Pre-Proposal Conference Agenda 657A4-22-309 Fire Main Water Storage.pdf

PRE-PROPOSAL CONF 657A4-22-309 Fire Main & Water Storage, Poplar Bluff VAMC

Introduction

(a) Good afternoon, thank you for taking the time to attend this pre-bid conference.

(b) Today we will discuss contractual and project requirements, and conduct a walk through of the areas. Please sign the attendance roster and indicate if you are a GC or subcontractor. This will be published along with any applicable amendments to the solicitation on the Sam.gov website.

(c) Before we cover the project specifics, let me first introduce myself and the

Government team.

CO – Matt Finley CS- Abby Monroe

COR – Dominic Thompson. Alternate- Bryar Pim. The COR is responsible for day-to-day technical oversight of this project. They are not here to be Quality Control. This is the prime contractor’s responsibility.

Designer of record- Valhalla Engineering, Scott Sadler representing.

Other VA staff -

I. Contractual Items

1. General:

(a) Project No./Project Title: 657A4-22-309 Fire Main & Water Storage PB

VAMC

(b) Cost Range: Between $10,000,000 and $20,000,000 (VAAR 836.204), NAICS Code 236220, Commercial and Institutional Building Construction.

(c) Completion Time: 520 Calander days after receipt of notice to proceed for base bid.

(d) Proposals are due Tuesday August 19- 2:00 PM CT to Matthew.Finley@va.gov . All proposals are required to have a 120-day acceptance period. Questions are due August 8, 2025. Be promt with your responses. Please ensure that you provide name, company name, phone # where you can be reached, and email address in the event a clarification is necessary. Questions must be sent via email to the CO & CS at matthew.finley@va.gov and abby.monroe2@va.gov and must be from the mailto:Matthew.Finley@va.gov mailto:matthew.finley@va.gov mailto:abby.monroe2@va.gov prime contractor. Please do not post VA employees contact information to public forums as a direct POC.

(d) The project is 100% set aside for Service Disabled Veteran Owned Small Business. The successful prime contractor will be required to perform no less than 15 percent of the construction labor. (See worksheet in solicitation).

(e) The selection process for this procurement is based on the Lowest Priced

Technically Accepted Offer. Note that offers that are not technically acceptable cannot be selected, regardless of price.

(f) Please review and comply with Project Specific Information Instructions outlined in the solicitation. You may be considered nonresponsive if required items are not submitted with your initial proposal. The Government plans to award without discussions. However, we reserve the right to open discussions if necessary.

(g) There is a base bid amount and 2 additional CLIN items/deductive alternates.

Enter bid amounts for base bid and all alternates on the worksheet page 3 of the solicitation. Amounts must be entered for all items.

(h) Please keep side-bar conversations to a minimum. Pictures may only be taken while being escorted, cannot be taken with people in them and no photos of anything that could be considered VA “sensitive information”.

(i) Make sure you are current with your Federal Contractor Veterans’

Employment Report (VETS-4212) in accordance with FAR 22.1302(b).

(j) Failure to acknowledge any, and all amendments issued to this solicitation shall be cause for rejection of the offer.

2. Disclaimer Statements:

(a) Remarks and explanations at the conference shall not qualify the terms of the solicitation

(b) Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing

3. Bonds:

(a) A bid Bond in the amount of 20% must accompany your BID.

(b) 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.

4. Buy American Act: The solicitation is subject to the Buy American Act, and it generally requires the use of American made products. Please keep this in mind when you are providing product submittal data.

5. Davis-Bacon Act: All labor performed under this contract is subject to the Davis-Bacon Act and related labor laws, to include the payment of at least the amounts shown in the wage determination in the solicitation. If the wage rate changes prior to the proposal due date, an amendment including the current rates will be issued.

6. Other Contracting Topics:

(a) Special Note regarding FAR 52.229-3: Federal, State and Local Taxes:

Offerors are hereby notified that all state and local sales or use taxes for construction materials must be included in their bid or proposal price. It is solely the responsibility of the offeror to include all other applicable taxes in their bid or proposal price as well. The Government has determined that for this acquisition it cannot take advantage of any sales or use tax exemptions that may be available to it under applicable state law. Under no circumstances will any Contractor be designated as an agent of the Government for purposes of any tax exemption, nor will the Government authorize any Contractor’s use of any tax exemption directly applicable to the Government under this procurement.

A price change request upon award relating to the inclusion of state and local sales or use taxes will not be accepted.

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

(c) Progress payments will be made no later than 30 days after receipt of an acceptable invoice.

(d) There are 2 important submittals that we need at contract start-up. They are the Schedule of Values, and a Construction Schedule.

(e) Weekly meetings will be held with the AE, contractor and VA staff on an agreed upon day/time via MS Teams.

(f) A FTP site such as Procore, Submittal Exchange or approved equal must be established and maintained by the contractor throughout project and close out phase.

(g) A qualified and approved superintendent must be present when work is occurring on site at all times. This individual will be responsible for submitting daily logs describing work preformed to the COR each day.

(h) All contractor staff must complete the badging process prior to commencing work at the medical center.

II. Technical Issues – I will now turn the conference over to the COR. Please ensure that you stay together as a group during the walk thru so that information can be presented only once. Make sure you sign for a visitors badge and return to logistics at the end of the meeting.