GS01P17BWD0003_MAINE_15_O&M_Powerpoint.pptx

PRE-SOLICITATION CONFERENCE

SOLICATION GS-01-P-17-BW-D-0003

MAINE 15 O&M

Contracting Officer: Donna Maffeo Contract Specialist: Sotheavy Khon March 30, 2017 10:00AM Muskie Federal Building Augusta, ME

U.S. General Services Administration

Acquisition Team Donna Maffeo – Contracting Officer Anthony Pellegrino- Acquisition Management Branch Chief Sotheavy Khon – Contract Specialist Ann Goodridge – Supervisory Property manager Carl Dodge- Property Manager Ronald Spearin – Property Manager John McDonald – Facilities Management Specialist

This is a FAR 5.201 Exchange with Industry before Receipt of Proposals - Presolicitation Conference

This Presolicitation Conference is an exchange of information among all interested parties in accordance with FAR 5.201.

Interested parties include potential offerors, end users, Government acquisition and supporting personnel, and others involved in the conduct or outcome of the subject acquisition.

The purpose of exchanging information is to improve the understanding of Government requirements and industry capabilities, thereby allowing potential offerors to judge whether or how they can satisfy the Government’s requirements, and enhancing the Government’s ability to obtain quality services, at reasonable prices, and increase efficiency in proposal preparation, proposal evaluation, negotiation, and contract award.

PLEASE NOTE THAT THIS IS A DRAFT SOLICIATION AND TO REFERENCE FINAL PSOW WITH ISSUANCE OF RFP ON OR ABOUT 05/01/2017.

Required Basic Services (Section C) Custodial Operations and Maintenance Fire Protection and Life Safety Systems Grounds Maintenance Snow Services (Exhibit 24)

National Master PSOW which can be tailored however we cannot stray from the basic requirements.

Above Standard Janitorial Carpet Extraction- Private Areas Window Washing Washing Blinds and Coverings (not including drapes, curtains and unique coverings) Pressure washing and steam cleaning Tree Thinning Machine strip and apply 4 coats of finish to office space floors Spray buff resilient office space floors High Cleaning Firing Range Cleaning at Calais IA (Exhibit 25)

Service Requests Response Times Emergency Service Request: 1 Hour (during normal working hours 7AM-5PM)

Emergency Call Back: 1 hour (After Hours)

Urgent Service Request: 1 Hour (during normal working hours)

Routine Service Request: 4 hours of notification

Emergency Service Requests: broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning or heating problems, etc.

Emergency Call Back: Same as Emergency Service Request but After Hours Urgent Service Request: inoperative electrical circuits, temperature complaints, inoperative lighting above a work station, flush valve stuck open, any malfunctions to equipment that affect the operations of building occupants, or any work considered by the CO or their designee to be of an urgent nature.

Routine Service Request: Routine work Requests such as plumbing and lighting issues.

Non-Reimbursable Repairs Non-Reimbursable repair threshold is $750 Entirely contractor’s responsibility for cost for parts and materials only Shall be completed within 16 hours of identification of problem Costs above $750 becomes reimbursable. Contractor will pay first $750 and GSA will pay the remaining balance.

Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling)

C.6.36.2 NON-REIMBURSABLE REPAIRS

“Consumable parts” or components are parts or components that customarily require regular replacement rather than repair in a maintenance program and shall be disposed of properly. Examples include, but are not limited to: oil, grease, belts, filters, ballasts, lamps, etc.

National Computerized Maintenance Management System (NCMMS) System of record for the equipment/asset list, preventive maintenance schedule, and work orders.

All personnel required to obtain government access account ENT credential and will need to maintain an up to date system profile and complete annual GSA IT Security Training courses through GSA’s Online University (https://gsaolu.gsa.gov).

Qualifications (Section H) Project Manager: at least 5 years of recent (within the past 7 years) experience in the management and supervision of building mechanical maintenance operations for buildings of the approximate size and characteristics of the buildings to be covered by this Contract.

Onsite Supervisor: at least 5 years of recent (within the past 7 years) experience in directing operation and maintenance of equipment in a supervisory capacity for equipment of the approximate size, complexity, and other characteristics of the equipment to be operated and maintained under this Contract.

Project Manager: Management and supervision Onsite Supervisor: directing O&M of equipment in Supervisory capacity

Snow Services Pricing Exhibit (Exhibit 24) The monthly price for snow shall not contain any contingencies Snow Pricing Exhibit will be calculated at the end of the sow season to provide a credit to contractor or credit to GSA for actual snow fall.

EXAMPLE:

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 10-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 10-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 noaa. No adjustment to contract price shall be made if the actual quantity is within 10% of the estimated quantity, whether above or below. If the actual quantity varies more than 10%, the variation amount above or below the estimated quantity shall be subject to an adjustment in the contract price. The contract price adjustment will be determined by multiplying the number of inches that is above or below the 10% variation, by 80% of the original contract bid unit-price.

In the example above, GSA will owe the contractor almost $2K. In some cases, contractors only invoice 85% of the snow line item or the they do not invoice for months they anticipate a mild snow season.

To be further discussed in pre-proposal meeting.

Indoor Firing Range Cleaning (Exhibit 25) Calais International Avenue Cleaning will be ordered as an additional service on an annual basis

Cleaning scheduled in advance

Required personnel to be trained in lead and hazard cleanup

Required site specific cleaning plan

Please review equipment and qualifications in detail

Final PSOW will have the estimated cleaning

FAR 52.222-17 Nondisplacement of Qualified Workers FAR 52.222-17 (b):

“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.”

