Cargo_Pre_Pro_Agenda.pdf

U.S. General Services Administration Northern Services Contracting Branch

Acquisition Management Division 230 S. Dearborn St, Suite 3500

Chicago, IL, 60604

Pre-Proposal Conference Agenda

Solicitation: 47PF0018R0075 Operations and Maintenance Services

April 19, 2018 1:00 PM EST U.S. Customs Cargo Inspection Facilities

2810 West Fort Street Detroit, MI, 48216

NOTICE: No oral or written statement made by a Government representative during this pre-proposal conference can add to, modify or otherwise vary from the written provisions of the solicitation and/or amendments. Any changes or clarifications made as a result of this meeting will be issued as a formal written amendment to the solicitation.

1. General

This procurement is a 100% Small Business Set-Aside. The NAICS code for this requirement is 238220 with a Small Business Size Standard of $15.0 Million.

2. Current Contractor

The current contractor is Penobscot Support Services, LLC located in Indian Island, ME.

3. Project Team

Contracting Officer: Ronald P. Sieben Contract Specialist: Hunter Van Horn Contracting Officer’s Representative (COR): Dennis Turzak Facilities Operations Team (FOT): Suzanne Nelson

4. Performance Period/Price Adjustment

This is a firm fixed-price contract with the possibility of lasting five years (one year base and four option periods of one year each). Performance for the base year of the contract is expected to begin on or about August 1, 2018.

The contract price may be adjusted at each option period in accordance with the Fair Labor Standards Act with the actual increase or decrease in wages and fringe benefits determined by any changes to the wage determination/Collective Bargaining Agreement. Therefore, all option year pricing must be based on the pricing in the current wage determination/Collective Bargaining Agreement.

5. Labor

All the contractors’ labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

6. C.1.1 Scope 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 of the U.S. Customs Cargo Inspection Facility.

Buildings Located within the Property Line of the U.S. Customs Cargo Inspection Facility

1. U.S. Customs Cargo Inspection Facility

2. VACIS Buildings

3. Broker Building

4. USDA Canopy

5. NII Gantry

a. Electrical systems and equipment.

b. Mechanical, plumbing, (where systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account, an HSPD-12 card and complete all GSA online university required courses to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

If a Contractor with ENT and/or Citrix access no longer needs that access (leaving the contract, contract terminating, etc.) the Contractor must let the COR know immediately so IT can be contacted an access can be removed.

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. BMC 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. N/A - Mechanical equipment for window washing (wall glider, tracks, davits, pedestals and associated equipment).

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

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

k. N/A - Elevator and vertical transportation systems, including locks and keycard systems

l. N/A - The Contractor shall maintain all fixed equipment and systems, including playground equipment associated with the Child Care Center. The Contractor shall repair systems upon request and according to work items identified by the annual Child Care Center survey.

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

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

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

p. The Contractor shall maintain kitchen/concessions area drains.

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

7. C.1.2 The Contractor Shall

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building.

c. Implement an effective Quality Control Plan (QCP).

d. Implement an effective service call system, as specified under the Special Requirements section of this contract that results in prompt, professional, and courteous resolution of tenant concerns.

e. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or designee.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products.

g. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15. Personnel Qualifications).

h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO or their designee a price proposal for such change. If the CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be issued.

i. The Contractor shall maintain the machinery spaces, shops and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms including floors and the equipment located within the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment.

j. Replacement Air Filters. The Contractor shall use high efficiency air filters when replacing the filters in air handlers and other equipment that utilize air filtration. The Contractor shall only use air filters with known Minimum Efficiency Reporting Value (MERV) as defined in the ANSI/ASHRAE Standard

52.2 and required in accordance with the most current GSA P100. Where available, filters must have a factory installed antimicrobial coating. If filter media without antimicrobial coating are the only ones available, the spray-on antimicrobial coating must be applied.

The Contractor shall replace air filters with the air filters that generally have the highest MERV value consistent with the CFM of the fan. The Contractor must maintain minimum ventilation standards in ASHRAE Standard 62. Prior to installation, the COR must approve the filters to be used.

