Amendment 0002 Preproposal Conference Slides.pdf

General Services Administration Public Buildings Service (PBS) Solicitation 47PH0221R0001

January 21, 2021

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 (CO): Thomas Holguin

▪ Contracting Officer’s Representative (COR):

Natalie Jackson

▪ Building Management Specialist (Custodial):

Maria Sinnott

▪ Equipment Specialist: Larry Lucie

▪ Contracting Specialist (CS): Joshua Cleveland

▪ Other Attendees

Purpose of Conference

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

▪ Four-and-a-half-year Contract Term: a six-month base period with four, one-year option periods.

▪ 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 (Larry Lucie, Maria Sinnott)

▪ C.1.2 Personnel*

▪ C.1.2.1 Contractor Key Personnel Resumes for supervisory Key Personnel shall be submitted with the contractor’s proposal as described in Section L.12. The Contractor will provide to the Contracting Officer the names, titles, e-mail addresses, and phone numbers of key personnel at time of award.

▪ C.1.2.7 Certifications The Contractor shall provide to the COR or their designee documentation of the certificates of training, licenses, and permits for all new employees no later than seven calendar days prior to that person beginning work under the terms of this Contract. The Contractor shall ensure that all certificates of training, licenses, permits, and bonds are current and valid and are loaded in NCMMS

▪ C.1.2.7.5 Qualifications for BAS Technician*

▪ C.1.2.8.2 Re-Tuning Training (BAS) The Contractor shall ensure that all

Mechanical Engineers, Mechanical Supervisors, Operating Engineers, HVAC Mechanics, and Control Technician employees, including replacement workers, receive Building Re-Tuning Training

▪ C.1.2.8.3 Education Requirements and Certifications Covers required hours and Certifications available beyond the EPA 608 ACR cert.

▪ C.1.2.8.4 NCMMS Training The Contractor shall ensure that all staff and replacement staff using the NCMMS receives virtual NCMMS Training, which takes approximately 12 hours to complete. There is a link in the contract to the Training and Support Doc. in this section

Section C Review (cont’d):

■ C.1.3.1 Quality Control Plan (QCP) The “Quality Control Plan” (QC plan) is the Contractor’s complete written system for identifying and correcting deficiencies in the quality of services Preparation of the QC plan is the responsibility of the Contractor and must be submitted with the initial offer.

■ C.1.7.1 Hours of Operation The Normal Working Hours for both locations are Monday -

Friday, 7:00 a.m. CST through 5:00 p.m. CST

■ C.1.7.2 Core Coverage Hours The Core Coverage Hours for both locations are

Monday - Friday, 7:00 a.m. CST through 5:00 p.m. CST

■ C.1.9 Use of NCMMS Contractor shall use the NCMMS for the capture of all work performed at all facilities covered by this Contract including sub-contract work etc.

■ C.5.3.1 Equipment Inventory The Contractor shall maintain and update as required the building equipment inventory, equipment labeling and maintenance records to ensure accurate data in the NCMMS for building operations. If the contractor maintained inventory data does not meet Contract requirements (up-to-date, required equipment information) the CO will take action to withhold payments.

■ C.5.3.3 NCMMS Reporting Provide all data to GSA in the NCMMS with certification that the inventory is complete and accurate. Annually certify that the Maintained Equipment Inventory is up-to-date and submit the certified inventory to the CO or designee

■ C.5.8.2 Building Automation and Controls*

▪ C.5.8.3.1 BAS Controls Systems and Upgrades*

▪ C.5.8.3.2 BAS Alarms BAS alarms shall be treated as Work Orders and responded to accordingly

▪ C.5.10.3 Minimum Tour Frequencies Daily, Weekly, Monthly

▪ C.5.10.5 Operating Logs and Tour Check Sheets Contractor shall maintain Operating Logs and Tour Sheets as part of the data for major equipment *

▪ C.5.11.1 General (Repairs) This contract has a shared liability amount threshold which means the Contractor is responsible for the first $2,500.00 of the repair costs

▪ C.5.11.2.1 Non Reimbursable Repair A non-reimbursable repair is a repair or replacement requiring no more than $2,500.00 in cost for repair parts and materials only but no labor cost is included (including any approved subcontracting costs)

▪ C.5.11.2.2 Partially Reimbursable Repair Partially Reimbursable

Repairs shall be identified as a single incident, not an accumulation of various repairs (bundling).

