Attachment_19_-_Pre-Proposal_Conference_Attachments.pdf

SOL-NC-14-00011 Pre-Proposal Conference and Site Visit Agenda

Pre-Proposal Conference and Site Visit Agenda

EPA-RTP Facilities Maintenance and Support Services

0730 Meet in Building C Lobby Keith Stearns / Christian Ford-Cannon

0800 Sign-In (Conference Room C113) Keith Stearns

0815 Welcome / Introductions Keith Stearns

0830 Project Overview Bill Gaines

0845 Contractual Requirements Keith Stearns / Christian Ford-Cannon

0915 Site Tour - Main Campus Facilities Bill Gaines / Keith Stearns

1200 Break

1400 Site Tour - Human Studies Facility Bill Gaines / Keith Stearns

1500 Wrap-Up Bill Gaines / Keith Stearns

Point of Contact: Keith Stearns, Contract Specialist Telephone: 919-541-0884 Email: stearns.keith@epa.gov

Notice to Contractors:

All questions must be submitted to the Contract Specialist in writing before they will be answered. The RFP will remain unchanged unless an amendment is issued.

This site tour will consist of a walk-through in and between buildings. Be advised that rain is currently forecasted for the RTP area on the date of the tour.

The 0730 show-time noted above is to allow for all visitors to gain access into Building C in time for the 0800 sign-in. Address for the conference is as stated in EPA-L-15-101 of the RFP.

The EPA will not provide transportation between the Main Campus Facilities and the Human Studies Facility (HSF). Visitors will be responsible for transportation to the HSF.

The time line included above is an estimate of the day’s events.

mailto:stearns.keith@epa.gov

Pre-Proposal Conference / Site Visit SOL-NC-14-00011 Request For Proposal

Facilities Maintenance and Support Services United States Environmental Protection Agency

Research Triangle Park, NC

Conference Schedule Welcome and Introductions

Contractual Requirements Overview Proposal Preparation, Submittal, and

Evaluation Overview Technical Overview Site Visit

Wrap-Up

Points of Contact Contract Specialist: Keith Stearns

• Primary Point of Contact

• Telephone: (919) 541-0884; Fax: (919) 685-3372

• E-mail: stearns.keith@epa.gov

• All inquiries must be submitted in writing.

Contracting Officer: Christian Ford-Cannon

• Secondary Point of Contact

• Telephone: (919) 541-2147

All questions concerning this solicitation must be submitted in writing no later than 5 days after the pre-proposal conference.

All questions will be addressed in an amendment to the solicitation. EPA will not reference the source of the questions.

Acquisition Overview

Presented by:

Facilities Maintenance and Support Services for Environmental Protection Agency Research Triangle Park, NC Facilities

Current contract

• EP-D-09-095: Amec Foster Wheeler Environment and Infrastructure, Inc.

(Blue Bell, PA)

• Period of performance: 10/01/2009 – September 30, 2015

Largest facility ever designed and built by the Agency.

The EPA RTP Main Facility is CDC Bio-Safety Level II Research Facility and Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC) certified

It provides state of the art offices, laboratories, computer and conference spaces, and child care facilities housing over 2,500 personnel

One of the largest multi-disciplinary groups of environmental scientists in the world.

Acquisition Overview Locations EPA Main Campus - 109 T.W. Alexander Drive http://www.epa.gov/rtp/facilities/virtualtour/lake/index.htm http://www.epa.gov/rtp/facilities/virtualtour/lake/index.htm http://www.epa.gov/rtp/facilities/virtualtour/mainbuilding/index.htm http://www.epa.gov/rtp/facilities/virtualtour/mainbuilding/index.htm http://www.epa.gov/rtp/facilities/virtualtour/labs/index.htm http://www.epa.gov/rtp/facilities/virtualtour/labs/index.htm http://www.epa.gov/rtp/facilities/virtualtour/highbay/index.htm http://www.epa.gov/rtp/facilities/virtualtour/highbay/index.htm http://www.epa.gov/rtp/facilities/virtualtour/transportation/index.htm http://www.epa.gov/rtp/facilities/virtualtour/transportation/index.htm http://www.epa.gov/rtp/facilities/virtualtour/cc/index.htm http://www.epa.gov/rtp/facilities/virtualtour/cc/index.htm http://www.epa.gov/rtp/facilities/virtualtour/natareas/index.htm http://www.epa.gov/rtp/facilities/virtualtour/natareas/index.htm http://www.epa.gov/rtp/facilities/virtualtour/ncc/index.htm http://www.epa.gov/rtp/facilities/virtualtour/ncc/index.htm http://www.epa.gov/rtp/facilities/virtualtour/entrance/index.htm http://www.epa.gov/rtp/facilities/virtualtour/entrance/index.htm

