47PD0317R0020_Amend_0002_Bryan_&_Bostetter_CHs_CFM_extend_due_date_questions_&_answers.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION

NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO.

IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

Service and Location: Facilities Engineering, Operations, & Maintenance Services with Custodial Services

AV Bryan Courthouse and Martin V. Bostetter Courthouse Alexandria, VA

Solicitation #: 47PD0317R0020

Amendment #: 0002

1. The purpose of amendment 0002 is to add the pre-proposal conference/site visit minutes as an attachment to the solicitation, provide solicitation updates based on the questions (and subsequent answers) received in response to the solicitation and previously mentioned minutes, and extend the proposal due date.

2. Although already published on FedBizOps as part of the subject solicitation posting, the pre-proposal conference and site visit minutes are hereby included in the solicitation through this amendment.

3. In addition to including the minutes as a part of this amendment, the questions and answers document are also made a part of the solicitation through this amendment.

4. Although included in the solicitation through amendment, neither the minutes or the questions and answers document take precedence over the requirements of the solicitation identified in sections A through M. In cases where either the minutes or the questions and answers document identify an area that requires a change to the requirements of the solicitation, the change is only made when the change is made in the identified section of the solicitation.

Listed below are the sections revised based on the identified changes:

a. Cover Page

b. Sections A & B

c. Section C

d. Section I (Addendum only)

e. Section K

f. Section L

g. The Electronic Offer Sheet

All of the above listed revised sections are included as a part of this amendment. Only the changes actually made in these revisions may be considered. If the change is identified in the minutes or the questions and answers document but not completed in the revisions, the change shall not be considered made.

5. The table on the next page attempts to capture the changes made in each revised section.

Section/Document Change Amendment attachments

The questions and answers from the solicitation and proposal conference/site are included as an attachment to this amendment.

Amendment attachments

The sign-in sheets are provided as part of the pre-proposal conference/site visit minutes. They wre previously posted but also attached to this amendment.

Electronic Offer sheet

Section B - Instructions Tab is updated to allow contractor to input their name and address. If Block 15c of the Standard Form 33 has been Checked, the alternate address should be input here.

Electronic Offer sheet

The electronic offer sheet has been amended to include a CLIN for IPM at Bostetter (reference Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Electronic Offer sheet

The electronic offer sheet has been amended to include allow for separate pricing to be included for each facility on the above standard services (reference Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Electronic Offer sheet

The electronic offer sheet has been amended to include the specialized Asbestos categories of above standard services (reference Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Electronic Offer sheet

The electronic offer sheet has been amended to show all descriptions (reference Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Multiple Locations No subcontracting plan is required; all references to a subcontracting plan are deleted in their entirety.

Section B Section B: Is the offeror required to complete Section B pricing sheets in the PDF document or just the Excel version? If Section B is required, can you please provide an editable version?

Section B Amend 1 Section B (pgs 2-102): Several option period CLINs had a first month date of 1-30 Jun 2018 in the Description. This has been updated to reflect the correct year for each option.

Section B Both CLINs for Trash Removal at Bostetter Courthouse showed a quantity of 1 month, the second CLIN has been changed to 11 months for a total of 12 months per period of performance (CLINs numbering has changed do to the addition of an integrated pest management CLIN for Bostetter)

Section C.37.19. To define "representative sample" in this section, the following statement was added, "a minimum of 10 samples is considered to be representative of the building’s water systems".

Section C.47. The requirements of section C.47.1.5 have been amended to include language pertaining to the cleaning requirements for Holding Cells. There are 24 holding cells total. Floor plans will not be provided

Section C.47.1.5. The cleaning of Holding Cells has been added to this section.

Section C.48.9. The wording of Section C.48.9. has been change to more clearly state how above standard service for snow removal will be ordered by the Government.

Section C.7. To clarify, the following statement was added to this section to address pricing of the transition phase, "The cost of the transition phase should not be priced separately but included in the offeror’s overhead cost pool to be amortized over the base year."

Section C.9.3. The following statement is added to Section C.9.3:

"The Service Desk shall be manned between the hours of 8:00 a.m. - 4:30 p.m. The vendor should establish as system that ensures all calls are answered promptly during normal operation hours. Additionally, there will be the need to establish after hours procedures to answer and respond to calls."

Section K.1. Specific directions have been added in Section K on what needs to be filled in outside of what is done in SAM; specifically, except in the case of amended representation(s) and/or certification(s), all FAR clause fill-ins of this section are included in SAM and do not need to be completed separately for this solicitation. If an offeror does have any mended representation(s) and/or certification(s), the offeror must complete FAR 52.204-8, paragraph (d).

Section K.4. Projects for any single facility over $1M annually (projects encompassing multiple facilities should only be included when at least one of the facilities is approximately $1M or more)

Section K.4 A fillable Contractor Responsibility Questionnaire is not available at this time. However, there is also an opportunity to fill out the questionnaire online.

Directions explaining how to do this for those offerors interested in completing the requirement in this way are included in Section L.1.