Filter Monitoring. The Contractor shall report on their procedure for monitoring to ensure that the filters are changed as recommended by the manufacturer.

Employee Protection. Employees changing filters shall comply with existing OSHA requirements regarding the use of appropriate protective clothing and respiratory protection.

Disposal of Used Filters. The Contractor shall dispose of used filters following routine maintenance procedures. The Contractor will be advised by the COR if additional precautions need to be taken regarding handling and disposal of filters. This determination will be made based the risk level associated with the facility and whether evidence exists of a previous contamination incident or credible threat to the facility. If there is a reasonable expectation that contamination has occurred, the COR will instruct the Contractor to handle and dispose of used filters as hazardous material. If the Contractor has reason to suspect the filters contain hazardous material, the Contractor shall notify the COR before disposing of the filters. In the event hazardous material disposal procedures are required, the Contractor shall request written approval from the COR and provide a cost estimate for disposal. The Contractor shall separately invoice for approved hazardous material disposals.

k. Tenant agency furniture and office equipment in the Contractor's immediate work area shall be moved and protected by the Contractor and returned to its original location once work is completed. If the Contractor's work will not allow furniture and office equipment to be replaced to its original location, new locations will be designated by the COR or the tenant agency head. The Contractor is responsible for repair or replacement due to damage as a result of moving agency furniture or office equipment.

l. Paper, soap, and hand-sanitizer dispensing equipment in restrooms.

m. Lawn sprinklers.

8. C.1.3 Excluded from this scope are

a. Security systems (does not include mechanical components of the door closers, keepers, hinges, etc.)

b. Telecommunication systems.

c. Tenant agency owned equipment NOT specifically identified on the Tenant Agency Owned Equipment

List.

d. Furnishings (not installed as fixtures).

e. Kitchen appliances and equipment (but ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope).

f. Equipment owned by servicing public utilities.

g. Upgrade of software and software licenses for NCMMS.

h. Fitness center equipment.

i. Additional services as needed by various building tenant agencies.

9. 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. The purpose of this inspection is for the Contractor to identify existing deficiencies that exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Contractor must identify the individual items or components which are deficient and each item must be priced separately. The Contractor must demonstrate a solid basis for their determination and may not simply speculate on the condition. The Contractor also may not identify entire systems or features. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other Contractors.

The existing deficiency report shall not include any items that would be replaced, repaired, or adjusted during the performance of normal preventive or predictive maintenance and operations.

The Contractor must submit an initial deficiency list report not later than 30 days prior to contract performance.

10. C.5.3 Transition Phase Startup The Contractor shall provide within 15 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.

During this period the Contractor shall:

a. Revise and submit to the CO or their designee by the end of the startup phase an updated building operating plan.

b. Inspect the condition of all equipment and systems for which the Contractor will assume responsibility.

c. Review work order history and equipment inventory information.

d. Complete the government-furnished NCMMS training, if available.

e. Review and update the preventive maintenance schedule. The new preventive maintenance schedule shall be based off of the last time PMs were performed.

f. Develop and submit to the CO or their designee by the end of the transition phase the initial deficiency list report, including an itemized estimate for correcting each deficiency as described in Section C.4., Existing Deficiency Inspection/Initial Deficiency List.

g. Complete the Annual Energy and Water Efficiency Report as described in Section C.21.6 Energy and Water Efficiency.

11. C.8.1 Staffing 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.

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, to respond to service calls at all five locations, between the hours of 5:30 a.m. to 11:00 p.m., seven (7) days per week.

12. 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.

13. C.23.3 Emergency Call Back (after hours) Emergency call back requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, including, but not limited to: broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning, heating problems or fire alarm malfunctions, etc., or any work considered by the CO or their designee to be of an emergency nature.

The Contractor shall respond to the emergency service request immediately but no more than thirty (30) minutes 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. Permanent repair shall be governed by the repairs provisions in this document. The Contractor shall provide a written accounting of any emergency call back, to include costs incurred and plan for permanent correction of the problem, to the CO or their designee the morning of the next working day. If additional labor is required when emergency call-back services are provided during other than normal operating times, the Contractor will be paid at the hourly rate specified in Section B of this contract.