Services shall be performed at the following locations in the

Durham / Chapel Hill / Research Triangle Park, NC area:

Research Triangle Park, N.C.

• EPA Main Campus - 109 T.W. Alexander Drive

• Main Facility Complex (1,145,000 SF)

• Four 3-story office wings

• 6-story office tower building that also houses special program areas

• Four 5-story laboratory blocks with over 600 laboratories

• High-Bay research building

• National Computer Center (NCC - 100,000 SF)

• FEELC - the child care center (25,000 SF)

Research Triangle Park, N.C.

• Page Road Warehouse - 4930 Old Page Road

• Old Jenkins Rd and Outdoor Storage Area

• Ambient Air Innovation Research Site (AIRS)- Located on EPA

Main Campus Site

• Central Utility Plant (CUP) - NIEHS Campus, Building 105, 111

T.W. Alexander Drive

Chapel Hill, N.C.

• Human Studies Facility on the UNC Campus (136,786 SF) - 104 Mason Farm Road

Full and Open Competition Noncommercial Acquisition NAICS: 561210, Facilities Support Services ($38.5M) Anticipated Contract Start Date: October 1, 2015 Period of Performance: Period Start date End date

Base Period 10/01/15 09/30/16 Option Period I 10/01/16 09/30/17 Option Period II 10/01/17 09/30/18 Option Period III 10/01/19 09/30/20 Option Period IV 10/01/20 09/30/21

Contractual Requirements Overview

Presented by:

Contracting Officer: Christian Ford-Cannon

Labor Law Clarification July 2014: Federal Acquisition Regulation reclassifies the following:

• Service Contract Act (SCA) becomes Service Contract Labor Standards Statute (SCLS) IAW Subpart 22.10

• Davis Bacon Act (DBA) becomes Construction Wage Rate Requirements Statute (CWRRS) IAW Subpart 22.4

The Department of Labor (DoL) has continued to use designations of SCA and DBA in the identification of their Wage Determinations

For purposes of this solicitation and the applicable wage determinations:

• The Service Contract Act Wage Determination (also see controlling Collective

Bargaining Agreement CBA-2010-3794 Rev 4) is applicable to responsibilities falling under the Service Contract Labor Standards Statute.

• The Davis Bacon Act Wage Determination is applicable to responsibilities falling under the Construction Wage Rate Requirements Statute.

Source Selection Procedures described in FAR Subpart 15.3

All applicable provisions & clauses contained in the RFP

All contractors must be registered and currently active in the System for Award Management at http://www.sam.gov/

There is a Collective Bargaining Agreement in place which controls all labor subject to Service Contract Labor Standards work.

For IDIQ work (task orders), SCLS and/or CWRRS are applicable dependent on nature of the requirement.

There is No Construction work at the Base Contract level

Hybrid Contract

• Firm Fixed Price Portion

• Ref: Section B Local Clause EPA-B-32-104 “Consideration and Payment”

• CLINs X001AA-X001AE

• Quantities are considered to be accurate estimates.

• Work authorized by the Basic Contract

• FFR / Indefinite Delivery/Indefinite Quantity Portion

• Ref: Section B Local Clause EPA-B-16-104 “Fixed Rates for Services—

Indefinite Delivery/Indefinite Quantity Contract”

• CLINs X100-X350

• Quantities specified are estimates only.

