Attachment C - Site Visit Instructions.docx

Site Visit Annual Gas Systems testing, inspection, certification, and maintenance services:

A site visit will be conducted for this requirement. The site visit is for the benefit of all offerors and is not being included in the solicitation to accommodate any one or more offerors for this requirement. The date/time for this site visit was chosen at random and is solely based on site availability and the availability of the facility personnel who will be conducting this site visit. It is recommended (but not required) that all interested and eligible offerors attend this site visit. As a site visit can be beneficial to potential offerors, offerors are encouraged to take advantage of this site visit opportunity. This site visit is being conducted to give interested offerors an opportunity to visually survey the equipment listed below so that they can better familiarize themselves with requirements when preparing and submitting their offer in response to this solicitation.

Purpose: The overall purpose of this requirement is for Annual Medical Gas Systems testing, inspection, certification, and maintenance services for the Spokane VA Medical Center.

Scope: This site visit is for viewing purposes only and is intended to give potential offerors a “first hand” look of the locations of equipment, the site itself, and the environment in which future services will be conducted. Attendees shall not expect a “hands on” experience. Attendees will also not be permitted to touch, handle, operate, use, maintain, or service any of the equipment listed above and referenced in this solicitation. Photography is not permitted during the site visit. Training will not be provided or conducted during the site visit. Contractors will also not be given instructions or guidance on how equipment should be serviced or maintained.

DURING THE COURSE/CONDUCT OF THE SITE VISIT VENDOR QUESTIONS WILL NOT BE ANSWERED OR ADDRESSED. A VHA EMPLOYEE ESCORT WILL BE REQUIRED AT ALL TIMES.

QUESTIONS ABOUT THIS SOLICITATION SHALL BE SUBMITTED IN ACCORDANCE WITH THE INSTRUCTIONS LISTED IN THE SOLICITATION AND SHALL BE SUBMITTED WITHIN THE TIME WINDOWS SPECIFIED TO derek.crockett@va.gov on or before 08/28/25 at 13:00 PST.

The terms and conditions of this solicitation shall remain the same despite an offeror’s inability or unwillingness to attend this site visit when scheduled. An alternate site visit date or an additional site visit opportunity shall not be provided to offerors who can’t or who don’t attend the single site visit that is planned for this requirement. Minutes, records, or proceedings to include “I couldn’t attend, what did I miss?” type of information shall also not be provided to any offeror once the site visit has been concluded.

Date: The site visit will be conducted on the following dates and times:

08/26/2025 from 08:00 a.m. to 12:00 p.m.

Location: The location of the site visit is as follows:

Spokane VA Medical Center 4814 N. Assembly Street, Basement of building 1, room D008G Spokane, WA 99205

USA

It is recommended that attendees be punctual and arrive no later than 10 minutes prior to the start time to allow for unexpected delays or occurrences. The site visit is expected to start on time and when scheduled. Special accommodations will not be made for late attendees to include waiting for potential attendees to arrive at the rallying point.

Parking: While it is expected that parking will be available the Spokane Campus, free/no cost parking is not guaranteed and parking fees incurred by site attendees will not be reimbursed.

Site Access (Contractor Responsibilities): Access to the medical facility (to include access to site visit areas) is restricted and is only open to authorized personnel. As the medical facility is not a public building (with open and unrestricted access), arrangements must be made by site visit coordinators in advance so that proposed attendees can be granted the appropriate accesses to the facility and site areas. Interested contractors who wish to attend the site visit shall provide a by name of list of their attendees to both:

Email derek.crockett@va.gov, Emilio.Carrillo@va.gov , no later than 24 hours before each scheduled date being requested for attendance.

Personal Protective Equipment (PPE): Site visit attendees must wear the appropriate personal protective equipment for the enviornment. Personal Protective Equipment (PPE) shall not be provided by the Government to site visit attendees. The government will not be liable for injuries that occur to site visit attendees which occur as a result of a site visit attendee NOT wearing the recommended Personal Protective Equipment (PPE).

Point of Contacts:

Derek Crockett; derek.crockett@va.gov, Emilio Carrillo; Emilio.Carrillo@va.gov – Shall be contacted for questions about the site visit only (i.e. attendee participation, attendee sign up, site visit access, site visit parking, etc.).

Questions about the solicitation or questions that arise during or after the site visit has been completed shall be submitted to Contracting in accordance with submittal instructions and due dates that have been provided in the solicitation. Please contact the appropriate person for questions/matters/concerns about this solicitation and/or the site visit.

Derek.Crockett@va.gov - Shall be contacted for questions about the solicitation that are not site visit related.