Preproposal_Meeting_Notes_MCFB_OM.pdf

PREPROPOSAL CONFERENCE Meeting Notes

GS-05P-15-SC-D-0013

March 31, 2015, 10 a.m. EST

Minton-Capehart Federal Building

575 N. Pennsylvania Street

Indianapolis, IN 46204

NOTICE: Any remarks or explanations provided by a Government representative during this conference do not change the terms and conditions of the solicitation. Any change to the solicitation will be issued by amendment (Standard Form 30).

Introductions:

Jonathan A. Rubin, Contracting Officer, 513-246-4413 - Attended

Katie Whittle, Property Manager, 317-226-5061 - Attended

Robin Cox, Property Manager, 317-226-0539 - Could not attend

Other Meeting Participants – See sign-in sheet

- The below agenda was reviewed with those in attendance.

- Emphasis was made on submitting questions in writing so that they may be addressed appropriately via clarification or Amendment.

- Those in attendance were notified to frequently check FBO for any pertinent

Amendments or Clarifications related to the RFP. Individual notices and emails will not be sent when FBO is updated.

- Those in attendance were notified to verify all elements of their bid package were complete per the instructions in the RFP.

U.S. General Services Administration

Public Buildings Service

Southern Contracting Branch

Potter Stewart U.S. Courthouse

100 E. 5 th

Street, Room 208

Cincinnati, Ohio 45202

- Those in attendance were notified as to the importance of providing relevant references as described in the RFP.

- Those in attendance were notified to make sure their offers were submitted via mail or hand delivery per the RFP, and prior to the bid due date and time.

-Those in attendance were advised to make sure they were aware of their status as an

SDVOSB firm as it pertained to the RFP being a 100% SDVOSB set-aside.

- A subsequent walk-through was held after the pre-proposal conference.

Agenda

GENERAL

This procurement is a set-aside 100% for Service-Disabled Veteran-Owned Small Business (SDVOSB) firms. The North American Industry Classification System (NAICS) code for this acquisition is 238220 with a small business size standard of $15.0 million. Visit sba.gov or contact your local SBA office for additional information on size standards.

CURRENT CONTRACTOR

The current contractor is Wilson 5 Services Company Inc., located in Kittery ME. The current monthly price is $54,802.77. Although this solicitation is for services basically the same as the current contract Scope of Work, it should be reviewed carefully before submitting a bid.

LOCATION

Minton-Capehart Federal Building 575 N. Pennsylvania Street Indianapolis, IN 46204

PERFORMANCE PERIOD/PRICE ADJUSTMENT

This is a firm fixed-price contract with the possibility of lasting five years (one year base and four option periods of one year each). Performance for the base year of the contract is expected to begin on or about August 1, 2015. The contract price may be adjusted at each option period in accordance with the

Fair Labor Standards Act with the actual increase or decrease in wages and fringe benefits determined by any changes to the wage determination. Therefore, all option year pricing must be based on the pricing in the current wage determination.

LABOR (B.1)

All the contractor’s labor hour prices must include expenses for overhead, General and Administrative (G&A) and profit. Thus, no separate allowance (for travel time, parking, overhead, G&A and/or profit) will be applied when hourly services are ordered. This includes, but is not limited to; emergency call back service, additional service and overtime service hours., additional service and overtime service hours.

H.18.4 Parts and Materials If parts or materials are required for a project, the Government may provide the parts or materials, or the Contractor may be asked to provide the parts and materials. Parts and materials shall be priced at estimated actual cost marked up by the standard coefficient in the price schedule if stated. The CO or designee may accept a different markup rate for parts and materials if the Contractor can demonstrate unusual costs or difficulties in obtaining the parts or materials.

