PreproposalMinutes.pdf

PRE-PROPOSAL CONFERENCE/SITE VISIT

THURSDAY, MAY 3, 2018, 9:00AM EASTERN TIME

OPERATION AND MAINTENANCE SERVICES AT

LOCATION 1: UNITED STATES FEDERAL BUILDING

600 CHURCH STREET

FLINT, MI 48502

LOCATION 2: SOCIAL SECURITY ADMINISTRATION OFFICE

611 E GENESEE AVENUE

SAGINAW, MI 48607

SOLICITATION 47PF0018R0040

Please note: Agenda items are in black font. Meeting minutes are in blue font

The meeting commenced at 9:15am, with agendas and sign-in sheets being passed around to the potential offerors in attendance. The following members of the Government team were in attendance:

Mark McCready, Supervisory Property Manager

Gina Morey, Property Manager and Contracting Officer’s Representative (COR) Ronald Sieben, Contracting Officer (via phone conference)

Kaye Wierzbicki, Contract Specialist William Vanderjagt, Building Management Specialist

***NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the Request for Proposal (RFP), and all subsequent amendments, posted to FedBizOpps (www.fbo.gov) are binding. If there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.***

The meeting will begin by confirming who is in attendance. Agendas shall be distributed to those in attendance. Attendance sheets and the agenda/minutes of this conference shall be published to FedBizOpps.

Kaye Wierzbicki, Contract Specialist (CS), shall chair the meeting along with Ronald Sieben, Contracting Officer (CO)

The agenda for the conference shall be as follows:

1. Conference attendance and handouts

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Discussion of important requirements of the solicitation

5. Instructions on submission of offers

6. Questions from potential offerors (contractors are asked to hold all questions until this question-and-answer period)

7. A site visit/walkthrough of Location 1

8. Travel time to Location 2

9. A site visit/walkthrough of Location 2

10. Any final questions before concluding the meeting

AGENDA

This is a pre-proposal conference for Solicitation 47PF0018R0040 for recurring Operations and Maintenance Services at the U.S. Federal Building in Flint, MI and the Social Security Administration Office (SSA) in Saginaw, MI.

The purpose of this conference is to allow contractors the opportunity to ask questions regarding the solicitation. As a result of this meeting, a copy of the minutes including questions, answers, and sign-in sheet will be posted on FedBizOpps (fbo.gov).

Offerors’ participation is encouraged. The conference will provide opportunity for discussion of the nature of the work, as well as to answer questions concerning contract provisions and requirements.

II. GOVERNMENT TEAM AND ROLES:

Contract Specialist (CS) – Kaye Wierzbicki, (612) 222-4138; kaye.wierzbicki@gsa.gov

The CS’s role is to handle any contractual matters on a day-to-day basis. The CS will escalate any issues to the Contracting Officer when necessary.

Contracting Officer (CO) – Ronald (Ron) P. Sieben, (612) 725-3018; ronald.sieben@gsa.gov Section C.2.16: “Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.”

Property Manager/Contracting Officer’s Representative (COR) – Gina Morey, (616) 456-2220;

gina.morey@gsa.gov

Section C.2.17: “Contracting Officer's Representatives (COR) or their designee shall be appointed by letter from the CO. CORs or designees will be the primary Government representatives for the administration of Contract, shall have proper training and experience in inspecting contracts, but will not have the authority to modify the contract.”

Supervisory Property Manager – Mark McCready, (616) 456-2501; mark.mccready@gsa.gov

Building Management Specialist -- William Vanderjagt, (616) 456-2359; william.vanderjagt@gsa.gov

Building Management Specialist/Specification Preparer – Enid Castora, (313) 317-9603;

enid.castora@gsa.gov

III. ADMINISTRATIVE MATTERS

A. CONFERENCE PURPOSE

The purpose of the pre-proposal conference is to provide potential offerors with general information about the solicitation. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract, but rather to describe the requirement, highlight some specific sections of the solicitation, review the source selection procedures, and discuss the security requirements that will be required of the successful awardee.

Any oral responses to questions raised during the conference are not to be construed as an official answer.

