Pre-proposal_minutes _GS-01P-15-BW-D-0003.pdf

Meeting Minutes Pre-Proposal Conference

Contract GS-01P-15-BW-D-0003 Combined Operations & Maintenance at the Land Ports of Entry (LPOE) in Jackman, ME and Coburn

Gore, ME

A Pre-Proposal conference was held on November 17, 2014, at 9:30 AM via teleconference.

AGENDA

Introductions

Ground Rules

Project Scope Overview and Contract Requirements

Evaluation Criteria

Conclusion

INTRODUCTIONS

Donna Maffeo Contracting Officer

Robert Budlong Contract Specialist

Ann Goodridge Supervisory Property Manager

Lyndon Millett Property manager

John McDonald Facilities Management Specialist

Kristen Benjamin Facilities Management Specialist

The sign-in sheet will be attached to these minutes for the complete attendee list.

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).Solicitation Documents. The solicitation documents include an SF 1449 with Solicitation Number GS-01P-15-BW-D-0003. Always reference the solicitation number in all correspondence.

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 (robert.budlong@gsa.gov ) and Donna Maffeo (donna.maffeo@gsa.gov). All questions and answers will be published in FedBizOpps.

PROPOSAL PROCESS OVERVIEW

The due date for receipt of proposals is December 2, 2014 at 3:00 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.

http://www.fedbizopps.gov/ mailto:robert.budlong@gsa.gov 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: Robert Budlong).

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

$38.5 million.

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 Volume I - Price and Business Proposal.

o Volume II - Technical Proposal.

The final date for the submission of questions is November 21, 2014.

Period of Performance and Options: The Period of Performance for this procurement will be a base 1 year period, with four, 1-year option periods. The anticipated award date is on or about 2/1/2015, with a planned start date of 4/1/2015.

SITE VISITS: Site visits tour will begin after this conference complete.

Starting on the November 17, 2014 Time: 9:30AM

US Land Port of Entry

2614 Main Street Sandy Bay Township, ME 04945

PROJECT SCOPE OVERVIEW AND PROSPECTIVE CONTRACT REQUIREMENTS

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 - STATEMENT OF WORK

C.2. Defmitions

C.3. References

C.4. General Requirements

C.5. Janitorial Services

C.5.0.2 Cleaning Hours

The performance of the cleaning at building(s) shall take place between the hours of 7:00 a.m. and 5:00 p.m. The hours shall not be changed unless authorized by the CO or their designee. Actual cleaning time may vary based on situational requirements.

Section C.5.3.1 Standard Services - Interior Services

Section C.5.3.2 Standard Services — Exterior Services.

Section C.5.3.3 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.

Snow plowing shall commence when local accumulation reaches two (2) inches.

Furthermore, the Contractor shall clear snow and ice during normal building operating hours 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.

In Coburn Gore, there is a section of roadway after the RPMs that extend up to the Canadian border that also needs to be cleared.

Section C.5.3.4 Grounds Maintenance.

Section C.5.4 Above Standard Services. Please note that above standard services are separately priced line items on the 1449.

Section C.5.8 Solid Waste/Trash/Recycling Management

Section C.5.9 Environmental Reporting

Section C.5.10 Integrated Pest Management

Section C.5.12 Quality Control Plan

Section C.6 — Building Operations and Maintenance Services

Section C.6.0.2 Initial Deficiency List. The contractor shall submit an initial deficiency list report not later than 30 days after award of the Contract to the CO or designee.

Section C.6.1 Transition Phase Startup. The Contractor shall provide 30 days of transition startup services prior to the Contract start date to assist transitioning between Contractors

C.6.4 General and Administrative Requirements:

C.6.4.1 Minimum Staffing

C.6.4.5 Use of CMMS - NCMMS — This section reads in part:

GSA's goal is to use Government-furnished CMMS systems in all locations as practicable.

