Hurlburt Field Linen Cleaning BPA

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation FA441726Q0015, clarifying requirements and procedures for a linen service contract.

• Pricing: Pricing should be done on a line-item basis, not bundled. Pickup and delivery fees can be included in total item prices but must be specified.
• Site Visit: A site visit is scheduled for Tuesday, January 27, 2026, at 1:00 PM CST. Attendees must provide Real ID names and birth dates by 2:00 PM CST on January 26, 2026.
• Evaluation Criteria: Quotes will be evaluated based on: 1) Price, 2) Technical Capability, and 3) Past Performance. Technical capability and past performance combined are less important than price.
• Dry Cleaning: Only drapes require dry cleaning as needed; other items should be laundered.
• Service Commencement: Service should commence as soon as possible, within 10 calendar days of contract award.
• Contract Type: The award will be a Blanket Purchase Agreement (BPA).
• Salvage Linen: Both contractor and government/lodging staff are responsible for identifying and segregating unserviceable/salvage linen. The government will verify.
• Drape Quantity: Approximately 25 sets of drapes are estimated for annual dry cleaning.
• Linen Segregation & Counting: Soiled linen will be segregated by type and hand-counted by government/lodging staff prior to pickup. A count sheet will accompany soiled linen for contractor verification. Discrepancies will be resolved case-by-case.

This Q&A document clarifies key aspects of the solicitation, including pricing structure, evaluation factors, service requirements, and contract type, which bidders should consider when preparing their quotes.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation FA441726Q0015, clarifying requirements and procedures for the procurement.

• Pricing: Pricing should be submitted on a per-item basis, not per pound. Pickup and delivery fees can be incorporated into total item prices but must be specified.
• Site Visit: A site visit is scheduled for Tuesday, 27 January 2026, at 1:00 PM CST. Attendees must provide Real ID names and birth dates by 2:00 PM CST on Monday, 26 January 2026, to the listed POCs.
• Evaluation Criteria: Quotes will be evaluated based on Price (1st), technical capability (2nd), and past performance (3rd). Technical capability and past performance combined are less important than price.
• Incumbent: This is a new requirement, and there is no incumbent.
• Dry Cleaning: Only drapes require dry cleaning as needed; other items should be laundered.
• Wait Times: Average commercial gate wait time is 10 minutes. Average pick-up/drop-off time is 30 minutes.
• Background Checks: Background checks are required only for personnel entering the installation for linen pick-up/drop-off.
• Pickup Volume: Average pickup volume is 800 lbs. per day.

This Q&A document clarifies key aspects of the solicitation, including pricing structure, evaluation factors, and logistical details, which bidders should consider when preparing their proposals.

Form / Attachment / Pricing Sheet

This document, titled "NONAPPROPRIATED FUND STANDARD CLAUSES," outlines the standard terms and conditions that will be incorporated into a contract with a Nonappropriated Fund Instrumentality (NAFI). It serves to define the legal framework, responsibilities, and operational requirements for both the Contractor and the NAFI.

• Definitions: Clarifies key terms such as "Contract," "Contracting Officer," "Contractor," and "Nonappropriated Fund Instrumentality (NAFI)."
• Legal Status: Establishes the NAFI as an integral part of the Department of Defense and an instrumentality of the U.S. Government.
• Claims, Protests & Appeals: Details the procedures for resolving disputes, including the non-applicability of the Contract Disputes Act of 1978 and the process for submitting claims and appeals.
• Representations and Warranties: Outlines contractor obligations regarding contract adherence, non-representation as a government agent, and prohibitions on certain business practices.
• Contract Administration: Covers clauses related to insurance, procurement integrity, assignment of claims, termination (for convenience and cause), changes, social responsibility, labor standards, inspection and acceptance, commercial terms, taxes, and invoicing.
• Specific Requirements: Includes clauses on sustainability, proof of shipment, variation in quantity, partial deliveries, payments, discounts for prompt payment, notification of debarment/suspension, non-waiver of defaults, travel, minimum wage, paid sick leave, and prohibitions on certain telecommunications equipment and child labor.

This document is crucial for potential bidders as it defines the fundamental contractual obligations and expectations. Understanding these standard clauses is essential for accurately assessing the risks, responsibilities, and compliance requirements associated with any contract awarded by a NAFI. It impacts how proposals are structured, how contracts are managed, and how disputes are handled.

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

To provide comprehensive laundry and dry-cleaning services for Commando Inn at Hurlburt Field Air Force Base.

• The contractor will manage all aspects of laundry and dry-cleaning services, including labor, tools, equipment, and transportation.

• Services include picking up soiled items from authorized users, laundering/dry-cleaning according to specified methods, and returning clean items.

• Specific items include bed and bath linens, coverlets, shower curtains, and others as specified in appendices.

• Loading, unloading, segregating, transporting, and documenting items are included.

• Contractor must adhere to sanitation and cleanliness standards.

