Moving and Storage Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation RFQ 36C25726Q0090, clarifying aspects of the Performance Work Statement (PWS) and evaluation criteria.

• Software User Charge (PWS 1.1.4): The contractor is responsible for providing the software. Access is estimated for 8-10 people.
• Work Order Completion (PWS 1.1.4): Each work order is expected to be completed within 1 working day. If not, it must be communicated and scheduled.
• Storage Adjustment (PWS 1.2.1): If storage needs exceed 100,000 sqft, an adjustment to CLIN 0001 pricing is allowed.
• Crew Size (PWS 1.2.7): The contractor is expected to gauge daily workload and determine crew sizes (6-12 members) accordingly. The government will not provide a percentage breakdown of crew sizes needed per work order.
• Disposal of Government Items (PWS 1.2.12): The contractor is responsible for the cost of disposal. An exact estimate in tons or items is not available, as it depends on the condition of items like furniture.
• Warehouse Racking (1.3.14): All storage requires 3-level racking; no single-level storage is expected.
• Warehouse Proof of Access (Evaluation Criteria): Acceptable proof of a warehouse includes a signed lease, ownership documents (deed/title), or a binding letter of commitment from the property owner, demonstrating legal control or guaranteed access for the PWS duration.

These clarifications provide specific details on contractor responsibilities, operational expectations, and acceptable documentation for the warehouse requirement, which may influence how bidders prepare their proposals and pricing.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding a solicitation for warehouse and transportation services for VA North Texas Healthcare System.

• Shared Warehouse Space: Allowed, but must be clearly identified and separated from non-government owned product.
• Minimum Storage Space: Requires a minimum of 100,000 sqft for furniture inventory.
• Specialized Items: The contractor must be able to receive and handle specialized items as instructed.
• Workload Data: The government estimates 20-25 days (trips) per month for work orders, with Q2 and Q3 being peak shipment periods. Surge events are unpredictable.
• Location Verification: Warehouse location within 45 minutes of Dallas VAMC will be verified by mileage radius.
• Security: Standard access control, CCTV, and intrusion alarms are required. Contractor is responsible for any damaged, stolen, or misplaced product.
• Deliveries/Pickups: Scheduled Monday-Friday, typically during business hours (8 am-5 pm), with deviations for deadlines. After-hours/weekend deliveries are for special circumstances.
• Responsibilities: Contractors are responsible for turnkey installation, assembly/disassembly, receiving, and moving of items, not just dock-to-dock delivery.
• Subcontracting: Subcontractors must own or lease warehouse space, own transportation vehicles, and employ their own staff. The contractor must work only with subcontractors throughout the contract period.
• Warehouse Proof: Acceptable proof for the 45-minute requirement includes executed lease/deed, utility bill, map drive-time screenshot, or signed letter with address. Final documentation for technical evaluation will be confirmed.

This Q&A document clarifies requirements related to warehouse specifications, security, operational procedures, contractor responsibilities, and subcontracting limitations. Bidders should review these clarifications to ensure their proposals accurately address all aspects of the solicitation, particularly regarding the PWS and specific requirements for handling and storing inventory.

Solicitation / RFP / RFQ

This solicitation is for Moving and Storage Services for the Veterans Health Administration's North Texas Healthcare System (VANTXHCS). The services include temporary storage, transportation, assembly, design/layout, and disassembly of current and anticipated inventory. It also covers the relocation of existing furnishings and personal property, repair or servicing of furnishings, and disposal of surplus furnishings. The requirement excludes Information Technology equipment but includes associated data lines.

• Temporary storage (100,000 sq ft required, climate-controlled, 68-74 degrees).

• Transportation, assembly, design/layout, and disassembly of furnishings and equipment.

• Relocation of existing furnishings and personal property.

• Repair or servicing of existing furnishings.

• Disposal of surplus furnishings.

• Provision of an on-site working supervisor with communication capabilities.

• Use of an electronic work order management system.

• Proper storage of furnishings, ensuring climate control, cleanliness, and pest control.

• Provision of standard crews (6-8 personnel) or larger crews (up to 12 personnel) as needed.

• Contractor personnel must wear uniforms and present a professional appearance.

• Compliance with all federal, state, and local health and safety regulations.

• Notification of any discrepancies, damages, or security incidents to the COR.

• Availability for after-hours services (estimated 10 times per performance period).

• Proper handling and disposal of government property.

• Installation of systems furniture.

• Receiving station for direct shipments from suppliers.

• Technical training for crew members in assembly and disassembly.

• Protection of government property and insurance for repairs/replacement of damaged property.

• Not responsible for relocating IT equipment.

• Documentation requirements include workload schedules and daily logs.

• Government inspection and acceptance of completed work.

• Contractor to provide all necessary materials, equipment, and manpower, except for space plans, drawings, and move directions.

• Quality Control Plan (QCP) required.

• Availability for emergency procedures.

• Phase-in/Phase-out plan if incumbent contractor is not awarded.

• Contract Type: Firm-Fixed-Price with hybrid CLINs.

• Period of Performance: Base Year (3/19/2026 - 3/18/2027) plus four (4) 1-year option periods.

• Estimated Value: Not explicitly stated in the provided sections.

• Questions Due: Tuesday, February 10, 2026, 1:00 PM CST.

• Proposals Due: Thursday, February 19, 2026, 09:00 AM CST.

• Submission Format: Two separate volumes (Volume I: Solicitation, Offer, Representations, Certifications, Technical, Price; Volume II: Redacted Technical Proposal).

• Proposals must be in PDF format. Excel spreadsheet allowed for Price Schedule.

• Evaluation Factors: Technical Capability (including sub-factors like contract management, warehouse location, QCP, key personnel), Past Performance, and Price.

• Technical and Past Performance combined are significantly more important than Price.

• Offers must meet minimum solicitation requirements; alternate proposals are not accepted.

• Evaluation of options will consider the total price for all options.

• This acquisition is set aside for Small Business.

• NAICS Code: 493110 (Warehousing and Storage).

• Size Standard: $34 Million.

• VA Notice of Limitations on Subcontracting for Services (50% for SDVOSB/VOSB).

• This solicitation aligns with Sources Sought Notice 36C2572500881.

• FAR 52.212-1, 52.212-3, and 52.212-5 are attached. Addenda to FAR 52.212-1 and 52.212-2 are included.

• Service Contract Act Wage Determinations are provided for various counties.

• Offerors must complete all required blocks and clauses with fill-ins. Failure to do so may result in ineligibility for award.