SOLICITATION NOTICE
R -- R- - Building Preservation Plan User Guide
- Notice Date
- 5/11/2007
- Notice Type
- Solicitation Notice
- NAICS
- 541310
— Architectural Services
- Contracting Office
- General Services Administration, Public Buildings Service (PBS), Physical Capital Asset Management Division (PGE), 1800 F Street, NW, Room 4302, Washington, DC, 20405, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- GS-00P-07-CY-M-0067
- Response Due
- 5/28/2007
- Archive Date
- 7/9/2009
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisitions Regulation (FAR) Part 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This combined synopsis/solicitation is issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular. The associated North American Industrial Classification System (NAICS) code for this procurement is 541310 with a small business size standard of $4.5M of average annual receipts for its preceding 3 fiscal years. General Services Administration (GSA), Public Buildings Service (PBS), Physical Capital Asset Management Division (PGE), is requesting services to create Building Preservation Plan User-Guide Handbook for Center for Historic Buildings. BACKGROUND: The Building Preservation Plan (BPP) database provides comprehensive information on individual GSA historic buildings to guide appropriate maintenance, repair, rehabilitation, and reinvestment. Each BPP includes a statement of significance, documentation on building alterations over time, images of current conditions, inventories of original materials, and schematic floor plans zoned to delineate the hierarchy of exterior and interior spaces as a guide to appropriate preservation and treatment. The original 1989 software was upgraded in 2003-2007 to operate in a web-based platform. As part of this upgrade, BPP fields not commonly used were omitted and additional fields added to provide more detailed documentation and analysis on existing conditions and treatment alternatives. Requirements for photography were also upgraded to ensure that digital images are legible and usable. A major goal of the 2005 upgrade was to make the database more user friendly by eliminating alphanumeric codes, abbreviations, and terminology not commonly used by the profession, which necessitated the use of a key to enter data and read a BPP. Another goal was to improve the screen layout and menus. A user guide created for the original database focused on code and field definitions. Having eliminated those user barriers, this new guide will encourage consistent terminology and aid users in making the most of this resource. OBJECTIVES A. To create a user-guide handbook designed for quick reference and providing details for data entry, data retrieval, and database administration. B. To develop the graphic design layout and all pre-press services, including color corrected artwork, for the printing of the user guide. C. Principal goals of the user guide are: 1. Simplify data entry and ensure content consistency. 2. Enable users to understand and fully utilize the database content as efficiently as possible. 3. Promote widespread use of the BPP by GSA Associates and Project Teams. USER GUIDE CONTENT AND FORMAT A. The User Guide will contain guidance for: 1. Data Entry for creating and updating BPPs (a) Overview of the database content and organization (menus and submenus). (b) Descriptions of the data categories within each menu. (c) Instructions for completing each field, including standard terminology, naming conventions, definitions, and the nature of the content. (d) Descriptions and examples of good and bad data entry for descriptive and narrative sections that require more detailed guidance. Examples: i. Architectural Description ii. Physical History iii. Integrity and Significance iv. Space Types and Zoning v. Recommendations (e) Tips on accessing and entering data efficiently, including a list of common problems and solutions. (f) Specific guidance for creating image and drawing files and uploading them to the database. 2. Data Retrieval and Reporting (a) Overview of the database content and organization (menus and submenus). (b) Descriptions of the data categories within each menu. (c) Guidance for accessing and navigating the database efficiently. (d) Guidance for generating and printing reports. (e) List common problems and solutions for accessing data and generating reports. 1. Database Administration: Guidance for maintaining the database from within the GSA program office. Information will be provided by the Government. 2. Table of Contents: List contents and all subsections in the order they occur in the guide. Ensure that content headings correspond to the headings in the text. 3. Quick Reference: Create a Quick Reference Guide providing critical information in a compact format. 4. Glossary: Create a glossary of terms used in the database and guide. 5. Index: Include an alphabetical index to topics covered in the guide. B. Graphic Design: 1. General Requirements: The design of the user guide will generally model OCA handbooks and Center for Historic Buildings publications. The Center for Historic Buildings will provide oversight for the selection of fonts, paper, binding, images, and graphic development. The Graphic Designer must be able to work collaboratively and accept frequent feedback. 