DHS-wide Uniforms III Contract

Questions & Answers / Clarifications

This document provides responses from the Government to questions submitted by potential bidders regarding the UNIFORM III RFP Phase 1. It clarifies various aspects of the solicitation, including submission requirements, document references, and program details.

• Submission Method: Submittals must be made electronically, not via hard copy. For large files, zipping or separating into multiple emails is acceptable.
• SF 1449 FAR Clarification: A noted misprint in FAR 5.212-1 on page 1, block 27A has been corrected to read "FAR 52.212-1, FAR 52.212-4."
• Response Copies: Only one copy of the response for Phase 2 is due, including acknowledgments of amendments (excluding Amendments 1 and 3).
• Billing: Electronic invoicing via the Invoice Processing Platform (IPP) is limited to once per month for all DHS Components.
• Site Visit: Separate site visits are scheduled for Artesia, NM (December 9th) and Glynco, GA (December 11th). Attendance at one, both, or neither is permissible. No visit is scheduled for Charleston, SC.
• Past Performance & Prior Experience Templates: Appendix B should be "Attachment E – Past Performance Contract Reference Data Sheet (2020-2025)" and Appendix C should be "Attachment F: Prior Experience Form (2020 – 2025)".
• Past Performance Page Limit: For Factor 2 (Prior Experience), the maximum page count is 9 pages if three detailed descriptions are submitted (3 pages per description).
• Transition Plan & Distribution Capacity: These submissions must be made electronically and are subject to their specified page limits (3 pages for Transition Plan, 2 pages for Distribution Capacity).
• Award Date: Award is anticipated by October 1, 2026.
• Inventory: Offerors are responsible for developing their own inventory plans, but inventory is needed at academies for returns and exchanges. DHS will not purchase inventory from the incumbent.
• Turnover Times: Uniform requirements will turnover upon award or by February 1, 2027. Uniform allowance account turnover will occur in January 2027 or 2028.
• Award Type: The award will be a single-award IDIQ. Interested parties not wishing to be prime may participate as subcontractors.
• Resumes: Resumes are not required for this solicitation.

This Q&A document clarifies submission procedures, document references, and specific requirements, impacting how bidders should prepare and submit their proposals. Key page limits and template references have been confirmed or corrected.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide quality uniforms and related accessories to all authorized Department of Homeland Security (DHS) personnel, as well as DHS partners at the Food and Drug Administration (FDA), in a timely and fiscally responsible manner. The program aims to support approximately 135,000 employees across multiple components and locations.

• Provide quality uniforms and related accessories.

• Ensure uniforms are functional, durable, economical, and comfortable, meeting assigned duties and climate needs.

• Maintain a uniform distribution system for timely and cost-effective provision.

• Offer a secure web-based uniform request system with order and allowance management.

• Support academies and field employees across the U.S. and overseas.

• Provide near real-time data reporting on orders, invoicing, and allowance balances.

• Offer exemplary customer service.

• The DHS Uniform Program includes components such as CBP, FEMA, FLETC, ICE, TSA, CISA, and MGMT, as well as FDA.

• Order Accuracy: ≥99%

• On-Time Shipment/Delivery (Allowance Account Orders): ≥90% within 7 days of order.

• On-Time Shipment (Allowance Backorders): Shipped within 60 days of order placement.

• Percentage of Items Placed on Backorder: <10%

• Defect/Quality Control Issue Rate: ≤1% (free from defects).

• Deliverables and Reports Fulfillment Rate: ≥90%

• Return Rate: ≤5%

• Bulk Orders Shipped Complete: 100%

• On-Time Shipment (Cotton or Made-to-Measure Items): ≥90% within 90 days.

• Academy Orders Delivered on Time: ≥90%

• The contract term is a three-year base period with one two-year option period, and three one-year options.

• Places of performance include Artesia, NM; Glynco, GA; and Charleston, SC, with primary work performed off-site.

• Uniform items must not contain Per- and Polyfluoroalkyl Substances (PFAS chemicals).

• Compliance with applicable trade agreements (FAR Part 25).

• Adherence to specific uniform specifications and numbering systems.

• Contractor must provide garment care, item number, manufacturer name, date of manufacture, and sizing information.

• Proactive addressing of quality, durability, functionality, performance, and safety issues.

• Notification and permission required for any changes in material, design, or construction.

• Specific requirements for First Article Samples (FAS) for COTS, MCOTS, and non-COTS items.

• Warranty information required.

• Storage and housing of uniform items must meet specific security and environmental standards.

• Compliance with Section 508 accessibility standards for ICT.

• Security awareness training and adherence to DHS Rules of Behavior required for all personnel.

Amendment / Modification

• This amendment (0004) provides the government's responses to Phase 1 questions submitted by potential Offerors.

• A separate future amendment will address Phase 2 questions.

• Attachment C) PERFORMANCE WORK STATEMENT – DEPARTMENT OF HOMELAND SECURITY UNIFORMS – DEPARTMENT WIDE CONTRACT, REVISION 1, dated December 3, 2025, replaces the prior version entirely.

