Pre-Proposal_MINUTES_-_MATSSC_Security_Project.pdf

PRE-PROPOSAL CONFERENCE MINUTES

September 7, 2016

MATSSC SECURITY PROJECT

300 SPRING GARDEN STREET

PHILADELPHIA, PENNSYLVANIA

RFP GS-03-P-16-AZ-C-7026

I. Sign In (Attendance Sheet)

II. Welcome/Introduction of GSA Personnel

III. Purpose

The purpose of this conference is to provide a clear understanding of the specs, drawings, and solicitation requirements as well as the source selection factors that will be used to determine the Best Value contractor. If you have specific questions on the requirements please address the Section and paragraph number. Questions may be submitted today. All other questions must be submitted via E-mail to Jim Morris, Jim.Morris@gsa.gov, no later than Wednesday, September 14, 2016.

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. Amendments can be acknowledged in Block 19 on the Standard Form 1442 – Solicitation, Offer and Award, included in the RFP.

Base your proposals on the Solicitation and Amendments to the solicitation as issued. Nothing said at this conference can be interpreted as a modification to this solicitation 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 proposals and award a contract without discussions with offerors except for clarifications. Therefore the offerors initial proposal should contain the offerors’ best terms.

The Government reserves the right to conduct discussions if necessary.

If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

IV. Scope of Work

The contractor shall provide all repair and alteration services necessary to complete security upgrades at the Mid-Atlantic Social Security Center (MATSSC) located at 300 Spring Garden Street, Philadelphia, PA 19123.

V. Additional Information

This solicitation was issued as a Total Small Business Set-Aside.

The contract will be a firm fixed price contract.

The NAICS for this procurement is 236220, Building Alterations, non-residential, commercial & institutional, general construction, and the small business size standard is $36.5 million.

All work must be completed within 655 calendar days after receipt of Notice to Proceed.

Davis Bacon Act:

- It is noted that Davis Bacon Act is to be adhered to on this project.

Contractors are to pay the minimum wage and fringe benefits required by the wage determination in the solicitation package.

General Decision Number PA160005, including Modification Numbers 0 through 12, dated 07/22/2016, applied to this project.

- In accordance with Executive Order 12989, contractors are to comply with all immigration laws. Any contractor who is suspected of hiring illegal aliens will be reported to the DHS. Determination that the contractor has violated the above referenced Executive Order may result in suspension and debarment.

Bonding Requirements:

- A bid bond in the amount of 20% of the bid price or $3,000,000, whichever is less, must be submitted along with your proposal.

- 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.

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 the Agreement, Section III.L (page 15 of 40). The contractor may not begin actual work on site until this certificate has been received and found acceptable.

Reps and Certs: Offerors are required to complete the annual representations and certifications electronically via the System for Award Management (SAM) website at:

http://www.sam.gov

After reviewing the SAM database information, the offeror must verify by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months and that they are current, accurate, complete and applicable to this solicitation.

Security Requirements: All contractor employees working on-site will undergo a background suitability check prior to the start of work. This will consist of fingerprinting and a background check. OPM will have the final decision to employee’s acceptability. Each employee will also require a badge with photo identification. See the Agreement, Section III.N. (6) – Security Clearances (page 17 of 40).

Financial Information: GSA Form 527 is required to be completed and submitted with your price proposal.

VI. Technical Evaluation Factors

The evaluation factors are detailed in Section II.D. of the Solicitation (page 6 of 26).

This is what your technical proposal will be based upon so please read this information thoroughly.

The government will evaluate each offeror's technical proposal based on the technical factors listed below. The technical factors are listed in descending order of importance and when combined are significantly more important than Total Evaluated Price. The offerors shall provide information addressing each of the factors in the same sequence as delineated below.

1. Factor #1 – Relevant Past Performance on Similar Projects

2. Factor #2 – Technical Approach/Project Management Plan

3. Factor #3 – Project Team/Key Personnel

4. Factor #4 – Artwork Protection Plan

5. Factor #5 – Small Business Socioeconomic Category

It was noted that the references to Appendices A, D & E from the RFP are to be disregarded effective with Amendment 001. The Owner Evaluation Form included in Amendment 001 will be used to evaluate past performance. The resume for key personnel is NOT a form, but rather should be submitted in standard resume format in the offeror’s technical proposal under Factor #3.

Factor #1 – Relevant Past Performance on Similar Projects

This factor considers the extent of the Offeror’s past experience, within the last five years, in carrying out similar work of the same/similar level of difficulty; and the quality of the Offeror’s past performance in carrying out the work considering issues such as timeliness and technical issues. The Offeror’s past performance and experience in similar projects, as described below, will be considered.

The evaluation of Past Performance on Similar Projects will be a subjective assessment based on a 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 customer satisfaction with timely delivery of services at fair and reasonable prices.

