This amendment answers the following vendor questions submitted up to this date and provides additional updates:
Is a conceptual, scaled warehouse layout (with dimensions and functional areas) acceptable at quote submission, or do you require a final as built drawing tied to a specific address?
Govt. Response: A conceptual, scaled warehouse layout is acceptable.
Is the within 30 minutes driving distance requirement a strict maximum, or will facilities slightly beyond 30 minutes be considered if delivery standards are met?
Govt. Response: It is not a strict maximum. Facilities slightly beyond 30 minutes is allowable for submission; however, the closer the facility is to support our main hospital, the more favorable it will be considered in evaluation.
For the 1,000 sq ft secure IT storage area, are there any specific construction requirements (solid room vs. cage, door type, cameras), or is the configuration contractor determined so long as it meets the double lock access requirement?
Govt. Response: 1,000 sq ft secure IT Storage needs to meet double-lock secured requirement. No, there are no specific construction requirements. It can be met by using a cage or a room.
Must the approximately 1,000 sq ft office/break area be dedicated exclusively to Government personnel, or can it be shared with contractor staff if access and privacy are maintained?
Govt. Response: Approx. 1,000 sq office/break area is considered shared space. Capacity for privacy would be more favorable in the government s evaluation.
Is the up to 20 pallets daily receiving/processing figure a hard capacity requirement, or an estimate of current demand that may vary?
Govt. Response: up to 20 pallets daily is an estimate based on current and past demand. Note: Current on-hand pallet count has increased to 400 from solicitation number of 340.
Can you provide historical or estimated annual frequency of emergency deliveries (within four hours) to inform staffing and pricing assumptions?
Govt. Response: No, as this is a new requirement and there is no historical data to look to.
What expectations does the Government have for will call orders regarding hours of availability, notification lead time, and maximum wait times for pickups?
Govt. Response: The Government will be the initiator for any will-call orders that are in support of the Main Campus facility. Government doesn t anticipate nor expect Vendor to initiate and therefore respond to any will-call orders on behalf of the Government.
What file formats or templates does the Government prefer for the daily, weekly, monthly, and quarterly reports (e.g., Excel, PDF, CSV)?
Govt. Response: Posted file types and templates are acceptable to the Government, e.g. MS Office extensions, as well as PDF.
Will the Government provide a detailed itemized list of racks, dunnage, equipment, and supplies to be relocated from 1700 Mellwood Ave, and is Attachment A intended to be the complete move inventory?
Govt. Response: A finalized list of items for relocation can be provided post-award. The posted list in the solicitation notice as well as the attachment provide the best rough order of magnitude of items to be moved. Although, the pallet count has increased from 340 to 400 as of the solicitation notice. A count of racks and dunnage are not currently available.
Are there any specific time of day, day of week, or access restrictions at the Mellwood warehouse that should be considered in the relocation plan?
Govt. Response: Relocation from the Mellwood warehouse is expected to only happen during regular government workday and hours. Work is not expected to be during holidays and weekends.
Will warehouse inspections for evaluation occur prior to award, and must the proposed facility be under lease at the time of inspection?
Govt. Response: Yes, warehouse inspection for evaluation will occur prior to award. No, the proposed facility does not have to be under lease at the time of inspection. A contingent lease letter or equivalent is required with the offer submission to ensure no surprises when government seeks to physically look at potential new warehouse site.
Is proposing a facility under a contingent lease (effective upon award) acceptable, provided the facility meets all PWS requirements?
Govt. Response: Yes.
For the one page past performance examples, may offerors include brief performance metrics and narrative, or do you prefer a strictly factual, bullet style format?
Govt. Response: A strictly factual, bullet style format is preferred.
Should the offeror s quality assurance plan (QAP) mirror the QASP objectives and metrics, or may it use an internal QA structure as long as it supports the stated performance standards?
Govt. Response: The QASP is the government s enforcement and verification tool, while the QAP is the contractor s self-assurance framework. The Offeror may use its own internal quality management framework, provided it demonstrates how it meets or exceeds the performance standards and surveillance objectives identified in the QASP.
Are there any known budget constraints or anticipated changes to the warehouse strategy beyond August 2027 that offerors should consider when pricing option years?
Govt. Response: No known budget constraints. However, operational tempo will likely increase as future plans for activating additional locations supported by the warehouse and main campus are planned to occur necessitating the operational need to for staging and holding of additional material exceeding what is currently being housed.
Are there any requirements of separation for the Historical Medical Records?Â
Govt. Response: We don t believe there are any requirements other than maintaining security of PHI.
Are items in the warehouse inventoried by item or by department?
Govt. Response: By Department.
What is the current flow/cycle rate of items into/outflow, such as Daily or Weekly?Â
Govt. Response: Minimal, yet we anticipate increased tempo in the future due to New Facility Activation as well as planned CBOC replacements.
What is the plan for use of Gov t/VA Owned equipment?
Can it be used by Contractor?
Any liability for use?
Govt. Response: VA Owned equipment would be used at the new Facility only by government employees that will be on site. Gov t. equipment will not be used by the contractor to minimize liability for its use.
What is the order cycling?Â
Govt. Response: Currently, Items received in and replaced to include potentially the number of deliveries in a day to the facility are:
Daily infrequent (<2); Weekly <10
During High Operational tempo periods, such as an Activation of a Service or CBOC
Daily 4-6 Deliveries/Pulls; Weekly >10-15
Regardless of Operational Tempo (such as the Lull at this time or During Activations) the Majority of Deliveries and Pulls from the Warehouse are Scheduled. It s a rare occasion when a delivery happens on short or no notice. Any items pulled from the Warehouse will be coordinated unless it s an Urgent/Emergent Requirement.
What type of products / pallets are in the inventory?
Govt. Response: General breakdown is in the Solicitation document.
What is the current Inventory/Security System? What is required?Â
Govt. Response: Gov t uses SC Logic to bring items into the Main Site warehouse and is in use at the Mellwood site as well. Further details on the security system will be discussed with the awarded vendor.
How is the current inventory set up?
Govt. Response: Pallets are organized using Location Codes IAW TG-90-1; Additionally broken down by Department.
What is the Transition Plan post-Award?
Govt. Response: Gov t expects transition plans to begin as soon as possible as described within solicitation notice. Specific details on the transition plan will be discussed with the awarded vendor.
FAR 52.212-2 UPDATE: Add to Section (b) Evaluation Approach. a. Technical:
Contingent Lease agreement or equivalent document.
Attachment(s):
TG-90-1
Offer Due Date & Time UPDATE: The hour and date specified for receipt of offers is extended to Friday, 11:00am (Eastern Time), 7/24/2026.
Site Visit UPDATE: Timothy Hale will not be available during this extended solicitation period. Pre-schedule and coordinate site visit with either:
Paul Watts, paul.watts@va.gov, or
Richard Lowenstein, Richard.Lowenstein@va.gov
Both can be reached by phone: (502) 287-4000 ext 56235
No unannounced or unscheduled site visit is permitted. Site visit should be completed no later than three business days before the offer due date & time.
Questions & Concerns
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below no later than two business days before the Offer due date & time. No oral or telephonic questions will be entertained/accepted.
NOTICE: Except as provided herein, all terms and conditions referenced in the solicitation 36C24926Q0293, until now, remain unchanged and in full force and effect.
