HDEC08-13-R-0009_Amendment_0001.pdf

HQCKLY02840001

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

March ARB Commissary: Shelf Stocking, RSHA, and Custodial Operations

CLOSING DATE REMAINS UNCHANGED: Proposal must be received at the address indicated in Block 7 of the solicitation, no later than 3:00 p.m. EST on September 10, 2013.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 9

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

16C. DATE SIGNED

BY 28-Aug-2013

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 HDEC08-13-R-0009

X 9B. DATED (SEE ITEM 11)

23-Jul-2013

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 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 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

28-Aug-2013

CODE

DEFENSE COMMISSARY AGENCY

STORE SERVICES SUPPORT DIVISION

1300 E AVENUE

FORT LEE VA 23801-1800

HDEC08 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HDEC08-13-R-0009

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

The following items are applicable to this modification:

Solicitation HDEC08-13-R-0009 for Shelf Stocking, Receiving/Storage/Holding Area, and Custodial Operations at the March ARB Commissary, located near Riverside, California, is hereby amended as follows:

1. List of Attendees from the Pre Award Site Visit on August 13, 2014, is provided in Enclosure 1.

2. Questions and answers from the Site Visit are provided in Enclosure 2.

3. A revised Attachment 2 PWS, dated August 28, 2013 is provided.

4. CLOSING DATE REMAINS UNCHANGED. Proposal must be received at the address indicated in Block 7 of the solicitation no later than 3:00 p.m. EST on September 10, 2013.

SUMMARY OF CHANGES

Enclosure 1

List of Attendees at the Pre Award Site Visit on September 25, 2012:

Name Company

AT THE COMMISSARY:

Bill Jenkins Crescent Resources Brenda Ware Glory Supply Inc.

Travis Sanders G&M Raul Franco GBS Darrell Francis C.M.S.

Antonio Rojas C.M.S.

Kristina Pressler TESG, Inc.

Patricia Jones Pure Service Gregory Schweitzer APEX Robert Brown APEX Phil Ruiz March ARB Store Director

AT DECA HQ, VIA TELECONFERENCE:

Karen Allen Contract Specialist, LEAS-West, DeCA Headquarters Margaret Prince Contracting Officer, LEAS-West, DeCA Headquarters

Enclosure 2

Questions and Answers

Question #1: During the meat room portion of the walk through it was noticed that there were more pieces of large equipment (3 saws, 2 grinders, etc.) than are standard in most meat rooms. Is all of this Equipment used on a regular or Daily Basis or just occasionally during high volume periods (holidays, paydays, etc.)

Answer: Per the Store Director, not all of the equipment is used on a daily basis. However, on busy days (whether those are holidays, paydays, or middle of the week days), all the equipment may be used. There is no specific pattern as to the use of the equipment. As such contractor is responsible to meet contract standards as identified in paragraph 14. MEAT DEPARTMENT PROCESSING, PREPARATION, AND

WRAPPING AREAS

Question #2: During the walk through we were shown many offices and rooms that even Store Management was unaware of exactly which was to be included and not included. The Numbered map did not cover all rooms that were to be cleaned and included some that were not to be cleaned. Can we get a clear determination of which offices and storage rooms are to be included and are not included (i.e.

cigarette storage room, HBA storage room, etc.)?

Answer: The contractor is not responsible for cleaning the cigarette storage room or the HBA storage room. PWS Exhibit 4-7 The Facility Layout and Room Legends have been updated in the revised PWS to reflect custodial areas within the facility for which the contractor is responsible for performing custodial operations. Areas identified in Exhibit 4-7 correlate with areas identified in Exhibit’s 4-6-1 through 4-6-5, with the exception of outside areas in Exhibit 4-6-4.

Question #3: During the walk through it was mentioned that there was no responsibility outside the back of the building other than the ramp area leading to the store. However the PWS states that there is 3,392 feet of area that is contractor responsible. Can you define where that area is?

Answer: The contractor is required to clean the ramps and 10 feet out from the back base of the building.

Question #4: Does this store offer Early bird hours or are the hours on the PWS the only operating hours the store has customers?

Answer: Yes, the store offers early bird hours.

Question #5: The truck windows in the PWS are very broad and run right up to the stocking window. Do the trucks regularly arrive early in these windows? And if the truck does arrive near the end of the delivery window are adjustments made to the stocking window to accommodate segregation?

Answer: The day stocking shown in the PWS chart at 1.2.2. is not a stocking window, it is a required work schedule. Day stocking is done to preclude NIS’s, not stock the new FDS deliveries. Night Stocking hours identified at 1.2.1 Store Operational Hours/Contractor Working Schedule are “windows of opportunity” whose function is to stock new FDS cases received and any other cases of contractor responsible merchandise within any area of the RSHA. No adjustments will be made to the stocking shift to accommodate segregation, as segregation should be occurring throughout the day as the trucks arrive.

