4 Loc Elevator Pre-Proposal Conf Agenda.pdf

PRE-PROPOSAL CONFERENCE

SOLICITATION 47PF0022R0037

Elevator Maintenance & Related Services:

Gerald R. Ford Federal Building & U.S. Courthouse 110 Michigan Street NW, Grand Rapids, MI

Federal Building and U.S. Courthouse 410 W Michigan Avenue, Kalamazoo, MI

Charles E. Chamberlain Federal Building & U.S. Post Office 315 W Allegan St., Lansing, MI

Federal Building and U.S. Courthouse 600 Church Street, Flint, MI

Period of Performance:

Base Year 09/01/2022 – 08/31/2023

Option 1 09/01/2023 – 08/31/2024

Option 2 09/01/2024 – 08/31/2025

Option 3 09/01/2025 – 08/31/2026

Option 4 09/01/2026 – 08/31/2027

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the Request for Proposal (RFP), and all subsequent amendments, posted to the

SAM.gov website, are binding. If there are any inconsistencies between the pre-proposal briefing and the solicitation, the solicitation governs.

The meeting will begin by confirming who is in attendance.

I. INTRODUCTION

The agenda for the conference shall be as follows:

1. Conference attendance

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Discussion of important requirements of the solicitation

5. Instructions on submission of offers

6. Site visit information

7. Questions from potential bidders (attendees are asked to hold all questions until this question-and-answer period)

II. GOVERNMENT TEAM AND ROLES:

Contract Specialist (CS)

Tammi Ortiz, (616) 304-9170, tammi.ortiz@gsa.gov

The CS’s role is to handle any contractual matters on a day-to-day basis. The CS will escalate any issues to the Contracting Officer when necessary.

Contracting Officer (CO)

Ronald Sieben, 612-725-3018, ronald.sieben@gsa.gov

The CO has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.

Contracting Officer’s Representatives (COR)

Fredrick McWain, Grand Rapids Property Manager, 616-456-2692, fred.mcwain@gsa.gov

Jordan Dykstra, Lansing and Kalamazoo Property Manager, 614-623-8145, jordan.dykstra@gsa.gov

Gina Morey, Flint Property Manager, 616-456-2345, gina.morey@gsa.gov

CORs are the first line of communication handling the day-to-day operations of the contract. CORs are designated at time of award and are the primary Government representatives overseeing the offeror’s performance. They shall have proper training and experience in inspecting contracts but will not have the authority to modify the contract.

Building Management Specialist, Facilities Operations Team (FOT)

Suzanne Nelson, 313-317-9604, suzanne.nelson@gsa.gov

The FOT prepares the contract specifications, provides technical expertise, and coordinates with our policy division.

Supervisory Property Manager

Mark McCready, (616)456-2501, mark.mccready@gsa.gov

Mark is the Supervisory Property Manager for the Grand Rapids Field Office.

III. ADMINISTRATIVE MATTERS

A. CONFERENCE PURPOSE

The purpose of the pre-proposal conference is to provide potential offerors with general information about the solicitation. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract, but to describe the requirement, highlight some specific sections of the solicitation, review the source selection procedures, and discuss the security requirements that will be required of the successful awardee.

Any oral responses to questions raised during the conference are not to be construed as an official answer. All questions presented prior to, during, and after the meeting, as well as the official answers, will be documented in writing via a published Attachment to the RFP on SAM.gov.

B. SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238290 - Other Building Equipment Contractors, with a size standard of $16.5 million. This procurement is not a set-aside for small business concerns.

The contract contemplated by this solicitation will have one 1-year base period with four 1-year option periods through August 31, 2027.

C. AVAILABILITY OF FUNDS

Funds are not presently available for award. The Government's obligation under this contract is contingent upon the availability of appropriated funds. No legal liability on the part of the Government may arise until funds are made available to the Contracting Officer.

D. VETS COMPLIANCE

Please ensure that all VETS reporting requirements are met prior to submission of quotes.

