HSFE01-14-R-0003_A00002_.pdf

5. PROJECT NO.

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NO.

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NO. 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NO.

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers 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:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ 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 AC-

KNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 10-83)

is required to sign this document and return ___________ copies to the issuing office. is not, 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.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

BY

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 NSN 7540-01-152-8070

PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(No., street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(If applicable)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

(X)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 9

A00002

Department of Homeland Security

Federal Emergency Management Agency

Region I

99 High Street, 6th Floor

Boston MA 02110

Department of Homeland Security

Federal Emergency Management Agency

Region I

99 High Street, 6th Floor

Boston MA 02110

To all Offerors/Bidders HSFE01-14-R-0003

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: June 27, 2014 at 2:00pm x 1

The purpose of this amendment is to add Questions and Answers #2, Past Performance Questionnaire and Proposal date change

Questions and Answers from the Site Visit.

Questions and Answers #2 General

No other questions will be accepted at this time.

Attachment : Past Performance Questionnaire.

The Proposal due date is hereby extended from June 20, 2014 to June 27, 2014 at 2:00pm (EST.)

Twalla Gray

Contracting Officer

Question and Answers #2 HSFE01-14-R-0003

Question

1. Page 26, Area A2. What are the contractor’s specific responsibilities the recycling program?

Answer: This is an in house program.

2. Does FRC provide the trash container (dumpster) service at the contract site?

Answer: Yes

3. At site visit we were told we were to clean the refrigerators outside only. The contract states both inside and outside on page 27. Which is it? Answer: Outside Only

4. Contract states to defrost refrigerators weekly? Normally, this is a monthly task. Does FRC want this changed to monthly? Also, are any of the refrigerators “frostless”?

Answer: Should have been removed from contract.

5. Area A2 states all walls and doors cleaned on a weekly basis. Does this mean spot cleaned or fully cleaned? Answer: Spot Cleaned.

6. Area A3 states soiled table cloths are to be removed, laundered, dried and replaced daily.

At the site visit, we were told that they are not used. Please revise.

Answer: Only if they have been used for an event.

7. A3 cleaning industrial refrigerators, we were told on site visit to only clean the outside.

Please confirm. Answer: Outside Only.

8. Area A5 states to use Ammonia or Pine Oil as disinfectants for cleaning toilet room floors. Are these cleaners in conformance with the requirements to use Green Seal certified products and odorless, non-allergenic products?

Answer: Only as a reference as to the type of cleaners says (ie)

9. Area A6 includes smoking areas. Are there any smoking areas under the contractor’s responsibility for this contract? None were shown at the site visit.

Answer: After the contract was written the smoking areas have change and you are not responsible for them. You are still responsible during part of outside stairs and ramps to clean them up if cigarette buts are present.

10. Area A7, Outside Guard Station. This was not shown during the site visit. Is this part of the contractors responsibilities under the contract?

Answer: Yes it is part of the cleaning as stated in the contract.

11. 6.5 on page 31 states that the contractor is to maintain property plans and drawings. Why would the janitorial contractor be responsible for these?

Answer: Upon final award this mistake will be corrected

12. 6.4 Emergency Call-Back Services. Will the contractor be paid extra for responding to an emergency call-back? Would this be paid at the at the Emergency Janitorial Service rate in the pricing section?

Answer: This was covered in the contract and during the walk through.

13. 1.5 on page 5 indicates the need for a supervisor/manager to be on-site on a daily basis.

Please confirm that FEMA wants an on-site supervisor/manager as part of the contractors

Question and Answers #2 HSFE01-14-R-0003 daily staffing at the contract site.

Answer: It states nowhere that there needs to be an onsite supervisor.

14. 1.3 on page 4 states there are 60-80 employees staffing the FRC. Is this an increase in staffing from prior years?

Answer: yes

15. Do all 60-80 employees staff the FRC on-site on a daily basis or are there a number of employees who work from home?

Answer: Average per day on site.

