0001 Amendment Slides - 47PH0223R0003 - Operations and Maintenance and Related Services El Paso TX and Southeastern NM Region.pdf

El Paso, TX and Southeastern NM Region Operations and Maintenance

Pre-Proposal Conference

General Services Administration

Public Buildings Service (PBS)

Combined Synopsis Solicitation/Request for Proposal (RFP)

47PH0223R0003 / SAM.Gov

December 01, 2022

• Introductions

• Purpose of Conference

• Combined Synopsis Solicitation/RFP/Performance Based

Work Statement (PBWS) Overview

• Key Dates

• Instructions for Questions o Questions are NOT allowed during this forum. Questions must be submitted in writing, and will be answered via amendment to the solicitation.

Agenda

GSA:

• Contracting Officer (CO): Aaren Hanson

• Contracting Specialist (CS): Gladys Pargas

• Contracting Officer’s Representative (COR): Jaime Hernandez

• Equipment Specialist: Adrian Minjarez

• Other Attendees:

Operations & Maintenance Locations

GSA, PBS Procurement for Operations & Maintenance (O&M) at:

OPERATIONS & MAINTENANCE ONLY LOCATIONS

Location Building

Number

Address

R.C. White Federal Building TX0272ZZ 700 East San Antonio Avenue, El Paso, TX 79901

Dedicated Commuter Lane (DCL) Land

Port of Entry

07020860 1090 Mesa, El Paso, TX 79901

Fort Hancock Land Port of Entry 07020857 Termination of FM 1088, Fort Hancock, TX 79839

Border Patrol Sector Headquarters 07020826 300 West Madrid Street, Marfa, TX 79843

Columbus Land Port of Entry 07020859 Palomas and 2nd Street, Columbus, NM 88029

Santa Teresa Land Port of Entry 07020848 104 Santa Teresa, Santa Teresa, NM 88008

R.E. Thomason U.S. Courthouse TX0069ZZ 511 East San Antonio Avenue, El Paso, TX 79901

Armendariz U.S. Courthouse TX0319ZZ 525 Magoffin Avenue, El Paso, TX 79901

Bridge of the Americas (BOTA) Land Port of Entry 07020817 3600 E Paisano Drive, El Paso, TX 79905

Marcelino Serna (Tornillo & Guadalupe)

Land Port of Entry

07020866 1400 Lower Island Road (FM 1109), Tornillo, TX 79853

Paso Del Norte (PDN) Land Port of Entry 07020828 1000 South El Paso Street, El Paso, TX 79901

Ysleta Land Port of Entry 07020832 797 South Zaragoza Road, El Paso, TX 79927

Operations & Maintenance Locations

● Provide clear understanding of the Combined Synopsis

Solicitation/Request for Proposal (RFP)/Performance Work

Statement (PWS)

● Site Visits/Submission Instruction Overview

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

Purpose of the Conference

Section B.1 Description of Services:

• Operations and Maintenance Services, for various locations; twelve (12)

Federal Buildings located in El Paso, Fort Hancock, Marfa, Tornillo, Texas and Columbus and Santa Teresa, New Mexico.

• Total 8(a) Competitive Small Business Set-Aside

• A Single Firm-Fixed Price, Five (5)-year Indefinite Delivery Indefinite

Quantity (IDIQ), with a one (1) year base term period with four (4), one-year option periods and the sixth month Option to Extend Services clauses.

Solicitation Overview

● GSA Objective is to establish a partnering relationship with the

Contractor to accomplish the program objectives in this contract.

The objective of the partnering process is to provide an effective problem-finding/problem -solving management team composed of personnel from both parties to meet the current and future needs of GSA and tenant agencies over the term of the IDIQ.

● Performance Based Acquisition (PBA)

● Performance Work Statement (PWS) defines GSA’s minimum requirements and expected outcomes.

Section B Review (Gladys)

• B.2 Pricing of Services:

○ Figure B-3, Pricing of Services, must be completed by the Contractor and submitted to the Contracting Officer

(CO) as part of the Price Proposal. At time of award, Figure B-3 will be incorporated into the contract.

Pricing must be submitted for a Five (05) Year IDIQ and the Six-Month extension contract term.

● B.2.1 Basic (Standard) Services:

○ Standard service is defined as all services that are included in the monthly price and are defined in the contract document.

