RFP 19AQMM20R0045-0002 - Jamaica Landscaping Grounds Maintenance Services.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE RATING

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

03/17/2020

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

LMAQMCODE

OFFICE OF ACQUISITION MANAGEMENT

(A/LM/AQM)

PO BOX 9115, ROSSLYN STATION

US DEPARTMENT OF STATE

ARLINGTON, VA 22219

Stephanie Reid-Smith

NAME

TEL.

Reid-SmithSJ@state.gov

EMAIL

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

19AQMM20R0045

CONTACT DUNS

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

01/02/2020

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe 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, 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 ____copies of the amendment;(b)By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram 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 telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

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

IT MODIFIES THE CONTRACT/ORDER NO. 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 NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, 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)

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

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

The purpose of this amendment is to: (1) Extend the receipt of Offeror's proposals due date to: Monday, April 6, 2020 / 12:00 Noon (EST); and (2) Amend Provision L-002 - Instructions, Conditions, and Notices to Offerors or Respondents to reflect new proposal due date. All other terms and conditions referenced this solicitation and associated amendments remain unchanged and in full effect.

NOTE: This amended solicitation reflects "print changes only" and not the entire original solicitation.

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.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Stephanie Reid-Smith

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

03/17/2020

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

19AQMM20R0045

Clause L-002 INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS was deleted or updated.

L-002 INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS

GENERAL GUIDELINES:

The Offeror shall package and clearly label package(s) with:

(i) the Solicitation Number and

(ii) the contents thereof (e.g., Volume I, Volume II, etc.).

A coverletter containing any information the Offeror wishes to bring to the Government's attention may accompany the proposal. The Offeror must identify their organizational small business concern (i.e., WOSB, HUBZone, etc.).

GUIDELINES FOR PROPOSALS:

Offerors shall provide all direct and indirect costs associated with stated requirements as outlined in the Statement of Work/soli-citation. Proposals shall include all labor, materials, equipment, services, installation costs, rental of a storage facility/warehouse (applicable insurance), any additional onsite storage costs, etc.

NOTE: There is at no-cost, onsite storage available for use throughout the term of the contract: a 10 x 12 ft storage shed at the Em-bassy compound and a 12 x 15 ft room at the Colin Powell Plaza. However, Offerors are still responsible for including rental of offs-ite storage facility / warehouse (applicable insurance), etc. required in their proposal submission.

Proposals must be clear and concise. It must include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposals shall not simply rephrase or restate the Government's requirements, but rather provide a conven-cing rationale to address how the Offeror intends to meet these requirements.

NOTE: Proposals which simply restate the Governments requirements may be judged as non-responsive.

TECHNICAL PROPOSAL:

Format:

All proposals (technical and cost) are requested to be submitted electronically in either MS-Word and/or Adobe PDF files and shall in-clude the following information.

The Technical proposal, consisting of an Executive Summary, and Technical Approach, shall not exceed a length of 30 pages of 8.5 x 11 inch single-sided paper. Appendices containing key personnel resumes, equipment lists and past performance references, will not be included in the 30 page limit.

1. Individual resumes shall not exceed two (2) page (if applicable)

2. Individual past performance references shall not exceed four (4) pages

3. Resumes should be included under Tab A; past performance should be attached as Tab B

4. Proposal minimum font size = 12 pt, Style = Regular - Times New Roman. Smaller font sizes are permitted for graphs or tables but no less than 9 pt.

19AQMM20R0045

Line Item Summary

Solicitation Number:

19AQMM20R0045

Contract Number: Title: Landscaping/Grounds Services

- US Embassy Kingston

Date of Solicitation:

03/17/2020

Line Item No. Description Quantity Unit Unit Price Total Cost

5. Proposal submitted on 8 ½ x11 paper.

6. Proposal submitted electronically as an attachment via E-mail to Reid-SmithSJ@state.gov

PRICE/COST PROPOSAL:

Format:

1. No page limitation is required.

2. Proposal minimum font size = 12 pt, Style = Regular - Times New Roman

3. Proposal submitted may include additional narratives related to cost, such as assumptions, explanations, etc. May be submitted using Word, Excel or in PDF format.