Section L.1. Section L.1. has been revised to better outline the eight (8) items to be included in the initial submission due by the closing date for receipt of offers. (only seven items required if there are no lobbying activities to disclose).

Section L.1.3. L.1.3. is updated to state, "If the offeror wishes to identify a remittance address other than the address shown in Block 15A of the SF 33, check block 15C of the SF33 "and add the alternate address in the electronic offer sheet (Section J, Attachment 1).

Section L.11.2. This section states “…The information associated with;” leaving a hanging sentence at the end of the paragraph. This extraneous statement was a fragmented copy of the previous statement in the section and is deleted.

Section L.12. L.12. has been updated to more clearly define what is to included in each of the two phases of the technical proposal.

Section L.12. L.12. has been updated to state more clearly only 1 copy of the proposal must be submitted but it must be submitted electronically; no hard copy proposals will be accepted.

Section L.12. L.12. has been updated to state more clearly proposals must be submitted electronically; no hard copy proposals will be accepted.

Section L.14 Contractor's need only fill-in the electronic offer sheet, not the pricing in Section B. The final agreed upon pricing will be input into section B by GSA.

Section L.14 This section has been updated. The past performance information will be collected on the projects the offeror identified for their prior experience; no additional projects should be identified for past performance. The Government will request the past performance information from the individuals listed for each of these projects. An invitation to complete the past performance questionnaire will be sent to each of these individuals with a link to securely complete the form online. Therefore, the offeror is not required to request references.

Section L.14. The prior experience section has been updated. An option has been added to allow the contractor to securely complete the prior expereince cover letters online.

SF33 A revised SF33 with the new closing date and an empty Block 16 empty is provided with this amendment.

Solicitation Cover Page

Proposal Due date changed from 19 Dec 2017 to 9 Jan 2018; time remained at 2:00 PM EST

*** Although the table tries to capture all changes, the offeror is responsible for meeting all requirements of the complete solicitation (the original solicitation with the specific revised sections replacing the original sections).

6. Based on the timing of this amendment, the Government has determined it in the best interest of all parties to extend the proposal preparation time. In addition, recognizing the holiday season, the Government has ensured the proposals are not due during or immediately after the conclusion of the holidays. Therefore, the closing date is moved from 19 December 2017 to 9 January 2018; the time remains unchanged at 2:00 PM EST. This change is reflected on the revised cover page and revised SF33; both attached to this amendment.

7. In case of any conflict between this amendment and the original solicitation (other than those specifically addressed above), the original solicitation language shall take precedence.

PRE-PROPOSAL CONFERENCE MEETING MINUTES

Thursday, 14 September 2017, Thursday, 21 September 2017, and Tuesday, 7 November 2017

PROJECT TITLE:

Facilities Engineering, Operations and Maintenance Services at the Albert V.

Bryan U.S. Courthouse and Martin V.B. Bostetter U.S. Courthouse and Custodial Services at the Albert V. Bryan U.S. Courthouse

MEETING LOCATION:

Albert V. Bryan U.S. Courthouse 401 Courthouse Square Alexandria VA 22314

TIME:

09:00 AM EDT (14 and 21 September 2017) 09:00 AM EST (7 November 2017)

SOLICITATION:

47PD0317R0020

1. The pre-proposal conference was conducted the same on all three days; 14 and 21 Sep and 7 Nov 2017. Each of the conferences started with Jeff Gibson reading aloud the following disclaimer:

• The purpose of this Pre-Proposal Conference is to afford the contractor and Government representatives the opportunity to see the site of the requirement and to develop and later answer any questions or concerns you may have regarding the contract provisions and requirements for this project. Answers shall be deferred and answered in the minutes to this meeting and issued in an amendment.

• In order to prevent unnecessary extension of the proposal due date, we request that any questions you may have during as well as following this meeting must be submitted, in writing, within three (3) days of the issuance of the amendment containing the minutes.

The Government cannot guarantee a response for questions submitted later than this deadline. Responses will be included as part of a subsequent amendment.

• All questions should be directed to Jeff Gibson at Jeffrey.Gibson@gsa.gov.

• No oral statements made by a Government representative during this Pre-Proposal

Conference or any site visit, nor any written record of such oral statements as may be made or furnished to the offeror will qualify or be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the Request for Proposal.

In the event the discussion or questions raised during the site visit or Pre-Proposal Conference indicate a need to modify the Request for Proposal, an amendment to the solicitation will be issued in writing. Any amendment issued to the solicitation must be acknowledged.

2. After reading of the disclaimer, there was a very brief description of the project to ensure all attendees were in the right location and understood what project the conference was associated with:

Solicitation No. 47PD0317R0020 Albert V. Bryan U.S. Courthouse & Martin V.B. Bostetter U.S. Courthouse Alexandria, Virginia Facilities Engineering and Operations & Maintenance Services (both Courthouses) Custodial Services (Bryan Courthouse only)

*** Although not provided during the pre-proposal conference, included in these minutes for all potential offerors is a more detailed description of the project:

DETAILED PROJECT DESCRIPTION

Provide all management, supervision, labor, supplies, and equipment, and plan, schedule, coordinate, and assure effective performance of all Facilities Engineering and Operations & Maintenance Services at the A.V. Bryan and Bostetter Courthouses and the custodial services at the A.V. Bryan Courthouse both in Alexandria VA

Full maintenance services will include, but are not limited to: the operation, maintenance and repair of HVAC and associated controls, electrical, mechanical, plumbing, fire protection and life safety, vertical transportation, administrative services, architectural and structural systems, and engineering services including repair and alterations projects, project review, management support, recommissioning, and custodial services.

