2 - Attachment 1 eCMS New Lease Action Briefcase Index Titusville PRE-SOL.xlsx
XLSX spreadsheet 36 KB Posted
- Solicitation number
- 36C24824R0184
About this file
This document is a comprehensive eCMS Lease Briefcase and Checklist for a new VA Community-Based Outpatient Clinic (CBOC) lease in Titusville, Florida. The solicitation seeks an existing building or modernized/adaptively reused space between 11,040-12,000 ABOA square feet, located within specified geographic boundaries, with a minimum of 80 parking spaces. The lease will be for up to 15 years, with space required to be ready for occupancy by November 1, 2026, and has a total estimated dollar value of $13,378,706.30.
Key procurement details include a solicitation number of 36C24824R0184, issued by the Department of Veterans Affairs Orlando VA Healthcare System, Network Contracting Office 8. Offerors must submit comprehensive documentation by June 2, 2025, at 3:00 PM ET, including property details, ownership evidence, parking information, flood plain documentation, and socio-economic status verification. Preferences are given to Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB), with specific requirements for documenting ownership and subcontractor participation percentages.
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eCMS Lease Briefcase&Checklist
| Attachment 1 - eCMS Lease Action Briefcase Index | Project: Titusville CBOC New Lease | |||
| Documents cited are not all encompassing and may not be required based on the acquisition strategy. The acquisition specialist should refer to local, agency and GSA policy. | Total Dollar Value: $13,378,706.30 | |||
| Phase: Pre-Solicitation | ||||
| Tag | PHASE: Requirement Development | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| P01 | SF 81 or Request for Space Documentation | SF 81 or Request for Space Documentation | YES | |
| VAMC/VISN Director's Memo/Approval | YES | |||
| Incoming Request/Request to Lease Space Memo | YES | |||
| P01 | Funding | Certification of Funds (pre-solicitation) | YES | IN LNM |
| Other Funding Documentation - Pre-Solicitation | N/A | |||
| P01 | SCIP Approval Documentation | SCIP Approval | YES | |
| P01 | Space Requirements | Space Program | YES | |
| GSA Needs Assessment Questionnaire | YES | IN ASR | ||
| Agency Specific Requirements (ASR) | YES | |||
| Parking Analysis | YES | IN LNM | ||
| Conceptual Floor Plan | N/A | |||
| Housing Plan | N/A | |||
| P01 | Tenant Improvement Estimate | Independent Government Estimate (IGE) | YES | |
| P01 | Above Market Rental Rate Justification | Rental Rate Justification (if applicable) | YES | |
| P02 | Federal Space Check | GSA Inventory Check | YES | |
| P03 | Delineated Area | Delineated Area Map | YES | |
| Delineated Area Written Description | YES | |||
| Delineated Area: Justification of Veteran-centric DA boundaries | N/A | |||
| Rural Development Act Memorandum (if applicable) | YES | |||
| P04 | Congressional Notification: Prospectus | Congressional Notification | N/A | |
| Scope Change approval / authorization | N/A | |||
| P10 | FSL Determination | FSL Determination and Security Requirements | YES | |
| Additional local security requirements | YES | IN ASR | ||
| P10 | Security/Background | VA National Rules of Behavior | YES | |
| VA Handbook 6500.6/IT Security | YES | |||
| P11 | Lease Prospectus Documentation | Prospectus Description | N/A | |
| Lease Prospectus | N/A | |||
| P11 | Miscellaneous Correspondence | Contact with Local Officials (Written Notice or Consultation) | N/A | |
| Native American Consultation Memo (Directive 8603) | N/A | |||
| P12 | Initial Scoring | Initial OMB A-11 Scoring | YES | |
| Scoring Memorandum for Lease Term < 5 years | YES | |||
| P12 | Project Schedule | Project Milestone Schedule | YES | |
| P12 | Project Team Documentation | Integrated Project Team Document | YES | |
| P12 | National Broker Contract Documentation | Broker Task Order | N/A | |
| P12 | Requirements Development: Other | Other Requirements Development | N/A | |
| Tag | PHASE: PRE-SOLICITATION | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| P02 | Pre-Solicitation Advertisement | SAM advertisement: Expressions of Interest (EOI) and/or Sources Sought | YES | SS published 2-21-25 |
