Amendment 001 to Solicitation #36C25926Q0756 (VA Employee Uniforms)
This amendment s purpose is to list and answer the questions submitted by the questions deadline as specified in the solicitation.
**In the interest of getting information out to vendors as quickly as possible, the following information has been provided. However, several questions are still pending a full response from the Government team. A follow up amendment will be posted on SAM.gov once that information is available. Those pending questions are included at the end for full transparency.
Questions and Answers:
When do the items need to be delivered?
We did not specify a delivery date since we understand different offerors may have different obstacles that will impact when they are able to deliver the items. Offerors are encouraged to provide the most accurate estimate of delivery/lead times based on the communication with the manufacturers they would work with. This is one of the evaluation factors that all offerors will be compared against.
Can the items be delivered in phases? Or does it need to be one full delivery?
The intent is to receive all items at the same time. However, scheduling/timelines may be discussed during the post-award meeting with the final selected offeror. Overall, offerors should plan to provide all items within a reasonable window of time if all items cannot be provided on the same day. Delays between multiple deliveries across several months should not occur. If that is not possible, the offeror should note in the delivery/lead time information what they anticipate happening and/or anticipated delays, etc.
Is there a certain percentage of non-domestic products we can submit? Or must all products be manufactured within the U.S.?
Vendors are encouraged to provide 100% U.S. products. Given the specifics of this solicitation Buy American Act (BAA) applies. Trade Agreement Act (TAA) is not applicable. However, foreign items may still be considered but limitations may impact the offeror selected. Offerors are STRONGLY encouraged to provide ALL U.S./domestic products.
**See FAR 25.5 for more information on evaluating foreign offers supply contracts.
VA Logo and Embroidery Artwork: The Salient Characteristics document references a "VA Logo and E.V.S. Script for Embroidery Work" section, but no logo artwork, file, or design specification was included in the attachments we received. Could you provide the official VA logo file(s) (vector/EPS or similar) and the exact E.V.S. script text/format required, along with any placement, size, or thread color specifications for the embroidery?
The logo and EVS information and visual was provided at the bottom of the salient characteristics page as well as the line items spreadsheet. Please be sure to fully review each document for all relevant information.
Fire-Retardant Certification Requirements: For Line Items #0009 and #0020 (fire-retardant shirts and work dungarees), the salient characteristics specify compliance with NFPA 70E (Arc Flash), CAT 2, minimum ATPV 8.6 cal/cm². Will the Government require submission of third-party test certification (e.g., UL, ASTM F1506) documentation with the quote, or is self-certification by the manufacturer/vendor sufficient at the time of quote? If certification is required, please confirm the acceptable form(s) of documentation.
The self-certification by the manufacturer/vendor sufficient.
Embroidery Placement and Logo Count: For polo shirts under Line Items #0011 and #0012, which are marked "Both" for Embroidered Logo/EVS, could you clarify whether this means two separate embroidered elements (VA logo plus E.V.S. script) are required on the same garment, and if so, the intended placement for each (e.g., left chest vs. right chest)?
Yes, both the VA logo and EVS will need to be embroidered on those items listed as both . Per the information provided on the line items spreadsheet and the salient characteristics document, the VA logo should be placed on the upper left chest and the EVS on the upper right chest.
Size Range Confirmation: Several line items list a size range (e.g., XS-4XL) alongside a specific per-size quantity breakdown. Please confirm that vendors must be able to fulfill the exact per-size quantities listed in the "Uniforms Line Items" spreadsheet, and that substitutions in the overall size range distribution (while maintaining the same total quantity) are not permitted without prior approval.
Offerors must be able to fill the exact quantities of each size for each line item as these quantities are based on the station s needs for their existing VA staff. No changes to the quantities should be made.
Buy American Certificate Partial Compliance: If our quoted line items include a mix of domestic and foreign-manufactured products, is partial compliance (i.e., some line items domestic, others foreign) acceptable under this all or nothing award structure, provided the Buy American Certificate is completed accurately for each line item?
Offerors are able to participate in the solicitation with foreign items. However, the offeror must accurately list out the Country of Origin for each line item regardless of whether the item is foreign-made or domestic. It is strongly recommended that offerors provide ALL domestic/American-made items to comply with the Buy American Act but vendors will not be disqualified if they do offer some foreign items.
