36C10F23R0074 - Clarksville TN OPC - RLP Amendment 2 - Pre-bid Presentation - 8.23.2023.pdf

Outpatient Clinic – Clarksville TN RLP NO. 36C10F23R0074

Outpatient Clinic Clarksville TN RLP No. 36C10F23R0074 2

Outpatient Clinic Clarksville TN RLP No. 36C10F23R0074

Agenda

I. Pre-bid Purpose

II. Project Overview

III. Design Overview

IV.Review of Request for Lease Proposal (RLP) Package

V. Question and Answer Period

Introductions VA Project Team

Katrina Baptiste, PhD.; Lease Contracting Officer (LCO)

Jeff Leikin; Senior Project Manager (Sr. PM)

Rand Hakim-Rommel, Planner

Local VA Team Edward Payton, Associate Director, TVHS

Steven Wade, Clinic Administrator, Clarksville CBOC

Sean Chambers, Strategic Planner TVHS

Cara Garcia, Activation Manager TVHS

Introductions

Contractor Representatives

Michael McCourt, Atriax, PLLC, A/E Firm Tracy Atkinson, Atriax, PLLC, A/E Firm Mary Moorer, Atriax, PLLC, A/E Firm

Thomas Leahy, Chartwell Enterprises, Broker

Rules

Please hold all questions until the end

State your name and organization you represent

Speak clearly and slowly for the stenographer

Reference the RLP paragraph and section, if possible

All questions must be submitted in writing to the Contracting Officer and Broker and must reference the RLP paragraph and section

Official responses will be posted on Sam.gov through an Amendment

Respect Procurement Integrity and Sensitivity

I. Pre-bid Purpose

1. Provide a general overview of requirements set forth in RLP No.: 36C10F23R0074

2. Encourage Offerors to refer to the RLP package for a complete understanding of the requirements to submit fully responsive and technically acceptable proposals

3. Answer questions of interested parties related to the RLP

4. Promote competition

VA will provide online a conference transcript and PowerPoint presentation of the pre-bid meeting (Sam.gov)

II. Project Overview

Veterans Affairs Outpatient Clinic (OPC)

Full and open (unrestricted) solicitation

Fully-serviced Lease, net of janitorial services

Maximum space of 258,210 ABOA SF

Contiguous space on a minimum of two (2) floors

1,500 on-site parking spaces

Request for Lease Proposal (RLP)

Section 1 – Statement of Requirements

Lease Term Section 1.02 F of the RLP

Lease Term shall be up to 20 years.

Offerors must submit pricing for each alternative.

Alternative Term

Alternative A 15-year firm term

Alternative B 20-year firm term

Operating Lease Treatment Section 3.04 of the RLP

Section Budget Scorekeeping; Operating Lease Treatment

3.04 The Government will award a Lease pursuant to this RLP only if the Lease will score as an operating lease under Office of Management and Budget Circular A-11, Appendix B. Only offers that are compliant with operating lease limitations will be eligible for award. Offerors are obligated to provide supporting documentation at the request of the LCO to facilitate the Government’s determination in this regard.

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Section Operating Costs Requirements included in Offer

3.11 The Government requires a fully serviced Lease, net of

janitorial services, as part of the rental consideration. The base for the operating costs adjustment will be established during negotiations based upon rentable SF. The proposed methodology for operating costs adjustment shall include all items specified in the attached Lease document. The minimum requirements for normal hours, utilities, and janitorial services are specified in the attached Lease document. The offer shall clearly state whether the rental is firm throughout the term of the Lease or if it is subject to annual adjustment of operating costs as indicated above. If operating costs will be subject to adjustment, those costs shall be specified in the proposal.

Operating Expenses Section 3.11 of the RLP

Area of Consideration Section 1.03 of the RLP

Boundary North: Intersection Hwy 41 and Hwy 374, E on Hwy 374, N on Hwy 48

South: W on Hwy 76, W on Ashland City Rd, S on Ashland City Rd, W along Wall Branch Stream

East: S on Interstate 24

West: W along Cumberland River, continue N along Cumberland River, E along Red River, N on Providence Blvd, N on Highway 41

The Government requests offers of space in the area bounded as follows:

Buildings with Property boundary(ies) on the boundary streets are deemed to be within the delineated Area of Consideration.

Area of Consideration – cont.

(Delineated Area)

List of RLP Documents Section 1.06 of the RLP

Section 2 – Eligibility and Preferences for Award

Eligibility and Preferences for Award

Section 2 Eligibility and Preferences for Award

2.01 In order to be acceptable for award, the offered Space must provide for an efficient layout as determined by the LCO.

2.02 A Lease will not be awarded for any offered Property with a plan for the site disturbance or development within a 1-percent-annual-chance floodplain (formerly referred to as 100-year floodplain) unless the Government has determined that there is no practicable alternative.

2.07 & 2.08 Offered space must meet the accessibility and fire protection and life-safety (FPLS) requirements.

Award

Section 2 Eligibility and Preferences for Award

2.11.A Offerors must provide, at Offeror’s sole cost and expense, a current Phase I ESA with its initial offer. The study must have been completed within 180 days of the initial offer due date.

2.11.B While the Offeror is responsible for performing all environmental due diligence studies of the offered Property, the Government is responsible for compliance with NEPA, whether in whole or in part, on its own or with the assistance of the Offerors.

Award

Section 2 Eligibility and Preferences for Award

2.11.B.4 The Government reserves the right to reject any offer where (i) the studies or documentation supporting the NEPA process provided by the Offeror for the offered Property are inadequate, (ii) the offer entails unacceptably adverse impacts on the human environment,

(iii) the identified adverse impacts cannot be readily mitigated, or

(iv) the level of NEPA analysis is more extensive than is acceptable to the Government, as determined by the LCO, in their sole discretion.