| Responses to Pre-Solicitation Advertisement | YES | |||
| P02 | Market Research/Outreach/Survey | Market Research Report | YES | |
| Market Outreach to meet Kingdomware requirements | YES | |||
| Approval of Market Survey Criteria | N/A | No qualifying responses were received to the SS, no properties to survey at this time | ||
| Market Survey Report | N/A | |||
| P03 | Agency Labor Cost Worksheet | Agency Labor Cost Worksheet | YES | |
| P03 | Sole Source Justification | Justification for Other than Full and Open Competition (if applicable) | N/A | |
| P04 | GSA Delegation | GSA Delegation / GREX Delegation | YES | |
| P05 | Kingdomware Compliance | 38 U.S.C. § 8127 / Kingdomware Compliance Documentation | YES | |
| P05 | OSDBU Procurement Review | OSDBU- 2268 Approval | YES | |
| P08 | Acquisition Plan | Completed and Signed Acquisition Plan | YES | |
| P09 | Source Selection Planning | Source Selection Plan (signed) and Any Related Correspondence (if Applicable) | NO | Drafted. Pending signatures |
| P12 | Succeeding Lease Cost Benefit Analysis | GSA Succeeding Lease Decision Tool | N/A | |
| P11 | National Historic Preservation Act Compliance | NHPA Compliance - Memorandum for the Record Determining that the Lease Yield no Historical Designation or Impact | YES | |
| P11 | Floodplain Check | FEMA Floodplain Map (Pre-Solicitation) | YES | |
| P11 | NEPA Compliance | Categorical Exclusion (CATEX) Verification, if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager | YES | |
| Final Environmental Assessment (EA), if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager | N/A | |||
| Finding of No Significant Impact (FONSI), if applicable | N/A | |||
| Phase 1 Environmental Site Assessment (and Phase 2 if required) | N/A | |||
| P12 | Other: Pre-Solicitation | Other Pre-Solicitation | N/A | |
| Tag | PHASE: SOLICITATION | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| S01 | Legal review of draft RLP package | Solicitation/RLP Concurrence Approval | NO | pending |
| Legal Review of draft RLP Package | NO | pending | ||
| S02 | RLP/Solicitation | Solicitation Distribution List | N/A | |
| Complete copy of the Solicitation Package (zipped file for distribution), including appendices and amendments | YES | |||
| Labor Standards Provisions | YES | |||
| S03 | Pre-Solicitation Notice/RLP Posting | Pre-Solicitation Notice (sam.gov), if required and RLP Posting Advertisement (sam.gov), if required. Include additional advertisements for other methods used (newspaper). | YES | |
| S04 | Pre-Proposal Conference Minutes | Pre-Proposal Conference Minutes - Bid Opening Minutes | N/A | |
| S05 | Pre-Proposal Correspondence with Offerors | Correspondence with Offerors Prior to Receipt of Proposals | YES | |
| S06 | RLP Amendments | Amendments to Solicitation/RLP package according to VHA | N/A | |
| P07 | Wage Rate Determination | DOL General Wage Decision / Davis Bacon Wage Rates | YES | |
| S30 | RLP Package Transmittal | Transmittal of Final RLP Package to the Requesting Program | YES | |
| S32 | Other: Solicitation | Other Solicitation | N/A | |
| Tag | PHASE: PRE-NEGOTIATION/EVALUATIONS OF OFFERS | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| S24 | Negotiation Objectives | Negotiation Objectives | ||
| S17 | Competitive Range Determination | Competitive Range Determination - Evaluation of Initial Offers | ||
| Competitive Range Determination - Evaluation of Final Revised Proposals (ADM up to this point) | ||||
| S15 | Pre-Lease Submittal Review | Seismic Compliance / GSA Seismic Certification Form | ||
| Pre-Award Fire/Safety Approval of Layout Drawings - Initial Offers | ||||
| Tag | PHASE: UNSUCCESSFUL OFFER | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| C02 | Post-Award Notice to Unsuccessful Offeror(s) | |||
| Post-Award Debriefings/Congressional Inquiries and Responses | ||||
| S08 | Offer and Related Correspondence (unsuccessful offerors) | Other Offer and Related Correspondence - Evaluation of Initial Offers | ||
| Other Offer and Related Correspondence - Revised Offers | ||||
| Other Offer and Related Correspondence - Evaluation of Final Revised Proposals | ||||
