PRE_CONF_SV.pdf

PRE-PROPOSAL CONFERENCE

TUESDAY, MAY 23, 2017 2:30 P.M. EASTERN

GERALD R. FORD FEDERAL BUILDING, GRAND RAPIDS, MICHIGAN

ROOM 293

ELEVATOR MAINTENANCE & RELATED SERVICES

SOLICITATION GS-05P-17-SA-D-0007

**No contractors attended the pre-proposal conference, but below is the agenda we would have gone through.

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 are binding. To the extent there are any inconsistencies between the pre-proposal briefing and the contract solicitation, the contract solicitation governs.

Everyone in attendance is to sign the sign-in sheet.

Jessica Wilde, Contract Specialist (CS) will leed the meeting, and the site tour will be led by Property Managers Fred McWain and Dan Fenner.

1) INTRODUCTION

This is a pre-proposal conference for Solicitation GS-05P-17-SAD-0007 for the Elevator Maintenance and Related Services at 4 locations in Michigan:

Location 1: Gerald R. Ford Federal Building, 110 Michigan Street, Grand Rapids Location 2: Federal Building, US Post Office and Courthouse, 410 West Michigan Ave, Kalamazoo Location 3: Charles Chamberlain Federal Building, 315 W. Allegan St., Lansing Location 4: Federal Building, 600 Church Street, Flint

Offerors’ participation is encouraged. The scheduling of the Pre-Proposal Conference and Site Visit was issued in the Request For Proposal (RFP) on May 9, 2017.

The agenda for today’s conference will include introductions of the Government Team and their roles and responsibilities, administrative matters, and finally we will discuss important requirements of the solicitation. Contractors are asked to hold all questions until the after the walk through of the building that will immediately follow this conference.

Government Team:

Contract Specialist – Jessica Wilde (312) 995.2936 – Contact Jessica with any contractual matters.

Jessica will escalate any issues to the Contracting Officer when necessary.

Contracting Officer – Ronald Sieben (612) 725-3018 – Any/all changes to the contract will be issued in writing and signed by the Contracting Officer.

Property Manager/Contracting Officer’s Representative – Fred McWain (616) 456.2692 – Fred will be the first line of communication handling the day-to-day operations of the contract.

2) 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.

A site tour immediately follows the conference.

Any oral responses to questions raised during the conference shall not 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 via an official update to the solicitation package posted on FedBizOpps (www.fbo.gov). The responses to all questions will be posted on or about May 26, 2017. The sign-in sheet of this Pre-Proposal Conference meeting will also be posted to FedBizOpps (www.fbo.gov).

Any questions following the conclusion of the meeting must be submitted in writing to the Contract Specialist, Jessica Wilde, at Jessica.wilde@gsa.gov. The deadline for submitting all questions is 2:00 pm Central on Wednesday, June 7, 2017.

3) CURRENT CONTRACTOR AND CURRENT CONTRACT PRICE

Elevator Maintenance services for location 1 (Grand Rapids) and location 2 (Kalamazoo) are currently being performed by Kone Inc., Moline, IL. Current monthly price is $3,728.77 for both locations.

Elevator Maintenance services for location 3 (Lansing) and location 4 (Flint) are currently being performed by Schindler Elevator Corporation, Morristown, NJ. Current monthly price is $1,326 for both locations.

4) SOLICITATION OVERVIEW

The NAICS code for this solicitation is 238290 for Other Building Equipment Contractors. The small business size standard under this NAICS code is $15 million. This procurement was not set aside for any small business concerns.

It is the offeror’s responsibility to monitor the FedBizOpps website for updates to the RFP that have been issued through an amendment. To date, zero amendments have been issued to the original solicitation.

All proposals submitted must acknowledge all amendments to the solicitation by signing each amendment in Blocks 15a – 15c and returning 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.

The contract contemplated by this solicitation will have one 1-year base period with four 1-year option periods through August 31, 2022.

The proposal closing date and time is Monday, June 12, 2017 at 10:00 a.m. Central.

