Detroit Janitorial Pre-Proposal Conference Agenda (with Notes).pdf

PRE-PROPOSAL CONFERENCE

REQUEST FOR PROPOSAL (RFP) 47PF0024R0007

Janitorial & Related Services:

Location 1:

Patrick V. McNamara Federal Building, Parking Garage, & Parking Lot

477 Michigan Ave., Detroit, MI

Location 2:

Theodore Levin US Courthouse

231 W. Lafayette Blvd., Detroit, MI

Location 3:

US Customs Cargo Inspection Facility (24/7 Operations)

2810 W. Fort Street, Detroit, MI (Includes Customs Cargo Inspection Building, VACIS, Broker’s Building, USDA Canopy and Gantry Building)

Location 4:

Rosa Parks Federal Building & Garage 333 Mt. Elliott, Detroit, MI

Period of Performance:

Base Year: 05/01/2024 - 04/30/2025 Option Year 1: 05/01/2025 - 04/30/2026 Option Year 2: 05/01/2026 - 04/30/2027 Option Year 3: 05/01/2027 - 04/30/2028 Option Year 4: 05/01/2028 - 04/30/2029

Conference Date/Time: November 14, 2023, at 9:00AM EST via Google Meet

Notes from the conference have been added in red.

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the solicitation, and all subsequent amendments, posted to SAM.gov are binding.

If there are any inconsistencies between the pre-proposal conference and the solicitation, the solicitation governs.

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 (attendees are asked to hold all questions until this period)

II. GOVERNMENT TEAM AND ROLES:

Contracting Officer (CO) Tammi Ortiz, (616) 304-9170, tammi.ortiz@gsa.gov The CO has the overall responsibility for the administration of the 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.

Contract Specialist (CS) Theodora Veresses-Kohlweiss, (414) 217-6560, theodora.veresses-kohlweiss@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’s Representatives (CORs) Location 1

• Derek Theaker, Property Manager, (313) 230-1157, derek.theaker@gsa.gov

• Michael Bogue, Property Manager, (313) 226-6603, michael.bogue@gsa.gov

Location 2 & 4

• Joseph Blake, Property Manager, (313) 226-3710, joseph.blakejr@gsa.gov

Location 3

• Dennis Turzak, Property Manager, (313) 226-2624, dennis.turzak@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 cost estimating guidance, and coordinates with our policy division.

Supervisory Property Managers Location 1:

• Brian Green, (313) 226-2628, brian.green@gsa.gov Location 2, 3, & 4:

• Laura Marble, 313-226-4440, laura.marble@gsa.gov

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.

B. QUESTIONS AND ANSWERS

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.

We request that any questions following the conclusion of the meeting be submitted in writing to the Contract Specialist at theodora.veresses-kohlweiss@gsa.gov, and to the Contracting Officer at tammi.ortiz@gsa.gov, no later than 6:00PM EST on November 21, 2023. Questions received after that date and time may not receive an official written answer.

C. SOLICITATION OVERVIEW

This project is being procured as a competitive 8(a) solicitation under NAICS 561720. All 8(a) business concerns are encouraged to submit proposals. For new contracts awarded after July 19, 2023, utilizing 8(a) authority, all new awards will require an affirmative determination of social disadvantage by the SBA for the apparent successful offeror.

The Government intends to award a one 1-year base period (May 1, 2024, through April 30, 2025) with four 1-year option periods through April 30, 2029.

D. 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.

E. WAGE DETERMINATIONS

Offerors should note that there is an existing Collective Bargaining Agreement (CBA) in the solicitation, in addition to a Wage Determination (WD).

Services under this requirement are covered by the Service Contract Labor Standards. Applicable area-wide prevailing wage determinations shall apply.

If the rates within the CBA exceed the WD, the CBA takes precedence.

F. VETS COMPLIANCE

Please ensure that all VETS reporting requirements are met prior to submission of proposals. More information can be found at https://www.dol.gov/agencies/vets/programs/vets4212.

G. 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 proposals to be considered for award.

H. SECTION 889 REPRESENTATIONS

Offerors 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 vendors use 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.

