SOLICITATION 33929 Chiller.pdf

Chiller and Variable Speed Drive Maintenance and Repair Services at Theodore Roosevelt Building (TRB), Washington DC

Single Award, Firm Fixed Price, Open Market, Unrestricted as to Business Size

Solicitation #24361821R0003

AT#33929

Request for Proposal February 26, 2021

United States Office of Personnel Management

1. PURPOSE

The Purpose of this RFP is to award a open market firm fixed price purchase order for Chiller and Variable Speed Drive (VFD) Maintenance and Repair Services at the Theodore Roosevelt Building (TRB), Washington DC, starting May 25, 2021.

2. BACKGROUND

These services were previously provided by Carrier Corporation under open market contact #OPM1916C0002, which expires May 24, 2021. OPM’s authority to contract for these services is based upon a delegated authority from GSA to operate and maintain the building which is currently valid through September 30, 2021.

3. CONTRACT TYPE and NUMBER OF AWARDS This will be a single award, open market, firm fixed price purchase order, unrestricted as to business size.

Regardless of business size, the prime contractor must perform at least 50% of the services itself, with its own labor, including all management and supervision tasks, before subcontracting any remaining portion.

The primary NAICS Code for this requirement is 238220, Plumbing, Heating and Air Conditioning Contractors. The small business size standard for this NAICS is $16.5million. The Product Service Code (PSC) is J041 – Maintenance, Repair, and Rebuilding of Equipment – Refrigeration, Air Conditioning, and Air Circulating Equipment.

4. PRICING

Scheduled Preventative Maintenance Services will be fixed price per month, with monthly invoicing, and shall be inclusive of all materials required to perform such services. Repair and Emergency Services will be Time and Materials at fixed hourly rates, with a fixed markup on all billable materials. Pricing for option periods will not be subject to redetermination other than as required by the Service Contract Act. Refer to PWS and Quote Schedule for complete details of the pricing structure required.

5. DATE OF AWARD

Anticipated date of award is on or before May 24, 2021.

6. PERIODS OF PERFORMANCE

Anticipated Periods of Performance and Dates are as noted below.

BASE PERIOD 12 months May 25, 2021 through May 24, 2022 OPTION PERIOD ONE 12 months May 25, 2022 through May 24, 2023 OPTION PERIOD TWO 12 months May 25, 2023 through May 24, 2024 OPTION PERIOD THREE 12 months May 25, 2024 through May 25, 2025 OPTION PERIOD FOUR 12 months May 25, 2025 through May 24, 2026

The Government is under no obligation to exercise any option periods.

Refer to PWS for further details.

NOTE: FAR 52.217-8 is also included, which allows extension of up to 6 months, if unilaterally exercised by the Government.

7. COMMITMENT OF PUBLIC FUNDS

A warranted, Government Contracting Officer (CO) is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition or any task orders. Any other commitment, either explicit or implied, is invalid.

8. COMMUNICATIONS PRIOR TO AWARD

All communications are to be in writing. Phone calls will not be accepted. All communications shall be directed to the attention of:

Shireen Belanger, Contracting Officer Shireen.Belanger@opm.gov

NOTICE: In keeping with the Federal Acquisition Regulation (FAR), OPM adheres to the guidelines outlined in the FAR Part 1.102-2(c), which is to conduct business with integrity, fairness, and openness. In order to avoid any appearance of impropriety, the OPM Contracting Officer reserves the right to terminate contractor participation in a Request for Proposal for unauthorized contact with customers, presentation of gifts to Government officials, use of defamatory statements, or other inappropriate behavior.

9. SITE VISIT

A pre-proposal Site Visit will be held in -person and access will be provided only to registered parties. The site visit will be held on Thursday March 18, 2021 at 10:00 am Eastern.

Register for the site visit by sending an email to the email address noted in Section 8 above no later than Tuesday March 16, 2021, 3:00 pm Eastern, and reference “registration for Chiller Site Visit” in the subject line. Provide the names and titles of all attendees. We can allow no more than three attendees per Offeror, including prime and subcontractor representatives.

During the site visit, the Government cannot accept or answer any questions related to the requirement of the solicitation. The site visit coordinator will refuse to answer any questions during the site visit. All questions regarding the building, equipment, solicitation, or other contractual matters must be submitted in writing in accordance with Section 10 of this solicitation.

Additionally:

Attendance and participation in the site visit are optional.

The Government does not anticipate holding a second site visit.

Recorded video/audio from the site visit will not be available from the

Government, and offerors may not record audio or video of any portion of the site visit.

Government-issued photo identification must be presented to gain entry.

