Phase 1 Procurement pre-bid meeting minutes 2026 03 24.pdf

IRS Martinsburg Electronic Computing Center Roof Replacement Project Solicitation 47PB5126R0019 Phase 1 Pre-Bid Conference & Site Walk Minutes

Date: 3/24/2026 Time: 1:30 PM EST Location: IRS ECC Facility https://sam.gov/workspace/contract/opp/7d3f0028a32b4164bada841103677119/view

Attendance

Name Company

Jonathan Plotkin GSA

Emily Davis GSA

Jacob Yates WDP

Will Griffin WDP

Trevor Weilbach WDP

Jean Steele AECOM

Bill Weyers AECOM

Chris Bunting IRS

Jordan Owens AODRBTJV

Robin Smith Inland Construction & Engineering, Inc.

Jennifer Stone SAW Contracting, Inc.

Cody Smith Wolf Creek Contractors, LLC

Corey Strimer Wolf Creek Contractors, LLC

David Powell Progressive Roofing

Valentine Lentz RSSI Roofing Company

Joshua Houghton H2 Construction, Inc.

Taylor Hoeltje H2 Construction, Inc.

Joe Cotter Vertex Roofing

Alejandro Palma Capital Trades, LLC

Philip Smith Miami Wiipica https://sam.gov/workspace/contract/opp/7d3f0028a32b4164bada841103677119/view

Attendance (continued)

Name Company

Mike Strader Centimark

Augustus Strader Centimark

Brice Baker GBOSS

Dale Pasley Portico Services

Derek Buzzo Portico Services

Collin Fannin Ritz Construction, Inc.

Nick Ott Houck

Andy Anglia Houck

Cameron Wedgwood Competition Roofing, Inc.

Elijah LaPoint Modern Roofing

General Services Administration Office of Program and Project Management Capital Projects East Division www.gsa.gov

1. Agenda

1.1. Project Overview

1.2. Proposal Process

1.3. Key Milestones

1.4. Q&A

1.5. Site Visit

2. Project Partners/Introductions

2.1. General Services Administration

2.2. IRS

2.3. WDP (A/E)

2.4. AECOM (CMa/BECxP)

3. Project Scope The overall roof replacement is about 190,000 SF, including the 2011 MEP addition, across the four primary buildings (office and auditorium, data center (including link between them), warehouse, and MEP addition. In general, the existing roofs consist of ballasted protected membrane roofs (PMR) over structurally sloped concrete slabs.

There are also three small awning roofs, totaling roughly 1,300 SF, which consist of EPDM over structurally sloped metal decks, rather than PMR over concrete, and one elevator overrun roof consisting of modified bitumen. The scope of work generally involves the following:

● Replace existing PMR, coping, flashing, expansion joints, skylights, and other roofing accessories;

● Replace lightning protection systems;

● Replace existing rooftop unit structural cross bracing;

● Replace existing EPDM awning roofs;

● Replace existing elevator overrun roof;

● Install new fixed exterior access ladders; and

● Install new fall protection system throughout building perimeter.

4. Options and Allowances

4.1. Option 1

Include reroofing the MEP addition using the same BOD as in base scope.

4.2. Option 2

Install fixed exterior access ladders.

4.3. Option 3

Install fall protection throughout the entire building perimeter.

4.4. Allowances

Concrete repair details beyond standard substrate preparation for waterproofing.

General Services Administration Office of Program and Project Management

4.5. Changes between 95% and 100% CD package

Options 1, 2, and 3 will be combined into the base scope. Several concrete repair details and a schedule showing quantities will be provided; concrete repairs should be priced on a unit cost basis. An add alternate to replace HRA roofing with spray-applied polyurea roofing (including a spec and sample details) will be included.

5. Period of Performance

● 12 months from Notice to Proceed (NTP) to Substantial Completion. This includes all pre-mobilization badging requirements.

6. Work Conditions/Site Requirements

● The work will generally be performed on the exterior of the building. Contractors shall limit their presence inside the building to the maximum extent feasible.

Internal building access will be required for a very limited scope; however, site superintendents and other responsible parties are expected to perform internal walks throughout open access locations to assess interior conditions during construction. Vehicles that require security searches (large trucks, deliveries, sanitation disposal, etc.) are limited to M-F, 7A-3P, excluding federal holidays.

