Benton_Janitorial_Preproposal_Agenda_minutes.pdf

RFP 47PF0018R0104

JANITORIAL AND RELATED SERVICES

Benton FB USCH 301 W Main Benton, IL

PRE-PROPOSAL CONFERENCE MEETING MINUTES

REQUEST FOR PROPOSAL - RFP 47PF0017R0104

Benton Federal Building US Courthouse 301 W Main Street Benton, IL 62812

July 10, 2018 10:00 am CT

Welcome:

Meeting space call in info - 1-866-928-2008 Participant code 385429#

Moderator code: 3854294#

Introductions:

Connie Bilek-Hammond- Contracting Officer, Tom Allsworth- Property Manager, COR (Contracting Officer’s Representative), Leigh Ann Davis - Supervisory Property Manager, ACOR (Alternative Contracting Officer’s Representative), Tina Kink – Facilities Operations Team, James Hill – Property Manager

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 July 26 (Thursday) 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 July 26 (Thursday) by 12:00 PM (EST).

This Janitorial and Related Services contract is for a base period of 1 year with 4 one year options. Start date is on or about December 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 --

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.) ---mailto:connie.bilek-hammond@gsa.gov

SECTION C: DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.2 Objectives and Scope This contract is for custodial and related services as well as Above Standard Services items identified in paragraph B.1.0. Offer for Above Standard Services with a Performance-Based Statement of Work (PBSOW). As a performance-based contract, the requirements are stated in terms of desired results with associated quality standards. The contract consists of two major functional areas: standard services and Above Standard Services.

C.2.0 The Contractor Shall -Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to or incident to, perform and provide the work efforts described in the contract. This work shall be in accordance with all Federal, State and local standards as well as the most current version of all applicable consensus standards including any supplements or revisions. In addition to compliance with these laws, the Contractor shall follow all applicable standard industry practices including, but not limited to the Occupational Safety and Health Act (OSHA) and NIBS.

C.2.1 Cleaning Hours The performance of the cleaning at building(s) shall take place between the hours of 7:00 a.m. and 3:30 p.m., Monday through Friday, excluding Federal holidays, during which time the contractor must have adequate staff onsite. The hours shall not be changed unless authorized by the CO or their designee.

C.3 Green Cleaning The Contractor is required to conduct custodial and related services in a manner as to utilize industry best practices and guiding principles to minimize the Government’s Environmental Footprint. This requires annual reporting of non-bio-based, bio-based, sustainable, and green products and materials.

C.5 Standard Services C.5.1 Interior Services

C.5.1.0 Performance Standards The Contractor through innovation, technology, or other means shall perform the work in this contract to meet the quality and performance standards in this Section. Evaluations of the Contractors work shall be based on the standards in this Section and conducted in accordance with the Government’s ‘Quality Assurance Surveillance Plan (QASP).

C.5.1.1 Floor Care C.5.1.2 Carpets and Rugs C.5.1.3 Floor Mats and Runners C.5.1.4 Restrooms, Shower Rooms, Tenant Break Rooms, Locker Rooms and Holding Cells C.5.1.5 Fixtures C.5.1.6 Surfaces C.5.1.7 Walls C.5.1.8 Dusting C.5.1.9 Trash, Wastebaskets and Ash Receptacles C.5.1.10 Recyclables C.5.1.11 Elevators And Stairways C.5.1.12 Plate Glass C.5.1.13 Window Washing- The interior of all exterior building windows, excluding the lobby, shall be cleaned once annually. The interior of lobby windows shall be cleaned once per month.

C.5.1.14 Blinds and Coverings in Common Areas (Not Including Drapes, Curtains And Unique Coverings) and Building Standard Blinds/Coverings in Tenant Space.

C.5.1.15 Policing Inside Areas

C.5.2 Exterior Services C.5.2.0 Performance Standards

Benton FB USCH 301 W Main Benton, IL

The Contractor shall provide all resources, labor, tools, equipment, transportation, hauling away, disposal, training, supplies, materials, and oversight to ensure that quality and performance standards are successfully achieved.

C.5.2.1 Plate Glass C.5.2.2 Window Washing C.5.2.3 Canopies C.5.2.4 Hard Surface Areas C.5.2.5 Ash Receptacles and Trash Containers C.5.2.6 Surfaces (Signs, Tables, etc.)