4. Proposal submitted electronically as an attachment via email to Reid-SmithSJ@state.gov

PROPOSALS SUBMISSIONS:

The offeror shall follow the format and instructions below in preparing their proposals.

Volume I – PRICE/COST PROPOSAL

Volume II - TECHNICAL PROPOSAL

To facilitate proposal evaluation, the offeror shall submit one (1) original of their price proposal as Volume I. The offeror shall also submit one (1) original of their technical proposal as Volume II. These volumes must be clearly marked as “Price/Cost Proposal” (Volume I) and "Technical Proposal” (Volume II).

a. Volume I: The overall contents of the Price/Cost Proposal (Volume I) shall include the list of CLIN Items and the proposed servicing/equipment cost, itemized listing of the hourly rate / labor category and proposed dollar amounts for all costs during the Base Year and if applicable, all Option Years.

b. Volume II: The overall contents of the Technical Proposal (Volume II) shall be submitted in the following stated distinct tabs.

NOTE: Submission of both price/cost and technical proposals may be via Binder (Volume I and II), CD (Volume I and II), or via E-mail attachment (Volume I and II - electronic version of proposals via Microsoft Word, Excel, etc.)

TAB (A) TECHNICAL - The government will assess the offeror’s understanding of requirements and ability of all aspects of the contract in an efficient and effective manner that will achieve the program and mission requirements set forth in the Statement of Work (SOW). The offeror will also include the resumes of the proposed personnel for position(s) described in this SOW.

Factor One: Understanding of Unique Requirements and Compliance with PWS Requirements (Resumes)

TAB (B) PAST PERFORMANCE - The offeror will be evaluated on their performance, and that of significant subcontractors or af-filiates, if any, under existing or prior contracts for services within the last five years. At a minimum, three (3) past and/or current past performance references of same or similar to the requirements in this RFP shall be submitted. In particular, information on the follow-ing areas of contract performance will be evaluated:

1. Quality of Service

2. Timeliness of Performance

3. Price/Cost Control

4. Business Relations (ability to effectively manage contract)

5. Customer Satisfaction

METHOD OF AWARD:

Understanding of Unique Requirements Specific to U. S. Compounds, Kingston, Jamaica.

Relative Importance of Each Factor. Among the evaluation factors considered in the tradeoff decision, technical management, which includes the understanding of and compliance with SOW requirements, technical capabilities and technical and management approach ratings are most important followed by past performance, and then cost / price. Compliance with SOW requirements, tech-nical capabilities, technical and management approach and past performance when combined are significantly more important than cost or price.

Each offeror’s proposal will be evaluated and the USG will make a determination of the relevancy and confidence level to com-plete the Project and satisfy the objectives of the PWS. While the evaluators strive for maximum objectivity, the tradeoff process, by its nature, is subjective; therefore, professional judgment is implicit throughout the selection process. The offerors that provide the best value to the Government are determined on the results of the evaluation criteria described in the sections that follow.

Proposals will be evaluated based on the following technical evaluation factors which are listed in descending order of importance:

FACTOR ONE: Understanding of and Compliance with SOW Requirements

FACTOR TWO: Past Performance

FACTOR THREE: Price

The rating is based on the offers complete understanding of and compliance with all requirements, past performance, the processes and methodology needed to accomplish the goals, requirements and objectives listed in the statement of work. The award shall be made based on the best value to the Government, cost or price and other factors considered.

