Site Visit_Letter of Instruction For Potential Site Visit Attendees.docx

Site Visit For XXXXXXXXXXXXXXXXXXXXX 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 (also listed in the Statement of Work (SOW) within this solicitation) so that they can better familiarize themselves with Statement of Work (SOW) requirements when preparing and submitting their offer in response to this solicitation.

Purpose: The overall purpose of this requirement is to provide XXXXXXXXXXXXXXXXX for Government owned equipment for the name of facility. The site visit involves the equipment listed below.

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. (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 the point of contact indicated).

The terms and conditions of this solicitation (to include Statement of Work requirements) 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 date and time.

Location: The location of the site visit is as follows: list location to include name of facility and full address. All of the equipment to be maintained is located in various areas at this address.

Time: The site visit will begin at 9:00 a.m. (CDT, New Orleans, LA), at Building and Room Number.

Duration: The site visit is expected to last no more than three (3) hours from 9:00 a.m. (start time) to 12:00 noon (end time).

Contractor Meeting Point: On the day of the site visit contractors shall meet at the following location (i.e. the rallying point). The rallying point is located at full address to include department, section, building, floor, and room number. Attendees are encouraged to review the map of facility that accompanies this solicitation. Point of Contact is XXXXXXXX, Cell Phone Number XXXXXXX. The office number for __________ is XXXXXXX.

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: Parking for site attendees is not guaranteed and may or may not be available depending on mission requirements (patient volume) and/or site availability. Site attendees may park in the following areas: XXXXXX parking garage located at full address to include building, level, floor etc. (and annotated as XXXXXXX on the map of this facility attachment). While it is expected that parking will be available, 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 XXXXXXXX , 504-XXXXXX, XXXXXX@va.gov no later than Tuesday, September 5th by 12:00 noon (CDT, New Orleans, LA) to ensure that such access is granted. Contractors who respond after this date/time may not be granted access to the facility and/or may lose the privilege of parking in the employee parking garage.

Uniform: The site visit will be conducted in an industrial setting. Formal, semi-formal, business attire and business casual dress is not recommended. While it is not anticipated that attendees will “get dirty” during their participation in the site visit an appropriate attire should be chosen for an industrial setting.

Personal Protective Equipment (PPE): Personal Protective Equipment (PPE) is recommended for this site visit. Site visit attendees are strongly encouraged to wear the following Personal Protective Equipment (PPE) while the site visit is in progress and/or while in site visit areas: Safety Steel Toe Shoes. Site visit attendees should also wear additional Personal Protective Equipment (PPE) if they feel the need to do so. However 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) (i.e. Safety Steel Toe Shoes) if such an injury/occurrence would have/could have been prevented if the recommended Personal Protective Equipment (PPE) (Safety Steel Toe Shoes) had been worn.

Additional Information / Site Visit Questions Only: For additional information or clarification regarding this site visit please contact XXXXXXX, Office number XXXXXXXXX ext. XXXXX, Cell Phone Number XXXXXXX, or by e-mail xxxxx@va.gov. XXXXXX is the point of contact for this site visit and shall be contacted for site visit questions only. 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.

Point of Contacts:

XXXXXX / End User – Shall be contacted for questions about the site visit only (i.e. attendee participation, attendee sign up, site visit access, site visit parking, uniform etc.).

XXXXXXXXX, Contract Specialist - Shall be contacted for questions about the solicitation that are not site visit related.

See attached document: Map of Facility