I. SOLICITATION AMENDMENTS

It is the offeror’s responsibility to monitor SAM.gov for updates to the RFP that have been issued through an amendment. All proposals submitted must acknowledge all amendments to the solicitation. Failure to do so may result in the disqualification of the proposal as being non-responsive.

No amendments have been issued to date.

IV. DISCUSSION OF IMPORTANT REQUIREMENTS OF THE SOLICITATION

Below is a list of some 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.

Section C - Introduction This is a Performance Based contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the offeror.

The contract consists of two major functional areas: Standard Services (see Section C.3) and Above Standard Services (see Section C.15).

C.1.1 The Contractor Shall Utilize the National Computerized Maintenance Management System (NCMMS) to receive, record, respond, and track all service calls, trouble calls, or other operational problems.

C.1.2 Cleaning Hours Location 1 (PVM): Cleaning shall take place no earlier than 6:00 a.m. and ending no later than 8:00 p.m., (Monday through Friday, excluding Federal holidays). Daytime cleaning is required, but some cleaning must be accomplished after 5:00 p.m.

Location 2 (Levin): Cleaning shall take place between the hours of 6:30 a.m. and 10:00 p.m., (Monday through Friday, excluding Federal holidays). Daytime cleaning is required, but some cleaning must be accomplished after 4:00 p.m.

Location 3 (Cargo): Cleaning shall take place between the hours of 5:00 a.m. and 7:00 p.m., Monday through Friday, for a total of fourteen (14) hours daily, during which time the contractor must have adequate staff onsite. The hours shall not be changed unless authorized or requested by the COR.

Cleaning on weekends and holidays shall take place between the hours of 8:00 a.m. and 4:00 p.m.

Location 4 (Rosa Parks): Cleaning shall take place between the hours of 6:00 a.m. and 4:30 p.m., (Monday through Friday, excluding Federal holidays).

For all locations, the hours shall not be changed unless authorized by the CO or their designee.

Contractor shall provide sufficient staffing and means to respond to service requests during the buildings normal operating hours, stated on the Building Information Sheet in Exhibit J1. The performance of disruptive services, including, but not limited to, vacuuming, carpet shampooing, floor waxing, shall be scheduled with GSA and, if applicable, the tenant, for a time when the space is vacant or after normal building operating hours. The Contractor shall submit a cleaning schedule that details when each cleaning activity will be performed, and what equipment will be used to perform the activity to the COR.

C.2 Sustainable Purchasing This specification requires the Contractor to routinely wipe down all solid, high-touch (frequently touched) surfaces with cleaning products containing soap or detergent that meet the sustainable product standards in Section C.2.1 and C.2.2. This requirement is compliant with guidance issued by Centers for Disease Control and Prevention (CDC). When disinfectant products are used, they must be Environmental Protection Agency (EPA)-registered products or another product containing the same active ingredient(s) at the same or greater concentration. The Contractor shall select, and track cleaning product and materials purchases as described in the solicitation.

C.2.1 Sustainable Product Standards Federal agencies, including contractors, must comply with the sustainable purchasing requirements and the recommended specifications, standards, and ecolabels for each product category in the "Cleaning Products" section of the Green Procurement Compilation (www.sftool.gov/greenprocurement). For most product categories in the Green Procurement Compilation, there are links to lists of brand-name products that meet these requirements and recommendations.

The Contractor shall also ensure that: (a) Vacuum cleaners meet the Carpet and Rug Institute (CRI) Seal of Approval (https://carpet-rug.org/testing/seal-of-approval-program/certified-vacuums/) and (b) Chemical concentrates that require dilutions are used whenever possible as compared to ready-to-use products.

C.2.4.1 Safety Data Sheets All new products used during the life of the contract must have Safety Data Sheets (SDS) provided to the CO or their designee prior to bringing and/or using these products on site. The Contractor shall use only commercially available products that meet Federal, State, and local codes.

