JFB Phase One Site Visit Agenda and Notes.doc

RECOVERY – Jackson Federal Building D/B Modernization Construction Contract Phase One RFQ Site Visit

Jackson Federal Building Seattle, WA

10/8/09 10:00 a.m.

Agenda

1. Welcome/Intro of:

a. Kim Wallentine, CO *Business cards right contact info (wrong title/div) Dawn Ashton will actually be the SSA for this project but for all intents and purposes I’m the contracting POC

b. Chris Helmer, PM

c. Rick Thomas, Project Executive

d. Mike Westvold, Property Manager, JFB

e. Frank Norman, Operations Manager, JFB

f. Jim Bell, URS CMa PM

2. Procurement Process

a. 2-phase D/B process

b. Phase One RFQ

i. Three Factors (Experience, Past Performance, Technical Approach including Key Personnel)

ii. Experience significantly more important than PP and Technical Approach when combined

iii. NOTE: Experience (what the D/B Team has done) includes two sub-factors and requires at least 3 projects each for both the Builder and the Designer which are at least 75% complete within last 5 years

iv. NOTE: Past Performance (how well the Team has performed) requires 4 references/customer satisfaction survey’s for D/B Team that were completed within 3* years **Will be issuing an Amendment shortly to clarify the timeline (i.e. will likely be changing Factor 2 Past Performance to 5 years to align with Factor 1) NOT OFFICIAL UNTIL ISSUED IN AN AMENDMENT

v. NOTE: Clauses and SOW are DRAFT at this point; disregard any dates contained in the SOW as it is NOT an official document at this time

c. Phase Two RFP

i. Sent only to short-listed firms

ii. Short-listed firms will not be publicized on FBO

iii. Four factors (Design Solution, Project Management Plan, Phase I “roll-up” factor, Price)

d. Special Contracting Considerations

i. Review DRAFT Sections 00700 and 00800 CAREFULLY!

ii. ARRA Clauses (including Buy American modifications)

iii. E-Verify Clause requirements

3. Key Milestones

a. RFQ due 11/2

b. RFP Issued 11/19

c. RFP due 1/11

d. Award 3/12

4. Dos/Don’ts

a. All inquiries shall be made in writing (email is fine) to CO with cc to PM (10 business days for submitting inquiries prior to deadline)

b. Pull RFQ package off of the Federal Business Opportunities (www.fbo.gov) website only; do not use third party sources/plan holders rooms (Search GS-10P-09-LT-R-0114)

c. Add name to Interested Vendors tab; search this tab for potential partnering opportunities (GSA will not serve as conduit for forming teams)

5. How Q&A Handled

a. Answers to inquiries shall be accomplished using a formal amendment posted to the FBO website

6. Meeting Minutes/Attendees List posted to FBO

a. Please make sure you’ve signed the attendance sheet before leaving today***

7. Project Overview (Chris)

a. Intent of today’s meeting is NOT to discuss technically specific questions/SOW considerations

b. May be adding scope to cover window replacement for example; would be accomplished by amendment only preliminary considerations at this point but just be aware and keep watching FBO for amendments

c. This is a Recovery project thus the intent is to increase the energy efficiency in building; GSA is currently modeling energy usage as baseline. Will be developing the SOW from that as a result of different options. HVAC is original so intent is to upgrade most if not all to more modern technology. Many variations/possibilities. Could cover lighting, electrical. Likely work won’t be architectural; probably scope will be mostly HVAC related. Site-walk through mechanical rooms (three main floors in building). Objective for the project is to save as much energy as we can; looking to industry as to innovative ways to accomplish that. Will have full third party commissioning so CMa team will be working with GSA throughout DB contract.

d. Potential changes – Be aware that draft SOW could and probably will change prior to issuance of RFP. Amendments may be forthcoming that may increase scope (i.e. Photovoltaic (PV) and other energy efficiency changes). Please watch FBO as changes will be posted there.

8. Site Walk

a. No questions (submit in writing to CO w/ cc to PM w/in 5 working days)

b. No pictures

c. Limit 6 people per D/B Team

Questions:

1. What teams/companies are on the technical team? Primarily CMa firm with its engineering firm who is preparing the energy modeler, GSA PM and internal energy engineers/architects putting together technical aspects.

2. Will energy model be available for consideration by opposing teams? Energy model report will become an appendix to the DB SOW.

3. Is the use of stipend open for discussion? No, GSA both regionally and at the National level has determined not to use stipend for this project.