Elevator_Preproposal_Agenda_minutes_MCFB.pdf

RFP 47PF0018R0134

ELEVATOR MAINTENANCE SERVICES

MINTON-CAPEHART FEDERAL BUILDING

INDIANAPOLIS, IN

PRE-PROPOSAL CONFERENCE MINUTES

Request for Proposal RFP 47PF0018R0134

ELEVATOR MAINTENANCE SERVICE

Minton-Capehart Federal Building 575 N. Pennsylvania, Indianapolis IN 46204.

October 4, 2018 11:00 am EST Welcome

Introductions

Connie Bilek-Hammond- Contracting Officer, David Peterson - Property Manager, COR (Contracting Officer’s Representative), Jeff Jones - Property Manager ACOR (Alternative Contracting Officer’s Representative), - did not attend Cynthia Alchin - Supervisory Property Manager, Joseph Anderson– Facilities Operations Team, 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 October 25, 2018 (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 October 25, 2018 (Thursday) by 12:00 PM (EST).

This Elevator contract is for a base period of 1 year with 4 one year options. Start date is on or about February 1, 2019. Contractor cannot begin work until a certificate of insurance has been submitted and security clearances processed. Then the Notice to Proceed will been issued.

Brief Review of Solicitation:

Section A: Standard Form 33 – Solicitation, Award and Offer – please fill out pages 1 and 2.

Section B: Pricing for base year and four options. The unit pricing is per month, so please fill out a monthly amount. Same as the hourly unit pricing. (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

MINTON-CAPEHART FEDERAL BUILDING

INDIANAPOLIS, IN

Section C: Descriptions, Specifications and Statement of Work

C.1 General Note The Contracting Officer and the Contracting Officer's Representative will hereafter be referred to as the CO and the COR or CO and designee, respectively.

C.2 Scope of Work

The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoistways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the Code which establishes requirements that must be adhered to.

The maintenance contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ. This includes inspections and tests required at six (6) month, one (1) year, three (3) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

C.2.1.2 Repair & Replacements

The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, materials, supplies and subcontracts for all equipment and systems specified herein. The Contractor shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his/her representatives, employees and subcontractors, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear. This does not exempt deficiencies from coverage under this contract that may have developed or were caused prior to the contract effective date. There are no exemptions for obsolescence of any particular component. Excluded from this contract are unprotected hydraulic cylinders and underground piping for hydraulic elevators.

C.2.1.3 Operation of Equipment

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the performance start date specified in the Notice to Proceed. Any piece of equipment, component or system not operational by the start of the normal building operating hours shall be reported to the CO or designee no later than 8:00 a.m. that day. The report will include the reason for the outage, corrective action proposed and estimated date the elevator will be returned to service. If the outage is of a recurring nature, the reporting requirement must be repeated daily.

C.2.19 Uninterrupted Elevator Service

GSA requires uninterrupted elevator service to support the mission of tenant agencies and ensure safe and reliable elevator service for the public that visit our facilities. To ensure uninterrupted service, any needed repairs must be scheduled and completed promptly. Failure to maintain an adequate stock of repair parts on site, availability of manpower or access to subcontract resources will not be considered an acceptable reason for delay. If specialty parts or components are needed, the contractor will be required to secure those materials in an expedited manner.

C.2.1.5 Maintenance Control Program The Contractor shall develop, submit, and implement a maintenance control program (MCP) acceptable to the CO or their designee.

The MCP must be in compliance with the requirements of the ASME A17.1 Safety Code for Elevators and Escalators Section 8.6. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards and regulations. If a conflict arises between these standards, the Authority Having Jurisdiction (GSA) will determine the appropriate application. Within fifteen (15) days after award and no later than the contract start date, whichever is earlier, a copy of the MCP will be provided to the CO or their designee. The MCP must be reviewed and approved by the CO or their designee. Failure to provide a MCP that is fully compliant may result in withholding of

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INDIANAPOLIS, IN

payments and/or contract termination. The ASME A17.1 Section 8.6.1.2.1 states: “The MCP shall specify examinations, tests, cleaning, lubrication, and adjustments to applicable components at regular intervals.”

