Pre-Proposal Meeting Agenda-Notes.pdf

47PF0024R0021

ELEVATOR MAINTENANCE SERVICES

MULTIPLE LOCATIONS, MI

VIRTUAL PRE-PROPOSAL CONFERENCE

March 12, 2024, 1:30 p.m. EST

Location 1:Theodore Levin US Courthouse, 231 W Lafayette Blvd, Detroit, MI 48226 Location 2: Port Huron US Courthouse, 526 Water Street, Port Huron, MI 48060

Location 3: Rosa Parks Federal Building & Garage, 333 Mt. Elliot St, Detroit, MI 48207

Welcome

Introductions/Attendance

Sarah Jayjack, GSA –Contracting Officer Kelley Ann Walsh, GSA – Contract Specialist Joe Blake, GSA – Property Manager Ben Williams, GSA – Property Manager Steve Ernest, GSA – Property Manager Suzanne Nelson, GSA – Facilities Operations Branch Alvin LaRue, Worldwide Business Solutions Sam Bruno, City Elevator of Michigan Lora Nortley, 1 Little Elevator Company

Disclaimer: No oral statement made by a government representative during the pre-quote 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, solicited on a full and open, unrestricted basis. Proposals are due by Friday, March 22, 2024 at 2:00 p.m. EST via email to Kelley Ann Walsh, Contract Specialist, at kelley.walsh@gsa.gov.

Contract is for a base period of 1 year with four 1 year option periods, and possible 6-month extension. Pricing must be submitted for all line items. The evaluation factors to be used are total evaluated price and past performance. Past performance is significantly more important than price.

Start date is on or about July 1, 2024. Contractor cannot begin work until security clearances have been received.

This solicitation is for services basically the same as the current contract. However, it should be reviewed carefully before submitting a bid.

MULTIPLE LOCATIONS, MI

The current contractor is Kone, Inc. located in Moline, IL. The current monthly price is $24,553.48.

Questions

All questions shall be submitted to Sarah Jayjack via email at sarah.jayjack@gsa.gov and formal responses will be issued to all vendors. The deadline for the submission of questions is 3/13/2024 at 2:00 p.m. EST.

Brief Review of Request for Proposal (RFP) Document Section A: SF33

Electronic Section B: Services, Ordering and Prices

-Automatically calculates the Total Evaluated Price (TEP) for each location -See separate tabs for pricing for each location -Offeror must submit offers for all locations in order to be considered for award.

-Review Instructions/Notes tabs

Instruction 2 - OPTION TO EXTEND SERVICES UNIT PRICE (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. This 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 a. Include all costs for emergency call-back service during normal working in the price per month for standard services. Also include in the price per month for standard services, the cost for overtime associated with the maintenance and testing specifically identified in the solicitation to be performed outside normal working hours. Additional overtime services that may be required will be ordered using the hourly rate specified in the Section B - Electronic Offer Sheet under Additional Services for Elevator.

Note b. Quote single per hour prices for emergency call-back during other than normal working hours, overtime and additional services (see Exhibit 4 Definitions) regardless of any commitments on the part of the offeror to pay varying salary rates or travel expenses to its employees. These prices must include all expenses for overhead, General and Administrative (G&A) and profit. No separate allowance for travel time, parking, overhead, G&A or profit will be applied when hourly services are used.

Note d. The number of hours shown for hourly services represents an estimate of the Government’s anticipated need and is for evaluation purposes only.

SECTION C: DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

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, MULTIPLE LOCATIONS, MI 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, hoistways, 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. The maintenance contractor must provide all tools, equipment, supplies, and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ. This includes inspections and tests required at six (6) month, one (1) year, three (3) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

Levin Courthouse The portion of the Preventive Maintenance Program for the Levin Courthouse elevators #2 and #9 requires elevator shutdown be performed before 7:00 a.m. or after 6:00 p.m. Monday through Friday, or anytime Saturday or Sunday. The shutdown will be coordinated with the COR a minimum of 72 hours in advance.

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.2.19 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.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, Levin Courthouse: The Contractor shall have qualified personnel onsite four (4) consecutive hours daily 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 2, Port Huron Courthouse: 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.

Location 3, Rosa Parks Federal Building: 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.

C.10.1 Deductions Deductions will be made at the rates specified in Section E, Paragraph E6k, for each instance the on-site requirement is not provided.

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.

Location 1, Levin Courthouse: In the case of the three priority elevators (Location 1, Elevators #2, #9 and #11), if the service call cannot be resolved within two (2) hours, the work shall continue with immediate notification to the COR of the problem and time and date corrective action will be taken.

