Pre-Qualification_Meeting_Minutes_4.19.2018.pdf

Pre-submission Meeting Minutes

GSA, PBS, Acquisition Management Division

RFQ 47PF0018R0061: Northern Service Center Operations Division, Indefinite Delivery Indefinite Quantity (IDIQ) Contract(s) for Architecture and Engineering (A/E) Services

Thursday, April 19, 2018 @ 9AM and PM, Central Time

These meeting minutes are not intended to reiterate everything discussed during these meetings, but identify those points that may affect an Offeror’s understanding of the Solicitation. Included in the minutes are the sign-in sheets documenting everyone that was in attendance.

The purpose of the pre-submission meetings was to discuss the synopsis/solicitation reference above. Potential offerors were instructed that no statements made by Government representatives during the pre- submissions meetings can add to, modify or otherwise vary from the requirements of the written synopsis/solicitation. In the event that discussions indicate a need to change the synopsis/solicitation, an amendment will be issued via FBO.gov. Introductions were made; those in attendance representing GSA were:

Mariah McGunigle, Preservation Architect Jesse Jones, Contracting Officer Matthew DeLeonardis, Contract Specialist Mark Traeger, Project Manager Nicole Randolf, Project Manager

Mariah started the meeting by thanking all participates for their interest and effort in this solicitation. Also, she explained the concept of design excellence for GSA projects. She introduced the GSA team and asked the contractors to list their name and firm in the dialogue box.

Mariah stated that the goal of these meetings was to discuss some of what makes GSA unique, briefing participants on some of GSA’s policies and procedures so that firms can get a good idea of what to expect from GSA as a client. GSA wishes to establish a successful working relationship with our contractors by establishing GSA’s expectations.

1. WHAT TO EXPECT FROM GSA (Mark)

A review of what to expect from GSA was presented, which included but was not limited to:

a. These contract(s) will be for repair and alterations projects with limited scope engineering and architectural services.

i. 80% of projects are anticipated to have an estimated cost of construction at award (ECCA) of $250,000 or less with performance periods of 120 calendar days or less

b. Some task orders may require a full range of engineering and architectural services with extended budgets and/or performance periods; however, project ECCAs over the current prospectus project threshold (which is currently $2.85M) are not anticipated. He additionally explained some projects may be on historic buildings.

c. A clear and consistent point of contract for GSA projects is crucial communication requirement for working with GSA.

2. GSA’S EXPECTATIONS OF A/E OR E/A TEAMS (Mark)

a. The Government may award to teams led by Architectural and/or Engineering firms

(AE/EA).

b. Well-rounded teams – flexibility to deal with unpredictable issuance of Task Orders

i. Relevant areas of expertise

ii. Depths of experience levels

c. Clear and efficient management plan and team structure

i. Especially when dealing with team members from other firms

d. Quality control Challenges of work with the government and the funding cycle

3. CONTRACT STRUCTURE (Nicole)

a. Multiple Indefinite Delivery Indefinite Quantity (IDIQ)

i. Base Contract Period of 1 year w/ Four – 1 year Options

ii. Minimum Guarantee - $2,500

iii. Maximum Ordering Limitation - $2,000,000

b. Zone 1 – Minnesota and Wisconsin

c. Zone 2 – Michigan

d. Zones 1 and 2 will be required to cover Michigan’s Upper Peninsula.

e. AE/EA’s may submit for both zones, however, within 30 days of awards – teams must have an active production office within the zone to minimize direct travel costs

f. Task Orders Process

i. A team will be selected based on qualifications

ii. GSA Project Manager and/or Contracting Officer will send a scope of work with submissions requirements and the projected schedule – request a proposal

iii. GSA Forms 2630 and 2631

iv. Explained forms and break down of labor hours by discipline for cost

1. FAR 15.404-4(c) – 6% Fee Limitation Pricing for the production and delivery of designs, plans, drawings, and specifications shall not exceed 6% of the estimated cost of construction at award, including fees.

2. Explained briefly the Brooks Act fees and how 6% should not exceed 6% of ECCA.

v. Task Orders shall be overseen or performed by individuals licensed in the relevant discipline, with a current registration in the state in which the project’s construction will occur.

4. SELECTION PROCESS (Jesse)

a. GSA’s selection for A/E contracts is a two-step process. First step is qualifications based.

