Amendment0001SF30PreProposalMinutes.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATiON NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicble)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICIATION NO.

9B. DATED

(SEE

ITEM

11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

NSN 7540-01-152-8070

Previous edition unusable

Minutes from Pre Proposal Conference 11/27/2007 Minutes from the PRE PROPOSAL CONFERENCE

November 27, 2007, 12:30 p.m. for

Solicitation Number GS-03P-08-CD-D-0002

CENTRAL SUPPORT SERVICES for FILE STORAGE, RETRIEVAL AND MANAGEMENT (on site) of paper files and reference materials, Centralized Supply Storage, Management and distribution; Receiving

Introduction of GSA personnel

Diane Stetser, Contracting Officer, GSA Mark Lewandowski, Contracting Officer, GSA Joan A. Freitag-Ryan, Administrative Officer. GSA Cheryl Blewitt, IT Manger Rob Hopf, IT Specialist

1. The purpose of this conference is to give offerors an overview of the File Storage Management contract and to explain the source selection process.

2. We will attempt to answer your questions today. Those questions requiring further research or discussion shall be deferred and answered in an amendment. All questions should be faxed to GSA, attention Diane Stetser at (215) 209-0415.

3. Offerors are advised that oral remarks and explanations made by Government representatives during this conference do not qualify the written provisions of the RFP, drawings & specifications. Only those changes that are covered by a written amendment shall be considered official. Please note that Amendments will ONLY be posted on the fedbizopps.gov website.

4. Procurement has been solicited under Full and Open Competition.

5. Period of Contract Performance: 365 consecutive days, beginning one day after the contractor's receipt of the Notice to Proceed

6. Bonding Requirements:

a. A bid bond in the amount of 20% of the proposed price must be submitted along with the actual proposal.

b. A performance bond, for 100% of the contract price will be required within 10 days after award.

7. Insurance Requirements: After contract award, the contractor must furnish the Contracting Officer with a current Certificate of Insurance, listing the Government as co-insured party and meeting the requirements specified in this solicitation (FAR 52.228-5). The contractor may not begin actual work on site until this certificate has been received and found acceptable.

8. . Financial information is also required. We prefer the GSA Form 527 to be submitted with the proposal.

However, not submitting this form at that time will not determine you non-responsive.

9. I would like to give you a little background & Overview of the Project

This contract is for the Mid-Atlantic Regional Office of the General Services Administration (GSA) that is currently located within this building, The Strawbridge Building, 20 North 8th Street, Philadelphia, Pennsylvania. GSA provides other Federal agencies in its Mid-Atlantic territory with workspace, products, services and technology. Within the Region, it is the responsibility of the Public Buildings Service (PBS) to provide work place solutions. The PBS group is comprised of approximately 300 employees out of a Regional total of approximately 500.

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 1

Five years ago the office relocated to this location in The Strawbridge’s Building As part of this move, PBS centralized services that were presently self-performed and scattered throughout the PBS organization. All services are performed for the PBS component only, except for the Receptionist, these services are performed at the main internal entrance for the entire Region.

Under Solicitation GS-03P-08-CD-D-0002, the Contractor shall furnish all management, supervision, labor and equipment (Except as otherwise provided) and shall plan, schedule, coordinate and ensure effective performance of the following services: Central Support Services for On site file storage, retrieval and management of approximately 1600 s.f. of paper files including the archiving and disposal as needed;

Centralized supply storage, management and distribution (excluding the purchasing); Receiving, including limited mail distribution and collection to/from specified drop off points; Copying, plotter and scanner services; Reception services. The contractor will also be required to provide a functional service tracking application, file tracking application and inventory control system.

There are also Options for Additional Services.

10. This contract will be awarded utilizing source selection procedures. On December 18th, 2008 you will be required to submit a technical and price proposal, sealed in separate envelopes. Review of technical proposals will be completed prior to price proposals being opened and evaluated.

11. Source Selection Procedures: The approach to selection of the firm shall be pursuant to the Best Value Concept. Award will be made to the offeror who submits a proposal which offers the best value to the Government in terms of technical capability and cost.

