SF30 w 4 pgs of RFP.pdf

(x)

SOL-R2-11-00004

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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 ACKNOWLEDGEMENT 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.

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R2

NEW YORK NY 10007-1866

290 BROADWAY

US ENVIRONMENTAL PROTECTION AGENCY

REGION 2

R2

NEW YORK NY 10007-1866

290 BROADWAY

US ENVIRONMENTAL PROTECTION AGENCY

REGION 2

02/03/2011000002

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

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: (a) By completing

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

01/18/2011

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Title: U.S. EPA Region 2 Superfund Records Management Support Services

This amendment is hereby issued to provide responses to questions submitted in accordance with Clause EP 52.215-110, Technical questions. In addition, please see revisions made in

Section H (page 34) and Section L (page 49). Revisions made are indicated using vertical lines on the left margin. Consequently, the Table of Contents is revised to reflect the changes made to the solicitation.

Please note that the proposal due date has not been extended and offerors must acknowledge the receipt of this amendment. The following are the responses to the questions submitted:

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

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

Karen Giacobbe

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

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.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

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1) Can the government provide the current staffing distribution for each of the Records Centers, specifically, the Remedial File Room, Active Contracts File Room, Removal File Room, and Pre-Remedial File Room?

Current staffing is as follows: 1 Project Manager, Remedial File Room has 3 Librarians and 6 Library Technicians, Active Contracts File Room has 1 Librarian, Removal File Room has 1 Librarian and 4 Library Technicians and Pre-Remedial File Room has 1 Librarian and 1 Library Technician. However, the current staffing distribution may or may not be utilized to staff the new contract.

2) Can the Government provide the distribution of labor categories of staff currently working in the Pre-Remedial File Room?

Staff classified as Librarian and Librarian Technician currently work in the Pre-Remedial File Room. However, as stated in response to question 1, the current staffing distribution may or may not be utilized to staff the new contract.

3) Please clarify whether the subcontractors are required to submit the following items: (a) Section K - Representations, Certifications and Other Statements, (b) OCI Plan as described on page 50, and (c) General Financial and Organizational Information requirement on page 50.

The subcontractors are not required to submit the items (a) through (c) listed above.

4) Should the OCI Plan requested on page 50 be submitted in the technical proposal or the cost proposal?

Submit the OCI Plan in the technical proposal.

5) Is it correct to assume that the contractor need not provide office supplies and equipment for the personnel working at the EPA File Rooms?

Please clarify.

The EPA will provide all of the necessary office equipment. Some office supplies (i.e., copy paper, toner) will be provided by the EPA and all Continued ...

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Sponsored by GSA

FAR (48 CFR) 53.110

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others can be purchased as Other Direct Costs

(ODC).

6) In Section L, EPA states that respondents are not allowed to propose any rate increases for the option years for covered labor categories, and the only allowed increases for these categories will be determined by the Fair Labor Standards Act 52.222-43. In our experience, finding and retaining quality people on a multi-year contract requires providing annual raises to reward those who are performing well. An unintended consequence of using 52.222-43 to control costs will be higher employee turnover and the corresponding loss of knowledge and skills. Would EPA consider allowing annual rate escalation in order to encourage employee retention?

The resultant contract is subject to the Service Contract Act and subsequently to area prevailing wage determinations. Offerors are reminded that the hourly rates identified in the Service Contract Act Wage Determinations are the minimum required wage rates for the identified labor categories. Please refer to FAR 52.222-43 (d)(1) for the regulation pertaining to annual adjustments of labor rates voluntarily paid above the minimum wage rate set forth in the Wage Determinations.

7) If the contract ceiling value is determined based on fixed rates with no escalation, how will the government accommodate rate increases under the Fair Labor Standards Act 52.222-43 if incorporating those increases causes the contract to exceed its ceiling value?

A modification will be issued to adjust the ceiling value to reflect an increase or decrease in applicable wages and fringe benefits in accordance with FAR 52.222-43.

8) Please provide clarification of the General Pricing Proposal Instructions, item (1) (iii), page 48, regarding the statement: For all labor categories subject to the Service Contract Act, provide a spreadsheet breakdown by individual.