UPDATE:

For 14 and 21 Sep conferences, it was stated this contract would be solicited as a one (1) year contract with four (4) one (1) year option periods for a total potential contract period of five (5) years. This was changed in an amendment to the solicitation to be solicited as a one (1) year contract with nine (9) one (1) year option periods for a total potential contract period of ten (10) years.

3. Next, a presentation of Agenda for the conference was provided:

• Introductions

• Contractual Items

• Scope Overview

• Expectations Moving Forward

• Questions (pertaining to conference and the following site visit only; requirement or solicitation questions must be submitted in writing to jeffrey.gibson@gsa.gov)

4. Following the stated agenda, introductions of government personnel were done next:

GOVERNMENT REPRESENTATIVES:

Name Title Location Attended Richard Brooks Deputy Director GSA DC Field Office 14 & 21 Sep 2017 Kate Melville Building Manager GSA DC Field Office 14 & 21 Sep 2017 Christopher Russell Building Manager GSA DC Field Office 14 & 21 Sep 2017

Gwen Carter Building Manager GSA Richmond Office 14 Sep and 7 Nov

Diana Henderson Operations Manager GSA Richmond Office 14 & 21 Sep and 7

Nov 2017 Monty Henderson Contracting Officer

Representative GSA Richmond Office 14 & 21 Sep and 7

Nov 2017 John Remis Building Operations and Energy Specialist GSA Richmond Office 14 & 21 Sep and 7

Nov 2017

Jeff Gibson Contract Specialist GSA Philadelphia Regional Office 14 & 21 Sep and 7

Nov 2017 John Hofmann Contract Specialist GSA Philadelphia Regional Office 14 & 21 Sep and 7

Nov 2017 Dustin Johnson Building Management

Specialist GSA Philadelphia Regional Office 14 & 21 Sep and 7

Nov 2017 UPDATE: For 14 and 21 Sep conferences, a point of emphasis was the Contracting Officer was Stephanie Hill and only she could bind the government or change the requirement. Since that time, the Contracting Officer has changed to Jeff Gibson. This change was briefed for the 7 Nov conference and is re-iterated in these minutes. As the assigned Contracting Officer, Jeff Gibson is the only individual with the authority to bind the government or change the requirement.

5. CONTRACTUAL PREVIEW

Key Dates:

• Questions Due:

– Initial: Tuesday, September 12, 2017

– Final: Within three (3) days of the publication of the Pre-Proposal

Conference Minutes

• Site Visit Dates:

– Thursday, 14 September 2017

– Thursday, 21 September 2017

– Tuesday, 7 November 2017

• Solicitation Due Date

– Friday, October 27, 2017, 2pm EDT

– UPDATE:

- With the addition of the 7 Nov pre-proposal conference and delays in getting minutes published, the proposal due date was pushed back to 19 Dec 2017

- This change was included in solicitation amendment 0001 (reminder: part of the proposal submission is acknowledgement of receipt of all amendments by signing the standard form cover of each amendment)

Proposal Requirements (found in Section L of the solicitation)

• Technical Proposal

– Phase 1: Prior Experience and Past Performance

– Phase 2: Management Plan

• Price Proposal

– Signed Standard Form (SF) 33

– Signed Acknowledgments of all amendments

– Completed Offer Sheet

– Representations and Certifications

– Standard Forms LLL and LLL-A, as required

– GSA Form 527, Contractor’s Qualifications and Financial Information

– Contractor’s Responsibility Questionnaire

*** A clarification was made concerning the phases of the technical proposal. Although an offeror would be made aware if their price or prior experience and past performance gave them little chance to achieve the award, it is not a competitive range determination. An offeror may continue to submit their management plan for evaluation and it will be evaluated according to procedures outlined in Section L of the solicitation. The notification to an offeror that they are unlikely to get the award is done for the offeror to decide if they want to continue to use resources to pursue this opportunity or use them elsewhere. If an offeror feels their management plan can overcome what is determined to be a significant weakness in another area, they can decide to continue to submit.

6. At this time, Jeff Gibson turned the floor over to Dustin Johnson to provide a scope overview, highlighting the following areas:

• Region 3 “Facilities Engineering” model

• Maintenance program

• Quality control

• Repair threshold

• Utility hours

• Environmental management

• Custodial and related services

The full text of the comments is shown below:

• Overview of the Region 3 “Facilities Engineering” model.

“Systems thinking” is a program philosophy that was incorporated into facilities engineering contracts by the GSA Mid-Atlantic Region beginning in the late 1990s …“It is a discipline for seeing wholes. It is a framework for seeing interrelationships rather than things, for seeing patterns of change rather than static ‘snapshots’”. It is a set of specific tools and techniques of feedback and engineering theory to understand systems.

