15 - Exhibit N - Deliverables IAW RLP 36C248-26-R-0042.xlsx
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- Solicitation number
- 36C24826R0042
About this file
This file is an Exhibit N Deliverables document for a VA lease solicitation (RLP No. 36C248-26-R-0042) for a Primary Care Clinic in Vero Beach, Florida. The solicitation seeks 12,948 ABOA square feet of medical office space with a minimum of 100 parking spaces, located within specific geographic boundaries (North - 20th Street, East - US-1, South - Oslo Road, West - I-95). The lease will be up to 15 years, considering both new and existing buildings, with occupancy required no later than June 1, 2028.
The document details extensive submittal requirements for potential offerors, including comprehensive documentation such as property ownership proof, financial commitments, zoning compliance, design intent drawings, energy efficiency certifications (ENERGY STAR, LEED), parking plans, fire protection documentation, and detailed architectural plans. Key submission components include GSA Forms 1217 and 1364, a security unit price list, tenant improvement cost summaries, and compliance with various technical and environmental standards. The solicitation emphasizes thorough documentation demonstrating the property's suitability for a VA Community Based Outpatient Clinic, with specific evaluation factors covering site characteristics, past performance, and pricing.
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Deliverables
| REQUIRED CONTENTS OF OFFERS IN RESPONSE TO RLP NO. 36C248-26-R-0042 | ||||
| Offeror: | Date: | NOT COMPLETED YET | ||
| COVER LETTER | Found in Offer? | Notes/Location | ||
| Cover Page contain the following information: | ||||
| a. | Proposed property address with map showing property within the delineated area. | |||
| b. | Name, phone number and e-mail address of property owner. Note, if responding and you are not the property owner, i.e., broker, provide written signed statement from property owner (owner letterhead) authorizing you to represent the owner. | |||
| c. | Number of parking spaces. | |||
| d. | Date space is available | |||
| 3.03 PRICING TERMS | Found in Offer? | Notes/Location | ||
| GSA Form 1217, Lessor’s Annual Cost Statement. Complete all sections of the 1217. | ||||
| GSA Form 1364, Proposal to Lease Space. Complete all sections of the 1364 | ||||
| Security Unit Price List. The Offeror shall use the Security Unit Price list to provide a cost breakdown of the security countermeasures, which were outlined in the security requirements attachment. | ||||
| TI Unit Price List The Offeror shall use the Tenant Improvements Cost Summary (TICS) Table to provide a cost breakdown of the TI | ||||
| 3.03 ADITIONAL SUBMITTALS | Found in Offer? | Notes/Location | ||
| B1. Design Intended Drawings (DIDs) IAW 3.04 K below. | ||||
| B2. Scaled floorplans of the offered Space(s) | ||||
| B3. A plan and short narrative as necessary to explain how the Offeror will meet the parking requirements. | ||||
| B4. Factor Submittal Requirements IAW 4.07 | ||||
| B5. Authorization from the ownership entity to submit an offer on the ownership entity’s behalf if the offeror is not the owner of the Property. | ||||
| B6. If the Offeror does not yet have a vested interest in the Property, but rather has a written agreement to acquire an interest, then the Offeror shall submit a fully executed copy of the written agreement with its offer, together with a statement from the current owner that the agreement is in full force and effect and that the Offeror has performed all conditions precedent to closing, or other form of documentation satisfactory to the LCO prior to award. These submittals must remain current. The Offeror is required to submit updated documents as required. | ||||
| B7. Additional offeror attachments, such as the Acknowledgements of Multiple Representation (by broker or agent), etc. | ||||
| B8. Riders, Clarifications to Offer, Exceptions to Offer and other additions, deletions, or changes to the terms of the RLP may not be accepted by the Government and may cause the Offeror to be excluded from further consideration. | ||||
| 3.04 ADDITIONAL SUBMITTALS (OCT 2022) | Found in Offer? | Notes/Location | ||
