Pre-proposal_Conference_Minutes_GS-01P-14-BW-D-0009.pdf

GSA New England Region

Meeting Minutes

Pre-Proposal Conference for

Custodial and Building Operations and Maintenance Combined Services for

LPOE Houlton, LPOE Limestone, LPOE Fort Fairfield, LPOE Orient, USBP Sec HQ Hodgdon, and SSA Presque Isle

Solicitation GS-01P-14-BW-D-0009

A Pre-Proposal conference was held on February 5, 2014, at 09:00 AM via teleconference.

AGENDA

Introductions

Ground Rules

Project Scope Overview and Contract Requirements

Evaluation Criteria

Conclusion

INTRODUCTIONS

Donna Maffeo Contracting Officer GSA

Michael Griffin Contract Specialist GSA

Ann Goodridge Supervisory Property Manager GSA

Carl Dodge Property Manager GSA

Joel Dunbar Facilities Management Specialist GSA

John McDonald Facilities Management Specialist GSA

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

Michael Griffin,michaelp.griffin@gsa.gov and Donna Maffeo, donna.maffeo@gsa.gov.

All questions and answers will be published in FedBizOpps.

PROPOSAL PROCESS OVERVIEW

Simplified Acquisition Procedures (FAR 13.5) 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 February 25, 2014 at 2:00 PM Eastern Time.

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.

mailto:donna.maffeo@gsa.gov

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, Room 1100 , Boston, MA 02222 (Attn: Michael Griffin). Keep in mind the security screening process in the building when submitting proposals.

This procurement is a 100% set aside for Small Business. 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 for USBP Sector HQ

Hodgdon, LPOE Houlton, and LPOE Orient is 05/01/2014 thru 04/30/2015 with 4 one year options to continue service. The period of performance for LPOE Limestone, LPOE

Fort Fairfield, and SSA Presque Isle is 09/01/2014 thru 04/30/2015 for the base year only with four (4) one (1) year options with a period of performance beginning on May 1 st

Anticipated award date is on or about 04/1/14.

Site Visits: A site visit of all buildings will be conducted immediately following this meeting. If additional site visits are 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 3 copies plus one complete copy of the two separate volumes on a CD.

o Price and Business Proposal.

o Technical Proposal.

The final date for the submission of questions is February, 18, 2014

PROJECT SCOPE OVERVIEW AND PROSPECTIVE CONTRACT REQUIREMENTS

Note: Please note that the entire solicitation and PSOW have changed significantly from prior contracts. Both of the prior contracts are the older regional Performance Statement of Work.

This is a performance-based, commercial item acquisition for combined operational 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

Section C.2.47 Normal Working Hours (p.44).

Section C.5.3 Janitorial Standard Services (p.54). There are above standard services also called out which are separately priced.

Section C.5.0.2 General (p.52). Cleaning services at the Presque Isle SSA Building shall be limited to no more than two hours daily (two hours does not include travel time).

SECTION C.5.3.1.4 Restrooms, Shower Rooms, Locker Rooms and Holding Cells

(p.56). Hand soaps shall NOT contain antibacterial agents except where required by

Federal, State, local requirements and health codes.

Section C.5.3.3 (p.60). Snow and Ice Removal. The Contractor shall clear snow and ice before the normal building operating hours OR within one hour at sites operating 24/7, to prevent slip hazards, and is authorized to divert work to accomplish the task. The

Contractor shall notify the CO or their designee of the diversion within 1 hour. The CO or their designee retains the right to determine what type of services and the duration of diverted services for the removal of snow and ice. When diverting labor staff, the contractor is still required to provide a minimum level of janitorial services. Maintenance services are not to be affected by diversion of workforce.

Section C.5.4 Above standard service. These services have separate line items in the pricing schedule.

Section C.5.12 Quality Control Plan.

Section C.6 Building Operation Plan and Maintenance Service.

Section C.6 Building Operations and Maintenance Services (p.78).

o Section C.6.1 (p.79) – Transition Phase Startup

Section C.6.13 Building Management Support Services. Please cross reference this section with Section C.36.4 – Miscellaneous Work, which states that the contractor shall provide 10 hours and $100 of parts per calendar month.

