Attachment 4 - RLP 36C10F23R0055 - Pre-bid Conference Transcript.pdf

·1

·2

·3

·4

·5· ·x--------------------------------x

·6· ·:· · · · ·LECANTO, FL· · · · · · :

·7· ·:· · OPC PRE-BID CONFERENCE· · · :

·8· ·x--------------------------------x

·9

11· · · · · · April 19, 2023

12· · · · · · · ·1:00 p.m.

13· · · · ·VIA Microsoft Teams

·1· · · · · · · IN ATTENDANCE

·3· · · SAM PERIMETER, Veteran Affairs

·4· ·THOMAS LEAHY, Chartwell Enterprises

·5· · · · MARTHA WEEKLY, FFE, Inc.

·6· · · ·MAYRA ROSA, Veteran Affairs

·7· · MATT DEWEY, Local Representative

·8

·9

·1· · · · · · · · · P R O C E E D I N G S

·2· · · · · · ·SAMUEL PERMINTER:· Good afternoon, ·3· ·everyone.· Glad to see the great participation we

·4· ·have here today.· Thank you for joining.· And just

·5· ·to be certain that everyone is in the right place, ·6· ·this is the Lecanto OPC Prebid Conference, virtual

·7· ·prebid conference.· And to let you know that we --

·8· ·that you are -- this is being recorded.· So if

·9· ·anyone has any concerns about that, just be mindful

10· ·that we are recording, and as well as transcribing.

11· · · · · · ·So let's get started, Thomas.· I can't see

12· ·your presentation.

13· · · · · · ·Okay.· So, again, my name is Sam

14· ·Perimeter.· I'm the project manager for Lecanto OPC.

15· ·Today we are going to kind of go over our basic

16· ·requirements for this -- for you to submit your

17· ·proposal.· We are going to highlight some things we

18· ·want to point out in the requirements and make sure

19· ·that you pay attention to and address accordingly in

20· ·your proposal.

21· · · · · · ·Thomas of Chartwell Enterprises is our

·1· ·broker contractor and he is going to go over the

·2· ·presentation with you.· FFE, Martha Weekley is our

·3· ·A&E contractor .she will go over the design plans

·4· ·with you.· And our contract officer is Mayra Rosa.

·5· · · · · · ·So, I guess, with no further ado, Thomas.

·6· · · · · · ·THOMAS LEAHY:· Excellent.· Thank you, Sam.

·7· ·Appreciate that.· And good afternoon to everyone. I

·8· ·hope you are doing well.

·9· · · · · · ·Again, my name is Thomas Leahy.· I'm with

10· ·Chartwell Enterprises.· We are here supporting

11· ·Veteran Affairs in this procurement and happy to be

12· ·with you today.· I will shut off my camera here in

13· ·just a moment.· And just go over the initial slides

14· ·and we will get into the presentation.· We have a

15· ·lot of material to cover and we appreciate your

16· ·interest in this procurement and your willingness to

17· ·spend a little time with us so we can share this

18· ·information with you.

19· · · · · · ·So, as Sam said, here is our agenda for

20· ·today.· And just some welcome remarks and we will go

21· ·through a portion of the RLP package, just at a

·1· ·higher level, as Sam said, and Martha, as the AE, ·2· ·will speak to the portion of the presentation.· And

·3· ·we will come and talk about standard forms and wrap

·4· ·it up with Q&A period.

·5· · · · · · ·As Sam mentioned, here are some key

·6· ·individuals, most of who are on the call today, and

·7· ·will be participating in this project.

·8· · · · · · ·In addition, these are our local partners.

·9· ·Mr. Matt Dewey is here with us today, as a local

10· ·representative.· As Sam said, myself and Ms. Martha

11· ·Weekley is here.

12· · · · · · ·So rules.· We will go through this again.

13· ·Most of these apply to the Q&A period.· In my mind, 14· ·there are just two important rules here today.

15· ·Number one, you know, try to get as much out of this

16· ·as possible, right?· We are going to go through a

17· ·lot of information.· Most of it will be at a high

18· ·level.· This is not meant as a deep dive into each

19· ·facet of the RLP.· It's a long document and that

20· ·would be a longer call than what we have time for

21· ·here.· So, you know, pay attention.· Obviously, try

·1· ·to get the most out of this.

·2· · · · · · ·And, number two, just as a housekeeping

·3· ·effort, let's try to hold all the questions until

·4· ·the end, right?· We find that it's more efficient if

·5· ·we get through the material, which there's a lot of

·6· ·slides, a lot of materials and then we can gather

·7· ·our thoughts and answer questions at the end.· So

·8· ·thank you for that.

·9· · · · · · ·Our purpose, to talk through these

10· ·requirements, to communicate just, you know, 11· ·specific points within the RLP package that we want

12· ·to point out, to answer questions, of course, and to

13· ·promote competition.

14· · · · · · ·As an overview, outpatient clinic in the

15· ·Lecanto, Florida, area.· This is an SDVOSB set-aside

16· ·solicitation.· The government is looking for a

17· ·fully-serviced lease, to include janitorial

18· ·services, with a square footage of 55,497 ABOA

19· ·square feet.· That must be offered, of course, on a

20· ·single floor with 350 on-site parking spaces.· Here

21· ·are the items we are going to discuss today.· The

·1· ·relevant documents, the R100, L100, appendices as

·2· ·well as the standard forms and clauses.

