HDEC08-14-R-0007_Amend_0002.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

The following items are applicable to this modification:

The following items are applicable to this modification:

Solicitation HDE08-14-R-0007 for Shelf Stocking, Receiving/Storage/Holding Area, Custodial, and Residual Grocery Operations at the Fort Hood II (Warrior Way) Commissary is hereby amended as follows:

1. The questions and answers from the site visit held on March 19, 2014 are provided below.

2. Clause 52.215-4509 Proposal Submission (Format and Content) (APR 2004) in Section L of the soliciation has been revised as shown below.

3. Attachment 2 – Performance Work Statement (PWS) dated December 16, 2013 is removed in its entirety and replaced with a revised Performance Work Statement (PWS) dated April 23, 2014. Note the changes highlighted in yellow.

4. Attachment 6 – Typical Daily Work Schedule/Direct Labor Summary (TDWS/DLS) is removed in its entirety and replaced with a revised Typical Daily Work Schedule/Direct Labor Summary (TDWS/DLS).

5. The closing date and time for submission of proposals has been reestablished to May 7, 2014 at 3:00 p.m. EST. All proposals shall be submitted so that they will be received in the designated contracting office as indicated in the Request For Proposals (RFP) not later than the exact time set for closing. Delivery of Federal Express, Overnight Express, etc. proposals, shall ONLY be accepted by this office MONDAY through FRIDAY (except Federal Holidays), 8:00 a.m. until 3:00 p.m., local time.

6. All other terms and conditions remain unchanged.

Questions and Answers for Fort Hood II Commissary

Solicitation HDEC08-14-R-0007

1.

Question: 4.3.3.7. RG – Replenish and Dismantle Displays – What is the monthly case count for displays?

Answer: The estimated number of cases stocked per month for display cases (6,431) is reflected in paragraph 4.3.1 Estimated Workload on page C4-2 and in paragraph 4.3.3.7. on page C4-6 of the PWS.

2.

Question: 4.3.3.7.3. RG – Special Promotional Sales – Is a sidewalk sale considered

Special Promotion?

Answer: Yes, as identified in paragraph 4.3.3.7.3 RG – Special Promotional Sales on page C4-

3.

Question: 4.3.3.24. RG – Temperature Check – how many days per week are temperature checks required? Are we operating on 310, 362 or 365 day schedule? Note: trying to figure out if the contractor is required to perform this on the 3 Holidays.

Answer: In accordance with paragraph 1.2.1 Store Operational Hours/Contractor Work Schedule and paragraph 1.2.2 Days Closed, the store is open 6 days per week and closed 3 holidays per year; therefore, there are 310 operating days per year. Temperature checks are required to be performed 3 times per day. The contractor is not required to perform temperature checks or monitor refrigerated units on days or during the periods when Contractor personnel are not scheduled to work in the commissary. Therefore, since the contractor is not required to be in the store on the 3 Holidays indicated in paragraph 1.2.2., the contractor is not required to perform checks on these days.

4.

Question: EXHIBIT 4-5 #16 – how many freezer units are there? If drains or refrigerated units are clogged, is it the responsibility of the contractor to have the drains blown out?

Answer: There are 52 freezer units, 23 chilled units, 1 walk-in freezer, and 3 chilled back-up storage units. The contractor is responsible for removing as much dust and loose debris and dirt as possible, to keep these materials from washing into drains; however, the contractor is not responsible for unclogging the drains, as a part of normal maintenance operations. If it is determined the contractor failed to adequately ensure dust, loose debris and dirt is not removed prior to beginning the cleaning/maintenance process and as a result, drains become clogged, the possibility exists that the contractor may be charged for the cost of unclogging the drains.

5.

Question: In reference to the government issue of merchandise in section 4.3.2.6.1. will this vendor merchandise be identified and pulled and loaded ready for stocking or will they simply be requesting that we work certain sections or pallets and the identification and pulling functions fall to the contractor?

Answer: In accordance with paragraph 4.3.2.6.1, “The Government will issue these cases as early as possible in the Contractor’s night or day stocking shift, and may override the Contractor’s day stocking priorities described in 4.3.3.15.2., by specifically instructing the Contractor to stock these cases as the Contractor’s first priority. The Contractor shall stock any such cases that the Government issues, in accordance either with stocking priorities stated in the contract, or in accordance with the situation specific to Government priorities, if the Government chooses to override stocking priorities stated in the contract.”

6.

