FCS PreProposalMinutes.pdf

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PREPROPOSAL CONFERENCE MINUTES

SOLICITATION 47PF0020R0003

Thursday, January 16, 2020 at 10:30 am CST

Flexible Coworking Services (FCS) Nationwide Indefinite Delivery, Indefinite Quantity (IDIQ) Contract

NOTICE: Any remarks or explanations provided by a Government representative during this conference do not change the terms and conditions of the solicitation. Any change to the solicitation will be issued by amendment (Standard Form 30).

*Registration was required along with the names of the proposed attendees. Please email me confirmtion of those attending from your firm today.

1. GENERAL

These short‐term, flexible coworking services procurement is partial small business set aside. The NAICS code for this requirement is 531120.

This is not a procurement for swing space, lease space or other large scale space. GSA will not take ownership of this space.

2. CURRENT CONTRACTOR

This is a new requirement for GSA, PBS.

3. LOCATIONS

Flexible Coworking Services may be requested nationwide. Locations and pricing are grouped into Tiers based on U.S.

Census Bureau’s Metro Statistical Areas definitions.

4. PERFORMANCE PERIOD/PRICE ADJUSTMENT

This is a Multi Award IDIQ Contract with the possibility of lasting five years (one year base and four option periods of one year each). Performance for the base year of the contract is expected to begin on or about April 1, 2020.

5. SCOPE OF WORK

The Contractor shall provide temporary on‐demand, cost‐effective workspace as a service to the Federal Government for the services in accordance with the following general specifications.

GSA is seeking commercially available, temporary Flexible Coworking Services as shared co‐working spaces (standard co‐ working spaces where an organization shares the space with other individuals and organizations). In addition to co‐working space infrastructure, the Government requires furnished office space, communal printer/copier/fax, telecommunications, secured wireless internet, shared kitchens, restrooms, access to private group meeting rooms and open seating areas.

GSA is requesting 3 types of workstations to be quoted in all 3 location tiers.

Federally owned and leased space may be available in all cities. At the sole discretion of the contracting officer, GSA may screen all available vacant space in owned and leased space in the location before pursuing a requirement under this IDIQ.

U.S. General Services Administration

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(B.1) Use of any of the flexible workspace types identified in Section B.2, shall not create or be construed to create any exclusivity of use by the Government, nor be construed as a grant of any title, lease, easement, lien, or possession.

Providing Flexible Coworking Services creates no tenancy interest or leasehold estate.

The services provided under this contract are not an acquisition of space, but a service to provide temporary flexible workspace.

GSA will not be responsible for or allow users under this agreement, and subsequent task order, to use standard refreshment offerings from any firm under this agreement and orders. By submitting a signed Price Schedule, Total Evaluated Price (TEP) each offeror is certifying that proposals do not contain costs for refreshments.

Each award will include a $1,000.00 Minimum Guarantee, per awardee.

6. SECURITY CLEARANCES

‐ Clearances will not be required for this IDIQ Contract.

7. ORDERING

‐ Individual task orders under this IDIQ will be issued by a Contracting Officer (CO), in writing, typically via email.

‐ All task order will be competed against all IDIQ awardees.

8. PROPOSAL SUBMISSION INFORMATION:

‐ SAM.gov active registration is Mandatory to submit an offer, per FAR 52.204‐7.

‐ This is a Service IDIQ, no bonding will be required.

‐ 1 Proposal, 2 Parts: Technical & Price. Please reference Solicitation Section L for instructions to the offerors.

o Be sure to reference & sign any Amendments issued.

9. BASIS OF AWARD

The Government will award a multiple award IDIQ resulting from this solicitation to the responsible offerors whose proposals conform to the solicitation and provide the best value to the Government based on the evaluation factors. The evaluation factors to be used are total evaluated price (TEP) and technical factors. Technical factors are significantly more important than TEP

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.

10. DESCRIPTION OF EVALUATION FACTORS

The evaluation for this procurement will be conducted in one phase. All information required to conduct the evaluation must be submitted by the closing date of the RFP.

Factor 1: Experience Factor 2: Past Performance Factor 3: Management Plan & Approach

Factors 1 and 2 are of equal importance.

Factors 1 and 2 are both of greater importance than Factor 3.

TECHNICAL EVALUATION:

Factor 1: Experience

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This factor considers the extent of the offeror’s experience, within the last 3 years, in performing flexible coworking services, comparable to those described in the RFP. In order to be eligible for award, the offeror must demonstrate performance of at least 3 government or non‐government contracts providing flexible coworking services similar to those described in the RFP, meeting the requirements listed in the RFP.

Please note:

1. Evaluation of experience will include confirmation of the information supplied by contacting the reference provided on Attachment A.

2. Submit only one Attachment A per relevant contract, and include all locations covered by the contract. Submit Attachment A.1 Location Details for each location under the contract.

