Amendment__2_to_HDEC05-14-R-0002.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

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

FAR (48 CFR) 53.243

Amendment to provide answ ers to questions submitted by prospective offerors. In addition, a field for the Commissary Name has been added to the LOG OF VALIDATIONS form.

DeCA w ill accept follow up questions in response to the answ ers provided in this amendment. All follow up questions should be submitted by 3:00 PM EST on Monday, October 6, 2014. The closing date of this solicitation w ill not be extended.

Points of Contact:

Contract Specialist: Heather Jarratt (804) 734-8000, extension 86302, DSN: 687-8000, extension 86302, heather.jarratt@deca.mil Contracting Officer: Jill Craft (804) 734-8000, extension 86294, DSN: 687-8000, extension 86294, jill.craft@deca.mil

1. CONTRACT ID CODE PAGE OF PAGES

J 1 5

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

16C. DATE SIGNED

BY 02-Oct-2014

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

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

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HDEC05-14-R-0002

X 9B. DATED (SEE ITEM 11)

19-Sep-2014

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

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 Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM 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, is required to sign this document and return copies to the issuing office.

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

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

02-Oct-2014

CODE

DEFENSE COMMISSARY AGENCY

ENTERPRISE ACQUISITION DIVISION

1300 E AVENUE

FORT LEE VA 23801-1800

HDEC05 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HDEC05-14-R-0002

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been added by full text:

QUESTIONS AND ANSWERS

Questions and Answers ‐ Solicitation HDEC05‐14‐R‐0002

1. Do we complete and send the "letter to past source" to you, to the references or both?

Answer:

Sample Letter, Attachment 7‐2 – is a sample letter to your references authorizing the release of information to DeCA (Defense Commissary Agency) for the purpose of evaluating past performance. It is the contractor’s responsibility to complete and send the letter to past performance references. The filled‐out reference must come directly from your customer.

2. For Item 0001, for each year, what would you like us to use as a unit price? We can just use

$1000 per unit and apply the 181 quantity. Or $500 per unit or ????

Answer:

The contractor is not responsible for completing pricing for each CLIN (0001, 1001, 2001, 3001, and 4001). The procedures for provision 52.212‐2(a)(1) will be used to evaluate price. (The sample task pricing is based on a $1000 unit.) Price will be evaluated by multiplying the total price of each of the three sample tasks by the estimated number of stores for each size category. Again, you do not need to insert pricing into each CLIN (referenced above).

3. For Item 0002, for each year, what is the lowest bid you will accept (this takes very little effort)?

CLIN’s 0002, 1002, 2002, 3002, and 4002 have been created for contractor’s to provide costs for completing the administrative process of reporting eCMRA. (Please read the note attached to each CLIN for further explanation.) Each contractor shall determine if a cost will be associated with reporting eCMRA. It is not required that the contractor provide a cost, however, if a cost is quoted it will be part of the overall evaluation of the contractor’s proposal.

4. In the PWS you place some restrictions on digital devices. I have been developing new software, since March, with the Android tablet as the device. Will I still be able to use those?

No, the PWS (Performance Work Statement) states that personal electronic devices are prohibited from use during the time that inventories are being conducted. Please refer to Section 9 of the PWS (CELL PHONES AND/OR PERSONAL DEVICES).

5. We will need to see a list of each commissary and their approximate inventory value, as well as projected inventory date in order to make sense of this. Is that available?

This solicitation is to award approximately 14‐20 indefinite delivery/indefinite quantity (IDIQ) task order contracts. The award will provide DeCA with a base contract and pool of contractors that we will use to solicit individual inventory performances. Once the base contract is awarded, DeCA will solicit quarterly for inventory performances. Each respective location will have one accountable inventory annually. The Request for Quote (RFQ) will contain dollar value estimates along with actual inventory dates. The RFQ will be awarded using EVALUATION FOR TASK ORDER procedures described in the Addendum to 52.212‐4 (IV)(C).

