GS05P14SVD0054_PRE-PreposalConfAgenda_and_sign-in.pdf

Pre-Proposal Meeting Agenda

11/18/14

Elevator Maintenance Services Enterprise Computing Center

985 Michigan Avenue, Detroit, MI

GS-05P-14-SV-D-0054

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the Request for Proposal (RFP), and all subsequent amendments, posted to FedBizOpps are binding. To the extent there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.

1) INTRODUCTIONS

Tim Lipkin – GSA Property Manager/ Contracting Officer’s Representative Jerrud Parker – GSA Contracting Officer

2) CONFERENCE PURPOSE

The purpose of the pre-proposal conference is to provide potential offerors with general information about the solicitation. It is not intended to be a comprehensive description of all requirements of the solicitation and subsequent contract, but to describe the requirement, highlight some specific sections of the solicitation, review the source selection procedures, and discuss the security requirements that will be required of the successful awardee.

Any oral responses to questions raised during the conference shall not be construed as an official answer. All questions presented prior to, during, and after the meeting, as well as the official answers, will be documented in writing via an official update to the solicitation package posted on fedbizopps (fbo.gov). The responses to all questions will be posted on or about Wednesday, December 3, 2014. The minutes and sign-in sheet of this Pre-Proposal Conference meeting will also be posted to FBO.gov. GSA may also post an interim list of questions raised and answers to FBO.gov before December 3.

Any questions following the conclusion of the meeting must be submitted in writing to the Contracting Officer, Jerrud Parker, at jerrud.parker@gsa.gov. The deadline for submitting all questions is 2:00 pm EST on Monday, December 1, 2014.

3) SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238290, Other Building Equipment Contractors. The small business size standard under this NAICS code is $14.0 million. This procurement was not set aside for any small business concerns.

It is the offeror's responsibility to monitor the FedBizOpps website for updates to the RFP that have been issued through an amendment. To date, no amendments have been issued to the original solicitation. However, there will be at least one Amendment issued. An amendment is pending which will add a clause to the solicitation package.

Pre-Proposal Conference Meeting Agenda GS-05P-14-SV-D-0054 11/18/2014

All proposals submitted must acknowledge any/all amendments to the solicitation by signing each amendment in Blocks 15a - 15c and returning with your proposal. Failure to do so may result in the disqualification of the offer as being non-responsive.

This is a negotiated procurement. Therefore, there will not be a public opening of the offers received. Also, contractors cannot obtain the pricing associated with any offers received, with the exception of the awardee.

The contract contemplated by this solicitation will have one 11 and 1/2-year base period and four 1-year option periods.

Insurance Coverage – see Sections I19 and L6 of the solicitation package.

Proposal Due Date – December 9, 2014 3:00pm EST.

I. This contract is for FULL ELEVATOR MAINTENANCE SERVICE. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances and accessories in a fully operational mode at all times except for prescheduled downtime including all labor, parts and materials. Contractors should take note of this requirement and price their proposal accordingly. Please see Section C. for full description of maintenance services required by the contract contemplated by this solicitation.

II. This contract requires many reports, plans and submittals, many of which are not generally required under a typical private sector contract. The reports, plans and submittals required by the contract specifications contained in this solicitation are non-negotiable and must be provided in accordance with the specifications. Please see Exhibit 6 for a listing of all submittal requirements and timeframes. Contractor payment is dependent upon the receipt of these documents as specified in the solicitation. Deviations from the report, plan and submittal requirements will not be permitted. Report content requirements specified in the solicitation are not negotiable. Contractors should take special note of these requirements and price their proposal accordingly.

III. This contract has a specified on-site requirement which may differ from the typical requirements found in a private sector elevator maintenance contract.

Per Section C10 of the solicitation:

(1) The Contractor shall have qualified personnel onsite at least 2 consecutive hours for any two days each week, between 9 a.m. and 3 p.m., Monday through Friday, excluding Federal holidays, to perform regularly scheduled maintenance, monitor the operational status of the elevator system, and respond to all types of service calls.

This requirement is not negotiable. It is the responsibility of the contractor to schedule and perform all preventative maintenance (PM), repair and service work as required by the contract. The Government does not propose to the contractor how to perform these services.

However, the Government does require the contractor to provide personnel for the specified times listed in Section C10. It is the contractor’s discretion on how they use this time onsite and whether to use this time to perform any PM duties required by the contract, when not responding to a service call. The PM schedule will be submitted with the Quality Control Plan submission. Please see Section C10 of the solicitation for full on-premise requirements of the contract. Contractors should submit a proposal which adequately reflects the costs required to satisfy all the requirements of the solicitation.

These examples given are just a few of the requirements of this solicitation. Please review the entire solicitation documents carefully in order to ensure the Government receives the services required.