The current notice is a Request for Qualifications ONLY.

b. Jesse explained 330 and how to find it on the internet (public form)

c. Procurement is a partial set aside for small business concerns. Zone 1 is open to all business concerns. Zone 2 is set aside for small businesses only.

d. Jesse explained Zone 2 team lead needs to be a small biz

e. Must be registered at SAM.gov under the following NAICS codes:

i. 541330 – Engineering Services and/or explained business size requirements.

ii. 541310 – Architectural Services

f. Cover letter should indicate which zone(s) a team would like to be considered for * need to state whether zone 1 or 2 or both.

g. Submissions for each zone will be evaluated independently by a Source Selection Board

* Short listed firms will be interviewed

h. From the qualifications submission – GSA will shortlisted the most highly qualified firms

i. Short-listed firms may be asked to participate in an interview

i. During the second step of the process – shortlisted teams will be required to submit documents and negotiate salary, overhead and profit rates – which will be used to negotiate and award task orders.

Questions / Answers

Q1. How many firms are you intending to short list? When and where are interviews going to be held?

A1. Not a concrete number. It will depend on the quantity and quality of the applicants. 3 awards for Zone1 and 4 awards for Zone2.

Q2. Would you like us to submit SF330 Form Part II?

A2. Yes, Part II is the financial disclosures.

Q3. When will RFI's for bids be accepted until, what is the cutoff date?

A3. GSA is currently only looking for qualifications only at this point. RFIs that firms feel would keep them from submitting a timely qualification package need to be submitted sooner than later. However, GSA will be fielding questions up until RFQ due date.

Q4. Is there a page limit response for our qualifications package? Required font style or size?

A4. The solicitation explains the amount of information to be submitted with the RFQ package.

Q5. Can you give examples of the project types you expect to be issued in task orders as part of this IDIQ?

A5. The solicitation explains the types of work that will likely be ordered. It is Important to know that there is a wide variety of task orders. GSA does not expect a firm to have the ability to do every task on the solicitation. However, each team lead should submit a team that best suits the needs of this RFQ.

Q6. Due to the nature of the project types and design excellence program, does GSA have preference with qualifications of lead designer (interior focus or exterior focus)

A6. GSA is searching for a quality of work that has been thoroughly thought through.

Q7. As an Architectural Firm and Interior firm only, do we have to include an MEP Engineering firm on our RFP?

A7. Work may require skills that an architectural firm only could not handle. Architecture firms can partner with engineer firms. It is also important to highlight the history of successful partnership regarding past performance. Mechanical work is common in GSA’s Region 5.

Q8. Is GSA expecting qualifications from only the lead architecture or engineering firm, or should we build a full team to cover all the disciplines listed in the Solicitation?

A8. GSA doesn’t expect for a firm to have personnel to meet all requirements listed on the solicitation. However, teams must be able to present a team that best suits the needs of this RFQ.

Q9. Approximately when would the short list firms be notified to be moving forth for part II (Interviews)?

A9. Shortlisted firms will be notified by the end of May or early June.

Q10. Will GSA be sharing the meeting minutes?

A10. Yes, they will be posted on FBO.

Q11. Is there any flexibility in the amount of resumes on the sf330 can you go over

A11. Can include more but GSA is only required to evaluate the 6 core team members.

Q12.) Are you circulating the meeting agenda that was showed on the screen?

A12.) It will be posted on FBO.

Attendance: Zone 1

Leann Dockins: IMEG Rebecca Prochaska: Potter Lawson Don Horkey: Don Horkey - DLR Group Dale Grove: Stantec Katie Farchmin: Nagel Architects + Engineers Dan Elenbaas: Kimley-Horn Alita Bergan: Snow Kreilich Architects Anne Ruder: Snow Kreilich Architects John Fiilce: JMF Enterprises,LLC (MKTG Consultant to A-E's, GC's , Developers) Pete Papanikolaou: IMEG Corporation Douglas King: Stantec Andrew Danaher: Stucky Vitale Architects

Attendance: Zone 2

Leann Dockins: IMEG Andrew Danaher: Stucky Vitale Architects John Filice: (JMF Enterprises, LLC -MKTG Consultant to AE"s -GC's - Developers) Tim Purdy - Bill Olsen: U.P. Engineers & Architects, Inc.

Christine Metzler: MPdL Studio John Filice: JMF Enterprises Pete Papanikolaou: IMEG Michael Nicklowitz:Adrian Design Group

Zone 2 Questions:

Q1.) What is a representative project type to be expected in Michigan’s Upper Peninsula?

A1.) GSA owned and other Fed buildings require projects that are listed on the solicitation, for example an elevator external enclosure.

Q2.) Will the agenda and info on my screen be shared with us?

A2.) Yes it will be posted on FBO.

Q3.) How are change-orders handled?

A3.) No change will be issued until acceptance from the GSA Project Manager and must be issued in writing from the GSA Contracting Officer.

Q4.) How many firms do you expect to select in each zone A4.) 4 MI and 3 in MN/WI.

RFQ 47PF0018R0061: Northern Service Center Operations Division, Indefinite Delivery Indefinite Quantity (IDIQ) Contract(s) for Architecture and Engineering (A/E) Services