| Scaling/Measurement of Offered Space Floor Plans - Initial Offers | ||||
| Scaling/Measurement of Offered Space Floor Plans - Final Revised Proposals | ||||
| S13 | Protests | Protests and Resolution | ||
| S15 | Pre-Award DIDs and Layouts | Pre-Award DID Submission(s) and Agency Approval - Initial Offers | ||
| Pre-Award DID Submission(s) and Agency Approval - Final Revised Proposals | ||||
| Pre-Award Fire/Safety Approval of Layout Drawings - Initial Offers | ||||
| Pre-Award Fire/Safety Approval of Layout Drawings - Final Revised Proposals | ||||
| S18 | Discussions, Exchanges, Request for Final Proposal Revisions (FPRs) | Deficiencies/Discussions/Negotiations - Initial Offers | ||
| Deficiencies/Discussions/Negotiations - Final Revised Proposals | ||||
| Letters Requesting Proposal Revisions | ||||
| S17 | Notification to Competitive Range of FRP Deadline | Notification to Competitive Range of FPR Deadline - Initial Offers | ||
| Notification to Competitive Range of FPR Deadline - Final Revised Proposals | ||||
| S20 | Determination of Responsibility (VetCert, SAM, etc.) | Copy of VetCert Report for All Initial Offers | ||
| Copy of VetCert Report for All FPR Offers | ||||
| Copy of SAM Report for All Initial Offers | ||||
| Copy of SAM Report for All FPR Offers | ||||
| Systems for Awards Management (SAM.gov) Check Verification (Verification of Offeror information, Upload SAM check verification); Include Online Representations and Certifications | ||||
| Proof of property ownership - Initial Offers | ||||
| Proof of property ownership - Final Revised Proposals | ||||
| S23 | Present Value Analysis | Present Value Analysis (PVA) Evaluation - Initial Offers | ||
| Present Value Analysis (PVA) Evaluation - Final Revised Proposals | ||||
| S28 | Pre-Award Notice and Rejection Letters | Pre-Award Notice and Rejection Letters | ||
| Pre-Award Notice of Elimination from Consideration | ||||
| S29 | Debriefings | Debriefing Letters | ||
| S30 | Miscellaneous Correspondence | Other Unsuccessful Offer Debriefing Documents | ||
| S32 | OMB A-11 Scoring | OMB A-11 Scoring Runs for all Initial Offers | ||
| OMB A-11 Scoring Runs for all Revised Offers | ||||
| Tag | PHASE: SUCCESSFUL OFFER AND AWARD DETERMINATION | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| S07 | Abstract of Offers | Abstract of Offers - Selected Offeror | ||
| S10 | Offer and Related Correspondence (successful offeror) | Other Offer and Related Correspondence - Evaluation of Initial Offers | ||
| Scaling/Measurement of Offered Space Floor Plans - Selected Offeror | ||||
| Proof of property ownership - Selected Offeror | ||||
| Other Offer and Related Correspondence - Revised Offers | ||||
| Other Offer and Related Correspondence -Selected Offeror | ||||
| S15 | Pre-Award DIDs & Layouts | Pre-Award DID Submission(s) and Agency Approval - Selected Offeror | ||
| Pre-Award Fire/Safety Approval of Layout Drawings - Selected Offeror | ||||
| S15 | Source Selection Evaluation | TEB Conflict of Interest Certifications and Non-Disclosure Documentation | ||
| TEB Evaluation Summary and Scoring Sheets | ||||
| TEB Report(s) with attachments (fully executed) | ||||
| S17 | Notification to Competitive Range of FRP Deadline | Notification to Competitive Range of FPR Deadline - Final Revised Proposals | ||
| S18 | Discussions, Exchanges, Request for Final Proposal Revisions (FPRs) | Deficiencies/Discussions/Negotiations - Selected Offeror | ||
| Letters Requesting Proposal Revisions - Selected Offeror | ||||
| S19 | Source Selection Authority Decision | Source Selection Authority Decision | ||
| S20 | Determination of Responsibility (VetCert, SAM, etc.) | Copy of VetCert Report for All Initial Offers - Final Check | ||
| Copy of VetCert Report for All FPR Offers - Final Check | ||||
| Copy of SAM Report for All Initial Offers - Final Check | ||||
| Copy of SAM Report for All FPR Offers - Final Check | ||||
| Systems for Awards Management (SAM.gov) Check Verification (Verification of Offeror information, Upload SAM check verification); Include Online Representations and Certifications - Final Check | ||||
| S22 | Small Business Subcontracting Plan | Small Business Subcontracting Plan (If awardee is not a small business) and OSDBU approval/verification of subcontractors, as necessary | ||