·3· · · · · · ·So getting into the RLP; okay?· First

·4· ·requirement here, the government is requesting an

·5· ·offer both for 15- and a 20-year firm term lease.

·6· ·Here are the boundaries for the delineated area and

·7· ·the corresponding map.

·8· · · · · · ·For those of you who participated in the

·9· ·market survey, this is still the same, this is

10· ·unchanged, and the documents that are part of that

11· ·RLP package that were included and will be returned

12· ·with your initials as well and other information.

13· · · · · · ·Then we have Section 2, which is the

14· ·Eligibility Section here.· For 2.01, the LC is, of

15· ·course, looking for an efficient layout for the

16· ·building, which is a requirement.· And then, in

17· ·addition, the site, of course, must be within the

18· ·delineated area, but it also must be outside of any

19· ·one percent annual chance floodplain, okay, which

20· ·corresponds to the formal language, which is the

21· ·100-year floodplain.· Bottom note there, of course

·1· ·it must be compatible and in compliance with the

·2· ·accessibility and fire protection life safety

·3· ·requirements.

·4· · · · · · ·For 2.11, the offeror must submit a Phase

·5· ·1 ESA with its initial offer.· Also the government, ·6· ·of course, is responsible for the compliance of NEPA

·7· ·with the cooperation and assistance of the offeror.

·8· · · · · · ·The government is also responsible for

·9· ·compliance with the National Historic Preservation

10· ·Act.

11· · · · · · · · · ·(Background Chatter)

12· · · · · · ·THOMAS LEAHY:· If everybody can go on

13· ·mute, please, that would be helpful.· Thank you.· If

14· ·you can go on mute that -- thank you, very much.

15· · · · · · ·Cultural Resources Study Report is also

16· ·required with initial offers.· Section 3 is how to

17· ·offer; okay?

18· · · · · · ·Questions.· Questions are due this Friday

19· ·at 4:00 p.m.· Those questions will be answered --

20· ·those will include questions from this session, 21· ·questions that were asked this session but perhaps

·1· ·were not answered, as well as anything that came up

·2· ·after the fact that you want to submit on as well.

·3· · · · · · ·So with those questions, we will consult

·4· ·any subject matter expertise that's required and we

·5· ·will put together a Q&A matrix and then publish that

·6· ·for this group on Sam.gov.

·7· · · · · · ·The due date for submissions for the RLP

·8· ·will be the 7th of June 2023 at 4:00 p.m.· Those

·9· ·packages should be submitted to Chartwell

10· ·Enterprises in the form of 12 technical CDs and two

11· ·price proposal CDs, okay, delivered to our office.

12· ·The information, of course, is in the RLP.· No hard

13· ·copies will be accepted, meaning no printout of the

14· ·documents, as well as email submissions will not be

15· ·accepted.

16· · · · · · ·Now, as we are getting into the

17· ·requirements for the RLP, we will look at Section

18· ·3.02 that gets into more detail there.

19· · · · · · ·Section 3.02, along with the compliance

20· ·matrix, are going to be invaluable for all the

21· ·offerors to make sure that you are submitting

·1· ·everything that the government is looking for; okay?

·2· ·So this is important to spend time after this

·3· ·presentation to ascertain what's required here and

·4· ·how to get it and the necessary lead times for that.

·5· · · · · · ·So we start off here with offering entity

·6· ·forms that are here and it describes what the entity

·7· ·is and how it's formed.

·8· · · · · · ·Moving on to the Technical Response

·9· ·Section, that speaks to the site and the building

10· ·and the design and so on.

11· · · · · · ·Next is the site information, talking

12· ·about the features of the site and its location

13· ·within the DA.

14· · · · · · ·Ownership and control, we will go into

15· ·that in greater detail shortly, as well as title.

16· ·That site information goes on here at the top of

17· ·this section here with the zoning and utilities and

18· ·so on.

19· · · · · · ·Past performance is next with the PPQs

20· ·that we will talk about and them teaming

21· ·arrangements, teaming information here at the

·1· ·bottom.

·2· · · · · · ·And, then, finally, we get here to forms.

·3· ·The forms, as you're familiar with -- and we

·4· ·recognize, of course, that there are a variety of

·5· ·experience levels here on this call so we are trying

·6· ·to maintain the language so we are not speaking too

·7· ·high or too low with regard to the audience here.

·8· ·So thank you for your patience about that.

·9· · · · · · ·With regard to the forms that you are

10· ·looking at here, we ask that you initial those at

11· ·the bottom of the page as you submit them, just to

12· ·acknowledge that you have read those forms, and that

13· ·includes the appendices as well.

14· · · · · · ·And, finally, down to pricing information

15· ·and there are documents that are required there.

16· · · · · · ·Okay.· The next two slides deal with

17· ·ownership or control of the site, right?· The

18· ·offeror -- each offeror has to evidence that they

19· ·have ownership or control over the site and that

20· ·could be fee simple ownership, it can be whatever

21· ·the case may be, but a leasehold interest that

·1· ·extends past the contemplated lease.· Here are some

·2· ·other options and on how to show that, right?

·3· ·Obviously pull the executed documents, is what the

·4· ·government is looking for.

·5· · · · · · ·For the future awardee, of course -- and

·6· ·you probably noticed this already within the RLP --

·7· ·there is a requirement to produce Revit files for

·8· ·the future awardees, so down the road.