The goal of applying systems thinking to facility management is to see that every action or decision in operating, maintaining, and retrofitting a building will result in an impact (financial, environmental, human resource), and to evaluate the “full circle” implications… The contractor does not evaluate the impact of actions, but merely provides services as directed by the owner. Details such as the how and when of building maintenance and operations are not defined, and are not questioned by the contractor. A systems thinking approach is performance oriented and questions all decisions and actions. The means and methods for providing building operations and maintenance are established through investigations, feedback, and by establishing a partnership with the owner to achieve joint performance objectives. Applying systems thinking develops an understanding and appreciation of global short-term and long-term consequences of any action or decision to be made. Systems thinking approach results in an integrated approach that creates system interfaces. Not applying systems thinking results in decisions and actions that are made in isolation. These decisions are made in a void without determining the consequences to other systems. ... The essence of systems thinking is found in the ability to:

– See interrelationships rather than linear cause-effect chains, and

– See processes of change rather than snapshots,

– The facilities engineering model is dependent upon effective partnership with a highly skilled vendor whose objectives are fully aligned with the Government to work successfully

• Nature of our Facilities Engineering expectations (not just maintenance, repair and service calls).

– The facilities engineering model is dependent upon effective partnership with a highly skilled vendor whose objectives are fully aligned with the Government to work successfully.

• Aggregation of services to include multiple buildings and multiple previous stand-alone contracts.

– Reference C.1.1 ‘Service Responsibility Matrix’ of the PBSOW for what are included / excluded systems/equipment.

– No Custodial requirement for the Bostetter Building

– Including vertical transportation in this contract

– Includes all fire protection and life safety systems and equipment

– Waste Hauling IS included for both sites

– Recycling hauling is EXCLUDED for both sites

– Landscaping for both sites is part of the SOW

• Construction support services and Project Management Assistance (QC, design reviews, project management assistance, etc.), Building Commissioning and Recommissioning Services

• Data management (NCMMS, CSD, reference library, etc.)

– Maximo is the GSA standard. Currently in use at AV Bryan. Not in use for

Bostetter.

• Proactive energy management

• Leveraging GSA tools and networks (ION EEM, Google platform, shared documents, etc.)

– GSA will provide the Vendor will GOV laptops and software

• Maintenance program

– Maximo uses the 2012 PM guides: “The current maintenance program embedded in the CMMS is derived from GSA’s Public Buildings Service Operations and Maintenance Standards 2012 Guide. The guide is provided in the Bidder’s Library associated with solicitation of this contract for reference. “

• Quality control

– Contractor must implement an aggressive, comprehensive QC program.

• Repair threshold

– $1000 repair threshold - cost for repair parts and materials only (including any approved subcontracting costs).

• Misc. Tasks/ Handyman Labor

– As part of the monthly price for preventive/predictive maintenance services the

Contractor must provide a total of ten (10) hours and up to $200.00 of parts and supplies per calendar month (hours and dollar amounts are not cumulative to succeeding months)

• Utility hours

– 8 Per month for both sites.

• Custodial and related services

– There is a custodial vendor at the Bostetter site that will stay on and clean the building.

– The CSD will need to coordinate Service Call response with the Custodial vendor at the Bostetter building.

• Productivity standards

– Use the cleanable square footage model to establish baselines for productivity.

• Miscellaneous:

– There is no cafeteria space at Bostetter and no cooking related systems or equipment. There is some of this at AV Bryan.

– No ACM at AV Bryan, there are likely AC Materials at Bostetter. We will provide the asbestos survey to the winning offeror.

– Transition Phase is 60 days. Initial Deficiency List is due 15 days prior to the contract start date.

– C.31.2 “The Contractor shall complete any and all preventative / predictive maintenance tasks having a frequency of annually or multi-year within the first 9 months (first 3 quarters) of the initial contract year…” *Most of the multi-year requirements will be required at both sites.

– There are likely many upcoming projects that will take place at the Bostetter building. The successful offeror will serve as a key team member during these projects.

7. Next, John Remis provided comments labeled expectations moving forward. His comments were as follows:

• The government holds expectation for a high level of performance pointing out that by participating in this solicitation event, and holding the appropriate NAICS classifications, that all vendors are representing themselves as expert in this service arena, regardless of their business classification. (8A.)

• That the government has provided a “defined set of minimum expectations” in the Performance Work Statement (PWS) provided in this solicitation - with critical focus areas delineated in Section C. And that the contractors Management Plan, to be provided during the Source Selection Process, would further define and expand upon such minimums with the contractor providing its’ plan for service actions, activities and programs designed to meet the governments’ needs. That the government can and will incorporate all or portion of the successful bidders Management Plan in the contract award as binding.

• That the government has sought to avert risk to both the government and the successful contractor through:

– The offer and use of these Pre-bid solicitation meetings

– The scheduled Pre-bid building tours offered to all interested bidders

– Clear and concise language utilized through the PWS

– The provision of an extensive bidders library

– A relatively low dollar contractor’s responsible repairs “threshold” vs. the common use of a repairs deductible.