▪ C.5.11.3 Warranties*

▪ C.5.12.2.1 Emergency Work Order The Contractor shall respond to an emergency Work Order immediately during Normal Working Hours. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made

▪ C.5.12.2.2 Emergency Call Back (Beyond Core Coverage Hours)*

▪ C.5.12.2.3 Urgent Work Order Response The Contractor shall respond to urgent Work Orders within 60 minutes during normal working hours. The Contractor shall remain on the job until the urgent repairs have been made

▪ C.5.12.2.4 Routine Work Order Response The Contractor shall respond promptly to Routine Work Orders (i.e. plumbing and lighting issues) and complete the required work within 72 hours of notification

▪ C.5.12.3 Data Maintenance The Contractor shall keep all records and databases current and able to be accessed by the Government. The Contractor is responsible for the accuracy of data in the NCMMS and for entering all data requested for each activity tracked by the NCMMS.

▪ C.5.13.7 Cost Documentation (Invoices)*

▪ C.5.14.2 Miscellaneous Work*

▪ C.5.14.5 Flag Procedures*

▪ C.5.14.6 Overtime Utilities The Contractor shall, at the direction of the COR through

NCMMS Work Order, provide OTU to tenant agencies. The Contractor shall program Energy Management System (EMS) electronically or by hand turn on necessary equipment to provide OTU

▪ C.5.15.1 General (Monthly Progress Report)*

▪ C.6.1 Maintenance Standards*

▪ C.6.2.4 Boiler Systems (Testing & Insp)*

▪ C.6.2.5 Boiler (Reporting)*

▪ C.6.3.4 Replacement of Air Filters*

▪ C.6.4.4 Chiller Systems Testing/Inspecting *

▪ C.6.6 HVAC Water Management*

▪ C.6.9 Electrical Switchgear and Switchboards Contractor shall perform all preventive maintenance, testing and inspections of electrical distribution, switchgear, high voltage (HV) switches, transformers and all associated equipment. When such testing, maintenance or repair interferes with building operations, it shall be performed after Normal Working Hours without additional cost to the Government

▪ C.6.10 Emergency Power The Contractor shall ensure that all standby and emergency power equipment and related systems are ready to respond at all times to protect the occupants of the building and to maintain critical services during the event of a normal power outage. *

▪ C.6.12 Vertical Transportation Systems The Contractor will be responsible for maintaining light fixtures, ballasts, and lamps installed in elevator cars and within the ceilings of cars.

The Contractor is not responsible for maintaining lighting within hoist ways.

▪ C.6.13 Architectural and Structural Systems The Contractor must maintain, repair, replace, modify, and restore all of the architectural and structural components of the building up to $300 and up to 3 hours per repair in labor. Exterior components of this work including:

precast concrete systems, foundations, minor exterior wall components

▪ C.6.13.3 Machinery Rooms*

▪ C.6.13.7 Roofs Roof repairs exceeding $500 will not be the responsibility of the contractor, however the contractor is responsible for immediately reporting the roof condition and need of repair roof to the COR or designee (ref. C.5.3.3) Roof repairs in this section only applies for emergency repairs of leaks to prevent damage to government property

▪ C.6.14 Perimeter Access Control Systems (Security Fixtures) The

Contractor is responsible for repair and maintenance of perimeter access control (PAC) system components, including key cards/pads, magnetic door holders, loop and detection sensors, etc.

