SAQMMA12R0007(A002).pdf

SAQMMA-12-R-0007(A002) Page 1 of 9 Freetown, Sierra Leone

Solicitation Summary of Changes:

B.7.1 Special Allowances - RESERVED

B.8.5.9 Cell Phones (monthly rate) – Fixed Price

CLINs 0019, 1019, 2019, 3019, and 4019 – Cell Phones: The monthly rate shall include all costs associated with providing cell phones as

B.8.5.11 Uniform Laundry if required in Section J Exhibit A and Exhibit D, including maintenance costs and replacement costs. All cellular phones must provide full in and out of network coverage.

RESERVED

/Maintenance

C.5.5.5 SD Vechicles

The distance covered by each mobile patrol units will total approximately 4160 kilometers per year. The Contractor shall provide a sufficient number of vehicles to assure continued availability of SD vehicles during the hours as specified in Exhibit A. The Contractor shall maintain the ability to accommodate mechanical failure, regular maintenance, or any other foreseen or unforeseen event without having any lapse in coverage.

C.5.8 Guard Electronic Monitoring System (GEMS)

In order to maintain the highest level of security for unmanned data points the Contractor shall be responsible for completing a required number of security checks during each shift. In order to ensure that inspections are maintained at the proper levels, the Contractor shall be required to employ a Guard Electronic Monitoring System (GEMS). The GEMS shall be comprised of a portable hand-held data collection device that is used to scan each designated data point along a designated route, completing the required number of visits to each post throughout the daily/nightly tour. The Contractor shall use GEMS for monitoring the quality control of these inspection services. Posts with scanner responsibilities are annotated in Section J, Exhibit A and the duties described in the Post Orders in Section J, Exhibit B.

• Ensuring responsible employees understand the function of the equipment

All residential guards, mobile patrols and supervisors shall utilize GEMS. During supervisory rounds, the supervisor is required to report all incidents and follow up with written reports as determined by COR. The Contractor is responsible for the acquisition, maintenance and repair of the GEMS and for:

• Ensuring the correct use of the hand-held data collection device

• Maintaining the integrity of the system

• Ensuring that designated individuals scan all checkpoints in the route

• Ensuring that data is properly entered into the computer

• Ensuring the information collected can be computer-generated into reports designed to capture guard activities and supervisor oversight

SAQMMA-12-R-0007(A002) Page 2 of 9 Freetown, Sierra Leone

C.5.9 Radio Network

The Contractor shall be responsible for furnishing a radio network that can receive and transmit to all areas covered by Mobile Patrol units and to all facilities covered by this contract. The Contractor shall be responsible for furnishing communications equipment necessary to provide a reliable local guard force radio network that is fully functional and operable 24 hours per day, 7 days per week (Section J, Exhibit D).

The Contractor shall be responsible for obtaining the necessary radio frequency(ies) for operation of its radio equipment. The Contractor is solely responsible for acquiring and paying for all licenses and permits that may be required for frequencies and the operation of all communications equipment throughout the life of the contract to include all maintenance and repair costs associated with all equipment included in the local guard force radio network.

The communication system shall include a repeater to amplify radio communication within the coverage area so that all radios utilizing repeaters can receive and transmit to all sectors covered by the mobile patrol and to all facilities covered by this contract. The Contractor is responsible for providing a suitable location for the repeater(s). The communication system shall include an emergency dispatch command center (base station) and dedicated radio dispatcher. The base station shall be located in a Contractor-Furnished facility within five (5) kilometers of the Embassy

C.5.11.2 Relief Guards

The Contractor shall include the costs of providing relief personnel in the loaded labor rate of labor categories that require relief at the Section J, Exhibit A. All relief personnel must be COR-approved, fully-trained and qualified to allow for comfort, personal needs, stress, meals, or other required or requested absences from the assigned post. Relief personnel shall be at the same category of labor as specified on Section J, Exhibit A. Relief personnel are not required for the Guard Force Commander, Supervisors, Mobile Patrol, or

Surveillance Detection personnel or for residential posts.

