Questions Answers-Pre-proposlMeeting.doc

SOLICITATION GS-10P-08-LS-D-0036

OPERATIONS, MAINTENANCE AND OTHER SERVICES

WILLIAM KENZO NAKAMURA U.S. COURTHOUSE

SEATTLE, WASHINGTON

Pre-Proposal Conference & Walk-Through

May 13, 2008

ATTENDEES:

NAME

COMPANY

Shawn Owens

Total System Services, Inc.

Michael White

Mike Lukes

Shawn Gibson

Northern Management Services, Inc.

Wayne Russell

Fedserv

Tom Guthrie

FSI

Ray Stevens

FSI

Chris Howard

Hermanson Co.

Erich Holcomb

Hermanson Co.

Fred Moorehead

GSA Bldg Mgt Specialist

Chuck Eddington

GSA Assistant Property Manager

Barbara Roberson

GSA Contracting Officer

Carol Ashenbrenner

GSA Contract Specialist

Doreen Sheih

GSA Intern

Chris Litsey

GSA Bldg Mgt Specialist intern

Will Kamstra

GSA Contract Specialist

PURPOSE:

· To provide overview and clarification to Solicitation GS-10P-08-LS-D-0036, as well as answer questions. (actual answers will be on FedBizOps)

· Questions from offerors shall be written on sheets and emailed to Barbara Roberson (barbara.roberson@gsa.gov) by close of business on Thursday, May 15, 2008. Questions will be posted on FedBizOpps under “other”.

· Building tours will be conducted immediately after pre-proposal conference. Once tours begin, all questions must be written and submitted to me by close of business on Thursday, May 15, 2008 by email.

· Conference will be limited to one (1) hour so that we will have adequate time for walk through of the building.

· All information received at the Pre-Proposal Conference and Building Walk Through must come from Barbara Roberson, Contracting Officer and/or Fred Moorehead, Building Management Specialist.

· This building has been closed and under renovation for the past 2 years. O&M Services have not been performed during this period – the construction contractor has had the responsibility.

· Offerors are cautioned that any bid/offer may be rejected as non-responsive if it is materially unbalanced as to the price for option and the initial contract period. A bid/offer is unbalanced when it is based on prices significantly less than cost for some work, and prices that are significantly overstated for other work.

OVERVIEW:

To provide all management, supervision, labor, materials, supplies, and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of Operations, Maintenance & Other Services in accordance with GS-10P-08-LS-D-0036 for the William K. Nakamura Courthouse, Seattle, Washington.

This is a Performance Based Service Contract. The Government describes what is to be accomplished, not how it is to be accomplished.

The repair threshold for the building is $1,500.

The base year is for 36 months from October 1, 2008 to September 30, 2011. The first three (3) months of the contract will be a phase in period, prior to building occupancy. Since the building is still under construction, there is the possibility the January 1st start date for full O&M services could be pushed out. When Fred discusses the PWS and Building Information/Asset Details, he will have more detail on what GSA expects during the phase in period.

There are two (2) option periods. Each option period will include 3 alternative time frames (A=12 months, B=24 months and C=36 months). Selection of the alternate award time will be based on the performance rating of the contractor. Contractors performing under this contract in the lower rating range will be awarded 12 additional months, while contractors with superior performance will be awarded the alternate for 36 months.

*The contractor needs to make a business decision as to whether they are going to pay the minimum required hourly wages listed on **Wage Determination (WD)2005-2563, Revision 5, dated 11/13/2007 or pay a higher wage to get higher quality workers. Each year, on the anniversary of the contract, the latest WD will be incorporated into your contract. Upon the contractor’s request, contract price(s) shall be adjusted for each option that is exercised in accordance with FAR 52.222-43 Fair Labor standards Act and Service Contract Act-Price Adjustment (May 1989).

**A new WD will be issued between now and the end of May. Right now we are anticipating the only change to the WD is for H&W??? After the award is made the new WD will be incorporated into the contract via a modification.

*Important – if you have chosen to pay above the required WD hourly rate, you cannot ask for an adjustment. This same process applies to Health & Welfare.

This IDIQ Award will not contain funding. After the contract is awarded, a task order will be issued. This task order will contain the funding (negotiated) for the base year. Modifications will be made both to the IDIQ Contract and to the task order (i.e.option, changes to scope).

Additional task orders (for reimbursable work, emergency call back services and miscellaneous services) may be ordered by the ordering office in the Seattle Field Office for work over and above what is in the monthly price. Important – do not add profit and overhead to the hourly rates for additional services. Profit and overhead is already included in your proposed hourly rates for these services. Profit and overhead may be added to the cost of the equipment or supplies needed to perform the task.

The ordering officical(s) will be named in a letter from the contracting officer.

PROPOSALS:

Offeror shall submit four (4) copies of the technical portion and three completed and signed (3) copies of the price proposal. NO fax or transmittal by electronic methods will be accepted.

The period of acceptance is 60 calendar days from the due date of proposals. (Page 75) Three (3) or more references will be needed for past performance. Please have your references send the past performance evaluations to my attention: Barbara.roberson@gsa.gov or to the address in block #9 of the SF 1449. (this will be in an amendment)

EVALUATION OF OFFERS:

The following technical factors shall be used to evaluate offers:

Factor 1, Factor 2 and Factor 3 are considered to be approximately equal to each other. These 3 factors when combined will be considered equal to cost/price.

The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise the option(s). The additional service rates for the base and option periods (50 hours X proposed hourly rates) will also be added to the price to come up with a total evaluated proposal.

