Amendment 001 FN1505-20 Installs.pdf

AMENDMENT OF SOLICITATION/ MODIFICATION OF CONTRACT 1. CONTRACT ID CODE PAGE OF PAGES

1 6

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

Amendment #001 10/23/2020

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

UNICOR, FEDERAL PRISON INDUSTRIES, INC.

400 First St NW Washington, DC 20534

UNICOR, FEDERAL PRISON INDUSTRIES, INC.

846 NE 54th Terrace Coleman, FL Attn: Clarice Bailey, Contracting Officer

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

FN1505-20 X

9B. DATED (SEE ITEM 11)

10/06/2020

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE

FACILITY

CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENT OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and the 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 number. 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 APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

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

(X) 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 :

X D. OTHER (Specify type of modification and authority) FAR 52.212-4 Contract Terms and Conditions –

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.)

See attachment A.

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)

Clarice Bailey, Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE

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

_______________________________________ BY

Signature of the 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

Amendment 001

FN1505-20

Response to Questions and Clarifications

Q: Please explain the shipping and tracking process for Hawaii, Puerto Rico, Alaska, and Guam for 8058 and 2005 projects.

A: Once installer quotes the job, it should be sent back to the contracting officer, who will get send to Karen B for a quote from YRC. Once quote is received from Karen B, contracting officer sends back to installer to finalize their bid. This process could take 3-5 business days.

Q: Will UNICOR provide an estimate of the number of projects typical each year for Puerto Rico, Guam, Alaska and Hawaii A: We cannot provide an estimated number of projects for these locations, as the customer submits their requirements based on need.

Q: Will anticipated install dates be provided in the project quoting process?

A: The customer requested installation date will be provided in the quoting process. The anticipated installation date is usually the date the order is due for INS8058. INS2005 dates are confirmed with the end-user once all product is received and inspected in the warehouse by the vendor.

Q: What is the minimum amount of lead time that will be given from time of project award to installation start date?

A: That time will vary based on installer’s communication with customer.

Q: Can an individual order be declined without penalty?

A: No, all awarded vendors are required to bid on all projects, if your firm does not bid on a project, we will submit a quote from your company based on the contracted price, including volume discounts.

Q: Including Puerto Rico in the Southeast region and Guam in the West region pricing has the potential to inflate the install rates for all other states in those regions. This may result in unnecessarily high prices where the highest volume of projects exists. Would UNICOR consider creating a separate region for Guam and Puerto Rico or adding Guam and Puerto Rico to the Hawaii region rather than potentially escalating the prices for the Southeast and West regions?

The processes and shipment methods more closely align with Hawaii when compared to the continental 48 states.

A: Puerto Rico will remain in the Southeast region. However, Guam will be grouped with the Hawaii region.

Q: On the pricing worksheet, there is a category of pricing for “Workstation Up” and also one for “Reconfiguration of a workstation”. Please define the difference between those two project types.

A: Workstation Up is defined as an existing workstation that is on-site in customer’s possession.

It does not have to be disassembled, just installed. Reconfiguration of a workstation is defined as changing an existing workstation size/location.

Q: Please explain how OCONUS projects are expected to be bid?

A: Puerto Rico will remain in the Southeast region. However, Guam will be grouped with the Hawaii region. The bid process will remain the same. All cost associated with the project shall be included in the contract price.

Q: The case goods include product lines Harmony, Relevate, Baritone and Integrate. Do any of those product lines ship flat packed and require assembly?

A: Case goods are shipped fully assembled, however installer may be required to assemble tables (i.e bases, legs power ups etc.).

Q: Does any of the seating require assembly of arms, bases, mechanisms or are they shipped assembled?

A: All seating is shipped fully assembled.

Q: The solicitation states that UNICOR shall issue a delivery order or modify an existing delivery order for storage fees within 5 working days of receiving a proper storage quote and the customer’s full financial obligation. What happens to the costs accrued by a successful offeror if the customer does not provide the full financial obligation or if the storage is a result of late product from one of the factories?

A: Installers are required to provide a storage quote if the customer’s product is not delivered within 30 calendar days of receipt of product at the installer’s warehouse. However, failure to provide a storage quote after the 30th day, the storage costs will be assed to the installer. If product is late from the factory, UNICOR will provide the approval for storage fees. Storage quotes shall only be sent to the Project Manager and Project Management Supervisor. Under no circumstances shall the Contracting Officer receive the storage quote from the installers.