C.3.1.1 Floor Care Location 3, Cargo Inspection Building and Broker Building Only: Annual stripping and finishing of the common areas in the Cargo Inspection and Broker building(s) are a standard service and shall be included in the Standard Services monthly price for this location.

C.3.1.4 Restrooms, Shower Rooms, Tenant Break Rooms, Locker Rooms, Fitness Centers, Lactation Rooms, and Pods, Laboratories, Health Units, and Holding Cells Holding Cells: Routine cleaning of holding cells is a standard service. Holding cell interiors shall include floors, walls, fixtures, and surfaces. Cleaning frequencies requested by a tenant that are above the routine standard shall be completed on a reimbursable basis and be approved by the CO or their designee. See section C.15.11 for above standard holding cell cleaning.

Dispensers (Soap, paper towel, toilet paper, seat covers, and hand sanitizers in common space):

Location 1: The Contractor shall provide dispensers, including dispensers in tenant break rooms. Any Contractor provided dispensers must be approved by the CO or their designee prior to installation.

Locations 2, 3, and 4: The Government shall provide dispensers, including air freshener dispensers and dispensers in tenant break rooms.

The Contractor shall replenish supplies and fill dispensers as a standard service. Any Contractor provided dispensers must be approved by the CO or their designee prior to installation.

C.3.1.6 Surfaces For any wood surface or ornamental metal in Location 2, Levin Courthouse and Location 4, Rosa Parks, no dry dusting, or cleaning product usage will be allowed without written approval of the COR due to the historic nature of these two (2) buildings.

C.3.1.7 Frequently Touched Surfaces The Contractor shall, with the exception of desks, workstations, and cabinets within/part of a workstation, routinely wipe down all solid, high-touch (frequently touched) surfaces with cleaning products containing soap or detergent that meet the sustainable product standards in Section C.2.1 and C.2.2. This requirement is compliant with guidance issued by Centers for Disease Control and Prevention (CDC), which include the routine cleaning of all high-touch (frequently touched) surfaces.

“Routinely,” for purposes of this section, is defined as being in accordance with applicable guidance from the CDC but shall not be less frequently than once daily for the PV McNamara FB, Levin CH, and Rosa Parks FB and not less than once per shift at the Customs Cargo Inspection Facility.

C.3.1.11 Interior Window Washing Location 1: Patrick V. McNamara Federal Building The interior of all exterior building windows shall be cleaned once annually, and the interior of the lobby windows shall be cleaned a minimum of once per month as a Standard Service.

Location 2: Theodore Levin US Courthouse Window Washing for this location is an Above Standard line-item service, (with the exception of the stair tower), and will be ordered by the CO or their designee when required and shall be completed on a reimbursable basis to the Contractor. The interior of the stair tower shall be cleaned once annually as part of Standard Services.

Location 3: Customs Cargo Inspection Facility (USDA Canopy excluded) The interior of all exterior building windows shall be cleaned once annually, and the interior of lobby windows shall be cleaned a minimum of once per month as a Standard Service.

Location 4: Rosa Parks FB (Garage excluded) Window Washing for this location is an Above Standard line-item service and will be ordered when required. Cleaning frequencies that are above standard shall be completed on a reimbursable basis to the Contractor.

All Locations: Additional cleaning shall be arranged using the Above Standard Services pricing. Cleaning of both sides of the windows shall be coordinated to gain efficiency as directed by the CO or their designee.

C.3.1.12 Blinds and Coverings (Not Including Drapes, Curtains, and Unique Coverings) Note for PV McNamara: The blinds that are encased within the exterior windows are not included in the Standard Services dusting of blinds.

Washing of blinds and coverings is an Above Standard Service and will be ordered as needed. See Section C.15.19 Washing Blinds and Coverings (not including drapes, curtains, and unique coverings).

C.3.1.13 Fine Arts Collection Location 2: Theodore Levin US Courthouse The President’s Wall in the lobby is excluded from all cleaning requirements of this contract with the exception of dusting the stone base.

