RRB prequote conference meeting minutes.doc

PRE-QUOTE CONFERENCE – MINUTES

PROJECT TITLE: ELECTRONIC SECURITY SYSTEM MAINTENANCE

RONALD REAGAN BUILDING, WASHINGTON, D.C.

The purpose of the conference was to provide an opportunity for discussion of the nature of the work and to give the vendors the opportunity to identify ambiguities in the requirements. Vendors were informed that when possible, all questions shall be answered and those answers which require further study will be deferred. The vendors were advised that oral remarks and explanations made by government representatives during the conference do no qualify the written provisions of the request for quotes and only those changes to the request for quotes that are covered by a written amendment shall be considered official. Vendors were informed that when an amendment is issued, procedures related to the acknowledgement and receipt of the request for quote amendment shall be noted. Vendors were instructed to put all questions in writing and emailed to the attention of Desiree Blakey at desiree.blakey@dhs.gov. Vendors were informed that minutes of the conference will be posted on FEDBIZOPPS at www.fedbizopps.gov.

TOPICS DISCUSSED

Basis for Selection: The Government will select the responsible vendor whose quote, in conforming to the request for quotes, provides the overall best value to meet the Government’s requirements, considering price and non-price factors. Only the apparent successful vendor determined to be responsible in accordance with FAR 9.104-1, will be issued a contract.

The request for quotes is issued as a total small business set-aside in accordance with FAR52.219-6 for the purpose of awarding an Indefinite Delivery-Indefinite Quantity contract with both firm fixed price and time and material contract line items. The acquisition is being conducted using the procedures of FAR Part 12.

Quotes are due not later than 4:00 p.m. eastern standard time, Monday November 1, 2010.

Any quote received at the Government office designated in the request for quotes after the exact time for receipt of quotes will be deemed “late” and will be considered only in accordance with the provisions outlined in FAR 52.212-1.

Evaluation Criteria: For this requirement the non-price factors are relevant past performance and management approach.

TOPICS DISCUSSED (Cont.)

The non-price factors, when combined, are considered to be significantly more important than price.

Any quote received from a vendor that is ineligible for award for any reason shall be rejected. The basis for the rejection will be documented and the vendor will be notified of the action.

Quotation Submission Requirements

When responding to the request for quotes vendors must use Standard Form 1449 as a cover page to the quote.

Using the space provided on the Pricing Schedule, the vendor must submit their indirect cost associated with MAINTENANCE TRANSACTION FUND CLINS 0013. THROUGH 0018.

Quotes shall be comprised of two separately sealed envelopes, the first containing two (2) copies of the pricing submission and the second containing five (5) copies of the technical submission. Both envelopes shall be sealed in a third envelope that clearly identifies the request for quotes for which it is being submitted.

Excluding the cover page and past performance forms and questionnaires, the technical proposal is limited to fifteen (15) pages.

Vendors are informed that it is the Government’s desire to make award on initial quotes. However, the Government reserves the right to communicate and/or negotiate with vendors if later deemed necessary.

Quotes shall specify the quote expiration date. Vendors shall hold their quotes valid for 120 days after the request for quotes closing date, unless requested to further extend the expiration date by the Contracting Officer.

The Vendor shall submit a maximum of three (3) past performance projects for evaluation. Where contractor teaming arrangements are proposed, an additional maximum of three projects for each partner or each subcontractor shall be submitted.

For each of the past performance projects submitted, the Vendor shall ensure that a past performance questionnaire located in the request for quotes is sent to customers to provide feedback. The vendor shall instruct customers to complete the questionnaire and return it to Desiree Blakey by email at desiree.blakey@dhs.gov by the request for quotes due date. The government reserves the right to obtain information from sources other than those identified by the Vendor.

TOPICS DISCUSSED (Cont.)

An evaluation of relevance will be done for no more than three projects submitted by the vendor for itself and for no more that three projects submitted for a partner or each subcontractor.

The Government will determine the relevancy of past performance projects/contracts by analyzing the scope, magnitude and complexity and comparing it to the request for quotes requirement.

Management approach evaluation factor measures the completeness and accuracy of the vendor’s proposed management plan with regard to meeting the Ronald Reagan Building Electronic Security System Maintenance requirement. The management plan is expected to set forth the vendor’s overall approach to accomplishing the objectives of this requirement and will be incorporated by reference into the contract.

At a minimum, the following items must be addressed by the vendor in the proposed management plan:

Staffing Plan (including number, classification and qualification of proposed staff, staffing emergency after hour call back services)

Resumes of Key Personnel

Lead Maintenance Technician specialized experience

Communication Plan (Service Response System, After Hour Call Back)

Price Quote

Using the Pricing Schedule the vendor shall submit a monthly price for providing preventative and corrective maintenance services. Vendors shall submit an hourly rate for emergency call back services.

The SOW appendix outlining the electronic security system inventory to be maintained is an approximation. The vendor’s quoted price must build in the risk associated with not having a complete list at the time of price quote submission. The site visit will give the vendors an opportunity to see all equipment and the vendor should take any information obtained concerning equipment during the site visit into account in their pricing.

The contractor will be contractually required to provide as a post award deliverable an updated list of actual confirmed electronic security system equipment inventory.

The vendor must provide a total estimated price for each potential performance period (i.e. the sum of all line items within the performance period). The vendor’s total evaluated price will consist of the sum of the vendor’s annual price for preventative and corrective maintenance for each potential performance period and the vendor’s annual price for emergency call back services for each performance period.

TOPICS DISCUSSED (Cont.)

Vendors submitting partial pricing information will be ineligible for award.