2. The contractor shall: (a) Consult with the Center for Historic Buildings on the design of this publication. (b) Prepare designs for the cover and interior layout (c) Refine the designs in consultation with the client (d) Prepare images for publication including cropping and color corrections (e) Prepare final CDs and other documentation including specs and color proofs of the images for printing, delivering this information to the client and/or the chosen printer (f) Participate as a consultant during the press inspection 3. Follow the overall guidebook publication model in the OCA Design Excellence Program guide and Facilities Standards, to be provided by the Government, including: (a) Binding: heavy duty, double spiral with a plastic cover wrap, providing a labeled spine.- (b) Heavy cardstock front and back covers and tabbed section dividers. (c) Label tabs with section headings 4. Include screenshots illustrating how the data is entered. 5. Create chart illustrating the hierarchy of information in the Space Type and Architectural Elements Table. (Space, Location, Assembly, Element, Material) Government will provide spreadsheet showing the organization and terminology used in this section. 6. Deliverables: (a) Provide initial and refined layouts as PDF and printed documents. (b) Provide color proofs of all images suitable for reference during a press inspection. (c) Provide CDs and specs of the final layout suitable for the execution of the printing of the book. (d) Provide a record copy of all materials in their original file format, including 508-compliant PDF file of final design, to the Office of the Chief Architect for its records. SCOPE OF WORK 1. Create user guide for Building Preservation Plan (BPP) in accordance with the requirements and directions stated herein, including attachments. 2. Meet with Project Team at Center for Historic Buildings offices to view BPP demonstration and discuss project expectations and approach. 3. Submit brief summary describing the planned approach for creating the guide to ensure agreement with GSA on the anticipated project outcome. 4. Proceed with User Guide development in coordination with the Project Manager, including specific guidance in response to user challenges that GSA may bring to the contractor?s attention. 5. Database Access: (a) The A/E will be provided with a user name and password to access the internet-based BPP site. Access will also include links to other sites, such as the GSA Technical Specifications, for referencing to recommended treatments for repair and long-term maintenance. Access to linked sites will not include editing privileges of information. (b) Security clearance forms must be submitted for all project team members accessing the database remotely. Clearance includes background check and other information as required by federal mandates. 6. Prepare draft submittals as outlined in Section VI, incorporating GSA comments into each submission. 7. This project requires familiarization with information contained in all fields of the web-based BPP format, including: History and Documentation: 1. General description of the building, available documents, real estate profile, construction history, and historic use. 2. Narratives including an architectural description, physical history, and statement of significance. 3. Bibliography of sources consulted in the preparation of History and Documentation section ii. Analysis and Treatment: 1. Inventory of Spaces and Elements, including space descriptions, preservation zoning, and list of architectural elements. 2. Recommended treatments for spaces and architectural elements. 3. See Attachment E, Guidelines for Zoning Historic Buildings iii. Images 1. Photographs with caption information showing current building conditions. 2. Historic photographs with captions 3. Floor plans showing preservation zoning. 4. Other documentation photos, including HABS images. 5. See Attachment F, Photography 6. Project Team Qualifications a. Architect/Engineering Firm i. The A/E must demonstrate an established specialization in architectural historic preservation, satisfying, at a minimum, Department of Interior professional qualification requirements, and GSA qualification requirements for preservation architects (www.gsa.gov/historicpreservation>Project Management Tools>Qualification Requirements for Preservation Architects). 1. The A/E firm shall submit not less than one (1) example of a relevant survey involving historic buildings of comparable complexity to those in GSA?s public building inventory. 2. The A/E firm shall submit the qualifications of specific individuals assigned to this Contract, demonstrating their training and experience with the tasks required for the performance of the Work of this Contract. ii. The A/E team must have experience with the current GSA BPP database, as upgraded in 2006, and demonstrated skill in writing instructional material. Work products must show clarity, readability, and thoroughness to ensure that no critical steps or issues necessary for using the BPP are overlooked. 1. The A/E firm shall submit at least one (1) example of relevant instructional material. iii. The A/E team shall include on individuals with the following specialized skills: 1. Historic building survey and analysis 2. Individuals with experience in technical writing and editing, particularly related to historic preservation 3. Individuals with training and experience in web-based databases, including data entry and report generation. b. Graphic Designer i. Graphic Designer must have experience with the design comparable products, including of technical and/or user?s guides. The designer should be capable of producing high-quality design in a style compatible with OCA publications. ii. Submit two (2) design samples for review. 