Additional Contract Sections of Particular Note:

C2. Scope of Work

(g) All scheduled work that requires an elevator to be taken out of service shall be coordinated with the COR and the contractor shall report to the COR the status of elevator equipment or systems not operating by the close of each workday. Any equipment or system not operational by the official start time of the occupants shall be reported to the COR by 8:00 a.m. that day. The contractor is responsible for the installation of signs and/or barricades as related to equipment and/or systems as deemed necessary by the COR. In the event an elevator is shutdown, an "Out of Service" sign must be placed at each call button on all floors when the elevator is the only one servicing that area

C8. Inspection and Testing Services and Maintenance Control Plan

(b)(1) The contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, the American National Standard Safety Code for Elevators and Escalators manual. Copies of all test results will be furnished to the COR within 45 days of inspection completion.

(c) A Maintenance Control Plan shall be submitted for each elevator to the COR within 30 days after issuance of notice to proceed.

C11. Service Calls

(a) The Contractor shall respond promptly (within 2 hours) to requests for service during normal building hours. Service calls are responses and subsequent repairs or adjustments of elevator equipment and systems or problems reported to the Contractor by building occupants or GSA personnel. If the service call cannot be resolved within 2 hours, the Contractor shall immediately secure the elevator and notify the COR of the problem and the time and date corrective action will be completed, excluding priority elevators for the energy center and print shop. In the case of the priority freight elevators for the energy center and print shop, work shall continue with immediate notification to the COR of the problem and time and date corrective action will be completed.

(c) For service calls other than what is considered to be an emergency, outside the normal working hours of 8 a.m. to 5 p.m. Monday through Friday, the contractor shall respond to the site within 2 hours of next building opening. If the situation cannot be resolved within 2 hours, the elevator shall be secured, excluding the energy center and print shop priority elevators, with the contractor promptly notifying the COR of the problem and the time and date corrective action will be completed.

In the case of the priority freight elevator for the print shop, work shall continue with immediate notification to the COR of the problem and time and date corrective action will be completed.

C12. Emergency Call-Back Service

(a) Emergency call-back service consists of promptly responding to requests for emergency service

24 hours per day, 7 days per week. The contractor shall report to the site of the emergency within

30 minutes of the time of notification and shall remain on the job until the emergency has been resolved.

(d) The contractor will include all costs for emergency call-back services during the normal business hours of 8 a.m. to 5 p.m. in the monthly price for basic services. During other than normal working hours the contractor will be reimbursed at the hourly rate specified in Section B for emergency call-back service.

C13. Overtime Services

(a) During the term of the contract, the COR may require the Contractor to use overtime to perform work within the scope of this contract for the purpose of expediting return of an elevator to operating condition or to minimize disruption to building occupants. The use of overtime will be authorized only by the COR or his/her designee. The number of overtime hours is not included in the monthly price.

The rate for overtime services is stated in Section B.4, Offer for Services for base and all option periods. In the event additional overtime services are required in excess of the maximum established for the contract term, the cost of the additional overtime services will be negotiated by the Contractor and CO or COR.

C15. Work Scheduling and Reporting Accomplishments

Preventive maintenance performed should be in accordance with the annual preventive maintenance schedule. In addition, a consolidated report encompassing all services provided under this contract shall be submitted to the COR within five (5) work days after the end of the month. This report shall include, type of service, i.e., preventive maintenance, service call, maintenance repair, emergency call-back, overtime, and additional services; description of work and the number of hours expended.

C17. Testing Schedule (All Elevators)

The Semi-Annual test is due September 2015 and the 5 Year Safety Test is due October 2015.

E1. Failure to Perform

(b) If the Contractor fails to promptly perform the services in conformity with the contract requirements or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may--

(1) By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

(2) Terminate the contract for cause.

E6. Deductions

(a) General It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of the specifications and requirements in this contract. To this end, the

Government is contracting for the complete performance of each task identified in the specifications, and deductions may therefore, be made as stipulated in this Section. Deductions for work performed improperly may be made as though the work has not been performed.

(i) Withholding Monies for Failure to Respond to Service Calls

Deductions may be made at the following hourly rates for each hour or portion thereof, in one half an hour increments, to which the contractor fails to respond within two (2) hours for call-back services and/or within thirty (30) minutes for emergency services. In addition, the contractor will be held liable for all additional costs which result from the contractor's failure to respond.

4) CONTRACTOR’S PROPOSAL CONTENTS AND INSTRUCTIONS – Items 4(a) through 4(d) below are required for all proposals submitted.

Each offeror shall submit two (2) original copies of the Price Proposal one original copy of the Past Performance references.

a) Price Proposal:

Standard Form SF1449 - Solicitation Offer and Award:

○ Offeror needs to complete the Offeror section, Blocks 12, 17, 23, 24 & 30.

○ Offeror needs to complete the Section B. Pricing Pages (we will review how to complete the forms during the pre-proposal meeting).

