Youngstown_O&M_Preproposal_Agenda_1.19.18.pdf

RFP 47PF0017R0090

O & M MAINTENANCE SERVICES

Thomas Lambros FB USCH & Nathaniel Jones FB USCH Youngstown, OH

PRE-PROPOSAL CONFERENCE

REQUEST FOR PROPOSAL - RFP 47PF0017R0090

OPERATIONS AND MECHANICAL MAINTENANCE SERVICE

Nathaniel Jones FB USCH 10 E Commerce Street Youngstown, OH 44503 Thomas Lambros FB USCH 125 W Market Street Youngstown, OH 44503

Jan 19, 2018 11:00 am EST

Welcome:

Introductions:

Connie Bilek-Hammond- Contracting Officer, Nicholas Infantino - Property Manager, ACOR (Alternate Contracting Officer’s Representative), Kathy Lease - Supervisory Property Manager, COR ( Acting Contracting Officer’s Representative for Rebecca Lane), Elizabeth Pena – Facilities Operations Team, Sarah Jayjack – Supervisory Contracting Officer Jenna Berg - Contract Specialist

Please make sure you sign in on the sheet which is circulating.

Disclaimer: No oral statement made by a government representative during the pre-proposal conference, nor any written record of such oral statements as may be made and subsequently furnished to the offeror, will be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the Request for Proposal (RFP) including but not limited to specifications and written amendments to the solicitation. In the event discussion or questions raised during this meeting indicate a need to modify the RFP, an amendment to the solicitation will be issued in writing and must be acknowledged in the same manner and under the same conditions as all other written amendments to the RFP.

General Information:

This is a negotiated procurement. No information regarding offer results will be made public until after the award.

Proposals are due February 6, 2018 (Tuesday) by 12:00 PM (EST)

They should be sent to my attention electronically to connie.bilek-hammond@gsa.gov If you have to send proposals by mail, please contact me first before the due date and use this address:

GSA, PBS, Acquisition Management Division, 201 Superior Ave. Cleveland, Ohio 44114, Attn: Connie Bilek-Hammond.

Mailed proposals will be time stamped and are still due February 6, 2018 (Tuesday) by 12:00 PM (EST).

This Operations and Mechanical Maintenance (O&M) contract is for a base period of 1 year with 4 one year options. Start date is on or about June 1, 2018. Contractor cannot begin work until security clearances have been received and processed and the Notice to Proceed has been issued.

Brief Review of Solicitation:

Section A: Standard Form 33 – Solicitation, Award and Offer – please fill out both pages -- Included

Section B: Pricing for base year and four options (Section B. Line items: The hourly and per job prices will be accepted or rejected at the time of award.) --- Included mailto:connie.bilek-hammond@gsa.gov

Thomas Lambros FB USCH & Nathaniel Jones FB USCH

Section C:

This is a Performance Based Contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the contractor. A high level of effective communication between the Government and contractor is essential. This performance based requirement demands a greater emphasis by the contractor on self- evaluation, robust quality control processes and strict oversight of building operations to ensure the highest level of efficiency. The contractor must closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight.

C.1. SCOPEOF WORK

C.1.1 The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line.

a. Electrical systems and equipment.

b. Mechanical, plumbing,

c. Fire protection and life safety systems and equipment.

d. All Building Monitor and Controls system are within the scope of this contract. These BMC systems may include Building Automation Systems (BAS), Digital Lighting Systems and Public Address Systems, Energy Management Systems or other building controls systems. BM C systems shall be connected to the GSA Network and access to these systems will require GSA ENT network credentials (see section C.35.4.1.1 for details). Contractor shall be responsible for hardware and software for listed systems excluding computerized operating systems (For example Windows Server 2008, Linux, etc.). Software maintenance shall include security patching and minor revision updates as recommended by system installer. A minor revision is an incremental patch or update to the existing software or firmware version with low risk to existing interoperability.

e. Architectural and structural systems, fixtures, and equipment within the site (to the property line).

f. Service request desk operations as identified in Section C.8.4 to include record keeping using a computerized maintenance management system(NCMMS) if available or by other means as well as other administrative functions.

g. Maintenance of landscape irrigation systems.

h. RESERVED

i. Locks, keycard systems, vehicle barrier systems and static and dynamic bollard systems.

j. Dock levelers and roll-up and sliding garage doors.

k. RESERVED

l. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

m. The Contractor shall complete roofing system investigations and repairs.

n. The Contractor shall maintain and repair U.S. flag pole, lighting and pulley system.

o. The Contractor shall maintain vending/kitchens/concessions area drains.

p. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment.

