Columbus Dayton Elevator Preproposal Agenda Minutes.pdf

RFP 47PF0021R0116

ELEVATOR MAINTENANCE SERVICES

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

Rice Federal Building US Courthouse Dayton, OH

PRE-PROPOSAL CONFERENCE MINUTES

Request for Proposal RFP 47PF0021R0116

ELEVATOR MAINTENANCE SERVICE

(updates/corrections in RED)

Brief Review of Solicitation:

Section A: Standard Form 33 – Solicitation, Award and Offer – please fill out and return with your proposal.

• Location 1: Kinneary US Courthouse - 85 Marconi Blvd., Columbus OH 43215

• Location 2: Bricker Federal Building - 200 N. High Street, Columbus, OH 43215

• Location 3: Bricker Parking Garage - 200 N. High Street, Columbus, OH 43215

• Location 4: Rice Federal Building & US Courthouse - 200 W. Second Street, Dayton, OH 45402

January 11, 2022 9:00 am EST

Welcome

Introductions

Connie Zalar- Contracting Officer, Arthur McCleese - Property Manager, COR (Contracting Officer’s Representative), Kinneary Anthony Ezerski - Property Manager, COR (Contracting Officer’s Representative), Rice Harry Sharp - Property Manager, Bricker Karen Beaty - Supervisory Property Manager, Columbus and Dayton locations - did not attend

Please provide me your name, your company name and an email address for the sign in sheet. Minutes to this meeting and the sign in sheet will be included by an amendment to this solicitation on SAM.gov.

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.

Proposals are due January 27, 2022 (Thursday) by 3:00 PM (EST)

Proposals must be sent to my attention electronically to connie.zalar@gsa.gov

This Elevator contract is for a base period of 1 year with 4 one year options. Start date is on or about July 1, 2022.

Contractor cannot begin work until submittals, a certificate of insurance has been submitted, and all security clearances are processed. Then the Notice to Proceed will been issued.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

SECTION B

Pricing for base year and four options. The unit pricing is per month, so please fill out a monthly amount.

Same as the hourly unit pricing. (Section B Line items: The hourly and per job prices will be accepted or rejected at the time of award.)

SECTION C DESCRIPTIONS, SPECIFICATIONS, AND STATEMENT OF WORK

C.1 General Note The Contracting Officer and the Contracting Officer's Representative will hereafter be referred to as the CO and the COR or CO and designee, respectively.

C.2 Scope of Work

The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety

Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoist ways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails.

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.

C.2.1.3 Operation of Equipment

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the performance start date specified in the Notice to Proceed. Any piece of equipment, component or system not operational by the start of the normal building operating hours shall be reported to the CO or designee no later than 8:00 a.m. that day. The report will include the reason for the outage, corrective action proposed and estimated date the elevator will be returned to service. If the outage is of a recurring nature, the reporting requirement must be repeated daily.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

The Contractor shall provide elevator emergency telephone monitoring services for all elevators under this contract. The work shall be accomplished 24 hours a day, seven days a week including holidays.

Contractor is responsible for programming the emergency call number into the dialing devices.

C.2.1.2 Minimum Level of Work These specifications are a statement of the standard level of work and services that are to be provided in certain areas under this contract. They are not intended to be, nor shall they be construed as, limiting specifications or requirements. The contractor will be required to take all steps and measures which would be taken by a prudent building owner to maximize the life expectancy of the elevators and related systems and ensure safe and reliable elevator operation.

C.2.1.3 Maintenance Control Program The Contractor shall develop, submit, and implement a maintenance control program (MCP) acceptable to the CO or their designee

C.2.19 Uninterrupted Elevator Service

GSA requires uninterrupted elevator service to support the mission of tenant agencies and ensure safe and reliable elevator service for the public that visit our facilities. To ensure uninterrupted service, any needed repairs must be scheduled and completed promptly. Failure to maintain an adequate stock of repair parts on site, availability of manpower or access to subcontract resources will not be considered an acceptable reason for delay. If specialty parts or components are needed, the contractor will be required to secure those materials in an expedited manner.

