N4008518R1614_Amendment_0004.pdf

ACQR5281807

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

N4008518R1614 IDIQ BASEWIDE CUSTODIAL SERVICES AT THE NAVAL SUPPORT ACTIVITY, CRANE INDIANA AND THE GLENDORA TEST

FACILITY, SULLIVAN INDIANA

SEE FOLLOWING PAGES FOR AMENDMENT DESCRIPTION

ACKNOWLEDGE RECEIPT OF THIS AMENDMENT WITH YOUR PROPOSAL

1. CONTRACT ID CODE PAGE OF PAGES

J 1 4

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

16C. DATE SIGNED

BY 25-Apr-2018

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 N4008518R1614

X 9B. DATED (SEE ITEM 11)

26-Mar-2018

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 is extended, X 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, appropriat ion 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

25-Apr-2018

CODE

NAVFAC MID ATLANTIC

PWD CRANE FEAD

300 HIGHWAY 361

NSA BLDG 2516

CRANE IN 47522

N40085 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

Carrie L. Grimard, Contracting Officer 812-854-6641 carrie.grimard@navy.mil

N4008518R1614

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

GENERAL INFORMATION

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

NAVFAC Solicitation No.: N4008518R1614

Title: IDIQ BASE WIDE CUSTODIAL SERVICES AT THE NAVAL SUPPORT ACTIVITY, CRANE, IN

NAICS Code: 561720 Janitorial Services (Size Standard: $18.0 million)

PSC: S201

Set-aside: This procurement is a 100% Small Business Set-aside.

Wage Determination: The following wage determination are 2015-4821, Revision 6, dated 10 Jan 2018 is applicable for work performed at the Naval Support Activity, Crane, Indiana (Attachment J-0200000-02) and 2015- 4801, Revision 5, dated 10 Jan 2018 is applicable for work performed at the Glendora Test Facility, Sullivan, Indiana (Attachment J-0200000-03).

Due date: Proposals are due no later than 2:00 p.m. on Wednesday, May 9, 2018.

PRE-PROPOSAL CONFERENCE/SITE VISIT

The Government will not be scheduling only one formal pre-proposal conference/site visit; but will schedule site visits upon request. If offerors would like to visit the site, please contact Delbert McDonald at delbert.mcdonald@navy.mil, phone: 812-854-8617 or Annette Taylor at annette.taylor@navy.mil, phone 812-854-2673.

PROPOSALS (SEE FAR 52.212-2 for Technical and price factors and submittal requirements) Offerors are required to submit both technical and price proposals, and must be submitted in separate volumes.

Proposals consist of price and technical information. The technical proposal shall not contain any cost/pricing information.

Offerors shall submit an original price proposal with a completed electronic copy of the exhibit line items for the base period & four option periods. Additional copies of the price proposal are not required.

The solicitation requires the evaluation of price and the following non-price (technical) factors:

Factor 1 – Experience Factor 2 – Management Approach Factor 3 – Safety Factor 4 – Past Performance

Offerors shall submit an original and one (1) copy of the technical proposal, in separate three-ring binders, that shall include the following:

• 8 ½ x 11 format

• 12 point Arial or Times New Roman font

• 75 page limit (inclusive of all charts, resumes, forms and other documentation responsive to the solicitation requirements), pages sequentially numbered

• Include a cover page with Contract Number, Contract Title, Prime Contractor Name, Address, Phone Number, Fax Number, DUNS, Cage Code, Point of Contact and their phone and email address

• Include only information in response to Factors 1, 2, 3 and 4, separated by tabs, as applicable

• A complete electronic copy of the technical proposal as a .pdf file on a CD-ROM (include with the “original” technical submission)

In addition, the offeror may submit catalogue cuts, brochures or other pre-printed material as long as the exact item to be incorporated is identified. To facilitate the evaluation, the technical proposal should be sufficiently detailed and complete to clearly and fully demonstrate that the offeror has a thorough understanding of the requirements.

Extraneous information in the technical proposal may be construed as indicative of the offeror’s ignorance of the subject or a casual approach to the RFP. Statements that the prospective offeror understands and can or will comply with all specifications, statements paraphrasing the statement of work or parts thereof, and phrases such as “standard procedures will be employed” or “well known techniques will be used”, etc. will be considered insufficient.

Elaborate brochures, binding, detailed artwork are unnecessary. The technical proposal shall be clear, concise and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet requirements. Offerors shall assume that the Government has no prior knowledge of their experience, and will base its evaluation on the information presented in the offeror’s proposal.

Proposals unrealistic in terms of technical or schedule commitments or unrealistically low in price will be considered lacking technical competence or comprehension of the complexity and risks of the contract requirements and may be rated as technically unacceptable

Headers, footers, charts, tables, and graphics shall be no less than 10 point font and no larger than 12 point font. The font requirements do not apply to documents not prepared by the offeror (e.g. CPARs, documentation from insurance company, letters of commendation from customers, etc). The page limit of 75 is inclusive of all information (including title pages, table of contents, tabs) submitted for the technical proposal.

Technical evaluation factors and price proposal requirements are found in FAR Clause 52.212-2.

