Pre-proposal_Conference_Minutes_47PB0018R0015.pdf

Meeting Minutes Pre-Proposal Conference

Solicitation 47PB0018R0015 Operations & Maintenance Services

J.C. Cleveland FB & W.B. Rudman Courthouse Concord, NH

A Pre-Proposal Conference was held on May 31, 2018 at 10:00AM at the J.C. Cleveland Federal Building.

AGENDA

Introductions Ground Rules Proposal Process Overview and Contract Requirements Evaluation Criteria Conclusion

INTRODUCTIONS

Donna Maffeo Contracting Officer John Perrotte Brian Fuller

Property Manager Supervisory Property Manager

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 Pricing Spreadsheet with Solicitation 47PB0018R0015. 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 (FBO) (www.fedbizopps.gov). Make sure to check FBO before submitting an offer.

Note: The solicitation was posted as secure documents which is not required. They may be reposted as unsecure so all interested contractors can access and download.

All questions, whether technical or administrative, must be submitted in writing to Donna Maffeo (donna.maffeo@gsa.gov). All questions and answers will be published in FBO.

PROPOSAL PROCESS OVERVIEW

SITE VISIT: An official tour of the buildings will begin after the pre-proposal conference.

The due date for receipt of proposals is June 26, 2018 at 2:00 PM Eastern Time.

Proposals shall be submitted electronically, via email to donna.maffeo@gsa.gov. Each Offeror assumes full responsibility for ensuring that its proposal is received on or before the specified date and time per Section L. GSA has a 25MB size limit on attachments.

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

238220 (Plumbing, Heating, and Air-Conditioning Contractors). The Small Business Standard Size is $15.0 million.

This solicitation requires offerors to submit two separate volumes with their proposal. No paper copies are required. See Section L.

o Volume I - Price and Business Proposal.

o Volume II - Technical Proposal.

The final date for the submission of questions is June 19, 2018.

Period of Performance and Options: The Period of Performance for this procurement will be a base of 1 year, with four, 1-year option periods. The anticipated award date is on or about 9/7/2018, with a planned start date of 11/1/2018.

SCOPE OVERVIEW AND PROSPECTIVE CONTRACTOR REQUIREMENTS

This is a performance-based, commercial item acquisition for operations and 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.)

SF 1449 – Solicitation/Contract/Order for Commercial Items – A blank copy of the form was inadvertently attached to the RFP and will be added via Amendment 0001.

Excel Pricing Spreadsheet – This spreadsheet shall be used for pricing all CLINs for the base year and all option periods. Please ensure only whole dollars are used for monthly recurring prices.

SECTION C - STATEMENT OF WORK (Page 12)

Some key areas are referenced below. Please review in its entirety.

C.1. Scope of Work C.2. Definitions C.4. Existing Deficiency Inspection/Initial Deficiency List - The contractor shall submit an initial deficiency list report not later than 60 days after award of the Contract to the CO or designee.

C.5.1 Transition Phase Startup - The Contractor shall provide within 45 days of transition startup services prior to the Contract start date to assist transitioning between Contractors.

C.8.1 Minimum staffing – Provide qualified staff and onsite technicians to ensure services area continued without disruption to tenants. Technicians shall be certified and properly licensed to work on building where applicable, in accordance with Federal, State, or Local laws, codes, or ordinances. See Section H.15 Personnel Qualifications.

C.8.5 Use of NCMMS - This section reads in part:

The Contractor shall use the Government-furnished NCMMS to include validating and updating the equipment inventory database, including all data fields specified by the CO or designee.

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 proposed 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.8.6 QUALITY CONTROL PLAN - Note: An outline of the Quality Control Plan (QCP) is required to be submitted as part of the contractor's proposal in Section L.

C.8.7 GOVERNMENT QUALITY ASSURANCE & CONTRACTOR PERFORMANCE

C.9. BUILDING OPERATING PLAN

C.17 BUILDING MANAGEMENT SUPPORT SERVICES (MISCELLANEOUS AND

UTILITY ESCORT SERVICES) — See also Miscellaneous Work Hours (Section C.40.4) which requires the contractor to provide 11 hours and up to $20 of parts and supplies per calendar month per building to accomplish discretionary work in the buildings covered by this contract. Hours and dollar amounts are cumulative to succeeding months each year. This is part of the base monthly price.