– Establishing a requirement for all annual and multi-year PM activities to be performed / baselined within the first nine-months of the contract offsetting risks associated with potential prior performance issues and or periodicity vagaries.

– Calling out gaps in the quality of the equipment inventory available for the Bostetter building and it’s lack of an established NCMMS program, but offsetting this risk through the inclusion of a phased roll-out specification implementing the NCMMS program and process, noting that the scheduled building coverage hours would exceed any projected PM labor loading requirements for a facility of this size, and providing opportunity for interested contractors to present requests for information on any specific equipment.

• The government’s use of “Best Value” for award as it’s’ acquisitions strategy and its’ potential impact on the contractors submissions. This was further clarified with the statements:

– Submissions should avoid the use of vagaries’ or implied content that do not allow the government the ability to assign value to or provide future enforcement of the statement or activity. For example: If the statement says “we may”, the government must assume that you also “may not”… this will preclude the government from assigning value to the statement and would be presented as unenforceable. Such statements will be considered non-existent in the submission.

– Submissions should quantify levels of service again allowing the government the ability to assign value. For example: “random” inspections… if a random inspection is to be performed it should include minimums as to frequency, type, place and minimum quantity of objects to be inspected – else the government must assume the inspection could ultimately consist of solely one inspection, of one unit, in a single facility, across the breadth of the contract and thus of no value to the government.

– Submissions should clearly present the services, actions and programs that will be taken and stress those that will bring added value to the government and or facility.

– Submissions must include a baseline minimum of items requested and not promise any such items following award. The government cannot assign value for items not submitted for review as portion to the award process and would consider such omissions and promises as being non-submissive.

8. At the conclusion of comments the floor was opened to questions relating to the pre-proposal conference and the upcoming tour of the facilities. No additional questions were fielded that have not already been addressed in the previous paragraphs of these minutes.

9. Prior to closing the meeting, Jeff Gibson provided directions on the conducting of the site visit itself, specifically the timing of where to be at the different facilities to be escorted throughout the facilities. It was re-iterated that no questions were to be answered during the site visit and all questions would need to be submitted in writing so they, and their answers, could be provided to all potential offerors at the same time. Additionally, it was stated the nothing said or seen changed the solicitation. Any required changes of the solicitation would be done by amendment from the Contracting Officer and all amendments would need to be acknowledged by signature in an offeror’s proposal.

10. While not every item was photographed, a sample of different pieces of equipment was photographed by GSA personnel and these pictures will be posted to the offeror’s library along with a variety of other documentation, including equipment inventories.

11. Jeff Gibson concluded the pre-proposal conference.

Attachments:

1. Pre-proposal Conference Slides

2. Pre-proposal Conference Attendance Sheet -- 14 Sep 2017

3. Pre-proposal Conference Attendance Sheet -- 21 Sep 2017

4. Pre-proposal Conference Attendance Sheet – 7 Nov 2017

Welcome to the

AV Bryan and Bostetter Courthouses Consolidated Facilities Management

Pre-proposal Conference and

Site Visit

14 Sep 2017 21 Sep 2017 7 Nov 2017

Disclaimer

• The purpose of this Pre-Proposal Conference is to afford the contractor and Government representatives the opportunity to see the site of the requirement and to develop and later answer any questions or concerns you may have regarding the contract provisions and requirements for this project. Answers shall be deferred and answered in the minutes to this meeting and issued in an amendment.

• In order to prevent unnecessary extension of the proposal due date, we request that any questions you may have during as well as following this meeting must be submitted, in writing, within three (3) days of the issuance of the amendment containing the minutes. The Government cannot guarantee a response for questions submitted later than this deadline.

Responses will be included as part of a subsequent amendment.

• All questions should be directed to Jeff Gibson at Jeffrey.Gibson@gsa.gov.

• No oral statements made by a Government representative during this Pre-Proposal

Conference or any site visit, nor any written record of such oral statements as may be made or furnished to the offeror will qualify or be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the Request for Proposal. In the event the discussion or questions raised during the site visit or Pre-Proposal Conference indicate a need to modify the Request for Proposal, an amendment to the solicitation will be issued in writing. Any amendment issued to the solicitation must be acknowledged.

Project

Solicitation No. 47PD0317R0020 Albert V. Bryan U.S. Courthouse & Martin V.B.

Bostetter U.S. Courthouse Alexandria, Virginia

Facilities Engineering and Operations & Maintenance Services (both Courthouses) Custodial Services (Bryan Courthouse only)

Agenda

• Introductions

• Contractual Items

• Scope Overview

• Expectations Moving Forward

• Questions

GSA Introductions

• John Remis

• Diana Henderson

• Monty Henderson, COR

• Kate Melville, Property Manager

• Gwen Carter, Building Manager

• Christopher Russell

• Richard Brooks, Deputy Director, DC Field Office

• Dustin Johnson, GSA Region 3, Building Management

Specialist

• John Hofmann, GSA Region 3, Contract Specialist

• Jeff Gibson, GSA Region 3, Contracting Officer

Contractual Items

• Contract Overview:

– Contract Type: Firm Fixed Price, Indefinite

Delivery/Indefinite Quantity contract with Economic Price Adjustment

– NAICS: 561210 - Facilities Support Services

– Period of Performance: June 1, 2018 – May 31, 2019

(base period)

– Insurance: see Section L.2. Insurance Requirements for further details.

