S06 Lease File Checklist Exhibit 5A.pdf

VA Office of Real Property Master Lease File Checklist

Document(s) Document Group Bucket Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

SF 81 or Request for Space Documentation Requirements Development 1 1 P01 Completed and signed by PM 6 Delineated Area Map Requirements Development 1 2 P03 Delineated area should form a closed polygon and be clearly outlined on the map 5

Delineated Area Written Description Requirements Development 1 3 P03 A written description of the boundaries of the delineated area (North, South, East, West; defined radius; other)

Delineated Area: Justification of Veteran-centric DA boundaries Requirements Development 1 1

Space Program Requirements Development 1 4 SEPS space program preferred. Document serves as an approved substitution for the GSA Needs Assessment Questionnaire 5

Housing Plan Requirements Development 1 5

Any timeline gaps between any existing lease and the planned acceptance of the new space must be explained. For example, if the current lease expires in 2017 but the new space won't be ready until 2020, the housing plan may be to execute a short-term succeeding lease to cover the 3 year gap.

Agency Specific Requirements (ASR), Solicitation Tab 3 Requirements Development 1 1 Incoming Request/Request to Lease Space Memo Requirements Development 1 6 P01 Document serves as an approved substitution for the GSA Needs Assessment Questionnaire. 3 GSA Needs Assessment Questionnaire Requirements Development 1 7 1 FSL II Determination and Security Requirements Requirements Development 1 8 P10 2 Additional local security requirements Requirements Development 1 1

Prospectus Description Requirements Development 1 9 Prospectus Description should be used to complete the Background Event. Document serves as an approved substitution for the GSA Needs Assessment Questionnaire.

Incoming Request is acceptable substitute for non-Prospectus level projects.

A23

Cost Benefit Analysis (could use the full stay in place decision tool) Requirements Development 1 11 P03 1

Initial OMB A-11 Scoring Requirements Development 1 12 P12 Use most current model.

Must score under 85% NPV/FMV -Excel format required A2 Yes 4

Rental Rate Justification (if applicable) Requirements Development 1 13 Standard CFM Format using 1.35/ 1.35 multipliers if needed to justify a request with an above-market rate

Rural Development Act Memorandum (if applicable) Requirements Development 1 14 P03 Q:\Drive Link 4 Lease documentation for current leases / SLAs (if applicable) Requirements Development 1 1 Project Milestone Schedule Requirements Development 1 1

Documentation of “Freeze the Footprint”/”No Net New” policy compliance Requirements Development 1 P01

Other Requirements Development Requirements Development 1 1

Agency Labor Cost Worksheet Pre-Solicitation 2 1 May use Labor Cost Worksheet Substitute Memo signed by LCO PDF: Subagency or Cost Worksheet 2

Evidence of Randolph Sheppard Act Compliance: Pre-Solicitation Pre-Solicitation 2 P11

Required for facilities >15,000 nusf and > 100 full-time employees -Letter from VAMC Director to state office regarding space -Availability for Randolph Sheppard vending -Any response from state office

A28

Justification for Other than Full and Open Competition Pre-Solicitation 2 2 P03 Required for Succeeding, Superseding, >10,000 SF Expansion 6

Market Research Report Pre-Solicitation 2 3 P02 Rental Rate Comps Utilize CoStar, LoopNet, etc. 5

Approval of Market Survey Criteria Pre-Solicitation 2 1 Expressions of Interest Pre-Solicitation 2 1 Market Survey Report Pre-Solicitation 2 P02 5 Market Outreach Pre-Solicitation 2 5 2 Copy of Newspaper Advertisement Pre-Solicitation 2 5 FBO advertisement (following VA policy) and all amendments to advertisement

Pre-Solicitation 2

Notification to City Official(s) Pre-Solicitation 2 2 38 U.S.C. § 8127 / Kingdomware Compliance Documentation Pre-Solicitation 2 6 2 OSDBU- 2268 Approval Pre-Solicitation 2 7 2 DOL General Wage Decision / Davis Bacon Wage Rates Pre-Solicitation 2 8 2 Completed and Signed Acquisition Plan Pre-Solicitation 2 11 P08 5 Source Selection Plan (signed) and Any Related Correspondence (if Applicable)

