Pre-proposal_minutes_47PB0018R0014_2018_07_10.pdf

PRE-PROPOSAL MEETING MINUTES

SOLICITATION 47PB0018R0014

PERFORMANCE BASED

Snow and Ice Removal Services at the Burlington P.O.C.H. (VT0024ZZ) in Burlington, VT, 58

Pearl (VT0035ZZ) in Burlington, VT, Winston Prouty F.B. (VT0028ZZ) in Essex Junction, VT, St.

Albans P.O.C.H. (VT0018ZZ) in St. Albans, VT and Highgate Springs L.P.O.E (VT0057BH) in

Highgate Springs, VT

The pre-proposal meeting was held at 8:00 AM on Tuesday, July 10, 2018.

WELCOME AND INTRODUCTION

Sotheavy Khon, Contract Specialist Donna Maffeo, Contracting Officer Jack Darling, Property Manager Brian Fuller, Property Manager

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).

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 with a copy to Donna Maffeo, donna.maffeo@gsa.gov. All questions and answers will be published in FedBizOpps.

REQUIRMENT

The General Services Administration, Public Buildings Service, Region 1, requires snow removal services at the Burlington P.O.C.H. (VT0024ZZ) in Burlington, VT, 58 Pearl (VT0035ZZ) in Burlington, VT, Winston Prouty F.B. (VT0028ZZ) in Essex Junction, VT, St. Albans P.O.C.H. (VT0018ZZ) in St.

Albans, VT and Highgate Springs L.P.O.E (VT0057BH) in Highgate Springs, VT.

FAR Clause 52.219-14, Limitations on Subcontracting, will apply to this contract and will be strictly enforced. This clause reads in part:

(c) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for—

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

(End of clause) mailto:sotheavy.khon@gsa.gov mailto:donna.maffeo@gsa.gov

PROPOSAL

Price and Business Proposal

This requirement the solicitation is set aside 100% for small business.

The Awarded contract will be Firm Fixed Price and the term(s) will be one (1) base and four (4) option years. The contract period of performance in each contract year is October 1 through September 30th. For payment purposes, the period is October through April. Services will be provided regardless whether they are needed during the period designated for payments or not. Price Snow removal Services per month for 7 months. When multiplied the annual contract value is determined. The price should be calculated using the estimated snowfall provided in the SOW.

Each Bid shall contain a completed Standard Form (SF) 1449, and line item pricing excel spreadsheet. Proposed Recurring unit prices shall be rounded to the nearest whole dollar, no cents.

Each offeror 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. Offerors may use GSA Form 527.

Technical proposal

Past Performance and Experience:

a. Submit a list of all the offeror’s snow and ice removal contracts for the past three years. Include the start and end date of each contract. These contracts should include at least three buildings that have areas of snow and ice removal that are similar to the building(s) covered by this solicitation. Do not include any contracts that were completed more than three years ago. The list should contain:

(1.) The name of the firm for which the work was performed;

(2.) The name and address of the building where the work was performed;

(3.) A contact person (name and telephone number) who was employed by either the building owner or property management company (specify which).

(4.) The square footage of each area to be cleared of snow and ice.

b. If any contracts have been terminated for default or cause in the past three years please indicate which one(s) and the type of termination. The offeror may also present any circumstances relating to the termination which assist in explaining the termination.

c. Submit a draft snow removal plan.

PRICING EXHIBIT – SNOW SERVICES (PLOWING, SANDING AND REMOVAL)

The purpose of the pricing exhibit is to provide a mechanism to cover increased cost for which adjustments are provided under the price adjustment clause. As a result, the contractor should not include any contingency in their costs.

An average snowfall is provided for each location and is downloaded from http://www.noaa.gov. The annual Price for each contract year is guaranteed for that year of the contract. The Contractor shall perform continuous snow services on an as-needed basis, but shall not exceed the annual Price per location. Contractor’s that proceed past available funding are on notice that they do so at their own risk and may not be reimbursed. The Contractor shall notify the Contracting Officer in writing when the actual snowfall reaches 80% of the historical annual http://www.noaa.gov/ average as stated above. Additional funds to continue snow services may be allotted as necessary by the Contracting Officer, following confirmation at http://www.noaa.gov/.

