6.25.15_Pre-proposal_Meeting_Minutes_ _Sign-in_Sheet.pdf

GSA, PBS, Acquisition Management Division

Pre-proposal Conference Meeting Minutes RFP GS-05P-15-SC-C-7001: Chiller Replacement Project

Location: E. Ross Adair FB & USCH, 1300 S. Harrison Street, Fort Wayne, IN Date: Thursday, June 25, 2015 @ 1:00 PM Eastern Time

These meeting minutes are not intended to reiterate everything discussed in the meeting, but identify those points that may affect an Offeror’s understanding of the solicitation. Included in the minutes is the sign-in sheet documenting everyone that was in attendance.

The purpose of the pre-proposal conference was to discuss the RFP reference above. The goal was to answer any questions as well as allow potential contractors the opportunity to tour the project site.

Potential offeror’s were informed that no oral or written statement made by a Government representative during this pre-proposal conference can add to, modify or otherwise vary from the written provisions of the solicitation and/or amendments. Any changes or clarifications made as a result of this meeting will be issued as a formal written amendment to the solicitation. All amendments must be acknowledged by the time/date proposals are due. Currently there are no amendments to the solicitation.

Introductions were made; those in attendance representing the Government were:

GSA Contracting Officer – Katie Musselman GSA Property Manager – Ken Jacobson Bailey Edwards (A/E) – Zachary Clark Bailey Edwards (A/E) – Ryne Obenauf

A contractual overview of the project was presented by Katie Musselman, GSA Contracting Officer, which include, but was not limited to, the following points:

a. The estimate price range is between $1,000,000 and $2,500,000.

b. The performance period for this contract is 210 calendar days.

c. This is a negotiated procurement and proposals are required to include a price and technical package; the technical factors are identified in the RFP and are weighted equally. Technical factors, when combined, are significantly more important than price. Technical factors are:

i. Experience providing GC Services on Similarly Complex Projects

ii. Past Performance on Similarly Complex Projects

d. The price proposal should include:

i. Standard Form 1442

ii. Offeror’s Reps and Certs

iii. Standard Form 24 – Bid Bond

iv. GSA Form 527 – Contractor’s Qualifications and Financial Information

e. The Government intends to evaluate proposals and award a contract without discussions with offerors. Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a cost or price standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. The Government reserves the right to make an award to other than the lowest priced offer if it is determined that to do so would result in the best value to the Government.

f. Proposals are due, electronically, by July 28, 2015 at 2:00 PM Eastern Time. Offeror’s were advised to pay attention to paragraph II.B. of the solicitation – this paragraph clearly specifies how proposals are to be submitted.

g. Security clearances are required for all personnel performing work under this contract.

Contractor’s may NOT work on-site until they have security clearance.

h. Registration is required at SAM.gov and FBO.gov in order to access the RFP, drawings, and specifications due to SBU information. If you are having difficulty with either of these websites, please contact the corresponding help desk.

i. Meeting minutes will be issued on FBO.gov. Q&A will be addressed as a part of the meeting minutes. If any discussion warrants changes to the RFP – changes will be issued via amendment on FBO.gov.

j. Currently there are no amendments to the RFP. If amendments are issued, they will be posted at FBO.gov; will be required to sign and return all amendments with their proposal.

k. Contractors are required to monitor FBO for any changes to the RFP.

A project overview was discussed with the group, which included, but was not limited to, the following items:

a. Key points regarding the project scope were discussed by Zach Clark and Ryne Obenauf

i. Roof curbs at condensing units to be removed as shown to be removed and roof to be patched. These roof Curbs can be utilized for new piping supports, but the contractor will be responsible for ensuring that they are in usable condition and do not leak at completion of the project.

ii. The current roof is 9 years old and is still under warranty. Roofing is a Firestone product.

Warranty information is listed in Specification Section 07 13 53 Elastomeric Sheet Waterproofing Part 1.8 A.1. Existing Firestone Warranty FBPCO#AB6877. Contractors need to take care that the roofing membrane is not damaged and that no work is done to the roof that would void GSA’s warranty.

iii. The project schedule is required to be cost loaded. Schedules are to be completed by the contractor; no 3rd party is to complete the schedule.

iv. The contractor is responsible for providing a submittal log regularly. At the onset of the project the contractor is responsible for providing a submittal schedule.

v. Per the agreement, project close-out is required no later than 60 days after substantial completion. Final Payment follows receipt of approved O&M Manuals. O&M manuals shall be structured per the requirements of the closeout document specification. These documents will be thoroughly reviewed by the GSA and A/E to ensure they are accurate and complete. References in the O&M to products not provided in the project should be removed, whited out or struck through. During the walk through it was stressed to the bidders that O&M documentation has been a matter of contention on current GSA projects.

vi. Test and Balance is a critical part of the contract and the Test and Balance report will be cross-checked against the specification to ensure that all items are included in the report.

