Northern Admin Ohio preproposal Agenda Minutes.pdf

RFP 47PF0020R0060

NORTHERN ADMINISTRATIVE SERVICES

VARIOUS LOCATIONS

AKRON AND CLEVELAND, OH

PRE-PROPOSAL CONFERENCE – AGENDA MINUTES

REQUEST FOR PROPOSAL (RFP) 47PF0020R0060

NORTHERN ADMINISTRATIVE SERVICE, OHIO VARIOUS LOCATIONS

Carl B. Stokes US Courthouse, 201 Superior Avenue, Cleveland, OH, Howard M. Metzenbaum US Courthouse, 201 Superior Avenue, Cleveland, OH.

Anthony J. Celebrezze Federal Building, 1240 E Ninth Street, Cleveland, OH

John F. Seiberling Federal Building, 2 South Main Street, Akron, OH, September 1, 2020 2:00pm EST

Welcome

This is a 100% HUBzone set-aside for prime contractors only.

Introductions

Connie Bilek-Hammond- Contracting Officer Elizabeth Pena – Facilities Operations Team, Contracting Officer’s Representative Diana Ciryak– Property Manager, Anthony J Celebrezze Federal Building, Cleveland, OH Karen Weaver Property Manager, Carl B. Stokes US Courthouse, Cleveland, OH Nick Infantino, Lead Property Manager, John Seiberling Federal Building, US Courthouse, Akron, OH Rebecca Lane, Property Manager, John Seiberling Federal Building, US Courthouse, Akron, OH Maureen Michael - Supervisory Property Manager, Anthony J Celebrezze Federal Building, Cleveland, OH Kathy Lease- Supervisory Property Manager, Cleveland and Akron

Please make sure you sign in on the sheet which is circulating.

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.

Preferably, electronic Proposals are due on September 17, 2020 (Thursday) 12:00 PM (EST) to connie.bilek-hammond@gsa.gov.

Contract is for a base period of 1 year with 4 one year options. Start date is on or about February 1, 2021.

Brief Review of Solicitation:

In accordance with FAR Parts 1, 2, 4, 13, 32, and 52 contractors must have an active profile in the SAM database prior to award of any contract, basic agreement, basic ordering agreement, or blanket purchase agreement. No award will be made to any contractor without an active profile in SAM.

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Section A: Standard Form 33 – SOLICITATION, OFFERANDAWARD- page 12

Section B: Supplies or Services and Prices Offer (Pricing for base year and four options and additional services)

– Pages 15-18 Hourly rates for Additional Services are proposed only once. These rates may, in the event of wage determination rate increases, be escalated per FAR 52.222-43. All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, over-head, G&A or profit will be applied when hourly services are ordered.

Offerors shall price the renewal options using the wage determination contained in this solicitation. Upon exercising a renewal option, the contract price will be adjusted in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Act - Price adjustment (May 1989) (Multiple Year and Option Contracts).

Offerors MUST quote prices for all four of the renewal options, in addition to the initial period, in order to be considered for award.

Section C: Descriptions/Specifications/Statement of Work

This is a Performance Based Contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the contractor.

C.1 SCOPE OF WORK

Days of operation are Monday through Friday. Work shall not be required on the following Federal holidays or on days observed in lieu thereof:

Unless specifically requested or approved by the Contracting Officer (CO) or the Contracting Officer’s Representative (COR), all work shall be performed Monday through Friday, Federal holidays excluded, as stated below for each location:

Location 1: Anthony J. Celebreeze Federal Building, 1240 East Ninth Street, Cleveland, Ohio 44199 Full time, hours: 7:45 a.m. to 4:15 p.m. - Secretary II Position

Location 2: Carl B. Stokes USCH, 801 W. Superior Avenue, Cleveland, Ohio 44113 Full time, hours: 8:00 a.m. to 4:30 p.m. – Secretary II Position

Location 3: John F. Seiberling Federal Building & USCH, 2 South Main Street, Akron, Ohio 44308 Full time, hours: 8:00 a.m. to 4:30 p.m. - General Clerk III Position

Location 4: Howard M. Metzenbaum USCH, 201 W. Superior Avenue, Cleveland, Ohio 44114 Part time, Monday to Thursday, hours: 7:00 a.m. to 1:00 p.m. and Friday, hours: 7:00 a.m. to 2:30 p.m.

