Pre-Proposal_Minutes_-_MATSSC_Elevator_Modernization.pdf

PRE-PROPOSAL CONFERENCE MINUTES

January 30, 2018, 10:00 AM

MATSSC ELEVATOR MODERNIZATION

300 SPRING GARDEN STREET

PHILADELPHIA, PENNSYLVANIA

RFP: 47PD0118R0005

I. Sign In (Attendance Sheet) – All attendees please sign in. Sheets attached.

II. Welcome/Introduction of Government Personnel and Representatives:

Jim Morris – GSA Contracting Officer Mike Novick – GSA Project Engineer/COR John Murphy – GPI AE Andy Foutes – Lerch Bates/GPI Alan Zentar – Lerch Bates/GPI Rich Finocchio – SSA, Building Manager Jim McDermott – SSA Katie McCoy – AECOM, Construction Manager Jack Hopkins - AECOM

III. Purpose

The purpose of this conference is to provide a clear understanding of the specs, drawings, and solicitation requirements as well as the source selection factors that will be used to determine the Best Value contractor. If you have specific questions on the requirements please address the Section and paragraph number. Questions may be submitted today. All other questions must be submitted via E-mail to Jim Morris, Jim.Morris@gsa.gov, no later than Tuesday, February 6, 2018.

An amendment will be issued, covering pertinent questions and answers addressed here today. In the event that any questions cannot be answered today they will also be covered in the amendment.

No amendments have been issued to date. All amendments must be acknowledged with your proposal. Amendments can be acknowledged in Block 19 on the Standard Form 1442 – Solicitation, Offer and Award, included in the RFP.

Base your proposals on the Solicitation and Amendments to the solicitation as issued. Nothing said at this conference can be interpreted as a modification to this solicitation unless it is issued as a formal amendment.

In accordance with FAR 52.215-1, Instructions to Offerors – Competitive Acquisition, the Government intends to evaluate proposals and award a contract without discussions with offerors except for clarifications. Therefore the offerors initial proposal should contain the offerors’ best terms.

The Government reserves the right to conduct discussions if necessary.

If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

IV. Scope of Work

The SSA MATSSC Building consists of eleven (11) elevators; eight (8) gearless-traction passenger, two (2) geared-traction freight and one (1) kitchen hydraulic freight.

The contractor shall supply all materials, tools, equipment, warranties labor and supervision for the following tasks:

1. Replace the existing cabinetry/racks, and work space within the SSA Environmental

Control Center (ECC). Including the disconnection and reconnection of all existing equipment currently residing in that area. VCT flooring was recently installed in this space. Patch/replace any VCT flooring as required after removal of the work space console. Paint walls and provide cove base.

2. Install a new elevator monitoring system to be installed in the Environmental Control Center (ECC) with remote monitoring capabilities located in machine spaces, the SSA Building Manager’s work space/station as well as the contracted building management office (BRCS).

a. System should be a state-of-the-art diagnostic and reporting software that could notify the ECC and other remote workstations via an alert or email once a car is out of service.

3. Replace all existing car and group controllers with new microprocessor based equipment from a well-established non-proprietary manufacturer. Include new signal and operating fixtures. The new controllers shall include integrated monitoring to all locations. Controls shall be installed with a rope gripper, per code requirement for elevator modernizations.

4. Remove the existing seismic equipment currently installed.

5. Replace the existing solid state drives with new energy solid state efficient drives.

The new drives shall be regenerative allowing any recovered power to flow back into the buildings electrical system without altering any connections or requiring additional equipment.

6. Replace existing direct current gearless hoist machines on the passenger elevators with alternating current (AC) hoist machines. The AC gearless machine shall be installed with a secondary brake, per code requirements.

7. Replace the existing geared hoist machines for the service/freight elevators. The new machines will have AC motors for maximum energy savings and shall have a rope gripper or other device per code.

8. Replace the existing hall operating stations with new hallway flush mounted two-button stations which include long lasting LED registration lights.

