Interior Plant maintenance Preproposal Agenda minutes 4.8.2020.pdf

RFP 47PF000R0019 Interior Plant Maintenance services

Minton- Capehart Federal Building and the General Emmett Bean Center both in Indianapolis, IN

PRE-PROPOSAL CONFERENCE MEETING MINUTES

REQUEST FOR PROPOSAL - RFP 47PF0020R0019

Interior Plant Maintenance Minton- Capehart Federal Building and the General Emmett Bean Center both in Indianapolis, IN J

April 8, 2020 2:30pm

Welcome to Teleconference:

Introductions:

Connie Bilek-Hammond- Contracting Officer, Amiee Ennis- Property Manager, COR (Contracting Officer’s Representative) Bean Center, Katie Whittle - Property Manager, COR (Contracting Officer’s Representative) Minton-Capehart- did not attend Cynthia Alchin - Supervisory Property Manager Minton-Capehart

Vendors attending:

1.Kevin Thomas, TMC Contractors

2. Shawn Roberson, Transplants

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 April 17, 2020 (Friday) by 12:00 PM (EST)

Proposals should be sent to my attention electronically to connie.bilek-hammond@gsa.gov

This interior plant maintenance contract is for a base period of 1 year with 4 one year options. Start date is on or about June 1, 2020. Contractor cannot begin work until security clearances have been received and processed and the Notice to Proceed has been issued. NACIS code 541410 - Interior Design Services

Brief Review of Solicitation:

Section A: Standard Form 33 – Solicitation, Award and Offer – must be returned with proposal

Section B: Pricing for base year and four options Standard Services: Plant Maintenance Services and Related Services – Please fill in your monthly pricing for both locations

SECTION C: DESCRIPTION/SPECIFICATION/STATEMENT OF WORK

C.1. SCOPE C..1.1

The Contractor shall provide all management, administrative, supervision, labor, transportation, materials, supplies, tools, equipment (except as otherwise provided) and subcontracts necessary, and shall plan, schedule, coordinate and assure effective completion of all work and services and performance of Plant maintenance

Services and related services described herein.

C.1.2 The Contractor Shall

All work shall be of the highest quality following the manufacturers or nursery specifications, along with established trade practices and standards.

Horticulture services includes weekly watering, dusting, trimming, insect and disease control, quarterly fertilizing, as well as any other upkeep necessary to insure the sustained vitality and attractiveness of the plants.

Any plant that loses its vitality will be replaced with a comparable plant at no additional cost to GSA.

Supplies and/or products to be used under this contract must contain recycled materials, "environmentally preferable" products and bio-based products to the maximum extent feasible.

C.1.3 Plants List

Location 1: Major General Emmett J. Bean Center, Building No: IN1703ZZ

The locations for each plant shall be determined by the COR.

Note: All plants at location 1 have been furnished by the government.

Quantity Plant Description Height

2 Warneckki Canes 14”

1 Janet Craig Compacta 10"

6 Aglaonema 10"

8 Lind Cane 10"

2 Aglaonema 6”

27 Pothos 6”

ZZ Plant

10”

1 Janet Craig 10”

1 Lind Cane 12"

1 Red Emerald

Philodendron

10"

Z Z Plants

6"

5 Sansevieria 6”

Location 2: Minton-Capehart Federal Building (IN0133ZZ)

Note: All plants at location 2 shall be furnished by the contractor.

PLEASE BREAK OUT PRICING FOR TOTAL AMOUNT PLANT AND PLANTERS

Location Plant Description Quantit y

Planter Size

Planter Color

Main Lobby Drac Marginata 14" 3 26" Ivory

Main Lobby Scindapsus Jade

8" 15 see above

Main Lobby Aglo Silver Bay 8" 3 10"* Ivory

Main Lobby Drac Janet Craig 10" 1 12"* Ivory

GSA Office Lobby

Drac Janet Craig 10" 2 Caraio Volcano Gray

GSA Office Lobby

Aspidistra Elatior 14" 1 Cubico Volcano Gray

GSA Office Lobby

Anthurium Lady Jane 8" 2 Quadro Volcano Gray

Conference Room

Scindapsus Jade & Scindapsus Neon (two plants of each type in each container)

6" 1 Quadro Volcano Gray

Cubical Area Scindapsus Jade & Scindapsus Neon (two plants of each type in each container)

6" 3 Quadro Volcano Gray

Corridors/ Elevator Lobbies (4 per floors 2-6 )

Drac Lisa 10" 20 12"x12"x22

Ivory

Cafeteria Sanservieria 14” 18 3 in Each of the 6 planter boxes behind booths.

Cafeteria Sanservieria 6” 24 3 in each of the 8 small planter boxes on the ledge.

* Denotes cylinder container

C.1.4 Minimum Level of Work

These specifications are a statement of the minimum level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements.

This requirement is not intended to restrict the Contractor’s approach to successful performance of the contract work with maximum economy and effectiveness. The determination of the actual resources to be utilized for the performance of all services specified herein is the sole responsibility of the Contractor.

