3 Solicitation 47PH0220R0016 Pre-Proposal Conference Agenda Tulsa and Muskogee.pptx

Pre-Proposal Conference

Tulsa, OK Full Maintenance and Muskogee, OK Operations & Maintenance (O&M)

General Services Administration Public Buildings Service (PBS) Solicitation 47PH0220R0016

September 15, 2020

Agenda Introductions Purpose of Conference Solicitation/Statement of Work Overview Key Dates Instructions for Questions Questions are allowed during this forum. If GSA can’t provide an answer, you will be asked to submit it in writing, and will be answered in writing, and posted via amendment to the solicitation.

Introductions Contracting Officer: Sharon McCreary Contracting Officer’s Representative (COR): Brandon Arnall Building Management Specialist (Custodial): Rhonda Hughes Equipment Specialist: David Dennis Contracting Specialist: Mike Burtner Other Attendees

Purpose of Conference GSA, PBS Procurement for Operations & Maintenance (O&M) Services in Muskogee, OK; Full Maintenance (FM) Services in Tulsa, OK

Provide clear understanding of the Solicitation and Performance Work Statement (PWS)

Site Visits

Nothing said at this conference or during site visit can be interpreted as an amendment to the solicitation requirements.

Solicitation Overview Award of a Full Maintenance and Operation and Maintenance Open Market Woman Owned Small Business Set Aside Performance-Based O&M/FM Services contract.

North American Industry Classification System (NAICS) code 561210 – Facility Support Services, Small Business size standard is $41.5 million

Solicitation Overview Eight (8) Year Period of Performance, Twelve Month (12) Base Period, Seven (7) One‐year Options.

Source Selection Acquisition Procedures will follow Federal Acquisition Regulation (FAR) 15.2

Best-value procedures will be utilized

Region 7 FM Statement of Work Objective of this contract is to procure a holistic and integrated complete facilities management program that will meet the current and future needs of GSA and tenant agencies over the term of the contract

Performance Based Acquisition (PBA)

SOW defines GSA’s minimum requirements and expected outcomes

Standard or Basic Services are the recurring contract requirements

Above Standard Services/Additional Services will be ordered as needed via task order

Section B Review (Entire Section)

Section C Review (Rhonda Hughes, David Dennis):

C.1.2.1 Contractor Key Personnel C.1.2.7 Certifications C.1.2.7.5 Qualifications for BAS Technician C.1.2.7.7 Submission of Resumes for New Employees C.1.2.8.3 Education Requirements and Certifications C.1.2.8.4 NCMMS Training C.1.3.1 Quality Control Plan (QCP) C.1.7.1 Hours of Operation

Section C Review (cont’d):

C.1.7.1 Hours of Operation C.1.7.2 Core Coverage Hours C.5.3 Equipment Inventory C.5.8.3.1 BAS Controls Systems and Upgrades C.5.10 Tours C.5.10.2 Proactive Facility Tours C.5.10.3 Minimum Tour Frequencies C.5.10.4 Monitoring of Central Plant Equipment

C.5.10.5 Operating Logs and Tour Check Sheets C.5.11.1 General (Repairs) C.5.11.2.1 Non Reimbursable Repair C.5.11.2.2 Partially Reimbursable Repair C.5.11.3 Warranties C.5.12.2 Operations (NCMMS Duties) C.5.12.2.1 Emergency Work Order C.5.12.2.2 Emergency Call Back (Beyond Core Coverage Hours) C.5.12.2.3 Urgent Work Order Response

C.5.12.2.4 Routine Work Order Response C.5.12.3 Data Maintenance C.5.12.4 Reporting (Documenting Work Orders) C.5.13.7 Cost Documentation (Invoices) C.5.13.8 Construction Services C.5.14.1 General (Building Management and Support Services) C.5.14.2 Miscellaneous Work C.5.14.5 Flag Procedures C.5.14.6 Overtime Utilities

