MInutes 9 132 11.docx

PRE-PROPOSAL CONFERENCE MEETING MINUTES

GS-01P-11-BZ-C-0032

RECOVERY2009 STIMULUS PROJECT: Simplified Acquisition Construction Contract for TECOGEN CO-GENERATION UNIT ADVANCED METERING INSTALLATION WILLIAMS COAST GUARD BUILDING IN BOSTON, MA

September 12, 2011

OPENING

Kathleen Brock, the Contracting Officer with GSA introduced herself and the GSA COTR, Harold Hill Jr., Paul Disher and the Property Manager for this project, Nick Pace. She stated that this meeting was the Pre-Proposal meeting for the RECOVERY2009 STIMULUS PROJECT: Simplified Acquisition Construction Contract for TECOGEN CO-GENERATION UNIT ADVANCED METERING INSTALLATION WILLIAMS COAST GUARD BUILDING IN BOSTON, MA

The following GSA personnel were in attendance:

The purpose of this meeting is to gain a better understanding of the RFP requirements. A copy of the meeting minutes will be issued along with any forthcoming amendment(s).

CONTRACTORS: PLEASE SIGN THE “SIGN-IN SHEET” provided.

All discussions held today do not change the RFP. Discussions regarding proposals are provided as information only and do not authorize changes to either the RFP or the Statement of Work/Drawings. Only changes made by the issuance of an amendment are to be considered in preparing your proposal. IF YOU HAVE SPECIFIC QUESTIONS REGARDING THE PROJECT DRAWINGS OR SPECIFICATIONS, PLEASE PUT THEM IN WRITING.

SITE VISIT:

There will be a tour after this meeting. If you are unable to attend, a site visit may be arranged by contacting Nick Pace, Property Manager, (617) 223-8607; Cell: (617) 875-2073 or Harold Hill Jr., GSA Contracting Officer’s Technical Representative, (617) 565-5027 or 617-835-3423 (cell).

Cut-off Date:

No subsequent site visitation will be permitted after September 16, 2011.

ACCESSING DOCUMENTS

Uploaded on the Federal Business Opportunities (FedBizOpps) website http://www.fbo.gov are the sections of the RFP which include:

Solicitation & Agreement Statement of Work Specifications & Guides Bid Submittal Forms

No copies of the project documents will be sent to requestors by e-mail or other electronic means.

Pre-Bid Conference minutes will be posted on FedBizOpps at http://www.fbo.gov. Along with the minutes, the sign-in sheet will be posted.

SECURING DOCUMENTS

It is the responsibility of the contractors (or subcontractors) to safeguard any downloaded Government files.

On the Cover page, entitled, “SPECIFICATIONS AND AGREEMENT FORMS” there is the following statement:

PROPERTY OF THE UNITED STATES GOVERNMENT. COPYING, DISSEMINATION, OR DISTRIBUTION OF THESE DRAWINGS, PLANS, OR SPECIFICATIONS TO UNAUTHORIZED PERSONS IS PROHIBITED. Do not remove this notice. Properly Destroy Documents when no longer needed.

On each page of the Specifications and Drawings there is the following statement:

PROPERTY OF THE U.S. GOVERNMENT – FOR OFFICIAL USE ONLY. Do not remove this notice. Properly Destroy Documents when no longer needed.

WORK CONDITIONS/SITE REQUIREMENTS

On-Site Working Hours:

The working hours are listed as 6:00 AM to 6:00 PM Monday through Friday unless otherwise authorized by the Contracting Officer.

The contractor’s general working hours will be Monday through Friday between 6:00 A.M. and 6 P.M. This building is a US Coast Guard Facility with multiple activities occurring on a daily basis that may restrict construction noise. Any work that will cause significant noise and will disrupt the work of the building tenants shall be scheduled in coordination with the Building Manager. Unless otherwise authorized by the Contracting Officer at a minimum; all work associated with any work that interrupts building utility service must be performed after the building’s normal hours of operation (6:00 AM – 6:00 PM) or at a time coordinated with the Building Manager.

Utility interruptions must be scheduled a minimum of two weeks in advance and must be at a time and date acceptable to the Government. The contractor must obtain and provide for all required permits, and licenses required in the execution of work by all authorities.

The contractor’s employees may park onsite but there may only be limited parking space available. Any cars that do not fit within any area designated must be parked offsite.

CLAUSES/PROVISIONS/BIDDING INFO

Most of the construction contract clauses have been incorporated by reference. Particular attention should be given to the following:

FAR Clause 52.228-1, Bid Guarantee (page 5 of Solicitation) which reads:

A Bid Guarantee is required with a bid in excess of $25,000. The Bid Guarantee shall be in the amount of 20% of the bid price or $3 million, whichever is less.

