Lodging Linen Questions and Answers 09Jul2024.pdf

Questions and Answers

RFP F41999-24-R-0008

1. Question: May I request permission to upload to safe.apps.mil?

Answer: Per Section L Instructions to Offerors, Item 5 Offer Submission Instructions, sub section 5.4., PLEASE DO NOT REQUEST ACCESS WITHIN 7 DAYS OF THE

RFP CLOSE DATE.

2. Question: Do the products have to be made in the US?

Answer: Per Section K, Representations and Certifications, Item 5, BUY AMERICAN –

TRADE AGREEMENTS-BALANCE OF PAYMENTS PROGRAM CERTIFICATE,

paragraph (a) The offeror hereby certifies that each product, except the end products listed in paragraph (b), is a domestic end product (as defined in the clause entitled "Buy American Act--, Trade Agreements Act.

3. Question: Other than the descriptions, would you have any photos of how you like the items to appear?

Answer: No, there are no photos available.

4. Question: Under Section B, Pricelist, CLIN 15-18, are you needing both fitted and flat sheets? If so, please add the additional CLINs.

Answer: Yes, we need both fitted and flat sheets in all sizes. Twin, Twin XL, Full, Queen and King. Section B, Pricelist has been revised and attached to the Amendment.

5. Question: Regarding the listed specifications for the sheeting (fitted, flat, pillowcases) we can offer multiple Tencel constructions developed exclusively for hospitality use that are T300, T250 and T200 in various blends of Tencel/cotton or Tencel/polyester (Ciclo).

However, they are not a 50/50 blend, as industry does not support the Tencel/Ciclo/Polyester requirement in this specific blend. Shall we submit with the closest option? Best priced? Longest lasting? A 50/50 blend would take upwards of 24 months to develop with Tencel and most likely would not pass the various testing requirements. For example, a T310, 42% Tencel 58% cotton is standard at the Radison Blu, the new Heavenly Bed from Westin hotels, the IHG top sheet, etc.

Answer: Per Section M, Para. 4. A. Technical Proposal, A proposal which clearly meets the requirements of the solicitation is rates as Technically Acceptable.

Technical specifications must at a minimum meet the technical specifications to be considered.

6. Question: Regarding the listed specifications for the towels/terry, one of the benefits of utilizing the Tencel fiber is that it is absorbs far more water per pound than cotton and other fibers. With the high cost of laundering, and most facilities charging per pound rates, using http://safe.apps.mil/ lower weights than what is listed in these specifications will save the AF inns money without sacrificing quality or softness. And it will still be a “thirsty towel”. The Tencel/cotton towels currently available come in any size required but the weights are lower than listed because the Tencel fiber absorbs more while weighing less than cotton. Would these be acceptable weights if Tencel is used: Bath Towel - 27x58, 15.5 lbs.; Hand Towel - 16x30, 3.25 lbs.; Washcloth - 13x13, 1lbs, Bath Matt - 21x32, 6.25#+? We also offer a bath sheet that is 30x62 and 17lbs if desired? We can match the specs, but development would take approx. 20 weeks.

Answer: Per Section M, Para. 4. A. Technical Proposal, A proposal which clearly meets the requirements of the solicitation is rates as Technically Acceptable.

7. Question: Please clarify if NAFI will consider an offeror that quotes in the natural case pack per item (typically 72ea pillowcases/case, 2dz sheets, etc.). It takes far more time and therefore cost to break a case pack and count out a partial before shipping. Additionally, it adds to the administrative burden of the receiver to individually count out each and every item vs receiving in full case packs and inner packs.

Answer: The NAFI will consider an offer that quotes in the natural case pack per item.

Please be aware that per Section M, Evaluation Factors for Award Selection, Item 4 Evaluation Factors, Subsection B, Proposals will be evaluated based on Unit Price.