- General Clerk II Position

Unanticipated Federal Holidays:

Unanticipated holidays declared by the President will be treated as a Federal holiday. For the Department of Labor Wage Determination covered positions, the Contractor will be paid for any unanticipated Federal holiday if they are normally scheduled to work that day.

Unanticipated Building Closures/Shutdowns:

In the situation of an unanticipated closure of the building, employees may be provided the option to make up work through the remainder of the pay period (calendar month), if beneficial to the Government as determined and coordinated with the Contracting Officer’s Representative.

If a contract employee is located in a building which is provided an “optional early dismissal” (typically weather related), the contract employee shall be provided the following options: take leave without pay, make up work

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throughout the remainder of the pay period (calendar month) at the discretion of the Contracting Officer’s Representative, or use leave provided by the Contractor.

Unscheduled absences shall be reported to the COR as soon as possible, preferably prior to the start of the workday.

Vacancies

No position shall experience a lapse in service greater than one (1) day unless otherwise reviewed and approved by the Contracting Officer. A qualified proficient temporary relief is required.

All temporary qualified proficient relief personnel shall be provided at no extra cost to the Government.

Contractor shall recruit and interview prospective personnel; the Government requests a courtesy copy of the resume(s) and a virtual/visual “meet and greet” either by video or in person in order to ensure a good fit within the targeted office. If the Government is in agreement with the Contractor’s recommendation, the Contractor will proceed with initiating the clearance process and placing the employee.

The Government will not be charged extra for the training of replacement personnel. Only the time of the primary worker will count as chargeable toward the fulfillment of this contract. Any trainee or observer will be considered non-productive for the purpose of this contract.

Employee Training

The Contractor must identify how quality training of his employees both current and back-fill employees at the facilities specified in this contract will take place. The Contractor must specify when and where training will take place, as well as the proposed content of training classes.

C.1.0 “The Contractor Shall” … Please review this section carefully as it contains the minimum level of wok that GSA expects from the administrative staff on site.

C.5 Quality Control Plan (QCP)

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

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

Contractor Performance Assessment Reporting System (CPARS) GSA uses the CPARS or similar performance measuring system to formally evaluate the Contractor’s performance.

Evaluations are generally conducted annually or more frequently on or about the anniversary date of the Contract and also at the end of the Contract period.

C.8 Telework

The Government may allow any contract administrative support personnel the use of teleworking in certain situations, national emergencies, pandemics, planned building closures or any other situation where teleworking would be deemed preferable. Telework is subject to online certification, monitoring plan, high speed secure internet access and approval by the CO or COR.

If telework has been instituted under this contract, the COR is required to provide 24 hour notice before requiring the employee to return to the worksite.

C.9 .Contractor Submittals/Deliverables Chart

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*Note on Back up/ fill employees: communication between the Contractor Administration and GSA is tantamount to organizing the back fill employees, especially on short term notice. It is the responsibility of the Contractor to have a procedure in place in which GSA is informed as soon as possible of any absences and how they will be covered.

Section D: Packaging and Marking -

D2. MARKING

All information submitted to the CO or COR, shall clearly indicate the contract number of the contract for which the information is being submitted. The contract number will be different than the solicitation number.

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: Building information

F.4.Recognized Holidays

The holidays identified herein are recognized by the Government. Should a holiday fall on a weekend, the day designated by GSA (Government) shall be recognized as the holiday.

1. New Year’s Day 6. Labor Day

2. Martin Luther King Day 7. Columbus Day

3. President’s Day 8. Veteran’s Day

4. Memorial Day 9. Thanksgiving Day

5. Independence Day 10. Christmas Day

Section G: Contract Administration Data:

G.1. Payment (General)

(1) Payment for recurring monthly services will be made on the basis of a monthly invoice, in arrears.

Invoices must be submitted by the 5th business day of the month to GSA's Office of Finance, listed below.

