36C10F23R0050 - Hampton VA OPC - RLP Amendment 3 - Pre-bid Transcript - 7.19.2023.pdf

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·2· ·:· · · · · · · · · HAMPTON, VA· · · · · · · · · :

·3· ·: MULTISPECIALTY OUTPATIENT CLINIC BID PROPOSAL :

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·7· · · · · · · · · · · July 19, 2023

·8· · · · · · · · · · · · 11:00 a.m.

·9· · · · · · · · · ·Via Microsoft Teams

·1· · · · · · · ·IN ATTENDANCE

·2

·3· ·PATTI RESTREPO, Chartwell Enterprises

·4· · · ·SCOTT BROWN, Veterans Affairs

·5· · · · MAYRA ROSA, Veterans Affairs

·6· · WILL ZIMMERMAN, Toland Mizell Molnar

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·1· · · · · · ·P R O C E E D I N G S

·2· · · · PATTI RESTREPO:· Good morning, everyone.

·3· ·I'm seeing a lot of names come up that have

·4· ·worked with Veterans Affairs before and some

·5· ·names that might have worked with them but

·6· ·maybe not as much.· So we really appreciate

·7· ·everyone coming onto this call to hear this

·8· ·presentation.· I know we have them for every

·9· ·presentation.

10· · · · But I think the value of it is, especially

11· ·during the design phase portion of it, you do

12· ·get to hear about the specific project in terms

13· ·of Hampton.· And then, of course, for the local

14· ·VA medical center, this is important as well, 15· ·because then you can see how important the

16· ·project is for that specific medical center.

17· · · · So, again, for many of you this morning I

18· ·know, good morning.· For those who do not know

19· ·me, my name is Patti Restrepo.· I work for

20· ·Chartwell Enterprises, and I -- working as a

21· ·broker with Pam Westling from the Chartwell

22· ·team.· We are very excited about this project.

23· ·It serves a lot of veterans in that area.

24· · · · So before we jump in, I did --

25· · · · UNIDENTIFIED SPEAKER:· Good.· Good.

·1· · · · PATTI RESTREPO:· Oh, someone's on.· If you

·2· ·don't have your phone on mute, please put it on

·3· ·mute.· That would be great.

·4· · · · So I'm going to pass it over to

·5· ·Scott Brown -- he's the chief engineer for the

·6· ·Hampton VA Medical Center -- because I know

·7· ·they're very focused and excited about this

·8· ·project.

·9· · · · Scott...

10· · · · SCOTT BROWN:· Good morning, everyone.· If

11· ·I can just get off mute here.· Welcome.

12· · · · I just wanted to kind of give a shout-out

13· ·to everyone on the call.· VA Hampton really

14· ·appreciates your enthusiasm and your

15· ·willingness to get involved in this project.

16· ·We look forward to a good project.

17· · · · As many of you know, we currently have a

18· ·healthcare center -- well, it's technically --

19· ·it's a multispecialty outpatient clinic

20· ·currently going up in Chesapeake, as well as a

21· ·community-based outpatient clinic in another

22· ·part of Chesapeake as well.· And these are all

23· ·designed to help us address our growing veteran

24· ·population in this area.

25· · · · We're currently, I believe, the second

·1· ·fastest growing facility in the nation.· And

·2· ·we're growing at a rate of about 25 percent.

·3· ·So these projects are all aligned to help us

·4· ·address those needs.· And this project in

·5· ·particular will be key to us meeting the needs

·6· ·of the veterans in the Tidewater area.

·7· · · · So thank you again.· And we'll turn it

·8· ·back over to Patti.· Thank you.

·9· · · · PATTI RESTREPO:· That's great.· Thanks, 10· ·Scott.· I'm going to jump off camera and I'm

11· ·going to just go ahead and get into these

12· ·slides.

13· · · · So in terms of the agenda, what we wanted

14· ·to do is, of course, provide the purpose for

15· ·the prebid, but then also provide an

16· ·introduction to our team members.· We don't

17· ·have every team member listed here, but it is a

18· ·good integrated project team.

19· · · · And then we just wanted to give an

20· ·overview of the project in terms of the RLP

21· ·package, how to submit an offer, and then the

22· ·lease.· And then Will Zimmerman from Toland

23· ·Mizell Molnar is going to go over the

24· ·appendices, which is, in essence, the crux of

25· ·the project.· And then we'll hit upon the

·1· ·standard forms and clauses, which are common to

·2· ·all procurements or, you know, VA

·3· ·procurements -- the 1364, and the 1217, and

·4· ·other forms.· And then we'll open it up to

·5· ·questions and answers.

·6· · · · We will have the ability to respond to --

·7· ·to submit questions -- I'm just making sure

·8· ·everyone is getting in -- to submit questions

·9· ·by July 21.· And then we'll be working to get

10· ·those answered.

11· · · · So in terms of the team, you did hear from

12· ·Mr. Scott Brown.· He's the chief engineer for

13· ·the medical center, for Hampton Medical Center.

14· ·Also, of course, this is something very

15· ·important to the executive director, who is

16· ·Dr. Simmons.· Also Mr. Michael Harper -- those

17· ·who were on the market survey met Mr. Harper --

18· ·he's the associate director for operations.

19· · · · Then we have Vickmary N-Figueroa.· She's

20· ·the assistant chief engineer.· And then

21· ·Dr. Thea Shaw.· She is the CBOC administrator.

22· ·In terms of the CFN, who we have is -- there's

23· ·Mayra Rosa.· She's a lease contracting officer.

24· ·And then the project managers are Lynette Gray

25· ·and Sam Perminter.· We also have

·1· ·Matt Shepardson, who is a medical facility

·2· ·planner.· And then Peter Phefferet (phonetic)

·3· ·who is the senior resident engineer.

·4· · · · Something that we've been doing on these

·5· ·projects very early on is getting our

·6· ·environmental and historic preservation subject

·7· ·matter experts on board so that they can start

·8· ·assisting in the evaluation of -- if there's

·9· ·any concerns or issues, that we could start

10· ·addressing them earlier on.· And you'll hear

11· ·that's why it's so important -- or it's

12· ·required to submit a Phase 1 environmental site

13· ·assessment and Cultural Resources Study early

14· ·on.

