Preproposal Meeting Information.pdf

PRE-PROPOSAL CONFERENCE AGENDA

November 30, 2010

PROJECT TITLE: Facilities Engineering, and Building Operations & Maintenance Buildings under the Charleston, WV Field Office

MEETING LOCATION: Robert C. Byrd Courthouse 300 Virginia Street East Charleston, WV 25301

SOLICITATION: GS-03P-11-CD-D-0004

1. GOVERNMENT REPRESENTATIVES:

Daniel Correnti Contracting Officer GSA Philadelphia Regional Office James Henry Contract Specialist GSA Philadelphia Regional Office Peter Genovese Building Management Specialist GSA Philadelphia Regional Office John Hofmann Building Management Specialist GSA Philadelphia Regional Office Joe Scharnagl Building Management Specialist GSA Philadelphia Regional Office Meghan Spensky Operations Manager GSA Charleston Field Office David Nicholas Construction Services Manager GSA Charleston Field Office

2. DESCRIBE PROJECT:

Provide all management, supervision, labor, supplies, and equipment, and plan, schedule, coordinate, and assure effective performance of all facilities engineering, and building operations & maintenance services as outlined in the solicitation. The Building Management Specialists will emphasize all special requirements.

The period of performance is a base period of two (2) years, one (1) two (2) year option period, and two

(2) three (3) year option periods, for a total possible performance of ten (10) years. The anticipated start date is September 1, 2011.

SCOPE OF WORK

The Charleston, WV Field Office is in need of a new Facilities Engineering, Building Operations & Maintenance Services Contract at various locations in West Virginia, Virginia and Kentucky.

The resultant contract will include the day-to-day maintenance of property and designated equipment and subsequent repairs for the cited buildings covered by the Charleston Field Office. The contractor will be responsible for the development of a complete Mechanical Services/Facility Engineering Program. The goal is to develop an approach that will employ strategic thinking in an effort to document service calls and follow through with planned systems scheduled maintenance requirements. Services under this procurement are under NAICS code 561210 (Facilities Support Services).

3. PURPOSE:

The purpose of this Pre-Proposal Conference is to afford you the contractors and the Government representatives the opportunity to discuss and answer any questions or concerns you may have regarding the contract provisions and requirements for this project. Answers which require further study shall be deferred and answered in the minutes to this meeting and issued in an amendment.

In order to prevent unnecessary extension of the proposal due date, we request that any questions you may have during as well as following this meeting must be submitted in writing by the close of business on December 7, 2010. Responses to questions will be included in an amendment, which should be issued no later than December 28, 2010.

All questions should be directed to James Henry, the Contract Specialist. You can send any questions via email at james.henry@gsa.gov or via fax at 215-873-8415. No oral statements made by a Government representative at this Pre-Proposal Meeting or at any Site Visit, nor any written record of such oral statements as may be made or furnished to the offeror will qualify or be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the Request for Proposal. In the event the discussion or questions raised during a Site Visit or Pre-Proposal Meeting indicate a need to modify the Request for Proposal, an amendment to the solicitation will be issued in writing. Any amendment issued to the solicitation must be acknowledged in Block 14 of the SF 33.

4. CONTRACTUAL PREVIEW:

a. CONTRACT TYPE: Indefinite Delivery / Indefinite Quantity. The guaranteed minimum is one month of basic contract services. Task orders will be issued to initiate all work ordered under the contract, including basic services.

This procurement is being competed as a small business set-aside through FedBizOpps.

b. WAGE AND FRINGE BENEFITS: Contractors are to pay wage and fringe benefits according to the Service Contract Act. The minimum wages and fringe benefits for the first year of performance are set forth in the prevailing and collective bargaining wage determinations contained in the solicitation. Any price increases in the CBA’s scheduled to take effect during the first year of performance should be accounted for in the proposed prices. Offerors should not include in their proposal any price increases scheduled to take effect beyond the first year of performance. FAR 52.222-41 provides an opportunity for contractors to submit a request for price adjustment as a result of the incorporation of a new Department of Labor wage determination on the yearly anniversary date of the contract.

c. PERIOD OF PERFORMANCE: The period of performance is a base period of two (2) years, one (1) two (2) year option period, and two (2) three (3) year option periods, for a total possible performance of ten (10) years. The anticipated start date is September 1, 2011.

The Contractor must provide 60 days of transition startup services prior to the contract start date to assist transitioning between contractors. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of contractor transition. Costs associated with transition services must be accounted for in the monthly price for basic services and will not be billable until after the first month of actual contract service is provided.

d. INSURANCE REQUIREMENTS: After contract award and before the contract start date, the contractor must furnish the Contract Specialist with a current Certificate of Insurance, listing the Government as an additional insured and meeting the requirements specified in this solicitation.

e. FINANCIAL INFORMATION: Financial information is required for this project. The Contractor must furnish GSA Form 527 for this project. Offerors may use their own format, financial statements, etc. as long as all of the required information is submitted.

f. REQUEST FOR SENSITIVE BUT UNCLASSIFIED DOCUMENTS: This solicitation includes Sensitive But Unclassified (SBU) building information. SBU documents provided under this solicitation are intended for use by authorized users only.

In support of this requirement, GSA requires offerors to exercise reasonable care when handling documents relating to SBU building information per the solicitation. The contractor and all subcontractors agree that they will abide by this agreement and will only disseminate Sensitive But Unclassified (SBU) building information to other authorized users under the conditions set forth above.

g. SUBCONTRACTING PLAN: A subcontracting plan is not required for this solicitation.