C.5.15.1 General (Monthly Progress Report) C.6.1 Maintenance Standards C.6.2 Boiler Systems C.6.3.4 Replacement of Air Filters C.6.4 Chiller Systems C.6.4.4 Testing/Inspecting C.6.6 HVAC Water Management C.6.9 Electrical Switchgear and Switchboards C.6.12 Vertical Transportation Systems

C.6.13 Architectural and Structural Systems C.6.13.3 Machinery Rooms C.6.13.4 Historic Buildings C.6.13.7 Roofs C.6.14 Perimeter Access Control Systems (Security Fixtures) C.7.0 Initial Inspection C.7.1 Existing Deficiency Inspection/Initial Deficiency Report C.7.2.1 Transition Phase Schedule

Section C Review (Custodial):

Section C.9 Custodial and Related Services applies only to the Tulsa Federal Building Location (OK0063ZZ) Tulsa, OK C.9.2.1 Cleaning Hours C.9.2.2 Building Information Data Sheet Estimates C.9.3 Qualifications of Personnel C.9.5.1.2 Floor Care Spray buffing (monthly), Stripping/finishing/Sealing (annually)

C.9.5.1.3 Carpets and Rugs Carpet Extraction (monthly) C.9.5.1.5 Restrooms, Shower Rooms, Locker Rooms and Holding Cells All areas shall be cleaned using disinfectant cleaner C.9.5.1.8 Interior Surfaces C.9.5.1.9 Walls (below 10 feet) C.9.5.1.15 Interior Plate Glass (below 10 feet)

C.9.5.1.17 Blinds and Coverings (Not Including Drapes, Curtains and Unique Coverings) Dusting (quarterly) C.9.5.1.23 Fitness Centers, Health Units and Laboratories C.9.5.2 Exterior Services C.9.5.2.2 Exterior Plate Glass (10 feet) C.9.5.2.3 Window Washing (all windows at every floor level cleaned annually) C.9.5.2.4 Canopies, Sally Ports, and Overhangs (cleaned semi-annually)

C.9.5.3 Snow and Ice Removal C.9.5.4 Grounds Maintenance C.9.5.4.4 Trees and Shrubs A certified arborist shall provide survey of trees and evaluation of condition C.9.5.4.6 Mowing and Edging C.9.5.4.14 Fence Lines C.9.5.4.19 Integrated Pest Management Plan (IPM)

C.9.6 Above Standard Services Contractor shall not divert workforce to accomplish above standard services Above Standard Services (Custodial) includes the following tasks:

C.9.6.1. Carpet Extraction (Private Areas) C.9.6.2 Carpets and Rugs (Private Areas) C.9.6.3 Window Washing (Exterior Surfaces of Windows) C.9.6.4 Washing Blinds and Coverings (Not Including Drapes, Curtains, and Unique Coverings) C.9.6.5 Tree Thinning

Above Standard Services (Custodial) includes the following tasks:

C.9.6.6 Snow and Ice Removal for Areas Requiring Heavy Equipment C.9.6.8 High Cleaning Above 10 Feet C.9.7 Custodial Service Calls Historically, 10 hours per month (Address in QCP) Normal Service Calls During Business Hours (1 Hour Response, Remedy Within 12 Hours) Emergency Service Calls During Normal Working Hours (30 Minute Response, Remedy Within 1 Hour Definitions of “Emergency” and “Normal”

C.9.12 Integrated Pest Management C.9.12.1 Preventative Pest Management C.9.12.2 Initial Pest Assessment C.9.12.4 General C.9.12.5 Pests Included and Excluded

C.9.15 Cleaning Schedules C.9.16 Communication Requirements Tenant Meetings Quality Control Meetings Partnering Meeting (Quarterly Sessions) Intent is that Contractor’s corporate leadership to participate

Section E Review:

E.1 Failure to Perform 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:

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; or Terminate the contract for convenience or cancel the contract.

