DoDCC RFP DoDCC-2021-R-0002 Center Courtyard Furniture Project The Pentagon Issued 02 Feb 2021.pdf

Room 5B-843, The Pentagon Phone: 703.695.2295 Washington, DC 20301 Fax: 703.693.9286

DEPARTMENT OF DEFENSE CONCESSIONS COMMITTEE

February 2, 2021

Company Name Attn:

Address City, State Zip Code

Subject: Request for Proposals (RFP) #DoDCC-2021-R-0002 –Center Courtyard (CCY)

Furniture Project

Dear XXX:

The DoDCC is a non-appropriated fund instrumentality (NAFI) within the Department of Defense (DoD) with oversight responsibility for commercial sales on the Pentagon Reservation.

The DoDCC provides products and services to customers within the Pentagon Reservation to include food service, retail and vending.

The DoDCC is interested soliciting proposals to award a firm fixed price contract to a company that will fabricate (or purchase), deliver and install furniture in designated space within the Pentagon as well as remove and dispose of the existing furniture from that same space. A copy of the solicitation is enclosed for your consideration.

Due to COVID-19, a preproposal conference will not be conducted. Please pay particular attention to Section L. of the RFP, pages 32 – 35 of 36.

Scheduling of site visits will be handled by submitting requests to:

whs.DoDCCRequest@mail.mil. All site visits must be conducted between February 16, 2021 and March 12, 2021. Any questions prospective offerors would like to have addressed regarding the solicitation must be submitted to Ms. Shelley Driver no later than close of business on March 19, 2021 via email to shelley.a.driver.naf@mail.mil.

Proposals for this requirement must be received by 2:00 PM Eastern, Monday, April 5, 2021 at the address below:

Department of Defense Concessions Committee (DoDCC) Attn: Ms. Gail Lee, RE: CCY Furniture Project Room 5B843, The Pentagon Washington, DC 20301

If further information or clarification is required, please contact the undersigned at (571) 289- 9759 or by email at shelley.a.driver.naf@mail.mil.

Sincerely, Shelley A. Driver Contract Specialist mailto:whs.DoDCCRequest@mail.mil mailto:shelley.a.driver.naf@mail.mil mailto:shelley.a.driver.naf@mail.mil

Request for Proposals/Proposal Acceptance Page 1 of 36 Issued by:

Department of Defense Concessions Committee (DoDCC) Room 5B843, The Pentagon Washington, DC 20301

Date Request Issued:

February 2, 2021

Request for Proposal Number:

DoDCC-2021-R-0002

REQUEST FOR PROPOSALS

A signed, completed proposal, consisting of two original copies and 0 copy(ies), for furnishing the items and/or services described in the Schedule, will be received at, or delivered to the above office until 2:00 PM Eastern on April 5, 2021.

For Information Call:

Name of Person to Call:

Phone Number:

SCHEDULE

Item No. Supplies / Services Amount

Center Courtyard Furniture Remodeling Project, The Pentagon

PROPOSAL

In compliance with the above, the undersigned offers and agrees, if this proposal is accepted within 60 calendar days, unless a different period is specified by the offeror, from the date for receipt of proposals specified above, to furnish any or all of the items and/or services upon which prices are offered, at the price set opposite each line item, delivered to and/or performed at the designated point(s), within the time specified in the Schedule.

Offeror Name and Address (Including Zip Code):

Check if remittance is different from above. Enter such address in the Schedule

Discount for Prompt Payment Not Applicable

_____ % 10 Calendar days _____ % 20 Calendar days _____ % 30 Calendar days

Phone Number

Print / Type Name of Person Authorized to Sign Proposal:

Signature: Date:

ACCEPTANCE (For DODCC Use Only) Accepted as to Items Numbered:

Amount:

Contract Number:

Submit to:

Department of Defense Concessions Committee (DoDCC) Attn: Financial Manager Room 5B843, The Pentagon Washington, DC 20301

Payment will be Made To:

Acceptance: Your proposal on Request for Proposals number DODCC-2021-R-0002 including the additions or changes made by you, which additions or changes are set forth in full above and on any continuation sheets. This acceptance consummates the contract, which consists of the Request for Proposals and acceptance of your proposal. No further contract document is necessary.

Name of Contracting Officer:

GAIL M. LEE

Signature of Contracting Officer Date:

NO OFFER SUBMITTED FOR REASONS CHECKED

CANNOT COMPLY WITH

SPECIFICATIONS

UNABLE TO IDENTIFY THE ITEM(S)

OTHER (Specify)

CANNOT MEET DELIVERY REQUIREMENT

DO NOT REGULARLY MANUFACTURE OR SELL THE TYPE OF ITEM(S)

INVOLVED

WE DO DO NOT DESIRE TO BE RETAINED ON THE MAILING LIST FOR FUTURE PROCUREMENT OF THE TYPE OF

ITEMS INVOLVED.

