ARRA Scranton PreProposal Conf minutes.pdf

PRE-PROPOSAL CONFERENCE MEETING MINUTES

April 19, 2010 11:00 a.m. – 12:00 p.m.

Solicitation No. GS-03P-10-CD-C-0040 American Recovery and Reinvestment Act (ARRA)

Historical Window Restoration Project Nealon Courthouse and Federal Building in Scranton, PA

Project Overview and Summary along with a guided tour of the space designated by the scope of work.

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 Contracting Officer 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 sent to you via email. Amendments must be signed and returned with your proposal.

Primary Point of Contact: Secondary Point of Contact:

Katelyn A. McCullough Jim Morris Contract Specialist Contracting Officer

(215) 446-5734 (215) 446-4581 Katelyn.McCullough@gsa.gov Jim.Morris@gsa.gov

1. Contract Type: Firm Fixed Price

2. Procurement Preference: Full & Open Competition

3. Period of Contract Performance: 365 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 this solicitation. The contractor may not begin actual work on site until this certificate has been received and found acceptable.

6. Additional submission requirements:

All forms located in the solicitation should be completed and submitted with the proposal. See C201 of the RFP for details.

7. American Recovery and Reinvestment Act Requirements: 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. Contractors are to pay the Minimum Wage and Fringe Benefits required by the Davis-Bacon Act. Wage Determination PA100024, Superseded Number PA20080024 dated 03/12/2010 is located in the Agreement portion of the RFP documents.

9. PROPOSAL DUE DATE:

Monday, May 10, 2010 4:00 p.m. Philadelphia Local Time

*** Use the provided proposal price sheet.

Submit Offerors to:

GENERAL SERVICES ADMINISTRATION

CONTRACTS OPERATIONS BRANCH – Pittsburgh (3PQCK) THE STRAWBRIDGES BUILDING, 8th FLOOR

ATTN: KATELYN A. MCCULLOUGH

20 NORTH 8TH STREET

PHILADELPHIA, PA 19107-3191

*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

(Scott Gernerd, GSA Project Manager) and (Hillier Architecture (A/E firm): Lisa Soderberg and Carl Dress)

In accordance with the American Recovery and Reinvestment Act (ARRA) of 2009, the General Services Administration (GSA) has identified a project at the Nealon Courthouse in Scranton, PA that will help get Americans back to work, complete the final component of the on-going façade renovation project, and will contribute to GSA’s collective sustainability goals.

The project includes the repair and sealing of eighty (80) – one hundred (100) existing windows and frames and the repair of existing interior storm windows. This project will quickly create or maintain jobs while supporting green government. An option is also being considered for this project to add low e-coating to the interior face of the storm windows, which will provide additional energy savings. The exercising of this option will be based on budgetary constraints

The GSA Project Manager and A/E firm discussed the current status of the windows being stained and rusted. Additionally Scott provided information regarding a mock up that is currently taking place in the building. The mockup with clarify details of taking the window apart and putting it back together. Once the mock up is nearer to completion / complete an amendment will be issued to the Solicitation that will provide more documentation for the Construction Documents (CDs). In the present moment the contracting community shall proceed with the RFP Documents provided until the Amendment is issued.

The A/E firm brought drawing document for information purposes only. This information is posted along with the minutes from the pre-proposal conference.

Questions and Answers Q: Are the frame pieces embedded?

A: No the intention is to take them out and repair the sill all the way across.

Q: What are the working hours? Is after hours work acceptable since the work is disruptive to the tenants?

A: The working hours of the building are 7AM – 5 PM. Work can be performed after hours.

A question was raised about the painting, finishing and repair of the existing storm windows. Can the other side of the window be reached? The person submitting the question advised that he will submit the question in writing with more detail. This will be posted to FedBizOpps once the question is presented and answered.

Q: Are there requirements for the interior partitions?

A: Currently the specifications call for a transparent opening; however the mockup process is employing plywood on the exterior. This will be clarified as part of the amendment once the mock up is complete.

Q: Is security a requirement when permanent windows are not in place?

A: GSA Property Management Office advised that this may be an issue for two reasons:

(1) Aesthetics and (2) Security especially on the first floor. The GSA Project team will discuss and advise of requirements, if necessary.

Q: What are the procedures for Security Clearances in the building?

A: The GSA Property Management Office discussed the requirements as specified in the Request for Proposal (RFP) package.

Q: Is there parking available?

A: Parking for the contractor will not be provided.

Q: Who qualifies as a Small Disadvantaged Business (SDB) per factor #3 of the evaluation criteria?

A: The Small Business Administration (SBA) sets guidelines regarding what criteria determines a Small Disadvantaged Business (SDB) and contractors self-certify themselves as a SDB in the Central Contractor Registration (CCR) website (www.ccr.gov).

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, (3) Small Disadvantaged Business Factor.

Factor # 1 Past Performance Past Performance is being used as an evaluation factor against which offerors’ relative ranking will be compared. The SSEB may also consider any information obtained from past performance evaluations currently on file as part of their overall evaluation of this factor.

The following past performance information must be submitted:

Each offeror must provide a list of projects completed within the past five years that demonstrates the firm’s experience working on a Historic Window Restoration project with a construction valued at greater than or equal to $500,000.00. At least one of the projects submitted must include construction work in an occupied office facility.

It is recommended that each offeror submit ALL experience within the past five years listed in order of relevance. GSA will review a minimum of three projects. The projects reviewed will be at the discretion of the SSEB.

Offerors providing projects that exceed the stated requirements in terms of size and complexity may receive a higher rating and offerors providing projects below the stated requirements in terms of size and complexity may receive a lower rating.

Factor #2 Key Personnel For this procurement, Key Personnel is defined as the individual serving the role of the Project Manager and the individual serving the role of the Superintendent. This factor considers the education, training, qualifications, past performance and experience relative to the tasks they will be performing. Contractors will be requested to include any professional qualifications, specialized experience in this type of work, and the technical competence of the staff on similar projects. Each proposed team member will be evaluated based on GSA’s evaluation concerning the qualifications and experience to the proposed staff with similar roles and project experience as proposed on this project.

Resumes and qualifications of the individual serving the role of the Project Manager shall be submitted demonstrating experience of 3 projects exceeding $500,000 within the past 10 years, 1 of which was working on a historic window restoration project. The resume must clearly identify the name of the individual serving in the role of Project Manager.

Resumes and qualifications of the individual serving the role of Superintendent shall be submitted demonstrating experience of 3 projects within the past 10 years exceeding $500,000, 1 of which was working on a historic restoration project. The resume must clearly identify the name of the individual serving in the role of Superintendent.

Factor #3 Small Disadvantaged Business Participation This factor measures the extent to which the offeror will utilize small disadvantaged business concerns in the performance of the contract. The proposal will be evaluated on the extent to which SDB firms are specifically identified and the extent of planned participation of SDB concerns in terms of the value of the total acquisition. SDB concerns, and the work they are to perform, shall be specifically identified in the offer.

QUESTIONS / DISCUSSIONS