Pre Proposal Minutes.pdf

November 17, 2008

ALL PROSPECTIVE OFFERORS

RE: Boiler Replacement Project Byrne-Green Complex 600 Arch St., Philadelphia, PA 19106-1611

A pre-proposal conference for this project was held on November 12, 2008 at Green Federal Building in Philadelphia, PA. A tour of the building was conducted immediately following the conference. The purpose of the conference was to answer any questions posed by prospective offerors and sub contractors about the project.

The following topics were reviewed:

-- During the solicitation phase of this project all questions must be in writing and emailed or faxed to the Contracting Officer at the address listed below.

-- Anything said at this conference or at anytime before proposal closing does not constitute a change in the solicitation. The only changes to the solicitation will be made in a formal, written amendment.

1. Contract Type: Firm Fixed Price

2. Procurement Preference: Full & Open Competition

3. Period of Contract: The period of performance is 225 days, beginning one day after the contractor's receipt of the Notice to Proceed. The existing boilers can not be taken out of service until May 16, 2009 and the new boilers shall be operational and able to provide heating to the buildings by September 7, 2009

4. Bonding Requirements:

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

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

5. 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 (see Volume III, Section 00800). The contractor may not begin actual work on site until this certificate has been received and found acceptable.

6. Additional submission requirements:

GSA FORM 3503, Representations and Certifications, located in Volume II of the solicitation.

Financial information is also required. We prefer the GSA Form 527 to be submitted with the bid. However, not submitting this form at that time will not determine you non-responsive. Form 527 is located in Volume II of the solicitation

7. Contractors are to pay the Minimum Wage and Fringe Benefits required by the Davis-Bacon Act. Wage Determination PA080005, dated 10/24/2008 is located in Volume III.

8. A Subcontracting Plan is required to be submitted and approved prior to the actual award if the awardee is a large business.

9. PROPOSAL DUE DATE:

Thursday, December 4, 2008 4:00 p.m. Philadelphia Local Time

Submit Offers to:

GENERAL SERVICES ADMINISTRATION

PHILATLANTIC SERVICE CENTER (3PP)

THE STRAWBRIDGES BUILDING, 8th FLOOR

ATTN: DIANA MCLAIN

20 NORTH 8TH STREET

PHILADELPHIA, PA 19107-3191

Any proposals received by the Contracting Officer after the exact time set for proposal closings are subject to the Late Bid provision.

10. The approach to source selection for this procurement will be pursuant to the greatest value concept. GSA's objective is to select the proposal that offers the greatest value for the funds expended, not necessarily the lowest price.

11. The technical evaluation factors and their relative weights in the evaluation process are listed below in descending order of importance:

1.) Past Performance

2.) Key Personnel Qualifications

3.) Extent of Participation of Small Disadvantaged Business (SDB) Concerns

The procurement process shall consist of three phases:

1.) Receipt and evaluation of technical and price proposals.

2.) Determination of the competitive range based on price proposals and technical qualifications.

3.) Receipt and evaluation of final offers.*

*Award may be made without discussions. If discussions are deemed necessary by the Contracting Officer, upon completion of any discussions, the Contracting Officer shall issue to all offerors still within the competitive range, a request for final offers. When these offers are received, a final technical evaluation will be performed to see if the revisions affect the technical merits of the proposals. The final evaluation will be governed by the same rules and considerations as those applied to the evaluation of the initial technical proposals.

12. QUESTIONS

WALK THROUGH

The following questions were asked at the conference:

1.) Can all of the boilers be taken out of service at the same time?

Response: Yes, all of the boilers can be taken out of service at the same time. However, the existing boilers can not be taken out of service until May 16 and the new boilers must be able to provide heating to the building on or before September 7, 2009.

2.) Are the contractors required to get the project LEED certified?

Response: No, that is not required.

3.) Can contractors arrange an additional site visit?

Response: On Monday November 24 at 9:00am all bidders can perform their additional site visit. Please come to the GSA Office in Room 4200 of the Green Building.

4.) What are the contractors working hours?

Response: The contractors working hours are identified in specification section 01140 subsection 1.4.

5.) How are street closings for a crane to be schedule?

Response: The contractor shall make arrangements with the City of Philadelphia and obtain all necessary permits for the street closure.

6.) How do contractors get a copy of the drawings and specifications?

Response: All documents are available through the FedBizOpps website at www.fbo.gov.

7.) Can the boilers be staged on the roof?

Response: Answer will be provided at a later date

DATE: 1 111 2,2008

TIME: 1O:OOAM

PRE-PROPOSAL CONFERENCE SIGN-IN SHEET

PROJECT TITLE:

PRINT NAME AND ADDRESS EMAlL ADDRESS

PRE-PROPOSAL CONFERENCE SIGN-IN SHEET (CONTINUED)

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PRE-PROPOSAL CONFERENCE SIGN-IN SHEET (CONTINUED)

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