As part of the price quote vendors are required to propose indirect cost associated with its material cost.

The minimum wage rates and fringe benefits applicable to this requirement are outlined in the Department of Labor prevailing wage determination outlined in the request for quotes.

For purposes of price quote preparation, the minimum wages and fringe benefits of the Department of Labor prevailing wage determination corresponding to the initial period of performance of the contract shall be regarded as applicable to all additional periods of performance under the contract.

Vendors are required to provide a detailed breakdown of its proposed prices for each contract line item.

To ensure the submission of an adequate price element breakdown for purposes of the request for quotes, the Government suggest that vendors complete the “price element breakdown” worksheet located within the request for quotes.

The Government may use this breakdown to conduct a price realism evaluation for the purpose of measuring the vendor’s understanding of the request for quotes requirements and for assessing performance risk inherent in the vendor’s price. The proposed rates/elements subject to escalation as shown in this breakdown may be used in conjunction with submitted payroll records when evaluating price adjustment request.

The Government shall not be responsible for compensating the Vendor for any costs tied to the request for quotes requirements but not factored into the quoted prices, either by the vendor’s intention or by mistake.

Prior to award the vendor may be required to furnish information to establish the company’s financial responsibility.

A written notice of award or acceptance of a quote, mailed or otherwise furnished to the successful vendor within the time for acceptance specified in the RFQ, shall result in a binding agreement without further action by either party. Before the quote’s specified expiration time, the Government may accept a quote, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before the award.

The duration of the awarded contract will be up to five (5) years, inclusive of all options.

TOPICS DISCUSSED (Cont.)

Statement of Work

Objective

The objective of the request for quotes is to obtain a vendor to assist FPS in the maintenance of all Electronic Security System within the base portion of the Ronald Reagan Building and the Electronic Security System provided to the offices of Customs and Border Protection Agency located within the Ronald Reagan Building.

The maintenance contract requires a comprehensive plan outlining all corrective and preventative maintenance to the security systems of the facility as identified in the RFQ.

FPS management of this requirement will be accomplished through the FPS RRB Program Office. The exchange of data and the resolution of any interface issues will be facilitated by the FPS COTR or CO.

The contract includes a Performance Standard Metrics. The Performance Standard Metrics plays a integral role in the administration of the contract. The Performance Standard Metrics shall serve as a primary tool for inspection and acceptance of services as facilitated by the CORT. Evaluation of the Contractor’s overall performance shall be in accordance with the performance standards set forth in the Performance Standard Metrics and will be conducted by the COTR. The Performance Standard Metrics constitutes a material aspect of the contract and will not be changed or otherwise modified without prior written approval of the Contracting Officer.

The contractor shall be required to provide direct support and assistance to the FPS Program Manager and the FPS COTR in the development, implementation and maintenance of program/project plans, reports, briefings, tolls, and other documentation required to inform FPS management of the status and progress of the FPS mission objectives.

The contractor shall develop and maintain the project management plan for maintenance, repair and replacement and all associated detailed project plans.

The project manager is required to update the project management plan weekly and present the document to the COTR by close of business Friday.

The day-to day supervision and direct control over the work performed by on-site contractor personnel is the sole responsibility of the contractor. The contractor shall work independently and keep the FPS program manager and COTR informed of all maintenance and repair actions.

TOPICS DISCUSSED (Cont.)

The expectation for which a critical component must be replaced or repaired at a level four facility is within twenty four (24) hours after a report of issue.

The contractor shall provide for COTR review and approval, a Project Management Plan fifteen days after award of the contract, including an organization chart and contact information for each member of the team.

The project management plan shall include the following items:

Scope Management Plan

Schedule Management Plan

Quality Control Plan

Resource Management Plan

Communication Management Plan

Change Management Plan

Risk Management Plan

STATEMENT OF WORK DISCUSSION

Government Furnished Equipment Information Section 1.13 of the Statement of Work.

Contractor Furnished Material Section 1.14 of the Statement of Work.

Maintenance Requirements Section 1.15 of the Statement of Work.

Other Direct Cost – Material Section 1.16 of the Statement of Work.

Replacement Parts Section 1.17 of the Statement of Work.

Monthly Progress Reports Section 1.18 of the Statement of Work.

Government Liability Section 1.23 of the Statement of Work.

Inventory Recording Section 1.27 of the Statement of Work.

Service Request Response System Section 1.31 of the Statement of Work.

Service Request Response Guidelines Section 1.32 of the Statement of Work.

Service Request Response Performance Metrics Section 1.33 of the Statement of Work.

Contractor Performance Standards Section 1.35 of the Statement of Work.

STATEMENT OF WORK DISCUSSION

General Security Requirements Section 1.47 of the Statement of Work.

Personnel Security Background Investigations Section 1.48 of the Statement of Work.

Suitability Determination Section 1.49 of the Statement of Work.

Customs and Border Protection Tenant Agency Requirements Section 1.53 of the Statement of Work.

For Official Use Only Section 1.55 of the Statement of Work.

Emergency or Off Duty Hours Section 1.58 of the Statement of Work.

Information Security Plan Section 1.61 of the Statement of Work.

Deliverables and Delivery Schedule Section 1.62 of the Statement of Work.

Opportunity for any vendor comments, issues or concerns

NOTE: VENDORS ARE REQUESTED TO SUBMIT ANY QUESTIONS REGARDING THE REQUEST FOR QUOTES BY EMAIL AS SOON AS POSSIBLE BUT NO LATER THAN 4:00 PM EASTERN STANDARD TIME, WEDNESDAY, OCTOBER 20, 2010 TO desiree.blakey@dhs.gov.