CM_IDIQ_Pre-Proposal_Minutes_FINAL.docx

PRE-PROPOSAL CONFERENCE MEETING MINUTES

July 11, 2014

MULTIPLE AWARD IDIQ CONTRACT

FOR CONSTRUCTION MANAGEMEN SERVICES

GSA’s Mid-Atlantic Region (Region 3)

SOLICITATION NO. GS-03P-14-DX-C-0031

I. Welcome/Introduction of GSA Personnel

Shelba Young, Contract Specialist

(215) 446-4490 shelba.young@gsa.gov

Kimberly DeSant, Contracting Officer kim.desant@gsa.gov

II. Purpose

The purpose of this conference is to provide a clear understanding of the scope of work and to review the non-price evaluation factors that will be used to determine the Best Value contractor. All questions must be submitted via E-mail to Shelba Young, shelba.young@gsa.gov, no later than Wednesday, July 30, 2014.

During this conference, offerors will be provided with the opportunity to ask questions and/or identify any ambiguities found in the Request for Proposal. An amendment will be issued, covering pertinent questions and answers addressed here today. In the event that any questions cannot be answered today they will also be covered in the amendment.

No amendments have been issued to date. All amendments must be acknowledged with your proposal.

Word of Caution

Base your proposal on the Request for Proposal, Scope of Work and Amendments to the Request for Proposal as issued. Nothing said at this conference can be interpreted as a modification to the Request for Proposal unless it is issued as a formal amendment.

In accordance with FAR 52.215-1, Instructions to Offerors – Competitive Acquisition, the Government intends to evaluate the proposals and award a contract without discussions with offerors except for clarifications. Therefore the offerors initial proposal should contain the offerors’ best terms from a cost or price and technical standpoint.

The Government reserves the right to conduct discussions if necessary.

Points of Contact for this Request for Proposal:

Shelba Young, Contract Specialist

(215) 446-4490 shelba.young@gsa.gov

Kimberly DeSant, Contracting Officer kim.desant@gsa.gov

III. Scope of Work

The contractor shall provide support to our Regional Office to work with General Services Administration (GSA) personnel in providing a variety of project management services including, but not limited to, pre-planning, programming, design management, design review, procurement support, construction management, commissioning, and post-construction support, in cooperation with GSA, building occupants, architect-engineers, and construction contractors.

IV. Additional Information

· This procurement will be solicited via one solicitation with the intention of awarding two Multiple Award IDIQ Contracts.

a. One of the Multiple Award IDIQ Contracts shall be set aside for small businesses. The Government shall award a minimum of three (3) and a maximum of five (5) contracts to small businesses for CM projects with an estimated cost of construction of $750,000 or less.

b. The Government shall also award a second IDIQ on an unrestricted basis to between three (3) and five (5) firms for CM projects with an estimated cost of construction of over $750,000. The solicitation will include a Small Business Subcontracting Evaluation Factor with a preference to firms participating in a GSA or SBA Mentor Protege agreement with small businesses.

· The contract will be a firm fixed price contract and will have a base year with four (4) one-year Option periods.

· The NAICS for this procurement is 236220.

· Security Requirements: The CMs staff must apply for and receive an HSPD-12 clearance through GSA. The CM shall promptly replace any employee who is unable to receive or maintain these clearances.

V. Technical Criteria

The government will evaluate each offeror's technical proposal based on the non-price factors listed below. The non-price factors when combined are approximately equal to price. The offerors shall provide information addressing each of the factors in the same sequence as delineated below.

A. Technical Evaluation Criteria for Small Business Set-aside (projects </= $750,000 ECCA)

1. Relevant Past Experience

2. Relevant Firm Past Performance

3. Management Plan

4. Key Personnel B. Technical Evaluation Criteria for Unrestricted Competition (projects > $750,000 ECCA)

1. Relevant Past Experience

2. Relevant Firm Past Performance

3. Management Plan

4. Key Personnel

5. Small Business Subcontracting Methodology

TECHNICAL EVALUATION (Factors for ALL unless stated for Unrestricted >$750,000)

1. Relevant Past Experience In this factor, the Government will evaluate the offeror’s demonstrated past experience in work of a similar nature to this procurement. The evaluation of relevant past experience will be a subjective assessment based on consideration of all relevant facts and circumstances. The Government is seeking to determine whether the offeror has consistently demonstrated knowledge of and a commitment to the delivery of construction management services that achieve customer satisfaction at fair and reasonable prices.