SCOPE OF WORK (C.1)

C.1.1 Scope of Work The Contractor shall provide management, supervision, labor, materials, equipment and supplies and is responsible for the efficient, effective, economical and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the Minton-Capehart Federal Building, to include the following:

a. Electrical systems and equipment

b. Mechanical, plumbing, Building Automation System (BAS) where applicable (where BAS/ ECMS systems are connected to the GSA network, the Contractor’s employees will need to obtain a GSA ENT account to access systems) and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment.

c. Fire protection and life safety systems and equipment

d. All control systems that are within the scope of this Contract. All Building Automation Systems (BAS), Public Address Systems, and Computerized Lighting Systems that are within the scope of this Contract (BAS and Computerized software maintenance is excluded).

e. Architectural and structural systems, fixtures and equipment within the site (to the property line)

f. Service request desk operations as identified in Section C.8.4 to include record keeping using a computerized maintenance management system (CMMS) if available or by other means as well as other administrative functions.

g. Maintenance of landscape irrigation systems

h. Locks, vehicle barrier systems and static and dynamic bollard systems

i. Dock levelers and roll-up and sliding garage doors.

j. The Contractor shall maintain all fixed equipment and systems, including kitchen and playground equipment associated with the Child Care Center. The Contractor shall repair systems upon request and according to work items identified by the annual Child Care Center survey.

k. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment.

l. The Contractor shall complete roofing system investigations and repairs.

m. The Contractor shall maintain and repair electronic U.S. flagpole, lighting and pulley system.

NOTE: GSA will supply replacement flags.

n. The Contractor shall maintain kitchen/concessions area drains.

o. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment.

C.1.2 Inclusive in Scope The Contractor Shall

a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract.

b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building.

c. Implement an effective Quality Control Plan (QCP).

d. Implement an effective service call system, as specified under the Special Requirements section of this contract that results in prompt, professional and courteous resolution of tenant concerns.

e. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment notification, and provide other pertinent information needed by the CO or designee.

f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes and products.

g. Provide training to their employees that will stress stewardship in maintenance practices i.e., the proper use, disposal, recycling of chemicals, dispensing equipment and packaging.

Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances (H.15Personnel Qualifications).

h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall implement the required action and within 30 calendar days submit to the CO or their designee a price proposal for such change. If the CO or their designee determines an equitable adjustment is substantiated a modification to the Contract will be issued.

i. The Contractor shall maintain the machinery spaces, shops and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms including floors and the equipment located within the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment.

C.4 Existing Deficiency Inspection/Initial Deficiency List The existing deficiency inspection and list is meant to identify and document all deficiencies that exist in the equipment and systems covered by this performance work statement, but that will not be repaired during routine preventative maintenance and includes the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. This inspection is required tobe documented in the CMMS or provide in another acceptable electronic format as directed by the COR.

C.4.1 Initial Inspection

The Contractor and the CO or designee shall make a complete and systematic initial inspection together during the startup or transition phase of the contract that will include all mechanical, electrical, fire protection and life safety systems, environmental systems, including but not limited to USTs and structural storm water Best Management Practices (BMPs) (including drains, oil/water separators, etc.)

and utility systems and equipment, windows, doors, and other structural features for which maintenance and repairs are covered by this performance work statement. The purpose of this inspection shall be to discover and list in an existing deficiency list report all deficiencies that may exist in the equipment and systems covered by this performance work statement, as well as the Contractor's itemized price (including, but not limited to labor, materials, overhead, and profit) for correcting each deficiency. The Government may elect to have all or any part of this work performed by the Contractor (at the price or prices quoted), by Government employees, or by other outside contractors. The existing deficiency list report shall not include any items that would be replaced, repaired or adjusted during the performance of normal preventive or predictive maintenance and operations.

C.4.2 Initial Deficiency List The Contractor shall submit an initial deficiency list report in accordance with paragraph C.5.1. to the CO or designee within five (5) business days of inspection tour. Any dispute between the Government and the Contractor as to classification of initial deficiency list report items will be resolved under the Disputes Clause in this document. The Contractor’s itemized estimates for correcting each deficiency shall remain in effect for ninety (90) calendar days after submission of the initial deficiency list report.

Deficiencies discovered after the submission of the initial deficiency list report will not be considered pre-existing for purposes of this Contract, unless equipment is operational and cannot be secured and inspected. Any piece of equipment or system that cannot be inspected shall be highlighted at the beginning of the deficiency list stating why it cannot be secured and inspected. An estimate of when the Contractor reasonably expects to be able to inspect the piece of equipment shall be provided. When an existing deficiency in an item is corrected, the Contractor shall assume full responsibility for the subsequent repair of the item as covered under the terms of this Contract at no additional cost to the Government. Nothing in this existing deficiency inspection/initial deficiency list clause shall be construed as diminishing the obligations imposed by this Contract upon the Contractor to operate any deficient item (to the extent operable) or to adjust or maintain any such item.

