Draft_Pre-proposal_Conference_Minutes_47PB0018R0001.pdf

Meeting Minutes Pre-Proposal Conference

Solicitation 47PB0018R0001 Custodial and Operations Maintenance at St. Albans Federal Building (VT0018ZZ), Highgate Springs

LPOE (Vt0057BH), Swanton Sector HQ (VT0029SW), Alburgh Springs LPOE (VT0551BS).

A Pre-Proposal Conference was held on December 12, 2017 at 10:00AM at the St. Albans Federal Building.

AGENDA

• Introductions

• Ground Rules

• Project Scope Overview and Contract Requirements

• Evaluation Criteria

• Conclusion

INTRODUCTIONS

Donna Maffeo Contracting Officer Sotheavy Khon Contract Specialist Jack Darling Randall Shaw

Property manager Building Management Specialist

John McDonald Facilities Management Specialist

The sign-in sheet will be attached to these minutes for the complete attendee list.

GROUND RULES

• No statements, remarks or explanations made by a Government representative during this pre-proposal conference nor the minutes furnished to offerors can change the written provisions of the Request for Proposal (RFP) Solicitation Documents. The solicitation documents include an SF 1449 and Line Item Spreadsheet with Solicitation Number 47PB0018R001. Always reference the solicitation number in all correspondence.

• Terms and conditions of the solicitation remain unchanged unless an amendment is issued which incorporates any possible changes discussed or alluded to during today's pre-proposal conference. All amendments will be posted on FedBizOpps (www.fedbizopps.gov). Make sure to check FedBizOpps before submitting an offer.

• All questions, whether technical or administrative, must be submitted in writing to Sotheavy Khon (sotheavy.khon@gsa.gov ) and Donna Maffeo (donna.maffeo@gsa.gov). All questions and answers will be published in FedBizOpps.

PROPOSAL PROCESS OVERVIEW

• The due date for receipt of proposals is January 4, 2018 at 2:00 PM Eastern Time. Faxed or electronically submitted proposals are NOT acceptable. Each Offeror assumes full responsibility for ensuring that its proposal is received on or before the specified date and time.

http://www.fedbizopps.gov/ mailto:sotheavy.khon@gsa.gov mailto:donna.maffeo@gsa.gov

• Proposals must be received by the date and time state in the solicitation, or amendment, at the Thomas P. O'Neill Federal Building, 10 Causeway Street, Room 1100 , Boston, MA 02222 (Attn:

Sotheavy Khon).

• This procurement is a 100% set aside for Small Business. The NAICS Code is 561210

(Facilities Support Services). The Small Business Standard Size is $38.5 million.

• This solicitation requires offerors to submit two separate volumes with their proposal. Submit one (1) USB Flash Drive of its proposal in PDF format. No paper copies are required.

o Volume I - Price and Business Proposal.

o Volume II - Technical Proposal.

• The final date for the submission of questions is December 18, 2017.

• Period of Performance and Options: The Period of Performance for this procurement will be a base of 8 months, with four, 1-year option periods. For example Option 1 will be 2/1/2019 through 01/31/2020.The anticipated award date is on or about 03/31/2018, with a planned start date of 06/1/2018. For example Option 1 will be 2/1/2019 through 01/31/2020.

SITE VISITS: An official tour of the buildings will begin after the pre-proposal conference in St. Albans and will continue to Swanton/Alburgh then end in Highgate Springs LPOE.

PROJECT SCOPE OVERVIEW AND PROSPECTIVE CONTRACT REQUIREMENTS

This is a performance-based, commercial item acquisition for combined operational and mechanical maintenance services. Performance based means the offeror proposes its plan to schedule workload to meet the contract requirements. The contractor is responsible for establishing its requirements to meet all contractual obligations. (See FAR Part 37.101 for a formal definition of Performance-Based contracts.)

SECTION C - STATEMENT OF WORK

• C.2. Definitions

• C.3. References

• C.4. General Requirements

• C.5. Janitorial Services

• C.5.0.2 Cleaning Hours

The performance of the cleaning at building(s) shall take place between the hours of 7:00 a.m.

and 5:00 p.m. Swanton is after hours and Highgate has weekend cleaning. The hours shall not be changed unless authorized by the CO or their designee. Actual cleaning time may vary based on situational requirements.

• Section C.5.3.1 Standard Services - Interior Services

• Section C.5.3.2 Standard Services - Exterior Services.

• Section C.5.3.3 Snow and Ice Removal.

The Contractor shall clear snow and ice before the normal building operating hours OR within one hour at sites operating 24/7, to prevent slip hazards.