Q: Is UNICOR only accepting submissions electronically?

A: UNICOR will only accept proposal submissions electronically. It is the vendor’s responsibility to verify if their proposal was received by Clarice Bailey, Contracting Officer.

Q: If UNICOR’s intention is to multiple award this contract – will it be multiple awarded by region or nationally?

A: It will not be awarded by regions or nationally, each awarded offeror will bid on each project for all locations, and the offeror with the lowest overall price will be awarded the project. Price is the only determination for the delivery orders against the awarded contract.

Q: Does SAM/ORCA registration information need to be submitted with bid or is proof of an active SAM registration sufficient?

A: SAM Information does not needed to be submitted with proposal. If your firm states SAM registration is up to date, the contracting officer will verify.

Q: If the resulting contract won’t go into effect until 4/1/21 – do the NCIC Background check forms need to be completed as part of our bid submission now?

A: Yes, all NCIC forms shall be submitted with the initial written proposal to Clarice Bailey, Contracting Officer. Any submissions or deletions after 4/1/2021 shall be submitted to Tatyana Shields, Management Analyst at Tatyana.Shields@usdoj.gov.

Q: Is the installation pricing for Receive @ warehouse, Redeliver & install or Receive product direct @ site?

A: INS8058 – Installation of Systems (Product is delivered directly to the customer’s site).

Exception: In emergency situations, INS8058 jobs that are redirected to an installers warehouse, the installer is required to note any visible damages only and report to the factory and Project Manager within 24 hours. Pictures of all the product put in storage shall be provided.

INS2005 – Installation of Seating, Case Goods and Filing (Product is delivered to the installer’s warehouse/staging facility, which includes inspection and receive and deliver). The installer shall open all freight within 24 hours of receipt of product to inspect for damages. However, under no circumstances shall inspection occur beyond 48 hours of arrival. If concealed damages are noted, the originating plant shall be notified immediately in writing with photos of the damages, so they can file a freight claim. A copy of this notice and photos shall also be sent to the UNICOR Project Manager. In the event any installer fails to inspect and/or notify the appropriate plant and project manager within the 48 hours, all replacement costs shall be at the successful offeror(s) expense.

Q: Please clarify UNICOR’s expectations for receiving product at a warehouse and any target dates that must be maintained.

A: Once product has been received at the warehouse, the installer shall inspect product for damages and verify correct product and quantities are received. UNICOR expects the vendor to contact the customer within 48 hours to schedule the delivery of the product, unless otherwise directed by UNICOR. All product shall be installed within 30 days unless customer request otherwise or damaged product has not been received. If the product is in warehouse beyond 30 days at the request of the customer a storage quote shall be provided in accordance with the guidelines.

If the successful offeror(s) has not received the complete order in time to meet the customer's delivery date, they shall notify the UNICOR Project Manager immediately. The installer shall open all freight within 24 hours of receipt of product to inspect for damages. However, under no circumstance shall inspection occur beyond 48 hours of arrival. If concealed damages are noted, the originating plant shall be notified immediately in writing with photos of the damages, so they can file a freight claim. A copy of this notice and photos shall also be sent to the UNICOR Project Manager. Successful offeror(s) is responsible for noting on the bill of lading any visible carrier damages prior to signing for acceptance of the freight. In the event any installer fails to inspect and/or notify the appropriate plant and project manager within the 48 hours, all replacement costs shall be at the successful offeror(s) expense.

Q: Is the successful vendor(s) responsible for coordinating any sub-sequent “go-backs” required to complete a job? Will UNICOR send the required product or will vendor(s) be required to source directly from UNICOR’s product vendors – if needed to source directly who is responsible for payment (UNICOR or Vendor)?

A: Yes, vendor will be responsible for coordinating any sub-sequent go-backs. UNICOR will be responsible for providing the go-back product, the vendor will not be responsible for sourcing directly. However, the vendor will be held responsible for any damages they caused during receipt, storage and installation of the product.

Q: On Page 5 this is stated:

“All work performed outside of normal hours will be priced on a case by case basis”. Who and how will pricing be determined? Are normal business hours defined as 7am – 5pm? Does the installation vendor get to set the price or does UNICOR set the price?

A: Normal working hours is defined as 7:00 am – 5:00 pm, Monday – Friday, unless otherwise specified by the customer. All work performed outside of the normal hours shall be calculated using the contracted prices of each item installed and half of the contracted hourly rate (over-time).

