S04- Pre-bid visit agenda 589A5-22-122-211 OIT Move to BLDG 21.pdf

PRE-PROPOSAL CONFERENCE OUTLINE

589A5-22-122 RELOCATE OIT FROM 6TH FL TO BLDG 21

August 04, 2026 @ 1:00 pm CDT

Introduction

(a) Good morning, thank you for taking the time to attend this pre-bid conference. Please sign the attendance roster. The attendance roster and Pre-proposal Conference Outline will be published in SAM.gov as an amendment for your use in the firs

(b) Today we will first discuss contractual issues, then we will discuss technical issues, entertain questions, and finally conduct a walkthrough of the areas.

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

CO –David Sterrett

COR’s – Thomas Dow, Shad Hall, Michael Grapp

Alternate COR:

Other VA staff – Bill McPhail

The COR is responsible for day-to-day technical oversight of the project. Quality Control is the responsibility of the prime contractor.

I. Contractual Issues

1. General:

(a) Project Title: 589A5-22-122 Relocated OIT from 6th Floor to BLDG 21, First Floor

(b) Cost Range: $500,000 and $1,000,000 (FAR 36.204)

(c) Completion Time: 330 calendar days after receipt of notice to proceed for the base bid. This includes a 30-day administrative notice to proceed.

(d) Site Visit Questions are due in writing to the Contracting Officer david.sterrett@va.gov and COR Thomas.Dow@va.gov by 2:00 pm central time on Tuesday, August 11, 2026.

(e) Proposals are due, Thursday, August 27, 2026, at 2:00 PM via email ONLY to david.sterrett@va.gov . If the proposal is not received on time, it cannot be accepted.

(f) Fax or hard copies of bids are not acceptable.

(g) 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 is excluded and not considered to be subcontracted.

mailto:matthew.finley@va,gov mailto:matthew.finley@va,gov

(h) Award will be made using the Lowest Price Technically Acceptable (LPTA) Process, in accordance with Federal Acquisition Regulation (FAR) Part 15.101-2, the VA will make the award to the lowest price technically acceptable proposal meeting or exceeding the acceptability standards for the evaluation factors in the solicitation. Please pay attention to the proposal submittal instructions in the solicitation package. The Government plans to award without discussions, but reserves the right to open discussions, if necessary. Note that offers that are not technically acceptable cannot be selected, regardless of price.

(i) Offerors must provide a breakdown of labor and material costs by applicable 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 failing technically.

Offerors are encouraged to read the Factors for technical acceptability carefully. 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 5 will 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. .

2. Disclaimer Statements:

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

Specific questions must be submitted in writing to the CO & COR via email. Please number each question so we can keep them organized.

(b) Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. The amendments that provide answers to questions and clarifications will be published to SAM.gov.

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/ 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 determinations in the solicitation at the time of award.

6. Other Contracting Topics:

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

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

(c) There are 3 important submittals that we need at contract start-up. They are the Schedule of Values, a Construction Schedule, list of project staff their roles and contact information. This list must include the Project Manager, Site Superintendent, Safety Officer and Quality Control (QC) Manager

(d) A site superintendent must be on site while work is being performed.

II. Technical Issues – The Project Engineer (COR) will now provide an overview of the project. After this, a walkthrough of the areas will be held. Please keep side-bar conversations to a minimum and try to stay together as a group. 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”.

Note: Kansas is Tax Exempt for construction projects. The selected firm will be given a State Project Exemption Certificate (PEC). As the name implies the entire project – materials, supplies, equipment rental and labor services- are exempt from sales tax for the duration of the project.

David Sterrett

Contracting Officer