3. Each individual location is not required to have ALL of the workspace types listed above; however, references should demonstrate experience in operating and managing all listed workspace types between the 3 minimum required contract references.

4. The offeror cannot use the same contract or the same contact person for more than one reference.

5. If the offeror submits as a joint venture, the experience of either firm in the joint venture will be attributed to the joint venture.

Factor 2: Past Performance This factor considers the quality of the offeror’s past performance providing flexible coworking, as described in the Experience evaluation factor, using the references submitted on Attachment A Past Performance References and Attachment A.1 Location Details. No further information is required from offeror’s for this evaluation factor.

While offerors are required to submit a minimum of 3 references, but not more than 5, the government is not required to conduct or complete reference checks on more than 3 contracts. If more than 3 references are provided, the government reserves the right to choose which references to include in its evaluation. The Government's inability to reach a reference, after making a reasonable effort to do so, will result in exclusion of that reference from the evaluation.

Each proposal shall provide proposed coworking options in at least four geographic locations. All Tiers do not need to have a current offering.

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.

Factor 3: Management Plan & Approach This factor considers the offeror’s management approach to fulfill the need of the requirement in all three required location tiers. It considers the geographical capability and the organizational structure, inclusive of the qualifications of proposed key personnel and how these positions relate to and impact the fulfillment of performance at the task order level of the contract.

Submit a Management Plan that includes an organizational chart (showing names, titles, authorities, and responsibilities) illustrating key personnel. This plan should also identify and illustrate how operations are conducted at the firm’s location.

The plan should include a description of the firm’s customer focus and plan to respond to customer need throughout the life of the contract, inclusive of milestones relative to fulfilling requests for proposals at the task order level. The plan should also depict the service to be provided at the task order level of performance under this contract.

Total Evaluated Price The total evaluated price will be determined by multiplying prices from Section B ‐ SERVICES, ORDERING, AND PRICES by an estimated quantity of 1,000 for each work space type (including the BASE period and all OPTION periods). The summation of the resultant amounts will produce a total evaluated price.

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11. PROPOSAL SUBMISSION & CONTENTS

Offers are due January 30, 2020 at 2:00PM (central time), electronically only, to the attention of Justin Costello at justin.costello@gsa.gov. 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 1449 – Solicitation for Commercial Items & Section B – Services, Ordering, Prices, Technical Proposal (Attachments A and A.1 documents, Management Plan, & Quality Control Plan,) Amendments, if applicable

Ensure your SAM.gov records are active, accurate and complete based on the NAICS code assigned to this procurement (531120).

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.

Explanation of Attachment A & A.1

The reason we’ve gone through these pieces in detail.

*IF YOUR FULL PROPOSAL DOES NOT CONFORM TO THE REQUIRED FORMAT, IT WILL NOT BE CONSIDERED FOR AWARD, AS

IT DOES NOT CONFORM TO THE SOLICITATION.

12. CHANGES TO THE SOLICITATION

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

13. INFORMATION CONCERNING THE DISCLOSURE OF BID/PROPOSAL RESULTS

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 beta.sam.gov.

14. QUESTIONS

Questions regarding the solicitation must be submitted in writing to Justin Costello, Contracting Officer, at justin.costello@gsa.gov no later than 2PM CST, Tuesday, January 21, 2020. All questions and answers will be posted on beta.sam.gov.

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ATTACHMENT A – REFERENCES

EXPERIENCE & PAST PERFORMANCE

REFERENCE _____ OF ______

Flexible Coworking Services Nationwide Multiple Award Indefinite Delivery Indefinite Quantity (IDIQ)

REFERENCE INFORMATION

Project Title

Contract Number

Contract Start Date

Contract Completion Date

Company/Government Agency Name

Type of Service Provided

Reference Contact, Position Title

Telephone Number

Email Address

Alternative Reference Contact, Position Title

Telephone Number

Email Address

RELEVANCY CHECKLIST

The reference is currently in performance or was in performance within the past 3 years from the closing date of this solicitation.

Each location under this reference offered at least 10 flexible workspaces.

Please indicate the range of workspaces under each contract.

_____10‐50 workspaces _____51‐100 workspaces _____101‐200 workspaces _____201+ workspaces

Flexible Coworking was provided at no less than 4 geographical locations under this reference.

Scope of performance including a combination of, but not limited to, the following types of workspaces:

o Unreserved Workstation o Reservable Workstation o Reservable Office

The Offeror performed as prime contractor.

For each location covered by this contract, provide Attachment A.1 providing required location specific details.

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ATTACHMENT A.1 – LOCATION DETAILS

EXPERIENCE & PAST PERFORMANCE

REFERENCE _____ OF ______

REQUIRED DETAILS

Buildings Name

Building(s) Address

Geographical Location

Number of Workspaces Available

Types of Workspaces Available at this Location

Description of Services Provided