C.4.3 Qualifications of Journeyman Elevator Mechanics All elevator mechanics engaged in the contract activities specified herein must be of a journeyman status as recognized by the industry and be licensed by the state, local authority, and/or the city local authority in those trades, crafts or professions which require licensing by such jurisdictions. The license must be of a grade or other level consistent with the requirement of the work being performed and/or as established by the referenced jurisdictions. A copy of the license for each employee shall be furnished to the CO or their designee no later than five (5) days after award. All licenses must be kept current for the duration of the contract. Each mechanic must possess at least 3 years (within the past 5 years), experience in the maintenance, repair, installation and/or inspection of elevators, elevator systems and equipment of equal or greater size, scope and complexity as those covered under this contract. A detailed resume containing the information specified herein must be submitted to the CO or his/her designee for approval prior to the assignment of any mechanic to the contract, but no later than five (5) days after award. Both new and replacement mechanics must meet these qualification standards.

a. The full name of the proposed mechanic.

b. A detailed description of the employment history of the proposed mechanic for the past 5 years.

c. The name(s) and address (es) of the companies for whom the proposed mechanic worked for the past 5 years, along with the name(s) and telephone number(s) of his or her immediate

C.5. Items to be Supplied by the Contractor

C.5.1 Parts

Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by, or ensured by the Contractor as equivalent to the original equipment manufacturer, or its successor prior to the installation of the part. The Contractor shall maintain a stock of applicable replacement parts to avoid any interruption of elevator service. When existing components are no longer available, replacements with compatible components will be required. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.

C.5.2 Communication Systems The Contractor shall supply a communication system(s), as approved by the CO or designee, to enable the Government to communicate with the Contractor on a 24 hour a day, 7 days a week basis. The communication system must be submitted to the CO or their designee within five (5) days after award. - No GSA Mega-Center

C.10. On Premise Requirements The specified on premise requirement is not to be construed as the time required to perform the work under this contract. The on premise requirement is intended only to establish minimum site visits and should not be construed as limiting or constraining performance. The Contractor must determine the number of hours and staffing necessary to fulfill the contract requirements. The Contractor shall have qualified personnel onsite 5 hour(s) weekly during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls. - Start time is flexible.

C.10.1 Deductions

Deductions will be made at the rates specified in Section E, Paragraph E6k, for each instance the on-site requirement is not provided.

C.11. Service Calls

C.11.1 Routine Service Calls.

Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by building occupants or GSA personnel. The Contractor shall respond promptly, within two (2) hours, to requests for routine service. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. 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 allow the elevator to remain in service until the service call can be resolved. The Contractor must immediately notify the CO or their designee of the problem and the time and date corrective action will be initiated and completed. Simply resetting the elevator and returning it to the service without diagnosing and resolving the problem is not acceptable.

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For routine service calls related to priority elevators (dedicated to prisoner movement, judges or a single agency or floor) the Contractor must respond promptly, within two (2) hours, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours or prior to the end of the building’s normal working hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. 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 allow the elevator to remain in service until the service call can be resolved.

C.11.2 Service Call Log (Routine)

The Contractor shall maintain a service call log which shall be available for inspection by GSA at all times. This service call log shall be maintained electronically and posted in the elevator machine room. Each month the Contractor will submit the Service Call Log data for the given month as well as a cumulative report for the contract period to the CO and or designee within five work days after the end of each month.

C.12.1 Emergency Call-Back Service

Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week.

When the contractor is called for emergency service, an ETA must be given and notification to the CO or designee is required if that ETA will not be met. The contractor shall report to the site of the emergency within thirty (30) minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature.