H.20 INTOXICANTS

The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of alcohol, drugs, intoxicants, or substances producing similar effects. The contractor shall not allow its employees to use narcotics or other controlled substances without a prescription from a licensed physician at any time. Any contractor employee using prescription drugs shall report this condition to a supervisor before assuming guard duty. The contractor shall subject its employees to initial, and routine random drug screening during the performance of this contract as a condition of initial and continued employment.

DOSAR 652.216-71 - PRICE ADJUSTMENT (AUG 1999)

(a) The contract price may be increased or decreased in actual costs of direct service labor. The changes result from laws enacted and effective during the term of this contract by Sierra Leone

SAQMMA-12-R-0007(A002) Page 3 of 9 Freetown, Sierra Leone

Government. Direct service labor costs include only the costs of wages and direct benefits (such as social security, health insurance, unemployment compensation insurance) paid to or incurred for the direct benefit of personnel performing services under one of the categories listed in Section B of this contract. Price adjustments will include only changes in direct service labor costs incurred in order to comply with the requirements of law. No adjustment will be made under this clause with respect to labor costs of personnel not performing direct service labor under the categories of Section B, or for overhead, profit, general and administrative (G&A) costs, taxes or any other costs whatsoever.

(b) For the contracting officer to consider any request for adjustment, the Contractor shall demonstrate in writing:

(1) That the change in the law occurred during the term of this contract and subsequent to the award date of this contract; and

(2) That the change in the law could not have been reasonably anticipated prior to contract award; and,

(3) How the change in the law directly affects the Contractor's costs under this contract.

(c) The Contractor shall present data that clearly supports any request for adjustment. This data shall be submitted no later than 90 calendar days after the changes in the law have been made public. This data shall include, but not be limited to, the following:

(1) The calculation of the amount of adjustment requested; and,

(2) Documentation that identifies and provides the appropriate portions of the text of the particular law from which the request is derived.

(d) In order to establish the change between the requested adjusted rate and the original rate, the Contractor shall support the appropriate data and composition of the original rate and the requested adjusted rate. This shall include details regarding specific hourly rates paid to individual employees. For contracts paid in U.S. dollars, the Contractor's request for price adjustment shall present data reflecting:

(1) The exchange rate in effect on the date of the Contractor's proposal that was accepted for the basic contract; and

(2) The current exchange rate and its effect on payment of workers in local currency.

The allowable adjustment shall be limited to the extent to which increases in direct service labor costs due to host country law changes are not offset by exchange rate gains.

(e) Only direct cost changes mandated by enacted laws shall be considered for adjustment under this contract. Changes for purposes of maintaining parity of pay between employees at the minimum mandated levels and employees already paid at levels above the newly mandated minimums shall not be considered. Therefore, if the Contractor elects to increase payments to employees who are already being paid at or above the mandated amounts, such increased costs shall be borne solely by the Contractor and shall not be justification for an increase in the hourly and monthly rates under this contract.

(f) Any request for adjustment shall be presented by signature of an officer or general partner of the Contractor having overall responsibility for the conduct of the Contractor's affairs.

SAQMMA-12-R-0007(A002) Page 4 of 9 Freetown, Sierra Leone

(g) No adjustment shall be made to the contract price that relates to any indirect, overhead, or fixed costs, profit or fee. Only the changes in direct service labor wages (and any benefits based directly on wages) shall be considered by the U.S. Government as basis for contract price changes.

(h) No request by the Contractor for an adjustment under this clause shall be allowed if asserted after final payment has been made under this contract.

(i) This clause shall only apply to laws enacted by the Government of Sierra Leone meeting the criterion set forth above in paragraph (b). No adjustments shall be made due to currency fluctuations in exchange rates.

(j) All requests that are not submitted timely, in accordance with paragraph (c) may result in the Government rejecting the request for price adjustment.

L.5 TIME, PLACE, AND SUBMISSION OF OFFER

The Offeror shall assume full and total responsibility for ensuring that its offer is received by 11:00 am Eastern Daylight Time on May 21, 2012. (See Block 9 of the SF-33).