NAME AND ADDRESS OF FIRM (Including Zip Code)

SIGNATURE:

TYPE OR PRINT NAME AND TITLE OF SIGNER:

FOLD FOLD

FOLD FOLD

FROM:

AFFIX

STAMP

HERE

To: Department of Defense Concessions Committee

Attn: Gail Lee, Center Courtyard Furniture Remodeling Pro-ject, The Pentagon

Room 5B843, The Pentagon Washington, DC 20301

REF NO: DODCC-2021-R-0002 Center Courtyard Furniture Remodeling Project, Pentagon CLOSING: 2:00 PM Eastern, April 5, 2021

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Pentagon Center Courtyard (CCY) Furniture Project

A. Solicitation

1. Requirement

a. It is the intention of the Department of Defense Concessions Committee (DoDCC) to award a firm fixed price contract to a firm to fabricate and install new furniture and remove and dispose of the current furniture in the Pentagon’s Center Courtyard (CCY) (outdoors), providing all necessary furniture, equipment, etc. for this project and as further defined in Section C. herein.

The furniture specification package is provided as Attachment 1. Please note that two (2) picnic tables and two (2) hexagonal tables must be ADA compliant. No waste receptacles are required for CCY. Please also note that this is not a GSA project.

b. The layout of the CCY space is provided as Attachment 2. The successful offeror will not be required to determine the location of the furniture placement in this location. The DoDCC will be responsible for coordination and direct location of furniture placement with the Licensee at the time of installation.

2. General Information

a. The Department of Defense Concessions Committee (DoDCC) is a nonappropriated fund activity within the Department of Defense (DoD) that provides products and services to customers within the Pentagon and the Pentagon Reservation which includes the Mark Center.

3. Definitions

a. The term “DoDCC or Committee” means the nonappropriated fund activity established under the

DoD Directive 5120.18 and the Committee’s Contracting Officer, Director, Business Enterprise Group, or other persons directed or authorized by the Committee to function on its behalf and to carry out its policies and directives.

b. The DoDCC is a non-appropriated fund instrumentality under the jurisdiction of the DoD and serves as Business Manager for all retail and food services within the Pentagon Reservation (Pentagon and Mark Center), as described above. For purposes of this Agreement, "DoDCC”, “Pentagon Reservation”, “Pentagon”, “Mark Center” and “Committee” are used interchangeably.

c. “Contracting Officer” means the person executing or administering this License Agreement on behalf of the nonappropriated fund which is a party hereto, or his/her successor or successors.

d. Government means the United States of America, and any entity thereof, including the Department of Defense, the DoDCC, Department of the Navy, Department of the Army, Department of the Air Force, U. S. Coast Guard, U. S. Marine Corps, and any other Government entity, whether military or civilian.

e. Contractor means the individual, partnership, corporation, or other entity, which is awarded this contract hereunder.

f. Contract. By the DoDCC’s acceptance of an offer made hereunder, the DoDCC will award a firm fixed price (FFP) contract for the fabrication and installation of new furniture and disposal of the current furniture in the CCY as described herein. The Contractor, by virtue of this Agreement, shall

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 4 of 36 Name of Offeror or Licensee | License Agreement Title not be deemed to have become an agency, independent establishment, or governmental corporation under the authority of the DoDCC, nor shall its employees be deemed to have become agents, employees, or officials of the DoDCC. The Contractor shall be authorized to enter and use Government property, such premises as delineated hereunder, solely for the purpose of exercising the rights and privileges granted by this contract. Nothing in this contract creates a tenancy, leasehold, or other interest on the part of the Contractor in the premises or real estate covered herein. Upon revocation of this contract, the Government shall have the right to remove and exclude the Contractor and any of its employees without being deemed guilty of any unlawful entry, trespass or injury of any sort whatsoever.

4. Period of Performance The initial period of performance for this contract shall be from the date of award through completion of the project in accordance with the Licensee’s schedule as accepted and incorporated herein.

5. Persons Authorized to Conduct Negotiations Offerors are requested to list below the names, telephone and facsimile numbers, and email addresses of persons authorized to conduct negotiations/sign contractual documents on their behalf:

Name

Title

Telephone Number

Fax Number

E-Mail Address

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B. Supplies, Services, Prices and Costs

1. General The Contractor and any subcontractors it uses for this effort shall provide all supplies and perform all services necessary, using its own employees, to perform the work as described herein, in accordance with the specifications and standards of this contract. These specifications and standards shall include fabrication, installation of the new furniture and disposition of the existing furniture that are essential to the success of the project.

2. Price/Cost Proposal The Contractor shall complete Attachment 3, Price/Cost Table, in its entirety and as required in Section L., “Proposal Submission Requirements”, Item (1). Price/cost proposals should be sufficiently detailed, as necessary, to prevent ambiguity or misinterpretation. Prices must be valid for twelve (12) months due to the length of the RFP process and timeframes associated with the project after contract award. Payment is subject to the Contractor’s ability to meet the fabrication, delivery, disposition and installation schedule/deliverables as proposed and accepted by the DoDCC and incorporated into the contract. Note: The total price is not subject to change, unless Contractor is penalized for performance based issues or the DoDCC makes adjustments to the line items (e.g., quantities of items by category, removal and disposition of existing furniture, etc.).

