PreProposal_Minutes_2019_10_31.pdf

PRE-PROPOSAL CONFERENCE

Request for Proposals (RFP) 47PF0019R0056

ELEVATOR MAINTENANCE AND RELATED SERVICES

985 Federal Building 985 Michigan Avenue

Detroit, Michigan 48226

Conference Date/Time: October 31, 2019 at 9:00am Eastern Time - starting at Patrick V.

McNamara Federal Building

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the Request for Proposal (RFP), and all subsequent amendments, posted to FedBizOpps (www.fbo.gov) are binding. If there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.

The meeting will begin by confirming who is in attendance. Agendas shall be distributed to those in attendance.

Aprili Miller, Contract Specialist (CS), shall chair the meeting

INTRODUCTION

This is a pre-proposal conference for Solicitation RFP 47PF0019R0092 for Elevator Maintenance and Related Services at the 985 Federal Building, 985 Michigan Avenue, Detroit, Michigan 48226

Offerors’ participation is encouraged. The scheduling of this Pre-Proposal Conference was issued in the Request For Proposal (RFP) posted on FedBizOpps (www.fbo.gov) on October 24, 2019.

The agenda for the conference shall be as follows:

1. Conference attendance and handouts

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Discussion of important requirements of the solicitation

5. Instructions on submission of offers

6. Evaluation and method of award

7. Questions from potential offerors (contractors are asked to hold all questions until this question-and-answer period)

8. A site visit/walkthrough immediately following the question-and-answer period. We will walk to the 985 Federal Building after the pre-proposal conference

CONFERENCE ATTENDANCE AND HAND-OUTS

● All attendees should have received a copy of this agenda.

● There is a sign-in sheet being passed around. Please ensure you fill it out completely

● Please note that the sign-in sheet, agenda, and meeting minutes will be published to FBO and will be visible to the public and all interested parties http://www.fbo.gov/

GOVERNMENT TEAM

● Contract Specialist – Aprili Miller; (313) 317-9612;aprili.miller@gsa.gov –

○ Aprili’s role is to handle any contractual matters on a day-to-day basis. Aprili will escalate any issues to the Contracting Officer when necessary. Aprili has warrant authority up to $250,000.00 and therefore will likely serve as the Contracting Officer for any task orders or modifications below that threshold

● Contracting Officer – Ron Sieben (612) 725-3018; ronald.sieben@gsa.gov

○ Any/all changes to the contract will be issued in writing and signed by the Contracting Officer. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details and delivery schedules

● Building Management Specialist, Facilities Operations Team (FOT) – Enid Castora 313-909- 4351, enid.castora@gsa.gov

○ FOTs provide technical guidance, cost estimating guidance, specification preparation, and project management for the base contract as well as subsequent contract modifications. They help coordinate with GSA’s policy division.

● Property Manager/Contracting Officer’s Representative (COR) – Timothy L. Lipkin (313) 226-

3710; timothy.lipkin@gsa.gov

○ The COR or designee is appointed by letter from the CO. CORs or designees are the primary Government representatives for the administration of the Contract. The COR is trained and experienced in administering contracts, but does not have the authority to modify contracts. The COR is well versed and proficient with respect to contract specifications, terms, and conditions. CORs are the first line of communication handling the day-to-day operations of the contract. COR to be designated at time of award.

● Supervisory Property Manager & Alternate Contracting Officer’s Representative (ACOR) -- Shalimar Johnson (313) 317-9636; shalimar.johnson@gsa.gov

○ The ACOR is designated at the time of award and is authorized to perform all COR functions should the COR be unable to do so

ADMINISTRATIVE MATTERS

A. CONFERENCE PURPOSE

The purpose of the pre-proposal conference is to provide potential offerors with general information about the solicitation. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract, but to describe the requirement, highlight some specific sections of the solicitation, review the source selection procedures, and discuss the security requirements that will be required of the successful awardee.

Any oral responses to questions raised during the conference are not to be construed as an official answer. All questions presented prior to, during, and after the meeting, as well as the mailto:ronald.sieben@gsa.gov mailto:enid.castora@gsa.gov mailto:timothy.lipkin@gsa.gov mailto:shalimar.johnson@gsa.gov official answers, will be documented in writing via an attachment to the solicitation package posted on FedBizOpps (www.fbo.gov).

B. QUESTIONS, ANSWERS, AND ATTENDANCE SHEETS

Any questions following the conclusion of the meeting must be submitted in writing to the Contract Specialist, Aprili Miller, at Aprili.Miller@gsa.gov and to the Contracting Officer, Ron Sieben, at ronald.sieben@gsa.gov . The deadline for submitting all questions is by 5:00PM Eastern Time on November 13, 2019. Questions submitted following that deadline might not be answered prior to the solicitation closing date.

Responses to all questions will be posted on or about November 19, 2019.

C. SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238290 (Other Building Equipment Contractors) with a size standard of $15 million dollars. This procurement is unrestricted and open to all business concerns. All responsible sources may submit a proposal that will be considered by the agency.

Any large business that submits an offer must also submit a Subcontracting Plan.

It is the offeror’s responsibility to monitor the FedBizOpps website for updates to the RFP that have been issued through an amendment.

All proposals submitted must acknowledge all amendments to the solicitation. Failure to do so may result in the disqualification of the offer as being non-responsive.

This is a negotiated procurement. Therefore, there will not be a public opening of the offers received. Also, contractors cannot obtain the pricing associated with any offers received, with the exception of the awardee.

The contract contemplated by this solicitation will have one 1 year base period beginning 4/1/2020 with four 1-year option periods through 3/31/2025.

The proposal closing date and time is Monday, November 25, 2019 at 1:00 p.m. Eastern time. PLEASE NOTE THE TIME ZONE.

Offerors shall submit with their offer the following documents:

• Offeror Representations and Certifications (See Section K)

• Information Regarding Responsibility Matters (See Section K)

• FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance (See Section K)

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L) mailto:kaye.wierzbicki@gsa.gov mailto:ronald.sieben@gsa.gov

• Quality Control Plan (See Section C)

• Past Performance References (See Attachment A in Section L)

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

• Cost Proposal Worksheets

IMPORTANT REQUIREMENTS OF THE SOLICITATION

Solicitation Sections of Particular Note: ***the following are excerpts of the listed sections, and do not reflect the sections in full. Please see the solicitation document for all requirements pertaining to the sections listed below.***

B.1. Description of Services The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of all services described herein. [. . .] Offerors must submit offers for all locations in order to be considered for award.

B.5 Note to Offerors

a. Include all costs for emergency call-back service during normal working hours in the price per month for standard services. Also include in the price per month for standard services, the cost for overtime associated with the maintenance and testing specifically identified in the solicitation to be performed outside normal working hours. Additional overtime services that may be required will be ordered using the hourly rate specified in B.4.

b. Quote single per hour prices for emergency call-back during other than normal working hours, overtime and additional services (see Exhibit 4 Definitions) regardless of any commitments on the part of the offeror to pay varying salary rates or travel expenses to its employees. These prices must include all expenses for overhead, General and Administrative (G&A) and profit. No separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are used.

c. Offerors are cautioned not to confuse overtime services with additional services. Additional services are defined as any work requested by the Government that is within the scope of this contract but in addition to the contract requirements. Overtime services are defined as work within the scope of the contract originally intended to be performed during normal working hours, where the Government requests the work be performed outside of normal working hours to expedite the return of a piece of equipment to operating condition or to minimize disruption to tenants.

d. The number of hours shown for hourly services represents an estimate of the Government’s anticipated need and is for evaluation purposes only.

e. The term “elevator” is intended to include all elevator, escalator, dumbwaiter, handicap lift, courtroom lift and wall glider equipment, if applicable, at the location.

f. Offerors should visit the building and become familiar with existing conditions; examine all contract documents relating to this work, and carefully review the requirements contained in this specification.

Offerors shall determine any conditions which affect the work and make a thorough site investigation before submitting an offer. No allowances will be made for failure of an offeror to avail themselves of such information.

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 ASME A17.1 Safety Code for Elevators and Escalators 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. T 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. 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.2.1.9 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.4. Personnel The Contractor shall have in its employ at all times a sufficient number of staff with the required expertise and experience to fully execute the requirements of this contract. Any changes in personnel assigned to this contract, including journeyman elevator mechanics, helpers, supervisors and project managers must be approved by the CO or designee prior to the reassignment of any such personnel. All new personnel must meet all qualifications as stipulated and resumes for all new personnel must be submitted to the CO and or designee prior to any reassignment of personnel on this contract.

C.8.2 Adjustments and Tests All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

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) daily 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.

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.

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.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. 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.16.1 Quality Control Plan (QCP) 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. [. . .]

a. Task and Frequencies

b. Inspection Methods and Frequencies

c. Roles and Responsibilities of Key Personnel

d. Records and Files

e. Progress Report

f. Strike Contingency Plan (SCP)

g. Contractor Emergency Plan (CEP)

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.

16.2.4 Performance Evaluation

During the life of the contract, Contractor performance will be documented by means of the Contractor Performance Assessment Reporting System (CPARS), written inspections, and minutes of meetings, GSA/customer surveys and records which will be retained as part of the official contract file.