C.5.2.7 Graffiti Removal

C.5.2.8 Excrement Removal (Human, Bird and Animal) C.5.2.9 Policing Outside Areas

C.5.3 Snow and Ice Removal The Contractor shall perform snow and ice removal services including removing snow and ice from entrances, steps, landings, sidewalks, vehicular courts, driveways, plaza areas, roadways, parking areas, handicapped accessibility areas and approaches as part of the standard service. This also includes application of snow melt or sand as necessary. This does not include snow and ice removal requiring snow plows or other heavy equipment such as such as front end loaders, backhoes, bobcats. Services requiring this equipment are Above Standard and will be ordered as needed using line item pricing. Clarification – no salt to be used.

C.5.3 Grounds Maintenance

C.5.3.0 Grounds Maintenance Services General: Maintain all plants, trees, shrubs, ground covers, and lawns in a manner that prolongs life and sustains a healthy appearance. The Contractor shall seek to prevent pollution by, among other things, reducing fertilizer and pesticide use to protect the environment, using integrated pest management techniques, recycling green/landscape waste, and minimizing runoff. The Contractor shall use approaches that preserve and protect native plants and wildlife that is entrusted to the Government, and that support habitats for pollinators, including honey bees, native bees, birds, bats, and butterflies.

C.5.3.0 Integrated Pest Management Plan (IPM) The Contractor shall utilize the Integrated Pest Management Plan for controlling pests and disease to ensure that the landscapes, trees, and shrubs are free of disease and pest infestation. See Section C.12.4 Integrated Pest Control Plan.

C.6 Above Standard Services The Contractor shall provide Above Standard Services to fulfill the Government’s intermittent need for work. These services are in addition to the services specified as a standard service and will be ordered by the CO or their designee based on the line item pricing in Section B.1.1. For hourly pricing, the COR will determine independently or in consultation with the Contractor, the number of hours to perform the task. The Contractor shall not divert workforce to accomplish Above Standard Services.

Submit as part of your initial proposal the pricing for the following Above Standard Services in Section B.1.1.

C.6 Service Calls During normal working hours, the Contractor shall provide adequate staff to respond to routine service calls (refer to Section J, EXHIBIT 1). For informational purposes only, custodial related service calls for this building(s) average 8 per month. Contractors shall detail in their Quality Control Plan (QCP) how they will monitor and respond to service calls.

The Contractor shall be responsible for fielding customer calls and creating a ticket for the completion of a task. The Contractor shall make record of each service call including the time the call was received, the nature of the call, name of caller and agency, time the call was responded to, the corrective action taken and time completed. These records shall be submitted to the CO or their designee within 5 business days after the end of each month and must be made available for review upon request.

Service calls received during normal working hours shall be recorded and satisfactorily responded to within two (2) hours. Service calls determined by the CO or their designee to be of an urgent nature (spilled water in traffic areas, absence of toilet supplies, etc.)

shall be handled immediately. If the service call is of an incidental nature, such as a request for spot cleaning or vacuuming of carpet, 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

Benton FB USCH 301 W Main Benton, IL following business day. The contractor will not be reimbursed for service calls after normal working hours unless specifically authorized by the CO or designee.

C.10.1.2 Solid Waste/Trash Removal and Disposal All solid waste/trash collected as a requirement of this contract shall be removed from the premises and transported to a solid waste/trash disposal facility that has been certified by the appropriate state agency responsible for solid waste/trash management or by the Environmental Protection Agency (EPA).

The contractor shall pursue schedules that maximize the amount of solid waste/trash hauled with each pick up. No recycling is in effect at this time, however GSA would welcome the awardee to be able to come up with a recycling plan.

C.11.0 Integrated Pest Management Report The Contractor shall provide to the CO or their designee with a list of chemicals and their purchase prices that are used to control pests in the building.

C.11.1 Preventive Pest Maintenance The Contractor shall implement a preventive maintenance program that identifies and corrects conditions that contribute to pest infestation. Some of the most effective examples include but are not limited to:

-Self-contained compactors rather than dumpsters or stationary dumpsters for storing solid waste/trash awaiting pickup, wherever possible.

-Pressure washing of trash rooms, loading docks, and food preparation facilities. The Contractor shall ensure that run-off into drains and sewers are minimized when using pressure washing devices.

-Food preparation and storage areas remain clean.

-Dedicated, tightly covered receptacles for food waste in indoor areas with chronic pest problems.

-Replacement of dense ground cover in landscapes with chronic rodent problems.

-Employ techniques that may include, but are not limited to, keeping containers closed, removal of debris, etc.