·9· · · · · · ·Okay.· And then for TIs.· TIs are, of

10· ·course, those items that take the place from a shell

11· ·condition to a finished, usable condition.· The

12· ·expectation is that TIs will be paid via lump sum, 13· ·but the government reserves the right to amortize a

14· ·portion or all of that if they so choose.· But, 15· ·again, the expectation at this point is lump sum.

16· · · · · · ·In addition as per 3.10, the

17· ·sustainability standard that's going to be used for

18· ·any new construction will be Green Globes and any

19· ·sort of sustainable interiors will also be via the

20· ·Green Globes standard; okay?· So that's the

21· ·selection that was made.

·1· · · · · · ·3.11 was intentionally deleted and we will

·2· ·get more into that portion here as we look at the

·3· ·1217 later.· So more to follow on that.

·4· · · · · · ·And then for 3.12, the offeror, of course, ·5· ·should submit a building operating plan with the

·6· ·offer.

·7· · · · · · ·Method of award; okay?· This is best value

·8· ·tradeoff evaluation plan; okay?· So the government

·9· ·is seeking the best value in their evaluation and

10· ·they will consider the contract price as well as any

11· ·non-priced technical factors in reaching their

12· ·decision; okay?

13· · · · · · ·In addition, the government anticipates

14· ·that they would award this without any discussions.

15· ·So they ask that all offerors put forward their best

16· ·terms regarding their technical specifications and

17· ·their price in the initial offer.· There are four

18· ·factors here that we are going to go through.

19· · · · · · ·Factor 1, of course, is technical quality.

20· ·And that focuses on the architectural concept and

21· ·the building design, the quality and site

·1· ·characteristics of the development.· All this, of

·2· ·course, the RLP as you've already seen/will see, the

·3· ·RLP goes into great detail with what the government

·4· ·is looking for and will evaluate with regard to

·5· ·these characteristics.

·6· · · · · · ·Factor 2, the qualifications and past

·7· ·performance, offeror past performance.· And B is the

·8· ·design team and general contractor qualifications.

·9· ·C, of course, financial resources and the project

10· ·management plan.

11· · · · · · ·It's encouraged, of course, to look at

12· ·these sections early because for A, specifically, 13· ·there are other individuals that are required to

14· ·provide feedback on your past performance.· And so

15· ·just with the limited time line of this procurement, 16· ·we recommend that communication starts early in

17· ·order to meet those deadlines.

18· · · · · · ·For Factor 3, Operations and Maintenance

19· ·Plan, looking for information with regard to

20· ·interior and exterior maintenance, as well as

21· ·routine emergency calls, staffing information as

·1· ·well for Factor 3.

·2· · · · · · ·And, then, finally, Factor 4, for the

·3· ·socioeconomic status.· As previously stated, this is

·4· ·an SDVOSB procurement, setaside procurement and

·5· ·there are specific JV requirements within Factor 4

·6· ·that should be complied with at the time of

·7· ·submission.

·8· · · · · · ·Okay.· Now, additional terms and

·9· ·conditions.· The cost of offsite improvements will

10· ·be borne by the lessor; okay?· Just a clarifying

11· ·point that would actually be taken care of by the

12· ·lessor.· In addition, the lessor acknowledges that

13· ·they have a duty, of course, to conduct a reasonable

14· ·site inspection of the proposed site in order to

15· ·ensure that there's not any outstanding problems

16· ·there.

17· · · · · · ·Finally, 5.06 the offeror has to show a

18· ·formal teaming agreement between the offeror as well

19· ·as their general contactor and design team; okay?

20· ·And with the· RLP, the section here that we've just

21· ·gone over, again, you can see the note here, right, ·1· ·Section 3.02 and the compliance matrix are key to

·2· ·organizing your documents, organizing your

·3· ·submission and ensuring you are submitting

·4· ·everything that you intend to submit.

·5· · · · · · ·With the L100 there are seven sections.

·6· ·With regard to the lease specifically there is --

·7· ·just like the other documents, there is a

·8· ·requirement to initial each page of the lease to

·9· ·acknowledge that you've read it.· Furthermore, the

10· ·lease at this point does not need to be filled out

11· ·by any of the offerors, right?· After award, the

12· ·lease will be filled out by VA and transmitted to

13· ·the successful awardee.

14· · · · · · ·And that brings us to Design Overview and

15· ·Martha is going to take it from this section to the

16· ·next few slides.

17· · · · · · ·MARTHA WEEKLEY:· Hey.· Good afternoon.

18· ·Happy to be with you.· Our firm, FFE, is responsible

19· ·for developing the technical guidance on the RLP

20· ·package on behalf of the VA.

21· · · · · · ·In the Design Overview, the design concept

·1· ·should be submitted with your offer.· And it should

·2· ·include a narrative of the design approach with the

·3· ·facility.· This design concept will be used as part

·4· ·of the evaluation factors to evaluate your proposals

·5· ·and also to develop -- technical -- to do design

·6· ·development after the award.

·7· · · · · · ·If these plans and specifications are not

·8· ·included, it could result in an unacceptable and

·9· ·nonresponsive submission.· Next slide.

10· · · · · · ·The design and construction of the

11· ·building should be in accordance with all of the

12· ·information that is included in the RLP package, to

13· ·include the Lease Design Narrative and Program for

14· ·Design.· We will talk about those documents a little

15· ·bit further in the presentation.· But those are the

16· ·basis for the development of the design of the

17· ·building.