Pre-Solicitation 2 1 P09 4

Other Pre-Solicitation Pre-Solicitation 2 1 RLP Approval checklist and sheet Solicitation 3 1 Legal Review of draft RLP Package Solicitation 3 1 RLP Concurrence Approval Solicitation 3 0 Approved Evaluation Factors Solicitation 3 3 2 FAR 52.209-05 Solicitation 3 4 A25 2

4/3/20 Master Lease File Checklist 1 of 1

36C10F20R0073 | A0004 | UPDATED EXHIBIT 5A

Document(s) Document Group Bucket Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Labor Standards Provisions Solicitation 3 5 3 GSA Delegation / GREX Delegation Solicitation 3 6 P11 4 GSA Form 3516 (Solicitation Provisions) Solicitation 3 10 3 Complete copy of the Solicitation Package (zipped file for distribution), including appendices and amendments

Solicitation 3 13 Zip all documents in the 'Solicitation' folder on the Q drive 8

GSA Succeeding Lease Tool for Delegated Agencies Solicitation 3 14 Required for Succeeding 2 Advertisement and/or URL for the Website (noting method(s) used - FedBizOps or newspaper, both)

Solicitation 3 15 S03

Solicitation Distribution List Solicitation 3 2 Copy of FBO Posting Solicitation 3 1 RLP Form R101 Solicitation 3 17 Substitute Document: VA SFO 1 Correspondence with Offerors Prior to Receipt of Proposals Solicitation 3 1 Other Solicitation Solicitation 3 1 SCIP Approval Authority & Approvals 4 1 P03 4 VAMC / VISN approval to lease Authority & Approvals 4 P01 2 Lease Prospectus Authority & Approvals 4 2 P11 House Approval? Senate Approval? 5 Authorizing Legislation Authority & Approvals 4 3 4

If project is Prospectus-level, a 30-day Congressional notification required if >10% increase in size and/or total cost from the authorized amounts.

Authority & Approvals 4

Secretarial Approval ($300,000 annual unserviced rent or greater) Authority & Approvals 4 4 4 Congressional Authorization if Prospectus-level ($1,000,000 annual unserviced rent or greater)

Authority & Approvals 4 5

OCFM Delegation and/or Approval (annual unserviced rent or other authority thresholds are exceeded - $9,999 NUSF, 10-year total length, 100 parking spaces)

Authority & Approvals 4 6 P01

For Leases of $300,000 Annual Unserviced Rent or Greater, Secretarial Approval (obtained by VHA) of Increase in Size of Facility Over the Size Originally Approved/Authorized

Authority & Approvals 4 7

Scope Change approval / authorization Authority & Approvals 4 1 Committee Resolutions Authority & Approvals 4 9 P11 3 Congressional Notification (s) Authority & Approvals 4 10 5 Other Authority & Approval Documents Authority & Approvals 4 1

FEMA Floodplain Map (Pre-Solicitation) NEPA Compliance 5 1 P11 Floodplain maps covering the delineated area Official FEMA FIRM required. Maps are available online at the FEMA Map Service Center site - PDF format required A8 Yes

Preliminary Review of Sites NEPA Compliance 5 Yes 1

NEPA Compliance - CATEX Verification, if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager

NEPA Compliance 5 2 P11 Use one of VA CATEX forms - Simple or Advanced (templates at right), as appropriate to the project PDF x2: Simple and Advance CATEX template Categorical Exclusion (CATEX) document required for leases <75,000 GSF

Yes

NEPA Compliance - Final Environmental Assessment (EA), if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager

NEPA Compliance 5 3 P11 Environmental Assessment is required for leases >75,000 gross square feet (GSF)

Yes

NEPA Compliance - Finding of No Significant Impact (FONSI), if applicable NEPA Compliance 5 4 P11 Signed by NEPA Specialist and Realty Specialist/Project Manager

Yes

NEPA Compliance - Final Environmental Impact Statement (EIS), if applicable.