15· · · · So in terms of the contractors'

16· ·representative, it's Paul Boggs with Toland

17· ·Mizell Molnar, and then also Will Zimmerman, 18· ·who you'll be hearing from later on, and then

19· ·myself, Patti Restrepo, and then Pam Westling.

20· · · · I will mention there is, like -- we don't

21· ·have everyone listed here, but it is a very

22· ·integrated team.· We do have VHA and then

23· ·the -- six representatives as part of the team

24· ·as we move forward through this procurement.

25· · · · I do want to mention, similar to other

·1· ·meetings that we have virtually, we do have a

·2· ·court reporter, Molly and Kim.· They will be

·3· ·providing us a transcript of this which we will

·4· ·post as an amendment after the meeting.

·5· · · · One thing -- I think I might have already

·6· ·mentioned this -- but just if you could hold

·7· ·questions until the end.· And then when you do

·8· ·ask a question, what we'll ask you to do is

·9· ·just provide your name.· And then if you are

10· ·asking it specifically on a reference, if you

11· ·could just reference the document so that we

12· ·can better be oriented towards the question.

13· · · · We always mention this in terms of

14· ·procurement integrity because it is extremely

15· ·important for Veterans Affairs.· So when we do

16· ·meet at the beginning of a project and

17· ·throughout the project, the lease contracting

18· ·officer will remind us of how important it is

19· ·that we are sensitive to the documents we

20· ·receive, to -- any discussions that we have, 21· ·that we have it within the team.· And we expect

22· ·that, of course, of anybody who is

23· ·participating in this procurement.

24· · · · So the purpose -- this morning what we

25· ·wanted to do is just hit upon the general

·1· ·requirements for the RLP in terms of the space, ·2· ·the parking spaces, the delineated area.· And

·3· ·then we'll get more specifics in terms of in

·4· ·the appendices.

·5· · · · We do think it is important, and many of

·6· ·you have already probably done it -- is that

·7· ·you read through the whole package.· Even if

·8· ·you've gone through this process, it's -- the

·9· ·R100 and the L100 is being updated.· And then, 10· ·of course, the appendices are very specific to

11· ·this project.· So reading through the lease

12· ·design narrative, the agency specific

13· ·requirements, and any accompanying documents

14· ·with it is very important.

15· · · · Another purpose of this meeting is to

16· ·answer questions.· I know on some of these we

17· ·do answer a few of them, and then we do ask you

18· ·to submit your questions.· And what we do is

19· ·then internally we will discuss it and then

20· ·provide responses.· And sometimes we do get a

21· ·lot of questions, and please know that we are

22· ·deliberately trying to get these done and get

23· ·them out so that you do have time with them in

24· ·advance of the actual proposal submittal.

25· · · · And then, lastly, of course, we want to

·1· ·facilitate these kinds of meetings because then

·2· ·it allows competition, which is important to

·3· ·the government.· So I wanted to be sure and say

·4· ·that.

·5· · · · I already mentioned that we will be

·6· ·providing a transcript of this.

·7· · · · So in terms of the project overview, this

·8· ·is an outpatient clinic.· Sometimes it's

·9· ·referred to as an HCC2.· This is an

10· ·unrestricted solicitation, so this is a full

11· ·and open.· It is not set aside.· It is a

12· ·fully-serviced lease, but it's net of interior

13· ·janitorial services.

14· · · · So, obviously, what that means is Veterans

15· ·Affairs will be -- the medical center will be

16· ·responsible for the janitorial services, the

17· ·interior.· So that shouldn't be a part of the

18· ·response or the proposal.

19· · · · It is a maximum space of 218,676 ABOA

20· ·square feet, so it is a sizable clinic.· As

21· ·part of the requirements, it should be located

22· ·on no more that three contiguous floors.· And

23· ·then outside parking, as you've probably read

24· ·through the -- in the RLP is 1,250 parking

25· ·spaces.

·1· · · · So what we're going to do this morning is

·2· ·I'm just going to go through the R100 and then

·3· ·the L100.· And then, as I've already mentioned, ·4· ·Will's going to go over the appendices.· And

·5· ·then I'll go over the standard forms and

·6· ·clauses.· And it's just a way to organize or

·7· ·orient anyone, especially anyone who hasn't

·8· ·gone through this process, what the documents

·9· ·are, and to reiterate throughout this prebid

10· ·how important it is to read through the

11· ·documents.

12· · · · So in terms of the R100, that is the

13· ·solicitation document.· It does not -- it puts

14· ·forth the requirements and it is broken up into

15· ·five sections.

16· · · · The first section is the Statement of

17· ·Requirements.· It essentially lets the private

18· ·sector know what specific requirements the

19· ·government is looking for in terms of term, how

20· ·long it will be, square footage, parking.

21· · · · So in terms of term, it has been approved

22· ·for up to 20 years.· Of course, it needs to

23· ·score.· And what that means is it has to be

24· ·score as an operating lease rather than a

25· ·capital lease.

·1· · · · And so that's why you see here that it's

·2· ·required that you do submit two alternatives.

·3· ·One being a 15-year firm term.· And then also

·4· ·the 20-year firm term.· Obviously, for the

·5· ·government, a longer term is what they target.

·6· ·But, again, it needs to score.· And submit both

·7· ·a 15 and a 20-year firm term.· And that's in

·8· ·the 1364 as well as in Attachment 1.

·9· · · · In terms of delineated area, as we

10· ·discussed already, obviously, it's in Hampton.

11· ·Many of you were on the market survey.· This is

12· ·a very basic requirement that it needs to be

13· ·within the delineated area.· Or if it's outside

14· ·the delineated area, it needs to be fronting

15· ·one of the boundary lines.

16· · · · So just the next slide is a map of the

17· ·delineated area.· So you see it's a little

18· ·south of Hampton, next to Norfolk, and

19· ·Chesapeake, and Virginia Beach, of course.· So

20· ·moving on.

