47PH0225R0006 Amendment 0003 - Notes by Gemini Pre-Proposal Meeting Laredo - 10 of 12.pdf

Oct 14, 2025

Pre-Proposal Meeting Laredo Full Maintenance Procurement Invited Frank Russo Rebeca M Jolene Solan Shawn Morgal Carmen Weathers - 7PSBL Jameal Brown Feann Stephens - 7PQB Daniel Courtney Donald Metcalf Neal Shirley Eduardo Paez - 7PSBL Dan Purcelley Angelina Alejandro - 7PSBL Jose Salazar - 7PSBL Doyle Moore - 7PSB Evan Barman Nick Soto Jr. Reece Lovercamp Cheyenne Day Les White Veronica Archuleta - 7PMB Tina Pearson jtrevino@nvscsi.com Sven Sorensen (CBG) Edgardo Perez-Cosme - 7PSAB David Dunlap - 7PMB Bob Driscoll Paul Adams Haley Ryan Jeremy Fuller Patti McMilion Shizue Teshima Kate Male charlesmcbride@ncssuccess.com Kyle Smith Juan Alejandro Sanchez-Armas Manuel Ochoa Cosgrove, Scott Bobby Northrup david@overflowservicellc.com Jr Reisinger Miguel Montano Douglas Bowman Jeff Jarrett Timothy Gilbert Dennis Harris Mark Thomas Kathy Herring - 7PQB Nick Voudouris Ben Wiese Cory Crocker Hector Montalvo aroberts@pcifederal.com Bryce Middleton Charlotte Maples David L Middleton globenetusa.net e.jackson@globenetusa.net Franck Waota ignacio.morales2@abm.com jannis.choe@cnecompanies.com Keith Ahn Mark Batis Christopher Walton - 7PQ Dean Batson cantu@jescotx.com aguilar@jescotx.com salazar@jescotx.com Thomas Holguin - 7PQB Danielle Scherer

Attachments Pre-Proposal Meeting Laredo Full Maintenance Procurement

Meeting records Transcript Recording

Summary Carmen Weathers, the contract specialist, opened the pre-proposal conference for Loredo, Texas full maintenance operations and maintenance and grounds maintenance services, emphasizing that all questions must be submitted in writing by October 24th and detailing the solicitation and contract structure. Veronica Archuleta provided an in-depth review of the custodial and grounds maintenance sections, highlighting specific product requirements, safety protocols, and specialized cleaning standards. The discussion also covered key contract sections, service calls, waste management, pest management, and deliverables, with Carmen Weathers, Kathy Herring, Veronica Archuleta, and Feann Stephens stressing the mailto:frusso@pegasussupport.com mailto:intergovservices@gmail.com mailto:jsolan@pegasussupport.com mailto:shawn.morgal@thebuildingpeople.com mailto:carmen.weathers@gsa.gov mailto:jameal.brown@thebuildingpeople.com mailto:jameal.brown@thebuildingpeople.com mailto:jameal.brown@thebuildingpeople.com mailto:feann.stephens@gsa.gov mailto:daniel.courtney@thebuildingpeople.com mailto:dmetcalf@ssi-main.com mailto:neal.shirley@thebuildingpeople.com mailto:eduardo.paez@gsa.gov mailto:eduardo.paez@gsa.gov mailto:eduardo.paez@gsa.gov mailto:dan.purcelley@thebuildingpeople.com mailto:angelina.york@gsa.gov mailto:jose.salazar@gsa.gov mailto:doyle.moore@gsa.gov mailto:ebarman@bbch-llc.com mailto:nicksoto@nvscsi.com mailto:reece.lovercamp@thebuildingpeople.com mailto:cday@bbch-llc.com mailto:lwhite@ssi-main.com mailto:veronica.archuleta@gsa.gov mailto:veronica.archuleta@gsa.gov mailto:veronica.archuleta@gsa.gov mailto:tpearson@pegasussupport.com mailto:jtrevino@nvscsi.com mailto:ssorensen@capitalbrandgroup.com mailto:edgardo.perez-cosme@gsa.gov mailto:edgardo.perez-cosme@gsa.gov mailto:edgardo.perez-cosme@gsa.gov mailto:david.dunlap@gsa.gov mailto:bob.driscoll@northwindgrp.com mailto:paul.adams@northwindgrp.com mailto:hryan@sdac8a.com mailto:jfuller@sdac8a.com mailto:patti@sdac8a.com mailto:patti@sdac8a.com mailto:patti@sdac8a.com mailto:shizue@wecleansandiego.com mailto:kate.male@kcorpalaska.com mailto:charlesmcbride@ncssuccess.com mailto:kylesmith@ncssuccess.com mailto:jasac@rruniversalsolutions.com mailto:jasac@rruniversalsolutions.com mailto:jasac@rruniversalsolutions.com mailto:mochoa@rruniversalsolutions.com mailto:scott.cosgrove@kroeschell.com mailto:bobby.northrup@kcorpalaska.com mailto:david@overflowservicellc.com mailto:jrreisinger@ncssuccess.com mailto:miguelmontano@ncssuccess.com mailto:dbowman@pegasussupport.com mailto:jjarrett@pegasussupport.com mailto:tgilbert@pegasussupport.com mailto:dharris@sfmscompany.com mailto:mthomas@tanaq.com mailto:kathy.herring@gsa.gov mailto:nickv@cbfacility.com mailto:ben@dlpservices.net mailto:cory@dlpservices.net mailto:hector@dlpservices.net mailto:aroberts@pcifederal.com mailto:b.middleton@globenetusa.net mailto:cmaples@pcifederal.com mailto:dlmiddleton@globenetusa.net mailto:e.jackson@globenetusa.net mailto:franck.waota@teyaenterprises.com mailto:ignacio.morales2@abm.com mailto:jannis.choe@cnecompanies.com mailto:keith.ahn@cnecompanies.com mailto:mark.batis@cmimgmt.com mailto:christopher.walton@gsa.gov mailto:christopher.walton@gsa.gov mailto:christopher.walton@gsa.gov mailto:drbatson@superiorkeystone.com mailto:cantu@jescotx.com mailto:aguilar@jescotx.com mailto:salazar@jescotx.com mailto:thomas.holguin@gsa.gov mailto:danielle.scherer@northwindgrp.com https://www.google.com/calendar/event?eid=Nm1tcXJpcWMzaTEyamU4aGM0bXV1czc3ZHEgY2FybWVuLndlYXRoZXJzQGdzYS5nb3Y https://drive.google.com/file/d/1rAaTdbmTg56lug9uUYmJtFe3kV-9h1lx/view?usp=drive_web importance of detailed proposals, especially regarding the management plan worksheet and anticipated work schedule for evaluation.

