Facilities Management Support Services for Relocation of USDA Office in Fort Worth Texas

AMENDMENT 0001 - POSTED JULY 23, 2024 The purpose of this amendment is to provide Questions & Answers received by the question due date. The SOW and Price Schedule have been revised and are made part of this amendment. The Pricing must be submitted on Attachment 3 - Pricing Sheet. The quote due date is hereby extended from July 24, 2024 to July 29, 2024, NLT 12:00 noon. Question 1: Are there any special instructions for handling sensitive or delicate equipment? Answer 1: Instructions will be provided for handling sensitive materials and excess property after award is made. Question 2: Can you provide details on the current office layout and size (i.e., elevator/stairs)? Answer 2: Floor plans are included in the PowerPoint Presentation attached to this amendment. The space includes but not limited to the following meeting rooms, office furniture, and cubicles. Building 23 has a second floor and it has an elevator and stairs. Question 3: Are there any unique features or installations in the current office that need special handling? Answer 3: The soil mechanics laboratory has soil samples and some scientific equipment. This equipment will be moved but not during the first year. Question 4: What is the budget allocated for this relocation project? Answer 4: The Government does not disclose the budget. Question 5: Are there any constraints or flexibility with the budget? Answer 5: Refer to answer 4. Question 6: What is the expected timeline for the completion of the relocation? Answer 6: The work is largely centered on clearing the current facility of materials, property, and furniture in 2024 and 2025. This will largely involve interior work, labeling, collecting, listing, and loading out for agencies and individuals picking up materials, moving dumpsters, shred bins, and obtaining signatures. In 2026, this will be the relocation when Site to Site movement of materials, equipment, boxes, files, and furniture is largely taking place. Question 7: Are there any critical deadlines or milestones we need to be aware of? Answer 7: There are no specific deadlines at this time, but timelines and milestones will be determined as the contract progresses. Question 8: Are there specific areas within the office that need special attention during the move? Answer 8: No, there are no specific areas that need special attention. Question 9: Are the labor categories identified in Section VI of the solicitation the total required labor categories for the project? Answer 9: These are the labor categories identified by the Government as needed for this requirement. If you feel that a different labor mix of labor categories is needed, then you can propose a different mix in your pricing sheet and the Government will evaluate. Section 2.2 of the Performance Work Statement (PWS) states that the contractor can propose a different labor mix for this work. Question 10: Only one laborer (CLIN 0003) is identified in Section VI of the solicitation during the base year. Will only one laborer be required during this period? If not, we recommend the government add additional CLINs to ensure pricing for required laborers during this period of performance. Answer 10: Refer to answer 9. Question 11: It appears the number of hours listed for each labor category in Section VI of the solicitation is either 180 days or 16 days (based on 8 hrs./day, minus 30-minute lunch break). Are contractor employees expected to be on-site daily? If so, we recommend the government increase the number of hours listed in Section VI of the solicitation to 1,912 to support daily operation. Answer 11: Contractor employees are expected to be on-site daily as required, however there may be periods of time only 1 individual is needed. There could also be periods in which labor may not be needed or the work may be completed. If additional time will be required, it will be evaluated during work performance. Question 12: Are the number of labor categories provided in the PWS under paragraph 2.2 intended to align with the labor categories and number of contractor personnel listed in Section VI of the solicitation? Answer 12: Refer to answer 9. Question 13: How many authorized vehicles did the current incumbent utilize for the execution of the previous contract term? Answer 13: This is a new requirement. There is no incumbent. Question 14: What safety protocols should be followed during the move? Answer 14: The Statement of Work states contactors will maintain egress routes, prevent damage to hallways and doors, takes steps to prevent materials falling on or near equipment, and prevent damage to the infrastructure. The contractor must ensure their employee's safety at all times. Question 15: Are there any hazardous materials or sensitive documents that require special handling? Answer 15: No there is no known hazardous materials. Any document located inside a secure USDA facility should