TIME LINES:

Questions asked during the conference and walk throughs need to be emailed to me by close of business on Thursday, May 15, 2008. These questions will be posted on FEDBIZOPS under “other”, not as an amendment. An amendment may also result from these questions – if a change to the solicitation occurs. So, there is a good possibility that there will be both an amendment and questions and answers in FedBizOps from today’s meetilng

Closing date for the Request for Proposal is May 22, 2008. If the closing date changes, an amendment will be issued with the new date.

Anticipated award date will be on or before July 1, 2008.

Contract start date is October 1, 2008.

TECHNICAL:

Fred Moorehead will now go over the Performance Work Statement (Part I of Solicitation GS-10P-08-LS-D-0036).

The Exhibit 1 – Building Information & Asset Data Sheet will be revised and replaced in Amendment 01. The amendment will reflect the changes.

Amendment 01 will replace paragraph 4.2.14, b Building Operations Standards in the solicitation with the following revision:

b. Energy Conservation Standards. Assets under this Contract are subject to the energy conservation requirements mandated by the Energy Independence and Security Act of 2007 (November 2007), Title IV, Subtitle C, Sec 431 (Energy reduction goals for Federal buildings). All equipment must be operated as efficiently as possible, considering both demand and the consumption costs of utilities. Conserving our energy resources to meet national goals while maintaining and improving occupant comfort is a challenging task. The awarded contractor will work with the property management team to accomplish goals of 3% annual energy reduction, and 2% annual water reduction through 2015.

Amendment 01 will have a revised Exhibit B, Equipment Inventory.

QUESTIONS & ANSWER’S TO QUESTIONS DURING THE PRE-PROPOSAL CONFERENCE AND THE WALK THROUGH;

1.

Fred mentioned that GSA is expecting the winning contractor to conduct major system tests during the first year of the contract. Would you please affirm this expectation, and also please clarify which specific systems (even if they are new) GSA is expecting to have tested in the first year of the contract (for example, Fred mentioned switchgear testing even though all of the switchgear is new)?

The testing that I mentioned is to verify Sequence of Operations (SOO) and functionality of the equipment. The O&M Contractor’s duties included tracking and reporting warranty items. As a Warranty Manager, GSA expects the service provider to verify the proper operation of all systems that fall under this category. The Commissioning contractor will play a big roll in verifying the operation of the systems during their testing, but this is just a snap shot of the total picture. It would be in the contractor’s best interest to be proactive during this one year warranty period window (Free Fix). The frequency for the switchgear would be 3 years after contract award. and 5 years for the eddy current.

2.

Will GSA provide an equipment list to bidders showing what is new vs. what is existing or refurbished? That delineation is not on the current equipment list.

The equipment list will be adjusted to show existing or brand new equipment. The major systems under warranty are the AHUs, air distribution system components, main electrical distribution switchgear, transformers (up to and including Branch line disconnects), chillers only, heating loop hydronic exchangers, fire system panel/devices, fire pump controller, BAS system & Program, Generator, Roll-up doors, Roof and windows.

3.

Is there a construction schedule for commissioning available to bidding contractors? It would be helpful to know the number of hours and the specific construction schedule the construction contract calls for with the commissioning agent.

There is no schedule at this time; Commissioning of the systems would be accomplished during normal hours. If testing is outside normal hours it is in the contractor’s best interest to adjust his 40 hour work week schedule to accommodate the change. This hands on training and familiarization is a one time event. At the New Seattle Courthouse the commissioning was accomplished during the normal work hours. The only instance where work was done outside of normal work hours was to verify emergency generator operations and emergency components.

4. What MIRV rating will GSA be expecting for filter replacements? Will GSA require MIRV 13 or higher equivalent filters? This clarification is very important as costs for MIRV 13 (and higher) filters are significantly more expensive than lower MIRV rated filters.

Pre-filter 30% Merv rating of 6- 7, Final filter 85% Merv rating 12-14

5. Page 4.1.8 Computerized Maintenance Management System provides that the contractor shall utilize a government provided SCCDS and CMMS for entering service calls and preventive maintenance tasks. Will these systems be available to the contractor at the commencement of service on October 1, 2008? If the systems will not be available what systems will the contractor use to satisfy these needs?

During the first phase of this contract Oct. to Jan. the persons on site will be working with the commissioning agents and GSA on Construction related tasks. The CMMS administrator needs your PM schedule 30 day proir to the contract start date. If the CMMS program delivery is delayed. The contractor will use the schedule that was submitted to GSA in the interim.

6. The inventory provided in the solicitation package does not show which items are covered by warranty or the duration of the warranty. Can GSA provide information on what items will be covered by warranty at the start of the contract and the duration of the warranty?

All new mechanical systems are on a one year warranty starting on upon substantial completion with a few exceptions, Roof and Windows have a longer warranty period. I have noted the existing equipment on the amended inventory.

7. The EMS system which is scheduled for installation by KMC Controls prior to the contract start date will be under warranty maintenance contract for the first twelve months. What will be the contractor’s responsibility for this system after the warranty period expires?

The warranty is for the parts, equipment and SOO that have been installed. This does not exclude the contractor for the scheduled maintenance or performing field adjustment for tenant comfort. If a network controller or VAV controller fails the EMS contractor will replaced the defective item only.

8. Will the contractor be responsible for replacing any of the key cylinders at the start of the contract?

No

9. At the pre-proposal conference the attendees were not allowed access to the roof to inspect equipment. Can you provide information on how much of the roof equipment is new or rebuilt and covered by warrantee? Also how much of the roof equipment is pre- existing equipment from before the renovation?

The roof will be refurbish towards the end of the project. The only equipment on the roof is the (2) Cooling Towers installed in 1996 and Dry Cooler installed in 2001.