• Work authorized IAW the Ordering Clause via Task Order

Type of Contract

Firm Fixed Price Line Items

Base Opt Pd I Opt Pd II Opt Pd III Opt Pd IV

Operation, Maintenance, and Inspection of BAS (PWS VI.B.8 and Exhibit B, Supplement 4)

0001AA 1001AA 2001AA 3001AA 4001AA

Operation of Facility Trouble Desk

(PWS VI.B.9)

0001AB 1001AB 2001AB 3001AB 4001AB

Key Personnel (Ref: Contract Section I EPAAR Clause 1552.237-72)

0001AC 1001AC 2001AC 3001AC 4001AC

Administrative Support 0001AD 1001AD 2001AD 3001AD 4001AD

Routine and/or Scheduled Maintenance Program (PWS V.B and Exhibit B)

0001AE 1001AE 2001AE 3001AE 4001AE

Ref: Local Clause EPA-B-32-104 “Consideration and Payment”

FFR / IDIQ Line Items

Base Pd Opt Pd I Opt Pd II Opt Pd III Opt Pd IV

Indefinite Quantity for Service Contract Labor Standards / Collective Bargaining Agreement Labor

0100 1100 2100 3100 4100

SCLS- Exhibit A Pool Sub-CLINs 0100-0167 1100-1167 2100-2167 3100-3167 4100-4167

Indefinite Quantity for Construction Wage Rate Requirements Statute

0200 1200 2200 3200 4200

CWRRS- Exhibit A Pool Sub-CLINs 0200-0282 1200-1282 2200-2282 3200-3282 4200-4282

Ref: Local Clause EPA-B-16-104 “Fixed Rates for Services - Indefinite Delivery / Indefinite Quantity Contract”

Fixed Rates for labor categories are to be established within Exhibit A

IDIQ Line Items: Other Direct Costs Established as T&M Ceiling Prices

ODC Category Base Opt Pd I Opt Pd II Opt Pd III Opt Pd IV

Operational ODC’s $500,000 $500,000 $500,000 $500,000 $500,000

Subcontracts (Specialized Work) $4,000,000 $4,000,000 $4,000,000 $4,000,000 $4,000,000

Materials $3,000,000 $3,000,000 $3,000,000 $3,000,000 $3,000,000

Total ODC’s Not to Exceed $7,500,000 $7,500,000 $7,500,000 $7,500,000 $7,500,000

Ref: Local Clause EPA-B-16-104, Paragraph B

Task Orders are issued to support FFR/IDIQ requirements under EPA-B-16-104

Clauses specific to Task Orders (not effecting the Basic Contract) are located in Section G of the RFP and will remain in Section G of the Contract

• EPA-I-16-101 Procedures for Issuing Task Orders

• Provisions and Clauses applicable to Construction and Service efforts specific to the task order level

• All task orders are subject to requirements of the Basic Contract

• Service labor task orders will be subject to SCLS (formerly SCA) and the Collective

Bargaining Agreement as to be awarded in Exhibit A

Construction Task Orders

• Bonding and Alternate Payment Protection requirements outlined in RFP Section G

• Construction labor is subject to CWRRS (formerly DBA).

• Construction labor rates at the task order level will be IAW CWRRS awarded rates in Exhibit A

Contractor personnel may be subject to different labor rates depending upon how the work (construction or service) is classified

Overview of Task Orders

Contract Requirements Key Personnel

EPAAR Clause 1552.237-72, “Key Personnel” in Section I of the RFP

Clause identifies and defines Minimum Qualifications for labor categories identified by the Government as key to the success of this contract

No changes can be made within first 90 calendar days of performance

Attachments are located in Section J of the RFP

Vendors shall ensure the following documents are processed as part of their technical proposal:

• Attachment 12: Corporate Experience Matrix

• Attachment 13: Past Performance Questionnaire

• Attachment 14: Client Authorization Letter

See EPA-L-36-101 “Proposal Instructions” Para (b)(2) Cost/Price Proposal Package for instructions to fill-in the following:

