Preproposal conference slides and notes 2024 02 06.pdf

UNIFIED USER INTERFACE

(UUI)

PRE-PROPOSAL CONFERENCE

February 6, 2024

11:00AM EST

U.S. General Services Administration Facility Technology and Innovation

Office of Facilities Management

AGENDA

● Welcome

● IRA Funding

● Introductions

● SOO Discussion

● Overview of the RFP

● Small Business Office

● Questions and Contacts

WELCOME

● The purpose of this Pre-Proposal Conference is to help industry understand the Government’s requirements.

● Questions:

○ Verbal questions will not be entertained during the conference.

○ Official responses to written questions received by the Contracting Officer will be posted to SAM via a solicitation amendment.

○ The deadline for submitting questions regarding the RFP or this conference is February 8, 2024 at 8am EST.

WELCOME

● DISCLAIMER: These slides, Pre-Proposal Conference, and any remarks are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the Request for Proposal (RFP).

○ To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern. All terms and conditions of the solicitation remain unchanged unless they are changed by amendment to the solicitation. If the offeror believes there are ambiguities, it is the responsibility of the offeror to seek clarification prior to submitting an offer.

○ The Government assumes no responsibility for any expenses incurred by an offeror prior to the Notice to Proceed sent to the successful vendor after contract award

OUR PROGRAM - IRA FUNDING

● Notification of Use of Inflation Reduction Act of 2022 (IRA) Funds

● Base year, option year 1, and option year 2 - fully funded with IRA

● Unified User Interface (UUI) IRA funding -

○ IRA Emerging & Sustainable Technology Framework

○ Smart Buildings & Operational Technology (Controls, Advanced Metering, Edge

Devices)

INTRODUCTIONS

The Acquisition Team -

● Corey W. Blatt, Program Manager

● David King, Program Analyst

● Andy Barber, Regional Coordinator

● Theodore Bonwit, Contract Specialist

● Andrew McElroy, Contract Specialist

● Kevin Pope, Office of Small Business Advocacy & Engagement Division

● Ericka M. Wilson, Contracting Officer

Please use the chat feature if you would like your firm’s name and contact information shared as part of this presentation when it is uploaded on SAM.gov

SECTION C - STATEMENT OF OBJECTIVES

(SOO)

Smart Building Organization Structure

GSA’s smart building strategy is to incrementally modernize GSA’s portfolio for efficient long term operations through advanced analytics and user-centered building management tools.

The Smart Buildings Program Adheres to these fundamental commitments:

C.1 Purpose

● Make data more accessible and insightful

● Create centralized platform for GSA’s operational technologies (OT)

● Improve asset management, increase operational efficiencies, reduce energy waste

C.3 Objectives

● UUI shall serve as front end user interface for existing GSA OT systems:

GSAlink, NCMMS, BAS, Advanced Metering, Smart Sensors, Project Management systems

● Provide flexibility to connect to future platforms as required without extensive programming and configuration

● Support read and write capability on select OT applications (BAS schedules, setpoint, overrides)

● Automate energy savings - enable event-based scheduling software to push schedules to individual BAS controllers

● Standardize equipment graphics, utilize thermographic floor plans and include DVR replay of BAS equipment

C.4 Constraints

● No additional onsite hardware or network bridge shall be required to deploy solution

● Proprietary protocols and naming conventions will not be acceptable

● Adherence to GSA IT security requirements

● Ensure all software is supported through life cycle of the solution

C.2 Scope

● Provide on-premise (GSA virtual environment) unified user interface to existing GSAlink portfolio & operational technologies

● Iteratively enhance views and functionality

● Preference on solution that allows for independent configuration of reports, KPIs, graphics without involvement from vendor

Initial UUI Work Breakdown Structure

(SOO) UUI Work Breakdown Structure - Dataflow

OVERVIEW OF THE RFP

Clauses and Provisions

● Numerous clauses & provisions that have been incorporated, via full text and/or referenced text, throughout the document are critically important to drafting your proposal and performance success, invoicing, and Contractor Performance Assessment Reporting System (CPARS) ratings.