C.12.2 Emergency Call-Back Pricing The contractor will include all costs for emergency call-back services during the normal working hours (refer to Section F) in the monthly price for basic services. The contractor will be reimbursed at the hourly rate specified in Section B for emergency call-back service during other than normal working hours. The Contractor will be reimbursed only for the time spent on site.

C.13.1 Overtime Services

During the term of the contract, the CO or their designee may require the Contractor to use overtime to perform work within the scope of this contract, outside of normal working hours, where the work was originally intended to be performed during normal working hours. This may be necessary to expedite the return of a piece of equipment to normal operations and/or minimize disruption to tenants. The use of overtime will be authorized only by the CO or designee and the Contractor will be reimbursed at the hourly rate specified in Section B for overtime service.

C.13.2 Overtime Pricing

There will be no reimbursement for maintenance and testing services performed outside of normal working hours when the requirement to perform the work outside normal working hours is established in the solicitation. The Contractor will include all costs for overtime services associated with maintenance and testing established in the solicitation to be performed after normal working hours in the monthly price for basic service.

C.14. Additional Services

Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or their designee as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48 hour notice will be given as a minimum.

C.14.1 Labor Costs

The Contractor shall price labor hours at the rate specified in Section B, Supplied or Services and Prices. The Contractor’s expenses for overhead, General and Administrative (G&A), and profit are already included in this labor rate. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied.

C.14.2 Materials and Parts

The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the

MINTON-CAPEHART FEDERAL BUILDING

INDIANAPOLIS, IN

Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor’s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

C.14.3 Orders for Maintenance Repair/Replacement Work

All orders for maintenance repair/replacement work must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies and Services. The GSA Form 300 will describe the work to be performed, the time for completion, and the total price for the work. In emergency situations oral orders are permitted, which will be confirmed within 5 working days by issuance of a GSA Form 300.

Orders of $2,500.00 or less may be processed using the Government-wide commercial purchase card, which is the preferred method to purchase and to pay for micropurchases. The Government reserves the right to perform the work using whatever resources are available, including using outside contractors.

C.16 .1 Quality Control Plan (QCP)

The contractor shall prepare and implement a written quality control plan as described below. The quality control plan must be submitted with the initial offer. The Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. The CO or designee will review the QCP plan annually (at a minimum) and sign/date the document to indicate acceptance of the plan.

C.16.2 Elevator Quality Assurance Surveillance Plan

16.2.1. General

The procedures and methods established in this Quality Assurance Surveillance Plan (QASP) will serve as a guide for all parties involved ensuring that tenants and the GSA receive the services paid for and specified in this contract.

16.2.2. Partnering

In order to have an effective contract administration program that also ensures a successful business relationship between GSA and the contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation on a continuous basis between the contractor and those representing the Contracting Officer are necessary to ensure a clean, safe and healthy working environment, and a well maintained and operated building.

16.2.3 GSA/Contractor Meetings

An initial step in avoiding disputes and claims is to settle minor problems and misunderstandings at the lowest possible level.

Accordingly, the contractor or the contractor's on-site representative shall meet with the CO or their designee or his representative frequently, but not less than twice each month during the first three (3) months of the contract. Thereafter, meetings shall be as often as necessary at the discretion of the COR, generally monthly unless COR determines otherwise. A mutual effort shall be made to resolve all problems identified during these meetings.

Specific topics to be addressed by the CO or their designee or his representative during the regular monthly meeting to determine contractor responsiveness may include such areas as: effectiveness of QCP; compliance with the MCP; logs and record keeping;

performance evaluation; corrective action plans; proposal submittals for extra services; and the management of subcontractor problems impacting overall contract performance/service delivery

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.1. Failure to Perform

a. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. If the work remains deficient, the CO or their designee may have the work accomplished by other means and deduct the cost thereof from the monthly payment.

