Pre_Proposal_Conference_Agenda_7-18-13.pdf

PRE-PROPOSAL CONFERENCE AGENDA

Multiple Award IDIQ Construction & Repair/Alterations

For the Oklahoma East Zone GSA, PBS, Greater Southwest Region 7

Solicitation GS-07P-13-HH-D-0014 Thursday – July 18, 2013, 10:00 CM CST, Call in number: (866)564-9718, passcode:

1817722

Minutes of the meeting are in red by the corresponding agenda item:

1. Greetings and Introductions: Introductions were done, see sign-in sheets. Zach Rich, Supervisory Contracting Officer is leading the meeting. He will go over the main points on the solicitation package, give some pointers on how to prepare your proposals; but the main purpose of the meeting is to offer you all an opportunity to ask questions or request clarifications. There will still be an opportunity to submit questions in writing, but this is another chance to clarify any questions on the solicitation package. This is an 8(a) set-aside; there are instructions on partnering agreements, if required.

A. No oral statements made shall change the solicitation – all changes will be documented in a written amendment posted to FBO.

B. Sign in

1) In person attendees must sign the sign-in sheet. See end of this document for copies of the sign-in sheets in Tulsa, OK and Fort Worth, TX.

2) Other attendees must email their contact info. (name, organization, phone number, solicitation number, and email) to carolina.mcgillick@gsa.gov

C. Minutes and questions & answers will be issued in an amendment to the solicitation.

D. Submit all questions in writing to the Contract Specialist (Carolina McGillick).

2. Solicitation Package Review

A. POP and deadlines for questions / proposals (cover page). This is a multiple award

Indefinite Delivery Indefinite Quantity contract for general construction, repair and alterations, with one base year and four (4) year options. So if all options are exercised this will be a five (5) year contract. The deadline for questions is August 2, 2013, please send your questions to Carolina McGillick; and the deadline for proposals is August 12, 2013. There are a lot of detail instructions on the solicitation on how to submit your proposals, please read those carefully, but we’ll be going over those today as well.

Proposals should be submitted as hard copies, the only thing that we need submitted electronically is the Line Item pricing, which needs to be submitted as an Excel spreadsheet in a flash drive.

B. Initial for amendments (SF 1442 pg. 2) Make sure you initial and date acknowledgment of amendments for this solicitation on the second page of the SF 1442.

Also need to sign the front page of the SF 1442 and send it back with the proposal.

C. Line Items and OTNWH factor (Pricing Form). The Line items prices should be fully loaded prices. The only thing that should not be included in those prices is bonding.

Bonding will be a separate line item price that you will include at the task order level. The line item prices should include profit, overheard, and any other fees you will incur. The last line item price is a factor for other than normal working hours. The line items are for work to be performed during normal working hours. The factor is for instances when we ask you to do work outside the normal working hours; what factor do we need to apply to the line items for that work so that you’re covered for any additional costs? Make sure you fill that out (as a percentage factor). Please make sure the prices you submit are clear, there are no typos, added zeros, and that the hard copy you give us matches the Excel spreadsheet you submit.

D. Description of services to be provided (I.A. – COR). This is a construction IDIQ, Santos will talk about what work is typically included. Santos: the majority of what the contract will cover is R&A (repairs and alterations), build out, gypsum, electrical, a little bit of mechanical (not a whole lot), the majority of the items are things that when you walk into a room, if you see it, touch it, then it’s what will be involved. There is a small portion of case work. That is what is on the line items.

E. MOL and base year minimum guarantee (I.A.). The maximum order limitation (MOL) will be $1.5M per each contract per year, we anticipate making up to 5 awards, but we reserve the right to make fewer than that, but our optimum would be 3, but we could go up to 5. Task order limitation is $500,000; minimum guarantee is $2,000 for the base year only. So if during the base year you don’t receive a task order, you are guaranteed the

$2,000. We are hoping to use all our IDIQ contractors.

F. List of documents included with solicitation (I.B.). There is a list of documents that were included in the solicitation, there is a section (V.D.) for representations and certifications (reps and certs) that you need to fill out. The Standard Form (SF) 1442 that’s the one we discussed earlier regarding signatures. The Agreement and the solicitation package will become your contract. The hypothetical statement of work will be discussed in detail later, but you are required to give us a quote for this hypothetical project. The technical specifications is a separate attachment in FedBizOpps, it gives more details about the line items. The line items and the pricing form, we already went over. The list of counties in the zone as well as the wage determinations for these counties; and there is also a map of the zone, more details to come.

G. Proposal Contents (II.A.). The section on proposal contents gives you a lot of details on what we are looking for in your proposal. Proposals should be in two volumes: price proposal and technical proposal. Price proposal will be your SF 1442, the line item prices, your pricing for the hypothetical project, reps and certs; and if you are going to be proposing as joint venture, all the information that needs to be submitted is described in this section. Again, two volumes in hard copy and the line item pricing in Excel on a flash drive.