Question: Will there be specific guidelines issued in the repackaging of eggs, so as to avoid unsafe practices such as mixing of dates, etc. 4.3.2.6.2.

Answer: Paragraph 4.3.2.6.2. has been revised to remove culling, cleaning, and repacking of eggs from the contractor’s area of responsibility and to add verbiage relative to contractor responsibilities, in the event dirty, cracked or broken eggs are found during the stocking process.

7.

Question: During Promotional sales 4.3.3.7.3. does the opening of cases (i.e. removing plastic) count as the handling of an individual case?

Answer: No, the contractor does not receive a case count for removing plastic. The contractor’s costs for special promotional sales should be included in the contractor’s monthly price for all residual grocery tasks and for this item, is determined by the estimated number of special promotional displays and associated pallets that will be accomplished each month. As stated under the chart for paragraph 4.3.3.7.3, one pallet = one case

8.

Question: What is the recourse (compensation method) if there is more than 1 (one) promotional sale during a month? 4.3.3.7.3

Answer: If it appears there will be more than one promotional sale during a month, it is the contractor’s responsibility to ensure contracting personnel are aware, so the issue can be remedied before it occurs. In the event this does not occur, the recourse is to seek remedy for compensation the contractor believes they are due to the Request for Equitable Adjustment process.

9.

Question: Approximately how many items are included in the stock availability surveys (4.3.3.19)?

Answer: 19,871 line items are included in the stock availability surveys requirement.

10.

Question: Approximately how many items at shelf locations are required to be price verified in the first 4 (four) operating days of each month ( 4.3.3.23.1)?

Answer: Paragraph 4.3.3.23.1. has been removed from the contractor’s area of responsibility, as the shelves have Electronic Shelf Labels (ESLs). The paragraph is now shown as Reserved.

11.

Question: Will the proposal Volume II, Technical Capability and Personnel Proposal section page limit of 24 pages be increased? This is necessary in order to address all technical components, due to the additional residual work requirements included in this RFP.

Answer: An amendment of the solicitation will be issued to increase the page limit to 30-single sided or 15-double sided pages.

12.

Question: Due to the lack of specific information related to “Refrigeration Alarm System” and “Manual Temperature Checks” we are having difficulty coming up with production rates for performing this work. Can DeCA be more specific about the frequency, quality standards and reporting requirements related to these tasks? How often does this work need to be performed? How will performance be measured? What is the role of the QAE in evaluating performance associated with this work (4.3.3.24.1 and 4.3.3.24.2)?

Answer: As stated in paragraph 4.3.3.24. RG Temperature Checks, “the Contractor shall check temperatures of refrigerated display cases and refrigerated back up/holding boxes three times during each commissary operating day, and on any non-operating day when Contractor personnel are scheduled to work in the commissary, in accordance with procedures and schedules provided by the Store Director”. In addition, as stated in paragraph 4.3.3.24.2.RG Manual Temperature Checks, “the Government will provide the Contractor with the forms on which to record temperature readings, and written procedures that describe, at a minimum, how often and when to check temperatures, how and where to record temperature readings, and how to identify specific refrigeration units, and what action to take in response to an indication of a refrigeration problem. The Contractor shall follow the procedures that the Government provides. Performance will be assessed as stated on the Performance Requirements Summary for Residual Grocery Operations (RG) found on page TE1-11.

13.

Question: Where in the DLS is it indicated the pricing for Returning Carts to Appropriate Locations 4.3.3.26. RG. Also, how many cart return do you estimate monthly?

Answer: The PWS has been revised to replace paragraph 4.3.3.26 with a revised paragraph 4.3.3.26, which incorporates relative workload. In addition, the Direct Labor Summary (DLS) has also been revised to incorporate workload for returning carts to appropriate locations.

14.

Question: PWS, page C4-6, paragraph 4.3.3.7, items denoted by double asterisk ** --- more technical information and specifications need to be provided on "horseshoe displays, wall displays, mass displays, and straight line displays"?

Answer: In accordance with paragraph 4.3.3.7. RG Replenish and Dismantle Displays, the contractor is only required to replenish stock on displays and dismantle displays identified by the Store Director. The contractor is not required to build displays.

15.