C21 OPERATIONAL REQUIREMENTS

C.23 WORK REQUEST/WORK ORDERS - Please review all response times.

C.35 MAINTENANCE PROGRAM

NOTE: The above should be discussed as part of the contractor's proposed Technical Approach submission per Section L.

C. 40 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.40.2 & 3.

C.41.16.4 KEY SUSTAINABLE PRODUCT (KSP) STANDARDS. See website link for current products.

C.42 FIRE PROTECTION AND LIFE SAFETY EQUIPMENT AND SYSTEMS – The contractor shall be required to use the NFPA Codes and Standards specified to perform inspections, testing, and preventive maintenance of this equipment. Please carefully review qualifications for Fire Alarm vendors.

C.44 SUBMITTALS CHART (CONTRACT DELIVERABLES) See table.

C.45 FEDERAL REQUIREMENTS – See table.

SECTION H — SPECIAL CONTRACT REQUIREMENTS (Page 74)

H.1.2. COMPLIANCE WITH SECURITY REQUIREMENTS

H.4. 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.15 PERSONNEL QUALIFICATIONS – Review qualifications for both in-house and key subcontractor personnel.

H.16.1 REQUIREMENTS FOR NETWORK CONNECTION

H.18.2 PRICE PROPOSAL FOR ADDITIONAL SERVICES WORK

H.18.4 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.

H.18.8 COMPETITIVE BIDS – Competitive bids will be required for additional services subcontracts over $2,500.

SECTION I — CONTRACT CLAUSES (Page 90) Most contract clauses are incorporated by references and can be reviewed by the following website: https://www.acquisition.gov/

FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2018) – This commercial clause incorporates several FAR Clauses with particular attention to the following clauses:

FAR 52.219-14 Limitation of Subcontracting – The prime contractor shall perform at least 50% of work with its own workforce.

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.

NOTE: Please review the appropriate mix of disciplines for this procurement. Also, our understanding is that the on-site supervisor (OSS) may not stay if award is not to the incumbent.

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.

552.204-9 Personal Identity Verification Requirements (OCT 2012) – This GSA Clause provides a link to the GSA security clearance website for current procedures. Additional guidance will be provided post award.

SECTION J. EXHIBITS (Page 97) Exhibit 1 - Quality Assurance Surveillance Plan (QASP). The QASP specifies the performance standards to be measured and corrective action.

Exhibit 4 – Building Information Sheets – Provides specific data for each building.

Exhibit 7 – Smart Buildings – GSA Smart and Sustainable Buildings Exhibit 15 – Equipment Inventory/NCMMS – NOTE: The issued Inventory is approximately 80%. It will be updated via a future amendment.

Exhibit 19 - DOL Wage Determination: WD No.2015-4023, Revision 6, dated 1/10/2018, covers Merrimack County, NH, is applicable. NOTE: See the WD - HEALTH & WELFARE EO 13706: $4.13 per hour, or $165.20 per week, or $715.87 per month* *This rate is to be used only when compensating employees for performance on an SCA covered contract also covered by EO 13706, Establishing Paid Sick Leave for Federal Contractors. A contractor may not receive credit toward its SCA obligations for any paid sick leave provided pursuant to EO 13706.

Since the paid sick leave EO is applicable to this solicitation, the higher H&W rate is not applicable.

Exhibit 20 – Pricing Spreadsheet – This excel spreadsheet shall be used for line item pricing. Each year has a separate TAB. NOTE: All monthly recurring prices shall be in whole dollars.

SECTION K — REPRESENTATIONS & CERTIFICATIONS (Page 222) Please complete this form and ensure your SAM registration data is current.