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

MULTIPLE LOCATIONS, MI

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.12.2 Emergency Call-Back Pricing The contractor will include all costs for emergency call-back services during the normal working hours (refer to Section F) in the monthly price for basic services. The contractor will be reimbursed at the hourly rate specified in Section B for emergency call-back service during other than normal working hours. The Contractor will be reimbursed only for the time spent on site.

C.13.2 Overtime Pricing There will be no reimbursement for maintenance and testing services performed outside of normal working hours when the requirement to perform the work outside normal working hours is established in the solicitation. The Contractor will include all costs for overtime services associated with maintenance and testing established in the solicitation to be performed after normal working hours in the monthly price for basic service.

C.16 .1 Quality Control Plan (QCP) – DUE WITH PROPOSAL

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. The CO or designee will review the QCP plan annually (at a minimum) and sign/date the document to indicate acceptance of the plan.

The Contractor shall ensure the required services specified in this contract meet the quality standards outlined herein. All work performed under this contract shall be of the highest quality, consistent with best industry practices, to assure timely provision of services, optimal system performance to maximize life expectancy of equipment and ensure a high level of tenant satisfaction. The Contractor is responsible for the day-to-day inspection and monitoring of all Contractor work performed to ensure compliance with contract requirements. The results of all quality control inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and provided to the CO or their designee as required with the monthly submittals. In the event work is performed by subcontractors, the Contractor shall be responsible to ensure the QCP includes the Contractor’s process to monitor subcontractor performance. The Contractor must revise the plan during the life of the contract as necessary to ensure that contract objectives are met. All revisions must be accepted by the CO or their Designee. The QCP shall include, but not be limited to:

a. Task and Frequencies: A plan which indicates tasks to be performed and the frequency associated with each task.

b. Inspection Methods and Frequencies: An inspection system, which shall include all requirements listed in the Performance Work Statement and inspection procedures such as some or all of the following methods: type of inspection, frequency of inspection, acceptance/rejection criteria, and disposition of rejected services, corrective action, error rate, and procedure for recording results of inspections. Specify areas to be inspected, when inspections will occur and titles of individuals performing inspections. The QCP must identify how the Contractor will correct noted deficiencies immediately. Any changes to the inspection systems during the life of the contract must be accepted by the COR. Critical equipment must be placed back in service at the end of the day. The administrative methods the Contractor will use for identifying, correcting, and preventing

MULTIPLE LOCATIONS, MI

defects in the quality of service performed before such level of performance becomes unacceptable to the COR. The contractor should include plans for revising job schedules as new and better ways are found to perform given tasks.

c. Roles and Responsibilities of Key Personnel: This must include the Contractor’s staffing levels (including supervision) depicting various job classifications (e.g. 2 journeyman elevator mechanics, 1 supervisor). Refer to Section C4, for qualifications. A roster by name and job title must also be provided. Individual responsibilities for oversight of the QCP and functions associated with such oversight as well as authority in dealing with Government contracts shall be identified.

d. Records and Files: A description and/or samples of the forms, records, reports, and files the Contractor intends to utilize and keep on-site, which will indicate both the inspections conducted by the Contractor and necessary corrective action taken (as appropriate).

Copies of all QCP related inspection reports and other documents shall be submitted with monthly reports and made available to the CO or their designee when requested. All such documents shall be maintained at the service location for the life of the contract and shall become the property of GSA.

e. Progress Report: The Contract Supervisor/Manager must submit quarterly to the CO or their designee a self-evaluation report detailing the quality of service provided during the prior quarter. The report is due within 5 work days of the end of the quarter. This report shall include as a minimum the result of the quality control inspections, an explanation of efforts taken in the prior quarter to improve service and efforts planned for the present quarter to improve quality.

f. Strike Contingency Plan (SCP):

The Contractor shall prepare a Strike Contingency Plan to be used in the event of a strike by his employees. At a minimum, the SCP shall include the following information:

i. Support Personnel: The SCP shall describe in detail how the Contractor shall staff the building to provide the services defined in this specification during strikes by his employees. This includes HSPD-12.

ii. License and Certifications: The SCP shall describe in detail how the Contractor will provide personnel that meet experience requirements, assuring the Government that all temporary or replacement employees (including subcontractor employees) will meet the experience and license requirements defined in this document.

g. Contractor Emergency Plan (CEP)

The Contractor shall develop procedures for emergency situations. This Contractor Emergency Plan (CEP) shall complement the Government's Occupant Emergency Plan (OEP). Designated contractor personnel, including the on-site supervisor(s), shall be thoroughly familiar with the Government's OEP for the location(s) covered under this contract and shall be trained by the Contractor to fully understand their responsibilities relative to each emergency situation. The contractor shall participate in tornado, fire and other drills.