C.5.1 Startup/Transition Phase Startup The Contractor shall provide within thirty (30) calendar days of transition startup services prior to the Contract start date to assist transitioning between contractors. The Contractor will account for this cost in the base monthly Contract amount. The purpose of this phase is to permit a transition that is seamless to the tenants and to assess the condition of the building and incomplete maintenance work at the time of Contractor transition.

C.23.1 General The Contractor must respond to service requests and initiate corrective actions and identify any repair requirements during normal working hours. The Contractor must respond to emergency service requests and callback response work requests at all times. The Government may transmit work orders to the Contractor for service request or emergency service request and callback response orally, by e-mail, by creation of a work order by a Government employee or representative, or by generating an automated work order in the N-CMMS. The Contractor must respond promptly to conditions indicating deficiencies in environmental conditioning, lighting, or condition of the facility or equipment. The Contractor must respond immediately upon receipt of notice of any condition that may negatively impact the operation of the facility.

C.23.2 Emergency Service Request Emergency service requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, including but not limited to: fire protection systems, broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning or heating problems, etc., or any work considered by the CO or their designee to be of an emergency nature. The Contractor shall respond to emergency service request immediately (within the shortest possible time consistent with the mechanic's location) during normal working hours and within fifteen (15) hour of notice. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Any impairments that disable the fire alarm system leaving any portion of the building unprotected, requires the Contractor to post a qualified fire watch for the duration of the outage at no additional expense to the Government.

C.23.3 Emergency Call Back (after hours) Emergency call back requests are service requests where the work consists of correcting failures that constitute an immediate danger to personnel or property, including, but not limited to: broken water pipes, electrical power outages, electrical problems that may cause fire or shock, gas or oil leaks, major air conditioning, heating problems or fire alarm malfunctions, etc., or any work considered by the CO or their designee to be of an emergency nature. The Contractor shall respond to emergency call back service request immediately (within the shortest possible time consistent with the mechanic's location) after working hours within two (2) hours of notice. The Contractor shall remain on the job until the emergency situation has been secured and adequate temporary repairs have been made. Permanent repair shall be governed by the repairs provisions in this document. The Contractor shall provide a written accounting of any emergency call back, to include costs incurred and plan for permanent correction of the problem, to the CO or their designee the morning of the next working day. If additional labor is required when emergency callback services are provided during other than normal operating times, the Contractor will be paid at the hourly rate specified in Section B of this contract.

C.23.4 Urgent Service Request Response Urgent service requests are those service requests where the work consists of correcting failures that interrupt or otherwise adversely impact either GSA operations or building occupant operations, but do not pose immediate danger. Examples of these types of service requests include, but are not limited to, inoperative electrical circuits, temperature complaints, any malfunctions to equipment that affect the operations of building occupants, or any work considered by the CO or their designee to be of an urgent nature. The Contractor shall respond to urgent work requests within one (1) hour of notice. The Contractor shall remain on the job until the urgent repairs have been made.

C.40 Repairs C.40.1 General The Contractor shall perform reimbursable and non-reimbursable repairs as described in this document.

Repairs are handled on a shared liability basis (See shared liability math example in C.40.5 Repair Shared Liability Example). Relatively small value repairs (non-reimbursable repairs) are the responsibility of the Contractor in their entirety, and larger repairs (reimbursable repairs) shall be approved and funded by the Government for the cost amount above the Contractor threshold. If damage is caused by Contactor negligence, the Contractor shall be liable for the full cost of repair, any other provisions notwithstanding.

The Contractor shall not use subcontractors to perform non-reimbursable repairs unnecessarily or with the intent of driving up the repair cost so the Government shall cover part of it. If approved, the cost of the subcontractor will be treated as a repair part and material cost for the purposes of calculating the repair threshold. The subcontractor's cost shall be appropriate and approved in advance by the CO or designee. All repairs shall use supplies, materials, and parts of the highest quality available that are appropriate for the repair of the given equipment or system. Any replacement parts used during the course of this Contract shall be of comparable or higher quality. Energy-consuming items shall be the most efficient in their class. The Contractor shall stock commonly used items and have a network of suppliers that will deliver ordered items without any delay. Any replacement motors shall be of premium efficiency. Whenever motors are replaced, motor size shall be recalculated and replacement motor selection shall reflect the appropriate size.