Question #6: The PWS requires repair/replacement of labels for contractor responsible items. Will ESL training be given to accommodate this function?

Answer: Paragraph 4.3.3.5. in the PWS is in reference to non-electronic shelf labels that may be placed in locations such as off-shelf displays. If an Electronic Shelf Label (ESL) has been damaged due to mishandling by the contractor, the contractor will be responsible for replacement cost of the label.

Question #7: In regards to the Holidays listed in the PWS: Is the store generally closed on these days or is service still required and an EOD is paid as compensation?

Answer: The chart at paragraph 1.2.2. Days Closed in the PWS specifically states which federal holidays the store will be closed. When the store is closed, no service from the contractor is required. If the determination is made that the store will open on one of the referenced holidays, the contractor will be provided at least a 2-week notice and an Extra Operating Day (EOD) will be paid as compensation for services performed.

Question #8: Can the CO2 indicator required in the PWS be hand held? And what areas are required to be monitored and at what frequencies?

Answer: There is no requirement as to the type of Carbon Monoxide indicator the contractor is required to have. As stated in Exhibit 3-1, paragraph E, the device “will at a glance" indicate the presence of carbon monoxide (CO) before CO reaches the "action" atmospheric levels established by OSHA.

Devices shall be kept current and changed out before expiration dates.”

Question #9: Since the Government is going to do the first two hours of day custodial, will they have their own supplies and chemicals or will they be using ours and are we sharing a janitor closet? If we are sharing a janitor closet which one is assigned to the Government for their use?

Answer: Government personnel will be responsible for policing restrooms and taking care of emergency clean-up situations only vs. routine maintenance. It is not expected that restroom supplies will be depleted during the first two hours of store operation, as they are to have been properly maintained and replenished prior to the end of the contractor’s night custodial operation. As required within paragraph 4.6.2.1.1, at a minimum the contractor is required to police the restrooms at the start of the day custodial shift and every two hours thereafter, throughout the Contractor’s day custodial shift. This does not preclude the contractor from rendering additional services as needed, based on patron traffic and emergency cleaning.

Question #10: An area was identified at the site visit to be a ‘bistro seating area’ there were 3 tables with chairs in this area, is the contractor required to move and replace these pieces of furniture each night for floor maintenance or is the government going to remove and replace them in preparation for our floor cleaning operations? Is the contractor responsible for cleaning those tables and chairs?

Answer: The contractor is responsible for moving and replacing the tables and chairs. Exhibit 4-5, paragraph 2.1 states, “Floor maintenance is defined to include moving or tilting furniture, trash receptacles, shopping carts, carry-out carts, handicapped carts, mobile merchandisers, display case bumper guards, and other easily moveable items to permit maintenance of the floor underneath; and returning all items moved to their original locations following completion of floor care operations.” The Deli and Bakery employees are responsible for the cleaning of the tables and chairs.

Question #11: What is the difference between an end cap, an off shelf display and a gondola?

Answer: ENDCAP refers to shelves located at the end of a gondola upon which merchandise is displayed. OFF SHELF refers to products displayed in a secondary location. GONDOLA refers to a group of shelves upon which merchandise is displayed.

Question #12: C4-25 requires gondolas without kickplates to be cleaned daily and endcaps and off shelf displays are to be cleaned monthly if there is a difference between end caps, off shelf displays and gondolas then what is the frequency for cleaning these areas to the specification outlined in para 3.1.1 and

3.1.2 when these areas have kickplates?

Answer: C4-25 (or Exhibit 4-6-2) does not specify contractor cleaning frequencies, it references government surveillance frequencies. The surveillance frequency for gondolas is Daily and the surveillance frequency for end caps/off shelf displays is Monthly. Paragraphs 3.1.1 and 3.1.2 of Exhibit 4-5 indicates the standards that are to be achieved/ maintained.

Question #13: C4-22 Please clarify how far behind the Commissary is required to be cleaned on the outside.

Answer: See the answer shown in Question #3 above.

Question #14: Who is responsible for maintenance on the shared MHE equipment? And is there a responsibility to keep maintenance logs?

Answer: The government is responsible for the repair and maintenance of all shared equipment; however, all operators (including contractor operators) are required to fill out an inspection sheet prior to using the power equipment. Information for PIT (Powered Industrial Trucks) can be found in DeCA Directive 30- 17, which was replaced (Feb 2010) with DeCA Directive 30-17 and DeCA Manual 30-17.1 Chapter 11, Safety and Occupational Health Program. Both are available on www.commissaries.com. See Section C- 5, Reference Documents; page C5-1 of the Performance Work Statement.