9. Replace the main and auxiliary car control stations.

10. Provide new car roller guides with spring loaded type-guides.

11. Replace the existing counterweight roller guides.

12. Replace all traveling cables and other wiring. New traveling cables with minimum 10% spare conductors and shall include a minimum of four (4) sets of twisted shielded pairs of communication wires to facilitate installation of new car controls and to provide sufficient spares to accommodate future devices if needed.

13. Replace hoist ropes.

14. Replace all door operation equipment, including hangers, tracks, interlocks and closers. Include the most recent technology for full screen detector door sensing system.

15. Clean and refinish existing elevator hoist-way doors as indicated.

16. Clean and polish elevator hoist-way door sills.

17. Provide new cab interior finishes for passenger elevators – new cab wall finishes, new flooring tile, new ceiling finishes. Paint freight elevator rear and side walls, and re-clad the transom and returns with Stainless Steel.

18. LED lighting for passenger elevators.

19. Re-use the existing intercom system within each car.

20. Kitchen freight elevator (F-3):

a. Seal Elevator Pit.

b. Replace the jack and cylinder assembly.

21. Replace all existing governors.

22. Remove existing copper piped sprinkler heads in the hoist ways located in both the passenger and freight elevators at each floor level. Remaining holes shall be fire stopped. Removal of existing associated fire alarm system monitoring modules and associated wiring.

23. Remove all extraneous wiring associated with the existing elevators including but not limited wiring in the elevator machine rooms and hoist ways.

24. Electrical power wiring system and fire alarm system modification associated with replacement of elevator system.

25. Removal of firefighter phone jacks at elevator controllers in elevator machine rooms.

26. Operational testing of existing standby power system automatic transfer switches relative to operation of elevators.

27. Interim and warranty maintenance.

28. All work shall be phased for continuity of service. Contractor shall sequentially modernize elevators, only one (1) east passenger elevator, and one (1) west passenger elevator, and one (1) freight elevator may be out of service for construction at a time. The kitchen elevator may not be out of service simultaneously with the east freight elevator. Once an elevator is taken out of service, it shall be fully modernized before placed into operation for government.

V. Additional Information

This solicitation was issued as a Full and Open Procurement.

The contract will be a firm fixed price contract.

The NAICS for this procurement is 238290, Other Building Equipment

Contractors, and the small business size standard is $15 million.

All work must be completed within 682 calendar days after receipt of Notice to Proceed.

Davis Bacon Act:

- It is noted that Davis Bacon Act is to be adhered to on this project.

Contractors are to pay the minimum wage and fringe benefits required by the wage determination in the solicitation package.

General Decision Number PA180005, including Modification Numbers 0 through 1, dated 01/12/2018, applies to this project.

Note that this wage determination is an update to the original FBO posting, and will be incorporated via Amendment 1.

- In accordance with Executive Order 12989, contractors are to comply with all immigration laws. Any contractor who is suspected of hiring undocumented workers will be reported to the DHS.

Determination that the contractor has violated the above referenced Executive Order may result in suspension and debarment.

Bonding Requirements:

- A bid bond in the amount of 20% of the bid price or $3,000,000, whichever is less, must be submitted along with your proposal.

- A performance bond for 100% of the contract price, and a payment bond for 100% of the contract price, will be required within 10 days after award.

Insurance Requirements: After contract award, the contractor must furnish the

Contracting Officer with a current Certificate of Insurance, listing the Government as co-insured party and meeting the requirements specified in the Agreement, Section III.L (page 11 of 38). The contractor may not begin actual work on site until this certificate has been received and found acceptable.

Reps and Certs: Offerors are required to complete the annual representations and certifications electronically via the System for Award Management (SAM) website at:

http://www.sam.gov

After reviewing the SAM database information, the offeror must verify by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months and that they are current, accurate, complete and applicable to this solicitation.

Security Requirements:

A security clearance must be obtained for those officers of the firm, who for any reason, may visit the work site during the period of this contract, who require access to GSA IT systems such as ePM and for all employees who will require access to the building in performance of the contract work.

