Amendment 0001 Pre-Proposal Conference Houston Beaumont and Galveston.pptx

Pre-Proposal Conference

Full Maintenance, Operations & Maintenance, and Grounds Maintenance Services for Houston, Beaumont, and Galveston, TX

General Services Administration Public Buildings Service (PBS) Solicitation 47PH0220R0017

December 10, 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, the question will be answered in writing, and will be posted on beta.SAM as part of an amendment to the solicitation.

Introductions Contracting Officer: David Holland Contracting Officer’s Representative (COR): Tuan Nguyen Building Management Specialist (Custodial): Maria Sinnott Equipment Specialist: Ernest Tomlin Contracting Specialist: Thomas Holguin Other Attendees

Purpose of Conference GSA, PBS Procurement for FM, O&M, and GM services in Houston, Beaumont, and Galveston, TX.

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

Site Visits - No questions may be asked at the site visit.

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, and Ground Maintenance

Restricted to: Service Disabled Veteran Owned Small Business Set Aside

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

Solicitation Overview Five (5) Year Period of Performance, Twelve (12) Month Base Period, Four (4) One‐year Options

Source Selection Acquisition Procedures will follow Federal Acquisition Regulation (Reference FAR Subpart 15.3)

Best-value procedures will be utilized (Reference Section L and M)

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)

PWS 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)

Pricing shall be submitted on Figure B-3 (Reference Section J)

Section C Review (Maria Sinnott, Ernest Tomlin):

C.1.2.1 Contractor Key Personnel The staffing/labor mix proposed in the Management Plan Worksheet are the minimum labor/staff requirements of the contract and must be adhered to for the contract period of performance.

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) Due with contractor proposal.

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 - less than $25k 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 only applies to the following locations:

Bob Casey Courthouse, Houston (TX0211ZZ);

Alliance Tower, Houston (TX0297ZZ);

Mickey Leland Federal Building and Parking Garage, Houston (TX0298ZZ);

LaBranch Federal Building, Houston (TX0701HO);

Galveston US Courthouse/US Post Office, Galveston (TX0081ZZ) US Customs House, Houston (TX0101ZZ).

C.9.2.1 Cleaning Hours C.9.2.2 Building Information Data Sheet Estimates

C.9.3 Qualifications of Personnel C.9.4 Green Cleaning C.9.5.1.2 Floor Care Spray Buffing (monthly) Stripping/Finishing/Sealing (annually) C.9.5.1.3 Carpets and Rugs Carpet Extraction - public areas (annually) C.9.5.1.4 Floor Mats and Runners C.9.5.1.5 Restrooms, Shower Rooms, Locker Rooms and Holding Cells All areas shall be cleaned using disinfectant C.9.5.1.7 Dispensers and Drinking Fountains

C.9.5.1.8 Interior Surfaces (below 10 feet) 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 (quarterly) C.9.5.1.23 Fitness Centers, Health Units and Laboratories C.9.5.2.2 Exterior Plate Glass (below 10 feet) C.9.5.2.3 Window Washing (annually - all windows at every floor level) C.9.5.2.4 Canopies, Sally Ports, and Overhangs (cleaned semi-annually)

C.9.5.3 Snow and Ice Removal C.9.5.4.4 Trees and Shrubs A certified arborist shall provide survey of trees and evaluation of condition - annually by 4/30 C.9.5.4.6 Mowing and Edging C.9.5.4.12 Soil and Ground Covers aeration based on type of soil; no less than annually C.9.5.4.14 Fence Lines C.9.6 Above Standard Services Contractor shall not divert workforce to accomplish above standard services

Section C Review (Custodial):

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 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, 50 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 (Immediate Response, Remedy Within 1 Hour Definitions of “Emergency” and “Normal” C.9.8 Communication Plan (due with contractors proposal) C.9.10 Solid Waste/Trash/Recycling Management C.9.12 Integrated Pest Management (refer to C.9.5.4.19 for IPM in Grounds Maintenance) 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

Section G Review:

G.1 Points of Contact for Contract Administration Contracting Officer (CO): David Holland Contract Specialist (CS): Thomas Holguin Contracting Officer’s Representative (COR): Tuan Nguyen 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.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 Ref. F.4 Contract 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

Section H Review (cont’d):

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 L Review:

L.1 Type of Contract Firm Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ) L.8 Site Visit/Walk-Through Tours Monday 14 Dec through Thursday 17 Dec, 2020 Site Visit Begins at the Mickey Leland FB, 1919 Smith Street, Houston, TX 77002 at 8:00 a.m. CDT (meet at 1st floor conf room at 8:00 a.m. CDT) Site visit will proceed to the other facilities afterwards.

Section L Review (cont’d):

L.8 Site Visit/Walk-Through Tours Must RSVP with Building Manager/Tuan Nguyen, tuan.nguyen@gsa.gov) and Equipment Specialist/Ernest Tomlin(ernest.tomlin@gsa.gov) (number of attendees allowed may be limited due to COVID-19).

Masks must be worn at all times and offerors must practice social distancing. No masks will be provided.

NO QUESTIONS MAY BE ASKED DURING THE SITE VISIT(S).

R7 FM Statement of Work L.9 Questions All questions must be submitted in writing to the Contract Specialist (CS) Thomas Holguin (thomas.holguin@gsa.gov) no later than close of business on December 21, 2020.

L.10.2 Submittal Instructions Only electronic proposals will be accepted; submit proposals to the CS, Thomas Holguin at thomas.holguin@gsa.gov.

Hand carried or in person submission will not be accepted.

The email subject line shall be titled PROPOSAL FOR Solicitation 47PH0220R0017. 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 five (5) year contract term. The award will be made based on the best overall value.

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 a five (5) year contract term.

The award will be made based on the best overall value.

Key Dates All questions are due to the Contract Specialist by December 21, 2020, 5:00 PM CST.

Proposals must be submitted by January 4, 2021, 5:00 PM CST to the Contracting Specialist electronically by email, thomas.holguin@gsa.gov.

Estimated Award of Contract is February 1, 2021

60 day Transition Period is anticipated to begin March 01, 2021

Services are anticipated to begin on May 01, 2021

Questions The floor is now open to questions.

All questions asked and respective government responses, and all Sign-In sheets to the Site Visit will be included in an amendment to Solicitation.

Questions & Answers

Note: All additional questions must be submitted officially in writing to the CS Thomas Holguin and CO David Holland by close of business on December 21, 2020 for incorporation via amendment. Only questions responded to in an amendment are considered applicable to this solicitation.

Acquisition Points of Contact GSA Contracting Officer Email: david.e.holland@gsa.gov

GSA Contracting Specialist Email: thomas.holguin@gsa.gov

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