charges on its invoices to VA FSC Business Office. The TSP will submit an invoice and supporting documentation to the Contractor. Upon completion of the prepayment audit described in Section 10.2.8, the Contractor shall forward the audited TSP invoice and all supporting documentation to the VA PCS Travel Division. Each invoice shall include the employee’s name, travel authorization (TA) number, and date of service initiation. The

TA number shall be used as the purchase order (PO) number to distinguish the homesale services invoice from the TSP invoice. For invoice routing and payment processing, the document type established in iFAMS determines how invoices are routed in IPPS.

Obligations with a Document Type of “TSI” will route to the PCS Travel Division for

TSP payments. Obligations with a non-TSI Document Type (e.g., QAI, QOI, QAX, QOX) will route to the VA FSC Business Office for payment. The Contractor will be issued two separate obligations to support proper invoice routing:

• A TSI obligation for TSP invoices routed to the PCS Travel Division. For this obligation, the document number shall be the employee’s Travel Authorization (TA) number.

• A non-TSI obligation for move management service fee invoices routed to the VA

FSC Business Office. For this obligation, the document number shall be the Task

Order number (36C10X25F0064).

The Contractor shall transmit the audited invoice package within seven (7) business days of receipt of the TSP invoice to allow the VA PCS Travel Division to process payment within the timeframes required under the Prompt Payment Act (31 U.S.C. 3901(a)(5)). VA PCS Travel

Division will make a direct payment to the TSP based on the Contractor’s certified audit.

4. RECOGNIZED HOLIDAYS

The Contractor shall recognize the following Federal holidays set by law (USC Title 5 Section

6103).

Holidays set by date

New Year's Day January 1

Juneteenth National

Independence Day

June 19

Independence Day July 4

Veterans Day November 11

Christmas Day December 25

Holidays set by a day of the week and month

Martin Luther King's Birthday Third Monday in January

Washington's Birthday Third Monday in February

Memorial Day Last Monday in May

Labor Day First Monday in September

Columbus Day Second Monday in October

Thanksgiving Fourth Thursday in November

Please note when a holiday falls on a nonwork day - Saturday or Sunday - the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday).

4.1. PIV Badge Issuance and Government Furnished Equipment

Not Required

4.2. VA System Access Requirements

Not Required

4.3. Travel

Not Authorized or Required

4.4. Business Relations

The responsibility of integrating and coordinating all the necessary activities to execute the requirement shall remain with the contractor. The contractor shall ensure that problem identification is timely, complete, and of high quality. In addition, the contractor shall provide corrective action plans, proposal submittals, and efficiently manage subcontractors. The contractor shall ensure customer satisfaction while maintaining professional and ethical behavior of all contractor personnel.

4.4.1. Document Formatting

All documents provided to VA-FSC shall be formatted in an electronic format utilizing Microsoft (MS) Office products (e.g. MS Word format, MS Excel, MS

Visio, etc) utilizing Windows Operating System.

4.5. Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor’s performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the

Contracting Officer (CO) or Contracting Officer Representative (COR).

4.6. Onboarding / Offboarding

4.6.1. Onboarding

The Contractor shall coordinate onboarding of contract personnel with the COR and VA-FSC onboarding team. The process, which includes but is not limited to, the completion of necessary onboarding documentation, orientation sessions, and mandatory VA training. The Contractor shall comply with all VA-FSC onboarding processes and procedures timely as communicated by the VA-FSC.

4.6.2. Off Boarding

Upon termination or completion of contract services, the contractor shall ensure to notify the COR and off boarding team to initiate the offboarding process. This process includes the return of all Government furnished property (to include

PIV), and completion of any outstanding out-processing documentation. The

Contractor shall comply with all offboarding procedures and timelines as communicated by the VA-FSC.

5. ORDERING PROCEDURES

5.1. Blanket Purchase Agreement Estimated Amount

The maximum ceiling for potential orders under this BPA is $75,000,000.

5.2. BPA Type: Blanket Purchase Agreement (BPA)

This is an BPA per FAR subpart 8. This solicitation is competed under Federal Supply Schedules

FAR Part 8.4.

At the discretion of the Contracting Officer, the Government may use a variety of BPA types.

Orders placed under this BPA are expected to be Firm Fixed Price (FFP).

Each Request for Task Order Proposal (RFTOP) issued under this BPA will identify the

Government’s determination of task order type.

Specific requirements tailored to meet a particular need will be included in each RFTOP, including specific deliverables and schedules for the deliverables. Each RFTOP shall include the specific requirements and performance standards and may include a quality assurance plan. The period of performance of each task order will be established upon the issuance the order.

Deliverables are to be determined upon the issuance of each task order.

5.3 Pricing Terms

The rates shall be fixed for the duration of this BPA and shall be derived from the BPA pricing schedule. In no event shall the Contractor perform, or be paid for any work which exceeds the not-to-exceed dollar amount of a task order. The task order pricing schedule will be developed based on pricing contained in the BPA pricing schedule. The rates in the BPA pricing schedule are fully burdened, inclusive of all direct costs, indirect costs, and profit.

5.4. General Ordering Instructions

The government intends to issue task/delivery orders for one or more projects during the period of performance. When a need for services/goods within scope of this BPA arises, a Contracting

Officer will issue a Request for Task Order Proposal (RFTOP). The process for awarding orders will be as follows:

i. VA’s SAC Contracting Officer will issue an RFTOP via email. The RFTOP will include, at a minimum, a SOW/PWS/SOO, the period of performance, the anticipated order type (FFP), reporting requirements and deliverables, and any special terms and conditions applicable to the Task Order.

ii. Within ten (10) business days (unless another time frame is specified in writing) the contractor will provide a proposal to the Contracting Officer. The requested information for each RFTOP will vary depending on the nature of the requirement and the timeline for award.

iii. Generally, the CO will evaluate the task order proposal for technical acceptability and price reasonableness. If the VA has questions or concerns, the Contracting

Officer will contact the offeror and may ask for a revised proposal.

iv. Once the VA SAC has reached an award determination, the Contracting Office will issue the task order.

v. Orders will be issued using an a SF1449 and will include the following:

Task Order Number

Date

Accounting Information

SOW

Price

Period of Performance

Any terms, conditions, or instructions unique to the order

Any work that the Contractor undertakes prior to receiving a fully executed order signed by the

Contracting Officer is undertaken at the contractor’s own risk.

5.5 Proposal Preparation Costs

The costs for preparation of task order proposals shall be the responsibility of the Contractor and not reimbursable.

5.6 Discounts

The contractor is encouraged to offer any and all discounts for goods and services provided under future task orders. The type or amount of discount may vary based on the circumstances of each particular task order.

6. DELIVERIES OR PERFORMANCE

6.1. Ordering Period

The ordering period is a base year and four one-year options from the effective date of award.

6.2. Period Of Performance For Task Orders

Period of Performance for task orders will be as specified in individual task orders. Two constraints apply to the period of performance for task orders. First, individual task orders may not exceed 5 years (inclusive of option periods).