Pre-Quote Conf Site-Visit Agenda Minutes_20221220.docx

PRE-QUOTE CONFERENCE & SITE VISIT AGENDA & MINUTES

Notice ID: 36L79723Q0003

Washer Extractors, Flatwork Ironing System, and Lint Cleaning Blowdown System, Clarksburg, WV

Location Louis A. Johnson VA Medical Center 1 Medical Center Dr., Clarksburg, WV 26301

Conference Date/Time: Wednesday, December 14, 2022 at 9:00 a.m. Eastern Time

Jonathan Westergren; Contracting Officer (CO), shall chair the meeting. Along with Senior Contracting Officer, Monique Lara.

INTRODUCTION

This is a pre-quote conference for Notice ID: 36L79723Q0003 for Washer Extractors, Flatwork Ironing System, and Lint Cleaning Blowdown System, located at the Louis A. Johnson VA Medical Center, 1 Medical Center Dr., Clarksburg, WV

The Pre-Quote Conference allow prospective offerors the opportunity to tour the facility and to view the existing site conditions for the installation of the required laundry equipment this is essential to prospective offerors to see what challenges will arise in conjunction with the required equipment.

The scheduling of this Pre-Quote Conference was issued in the Special Notice in SAM.gov on November 8, 2022 and updated on December 8, 2022.

The agenda for the conference shall be as follows:

1. Conference attendance sign-in sheet and agenda handout

2. Introduction of the Government Team and their roles and responsibilities

3. Administrative matters

4. Instructions on submission or quotes

5. Basis tor Award

6. Discussion of important requirements of the solicitation

7. Questions from potential offerors (contractors are asked to hold all questions until this question-and-answer period)

8. A site visit/walk through immediately following the question-and-answer period.

NOTE: Please be advised that anything discussed at the conference shall not be interpreted as binding, as only the contents of the solicitation when it becomes available will become binding upon award to the winning contractor. All subsequent amendments to the solicitation will be binding as well and posted to SAM.gov. If there are any inconsistencies between the pre-quote briefing and the upcoming contract solicitation, the contract solicitation governs. During the walk through, pictures of the area(s) requiring work are allowed. However, pictures of VA personnel are not allowed. Any questions need to be asked loudly for all to hear and in front of the group.

CONFERENCE ATTENDANCE AND HAND-OUTS

· There is a sign-in sheet being passed around, please ensure you fill it out completely.

· All attendees should have received a copy of this agenda.

· Please note that the agenda will be published to SAM.gov.

GOVERNMENT TEAM

· Senior Contracting Officer- Monique Lara; (708) 786-4987; Monique.lara@va.gov

· Contracting Officer- Jonathan Westergren; (708) 786-4959; jonathan.westergren@va.gov

ADMINISTRATIVE MATTERS

A. CONFERENCE PURPOSE

The purpose of the pre-quote conference is to provide potential offerors with general information about the forthcoming solicitation. It is not intended to be a comprehensive description of all requirements of the forthcoming solicitation & subsequent award, but to describe the requirement and highlight some specific sections of the forthcoming solicitation.

Any oral responses to questions raised during the conference are not to be construed as an official answer. All questions presented prior to, during, and after the meeting, as well as the official answers, will be documented in writing via an attachment to the special notice posted on SAM.gov.

B. QUESTIONS & ANSWERS

Any questions must be submitted in writing to the Contracting Officer, Jonathan Westergren, at jonathan.westergren@va.gov. The deadline for submitting questions is 12:00 p.m. Central Time, Wednesday, December 28, 2022.

NOTES/Questions:

1. Question: The existing Staph Barrier Wall, on the soiled side the chemicals currently reside on the right side of the wall. Can the chemicals be moved to the opposite side of the wall, where the utility sink is currently located.

Answer: Yes, the chemicals and its dispensing mechanism can be placed on the opposite wall, barring removal of a current utility sink. The Staph Barrier Wall will be updated on the Technical Specifications to reflect movement of the chemicals to the left side of the wall.

2. Question: The Technical Specifications for 400/500 LB Washer Extractor, Staph Barrier Wall for Washer Extractors section, paragraph 5, refers to a sliding door added to the Staph Barrier Wall. Can bifold doors be considered?

Answer: Technical Specifications will be updated to include sliding/bifold doors, dependent on proper egress dimensions.

3. Question: Confirm if the Flatwork Ironing Systems require, “... a built-in vacuum system for large pieces”?

Answer: No, there will be no vacuum assist for the spreader feeder line. Technical Specifications will be updated to reflect the removal of, “The spreader feeders shall include a built-in vacuum system for large pieces.”

4. Question: The Technical Specifications for the Lint Cleaning Blowdown Fan System has the Electrical Specifications of 480 volts, please confirm the voltage.

Answer: The Electrical Specification Lint Cleaning Blowdown Fan System is 208 volts; the Technical Specifications will be updated to reflect the voltage.

10. Question: Will there be room to have a platform to work on the pipes in the ceiling to limit the risk of using ladders?

Answer: No, there’s no room for a platform.

Further Site Visits: Contact Gary Hardesty (Assistant Chief, EMS)

Pre-Quote Conference End Time: 12:21p EST

Site Visit End Time: 12:21p EST