● B.2.2 Above Standard Services:

○ Additional services (or Above Standard Services) may be ordered at the discretion of GSA for work relating to the scope of the facilities listed above, but not covered in the basic services of the contract.

○ Above standard services in this contract may include the following as specified in Section B.2.2:

○ Potable Water Systems for Reduced Occupancy and Low

Water Use (Flushing)

• B.2.3 Markup Coefficient for Services Task Orders

- Markup Coefficient rate is fixed and applies to supplies, materials, equipment and subcontractors only on reimbursable repairs or when additional services are ordered.

The proposed markup coefficient shall not exceed 10%.

• B.2.4 Coefficient For Construction Services

- Pricing for any construction conducted under this contract will be based upon the most current Facilities Construction Cost with RSMeans Data.

The RSMeans data will be used for the duration of this contract unless otherwise directed by the CO or designee.

● B.3 Contractor Staffing Declaration:

○ Figure B-1, Contractor Staffing Declaration, must be completed by the contractor and submitted to the Contracting Officer (CO) 21 calendar days prior to the contract start date. This form must also be submitted to the CO when any modifications to the contract by GSA result in changes in staffing.

○ A blank Figure B-1 is included as part of the solicitation.

● B.4 Wage Adjustment:

○ Wage adjustments will be considered at the beginning of each renewal option period, if exercised, in accordance with FAR 52.222-43.

○ A blank Figure B-2 in Section J is included as part of the solicitation.

Note: PWS Sections B.3 and B.4 (and Figures B-1 and B-2) are not required at time of proposal.

Section C Review (Jaime)

• C.1.2.1 Contractor Key Personnel

1. Onsite Contract Project Manager

2. Onsite Chief Engineer

Resumes for Key Personnel shall be submitted with the contractor’s proposal as described in Section L.12.

**Resumes must be provided, even if proposing incumbent staff!

** Who you propose is the standard for any future substitutions!**

• C.1.2.7 Certifications

The Contractor shall provide to the CO or their designee documentation of the certificates of training, licenses, and permits for all new employees no later than seven business days prior to that person beginning work under the terms of this

Contract. (Uploaded into NCMMS.)

Performance Work Statement Review

Section C Review (Adrian)

• 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. The Contractor shall provide to the CO or their designee documentation of the level of experience, including any certificates of training, for all employees who will be involved in this function.

• 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 Key Personnel shall be submitted with the contractor’s proposal as described in Section L.12.

Section C Review (Adrian)

• C.1.2.8.3 Education Requirements and Certifications

All personnel designated, to operate, maintain, and/or repair, or any combination of HVAC equipment or systems shall maintain a minimum of 16 hours of continuing education per year from either NATE, HVAC

Excellence, or UA Star recognized provider program. Personnel shall possess EPA 608 Certification, A/C Refrigeration Operator

Certification, and one or more of the following certifications or equivalent experience:

● North American Technician Excellence (NATE) HVAC Service

Technician Certification.

● HVAC Excellence Professional Level Certification.

● UA Star HVAC Mastery Certification.

● Union workers provide Journeyman certifications.

• C.1.2.8.4 NCMMS Training: (Adrian)

• The Contractor shall ensure that all staff and replacement staff using the NCMMS receives virtual NCMMS Training, which takes approximately 12 hours to complete (link in PWS)

• The training shall be completed at no additional expense to the

Government, during Contractor’s inbound transition period and shall be completed within 30 calendar days. The Contractor shall submit written certification to the CO or designee within five (5) calendar days of the completion of training for each employee who uses the NCMMS.

• Additionally, follow up and refresher training will be provided by the

Government as needed and requested.

• The PM/On-Site Supervisor, Chief Engineer, and any Data

Entry Clerk are required to complete the training.

Section C Review (cont’d) (Adrian):

C.1.3.1 Quality Control Plan (QCP)

- Preparation of the QC plan is the responsibility of the Contractor and must be submitted with the initial offer.

• C.1.7.1 Normal Building Hours

- Normal Building Hours are the hours the building is open to the public.

• C.1.7.2 Core Coverage Hours

- Core coverage hours are the hours when the Contractor is required to maintain Basic Services and shall maintain a staff presence during these hours.