3. Taxes

a. General. The Pentagon resides in the county of Arlington in Virginia. The Contractor is liable for all taxes applicable to its property and income, and all of its transactions arising out of or in connection with the performance of this contract. The Contractor will not be reimbursed by the DoDCC for any direct or indirect tax imposed on the Contractor by reason of this contract or otherwise. The Pentagon has no special tax exemptions. Contractor is required to consult with the Virginia Department of Taxation for any specific questions pertaining to taxes.

b. Sales Tax. In accordance with 4 U.S.C. 105, where a state or local law imposes a sales tax on the Contractor’s sale of items or services, the sales tax will be collected from the customer and paid directly by the Contractor to the appropriate tax collection agency.

c. The DoDCC is exempt from paying taxes for the costs associated with this project. The Pentagon Reservation does not enjoy special tax exemptions. However, the DoDCC is exempt from taxes on goods and services it procures since it is a federal entity.

4. Utilities

a. Utilities required for any installation or disposition in the Pentagon will be provided to the Contractor free of charge, except local and long distance telephone service or other communication utilities. Should a policy change occur regarding the provision of utilities, the

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Government agrees to negotiate in good faith an appropriate change to the contract to share such additional expenses.

C. Description, Specification, Work Statements

1. General Except as otherwise provided in this contract, the Contractor is responsible for all costs associated with performance of this contract. The Contractor shall perform all services and other necessary functions, in a good workmanlike manner, with its own properly trained personnel, equipment and supplies.

2. Scope of Work

It is the desire of the DoDCC to partner with a furniture company (Contractor) to fabricate or coordinate fabrication and the purchase of the furniture items (types, sizes, colors, materials, etc.) as provided in the specifications stated in Attachment 1 and to price the resulting costs associated for the quantities of each as stated in Attachment 3. Pricing must be valid for a period of twelve (12) months. Contractor shall offer and deliver the required furniture items in modern, neutral colors or patterns that enhance the existing décor elements in the Center Court Yard (CCY) in accordance the proposed and accepted chair sample, color boards and artist renditions incorporated into the contract. Contractor shall also, at the direction of and coordination with the DoDCC, remove and dispose of the existing furniture in the Pentagon CCY (outdoors) and deliver and install the new furniture. The same quantities of furniture items currently in the CCY that will need to be removed and disposed of are the same as what will need to be manufactured and installed.

As a result of COVID-19, Contractor and its subcontractors shall comply with CDC, Pentagon Sanitarian, DoD and Commonwealth guidelines at all times. Contractor is advised that the project may be impacted based on the Pentagon Health Protection (HP) levels and/or Commonwealth of Virginia phased re-opening plans, which remain subject to change and are not in the DoDCC’s control. Contractor shall comply with directions regarding the same as provided by the Contracting Officer.

Contractor shall, as required, provide Personal Protective Equipment (PPE) items for its employees and subcontractors’ employees.

Contractor shall follow all additional sanitation requirements, including but not limited to: pre-screening of Contractor and its subcontractors’ employees; cloth face coverings; disinfection protocols for furniture being removed and installed; temperature checks of employees and subcontractors’ employees, etc., as mandated by the CDC, DoD, Pentagon, Commonwealth of Virginia laws and federal laws. All costs to comply and operate with the additional requirements shall be borne by the Contractor.

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Contractor shall report any and all illnesses/testing positive for viruses such as COVID-19 of its employees and subcontractors’ employees following the protocol established by the Pentagon Force Protection Agency (PFPA) through the use of DD Form 312 and submitting the form directly to PFPA at: www.pfpa.oem.covid19@mail.mil, or through any email address PFPA creates, with a copy to the DoDCC. Specific information will be forwarded to the Contractor as soon as the DoDCC is provided it.

The current CCY Adirondack chairs are secured with wiring. The DoDCC will provide the wire ganging and will coordinate and secure the new chairs in CCY once the Contractor delivers the new furniture.

A staging area will be provided, subject to what the Pentagon Building Management Office (PBMO) will have available and provide to the DoDCC for this project. The specific staging area information will be provided to the Contractor after contract award.

There is no concrete or any contracting type of work needed to extract and install the furniture in the CCY.

Contractor shall provide the warranties for each type of furniture identified on Attachments 1 and 3.

Contractor shall provide replacement/repair policies and associated timeframes for each type of furniture identified on Attachments 1 and 3.

All work associated with the removal and disposition of the existing furniture as well as installation of the new furniture shall be performed after hours. After hours is defined as 6:00 p.m. to 6:00 a.m. on weekdays, and weekends, defined as 6:00 p.m. on Friday to 6:00 a.m. on Monday.

Delivery and installation shall be coordinated with the DoDCC and will be done in one (1) phase, subject to the review and approval of the DoDCC Contracting Officer.

Delivery, installation of the new furniture and the removal of the current furniture will be coordinated with the DoDCC Project Manager and the Contractor. Items will have to be staged as there are no deviations to the RDF’s hours.

The DoDCC reserves the right to make adjustments to the types of furniture and quantities of each type of furniture for the CCY.

The DoDCC reserves the right to remove the requirement/line item for removal and disposition of the existing furniture.

