Questions and Answers 2024 05 02.pdf

47PM1124R0011

National Elevator IDIQ and Task Orders

Pre-Proposal Conference Minutes and Questions & Answers as of May 2, 2024

The goal of the preproposal conference, held on 30 April 2024, 10:00 to 10:45am, was to increase dialogue between GSA and industry on the nature of the solicitation and the work to be performed. The intent of establishing this Indefinite Delivery Indefinite Quantity (IDIQ) contract is to establish a contract directly with the primary contractors that perform the majority of the elevator modernization work. This IDIQ will minimize risk to elevator modernization projects, prime contractors, and GSA. This IDIQ allows for GSA and prime contractors to directly address project concerns and issues efficiently, reduce additional overhead and management costs for both contractors and Government, and foster innovative and long-term contractual solutions with the elevator modernization industry.

The questions from the preproposal conference and the questions that have been submitted from the solicitation link are below. Please review these questions and answers as well as the questions and answers submitted during the draft request for proposal to avoid duplication or repeated questions.

QUESTION DISCUSSION

1 Will the preproposal slide presentation be issued to everyone?

It is currently on SAM.gov and emailed to the conference attendees.

2 Would GSA expect design documents as part of the submittal package? The initial task orders projects?

Each task order will be different, but the two initial task orders will not require design documents as defined in Section L.11 and Section 12.

3 Section M.4 – Small Business Plan. Please define the specific goals (in percentages) for using small business, veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business and women-owned small business concerns as subcontractors.

GSA's research demonstrated that the level of electrical, design, historian, and other work may account for up to 20 percent of subcontracted work. The solicitation and resultant contract mandates that this subcontracted work must go to small business concerns primarily. Specifically, at least 15%, not of all subcontracts but, of the total task order dollars awarded to the prime must be subcontracted to a small business concern.

4 Section M.5.1. Please confirm that either of the two members of a joint venture may submit the required projects to be evaluated for this section.

Solicitation section M.4 states that the go/no go initial qualifications include, but are not limited to, "capable of performing 80 percent of the work..." This language is reflected in other parts of the solicitation, including the statement of work, clauses, etc. The prime contractor that will be listed in GSA's contracting and financial system must satisfy the solicitation requirements.

5 Will photos be allowed to be taken by the contractor at the site visits? If not we request that the government take photos at the request of the contractor.

Photos are permitted.

6 With the Memorial Day Holiday weekend, please provide an additional 3 day bid due date extension to allow vendors to finalize pricing. A bid due date of 8am the day directly after the holiday weekend may negatively impact vendor's availability to submit responses.

The solicitation will be amended and extended until June 6, 2024 at 11:59pm EST.

7 It was mentioned during the virtual pre-bid meeting that task order submittals will be required to be submitted with the bid packages for the seed projects. Please clarify exactly what “submittal” documents are required to be included (aside from what is listed within the solicitation documents).

The terminology of submissions and submittals was interchanged inappropriately on the pre-proposal slides. The only submissions required are those listed in Section L of the solicitation. No drawings, designs, or task order type submittals are required unless specifically stated Section L of the solicitation.

8 Please confirm that the offeror will not be bound to the IDIQ Vendor pricing sheet on a task order basis and that it is for price evaluation purposes only.

The IDIQ pricing sheet is for price evaluation purposes for the IDIQ base award.

9 Solicitation - Section F.2.1 - will firms be able to set up a regional office once awarded the task order or is this regional office a prerequisite requirement?

Solicitation Section, "F.2.1 Prime Contractors shall have a physical location within 200 miles of any Task Order work performed. This location may be acquired or designated upon successful award of a Task Order. This location shall serve as storage of materials, supplies, equipment, and/or space for personnel needs, as required for successful project completion."

10 Solicitation - Section F.2.1 can one of the JV partners have an office in each location does the requirements apply to both partners?

Solicitation Section F.2.1 applies to the prime contractors in the Joint Venture.

11 Due to the nature of Design-Build projects and the large amount of auxiliary "Building Related Work (HVAC, Plumbing, Electrical, Fire Alarm, Security, Architectural, Structural, etc." associated with elevator modernizations, we request reducing the self-performance requirement from 80% to 60%. Please note that on complex projects like the two seed projects, often the design-build contractor is not the elevator contractor and is rather a general contractor.

Furthermore, in instances where the project involves a historical building or major modifications to life safety and power distribution, it has been the contractors experience that the project would include more specialized trades than a typical elevator modernization.

Understood. The government team has determined this percentage to be fair, reasonable, and in line with our requirements.

