2016.12_Pre-proposal_Mtg_Minutes.pdf

GSA, PBS, Acquisition Management Division

Pre-proposal Meeting Minutes RFP GS-05P-17-SC-D-0001: Indefinite Delivery / Indefinite Quantity (IDIQ) Construction Repair and Alterations Project(s) in Zone 1: Illinois (excluding Cook & Winnebago Counties) and Zone 2: State of Indiana

Date: Tuesday, December 13, 2016 @ 11:30 AM Central Time Location: Paul Findley Federal Building & U.S. Courthouse

600 East Monroe Street, Springfield, IL

Date: Thursday, December 15, 2016 @ 11:00 AM Eastern Time Location: Major General Emmett J. Bean Federal Center

8899 East 56th Street, Indianapolis, IN

Date: Tuesday, December 20, 2016 @ 10:30 AM Eastern Time Location: Teleconference

These meeting minutes are not intended to reiterate everything discussed during these meetings, but identify those points that may affect an Offeror’s understanding of the Request for Proposal (RFP).

Included in the minutes are the sign-in sheets documenting everyone that was in attendance.

The purpose of the pre-proposal meetings was to discuss the RFP reference above; briefing participants on the requirements for this proposal and the resulting contract(s). No statements made by Government representatives during the pre-submissions meetings can add to, modify or otherwise vary from the requirements of the written RFP. In the event that discussions indicate a need to change the RFP, an amendment will be issued via FBO.gov.

Introductions were made; those in attendance representing GSA were:

Contracting Officer Katie Musselman, katie.musselman@gsa.gov, (312) 520-8939 Contract Specialists Joe Loersch, joseph.loersch@gsa.gov, (312) 886-0895

Jordan Waldschmidt, Jordan.waldschmidt@gsa.gov, (312) 385-3050 Roger Schulte, roger.schulte@gsa.gov, (330) 375-55408 Southern Illinois & Indiana Technical Team

Ethan Goetz, ethan.goetz@gsa.gov, (317) 510-5504 Jeff Pavur, jeff.pavur@gsa.gov, (312) 353-1332 Jaclyn Emrick, Jaclyn.emrick@gsa.gov, (217) 492-4274

GSA started by thanking everyone for attending and for their interest in this RFP. GSA intentions are to establish successful working relationships with our contractors and we hope that by providing some fundamental information up front, we can set these contract(s) up for success.

mailto:katie.musselman@gsa.gov mailto:joseph.loersch@gsa.gov mailto:Jordan.waldschmidt@gsa.gov mailto:roger.schulte@gsa.gov mailto:ethan.goetz@gsa.gov mailto:jeff.pavur@gsa.gov mailto:Jaclyn.emrick@gsa.gov

1. PROJECT SUMMARY

a. Repair and Alterations Projects - The work to be performed under this contract includes but is not strictly limited to; general construction, painting, carpeting, walls and framing, carpentry, HVAC, electrical, plumbing, roofing, restoration, and fire protection.

i. 80% of projects are anticipated to have an ECCA of $150,000 or less with performance periods of 120 calendar days or less

ii. Building profiles are included in the RFP to give you an idea of the Federally owned facilities where work will be performed as a part of this contract. GSA also does work at leased facilities, which may come up in some task order requirements.

iii. Currently, the tech team has approximately 9 Project Managers that are each carrying between 10 and 15 projects at a time – so the workload is heavy and these contracts are how we get a lot of that work done.

b. Some task orders may require a more full range of construction services with larger budgets and/or longer performance periods; however, project ECCAs over $150,000 are infrequent.

2. SOURCE SELECTION PROCESS for this RFP

a. Offer’s MUST be registered at SAM.gov under NAICS code 236220 – Commercial and Institutional Building Construction.

b. This procurement is a total small business set-aside - the size standard is $36.5M.

c. The cover letter of your proposal should indicate which zone(s) a team would like to be considered for: Zone 1–Illinois (excluding Cook and Winnebago Counties); Zone 2–Indiana

i. Teams are encouraged to submit for more than one zone; however, submitting for multiple zones will not positively or negatively impact the selection process.

ii. A network of subcontractors may be required in order to submit bids for different zones; therefore, contractors may choose to submit separate proposals for each zone if they determine that to be necessary.

d. GSA’s selection of General Construction will be a BEST VALUE TRADEOFF where technical factors are weighted equally and when combined, are significantly more important than price. Best value means that GSA is really looking for the most qualified contractor’s for the job, not necessarily the lowest price (but still a fair and reasonable price).

e. Technical Factors Include:

i. Experience as a GC for Commercial Buildings on Repair and Alteration Projects

ii. Project Management Plan

iii. Staffing Plan and Qualifications of Key Personnel

iv. Past Performance as a GC on Repair and Alteration Projects

1. References are required to submit questionnaires directly to the CO 1 day before the due date of the RFP.

2. The same reference may submit more than 1 questionnaire for different projects. GSA understands that a lot of GC’s have repeat clients so this is acceptable in this case.

