2020 05 20 Pre Proposal Conference Call Minutes with Agenda.pdf

Metro CD Engineering, LLC 3510 Snouffer Road

Suite 200 Columbus, Ohio 43235

Tel: 614.923.3930 Fax: 614.543.8308

Pre-Proposal Virtual Conference Call Meeting Minutes

Project: Solicitation #47PF0020R0008 Fire Alarm Replacement Federal Building and U.S. Courthouse 200 West 2nd Street, Dayton, Ohio

May 20, 2020 at 9:30 AM Eastern Time

1. In attendance not including contractors:

GSA Contract Specialist: Michelle Nelson GSA Contracting Officer: Sherri Turner GSA Southern Construction Team Supervisor: Johanna Nieves GSA Project Manager: Gabriel Adejobi GSA Project Manager Supervisor: Timothy Petry GSA Property Manager: Sean Morgan GSA Property Manager: Anthony Ezerski GSA Property Manager Supervisor: Scott Day GSA Fire Protection Engineer: Todd Roeder Metro CD, A/E firm of record: Michael Chow

2. A sign-in sheet was distributed virtually. Michelle stated the sign-in sheet will be made available to all contractors via beta.SAM.

3. Introductions were made by those in attendance from the above list.

4. Michelle went over the site visit requirements and how to make an appointment. See agenda for details.

5. Michelle went through the proposal items on the agenda and there were no questions.

6. Michael Chow went over the Project Overview and Description.

a. Michael went over the scope of work and displayed the SECTION 011000 SUMMARY that has the major items in the scope of work.

i. Michael stated the past solicitation RFI responses are mostly found in this section. He advised that Contractors should read the Project Manual and Drawings before submitting RFIs.

7. Michael went over the Contractors Use of the Premises, Government Occupancy for the project.

8. Michael asked if there were any questions on the Project Overview. No questions were asked.

9. Gabriel went over the Security Clearance for the project.

10. Gabriel reiterated that sign-in sheet will be made available to all contractors via beta.SAM.gov and site visits dates& time allocated for each contractor that responded to the RSVP will be indicated.

a. See agenda for items covered in the conference call.

11. Conference call was adjourned.

Any additions and/ or corrections should be brought to the attention to Michael Chow (614.923.3930, mchow@metrocdengineering.com) no later than 5:00pm EST on May 22, 2020. These minutes shall be deemed accepted by all the participants if no additions and/or corrections are forwarded by the date/time specified.

mailto:mchow@metrocdengineering.com

Pre-Proposal Virtual Conference Call AGENDA

Solicitation #47PF0020R0030 Fire Alarm Replacement

Federal Building and U.S. Courthouse 200 West 2nd Street, Dayton, Ohio

May 20, 2020 at 9:30 AM Eastern Time

GSA Contract Specialist: Michelle Nelson GSA Contracting Officer: Sherri Turner GSA Southern Construction Team Supervisor Johanna Nieves GSA Project Manager: Gabriel Adejobi GSA Property Manager: Sean Morgan GSA Property Manager: Anthony Ezerski GSA Fire Protection Engineer Todd Roeder Metro CD, A/E firm of record: Michael Chow

Please mute your phone if not speaking.

Due to guidance provided, the site visit schedule for March 18, 2020 was postponed. At this time, GSA is offering a Pre-Proposal Virtual Conference followed by a site visit on Tuesday, May 26, 2020 at 8:00 AM EST. Offerors shall RSVP to the site visit by 12 Noon EST on Thursday, May 21, 2020 to attend. You shall RSVP to both Michelle.Nelson@gsa.gov and Adebola.Adejobi@gsa.gov.

Attendance for the site visit will be handled on a first come, first serve basis. Depending on the number of requests, you may be asked to attend the alternative date on Wednesday, May 27, 2020 at 8:00 AM EST. All individuals attending the site visit shall wear a face covering and practice social distancing as recommended by the Center for Disease Control. If stricter

Federal, state or local requirements are in-place for face coverings, those shall be followed.

In an effort to comply with social distancing, each General Contractor is limited to a total of 2 people which can include one subcontractor. Pictures will be allowed. Please note, the site visit will start on time. Anyone arriving after 8:00 AM EST will not be allowed to attend.

Offerors should plan in advance and allot time for parking and security screening. A form of

Government ID will be required to enter the building. Site visit location is 200 W 2nd St, Dayton, OH, GSA.

The purpose of today’s conference is to allow contractors the opportunity to ask questions regarding the solicitation and the technical elements of this project. We will review the forms that need to be submitted and the procedures that need to be followed.

A copy of the meeting minutes and list of attendees will be posted to the solicitation on beta.SAM.gov. The notes are not intended to reiterate everything discussed in the meeting, but identify those points that may affect an offerors’ understanding of the solicitation.

Please be aware that no oral statement made by any Government Representatives during this conference will have the effect of amending the specifications. In the event the discussion during this conference indicates a need to modify the solicitation an amendment will be issued mailto:Michelle.Nelson@gsa.gov mailto:Adebola.Adejobi@gsa.gov in writing. All amendments must be acknowledged by the time/date the proposals are due.

● Offerors shall submit the following documents with their offer.

o Price Proposal, Standard Form 1442 – Solicitation/Contract Order for

Construction Items.

o The technical proposal should be organized to correspond with the evaluation criteria. The submission should not exceed 10 double sided sheets (not including the forms). Pages that exceed the 10 page limit may not be considered.