The project schedule is very important, and the Contractor will be expected to adhere to the final agreed upon schedule, or penalties may be enforced for unsatisfactory performance, as shown in Section C.3. herein.

http://www.pfpa.oem.covid19@mail.mil

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Contractor will be required to advise DoDCC of long-lead items. Any changes to the schedule as a result of long-lead items shall be reviewed by the Contracting Officer. Upon review and acceptance, updates to the timeline shall be incorporated via modification(s) to the contract.

Contractor cannot drop a trailer at the RDF and keep it there overnight while delivering furniture and in order to pick up furniture to be removed.

Contractor is responsible for removing all materials after unpacking. The DoDCC does not recommend unpacking items at the warehouse before delivery as it may cause the items to be damaged during transportation.

Contractor’s employees and/or its subcontractor employees must unload items from the trucks at the RDF. The Pentagon team at the RDF then takes over to scan and will deliver the items to the designated staging area (staging area to be identified).

Contractor will have to use pallet jacks to remove the furniture and its equipment and to take to the RDF where Contractor will coordinate loading of items at the RDF. Contractor will be able to use hand pallet jacks. Powered jacks are prohibited.

Contractor employees and/or its subcontractor employees must attend training to use pallet jacks before authorized to use in the Pentagon. Training will be coordinated with the Contractor.

Tools must be brought into the Pentagon and taken out of the Pentagon through the RDF.

Furniture will need to be stacked and shrink wrapped and then taken out of the Pentagon through the RDF.

Note: The hexagonal picnic tables in the CCY close to the Pentagon are not part of this project and remain in place.

Project Milestones/Schedule:

Contractor is required to review the project milestones identified below and ensure that the schedules provided as part of proposals conform to these timeframes:

Release for Fabrication/Coordination of Fabrication & Purchase/Contract Award: From the date of contract award, the Contractor shall provide, as a deliverable, the schedule for fabrication/coordination or fabrication & purchase of all items, to include any long lead times for specific items, if applicable, to the Contracting Officer, for review and approval within fifteen (15) business days.

Removal/Disposition of Existing Furniture: Upon notification from the DoDCC Contracting Officer, or her designated representative, Contractor shall provide, as a deliverable, the

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 9 of 36 Name of Offeror or Licensee | License Agreement Title schedule for removal and disposition of the existing furniture within five (5) business days of receipt of the request.

Delivery/Installation of Furniture: From the date identified on the schedule on which the furniture will be delivered, Contractor shall complete said installation within five (5) business days.

DoDCC Inspection: The DoDCC Contracting Officer, or her designated representative, will inspect the completed project for compliance with Contractor submitted deliverables.

Contractor will allow five (5) business days on the schedule for the DoDCC to perform this inspection.

Submittal of Punch List Items. Upon DoDCC review/inspection of delivered/installed furniture items, a punch list will be created and emailed to the Contractor. The Contractor will be required to address and complete any and all touch-ups, fabrication and installation punch list items within fifteen (15) business days of receipt of the punch list. It may be required that the Contractor meet with the DoDCC Contracting Officer, or her designated representative, at the DoDCC’s Pentagon office (date and time to be coordinated, as required) for the review of the punch list items and issues found by the DoDCC Contracting Officer, or her designated representative. The on-site meeting will be scheduled within the first five (5) business days of the fifteen day period allotted for completion of the punch list content.

Inspection. Upon notification from the Contractor that punch list items have been completed, the Contracting Officer, or her designated representative, shall conduct a total project inspection within five (5) business days of Contractor notification that the punch list has been completed.

Pending the outcome of this DoDCC total project inspection, either a second and final punch list will be created, or, in the absence of a second and final punch list being created, the work be will accepted and therefore considered complete.

The Contractor will be required to address and complete any and all touch-up or fabrication/installation items on the second and final punch list within five (5) business days or receipt of the second and final punch list. Second and final punch list will be emailed to the Contractor. It may be required that the Contractor meet with the DoDCC Contracting Officer, or her designated representative, at the DoDCC’s Pentagon office (date and time to be coordinated, as required) for the review of the second and final punch list content and issues found by the DoDCC Contracting Officer, or her designated representative. This on-site meeting will be scheduled within the first two (2) business days of the five (5) day period allotted for completion of the second and final punch list content.

Contractor is required to remove all personnel/equipment after each work day in the Pentagon.

The DoDCC does not have space available for storage of the furniture or Contractor’s equipment.

Note: Keeping track of the submittal due dates/milestones shall be the responsibility of the Contractor. Any modifications to the schedule resulting from revisions that require changes in

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 10 of 36 Name of Offeror or Licensee | License Agreement Title calendar due dates are the Contractor’s responsibility and updated/revised schedules shall be submitted to the Contracting Officer within three (3) business days of such revisions being communicated to the Contractor.

3. Penalties

As stated herein, the resulting contract will be a performance based contract. Failure of the Contractor to meet the milestones/deliverables as provided and incorporated herein will result in financial penalties whereby the Contracting Officer will reduce the overall price of the total contract and resulting payment percentages identified below:

Failure to Provide the schedule for fabrication/coordination or fabrication & purchase of all items, to include any long lead times for specific items: ½% of project awarded price per business day after the date shown on the Fabrication Schedule accepted and incorporated herein.

