Site Visit Agenda - 636-810- Iowa City.pdf

Pre-Proposal Conference and Site Visit Project # 636-810: Replace Building for Storage- Design Build- Iowa City, IA

Solicitation Number 36C77624R0140 November 13, 2024

2:00pm EST

Agenda

1. Welcome: Greetings & Introductions

a. Government personnel

• Contract Specialist: Skye Budney

• Contracting Officer: Jen Braaten

• COR: Ben Kopinski

b. Attendee Introductions

• Name, firm, if you’ve participated in a design-build previously.

c. Make sure to sign the sign-in sheet. A copy of the site visit sign in sheet will be provided as an amendment to the solicitation and posted to: Sam.gov.

2. Goals

a. Provide potential Offerors an opportunity for thorough site investigation, see Appendix A below

(FAR 52.236-3)

b. Provide Offerors an opportunity to gain a better understanding, ask questions, interface, and receive clarity and contacts.

c. Encourage questions and clarifications at any time.

d. You must submit questions in writing 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.

Please note that any verbal exchange at this site visit does not constitute a change to this solicitation.

3. Solicitation Information (Summary details. See RFP for official details).

a. 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). Offerors must be certified at the time of submission of proposals and time of award.

b. The NAICS Code is 236220: Commercial and Institutional Building Construction (Small Business Size Standard $45 million)

c. The Period of Performance for the project is 339 calendar days after receipt of Notice to Proceed

(NTP).

d. The VAAR range of magnitude for the project is between $2 and $5 Million.

e. Price Schedule – 2 CLINs – Design and Construction (page 6 of RFP).

4. Evaluation

a. Request for Proposal (RFP) IAW FAR Part 36.3Two-Phase Design Build Selection Procedures and

FAR part 15 – Contracting by Negotiation.

b. Proposal format submission requirements are located in the solicitation starting on page 8 –

Instructions, conditions, and other statements to bidders/offerors.

C. Tips for submitting design-build (DB) proposals.

1. DB phase 1 is looking for the most highly qualified firms. Pay attention to the details requested in the Technical and Past Performance Volume.

Pre-Proposal Conference/Site Visit

2. Review the instructions and the evaluation criteria. The instructions will tell you what to submit and the evaluation will tell you how it will be graded.

3. Be direct. Be clear. It’s beneficial to state the obvious.

4. Make sure to double-check your business volume. Ask CS/CO questions if you’re not sure.

5. Bonds are not required in phase 1. This will occur in Phase 2. The business volume in Phase 1 does require a surety letter for the Government to review bonding capacity.

D. DB Phase 2

1. Phase 2 is invitation only. Up to 5 offerors are allowed to advance to Phase 2.

2. Anyone who submits a proposal in Phase 1 will be notified by email if they are selected to advance.

3. Estimated timeline for Phase 2 notification is December 27.

5. Questions

a. Solicitation and project documents are only changed with a formal amendment. Make sure scope/RFIs are captured.

b. Submit all technical questions in writing as outlined in the solicitation. All verbal communication is considered unofficial and for general information sharing only. Responses to technical questions will be posted in a timely manner as an amendment to the solicitation on sam.gov. Please confirm receipt of all amendments in RFP responses.

c. The site walk through will be done as a group. Do not break-off and ask questions to the COR or any other VA staff member individually.

d. Site will provide any additional guidelines on photos/video that supplements VA Photography Policy, which states that photos taken may not include any patients, staff, visitors, etc., within the frame of the photograph.

6. Timelines

a. Questions are due to the CS/CO by November 20, 2024 at 12pm EST.

b. Proposal is due to CS/CO on or before December 10, 2024 at 12pm EST.

c. Direct all inquiries to contracting until contract award (contacts below). All inquiries to the COR will be redirected to contracting.

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

8. Site Walk – Directed by COR.

9. Contacts - Submit all questions to CS/CO team via email at Skye.Budney@va.gov and

Jennifer.Braaten@va.gov.

Appendix A

(FAR 52.236-3) Site Investigation and Conditions Affecting the Work (Apr 1984)

(a) The Contractor acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work, and that it has investigated and satisfied itself as to the general and local conditions which can affect the work or its cost, including but not limited to (1) conditions bearing upon transportation, disposal, handling, and storage of materials; (2) the availability of labor, water, electric power, and roads; (3) uncertainties of weather, river stages, tides, or similar physical conditions at the site; (4) the conformation and conditions of the ground; and (5) the character of equipment and facilities needed preliminary to and during work performance. The Contractor also acknowledges that it has satisfied itself as to the character, quality, and quantity of surface and subsurface materials or obstacles to be encountered insofar as this information is reasonably ascertainable from an inspection of the site, including all exploratory work done by the Government, as well as from the drawings and specifications

Pre-Proposal Conference/Site Visit made a part of this contract. Any failure of the Contractor to take the actions described and acknowledged in this paragraph will not relieve the Contractor from responsibility for estimating properly the difficulty and cost of successfully performing the work, or for proceeding to successfully perform the work without additional expense to the Government.

(b) The Government assumes no responsibility for any conclusions or interpretations made by the Contractor based on the information made available by the Government. Nor does the Government assume responsibility for any understanding reached or representation made concerning conditions which can affect the work by any of its officers or agents before the execution of this contract, unless that understanding or representation is expressly stated in this contract. (End of clause)