H. Technical Proposal / non-price Evaluation Factors (II.D.). The technical proposal factors and what you need to address: management plan, experience, past performance, quality and accuracy of hypothetical proposal, qualifications and experience of key personnel and evidence of local office. These are listed in order of importance; and later on in the solicitation, there is a further break down of how these factors relate to each other.

I. Minimum and Maximum order limitations (V.B.). Minimum order you may receive is

$2,000. There may be jobs below that which will be sent to you, you may or may not accept those; however, we need to be notified of refusal in a timely manner. Most of the task orders will be between $2,000 and $500,000.

J. TO Procedures (V.B.). Anything over $150,000 will have to be competed among the awardees in the zone. If task order is below $150,000 and at least 85% line item work, we will look at your line item prices for those included in the order, and the order will be awarded to whoever has the lowest line item price for the 85% of the work. Anything below $150,000 and less than 85% line item work will be competed among the awardees for the zone.

K. Carpet only TOs (V.B.). The Services Contract Act was included in this solicitation to have the ability to issue task orders for carpet only. These orders will be competed among the awardees of the zone regardless of the dollar value. These rarely happen, but we wanted to have the ability to issue these orders if the need arises. These are not line items so you don’t have to quote those out front. Question: when you say carpet only, is that furnish and install? Yes, it is furnish and install and probably removing the old, it will be a turnkey type of project. These will be by competition only. A request for quote will be sent to all the IDIQ holders in the zone. What we did here was to include the Service

Contract Act because it’s technically a service if you are doing carpet only task orders. In the past, we have been precluded from using our construction IDIQs because we didn’t have the Service Contract Act included in those contracts. When we send you the RFQ, you have the option not to quote on these task orders.

L. Security Requirements (V.B.). We are expecting the awardees’ key personnel appointed to these contracts to obtain and retain security clearances for the duration of the contract. If employees leave contractor’s employment, the CO should be notified immediately and security badges for those employees need to be returned to the CO, in this case, Becky Clark.

M. Method of Award – Discussions (VI.). This section breaks down the importance of the technical factors for evaluation purposes. The non price factors when combined are significantly more important than price. We intend to evaluate proposals and make awards without discussions, so make sure you give us your best prices and technical proposals up front; but we do reserve the right, as always, to negotiate if we decide we need to; and go back to those firms highly rated to negotiate and discuss.

N. Unbalanced Pricing (VI.D.). We are going to evaluate the overall, total price; but we are also going to look at your prices. If they are unbalanced we can’t make an award; so make sure you are not trying to price some things higher and/or lower in order to make your overall price a set number. Your prices need to be balanced, they need to make sense, and they need to be reasonable.

O. Hypothetical SOW – will be evaluated for both price and technical. Make sure you review the hypothetical statement of work; this is a template of what a RFQ, if you’re an awardee, might look like. So we are going to use this as part of the technical and part of the pricing evaluations to see how you would do in that case. So if you have any questions or need any clarification, please don’t hesitate to ask. We are looking for your ability to read the scope and give us a quote; so if there is anything that we need to clarify by all means let us know. See the Bid Summary for how the quote has to be submitted (by divisions).

P. Waste Diversion (on Bid Summary for Hypothetical SOW). An estimate for the waste diversion factor (last line on the bid summary for the hypothetical) needs to be submitted. As part of GSA’s Sustainability initiative, GSA wants to partner with our contractors to combine our efforts to recycle, divert and re-use as much as possible.

This requirement to track materials that have been recycled, diverted and re-used will be included in the base IDIQs as well as at the task order level (whether line item or lump sum). This should be a neutral type cost for both the contractor and GSA. In the hypothetical, based on your experience, estimate what can be recycled, diverted or re-used; and how you would go about doing this.

Q. Historical workload distribution map. The map is for informational purposes only.

This is from historical data, the darker the green; the more dollars were spent in that area. Another reason we supplied this is because we are not going to allow a charge or fee for mobilization; so if you get a line item task order anywhere within the zone, we expect you to perform for the line item prices. This map shows you that this will be very rare since the majority of the past expenditures were in the Tulsa area. Outside the line items and over $150,000, you will be providing a quote, so you could in fact add your costs as you normally would. The map does not show the dividing line of the

West and East zones, but the list of counties should give you an indication of where the division is.

R. List of Counties included in this zone.

S. Biobased Products (52.223-2). Green requirements are getting bigger and more important, so please be sure you are aware of this one.

3. Tips for preparing a proposal

A. Read the entire solicitation and amendments.

B. Do not hesitate to ask questions. Deadline for questions: August 2, 2013.

C. Ensure your proposal contains all items requested in the solicitation, and fully addresses the submittal requirements for each evaluation factor.

D. Never assume we know about your company or your performance.

4. Questions & Answers. There were no questions or further comments.