VBA -DFAS CMc Pre-Proposal Minutes - Final.pdf

Meeting Minutes

Jacobs Technology 1100 North Glebe Road, Suite 500 Arlington, Virginia 22201 United States T +1.571.218.1000 F +1.571.218.1600 www.jacobs.com

Subject CMc Preproposal Conference Meeting.

Project AJ Celebrezze Federal Building-VBA/DFAS Renovations and Backfill Project

Prepared by Osman Yasin

Location570123 Virtual Google Meet Date September 29, 2020, @ 2 pm EST

Participants:

Helen Dimonte-GSA

Daniel Ramirez-GSA Steve Carbery – GSA

Tim Hansmann -GSA

Paul Machalek – GSA

Marla Kavouras – GSA

Don Melcher – GSA

Angela Miklich - GSA

Maureen Michael -GSA

Evan Shooltz -GSA

Roger Haddock – Jacobs (CMa)

Osman Yasin – Jacobs (CMa)

Aisha Branham – MGA (AOR)

Amy Stein – MGA (AOR)

Contractor Participants:

Gavin Smith - A.M Higley Company

Nichole Debinski - CSS

Jack Baumann - Donleys/APB/Tropy Point

Thomas Connor - Erie Affiliates

Katie Davis - Erie Engineering and Construction

Nadine Lee - Mascaro

Dr. Scott Minerd - Pinnacle Construction and Development

Scott Wagner - Regency Construction Services

Kayla Johnson - Robins and Morton

Davis Semler - Rycon Construction

Karyn Slifka - Ozanne Construction Company

Mike Leonette - The Austin Company

Taurean Spratt – Turner Construction Company Tori Bias - Whiting-Turner

Amy Runge – R.J. Runge Company

Jacobs Technology Inc.

Daniel Ramirez – GSA Contract Specialist was the presenter of the Preproposal Meeting, a roll call identification via Google Meet was taken in which participants from GSA, MGA, Jacobs and the Offerors introduced themselves. This was followed by an Introduction by Helen Dimonte GSA Contracting Officer who outlined the Agenda (attached) and provided guidance on the protocols relative to the Request for Proposals (RFP) for the Construction Manager as Constructor CMc issued on September 15, 2020. The purpose of the meeting was to explain the contract structure and evaluation criteria, proposal submission requirements, and scope of work for the AJC – VBA Renovation and Backfill Project and DFAS Consolidation Project. Nothing stated in the meeting today will change the requirements of the RFP.

Steve Carbery- GSA Project Manager for the VBA Renovation and Backfill portion of the project gave a brief overview and background of the AJC Federal Building:

● Located in downtown Cleveland, modernist skyscraper built in 1966

● 32 stories and over 1,000,000 square feet of usable office space,

● Houses 30 Federal Agencies with 4000 employees

● CMc firm will be an integral part of the project team

VBA Project Highlights:

● Renovation and backfill of Floors 9-13, swing space for floors 5,7 & 8

● Approx 145,000 sf of office space

● 21,000 sf of common corridor and elevator lobby space

● Expected Design Phase Completion Sept 2021

● Construction NTP Fall 2021

● Construction Duration approximately 4 years (1463 days total from Construction Notice to Proceed through Construction Substantial Completion)

● Substantial Completion approximately October 2025

● VBA is currently located on Floors 9-13 of the almost fully occupied building

● VBA to consolidate to 4 floors 9-12, DOL-OWCP and DoED (currently in Cleveland area leased locations) to backfill Floor 13

● Armed Forces Recruiting, Navy, RRB and DOL-BLS (currently on Floors 9-12) to relocate to Floors 5, 7and 8.

● Phased Construction Floors 9, 11, 10,12 and 13

Amy Stein, MGA Project Director then presented a building overview slide presentation of the VBA portion of the project:

● Design Excellence Peer Review Project

● LEED Gold Target Achievement

● Maintain Historical Preservation

● Building was glass over clad in 2014 to make it energy efficient

● Fully occupied building, new renovation will house 925 federal employees

● Large floor plate 140’x 250’

● Intended to meet the needs of 21st century

● Architectural features to encourage collaboration, create neighborhoods, biophilic elements, amenity spaces and shared resources, optimize views with glass entrances and natural light from elevator lobbies, improve thermal and acoustic comfort, increase technology and mobility and improve workflow and efficiency, encourage collaboration

● Phased moves to minimize disruptions

Tim Hansmann, Project Manager for the DFAS portion of the project, elaborated the features of the project:

DFAS Project Highlights:

● Consolidate, Renovate, modest upgrades/finishes of Floors 14, 22, 24,25, 28 and 29.