• C.5.3 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. "Agency

Owned" equipment will be treated and under contract the same as GSA owned equipment unless otherwise noted or removed from the requirements by the CO. Changes in the inventory can result in a negotiated price adjustment to the Contract, which must be approved, in writing, by the CO. Omissions in the existing inventory do not relieve the Contractor from the responsibility or the maintenance and repair of the equipment. The Contractor may request an equitable adjustment pertaining only to physical changes in building equipment which occur after the contract start date.

• C.5.8.3.1 BAS Controls Systems and Upgrades (Adrian):

The following buildings contain advanced metering systems:

Location Building

Number

Manufacturer Type Address

R.C. White Federal Building TX0272ZZ Honeywell Niagara 700 East San Antonio Avenue, El Paso, TX 79901

Columbus Land Port of Entry 7020859 Honeywell Niagara Palomas and 2nd Street, Columbus, NM 88029

Santa Teresa Land Port of Entry 7020848 Honeywell Niagara 104 Santa Teresa, Santa Teresa, NM 88008

R.E. Thomason U.S. Courthouse TX0069ZZ Honeywell Niagara 511 East San Antonio Avenue, El Paso, TX 79901

Armendariz U.S. Courthouse TX0319ZZ Honeywell Niagara 525 Magoffin Avenue, El Paso, TX 79901

Bridge of the Americas (BOTA) Land Port of Entry

7020817 Honeywell Niagara 3600 E Paisano Drive, El Paso, TX 79905

Marcelino Serna (Tornillo & Guadalupe)

Land Port of Entry

7020866 Honeywell Niagara 1400 Lower Island Road (FM 1109), Tornillo, TX 79853

Paso Del Norte (PDN) Land Port of Entry 7020828 Honeywell Niagara 1000 South El Paso Street, El Paso, TX 79901

Ysleta Land Port of Entry 7020832 Honeywell Niagara 797 South Zaragoza Road, El Paso, TX 79907

• C.5.10 Tours The Contractor shall tour major building systems, equipment, tanks, and anything requiring tours mandated by any acts, codes or regulations as contained in this PBWS or any state or local requirements. To accomplish this objective the Contractor shall develop a Tour Plan and submit it to the CO or designee for approval, no later than

End of Startup or transition phase.

• C.5.11 Repairs/ C.5.2.11.2.1 Non-Reimbursable Repair

A non-reimbursable repair is a repair or replacement requiring no more than $2,500 in cost for repair parts and materials only but no labor cost is included (including any approved subcontracting costs).

Non-reimbursable repairs shall be completed within (72) hours

(continuous time, including after hours and weekends) from identification of the problem unless an extension is approved by the CO or designee.

• C.5.12 Work Orders/ C.5.12.2 Operations

The Contractor shall operate a Work Request/Work Order management system and administrative support functions during Normal Working Hours and act as a central point of contact for the Government and building occupants.

Section C Review (cont’d) (Adrian): :

• C.5.12.2.1 Emergency Work Order

The Contractor shall respond to an emergency Work Order immediately during Core Coverage 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)

The contractor shall provide emergency call back (after hours) requests up to 675 hours per contract year. Emergency Call Back (after hours) that is a result of negligence by the contractor will not be considered in the 675 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 core 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.5.13.8 Construction Services

Construction Services valued at less than $25,000.00 per occurrence may be added to this Contract through an ASWR. Construction Services are indefinite delivery, indefinite quantity requirements that are related to the basic services provided under this Contract and that the Contractor shall provide at an additional cost to the Government. (Davis Bacon applies)

• C.5.14.2 Miscellaneous Work

As part of the monthly price for preventive/predictive maintenance services, the Contractor shall provide a total of 25 hours and up to $100 of parts and supplies per calendar month (hours and dollar amounts are not cumulative to succeeding months) when requested by the COR through a NCMMS Work Order to accomplish discretionary work in the buildings covered by this Contract.

• C.6.3.4 Replacement of Air Filters

The Contractor shall use high efficiency air filters when replacing the filters in air handlers and other equipment that use air filtration. The

Contractor shall only use air filters with known Minimum Efficiency

Reporting Value (MERV) 13, as defined in the ANSI/ASHRAE Standard

52.2 and required in accordance with the most current PBS-P100.

• C.6.10 Emergency Power/ C.6.10.2 Operation

The Contractor shall not allow the fuel level to drop below 70 percent

(Region 7, also shall not exceed 90%). When the fuel level drops to 70 percent, the Contractor shall notify the CO or designee of the need for refueling and the cost associated and receive approval from the CO or designee prior to refilling the tank. The Contractor shall provide fuel up to

$3,600.00 per Contract year.

