Pre-Proposal Conference 10-01-09a.doc

PRE-PROPOSAL CONFERENCE

SOLICITATION #GS-10P-09-LS-D-0038

OPERATIONS & MAINTENANCE SERVICES

MARK O. HATFIELD U.S. COURTHOUSE & THE PIONEER COURTHOUSE

PORTLAND, OREGON

October 1, 2009 @ 10:00 AM

Attendees:

See attachment for site visit sign in sheet.

PURPOSE:

· To provide an overview to the solicitation, proposal instructions, and a tour of the building.

· Questions from offerors for both the conference and the walk-thru shall be written on sheets and emailed to Lani Matsumoto (lani.matsumoto@gsa.gov) by close of business on Thursday, October 8, 2009. Questions will be posted on FedBizOpps under “other”.

· The conference time was approximately 10:00 AM to 10:45 AM. The walk-thru of Mark O. Hatfield U.S. Courthouse was held right after meeting. The Pioneer Courthouse followed soon after the break for lunch.

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

· The Mark O. Hatfield U.S. Courthouse was built in 1997 and the Pioneer Courthouse was built in 1875 and has been designated as a National Historic Landmark.

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 Services in accordance with GS-10P-09-LS-D-0038 for both the Mark O. Hatfield U.S. Courthouse and the Pioneer Courthouse located in Portland, Oregon.

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 building management specialist discussed the shared responsibility aspect of this threshold during his review of the PWS.

The base period is for 12 months from January 1, 2010 to December 31, 2010. The transition phase startup will begin January 1, 2010 – 60 days before full service begins. During this period both the incoming and the outgoing contractors will be working in the building. The full service contract will be for 10 months and begins March 1, 2010.

There are three (3) 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 – see page 7 of the solicitation for more details regarding the “Basis for Award or Option Periods”.

The total contract period cannot exceed 10 years. The third option period could be limited to 12 or 24 months depending on what period was ordered for options I and II.

The contractor is required at a minimum to pay the hourly wages listed on Wage Determination 2005-2441, Revision 7, dated May 26, 2009. The contractor can make a business decision as to pay a higher wage to get higher quality workers.

Each year, on the anniversary of the contract, the latest WD will be incorporated into the 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 (Multiple Year & Option Contracts)(Nov 2006). *Important – If you chose to pay above the required WD hourly rate, you are not entitled to any adjustment. This same process applies to Health & Welfare.

The IDIQ Contract will not contain any funding except for the minimum guarantee. After the contract is awarded, a task order will be issued and 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). Once the minimum guarantee amount on the contract has been satisfied, a modification will be prepared to de-obligate funding for the minimum guarantee.

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

The ordering official(s) will be named in a letter from the Contracting Officer.

PROPOSALS:

Offeror shall submit the following:

Technical Portion (maximum 40 pages): One (1) original, three (3) copies and one (1)electronic copy Price Proposal: Three (3) completed and signed originals

Faxing will not be accepted.

The period of acceptance is 60 calendar days from the due date of proposals.

Please read carefully the instructions for Past Performance Information (Factor 3, page 135-137).

Offerors will provide a questionnaire (same as Exhibit G on pages 151 – 156) to all commercial and Government agencies for which they are submitting as references. These questionnaires must be submitted by your references directly to my attention: lani.matsumoto@gsa.gov or to the address in block #9 of the SF 1449 no later than the closing date of this solicitation. These questionnaires shall not come from the offerors.

Offerors are cautioned that any offer may be rejected as non-responsive if it is materially unbalanced as to the price for option and the initial contract period. An 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.

EVALUATION OF OFFERS:

The proposal consists of four (4) factors:

· Technical Plan

· Past Performance

· **Proposal Risk

· Price & Contract Forms

The Technical Plan, Past Performance and **Proposal Risk Factors are considered equal in importance to one another and when combined, are significantly more important than cost or price. All subfactors under the technical plan are considered equal in importance to one another.

**Evaluation of “Proposal Risk” is inherent in Factor 1 and is not separately addressed by the offeror. The purpose of the risk rating is to assess the potential of a proposal to cause a disruption of schedule, increased cost or degradation of performance.

The following technical subfactors (considered equal to each other) shall be used to evaluate offers:

· Organizational Structure & Staffing

· Quality Control Program

· Approach to Providing Services

· Administrative Management

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 thru need to be emailed to me by close of business on Thursday, October 8, 2009. These questions will be posted on FEDBIZOPS under “other”, not as an amendment. If a change to the solicitation occurs as a result from these questions, an amendment will be issued.

Closing date for the Request for Proposal is Thursday, October 15, 2009. If the closing date changes, an amendment will be issued with the new date.

Anticipated award date will be on or before December 1, 2009.

The “Transition Phase Startup” date is January 1, 2010. The full service start date is March 1, 2010.

TECHNICAL:

Fred Moorehead reviewed Performance Work Statement and Exhibit 1 – Building Information & Asset Data Sheet. He also made a short reference to the Quality Assurance Surveillance Plan (QASP) with a recommendation to review how GSA would be monitoring and evaluating the contract (pages 19-20).

QUESTIONS?

Again questions must be written and submitted by email to lani.matsumoto@gsa.gov by close of business on Thursday, October 8, 2009.