Section F Review:

F.4 Contract Deliverables See Section J, Attachment 4

Section G Review:

G.1 Points of Contact for Contract Adminstration Contracting Officer (CO): Sharon McCreary Contract Specialist (CS): Mike Burtner Contracting Officer’s Representative (COR): Brandon Arnall

G.5 Temporary Work Stoppage/Suspension G.6 Evaluating Contractor Performance Interim performance evaluated annually; final evaluation upon completion of performance

Section G Review (cont’d):

G.1 Points of Contact for Contract Adminstration Contracting Officer (CO): Sharon McCreary Contract Specialist (CS): Mike Burtner Contracting Officer’s Representative (COR): Brandon Arnall G.5 Temporary Work Stoppage/Suspension G.6 Evaluating Contractor Performance Interim performance evaluated annually; final evaluation upon completion of performance

G.7.14 Criteria for Deductions

a. For those requiring immediate action, the Contractor will be held liable for all costs, including administrative costs, incurred by the Government, to complete the service call.

b. For all other service calls, beginning with the first hour following expiration of the appropriate time limit for completion (3 hours or 24 hours), the hourly rate will be deducted for every hour, or portion thereof, that the service call remains incomplete (based on the number of hours per day that the Contractor is required to be on-site, 250 day-per-year basis), including administrative costs.

Deduction hourly rate will be based on the DOL Wage Determination Spreadsheet or the CBA Wage Agreement for the qualified position. Administrative costs will be based on GS-12, Step 5 wage scale.

7. Failure to respond within one (1) hour to a request for Emergency Call-Back Service, and/or failure to provide the required service. 7. The Contractor will be held liable for all costs incurred by the Government as a result of the Contractor's failure to respond within one (1) hour and/or provide the required service, including but not limited to:

a. All costs to repair damage to the building, equipment, or systems, and;

b. All costs associated with responding to the emergency, and;

c. All administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

8. Failure to respond to a request for Overtime Services, and/or failure to provide the required services. 8. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government as a result of the Contractor's failure to respond to, and/or provide, requested overtime services. Administrative costs will be based on GS-12, Step 5 wage scale.

9. Failure to:

a. Properly operate and/or maintain equipment and/or systems or,

contract price at the time of the deduction will be withheld until required documentation, reports, plans, schedules, etc., are submitted to and approved by the COR

14. Failure to provide as necessary or requested adequate personnel to perform fire watch duties which may be required. 14. The total man-hours required will be multiplied by the hourly rate, determined by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, to determine the total dollar amount deductible for the services not provided, plus administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

Section H Review:

H.1.1 Supervisors A supervisor is defined as a contractor employee who is one that has authority to act in full capacity for the contractor.

H.1.3 Contractor Pandemic Plan See Section J, Attachment 4 Table of Deliverables H.3 Removal from Contract Work

Section H Review (cont’d):

H.6 Additional Services (O&M) and Above Standard Services (Custodial) Indefinite Quantity Provisions H.6.1 General H.6.2 Price Proposal for Additional Services and Above Standard Services Work H.6.3 Pricing H.6.4 Parts and Materials H.6.5 Labor H.6.6 Subcontracts H.6.7 Cost Documentation H.6.8 Competitive Quotes

H.6 Additional Services (O&M) and Above Standard Services (Custodial) Indefinite Quantity Provisions H.6.1 General H.6.2 Price Proposal for Additional Services and Above Standard Services Work H.6.3 Pricing H.6.4 Parts and Materials H.6.5 Labor H.6.6 Subcontracts H.6.7 Cost Documentation H.6.8 Competitive Quotes

H.6 Additional Services (O&M) and Above Standard Services (Custodial) Indefinite Quantity Provisions H.6.9.1 Government Purchase Card H.6.9.2 Task Orders

Section I Review:

Effective June 5, 2020, DoD, GSA, and NASA issued a final rule amending the Federal Acquisition Regulation (FAR) to remove the FAR subpart on nondisplacement of qualified workers to implement Executive Order (E.O.) 13897 of October 31, 2019.

