1240LS25Q011 Blackrock Ranger District Janitorial Combined Synopsis_RFQ Amendment 001 SF30.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

Q & A

Q: Do I just need to submit a quote? Or do I need to submit everything on pages 32-34?

A: Both. Please pay particular attention to section xviii which outlines what is required to be submitted with your quote.

Q: Attachment B is that a document the Prime will be responsible for completing? Or does the COR just complete that?

A: The COR fills out this inspection sheet, but the onsite janitor is welcome to use it to aid in quality assurance of their work.

Q: Once I do obtain a quote, does the quote need to be good for 90 days?

A: Vendors should specify the length of time their quote is good for and include that in their response to this opportunity.

Q: If awarded, is the payment issued after the work is completed?

A: Yes, invoices for the previous month’s work should be submitted at IPP.gov during the following month.

Q: Once the work is completed, is payment issued on a net 30?

A: Yes, by law the government has 30 days after approval of a proper invoice to disburse the payment to the contractor.

Q: Is this a brand new contract or is there an incumbent?

A: The incumbent is Reliance Contractors.

Q: What is the previous contract number?

A: 1202NV20P0005.

Q: Are there specific areas or tasks within the scope of work that have been particularly challenging for previous contractors?

A: None Noted.

Q: Are there any seasonal or event-based fluctuations in cleaning needs (e.g., increased traffic during specific months)?

A: No event-based fluctuations. However, each season provides for varying amounts of foot traffic affecting floors.

Spring and Summer bring dust, dirt, mud, and rocks onto the floors in greater quantities. Fall and Winter tend to see more standing puddled water especially around entryways. This has not caused any issues in the past. This is just something to be aware of.

Q: What is the protocol for reporting or replacing non-functional GFP?

A: The onsite janitor and /or contractor should inform the COR and onsite technical monitor of non-functional GFP via a method acceptable to the contractor, COR, and technical monitor with a follow up email.

Q: What are the most common deficiencies identified during inspections, and how can they be avoided?

A: Nothing noted.

Q: Are there specific performance metrics or areas where contractors typically struggle to meet AQLs?

A: Nothing noted.

Q: Will there be opportunities for real-time feedback or mid-contract performance reviews to address concerns?

A: Per the QASP, concerns will be documented on Attachment C – Quality Assurance Checklist – Customer Complaint Form and provided to the onsite janitor after inspection by the COR or technical monitor.

Q: Will the contractor have access to customer feedback collected to evaluate?

A: Customer feedback will be provided to the onsite janitor and Contractor via Attachment C – Quality Assurance Checklist – Customer Complain Form.

Q: What is the process for addressing customer complaints or requests?

A: Forest service inspectors will document deficiencies on Attachment C and provide this information to the onsite janitor by posting near the janitorial equipment. If further clarification/discussion is required, the COR and onsite janitor should have a conversation. If this does not fully address the complaint, then the issue may be elevated to the Contractor and Contracting Officer.

Q: Are there specific templates or formats required for documenting quality control measures and training compliance?

A: No, there are no required templates or formats, however, the onsite janitor may use any of the attachments in the solicitation to aid in quality control.

Q: What is the expected frequency and format for submitting quality control reports?

A: Quality control reports are only submitted when deficiencies are noted.

Q: Are there additional training courses or certifications required beyond those listed in the solicitation?

A: No. However, once the onsite janitor begins the background check process, the Mandatory Contractor Training will be required.

Q: How will changes to the QASP or scope of work be communicated to the contractor?

A: It depends on the type of change. Some changes may require a modification while others will not. Either way, any changes will be communicated to the contractor and followed up with an email.

Q: Is there a process for suggesting modifications to the QASP during the performance period?

A: Any concerns the contractor may have about the QASP process during the performance period should be communicated to the COR.

Q: What are the most common causes for non-performance penalties, and how can contractors avoid these issues?

A: Vendors are highly encouraged to communicate with the COR, in a timely manner, where work cannot be completed due to outlying factors such as weather or other scheduling issues.

Q: Are there opportunities to remedy deficiencies before penalties are imposed?

A: There should be opportunity to remedy deficiencies before imposition of penalties. Communication between the vendor and COR or Technical Representative can avoid an escalation of relatively small issues.

Q: How often are invoices processed, and what documentation is required for approval?

A: Invoices should be submitted at IPP.gov once monthly for work completed in the previous month.

Contractors are welcome to upload their own invoice to IPP, but this is not required.

For approval the IPP invoice must be proper. A proper invoice includes:

-Correct contract number.

-Correct monthly amount.

-Correct period of performance.

Q: Are there specific criteria for withholding payments if performance deficiencies are identified?

A: If performance deficiencies are identified and not corrected in a timely manner, the COR and CO will discuss the situation with the contractor and may reject an invoice until it is properly submitted.

Example: Janitor does not clean one day and does not make up that day, then the invoice amount for that month should reflect the amount for work actually performed under the contract.

Q: Will the government provide on-site storage for the contractor’s cleaning supplies and equipment?

A: Yes

Q: Are there any lessons learned or best practices from previous contractors transitioning into this role?

A: The location of services is considered remote. The offices being cleaned are 45 miles north of Jackson, WY, and 45 miles west of Dubois, WY. The location is prone to closed road access during winter weather events and slow traffic due to increased local National Park traffic during summer months.

Q: How will the handover process work if the contract is extended for optional years or if a new contractor is selected?

A: The Government will facilitate providing GFP to the successful contractor from this solicitation. There should be no need for a handover process during extension of the contract for option years.

This amendment also answers questions about this solicitation. Return a signed copy of this amendment with your quote.

1749 West 500 South Salt Lake City, UT 84104

1749 West 500 South Salt Lake City, UT 84104