If an Offeror desires, it can contact Contract Specialist Adam Hiland at email hilandad@state.gov to ensure proposal delivery.

a. Price Proposal (include all Price and Cost Information; Representations and Certifications; Business Management Information; Joint Venture Agreements: Signed Release to use resumes; Letters of Intent; if appropriate, etc. ): Original, one (1) copy and CD; and

b. Technical Proposal (with no cost information): Original, Cd and Five Copies to:

Postal:

U.S. Department of State Attn: Adam Hiland

(571) 345-2378 hilandad@state.gov

A/LM/AQM/WWD/LGB

SA-20 STE 1600

1801 N. Lynn Street Washington, D.C. 20522-2008

Courier (UPS/FedEx/Etc):

U.S. Department of State Attn: Adam Hiland

(571) 345-2378 hilandad@state.gov

A/LM/AQM/WWD/LGB

SA-20 STE 1600

1801 N. Lynn Street mailto:hilandad@state.gov� mailto:hilandad@state.gov�

SAQMMA-12-R-0007(A002) Page 5 of 9 Freetown, Sierra Leone

Arlington, VA 22209

Contractors who wish to hand deliver proposals must contact Adam Hiland, Contract Specialist by phone (571) 345-2378 or email hilandad@state.gov no later than 4:00 PM EDT Thursday, May 17, 2012 to arrange a delivery date and time. Requests for hand delivery of proposals received after the time/date outline above will not be honored. Failure to adequately plan for proposal delivery and/or arriving late for a scheduled delivery may result in the contractor not being able to make a timely delivery of proposals and result in exclusion from consideration of award.

L.11 PROPOSAL INSTRUCTIONS

The Offer must consist of the following physically separate volumes.

Volume Volume Title Number of

Copies 1 Price Proposal – This proposal volume has no page limit, contents listed in L.11.1 below.

Original and one (1) copy

Technical Proposal - This proposal volume is restricted to 75* pages with double-sided page printing. (including charts, graphs, or foldouts), Original and five (5) copies contents listed in L.11.2 below. The Technical Proposal shall not contain cost or price information.

* The past performance questionnaires, past performance and experience information submitted in response to L.11.2.2, key personnel resumes and current license and insurance information will not be included in the total page count.

The Offeror shall clearly mark on the face of each Volume, ‘original’ or ‘copy’.

All Volumes shall be in no less than a 12 font; Times New Roman; 1-inch margins on all sides.

Proposals pages shall be sequentially numbered on 8-1/2” by 11” or A4 paper for each individual section. Additional information not presented for evaluation can be included in the headers and/or footers (disclosure statements, RFP numbers, Section Titles, page numbers, etc.). The page numbers for each Tab should re-start with “1”. All documentation shall be professionally placed in a 3-ring binder, tabbed and in an index format, the cover and spine shall be affixed with labeling. All documentation covers shall clearly identify name of country, volume number, solicitation number, Offeror’s name, name of contact, email address, mailing address, telephone number and indicate ‘original’ or ‘copy’. The Offeror shall mark proprietary data by page(s), paragraph(s) and sentence(s). Do not generalize.

Charts, tables and graphs may be used where practical to depict organization, system descriptions and layout, implementation schedules, plans, etc. Charts, tables and graphics may use small fonts of reasonable size, style and color as long as all print is legible. Any charts and graphs shall be self explanatory. Foldout pages shall fold entirely within the volume. All foldouts shall be printed on one side only and fold within the volume. Charts and graphs are to be included in the page count.

SAQMMA-12-R-0007(A002) Page 6 of 9 Freetown, Sierra Leone

Submit one compact disc (CD) (place CD inside the Volume 1 binder) that contains both the price proposal and the technical proposal. Be certain to provide the password if the CD files are locked. Contents shall be at a minimum compatible to Windows XP and Microsoft Office products 2003 (preferably Microsoft Office) in order to view properly.

Proposals not received in accordance with these instructions may be considered unacceptable and rejected. The penalty for making false statements is prescribed in 18 USC 1001. Failure to furnish current and complete information requested may cause a proposal to be determined unacceptable and rejected.

L.11.1.3 Other Than Cost and Pricing Spreadsheet (Section J, Exhibit M)

The Government anticipates adequate price competition under this solicitation, and therefore Offerors are not required to submit certified cost or pricing data with their proposals. However, in order to establish compliance with the local labor laws and the solicitation requirements, the Government has determined that supporting documentation is needed to conduct effective or meaningful reviews of the reasonableness of the proposed rates. The solicitation and local labor laws may require bonuses, specific minimum wage levels, and premium pay for holidays, payments for social security, pensions, severance pay, health benefits, childcare or other benefits.