The breakdown shall include all elements of cost such as, raw wages, fringe benefits, FICA, unemployment taxes, vacation, worker's Continued ...

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compensation insurance, 401 (k), etc.? Is the Offeror required to submit a breakdown of raw wages and each element of fringe and indirect costs for every proposed employee subject to the Service Contract Act? Or is it acceptable for the Offeror to provide a breakdown to include the raw wages, total fringe, indirect costs (such as overhead, general and administrative, etc.) and profit that is included in the proposed fixed labor rates for each labor category with the understanding that all of these elements are included in the fringe and indirect costs?

Paragraph (b)(1)(iii) of EPAAR 1552.215-72, Instructions for the Preparation of Proposals, on page 49 has been removed from the RFP. However, please see Section H, page 34, for a new clause entitled, "Supporting documentation for Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)."

9) On page 6 of the PWS, it indicates that contractor staff will participate in a meeting with EPA staff for each new file. Can we assume that is intended to mean each new site? Which members of the contract team does the EPA prefer to have participate in those meetings?

An initial planning session is required for each new SITE File being created not each new file within an existing site file. Staff who are actually going to work on that site file shall attend these meetings.

10) On page 7 of the PWS, it indicates that both manual and online assistance will be provided for file retrieval. Does online refer to SDMS or via the Site Information Pages?

Retrieval of files from online can refer to SDMS, the Site Information Pages and other file repositories that may exist for the site such as a dedicated webpage. Normally files are only retrieved from SDMS and ones that exist elsewhere are just referenced so that the requestor can retrieve the files themselves.

11) On page 8 of the PWS, it indicates that the AR is sent to each repository. Are all AR's sent Continued ...

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as CDs/DVDs or paper copies? If paper, are there inspections of the AR's at the repository that occur to ensure the integrity of the documents?

In Region 2, CDs/DVDs of the final index and AR are mailed to the designated repository(ies).

There are exceptions when a hard copy of the final index and AR is mailed but most facilities will only accept an electronic version. The Record Center Contractor is not responsible for any inspections or follow up visits to ensure the integrity of the documents for outside repositories once they have been mailed out.

12) How many Region 2 EPA staff are currently designated as users of SDMS? Are all contractor staff provided access to SDMS?

Currently there are approximately 50 Region 2 EPA staff members who are SDMS users. All Record Center contract staff are provided access to SDMS.

13) For indexing and scanning: Are documents tracked at a folder level or document level for all records? The WTC AR states that it will be compiled in reverse chronological order and indexed and numbered at the document level. Does this indexing occur in SDMS or another tracking system and are all documents scanned as well?

Documents are tracked at the document level. All AR documents are either scanned or imported electronically and then indexed using SDMS and its capture software.

14) Is there an equivalency for Masters or BS degree? For example, if a candidate has over 10 years of experience as a Records Management Project Manager, would that be equivalent to a Masters degree?

There is no equivalency for a Masters or Bachelor degree in the minimum qualifications of staff as stated on pages 17 - 18 of the Performance Work Statement.

15) In light of the fact that there is no Site visit or Pre-Proposal Conference, will the Government facilitate access to the incumbent staff personnel (Key and Non-key) in an effort to Continued ...

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aid in the process of incumbent capture? Names, title / position and phone numbers would be extremely useful.

Questions pertaining to incumbent staff can be directed to Ms. Rose Russo at rrusso@grbenv.com.

16) What is included in Pre-Remedial File Room Services (CLIN 0001)?

Please see pages 2-3 of the Performance Work Statement for details of what services are included in the Pre-Remedial File Room.

17) Page 54 under EPAAR 1552.215-75(b) Past Performance Information states that offerors shall submit a list of all or at least three contracts and subcontracts completed in the last five years, and all contracts and subcontracts currently in process, which are similar in nature to this requirement. Does it mean for a Joint Venture (JV), each member of the JV team submits all or at least 3 projects per team member?

For an existing joint venture that has been approved by the U.S. Small Business Administration, the offeror shall submit a list of contracts that the joint venture has received.

If there is no past performance information as a joint venture, each member of the joint venture should submit a list of contracts as required by clause EPAAR 1552.215-75(b).

