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Architect – Engineer Architect – Engineer Acquisition ProcessAcquisition Process

Robert TheelRobert Theel – Director – Director Arch. & Eng. Programs Division (Reg. 5) Arch. & Eng. Programs Division (Reg. 5) Regional Chief ArchitectRegional Chief Architect

Robert GreenRobert Green – Sr. Contracting Officer – Sr. Contracting OfficerProperty Development Division (Reg. 5)Property Development Division (Reg. 5)

Michael WolffMichael Wolff – Director – DirectorAcquisition Programs Division (Reg. 5)Acquisition Programs Division (Reg. 5)

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Presentation Topics Presentation Topics Design Excellence A/E Evaluation Design Excellence A/E Evaluation

(Capital Construction)……………………Robert Theel(Capital Construction)……………………Robert Theel Negotiations & Award………………………Rob GreenNegotiations & Award………………………Rob Green Indefinite Delivery-Indefinite Quantity Indefinite Delivery-Indefinite Quantity

(IDIQ) Contracts………………………….Michael Wolff(IDIQ) Contracts………………………….Michael Wolff

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Design Excellence AE Evaluation Process Design Excellence AE Evaluation Process Stage 1 – Lead Designer QualificationsStage 1 – Lead Designer Qualifications Stage 2 – Team Qualifications & InterviewStage 2 – Team Qualifications & Interview Stage 2 – The Charrette OptionStage 2 – The Charrette Option Stage 3 – Vision Competition OptionStage 3 – Vision Competition Option

““Design Excellence Design Excellence Policies & Procedures”Policies & Procedures”− www.gsa.govwww.gsa.gov

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Where to begin? www.fbo.gov

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What is a Fed Biz Opps Announcement? General Information

Document Type: Presolicitation Notice

Solicitation Number: GS05P04GBC0056

Posted Date: Oct 20, 2004

Original Response Date: Nov 22, 2004

Current Response Date: Nov 22, 2004

Original Archive Date:

Current Archive Date:

Classification Code: C -- Architect and engineering services

Set Aside: Total Small Business

Naics Code: 541310 -- Architectural Services

Contracting Office Address

General Services Administration, Public Buildings Service (PBS), Property Development Division (5PC), 230 South Dearborn Street, Room 3512, Chicago, IL, 60604

Description

ARCHITECT-ENGINEER SERVICES FOR THE NEW UNITED STATES BORDER STATION, WARROAD, MINNESOTA C?Architect Engineer Services Solicitation # GS05P04GBC0056- Warroad, MN The General Services Administration (GSA) announces an opportunity for Design Excellence in public architecture for performance of Architectural-Engineering Design for a new United States Border Station in accordance with GSA quality standards and requirements. This project will have a principal emphasis on site development, new construction and infrastructure improvements. The building is approximately 51,809 gross square feet on a Government owned site located in Warroad, Minnesota. The Estimated Construction Cost range is $16 million to $18.5 million. The facility will be designed in hard metric units. The scope of work will require at a minimum: site and building design, metric construction drawings, specifications, cost estimates, value engineering services, computer-aided design and drafting (CADD) and post construction contract services (PCCS) for a United States Border Station that includes the construction of the new building and related systems, parking, development, client program development, socio-economic and sustainable program features. This project is to include GSA design standards for secure facilities and Department of Homeland Security (DHS) & Customs and Border Protection (CBP) construction and security requirements, U.S. Port of Entry Design Guide, as well as specific tenant-agency security requirements. The project will provide a facility that meets energy goals and includes sustainable design and construction practices (LEED). This is a

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Stage 1:Stage 1: Lead Designer Qualifications Lead Designer Qualifications

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Stage 1 – Submittal RequirementsStage 1 – Submittal Requirements Cover LetterCover Letter Lead Design Firm Qualifications PackageLead Design Firm Qualifications Package

− Design Firm’s Past PerformanceDesign Firm’s Past Performance− Philosophy & Design IntentPhilosophy & Design Intent− Lead Designer’s PortfolioLead Designer’s Portfolio− Lead Designer’s ProfileLead Designer’s Profile

SF330SF330− Lead Design Firm OnlyLead Design Firm Only− www.gsa.govwww.gsa.gov

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Helpful Hints…Helpful Hints…… Stage 1 Qualifications Submittal… Stage 1 Qualifications Submittal

Material reviewed by Design PROFESSIONALSMaterial reviewed by Design PROFESSIONALS Keep Information CONCISE – do not add Keep Information CONCISE – do not add

supplemental informationsupplemental information Make submittal EASY to Navigate (tabs, bullets, Make submittal EASY to Navigate (tabs, bullets,

highlighted text)highlighted text) BUILT PROJECTS preferred over Design-Stage or BUILT PROJECTS preferred over Design-Stage or

Competition EntriesCompetition Entries Be CLEAR about Team Member ROLE on submitted Be CLEAR about Team Member ROLE on submitted

projects projects Philosophy & Design Intent should be the Lead Philosophy & Design Intent should be the Lead

Designer’s own words.Designer’s own words.

