Amendment 0001 Questions Answers Walter Reed.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

Solicitation HDEC08-11-R-0006 to furnish all supervision, personnel, equipment, and supplies necessary to perform shelf stocking, receiving/storage/holding area (RSHA), and custodial operations for the Walter Reed Commissary, located at Silver Spring, Maryland, is hereby amended as follows:

1.

Attachment 2, Performance Work Statement (PWS): Remove the previous electronic PWS dated May 5, 2011, and replace with the revised electronic PWS dated June 19, 2011. (Note: Revisions reflect the addition of Electronic Shelf Labels (ESL) to paragraph 4.2.2. Damage Caused by Contractor and 4.3.3.1. Cleaning and Dusting. The revisions to the PWS are highlighted in yellow.)

2.

Questions of a technical and/or contractual nature are provided at Enclosure 1.

4.

Attendees at the July 12, 2011 site visit are provided at Enclosure 2.

SUMMARY OF CHANGES

ENCLOSURE 1

ATTENTION PROSPECTIVE OFFERORS:

Reference is made to solicitation HDEC08-11-R-0006 for shelf stocking, RSHA, and custodial operations at the Walter Reed Commissary located at Silver Spring, Maryland.

The following questions and answers, pertaining to the above-referenced solicitation, are provided for your information. Offerors are cautioned that these answers do not alter the solicitation. Only the amendment to the solicitation will change the requirements or any other content of the RFP. In the event of an inconsistency between statements contained in any amendment on the solicitation and this document, the amendment shall take precedence.

Question #1. 1.4.1 Quality Control – How soon after contract award will the QC Plan be due?

Response #1: The Quality Control Plan is due to the Contracting Officer at the Post Award Conference.

Question #2. 2.3.1.1 GFE – is the government responsible for all PM on existing equipment?

Response #2: The Government is only responsible for preventive maintenance on the items listed in Exhibit 2-2 Government Furnished Equipment.

Question #3. 4.3.1 – Estimated Shelf Stocking Workload and Line Items-

(1) You have provided averages based on 12 months activity; please provide the activity level for the low and high month for each category.

Response #3.1: Activity level is not tracked for shelf stocking by category therefore is not available.

(2) Please provide total line item count for contractor maintained line items, listing the cases stocked per year for each.

Response #3.2: The Contractor responsible line item count is reflected within the chart @ 4.3.1; however, the cases stocked per year for each line item is not information that is tracked during the year, so it is not available.

Question #4. 4.3.3.2.1 –Shelf Locations & Item Locations – are all items listed in a central data base to include aisle location, shelf location, and maximum shelf capacity?

Response #4: Yes, store management utilizes a database which includes this type of information; however, it is not a database that is available to non-government employees.

Question #5. 4.3.3.3.1 – Expired Code Dates – How many unique line items were removed from the sales shelf during the most recent 12 month period? How many pieces were removed from the sales shelf during the most recent 12 month period?

Response #5: The information requested above is not available, as it is not tracked throughout the year.

Question #6. 4.3.3.14.2- Identifying Cases on hand Needed for Replenishment Stocking – this sections states that the Contractor will identify the items for replenishment. Are there any plans to implement a Real Time Inventory level that will update via customer checkout (Point of Sale)?

Response #6: There is no plan to implement real time Inventory.

Question #7. 4.4 Receiving – Are all inbound delivering carries scheduled (appointment warehouse)?

Response #7: See Exhibit 4-3 FDS Distributor Delivery Schedule. This chart shows the approximate time when the trucks will arrive, as well as the number of trucks expected each day. The truck window is 2:30 pm to 10:30 pm. The FDS truck can arrive anywhere in that time frame.

Question #8. 4.4.2.2 Offload Trucks – please provide monthly averages, high month and low month for most recent 12 month period

Response #8: This information is not tracked, as this store is under the DDR receiving process. Which means the government will count the pallets that are offloaded rather than the number of cases.

Question #9. 4.4.2.5 Segregate Merchandise- Is this when the detail receiving per line item takes place? Are cases scanned with an RF device or are they manually checked against a packing list?

Response #9: Segregating merchandise is separating semi-perishable cases by contractor-stocked cases, vendor stocked cases, cases for display, and new items as identified by the Government to be stocked to the floor. This store is under the DDR receiving process, which means the government will count pallets that are offloaded rather than the number of cases. Once offloading has occurred and the pallets have been counted, the merchandise is turned over to the contractor for further handling. The procedure referenced above within the question is defined as “Preparation for Government Receipt”, which is not a part of this requirement.