Failure to Remove and Dispose of Existing Furniture on Time: ½% of project awarded price per business day after the date shown on the Removal of Disposition Schedule accepted and incorporated herein.

Failure to Deliver and Install Furniture on Time: 1% of project awarded price per business day after the date show on the Delivery and Installation Schedule accepted and incorporated herein.

Failure to Address Punch List Items on Time: 1% of project awarded price per business date after the date shown on the schedule accepted and incorporated herein.

Failure to Remove Equipment/Personnel (upon completion of installation and completion of punch list on Time: 1% of project awarded price per business day after the date shown on the schedule and accepted and incorporated herein.

4. Facility

a. Self-Propelled Vehicles (SPVs) are available for Contractor use on the Pentagon Reservation.

The Contractor shall be subject to the rules and regulations that govern the use of SPVs, includ-ing Pentagon training/certification requirements on the proper use and maintenance of SPVs.

Additional details on training requirements will be provided to the Contractor after award.

b. No photographs may be taken at the Pentagon without authorization from the Pentagon Force Protection Agency (PFPA). Photography permits can be requested through the Contracting Of-ficer via the process described below.

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c. All work being performed in the Pentagon under this contract must be performed after hours, defined as between the hours of 6:00 p.m. and 6:00 a.m., Monday through Friday, and on week-ends, defined as 6:00 p.m. on Friday to 6:00 a.m. on Monday.

d. Miscellaneous Construction Requirements. The Contractor is required to comply with building code standards when developing submittals and performing construction/installation in building spaces within the Pentagon. The Contractor must comply with the following documents: The WHS Building Code, 2020 Edition (identified as Attachment 4 and is available upon request) and the WHS Building Code Adoption Memo, 2020 Edition (identified as Attachment 5 and is available upon request).

e. Conduct on the Pentagon Reservation is governed by 32 C.F.R. 234 as well as applicable Fed-eral, State and local laws.

5. Employees

a. The Contractor shall provide qualified employees and onsite supervision while performing the requirements as set forth in the contract.

b. Passes. The Contractor and its employees shall be responsible for obtaining all required building passes and permits and for compliance with Pentagon regulations pertaining to Pentagon access. A point of contact within the DoDCC Administrative Office will be assigned to coordinate the application process for building access with the Contractor. The Contractor must confiscate and immediately turn in to the Contracting Officer the building passes of any employees who are terminated or whose building passes have been revoked. Where the Department of Defense imposes a requirement for background investigations, security checks, or other similar reviews of Contractor employees, the Contractor is responsible for payment of any associated costs. Such reviews have typically not been charged for, but when they are, the cost has not typically exceeded $25 per employee.

c. Appearance. While in the Pentagon, the Contractor, subcontractors and all employees shall wear appropriate attire, be clean and well groomed, and present a neat and clean appearance in accordance with the Contractor’s dress code policy. Customer contact employees shall wear uniforms, as approved by the Contracting Officer, of the same style as those worn by employees in the Contractor’s commercial operations. Uniform styles shall be subject to the approval of the Contracting Officer. Uniform samples are to be included a part of proposal submissions.

6. Signs and Forms

a. Forms. The Contractor shall provide all forms necessary for its operation.

7. Press Releases/Public Affairs Information

The Contractor is not permitted to authorize or issue any type of “media vehicle” pertaining to the award of, or performance under this contract without prior submission of the proposed publication/reporter questions to the Contracting Officer for approval and

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 12 of 36 Name of Offeror or Licensee | License Agreement Title coordination. Responses to such questions will be returned within five (5) business days by the Contracting Officer. “Media vehicle” includes all books, promotional materials, press releases, articles, interviews, statements, etc., whether verbal, in writing, or through the use of social networks, social news, media sharing, blogging, forums, and other media vehicles, including but not limited to Facebook, LinkedIn, Digg, Reddit, Instagram, You Tube, Flickr and Twitter, etc. Additionally, the Contractor is not permitted to mention or advertise its Pentagon work/store in any advertising media, including its store or company website, or social media outlets such as Twitter, Facebook, etc., without the express written permission of the Contracting Officer.

Photography within the Pentagon is restricted and prior arrangements must be made before taking pictures of any type within the Pentagon. A minimum of twenty (20) business days must be allowed for to receive a photography permit for individuals not previously cleared for building access and/or ten (10) business days for those who already hold building access. Requests for picture permits must be submitted in writing to: whs.DoDCCRequest@mail.mil from a recognized corporate email account including a detailed explanation as to why the pictures are necessary and for what strictly defined purpose they will be used.

8. Permits and Licenses

The Contractor is responsible for payment of all fees and expenses related to obtaining necessary permits, giving all notices, and complying with all laws, rules, ordinances, and regulations relating to the public health or applicable to the service or business carried on under this contract. The responsibility for determining applicability of licensing requirements, laws, ordinances and regulations for the Contractor and its employees rests solely with the Contractor.