C.13 Quality Control Plan (QCP) QUALITY CONTROL PLANS (QCPs) MUST BE ACCEPTED BY THE CONTRACTING OFFICER (CO) PRIOR

TO AWARD OF A CONTRACT.

The Contractor shall establish and implement a complete Quality Control Plan (QCP) to ensure the requirements of the contract are met. The QCP is a written document that specifies a system for determining whether or not cleaning service requirements are being met and identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable. The QCP also identifies opportunities where the Contractor can make improvements in how services are provided.

The QCP is a living document and must be updated as needed to reflect changing conditions, requirements, approaches, performance issues and other changes affecting the QCP. All revisions must be accepted by the CO or their designee prior to implementation. Submit the QCP and its revisions in accordance with the requirements in C.18 Contractor Submittals/Deliverables Chart.

C.14 Cleaning Schedules The cleaning schedule should represent the Contractor’s determination of the most efficient approach to the work, and shall not limit the Contractor to specific levels of staffing, means or methods. Changes necessary for achieving the contract requirements shall be the responsibility of the Contractor. Cleaning schedules and any revisions are to be submitted to the CO or their designee in accordance with the requirements in C.18 Contractor Submittals/Deliverables Chart.

The Contractor’s cleaning schedule shall, as a minimum, include the following frequencies as appropriate:

-Daily

-Periodic

-Weekly

-Monthly

-Other frequencies

C.15 Communication Requirements

-Tenant Meetings: The Contractor will be required to attend tenant meetings when requested by the CO or their designee. The Contractor would be required to communicate program specific information, improvements, address tenant concerns or discuss work that may impact the tenants.

-Partnering Meeting: The Contractor shall attend monthly partnering sessions with GSA after the Post- Award conference. Sessions will continue monthly during the course of the contract but can be reduced or increased at the option of the CO or designee.

Partnering is working together towards a common interest or goal. The purpose of these meetings will be to discuss the Contractor’s performance, areas of deficiencies, areas of satisfaction, tenant needs or concerns and all other applicable business in regards to the services being performed by the Contractor. The Contractor is required to attend these partnering sessions. The CO or designee will be responsible for taking and distributing meeting notes. Each partnering session will be held at a mutually agreed time and location.

-Joint Service Inspections: The Contractor shall accommodate all requests by the Government to participate in the Contractor’s inspection of work performed by Contractor personnel. Scheduling for these joint inspections shall be coordinated through the CO or their designee. This inspection shall be used with other measures of performance in discussions during the Quality Control Meetings.

D. PACKAGING AND MARKING

D.2. Marking All information submitted to the CO or COR, shall clearly indicate the contract number of the contract for which the information is being submitted.

E. INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-4 Inspection of Services—Fixed Price (AUG 1996)

INSPECTION OF SERVICES—FIXED-PRICE (AUG 1996)

(a) Definition. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

E.2 Deduction Rate

E.3 Reduction of Space E.4 Increase of space

F. DELIVERIES OR PERFORMANCE

F.1 Place of Performance

Overall Customer Satisfaction Rating: 100%

G. CONTRACT ADMINISTRATION DATA

G.1 Payment for Services Payment for recurring monthly services will be made on the basis of a monthly invoice, in arrears. Invoices must be submitted by the

5th business day of the month to GSA's Office of Finance.

G.3 Evaluating Contractor Performance The General Services Administration is using the Contractor Performance Assessment Reporting System (CPARS) module as the secure, confidential, information management tool to facilitate the performance evaluation process. CPARS enables a comprehensive evaluation by capturing comments from both GSA and the contractor. The website for CPARS is http://www.cpars.gov/index.htm

H. SPECIAL CONTRACT REQUIREMENTS

H.1 Contractor Responsibilities H.1.0 Supervisors H.1.1 Communication The Contractor is responsible for complying with the agreed upon Communication Plan required in Section C.8 Communication Plan. The Contractor shall provide key operational personnel (managers or supervisors) with portable electronic means to communicate with GSA for service calls, emergencies, status updates of projects, etc. It is the Contractor’s responsibility to ensure that any communication devices provided work effectively in the building. Electronic receiving and transmitting methods may include the following:

-A device used to send and receive messages. The Contractor is responsible for all costs associated with the electronic messaging device. An example is a two-way pager cell phone with text messaging and/or e-mail, etc.

H1.2 Training The Contractor shall provide employees with training to broaden their technical skills, improve customer service, and to promote personal development. Training provided shall embrace the concepts of providing and maintaining quality cleaning that is safe, healthy, and sustainable.