• Attachment C) PERFORMANCE WORK STATEMENT – DEPARTMENT OF HOMELAND SECURITY UNIFORMS – DEPARTMENT WIDE CONTRACT, REVISION 1.

• No explicit impact on proposal deadlines or submission requirements is stated in this amendment, beyond the inclusion of the revised PWS and Q&A.

Amendment / Modification

• Amendment 0002 provides Offerors with dates and times for the Pre-Proposal Site Visit.

• The site visits are scheduled for:

  • December 9, 2025, at Artesia Academy (New Mexico)
  • December 11, 2025, at Glynco Academy (Georgia)

• Site visits are expected to run from 9:00 AM to 12:00 PM local time.

• Participants must arrive at least 30 minutes early for check-in.

• Interested Offerors should refer to RFP Section IV.1 for specific site visit instructions.

• Arrangements for site visits must be made with the Contracting Officer's Representative (COR), Benjamin Morrison (817-914-3703 or benjamin.t.morrison@cbp.dhs.gov).

• Vendors are limited to a maximum of three (3) representatives per site visit.

• Each attendee's Full Legal Name and Social Security Number must be provided to the COR for facility access. The SSN will be safeguarded.

• Submission of attendee information (names and SSNs) is due no later than Friday, November 28, 2025.

• This amendment provides updated information regarding the Pre-Proposal Site Visit, which is a key component for potential bidders.

• The amendment does not explicitly state changes to proposal deadlines or submission requirements, but emphasizes the importance of the site visit and the associated coordination requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment E - Past Performance Contract Reference Data Sheet," is a template provided for bidders to detail their past performance on relevant contracts. It serves as a standardized method for collecting information about previous projects that demonstrate the bidder's capability and experience.

• Program or Task Order Title
• Customer Name and Address
• Contract Points of Contact (Contractual and Technical)
• Contract Type, Number, and Task Order # (if applicable)
• Description of Services provided

Bidders must complete this form accurately and thoroughly to provide the government with the necessary data to evaluate their past performance. This information is crucial for assessing the bidder's likelihood of successfully performing the work described in the solicitation. The details provided here will be used to verify experience and assess performance quality on similar projects.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a detailed CLIN (Contract Line Item Number) pricing list for various uniform items required by the Department of Homeland Security (DHS) and its components, including CISA, ERO, FAMS, FPS, TSA, USCG, USSS, FLETC, and CBP. It outlines estimated quantities and unit prices for different uniform components across base and option periods.

• Program: Identifies the specific agency or program the CLIN belongs to (e.g., CISA, ERO, FAMS).
• CLIN: Unique identifier for each contract line item.
• Description: Detailed description of the uniform item (e.g., MALE NV LS BUTTON DOWN SHIRT, UNISEX BLACK FLEX FIT BALL CAP).
• Estimated Annual Quantity: The projected number of units needed per year.
• Frontline Duty Item? (Y/N): Indicates if the item is for frontline duty.
• Base Period Unit Price / Annual Total / Base Total: Pricing information for the base contract period.
• Option Period Pricing: Unit price, annual total, and total for Option Periods 1 through 4.
• Subtotal: Total cost for the line item across all periods.
• Notes: Additional remarks or specifications.

This pricing sheet is crucial for bidders to understand the specific uniform items required, their estimated quantities, and the pricing structure. It serves as a basis for developing competitive bids and understanding the potential value and scope of the contract. Bidders should carefully review the descriptions and quantities to ensure they can meet the requirements and price their proposals accordingly.

Form / Attachment / Pricing Sheet

This document is Attachment F, the Prior Experience Form, to be completed by offerors. It is designed to collect detailed information about a company's past performance on relevant contracts, specifically within the last five years from the proposal due date.

The form requires offerors to provide details for each referenced contract, including:

• Whether they served as the prime contractor.
• The number of subcontractors used, if applicable.
• The total contract dollar value and term.
• Specific services provided, such as:
  • Uniform and equipment provision (quantity, individuals supported).
  • On-site services (measuring, fitting, inventory).
  • Made-to-measure garment production.
  • Female uniform provision.
  • Urgent order fulfillment (quantity, delivery time).
  • Customer support call center operations (call volume, wait times).
  • Web-Based Ordering System (WBOS) capabilities (account management, data reporting).
  • Payment and electronic invoicing.
  • Shipping to locations outside the continental United States.
  • Processes for securing Government-furnished information/equipment.
  • Customer satisfaction monitoring.
  • Environmental impact reduction processes.
  • Return item policies.
  • Work with AbilityOne or UNICOR.
  • Near real-time data provision.
  • Quality control processes.

Offerors must complete this form for each contract they cite as evidence of prior experience. The information provided will be used to assess the offeror's capability and relevant past performance. The form emphasizes recent experience (within 5 years) and requires specific details to demonstrate the offeror's ability to meet the requirements of the opportunity.

Form / Attachment / Pricing Sheet

This document, "Subcontracting Plan Outline," serves as Attachment G to a solicitation. It provides a template and guidance for offerors to develop their subcontracting plans, outlining the minimum requirements mandated by Public Law 95-507 and Federal Acquisition Regulation (FAR) Subparts 19.7. It is intended to be a guideline for creating a corporate subcontracting plan.

