Amendment of Solicitation - Response to Contractor Questions Records Move - Amendment 002.pdf

1. CONTRACT ID CODE PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF

CONTRACT

1 5

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

Amendment 002 12/11/2024

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

National Archives and Records Administration

Same as Block #6

8601 Adelphi Road – Rm. 3340 College Park, MD 20740

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State, and Zip Code) (x) 9A. AMENDMENT OF SOLICITATION NO.

X 88310325Q00027

9B. DATED (SEE ITEM 11)

12/11/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ X ] 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 __1__ 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 ACKNOWLEDGEMENT 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 APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

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, [ x ] is required to sign this document and return 1 copies to the issuing office.

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

Solicitation 88310325Q00027 for Shelve Records in Kansas City amended as follows:

1. See attached RFQ Questions and Answers.

2. RFQ due date extended to December 13, 2024 at 12:00 PM ET.

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

Sheila Drumheller Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

BY Original Signed by

(Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

30-105

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

12-11-2024

Solicitation 88310325Q00027 Amendment 002 Shelve Records in Kansas City amended as follows:

Question 3: 3.1 Labor: Labor is required to pull boxes off the pallets and re-shelve them. Box sizes include cubic foot boxes, Hollinger archival letter and legal boxes, map rolls, and other sizes. But on Page 11, ATTACHMENT 3 CONTAINERS AND THEIR DIMENSIONS, you show photos of three different box types and several FRC – Various odd size containers.

Question-

A. Can tell us what figures/formulas were used to calculate the TOTAL CF of 81,091?

Answer: The cubic footage was calculated by the total space the holdings to be moved take up in our space management system.

Change to RFQ: None

B. Can you provide an approximate quantity of “FRC – Standard 15 x 10.250 x 10.125 inches” Boxes and what percentage of the 81,091 cf are these boxes?

Answer: No, the records to be moved are calculated by cubic foot and are not listed by box type.

C. Can you provide an approximate quantity of Hollinger archival “Letter (LTA-S) 12-1/4"L x 5"W x 10- 1/4”Boxes and what percentage of the 81,091 cf are these boxes?

D. Can you provide an approximate quantity of Hollinger archival” Legal (LGA-S) 15-1/4"L x 5"W x 10-

1/4”Boxes and what percentage of the 81,091 cf are these boxes?

E. The “Map rolls” appear to be groups of different sizes. Can you provide an approximate quantity of

“Map Rolls”, the dimensions of each group, and the percentage of the 81,091 cf are these items?

F. The “Odd size Containers/Boxes” appear to be in groups of different sizes. Can you provide an approximate quantity of “Odd size Containers/Boxes”, the dimensions of each group, and the percentage of the 81,091 cf are these items?

G. It’s clear how CR was calculated for the standard, legal and letter size boxes, but how did you calculate

CF for the other items?

Answer: The cubic footage was calculated by the total space the holdings to be moved take up in our space management system.

H. The crew will be always escorted to allow access to secure

Answer: Yes, the crew will be escorted at all times.

Question 4: 3.1 Record Shelving Destination: The Contractor will re-shelve containers onto steel shelving at the Kansas City destination.

3.3 Record Shelving Destination: The Contractor will re-shelve containers onto steel shelving at the Kansas City destination.

Question- Will the contractor be required to do any assembling, re-essential, moving, or provide any labor related to the shelving?

Answer: No

Change to RFQ: None

Question 5: 3.4 Record Container Transport Devices: Streamliners may be used to transport records between shelf locations and pallets within each facility. The Contractor must receive authorization from the NARA Shipping Coordinator before using a transport device other than approved pallets or streamliners. If necessary, the Contractor will provide and use approved conveyors and/or mobile scaffolding to move boxes between the shelves and areas for unloading pallets, streamliners, or other transport devices.

Question- If it is determined after work begins that there is a need for “conveyors and/or mobile scaffolding” can this cost be added post award?

Answer: Yes

Change to RFQ: None

Question 6: 3.5.1 Use of Pull Lists: NARA personnel will provide the Contractor with a list of records to be reshelved. After the contents of the pull list have been shelved, the Contractor and NARA personnel will sign the pull list to confirm that the records were shelved in the correct spaces, in proper order, and without significant loss or damage. The Contractor will return all completed pull lists to designated NARA personnel.

Some of the record series to be moved are very large and a single pull list may cover multiple truckloads of records.

Questions- Can or Will the contractor be provided pull lists before each day of service, so contractor staff can be pre-assigned duties/tasks before the day of service?

Answer: The pull lists are used by NARA staff to assign work to the contractors. The Contract staff can have a copy each day as well, but this should not be necessary, since shelving is completed under the direction of NARA staff.

Change to RFQ: None

Question 7: 4.0 NARA Requirements: In section 4, many items the contractor staff will perform will come from the Shipping Coordinator.

Question- Will any of the items, (i.e. inventory records, previous layout design, etc). be provided electronically in an interactive application or tool that the Project Manager or Team lead can use with the teams?

Answer: The pull lists are used by NARA staff to assign work to the contractors. The Contract staff can have a copy each day as well, but this should not be necessary, since shelving is completed under the direction of NARA staff. All required pull lists can be sent electronically.

Change to RFQ: None

Question 8: 5.2 The Contractor will provide a roster to NARA of all employees (and subcontractor employees as appropriate) working at each of the NARA facilities prior to the start of the move. This list must be updated as required to ensure it reflects the current composition of the workforce.

Question- What are the additional “Facilities” contractor staff will work at other than the NARA facility located at 8600 NE Underground Drive, Pillar 300-G, Kansas City, MO 64161?

Answer: None, for this contract there is only one facility.

Change to RFQ: None

Question 9: 5.4 The Contractor will provide one Program Manager (PM) to oversee the project. This PM will play an active part after the award by attending all scheduled planning meetings that take place before the move.

Question- How many days/weeks in advance does NARA anticipate these meetings will occur and how often?

Answer: We will schedule one meeting, usually 7-5 days before the move begins

Change to RFQ: None

Question 10: 6.4 1,200 cubic feet of boxes need to be unpacked and shelved each day per the approved schedule. The schedule will be shared once a start date is agreed upon between NARA and the contractor. A total of two trucks per week will be completed. In Kansas City, contract labor will be needed to shelve the records two days a week.

A. Question – Will the two truckloads each week be on a consistent schedule, if so what days will they arrive each week?

Answer: The schedule will be shared prior to beginning the project. The days required will shift each week depending on Holidays and other priorities.

Change to RFQ: None

B. Question - Is it possible for the contractor to adjust the staff headcount that will support the workload of 2400 cf of unpacking per-week requirement ( 1200 cf 2 days per week) from 2 days and more staff on these 2 days to 5 days of fewer staff per week, while still meeting weekly deliverable schedules and labor cost? This would ensure a more consistent labor force that would not need supplemental work elsewhere for the 3 days in between workdays on this project.

Answer: The 1200cf needs to be shelved on the days specified on the schedule, it cannot be spread out over multiple days.

Change to RFQ: None

Question 11: In section VI. NARA CONTRACTOR PERSONAL IDENTITY VERIFICATION PROCEDURES, it states, (a) Contractor personnel designated to receive an ID/Building Pass will be subjected to NACI background investigation and must be approved in accordance with Homeland Security Presidential Directive-12 (HSPD12) and OMB guidance M-05-24.

Question – What is the timeline projected by the government to complete background investigations for personnel? (Recently this process has taken 4-13 weeks to compete governmentwide.

Answer: No ID is required for this project because contract staff will be escorted at all times.

END OF AMENDMENT