Consolidated Facilities Management Services at 5 Locations in Northern Minnesota

Source Sought Notice Consolidated Faciltiies Management Services 5 Locations in the state of Minnesota The General Services Administration is issuing this Sources Sought Notice as a means of conducting market research to identify parties having an interest and the resources to support this requirement for Consolidated Facilities Management services at the following locations in the state of Minnesota: Location 1 Grand Portage Land Port of Entry Complex 9403 E. Hwy 61 Grand Portage, MN 55605 Location 2 International Falls Land Port of Entry Complex 2 Second Avenue International Falls, MN 56649 Location 3 Baudette Land Port of Entry Complex Highway 72 and International Bridge Baudette, MN 56623 Location 4 Warroad Land Port of Entry Complex 41781 State Hwy 313 Warroad, MN 56763 Location 5 Bemidji Federal Building 522 Minnesota Avenue Bemidji, MN 56601 This Sources Sought notice is for informational and planning purposes only. It does not constitute a Solicitation and is not to be considered as a commitment by the Government. All firms responding to this sources sought notice are advised that their response to this notice is being used for market research purposes only and will assist the Government in planning its acquisition strategy. This is strictly market research and responses should be limited to the requested information. Responses to this announcement will not be considered as an adequate response to any future announcement. The NAICS code for this requirement is 561210 - Facilities Support Services. Description This is a Performance Based Contract which focuses on outcomes as opposed to prescriptive requirements. This specification represents GSA's performance objectives and minimum levels of service to be provided by the contractor. A high level of effective communication between the Government and contractor is essential. This performance based requirement demands a greater emphasis by the contractor on self-evaluation, robust quality control processes and strict oversight of building operations to ensure the highest level of efficiency. The Contractor will be required to maintain a quality control program to ensure that the requirements of this contract are met. The contractor must closely monitor all aspects of the work, identify deficiencies and implement corrective action, without reliance on Government oversight. GSA is dedicated to ensuring its facilities are operated with a high degree of efficiency, minimizing energy use and may be actively pursuing or participating in programs such as ENERGY STAR rating, LEED-EB or comparable programs. The contractor will play an integral role in supporting this effort and should be aware of the requirements of these programs. The Contractor is not required to bring the building into conformance with LEED-EB, but within the scope of this contract, shall operate and maintain the building in such a manner as to maintain applicable LEED-EBOM standards. The Contractor as Facility Manager shall provide all management, administrative, supervision, labor, subcontractors, materials, supplies, equipment (except as otherwise provided) and travel necessary, and shall plan, schedule, coordinate and assure effective completion of all work and services and performance of Facilities Management and related services described below. Facilities shall be maintained in an efficient, economical, and satisfactory manner. 1) Operations and Maintenance: The Contractor shall provide management, supervision, labor, materials, equipment, and supplies and is responsible for the efficient, effective, economical, and satisfactory operation, scheduled and unscheduled maintenance, and repair of equipment and systems located within the property line of the building(s), Locations 1, 2, 3, 4 and 5, to include the following: a. Electrical systems and equipment. b. Mechanical, plumbing, and heating, ventilation, exhaust systems and air conditioning (HVAC) systems and equipment. c. Fire protection and life safety systems and equipment. d. All Building Monitor and Controls system are within the scope of this contract (including but not limited to: Building Automation Systems, Digital Lighting Systems and Public Address Systems, Energy Management Systems or other building controls systems.) Contractor shall be responsible for hardware and software for listed systems excluding computerized operating systems (For example Windows Server 2008, Linux, etc.). Software maintenance shall include security patching and minor revision updates as recommended by system installer. e. Architectural and structural systems, fixtures, and equipment within the site (to the property line). f. Maintenance of landscape irrigation systems. g. Mechanical equipment for window washing (wall glider, tracks, davits, pedestals and associated equipment). h. Security fixtures including but not limited to locks, keycard systems, vehicle barrier systems and static and dynamic bollard systems. i. Dock levelers and roll-up and sliding garage doors. j. Storm drainage systems - reduce storm water pollution by minimizing discharges and runoff to the storm sewer system and environment. k. The Contractor shall complete roofing system investigations and repairs. l. The Contractor shall maintain and repair U.S. flag pole, lighting and pulley system. m. The Contractor shall maintain kitchen/concessions area drains. n. The Contractor shall maintain conveying equipment, parking control equipment, and loading dock equipment. The Contractor shall a. Be responsible to make the management and operational decisions to meet the quality standards required under this contract. b. Use innovation, technology and other means and methods to develop and perform the most efficient services for the building. c. Implement an effective Quality Control Plan (QCP). d. Implement an effective service call system that results in