S04 - Site Visit Agenda - Hines.pdf
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- Attached to
- EHRM Installation of DDPO2 - Hines, IL
- Solicitation number
- 36C77626Q0210
About this file
This document is a site visit agenda for a federal construction solicitation issued by the Department of Veterans Affairs for the Electronic Health Records Management (EHRM) Installation of DDPO2 at Hines VA Medical Center in Hines, Illinois, scheduled for May 26, 2026 at 11:00 AM Central Time.
The solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns under NAICS Code 236220 (Commercial and Institutional Building Construction). All offerors must be certified as SDVOSBs by the U.S. Small Business Administration and listed in the SBA Small Business Search database at both proposal submission and time of award. The procurement is issued as a Request for Proposal (RFP) in accordance with FAR Part 12. The solicitation closing date is June 16, 2026 at 12:00 PM ET, with a technical question cut-off date of June 2, 2026 at 12:00 PM ET. Technical questions must be submitted in writing to Jessica Stevenson (Contract Specialist) and Joelle Mascarenas (Contracting Officer), with responses posted as amendments on SAM.gov. Proposals must be submitted electronically via email, and the bid bond must be included as part of the electronic submission rather than as a separate hard copy. The project performance period is 90 calendar days after receipt of the Notice to Proceed. The agenda includes opening remarks and introductions, a COR presentation covering drawings and specifications, and a group site walkthrough led by the Contracting Officer's Representative, Javier Martinez.
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EHRM Installation of DDPO2 – Hines VA Medical Center, Hines, IL
Site Visit Agenda 5-26-26 - 11:00 AM (CT)
1. Open meeting & Introductions (Sign in sheet)
a) Contract Specialist: Jessica Stevenson
b) Contracting Officer: Joelle Mascarenas
c) COR: Javier Martinez
2. Solicitation Information
a) Please note that any verbal exchange at this site visit does not constitute a change to this solicitation. Only amendments constitute a change. Only questions received in writing and answered via solicitation amendment will be deemed official.
b) This solicitation is set-aside for SDVOSB concerns under NAICS Code 236220 Commercial and Institutional Building Construction.
c) 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 offerors must be certified as SDVOSBs by the U.S. Small Business Administration (SBA) and listed in the SBA Small Business Search database at time of offer submission and time of award. Failure to be BOTH visible and verified at the time of proposal submission and time of award will result in the offeror’s proposal being deemed unacceptable and ineligible for award.
d) Request for Proposal (RFP) in accordance with FAR Part 12
e) Solicitation Closing Date: June 16, 2026 at 12:00 PM ET
f) Cut-off date for technical questions is June 2, 2026 at 12:00 PM ET
g) Technical Questions after the Cut-Off date will be reviewed, but the VA does not guarantee that they will be answered. Only questions received in writing and answered via emailed solicitation amendment will be deemed official.
h) Please submit all technical questions to email Jessica.stevenson3@va.gov and Joelle.mascarenas@va.gov
i) 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.
j) Proposal format submission requirements are located in the solicitation.
k) Only electronic copies of the proposals will be accepted via email to Jessica.stevenson3@va.gov and
Joelle.mascarenas@va.gov
l) Please be advised that the bid bond shall be submitted as part of the electronic proposal submission. An original hard copy of the bid bond is NO LONGER required.
m) Ensure that the Limitations on Subcontracting are included in your proposal as required per the Instructions to Offerors.
n) The Period of Performance for the project is 90 calendar days after receipt of NTP.
o) A copy of the site visit sign in sheet will be provided as an amendment to the solicitation and posted to:
sam.gov.
3. Questions
a) Please submit all technical questions in writing as outlined in the solicitation. All verbal communication is considered unofficial and for general information sharing only.
b) 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.
c) Site will provide guidelines on photos.
d) Are there any questions concerning this solicitation that I can clarify?
4. COR Presentation: Provide general review of the job and review of any important Drawings and Specifications, unique requirements and site-specific items.
5. Site Walk Through: COR will lead.
mailto:Jessica.stevenson3@va.gov mailto:Joelle.mascarenas@va.gov mailto:Jessica.stevenson3@va.gov mailto:Joelle.mascarenas@va.gov
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