C.40.2 Non-reimbursable Repairs A non-reimbursable repair is a repair requiring no more than $2,500.00 in cost for repair parts and materials only (including any approved subcontracting costs). The cost of consumable parts and materials shall not be calculated as part of the Contractor’s repair parts and material costs.

Nonreimbursable repairs are entirely the Contractor’s responsibility with no reimbursement from the Government. Non-reimbursable repairs shall be completed within 24 hours of identification of the problem unless an extension is approved by the CO or designee. The work order shall be put into a status field to indicate the nature of any delay, with appropriate remarks.

C.40.3 Reimbursable Repairs Reimbursable repairs will be identified as single incident, not an accumulation of various repairs (bundling). If a repair exceeds the non-reimbursable repair, cost threshold established above and has been approved and verified by the CO or designee, it becomes a reimbursable repair. Reimbursable repairs are reimbursable to the Contractor, once approved by the CO or designee, for the portion (shared liability) of the cost exceeding the non-reimbursable threshold of $2,500.00 (See repair shared liability example below.

Security Clearances (Section H)

NOTICE TO PROCEED (NTP) WILL NOT BE ISSUED UNTIL THE GSA SECURITY SPONSOR HAS

OFFICIALLY NOTIFIED THE CONTRACTING OFFICER THAT SECURITY CLEARANCES FOR

PROPOSED EMPLOYEES HAVE BEEN RECEIVED AND APPROVED BY THE OFFICE OF

PERSONNEL MANAGEMENT (OPM). PERMANENT CONTRACT STAFF WILL NOT BE ALLOWED

TO WORK IN FEDERALLY CONTROLLED SPACE PRIOR TO OBTAINING THE APPROPRIATE

BACKGROUND INVESTIGATION.

PERSONNEL QUALIFICATIONS (H.15)

Refer to section H.15 for specific information related to personnel qualifications.

M.1. Basis of Award The Government will award a contract resulting from this solicitation to the responsible offeror whose proposal conforms to the solicitation and provides the best value to the Government based on the evaluation factors. The evaluation factors to be used are total evaluated price and past performance.

Past performance is significantly more important than price. As proposals become more equal in terms of past performance, the total evaluated price becomes more important.

DESCRIPTION OF EVALUATION FACTORS

M.2. Past Performance The relevant past performance references contacted will be evaluated with an adjectival rating, which in turn will be translated into a numerical score, as indicated in the chart below. The numerical scores will then be averaged for a composite score. The composite score may fall anywhere along this scale, for example, a 4.5.

FAR 15.305(a)(2)(iv) states, “In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance.” Therefore, failure of the offeror to provide a minimum of three relevant references that meet the criteria listed above, and/or the inability of the Government to complete a minimum of three reference checks, after making a reasonable effort to do so, will result in the offeror being rated as “neutral” on the past performance factor.

1. Is/Was this contract for mechanical O&M Service in a commercial or Government owned facility?

2. If this is a completed contract, was the contract completed within five years from the closing date of this solicitation?

3. If this is a current contract, is/was the performance period for at least two (2) consecutive years?

Offeror’s shall complete Attachment A – Past Performance References Sheet at the end of this section.

This form must be completed for each reference submitted that meets the criteria identified above. The offeror cannot use the same reference (i.e., same project and same contact person) more than once.

Past performance will be evaluated by analysis of information provided by the offeror and by interviews with the offeror’s past and/or current customers. If the offeror submits as a joint venture, unless the references submitted are for the joint venture, each firm in the joint venture will be evaluated and the composite score will be the average of all the scores for each firm of the joint venture.

While offerors must submit evidence of a minimum of 3 customer references for past performance evaluations, they may provide more (but in no case shall they submit more than 10 references. (The Government will consider two separate contracts as a single contract if they were consecutive and for the same location and services; e.g., two separate, but consecutive, one-year mechanical O&M service contracts for the same or similar work at ABC Federal Building, will be considered one contract.) The Government is not required to conduct or complete reference checks on more than 3 contracts, although it may choose to do so. Additionally, if more than 3 references are provided, the Government reserves the right to choose which references to include in its evaluation.

In addition to those references provided directly by the offeror, the Contracting Officer may identify and analyze the past performance of the offeror on any other relevant contract that they currently have or had of which the Contracting Officer has knowledge or obtains knowledge, including but not limited to projects listed in the Past Performance Information Retrieval System (PPIRS). Because of the wide variety of past performance history of individual offerors, the Government is not required to ensure that an equal numberof references be obtained for each offeror.