prompt, professional, and courteous resolution of tenant concerns. e. Keep the Contracting Officer (CO) or designee informed of current status of the work being performed, provide work schedules, provide a major equipment and critical system break down or impairment form, and provide other pertinent information needed by the CO or designee. f. Reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products. g. Provide training to their employees that will stress stewardship in maintenance practices. Provide documentation that their employees are completing training in the core competences and participating in continual educational training according to the Federal Building Personnel Training Act. Ensure that their employees are properly licensed and/or certified to operate necessary building systems or equipment for which licensed and/or certified personnel are required by federal, state or local law, codes or ordinances. h. Federal Requirements: The Contractor shall comply with all applicable Federal, state and local laws, regulations and codes, including any supplements or revisions. The Contractor shall obtain all applicable licenses, training, and permits. If a change in law or regulation requires the Contractor to implement an action that will result in an increase or decrease in Contract price, the Contractor shall notify the CO or their designee immediately and submit a price proposal. If the CO or their designee determines an equitable adjustment is substantiated, a modification to the Contract will be issued and the Contractor will implement the required action. i. The Contractor shall maintain the machinery spaces, shops and storerooms in a clean and orderly manner. When work is performed in these areas, the Contractor's personnel shall clean up all debris and leave the area in a presentable condition. The machinery rooms including floors and the equipment located within the machinery rooms shall be painted as necessary to maintain the appearance of the room and equipment. j. Replacement Air Filters. The Contractor shall use high efficiency air filters when replacing the filters in air handlers and other equipment that utilize air filtration. The Contractor shall only use air filters with known Minimum Efficiency Reporting Value (MERV) as defined in the ANSI/ASHRAE Standard 52.2 and required in accordance with the most current GSA P100. Where available, filters must have a factory installed antimicrobial coating. If filter media without antimicrobial coating are the only ones available, the spray-on antimicrobial coating must be applied. The Contractor shall replace air filters with air filters that generally have the highest MERV value consistent with the CFM of the fan. The Contractor must maintain minimum ventilation standards in ASHRAE Standard 62. Prior to installation, the COR must approve the filters to be used. Filter Monitoring. The Contractor shall report on their procedure for monitoring to ensure that the filters are changed as recommended by the manufacturer. Employee Protection. Employees changing filters shall comply with existing OSHA requirements regarding the use of appropriate protective clothing and respiratory protection. Disposal of Used Filters. The Contractor shall dispose of used filters following routine maintenance procedures. The Contractor will be advised by the COR if additional precautions need to be taken regarding handling and disposal of filters. This determination will be made based the risk level associated with the facility and whether evidence exists of a previous contamination incident or credible threat to the facility. If there is a reasonable expectation that contamination has occurred, the COR will instruct the Contractor to handle and dispose of used filters as hazardous material. If the Contractor has reason to suspect the filters contain hazardous material, the Contractor shall notify the COR before disposing of the filters. In the event hazardous material disposal procedures are required, the Contractor shall request written approval from the COR and provide a cost estimate for disposal. The Contractor shall separately invoice for approved hazardous material disposals. k. Tenant agency furniture and office equipment in the Contractor's immediate work area shall be moved and protected by the Contractor and returned to its original location once work is completed. If the Contractor's work will not allow furniture and office equipment to be replaced to its original location, new locations will be designated by the COR or the tenant agency head. The Contractor is responsible for repair or replacement due to damage as a result of moving agency furniture or office equipment. Excluded from this scope are: a. Security systems (does not include mechanical components of the door, closers, keepers, hinges, etc.) b. Telecommunication systems. c. Tenant agency owned equipment NOT specifically identified on the Tenant Agency Owned Equipment List. d. Furnishings (not installed as fixtures). e. Paper, soap, and hand-sanitizer dispensing equipment in restrooms. f. Kitchen appliances and equipment (but ductwork above the ceiling, grease traps with associated piping, and any fire suppression or fire alarm equipment are included in the scope) g. Equipment owned by servicing public utilities. h. Upgrade of software and software licenses for NCMMS i. Fitness center equipment. j. Additional services as needed by various building tenant agencies 2) Custodial: The contractor shall provide the management, supervision, manpower, equipment and supplies necessary to provide custodial and related services, to include Above Standard services, at all five locations. These services include, but are not limited to interior cleaning, trash removal, recycling, window washing, integrated pest management, grounds maintenance (exterior), and snow removal. The Contractor is required to conduct custodial and related services in a manner as to utilize industry best practices and guiding principles to minimize the Government's Environmental Footprint. This requires annual reporting of non-bio-based, bio-based, sustainable, and green products and materials. 