• Exhibit A

• Exhibit B and applicable Supplements

Attachments

Proposal Preparation, Submittal, and Evaluation Overview

Presented by:

Contracting Officer: Christian Ford-Cannon

Proposal Instructions Local Provision EPA-L-36-101

*Requirements of this provision must be followed, the Government cannot evaluate any information which is not contained within the proposal

Local Provision EPA-L-36-101 “Proposal Instructions” Paragraph (a): General Proposal Instructions

• Detailed administrative issues are covered to include:

• Submission instructions

• SF33 completion instructions

• All criteria must be met as specified throughout Para (a)

Paragraph (b): Volume Specific Instructions

(1) Technical Proposal

- Contains instructions for Technical Proposal

- Technical Criteria are defined

- Offerors must address all requirements within each criteria

Technical Proposal Continued

Criteria 1: Past Performance Only exception where Government can consider outside information during proposal evaluation [FAR 15.305(a)(2)]

Past Performance describes How Well a Contractor has performed the required work. Other criteria show whether similar work has been performed.

Past Performance shows the success that the Contractor has executed relevant work of similar size, scope, and complexity.

See Section L EPAAR Provision 1552.215-75 “Past Performance Information” along with instructions within EPA-L-36-101

Note “safety” section of EPA-L-36-101, which is included in addition to requirements of 1552.215-75

Technical Proposal Continued

Criteria 2: Knowledge of and Technical Approach to the PWS

Criteria 3: Management Approach/Management Plan, Demonstrated Adequacy of the Proposed Management Structure, Demonstrated Adequacy and Availability of Corporate Resources

Criteria 4: Corporate Experience

Criteria 5: Qualifications, Ability, Work Experience, and Availability of Key Personnel

Criteria 6: Transition Plan

Paragraph (b): Volume Specific Instructions

(2) Cost/Price Proposal

- Cost/Price Proposal requirements are defined in EPA-L-36-101(b)(2).

Section contains instructions for the following submission requirements:

- FFP requirement pricing

- FFR/IDIQ requirement pricing

- Indirect Cost (Overhead, G&A, etc)

- Equipment, Facilities and Special Equipment

- Facilities Capital Cost of Money

- ODCs and Subcontracts

- Contractor Responsibility Information

Proposal Instructions

Cost/Price Proposal

Evaluation Criteria The Government will conduct source evaluation and selection procedures IAW EPAAR 1552.215-70

Technical Evaluation Criteria as described in provision EPAAR 1552.215-71, Evaluation Factors for Award

• Evaluation Factors are established by relative order of importance

• Criteria 1: Past Performance (25 Points)

• Criteria 2: Knowledge of and Technical Approach to the SOW (20 Points)

• Criteria 3: Management Approach / Management Plan, etc. (20 Points)

• Criteria 4: Corporate Experience (15 points)

• Criteria 5: Qualifications, Ability, Key Personnel, etc. (15 points)

• Criteria 6: Transition Plan (5 points)

The technical evaluation process will be a two-step process as noted in Section M Provision EPAAR 1552.215-71

Total Price and Option evaluation IAW Section M Provision 52.217-5

IAW Section M Provision EPAAR 1552.215-71(a)

• The Government will make award to the responsible offeror(s) whose offer conforms to the solicitation and is most advantageous to the Government cost and other factors considered. For this solicitation, all evaluation factors other than cost or price when combined are significantly more important than cost or price.

Source Selection

Technical Requirements Overview

Presented by:

Project Officer: Bill Gaines

Technical Requirements Introduction

Provide all facility support services, as listed in Section VI (B) of the Performance Work Statement (PWS), to operate and maintain the EPA facilities.

Rapidly changing environment that creates varied conditions

• EPA requires an institutional support service contract to provide immediate response

• The contractor shall comply with the intent of the EMS policy, environmental management programs and operational controls.

The Contractor shall establish, implement, and maintain facilities management services.

The Contractor is expected to maintain an acute awareness of the quality and cost effectiveness of all provided services with an emphasis on developing better methods and/or procedures.

