Amendment_0001_-_HE125418R0010.docx

HE125418R0010

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The set aside percentage 100.00% has been added.

The required response date/time has changed from 22-Jun-2018 10:00 AM to 09-Jul-2018 10:00 AM.

The Acquisition Set Aside has changed from No Preference / Not Listed to Small Business.

The following have been modified:

ADDENDUM 52.212-1

ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS--COMMERCIAL ITEMS (OCT 2015)

1. Addendum to Paragraph (b) Submission of Quotes: In addition to those requirements as stated in paragraph (b), the following are added and shall apply to the submission requirements in response to this solicitation:

1. Quote Structure and Content – Vendors shall submit quote packages consisting of the following separate/distinct volumes for evaluation purposes and include the content identified herein:

1. Volume 1 - Administrative Cover Letter. The cover letter shall include the following:

0. Tax identification number (TIN);

0. Dun & Bradstreet Number (DUNS);

0. Complete Business Mailing Address;

0. Cage Code/NAICS Code; and,

0. Contact Name, Phone, Fax and Email address.

0. Offeror quotes shall be valid for 120 days from the quote submission date.

1. Volume 2 –Technical Capability. This quote volume shall:

1. Demonstrate the offeror’ s understanding of the requirement and ability to provide the supplies and services outlined in the Performance Work Statement (PWS).

1. Offeror shall submit three relevant past performance references that are similar in size, scope and magnitude to the task identified in the PWS. The three references shall be within five years of the quote submission due date.

1. Volume 3 – Past Performance. This quote volume shall:

Include three projects/references that demonstrate recent and relevant past performance of sign language services. Recent is defined as within the last five years. Relevant is defined as work similar in complexity and magnitude to the work described in the Performance Work Statement (PWS). When citing each source of past performance, the following information shall be included:

1. Organization name and address

1. Point of Contact name, phone number, and email

1. Description of the effort to include performance dates

Attachment 1, Past Performance Part I must be completed and submitted by all vendors for all three recent contracts.

Attachment 2, Past Performance Part II is a questionnaire that must be forwarded by vendors to a minimum of three references. References must complete and submit the questionnaire directly to the DoDEA Procurement Division via email to samra.yoseph@hq.dodea.edu.

1. Volume 4 – Price. This quote volume shall:

3. Be in Microsoft Excel. All items must have a price or be marked “NSP” for “Not Separately Priced.” Each item will state the description, quantity, unit, unit price, and estimated amount. A final total of the Base and Option Periods is required in the Excel Spreadsheet.

3. Reference the Contract Line Item Numbers (CLINs) Sub-CLINs in the SF1449 Schedule of services as suggested CLIN structures. In lieu of this schedule, the contractor may submit fewer or more CLINs, whichever may be appropriate to their standard commercial practice.

3. Offeror shall submit their quoted price in accordance with the attached pricing sheet to include a detailed CLIN breakdown.

1. Quote Submission Requirements: Electronic submission by email.

RFQ Questions – Questions in regards to this RFQ shall be submitted in writing via email to Samra Yoseph at samra.yoseph@hq.dodea.edu and Alim Koroma at Alim.Koroma@hq.dodea.edu with the subject line, “Questions,HE125418R0010” no later than 4:00 P.M. EST on July 2, 2018.

Complete Quote Package (Volumes 1 - 4): The closing date for complete quote packages submissions is no later than 10:00 A.M. EST on July 9, 2018 via email to Samra Yoseph at samra.yoseph@hq.dodea.edu and and Alim Koroma at Alim.Koroma@hq.dodea.edu

Note: DoDEA has a maximum email limit of 10MB. Vendors shall confirm receipt of their electronic copy by return email from these the above email addresses.

Summary of Important Due Dates:

Submission

Due Date/ Time July 2, 2018

4:00 PM. EST

July 9, 2018

10:00 AM EST

To samra.yoseph@hq.dodea.edu Alim.Koroma@hq.dodea.edu

Volumes 1-4 Electronic Copy by email to:

samra.yoseph@hq.dodea.edu Alim.Koroma@hq.dodea.edu

Subject: HE15418R0010

(End of addendum to FAR 52.212-1)

PAST PERFORMANCE FORM PART I

Attachment 1: Past Performance Part I: RFP HE125418R0010- Sign Language

** Information to be completed by Offeror by July 9, 2018 at 10:00 a.m.. EST.

Information Below To Be Completed by Vendor for a Minimum of Three References

Name of Agency/Command/Company Contracting Activity:

Contract number: Contract type:

Total contract value (Include exercised and unexercised options) At time of award: $ Currently (or at completion): $

Period of performance or delivery schedule (Include exercised an unexercised options) At time of award:

Currently (or at completion):

Brief description or title of contract requirements. Use space as needed, but do not exceed one typewritten page per contract.

Procuring Contracting Officer (PCO) Use current name as point of contact for on-going contracts or the last individual’s name for completed contracts.

Name:

Telephone number:

Facsimile number:

E-mail address:

Contracting Officer’s Representative (COR) Name:

Telephone number:

Facsimile number:

E-mail address:

Administrative Contracting Officer (ACO):

Name:

Telephone number:

Facsimile number:

E-mail address:

Brief description of any problems encountered and corrective actions taken to resolve those problems. Use space as needed, but do not exceed one typewritten page per contract.