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A/E Evaluation BoardA/E Evaluation Board Board Members (voting)Board Members (voting)

− GSA Regional ArchitectGSA Regional Architect− GSA Regional EngineerGSA Regional Engineer− GSA OCA Architect or EngineerGSA OCA Architect or Engineer− Private Sector Peer ProfessionalPrivate Sector Peer Professional− Customer RepresentativeCustomer Representative

Technical Advisors (non-voting)Technical Advisors (non-voting)− Project ManagerProject Manager− Contracting OfficerContracting Officer− Customer Technical Rep.Customer Technical Rep.

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Stage 1: Stage 1: Evaluation Evaluation CriteriaCriteria

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Stage 1 – The Shortlist ProcessStage 1 – The Shortlist Process CO announces shortlist in FBOCO announces shortlist in FBO Notification Letters sent to all FirmsNotification Letters sent to all Firms Shortlisted Firms receive Letter of InstructionShortlisted Firms receive Letter of Instruction

− Interview Date/TimeInterview Date/Time− Evaluation Factors for Stage 2Evaluation Factors for Stage 2− Stage 2 Submittal Requirements (Full SF 330)Stage 2 Submittal Requirements (Full SF 330)

Shortlisted Firm assemble full Project TeamShortlisted Firm assemble full Project Team

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Stage 2:Stage 2: Project Team Qualifications Project Team Qualifications & Interview& Interview

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Stage 2 – Submittals & InterviewStage 2 – Submittals & Interview Submit SF 330 – Full Project Team InformationSubmit SF 330 – Full Project Team Information Project Team InterviewProject Team Interview

− Conducted at GSA Regional OfficeConducted at GSA Regional Office− Key Members of Project Design TeamKey Members of Project Design Team− Same A/E Evaluation Board from Stage 1Same A/E Evaluation Board from Stage 1− 45 minute presentation, 30 minutes Q&A45 minute presentation, 30 minutes Q&A

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Helpful Hints…Helpful Hints…… Stage 2 Interviews… Stage 2 Interviews

Lead Designer reviews his portfolio & design Lead Designer reviews his portfolio & design approach at interview.approach at interview.

Discuss Lead Designers role & time commitment.Discuss Lead Designers role & time commitment. Critical Project Team presentations only! Critical Project Team presentations only! Project Manager should have a role in presentation.Project Manager should have a role in presentation. Avoid Clichés and non-supported statements.Avoid Clichés and non-supported statements. Sincerity and enthusiasm is better than a Sincerity and enthusiasm is better than a

choreographed dog & pony show.choreographed dog & pony show. Tell us why your team is the best.Tell us why your team is the best. There is no formula to a good interview.There is no formula to a good interview.

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Stage 2: Stage 2: Evaluation Evaluation CriteriaCriteria

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Stage 2 – The Charrette Option Stage 2 – The Charrette Option

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A/E Acquisition ProcessA/E Acquisition Process

Stage 3:Stage 3: Vision Competition Vision Competition

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Stage 3 – Vision CompetitionsStage 3 – Vision Competitions

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Evaluation Board Final RecommendationEvaluation Board Final Recommendation

Evaluation Board uses information from Evaluation Board uses information from all Stages to come to consensus and make all Stages to come to consensus and make Final Recommendation.Final Recommendation.

Recommendation takes the form of a ranking of the Recommendation takes the form of a ranking of the teams which is sent to GSA Contacting Officer & teams which is sent to GSA Contacting Officer & Project Manager to begin negotiations with top ranked Project Manager to begin negotiations with top ranked firm.firm.

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Negotiations & AwardNegotiations & Award

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Final Selection DecisionFinal Selection Decision Selection Authority Selection Authority

− Reviews Recommendations of the Evaluation BoardReviews Recommendations of the Evaluation Board− Makes final selectionMakes final selection− Authorizes the Contracting Officer to begin negotiationsAuthorizes the Contracting Officer to begin negotiations

Negotiations begin with the #1 ranked firmNegotiations begin with the #1 ranked firm− Selected firm publicized on FedBizOppsSelected firm publicized on FedBizOpps− If unable to achieve a mutually satisfactory contract, then If unable to achieve a mutually satisfactory contract, then

negotiations begin with the next ranked firmnegotiations begin with the next ranked firm

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NegotiationsNegotiations In accordance with the Brooks Act and FARIn accordance with the Brooks Act and FAR