| A. | If the offeror is not the owner of the Property, authorization from the ownership entity to submit an offer on the ownership entity’s behalf. Note, if responding and you are not the property owner, i.e., broker, provide written signed statement from property owner (owner letterhead) authorizing you to represent the owner, in that case the offeror will be the owner and all documentation provided must be signed by and completed accordingly. If not the owner but you responding with an offer on your behalf; the only acceptable document to demonstrate ownership/interest in the property is a notarized Purchase/Sale contract that has been signed by all parties, is not expired and in full force and effect and that is conditional only to the award (or not) of the lease resulting from this procurement. | |||
| B. | Satisfactory evidence of at least a conditional commitment of funds in an amount necessary to prepare the Space, including Shell, TI, and Security improvements. Such commitments shall be signed by an authorized bank officer, or other legally authorized financing official, and at a minimum shall state: amount of loan, term in years, annual percentage rate, and length of loan commitment. Alternatively, if the Offeror is self-financing, Offeror must demonstrate, to the satisfaction of the LCO, that it has adequate financial resources to self-finance the necessary improvements, e.g., income statements, cash flow statements, balance sheets, three (3) months of bank statements showing sufficient on hand stable cash reserves to fund the improvements, letter from the entity’s financial officer. | |||
| C. | Evidence that the Property is zoned in compliance with local zoning laws, including evidence of variances, if any, approved by the proper local authority. If the current zoning is not in compliance, the Offeror must submit a plan and time schedule outlining how they will obtain all necessary zoning approvals prior to construction and how long the necessary zoning approvals will take. | |||
| D. | Evidence of ownership or control of Building or site. If the Offeror owns the Property being offered or has a long-term leasehold interest, the deed or lease must be submitted to the LCO evidencing the Offeror's stated interest in the Property and any encumbrances on the Property. | |||
| E. | If the Offeror does not yet have a vested interest in the Property, but rather has a written agreement to acquire an interest, then the Offeror shall submit a fully executed copy of the written agreement with its offer, together with a statement from the current owner that the agreement is in full force and effect and that the Offeror has performed all conditions precedent to closing, or other form of documentation satisfactory to the LCO prior to award. These submittals must remain current. The Offeror is required to submit updated documents as required. A written agreement to acquire an interest in the Property may not be assignable to any other person or entity. If the offeror is not currently the fee owner, the Lease will contain a requirement that the lessor obtain fee title within 30 days of execution of the lease. Fee simple title must be free of any encumbrances that may limit the rights, responsibilities, or liabilities of the parties to this Lease. Lessor’s failure to provide evidence of fee simple ownership within the specified timeframe shall give VA an immediate right to terminate the Lease for default. If a termination for default occurs due to the lessor’s failure to provide fee simple ownership within the specific timeframe, the lessor will not be entitled to any payment whatsoever under the lease.” | |||
| F. | Required Proof of Signing Authority: As a condition of lease award, the Government will require one of the following forms of proof of signing authority before the Government executes the Lease: |
1. Corporation. Copy of Articles of Incorporation and bylaws. In addition, a copy of the resolution, signed by the necessary directors of the corporation authorizing the corporate officer who will sign the lease to bind the corporation to the Lease.
2. Partnership. Copy of Partnership Agreement, Statement of Partnership, or Statement of Limited Partnership and evidence of authority of signatory to bind the partnership if not expressly authorized by the Partnership Agreement.
3. Limited Liability Company. Copy of the Articles of Organization and Operating Agreement. Also, evidence of the authority of the signing manager (if company is manager owned) or member (if the company is member managed) to sign, if not expressly authorized by the Articles of Organization and/or Operating Agreement.
