HEVAS6-16-T-0014_Amendment_0001-_QandA.pdf

HEVAS667044

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

The purpose of this amendment is to:

a. Update solicitation to include responses to prospective offeror solicitation questions.

b. Extend the Offer Due Date/Local Time to 23 May 2016 at 2:00PM (EST).

c. All other terms and conditions remain unchanged.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 7

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

16C. DATE SIGNED

BY 17-May-2016

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 HEVAS6-16-T-0014

X 9B. DATED (SEE ITEM 11)

22-Apr-2016

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 X is extended, 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

17-May-2016

CODE

DDESS AREA SERVICE CENTER

ATTN: PROCUREMENT DIVISION

700 WESTPARK DRIVE

PEACHTREE CITY GA 30269-1498

HEVAS6 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

HEVAS6-16-T-0014

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 20-May-2016 02:00 PM to 23-May-2016 02:00 PM.

The following have been added by full text:

QUESTIONS & ANSWERS

Solicitation # HEVAS6-16-T-0014 Questions & Answers Fort Jackson Grounds Maintenance Services

GOVERNMENT RESPONSE TO QUESTIONS

1. Question: Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

Answer: This is a new requirement.

2. Question: Would you have the base year contract award figures by location on both of the schools?

Answer: See the response to Question 1 above.

3. Question: Has the Scope of Work, under this new solicitation, remained the same, decreased or increased, compared to the current contract?

4. Question: What is the total contract value for all option years, including base year, for the current contract?

5. Question: Who is the current incumbent?

6. Question: 2.4.1.6. Trash and Debris: Contractor shall remove all trash and debris prior to each cut (debris includes but is not limited to trash, bottles, cans, pine cones, pine needles, limbs, leaves, straw, and small animals (less than 10 pounds). Contractor shall collect and remove all trash and debris the same day of the cutting. Who removes animals over 10 pounds? What/Who is the contact and process used to affect this action?

Answer: Removal of animals over 10 pounds is the responsibility of the government.

7. Question: 2.4.1.7. Edging: Contractor shall edge sidewalks, driveways, curbs, and other concrete edges located in the improved school grounds areas to include removal of vegetation from cracks in sidewalks, driveways, and curbs within one half (1/2) inch of the edged surface and to a depth of one (1) inch.

Contractor shall not use string trimmers for the edging process. Contractor shall clear debris areas such as sidewalks, driveways, pads, etc. upon completion of the edging process.

This PWS line item has not excluded the use of a salt based chemical known as RoundUp for removal of vegetation from cracks. Is RoundUp an acceptable chemical for use or should the contractor plan efforts on this project based upon 100% Organic or Bio-Based as well as mechanical removal of vegetation from cracks?

Note: Even Bio-Based and Organic GSA Approved and EPA Approved applications still require them to dry before they are considered safe for children and pets.

Answer: No, RoundUp is not an acceptable chemical for use. All products and materials used should be meet the requirements found in the solicitation Attachment 1, paragraph 3.5.4.6.

8. Question: 2.4.2. Landscaping: Contractor shall edge, eliminate weeds, and maintain mulch in shrub and plant beds. When were the plant beds last mulched at both service locations?

Answer: Plant beds for both service locations were last mulched in August 2015.

9. Question: 2.4.3. Weed Control: Contractor shall maintain a weed free condition in all grassy areas within

(10) feet of all perimeter walls and all landscaped areas. Contractor acceptable eradication and maintenance of these weed-free conditions are manually, mechanically, hand weeding, organic chemicals only that are within EPA regulations, or stringed trimmers. Contractor changes in material shall be coordinated in writing with the Contracting Officer’s Representative (COR). Contractor shall be responsible for maintaining a commercial type weed deterrent fabric between the soil and mulch. Contractor shall install weed deterrent fabric in all areas where mulch is required.

Is there presently fabric under the mulch in beds at all service locations? How long has it been since this Fabric was replaced by the incumbent contractor at these two service locations?

Answer: There is presently fabric under mulch beds at both service locations. Fabric was last replaced in April 2015.

10. Question: 3.3.2. The Contractor shall minimize school classroom interruptions in order to promote conducive learning environments free of distractions. Any planned disruption of classroom activity shall be coordinated in advance with the COR. This includes scheduled activities in playgrounds, athletics fields and designated areas. The Contractor shall not cut areas within 100 feet of the building and playgrounds between 0730 and 1530, Monday through Friday, when classes are in session to include Extended School Year (ESY).

Where and when can the Contractor obtain the Extended School Year (ESY) Calendar for work schedule planning services for each Contract Year? Who or Where is the official Authority to designate the ESY for the contractor to comply with?

Answer: Please see solicitation Attachment 1, Appendix A: Definitions, Extended School Year. The School Calendar can also be found at: http://www.dodea.edu/Americas/SC-Stewart- Cuba/FortJackson/PinckneyES/calendars.cfm .

