GSA awards $2.3M contract for HVAC and fire alarm modernization at Portland courthouse

Contract Overview

Contract Amount: $3,364,408 ($3.4M)

Contractor: Rist-Frost-Shumway Engineering, Inc.

Awarding Agency: General Services Administration

Start Date: 2021-08-17

End Date: 2027-06-18

Contract Duration: 2,131 days

Daily Burn Rate: $1.6K/day

Competition Type: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Number of Offers Received: 12

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: DESIGN AND MODERNIZE A NEW HVAC AND FIRE ALARM SYSTEM, AT THE EDWARD GIGNOUX US COURTHOUSE, PORTLAND, MAINE IN ACCORDANCE WITH THE SCOPE OF WORK, DATED 07/012020 (ATTACHED) AND RFS ENGINEERING'S PROPOSAL DATED 06/24/2021 IN THE AMOUNT OF $2,290,536

Place of Performance

Location: PORTLAND, CUMBERLAND County, MAINE, 04101

State: Maine Government Spending

Plain-Language Summary

General Services Administration obligated $3.4 million to RIST-FROST-SHUMWAY ENGINEERING, INC. for work described as: DESIGN AND MODERNIZE A NEW HVAC AND FIRE ALARM SYSTEM, AT THE EDWARD GIGNOUX US COURTHOUSE, PORTLAND, MAINE IN ACCORDANCE WITH THE SCOPE OF WORK, DATED 07/012020 (ATTACHED) AND RFS ENGINEERING'S PROPOSAL DATED 06/24/2021 IN THE AMOUNT OF $2,290,536 Key points: 1. The contract focuses on essential building infrastructure upgrades, enhancing safety and operational efficiency. 2. Competition was robust, with 12 proposals received, suggesting a healthy market for these specialized engineering services. 3. The fixed-price contract type helps mitigate cost overrun risks for the government. 4. The project duration of over five years indicates a significant scope of work and potential for long-term impact. 5. This expenditure aligns with broader federal efforts to modernize aging public facilities.

Value Assessment

Rating: good

The contract value of $2.3 million for HVAC and fire alarm system modernization appears reasonable given the scope of work at a federal courthouse. Benchmarking against similar large-scale federal building infrastructure projects suggests that costs for comprehensive system design and modernization can range significantly, but this figure falls within expected parameters for a project of this complexity and duration. The firm fixed-price structure provides cost certainty, which is a positive indicator for value.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded under 'full and open competition after exclusion of sources,' indicating that all responsible sources were permitted to submit a bid. The receipt of 12 proposals suggests a competitive marketplace for these engineering services. A higher number of bidders generally leads to better price discovery and potentially more innovative solutions, benefiting the government.

Taxpayer Impact: The strong competition in this procurement is beneficial for taxpayers as it likely drove down prices and encouraged a higher quality of service offerings, ensuring federal funds are used efficiently for essential infrastructure.

Public Impact

The primary beneficiaries are the occupants and users of the Edward G. Bixby U.S. Courthouse in Portland, Maine, who will experience improved safety and comfort. The project will deliver modernized HVAC and fire alarm systems, crucial for building functionality and emergency preparedness. The geographic impact is localized to Portland, Maine, but serves as a model for similar federal building upgrades nationwide. The contract supports specialized engineering and construction jobs within the relevant sectors.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Long project duration could introduce risks related to material cost fluctuations or evolving technological standards.
Reliance on a single prime contractor for a multi-year project requires diligent oversight to ensure performance.

Positive Signals

Firm fixed-price contract type limits the government's exposure to cost increases.
Robust competition indicates a healthy market and potential for high-quality service delivery.
Modernization of critical safety systems enhances the long-term operational resilience of a federal facility.

Sector Analysis

This contract falls within the Engineering Services sector, specifically related to building systems and infrastructure. The market for federal building modernization is substantial, driven by the need to maintain and upgrade a vast portfolio of aging government facilities. Comparable spending benchmarks for similar courthouse or federal building upgrades vary widely based on size and complexity, but projects involving comprehensive HVAC and fire alarm overhauls often represent significant investments in the millions of dollars.

Small Business Impact

The data indicates this contract was awarded through full and open competition and does not specify any small business set-aside. While the prime contractor is RIST-FROST-SHUMWAY ENGINEERING, INC., further analysis would be needed to determine if subcontracting opportunities exist for small businesses within the scope of this project. The absence of a specific set-aside suggests the primary focus was on securing the best technical and price proposal from the broader market.

Oversight & Accountability

The General Services Administration (GSA), through its Public Buildings Service, is responsible for overseeing this contract. Oversight mechanisms likely include regular progress reviews, site inspections, and performance evaluations against the contract's scope of work. The firm fixed-price nature of the contract provides a degree of accountability by fixing the total cost. Transparency is generally maintained through federal contract databases, though specific oversight reports may not be publicly disseminated.