be considered sensitive as a precaution. The COR and USDA staff will provide guidance on document handling. The GOV will review materials and generally label documents, media, images, etc. as - load in shred bins or - box for shipment and provide guidance on the materials for document handling. Question 16: Is post-move cleaning required for the old or new office spaces? Answer 16: No Question 17: Are there any specific cleaning standards or guidelines we need to meet? Answer 17: GSA provides custodial staff who will be onsite. Question 18: Are there any federal, state, or local regulations we need to comply with during the relocation? Answer 18: Per section 4.1 Security, the Contractor staff will be required to have personal Identification Verification of Contractor Personnel (PIV) issued by the government. It requires Contactor compliance with Homeland Security Presidential Directive 12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standards Publication (FIPS PUB) Number 201. All contractor employees must provide FBI fingerprint check and have at a minimum a successfully adjudicated Tier 1 (T1) or Department of Defense/Defense Counterintelligence Security Agency (DCSA)/National Security (NS) community background investigation to serve on the contract. Question 19: Are there any specific USDA policies or procedures that we need to be aware of? Answer 19: No, just follow the Statement of Work. Question 20: What type of items and office equipment needs to be relocated? Answer 20: Cubicles, chairs, office furniture, TVs, monitors, conference room tables. Some equipment will be cleared and prepped for transfer to other agencies or GSA Auction bidders or disposed of per guidelines. Question 21: Can you provide inventory count? Answer 21: We currently do not have an inventory count. However, the attached PowerPoint presentation provides an idea of what offices look like for each building. Question 22: How many contractor employees will be needed for the moving services per day? Answer 22: See answer 9. Question 23: Is the Technical Narrative the same as a technical response as in how we plan to approach the (SOW) Scope of Work or is the technical narrative combined with the past performance? Answer 23: Yes, past performance is included with the technical narrative. Question 24: Can we have clarification as to whether or not we will need to provide the vehicles mentioned or will the Government? Within the solicitation under - Labor Support, it mentions that the contractor will be required to transport supplies and materials using government owned vehicles. The PWS mentions the contractor will provide necessary materials such as trucks, cargo vans, pallets, etc. Answer 24: The contractor will need to provide their own vehicles as required during the move and disposition of property. The statement ....using government owned vehicles..... has been removed from the Performance Work Statement. Question 25: Will the Government supply equipment, such as forklifts and pallets or will the contractor need to supply these? If we supply the pallets, what size is needed? Answer 24: The Government has one forklift on site that the Contractor may use. The contractor must have a certified forklift operator. All other equipment required to complete the work will be supplied by the Contractor. The Contractor will supply the pallets. These are 48 standard wood pallets. Question 26: Is there a specific type of equipment needed for packing office furniture, tables, desks, etc., besides what is mentioned in the Scope? Answer 26: It is the equipment that professional movers use when performing this type of work. Question 27: We are unclear on the information listed in the Line Items. Option year 1 and 2 have the same line-item numbers. We haven't seen a solicitation before listing the same line items for 2 different option years. Answer 27: The Line items numbering was inadvertently incorrect. It has been corrected. See attachment 3, Pricing Sheet. Question 28: (Line-Item Question): Why has the - Labor Category/Description of Materials changed and or increased for option years 1 and 2? (e.g., More labor supporters are needed, there are different size and types of boxes. Would it have something to do with the section in the PWS or Surge Labor Support?). If so, is there a certain time of year that this support is needed during high mission time frames? If it has nothing to do with surge labor support, what will cause the line items to differ? Answer 28: The Government does have surge labor support for Option Year 2 and Option Year 3. The Government anticipates moving the offices to a new facility during these option years. Question 29: We didn't see a mention of a site visit. Was there one or will there be one? Answer 29: No, there will not be a site visit. Question 30: Is there a difference in requirements between the base year and the option year as I noticed there were 4 additional line items for Labor Support 2, 3, 4 and