All questions presented prior to, during, and after the meeting, as well as the official answers, will be documented in writing and published to the solicitation package posted on FedBizOpps (www.fbo.gov).

mailto:kaye.wierzbicki@gsa.gov mailto:ronald.sieben@gsa.gov mailto:gina.morey@gsa.gov mailto:mark.mccready@gsa.gov mailto:william.vanderjagt@gsa.gov mailto:enid.castora@gsa.gov

B. QUESTIONS, ANSWERS, AND ATTENDANCE SHEETS

Any questions following the conclusion of the meeting must be submitted in writing to the Contract Specialist, Kaye Wierzbicki, at kaye.wierzbicki@gsa.gov. Questions must be submitted at least ten (10) days prior to the solicitation closing date to guarantee a response. All questions will be answered in writing via publication to FedBizOpps. The sign-in sheet of this Pre-Proposal Conference meeting will also be posted to FedBizOpps (www.fbo.gov).

C. WAGE DETERMINATION BASED ON A COLLECTIVE BARGAINING AGREEMENT

Offerors are cautioned that the Wage Determination included in this solicitation is based upon an existing collective bargaining agreement (CBA).

D. SYSTEM FOR ACQUISITION MANAGEMENT (SAM) REGISTRATION

In accordance with FAR Parts 1, 2, 4, 13, 32, and 52 contractors must have an active profile in the SAM database prior to award of any contract, basic agreement, basic ordering agreement, or blanket purchase agreement. No award will be made to any contractor without an active profile in SAM.

***BE ADVISED: If you are registering a new entity in SAM.gov, you must provide and mail an original, signed notarized letter stating that you are the authorized Entity Administrator before your registration will be activated. If you are updating, or renewing your registration in SAM.gov after 4/27/18, you must also provide a notarized letter before your updated registration will be activated. Please contact the Federal Service Desk at www.fsd.gov for additional questions or assistance.

E. SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238220 with a size standard of $15.0 million dollars. This procurement is a Total Small Business Set-aside. All small businesses are encouraged to submit offers.

It is the offeror’s responsibility to monitor the FedBizOpps website for updates to the RFP that have been issued through an amendment.

All proposals submitted must acknowledge all amendments to the solicitation. Failure to do so may result in the disqualification of the offer as being non-responsive.

This is a negotiated procurement. Therefore, there will not be a public opening of the offers received.

Also, contractors cannot obtain the pricing associated with any offers received, with the exception of the awardee’s pricing.

The contract contemplated by this solicitation will have one 6-month base period with four 1-year option periods:

• Base Period: September 1, 2018 – February 28, 2019

• Option Year 1: March 1, 2019 – February 29, 2020 (Leap Year)

• Option Year 2: March 1, 2020 – February 28, 2021

• Option Year 3: March 1, 2021 – February 28, 2022

• Option Year 4: March 1, 2022 – February 28, 2023

The proposal closing date and time is Thursday, May 17, 2018 at 2:00 p.m. Central time.

IV. DISCUSSION OF IMPORTANT REQUIREMENTS OF THE SOLICITATION

mailto:kaye.wierzbicki@gsa.gov

B.1 Description of Services The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, equipment and subcontracts necessary to provide Operation and Maintenance and related services described in this solicitation, including inspection, testing, and maintenance of all fire protection systems.

This contract is being solicited as a recurring services contract with a six-month base period, with four additional option periods of one year each.

Below is a list of some important points and requirements that we wanted to highlight in this conference.

Please note however that this list is not inclusive; you are advised to carefully read the entire Solicitation in order to be fully aware of all requirements, provisions, and clauses.

C.6. Phaseout Transition Period When the Contract ends, the Contractor shall cooperate with the incoming Contractor during a phase-out period. For planning purposes, the Contractor shall assume a phase-out period of 30 days.

C.7. Deficiency List Completion and Withholding Of Final Payment The Government may create a deficiency list of unmet Contractual requirements at or near the time of termination of the Contract. The Government may employ the services of another Contractor in the development of the list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item.

C.8.1 The Contractor will be required to take all appropriate measures to maximize the life expectancy of the equipment, systems, infrastructure and property. At a minimum, the Contractor shall have a journeyman mechanic(s) on-site as follows:

• Location 1: At a minimum, 3 Days a week, 4 hours per day, the contractor is to start between the hours of 7:30am – 8:30 am.

• Location 2: At a minimum, 2 Days a week, 1 hour per day. Days to be approved by COR.

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 new equipment and associated preventive maintenance data in the appropriate format will be covered in the GSA provided training.