Details Meeting Introduction and Purpose Carmen Weathers, the contract specialist, opened the pre-proposal conference for the Loredo, Texas full maintenance operations and maintenance and grounds maintenance services, emphasizing that questions were not allowed during the forum but must be submitted in writing by October 24th. The purpose of the conference was to provide a clear understanding of the solicitation and performance work statement for the 100% set-aside 8A small business concerns, covering a five-year performance period (00:03:23). Other attendees included Feann Stephens, Christopher Walton, Kathy Herring, Veronica Archuleta, David Dunlap, Jose Salazar, and Edgardo Perez-Cosme, and Eduardo Paez, who introduced themselves and their roles (00:00:00).

Solicitation and Contract Structure Carmen Weathers detailed that the procurement would follow Federal Acquisition Regulation (FAR) 15.3, utilizing best value procedures.

The contract's objective is to secure a comprehensive facilities management program for GSA and tenant agencies, structured as a performance-based acquisition with defined minimum requirements and expected outcomes. Standard or basic services are recurring, while above-standard services can be ordered via task orders (00:04:47).

Key Contract Sections and Requirements Carmen Weathers highlighted the importance of Section B, particularly B21 for basic standard services, B22 for above-standard services, and the contractor staffing declaration in B3, which must be completed entirely (00:04:47). She also stressed the need to review Section C thoroughly, especially C121 for key personnel qualifications and C131 for the quality control plan, which must be submitted with the initial offer. Normal building hours and core coverage hours for facilities were also specified (00:07:05).

Custodial Section Details Veronica Archuleta provided an in-depth review of the custodial section, emphasizing varying core coverage hours for different land ports of entry, some operating 24/7 (00:11:04). She highlighted that the building information sheets (Section J, Exhibit C5) provide crucial details for estimating custodial needs, and Section C9 is central to all custodial requirements. Additionally, she noted that supervisory custodial employees must hold a current certification in advanced custodial technician from the Cleaning Management Institute or an equivalent, allowing 90 days to obtain it if not already possessed (00:12:57).

Product and Service Standards Veronica Archuleta outlined specific product ● requirements, stating that disinfectant products must be EPA-registered (00:13:57).

Cleaning products and hand soaps must meet certain standards, and bathroom tissue and paper towels must comply with EPA's procurement guidelines. Performance standards for floor care were given, including monthly spray buffing and annual stripping and waxing (00:15:05), and annual carpet extraction for public areas in courthouses. She also specified that all restrooms, shower rooms, and holding cells must be cleaned with EPA-registered disinfectants (00:16:03).