Authorized Distributor Letter Format: Is there a required or preferred format/template for the Authorized Distributor Letter referenced in VAAR 852.212-71(c), or may we submit a standard letter from our manufacturer/distributor that addresses the required elements?
Generally, authorized distributors of a manufacturer will just provide something from the manufacturer (usually on manufacturer letterhead) that states the offeror is authorized to distribute their products. There is no standard template, just the information is important in whatever variation the offeror and manufacturer deems appropriate to address this evaluation factor in accordance with what is stated in the solicitation.
Manufacturer status / nonmanufacturer rule. Our firm performs the logo embroidery and decoration in-house and would furnish blank garments produced by U.S. apparel manufacturers. For this small-business set-aside under NAICS 315210, does the Government consider an offeror performing in-house embroidery/decoration to be the manufacturer of the end item, or does the nonmanufacturer rule (13 CFR 121.406) apply requiring the blank-garment manufacturers themselves to be small business concerns? Is any SBA class waiver in effect for any line items on this solicitation?
Since we anticipate this requirement will be under SAT ($350K) and it s been set-aside for small businesses, the Limitations on Subcontracting and NMR should not apply. However, please keep in mind for specifying Country of Origin/manufacture the services completed on an item does not negate needing to provide the Country of Origin for where the actual item was manufactured. Although embroidery services will be needed for numerous items, offerors will be expected to provide the country in which the items are made. It is strongly encouraged to provide ALL U.S. made items but foreign items may still be considered.
Brand-name-or-equal. The line items are described generically (e.g., "polo shirts," "tactical pants," "work dungarees"). Are specific brands, fabric certifications, or part numbers required, or may offerors propose "or-equal" domestic products that meet the stated salient characteristics (industrial-wash capable, fade-resistant, embroidered-logo capable, specified fabric blends)?
No brands were specified so offerors will be expected to provide items that meet all salient characteristics for that line item. If the item complies with all salient characteristics, it should be considered technically acceptable.
Robe specification (Line 0024). Please confirm: 48 each, white, "one size fits most," diamond-waffle weave with piping, industrial-wash capable, fade-resistant, accepting the embroidered VA logo is this correct and complete?
Yes, this is correct
Fire-retardant items (Lines 0009 and 0020). Please confirm the required FR standard/certification (e.g., NFPA 2112 / ASTM) the garments must meet.
The garments should meet the following standards: UL Certification, NFPA 2112, NFPA 70E, and ASTM F1506.
Submission format and samples. Please confirm the required submission package (completed SF-1449, reps & certifications FAR 52.212-3, pricing schedule, Buy American Certificate, Letter of Authorized Distributor) and whether pre-award samples are required, and by when.
The evaluation factors section fully describes what must be included in the quote package in order to be complete. These factors are what each offeror will be evaluated on in order to determine if they are eligible for award and should be read closely to ensure compliance. Missing documents/information will result in the quote package being considered incomplete and ineligible for further consideration. Missing documents/info will not be accepted after the quotes deadline. No pre-award samples are required as there is insufficient time to send, receive, and evaluate those samples.
Unit Count: The solicitation states the requirement totals 3,388 articles of clothing, but the quantities listed in the line item spreadsheet add up to 3,288. Which total is correct? If 3,388 is correct, which line items need to be updated?
Correct, the total in the spreadsheet is accurate at 3,288. The 3,388 was a typo. Please reference the quantities provided in the spreadsheet.
Freight: The solicitation states that freight should be added to the price of CLIN 0001 rather than listed as its own line item, but CLIN 0026 is listed as a separate "Delivery" line item. How should CLIN 0026 be priced given this instruction?
The offeror may use their discretion and add the cost of freight to line item 0026 if most appropriate. Overall, freight alone should NOT be it s own line item.
Logo Placement on Pants: Where should the embroidered logo be placed on the Tactical Pants (CLIN 0015/0016)? Placement is specified for chest-panel garments but not for these items.
The logo will go on the right rear.
Fabric for CLIN 0007: The Salient Characteristics document lists both "100% cotton" and "cotton/polyester blend" for the Oxford Short Sleeve Work Shirt. Which is correct?
