PreProposal Conference Site Visit Agenda - EHRM.doc

PRE-PROPOSAL TELEPHONIC CONFERENCE- EHRM Infrastructure Upgrades, P/N 589A7-21-700 Date: 01/14/2022 at 11:30 am

a. Introduction:

· Project Title/Project NO.: EHRM Infrastructure Upgrades, P/N 589A7-21-700

· Solicitation No: 36C25522R0022

· Location: Wichita VA Medical Center, 5500 E. Kellogg Ave. Wichita, KS 67218

· This meeting will discuss contractual issues and project requirements and conduct a walk-through of the site. Masks are required at all times. We will reconvene in Building 10 after the walk-through. No technical questions or contractual questions will be answered by the architect or COR and they are not responsible for taking notes or providing additional information during the walk through.

· Before we begin, let me introduce myself, other VA staff, and A&E staff.

· My name is Sean Jackson, I am a Contracting Officer at NCO 15 assigned to this procurement. Jon Lutmer is the Contracting Specialist for this project. We will be your point of contact for questions.

· Nicholas Howard will serve as the Primary Contracting Officer’s Representative and Chris Berry is responsible for the day-to-day technical oversight of this project.

· The Architectural firm that this project is designed by is Triple C the A&E Group. Their representative today is: Shannon Pollard

b. Contractual /Administrative issues I’d like to cover are:

· Please ensure that you have signed the attendance roster – this will be published along with any applicable amendments to the solicitation on fbo.gov.

· This solicitation is being issued as a Service-Disabled Veteran Owned Small Business set aside (SDVOSB). Firms who cannot be verified in the Veterans Information Portal (VIP) after the bid due date shall not receive an award. If award cannot be made to a verified SDVOSB, the solicitation will be cancelled, and the requirement will be re-solicited.

· The North Atlantic Industry Classification System (NAICS) code is 236220 and the code must be included on your SAM Registration as well as your VIP registration (www.va.gov/osdbu). Make sure your company is certified in VIP. Ensure that your company’s SAM Records and that the Representations and Certifications Application are active – they are usually good for one year only.

· Make sure you are current with your Vets 4212 reporting. Award cannot be made if the VETS 4212 is not up to date.

· Cost Range: $10,000,000 to $20,000,000.

· PERIOD OF PERFORMANCE: 425 calendar days after the Notice to Proceed (NTP).

· The prime contractor (or employees of other Service-Disabled Veteran Owned Small Business concerns) is required to perform 15% of the labor on the project site.

· The facilities will be in operation during the construction requiring that you keep all areas clean of debris and/or obstructions.

Proposals are due by 2:00 p.m. Central Time on February 4, 2022 and must be emailed to sean.jackson@va.gov and jonathan.lutmer@va.gov . The total size of any single email must be less than 10 megabytes. Use multiple emails if necessary and label each as 1 of 3, 2 of 3, etc. Any proposal received after 2:00 PM Central Time on February 4, 2022 is considered late and shall not receive further consideration. It is the Contractor’s responsibility to provide proposals timely.

· All proposals are required to have a 120-day acceptance period. Bid bond shall be included in the emailed proposal and hard copy of the bond mailed to the address in block 8 of the solicitation.

· Fax or hard copy bids are not acceptable.

· There are 22 pages in the Appendix A Bid Form Template. Each page is associated with a specific Contract Line Item (CLIN) listed in the solicitation. This bid will require more effort and more detail than your company may have previously provided so you may want to review it early in your proposal creation process. The Appendix A Bid Form Template is an attachment to the solicitation. If it is not complete, the proposal cannot be considered for award.

· In addition to the Appendix A Bid Form Template, there are other requirements which contractors are required to prepare and provide as part of their proposal.

· Partial proposal shall not be accepted. The entire proposal must be completed and received by the Contracting Officer (Sean Jackson and Jon Lutmer) before the closing due date and time. If a complete proposal is not received, the Government is not required to give the proposal further consideration.

· The selection process for this procurement is the Tradeoff process under the Best Value. The following NON-Price Evaluation factors will be used as the basis for Technical Acceptability:

1.

Relevant Experience of the Prime Contractor (Non-price)

2.

Project Execution (Non-price)

3.

Technical Qualifications of Proposed Staffing (Non-price)

4.

Past Performance (Non-Price)

5.

Prime Contractor’s Safety Plan (Non-price)

Bidders are responsible for complying with the Proposal Submittal Instructions listed in the solicitation. Bidders will be considered nonresponsive if required items are not submitted with your initial proposal. The government plans to award without discussions but retains the right to open discussions, if deemed necessary.

· Please Pay close attention to the proposal submittal instructions in the solicitation. I will review the submittal instructions and evaluation factors with you.

c. Bonds

· A bid guarantee in the amount of 20% of the bid price is required and must be submitted with your proposal submission.

· After award of the contract a Payment Bond and a Performance Bond in the amount of 100% of the contract value are due prior to a Notice to Proceed Letter being issued.

d. Other Contracting Topics:

· The contractor is expected to submit calculation of self performed/sub contracted work as required by the solicitation.

· Complete and submit the Contractor Certification regarding safety and environmental record.

· The purchase of material for this project is exempt from state sales tax. A Kansas Tax exempt certificate will be issued after contract award to the Prime Contractor. The tax exemption certificate may only be used for this project.

· The contractor is expected to maintain insurance coverage during the contract period as directed in the specifications.

· Progress payments will be made no later than 14 days after receipt of an acceptable invoice.

· Please pay particular attention to specification section 01 33 23 covering the submittal process. You will not be able to install materials without a submittal approval from the Government. Submittal Exchange or Equal is required and is a cost you will include in your proposal.

· There are 2 important submittals that we need the Prime Contractor to submit at contract start-up. They are the Schedule of Values, and a Construction Schedule.

· The project involves work that is to be performed in strict accordance with the specifications, drawings that were posted to Sam.gov.

e. Questions

· If questions technical in nature surface, they need to be put in writing and submitted for answering by e-mailing to sean.jackson@va.gov and jonathan.lutmer@va.gov . Do not contact the A&E or the COR and ask questions. They are not authorized to respond to pre-bid or pre-award questions.

· Please make sure that all questions submitted by your company contain contact information: company name, phone number where you can be reached in case a clarification is necessary and your email address. All questions are to be submitted to Sean Jackson and Jon Lutmer no later than 2:00 pm Central Time on January 21, 2022. If you have more than one question, please number them 1, 2, 3 in your e-mail. Otherwise, you may not get an answer to each of them. An amendment will be issued to provide the answers to questions as well as to provide a copy of the attendance roster. If any questions warrant an amendment, one will be issued and posted to the Sam.gov. All interested contractors are responsible to check the Sam.gov website prior to submitting a proposal to ensure that they have seen and acknowledged all amendments. Failure to acknowledge an amendment will make the proposal non-responsive. Non-responsive proposals cannot be evaluated and award cannot be made.

f. Disclaimer Statements:

· Remarks and explanations at the conference shall not qualify the terms of the solicitation.

· Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing.

g. Technical: I will now turn this conference over to the COR Nicholas Howard and the A&E to discuss any project requirements. A walk-thru of the site will commence after their comments are presented. Everyone attending is required to wear masks at all times. Please ensure that you stay together as a group so that information can be presented only once. Thank you for your attendance and your interest in this project. Do not leave the group before returning to Building 10.