● Approx 149,600 sf of general office space

● Hazardous Abatement of Floor 29 has been completed

● No work in public corridors/lobbies, no above ceiling work

● Renovated Floor 23, is to be used as a benchmark

● Abatement to include floor tile mastic and mastic under carpet

● Scope of renovated space to include new carpet and paint

● Additional amenity spaces are expected for inclusion

● Furniture to be provided by tenants, electrical and data wiring by contractor

● Limited upgrades to mechanical/electrical distribution systems

● Ceiling Paint and relamping of light fixtures

● Expected Design Development Completion May 2021

● Expected Construction Document completion by Feb 2022

● Construction Duration 4 years/completion August 2025

Phased Construction:

● Phase 1: Floors 25, 28 2022 (May – December)

● Phase 2: Floor 24 2023 (February – August)

● Phase 3: Floor 22 2024 (February – August)

● Phase 4: Floors 14, 29 2025 (February – August)

Evan Schooltz, AJC Property Manager, addressed issues pertaining to site access, building security, dock access for materials, dedicated freight elevator usage, material laydown areas, trash receptacles/Dumpsters, site parking etc. He emphasized advanced coordination with Property Management and in-house O&M personnel to maintain a smooth workflow during working hours as designated by GSA.

Paul Machalek and Marla Kavouras, VBA COR and DFAS COR, both elaborated on the protocols and requirements for HSPD 12 security clearances as they pertain to fitness for duty and subsequent badging for gaining entry/access to the occupied federal facility.

Helen Dimonte, GSA CO, then provided the procedures for the designated site visits scheduled dates and times on October 6 and 9, to facilitate the offerors visit and tour of the AJC Federal Building. This would help to adequately plan and organize the preproposal tour as no more than 3 personnel are allowed from each offeror.

Helen then went on clarify the CMc Procurement process and contractual structure, as posted on beta.sam.gov:

● Each Offeror has to submit a Technical Proposal and a Pricing Proposal to be sent separately via e-mail.

● The solicitation is full and open competition, not a Small Business.

● The contract is Guaranteed Maximum Price (GMP) not to exceed; the price can be adjusted down, not up, except due to added scope. A bilateral agreement will be entered for the Construction phase.

● This procurement is open to Joint Ventures. Joint Ventures need to submit the fully executed JV agreement with their proposal

● Go No-Go factors include the Small Business Plan for Large Businesses and Cost Accounting Standards.

● Factor 1- Experience is now modified to allow the submission of projects completed in the last ten years instead of the last six years.

● Factor 1 - Experience is now modified to allow the submission of projects $ 50 million and above. The maximum of $ 70 million has been removed.

● All inquiries from offerors will be answered and posted on sam.gov, must be received by October 13, 2020, per recent amendment. Up to the CMc to ensure their references reply to GSA by due date.

● Past Performance Questionnaires: First part to be completed by CMc, 2nd part completed by the client reference.

● Liquidated Damages for both projects portions were covered.

● Best Value Tradeoff. Price and Non price factors will be considered. GSA is not bound to award to the Lowest PriceTechnically Acceptable. GSA may not enter into negotiations prior to Award so Bidders are encouraged to provide their best most competitive Bid.

● The proposal Due date is October 19, 2020

● Planned Contract Award Date: Mid-February 2021

Q&A Session: Responses to Questions:

Q1. What are the Small Business Goals?

A1. Bidders should follow the sample plan in the RFP.

Q2. Is the GSA schedule part of the Best Value evaluation?

A2. The GSA schedule is not an evaluation criteria. No materials are required to be purchased from the GSA schedule.

Q3. If we don’t have project experience over $25M, can we still bid?

A3. $50M and above is the project requirement. If GSA receives proposals with projects under $50M, they will be evaluated accordingly.

Q4. Will Site visits have more than one company included in same tour?

A4. Yes, there are limits of total number of attendees per tour due to COVID and more than one company can be expected on the same tour.

Q5. Will the attendees of this call be posted on beta.sam.gov

A5. Yes.

Q6. What is definition of a Similar Project?

A6. The definition of a Similar project is as described in the solicitation.