Pre-Proposal_Conference_Agenda.pdf

PRE-PROPOSAL CONFERENCE

THURSDAY, JUNE 21, 2018 1:00 P.M. CENTRAL

WARREN E. BURGER FEDERAL BUILDING & US COURTHOUSE, ST. PAUL, MN

ROOM 246

OPERATIONS & MAINTENANCE SERVICES

SOLICITATION 47PF0018R0137

Everyone in attendance was to sign the sign-in sheet, which will be posted to FedBizOpps (FBO) following the conference.

Jessica Wilde, Contracting Officer (CO) lead the meeting, and the site tour was led by Property Manager Tim O’Connor.

1. CONFERENCE PURPOSE

The purpose of the pre-proposal conference is to provide potential offerors with general information about the solicitation as well as provide a tour of the site. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract. All offerors shall ensure they read and understand the solicitation in full.

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

All questions and official answers will be documented in writing via an update to the solicitation package posted on FBO.

2. GENERAL

This procurement is for Operations & Maintenance Services at:

Warren E. Burger Federal Building & US Courthouse 316 North Robert Street St. Paul, Minnesota 55118-1495

This solicitation is a total small business set-aside under NAICS 238220 with a size standard of $15 million.

3. CURRENT CONTRACTOR

The current contractor is RTW Enterprises Inc. located in Ellicott City, MD (mailing address Columbia, MD). The current monthly price is $26,479.97. Because the specifications are performance based, it is the responsibility of the Offeror to review the entire solicitation and base their proposal on the solicitation.

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 is expected to commence on December 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. Therefore, all option year pricing must be based on the pricing in the current wage determination.

5. LABOR (B.1)

All the contractor’s 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. MATERIAL MARKUP (H.18)

If parts or materials are required for a project, the Government may provide the parts or materials or the Contractor may be asked to provide the parts and materials. Parts and materials must be priced at estimated actual cost marked up by the standard coefficient in the price schedule if stated. The CO or COR may accept a different markup rate for parts and materials if the Contractor can demonstrate unusual costs or difficulties in obtaining the parts or materials.

7. SCOPE OF WORK

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 Warren E.

Burger Federal Building & U.S. Courthouse, 316 North Robert Street, St. Paul, MN to include the following:

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. 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. Reserved

l. Reserved

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.

r. Lawn sprinklers.

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

f. 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).

g. Equipment owned by servicing public utilities.

h. Upgrade of software and software licenses for NCMMS.

i. Fitness center equipment.

j. Additional services as needed by various building tenant agencies

k. Elevator and vertical transportation systems, including locks and key card systems

As a reminder, in accordance with C.8 of the solicitation the Contractor shall have a journeyman mechanic onsite for a minimum of 11 hours per day during normal operating hours.

8. EXISTING DEFICIENCY INSPECTION / INITIAL DEFIFCIENCY LIST (C.4)

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 and 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 shall submit an initial deficiency list report not later than 30 days prior to contract performance.

9. STARTUP PHASE (C.5)

The Contractor shall provide within 30 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.

10. SERVICE REQUESTS (C.23)

The contractor shall reply to all types of service requests during normal working hours (7am-6pm). 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 requests 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.

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

Routine Service Requests (C.23.5) The Contractor shall respond promptly to routine service requests (i.e. light out, hot/cold space temperature) and complete the required work within two 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 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.

Emergency Service Call (C.23.2) Emergency service 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 or heating problems, etc., or any work considered by the CO or their designee to be of an emergency nature. The Contractor shall respond to emergency service requests immediately, but no more than 30 minutes 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.

Emergency Call Back (after hours) (C.23.3) 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 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.

11. REPAIRS (C.40)

The Contractor shall perform reimbursable and non-reimbursable repairs as described in the solicitation.

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.

The Contractor must perform non-reimbursable and reimbursable repairs as described in this document.

Non-Reimbursable Repairs (C.40.2) 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 3 calendar 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.

Reimbursable Repairs (C.40.3) 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 $2,000 (See repair shared liability example in Section C.40.5).

Section C.40.5 Repair Shared Liability Threshold contains an example of the methodology for applying the repair deductible.

Section B: Pricing Table Note 3 Note 3. 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.

12. EQUIPMENT LIST (J.16)

Microsoft Excel Spreadsheet attached to FBO as Sensitive But Unclassified Information.

13. 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.

14. 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.

15. BASIS OF AWARD (M.1)

The Government will make award to the responsible offeror who represents the best value to the Government in terms of the evaluation factors stated in the solicitation and price. The Government reserves the right to award a contract to other than the lowest price offeror, if the cost involved in awarding to the higher priced, technically superior offeror is warranted.

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 from a price and technical standpoint. 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.

16. DESCRIPTION OF EVALUATION FACTORS

The tradeoff process will be used in selecting the contractor for award. The tradeoff process is a method of evaluating offeror’s price and technical capability, with the goal being to select the proposal that offers the best value to the Government in terms of technical factors, and price.

In evaluating this tradeoff, Management Plan and Approach is slightly more important than Past Performance, and when combined Management Plan and Approach and Past Performance are significantly more important than TEP.

Technical factors (M.2) Weight Maximum Raw Points

I. Management Plan & Approach 60% 60

i. Management Plan 20% 20

ii. Quality Control and Staffing

a. Quality Control Plan 20% 20

b. Work and Staffing Plan 10% 10

c. Service Call (NCMMS) Plan 10% 10

II. Past Performance 40% 40

Total 100% 100

Technical Factor I. Management Plan & Approach Each sub-factor and sub-sub factor will be evaluated based on information provided in the offeror’s proposal and assigned a numerical score.