Currently there is a project to establish a national CMMS in all regions. When this occurs the Contractor will be required to transfer all data from the CMMS system database to the Government as specified by the CO or designee. The method and format for the transfer will be determined by the on a task by task basis. Contractor shall provide reports to the CO or their designee as requested and in a format and media as requested. Contractor shall transition (see CMMS Definitions) to the N-CMMS upon notification by GSA that the N-CMMS is ready to proceed. Contractor will have 90 days to complete this transition and begin use of the N-CMMS. The 90 day transition period will be paid for through a separate line item as listed in section B of the contract. Activities to be performed during this transition are outlined with timeframes for completion in Exhibit 24.

C.6.5 BUILDING OPERATING PLAN

C.6.7 MONTHLY PROGRESS REPORTS — Reports shall be submitted to the COR by the 5 th calendar day of the subsequent month.

C.6.8 PERFORMANCE REVIEW MEETINGS — The contractor shall meet with the CO or their designee and other Government representatives at the discretion of the CO or designee to review contract performance. Regular monthly performance meetings will be scheduled.

C.6.13 BUILDING MANAGEMENT SUPPORT SERVICES (MISCELLANEOUS

AND UTILITY ESCORT SERVICES) — See also Miscellaneous Work Hours (Section C.6.36.4) which requires the contractor to provide 10 hours and up to $100 of parts and supplies per calendar month per building to accomplish discretionary work in the buildings covered by this contract. This is part of the base monthly price.

C.6.17.2 EXTENDED OPERATING HOURS — All buildings regularly operate during hours outside of normal working hours.

C.6.19 SERVICE REQUESTS — Please review all response times.

C.6.31.2 MAINTENANCE STANDARD — As part of the Contractor’s established system for scheduling and performing scheduled preventive maintenance (See C.6.31.1, General, above), the Contractor shall propose to the CO or designee, preventive or predictive maintenance standards or guides for each piece of equipment where the manufacturer/designer recommends preventive maintenance. Minimally, the preventive or predictive maintenance standards or guides proposed by the Contractor shall be based on; manufacturer’s recommended maintenance or the most current Public Buildings Service Operations and Maintenance Standards 2012 (PM Guide) or guides proposed by Contractor. The preventive or predictive maintenance standards proposed by the Contractor may be based on a combination of equipment manufacturer’s recommendations, the PBS O&M Standards, (PM Guide), sensor technology, diagnostic software, Contractor’s experience and other sources.

NOTE: The above should be specified as part of the contractor's proposed PM plan submission per Section L. A copy of the 2012 PM Guide will be posted to FBO.

C.6.36 REPAIRS - 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.6.36.5.

C.36.6 APPROVAL OF WORK — Please review this section.

NOTE: Additional service Task Orders will not exceed $25,000 per order.

C.7.1 QUALITY CONTROL PLAN — NOTE: A draft Quality Control Plan (QCP) is required to be submitted as part of the contractor's proposal in Section L. The complete QCP must be submitted for review and acceptance prior to Notice to Proceed.

C.7.2 GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

— See also the QASP table Exhibit 1. (Mechanical QASP to be amended.)

C. 9 SUBMITTALS (CONTRACT DELIVERABLES) See tables.

SECTION H — SPECIAL CONTRACT REQUIREMENTS

H.1.6 — QUALIFICATIONS OF PERSONNEL

H.1.7 MISCELLANEOUS REQUIREMENTS

H.2 SECURITY - All contractor employees who receive a favorable suitability determination, security clearance, and/or meet all security requirements, as required by Homeland Security Presidential Directive -12 (HSPD-12) prior to reporting to work or performing work under this contract. Contractor employees that cannot obtain a favorable security determination, security clearance, or meet security requirements, will not be permitted to work on GSA contracts or GSA controlled facilities.