• DHS Subcontracting Goals: Specifies DHS's subcontracting goals for various small business categories (e.g., 42% for small business, 3% for HUBZONE, 5% for small disadvantaged, 5% for women-owned, 3% for service-disabled veteran-owned, 3% for veteran-owned) for fiscal year 2019.
• Evaluation Factor: Notes that subcontracting plans and socio-economic criteria are often evaluation factors in full and open competitive procurements, with higher ratings given to offerors proposing higher cumulative subcontracting dollars.
• Plan Types: Outlines three types of subcontracting plans: Individual Plan (specific to one contract), Master Plan (goals for one contract, standard elements, approved every three years), and Commercial Plan (for products/services used for non-government purposes, negotiated company-wide).
• Plan Content: Details required sections for a subcontracting plan, including Goals (estimated dollar values and percentages for various business categories), Plan Administrator information, Equitable Opportunity efforts, Clause Inclusions and Flow Down requirements, Reporting and Cooperation procedures, Recordkeeping, Timely Payment to Subcontractors, and Description of Good Faith Effort.
• Key Players: Identifies the Small Business Specialist (SBS), Small Business Administration (SBA) - Procurement Center Representative (PCR), and Contracting Officer (CO) as key players for review and signature.

This document is crucial for bidders as it dictates the requirements for their subcontracting plans. It informs them about the government's expectations regarding small business participation, the specific goals they need to meet or exceed, and how these plans may be evaluated as part of their proposals. Bidders must understand and address all sections of this outline to submit a compliant and competitive proposal. It also provides contact information for the DHS Small Business Advocate for assistance.

Form / Attachment / Pricing Sheet

This document, titled "Kissel Tutorial" and designated as Attachment D, serves as a guide for bidders regarding the "Kissell Amendment" (clause 3052.225-70 Requirement for Use of Certain Domestic Commodities). It explains the implications of this clause, which mandates that certain textile items must be grown, reprocessed, reused, or produced in the United States.

• Clause Applicability: The Contracting Officer has determined the clause applies to some or all items in the solicitation, and the solicitation will specify which items are exempt.
• Special Requirements: Covered items must meet U.S. origin requirements.
• Exceptions: Three exceptions are detailed:
  1. Nonavailability: For items or components not available in the U.S. in satisfactory quality and quantity at market prices, or not listed in FAR 48 CFR 25.104. A nonavailability exception can be sought from DHS.
  2. Incidental Non-compliant Fibers: If the total value of non-compliant fibers does not exceed 10 percent of the end item's total purchase price.
  3. Eligible Products: For items eligible per FAR 48 CFR Subpart 25.4.
• Designated Countries: The document lists countries with trade agreements covering DHS procurements, differentiating between USMCA countries (for TSA items: U.S. and Chile) and other DHS Component funded items (based on FAR 25.4, excluding Oman). These lists include World Trade Organization Government Procurement Agreement countries, Free Trade Agreement countries, least developed countries, and Caribbean Basin countries.

Bidders must understand this clause and its exceptions to ensure compliance when proposing or delivering textile items. The solicitation will specify which items are subject to the clause and which list of designated countries applies. Failure to comply with the origin requirements for applicable items could prevent delivery.

Solicitation / RFP / RFQ

This solicitation is for the procurement of uniform items and related services for the Department of Homeland Security (DHS) and its components. The government is seeking proposals for a Department-Wide Contract for Uniforms.

• Provision of uniform items and components.

• Quartermaster services including on-site operations, measuring/fitting employees, inventory management, uniform issuance, alterations, and provision of equipment and fixtures at FLETC facilities in Glynco, GA; Artesia, NM; and Charleston, SC.

• Unique sizing program for employees whose proportions do not allow for standard stock patterns.

• Management of Web-Based Uniform Requesting System (WBURS).

• Compliance with the Kissell Amendment and the Trade Agreements Act (TAA).

• The contract will be an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

• Base Period: 3 Years (February 1, 2027 - January 31, 2030)

• Option Periods: Four (4) option periods totaling up to 5 years (2 years + three 1-year options).

• Total potential term of 8 years.

• Minimum guarantee of $10,000.00.

• Proposals are due in two phases: Phase 1 (Factors 1-4: Past Performance, Prior Experience, Distribution Capacity, Transition Plan) and Phase 2 (Factors 5-7: Technical Approach, Oral Presentation, Price).

• Phase 1 proposals are due by December 19, 2025, 3:00 PM EST.

• Phase 2 proposals are due by March 10, 2026, 3:00 PM EST.

• Evaluation will be based on Confidence Ratings, Adjectival Ratings, and Price. Non-price factors are significantly more important than price.

• Oral presentations will be conducted for Factor 6.

• The solicitation is unrestricted.

• NAICS Code: 315210, Size Standard: 750 Employees.

• Offerors must submit uniform samples for evaluation.

• Pre-proposal site visits are scheduled for the week of December 8th.

• Questions are due by November 24, 2025, 1:00 PM EST.