Pre-Proposal Conference Minutes.pdf

PRE-PROPOSAL CONFERENCE MINUTES

December 1, 2009 10:30 a.m. – 12:00 p.m.

American Recovery and Reinvestment Act (ARRA) Design Build

Air Handler Unit (AHU) / Photovoltaic (PV) Roof / Vegetative Roof Project Byrne Courthouse and Green Federal Building in Philadelphia, PA

Project Team Introductions Katelyn A. McCullough, GSA Contract Specialist Patti Vaughn, GSA Contracting Officer Joe Parisi, GSA Project Engineer Patrick Duffy, GSA Project Engineer Bill Pollard, GSA Energy Manager

Contracting Topics

The purpose of this pre-proposal conference is to provide a briefing on the contracting concept, the scope of the work and the specifications, so that the offeror can ascertain the general conditions that could materially affect the bid price.

During this conference, the offeror will be provided with the opportunity to ask questions and/or identify any ambiguities in the specs, drawings or solicitation requirements. We may be able to answer some questions today; however any questions which require further investigation will be deferred.

During the solicitation phase of this project all questions must be in writing and may be mailed, emailed or faxed to the Contract Specialist at the address listed in the solicitation. The email address is Katelyn.McCullough@gsa.gov; fax number is (215) 873-8430. This includes any questions posed during site visits/tours that may be conducted after today.

Anything said at this conference or at any time 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. All amendments and other information will be posted to the Federal Business Opportunities website (www.fbo.gov). Amendments must be signed and returned with your proposal.

Point of Contact: Secondary Point of Contact:

Katelyn A. McCullough Patti Vaughn Contract Specialist Contracting Officer

(215) 446-5734 (215) 446-4523 Katelyn.McCullough@gsa.gov Patti.Vaughn@gsa.gov

1. Contract Type: Firm Fixed Price

2. Procurement Preference: Full & Open Competition

3. Period of Contract Performance: 455 consecutive calendar days, beginning one day after the contractor's receipt of the Notice to Proceed.

4. Bonding Requirements:

a. 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.

b. A bid guarantee, for 20% of the bid price will be required and should be submitted by the closing date of the solicitation.

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 Volume 3 Part 7 Section 00800 Supplementary Conditions of this solicitation. The contractor may not begin actual work on site until this certificate has been received and found acceptable.

6. Contractors are to pay the Minimum Wage and Fringe Benefits required by the Davis-Bacon Act. Wage Determination PA080005, Superseded Number PA20070005 dated 11/20/2009 PA5 is located in Volume 3, Part 5 of the Solicitation. This will be updated with the most current wage rates at time of award.

7. American Recovery and Reinvestment Act Requirements: Volume 3, Part 8 of the Solicitation package includes ARRA Clauses. There are specific reporting requirements to aide in government transparency. All costs associated with the reporting requirements and other ARRA related costs must be included in the price proposal.

8. PROPOSAL DUE DATE:

Wednesday, December 30, 2009 4:00 p.m. Philadelphia Local Time

* We do not anticipate an extension of the proposal due date.

Submit Offerors to:

GENERAL SERVICES ADMINISTRATION

CONTRACTS OPERATIONS BRANCH (3PQ)

THE STRAWBRIDGES BUILDING, 8th FLOOR

ATTN: KATELYN A. MCCULLOUGH

20 NORTH 8TH STREET

PHILADELPHIA, PA 19107-3191

*** Use the provided proposal price sheet.

9. Additional Scheduled Site Visits:

December 8, 2009 10 a.m. – 12 p.m.

December 14, 2009 10 a.m. – 12 p.m.

Please notify Contract Specialist, Katelyn A. McCullough at the contact information provided if you plan to attend one of the scheduled additional site visits.

*Please be reminded that anything said at this meeting or at anytime before the Proposal Due date does not constitute a change in the solicitation. The only changes to the solicitation will be those made in a formal amendment.