| S23 | Present Value Analysis | Present Value Analysis (PVA) Evaluation - Initial Offers | ||
| Present Value Analysis (PVA) Evaluation - Selected Offeror | ||||
| S24 | Price Negotiation Memorandum or Award Decision Memorandum | Price Negotiation Memorandum (PNM) or Award Decision Memorandum (ADM) Signed | ||
| S24 | Environmental Remediation | Negotiation of Environmental Remediation (if applicable) | ||
| S31 | Energy Independence and Security Act (EISA) | EISA Compliance Memo, if applicable | ||
| S31 | OAEM Award Concurrence | Office of Asset Enterprise Management (OAEM) Capital Asset Management Service (CAMS) review and concurrence of lease award | ||
| S31 | OGC Award Concurrence | Laws and Executive Orders Checklist | ||
| Office of General Counsel (OGC) review and concurrence of lease award (OGC review required for all leases that require CFM approval or above.) | ||||
| S32 | OMB A-11 Scoring | OMB A-11 Scoring Runs for all Initial Offers | ||
| OMB A-11 Scoring Runs for Selected Offeror | ||||
| OMB A-11 Final Scoring Workbook | ||||
| S32 | Appraisal | Copy of Purchase Order / Task Order for Appraisal Service (if applicable) | ||
| Final appraisal report for Fair Market Value of Lease and Market Rental Rate (if applicable) | ||||
| S32 | Fire Protection and Life Safety | GSA Form 12000 - Fire Protection and Life Safety Evaluation | ||
| S32 | Floodplain Compliance | Flood Plain Compliance Verification | ||
| S32 | Building Energy Performance | Certification of Building Energy Performance /Green Globes scorecard | ||
| S32 | EEO Compliance | EEOC Compliance (including clearance from DOL regional office if over 10M) | ||
| S32 | Other: Successful Offer and Award Determination | VIEWS Case ID# (Case ID can be the same for notification and award if all info is available when the notification concurrence is requested) | ||
| Tag | PHASE: APPROVAL AND FUNDING DOCUMENT | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| P01 | Funding Documentation Prior to Award | Funded 2237s for Funding for Tenant Improvements and Lease Payments, Memo of concurrence from Medical Center Leadership and Fiscal to proceed with award approving funding availability | ||
| P30 | Correspondence | Miscellaneous Funding and Approval Correspondence | ||
| S31 | Legal Review (pre-award) | Legal Review and Comment on Lease | ||
| S31 | Leadership Approval (pre-award) | Pre-Award Review and Approval IAW VHA PM | ||
| S32 | Other | Other Pre-Award Funding Documentation | ||
| Tag | PHASE: LEASE | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| C03 | Fully Executed Lease | Fully Executed Lease with All Attachments - L100 or GSA Form L201A & Appendices. |
All Pages Initialed by VA and Lessor, and All Pages Numbered
| GSA Form 3518 (including FAR 52.209-05) | ||||
| GSA Form 1217 (lessors annual cost statement) | ||||
| C03 | Lease Amendment(s) - Include a description of the amendment in the eCMS file name such as Commencement, TI, CPI Adjustment, RE Tax Adjustment, etc. | LA's or other agreements entered into between VA and lessor prior to acceptance | ||
| LA- accepting facility and establishing lease term and rent start date | ||||
| Lease Amendments (LA)s for any lease change including annual operating adjustments, CPI and real estate tax adjustments | ||||
| LA's for any lease change novations, estoppels, assignments etc. | ||||
| C03 | Standstill Agreement | Standstill Agreement(s) | ||
| C40 | Lease Transmittal Confirmation | Confirmation of Lease Delivery to Lessor | ||
| C41 | Other: Lease | Other Lease Documents | ||
| Tag | PHASE: POST AWARD NOTIFICATION | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| C01 | Post Award Notifications (SAM.gov) | Copy of award notification from SAM | ||
| Posting of Redacted Justification for Other Than Full and Open Competition on SAM | ||||
| C08 | Lease Award Letter | Copy of award notification to Awardee and end user (VHA, NCA, VBA) | ||
| C40 | Lease Distribution | Copy of Correspondence Transmitting Lease to Program Office | ||
| C40 | Randolph Sheppard Act Compliance | Evidence of Randolph Sheppard Act Compliance: Post Award | ||
