SB Elev Mod Pre-Proposal Conference 2025 02 05.pdf

U.S. General Services Administration

GSA Public Buildings Service

Small Business National Elevator Multiple Award Indefinite Delivery Indefinite Quantity

(MA/IDIQ) (Orders up to $1M)

PRE-PROPOSAL CONFERENCE

Wednesday, February 5, 2025

1 PM ET

RECORDING

THIS MEETING IS BEING RECORDED.

A ge nd a

Welcome

Disclaimer

Introductions

The RFP/Agreement

IDIQs & TOs Summarized

Overview of Evaluation Criteria

NAICS Discussion

Summary

Questions and Contacts

WELCOME

● The purpose of this conference is to help industry understand the

Government’s requirements and how to prepare proposals.

● Questions:

○ Please chat the question.

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

○ The deadline for submitting questions regarding the solicitation or this conference is Thursday, February 6, 2025 7:59AM EST.

DISCLAIMER

● These slides, this 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 including all terms and conditions.

○ 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 offerors prior to a task order award Notice to Proceed sent to the successful vendor. Task Orders will be solicited and awarded separately.

Introductions The Acquisition Team -

● Ryan Everly, National Elevator IDIQ Program Manager

● Jon Gallegos, Contracting Officer Representative

● Ericka Wilson, Contracting

● Tracy Parker, Contracting

● Theodore Bonwit, Contracting

Contract Overview

● Requirements

○ Elevator Modernizations

○ Not repairs and maintenance

● Contract Type

○ This Multiple Award IDIQ allows for Fixed Price (all types) contracts at the Task Order

(TO) level but may allow for circumstances for TOs to use a Time-and-Materials (T&M) or Labor-Hour (LH) Contract Line Item Numbers (CLINs)

○ Purpose of an IDIQ: streamline acquisition process

● Ordering Period

○ One (1) one-year base period and four (4) one-year option periods

● Dollar Value

○ Up to $1M

Statement of Work

● Scope is limited to modernization or replacement of GSA’s vertical transportation equipment.

● GSA has already awarded one set of IDIQs for Elevator modernizations for orders over $1Million that was unrestricted.

● This set of IDIQs for Elevator Modernizations is for orders up to $1M and is only for Small Businesses with experience in the modernization and installation of elevator systems.

DEFINITIONS

● National IDIQ

○ F.2 PLACES OF PERFORMANCE - For the purposes of this IDIQ, the places of performance are national which include eleven (11) GSA regions throughout the United States. Each region has a regional office and covers individual states. For more information or a map of the GSA regions, please refer to www.gsa.gov/about-us/gsa-regions.

Region 1 - New England - Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, Vermont - Regional Office: Boston

Region 2 - Northeast and Caribbean - Northern New Jersey, New York, Puerto Rico, U.S. Virgin Islands - Regional Office: New York City

Region 3 - Mid-Atlantic - Delaware, Maryland, Southern New Jersey, Pennsylvania, Virginia, West Virginia - Regional Office: Philadelphia

Region 4 - Southeast Sunbelt - Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee - Regional Office:

Atlanta

Region 5 - Great Lakes - Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin - Regional Office: Chicago

Region 6 - Heartland - Iowa, Kansas, Missouri, Nebraska - Regional Office:

Kansas City, Missouri

Region 7 - Greater Southwest - Arkansas, Louisiana, New Mexico, Oklahoma, Texas - Regional Office: Fort Worth

Region 8 - Rocky Mountain - Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming - Regional Office: Denver

Region 9 - Pacific Rim - Arizona, California, Hawaii, Nevada - Regional Office: San Francisco

Region 10 - Northwest/Arctic - Alaska, Idaho, Oregon, Washington - Regional Office: Seattle

Region 11 - National Capital - District of Columbia, Maryland, Virginia - Regional Office: Washington, DC http://www.gsa.gov/about-us/gsa-regions

Virgin Islands Puerto Rico

Hawaii American Samoa East Asia Guam

National Capital

Northeast & Caribbean

New England

Southeast Sunbelt

Great Lakes

Mid-Atlantic

The Heartland

Greater Southwest

Rocky Mountain

Northwest/ Artic

Pacific Rim

Alaska

GSA Regions

● Indefinite Delivery, Indefinite Quantity

Contracts (IDIQ)

○ IDIQ contracts provide for an indefinite quantity of services for a fixed time.

