Final RFQ Mtg Minutes 6-02-11.pdf

File: 08.01.03/RFQ Conference Meetings Minutes

Meeting Notes

Date: June 2, 2011

Project Name: New U.S. Federal Office

Building, Miramar, Florida

Location:

Meeting Time:

Sheraton Fort Lauderdale

Airport, 1825 Griffin Road, Dania, Florida 33004

1:30AM

Project No.:

Region:

Building No.:

Building Address:

Solicitation No.

GSA Project No. NFL 00001

Southeast Sunbelt Region

FL 00 33 ZZ

2030 S.W. 145 Avenue, Miramar, Florida 33027

GS-04P-11-BV-C-0027

Prepared by: Ralph Echeverria

Participants

Steve Smith –Project Manager (GSA)

Jenny Matte– Contracting Officer (GSA)

Oscar Trevilla– Office of Design and Construction (GSA)

Jon Jordan – Project Executive (Jacobs)

Rich Fisher – Quality Control Superintendent (Jacobs)

Rafael Echeverria – Project Engineer (Jacobs)

AnnMarie Reyes– Project Administrative Assistant (Jacobs)

See Attached for Sign-in Sheets

Purpose

Pre-Proposal Conference regarding Request for Qualifications (RFQ) Phase I solicitation of the

New U.S. Federal Office Building in Miramar, Florida

GSA Federal Building – Miramar Florida

RFQ Pre-proposal conference

02 June 2011

Summary:

A) Introductions:

1. Steve Smith introduced himself as the GSA‘s Project Manager (PM). Jenny Matte as GSA’s

Contracting Officer (CO) for this project.

2. Mr. Smith stated that only questions relative to the current RFQ process would be addressed at this meeting.

B) Presentation:

1. Mr. Smith proceeded with a prepared PowerPoint presentation to give an overview of the project.

2. Mr. Smith summarized the Agenda (slide No. 2). He presented what was going to be discussed at the RFQ Pre-proposal conference and noted that all questions and the answers would be posted on the www.FBO.gov website under the Phase I solicitation for the project.

3. Mr. Smith noted that an Amendment was posted on the www. FBO.gov the morning of 6/2/11 listing all questions and answers thru May 31 and all future questions should be submitted in writing to Jenny Matte (GSA CO) at jenny.matte@gsa.gov as per the RFQ solicitation. Both questions and answers will be posted on the website.

4. Mr. Smith reviewed the project Organization Chart. At this time Oscar Trevilla was introduced as the local GSA representative and noted his position on the protect team. Mr. Smith continued to identify the team members:

i) Krueck + Sexton: Lead Designer/Bridging Architect

ii) Jacobs: Construction Manager (Planning, procurement, design and construction quality support services)

iii) Tenant Agency

5. Mr. Smith presented the Acquisition Process and pointed out several key dates.

• RFQ Conference for firms seeking to be qualified to provide BDB services: 6/2/11.

• All Questions from firms are due on or before 6/13/11

• Performance Questionnaires from firms are due 6/13/11

• Responses/Proposals are due 6/27/11 (Section I.H.1 in RFQ)

• Short listing of firms to provide a proposal to design and construct the facility—July 2011

02 June 2011

• Phase II proposals from proposers will be due in August 2011

• The period of performance of the contract between GSA and BDB will be 939 calendar days from NTP of Design

• Project to incorporate enhanced security requirements.

6. Mr. Smith continued with the project design parameters.

• The Office Building will be approximately 475,000 gross square feet.

• Annex Building that will include support offices, car and boat/storage repair bays,

• Parking Garage with 750 spaces

• The Design will comply with PBS P100, 2005 edition with enhancements from the 2010

P100.

• The project goal is to meet LEED Gold—a requirement of the RFP.

• Comply with the Sustainable Sites Initiative – 2 Stars Rating—a requirement of the RFP

• The address where the facility is to be constructed is 2030 SW 145th Avenue, Miramar, FL, 33027.

• A Site Plan was displayed showing the building footprints indicating the size of the property (The total site is 20 acres. Additionally, there wetlands and another property adjacent to the site.)