Proposals shall be submitted to the following address:

NAVFAC ML PWD Crane Attn: Annette Taylor (Code PRX22) 300 Highway 361 Building 2516, NSA Crane, IN 47522-5082

Phone: (812) 854-2673

PROPOSAL EVALUTION:

The Government reserves the right to eliminate from consideration for award any or all offers at any time prior to award of the contract; to negotiate with offerors in the competitive range; and to award the contract to the offeror submitting the lowest priced, technically acceptable offer.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation is the lowest price, technically acceptable proposal (LPTA). For this solicitation, the LPTA process is selected as appropriate for this acquisition because the best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

An overall non-price factors rating (technical rating) must be at least “ACCEPTABLE” in order to be eligible for award. An UNACCEPTABLE rating in any factor results in the overall non-price factors proposal being rated UNACCEPTABLE unless corrected through discussions.

An Overall non-price factors rating of UNACCEPTABLE makes a proposal ineligible for award.

The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In addition, if the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

In order to permit efficient competition, the Navy will utilize the following methodology: Proposals will initially be screened for price and placed in order (lowest to highest). The Navy will then evaluate the technical factors of the three lowest priced proposals. The Navy will make award to the lowest priced technically acceptable proposal from among the three lowest priced proposals. However, the Navy, at its sole discretion, reserves the right to increase the number of proposals it will review under this methodology. Accordingly, under this methodology, the technical factors of some proposals may not be evaluated by the Navy. If discussions are deemed necessary by the Contracting Office, all proposals will be evaluated (both technical and price) for the purpose of establishing a competitive range.

NOTIFICATION AND DEBRIEFINGS – Notification of unsuccessful offerors shall be accomplished after award and in accordance with FAR 15.503. Debriefing of unsuccessful offerors shall be in accordance with FAR 15.505 and 15.506.

DISPOSITION OF PROPOSALS – After award, any excess copies of the proposal will not be returned to the offeror, but shall be destroyed by the Contracting Officer. No certificate of destruction will be issued.

COMPLETION TIME – The completion time will be specified in each task order issued on this contract.

QUESTIONS

ALL QUESTIONS MUST BE SUBMITTED IN WRITING. The offeror may submit written questions via e-mail or fax to the address below specifying the section and paragraph of the RFP for which clarification is desired.

Inquiries must be submitted in writing via email to: E-Mail: annette.taylor@navy.mil

(End of Summary of Changes)

Remove the following specification sections and replace with the revised, attached specification sections:

Section 0200000 C Management and Administration Section 0200000 F Management and Administration Deliveries or Performance Attachment J-0200000-06 FFP & IDIQ Exhibit Line Items Attachment J-0200000-11 NSA Crane Map

Attachment 1503010 C Custodial Specifications Attachment J-1503010-06 Building Square Feet

Additional questions and answers

N4008518R1614 CUSTODIAL SERVICES

AMENDMENT 0004 – ISSUED 25 APRIL 2018

Questions and answers are continued from Amendment 0002.

QUESTION:

24. Amendment 0002; QUESTION 9, Government Response Please RFP does not define nor distinguish the specific difference between “initial work schedule” and any other work schedule required. Will the government please clarify the specific detail required in the Annual Work Schedule required for the Technical submission compared to that of the “initial work schedule”?

RESPONSE:

References to initial work schedule, annual work schedule, and monthly work plan have been deleted. The contractor is required to submit a building cleaning/work schedule in accordance with 0200000 C Management and Administration spec section. spec item 2.6.3. This schedule shall be submitted within 15 days after award. See Revised 0200000 C Management and Administration spec section and Revised 0200000 F Deliveries and Performance spec section. Corrections are shown in GREEN.

No schedules shall be submitted with the technical proposal. Per Evaluation Factor 2 – Management Approach, offerors shall “Describe a plan for effective scheduling and accomplishing the Firm Fixed Work tasks as required by this contract. Describe your plan for scheduling and accomplishing the Indefinite Quantity work that may be ordered by FedMall or by issued task orders. The contractor shall provide a plan for completing emergency service responses.”

QUESTION:

25. Amendment 0002; QUESTION 9, Government Response Work schedules, as defined by Spec Item 2.6.3, implicitly state a level of detail not possible without maps and building prints. The government has implied that this information is readily available but being withheld until after contract award. Accordingly, we assume that the incumbent contractor has this Government workload information.

Withholding this information from all bidders is unfair and competitively restrictive. The withholding of this workload data provides the incumbent an unfair bidding advantage since he is the only bidder that has been provided adequate information to submit work schedules in the level of detail required.

RESPONSE:

Attachment J-0200000-11, NSA Crane Map has been revised to show the locations of the buildings receiving custodial services. This revised map includes a scale so approximate distances between buildings can be calculated. In accordance with Attachment J-1503010-02, building diagrams are available upon request.

QUESTION:

26. Amendment 0002; QUESTION 15, Government Response The government admits that maps are available. The Government states that it will withhold the maps from the bidders. The Government states that the maps will be provided to the awardee. The withholding of this information prevents all bidders from having information required to comply with the work scheduling requirements. However, the incumbent contractor (past awardee) is presumed to have the necessary maps required to provide compliant and competitive technical submission. Will the Government provide all bidders the maps that it has provide the incumbent?

