Amendment_17-223-SOL-00021_-_0001_Draft_signed_(2).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

Regina R. Williams

The purpose of the amendment is to:

1. Provide responses/clarification to questions resulting from the subject request for quotation (RFP) specifications, the pre-proposal conference (June 13, 2017) and the non-public document review (June 13, 2017); and

2. Provide a Pre-proposal Conference Overview: summary document, sign in sheets and agenda.

*Attachments: 1 - Questions & Answers, 2 - Pre-proposal Conference Summary Document, 3 - Sign In Sheets, and 4 – Pre-proposal Conference Agenda.

FDA/OO/OFBA/OAGS/DAP

OAGS - ACQUISITION SERVICES

3900 NCTR ROAD

JEFFERSON AR 72079

ALL PROSPECTIVE OFFEROR'S

FDA/OO/OFBA/OAGS/DAP

OAGS - ACQUISITION SERVICES

ATTN: JENNIFER L. JOHNSON

3900 NCTR ROAD

JEFFERSON AR 72079

1177018

17-223-SOL-00021

1 10

06/23/2017

06/23/2017 Regina R. Williams -S Digitally signed by Regina R. Williams -S

DN: c=US, o=U.S. Government, ou=HHS, ou=FDA, ou=People, 0.9.2342.19200300.100.1.1=1300154662, cn=Regina R. Williams -S Date: 2017.06.23 11:26:52 -05'00'

This RFP will not be extended. No other questions will be entertained.

Attachment 1 ‐ Questions & Answers

17‐223‐SOL‐00021/0001

Armed Security Guard Services

1. PWS, section XVI, Firearms, page 13: states contractor will use Government issued firearms. There is no mention of the ammunition type. Is there a specific type of ammunition required (Hollow

Point, FMJ) and a grain designation?

Answer: No.

2. PWS, XVII Security Guard Qualifications, ©, physical ability, page 1: states use a baton, handcuffs, or firearm proficiently. Are these items required to be carried by the Officers? There is no list of required equipment.

Answer: Not at this time but it could be required if the threat level is raised.

3. PWS section XVII, Security Guard Qualifications, (b), Medical Requirements page 14: States all contract employees will receive a physical from the Jefferson Lab contract physician. Is this physical conducted during duty hours? If not, how long does the process take?

Answer: It is conducted during duty hours at the on‐site Occupational Health Unit. The physical process takes approximately 90 minutes and is conducted in 3 separate appointments.

4. PWS, section XVII, Security Guard Qualifications, Firearms Qualifications €: States that security guards will qualify annually in the use of firearms in accordance with the requirements of Arkansas

Code 17‐40‐101‐17‐40‐353. Is this the only weapons qualification required? NOTE: Exhibit‐1, State of Arkansas 90th General Assembly Act 393 provided is not the current version of the state requirements.

Answer: Section 10, Act 393‐ASP Revised Rules Dec 13, 2016. Pistol Qualification is the only weapons qualification required at this time.

Act 393 of 2015 adopted by the Arkansas General Assembly repealed and replaced several provisions of

A.C.A. §17‐39‐101 et seq. and §17‐40‐101 et seq. These changes prompted Act 393 – ASP Revised

Rules, December 13, 2016; (Department of Arkansas Police Rules for Licensing and Regulation of

Private Investigators, Private Security Agencies, Alarm Systems Companies, Polygraph Examiners, and Voice Stress Analysis Examiners).

Act 393 – ASP Revised Rules; December 13, 2016 has been added as an exhibit to the subject RFP as

“Exhibit – 2 to Attachment J1 (Act 393 – ASP Revised Rules December 13, 2016).”

5. Solicitation, Credentials and Staffing, para 4 on page 67: Has a list of required information concerning the guards to include Date of Commission/Expiration, Date of last Qualification, Employment Status, etc.: Some of this information is only obtainable by the current contractor. Can the Government or current contractor provide this information? It is our intention to hire the incumbent workforce on this contract.

Answer: Yes. Please see Attachment – J5 Personnel Seniority List. Additional information will be provided to the successful vendor at the time of award.

6. PWS, section XI, page 10: states Security Guards shall provide assistance when accidents/injuries occur, especially outside normal working hours. Does this imply that guards will be CPR/First

Aid/AED certified?