Q: On Page 7 this is stated:

“Storage of product shall be at no cost to UNICOR or the customer for 30 calendar days”. When does the clock start – first delivery or when all product for job has been delivered?

A: It begins when the 1st delivery starts, however this is contingent upon receiving all the product within 5 days. If not, the storage can only be based on product that has actually been received in the warehouse. The quote shall include an itemized list.

Q: On Page 12 this is stated:

“If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay the Government liquidated damages in the amount of $500.00 per day” How will liquidated damages be addressed when the delay is in no fault of the vendor?

A: Liquidated damages will only be charged if the vendor fails to deliver or perform.

Q: What is the definition of having a completed “acceptance form” for invoicing – is it substantially complete or does the job need to be 100% complete? Getting a 100% sign off can be a 60 -150 days process; plus, the UNICOR payables processing time.

A: The installer shall obtain the customer's signature and date on an "Acceptance Form" provided by UNICOR, only if the job is 100% complete. This signed acceptance form shall be attached to the invoice and submitted for payment no later than 5 business days after the customer's signature date.

UNICOR shall not be invoiced for installation services until the job is completed 100%.

"Acceptance Form” shall be attached to the invoice. If UNICOR receives an invoice for installation services without the appropriate "Acceptance Form" attached, the invoice will be considered improper and will be returned.

Q: If a return authorization is not given in the allotted time can the offeror charge storage and/or labor for disposition of the product?

A: UNICOR will issue a return authorization within 5 business days of when the “return authorization” is loaded into SAP. The vendor will have 5 business days to return the items to the factory. If an item is damaged and the disposition is disposal, UNICOR will not be responsible for any labor cost associated with the disposal. Where applicable, a photo shall be sent confirming the disposition.

Q: Please explain how UNICOR will assess actual charges for failure to report damage. Also, what if UNICOR ships product in error i.e. wrong color, overages what is the expectation on those?

A: The charges assessed will be the price of the non-reported damaged item.

Under INS2005, the vendor shall inspect all product and notify UNICOR prior to the installation of product.

Under INS8058, the vendor shall notate the discrepancies in the daily receiving report, punch lists and shortage/damage reports. This will allow disposition to be provided by the designated factory during installation if applicable.

Failure to provide information in a timely manner will result in vendor being responsible for the additional go-back charges.

Q: What is UNICOR’s expectation of a Site Installation Manager?

A: The Site Installation Manager shall oversee installations at various install job sites. The installation site manager shall ensure all personnel are on-site and following all agency rules, they shall provide daily reports of progress of the job, while supervising the staff and the installation project. Any issues on-site shall be reported immediately to the UNICOR Project Manager via phone call and in writing. The site manager is also responsible for coordinating all deliveries and ensuring the deadlines are met.

Q: Please explain the INS 2005 project pricing. It only includes the case good product - Why?

What is the difference regarding warehousing? Please explain the expectations of each.

A: INS2005 – Installation of Seating, Case Goods and Filing (Product is delivered to the installer’s warehouse/staging facility). The pricing shall include receive and deliver.

Q: Price is the deciding factor for award of individual projects. Will there be an audit to ensure a level playing field regarding Service Contract wages being paid out to ensure compliance?

A: After the contract is awarded, price is the only determination for the awarded delivery orders for each installation job. The Department of Labor will conduct an audit of the Service contract wages if a vendor is determined to be non-compliant.

Q: Will the due date of November 10th be extended for this RFP?

A: The due date of this RFP is Tuesday, November 10, 2020 at 2:00 PM, EST. Proposals shall be submitted to Clarice Bailey at Clarice.Bailey@usdoj.gov and be in compliance with the requirements of this solicitation. All offerors shall confirm the receipt of their proposal with Clarice Bailey, Contracting Officer.

Successful offeror(s) may be required to install non-furniture items as part of our packaged office program to include but not limited to lockers, cabinets, etc. During the quoting phase of delivery orders, installation of packaged office items shall only be quoted in labor/man hours.

Installation for wall products will be installed by the manufacturer and will not be a part of the bidding process for delivery orders.

Revised Attachments Revised FN1505-20 Price Sheet Revised Install Regional Map

Except as provided herein, all other terms and conditions remain unchanged.

AMENDMENT OF SOLICITATION/ MODIFICATION OF CONTRACT