47PF0021R0048_Pre-Proposal Minutes.pdf

1) This document is being issued to include the Pre-Proposal Conference Agenda and Questions/Answers.

a. Agenda – See Attachment.

b. Questions:

i. Is the GSA Form 527 required with the proposal submission?

1. Yes, this document is required.

c. OTHER INFORMATION

i. Contractors were instructed that no questions would be taken or answered during the building walk-through. All questions should be directed to the Contracting Officer and/or Contract Specialist either via email or facsimile.

ii. Any remarks or explanations provided during the conference or during the consequent building tour shall not qualify the terms and conditions of the solicitation. Comments were made in regard to specific areas of the facility during the walkthrough and are included herein.

iii. Attendees were advised that if future site visits were needed, they should contact the appropriate building manager for that location and set up a time/date accordingly.

d. SIGN-IN LOG

i. Talaia Bowen, General Services Administration

ii. Kevin Foster, General Services Administration

iii. Butch Olson, General Services Administration

iv. Sarah Ekstrand, MEI Total Elevator Solutions

v. Matt LaFlamme, MEI Total Elevator Solutions

vi. Spencer Mack, MEI Total Elevator Solutions

vii. Bekki Tovar, TK Elevator

viii. Travis Hegg, TK Elevator

ix. Heather Gertz, KONE

x. Earl Bunker, KONE

PREPROPOSAL CONFERENCE

U.S. General Services Administration

SOLICITATION 47PF0021R0048

Tuesday, April 6, 2021 at 1 PM CST (2 PM EST) Elevator Maintenance Services

Minneapolis, MN and Fergus Falls, MN NOTICE: Any remarks or explanations provided by a Government representative during this conference do not change the terms and conditions of the solicitation. Any change to the solicitation will be issued by amendment (Standard Form 30).

1. GENERAL

This procurement is an unrestricted, full and open competition opportunity. The NAICS code for this requirement is 238290.

2. CURRENT CONTRACTOR

The current contractor is KONE INC, located in Eagan, MN.

3. LOCATIONS

1) Minneapolis Federal Building, 212 S. Third Street, Minneapolis, MN

2) Diana Murphy US Courthouse, 300 S. Fourth Street, Minneapolis, MN

3) Edward J. Devitt Federal Building, 118 S. Mill Street, Fergus Falls, MN

4. PERFORMANCE PERIOD/PRICE ADJUSTMENT

This is a firm fixed-price contract with the possibility of lasting five years (one year base and four option periods of one year each). Performance for the base year of the contract is expected to begin on or about December 1, 2021. The contract price may be adjusted at each option period in accordance with the Fair Labor Standards Act with the actual increase or decrease in wages and fringe benefits determined by any changes to the wage determination/Collective Bargaining Agreement. Therefore, all option year pricing must be based on the pricing in the current wage determination/Collective Bargaining Agreement.

5. LABOR (B.5)

Quote single per hour prices for emergency call-back during other than normal working hours, overtime and additional services (see Exhibit 4 Definitions) regardless of any commitments on the part of the offeror to pay varying salary rates or travel expenses to its employees. These prices must include all expenses for overhead, General and Administrative (G&A) and profit. No separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are used.

6. C.2.1.2 Repair & Replacements The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, materials, supplies and subcontracts for all equipment and systems specified herein. The Contractor shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his/her representatives, employees and subcontractors, or by reason of any other cause beyond the control of the Contractor, except ordinary wear and tear. This does not exempt deficiencies from coverage under this contract that may have developed or were caused prior to the contract effective date. There are no exemptions for obsolescence of any particular component. Excluded from this contract are unprotected hydraulic cylinders and underground piping for hydraulic elevators.

7. C.2.1.5 Maintenance Control Program The Contractor shall develop, submit, and implement a maintenance control program (MCP) acceptable to the CO or their designee. The MCP must be in compliance with the requirements of the ASME A17.1 Safety Code for Elevators and Escalators Section 8.6. All equipment shall be maintained in accordance with the manufacturer's recommendations, the best practices of the industry, and applicable codes, standards and regulations. If a conflict arises between these standards, the Authority Having Jurisdiction (GSA) will determine the appropriate application.

8. C.10. On Premise Requirements The specified on-premise requirement is not to be construed as the time required to perform the work under this contract. The on-premise requirement is intended only to establish minimum site visits and should not be construed as limiting or constraining performance. The Contractor must determine the number of hours and staffing necessary to fulfill the contract requirements.

The Contractor shall have qualified personnel onsite 2 hours weekly during normal working hours, Monday through Friday, excluding Federal holidays, for Locations 1, 2 and 3 to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

9. C.11.1 Routine Service Calls Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by building occupants or GSA personnel. The Contractor shall respond promptly, within two (2) hours for Locations 1 and 2, and within 24 hours for Location 3, to requests for routine service. If the service call cannot be resolved within two (2) hours for Location 1 and Location 2, and within 24 hours for Location 3, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours for Locations 1 and 2, and within 24 hours for Location 3, due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved. The Contractor must immediately notify the CO or their designee of the problem and the time and date corrective action will be initiated and completed. Simply resetting the elevator and returning it to the service without diagnosing and resolving the problem is not acceptable.

