13-R-0006_Amenment_1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

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

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The above referenced solicitation for Maintnenance Services at R.D. Bailey Lake, WV is hereby AMENDED as follow s:

The minutes of the pre-proposal meeting held on 4-December-2012 are attached.

The response due date and time for the receipt of proposals is hereby extednded to 4:00PM on December 27,2012.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 7

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

16C. DATE SIGNED

BY 14-Dec-2012

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 W91237-13-R-0006

X 9B. DATED (SEE ITEM 11)

20-Nov-2012

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 O X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 2 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

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

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

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

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

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

D. OTHER (Specify type of modification and authority)

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

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

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

14-Dec-2012

CODE

USACE, CONTRACTING DIVISION

BRANDON H. LEWIS, 502 8TH STREET

HUNTINGTON WV 25701-2070

W91237 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

H1RMXBHL

Typewritten Text

H1RMXBHL

Typewritten Text All other terms and conditions remain unchanged.

H1RMXBHL

Typewritten Text

W91237-13-R-0006

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been added by full text:

PRE-PROPOSAL MINUTES

PRE-PROPOSAL MEETING

FOR

CLEANING, MOWING, & MAINTENANCE SERVICES AT

R.D. BAILEY LAKE, WV

1. A pre-proposal meeting was held at 10:00 a.m., on 4 December 2012, at R.D. Bailey Lake, WV for the above referenced projects.

2. The following persons were in attendance:

Brandon H. Lewis COE, CELRH-CT Matthew Wilson COE, CELRH-CT

Brandon Moore COE, CELRH-OR-T Toby Wood COE, CELRH-OR-RDB

Chad Vanhoy COE, CELRH-OR-RDB

3. Mr. Lewis made introductions and explained the purpose of the meeting. Mr. Lewis stated that all verbal explanations and instructions given before the award of the Contract were not binding and interpretations could differ. If there is a discrepancy between what was stated at the meeting and what is written in the solicitation, the contract governs.

Michael Justice Matthew Justice Gary Miiller Ed Walker Norm Stephen Gary Gray Bret Whitten Jayme Whitten Ed Byrge Scott Stacy

Big Justice Construction Big Justice Construction Affordable Lawn Care Integrated Resources, Inc.

K&N Managment CVI Services Whitten Construction Whitten Construction Whitten Construction Stacys Plumbing and Electric

Forney Shrewsbury Rick Thomas Kathy Bradford

Stacys Plumbing and Electric Stacys Plumbing and Electric Pineville Paving and Excavating

4. He noted that there are no amendments to date for this procurement. The process of acknowledging amendments by signing and returning with proposal or listing in Block 14 on Form SF33 was explained. He also explained that all solicitations and amendments are now posted on a website (www.fbo.gov) and hard copies are no longer mailed out. If there are any problems accessing the website, please call the office for assistance. The notes of this meeting will be posted as an amendment. If contractors do not acknowledge amendments, they may be deemed non-responsive and thus not considered for award.

5. This will be a fixed price indefinite delivery indefinite quantity contract. This is a negotiated fixed price procurement. This contract contains a bid schedule that will be used to order services. The quantities in the bid schedule are only an estimate and are to be used as an aid to prepare your price proposals. The quantities ordered may be more or less than shown.

The not to exceed amount of this contract is $1,650,000.00 for all five years and the Government guarantees $6,600.00 for the base year and $3,300.00 per option exercised. It was also stated that the contractor awarded this contract needs to be on site on a regular basis or have a responsible contractor representative to direct work ordered. All work under this contract will be ordered on Task Orders.

6. The period of service of this contract runs from the date of award to 31 December 2013, with four one year option periods. These option periods are at the Government’s option, not the contractor’s. The contractor will be notified 60 days before the beginning of the option period as to whether the Government plans to execute the option. Option years are enacted by modification. These modifications will include wage rate determinations for that option year. If the wage rate determinations have been revised the contractor will be given the opportunity to increase their unit prices only by the increase in wages, benefits and any associated taxes.

7. Mr. Lewis informed all contractors that they must be registered at WWW.SAM.GOV to be awarded the contract. This registration must be active at the time of award, and an inactive registration does not exclude a contractor from submitting a proposal by the response due date.

If further assistance is needed regarding SAM.GOV registration, please call the District office for help.

8. Wage Rate Determination 2005-2573(R15) for the state of West Virginia is included in Section H. The Determination is the rates that you shall be required to pay your employees while performing work under this contract. It is important that contractors understand that they are responsible for paying the correct wage rate and benefits. The Department of Labor should be consulted as to which labor categories apply. Overtime will not be paid on this contract. Any additional time that may be needed, including administrative, should be built into proposed unit prices.

9. Invoices shall be submitted monthly for work performed in the previous month. An individual invoice must be submitted for each task order completed. Also, the Government may take up to 30 days to make a payment against that invoice. This could mean the contractor may not receive their first payment for up to 60 days after the first day of work on this contract.

10. The contractor shall be required to procure and maintain insurance for this contract. The details and limits are spelled out in Section H of solicitation. There is required wording mandated in Section H. Contractors are encouraged to check with their insurance company prior to submitting and offer regarding the requirements of this contract.

11. All representations and certifications required in Section K of the solicitation.

Certifications can also be completed as part of your SAM.GOV registration. Please review any additional clauses in this solicitation section, fill in the blanks and return with your proposal.

Also, all clauses in Section K must be completed and returned with the price proposal. It is requested that all prices be acceptable for 60 days. If you do not hold your prices for at least 60 days, you will not be considered for award. Complete clause 52.214-16 located in Section K of the solicitation. This will prevent the Government from asking for price proposal extensions.