RESPONSE:

Attachment J-0200000-11, NSA Crane Map has been revised to show the locations of the buildings receiving custodial services. This revised map includes a scale so approximate distances between buildings can be calculated. In accordance with Attachment J-1503010-02, building diagrams are available upon request

QUESTION:

27. Amendment 0002; QUESTION 17, Government Response The bidders should not be required to second guess the government’s intentions when the RFP is found to be ambiguous. The Government response states “A formal preproposal conference/site visit is not being held.

However, this does not mean you cannot request a site visit.”. The term “formal” is not found in the RFP. The RFP simply states on page 3 of 59 “PRE-PROPOSAL CONFERENCE/SITE VISIT - A pre-proposal conference/site visit will not be held.”. The Government’s question response is misleading and unreasonable. Further, it’s not reasonable to think that the government would willingly participate in multiple site tours rather than just one, as the Government response implies. Will the Government schedule a site tour, which is Navy’s standard practice, for all bidders?

RESPONSE:

By a “formal” site visit, the Government means only one pre-scheduled pre-proposal conference/site visit that all offerors should attend. The Government will not be scheduling only one pre-proposal conference/site visit but will schedule site visits upon request. If offerors would like to visit the site, please contact Delbert McDonald at delbert.mcdonald@navy.mil, phone: 812-854-8617 or Annette Taylor at annette.taylor@navy.mil, phone 812-854- 2673. Historically, a large number of offerors have not expressed an interest in visiting the site so the Government does not have a problem with scheduling individual site visits for those interested offerors. See Page 2 of Amendment 0004.

28. Amendment 0002; QUESTION 20, Government Response Attachment J-0200000-05 (as revised) states “Office space will not be provided; however, a location on base for a job trailer will be provided.” Will the Government please specifically identify the location along with a map of the base? The travel time from the “space” to the actual work locations is a labor productivity and logistical concern.

Are we to assume the Government intends this space to be located on Crane?

RESPONSE:

The Government will provide space for an office trailer on base. This space will be located north of Building 34 on Highway 534.

29. Amendment 0002; QUESTION 22, Government Response Spec Item 2.6.3 defines work schedule requirements. This is the only work schedule definition in the RFP. Will the Government please define the detailed differences between the “initial work schedule” and the “work schedule”?

RESPONSE:

References to initial work schedule, annual work schedule, and monthly work plan have been deleted. The contractor is required to submit a building cleaning/work schedule in accordance with 0200000 C Management and Administration spec section. spec item 2.6.3. This schedule shall be submitted within 15 days after award. See Revised 0200000 C Management and Administration spec section and Revised 0200000 F Deliveries and Performance spec section. Corrections are shown in GREEN.

30. J-1503010-11 Seasonal Cleaning; Build 47a J-1503010-06 does not include this building so we cannot determine any Square Footage associated with this building. Line Items 0001, 00003, 0005, 0007 and 0009 Base Year through all option years - Firm Fixed Price contains a Client ELIN for this building with no identified Square Footage (J-06) to populate the Governments Deliverable. Will the Government please clarify?

RESPONSE:

Building 47a is the restroom/shower house building located near the swimming pool. The pool is referred to as Building 47. Attachment J-1503010-06 has been updated to include both Buildings 47 and 47a. The only work performed at the pool (Building 47) is to empty the waste and recycle containers daily and to sweep the concrete pool deck including the areas under the pavilions daily. The deck size including the pavilion areas is approximately 164 square feet. See Revised J-1503010-06. Corrections are shown in GREEN.

31. Attachment J-1503010-06; Building 2908 Attachment J-1503010-06 does not include Building 2908. Line Items 0001, 0003, 0005, 0007, and 0009 Base Year through all Option Years for CAAA, the ELIN requires “Additional Floor Care for Buildings 2908 & 3230, Sweep and Damp Mop Daily”. Will the Government please clarify?

RESPONSE:

Building 2908 has been demolished and replaced with Building 3544, which is listed on Attachment J-1503010-06.

Exhibit Line Items have been updated to change the Item for CAAA to read “Additional Floor Care for Buildings 3230 and 3544”, Sweep and Damp Mop Daily.” See Revised J-0200000-06. Corrections are shown in GREEN.

32. ITEM OF CONCERN: In response to Question 9 of Amendment 02, the government states "The Annual Work Schedule and Monthly Work Plan are required to be submitted with the technical proposal; this is required to evaluate your ability to schedule and complete all work requirements within the custodial contract. The initial work schedule is required for 'approval' within 15 days after contract award."

1. WHY THIS IS SIGNIFICANT: Stating that the initial work schedule is required for 'approval' (with approval in quotes) infers that the Annual Work Plan, Monthly Work Plan, and Initial Work Schedule are the same; but that it must be included with the Technical Proposal.

Additionally, Section F for Annex 1503010 states that the Annual Work Schedule is required to be submitted within 15 days after contract award and the Monthly Work Plan is to be submitted on the first day of each month. Annex 1503010, Spec Item 3.1 states "The Contractor shall develop and submit an Annual Work Schedule and Monthly Work Plan for custodial services per Section F. The schedule shall clearly indicate the day of performance of each service for each building."