6. 1f—PWS is vague about who does the walk‐through. We have some commissaries that will not let the team start until the whole team does walk‐through. To me, this is unnessasary. Only

Team Leader should do Walk‐through. Crew should be allowed to begin after safety rules are completed by Store Director.

It is beneficial for all contractor personnel to be present during the walk‐through. The Commissary will brief safety and security concerns, as well as, address any facility specific information that contractor personnel may need to know. In extenuating circumstances, the Government Representative may choose to brief Contractor personnel without everyone being present. In which case, it is the Contractor’s responsibility to make sure each employee receives the same information. Refer to Section 1(f) of the PWS for additional information.

7. 2(4) Section sizes‐ In smaller stores, sometimes the Store Director determines that his commissary does not apply to PWS rules and makes their sections smaller. What do we do then?

Shouldn’t he follow PWS rules?

Answer:

All commissary locations, regardless of size, are to adhere to PWS standards. As well, all parties involved should follow the PWS. If you find that the PWS is not being followed, for any reason, you should not hesitate to call the Contracting After‐hours number at (804)536‐6500 and speak with the Contracting Officer regarding the issue.

8. Also, PWS shows that this section goes from (4)(a),(4)(b),(4)(c) to 4b, 4c, etc. Did we miss something in between?

Nothing was missed. Due to the location of roman numerals paragraph 4a could not be seen.

9. 2(4)i—What is the explanation of this paragraph in laymans terms without hiring an attorney to explain this!

DeCA has the right to hire an outside entity to conduct an additional validation at individual UPC item level. This additional count would not be performed by DeCA employees. For more information, refer to Section 2(4)(i) of the PWS.

10. We are not understanding the following: Pg. 5 I 3rd party validation Is this a separate company or commissary personnel doing an item count by UPC code? If so, will this be done while the inventory is being conducted?

Yes, please see Question 9. The additional validation may or may not be done during the accountable inventory contractor’s performance. If a 3rd party inventory validation is conducted, those validations will not be conducted simultaneously on the same section.

11. 4‐ It would be great to include a line on the “Log of Validations” to include the name of the commissary that represents these recounts. Sometimes these papers are misplaced.

We will revise Exhibit 3, Log of Validations, to include the Commissary Name.

12. Can we get a listing of the stores WITH current estimated inventory levels?

DeCA is not soliciting for individual inventory performance’s at this time. The purpose of this solicitation is to award to a prospective “pool” of contractors that would be able to provide the required Inventory Services from November 1, 2014 through October 31,2015. Inventory estimates will be provided with the RFQ for individual inventory performances.

13. How far in advance are the inventories scheduled for the locations?

DeCA will provide a quarterly RFQ listing of all commissaries to be inventoried within the specified timeframe. Ideally, the initial RFQ will be sent 60 days prior to the inventory date at a minimum and delivery orders would be issued 30 days prior. Note, extenuating circumstances may not allow for this schedule, at times. We ask that contractor’s provide some flexibility when situations arise.

14. When stores are scheduled, is the schedule agreed upon by both DECA and the Inventory service, or does the service have to take whatever date DECA requests?

No, acquiring an approved inventory schedule is a lengthy process. A large majority of the commissaries are scheduled by zone which makes it very difficult to accommodate a request for one store. In addition, ensuring competition amongst, potentially 16‐20 contractors yet leaving room for changes with any one of those contractors would be administratively impossible.

There are situations outside of our control that many times will require that we exercise flexibility in order to fill the need or enhance the customer relationship. However, under normal circumstances we try to stick to the inventory schedule to the best of our ability.

15. What are the department breakouts for the stores?

Departments and areas that the contractor are required to inventory are described in Section 1(a) of the PWS. If further explanation is required, we may need more clarification.

16. Is there a small business requirement for this proposal? If so, what is the definition of a small business?

Answer:

This solicitation is set‐aside for small business concerns. The small business size standard for NAICS code 561990 is $11 Million in average annual receipts, according to the Small Business Administration. Please visit the following website for more information, http://www.sba.gov/content/small‐business‐size‐standards.

(End of Summary of Changes)