| 4. | Joint Venture. Copy of Joint Venture Agreement and evidence of authority of signatory to bind the Joint Venture to the Lease. | ||
| G. | If there is a potential for conflict of interest because of a single agent representing multiple owners, present evidence that the agent disclosed the multiple representation to each entity and has authorization from each ownership entity offering in response to this RLP package. Owners and agents in conflicting interest situations are advised to exercise due diligence with regard to ethics, independent pricing, and Government procurement integrity requirements. In such cases, the Government reserves the right to negotiate with the owner directly | ||
| H. | The Offeror must have an active registration in the System for Award Management (SAM), via the Internet at HTTPS://WWW.SAM.GOV/SAM/ prior to the Lease Award Date. Offerors must be registered for purposes of “All Awards,” including completion of all required representations and certifications within SAM. This registration service is free of charge. | ||
| I. | The Offeror must submit the Fire Protection and Life Safety (FPLS) Information in subparagraph 1, unless the Building meets either exemption in subparagraphs 2 or 3 below. |
1. FPLS Submittal Information.
a. Completed GSA Form 12000, Prelease Fire Protection and Life Safety Evaluation for an Office Building (Part A or Part B, as applicable).
b. A copy of the previous year’s fire alarm system maintenance record showing compliance with the requirements in NFPA 72 (if a system is installed in the Building).
c. A copy of the previous year’s automatic fire sprinkler system maintenance record showing compliance with the requirements in NFPA 25 (if a system is installed in the Building).
d. A valid Building Certificate of Occupancy (C of O) issued by the local jurisdiction. If the Building C of O is not available or the local jurisdiction does not issue a Building C of O, provide either:
I. A report prepared by a licensed fire protection engineer with their assessment of the Building regarding compliance with all applicable local Fire Protection and Life Safety-related codes and ordinances or, II. For offers of new construction only, documentation indicating the Building Code (including edition) to which the Building is being constructed and a written commitment to meet all of the mandatory FPLS lease requirements in the Lease.
2. If the Space offered is 10,000 RSF or less in area and is located on the 1st floor of the Building, Offeror is not required to submit to VA the Fire Protection and Life Safety (FPLS) Submittal Information listed in 1.a through 1.d above.
| 3. | If the Offeror provides a Building C of O obtained under any edition of the International Building Code (IBC), and the offered Space meets or will meet all the requirements of the Lease with regard to Means of Egress, Automatic Fire Sprinkler System, and Fire Alarm System prior to occupancy, then the Offeror is not required to submit to VA the FPLS Submittal Information listed in 1 above. | ||
| J. | The legal description of the Property and tax ID number associated with the Property, copies of prior year tax notices and prior year tax bills, as well as any other information (such as a fact sheet, 5” wide x 3” high or larger color photograph, site plan, location map, and tax parcel map) in case of multiple tax parcels for an offered Building, or multiple buildings on a tax parcel, and any other information that may affect the assessed value, in order for the Government to perform a complete and adequate analysis of the offered Property. The Offeror is to provide a detailed overview and documentation of any Tax Abatements on the Property as outlined in the “Real Estate Tax Adjustment” paragraph of the Lease. | ||
| K. | A plan and short narrative as necessary to explain how the Offeror will meet the parking requirements. | ||
| L. | The architectural plans for modernization, if the offered Building is not a modern office Building. | ||
| M. | A current asbestos management plan or operations and management plan, along with a current reinspection report (performed within the past 5 years), if the offered Building contains asbestos-containing materials. | ||
| N. | Computer generated plans set to 1/8" = 1' 0" (preferred meeting sub-paragraphs 1 through 5 noted below: |
1. All plans submitted for consideration shall include floor plan(s) for which Space is being offered and floor plan(s) of the floor(s) of exit discharge (e.g., street level(s)). Each plan submitted shall include the locations of all exit stairs, elevators, and the Space(s) being offered to the Government. In addition, where Building exit stairs are interrupted or discontinued before the level of exit discharge, additional floor plans for the level(s) where exit stairs are interrupted or discontinued must also be provided.
2. All plans submitted for consideration shall have been generated by a Computer Aided Design (CAD) program which is compatible with the latest release of AutoCAD. The required file extension is .DWG. Plans shall include a proposed corridor pattern for typical floors and/or partial floors. The CAD file showing the offered Space should show the Poly-Line utilized to determine the square footage on a separate and unique layer. All submissions shall be accompanied with a written matrix indicating the layering standard to verify that all information is recoverable. All architectural features of the Space shall be accurately shown.