C.8.5.2 NCMMS Start-Up Contractor shall complete Government provided NCMMS training. Contractor shall be responsible for facilitating/conducting and documenting new employee NCMMS training, refresher, and remedial training as necessary ensuring all personnel tasked with inputting data into NCMMS have been trained.

Contractor shall initiate NCMMS Initial Start-up activities upon notification by GSA that the NCMMS is available for use. Contractor will have 60 days following the Government furnished training to complete the start-up/ transition activities listed below. Following the 60 day period the contractor will exclusively use the Government furnished NCMMS, unless exemptions are granted by CO or Designee.

C.8.6 Quality Control Program

A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE

CONTRACTING OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

C.11. Monthly Progress Reports On a monthly basis, not later than the 5th working day of the subsequent month, the Contractor shall submit a monthly progress report using NCMMS data, describing the status of maintenance operations as of the day of the performance month. The report shall be submitted to the by the 5th working day of the subsequent month.

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. [. . .] Requests that involve emergency call back outside of normal working hours must be authorized in advance by the CO or designee.

C.23.2 Emergency Service Request [ . . .] The Contractor shall respond to emergency service requests immediately, but no more than 1 hour from the time of notification. The Contractor shall remain on the job until the emergency has been resolved or adequate temporary repairs have been made. If the emergency cannot be fully resolved, the Contractor must notify the CO or designee and provide as part of the service call.

C.23.3 Emergency Call Back (after hours) [. . .] The Contractor shall respond to the emergency service request immediately but no more than 1 hour from the time of notification. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made

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 to maintenance related calls, and respond within 1 hour to the Fire Protection System requests for service, at the time of notification during normal working hours.

C.24. Tours C.24.1 General The Contractor shall tour major building equipment at set frequencies. Log sheets associated with major operating equipment shall be completed at the time of tours and the information recorded in the CMMS, if applicable.

C. 40. Repairs C.40.1 General Repairs are handled on a shared liability basis (See shared liability math example in C.40.5 Repair Shared Liability Example). 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.

All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during the course of this

Contract shall be of comparable or higher quality. Energy-consuming items shall be the most efficient in their class.

C.40.2 Non-reimbursable Repairs A non-reimbursable repair is a repair requiring no more than $1,000. The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs.

Nonreimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs shall be completed within 3 days of identification of the problem unless an extension is approved by the CO or designee.

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 $1,000. (See repair shared liability example below)

C.44 Submittals Chart (Contractor Deliverables) ***Please take note of the administrative/submittals requirements in the Chart listed in Section C.44 of the RFP. ***

V. INSTRUCTIONS ON SUBMISSION OF OFFERS

The proposal closing date and time is Thursday, May 17, 2018 at 2:00 p.m. Central Time.

Offerors shall submit with their offer the following documents:

• FAR 52.204-8 Offeror Representations and Certifications (Section K)

• FAR 52.209-7 Information Regarding Responsibility Matters (Section K)

• Standard Form 33 – Solicitation, Offer, and Award (Section A)

• Section B – Supplies or Services and Prices Offer (Section B)

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References (Attachment A, in Section L)

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

• Cost Proposal Worksheets (See Section K and Attachments)

At this point, potential offerors asked a series of questions. Please see Question-and-Answer attachment for the list of questions asked as well as the Government Team’s responses.

Following the question-and-answer period, Location 1 was toured. Following the site visit, there was a 1-hour break to allow all parties to travel to Location 2. Location 2 was then toured.

VI. ADDITIONAL QUESTIONS

Once again the proposal closing date and time is Thursday, May 17, 2018 at 2:00 p.m. Central Time.

Please feel free to contact me if there are any questions at kaye.wierzbicki@gsa.gov. Thank you very much for attending the pre-proposal conference.

An attachment will be posted to FedBizOpps (www.fbo.gov) with the minutes of this meeting.

Following the tour of Location 2, the meeting concluded with a few final reminders. Potential offerors were reminded of the proposal due date of May 17, 2018 at 2pm Central Time; the due date to submit additional questions in writing (10 days prior to the solicitation closing); and the fact that all amendments to the solicitation must be acknowledged and that offerors are responsible for monitoring FBO for amendments. Offerors were also referred to GSA Form 1602 – Notice Concerning Solicitation (aka “The Finger Page”) for instructions and recommendations regarding the electronic submission of offers. Offerors were reminded that offers will not be accepted in hard copy and must be submitted electronically. Offerors were then thanked for their participation and the meeting was concluded.

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