C.3.1.14 Historic Buildings The Contractor shall work with the CO or their designee to identify materials in historic buildings that require special care. Decorative surfaces should not be cleaned, adjacent surfaces should only be disinfectant wiped (no spraying), and acids, peroxides, alcohol, and chlorine bleach should not be used on historic materials. Also, the CDC and EPA do not endorse the use of fogging applications. The Contractor shall work with the CO or their designee and Regional Historic Preservation Officer to determine the best way to ensure that regular maintenance does not harm historic materials and finishes.

The Contractor can refer to GSA's website for Preservation Tools and Resources (https://www.gsa.gov/real-estate/historic-preservation/historic-preservation-policy-tools/preservation-tools-resources) for additional guidance.

C.3.1.19 Cargo Inspection Booth Cleaning Booths 1 through 14 and the post primary booth require daily cleaning.

C.3.1.20 VACIS and Gantry Buildings (Buildings at Cargo Inspection Facility) VACIS stands for Vehicle and Cargo Inspection System.

All areas of these buildings shall be fully serviced (including bay areas, restrooms, waiting rooms, and offices).

C.3.2.2 Exterior Window Washing Exterior windows shall be cleaned once per year at all locations. Exterior window washing shall occur as a Standard Service at the following locations ONLY:

Location 1: Patrick V. McNamara FB & Parking Garage Exterior side of all exterior windows shall be clean and free of dirt, grime, streaks, and moisture, and shall not be cloudy. Window sashes, sills, woodwork, and other surroundings of the glass shall be wiped free of drippings and other watermarks. Exterior side of windows shall be cleaned once annually.

Location 2 & 4: Theodore Levin US Courthouse & Rosa Parks FB (Rosa Parks Garage excluded) Exterior side of all exterior windows shall be clean and free of dirt, grime, streaks, and moisture, and shall not be cloudy. Window sashes, sills, woodwork, and other surroundings of the glass shall be wiped free of drippings and other watermarks. Exterior side of windows shall be cleaned once a year.

Cleanings shall be scheduled between April and June and coordinated with the COR at least two weeks in advance.

Location 3: Customs Cargo Inspection Facility (USDA Canopy excluded) Both sides of the glass shall be clean and free of dirt, grime, streaks, and moisture, and shall not be cloudy. Window sashes, sills, woodwork, and other surroundings of interior glass shall be wiped free of drippings and other watermarks. Exterior windows shall be cleaned twice annually as a Standard Service. Cleanings shall be scheduled between April and June and coordinated with the COR at least two weeks in advance.

Additionally, the Contractor shall perform weekly exterior window cleaning of the specific windows of the following buildings of the Inspection Facility:

• East side of the Cargo building (those windows facing the booths)

• East and South sides of the Broker building (those windows facing the traffic lanes and courtyard)

The Contractor shall submit to the CO or their designee a written Window Washing Safety Plan, that may require a fall protection plan section, 10 calendar days prior to performing these services.

C.3.3 Snow and Ice Removal Snow and ice removal from entrances, steps, landings, sidewalks, crosswalks, plaza areas, areas providing accessibility for people with disabilities, and approaches are included in the Standard Service price.

This does not include snow and ice removal requiring heavy equipment (including ride-on equipment such as front-end loaders, backhoes, bobcats, snowplows, etc.) Services requiring this equipment are Above Standard and will be ordered as needed using line-item pricing.

The Contractor shall clear snow and ice before the normal building operating hours to prevent slip hazards. Furthermore, the Contractor shall clear snow and ice during normal building operating hours and is authorized to divert work to accomplish the task.

The GSA Ordering Official may order additional snow and ice removal services outside of normal building operating hours (i.e., weekends, holidays). The task order shall reflect the days and hours required for snow and ice removal.

The Contractor shall submit a detailed snow and ice removal plan for all locations, to include Standard and Above Standard services, that meets the needs of the GSA as part of the initial proposal package.

C.3.3.1 Extent of Work Location 3, Cargo Inspection Facility (Exhibit J16):

Snow and ice removal services are required 24 hours per day, 7 days per week. The contractor shall automatically initiate snow and ice removal from entrances, steps, landings, sidewalks, all painted crosswalks, areas providing accessibility for people with disabilities, handicapped parking areas, and approaches, the steps and landings to booths 1 – 14, and a direct path from the building to each booth, in order to maintain safe conditions.