The requirements for the Initial Work Schedule as specified at Annex 0200000, Spec Item 2.6.3, is quite specific and detailed:

"The initial work schedule shall be submitted to the Contracting Officer for approval within 15 days after contract award. See Section F Deliveries or Performance. Once approved, all work shall be performed in strict compliance with the work schedule to facilitate the Government’s inspection of the work. In addition to the requirements stated herein, the Contractor’s initial work schedule shall indicate by building the hours of the day that two (2) times weekly or more frequent services will be performed and the day of the week that weekly or less frequent services will be performed. When scheduled services performed twice weekly or less frequently fall on a holiday, alternate dates shall be specified. The schedule shall list the type of work to be performed, the areas to be worked, and the estimated time to complete the work in each area. Changes to the work schedule shall be submitted for the Contracting Officer’s approval at least three (3) working days prior to performance.The Contractor shall submit the Inspector’s Daily Report attachment J-0200000-09 to the Contracting Officer’s Representative each morning prior to 10 a.m. See Section F Deliveries or performance. In preparing the work schedule, the Contractor shall comply with the requirements of this section and comply with the following general requirements:..."

In the government's response, the Initial Work Schedule, the Annual Work Schedule, and the Monthly Work Schedule seem to be more or less the same requirement, yet it would seem they vary greatly in the level of detail required.

An Initial Work Schedule of the level of detail required will easily exceed scores of pages or more in 12 point font and require significant additional personnel hours to prepare, which means it cannot be submitted within the Technical Proposal without exceeding the 75-page limit, nor can it be prepared and submitted to meet the current due date of 25-Apr-2018.

The government's response leaves it very unclear as to the level of detail required to be submitted for the schedule that is to be included in the Technical Proposal.

RESPONSE:

References to initial work schedule, annual work schedule, and monthly work plan have been deleted. The contractor is required to submit a building cleaning/work schedule in accordance with 0200000 C Management and Administration spec section. spec item 2.6.3. This schedule shall be submitted within 15 days after award. See Revised 0200000 C Management and Administration spec section and Revised 0200000 F Deliveries and Performance spec section. Corrections are shown in GREEN.

No schedules shall be submitted with the technical proposal. Per Evaluation Factor 2 – Management Approach, offerors shall “Describe a plan for effective scheduling and accomplishing the Firm Fixed Work tasks as required by this contract. Describe your plan for scheduling and accomplishing the Indefinite Quantity work that may be ordered by FedMall or by issued task orders. The contractor shall provide a plan for completing emergency service responses.

33. FAR 52.212-2, under (b) Technical Proposal, requires "12 point Arial or Times New Roman font" and defines a "75 page limit" for the Technical Proposal. Please clarify the following:

1. May the headers and footers be less than 12 point font?

2. May charts, tables, and graphics be less than 12 point font so long as legibility is maintained?

3. Please confirm that documents not prepared by the offeror (e.g., CPARs, documentation from the insurance company, letters of commendation from customers, et al) are excluded from the requirement for 12 point font.

4. Are the title page, tables of contents/listing of figures, and tabs excluded from the 75-page limit?

WHY THIS IS SIGNIFICANT: When the government specifies formatting requirements, all offerors are required to adhere to them, both in aid of the evaluation team and also to ensure a "level playing field," as it were, for the offerors. But if some requirements are not wholly defined -- as indicated by our unanswered questions -- then it is likely that not all offerors will adhere to the same requirements, which is detrimental to the evaluation team and does not ensure a fair and equal procurement process.

RESPONSE:

Headers, footers, charts, tables, and graphics shall be no less than 10 point font and no larger than 12 point font.

The font requirements do not apply to documents not prepared by the offeror (e.g. CPARs, documentation from insurance company, letters of commendation from customers, etc). The page limit of 75 is inclusive of all information (including title pages, table of contents, tabs) submitted for the technical proposal, as stated in the response to Question 3, provided with Amendment 0002. See Page 3 of Amendment 0004.

34. ITEM OF CONCERN: The response to Question 4 in Amendment 02 states that normal work days and hours are Mon- Fri (as opposed to Mon-Thu), 6:30AM to 5:00PM.

WHY THIS IS SIGNIFICANT: There is a significant difference in scheduling personnel and services over a 4-day workweek as opposed to a 5-day workweek, and performing the recalculations takes time.

RESPONSE:

Normal work days and hours for all CAAA buildings are Monday-Thursday, 6:30 AM to 5:00 PM. Normal work days and hours for all other buildings are Monday-Friday, 6:30 AM to 5:00 PM. Building 3373 is a shared space between CAAA and NSWC. The CAAA portion of Building 3373 will receive services Monday-Thursday, 6:30 AM to 5:00 PM. and the NSWC portion of Building 3373 will receive services Monday-Friday, 6:30 AM to 5:00 PM.

(Reference attachment J-1503010-06 for square footages and space types) See Revised 0200000 C Management and Administration spec section. Corrections are shown in GREEN.

35. ITEM OF CONCERN: Clearly the government is trying to get quite precise scheduling information, but issues with the solicitation make accuracy impossible. There are no building plans, nor scaled site layout plans. There was no formal site visit.

WHY THIS IS SIGNIFICANT: Without plans, we can't formulate a truly accurate schedule as we cannot predict the "building to building" travel time, weather we should use pickup trucks, or do "golf carts" suffice? It is not possible to plan work completion routes for our staff?