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

https://finance3.gsa.gov

CPARS Registration

Each award requiring an evaluation must be registered in CPARS. The contractor will receive several automated emails. Within thirty days of award, the contractor will receive an e-mail that contains user account information, as

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well as the applicable contract and order number(s) assigned. Contractors will be granted one user account to access all evaluations.

Section H: Special Contract Requirements

H1. GSAR 552.237-71 QUALIFICATIONS OF EMPLOYEES (MAY 1989)

(a) The contracting officer or a designated representative may require the Contractor to remove any employee(s) from GSA controlled buildings or other real property should it be determined that the individual(s) is either unsuitable for security reasons or otherwise unfit to work on GSA controlled property.

(b) The Contractor shall fill out and cause each of its employees performing work on the contract work to fill out, for submission to the Government, such forms as may be necessary for security or other reasons. These forms shall be completed electronically unless that would create a hardship for the individual. Upon request of the Contracting Officer, the Contractor and its employees shall be fingerprinted.

(c) Each employee of the Contractor shall be a citizen of the United States of America, or an alien who has been lawfully admitted for permanent residence as evidenced by Alien Registration Receipt Card Form I-151, or, who presents other evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

NOTICE TO PROCEED (NTP) WILLNOT BE ISSUED UNTIL THEGSA SECURITY SPONSOR HAS

OFFICIALLY NOTIFIED THE CONTRACTING OFFICER THAT SECURITY CLEARANCES FOR

PROPOSED EMPLOYEES HAVE BEEN RECEIVED AND APPROVED BY THE OFFICE OF

PERSONNEL MANAGEMENT (OPM). PERMANENT CONTRACT STAFF WILL NOT BE ALLOWED TO

WORK IN FEDERALLY CONTROLLED SPACE PRIOR TO OBTAINING THE APPROPRIATE

BACKGROUND INVESTIGATION.

H.1.1 Qualifications of Supervisory Employees Supervisory contract employees shall have a minimum of 3 years of experience with managing and related services in building(s) of similar size and complexity. The Contractor shall provide employee resumes covering these positions to the CO for approval. At the discretion of the CO or their designee formal training may be substituted for experience. All supervisors are required to be fully conversant in English.

Resumes for supervisory personnel shall be submitted to the CO or their designee and include a copy of their current license if applicable. It is the responsibility of the Contractor to keep all certificates of training, licenses, and permits current. All resumes will be submitted in accordance with the requirements in C. Contractor Submittals/Deliverables Chart.

A detailed resume for supervisory personnel containing the information specified below must be submitted.

These qualification standards apply to both new and replacement supervisors.

(1) The full names of the proposed supervisors.

(2) Detailed descriptions of the previous 5 years of employment history for each proposed supervisor.

(3) The name(s) and address(es) of the companies for whom the proposed supervisor(s) worked for the past 5 years, along with the name(s) and telephone number(s) of immediate supervisors.

A detailed resume for the Project Manager containing, as a minimum, the information specified below must be submitted. These qualification standards apply to both new and replacement Project Managers.

(1) The full name of the proposed Project Manager.

(2) A detailed description of the previous 10 years of employment history for the proposed Project Manager.

(3) The name(s) and address(es) of the companies for whom the proposed manager worked for the past 10 years along with the names(s) and telephone number(s) of his or her immediate supervisor(s).

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H.1.2 Submission of Resumes for New Employees The Contractor shall submit to the CO or designee the resumes of all personnel prior to such personnel before they begin work during the performance periods of the contract. The Contractor shall schedule a visual/virtual interview of all candidates with CO, designee or GSA Property Manager. The CO or designee may deny permission to employ personnel if qualifications indicate from the skill levels indicated in the Contractor’s proposal for the contract, or if there are skills or reliability concerns.

Section I: Contract Clauses and Department of Labor Wages for Cuyahoga and Summit counties

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or

Equipment. Pages 67-69 sections d) Representation. Both those boxes on page 68 must be completed and returned with your proposal.