At a minimum, offerors must demonstrate successful experience as a Prime Construction Management (CM) professional services contractor on three (3) small projects. Offerors must submit a total of three (3) distinct projects. If an offeror submits more than three (3) projects, the evaluation board will only evaluate the first three (3) projects.

For Unrestricted >$750,000 At a minimum, offerors must demonstrate successful experience as a Prime Construction Management (CM) professional services contractor on two (2) small projects and three (3) large projects for a total of five (5) distinct projects. For each project, work must have been substantially completed within the past eight (8) years from the issuance date of the RFP.

2. Relevant Past Performance This factor will evaluate the quality of an offeror’s collective experience in performing projects similar in size, scope and complexity to those described in this solicitation. The quality of both the design (if applicable) and construction efforts associated with past projects will be evaluated. The relevance of the projects submitted will be an additional consideration under this factor.

The Government has no obligation to ensure that an equal number of references is obtained for each offeror.

For each of the projects referenced under Factor #1 (Relevant Past Experience), the contractor is required to provide one (1) written evaluation. The evaluation must be from the Owner/Owner’s Representative. References must have thorough knowledge of the details of the Offeror’s performance for the majority of the contract performance period, so that the reference may sufficiently respond to the questionnaire. Each evaluation must be emailed to shelba.young@gsa.gov or contained in a sealed envelope with the evaluator's signature/initials written across the seal and included in the “Original” technical proposal. The contractor is NOT to make copies of these written evaluations. For each project identified, please use the attached Past Performance Questionnaire (Section J) of the RFP.

3. Management Plan This factor considers the overall capability of the offeror to manage the work required on this proposed CM contract. Offerors should provide a narrative not to exceed 10 pages, addressing their firm's current workload and demonstrating their capability to handle additional workload, not only with in-house staff, but also by subcontracting or other means. The offeror shall address how the firm will staff the various types of construction projects within the Mid-Atlantic Region area. The contractor is not required to list specific names of individuals. If the offeror is a joint venture or partnership between firms, the legal form, associations, and division of responsibilities between the respective firms must be clearly defined.

4. Key Personnel Offerors shall identify the key person, the Contract Executive, who will be responsible for management of the proposed contract. The submitted resume shall demonstrate experience in similar positions on prior projects/contracts. Responsibilities must be clearly assigned and the contract executive must have professional credentials and an educational background that are suited for the assigned position. The extent of availability must be clearly indicated. A more favorable evaluation may be given to offerors demonstrating that their proposed executive has been certified as a construction manager through the Construction Management Certification Institute sponsored by the Construction Management Association of America (CMAA).

For Unrestricted >$750,000

5. Small Business Subcontracting Methodology In this element offerors must demonstrate their commitment to providing the maximum practicable opportunity to small, HUBZone small, small disadvantaged, women-owned small, veteran-owned, and service-disabled veteran-owned small business concerns, and provide a detailed description of the methodology of how subcontractors will be selected for this project.

The rating for this evaluation factor will be based on an assessment of the probability that the resultant contract will achieve the proposed commitments as described below. It will be based on three things: (1) proposed small business subcontracting goals for this procurement, (2) narrative describing your firm’s outreach program for small businesses, and (3) narrative describing how your firm will maximize competition and select subcontractors that provide best value. The offeror will be required to use the Small Business Subcontracting Methodology Form. Please note that small business offerors are also required to include this factor in their technical submission and complete this form.

VI. Award

A. Contract award shall be made to the contractor considered to be the best value to the Government considering price and other non-price factors. Non-price factors when combined are approximately equal to price.

B. The Government intends to evaluate proposals and award a contract without discussions with offerors (other than exchanges conducted for the purpose of minor clarifications). However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. Therefore, each initial offer should contain the offeror's best terms from a price and technical standpoint.

VII. What To Submit With Your Proposal Package Each proposal shall consist of two physically separate volumes individually titled and numbered as stated below. Price and Technical proposals must be submitted in 3 ring binders ONLY.

The required number of each proposal volume is also shown below.

and Other Documents II Technical Proposal Original and six copies

Note: The proposal shall consist of a price submission and a technical submission. The price submission (Volume I) shall be separately bound from the technical submission (Volume II). The technical submission shall contain NO pricing information and shall not exceed 50 pages.