for Special Boxes for IT equipment? Answer 30: Refer to answer 28. Question 31: What is the QTY requirement for Contractor Moving Vehicles as defined in the labor support section of the PWS? Answer 31: There is currently no actual quantity of moving vehicles in the PWS. It will be based upon the work required and when the Government is able to schedule the move to the new facility. Question 32: What is the QTY requirement for forklifts as defined in the labor support section of the PWS? Answer 32: There is one forklift available to use as long as the Contractor has a certified forklift operator. Question 33: Would the COR schedule move or packing requests by email (a work ticket) to the contractor? Answer 33: No. Contractor staff would be on site daily, working to clear items. The bulk of the work would be clearing materials from desks, scheduling pick-up times for items claimed by other Federal/State Government agencies, scheduling property to be picked up by GSA Auction bidders. There are materials that would be potentially packed and shipped to other USDA locations and these would be handled by a ticket depending on if it is a single piece of equipment or a pallet of boxed materials. Question 34: What is the response time for the project manager to acknowledge the work ticket, same day or within 24 hours? Answer 34: Same Day Question 35: Would the government provide the contractor a space to store contractors equipment on site such as a forklift and medium duty straight box trucks? Answer 35: We do not anticipate a need for Box trucks at the site during year 1 unless a situation arose, in which case we would coordinate that as needed. USDA already has a GOV Forklift onsite that can be used if the contractor staff has a qualified certified/safety trained forklift operator. Question 36: How much notice or time would the contractor be given in case of surge labor requests if it ever happens: Answer 36: A minimum notice of 5 workdays. In practicality this is likely to be 10 workdays. Question 37: Would the COR approval be required by contractor to re-supply consumable materials such as boxes, tapes, pallets, etc. when inventory drops below a threshold? What is the COR supply threshold before re-supply, 25% or less? Answer 37: Yes, COR would need to approve additional materials above the quantity in the pricing sheet. There are no additional changes by reason of this amendment. All other terms and conditions remain unchanged. COMBINED SYNOPSIS/SOLICITATION This solicitation number 12FPC424Q0086 is issued as a request for quotes (RFQ), and the acquisition procedures at FAR Parts 12 and 13 are being utilized. The resulting contract will be a time and materials contract with one base year and two option years. The Government anticipates issuing a time and materials purchase order with a base and two option years, the later subject to the availability of funds. Award will be made to the responsible quoter whose quote responds to the terms of the RFQ and is the Lowest Price Technically Acceptable (LPTA) offer to the Government. This is a 100 % set aside total small business. The applicable NAICS code is 484210, Used Household and Office Goods Moving, which has a size standard of $34M. For more information on size standards visit http://www.sba.gov/size. The contractor shall provide personnel, labor, supervision, materials and any other items necessary to complete the work as required in the Performance Work Statement. Primary work will be centered on opening and inspecting furniture items, removing property for disposal or boxing and packaging for relocation and shipping, gathering equipment for GSA Auction, and working to assist in the transfer of USDA equipment. Services include providing packing and shipping materials, crating, loading, unloading, driving delivery and/or cargo vehicles, delivery and setup, minor carpentry work/mounting/de-mounting pictures, TV's, plaques, etc. to include delivering and moving office furniture, equipment and related supplies throughout the Fort Worth, TX, USDA Federal Center located in Fort Worth, Texas. The Government intends to make an award based on the Lowest Price Technically Acceptable process. In order to be considered Technically Acceptable, a contractor must provide the following information and provide information as to their capability to complete the work as required. Submit the Technical Narrative Submit Past Performance Information Submit Pricing in accordance with Section vi, Line Item. Acknowledge any amendments to the solicitation. Questions about the requirement can be sent to Sharla Goforth, sharla.goforth@usda.gov and Oriel Velez, oriel.velez@usda.gov no later than 12:00pm EDT (Noon) July 17, 2024. The Government will provide Q&A to all participants via amendment. Quotes are due by 12:00pm EDT (Noon) July 29, 2024. Send quotes via email to Sharla Goforth, sharla.goforth@usda.gov , and Oriel Velez, oriel.velez@usda.gov . Type in subject line 12FPC424Q0086.