Pre Submission Meeting Agenda signin QA.pdf

Pre-Submission Meeting Agenda GSA Public Building Service (PBS) in Ohio, Indiana, and Illinois

(excluding Cook and Winnebago Counties) Indefinite Delivery Indefinite Quantity Architect/Engineer Services

Synopsis/Solicitation 47PF0021R0086 May 25 & 27, 2021 – 10:30am

The purpose of the pre-submission meeting is to discuss the synopsis/solicitation referenced above and brief you on GSA’s policies and procedures so that firms can get a good idea of what to expect.

No oral statement made by the Government Representatives during this meeting has the effect of amending the synopsis/solicitation. In the event the discussion during this meeting indicated a need to modify the synopsis/solicitation, an amendment would be issued via beta.SAM.gov.

Questions may be submitted to jennifer.dunne@gsa.gov by June 7, 2021.

Contract Overview:

The procurement is set aside for small business concerns only. The NAICS codes are 541330 - Engineering Services, with a small business size standard of $16.5 million or 541310 - Architectural Services, with a small business size standard of $8 million. The Government may award to teams led by Architectural and/or Engineering firms (AE/EA). The prime firm must be registered in the System for Award Management.

Requirements will be for repair and alterations projects with limited scope engineering and architectural services. 80% of projects are anticipated to have an estimated cost of construction at award (ECCA) of $250,000 or less with performance periods of 120 calendar days or less. Some task orders may require a full range of engineering and architectural services with extended budgets and/or performance periods.

GSA plans to award multiple IDIQ contracts from this synopsis/solicitation

● Base contract period will be 1 year w/ Four – 1 year options.

● Minimum guarantee for the base contract will be $1,500.

● Maximum ordering limitation will be $750,000/contract year.

Contract(s) will be split between two (2) zones: Zone 1 – Indiana and Illinois (excluding Cook and Winnebago Counties) , Zone 2 – Ohio, and Dual Zone (Zone 1&2). Teams are encouraged to submit for more than one zone;

however, submitting for one zone will not positively or negatively impact the selection process.

Within 30 days of awards – teams must have an active production office within or near the planned geographic zone to minimize direct travel costs.

After award of the base contract(s), task orders may be issued off of the base IDIQ contract(s); a review of task order process is as follows:

● An A/E or E/A team will be selected based on qualification (relevant area of expertise, past performance, familiarity with the facility, etc.)

● GSA project manager will send a scope of work with submission requirements and the projected schedule to the selected team only – this is a request for quote

● The A/E or E/A team will be required to submit their price on GSA Forms 2630 and 2631

● Costs for projects will be subject to the 6% fee limitation (FAR 15.404-4(c)). The 6% is based on the

ECCA for the project and is primarily applicable to the production and delivery of designs, plans, mailto:jennifer.dunne@gsa.gov drawings and specifications as indicated in the attached document (copies of this document were handed out at the in-person meetings).

● After task order award – work shall be overseen or performed by individuals licensed in the relevant discipline, with a current registration in the state in which the project’s construction will occur.

AE Selection Process:

GSA’s selection for A/E contracts is a two-step process.

The first step is qualifications based; the current notice is a Request for Qualifications ONLY.

Short-list selections will be based on the following qualifications, weighted as follows:

Specialized Experience and Technical Competence (30%) Management Plan and Team Structure (30%) Quality Control Plan (20%) Past Performance (10%) Professional Qualifications (10%)

Cover letter should indicate which zone(s) a team would like to be considered for. If teams would like to be considered for both zones – there is no need to submit 2 separate proposals – 1 proposal with the zone(s) preference on the cover letter is preferred.

Submissions for each zone will be evaluated independently by a Source Selection Evaluation Board.

From the qualifications submission – GSA will short-list the most highly qualified firms. Short-listed firms may be asked to participate in an in-person interview.

During the second step of the process – short-listed teams will be required to submit documents and negotiate salary, overhead and profit rates – which will subsequently be used to negotiate task orders.

REQUIRED DOCUMENTS FOR QUALIFICATION SUBMISSION:

Interested teams that have the qualifications to meet the requirements identified above are invited to submit one file in response to this request, which includes the attached Standard Form 330 (or can be found at www.gsa.gov/forms) along with one single-sided page letter of interest indicating the zoning preference for your team. Please provide only the information requested; supplemental information will not be evaluated.