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TABLE OF CONTENTS

Section A - Solicitation/Contract Form Section B - Supplies or Services/Prices EP 52.216-140 Minimum and maximum amounts Section C - Description/Specifications EPAAR 1552.211-79 Compliance with EPA Policies for Information Resources Management. (OCT 2000) EP 52.210-100 Statement of work/performance work statement/specifications Section D - Packaging and Marking Section E - Inspection and Acceptance Section F - Deliveries or Performance EP 52.212-140 Period of performance EPAAR 1552.242-71 Contractor Performance Information (MAY 2010) (Deviation) Section G - Contract Administration Data EPAAR 1552.211-72 Monthly progress report. (JUN 1996) EPAAR 1552.216-72 Ordering-by designated ordering officers. (APR 1984) EPAAR 1552.232-70 Submission of invoices. (JUN 1996) - Alternate I (JUN 1996) EPAAR 1552.232-73 Payments-fixed-rate services contract. (OCT 2000) EPAAR 1552.242-70 Indirect costs. (APR 1984) EP 52.245-140 Designation of property administrator EP 52.242-310 Annual Allocation of Non-Site-Specific Costs EP 52.242-100 Contract Administration Representatives Section H - Special Contract Requirements EPAAR 1552.203-71 Display of EPA Office of Inspector General Hotline poster. (AUG 2000) EPAAR 1552.208-70 Printing. (DEC 2005) EPAAR 1552.209-70 Organizational conflict of interest notification. (APR 1984) EPAAR 1552.209-71 Organizational conflicts of interest. (MAY 1994) -- Alternate I (MAY 1994) ... 23 EPAAR 1552.209-72 Organizational conflict of interest certification. (APR 1984) EPAAR 1552.209-73 Notification of conflicts of interest regarding personnel. (MAY 1994) EPAAR 1552.216-77 Award term incentive EPAAR 1552.216-78 Award Term Incentive Plan EPAAR 1552.216-79 Award Term Availability of Funds. (FEB 2008) EPAAR 1552.227-76 Project employee confidentiality agreement. (MAY 1994) EPAAR 1552.235-70 Screening business information for claims of confidentiality. (APR 1984) EPAAR 1552.235-76 Treatment of Confidential Business Information. (APR 1996) EPAAR 1552.235-79 Release of contractor confidential business information. (APR 1996) EPAAR 1552.235-80 Access to confidential business information. (OCT 2000) EPAAR 1552.237-71 Technical direction. (AUG 2009) EPAAR 1552.237-72 Key personnel. (APR 1984) EPAAR 1552.237-75 Paperwork Reduction Act. (APR 1984) EPAAR 1552.237-76 Government-Contractor Relations. (JUN 1999) EP 52.239-101 Contractor access to EPA computers Supporting documentation for FAR 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)………………………………………………34 Section I - Contract Clauses FAR 52.209-8 Updates of Information Regarding Responsibility Matters. (APR 2010) FAR 52.216-18 Ordering. (OCT 1995) FAR 52.216-19 Order Limitations. (OCT 1995) FAR 52.216-22 Indefinite Quantity. (OCT 1995) FAR 52.217-8 Option to Extend Services. (NOV 1999) FAR 52.219-17 Section 8(a) Award. (DEC 1996) FAR 52.219-18 Notification of Competition Limited to Eligible 8(a) Concerns. (JUN 2003) FAR 52.222-42 Statement of Equivalent Rates for Federal Hires. (MAY 1989) FAR 52.252-2 Clauses Incorporated by Reference. (FEB 1998)