21· · · · I think -- I've said this before --

22· ·section 1.06 of the RLP is a really good

23· ·reference.· These are the documents that were

24· ·released with the RLP package.· So what you can

25· ·see there is -- obviously, the R100 is what

·1· ·we're looking at.· And that's a solicitation

·2· ·document.· But then you have the lease.· And

·3· ·then you have a cover page for the appendices.

·4· ·But then listed below the cover page are the

·5· ·appendices.· And these are very specific to

·6· ·this project.

·7· · · · And so Appendix A, all through A, and then

·8· ·B relates specifically to this project.· And, ·9· ·again, Will's going to get into those a little

10· ·bit more specifically.· And then we have the

11· ·janitorial services.

12· · · · And then after Appendix B, what these are, 13· ·the rest of them are forms.· These forms are, 14· ·again, important to go through and need to be

15· ·reviewed and then initialed and submitted as

16· ·part of the initial offers.

17· · · · So, again, I just always mention this:

18· ·Section 1.06 is always a good reference to --

19· ·at least to start off as you're reviewing the

20· ·RLP package.

21· · · · In Section 1, as we're talking about

22· ·requirements, is one of -- an important

23· ·requirement is the security.· So for this

24· ·project, this will be a Full Security Level 2.

25· ·And so here it just describes how it's

·1· ·determined.· And there will be -- just so

·2· ·everyone knows, there will be another

·3· ·assessment once this -- it's based on the

·4· ·delineated area.· But once an offer is -- an

·5· ·award is identified, that site -- there will be

·6· ·another assessment on that site as it relates

·7· ·to security.

·8· · · · So the second section of the RLP is the

·9· ·eligibility and preferences for award.· And

10· ·what this hits upon is in terms of that the

11· ·space that's put forth, that it's -- one, it's

12· ·efficient.· And so that's the -- you know, the

13· ·LCO will make a determination of that.

14· ·Obviously, it's very important that with the

15· ·program for design, that that's addressed and

16· ·that it's efficiently laid out.

17· · · · Another very basic requirement is that

18· ·it's -- the site is not within a 100-year

19· ·floodplain -- now they're referring to it as

20· ·the 1 percent annual chance floodplain -- and

21· ·that it must meet all the accessibility and

22· ·fire protection, life safety requirements.

23· · · · I mentioned this.· Again, I'll reiterate

24· ·it.· It is required that offerors submit a

25· ·Phase 1 environmental site assessment.· Again, ·1· ·this is another important point, that it has to

·2· ·be within 180 days of initial offer due date.

·3· ·So the due date for this procurement is

·4· ·August 31.· So just taking August 31 and moving

·5· ·back six months, so it's sometime in March of

·6· ·this year -- that's when the Phase 1 needs to

·7· ·have been completed.· And then it needs to be

·8· ·submitted with initial offers.

·9· · · · The government -- and this one will

10· ·require an environmental assessment and NEPA

11· ·EA.· So the government is required to complete

12· ·this due diligence, whether it's themselves or

13· ·with the support of offers.· And what we've

14· ·seen in the past is, yes, the government does

15· ·look to the offeror to provide assistance in

16· ·completing the NEPA EA.

17· · · · This is put in here because it's just

18· ·highlighting that the government does reserve

19· ·the right to reject any offer where the

20· ·documentation for the NEPA process shows --

21· ·that documentation is inadequate or it shows

22· ·that there is going to be adverse impacts that

23· ·are unacceptable to the human environment or

24· ·that can't be readily mitigated, or it's just

25· ·that it's too expensive, that it's not

·1· ·acceptable to the government.· And this is in

·2· ·the sole discretion of the LCO.

·3· · · · Another -- and this is why Alec Bennett is

·4· ·part of this process early on -- is in terms of

·5· ·complying with Section 106 with the National

·6· ·Historic Preservation Act.· So Section 2.13 of

·7· ·the RLP, there's a requirement to submit a

·8· ·Cultural Resource Study.· In that section, it

·9· ·does outline what is required as it relates to

10· ·that study.· So we'll move on to Section 3.

11· · · · And, again, this section is -- like many

12· ·of them -- very important.· I always have found

13· ·it helpful to review this early on so there's

14· ·no surprises as one is getting their initial

15· ·offer submitted, that they're not surprised by

16· ·what that requirement is, you know, a couple

17· ·days before having to submit it.· So I would

18· ·just highly recommend reading this section.

19· · · · But, basically, what it states is that

20· ·submissions should be submitted to the

21· ·government in care of Chartwell Enterprises.

22· ·So our address is there to submit the CDs.· And

23· ·what the government is looking for is 12

24· ·technical CDs.· And then on separate CDs, two

25· ·price proposal CDs.· Because they have to be

·1· ·two separate submissions.

·2· · · · As I mentioned, questions for this

·3· ·proposal are due by this Friday at 4:00 p.m.

·4· ·And once we have those questions, we'll start

·5· ·working on those -- on the responses, and look

·6· ·to get them posted as soon as we have the

·7· ·internal discussions and then finalize the Q&A

·8· ·matrix.

·9· · · · Again, no hard copies will be accepted.

10· ·So it's the 12 technical CDs and then the two

11· ·price proposal CDs.

12· · · · Something that has been provided, I know, 13· ·in the Choice Act 2.0, request for lease

14· ·proposals, and then for the PACT Act leases is

15· ·what's called this offer proposal compliance

16· ·matrix.· And this is very helpful, I think, for

17· ·the private sector, as well as for VA in terms

18· ·of helping the private sector in terms of their

19· ·response, but then also for VA in terms of

20· ·evaluating the response.

21· · · · And so this offer proposal compliance

22· ·matrix maps out certain documents that we're

23· ·looking for.· And so what -- how it's broken up

24· ·is in the technical proposal as well as the

25· ·price proposal.· So you'll see it follows quite

·1· ·closely as it relates to the evaluation

·2· ·factors.

·3· · · · So here you see for the technical

·4· ·proposal, there's certain requirements and

·5· ·documents that the government is looking for.

·6· ·And that will assist in our evaluation as it

·7· ·pertains to the technical quality.

·8· · · · As we come down, there's, you know, ·9· ·documents as it relates to past performance.