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

Exhibit 1 Reporting Requirements

*Exhibit 2 Administrative Support Services Performance Standards

Exhibit 3 Administrative Support Services Inspection Form and Sign in Sheet GSA

139 on Work under Contract

Exhibit 4 Applicable Publications

Exhibit 5 Quality Assurance Surveillance Plan (QASP)

Exhibit 6 Confidentiality and Non-disclosure Agreement

*Exhibit 2 Administrative Support Services Performance Standards

1. RELIABILITY: Daily availability of designated Contractor personnel for completion of assigned work.

2. TIMELINESS: Completion of assigned work within the assigned timelines

3. ACCURACY: Frequency of errors will be kept to a minimum.

4. CONFIDENTIALITY: There shall be no sensitive information disclosed to non-Government parties without the express permission.

5. CONDUCT DURING WORKING HOURS: The Contractor must maintain a business-like manner to the maximum extent practicable during working hours. Behavior must be appropriate to the efficient conduct of Government and contractor business. Conduct must at all times be such that the activity will be free from valid criticism. The Contractor will remove any employee guilty of personal misconduct or delinquency on Government premises.

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AKRON AND CLEVELAND, OH

Section K: Representations and Certifications –

52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS

Provision 52.204-7 is included in this solicitation so paragraph (d) of this provision applies. Complete (d) as applicable (attach additional sheets if necessary).

Section L: Instructions, Conditions, and Notice to Offerors –

Clauses – Instructions, conditions, and notices to offerors or respondents

L1. 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).

L3. INSTRUCTIONS FOR SUBMITTING PROPOSALS

(a) Quality Control Plan

(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 have been Governmental (federal, state, or local) or private sector contracts.

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

1) The contract was for administrative support services in a commercial or government owned facility.

2) The contract is/was in place for at least two consecutive years.

3) For previous contracts, the contract was completed within five years from the closing date of this solicitation.

4) The offeror must have served as the prime contractor

(c) Price Proposal Prices for the proposal shall consist of:

• a signed Standard Form 33, Solicitation, Offer and Award and

• pricing information to be completed under Section B, Supplies or Services and Prices.

• Cost Proposal Work Sheet for each of the four locations

L3. GSAR 552.237-70 QUALIFICATIONS OF OFFERORS (MAY 1989)

(a) Offers will be considered only from responsible organizations or individuals now or recently engaged in the performance of building service contracts comparable to those described in this solicitation. In order to determine an Offeror’s qualifications, the Offeror may be requested to furnish a narrative statement listing comparable contracts which it has performed; a general history of its operating organization; and its complete experience. An Offeror may also be required to furnish a statement of its financial resources; show that it has the ability to maintain a staff of regular employees adequate to ensure continuous performance of the work; and, demonstrate that its equipment and/or plant capacity for the work contemplated is sufficient, adequate, and suitable.

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L6. L6. TYPE OF CONTRACT

The Government contemplates award of a firm fixed price contract resulting from this solicitation.

L7. OFFERORS CHECKLIST – must be completed and returned with proposal.

Page 138 Attachment A “ Past Performance References” -minimum of 3 and no more than 5

Section 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 significantly more important than price.

M.2. Past Performance Past performance will be evaluated as a predictor of the offeror’s compliance with contract requirements and overall quality of performance.

Past performance will be evaluated on the basis of information received by the Contracting Officer concerning the offeror's performance on other contracts, including information not submitted by the offeror.

FAR 15.305(a)(2)(iv) states, “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 3 relevant references, 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.

M.3. 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.

SUBMITTALS REQUIRED WITH PROPOSAL:

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

◻ GSA Form 527 – Contractor’s Qualification and Financial Information

◻ Section B – Supplies or Services and Prices Offer

◻ Offeror’s Checklist (See Section L)

◻ Quality Control Plan (See Section C)

◻ Section K - Representations, certifications, and other statements of offerors or respondents

◻ Past Performance References (3-5) ◻ Cost Proposal Worksheets (4) ◻ 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or

Equipment. (page 68)

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All questions need to be submitted by email to my attention (copy Elizabeth Pena Elizabeth.pena@gsa.gov) no later than COB on Thursday September 3, 2020. Answers will be provided by amendment, along with the Pre-Proposal Agenda minutes.

Discussion:

All questions, both from the conference on 9/1/20, as well as submitted before 9/3/20, are on a separate sheet with answers from GSA.