Technical Topics As part of the American Recovery and Reinvestment Act of 2009 (ARRA), the General Services Administration (GSA) is seeking Design Build proposals for best value solutions as part of environmental and energy improvements to the:

1. William J. Green Federal Building, 600 Arch Street, Philadelphia, PA

2. James A. Byrne Courthouse, 601 Market Street, Philadelphia PA

The proposal shall be based on the following scope of work:

I. Green Building AHUs

A. Existing Conditions

a. 32 AHUs

i. 28 Constant Volume (CV) Multizone AHU’s

ii. 4 CV Single Zone

b. Lined ductwork in the hallways

c. Abandoned Live wires in hallway ceilings from previous lighting project

B. New Work

a. Total Building Survey

i. Encompasses the building envelope and all heat producing factors in the building areas that are affected by the AHUs

ii. Air flows of existing units

iii. Existing flow rates of chilled and heating water for the Green Building

iv. Determine heating and cooling loads for new AHUs

v. Verify outdoor air quantities

vi. Use an 8,760 hour computer load and simulation program

1. Shall include outputs of the existing system and the proposed system.

2. Show energy savings

b. Replace 32 AHU’s

i. 26 AHUs will be have multi zones and will incorporate VAV air terminal units

ii. 4 AHUs will be CV Single Zone

iii. 2 AHU’s will combine VAV and CV terminal units due to the spaces they serve (Cafeteria and General Office Space)

c. Control Work

i. Provide a complete DDC system with electric actuation for the HVAC equipmentfully integrated into the existing building DDC System. The system shall be an extension of the existing building DDC system.

ii. New DDC controls shall be installed in accordance with Good Engineering Pactice for the new components being installed (ie. AHUs, terminal units, sensors)

d. Provide Temporary Cooling

e. All work shall be tested, adjusted and balanced according to the design and findings in the total building survey.

f. Commissioning

i. GSA has contracted a 3rd party Commissioning agent to participate in this project. The AHU system shall be fully commissioned

g. Remove all abandoned live wires from the corridor ceilings.

C. Tenant Impact

a. Phasing

i. Only one floor of AHUs shall be out or service at any given time

ii. Careful tenant coordination

II. Byrne Photovoltaic Array:

Minimum Required Size: 80 kW DC

PV Type: Crystalline & Ballasted (no roof pentration)

High Efficiency: 18% minimum

Locations: 22nd Floor, 18th Floor o Potentially 3rd floor at Design/Builder’s professional discretion, providing feasibility proof via solar analysis

Setbacks/Restrictions:

o Arrays greater than 250 feet across – 6 foot parapet setback o Arrays less than 250 feet across – 4 foot parapet setback o Setbacks MUST be supported by structural evaluation by design/builder

Preliminary analysis shows 12 lbs per square foot capability

Account for snow loading/drifting o Aisles and fire department access must also be accounted for o GSA arranging to move obstructions (satellite equipment, etc. but NOT vents) by means of separate contract

Monitoring: IP addressable device with user friendly graphic display shown in real time and trended in 15 minute intervals, all provided by Design/Builder

Biobased ‘cool roof’ coating for areas beneath PV.SRI>78 o Unit price for additional areas not beneath PV.SRI>78

Warranty: 20 year total turnkey warranty o No less than 90% less than rated power per panel when purchased o No less than 80% less than rated power per panel for at least 20 years o Roof coating beneath solar 20 years to avoid moving solar for repair/replacement o Contractor shall replace/repair if this occurs o O&M for first 3 years – minimum two visits annually

Mounting brackets for Window Washing:

o 60 bracket mounts and associated patching

III. Green Vegetative Roof:

Roughly 30,000 square feet of roof area

Diagram shows area only, layout of green roofing and of pavers is for sample ONLY

Extensive type roof, 3” minimum soil medium

Structural Analysis o Preliminary studies show maximum saturated weight of 20 psf o Preliminary studies show 20’ setback from penthouse and parapet MAY be required o All structural must be verified by Design/Builder during survey/design phase

Design/Construction to control 95th percentile rainfall event

Remove abandoned curbs, dunnage, mounts, repair before resurfacing roof with extensive vegetative roofing material

Increase the roofing insulation value from existing conditions, striving towards R50.

