PD2-Fort_Drum_(HDEC08-14-R-0002-Solicitation_Amendment)_-_0002.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

The following items are applicable to this modification:

Solicitation Number HDEC08-14-R-0002 for Shelf Stocking, Receiving/Storage/Holding Area and Custodial Operations at the Fort Drum Commissary, Fort Drum, New York is amended as follows:

1. ATTACHMENT 2 – PERFORMANCE WORK STATEMENT (dated 14 Feb 2014): Remove Performance Work Statement (PWS) dated October 10, 2013 and replace in its entirety with revised electronic version of PWS dated February 14, 2014 attached hereto. Changes incorporated to the PWS are clarified to revise (a) Contractor Work Schedule for RSHA Operations, (b) Exhibit 4-3, FDS Distributor Delivery Schedule, and (c) Exhibit 4-6-1 as follows:

a. The Contractor Work Schedule for RSHA Operations under paragraph 1.2.1. on page C1-2 of the PWS is changed to revise the “start time” from “7:30 am” to “1:00pm” and “end time” from “4:00 pm” to “3:00 pm” on Wednesday.

b. Exhibit 4-3, FDS Distributor Delivery Schedule on page C4-16 of the PWS is modified to revise the delivery schedule as indicated below:

1. Distributor C&S Tuesday: add multi-day shipment to be stocked on Wednesday.

2. Distributor C&S Wednesday: remove the Wednesday delivery

c. The Meat Department Restocking Aisle is deleted from Exhibit 4-6-1 Night Custodial Surveillance Frequencies and Quality Standards, PRS (6) on page C4-24 of the PWS. The square footage of the Sales Floor Area is increased by 252 sq ft from 22,022 to 22,274 sq ft.

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

3. Attendees at the site visit/pre-proposal conference conducted on February 6, 2014 at the Fort Drum Commissary are provided at Enclosure (2).

4. The proposal receipt date is extended from indefinitely, to March 18, 2014, at 3:00 p.m. (EST).

ATTENTION PROSPECTIVE OFFERORS:

Reference is made to Solicitation Number HDEC08-14-R-0002 dated 16 Jan 2014 for Shelf Stocking, Receiving/Storage/Holding Area and Custodial Operations at the Fort Drum Commissary, Fort Drum, NY.

The following questions and answers, pertaining to the above-referenced solicitation, are provided for your information. Offerors are cautioned the answers below 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:

We believe there may be a discrepancy in the Direct Labor Summary, as follows: It lists store merchandise (13,740 cases per year) and pull merchandise (83,832 cases per year). This would appear to have the contractor pulling approximately 6 times the number of cases stored, which is confusing, as we do not understand how you can physically pull 6 times the amount of merchandise you store. Please verify the cases per year for store merchandise and pull merchandise. If these numbers are indeed correct, please explain who is responsible for storing the 70,092 cases not stored by the contractor and how the contractor is to locate cases for pulling that his personnel have not stored.

Response #1:

The estimated number of cases of semi-perishable items available to pull includes merchandise that is transferred-in and transported to the storage location area where the cases are stored by line item location by Government personnel. The workload shown was derived from the RSHA worksheets for actual workload recorded for the period August 2012 to July 2013.

Question #2:

PWS paragraph 4.4.2.4 Transport Merchandise states: “Transporting merchandise involves moving pallets or cartloads of perishable merchandise (a perishable item is one that normally requires controlled temperature or humidity in transportation and storage), tobacco products and operating supplies from the receiving area to holding areas, and placing the pallets/cartloads of merchandise in those holding areas.” The paragraph further states: “Within 30 minutes of completion of Government receiving, the Contractor shall transport pallets/cartloads of tobacco products and operating supplies to holding areas designated by the Store Director.” The table immediately following this paragraph show Transporting ONLY Perishable (chill & frozen) cases. Is the contractor required to transport tobacco products and operating supplies, as stated in the paragraph, or is the contractor only to transport perishable cases? If the contractor is required to transport tobacco products and operating supplies, please provide a case count for these items.

Response #2:

The contractor is not responsible for transporting tobacco products or operating supplies. The PWS has been revised to remove reference to these items.