Technical Factor II. Past Performance Past Performance will be evaluated as a predictor of the Offeror’s compliance with contract requirements and overall quality of performance. Past performance will be evaluated on the basis of information received by the Contracting Officer concerning the Offeror’s performance on other contracts, including information not submitted by the Offeror.

Offerors shall submit a fully completed Attachment A – Past Performance Reference for each of at least 3 (no more than 5) government or non-government contracts providing full mechanical maintenance services similar to those described in the RFP, meeting the following requirements:

1. The contract was for Mechanical O&M services in a commercial or government owned facility.

2. The contract is/was in place for at least two consecutive years.

3. For previous contracts, the contract was completed within five years from the closing date of this solicitation.

4. The offeror served as the prime contractor under the contract.

5. The contract was for a “comparable” facility. A facility is considered to be “comparable’ if the total square footage from multiple commercial or governmental buildings serviced under one contract is at least 200,000 gross square foot or if it is a single commercial or federal office building of at least 200,000 gross square feet. (Example: A contractor has a contract that services three separate buildings, none of which meet the minimum requirements when looked at individually, however when totaled they do meet the minimum. Building “A” is 100,000 gross square feet, building “B” is 50,000 gross square feet, and building “C” is 75,000 gross square feet. When this is totaled it comes to 225,000 gross square feet and would then meet the minimum square footage requirement). AND has/had complex central systems consisting (at a minimum) of the following:

• Fire alarm systems

• HVAC systems

• High voltage electrical distribution systems

• Domestic water systems

• Plumbing systems

• Sewage and drainage systems

The Offeror shall not use the same reference (i.e. same project and same contact person) more than once.

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.

Total Evaluated Price (TEP) The total evaluated price (TEP) 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.

The quantities in Section B.1.1 Offer for Above Standard Services are estimated quantities.

The Government reserves the right to accept or reject the line item prices when awarding the contract.

17. BONDS AND INSURANCE

Bonding is required. Please see the solicitation to ensure compliance with this requirement.

18. PROPOSAL SUBMISSION & CONTENTS

Offers are due July 9, 2018 at 2:00PM (Central time), electronically only, to the attention of Jessica Wilde at jessica.wilde@gsa.gov , as specified in item 8 of the SF 33. Any change to the due date would be issued by amendment only.

A complete proposal submission consists of the following fully completed documents:

• Price Proposal (Completed SF 33 – Solicitation, Offer and Award; Section B – Services, Ordering, Prices)

• SF 24 Bid Guarantee

• FAR 52.204-8 Offeror Representations and Certifications

• FAR 52.209-7 Information Regarding Responsibility Matters

• Technical Proposal (Section M):

o Management Plan o Quality Control Plan o O&M Work & Staffing Plan o Service Call (NCMMS) Plan o Attachment A Past Performance References

• Contractor Cost Proposal Worksheet (Section K & Attachment)

• Signed Amendment(s)

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. As noted in the synopsis, if you are registering a new entity in SAM.gov and/or if you are updating or renewing your registration in SAM.gov after 4/27/2018, you must provide and mail an original, signed notarized letter stating that you are the authorized Entity Administrator before your registration will be activated.

19. 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. To date, one amendment has been issued to the original solicitation and one Q&A attachment has been posted to the solicitation.

mailto:jessica.wilde@gsa.gov

All proposals submitted must acknowledge all amendments to the solicitation by signing each amendment in Blocks 15a – 15c and returning with your proposal. Failure to do so may result in the disqualification of the offer as being non-responsive.

20. INFORMATION CONCERNING THE DISCLOSURE OF PROPOSAL RESULTS

This acquisition is being conducted under the provisions of FAR Part 15 as a negotiated procurement. In accordance with FAR 3.104 and FAR 15.207, no information regarding the identity of those submitting offers, the number of offers received, or the information contained in such offers will made available until after award except as provided by FAR 15.503.

Please note that this is a negotiated procurement and not a sealed-bid. As such, there will be no public opening of the proposals and a “bid abstract” will not be made available. Offerors should not call at the time of closing to inquire about results of the award. All offerors will be notified regarding the status of their proposal and any resulting award. Award information will be posted to FedBizOpps.

21. BUILDING TOURS

Offerors will have an opportunity to visit areas that illustrate the conditions and type of work to be performed under this contract. Offerors are to base all pricing based on the terms, conditions, and stated quality standards of this solicitation. Attendees at this preproposal conference are given the opportunity to visit areas of the building. Please note that any remarks or explanations provided by a Government representative during this tour do not change the terms and conditions of the solicitation. In the case of any discrepancies between information shared during this tour and the specifications, the specifications will govern. See Section L.4 to coordinate additional site visits.

22. QUESTIONS

As mentioned previously, any oral responses to questions raised during the conference shall not be construed as an official answer. All questions and official answers will be documented in writing via an update to the solicitation package posted on FBO.

Questions regarding the solicitation must be submitted in writing to Jessica Wilde, Contracting Officer, at jessica.wilde@gsa.gov. The deadline for submitting all questions is 10:00 am Central on Thursday, July 5, 2018. All questions and answers will be posted on FBO.

Contact with the Property Management Office shall be limited to coordination of site visits.

23. TOUR OF SITE

Pre-Proposal Conference concluded at approximately 2:30pm Central.

mailto:jessica.wilde@gsa.gov

SOLICITATION 47PF0018R0137