Signed by NEPA Specialist and Realty Specialist/Project Manager

NEPA Compliance 5 5 P11 Signed by NEPA Specialist and Realty Specialist/Project Manager

Yes

NEPA Compliance - Record of Decision (ROD) NEPA Compliance 5 6 P11 Yes 7 Administrative Record if EIS / ROD- This Supports Litigation NEPA Compliance 5 7 Yes 1 Site Map or Full Description of the Action that was Approved NEPA Compliance 5 8 Yes 1 NEPA Compliance - Phase 1 Environmental Site Assessment (and Phase 2 if required)

NEPA Compliance 5 9 P11 Yes

Flood Plain Compliance Verification NEPA Compliance 5 10 S32

To include evidence that Leased Space is Outside the 100-year Floodplain and a Floodplain Memo signed by NEPA specialist Official FEMA FIRM required. Maps are available online at the FEMA Map Service Center site (see link at right) - PDF format required

A8 Yes

Seismic Compliance / GSA Seismic Certification Form NEPA Compliance 5 11 S07 If required, should be included in Environmental documentation Yes 7

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Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Agency Correspondence- USFWS, EPA, US Army Corps, SHPO, Tribal D67 NEPA Compliance 5 12 P11 Yes

Other NEPA Compliance Documents NEPA Compliance 5 13 1 Preliminary Review of Sites NHPA Compliance 6 1 Yes 2 Initiation of Section 106 letters with VA Letter head: re: Undertaking to SHPO, Tribes and CPs

NHPA Compliance 6 2 P11 A5, A12, A13 Yes

Response to VA Section 106 letters from SHPO, Tribes and CPs ( Concurred or Not Concurred)

NHPA Compliance 6 3 A5, A12, A13 Yes

Correspondence between SHPO, Tribes and CPs (If No concurrence to our NAE) and Subsequent Studies or Reports that were Requested in Order to Achieve Concurrence on our NAE

NHPA Compliance 6 4 A5, A12, A13 Yes

NHPA Compliance - Concurrence via Final Correspondence from SHPO, Tribes or CP

NHPA Compliance 6 5 A5, A12, A13 Yes 4

NHPA Compliance - Memorandum for the Record Determining that the Lease Yield no Historical Designation or Impact

NHPA Compliance 6 6 Yes

Historic Building Verification (Verification of Historic or Non-Historic Building or District)

NHPA Compliance 6 7 Use OAEM-provided substitute template document PDF : Historic Template

Yes

Other NHPA Compliance Documents NHPA Compliance 6 8 1 Independent Government Estimate (IGE) Funding 7 1 P01 2 VHA Certification of Funds (pre-solicitation) Funding 7 P01 3 VHA Certification of Funds (pre-award) Funding 7 3 S30 4 Lump Sum Dollars have been Obligated Funding 7 8 2 Receipt of RWA and Required Certification Funding 7 1 Proof of Funding Availability, Notation of Deficiencies and/or cost of Improvements

Funding 7 7 P01 Certification of Funding (Signed VA 90-2237 Purchase Order With Attachments) & IFCAP Obligation Screenshot in one PDF document 1

Other Funding Documents Funding 7 1 Offeror Proposal Compliance Matrix Evaluation of Initial Offers 8 1 Abstract of Offers Evaluation of Initial Offers 8 1 Confidentiality Certificates Evaluation of Initial Offers 8 1

TEB Conflict of Interest Certifications and Non-Disclosure Documentation Evaluation of Initial Offers 8 5 S15

Proof of property ownership Evaluation of Initial Offers 8 9 S20 3 Proof of Authority to Represent Ownership Entity Evaluation of Initial Offers 8 1 Technical and Price Evaluation - Report and Scores Evaluation of Initial Offers 8 1 Present Value Analysis (PVA) Evaluation Evaluation of Initial Offers 8 1 OMB A-11 Scoring Runs for all Initial Offers Evaluation of Initial Offers 8 1 Scaling/Measurement of Offered Space Floor Plans Evaluation of Initial Offers 8 1 Pre-Award DID Submission(s) and Agency Approval Evaluation of Initial Offers 8 1 Pre-Award Fire/Safety Approval of Layout Drawings Evaluation of Initial Offers 8 1 Competitive Range Determination Evaluation of Initial Offers 8 2 Deficiencies/Discussions/Negotiations Evaluation of Initial Offers 8 1 Notification to Offerors of Inclusion / Exclusion Evaluation of Initial Offers 8 2 Request / Response / Summary of Debriefs Evaluation of Initial Offers 8 1 Pre-negotiation Notes Evaluation of Initial Offers 8 1 Negotiation Meeting Minutes Evaluation of Initial Offers 8 1 Notification to Competitive Range of FRP Deadline Evaluation of Initial Offers 8 1