Site egress outside of those times is allowed.

● The building is located on a secure site. HSPD-12 Tier 1 clearances and PIV cards will be required for all personnel involved with the project. Minimum 2 business days of notice are required for all visitors to the facility throughout the construction duration.

7. Procurement Process

7.1. Phase 1

● This procurement is being conducted under FAR Part 15 (GSA Class Deviation RFO-2025-15) using a two phase selection process.

● One contract will be awarded using competitive negotiation.

● In Phase 1, the Government will evaluate all technical proposals and establish an "advisory short-list" that ranks all Phase 1 Offerors. Phase 1 Offerors will be notified of their ranking by the Government; however, this ranking does not impact Offerors’ ability to submit a proposal for Phase 2.

7.2. Phase 2

● In Phase 2, GSA will evaluate all price proposals, conduct interviews, and perform a best value trade-off analysis in accordance with FAR 15.103-1 and 15.2 (GSA Class Deviation RFO-2025-15).

● All responsible sources may submit a Phase 1 and Phase 2 proposal.

Phase 1 Offerors may choose not to submit Phase 2 proposals based on their rankings determined by the Government.

● If the Contracting Officer determines that the number of proposals exceeds the number at which an efficient competition can be conducted, General Services Administration Office of Program and Project Management the Contracting Officer may limit the number of proposals to the greatest number that will permit an efficient competition among the most highly rated proposals, in accordance with FAR 15.204-1(b) (GSA Class Deviation RFO-2025-15).

8. Questions/RFI Process (Phase 1)

● Any questions requiring a formal answer today must be submitted in writing using the RFI submission form.

● Submit all questions regarding Phase 1 to the Contracting Officer via email to ching.hung@gsa.gov (cc jonathan.plotkin@gsa.gov and emily.m.davis@gsa.gov) on or before March 30, 2026 using the Request For Information (RFI) submission form issued as part of the solicitation attachments.

● All responses provided by GSA will be posted to SAM.GOV as an Amendment to the Solicitation. We will attempt to expedite our responses as quickly as possible.

9. Receipt of Offers (Phase 1)

● Proposals must be sent to the Contracting Officer via email to ching.hung@gsa.gov by April 16, 2026, no later than 2:00 PM EST.

● Offerors must submit their proposal on time to be considered. No late proposals will be accepted.

10. Evaluation of Offers (Phase 1) The following non-price factors shall be used to evaluate offers:

● Factor 1 – Prior Experience on Relevant Projects(40%)

● Factor 2 – Project Management Plan and Approach (30%)

● Factor 3 – Past Performance on Relevant Projects (30%)

Non-Price Factors, when combined, are significantly more important than Total Evaluated Price.

11. Price Proposals (Phase 2)

● Price Proposals are not being submitted as part of Phase 1. Only Technical proposals will be evaluated in Phase 1. Pricing will be submitted in Phase 2.

● A pricing sheet that will need to be used by offerors and the 100% CDs and SOW will be provided via Amendment in Phase 2.

12. Method of Award

● GSA will award a contract to the Offeror whose proposal is considered to be the best value to the Government with respect to technical merit and price.

13. Q&A (Note that all responses are informal and RFIs should be submitted for any official questions. Responses indicated in italics)

● Timeline? Phase 1 is targeted for 1-1.5 months. Target Phase 2 drawings issuance early June

● Will there be another pre-proposal visit prior to Phase 2? There is currently no

General Services Administration Office of Program and Project Management Capital Projects East Division www.gsa.gov mailto:ching.hung@gsa.gov mailto:jonathan.plotkin@gsa.gov mailto:emily.m.davis@gsa.gov mailto:ching.hung@gsa.gov scheduled site visit prior to phase 2. If there is a need, please RFI this.

● Is this a small business set aside? Yes

● Picture requirements for this site visit? Per Chris Bunting (IRS), please do not take photos while onsite. If a photo is needed, please request Chris to take the photo. Requested photos are attached to these minutes.

● Will minutes be distributed? Yes

● Bond requirements? Reference the solicitation

Office of Program and Project Management

Office of Program and Project Management

Office of Program and Project Management

Office of Program and Project Management

Office of Program and Project Management

Office of Program and Project Management

Office of Program and Project Management