Question #3:

PWS paragraph 4.4.2.7 Store Merchandise states: “The Contractor shall store only those cases of operating supply items, residual stock from displays and semi-perishable items identified by the Store Director.” The table immediately below this paragraph shows Storing ONLY semi-perishables. Is the contractor required to store operating supplies, residual stock from displays in addition to semi-perishable items? If so, please provide a case count for these items.

Response #3:

The contractor is not responsible for storing cases of operating supplies. The PWS has been revised to remove reference to storing operating supplies.

ENCLOSURE (1)

(continued)

Question #4:

PWS paragraph 4.4.2.8 Pull Merchandise states: “The Contractor shall pull the cases of operating supply items and semi-perishable items that have been stored by line item location in accordance with 4.4.2.7., as necessary for replenishment stocking, or as required by the Store Director.” The table immediately below this paragraph shows pulling for semi-perishables ONLY. Is the contractor responsible for pulling operating supplies and, if so, please provide a case count for these items.

Response #4:

The contractor is not responsible for pulling cases of operating supplies. The PWS has been revised to remove reference to pulling operating supplies.

Question #5:

During the site visit I noticed the store had Winter hours posted outside. There is no mention of Winter hours in the PWS? When the store hours change for winter do the windows of coverage change for day time functions? Do the RSHA windows change or delivery windows during winter hours? Is the night stocking and custodial window adjusted during winter hours?

Response #5:

The Contractor Work Schedules/Windows of Opportunity shown within the chart at 1.2.1 of the PWS for day operations, RSHA operations, and night operations are not affected by the winter hours posted outside the commissary. Please note, however, a required work schedule change was made to the RSHA area of the chart, as a result of the FDS delivery schedule changes noted below in the response to Question #6. See Amendment 0002 and revised PWS dated 02/14/14.

Question #6:

The RSHA delivery scheduled showed trucks being delivered every day except Sunday. During the site visit it was mentioned that this has changed and there was also no truck on Wed. Can you verify that the Delivery schedule for RSHA is current and accurate?

Response #6:

Refer to Amendment 0002 and revised PWS dated 02/14/14 for the following changes:

a. Distributor C&S Tuesday: revise the Tuesday delivery to show it is a multi-day shipment to be stocked on Tuesday and Wednesday.

b. Distributor C&S Wednesday: remove the Wednesday delivery

Question #7:

During the site visit It was noticed that many of the available Janitors closets were empty of product and equipment. Are these closets functional and are they available for the contractors use?

Response #7:

The Facility Layout Legend, page C4-31, indicates the contractor is responsible for maintaining four janitor closets (20 A/B/C/D). Therefore, it is intended that these closets will be provided to the contractor for their use.

ENCLOSURE (1)

(continued)

Question #8:

Under shared equipment there is no snow blower listed or lawn mower. Is this equipment that the contractor must provide to complete the tasks in the PWS?

Response #8:

That is correct. The Government is not providing the contractor with a snow blower or lawn mower to use as shared equipment. If the contractor determines these items are needed in the performance of services required by the PWS, they will have to provide the items. Refer to paragraphs 3.1. - 3.2.1., under Section C-3 Contractor-Furnished Equipment and Supplies on page C3-1 of the PWS.

Question #9:

Gas powered equipment (snow blower, Lawn mower) is not permitted to be stored inside the commissary. Is there a storage are provided for this type of equipment that is sheltered and can be secured?

Response #9:

The Government will provide a shed (8ft x 14ft) located in the rear, grass outside area of the commissary for storage of gas powered equipment that is locked by the contractor. The PWS has been revised to include the shed at Exhibit 2-1, par B. on page C2-3.

Question #10:

The PWS states that underneath cleaning is for gondolas with kick plates and the frequency chart shows monthly. This store does not have kick plates. Will this function be changed and will the frequency then be changed also?

Response #10:

The store does have kickplates. Refer to the note under Exhibit 4-6-2, Night Custodial Surveillance Frequencies and Quality Standards on page C4-25 of the PWS, that describes the height of the kickplates attached to the gondolas and that they allow open space to flow between the kickplates and the sales floor area.