This contract is for FULL ELEVATOR MAINTENANCE SERVICE in compliance with the ASME Safety Code requirements, the manufacturer’s recommendations, the 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 http://www.fbo.gov/ http://www.fbo.gov/ mailto:Jessica.wilde@gsa.gov 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, hoistways, 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. Contractors should take note of this requirement and price their proposal accordingly. Please see Section C for full description of maintenance services required by the contract contemplated by this solicitation.

This contract requires many reports, plans and submittals, many of which are not generally required under a typical private sector contract. The reports, plans and submittals required by the contract specifications contained in this solicitation are non-negotiable and must be provided in accordance with the specifications. Please see Exhibit 6 for a listing of all submittal requirements and timeframes. Contractor payment is dependent upon the receipt of these documents as specified in the solicitation. Deviations from the report, plan and submittal requirements will not be permitted. Report content requirements specified in the solicitation are not negotiable. Contractors should take special note of these requirements and price their proposal accordingly.

This contract has a specified on-site requirement which may differ from the typical requirements found in a private sector elevator maintenance contract.

Per Section C.10 of the solicitation:

The contractor shall have qualified personnel visit the site weekly during normal working hours Monday through Friday, excluding Federal holidays, to provide all required preventative maintenance, monitor the operational status of the elevator system and respond to all types of service calls.

Qualified personnel shall be on site at Location 1 for a minimum of 2 hours a week. Qualified personnel shall visit Locations 2, 3, and 4 on a weekly basis.

Deductions will be made at the rates specified in Section E, Paragraph E.6.k, for each instance the on-site requirement is not provided. The specified on-premise requirement is not to be construed as the time required to perform the work under this contract. The on-premise requirement is intended only to establish minimum site visits and should not be construed as limiting or constraining performance. The Contractor must determine the number of hours and staffing necessary to fulfill the contract requirements.

Additional Contract Sections of Particular Note: *the following are excerpts of the listed sections, see the solicitation document for all requirements pertaining to the sections listed below.

C2. Scope of Work See Section C2 for all items related to the required scope of the contract.

C6 Items to be supplied by the Government C.6.2 Contractor Space The Government will furnish space within the building commensurate with the contractor's personal complement and operational requirements. Any existing equipment such as clothes lockers, tables, benches, chairs, etc., placed within the space designated by the Government, may be used by the contractor during the term of the contract. This equipment must be kept neat and clean and be returned to the Government at the expiration of the contract in reasonably the same condition as at the time of entering into the contract.

Space in the building will be assigned to the contractor for the storage of an inventory of his/her bulk supplies, replacement parts, and the equipment which he will use in the performance of work under the contract. The contractor shall maintain this space in a neat and orderly condition. The Government will not be responsible in any way for damage or loss to the contractor's stored supplies, materials, replacement parts, or equipment.

C8 Inspection and Testing Services C.8.2 Adjustments and Tests

a. The contractor is responsible for the accomplishment of all tests required, at the intervals specified and in accordance with, ASME 17.1 Safety Code for Elevators and Escalators, Appendix N, Table N1. Copies of all test results will be furnished to the CO or designee with the monthly submittals.

C11 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.

C12 Emergency Call-Back Service 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.12.2 Emergency Call-Back Pricing The contractor will include all costs for emergency call-back services during the normal working hours

(refer to Section F) in the monthly price for basic services. The contractor will be reimbursed at the hourly rate specified in Section B for emergency call-back service during other than normal working hours. The Contractor will be reimbursed only for the time spent on site.

C15 Work Scheduling and Reporting Accomplishments

d. Reporting Requirements Maintenance performed should be in accordance with the approved maintenance control program (MCP).

Within 5 work days after the end of each month, a monthly progress report shall be submitted to the CO or designee. This report shall include a preventative maintenance log, indicating the preventive maintenance work performed on each piece of equipment by the type, equipment number, and location, in accordance with the MCP requirements, and any additional work performed in addition to these requirements.

A detailed report on all service calls (routine and emergency) shall be submitted within 5 work days after the end of each month, indicating all information required on the service call log and a list of all parts utilized in the repair or replacement. Any service call that resulted in an extended outage must be identified with the reason for the delay in returning the equipment to service. Any equipment still out of service at the end of the month must be identified, with an explanation for the outage and delay in returning the equipment to service. An action plan to return the equipment to service and an estimated date for the return must also be provided.