All attendees must comply with any restrictions in effect regarding COVID precautions. Mask and social distancing requirements may be in effect. 1 Attendees may be asked to use hand sanitizer.

The Government reserves the right to refuse entry to anyone who is unable or unwilling to comply with COVID precautions.

10. QUESTIONS

All questions regarding this solicitation must be submitted to the email address indicated in Section 8 above no later than Friday March 26, 2021, 3:00 pm Eastern Time (ET).

11. EXCEPTIONS, DEVIATIONS AND ASSUMPTIONS

The proposal shall be devoid of any exceptions, conditional assumptions or deviations. Any stated exceptions, conditional assumptions or deviations may be considered by the Contracting Officer as non-responsive. It is the offeror’s responsibility to seek clarification of any conditional assumptions PRIOR to the closing date for the RFP by asking questions during the specified period.

12. PREPARATION COSTS

This RFP does not commit the Government to pay for the preparation and submission of a proposal or any part of a proposal.

13. INSTRUCTIONS TO OFFERORS - GENERAL

a) Refer to FAR 52.212-1, Instructions to Offerors – Commercial Items (Jun 2020).

b) Definitions:

Proposal modification is a change made to a proposal before the solicitation’s closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

Proposal revision is a change to the proposal made after the solicitation closing date, at the request of or as allowed by a CO as a result of negotiations.

c) Amendments to solicitations – If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offeror shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

d) Proposal expiration date – A proposal in response to this solicitation shall be valid at least through June 1, 2021.

14. POTENTIAL AWARD WITHOUT DISCUSSIONS

The Government reserves the right to award based on its evaluation of the proposals submitted without discussions.

1 https://www.whitehouse.gov/briefing-room/presidential-actions/2021/01/20/executive-order-protecting-the-federal-workforce-and-requiring-mask-wearing/

15. FORMATTING AND PAGE LIMITATIONS

All documents submitted in response to this solicitation must use a minimum 11-point font size, and paragraphs must be separated by at least one blank line. Documents shall include appropriate page numbering and identify the company name, solicitation number and date in either the header or footer of each page.

Margins – Top, Bottom, Left, Right – 1” Gutter – 0”

From Edge – Header, Footer - 0.5” Page Size, Width – 8.5” Page Size, Height – 11” Orientation - Portrait

Tables and illustrations may use a reduced font size of not less than 8-point and may be landscape.

16. SIGNATURES

On any documents which require a signature or dated signature, the Government requires either:

a “wet-ink” signature made on paper with a pen then scanned to a pdf file, or an electronic signature which contains a digital certificate proving the identity of the signer A typed name in script or any other type of font is NOT acceptable on any form submitted to the Government which requires a signature.

17. SUBCONTRACTING - GENERAL

The Government considers the prime offeror and any subcontractors as a single entity. The prime contractor must demonstrate the capability of performing the required services. Post award changes involving subcontracting shall not be considered. If the offeror is proposing subcontractors, proposal responses MUST include a subcontracting plan.

The Delegation of Authority from GSA which allows OPM to contract for this service requires that all subcontractors also be SAM registered, and as such even a small business prime must fully disclose any subcontracting plans.

PLEASE REMEMBER TO INDICATE CLEARLY IN YOUR TECHNICAL APPROACH

WHETHER ANY PORTION OF THE WORK WILL BE SUBCONTRACTED and provide the DUNS # of all subcontractors you will utilize. Proposals which reference an intent to subcontract but lack information on the names and DUNS of the subcontractors may be considered by the Contracting Officer as non-responsive, and removed from further consideration.

18. EVALUATION PROCEDURE and FACTORS FOR AWARD In accordance with FAR 52.212-2 Evaluation – Commercial Items, the Government will award a SINGLE contract (purchase order) to the responsible offeror whose offer conforming to the solicitation is considered most advantageous to the Government, price and other factors considered.

The Government will utilize a BEST VALUE TRADE-OFF evaluation process as described below.

This solicitation will result in a single award of an open market contract on a fixed price basis, to the responsible offeror whose proposal represents the best value to the Government using best value trade off. The following factors shall be used to evaluate offers:

(1) Technical Approach

a. Performance Plan

b. Management / Supervision Plan

c. Quality Control Plan

d. Staffing Plan

e. Subcontracting Plans (if applicable)

(2) Experience

a. Experience of Company specific to maintenance and repair of specified equipment

b. Experience / Qualifications of Contractor’s Key Personnel

(3) Past Performance

(4) Price

All non-price factors are considered of equal importance. The non-price factors, when combined are more important than price. The Government intends to make award without discussions or negotiations.