18· · · · · · ·And the design would be in accordance with

19· ·federal regulations FGI guidelines, local building

20· ·codes and ordinances.· As Thomas has already

21· ·mentioned, Green Globes for sustainability, ·1· ·accessibility standards, of course, which would

·2· ·include the VA barrier and design standards and

·3· ·(inaudible) and wages.· Next slide.

·4· · · · · · ·The appendices, we will talk about them

·5· ·not in detail, but we will show examples of them

·6· ·subsequently in this presentation, but there is

·7· ·Appendix A, A-1, 2, 3, 4, 5, 6 and Appendix B and

·8· ·you will see what they are here on this slide.

·9· · · · · · ·The Program for Design project room

10· ·contents, the Design Narrative, the Data Matrix, 11· ·transportation specs, facility security level, your

12· ·floor plan, the conceptual design and then

13· ·janitorial services.· Next slide.

14· · · · · · ·The Program for Design is intended to give

15· ·you an outline of the functionality of the building.

16· ·The program will include every functional area, the

17· ·rooms, the square footage associated with all the

18· ·required spaces and functions.

19· · · · · · ·You will see on your screen this is

20· ·Functional Area 1, which is the lobby and reception

21· ·area, and it tells you each room, each space that is

·1· ·required in that functional area and it goes

·2· ·throughout the entire clinic.· Next slide.

·3· · · · · · ·Each functional area and each room within

·4· ·it will be assigned room contents.· Here's an

·5· ·example of room contents list items.· So it is

·6· ·probably too small for you to read, but everything

·7· ·from, you know, a desk, a chair, an exam table, the

·8· ·entire contents for the rooms will be listed for you

·9· ·to use in your proposal development.· Next slide.

10· · · · · · ·The Lease Design Narrative, this is really

11· ·where the technical information will reside to give

12· ·you the information of how to develop your proposal.

13· ·This is detailed and everything is included in this

14· ·Lease Design Narrative, as opposed to separate

15· ·appendices.· So the technical requirements will all

16· ·reside here in this one LDN.· Next slide.

17· · · · · · ·Here is just a little bit more explanation

18· ·about the LDN, about the Lease Design Narrative.

19· ·And it's intended to consolidate the information to

20· ·make it a little easier to read and to digest the

21· ·information.· It's general business, it's governed

·1· ·as a VA affiliated outpatient clinic and the design

·2· ·is based on the CBOC prototype, which you can find

·3· ·on the VA til.· Next slide.

·4· · · · · · ·Room Data Matrix is technical information

·5· ·for each room, the finishes that are required by the

·6· ·government, for instance, the mechanical

·7· ·requirements, it's the air changes, the humidity

·8· ·level, all of those attributes that are necessary

·9· ·for you to know to meet the requirements that the

10· ·government is expecting.· And so it is all captured

11· ·here in a matrix for each specific room.· Next

12· ·slide.

13· · · · · · ·The transport system specifications are

14· ·included, VA specific for transport systems.· Next

15· ·slide.

16· · · · · · ·The facility has been designated as an FSL

17· ·Level II Facility in terms of security, facility

18· ·security.· And the information regarding FSL II

19· ·requirements will be in the proposal package or the

20· ·RLP package.· Next slide.

21· · · · · · ·Here is a conceptual layout that has been

·1· ·developed.· This is not intended to be what is

·2· ·required to be built, but more of a guide of the

·3· ·functional areas and the relationships of the areas

·4· ·to each other.· These are adjacencies in

·5· ·relationships, should be met for functionality.

·6· ·This is what the medical center staff and the VA

·7· ·staff has determined that will work best for their

·8· ·operations.· So these, as shown, adjacencies are

·9· ·suggested, but it is up to the developer to present

10· ·your plan, but it's recommended that you be mindful

11· ·of the recommended adjacencies.· Next slide.

12· · · · · · ·Go back one, Thomas.

13· · · · · · ·I wanted to mention, this conceptual

14· ·layout, this is a graphical representation of the

15· ·Program for Design, the PFD that we discussed

16· ·earlier.· It's the same spaces, the same functional

17· ·areas and rooms within those functional areas.· It

18· ·is just demonstrated in this graphical

19· ·representation.· Next slide, please.

20· · · · · · ·Now on to Thomas.

21· · · · · · ·THOMAS LEAHY:· Martha, thank you.· Thank

·1· ·you, so much.· Appreciate that, appreciate that good

·2· ·explanation of these appendices in the documents

·3· ·there.

·4· · · · · · ·For janitorial, of course, provided and

·5· ·worked with in the clinic for their janitorial

·6· ·needs.· And you can see that document as part of

·7· ·your package with regard to janitorial.

·8· · · · · · ·As we move on here.· Getting close to the

·9· ·end, so we will move forward here with some of the

10· ·extra documents that we want to bring your attention

11· ·to.

12· · · · · · ·You heard me speak about this Compliance

13· ·Matrix.· And if you have not seen it before, this is

14· ·what it looks like.· Just a guide to help, help

15· ·manage your submission package and ensure, of

16· ·course, that you are producing and delivering the

17· ·right things for the government.

18· · · · · · ·Then we move on to the 1364, which

19· ·provides the pricing and financial terms of your

20· ·offer.· Again, looking for two 15-year firm term and

21· ·one for 20-year firm term.· The extra part here of

·1· ·the 1364.

