S04 - Site Visit Meeting Minutes - IFB.doc

Amendment 1 for Project-649-415 36C77624B0008

36C77624B0008 Prescott EHRM Infrastructure Upgrades Construction Site Visit Agenda/Meeting Minutes 3/22/2024 – 1 PM local time

1. Open meeting & Introductions (Sign-in sheet)

· Contracting Officer: Joelle Mascarenas

· Contract Specialist: Synekka Bunroth

· Contracting Officer’s Representative: John Neal

· Architect-Engineer (A-E): Apogee Consulting Group, P.A.

2. Solicitation Information

· This solicitation is set aside for SDVOSB concerns under NAICS Code 236220 Commercial and Institutional Building Construction.

· This procurement is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns. Offers received from other than SDVOSB concerns will not be considered. All SDVOSBs must be listed as “certified” by the Small Business Administration (SBA) Veteran Small Business Certification (VetCert). Bidders must be certified in the SBA VetCert database (Veteran Small Business Certification (sba.gov)) at TIME OF SUBMISSION OF BIDS AND TIME OF AWARD. Failure to be certified at the time of bid submission and time of award will result in the offeror’s bid being non-responsive.

· This project is being procured as an Invitation for Bid (IFB) in accordance with FAR Part 14.

· The solicitation closes April 17, 2024, at 1:00 PM MT.

· The cutoff for technical questions is March 29, 2024, at 8:00 AM MT. Technical questions received after the cutoff date will be reviewed, but the VA does not guarantee that they will be answered.

· Please submit all technical questions to Synekka Bunroth. Responses to technical questions will be posted in a timely manner as an amendment to the solicitation on sam.gov. Only questions received in writing and answered via solicitation amendment will be deemed official.

· Please acknowledge receipt of all amendments in IFB responses (if there are any; none so far).

· Bid format submission requirements are located in the solicitation.

· Only electronic copies of the bids will be accepted via email to Synekka.Bunroth@va.gov. Please be advised that the bid bond shall be submitted as part of the electronic bid submission. An original hard copy of the bid bond is NO LONGER required.

· Ensure that the Limitations on Subcontracting are included in your bid as required per the Instructions to Offerors.

· The VAAR range of magnitude for the project is between $10 and $20 Million.

· The Period of Performance for the project is 460 calendar days after receipt of Notice to Proceed.

· A copy of the site visit sign-in sheet will be posted to sam.gov in an amendment to the solicitation within a week or so. You do not need to take a picture of it or request a copy of it.

3. Questions

· The site walkthrough should be done as a group, so please do not break off and ask questions to the COR or any other VA staff member individually.

· Please submit all technical questions in writing as outlined in the solicitation. Any verbal communication during this site visit is considered unofficial and does not constitute a change to this solicitation. Only amendments constitute a formal change.

4. COR Presentation: Provide general review of the job and any important Drawings and Specifications, unique requirements, and site-specific items.

5. Site Walkthrough: COR will lead.

6. Attendee questions:

Q1. A firm sent a photographer as its representative to the site visit to take photographs of the project. Are there any limitations to what they can and can’t do?

A1. They can have the same access to information and the site as all other site visit attendees. They shall not have access to anything more or less than anyone else in attendance.