7. All proposers need to be registered in the GSA’s CCR database in order to be qualified to responding to the RFQ.

8. The following security requirements are incorporated into this project:

• Document Security—PBS Order 3490.1A

• Personnel Security (HSPD-12 and Agency Clearance requirements). Limited only to those individuals needing access to the GSA’s electronic project management system.

• All persons working on the site will require a security clearance from the Tenant Agency.

• Security Design Requirements.

02 June 2011

C) Question and Answers:

1. Q: Will there be a formal presentation before an Award as part of the Phase I selection?

A: No

2. Q: What is the status of Krueck and Sexton’s design – Are they done?

A: Krueck and Sexton’s has been continuing to work and is developing enhanced documents which will be part of the Phase II RFP.

3. Q: How many days or weeks will GSA take to issue a shortlist (for the Phase II RFP respondees)?

A: A minimum of 30 days. (RFQ, Section I.A states anticipated award for Design-Build contract is

August 24, 2011).

4. Q: How important is it that the project examples and proposed people/staff be “local”?

A: See the RFQ for details.

5. Q: How are firms going to be evaluated?

A: RFQ outlines the process for evaluating firms.

6. Q: Why has GSA required a PLA (Project Labor Agreement) in a Right to Work state?

A: The PLA is mandated by Presidential Executive Order 13502.

7. Q: In the Addendum issued today (6/2/11), Question No. 2 (and the answer) it indicated that a proposer include a PLA or could not include a PLA?

A: In Phase II of the Solicitation, Offerors will be invited to submit a proposal subject to PLA requirements (a PLA Proposal), a proposal not subject to PLA requirements, or both. If a PLA proposal is accepted by GSA, the apparent successful offeror shall be required, as a pre-condition to award, to execute and deliver to the Contracting Officer a Project Labor Agreement (PLA) meeting the minimum requirements of the Solicitation.

8. Q: The RFQ indicates that Questionnaires are due by 6/13/11. Today’s presentation indicated (on the PowerPoint slide) that both Questionnaires and the SF330 form are due on that same date.

However, the RFQ does not require the SF 330 forms to be due on 6/13/11. Which is correct?

A: SF 330 forms are NOT due on 6/13/11 – just the Questionnaires are due.

9. Q: Is it necessary to receive a security clearance in order to work on the project and/or submit this response?

02 June 2011

File: 08.01.03/RFQ Conference Meetings Minutes

A: Tenant Agency security clearance is necessary for anyone working on the site and the project.

GSA’s HSPD-12 clearance is necessary for Project Management personnel clearance. There is no security clearance required to bid on the project.

10. Q: The RFQ states that the due date for Questions is no later than the due date for proposals – not 6/13/ as stated in the Power point presentation – which is correct?

A: GSA will review this and issue a response through the FED BIZ OPS website.

11. Q: Can GSA identify what type of project is relevant to this project so that Proposers better understand what type of project or ranges of projects to submit as relevant experience?

A: Each proposer has to decide its most relevant projects and propose them as their relevant experience. There is no way for the GSA to know what type of project a proposer will present as part of their qualifications package.

12. Q: Will GSA consider accepting Performance Questionnaires previously submitted for firms that were on the shortlist during the prior solicitation for this project?

A: GSA will respond through the FBO website should the Government accept previously submitted Questionnaires.

13. Q: How many firms will submit Offerors during Phase I of this solicitation?

A: GSA does not have this information.

D) The Conference was adjourned at this point:

Attachments: PowerPoint Presentation.

Sign-In Sheet

Please advise meeting reporter of comments, additions or corrections. In the absence of comments or corrections after 10 days, the meeting summary will be considered accepted as written.