This solicitation authorizes the transmission of qualification packages, amendments, or withdrawals through email. Please email your qualification package to jennifer.dunne@gsa.gov with a cc: to johanna.nieves@gsa.gov no later than June 16, 2021 at 2:00pm Central Time. Hard copy submissions are NOT acceptable and no other means of transmission are acceptable. The email subject line must use the following format “QUALIFICATION PACKAGE: Firm Name, Solicitation number.” Individual email message size (i.e., email body text plus any attachments) must not exceed 25 MB. Zip files are acceptable. You may submit more than one email if the individual email message size exceeds 25 MB. If more than one email is sent, please make sure to reference the subsequent email. Failure to adhere may result in a late submission and will be subject to FAR 52.214-7.

Supplemental Standard Form 330 Information / Instructions:

Section C: Do not modify the form by providing more than six proposed team members. Prioritize team members, providing those that are most important to creating a well-rounded team demonstrating the concentrated areas of expertise. It is recommended that teams responsible for the majority of the work submitted in Section F be included.

http://www.gsa.gov/forms) http://www.gsa.gov/forms)

Section E: Do not provide more than six key personnel. Teams will have to prioritize and provide those that best represent your ability to accomplish the requirements of this contract. Executive personnel should not be submitted unless they will have direct responsibility for accomplishing the task orders under this contract. It is required that you include the Primary Point of Contact that will be responsible for managing this contract and assigning task orders. It is recommended that the Key Personnel directly responsible for work submitted in section F should also be included.

Section F: Provide no more than ten (10) example projects; each example may be supplemented with photographs, sketches and drawings, or additional information not to exceed 4 single sided pages. Two out of the ten examples must be directly attributable to the Primary Point of Contact/Team Lead. Projects should demonstrate the team's ability to successfully accomplish a range of repair and alterations projects, of varying complexities and budgets. The majority of projects shall include those that have reached substantial completion and all shall have been designed within the last 5 years.

Section G: Only indicate Key Personnel that participated in example projects when they will be performing the exact same role on this contract.

Section H:

A. Management Plan and Team Structure shall not exceed six single-sided pages and shall address the factor as described above.

B. Quality Control Plan shall not exceed four single-sided pages and shall address the factor as described above.

C. Past performance information for each sample project submitted in section F may be supported by other documentation which can include but is not limited to: copies of performance evaluations or owner reviews of team's performance, copies (or listing) of awards, and letters of appreciation or commendation.

These meeting minutes are not intended to reiterate everything discussed during the meeting, but identify those points that may affect a firm’s understanding of the synopsis/solicitation. Included in the minutes are the sign-in sheets documenting everyone that was in attendance.

AE PreSubmission Meeting May 25, 2021 @ 10:30 AM CST COMPANY NAME EMAIL ADRESS Attendance

GSA Jennifer Dunne jennifer.dunne@gsa.gov y GSA Johanna Nieves johanna.nieves@gsa.gov y GSA Matthew Bucker matthew.bucker@gsa.gov y GSA Jeffrey Pavur jeffrey.pavur@gsa.gov y GSA Steven Kuchera steven.kuchera@gsa.gov y

GSA Michael Bohlmann michael.bohlmann@gsa.gov y Metro CD Engineering Michael Chow mchow@metrocdengineering.com y

AMAR Group, LLC Taylora Imes-Thomas hdunbar@amargroupllc.com y

AMAR Group, LLC Genell Anderson, ganderson@amargroupllc.com y Elevar Design Group John Rademacher jrademacher@elevar.com y Elevar Design Group Matthew King mking@elevar.com y Elevar Design Group Jeni Schmidt jschmidt@elevar.com y

Elevar Design Group Emily Donnell edonnell@elevar.com y

IMEG Corp Steve Rhoades steven.e.rhoades@imegcorp.com y Cotter Consulting Bill Cotter w.cotter@cotterconsulting.com y 845 Design Group Jamie Zaura jamiez@845designgroup.com y 845 Design Group Megan Harte meganh@845designgroup.com y

BRiC Partnership Julia Pluff jpluff@bricpartnership.com y

Bailey Edward Christopher Heaney cheaney@baileyedward.com y Hurst-Roche Ginger Galt ggalt@hurst-rosche.com y