○ Each clause & provision selected was to either satisfy regulatory requirements or pre-identified performance & contract risks. Failure to read and take these clauses & provisions into consideration may cause loss of payments and/or other actions.

● Section J attachments & links are also critical to both proposal creation and contract performance. Failure to read, review, and use each attachment & link is a financial & performance risk.

Proposal

● Cover Page & Representations

○ UEI and Cage Code is key - these will be used before evaluations begin

○ Please ensure your SAM registration allows public display of information

■ Example message from our Contractor Responsibility Assessment service of a vendor current in SAM but not publicly searchable “FedDataCheck was able to locate the vendor; however, the vendor has chosen to not have their entity information displayed publicly in SAM. ... For a vendor who is currently designated as nonpublic to become publicly searchable … These instructions can also be found online here (https://www.fsd.gov/gsafsd_sp?id=kb_article&sys_id=c5cd667b1bc8e5906397ec21f54 bcbfb).”

Follow Section L precisely as described. Please reach out to ALL 3 members of the Contracting Team if there are any questions or concerns using the contact information in the solicitation and at the end of this presentation.

SECTION L/M - Past Performance

● Part 1 - ALL projects listed in the last 5 years in an excel sheet formatted as instructed.

● Part 2 - Questionnaires submitted by Past Performance references with current emails and phone numbers for each reference.

● Government discretion - any and all available information including but not limited to

FPDS information, contacting contacts directly, internet, news, etc. Optional Part 3 -explanation and details for any potential adverse information.

● IF information is recent (within 60 months/5 years), the the past performance assessment is evaluated and divided into two subfactors (relevancy & confidence)

○ Subfactors will not be rolled up

● Unknown confidence will not help or hurt. It will not be placed in the same category as marginal, but it will not be equal to acceptable or other positive ratings.

SECTION L/M - Technical (100 pages not including Small Business & Subcontracting)

● Subcontracting Plan - required for other than small businesses

○ Before award, evaluated for completion & compliance with regulation

○ After award, required use of the Electronic Subcontracting Reporting System (eSRS) (http://www.esrs.gov), semi-annually and a summary report annually

○ CPARS will be noted for late reports or recurring reminders

Small Business Participation Plan - required for all offerors regardless of size

● May expand upon but must be consistent with the

Subcontracting Plan (if applicable)

● Part 4 expands on Part 3 and provides the list of company(ies) to be used to fulfill Part 3.

● Careful selection of subcontractor SB status is key

● Before award, evaluated for extent of commitment -firm agreements (incl. letters of commitment, finalized arrangements, etc). Provide proof - documentation.

● After award, adherence to the plan will influence CPAR ratings and can impact the exercise of options.

X - dollars

X - dollars

Y - %of total price

Z - % of X -dollars (100)

SECTION L/M - Price

● Part 1: Complete Government Provided CLIN Schedule (in Section B) as an excel attachment

● Part 2: (a) provide the same technical roadmap supplied in Volume 2 (Technical) but include priced outlays related to the associate milestones. (b) using that technical roadmap with the associated priced outlays, proposal a new CLIN Schedule

● Part 1 and Part 2 should have the same totals for each base and option years and for the total potential contract price

● Optional CLINS, additional buildings and enhancements, shall include pre-priced evaluated rates.

○ PLEASE NOTE: After contract award, the Government is not permitted to increased the pre-priced rates without a new competition or sole source justification.

○ Section H clause states FAR 52.217-7 language will be used for these additional services.

SECTION L/M - Price

● Price realism, price comparison, and internal estimates will be used to determine price reasonableness

● While price is not the most important factor in the evaluation, price is important to determine both best value and affordability.

● Pricing associated with the technical roadmap priced outlays will allow the evaluation team to assess the offeror’s understanding of the work as well as the ability to perform the contract.