Answer: No. They will comfort and assist to the best of their ability i.e. call for an ambulance.

7. Firing Range: Is there a range on site that contractors may utilize?

8. Government is providing the Beretta 9mm (4) handguns. Per "393" Act for Armed Commission Officers in the State of Arkansas authorized the use of 9mm or .40cal handguns as long as you qualify with weapon. My Question can the Contractor be authorized to provide the weapons for the operations rather than the government and if so can we carry the Glock 22 .40 caliber handgun. Our agency has Glock .40 caliber in stock.

Answer: Yes. The government will take possession of our weapons if the company prefers to utilize their own.

9. Ammo is the Government supplying the ammo for the weapons?

Answer: No, the contractor will provide the ammunition.

10. Government listed items that will be supplied. Who supplies the Ballistic Vests, Gun Holsters, and Radio Holder is this the Contractor or Government?

Answer: Government supplies the holsters for government pistols. The company will provide their own holsters if they choose to utilize their own pistols. Radios are equipped with a clip and no holster is utilized. Ballistic vests are not furnished.

11. What is the number of patrol vehicles for the operation? Confirm the Government is supplying the vehicle and fuel for operations or contractor?

Answer: The contractor furnishes their own vehicle(s) and fuel.

12. Who is the Incumbent Contractor Answer: DRS Services, Inc.

13. Is there a Union or CPA?

14. Current our agency has (7) US Government contracts that allow our agency to bill out for services rendered in the arrears (2) twice a month on the 1st & 15th to be in compliance with US Labor Board. Specifically, the 1st (16th‐31st) and the 15th (1st‐15th). This allows our agency to be in compliance with the US Labor Board with paying semi‐monthly at a minimum. Question: can you allow the contractor to bill out in the arrears for services rendered on the 1st & 15th. This is crucial to our operations.

Answer: The resulting contract payment terms: net 15 days after government acceptance of the service. Payment shall not be made more frequently than monthly in arrears.

15. Based up the "393" Act. If the Incumbent Company cancels the licenses for the guards upon notification, there licenses are invalid at that time and effective immediately, so if we are to hire the Incumbents under the First Right to Refusal, we will need time to process them for new certification under our license and training. Question: How much notification with the Award Process will you be giving, so that we can have time for the start up and transition?

Answer: 30 days.

16. Can you confirm the start date is it 9/15 or is it 9/1?

Answer: The starting date of the resulting contract is September 15, 2017.

17. If it closes on the 6/30 how long is your review process before you give Notification to Proceed?

Answer: The anticipated award date is August 1‐15, 2017.

18. Question for the Part 1 ‐ Business; If we are currently already registered in SAM.gov within the last year do you still want the Reps & Certs to be in the package?

Answer: Everything shall be provided per the RFP specifications. The representations & certifications shall be included in each vendor’s proposal packet. The Government is not responsible for locating or securing any information which is not identified in the proposal.

19. The RFP does specify Ballistic Vest as part of the duty equipment. With this being a Armed Security

Operations are you requiring the Guard staff to have Ballistic Vest?

Answer: Not at this time but it could be required if the threat level is raised.

20. With the time frame of getting the new guards & incumbent staff re qualified and license with the

State of Arkansas will take a total of 2‐3 weeks after we complete our 3‐Day Training Course. In order to have Transition time for licensing and interviews it will take at least 3 weeks for an effective

Transition to include badging & credentials. Question: How much time will the government give the

Notice of Award so that we can start the Transition to assure all guards are re‐certified in license in time prior to start up.

Answer: 30 days.

21. Is the current site manager working as one of the (13) guard positions or is he included in the current staffing?

Answer: The positions are outlined in the PWS. The contractor may or may not choose to include this position in their staffing.

22. The request for J‐6 Past Performance is for our Past Performance clients / customers. Why is it necessary for the J‐7 Authorization Letter to be submitted if you are getting full details with the J‐6

PP Form? This appears to be redundant.

Answer: The J‐7 Authorization Letter is required to be submitted with the J‐6 Past Performance

Form to confirm the “Interested Vendor” gave the Past Performance clients/customers authorization to provide information to our agency.