3. All architectural features of the Space shall be accurately shown. If conversion or renovation of the Building is planned, alterations to meet this RLP shall be indicated.
4. Plans shall reflect corridors in place or the proposed corridor pattern for both a typical full (single tenant) floor and/or partial (multi tenant) floor. The corridors in place or proposed corridors shall meet local code requirements for issuance of occupancy permits.
| 5. | VA will review all plans submitted to determine if an acceptable level of safety is provided. In addition, VA will review the common corridors in place and/or proposed corridor pattern to determine whether these achieve an acceptable level of safety as well as to verify that the corridors provide public access to all essential Building elements. The Offeror will be advised of any adjustments that are required to the corridors for determining the ABOA Space. The required corridors may or may not be defined by ceiling high partitions. Actual corridors in the approved layout for the successful Offeror's Space may differ from the corridors used in determining the ABOA square footage for the lease award. Additional egress corridors required by the tenant agency’s design intent drawings will not be deducted from the ABOA square footage that the most efficient corridor pattern would have yielded. | ||
| O. | As provided in the “Amount and Type of Space, Lease Term, and Occupancy Date” paragraph in the RLP, advise whether there are existing vending facilities in the offered Building which have exclusive rights in the Building. | ||
| P. | Provide evidence demonstrating amenities do or will exist by the Government’s required occupancy date. Such evidence shall include copies of signed leases, construction contracts, or other documentation as deemed acceptable by the LCO. | ||
| Q. | No later than the due date for final proposal revisions, the Offeror must submit to the LCO: |
1. Evidence of an Energy Star® label obtained within the 12 months prior to the due date of final proposal revisions,
2. Offerors falling under a statutory exception must also indicate by the due date for final proposal revisions what cost effective energy efficiency and conservation improvements they are proposing to make.
3. If no cost-effective improvements can be made, the Offeror must demonstrate to the Government using the ENERGY STAR® Online Tools referenced in the RLP paragraph, entitled “ENERGY INDEPENDENCE AND SECURITY ACT,” why no energy efficiency and conservation improvements are cost effective. This explanation will be subject to review by the LCO. If the explanation is considered unreasonable, the offer may be considered technically unacceptable.
4. If the Offeror is claiming eligibility for additional time to obtain the Energy Star® label per sub-paragraph B of the RLP paragraph entitled “Energy Independence and Security Act,” then the Offeror shall provide such indication with its initial offer and also must provide by the due date for final proposal revisions evidence substantiating their claim for additional time to obtain the Energy Star® label and substantiating their capability of earning the Energy Star®.
| 5. | For new construction, the Offeror need not submit anything regarding compliance with EISA by the date of final proposal revisions, but shall be required to produce prior to the issuance of a permit for building construction a Statement of Energy Design Intent (SEDI) using Energy Star’s® Target Finder online tool reflecting an Energy Star® benchmark score of 75 or higher and a certification from EPA of being Designed to Earn the Energy Star®. | |||
| S. For projects 10,000 RSF and above, the Offeror must provide documentation of the proposed Leadership in Energy and Environmental Design® for New Construction (LEED-NC) credits for Silver level certification. For LEED, this documentation is the LEED-NC scorecard. Along with the proposed scorecard or checklist, the Offeror shall submit a brief statement outlining how each of the proposed credits will be achieved. If pursuing LEED-NC, the Offeror must identify the U.S. Green Building Council LEED Accredited Professionals as team members, including their roles throughout the project. | ||||
| T. The Offeror must provide a Leadership in Energy and Environmental Design® for Interior Design and Construction (LEED-ID+C) scorecard documenting the proposed credits to meet LEED certification (at the minimum Certified level). Along with the proposed LEED-ID+C scorecard, the Offeror shall submit a brief statement outlining how each of the Credits proposed on the scorecard or checklist will be achieved. In addition, the Offeror must identify the U.S. Green Building Council LEED accredited professionals as team members, including their roles throughout the project. | ||||
