S04 PreProposal Conference Site Visit Agenda.doc

PRE-PROPOSAL CONFERENCE- Replace Air Handler in B1 No. 657A5-22-103

a. Introduction:

· Welcome to the Marion Illinois VA Medical center and the pre-proposal conference.

Project Title/Project NO.: Replace Air Handler in B1 No. 657A5-22-103

· Solicitation No: 36C25526R0068

· Location: Marion Illinois VA Medical Center.

· This meeting will discuss contractual issues, project requirements; and a walk-thru of the project area.

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

· My name is Kevin Farrell, I am a Contract Specialist at NCO 15 assigned to this procurement. Maria Hoover is the contracting officer for this procurement. Maria and I are your points of contact for questions.

· Joshua Clay will serve as the Contracting Officer’s Representative and is responsible for the day-to-day technical oversight of this project. He is not here to be Quality Control – Quality Control is the prime contractor’s responsibility.

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

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

· 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 and the code must be included on your SAM Registration as well as your VIP registration in Small Business Administration (SBA) Veteran Small Business Certification (vetcert) at Veteran Small Business Certification (sba.gov). Make sure your company is certified in sba vetcert. Ensure that your company’s SAM Records / Representations and Certifications Application are active – they are usually good for one year only.

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

· Cost Range: $2,000,000.00 to $5,000,000.00

· 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.

· Proposals are due by 12:00 p.m. CST on March 24th, 2026 and need to be submitted by email to the contracting officer at maria.hoover@va.gov and Kevin Farrell at kevin.farrell@va.gov. All proposals are required to have a 120-day acceptance period.

· Please pay close attention to the bid items. There is 1 bid item on page 5 of the solicitation. Also, on the Instructions, conditions and other Statements to Bidder/Offeror starting on page 5 through page 19.

· The selection process for this procurement is Lowest Price Technically Acceptable (LPTA). The following NON-Price Evaluation factors will be used as the basis for Technical Acceptability:

FACTOR 1:

RELEVANT PAST PERFORMANCE OF PRIME CONTRACTOR

To be Technically Acceptable, Offerors should identify no less than TWO (2), and no more than THREE (3), previously awarded, and completed construction contracts, which were issued by either: Federal, State, or Local Government Agencies; and/or Private Organizations. To be evaluated as Relevant Past Performance, the construction contracts submitted by offerors must involve:

(a) Construction work, at a hospital or medical facility, as a prime contractor that is similar in scope to the work required under this contract; (NAICS Code: 238220– Plumbing, Heating and Air Conditioning Contractors that was equal to, or greater than $2,000,000.00;

(b) Work that was 100% completed within a time period of no more than FIVE (5) years prior to the date of submitting this proposal. If the contract/work is incomplete or was completed more than five years prior to the date of submitting this proposal, it will not be deemed relevant and will not be considered.

(c) To be considered Technically Acceptable, relevant past performance must be satisfactory or better.

For each of the submitted Relevant Past Performance contracts, provide the following information.:

(1) The name of the construction contract, and the contract ID number;

(2) The name of the contracting agency or organization the contract was awarded by;

(3) The date of the construction contract award and the contract award amount in dollars;

(4) The date of the construction contract completion, and the final contract amount, in dollars;

(5) A brief description of the construction contract scope of work;

(6) Identification of at least one point-of-contact at the organization that awarded the submitted contract, including: the name of the point-of-contact; their current mailing address; phone number; and email address (if applicable).

Factor 1 SPECIAL NOTE for Offerors That May Lack Past Performance Information: In accordance with FAR Part 15.305(a)(2), in the case of an offeror that is without a record of relevant past performance, or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on past performance. Such offerors may submit relevant past performance information regarding predecessor companies; key personnel who have relevant experience; or subcontractors that will be performing major or critical aspects of this requirement, provided that such information is relevant to the construction in this solicitation. Offerors may provide information on problems encountered on the identified contracts and the offeror’s corrective actions. The government also reserves the right to consider past performance information from all available sources, in addition to any information submitted by offerors.

FACTOR 2: TECHNICAL CONSTRUCTION EXPERIENCE OF PRIME CONTRACTOR.

To be Technically Acceptable, offerors must provide evidence that they have the technical qualifications and experience needed to meet the technical performance requirements of this project. Offerors must submit no less than TWO (2) examples of their technical construction experience with projects that involved technical requirements similar to the requirements of this project. The construction project submitted must involve:

A. Work as a prime under the same NAICS code as this solicitation (238220– Plumbing, Heating and Air Conditioning Contractors that was equal to, or greater than $2,000,000.00), that involved construction for an active hospital or medical facility, with emphasis on Intensive Care Unit or similar healthcare facility construction.