C.3. Personnel The Contractor shall have in its employ at all times a sufficient number of staff with the required expertise and experience to fully execute the requirements of this contract. Any changes in personnel assigned to this contract, including journeyman elevator mechanics, helpers, supervisors, and project managers must be approved by the CO or designee prior to the reassignment of any such personnel. All new personnel must meet all qualifications as stipulated and resumes for all new personnel must be submitted to the CO and or designee prior to any reassignment of personnel on this contract.

C.3.1 Elevator/Escalator Safety Inspections The contractor shall be responsible for having the following inspections accomplished by individuals certified and qualified in accordance with the requirements of the latest edition of ASME QEI-1, Standard for the Qualification of Elevator Inspectors. The maintenance contractor must subcontract for the performance of the safety inspections with individuals/firms independent of the maintenance contractor's organization.

Notification of upcoming inspections must be provided to the CO or their designee 5 workdays in advance. The name of the inspector(s) and evidence of certification will be submitted to the CO or their designee for approval no later than 5 workdays prior to inspection. The contractor shall provide personnel who are familiar with the equipment to perform tests and assist the inspector. Resources required to participate in and support the inspection may require the Contractor to supplement his staff, at no cost to GSA, to ensure all routine preventive maintenance, repairs and service calls are accomplished as scheduled.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

C8.2 Adjustments and Tests

All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

C.9 Uniforms

The contractor shall require all employees wear distinctive uniform clothing for ready identification, and ensure all employees are in uniform no later than the contract start date. This requirement applies to new and replacement employees. The uniform shall have the contractor's company name and the employee’s name affixed thereon in

C.10 On Premise Requirements The specified on-premises requirement is not to be construed as the time required to perform the work under this contract. The on-premises 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.

Location 1 - Kinneary US Courthouse:

The Contractor shall have qualified personnel onsite 5 hours weekly (minimum 2 days) during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

Locations 2 & 3 – Bricker Federal Building and Bricker Garage:

The Contractor shall have qualified personnel onsite 5 hours weekly (minimum 2 days) during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

Location 4 – Rice Federal Building and US Courthouse:

The Contractor shall have qualified personnel onsite 5 hours weekly (minimum 2 days) during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

C13.1 Labor Costs The Contractor shall price labor hours at the rate specified in Section B, Supplied or Services and Prices. The Contractor’s expenses for overhead, General and Administrative (G&A), and profit are already included in this labor rate. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied.

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.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

C16.2.2 Partnering In order to have an effective contract administration program that also ensures a successful business relationship between GSA and the contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation on a continuous basis between the contractor and those representing the Contracting Officer are necessary to ensure a clean, safe and healthy working environment, and a well maintained and operated building.

C 16.2.4 Performance Evaluation

Both the contractor and the Government, at the time of contract award, have agreed upon all terms and conditions as stated in the contract. During the life of the contract, contractor performance will be documented by means of the Contractor Performance Assessment Reporting System (CPARS), written inspections, and minutes of meetings, GSA/customer surveys and records which will be retained as part of the official contract file. The CO or their designee and/or GSA Inspector will conduct regular inspections using the Elevator Inspection Form as shown in Section J, Exhibit 7.

SECTION D – PACKING AND MARKING

D.2 Marking All information submitted to the CO or the COR, shall clearly indicate the contract number of the contract for which the information is being submitted.