| U. Evidence of seismic safety compliance as required in Section 2 of this RLP. | ||||
| . | V. If applicable, information required under paragraph entitled “DUE DILIGENCE AND NATIONAL ENVIRONMENTAL POLICY ACT REQUIREMENTS - RLP.” | |||
| W. If applicable, information required under paragraph entitled “NATIONAL HISTORIC PRESERVATION ACT REQUIREMENTS - RLP.” | ||||
| X. If the Offeror requests any deviations, all deviations must be documented on Form 1364 in block labeled “Additional Remarks or Conditions with Respect to this Offer.” VA at its sole discretion will make the decision whether or not to accept the deviation. Any deviations must be requested prior to the request for final proposal revisions. If the Offeror requests any deviations, VA at its sole discretion will make the decision whether to accept the deviation. | ||||
| Y. If more than 5,000 square feet of land area is to be disturbed in order to meet the Government’s requirements, (as more fully described in the lease paragraph named ENERGY INDEPENDENCE AND SECURITY ACT, sub-paragraph (B)(1)(b)), a statement from Offeror that the Offeror is aware of and will comply with the specific Lease requirements concerning maintenance and restoration of the real property’s hydrology. | ||||
| AB. FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment, as applicable. | ||||
| AC. A construction schedule giving the dates on which the various phases of permitting, design and construction (including principal categories of work) will be completed to coincide with the Government's required occupancy date and the milestones as outlined under the Lease. | ||||
| 3.07 TENANT IMPROVEMENTS INCLUDED IN OFFER (OCT 2020) | Found in Offer? | Notes/Location | ||
| The Tenant Improvements shall include all the Offeror’s administrative costs, general contractor fees, subcontractor’s profit and overhead costs, Offeror's Project Management fee, design costs, and other associated project fees necessary to prepare construction documents and to complete the TIs | ||||
| 3.08 TURNKEY PRICING WITH DESIGN INTENT DRAWINGS PRIOR TO AWARD (OCT 2017) | Found in Offer? | Notes/Location | ||
| A. Offerors must provide DIDs along with initial offer showing their proposed solution to the requirements contained in this RLP. It is the responsibility of the offeror and their respective design and construction team to develop, review, and complete DIDs and establish final pricing prior to submitting their offer. The Offeror shall base the TI portion of its overall pricing on the proposed DIDs IAW the specifications in this RLP and attachments. This TI price is a fixed price which the Offeror shall include in the lease proposal and will be paid with Lump Sum. There will be no financing or amortization of any kind. The Government reserves the right to make no-cost tradeoffs in the TIs after award. No costs associated with the Building shell shall be included in the TI pricing. | ||||
| B. DIDs, for the purposes of the Lease, are defined as layout line drawings of the leased Space, reflecting all Lease requirements, showing partitions and doors; schematic demolition; voice, data, and electrical outlet locations; finishes; generic furniture layout, and any additional details necessary to communicate the design intent to the lessor’s architect for the purpose of preparing the construction documents (CDs). A full DID set must include the following elements: | ||||
| 1. Cover Sheet; | ||||
| 2. Demolition Plan (if applicable); | ||||
| 3. Construction (Partition) Plan; | ||||
| 4. Power/Communication (Electrical) Plan; | ||||
| 5. Furniture Plan; and | ||||
| 6. Finish Plan. | ||||
| 3.09 SECURITY IMPROVEMENTS INCLUDED IN OFFER (OCT 2022) | Found in Offer? | Notes/Location | ||
| All security countermeasures required by the Government for occupancy shall be performed by the successful Offeror as part of the rental consideration, and all improvements shall meet the quality standards and requirements of this RLP package and its attachments. There will be no amortization, the government will pay security improvements along with the TI with a lump sum upon completion and acceptance of the space | ||||
| 3.11 OPERATING COSTS REQUIREMENTS INCLUDED IN OFFER (JUN 2012) | Found in Offer? | Notes/Location | ||