3. For GC’s that have completed GSA work in the past, you may submit a final CPARS report as a past performance reference; note that the report must be a final report (not an interim report). CPARS reports will not count toward the 30 page limit.

4. If GC’s do not have previous GSA experience, that will not count against you.

*** Please read section “II.D. Technical Proposal” of the Solicitation Document

- it details exactly what is required within the technical proposal.

f. Pricing proposals should be completed on the Line Item Price Schedule in the RFP.

i. Pricing should be for the base year only.

ii. Prices should be unit price per square foot (i.e. GSA will do the calculations).

iii. Prices will likely be increased for option year(s) based on the Consumer Price Index and confirmed via negotiations before each option year is exercised.

iv. Prices will be evaluated based on adequate price competition and comparison to a government cost estimate.

g. Proposals are due Tuesday, January 24, 2017, NLT 2 PM Eastern Time

i. If sending in the mail – please be sure to send it with plenty of time for it to be delivered to the building and to get through security.

ii. Hand deliveries may be made to the Major General Emmett J. Bean Federal Center

– if hand delivering the proposal, please come to the north entrance and give Katie a call at (312) 520-8939 – I’ll come up and get your proposal directly.

iii. The format and number of hard copies/CD’s that are required are detailed in section “II.B Proposal Format” of the Solicitation.

h. A bid bond, in the amount of $30,000 is required.

i. Following the initial review of Offeror’s proposals, GSA reserves the right to conduct interviews with a short list of GC’s to clarify and/or confirm submitted information. If GSA determines interviews to be appropriate, they will likely be conducted in person.

j. GSA’s intention is to award to the most successful offeror without negotiations; if negotiations are required, GSA reserves the right to negotiate with any or all offerors.

k. GSA intents to award multiple Indefinite Delivery / Indefinite Quantity (IDIQ) Contract(s) from this solicitation – the goal is between six and ten awards (total between the 2 zones).

i. Base Contract Period will be 1 year w/ Four – 1 year Options; which may be exercised at the discretion of the Government

ii. Minimum Guarantee - $2,000

iii. Maximum Ordering Limitation - $1,000,000 per year/contract (regardless of zone(s) awarded)

l. Pre-construction Conference after Award - A pre-construction conference will be held for this contract; time and date will be determined after contract award. Attendance will be mandatory.

3. Task Orders Process

i. TO’s will be solicited among all successful contract holders in their respective Zone.

ii. Designated Ordering Officials will send out a Request for Quote (RFQ) with

Statements of Work, Drawings, Project Specific Specs such as Liquidated Damages, Period of Performance and how the Task Order awardee will be selected.

iii. Contractors are obligated to accept pre-priced work items but there may be many cases when you are asked to price the work as a whole.

iv. Contractors are required to respond to all RFQ’s to be performed in buildings specifically listed in this contract. In the event of a Contractor not bidding, response is still required with a justification stating reason for “No Bid”.

v. Task Orders will be overseen by a GSA Contracting Officer and Contracting Officer’s Representative. If applicable, the firm responsible for the design will assist the government during pre-construction and construction.

vi. Interim Notice to Proceed will typically be given at contract award for obtaining security clearances, submitting bonds and insurance, and preparing, submitting and ordering materials. On-site Notice to Proceed will not be given until GSA verified these items and once given, that’s when contractors are obligated to their Period of Performance.

vii. Refer to section “III.R. Additional Terms and Conditions” in the Agreement for additional information about how Task Order’s are awarded and administered.

4. GSA’S EXPECTATIONS OF GENERAL CONTRACTORS

a. The Government expects GC’s to provide quotes, in their respective zone, for each task order – we’re really looking for GC’s who will be engaged throughout the life of the contract.

b. Well-rounded teams – established relationships with subcontractors

i. Relevant areas of expertise

ii. Depths of experience levels

RFP GS-05P-17-SC-D-0001: Indefinite Delivery / Indefinite Quantity (IDIQ) Construction Repair and Alterations Project(s) in Zone 1: Illinois (excluding Cook & Winnebago Counties) and Zone 2: State of Indiana