B Work of a dollar magnitude equal to, or greater than $2,000,000.00. If offering subcontracted work as proof of technical construction experience, offerors must submit evidence that supports the magnitude of the work they performed as a subcontractor.

C.

General construction, it will not pay more than 85 percent of the amount paid by the Government for contract performance, excluding the cost of materials, to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count towards the prime contractor's 85 percent subcontract amount that cannot be exceeded;

The vendor is also required to sign the VAAR Clause 852.219-75 when returning the proposal.

D Work that was of a similar nature to the scope of work for this project. This is defined as work performed at an Intensive Care Unit or Inpatient Care Area of an active and occupied Hospital or Medical Facility. If an offeror chooses to submit experience that was not conducted at Intensive Care Unit or Inpatient Care Area of a Hospital or Medical Facility, they must explain how the nature and complexity of the work conducted involved technical construction requirements equivalent to that described in the Plans & Specifications of this solicitation.

For each of the submitted Technical Construction Experience projects, provide the following information:

(1) The name and location of the construction project.

(2) The performance period, including the starting and completion dates.

(3) The total cost of the project in dollars.

(4) The percentage of total labor self-performed by the offeror's employees.

(5) A brief description of the construction project scope of work, which explains how the project involved work as a prime contractor under NAICS Code 238220 involving construction work that was technically similar to the project work under this Solicitation.

If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the Joint Venture does not have shared experience, projects shall be submitted for each Joint Venture partner. Offerors who fail to submit experience for all Joint Venture partners will receive no further consideration.

FACTOR 3: TECHNICAL EXPERIENCE OF THE MECHANICAL SUBCONTRACTOR.

Offerors must provide evidence that the Mechanical subcontractor has the technical qualifications to self-perform and experience needed to meet the technical performance requirements of this project. To be evaluated as technical experience the information submitted by offerors must involve the following:

A. Work under the NAICS code 238220, Plumbing, Heating, and Air Conditioning Contractors.

B. Ability to meet the technical requirements of specification Division 23 – Heating, Ventilating, and Air Conditioning (HVAC).

C. Products or services of proposed manufacturer, suppliers and installers as follows:

1. Mechanical contractor is currently and regularly engaged in design, fabrication, and installation of HVAC systems for hospital and/or medical centers usage.

2. Provide a list of two or more hospital and/or medical center installations where service-related fabrication & installation of mechanical systems, to include duct work, within the past five years. Include the names and addresses of the hospital and/or medical center and the point of contact

3. Mechanical contractor has technical qualifications of at least five years of experience. Provide certifications and Company Resume/Bio of trained supervisory personnel, installation personnel, and facilities used to complete installation of mechanical works as required by contract documents.

4. Proposed Mechanical contractor shall submit a list of two or more prior hospital and/or medical center installations where all the equipment/material they propose to furnish on this project has performed satisfactorily together under conditions of normal use. The list shall include projects that have been in operation for a period of not less than two years preceding the date of these specifications. Include the names and addresses of the hospital and/or medical center and the names of the hospital and/or medical center and the point of contact. Also included shall be project cost of mechanical installation and project completion date.

Special Note: When an offeror submits its proposal in response to this Request for Proposals, and the name and experience of a specific subcontractor is a required evaluation factor, then that subcontractor who is offered will be the same subcontractor who will actually perform the specified work on the project. If, during performance of the contract, it becomes necessary for the contractor to substitute a subcontractor for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the contractor shall submit to the Contracting Officer the same information that was required in the initial proposal regarding the proposed substitute subcontractor. The Contracting Officer shall have the right to review the qualifications of the proposed substitute subcontractor and to approve or disapprove its qualifications. If the proposed substitute subcontractor's qualifications are disapproved by the Contracting Officer, the contractor will propose another subcontractor who does possess equivalent qualifications.

FACTOR 4: TECHNICAL QUALIFICATIONS OF PROPOSED KEY PERSONNEL.

