Preproposal_Minutes_3.12.2013.pdf

GS-01P-13-BW-D-0008

PRE-PROPOSAL MEETING MINUTES

RFP GS-01P-13-BW-D-0008

PERFORMANCE BASED

MECHANICAL MAINTENANCE AND REPAIR SERVICES FOR J.C. CLEVELAND

AND W.B. RUDMAN FEDERAL BUILDINGS CONCORD, NH

The pre-proposal meeting was held at 10:00 AM on Tuesday, March 12, 2013. All parties met at the J.C.Cleveland Federal Building in Concord, NH in room 3124.

Agenda

Introductions Ground Rules Proposal Process Overview Evaluation Criteria Project Scope Overview and Prospective Contract Requirements Conclusion

Welcome and Introductions

John Sarnoski, Contracting Officer Brian Fuller, Supervisory Property Manager Charlie Dockham, Property Manager at Cleveland/Rudman complex

Ground rules

No statements, remarks or explanations made by a Government representative during neither 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 . All questions and answers will be published in FedBizOpps.

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 April 2, 2013 at 2:00 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 at a minimum.

Proposals must be received by the date and time state in the solicitation, or amendment, at the Thomas P. O'Neill Federal Building, 10 Causeway Street, Boston, MA 02222 and should be addressed as follows:

GENERAL SERVICES ADMINISTRATION

NORTH SERVICE CENTER, 1PSA

10 CAUSEWAY STREET, ROOM 1100

BOSTON, MA 02222-1077

ATTN: JOHN SARNOSKI

This procurement is a 100% set aside for Small Business. The NAICS Code is 238220 (Plumbing, Heating, AC). The Small Business Standard Size is $14 million.

Period of Performance and Options: The Period of Performance for both buildings is 08/01/2013 thru 07/31/2014 with 4 one year options to continue service.

Site Visits: A site visit of both buildings will be conducted immediately following this meeting. If additional site visits are requested and scheduled, a notice will be posted in FEDBIZOPPS to notify all who may wish to attend.

This solicitation requires offerors to submit two separate volumes with their proposal. Submit an original with 5 copies plus one complete copy of the two separate volumes on a CD.

1. Price and Business Proposal.

2. Technical Proposal.

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 March 22, 2013.

Project Scope Overview and Prospective Contract Requirements

Note: Please note that the entire solicitation and PSOW have changed significantly from prior contracts. The prior contract is the older regional Performance Statement of Work this one is based on a National Master.

This is a performance-based, commercial item acquisition for mechanical maintenance and repair services. Performance based means the offeror proposes its plan to schedule workload and resources to meet the contract requirements. The Contractor is responsible for establishing 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

Section C.1.26 – Normal Working Hours (p.16). Normal working hours for both buildings are as follows:

Tenant Hours: 6:00A to 6:00P Public Hours: 7:30A to 5:30P HVAC Hours 7:00A to 5:00P

Note: The normal working hours listed do not require the contractor to have onsite coverage during this entire time period. Staffing Plans should be developed based on the requirements of the solicitation.

Section C.5.1 (p.13) – Transition Phase Startup - The Contractor shall provide a minimum of 10 days of transition startup services prior to the contract start date to assist transitioning between contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition.

Section C.11 Monthly Progress Reports (p.16) – Areas to be addressed are outlined and also, please note that the monthly progress reports are due electronically on the 5th of every month

.Section C.12. Performance Review Meetings (p.21) - The Contractor shall meet with the CO or designee and other Government representatives, at the discretion of the CO or designee, to review contract performance. These meetings shall be held at least bi-weekly during the first 3 months of the contract and at least monthly thereafter.

Section C.17 - Miscellaneous And Utility Hours (p. 22). The Contractor shall provide reasonable and competent assistance during normal working hours to GSA personnel or other GSA contractors performing energy studies, engineering studies, building condition evaluations, fire protection facility surveys, project designs within the building, and other access needs. When requested to perform these services outside of normal duty hours the Contractor will be compensated for the actual time required to escort the GSA personnel or contractor at the hourly rate specified in section B of this contract.

Section C.28 – Advanced Metering Program (p.27). It shall be the Contractor’s responsibility to partner with GSA to fully utilize the AMS to develop and implement strategies that will result in overall energy reductions.