Note: Offerors are advised that the Government may use past performance information not specifically provided with the proposal in its technical evaluation of that offeror.

A. Experience on Similar Projects

Each Offeror shall provide a list of three (3) projects completed within the last five (5) years that demonstrate the company’s construction and management experience on similar projects in terms of complexity, size, and dollar value. Only owner references shall be provided. An owner’s reference is defined as a reference that is submitted by a building owner/developer or anyone who was hired by the building owner/developer to represent them during a project such as a construction manager or architect/engineering firm. GSA has defined similar project as:

Security System installation including CCTV, Card Access, Intrusion Detection System in an occupied building.

Projects including structural steel and curtain wall glazing systems

Waterproofing repair projects

Offerors must submit a total of 3 distinct projects. Projects must be completed to be considered. If an offeror submits more than 3 projects, the evaluation board will only evaluate the first 3 projects. For each project, the Offeror will address the following:

Name and location of the project Offeror’s Role on this project i.e. as a prime, subcontractor, member of a joint venture. If the experience was as a subcontractor, give the name, point of contact and telephone number of the prime contractor.

Date of completion Description of Work and similarities to this project Total Construction Costs Owner contact points including owner’s name, telephone number, address, and person(s) to contact Actual work performed by this firm under the overall scope of work.

Description of issues related to working in an occupied facility and phasing required Overall assessment of project success relative to the project’s baseline for scope, schedule and budget indicating how your firm positively affected the outcome, Photographs Award and Recognitions

This information should not exceed two pages; single sided, for each project submitted. Award and recognition letters, and photographs, are allowed to be submitted as separate attachments and are exclusive of the two page limitation.

The Owner Evaluation Sheets that will be provided in Amendment 001 will be the basis for evaluating the offeror’s performance on the submitted project.

Factor #2 – Technical Approach/Project Management Plan

Provide a typewritten narrative describing your approach to the construction for this project. At a minimum, provide the following:

A. Project Planning/Coordination The offeror shall discuss in narrative format the following areas:

1. Basic Construction Approach to the general construction. Discuss how the phasing will not impact occupant operations. Please provide a brief narrative describing the team approach to planning and administering these multiple tasks. In the narrative provide:

Provide which portions of the scope of work you (the offeror) are going to perform and which portions of the scope of work will be subcontracted.

List any special project challenges that you foresee.

Describe what measures you intend to implement in order to minimize disruption of the occupied facility during construction operations.

Describe how you plan to coordinate the multiple tasks in order to meet the project requirements in the time frame allowed.

B. Schedule

The total project duration is 700 calendar days. Provide a bar chart schedule, defining all critical project components, that demonstrates how the Offeror will achieve the as-planned duration. Keep in mind that the building will be occupied during the total project duration. Additionally, identify the high-risk work items that may delay the project, what proactive measures can be taken to minimize the risk, and how GSA may assist the Offeror in meeting the schedule. The proposed schedule will be incorporated into the contract as part of the award.

Factor #3 – Project Team/ Key Personnel

Offerors are requested to identify the construction project management staffing and other key personnel that will make up the project team for the proposed project. A complete resume is required for each team member utilizing the Personnel Resume Form attached, Appendix “B”. Offerors are requested to include any professional qualifications, specialized experience in this type of work, and the technical competence of the staff on similar projects. A complete project list of previous similar project experience for each proposed team member is requested to demonstrate that each of the proposed staffing meets the minimum experience levels shown below.

Contractors are requested to provide details concerning any previous experience the proposed team may have working together on similar projects.

Each proposed team member will be evaluated based on GSA’s evaluation concerning the qualifications and experience of the proposed staff with similar roles and project experience as proposed on this project.

The following individuals/entities are designated as Key Personnel under this contract:

Project Manager Project Superintendent

Resumes shall be provided for each individual. Standard resume format should be submitted.

A. Key Personnel

For each project team member the minimum standards are defined as:

Project Manager

General Information: Offerors shall designate one (1) individual to act as the Project Manager for this project. Such individual will be the central point of contact for managing and coordinating all work performed under this contract. It is required that all submissions to the government required by the contract for the project shall be routed through and reviewed by this individual. This individual shall have full authority to bind the successful offeror on all issues or actions related to the project.

Experience/Qualification Requirements for the Project Manager: At least one individual with a minimum 4-year college degree (Bachelors of Architecture or Civil, Mechanical, Electrical or Fire Protection Engineering or Construction Management) and 10 years of construction experience, and, 5 years as a Project Manager and experience on at least 1 similar projects as defined under Factor 1, Relevant Past Performance/Corporate Experience.

Project Superintendent

Experience/Qualification Requirements for the Project Superintendent: One individual with 10 years of construction experience and at least 2 years of experience as a project superintendent and at least 1 similar project as defined under Factor 1, Relevant Past Performance/Corporate Experience.

Note 1: The indicated levels of experience cited above represent the minimum acceptable levels. Experience exceeding the minimum may be indicated.

