PREPROPOSAL_CONFERENCE_AGENDA.pdf

PREPROPOSAL CONFERENCE

SOLICITATION 47PF0019R0080

Wednesday, June 5th, 2019 at 1:00 PM Eastern Time Thursday, June 6th, 2019 at 10:00 AM Eastern Time

G.R. Ford Federal Building and Courthouse 110 Michigan Street, Grand Rapids, MI, 49503

NOTICE: No oral or written statement made by a Government representative during this pre-proposal conference can add to, modify or otherwise vary from the written provisions of the solicitation and/or amendments. Any changes or clarifications made as a result of this meeting will be issued as a formal written amendment to the solicitation.

1. General

This procurement is a 100% Small Business Set-Aside. The NAICS code for this requirement is 238220.

2. Current Contractor The current contractor is Commercial Facilities Management INC, located out of Indianapolis, IN.

3. Locations

Location 1: G.R. Ford Federal Building and Courthouse, 110 Michigan Street, Grand Rapids, MI, 49503 Location 2: Federal Building and Courthouse, 410 West Michigan Ave, Kalamazoo, MI, 49007 Location 3: Charles Chamberlain Federal Building/Post Office/Courthouse, 315 W. Allegan, Lansing, MI, 48901

4. Performance Period/Price Adjustment

This solicitation will result in a firm fixed-price contract with the possibility of lasting five years (one year base and four option periods of one year each) OR the possibility of lasting ten years (one year base and nine option period of one year each). The contract price may be adjusted at each option period in accordance with the Fair Labor Standards Act with the actual increase or decrease in wages and fringe benefits determined by any changes to the wage determination/Collective Bargaining Agreement. Therefore, all option year pricing must be based on the pricing in the current wage determination/Collective Bargaining Agreement.

5. Pricing (Section B)

Offers’ must submit offers for all locations in order to be considered for award. Pricing must be submitted for both a 5 year contract term and a 10 year contract term. The award will be made based on what is in the best interest of the Government.

Review the notes on the bottom of the pricing sheets as they are important.

U.S. General Services Administration

6. Labor (B.1)

All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

7. Material Markup (H.18.4)

If parts or materials are required for a project, the Government may provide the parts or materials, or the Contractor may be asked to provide the parts and materials. Parts and materials must be priced at estimated actual cost marked up by the standard coefficient in the price schedule if stated. The CO or COR may accept a different markup rate for parts and materials if the Contractor can demonstrate unusual costs or difficulties in obtaining the parts or materials.

8. Construction Services (H.18.9)

Construction Services (NAICS 236220), valued at less than $25,000.00 per occurrence, may be added to this Contract via a written Task Order to the Contract. Construction Services are indefinite delivery, indefinite quantity requirements that are related to the basic services provided under this Contract and that the Contractor will provide at an additional cost to the Government. The cost will include all of the contractors cost including labor, supervision, equipment, supplies, materials and overhead, General Administrative (G&A) and profit necessary to complete the task order on a firm fixed price basis. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied after the task order is issued. The Contracting Officer will issue the task order before the construction services may proceed.

Construction Services valued at greater than $2,500.00 are subject to the Wage Rate Requirements in accordance with FAR Subpart 22.4 and other specific regulatory supplements (e.g., Miller Act). Applicable regulatory requirements shall be identified by the Contracting Officer and included in the Task Order.

Pricing for this contract will be based upon the RS Means Data. The RS Means data will be used for the duration of this contract. The version of RS Means data that is current on the date of contract award shall be utilized until each option period is exercised. Thereafter, the calendar year edition/version of the RS Means data that is current on the date that each option is exercised shall be utilized.

9. Construction Standard Coefficient (H.18.9) If a Construction Services Task Order is issued, the Standard Coefficient (Additional Services Line Item 16) will be multiplied by the Offeror’s proposed Bid Factor (Construction Standard Coefficient). The “Total Incl O&P” Cost of a unit of work will be determined by the RS Means column entitled “Total Incl O&P”, NOT the column entitled “Bare Cost”. A sample calculation is provided in Section H.18.9 of the solicitation.

10. Performance Based This is a Performance Based Contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the contractor. A high level of effective communication between the Government and contractor is essential. This performance based requirement demands a greater emphasis by the contractor on self-evaluation, robust quality control processes and strict oversight of building operations to ensure the highest level of efficiency. The contractor must closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

11. Scope of Work (C.1)

The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property lines of the G.R. Ford Federal Buiding Courthouse, Kalamazoo Federal Building/Courthouse, and Charles Chamberlain Federal Building/Post Office/Courthouse buildings, to include the following:

REFER TO SOLICITATION SECTION C.1.1, C.1.2 and C.1.3

12. Existing Deficiency Inspection/Initial Deficiency List (C.4)

The Contractor and the CO or designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that will encompass all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water BMPs (including drains, oil/water separators, etc.) and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection is for the Contractor to identify and existing deficiencies that exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Contractor must identify the individual items or components which are deficient and each item must be priced separately. The Contractor must demonstrate a solid basis for their determination and may not simply speculate on the condition. The Contractor also may not identify entire systems or features. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other contractors. The existing deficiency report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance and operations

The Contractor must submit an initial deficiency list report not later than 30 days prior to contract performance.

13. Initial Deficiency List Continued (C.4) The Contractor shall submit an initial deficiency list report. to the CO or designee within 30 days of the start date of the contract. Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause in this document. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 120_days from the date the estimates are submitted.

Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this Contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided. When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this Contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause shall be construed as diminishing the obligations imposed by this Contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

14. Transition Phase (C.5.3) The Contractor shall provide within 30 days of transition startup services prior to the Contract start date to assist transitioning between Contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition.