12. Evaluation Factors:

-Technical Qualifications -Cost

For this procurement, demonstrated technical capability is more important than price.

13. Technical Qualifications

a. Factor 1 : Knowledge Management (See section M for complete description)

1. Operations Concept Each offeror shall submit a concept describing their detailed approach to the daily operations of the Central Support Staff, taking into consideration the Service Standards listed in the solicitation (Section 10 – Service Level Agreement/Service Tracking Application). Any specific procedures or performance standards considered relevant including the use of staggered schedules by the offeror should be included. This narrative shall also describe the proposed Service Tracking Application that will be utilized by the Central Support Staff.

2. Service Tracking Application Offerors shall provide a narrative describing the automated service tracking application(s) they propose to utilize during the contract performance period taking into consideration the compatibility with the Computer Application Standards listed in the solicitation (Section 2 – Computer Application Standards). At a minimum this should include the design concept for the following applications:

File Tracking Inventory Control Service Requests

The offerors are encouraged to include any examples of corporate experiences with these application(s).

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 2

b. Factor 2 : Past Performance

1. Corporate experience on Similar Contracts

The offerors will be requested to demonstrate their file storage management / inventory control and general office operation service experience by providing a list of three contracts they worked on within the last five years, for a minimum one year period that demonstrates the company’s experience on similar projects in terms of type of services provided, amount of customers serviced. GSA has defined similar projects as:

Similar Projects:

1. A contract in which on-site paper file storage/management/library was performed for at least approximately 5000 files, servicing a minimum of 200 individuals.

2. A contract in which inventory control and general office operations (receiving, distribution, copying) were performed servicing a minimum of 200 individuals

Contractors will be instructed that they must submit no more than three (3) projects. Submitted projects may contain combinations of any of the criteria listed above with at least one of the projects demonstrating similar past experience working with on site paper file storage / management / library and one of the projects demonstrating similar past experience working with inventory control and general office operations.

Failure to provide projects meeting GSA’s definition of similar as discussed above, will result in a lowered technical score. If more than 3 projects are submitted, GSA will only evaluate the first three contained in the proposal.

For each contract submitted contactors are to provide the following information:

Company name and dates the work was performed.

Description of actual work performed.

Approximate dollar value for a year of work and the amount of employees serviced.

Two points of contact, including name and telephone numbers.

Offerors will be evaluated by contacting the references

2. Customer Service feedback

Each contactor is to provide customer service feedback information from each of the three projects submitted demonstrating past performance. The feedback information report should include the following information:

Summary of how the feedback was gathered and compiled.

The questions or a sampling of the questions asked to obtain this feedback.

The period of time the feedback was based upon (i.e. quarterly, monthly).

A specific description of the type of work the feedback was gathered from.

Failure to provide all the information requested as discussed above, will result in a lowered technical score.

In addition, offerors will be evaluated by contacting the references provided with their proposal.

c. Factor 3 : Staffing Concept

1. Proposed Staffing

Each offeror shall submit a staffing plan for their Central Support Staff. This should show the types of individuals responsible for meeting the requirements of the solicitation, with indications of their past

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 3 experience and skills in relevant areas (i.e. customer service). The responsibilities and positions of the proposed staff should be discussed in complete detail. The staffing plan should include job titles of the employees who will work on this contract.

2. Key Personnel Resumes

Each offeror will be requested to submit complete resumes for the proposed Account Manager (AM), an alternate individual that would act in the AMs absence and the proposed on-site supervisor listed in their Organizational Chart. Resumes will be evaluated to ensure the individuals have the experience required to perform the requirements of the contract.

3. Organizational Structure

Each offeror will be requested to submit their corporate organizational structure/chart including the identification of the Account Manager (AM), an alternate individual that would act in the AMs absence and his immediate superiors responsible for meeting the requirements of the solicitation.

d. Factor 4 : Oral Presentations

1. Key Personnel Interview

Each offeror will be requested to introduce their Account Manager (AM) and his/her proposed on-site supervisor. These two individuals shall be made available for a brief 30 minute interview / question & answer session by the Source Selection Team.