·2· · · · · · ·Moving on to 1217, just we had specific

·3· ·notes here that we will pass on to you for your

·4· ·information.· "Offerors 1217 must ensure that all

·5· ·operational costs and any annual maintenance

·6· ·required for the lease are included in their

·7· ·submission," right?· Just trying to be very specific

·8· ·to state that anything that should be in the 1217 is

·9· ·included and there won't be a need to add things

10· ·later.

11· · · · · · ·And then with regard to the final page

12· ·there, the 1217, that operating cost from Row 27

13· ·gets transmitted to the 1364 and then the lower note

14· ·there from Row 33 should be a total of those

15· ·entries, 28-32.· And those, of course, are part of

16· ·the shell wrap.· They should specifically be part of

17· ·the shell wrap.

18· · · · · · ·With regard to the note at the bottom, the

19· ·information we want to pass about that is that the

20· ·LCO has determined that there will be no CPI

21· ·adjustments to operating costs.· And the main driver

·1· ·of this determination is to provide the government

·2· ·more certainty for budgeting purposes and to improve

·3· ·the lease administration process.· And we know you

·4· ·are going to have questions about that and we look

·5· ·forward to discussing it in the Q&A period.

·6· · · · · · ·The next document here that we want to

·7· ·bring your attention to, of course, is this 3517.

·8· ·Again, just like the other documents, we ask, of

·9· ·course, this to be initialed at the bottom.· And for

10· ·all these documents the person signing and

11· ·initialing, of course, should be the authorized

12· ·signatory for the organization.· So that's for the

13· ·initials as well as any signatures that are required

14· ·within these documents.

15· · · · · · ·So here -- we are wrapping it up here with

16· ·these next few slides.

17· · · · · · ·Contract requirements, of course, fire

18· ·protection and life safety, accessibility standards

19· ·and zoning, right, dealing with the appropriate

20· ·jurisdiction on the zoning issues, right?· Ideally

21· ·the property site would be zoned appropriately at

·1· ·the time of the initial submission and, if not, you

·2· ·read the requirement within the RLP that speaks to

·3· ·the plan that you have to put forward with the

·4· ·acknowledgement of the jurisdiction as to how to get

·5· ·to the proper zoning.

·6· · · · · · ·In addition, codes here, comply with the

·7· ·local codes, Davis-Bacon, as Martha mentioned, and

·8· ·the accessibility standards.

·9· · · · · · ·We are wrapping up here and just focusing

10· ·on some of the reminders, some of the highlights

11· ·from our chat here today.· Of course, read the RLP

12· ·in its entirety, right?· Early and often get into

13· ·that document and it would help to produce more

14· ·successful offers and provide the government, of

15· ·course, what they are looking for.

16· · · · · · ·Section 3.02, Compliance Matrix, you heard

17· ·me beat that drum a few times.· So important to help

18· ·guide your submission.· Initial every page, please.

19· ·Initial every page.· Electronic signatures are okay.

20· ·So keep that in mind.· Make your life easier.

21· · · · · · ·Ensure the completeness and consistency

·1· ·throughout the proposal, especially with regard to

·2· ·the entity that is submitting; okay?· So all the

·3· ·financial documents, all the submission documents

·4· ·are under the same entity that is the offeror.

·5· · · · · · ·You heard me just say it here but this

·6· ·bullet point here, authorized signatory, that's the

·7· ·individual that should be signing and initialing all

·8· ·of these documents.· Of course, this all falls under

·9· ·the NAICS code of 531120.· And there needs to be an

10· ·acknowledgment of that with the proper NAICS code.

11· · · · · · ·Complete 1364 and Attachment Number 1 with

12· ·each lease term scenario.

13· · · · · · ·Offerors are required to submit a Phase 1

14· ·and a cultural resources study with their initial

15· ·offer.

16· · · · · · ·We spoke about zoning, but the same thing

17· ·applies for jurisdictional letters with regard to

18· ·life and safety services, utilities, et cetera.

19· · · · · · ·Narrative Substantiations.· The

20· ·government, of course, wants the question or the --

21· ·the question to the answer here, you know, but it's

·1· ·not helpful, of course, to provide excess material

·2· ·for those Narrative Substantiations.· So just to be

·3· ·targeted and answering the questions completely and

·4· ·thoroughly when you do submit those narratives.

·5· · · · · · ·Okay.· Obviously, pay attention to the

·6· ·discrepancies, right?· Speaking with the same

·7· ·entity, same entities being listed and that you are

·8· ·consistent throughout your presentation and no

·9· ·conditional offers, no contingencies or changes to

10· ·the RLP will be accepted.

11· · · · · · ·Evidence of Ownership.· Evidence of site

12· ·control is key.· And we will be looking for those

13· ·documents to be listed before and, of course, more

14· ·information in the RLP on that.

15· · · · · · ·Project Management Plan, that's thorough

16· ·and robust and addresses all of the relevant

17· ·components of the project.

18· · · · · · ·And, then, Financial Resources, right, 19· ·providing all the documents that are requested and

20· ·the proper name of the entity.

21· · · · · · ·Okay.· We are here at the end of the

·1· ·prepared remarks and we are going to be moving into

·2· ·the Q&A period.

·3· · · · · · ·As Sam said, there is a court reporter

·4· ·here and so if you could please speak slowly and

·5· ·clearly, state your name, state your organization.

·6· ·If you have an RLP section, then please, you know

·7· ·reference that, if you could.