REMINDERS

• Final questions and answers are due Thursday, February 8 at 8am EST

– Use the format specified in the solicitation

– EXAMPLE:

• Proposals are due Monday, February 26, at 7:59am EST

Reference Sec J attachments

Reference C.2 Scope

SMALL BUSINESS OFFICE

● Office of Small and Disadvantaged Business Utilization (OSDBU)

○ Advocates for small businesses to assist in finding contract opportunities

○ Provide access to GSA’s nationwide and regional procurement opportunities through outreach, training, and counseling

● Mr. Kevin Pope, Small Business Technical Advisor

○ National Small Business Advocacy and Engagement Division

○ kevin.pope@gsa.gov

QUESTIONS AND CONTACTS

UNTIL CONTRACT AWARD, OFFERORS ARE ADVISED TO LIMIT CONTACT TO THE

CONTRACTING OFFICE (exceptions: Small Business Office and Ombudsman)

● Theodore Bonwit, Contract Specialist, theodore.bonwit@gsa.gov

● Andrew McElroy, Contract Specialist, andrew.mcelroy@gsa.gov

● Ericka Wilson, Contracting Officer, ericka.wilson@gsa.gov

○ Cell phone is usually on mute => Follow up any calls with texts (771)216-2830

● Maria C. Swaby, Ombudsman, GSAOmbudsman@gsa.gov

Unified User Interface Pre Proposal Conference Notes February 6, 2024 at 11:00 AM - 11:36 AM

Additional Notes stated beyond the slides:

• 38 attendees joined the conference. The slides were shared. Each of the three members of the contracting team and a program analyst on the technical team briefed the slides.

• Attendees were encouraged to use the chat feature of Zoom if the vendor wanted the firm’s name and contact information shared. The following firms shared their name and contact information – � Shawn Yoon o President & AI innovator o Our firm has a unique status of $700M IT past performance with Federal Agency prior to obtaining 8A Status.

o For the Federal A.I - Oversee Alliance o admin@overseealliance.com o 781-779-5015

� Julie Lovett, The Building People o Julie.Lovett@thebuildingpeople.com

� Adam Hall - Automatic Building Controls, LLC o halla@ab-controls.com

� Jeremy Earl - Integrated Building Solutions o jearl@ibismsi.com

� Maroun Ghanem / Activu o maroun.ghanem@activu.com o We have a unique Situational Awareness Application that can connect to any data source and present it anywhere.

� Mike Hanes - Mapped o mike@mapped.com � Thrupti Shivakumar (Thru) o tshivakumar@cohesionib.com o Cohesion

� Ken Carroll o Kenneth.carroll@ey.com o Ernst & Young

• Attendees also chatted questions – � Question: Would the team share a recording of today’s pre-proposal conference?

o Response: No - slides and notes would be sent.

� Question: Would you kindly reshare the cost accounting comments you were making, please.

o Response: Comments were to ensure that when completing the Small Business

Participation Plan - Part 3 totals should equal Part 4 totals (slide 16) mailto:admin@overseealliance.com mailto:Julie.Lovett@thebuildingpeople.com mailto:halla@ab-controls.com mailto:jearl@ibismsi.com mailto:maroun.ghanem@activu.com mailto:mike@mapped.com mailto:tshivakumar@cohesionib.com mailto:Kenneth.carroll@ey.com

• The Zoom link cut off as the Contracting Officer was concluding slide 19. At that time, the Contracting Officer was stating that despite allowing for late RSVPs, the remaining dates published in the solicitation affect proposals or evaluations. In this regard, late questions will not be addressed, late proposals will not be considered responsive, and the Government will not be permitted to give one vendor an unfair advantage by allowing late submittals. In the midst of this announcement, the entire meeting ended. Because the meeting used the GSA account for Zoom for Government, the abrupt ending to the meeting meant that not all slides had been addressed. There were two slides that remained – slide 20, the contact information for the Small Business Office, and slide 21, the contact information for the Contracting Team and Ombudsman. Although those slides contained publicly available information, the presenters immediately logged back on and waited for the participants to rejoin the meeting. The information on slide 19 was repeated, the information on slides 20 and 21 were summarized, and the meeting was concluded.

09 Preproposal Conference Notes 2024 02 06.pdf