8. Question: Transition period - Based on industry standards and best practices when a large enterprise-wide textile contract is awarded, there is typically a ramp-up period to allow manufacturing production to increase and the supply chain to flow to meet demand. As with any offeror that provides realistic information, it will take some time to ensure the specified products are available for shipment. Manufacturers do not maintain 100% of these product lines in stock due to cost of goods sold (COGS) and other production/supply chain timelines. Once the ramp-up period is achieved, there will be no issues in meeting the 30-day max delivery and very likely quicker. Will the USAF allow a short transitional period to the awardee based on industry best practices?

Answer: Yes, provide this information in Section F, Offeror’s Proposed Delivery Schedule

9. Question: How does NAFI intend to determine if the products meet the desired specifications?

Answer: Per Section M, Evaluation Factors for Award Selection, Item 4 Evaluation Factors, Section A. Technical Proposal, An Offeror’s proposal is deemed technically acceptable when: (1) The Offeror’s narrative and technical solution clearly outline an understanding of the requirement, presents an acceptable technical solution to the Linen Specification (Section C); (2) presents a viable Contractor Technical Solution Statement (CTSS) that is a clear, comprehensive, and detailed document for implementation and; (3) The Offeror provides all requested documentation as outlined in Section L.

10. Question: Is this FOB Destination to include both CONUS and OCONUS destination points? If OCONUS is a destination point, can Section B (Price List) include a second column for OCONUS pricing? Shipping costs are significantly higher for OCONUS. We are confident this will greatly benefit NAFI in securing the best overall value for each location.

Answer: Yes, the FOB Destination will include CONUS and OCONUS destination points.

The Offeror will be allowed to ship via a NAFI designated Port/Gov't Freight Forwarder and no freight charges will be incurred.

11. Question: Assuming Section B is not updated to allow CONUS and OCONUS unit shipping costs, this will force us to inflate shipping costs by assuming a high(er) percentage of task orders will be OCONUS. Due to the much higher shipping costs for OCONUS, in addition to the breakdown in Attachment J - Section 1, Historical Data/Usage, we need additional details on the number or percentage of each item that is shipping OCONUS.

Answer: The FOB Destination will include CONUS and OCONUS destination points. The Offeror will be allowed to ship via a NAFI designated Port/Gov't Freight Forwarder and no freight charges will be incurred.

12. Question: Historically, what is the average dollar value or quantity of product per delivery order that is shipped OCONUS? Since volume plays a critical part in determining freight, this is a primary element to determine the actual freight costs that will be incurred to include OCONUS shipping costs in the price of each CLIN. The simplest solution would allow a freight line to be added specifically for OCONUS shipments.

Answer: The FOB Destination will include CONUS and OCONUS destination points. The

13. Question: Can the offeror ship to a NAFI designated Port/Gov't Freight Forwarder for OCONUS shipments?

Answer: The FOB Destination will include CONUS and OCONUS destination points. The

14. Question: Please clarify if any invoices will be paid via electronic payment.

Answer: Per Section G, Para 2, method of payment is via Government Credit Card (Visa).

15. Question: Please confirm that this is a 10-year contract with base year and 9 x options.

Answer: Confirmed. Per Section H, Special Contract Requirements, Item 5, Option to Extend the Term of the Contract, the total duration of this contract, including the exercise on any options under this clause, shall not exceed ten (10) years. NAFI has the right to not renew an option year if deemed necessary.

16. Question: Is the performance allowance Section H - Number 11 optional where you expect us to enter an allowance percentage?

Answer: The performance allowance indicated in Section H is optional. However, the performance allowance offered will be used to calculate the final overall price.

17. Question: Please define what you mean by discount per schedule. Please define what is meant by schedule.

Answer: Per Section A Solicitation, Item 10 Table of Contents, the Schedule are the Sections listed from A through H which includes Section B, Price List. Discount per schedule is defined as the discount applied to the Price List.

18. Question: Please define the "Reporting Period" for the performance allowance. Is this based on award date, monthly, quarterly, the gov. fiscal year, etc.?