When the defects in services cannot be corrected by contractors’ actions, the Government may:

MINTON-CAPEHART FEDERAL BUILDING

INDIANAPOLIS, IN

i. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

ii. Reduce the contract price to reflect the reduced value of the services performed, including any administrative costs incurred, using the Administrative Costs Application:

i. For deductions related to administrative costs incurred by government personnel to correct or respond to the unsatisfactory event, the multiplier for the deduction amount will be the total number of government hours spent. The rate for administrative costs will be the hourly government employee rate, GS-12, Step 5, as prescribed in the U.S. Office of Personnel Management (OPM) General Schedule (GS) Locality Pay Tables. The locality will be the city/county in which the event occurred and where work is being performed under the contract. The locality(s) for this contract is the State of Ohio, Franklin County. The effective GS-12, Step 5 hourly rate will be multiplied by the total number of government hours spent to derive the administrative costs deduction amount. The hourly pay tables for all localities can be found on the OPM website at http://www.opm.gov/oca/12tables/indexgs.asp.

b. If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is

ii. directly related to the performance of such service including any administrative costs incurred using the Administrative

Costs Application; or

iii. Terminate the contract for cause.

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

Section F: Deliveries or Performance:

Normal Working Hours: 7:00 a.m. – 5:00 p.m. Monday – Friday excluding Federal Holidays Normal Building Operating Hours: 6:00 a.m. – 6:00 p.m. Monday – Friday excluding Federal Holidays

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 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 Local 34 IUEC wages for 2018 http://www.opm.gov/oca/12tables/indexgs.asp

ELEVATOR MAINTENANCE SERVICES

MINTON-CAPEHART FEDERAL BUILDING

INDIANAPOLIS, IN

Section J: Exhibits- Page 69

Exhibit 1 - Equipment to be Maintained and Repaired Exhibit 2 - Performance Standards Exhibit 3 - Resume Exhibit 4 - Definitions Exhibit 5 – Applicable Publications Exhibit 6 - Reporting Requirements Exhibit 7 - Elevator Inspection Form Exhibit 8 – Reserved Exhibit 9 – Green Purchasing Report Exhibit 10 – Quality Assurance Surveillance Plan

Section K: Representations and Certifications –

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

CONTRACTOR’S COST PROPOSAL FORM WORKSHEET TO BE COMPLETED FOR THIS LOCATION – in FedBizOpps

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

Clauses - NEGOTIATED SOLICITATION PROVISIONS

• Bid bond and performance bonds are no longer required

L.3. Financial Qualifications of Offerors Each offeror submitting a proposal on the work required by this contract is requested to submit with their offer evidence of their financial responsibility and capacity to carry out the terms of the contract. This information should be submitted on GSA Form 527, Contractor's Qualifications and Financial Information.

L.4. Inspection of Facility Prospective contractors are encouraged to make an on-site, in-depth review of the facility, equipment and records. Access to the building may be obtained for inspection purposes by contacting the individual named below between the hours of 7:00 a.m. and 5:00 p.m., Monday through Friday, excluding Federal holidays. The offerors and CO 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.

Name: David Peterson Address:

575 N. Pennsylvania St. City, State, Zip: Indianapolis, IN 46204 Phone Number/Email: 317-378-8303

L.5. 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 FAR 52.228- 5 Insurance-Work on a Government Installation and GSAR 552.228-5 Government as Additional Insured).

L.8. Type of Contract This is a firm fixed price contract.

L.9. Offerors Checklist - THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL.

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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. As proposals become more equal in terms of past performance, the total evaluated price becomes more important.

M.3. Total Evaluated Price (TEP) 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.

SUBMITTALS REQUIRED WITH PROPOSAL:

Offerors shall submit with their offer the following documents:

• Standard Form 33 – Solicitation, Award and Offer

• Section B – Supplies or Services and Prices Offer

• CONTRACTOR’S COST PROPOSAL FORM WORKSHEET

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

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• ATTACHMENT A - Past Performance References (Section L. 3-5 references)

• Subcontracting Plan (N/A)

Questions : Please submit any questions to my attention by email before October 10, 2018 12:00 PM EST. I will work together with Property Management to get answers and post them in an amendment to FedBizOpps

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