RESPONSE:

Attachment J-0200000-11, NSA Crane Map has been revised to show the locations of the buildings receiving custodial services. This revised map includes a scale so approximate distances between buildings can be calculated. In accordance with Attachment J-1503010-02, building diagrams are available upon request.

Use of “golf carts” will not be allowed due to safety concerns.

The Government will not be scheduling only one pre-proposal conference/site visit; however, if offerors would like to visit the site, please contact Delbert McDonald at delbert.mcdonald@navy.mil, phone: 812-854-8617 or Annette Taylor at annette.taylor@navy.mil, phone 812-854-2673.

36. ELIN A003:

Additional Floor care for buildings 2908 & 3230 Sweep & Damp Mop Daily. Can you provide square footages for building 2908?

Increase lunch room trash removal daily. Can you clarify as to what /which building(s) is/are the government referring?

RESPONSE:

Building 2908 has been demolished and replaced with Building 3544, which is listed on Attachment J-1503010-06.

Exhibit Line Items have been updated to change the Item for CAAA to read “Additional Floor Care for Buildings 3230 and 3544”, Sweep and Damp Mop Daily.” See Revised J-0200000-06. Corrections are shown in GREEN.

All CAAA buildings with lunch rooms/breakrooms shall have the trash removed daily in the lunch room/breakroom areas regardless of the applicable service classes. Attachment J-1503010-06 shows which buildings have lunch room/breakrooms.

REVISED PER AMENDMENT 0004 - 0200000 – Management and Administration Table of Contents