“(1) The Contractor and its subcontractors shall determine the number of service employees necessary for efficient performance of this contract and may elect to employ fewer employees than the predecessor Contractor employed in connection with performance of the work.”

Current incumbent not eligible to bid because of the change in their size status.

FAR 52.222-62 Paid Sick Leave under Executive Order 13706 Part of the Wage Determinations

Provide employees with 1 hour of paid sick leave for every 30 hours they work, up to 56 hours of paid sick leave each year.

Be responsible for the compliance by any subcontractor with the requirements of E.O. 13706, 29 CFR part 13, and this clause.

Section L, Price Proposal Signed 1449 with all amendments

Offerors shall price all contract line items in each Group that an Offeror is proposing on. Failure to price all line items within a Group may be grounds for determining an offeror to be non-responsive to the solicitation. Offerors are advised that they may provide a proposal for any or all Groups. Offerors must price all items within the Group. This includes the option year line items for that group.

Each group will be evaluated separately, allowing for the possibility of a multiple award.

Alternate proposals will be considered where the Offeror can provide a discounted cost to the Government, if awarded all or multiple groups as allows for under 52.212-1(e) Multiple Offers

52.212-1 Instructions to Offerors-Commercial Items

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

Pricing Groups

Discuss with Contractors regarding their desired groupings

Incumbent contractor’s size status changed from Small to “other than small” and will not be able to recompete. They also are the incumbent contractor on Houlton 6 and requested GSA not to pick up their remaining options.

Calais 9: Calais International Avenue, Ferry Point, Vanceboro, St. Pamphile, Van Buren, Madawaska, Fort Kent, Escourt. Expires October 31, 2017.

Houlton 6: Houlton, Hodgdon, Limestone, Orient, Fort Fairfield, and Presque Isle. This contract’s last option does not expire until August 31, 2019.

Home Office:

Group A: Van Buren Group B: Houlton Group C: Calais IA

Evaluation Factors Price Past Performance Experience Management Plan Environmental Consideration Plan

All evaluation factors, other than cost or price, when combined, are approximately equal to price.

Potential to remove Environmental Consideration Plan

Technical Proposal

1. Past Performance 3 formal Past Performance completed through CPARS or CPARS form submitted directly to GSA CPARS within the past 5 years Similar in magnitude, scope, and complexity

2. Experience Use Past performance provided Explain characteristics of each Describe how these contracts demonstrate successful performance of these services Shall include 3 significantly completed within the past 5 years

Significantly Completed: means substantially completed. For example in the 4th or 5th year of a 5 year contact.

Technical Proposal Continued

3. Management Plan 40 pages

1. If the offeror is proposing a Contractor Team Arrangement in accordance with Federal Acquisition Regulation (FAR) Subpart 9.601(2), as a prime contractor with one or more subcontractors, it shall completely address both how the prime plans to manage the subcontractor(s) to ensure contract performance and how the prime will be able to continue uninterrupted performance in the event that the approved subcontract(s) are terminated by either party(s).

2. An organizational chart illustrating key personnel both on- and off-site;

3. A staffing plan listing positions to be staffed by trade and scheduled hours. This plan should identify on-site representatives, and outline their roles, responsibilities and levels of authority. Describe the methodology to be used to evaluate on-site staffing performance initially and on an on-going basis;

Management Plan continued.

- 4. Resume(s) for any individual(s) designated to have supervisory authority and for any per-son considered key to the successful administration of the contract. Resumes shall include a description of the duties, skills, abilities, experience and education of the individual. Resumes shall include a list of professional licenses and certifications, along with formal training and other mini-mum qualifications, as required by the Statement of Work and applicable industry standards;

- 5. A list of proposed subcontractors and the type of work they will be performing;

-6. A Quality Control (QC) Outline. The QC outline shall describe the offeror's quality control system and should identify responsible officials, the level, methods and frequencies of inspections and the procedures to follow-up and correct deficiencies. Included in the Quality Control Outline, the contractor is to provide an outline Preventative Maintenance (PM) Plan, detailing proposed maintenance service frequencies for equipment to be maintained at the sites.

-7. A Customer Service Plan to ensure that positive customer relations are maintained. The Customer Service Plan should include procedures for service call response and communications with customers;

Management Plan Continued.

- 8. An emergency response plan to demonstrate the firm’s ability to respond to unexpected events such as floods;

- 9. A plan for training and orienting new employees.

-10. Describe the staffing approach for handling additional service requests in conjunction with the daily maintenance schedule. Include approach to cover unexpected workload fluctuations and absences such as sick leave, vacations and training.

-11. Describe the approach to be taken in handling activities relating to the transition to GSA’s National CMMS and discuss the methodology for handling activities relating to this prior to implementation of the National CMMS. These activities include work order and preventative maintenance tracking, PM schedule management, miscellaneous hours tracking, etc.

-12. Show who has purchase authority for the company and how that is managed in emergency situations.

SECTION M will be tailored further.

Site Visits Which Sites would you all like to visit?

We would like to coordinate site visits but not to all 15 locations

PLEASE PROVIDE ALL FEEDBACK AND SUGGESTIONS BY

APRIL 14, 2017

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