16. What are the normal working hours for the FRC staff during “steady state operations”?

Answer: it’s stated in the PWS Please look on page 9 section 1.10 HOURS of Operation and Federal Holidays

17. During “times of disaster” as described in 1.3 on page 4, what are the specific expectations and duties for the contractor?

Answer: Janitorial services.

18. What are the specific expectations and duties of the contractor during reservist weekends?

Answer: It was stated in the walkthrough that during reserve weekends NO services are required.

19. Please provide clarification to Attachment A, Section B, 1. Work Plan. It states the “projects shall be numbered and coincide with task number of the PWS and the Schedule of Pricing under Section B.1”.

Answer: Not sure of what more clarification is needed. The referenced section. The Work Plan should be in detail towards what is required of the services in attachment B, which is the Performance Work Statement (PWS) page 25 Section 6.2 Cleaning Area and Schedule. Would the work plan be the same or similar as the PWS?

20. Attachment a, Section D. Business Proposal Instructions Volume 2. States “the offeror shall provide capabilities of services”. Please clarify.

Answer: Describe what the company is capable of providing as a service or what the company’s abilities’ are.

21. Attachment A, Section C, “Past Performance”, it states: The offeror will send questionnaires provided in this solicitation in Attachment D…”. Please note that Attachment D is the Wage Determination and that the solicitation files do not contain a Past Performance Questionnaire. Please provide a questionnaire to fulfill the requirement.

Answer: See attached questionnaire for Past Performance

HSFE01-14-r-0003 Janitorial Service

Site Visit June 11, 2014

Questions and Answers

1. Question: What happens if the janitor cannot leave the facility during an active disaster?

Answer: FEMA is able to house the employee at work location until roads are clear for safe travel

2. Question: How would contractors come up with an emergency rate?

Answer: Contractors were advised to bid a fully loaded rate based on up to 200 employees. The rate includes hourly rate/overtime rate for janitor(s) and supplies.

3. Question Clarification on table clothes Answer: Table clothes are used for special events only. But, when clothes are used there is a washer and dryer available for cleaning with detergent on site.

4. Question: Would the contractor be responsible for the hand sanitizers?

Answer: FEMA is responsible for hand sanitizers throughout the facility.

5. Question: Can supplies be direct shipped to facility:

Answer: Yes, supplies can be shipped directly to the facility, but the janitor would be responsible for receiving and storing supplies.

6. Question: Who is responsible for the recycling?

Answer: FEMA is responsible for recycling blue bins

7. Question: on paper towels in storage closet?

Answer: Facility Manager stated to the contractors that the current contractor uses paper towels to clean. Contractors are required to supply their own items to use for cleaning purposes.

8. Question Clarification was given to contractors on snow removal—. Contractors must supply calcium/magic rock salt and shovel for front door area—stairs, handicap ramp and sidewalks. This is only to be performed during normal six hour shift.

• The Facility Manager informed contractors that one weekend per month 20 military personnel would utilize the FRC.

• The Facility Manager informed contractors that they would not be responsible for cleaning stove or refrigerator in kitchen—only surfaces.

• Cleaning products should be green products.

• Contractor provides all tools and equipment.

Security Officer Gil Ynostroza, went over security processes and the vetting process for contractor and janitors.

RATING DESCRIPTIONS: Use the following descriptions as guidance in providing ratings.

To obtain an electronic version of the form please contact: Twalla.gray@fema.dhs.gov

THE QUESTIONNAIRE SHOULD BE SUBMITTED BY THE FOLLOWING MEANS:

Return via FAX 617-956-7526 or via email to the email address shown above. Forms may be mailed to:

Twalla Gray Contracting Officer DHS/FEMA Region 1 99 High Street Boston, MA 02110

Mark cover sheet: Attention: RFP HSFE01-14-R-0003 “Source Selection Sensitive Information”

RATING DEFINITION

Outstandting (O) Indicates the contractor’s performance record within the area of evaluation Exceeded that required by the contract.