During this period the Contractor shall:

a. Revise and submit to the CO or their designee by the end of the startup phase an updated building operating plan.

b. Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

c. Review work order history and equipment inventory information.

d. Complete the government-furnished NCMMS training, if available.

e. Review and update the preventive maintenance schedule. The new preventive maintenance schedule shall be based off of the last time PMs were performed.

f. Develop and submit to the CO or their designee by the end of the transition phase the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in Section C.4., Existing Deficiency Inspection /Initial Deficiency List.

g. Complete the Annual Energy and Water Efficiency Report as described in Section C.21.6 Energy and Water Efficiency.

15. Service Requests (C.23) The Contractor shall respond to all types of service requests during normal working hours.

The Contractor shall respond to emergency service requests 24 hours per day, 7 days per week.

Response times are dependent on the type of service request.

Emergency Service Requests - The Contractor shall respond to emergency service requests immediately (within the shortest possible time consistent with the mechanic’s location), but no more than the following times: Location 1 within 30 minutes, Location 2 within 60 minutes, and Location 3 within 30 minutes from the time of notification.

Emergency Callback - The Contractor shall respond and be on site to the emergency service request; Location 1 within 60 minutes, Location 2 within 60 minutes, and Location 3 within 60 minutes from the time of notification. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made.

Routine Service Request - The Contractor shall respond promptly to routine service requests (i.e. light out, hot/cold space temperature) and complete the required work within 24 hours of notification. The Contractor shall immediately notify the CO or their designee if the routine service call cannot be completed within the specified timeframe.

16. Repairs (C.40) The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document. Repairs are handled on a shared liability basis (See shared liability math example in C.40.5 Repair Shared Liability Example). Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contractor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding.

17. Non-Reimbursable Repairs (C.40.2)

A non-reimbursable repair is a repair requiring no more than $2,000. in cost for repair parts and materials only (including any approved subcontracting costs). The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs shall be completed within _3_ calendar days of identification of the problem unless an extension is approved by the CO or designee. The work order shall be put into a status field to indicate the nature of any delay, with appropriate remarks.

18. Reimbursable Repair (C.40.3) Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If a repair exceeds the non-reimbursable repair cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $2,000 (See repair shared liability example below)

Shared liability threshold example is located in Section C.40.5. Note: Review

19. Security Clearance Process (H.1) Overview of the security clearance process is outlined in Section H.1.

It will be the awarded offeror’s responsibility to initiate the security clearances within the required timeframe. Unnecessary delays and could prevent this contract from starting, resulting in a termination.

20. Personnel Qualifications (H.15)

Refer to section H.15 for specific information related to personnel qualifications. See Section L.6. for Instructions for submitting proposed personnel qualifications in the technical proposal.

21. Basis of Award (M.1)

A. The Government will award a contract resulting from this solicitation to the responsible offeror whose proposal conforms to the solicitation and provides the best value to the Government based on the evaluation factors. The Government reserves the right to award a contract to other than the lowest price offeror, if the cost involved in awarding to the higher priced, technically superior offeror is warranted.

B. The tradeoff process will be used in selecting the contractor for award. The tradeoff process is a method of evaluating offeror’s price and technical capability, with the goal being to select the proposal that offers the best value to the Government in terms of technical factors and price. The evaluation factors to be used are Total Evaluated Price (TEP), Management Plan and Approach, and Past Performance. In evaluating this tradeoff, Management Plan and Approach is slightly more important than Past Performance, and when combined Management Plan and Approach and Past Performance are significantly more important than TEP.

A full listing of the evaluation factors is listed in Section M.2. and M.3 of the solicitation.

22. Proposal Submission Offers are due July 15, 2019 at 10:00 AM Central Time, electronically strongly preferred, to the attention of Ronald P. Sieben at ronald.sieben@gsa.gov and Hunter Van Horn at hunter.vanhorn@gsa.gov. Any change to the due date would be issued by an amendment.

Please review the instructions and required documentation listed in the solicitation, pages 3 and 4, when putting together a proposal.

Ensure your SAM.gov records are active, accurate and complete based on the NAICS code assigned to this procurement (238220).

The offeror should also ensure that company name and address information stated on any proposal document is an exact match with the information in SAM.gov.

Vendor must have valid and current SAM Database registration prior to submission of offers, to be considered for award.

23. Changes to the Solicitation Any change to the solicitation will be issued by amendment. Offerors will be responsible for monitoring FedBizOpps for amendments and/or additional information. Amendments must be acknowledged by the offeror.

24. Building Tours Offerors will have an opportunity to visit areas that illustrate the conditions and type of work to be performed under this contract. Offerors are to base all pricing based on the terms, conditions, and stated quality standards of this solicitation. Attendees at this preproposal conference are given the opportunity to visit areas of the building. Please note that any remarks or explanations provided by a Government representative during this tour do not change the terms and conditions of the solicitation. In the case of any discrepancies between information shared during this tour and the specifications, the specifications will govern. See Section L.4 to coordinate site visits.

25. Questions Questions regarding the solicitation must be submitted in writing to Ronald P. Sieben at ronald.sieben@gsa.gov and Hunter Van Horn at hunter.vanhorn@gsa.gov no later than July 5, 2019. All questions and answers will be posted on FBO.gov.

Contact with the Property Management Offices for the subject locations shall be limited to coordination of site visits.

mailto:ronald.sieben@gsa.gov mailto:hunter.vanhorn@gsa.gov mailto:ronald.sieben@gsa.gov mailto:hunter.vanhorn@gsa.gov

SOLICITATION 47PF0019R0080