• 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 $500 and up to 5 hours per repair in labor. Exterior components of this work including: precast concrete systems, foundations, minor exterior wall components, retaining walls, docks, sidewalks and driveways and parking lots (this includes but is not limited to routing, cleaning, and sealing joints and cracks with sealant and/or grinding and/or leveling and/or patching caulk and expansion joint maintenance to include pothole repair).

• C.6.13.4 Historic Buildings

The Contractor shall consider any building 50 years old or older as historically significant, regardless of National Register status and must contact the Regional Historic Preservation Officer (RHPO) before undertaking any work in the building. In addition, the following documents shall be consulted for any work involving the preservation of historic buildings:

a. Historic Building Preservation Plan (HBPP).

b. Historic Structure Report (HSR).

c. The Secretary of the Interior’s Standards for Rehabilitation and

Guidelines for Rehabilitating Historic Buildings.

• C.6.13.7 Roofs

Roof repairs and routine roof preventive maintenance are necessary to protect the structures from significant degradation. Minor roof repair definition and cost thresholds of less than $500, and shall be discussed with the CO or designee as an important part of this work to be able to distinguish this work from construction projects. 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 CO or designee (ref. C.5.3.3).

Therefore every repair scope of work shall be discussed with the CO or designee before work is undertaken. Roof repairs in this section only apply for emergency repairs of leaks to prevent damage to government property.

Section E Review (Gladys):

• E.1 Failure to Perform

If the Contractor fails to promptly perform the services in conformity with the IDIQ requirements or to take the necessary action to ensure future performance in conformity with IDIQ 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 IDIQ for convenience or cancel the IDIQ.

Section F Review (Gladys):

● F.4 Contract Deliverables:

F.4.2 Operations and Maintenance Services Related

Contract Deliverables

○ Strike Contingency Plan (SCP) Submission

○ Building Operation Plan (BOP)

Section G Review (Gladys):

● 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.

Site Visit Review (Gladys):

▪ Site Visit Schedule listed on next slide.

○ Site Visit Begins December 5, 2022 at 9:00 AM Mountain Time

○ Site Visit Ends December 9, 2022.

○ Site Visit RSVPs: Must be received by the three (3) GSA Points of

Contact

○ Contract Specialist Gladys Pargas (gladys.pargas@gsa.gov)

○ COR Jaime Hernandez (hilario.hernandez@gsa.gov)

○ Building Manager Roger Gonzalez (rogelio.gonzalez@gsa.gov)

▪ Point of Contact at Site Visits is Jaime Hernandez and Roger

Gonzalez

○ COR Jaime Hernandez (hilario.hernandez@gsa.gov)

○ Building Manager Roger Gonzalez (rogelio.gonzalez@gsa.gov)

Site Visit Information

Site visit attendees shall meet at the entrance where the site visit will commence.

The anticipated site visit schedule is as follows:

Site Visit Calendar

Site Visit Day 01, Monday, December 05, 2022 at 9:00 am Mountain Time

1st Stop R.C. White Federal Building

2nd Stop Armendariz U.S. Courthouse

3rd Stop R.E. Thomason Federal Building & U.S. Courthouse

Site Visit Day 02, Tuesday, December 06, 2022, at 9:00 am Mountain Time

1st Stop Columbus Land Port of Entry

Site Visit Day 03, Wednesday, December 07, 2022, at 9:00 am Mountain Time

1st Stop Santa Teresa Land Port of Entry

2nd Stop Paso Del Norte Land Port of Entry

3rd Stop Dedicated Commuter Lane Land Port of Entry

Site Visit Day 04, Thursday, December 08, 2022, at 9:00 am Mountain Time

1st Stop Marfa Customs and Border Patrol Headquarters

2nd Stop Fort Hancock Land Port of Entry

3rd Stop Marcelino Serna (Tornillo & Guadalupe) Land Port of Entry

Site Visit Day 05, Friday, December 09, 2022, at 9:00 am Mountain Time

1st Stop Bridge of the Americas (BOTA) Land Port of Entry

2nd Stop Ysleta Land Port of Entry

Site Visit Review (cont’d) (Gladys):

NOTE:

• Contractors are required to bring/wear their own personal protective equipment to the site visits. Masks may be required to be worn during the entirety of the site visit.