Answer: Reporting period is defined as the period from the effective date of the Contract until the expiration date of the Contract. It is calculated annually from effect date through expiration date for orders that have been shipped.

19. Question: Please provide the sliding scale of sales. We are unable to evaluate whether our performance allowance is viable, as part of our response, without knowing the scale.

Answer: Performance allowance is based on orders shipped annually.

20. Question: On J-2, under the Avg 10 Year Usage, what is the unit of measure for each item?

Typically, it would be each, dozen, or case (clarify each in a case).

Answer: The unit of measure for Bath Towels through 75x80x15 (Gold Hem) is a Dozen.

The unit of measure from Pillow Protector–Std &Q through Matt Pad-King is EACH.

21. Question: Can the offeror require a minimum order of a dozen or case in their proposal, or will this have an adverse effect on their offer?

Answer: Yes, the offeror can require a minimum order, either dozen, case or dollar value as long as it is realistic.

22. Question: Is the mandatory font size 12 in Times New Roman for the entire proposal? In Section L, 7.11.1.1, the solicitation states the font must not be smaller than 10 points. In

7.11.1.4 the solicitation states the font size must be 12 in Times New Roman.

Answer: Per Section L, Item 7.11.1.4 the font MUST be Times New Roman, size 12 point for the entire proposal.

23. Question: Most of our questions involve validation of product specification and timelines.

Although our proposal team has already initiated our response, the government's responses to our questions need to be vetted and validated with our manufacturers, whom we've been working with for decades. If responses to these questions take two weeks (per solicitation), we request additional time by pushing the response date to the right by ten to fifteen business days. We've been supporting the government market for more than three decades.

Once the government answers all the questions, we'll need to schedule several calls with our manufacturers to discuss immediate stock availability (based on specifications), manufacturing timelines for ramp-up (if necessary), and shipping timelines, to name a few.

We can't speak for all contractors responding to this requirement, but the additional business days are critical to ensuring that our warehouse and manufacturing teams, in addition to our other manufacturers, understand the requirements.

Answer: Per Section L, Para. 6.2, 10 July response time is a no later than date to respond to questions, if more time is warranted, then an amendment will be issued to allow more time for the due by date in Section L, Para. 5.

24. Question: SHEETS/PILLOWCASE Specifications - There are currently no 50% Cotton/50% Tencel Products available for the hospitality market that we are aware of.

Would you accept one of the following 2 options?

A. T200 65% Tencel/35% Polyester Product, which we feel is the very “best value” in hospitality construction.

B. T300 52% Cotton/48% Tencel Product, more expensive but has been used in various NGIS Locations around the world and High-End Hotel Chai

Answer: Per Section M, Para. 4. A. Technical Proposal, A proposal which clearly meets the requirements of the solicitation is rates as Technically Acceptable.

25. Question: Please provide finished sizes for Twin Fitted and Flat Sheets and Full Fitted and Flat Sheets

Answer:

Twin XL Fitted sheets 39 x 80 x 15.

Twin XL Flat Sheet 66 x 104 Full Fitted Sheet 54 x 80 x 15 Full XL Flat Sheet 81 x 108

26. Question: Pillow Specification - The requirement is for 100% Polyester Shell. The Industry Standards for a property of your caliber is 100% Cotton Shell. This shell is more readily available and TAA Compliant. Will you accept this product for submission?

Answer: No, Per Section M, Para. 4. A. Technical Proposal, A proposal which clearly meets the requirements of the solicitation is rates as Technically Acceptable.

27. Question: TOWEL/HAND TOWEL/WASHCLOTH Specifications: The Weights specified for 60% Cotton/40% Tencel Construction do not currently exist. When Tencel is a component in the construction, it is a lighter weight than a standard 100% cotton construction, but the absorbency rate is equal to or exceeds the Cotton rate. The lighter weight Cotton/Tencel blend is less expensive up front; decreased drying time (energy savings) and shipping cost savings because of the lighter weight. A 70% Cotton/30% Tencel Blend is what is being used predominantly in the market today. This has also been the standard for NGIS. Will you accept this product for submission?