○ They are used when GSA can’t determine, above a specified minimum, the precise quantities of supplies or services that the government will require during the contract period.

○ IDIQs help streamline the contract process and speed service delivery.

IDIQ

TASK ORDER A TASK ORDER B

TASK ORDER C

…TASK ORDER X

Multiple Award IDIQs ensure that more than one company continues to have a fair opportunity to compete for task orders after the IDIQ is awarded

A task order (TO) is an order for services or goods placed against an established contract, such as an IDIQ.

● TOs specify the work to be performed, including the scope, period of performance, deliverables, and pricing.

● For each TO under the IDIQ, a regional Contracting Office shall send a request for proposal (RFP) to the contractor(s) who have bonding capacity in the state of performance.

○ The request will contain a detailed description of the tasks to be achieved, a schedule for completion of the task order, and deliverables to be provided by the contractor.

IDIQ

TASK ORDER A TASK ORDER B

TASK ORDER C

…TASK ORDER X

Multiple Award IDIQs ensure that more than one company continues to have a fair opportunity to compete for task orders after the IDIQ is awarded

General Summary of the RFP

● SB Nat Elevator MA/IDIQs

○ Regional Contracting Offices will use these IDIQ contracts to compete elevator modernization requirements to any vendor with bonding capability within the place of performance.

○ Only companies who have IDIQ contracts and bonding capacity in the state of performance will be eligible to compete for task orders.

○ Elevator Modernization projects up to $1M.

IDIQ

TASK ORDER A TASK ORDER B

TASK ORDER C

…TASK ORDER X

FIRST STEP: IDIQ competition and award

ONLY THEN: Regional offices can compete elevator modernizations up to $1M and award task orders

Overview of the Request for Proposal (RFP)

● Foundational Document is the RFP and Agreement

○ This solicitation document (along with its 12 attachments, any amendments, and your proposal minus any clarifications) becomes the contract award.

○ Understand and read this document 1st.

○ Go through the document again and then reference the links, attachments, provisions, and clauses.

NOTES:

Pages 4 & 5 are the SF1442, this is also used to acknowledge the amendments which should also be signed.

Section B speaks to pricing (also ref. Attachment 12) Sections C, D, E, F - general scope, conditions, ordering Sections G, H, I - payment, additional regulations Section J - attachments Sections K, L, M - how to propose https://drive.google.com/file/d/1N4ntDO5aC4rAh_CUE_DvbJcoW8p6wLwa/view?usp=drive_link https://drive.google.com/file/d/1N4ntDO5aC4rAh_CUE_DvbJcoW8p6wLwa/view?usp=drive_link

Overview of the RFP

● Section L of the RFP and agreement has the Instructions to follow when creating your proposal.

● Section M of the RFP and agreement has information on how parts of your proposal will be evaluated.

● Examples:

Requirement Proposal Must Govt Evaluating

Ability to meet safety codes (ref. C.1.1 and other areas)

1 Complete Google Form (ref. L.4.6, L.6.2, …) 2 Include a pdf file in proposal with OSHA 300 records (ref. L.6.2)

A safety record that demonstrates safe practices (ref. M.5.2.1)

Qualify as a Small Business under NAICS (ref. B.1, C.1, 1 Complete Reps & Certs (ref. L.5.2, Sec K, …) 2 Cover Page (ref. L.5.1.7, …) 3 Complete Google Form (ref. L…)

Qualification assessment (ref.

M.4 A)

Sufficient bonding (ref.

F.16, …)

1 Complete Google Form (ref. L.4.6, L.6.1, …) 2 Include a pdf file in proposal with proof of bonding capacity (ref. L.6.1)

Qualification assessment (ref.