The Contractor is responsible for these payments. The rates/prices in Section B shall include the applicable costs necessary to comply with local labor laws.

Section J, Exhibit M, Other Than Cost and Pricing Spreadsheet, shall depict the development of the labor rates proposed in Section B for the base year and each option year. The Other Than Cost and Pricing Spreadsheet contains several columns of data that shall be completed by the Offeror to support the labor rates proposed in Section B. The Offeror shall display all formulas used in the appropriate data cells of Section J, Exhibit M, Other Than Cost and Pricing Spreadsheet. In addition, the Offeror shall provide a separate sheet entitled “Price Proposal Notes” and include any narrative discussion or supporting documentation as indicated below.

The notes shall be formatted in an outline structure matching the instructions below.

Section J, Exhibit M, Other Than Cost and Pricing Spreadsheet, and corresponding Price Proposal Notes shall be completed as follows:

(1) Direct Labor:

(i) Offeror’s Internal Labor Category

(ii)

(Column C) – For each of the labor categories contained in the Other Than Cost and Pricing Spreadsheet, the Offeror shall provide the company’s internal labor category.

Local Labor Law Hourly Rate

(iii)

(Column D) – For each of the labor categories that have a minimum hourly rate attributed to any local labor laws, the Offeror shall state the minimum hourly rate. If no minimum hourly rate is applicable, the Offeror shall enter “N/A”.

Proposed Unloaded Hourly Rate (Column E) – The Offeror shall include the proposed hourly labor rate. The unloaded labor rate should indicate the wages received for one hour of work. If both standard and premium wages are necessary due to local labor law, then the unloaded labor rate proposed should be a blended rate which includes all applicable wage

SAQMMA-12-R-0007(A002) Page 7 of 9 Freetown, Sierra Leone components. In cases where the unloaded labor rates include more than standard wages, price proposal notes should clearly indicate how the blended rates were derived.

(iv) Labor Rate Escalation (Column F) – The Offeror shall include the per unit amount applied for escalation

(v) increases in the unloaded hourly rates, and explain in the Price Proposal Notes the amount or percentage utilized for escalation and how escalation is applied for each contract year.

Loading 1

(vi)

(Column G) - The Offeror shall include the per unit amount associated with the direct costs that are applied to the Proposed Unloaded Hourly Rate. The Offeror shall provide the percentage associated and a discussion of the application of this percentage in the Price Proposal Notes.

Loading 2

(vii)

(Column H) - The Offeror shall include the per unit amount associated with the indirect costs that are applied to the Proposed Unloaded Hourly Rate. The Offeror shall provide the percentage associated and a discussion of the application of this amount or percentage in the Price Proposal Notes.

Loading 3 (Column I) - The Offeror shall include the per unit amount, if applicable, associated with any other indirect costs not included in Loading 2 that are applied in deriving the Fully Loaded Section B Rate. The Offeror shall provide the amount or percentage associated and a discussion of the application of this percentage (viii) in the Price Proposal Notes.

Loading 4 (Column J) – The Offeror shall include the per unit amount, if applicable, associated with any other indirect costs not included in Loading 2 or Loading 3 that are applied in deriving the Fully Loaded Section B Rate. The Offeror shall provide the percentage associated and a discussion of the application of this percentage (ix) in the Price Proposal Notes.

Profit

(x)

(Column K) – The Offeror shall include the per unit profit, and state the profit amount or percentage applied in the Price Proposal Notes.

Fully Loaded Section B Rate

(xi)

(Column L) – The Offeror shall sum the Proposed Unloaded Hourly Rate, Labor Rate Escalation Factor, Loadings 1 through 4, if applicable, and Profit. This rate should equal the rate proposed by labor category in Section B.