The binders for Volumes I and II are to be clearly labeled on the cover as to the contents, i.e., "Volume I," and "Volume II." Further, the original Volume I and II are to be labeled "Original" on the cover. The copy Volumes I and II are to be labeled “Copy” on the cover.

The external package(s) are to be clearly labeled "Proposal for RFP No. GS-03P-14-DX-C-0031” and each box should indicate the Box Number and the Total Number of boxes (i.e. Box 1 of 2).

Firms wishing to submit a proposal must submit a hard copy of their proposal package to the Contract Specialist at the physical address below by August 6, 2014 at 1:00PM ET. Failure to submit a proposal by the stated date and time to the designated location may cause the proposal to be eliminated from further consideration for this requirement. It is the responsibility of the firm submitting a proposal to ensure that the proposal is received by the Contract Specialist by the required date/time.

Submit Proposals to:

Shelba Young Contract Specialist U.S. General Services Administration The Strawbridge Building, 9th floor (3PQCK) 20 North 8th Street Philadelphia, PA 19107-3191 Shelba.young@gsa.gov

VIII. Questions and Answers Q1. Under Evaluation Factors for small business set-aside, Factor #3, Management Plan has a limit of 10 pages. No such limit is provided for the Unrestricted Firms. Should we assume there is no limit?

A1. The 10-page limit applies to both the small business set aside and the unrestricted competition.

Q2. Can references for the key personnel (Contract Executive) be GSA employees?

A2. Yes, references for key personnel may be GSA personnel. .

Q3. Should firms provide proof of insurance in the proposal?

A3. Contractor's are not required to provide proof of insurance in their proposal..

Q4. On page 182 which defines the requirements for a Small Business Subcontracting Methodology, it states that the subcontracting plan will be required if a contract is awarded to a large business concern and prior to final award. But the Technical Evaluation Factors for Unrestricted Competition list the subcontracting plan as a factor for evaluation. Do we submit the subcontracting plan with our proposal or later if we are an apparent awardee?

A4. Large business contractor's are not required to submit a subcontracting plan with their proposal. Subcontracting plans will be required from large business apparent awardees prior to award.

Q5. Who are the incumbent contractors?

A5. Heery, URS, MBP/AECOM and Jacobs.

Q6. Can the Government please confirm that Cover Page, Cover Letter and Table of Contents can be included in the Volume I Price Proposal and Volume II Technical Proposal? A6. Yes, and these are not included in the page limitation.

Q7. Can the Government please provide format requirements (font size, margins, and spacing) for text, tables and graphics?

A7. There are no specific requirements for font size, margins, and spacing for text, tables and graphics. However, Price and Technical proposals must be submitted in 3 ring binders ONLY.

Q8. Can the Government please confirm that there is no page limit for Past Experience Forms?

A8. There is no page limit for Past Experience. However, the entire technical submission shall not exceed 50 pages.

Q9. Will the Government accept a past experience form from a subcontractor (in addition to the three from the prime)?

A8. No, the past experience form should be from the prime (the firm submitting the proposal).

Q10. Can we please by-pass Form 3503 if our Reps and Certs are updated and in ORCA?

A10. No, you must complete and submit the GSA Form 3503.

Q11. The Past Performance Questionnaires that are included in the sealed envelope and included in the “Original” technical proposal. Are the questionnaires excluded from the 50 page limitation?

A11. Yes, the questionnaires are excluded from the 50 page limitation.

Q12. Reference Section L – Instructions, Conditions, and Notices to Offerors, page 209/210 of the Request for Proposal. Section L.5b.5 requires that the offeror submit an Employee Total Compensation Plan (See FAR 52.222-46, located in Section L). We request that the GSA provide a template for this requirement defining the requirements of the total compensation plan to be submitted.

A12. There is no template available or any specific format. Basically, firms need to outline all of their benefits, such as paid vacation and sick time, health insurance plans, life insurance, stock purchase plan, salary range information, retirement benefits, holidays, education assistance, etc.

Q13. If a small business is submitting two proposals, one for the Small Business IDIQ and one for the Unrestricted IDIQ, do they also need to submit the price volume twice? In other words, should the proposals for the Small Business IDIQ and the Unrestricted IDIQ be two completely separate, stand-alone submissions?

A13. Yes, you need to submit the price volume twice. Yes, the proposals for the Small Business IDIQ and the Unrestricted IDIQ must be two completely separate, stand-alone submissions.