C.2. Definitions

C.2.35 Miscellaneous Work “Miscellaneous work” is routine, minor tasks related to the day-to-day operational requirements requested by the CO or designee and may consist of, but are not be limited to: making door keys; changing locks; hanging pictures and bulletin boards; trimming door bases; and other similar functions. The Contractor may also have to provide consumable materials to complete the request. Miscellaneous work is treated as Service Call hours and shall be accomplished with the time frame specified for routine service calls unless otherwise directed by the CO or designee. Miscellaneous work requested by the CO or designee to be performed during normal working hours is

Thomas Lambros FB USCH & Nathaniel Jones FB USCH included in the Basic Operations and Maintenance price quoted per month on the bid sheet. Miscellaneous work requested to be performed during other than normal working hours will be reimbursable to the Contractor. The Contractor will be paid at the hourly overtime rate quoted when authorized in advance by the CO or their designee.

C.4.1 Initial Inspection The Contractor and the CO or designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that will encompass all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water BMPs (including drains, oil/water separators, etc.) and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement.

C.4.2 Initial Deficiency List The Contractor shall submit an initial deficiency list report in accordance with paragraph C.4. to the CO or designee.

Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause in this document. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for 5 days. Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this Contract, unless equipment is operational and cannot be secured and inspected.

C.5.3 Transition Phase Startup The Contractor shall provide within 30 days of transition startup services prior to the Contract start date to assist transitioning between Contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition.

C.8. General and Administrative Requirements C.8.1 Minimum staffing and ability to contact and communicate with the CO or designee. These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract.

They are not intended to be, nor shall they be construed as, limiting specifications or requirements.

This requirement is not intended to restrict the Contractor’s approach to successful performance of the contract work with maximum economy and effectiveness. This requirement is included strictly for the purpose of ensuring the Contractor will be available as specified at the site to respond to service calls. The determination of the actual resources to be utilized for the performance of all services specified herein is the sole responsibility of the Contractor.

C.8.5.1 Use of Government Provided CMMS (NCMMS) The Contractor must provide all hardware and software necessary to access and fully utilize the NCMMS. The Government will provide access to the NCMMS software. The Contractor shall use NCMMS to identify, track, and schedule preventive maintenance work, service requests, and equipment inventory. The Contractor shall track historical maintenance and repair activities, including but not limited to: work order log entries, failure codes, tasks, man-hours, and other costs associated with work completion for each work order received during the performance of the contract. All maintenance and repair activities performed by the Contractor shall have a corresponding NCMMS work order. GSA has pre-loaded equipment inventory and preventive maintenance data in the required format into NCMMS for the location/s covered by this specification. Instructions for adding newequipment and associated preventive maintenance data in the appropriate format will be covered in the GSA provided training

C.8.6 Quality Control Program

A COMPLETE QUALITY CONTROLPLAN (QCP) SHALLBE ACCEPTEDBYTHE CONTRACTING

OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

C.9.1 Building Operating Plan The Contractor shall revise or prepare and submit for approval to the CO or designee, not later than the end of the startup or transition phase or by 30 days after contract start date. A building operating plan outlining their operating and general maintenance procedures for all major building equipment and systems

Thomas Lambros FB USCH & Nathaniel Jones FB USCH

C.10. Equipment Inventory Omissions on existing inventory do not relieve the Contractor fromthe responsibility for the maintenance of the equipment. If the inventory data does not meet Contract requirements, action to withhold payments will take place.

The Contractor may request equitable adjustment pertaining to physical changes in building equipment which occur after the contract start date. This request shall be submitted to the CO or designee.

C.21. Operational Requirements

C.21.1 General The Contractor shall provide building operations services for all systems covered by this Contract, so as to maintain uninterrupted utilities services, and environmental conditioning to tenants during normal working hours, and at other times as described in this document, so as to preserve the asset value of the facility and its systems and to otherwise minimize operating costs to the Government without compromising other Contract objectives or requirements. The Contractor shall be briefed on GSA’s policy regarding overtime utilities to better understand what is considered standard and above standard services.