In Evaluation of Price, the Government will evaluate the grand total of all periods of performance including base and all options. For repairs, the Government will use an undisclosed quantity of labor hours that is the same for all offerors. The Government may determine that an offer is unacceptable if prices are significantly unbalanced across all years/options. The Government will determine pricing to be fair and reasonable in accordance with FAR Part 12. If there are no significant technical differences among two or more of the most highly rated offerors, and they are considered “technically equal,” then price will be the determining factor for award.

In Evaluation of Past Performance, the Government reserves the right to contact the references provided by the Offeror to inquire about performance. The Government also reserves the right to utilize past performance information available from other sources, including CPARS/PPIRS.

Offerors with no record of past performance will be rated as NEUTRAL.

19. SUBMISSION OF DOCUMENTS FOR EVALUATION

Offerors shall submit all required documentation for evaluation by the date and time listed below. Please be sure you submit all documents required. The Government reserves the right not to seek replacement of missing documents.

All proposal / response documents must be submitted via email no later than 3:00 pm Eastern Time (ET) on Monday, April 5, 2021 to Shireen Belanger, Contracting Officer, Shireen.Belanger@opm.gov.

Offeror submissions shall be submitted in three distinct files as indicated below.

Section I of the Offeror’s submission shall include only offeror’s Technical Approach section with clear headings addressing each subfactor.

Section I is limited to 30 pages. Any pages beyond the stated page limits will not be evaluated.

Page limits are applicable to tables, graphs, drawings and any other attachments submitted with the proposals and not specifically excluded by the solicitation. Index, divider tabs, table of contents, glossary will not be counted toward the maximum page limitations.

Section I shall be either a Microsoft Word (.doc) or Adobe Acrobat (.pdf) file.

Section I shall include the following section headings (at a minimum):

Technical Approach o Performance Plan o Management / Supervision Plan o Quality Control (QC) Plan – at a minimum the QC plan must identify the QC

Manager and Alternate QC Manager, their qualifications and identify in detail specific QC methods and procedures to be utilized including what proactive actions will be utilized to ensure that contract requirements and goals are satisfactorily achieved.

o Staffing Plan o Subcontracting Plan (if applicable)

Experience o Experience of Company specific to maintenance and repair of installed equipment o Experience / Qualifications of Contractor’s Key Personnel (Include a dated, signed resume for each Key Personnel position being proposed. Resumes & certifications are exempt from the page limitations stated above.)

o Offerors must submit documentation substantiating the qualifications of their company and personnel in the performance of preventative maintenance of the specified equipment detailed in the requirements document. Include dates and types of training, length and type of actual experience, and copies of licenses and certifications, etc. Also include evidence of safety training for all personnel proposed for employment under this contract.

Past Performance – Provide three (3) references of current or recent past contracts for similar services provided to a building of similar size with similar equipment. (Agency / Company name and address, point of contact phone numbers and emails, periods of performance, contract numbers, and a brief description of the relevant services provided.)

NONE of the documents in Section I shall contain pricing. All pricing belongs in Section II and only Section II.

Section II shall include ONLY the completed Quote Schedule (Attachment 2), which must be submitted in Excel format. Refer to the Quote Schedule for further instructions. ALL TABS of the Excel file are required.

Section III of the Offeror’s submission shall include the Offeror’s responses to the following provisions:

FAR 52.212-3: Submit EITHER (1) a statement that the FAR 52.212-3 submission presently uploaded to SAM.gov is complete and accurate for this solicitation with no exceptions required, OR (2) a completed FAR 52.212-3 tailored specific to this solicitation. The current online Reps & Certs must already include the NAICS code for this solicitation and the offeror’s business size with regard to that NAICS code, otherwise the offeror would need to submit separate Reps and Certs for this solicitation which address that specific NAICS code. Failure to submit either (1) the affirmative statement or (2) the completed FAR 52.212-3 may cause your proposal to be considered incomplete and non-responsive.

FAR 52.204-24 & 52.204-26 (Oct 2020) – completed representations to be submitted directly to the Contracting Officer. Fill in the applicable check boxes, add a signature and your company’s name & DUNS number before submitting.

20. ATTACHMENTS TO THE RFP:

Attachment 1 – Performance Work Statement (PWS), and Attachment A (PM Schedule) Attachment 2 – Quote Schedule (CLIN Structure) Attachment 3 – FAR & OPM Specific Clauses Attachment 4 – GSA Non-Disclosure Agreement for Building O&M Contracts Attachment 5 – FAR & OPM Specific Solicitation Provisions Attachment 6 – Wage Determination 2015-4281 Rev 17, 12/21/2020