7. Project Schedule and Submittals a. Submittals i. 50% Submission: 100 Calendar Days after Notice to Proceed 1. Provide two (2) printed copies of draft BPP user guide, with photographs, and one (1) CD containing PDF file of user guide ii. GSA Review: 14 Calendar Days iii. 75% Submission: 60 Calendar Days after receipt of GSA review comments 1. Provide two (2) printed copies of revised BPP user guide, with photographs, and one (1) CD containing PDF file of user guide iv. GSA Review: 14 Calendar Days v. Pre-Final Check: 30 Calendar Days after receipt of GSA review comment 1. Provide two (2) printed copies of pre-final BPP user guide, with photographs, and one (1) CD containing PDF file of user guide vi. Final Submission: 14 Calendar Days after receipt of GSA review comments 1. Provide two (2) copies of final user guide, including art files, printing specs, 508-compliant PDF of final layout, and Word file containing the final text b. Correct and re-submit within 30 days any rejected submission. PERIOD OF PERFORMANCE: The period of performance will be 12 months from date of award. EVALUATION OF PROPOSALS: Proposals will be evaluated to determine the best value to the government. Offerors must submit their best and final price for evaluation. Proposals will be evaluated based on best value to the government. The Government reserves the right to award a contract on a multiple award basis. When combined, technical is more important than price. EVALUATION CRITERIA(s): The Contractor will be evaluated on the following criteria (in order of importance): I. TECHNICAL The Contractor's must demonstrate an established specialization in architectural historic preservation; This criterion measures the offeror?s competence in writing and production of preservation-related technical and instructional material. Relevant experience includes, but is not limited to, creation of technical guides and published or online instructional material. Minimum Qualifications Offeror must demonstrate an established specialization in architectural historic preservation, satisfying, at a minimum, Department of Interior professional qualification requirements, and GSA qualification requirements for preservation architects (www.gsa.gov/historicpreservation>Project Management Tools>Qualification Requirements for Preservation Architects). Key personnel must have experience with the current GSA BPP database, as upgraded in 2006, and demonstrated skill in writing instructional material. Offerors must also submit work samples demonstrating: 1. Correct use of architectural and preservation terminology 2. Writing quality: clear and concise, with proper grammar, punctuation and spelling 3. Effective organization and presentation of ideas for an instructional purpose This criterion also considers key personnel qualifications and the offeror's plan for managing the project. Organizational Structure, Personnel and Management Plan: Offerors shall describe their plans for securing and maintaining the key personnel and resources necessary to complete this project. Provide resumes for key positions to be utilized for the project and relevant experience. Resumes (maximum of two pages) must document education and recent and relevant experience. Offerors shall also submit a narrative management plan describing how the offeror intends to execute the work. II. Experience A. Architect/Engineering Firm 1. The A/E must demonstrate an established specialization in architectural historic preservation, satisfying, at a minimum, Department of Interior professional qualification requirements, and GSA qualification requirements for preservation architects (www.gsa.gov/historicpreservation>Project Management Tools>Qualification Requirements for Preservation Architects). (a) The A/E firm shall submit not less than one (1) example of a relevant survey involving historic buildings of comparable complexity to those in GSA?s public building inventory. (b) The A/E firm shall submit the qualifications of specific individuals assigned to this Contract, demonstrating their training and experience with the tasks required for the performance of the Work of this Contract. 2. The A/E team must have experience with the current GSA BPP database, as upgraded in 2006, and demonstrated skill in writing instructional material. Work products must show clarity, readability, and thoroughness to ensure that no critical steps or issues necessary for using the BPP are overlooked. (a) The A/E firm shall submit at least one (1) example of relevant instructional material. 3. The A/E team shall include on individuals with the following specialized skills: (a) Historic building survey and analysis (b) Individuals with experience in technical writing and editing, particularly related to historic preservation (c) Individuals with training and experience in web-based databases, including data entry and report generation. B. Graphic Designer 1. Graphic Designer must have experience with the design comparable products, including of technical and/or user?s guides. The designer should be capable of producing high-quality design in a style compatible with OCA publications. 