OutreachMeetingMinutes-AEIDIQProject-20110801.pdf

Architect/Engineer (A/E) Indefinite Delivery - Indefinite Quantity (IDIQ) Contract

Request for Qualifications GS05P11SVD002 Vendor Outreach Meeting

Monday, August 1, 2011, 1:00pm

Minutes This meeting is to provide an overview of GSA and of the A/E selection process. It is not a substitute nor does it supplant the information found on the announcement on FedBizOpps.

1. GSA Organization Overview

a. Two business units - Federal Acquisition Service and Public Building

Service

b. Public Building Service is the federal landlord.

i. 11 Regions total

ii. Additional information can be found at www.gsa.gov/pbs.

c. Michigan part of the Great Lakes Region which also includes Ohio, Illinois, Indiana, Minnesota, and Wisconsin

i. Headquartered in Chicago.

ii. Additional information about Region 5/Great Lakes Region can be found at www.gsa.gov/region5.

d. Three offices will order from the eventual contracts

i. Property Management Service Center office in Michigan

1. Handles most general repair and alteration building needs for the envelope and building services.

ii. Customer Projects Service Center

1. Handles larger interior space alternation and renovation requests for tenant space.

iii. Land Port of Entry Service Center

1. Handles border stations

2. Overview of Typical Services

a. Typical Work Request Types

i. Listed in the announcement

ii. Check FedBizOpps (www.fbo.gov) to see recent projects completed and see scope of design needs in the recent past.

b. Codes and Standards (GSA is Authority Having Jurisdiction)

i. P100 - Facilities Standards for the Public Buildings Service (http:// www.gsa.gov/portal/content/104821)

ii. State and Local Codes

iii. Agency Design Standards

iv. GSA CAD Standards (www.gsa.gov/cifm)

v. Additional GSA Standards are located at http://www.wbdg.org/ references/pa_gsa-pubs.php

3. Multiple IDIQ Supplemental A/E Contracts

a. Typical Work Order Process

i. Design orders will be placed with the award holder with the right mix of capabilities or work load capacity to perform the work required.

ii. Post-design work includes submittal review, record document creation, and construction management and inspection services.

iii. Design work for this contract will be for projects with and Estimated Construction Contract value between approx. $50,000 and $2,500,000.

b. Roles and Responsibilities

i. Project Teams

1. GSA - Project Manager/Design Coordinator

a. Handles all day to day project details.

2. GSA - Property Manager

a. Manages the space and onsite coordination

3. GSA - Contracting Officer

a. Makes award and is the member of the Government team authorized to bind the Government to an agreement or make changes.

4. Client Agency Representative (if applicable)

a. Requirements input and review

5. A/E - Project Team

ii. IDIQ Contract Administration Team

1. GSA - Contracting Officer

a. The only person on Government team authorized to make changes (scope, period of performance, equitable adjustments) to the contract

2. GSA - Contracting Officer’s Representative (COR)

a. Handles the technical implementation of all contract terms and conditions.

3. A/E - Administrative POC

a. Responsible for negotiating on behalf of the A/E firm.

Overall contact for administrative and quality control for the firm in this business arrangement.

4. Selection Process and Requirements

a. Eligibility Issues

i. Small Business Definition and Size

1. Determined by SBA. The size standard for NAICS 541310 is

$4.5 Million and based on an average of your firm’s gross receipts from the last three years.

ii. Joint Venture Requirements

1. Can partner with other businesses to create a design team to meet all major anticipated design needs.

2. Selected firms must be a small business as defined above since this is a total small business set aside.

iii. CCR and ORCA are required before award. See other handout for more information.

b. Qualification Submission Reminders

i. DO be specific. Demonstrate how your firm meets all requirements listed.

ii. DO follow all submission instructions.

iii. DO NOT provide boiler plate information. Respond to this request for qualifications and be specific.

iv. DO NOT assume the evaluation board knows about your work.

Put your best effort forward.

v. DO NOT use special binding, staples, or binders. Evaluators rate the content not the “prettiness” of each submission.

c. Short List and Interview Process

i. Those firms with the highest technical ratings may be interviewed.

ii. Shortlisted firms will receive the Request for Proposal and submit pricing information.

1. Direct Salary Rates used for task order pricing.

a. Can be escalated annually. More information shared during the Request for Proposal state of the award process.

2. Profit and overhead rates are audited by GSA auditors and remain the same for the duration of the contract.

5. Information Flow with GSA During Solicitation Period

a. FedBizOps will be used to announce any changes, names of shortlisted firms, and selected awardees.

6. Additional Questions

a. May be submitted in writing to Miranda Webster at miranda.webster@gsa.gov.

Questions from the outreach meeting:

Q1. What are your plans for using BIM?

A2. BIM is a developing technology we hope to leverage more over the life of this contract.

Q2. The announcement mentions that Section E should be limited to six key personnel. How can I ensure that the Government knows my firm’s capabilities if I can only list six?

A2. The intent is to limit this section to your proposed core design team.

Q3. On the GSA Forms page (www.gsa.gov/forms) linked to in the announcement, there is both a PDF and Word version of the SF 330. Does the Government have any preference as to which format to use?

A3. Both are valid forms and are acceptable.

Q4. Can I submit my firm’s qualifications if my firm only specializes in either engineering or architecture or do I need to submit as a design team?

A4. GSA intends to award contracts to between three and six small businesses whose submitted qualifications offer the best overall capabilities to perform the A-E services required in the announcement. It is your firm’s responsibility to demonstrate in the proposal documents how you plan to accomplish those needs.

Q5. We are a firm located outside the State of Michigan interested in this opportunity.

Can we form a team with another firm located in the state in order to participate?

A5. The announcement has been amended to clarify that the prime firm or joint venture must have an existing active design production office located in the State of Michigan.

Q6: How are work orders distributed?

A6: Work orders are issued directly to one A/E contract holder. They are distributed based on a combination of factors, including but not limited to; current workload distribution, potential expertise required for a particular project, pre-existing knowledge of a project or space, etc.

Q7: Can proposals be hand delivered?

A7: Yes, proposals can be hand delivered to the 6 Parklane, Suite 451, Dearborn, MI address. Please note that a proposal is “timely” if it reaches my desk by time and date specified for receipt of qualifications on the FBO announcement. Information sent via US Postal Service is delivered to a building mail room and not the GSA office.