S06 36C10F20R0073 Pre-proposal Conference Powerpoint.pdf

Welcome to VA’s Pre-proposal Conference

September 02, 2020

36C10F20R0073 Real Estate Acquisition Support Services

(FY21 New Broker IDIQ)

Office of Construction and Facilities Management

Program Office | Office of Real Property Michael Moore – Senior Program Manager

Contracting Office | Office of Facilities Acquisition Zebulon Fox - Associate Executive Director (Acting) Catalin “Marcel” Parfenti - Contracting Officer catalin.parfenti@va.gov

Introductions mailto:catalin.parfenti@va.gov

• Welcome and Opening Remarks

• Program Requirements Review

• Contracting and Timelines

• Evaluation Procedures

• Question Period

• Submission Period

Agenda

Office of Facilities Acquisition

Associate Executive Director (Acting)

Zebulon Fox, DBA

Opening Remarks

Performance Work Statement (PWS) overview:

NAICS 531210 -- Offices of Real Estate Agents and Brokers (Small Business Size Standard: $8 Million)

Location of Performance: Any State of the United States, District of Columbia and the Commonwealth of Puerto Rico

Program Requirements Review

Module 1 – Lease Acquisition Support Services CLINs 0001 thru 0004 and Option Year CLINs

Module 1 Services (Commission Fee) – Lease Acquisition Support Services, will be priced as a commission based on the size of the lease facility being acquired. Commission based lease acquisition support services is commercial industry standard and follows GSA’s delegated processes. The commission based lease acquisition support services will include all or a combination of the following steps: 1) participating in a project orientation with the PM and LCO, other Government personnel, and other contractors; 2) providing GREX support; 3) advertising the requirement; 4) surveying the market and preparing a market survey report; 5) drafting issuing a LCO approved RLP and any RLP amendments; 6) conducting administrative reviews of offers; 7) inputting proposal financial data into analysis tools for LCO analysis and evaluation; 8) providing support to LCO in negotiations and discussions with offerors; 9) preparing the lease documents and any lease amendments, and coordinating required signatures; and 10) coordinate Acceptance Inspection(s).

Module 1 (Commission Fee)

The Contractor shall conduct these tasks in accordance with applicable regulations and guidance upon the receipt of a written TO. The level of effort and the amount of travel required for each acquisition will vary dependent on the size and complexity of the transaction. Travel is required on most TOs for lease acquisition services. Lease Sizes:

Micro Less than 10,000 Net Usable Square Feet (NUSF, commission fee)

Small Between 10,001 NUSF and 30,000 NUSF (commission fee)

Medium Between 30,001 NUSF and 100,000 NUSF (commission fee)

Large Over 100,001 NUSF (commission fee)

Module 1 (Commission Fee) Cont'd

The Contractor must hold a current state broker license in the United States of America, District of Columbia or Commonwealth of Puerto Rico. Additionally, in order to be awarded a lease acquisition TO, the Contractor must provide a broker license covering the state where the lease is being performed or partnership/co-brokerage agreement.

Commission Fee for CLIN 0001 thru 0004/Option Year CLINs:

– Task Orders using these CLINs will be priced based on commission fee. The contractor’s proposed commission at the task order level will be the amount paid by the lessor. The fully serviced rental rate is to be used as the year one base rent for comparison to the present value analysis. This rate is established by ORP based on representative market comparable rent rate data obtained from market research shall align with the Present Value Price Evaluation Section in the RLP. An in-house market rate review tailored for a specific VA lease transaction will be provided by the contractor prior to commencement of the project. This information, where available, is a tool to be utilized by the Lease Contracting Officer / Realty Specialist to make informed leasing decisions on behalf of the Government and can provide the necessary backup documentation to support the LCO and leasing personnel in their negotiations with Offerors.

Module 1 (Commission Fee) Cont'd

Commission: The Commission is the percentage of the Aggregate Lease Value that the Contractor will receive as compensation for CLINs 1 thru 4. In markets where it is common practice to calculate commission as a rate per square foot or fixed amount, commission shall be converted as a percentage of the Aggregate Lease Value. The Contractor’s commission is paid to the Contactor by the lessor in accordance with the terms of the lease and this contract. The commission will be the Contractor’s standard commission. 50 percent of the broker’s commission will be paid 30 calendar days after Lease award and the remaining balance will be paid 30 calendar days after occupancy of the property by the VA Medical Center.

