AJC_Federal_Building_elevator_preproposal_Agenda.pdf

RFP GS05P16SLD7010

ELEVATOR MAINTENANCE SERVICES

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

CLEVELAND, OH

PRE-PROPOSAL CONFERENCE

Request for Quote RFP GS05P16SLD7010

ELEVATOR MAINTENANCE SERVICE

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

Sept 14, 2016 10:30 am EST

Welcome

Introductions

Connie Bilek-Hammond- Contracting Officer

Diana Ciryak– Property Manager, COR (Contracting Officer’s Representative)

Rodger Likes – Property Manager, ACOR (Alternative Contracting Officer’s Representative)

Greg Wade - Property Manager

Maureen Michael - Supervisory Property Manager

Elizabeth Pena – Facilities Operations Team

Please make sure you sign in on the sheet which is circulating.

Disclaimer: No oral statement made by a government representative during the pre-proposal conference, nor any written record of such oral statements as may be made and subsequently furnished to the offeror, will be deemed to have the effect of adding to, modifying, or otherwise varying from the written provisions of the Request for Proposal (RFP) including but not limited to specifications and written amendments to the solicitation. In the event discussion or questions raised during this meeting indicate a need to modify the RFP, an amendment to the solicitation will be issued in writing and must be acknowledged in the same manner and under the same conditions as all other written amendments to the

RFP.

General Information

This is a negotiated procurement. No information regarding offer results will be made public until after the award.

Proposals are due September 29, 2016 (Thursday) 12:00 PM (EST) to GSA, PBS, Acquisition Management Division, 201 Superior Ave. Cleveland, Ohio 44114, Attn: Connie Bilek-

Hammond.

The can also be sent to my attention electronically to connie.bilek-hammond@gsa.gov

Contract is for a base period of 1 year with 4 one year options. Start date is on or about March 1, 2017. Contractor cannot begin work until security clearances have been received and processed.

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

Brief Review of Solicitation:

Section A: Standard Form 1449 – Solicitation/Contract Order for Commercial Items

Section B: Pricing for base year and four options

Section C: Descriptions, Specifications and Statement of Work

C.1 General Note

The Contracting Officer and the Contracting Officer's Representative will hereafter be referred to as the CO and the COR or CO and designee, respectively.

C.2 Scope of Work The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees’ Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. 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 pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoist-ways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the Code which establishes requirements that must be adhered to.

The maintenance contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ.

This includes inspections and tests required at six (6) month, one (1) year, three (3) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed.

C.2.1.2 Repair & Replacements

The Contractor shall be responsible for all costs associated with accomplishing repairs and replacements including labor, equipment, materials, supplies and subcontracts for all equipment and systems specified herein. The Contractor shall not be required to make renewals or repairs made necessary by reason of negligence or misuse of the equipment by persons other than the Contractor, his/her representatives, employees and subcontractors, or by reason of any other cause beyond the control of the

Contractor, except ordinary wear and tear. This does not exempt deficiencies from coverage under this contract that may have developed or were caused prior to the contract effective date. There are no exemptions for obsolescence of any particular component. Excluded from this contract are unprotected hydraulic cylinders and underground piping for hydraulic elevators.

C.2.1.3 Operation of Equipment

The Contractor shall be fully responsible and accountable for the operation of all equipment beginning on the performance start date specified in the Notice to Proceed. Any piece of equipment, component or system not operational by the start of the normal building operating hours shall be reported to the CO or designee no later than 8:00 a.m. that day. The report will include the reason for the outage, corrective action proposed and estimated date the elevator will be returned to service. If the outage is of a recurring nature, the reporting requirement must be repeated daily.

C.2.19 Uninterrupted Elevator Service

GSA requires uninterrupted elevator service to support the mission of tenant agencies and ensure safe and reliable elevator service for the public that visit our facilities. To ensure uninterrupted service, any needed repairs must be scheduled and completed promptly. Failure to maintain an adequate stock of repair parts on site, availability of manpower or access to subcontract resources will not be considered an acceptable reason for delay. If specialty parts or components are needed, the contractor will be required to secure those materials in an expedited manner.