Also included in this standard service is the USDA Canopy platform as well as the area below the platform between the barricades, and the Post Primary Inspection Booths along the edge of the drive, in front of the booths and to the west.

C.4.2 Grounds Maintenance Services - (PV McNamara, Levin, and Rosa Parks only) The Contractor shall maintain all plants, trees, shrubs, ground covers, and lawns in a manner that prolongs life and sustains a healthy appearance.

C.6.5 Pests Included and Excluded The Contractor shall adequately suppress indoor populations of rats, mice, cockroaches, ants, flies, and any other arthropod pests not specifically excluded in this contract. This includes populations of these pests that are located on the exterior of the facilities and within the property boundaries of the facilities.

The following pests are excluded from the standard services however the Government may request remediation as an above standard reimbursable service:

• Birds

• Mosquitoes

• Snakes

• Vertebrates that are not commensal rodents

• Bats

• Termites

• Bed Bugs

• Other wood-destroying organisms

C.10 Service Calls Contractors shall detail in their QCP how they will monitor and respond to service calls.

The Contractor shall provide a means to receive custodial related service requests twenty-four (24) hours a day by means of telephone or email. The Contractor shall provide adequate staff to respond to service requests during normal building operating hours.

The Contractor shall respond to all service call requests (custodial issues, rearranging furniture and furnishings, special event support, etc.) using building specific service call procedures. The Contractor shall respond to normal service calls during normal business hours within 1 hour, or sooner if possible, and shall remedy all service calls within 24 hours, unless granted written permission from the COR for an extension. If a service call is deemed an emergency, the Contractor shall respond within 5 minutes during normal working hours.

For emergency service requests, the costs shall only be reimbursed to the Contractor if the request is outside of the building's operating hours and outside the Contractor’s regular cleaning schedule. Service calls that the COR determines to be urgent (spilled water in traffic areas, lack of toilet supplies, etc.) shall be handled immediately.

C.12 Quality Control Plan (QCP) The Contractor shall develop and submit an initial QCP with their initial proposal package and a finalized QCP no later than fifteen (15) calendar days prior to contract start.

C.14 Staffing Plan The Contractor’s staffing plan shall include a detailed description of how the Contractor intends to accomplish the requirements of the contract using in-house, corporate, or subcontracted resources. The Staffing Plan shall be one (1) document that covers all locations separately.

Location 1, PV McNamara FB Only: Requires an on-site Project Manager and a Day Porter with responsibilities for the PV McNamara Federal Building, Parking Garage and Howard St. Parking Lot. An Administrative Assistant, (i.e., Office Assistant, Clerk, etc.), is required at this location to ensure service calls and work orders are processed timely in the NCMMS system for all four (4) locations. All three (3) positions shall be on-site during normal business hours, Monday through Friday.

Location 2, Levin Courthouse Only: Requires an on-site Project Manager with responsibilities for the Levin Courthouse, Customs Cargo Inspection Facility, and Rosa Parks FB and Garage. A Day Porter is required for the Levin Courthouse only. Both positions shall be on-site during normal business hours, Monday through Friday.

The Contractor shall develop and submit an initial staffing plan in the initial proposal package for evaluation and a finalized staffing plan no later than fifteen (15) calendar days prior to contract start. Any change in staffing must be approved by the CO or their designee. Once approved by the CO, the staffing plan becomes the minimum level of staffing that the Contractor is required to provide.

C.15 Above Standard Services The Contractor shall provide interior and exterior above standard services to fulfill the Government’s intermittent need for work. These services are in addition to the services specified as a standard service.

The Contractor shall not divert workforce to accomplish above standard services.

Submit as part of your initial proposal the pricing for the above standard services in Section B. When requested to provide these services, the Contractor will be compensated at the quantity rate specified on the electronic offer sheet.

The Government reserves the right to obtain supplies and services from other sources if prices are found not to be fair and reasonable, based on competitive fair market prices.