Provide paver walkways for access around roof and to all rooftop equipment.

Provide leak detection system.

Warranty:

o Waterproofing and green roof warranted as a system for 20 years, including wind damage up to 60 mph winds o 2 year plant warranty o 2 year maintenance

Source Selection Procedures and Evaluation Factors

1. Best Value Procurement Process: (1) Receipt and Evaluation of technical and cost proposals submitted in two severable parts, (2) Establishment of the competitive range, and (3) Negotiations (if necessary) with the firms within the competitive range.

2. Technical Evaluation factors are more important than cost or price. The technical evaluation factors follow in descending order of importance: (1) Past Performance,

(2) Key Personnel of the Construction Team and the Design Team, (3) Project Management Plan, and (4) Small Disadvantaged Business Factor.

Review Part I of the Request for Proposal (RFP) package for complete set of proposal instructions. The following are highlights of the technical evaluation factors.

a. Past Performance: Offerors must provide distinct separate projects and are required to submit owner evaluations for each project (see form in Part I of the RFP package). Offerors that exceed the stated requirements in terms of size and complexity may receive a higher rating.

Air Handler Units (AHUs): offeror must provide 3 projects within the past 10 years demonstrating experience on HVAC projects with AHU replacement and ductwork in an occupied office facility with construction valued at greater than or equal to $3 million.

Vegetative Roof: offeror must provide 2 projects, one of which demonstrating experience with a non-unitized system and both of which demonstrate the construction experience working on a minimum roof area of 20,000 square feet on an existing structure.

PV Roof: offeror must provide a list of 3 projects within the past 10 years demonstrating experience working with Crystalline technology on a minimum of 50 kW rated system per project in a high rise building defined as 5 stories or taller.

General Contractor: For proposals where multiple contractors are being utilized the offeror should define who is acting as the GC and who is/are acting as subcontractors. For the contractor acting as GC the offeror must provide distinctly separate past performance experience detailing a list of 3 projects within the past 10 years demonstrating experience on Design-Build projects managing at least 3 varied disciplines greater than or equal to $5 million.

b. Key Personnel of the Construction Team and the Design Team

Construction Team:

The offeror must submit resumes and qualifications of the individual serving in the role of the Project Manager demonstrating experience of 3 projects exceeding $5 million within the past 10 years, 2 of which were Design-Build projects.

Additionally the offeror must submit resumes and qualifications of the individual serving the role of the Quality Assurance / Quality Control manager demonstrating experience of 3 projects working with multiple disciplines within the past 10 year exceeding $5 million.

Professional references are required as detailed in Part I of the Request for Proposal package.

Design Team:

AHU: The offeror must provide the resume and qualifications of the lead AHU designer demonstrating experience of 3 fully designed projects involving AHUs, exceeding $3 million construction value within the past 10 years.

Vegetative Roof: The offeror must provide the resume and qualifications of the lead designer of the vegetative roof demonstrating experience of 2 past projects fully designed working on a minimum roof area of 20,000 square feet on an existing structure, 1 of which demonstrating experience working with a non-unitized system.

PV Roof: The offeror must provide the resume and qualifications of the lead designer of the PV Roof demonstrating experience of 3 fully designed projects involving Crystalline technology within the past 5 years, working on a minimum of 50kW rated system per project. One of the three projects shall include experience working on a high rise building defined as 5 stories or taller.

Professional references are required as detailed in Part I of the Request for Proposal package.

c. Project Management Plan The offeror must provide a proposed plan and approach by providing an organizational chart for this project detailing how it will be managed, maintained, and staffed. This should demonstrate that the offeror has sufficient resources to provide all work and services described in the scope of work.

d. Small Disadvantaged Business Participation The offeror must identify the SDB concerns and the extent of the work they are to perform in the proposal.

QUESTIONS / DISCUSSIONS

Questions will be published in a separate document on the Federal Business Opportunities website.

TOUR OF THE SPACE DESIGNATED BY THE SCOPE OF WORK.