C.1.1 Quality Control Plan (QCP)

A COMPLETE QUALITY CONTROL PLAN (QCP) SHALL BE ACCEPTED BY THE

CONTRACTING OFFICER (CO) PRIOR TO AWARD OF A CONTRACT.

C5. INTERIOR PLANT MAINTENANCE MATERIALS STANDARDS

The section below identifies the standards for interior plant maintenance materials supplied under this contract. Plant materials of native species and cultivars are preferred. Mature plant size shall be appropriate to the location with minimal maintenance.

A. PLANTS:

Any plant that loses its vitality will be replaced with a comparable plant at no additional cost to GSA. All plants shall be of the highest quality following the manufacturer’s or nursery specifications, along with established trade practices and standards.

B. POTTING SOIL MIX:

Soilless mix of organic materials such as compost, perlite, vermiculite, and organic/biobased fertilizer, for use in containers.

C. FERTILIZER:

Fertilizer is an EPA/CPG and USDA biobased designated product. If the use of fertilizer is required, a product containing recovered organic materials should be considered first.

Fertilizers shall be made from recovered organic materials such as alfalfa meal, blood meal, cottonseed meal, feather meal, fish meal, meat and bone meal, poultry manure/litter, soybean meal and wood ash. It shall contain the highest percentage of recovered materials practicable, while maintaining a satisfactory cost/level of competition. If that product will not meet the performance needs then the use of a biobased product should be specified.

The CO or COR must approve the fertilizer.

D. MISCELLANEOUS PRODUCTS

The CO or COR must approve miscellaneous products, including but not limited to:

(1) Biobased Insecticide: Deliver in original, sealed, and fully labeled containers and mix according to manufacturer's written instructions.

(2) Biobased Fungicide: Deliver in original, sealed, and fully labeled containers and mix according to manufacturer's written instructions.

(3) Biobased Herbicide: Deliver in original, sealed, and fully labeled containers and mix according to manufacturer's written instructions

SECTION D – PACKAGING AND MARKING

Contract number shall be included on all correspondence and invoicing

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Deduction Rate

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. Inadequate performance is just as undesirable as nonperformance, and the cost of correcting inadequate performance may equal or exceed the cost of initial performance.

SECTION F – DELIVERIES OR PERFORMANCE

SECTION G – CONTRACT ADMINISTRATION DATA

Electronic invoices are preferred. Submit electronic invoices to the website shown below:

https://finance3.gsa.gov

Mail paper invoices to PBS Payments Branch PO Box 17181 Fort Worth, TX 76102-0181

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1.1 Security Requirements and Personal Identity Verification Procedures (Non-

Classified Contract)

FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (SEPT 2007)

a. The Contractor shall comply with Agency personal identity verification procedures identified in the Contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

b. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system.

SECTION I – CONTRACT CLAUSES & DOL WAGES

SECTION J - List of Documents, Exhibits, and Other Attachments

EXHIBIT 1– BUILDING INFORMATION SHEET

K. REPRESENTATIVES, CERTIFICATIONS AND OTHER STATEMENTS OF BIDDERS/OFFERORS

This must be completed and returned with your proposal package.

Contractors Cost Proposal Format - This was included in the beta.sam posting in an excel version

* SUBMIT ONE EXCEL DOCUMENT FOR EACH LOCATION*

L. INSTRUCTION, CONDITIONS AND NOTICES TO BIDDERS/OFFERORS

L.1 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 clause FAR 52.228-5, Insurance - Work on a Government Installation).

L.6 Instructions for Submitting Proposals

Provided below are instructions for the preparation and submission of proposals. The purpose is to establish requirements for the format and content of proposals so that proposals are complete, contain all essential information and can be evaluated equitably.

-Offeror’s shall complete Attachment A – Past Performance References Sheet (page 81)

While offerors must submit evidence of a minimum of 3 customer references for past performance evaluations, they may provide more (but in no case shall they submit more than 5 references).

L.10 Offerors Checklist Must be completed and return with your proposal package

This is a Performance based, firm-fixed priced contract.

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 more important than price.

M.2 Past Performance

The relevant past performance references contacted will be evaluated with an adjectival rating, which in turn will be translated into a numerical score, as indicated in the chart below. The numerical scores will then be averaged for a composite score. The composite score may fall anywhere along this scale, for example, a 4.5.

M.1 Total Evaluated Price

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.

Offerors shall submit with their offer the following documents:

Offerors shall submit with their offer the following documents:

Standard Form 33 – Solicitation, Offer, and Award

Section B – Supplies or Services and Prices Offer

Offeror’s Checklist (See Section L)

Quality Control Plan (See Section C)

Past Performance References

2 Cost Proposal Worksheets

Questions/Comments:

Transplants- no comments

TMC Contractors no questions at this time

All questions must be submitted by Friday April 10, 2020 COB

No walkthrough due to the COVID 19 virus.