2. Operations Concept Presentation

Each offeror will be allowed a minimum of 20 minutes / maximum of 30 minutes to present their operations concept describing their proposed daily operations of the Central Support Staff. This should include any specific procedures or performance standards considered relevant as well as a brief presentation of the proposed Service Tracking Application that will be utilized by the Central Support Staff. The Service Tracking Application demonstration can be an application walkthrough or a PowerPoint mock-up of the user interface representative of the functional requirements and sample report and query formats.

14. Contractors are to pay the Minimum Wage and Fringe Benefits required by the Service Contract Act.

(Refer to Section B & I)

15. Other submission requirements:

SF 1449, Proposal Form & Pricing attachment Representations and Certifications (section K)

SF LLL

GSA FORM 527 Financial Info SF 24 Bid Bond

16. PROPOSAL DUE DATE:

Extended SEE PAGE 1 of Amendment

17. Submit Offerors to:

GENERAL SERVICES ADMINISTRATION

ALLEGHENY SERVICE CENTER (3PK)

THE STRAWBRIDGE BUILDING, 8th FLOOR

ATTN: DIANE STETSER

20 NORTH 8th Street

PHILADELPHIA, PA 19107

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 4

18. Contractors will receive letter notification after the technical rankings are completed.

19. Security Requirements

Please review the procedures listed in Section H-1 titled Security requirements for recurring services This process needs to take place ASAP upon award to enable the new employees begin work.

(All Contractor employees who will be on site at a Government facility on a recurring basis, or who will be on site for a single period of thirty days or more, require Background Suitability Checks performed in accordance with this section.)

20. QUESTIONS

21. Walk of Space

ATTENDEES

CONTRACTOR NAME POC NAME

C. J. Enterprises Jeff Otto C. J. Enterprises Ron Layton Exceed Corp. Bob Brabson

Ikon office solutions Marco Gallelli Ikon office solutions Katherine O'Leary Ikon office solutions Joseph Archut

JAD Business Service, Inc. Christine Bailey JAD Business Service, Inc. Karen Corporal

MSS Services Matt Deeter MSS Services Trevor Deeter

People Processing Information Rhonda Underhill People Processing Information Jacqueline Brown

Streamliners Jeanine Baron Vistronix Patrick Theismann Vistronix Brian Burke Vistronix Gregory Downs Unisys Patrick McLaughlin

The following are questions and responses received at the Pre-Proposal Conference

Central Support Services for File Storage Pre-Proposal Conference Questions

November 27, 2007 - 12:30 p.m.

1. The SF 1449 in the Solicitation states the NAICS code and the Representations and Certifications (Page

155) states the Small Business size standard limitation. What determines the Small Business Limitation?

The NAICS Code determines the dollar value and size of a small business. The Small Business Administration website can clarify this further, see the table of small business Size Standards.

http://www.sba.gov/idc/groups/public/documents/sba_homepage/serv_sstd_tablepdf.pdf .

2. How many employees does the current vendor contract? I would rather NOT answer this question because the contract requirements are different. This requirement is a little more than what we have now. We would like for vendors to develop their own solutions to this requirement.

3. There is only one line item price listed on the bid form for the network server. Is the software part of the server cost? Where does the software get priced at? The software is part of the over-head. The cost of the software solution, since we are not pricing it separately, we expect it to be factored into your overall price.

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 5 http://www.sba.gov/idc/groups/public/documents/sba_homepage/serv_sstd_tablepdf.pdf

4. There are no specs for what the server has to do or meet to be on your network? Under Section J, Exhibit B (page 134) we provide our Standards for all Computer Applications that must be adhered to for network compatibility. Beyond that, you can introduce any application that meets the performance requirements.

5. In section 4.5 and 4.6 in the Solicitation Package, for file structure, are the “materials” that are referenced referring to current files? Yes this is referring to “binder type material” which may be included with file folders (just in three ring binders).