9. Remote Delivery Facility (RDF)/Delivery of Merchandise and Products - PENTAGON

RDF - The Pentagon Remote Delivery Facility (RDF) is open from 0600 – 1600 Monday through Friday. All merchandise and products are received in the RDF. The first step in the delivery process is for the company's point of contact (“POC”) to provide the DoDCC with the following information for the truck driver and any helpers making the delivery: full name, social security number, date of birth, place of birth (if not a U.S. citizen, POC must fax a copy of the individual's green card and so-cial security card). This information will be submitted to the Pentagon Police so a security check can be performed (NCIC check). A minimum of five (5) full business days is required in advance of the delivery to obtain the security check.

The POC must also provide the license plate number and state of registration for the vehicle they will be driving and the day and time they desire to make the delivery. Once a time for the delivery has been set, it is important to understand the driver will have a half hour before or after the set time to ar-rive. Anything outside of this one hour window WILL CAUSE THE TRUCK TO BE TURNED AWAY FROM THE RDF. Routine deliveries may be scheduled for up to six (6) months at a time.

Routine deliveries must be scheduled through the DoDCC. The same driver/helper(s) and vehicle must be used on routine visits. The Licensee may register more than one driver and more than one mailto:whs.DoDCCRequest@mail.mil

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 13 of 36 Name of Offeror or Licensee | License Agreement Title vehicle for the six month access list. Vehicles and drives/helpers not registered or previously cleared WILL CAUSE THE TRUCK TO BE TURNED AWAY FROM THE RDF. If a new delivery needs to be set up and the truck driver and any helpers already have a NCIC completed, the company's point of contact needs to give DoDCC 24 hours (at least 25 hours) advance notice, providing the DoDCC with the name of the driver and any helpers, the vehicle license plate number and state and the time and date of the desired delivery (again, with a one hour window).

The driver/helper must either deliver the items to their destination (the RDF may have handcarts, but it is recommended to bring your own), or make arrangements for someone from the store to meet you to pick up the items. The RDF does not have enough space for items to just be dropped off. Be aware that due to security reasons, the RDF may be shut down for a host of reasons, be it a visit by an official dignitary, security breaches, or many others. In most cases, the DoDCC does not have prior knowledge concerning when these will occur. When the DoDCC receives advance notice, it is passed on as soon as possible to all involved/concerned. (This does not happen often, but it does happen.)

Staging After Delivery to the RDF – The Remote Delivery Facility (RDF) does not have space for staging deliveries. Licensee is responsible to make arrangements for sufficient representatives to be at the RDF at the time of delivery to sign for, count, and ensure deliveries are accurate; and, to coor-dinate the delivery of these items to their destination. Delivery trucks cannot remain parked at the RDF once unloaded, and there is no parking on the Pentagon Reservation for anything larger than a panel van. Once the delivery is completed, the truck must leave. If Contractor requires parking for any vehicles (panel van or smaller), the DoDCC must be contacted to request access to Lane 36 (in South Parking). Parking and passes are not guaranteed and are on a first come, first served basis.

Overnight Deliveries – FEDEX and UPS delivery routinely to the Pentagon; however, due to screen-ing processes, overnight deliveries are NOT received by Pentagon addresses overnight. They are de-livered to the Pentagon Remote Delivery Facility (RDF) overnight; however, internal screening makes them available usually the next day after delivery but can take longer depending on volume in the processing area.

The Contractor is responsible for and must sign for any deliveries upon arrival of the deliveries at the

RDF.

Freight Elevator – Contractor will have access to a freight elevator for deliveries. The interior di-mensions are 82” wide x 132” deep x 84” tall (door clearance). All deliveries are screened via x-ray prior to leaving the RDF area; x-ray machine size restrictions are 6’ width x 7’ height x 11’ length.

Length restrictions apply to the freight elevator limitations. Manual and electric pallet jacks are al-lowed; however, only walk behind electric pallet jacks are permitted. No ride models are allowed.

Vehicles - Eighteen (18) wheelers routinely delivery to the Pentagon, and the RDF can accommodate them.

Dockmaster’s Office – The RDF is overseen by the Dockmaster’s office. The Dockmaster provides assistance with getting merchandise from the RDF to the freight elevator bank nearest the destination

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 14 of 36 Name of Offeror or Licensee | License Agreement Title based on the availability of Dockmaster staff and their workload. Once routine delivery dates and times are established, their assistance may become more regular.

From the freight elevator bank, it is the responsibility of the Contractor to get the merchandise to the destination. Manual pull carts must be used to get product from the elevators to the store. No Self Propelled Vehicles (SPVs) or electrically powered vehicles are permitted on the Concourse.

Equipment Service Vendors – Service personnel coming into the Pentagon with small bags (e.g.

bags that can fit through an X-ray machine similar to the ones used at airports), can come in through the Metro entrance. To ensure ease of entrance to the Pentagon, a list of these type personnel should be coordinated through the DoDCC office so they can be placed on the Visitor’s Access Roster.

These personnel may be on the roster for six (6) months at a time then must be renewed. Once per-sonnel are added to the Visitor’s Access Roster, they can access the Pentagon routinely. This policy is subject to change in the future. If service personnel must bring into the Pentagon larger tools or amounts of equipment, they will have to bring them in through the RDF.