• Wage Determination and BBA

• Key Dates:

– Questions Due:

• Initial: Tuesday, September 12, 2017

• Final: Within three (3) days of Amendment

– Site Visit Date:

• Thursday, September 14, 2017

• Thursday, September 21, 2017

– Solicitation Due Date

• Friday, October 27, 2017, 2pm EDT

• Proposal Requirements (found in Section L of the solicitation)

– Technical Proposal

• Phase 1: Prior Experience and Past Performance

• Phase 2: Management Plan

– Price Proposal

• Signed Standard Form (SF) 33

• Signed Acknowledgments of all amendments

• Completed Offer Sheet

• Representations and Certifications

• Standard Forms LLL and LLL-A, as required

• GSA Form 527, Contractor’s Qualifications and Financial

Information

• Contractor’s Responsibility Questionnaire

Scope Overview

• Region 3 “Facilities Engineering” model

• Maintenance program

• Quality control

• Repair threshold

• Utility hours

• Environmental management

• Custodial and related services

Expectations Moving Forward

• Higher performance expectation

• Cost control and R3 cost benchmarks

Questions

• Submit questions related to the requirement/ solicitation

• Questions about what was briefed or the site visit may be asked now

# Category Question

Reference

Document Location

Type of Question

(Technical, Admin, General)

Division

Responsible for

Answering Answer

Included a

Change in the

Solicitation

1 Admin Clerk Is there a requirement for a Production/Administrative Clerk under this requirement.

N/A N/A General FMSP Offerors shall propose staffing as they deem necessary to meet the requirements of the solicitation.

No

2 Aqmd Are there any AQMD permits required for any of the facilities? If so, are these a government or contractor expense? If contractor expense, what is annual average cost?

Solicitation Page 89, C.37.4, AQMD Operating

Permits

Technical FO No, there are no requirements for air quality permits in Alexandria.

No

3 Asbestos Specialized asbestos services noted in these 3 sections are to be compensated at the hourly rate specified on the electronic offer sheet but the Amend 1 offer sheet does not include category(ies) for such hourly rate. Will GSA clarify its instructions?

Solicitation Pages 106-108, C.42.1, C 42.2, and

C.42.3

Technical Acquisition The electronic offer sheet has been amended to include these categories of service (reference

Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Yes

4 Asbestos Is the incoming Contractor responsible to have an Asbestos

Inspection Report, if so when.

Bidders Library https://www.fbo.gov/in dex?s=opportunity&m ode=form&id=fafef41f

8ec84663e59ed274f3

06beba&tab=core&_c view=1

Technical FMSP No, the Government has provided the Asbestos

Survey for the Bostetter building as part of the

Offerors' Library. Given the age of the A.V.

Bryan building, there is no asbestos onsite.

No

5 Asbestos Please provide scope for Asbestos Program. Solicitation C.42 Technical FMSP The Contractor will not be responsible for managing a specific Asbestos Program beyond the duties identified in the Solicitation. The

Government has provided a copy of the latest

Asbestos survey for the Bostetter building in the

Offerors' library.

No

6 BAS Are there specific guidelines or trends that need to be created through the BAS?

N/A N/A General FMSP Vendors are encouraged to use expertise and innovation to proactively utilize the BAS to run the building in the most efficient manner. The

Solicitation does not mandate the creation of

"specific guidelines or trends."

No

7 BAS Is there a BAS, if so, what is it? Solicitation Page 77, C.25, BAS

Alarm Response

Technical FO At the A.V. Bryan building there is a Siemens system in place. At the Bostetter building there is an Alerton system but it is not updated. A project is in the works to bring everything up-to-date and online.

No

8 BAS Who is the manufacturer of the BAS? Solicitation Page 77, C.25, BAS

Alarm Response

Technical FO At the A.V. Bryan building there is a Siemens system in place. At the Bostetter building there is an Alerton system but it is not updated. A project is in the works to bring everything up-to-date and online.

No

9 BAS What is the BAS system currently installed at AV Bryan? Solicitation Page 77, C.25, BAS

Alarm Response

Technical FO At the A.V. Bryan building there is a Siemens system in place.

No

10 BAS Does the Martin V. Bostetter Courthouse have a BAS system installed and if so what is the current BAS system there?

Solicitation Page 77, C.25, BAS

Alarm Response

Technical FO At the Bostetter building there is an Alerton system but it is not updated. A project is in the works to bring everything up-to-date and online.