| The Government requires a fully serviced Lease as part of the rental consideration. The base for the operating costs adjustment will be established during negotiations based upon rentable SF. The proposed methodology for operating costs adjustment shall include all items specified in the attached Lease document. The minimum requirements for normal hours, utilities, and janitorial services are specified in the attached Lease document. The offer shall clearly state whether the rental is firm throughout the term of the Lease or if it is subject to annual adjustment of operating costs as indicated above. If operating costs will be subject to adjustment, those costs shall be specified in the proposal. | ||||
| 4.07 FACTOR SUBMITTAL REQUIREMENTS (OCT 2016) | Found in Offer? | Notes/Location | ||
| Factor 1 – Site-Specific Technical Requirements | ||||
| Sub- Factor 1. Appropriate land use: Location map showing proposed site is appropriately zoned for a VA Community Based Outpatient Clinic and the development is surrounded by compatible land use zones and in accordance with municipality published future plans. | ||||
| Sub- Factor 2. Neighborhood: Location map showing proposed site is or will be developed adjacent to compatible businesses or tenants; neighborhood is stable and thriving similarly to area of demarcation (i.e. not in higher crime, property abandonment or blighted than exists elsewhere in designated boundary). | ||||
| Sub- Factor 3. Amenities: Location map showing proposed site’s primary functional entrance of the Building within safely accessible, walkable 1,320-foot distance of at least seven (7) instances of amenities, two of which are inexpensive or moderately priced fast-food or eat-in restaurants. The remaining five (5) instances must be mutually beneficial adjacent businesses such as gym, deli, neighborhood grocery, park, retail, medical supply, or government benefit offices. | ||||
| Sub- Factor 4. Transit Accessibility: Location map showing proposed site has stops for two or more public bus or streetcar lines usable by tenant occupants and their customers are located within the immediate vicinity of the Building and do not exceed a safely accessible, walkable 1,320 feet from the principal functional entrance of the Building. | ||||
| Sub- Factor 5. Access: Location map showing proposed site is less than 5 miles to a major highway. | ||||
| Sub- Factor 6. Parking: Location plan showing proposed site has a minimum of 100 parking spaces must be available for VA exclusive use and located no more than 250 feet away from the clinic’s main entry. | ||||
| Sub- Factor 7. Visibility and Direct Access: Location map and pictures showing proposed site is somehow visible from access road or partially obstructed by other development on site and between 3-5 turns to major highway. | ||||
| Sub- Factor 8. Proximity to Existing Hospitals with Emergency Rooms: Location map showing proposed site is within 1 mile of a Hospital with ER. | ||||
| Sub- Factor 9. Flooding and Environmental Issues: Written statement and map showing location of the site outside of the 100-Year Flood Plain and free of major environmental constraints, bodies of water, known prior contamination or any other obstacle that could delay construction process or impede veteran access once opened. | ||||
| Sub- Factor 10. Emergency Response: Time Written plan for response time to address problem issues with EMS/custodial issues and/or emergencies. | ||||
| Sub- Factor 11. | Property Management & Operations/ Maintenance Team: Management and Operations Qualifications: Offeror must provide a Plan demonstrating qualified property management and operations demonstrating at a minimum current or some prior medical facility experience. Management and Operations Proximity: Offeror must provide a Plan demonstrating the location of the management and operations team is less than 50 miles from the proposed location. | |||
| Sub- Factor 12. Architect Engineering Design: DID’s and written plans demonstrate that the A/E embraces the VA standard for PACT CBOC Design and provides a design based upon the requirements set forth in the VA Technical Information Library. | ||||
| Sub- Factor 13. | Available Space: Architectural plans of the existing facility showing shape and available space prior to any buildout of TI’s | |||
| Factor 2 – Past Performance | ||||
| Offeror must provide three references for past lease experience, to include names and telephone numbers and any other relevant information. Offerors shall use Exhibit J to request the Past Performance Questionnaire to be filled out by their cited references. | ||||
| Factor 3 – Price | ||||
| Offeror must fill out completely Exhibit K (Master Format TICS Table for TI Costs) and Exhibit L - Security Unit Price List FSL and provide with the offer. Offerors must fill out completely Exhibit D and E (1364 and 1217 respectively) and provide with the offer. | ||||
| Acknowledged Amendments | Found in Offer? | Notes/Location |
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