Answer: Per Section M, Para. 4. A. Technical Proposal, A proposal which clearly meets the requirements of the solicitation is rates as Technically Acceptable.

28. Question: Unit of Measure included in Section B, Price List - Please clarify if Qty 1 Unit EA is carton; dozen or individual quantity. Please clarify for each item.

Answer: The unit of measure for Section B, Price List is individual quantity. You can submit carton, dozen etc.; however, price comparison will be based on Qty. 1 Ea.

29. Question: Section J: Average 10 Year Usage - Please clarify if quantities listed per items are individual quantities, dozen quantities or carton quantities. Please clarify for each item.

Answer: The unit of measure for Bath Towels through 75x80x15 (Gold Hem) is a Dozen.

The unit of measure from Pillow Protector–Std & Queen through Matt Pad-King is EACH.

30. Question: Required Delivery Schedule 30 Days ARO - It is hard to answer this requirement without knowing the needs of the end users. What is the anticipated order requirements for the first 30 days after the contract is awarded? Most likely there is no Mill that will have specified product available at time of contract award. There must be an Industry Standard Ramp Up Period allowed to build inventory.

Answer: History shows consolidated buys 2 to 3 times a year for both CONUS and OCONUS. Provide the information in Section F, Offeror’s Proposed Delivery Schedule

31. Question: How is shipping to be factored into unit pricing? With locations being CONUS and OCONUS and order quantities being unknown it is impossible to include freight in the unit price. Freight could cost for example $4,000 to ship 3 dozen towels to Germany vs.

shipping an entire truckload of product to a CONUS location. Is it possible to add freight charges to the individual orders when they are received? Freight Bills can be provided at time of invoicing if necessary.

Answer: The FOB Destination will include CONUS and OCONUS destination points. The freight charges will be incurred. Previous contract was FOB Destination.

32. Question: Section H; Page 4: Item 11 Performance Allowance - Is Contractor mandated to offer a discount % per schedule, Section B?

Answer: The performance allowance indicated in Section H is optional. However, the performance allowance offered will be used to calculate the final overall price.

33. Question: Please confirm this IDIQ is for supply and delivery of product only. NO installation or Offload is required.

Answer: Confirmed, IDIQ is for supply and delivery of product only.

34. Question: Please clarify if the usage is by the case, dozen, each? If by case, what was the case pack per item?

Answer: The unit of measure for Section B, Price List is individual quantity. You can submit carton, dozen etc.; however, price comparison will be based on Qty. 1 Ea.

35. Question: Are the specifications provided set in stone or can alternative be accepted? For instance:

Q1.- Can the hem colors be different than what is listed on the spec?

Answer: N0, the colors should be as listed in the solicitation.

Q2 - Are the hem colors for the pillowcase to match the hem colors on the sheets per size?

(For example: Standard to match twin, King to match king?)

Answer: Yes

Q3.- Pillowcases please clarify if only Standard size and King size is needed (no queen?).

Please verify sizes for both standard and King.

Answer: AF Lodging standards are Queen and King. We typically do not purchase standard size pillows/cases. There was an error in the specifications. See revised Section C, Specifications

36. Question: The Cotton/Tencel towels typically weigh less than what is specified on the spec. The Tencel absorbs more but weighs less then cotton. Can weight of the towels be less than what is listed on the spec to accommodate what is standard with Tencel fabric?

Answer: Refer to answer on #6

37. Question: For the sheeting you are asking for a 50/50 Cotton/Tencel blend. 50/50 is not a normal industry standard for a cotton/Tencel blend. Can the blend be a different ratio than listed so that it more in-line with standard industry products being made?

Answer: Refer to answer on #24