IDIQ July 1 Pre Proposal Minutes.pdf

Pre-proposal Conference for the Statewide Indefinite Delivery Indefinite Quantity Procurement

Request for Proposal GS05P09SLD0014 (RFP), July 1, 2009 Potter Stewart U.S. Courthouse, 100 East Fifth Street, Cincinnati, Ohio

Representing GSA: Erica Bradbury, Contracting Officer; Rachel Zahn, Procurement Team Manager – Ohio Service Center; Craig Kozikowski, Supervisory Architect; and Dennis D. Jaromin, Supervisory Engineering Technician. The purpose of the meeting was to discuss the contractual requirements and give participants the opportunity to ask questions or seek clarification regarding proposal submittals and contract requirements.

Ms. Bradbury opened the meeting by introducing those representatives from GSA.

Ms. Bradbury stated that no oral statements made by the Government representatives during the conference will have the effect of revising the Request for Proposal (RFP).

The only way the RFP can be changed is through an amendment. Notes from this meeting along with the sign-in sheet will be posted on FedBizOpps. Notes are not intended to be a complete record of the meeting but a general overview of the discussion.

Nothing in these notes change the requirements in the RFP as any revisions must be accomplished by amendment. Ms. Bradbury stated that the Government intended to award eight or more contracts. This is an IDIQ construction contract with three geographical zones. Volume I - Ms. Bradbury asked all to review the GSA Form 3506 – Construction Contract Clauses (Fixed-Price); Differing Site Conditions; and Prompt Payment Clause. Section 300 – Special Conditions – Liquidated Damages, Contractor required to pay between $50.00 and $250.00 for each calendar day of delay according to the delivery order values indicated in the liquidated damages table in Section 300 of the solicitation. Contractor required to submit performance and payment bonds of 100% of the delivery order maximum limitation. Maximum order limitation is $500,000.

Guaranteed Minimum is $2,500 per contractor. Standard and Other than Standard Building Operating Hours is anticipated that 70% of the work will be performed during normal working hours and 30% will be performed during non-working hours. Section 00800 – Supplementary Conditions, Completion time, 365 calendar days after notice to proceed date. Insurance coverage, contractor required to have workers’ compensation & employers’ liability, general liability, and automobile liability at a minimum. Volume II covered by the Technical Representatives. Volume III – Standard Form 1442 – Solicitation, Offer, and Award: Offer must complete blocks 14, 15, and 16. All amendments must be acknowledged by incorporating the amendment nos. and dates in block 19 of the 1442, and by completing blocks 20; 20a; and 20c. Attachment to Standard Form 1442 – Solicitation, Offer, and Award, Pricing Pages: Pricing pages have been revised and issued in excel. GSA Form 3502 – Solicitation Provisions (Negotiated):

Late Submissions, Modifications and Withdrawals of Proposals, contractor is responsible for submitting proposals on time. This solicitation is due July 15, 2009, at 4:00 Central Standard Time. Section 00120 – Supplementary Instructions to Bidders: The Government intends to award eight or more contracts, resulting from this solicitation to those responsible offerors whose offer conforms tot the solicitation and represents the best value to the government in terms of the following factors: Past Performance & Total Evaluated Price. Past Performance is significantly more important than total evaluated price. As proposals become more equal in terms of past performance, the total evaluated price becomes more important. Site visits will be conducted by appointment in advance only. To arrange for a site visit, contact the respective Property Manager listed in the Building Profile Sheets which can be found in your solicitation package. Ms. Bradbury indicated to complete the annual representations and certifications electronically via the ORCA website at http://orca.bpn.gov. GSA Form 527 – Contractor’s Qualification & Financial Information: Contractor’s are required to complete this form in its entirety.

Mr. Jaromin and Mr. Kozikowski spoke regarding the contract requirements. He noted that the latest amendment incorporated a revised SF 1442 in an excel format. Although Property Management Division will be the heaviest user of these contracts, other divisions may also issue orders. Design and Construction (formerly Property Development Division) procures higher dollar value contracts and Customer Projects Division (CPD) procures the higher profile tenant projects. For this RFP, Ohio is divided into three zones. You may bid on zones 1, 2, and 3, any combination of zones, or just one zone. If you do not want to bid on a zone, do not complete the pricing sheets for that zone. We realize some contractors cannot cover the whole state so this allows you to submit on only the zones you wish to work in. Zone 1 includes the Stokes, Celebrezze, Metzenbaum, Canton, Medina, and the Jones and Lambros in Youngstown. Zone 2 includes the Kinneary and Bricker buildings in Columbus. Zone 3 includes the Bricker and Potter Stewart in Cincinnati plus various federal building in Dayton. All zones also include various leased locations. The awardees would work with the property managers in our buildings to coordinate access to buildings. In our leased buildings, the lessor has the right of first refusal for renovation projects, and we use the IDIQ frequently when the lessor does not accept a project.