For routine service calls related to priority elevators (dedicated to prisoner movement, judges or a single agency or floor) the Contractor must respond promptly, within two (2) hours for Locations 1 and 2, and within 24 hours for Location 3, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours for Locations 1 and 2, and within 24 hours for Location 3, or prior to the end of the building’s normal working hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours for Locations 1 and 2, and within 24 hours for Location 3, due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved.

10. C.12.1 Emergency Call-Back Service Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within thirty (30) minutes for Locations 1 and 2, and within sixty (60) minutes for Location 3, of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature.

11. C.16.1 Quality Control Plan (QCP) The contractor shall prepare and implement a written quality control plan as described below. The quality control plan must be submitted with the initial offer. The Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. The CO or designee will review the QCP plan annually (at a minimum) and sign/date the document to indicate acceptance of the plan.

12. C.17.2 Safety Inspection Schedule All tests, as required by ASME A17.1, shall be performed as stated below and witnessed by an independent certified inspector.

13. H.1.4 Suitability Determinations An overview of the process to obtain federal security clearances can be found in Section H.1.4. It will be your responsibility, should you be awarded this contract, to initiate security clearances within the required timeframe. Unnecessary delays could prevent this contract from starting and could result in termination.

15. H.14. Contractor Pandemic Plan The Government is required by the National Strategy for Pandemic Influenza Preparedness and has prepared a plan that safeguards its employees and provides for continued operations in the event of an influenza pandemic. The Contractor shall also prepare a plan that outlines the steps that they must take to prevent and reduce the spread and mitigate the potential effect of an influenza pandemic on operation and maintenance, custodial, and elevator operations. Given the unpredictable length and severity of a pandemic, the Contractor’s plan shall link their planned actions to the periods and phases established the World Health Organization for a pandemic cycle. For information on the phases of a pandemic cycle see http://www.who.int/csr/resources/publications/influenza/whocdscsredc991.pdf. The plan shall be submitted to the CO or his/her designee within thirty (30) calendar days of the start of the contract. See components of Pandemic Planning at http://www.ed.gov/admins/lead/safety/emergencyplan/pandemic/planningguide/basic.pdf

16. L.4. Instructions for Submitting Proposals

(a) Quality Control Plan (QCP)

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

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

● Full Elevator Maintenance Service of similar scope in a commercial or government owned facility of similar type and use

● Full Elevator Maintenance Service for equipment of comparable type and complexity

● For a completed contract, within five years from the closing date of this solicitation

● For a current contract, the contract must have been in place for at least 2 consecutive years

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.

(c) Price Proposal Prices for the proposal shall consist of (1) a signed Standard Form 33, Solicitation, Offer and Award; (2) pricing information to be completed under Section B, OFFER SHEET of this solicitation and (3) Contractor’s Cost Proposal Worksheets for Locations 1, 2 and 3.

17. 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.

18. 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.

19. PROPOSAL SUBMISSION & CONTENTS

Offers are due May 3, 2021 at 3:00 PM (EST), electronically only, to the attention of Brittany Morrow at Brittany.Morrow@gsa.gov, as specified in item 8 of the SF 33. Any change to the due date would be issued by amendment only.

Offerors shall submit with their offer the following documents:

FAR 52.212-3 Offeror Representations and Certifications—Commercial Items FAR 52.209-7 Information Regarding Responsibility Matters (Included in GSA Form 3501 and 3502

Solicitation Provisions) GSA Form 527 – Contractor’s Qualification and Financial Information Standard Form 33 – Solicitation, Offer, and Award Section B – Supplies or Services and Prices Offer Subcontracting Plan (N/A to Small Business Concerns) Offeror’s Checklist (See Section L) Quality Control Plan (See Section C) Past Performance References Cost Proposal Worksheets

Ensure your SAM.gov records are active, accurate and complete based on the NAICS code assigned to this procurement (238290).

The offeror should also ensure that company name and address information stated on any proposal document is an exact match with the information in SAM.gov. Vendor must have valid and current SAM Database registration.

20. CHANGES TO THE SOLICITATION

Any change to the solicitation will be issued by amendment. Offerors will be responsible for monitoring BetaSAM for amendments and/or additional information. Amendments must be acknowledged by the offeror.

21. BUILDING TOURS

Offerors will have an opportunity to visit areas that illustrate the conditions and type of work to be performed under this contract. Offerors are to base all pricing based on the terms, conditions, and stated quality standards of this solicitation.

Attendees at this preproposal conference were given the opportunity to visit areas of the building. Please note that any remarks or explanations provided by a Government representative during this tour do not change the terms and conditions of the solicitation. In the case of any discrepancies between information shared during this tour and the specifications, the specifications will govern. See Section L to coordinate site visits.

22. QUESTIONS

Questions regarding the solicitation must be submitted in writing to Brittany Morrow, Contracting Officer, at Brittany.Morrow@gsa.gov no later than Friday, April 16, 2021. All questions and answers will be posted on BetaSAM.gov.