6. How many files are currently being managed? There are currently 10,328 files, 15,120 lf in the CSS area and another 4,137 lease files, 13,350 lf in the adjacent room, combined these rooms currently have approximately 14,400 files. See Section C, Part 1.1 (page 23) & Section C, Part 4 File Storage Area (page 31)

7. Does 1600 s.f. refer to linear feet or square footage? Square Footage.

8. Exhibit A illustrates the layout of the room. Are the file cabinets a high-density capacity? Question deferred The High Density filing system per Exhibit A-1 has a capacity of 30,240 lf, 15,120 lf are currently being used.

9. How are the depository programs and/or software of files being tracked? (Want to know the tracking application being used.) Intellitrack (Bar coding) is currently being used for the current files. The lease files are tracked by an Oracle based application developed in GSA..

10. Does GSA have any tracking software we could use? Question deferred

The CSS has tracking software. GSA owns it, and the offerors can propose continued use of it, but their technical proposal will be evaluated based on what software solution they recommend.

11. Will the inventory be current? Yes it is our expectation that the files will be up to date.

12. Are there any files being backlogged? No there is no backlogging.

13. In regards to the reference material, what is the estimate of:

a. Amount of linear feet or periodicals? Question deferred Since Reference Material is a new requirement we are estimating 9 lf of storage.

b. Annual growth of reference materials? Question deferred A minimal amount of growth is anticipated.

c. Conventions – how will they be determined? Question deferred Naming convention examples would be: Directories, Handbooks, Periodicals, Training Manuals, Training Materials, etc.

14. Do you currently Bar Code the files? What is GSA’s current level of barcoding, The box level? The folder level?

Yes we Bar Code the files, at an individual File level not in a box.

The current bar coding process has a relationship with the current tracking application. We barcode every folder, NOT the nindividual papers within the folders. We are tasking the vendor with managing the process. Vendors are to be responsible for inventory and any other processed they feel are a good way to manage the services. We would like to keep this as performance based as possible, with the vendor brining their expertise and proposing a way to manage. We may ask the vendor to pull a report for us but they must decide how to organize everything in a way that is best for them to provide us with the needed services.

15. Need clarification on what is a folder, file, document? In our environment a folder equates to a file and a file to a document with a document possibly having multiple papers. Is it safe to assume the same in GSA?

At GSA for the purposes of this solicitation, a folder = a file. Referencing anything as a document will get confusing. We are dealing with files and folders not individual “documents”. There may be 3 or more folders to a complete file. We want to be able to pull a folder by its contract number, contractor, or project number.

This process may be viewed as a family relationship, meaning there may be one overall contract consisting of 3 or more folders (one for pre award, one for post award and one for payments). Therefore, if there are multiple

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 6 files within the same contract family, there will need to be a way to request the correct file in the family without pulling the entire family of files.

There will be no need for you to open a folder and touch individual documents/papers within the file. When someone hands you a folder. It doesn’t matter what is in it. GSA just needs you to give us back the folder with whatever was in it, when requested.

16. How often do we need to take inventory? As often as you need to in order to ensure the quality of your operation. This is a performance based contract.

17. Should physical inventory requirements be matched up with those electronically?

Per Part 11, Continuity of Services (page 55) there will be a need to inventory the current Physical files against the electronic tracking application.

18. How many buckets of mail do you receive on a daily basis? The volume differs.

19. What is the average number of bundles of mail you receive per day? Question deferred A daily estimate of bundled mail is 1.5 mail tubs (the plastic white post office issued tubs). The mail is previously sorted by our mailroom into bundles. This contract only requires delivery of the bundles to specified drop points.

20. Is it possible for one contractor to be awarded the base year and have another vendor be awarded the optional services? No. The contract will be awarded to one vendor for the Base period, if Optional Services are incorporated during the life of the contract, it would be with the current contractor

21. There are no years on options? The Optional Services (if incorporated) will become an additional service under this contract. Since the need in unknown at this time, it would be unfair to price out options.

GSA will give preliminary notice before incorporating any optional services, but you must have a business plan to anticipate this need before hand.

The Contracting Officer will take a further look at this section to see if it needs clarification.

22. The file looks at past performance and there is a wide range of services.

Please refer to Section M for the specific past performance evaluation criteria, specifically the definition for “Similar Projects”

Do you expect one vendor to provide all of them?

No, you may need to contract out if the Optional services are not part of your company’s normal business.