C.23. Service Requests

C.23.1 General The Contractor shall respond to all types of service requests during normal working hours. The Contractor shall respond to emergency service requests 24 hours per day, 7 days per week. The Government (or, where applicable, the tenant Agency) may transmit work orders to the Contractor for service request verbally, by email, creation of a work order or by generating an automated work order. The Contractor shall respond promptly and in accordance with the response times specified herein.

C.23.2 Emergency ServiceRequest The Contractor shall respond to emergency service requests immediately, but no more than fifteen (15) minutes from the time of notification.

C.23.3 Emergency Call Back (after hours) The Contractor shall respond to the emergency service request immediately but no more than thirty (30) minutes; no longer than (1) hour.

C.23.5 Routine Service Request The Contractor shall respond promptly to routine service requests (i.e. light out, hot/cold space temperature) and complete the required work within two (2) hours of the time of notification during normal working hours.

C.24.3 Tour Frequencies Minimum:

a. DAILY: Major HVAC equipment (when in operation), including boilers, chillers, cooling towers, pneumatic control air compressors, and air handler rooms. Fire alarm system control units (e.g. fire alarm system control units shall not have any unwanted trouble conditions). Steam system reducing and regulating stations. Special HVAC for critical functions.

b. WEEKLY: Distributed HVAC equipment including package units and external condensers, pumps, motors, sewage ejectors, fire pumps, and generators.

c. TWICE PERMONTH: Battery systems and uninterruptible power systems (UPS).

d. MONTHLY: Transformers, secondary electrical rooms, switchgear and primary electrical equipment rooms, condensate drip pans and roofs.

Thomas Lambros FB USCH & Nathaniel Jones FB USCH

C.35. Maintenance Program

C.35.1 General The Contractor shall establish an effective system for scheduling and performing scheduled preventive maintenance on all building equipment and systems requiring a preventive maintenance procedure (PMS Schedule) covered under the scope of this Contract. The Contractor shall submit this system to the CO or designee, including the list of items receiving a preventive maintenance procedure as well as the specific maintenance standard or guide describing the preventive maintenance procedure and frequency (see SectionC.35.2,Maintenance Standard, below), for approval within 5 days prior to Contract start date.

C.39.1 General The Contractor shall maintain, repair, replace, modify, and restore all of the architectural and structural components of the building. In general, these components include walls, floors, doors, windows, docks, levelers, lighting, and all items that are part of or otherwise associated with them. The Contractor shall conduct routine inspection and minor maintenance and repair of interior and exterior architectural and structural systems components. All replacement items and parts shall be either the same quality or better than the manufacturer’s original parts.

C.39.2 Maintenance and Repair The Contractor shall perform all architectural and structural maintenance and repairs or replacements to all equipment, electrical and mechanical systems, structures, architectural finishes, and utilities, located on, within, or beneath, this facility’s interior and exterior extending to the legal property line. The Contractor shall ensure the building is free of missing components or defects that could affect the safety, appearance, or intended use of the facility or could prevent any electrical, mechanical, fire protection and life safety, plumbing or structural system from functioning in accordance with its design intent.

C.39.3 Repair and Replacement Work Repair and replacement work shall be complete, including touch-up painting and operational checks. The quality of the work shall ensure that repaired areas are fully compatible with and match adjacent surfaces or equipment. All replacement items shall be consistent with design documents and match existing equipment in quality, dimension, and material, quality of workmanship, finish, and color.

C. 40. Repairs C.40.1 General The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document. Repairs are handled on a shared liability basis (See shared liability math example in C.40.5 Repair Shared LiabilityExample).

Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contractor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding.

C.40.2 Non-reimbursable Repairs A non-reimbursable repair is a repair requiring no more than $2,000. The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs shall be completed within 1 hours/days of identification of the problem unless an extension is approved by the CO or designee. The work order shall be put into a status field to indicate the nature of any delay, with appropriate remarks.

C.40.3 Reimbursable Repairs Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If a repair exceeds the non-reimbursable repair cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $2,000.00.