14. 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. The Contractor shall immediately notify the CO or their designee if the routine service call cannot be completed within the specified timeframe. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will complete the call the following business day.

15. 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 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.

16. 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 5 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.

17. 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 $2000 (See repair shared liability example below).

18. Section B Pricing Table Note 5 Note 5: Preventive maintenance of tenant owned equipment specifically identified on the Tenant Owned Equipment List is included as part of the standard services. Do not include any cost to repair tenant owned equipment identified on the Tenant Owned Equipment List. Repair of tenant owned equipment when ordered by the CO or designee will be priced in accordance with the Additional Services pricing.

19. SECURITY CLEARANCE PROCESS (H.1)

An overview of the process to obtain federal security clearances can be found in Section H.1. It will be your responsibility, should you be awarded this contract, to initiate security clearances within the required timeframe.

Unnecessary delays could prevent this contract from starting and could result in termination.

20. PERSONNEL QUALIFICATIONS (H.15)

Refer to section H.15 for specific information related to personnel qualifications. See Section L.6. for Instructions for submitting proposed personnel qualifications in the technical proposal.

21. 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.

Note: The Government intends to evaluate proposals and award a contract without discussions with offerors.

Therefore, the offeror's initial proposal should contain the offeror's best terms. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government reserves the right to make an award to other than the lowest priced offer if it is determined that to do so would result in the best value to the Government.

22. M.2 PAST PERFORMANCE

The relevant past performance references contacted will be evaluated with an adjectival rating, which in turn will be translated into a numerical score, as indicated in the chart below. The numerical scores will then be averaged for a composite score. The composite score may fall anywhere along this scale, for example, a 4.5.

ADJECTIVAL RATING NUMERICAL

SCORE DESCRIPTION

Excellent 5 Past performance significantly exceeds in all aspects of the requirements; high probability of success; no significant weaknesses.

Very Good 4 Past performance exceeds, to varying degrees, one or more of the requirements.

Satisfactory 3 Past performance meets, in all aspects, the requirements.

Marginal 2 Past performance does not meet all requirements.

Unsatisfactory 1 Past performance does not meet any of the requirements.

Neutral Did not submit the minimum number of relevant past performance references and no other relevant references could be obtained by the contracting officer

FAR 15.305(a)(2)(iv) states, “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.” Therefore, failure of the offeror to provide a minimum of three relevant references that meet the criteria listed above, and/or the inability of the Government to complete a minimum of three reference checks, after making a reasonable effort to do so, will result in the offeror being rated as “neutral” on the past performance factor.

23. 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.

24. Bonds and Insurance Bonding and Insurance is required, please see the solicitation to ensure compliance with this requirement.

25. Proposal Submission Deadline Offers are due May 4, 2018 at 3:00PM (CST), electronically only, to the attention of Hunter Van Horn and Ronald P.

Sieben at hunter.vanhorn@gsa.gov and ronald.sieben@gsa.gov, as specified in item 8 of the SF33.

List of all Document Required

• FAR 52.209-7 Information Regarding Responsibility Matters (Included in GSA Form 3501 and 3502 Solicitation Provisions)

• Standard Form 24 – Bid Guarantee

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References

• Cost Proposal Worksheets

Ensure your SAM.gov records are active, accurate and complete based on the NAICS code assigned to this procurement (238220).

The offeror should also ensure that company name and address information stated on any proposal document is an exact match with the information in SAM.gov.

Vendor must have valid and current SAM Database registration.

26. CHANGES TO THE SOLICITATION

Any change to the solicitation will be issued by amendment. Offerors will be responsible for monitoring FedBizOpps for amendments and/or additional information. Amendments must be acknowledged by the offeror.

mailto:hunter.vanhorn@gsa.gov mailto:ronald.sieben@gsa.gov

27. QUESTIONS

Questions regarding the solicitation must be submitted in writing to Hunter Van Horn, Contract Specialist, at hunter.vanhorn@gsa.gov no later than Tuesday, April 24, 2018. All questions and answers will be posted on FBO.

mailto:hunter.vanhorn@gsa.gov