No

Bostetter and AV Bryan Courthouses -- Consolidated Facilities Management

Solicitation 47PD0317R0020 Questions and Answers

Document Location

Type of Question

(Technical, Admin, General)

Division

Responsible for

Answering Answer

Included a

Change in the

Solicitation

11 CBA Are either or both of the Courthouses under a Collective

Bargaining Agreement (CBA)? If yes, could the Government please provide the Agreement(s)?

N/A N/A General Acquisition AV Bryan is under a CBA but Bostetter is not.

The AV Bryan CBA is posted in the offeror's library.

No

12 CBA Is there a Collective Bargaining Agreement (CBA) for any

Trades Workers at the AV Bryan Courthouse? If so, please provide.

N/A N/A General Acquisition AV Bryan is under a CBA but Bostetter is not.

The AV Bryan CBA is posted in the offeror's library.

No

13 CBA Are there any CBAs associated with this contract that will be required by Offerors to prepare our offers?

N/A N/A General Acquisition AV Bryan is under a CBA but Bostetter is not.

The AV Bryan CBA is posted in the offeror's library.

No

14 CCTV Is the Contractor responsible for the Maintenance of the

CCTV System and Upgrades to the Hardware & Software for the System?

Solicitation C.1.1 General FMSP No, the Contractor will not be responsible for the

CCTV System and Upgrades to the Hardware &

Software for the System

No

15 Clauses Instruction state, “If the offeror wishes to identify a remittance address other than the address shown in Block

15A of the SF 33, complete paragraph G4 in Section G.”

Reference is made to paragraph G4 in Section G titled

“Limitation of the Government’s Obligation.” This clause provides no area for the offeror to enter a remittance address. Will the Government please clarify where in paragraph G4, Section G to place this information or if there is a different area to provide this information?

Solicitation L.1.3 Technical Acquisition As a part of a solicitation amendment, L.1.3. is updated to state, "If the offeror wishes to identify a remittance address other than the address shown in Block 15A of the SF 33, check block

15C of the SF33 "and add the alternate address in the electronic offer sheet (Section J, Attachment 1).

Yes

16 CMMS What CMMS is used at the Facility? The RFP References

Maximo once.

Solicitation C.9.4 Technical FMSP Maximo is the CMMS in use for both buildings. No

17 CMMS Please provide how many Seats will the Client need for access to the CMMS system and at whose expense.

Solicitation C.9.4 Technical FMSP The Government will provide access to Maximo, the CMMS system in use, to all Contractor employees with a need at no cost to the

Contractor

No

18 CSD Where will the customer service desk/administrative support person be located?

Solicitation Page 66, C.9.3, Service Request and

Administrative

Support/ Customer

Service Desk

Technical FMSP The Customer Service Desk will be located in the A.V. Bryan building. Currently the CSD is in the basement of the building, however, in the future, pending the availability of space, the

CSD will be co-located in the GSA office.

No

19 Custodial Can the Government provide historical data on the total hours spent on custodial service calls?

N/A C.22.1 Technical FMSP The Government has provided the Service Call histories as part of the Bidder's Library.

Additional data regarding Service Calls is not available.

No

20 Custodial Can the Government provide more detail on the custodial duties required to respond to special events.

Solicitation C.2.45 & C.22.1 Technical FMSP Generally, the "Special Events" referenced are meetings or parties where the Custodial vendor would assist with setting up the room and arranging chairs, etc.

No

21 Custodial What is the Cleanable Square Footage (CSF) for the AV

Bryan Courthouse?

N/A N/A Technical FMSP Please refer to the Bidder's Library posted on

FBO for a copy of the cleanable square footage report for the A.V. Bryan Courthouse.

No

22 Custodial What is the Cleanable Floor Square Footage by Floor Type for the AV Bryan Courthouse?

N/A N/A Technical FMSP The cleanable square footage by floor types is not available.

No

Document Location

Type of Question

(Technical, Admin, General)

Division

Responsible for

Answering Answer

Included a

Change in the

Solicitation

23 Custodial Please confirm that only the Bryan Courthouse requires custodial services under this solicitation; and that the

Bostetter Courthouse does not require custodial services.

Solicitation C1.1 General FMSP The successful offeror will not be required to provide Custodial services at the Bostetter

Courthouse. Please refer to the Solicitation, section C.1.1 "Service Responsibility Matrix" for a full list of requirements at each site.

No

24 Custodial Verify scope of window cleaning. Solicitation C.47.1.15, C.47.2.3, C.48.2 and C.48.3

Technical FMSP Please refer to the Solicitation, sections

C.47.1.15 and C.47.2.3 for the window cleaning requirements.

No

25 Custodial Due to the ceiling heights, what height are the cleaning crew responsible for?

Solicitation C.47.1.9 General FMSP Please refer to the solicitation section C.47.1.9. No

26 Custodial Who Provides the Custodial Services at the Bostetter

Courthouse?

N/A N/A General FO MVLE, Inc. is the current AbilityOne contractor at the Bostetter Courthouse.

No

27 Custodial What is the quantity and approximate aggregate square footage of windows/plate glass that require interior cleaning annually?