Module 1 (Commission Fee) Cont'd

Module 2 – Lease Related Services Module 2 Services include: 1) User Group Design Meetings with Lessor; 2) Lessor's Tenant Improvement (TI) Pricing Review; 3) Change Orders; Construction Schedule and Initial Construction Meeting Support; 4) Construction Progress Reporting; 5) Coordination of VA Occupancy; 6) Pre-Acceptance Submissions, Market research and analysis; 7) Support for Disputes, Protests, Claims, and Appeals, Congressional Inquiries, and FOIA Inquiries;

and 8) Lease Extensions.

Module 2 (Firm Fixed Price)

Module 3 – Due Diligence Services Module 3 will require certain real estate due diligence services to bring the lease and real estate acquisition process to closure prior to the award of a lease. Due Diligence services includes: 1) Appraisal, 2) Review Appraisal, 3) Metes and Bounds ALTA survey, 4) Geotechnical study, 5) Cultural Resources Study/ Archology study, 5) Title search, 6) Traffic study, 7) NEPA Environmental Assessment, NEPA Environmental Impact Statement, 8) Compensation, and Liability Act (CERCLA), 9) Windshield Cultural & Archaeological Resource Survey (CRS) Study, and 10) Section 106 Consultations services.

Module 3 (Firm Fixed Price)

Key Elements:

• This procurement is set aside based on an order of priority as established in 38 U.S.C. 8127. This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, as a tiered evaluation for VOSB concerns.

• Nine (9) IDIQ SDVOSBs/VOSBs Contract awards

• Period of Performance: Base Year and 4 Option Year periods

• MINIMUM VALUE: $1,000.00 per awardee

• MAXIMUM VALUE: $30,000,000.00 per awardee

• Task Orders shall not exceed $1,500,000

Contracting and Timelines

Proposals submitted in response to this solicitation shall contain and be marked as the following two volumes:

1) Volume I – Technical Proposal (no fee information shall be included in the technical proposal)

2) Volume II – Price Proposal

Instructions to Offeror

• Factor 1: Firm Experience (limited to maximum of 7 pages). The offeror shall submit a listing of projects similar in scope and complexity to what is required within each Performance Work Statement (PWS) module (include project description for Module 1

– Real Estate Acquisition Services, Module 2 – Other Real Estate Acquisition Support Services, and Module 3 – Due Diligence Services).

• Factor 2: Management and Operational Approach, Staffing Plan and Licensing

– Subfactor 1: Management and Operation Approach (limited to

10 pages maximum). Provide a management and operation plan to include executive summary, organizational structure/staffing matrix, quality control for projects and personnel, coverage of services for all geographic areas, operational techniques of specialized methods for market analysis, monitoring of subcontractor procedures, and management techniques to mitigate organizational and personal conflicts of interest.

Volume I – Technical Proposal

• Factor 2:

– Subfactor 2: Staffing Plan (limited to 10 pages maximum). Provide key personnel, experienced, licensed, trained, and qualified for personnel able to perform the required services (must include resume(s) and professional credentials of every staff member proposed for this solicitation, description of experience with knowledge of local markets, experience in real estate and construction management, accessible and available of personnel for on-site meetings), and completion of lease procurement and procedures training as described in the PWS.

– Subfactor 3: Broker License (limited to 3 pages maximum). Provide a copy of the current state(s) broker license in the United States of America or Commonwealth of Puerto Rico. In addition, Offeror shall provide licenses and/or team arrangement(s) plan to provide broker license coverage in all 50 States and Commonwealth of Puerto Rico which can be in the form of a partnership/co-brokerage agreement.

Volume I – Technical Proposal Cont’d

• Factor 3: Past Performance: Provide references for three (3) projects submitted under Factor 1. The offeror shall instruct the references to complete the Past Performance Questionnaires (PPQs) attachment and submit it to the Contracting Officer (Catalin Parfenti at catalin.parfenti@va.gov) by the closing date and time of the solicitation.

Volume I – Technical Proposal Cont’d

• Factor 1: Commission Rate (Module 1). An offeror must submit commission rate for each size lease acquisition service, in accordance with the section B.2 PRICE/COST SCHEDULE of the solicitation.

• Module 2 and 3 services will be completed at the task order using fair opportunity ordering procedures per FAR Part

16.505 as firm fixed price services.