10· ·And then financial information.· And then the

11· ·project management plan, which all fall under

12· ·Evaluation Factor 2.

13· · · · Then moving along, we have for --

14· ·operations and maintenance plan.· So it states

15· ·there the different documents that we're

16· ·looking for.· And, again, this is just VA in

17· ·terms of the evaluation.

18· · · · And then Evaluation Factor 4 is, of

19· ·course, the socioeconomic.· And so this is in

20· ·terms of -- speaking to the private sector, 21· ·this is what the requirements are.· Submit

22· ·them, and then it allows us to evaluate based

23· ·on the initial offers.

24· · · · So then there's also offering entity

25· ·submittals, as you can see here, then building

·1· ·site submittals.· One thing you'll notice on

·2· ·the last column of this proposed -- offer of

·3· ·proposal compliance matrix is a reference to

·4· ·where you will find additional information or

·5· ·more contacts around that specific document.

·6· · · · So just continuing down, these are

·7· ·additional submittals.· So what you'll see is a

·8· ·lot of those are the same documents that you

·9· ·saw in Section 1.06 of the RLP.· What we're

10· ·looking for you to do is to review them, and

11· ·then initial them, and submit them as -- back

12· ·as part of the initial response.

13· · · · And then the price proposal -- so this is

14· ·the 1217, which is your operating expenses.

15· ·Then the 1364, which is, in essence, your

16· ·financial proposal in terms of shell rent and

17· ·other information captured there.· And then the

18· ·GSA Form 1364 is an Excel spreadsheet where we

19· ·are looking to have you, for the 15-year firm

20· ·term and the 20-year firm term, to provide the

21· ·shell rents for each of those years.

22· · · · It helps us just better understand rather

23· ·than just seeing a static 1364 with -- you

24· ·know, is a step rent or might be a step rent.

25· ·It helps us to really understand what is

·1· ·happening every year as it relates to shell

·2· ·rents primarily.· So continuing down.

·3· · · · There are, of course, additional

·4· ·submittals.· Another important section of the

·5· ·Request for Lease Proposal is Section 3.06.· So

·6· ·in conjunction with 1.06 and the offer of

·7· ·proposal compliance matrix, this is a section

·8· ·to really pay close attention to.

·9· · · · So one of the additional submittals is the

10· ·evidence of ownership.· So if you're submitting

11· ·to say you do not own the site, you do have to

12· ·show that, one, you have control of the site.

13· ·And I'm just going to go to the next slide.· It

14· ·shows it can be either through an option to

15· ·purchase, a sales contract, a deed, or, if it's

16· ·going to be ground lease, an option to lease

17· ·the site for longer than the lease term plus

18· ·the post-award design and construction phase

19· ·and any renewal options.

20· · · · This is another important slide, and I

21· ·know it's specifically for the Hampton VA

22· ·Medical Center -- is that the future lease

23· ·awardee is going to be required to submit Revit

24· ·-- files in a Revit format.· And so we mention

25· ·it now so that as you are preparing your

·1· ·initial offer, if you are selected as the

·2· ·awardee, as everyone knows, the post-award

·3· ·kickoff meeting happens soon after the lease

·4· ·award, and you jump right into the design

·5· ·phase.· So what the government will be

·6· ·requiring is files in the Revit format, so --

·7· ·to include the architectural, the MEP drawing, ·8· ·and then the FFNE.

·9· · · · Also in Section 3.07 it does address the

10· ·tenant improvements.· It does provide the

11· ·amount.· So it's slightly over $61 million.

12· ·For this project, the expectation is that the

13· ·tenant improvement allowance will be paid at

14· ·lump sum upon acceptance of the space by the

15· ·government.

16· · · · The government does, though, reserve the

17· ·right to amortize that tenant improvement

18· ·allowance over the firm term.· But as I

19· ·mentioned, the expectation is to pay it lump

20· ·sum for this project.

21· · · · Sustainability, of course, is important.

22· ·So for the new construction, there's a

23· ·requirement for documentation for the Green

24· ·Globes.

25· · · · As I mentioned, this is a fully-serviced

·1· ·lease, but for -- it's net of janitorial.· So, ·2· ·of course, utilities are included as part of

·3· ·this fully-serviced lease, except the

·4· ·janitorial will be taken care of by Veterans

·5· ·Affairs.

·6· · · · And then a building operating plan shall

·7· ·be submitted.· So an understanding when systems

·8· ·are either set back or, just generally, what

·9· ·the operating plan is for the building that

10· ·you're offering and that we see submitted.

11· · · · So Section 4 is -- again, it's an

12· ·important section just because it provides

13· ·information to the private sector as to how the

14· ·government will evaluate your offers.

15· · · · This is going to be awarded on best value.

16· ·So one thing I do want to emphasize is that

17· ·offerors should submit their best offer

18· ·up-front, because the government does have the

19· ·ability to award on initial offers.

20· · · · So that's why it states there -- and it's

21· ·stated in the RLP Section 4.04; "therefore, the

22· ·offeror's initial proposal should contain the

23· ·offeror's best terms from a cost or price and

24· ·technical standpoint."· So I just want to

25· ·reiterate that, that the government can award

·1· ·on initial offers.

·2· · · · In terms of evaluation factors, they are

·3· ·listed in descending order of importance.· So

·4· ·the most important factor is Factor 1.· That's

·5· ·the technical quality.· Under each factor you

·6· ·have what are called areas of consideration.

·7· ·They, unlike the factors, are not listed in any

·8· ·order of importance.· But I'll reiterate the

·9· ·evaluation factors, of which there are four, 10· ·listed in descending order of importance.

11· · · · So for the technical quality, which you

12· ·can see there in terms of area of

13· ·considerations, are architectural concept and

14· ·building design, the quality of the site and

15· ·development, and then the sustainability, 16· ·design, and energy efficiency.

17· · · · Again, if you haven't already, review

18· ·Section 4, and review -- under each of the

19· ·evaluation factors, there's items indicating

20· ·what we're going to be evaluating -- and then

21· ·also by the information on submittals, 22· ·evaluation submittals.