Spec Item Title

2 Management and Administration

2.1 Definitions and Acronyms

2.2 General Information

2.2.1 Government Regular Working Hours

2.2.1.1 Observed Federal Holidays

2.2.1.2 Restriction to Contractor Working Hours

2.2.2 Wage Determinations

2.2.3 Requirements Hierarchy

2.3 General Administrative Requirements

2.3.1 Required Conferences and Meetings

2.3.2 Training for Maintenance and Operation of New and Replacement Systems and Equipment

2.3.3 Partnering

2.3.3.1 Informal Partnering

2.3.3.2 Contract Partnering Administration

2.3.3.3 Contract Partnering Session Attendees

2.3.4 Permits and Licenses

2.3.5 Insurance

2.3.5.1 Certificate of Insurance

2.3.5.2 Minimum Insurance Amounts

2.3.6 Protection of Government Property

2.3.7 Government Information Technology (IT) System

2.3.8 Directives, Instructions, and References

2.3.9 Invoicing Procedures

2.3.10 Forms

2.4 Government-Furnished Property, Materials and Services

2.4.1 Government-Furnished Facilities (GFF)

2.4.2 Government-Furnished Utilities

2.4.3 Government-Furnished Materials (GFM)

2.4.4 Government-Furnished Equipment (GFE)

2.4.5 Government-Furnished Services (GFS)

2.5 Contractor-Furnished Items

2.6 Management

2.6.1 Work Reception

2.6.2 Work Control

2.6.3 Work Schedule

2.6.4 Deliverables

2.6.5 Service Interruptions

2.6.6 NAVFAC MAXIMO

2.6.6.1 MAXIMO Data

2.6.6.2 MAXIMO Method of Data Entry

2.6.6.3 MAXIMO Access

2.6.6.4 MAXIMO Training

2.6.7 Quality Management System (QMS)

2.6.7.1 Quality Management (QM) Plan

2.6.7.2 Quality Inspection and Surveillance

2.6.7.3 Quality Inspection and Surveillance Report

2.6.8 Property Management Plan

2.6.9 System and Equipment Replacement

2.7 Personnel Requirements

2.7.1 Key Personnel

2.7.1.1 Project Manager (PM)

2.7.1.2 Quality Manager

2.7.1.3 Site Safety and Health Officer (SSHO)

2.7.1.4 Environmental/Energy Manager

2.7.2 Employee Requirements

2.7.2.1 Employee Certification and Training

2.7.2.2 Employee Appearance

2.7.2.3 Employee Conduct

2.7.2.4 Identification as Contractor Employee

2.7.2.5 Removal of Employees

2.7.2.6 Proof of Legal Residency

2.7.3 Enterprise-wide Contractor Manpower Reporting Application (eCMRA)

2.8 Security Requirements

2.8.1 Employee Listing

2.8.2 Vehicles

2.8.3 Passes and Badges

2.8.4 Access to Installation

2.8.4.1 DBIDS Program

2.8.4.2 One-Day Passes

2.8.5 Access to Buildings

2.8.6 Access Arrangements

2.8.6.1 Escort Arrangement for Secured Areas

2.8.7 Security Clearances

2.8.8 Access to Sensitive Unclassified Information

2.8.9 Employee Status

2.9 Contractor Safety Program

2.9.1 Accident Prevention Plan (APP)

2.9.2 Activity Hazard Analysis (AHA)

2.9.3 Safety and Occupational Health (SOH) Risks and Compliance Plans

2.9.3.1 Alcohol and Drug Abuse Prevention Plan

2.9.3.2 Chemical Hazard Communication Program

2.9.3.3 Confined Space Program

2.9.3.4 Critical Lift Plan

2.9.3.5 Fall Prevention and Protection Plan

2.9.4 Crane Operations

2.9.4.1 Crane Inspections

2.9.4.2 Rigging Gear

2.9.4.3 Crane Operators

2.9.5 Accident and Damage Reporting

2.9.5.1 Accident Reporting and Notification Criteria

2.9.6 Fire Protection

2.9.7 Monthly On-Site Labor Report

2.9.8 OSHA Citations and Violations

2.9.9 Safety Inspections and Monitoring

2.9.10 Safety Certification

2.9.11 Safety Apparel on Jobsites

2.9.12 Emergency Medical Treatment

2.10 Environmental Management and Sustainability

2.10.1 Energy Management Program

2.10.1.1 Water Conservation Plan

2.10.1.2 Energy Efficient Products

2.10.2 Environmental Protection

2.10.2.1 ODS Requirements for Refrigerant Recycling

2.10.2.2 Non-Hazardous Waste Disposal

2.10.2.3 Hazardous Waste Disposal

2.10.2.4 Spill Prevention, Containment, and Clean-up

2.10.2.5 Hazardous Material Management

2.10.2.6 Protection of Endangered and Threatened Species (Flora and Fauna)

2.10.2.7 Noise Control

2.10.2.8 Salvage

2.10.2.9 Asbestos Containing Material (ACM)

2.10.3 Sustainable Procurement and Practices

2.10.3.1 Environmentally Preferable Products

2.10.3.2 Use of Recovered Materials

2.10.3.3 Use of Biobased Products

2.11 Disaster Preparedness

2.12 Technical Library

2.13 Warranty Management

2.14 Recurring Work Procedures

2.14.1 Notification to the Government for Work Above the Recurring Work Limitations

2.14.2 Recurring Work Exhibit Line Item Numbers (ELINs)

2.14.3 Common Output Level Standards (COLS) Options

2.14.3.1 Optional COLS CLINs for Region Funded Facility Services

2.14.3.2 Option to Change COLS at Contract Award

2.14.3.3 Option to Change COLS at Exercise of an Option Period

2.15 Non-recurring Work

2.15.1 Unit Priced Task (UPT) Work (Non-Negotiated)

2.15.1.1 Acceptance and Performance

2.15.1.2 Invoicing and Receiving Payment

2.15.2 Unit Priced Labor (UPL)Work (Negotiated)

2.15.2.1 Non-recurring Preparation of Proposals

2.15.2.1.1 Labor Requirements

2.15.2.1.2 Material and Equipment Requirements

2.15.2.2 Issuance of Final Task Order

2.15.3 Non-recurring ELINS

0200000 - Management and Administration Spec Item Title Description 2 Management and

Administration

2.1 Definitions and

Acronyms

Definitions and Acronyms are listed in J-0200000-08.

2.2 General Information In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the extended proposal and the total recomputed accordingly. If the offeror provides a total amount for a contract item but fails to enter the unit price, the amount divided by the specified quantity will be held to be the intended unit price.

This price shall be obtained by entering the proposed unit price for each line item listed in the Exhibit Line Item Schedule (ELINs) by multiplying it by the estimated quantity, and entering the mathematical extension in the subtotal column. The ELIN schedule must be submitted as part of the price proposal. The offeror must submit prices for all line items. Failure to submit pricing for all line items and quantities will be cause for rejection of the proposal. Attached to the Solicitation is an “Active Contractors Working Spreadsheet” for the Exhibit Line Items.

To download the spreadsheets to your computer please do the following:

Within e-solicitation, go to the file:

o “ELINSContractorWorkingCopy.xls” o “View/Download” do a “right mouse” click o At the prompt box, click on the “Save Target As”, this will allow you to save the file to your computer o You will then be able to use this spreadsheet as a working copy for pricing of the ELINS The only column requiring input is the Unit Price column;

the worksheet will calculate the pricing for you.

ELINS must be submitted in hard copy form along with proposal package

AND submitted utilizing the EXCEL working spreadsheet. This ELIN spreadsheet must be e-mailed to Annette Taylor at annette.taylor@navy.mil

2.2.1 Government Regular

Working Hours The Government's regular working hours are from 6:30 a.m. to 5:00 p.m., five days per week, Monday through Friday for Navy commands and 6:30 a.m. to 5:00 p.m., four days per week for Crane Army Ammunition Activity (CAAA), except observed Federal holidays and other days specifically designated as “closed days”. Exceptions to the regular hours of operation are detailed in subsequent sections of this PWS. Work in certain annexes or sub-annexes require Contractor operations, after normal working hours to complete floor maintenance from the hours of 4:00 p.m.

to 11:00 p.m. The performance of other work requirements shall be accomplished within the Government’s regular working hours unless the specific work requirement specified herein necessitates otherwise. Any other work outside Government regular working hours requires prior KO approval.

Normal, core working hours for all buildings identified in J-1503010-01 is as follows:

6:30 A.M. to 5:30 A.M., Monday through Thursday.