▪ C.7.0 Initial Inspection

▪ C.7.1 Existing Deficiency Inspection/Initial Deficiency Report

▪ C.7.2.1 Transition Phase Schedule

End of Mechanical

Section C Review (Custodial):

■ Section C.9 Custodial and Related Services

■ 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 (within 10 feet)

■ C.9.5.1.9 Walls (within 10 feet)

■ C.9.5.1.15 Interior Plate Glass (within 10 feet)

■ C.9.5.1.17 Blinds and Coverings (quarterly)

■ C.9.5.1.22 Postal Space (MLK Jr Federal Building in Victoria)

■ C.9.5.1.23 Fitness Centers, Health Units and

Laboratories (Corpus: fitness center and lab)

■ C.9.5.2.2 Exterior Plate Glass (within10 feet)

■ C.9.5.2.3 Window Washing all windows at every floor level:

• annually - MLK Jr Federal Building in Victoria

• semi-annually at Corpus Christi Courthouse

▪ C.9.5.2.4 Canopies, Sally Ports, and Overhangs (cleaned semi-annually) (Sally Port in Corpus Christi Courthouse)

■ C.9.5.3 Snow and Ice Removal

■ C.9.5.4.4 Trees and Shrubs (annually by 4/30)

■ C.9.5.4.6 Mowing and Edging

■ C.9.5.4.9 Fertilization

■ 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 for these services

■ 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.9.6.7 Confirmed or Suspected COVID-19 Cleaning and Disinfecting

■ C.9.6.8 High Cleaning Above 10 Feet

■ C.9.7 Custodial Service Calls

■ Historically, 12 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.9.8 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 participates

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): Thomas Holguin

■ Contract Specialist (CS): Joshua Cleveland

■ Contracting Officer’s Representative (COR):

Natalie Jackson

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

Cause of Deduction Calculation of Deduction

NOTE: Hourly rates will be determined by the current DOL Wage Determination or CBA Agreement that applies to the personnel responsible for that task. This rate could change per Option Period. Administrative costs will be based on GS-12, Step 5 wage scale applicable to the area of location.

1. Failure of the Contractor to have adequate qualified personnel on-site as specified in the Contractor's technical proposal or CO revision.

1. Hourly rate per man hour will be deducted for each hour, or portion thereof, that the Contractor fails to have adequate qualified personnel on-site. The man hour calculation shall be based on qualified personnel position rate found in the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, this sum multiplied by the number of hours that full staffing was not provided.

■ G.7.14 Criteria for Deductions

2. Failure to use employees with required qualifications.

2. Hourly rate per hour will be deducted for each hour, or portion thereof, that an unqualified mechanic is used to perform contract work. Deduction hourly rate will be based on the DOL Wage Determination Spreadsheet or the CBA Wage Agreement for the qualified position.

3. Failure to provide prescribed environmental conditions in the building(s), or portion thereof, at all times.

3. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government as a result of his/her failure to provide prescribed environmental conditions at all times.

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

4. Failure to perform, or satisfactorily perform, PM, tours, or watches required by the contract during the time period in which performance was scheduled.

4. The man-hours required to perform the omitted or unsatisfactory work will be determined by the COR, based on the standards in NCMMS. The total man hours required will be multiplied by the hourly rate, found on the DOL Wage Determination Spreadsheet or CBA Wage Agreement, to determine the total dollar amount deductible for the scheduled work, plus Administrative costs. Administrative costs will be based on GS-12, Step 5 wage scale.

■ G.7.14 Criteria for Deductions

5. Failure to complete repairs of building equipment which the cost of supplies, materials, and parts is $2,500 or less, within the time limit or within 10 days for architectural/structural repairs, or approved extension thereof.

