Preproposal Minutes 5.15.12.pdf

GS-01P-12-BW-D-0023

PRE-PROPOSAL MEETING MINUTES

RFP GS-01P-12-BW-D-0050

PERFORMANCE BASED

JANITORIAL AND MECHANICAL MAINTENANCE SERVICES AT 9 LAND PORTS

OF ENTRY (LPOE) THROUGHOUT NORTHERN MAINE

The pre-proposal meeting was held at 10:00 AM on Tuesday, May 15, 2012. All parties met at the Calais New Bridge LPOE, Calais, ME.

Agenda

Introductions

Ground Rules

Proposal Process Overview

Evaluation Criteria

Project Scope Overview and Prospective Contract Requirements

Conclusion

Welcome and Introductions

John Sarnoski, Contract Specialist (Via telephone) Donna Maffeo, Contracting Officer Ann Goodrige, Supervisory Property Manager Ron Spearin, Property Manager (Group A) Carl Dodge, Property Manager (Group B) Randy Shaw, Building Management Specialist Joel Dunbar, Facilities Management Specialist

Ground rules

No statements, remarks or explanations made by a Government representative during this pre-proposal conference nor the minutes furnished to offerors can change the written provisions of the Request for Proposal (RFP).

Terms and conditions of the solicitation remain unchanged unless an amendment is issued which incorporates any possible changes discussed or alluded to during today’s pre-proposal conference. All amendments will be posted on FedBizOpps (www.fedbizopps.gov). Make sure to check FedBizOpps before submitting an offer.

All questions, whether technical or administrative, must be submitted in writing to John Sarnoski, john.sarnoski@gsa.gov with a copy to Donna Maffeo, donna.maffeo@gsa.gov. All questions and answers will be published in FedBizOpps.

mailto:robert.budlong@gsa.gov mailto:donna.maffeo@gsa.gov

Proposal Process Overview

Source Selection (FAR 15.3) negotiation procedures are being utilized and an offeror will be selected based on the best value to the Government.

The due date for receipt of proposals is 08 June 2012 at 1:00 PM EDT.

Faxed or electronically submitted proposals are NOT acceptable. Each Offeror assumes full responsibility for ensuring that its proposal is received on or before the specified date and time. Proposals shall be good for a period of ninety (90) calendar days.

Proposals must be received by the date and time state in the solicitation, or amendment, at the Thomas P. O'Neil Federal Building, 10 Causeway Street, Boston, MA 02222 (Attn: John Sarnoski).

This procurement is a 100% Small Business set-aside. The NAICS Code is 561210 (Facilities Support Services). The Small Business Standard Size is $35.5 million.

Period of Performance and Options: The Period of Performance is for a base 1 year period with four 1 year Option Periods.

Site Visits: A site visit of the Calais sites plus Vanceboro will be conducted immediately following this meeting. Site visits at the Van Buren sites, Madawaska and Ft. Kent will be conducted tomorrow, 16 May 2012. Site visits at St.

Pamphile and Estcourt stations will be held on Thursday, 17 May 2012 if required. If additional site visits are requested and scheduled, a notice will be posted in FEDBIZOPPS to notify all who may wish to attend.

CPARS forms for Past Performance. Make sure the evaluator includes a narrative in block 20. Forms must be received by the proposal due date and must be submitted directly by the evaluator. Any forms received late will be disallowed.

Forms will be distributed with amendment.

This solicitation requires offerors to submit two separate packages with their proposal. Submit an original with 5 copies plus on complete copy on CD.

1. Price and Business Proposal.

2. Technical Proposal.

NOTE: This solicitation consists of 2 bid Groups. You may bid either or both of the Groups but you must bid all items within a Group.

Section K, 552.203-72: Provision is a new Representation attached to Section

K. It is not part of ORCA. It must be filled out and submitted with your proposal.

The final date for the submission of questions is May 25, 2012.

Evaluation Criteria

The evaluation Criteria that will be considered are Past Performance, Experience, Management Plan, Environmental Considerations Plan and Price.

Technical Factors are listed in descending order of importance. All evaluation factors other than cost or price, when combined, are approximately equal to price.

The importance of price should not be minimized since as technical proposals become more equal in merit, the total evaluated price becomes more important.

Contractor Teaming Arrangements: If you are planning to propose as a Joint Venture or Teaming Agreement be sure to review the requirements of Section L for specific information that must be provided.

Award of the contract shall be based upon the best value to the government considering all stated criteria. Award may be made of the entire requirement or by Group.

FAR Clause 52.212-1 (Incorporated by reference) Please review this clause. The Government reserves the right to award without discussions, so provide the best possible initial proposal.

Section M has the pricing line items that will be part of the Price Evaluation.

Please note that there are Above Standard services which have estimated quantities for those services. Those will be used to calculate offeror's total evaluated price.

Options: Offerors are reminded of the evaluation of Options as per the notice in the solicitation. The total evaluated price of the offer will be the combined total of the Base Contract year, plus Option years 1, 2, 3 and 4.

Project Scope Overview and Prospective Contract Requirements

Note: Please note that the entire solicitation and PSOW have changed significantly from prior contracts.

This is a performance-based, commercial item acquisition for janitorial and mechanical maintenance services. Performance based means the offeror proposes its plan to schedule workload to meet the contract requirements. The contractor is responsible for establishing its requirements to meet all contractual obligations. (See FAR Part 37.101 for a formal definition of Performance-Based contracts.)

Section C, Performance Scope of Work

Section C.I thru C.VII – Review Guiding Principles for Sustainable Buildings

Subsection C.3.1 – Requires startup services and commissioning support at New Van Buren site.

Subsection C.13 Janitorial Standard Services. There are above standard services also called out which are separately priced.

Subsection C.14.14.1, Maintenance Standards. Please review and understand the role of OEM Standards and RS Means Standards in the performance of the contract.

Subsection C.14.20, Repairs. This section defines reimbursable and non-reimbursable repairs as well as establishing the shared liability methodology for reimbursable repairs.

Subsection H.15, Personnel Qualifications. This section includes minimum standards and licensing requirements for employees from PM to technician.

HSPD-12 - “Policy for a Common Identification Standard for Federal Employees and Contractors” (the Directive). The Directive requires GSA to conduct background investigations and adjudicate the results for all contract employees requiring routine unescorted access to Federally-controlled facilities. This includes E-QIP (Electronic Questionnaires for Investigations Processing) requirements that contractors will have to comply with.

Section J, Exhibits:

Exhibit J.1: Indoor Firing Range Cleaning Requirements (GROUP A Calais) Exhibit J.3: Quality Assurance Surveillance Plan.

Exhibit J.4: Building Information Sheets Exhibit J.6: Schedule of Deliverables (Data) Exhibit J.7: Equipment Inventory List Exhibit J. 9: Pricing Exhibit for Snow Removal Exhibit J.11: DOL Wage Determination

Special attention is drawn to Exhibit J.9, Pricing Exhibit for Snow Services, because it provides a mechanism for adjusting the snow removal price at the end of each season.

Conclusion

The final submission date for questions is May 25, 2012. Questions must be submitted via email to john.sarnoski@gsa.gov.

Proposals are due by 1:00 P.M. EST on June 08, 2012. Note- It is the Contractor's responsibility to ensure all Past Performance responses are received by due date.

The projected start date is September 1, 2012.

Meeting was adjourned and walk through was started.