11. Question: 3.3.3. Projected Grounds Maintenance and landscaping for Special Events, Routine and Emergencies: The Contractor shall perform, as directed by the COR, unscheduled grounds maintenance and landscaping services. The COR shall coordinate unscheduled services as required. The Government estimates a minimum of four unscheduled service request per performance period. The COR shall notify the Contractor within 48 hours of a change to the approved service schedule.

There is no evidence of a workload for the contractor to evaluate how many Special Events, Routine and Emergency work takes place in a contract year as would be on record for each contract year? Do you have historical records? It would seem evident from the completeness of this RFP requirement that the Customer has maintained annual records of these planned and unplanned events based upon how comprehensive the specifications are presented in RFP. Please provide historical workloads for contractor evaluation?

Answer: Unscheduled grounds maintenance/landscaping services are not additional services but rather changes to the approved service scheduled, due to special events and emergencies.

12. Question: 3.5.4.5.1. The Contractor PM and Quality Control Manager (QCM) shall attend the installation Environmental Compliance Officer’s (ECO) course within three (3) months of contract award. Installation Environmental Office, 3240 Sumpter Street, Fort Jackson, SC 29207. Installation Environmental Office Phone Number is (803)751-5011.

a) Does the Government expect the contractor in RFP to call the Environmental Office for information on this training requirement or can the agency (DOD Schools) provide the specific hours expected for the ECO course?

Answer: Contractor will be responsible for contacting ECO to schedule and complete training within three months of contract award.

b) The RFP PWS states repeatedly using the PM and QCM as separate individuals. Is it regulated by your Agency and this RFP that the Contractor provide both positions using two qualified individuals on this contract?

Answer: No.

c) Can the Contractor use one Senior Project Manager on the work site anytime personnel are performing Grounds Maintenance duties under this as a contract who is highly qualified as a PM and QCM?

Answer: Yes.

13. Question: Could I get the last awarded quote for the scope of work?

14. Question: Is there any way that I can go to another site visit? If so, can I get the information for a POC that will be able to do another site visit?

Answer: The site visit for this solicitation was held on 3 May 2016. There will be no other site visits held.

15. Question: I spoke with one of our guys who attended the site visit yesterday. He walked away with an understanding that the work for this project must be performed after 5pm and on the weekends?

The SOW states something different (3.3.1), and suggests that hours would be Monday-Friday 0730 - 1600.

Please help me clarify, I'm not sure he heard correctly.

Answer: The hours of operation are as stated in the solicitation Attachment 1, paragraphs 3.3.1 and 3.3.2.

16. Question: The solicitation requires application of weed control fabric between mulch and ground in all areas that mulch is required and refreshing of the mulch at least twice per year. During the site visit we observed mulch around most of the trees but not all of them.

a) Is mulch and weed control fabric required on ALL of the trees associated with the grounds of these two schools?

Answer: No. However, all trees/plant beds within ten feet of all perimeter walls of the school building require mulch and weed control fabric.

b) If mulch and weed control fabric is required for ALL trees, to what dimension from the base of the tree is the application required?

Answer: Some trees are larger than others, and the plant beds are different sizes. There are no specific measurements, but mulch is required in all tree/plant beds around the school. A uniformed appearance is expected.

c) Does the government anticipate that the contractor would remove the existing mulch to assure the presence of weed control fabric?

Answer: Contractor shall adhere to guidance listed in solicitation Attachment 1, paragraph 2.4.2.1.

d) Does the government require weed control fabric replacement at any set timetable during the base year plus the four option years of the associated contract?

Answer: See the response to Question 16c above.

e) Would the government be receptive to the notion that a separate CLIN be established for material costs associated with the application of the mulch and weed control fabric?

Answer: No. The government does not intend to make changes to the requirement’s CLIN structure.

17. Question: Will the government provide a list of approved chemicals associated with weed control around schools?

Answer: Guidance on products and materials is referenced in solicitation Attachment 1, paragraph 3.5.4.6.

A separate list of chemicals will not be provided.

18. Question: Statement of work paragraph 2.4.1.5 indicates that "Contractor shall not mow directly over a sprinkler head as the cutting blades may damage or destroy the head. Contractor shall use string trimmers to mow up to the head itself. Contractor shall ensure irrigation heads are not damaged or destroyed during the mowing process." During the site visit there was no observation of an irrigation system and when asked, the briefer indicated that there was no irrigation system installed.

a) Does the government anticipate installing an irrigation system during the life of the contract associated with solicitation HEVAS6-16-T-0014?

Answer: The government does not anticipate installing any additional or new irrigation systems.

b) If the government is not anticipating such an installation, should paragraph 2.4.1.5 be deleted from the solicitation?