Notification to Competitive Range of any adjustments to FRP Deadline Evaluation of Initial Offers 8

Letters Requesting Proposal Revisions Evaluation of Initial Offers 8 4 S07 1 Other Offer and Related Correspondence Evaluation of Initial Offers 8 1 Copy of SAMS Report for All Initial Offers Evaluation of Initial Offers 8 1 Copy of VETbiz Report for All Initial Offers Evaluation of Initial Offers 8 1 Other Evaluation of Initial Offers Documents Evaluation of Initial Offers 8 1 Offerors' Revised Proposals Evaluation of Final Revised Proposals 9 10 S07 1 Abstract of Offers Evaluation of Final Revised Proposals 9 1 Offeror Proposal Compliance Matrix Evaluation of Final Revised Proposals 9 1 Approval of Any New/Replacement TEB Members Evaluation of Final Revised Proposals 9 1

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Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Confidentiality Certificate(s) of Any New/Replacement TEB Members Evaluation of Final Revised Proposals 9

Technical Review/Scores Evaluation of Final Revised Proposals 9 1 Scaling/Measurement of Offered Space Floor Plans Evaluation of Final Revised Proposals 9 1 Pre-Award DID Submission(s) and Agency Approval Evaluation of Final Revised Proposals 9 1 Pre-Award Fire/Safety Approval of Layout Drawings Evaluation of Final Revised Proposals 9 1 Building Tour and Agency Concurrence Evaluation of Final Revised Proposals 9 1 Price Review/Scores Evaluation of Final Revised Proposals 9 S23 2 Present Value Analysis (PVA) Evaluation Evaluation of Final Revised Proposals 9 1 OMB A-11 Scoring Runs for all Revised Offers Evaluation of Final Revised Proposals 9 0 Past Performance Questionnaires Evaluation of Final Revised Proposals 9 1 Proof of property ownership Evaluation of Final Revised Proposals 9 9 S20 3 Proof of Authority to Represent Ownership Entity Evaluation of Final Revised Proposals 9 1 TEB Scoring Sheets Evaluation of Final Revised Proposals 9 6 S15 2 TEB Report(s) (fully executed) Evaluation of Final Revised Proposals 9 7 S15 5 Legal Review of PNM Evaluation of Final Revised Proposals 9 1 Price Negotiation Memorandum (PNM) Signed Evaluation of Final Revised Proposals 9 6 S24 For GREX Post-Award a signed ADM can be used as a substitute 5 Pre-negotiation Notes Evaluation of Final Revised Proposals 9 1 Negotiation Meeting Minutes Evaluation of Final Revised Proposals 9 1 Deficiencies/Discussions/Negotiations Evaluation of Final Revised Proposals 9 1 Notification to Competitive Range of FRP Deadline Evaluation of Final Revised Proposals 9 1

Notification to Competitive Range of Any Adjustments to FRP Deadline Evaluation of Final Revised Proposals 9

Competitive Range Determination (ADM up to this point) Evaluation of Final Revised Proposals 9 23 S17 1 Letters Requesting Proposal Revisions Evaluation of Final Revised Proposals 9 1 Copy of SAMS Report for All FPR Offers Evaluation of Final Revised Proposals 9 1 Copy of VETbiz Report for All FPR Offers Evaluation of Final Revised Proposals 9 1 Other Offer and Related Correspondence Evaluation of Final Revised Proposals 9 1 Source Selection Authority Decision Pre-Award Documents 10 1 Legal Review of Source Selection Documentation Pre-Award Documents 10 1 Lessor's Final Proposal (All pages initialed, Schedule B, C, D, E & F (if applicable) Excel formatted and unlocked, Proposal Revisions, Drawings, Renderings, Narratives -SFO Projects: Most updated/current Schedules (B,C,D,E and F) in excel and unlocked -RLP Projects: All Appendices (Floorplan PFD, Room Contents List, Design Narrative, Code List, and IT Requirements

