Pre-proposal_minutes _GS-01P-13-BW-C-0028.pdf

PRE-PROPOSAL MEETING MINUTES

RFP GS-01P-13-BW-C-0028

PERFORMANCE BASED

Snow Removal and Landscaping Services at the Social Security Office in Littelton, NH.

The pre-proposal meeting was held at 10:00 AM on Tuesday, July 30, 2013. All parties met at the SSA Office Building in Littleton, NH.

WELCOME AND INTRODUCTION

Robert Budlong, Contract Specialist

Charlie Dockham, Property Manager

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 Robert

Budlong via email at robert.budlong@gsa.gov. with a copy to Donna Maffeo, donna.maffeo@gsa.gov. All questions and answers will be published in FedBizOpps.

REQUIRMENT

The General Services Administration, Public Buildings Service, Region 1, requires snow removal and landscaping services at the Social Security Administration Office in Littleton, NH.

FAR Clause 52.219-14, Limitations on Subcontracting, will apply to this contract and will be strictly enforced. The applicable portion of the clause reads as follows:

52.219-14 Limitations on Subcontracting. (NOV 2011)

(c) 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.

(End of clause) mailto:donna.maffeo@gsa.gov

PROPOSAL

Price and Business Proposal

This requirement the solicitation is set aside 100% for small business.

Any contract(s) awarded will be Firm Fixed Price and the term(s) will be one (1) base and four

(4) option years. The contract period of performance in each contract year is October 1 through September 30th. For payment purposes, the period is October through April. Services will be provided regardless whether they are needed during the period designated for payments or not.

Price Snow removal Services per month for 7 months. Price Landscaping Services per month for 6 months. When multiplied the annual contract value is determined. The price should be calculated using the estimated snowfall provided in the SOW.

Each Bid shall contain a completed Standard Form (SF) 1449, clearly showing the monthly price proposed.

Each offeror shall submit a copy of the last certified financial statement prepared for the offerors firm along with a copy of any interim reports since the closing date of that statement. Offerors may use GSA Form 527. This form is available on the internet.

Technical proposal

Experience and Past Performance

a. Submit a list of all the snow removal contracts and landscaping contracts for the past three years. Include the start and end date of each contract. These contracts should include buildings that have areas of snow removal and landscaping that are similar to the building covered by this solicitation. Do not include any contracts that were completed more than three years ago. The list should contain:

(1.) The name of the firm for which the work was performed;

(2.) The name and address of the building where the work was performed;

(3.) A contact person (name and telephone number) who was employed by either the building owner or property management company (specify which).

(4.) The square footage of each area to be cleared of snow and ice.

b. If any contracts have been terminated for default or for cause in the past three years please indicate which one(s) and the type of termination. The offeror may also present any circumstances relating to the termination which assist in explaining the termination.

PRICING EXHIBIT – SNOW SERVICES (PLOWING, SANDING AND REMOVAL)

p.32

The purpose of the pricing exhibit is to provide a mechanism to cover increased cost for which adjustments are provided under the price adjustment clause. As a result, the contractor should not include any contingency in their costs. An average 5-year snowfall is provided for each location and is downloaded from http://www.noaa.gov. There is a 10% plus or minus variation of that average

5-year snowfall that will determine if a price adjustment to the contract is warranted. At the end of the snow season, actual snowfall amounts will be downloaded from the National Oceanic and http://www.noaa.gov/

Atmospheric Administration (NOAA). No adjustment to contract price shall be made if the actual quantity is within 10% over or 10% under the estimated quantity. If the actual quantity varies more than 10% above or 10% below the estimated quantity, the entire variation above or below the estimated quantity shall be subject to an adjustment in the contract price. The entire variation above or below the estimated quantity includes the 10% plus or minus range.

The unit price for snow services shall be established by dividing the total lump sum seasonal cost for this work by the estimated seasonal quantity. This unit price shall be expressed per inch.

The contract price adjustment will be determined by multiplying the entire unit quantity that is above or below the contract estimated quantity, by the original contract bid unit-price.

You may want to invoice only 85% of the monthly price in order to maintain a balance until the total quantities are reconciled at the end of the season.

HIGHGLIGHTS

If snow services are not performed to the Acceptable quality level, Monthly snow removal payment per facility may be reduced by 5% for each unsatisfactory inspection.

If landscaping services are not performed to the Acceptable quality level, Monthly snow removal payment per facility may be reduced by 5% for each unsatisfactory inspection.

Will need to amend Section M.1 on page 50 of the RFP. We will not be evaluating the Environmental Consideration Plan and it does not have to be submitted.

Will need to amend Section M.2 Item Numbers 0001, 1001, 2001, 3001, and 4001 to reflect a multiplier of 7 instead of 6.

Will need to amend Section L.4.A & B to reflect two (2) copies.

Will attach GSA form 527 for those that want to use that form.

SCHEDULE

The following milestones have been established for this project. The acquisition plan gives further detail regarding scheduling.

RFP Issued 07/24/2013 RFP Amended 08/7/2013 Proposal Due Date 08/14/2013

We would like to award in order for work to commence 10/01/2013.

CONCLUSION

The final submission date for questions is August 6, 2013. Questions must be submitted via email to robert.budlong@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 3:00 PM EST on August 14, 2013. Please submit a CD with the two separate volumes along with the original and 2 hard copies.

The projected start date is October 1, 2013.

Meeting was adjourned and walk through was started.