SECTION L INSTRUCTIONS, CONDITIONS, & NOTICES TO OFFERORS (Page 234)

INSTRUCTIONS TO OFFERORS

L.1. Provisions Incorporated by Reference:

FAR Provision 52.212-1, Instructions to Offerors-Commercial Items (Jan 2017) is tailored for certain sections. Please review this provision carefully as the Evaluation Factors are specified in detail here.

Technical Approach to performing all requirements detailed in the Statement of Work Management Approach for managing all requirements of the contract Corporate Capability performing contracts of similar size and scope.

Note: A page limitation is also specified for each element.

These Technical Factors shall be evaluated for (1) The Offeror’s understanding of Government requirements; (2) the quality of the proposed services; (3) the likelihood of successfully performing the prospective contract.

Past Performance is also specified as tailored subparagraph 52.212-1(b)(10) and includes a 12 page limit. Provide not more than 3 separate, recent and relevant contracts for efforts similar to the Government requirement. Past performance information captured in CPARS is preferred, but not mandatory.

The Government reserves the right to award without discussions, so provide the best possible initial proposal.

L.2 SUBMISSION REQUIREMENTS:

PRICE PROPOSAL: The offeror shall complete and return an original, signed Standard Form (SF) 1449 (Solicitation/ Contract/Order for Commercial Items). 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 (excel and PDF copy). The spreadsheet shall be submitted along with the signed 1449 and pertinent documents required for Volume 1, Price and Business Proposal. Note: Please round all recurring monthly prices to the nearest whole dollar.

L.2.1.3 CONTRACTOR TEAM ARRANGEMENT – Please review carefully and provide proper documents if applicable.

L.2.1.4 CURRENT CERTIFIED FINANCIAL STATEMENTS – Offerors may use GSA Form 527 in lieu of submitting a certified financial statement.

L.2.1.5 REPS & CERTS – SECTION K – Please ensure your SAM registration status is current.

Complete and submit a copy with your proposal.

L.2.1.6 PROPOSAL FORMAT AND PAGE COUNT LIMITATION – The Proposal is limited in its length, i.e., page count and page layout. Please carefully review and format your proposal accordingly.

SECTION M - EVALUATION FACTORS FOR AWARD (Page 237)

M.1 52.212-2 Evaluation-Commercial Items (OCT 2014) is tailored to specify the technical evaluation factors, relative importance, and how they will be evaluated.

The Government intends to award one firm fixed price contract to the responsible offeror whose proposal constitutes the best value for services outlined in the Performance Statement of Work.

M.2.4.TOTAL EVALUATED PRICE – The Total Evaluated Price shall be calculated using the prices indicated in the price proposal(s), using the formula for each group listed in the line item pricing excel spreadsheet. The estimated quantities listed for the additional services are FOR BIDDING PURPOSES ONLY. The unit price for the 6 month option shall be the same unit price proposed for Option year 4. The total evaluated price for each group is the Base plus Option 1, 2, 3, 4 and the 6 month extension option. NOTE: The total evaluated price will automatically calculate on the pricing spreadsheet.

INCUMBENT CONTRACTOR INFORMATION:

Raven Services Corporation 9626 Center Street, Suite 200 Manassas, VA 20110 Sean Gallagher, President, sean.gallagher@ravenservices.us

GS-01P-13-BW-D-0008

Service:

Current Annual Price

O&M $ 324,226.56 Fire Protection $43,769.28

The above is the current annual price recurring prices which does not include the maintenance of Gas Boiler equipment recently installed, converted from steam.

Staffing: The current staffing consists of 1 Project Manager/On-site Supervisor & 3 General Maintenance workers. One GMW is working towards NATE certification.

Request for tenure staff of current employees – Will be provided separately.

AMENDMENT ITEMS:

Amendment 0001 will be issued to replace the blank Solicitation form 1449 along with the full copy of DOL WD 2015-4023, Rev 6, date 1/10/2018.

CONCLUSION

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

The final submission date for questions is June 19, 2018. Questions must be submitted via email to donna.maffeo@gsa.gov.

Proposals are due by 2:00 P.M. EST on June 26, 2018, via email to donna.maffeo@gsa.gov. It is the Contractor's responsibility to ensure proposals are received timely.