Trivers Carie Dunn cdunn@trivers.com y

Ascent Consulting and Engineering LLC Karen Griffin kgriffin@ascentconsultingengineers.com n

Ascent Consulting and Engineering LLC Bill Veigel bveigel@ascentconsultingengineers.com n

35 North Karen Arrington karrington@35n.com y Burns & McDonnell Jim Rosick jrosick@burnsmcd.com y

Valdes Engineering Steve Ejnik sejnik@valdeseng.com y Schooley Caldwell Paula Ryan pryan@schooleycaldwell.com y Schooley Caldwell Sam Rosenthal srosenthal@schooleycaldwell.com y

Schooley Caldwell Bob Loversidge rloversidge@schooleycaldwell.com y Schooley Caldwell Stan Kmonk stan.kmonk@korda.com y SSC Engineering Leah Richmond lrichmond@sscengineering.com y

Etegra Bruce Hesterberg Bruce.Hesterberg@etegra.com y

Etegra Sonnie Love Sonnie.Love@etegra.com y

Etegra Kimberly Lange Kimberly.Lange@etegra.com y Davenergy Solutions Britany Hancock britany.hancock@davenergy.com y DNK Tim Greene tgreene@dnkarchitects.com y DNK Guinette Kirk gkirk@dnkarchitects.com y BBCODESIGN Bhakti Bania bhakti@bbcodesign.com n BBCODESIGN Zac Romer Jordan zac@bbcodesign.com n FARR Associates Sydney VanKuren sydney@farrside.com y RATHS, RATHS & JOHNSON, INC LURITA McINTOSH BLANK lmblank@rrj.com y

RATHS, RATHS & JOHNSON, INC PAMELA J. O'DEEN-PISHLER PJODeen@rrj.com y Brook Architecture Inc. Jeanne Franks jfranks@brookarchitecture.com y

CSA Partners Ltd. Cyrus Subawalla cyruss@csa-partners.com y CSA Partners Ltd. MARY ANN O’HARA maryanno@csa-partners.com y WB Architects Gail White gailw@wb-architects.com y WB Architects Van Voyles vanv@wb-architects.com y

AE PreSubmission Meeting May 27, 2021 @ 10:30 AM CST Attendance COMPANY NAME EMAIL ADRESS y

GSA Jennifer Dunne jennifer.dunne@gsa.gov Y GSA Johanna Nieves johanna.nieves@gsa.gov Y GSA Matthew Bucker matthew.bucker@gsa.gov Y GSA Jeffrey Pavur jeffrey.pavur@gsa.gov Y GSA Steven Kuchera steven.kuchera@gsa.gov Y

GSA Michael Bohlmann michael.bohlmann@gsa.gov Y Metro CD Engineering Michael Chow mchow@metrocdengineering.com N Hurst-Roche Ginger Galt ggalt@hurst-rosche.com N

Ascent Consulting and Engineering LLC Karen Griffin kgriffin@ascentconsultingengineers.com N

Ascent Consulting and Engineering LLC Bill Veigel bveigel@ascentconsultingengineers.com N Burns & McDonnell Tanya Martella tmartella@burnsmcd.com Y Schooley Caldwell Paula Ryan pryan@schooleycaldwell.com Y Schooley Caldwell Sam Rosenthal srosenthal@schooleycaldwell.com Y Schooley Caldwell Bob Loversidge rloversidge@schooleycaldwell.com Y Schooley Caldwell Stan Kmonk stan.kmonk@korda.com Y

Etegra Bruce Hesterberg Bruce.Hesterberg@etegra.com Y

Etegra Sonnie Love Sonnie.Love@etegra.com Y

Etegra Kimberly Lange Kimberly.Lange@etegra.com Y

Osborn Engineering Bryan Lundgren blundgren@osborn-eng.com Y BRiC Partnership for Yumi. Laura Gierich lgierich@bhdgarchitects.com Y

BRiC Partnership for Yumi. Yumi Hohm yhohm@bricpartnership.com Y

Schemmer Tom Svoboda tsvoboda@schemmer.com Y Davenergy Solutions Britany Hancock britany.hancock@davenergy.com Y Davenergy Solutions Alex Boucher alexander.boucher@davenery.com Y DNK Tim Greene tgreene@dnkarchitects.com Y DNK Guinette Kirk gkirk@dnkarchitects.com Y DNK David Kirk dkirk@dnkarchitects.com Y DNK Greg Rowe growe@dnkarchitects.com Y BBCODESIGN Bhakti Bania bhakti@bbcodesign.com Y