The Test and Balance contractor is responsible for holding a phone conference prior to any testing and balancing work. This project includes a pre-test of the hydronic system prior to the onset of demolition. Sample forms should be submitted prior to any Test and Balance work.

vii. The controls contractor is responsible for providing a pre-controls conference prior to submitting product data, shop drawings or the like.

viii. The electronic project management (EPM) software will not be utilized on the project.

ix. The current façade project will be complete and will not interfere with the chiller replacement project.

b. The contractor’s use of the premises was discussed by Ken Jacobson

i. Working Hours are between 6 PM and 6 AM, Monday – Friday

ii. Tool Storage On-site – Tools can be stored in NON-Public areas only. Contractors shall not leave tools unattended in corridors, offices, or the like for any amount of time.

Storage of tools on the roof is acceptable so long as the roofing membrane is protected. Contractors will need to provide a written letter from a professional demonstrating the maximum loading that can be placed on the roof.

iii. Site Trailer – There is no space on-site for a construction trailer. Contractors will have to contact the City of Fort Wayne and rent an area for trailer parking.

iv. Every sub-contractor will need security clearance no matter the amount of time they are expected to be on the project.

v. Access to the Bankruptcy Office in order to review the chase containing chiller piping to the roof needs to be scheduled through Ken Jacobsen ahead of time. Currently the chase is constructed of drywall and metal studs. Any opening made in the wall will need to be adequately covered with plastic sheathing, caution tape, and sealed if left open during normal working hours.

A question and answer session was conducted after the above information was provided; questions and answers are below. A site walk-through concluded the meeting.

Questions / Answers

The following addresses questions that have been received to date (included those discussed during the pre-proposal conference and those that have been received via e-mail).

Q1. On page 5 of 17 of the Solicitation states, “The Price Proposal shall consist of the SF 1442 and the Agreement.” Does a copy of the Agreement need to be attached as a part of the Price Proposal?

A1. No, a copy of the agreement does not need to be attached as a part of the Price Proposal.

Q2. On page 4 of 17 of the Solicitation it states that we are to submit the proposal “no later than 2:00 PM Eastern Time on July 28, 2015 at the following e-mail address: Katie.musselman@gsa.gov.” On Block 13A of the SF 1442, however, it states that we are to submit an Original + 1 copy. Please clarify whether we are to submit our proposal via email or hard copy.

A2. Proposal should be submitted electronically per Paragraph I.H. of the Solicitation.

Q3. On page 6 of 17 of the Solicitation, under (1) Experience, it states that we must submit “at least 2 and no more than 5 “similarly complex” projects.” Following that, it states, “Complete one GC Experience Summary (Attachment B) for each project presented in this factor.” It is unclear if we are to submit 2-5 projects for (1) Experience and additionally submit Attachment B for those same projects. Should these requirements be interpreted as just presenting 2-5 Attachment B’s?

A3. Offeror’s may interpret this requirement as submitting between two and five Attachment B’s. If additional pages are necessary to demonstrate experience, offeror’s may submit additional pages as long as the technical proposal does not exceed the requirements of Paragraph II.B. of the Solicitation, which states: “The submission should not exceed 15 pages (not including the title page).

Pages that exceed the 15 page limit may not be considered.”

Q4. If additional questions come up after the meeting or if contractors would like to request an additional site visit, whom should they contact?

A4. Contact the contracting officer, Katie Musselman at katie.musselman@gsa.gov for all questions and requests prior to award. All questions and/or requests should be in writing.

Q5. Could you forward me the word files for the pre-qualification attachments?

A5 Word files have been attached via FBO.gov.

Q6. Can we add pictures of projects profiled and letters of reference for those projects?

A6. You may add pictures of projects submitted under Evaluation Factor 1: Experience providing

General Construction (GC) Services on Similarly Complex Projects. You may add letters of reference to your technical proposal submission as long as the submission does not exceed the 15 page limit described in Paragraph II.B. of the solicitation; however, letter of reference do not satisfy the requirement for Evaluation Factor 2: Past Performance on Similarly Complex Projects. As specified in the Solicitation “Past performance information received from the GC will not be accepted for evaluation, nor will past performance information received after the response deadline.”

Q7. Is AISC certification required for the steel fabricator or the steel erector? Will the government accept AWS inspections instead of AISC certification for the erection?

A7. The specification calls for both ANSI/AISC & AWS. There needs to be both certified steel erectors as well as certified welders on this project; they will be erecting this structure on site with bolts and welding in the shop. No, GSA will not accept AWS inspections instead of AISC certification for the erection.

Q8. Would the government consider a phased NTP to allow for the roof mounted steel frame and condensers to be installed prior (during the fall) to the January 2016 Chiller shutdown period in an effort to beat potential winter weather?

A8. Yes, GSA will consider a phased NTP for this project to allow weather dependent work to occur prior to the January 2016 Chiller shut down.