FAR Clause 52.228-15, Performance and Payment Bonds-Construction upon award are required as follows:

Performance Bond and Payment Bond are 100% each

FAR Clause 52.211-10 Commencement, Prosecution and Completion of Work states:

The contractor shall be required to:

1. Commence work under this contract within 14 calendar days after the contractor receives notice to proceed,

1. Prosecute the work diligently, and complete the entire work ready for use not later than 30 calendar days after the Contractor receives notice to proceed. The time stated for completion shall include final cleanup of the premises. (Amendment possible)

1. PLEASE NOTE THAT THE PERIOD OF PERFORMANCE (30 CALENDAR DAYS) INCLUDES OBTAINING SECURITY CLEARANCES

As guidance to offerors regarding questions to GSA:

REQUESTS FOR CLARIFICATION OR INTERPRETATION

The Government will attempt to answer all requests for clarifications or interpretations of the Solicitation Documents prior to the date set for receipt of offers, but will not warrant that all such requests will be answered within 3 calendar days. Therefore, prospective Offerors should make such requests not less than 3 calendar days prior to the date set for receipt of offers. Requests for clarifications or interpretations of the Solicitation Documents made after this date may not be answered.

“Any prospective bidder desiring an explanation or interpretation of the solicitation, drawings, specifications, etc. must request in writing soon enough to allow a reply to reach all prospective bidders before the submission of their bids. Oral explanations or instructions given before the award of the contract will not be binding. Any information given to a prospective bidder concerning a solicitation will be furnished promptly to all bidders as an amendment of the solicitation, if that information is necessary in submitting their bids, or if the lack of it would be prejudicial to any other bidder.” FAR 52.214-6

SECURITY CLEARANCES—Refer to new requirements using e-QUIP. The Contractor is required to produce clearance documents within 10 days after award. It takes approximately 30 days from receipt of properly filled out paperwork for clearances to go through. All Contractor/subcontractor employees will be required to have full clearances prior to performing work onsite.

WAGES: Volume 1 of the Solicitation contains the reference to the current Davis Bacon Wage Decision. These are included in this Volume of the Solicitation.

This procurement is solicited only to Service Disabled Veteran Owned Small Businesses.

EVALUATION AND BASIS OF AWARD

See Solicitation: See pages 6-7 and page 17. Award will be made to the responsible bidder whose offer conforming to the Solicitation will be most advantageous to the Government, Total Evaluated Price and other factors considered (best value).

Proposal submission:

Price Proposal on SF 1442 – Solicitation, Offer and Award Form – in Triplicate [Cost Breakdown of proposal with Subcontractor Price Quotes]. Make sure this is signed by a principal of the firm and all amendments are acknowledged by signature on the appropriate amendment form (SF30).

Technical proposal

Representations and Certifications

SF 24 – BID BOND or Guarantee

GSA Form 527 Contractor’s Financial Information – All four pages must be filled out

Contractor Past Performance Questionnaire— to be filled out by references

REPRESENTATION AND CERTIFICATIONS:– Offerors submitting a proposal in response to this Solicitation shall submit with their proposal a completed set of Representations and Certifications (Volume 3 of this Solicitation). The Offeror shall complete electronic annual representations and certifications at http://orca.bpn.gov in conjunction with required registration in the Central Contractor Registration (CCR) database. The information in “Orca” should be updated, if you have not already done so.

See FAR Clause 52.212-3 Offeror’s Representations and Certifications,.

DUE DATE:

The proposal due date is September 22, 2011 (Thursday) at 2:00 P.M. EST. The mailing address for receipt of proposals is listed on the cover of the Solicitation. Original and three copies of the proposals (4 copies in all) must be received by the Contracting Officer by 2:00PM where they will be date stamped by the Office Staff.

Offers sent by United States Mail shall be deemed timely if delivered to the address of the office designated for receipt of offers on or before the date established for receipt of offers.

E-mail submission of bid proposals is acceptable.

PROHIBITION AGAINST SUBMISSION THROUGH FACSIMILE EQUIPMENT:

This solicitation DOES NOT authorize the transmittal of bids, modifications, or withdrawals of bids through facsimile equipment. This prohibition against facsimile transfer refers to messages transmitted via facsimile equipment directly to a GSA office or facility. It does not include messages sent to commercial carriers for delivery to the office designated for receipt of bids.

If the proposal due date is to be extended, an amendment will be issued stating the new date and time. NOTE: The building where the bid is to be delivered has security screening. Offerors should check with their carrier to see if this will cause any delays in delivery. Proposals delivered late due to the security screening process will be considered late and may not be considered for award.

AMENDMENTs

If there are any Amendments, they will be posted on FedBizOpps. Any document security sensitive information in the amendment will be posted on FedBizOpps as part of the secure package accessible solely through explicit permission.

QUESTIONS AND ANSWERS

Questions and Answers will be posted on the open access section of FedBizOpps unless they involve sensitive information – in that case Q&A will be posted as a separate document on FedBizOpps in the secure access section. Access to the Q&A can then be obtained by all contractors with explicit access from the Contract Specialist. This document will be updated and reposted as necessary.

TECHNICAL SUMMARY BY HAROLD HILL and PAUL DISHER

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 Kathleen Brock via fax (617) 565-8283 or e-mail to kathleen.brock@gsa.gov . Please copy harold.hilljr@gsa.gov on ALL QUESTIONS.

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