Pre-Proposal_Conference__Minutes_Solicitation_47PH0218R0005.pdf

Pre-Proposal Conference Minutes

Solicitation 47PH0218R0005 Operations and Maintenance Services in New Orleans, LA

GSA, PBS, Region 7

GSA Representatives Present at Pre-Proposal Conference:

Ken Livingston, Service Center Manager, Eastern Service Center, 7PSE Greg Lee, Building Manager/COR, New Orleans Field Office, 7PSEN Jon Millet, Equipment Specialist, Building Operations Support Branch, 7PMB Dana Ulanoff (via telephone), Supervisory Equipment Specialist, 7PMB Matthew Phillips, Contract Specialist, 7PQB

The pre-proposal conference began at approximately 2:00 p.m. CDT on Monday, May 21, 2018, at the Hale Boggs Federal Building and Courthouse , 500 Poydras Street Suite 1044, New Orleans, LA 70130 .

Ken Livingston greeted attendees and provided brief opening remarks.

Matthew Phillips greeted participants, and reminded attendees of the dates and times of the site visits of the facilities in New Orleans, LA, as listed in Section L of the solicitation.

Matthew Phillips reviewed the following:

- Ground Rules: All GSA personnel participating in the Pre-proposal Conference and site visits are instructed not to answer any questions posed by contractors; should any contractors have any questions they should be submitted in writing to Phil Cleveland, Contract Specialist at phillip.cleveland@gsa.gov . Section L.3. of the solicitation erroneously states that questions shall be submitted to Alam Muhammad, however, that will be corrected via amendment of the solicitation.

- The cut-off date for questions is Tuesday, June 5, 2018 at 5:00 p.m. CDT. It is GSA’s goal to post answers to questions submitted within a couple of days after the cut-off date;

questions and answers will be posted via amendment to the solicitation.

- During the site visits, GSA personnel will guide the group from the front and back of the group in order to ensure all contractor personnel are properly escorted within the facilities.

- During the Pre-proposal Conference, GSA will review Sections A through M. However, due to time constraints, not every section will be reviewed during the conference. GSA personnel will review or emphasize particular portions of the sections as deemed necessary by GSA personnel.

- The Bidder’s Library, including the equipment inventory, is available within FBO.gov as a package along with the solicitation. One item that will be added to the Bidder’s Library via amendment is the Preventative Maintenance (PM) Time Comparison from 2015 to present.

- Information regarding the incumbent contract including the incumbent contractor’s name, the current monthly price of O&M services, and the contract number.

- The due date for proposals is Tuesday, June 19, 2018 at 5:00 p.m. CDT. It sdhould be anticipated that this date will not change.

- Section A: SF 33 should be completed per the instructions in Section L.

mailto:phillip.cleveland@gsa.gov

- Section B: Prices are broken out by facilities in monthly and annual amounts for the base period and all option year periods. The Figure B-3 spreadsheet that is an attachment to the solicitation in FBO.gov mirrors the format of Section B of the specification; the Figure B-3 spreadsheet shall be used by Offerors to submit their price proposal. The Figure B-3 spreadsheet also includes the markup coefficient.

- Wage adjustments will be performed at the beginning of each option period, if exercised.

- Section B.4. addresses the addition or removal of buildings.

Jon Millet and Dana Ulanoff addressed the following:

- Safety: During contractor walk-through be mindful that each area will be in operation.

Please secure any loose items and do not enter any confined spaces or electrical equipment without proper documentation.

- GSA is realizing that a 15 to 20% cut to contract costs due to Central Office mandating a reduction in operating costs by 2 million dollars within Region 7 ($2 million total for all contracts across the Region, not just applicable to this contract). GSA has taken on some innovative approaches such as removing PM’s such as: Motors and Pumps below 100Hp, VFD’s, and VAV’s. This is a mere suggestion and this does not limit the contractor from PMing the described equipment because the shared liability cost still applies to each device per occurrence. Note:

The Fire Pump and Motor are excluded and will be PM’ed on a regular basis. Filters will be replaced on an as needed basis and not on a quarterly basis. GSA expects a 15 to 20% price decrease as compared to the price of the incumbent contract.

- Daily Tours are not required in this solicitation. A Tour would normally be a brief inspection of the mechanical equipment in the morning and afternoon. If a contractor deems tours are required as a part of their daily operations they can include them in their proposal.

- Corporate QC visits are not required during the quarterly inspections. GSA is no longer mandating this with the contracts. This does not mean that the contractor cannot propose this.