5. Beginning with the first hour following the expiration of the time limit or within 10 days respectively, or an approved extension thereof; the hourly rate will be deducted for every hour or portion thereof for every day that the repair remains incomplete, in addition to any costs incurred by the Government to complete the repair. Hourly rate is determined based upon the DOL Wage Determination Spreadsheet or the CBA Wage Agreement.

6. Failure to respond to and complete service calls within the prescribed time limits; or extension thereof.

6. Deductions will be made as follows for failure to complete service calls:

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.

■ G.7.14 Criteria for Deductions

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.

■ G.7.14 Criteria for Deductions

9. Failure to:

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

b. Make repairs, which results in damage to the building(s), equipment, or systems.

9. The Contractor will be held liable for all costs, including administrative costs, incurred by the Government to repair damage to the building, equipment, or systems which results from the Contractor's failure to perform any or all of the items listed as (a) or (b) adjoining. Administrative costs will be based on GS-12, Step 5 wage scale.

10. Failure to perform the miscellaneous hours specified in Section C, when requested

10. The hourly rate reflected by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement, will be deducted for each hour or portion thereof that the miscellaneous services are not provided when requested by the COR or his/her designated representative.

11. Failure of the Contractor to make scheduled quality control inspections.

11. The hourly rate will be deducted for each inspection that the Contractor fails to make. The time required to perform the inspection will be based on the actual man-hours consumed by the Government. The hourly rate determined is reflected by the DOL Wage Determination Spreadsheet or the CBA Wage Agreement

■ G.7.14 Criteria for Deductions

12. Failure to make inspections as outlined by the approved Quality Control Plan that accurately reflects the true conditions of the equipment.

12. The Contractor shall be liable for all costs associated with the Government re-inspection of deficiencies found by the Government. This applies to items that were to be inspected by the Contractor's Quality Control Plan.

13. Failure of the Contractor to submit required documentation, reports, plans, schedules, etc., within the specified time frame.

13. A payment retainage of a maximum of 10% of the 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 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

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)

Exhibit M9 2018 GSA PM Guide Exhibit M10 PV Service Schedule (Victoria)

■ 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, January 25, 2021

■ Site Visit Begins at the MLK, Jr. Federal Building 312 S. Main, Victoria, TX at 9:00 a.m. CST (meet at entrance at 8:45 a.m.

CST)

Section L Review (cont’d):

■ Tuesday, January 26, 2021

■ Site visit will continue at the Corpus Christi

Federal Building / Courthouse 1133 N.

Shoreline Blvd, Corpus Christi, TX at 9:00 a.m CST (meet at entrance at 8:45 a.m.

CST)

■ L.8 Site Visit/Walk-Through Tours

■ Must RSVP with Natalie Jackson

(natalie.jackson@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) Joshua Cleveland (joshua.cleveland@gsa.gov) not later than 5:00pm CST, January 31, 2021.

■ L.10.2 Submittal Instructions

■ Only electronic proposals will be accepted;

submit proposals to the CO via e-mail at thomas.hogiun@gsa.gov and the CS at joshua.cleveland@gsa.gov.

■ Hand carried or in person submission will not be accepted.

■ The email subject line shall be titled PROPOSAL FOR Solicitation 47PH0221R0001. 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 four-and-a-half year contract term (i.e. a six-month base period and four one-year option periods). 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 a 4.5 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 electronically, by email, to the

Contracting Officer and Contract Specialist NLT 5:00 PM CST February 12, 2021

■ (CO)thomas.holguin@gsa.gov

■ (CS)joshua.cleveland@gsa.gov

▪ Estimated Award of Contract is March 01, 2021

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

▪ Services are anticipated to begin on May 01, 2021

Questions & Answers

Note: All additional questions must be submitted officially in writing to the CS, Joshua Cleveland, by 5:00pm CST on January 31, 2021 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 will be included in an amendment to Solicitation.

Acquisition Points of Contact GSA Contracting Officer

Office #: (817) 201-7644 Email: thomas.holguin@gsa.gov

General Services Administration Public Buildings Service