6.18.15_Pre-propsal_Meeting_Minutes.pdf

GSA, PBS, Acquisition Management Division

Pre-proposal Conference Meeting Minutes RFP GS-05P-15-SC-C-7000: Courtroom Window Shades Repair Project

Location: FB & USCH, 5400 Federal Plaza, Hammond, Indiana

Date: Thursday, June 18, 2015 @ 11:00 AM Central 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 Project Manager – Jeff Pavur GSA Lead Property Manager – Rich Falzone

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 estimated price range for the project is between $100,000 and $250,000.

b. The performance period for this contract is 75 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 16, 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 of the discussion at the pre-proposal warrants a change to the RFP – changes will be issued via amendment on FBO.

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. A project scope description was given by Jeff Pavur.

a. New shades are expected to match the look of the current shades (material and color).

b. Shade Operation – There are 2 switches in each courtroom that operate all 8 shades;

the first switch operates 3 shades and the second switch operates the other 5 shades.

This operation is expected to stay the same.

c. There is furniture in each courtroom that will need to be moved, by GSA, prior to the contractor beginning work – GSA property management requires 1 week advanced notice for all furniture move requests.

b. The contractor’s use of the premises was discussed by Rich Falzone.

i. Building Policy – Offeror’s were advised to carefully read the “GSA Contractor Building

Policies” – attached as a part of the SOW. Those are the policies that the selected contractor will be responsible for following while working in the building.

ii. Tenant Coordination – This is a fully occupied, functioning courthouse. The project is anticipated to be scheduled with work occurring in one courtroom at a time – so one courtroom will go start to finish, then the contractors can move to the second courtroom, etc.

iii. Contractor’s Storage – After contractor’s mobilize in a courtroom, they may leave all of their tools and equipment in that courtroom (in lock boxes, secured, etc.) until the courtroom is completed.

iv. Staging – It is anticipated that contractors may use a scissor lift to get pipe scaffolding into the building and up to the 4th floor courtrooms – a freight elevator is not available.

The scissor lift can go through the front doors of the courthouse.

v. For working hours, reference Spec Section 100, Paragraph 4.

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. Does the project anticipate replacing the motors only or the whole shade system?

A1: Reference Spec Section 800, Paragraph 2.3.

Q2. Can an offeror propose weekend work for certain aspects of the project? (i.e. scaffolding delivery) A2: Yes; however, weekend work will need to be coordinated with property management and should be noted in the offeror’s proposal.

Q3. What type of building protection is required?

A3: Building finishes must be protected throughout the project. Reference the “GSA Contractor Building

Policies,” incorporated as a part of the SOW.