Cotton/polyester blend is correct; 88%Cotton 12%Nylon is preferred but not mandatory
Samples: Are physical garment samples required with the quote, or only upon request after award?
No pre-award samples are required as there is insufficient time to send, receive, and evaluate those samples. However, the station team may request samples after award of contract but this would be requested in the post-award meeting between the offeror awarded the contract and the station team. No samples should be sent to the station during the solicitation period.
CLINs 0025 and 0026 Pricing: Both are listed with a unit of measure of "JB." Does this mean a single lump-sum price covering the full order for each, or should we interpret this differently?
The Government is unable to anticipate exactly how many jobs the offeror will complete in order to complete the overall goal of embroidery of all required items. Therefore, the simplest method was to list 1 job . The offeror should list the total amount they anticipate for completing the overall embroidery services, etc.
OEM Status: Refined Textile Industries arranges manufacturing through a contracted production partner rather than owning the facility directly. Does this qualify as OEM for the Volume V Authorized Distributor Letter requirement, or is that letter still required?
The OEM would be the entity that manufactures the items. If some of the items are obtained through one manufacturer and then some other items through another manufacturer, the offeror is required to provide a letter from each manufacturer stating that the offeror is authorized to distribute/sell those items to the Government. If in doubt, I would recommend obtaining that letter as a precaution and providing it in your quote package since I am unable to accept additional documentation after the quote deadline passes. It is better to provide more information than less.
Delivery Structure: Will all quantities be delivered at once upon completion, or will the VA issue phased delivery orders over the contract term?
The intent is to receive all items at the same time. However, scheduling/timelines may be discussed during the post-award meeting with the final selected offeror. Overall, offerors should plan to provide all items within a reasonable window of time if all items cannot be provided on the same day. Delays between multiple deliveries across several months should not occur. If that is not possible, the offeror should note in the delivery/lead time information what they anticipate happening and/or anticipated delays, etc.
Fire-Retardant Items (CLINs 0009 and 0020): CLINs 0009 (long-sleeve FR shirts) and 0020 (FR work dungarees) require fire-retardant workwear. Given that FAR 52.219-33 (Non-Manufacturer Rule) is incorporated in this solicitation, please confirm: (a) whether the government has verified that a class waiver exists for fire-retardant clothing under PSC 8415 / NAICS 315210; or (b) whether offerors are expected to source FR items exclusively from small business manufacturers.
No NMR waiver exists for 315210. Also, this requirement is anticipated to be below the SAT ($350K) and is set-aside for small business. As a result, this requirement is not limited by NMR or LOS.
Authorized Distributor Letter (VAAR 852.212-71(c)): If an offeror is sourcing all 26 line items through a single authorized uniform distributor that holds manufacturer authorization agreements, is a single consolidated authorization letter from that distributor sufficient or are individual manufacturer-specific letters required for each brand quoted?
A letter from each manufacturer should be provided. However, if the offeror wants to combine them into one PDF, that may be sufficient. Overall, we need documentation from each manufacturer stating the offeror is authorized to provide their items to the Government.
CLIN 0025 Embroidery Pricing: Should CLIN 0025 (Embroidery Services 1 JB) represent the total embroidery cost for all garments requiring logos and/or EVS embroidery across all CLINs? Or should embroidery costs be embedded within each individual garment unit price?
Yes. The overall costs of embroidery should be in line item 0025 although we understand that a number of mini jobs will be completed in order to complete the overall service for all items needing embroidery.
Delivery Lead Time Expectation: Is there a maximum acceptable delivery lead time specified for this order? The solicitation requests that offerors state their lead time but does not appear to state a government-required delivery date. Please advise if a specific delivery window is required after contract award.
Each offeror will be evaluated by the evaluation factors listed. Shorter delivery/lead times would generally be considered more beneficial to the Government although we have not specified an exact need by date since we understand there are a number variables that may limit different vendors and their capabilities. Timelines and expectations will be fully discussed with the awarded vendor after the contract has been awarded. Offerors are strongly encouraged to provide the most accurate delivery/lead time information possible so that the Government may make an informed decision between all offerors.
Does the spreadsheet want us to put pricing for embroidery and the shirts together when it says "Logo Only" and "Both" ?