Question #15: According to the PWS direct delivery items such as water or a “one time buy” special truck like Delmonte arrives then a vendor is to offload these direct delivery items. When there isn’t a “vendor” or government warehouseman present to offload, who will do the offloading? If the contractor is to offload these types of cases how is the contractor compensated? If we do offload these cases, are these cases considered stored cases?

Answer: The contractor will not be required to offload these deliveries. These cases are not stored cases.

Question #16: Para 4.3.3.9 Indicates that there is less than 1% of cases ordered that are considered mispicks, this is an estimated amount of less than 590 cases. Since there are no longer picking stickers on cases how is the contractor able to identify mispicked items and if a case is considered to be mispicked are these cases still counted as cases stocked or is that case subtracted from cases stocked? If it is subtracted from cases stocked and since we are still handling that case how are we getting paid to handle that case?

Answer: The RSHA Contractor personnel identifies cases that are mispicks. The Contractor shall notify the Government when mispicks are found and place all mispicks in an area designated by the Store Director. Cases identified as mispicks, that are inadvertently taken to the sales floor for stocking, shall not be counted as overwrite cases, nor are they counted as a case stocked, as the RSHA personnel did not correctly handle the mispicks during the segregation process.

Question #17: How does the contractor determine if the case is a mispick versus a new item? Is the contractor ever given a list of the new items that are expected to arrive? How is the contractor compensated for handling ‘new item’ cases are they counted as cases stocked?

Answer: Store Management will provide the Contractor with a list of new items, as new items are expected. It is then the Contractor’s responsibility to segregate the items from the load in accordance with paragraph 4.4.2.5. Segregate Merchandise.

Question #18: Para 4.4.2.4 Transporting Merchandise includes the transporting of tobacco products but does not indicate the amount of cases of tobacco products what is the estimated amount of these cases to be transported?

Answer: Although the paragraph mentions the transporting of tobacco products, the contractor is not responsible for transporting these items. The paragraph has been revised to remove reference to tobacco products.

Question #19: The requirement indicates that trucks are offloaded in the order in which they arrive. The requirement also states that the contractor must offload within 5 minutes of notification of the truck being available. If two trucks arrive at the same time, say at 9am, is the contractor required to offload both trucks at the same time, therefore requiring two forklift operators to be available for these simultaneous tasks?

Answer: The contractor is not expected to offload two trucks simultaneously.

Question #20: How has the store director identified which cases are to be stocked to the nearest half case? When changes happen how will the contractor be notified? How often are there additions or deletions to those cases that have been identified?

Answer: Upon award of contract and per 4.3.3.2.1.1., the Store Director will identify to the Contractor which line items have been designated as half case items, by providing a list. Any additions or deletions that occur due to shelving resets or planogram changes, will be provided to the contractor.

Question #21: What types and quantities of stocking equipment will be allowed on the sales floor during the day operations?

Answer: Please note that day stocking is used to preclude NIS’s, not stock the FDS deliveries. Stocking carts are allowed on the floor during day stocking, to include U-boats. However, no stocking carts larger than U-boats are allowed. There is not a specific limit as to the quantity of stocking equipment allowed on the sales floor, but no more than 1 cart is allowed in an aisle at any given time during the day.

Question #22: When the situation happens that an item that is on display runs out and more is ordered, when it arrives and after fully stocking the shelf and the display there are leftover cases are those cases considered overwrite? Or, are those cases considered residual display cases (stored cases) even though they are on an active display? Is there a requirement to separate those cases from overwrite cases?

Answer: Those cases are used for replenishment of displays, as segregation of current display cases out of the FDS delivery is an RSHA function. Cases taken to the floor that do not fit in the display are not considered overwrites and are not residual display cases. Residual display cases only become stored merchandise at the expiration of the display period, when the display has been broken down, repacked, and taken to the RSHA.

Question #23: When do replenishment stocking cases for displays become stored cases, is it immediately after the original display is built?

Answer: Cases for replenishment of current displays are not considered stored cases. Once a display is broken down, repacked, and taken to the RSHA, the residual cases from this display are considered stored cases.

Question #24: Can you identify where the 1400 cases of safety stock are currently located and how have those cases been identified. Is the storage location specifically assigned by line item? Is there a storage location plan?

Answer: The store director is responsible for providing the contractor with a storage location plan upon award of the contract, which will identify the area within the warehouse that merchandise is to be “stored”, per paragraph 4.4.2.7. Store management is responsible for providing the contractor with a list to identify the safety stock for fast-movers line items and they are required to update the listing each time there is a change. This is required to ensure the contractor is aware of the items considered stored merchandise when FDS deliveries are handled, so the contractor knows to move these cases to the store merchandise area, rather than to the floor for stocking. A list is not provided for residuals from displays, as residuals from displays are placed in the stored merchandise area by other than contractor employees, when display periods have expired.