Question #11:

The PWS states that this is an ESL store. Later in the PWS it states that the contractor is responsible for label repair and replacement. Are we responsible for repair and replacement of ESL labels? and will training for such be provided?

Response #11:

The paragraph regarding repairing labels is 4.3.3.5 and it is specific to labels on merchandise vs. shelf labels; however, paragraph 4.2.2 does address damage caused to ESLs by the contractor and relative remedies available to the Government, in the event it is determined damage to ESLs was caused by the contractor. If that occurs, the contractor will be responsible for the actual cost to repair/replace ESLs and will not be responsible for physically affecting the repair/replacement. Aside from contractor caused damage to ESLs, the contractor is not responsible for repair/replacement of ESLs. It should be noted that paragraph 4.3.3.1 describes the care that must be taken by the contractor, to ensure ESLs are not inadvertently damaged by the contractor, as well as relative responsibilities assumed by the contractor for ESLs, during the course of work efforts..

ENCLOSURE (1)

(continued)

Question #12:

In the sales floor square footage chart (exhibit 4-6-1) there is listed a meat stocking Aisle with SMAP as the flooring type. This facility no longer has this aisle as the meat case is located against the rear wall. Is this square footage included in the current VCT totals?

Is the square footage that was under the the meat case when it was located away from the wall included in the current measurements?

Response #12:

The PWS has been revised to remove the restocking aisle and to increase the sales floor square footage. Refer to Amendment 0002 and the revised PWS dated 02/14/14 for these changes.

Question #13:

Although Rapid Gate is mentioned in the Solicitation it does not indicate if it is a mandatory requirement for the Fort Drum base, is it necessary to have all employees authorized by Rapid Gate in order for them to gain access to the installation?

Response #13:

Paragraph 1.3.13. Installation Access, on page C1-4 of the PWS, indicates that contractor participation in the RapidGate program is mandatory.

Question #14:

Is there a separate requirement and process for disposition of non-serviceable pallets?

Response #14:

Refer to paragraph 4.4.2.11. Pallets, on page C4-10 that requires unserviceable to be returned to appropriate distributors and not be placed in waste receptacles. Unserviceable pallets are required to be segregated from those that are serviceable and stacked in an area designated by the Store Director. The Contractor shall load pallets that are unserviceable onto distributors’ trucks. Unserviceable pallets shall not be placed in waste receptacles.

Question #15:

Where does the contractor store the current display items?

Response #15:

Display merchandise is offloaded then transported to an area within the RSHA that has been designated by store management. This area currently measures 22 feet X 20 feet. A storage location plan will be provided after contract award.

ENCLOSURE (1)

(continued)

Question #16:

Which area is designated for the contractors overwrites?

Response #16:

The contractor overwrites area is located within the RSHA and currently measures approximately 28 feet X 6 feet. A storage location plan will be provided after contract award.

Question #17:

Are all three closets labeled Janitor for the contractors use?

Response #17:

See the response above to question #7.

Question #18:

Is there a current designation in the RSH area for the 50 line items of safety stock this area was not identified at the site visit?

Response #18:

Yes, there is a current designation within the RSHA for the 50 line items referenced within the chart at paragraph 4.4.2.7. A storage location plan will be provided after contract award.

Question #19:

What are the 50 line items of safety stock and are those line items subject to change?

Response #19:

Store management will provide the contractor with a listing of items determined to be safety stock. Current safety stock items include liquid soap, paper products, rice and cat litter. These items are subject to change, due to demand and/or seasonal changes. When changes occur, store management will notify the contractor.

Question #20:

In regards to the warehouse how much space is designated for contractor use for offloading, storing and segregating in the rsha?

Response #20:

The Fort Drum commissary accommodates space in the warehouse for contractor use that currently measures for offloading [59 feet x 12 feet]; storing [50 feet x 4 feet]; and segregating [59 feet x 28 feet].

ENCLOSURE (1)

(continued)

Question #21:

At the site visit we noticed that the RSH area was already about 50% full prior to the daily delivers, what is the contingency plan if there is insufficient room to perform contractor responsible duties?

Response #21:

Historically, there has not been a need to have a contingency plan, given contractors have had ample space for the performance of their duties.

