S04- Pre-Proposal Conference 657-24-119JC.pdf

PRE-PROPOSAL CONFERENCE OUTLINE

PROJECT 657-24-119JC- Create GI Anesthesia Procedure Room 6th Floor

August 5, 2025 @ 11:00AM CDT

Introduction

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

(b) Today we will first discuss contractual issues, project requirements, and finally conduct a walkthrough of the areas.

(c) Before we begin, let me first introduce myself and the Government staff.

CO – Cedric Graham

COR – Ayele Belayneh

Alternate COR: Walter Staas

Other VA staff -

(d) Please ensure that you have signed the attendance roster – this will be published along with any applicable amendment to the solicitation in SAM.gov.

I. Contractual Issues

1. General:

(a) Project Title: 657-24-119JC – Create GI Anesthesia Procedure Room 6th Floor

(b) Cost Range: $500,000 and $1,000,000

(c) Completion Time: 210 calendar days after receipt of notice to proceed.

(d) Site Visit Questions are due in writing to Cedric Graham at cedric.graham@va.gov and

Abby.Monroe2@va.gov by 2:00 pm central time on Monday, August 11, 2025. 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 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. Proposals are due, Thursday, August 28, 2025, at 2:00 PM at the NCO 15 office at 3450 S. 4th Street, Leavenworth, Kansas 66048-5014. If the proposal does not reach our office in time, it cannot be accepted for any reason. If the proposal is delivered to the Leavenworth VA Medical Center, it cannot be accepted.

(e) Fax or electronically faxed bids are NOT acceptable.

(f) The project is 100% set aside for Service-Disabled Veteran Owned Small Business.

IAW VAAR 852.219-75, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73. Any work that a similarly situated certified SDBOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted. Make sure you acknowledge VAAR clause 852.219-75 by signing certification blocks of the clause and return with proposal to the Contracting Officer.

(g) Award will be made using the LOWEST PRICE TECHNICALLY ACCEPTABLE (LPTA) Source selection process outlined in FAR Part 15. Please pay attention to the proposal submittal instructions of the solicitation package. The Government plans to award without discussions.

(h) Make sure you are current with your Federal Contractor Veterans’ Employment Report (VETS-4212) in accordance with FAR 22.1302(b).

(i) Offerors must provide a breakdown of labor and material costs by division for each bid item in the solicitation. Failure to provide a breakdown of labor and materials with the proposal will render the proposal technically unacceptable.

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

(k) Failure to provide information is the most common reason for a proposal to fail technically. Offerors are encouraged to read the Factors for technical acceptability carefully. For example: Under Factor 3, with regards to the Site Safety and Health Officer (SSHO), the minimum standard for an SSHO includes: Life Safety, excavation safety, Scaffold Safety, OSHA 30, Fall Protection Training, Crane/Rigging Safety and the individual must have a minimum of 5 years of experience as a Safety Officer. If Offerors fail to mention one of these standards (OSHA 30 as an example), the proposal will fail technically. Offerors are responsible for providing the information requested in the solicitation for both price and technical factors.

(l) Failure to provide an adequate Contractor Safety Plan which addresses the minimum standards for compliance under Factor 4 can be a technical failure.

(m) The calculation of Self-Performed and/or Subcontracted Work must be provided with the Contractor proposal (bid). Failure to provide this will be a technical failure.

(n) The pre-award Contractor Safety and Environmental Record Evaluation Form must be provided with the proposal (bid). Failure to provide this information will be a technical failure.

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% of the bid price is required and must be submitted with your proposal submission.

(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/ Service Contract 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.

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 14 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.

6. Questions: Are there any questions involving the general provisions of the solicitation pages?

II. Technical Issues – The Project Engineer (COR) will provide an overview of the project.

After this, a walkthrough will be conducted.