The unit price for additional snow services is established by dividing the total annual Price for this work by the estimated annual quantity of Inches. This unit price shall be expressed per inch. Additional snow services will be ordered by a modification to the Contract.

HIGHGLIGHTS

If snow services are not performed to the Acceptable quality level, Monthly snow removal payment per facility will be reduced by 10% for each unsatisfactory inspection.

Contractor is required to be onsite within 45 minutes of the prediction of 2 inches of Accumulation.

Since plowing during a storm is done around vehicles the snow plow contractor shall coordinate with government tenant personnel on cleanup of parking lot so all the GOV vehicles can be moved for the final clean-up after each storm.

SCHEDULE

The following milestones have been established for this project.

RFP Issued 06/21/2018 RFP Amended 07/12/2018 Proposal Due Date 07/17/2018

Award is anticipated mid-august in order for work to commence 10/01/2018.

Amendments

Amendment 0001 issued on 06/27/2018 - Contractor is required to be on site within 45 minutes of the prediction of 2 inches of accumulation. Contractor to coordinate with government personnel on cleanup of parking lot so all vehicles can be moved for final clean up.

Amendment 0002 issued on 7/5/18 - The amendment corrected the date for pre-proposal meeting and also adjusted the language of the pricing exhibit to remove the word “Base” in “Total Base Price”.

Amendment 0003 Issued 7/10/18 - Correct Pricing Exhibit for the annual estimated quantity and percentage less than historical average. It also revised proposal submission to allow for electronic submission via email. Lastly Amendment 0003 updated the DOL Wage Determiantions.

Please remember to acknowledge all amendments with your proposal

QUESTIONS & ANSWERS

1. Is the estimated annual quality listed in the Pricing Exhibit 20% less than the historical average or is the estimated quantity the actual historical average?

ANS: See Amendment 0003

CONCLUSION

The final submission date for questions is 07/11/2018. 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 7/17/2018. Please submit via email to Sotheavy.khon@gsa.gov and Donna.maffeo@gsa.gov with the two separate volumes, no hard copies are required.

The projected start date is October 1, 2018.

Meeting was adjourned and walk through was started.

ESTIMATED TIME ADDRESS PROPERTY MANAGER

08:00AM-08:45AM Pre-Proposal Conference

Burlington P.O.C.H. RM 250 11 Elmwood Avenue Burlington, VT 05401-4366

Brian Fuller 802-951-6365 - Office 802-274-1466 - Cell brian.fuller@gsa.gov

08:45AM-09:00AM Burlington P.O.C.H.

11 Elmwood Avenue Burlington, VT 05401-4366

Brian Fuller 802-951-6365 - Office 802-274-1466 - Cell brian.fuller@gsa.gov

09:10AM-09:30AM 58 Pearl 58 Pearl Street Burlington, VT 05401-4430

Brian Fuller 802-951-6365 - Office 802-274-1466 - Cell brian.fuller@gsa.gov

10:00AM-10:15AM Winston Prouty F.B.

11 Lincoln Street Essex Junction, VT 05452-3685

Brian Fuller 802-951-6365 - Office 802-274-1466 - Cell brian.fuller@gsa.gov

11:00AM-11:15AM St. Albans P.O.C.H.

50 South Main Street St. Albans, VT 05478-2111

Jack Darling 802-527-9638 - Office 802-578-3486 - Cell Jack.Darling@gsa.gov

11:45AM-12:15PM Highgate Springs L.P.O.E.

482 Welcome Center Road High-gate Springs, VT 05460-9901

Jack Darling 802-527-9638 - Office 802-578-3486 - Cell Jack.Darling@gsa.gov mailto:sotheavy.khon@gsa.gov mailto:Sotheavy.khon@gsa.gov mailto:Donna.maffeo@gsa.gov