E. SYSTEM FOR ACQUISITION MANAGEMENT (SAM) REGISTRATION

All offerors must be active in the System for Award Management (SAM), www.sam.gov, prior to submission of quotes to be considered for award.

F. SECTION 889 REPRESENTATIONS

The offeror shall comply with Section 889 of the John S. McCain National Defense Authorization Act

(NDAA) for Fiscal Year 2019. Section 889 of the NDAA includes two prohibitions regarding certain telecommunications and video surveillance equipment and services (telecom).

● Part A, the Government cannot obtain prohibited telecom: Effective August 13, 2019, the

Government may not obtain (through a contract or other instrument) certain telecommunications equipment or services produced by the following companies or their subsidiaries and affiliates:

o Huawei Technologies Company o ZTE Corporation o Hytera Communications Corporation o Hangzhou Hikvision Digital Technology Company o Dahua Technology Company

● Part B, Contractors cannot use prohibited telecom: Effective August 13, 2020, the Government may not contract with an entity that uses telecommunications equipment or services, as a substantial or essential component of any system, or as critical technology as part of any system, produced by the same companies listed in Part A.

o Use is “regardless of whether that use is in performance of a Federal contract.”

o Section 889 Part B applies to every contract: no matter what your company makes or sells.

As of August 13, 2020, any technology the offeror uses must be checked to ensure that it does not include prohibited components and be able to complete representation/reporting requirements in Federal

Acquisition Regulation (FAR) subpart 4.21

Offerors will need to complete and update their Section 889 representations under FAR 52.204-26 in

SAM.gov.

G. SOLICITATION AMENDMENTS

It is the offeror’s responsibility to monitor the SAM.gov website for updates to the RFP that have been issued through an amendment. All offers submitted must acknowledge all amendments to the solicitation by either listing them on the SF33 or by signing the SF30 amendment itself and returning with your proposal. Failure to do so may result in the disqualification of the offer as being non-responsive.

No amendments have been issued to date.

H. TIME ZONES

All time zones referenced in this document are Eastern Standard Time (EST).

IV. DISCUSSION OF IMPORTANT REQUIREMENTS OF THE SOLICITATION

The service specifications included in this solicitation are performance-based specifications. These specifications express the Government’s requirements in the form of minimum quality standards. Work schedule, frequencies, resources utilized, and methods of performance are to be determined by offerors.

This contract is for 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. Reference is made to Section 8.6 of the ASME A17.1 Safety Code for

Elevators and Escalators which establishes requirements that must be adhered to. Contractors should take note of this requirement and price their proposal accordingly. Please see Section C for full description of maintenance services required by the contract contemplated by this solicitation.

This contract requires many reports, plans and submittals, many of which are not generally required under a typical private sector contract. The reports, plans and submittals required by the contract specifications contained in this solicitation are non-negotiable and must be provided in accordance with the specifications. Please see Exhibit 6 for a listing of all submittal requirements and timeframes.

Contractor payment is dependent upon the receipt of these documents as specified in the solicitation.

Deviations from the report, plan and submittal requirements will not be permitted. Report content requirements specified in the solicitation are not negotiable. Contractors should take special note of these requirements and price their proposal accordingly.

This contract has a specified on-site requirement which may differ from the typical requirements found in a private sector elevator maintenance contract.

Per Section C.10 of the solicitation:

The Contractor shall have qualified personnel visit the site weekly 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.

Qualified personnel shall be on site at Location 1 for a minimum of 2 hours a week. Qualified personnel shall visit Locations 2, 3, and 4 on a weekly basis.

Deductions will be made at the rates specified in Section E, Paragraph E.6.k, for each instance the on-site requirement is not provided. 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.

Below is a list of some additional important points and requirements that we wanted to highlight in this conference. Please note that this list is not inclusive and that many of the contract sections highlighted are extracts from much longer and more detailed sections. You are advised to carefully read the entire

Solicitation in order to be fully aware of all requirements, provisions, and clauses.

Performance Work Statement (PWS)

C.2 Scope of Work

See Section C.2 for all items related to the required scope of the contract.

