WV IDIQ Pre-Proposal Conference Meeting Minutes 9-3-25.pdf

GSA Mid-Atlantic Region

Public Buildings Service

General Services Administration

100 S. Independence Mall West

Philadelphia, PA 19106

Pre-Proposal Conference Meeting Minutes West Virginia and Western VA IDIQ Multiple Award Term Contracts

Solicitation Number: 47PD1025R0028 Wednesday, September 3, 2025 - 2:00 PM

1. PURPOSE

The purpose of this conference is to provide a clear understanding of the solicitation requirements, scope of work and drawings. All RFIs must be submitted via email to kim.desant@gsa.gov and danyel.herdman@gsa.gov, no later than 3:00 p.m. on September 12, 2025.

2. AMENDMENTS

An amendment will be issued, covering pertinent questions and answers addressed here today. If any questions cannot be answered today, they will also be covered in the amendment. All amendments must be acknowledged with your proposal. Amendments can be acknowledged on the SF1442.

Remember to base your proposals on the Solicitation and Amendments to the solicitation as issued.

Nothing said at this conference can be interpreted as a modification to this solicitation unless it is issued as a formal amendment.

3. SCOPE OF WORK

The General Services Administration (GSA), Region 3, has identified a need for a Multiple Award, Indefinite Delivery/Indefinite Quantity (IDIQ) contract vehicle for the provision of repair and alteration construction services, with design-build capabilities, to all locations, owned and leased, in the geographic areas of:

1. The State of West Virginia

2. The western half of the State of Virginia (including the counties of Alleghany, Bland, Botetourt, Carroll, Craig, Dickenson, Floyd, Franklin, Frederick, Giles, Grayson, Henry, Lee, Patrick, Pulaski, Roanoke, Russell, Scott, Smyth, Tazewell, Washington, Wise, and Wythe, and the independent cities in Virginia of Bristol, Covington, Galax, Martinsville, Norton, Radford, Roanoke, and Salem).

The services were previously provided under a multiple award, indefinite-delivery/indefinite-quantity (IDIQ) contract vehicle that consisted of four (4) awards made to small businesses. The new replacement IDIQ contract anticipates awarding three (3) to five (5) contracts to small businesses.

mailto:kim.desant@gsa.gov mailto:danyel.herdman@gsa.gov

The individual orders to be placed under the contracts will generally range in value from the

Simplified Acquisition Threshold (as of Oct. 1, $350,000) to the prospectus threshold (as of

Oct. 1, $3.961M); however, there may be individual orders with lower or higher costs placed against this contract, if in the Government’s interest to do so. The contract duration will be one

(1) base year with four (4) one-year options, with the possibility of an extension of performance up to an additional six (6) months, in accordance with FAR 52.217-8. The guaranteed minimum for this IDIQ contract shall be $2,500.00. The aggregate maximum order limitation (MOL) is

$20,000,000.00 for the entire duration of all contracts awarded as a result of this solicitation. In other words, there is no single MOL per contractor, nor a single MOL per year, other than the

MOL of the entire contract.

Services under this contract will include general repair and alteration services to Government-owned and leased facilities as identified in the solicitation. This contract may also be used to procure design- build task orders. Projects will be evaluated separately on a task order basis and offerors may be required to submit additional information pertaining to their ability to successfully perform these projects as necessary and required.

4. APPLICABLE CONDITIONS

A multiple award IDIQ is the recommended contract vehicle due to the size and complexity of the work to be performed under this requirement.

The period of performance for the IDIQ Term contract shall be as follows:

Base year: 04/14/2026 – 04/13/2027

Option Year 1:04/14/2027 – 04/13/2028

Option Year 2:04/14/2028 – 04/13/2029

Option Year 3:04/14/2029 – 04/13/2030

Option Year 4:04/14/2030 – 04/13/2031

At the time of Contract Award – the exact pricing and quantity of supplies and services cannot be determined. Therefore, each task order issued under this term contract will include independent pricing and a respective scope of work.

The awarded Contractor shall provide all management, supervision, labor, supplies, equipment, and shall plan, schedule, coordinate, and assure effective performance.

5. NAICS CODE

236220, Commercial and Institutional Building Construction and the small business size standard is $45 million.

6. ESTIMATED PRICE RANGE

The individual orders to be placed under the contracts will generally range in value from the

Simplified Acquisition Threshold (currently $250,000) to the prospectus threshold (currently

$3.926M); however, there may be individual orders with lower or higher costs placed against this contract, if in the Government’s interest to do so. The guaranteed minimum for this IDIQ contract shall be $2,500.00. The aggregate maximum order limitation (MOL) is $20,000,000.00 for the entire duration of all contracts awarded as a result of this solicitation. In other words, there is no single MOL per contractor, nor a single MOL per year, other than the MOL of the entire contract.

The estimated price range for the Sample project is between $500,000 and $1M.

7. METHOD OF AWARD/CONTRACT TYPE

GSA will award three (3) to five (5) Firm Fixed Price IDIQ contracts to small businesses for

Construction Services in response to this solicitation.

8. PERFORMANCE PERIOD

The initial contract base period shall be for a period of twelve (12) months from the date of the contract award with four (4) one-year option periods in accordance with FAR 17.2. Task Orders may be placed under the contracts from the date of award through the expiration date of the

Indefinite Delivery Indefinite Quantity (“IDIQ”) contracts or until the MOL is reached.