E.2 Deduction Rate 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.

H.5.1 Fitness Determinations All contractors requiring routine unescorted access to Federally-controlled facilities for more than 6 months (defined as long-term contractors) and/or information systems will be required to undergo a fitness determination before that contractor can work on a GSA contract in order to obtain a GSA Access Card.

H.7 Escort Requirements Only temporary contractors (work duration of 15 days or less) can be escorted. Contractors summoned for an emergency service call can be escorted as they are considered a temporary contractor. All short-term and long-term contractors will need to obtain an appropriate favorable fitness determination before being allowed to work on a GSA contract and cannot be escorted prior to obtaining the appropriate favorable fitness determination.

H.18 Insurance Requirements The Contractor shall obtain and maintain for the entire life of the contract, in addition to any insurance required by law, the following minimum kinds and amounts of insurance required pursuant to FAR clause 52.228-5, Insurance – Work on a Government Installation, and GSAR 552.228-5, Government as Additional Insured.

• Workers' compensation insurance in the amount required by the jurisdiction in which the Contract is performed. The Contractor shall obtain Employers' liability coverage of at least $100,000.

• Broad form comprehensive commercial general liability insurance in the amount of at least $500,000 per occurrence. Such insurance shall include, but not be limited to, bodily injury and property damage ($50,000 per occurrence).

• Comprehensive automobile liability covering the operation of all automobiles used in connection with performing the contract in the amount of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.

The Contractor shall promptly provide to the Contracting Officer proof that it has obtained insurance required by the contract in the form of certificates of insurance. The Contractor shall submit to the Contracting Officer all renewal certificates issued during the life of this contract immediately upon issuance.

Exhibit J3 - Contractor Submittals/Deliverables Chart GSA - We point this out because administration of the contract is just as important as the onsite performance.

Our contracts require a lot of reports, plans, and submittals, many of which are not generally required under a typical private sector contract. The submittals mentioned in this solicitation are non-negotiable and must be provided in accordance with the specifications and payment is dependent on the receipt of these documents.

Section B - Electronic Offer Sheet (Excel attachment) GSA - These are a few important excerpts from the “Instructions and Notes” tab.

1. All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus no separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are ordered.

2. Renewal options shall be priced using the wage determination contained in this solicitation. Upon exercising each option, the contract price will be adjusted in accordance with FAR 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards—Price Adjustment (Multiple Year and Option Contracts) (May 2014).

3. OPTION TO EXTEND SERVICES UNIT PRICE (For the last column for the Additional Option Period Up to 6 Months per FAR 52.217-8) - The price must reflect the rates specified for the preceding 12 month performance period and may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The electronic offer sheet automatically pulls the last option year pricing into the Option to Extend column. The standard service unit prices are multiplied by 6 months and the above standard service unit prices are multiplied the quantity (in column C) to calculate the total price for extension.

Note 2: Quote a per hour price for providing Above Standard Services that are in addition to the services specified as standard services. A laborer is a worker with responsibilities covered by the Department of Labor Wage Determination under the category of Laborer. Laborer work may include all miscellaneous jobs requested by the CO or their designee which will consist of, but not be limited to the following: 1) loading, unloading or moving of supplies and materials; 2) recurring set-up and breakdown of conference spaces; 3) miscellaneous tasks not included in the base contract services.

Note 3: Orders for above standard service may be placed orally when the amount of the order totals $2,500.00 or less or in the event of an emergency. All orders which exceed $2,500.00 must be placed or confirmed by issuance of a GSA Form 300, Order for Supplies or Services and will be paid by GSA Finance. Orders of $2,500.00 or less may be processed using the Governmentwide commercial purchase card, which is the preferred method to purchase and to pay for micro purchases. The above standard services provision is intended to be used to satisfy the Government's short term non-recurring needs for service. Should a continuing need for additional service arise, a contract modification will be negotiated pursuant to the "Changes Fixed Price" clause. Above standard services cannot be accomplished by diverting resources from work that is supposed to be accomplished.