5. PRICING PROPOSAL:

a. METHOD OF AWARD: Your total evaluated price proposal will be composed of the base period, total estimated per-occurrence pricing, and all option periods for the Facilities Engineering and Building & Operations Maintenance services as shown in the offer sheet in Section B of the solicitation.

Please complete the electronic offer sheet attached with the solicitation package, see Section B for details. Per occurrence pricing hours listed in Section B (Offer Sheet) are estimates for evaluation purposes only. The Government is not obligated to purchase the estimated quantities.

b. PROPOSAL FORMS: See Section L.

c. CONTINGENCY EVALUATION PROCEDURE: (see solicitation pages 328-329)

6. PROPOSAL DUE DATE AND LOCATION:

a. PROPOSAL DUE DATE:

The proposal due date is January 4, 2011 at 12:00 PM ET.

Any extension to the proposal due date will be issued through a formal amendment and posted to FedBizOpps.

b. SUBMIT PROPOSAL TO:

General Services Administration

Acquisitions, Pittsburgh Section (3PQCK) 20 North 8th Street, 9th Floor Philadelphia, PA 19107 Attn: James Henry

There is a limitation of one hundred fifty (150) pages on the Management Plan to be requested under the solicitation. Each side of paper with print is considered one page of text. This limitation is not intended to imply the Government is expecting proposals to be of a particular length. Instead, offerors are encouraged to make their proposals only as voluminous as is necessary to respond to the preparation instructions set forth below.

* Please remember to sign and date your proposal.

* Please remember to acknowledge all amendments in Block 14 of the SF 33.

7. SOLICITATION OVERVIEW:

a. GSA ISSUES:

Background checks will be performed Contractors badges will be issued Security clearances for all contractors apply (HSPD-12) after award

b. NORMAL OPERATING HOURS:

Normal operating time is to be considered as the time needed to operate the building's equipment to provide the respective services during occupant agencies' workday.

Normal operating hours are: 7AM to 5PM

c. NON-REIMBURSEABLE REPAIRS:

A non-reimbursable repair is a repair requiring no more than $1000.00 in cost for repair parts and materials only (including any approved subcontracting costs). The cost of consumable parts and materials must not be calculated as part of the Contractor’s repair parts and material costs. Non-reimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government.

Non-reimbursable repairs must be completed within 24 hours of identification of the problem unless an extension is approved by the COR. The work order must be put into a status field to indicate the nature of any delay, with appropriate remarks.

If a repair exceeds the non-reimbursable repair cost threshold of $1000.00 for repair parts and materials only (including any approved subcontracting costs), and has been approved and verified by the COR or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor when they exceed the nonreimbursable threshold of $1000.00 (See above) once approved by the COR or designee.

d. FEDBIZOPPS:

It is the responsibility of the offeror to review FedBizOpps (www.fbo.gov) for amendments to the solicitation.

8. QUESTIONS

Contractor: Explain the proposal process; what is expected to be submitted on the proposal closing date?

Gov’t response: We expect your past performance information, relevant prior experience with an explanation of how that experience correlates to the current requirement, all pricing information and the completed representations and certifications. Management plan shall be required later and should not be submitted upon the proposal closing date.

Contractor: Is the $1,000.00 limit on non-reimbursable repairs to be considered a deductible on all repairs?

Gov’t response: No. The $1,000.00 limit is the amount up to and including which the contractor shall be solely responsible for the cost of repairs. It is not a deductible on repairs exceeding that cost.

Contractor: Is there any record of the history of non-reimbursable repairs in the subject buildings?

Gov’t response: The Scope of Work for this solicitation is significantly different than that of the current contract; thus any history available cannot be considered a like-for-like representation.

Contractor: Is the Robert C. Byrd Courthouse representative of the other buildings covered under this solicitation?

Gov’t response: No. The solicitation includes buildings varying significantly in age, size, use and design. Prospective contractors are strongly encouraged to attend the site visits for a more thorough understanding of the subject buildings.

Contractor: Are there prescribed hours for the customer service desk to be open?

Gov’t response: No. The intent of the solicitation is for the contractor to propose what they feel will best serve the customer’s needs.

9. SITE VISITS:

Proper ID must have been submitted from prospective offerors wishing to conduct inspection of the facilities. Only those who have submitted all required documentation shall be allowed to inspect the buildings.

Site visits are as follows:

Monday December 6, 2010 Robert C. Byrd Courthouse

Charleston, WV 8:00 - 10:00

Federal Building Huntington, WV 10:00 - 12:00*

Sidney L. Christie Huntington, WV 1:00 - 2:00*

Carl D. Perkins Federal Building

Ashland, KY 3:00 - 4:00

Tuesday December 7, 2010 C. Bascom Slemp Courthouse

Big Stone Gap, VA 8:00 - 9:00

Federal Building Abingdon, VA 11:00 - 12:00

Richard Poff Federal Building

Roanoke, VA 3:00 - 5:00

Wednesday December 8, 2010 Federal Building Bluefield, WV 8:00 - 9:00

Federal Building Beckley 10:30 - 12:30

Federal Building Mount Hope, WV 1:30 - 2:30

Federal Building & Post Office

Summersville, WV

4:00 - 5:00

Thursday December 9, 2010 Jennings Randolph Federal Building

Elkins, WV 8:00 - 9:30

Forest Service Building Elkins, WV 10:00 - 11:00

Federal Building Parkersburg, WV 2:00 - 4:00

Friday December 10, 2010 Wheeling FOB, Addition, Annex

Wheeling, WV 7:00 - 9:00*

Needy Road Building Martinsburg, WV 1:00 - 3:00

Federal Building Martinsburg, WV 3:00 - 5:00

* denotes part of a complex