Pre-Quote Conference & Site-Visit Agenda & Minutes 20191121.pdf

PRE-QUOTE CONFERENCE & SITE VISIT

AGENDA / MINUTES

Request for Quote (RFQ): 47PK0219Q0011

ELEVATOR MAINTENANCE AND RELATED SERVICES SACRAMENTO, CA

Location 1 Robert Matsui U.S. Courthouse and Federal Building (CA0306ZZ) 501 “I’ Street

Location 2 U.S. Post Office and Federal Building (CA0083ZZ) 801 “I” Street

Location 3 John E. Moss Federal Building (CA0152ZZ) 650 Capitol Mall Location 4 Federal Building (CA0199MM) 2800 Cottage Way

Conference Date/Time: Tuesday, November 19, 2019 at 9:00 a.m. Pacific Time -starting at Location 1

Patty Skinner, Contracting Officer (CO), shall chair the meeting.

INTRODUCTION

This is a pre-quote conference for Solicitation RFQ 47PK0219Q0011 for Elevator Maintenance and Related Services at the 501 “I” Street, 801 “I” Street, 650 Capitol Mall, and 2800 Cottage Way in Sacramento, CA.

The scheduling of this Pre-Quote Conference was issued in the Request For Quote (RFQ) posted on FedBizOpps (www.fbo.gov) on November 1, 2019.

FBO has transitioned to beta.SAM.gov (https://beta.sam.gov/). The RFQ and all attachments successfully transferred and are available; please contact the CO if you have any trouble accessing the solicitation/attachments.

The agenda for the conference shall be as follows:

1. Conference attendance sign-in sheet and agenda handout

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Instructions on submission of quotes

5. Basis for Award

6. Discussion of important requirements of the solicitation

7. Questions from potential offerors (contractors are asked to hold all questions until this question-and-answer period) https://beta.sam.gov/

8. A site visit/walkthrough immediately following the question-and-answer period.

We will walk through Location 1, followed by Location 2 and Location 3. We will check the time and decide to break for lunch and to allow for travel to Location 4 (which is about 25 minutes from 650 Capitol Mall).

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the Request for Quote (RFQ), and all subsequent amendments, posted to beta.SAM.gov are binding. If there are any inconsistencies between the pre-quote briefing and the contract solicitation, the contract solicitation governs.

CONFERENCE ATTENDANCE AND HAND-OUTS

● All attendees should have received a copy of this agenda.

● There is a sign-in sheet being passed around, please ensure you fill it out completely.

● Please note that the agenda will be published to beta.SAM.gov.

GOVERNMENT TEAM

● Contracting Officer – Patty Skinner; (415) 244-1839; Patricia.Skinner@gsa.gov

ADMINISTRATIVE MATTERS

A. CONFERENCE PURPOSE

The purpose of the pre-quote conference is to provide potential offerors with general information about the solicitation. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract, but to describe the requirement, highlight some specific sections of the solicitation, review the contents of the quote/offer and basis for award.

Any oral responses to questions raised during the conference are not to be construed as an official answer. All questions presented prior to, during, and after the meeting, as well as the official answers, will be documented in writing via an attachment to the solicitation package posted on beta.SAM.gov.

B. QUESTIONS & ANSWERS

Any questions must be submitted in writing to the Contracting Officer, Patty Skinner, at Patricia.Skinner@gsa.gov. The deadline for submitting all questions is by 4:30 p.m. Pacific Time on Friday, November 22, 2019. Questions submitted following that deadline might not be answered prior to the solicitation closing date. Responses to all questions will be posted on or about December 03, 2019.

C. WAGE DETERMINATION

The Wage Determination is included in the solicitation (Exhibit 4). Please refer to this Wage Determination as you formulate your quotes.

mailto:Patricia.Skinner@gsa.gov

D. SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238290 (Other Building Equipment Contractors) with a size standard of $16.5 million dollars for 2019 Revenue. This procurement is set-aside to small business concerns. All responsible small businesses may submit a quote that will be considered by the agency.

A teaming arrangement occurs when a Prime Contractor partners with one or more subcontractors for a Government Contract. The Teaming Arrangement shall be formed prior to submission of an offer/quote for this requirement. The Offeror must submit a copy of the Teaming Arrangement with their quote. (See Section L.9)

All contractors must have current and active registrations in www.sam.gov in order to submit a quote. Please ensure you have registered for SAM and ensured your registration is still active as soon as possible.

It is the offeror’s responsibility to monitor beta.SAM.gov website for updates to the RFQ that have been issued through an amendment.

All quotes submitted must acknowledge all amendments to the solicitation.

Failure to do so may result in the disqualification of the offer as being non-responsive.

This is a simplified acquisition. Therefore, there will not be a public opening of the quotes received. Also, contractors cannot obtain the pricing associated with any quotes received.

