Solicitation 47PH0221R0006 Pre-Proposal Conference Agenda Little Rock and Batesville AR (1).pptx

Pre-Proposal Conference

Little Rock and Batesville, AR Operations & Maintenance (O&M)/ Full Maintenance (FM)

General Services Administration Public Buildings Service (PBS) Solicitation 47PH0221R0006

February 19, 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): Matthew Phillips Contracting Officer’s Representative (COR): Andy Hudgins Building Management Specialist (Custodial): Rhonda Hughes Equipment Specialist: Kirk Doll Contracting Specialist (CS): Feann Stephens Other Attendees

Purpose of Conference GSA, PBS Procurement for Operations & Maintenance (O&M) & Full Maintenance Services in Little Rock and Batesville, AR

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 Five-Year Contract Term: a one-year 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 C.1.2 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. The government retains the right to accept and/or reject any proposed personnel that the government has, or may obtain past performance information regarding the performance of any individual proposed under the contract.

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. Key duty description are explained in this section. GMM is a new position in this contract not previously used.

C.1.2.5 Employee Suitability - The Contractor needs to understand how the CIW process works and take an active role on helping new employees fill the paperwork out the first time so clearances are not delayed 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*Work requiring preventive maintenance, repairs, troubleshooting and programming shall be accomplished by a 3rd party BAS firm specialized in the work described in the PWS. This firm must have the capability to perform the work on both the proprietary (i.e. Siemens Apogee Insight, TAC I/A, unitary layer direct digital controls) and non-proprietary (i.e. Niagara Framework supervisory layer direct digital control) systems in the facilities that are identified in the PWS C.1.2.7.7 Submission of Resumes for New Employees - The Contractor shall submit to the CO or their designee the resumes of all personnel before they begin work during the performance periods of the Contract. Resumes for supervisory Key Personnel shall be submitted with the contractor’s proposal as described in Section L.12. The CO or their designee may deny permission to employ personnel if qualifications indicate a material degradation from the skill levels indicated in the Contractor’s proposal for the Contract, or if skills or reliability concerns are such that the CO or their designee believes the protection of building equipment may be jeopardized.

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. The PM/On-Site Supervisor, Chief Engineer, and any Data Entry Clerk are required to complete the training.

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, Little Rock Complex is 6:00 AM to 6 PM CST

Section C Review (cont’d):

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

Section C Review (cont’d):

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* any and all work performed by the contractor and/or subcontractors under this contract that contain a warranty, shall be in the name of General Services Administration and/or resides with equipment make, model and serial number, and shall become the property of the government.

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)* up to 200 hours per contract year 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* total of 25 hours and up to $100 of parts and supplies per calendar month C.5.14.5 Flag Procedures* The contractor is responsible for purchasing the Flags 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* Merv 11 at least annually 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.9.2.2 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.9.5.1.6 Blood Borne Pathogens C.9.5.1.7 Dispensers and Drinking Fountains C.9.5.1.8 Interior Surfaces (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 C.9.5.2.2 Exterior Plate Glass (within 10 feet) C.9.5.2.3 Window Washing all windows at every floor level:

annually at Bankruptcy only

C.9.5.2.4 Canopies (cleaned semi-annually) C.9.5.3 Snow and Ice Removal C.9.5.4.4 Trees and Shrubs (Survey due annually by 4/30) C.9.5.4.10 Flowerbeds & Planted Areas C.9.5.4.11 Plant Replacement C.9.5.4.12 Soil and Ground Covers Aeration based on type of soil; no less than annually

C.9.6 Above Standard Services Contractor shall not divert workforce for these services C.9.6.3 Window Washing (Exterior Surfaces of Windows) 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, 15 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.9.11 Environmental Reporting-Green Purchase Reporting

C.9.12 Integrated Pest Management (refer to C.9.5.4.19 for IPM in Grounds Maintenance) C.9.12.2 Initial Pest Assessment C.9.12.6 Pest Control Plan C.9.12.9 Record Keeping

C.9.15 Cleaning Schedules C.9.16 Communication Requirements Tenant Meetings Quality Control Meetings Partnering Meeting (Quarterly Sessions)

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):Matthew Phillips Contracting Officer’s Representative (COR): Andy Hudgins

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 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 (Two new positions, as noted in Figure L-1)

Section L Review:

L.1 Type of Contract Firm Fixed Price, Indefinite Delivery Indefinite Quantity (IDIQ)

L.8 Site Visit/Walk-Through Tours Monday, February 22, 2021 Site Visit Begins Monday, February 22nd at the Little Rock Federal Building (GSA Bldg. No. AR0063RK) located at 700 W. Capitol Ave., Little Rock, AR 72201 at 9:00 a.m. CST. (Site visit attendees shall meet at the entrance at 8:45 a.m., where the site visit will commence)

Section L Review (cont’d):

Tuesday, February 23, 2021 Site Visit continues on Tuesday, February 23rd at the Little Rock Bankruptcy Courthouse (GSA Bldg. No. AR0031ZZ) located at 300 W. 2nd St., Little Rock, AR 72201 at 9:00 a.m. CST. (Site visit attendees shall meet at the entrance at 8:45 a.m., where the site visit will commence).

L.8 Site Visit/Walk-Through Tours Must RSVP with Andy Hudgins (david.hudgins@gsa.gov)(It is requested that only one representative from each offeror attend the site visit).

L.9 Questions All questions must be submitted in writing to the Contracting Officer, Matthew Phillips at matthew.phillips@gsa.gov not later close of business on March 2, 2021. Questions received after this date may be answered at the discretion of the Contracting Officer.

L.10.2 Submittal Instructions Only electronic proposals will be accepted; submit proposals to the CO via e-mail at matthew.phillips@gsa.gov.

Hand carried or in person submission will not be accepted.

The email subject line shall be titled PROPOSAL FOR Solicitation 47PH0221R0006. 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 Past Performance Experience

L.13 Price Proposal Instructions See Section J (Figure B-3) Pricing must be submitted for a five-year contract term (i.e. a one-year 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 five (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 NLT 5:00 PM CST March 12, 2021

(CO) matthew.phillips@gsa.gov Estimated Award of Contract is March 31, 2021 60-day Transition Period is anticipated to begin March 31, 2021.

Services are anticipated to begin on May 01, 2021

Questions & Answers

Note: All additional questions must be submitted officially in writing to the CO, Matthew Phillips, by 5:00pm CST on March 2, 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) 528-7801 Email: matthew.phillips@gsa.gov

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