- The Contractor will be required to send either their BAS tech or HVAC tech to training selected by the equipment specialist each year of the contract. This amount will be $4,000 and the class will need to be tailored to improving BAS knowledge base or advanced HVAC training.

Typically the training consists of two travel days and three training days. IF the contractor does not comply the amount will be collected back by the CO. The purpose of the required training is to keep our bldgs. running at an optimal level and the BAS is the number one priority in our GSA bldgs. The amount of $4,000 is per year (Base Year and each Option Year period), and Offerors shall factor this amount in to their price proposals.

- After-hours overtime 734 hrs. per contract year (Base Year and each Option Year period). After the hour amount is surpassed GSA will pay a loaded rate 1.5times at the approval of the COR. In previous procurements, GSA did not have historical information available to provide an annual amount of overtime hours, which, as GSA believes, led to greater risk for the contractor and likely increased contract prices. Providing the annual amount of overtime hours per contract year should decrease risk/uncertainty for Offerors. Any hours beyond the 734 hrs.

Per year will be an additional cost to GSA.

- Our contract does not require an on-site Clerk. This position can be filled remotely by choice of the contractor as long as the deliverables are completed and delivered by set intervals listed in the contract.

- Project Manager and Site supervisor positions are to be full time positions manned at the Hale Boggs Bldg. This is specified within the specification.

Matthew Phillips continued to review the following:

- Section C.40.: Pay close attention to this section regarding reimbursable repairs (i.e.

$2,500 threshold for reimbursable repairs). Only parts and materials apply towards the $2,500 threshold, labor is not figured into the $2,500 threshold . A historical record of services calls for the previous 5 years of the incumbent contract is available in the Bidder’s Library.

- Section C.40.4: The Contractor shall provide 20 hours and up to $50 for parts and supplies per calendar month for miscellaneous work. The 20 hrs. And up to $50 per calendar month is a total across all facilities.

- Section F.4.: Contract Deliverables, references, and due dates are listed. Offerors are advised to become familiar with the contract deliverables reference.

- Section G.8. Criteria for Deductions was reviewed.

- Section H.15.3. Qualifications for Technicians: Offerors are advised to pay close attention to this section regarding the minimum qualifications required.

- Section H.18.9.1. Government Purchase Card was reviewed.

- Section J: Reviewed exhibits listed.

- Section L.4.2.3. was reviewed; proposals shall be submitted via CD-R, three separate CD-Rs (one for each of the three parts, Part One - Technical proposal, Part Two - Price Proposal, Part Three - Miscellaneous Documents).

- Section L.4.2.6. was reviewed. The documentation regarding joint ventures, partnerships and other teaming arrangements shall be provided within Part Three of the proposal, if applicable.

- Section L.5.2. was reviewed.

- Section L.5.3.1. was reviewed. The offeror must demonstrate that they have satisfactorily performed comparable services to those described in this solicitation. As a minimum, Past Performance information must be submitted on the 2 projects that were submitted for evaluation under L.5.2 Experience. If a CPARS report was accomplished on the projects submitted, the government will use the CPARS report to evaluate Past Performance. If the project(s) were not evaluated in CPARS, the Past Performance will be evaluated using the Past Performance Questionnaire using the directions below. The offeror may submit Past Performance information on an additional 3 projects for a maximum of 5 Past Performance projects.

- Section L.5.3.1.1. was reviewed. For offers from Joint Venture, Partnerships, and other teaming arrangement, projects may be submitted from any firm listed in offerors submittal for

L.4.2.6 Joint Ventures, Partnerships and other teaming arrangements. A minimum of 1 of the maximum 5 Past Performance projects must be submitted from each member of the joint venture. An offeror may also submit a Past Performance record for a Joint Venture, Partnership or other teaming arrangements in which they were a party; however, they must clearly specify their role and contribution to the joint venture. In accordance with FAR 15.305(a)(2)(iii), the evaluation will take into account Past Performance information regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement when such information is relevant as long as it is properly identified.

- Section M.2. was reviewed.

- Section M.3. was reviewed, including the adjectival rating chart and the relative order of importance for the technical subfactors.

- Section M.4.2. Efficient Competition was reviewed.

- Section M.4.4. Price Evaluation was reviewed.

- Section M.5. Miscellaneous Documents was reviewed.

The Pre-Proposal Conference concluded at approximately 2:50 p.m. CDT.