FAR 52.222-17 does not apply

Section J Review:

Exhibits (Custodial and O&M) Building Library Attachments Figures

Section J Review (cont’d):

Attachment 4 – Table of Deliverables F.4.1 Custodial and Grounds Maintenance Services Related Contract Deliverables:

Section J Review (cont’d):

Attachment 4 – Table of Deliverables F.4.2 Operations and Maintenance Services Related Contract Deliverables:

60 calendar days prior to Contract start date and updated annually. CO or designee.

Equipment inventory update. C.5.3.2

C.5.3.3 Update equipment data when equipment is added, removed or retrofitted as part of a project, or discovered by GSA or the Contractor and log changes in accordance with provided NCMMS training.

Refrigerant control and certification log. C.5.15.1 i Refrigerant control logs must be updated as required and provided during the Monthly Progress Report CO or designee.

Existing deficiency inspection and List C.7.1

Section L Review:

L.1 Type of Contract Firm Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) L.8 Site Visit/Walk-Through Tours Wednesday, September 16, 2020 Site Visit Begins at the Tulsa Federal Building 224 S. Boulder Avenue, Tulsa, OK 72901 at 9:30 a.m. CDT (meet at entrance at 9:15 a.m. CDT) Site visit will proceed to the Ed Edmondson US Courthouse at 101 N. 5TH Street , Muskogee OK, 74401.

MASKS REQUIRED

No talking during the walk-through tour

Section L Review (cont’d):

L.8 Site Visit/Walk-Through Tours Must RSVP with Brandon Arnall (brandon.arnall@gsa.gov)(number of attendees allowed may be limited due to COVID-19).

L.9 Questions All questions must be submitted in writing to the Contract Specialist (CS) Mike Burtner, mike.burtner@gsa.gov, and to the Contracting Officer (CO), Sharon McCreary (sharon.mccreary@gsa.gov) not later than close of business on September 21, 2020.

L.10.2 Submittal Instructions Only electronic proposals will be accepted; submit proposals to the CO, Sharon McCreary, via e-mail sharon.mccreary@gsa.gov and CS at mike.burtner@gsa.gov.

Hand carried or in person submission will not be accepted.

The email subject line shall be titled PROPOSAL FOR Solicitation 47PH0220R0016. The email documents must include original completed versions of spreadsheets provided in Section J in the format provided.

L.12 Technical Proposal Instructions The technical criteria, listed in descending order of importance, for this requirement, are as follows (Ref. Section L.12):

Management Plan Management Approach Quality Control Plan (QCP) Management Plan Worksheet Experience Past Performance

L.13 Price Proposal Instructions See Section J (Figure B-3) Pricing must be submitted for a eight (8) year contract term. The award will be made based on the best overall value and period of performance determined to be in the best interest of the Government.

L.14 Joint Ventures, Partnerships, and other teaming arrangements Must provide documentation supporting their arrangement to include name, address, and point of contact for each participant.

Section M Review:

M.1 Award M.4 Basis for Award For this solicitation, all evaluation factors other than price, when combined, are significantly more important than price.

M.6 Price Evaluation Also stated in Section L, Pricing must be submitted for an eight (8) year contract term.

The award will be made based on the best overall value and period of performance determined to be in the best interest of the Government.

Key Dates Proposals must be submitted by October 05, 2020, 3:00 PM CST to the Contracting Officer electronically by email to sharon.mccreary@gsa.gov

Estimated Award of Contract is December 03, 2020

60 day Transition Period are anticipated to begin December 03, 2020

Services are anticipated to begin on February 01, 2020

Questions & Answers

Note: All additional questions must be submitted officially in writing to the CS Mike Burtner and the CO, Sharon McCreary by close of business on September 21, 2020 for incorporation via amendment. Only questions responded to in an amendment are considered applicable to this solicitation.

Questions The floor is now open to questions.

All questions asked and responded to during the Tulsa / Muskogee Site Visit will be included in an amendment to Solicitation

Acquisition Points of Contact GSA Contracting Officer Office #: (817) 213-7490 Email: sharon.mccreary@@gsa.gov

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