Question #10. 11. 4.6.2.1 Emergency cleaning- Does the Government provide ice & snow removal equipment & supplies?

Response #10: No, the Government only provides the equipment listed in Exhibit 2-2, Government Furnished Equipment (GFE). Contractor is responsible for providing all other equipment.

Question #11. Exhibit 4-1- Vendor stocking – Will the contractor receive a daily vendor arrival schedule to prevent unnecessary stocking to prevent stock-outs?

Response #11: No. The Contractor will not receive a daily vendor arrival schedule. There may be times when the government must issue vendor stocked items to the contractor to stock, during day time operations only, due to lack of vendor support to prevent Not in Stock (NIS) situations.

Question #12. 6.1 Contractor Damage to Commissary merchandise- Why is the contractor billed at retail instead of replacement price?

Response #12: Merchandise is sold at cost.

Question #13. Misc. Questions

1. Who is the incumbent, and are they eligible to bid?

Response #13: We are unable to release this type of information. Information of this nature must be requested via the Freedom of Information Act (FOIA).

2. Please describe the functionality of the IT solution supporting this operation? What reports can be generated?

Response #13: The application used is Computer Assisted Ordering (CAO) and the application orders merchandise based on the Balance on Hand (BOH) and a forecast of prior sales data. Reports can be generated; however, they are primarily for the government’s use.

Question #14. At the pre-bid conference you mentioned that the contractor is responsible for supplying all equipment to perform all tasks. Does that include forklifts and pallet jacks, and if not is there a preference on the type of forklift, being electric or natural gas?

Response #14: In accordance with Exhibit 2-2, Government Furnished Equipment (GFE) of the PWS, which includes 2 electric forklifts, 2 electric pallet jacks, and 6 manual pallet jacks. To clarify what was said at the pre-proposal conference, if the contractor determines that the equipment listed at Exhibit 2-2 is not sufficient for the performance of required services, it is up to them to ensure equipment not listed is taken into consideration within their respective proposal.

Question #15. The display case count in the PWS is listed as 3974 cases per month (C4-2). This seems very high compared to several other commissaries. Can we receive confirmation that this is correct and be informed on how such a high percentage of display cases can be obtained?

Response #15: This information is correct as it was obtained from an average 12 months of shelf stocking case count sheets.

Question #16. Day cases seem extremely low at only 795 cases per month. That works out to an estimated 30 cases a day. Can we confirm this number and be informed on how the site operates with such a low number of day cases?

Response #16: This information is correct as it was obtained from a current statistics based on average 12 months of shelf stocking data.

Question #17. Does the site have electronic tags, or have a plan to install them?

Response #17: There are electronic shelf labels (ESL) in Walter Reed Commissary. The PWS has been revised to incorporate the Electronic shelf labels (ESL). See paragraphs 4.2.2. Damage Caused by Contractor and 4.3.3.1. Cleaning and Dusting. Changes are highlighted in yellow.

Question #18. Does the site require the plastic to be recycled?

Response #18: Walter Reed Commissary has a recycling program for plastic; however, at the present time government employees are solely responsible for the baling of plastics.

Question #19. The area between the front of the store and AAFES, does this area need to be shoveled in the event of a snow storm? Does sidewalk on the entire left side of the store need to be shoveled in case of a snow storm?

Response #19: The base takes care of the front of the store and AAFES. As describe on page C.4-28 within the snow and ice removal table, the sidewalk on the entire left side of the store is included as part of contractor snow & ice removal.

Question #20. The warehouse has an open ceiling with exposed pipes and since high cleaning is required, does this include the pipes?

Response #20: In accordance with paragraph 4.1.1. and 4.1.2., high cleaning is any area above 8 feet but no higher than 20 feet. Therefore, if the area in question is contained within those parameters, it would be considered a part of the contractor custodial requirement.

Question #21. Can you please let us know the age of the sales floor?

Response #21: The sales floor is eight years old.

ENCLOSURE 2

SITE VISIT – WALTER REED COMMISSARY

JULY 12, 2011, 10:00 a.m.

ATTENDEES:

Michelle Garrard, Store Director

Richard Kresslein, NISH

John Stephens, Great Plains Enterprises, Inc.

Roy Cox, Enidan Enterprises, LLC

Bryan Banks, Best Building Services, Inc.

Ronald Price, National Service Contractors, Inc.

Raelynn Richardson, Contract Specialist, Defense Commissary Agency

(End of Summary of Changes)