| C41 | Other: Post Award Notification | Other Post Award Correspondence | ||
| Tag | PHASE: POST AWARD | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| C03 | Lease Amendments Related to Construction/Build-Out (Change Orders) | Lease Amendments (Change Orders) | ||
| C04 | Tenant Improvement Funding | IFCAP Purchase Order for Tenant Improvements | ||
| C05 | Post Award/Pre-Performance Conference | Meeting minutes for any official meeting between VA and lessor (Kickoff meeting, design meetings, TICS negotiations, etc.) | ||
| C08 | Notice to Proceed: TI | Notice to proceed for buildout/construction | ||
| C09 | SBA Reporting | Small Business Subcontracting Reports (ISRs and SSRs) | ||
| C10 | Security/Background Check | Evidence of Security Clearance on Lessor and Lessor's contractors regularly accessing the government's space (e.g.: janitorial contractor, maintenance contractor) IAW VHA SOP Contract Requirements for Security | ||
| C11 | COR Appointment/ACO Delegation | COR and/or ACO Designation letter | ||
| Copy of ACO/COR Warrant | ||||
| COR Certification | ||||
| C14 | Construction Reports/Site Visits | Construction Inspection Reports / Meeting Minutes / Submittals | ||
| Site Visit / Progress Reports | ||||
| C22 | Davis Bacon Act Reporting | Davis Bacon Interview Forms | ||
| C27 | Design and Construction Submittals | Design Intent Drawings (DIDs) - Approved | ||
| Fire/Safety Review and Approval of DIDs | ||||
| Finish Selections to Lessor | ||||
| Construction Drawings from Lessor Final Construction Drawings | ||||
| Construction Drawing Review by Government | ||||
| C27 | CAD As-Builts | CAD As-Builts | ||
| C32 | Space Acceptance Documentation | Certificate of Occupancy | ||
| Space Measurement Verification | ||||
| Certificate of Seismic Compliance | ||||
| Copy of Fire Inspection Report | ||||
| Condition Survey Report (or Similar Document) Signed by VA and Lessor | ||||
| Punch List & Resolution | ||||
| C40 | ACO/SRE Letter | ACO/SRE Letter has been sent to Lessor, VAMC Director and ACO/SRE with document acknowledgement of receipt | ||
| C41 | Tenant Improvement Cost Evaluation | Lessor's TI Proposal on TICS Table | ||
| Government Review of TI Proposal and/or IGE | ||||
| Certification of Current Cost or Pricing Data | ||||
| TI/BSAC PNM or ADM | ||||
| TI Cost Reconciliation | ||||
| C41 | LEED or Green Globes Certification | LEED or Green Globes Certification | ||
| C41 | Green Lease Submittals (effective FY2024) | Commissioning Plan / Final Commissioning Reports | ||
| Building Recycling Service Plan (>10kRSF) | ||||
| Reuse Plan (>10k RSF, if applicable as LCO can waive) | ||||
| Construction Waste Management Plan (>10k RSF) | ||||
| C41 | GREX Post Award Reporting | Evidence of Compliance with GSA Delegation Letter: Post-Award Uploading of all Required Documents into GREX IAW FMR Bulletin C-2 | ||
| C41 | Other: Post Award | Other Post-Award Documents | ||
| Tag | PHASE: ADMINISTRATION | ITEM IN BRIEFCASE | COMMENTS | |
| Document Type | Acceptable Documents | |||
| C03 | Operating Cost Adjustments | Operating Cost Escalations | ||
| C03 | Real Estate Tax Adjustments | Real estate Tax SLA | ||
| Real Estate Tax: Bill | ||||
| Real Estate Tax: Evidence of Payment / Receipt | ||||
| Real Estate Tax: Other Supporting Document / Appeals | ||||
| C04 | Rent Payment Obligations | IFCAP PO for Obligating Rent Payments | ||
| C29 | Invoices | Invoices / Payment Vouchers | ||
| C30 | Lease Termination | Termination Documentation | ||
| C31 | Assignment of Claims | Assignment of Claims | ||
| C36 | Option Renewal Letters / Documentation | Letter Exercising Option | ||
| C39 | Appeals / Claims / Disputes | Appeals / Claims / Disputes: Correspondence | ||
| Appeals / Claims / Disputes: Contracting Officer Decision | ||||
| Appeals / Claims / Disputes: Resolution | ||||
| Appeals / Claims / Disputes: Unresolved Claim(s) | ||||
| Appeals / Claims / Disputes: Civilian Board of Contract Appeals or Claims Court Decision | ||||
| Appeals / Claims / Disputes: Payment | ||||
| C40 | Miscellaneous Correspondence | Lease Administration Miscellaneous Correspondence | ||
| C41 | Other: Lease Administration | Other Administration Documents |
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