NOTE: It is the contractor’s responsibility to obtain security clearances for employees working in a Federal Building. GSA is not responsible for work delays or additional costs associated with the contractor’s failure to obtain clearances for their employees. A submission deadline will not be extended due to the contractor’s failure to obtain security clearance(s).

The Contractor must ensure that all employees display their HSPD-12 cards whenever they are on-site.

See the Agreement, Section III.N. (6) – Security Clearances (beginning on page 13 of 38).

Financial Information: GSA Form 527 is required to be completed and submitted with your price proposal, along with all required financial documentation as specified in the solicitation.

VI. Technical Evaluation Factors

The evaluation factors are detailed in Section II.D. of the Solicitation (page 6 of 25).

This is what your technical proposal will be based upon so please read this information thoroughly.

The government will evaluate each offeror's technical proposal based on the technical factors listed below. The technical factors are listed in descending order of importance and when combined are significantly more important than Total Evaluated Price. The offerors shall provide information addressing each of the factors in the same sequence as delineated below.

1. Factor #1 – Key Personnel

2. Factor #2 – Prior Experience

3. Factor #3 – Past Performance

4. Factor #4 – Small Business Subcontracting Plan

Factor #1 – Key Personnel (six page single-sided limitation, includes all pages i.e. cover page, table of contents, tabs, etc.) – NOTE that the solicitation has an inconsistency that states a maximum of 10 pages for Factor 1. This inconsistency is hereby corrected to six page maximum for Factor 1.

Description:

Offerors will be requested to identify key personnel that will make up the project team. During construction, the positions of Project Manager and Construction Superintendent cannot deviate from those individuals contained in the proposal, without prior approval by GSA.

Complete resumes for all key personnel shall be requested, listing education, training, qualifications, and experience relative to the tasks that will be performed. Offerors will be requested to include any professional qualifications, specialized experience in this type of work, and the technical competence on similar projects.

Submission of qualifications in excess of six pages will result in the additional pages being discarded and not reviewed.

Offerors demonstrating proposed key personnel who exceed the minimum qualifications and experience levels will receive a greater technical score for this evaluation factor.

The two key personnel the Offeror must submit are a Project Manager and a Construction Superintendent.

Minimum Standard:

The standard is met when the Offeror proposes:

a. Project Manager: part-time on-site project coordinator. The Offeror shall designate one (1) Project Manager who possesses a minimum of ten (10) years of construction experience as Project Manager, has managed a construction project over $1 million, and has managed an elevator construction project located in an occupied facility.

b. Construction Superintendent: full-time on-site labor supervisor who reports to the Project Manager. The Offeror shall designate one

(1) Construction Superintendent who possesses a minimum of ten

(10) years of general construction experience with a minimum of five

(5) years as a superintendent, has been a superintendent for a project over $1 million, and has been a superintendent for an elevator construction project located in an occupied facility.

Factor #2 – Prior Experience on Relevant Projects (ten page single-sided limitation)

This criterion will be used to measure the breadth, depth, and relevance of an Offeror’s prior experience in performing project similar in size, scope, and complexity to the one described in this solicitation

The Offeror is requested to submit a detailed descriptive listing of up to three projects performed as the prime contractor that are similar in nature to the one described in this solicitation. If more than three projects are submitted only the first three will be evaluated. For joint ventures, projects may be submitted for the joint venture as an entity or for an individual member of the joint venture. More recent performance may be deemed to have greater importance than less recent performance. “Similar” is defined as projects comparable to the subject project in terms of scope, magnitude, and complexity. The detailed description submitted for each project should include the following information:

Name and location of the building, type of facility, nature of tenant mission and population, square footage;

Type of project delivery method (e.g. design-bid-build, design-build, Construction Manager as Construction (CMc)/Construction Manager-at Risk, etc.);

Type of contract (e.g. firm fixed price, cost reimbursable, Guaranteed Maximum Price (GMP), etc.);

Awarded contract value and final contract amount;

Planned and actual date of contract start and completion;

Description of services provided, include information regarding how the submitted project is comparable to the subject project in terms of scope, magnitude, and complexity;

Construction value of the elevator portion of the work;

List of subcontracted work and subcontractors used, along with the amount of each subcontract;

Indicate whether liquidated damages were assessed against the

Offeror due to late completion; and Name, title, address, phone number, and email of the building’s owner representative or a representative of the Owner who can attest to the quality of the services provided. It is incumbent on the Offeror to ensure this information is current and accurate. This information will be utilized for Factor 3: Past Performance.