FACTOR ONE - Understanding of and Compliance with SOW Requirements:

The Government will evaluate each proposal to ensure it addresses each work area in sufficient detail to demonstrate a clear and com-plete understanding of the SOW, personnel, equipment, services, and insurance requirements. The offeror must provide evidence of sufficient planning to show how work will be accomplished as required and on schedule. The proposal must demonstrate a firm un-derstanding of the requirements and goals set forth in the SOW. The proposal must provide technical solutions to indicate require-ments and goals will be met on schedule. The proposal must reflect a clear understanding of all equipment and services required in the

PWS.

The Government will evaluate each proposal to ensure it clearly demonstrates the offeror’s ability to acquire and manage employ-ees, subcontractors (if any are proposed), as well as for all equipment required, must be clearly evident in the proposal. The offeror must provide at least two examples of successful completion of projects of similar complexity and scope, within the past three (3) years.

The Government will evaluate proposals to ensure it clearly demonstrates technical competencies, approaches, and solutions that define how the Offeror will address and manage personnel, all activities, equipment and services, as specified in the SOW. The Offeror must clearly define and elaborate on their plan to deliver and maintain services as listed within the PWS and provide user training on all equipment (if applicable).

The offeror must demonstrate its approach to planning, executing, monitoring/controlling and communicating all technical services, including associated costs, required under this SOW.

The Government will evaluate proposals for effectiveness and adequacy to satisfy the contract requirements. The offeror must in-clude its organizational structure (including all subcontractors personnel) and document its quality management approach to demon-strate it is able to meet contract requirements, cost constraints, and schedules.

The Government will evaluate the proposed supervisor(s) resume(s) - demonstrated knowledge of and management experience work-ing with the specific services / equipment / personnel as listed in the SOW, and/or ability to provide subcontractors oversighte pos-sessing the required expertise. The offeror’s ability to manage subcontractors and perform proper project management and logistics planning will be assessed. Additional weight will be given to past experience working with/on other Government facilities abroad.

FACTOR TWO - Past Performance:

(See Appendix A for Past Performance Questionnaire and Instructions)

Each Offeror will be evaluated on its performance, and that of significant subcontractor(s) or affiliate(s), if any, under existing or prior contracts for similar services. Past performance information will be used in making responsibility determination and to assess the cap-abilities of the Offerors in order to assure the selection of the proposal offering the greatest value to the Government. The Govern-ment will direct its inquiry to the past performance of the Offeror, and its proposed significant subcontractors or affiliates, if any, as such performance relates to the solicitation requirements. The Government will focus on information that demonstrates the quality of performance relative to the size, content, and complexity of the requirements for the instant procurement. In particular, information on the following areas of contract performance will be collected and evaluated:

1. Customer or agency

2. Contract number

3. Period of performance

4. Contract Amount

5. Two points of contact for reference checks with current telephone numbers and E-mail addresses

6. Brief description of the services

7. Quality of Service

8. Timeliness of Performance

9. Price/Cost Control

10. Business Relations

11. Customer Satisfaction

The contractor evaluation questionnaire, included as Appendix A will be used to collect information as to the quality of past perform-ance of the Offeror, including significant subcontractors and/or affiliates. The Offeror shall select THREE (3) of its customers, for which it has performed within the past THREE (3) years, and forward copies of the contractor evaluation form to those agencies and/ or firms for completion and submission DIRECTLY to the Contracting Officer. The forms should be returned to the Contracting Of-ficer no later than the closing date of the solicitation.

If a significant portion of the work to be performed is proposed to be accomplished by subcontractors or affiliates of the Offeror, THREE (3) contractor evaluation questionnaires shall be submitted by customers of the proposed subcontractor(s) or affiliate(s).

Offerors shall include in their proposal, the written consent for their proposed significant subcontractor(s) to allow the Government to discuss the subcontractor’s past performance evaluation with the Offeror during the discussion (negotiation) phase of this procurement if the Government conducts discussions.

Offerors shall include with their proposal a list of the firms that will submit evaluation forms. Other references, aside from those provided by the Offeror, may be contacted and their comments considered to evaluate the Offeror’s past performance during the source selection process.

