Pre-proposal_minutes _GS-01-P-BW-D-7004.pdf

Meeting Minutes Pre-Proposal Conference for Mechanical Maintenance Services at the Burlington Federal Courthouse;

and the NOAA Building in Burlington, Vermont; and the Winston Prouty Federal Building in Essex

Junction, Vermont Solicitation GS-01-P-16-BW-D-7004

A Pre-Proposal conference will be held on June 22, 2016, at 10:00 EST.

AGENDA

Introductions

Ground Rules

Project Scope Overview and Contract Requirements

Evaluation Criteria

Conclusion

INTRODUCTIONS

Donna Maffeo Contracting Officer

Robert Budlong Contract Specialist

Brian Fuller Supervisory Property Manager

Randy Shaw Building Management Specialist

John McDonald 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-0-1P-16-BW-D-7004.

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 July 14, 2015 at 2:00 PM Eastern Time.

http://www.fedbizopps.gov/ mailto:joseph.moonan@gsa.gov mailto:donna.maffeo@gsa.gov

Proposals must be received by the date and time stated in the solicitation or latest amendment to robert.budlong@gsa.gov AND donna.maffeo@gsa.gov ).

This procurement is a 100% set aside for a Small Business. The NAICS

Code is 238220 (Plumbing, Heating, and Air-Conditioning Contractors). The

Small Business Standard Size is $15 million.

Offerors are requested to submit one (1) electronic copy of its proposal which includes both the technical and pricing data as separate volumes on a CD-ROM or USB Flash Drive. Each proposal shall be provided on a CD or USB Flash Drive only. Email or faxed proposals are NOT acceptable. Each

Offeror assumes full responsibility for ensuring that its proposal is received on or before the specified date and time.

Proposal Volumes I and II are to be individually and clearly labeled externally as to their contents

(i.e., Volume I and Volume II). Prices and dollar values shall be stated only in the Price volume.

There shall be no pricing data in the Technical Proposal. All packages are to be included in one package labeled as Proposal for RFP GS-01-P-16-BW-D-7004.

o Volume I - Price and Business Proposal.

o Volume II - Technical Proposal.

The final submission date for questions is July 7. 2016 at 2:00 PM. Questions must be submitted via email to robert.budlong@gsa.gov and copy donna.maffeo@gsa.gov. Answers to written Questions submitted will be posted on FBO via an Amendment.

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

11/4/2016, with a planned start date of 2/1/2017.

Proposals shall be sent to the following address:

General Services Administration

Attn: Robert Budlong, Contract Specialist

Contract Operations Branch, 1PQB

T.P. O’Neill Federal Building

10 Causeway Street, Room 1100

Boston, MA 02222-1077

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

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. Definitions

C.3. References

C.4. Existing Deficiency Inspection/Initial Deficiency List mailto:Joseph.Moonan@gsa.gov mailto:Donna.Maffeo@gsa.gov mailto:Joseph.Moonan@gsa.gov mailto:Donna.Maffeo@gsa.gov

C.5. Startup Phase/Transition Phase

C.6. Phase-Out Transition Period

C.7. Deficiency List Completion and Withholding of Final Payment

C.8. General and Administrative Requirements

C.9. Building Operations Plan

C.10. Equipment Inventory

C.11. Monthly Progress Reports

C.12. Performance Review Meetings

C.13. Equipment Conditions Assessment

C.11 Monthly Progress Reports

C.12. Performance Review Meetings

C13. Equipment Condition Assessment

C.14. Occupant Feedback Program

C.15. Reference Library

C.16. Emergency Shutdown Instruction

C.17. Labeling of Electrical Circuits

C.18. Operational Requirements

C.19. System Performance Standards or Procedures

C.20. Service Requests

C.21. Tours

C.22.Demand Response Programs

C.23. Curtailment Program

C.24. BAS Alarm Response

C.25. Advanced Metering Program

C.26 Protection and Damage

C.27 Negligence

C.28.Key Control

C.29. Disruptive or Hazardous Tools

C.30. Scheduled Disruptions to Utilities Lighting, Fire Protection & Life Safety Systems or Space

Conditioning

C.31.Plumbing and Restrooms

Maintenance Programs.

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/. This section

SECTION J. EXHIBITS

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

Please review all 16 Exhibits. Exhibit 16 will be the DOL Wages, which were inadvertently left out of the package. They will be included with Amendment 0001.

DOL WAGE DETERMINATION - The DOL Wage Determinations for this contract is Wage Determination No. 2005-2537, Rev. 19, dated 12/29/2015.

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. If you do not have such certified documents, you may use the GSA Form 527 provided in the solicitation.

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.

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.

INCUMBENT INFORMATION:

The current Contract number is GS-01P-09-BW-D-0039. The incumbent contractor is XL Mechanical and

Energy Management Services, located at 572 Odlin Road, Bangor, ME 04401.

Ground Rule for walkthrough:

1. Contractors need to ask before taking pictures.

2. Stay with the group as the walkthrough progresses. Don't wander off.

The meeting was adjourned and site visit commenced.