3.24.15_Pre-proposal_Conference_Meeting_Minutes.pdf

GSA, PBS, Acquisition Management Division

Pre-proposal Conference Meeting Minutes RFP GS-05P-15-SC-C-0019: Roof System Replacement Project – GC Services

Location: DCMA Building 10, 555 East 88th Street, Room 167 Bratenahl, OH 44108

Date: Tuesday, March 24, 2015 @ 9:30 AM Eastern Time

These meeting minutes are not intended to reiterate everything discussed in the meeting, but identify those points that may affect an Offeror’s understanding of the solicitation. Included in the minutes are the sign-in sheets documenting everyone that was in attendance.

The purpose of the pre-proposal conference is to discuss the RFP reference above. The goal was to answer any questions regarding the Request for Proposal (RFP) as well as allow potential contractors the opportunity to tour the project site.

Potential offerors were instructed that no oral or written statement made by a Government representative during this pre-proposal conference can add to, modify or otherwise vary from the written provisions of the solicitation and/or amendments. In the event that discussions during the conference indicated a need to change the RFP, an amendment to the RFP will be issued in writing. All amendments must be acknowledged by the time/date proposals are due. Currently there are no amendments to the solicitation.

Introductions were made; those in attendance representing the project were:

Juanita Vazquez – GSA Project Manager Carly Thompson – GSA Contracting Officer’s Representative Karla Clay – Property Manager Katie Musselman – GSA Contracting Officer (phone)

A contractual overview of the project was presented by Carly Thompson, GSA Contracting Officer’s Representative, which include, but was not limited to, the following points:

The estimate price range for the project is between $500,000 and $1,000,000.

The performance period for this contract is 75 calendar days.

This is a negotiated procurement and proposals are required to include a price and a technical package; the technical factors are identified in the RFP and they are weighted equally. Technical factors include:

o Experience providing GC Services on Similarly Complex Projects o Past Performance on Similarly Complex Projects

The price proposal includes the SF1442. TEP will include:

o Base Contract – Roof Sections 1, 2, 5, 6, 7, 8, 9, 10, 11, 12, 15 o Alternate No. 1 – Additional Roof Section 3 and 13 o Alternate No. 2 – Additional Roof Sections 4 and 14

The Government intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government reserves the right to make an award to other than the lowest priced offer if it is determined that to do so would result in the best value to the Government.

Proposals are due, electronically, by April 14, 2015 at 3:00 PM Eastern Time.

Security clearances are required for all personnel performing work under this contract.

Contractor’s may NOT work on-site until they have security clearance.

Registration is required at SAM.gov and FBO.gov in order to access the RFP, drawings, and specifications due to SBU information. If you are having difficulty with either of these websites, please contact the corresponding help desk.

Meeting minutes will be issued on FBO.gov. Q&A will be addressed as a part of the meeting minutes. If any of the discussion at the pre-proposal warrants a change to the RFP – changes will be issued via amendment on FBO.

Currently there are no amendments to the RFP. If amendments are issued, they will be posted at FBO.gov; will be required to sign and return all amendments with their proposal.

Contractors are required to monitor FBO for any changes to the RFP.

A project overview was presented by Carly Thompson, GSA Contracting Officer’s Representative, which included, but was not limited to, the following points:

Tenant Coordination – DCMA & DFAS; Karla Clay is the tenant point of contact. All requests for access shall be coordinated through Karla with a copy to the GSA.

Fully Occupied Building – Work shall be planned to occur during working hours (6am-6pm). The building is fully occupied, therefore, necessary precautions need to be taken by the GC to mitigate any disturbances to the building tenants (including, but not limited to noise and smells). Risk mitigation strategies shall be provided by the GC to GSA and DCMA for discussion.

CMa Responsibilities – Project will not have an AE, but will have a CMa. The CMa will be onsite full time as a representative of GSA. The CMa is to be copied on all project correspondence and is responsible for assisting GSA with onsite reviews, witnessing testing, and the review and approval of submittals and RFIs.

100% Design Documents were completed in May of 2014 Testing – At a minimum the CMa will be onsite to witness the required testing by the GC or GC’s certified testing agent.

Contractor’s use of the premises was discussed by Carly Thompson and Karla Clay, which included, but was not limited to, the following points:

Contractor’s site trailer(s) & temporary utilities – 120 volt outlets are located on the roof. Access to 480 volt outlets shall be coordinated with Property Manager, Karla Clay.

Loading Dock, Storage, Staging Area – The GC will be allowed to use the basketball court area to the south-east of the building for a site trailer, storage and staging.

Security Clearances will be required for all contractors working on-site.

Working Hours will be between 6 AM and 6 PM.

It was stated that Contractor’s will not be able to access the roof through the building. Contractors will be required to provide their own means of roof access.

A question and answer session was conducted after the above information was provided; questions and answers are below. A site walk-through concluded the meeting.

Questions / Answers

The following addresses all questions that have been received to date (included those discussed during the pre-proposal conference and those that have been received via e-mail).

Q1. Can additional site visits be scheduled?

A1: Yes, Karla Clay will be available for additional site visits, upon request, on Tuesday’s and Thursday’s at 1pm. Appointments must be made ahead of time. Karla can be contacted at (216) 681-1572 or karla.clay@dcma.mil.

Q2. Where can dumpsters be located (against the building)?

A2. See attached site plan for approved dumpster locations adjacent to the building. If additional locations are needed, the team can discuss this after award. GSA and DCMA must approve all locations used for dumpster placement.

Q3. Is the roof coring photos available?

A3. Yes, see attached.

Q4. Can the 75 calendar day performance period be extended?

A4. Yes, the performance period for this contact will be extended to 120 calendar days via an amendment.