For Individual Task Orders:

Once a task order is awarded, Performance and Payment bonds must be received by the contracting office within 10 days. Upon approval, Notice to Proceed (NTP) will be issued on or about two weeks after award.

Commencement. The Contractor shall commence performance of the Work within 10 days after the Contractor receives the NTP.

Substantial Completion. The Contractor shall achieve Substantial Completion of the Work, as that term is defined in the Agreement, no later than (TBD at task order level) calendar days from issuance of the NTP.

Contract Completion. The Contractor shall achieve Contract Completion, as the term is defined in the Agreement, within (TBD at task order level) calendar days of Substantial Completion.

For the Sample project, the completion period is 365 calendar days.

9. LIQUIDATED DAMAGES

Liquidated damages will be determined for each individual task order.

The liquidated damages for the Sample project are $251 per calendar day.

10. DAVIS BACON

It is noted that the Davis Bacon Act is to be adhered to for this contract. Contractors are to pay the minimum wage and fringe benefits required by the wage determination in the solicitation package for each individual task order.

In accordance with Executive Order 12989, contractors are to comply with all immigration laws.

Any contractor who is suspected of hiring illegal aliens will be reported to the INS. Determination that the contractor has violated the above referenced Executive Order may result in suspension and debarment.

The Sample project Wage Determination is WV20250034, Rev. 7, dated 06-06-2025.

11. REPS AND CERTS

Offerors are required to complete the annual representations and certifications electronically via the Online Representations and Certifications Application (ORCA) at the System for Award

Management (SAM) website at:

https://www.sam.gov/portal/public/SAM/

After reviewing the ORCA database information, the offeror must verify by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months and that they are current, accurate, complete and applicable to this solicitation.

12. PROPOSAL SUBMISSION

The offer is due no later than 2:00 PM local time on the following date at the following email address:

Date: October 3, 2025

E-Mail Address: kim.desant@gsa.gov and danyel.herdman@gsa.gov

It is strongly suggested that the offeror confirm receipt of the email offer submission via email to the Contract Specialist/Contracting Officer. Please be advised that due to email system constraints, attachments cannot exceed a total of 25MB.

The Government will make award to the responsible contractors whose offers conform to the solicitation and are most advantageous to the Government, cost or price and technical factors listed in the solicitation considered. For this solicitation, the combined weight of the technical evaluation factors is significantly more important than the total evaluated price. Award may be made without negotiation of proposals; therefore, offerors will be requested to submit initial proposals to the Government on the most favorable terms from a technical and price standpoint. The Best

Value Continuum Concept (FAR 15.101) will be utilized as the method of selecting the proposal that represents the greatest value to the government.

https://www.sam.gov/portal/public/SAM/ mailto:kim.desant@gsa.gov mailto:danyel.herdman@gsa.gov

For this procurement, the non-price evaluation criteria that will be used in selecting the firms are as follows in descending order of importance:

1. Prior Experience on Relevant Projects

2. Past Performance on Relevant Projects

3. Management Plan

Project Bonding Capacity is not a technical or non-price factor. Project Bonding Capacity – This will be used as part of the responsibility determination to assess the offeror’s ability to provide an offer guarantee and performance and payment bonds sufficient to cover the maximum estimated value on an individual task order basis under this IDIQ contract. For this procurement, the minimum amount to be covered by the bonding is $3 million per task order. Failure to provide evidence of adequate bonding capacity will render the proposal unacceptable and will not be further evaluated. Price shall be evaluated but will not be rated. The pricing proposal will be based upon the offered total evaluated price of the Sample project.

What to submit with your proposal:

The separate Price Proposal file shall consist of the following:

● Signed Standard Form 1442 with all amendments acknowledged

● Completed and signed offer sheet for the Sample project

● Evidence of Bonding Capacity

● GSA Form C301, Representations and Certifications

● GSA Form 527, Contractor’s Qualifications and Financial Information

● If applicable, Joint-Venture Agreement and any Mentor-Protégé

Agreements

The separate Technical Proposal shall include the information requested below for the non-price factors, listed in descending order of importance:

• Prior Experience on Relevant projects

• Past Performance on Relevant projects

• Management Plan

Please see the Solicitation document (C201) for the requirements for each of the above referenced technical evaluation factors.

13. BONDING REQUIREMENTS

A bid bond is required for each individual task order. A bid bond in the amount of 20% of the proposed price must be submitted along with the actual bid.

Once a task order is awarded, Performance and Payment bonds must be received by the contracting office within 10 days. Upon approval, Notice to Proceed (NTP) will be issued on or about two weeks after award.

A Bid bond, as well as Performance and Payment bonds, are NOT required for the Sample project.

14. INSURANCE REQUIREMENTS

After the IDIQ contract award, the contractor must furnish the Contracting Officer with a current

Certificate of Insurance, listing the Government as co-insured party and meeting the requirements specified in this solicitation. The contractor may not begin actual work on site until this certificate has been received and found acceptable.

15. SECURITY REQUIREMENTS

All contractor personnel will be required to undergo background checks and fingerprinting to obtain security clearances, in accordance with Homeland Security Presidential Directive / HSPD-

12. Contractor personnel will not be granted access to the facility without such clearances. The contractor will obtain the clearance forms from the property manager or project manager.