H.4 ESCORT REQUIREMENTS

H.7 SENSITIVE BUT UNCLASSIFIED (SBU) BUILDING INFORMATION -

GSA Contractors that do not have HSPD-12 compliant clearances cannot obtain Sensitive but Unclassified (SBU) information (Privacy Act data, building information, and financial information) through GSA's IT systems

H.8 RECORDING PRESENCE - Each Contract employee shall sign in when reporting to the facility and sign out when leaving the facility and follow card access requirements as directed by the CO or designee. Contractor shall provide time clocks and cards to facilitate this action.

H.16 PERSONNEL QUALIFICATIONS

H.19.2 PRICE PROPOSAL FOR ADDITIONAL SERVICES WORK

H.19.4 PARTS AND MATERIALS - Parts and materials shall be priced at estimated actual cost marked up by the standard coefficient in the price schedule if stated. NOTE: The standard coefficient is the Administrative Fee percentage markup in the pricing schedule.

SECTION I — CONTRACT CLAUSES:

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

NEW CLAUSE - 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.

SECTION J. EXHIBITS

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

Please review all 24 Exhibits.

DOL WAGE DETERMINATION - The DOL Wage Determinations for this contract is Wage Determination No. 2005-2241, Rev. 15, Dated 7/25/2014.

SECTION K — REPRESENTATIONS & CERTIFICATIONS

Please complete this form and ensure your SAM registration data is current.

SECTION L — INSTRUCTIONS TO OFFERORS:

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.

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.

CONTRACTOR TEAM ARRANGEMENTS - If you are planning to propose as a Contractor Teaming Agreement, either as a Joint Venture or Partnership in accordance with FAR 9.601(1) please review this section carefully.

If the Offeror is proposing a Contractor Team Arrangement in accordance with FAR 9.601(2) as a prime contractor with one or more significant subcontractors, please comply with this section of Section L.

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.

CPARS forms for Past Performance. Please make sure the evaluator fully describes the work performed and includes a narrative in block 20. A fillable version of this form will be posted with the meeting minutes. 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 PPERS evaluations do not exist.

https://finance3.gsa.gov/

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.

INSTRUCTIONS TO OFFERORS — This piece of Section Lis missing from original solicitation and will be included by Amendment.

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

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.

Note: This procurement will be evaluated using simplified procedures as authorized per

FAR 13.5.

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. Solicitation Attachments:

PRICING EXHIBIT — Snow Services

Please carefully review this Exhibit for procedures regarding snow price adjustments. The estimated quantities were taken from the NOAA website based on the prior 5 year averages.

CPARS FORM - Finable version will be attached with the minutes.

INCUMBENT INFORMATION:

Current Contract No. GS-01P-09-BW-D-0035 — CMC & Maintenance, Inc.

Totals for Monthly Services:

Janitorial, $16,904.60

Snow Removal: $27,011.04

Mechanical, $17,336.56

Answers to written Questions submitted will be posted on FBO via an Amendment.

The final submission date for questions is November 21, 2014. Questions must be submitted via email to robert.budlong@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 3:00 P.M. EST on December 2, 2014. 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 paper copies. NOTE: Please ensure the CD is an exact duplicate of the paper copy as this will be the version used to evaluate proposals.

The projected start date is April 1, 2015.

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

Discussions and Quesitons:

A Preventative Maintenance (PM) Guide was inserted into the RFP as a link, however it didn't transfer when it was converted into a PDF document. A PM guide will be posted on FBO.

It was discussed about the importance of providing a good narrative in the Management Plan that is detailed in nature which clearly relates to the properties specified in the RFP.

Question: One of the contractors asked if there is a current CBA in place for this contract.

Response: No, there is not.

Question: What about elevator maintenance and switchgear?

Response: Elevator maintenance, including its switchgear, are on a separate contract.

The was another question about electrical maintenance and the contractor was requested to provide the question in writing so that we could deliberate about it.

There was another question requesting a list of subcontractors that are performing on the contract at this time. The contractor was asked to submit that question in writing so that deliberate on that.

The meeting was adjourned and site visit commenced.