S06 - Amend 0003 - RFP - Site Visit Presentation - SPS - Sioux Falls.pdf

Pre-proposal Conference

Project: 438-460 – Sterile Processing Services (SPS) Addition – Sioux Falls, S.D.

Program Contracting Activity Central (PCAC) Solicitation Number 36C77624R0115

March 25th, 2025

Agenda

• Introductions

• Today’s Goal

• Project Scope

• Proposal Instructions

• Thank you for attending – Questions?

2Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Today’s Goal

• Provide Offerors an opportunity to gain a better understanding, inspect the site, ask questions, interface, and receive clarity from the Sioux Falls Veteran’s Affairs Medical Center (VAMC) team and Contracting.

• The site visit serves as an opportunity to view site conditions prior to submitting the proposal package in accordance with FAR 52.236-3: Site Investigation and Conditions Effecting the Work.

• The site visit will consist of a guided walk-through hosted by the Sioux Falls VAMC Contracting Officer’s Representative (COR), Brooke White.

• Encourage questions and clarifications at any time.

• You must submit questions in writing for RFI’s to be incorporated into the contract via a solicitation amendment. It is the Offeror’s responsibility to take notes and submit questions by the deadline.

• Questions are due to the CS/CO by 02 April 2025, at 12:00PM EDT.

– Jennifer.Braaten@va.gov and Zachary.Penhollow@va.gov

Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D. 3 mailto:Jennifer_Braaten@va.gov mailto:Dawn.Schydzik@va.gov

Project Scope

• Project goal is to complete the Sterile Processing Services (SPS) Addition at the

Royal C. Johnson VAMC site located in Sioux Falls, S.D. per contract drawings and specifications.

– The Contractor shall completely prepare site for building operations, including demolition and removal of portions of existing structure, site construction and furnish labor and materials, equipment, management, supervision, tools and all other necessary resources and perform work to construct a Sterile Processing Service (SPS) Addition to Building #05 of approximately 8,916 Square Feet (SF) and renovate approximately 2,730 SF of existing Building #05 ground level Microbiology Lab, complete with landscaping, parking and roadwork as required by drawings and specifications.

– POP: 600 calendar days after Notice to Proceed (NTP)

4Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Proposal Instructions

• Section 2 Instructions begins on page 8

• Proposals due to CS/CO on or before:

– 18 April 2025, 12:00PM EDT (Amendment 0001)

– Jennifer.Braaten@va.gov and Zachary.Penhollow@va.gov

• Create three volumes (Vol. I: Technical, Vol. II: Price, and Vol. III: Administrative)

• Only proposals submitted via email will be accepted. See Section 2.8: Proposal

Requirements

• Make sure you verify receipt

• Pay attention to detailed requirements

• State the obvious

5Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

mailto:Jennifer.Braaten@va.gov mailto:Zachary.Penhollow@va.gov

Submission

• SF1442 - block 19 & 20 - Amendment Acknowledgement only and signature.

• Technical Proposal Requirements: Factor 1: Past Performance

• Price Proposal Requirements

6Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Factor 1: Project Challenges/Phasing and Schedule (Technical)

1. Factor 1, Project Challenges/Phasing and Schedule (Technical): Offerors must submit a narrative that clearly demonstrates their understanding of the challenges that are involved with this project and how to properly phase the project. Simply restating the requirements (copying and pasting from the solicitation) is not considered to be a demonstration of complete understanding of the challenges and phasing requirements. Rather, Offerors must show that they have analyzed the requirements and demonstrate the extent to which they understand the requirements across the body of the proposal, including:

- Anticipated construction hazards and safety measures to mitigate hazards.

- Alternate course(s) of action in the event items become non-conforming, whether it be material or time.

- How all utilities will be maintained to the hospital while integrating the new SPS, specifically the electrical utilities.

Prepare and submit a practical construction schedule showing all necessary work elements to complete the project identified under this solicitation. The schedule must be in the form of a progress chart of suitable scale to indicate appropriately the percentage of work scheduled for completion by any given date during the performance period. The submitted schedule must be developed using project scheduling software such as MS Project, Primavera, or any other comparable form.

Each Offeror's construction schedule shall assume a Notice to Proceed date of April 01, 2025, and must address the following at a minimum:

- Order of work elements to include project phasing, submittals, mobilization, excavation, construction/remodeling, punch list, de-mobilization.

7Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Factor 1: Project Challenges/Phasing and Schedule (Technical)

Continued

- Identification of separate work elements.

- Number of days for each work element.

- Identification of shipping and/or long lead time material availability.

- Identification of significant milestones due to winter work conditions.

- The VA’s review and approval of requests for information (RFI), submittals and other pertinent documents.

- Interruption of VA facility utilities, delivery of Government furnished equipment, rough-in drawings, project phasing and any other specification requirements.