Dispensers, Safety, and Other Services Veronica Archuleta clarified that contractors are responsible for providing paper towel and hand soap dispensers, while the government supplies receptacles (00:16:03). She also emphasized the importance of training employees on the bloodborne pathogen standard and the use of appropriate PPE for handling bodily fluids. The contract also requires contractors to supply and replenish hand sanitizer stations in public areas (00:17:07).

Cleaning Specifications and Exterior Maintenance Veronica Archuleta detailed interior cleaning standards, including wiping surfaces within 12 feet from the floor free of dust. She also clarified that interior and exterior plate glass at entrances, lobbies, and vestibules must be kept free of dirt and spills, with no height restriction for these areas (00:18:12). Exterior window washing is an annual requirement, but ground floor windows must be maintained as needed, and a window washing safety plan must be submitted before work commences. She additionally noted that canopies, sally ports, and overhangs should be cleaned semiannually (00:21:19).

Specialized Cleaning and Grounds Maintenance Veronica Archuleta outlined specific cleaning requirements for X-ray gantry (NI) buildings, where only paved areas are to be cleaned, and tenant approval is required before entry due to high-voltage machinery (00:22:05). She also mentioned that the contract includes cleaning incinerators, which also require tenant approval before entry. For grounds maintenance, an annual tree survey completed by a certified arborist is required by April 30th each year (00:23:09).

Service Calls and Waste Management Veronica Archuleta explained that the contract differentiates between custodial and mechanical service calls, each with distinct response times (00:24:07). Custodial normal service calls require a response within an hour and remedy within 12 hours, while emergencies require a response within 30 minutes and a remedy within an hour. A live person must answer service calls 24 hours a day, and a communication plan is due with the proposal (00:25:05). Additionally, contractors must perform a solid waste audit of buildings within 60 days of the contract start date to understand waste generation and recycling needs (00:26:11).

Pest Management and Contract Deliverables Veronica Archuleta noted that an initial ● pest assessment is required within 15 calendar days of the contract start date to identify any pest infestations, with the pest control plan submitted afterwards (00:27:20). Carmen Weathers added that Section E details consequences for failure to perform, including charging the contractor for government-incurred costs or contract termination. Section F lists contract deliverables, and Section G includes criteria for deductions (G714), such as failing to use qualified employees or meet prescribed environmental conditions (00:28:24).

Supervisors and Additional Services Carmen Weathers explained that Section H11 defines a supervisor as a contractor employee with full authority to act on behalf of the contractor. Section H6 covers general price proposals for additional services, parts, materials, labor, and subcontractors. Section J contains all exhibits for custodial and operations and maintenance, with all attachments forming part of the solicitation (00:29:41).

Site Visits and Proposal Submission Carmen Weathers informed attendees that site visits are scheduled from October 15th to October 17th, starting at 8:00 a.m. in Colombia, with only pre-registered individuals escorted. Questions are not permitted during site visits, and all inquiries must be submitted in writing to Carmen Weathers via email by October 24th (00:31:24). She specified that only electronic proposals would be accepted via email, with a mandatory subject line format and inclusion of original spreadsheets from Section J (00:33:46).

Evaluation Criteria and Key Dates Carmen Weathers explained that the technical proposal instructions are in L12, with technical criteria listed in descending order of importance: Management Plan, Management Approach, Quality Control Plan, Management Plan Worksheet, Experience, and Past Performance. Price proposal instructions are in L13, and the award will be based on the best overall value (00:33:46).

All evaluation factors other than price, when combined, are significantly more important than price. Key dates include October 24, 2025, for question submission, November 14, 2025, for proposal submission, and an estimated award date of February 6, 2026 (00:35:54). Services are anticipated to begin on June 1, 2025, following a 60-day transition period (00:37:50).

Emphasis on Detailed Proposals Kathy Herring and Veronica Archuleta stressed the importance of paying close attention to the requirements for basic standard services versus above-standard services to avoid misinterpretation. Veronica Archuleta advised contractors to be as detailed as possible in their L1 management plan worksheet and anticipated work schedule, particularly regarding shift breakdowns for 24/7 operations, as evaluators cannot infer information (00:39:47). Feann Stephens reinforced this, emphasizing that GSA evaluators would strictly adhere to the written submissions and

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encouraged thoroughness in all documentation (00:40:57). Carmen Weathers concluded by requesting that contractors provide a narrative of their experience and past performance to aid in the evaluation (00:42:09).

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