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

C.4.1 Qualifications of the Contract Manager

The contract manager responsible for the management and scheduling of work to be performed under this contract shall possess at least 5 years of recent (within the past 7 years) experience in managing personnel responsible for the operation and maintenance of elevator equipment of the approximate size, supervisory control systems, complexity and other characteristics of the elevators to be operated and maintained under this contract. A detailed resume containing the information specified herein must be submitted to the CO or his/her designee for approval prior to assignment of the contract manager to the contract, but no later than five (5) days after award. Both new and replacement contract managers must meet these qualification standards.

a. The full name of the proposed contract manager.

b. A detailed description of the employment history of the proposed contract manager for the past 7 years.

The name(s) and address (es) of the companies for whom the proposed manager worked for the past 7 years along with the name(s) and telephone number(s) of his or her immediate supervisor(s). Exhibit 3 of Section J, List of Documents, Exhibits and Other

Attachments, contains a format for submitting key personnel resumes.

C.5.1 Parts

Parts installed on the elevators covered by this specification, shall be new and genuine parts supplied by, or ensured by the

Contractor as equivalent to the original equipment manufacturer, or its successor prior to the installation of the part. The

Contractor shall maintain a stock of applicable replacement parts to avoid any interruption of elevator service. When existing components are no longer available, replacements with compatible components will be required. When replacing existing parts or installing new parts, the Contractor shall install energy efficient parts to the maximum extent possible.

C.10. On Premise Requirements .

The Contractor shall have qualified personnel onsite 8 hour(s) daily during normal working hours, Monday through Friday, excluding Federal holidays, to provide all required preventive maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

C.10.1 Deductions

Deductions will be made at the rates specified in Section E, Paragraph E6k, for each instance the on-site requirement is not provided.

C.11. Service Calls

C.11.1 Routine Service Calls.

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. The Contractor shall respond promptly, within two (2) hours, to requests for routine service. If the service call cannot be resolved within two (2) hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved. The Contractor must immediately notify the CO or their designee of the problem and the time and date corrective action will be initiated and completed. Simply resetting the elevator and returning it to the service without diagnosing and resolving the problem is not acceptable.

For routine service calls related to priority elevators (dedicated to prisoner movement, judges or a single agency or floor) the

Contractor must respond promptly, within two (2) hours, and remain on site until the issue has been resolved. If the service call cannot be resolved within two (2) hours or prior to the end of the building’s normal working hours, the Contractor shall immediately secure the elevator if the issue prevents the elevator from operating in a safe and reliable manner. If the service call is of an incidental nature, such as a light out, and the service call cannot be resolved within two (2) hours due to other priority work or due to the fact the Contractor is not on-site, the Contractor will allow the elevator to remain in service until the service call can be resolved.

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

C.12.1 Emergency Call-Back Service

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 thirty (30) minutes of the time of notification and shall remain on the job until the emergency has been resolved. If the situation cannot be resolved immediately, the Contractor shall promptly notify the CO or their designee of the time and date corrective action will be taken. Requests for service may be made by the CO or their designee by telephone or other means. Emergency service consists of freeing individuals trapped in a stalled car, restoring inoperative elevators which are causing disruption to the arrival and departure of building occupants, or other situations determined by the CO or their designee to be an emergency nature.

C.13.1 Overtime Services

During the term of the contract, the CO or their designee may require the Contractor to use overtime to perform work within the scope of this contract, outside of normal working hours, where the work was originally intended to be performed during normal working hours. This may be necessary to expedite the return of a piece of equipment to normal operations and/or minimize disruption to tenants. The use of overtime will be authorized only by the CO or designee and the Contractor will be reimbursed at the hourly rate specified in Section B for overtime service.