The information submitted by the Offeror may be verified by the Government through discussions with the references provided.

While the Government may elect to consider data obtained from other sources, the burden of providing relevant references that the Government can readily contact rests with the Offeror.

FACTOR THREE - Price:

(a) Technical and past performance, when combined, is significantly more important than cost or price

(b) Price will be evaluated to ensure price reasonableness. Price will be considered by the Government when determining the best value offer. Offeror shall prepare and provide the cost proposal as requested under Section B - Supplies or Services and Prices and Section C - Description/Specifications/Statement of Work sections of this solicitation.

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for ac-ceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified ex-piration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice withdrawal is received before award.

DELIVERY OF PROPOSALS:

Monday thru Friday between 8:15 AM and 3:00 PM, Eastern Standard Time (EST) except on Federal Holidays.

Quotes/Proposals must be received on or before but NO LATER THAN MONDAY, APRIL 6, 2020 / 12:00 NOON Eastern Stand-ard Time (EST).

Offerors must submit their proposal/quote by either U. S. Postal Service, Hand Delivery/courier service (i.e., FEDEX, IPS, DHL, etc.)

to the addresses below, or via E-mail. Facsimile offers ARE NOT accepted for this procurement.

Offerors are responsible for submitting proposal/quote so as to reach the designated office on or before but not later than the time and date specified in the RFP. Any proposal/quote received at the designated office AFTER the specified date and time is late and WILL NOT be considered.

NO LATE PROPOSALS WILL BE ACCEPTED. THE DEPARTMENT OF STATE CANNOT GRANT ANY EXCEPTIONS TO

THIS RULE. LATE PROPOSALS WILL NOT BE EVALUATED.

U. S. Postal Service Delivery:

U. S. Department of State Office of the Procurement Executive, Acquisition Management

A/OPE/AQM

Attention: Ms. Reid-Smith P. O. Box 9115 Arlington, Virginia 2219

Hand Delivery or Courier Service:

U. S. Department of State Office of the Procurement Executive, Acquisition Management 1735 N. Lynn Street, Suite 400 Attention: Ms. Reid-Smith Arlington, Virginia 22209

PREFERED METHOD OF DELIVERY: via e-mail to Ms. Reid-Smith at Reid-SmithSJ@state.gov

NOTE: It is the Offeror’s responsibility to confirm receipt of proposals by the Contracting Officer at Reid-SmithSJ@state.gov. The Government is not responsible for E-mails that do not reach the Contracting Officer.

PERIOD OF ACCEPTANCE OF OFFERS:

Offerors shall agree, if the proposal is accepted within 120 calendar days (unless a greater period is inserted by the Offeror) from the date specified in the solicitation for receipt of proposals, to furnish any or all of the requirements upon which prices are proposed at the price set opposite each item, performed and/or delivered at the designated point(s) within the time specified in the proposal.

PROPOSAL AND PREPARATION COSTS:

This RFP DOES NOT commit the Government to pay any costs incurred in the submission of any proposal or in making necessary studies for the preparation thereof. The RFP DOES NOT commit the Government to procure or contract for said services. The Con-tracting Officer is the only individual who can commit the Government to the expenditure of public funds in connection with the pro-posed procurement.

AMENDMENTS TO PROPOSALS:

Changes to the proposal(s) by the Offeror shall be shown on amended pages only. Changes from the original page shall be clear/ concise and indicated by either a vertical line adjacent to the change/on the outside margin of the page, strikethrough text/section, or highlighting text/section being amended. The end result should be a proposal that clearly reflects what was previously submitted and the amended text/section.

The date of the amendment should be shown in the header section/upper right corner of the page(s).

All amendment submissions must reach the designated office on or before but not later than the time and date specified in the RFP and all associated RFP amendments.

NOTE: It is the Offeror’s responsibility to confirm receipt of amended proposals by the Contracting Officer at Reid-Smith- SJ@state.gov. The Government is not responsible for E-mails that do not reach the Contracting Officer.