U.S. General Services Administration

Pre-Proposal Conference – Phase I U. S. Federal Office Building, Miramar Florida

Solicitation Number-GS-04P-11-BV-C-0027

GSA Southeast Sunbelt Region

U.S. General Services Administration

Introduction - Agenda

• Pre-Proposal Conference

– Project Organization

– Acquisition Process

– Phase I Qualification Proposal– Phase I Qualification Proposal

– Contracting with GSA

– Project Overview

– Security Requirements

– Amendment(s) to RFQ

• Questions

Project Organization

Tenant

Project Manager

Tenant

Tenant Architect

Government

Team

GSA - COR

Project Manager

Steven C. Smith

GSA – Contracting

Officer

Jenny Matte

GSA – Deputy

Commissioner

James Weller

Tenant

Assistant Director

GSA

Design Manager

Oscar Trevilla

Delegated

Authority

GSA

Contractors

Principal Ron Krueck

Mark Sexton

Project Manager

Tom Jacobs

Consultants

Engineers

PES/CM

Jacobs

Engineering

Project Manager

Jon Jordan

Design Management

Tom Massey

Commissioning

Craig Johnson

QC Superintendant

Richard Fisher

CoordinationCoordination

Lead Designer

Krueck and

Sexton Coordination

Principal-In Charge

Project Manager

Construction

Superintendant

MEP Coordinator

A/E Project Manager

Design Architect

Quality Control

Superintendant

Design/Builder

TBD

Oscar Trevilla

Acquisition Process

• Phase I - Request for Qualifications (RFQ)

– Pre-Proposal Conference June 02, 2011

– Questions Due June 13, 2011

– Performance Questionnaires SF330 June 13, 2011 3:00 PM

– RFQ Responses Due June 27, 2011 3:00 PM

– Government Establishes Short List (e) July 2011

• Phase II - Request for Proposals (RFP)• Phase II - Request for Proposals (RFP)

– Government Issues RFP (e) July 2011

– Proposals Due (e) August 2011

– Contract Award (e) August 2011

• Post Award

– Design NTP (e) September 2011

– Construction NTP (e) January 2012

– Construction Substantial Completion (e) March 28, 2014

• Period of Performance 939 Calendar Days (e)

Phase I - Qualification Proposal

• Cover Letter

• Forms Questionnaires (SF330)

• Evaluation Factors

– Technical Qualifications– Technical Qualifications

– Past Performance of Offerors Team

– Technical Approach

• Minimum Requirement of Bonding Capacity

• Professional Licenses

Contracting with the GSA

• CCR registration

• www.ccr.gov

• FedBizOpps

• www.fbo.gov• www.fbo.gov

• Amendments

Project Overview

• 475,000 gross square foot building

• 750 structured parking

• 250 surface parking spaces.

• 100 foot property line setback

• Enhanced security

• Special purpose space.

– Inside parking/garage space.

– Vehicle bay/maintenance,

– Processing rooms,

– Automated Data Processing Center

– Conference/training, • Enhanced security specifications

• P-100 (Facility Standards for Public Buildings)

• Leadership in Energy and Environmental Design (LEED) LEED GOLD certification

• Sustainable Site Initiative - Two Stars

– Conference/training,

– Physical fitness

– Private restrooms

– Boat bay,

– Emergency generator,

– Weapons/ammo vaults,

– Laboratory

Project Overview - Location Plan

• Address:

– 2030 SW 145 Avenue

– Miramar, Florida 33027

• South of Intersection of

Pembroke Road andPembroke Road and

SW 145 Ave

• I-75

Project Overview - Area Plan

Project Overview - Site Plan

• Subdivided 40 Acre Parcel

• 20 Acre Project Site

• 10 Acre Wetland

• Two Points of Entry

• Canal

Project Overview - Site Plan View

Project Overview - Schematic

• Main Building Office

• Annex

• Parking

Structure

• Surface• Surface

Parking

• Primary/

Secondary Entries

• Visitor Parking/ Screening

• Retention Pond

Security Requirements

• Document Security:

– The contractor shall protect all information pertaining to the project in accordance with GSA guidelines PBS Order 3490.1 Document security for sensitive but unclassified paper and electronic building information

• Personnel Security:

– HSPD 12 - Electronic Project Management system– HSPD 12 - Electronic Project Management system

– Additional Clearances: Required for Document Security and Construction Site access.

• Security Design Requirements:

– The facility will be designed to include physical security countermeasures. Design Basis Tactics have been considered in the development of the design requirements.

• Construction Site Security Requirements and Procedures will be identified during the RFP Phase

For Additional Information contact:

Jenny Matte, Contracting Officer

Acquisition Division, 4PQA

Questions - End

U.S. General Services Administration

Acquisition Division, 4PQA 77 Forsyth Street, SW

Suite TP-99 Atlanta, GA 30303 jenny.matte@gsa.gov

(404) 224-2271 direct line