Amendment_No._One.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

One

See Attached:

- Revised SF1449

- Questions and Answers

- Pre-Quote Agenda

- Sample RAVA

DHS/FEMA Region VII 11224 Holmes Road Kansas City, MO 64131

70FBR719Q00000021

06/07/2019

05/18/2019

809-1596 3: pm

FEMA FINANCE CENTER

PO BOX 9001

WINCHESTER, VA 22604

EMAIL: FEMA-FINANCE-VENDOR-PAYMENTS@FEMA.DHS.GOV

any other opportunities for improvement. Provide a complete design and estimate for all approved options.

negotiations. Once existing contractor begins work, provide oversight to ensure work is performed in accordance with the scope of work and terms of the contract. Upon completion, provide recommendation for acceptance of the work.

(Option Line Item) Date Option to be Exercised: 120 Days After Award Produce/Service Code: 7010 Product Service Description: INFORMATION

TECHNOLOFY EQUIPMENT SYSTEM CONFIGURATION

This line item will not be included in the evaluation of award. Price to be proposed after award of the contract. This will be a FFP.

Solicitation No. 70FBR719Q00000021 Amendment No. One (1)

Questions and Answers:

1. Questions: Can the Government provide details on how pricing should be submitted or be provided a pricing template for the design price proposal?

Answer: CLIN 0001 shall be a FFP lump sum. CLIN 1001 has been changed. See revised

SF1449.

2. Question: If reusing previous past performance surveys supplied on the installation proposal in 2017, do we need to have our PP contacts resubmit signed surveys at this time?

Answer: No.

3. Questions: Can we get a detailed equipment list from the incumbent? To include the make, model of all equipment, cables and connectors?

Answer: FEMA will provide this information after award.

4. Questions: Can we get an uncompiled source code for our programmer to evaluate as part of the redesign efforts?

Answer: This item will be further discussed after award.

5. Question: Can we get copies of the credentials of all personnel who installed the current system; installers, designers, programmers, and project managers? This shall include resumes and certifications.

Answer: No.

6. Question: The provided drawings are not sufficient. Can the incumbent provide rack elevations, room layouts, floor plans, and reflective ceiling plans. These are necessary to estimate the cost and effort required to provide the design consultant services.

Answer: Any design aspects will be addressed after award.

7. Question: If selected as the best-value AV consultant, who will be responsible for the follow-on maintenance of the new systems? Consultant or incumbent?

Answer: Per the solicitation “(All work to the existing system will be performed by the existing contractor, Communitronics, unless otherwise determined by the Government).”

This contract DOES NOT and WILL NOT include any installation. FEMA is NOT seeking an installer.

8. Question: How long does the badging process take?

Answer: Approximately two weeks.

9. Question: What is the budget?

Answer: Originally, FEMA was anticipating that the budget would be $25,000 for all CLINS/services. After discussions with contractors the budget for CLIN 0001 is $40,000.

10. Question: What are the deliverables expected under CLIN 0001 at the completion of the review?

Answer: Deliverables shall include at a minimum:

- Written report indicating what tests have been performed and the result of each test.

- Issues and recommendations for correction (rough estimate, no design).

o Cause of issue (government vs. contractor)

- The contractor will be responsible for providing clear, and specific recommendations that (if designed under CLIN 1001 and then later implemented/installed by Communitronics or other contractor) would resolve the identified issues.

FEMA is ultimately seeking something equivalent to a full diagnostic report.

*** Special Note - The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all reports, designs, drawings, specifications, and other services furnished by the Contractor under this contract. The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its reports, designs, drawings, specifications, and other services.

Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any of the services furnished under this contract.

The rights and remedies of the Government provided for under this contract are in addition to any other rights and remedies provided by law.

If the Contractor is comprised of more than one legal entity, each such entity shall be jointly and severally liable hereunder.

Agenda

Pre-Quote Conference for Region VII Audio/Visual (A/V) Consultant

70FBR719Q00000021

5/28/2019 10:00am

Introductions:

Name Title Function on the Project

Ben Tews Acting Region VII IT Branch Chief

Project Officer

Stephanie Lindner Contracting Officer Contracting Officer

Pre-proposal Conference Purpose:

Project Overview RFQ Contents Schedule Best Value Trade-off Tour Building

Project Description:

2.1 STATEMENT OF OBJECTIVES

In 2017 FEMA awarded a contract for the design and installation of an audio-visual system in the new FEMA Region VII Regional Office. During the design process FEMA did not have on-site technical expertise to work with the contractor to ensure the design met the need of the agency. In addition, during installation FEMA again did not provide on-site technical expertise to respond to inquiries, provide direction or approve the work.

Unfortunately, there were also challenges with accurate and timely information being provided to the contractor.

As a result, FEMA has experienced a number of issues/challenges with the system. It is not clear whether the issues are FEMA or contractor caused.

FEMA is needing the contractor to do the following:

- Review the AV Design and the installed equipment and determine if the system is installed per the design and the Statement of Objectives (SOO).

- If issues are identified provide recommendations/options for resolution.

- Assess rooms 107A, B, and C. Provide options for equipment updates and potential growth. Including, but not limited to – removing equipment from podiums, installing rear monitors to allow presenters to view presentation while presenting and updating the microphone system to allow individuals to be heard throughout the room and on conference call without the use of a handheld microphone.