C17 Testing Schedule (All Elevators) C.17.1 Safety Tests The safety tests, as required by ASME A17.1 shall be performed by the contractor.

C.17.2 Safety Inspection Schedule All tests, as required by ASME A17.1 shall be performed as stated below and witnessed by an independent certified inspector.

The schedule is listed in the solicitation document.

E1 Failure to Perform

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.

E6 Deductions

a. General It is the objective of the Government to obtain complete and satisfactory performance in accordance with the terms of the specifications and requirements in this contract. To this end, the Government is contracting for the complete performance of each task identified in the specifications, and deductions may therefore, be made as stipulated in this Section. Deductions for work performed improperly may be made as though the work has not been performed.

i. Deducting Monies for Failure to Respond to Service Calls Deductions may be made at the following hourly rates (see solicitation) for each hour or portion thereof, in one half an hour (1/2) increments, which the contractor fails to respond within two (2) hours for routine service calls and thirty (30) minutes for emergency service calls. In addition, the contractor will be held liable for all additional costs which result from the contractors failure to respond, including administrative costs incurred, using the Administrative Costs Application (Reference Section E.1.a.ii).

FAR 52.249-8 Default (2)(c) Except for defaults of subcontractor at any tier, the Contractor shall not be liable for any excess costs if the failure to perform the contract arises from causes beyond the control and without the fault or negligence of the Contractor. Examples of such causes include (1) acts of God or of the public enemy…

Exhibit 4 Definitions

1. Acts of God. An act, event, happening or occurrence due to natural causes and inevitable accident, or disaster the effects of which could not have been prevented or avoided by the exercise of due care or foresight and is in no sense attributable to human acts.

NOTE: Long term events that are not uncommon, such as building expansion and contraction or settling, are not considered acts of god under this definition. (See item 9, Emergency).

5) CONTRACTOR’S PROPOSAL CONTENTS AND INSTRUCTIONS

Items 5(a) through 5(l) below are required for all proposals submitted.

Each offeror shall submit one complete proposal via email to Jessica.wilde@gsa.gov

a) Price Proposal Standard Form SF33 – Solicitation Offer and Award

• Offeror needs to complete the Offeror section, Blocks 14 through 18

• Offeror needs to complete the Section B pricing pages. Please pay close attention to B5

Notes when preparing price proposals.

• NOTE: The proposal is not considered a valid offer unless the SF33 is signed by a representative of the entity making the offer

b) Section K Representations, Certifications and Other Statements of Offerors

• Offeror needs to complete K.1 Remittance Address

• Offeror needs to complete K.2 Security Forms Quantity

• Offeror needs to complete K.3 FAR 52.204-8 Annual Representations and Certifications

c) Financial Qualifications of Offerors

• Offeror needs to complete GSA Form 527 – Contractor’s Qualification and Financial

Information (attachment to solicitation in FBO).

d) Cost Proposal Worksheet (Attachment to solicitation in FBO)

e) Quality Control Plan

• See Section C.16

f) Past Performance

Attachment A – Past Performance Reference

• Separate copy for each reference submitted

g) Small Business Program Representations

• Offeror needs to complete FAR 52.219-1, included in solicitation

• Please also ensure representations and certifications are updated in SAM including FAR

52.209-7, and that appropriate NAICS code is reflected in SAM.

h) Joint Venture – If an offeror is proposing as a joint venture, see full requirements of Joint Venture Offerors in M4(c)

i) Offeror’s Checklist (See Section L.7)

j) Amendments (issued on an SF30) issued prior to the solicitation close date, must be acknowledged by the contractor by signing and returning the SF30 with the proposal and acknowledging the amendments on the SF33 Offer Form in box 14.

6) EVALUATION AND METHOD OF AWARD

This is a source selection procurement with two evaluation factors: (1) Past Performance and (2) Total Evaluated Price. Past performance is significantly more important than total evaluated price.