Section C.14.3 Equipment Inventory (p.84). The contractor will be responsible for updating the equipment inventory list annually.

Section C.6.36.1, Repairs (p.100). 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.14.20.2.

o Please review specified response times for repairs.

SECTION H – SPECIAL CONTRACT REQUIREMENTS:

H.1 Security Requirements - 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 all onsite, long term employees must comply with. Please note that existing staff may need to be re-cleared.

Section H.16, Personnel Qualifications (p.142). This section includes minimum standards and licensing requirements for employees from PM to technician.

o Section H.16.1.1 – Re-Tuning Training.

Section H.16.2.2 Onsite Supervisors (p.143). The onsite supervisor should have the authority to act on behalf of the contractor without corporate approval.

Section H.16.3.16 (p.147) Qualifications of Technicians. All electrical work at all locations under this contract shall be performed only by a licensed electrician, as required by the State.

Section H.19.3 Pricing (p.149). Please review the guidelines for pricing for additional services

SECTION I – CONTRACT CLAUSES:

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

Options(p.153) Base year with 4 option years plus a six month extension.

Limitation of the Government’s Obligation (LoGO). This clause allows GSA to incrementally fund the contract on a monthly basis instead of fully funding for the entire option year. In doing so, GSA is better able to align its rental income with each month’s service. You will receive notice of each month’s funding obligation by email; also, obligations will be posted to our Web Vendor website at https://finance3.gsa.gov.

Should you not receive notice of funding at least 15 days in advance of performance commencing for the next month, please contact the Contracting Officer immediately.

SECTION J, EXHIBITS:

J.1. Quality Assurance Surveillance Plan (QASP). The QASP specifies the performance standards to be measured and corrective action.

Please Note: that the QASP will be amended in the near future.

Please review all the exhibits.

J.24 DOL WAGE DETERMINATIONS.

o The DOL Wage Determinations for this contract is:

State wide Maine: Wage Determination No. 05-2241. Rev. 14 Dated

6/19/2013.

SECTION L – INSTRUCTIONS TO OFFERORS:

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

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

https://www.acquisition.gov/

PRICE PROPOSAL: The offeror shall complete and return an original, signed Standard

Form (SF) 1449 (Solicitation/ Contract/Order for Commercial Items) with its offer.

Offerors shall price all contract line items. Failure to price all line items may be grounds for determining an offeror to be non-responsive to the solicitation.

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.

Current Certified Financial Statements Offerors 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.

A current registration in the Government’s System for Award Management is required for all Government contracts

Offerors must submit a Technical proposal including the following sections:

Past Performance

Experience

Management Plan

Environmental Consideration Plan

CPARS forms for Past Performance. 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.

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:

Award of the contract shall 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. The following factors shall be used to evaluate offers:

Price

Past Performance

Experience

Management Plan

Environmental Consideration Plan o The evaluation factors above are listed in descending order of importance.

Technical and past performance, when combined, are approximately equal to price.

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. The table is provided to help calculate 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

Incumbent information:

GS-01P-11-BW-D-0076 – NVT Technologies, Inc (LPOE Houlton, USBP Sec

HQ Hodgdon, LPOE Orient)

Totals for current fiscal year:

Janitorial, $136,690.40

Snow: $20,684.88

Mechanical, $39,939.24

Grounds Maintenance, $27,524.40

Fire Protection: $7,470.48

GS-01P-09-BW-D-0018 – CMC & Maintenance, Inc (LPOE Fort Fairfield, LPOE

Limestone, SSA Presque Isle)

Totals for current fiscal year:

Janitorial, $50,314.20

Snow, $13,418.40

Mechanical, $40,420.08

The final submission date for questions is February 18, 2014. Questions must be submitted via email to michaelp.griffin@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 2:00 P.M. EST on February 25, 2014. Note- It is the Contractor's responsibility to ensure all Past Performance responses are received by due date. Please submit a CD with the two separate volumes along with the original and 3 hard copies.

The projected start date is May 1, 2014.

Meeting was adjourned and walk through was started.

mailto:michaelp.griffin@gsa.gov