SECTION E – INSPECTIONS AND ACCEPTANCE

E.1. Failure to Perform If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. If the work remains deficient, the CO or their designee may have the work accomplished by other means and deduct the cost thereof from the monthly payment

SECTION F – DELIVERIES OR PERFORMANCE

Places of Performance

SECTION G – CONTRACT ADMINISTRATION DATA

G.1. Evaluating Contractor Performance

The General Services Administration is using the Contractor Performance Assessment Reporting System (CPARS) module as the secure, confidential, information management tool to facilitate the performance evaluation process. CPARS enables a comprehensive evaluation by capturing comments from both GSA and the contractor. The website for CPARS is http://www.cpars.gov.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

SECTION H – SPECIAL CONTRACT REQUIREMENTS

NOTICE TO PROCEED (NTP) WILL NOT BE ISSUED UNTIL THE GSA 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. PERMANENT

CONTRACT STAFF WILL NOT BE ALLOWED TO WORK IN FEDERALLY

CONTROLLED SPACE PRIOR TO OBTAINING THE APPROPRIATE BACKGROUND

INVESTIGATION.

SECTION I – CONTRACT CLAUSES

2022 CBA WAGE RATES FOR LOCAL 37 AND LOCAL 11

SECTION J – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

Exhibit 1 - Equipment to be Maintained and Repaired

Exhibit 2 - Performance Standards

Exhibit 3 - Resume Exhibit 4 - Definitions

Exhibit 5 - Applicable Publications

Exhibit 6 - Reporting Requirements

Exhibit 7 - Elevator Inspection Form Exhibit 8 – Reserved

Exhibit 9 – Green Purchasing Report

Exhibit 10 – Quality Assurance Surveillance Plan

Exhibit 11- Elevator Contract Inspection Tool

Exhibit 12 – Cost Proposal Worksheet

Exhibit 13 – Model Subcontracting Plan Template – Reserved

Exhibit 14 – Qualified Elevator Inspector (QEI) Inspection Checklists

Exhibit 15– Asbestos Notification Letter

SECTION K: REPRESENTATIONS AND CERTIFICATIONS

SAM (System for Award Management) requirements for Reps and Certifications reporting requirements must be up to date and submitted with proposal package.

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

Clauses - NEGOTIATED SOLICITATION PROVISIONS

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

Bid bond and performance bonds are no longer required

Insurance Requirement

(See FAR 52.228- 5 Insurance-Work on a Government Installation and GSAR 552.228-5 Government as Additional Insured).

Location 1 - Kinneary US Courthouse:

Arthur McCleese (COR)

Address: 85 Marconi Blvd, Columbus, OH 43215 Phone Number/Email: (614) 282- 8691 or arthur.mccleese@gsa.gov

Locations 2 & 3 - Bricker Federal Building and Bricker Parking

Garage:

Name: Harry Sharp (Property Manager)

Address: 200 North High Street, Columbus, OH 43215 Phone Number/Email: (614)

204-4580 (mobile) or harry.sharp@gsa.gov

Location 4 – Rice Federal Building and US Courthouse:

Name: Anthony Ezerski (COR)

Address: 200 W. Second Street, Dayton, OH 45402 Phone Number/Email: (614) 214-4164 or anthony.ezerski@gsa.gov

L.6. Type of Contract

This is a firm fixed price contract.

L.7. Offerors Checklist - THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL.

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.

Kinneary US Courthouse; Bricker Federal Building and Parking Garage, Columbus, OH

SUBMITTALS REQUIRED WITH PROPOSAL:

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References (3-5) Please make sure you have the correct reference contact and their current phone number/email address

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

• Cost Proposal Worksheets (Section L)

• Maintenance Control Plans (Section C) Required after award.

Questions : Please submit any and all questions to my attention by email on or before COB on Monday January

17, 2022 to connie.zalar@gsa.gov. I will work together with Property Management to get answers and promptly post them in an amendment to SAM.gov

If you have questions during the onsite tours, please save them to send to me.

Questions after Pre-Proposal conference:

Otis: clarification on minimum service hours at Bricker FB and Bricker garage. 5 hours at week at the Bricker FB and 5 hours a week at the Bricker parking garage.

TKE: any employee testing required before the start of contract? Nothing specific, only certifications, qualifications, and resumes are required for all elevator techs.