Question #22:

The sign on the commissary stated that there were winter hours. Is this a constant every year or is it expected to change year to year?

Response #22:

Recent posting of Winter hours is relatively new, and therefore subject to change; however, as noted in the response to question #5, the winter hours have no effect on contractor work schedules/windows of opportunity.

Question #23:

At the site visit we saw the commissary hours posted for Sunday 8:30 – 6:30, closed Monday and Tuesday – Saturday 8:30 – 6:30. The hours posted at the Commissary do not match the PWS. How long will these hours be in effect since the sign says “winter hours”? What is the timeframe for “winter hours”?

Response #23:

The commissary does not close for winter hours on Tuesdays. See answer to question #5 above.

Question #24:

How will winter store hours affect the window of opportunities for contractor tasks, including stocking, custodial, RSHA and truck delivery schedules?

Response #24:

See answer to question #5 above.

Question #25:

Since snow/ice removal is under the custodial requirements in the PWS are the hours of operation for snow and ice removal the same work schedule as day custodial?

Response #25:

No. Snow and ice removal may be required during the contractor’s window of opportunity during night time operations, as well as during the contractor’s required work schedule during the day. It is up to the contractor to make that determination, in order to meet contract standards.

ENCLOSURE (1)

(continued) Question #26:

Since there is no day custodial requirement on Mondays who is responsible for the removal of snow and ice and for providing the salt and or ice melt?

Response #26:

The Government is responsible for the performance of these duties, during hours when the contractor is not scheduled to work; however, it should be noted that Government effort will be limited to entries and exits and not the entire area designated as contractor responsible. The Government will have to provide the supplies/equipment to do so.

Question #27:

Who is responsible for cleaning the shopping cart wheels free of the ice, snow and salt?

Response #27:

The Government is responsible for the shopping carts.

Question #28:

Are the 390 shopping carts noted in the pws both the carts stored on the floor and also in the vestibule?

Response #28:

Yes.

Question #29:

Who is responsible for maintaining the melted snow and dirt tracked in the front end prior to the contractors custodial shift beginning?

Response #29:

The Government.

Question #30:

If the front end is going to be maintained during the morning shopping hours by other than contractor personnel will we need to provide equipment and supplies?

Response #30:

No.

ENCLOSURE (1)

(continued)

Question #31:

What recourse will the contractor have if the front end has not been maintained prior to the beginning of our custodial shift?

Response #31:

If the contractor believes additional work effort has to be expended, they may request an equitable adjustment, which will be evaluated by the Contracting Officer.

Question #32:

When it is necessary due to inclement weather for a delivery to be postponed will there be double load deliveries expected on the next operating day? How often are double load deliveries expected during winter months?

Response #32:

During inclement weather conditions double load deliveries may occur. If it is necessary to do so, the contractor will be so advised by store management. After double load deliveries, subsequent deliveries may be lighter. There is currently no estimate for the number of times this could occur.

Question #33:

It was noted in the PWS that there are specific time requirements for transporting, storing and offloading for tobacco and operating supplies but there are no case amounts noted in the respective areas. How many of case of each type are estimated?

Response #33:

See answer to question #2 above.

ENCLOSURE (1)

The attendees at the site visit/pre-proposal conference conducted at the Fort Drum Commissary, located at Fort Drum, New York on February 6, 2014 at 9:00 a.m. are as follows:

Name

Organization/Title

Phone Number Marianna Mehutcs Contract Specialist, DeCA/LEASE

804-734-8000 ext. 48091

Acquisition Management Directorate (via Teleconference Fort Lee DeCA HQ)

Store Services Support Division

Michael Pulley

Fort Drum Store Director, DeCA East

315-772-6559

Patty Mushtare

Fort Drum Store Administrator, DeCA East

315-772-6581 ext.3185

Frank Hilton

FHIII, Inc.

315-767-6307

Bill Jenkins

Crescent Resources, LLC

817-550-3148

Emie Hilton

Centennial Management Services, Inc.

315-405-8630

ENCLOSURE (2)

SUMMARY OF CHANGES

(End of Summary of Changes)