C.8 Inspection and Testing Services

C.8.2 a. The contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, ASME 17.1 Safety Code for Elevators and Escalators, Appendix N, Table N1. Copies of all test results will be furnished to the CO or designee with the monthly submittals.

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, to requests for routine service. If the service call cannot be resolved within two (2) 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 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, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours 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 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.

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 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.

C.15 Work Scheduling and Reporting Accomplishments

d. Reporting Requirements

Maintenance performed should be in accordance with the approved maintenance control program (MCP).

Within five (5) workdays after the end of each month, a monthly progress report shall be submitted to the

CO or designee. This report shall include a preventative maintenance log, indicating the preventive maintenance work performed on each piece of equipment by the type, equipment number, and location, in accordance with the MCP requirements, and any additional work performed in addition to these requirements.

A detailed report on all service calls (routine and emergency) shall be submitted within five (5) workdays after the end of each month, indicating all information required on the service call log and a list of all parts utilized in the repair or replacement. Any service call that resulted in an extended outage must be identified with the reason for the delay in returning the equipment to service. Any equipment still out of service at the end of the month must be identified, with an explanation for the outage and delay in returning the equipment to service. An action plan to return the equipment to service and an estimated date for the return must also be provided.

C.17.1 Safety Tests

The safety tests for all elevators, as required by ASME A17.1, shall be performed by the Contractor.

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. The schedules included in the solicitation represent the most accurate and current record of equipment and systems. Offerors should verify their accuracy with on-site inspections prior to quote submission. Verification of the equipment inventory is the responsibility of the contractor.

E.1 Failure to Perform

b. If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the

Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service including any administrative costs incurred using the Administrative Costs Application; or

ii. Terminate the contract for cause.

E.6 Deductions

a. General:

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.

i. Deducting Monies for Failure to Respond to Service Calls:

Deductions may be made at the additional services rate for each hour or portion thereof, in one half an hour (1/2) increments that the contractor fails to respond within two (2) hours for call-back services and/or within thirty (30) minutes for emergency services as specified in Section C.23, Service Requests.

In addition, the Contractor will be held liable for all additional costs which result from the Contractor's failure to respond, including any administrative costs incurred, using the Administrative Costs Application

(Reference Section E.1.a.ii).

H.1.4 Suitability Determinations

h. Upon award, the successful offeror will immediately contact the GSA Security Sponsor for this contract and provide a Contractor security clearance point-of-contact (POC) for contractor and subcontractor employees. The Contractor POC will be responsible for ensuring timely submittal and accuracy of security clearance applications. He or she will also have the responsibility of monitoring and tracking all security clearance submissions. The GSA Security Sponsor will send additional forms and instructions regarding the security clearance process to the Contractor point-of-contact via email. The Contractor is responsible for fingerprints. The Contractor POC will be required to submit a list of contractor employees for whom you are seeking security clearances, including their position on the contract, within 14 days of receipt of the award letter. Compliance with the security clearance process will be a factor assessed in the Government’s evaluation of contractor performance. Failure to submit all security clearance documents may result in the contract being terminated for default.

H.1.6 Identification Credential

d. The Contractor shall be responsible for ensuring that all identification credentials are returned to the

Government when a particular Contractor or subcontractor employee will no longer be providing service under the Contract at the building(s) covered by the Credential.

Section J, Exhibit 4 – Definitions

1. Acts of God. An act, event, happening or occurrence due to natural causes and inevitable accident, or disaster the effects of which could not have been prevented or avoided by the exercise of due care or foresight and is in no sense attributable to human acts.

NOTE: Long term events that are not uncommon, such as building expansion and contraction or settling, are not considered acts of god under this definition.

Section J, Exhibit 6 – Reporting Requirements

2. The Contractor is required to submit deliverables and reports to the CO or their designee at specified times throughout the life of this contract. Submission of deliverables and reports are considered critical to the successful completion of all contractual requirements.

This Exhibit includes a milestone chart listing deliverables and reports which must be provided by the

Contractor and the respective due dates.