Volume II – Price Proposal

• Offer, Amendments, and Certifications & Representations

– Provide signed copy of Solicitation Form SF1449, Amendment(s) (if any), Tax Identification Number (TIN), Socioeconomic status, representations and certifications IAW FAR 52.212-3 and U.S. Department of Veterans Affairs, Center for Verification and Evaluation (CVE) verification letter for Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses. If the offeror is proposing as a joint venture or teaming arrangement, the arrangement shall be outlined, and the legal entity identified.

Additional Information

• This procurement is set aside based on an order of priority as established in 38 U.S.C. 8127. This solicitation is being issued as a tiered evaluation for SDVOSB concerns, or in the alternative, as a tiered evaluation for VOSB concerns. If award(s) cannot be made, the solicitation will be cancelled, and the requirement resolicited.

• For this multiple award solicitation, proposals at a lower tier shall not be evaluated or considered for award unless award cannot be made at a higher (or preceding) tier. The evaluation will consist of two tiers as follows:

• Tier 1 - Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns

• Tier 2 - Veteran-Owned Small Business (VOSB) Concerns

• Tier 1 proposals will be evaluated first. After evolution of Tier 1 proposals, if up to nine awards can be made at a fair and reasonable price that offers best value to the Government, no additional tiers will be reviewed. If less than nine awards can be made, the Government will evaluate Tier 2 proposals for additional awards.

Tiered Evaluation Procedures

• Competitive best value tradeoff source selection procedures will be used to evaluate proposals.

• The non-price evaluation factors and subfactors are listed in descending order of importance.

– The subfactors for Non-price Factor 2 are listed in descending order of importance.

• All non-priced factors when combined are significantly more important than price, but, as proposals become more equal in their technical merit, the evaluated price becomes the determining factor.

Proposal Evaluation

• Volume I: Technical Proposal Factor 1: Firm Experience The proposal must demonstrate the offeror’s ability to manage lease transactions and relevant experience same or similar in nature to the leases described in this solicitation.

“Similar” is defined as lease projects comparable to value project at or over 15,000 NUSF. The offeror should submit a detailed description of five (5) projects performed within the past five (5) years.

Factor 2 - Management and Operational Approach, Staffing Plan and Licensing The proposal must demonstrate offeror's ability to manage the contract by providing a method for portfolio management, as well as quality control plan and organizational and personal conflicts of interest.

Demonstrate the ability to effectively oversee the work to be performed included in the solicitation (including subcontractors, if applicable) and provide resume for key leasing personnel. The offeror must demonstrate current broker license(s) and/or plan demonstrating authority to perform commercial real estate services as required by the solicitation.

Factor 3 - Past Performance Past performance must demonstrate the offeror's ability to successfully perform representation commercial broker services and support services included in the solicitation.

Past performance will be evaluated based on the review of the Past Performance Questionnaires (PPQs) submitted by references.

Additionally, the Contracting Officer may use other Government sources which may include Contractor Performance Assessment Reporting System (CPARS), the Contracting Officer’s knowledge of and previous experience with the service(s), or any other reasonable basis.

• Volume II – Price An offeror must propose commission rates for each size lease acquisition service in accordance section B.2 PRICE/COST SCHEDULE of the solicitation. Offers shall submit proposed commissions rates for all categories, for the base year and all option periods or will be determined to be non-responsive.

Price proposals will be evaluated to determine the reasonableness of the offeror's rates for Module 1.

Module 2 and 3 services will be competed at the task order level using fair opportunity ordering procedures per FAR Part 16.505.

• Any questions regarding this solicitation shall be addressed via email with the subject: 36C10F20R0073 | Real Estate Acquisition Support Services (FY21 New Broker IDIQ) to Contracting Officer, Catalin Parfenti no later than September 08, 2020 at 3:00 PM ET at Catalin.Parfenti@va.gov.

Question Period mailto:Catalin.Parfenti@va.gov

• The Offeror’s proposal shall be submitted via email with the subject: 36C10F20R0073 | Real Estate Acquisition Support Services (FY21 New Broker IDIQ) to Contracting Officer, Catalin Parfenti at email address Catalin.Parfenti@va.gov.

• All proposals shall be submitted no later than September 30, 2020 at 3:00 PM ET, unless the solicitation is amended.

Submission of Proposal mailto:Catalin.Parfenti@va.gov

THANK YOU FOR YOUR INTEREST

IN THE SOLICITATION 36C10F20R0073