2. Submit two (2) design samples for review. III. Past Performance Past performance will be evaluated based on the following: This criterion measures the relevancy of the offeror's past experience to the requirements of this project. Offerors shall provide a list of seven relevant projects that have like or similar requirements over the past five years. In addition, this criterion measures the quality of the offeror's past performance for similar projects as defined herein. Quality is judged with respect to work quality, administration, cost control, cooperation, and adherence to schedule and will be evaluated through reference checks made by the Government on relevant projects, completed or in progress. In assessing past performance, the Government will use past and present performance data to evaluate an offeror's ability to perform the contract requirements. The recentness and relevancy of the past performance will be critical in determining the Past Performance rating. Offerors lacking relevant and recent past performance history shall receive a neutral evaluation for this factor. Minimum requirements for past performance include: 1. Offeror references confirm responsiveness, quality of work, timeliness 2. Offeror work samples demonstrating relevant experience, such as development of technical guidance for historic building maintenance, repair or alteration,, or online or published instructional material and building preservation plans or preservation reports that included guidance. IV. Price The total evaluated price will not be rated or scored but will be evaluated for reasonableness. In no case will a contract be awarded at an unreasonable price. Reasonableness for the type and quality of services being provided will be determined based upon prices submitted by the competition, current market conditions, the independent previous prices for the same/similar services, and the Government estimate. Any individual item, which is unreasonable, may cause the entire proposal to be determined unreasonable and result in elimination from award consideration. Consistent with the best value concept, technical merit and pricing will be considered together to determine how advantageous the offers are to the Government. For this procurement, technical factors when combined are significantly more important than price, but no specific numerical weight will be assigned to price for evaluation purposes. A proposed award to a higher-priced, higher-scored offeror must be supported by specific supporting rationale that the technical superiority of the higher priced offer, relative to other offers in the competitive range, warrants the additional expense. Whether or not a given point spread between two competing proposals indicates significant superiority of one proposal over another will depend on the facts and circumstances of each proposal. The determinative element is not the difference in point scores itself, but the content of the relative strengths and weaknesses synthesized to form the basis of selection. The final evaluation report must reasonably support the conclusion that the award recommendation is rationally founded and consistent with the evaluation criteria stated in the solicitation. Price proposals shall demonstrate: 1. Economical and efficient approach 2. Competitive offer SUBMISSION OF PROPOSALS: Proposals must be submitted (hard copies) to 1800 F Street, NW, Room 4338, Washington, DC 20405 or by email to Ms. Collette Scott at: collette.scott@gsa.gov. Offerors shall submit their proposal on or before 12:00pm, May 28, 2007. Questions are due on or before 12:00pm, May 18, 2007. Any comments resulting from this combined synopsis/solicitation must be received by the required due date of May 18, 2007, on or before 12:00pm. Based on the comments received, the combined synopsis/solicitation may be amended. The following Federal Acquisition Regulation (FAR) provisions are hereby applicable and incorporated by reference: 1) The provision at 52.212-1, Instructions to Offerors Commercial Items; and 2). The provision at 52.212-3, Offeror Representations and Certifications Commercial Items. Offerors shall include a completed copy of the Online Offeror Representations and Certifications Application. Please refer to: https://orca.bpn.gov/. A completed copy of the Representations and Certifications should be included with the offer. The following Federal Acquisition Regulation (FAR) clauses are hereby applicable and incorporated by reference: 1) The clause at 52.212-4, Contract Terms and Conditions Commercial Items; and 2) The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items; 3) The clause at 52.225-13, Restrictions on Certain Foreign Purchases; and 4) The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (ALT I). The following General Services Administration Acquisition Manual (GSAM) clauses are hereby incorporated by reference: 1) The clause at 552.212-71, Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items is hereby incorporated by reference; clauses, 552.215-70, 552.228-70, 552.229-70, 552.232-70, apply to this solicitation and any resultant contract. This acquisition is set-aside for small business concerns. The government anticipates a firm-fixed price contract. All offerors must be registered in the Central Contractor Registration (CCR) before being considered for award. Information concerning CCR requirements may be viewed via Internet at www.ccr.gov or by calling 1-888-227-2423. Offerors must submit their proposal to Ms. Collette Scott by mail, email (collette.scott@gsa.gov) or fax (202-501-3296). For more information, please contact Ms. Collette Scott on 202-501-9154. The place of performance is 1800 F Street, NW, 4th Floor, Washington, DC 20405.
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