BBCODESIGN Zac Romer Jordan zac@bbcodesign.com Y

Applied Engineering Services, Inc. Justin J. Merriman jmerriman@applied-e-s.com Y Brook Architecture Inc. Jeanne Franks jfranks@brookarchitecture.com N

CSA Partners Ltd. Cyrus Subawalla cyruss@csa-partners.com Y CSA Partners Ltd. Mary Ann O'Hara maryanno@csa-partners.com Y Levin Porter Architects Veronica Pochet vpochet@levin-porter.com Y Batir Architecture Lisa Clark lclark@batirarch.com N Eco Preserve Morgan McDonald morgan@ecopreserve.net Y Eco Preserve Kaylee Halberg kaylee@ecopreserve.net Y

VPS ARCHITECTURE Mike Davis mdavis@vpsarch.com Y

VPS ARCHITECTURE Andrea Herschelman aherschelman@vpsarch.com Y

Matrix Consulting Engineers Andrew Robeson arobeson@matrixceinc.com Y

RATHS, RATHS & JOHNSON, INC PAMELA J. O'DEEN-PISHLER PJODeen@rrj.com Y

May 25, 2021 Q&A Session

Should a Joint Venture be listed as 1 firm or 2 in section C? Thanks If submitting a package as a Joint Venture then your are 1 firm, GSA will be requesting a copy of your business license to confirm you are a legal Joint Venture firm.

Please clarify the Cook County exclusion Zone 1 covers the State of Illinois (excluding Cook and Winnebago Counties) and Indiana. .

GSA has a seperate AE contract that covers these excluded counties

Do you have to submit for both states in Zone 1?

Yes

So just to clarify, if awarded in Zone 1, all travel costs must be absorbed in the 6% fee?

There was a comment made about 'not paying for travel'. I assume that means not paying for travel from outside the selected zone?

Travel costs are excluded from the 6% fee limitation and paid out based on actual costs. During the negotiation of each task order, the PM and/or CO will work with the team to estimate an appropriate number of trips and associated per diem rates.

Travel per task order is an excluded cost under 6% limitation. GSA would negotiate travel costs separately.

Please explain the geographic office requirement?

If our consultants have offices in each zone are we as the prime able to pursue in each zone?

Prime firm must have an existing active production office in or near the Zone area you are submitting qualifications (within 30 days of award so as to minimize travel costs on resulting task orders) Dual zone firms need to have an active production office in one of the zones, Single zone firms need to have active production office in that zone.

The solicitation reads as: "Within 30 days of award, PRIME must have an active production office within or near the planned......."

If the office is in Cook County does that qualify as being in Zone 1?

Yes, that would qualify as being near the geographic zone per the solicitation. See above.

So, you do want us to detail who our sub consultants would be on Section C, but only include the top 6 resumes from the prime firm and the subs?

The more descriptive you can be on defining the proposed team including sub-consultants the better.

Correct, we are only interested in the resumes of the most involed personel. You will need to decider who that will be.

Should secondary disciplines be included on Page 1 of the 330 form even though there are only 6 resumes requested?

Yes, the total number of key personnel should not exceed 6 resumes. Any combination of prime and consultant firm personnel may be included

– the make-up of the team is completely up to you. The six key personnel that are identified should be people that will be the most involved with the task orders.

Does the GSA require a Part II of the SF330 form for each sub-consultant listed in Section C?

Your entire proposed team should only submit one Standard Form 330; your team should not provide separate form 330’s for each consultant / teammate associated with your qualifications submission.

Do you have an idea of any specific projects that would be included under this contract?

Included but not limited to: Roof replacements, historic masonry repointing/repair, HVAC systems replacement/upgrade (chillers, boilers, AHU's, etc.), window repairs/replacement, Fire Alarm systems replacement, BAS upgrades, elevator modernization, and office renovation.

Do you have a feel for how the work load for the next 5 years of this IDIQ would compare with the last 5 years of the previous IDIQ?

No but it would be similar, budgets have increased slightly but have been consistent.

Do we send an email to Jennifer if we have a question between now and the submission due date? Is there a cut-off date for questions?

Yes, additional questions are to be submitted to jennifer.dunne@gsa.gov by June 7, 2021

Do relevant projects have to be outside cook county?