23· · · · The second factor is in terms of the

24· ·offeror's qualifications and past performance.

25· ·As part of the RLP package, a past performance

·1· ·questionnaire, PPQ, was released.· If you

·2· ·haven't already -- I'm sure many of you have --

·3· ·but when you're submitting information on past

·4· ·performance, you are to submit a PPQ or request

·5· ·a PPQ from someone you've worked with on that

·6· ·specific project.· And they are to fill out the

·7· ·past reference questionnaire and then send it

·8· ·back to Chartwell by the due date, the initial

·9· ·offer due date.· And so that is part of the RLP

10· ·package that was released.

11· · · · Also, we evaluate the design team and the

12· ·general contractor qualification.· So if you

13· ·are the developer, you are coming with a design

14· ·team, an AE firm, and then your GC as well.

15· · · · There are specific forms that are

16· ·completed that were released as part of the RLP

17· ·package.· And that helps us in our evaluation

18· ·of the design team and the general contractor

19· ·qualifications.

20· · · · And then also other areas of consideration

21· ·are the financial resources and then the

22· ·project management plan.· What I'll mention

23· ·about the project management plan is -- and it

24· ·does mention it in the RLP -- is that we are

25· ·going to be looking at the schedule that you

·1· ·submit.· There is -- in Section 4 of the lease, ·2· ·you'll notice there's -- it describes the

·3· ·design intent, drawings, or the activities

·4· ·after post-award -- so the DIDs, the

·5· ·construction drawings.

·6· · · · There are dates that are included in the

·7· ·lease that indicate the amount of days the

·8· ·government's going to take to review the DIDs

·9· ·or the CDs, but you'll notice that there are Xs

10· ·where it's the time period that we'll require

11· ·the offer to complete the DIDs or complete the

12· ·construction drawings.· And so what we're

13· ·asking you to do is, in your schedule -- is to

14· ·provide those dates.· So -- and it does

15· ·indicate that in that RLP under this section.

16· · · · So moving along, Factor 3, you have the

17· ·operations and maintenance plan.· And this is

18· ·really important because this, you know, 19· ·obviously, takes -- describes how you're going

20· ·to operate and maintain the building for the

21· ·next 20 years -- 15, 20 years, depending on

22· ·what the term of the lease is.· Optimally, it

23· ·would be 20 years.

24· · · · So under that, you have the interior and

25· ·exterior maintenance of the building and

·1· ·grounds, routine emergency calls, and then

·2· ·staffing plan, and quality control plan, ·3· ·administrative procedures -- which, you

·4· ·probably saw or noticed on the compliance

·5· ·matrix, it does -- it will marry up with these

·6· ·evaluation factors and serve as a guide, a

·7· ·reference as to what should be submitted as

·8· ·part of the initial offer.

·9· · · · And then Factor 4 is the socioeconomic

10· ·status.· So if you are a service disabled, 11· ·veteran-owned small business, there's certain

12· ·requirements or documentation that needs to be

13· ·submitted so that you can be evaluated

14· ·accordingly as it relates to this factor or

15· ·VOS -- veteran-owned small business -- small

16· ·business.· Or if you're a large business, there

17· ·is that requirement for a subcontracting plan.

18· · · · So the last section in the RLP, the

19· ·Request for Lease Proposal, are just some terms

20· ·and conditions.· Although in the last section, 21· ·they're quite important, and that's why they've

22· ·been placed here.

23· · · · In terms of the off-site improvements, 24· ·those will be -- the lessor is responsible for

25· ·that -- for the cost of it.· And so they need

·1· ·to be considered and put as part of the

·2· ·proposed rent and as part of the initial offer.

·3· · · · This -- we have every expectation that

·4· ·you're going to conduct reasonable site

·5· ·inspections for the proposed site.· And then

·6· ·also as part of the initial offer is that you

·7· ·provide evidence of teaming arrangements, both

·8· ·with your AE firm, the design firm, or the --

·9· ·and the general contractor.· So that addresses

10· ·the Request for Lease Proposal.

11· · · · So, again, it is really important to read

12· ·through the whole RLP, Request for Lease

13· ·Proposal.· Here on the screen what you see is

14· ·just the sections.· Sometimes it's just helpful

15· ·to see the sections, and it can guide you in

16· ·terms of that if you're looking for something

17· ·specific, it tells you what section you might

18· ·look into.

19· · · · Just to reiterate, I think it is

20· ·important, though, to look at how to offer, 21· ·just so that it's something that is done well

22· ·in advance of a week to ten days before the

23· ·offer is due, so you know what that expectation

24· ·is.· And it is -- I'll mention this again.· It

25· ·is really important to get those proposals

·1· ·in -- it's not only important -- you will not

·2· ·be evaluated if you don't -- but to get it in

·3· ·by the time and date of that initial offer.

·4· ·Moving along to the lease.

·5· · · · So the lease is released with the RLP.

·6· ·This will be the document -- obviously, the

·7· ·contract, you know, that is signed between the

·8· ·government and the awardee.· What you'll see is

·9· ·there is information in the lease.· It is

10· ·important to read the lease because there have

11· ·been some updates, just like in the RLP.

12· · · · But one thing that -- and I'll mention

13· ·this a little further in the next couple of

14· ·slides -- is that some of the sections have

15· ·been updated even since the last iteration of

16· ·leases.· So one way to identify very quickly if

17· ·it's been updated is, obviously, in the title

18· ·of the subsections, they provide the month and

19· ·the year.

20· · · · And so I know, for example, in Section 3, 21· ·there are a number of subsections within

22· ·Section 3 that have been updated that have a

23· ·date of October 2022.· So it is important to

24· ·read through it again, even if you've worked

25· ·with these documents in the past.· There are

·1· ·updates.

·2· · · · On this slide what you see is just, broken

·3· ·up, the titles of the sections.· So you see

·4· ·Section 1 relates to what the -- there will be

·5· ·a table of what the rents are and then other

·6· ·terms.

·7· · · · Section 2 is just the general terms and

·8· ·conditions.