○ NOTE: The proposal is not considered a valid offer unless the SF1449 is signed by a representative of the entity making the offer (An authorized representative of each member of the joint venture must sign the SF 1449 accompanying an offer).

b) Past Peformance

Attachment A: - Past Performance Reference

○ Separate copy for each reference submitted

c) Quality Control Plan

○ (See Section C.8.6)

d) Joint Ventures - If an offeror is proposing as a joint venture, see full requirements of Joint Venture Offerors in C201.II.F.

e) If any Amendments (issued on an SF30) are issued prior to the solicitation close date, the Amendment(s) must be acknowledged by the contractor by signing and returning the SF30 with the proposal.

5) EVALUATION AND METHOD OF AWARD

This is a source selection procurement with two evaluation factors: (1) Past Performance and (2) Total Evaluated Price. Past performance is significantly more important than total evaluated price.

As past performance becomes more equal, total evaluated price becomes more important.

The Government intends to award a contract resulting from this solicitation to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors and subfactors in the solicitation.

The Government may reject any or all proposals if such action is in the Government’s interest.

The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. Should discussions be deemed necessary, the Contracting Officer may establish a competitive range of the most highly rated proposals.

Evaluation of Past Performance:

Past Performance: Past performance is relevant information regarding an offeror’s actions under previously awarded contracts (i.e., compliance with terms and conditions of the contract; quality, accuracy, and timeliness of required documentation (submittals/schedules etc); timeliness of completing the work in compliance with the contract; responsiveness to emergency situations; effectiveness of Quality Control Program; communication with Contract Administrators and tenants; effectiveness of managerial performance; quality of work; and overall performance). This information will be obtained through feedback from the offeror’s customers. To be relevant, past performance information must be provided for contracts that are similar (or greater) in terms of the relevant past performance criteria listed below. The contracts submitted may have been governmental (federal, state, or local) or private sector contracts.

Past performance will be considered relevant if it meets all of the following criteria:

1) The contract was for elevator maintenance services in a commercial or government owned facility of similar size with similar systems.

2) The contract is/was in place for at least two consecutive years.

3) For previous contracts, the contract was completed within five years from the closing date of this solicitation The offeror cannot use the same reference/contact person more than once.

While the offeror must provide a minimum of three (3) customer references for past performance evaluations, they may provide more (but in no case shall they submit more than five (5) references).

6) PROCUREMENT PROCESS/ SOURCE SELECTION PROCESS

a) Proposals received by the Contracting Officer, Jerrud W. Parker

b) Proposals reviewed for completeness and responsiveness

c) Proposals evaluated in accordance with the terms of solicitation (i.e., the evaluation factors)

d) Contracting Officer makes determination to award, or establishes a competitive range and begins discussions with all offerors in the competitive range

e) After receipt of final offerors, award is made to the offeror providing the best value to the Government.

7) SECURITY

The successful awardee will be required to go through the security clearance process. The contractors will be responsible for acquiring security clearances as part of the contract.

Contractors shall comply with the following requirements pertaining to security clearances:

○ All personnel performing work under the contract on the project site must obtain an Enter On Duty (EOD) determination before they will be granted access to the site.

○ To obtain an EOD determination, contractor shall submit for all such personnel fingerprints on Form FD258 and a completed Contractor Information Worksheet

(CIW).

○ Contractors performing <10 days of consecutive work on-site may be escorted by cleared personnel in lieu of obtaining security clearance as discussed above.

Escorting is defined as within eyesight at all times. Failure to adhere to escorting policy can result in removal of worker from on-site and in the prime contractor being terminated for default.

8) BUY AMERICAN CLAUSE INCLUDED IN THIS CONTRACT

The Buy American Act (BAA) Clause (FAR 52.225-1) is included as part of the base contract.

The BAA provides a preference for domestic manufactured and unmanufactured products in Government purchases. For a product to be considered "domestic" under the BAA, at least 50% of the value of the components must be mined, produced or manufactured in the U.S. (the Component Test). Note: The component test is waived for Commercially Available off-the-shelf (COTS) items. Please read through the clause and utilize the RFI process for any project specific questions as they come up.

9) SITE ACCESS

○ No on-site parking will be provided during standard business hours. Deliveries or other uses of the building shall be coordinated in advance with the GSA Property Management Office.

10) SAM REGISTRATION

All contractors must be registered and their registration must be current in sam.gov in order to be eligible for award. It is highly encouraged to start the registration process or update process as soon as possible because the system has been difficult to navigate for numerous contractors since the system’s inception earlier this summer. It is not mandatory to have the registration complete in order to submit a proposal, but you cannot be considered for award if the registration is not complete or current at the time award will be made.

11) ADDITIONAL SITE VISITS

All other site visits will be based on the availability of the Property Management staff and may be arranged during normal duty hours by contacting: Jerrud Parker, Contracting Officer, at

(313) 317-9618 or jerrud.parker@gsa.gov.

Q&A