The contract contemplated by this solicitation will have one 6-month base period beginning 04/01/2020 with four 1-year option periods through 09/30/2024.

The quote closing date and time is Wednesday, December 11, 2019 at 4:30 p.m.

Pacific Time. PLEASE NOTE THE TIME ZONE. The quote submission deadlines are based on the contracting office and service location, which is why all deadlines are based on Pacific Time. Submit quotes via email to Patricia.Skinner@gsa.gov

INSTRUCTIONS ON SUBMISSION OF QUOTES:

The following documents shall be submitted with your quote:

Section A – Quote & Award:

o Standard Form 1449 – Solicitation, Offer, and Award (Attachment B)

Each Building has a separate FFP CLIN for Each PoP – Insert the Monthly Price for Basic Services Per Building. Basic Services = PM, Repair, Testing, Service

Calls, and Scheduled Overtime in C.9.4(c). Complete sections 17a, 26, 30a, 30b, 30c of the SF1449 o Standard Form(s) 30 – Amendments of Solicitation if applicable

If amendments to the solicitation are issued, then Offerors shall complete blocks 15A, 15B and 15C on each Standard Form 30 - Amendments of Solicitation and include in the quotation package.

Section B – Services, Ordering and Prices:

o Vertical Transportation Equipment (VTE) Basic Services Quote

(Attachment C) (RFQ Sect B.4) List of Elevators for Each Building and we are looking for the monthly price per elevator for each PoP.

o VTE Basic Services Performed Outside of Normal Working Hours Quote (Attachment C) (RFQ Sec B.4.1) Hourly Price for work performed outside of normal working hours (Overtime).

o VTE Additional Services Hourly Rate Quote (Attachment C) (RFQ Sec B.5) Hourly Price for work not included in Basic Services performed during normal working hours (Straight Time).

Section K – Representations and Certifications:

o FAR 52.212-3 Offeror Representations and Certifications-Commercial

Items (Oct 2018) o FAR 52.209-7 Information Regarding Responsibility Matters o FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2019) o GSAR 552.204-70, Representation Regarding Certain

Telecommunications and Video Surveillance Services or Equipment.

(Deviation l) (Aug 2019)

These are fairly new FAR and GSAR Clauses please make sure your SAM registration is up to date and you submit the above listed Reps and Certs with your quote.

Section L – Instructions, Conditions, and Notices to Quoters/Offerors:

o Teaming Arrangement if applicable (See Section L.9) o 3 completed Experience & Past Performance Reference Forms

(Attachment A)

ACCEPTABLE EXPERIENCE:

• All 3 submitted contracts must demonstrate experience with Full Elevator Maintenance Service of similar scope in high-rise buildings with multiple traction elevators.

• At least 1 of the 3 submitted contracts must have started five years prior to the closing date of this solicitation.

ACCEPTABLE PAST PERFORMANCE:

Offeror received an overall rating of satisfactory or above for similar work.

Section L.10 Submission and Content of Quotation

Evaluation Factors -o Experience: The quote must demonstrate the contractor has experience on at least 3 separate past or current contracts/projects with a minimum of 5 years’ experience with elevator and escalator maintenance in accordance with Scope of Work Section C.7 – Minimum Quality Control Plan Performance Standards.

Acceptable

Offeror clearly meets the minimum requirements of the solicitation.

• 3 of the 3 submitted contracts demonstrate experience with Full Elevator Maintenance Service of similar scope in a commercial or government owned facility of similar type and use (high-rise).

• 3 of the 3 submitted contracts demonstrate experience with Full Elevator Maintenance Service for equipment of comparable type and complexity (high-rise buildings with multiple traction elevators).

• 1 of the 3 submitted contracts must have started five years prior to the closing date of this solicitation.

Unacceptable Offeror does not clearly meet the minimum requirements of the solicitation.

o Past Performance: The Government is not required to conduct or complete reference checks on more than 3 contracts, although it may choose to do so.

Additionally, if more than 3 references are provided, the Government reserves the right to choose which references to include in its evaluation.

In addition to those references provided directly by the offeror, the Contracting Officer may identify and analyze the past performance of the offeror on any other relevant contract that they currently have or had of which the Contracting Officer has knowledge or obtains knowledge, including but not limited to projects listed in the Past Performance Information Retrieval System (PPIRS).

The Government intends to contact individuals and firms for which the Offeror has performed services to evaluate the Offeror’s past performance record. (See Section L.10 for additional information)

NOTE: Only the Prime Contractor’s Experience and Past Performance will be considered in a Teaming Arrangement that is consistent with FAR Part 9.6.

o Price: The Offeror shall complete and return the Standard Form 1449 -

Solicitation, Offer, and Award (Attachment B); ensure completion of sections 17a, Acceptable

Based on the Offeror’s performance record, the Government has a reasonable expectation that the Offeror will successfully perform the required effort, or, the Offeror’s performance record is unknown.