·9· · · · Section 3 is important.· That's where you

10· ·have your shell components.· And so one thing

11· ·I'm going to highlight in a slide -- in the

12· ·next couple of slides is in terms of the HVAC.

13· ·So the HVAC is part of shell, and so that is

14· ·captured in Section 3.

15· · · · Then in Section 4, as I've already

16· ·referenced, this is -- talks about post-award

17· ·in terms of the DIDs, the CDs.· And so that's

18· ·where you're going to see that there are some

19· ·dates that have been filled in for the

20· ·government's time period to review the DIDs and

21· ·the CDs.· But when you provide the schedule for

22· ·the DIDs and the CDs, we are looking for each

23· ·offeror to submit the dates that it will

24· ·require them to complete the DIDs, and the CDs, 25· ·and other dates within Section 4 that have not

·1· ·been filled in.

·2· · · · Then Section 6 is the utilities, services, ·3· ·and obligations during the lease term.· This is

·4· ·where you'll find the hours of operations.

·5· ·There's also reference to exterior -- not

·6· ·necessarily -- well, if they were doing

·7· ·janitorial -- if the lessor was doing the

·8· ·janitorial -- but, again, it's the VA who's

·9· ·doing it -- but to exterior site management.

10· ·And then there's also landscaping and other

11· ·items in Section 7 with additional

12· ·requirements.

13· · · · I've already mentioned Section 3.· This is

14· ·what I was just referencing -- was that there

15· ·are changes not only with Subsection 3.40, but

16· ·other ones within it.· But in terms of HVAC, 17· ·those are shell.· And this -- as you can see, 18· ·this was updated in October 2022.· One other

19· ·document that it's important to review is the

20· ·room data matrix, because that does provide

21· ·information as it relates to HVAC and the rooms

22· ·that require it.

23· · · · So I'm going to turn it over to Will, 24· ·who's going to go over the appendices.· And, 25· ·again, this section is very specific to this

·1· ·project.

·2· · · · So, Will...

·3· · · · WILL ZIMMERMAN:· All right.· Thank you.

·4· ·We'll go into the design overview.

·5· · · · The submission shall include narratives on

·6· ·the facility design approach.· So it's

·7· ·important to just remember that with your

·8· ·submission, to describe how you approached the

·9· ·project and to go a little bit in depth on how

10· ·it was laid out based upon the information that

11· ·will be provided in the appendices.· So that

12· ·will help the team kind of understand how your

13· ·design was derived.

14· · · · And so the design review also should be

15· ·submitted by the offeror and will be used to

16· ·evaluate technical proposals and develop design

17· ·development drawings after the award.· Failure

18· ·to submit the plans and specifications in

19· ·accordance to the government requirements may

20· ·cause offers to be deemed unacceptable and

21· ·nonresponsive.

22· · · · The total design project area (audio

23· ·interference) -- the lessor shall design and

24· ·construct the building and site in accordance

25· ·with the RLP package -- the lease design

·1· ·narrative -- which we'll get into in a minute.

·2· ·The program for design -- all federal

·3· ·regulations, facility guidelines, building

·4· ·codes and ordinances -- in case of a conflict, ·5· ·the most stringent standards should apply to

·6· ·this project.

·7· · · · Also please take into consideration Green

·8· ·Globe's initiative, accessibility standards, ·9· ·and, in addition to that, the compliance of

10· ·local codes, ordinances, design, construction, 11· ·and alterations, all of which must comply with

12· ·the ADA Standards for Accessible Design, VA

13· ·barrier-free design standards, uniform

14· ·accessibility standards.· Also, please keep in

15· ·mind about the Davis-Bacon wages.

16· · · · The appendices -- we're going to start

17· ·going into the program for design, the project

18· ·contents, the lease design narrative, the room

19· ·data matrix, and all issues pertaining to the

20· ·IT requirements needed for this project.

21· · · · The Facility Security Level, which -- this

22· ·one is Facility Security Level 2.· We'll go

23· ·into the conceptual floor plan, and Patti will

24· ·go into the janitorial and site-managed

25· ·services.

·1· · · · So this is agency specific requirements, ·2· ·but we'll dive into that when we get to the

·3· ·LDN.· So the program for design -- this has

·4· ·been updated.· And it basically goes through

·5· ·and describes all the spaces, the square

·6· ·footage for those spaces that are needed.· And

·7· ·it is broken out for you based upon medical

·8· ·service.· So you'll see that as a part of your

·9· ·package in the program for design.

10· · · · The project room contents -- it is listed

11· ·within the appendices.· And it will show you

12· ·all of the equipment that is required for each

13· ·particular space that will be presented within

14· ·the program for design as well.· So you'll see

15· ·all of those spaces and all the equipment that

16· ·is needed for those rooms.

17· · · · The lease design narrative -- so this is

18· ·important as far as kind of the Bible for this.

19· ·This is going to go through all of the general

20· ·requirements that are needed for this project;

21· ·the planning and design criteria, which goes

22· ·into your PACT design guiding principles, your

23· ·room data matrix.· Surgical design criteria --

24· ·it will speak about that also.

25· · · · On the technical side, it goes into the

·1· ·site in civil, the architecture.· It also talks

·2· ·a little bit about adjacencies of certain

·3· ·services.· So it's very important to dive into

·4· ·that.

·5· · · · The interior design aspects -- we'll go

·6· ·into the mechanical, plumbing, electrical, ·7· ·lighting, telecommunications.· And also it

·8· ·gives narratives on the hardware groups that

·9· ·are needed for this particular project.

10· · · · Next slide.

11· · · · So the LDN -- the purpose of the LDN, 12· ·Appendix A-2, which will be a part of this

13· ·package -- the LDN is to consolidate the

14· ·government codes, standards, references, and

15· ·guidelines in a document that provides

16· ·performance-based standards for a VA-leased

17· ·CBOC.· The governing codes, standards, and

18· ·references are based upon the VA affiliate

19· ·outpatient clinic.

20· · · · The design of the VA-leased CBOC is based

21· ·on the prototype for standardized design and

22· ·construction of community-based outside

23· ·clinics, which is described in Part 3, Planning

24· ·and Design Criteria.

