PreproposalConfMINUTES.pdf

SOLICITATION GS-05-P-17-SA-D-0002

Pre-Proposal Conference Agenda and Meeting Minutes

PRE-PROPOSAL CONFERENCE/SITE VISIT

WEDNESDAY, APRIL 26, 2017, 2:00 P.M.

OPERATIONS AND MECHANICAL MAINTENANCE SERVICES

U.S. COURTHOUSE

300 S 4th ST., MINNEAPOLIS, MN 55415

SOLICITATION GS-05-P-17-SA-D-0002

MINUTES WILL BE TYPED IN BLUE FONT

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 (www.fbo.gov) are binding. If there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.

The meeting will begin by confirming who is in attendance. Agendas shall be distributed to those in attendance.

Kaye Wierzbicki, Contract Specialist (CS), shall lead the meeting along with Ronald Sieben, Contracting Officer (CO)

The agenda for the conference shall be as follows:

1. Conference attendance and handouts

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Discussion of important requirements of the solicitation

5. Instructions on submission of offers

6. Initial Questions from potential offerors (contractors are asked to hold all questions until this question-and-answer period)

7. A site visit/walkthrough immediately following the question-and-answer period

8. Post walkthrough question and answer period.

AGENDA

This is a pre-proposal conference for Solicitation GS-05-P-17-SA-D-0002 for Operations and Mechanical Maintenance Services at the U.S. Courthouse in Minneapolis, MN.

The purpose of this conference is to allow contractors the opportunity to ask questions regarding the solicitation. As a result of this meeting, a copy of the minutes including questions, answers, and sign-in sheet will be posted on FedBizOpps (fbo.gov).

Offerors’ participation is encouraged. The conference will provide opportunity for discussion of the nature of the work and problems that may be entailed, as well as to answer questions concerning contract provisions and requirements.

II. GOVERNMENT TEAM AND ROLES:

Contract Specialist (CS) – Kaye Wierzbicki, (612) 222-4138; kaye.wierzbicki@gsa.gov mailto:kaye.wierzbicki@gsa.gov

The CS’s role is to handle any contractual matters on a day-to-day basis. The CS will escalate any issues to the Contracting Officer when necessary.

Contracting Officer (CO) – Ronald (Ron) P. Sieben, (612) 725-3018; ronald.sieben@gsa.gov Section C.2.16: “Contracting Officer (CO) has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules. However, the CO may delegate certain other responsibilities to authorized Government representatives.”

Property Manager/Contracting Officer’s Representative (COR) – Brian Green, (612) 334-4163;

brian.green@gsa.gov

CORs are the first line of communication handling the day-to-day operations of the contract.

COR to be designated at time of award.

Supervisory Property Manager – Talaia Bowen, (612) 334-4161; talaia.bowen@gsa.gov Assistant Property Manager -- Alwin (Butch) Olson, alwin.olson@gsa.gov Building Management Specialist – Yusuf Shalita, (612) 725-1740; yusuf.shalita@gsa.gov

III. ADMINISTRATIVE MATTERS

A. 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 are not to 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 and posted on FedBizOpps (www.fbo.gov).

B. QUESTIONS, ANSWERS, AND ATTENDANCE SHEETS

Any questions following the conclusion of the meeting must be submitted in writing to the Contract Specialist, Kaye Wierzbicki, at kaye.wierzbicki@gsa.gov. The deadline for submitting all questions is 5:00PM Central on May 8, 2017. Any questions received after the deadline, may not receive a response by the offer closing date.

Responses to all questions will be posted on or about Wednesday, May 10, 2017. The sign-in sheet of this Pre-Proposal Conference meeting will also be posted to FedBizOpps (www.fbo.gov).

C. WAGE DETERMINATION BASED ON A COLLECTIVE BARGAINING AGREEMENT

Offerors are cautioned that the Wage Determination included in this solicitation is based upon an existing collective bargaining agreement (CBA).

D. SYSTEM FOR ACQUISITION MANAGEMENT (SAM) REGISTRATION

In accordance with FAR Parts 1, 2, 4, 13, 32, and 52 contractors must have an active profile in the SAM database prior to award of any contract, basic agreement, basic ordering agreement, or blanket purchase agreement. No award will be made to any contractor without an active profile in SAM.

E. SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238220 with a size standard of $15.0 million dollars. This mailto:ronald.sieben@gsa.gov mailto:brian.green@gsa.gov mailto:talaia.bowen@gsa.gov mailto:alwin.olson@gsa.gov procurement is a Total Small Business Set-aside. All small businesses are encouraged to submit offers.

An amendment to the solicitation was published on 4/25/2017. It is the offeror’s responsibility to monitor the FedBizOpps website for updates to the RFP that have been issued through an amendment.

All proposals submitted must acknowledge all amendments to the solicitation by either completing block 14 of the SF33 or signing each amendment in Blocks 15a – 15c and submitting 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’s pricing.

The contract contemplated by this solicitation will have one 1-year base period with four 1-year option periods through June 30, 2022.

The proposal closing date and time is Monday, May 15, 2017 at 2:00 p.m. Central time.

IV. DISCUSSION OF IMPORTANT REQUIREMENTS OF THE SOLICITATION

Below is a list of some important points and requirements that we wanted to highlight in this conference.

Please note however that this list is not inclusive; you are advised to carefully read the entire Solicitation in order to be fully aware of all requirements, provisions, and clauses.

B.1 Description of Services The Contractor shall provide all management, supervision, labor, materials, supplies, repair parts, tools, equipment and subcontracts necessary to provide Operation and Maintenance and related services described in this solicitation including inspection, testing, and maintenance of all fire protection systems.

C.6. Phase-out Transition Period When the contract ends, the Contractor shall cooperate with the incoming contractor during a phase-out period. For planning purposes, the Contractor must assume a phase-out period of 30 days.

C.7. Deficiency List Completion and Withholding Of Final Payment The Government may create a deficiency list of unmet Contractual requirements at or near the time of termination of the Contract. The Government may employ the services of another Contractor in the development of the list and upon completion provide the Contractor with a copy of work not completed, to include the monetary value the Government has assigned for each item.

C.40.2 Non-reimbursable Repairs A non-reimbursable repair is a repair requiring no more than $2,000. 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.

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 $2,000 (See repair shared liability example below)

C.44 Submittals Chart (Contractor Deliverables) ***Please take note of the administrative/submittals requirements in the Chart listed in Section C.44 of the RFP***

V. INSTRUCTIONS ON SUBMISSION OF OFFERS

The proposal closing date and time is Monday, May 15, 2017 at 2:00 p.m. Central time.

Offerors shall submit with their offer the following documents:

• FAR 52.204-8 Annual Representations and Certifications (See Section K)

• FAR 52.209-7 Information Regarding Responsibility Matters (Included in Solicitation Provisions)

• GSA Form 527 – Contractor’s Qualification and Financial Information (Included as a separate attachment)

• Standard Form 24 – Bid Guarantee (Included as a separate attachment)

• Standard Form 33 – Solicitation, Offer, and Award

• Section B – Supplies or Services and Prices Offer

• Offeror’s Checklist (See Section L)

• Quality Control Plan (See Section C)

• Past Performance References (Attachment A)

• Cost Proposal Worksheets (Included as a separate attachment)

• Management Plan (see Amendment 0001)

• O&M Work and Staffing Plan (see Amendment 0001)

• Service Call (NCMMS) and Preventive Maintenance (CMMS) Plan (see Amendment 0001)

VI. INITIAL QUESTIONS

Several questions were asked about the Request for Proposal and work requirements prior to the walkthrough. All questions were documented. Official written answers will be posted to FedBizOpps (www.fbo.gov).

VII. SITE VISIT/WALKTHROUGH

After the initial q-and-a session, there was a site visit and walkthrough. The tour covered all mechanical rooms, the Penthouse, the mechanical contractor’s office space, the solar shades, the fire control room, and the cafeteria.

VIII. POST_WALK-THROUGH QUESTIONS

After the site visit/walkthrough, the conference reconvened to address any questions raised by the tour. All questions were documented. Official written answers will be posted to FedBizOpps (www.fbo.gov).

Once again the proposal closing date and time is Monday, May 15, 2017 at 2:00 p.m. Central time.

Please feel free to contact me if there are any questions at kaye.wierzbicki@gsa.gov. Thank you very much for attending the pre-proposal conference. An attachment will be posted to FedBizOpps (www.fbo.gov) with the minutes of this meeting.

http://www.fbo.gov/

The meeting concluded at 3:40pm Central Time.