Note 4: The above standard quantities are for evaluation purposes only and are based on an estimate of the Government’s anticipated need for such service.

M.1 BASIS OF AWARD

The Government intends to use a Source Selection Board to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government will open negotiations with offerors if it finds it to be advantageous.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer 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: management plan and approach, experience, past performance, and total evaluated price (TEP). All evaluation factors other than price, when combined, are significantly more important than price. As proposals become more equal in their technical merit, the evaluated price becomes more important. The award may be made without negotiations. Therefore, offerors are requested to submit initial proposals to the Government on the most favorable terms from a technical and price standpoint.

M.2 MANAGEMENT PLAN & APPROACH - (this is worth 40% of the technical evaluation) This criterion considers the offeror’s organizational structure, including in-house expertise. It considers the reasonableness of the offeror’s staffing schedule, for managers and supervisors, both in-house and subcontract. It considers the qualifications of proposed key managerial and supervisory personnel (onsite and offsite) and how these positions relate to and impact the day-to-day performance of services. It also considers the areas of work proposed for subcontracting.

M.3 EXPERIENCE - 30%

This criterion will evaluate the breadth, depth and relevance of an offeror’s prior experience in performing projects similar in size, scope, and complexity to the one described in this RFP. Similar size is primarily performing services of similar or greater scope for Governmental (Federal, state or local) or commercial properties of similar or greater size, complexity, use and tenancy to the one described in this RFP. Prior experience by predecessor companies and or affiliated key personnel and subcontractors may be considered. Experience on similar projects for the Federal Government is considered an asset.

M.4 PAST PERFORMANCE - 30%

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 by analysis of information provided by the offeror and by interviews with the offeror’s past and/or current customers. 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.

FAR 15.305(a)(2)(iv) states, “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.” Therefore, failure of the offeror to provide a minimum of three relevant references, and/or the inability of the Government to complete a minimum of three reference checks, after making a reasonable effort to do so, will result in the offeror being rated as “neutral” on the past performance factor.

GSA - Anyone who submits less than the 3 minimum past performance references will be rated as neutral.

M.5 TOTAL EVALUATED PRICE

The total evaluated price will be determined by multiplying prices from Section B 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.

V. INSTRUCTIONS ON SUBMISSION OF OFFERS

The proposal closing date and time is Thursday, December 7, 2023, at 6:00PM EST.

Offerors shall submit the following documents:

• Volume I - Technical Proposal o Management Plan (See Section L.2) o Key personnel details (See Section L.2) o Quality Control Plan (See Section C.12) o Staffing Plan (See Section C.14) o Cleaning Schedules (See Section C.13) o Snow and Ice Removal Plan with List of Chemical Products (See Section C.3.3) o Communication Plan (See Section C.11.1) o Exposure Control Plan (See Section C.7 & Exhibit J6) o 3-5 Prior Experience Forms (See Section L, Attachment A) o 3-5 Past Performance Reference Forms (See Section L, Attachment B)

• Volume II - Price Proposal o General Submission Information

RFP number Firm name and address SAM Unique Entity ID (UEI) Data Universal Numbering System (DUNS) Commercial and Government Entity Code (CAGE) Name, title, telephone, e-mail address, and signature of the person authorized to sign the proposal and individuals authorized to negotiate on behalf of the firm o FAR 52.204-8 Offeror Representations and Certifications (See Section K) o FAR 52.209-7 Information Regarding Responsibility Matters (See Section K) o GSA Form 527 - Contractor's Qualifications and Financial Information (Attachment to RFP) o Signed SF 26 - Award/Contract, including acknowledgement of any amendments (See

Section A) GSA - Any amendment will also come with a Standard Form (SF), which will need to be signed and returned with your proposal.

o Section B - Electronic Offer Sheet (Attachment to RFP - in Excel format, unlocked) o Contractor Cost Worksheets (CCW) (Attachments to RFP - in Excel format, unlocked)

GSA - These are the attachments labeled “CCW.”

o Offeror’s Checklist (See Section L.4)

ELECTRONIC SUBMISSION OF PROPOSALS

All proposals must be submitted electronically. Hard-copy proposals will not be accepted. Proposals shall be in English, in U.S. dollars, and valid for a period of 120 days from the closing date of the RFP.