- Meet with FEMA to identify any other opportunities for improvement.

- Provide a complete design and estimate for all approved options.

- (All work to the existing system will be performed by the existing contractor, Communitronics, unless otherwise determined by the Government). Provide assistance with negotiating work with existing contractor. Document negotiations. Prepare modification package. Once existing contractor begins work, provide oversight to ensure work is performed in accordance with the scope of work and terms of the contract. Upon completion, provide recommendation for acceptance of the work.

***FEMA does not intend to award this order to a contractor to provide installation of any AV work. FEMA currently has a contractor under contract and at this time has no intention of changing contractors. Therefore, FEMA is looking for a contractor who is very experienced in providing design experience and oversight of installation work. Contractors who are experienced with government contracts and have served in similar roles to that of a Contracting Officers Representative are what this solicitation is seeking.

Project Budget: Undetermined.

RFQ Contents (pg 4):

SF1449

Sections 1 - 6 Attachments A – D Exhibits 1 – 6

Schedule:

5/18/2019 Project Announcement / RFQ Released 5/28/2019 Pre-Quote Conference 6/3/2019 Questions Due 6/13/2019 Quotes Due (3:00 PM Kansas City Time) 6/27/2019 Pre-Award Kickoff Meeting 7/11/2019 Pre-Award Meeting 7/16/2019 Prime Contract Award 7/16/2019 Notice to Proceed 0/0/2019 Substantial Completion (To be Quoted by Contractor)

Best Value Trade-off:

• Section 3 – Quote Requirements and Evaluation Criteria

• https://www.youtube.com/watch?v=8mYksKJ9o9w

• RAVA Plan (2 pages) o Dominant Information o Example 1 -

Example 2 -https://www.youtube.com/watch?v=8mYksKJ9o9w o Sample RAVA Plans

Project – painting of co-ed dormitories o Don’t have a marketing person write the RAVA

“Been doing this for 15 years….”

“Did several projects for…..”

• Work Plan (2 pages)

• Past Performance (30 pages)

• Price Reasonableness

***Propose Intent

Pre Award Meeting:

• June 27th – Kick-off meeting o List of all risks identified by the other vendors that proposed – no solutions o List of any client issues or concerns o Perform the following functions:

Re-visit the sites to do any additional investigating.

Coordinate with all parties that will be involved with the project. Identify what concerns they have and determine solutions to resolve their concerns. This may include consultants, sub-vendors, and suppliers (to ensure that there are no inconsistencies with the requirements or delivery schedules.)

Identify where the risk lies on the project and make sure that all identified risks can be minimized.

Identify any actions required by the client or client’s representatives.

Identify all risks that you (the vendor) do not control with a plan to mitigate the risks Identify all major assumptions made in developing your proposal and have a plan in the case any assumption is wrong.

Pre Award Document:

The Post Award Document must include the following items at a minimum:

1. A Project Financial Summary. This must include:

a. The Vendors Original Cost Proposal

b. A list of agreed/accepted Value Added Options (with impact to original Cost Quote /

Schedule)

c. A list of agreed upon Scope Changes or Additional Work (if applicable) (with Cost

Proposal and schedule impact)

2. A Complete Project Schedule:

a. Permits

b. Long lead items

c. Identification of any owner requirements, decisions, actions

d. All significant activities that require actions by suppliers and subcontractors

3. Risk Mitigation - A complete list of all pre-identified risks (identified in the Risk Assessment and

Value Added Plan, risks identified by other vendors, risk identified by the Client) along with the impact if each risk occurs, and solutions to mitigate each risk.

4. Uncontrollable Risks - A complete list of risks/activities/action/decision which are outside the control of the Vendor. This should include the following:

a. Identify what the action or risk is

b. Identify who is responsible for mitigating the risk

c. Identify what the Vendor has done, or will do, or proposes to do, to minimize the risk

d. Identify the impact to the project (financial, schedule) if the risk still occurs and is not resolved

e. Identify what actions the Client should take to minimize the risk

5. Interview Statements – A complete list of interview statements made by the Vendor (if applicable)

6. A detailed list of all quote assumptions that may impact finances, project duration, or satisfaction.

The Vendor should go back through their plan/quote and identify/list the major assumptions that have been made. The Vendor should then identify a plan to mitigate the risk if the assumption was incorrect (or does not occur the way the Vendor expected). The Vendor should utilize their expertise and experience to decide the best approach to mitigate the risk.

7. A plan for implementation and meeting growth expectations that considers risk, client requirements, and performance metrics as part of the plan.

8. Project Action Item Checklists. A separate checklist should be created for the Client and the Vendor.

Each checklist must include:

a. A list of all actions

b. A due date of when action must be made

c. A point of contact (that is responsible for making the decision)

d. A proposed decision, or best option

e. Impact if the action is not resolved by due date

9. A Project and Emergency Contact List – List of critical individuals on this project (Client, Contractor, Subcontractors, Suppliers, etc) with email and phone numbers.

If the Vendor does not identify a risk or risks that they do not control, then the Vendor is stating the risk (stated or not stated) is under their control and a part of their contract to meet the intent of the client.

Amendment:

- Pre-Quote Conference Information