Thomas Lambros FB USCH & Nathaniel Jones FB USCH

C.40.4 Miscellaneous Work The Contractor shall provide 0 hours and up to $0 (per location) for parts and supplies. No labor cost shall be included. The Contractor shall furnish the labor, tools and consumable materials as necessary to perform the work. Miscellaneous work may be required for work that makes use of any of the trades normally employed in performing operations and maintenance services under this Contract and does not include tasks associated with the performance of services covered under the scope of this Contract. The Contractor shall create and process NCMMS work orders for all miscellaneous work, and accurately record hours of labor expended.

C.40.6 Approval of Work When the Contractor determines that a repair is needed that exceeds the non-reimbursable repair threshold, the Contractor shall immediately notify the CO or designee. The CO or their designee shall issue an order to the Contractor before the Contractor may proceed with the repair.

C.41.18 Labeling and signage The Contractor shall maintain the labeling of existing equipment, pipes, storage areas, containers, confined space, and workspaces as well as associated signage, in accordance with OSHA standards to ensure labels are visible and not obliterated. Any equipment, pipes, etc., newly installed by the Contractor require labeling and signage per OSHA standards shall be labeled immediately upon completion of the installation and maintained throughout the Contract period.

C.44 Submittals Chart (Contractor Deliverables) - Included

Section D: Packaging and Marking :

D.2. Marking

All information submitted to the CO or the COR, shall clearly indicate the contract number of the contract for which the information is being submitted.

Section E: Inspections and Acceptance:

E.5 - The Cancellation Clause is “Reserved” and has been removed from this contract

Section F: Deliveries or Performance: Building information and statistics

Section G: Contract Administration Data: payments (electronic only) and CPARS requirements

Section H: Special Contract Requirements:

H.3. Suitability Determinations

(a) All contract employees requiring routine unescorted access to Federally-controlled facilities and/or information systems for more than 6 months (Regular Employees) will be required to undergo a suitability determination and receive a favorable preliminary status before a facility identification card is issued. Prior to the time that an identification card is issued, such Regular Employees will be required to comply with normal facility access control procedures, including sign-in, temporary badging, and escorted entry, as applicable.

(h) The award letter to the successful offeror will identify a GSA Security Sponsor for the security clearance process. Upon receipt of the letter, the awardee will immediately contact the GSA Security Sponsor for this contract and provide a Contractor security clearance point-of-contact (POC) for contractor and subcontractor employees. The Contractor POC will be responsible for ensuring timely submittal and accuracy of security clearance applications. He or she will also have the responsibility of monitoring and tracking all security clearance submissions. The GSA Security Sponsor will send additional forms and instructions regarding the security clearance process to the Contractor point-of-contact via email. The Contractor is responsible for fingerprints.

The Contractor POC will be required to submit a list of contractor employees for whom you are seeking security clearances, including their position on the contract, within 14 days of receipt of the award letter. Compliance with the security clearance

Thomas Lambros FB USCH & Nathaniel Jones FB USCH process will be a factor assessed in the Government’s evaluation of contractor performance. Failure to submit all security clearance documents may result in the contract being terminated for default.

Section I: Contract Clauses and Department of Labor wages for Mahoning County :

Please note, that on Jan 12, 2018, Amendment 0002 was posted on FedBizOpps providing the new Wage Determination Rates: 2015-4263, Revision 5, dated Jan 10, 2018.

Section J: Exhibits- Page 135

SECTION J - List of Documents, Exhibits, and Other Attachments

EXHIBIT 1 – J. 1.QUALITY ASSURANCE SURVEILLANCEPLAN (QASP)