Question: On the Direct Labor Summary (DLS): there are boxes in Column "D" under Shelf Stocking, RSHA, Custodial, Residual Grocery, and Total Productive Hours with the word "VALUE" in them. Box is labeled "Direct Hours Proposed" under some categories, and "Direct Productive Hrs. Proposed" in other categories. What is the difference? Totals under subsections in Column C are labeled "Direct Productive Hrs. 'Required'". Please clarify? What is the purpose of these boxes in Column D, and why is just the nomenclature "VALUE" shown? The verbiage used is inconsistent and contradictory. Please explain, clarify, and provide the specific purpose for these boxes in Column D, and why only the word "VALUE" is shown there?

Answer: Column D on the Direct Labor Summary has been removed.

16.

Question: PWS, page C4-17, paragraph 4.4.2.4.2 refers to paragraphs 4.3.2.5.1 and 4.3.2.5.2. Paragraphs 4.3.2.5.1 and 4.3.2.5.2 are not there. Where are they?

Answer: Reference to paragraphs 4.3.2.5.1 and 4.3.2.5.2 has been removed from the PWS.

17.

Question: PWS, page C4-17, paragraph 4.4.2.4.1 also makes reference to paragraphs 4.3.2.5.1. and 4.3.2.5.2. Please Clarify?

Answer: Reference to paragraphs 4.3.2.5.1 and 4.3.2.5.2 have been removed from paragraph 4.4.2.4.1 of the PWS.

18.

Question: PWS, page C4-26 shows Exhibit 4-3: page C4-27 shows Exhibit 4-5. What happened to Exhibit 4-4?

Answer: The PWS has been revised to reflect that Exhibit 4-4 is reserved.

19.

Question: PWS, page C4-33, paragraph 16.3, refers to Exhibit 4-6-6-RG. We only find Exhibit 4-6-6. Where is 4-6-6-RG?

Answer: PWS Exhibit 4-5, Paragraph 16.3 has been changed to reflect Exhibit 4-6-6.

20.

Question: PWS, page C4-33, paragraph 16.3 indicates that a requirement for cleaning refrigerated display cases is "indicated on Exhibit 4-6-3." Display cases are not indicated on Exhibit 4-6-3. The only reference to "display" on "Exhibit 4-6-3" is in regard to Display Bumper Guards. What do "Display Bumper Guards" have to do with cleaning refrigerated display cases? Please clarify?

Answer: PWS Exhibit 4-5, Paragraph 16.3 has been changed to remove reference to 4-6-3 and replace it with reference to Exhibit 4-6-6.

21.

Question: It is our observation that the government has added an average of ten (10) pages to "Section C-4, Specific Tasks." This is mostly due to the "Residual Grocery" requirement in this procurement. Therefore, in order to cover these additional technical provisions, it is imperative that the page limitation of 24 pages in "Section L" of the Solicitation be expanded to at least 32 pages, otherwise other pertinent items necessary for producing an adequate Technical Proposal will have to be removed.

Answer: See the answer to question #11 above.

22.

Question: Typical Daily Work Schedule --- there are no formulas in this Typical Daily Work Schedule (TDWS) as issued. We have dealt with between a minimum of 40 to 50 Typical Daily Work Schedules issued with DeCA solicitations over the last ten years, and this is the first issued with no formulas. Therefore, we have added the proper formulas to the document. Is the government going to issue a Typical Daily Work Schedule with formulas or is this now the bidder's responsibility? We have been told on past procurements that only the agency is allowed to change or add formulas.

Answer: It is not typical that the TDWS contains formulas. A TDWS with formulas will not be issued.

52.215-4509 PROPOSAL SUBMISSION (FORMAT AND CONTENT) (APR 2004)

(a) GENERAL:

(1) Proposals that comply with the requirements in this solicitation will be evaluated in accordance with Section M. Proposals that fail to comply with content or format requirements may be rejected without further evaluation.

(2) Submit proposals in three (3) distinctly severable parts consisting of the volumes listed in paragraphs (b), (c) and (d) of this provision. To ensure consideration of all required information by the various evaluators, you may have to present the same information, in the same or different format, in more than one volume. Ensure information and statements on similar topics (e.g., number of work hours and productivity rates) are consistent throughout the proposal.

(3) Page limits apply to volumes and sections as indicated below. Beginning with the first page, only the number of pages up to the specified limit will be considered. Tabs and dividers will not be considered in the page count. Pages in excess of the number specified for the volume will not be considered.