Technical Overview General Requirements

Provide all management, training, licensed personnel, tools, and labor necessary to perform all tasks in accordance with applicable industry performance standards.

Contractor shall possess a State of North Carolina Unlimited General Contractor License .

Permits shall be obtained from either the Durham County Building Inspections Departments or the Orange County Building Inspections Division (dependent upon work location).

The Facility Support Services contractor is subjected to numerous OSHA regulated programs.

The Government envisions the O&M Contract will be divided into four primary areas:

• Basic Contract Firm Fixed Price Requirements

• Preventive Maintenance Inspections

• BAS operation / maintenance / inspection

• Facility Trouble Desk Operation

• Key Personnel

• Admin Support

• Service Calls

• Task Orders

• Maintenance and Preventive Maintenance Requirements

Service Calls (SC)(V.A.)

• Any building occupant may contact the Facility Trouble Desk to request any services identified in the SOW requiring 24 hours of time or less in labor OR $2,000.00 or less in materials.

• Examples

• Light bulb replacement

• Plumbing Emergencies

• Hot / Cold Calls

Task Orders (TO)(V.D.)

• All work over the Service Call threshold or determined to be construction will be issued via separate Task Order by the CO.

• Examples

• Office / Laboratory Reconfiguration

• Major HVAC Modifications

• Roadway Repair

Routine and / or Scheduled Maintenance Program – (V.B.)

• PMI (V.B.1.) - Preventive Maintenance Inspections shall include repairs of a minor nature that can be accomplished within one-half hour and may be accomplished during the PMI.

• Preventive Maintenance / Predictive Maintenance (PM / PdM) (V.B.2.)

program shall be implemented for facilities & equipment.

• Examples

• Air Handling Units

• Autoclaves

• Air Compressors

Maintenance Requirements (MR) and Preventive Maintenance Requirements (PMR) (V.C.)

• Maintenance Requirement (MR) (V.C.1.) - All equipment repairs other than those identified as a result of a preventive maintenance inspection.

• Preventive Maintenance Requirement (PMR) (V.C.2.) - All equipment repairs discovered as a result of a preventive maintenance inspection in excess of one half hour.

• Examples

• Gate / Bollard Repair

• Fan / Pump Motor Repair

• Heat Exchanger Tube Bundle Replacement

Specific Requirements

Supply Inventory Management and Supply Procedures

• Contractor shall operate fabrication equipment and manage the supply inventory on-site at locations identified by the Government.

• Contractor shall control and distribute parts, supplies, materials, and equipment procured by the Contractor or furnished by the Government.

• A complete and clean audit trail from acquisition of materials through use shall be maintained by the Contractor.

Facilities Support Services include, but not limited to, the following:

• (1) Alterations and repairs of Buildings, Equipment and Electrical, Mechanical, Plumbing Systems;

• (2) Review of proposed changes to EPA RTP Facilities

• (3) Shop Services: Carpenter, Machine, and Metal

• (4) Preventive/Predictive Maintenance (PM/PdM) inspections and repairs

– discussed earlier

• (5) Electrical Safety Inspections and Maintenance of Electrical Services/Panels, Switchgear, and Lighting Fixtures/Systems;

Facilities Support Services include, but not limited to, the following:

• (6) Electronic & Closed Circuit Television Security Systems Maintenance

• (7) Fire Protection - Inspection, Operations and Maintenance, and Repair of Government-Owned Fire Alarm and Sprinkler Systems

• (8) Control Systems BAS

• (9) Operation of Facility Trouble Desk

• (10) Food Service Equipment

Facilities Support Services include, but not limited to, the following:

• (11) Elevator Maintenance

• (12) Locksmith Services

• (13) Environmental Compliance

• (14) Inclement Weather Service

• (15) Roadway, Parking Lot, Parking Deck and Sidewalk Maintenance

Facilities Support Services include, but not limited to, the following:

• (16) Site Work

• (17) Chemical Spills

• (18) Technical Drawing Support

• (19) Equipment Replacement

• (20) Parts and Supply Inventory

Site Visit