·8· · · · · · ·A lot of questions, of course, will be

·9· ·answered today by myself or others here on the call.

10· ·There will be a lot of questions that won't be

11· ·answered.· Either we want to have more research or

12· ·just have a conversation about them.

13· · · · · · ·In either case, all these questions, as

14· ·well as any other question that you submit, will be

15· ·collected, will be answered and will be published as

16· ·a Q&A matrix for the community on Sam.gov.· So your

17· ·questions will be answered, if not today then in

18· ·short order.· And I think that's where we are at.

19· · · · · · ·I appreciate everyone's time today.· I am

20· ·going to stop sharing and we will open it up for

21· ·questions.

·1· · · · · · ·Let's go here.· Okay.· Kevin, looks like

·2· ·you have a question.· I think I saw your hand first

·3· ·there.

·4· · · · · · ·KEVIN KNIGHT:· All right.· Great.· Thanks.

·5· ·Good afternoon.· Kevin Knight, KMC Solutions, LLC, ·6· ·based out of Virginia.

·7· · · · · · ·My question is, I saw you reference in one

·8· ·of the sections regarding a joint venture.· And in

·9· ·my past almost 20 years in government business, I

10· ·know that if you have two small businesses, there is

11· ·no affiliation concerns there.· So a teaming

12· ·arrangement has always sufficed.

13· · · · · · ·The joint venture is usually used when

14· ·there is a large entity teaming with a small entity.

15· ·So according to SBA, having been through their

16· ·program, if you have two small organizations, an

17· ·SDVOSB and a small business, an official joint

18· ·venture, which is a separate entity, which would

19· ·have to be approved through the SBACVE system, is

20· ·not needed.· That's only needed if you are going

21· ·through working with a large business.· Can you

·1· ·comment on that?

·2· · · · · · ·THOMAS LEAHY:· I can't.

·3· · · · · · ·Sam, would you like to venture on that?

·4· · · · · · ·KEVIN KNIGHT:· Anybody from contracting on

·5· ·the line?

·6· · · · · · ·SAMUEL PERMINTER:· Yeah.· That's a good

·7· ·question, Kevin.· And I think we are going to have

·8· ·to get back to you on that.· Because that question

·9· ·has never been posed.· I think it's a good question.

10· ·We will get your answer as soon as possible.

11· · · · · · ·KEVIN KNIGHT:· Sam, understand, 12· ·understand.· It is really a rule.· It's in there, 13· ·but okay.

14· · · · · · ·SAMUEL PERMINTER:· If it's in there, then

15· ·I will have your answer.· But I don't know all the

16· ·rules in there.

17· · · · · · ·KEVIN KNIGHT:· I only bring it up because

18· ·I noticed you guys point out joint ventures.· And

19· ·joint ventures is a whole other ballgame, a whole

20· ·other entity, which by the time this RLP is due, 21· ·will probably not be approved for some of these

·1· ·organizations to do a joint venture.

·2· · · · · · ·SAMUEL PERMINTER:· Understood.· Thank you.

·3· · · · · · ·THOMAS LEAHY:· Thanks, Kevin.

·4· · · · · · ·Rob.

·5· · · · · · ·SAMUEL PERMINTER:· Real quick.· I'm sorry, ·6· ·Rob, to cut you off.

·7· · · · · · ·Kevin, we still would like you to submit

·8· ·that question in writing to Thomas.

·9· · · · · · ·KEVIN KNIGHT:· Ten-4.

10· · · · · · ·ROB FORNEY:· All right.· This is Rob

11· ·Forney, architect with Oculus.· We are architects

12· ·and designers.· And I wanted to ask a kind of

13· ·clarifying question related to the Program for

14· ·Design and the Concept Plan.

15· · · · · · ·We have done some comparing between those

16· ·two documents and those discrepancies between room

17· ·quantities and square footage is listed.· For

18· ·instance, the Concept Plan has quite a few rooms

19· ·with zero square foot Program for Design required.

20· ·So the question really is, which document takes

21· ·precedence?· You know, what rooms do we include, the

·1· ·PFD or the plan?· So that's the question -- my first

·2· ·question.

·3· · · · · · ·SAMUEL PERMINTER:· Sorry, Rob.· We're

·4· ·thinking.

·5· · · · · · ·ROB FORNEY:· That's okay.

·6· · · · · · ·SAMUEL PERMINTER:· So, as you know, the

·7· ·concept is basically just a concept.· We're not

·8· ·going to -- we haven't gone into -- we went into

·9· ·less detail than we have done in the past.· So I

10· ·would -- Martha, please jump in if you have another

11· ·answer.· I would think the Program for Design would

12· ·be more accurate, more complete.

13· · · · · · ·ROB FORNEY:· All right.· And I can

14· ·follow -- go ahead, Martha.

15· · · · · · ·MARTHA WEEKLEY:· That would be true. I

16· ·would agree with Sam, that I think that a written

17· ·answer would start --

18· · · · · · ·SAMUEL PERMINTER:· Right.· And we will

19· ·definitely look into that.· We don't want to have

20· ·those types of discrepancies.

21· · · · · · ·ROB FORNEY:· Yeah, we will follow it up in

·1· ·writing obviously.· And, yeah, if it can be

·2· ·clarified or, you know, cleared up, that's fine.

·3· ·Again, yeah, I would rather have a direction on

·4· ·follow for Program on Design because that is

·5· ·probably what we choose.