3) Elevator: The Contractor shall provide all management, supervision, labor, materials, supplies and equipment (except as otherwise provided), and shall plan, schedule, coordinate and assure effective performance of all services described. The Contractor will be required to provide elevator maintenance and related services, to include but not limited to: Preventative Maintenance, repair, testing and service calls; in accordance with the requirements of this solicitation at the following two (2) locations: - Location 2: International Falls Land Point of Entry - Location 5: Bemidji Federal Building. The Contractor shall provide full elevator maintenance service, in compliance with the ASME Safety Code requirements, manufacturer's recommendations, Elevator Industry Field Employees' Safety Handbook, National Electrical Code, and all other applicable laws, regulations, rules, ordinances, codes, etc. Full maintenance service is defined as all services, repairs, inspections and testing necessary to maintain all elevators, appurtenances, and accessories in a fully operational mode at all times except for pre-scheduled downtime including all labor, parts and materials. In part, this includes maintenance and repair of door seals, light bulbs and lighting fixtures in elevator spaces (cars, hoistways, tops and bottoms of cars, and pits), and maintaining acceptable ride quality which may require periodic evaluation and adjustment of guide rails. Reference is made to Section 8.6 of the ASME A17.1 Safety Code for Elevators and Escalators which establishes requirements that must be adhered to. The maintenance contractor must provide all tools, equipment, supplies and personnel necessary for safely performing all tests required by the ASME A17.1 Safety Code for Elevators and Escalators and the Authority Having Jurisdiction (AHJ). GSA is the AHJ. This includes inspections and tests required at six (6) month, one (1) year, three (3) year and five (5) year intervals, and any other tests determined as necessary by the CO or designee. All tests required by code will be conducted at no additional cost to the government regardless of when the testing is performed. 4) Construction Services: Under this contract, the contractor may be required to provide Construction Services, valued at $50,000.00 or less, related to the O&M of the facilities and equipment, to include but not limited to O&M repairs, systems upgrades and tenant services within the facilities. Construction Services are indefinite delivery, indefinite quantity requirements that are related to the basic services provided under this Contract and that the Contractor shall provide at an additional cost to the Government. The cost shall include all labor, supervision, equipment, supplies, and materials necessary to complete the Additional Services Workorder Request on a firm fixed price basis. 5) GSA National Computerized Maintenance Management System (NCMMS): The Contractor must provide all hardware and software necessary to access and fully utilize the NCMMS. The Government will provide access to the NCMMS software. The Contractor shall use NCMMS to identify, track, and schedule preventive maintenance work, service requests, and equipment inventory. The Contractor shall track historical maintenance and repair activities, including but not limited to: work order log entries, failure codes, tasks, man-hours, and other costs associated with work completion for each work order received during the performance of the contract. All maintenance and repair activities performed by the Contractor shall have a corresponding NCMMS work order. Building Sizes: Location 1 Grand Portage Land Port of Entry Complex Sq. Ft. 14,030 Exterior 16.9 Acres Facility Mgt., OM, Janitorial (includes Landscaping, Snow Removal) Location 2 International Falls Land Port of Entry Complex Sq. Ft. 20,419 Exterior 2.2 Acres Facility Mgt., OM, Janitorial (includes Landscaping, Snow Removal), Elevator Location 3 Baudette Land Port of Entry Complex Sq. Ft. 9,725 Exterior 88,669 Sq. Ft. Facility Mgt., OM, Janitorial (includes Landscaping, Snow Removal) Location 4 Warroad Land Port of Entry Complex Sq. Ft. 45,561 Exterior 79,348 Sq. Ft. Facility Mgt., OM, Janitorial (includes Landscaping, Snow Removal) Location 5 Bemidji Federal Building Sq. Ft. 50,499 Exterior: 0.3 Acres Facility Mgt., OM, Janitorial (includes Landscaping, Snow Removal), Elevator Period of Performance The estimated period of performance is a one (1) year base period with nine (9) one (1) year option periods. THIS REQUIREMENT IS SET ASIDE FOR 8(A) COMPANIES ONLY. Telephone inquiries will not be acknowledged or accepted, and no feedback or evaluations will be provided to companies regarding their submissions. Capability Statement Information Companies are encouraged to respond if they have the capability and capacity to provide the services. However, be advised that generic capability statements are not sufficient for effective analysis of a respondent's capability, experience, and/or ability to marshal resources to effectively and efficiently perform, while in compliance with FAR 52.219-14 Limitations on Subcontracting. Response Submission Responses to this Sources Sought must be received no later than June 11, 2019 and emailed to [email protected]. Information should be included: - Company Name - Mailing Address - DUNS Number - Company Point of Contact - Email Address - Telephone Number - Fax Number - Website - Small Business Status (to include 8(a) certification expiration date) - Samples of Projects similar in scope and size of this requirement - Samples of relevant, completed work which demonstrates capability to management remote employees at multiple locations - Any other pertinent information