C.13.2 Overtime Pricing

There will be no reimbursement for maintenance and testing services performed outside of normal working hours when the requirement to perform the work outside normal working hours is established in the solicitation. The Contractor will include all costs for overtime services associated with maintenance and testing established in the solicitation to be performed after normal working hours in the monthly price for basic service.

C.14. Additional Services

Additional services are defined as any work, requested and authorized by the Government that is within the scope of this contract but in addition to the contract requirements. Any work of this nature detected by the Contractor shall be immediately reported to the COR, but work shall not be performed until the Contractor and the CO or their designee as appropriate have reached an agreement on the price to accomplish the project. Work shall be performed immediately, if necessary (i.e., an emergency), although typically a 48 hour notice will be given as a minimum.

C.14.1 Labor Costs

The Contractor shall price labor hours at the rate specified in Section B, Supplied or Services and Prices. The Contractor’s expenses for overhead, General and Administrative (G&A), and profit are already included in this labor rate. Thus, no separate allowances for travel time, parking, overhead, G&A or profit can be applied.

C.14.2 Materials and Parts

The Government reserves the right to furnish any or all parts and/or materials required for a particular repair/replacement. If the

Contractor furnishes the parts and or materials, the price to be paid shall be on the basis of established catalog or list prices in effect when the parts and/or materials are furnished, less all applicable discounts, but in no event shall such price be in excess of the Contractor’s sale price to his/her most favored customers for the same item in like quantity, or the current market price, whichever is lower.

C.16 .1 Quality Control Plan (QCP)

The contractor shall prepare and implement a written quality control plan as described below. The quality control plan must be submitted with the initial offer. The Contractor must maintain continuity of services, without interruption, throughout the entire term of the contract. To maintain these critical services, the Contractor shall execute specific, detailed plans how this service continuity will be maintained. The CO or designee will review the QCP plan annually (at a minimum) and sign/date the document to indicate acceptance of the plan.

16.2.2. Partnering

In order to have an effective contract administration program that also ensures a successful business relationship between GSA and the contractor, all parties involved in the service delivery process must work as a team and foster open and honest communication at all times. Close coordination and active cooperation on a continuous basis between the contractor and those representing the Contracting Officer are necessary to ensure a clean, safe and healthy working environment, and a well maintained and operated building.

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

Section D: Packaging and Marking -

E.1. Failure to Perform

a. If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. If the work remains deficient, the CO or their designee may have the work accomplished by other means and deduct the cost thereof from the monthly payment.

When the defects in services cannot be corrected by contractors’ actions, the Government may:

i. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

ii. Reduce the contract price to reflect the reduced value of the services performed, including any administrative costs incurred, using the Administrative Costs Application:

i. For deductions related to administrative costs incurred by government personnel to correct or respond to the unsatisfactory event, the multiplier for the deduction amount will be the total number of government hours spent. The rate for administrative costs will be the hourly government employee rate, GS-12, Step 5, as prescribed in the U.S. Office of Personnel Management (OPM) General Schedule (GS) Locality Pay Tables.

The locality will be the city/county in which the event occurred and where work is being performed under the contract. The locality(s) for this contract is for the Anthony J. Celebreeze Federal Building, 1240 East Ninth

Street, Cleveland, Ohio 44199. The effective GS-12, Step 5 hourly rate will be multiplied by the total number of government hours spent to derive the administrative costs deduction amount. The hourly pay tables for all localities can be found on the OPM website at http://www.opm.gov/oca/12tables/indexgs.asp.

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:

i. 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 including any administrative costs incurred using the Administrative

Costs Application; or

ii. Terminate the contract for cause.