Furthermore, the Contractor shall clear snow and ice during normal building operating hours and is authorized to divert work to accomplish the task. The Contractor shall notify the CO or their designee of the diversion within 15 minutes. The CO or their designee retains the right to determine what type of services and the duration of diverted services for the removal of snow and ice. When diverting labor staff, the contractor is still required to provide a minimum level of janitorial services.

Maintenance services are not to be affected by diversion of workforce.

• Section C.5.3.4 Grounds Maintenance.

• Section C.5.4 Above Standard Services. Please note that above standard services are separately priced line items.

• Section C.5.6 Solid Waste/Trash/Recycling Management

• Section C.5.7 Environmental Reporting

• Section C.5.7.3 Integrated Pest Management

• Section C.5.10 Quality Control Plan

• Section C.6 — Building Operations and Maintenance Services

• Section C.6.0.2 Initial Deficiency List. The contractor shall submit an initial deficiency list report not later than 30 days after award of the Contract to the CO or designee.

• Section C.6.1 Transition Phase Startup. The Contractor shall provide 30 days of transition startup services prior to the Contract start date to assist transitioning between Contractors

• C.6.4 General and Administrative Requirements:

• C.6.4.1 Minimum Staffing

• C.6.4.5 Use of NCMMS — This section reads in part:

All personnel requiring access to GSA’s NCMMS will be required to obtain government access account ENT credential and will need to maintain an up to date system profile. At a minimum this will entail logging into the GSA system at least every 90 days to maintain an active profile, as well as completing annual GSA IT Security Training courses through GSA’s Online University (https://gsaolu.gsa.gov).

The Contractor shall utilize NCMMS to handle mobile work management practices to the greatest extent practicable. This includes using the NCMMS mobile application for: management and input of work orders, and documentation of time to complete work orders in real-time when possible.

The Contractor shall provide within the startup period, NCMMS transition services in order to assist transitioning between incumbent and incoming contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess incomplete maintenance work at the time of transfer. The contractor is to review the current schedule of maintenance and shall revalidate in line with accepted pro-posed maintenance schedule. The contractor shall be responsible for creating the preventive maintenance schedule in the NCMMS and entering data of past performance of maintenance for each piece of equipment where needed.

• C.6.5 BUILDING OPERATING PLAN

• C.6.7 MONTHLY PROGRESS REPORTS — Reports shall be submitted to the COR by the 5th calendar day of the subsequent month.

• C.6.8 PERFORMANCE REVIEW MEETINGS — The contractor shall meet with the CO or their designee and other Government representatives at the discretion of the CO or designee to review contract performance. Regular monthly performance meetings will be scheduled.

• C.6.13 BUILDING MANAGEMENT SUPPORT SERVICES (MISCELLANEOUS AND

UTILITY ESCORT SERVICES) — See also Miscellaneous Work Hours (Section C.6.36.4) which requires the contractor to provide 15 hours and up to $50 of parts and supplies per calendar month per building to accomplish discretionary work in the buildings covered by this contract. This is part of the base monthly price.

• C.6.17.2 EXTENDED OPERATING HOURS — All buildings regularly operate during hours outside of normal working hours.

• C.6.19 SERVICE REQUESTS — Please review all response times.

• C.6.31.1 MAINTENANCE STANDARD — As part of the Contractor’s established system for scheduling and performing scheduled preventive maintenance (See C.6.17.1, General, above), the Contractor shall propose to the CO or designee, preventive or predictive maintenance standards or guides for each piece of equipment where the manufacturer/designer recommends preventive maintenance. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on; manufacturer’s recommended maintenance or the most current Public Buildings Service Operations and Maintenance Standards 2012 (PM Guide) or guides proposed by Contractor. The preventive or predictive maintenance standards proposed by the Contractor may be based on combination of equipment manufacturer’s recommendations, the PBS O&M Standards, (PM Guide), sensor technology, diagnostic software, Contractor’s experience and other sources. Certain cortication are required.

NOTE: The above should be specified as part of the contractor's proposed PM plan submission per Section L. A copy of the 2012 Preventative Maintenance Guide is available on the GSA website.

www.gsa.gov/portal/mediaId/203443/fileName/GSA_PM_Guide_Final_07152013.action

• C.6.36 REPAIRS - This section defines reimbursable and non-reimbursable repairs as well as establishing the shared liability methodology for reimbursable repairs. The Non-Reimbursable Repair threshold for this contract is $750.00. Please review the Shared Liability/Reimbursable Repairs Section, C.6.36.5.

• C.36.6 APPROVAL OF WORK — Please review this section.

NOTE: Additional service Task Orders will not exceed $25,000 per order.

• C.7.1 QUALITY CONTROL PLAN — NOTE: A draft Quality Control Plan (QCP) is required to be submitted as part of the contractor's proposal in Section L. The complete QCP must be submitted for review and acceptance prior to Notice to Proceed.