25· · · · The room data matrix I just mentioned --

·1· ·it will list all of the spaces, the room codes.

·2· ·You'll find everything from what the flooring, ·3· ·what the ceiling should be within this

·4· ·document, types of paint for different

·5· ·particular medical services.· So most of your

·6· ·pertinent information will be listed here for

·7· ·every type of room that's in the facility.

·8· · · · Next slide.

·9· · · · OPC IT specs.· So you'll have within your

10· ·package the most up-to-date specifications that

11· ·the information technology -- the IT needs to

12· ·adhere to.· So all of the requirements -- most

13· ·recent requirements that you need to have this

14· ·facility adhere to will be in that -- up under

15· ·this appendix.

16· · · · Facility Security Level 2. -- this portion

17· ·is just going to talk about the different

18· ·aspects of security that this particular

19· ·facility needs to adhere to.· They are specific

20· ·requirements that are needed and need to be

21· ·taken into consideration when -- for the design

22· ·and for the occupancy of this building.· Okay.

23· · · · The conceptual layout -- what we presented

24· ·at TMM for this project was a three-level, 25· ·three-floor concept.· And so the adjacencies of

·1· ·these areas when we approached the design was a

·2· ·discussion among the medical services.· So

·3· ·please take that into consideration in all of

·4· ·your offers, because they address each other.

·5· ·So the conversations had made sure that there

·6· ·were certain departments that needed to be

·7· ·adjacent to other departments.· There are some

·8· ·key things that I will point out, so please

·9· ·take note to that.

10· · · · There are areas within the PACT, in the

11· ·primary care area, that they wanted all of

12· ·these shared medical appointment spaces to be

13· ·adjacent and not apart.· So please keep that in

14· ·mind so they can utilize those spaces in

15· ·different areas.· So that's very key.· That is

16· ·represented in the block plan.

17· · · · You'll also see areas, such as the PMnR

18· ·area, that needs to be on an exterior wall, 19· ·that needs to have an outside area that's a

20· ·part of it.· All of that is represented in this

21· ·block plan.· So if you use this as a guide, you

22· ·can't go wrong based upon the discussions of

23· ·that.

24· · · · So that's the first floor for this

25· ·particular project.· Let's go to the next

·1· ·slide.

·2· · · · And so the other two floors, the

·3· ·adjacencies are very critical and important.

·4· ·On the second floor, you will find components

·5· ·such as specialty medicine, eye, audiology, ·6· ·social work, and mental health all on that

·7· ·floor.

·8· · · · The adjacencies are very important here

·9· ·because there are certain components -- for

10· ·instance, like audiology -- that cannot be by

11· ·certain departments.· So the way that this was

12· ·laid out was to take that into consideration.

13· ·So when laying out this facility, please look

14· ·at those adjacencies so that you're giving the

15· ·best offer that you can on that.· So that's the

16· ·second floor.

17· · · · And below that is the third floor.· The

18· ·third floor also covers an OR suite, digestive

19· ·diseases, dental, and the SPS.· And it's

20· ·important that all of those spaces be adjacent

21· ·to each other because they heavily utilize the

22· ·sterile processing service, which is SPS.· And

23· ·so that's the reason why all of those areas

24· ·were grouped and are adjacent to each other.

25· · · · Also, you will see on that floor where

·1· ·there are preop and postop recovery bays.· They

·2· ·are laid in that way, in that design, for

·3· ·reasons so that it's a quick, easy route to the

·4· ·OR.· And that configuration makes a lot of

·5· ·sense for the VA from our discussions as well.

·6· · · · And let's see the next slide.

·7· · · · And then it's back to you, Patti.

·8· · · · PATTI RESTREPO:· Sounds good.· Thanks, ·9· ·Will.

10· · · · So this is the last document in the

11· ·appendices.· It's Appendix B.· As I've said

12· ·several times, the VA Medical Center will be

13· ·responsible for the interior janitorial

14· ·services.· But we do have this Appendix B which

15· ·addresses the exterior janitorial services.· So

16· ·it is -- in addition to what you see in the

17· ·lease as it relates to site management, this

18· ·appendix is important to review.

19· · · · It does provide, as you can see -- this is

20· ·the first page of it -- a table of requirements

21· ·that -- tasks that need to be completed on the

22· ·exterior, and the frequency of it.· And then

23· ·there's more information as you continue down

24· ·in the document.· So that should be reviewed.

25· · · · Now, we've addressed the R100, the L100, ·1· ·and the appendices.· So that last group of

·2· ·documents in that Section 1.06 of the RLP are

·3· ·these standard forms and clauses.· So I'm just

·4· ·quickly going to go through them and hit upon

·5· ·them.

·6· · · · So we've talked about the proposal

·7· ·compliance matrix.· So that's important to use

·8· ·as a reference, and then also to submit as an

·9· ·initial -- with your initial offers.

10· · · · This form is very important.· It's the

11· ·1364.· This is where you are providing your

12· ·financial offer.· This is the form -- the form

13· ·that we released, it was updated in January of

14· ·this year.· So that is the form that you should

15· ·be using.· So please use whatever we released

16· ·with the RLP.

17· · · · You'll see that it does provide for annual

18· ·rent.· And then further down in the document, 19· ·if you are going to be proposing a step rent, 20· ·that's included in this document.· And then, of

21· ·course, in the Attachment 1, that helps us see

22· ·it visually in terms of, from year to year, how

23· ·it gets captured.

24· · · · This is just another page of the 1364.· It

25· ·has a lot of the same information in the older

·1· ·version.· It's just positioned in slightly

·2· ·different areas than what it was previously.

·3· · · · Then the 1217.· This form has pretty much

·4· ·stayed the same for many years.· This is for

·5· ·the operating expenses.· So the line item 27, ·6· ·that is what gets captured in the 1364.· These

·7· ·are your services and utility costs.

·8· · · · Of course, for the interior janitorial

·9· ·services, you know, there's not going to be a

10· ·cost for that.· Because, as I mentioned several

11· ·times this morning, is that Veterans Affairs, 12· ·the VA Medical Center, is going to be

13· ·responsible for that.

