B09_PreBid_Agenda_Oct282025_0001.pdf
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- Attached to
- FODO 253278 - Fort Donelson VC Rehabilitation
- Solicitation number
- 140P2025R0054
About this file
This document is a Pre-Proposal Conference Agenda for National Park Service (NPS) Solicitation 140P2025R0054, which concerns rehabilitation of the Visitor Center at Fort Donelson National Battlefield. The solicitation is a full and open, unrestricted procurement open to all businesses large and small, with proposals due on November 10, 2025 at 5:00 pm EST. Key contract details include a 365-calendar day completion timeline after Notice to Proceed, a requirement for the prime contractor to self-perform 15% of the total contract work, and an evaluation methodology where non-price factors are significantly more important than price.
The pre-proposal conference agenda outlines critical instructions for potential offerors, including submission of written questions to the Contracting Officer John Babcock, incorporation of wage determinations by subcontractors, and careful review of solicitation requirements. Contractors are advised to be specific in their proposals, provide accurate references, and identify any patent defects during the pre-award phase. The evaluation and selection process is expected to take a minimum of 30 days, with the Notice to Proceed contingent upon approval of bonds, insurance, and Division 1 submittals. Technical considerations include site access, staging, parking, project requirements, natural resources, cultural resources, visitor management, and park-specific expectations.
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NPS SOLICITATION 140P2025R0054 FODO 253278 – Rehab the Visitor Center at Fort Donelson National Battlefield
PRE-PROPOSAL CONFERENCE AGENDA October 28, 2025
Location: Participants were asked to meet at the Fort Donelson Visitor Center Parking Lot.
Meeting time: Pre-Bid Meeting will kick-off at 9:00am local time
Welcome: Contractors, Park Personnel, DSC Office Staff.
Agenda for the meeting: Introductions, Sign-in Sheet, Awareness regarding Questions, Being Respectful of Site during the Site Walkthrough and Performing the Site Walkthrough.
Housekeeping: Discuss Restrooms and procedure in regards to questions.
Sign in sheet: Make sure you sign in. It will be posted in the next amendment.
Introductions: Have everyone introduce themselves and say what company they are with, what their company provides and if they are a subcontractor or prime.
Solicitation Issued: September 26, 2025 and can be found at www.sam.gov by searching under the solicitation number 140P2025R0054.
Current Amendments: No amendments have been issued. We intend to issue at least one (1) amendment following this visit.
The biggest question relates to who could propose on this project.
Proposals will be accepted from all businesses Large and Small. This is a full and open unrestricted solicitation. Refer to the 1st page of the solicitation and applicable clauses and provisions thereafter.
Proposal Due Date: Remains Nov 10, 2025 5:00 pm EST. Please review Submission requirements which are stated in Section L of the Solicitation, beginning on page 63 of 76.
The proposal due date may change if amendments are issued/posted to SAM.gov stating so.
Proposal Questions Due Date: Pre-Proposal questions shall be submitted a minimum of seven (7) days prior to the due date (Nov 10, 2025). Pre-Proposal questions due date is subject to change if amendments are issued/posted to SAM.gov stating so.
PRE-PROPOSAL CONFERENCE AGENDA October 28, 2025
The Government will try to answer all the questions and post the questions and answers as an amendment in a timely manner. Please do not wait until then to submit your questions, submit them as soon as you can so that the Government has the time to research and answer in order to help you prepare your proposals. Any questions received after that date/time there is no guarantee an answer will be provided.
Proposal Question Process: Provide questions by email only to the solicitation primary points of contact, John Babcock. The questions need to be in writing as a matter of record. So even if you have a question that you believe could be answered over the phone, we need it documented and recorded within the contractor file as a matter of record.
Prime POCs contact information: John Babcock, Contracting Officer.
Wage Determinations: Make sure all of your subcontractors incorporate the wage determinations into their proposals.
Work Hours: Ensure the work hours identified in Division 1 are considered when developing the proposed schedule.
Self-Performance: In accordance with solicitation clause 52.236-1, the prime contractor is required to perform on site, with its own organization 15% of the total amount of work to be performed under the contract.
Small Business Subcontracting Plan: Page 72 of the solicitation tells you what to submit in relation to the subcontracting plan with your proposal and expectations of small business offerors and large business offerors.
Small Business Participation: Page 75 of the solicitation describes this requirement. (Eval Criteria Factor 8)
Key Personnel: Page 17 of 76 delineates contracts requirements in regards to Key Personnel.
Proposal Submission Requirements: The submission requirements begin on page 63 and end on page 72 of the solicitation and are part of Section L.
Proposal Evaluation Criteria: The evaluation criteria begins on page 73 and ends on page 76 of the solicitation and are part of Section M.
PRE-PROPOSAL CONFERENCE AGENDA October 28, 2025
Evaluation/Selection/Award Schedule: Process will likely take 30 days at a minimum. Do not call, your firm will be notified as soon as possible.
Relative Importance: All evaluation factors other than price, when combined are significantly more important than price.
Notice to Proceed Date: The Notice to Proceed is expected to be issued as soon as the bonds, insurance and Division 1 Submittals are received and approved.
Completion Date: Contractor complete all work 365 calendar days after NTP.
Advice:
Review ALL solicitation requirements so that you have time to ask questions.
You will be best served if you ask questions as opposed to making assumptions.
Do not be generic and provide boiler plate narratives, be specific to this requirement.
With the project experience, be clear on what you performed, do not try to present work that was not performed by your company
Ensure references are the actual customer and the contact information is up to date.
Ensure you review the bid sheet thoroughly and that all identified quantities and measurements seem reasonable for the proposed work.
While there may be opportunities for value engineering changes after award, offerors are to bid per the solicitation and amendment documents so that everyone is bidding on the same scope.
Now is your opportunity, if you see errors (patent defects), it is your responsibility to identify them now, not after contract award. If you choose to wait until after award, you could be held responsible for the associated costs.
Technical:
1. Site Access
2. Staging and Parking
3. Project Requirements
4. Natural Resources
PRE-PROPOSAL CONFERENCE AGENDA October 28, 2025
5. Cultural Resources
6. Visitors
7. Park Specific expectations
PRE-PROPOSAL CONFERENCE AGENDA October 28, 2025
DISCLAIMER:
Any information obtained from today’s meeting shall not be interpreted as additional contract requirements or changes to the contract requirements. All terms and conditions are documented within the solicitation and its amendments. All proposals shall be based upon those documents.
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