• C.7.2 GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) — See also the QASP table Exhibit 1.

• C. 9 SUBMITTALS (CONTRACT DELIVERABLES) See tables.

SECTION H — SPECIAL CONTRACT REQUIREMENTS

• H.1.6 — QUALIFICATIONS OF PERSONNEL

• H.1.7 MISCELLANEOUS REQUIREMENTS

• H.2 SECURITY – Language will be updated via Amendment.

• H.2.1.3 - All workers are required to be vetted by CBP prior to appearing on site for work. All workers shall have “Real ID” compliant form of Identification to present upon entering the worksites. A Passport or Passport Card issued by the United States is an example of a “Real ID” compliant document. A State License is not a “Real ID” compliant document.

• H.7 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION - GSA

Contractors that do not have HSPD-12 compliant clearances cannot obtain Sensitive but Unclassified (SBU) information (Privacy Act data, building information, and financial information) through GSA's IT systems

• H.8 RECORDING PRESENCE - Each Contract employee shall sign in when reporting to the facility and sign out when leaving the facility and follow card access requirements as directed by the CO or designee. Contractor shall provide time clocks and cards to facilitate this action.

• H.16 PERSONNEL QUALIFICATIONS

• H.19.2 PRICE PROPOSAL FOR ADDITIONAL SERVICES WORK

• H.19.4 PARTS AND MATERIALS - Parts and materials shall be priced at estimated actual cost marked up by the standard coefficient in the price schedule if stated. NOTE: The standard coefficient is the Administrative Fee percentage markup in the pricing schedule.

SECTION I — CONTRACT CLAUSES:

• Most contract clauses are incorporated by references and can be reviewed by the following website: https://www.acquisition.gov/

• FAR 52.222-17 Nondisplacement of Qualified Workers - The Contractor and its subcontractors shall, except as otherwise provided herein, in good faith offer those service employees employed under the predecessor contract whose employment will be terminated as a result of award of this contract or the expiration of the contract under which the service employees were hired, a right of first refusal of employment under this contract in positions for which the service employees are qualified.

• FAR 52.222-62 Paid Sick Leave Under E.O. 13706 - Provide employees with 1 hour of paid sick leave for every 30 hours they work, up to 56 hours of paid sick leave each year.

SECTION J. EXHIBITS

• J.1. Quality Assurance Surveillance Plan (QASP). The QASP specifies the performance standards to be measured and corrective action.

• Exhibit 24 Vermont Earned Sick Time – Please review the state requirement in conjunction with the sick leave in the DOL wages.

• Exhibit 25 DOL Wage Determination

WD No.2015-4137, Revision 6, dated 07/25/17 St. Albans, Swanton WD No.2015-4141, Revision 4, dated 07/25/17 Highgate, Alburgh

• Exhibit 26 Collective Bargaining Agreement Please note that the Current CBA Wage Rate and Fringe Benefits is applicable for the base year and all option year prices, regardless whether or not a new CBA is signed for the new contract.

Prices must start based on the wages in effect for the base price and all option prices. If no CBA is established during the first year, the options will revert back to the applicable DOL Wage.

SECTION K — REPRESENTATIONS & CERTIFICATIONS

Please complete this form and ensure your SAM registration data is current.

SECTION L — INSTRUCTIONS TO OFFERORS:

• FAR Clause 52.212-1 (Incorporated by reference) Please review this clause. The Government reserves the right to award without discussions, so provide the best possible initial proposal.

• PRICE PROPOSAL: The offeror shall complete and return an original, signed Standard Form (SF) 1449 (Solicitation/ Contract/Order for Commercial Items) AND Line item Pricing Excel Spreadsheet with its offer. Failure to price all line items may be grounds for determining an offeror to be non-responsive to the solicitation.

• Pricing Spreadsheet - The offeror shall submit their total contract pricing using the Line Item Pricing excel spreadsheet. The spreadsheet shall be submitted along with the signed 1449 and pertinent documents required for Volume 1, Price and Business Proposal. Proposed recurring unit prices shall be rounded to the nearest whole dollar, no cents.

• CONTRACTOR TEAM ARRANGEMENTS - If you are planning to propose as a Contractor Teaming Agreement, either as a Joint Venture or Partnership in accordance with FAR 9.601(1) please review this section carefully.

• If the Offeror is proposing a Contractor Team Arrangement in accordance with FAR 9.601(2) as a prime contractor with one or more significant subcontractors, please comply with this section of Section L.

• Current Certified Financial Statements Offerors shall submit a copy of the last certified financial statement prepared for the offerors firm along with a copy of any interim reports since the closing date of that statement.