TOTAL EVALUATED PRICE (M.3)

The total evaluated price will be determined by multiplying prices from Section B – SERVICES, ORDERING, AND PRICES by the quantities listed for each item (including monthly prices and line items inclusive of the BASE period and all OPTION periods). The summation of the resultant amounts will produce a total evaluated price.

The Government reserves the right to accept or reject the line item prices when awarding the contract.

BONDS & INSURANCE

Bid Guarantee and Performance Bonds are not required; however, a certificate of insurance is required after award.

PROPOSAL SUBMISSION & CONTENTS

Offers are due April 24, 2015 at 3:00PM (Eastern Standard Time), to the attention of Jonathan A. Rubin at the office location specified in item 8 of the SF 33. Any change to the due date would be issued by amendment only.

Proposals and modifications to proposals shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror.

Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with required information (as described in the RFP). Fax and electronic submission of proposals is not allowed.

Hand-carried proposals must be at the front desk of the identified GSA office by the date and time specified for receipt of offers.

L.9 Offerors Checklist Offerors should carefully read the entire solicitation in order to be fully aware of all requirements.

Offerors should review the following checklist carefully in order to verify that all required information has been included with the offeror's proposal. Please review your proposal before submitting it to be sure that your calculations are correct in order to eliminate the possibility of error.

A. Have you fully completed and signed all three (3) copies of Standard Form 33, Solicitation, Offer and Award?

B. Have you inserted your prices in the Offer Sheet?

C. Have you completed the Contractors Cost Proposal Format Worksheet?

D. Have you checked your proposed prices?

E. Have you fully completed all items on GSA Form 527 - Contractor's Qualifications and Financial Information?

F. Have you noted the requirements of the DOL wage determination(s) contained herein?

G. Have you noted the insurance requirements that must be furnished before the work begins?

H. Have you noted the Bid Guarantee requirement? - N/A I. Have you noted the Performance Bond requirement? – N/A J. Did you visit the work site?

K. Have you reviewed all parts, supplies, materials, and equipment requirements under the contract?

L. Does your offer comply with Section L Instructions, Conditions and Notices to Bidders?(Please remember to submit the appropriate Attachment A Past Performance References)

M. Have you included on the first page (a.k.a. cover sheet) of your proposal ALL of the information required by FAR 52.215-1, Instructions to Offerors—Competitive Acquisition, contained in the solicitation provisions in Section L of this solicitation, but especially those items listed in 52-215-1(c) (2) (i) through (v)?

N. Have you read the Contractor Performance Assessment Reporting System (CPARS) provision included in Section G?

O. Have you submitted your Quality Control Plan (QCP) with your offer? (See Section C)

CHANGES TO THE SOLICITATION

Any change to the solicitation will be issued by amendment. Offerors will be responsible for monitoring

FedBizOpps for amendments and/or additional information. Amendments must be acknowledged by the offeror.

INFORMATION CONCERNING THE DISCLOSURE OF BID/PROPOSAL RESULTS

Please note that this is a negotiated procurement and not a sealed-bid. As such, there will be no public opening of the proposals and a “bid abstract” will not be made available. Offerors should not call at the time of closing to inquire about results of the award. All offerors will be notified regarding the status of their proposal and any resulting award. Award information will be posted to FedBizOpps.

BUILDING TOURS

Offerors will have an opportunity to visit areas that illustrate the conditions and type of work to be performed under this contract. Offerors are to base all pricing based on the terms, conditions, and stated quality standards of this solicitation. Attendees at this preproposal conference were given the opportunity to visit areas of the building. Please note that any remarks or explanations provided by a

Government representative during this tour do not change the terms and conditions of the solicitation.

In the case of any discrepancies between information shared during this tour and the specifications, the specifications will govern.

QUESTIONS (L.9)

Questions regarding the solicitation must be submitted in writing to Jonathan A. Rubin, Contracting

Officer, at jonathan.a.rubin@gsa.gov. Please submit questions timely and in consideration of allowing a reasonable time for response prior to the bid due date.

Contact with the Property Manager shall be limited to coordination of site visits.

mailto:jonathan.a.rubin@gsa.gov