The General Services Administration (GSA), Public Buildings Service (PBS), is issuing this sources sought synopsis as a means of conducting market
research for an upcoming procurement in GSA, PBS, Region 7 for operations and maintenance (O&M) services and full maintenance (FM) services, consisting of O&M, custodial, and grounds maintenance services for the following facilities in Pine Bluff, AR, Helena, AR and Hot Springs, AR. The acquisition strategy for this upcoming procurement is to compete the requirement to the maximum extent practicable, utilizing best value selection procedures (technical and price factors considered), with the exception of services that are on the Procurement List maintained by the Committee for Purchase from People Who Are Blind or Severely Disabled (see FAR Subpart 8.7). In addition, utilization of small-business, in a particular socioeconomic (8(a), HUBZone, Service-Disabled Veteran-Owned (SDVOSB), Women-Owned (WOSB)) concerns, is a priority. The result of this market research will contribute to determining the method of procurement as well
as the small business set-aside. NO LARGE businesses need respond to this notice. THERE IS NO SOLICITATION AT THIS TIME. It is anticipated that the solicitation will be issued in December 2024. Submission of any information in response to this notice is voluntary and the government assumes no
financial responsibility for any costs incurred.
It is the intent that any subsequent solicitation issued will result in the award of a single Indefinite Delivery Indefinite Quantity contract. It is expected that the contract will consist of a one-year base period, and four (4) one-year option periods, a total five (5) years, should all options be exercised.
The applicable North American Industry Classification System (NAICS) code to be assigned to this procurement is 561210, Facilities Support Services; the associated small business size standard is $41.5 million.
The services that will be required are typically the following:
Furnish all personnel, labor, equipment, materials, tools, supplies, supervision, management, training/certifications, and services, except as may be expressly set forth as Government furnished, and otherwise accomplish all actions necessary to perform and provide the work efforts described in the contract.
Building Information: The approximate total square footage of the buildings to be maintained is broken down as follows:
Hot Springs Federal Building and Courthouse
100 Reserve Street, Hot Springs, AR 71901
GSA Bldg. No. AR0062ZZ (gross area of 62,987 total square feet)
Jacob Trieber Federal Building
617 Walnut, Helena AR 72342
GSA Bldg. No. AR0066ZZ (gross area of 34,293 total square feet)
George Howard Jr. Federal Building and Courthouse
100 East 8th Avenue, Pine Bluff, AR 71601
GSA Bldg. No. AR0078ZZ (gross area of 95,873 total square feet)
O&M services: The Contractor shall provide building operations services for all systems covered by this contract, maintain uninterrupted utilities services, and environmental conditioning to tenants during normal working hours, and at other times as described within the Performance-Based Work Statement (PBWS), to preserve the asset value of the facility and its systems, and minimize operating costs to the Government without compromising other contract objectives or requirements, including, but not limited to, the following tasks: Collect and maintain an inventory of: (1) all equipment types that require maintenance or certifications pursuant to the PBS Maintenance Standards or applicable NFPA code or standards (latest edition), (2) equipment that is operated through a sequence of operations, (3) electronic controllers and network devices, (4) sensors, and (5) tenant agency-owned equipment operated or maintained; collect and maintain the following equipment/system data including all applicable fire protection and life safety equipment/system data: Equipment ID, equipment type, equipment description, asset identification code, all nameplate data, manufacturer, model number, serial number, equipment status, building number, location
(including floor, room, and location description) and install/initialization dates (as can be obtained from nameplate or manufacturer data available). For fire alarm systems, the Contractor shall also provide the current version of fire alarm software and the version of software for any systems with which the fire alarm software interfaces. A digital photo of the manufacturer's nameplate shall be entered into the National Computerized Maintenance Management System (NCMMS) if no current photo is recorded and stored in NCMMS; maintain or implement same asset identification system for new and replacement equipment compliant with NCMMS readable national asset identification coding. Some asset identification systems include bar-coding, radio frequency identification or other equipment tagging; update equipment data when equipment is added, removed or retrofitted as part of a project, or discovered by GSA or the Contractor and log changes in accordance with provided NCMMS training; review and update equipment records, including asset information, maintenance records and preventative maintenance records, anytime maintenance is performed on a piece of equipment; use the workflow processes within NCMMS or alternate means approved by the CO or designee, to submit changes to the equipment inventory and preventative maintenance schedule within five business days of collecting and gathering
equipment information and updating in NCMMS. All changes to equipment inventory and preventative maintenance schedule must be approved by the CO or designee; for assets covered by an ESPC contract, check the "ESPC" box on the NCMMS asset page; collect and maintain ESPC contract information.