• CPARS forms for Past Performance. Please make sure the evaluator fully describes the work performed and includes a narrative in block 20. A fillable version of this form was posted with the solicitation. Forms must be received by the proposal due date and must be submitted directly by the evaluator. Any forms received late will be disallowed.

NOTE: CPARS Past performance evaluation forms must be sent directly by the reference if PPIRS evaluations do not exist.

• The evaluation Criteria that will be considered are: Past Performance, Experience, Management Plan, and Price. Please be sure to address every Technical Evaluation Factor and the elements within each factor.

SECTION M - EVALUATION OF OFFERORS: Award of the contract shall be based upon the best value to the government considering all stated criteria. This will be a single award contract with both fixed price and IDIQ line items. The following factors shall be used to evaluate offers:

Management Plan Past Performance of the Firm(s) Experience of the Firm(s) Price

• Section M references the Line Item Pricing Excel Sheet that will be part of the Price Evaluation.

Please note that there are Above Standard services which have estimated quantities for those services. Those will be used to calculate offeror's total evaluated price. The table is provided to help calculate total evaluated price.

Note: This procurement will be evaluated using simplified procedures as authorized per FAR 13.5.

• Options: Offerors are reminded of the evaluation of Options as per the notice in the solicitation.

The total evaluated price of the offer will be the combined total of the Base Contract year, plus Option years 1, 2, 3, 4 and the 6 Month Extension Period.

INCUMBENT INFORMATION:

LB&B Associates Inc.

9891 Broken Land Parkway Suite 400 Columbia, MD 21046

DUNS: 793374034

Contract Number: GS-01P-12-BW-D-0051

Current Monthly Prices, based on 12 months per year.

Custodial $ 21,049.63 Landscaping $ 3,858.07 O&M $ 38,346.15 Fire Protection $ 772.74

Other Discussion:

• Septic tank cleaning PM in Highgate Springs is done twice annually and leach line is jetted once annually. Typically drained in May and September and jetted in September as well.

• (2) Main Air-handlers in Highgate RTU#1 & 2 and the chillers in St. Albans are done by certified manufacture of the unit Mcquay/Dakin.

• C-6 controls for both Highgate and St. Albans annual PM is a point to point PM no exceptions.

• Water treatment: O&M is not allowed to pull samples. Samples are pulled by independent qualified water treatment specialist and tested onsite. Chemical injection is also only to be done by an independent water specialist.

• Coupon racks are to be maintained and test by a independent water treatment specialist.

• Drinking water system in Highgate springs. A class three water operator is required for pulling samples and submitting to a State approved lab and for sending the results to the state of Vermont. Chemical treatment shall be conducted by the water operator.

• PM for the drinking water pumps PM (P-4/M-3) is required to be done by the manufacture certified tech. annually.

• Boiler power flame burners, only one qualified powerflame certified person right now for the state of Vermont.

• Window washing for Alburgh and St. Albans. These site the windows are historical and wood with storms behind them. The window are required to be washed by hand inside and out of each window and storm. In St. Albans the fixed panels have to be removed in order to be cleaned safely. As asked at the meeting currently Great White performs this service.

• Hot water tank for the main port in Highgate springs annual maint. is important as well as the replacement of the sacrificial anode every two years. This is due for 2018. This hot water tank is over 10k so it is important that all proper maint. is being accomplished by the manufacture requirement.

• Drinking water tanks PM is required every 5 years. Tanks are isolated checked and sanitized before putting back into service according to state of Vermont regulations.

• All bidders declined to go the the roofs in highgate to look at equipment.

• Swanton is required to be cleaned after-hours.

• Highgate Springs has weekend and holiday cleaning.

• Onsite supervisors should be here during core hours.

• PM for UST every 4 years is required for the tank to be pumped the sludge removed and remaining fuel put back in. O&M is also responsible for additives when fuel is added

• Oil water separators. Swanton Garage and Highgate garage both have water seperators that are cleaned 2x per year by a environmental firm and hazmat is disposed of per state and federal regulations. Waste manifest is to be included in the monthly report. Original paper submission is required on this.

• Fire alarm in Swanton is a simplex system and is proprietary system.

• NCMMS is required for service work orders and PM's.

• St. Albans garage is wet clean up or hepa vacuum to prevent dust issues. Swanton cleanup is vacuum due to the oil water separator.

Answers to written Questions submitted will be posted on FBO via an Amendment.

The final submission date for questions is December 15, 2017. Questions must be submitted via email to sotheavy.khon@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 2:00 P.M. EST on January 4, 2018. It is the Contractor's responsibility to ensure all Past Performance responses are received by due date.

The projected anticipated award date is March 31, 2018 and the on-site start date is June 1, 2018.

mailto:sotheavy.khon@gsa.gov mailto:donna.maffeo@gsa.gov