▪ Technical Proposal Factors

1) Past Experience on Relevant Projects (35%)

2) Past Performance on Relevant Projects (25%)

3) Qualifications of Key Personnel (25%)

4) Management Plan (15%) o Past Performance References, Attachment A, min. of 3 o Construction Cost Breakdown Sheet o Offeror Representations and Certifications o GSA Form 527 – Contractor’s Qualification and Financial Information o Standard Form 24 – Bid Guarantee o Acknowledgment of Amendments

● Construction Time: 365 calendar days after receipt of notice to proceed.

● Liquidated Damages: $378.09 for each calendar day of delay until the work is completed or accepted.

● Deadline for Questions: Thursday, May 28, 2020 at 4:30 PM CST. All questions shall be submitted in writing to Michelle.Nelson@gsa.gov, Sherri.Turner@gsa.gov and Adebola.Adejobi@gsa.gov. Offerors may submit RFIs after the specified time but the Government is not required to provide an answer.

Receipt of Offers Change to RFP per Amendment 01:

Only electronic proposals will be accepted. Please make sure the solicitation number is in the email subject line.

All proposals must be emailed and received by 4:30 PM CST on Wednesday, June 10, 2020.

Proposals shall be emailed to Michelle.Nelson@gsa.gov and Sherri.Turner@gsa.gov.

Disregard the request for hard copies. Hard copies will not be required and should not to be mailed to GSA.

There is no guarantee of negotiations being opened. The Government can award based upon the receipt of initial offers so make your initial price your best offer. No information regarding the proposals submitted will be available before the contract award.

System for Award Management All contractors must be active in the System for Award Management (SAM), www.sam.gov, prior to submission of offers to be considered for award. BE ADVISED: If you are registering a new entity in SAM.gov or updating your entity, you must provide and mail an original, signed notarized letter (available here: https://goo.gl/DxrEBs ) stating that you are the authorized Entity Administrator. Read the FAQs (available here: https://goo.gl/jfW8q3 )for more information on these requirements and / or contact the Federal Service Desk at www.fsd.gov for additional questions or assistance.

BUY AMERICAN ACT

mailto:Michelle.Nelson@gsa.gov mailto:Sherri.Turner@gsa.gov mailto:Sherri.Turner@gsa.gov

Except as provided in FAR 25.202, use only domestic construction materials in construction contracts performed in the United States. Exceptions may include the following and must be approved by the Contracting Officer.

(1) Impracticable or inconsistent with public interest.

(2) Non availability.

(3) Unreasonable cost.

(4) Information technology that is a commercial item.

A request may be made Pre-Award or Post-Award to the contracting officer for a determination concerning the inapplicability of the Buy American Act for specifically identified construction material. All requests must be made in accordance with FAR 52.225-10 or 52.225-11.

PROJECT OVERVIEW & DESCRIPTION

The Contractor shall provide all equipment, material, labor and supervision required to perform the hereinafter specified work at the Federal Building.

The General Services Administration has requirements to replace the existing Fire Alarm System with a new voice evacuation fire alarm. Install new radio communications firefighter system.

Contractor's General Working Hours:

Contractor working hours shall be generally established to occur during Government UNOCCUPIED Hours.

Government Occupied Hours: Government personnel are scheduled to occupy the building during the following hours on weekdays, Monday through Friday, except for established Government Holidays 7:30AM to 4:30PM.

Government Unoccupied Hours: Government personnel are not scheduled to occupy the building during times not indicated as Government Occupied Hours.

CONTRACTORS USE OF THE PREMISES

General: The Contractor shall limit his/her use of the premises to the work indicated, so as to allow for Government occupancy and public use.

● Use of the Site: Confine operations at the site to the areas permitted under the

Contract. Portions of the site beyond areas on which work is indicated are not to be disturbed. Conform to site rules and regulations affecting the work while engaged in project construction

● Contractor Use of the Existing Building: Maintain the existing building in a safe and weather-tight condition throughout the construction period. Repair damage caused by construction operations. Take all precautions necessary to protect the building and its occupants during the construction period. Building access coordination shall be through GSA Property Manager:

GOVERNMENT OCCUPANCY

The Government will occupy the site and the existing building during the entire period of construction. The Government reserves the right to place and install equipment as necessary in completed areas of the building and to occupy such completed areas prior to substantial completion, provided that such occupancy does not substantially

SECURITY CLEARANCE

Upon receipt of the award letter, the contractor should immediately contact the Security Clearance Contact Person (SCCP) identified in the letter to determine the process.

● Contractor, including all subs shall attend training conducted by Zonal Help Desk

● Provide list of individuals working on contract to Requesting Official (RO) and Help Desk

● Complete section 1 of CIW and mail CIW, OF-306 to Zonal Help Desk

● Enroll at MSO station with valid ID for fingerprinting

● Complete OF 306, GSA 3665 and e-QIP as appropriate

Please note that no additional time will be added to the performance period due to the following contractor actions or inactions:

● Late submittal of security clearance forms

● Incomplete or inaccurate submittal of security clearance forms

● Submittal of employees whose adjudication is found to be unsuitable

● Failure of the contractor to comply with any of the security requirements in the contract

Additional forms for replacement employees will be provided. Any employee hired after performance starts under this contract must have the documents submitted 30 days prior to the employee starting work. These forms must be completed accurately and thoroughly before employment under the contract. No employee or subcontractor may begin work under this contract without approved security clearances being received. Failure to do so may result in the contract being terminated for default. The Government reserves the right to require the contractor to resubmit the documents at any time. If requested, the forms must be submitted within three working days of receiving the request. Failure to provide the documents within the specified time period will result in removal of the employee until the documents are submitted, reviewed, and approved. The Government shall have, and exercise, full and complete control over granting, denying, withholding, and terminating clearances for any employee.

A NOTICE TO PROCEED WILL NOT BE ISSUED UNTIL CLEARANCES HAVE BEEN

APPROVED.

END OF DOCUMENT