The spreadsheet should have the cost of the item/shirt/pants in it s respective line and then all costs for the embroidery services under line item 0025. They should not be bundled together if possible. However, if it is too difficult to separate out the cost of embroidery from the cost of the item, then offerors may include the cost of each item in with the line item for the actual item and leave line item #0025 at $0.00 but they do need to acknowledge that they will be providing those services. Partial quote for just the items without the embroidery is NOT acceptable.
Do you accept different colors and weaves for the women's robes Line item 0024?
Yes, different colors are ok if they are neutral color.
Our manufacturers don't require permission as they're all "open-line" brands. Do we still have to get a verifying letter?
Yes. A letter or copy of an email from the manufacturer should be provided.
Authorized Distributor Letter: The RFQ requires a letter from the OEM under VAAR 852.212-71(c). Because the 26 line items span diverse categories (including fire-retardant shirts and dungarees) that few single manufacturers cover completely, we will be quoting products from multiple sources. Will the Government accept individual authorization letters from each manufacturer represented, rather than a single letter?
An authorization letter must be provided from each manufacturer whose items are included in the quote.
All-or-Nothing Award: Given that the award will be made on an all-or-nothing basis, may an offeror satisfy the technical requirements by quoting "equal" products from different manufacturers across the line items, provided each meets the salient characteristics?
Items will be considered if they meet all salient characteristics. No brand names were provided so all items that meet the salient characteristics are considered equal to another.
Embroidery and Service Contract Labor Standards: FAR 52.222-41 is incorporated. Does a wage determination apply to line item 0025 (Embroidery Services)? If so, could the applicable wage determination be provided?
A wage determination is not required for this solicitation. The service would be for a completed product to be delivered to the Government.
Delivery: Line item 0026 covers delivery as a job lot, but the instructions also state that freight should be included in the price of CLIN 0001 and not shown as a separate line item. Could you please clarify how offerors should structure freight pricing given these two instructions?
Freight can be incorporated into each line item or may be included in the delivery line item. Overall, offerors should not add a new line item for just freight . They may use their discretion on how best to incorporate any freight costs as appropriate.
Sizing: Does the attached Uniform Line Items spreadsheet contain the complete size breakdown for every line item, or will the final size distribution be provided after the award is made?
Although it is possible there might be some minor changes after award of contract, offerors should build their quotes based on the quantities and sizes provided in the solicitation. We do not anticipate any significant changes to what has been provided.
Line item #0004 (long sleeve UV shirts) has a salient characteristic that it must have enhanced visibility shirt color although the preferred color is light blue. Please clarify.
The station team has agreed the enhanced visibility shirt color can be removed from the characteristics and the color should be updated to LIGHT GRAY instead of light blue.
Regarding embroidery, does the embroidery charge need to be listed separately, or can we include the decoration cost within the price of each apparel item?
The offeror may add the cost of embroidery to each apparel item if this is the easiest method. This would mean the embroidery services line item would be $0.00. Thus, the offeror should ensure they are very clear in their proposal that embroidery will be provided. Otherwise, it may be difficult during evaluations to know if the offeror is only intending to provide the apparel without the embroidery.
I also wanted to confirm whether there are any specific or preferred name brands required for the apparel, or if comparable products that meet the specifications are acceptable.
No brands have been indicated in order to allow as much fair competition as possible.
Could you elaborate a little more on what you are looking for with the kitchen shirts and overalls? Any additional details regarding the preferred style, material, fit, or other specifications would be very helpful in making sure we quote the appropriate products.
The salient characteristics provided in the Salient Characteristics_ document were generated for each line item group. If there is something in particular that is unclear, please specify what information is needed.
The solicitation states a total of 3,388 garments; however, the quantities listed for CLINs 0001 0024 appear to total 3,288 garments. Please confirm the correct total quantity and advise whether any individual CLIN quantity should be increased by 100 units.
3,288 is correct. The spreadsheet should be referenced for the quotes.
For CLIN 0016, the stated size range is 30 50, but the detailed quantity schedule ends at size 48. Please confirm whether any size-50 trousers are required.
Only up to 48 required since the quantities only go up to 48 . Spreadsheet shall be updated.