PAST PERFORMANCE FORM PART II

Attachment 2: Past Performance Part II: Questionnaire RFQ: HE125418R0010 - Sign Language

** Information to be completed by Offeror’s references and emailed directly to DoDEA Procurement to samra.yoseph@hq.dodea.edu by July 9, 2018 10:00 a.m. EST.

REFERENCE INQUIRY

Name of Offeror: ____________________________________________________________

1. Reference Firm Contacted: ______________________________________________

2. Relevant Contract Title: __________________________________________________________

3. Contract Number (if known):______________________________________________

4. Client Name: _____________________________________________

5. Client Phone No.:__________________________________________________

6. Did the Key Contactor Personnel work directly on the contract referenced? Yes [ ] No [ ]

7. Quality of Work Performed or Products Delivered:

8. Would you recommend the Contractor? Yes No If no explain why

Overall Rating: __________________ (Rate the past performance as Excellent, Satisfactory or Unsatisfactory)

Supporting Comments

Rating

Excellent (E) - Performance meets contractual requirements and exceeds many to the Government's benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the Contractor were highly effective.

Satisfactory (S) - Performance meets contractual requirements. Contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the Contractor appear or were satisfactory.

Unsatisfactory (U) - Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains serious problem(s) for which the contractor's corrective actions appear or were ineffective.

QASP

Attachment 3: QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Sign Language Interpreter Services

1. PURPOSE

This QASP is a Government-developed document used to ensure that the Government receives quality services, and pays only for services actually provided. It provides a systematic method to evaluate the services the Contractor is required to furnish.

2. SCOPE

The Department of Defense Education Activity (DoDEA) requires sign language interpreter services for two severely hearing-impaired students on Fort Buchanan, Puerto Rico. In addition to sign language interpretation, this work includes consulting with DoDEA staff and meetings with the children’s parents.

3. ROLES & RESPONSIBILITIES.

The following personnel will oversee and coordinate surveillance activities:

· Contracting Officer (KO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The KO is the only person who can legally commit the Government and only the KO, as the Government’s agent, can modify either the contract or order. The KO is the final authority for determining the adequacy of the Contractor’s performance. KO decisions arising under or relating to the contact are final. The KO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract.

Assigned KO: Alim Koroma– 571-372-1473 – alim.koroma@hq.dodea.edu

· Contracting Officer’s Representative (COR) - The COR is an individual the KO designates to perform specific technical and administrative functions within the scope and limitations of the written appointment (e.g., surveillance of Contractor’s performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the KO. The COR is responsible for technical administration of the contract and assures proper Government surveillance of Contractor performance and to keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO.

Assigned COR: Nilda (Nina) Roman - 678-394-8005 – nilda.roman@am.dodea.edu

4. METHOD OF SURVEILLANCE

The Government will use simplified methods of surveillance to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service to include customer feedback:

· Periodic Assessment of Services – The COR will evaluate Contractor performance on periodically throughout the year and upon completion of services. Periodic assessment of services includes approximately one onsite meeting each semester, per a written request made by the COR at least ten business days in advance of the meeting.

· Customer Feedback – The Contractor shall ensure that parents, teachers, and students are aware of the way to submit feedback to DoDEA. Customer feedback is usually obtained via face-to-face discussions, video- or teleconferences, and/or email. Customer complaints made orally must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint. If determined valid, the COR will advise the KO and the Contractor of the deficiency. Copies of valid complaints and their resolution must be retained in the official contract file.

5. SURVEILLANCE PROCEDURES

a. The COR will evaluate the Contractor’s performance periodically against Performance Standards established in either the contract or order. Evaluations shall consist of the evaluation/validation of contractor supplied performance data, as well as analysis of customer feedback, the resolution of valid customer concerns in a timely manner.

b. If at any time the COR receives indicators (e.g., valid customer complaints or indications that the Performance Standards are not being met) that the Contractor’s performance is less than acceptable, the COR will investigate to determine if this is a one-time issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with periodic evaluations. If the issue is recurring and systemic in nature, the COR will work with the Contractor to fix the problem. This effort may include more frequent evaluations.

c. The COR will notify the Contractor each time an unacceptable observation has been recorded and allow the Contractor time, as prescribed in the contract, to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer. See the Performance Requirements Summary, appended on page 4.

d. The COR will re-examine services that were found deficient. Failure to complete corrective actions will be reported immediately to the KO for further action.

6. SURVEILLANCE STANDARD

Generally, under commercial services contracts, the Government relies on the Contractor to follow the Quality Control Plan to ensure/monitor that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of either the contract or order. The Government may require re-performance of nonconforming services at no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case shall the Government’s right to inspect services under the inspection provisions of the contract be prejudiced.

7. QUALITY ASSURANCE SURVEILLANCE FILE

The COR’s file shall contain the following documentation:

1) Copy of COR appointment letter from the KO, any changes to that letter, and any termination letters

2) Training Certifications for COR

3) Copy of the contract and all contract modifications

4) Copy of the applicable Quality Assurance Surveillance Plan (QASP)

5) Copy of all Individual Education Plans (IEP) and related documentation

6) All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

7) Names, position titles and contact information of all key personnel assigned to this contract, both Government and Contractor

8) Customer feedback

9) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

10) Documentation pertaining to acceptance of services, reports or data

8. RECORDS

All records will be retained for the life of this contract. The COR will forward these records to the KO upon completion of the contract/order.

9. CHANGES

This QASP is a living document and may be changed as needed. The KO must approve all changes in writing. The COR will submit recommended changes to the KO for approval.

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