Past performance is relevant information regarding an offeror’s actions under previously awarded contracts. It includes the offeror’s overall quality of performance, record of conforming to contract requirements and to standards of good workmanship; the offeror’s adherence to contract schedules, including administrative aspects of performance; the responsiveness of management; the offeror’s history of reasonable and cooperative behavior and commitment to customer satisfaction, including offeror’s business-like concern for the interest of the customer; and the offeror’s overall performance on their contracts. This information will be obtained through feedback from the offeror’s customers. To be relevant, past performance information must be provided for contracts that are similar (or greater) in terms of the relevant past performance criteria listed below. Contract submitted may be Governmental (federal, state, or local) or private sector contracts.

Past performance will be considered relevant if it meets all of the following criteria:

• Full Elevator Maintenance Service of similar scope in a commercial or government owned facility of similar type and use

• Full Elevator Maintenance Service for equipment of comparable type and complexity

• For a completed contract, within five years from the closing date of this solicitation

• For a current contract, the performance period is at least 2 consecutive years

The offeror cannot use the same reference/contact person more than once.

While the offeror must provide a minimum of three customer references for past performances evaluations, they may provide more (but in no case shall they submit more than five references).

The total evaluated price will be determined by multiplying all the prices from Section B – SERVICES, ORDERING, AND PRICES indicated in B.4 items 1, 2, and 3 by the quantities listed for each item (inclusive of BASE period and all OPTION periods for all locations). The resultant amounts will be totaled to produce a total evaluated price. The Government reserves the right to accept or reject line item prices when awarding the contract.

The Government intends to award a contract resulting from this solicitation to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors and subfactors in the solicitation.

The Government may reject any or all proposals if such action is in the Government’s interest.

The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. Should discussions be deemed necessary, the Contracting Officer may establish a competitive range of the most highly rated proposals.

7) PROCUREMENT PROCESS/ SOURCE SELECTION PROCESS

a) Proposals shall be received by the Contract Specialist, Jessica Wilde.

b) Proposals shall be reviewed for completeness and responsiveness.

c) Proposals are evaluated in accordance with the terms of the solicitation (i.e. the evaluation factors)

d) Contracting Officer makes determination to award, or establishes a competitive range and begins discussions with all offerors in the competitive range.

e) After receipt of final offers, award is made to the offeror providing the best value to the

Government.

7) SECURITY

The successful awardee will be required to go through the security clearance process. The contractors will be responsible for acquiring security clearances as part of the contract. Contractors shall comply with the following requirements pertaining to security clearances:

• All contractors are required to be given at a minimum a preliminary favorable status in order to start working.

• Contractor will work with the GSA Security Sponsor to submit Individual Contractor Information Worksheets (CIW) and provide requested information on the Electronic Questionnaire for Investigations Processing (e-QIP).

The Notice to Proceed will not be issued until clearances for proposed employees have been received and approved.

8) SITE ACCESS

• Site access will be granted by the COR after contract award. Deliveries or other uses of the building shall be coordinated in advance with the GSA Property Management Office.

9) SAM REGISTRATION

All contractors must have current and active registrations in www.sam.gov in order to be eligible for award. It is not mandatory to have the registration complete in order to submit a proposal, but you cannot be considered for award if the registration is not complete or current at the time award will be made.

10) ADDITIONAL SITE VISITS

All other site visits will be based on the availability of the Property Management staff and may be arranged during normal duty hours by contacting:

• Fred McWain for Location 1 (Grand Rapids) at 616.456.2692

• Dan Fenner for Locations 2 (Kalamazoo) and 3 (Lansing) at 616.456.2913

• Gina Morey for Location 4 (Flint) at 616-456-2220

WALK THROUGH

http://www.sam.gov/

QUESTIONS AND ANSWERS

FINAL REMARKS

Once again the proposal closing date and time is Monday, June 12, 2017 at 10:00 a.m. Central and should be submitted to:

Jessica.wilde@gsa.gov

Please feel free to contact Jessica Wilde with questions via email at jessica.wilde@gsa.gov and they will be answered and posted to FedBizOpps. The deadline for submitting all questions is 2:00 pm Central on Wednesday, June 7, 2017.

Thank you very much for attending the pre-proposal conference.

mailto:jessica.wilde@gsa.gov

SOLICITATION GS-05P-17-SA-D-0007