Section C.35.2 – Maintenance Standard (p.29). Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor should be based on; manufacturer’s recommended maintenance or the Public Buildings Service Operations and Maintenance Standards 2012 or guides proposed by Contractor.

Section C.40, Repairs (p.33). This section defines reimbursable and non-reimbursable repairs as well as establishing the shared liability methodology for reimbursable repairs. The Non-Reimbursable Repair threshold for this contract is $750.00. Please review the Shared Liability/Reimbursable Repairs Section, C.40.3. (p. 34)

Section C.40.4 - Miscellaneous Work (p. 35). The Contractor shall provide 10 hours and up to $50 of parts and supplies per calendar month (hours and dollar amounts are not cumulative to succeeding months) when requested by the CO or designee, to accomplish discretionary work in the buildings covered by this contract.

SECTION H – SPECIAL CONTRACT REQUIREMENTS:

H.1 Security Requirements - HSPD-12 (p.49) - “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 all onsite, long term employees must comply with. Please note that existing staff may need to be re-cleared.

Section H.15, Personnel Qualifications (p.64). This section includes minimum standards and licensing requirements for employees from PM to technician.

Section H.15.2.2, Onsite Supervisors (p.64). The onsite supervisor should have the authority to act on behalf of the contractor without corporate approval.

Section H.15.3.8 (p.66) Qualifications of Electrical Technicians. Technicians performing contract work involving the inspection, testing, and maintenance of the electrical switch gear must meet the qualification requirements of the American National Standards Institute/International Electrical Testing Association ETT-2000, Standard for Certification of Electrical Testing Technicians and hold at least a Level 3 or 4.

Section H.16, Government-Furnished Material (p.67). The Government will furnish utilities (Heat, light, water) and reasonable accommodation for storage of supplies and equipment. Any existing equipment within GSA space, such as lockers, tables, benches, chairs, etc., placed within the building by the Government may be used by the Contractor during the term of the contract provided authorization is received from the CO or designee.

Section H.18.3 Pricing (p.68). Please review the guidelines for pricing for additional services. NOTE: Section H.18.5 (p.68) IF WORK IS TO BE

SUBCONTRACTED, THE SUBCONTRACTED PART OF THE WORK IS TO BE PRICED AT

ACTUAL COST TO THE CONTRACTOR, MARKED UP BY THE STANDARD COEFFICIENT IN

THE PRICE SCHEDULE.

SECTION I – CONTRACT CLAUSES:

Most contract clauses are incorporated by references and can be reviewed by the following website: https://www.acquisition.gov/

FAR Clause 52.222-17 “Nondisplacement of Qualified Workers (JAN 2013)” Grants right of first refusal to current contract employees. This is a new requirement and it is highly recommended that you review the full clause.

FAR Clause 52.223-2 “ Affirmative Procurement of Biobased Products Under Service and Construction Contracts”. This new clause and will be incorporated in full text by amendment 0001. It requires Contractors to make maximum use of USDA designated biobased items.

SECTION J, EXHIBITS:

J.1. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

NOTE: The QASP specifies the performance standards to be measured and corrective action to be used.

J.11 DELIVERABLES

J.13 BUILDING EQUIPMENT INVENTORIES

J.14 BUILDING INFORMATION SHEETS

J.5 EQUIPMENT INVENTORY LIST

J.9 DOL WAGE DETERMINATION

Wage Determination No. 2005-2339. Rev. 14 Dated 6/13/2012

SECTION L – INSTRUCTIONS TO OFFERORS:

PRICE PROPOSAL:

GSA is using a benchmark tool to measure our recurring building costs with industry for office type buildings. Please note as you develop your pricing that the benchmark industry midpoints are as follows:

J.C. Cleveland FOB BOMA Rentable SF : 110,299 SF Industry Maintenance Midpoint is: $2.03 SF

W.B.Rudman FOB BOMA Rentable SF 146,758 SF Industry Maintenance Midpoint is: $2.03 SF

Therefore, it is important that Offerors consider these midpoints when developing staffing plans. The existing staffing levels should not be the basis for developing prices.

Both the levels of staffing along with the performance and qualifications of personnel must be considered for each building.

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

Please be sure to address every Technical Evaluation Factor and the elements within each factor.