(4) Utilization of FedBizOpps and/or diskette provides the required forms and formats for submitting proposals in response to this solicitation. Some forms have protected formats and cells, however the necessary inputs are "unprotected" and may be changed as needed to adequately reflect your proposal. Formulas are included where appropriate to automatically generate various computations. The offeror is ultimately responsible for the accuracy of all calculations. The Cost Breakout and Direct Labor Summary must be submitted in hard copy as well as on a computer disk in Microsoft Excel 2003. If there are mathematical calculation differences between the hard copy and computer disk, the hard copy shall take precedence. The remaining submission requirements are needed in hard copy only. The following items have been provided in the electronic formats indicated:

(i) Microsoft Excel 2003

Cost Breakout (CostData.xls)

Typical Daily Work Schedule (TypSum.xls) (1st Tab)

Direct Labor Summary (TypSum.xls) (2nd Tab)

(ii) Microsoft Word 2003

Technical Capability and Personnel Proposal (TechCap.doc)

Past Performance Data Form (PPForm.doc)

Sample Customer Notification Letter (Client.doc)

(b) VOLUME I (original and 2 copies with computer disk of cost breakout): SOLICITATION SECTIONS A, B AND K, AND COST BREAKOUT.

(1) SECTION A, Standard Form 33 (Solicitation, Offer and Award) completed and signed by an authorized representative on behalf of the offeror;

(2) SECTION B, (Supplies or Services and Prices/Costs) with pricing for each line item/unit of issue as shown;

(3) SECTION K, (Representations, Certifications, and other statements of offerors) completed by the offeror;

(4) COST BREAKOUT:

Using the cost format at Attachment 4, provide details of your proposed costs. The format provides detail for the base period of work effort. If you have changes in costs for any of the option periods, provide additional submissions of the cost format for each option period in which changes occur. The annual totals generated by using the prescribed format shall be consistent with Schedule B of this solicitation.

The cost breakout format has built in Service Contract Act Wage Determination rates and applicable calculations. The total cost is automatically generated. The computer-generated spreadsheets shall be submitted on a computer disk. Files shall be named as follows:

Fort Hood II – Base Year

Fort Hood II – First Option Year

Fort Hood II – Second Option Year

Fort Hood II – Third Option Year

Fort Hood II – Fourth Option Year

(c) VOLUME II (original and 4 copies with computer disk of the Direct Labor Summary): TECHNICAL CAPABILITY AND PERSONNEL PROPOSAL, TYPICAL DAILY WORK SCHEDULE and DIRECT LABOR SUMMARY

(1) Using the format at Attachment 5, provide the information requested including the question first, followed by your response. Responses may be narrative, charts, diagrams or other visuals that clearly and accurately represent the response. The length of response to each individual question is not limited, however you must provide responses to all questions. This volume is limited to 30 single-sided or 15 double-sided pages not including the "Typical Daily Work Schedule" and "Direct Labor Summary" forms. Pages in this volume shall be numbered sequentially beginning with page one (1).

(2) TYPICAL DAILY WORK SCHEDULE. Complete the "Typical Daily Work Schedule" form at Attachment 6. When completing the form, enter all the data requested, ensuring your data entries agree with the information provided in other parts of your proposal and computations are correct.

(3) DIRECT LABOR SUMMARY. Complete the "Direct Labor Summary" form at Attachment 6. When completing the form, enter all of the data requested, ensuring your data entries agree with the information provided in other parts of your proposal and computations are correct. Submit data in both hard copy and disk format with the file name DLS.

(d) VOLUME III (original and 2 copies): PAST PERFORMANCE INFORMATION

(1) REFERENCE REQUIREMENTS: Provide a reference for each contract completed during the past three (3) years and each contract currently in process using the form provided at Attachment 7. References may include contracts entered into with the Federal Government, agencies of state and local governments, and commercial customers.

(2) CUSTOMER NOTIFICATION: 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. A copy of each customer notification letter shall be provided with the past performance information. (Note: If you have more than one contract with the same customer, you only need to send that customer one notification letter.)

(3) NEWLY FORMED ENTITIES/NAME CHANGES: Offerors that are newly formed entities without prior contracts should list contracts as required above for all key personnel. Companies that have changed names are not considered "newly formed entities" and shall submit past performance information under any prior company names.

(4) JOINT VENTURES: Joint ventures shall submit past performance information from all companies forming the joint venture and indicate the estimated percentage of contribution being made by each company.

(5) PAGE LIMITATIONS AND NUMBERING:

(i) Reference information is limited to 1 single-sided page per reference using the required form.

(ii) Copies of customer notification letters are limited to 1 single-sided page per customer.

(iii) The offeror shall sequentially number the pages of this volume beginning with page one (1).