Final__GS01P16BWC7007_Preproposal_Minutes.pdf

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PRE-PROPOSAL MEETING MINUTES

RFP GS-01-P-16-BW-C-7007

PERFORMANCE BASED

ADMINISTRATIVE SUPPPORT SERVICES

NEW ENGLAND AND PUERTO RICO

The pre-proposal meeting was held on May 16, 2016 at 10:00AM at the Thomas P. O’Neill Federal Building.

Agenda

• Introductions

• Ground Rules

• Proposal Process Overview

• Project Scope Overview and Prospective Contract Requirements

• Evaluation Criteria

• Conclusion

Welcome and Introductions

Sotheavy Khon, Contract Specialist Donna Maffeo, Contracting Officer Tracey Fonzi, Contracting Officer’s Representative

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 Sotheavy Khon, sotheavy.khon@gsa.gov with a copy to Donna Maffeo, donna.maffeo@gsa.gov. All questions and answers will be published in FedBizOpps.

Proposal Process Overview

Simplified Acquisition Procedures (FAR 13) are being utilized and an offeror will be selected based on the best value to the government.

This is a Labor-Hour Contract under FAR 52.216-31

The due date for receipt of proposals is June 1, 2016 at 2:00 PM EST.

Each Offeror assumes full responsibility for ensuring that its proposal is received on or mailto:sotheavy.khon@gsa.gov mailto:donna.maffeo@gsa.gov

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before the specified date and time. Proposals shall be good for a period of one hundred sixty (160) calendar days.

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

This procurement is a 100% Economically Disadvantaged Woman Owned Small Business set-aside. The NAICS Code is 561110 and the size standard is $7.5 million.

Applicants are required to complete and submit the new online versions of the SBA Forms 2414 and 413 (for EDWOSBs).

Period of Performance and Options: The Period of Performance is a 1 year base period with four (4), 1-year Option Periods.

This solicitation requires offerors to submit two separate volumes with their proposal on a CD. No Paper Copies are required.

1. Price and Business Proposal.

2. Technical Proposal.

The Final Date for submission of questions is May 23, 2016.

Project Scope Overview and Prospective Contract Requirements

This is a performance-based, commercial item acquisition for Administrative Support 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.)

This Contract will not be for personal Services. The Contractor, and not the U.S.

Government, is the legally responsible employer and supervisor and will maintain that relationship during the time their employees are performing work under this contract.

Discipline issues shall be the responsibility of the employer, not the government.

This Contract includes a Ceiling Price of $5 Million.

The requirement will include flexibility to add additional support personnel and will not exceed 20% of current staffing levels or Total Contract Value of $5 Million.

Section C.1.2 Contractor Disciplines:

• Administrative Assistant (6 Full time positions)

• Secretary II (1 Full time position)

• Secretary III (1 Full time position)

• Graphic Artist (1 Full Time Position)

• Engineering Technician VI (1 Full Time Position)

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• Technical Writer (1 Full Time Position) NOTE: The Graphic Artist and Technical Writer Position will expire 09/30/2016.

Contractor Disciplines are found in the Service Contract Act Directory of Occupations http://www.wdol.gov/library.aspx

General Schedule Base positions and pay tables are found on https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2016/general-schedule/

Contractor Key Personnel: A minimum of two individuals to administer the contract.

There are two different Wage Determinations, one for MA and one for Puerto Rico.

MA WD

Holidays 10

VACATION: 2 weeks paid vacation after 1 year of service with a contractor or successor; 3 weeks after 5 years, and 4 weeks after 15 years. Length of service includes the whole span of continuous service with the present contractor or successor, wherever employed, and with the predecessor contractors in the performance of similar work at the same Federal facility. (Reg. 29 CFR 4.173)

PR WD

Holidays: 11 (includes Good Friday)

3 weeks paid vacation after 1 year of service with a contractor or successor; and 4 weeks after 15 years. Length of service includes the whole span of continuous service with the present contractor or successor, wherever employed, and with the predecessor contractors in the performance of similar work at the same Federal facility.

NOTE: There will be an amendment to revise the number of holidays in the Solicitation.

SECTION H – SPECIAL CONTRACT REQUIREMENTS:

H.2 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.

http://www.wdol.gov/library.aspx https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2016/general-schedule/ https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2016/general-schedule/

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H.6 Recording Presence - The Contractor must ensure that time sheets are documented and maintained for each contract employee. A copy of the time sheet shall be submitted with each invoice for payment.

SECTION I CONTRACT CLAUSES:

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

FAR 52.212-4 Contract Terms and Conditions – Commercial Items (MAY 2015)

FAR 52.219-14 Limitations on Subcontracting. Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

FAR 52.219-29 Notice of Set-Aside for or Sole Source Award to Economically Disadvantaged Women Owned Small Business Concerns.

FAR 52.222-17 Nondisplacement of Qualified Workers. The Contractor and its subcontractors shall, except as otherwise provided herein, in good faith offer those service employees employed under the predecessor contract whose employment will be terminated as a result of award of this contract or the expiration of the contract under which the service employees were hired, a right of first refusal of employment under this contract in positions for which the service employees are qualified.

FAR 52.222-43, Fair Labor Standards Act and Service Contract Act-Price Adjustment

(Multiple Year and Option Contracts). Please be advised that you must submit a copy of original bid sheets with your request for price adjustment. The clause states the C.O.

has the right to examine any directly pertinent records of the Contractor until expiration of 3 years after final payment under the contract. Therefore, original bid sheets must be kept on file.

FAR 52.228-5 Insurance Requirements page 29

Notice to proceed page 29 - The Notice to Proceed will not be issued until receipt from the contractor and approval by GSA, of all required security clearance documents; Insurance Certificate; and a Quality Control Plan. A list of updated staffing schedules shall also be submitted.

SECTION J EXHIBITS:

Exhibit 1 Massachusetts DOL Wage Determinations Exhibit 2 Puerto Rico DOL Wage Determinations Exhibit 3 Quality Assurance Surveillance Plan Exhibit 4 CPARS Form Exhibit 5 Contractor Personnel Duty Assignments https://www.acquisition.gov/

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SECTION L INSTRUCTIONS TO OFFERORS:

The evaluation Criteria that will be considered are Price, Past Performance of the Firms

(s), Experience of the Firm (s), and Management Plan.

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

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

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 in this section 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. This will be a single award contract.

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 EVALUTION OF OFFERORS

Evaluation of Offerors includes the pricing line items that will be part of the Price

Evaluation. 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 May 23, 2016. Questions must be submitted via email to sotheavy.khon@gsa.gov and copy donna.maffeo@gsa.gov.

Proposals are due by 2:00 P.M. EST on June 1, 2016. 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. No Paper Copies are required.

The projected start date is August 01, 2016.

mailto:sotheavy.khon@gsa.gov