The Offeror has documented experience with three (3) relevant projects, at least 50% complete, in the past five (5) years. The Offeror has satisfactorily demonstrated their knowledge and experience comparable to that which is to be encountered in this project. The Offeror has documented its ability to deliver the completed projects within a fixed schedule and within the prescribed budget.

Factor #3 – Past Performance

This criterion will be used to measure the quality of an Offeror’s past performance in providing services for projects similar in scope, magnitude, and complexity to the one described in this solicitation. It includes the Offeror’s overall quality of past performance, record of conforming to contract requirements and to standards of good workmanship; the Offeror’s adherence to contract schedules, including the administrative aspects of performance; the responsiveness of management; the Offeror’s history of reasonable and cooperative behavior and commitment to customer satisfaction; including the Offeror’s business-like concern for the interest of the customer, and the Offeror’s overall performance on their contracts

a. Past performance will be evaluated by analysis of information provided as requested under Factor #2, Prior Experience on Relevant Projects, as well as information obtained through interviews with the project’s Owner or a representative of the Owner. The Government may consider the past performance of managers, key personnel or other affiliates playing a significant role in contract performance. For any such affiliate the Offeror should submit relevant contact information for the customer and building owner who can attest to the level of acceptability of the services provided.

Failure to provide requested data, inaccessible points of contact, or invalid phone numbers/email addresses could result in a firm being considered less qualified.

b. In addition to those references provided directly by the Offeror, the Contracting Officer may identify and analyze the past performance of the Offeror on any other relevant contract which they have performed within the past five years of which the Contracting Officer has knowledge or obtains knowledge. Because of the wide variety of past performance history of individual Offerors, the Government is not required to ensure that an equal number of references be obtained for each Offeror.

c. If any problems were encountered on the identified contracts for with the Offeror has submitted references, the Offeror may provide a brief narrative describing the nature of the problems and the corrective action taken.

d. If the Offeror has no record of relevant past performance or the information on their past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance.

This rating shall be characterized as “neutral.”

e. If proposing a joint venture or teaming arrangement, Offerors should first submit past performance records they have performed together as these experiences will receive more consideration than experiences performed separately. A Joint Venture and Teaming Arrangement are NOT synonymous. If a teaming arrangement is proposed the Offeror (Prime Contractor) will be evaluated against this factor.

For each of the three (3) projects referenced under Factor 2 (Prior Experience on Relevant Projects), the contractor provides one (1) written evaluation. The evaluation must be from the Owner/Owner’s Representative. References contacted provide favorable evaluations indicating that the projects have met the customer’s requirements as set forth in the construction contract documents (drawings and specifications) in a timely manner, and within established budgets.

Factor #4 – Small Business Subcontracting Plan

Offerors must demonstrate their commitment to providing the maximum, practicable opportunity to small, HUBZone small, small disadvantaged, women-owned small, veteran-owned, and service-disabled veteran-small business concerns, and provide a detailed description of the methodology of how subcontractors will be selected for this project.

The rating for this evaluation factor will be based on an assessment of the probability that the resultant contract will achieve the proposed commitments as described below. It will be based on three things:

1. Proposed small business subcontracting goals for this procurement,

2. Narrative describing your firm’s outreach program for small businesses, and

3. Narrative describing how your firm will maximize competition and select subcontractors that provide best value. The Offeror will be required to use the Subcontracting Commitment Goals and Outreach Efforts Form.

Note: In accordance with FAR 19.702(a)(1), the apparent successful Offeror shall be required to submit and acceptable subcontracting plan prior to award. Subcontracting plans are not required from small business concerns.

