Pre-Proposal Script.doc

PRE-PROPOSAL MEETING

Solicitation No. GS-01P-08-BW-D-0025

PERFORMANCE–BASED MECHANICAL MAINTENANCE SERVICES

J.C. Cleveland Federal Building & W. B. Rudman Courthouse, Concord, NH Good morning. Welcome to the Pre-Proposal Meeting for Mechanical Maintenance Services at J.C. Cleveland Federal Building & W. B. Rudman U. S. Courthouse, Concord, NH. The RFP for this project is GS-01P-08-BW-D-0025. The term for this procurement will be a Base, 3-year period with two, 1-year option periods. The contract will commence on or about August 1, 2008. The solicitation is available for download at the Government’s Point of Entry, at http://www.fedbizopps.gov. RFP’s are due April 8, 2008 @ 2:00 PM, at the General Services Administration, GSA Public Buildings Service-1PK, Attn: Robert Toto, Room 985, 10 Causeway St., Boston, MA 02222-1077. This solicitation is a 100% Set-Aside for Small Businesses.

My name is Robert Toto, Contract Specialist, General Services Administration, Public Buildings Service, New England Region, North, in Boston, Massachusetts. I am the Contract Specialist for this project. I would like to introduce other GSA personnel here today:

Donna Maffeo, Contracting Officer

John Rettig, Property Manager, Concord, NH

Randy Shaw, Building Management Specialist

John Sarnoski, Contract Specialist Bob Wright, Building Management Specialist

As stated in the solicitation , the purpose of this Pre-Proposal Conference is to provide a briefing on the contracting concept, the scope of work, and the specifications, so that bidders can ascertain the complexities of the services to be performed which would materially affect the conduct of operations or cost thereof. A copy of the meeting minutes will be issued along with any forthcoming amendments(s).

All discussions held today do not change the Solicitation. Any questions and answers published are provided as information only and do not authorize changes to the solicitation. Only changes made by the issuance of an amendment are to be considered in preparing your proposal.

Attendance at this conference is vital to the preparation of a competitive, cost effective, and accurate proposal in accordance with the proposal schedule and unit price sheet. It will enable the contractor to become acquainted with the areas to be serviced, and to be aware of the specific problem areas which require special attention. Failure to attend this meeting may not be used as an excuse for omission or miscalculation in offers. An official tour of the buildings will be conducted after the Pre-Proposal conference.

DESCRIPTION OF WORK:

The Contractor shall be fully responsible for the management, customer service, mechanical operations & maintenance, incidental repairs, minor repairs, quality control, value engineering and other related services listed in the solicitation. The contractor shall provide all management, supervision, labor, manufacturer’s certified subcontractors, other subcontractors, supplies and equipment and shall plan, schedule, coordinate and assure effective completion of all services described herein.

INDEFINITE-DELIVERY, INDEFINITE QUANTITY (IDIQ) CONTRACT:

· This procurement is considered an Indefinite-Delivery, Indefinite Quantity (IDIQ) contract. It allows for fixed-price line items (monthly services), along with the ability to order additional services at various quantities throughout the contract term. There is a minimum guarantee under this contract in the amount of $1,000.00 for the base year. With award of the Base Contract, the first Task Order will be issued will include all the priced line items accepted. Separate Task Orders will be issued throughout the contract period for additional services, options and escalations.

· Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.” Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued.

CONTRACT CLAUSES, TERMS & CONDITIONS:

This is a commercial item RFP, therefore please note and be familiar with the following:

· SF 1449 (See Pages 5-8)

· This Procurement is 100% Small Business Set-Aside

· The Small Business Standard is $13.0 M (See Amendment)

· The NAICS Code is 238220

· FAR Clause 52.212-4 Contract Terms and Conditions-Commercial Items (Feb 2007) (See Page CC-1)

· FAR 52.219-14 Limitation on Subcontracting (Dec 1996) (See Page CC-11), which reads in part, “b) By submission of an offer and execution of a contract, the Offeror/Contractor agrees that in performance of the contract in the case of a contract for—

(1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

· Document Security (See Pages CC-4 through CC-10) The Equipment Inventory list contains sensitive but unclassified (SBU) information. Therefore the location of the equipment was removed for posting purposes. The successful contractor will be provided a complete copy of the Equipment Inventory list at award, once they have signed the Document Security Notice to Prospective Bidders/Offerors. The contractor will be required to follow the procedures in the Document Security Notice when disseminating any SBU building information during the term of the contract.

· FAR 52.222-43 (Nov 2006) (See Page CC-12) Fair Labor Standards Act and Services Contract Act-Price Adjustment (Multiple Year and Option Contracts). Labor costs will be escalated annually.

· Security Requirements and Personal Identity Verification Procedures (See Page CC-4 through CC-9). General discussion talked about new security requirements.