Above Average (AA) Indicates the contractor’s performance record within the area of evaluation Met All contractual requirements.

Satisfactory (S) Indicates the contractor’s performance record within the area of evaluation Met Essentially All contractual requirements.

Marginal (M) Indicates the contractor’s performance record within the area of evaluation Met Some of the contractual requirements. However, changes to the contractor’s existing processes may be necessary in order to achieve contract requirements.

Unsatisfactory (U) Indicates the contractor’s performance record within the area of evaluation Failed to Meet the minimum Government requirements.

Unknown or Not Applicable (N/A) The question does not apply. No performance record identifiable within the area of evaluation.

mailto:Twalla.gray@fema.dhs.gov

SOURCE SELECTION SENSITIVE WHEN COMPLETED

*****NOT TO BE RELEASED OUTSIDE GOVERNMENT CHANNELS*****

RESPONDENT IDENTIFICATION AND RATINGS

(Part 1 Contractor submitting Proposal fill-in) Reference is provided for: __________________________________________________________

Contract Number or Project Title______________________________________________________

Date of Award/Completion Date______________________________________________________

Location_________________________________________________________________________

Dollar Amount____________________________________________________________________

Brief Description of work and your role in the referenced contract: ___________________________

(Part 2 Person providing Reference) Reference is provided by: ___________________________

Company/Agency: _________________________________________________________________

Business Address; ________________________________________________________________

Telephone Number: _______________________________________________________________

E-Mail Address: __________________________________________________________________

Relationship to Contract: ___________________________________________________________

If information above (Part 1) is not accurate, please indicate.

OFFEROR Name_____________________________________________________________________

Please check the appropriate rating.

(1) How responsive was the contractor’s quality program in identifying, correcting, and preventing initial and recurring problems?

O A A

S M U N A

REMARKS:

(2) How complete were the contractor’s quality procedures and how well did employees follow them?

O A A

(3) Overall, how would you rate the quality of service? O A

(4) Rate timeliness in meeting requirements and adhering to contract schedules and/or deadlines.

O A A

(5) Rate the contractor’s response to unanticipated or emergency service requirements. O A

(6) Rate the effectiveness, capability, and level of knowledge and experience of personnel performing required services.

O A A

(7) Did the contractor provide adequate, competent and qualified management, key personnel and technical personnel capable of meeting contract requirements?

O A A

OFFEROR Name_____________________________________________________________________

(8) How effectively did your contractor’s key management personnel support the initial contract startup, management of contingency situation, provide a quality plan, and respond to problems and changes?

O A A

(9) Rate the contractor’s compliance with contract requirements and accuracay of reports. O A

(10) How timely and effective were the contractor’s responses to and resolution of technical problems?

O A A

(11) Overall, how would you rate this contractor’s business practices, customer relationship, and ability to successfully perform? Did the contractor demonstrate a reasonable and cooperative business relationship with the Government’s contract management personnel?

O A A

REMARKS:_________________________________________________________________________________

(12) How effective was the contractor’s safety program to ensure compliance with federal, state and local regulations? Did the contractor implement and follow their safety plan?

O A A

(13) How innovative was the contractor in performing the technical aspects of this contract and resolving problems? How well did the contractor respond to and act on customer feedback?

(Customer Satisfaction)

O A A

(14) How would you rate the Contractor’s overall performance? O A

OFFEROR Name_________________________________________________________________________

(15) What were the contractor’s top documented strengths, if any, in performing the contract requirements?

REMARKS:

(16) What were the contractor’s top documented weaknesses, if any, in performing the contract requirements?

(17) Please Provide Any Additional Information You Feel Is Important Not Covered Elsewhere:

Thank you for your remarks. Please ensure that you return this questionnaire to the Contracting Agency. Do NOT return to the evaluated contractor.

NAME OF PERSON SUBMITTING REFERENCE

DATE_____________________

Contact Phone Number:____________________________