Proposals shall be emailed to theodora.veresses-kohlweiss@gsa.gov and tammi.ortiz@gsa.gov. Firms are responsible for submitting proposals, and any modifications, revisions, or withdrawals, so as to reach the Government office by the time specified in the RFP. Unless otherwise permitted in the RFP, proposals must be submitted on an all-or-none basis, e.g., proposals that offer to provide only select/limited items/locations shall be determined to be ineligible.

VI. SITE VISIT INFORMATION

11/15/23 at 9:30-11:00AM EST

US Customs Cargo Inspection Facility 2810 W. Fort Street, Detroit, MI 48216 Dennis Turzak, Property Manager dennis.turzak@gsa.gov

(313) 268-3370

11/15/23 at 11:15AM-1:15PM EST

Patrick V. McNamara Federal Building, Parking Garage, & Parking Lot 477 Michigan Ave., Detroit, MI 48226 Derek Theaker, Property Manager derek.theaker@gsa.gov

(313) 244-1080

11/15/23 at 2:15-3:30PM EST

Theodore Levin US Courthouse 231 W. Lafayette Blvd., Detroit, MI 48226 Joseph Blake, Property Manager joseph.blakejr@gsa.gov

(313) 820-3082

11/15/23 at 3:45-4:15PM EST Rosa Parks Federal Building & Garage 333 Mt. Elliott, Detroit, MI 48207 Joseph Blake, Property Manager joseph.blakejr@gsa.gov

(313) 820-3082

VII. QUESTIONS AND ANSWERS

GSA read some questions received via email prior to the meeting:

1. Is it possible for a Sole-Source for this project?

a. No. This is a competitive 8(a) procurement and there will not be any modifications.

2. How do I request to get solicitation moved to a GSA Schedule and 8A.

a. There will not be any modifications.

3. I did not see any page count limits for Volume I. Can you please advise what the page count limits are?

a. There is no page count limit.

4. Do we have to be on the GSA schedule?

a. No.

5. We have years of experience on the commercial side for janitorial services. Can we submit this for the past performance?

a. Yes. Per Section L.2 of the RFP, past performance can be provided for contracts of similar or greater scope for Governmental or commercial properties.

6. Is the incumbent able to rebid for this project?

a. No, the incumbent has since graduated out of the 8(a) program.

7. Once the deadline to submit proposals has passed, how long will it take for the contract award to be announced?

a. Award will be made on or around March 1, 2024.

8. Will the government reduce the performance period completed to at least 1 consecutive year?

a. No. In order for past performance references to be deemed relevant, the performance period completed must be at least 2 consecutive years.

9. I saw that the RFP mentions having the proper security clearance in section H.5. In that section, it mentions only fitness determination and GSA Tier 1 background checks. Is there a cost for these, and if so, how much?

a. No, no cost to you.

A few vendors asked questions in the chat feature:

1. Vendor - What are the teaming parameters and how subcontractor past performance will be evaluated?

a. GSA - This was not answered during the conference and will be included in the written answers posted to SAM.gov on or around 11/28/23.

2. Vendor - Appendix A of the CBA is missing. Can that be made available?

a. GSA - The CBA documents attached to the solicitation were all that the union provided but we’ll double check with them to see if anything is missing and, if so, post it to SAM.gov.

3. Vendor - Are Rosa and Customs not a CBA driven site?

a. GSA - Correct. Only PVM and Levin fall under the CBA.

4. Vendor - Are there additional clearances for the U.S. Marshals Service?

a. GSA - Not at this time.

GSA - Rosa Parks is planning to be sold but we don’t know when. For now, this location is part of the requirement but eventually, and it may even be prior to award, this location will be removed from the contract. If and when this happens, we will let the affected vendor(s) know as soon as possible.

GSA - Regarding PVM, there are additional security clearances required for certain agencies, which they handle, not GSA. There would still not be a cost to the contractor though.