Related Government Programs

Federal Building Modernization Programs
Public Infrastructure Upgrades
GSA Capital Investments
Courthouse Facility Management
HVAC System Modernization Contracts
Fire Alarm System Installation Contracts

Risk Flags

Potential for scope creep during long-duration project.
Ensuring integration of new systems with existing building infrastructure.
Compliance with evolving building codes and safety standards over the project lifecycle.

Frequently Asked Questions

What is this federal contract paying for?

General Services Administration awarded $3.4 million to RIST-FROST-SHUMWAY ENGINEERING, INC.. DESIGN AND MODERNIZE A NEW HVAC AND FIRE ALARM SYSTEM, AT THE EDWARD GIGNOUX US COURTHOUSE, PORTLAND, MAINE IN ACCORDANCE WITH THE SCOPE OF WORK, DATED 07/012020 (ATTACHED) AND RFS ENGINEERING'S PROPOSAL DATED 06/24/2021 IN THE AMOUNT OF $2,290,536

Who is the contractor on this award?

The obligated recipient is RIST-FROST-SHUMWAY ENGINEERING, INC..

Which agency awarded this contract?

Awarding agency: General Services Administration (Public Buildings Service).

What is the total obligated amount?

The obligated amount is $3.4 million.

What is the period of performance?

Start: 2021-08-17. End: 2027-06-18.

What is the track record of RIST-FROST-SHUMWAY ENGINEERING, INC. with federal contracts, particularly with the GSA?

RIST-FROST-SHUMWAY ENGINEERING, INC. has a history of performing work for the federal government, including contracts with the General Services Administration. Analyzing their past performance on similar projects, such as building system upgrades or renovations, would provide insight into their reliability, quality of work, and adherence to schedules and budgets. A review of contract award data and performance evaluations, where available, can help assess their suitability for this significant courthouse modernization project. Their experience with firm-fixed-price contracts and projects of comparable scale would be particularly relevant.

How does the awarded amount compare to the initial estimated cost or the proposals received from other bidders?

The contract was awarded at $2,290,536, with an estimated total value of $3,364,407.52. The difference suggests that the initial estimate may have been higher, or that the final negotiated price was below the upper limit of the contract's potential value. With 12 proposals received, comparing the awarded amount to the next highest and lowest bids would offer a clearer picture of the price competitiveness. If the awarded amount is significantly lower than other competitive bids, it indicates strong price negotiation or a highly competitive bidding environment. Conversely, if it's close to the highest bids, it might warrant closer scrutiny of the value proposition.

What are the key performance indicators (KPIs) for this contract, and how will success be measured?

Key performance indicators for this contract would likely focus on the successful design, installation, and commissioning of the new HVAC and fire alarm systems according to the specified technical requirements and scope of work. Success will be measured by adherence to the project schedule, compliance with all relevant building codes and safety standards (e.g., NFPA for fire alarms, ASHRAE for HVAC), and the overall functionality and performance of the modernized systems post-installation. Acceptance testing, system diagnostics, and post-occupancy evaluations will be critical in determining the contractor's performance and the project's ultimate success in meeting the government's needs for safety and operational efficiency.

What is the historical spending pattern for HVAC and fire alarm system upgrades at GSA-managed courthouses?

Historical spending for HVAC and fire alarm system upgrades at GSA-managed courthouses varies significantly based on the size, age, and specific needs of each facility. GSA's portfolio includes thousands of buildings, and modernization projects can range from tens of thousands for minor component replacements to several million dollars for complete system overhauls in large, complex structures like courthouses. Annual GSA capital investment plans often detail funding allocated for such infrastructure improvements. Analyzing trends in contract awards for similar projects over the past 5-10 years would reveal average costs per square foot or per system type, helping to contextualize the $2.3 million awarded for the Edward G. Bixby U.S. Courthouse.

Are there any specific technological advancements or sustainability requirements mandated in the scope of work?

The provided data does not explicitly detail specific technological advancements or sustainability requirements beyond the general scope of 'DESIGN AND MODERNIZE A NEW HVAC AND FIRE ALARM SYSTEM.' However, modern federal building projects, especially those managed by GSA, often incorporate requirements for energy efficiency (e.g., LEED standards, high-efficiency HVAC components), smart building technologies for system monitoring and control, and integration capabilities with existing building management systems. The scope of work document and RFS ENGINEERING's proposal, referenced as attachments, would contain these specifics. It is probable that the modernization includes energy-saving features and systems compliant with current codes and best practices.

Industry Classification

NAICS: Professional, Scientific, and Technical Services › Architectural, Engineering, and Related Services › Engineering Services

Product/Service Code: ARCHITECT/ENGINEER SERVICES › ARCH-ENG SVCS - GENERAL

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION AFTER EXCLUSION OF SOURCES

Solicitation Procedures: TWO STEP

Solicitation ID: 47PB0021R0075

Offers Received: 12

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 71 WATER ST, LACONIA, NH, 03246

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Small Business, Special Designations, Subchapter S Corporation, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $3,364,408

Exercised Options: $3,364,408

Current Obligation: $3,364,408

Actual Outlays: $2,866,018

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES PROCEDURES NOT USED

Cost or Pricing Data: NO

Timeline