·6· · · · · · ·All right.· The next -- really from this

·7· ·presentation it was on the slides that we're to

·8· ·follow the VA Barrier for Design Guide, which is

·9· ·fine, but it was not in the lease design narrative

10· ·under standards and 2.3.· It wasn't listed there.

11· · · · · · ·And the reason I bring that up is that

12· ·design guide affects our parking layout fairly

13· ·dramatically.· And so I would like that clarified.

14· ·If that is really a standard to follow it really

15· ·should be in that standard section.· It is mentioned

16· ·once in there, but it is under the resident

17· ·engineer's office trailer during construction.· So

18· ·that was my question.· Thanks.

19· · · · · · ·MARTHA WEEKLEY:· Rob, that's a good point.

20· ·And, again, I think it's best we reply in writing

21· ·because that has some impacts for you.

·1· · · · · · ·THOMAS LEAHY:· Thank you, Rob.

·2· · · · · · ·Derek, please go ahead.

·3· · · · · · ·DEREK WEAVER:· It's Derek Weaver with

·4· ·Johnson Development.

·5· · · · · · ·My question pertains to the statement

·6· ·earlier that operating cost base will not be

·7· ·adjusted for CPI.· Will you explain the mechanism

·8· ·the VA will use to capture operating costs over a

·9· ·15- to 20-year period?· If it's not CPI, then what

10· ·is the VA's expectation for rent associated with

11· ·operating costs on a go-forward basis?

12· · · · · · ·THOMAS LEAHY:· Derek, thanks for the

13· ·question.· Unless Mayra wants to speak to it, I'm

14· ·happy to speak to that topic here.

15· · · · · · ·And just let me repeat what I said before, 16· ·which is, the main driver of the determination of

17· ·that plan is to provide the government more

18· ·certainty in the budgeting project, right, and to

19· ·improve the lease administration process; okay?

20· · · · · · ·So the government is encouraging offerors

21· ·to submit offers that serve both of those goals, ·1· ·right, the re-lease administration and more

·2· ·predictability in the budgeting process.

·3· · · · · · ·So, for example, things that have worked

·4· ·in the past -- without obviously defining what you

·5· ·should do or must do, right?· Examples that have

·6· ·worked in the past are providing defined operating

·7· ·cost increases on a periodic basis, right, for

·8· ·example, like a step increase on a periodic basis

·9· ·for operating costs.

10· · · · · · ·DEREK WEAVER:· So, for clarity sake, you

11· ·would like us to not only complete a Form 1217, 12· ·which would, in effect, be our projected first-year

13· ·operating costs, but you would also like for us to

14· ·submit either annual fixed percentage adjustment or

15· ·a schedule of rents over the 15- to 20-year period

16· ·as an exhibit or an attachment to our price

17· ·proposal?

18· · · · · · ·THOMAS LEAHY:· Derek, thank you.

19· · · · · · ·Mayra, do you want to weigh in on the

20· ·question?

21· · · · · · ·MAYRA ROSA:· Hi.· Good afternoon, ·1· ·everybody.· I'm the LCL, Mayra Rosa.

·2· · · · · · ·We are leaving it up to each company to

·3· ·propose and build their strategy and present it to

·4· ·us how they want.· But, yes, you can put an exhibit

·5· ·that will be an option for it, which, I mean, sounds

·6· ·good, but that's kind of what our expectation is, to

·7· ·receive -- to include an evaluation prices.

·8· · · · · · ·DEREK WEAVER:· And I will offer this in

·9· ·conclusion as more of a commentary than a question, 10· ·Mayra and the VA group.· But you do realize that

11· ·when you push this level of uncertainty to the

12· ·developer, while it may make your future payments

13· ·more certain, it's almost certain to make your

14· ·payments now and in the future much higher as

15· ·uncertainty for us translates into higher costs for

16· ·you.· Is the VA considering that --

17· · · · · · ·MAYRA ROSA:· Well, you will have

18· ·uncertainty even by doing the CPI calculation.· We

19· ·don't know what is anticipated and the CPI can go up

20· ·or it can go down too.· So there is already that

21· ·risk there just by using the CPI.

·1· · · · · · ·DEREK WEAVER:· Correct, but you understand

·2· ·that now all of us in the owner-developer community

·3· ·are taking on a greater risk and in doing so we will

·4· ·more than likely increase our operating cost

·5· ·projections, again, over a 15- or 20-year period, ·6· ·which will almost certainly result in the VA paying

·7· ·more money on a rent-certain basis.· Again, this is

·8· ·just a commentary.

·9· · · · · · ·MAYRA ROSA:· All right.· Well, thank you

10· ·for the comment.

11· · · · · · ·THOMAS LEAHY:· Derek, thank you.

12· · · · · · ·Boyd, please go ahead.

13· · · · · · ·BOYD ZOCCOLA:· Yes, this is Boyd Zoccola

14· ·with PHV.· I have got four questions, primarily

15· ·related to help us get started on the design.

16· · · · · · ·Can the VA provide a Revit model of the

17· ·floor plan?· Can you give us the ratio of

18· ·staff-to-patient parking that we would like to try

19· ·to maintain if we want to try to separate the staff

20· ·and patients --

21· · · · · · ·THOMAS LEAHY:· Let's take those one at a

·1· ·time, Boyd.· So that first question, Revit model, ·2· ·Martha and others, is that available?· I don't think

·3· ·it is, but can we answer his question?