Contractor’s Personal Vehicles – At the present time, Contractor may use its personal vehicles to deliver into the RDF. This policy may be subject to change in the future. The same process would apply for personal vehicles as for trucks or commercial vehicles as stated above.

Emergency Deliveries – If emergencies arise and if the drivers have updated NCIC checks through the RDF, the DoDCC may be able to get them scheduled to come in the same day, dependent upon the Dockmaster’s schedule. There is no guarantee, and this policy is subject to change in the future.

10. Wireless Activity

Contractor shall be required to follow the procedures as outlined in the Reservation Installation Applica-tion (RIA) process for approval to use wireless Internet service on the Pentagon Reservation. Details re-garding this application process and approval will be discussed in detail after contract award.

11. Solicitation of Charitable Funds

In accordance with the Code of Federal Regulations (CFR), 32 CFR §234.13, Contractor is not author-ized to solicit funds for charity from Pentagon patrons, other concessionaire employees or its own em-ployees upon the Pentagon Reservation.

D. Packaging and Marking

No contract specifications in this section are applicable to this contract.

E. Inspections

1. Operation / Sanitation

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a. Periodic, unannounced inspections will be conducted by the Contracting Officer or any person designated by the Contracting Officer to ensure strict compliance with the provisions of this contract. The Contracting Officer has the authority to conduct inspections at any time.

F. Deliveries and Performance

1. Business Management / Financial Reporting

a. The Contractor shall establish effective management controls and oversight to ensure satisfactory performance of this contract.

b. Contractor must provide name, telephone number, and e-mail address of a financial contact that is well versed and can answer questions about any invoicing or financial issues.

c. Invoices are to be sent to the following:

Patrick Tate, Financial Manager DoDCC Room 5B843, The Pentagon Washington, DC 20301 Email: patrick.j.tate2.naf@mail.mil Fax: (703) 693-9286

2. Payments

a. The DoDCC shall make one lump sum payment to the Contractor upon completion and acceptance of all deliverables. However, the DoDCC may accept Contractor’s request for progress payments. The DoDCC will not provide a deposit to the successful offeror (Contractor). Progress payments may be provided to the Contractor when requested as work progresses, but not more frequently than bi-weekly. The total amount of progress payments shall not exceed sixty-seven percent (67%) of the total price and must be consistent with progress/stages/milestones as detailed in the Contractor’s fabrication/furniture purchase and installation schedule.

b. Requests for progress payments must be made in writing by the Contractor to the Contracting

Officer, supported by detailed invoices. Invoices shall contain the contract number, the detail/line item pricing, payment terms, and address and point of contact for the DoDCC to remit EFT payments. The DoDCC shall make payments via electronic funds transfer (EFT).

After contract award, Contractor shall provide the name and address of its bank/financial institution, bank routing number, account name and account number. Contractor will allow a minimum of three (2) business days for the DoDCC to process, schedule and EFT the payments.

c. Upon acceptance of the work performed and products delivered as contained herein, the DoDCC shall make the final payment, the balance of the thirty-three percent (33%) of the total price of the project via EFT. Final payment is subject to invoice adjustment, if necessary, for mailto:patrick.j.tate2.naf@mail.mil

SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 16 of 36 Name of Offeror or Licensee | License Agreement Title penalties assessed for performance based issues. Final invoice shall contain the same information as required for progress payments as stated above.

G. Contract Administration

Contracting Officer’s Representative (COR)

The Contracting Officer’s Representative (COR), responsible for monitoring performance under this contract, and the alternate COR, responsible for performing the COR function in the COR’s absence are:

COR:

Mr. Eklant Maluka, DoDCC Project Manager Room 5B843, The Pentagon Washington, DC 20301 Email: eklant.maluka.naf@mail.mil Phone: (703) 695-2178

Alternate COR (aCOR):

Mr. Patrick Tate, DoDCC Financial Manager Room 5B843, The Pentagon Washington, DC 20301 Email: patrick.j.tate2.naf@mail.mil Phone: (703) 697-1249

The COR is responsible for monitoring progress and overall surveillance of services to be performed under this contract and should be contacted regarding questions or problems.

It is emphasized that only the Contracting Officer has the authority to modify the terms of the con-tract. Therefore, in no event will any understanding, agreement modification, change order or other matter deviating from the terms of the basic contract between the Contractor and any other person, be effective or binding on the DoDCC. When / if, in the opinion of the Contractor, an effort outside the existing scope of the contract is requested, in the absence of a written modification signed by the Contracting Officer, the Contractor shall promptly notify the Contracting Officer in writing. The Contracting Officer shall promptly respond in writing, and the Contracting Officer's decision shall be final. Nothing in this clause shall excuse the Contractor from continued diligent performance under this contract.

H. Special Clauses

1. Additional Sites / Locations

a. The sites, locations, or facilities identified herein as being required in this contract are not all inclusive of the number of sites, locations, or facilities that may be added in the future.

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b. Additional sites, locations, or facilities may be added to this contract on the Pentagon Reservation.

c. Additional Pentagon Reservation sites or locations will be added by contract modification upon mutual agreement of the DoDCC and the Contractor.