QUESTIONS REGARDING SOLICITATION:

Prospective Offerors should submit any questions regarding this solicitation via E-Mail to Reid-Smith-SJ@state.gov. Questions shall be received by MONDAY, FEBRUARY 10, 2020 not later than 10:00 A.M., Eastern Standard Time (EST) to ensure a timely re-sponse. The Government will compile all questions received concerning this RFP, prepare its response and post both Questions and Answers via SAM.beta.gov (FBO). Questions received after this date may not be answered prior to the suspense date established for receipt of proposals.

Any questions, comments or clarifications concerning any aspect of the RFP shall be prepared in writing and submitted to the Con-tracting Officer. Questions shall be submitted, identified and segregated by topic (e.g., technical, cost). Questions shall be submitted in a Microsoft Word document and shall be listed in a chart utilizing the following format:

NOTE: Questions submitted outside this format WILL NOT be accepted

QUESTION # TECHNICAL OR

COST

RFP SECTION #,

TITLE & PAGE

VENDOR QUES-

TION(S)

VENDOR RE-

COMMENDA-

TION

DOS RESPONSES

No telephonic questions shall be accepted. Questions submitted via voice mail or otherwise telephonically WILL NOT be considered and it is the Offeror’s responsibility to confirm receipt of questions by the Contracting Officer at Reid-SmithSJ@state.gov. The Gov-ernment is not responsible for E-mails that do not reach the Contracting Officer.

The Department of State DOES NOT plan to hold a pre-proposal conference/site visit for prospective Offerors. If, after a review of questions submitted by Offerors, the Department of State believes a pre-proposal conference/site visit is necessary, one will be sched-uled and all prospective Offerors will be advised.

PRE-PROPOSAL CONFERENCE/SITE VISIT:

Based on the Department of State's review of questions received, a pre-proposal site visit has been scheduled for Friday, March 6, 2020 at the U. S. Embassy Kingston, 142 Old Hope Road, Kingston 6.

Offerors interested in attending the site visit shall E-mail: Reid-SmithSJ@state.gov no-later-than 10:00 a.m. Eastern Standard Time (EST) / Tuesday February 25, 2020. Upon receipt, Offerors will be provided a scheduled appointment time.

QUESTIONS REGARDING THE PRE-PROPOSAL SITE VISIT:

Following the site visit, receipt of Offeror's questions are due not-later than 1:00 p.m. Eastern Standard Time / Wednesday, March 11, 2020. The Government will compile all questions received concerning the PRE-PROPOSAL SITE VISIT only, prepare its re-sponse and post both Questions and Answeres via SAM.beta.gov (FBO).

COMMUNICATION CONCERNING SOLICITATION:

Only the individual shown on page one of the Standard Form 1449, "SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS, OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30 (OFFER SECTION - Must be fully completed by offeror)," or the Contracting Officer, may be contacted regarding this solicitation. Communication concerning this solicitation with any other Government personnel, including contractor support personnel, is prohibited unless specifically authorized elsewhere herein. If such contact occurs, the Offeror making such contact may be excluded from award consideration.

If final proposal revisions are requested, the Offeror shall identify any changes to personnel for whom resumes were submitted. (End of clause)

POST AWARD DEBRIEFING:

Following notification of contract award, Offerors may request a debriefing by providing a written request to the Contracting Officer within THREE (3) business days of the award notification. To the maximum extent practical, debriefings will be conducted in writing within FIVE (5) business days after the Offeror's request.

SOLICITATION AMENDMENT:

The Government reserves the right to amend the terms and conditions of the solicitation at any time before or after receipt of propos-als.

If the Government amends the solicitation, the Government will so advise all parties receiving the solicitation (if the amendment is is-sued before the established time and date for receipt of proposals) or all Offerors that have not been eliminated from the competition (if the amendment is issued after the established time and date for receipt of proposals). (End of section)