Regional AE Pre-sub Mtg Minutes.pdf

GSA, PBS, Acquisition Management Division

Pre-submission Meeting Minutes Request for Qualifications:

Indefinite Delivery Indefinite Quantity (IDIQ) Contract(s) Region wide Architecture and Engineering (A/E) Services

Call Number: 1-844-419-4704 Conference code: 2767438844

PIN: #17937#

Date: January 14, 2020 @ 2:15PM CST

These meeting minutes are not intended to reiterate everything discussed during these meetings, but identify those points that may affect an Offeror’s understanding of the Solicitation.

The purpose of the pre-submission meetings was to discuss the synopsis/solicitation reference above.

Potential offerors were instructed that no statements made by Government representatives during the pre- submissions meetings can add to, modify or otherwise vary from the requirements of the written synopsis/solicitation. In the event that discussions indicate a need to change the synopsis/solicitation, an amendment will be issued via beta.sam.gov.

1. INTRODUCTIONS & ROLES (Justin)

a. Justin Costello is the Contracting Officer.

b. Ashley McAvinew is our Contract Specialist.

c. Mariah McGunigle is our Program Manager.

2. GSA GOALS (Mariah)

a. Thank you for coming - we understand that it takes time for your firm to go after any project;

we appreciate your interest and your efforts in this solicitation.

b. All clients’ present challenges and the GSA is no different; however, our challenges may be slightly different than those of your private sector clients.

c. The goal of this meeting is to discuss some of what makes the GSA unique, to brief you on some of our policies and procedures and to provide a quick look at what you can expect from the GSA as a client.

d. We want to establish a successful working relationship with our contractors and we hope that by providing some fundamental knowledge we can set these contracts up for success.

3. WHAT TO EXPECT FROM GSA

a. Repair and Alterations Projects - limited scope engineering and architectural services

i. The majority of projects are anticipated to have an Estimated Cost of Construction of

$50 - 500,000 with performance periods averaging 120 calendar days or less.

b. Some task orders may require a full range of engineering and architectural services with extended budgets and/or performance periods; however, project ECC over the current prospectus project threshold ($3.095M) are not anticipated.

4. GSA’S EXPECTATIONS OF A/E OR E/A TEAMS

a. The Government may award to teams led by Architectural and/or Engineering firms (AE/EA).

b. Well-rounded teams – flexibility to deal with unpredictable issuance of Task Orders

i. Clear and consistent point of contact for the start of all task orders

ii. Relevant areas of expertise

iii. Depths of experience levels

c. Clear and efficient management, communication plan and team structure

i. especially when dealing with team members from other firms

d. Quality control

5. CONTRACT STRUCTURE (Justin)

a. Multiple Indefinite Delivery Indefinite Quantity (IDIQ)

i. Base Contract Period of 1 year w/ Four – 1 year Options

ii. Minimum Guarantee - $2,500

iii. Maximum Ordering Limitation - $5,000,000

b. Teams must have an active production office within the zone to minimize direct travel costs

c. Task Orders Process

i. A team will be selected based on qualifications

ii. GSA Project Manager and/or Contracting Officer will send a scope of work with submissions requirements and the projected schedule – request a proposal

iii. GSA Forms 2630 and 2631

1. FAR 15.404-4(c) – 6% Fee Limitation Pricing for the production and delivery of designs, plans, drawings, and specifications shall not exceed 6% of the estimated cost of construction at award, including fees.

iv. Task Orders shall be overseen or performed by individuals licensed in the relevant discipline, with a current registration in the state in which the project’s construction will occur.

6. SELECTION PROCESS (Justin)

a. GSA’s selection for A/E contracts is a two-step process. First step is qualifications based.

The current notice is a Request for Qualifications ONLY.

b. Procurement is open to all business concerns, with a Partial Small Business Set Aside.

c. Submissions will be evaluated by the criteria stated in the RFQ. Don’t assume GSA knows the qualifications of your firm. Your proposal should illustrate your capabilities.

d. From the qualifications submission – GSA will shortlist the most highly qualified firms

i. Short-listed firms may be asked to participate in an interview

e. During the second step of the process – shortlisted teams will be required to submit documents and negotiate salary, overhead and profit rates w/GSA IG – which will be used to negotiate and award task orders.

7. QUESTIONS & ANSWERS