11. There are two parts to a proposal – Part one is the technical proposal and the second part is the price proposal. The instructions for, and the content of the technical proposal is detailed in Section L. This section is of importance because it states how the Government will evaluate offers. Please review this section carefully and provide great detail within your submitted proposals.

The factors that are used in rating the technical proposal are (a) Experience, (b) Past Performance, (c) Management Plan, and (d) Equipment. The importance of the technical proposal was stressed, because it is a major part of the evaluation process. The lowest price does not guarantee award. The Government wants quality work, so if an offeror’s proposal indicates a better value, it may be selected for award. Contractors need to be very detailed and specific in the preparation of a technical proposal. If a technical proposal is not submitted, the contractor will not be considered for award.

Only completed price proposals will be accepted, which includes the base year and all option years. If a price proposal is not submitted, the contractor will not be considered for award. An analysis will be performed on the price proposal and a decision will be made as the best overall value to the Government.

12. The contractor who is awarded this contract will be required to submit an Accident Prevention Plan and Quality Control Plan and adhere to them. Examples and outlines of these plans are located in the Exhibits. The cost of these plans must be built into your proposals in the unit prices. Assistance in preparing these proposals is available from your local Procurement Technical Assistance Center (PTAC) and additional information is available at www.sellingtothegovernment.org .

13. Site visits were strongly encouraged. Section H of the solicitation gives points of contacts for each project. Site visits were offered to be conducted at the end of this meeting.

Drawings and acreage could be misleading on paper; therefore, actually observing site conditions will assist in developing your proposal. If contractors were unable to make a site visit on this date, arrangements for another date and time may be made by calling the R.D. Bailey project office at 304-664-3229.

14. Mr. Brandon Moore for Operations Division made the following comments/observations:

The importance of reading and knowing the specifications was stressed. This is a fixed price indefinite delivery procurement which means the unit prices in the bid schedule are fixed and will not change when individual items are ordered. He stressed that all costs need to be included in the prices given. Do not forget to include overhead costs. The contractor’s technical proposal needs to demonstrate to the Government that you can do the job. The Government does not make assumptions when evaluating technical proposals, so please provide detail. Mr. Moore also re-stated the technical proposals will be evaluated on (a) Experience, (b) Past Performance,

(c) Management Plan, and (d) Equipment.

The contractor performs Quality Control for this contract and is responsible for providing quality work. The Government performs Quality Assurance through inspections. Quality control issues will be addressed with proper contractor personnel and could require re-performance of unsatisfactory work. Random inspections are typical.

Task Orders will be written for all work. Contractors have twenty-four hours to begin work and work must be completed by the Delivery Date shown in on the task order. Inclement weather and differing site conditions may allow for extensions or revisions. Work will be awarded by either fixed price line item off of the bid schedule or by negotiated work.

Inspection and supervision of work is required. Day to day management will be critical to being successful under this contract. Having a qualified, responsible contractor representative regularly on-site is a good step toward being a successful contractor.

An approved Quality Control Plan and Accident Prevention Plan are required after award. Samples can be found in the Exhibits section of the solicitation. Costs for preparing these plans need to be considered when preparing a proposal along with reasonable profits.

The main objective of this contract is to have a successful contractor. Communication is the key to this success.

Above all, safety is a main concern for the Corps. Proper safety equipment and procedures are to be used at all times. Any Government employee may stop work if there is a safety concern.

15. Questions and Answers.

Q: Is the 24 hour reponse time for emergencies intended to be an phone response or an on-site response where the contractor is on site ready to perform work?

A: This is intended to be an on-site response within 24 hours. The contractor should be ready to work within 24 hours notice of an emergency response situation.

Q: Can the contractor employ or use a hired security guard to watch equipment overnight?

A: This would have to be presented to the project after award to make a determination.

Q: How many mowing cycles did R.D. Bailey order in 2012?

A: R.D. Bailey ordered 10 full mowing cycles and 1 partial mowing cycle in 2012 under the current contract W91237-08-D-0012.

Q: After collection of drift, what else is the contractor to do to dispose and deal with drift materials?

A: The contractor will be expected to sort, cut, burn, or otherwise dispose of drift materials.

Refer to section C-7 of the specifications. While the Government typically has a burn permit in place, the contractor should ensure this is valid prior to burning allowable materials.

Q: Does R.D. Bailey order “Brush Hog” work or significant work using similar equipment?

A: While this type of work has not been ordered recently, it could be ordered using this contract.

Q: Are there requirements for the minimum size and capabilities for boats to be used during performance of work under this contract?

A: Yes. Those minimum and maximums are listed in the solicitation document. You may refer to line items 0020 and 0025.

Q: Are task orders for drift issued seasonally, or more frequently during periods of the year?

A: Various things impact the volume of drift. Drift work is ordered throughout all seasons at

R.D. Bailey Lake.

Q: Does the Government issue work for storm cleanup such as removal of fallen trees?

A: Yes. This type of work may occur under this contract.

Q: Does the Government issue work for bagging leaves?

A: This has not been typically ordered under this IDIQ contract. However, if it is ordered, this would be negotiated under Section C-15.

Q: Will the contractor be performing work for winterization of project equipment?

A: Winterization is covered under paragraph 2.3 of Section C.

Q: Will the contractor be issued a task order to replace water lines or similar work?

A: While this work is typically performed by Government personnel. However, if it is ordered, this would be negotiated under Section C-15.

Q: When should the contractor submit employee information for security verification and approval?

A: Security information and instructions for submittal are listed in Section H. Contractor employees cleared to work on Government property shall be limited to those individuals that were specifically identified and approved. Contractor shall report any change(s) in personnel within 5 working days of individual(s) arriving on site.

Meeting concluded.

A project tour of R.D. Bailey Lake was conducted immediately following the conclusion of the meeting. All contractors were invited to attend.

(End of Summary of Changes)