Answer: Solicitation Attachment 1, paragraph 2.4.1.5 will not be deleted, as a previously installed irrigation system is currently in place.

19. Question: Statement of Work Paragraph 7.0, Planning, (and other citations) indicates that the contractor must submit a monthly work schedule and report any deviations from that schedule. Does the government have a particular rotation schedule contemplated for:

i. mowing

ii. hedge maintenance

iii. edging

iv. spraying

Answer: No. The Contractor shall develop and implement a Grounds Maintenance Work Plan for complete performance of the work as stated in solicitation Attachment 1, paragraph 7.1.1.

20. Question: Statement of work paragraph 3.3.2 states "The Contractor shall minimize school classroom interruptions in order to promote conducive learning environments free of distractions. Any planned disruption of classroom activity shall be coordinated in advance with the COR. This includes scheduled activities in playgrounds, athletics fields and designated areas. The contractor shall not cut areas within 100 feet of the building and playgrounds between 0730 and 1530, Monday through Friday, when classes are in session to include Extended School Year (ESY)."

In order to accommodate the requirements for submission of a monthly work schedule (SOW 7.00 and the requirements of 3.3.2):

a) Will the government identify the specific days of the school year to include the specific days of the Extended school year?

Answer: School schedule will be provided to contractor upon contract award.

b)Will the government identify specific days for activities in:

i. Playgrounds

ii. Athletic Fields

iii. Designated Areas

Answer: There are no specific days for activities in those areas. As stated it in solicitation Attachment 1, paragraph 3.3.1, the school operates from 0730 to 1600, and there could be activities anytime during this time frame.

21. Question: The deadline for questions per amendment is May 11, 2016 but during the site visit briefing the deadline for questions was stated as May 20, 2016 at 2:00 p.m. EST, Solicitation HEVAS6-16-T-0014 form 1449 block 8 established a deadline for proposal submission at May 20, 2016 at 2:00 p.m.

a) Does the government anticipate a solicitation amendment to provide answers to submitted questions?

Answer: All deadlines are as listed within the solicitation documentation. All questions pertaining to this solicitation were due on May 20, 2016 at 2:00 p.m. EST. Solicitation Amendment 0001 is being issued on 17 May 2016 to provide answers to all submitted questions.

b) Does the government anticipate a solicitation amendment to provide an extension for proposal submission to accommodate data provided by answers to the submitted questions that could come as late as 5/20/16 per site visit briefing?

Answer: See block 14 of this Amendment for the updated due date for proposal submissions.

c) Does the government anticipate a delay in the proposed contract start date of June 1, 2016 as listed in the period of performance blocks of each CLINs 0001 and 0002 and subsequent start dates for each of the option CLINs?

Answer: No. The government anticipates a contract start date of June 1, 2016 as listed.

22. Question: For 17a on SF1449, does contractor complete the “code” and “facility code” boxes?

Answer: Offeror shall list their company’s Cage Code in the “code” section of 17a on the SF1449. Facility code not needed.

23. Question: Are we to address Cyber security in the RFQ?

Answer: No.

24. Question: The QCP shall address “How the contractor will monitor and report changes in personnel safety/background records (i.e. arrests, DUIs, etc.) to maintain compliance with the personnel requirements in the PWS throughout the performance of services”.

I see where safety/background records are reported prior to performance of services, but not where safety/background records are reported and maintained during or throughout the performance of services.

On what page of the PWS can this information be located?

Answer: See solicitation Attachment 1, paragraphs 3.1.10 and 3.1.4.

25. Question: Is the contractor expected to conduct random, ongoing background checks on personnel that have had a successful Government-provided background check?

Answer: No.

26. Question: On SF1449 box 12 is there are no discount terms, should this box be left blank?

Answer: Box 12 of the SF1449 should be completed if offeror is proposing any discounts.

27. Question: Is Grounds Maintenance Plan to be included with Quality Control Plan as part of offer proposal?

Answer: Yes. The Contractor shall establish and maintain a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. This may be incorporated with the Grounds Maintenance Work Plan addressed in paragraph 7.0 (Reference solicitation Attachment 1, paragraphs 4.1.1, 7.1.1, and 7.1.2).

28. Question: Is safety and health plan due as part of offer?

Answer: Yes

29. Question: Is the task manager to be included as part of the “organizational map” in the offer or is the task manager to be included after contract award?

Answer: This information can be provided after contract award.

30. Question: With the 3 performance questionnaires, can 1 be for prime contractor and 2 for subcontractor?

Answer: Yes. Please see solicitation Addendum 52.212-1, which states states:

The evaluation of past performance will take into account past performance information regarding predecessor companies or subcontractors that will perform major or critical aspects of the requirement.

Past performance information pertaining to a subcontractor cannot be disclosed to the prime contractor without the subcontractor's consent.

(End of Summary of Changes)