Pre-Award Documents 10 1 S07

OMB A-11 Final Scoring Workbook Pre-Award Documents 10 3 S32 Excel file required. A2 Yes 6 OMB A-11 Capital Lease Checklist Pre-Award Documents 10 4 S32 Yes 6 Lease Cost Relative to Market (LCRM) Pre-Award Assessment Pre-Award Documents 10 1 Proof of Business Status / VetBiz Verification (if claiming SDVOSB, VOSB, or small business)

Pre-Award Documents 10 8

Systems for Awards Management (SAM.gov) Check Verification (Verification of Offeror information, Upload SAM check verification)

Pre-Award Documents 10 33

Experian Report Pre-Award Documents 10 1 Evidence of Site Control Pre-Award Documents 10 26 S20 4 Proof of A/E State Licensure Pre-Award Documents 10 1

Certification of Building Energy Performance /Green Globes scorecard Pre-Award Documents 10 27 S32

Certification of Current Cost or Pricing Data Pre-Award Documents 10 28 S23 2 Dun & Bradstreet Federal Report or "Credit Risk" Report Pre-Award Documents 10 35 4 Offeror’s Financial Statements Pre-Award Documents 10 14 2 Offeror’s Commitment of Funds Pre-Award Documents 10 15 S20 2 Project Schedule Pre-Award Documents 10 1 Estimated Acceptance Date Pre-Award Documents 10 25 Should match Pre-award OMB Scoring 1 Draft Awardee Notification Pre-Award Documents 10 1 Other Pre-Award Documents Pre-Award Documents 10 1 Award Decision Memorandum Pre-Award Clearances 11 22 4

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Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Best Value Determination of CO documented in ADM Pre-Award Clearances 11 1

Final appraisal report for Fair Market Value of Lease and Market Rental Rate Pre-Award Clearances 11 1 S32

Final Appraisal Report and Final Review Appraisal Report of Fair Market Value of Land (for two-step lease procurements only)

Pre-Award Clearances 11 2 S32

Appraisal Waiver (if applicable) Pre-Award Clearances 11 1 S20 4 Laws and Executive Orders Checklist Pre-Award Clearances 11 1 Foreign Ownership Notice Pre-Award Clearances 11 1

Small Business Subcontracting Plan (If awardee is not a small business) and OSDBU approval/verification of subcontractors, as necessary

Pre-Award Clearances 11 S22 A small business subcontracting plan is required if the aggregate rent is over $500,000 and the lessor is a large business. If it is required, this plan must be incorporated into the lease. 5

EEOC Compliance (including clearance from DOL regional office if over 10M) Pre-Award Clearances 11 13 S32 For contract value >$10M (including services, utilities, taxes, etc. for the entire lease term and options), required to request clearance from DOL regional office For contract value <$10M, search results produced by search of DOL National Pre-Award Registry 5

CO’s Determination of Responsibility (Responsibility Check): Past Performance, Financial Responsibility, SAM

Pre-Award Clearances 11 7 S20 4

Negotiation of Environmental Remediation Pre-Award Clearances 11 2 Peer Review Checklist Pre-Award Clearances 11 1

Office of General Counsel (OGC) review and concurrence of lease award (OGC review required for all leases that require CFM approval or above.)

Pre-Award Clearances 11 36 A4

Office of Asset Enterprise Management (OAEM) review and concurrence of lease award (Required for all leases that require CFM approval or above and if total contract value >$5,000,000, including buildout and rent for entire lease term.)

Pre-Award Clearances 11 37 A3

CRT/CRB Review Pre-Award Clearances 11 1 EISA Compliance Memo Pre-Award Clearances 11 0 GSA Form 12000 - Fire Protection and Life Safety Evaluation Pre-Award Clearances 11 S32 VA doesn't use 4

VIEWS Case ID# (Case ID can be the same for notification and award if all info is available when the notification concurrence is requested)

Pre-Award Clearances 11 38 Document Format: On Request Memo or via Email 1

SF2, L100, or GSA Form 3626 & Appendices Pre-Award Clearances 11 Word Format 3 FAR 52.204-10 Pre-Award Clearances 11 39 A25 2 SF3881 - ACH Form Pre-Award Clearances 11 1 Pre-Award / Award Notices under FAR Part 15 Pre-Award Clearances 11 3 Other Pre-Award Clearances Pre-Award Clearances 11 1 Lease- Draft Lease Documents 12 1 Legal Review and Comment on Lease Lease Documents 12 1 Fully Executed Lease with All Attachments - SF2 (signed), L100, or GSA Form 3626 & Appendices.