For an authorized reseller offering products manufactured by multiple OEMs, does Volume V require an OEM authorization letter or equivalent documentation from each manufacturer represented in the quotation?
Yes. There must be a letter from each manufacturer
Please confirm whether FAR 52.219-33, Nonmanufacturer Rule, applies to this acquisition.
This is under SAT ($350K) and set-aside to general small businesses. Therefore, we do not require offerors to provide items from only small business manufacturers.
The pricing schedule contains CLIN 0026 for Delivery; however, the solicitation directs freight to be included in CLIN 0001 rather than priced as a separate line item. Please advise what offerors should enter for CLIN 0026.
Offerors may lump costs for freight into the delivery line item is this is most convenient. Overall, freight just shouldn t be it s own line item.
Should embroidery costs be entered as a single total under CLIN 0025, or incorporated into the individual unit prices for each decorated garment?
Embroidery costs may be incorporated into each line item if that is easiest for the offeror.
You have many items with 2XL to 4XL quantities. Those sizes are typically $3-$4 more than S-XL. Your spreadsheet doesn t allow a breakdown by size. The spreadsheet does allow me to add line items, but I wanted to verify if that is ok prior to submitting our bid.
Offerors are able to modify the line items table as they see fit as needed. If subline items are needed then there is no issue with that modification. We just ask that offerors follow the line items table as much as possible to make it easier to evaluate/compare quotes across the board as standardized as possible.
Can one offeror submit more than one bid? One with made in the USA apparel and another with more cost-effective/popular brands, please verify if that is ok.
Offerors are absolutely welcome to submit more than one quote package. Please just ensure that your email has just one quote and then send another with your other quote so that things don t get mixed up.
Was this a previous contract and can you provide any details for that contract?
No known previous contract. Station has had their uniforms for quite some time and these will be additional and replacements.
What previous brands of apparel were used for previous contracts?
Unknown.
Is this a one time purchase or are purchases made throughout the year? Is there an average amount of apparel purchased for each order if multiple purchases are made?
One-time purchase to be delivered in one period of time.
What is the base period of performance, and how does the Option to Extend Services (FAR 52.217-8, up to 6 months) apply to what appears to be a one-time supply order rather than a recurring service?
Period of performance to be determined for contract based upon information provided by offeror who is selected. FAR 52.217-8 is included in case an extension to the end period of performance needs to be executed during the project.
Is there an existing list of foreign articles the Contracting Officer treats as domestic for Buy American Certificate purposes (referenced in paragraph (c) of clause 52.225-2)?
No known apparel that is made by a foreign business may be treated as a domestic product for this requirement. Offerors are strongly encouraged to provide ALL domestic items if possible.
Will any weight or credit be given to SDVOSB/VOSB status in the evaluation, even though this is a general small-business set-aside rather than an SDVOSB set-aside?
SD/VOSBs do not receive extra credit during the evaluation phase. Depending on the circumstances, some considerations may be given based on guidance in FAR 25.106 but nothing can be guaranteed. The evaluations will heavily depend on all components of the quote packages.
What is the projected date of the first order?
The station would prefer to have these items ASAP but the actual period of performance will depend on the realistic capabilities of the awarded offeror.
What is your preferred turnaround time?
Unable to specify. Sooner is better but offeror must provide realistic estimated timelines in their quote packages as these will be compared across offers in addition to other evaluation factors.
Are there any countries that are not approved for manufacture?
Please review the Federal Acquisition Regulation (FAR) for information on countries for manufacture. All offerors are strongly encouraged to provide ALL domestic products if possible. Other foreign countries that are part of the World Trade Organization Government Procurement Agreement (WTO GPA) may be considered for this requirement but there are obstacles to awarding to an offeror with foreign items since BAA applies, not TAA for this requirement.
What criteria is used to determine if a foreign made product is acceptable?
Please review FAR 25.101 regarding composition of items
The uniform line item spreadsheet has a row to list embroidery and delivery in rows 32-33? Can you describe the purpose of those rows? Are we too include the price of embroidery and delivery for each Line Item or do we enter in rows 32-33
You might be referring the number of spreadsheet. However, be sure to instead reference the line item # - embroidery and delivery services are line items # 0025 and 0026. Offerors may just their best judgement in either including the cost of embroidery and delivery into each apparel line item OR using line items 0025 and 0026 to combine the cost of each service. Overall, some offerors might find it easier to simply list the cost of the apparel and then provide the total cost to embroider in line item #0025, etc.
