Questions and Answers - BPA 2025 PDF.pdf

PZI_1614 Question and Answers 4 Sept 2035

1. Q- Please confirm the number of personnel/offices that are required to be moved per day, as well as the maximum number that may be moved per day. In addition, how many full crews, including a supervisor, are needed per day?

A- We can’t provide a definitive answer to this as each move is unique. Government requests proposals for each move and we work with the Contractor to schedule everything appropriately.

2. Q- What is the maximum number of off-base relocations anticipated per year?

A- Same as above, it’s piece meal. There is no max but our off base moves are infrequent and likely to be non-existent going forward due to current policies.

3. Q- What is the maximum number of 2-cubic cardboard boxes required per office? If this information is not available, will site visits or office walk-throughs be permitted in order to provide an accurate estimate?

A- Site visits and walkthroughs will happen before every move. If it isn’t clear the order of operations is:

CE coordinates a move request with a customer

We send a request for proposal for said move to the Contractor

Contractor comes back with a proposal based upon the details above

CE/Government accepts proposal, move happens

4. Q- How much advance notice will be provided regarding the location and quantity of items scheduled for relocation? How will I be notified?

A- Advance notice will be typically 2-4 weeks at a minimum. There is a processing time on our end for the proposals, especially above $2.5k. Communication will be via email for official record keeping but phone calls will be common as well.

5. Q- Please confirm the payment schedule for this requirement, including the frequency of disbursements.

A- Payment frequency is upon completion of work.

6. Q- Please confirm, if possible, how many off-base personnel relocations are there?

A- Same as 2.

7. Q- We understand that 2 cuft cardboard boxes with handles are specified, but would reusable plastic office totes (E-crates, Tygas) be considered for use on certain moves or phases?

A- HAFB has no issues as long as there isn’t an increased cost to the Government.

HAFB has no interest in managing inventory of reusable totes so the details would need to be determined should this pathway be used.

8. Q- Service Level Agreement (SLA): What is the Government’s expected SLA or turnaround time for completing each BPA call from the time of request to completion?

A-This is move specific so we can’t provide an exact timeline. We typically expect execution approximately 30-60 days from request to completion.

9. Q- Scheduling & Authorized Callers: How far in advance will the Government typically provide notice for scheduled relocations?

A-This is move specific, typically 2-3 weeks due to processing time on the Government’s end. The Government will coordinate each move as appropriate.

10. Q- Will a standard Authorized Caller list be provided at the start of the BPA, and how often will it be updated?

A- Yes, it will be updated when changes occur.

11. Q- Volume & Planning: The solicitation estimates approximately 600 relocations per year. Will relocations generally be spread throughout the year, or should we anticipate large, concentrated moves (e.g., at the end of fiscal quarters)?

A- Typically spread out throughout the year but depending on unforeseeable changes concentrated moves can occur (example: Return to office mandate). The Government will coordinate all moves as appropriate.

12. Q- Equipment & Materials: Will the Government provide any packing materials or supplies (e.g., boxes), or must the contractor furnish all moving supplies listed in the PWS?

A- Contractor to furnish all moving supplies (boxes, labels, etc)

13. Q- Will the contractor be expected to unpack and assemble the furniture after the relocation is completed?

A- Contractor does not pack or unpack boxes but systems furniture will be packed and unpacked. The systems furniture will be depowered and ready for the Contractor. The Government will coordinate all details on a per move basis.

14. Q- Access & Security: Beyond REAL ID compliance, are there additional base access requirements (such as background checks, fingerprinting,) for contractor personnel?

A- Yes. All personnel must pass Security Forces background check to enter HAFB.

The Contractor will be expected to provide personnel who can access HAFB reliably.

15. Q- After-Hours / Weekend Work: The PWS specifies normal duty hours of 7:00 AM – 3:00 PM EST, Monday through Friday. Will there be occasions where after-hours or weekend moves are required? If so, will those be treated as a separate CLIN or BPA call?

A- The Government will not require after-hours or weekend moves. Should it be easier for the Contractor to utilize these time(s) the Government is flexible and will work out details on a per move basis.

16. Q- Performance Monitoring & Quality Assurance: Will the Government provide a Quality Assurance Surveillance Plan (QASP) or equivalent framework to define how performance will be monitored under this BPA?

A- At this time the government will not be providing a QASP to the contractor.