Acceptability is met if the Offeror received an overall rating of satisfactory or above for similar work.

Unacceptable

Based on the Offeror’s performance record, the Government does not have a reasonable expectation that the Offeror will be able to successfully perform the required effort.

Unacceptable if the Offeror receives an overall rating of less than satisfactory for similar work.

26, 30a, 30b, 30c of the SF1449; in doing so, the Offeror accedes to the contract terms and conditions as written in the Solicitation.

For each performance period, which includes a 6-month base period plus four 12-month option periods for each building, a unit price shall be proposed and inserted for the Firm-Fixed Price (FFP) Contract Line Item Numbers (CLINs) on the SF1449. The extended amount for each CLIN must equal the unit price multiplied by the quantity of units.

If amendments to the solicitation are issued, then Offerors shall complete blocks 15A, 15B and 15C on each Standard Form 30 - Amendments of Solicitation and include in the quotation package.

The Offeror shall also complete and return pricing information on the Offer Sheet (Attachment C).

Section M – Basis for Award The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be the most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate Quotations/Offers:

Factor 1: Experience Factor 2: Past Performance Factor 3: Price Award will be made to the Offeror that is lowest price technically acceptable (LPTA).

Addendum to FAR 52.212-2 Evaluation – Commercial Items (Oct 2014):

Formal evaluation plans and establishing a competitive range, conducting discussions, and scoring Quotations/Offers are not required. Under FAR Part 13 the Contracting Officer is not required to state the relative importance assigned to each evaluation factor and/or sub-factor.

Offers are deemed “acceptable” or “unacceptable.” The “Best Value” continuum will be used for evaluation per FAR 13.106-2. The Contracting Officer reserves the right to set a Competitive Range for this requirement.

IMPORTANT REQUIREMENTS OF THE SOLICITATION

B.1 Description of Services This is a Firm-Fixed Price Performance Based Statement of Work (PBSOW) for Full Elevator Maintenance and Repair. The Contractor shall provide all management, supervision, labor, materials, supplies, and equipment and shall plan, schedule, coordinate and assure effective performance. Offerors must submit quotes for all 4 locations in order to be considered for award.

B.5 Note to Offerors Include all costs for preventative maintenance, repair, testing, service calls/emergency call-back service, and scheduled overtime services (C.9.4(c)) in the price per month for basic/standard services. Additional services that may be required will be ordered using the hourly rate specified in B.4.1 (overtime) and B.5 (straight time).

B.6 Ordering Limitations (Task Orders)

Additional services will be issued on a task order basis; all other services are standard, fixed services.

TECHNICAL BRIEFING- (Steven MacLachlan, GSA Equipment Specialist, Elevators)

C.2 Scope of Work In accordance with standard elevator industry practice, this is a full service maintenance repairs, replacement contract. The Contractor shall inspect, maintain, repair, test, and clean all of the elevators and the elevator equipment for the applicable Groups.

Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of the equipment and components of the Elevator system(s). The Contractor shall accept these elevators "as is." Obsolescence is not recognized in the terms of this contract. Except as listed below, no components are excluded from the requirements of this contract. All repairs shall be the Contractor's sole responsibility.

The maintenance Contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ.

This includes inspections and tests required at six (6) month, one (1) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the performance start date specified in the Notice to Proceed.

C.3 Code Compliance and Referenced Documents

The Contractor shall, as specified herein, maintain, repair, replace, test, and clean all the elevators, escalators, and dumbwaiter, including all related equipment and their accessories in compliance with ASME A17.1 Safety Code for Elevators and Escalators,…

C.4 Preventative Maintenance The Contractor shall furnish all supplies, material, labor, labor supervision, tools, equipment and lubricants necessary to provide full preventive maintenance, adjustments, replacements, testing, and repair services for the complete vertical transportation system.

The Contractor shall be responsible for comprehensive preventive, proactive maintenance for all vertical transportation equipment covered by this contract.

The Contractor will provide 24-hour unlimited callback service and, as conditions warrant, repair or replace all portions of the vertical transportation equipment included under this contract.

Contractor shall furnish all necessary diagnostic tool(s), laptops, or other service related equipment to perform; full maintenance, repairs, adjustments and code required tests. This requirement is for all controller systems, OEM and/or non-proprietary.

Maintenance Control Program

The Contractor shall develop, submit, and implement a Maintenance Control Program (MCP)… (MCP is post-award requirement to be submitted 30 days after award.)

The ASME A17.1 Section 8.6.1.2.1 states: “The MCP shall specify examinations, tests, cleaning, lubrication, and adjustments to applicable components at regular intervals.”

