PreProposal Conference Site Visit Agenda 657-24-109.pdf

PRE-PROPOSAL CONFERENCE- 657-24-109 Replace Hot water generators B53 B51 B52

Solicitation: 36C25525R0138.

a. Introduction:

• Project Title/Project NO.: 657-24-109 Replace Hot water generators B53 B51 B52

• Solicitation No: 36C25525R0138.

• Location: St. Louis Jefferson Barracks VAMC.

• This meeting will discuss contractual issues, project requirements; entertain questions and a walk-thru of the project area. We will reconvene in this room after the walk-thru to entertain any further questions and allow you time to network with subcontractors that may be here.

• Before we begin, let me introduce myself, other VA staff.

• My name is Jenna Hill and I am the Contracting Officer assigned to this procurement. Tonesha King is the Contract Specialist.

• Gene Kengovskiy and Dane Meyer will serve as the Contracting Officer’s Technical Representatives and are responsible for the day-to-day technical oversight.

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 amendment to the solicitation on sam.gov.

• You are reminded that this procurement is 100% set-aside for Service Disabled Veteran-Owned Small Businesses only and firms that do not meet this criteria will have their proposals rejected.

• The North Atlantic Industry Classification System (NAICS) code is 238220 Plumbing, Heating, and Air-Conditioning Contractors) and the code must be included on your SAM Registration as well as your SBA VetCert registration.

Make sure your company is certified in VetCert (https://veterans.certify.sba.gov). Ensure that your company’s SAM Records / Representations and Certifications Application are active – they are usually good for one year only.

https://veterans.certify.sba.gov/

• Make sure you are current with your Vets 4212 reporting.

• Cost Range: Estimate of construction magnitude for this project is between $500,000 and $1,000,000

• PERIOD OF PERFORMANCE: 365 calendar days.

• The prime contractor (or employees of other service-disabled veteran-owned small business concerns) is required to perform 25% of the labor for contract performance.

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

• Offerors shall submit proposals electronically by e-mail to jennifer.hill@va.gov and tonesha.king@va.gov. The email(s) shall include the following attachments:

(a) Part 1 - Technical Proposal (Item 2.c. below)

(b) Part 2 - Price Proposal (Item 2.a. and 2.b. below)

• The total size if any single email must be less than 10 megabytes. Use multiple emails if necessary and label each as 1 of 3, 2 of 3…

• Original Bid Bonds must still be received at the Contracting Office US Postal

Service or other courier prior to the solicitation closing time at the NCO 15 Contracting Office 3450 S 4th Street Leavenworth KS 66048. All proposals are required to have a 60-day acceptance period.

• The selection process for this procurement is Best Value Trade Off. The government plans to award without discussions but retains the right to open discussions, if deemed necessary.

• Please pay close attention proposal submittal instructions starting on page 7 of the solicitation.

• Five evaluation factors in addition to price- Prime Contractor Construction Experience (Non-Price) Project Execution (Non-Price) Key Personnel Experience (Non-Price) Prime Contractor’s Safety Plan (Non-Price) Past Performance (Non-Price)

• Relative importance of evaluation factors- All non-price factors, when combined, are significantly more important than price.

mailto:jennifer.hill@va.gov

c. Bonds

Offerors shall submit a letter from their surety, providing the payment and performance bonds limitation. Offeror's Bonding Capability in the form of a letter from Surety.

d. Other Contracting Topics:

• The purchase of material as a result of this contract are not exempt from state sales tax. Tax must be included in the price proposal. A modification to add sales tax in after contract award will not be issued.

• 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.

e. Questions

• If questions technical in nature surface, they need to be put in writing and submitted for answering at the end of this site visit or by e-mailing to Jenna Hill at jennifer.hill@va.gov and Tonesha King at tonesha.king@va.gov. Do not contact the A&E or the COR and ask 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 Jenna Hill and Tonesha King no later than October 29, 2025 at 3:00 PM Central. If you have more than one question, please number them 1, 2, 3 on the card or 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 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.

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 CORs Gene and Dane to discuss any project requirements they wish to point out before starting on the walk -thru. Please ensure that you stay together as a group so that information can be presented only once. Again, thank you for your attendance and your interest in this procurement. After the walk thru, you will come back to this room to address any further questions and allow you to network with each other. Please do not leave the group before returning here.