Contracting Reponse to Vendors.pdf

****IMPORTANT! READ THIS DOCUMENT IN ITS ENTIRETY! ****

As I am receiving quotes, I am getting many incomplete quotes that do not meet the requirements listed on the solicitation. This may be due to many updates throughout this solicitation. Please take note of SAM.gov as all updates/amendments will be posted there. The solicitation close date has moved to 11 July 2024 at 1000 CST due to time constraints with the holidays. There are also many updates to required documents, the RFQ CLIN structure, spreading out the costs of the washer and dryers throughout the life of the contract and not upfront, and several more that you can see on SAM.gov.

Also, the Government does not pay for 5-year contracts in a lump sum. The Government may pay for equipment in full (each year) once the equipment has been received and inspected and accepted by the customer POC. All other Maintenance and Service calls are paid as completed and inspected and accepted by the customer POC. The Government will not pay for services or equipment that has not been received or performed and signed off by the customer.

Please note, I am getting clarification for the CO and customer on the regulation that states the Government will pay off the equipment in full even if the Government should cancel the contract for convenience or choose not to exercise all options to minimize risk to the vendors. The Government does not intend to absorb that total cost on the base year of the contract but spread out throughout the life of the contract. When I receive an answer on the regulation or if the Government will just add verbiage on the contract that states this. I will amend the solicitation with this detail when available.

Also note, that if your company does that have the appropriate NAICS listed on the solicitation, one of the socio-economic set-asides listed, or do not have the required documents listed on the RFQ document your company will be considered unresponsive and will not be considered for award.

Please include a redacted and unredacted copy of your proposal as it is too time consuming for our office during end of year to complete redactions for the vendors. Also, if you are competing as a Woman-Owned Small Business you MUST attach the certification from the SBA or your company will be considered non-responsive and will not be considered for award.

I appreciate there have been a lot of changes throughout this solicitation as this is the first time we have had this type of requirement but, I press upon you to check SAM.gov daily to ensure you do not miss any updates as it is my understanding that SAM.gov does not push notifications to vendors when amendments are made to solicitation. This also ensures your proposal is considered sufficient and responsive to the Government’s requirements listed in this solicitation and your company can be considered for award.

Due to vendors asking for a second site visit, I have a sent a request to the customer to perform one more site visit before the solicitation closes. Once and answer is provided I will send out another e-mail to let you know the date and time if they agree. This will also be posted on SAM.gov as well. If not, I will notify you via e-mail as well.

I have attached the most recent RFQ document as well as the latest screen shot of the SAM posting for your convenience. These documents and posting may change so please monitor until the solicitation closes. Thank you!

****IMPORTANT! READ THIS DOCUMENT IN ITS ENTIRETY! ****

If you have further questions, please feel free to reach out. Have a great weekend.

KASEY M. HUTTON

Contract Specialist