C.5 Repairs and Replacements Provide parts inventory on-site. Critical replacement parts shall be immediately available through either on-site stock or from local stock or suppliers.

Provide parts inventory on-site. Critical parts to operation or routinely used replacement parts,….

C.7 Minimum Quality Control Plan Performance Standards The Contractor shall be responsible for the telephones, telephone lines, intercom devices and lines within the hoistway. The Contractor shall be responsible for the programming of telephone instruments.

The Contractor is required to perform at least one (1) Elevator phone/ communications test, minimally once a month on all elevators. This test requires the elevator mechanic to place/ receive a test call with the current elevator telephone service provider.

C.9 Code Required Inspections and Tests C.9.1 Journeyman-level elevator mechanic(s) performing tests shall be mechanics’ who possesses knowledge and skills required for setting and adjusting elevator controllers, to accurately perform code required function tests. The Contractor shall provide uninterrupted assistance to the QEI Safety Code Inspector during the testing and inspection periods.

C.9.3 Emergency Devices

The Contractor is to ensure that all safety devices, switches, and related communication equipment operate properly and are tested regularly as part of the full maintenance services and repairs contract. All testing results and information must be properly documented following all tests and maintenance performed.

Each month, the Contractor shall subject all elevators provided with firefighters’ emergency operation to Phase I recall. Phase I recall will be conducted by use of the key switch, and a minimum of one-floor operation on Phase II.

Contractor shall, upon request by GSA, witness emergency equipment testing; Emergency Generator Standby Power testing and Fire Alarm Panel testing per requirement as defined in

ASME A17.1

C.9.5 Work Log

The Contractor's personnel performing Elevator maintenance and repairs shall sign in and out on the maintenance work log and GSA Form 139 at a location in the building to be determined by the COR.

All work performed on the Elevator equipment covered in this scope of work shall be documented on elevator maintenance work log and GSA maintenance management software; NCMMS. Documentation shall identify preventative maintenance (PMs), corrective maintenance (CM) and elevator code inspections.

C.11 Service Calls

Contractor shall respond promptly, within two (2) hours, to requests for routine service for all elevators. In the case of priority elevators (501 I Street, Elevators #1, 2, 3A, 3B, & 8), if the service call cannot be resolved within two (2) hours, the work shall continue with immediate notification to the COR of the problem and time and date corrective action will be taken. In the case of all other non-priority elevators, if the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner.

For routine service calls related to priority elevators (dedicated to prisoner movement, judges or a single agency or floor) the Contractor must respond promptly, within one (1) hour, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours or prior to the end of the building’s normal working hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner.

C.12 Hours and Response Time Provide unlimited response to service calls 7 days a week, 24 hours a day, at no additional cost to the Government, within one (1) hour from receipt of call for priority elevators, two (2) hours for all other elevators.

Emergency call-back service consists of promptly responding to requests for emergency service 24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within thirty (30) minutes of the time of notification and shall remain on the job until the emergency has been resolved.

Major elevator repair work requiring team labor and more than two (2) hours for completion shall be covered during regular working hours of 6:00 a.m. - 6:00 p.m. Monday through Friday.

The Additional Services Straight Time hourly rate for an elevator mechanic will apply if work is performed during 6:00 a.m. - 6:00 p.m., for any work not covered by this scope of work.

C.14 Additional Services All Additional Services work must be pre-approved by the COR. No Exceptions.

NOTES:

Post- Award: See Section L.6 - Qualifications of Contract Employees Resumes must be submitted 5 days after award or sooner.

H.15 Responsibility for Existing Conditions The Contractor shall review all equipment and job site conditions. Contractor will be responsible for all job site deficiencies and correction of all items on consultant’s and inspector’s reports.

The Contractor shall accept these elevators as-is. All repairs shall be the Contractor’s sole responsibility.

Proceed with Site-Visits to each location – opportunity to view the cars, pits, and mechanical rooms at all four locations.

Submit additional questions that might come up in writing via email to the Contracting Officer by November 22, 2019 at 4:30 p.m. Pacific Time to ensure an official and timely response.

QUESTION:

"Are elevator contractors required to replace an entire 'basement traction hoist machine' under the obsolescence clause, in the event of a sheave bearing replacement were to become necessary?"

ANSWER:

“Current service provider recently replaced the specific ‘sheave bearing' and was able to source replacement parts within a reasonable time frame.”

Obsolescence covers maintenance & repairs, not entire replacement of major elevator systems. Elevator controllers and hoist machine assemblies are replaced under a complete elevator modernization, capital project.

Pre-Quote Conference End Time: 9:45am Pacific time

Site Visit End Time: 2:00pm Pacific Time