M.4 C) https://forms.gle/G1hGXe47DX7aHQ3E9

Requirements for Proposals

● A completed Google Form submission from each vendor

● Volume 1 Cover Page & Responsibility Forms

● Cover Page

● Offeror Representations & Form, GSA Form 527 -

Contractor’s Qualifications & Financial Information, the signed SF 1442 with signed copies of any & all amend-ments, & Section K representations and certifications

● Volume 2 Technical and Past Performance Submissions

● Proof of Bonding Capability

● Safety Reports

● Mechanics Licenses

● Past Performance fully described in the Google Form ⇒

● Volume 3 Pricing Attachment

Project 1 Project 1 CUSTOMER Project 1 Contract Number Project 1 Award Date Project 1 Essential Completion Date Project 1 Total Contract Award Project 1 Description Project 1 Total Subcontracting Dollars Project 1 Total Subcontracting Percentage P&ject 1 Percentage of work self-performed (in contract dollars not schedule) Project 2 Project 2 CUSTOMER Project 2 Contract Number Project 2 Award Date Project 2 Essential Completion Date Project 2 Total Contract Award Project 2 Description Project 2 Total Subcontracting Dollars Project 2 Total Subcontracting Percentage Project 2 Percentage of work self-performed (in contract dollars not schedule) Project 3 Project 3 CUSTOMER Project 3 Contract Number Project 3 Award Date Project 3 Essential Completion Date Project 3 Total Contract Award Project 3 Description Project 3 Total Subcontracting Dollars Project 3 Total Subcontracting Percentage Project 3 Percentage of work self-performed (in contract dollars not schedule) Project 4 Project 4 CUSTOMER Project 4 Contract Number Project 4 Award Date Project 4 Essential Completion Date Project 4 Total Contract Award Project 4 Description Project 4 Total Subcontracting Dollars Project 4 Total Subcontracting Percentage Project 4 Percentage of work self-performed (in contract dollars not schedule) Project 5 Project 5 CUSTOMER Project 5 Contract Number Project 5 Award Date Project 5 Essential Completion Date Project 5 Total Contract Award Project 5 Description Project 5 Total Subcontracting Dollars Project 5 Total Subcontracting Percentage Project 5 Percentage of work self-performed (in contract dollars not schedule) Project 6 Project 6 CUSTOMER Project 6 Contract Number Project 6 Award Date Project 6 Essential Completion Date Project 6 Total Contract Award Project 6 Description Project 6 Total Subcontracting Dollars Project 6 Total Subcontracting Percentage Project 6 Percentage of work self-performed (in contract dollars not schedule) Project 7 Project 7 CUSTOMER Project 7 Contract Number Project 7 Award Date Project 7 Essential Completion Date Project 7 Total Contract Award Project 7 Description Project 7 Total Subcontracting Dollars Project 7 Total Subcontracting Percentage Project 7 Percentage of work self-performed (in contract dollars not schedule) Project 8 Project 8 CUSTOMER Project 8 Contract Number Project 8 Award Date Project 8 Essential Completion Date Project 8 Total Contract Award Project 8 Description Project 8 Total Subcontracting Dollars Project 8 Total Subcontracting Percentage Project 8 Percentage of work self-performed (in contract dollars not schedule) Project 9 Project 9 CUSTOMER Project 9 Contract Number Project 9 Award Date Project 9 Essential Completion Date Project 9 Total Contract Award Project 9 Description Project 9 Total Subcontracting Dollars Project 9 Total Subcontracting Percentage Project 9 Percentage of work self-performed (in contract dollars not schedule) Project 10 Project 10 CUSTOMER Project 10 Contract Number Project 10 Award Date Project 10 Essential Completion Date Project 10 Total Contract Award Project 10 Description Project 10 Total Subcontracting Dollars Project 10 Total Subcontracting Percentage Project 10 Percentage of work self-performed (in contract dollars not schedule) https://forms.gle/G1hGXe47DX7aHQ3E9 https://docs.google.com/spreadsheets/d/1KhG9WPmimFSK82AJTje17jRdeYsW0GRfZ_nWU9N5_Tw/edit?usp=drive_link