To be technically acceptable under this factor, qualified offerors must submit a detailed resume of each key individual. This will be evaluated to determine if they have the appropriate technical training and or previous construction experience to meet the technical requirements of a project of this nature. No one individual can perform more than two of the staffing positions below. Project Manager and Superintendent cannot be the same person:

(a.) Project Manager – Must have a minimum of 5 years’ experience as a project manager must provide a minimum of 3 projects with similar scope of this project. Provide the name of the construction contract, and the contract ID number; The name of the contracting agency or organization the contract was awarded by; The date of the construction contract award and the contract award amount in dollars; The date of the construction contract completion, and the final contract amount, in dollars; A brief description of the construction contract scope of work; Identification of at least one point-of-contact at the organization that awarded the submitted contract, including: the name of the point-of-contact; their current mailing address; phone number; and email address (if applicable). Note: Project Manager will be required to attend weekly project meetings in person at the station facilities office.

(b). Quality Control manager – Provide a minimum of 3 projects with similar scope of this project that they have acted as the QC manager. Provide the name of the construction contract, and the contract ID number; The name of the contracting agency or organization the contract was awarded by; and the date of the construction contract award. A brief description of the construction contract scope of work and the QC program that was implemented.; Identify at least one point-of-contact at the organization that awarded the submitted contract, including: the name of the point-of-contact; their current mailing address; phone number; and email address (if applicable).

(c.) On Site Safety Officer; must have OSHA 30 training (must provide certificate) with a minimum of 5 years of experience as a safety officer.; provide a list of safety training, which includes at a minimum life safety, excavation safety, fall protection training, scaffold safety, crane/rigging safety. Provide a minimum of 3 projects with similar scope of this project. Provide the name of the construction contract, and the contract ID number; The name of the contracting agency or organization the contract was awarded by; Provide a brief description of the construction contract scope of work and how the safety program was implemented; Identify at least one point-of-contact at the organization that awarded the submitted contract, including: the name of the point-of-contact; their current mailing address; phone number; and email address (if applicable).

(d) On Site Superintendent: Must have minimum of 5 years’ experience as a site superintendent and must have OSHA 30 training (must provide certificate).

Provide at least 3 projects as a site superintendent with similar scope of this project.

Provide the name of the construction contract, and the contract ID number.

The name of the contracting agency or organization the contract was awarded by;

The date of the construction contract award and the contract award amount in dollars.

The date of the construction contract completion, and the final contract amount, in dollars.

A brief description of the construction contract scope of work; Identification of at least one point-of-contact at the organization that awarded the submitted contract, including: the name of the point-of- contact; their current mailing address; phone number; and email address (if applicable). Note: On Site Superintendent will be required to attend weekly project meetings in person at the station facilities office and must be on site when work is being completed.

Special Note: When an offeror submits its proposal in response to this Request for Proposals, and the name and experience of a specific subcontractor is a required evaluation factor, then that subcontractor who is offered will be the same subcontractor who will actually perform the specified work on the project. If, during performance of the contract, it becomes necessary for the contractor to substitute a subcontractor for one of those whose qualifications were the basis for evaluation of the offer and award of the contract, the contractor shall submit to the Contracting Officer the same information that was required in the initial proposal regarding the proposed substitute subcontractor. The Contracting Officer shall have the right to review the qualifications of the proposed substitute subcontractor and to approve or disapprove its qualifications. If the proposed substitute subcontractor's qualifications are disapproved by the Contracting Officer, the contractor will propose another subcontractor who does possess equivalent qualifications.

FACTOR 5: PRIME CONTRACTOR SAFETY PLAN

To be Technically Acceptable under this factor, Offerors must provide a construction safety plan:

A. The contractor's Safety Plan shall be evaluated for their compliance with local/State/Federal rules and regulations and the company's consideration of safety of its employees and the general public. The contractor's Safety Plan at the minimum shall address their safety policy, commitment to safety, detailed disciplinary action to be taken with respect to employees violating safety requirements, personnel safety responsibilities, personnel safety training, personal protective equipment, accident / incident reporting procedure and investigations, emergency procedures guidelines.

B. The contractor’s Safety Plan shall address their plan for completing all contract work on and around an active hospital without impact patient care and completing all work in accordance with all construction documents and all local/State/Federal rules and regulations.

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 – Appendix 1 in pages 15-17.

· A completed VAAR 852.219-75, Va Notice of Limitations on Subcontractor must be received with your proposal.

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

· Progress payments will be made no later than 30 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 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 at the end of this site visit or by e-mailing to Kevin.Farrell@va.gov and Maria.Hoover@va.gov. Do not contact 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 by email to Maria Hoover and Kevin Farrell no later than 12:00 pm CST on March 6th, 2026. 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.

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 Joshua 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. Thank you for your attendance and your interest in this procurement.