E.6. Deductions

a. General It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of the specifications and requirements in this contract. To this end, the Government is contracting for the complete performance of each task identified in the specifications, and deductions may therefore, be made as stipulated in this Section. Deductions for work performed improperly may be made as though the work has not been performed.

e. Withholding Monies for Non-submission of Reports If the Contractor fails to prepare and/or submit acceptable reports as called for in Section C, DESCRIPTION / SPECIFICATION, within the required time frame, this may be construed to mean that the contract work has not been performed and the Government will withhold all payments until the required reports are satisfactorily completed and/or submitted to the COR.

F.3. Options

a. The Government shall have the unilateral option of extending the term of this contract for four (4) consecutive additional periods of one (1) year each. Refer to FAR 52.217-9, Option to Extend the Term of the Contract in Section I.

b. The government may require continued performance of any services within the limits and at the rates specified herein. Refer to FAR 52.217-8, Option to Extend Services in Section I.

H.1.4 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.

Section J - Exhibit 1 Equipment to be Maintained and Repaired The inventory provided herein represents the most accurate and current record of equipment and systems, however the offeror is responsible to verify the accuracy of this information with on-site inspections prior to proposal submission. The building and equipment statistics contained herein are for informational purposes only and in no way modify the requirements of FAR 52.237-1, Site Visit.

Offerors are cautioned to inspect the building(s) and equipment prior to submitting their offers.

CONTRACTOR’S PROPOSAL CONTENTS AND INSTRUCTIONS

Instructions on submission of proposals can be found in Section L6 of the proposal.

L.6. Instructions for Submitting Proposals

(b) Past Performance Past performance is relevant information regarding an offeror’s actions under previously awarded contracts. It includes the offeror’s overall quality of performance, record of conforming to contract requirements and to standards of good workmanship; the offeror’s adherence to contract schedules, including the administrative aspects of performance; the responsiveness of management; the offeror’s history of reasonable and cooperative behavior and commitment to customer satisfaction, including the offeror’s business-like concern for the interest of the customer; and the offeror’s overall performance on their contracts.

This information will be obtained through feedback from the offeror’s customers. To be relevant, past performance information must be provided for contracts that are similar (or greater) in terms of the relevant past performance criteria listed below. Contracts submitted may be Governmental (federal, state, or local) or private sector contracts.

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

• Full Elevator Maintenance Service of similar scope in a commercial or government owned facility of similar type and use?

• Full Elevator Maintenance Service for equipment of comparable type and complexity

• For a completed contract, 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. This form must be completed for each reference submitted that meets the criteria identified above. The offeror cannot use the same reference (i.e., same project and same contact person) more than once. Past performance will be evaluated by analysis of information provided by the offeror and by interviews with the offeror’s past and/or current customers. If the offeror submits under a teaming arrangement, unless the references submitted are for the teaming arrangement, each firm in the teaming arrangement will be evaluated and the composite score will be the average of all the scores for each firm of the teaming arrangement.

While offerors must submit evidence of a minimum of 3 customer references for past performance evaluations . Additionally, if more than 3 references are provided, the Government reserves the right to choose which references to include in its evaluation.

In addition to those references provided directly by the offeror, the Contracting Officer may identify and analyze the past performance of the offeror on any other relevant contract that they currently have or had of which the Contracting Officer has knowledge or obtains knowledge, including but not limited to projects listed in the Past Performance Information Retrieval System (PPIRS). Because of the wide variety of past performance history of individual offerors, the Government is not required to ensure that an equal number of references be obtained for each offeror.

L.13. Instructions on Electronic Submission of Offers All proposals must be submitted electronically. Hard-copy proposals will not be accepted. Submit your proposal to the email addresses listed on the Standard Form 33: Aprili.Miller@gsa.gov and ronald.sieben@gsa.gov. The entire proposal – including all forms and attachments – must be received in full in this inbox prior to the proposal due date and time. Due to the large file sizes involved, offerors are encouraged to allow plenty of time for email delivery and not assume that email transmission will happen instantaneously. If multiple emails are required in order to submit a proposal, offerors are encouraged to number their emails clearly in the Subject Line (e.g. “Email 1 of 2”; “Email 3 of 3”; etc.). All proposals will be acknowledged via email reply. However, the acknowledgment will not verify the completeness or accuracy of offers.

EVALUATION AND METHOD OF 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.

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.

PROCUREMENT PROCESS/ SOURCE SELECTION PROCESS

a) Proposals shall be received by the Contract Specialist, Aprili Miller

b) Proposals shall be reviewed for completeness and responsiveness.

c) Proposals are evaluated in accordance with the terms of the solicitation (i.e. the evaluation factors)

d) Contracting Officer makes determination to award, or establishes a competitive range and begins discussions with all offerors in the competitive range.

e) After receipt of final offers, award is made to the offeror providing the best value to the Government.

SAM REGISTRATION

All contractors must have current and active registrations in www.sam.gov in order to submit a proposal. Please ensure you have registered for SAM and ensured your registration is still active as soon as possible.

Thank you very much for attending the pre-proposal conference.