H.1.3 Uniforms

H.16 Qualifications of Personnel (Resumes)

H.1 Use of Government Information Technology Contractor personnel requiring access to GSA’s Network shall comply with all Federal Information Technology (IT) regulations regarding Trusted Internet Connection (TIC) in conjunction with PBS and GSA Chief Information Officer (CIO) IT policies, i.e., all PBS IT systems needing network connectivity must reside on the GSA network.

H.2 Security Requirements and Personal Identity Verification Procedures (Non-Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (SEPT 2007)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally- controlled information system.

H.10 Standards of Conduct The Contractor shall be responsible for maintaining satisfactory standards of employee competency, conduct, appearance, and integrity and shall be responsible for taking disciplinary action(s) with respect to his employees as necessary. The Contractor is responsible for ensuring that his employees do not disturb papers on desks; open desk drawers or cabinets; or use GSA or tenant agency supplies, equipment or telephones, except as authorized. Each employee is expected to adhere to standards of behavior that reflect favorably on their employer, and the Federal Government. No smoking is allowed in the building.

http://www.cpars.gov/index.htm

I. CONTRACT CLAUSES AND DEPARTMENT OF LABOR WAGES FOR FRANKLIN COUNTY, IL (PAGE 93)

If DOL changes the wages for this location, they will be posted in an amendment on FedBizOpps.

J. LIST OF ATTACHMENTS

Exhibit 1 Building Information Sheet

Exhibit 2 Quality Assurance Surveillance Plan (QASP)

Exhibit 3 Surveillance Forms

a. GSA Form 1181A – Contract Inspection Report

b. Quality Deficiency Notice

c. QASP Monthly Inspection Report

d. COR’s Checklist for Inspections

Exhibit 4 Building Exterior and Hardscape Plan – RESERVED

Exhibit 5 Erosion and Sediment Control Plan - RESERVED

Exhibit 6 Green Purchase Report (Bio Based)

Exhibit 7 Green Purchase Report (Non Bio Based)

Exhibit 8 Recycling/Solid Waste/Trash Report

Exhibit 9 Key Sustainable Product (KSP) Standards And Recommended Submittals Exhibit 10 PBS

Waste Audits - RESERVED

Exhibit 11 Pest Control Work and Inspection Report (GSA 3638)

K. REPRESENTATIVES, CERTIFICATIONS AND OTHER STATEMENTS OF BIDDERS/OFFERORS

This must be completed and returned with your proposal package.

Contractors Cost Proposal Format - This was included in the FedBizOpps posting in an excel version

L. INSTRUCTION, CONDITIONS AND NOTICES TO BIDDERS/OFFERORS

L.1 Insurance Requirement Liability insurance coverage, written on the comprehensive form of policy, is required in the amount of $500,000 per occurrence for bodily injury and $50,000 per occurrence for property damage. (See clause FAR 52.228-5, Insurance - Work on a Government Installation).

L.6 Instructions for Submitting Proposals Provided below are instructions for the preparation and submission of proposals. The purpose is to establish requirements for the format and content of proposals so that proposals are complete, contain all essential information and can be evaluated equitably.

-Quality Control Plan (QCP): A complete QCP must be submitted with the initial offer. The QCP must be specific to the contract specifications and location(s) listed. Refer to C.14 Quality Control Plan (QCP) for requirements.

Benton FB USCH 301 W Main Benton, IL

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

• Custodial and related services including but not limited to interior and exterior, snow removal, landscaping and grounds maintenance, integrated pest management, trash removal, recycling and window washing.

• Custodial and related services at a building or buildings of similar or greater size, complexity, useand tenancy. For completed contracts, within five years from the closing date of this solicitation

• For a current contract, the performance period is at least 2 consecutive years

-Offeror’s shall complete Attachment A – Past Performance References Sheet at the end of this section. (page 153)

While offerors must submit evidence of a minimum of 3 customer references for past performance evaluations, they may provide more (but in no case shall they submit more than 5 references.

L.10 Offerors Checklist (152) Must be completed and return with your proposal package

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

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 more important than price.

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.

M.1 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.

Offerors shall submit with their offer the following documents:

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

• GSA Form 527 – Contractor’s Qualification and Financial Information

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References

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

• Cost Proposal Worksheets

Questions: All questions should be submitted to my attention by email connie.bilek-hammond@gsa.gov by Thursday July 13 by 12:00 pm EST so that answers can be provided in an Amendment on FBO on or about July 17, 2018.

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