Experience, which does not meet the minimum, will result in either a “Marginal” or “Poor” rating for this factor. In addition, resumes of any other proposed individuals who the offeror feels are critical for the completion of this project may be submitted, using Appendix “B”, Personnel Resume Form.

Note 2: The qualifications of individuals identified as key personnel will be reviewed during proposal evaluation and incorporated into the contract at the time of award.

Consequently, these key personnel must be maintained during the pendency of the contract. After award, requests for substitution of such personnel or must be submitted to the Contracting Officer for review and approval. The Contractor shall provide the same information as required by this solicitation for all proposed substitutes, and any additional information requested by the Contracting Officer. The qualifications of the individual(s) must be similar to the experience and qualifications of the key personnel/individual previously incorporated into the awarded contract. In addition, an explanation of the necessity for the change shall accompany the request for substitution. No substitution shall be made without prior written approval by the Contracting Officer. Note that no increase in the contract price will be made as a result of substitution of Key personnel.

Factor #4 – Artwork Protection Plan

Provide a typewritten narrative describing your approach to the protection of the lobby artwork during construction. At a minimum, provide the following:

A. Project Planning/Coordination The offeror shall discuss in narrative format the following areas:

2. Basic Construction Approach to the artwork protection. Show how you will minimize the risk of damage to the artwork while erecting the temporary protection. Discuss how the protection will be modified throughout the duration of the project to accomplish the work directly adjacent to it. Please provide a brief narrative describing the team approach to planning and administering these multiple tasks. In the narrative provide:

What team members will be tasked with constructing and monitoring the artwork.

List any special project challenges that you foresee.

Describe what measures you intend to implement in order to minimize the risks to the artwork.

Describe how you plan to coordinate the operation and monitoring of the artwork protection throughout the construction period.

Discuss Emergency Action Plan if something goes wrong with the artwork protection or the artwork environment or the artwork itself.

Factor #5 – Small Business Socioeconomic Category

Offerors whose small business qualifies under any of the below socioeconomic categories will receive full credit for this factor. Offerors who do not fit any of these categories will not receive credit.

Socioeconomic categories are: HUB Zone Small Business; Woman-Owned Small Business; Service-Disabled Veteran-Owned Small Business.

VII. Award

A. Contract award shall be made to the offeror considered to be the best value to the Government considering price and other non-price factors. Non-Price Factors, when combined, are significantly more important than the Total Evaluated 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.

VIII. What To Submit With Your Proposal

The RFP Package shall consist of the following:

a. Technical Proposal Factor #1 – Relevant Past Performance on Similar Projects Factor #2 – Technical Approach/Project Management Plan Factor #3 – Project Team/Key Personnel Factor #4 – Artwork Protection Plan Factor #5 – Small Business Socioeconomic Category

b. Price Proposal:

a. Signed Standard Form 1442 and all amendments acknowledged

b. Completed Pricing Sheet

c. Representations and Certifications (Form C301)

d. Completed Bid Guarantee, using Standard Form 24

e. GSA Form 527, Contractor’s Qualifications and Financial Information

IX. How To Submit Your Proposal

Proposals are due by 4:00 PM EST on Wednesday, September 21, 2016.

Facsimile bids, modifications or withdrawals are not authorized for this solicitation.

Submit the original Price Proposal and the Technical Proposal, in pdf format, to the Contracting Officer at jim.morris@gsa.gov. The Price Proposal must be a separate electronic document from the Technical Proposal.

X. Debriefings

All unsuccessful offerors are entitled to a debriefing. You must submit a written request to the Contracting Officer for the debriefing within 3 days after receipt of notification.

XI. Site Access and Contact Requirements

Requests for site access should go to the Project Manager, Paul McIntyre. He may be contacted at (215) 446-4712.

XII. Scope of Work Technical Review

Note that only one entrance to the first floor can be out of service at one time according to the phasing plan.

The project works around a priceless artwork wall throughout the lobby. IN order to protect this this first phase is to install an artwork protection wall. Later on this wall is removed and a second phase of protection is installed in order to allow work right up to the art. The final phase will be to remove the artwork protection. The artwork protection must remain up while any work on the first floor is ongoing.

The lawn sprinkler repair/replacement unit prices are to cover any needed repairs to the system that are damaged as a result of this work.

Brick façade repairs are for what is modified as a result of the new entrances as well as repairing any holes/damage as a result of removing or relocating security cameras.

XIII. Questions and Answers

1) Can you clarify the references to Appendices A, D, and E in the RFP? Are there an Appendix B or C? No. The references to Appendices were made in error.

There are no appendices effective with Amendment 001. The Owner Evaluation Form will serve to evaluate the company’s past performance, and the key personnel will evaluated based on a standard format resume.

XIV. Walk Thru

A walk through of the project site was conducted and the meeting concluded.