Corrected to read: 6:30 A.M. to 5:00 P.M. Monday through Friday

Normal work days and hours for all CAAA buildings are Monday-

Thursday, 6:30 AM to 5:00 PM. Normal work days and hours for all other buildings are Monday-Friday, 6:30 AM to 5:00 PM. Building 3373 is a shared space between CAAA and Naval Surface Warfare Center (NSWC). The CAAA portion of Building 3373 will receive services Monday-Thursday, 6:30 AM to 5:00 PM. and the NSWC portion of Building 3373 will receive services Monday-Friday, 6:30 AM to 5:00 PM.

(Reference attachment J-1503010-06 for square footages and space types.

The Contractor may schedule work during these times except all designated Command Areas shall be cleaned outside of the working hours of 9:00 A.M. to 3:00 P.M.

2.2.1.1 Observed Federal

Holidays

The Government observes the following holidays: New Year’s Day, Martin Luther King Jr.’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, and Christmas Day.

2.2.1.2 Restriction to

Contractor Working Hours

If access is required at other than specified working hours, access must be arranged through the Contracting Officer’s Representative.

UNFORESEEN BASE CLOSURES: When an unforeseen base closure occurs on a regularly scheduled day of work, the Government shall have the following options that:

1) To require the Contractor to perform the work on the following day unless the following day is a Saturday, Sunday, or holiday, and routine work is not scheduled for that Saturday, Sunday, or holiday.

2) To forego the work and reduce payment due to the Contractor accordingly for work not performed.

3) To reschedule the work on a day that is satisfactory to both parties.

2.2.2 Wage Determinations Refer to J-0200000-02 and J-0200000-03 for wage determination.

The Contractor shall pay custodians employed wage rates not less than those contained in the attached wage determination decisions. Other requirements and information are contained in the Labor Standards Provisions.

2.2.3 Requirements

Hierarchy

Requirements or definitions specified in each spec item of this contract apply to subordinate paragraphs. For example, requirements shown in spec item 3.1 would apply to spec items 3.1.1, 3.1.2, 3.1.2.1 and so on.

Likewise, Performance Standards specified at a lower digit level (i.e. spec item 3.1.1, 3.1.2, 3.1.2.1) apply when performance is assessed at a higher tier (i.e., spec item 3.1) based on the composite work requirements.

2.3 General Administrative

Requirements

2.3.1 Required Conferences

and Meetings

PERFORMANCE EVALUATION MEETINGS: Those responsible for ensuring QC shall meet with PAR and the Contracting Officer or a designee bi-weekly during the first three (3) months of the contract.

Meetings will be as often as necessary thereafter as determined by the Contracting Officer. However, a meeting will be held whenever a Contract Discrepancy Report is issued. A mutual effort will be made to resolve all problems identified. The written minutes of these meetings shall be prepared by the Contractor and will be signed by the contractor’s

Project Manager, Contracting Officer, and PAR.

2.3.2 Training for

Maintenance and Operation of New and Replacement Systems and Equipment

Not Applicable.

2.3.3 Partnering To increase the likelihood of successful performance of this contract, the Government requires cohesive partnerships with its Contractors and subcontractors. Key stakeholders, including the supported commands who will receive services, principal individuals from NAVFAC, the performance assessment team, and representative(s) of the installation(s) will be invited to participate in the partnering process. Key members of the prime and subcontractors teams, including senior management personnel MUST participate. The partnership will draw on the strength of each organization in an effort to achieve quality contract services done right the first time, within the contract price, as scheduled, and without any safety mishaps.

See attachment J-0200000-15 for additional information on Partnering Partnering should accomplish three goals:

- The first goal is to develop a cohesive team with common purpose, commitment and established communication processes.

- The second goal of partnering is contract specific, identifying risks and opportunities for the team to address.

- The third goal is to sustain the Partnership throughout the contract by identifying and addressing issues that affect the Partnership.

2.3.3.1 Informal Partnering The Contracting Officer shall organize the initial Partnering Meeting with key personnel of the project team, including Contractor's personnel and Government personnel. The initial session will be scheduled concurrent with the Pre-Performance Conference and held no later than 30 days after award and will be held at a Government provided facility as designated by the KO.

The Initial Informal Partnering Session will be conducted and facilitated using electronic media (a video and accompanying forms) provided by Contracting Officer. The senior Government stakeholder present will lead the meeting, however, the Contractor’s PM or senior representative is encouraged to participate as co-lead.

The Partners will determine the frequency of the follow-on sessions.

2.3.3.2 Contract Partnering

Administration

Upon award, the ACO will contact the Contractor, supported command(s), Region, and Installation(s) stakeholders, and the performance assessment team to discuss implementation of partnering. The initial session must be scheduled as soon as possible after award of the contract. A partnership agreement, The Charter, should be in place as early as possible so issues arising, even before work begins, can be resolved using the issues resolution process. Replacement of Core Management Team members (stakeholders who attended the initial session and manage the contract work day-to-day) is discouraged since it will disrupt the synergy that has been developed. If replacement of a team member proves to be unavoidable, a follow-on partnering session must be held to officially turn the responsibilities of the position over to the new member.

The Core Management Team consisting of the attendees below must be present during the initial and all follow-on partnering sessions. These are the core mandatory attendees. Other stakeholders may attend if they desire or as recommended by the partners.

For more information concerning Partnering refer to NAVFACINST 11013.40, which can be viewed in the Government’s Contracts Office.

