Preproposal Conference Agenda Minutes.pdf

PRE-PROPOSAL CONFERENCE

April 2, 2024- 10:00 AM Central Time

RFQ No. 47PF0024Q0033 IDIQ for Space Planning and Interior Design Services Various

Locations in Region 5

Contracting Officer: Timothy Novak Primary Contract Specialist: Salvador Leal Secondary Contract Specialist: Richard Trowbridge Contracting Officer Representative: Ann Opalinski Technical Representative: Karen Weaver

The purpose of this conference is to provide interested vendors an overview of the Request for Quote (RFQ) solicitation, technical requirements, and allow for questions. All questions & answers will be tracked and provided via the posting on SAM.gov.

Questions should also be submitted by email to the Contracting Specialist Salvador Leal Jr at salvador.leal@gsa.gov with a copy (CC) to Timothy Novak at timothy.novak@gsa.gov. To allow sufficient time to respond to questions, please submit questions by 5PM CST, Thursday, April 4, 2024.

Please be aware that no oral statement made by the Government Representatives during this conference will have the effect of amending the RFQ. In the event the discussion during this conference indicates a need to modify the RFQ, an amendment to the RFQ will be issued in writing and posted to Sam.gov. All amendments must be acknowledged by the time/date quotes are due.

Notes from this meeting will be distributed via email. The notes are not intended to reiterate everything discussed at the meeting.

Type of Contract: Firm Fixed Price (FFP), Indefinite Delivery-Indefinite Quantity (IDIQ), Multiple Award contract for Space Planning and Interior Design Services. This contract is awarded and administered by the General Services Administration, Public Buildings Service, Region 5.

Services: Space Planning and Interior Design Services to include program of requirements, space requirement planning and reporting, cost estimating, block plans, furniture plans and specifications, design intent drawings, cost estimating, and contract administrative services.

Geographic Location: GSA Region 5: This area includes Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin. GSA is the owner or lessee of most of the office space used by United States Government Agencies. GSA assigns appropriate blocks of space from its inventory to various Federal agencies. The space concerning this contract is located throughout this region.

Set Aside: The NAICS for this solicitation is 541410, Interior Design Services. To be considered a small business, your company must average less than $9M in annual receipts. A size standard is the largest that a concern can be and still qualify as a small business for Federal Government programs.

For the most part, size standards are the average annual receipts or the average employment of a firm. How to calculate average annual receipts and average employment of a firm can be found in 13 CFR § 121.104 and 13 CFR § 121.106, respectively.

Offerors shall submit the following documentation with their quote:

Phase I

● Section E.4 FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

● Phase I Technical Proposal Submittals - See Section D.2 Method of Award

○ Includes Factors 1-4 mailto:salvador.leal@gsa.gov mailto:timothy.novak@gsa.gov

Phase II

● Phase II Technical Proposal Submittals- See Section D.2 Method of Award

○ Includes Factors 5-6

● Section D.4 Pricing Worksheets

● Standard Form 1449 – Solicitation/Contract Order for Commercial Items

In addition, each offeror must submit signed amendments, if applicable. It is the responsibility of the vendor to track any amendments, Q&As, and changes made on the SAM posting that are applicable to this solicitation.

Period of Performance: Base Year plus (4) Option Years Estimated: Base Year 7/31/2024 - 7/30/2025

OY1 to OY4 7/31/2025-7/30/2029

Offer Due Date:

Phase I- April 19, 2024, 4:00 PM Central Phase II- June 21, 2024, 12:00 PM Central

Offers are to be received by the due dates listed above, with the exception of any amendments that extend the offer date. Offers must be emailed to Timothy Novak at Timothy.Novak@gsa.gov and Salvador Leal Jr. at salvador.leal@gsa.gov. Please make sure the solicitation number is in the subject line.

Advisory Two Phase Selection This schedule can change if an amendment(s) is issued to extend the offer due date.

The Government will award a contract resulting from this Solicitation to the responsible offeror whose offer conforming to the Solicitation will provide the best value to the Government, Total Evaluated Price and other factors considered in accordance with FAR 13.106. In addition to Total Evaluated Price, the following non-price (or “technical”) factors shall be used to evaluate offers:

mailto:Timothy.Novak@gsa.gov

Method of Award Section Breakdown (See Method of Award Section)

Phase 1- The Government will evaluate the Phase 1 factor submissions and score them accordingly. Each offeror will be ranked in order to determine which offeror will be advised to move to the next phase. For those offerors rated most highly and advised to proceed to Phase II of the offer submission process, the Contracting Officer will include the Phase II submission instructions on the advisory notification, including the date, time and exact location of the offeror's scheduled oral presentation. Offeror's who were not among the most highly rated will be advised that they are unlikely to be viable competitors, along with the general basis for the Government’s advisory recommendation. The intent of this advice is to minimize offer development and travel costs for those offerors with little to no chance of receiving an award.

Important to note that offerors that were advised not to proceed to Phase 2 can still proceed at their own discretion but shall follow the direction in the Method of Award section.

Phase 2- Offerors will submit an offer with technical factor 5 & 6. Technical factor 6 is an oral presentation and will be scheduled on the advisory notification from Phase 1. Pricing will be submitted as part of the Phase 2 offer along with any additional amendments.

Section E. Total Evaluated Price Utilize the Section D.4 Pricing Worksheet. Pricing will be evaluated in accordance with section E. Total Evaluated Price located in Section D.2 “Method of Award” Provide per square foot pricing for each line item activity (hereinafter referred to as “line item prices”) listed in the worksheet for the base year and each option year.

Provide hourly rates for each position for the base year and four option years.

Pricing will be totaled and averaged. The results will be a composite line item price for the line item pricing and hourly rates, which will be added together to form the total evaluated price.

This pricing will be the basis of your pricing for each task order.

Basis of Award The Government intends to award multiple indefinite-delivery indefinite-quantity (IDIQ) contracts to the offerors who represent the best value to the Government, Total Evaluated Price and other factors considered in accordance with FAR 13.106. It is important to note, Phase I advisory recommendation is based on technical factors 1-4 and the overall selected contractors for award in Phase II will be based on all factors considered to include price. Using the best value, tradeoff process, the Government will evaluate each offer in accordance with the evaluation criteria in Section F. Technical (Non –Price) Factors.

Offerors are cautioned that awards may not necessarily be made to the lowest priced offer.

All offerors remaining in phase II, will be notified whether they were chosen for an award by issuance of an SF1449, Contract for Commercial Services.

Ordering Procedures after Award of IDIQ See Section D.1 SERVICES, ORDERING, AND PRICES, Part 5 Ordering.

These ordering procedures shall be followed after the award for each task order request for quote.

Technical Section Discussion Please see section D.1 SERVICES, ORDERING, AND PRICES for the Line Item Services Required and the Hourly Services Required. Note: These requirements correspond directly with the pricing worksheet.

Questions & Minutes

Questions asked during this meeting that may change the terms and conditions of the solicitation will be included in the Q&A, which will be incorporated into the solicitation via an amendment.

- The personnel requirements included in Section D.1 Services, Ordering, and Prices are required for this contract. The evaluation “Factor 5: Qualifications and Experience of Key Personnel” requires the offeror submit information only on those positions listed.

- The total Maximum Ordering Limitation (MOL) per awarded contract, for the five-year performance period, shall not exceed $500,000.00. This applies to the contract awarded to your firm. Since this is a multiple award contract, more than one contract may be awarded and each contract will have this maximum. This number is based on past history and GSA Region 5 requirements.