FAR 52.252-6 Authorized Deviations in Clauses. (APR 1984) Section J - List of Documents, Exhibits and Other Attachments Section K - Representations, Certifications, and Other Statements of Bidders FAR 52.204-8 Annual Representations and Certifications. (OCT 2010) FAR 52.209-7 Information Regarding Responsibility Matters. (APR 2010) EPAAR 1552.224-70 Social security numbers of consultants and certain sole proprietors and Privacy Act statement. (APR 1984) Section L - Instructions, Conditions, and Notices to Bidders FAR 52.216-1 Type of Contract. (APR 1984) FAR 52.233-2 Service of Protest. (SEP 2006) FAR 52.252-1 Solicitation Provisions Incorporated by Reference. (FEB 1998) EPAAR 1552.215-72 Instructions for the Preparation of Proposals. (AUG 1999) EPAAR 1552.215-73 General financial and organizational information. (AUG 1999) EPAAR 1552.215-75 Past performance information. (OCT 2000) EPAAR 1552.233-70 Notice of filing requirements for agency protests. (JUL 1999) EP 52.212-170 Proposed contract start date EP 52.215-110 Technical questions EP 52.215-115 Release of cost or pricing proposals outside the government for audit……………….57 EP 52.219-100 Identification of set-aside/8(a) program applicability EP 52.222-100 Compliance with FAR Clause 52.222-43, "Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)" Section M - Evaluation Factors for Award FAR 52.217-5 Evaluation of Options. (JUL 1990) EPAAR 1552.215-70 EPA source evaluation and selection procedures-negotiated procurements.

(AUG 1999)

EPAAR 1552.215-71 Evaluation factors for award. (AUG 1999) - Alternate II (AUG 2000) 58

Supporting documentation for FAR 52.222-43, Fair Labor Standards Act and Service Contract Act - Price Adjustment (Multiple Year and Option Contracts)

Within 60 days after contract award, the contractor shall provide a spreadsheet with a breakdown of the fixed price and contract fixed rates for labor categories subject to the Service Contract Act. The breakdown shall include productive and non productive hours for each employee and all elements of cost such as, raw wages, fringe benefits, FICA, unemployment taxes, vacation, worker’s compensation insurance, 401(k), etc., as well as indirect costs (such as overhead, general and administrative, etc.) and profit.

The offeror shall describe their efforts and experience in hiring and retaining staff in contracts of similar scope, magnitude, and complexity. The offeror shall also demonstrate their corporate experience in tracking and allocating labor costs to multiple cost pools.

(D) PAST PERFORMANCE INFORMATION

Offerors shall submit past performance information in accordance with Section L Provision entitled APast Performance Information (EPAAR 1552.215-75) (OCT 2000).@

(b) Cost or pricing proposal instructions.

GENERAL PRICING PROPOSAL INSTRUCTIONS:

Price proposals must be submitted in an original and two (2) copies.

The proposal should be prepared on standard 8.5" x 11" paper, single spaced, with foldouts as required. If foldout pages are used, they must not exceed 11" x 17". Offerors shall utilize Atwo-sided@ printing to the greatest extent possible. Pages must be numbered consecutively.

In the event that there is a difference between the proposed unit price and the extended total for any line item, the unit price will be held to be the intended price and the total will be adjusted accordingly.

The following method shall be used by all offerors in order for the EPA to determine the total price of their proposal. Complete each line item for each period of performance listed in Section B. For each period of performance, total the amounts in line items 0001 through 0007, the total price for labor and other direct costs. Repeat this process for each period of performance. Total all five periods of performance and fill in this number on the appropriate line, entitled “TOTAL PRICE OF BASE PERIOD AND THREE AWARD TERM PERIODS” at the end of AWARD TERM 3. This total will comprise the offeror=s price for evaluation purposes.

(1) Cost or pricing information.

(i) Provide in your price proposal a schedule duplicating the format in Section B and include your proposed prices for all the contract periods. In addition to a hard copy of the information, to expedite review, submit an electronic version of your proposal. Submit this information using EXCEL, if available. Include the formulas and factors used in calculating the data. Although submission of an electronic version will expedite review, failure to submit an electronic version will not affect consideration of your proposal.

(ii) Submit current financial statements, including a Balance Sheet, Statement of Income (Loss), and Cash Flow for the last two completed fiscal years.

Specify resources available to perform the contract without assistance from any outside source. If sufficient resources are not available, indicate in your proposal the amount required and the anticipated source (i.e., bank loans, letter or lines of credit, etc.).

(iii) For all labor categories subject to the Service Contract Act, provide a spreadsheet breakdown by individual. The breakdown shall include all elements of cost such as, raw wages, fringe benefits, FICA, unemployment taxes, vacation, worker’s compensation insurance, 401(k), etc. Employees subject to the Service Contract Act must be compensated at least at the minimum wage rate required by the applicable Wage Determinations.