23. Occupant Emergency Plan: This is not reference in the plan to actions in the event of workplace violence/active shooter response. Is there any role for security officers in these circumstances? Is any special training or preparation required?

Answer: Active shooter training is required, stated in PWS, but a response plan is not in place at this time. FDA is in the process of implementing a plan/guidance.

24. PWS Patrol Requirements: Are any guard tour/tour tracking systems used/required to monitor officer vehicle or foot patrols?

Answer: Radio contact is maintained and documented at the main security desk in building #21.

25. Post Orders. Are the Post Orders/instructions for security officers the property of FDA/NCTR, or the incumbent security contractor? Will they be passed to any successor contractor during transition?

Answer: These are property of the FDA/NCTR. All logs are entered electronically and saved to the

FDA network. These logs will not be passed on during transition.

Attachment 2 ‐ Pre‐Proposal Conference Summary

Request for Proposals

17‐223‐SOL‐00021

June 13, 2017

Government Employee Representatives:

Jennifer Johnson, Contract Specialist

Elvin Sprankle, Contracting Officer Representative (COR)

The attendees list is attached as “ Attachment 3 ‐ Sign In Sheet”.

Mrs. Jennifer Johnson, Contract Specialist for the Request for Proposals (RFP), convened the meeting at

9:10 am and asked the Vendor representatives to introduce themselves.

The agenda is attached as “ Attachment 4 – Preproposal Conference Agenda

Ms. Johnson then addressed:

1. General Information of the RFP.

2. Contracting Officer – Regina Williams duties.

3. Contracting Specialist – Jennifer Johnson duties.

4. Contracting Officer Representative – Elvin Sprankle duties.

Mrs. Johnson placed emphasis on the following:

1. Solicitation Issuance Date ‐ The request for quotation was issued May 31, 2017.

2. Pre‐Proposal Conference/Non‐Public Document Review Date – The conference and review were held June 13, 2017 at 9:00 am, cst.

3. Question Submission Deadline Date – The cutoff date and time for questions is June 15, 2017 at 4:00 pm, cst.

4. Proposal Due Date ‐ Proposals are due no later than June 30, 2017 at 12:00 pm, cst. Mrs. Johnson is prohibited from accepting a proposal after the closing date. Offerors may submit proposals before the closing date.

5. Government Review of Proposals/ Evaluations – The anticipated proposal reviews and evaluation will take place the month of July 2017.

6. Contract Award – The anticipated award date of the resulting contract is August 1 – 15, 2017.

Mr. Elvin Sprankle, COR for the RFP, along with Ms. Johnson convened the Site Walk at 9:40 am cst. An site view was provided by going to building 50’s roof top. The site boarders, duty post positions, site entrance and exit control points and work buildings identification were addressed. A walk through of two building was also completed to give vendors an idea of a guard foot patrol activities.

Ms. Johnson convened the written questions submission and Nonpublic document reviews at 10:20 am.

The meeting adjourned at 11:10am, cst.

Notice: Nothing stated at the Pre‐Proposal conference may change the RFP unless a change is made by the Procurement Officer by written amendment. This summary does not constitute a written amendment.

Attachment 4 ‐ Pre‐Proposal Conference NCTR ‐ Armed Security Guard Services

RFP 17‐223‐SOL‐00021

June 13, 2017

9:00 am

National Center for Toxological Research Jefferson, Arkansas

Jennifer Johnson, Contract Specialist

Welcome and Introduction of key Personnel

Contract Specialist: Jennifer Johnson, Contract Specialist

Contracting Officer: Regina Williams

Contracting Officer Representative (COR):Elvin Sprankle

RFP Timelines:

Milestone/Activity Date/Time

Solicitation Issued May 31, 2017

Pre‐Proposal Conference/Non‐Public Document Review June 13, 2017

Question Submission Deadline June 15, 2017 @4:00 pm

Question & Answer Modification Issuance June 19, 2017 @ 2:00 pm

Proposal Due Date June 30, 2017 @ 12:00 pm

Government review of proposals/ Evaluations Month of July

Estimated Base Contract Awards August 1 ‐ 15, Elvin Sprankle

Security Requirements Overview

Site Walk

Written Question submission – Jennifer Johnson

Non‐Public Document Reviews – Jennifer Johnson & Elvin Sprankle