For the most part, a request for proposal (RFP) is issued to all contractors who received an award for the zone the project is located in. When preparing your pricing, keep in mind that line item orders can also be issued to the contractor with the lowest price for a specific combination of line items for a project. We are obligated to award a minimum amount to each awardee, and we may issue an all-line item order to meet this minimum if necessary. Keep in mind that prices must be found to be fair and reasonable prior to award. Some line items may not meet the requirements of each building’s standards.

That item will be procured via a RFP.

Ordering officials will be designated via letter signed by the CO. Only the CO and designated ordering officials may place orders under the resulting contracts. Craig and Dennis will be the COR’s for the overall IDIQ contracts while Construction Engineer will be responsible for each individual order. Craig and Dennis will track each contract to ensure we meet the minimums and do not exceed the maximum per each contract.

The pricing sheets require prices for work performed during normal work hours and work performed after normal working hours. It will be indicated on the RFP if work is to be performed after normal working hours, such as noisy projects or other work that may prove to be disturbing to the building tenants.

Note that only an authorized contracting officer can award or modify a delivery order or issue a stop work order.

The following are GSA’s responses to questions or comments from the participants.

This is an indefinite quantity contract. At time of award, the guaranteed minimum will be awarded. RFP’s or line item orders will be issued as projects are needed. The orders generally consist of lump sum offers with occasional options or alternates included.

Currently, we are not aware of any Recovery Act projects that will be awarded under these contracts. That may change as the need arises. Our tenants most likely received Recovery money, and we do not have any information on what and how they will handle their procurements. If we do procure any projects using Recovery money, either the main contracts or the individual delivery orders will incorporate the required Recovery Act clauses via supplemental agreement (contractor has to agree to incorporate the clauses).

Note: The American Recovery and Reinvestment Act (ARRA) clauses will be issued by Amendment No. 5. in the event the IDIQ will be used for ARRA Projects.

For evaluation purpose, the offeror’s total evaluated price will be the total of the products of the unit prices proposed on the line item schedule (normal working hours and other than normal working hours). The evaluated price is the base period plus the option years for all of the line items for both standard and other than standard hours. Proposals with unbalanced pricing (prices for some items are extremely high while others are extremely low) may not be taken out of consideration for award.

The RFP requires a 1442 with an original signature and an electronic copy of your pricing sheets on a CD. (If needed, the RFP will be amended for this requirement.)

Dennis will look into why the 1442 is cutting off when some contractors print and whether there is a formula inadvertently built into the pricing sheets and will revise if needed.

Large businesses under this procurement are required to submit a subcontracting plan with their proposal. The goals in this plan are GSA specific goals. There are another set of goals in Section 00800 – Supplementary Conditions (incorporated by Amendment No.

1) that are general goals that federal agencies try to meet. Large businesses cannot be awarded a contract without a subcontracting plan that has been accepted by the CO, the Regional Service Representative, and SBA. Contractors with subcontracting plans will be required to report out on how successful they were in meeting their goals or explain why they did not meet their goals.

The evaluation criteria are past performance and price. We are also required to find a contractor responsible, awardees must be registered in CCR, and large businesses must have an acceptable subcontracting plan before award can be made.

GSA confirmed that offerors may bid on one zone, all three zones, or any combination of zones. An awardee will be awarded one contract that includes one to three zones, depending on which zones they submitted on and which zones their proposal was found to be the best value to the Government.

BONDS - (a) Offerors shall furnish an offer guarantee in the amount of $100,000.00 (which represents 20% of the maximum order limitation of $500,000.00). The Bid bond requirement is not per zone.

The RFP was amended to remove the statement that we intend to award to 2 hubzones.

The RFP includes guaranteed minimums and maximums to be awarded each year. The guaranteed minimum quantity of work the Government agrees to order for the base one year contract term is $2,500 per contractor. The guaranteed minimum quantity of work the Government agrees to order for each exercised one year option period is $2,500 per contractor. The maximum limitation for the one year contract term shall not exceed $10 million per contract, per zone. The maximum limitation for each one year option period, if the option is exercised, is $10 million per contract, per zone.

Clarification – painting is not always required after normal hours.

We need any RFI’s as soon as possible so we can post the questions and answers on FedBizOpps so all interested parties can review. The notes and sign in sheets from the first pre-proposal in Cleveland and this meeting will also be posted on FedBizOpps.

It is the unilateral right of the Government to exercise or not exercise an option. We are hoping to increase competition when we issue RFP’s under these contracts so we would like to have numerous contractors awarded for each zone. If you are awarded a zone but then do not submit proposals on the RFP’s, you’re not helping us in this goal and we may elect not to exercise your next option. Please submit on zones you want and are able to perform in.