• No pictures or videos are permitted.

• No conversations with current staff, tenants or general public is permitted.

• No visiting sites without GSA escort.

• Transportation is not provided.

• No phones are permitted inside of facilities.

• Offerors MAY NOT ASK ANY QUESTIONS during the Site

Visit(s)

Section L Review (Aaren):

• L.2.1 Performance of Minimum Levels of Work

In accordance with FAR 52.219-14 and 13 CFR 125.6, under the set-aside award conditions of this contract, the small business prime contractor (offeror) is required to perform at least 50% of the work under this contract.

• L.9 Questions

All questions and request for clarifications as a result of the site visit must be submitted in writing to the Contract Specialist (CS) Gladys

Pargas at gladys.pargas@gsa.gov, not later than 4:00 P.M. CST, December 12, 2022.

Questions received after the due date may be answered at the discretion of the Contracting Officer.

Section L Review (cont’d) (Aaren):

● Section L.10 Instructions for Submitting Proposals:

○ Only electronic proposals will be accepted; submit proposals to the CS, Gladys Pargas at gladys.pargas@gsa.gov and to the CO, Aaren Hanson at aaren.hanson@gsa.gov.

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

■ The email subject line shall be titled PROPOSAL FOR RFP

47PH0223R0003. The email documents must include original completed versions of spreadsheets provided in the PWS

Section J, in the format provided.

● Section L.12 Technical Proposal Instructions:

Each Technical Proposal should be sufficiently complete and organized to ensure that evaluation can be made on the basis of its content. It is important that the technical proposal be organized as specified below.

NOTE: Failure to comply with any of the requirements identified in the Solicitation may render the contractors proposal unacceptable.

If a proposal is found unacceptable, the Government is not required to continue its evaluation of that offer.

There are three factors that will be evaluated as part of the Technical

Evaluation, they are listed below in descending order of importance:

Factor 1: Management Plan

Factor 2: Experience

Factor 3: Past Performance

● Section L.12 Technical Proposal Instructions:

■ Management Plan (50 page limitation):

● Management Approach

● Quality Control Plan (QCP)

● Management Plan Worksheet (Figure L-1)

■ Experience ( Figure L-3)

• Provide a minimum of three (3) projects and identify how they are similar for each item.

• Use Contractor Experience Sheet (Figure L-3)

■ Past Performance:

● The offeror must submit a Past Performance Questionnaire on the minimum of three(3) projects used for the Experience factor (Figure L-2).

● Section L.13 - Price Proposal Instructions:

○ See Section L.13.a:

■ Pricing must be submitted for a five (5) year contract term

(i.e. a one-year base period and four (4) one-year option periods as well as the six month option to extend services clause).

● Section L.13.1 SF 33 Offer and Acceptance

○ Sign and date (Blocks 15, 16, 17 and 18 of the SF 33) to constitute your acceptance of the terms and conditions of the solicitation

● Section 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.

○ The documentation shall include a description of the roles and responsibilities of each participant to include the employer-employee relationship of key personnel.

Section M Review (Aaren):

● Section M.1- Award

● Section M.2 Proposal Evaluations

● Section M.3 Negotiations

● Section M.4 Basis for Award

● Section M.5 Technical Evaluation Factors

● Section M.6 Price Evaluation

Key Dates (Gladys):

● Questions are due by 4:00PM Central Time December

12, 2022

○ Questions received after this date may be answered at the discretion of the Contracting Officer.

○ Amendments will be provided for all Government responses.

● Proposals must be submitted electronically, by email, to the

Contract Specialist NLT 12:00 PM Central Time January

12, 2023:

○ (CS) gladys.pargas@gsa.gov

○ (CO) aaren.hanson@gsa.gov

Key Dates

Key Dates (cont’d) (Gladys):

● Estimated Award of Contract by April 01, 2023.

● 60-day Transition Period is anticipated to begin April 01, 2023.

● Services are anticipated to begin on June 01, 2023.

Key Dates

Acquisition Points of Contact (Gladys):

GSA Contract Specialist

Gladys Pargas

Email: gladys.pargas@gsa.gov

General Services Administration

Public Buildings Service

GSA Contracting Officer

Aaren Hanson

Email: aaren.hanson@gsa.gov

General Services Administration

Public Buildings Service

Region 7: El Paso, Texas & Southeastern

New Mexico Region