Manufacturing Location / Country of Origin: We noticed that this solicitation specifically references the Buy American Act rather than the Trade Agreements Act. Would products manufactured in other foreign countries still be acceptable for this requirement, provided we properly disclose the country of origin on the Buy American Certificate? Are there any limitations or evaluation disadvantages we should be aware of for foreign-made products?
Foreign items may still be considered for this requirement. However, preference may be given to offerors who provide quotes with ALL domestic items. Please note, FAR 25.106 gives more information on how domestic and foreign quotes are evaluated. If an offeror s quote with foreign items is selected, a major obstacle to award would be obtaining a Buy American non-availability waiver. The Contracting Officer for this solicitation would be required to generate a number of documents in which the Made in America Office is required to review and may or may not approve. This process can take a substantial amount of additional time before award if an award is possible. Again, in accordance with the Buy American Act, offerors are strongly encouraged to provide quotes with ALL domestic items but quotes with foreign items will not be disqualified simply on the premise that the items are foreign.
Branding: Is there any required manufacturer or brand for the garments, or would we be permitted to supply the products under our own in-house brand, Vaughn Armor? Alternatively, would unbranded/generic garments be acceptable as long as they meet all required specifications and include the required VA embroidery?
No brand is specified. All items will be considered as long as they meet all salient characteristics
Product Specifications / Tech Packs: Will the VA be providing exact technical packages, construction drawings, or reference samples for the garments, or is compliance based solely on meeting or exceeding the salient characteristics provided with the solicitation? In other words, if our products meet all stated material, construction, performance, sizing, and testing requirements, would they be considered technically acceptable even if our internal patterns and construction methods differ?
No technical packages or construction drawings since this requirement is not for a construction project. No samples will be accepted during the solicitation phase. However, the final selected offeror for award may be asked to send samples after receipt of award so that the station team may verify the material.
Unless specific internal patterns and construction methods are specified in the salient characteristics and/or line items spreadsheet all items will be considered as long as they meet all salient characteristics.
The following questions have been asked but are pending more information from the station team. Once this information is available, another amendment will be posted on SAM.gov with the information:
For CLIN 0007, the line-item spreadsheet specifies sizes S 4XL, while the Salient Characteristics specify S 3XL. Please confirm the required size range.
*Pending station team response*
For CLIN 0015, the line-item schedule includes twelve tactical pants in waist size 50, while the Salient Characteristics indicate availability through size 48. Please confirm whether size 50 is required.
*Pending station team response*
For CLINs 0011 0014, is the chest pocket a mandatory salient characteristic, or would an otherwise compliant snag-resistant dry-mesh/mini-pique polo with breathable side panels and no chest pocket be considered acceptable?
*Pending station team response*
For CLINs 0017 0019, will equivalent industrial cargo pants be accepted if the specified construction is not commercially available through waist size 60? For CLIN 0017, would a comparable medium or light green shade be acceptable if Moss Green is unavailable in a compliant garment?
*Pending station team response*
Embroidery Method: The solicitation specifies that the applicable garments are to include an embroidered logo. Given the size and stitch density of the specified logo, we have concerns that direct machine embroidery on certain of the lighter-weight garments could result in excessive needle perforation and potentially compromise the integrity of the fabric. Would a heat-applied embroidered patch, securely applied to the garment, be considered an acceptable method of satisfying the embroidery requirement? If so, are there any specific requirements regarding the patch construction, attachment method, or appearance that must be met?
*Pending station team response*
Please clarify the embroidery requirements, including finished logo dimensions, placement, thread colors, approximate stitch count, whether production-ready embroidery files will be provided, and the meaning of Both and E.V.S. script (two) in the line-item schedule.
*Pending station team response*
I was reaching out to see if you can provide us with a vector file (or other high quality) file of the logo for the apparel needed. We need to confirm the stitch count for the embroidery to quote accurately.
*Pending station team response*
Can you please verify the font to be used for the logo as well as the E.V.S.
*Pending station team response*