·4· · · · · · ·MARTHA WEEKLEY:· I think that is a

·5· ·question for Sam whether he wants to provide --

·6· · · · · · ·SAMUEL PERMINTER:· Right now we are not

·7· ·providing a Revit model.

·8· · · · · · ·THOMAS LEAHY:· Okay.· And your next

·9· ·question was ratio of parking between staff and

10· ·customers?

11· · · · · · ·BOYD ZACCOLA:· Yeah.· Of the 350, if we

12· ·want to try to separate the staff and the patient

13· ·parking, can you give us kind of a target ratio of

14· ·what that separation would look like?

15· · · · · · ·SAMUEL PERMINTER:· Sure.· We should be

16· ·able to provide you something, with number of staff

17· ·or potential number of staff.

18· · · · · · ·BOYD ZACCOLA:· Okay.· I noticed a number

19· ·of things related to blast.· Is there a 25-foot

20· ·setoff going to be required around the building?

21· · · · · · ·SAMUEL PERMINTER:· You know, Boyd, that is

·1· ·a good question.· I know in our previous

·2· ·requirements we had that 25-foot setback.· I don't

·3· ·think that has changed just yet.· I know we are

·4· ·trying to get away from all of -- you know, having

·5· ·the high standards of the VA, having the building

·6· ·meet local code.· But we are going to have to get

·7· ·back to you on that, whether we are still going to

·8· ·require the 25-foot setback.

·9· · · · · · ·BOYD ZACCOLA:· Okay.· And then the last

10· ·question is kind of a follow-up question to a

11· ·previously asked question.· But the RLP has a

12· ·maximum of 55,497 ABOA square feet.· The best I can

13· ·tell from a preliminary takeoff, was that plan had

14· ·51,000 gross square feet.· Is your target to be as

15· ·close to the 55,000 ABOA square feet or to make this

16· ·building as small as we can with the room functions?

17· · · · · · ·SAMUEL PERMINTER:· Yes, our target is

18· ·definitely to meet that 55,000 square feet.

19· · · · · · ·BOYD ZACCOLA:· Okay.· I will submit the

20· ·rest of my questions in writing.

21· · · · · · ·THOMAS LEAHY:· All right.· Thank you.

·1· · · · · · ·Others?

·2· · · · · · ·SAMUEL PERMINTER:· I'm not used to you

·3· ·guys being shy.· I guess we have a shy group today.

·4· ·I guess Thomas will receive a lot of questions

·5· ·through email over the next couple of days.

·6· · · · · · ·KEVIN AMORY:· Who do I direct the question

·7· ·to, Tom or yourself or also sending them to the

·8· ·contracting officer?

·9· · · · · · ·SAMUEL PERMINTER:· Directly to Thomas.

10· · · · · · ·THOMAS LEAHY:· Yeah.· My email is in --

11· · · · · · ·KEVIN AMORY:· Thank you.

12· · · · · · ·THOMAS LEAHY:· You bet.· Submit me your

13· ·questions if you have it in the next couple of days;

14· ·Thomas@ChartwellEnterprises.com and it is in the RLP

15· ·as well.

16· · · · · · ·Kevin, go right ahead.

17· · · · · · ·KEVIN KNIGHT:· Will we receive a copy of

18· ·this recording as well as the transcript?

19· · · · · · ·THOMAS LEAHY:· The transcript, you will

20· ·receive a copy of the transcript.· It is going to be

21· ·posted on SAM.gov.· Not the recording, but the

·1· ·transcript for sure.· All right.· Thank you.

·2· · · · · · ·Other questions?

·3· · · · · · ·Ladies and gentlemen, thank you, so much, ·4· ·for your attention today.· We appreciate your time

·5· ·and your interest in the procurement.· Look forward

·6· ·to any follow-on questions you may have.· Look for

·7· ·these items we just discussed that will be published

·8· ·on SAM.gov.· Have a great day.

·9· · · · · · ·SAMUEL PERMINTER:· Thanks, everyone.

10· · · ·(Whereupon, at 1:49 the Meeting Concluded.)

11· · · · · · · · · · · · · -o0o-

·1· · · · · · · · · C E R T I F I C A T E

· · ·STATE OF FLORIDA)

·3· ·COUNTY OF BROWARD)

·4· ·I, TEDDY JACKSON, Court Reporter and Notary Public

· · · · · for the State of Florida at Large, do hereby ·5· · · · certify that I did, at the time and place

· · · · · herein designated, record the foregoing ·6· · · · proceedings in shorthand; that my shorthand

· · · · · notes were reduced to computer-aided ·7· · · · transcription by me; that the foregoing pages

· · · · · numbered 3 through 41, inclusive, constitute an ·8· · · · accurate transcript of said proceedings.

·9· ·I FURTHER CERTIFY that I am not of counsel for,

· · · · · related to, or employed by any of the parties 10· · · · or attorneys involved herein, nor am I

· · · · · financially interested in said action.

· · ·WITNESS MY HAND AND SEAL this 3rd day of May, 2023, 12· · · · in Broward County, State of Florida.

19· · · · · · · · · · · · · ·_____________________________

20· · · · · · · · · · · · · · · TEDDY JACKSON

· · · · · · · · · · · · · · · · Court Reporter, Notary Public 21· · · · · · · · · · · · · · · Commission Expires: May 19, 2024

· · · · · · · ·Commission Number:· HH 001476