• Turnaround Time: Complete work within two days of pick-up, or by the next scheduled delivery day. Extended turnaround times require coordination with the Mission Owner.

• Item Quality: Items must be cleaned to commercial industry standards, free from soil, stains, bacteria, fungi, and micro-organisms. Items must be wrinkle-free and packaged appropriately.

• Damages: Contractor-caused damages must be repaired or the item replaced/reimbursed.

• Performance Thresholds: No more than 3 valid complaints per month for various performance objectives (e.g., service provision, turnaround time, packaging, repairs, counting verification). Exceeding thresholds will be reported in the annual evaluation (CPARS).

• Pick-up and delivery locations are specified in Appendix A.

• Pick-up and delivery times are scheduled (e.g., Mon/Wed/Fri, 09:00-10:00 for Linen Exchange at Building 90320).

• Certifications: Contractor must obtain all necessary certifications, licenses, and permits.

• Documentation: An itemized schedule for pick-up/drop-off must be submitted monthly. Counting sheets and delivery tickets must be verified and retained.

• Quality Control Plan (QCP): Contractor must establish and maintain a QCP and submit monthly inspection records.

• Backup Plan: A plan for delivery vehicle breakdown and laundry equipment failure must be presented within five working days after award.

• Personnel: Designated management personnel must be proficient in English.

• Security: Contractor personnel must abide by installation security and safety standards and obtain required identification.

• Holidays: Service is not required on specified government holidays.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation (RFQ) for Linen Cleaning Services for Commando Inn at Hurlburt Field Air Force Base. The government intends to establish one or more Blanket Purchase Agreements (BPAs) against which calls for services will be placed. The maximum value for the BPA is $320,000, with a limit of $25,000 per individual order.

• Provision of all management, tools, equipment, labor, and transportation for laundry and dry-cleaning services.

• Services to be performed in accordance with the attached Performance Work Statement (PWS).

• Contract Type: Blanket Purchase Agreements (BPAs).

• Period of Performance: Approximately 30 January 2026 through 01 February 2031.

• Estimated Value: Maximum BPA value of $320,000.

• Submission: Offerors must submit a price list and other information as specified in Attachment 3. The price list must include pricing for all services listed in the PWS. Additional individually priced items/services not listed in the PWS should be included on a separate page.

• Evaluation: The government may award a BPA to the responsible offeror whose offer, considering price, provides the greatest overall benefit. Preference will be given to offerors located in proximity to Hurlburt Field. Quoted prices will be reviewed for fairness and reasonableness.

• Key Deadlines:

  • Questions Due: xx January 2026, 2:00 PM CST
  • Quotes Due: 23 January 2026, 2:00 PM CST
  • Estimated Award Date: 30 January 2026

• This is a Total Small Business Solicitation.

• NAICS Code: 812320 – Dry Cleaning and Laundry Service, with a size standard of $8M.

• Offerors must be actively registered in the System for Award Management (SAM).

• This solicitation constitutes the only solicitation; no separate written solicitation will be issued.

• Simplified acquisition procedures under FAR Part 13 will be used.

• Offerors must use current versions of referenced FAR provisions and clauses.

• The Defense Priorities and Allocations System (DPAS) is not applicable.

• Attachments include: Combined Synopsis/Solicitation, Provisions and Clauses, Performance Work Statement (PWS), and Terms and Conditions.

Form / Attachment / Pricing Sheet

This document outlines the Terms and Conditions for a decentralized Blanket Purchase Agreement (BPA) intended to provide Linen Cleaning services at Hurlburt Field AFB, FL, in accordance with a Statement of Work.

• BPA Master Dollar Limit: $320,000.00
• BPA Call Limit: $25,000.00 per individual purchase.
• Effective Period: Five years from the date of award, unless sooner withdrawn.
• Pricing: Must be as low as or lower than the contractor's most favored customer pricing. Annual price lists are required, with revisions needing approval at least 30 days prior to expiration.
• Purchase Call Limitations: Purchases via Government Purchase Card (GPC) cannot exceed $25,000.00. Any purchases exceeding this limit will require a contract initiated against the BPA, with payment via Wide Area Workflow (WAWF). No surcharges for GPC use are permitted.
• Authorization to Place Calls: Only a warranted Contracting Officer or an Authorized Caller can place calls against the BPA.
• Payment: Primarily via GPC, not to exceed $25,000.00 per individual purchase.
• Invoices: Itemized invoices are required monthly or upon BPA expiration. Delivery tickets in duplicate must accompany each delivery, including contractor details, BPA number, call number/date, invoice number/date, delivery date, and itemized list with pricing.
• Review: The agreement will be reviewed annually and revised as necessary.

This document establishes the terms and conditions under which a vendor will provide linen cleaning services. Bidders should pay close attention to the pricing requirements, call limitations, invoicing procedures, and the overall structure of the BPA to understand their obligations and payment processes if awarded.