· Contractor Performance Evaluation System (CPS) (See Page CC-3)

· Department of Labor Wage Determination (See Pages W-1 thru W-10)

PERFORMANCE-BASED, COMMERCIAL SERVICE PROCUREMENT:

Mechanical Maintenance Services Statement of Work (See Pages M1-M-12) This is a performance-based, commercial service acquisition Request For Proposal (RFP) for Mechanical Maintenance Services. Performance-based means the offeror proposes its plan to schedule workload to meet the contract requirements. (See FAR 37.101). This procurement also includes a Quality Assurance Surveillance Plan (QASP). The QASP list expectations of the quality of the work. (See page M-8)

NOTE: Please be advised that the Statement of Work has been completely rewritten since the prior contract. Contractors and all key staff must become familiar with the Statement of Work.

Please review and familiarize yourself with the Statement of Work. Please note the following:

· Pages M-2, Paragraph C.

NOTE: Required work during other than Standard Building Occupancy Hours.

· Page M-2; Paragraph D, Communication Requirements. Please note that this requirement includes a computer with email access.

· Pages M-3, Paragraph E, Qualifications. Licenses/Certifications: All personnel, including subcontractor employees, must be licensed or certified in those trades, crafts, or professions as required by Federal, State or local authorities. A copy of each employee’s licenses or certifications shall be furnished to the COTR/Property Manager prior to the employee commencing work under this contract. Submit draft plan with proposal.

· Page M-4; Paragraph A. Ongoing Services. NOTE: Response Times.

· Pages M-5, Paragraph B, Scheduled Services. Water treatment personnel MUST be certified. Note: Critical equipment requiring use of manufacturer or personnel certified by the manufacturer for the testing or treatment.

· Pages M-7 and M-8, Paragraph C., sub-paragraph b, Unscheduled Services, Incidental Repairs. The cost for all Incidental Repairs must be included in the monthly base price. The Incidental Repair threshold is Not Exceeding $2,000.00. Minor Repairs: $2,000.01 - $25,000.00, Alterations: Not Exceeding $2,000.00.

· Page M-8, Utility Hours.

· Pages M-10 through M-12, Table of Minor Repairs/Minor Alterations/Off-Hours Service/Emergency Call-Back, lists the expected performance standards.

· Quality Assurance Surveillance Plan (QASP) – New (See Page M-8 & M-9)

· Pages ME-1 through ME-174, Exhibit M-1, Equipment Inventory of J. C. Cleveland & W.B. Rudman Buildings. NOTE: The Equipment Location was intentionally deleted due to Document Security requirements.

· Pages M-14 through M-17, Exhibit M-3a, M-3b and M-3c, Reporting Requirements. All submittals listed shall be sent to the COTR within the timeframes listed.

· Pages M-19 through M-20, Exhibit M-5, Safety & Environmental Management, Exhibit M-6 Page M-25 & M-25, Asbestos Control.

Instructions to Offerors:

· Pages P-1 through P-4 include the instructions on submissions of proposals.

Note: Please carefully review for specific submission requirements.

The mailing address for receipt of proposals is listed on the front cover of the solicitation and also on the SF1449 (block 9). (Error on Original Posting; Correct address is the General Services Administration, GSA Public Buildings Service-1PK, Attn: Robert Toto, Room 985, 10 Causeway St., Boston, MA 02222-1077.

· Proposal is due Tuesday, April 8, 2008, 2:00 p.m. local time.

Evaluation of Offerors:

· Page P-4 Evaluation and Basis of Award the factors that the offeror will be evaluated on are:

Price

Experience and Past Performance

Management Performance Plan (See Amendment)

Draft of Quality Control Plan

Pricing

· Line items are established for a monthly price for each building Mechanical.

· Minor Repair Services, Minor Alteration Services, Off-Hour Services, Emergency Call-Back Services.

· Review the exhibits for information on how each impacts your pricing decisions.

· Make sure a price is provided for every line item, including option periods. The Unit Price column should be filled out, leaving the Amount column blank.

Representations and Certification

Page P-6 through P-14, check appropriate sections.

AMENDMENTS:

An Amendment will be forthcoming with miscellaneous changes. It will be posted on FedBizOpps. Contractors are encouraged to monitor FEDBIZOPPS to receive Question & Answer responses and Amendments posted on FEDBIZOPPS.

QUESTIONS AND ANSWERS:

Questions and Answers will be answered in writing and posted as a separate document on Fedbizopps. This document will be updated and reposted as necessary. This includes questions asked at the Pre-Proposal Meeting. Please submit any questions by April 1, 2008.

SITE VISITS:

Additional tours may also be scheduled by John Rettig, Property Manager, telephone number (603) 225-1615.

CLOSING:

Please remember that nothing stated here today would bind the government unless it is incorporated into the solicitation by a written amendment.

All questions should be sent to Robert Toto via e-mail to http://robert.toto@gsa.gov.

Thank you all for coming. If you have not already done so, please make sure that you sign-in.

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