FM services: FM services include, but are not limited to, tasks identified above for O&M services, as well as custodial and grounds maintenance.
The Contractor shall ensure that their employees are properly trained, 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 laws, codes or ordinances; be responsible to make the management and operational decisions to meet the quality performance standards required under this contract; use innovation technology and other means and methods to develop and perform the most efficient cleaning services for the building; Implement an effective Quality Control Plan (QCP); Implement an effective service call system that results
in prompt, professional, and courteous resolution of tenant concerns; keep the CO or their designee informed of current status of the work being performed, provide work schedules and provide other pertinent information needed by the CO or their designee; reduce the environmental impacts of work performed under this contract by using, to the maximum extent, environmentally sound practices, processes, and products; Provide training/certifications for their employees that stress stewardship in cleaning practices i.e., the use, disposal and recycling of cleaning chemicals, and dispensing equipment and packaging. Current information on stewardship, training, educational materials and other issues can be found in ASTM E1971-05 or at the ASTM website. Information on these items is also
available on the websites: Stewardship for the Cleaning of Commercial and Institutional Buildings (www.astm.org) and ISSA's website (www.issa.com).
The Contractor shall perform grounds maintenance services including, but not limited to, landscape erosion management, maintain trees and shrubs,
mulching, mowing and edging, leaf removal, overseeding, dethatching, and plugging, fertilization, maintain flower beds and planted areas, clear weeds,
water, adjust, clean and set automatic controllers irrigation system settings, and utilize an Integrated Pest Management Plan (IPM) for controlling pests and disease to ensure that the landscapes, trees, and shrubs are free of disease and pest infestation.
Interested vendors who believe they can meet the capabilities and performance requirements outlined are requested to respond to this RFI by Thursday, October 17, 20204at 2:00 p.m. Central Time to Bradley Martin (Bradley.Martin@gsa.gov), with the information outlined below:
1. A complete and current record of your System for Award Management (https://www.sam.gov/) registration to include:
- Name of firm
- Website information
- Point of contact (name, phone number, and email address)
- DUNS number
- Business Size (Large/Small) for NAICS 561210
- Socioeconomic Category(ies) (8(a), HUBZone, SDVOSB, WOSB)
2. Capabilities Narrative
- Please indicate if you are seeking opportunities for:
- O&M Services
- FM Services
- Are you interested in these opportunities as a prime contractor, or a Contractor Teaming Arrangement (CTA)?
- Provide information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on O&M, Custodial, and grounds maintenance services requirements. Include information such as building size, brief description of services performed, dollar value, location, government or commercial requirement, etc. to facilitate making a capability determination for each future requirement (please note that these requirements vary in size, complexity, and location so information submitted will be assessed for each requirement).
- Indicate your experience working in the South Arkansas area. If you do not have experience, please describe your approach for assimilating into this market, including recruiting for staing and subcontractor needs.
3. Additional Information
- Please include any other information and/or recommendations to assist GSA in its structuring of these contract requirements to facilitate competition, its approach to acquiring the services and the manner in which requirements are described for the identified items/services.
Please limit responses to no more than ten (10) pages and submit in either Microsoft Word or PDF file format. It is recommended to submit the information in the format as outlined above to minimize the effort of the respondent and structure the responses for ease of analysis by the Government. All questions regarding this RFI must be submitted by email to Bradley Martin (Bradley.Martin@gsa.gov).