No, relevant projects just need to show that the firm has experience with this type of project. It is necessary, however, to show how the relevant project is tied to the individuals on the team, along with their role in that project.

Are there requirements for minority participation?

No special requirements. This announcement is open to all small business concerns.

Do you have a feel for how the work load for the next 5 years of this IDIQ would compare with the last 5 years of the previous IDIQ?

No, anticipate the same budget and workload as the previous five years.

How many contracts will be awarded?

We anticipate awarding multiple projects. No firm number.

Matrix typically looks at individuals who have worked together on the 10 projects. How important is that one this contract?

It's a benefit, but it's not a requirement. Reference the weighted qualification factors in solicitation.

Does the requirement for a licensed FP engineer hold for all projects or is there a scope threshold that requires a licensed engineer?

It holds for Fire protection and sprinkler

Do you anticipate the need for a licensed landscape architect to be part of the project team for these repair/restoration scope projects?

No, very rare requirement

Can someone serve as both the PM and Lead Architect?

Yes

Will the next session be a repeat or will additional information be discussed?

Yes, same format with Q&A

May 27, 2021 Q&A Session

Will the agenda be available to download?

Yes, will be posted on beta.sam.gov

Is there a total page count limit?

No

Can you go over the location requirements again?

Prime firm must have an existing active production office in or near the Zone area you are submitting qualifications.

(within 30 days of award so as to minimize travel costs on resulting task orders) Dual zone firms need to have an active production office in one of the zones, Single zone firms need to have active production office in that zone.

What does GSA consider to be the 6 most important disciplines for resumes?

The total number of key personnel should not exceed 6 resumes. Any combination of prime and consultant firm personnel may be included – the make-up of the team is completely up to you. The six key personnel that are identified should be people that will be the most involved with the task orders

Can you provide more detail about the requirements for real estate market analysis services? What types of services may be required?

Real estate market analysis would be rare on this contract.

Do firms have to be located in the zones?

Yes, one of the zones that you are submitting your qualifications for.

Is there a limit to performance evaluation pages - CPARS or PPQs?

No

Are the "Look Up Tables" used in determining fees?

Look up tables are not used in determing fees.

Will the GSA be pursing green building certifications as a part of these contracts? Is sustainable design and construction part of the consideration?

Yes, the following Laws, regulations, and Executive Orders affecting the design and operation of Federal buildings include:

● Executive Order 13834: Efficient Federal Operations

● Energy Independence and Security Act of 2007 (EISA 2007)

● Energy Policy Act of 2005 (EPAct 2005)

● Guiding Principles for Sustainable Federal Buildings (Guiding Principles)izes

What about lean project delivery?

The Source Selection Board is not familiar with the term "Lean Project delivery".

Out project management practices can be best defined as "Global Project Management (gPM)".

The gPM initiative is to create and nurture a world class project management culture by leveraging GSA resources and expertise to consistently deliver quality results for GSA, stakeholders, and our customers.

A global Project Management (gPM) model draws on the skills of a multidisciplinary team led by a Project Manager (PM) through the entire project life cycle including initiation, planning, execution, controlling and close-out. This model encourages employees to think about and relate to projects in a more holistic and sophisticated way—to define and understand a customer’s needs and requirements before they react. In order for this model to be effective, the organization must support the naming of a Project Manager for every project who brings leadership skills to the table; they must empower a project team whose members come from the various PBS business lines that can best define options, develop solutions, and deliver the project goals.

This broad view of Project Management encourages the project team to take stock of the organization, stakeholder, and customer objectives in a way that extends beyond budget, schedule and scope;

emphasizing communication, resources and relationships. Hence, understanding the role of the PM and of the project team members is critical to the success of any project

What is the projected number of projects?

The total number of anticipated projects for Zone 1, Southern IL/IN, for a fiscal year is approximately a combination of six (6) to twelve (12) new design starts / construction awards. Obviously, there is a lag as current designs will be put into construction in the following fiscal year. Zone 2, Ohio, should be similar in number.

Is there a targeted # of firms who will be awarded contracts?

No, there is not a fixed number, awards will be made to the most highly qualified.

how are task orders assigned?

An A/E or E/A team will be selected based on qualification (relevant area of expertise, past performance, familiarity with the facility, etc) When will the contract start?

The contract willl start January 25, 2022