Other Information – The Off eror shall include in the Price Proposal Notes the calculation for determining a man-year for each proposed labor category. The Offeror shall identify the number of hours in a normal workweek and man-year used to compute the proposed unloaded hourly labor rate. Offerors shall identify any cost elements that are excluded from the proposed fully-loaded hourly labor rates, (e.g., DBA Insurance). Offerors should also identify the basis of the unloaded hourly labor rate in the Price Proposal Notes. Include copies, with translations into English, of any labor agreements that may affect the contract pricing.

(2) Indirect Costs:

State in the Price Proposal Notes the basis of estimate for the proposed indirect rates. Indicate whether the proposed indirect cost rates have been evaluated by any Government audit agency. If the rates have been evaluated, provide the audit report numbers, audit agency telephone number and the Government representative’s (i.e., auditor or administrative contracting officer) name and telephone number.

L.11.1.4 Compensation/Incentive Plan

Re-competition of service contracts may in some cases result in lowering the compensation (salaries and fringe benefits) paid or furnished employees. This lowering can be detrimental in obtaining the quality of services needed for adequate contract performance. It is in the

SAQMMA-12-R-0007(A002) Page 8 of 9 Freetown, Sierra Leone

Government's best interest that Contractor employees be properly and fairly compensated. As part of their proposals, offerors will submit a total compensation plan setting forth salaries and fringe benefits and incentives proposed for the employees who will provide direct labor under the contract. Also include an explanation of how the compensation plan was derived.

The Government will evaluate the plan to assure that it reflects a sound management approach and understanding of the contract requirements. The compensation levels proposed should reflect a clear understanding of work to be performed and should indicate the capability of the proposed compensation structure to obtain and keep suitably qualified personnel to meet mission objectives. The salary rates or ranges must take into account differences in skills, the complexity of various disciplines, and job difficulty. Compensation that is unrealistically low or not in a reasonable relationship to the various job categories, since it may impair the Contractor’s ability to attract and retain competent employees, may be viewed as evidence of failure to comprehend the complexity of the contract requirements.

At a minimum, the offeror should explain whether or not the proposed wages and benefits comply with host-country Government or other official wage and benefit levels, such as union agreements. If there is no local labor law applicable or it was not used as the basis for the compensation plan, and then describe the method for determining appropriate compensation levels. The offeror shall explain how the plan will motivate and foster recruiting and retention of employees throughout the life of the contract.

L.11.2.1.9 GEMS

The Offeror’s Technical Proposal should describe how the Contractor’s GEMS system will meet the requirements of the contract. Provide a complete description of:

1.

2.

The monitoring system to include make, model, number of scanners and identification tags/buttons, and software to be provided.

3.

How the system will be employed to incorporate both random and scheduled tours, if directed by the COR.

4.

Maintenance program.

5.

How the integrity of the system will be maintained.

6.

How reports will be downloaded, stored, and safeguarded.

How the contractor would respond to and compensate for GEMS failure.

M.2.1.5 Compensation Plan (Tab D)

The Government will consider whether the employee compensation proposed is reasonable and realistic for the work being performed. The Government may compare the compensation proposed to compensation plans for guard services being performed at similar facilities and/or that the Government would pay if the services were being performed by employees of the Embassy. Similar facilities could include, but not be limited to, diplomatic facilities, sensitive industrial sites, government facilities, etc. The compensation plan proposed will also be compared to the compensation arrangements in place with the incumbent guard force.

SAQMMA-12-R-0007(A002) Page 9 of 9 Freetown, Sierra Leone

Failure of the compensation plan to demonstrate that the fixed hourly rates contain proposed wages, salaries, incentives and other benefits that are in compliance with local law and solicitation requirements, or other union/labor agreements or decrees may be sufficient cause for the Government to reject the proposal. Acceptable compensation plans must fairly and adequately compensate the offeror’s employees so as to ensure successful recruitment and retention of qualified personnel throughout the life of the contract.

M.2.2.1.8 Guard Electronic Monitoring System (GEMS)

The proposal must address each element in Section L.11.2.1.6. In addition to compliance with Section L.11.2.1.6, in order to be considered acceptable with regard to this sub factor, the proposal must be complete, clear, comply with the requirements of the solicitation, demonstrate a thorough understanding of the requirements and demonstrate the ability to perform the prospective contract successfully in the area of this sub-factor.

END OF SOLICITATION AMMENDMENT