SF 1442

SF 30

https://www.gsa.gov/system/files/SF1442-22.pdf https://www.gsa.gov/system/files/SF30-16c.pdf

Method of Evaluation Criteria Phase Activity Description Initial Proposal Check In Filter responsive from non-responsive proposals

Step 1 Qualification Assessment Move proposals who meet qualifications into evaluation round Qualifications include firm is small business under NAICS 238290; firm capable of performing 80% of work; and firm meets bonding requirements in at least one state (bonding confirmed with a letter from the surety)

Step 2 Technical Acceptability Evaluation

Evaluate whether proposals meet acceptability requirements before assessing past performance and price Acceptability requirements include safety record; mechanic experience and licensure; and employee clearance capability

Step 3 Trade Off Evaluation Evaluate past performance and price and perform a tradeoff analysis Analysis will include past performance and price but also look at competition with regions when making best value determinations

Step 4 Responsibility Determinations

Before awarding each IDIQ contract, perform a responsibility determination Required for all federal government contracts

Step 3: Trade Off Evaluation - Summary Past Performance Adjectival Rating

Description - full descriptions in the solicitation

Unacceptable Contracts listed in the linked form or another search engine involve unsuccessful contracts in terms of performance, schedule, costs, safety, or other concerns.

Neutral Less than 2 elevator modernization projects per year for the last 5 years (Less than

10) and/or contracts do not fully answer the questions in the link.

(Mandatory fill ins in the linked form: Please put NA, today’s date, or some marker to denote the item cannot be filled in with valid information.)

Acceptable

(AMENDED)

10 - minimum 2 (over $250K) per year for 5 years.

Excellent

(AMENDED)

11+ successful contracts, minimum 2 (over $250K) per year for 5 years.

(Additional sheet must be emailed same time as other proposal attachments and in the same format and content as the 1st 10 contracts.)

● The non-price factor past performance is significantly more important than price.

● The ceiling prices submitted in response to Volume 3 will be evaluated in order to make a fair and reasonable determination.

○ Ceiling price definition - the maximum amount the government will pay

○ Task order proposals cannot include rates higher than the base IDIQ ceiling rates

NAICS Discussion

● GOAL - to increase use of Small Businesses whether through higher threshold or using employees vs $$

● ACTIONS TAKEN - took input from industry THEN met with leadership from

SBA regarding size standards. RESULT:

○ GSA must use the size standard that more closely aligns with the work.

○ Regarding manufacturing NAICS (such as 333921), GSA could have used that NAICS if our data illustrated that equipment costs were higher than the labor for the elevator modernizations.

● 238290 - Other Building Equipment Contractors ($22M)

DOCUMENTS - DOCUMENTS - DOCUMENTS

● SAM.gov announcements have dozens of attachments

○ All are important to the solicitation and contract award.

○ The document that looks like => is the document that you read first and last.

○ THIS document provides the template to your proposal.

● SECTION L - what your proposal should look like.

● SECTION M - how your proposal will be evaluated.

● NOTE: GSA is going to be using the entirety of the Agreement and its attachments before and after award.

TO SUMMARIZE - YOUR PROPOSALS

Questions and Contacts

● Questions due no later than Tomorrow morning, February 6, 2025 7:59AM

EST

● PROPOSALS due no later than Wednesday, February 19, 2025 7:59AM EST

● Follow the Proposal Submission Instructions

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

CONTRACTING OFFICE

● Theodore Bonwitt, Contract Specialist, theodore.bonwitt@gsa.gov

● Tracy Parker, Contracting Officer, tracy.parker@gsa.gov

● Ericka Wilson, Contracting Officer, ericka.wilson@gsa.gov mailto:leslie.mendez-guzman@gsa.gov mailto:tracy.parker@gsa.gov mailto:ericka.wilson@gsa.gov