14· · · · What you see in line 33 are these five

15· ·components, and that's included in shell rent.

16· ·So it's the real estate taxes, insurance, 17· ·building maintenance, lease commission, and

18· ·management.

19· · · · GSA form 3517-B is your general clauses.

20· ·So this does become part of the lease.· So

21· ·review that, and initial it, and submit it with

22· ·your initial offers.

23· · · · It shows you the contract requirements.

24· ·We've hit upon some of these already in terms

25· ·of, you know, having to meet the fire

·1· ·protection and life safety, and then the

·2· ·accessibility and sustainability standards.

·3· · · · It must be -- the space must be zoned for

·4· ·VA's intended use.· Please read Section 3.06 of

·5· ·the RLP.· It does address zoning and at which

·6· ·time it needs to be zoned.· It does state here

·7· ·we do require a letter from the authority

·8· ·having jurisdiction that's saying that it

·9· ·substantiates the compatible zoning.

10· · · · As Will has already mentioned, there's

11· ·codes as it relates in the lease design

12· ·narrative.· And then also, there's local codes.

13· ·It is subject to Davis-Bacon wages.· And so

14· ·those will be updated.

15· · · · So what we did was right before the RLP

16· ·was released, we went to and looked at the

17· ·Davis-Bacon wages and what they were.· But as

18· ·we go through the process, those are updated.

19· ·If they happen to be updated, they have been

20· ·updated.

21· · · · And then UFAS and ABAAS -- so, again, 22· ·these are just high-level reminders we put

23· ·here.· But, you know, it just helps in terms

24· ·of, for the private sector, to submit the most

25· ·complete initial offer and then also assist us

·1· ·in terms of evaluating it.

·2· · · · So it is important to read the whole RLP.

·3· ·It is important to look at the compliance

·4· ·matrix, and then also Section 3.02, and submit

·5· ·this compliance matrix with your initial offer.

·6· · · · Also, initial every page.· I have to state

·7· ·there that electronic signatures are

·8· ·acceptable.· One thing that is extremely

·9· ·important is that there is -- not only that the

10· ·submission is complete, but that there's

11· ·consistency.· What we don't want to see is that

12· ·there's -- and it doesn't happen often.

13· · · · But we've seen it happen where it states

14· ·one thing, whether it's even, you know, the

15· ·square footage in one -- and that's very

16· ·basic -- and it might be slightly different in

17· ·another.· It just needs to be consistent

18· ·throughout the whole document.

19· · · · And then make sure that the offer -- or

20· ·that the documents are signed by someone who

21· ·has authority to sign -- or to submit the

22· ·initial offer.

23· · · · Again, you must be -- the offering entity

24· ·must be registered in SAM.· That's, 25· ·essentially, at the end of the day, if you're

·1· ·awarded, how you'll get paid.· And then whoever

·2· ·-- it must be consistent with the operating

·3· ·agreement and completed offering entity

·4· ·acknowledgement form.

·5· · · · So we want to -- we will verify that

·6· ·whoever is submitting it and whoever has

·7· ·authority -- that they, in fact, do have

·8· ·authority to submit and understand who is the

·9· ·actual entity that's submitting it.

10· · · · We've mentioned this:· In terms of the

11· ·1364, it is required that you submit for a

12· ·15-year and a 20-year -- both.· So what we

13· ·should be receiving is a 1364 for both terms.

14· ·And then also within the Attachment 1, it does

15· ·include both of them in there.· So it can be

16· ·just one attachment, but with both the 15-year

17· ·and the 20-year in there.

18· · · · Again, it's already been mentioned in

19· ·terms of the Phase 1 ESA -- within six months

20· ·of the initial due date, that is required to be

21· ·submitted, as well as the Cultural Resource

22· ·Study.

23· · · · And then we do provide some guidance in

24· ·terms of how the response should be submitted, 25· ·so in terms of bookmarks that facilitates the

·1· ·evaluation, and the organization of the initial

·2· ·offer.· But we do ask that you provide

·3· ·narratives, and so that it does address all the

·4· ·RLP requirements.

·5· · · · Again, that's why Section 4 -- especially, ·6· ·for example, technical quality -- there are

·7· ·items under that section for Evaluation Factor

·8· ·1 that talks about the requirements.· So please

·9· ·provide narratives that do address the

10· ·requirements that we've set forth.· And then

11· ·it's just this idea of eliminating any kind of

12· ·discrepancies.

13· · · · So then, lastly, the government will not

14· ·accept any conditional offers.

15· · · · We've stated the importance of showing

16· ·evidence of ownership -- also in terms of the

17· ·project management plan.· So it's important to

18· ·provide a schedule with the financial

19· ·resources.· You do have to submit the required

20· ·information, and it must be included in a

21· ·technical proposal.

22· · · · So as read in Section 4, it does describe

23· ·what is required as it relates to financial

24· ·resources.· It's not the financial offer or the

25· ·price proposal.· It's specific to the technical

·1· ·side of it.· So it does need to be responded to

·2· ·in the technical proposal.

·3· · · · So that concludes just the overview of the

·4· ·RLP package.· We're going to open it up to Q&A.

·5· ·As I stated at the beginning, we do have a

·6· ·court reporter.· So if you could, if you do

·7· ·have a question, just state your name, your

·8· ·organization.· And then, if you have a specific

·9· ·document that you want to reference, please do.

10· · · · And then what we'll do is -- we do ask

11· ·that you submit that question as well when

12· ·you're submitting the questions.· Because then

13· ·what we can do is we can make a record of it.

14· ·And if there are entities that have not been

15· ·able to participate, it is part of the Q&A

16· ·matrix.

17· · · · So I will go ahead and open it up to

18· ·questions.

19· · · · DEREK WEAVER:· Hi, Patti.· It's

20· ·Derek Weaver from Johnson.

21· · · · PATTI RESTREPO:· Hi, Derek.

22· · · · DEREK WEAVER:· I'd like to direct a

23· ·question to Mayra.

24· · · · This particular project is among the

25· ·larger of the PACT Act leases being procured.

·1· ·It's easily the most complex project among the

·2· ·PACT Act.· And still, the same…