The Contractor will participation in emergency planning and drills related to building emergencies or natural disasters. The Contractor shall be required to perform the services required by the contract and as identified by the CO or designee in response to emergency situations including but not limited to fires, civil disturbances, natural disasters, and utility service outages. The CEP shall include at a minimum, the following:

i. Procedures: The Contractor’s communication procedures to be used in providing continuous communication support to the CO or their designee during emergencies.

MULTIPLE LOCATIONS, MI

ii. Employee Information: The name, telephone number and current position of each employee (in the form of a roster) that will participate in the CEP.

The mobile telephone numbers and/or pager numbers of each employee that will participate in the CEP.

iii. Employee’s Duties: The specific functions that each employee will perform during emergency situations.

iv. Temporary or Subcontractor Employees: If temporary or subcontractor employees are to be used, the same information is required as in the Strike Contingency Plan. Temporary or subcontract personnel must meet security clearance requirements.

E.1. Failure to Perform

a. 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.

**Offerors should review how deductions may be calculated and payments withheld

H.16. Insurance Requirement

(1) 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.

(a) 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.

(b) 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).

(c) 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.

(2) 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.

SECTION L INSTRUCTIONS, CONDITIONS AND NOTICE TO OFFERORS

L.4.b Past Performance Past performance is relevant information regarding an offeror’s actions under previously awarded contracts. It includes the offeror’s overall quality of performance, record of conforming to contract requirements and to standards of good workmanship; the offeror’s adherence to contract schedules, including the administrative aspects of performance; the responsiveness of management; the offeror’s history of reasonable and cooperative behavior and commitment to customer satisfaction, including the offeror’s business-like concern for the interest of the customer; and the offeror’s overall performance on their contracts.

This information will be obtained through feedback from the offeror’s customers. To be relevant, past performance information must be provided for contracts that are similar (or greater) in terms of the relevant past performance criteria listed below. Contracts submitted may be Governmental (federal, state, or local) or private sector contracts.

Past performance will be considered relevant if it meets all of the following criteria:

Full Elevator Maintenance Service of similar scope in a commercial or government owned facility of similar type and use

Full Elevator Maintenance Service for equipment of comparable type and complexity For a completed contract, within five years from the closing date of this solicitation The contract is/was in place for at least two consecutive years The offeror served as the Prime Contractor At least one reference should be for a contract covering multiple (two or more) locations.

Offeror’s shall complete Attachment A – Past Performance References Sheet at the end of this section. This form must be completed for each reference submitted that meets the criteria identified above. The offeror cannot use the same reference (i.e., same project and same contact person) more than once. 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. If the offeror submits under a teaming arrangement, unless the references submitted are for the teaming arrangement, each firm in the teaming arrangement will be evaluated and the composite score will be the average of all the scores for each firm of the teaming arrangement.

While offerors must submit evidence of a minimum of 3 customer references for past performance evaluations, they may provide more (but in no case shall they submit more than 5 references. (The Government will consider two separate contracts as a single contract if they were consecutive and for the same location and services, e.g., two separate, but consecutive, one-year elevator maintenance service contracts for the same or similar work at ABC Federal Building, will be considered one contract.) The Government is not required to conduct or complete reference checks on more than 3 contracts, although it may choose to do so.

Additionally, if more than 3 references are provided, the Government reserves the right to choose which references to include in its evaluation. In addition to those references provided directly by the offeror, the Contracting Officer may identify and analyze the past performance of the offeror on any other relevant contract that they currently have or had of which the Contracting Officer has knowledge or obtains knowledge, including but not limited to projects listed in the Contractor Performance Assessment Reporting System (CPARS). Because of the wide variety of past performance history of individual offerors, MULTIPLE LOCATIONS, MI

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.

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.

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.

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 line items 1-4 for the BASE period" and all OPTION periods). The summation of the resultant amounts will produce a total evaluated price.

**The Government reserves the right to accept or reject the line item prices when awarding the contract.

OPEN FORUM/QUESTIONS

Question: Can we let references know the phone numbers that those making the past performance calls will be calling from?

Answer – Yes, past performance calls will be made by Sarah Jayjack (216-470-6188) or Kelley Ann Walsh (859-307-6853).