You must address issues that may arise such as, is your company able to perform such services or will you need to contract out? If mailroom services are not part of your company, then you may need to submit pricing with the anticipation of having to contract out.

23. In Section C, what does “Construction to the new building” mean? Question deferred Could not locate this reference in the solicitation.

24. If a vendor does not have mailroom services, should they subcontract out? Yes. Please keep in mind you must estimate the pricing as approximately as possible. We are asking for the pricing upfront, so when it comes time to incorporate the option you must be prepared to provide the service for the quoted price.

25. Under File, Equipment and Supplies, it is not clear about expectation for file storage.

a. Is there mobile file storage? No.

b. File shelves? We have high density file shelving storage in place. We own it and we are not anticipating changing it. (Refer to Section C, Part 4 (beg. on page 31).

c. Expand, look into another vendor? We do not anticipate there being a need to build out and expand, currently we have enough room for growth.

d. The type of printers for labeling, should they be factored into the direct costs? Yes, any type of printers for use of the contractor should be factored into the prices submitted as well as any special supplies necessary for a specific type of equipment.

26. What GSA equipment will be provided? Refer to Section J, Exhibit E (page 139)

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 7

27. Is the vendor responsible for the bar-coding equipment? Yes. The government provides any supplies you may need such as, folders etc. to perform the services needed. The vendor is responsible for all equipment and supplies that are not something we would normally need or use in our daily office operations, such as, special bar coding labels. These miscellaneous items should be factored into the contract’s pricing. GSA will not guarantee that any of our bar code equipment will remain functional for any period of time or will be compatible with whatever tracking systems that offerors propose.

28. Is the server considered Government Property? Yes, anything the Government purchases will be considered to be Government Property. Pricing of the server is requested in a lump sum upfront. This is being required because the government needs to have the ability to determine a cost for invoicing purposes. It is anticipated to allow invoicing and payment of this item in the beginning of the contract, not over the 12 months under the base period.

29. What if equipment is leased, does it affect ownership? If it is leased, then no-one owns it. If it is built into the contract, then it can be paid out. The decision to buy or lease is up to the vendor. This is solely a business decision and should be factored into the pricing. Most Important - At the end of the contract the government needs the data stored on all equipment.

30. In Section 1.7-1 under Equipment Internet Access, the provisions do not permit using it to clock-in and out? The vendor can use internet access for duties associated with this contract. We have standards which state what is and isn’t allowable regarding the use of the internet. This section states that the vendor must adhere to all GSA standards of behavior regarding use of computing devices, these are the same rules and regulations as a GSA employee.

31. Are there any employees on the current contract associated with a collective bargaining agreement? No.

32. Is it required to wear uniforms? Please refer to Section C, Part 1.6 (beg. on page 24). The contractor is requested to provide all employees with an identifiable item with the company name or Customer Support Services logo affixed thereon, in a permanent or semi-permanent manner, such as a badge or monogram, which is easily readable.

There is not a specific uniform to wear, but it is desired that the vendor maintains a consistent professional “uniform” look that separates them from GSA employees. | The Contracting Officer will take a further look at this section to see if it needs clarification.

33. What is the timeframe to answer additional questions? 5 business days before proposal due date.

34. What are the pricing guidelines in regards to the copiers? Copiers located within the vendor’s designated area are the vendor’s responsibility. All maintenance is to be handled by the vendor.

The Contracting Officer doesn’t feel that the current bid sheet is clear enough. Therefore, a new proposal price sheet will be incorporated by an amendment to clarify any ambiguities that may exist.

Solicitation Number: GS-03P-08-CD-D-0002 Amendment 0001 12/5/2007 Page 8

THE STRAWBRIDGE BLDG 8TH FL

20 NORTH 8TH ST

PHILADELPHIA PA 19107

AND MANAGEMENT (on site) of paper files and reference materials Centralized Supply Storage, Management and distribution; Receiving

The purpose of this Amendment is to Extend the due date for Proposals to January 8, 2008 and to incorporate the minutes from the Pre-Proposal Conferece that was held on Tuesday November 27, 2007. Please See Attached.