The proposed schedule must include the activities which are consistent with those described within the project specifications and drawings and must not exceed the Government's maximum allowable performance period, as noted in Block 11 of the SF 1442. The project will start at the issuance of the notice to proceed (NTP). For scheduling purposes, assume the NTP will be issued April 01, 2025 (there is no guarantee the NTP will be issued within this timeframe).

Note: The schedule submitted with the offer should not be construed as the agreed upon schedule per FAR 52.236-15.

The contractor shall, within five (5) days after receiving the NTP, submit a revised schedule which will supersede the proposed schedule. The revised schedule will be subject to VA approval and must show the project being accomplished within the timeframe specified on the SF 1442.

8Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Factor 2: Past Performance Submit Past Performance information for a maximum of five (5) construction projects for the Offeror that best demonstrate their past performance on relevant projects in size, scope, and complexity to the RFP. Offerors may submit a Past Performance Questionnaire using the solicitation attachment (PPQ) or a Contractor Performance Assessment Reporting System (CPARS) rating report.

For purposes of this evaluation, a relevant project is further defined as new construction in an active medical campus or related environment involving but not limited to phasing over a long duration (over 365 days), working in winter weather, staffing a long-duration project that includes some evenings and weekends, and providing uninterrupted utility services. Projects shall have a minimum value of $20,000,000.00 and have been substantially completed within the past four (4) years of the date of issuance of this RFP. If the Offeror is a Joint Venture (JV), past performance shall be submitted for projects performed by each individual entity, and by the Joint Venture itself, if available.

9Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Factor 1: Project Challenges/Phasing and Schedule – Evaluation

• The Government will evaluate the extent to which the Offeror’s Construction Schedule and narrative descriptions demonstrate:

(1) offeror’s understanding of the challenges and risks specific to this project;

(2) a construction schedule that is realistic, appropriate, and efficient;

(3) clear and efficient critical path and logical sequencing;

(4) accounts for procurement lead-time, subcontractor/trade coordination, on-site storage and staging, resource and time constraints; and

(5) demonstrates risk mitigation and successful completion within the required period of performance, proposals that present lower levels of risk and will be more favorably rated. Proposals that do not demonstrate these attributes present higher levels of risk and will be less favorably rated.

10Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Factor 2: Past Performance – Evaluation

• Past performance will be evaluated on the quality of the Offeror’s past performance with respect to the projects provided. Past performance demonstrating higher levels of success and quality on recent and relevant projects similar in scope and magnitude to this solicitation present lower levels of risk and will be more favorably rated. Offerors should make every attempt to provide past performance for projects by furnishing a Past Performance Questionnaire completed by the customer or a CPARS rating, if applicable and available.

Contractors without relevant past performance or for whom past performance information is not available, will be rated neither favorably nor unfavorably on past performance. Past performance evaluations may also be conducted using information obtained from CPARS and any other sources deemed appropriate by the CO. Other sources may include, but are not limited to, inquiries of owner representative(s), Contractor Performance Assessment Reporting System (CPARS), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the Offeror.

11Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Price Proposal Requirements Carefully follow “Instructions, Conditions, and Notices to Offerors”. Standard form (SF) 1442 Solicitation Offer and Award (Construction, Alteration, or Repair) and the Pricing Schedule when submitting price offers. Submit a bid guarantee as set forth in the solicitation.

In addition to the Pricing Schedule, Offeror’s shall submit a complete Breakdown of the Division Pricing for Line Item 0001. The Division Pricing will be used to determine price reasonableness. The Government also reserves the right to use this Division Pricing breakdown as part of discussions during the competitive range, if they are required.

The prices must be Firm Fixed Price. The Offeror must take care not to include remarks that take exception to the Government’s Specifications/Drawings or pricing requirements or otherwise preclude the Government from evaluating the offer, which will result in the offeror’s proposal being rejected.

12Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Price Proposal - Evaluation

• The Offeror’s proposed price will be evaluated for completeness and price reasonableness. Price reasonableness will be established using any necessary price/cost analysis techniques in FAR 15.404-1, including but not limited to price competition information and the Independent Government Cost Estimate (IGCE), along with any other pricing tool deemed necessary.

13Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Reminder

• Questions are due to the CS/CO by 02 April 2025 at 12pm EDT.

• Proposals due to CS/CO on or before 18 April 2025, at 12pm EDT.

– Jennifer.Braaten@va.gov and Zachary.Penhollow@va.gov

• Solicitation and project documents are only changed with a formal amendment.

• Direct all inquiries to contracting until contract award. All inquiries will be redirected to COR.

14Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

POINTS OF CONTACT

Project Procured by PCAC Program Contracting Activity Central

Zachary E. Penhollow Contract Specialist (PCAC Team 9)

Zachary.Penhollow@va.gov

Jen Braaten Contracting Officer (PCAC Team 9)

Jennifer.Braaten@va.gov

Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.

Questions/Comments

• Please ask any project related questions not technical in nature

• Please provide feedback if you found this conference helpful

Thank you for your interest in VA and for joining us today!

16Project: 438-460 – Sterile Processing Services – Addition – Sioux Falls, S.D.