Question #25: In this PWS there are 1400 cases specified as stored (plus the 127 cases of operating supplies) and 1400 cases specified for pulled, since there are 1400 safety stock cases how many residual display cases are expected to be stored and pulled and since it is not a PWS requirement for the contractor will the government be storing and pulling those items for us to stock?

Answer: As stated in paragraph 4.4.2.7., the 1,400 cases listed as Stored Merchandise includes a combination of safety stock, fast movers, and residual display cases, not just safety stock cases. There is no distinction between how many of each may be stored or pulled each month. The government will take repacked expired display cases to the stored merchandise area for storage, when the display period has expired; however, it is the contractor’s responsibility to place those items back in the stored merchandise area, if the contractor takes them to the sales floor for stocking and they will not fit on the shelf. It is also the contractor’s responsibility to store safety stock and fast movers and to pull all items from the stored merchandise area for replenishment stocking.

Question #26: It was noted at the site visit that there were quite a few damaged Electronic Shelf Labels and that they were very dirty. Are they being replaced? And how does the government determine if the contractor has caused damage to them?

Answer: The government makes the determination, regarding whether the contractor damaged ESLs, by witnessing the damage as it occurs, when the contractor advises they caused damage, and/or after a thorough investigation regarding the damage, which indicates the contractor is at fault. The Store Director has stated that no ESL’s are currently broken, only a few strips of the plastic overlay. The store is in the process of having these replaced, and handles all repairs.

Question #27: Para 4.3.3.7. Replenish Displays – This paragraph indicates that the contractor is not responsible for the build or dismantles of displays. Who is responsible for those actions and what are the critera by which those actions are performed? Will the residual display merchandise be repacked in original boxes, milk crates or co-mingled into shopping baskets? Will any of the contractor responsible line items of residual display merchandise be stocked to the shelf by anyone other than contractor personal?

Answer: Building and dismantling displays is performed by government employees or other entities.

The contractor is only responsible for display replenishment after the build of the display has been completed. At the end of the display period, government employees or an entity other than the contractor is responsible for dismantling the displays and repacking the merchandise in like case packs. In no instance should the dismantled display merchandise be placed in shopping carts or baskets.

Replenishment stocking to the shelf of the residuals from displays may occur by other than the contractor, in the event the contractor fails to ensure full case stocking of all cases available for stocking has been achieved by the end of the night stocking operations.

Question #28: C4-5 Indicates that the contractor is to repair merchandise labels, what is the requirement for how those repairs are to happen? Is there a standard to adhere to when the situation exists that part of the label is missing or damaged and not repairable?

Answer: C4-5 (or paragraph 4.3.3.5) requires the contractor to repair merchandise labels on contractor responsible line items that are torn or loose. Typically, this involves the use of clear tape.

Question #29: If the merchandise is delivered in that damaged manner, is the contractor still considered responsible for having caused the damage and how is that determination made?

Answer: Given the contractor performs RSHA operations, the contractor is required to immediately inform store personnel of merchandise that has been received in a damaged state. If the contractor fails to inform store personnel of merchandise that has been received in a damaged state, the contractor may be held liable for the damage.

Question #30: When merchandise that expired yesterday and is taken off the shelf today (as per the requirement set out in Para 4.3.3.3.1) is that expired merchandise considered to have been improperly rotated and therefore damaged merchandise even though the contractor adhered to the contractual requirement regarding removal of the expired merchandise?

Answer: If the contractor removed the expired product from the shelf prior to the start of the first commissary business day after the date specified for expiration, the contractor will not be charged with damage due to improper rotation. If the contractor fails to comply with the requirements specified in paragraph 4.3.3.3.1 and the merchandise is not removed prior to the first commissary business day after the date specified for expiration, the an improper rotation determination will be made and the merchandise will be recorded on the Contractor Damaged/Expired Merchandise report, as damage caused by the contractor.

Question #31: Historically, how many store workers, materiel handlers, forklift operators, warehouse specialists, and janitors have been used at March AFB DECA Commissary per shift?

Answer: We are not aware of that information. You may contact the incumbent contractor to obtain that information.

Question #32: IAW RFP Section L, Provision 52.215-4509, paragraph (d), stating, “Offerors shall send each non-federal government customer a letter (See sample at Attachment 7) authorizing the customer to provide past performance information to the government…offerors that are newly formed entities without prior contracts should list contracts as required above for all key personnel,”

a) Is the use of key personnel’s prior experience/contracts acceptable?

Answer: Yes, as long as information is provided in which to verify information. Typically, that involves the provision of resumes for these key personnel.

b) Will the Government accept a letter (Attachment 7) addressed to a key person’s prior supervisor/reference?

Answer: Yes.

Question #33: Will the Government provide a list of attendees for the site visit that took place on 13

AUG?

Answer: Attendees have been included at Enclosure 1 of this Amendment.

SUMMARY OF CHANGES

(End of Summary of Changes)