2. Restrictions on Hiring The Contractor agrees that no supervisory employees of the DoDCC will be hired by the

Contractor without specific permission of the DoDCC for the term of this contract and six (6) months thereafter.

3. Officials Not to Benefit No member of or delegate to Congress, or resident commissioner, shall be admitted to any share or part of this contract, or to any benefit that may arise therefrom; but this provision shall not be construed to extend to this contract if made with a corporation for its general benefit.

4. General Insurance Requirements

a. The Contractor and any subcontractor shall procure and maintain, at its own expense, and with a company or companies acceptable to the Contracting Officer, insurance coverage that meets or exceeds the coverage minimums set forth below and that includes severability of interest provisions for each site awarded under the contract. The Contractor and any subcontractor shall maintain all insurance until the completion of the contract. Within thirty (30) calendar days of award of the contract, the Contractor shall provide certificates of insurance to the Contracting Officer. The DoDCC must have a current Certificate of Insurance (COI) on file at all times during the term of this contract. Such Certificates of Insurance shall evidence that the below listed insurance is in effect, and that not less than thirty (30) calendar days' prior written notice will be given to the Contracting Officer in the event of modification, cancellation, or non-renewal of any such insurance coverage. This evidence may be demonstrated by providing copies of the relevant policy provision or in the form of a letter from the insurance agent attesting to such requirements.

b. The Contractor shall be responsible to review and ensure any and all subcontractors comply with the insurance provisions contained herein and said insurance is maintained as specified.

The Contractor shall provide copies of any and all insurance policies and / or Certificates of Insurance prior to opening. Insurance policies written on a “claims made form” will not be acceptable.

c. Commercial/Comprehensive General Liability. The Contractor and any subcontractor shall provide a valid Certificate of Insurance listing the insurance coverage maintained. The liability insurance maintained by the Licensee and or any subcontractor shall include, at a minimum, the following coverage;

[X] Premises - Operations [X] Products - Completed Operations [X] Contractual - Current Contract with DoDCC

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[X] Independent Contractors [X] Broad Form Property Damage / Fire Legal Liability

The minimum Limit of Liability shall be:

Bodily Injury per person / occurrence (BI) $1,000,000 Property Damage per occurrence (PD) $ 500,000 or Combined Single Limit (CSL) $2,000,000 Products Liability per person, no aggregate $1,000,000 If Policy has Aggregate Provisions - Minimum Annual Aggregate Limit per year $2,000,000

d. Vehicle Insurance. For any vehicle that will be used in the performance of this contract, the Contractor and any Subcontractor shall provide valid Certificate(s) of Insurance listing the insurance coverage maintained. The Vehicle Insurance maintained by the Contractor and any Subcontractor shall include, at a minimum, the following coverage:

[X] Owned, Non-Owned and Hired Vehicle [X] Additional Insured Provisions [X] Other - Transportation of Hazardous Substances

The minimum Limit of Liability shall be:

Bodily Injury per person/occurrence (BI) $1,000,000

Property Damage per occurrence (PD) $ 500,000 or Combined Single Limit per occurrence (CSL) $2,000,000

Vehicles used by the Contractor, any Subcontractor, or any employees for the sole purpose of going to and from a place of employment on a DoD installation shall have at least the minimum coverage required by either the "Customs Territory or Outlying Area of the U.S." (e.g., District of Columbia, States, Puerto Rico, and Guam), or country in which the vehicle is registered or operated, in accordance with applicable law or regulation.

e. Additional Insured Provisions. The Contractor and any subcontractor shall name the following as "Additional Insureds" as stipulated within the contract:

"The DoDCC, Department of Defense, and the Pentagon, or any other US Government entity or related instrumentality."

f. Workers Compensation and Employers Liability. As applicable and as set forth by the

Commonwealth of Virginia, the Contractor and any subcontractor shall comply with all federal and state statutory regulations pertaining to Workers Compensation requirements for insured or self-insured programs and waive subrogation rights. The minimum Limit of Liability for Employers Liability shall be $1,000,000. The Contractor and any subcontractor shall provide annually a valid Certificate of Insurance. The Contractor shall advise the Contracting Officer, SS/687 (10/77) | Ref. No of Document being cont'd | Page CONTINUATION SHEET DoDCC-2021-R-0002 19 of 36 Name of Offeror or Licensee | License Agreement Title in writing, if this type of insurance coverage is not applicable due to company size/standards as per the requirements set forth by the Commonwealth of Virginia.

g. Local Insurance Requirements. The Contractor and any subcontractor agree to furnish necessary insurance as stipulated above and unemployment compensation as provided by local laws. If the above insurance Limit of Liability is less than the local requirements or limits, then the Contractor and any subcontractor shall provide the necessary limits meeting the local requirements.

h. Risk of Loss. The Contractor and any subcontractor shall assume the full risk of loss from any cause and the responsibility for any loss, destruction or damage occurring to their equipment or money or improvements on DoD property while situated at the designated site and in the transportation to and from the site except for such loss or damage as may be attributable to the DoDCC by reason of negligence of its Officers,…