- For Past Performance be sure to provide formal evaluations that show a direct relationship to the key elements of this project. If you furnish rating forms to clients to have them complete, make sure that they fill out the narrative portions of the ratings as completely as possible. Do not assume that we will contact these references for additional information.

- The Management Plan should address all of the elements listed in the RFP in sufficient detail to demonstrate a thorough understanding of the requirement. You should also discuss any unusual elements you recognize along with proposed solution.

- Experience should highlight the key skills that will be required for this project and show how you have successfully applied them to projects in the past. This is where you can show innovative approaches to improving efficiency.

- The Environmental Plan should address proposed efforts to comply with the various environmental, energy conservation, affirmative procurement program, recycling, use of environmentally preferable products and recycled content products, and other green standards set forth in the statement of work.

CPARS form for Past Performance will be provided with Amendment 0001.

Please make sure the evaluator fully describes the work performed and 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.

NOTE: CPARS Past performance evaluation forms must be sent directly by the reference if PPIRS evaluations do not exist.

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 will be based upon the best value to the Government considering all stated criteria. This will be a single award contract with both fixed price and IDIQ line items.

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 - EVALUATION OF OFFERORS:

Section M includes 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.

Conclusion

The final submission date for questions is March 22, 2013. Questions must be submitted via email to john.sarnoski@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 2:00 P.M. EST on April 02, 2013. Note- It is the Contractor's responsibility to ensure all Past Performance responses (including narratives) are received by due date. Please submit a CD with the two separate volumes (Pricing and Technical) along with the original and 5 hard copies.

The projected start date is August 01, 2013.

Meeting was adjourned and walk through was started.

ATTACHMENT 1 – List of Attendees

ATTACHMENT 1

MEETING SIGN-IN SHEET

Project: Concord Rudman Cleveland O&M Pre-Proposal Meeting Meeting Date: March 12 2013

Facilitator: John Sarnoski Place/Room:

Rudman Courthouse, Concord NH Jury Assembly Room

Name Title Company Phone Fax E-Mail

John Sarnoski Contracting Officer GSA 617-565-

617-565-

John.Sarnoski@GSA.GOV

Charlie Dockham Property Manager GSA 603-225-

603-225-

Charlie.Dockham@GSA.GOV

Brian Fuller Senior Property Manager

GSA

802-951-

802-951-

Brian.Fuller@GSA.GOV

Scot Westensee Regional PM Delta Building Services

541-245-

541-245-scotw.delta@gmail.com

Larry Meyer QC Manager XL Mechanical 207-944-

207-827-lmeyer@xlmechanical.com

Dave Tanner G.M. XL Mechanical 207-989-

207-989-dtanner@xlmechanical.com

Steve Daigle Supervisor FedServ 207-615-

207-781-sldaigleatfeds@aol.com

Wayne Russell Project Manager FedServ 423-718-

423-837-er2305@aol.com

Roy Weaver President RTW Enterprises 410-465-

410-465-rtweaver@rtwenterprisesinc.com

Nicholas A. Perez Proj. Mgr. SCS 781-316-

978-562-nperez@security.construction.com

James McGrath PM CTS 617-884-

617-884-jmcgrath@c-t-s-inc.com

Phil Russo President CTS 617-884-

617-884-prusso@c-t-s-inc.com

Matthew Raynes Manager Feds Consulting 860-525-

Matthew.raynes@fedsconsulting.com

ATTACHMENT 1

MEETING SIGN-IN SHEET

Project: Concord Rudman Cleveland O&M Pre-Proposal Meeting Meeting Date: March 12 2013

Facilitator: John Sarnoski Place/Room:

Rudman Courthouse, Concord NH Jury Assembly Room

Name Title Company Phone Fax E-Mail

Jim Woodman General Manager Wilson 5 207-439-

207-439-jwoodman@wilsonfive.com

George Justin V.P. Wilson 5 207-439-

207-439-

Kirby Gallagher Project Director Raven Services

JV/CTSI

978-888-lkgallagher.ctsi-fm@comcast.net

Tim Paris Project Manager Hutter Construction 878-2300 tp@hutterconstruction.com

Bob Snyder Sales Johnson Controls 703-8061 222-2404 robert.e.snyder@jci.com