Commitment to Small Business Concerns: GSA is committed to providing to the maximum extent practicable for these socio-economic businesses to receive federal contracting opportunities. This factor is designed to ensure that this GSA commitment is brought to the attention of the prospective Offerors. This factor measures the extent to which the Offeror will perform contract requirements utilizing small business. This portion of the proposal will be evaluated on the extent of planned participation of small business concerns in terms of the value of the total acquisition. Small Business Concerns may self-perform work subcontract work to other small businesses to demonstrate their commitment to achieving the socio-economic goals stated in the solicitation. Offerors will also be evaluated on their proposed outreach efforts that will be taken to assure their commitment to small business

The standard is met when the submitted plan indicates how the firm will maximize competition and select subcontractors that provide best value.

The plan must indicate how the firm intends to fulfill the socioeconomic subcontracting goals identified in the solicitation.

VII. Award

A. Contract award shall be made to the offeror considered to be the best value to the Government considering price and other non-price factors. Non-Price Factors, when combined, are significantly more important than the Total Evaluated Price.

B. The Government intends to evaluate proposals and award a contract without discussions with offerors (other than exchanges conducted for the purpose of minor clarifications). However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. Therefore, each initial offer should contain the offeror's best terms from a price and technical standpoint.

VIII. What To Submit With Your Proposal

The proposal shall consist of the following:

a. Technical Proposal Factor #1 – Key Personnel (6 pages single-sided) Factor #2 – Prior Experience (10 pages single-sided) Factor #3 – Past Performance Factor #4 – Small Business Subcontracting Plan

b. Price Proposal:

a. Signed Standard Form 1442 and all amendments acknowledged

b. Bid Bond (SF 24)

c. Representations and Certifications (Form C301)

d. Completed GSA Form 527-99a. Contractor’s Qualifications and Financial Information

IX. How To Submit Your Proposal

Proposals are due by 2:00 PM EST on Tuesday February 13, 2018.

Submit the original Price Proposal and the Technical Proposal, in pdf format, to the Contracting Officer at jim.morris@gsa.gov. The Price Proposal must be a separate electronic document from the Technical Proposal.

X. Debriefings

All unsuccessful offerors are entitled to a debriefing. You must submit a written request to the Contracting Officer for the debriefing within 3 calendar days after receipt of notification.

XI. Site Access and Contact Requirements

Requests for site access should go to the Construction Manager, Katie McCoy. She may be contacted at (215) 597-2427. If Katie is not available, please contact the GSA project engineer, Mike Novick at (215) 446-5719.

XII. Questions and Answers

Q1) Is there any chance of extending the proposal due date?

A1) If potential offerors need more time they should notify the Contracting Officer via email requesting such, and provide the rationale for the request.

Q2) Can product substitutions be proposed?

A2) Yes, the brand name or equal policy allows for substitute manufacturer products to be proposed, however in order to be approved the products must be of at least equal quality and provide for all the salient characteristics of the product identified in the design. If a substitute product is being proposed, it is highly advisable to provide as much documentation as possible to demonstrate how the product as equal or superior to the specified product.

Q3) Are security clearance (HSPD12) updated annually? Or is it for the duration of the project?

A3) They are valid for the duration of the project. HSPD 12’s are to be turned in to GSA at the end of the project.

Q4) Can you provide a list of the contractors that are attending this pre-proposal meeting?

A4) The sign-in sheets are provided in the meeting minutes.

Q5) Are contractors required to attend the pre-proposal meetings?

A5) No.

Q6) Is there an emergency power in the building?

A6) Yes.

Q7) Will drawings be provided on the website?

A7) Yes. All secured documents can be requested through the fbo.gov website.

Contact Jim Morris if you are having any issues getting drawings.

Q8) Will a lay down area be provided near the work area?

A8) SSA will provide a lay down area.

Q9) Work hours?

A9) Refer to specification section 011400-1.3.

Q10) Who sits just below the penthouse?

A10) The 7th floor is just below the penthouse. The executives sit on that floor.

XIII. Walk Thru

A tour of the workspace was conducted following the conference.