− Price is not an evaluation factorPrice is not an evaluation factor− Goal - Achieve a fair and reasonable price Goal - Achieve a fair and reasonable price

ProcessProcess− Scope of work sent to selected firmScope of work sent to selected firm− Price ProposalPrice Proposal

• GSA 2630/2631 for prime and each major subcontractorGSA 2630/2631 for prime and each major subcontractor• Certified cost and pricing dataCertified cost and pricing data

− 6% fee limitation6% fee limitation

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During negotiationsDuring negotiations Audit Conducted by GSA’s Inspector GeneralAudit Conducted by GSA’s Inspector General

Audit Division Audit Division − Time Frames dependant on location/availabilityTime Frames dependant on location/availability− Typically auditing overhead and labor ratesTypically auditing overhead and labor rates

Subcontracting PlanSubcontracting Plan− Required of large businessesRequired of large businesses− Requires approval by Requires approval by

CO and SBACO and SBA

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AwardAward Successful completion of negotiations Successful completion of negotiations Both parties sign SF252Both parties sign SF252

− Typically base contract covers design servicesTypically base contract covers design services− Optional services may include construction administrationOptional services may include construction administration

Overall award timelineOverall award timeline− 3 – 4 months from final selection3 – 4 months from final selection

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Indefinite Delivery – Indefinite Quantity Indefinite Delivery – Indefinite Quantity (IDIQ) Contracts(IDIQ) Contracts

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Supplemental A/E IDIQ ContractsSupplemental A/E IDIQ Contracts IDIQ = Indefinite-Delivery Indefinite-QuantityIDIQ = Indefinite-Delivery Indefinite-Quantity Purpose & Use: Purpose & Use:

− Small repair & alternations, studies, Small repair & alternations, studies, inspections, etc.inspections, etc.

− Multiple delivery orders per each contract vendorMultiple delivery orders per each contract vendor

Single or multiple vendors may be awarded contracts Single or multiple vendors may be awarded contracts

under each solicitationunder each solicitation

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Supplemental A/E IDIQ ContractsSupplemental A/E IDIQ Contracts Contract Specifics:Contract Specifics:

− One-year base contract, with four one-year optionsOne-year base contract, with four one-year options

− Geographic area: city, area, multi-state, regionGeographic area: city, area, multi-state, region

− Minimum quantity/dollar amount guaranteedMinimum quantity/dollar amount guaranteed

− Selections are qualifications based. Price is not an Selections are qualifications based. Price is not an evaluation factor.evaluation factor.

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Supplemental A/E IDIQ ContractsSupplemental A/E IDIQ Contracts Evaluation & Selection Process:Evaluation & Selection Process:

− Synopsis in FedBizOpps requesting SF330 and other submittals

− Responses evaluated and “shortlist” developed of at least 3 Responses evaluated and “shortlist” developed of at least 3 firms to interview firms to interview

− Rank firms and make recommendation(s) to the selection Rank firms and make recommendation(s) to the selection authority (more than one firm may be recommended if authority (more than one firm may be recommended if multiple awards are contemplated)multiple awards are contemplated)

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Supplemental A/E IDIQ ContractsSupplemental A/E IDIQ Contracts Evaluation & Selection Process continued:Evaluation & Selection Process continued:

− Selection authority makes the final selection of firm(s)Selection authority makes the final selection of firm(s)

− Request proposal from the selected firm(s)Request proposal from the selected firm(s)

− Cost & pricing data required if over contract max > $650,000Cost & pricing data required if over contract max > $650,000

− GSA Inspector General Audit Division audits proposal GSA Inspector General Audit Division audits proposal

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Supplemental A/E IDIQ ContractsSupplemental A/E IDIQ Contracts Evaluation & Selection Process continued:Evaluation & Selection Process continued:

− Negotiate hourly rates for prime and subs, profit, overheadNegotiate hourly rates for prime and subs, profit, overhead

− Make award if negotiations are successfulMake award if negotiations are successful

− Initiate negotiations with the next firm on the final selection Initiate negotiations with the next firm on the final selection list if negotiations with top higher ranked firm not successfullist if negotiations with top higher ranked firm not successful

− Award made on SF 252Award made on SF 252

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QuestionsQuestions

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Architect – Engineer Architect – Engineer Acquisition ProcessAcquisition Process

Robert TheelRobert Theel – Director – Director Arch. & Eng. Programs Division (Reg. 5) Arch. & Eng. Programs Division (Reg. 5) Regional Chief ArchitectRegional Chief Architect

Robert GreenRobert Green – Sr. Contracting Officer – Sr. Contracting OfficerProperty Development Division (Reg. 5)Property Development Division (Reg. 5)

Michael WolffMichael Wolff – Director – DirectorAcquisition Programs Division (Reg. 5)Acquisition Programs Division (Reg. 5)