E.5 - The Cancellation Clause, has been removed from this contract

Section F: Deliveries or Performance: Building information

Section G: Contract Administration Data: payments and CPARS

G.8. Limitation Of Government’s Obligation – LOGO

Section H: Special Contract Requirements

H.3. Suitability Determinations

Process for Regular:

The automated Electronic Questionnaire for Investigations Processing (e-QIP) clearance system is used to conduct background suitability investigations of regular clearances. Before receiving access to the e-QIP database, Contractor employees must complete the Contractor Information Worksheet. Completing this form and submitting electronically will assist in the efficient processing of contract applicant e-QIP invitations.

Individual Contractor Information Worksheets (CIW) are to be electronically submitted to the GSA Security Sponsor via the

Contractor POC. In addition, individual CIWs should be completed for individuals who have had a prior investigation conducted or have been a U.S. resident for less than 3 years.

All forms should be sent in electronically to the appropriate GSA Security Sponsor. The email attachments must be encrypted and the password should be sent in a separate email to help protect the personal identification information.

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

Section I: Contract Clauses and Local 17 IUEC wages for 2016

Section J: Exhibits- Page

Exhibit 1 - Equipment to be Maintained and Repaired

Exhibit 2 - Performance Standards

Exhibit 3 - Resume

Exhibit 4 - Definitions

Exhibit 5 - Applicable Publications

Exhibit 6 - Reporting Requirements

Exhibit 7 - Elevator Inspection Form

Exhibit 8 – Reserved – Contractor Cost Proposal Sheet

Exhibit 9 – Green Purchasing Report

Section K: Representations and Certifications –

SAM requirements for Reps and Certifications reporting requirements apply

Section L: Instructions, Conditions, and Notice to Offerors –

Clauses - NEGOTIATED SOLICITATION PROVISIONS

• Bid bond and performance bonds are no longer required

• Insurance Requirement – L5

• Section L9. Offerors Checklist

• Attachment A “ Past Performance References” -minimum of 3 and no more than 5

L.4. Inspection of Facility

Prospective contractors are encouraged to make an on-site, in-depth review of the facility, equipment and records. Access to the building may be obtained for inspection purposes by contacting the individual named below between the hours of 9 a.m. and 12 p.m., Monday through Friday, excluding Federal holidays. The offerors and CO or their designee, together shall make a complete and systematic examination of the buildings and equipment covered by this solicitation. The examination will be scheduled for a mutually agreeable date.

Name: Ms. Diana Ciryak

Address: ANTHONY J. CELEBREEZE FEDERAL BUILDING

1240 EAST NINTH STREET

CLEVELAND, OHIO 44199

Phone Number/Email: (216) 522-3458 (216) 701-2747 Diana.Ciryak@gsa.gov

Section M: Evaluation Factors for Award

M.3. Total Evaluated Price (TEP) –

The Government will make award to the responsive, responsible offeror who represents the best value to the Government in terms of the following factors:

ANTHONY J. CELBREZZE FEDERAL BUILDING

1240 E9TH STREET

CLEVELAND, OH

1) Total Evaluated Price, including all option years

2) Past Performance

The total evaluated price will be determined by adding each of the monthly prices from Supplies and Services, Section B.1.0 Offer for

Service; Initial Offer a; Option Lot 1 b; Option Lot 2 c; Option Lot 3 d; and Option Lot 4 e for this location. The base period price and all options will be totaled and shall be used to establish the best value to the government.

The hourly and per job prices will be accepted or rejected at the time of award.

SUBMITTALS REQUIRED WITH PROPOSAL:

Offerors shall submit with their offer the following documents:

• Standard Form 1449 – Solicitation/Contract Order for Commercial Items.

• FAR 52.212-3 Offeror Representations and Certifications—Commercial Items

• GSA Form 527 – Contractor’s Qualification and Financial Information

• Section B – Supplies or Services and Prices Offer

• CONTRACTOR’S COST PROPOSAL FORM WORKSHEET (See Section J, Exhibit 8)

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References

• Subcontracting Plan

Questions

Building Tour