Solicitation Page 117, C.47.1.14, Plate Glass and

C.47.1.15, Interior

Window Washing

Technical FO A.V. Bryan has 641 windows with the square footage totaling 55,037.70 sf, (this includes interior and exterior sq footage). The Bostetter building has 96 windows, with the square footage totaling 5,714.24 sf, (interior and exterior).

No

28 Custodial Will the Government provide the Building Information

Sheets to show cleanable sf, number of windows, square footage of grounds by type (Grass, landscaped, etc.), number of trees, number of repairs, occupancy levels, operating hours, number of service calls, dates of last key preventive maintenance actions (e.g., 3 yr electrical, 3 yr eddy current, 5 yr obstruction, 6 yr fire extinguisher) and other building data pertinent to the preparation of proposals?

N/A N/A Technical FO All information the Government can provide is posted in the Offerors' Library on FBO.

No

29 Custodial Can the Government provide a count of all restrooms including the number of lavatories, toilets, and urinals.

Solicitation C.44 Custodial and

Related Services

General FO This information is not available at this time. All current information has been posted to the

Offerors' LIbrary.

No

30 Custodial Section lists a specification for cleaning Data Center

Flooring and the CSF file lists square footage labeled as

Computer. Do these areas have Data Center Flooring? Is the Data Center Flooring raised? If so, is there a requirement to clean under the raised flooring. If so, please provide details and frequencies.

Solicitation C 47.1.2 Floor Care Technical FO The only area with raised flooring is on the 2nd floor of the A.V. Bryan Courthouse. There are no cleaning requirements for underneath the flooring.

No

31 Custodial Section lists a specification for cleaning Granite and Marble

Floors. Please provide floor plans detailing the location and square footage of such flooring for each site.

Solicitation C 47.1.2 Floor Care Technical FO The requested information is not available. No

32 Custodial Section does not list a specification for cleaning and maintaining Terrazzo flooring. Please provide floor plans detailing the location and square footage of such flooring for each site and specifications for cleaning and maintaining such flooring.

Solicitation C 47.1.2 Floor Care Technical FO The requested information is not available. No

Document Location

Type of Question

(Technical, Admin, General)

Division

Responsible for

Answering Answer

Included a

Change in the

Solicitation

33 Custodial Section lists a specification for cleaning wood floors. Please provide floor plans detailing the location and square footage of such flooring for each site.

Solicitation C 47.1.2 Floor Care Technical FO The requested information is not available. No

34 Custodial According to the CSF files for each site, there are holding cell areas at each site. These were not shown to bidders during the site visits. Will the Government provide pictures, floor plans and details of the maintenance and cleaning requirements for these areas?

Solicitation C.44 Custodial and

Related Services

Technical FO & FM The requirements of section C.47.1.5 have been amended to include language pertaining to the cleaning requirements for Holding Cells. There are 24 holding cells total. Floor plans will not be provided.

Yes

35 Deficiency List Are deficiencies noted on the initial deficiency list reimbursable to the contractor?

Solicitation C.5 General FMSP Please refer to the solicitation, section C.5. The successful offeror is responsible for noting initial deficiencies.

No

36 Electrical This section implies that the contractor is required to verify the accuracy of existing electrical circuit labeling throughout both buildings and correct all deficiencies within the first year of performance. If correct, this further implies that the

Government recognizes this is an existing deficiency. If that is not the Government’s intent, please clarify. If that is the intent of this section, will the Government reimburse the contractor for the cost of this service?

Solicitation Section C.20

Labeling of Electrical

Circuits

Technical FMSP The purpose of C.20 is to ensure that the

Contractor "establish and or maintain an electrical labeling program that addresses added or modified circuits." The requirement is stated such that the Contractor shall demonstrate their program for updating and establishing the labeling program and updating single line diagrams within the first year of performance.

The Government has stated it may take time and is not expected to be completed in the first year. Additionally, it is important to note the wording is clear this is for "added or modified circuits" and the "single line diagrams must be updated as necessary". Costs associated with meeting all the requirements not listed as above standard iservices should be factored into the base price for standard services.

No

37 Electronic Offer

Sheet

Amend 1 Section J Attachment 1, Electronic Offer Sheet:

Integrated Pest Management (IPM) is included in Standard

Services CLIN items X013/X014 (Cleaning and Related

Services) for AV Bryan. IPM is also required for Bostetter, but Bostetter does not have a Standard Services CLIN for

Custodial and Related Services like AV Bryan. Under which

Standard Services CLIN item for Bostetter should Offerors price IPM?

Solicitation Section J, Atch 1

(Offer Sheet)

Admin Acquisition The electronic offer sheet has been amended to include a CLIN for IPM at Bostetter (reference

Amendment 0002 replacement of Section J, Attachment 1 Electronic Offer Sheet).

Yes

38 Electronic Offer

Sheet

Amend 1 Section J Attachment 1, Electronic Offer Sheet:

According to PWS C.51, the Contractor is responsible for the collection and transportation of tenant generated waste and recycling materials to designated holding areas/containers for AV Bryan but not at Bostetter. This is essentially part of the routine custodial tasks at AV Bryan.

Can this service at AV…