All Pages Initialed by VA and Lessor, and All Pages Numbered

Lease Documents 12 3 C03

Solicitation documents:

All schedules, addenda, and amendments Form SF-2 and additional provisions or riders Questions form offerors and answers provided by VA

Original Lease / SF2 Lease Documents 12 4

Lease documentation for any existing leased space to be replaced. This includes the Original lease and ALL SLAs/Amendments/ Standstills modifying the term or SF through the current expiration date. In the case that multiple existing leases are being consolidated, documentation must be provided for all leases to be consolidated.

GSA Form 1217 (lessors annual cost statement) Lease Documents 12 5 7 GSA Form 1364 Lease Documents 12 6 Form L201 - Verify Lessor's Signature Lease Documents 12 6 Substitute Documents: SF2 or full Lease document 1 GSA Form 3517B (General Clauses) Lease Documents 12 13 5 GSA Form 3518 Lease Documents 12 34 2 Lease Digital Signature Evidence Lease Documents 12 1 Confirmation of Lease Delivery to Lessor Lease Documents 12 1

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Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Any Lease Amendments for contract change during buildout/construction (must be created in eCMS)

- Request for Proposal (RFP) generated by VA Lessor's cost proposal

- Lessor's cost proposal

- Independent Government Estimate

- PNM (including a determination of price reasonableness)

- Any required approvals (OGC or RC, as applicable)

- Confirmation of funding availability for each change

- Obligation of funds for each change

- Document signed by contracting official with the proper warrant level

Lease Documents 12 C03, MC03

Other Lease Documents Lease Documents 12 1 Debriefing Letters Unsuccessful Offer Debriefing 13 S28 1 Pre-Award Notice and Rejection Letters Unsuccessful Offer Debriefing 13 1 Post-Award Notice and Rejection Letters Unsuccessful Offer Debriefing 13 1 Pre-Award Notice of Elimination from Consideration Unsuccessful Offer Debriefing 13 1 Post-Award Notice to Unsuccessful Offeror(s) Unsuccessful Offer Debriefing 13 1 Post-Award Debriefings/Congressional Inquiries and Responses Unsuccessful Offer Debriefing 13 1 Protests and Resolution Unsuccessful Offer Debriefing 13 1 Other Unsuccessful Offer Debriefing Documents Unsuccessful Offer Debriefing 13 1 Copy of award notification from FBO Post-Award Documents 14 2 Posting of Redacted Justification for Other Than Full and Open Competition on FBO

Post-Award Documents 14

Copy of award notification to VHA Post-Award Documents 14 1

Evidence of Randolph Sheppard Act Compliance: Post Award Post-Award Documents 14 C40

Required for facilities >15,000 nusf and > 100 full-time employees -Letter from VAMC Director to state office regarding space -Availability for Randolph Sheppard vending -Any response from state office

A28

Lease has been Properly Awarded in eCMS Post-Award Documents 14 1 SRE has been Granted Proper Access and Award Authority in eCMS Post-Award Documents 14 5 1 ACO/SRE Letter has been sent to Lessor, VAMC Director and ACO/SRE with document acknowledgement of receipt Post-Award Documents 14 C11

Backup/ACO letter has been sent to Lessor, VAMC Director and ACO/SRE with documented acknowledgement of receipt Post-Award Documents 14

COR Letter has been sent to Lessor, VAMC Director and ACO/SRE with documented acknowledgement of receipt Post-Award Documents 14 C11

ACO/COTR Warrant Post-Award Documents 14 1 Completed "eCMS Checklist for Lease Procurements" section pertaining to items to be completed at the time of lease award