12 Is the intent to award the seed projects, or will the proposals only be evaluating pricing for these two projects?

The initial task orders are not being used to assess the Base IDIQ solicitation. The two initial task orders are existing requirements.

13 Will both seed task order projects be awarded to the same contractor?

Although the initial two task orders can potentially be awarded to the same contractor, each task order evaluation will be conducted independently.

14 Given the size and scope of the two seed task order projects, we recommend that two site visits are provided for each location, allowing access to every machine room, elevator hoistway, elevator pit, electrical vaults, and fire alarm rooms.

Although two site visits will not be provided, there will be access to every machine room, elevator hoistway, elevator pit, electrical vaults, and fire alarm rooms.

15 Why are the bonding requirements and the past performance requirements higher than what some of us

Vertical transportation within the GSA inventory needs modernization or replacement. The size and magnitude of the have seen in the past? projects has influenced this decision. Some locations currently have multiple elevators needing modernizations. Some projects will not be phased, because they have larger quantities of elevator modernization requirements.

16 Can you clarify how to handle additional questions? There is a link for question provided in Section L.5 of the solicitation. This link can be used for each question sent.

17 Must contractors compete for the Indefinite Delivery Indefinite Quantity (IDIQ) and both task orders, or can contractors compete for just the IDIQ award?

Offerors must submit six volumes in response to the solicitation.

Per the solicitation, sections L.11 and L.12, “Each offeror must submit a Task Order proposal in accordance with the instructions in this Solicitation for both initial task orders, unless the offeror is designated as a Small Business under NAICS 238290 and has bonding limitations. Small Businesses may submit an offer to one or both projects but must submit at least one proposal for the initial task orders solicited with the IDIQ solicitation.”

18 Will maintenance be conducted on elevators that are adjacent or in the same machine room?

Please reference F.17.6 of the solicitation/contract which provides a general understanding or baseline of GSA’s warranty and maintenance during performance and warranty requirements.

However, individual task orders will define what maintenance is required during modernizations and what maintenance is provided under the terms and conditions of the warranty proposed.

19 Would there be a maintenance period after the completion of work as well?

Please reference F.17.6 of the solicitation/contract which provides a general understanding or baseline of GSA’s warranty and maintenance during performance and warranty requirements.

However, individual task orders will define what maintenance is required during modernizations and what maintenance is provided under the terms and conditions of the warranty proposed. There may be exemptions for individual regions, but the work would be awarded separately from this IDIQ.

20 Are there Maintenance Terms and Conditions the suppliers will be held to during the modernization project in the IDIQ?

Please reference F.17.6 of the solicitation/contract which provides a general understanding or baseline of GSA’s warranty and maintenance during performance and warranty requirements.

However, individual task orders will define what maintenance is required during modernizations and what maintenance is provided under the terms and conditions of the warranty proposed.

21 Will the current maintenance contractor step aside for the Elevator Modernization Contractor to maintain all the elevators

The primary concern is not having two contractors in the same machine room. Where buildings have one machine room, there may be a different arrangement than when buildings have two machine rooms which are on separate ends of large complexes. In complex environments, the transition may be phased.

22 Will there be an amendment soon? There will be a solicitation amendment in the next week to officially extend the request for proposals to June 6, 2024 at 11:59pm and

(1) to amend the Housing and Urban Development (HUD Task Order (TO) Statement Of Work (SOW) to include language that expands on the warranty period requirements - “10 H 02 rev 1 HUD Elevator Modernization DB SOW 2024 05 02.pdf” (currently attached to this notice);

(2) to amend the HUD TO Attachment “10 H 01A rev1 - Additional Task Order Provisions and Clauses.pdf” (currently attached to this notice) to add the applicable Wage Determination clause associated with Housing and Urban Development Task Order Attachment;

(3) to amend the Lafayette TO SOW to include language that expands on the warranty period requirements and ensures that offerors price managing the care of all building elevators during the modernization period (updated SOW to be attached to the upcoming amendment);

(4) to amend the Lafayette TO CLIN 0001 in attachment “0 SF-18 Lafayette Elevator” to clarify the base price, CLIN 0001 includes managing the care of all building elevators during the modernization period (updated SF-18 to be attached to the upcoming amendment); and

(5) to amend the Lafayette TO to add an additional clauses document to include the Liquidated Damages Clause and Wage Determination clause associated with the Lafayette TO (updated attachment to be attached to the upcoming amendment).

To clarify, any maintenance during modernization is not necessary for the Housing and Urban Development Task Order as each machine room will be taken out of service until substantial completion of each phase.

These questions and any updates as well as the preproposal conference slides will also be added as attachments to the formal solicitation amendment to be updated in SAM.gov in the next few business days.