Pre_Proposal_Conference_Meeting_Minutes.pdf

Meeting Minutes

PRE‐PROPOSAL CONFERENCE AND SITE VISIT

August 31, 2016, 10:00 AM Central Time

RFP GS‐05‐P‐16‐FB‐C‐7004

SSA 1st Floor Model Field Office

Harold Washington Social Security Center 600 W. Madison

Chicago, Illinois 60661

CONTRACTING OFFICER: Selena Haavig TECHINICAL REPRESENTATIVE: Fred Yonke PROJECT MANAGER: John Auld PROPERTY MANAGER: Larry Smith A/E: Melissa Clark, Interactive Design

The purpose of this conference is to allow contractors the opportunity to ask questions regarding the solicitation and the technical elements of this project. We will go through the forms that need to be submitted and the procedures that need to be done. We will then go on a walk‐through of the project site.

Questions may also be submitted by email to the Contracting Officer at selena.haavig@gsa.gov with a copy to Fred Yonke (Fred.Yonke@gsa.gov) and John Auld (john.auld@gsa.gov). To allow sufficient time to respond to question, please submit questions by Wednesday, September 7, 2016 at 12:00 PM Central Time.

Please be aware that no oral statement made by the Government Representatives during this conference will have the effect of amending the RFP. In the event the discussion during this conference indicates a need to modify the RFP, an amendment to the RFP will be issued in writing. All amendments must be acknowledged by the time/date proposals are due. Notes from this meeting will be posted in FedBizOpps (www.fbo.gov). The notes are not intended to reiterate everything discussed at the meeting.

Offerors shall submit the following documentation with their proposal:

_ Standard Form 1442 (1 copy with original signature). Amendment 001 will be issued to allow for electronic submittal with a hardcopy to follow.

_ Acknowledgement of Amendment(s), if any (1 copy with original signature) _ Registered and Active in SAM.gov, www.sam.gov _ Online Representation and Certification Application (ORCA) information – Please ensure your ORCA account is updated and active at www.sam.gov _ A completed “Offeror Representations and Certifications”

_ Qualifications and Experience of Key Personnel (Project Manager, Field Superintendent). Contractors can submit information such as resumes, certificates, education and previous project information that the key personnel worked on for this requirement.

_GSA Form 527 – Contractor’s Qualification and Financial Information _Standard Form 24, Bid Guarantee: This form requires a raised corporate seal.

_ A minimum of three (3) relevant past performance references submitted on your firm’s behalf. Your firm may include the names of the references and contact information but are NOT to include copies of completed surveys. If completed surveys are submitted, they CANNOT be considered.

Construction Time: 180 Calendar after receipt of Notice to Proceed.

Liquidated Damages: $485.60 for each calendar day of delay until the work is completed or accepted.

Proposal Due Date: Tuesday, September 20, 2016 by 3:00 PM Central Time.

Proposals are to be received no later than 3:00 PM on September 20, 2016. Proposals are to be mailed or hand carried to GSA, Acquisition Management Division, 230 S. Dearborn Street, Suite 3300, Chicago, Illinois 60604. Please make sure the solicitation number is on the envelope.

An amendment will be issued to address the electronic submission of offers, correct a typo on the cover sheet of the RFP and issue a quantity for the unit priced items to be included in your base proposal.

Additionally, amendments will cover the flooring labeled as RBF‐3 and RBF‐4, which will not be available in a tile and will need to be changed.

There is no guarantee of negotiations being opened. The Government can award based upon the receipt of initial proposals so make your initial price your best offer.

Security Regulations – (Spec Section 013553)

Upon receipt of the award letter, you should immediately contact the Security Clearance Contact Person (SCCP) identified in the letter to determine the process. The documents are to be completed for each proposed contract employee and shall be submitted for each employee who will be working on the project no later than fourteen days after award.

Please note that no additional time will be added to the performance period due to following contractor actions or inactions:

a. Late submittal of security clearance forms

b. Incomplete or inaccurate submittal of security clearance forms

c. Submittal of employees whose adjudication is found to be unsuitable

d. Failure of the contractor to comply with any of the security requirements in the contract

A NOTICE TO PROCCED WILL NOT BE ISSUED UNTIL CLEARANCES HAVE BEEN APPROVED.

Buy American Act Overview – Selena Haavig Except as provided in FAR 25.202, use only domestic construction materials in construction contracts performed in the United States.

Exceptions may include the following and must be approved by the Contracting Officer.

(1) Impracticable or inconsistent with public interest

(2) Non availability

(3) Unreasonable cost

(4) Information technology that is a commercial item.

A request may be made Pre‐Award or Post‐Award to the Contracting Officer for a determination concerning the inapplicability of the Buy American Act for specifically identified construction material.

All requests must be made in accordance with FAR 52.225‐10 and 52.225‐11. Any request for a determination submitted after contract award shall explain why the Contractor could not reasonably foresee the need for such determination and could not have requested the determination before contract award.

Summary of work in scope‐ Fred Yonke & Melissa Clark This project is the renovation of a former daycare facility which has been demolished. The project will result in the building having a new entrance with a new address for public access. While the space has been demoed, the contractors will have the responsibility of quantifying what might need to be removed per the specifications and drawings. The project will include almost every trade. This project is providing for a new model field office which will be different from any current SSA field office as it will integrate new technology with the standard SSA interview processes. The specifications call for the demountable partitions to be DIRTT product as those are the only product that can completely integrate all of the technology that will be utilized in the space into the walls. Corporate Concepts is the local DIRTT wall system dealership. Many MEP systems, such as VAV boxes and air handling units will be existing to remain in the space or moved within the space.

Contractors are to note that this is a delegated building and Fire and Life Safety is approved by GSA.

While the City of Chicago has codes, GSA does not have to comply with these codes. Contractors should not follow City of Chicago code and should instead follow the specifications which incorporate GSA’s design standards found in the P‐100.

There are also two ongoing projects in the building. The first is a building‐wide fire alarm system replacement. The second is an Energy Savings Performance Contract (ESPC) which will replace the fin tubes along the glass and steel exterior wall in the project space. This work was not included in the specifications for this project, but some coordination may be required with the contractors working on those projects.

Work Site Walk Through‐ Fred Yonke & Larry Smith While walking through the space, Melissa noted that there is an area on the exterior of the building that will become the new entrance and the interior of the building will be extended in this area. The glass and steel storefront is custom work.

Question and Answer Session‐ Reconvene in conference room Q. Will there be another change for a walk through?

R. Yes, a second walk through is being offered Wednesday, September 7, 2016 at 10:00 AM Central Time. This walk through is optional. Contractors who want to attend must send an email to Selena Haavig at selena.haavig@gsa.gov to indicate their attendance by COB September 6, 2016 with a copy to John Auld at john.auld@gsa.gov.

Q. Is there any information on environmental/Asbestos permitting in the specs?

R. Refer to the specification for environmental/asbestos information, however as far as permitting goes, this project is not following Chicago code so no city permitting is required.