EXHIBIT 2 – J. 2. RESERVED

EXHIBIT 3 – J. 3. RESERVED

EXHIBIT 4 – J.4. SUMMARYOFENVIRONMENTALLYPREFERABLEPRODUCTATTRIBUTES

EXHIBIT 5 – J.5. BUILDINGINFORMATION SHEET

EXHIBIT 6 – J.6MONTHLY REPORT TEMPLATE

EXHIBIT 7 – J.7. BUILDINGOPERATINGPLAN TEMPLATE

EXHIBIT 8 – J.8. RESERVED

EXHIBIT 9 – J.9. RESERVED

EXHIBIT10 – J.10.ENERGYANDWATEROPERATIONALPERFORMANCETARGETS

EXHIBIT 11 – J.11. ENERGY ANDWATER EFFICIENCY USE PLAN

EXHIBIT12 – J.12. ENERGY ANDWATER EFFICIENCYMONTHLY REPORT

EXHIBIT13 – J.13. ANNUAL ENERGY&WATER EFFICIENCY REPORT

EXHIBIT 14 – J.14. RESERVED

EXHIBIT 15 – J.15. RESERVED

EXHIBIT16 – J.16. INVENTORY/CMMS

EXHIBIT17 – J.17. PREVENTIVEMAINTENANCESCHEDULEGUIDES

Section K: Representations and Certifications :

SAM (System for Award Management) requirements for Reps and Certifications reporting requirements must be up to date.

Pages 188-191 CONTRACTOR’S COST PROPOSAL FORM WORKSHEET TO BE COMPLETED FOR BOTH LOCATIONS

Section L: Instructions, Conditions, and Notice to Offerors :

Clauses - NEGOTIATED SOLICITATION PROVISIONS

• Bid bond and performance bonds are no longer required

L.4. Inspection of Facility Prospective contractors are encouraged to make an on-site, in-depth review of the facility, equipment, job requirements, etc. Access to the building may be obtained for inspection purposes by contacting the individual named (Kathy Lease, acting for Rebecca Lane) between the hours of 9 a.m. and 3 p.m., Monday through Friday, excluding Federal holidays. The offerors and COR, or their designee, together shall make a complete and systematic examination of the buildings and equipment covered by this solicitation. The examination will be scheduled for a mutually agreeable date.

Property Manager Contact Information:

Kathy Lease, Supervisory Property Manager for both locations:

Supervisory Property Manager Northern Ohio Field Office Ohio Property Management Operations Branch GSA/PBS Southern Service Center Operations Division Great Lakes Region 801 W. Superior Avenue, Suite 7-167, Cleveland, OH 44113

(216) 522-3457 (216) 701-8993 (cell) kathy.lease@gsa.gov tel:(216)%20522-3457 tel:(216)%20701-8993 mailto:kathy.lease@gsa.gov

Thomas Lambros FB USCH & Nathaniel Jones FB USCH Youngstown, OH

• Section L .5. Insurance Requirement

• Section L.9. Offerors Checklist pages

• Attachment A “ Past Performance References” -minimum of 3 and no more than 5 references

Past performance will be considered relevant if it meets all of the following criteria:

1) The contract was for Mechanical O&M services in a commercial or government owned facility.

2) The contract is/was in place for at least two consecutive years.

3) For previous contracts, the contract was completed within five years from the closing date of this solicitation.

4) Has the offeror served as the prime contractor? The Government will not consider past performance information submitted by the offeror regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement.

Section M: Evaluation Factors for Award :

M.1. Basis of Award The Government will award a contract resulting from this solicitation to the responsible offeror whose proposal conforms to the solicitation and provides the best value to the Government based on the evaluation factors. The evaluation factors to be used are total evaluated price and past performance. Past performance is significantly more important than price.

M.3. Total Evaluated Price The total evaluated price will be determined by multiplying prices from Section B - SERVICES, ORDERING, AND PRICES by the quantities listed for each item (including monthly prices and line items inclusive of the BASE period and all OPTION periods). The summation of the resultant amounts will produce a total evaluated price.

This is a Performance based, firm-fixed priced contract.

Review of what is needed in your bid package: SUBMITTALS REQUIRED WITH PROPOSAL:

Offerors shall submit with their offer the following documents:

• Standard Form33 – Solicitation, Award and Offer

• 52.204-8 Annual Representations and Certifications

• GSAForm527 – Contractor’s Qualification and Financial Information

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References (See Section L)

• Subcontracting Plan (N/A to Small Business Concerns)

• Cost Proposal Worksheets for each location

Questions : All questions should be submitted to my attention by email connie.bilek-hammond@gsa.gov by Thursday January 25 by 12:00 pm EST so that answers can be provided in an Amendment on FBO on or about January 29, 2018.

Building Tours mailto:connie.bilek-hammond@gsa.gov mailto:connie.bilek-hammond@gsa.gov