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 following factors shall be used to evaluate proposals, listed in descending order of importance:

(i) Past Performance

(ii) Total Evaluated Price

(iii) Socioeconomic Status

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.

M.3 Total Evaluated Price (TEP)

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.

M.4 Socioeconomic Status

Socioeconomic Status will be evaluated based on the offeror’s standing in the socioeconomic categories under NAICS 238290. An offeror that qualifies as a Small Business but is not certified as a socioeconomic category, such as a Women-Owned Small Business (WOSB) or a Service-Disabled

Veteran-Owned Small Business (SDVOSB), will be given a lower price evaluation preference than an offeror that qualifies as a socioeconomic category. The more socioeconomic categories an offeror is, the more of a price evaluation preference they’ll be given (up to three categories).

V. INSTRUCTIONS ON SUBMISSION OF OFFERS

The offer closing date and time is Monday, May 9, 2022, at 3:00 PM EST.

Offerors shall submit the following documents:

● Standard Form (SF) 33 – Solicitation, Offer, and Award o Offeror needs to complete boxes 14 through 18 and the Section B pricing pages o The proposal is not considered a valid offer unless the SF33 is signed by a representative of the entity making the offer

● FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

● FAR 52.209-7 Information Regarding Responsibility Matters o Included in GSA Form 3501 and 3502 Solicitation Provisions

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

● Section B – Supplies or Services and Prices Offer

● Offeror’s Checklist o See Section L

● Quality Control Plan o See Section C

● Past Performance References o See Section L, Attachment A

● Cost Proposal Worksheets

● SF30 Amendments, if applicable o Must be acknowledged by signing and returning each SF30 with the proposal and acknowledging the amendments on the SF33 in box 14

ELECTRONIC SUBMISSION OF PROPOSALS

All offers must be submitted electronically. Hard copy offers will not be accepted. Each offeror shall submit one complete proposal via email to the Contract Specialist, Tammi Ortiz, at tammi.ortiz@gsa.gov, and to the Contracting Officer, Ronald Sieben, at ronald.sieben@gsa.gov. The entire offer – including all forms and attachments – must be received in full prior to the offer due date and time.

VI. SITE VISIT INFORMATION

Tuesday, April 19, 2022, at 10:00AM EST

LOCATION

Gerald R. Ford Federal Building and U.S. Courthouse

110 Michigan St. NW

Grand Rapids, MI 49503-2313

ON-SITE POC

Fred McWain, Property Manager

(616) 456-2692

Tuesday, April 19, 2022, at 1:30PM EST

600 Church St

Flint, MI 48502-1200

William Vanderjagt

(616) 893-9812

Wednesday, April 20, 2022, at 9:30AM EST

410 W. Michigan Ave.

Kalamazoo, MI 49007-3757

Jordan Dykstra, Property Manager

(616) 623-8145

Wednesday, April 20, 2022, at 11:30AM EST

Charles E. Chamberlain Federal Building and U.S. Post Office

315 W Allegan St

Lansing, MI 48933

Jordan Dykstra, Property Manager

(616) 623-8145

PARKING

Parking is not available but street parking &/or paid lots are nearby.

REQUIRED FOR ENTRY

Please bring a PIV card or ID. If you don't have a PIV card, then you’ll be subject to screening at the security checkpoint. Please also bring a mask and be prepared to fill out a vaccination attestation form.

Neither are currently required but things change weekly based on the CDC’s reporting of Covid levels by county.

WHERE TO MEET

Meet in the main lobby.

PHOTOGRAPHY

Photography is permitted in the public areas and elevator machines rooms.

VII. QUESTIONS AND ANSWERS

We request that any questions following the conclusion of the meeting be submitted in writing to the

Contract Specialist, Tammi Ortiz, at tammi.ortiz@gsa.gov, and to the Contracting Officer, Ronald Sieben, at ronald.sieben@gsa.gov, no later than April 28, 2022, 3:00 PM EST. Questions received after that date and time may not receive an official written answer.