47PB0017R0004_Tab_10_Moakley_CFM_Questions_&_Answers_v1.pdf

Questions and Answers v1

April 13, 2018

1. Factor 1, Past Performance and Experience of the Firm(s) states that “The offeror shall provide a minimum of three formal past performance evaluations completed through the Past Performance Information Retrieval System (PPIRS) or a similar Government evaluation system….If the above requirement cannot be completely satisfied through formalized evaluations, the Offeror is to indicate that in its proposal and is responsible to ensure that the attached Contractor Performance Assessment Report (CPAR) form(s) is/are completed by references….These forms are to be completed and submitted directly to GSA.

The RFP is missing this attachment - please provide. Also, our customers are often asked for past performance feedback. Provide CPARS form as attachment to amendment.

To reduce the burden of repeat requests, may we submit a recently completed Past Performance Questionnaire form? Please advise. No. They must be on the form and they must come directly from the Customer – not the Offeror.

2. Factor 2 requests the following past performance information under the management plan evaluation factor: For each contract provided in the above Evaluation Factor (“Past Performance of the Firm(s)”), the Offeror shall explain the following in a detailed narrative:

a. how the characteristics of each of the selected contracts above relate to the services required by this solicitation;

b. how these contracts demonstrate the firm’s capability to successfully perform these services.

This appears to belong under the past performance evaluation factor. We request that it be made part of the past performance evaluation section, and that page limit guidance be provided for presenting this information. Please clarify and advise.

Remove and added to Factor 1 as follows:

“FACTOR 1: PAST PERFORMANCE AND EXPERIENCE OF THE FIRM(S)

This factor considers how well an offeror has performed in the past. Past performance is a key indicator of future performance.

The Offeror shall provide a minimum of three (3) formal Past Performance Evaluations completed through the Past Performance Information Retrieval System (PPIRS) or a similar Government evaluation system within the past five (5) years for projects that are similar in magnitude, scope and complexity to that identified in this solicitation.

For each contract provided in the above Evaluation Factor (“Past Performance of the Firm(s)”), the Offeror shall explain the following in a detailed narrative:

a. how the characteristics of each of the selected contracts above relate to the services required by this solicitation;

b. how these contracts demonstrate the firm’s capability to successfully perform these services.

If the above requirement cannot be completely satisfied through formalized evaluations…..”

3. Factor 2 requests that the offeror provide the same information in item 10 that is also requested in item 2. Specifically: “Describe the staffing approach for handling additional service requests in conjunction with the daily maintenance schedule.

Include approach to cover unexpected workload fluctuations and absences such as sick leave, vacations and training.” This appears to be redundant. Please clarify and advise. Item 10 has been removed from the Management plan.

4. Factor 3 requests our Small Business Subcontracting Plan. In addition to our Plan, may we also provide information on our small business subcontracting performance history? If so, what are the page limitations for providing this information? Please advise. The Subcontracting Plan is a mandatory submission and will be evaluated.

Subcontracting performance history may be submitted but will not be rated.

5. What is the page limit for Factor 4, the Environmental Consideration Plan? There is no page limit, however, only information directly related to the stated evaluation criteria will be evaluated.

6. On page 241 (at the end of the Factor 4 description) is the following text: “Each Offeror must submit the following items in the order and format described below. These items make up the technical factors that will be evaluated for award.” Is this statement specific to Factor 4 or instead a general statement related to proposal preparation? Its location within Factor 4 is confusing. Please clarify, particularly the definition of “the following items.” Remove the statement from it’s location at the end of Factor 4 and insert it as follows:

“5. TECHNICAL PROPOSAL

Evaluation of an Offeror’s Technical proposal is an assessment of how the proposal demonstrates:

(1) Offeror’s understanding of Government requirements;

(2) The overall quality of the proposed services; and,

(3) The likelihood of the prospective Offeror successfully providing the proposed level of service and performing the contract.

Each Offeror must submit the following items in the order and format described below.

These items make up the technical factors that will be evaluated for award.

The Technical Proposal shall include the information requested below for the non-price factors:

1. Past Performance and Experience

2. Management Plan

3. Socioeconomic Status

4. Environmental Consideration Plan.”

7. Page 234 of the RFP states that a worksheet has been provided and must be returned. Does this mean an excel worksheet?

The worksheets referenced on page 234 refers to the SF1449 in Section A and the pricing sheet in Section B.

8. Is there any consideration by the Government to extend the proposal due date by two (2) weeks to allow ample time by the offerors to prepare our responses?

The RFP was posted on March 26, 2018 allowing ample time for proposal to be due on April 27th, 2018. The proposal due date will remain April 27th.

9. Is there an incumbent contractor currently performing these services or is this is a new requirement. If there is an incumbent, could you please provide the contract number?

The incumbent contractor is EMCOR Government Services, Inc. Contract number

GS-01-P-07-BW-D-0063.

10. How are service calls currently logged and processed? Helpdesk calls? NCMMS entries? Other Phone calls? Emails?

Currently the incumbent receives these through all noted means (except a helpdesk and NCMMS entries), and logs them manually via front office staff.

Work is then dispatched by the staff electronically through their system.

It is stated in the SOW (I do not know the section number it ended up being) work requests can originate by any one of the mentioned means. The region does not operate a helpdesk, but that does not preclude receiving a call from one at a potential later date.

The contractor is free to propose means and methods to receive incoming requests so long as contract requirements are met.

11. Please advise and provide statistics as to the number and types of calls received.

The NCMMS is not currently being used at the Moakley. All the attached service call data came from incumbent's system.

12. Please provide additional information related to the content, number of tags, data accuracy, and current usage of the NCMMS at the Moakley site.