2.3.3.3 Contract Partnering

Session Attendees

The Contractor shall bring the necessary personnel to successfully partner on this contract. Asterisk indicates mandatory personnel.

President/Vice President

* Project Manager

* Quality Manager Site Safety and Health Officer

2.3.4 Permits and Licenses The Contractor shall obtain all required permits, licenses, and authorizations to perform work under this contract and comply with all the applicable Federal, state and local laws and regulations. The Contractor shall submit copies of Permits and Licenses per Section F.

2.3.5 Insurance The Contractor shall submit a Certificate of Insurance per Section F as evidence of the existence of the following insurance coverage in amounts not less than the amounts specified below in accordance with the FAR Clause 52.228-5, INSURANCE – WORK ON A GOVERNMENT INSTALLATION. This insurance must be maintained during the performance period.

2.3.5.1 Certificate of Insurance The Certificate of Insurance shall provide for at least 30 calendar days written notice to the KO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

2.3.5.2 Minimum Insurance

Amounts

The Contractor shall procure and maintain, during the entire period of performance under this contract, the following minimum insurance coverage:

Ensure insurance amounts are current.

Comprehensive General Liability: $500,000 per occurrence

Automobile Liability: $200,000 per person, $500,000 per occurrence, $20,000 per occurrence for property damage

Workmen's Compensation: As required by Federal and state worker's compensation and occupational disease statutes

Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers

Other as required by state law

2.3.6 Protection of

Government Property During execution of the work, the Contractor shall protect Government property. The Contractor shall return areas damaged as a result of negligence under this contract to their original condition at no cost to the Government. The Contractor shall take special care to protect furniture, walls, baseboards, and other surfaces from materials not intended.

Accidental splashes shall be removed immediately. The Contractor shall return areas damaged as a result of work under this contract to their original condition, to include painting refinishing, or replacement, if necessary.

2.3.7 Government Not Applicable

Information Technology (IT) System

2.3.8 Directives, Instructions, and References

Department of Defense (DoD), Secretary of the Navy (SECNAV), Chief of Naval Operations (OPNAV), and other applicable Directives, Instructions, and References are listed in J-0200000-04. The Contractor shall comply with the most current version of directives, instructions, and references including versions published during the term of the contract.

The Contractor and his/her employees and subcontractors shall become familiar with and obey all Station Regulations, including fire, traffic, safety, and security regulations as covered in the Contractors Operational Manual. This manual is included as J-0200000-17. All personnel employed on the station shall keep within the limits of the work (and avenues of ingress and egress), and shall not enter any restricted areas unless required to do so and are cleared for such entry. The Contractor’s equipment shall be conspicuously marked for identification.

2.3.9 Invoicing Procedures

Refer to contract clause 52.212-4 Contract Terms and Conditions- Commercial Items (g) Invoice, for invoicing procedures.

Refer to DFARS 252.232-7003 for invoicing procedures.

ELECTRONIC INVOICING

In accordance with DFARS 252.232-7003, "ELECTRONIC

SUBMISSION OF PAYMENT REQUEST AND RECEIVING

REPORTS", the United States Navy utilizes Wide Area Work Flow (WAWF) to electronically process vendor requests for payment. This application allows DoD vendors to submit and track Invoices and Receipt/Acceptance documents electronically.

The contractor is required to utilize this system when submitting invoices under this contract, unless the provision at DFARS 252.232-7003(c) applies. The contractor shall (i) ensure an Electronic Business Point of Contact is designated in Central Contractor Registration at http://www.sam.gov and (ii) register to use WAWF at the https://wawf.eb.mil site, within ten (10) calendar days after award of this contract. Step by step procedures to register are available at the https://wawf.eb.mil site. Additional instructions for submitting invoices via WAWF can be found in clause DFARS 252.232-7006.

2.3.10 Forms Forms referenced in this Annex, e.g. accident reporting, and damage reporting are included in J-0200000-13 and J-0200000-14.

2.4 Government-Furnished

Property, Materials and Services

The Government will furnish or make available to the Contractor certain Government-owned facilities, utilities, materials, and equipment for use in connection with this contract. Refer to J-0200000-05. The Contractor shall be responsible and accountable for such facilities accepted for use and shall take adequate precautions to prevent fire hazards, odors, and vermin. Custodial services for Government furnished facilities shall be provided by the Contractor. The Contractor shall obtain written approval from the Contracting Officer prior to making any modifications or alterations to the facilities. Any such modifications or alterations approved by the Government will be made at the expense of the Contractor. At the completion of the contract, all facilities shall be returned to the Government in the same condition as received, except for reasonable wear and tear. The Contractor shall be held responsible for the cost of any repairs caused by their negligence or abuse on their part, or on the part of their employees.

2.4.1 Government-Furnished

Facilities (GFF)

The only government facility provided to the contractor for use in performance of this contract are listed in J-0200000-05.

2.4.2 Government-Furnished

Utilities

The Government will furnish water and electricity at existing outlets required for the work to be performed under the contract at no cost to the Contractor. Information concerning the location of existing outlets may be secured from the KO. The Contractor shall provide and maintain, at its expense, the necessary service lines from the existing Government outlets to the work site.