Post-Award Documents 14 6

Offeror Contact Information and Offeror Building Information Post-Award Documents 14 7 1 Clarifications Questions and Answers Post-Award Documents 14 9 1 Conceptual Drawings Post-Award Documents 14 10 1 Security Unit Price List Post-Award Documents 14 11 1 Design Intent Drawings (DIDs) - Approved Post-Award Documents 14 1 Fire/Safety Review and Approval of DIDs Post-Award Documents 14 1 Finish Selections to Lessor Post-Award Documents 14 1 Construction Drawings from Lessor Post-Award Documents 14 1 Construction Drawing Review by Government Post-Award Documents 14 1 Lessor's TI Construction Bids on TICS Table Post-Award Documents 14 1 Notification to Contract Specialist/1102 Procuring Space Build Out Post-Award Documents 14 1 Government Review of TI Costs and/or IGE Post-Award Documents 14 1 TI/BSAC PNM Post-Award Documents 14 1 Other Post-Award Documents Post-Award Documents 14 1 Notice to proceed for buildout/construction Lease Acceptance 15 C08 4 TI/BSAC Notice to Proceed Issued Lease Acceptance 15 1 Small Business Subcontracting Reports (ISRs and SSRs) Lease Acceptance 15 1 Change Orders Related to Initial Occupancy Lease Acceptance 15 1 Any required approvals (OGC, RC as applicable) for contract changes Lease Acceptance 15 1 Confirmation funding availability for any contract changes change Lease Acceptance 15 MC03 1

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Order

Sub- Order Briefcase

Index Description/Purpose

Additional Information & Resources

Resources (See Corresponding Cell in Supporting Links

Tab)

SOP

available?

Completed (Yes / No /

N/A)

Appearances in Various Checklists

Change document signed by contracting official with the proper warrant level Lease Acceptance 15 MC03

Meeting minutes for any official meeting between VA and lessor (Kickoff meeting, design meetings, negotiations, etc.) Lease Acceptance 15 C05, C14

Energy Star Verification (12 mo. Verification / equivalent or exemption / evidence)

Lease Acceptance 15 16 Use OAEM-provided substitute template document at right PDF: Energy Star Template 1

LEED or Green Globes Certification Lease Acceptance 15 1 Copy of Fire Inspection Report Lease Acceptance 15 1 CAD As-Builts Lease Acceptance 15 1 Space Measurement Verification Lease Acceptance 15 1 Certificate of Occupancy Lease Acceptance 15 C32 Will not have until completion of construction 3

Condition Survey Report (or Similar Document) Signed by VA and Lessor Lease Acceptance 15

SLA's or other agreements entered into between VA and lessor prior to acceptance Lease Acceptance 15

SLA- accepting facility and establishing lease term and rent start date Lease Acceptance 15 MC03

Punch List & Resolution Lease Acceptance 15 C32 2 TI Cost Reconciliation Lease Acceptance 15 1 Periodic Services Schedule Lease Acceptance 15 1 Periodic Services Schedule to Lease Administration Manager Lease Acceptance 15 1 Other Lease Acceptance Documents Lease Acceptance 15 1 Post-Acceptance COR and/or ACO Designation letter Lease Administration 16 3 Copy of ACO Delegation to ACO Lease Administration 16 1 Copy of ACO Delegation Notification to Lessor Lease Administration 16 1 Copy of ACO Delegation Notification to VAMC Lease Administration 16 1 ACO/COTR Warrant Lease Administration 16 1 Rescission of any past designation/delegation of authority Lease Administration 16 3 SLA's for any lease change including annual operating adjustments, CPI and real estate tax adjustments Lease Administration 16

SLA's for any lease change novations, estoppels, assignments etc. Lease Administration 16 3 Notice to Cure and all other documentation related to contract breaches or deficiencies by the lessor Lease Administration 16

Ratifications of unauthorized commitments Lease Administration 16 2 Documentation of ownership changes or changes in the owner’s lender or financial status.

Include OGC or RC concurrence as necessary Examples: lessor refinances; lesser sells building; lessor changes its name or assigns the lease to a related company

Lease Administration 16 MC03 3

SLA's to exercise options Lease Administration 16 3 Protest Documentation Lease Administration 16 1 Claim Documentation Lease Administration 16 1 Cure Notice(s) Lease Administration 16 1 Show Cause(s) Lease Administration 16 1 Stop Work Documentation Lease Administration 16 1 Other Lease administration Documents Lease Administration 16 1 GSA Inventory Check Administrative 17 2 Broker Task Order Administrative 17 1 A&E Task Order Administrative 17 1 VA National Rules of Behavior Administrative 17 3 VA Handbook 6500.6/IT Security Administrative 17 2 VETS-4212 Administrative 17 2 VA Form 10091 Administrative 17 2 Other Administration Documents Administrative 17 1

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Master Lease File Checklist