The NCMMS is not in use at the Moakley currently, it will be part of the contract startup process to review, and validate the equipment inventory within the

NCMMS.

Regarding data accuracy, the incumbent contractor has performed an inventory update to the NCMMS inventory format within the last year. I can not speak to the accuracy for certain not knowing the building inside and out, but I would guess it is ~80% accurate overall in most major details.

I am not certain, but I believe that the incumbent has asset tags in place currently, but they would need to be changed to the NCMMS QR codes for that functionality to be used.

For the upcoming contract the NCMMS will be implemented during startup and will be utilized for all contract functions as outlined in the SOW.

13. We also need to understand what preventative maintenance procedures are spelled out in the NCMMS and the details for each procedure.

The PM guides loaded into the NCMMS are not mandated contract requirements, they are an option should the contractor choose from in lieu of other proposed maintenance. It is part of the contract startup phase to provide and update the finalized maintenance program. The contractor will need to provide an updated sheet designating their maintenance plan frequencies at this time. For proposal the contractor should use the provided inventory to propose critical systems preventive maintenance schedule. The GSA 2012 PM Guide is available upon request. (It is ~700 pages so I will spare sending unless necessary).

The NCMMS has preventive maintenance procedures (job plans) and frequencies from the 1993, 1995, 2008, and 2012 GSA PM Guides loaded for use. Attached is the job plan for the annual PM on a Packaged Air Handler as an example of what is already in the system. Contractor specific job plans can be added so long as the means, methods, and frequencies are approved by the

COR & CO. However this may be the burden of the contractor to create.

14. And to what extent are mobile devices used in conjunction with the NCMMS?

The incumbent contractor utilizes mobile devices and their provided system for work order management.

Under the new contract, the contractor shall use mobile devices to create, manage, track, and closeout work orders for preventive maintenance and service calls. Devices will be contractor provided but be secured by GSA. A current GSA approved list of mobile devices is attached.

15. Has the inventory been loaded, is it validated, what functions are currently on line and what's the schedule for additional functionality.

There is a copy of asset inventory loaded into the NCMMS for the Moakley. This was provided as part of the solicitation. As stated, the incumbent provided this as up to date ~1 year ago.

Should there be need to perform a bulk update, I presume there will be for a contract of this size, a full export of all assets and locations will be provided to the successful offeror to update and validate as necessary for startup.

A vast majority of functions in the NCMMS are online, however they are not in use at the Moakley currently due to their using their own system currently.

To my knowledge, the only functions of the NCMMS that are not being used / set up currently are the BIM, GIS, and Invoicing / Requisitions functions. These will likely be available in later system releases, some within this calendar year.

16. FBO states that this solicitation allows for electronic submission through FBO, but page 242 of the RFP, Submission of Proposals state:

A. Offerors are requested to submit one copy of its proposal, which includes both the technical and pricing data. Offerors shall provide an electronic copy of the entire proposal on a USB Flash Drive. Proposals must be marked as RFP 47PB0017R0004 Proposals shall be received no later than 2:00 p.m. local time on April 27th, 2018. Please mail your proposal on USB Flash drive to the following address:

General Services Administration Attn: Stephanie Klein, Contract Specialist 10 Causeway Street, 11th Floor, Room 1100 Boston, MA 02222-1077

Could you clarify which is the correct way to submit?

The correct submission is stated in Section L.

Offerors are requested to submit one copy of its proposal, which includes both the technical and pricing data. Offerors shall provide an electronic copy of the entire proposal on a USB Flash Drive. Proposals must be marked as https://maps.google.com/?q=10+Causeway+Street,+11th+Floor,+Room+1100&entry=gmail&source=g

RFP 47PB0017R0004 Proposals shall be received no later than 2:00 p.m. local time on April 27th, 2018. Please mail your proposal on USB Flash drive to the following address:

General Services Administration Attn: Stephanie Klein, Contract Specialist 10 Causeway Street, 11th Floor, Room 1100 Boston, MA 02222-1077

17. The SF 1449 form shows Items 0001 through 0007 as the Base Year of 8/1/2018 to 1/31/19 followed by Option 1 for the period of 8/1/2019 to 7/31/2020. This results in the 2/1/2019 to 7/31/19 as a period with no performance for Items 0001 through 0007. Please confirm and/or clarify. The period of performance is as follows:

Base Period: 08/01/2018 – 01/31/2019 Option Year 1: 02/01/2019 – 01/31/2020 Option Year 2: 02/01/2020 – 01/31/2021 Option Year 3: 02/01/2021 – 01/31/2022 Option Year 4: 02/01/2022 – 01/31/2023

A revised SF 1449 is attached with the correct period of performances

18. Are we to complete and submit the B.1 Description of Services table starting on page 48 of the RFP? Please clarify, and provide any additional instructions as appropriate.

Yes, the table in B.1 Description of Services needs to be completed and submitted with your proposal. The Description of Services Table from Section B. has been added to this amendment as a separate attachment.

19. How many PR events are held annually, and what is their average cost?

In 2017 there were 196 total events, 37 of which were after- hours. The average cost for building fees at the after-hours events is $7,100.

20. Item 0016 and others for options show $2500 HR. Please clarify.

CLINs 0016, 1016, 2016, 3016, and 4016 descriptions has been changed as follows:

FROM: Reimbursable Repairs Services Hourly Labor Rate. For Bidding Purposes Only, the estimated quantity is $2500 HR

TO: Reimbursable Repairs Services Hourly Labor Rate. For Bidding Purposes Only, the estimated quantity is 2,500 HR

21. What CLIN do we use for the pest control services required in the RFP?

https://maps.google.com/?q=10+Causeway+Street,+11th+Floor,+Room+1100&entry=gmail&source=g

Pest control services are listed under the janitorial services in the SOW.