Award

Section 2 Eligibility and Preferences for Award

2.12 The Government is responsible for complying with section 106 of the National Historic Preservation Act of 1966, as amended, 54 U.S.C. § 306108 (Section 106).

2.13 A Cultural Resources Study Report is required with initial offers.

Section 3 – How to Offer

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Receipt of Lease Proposals Section 3.02 of the RLP

Questions Due Date September 1, 2023 by 4 PM EDT Offer Due Date October 25, 2023 by 4 PM EDT Submit to Chartwell Enterprises Submit Twelve (12) Technical CDs and

Two (2) Price Proposal CDs

No Hard Copies will be accepted Please thoroughly review Section 3.02 of the RLP

Offers sent by United States mail or hand delivered (including delivery by commercial carrier) shall be deemed late if delivered to the address of the office designated for receipt of offers after the date and time established for receipt of offers.

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Section 3.02 of the RLP

Offers shall consist of the following documents at a minimum:

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Additional Submittals Section 3.06 in the RLP

Additional Submittals

D Evidence of ownership or control of Building or site. If the Offeror owns the Property being offered or has a long-term leasehold interest, the deed or lease must be submitted to the LCO evidencing the Offeror's stated interest in the Property and any encumbrances on the Property.

Section 3.06 in the RLP

Additional Submittals

D

Offeror must submit written evidence that it is authorized by the owner of the site to present the site. In addition, Offeror must provide evidence of site control for longer than the duration of the lease term required in this RLP, including the post-award design and construction phase as well as all renewal options.

Documentation that constitutes evidence of control includes, but is not limited to, the following fully-executed documents:

• An option to purchase;

• A sales contract;

• A deed showing fee simple ownership; or

• An option to lease the site for longer than the lease term plus the post-award design and construction phase and any renewal options.

Section 3.06 in the RLP

Additional Submittals

O.2 /Lease The future Lease Awardee must provide files in the Revit format during the design phase to include Architectural and MEP drawing sets, and FF&E lay-ins as well as all other documents required for review.

Section 3

Section 3 How to Offer

3.06 S The Offeror must provide documentation of the proposed GREEN GLOBES FOR NEW CONSTRUCTION (GG-NC) credits for Two Green Globes level certification.

3.11 The Government requires a fully serviced Lease, net of janitorial services, as part of the rental consideration.

3.12 Offeror shall submit a building operating plan with the offer.

TIs Included in the Offer Section 3.07 of the RLP

Tenant Improvements Included in the Offer

3.07 Tenant Improvements are the finishes and fixtures that typically take the Space from the shell condition to a finished, usable condition.

3.07 The Government reserves the right to amortize any portion of the Tenant Improvements at the amortization rate proposed by the Offeror on Attachment 1 to GSA Form 1364.

3.07 The unamortized portion of the Tenant Improvements will be paid by the Government in lump sum upon acceptance of the space by the Government.

The expectation is to pay the TI as Lump Sum upon acceptance of the space by the Government

Section 4 – Method of Award

Award on Best Value Section 4.04 of the RLP

Award on Best Value

4.04 In accordance with FAR Part 15.101, competitively negotiated best value trade off source selection procedures will be used to evaluate proposals, and award will be made to the responsible Offeror offering the best value to the Government after evaluation of both the total evaluated contract price and non-priced technical factors.

4.04 The Government intends to evaluate proposals and award a contract without discussions with the Offeror (except clarifications as described in FAR 15.306(a)). Therefore, the Offeror’s initial proposal should contain the Offeror’s best terms from a cost or price and technical standpoint.

Evaluation Factors Section 4.04 of the RLP

Factor 1 – Technical Quality

A Architectural Concept & Building Design

B Quality of Site Characteristics and Development

C Sustainable Design and Energy Efficiency

Section 4.04 of the RLP

Factor 2 – Offeror’s Qualifications and Past Performance A Offeror Past Performance

B Design Team & General Contractor Qualifications

C Financial Resources

D Project Management Plan (PMP)

Section 4.04 of the RLP

Factor 3 – Operations and Maintenance Plan A Interior and Exterior Maintenance of Building and Grounds

B Routine Emergency Calls – Procedures and Response Times

C Staffing Plan, Administrative Procedures, and Quality Control Plan

Section 4.04 of the RLP

Section 4 Factor 4 – Socio-Economic Status

A Service-Disabled Veteran Owned Small Business (SDVOSB)

B Veteran Owned Small Business (VOSB)

C Small Business

D All Other

Section 5 – Additional Terms and Conditions

Additional Terms and Conditions

Section 5 Additional Terms and Conditions

5.02 The cost of off-site improvements will be borne by the Lessor. The

Lessor is responsible for determining the cost of off-site improvements prior to lease award and including the costs of off-site improvements in the proposed rent.

5.03 The Lessor acknowledges its duty to conduct reasonable site inspections for the proposed site.

5.06 The Offeror must provide evidence of teaming arrangements with both the General Contractor and the Design Team that are presented in the Offeror’s proposal.

Request for Lease Proposal

(RLP)

Request for Lease Proposal RLP No. 36C10F23R0074 Section 1 Statement of Requirements Section 2 Eligibility and Preferences for Award Section 3 How to Offer Section 4 Method of Award Section 5 Additional Terms and Conditions

Read all parts of the RLP in its entirety and respond accordingly.

Ensure compliance with Section 3.02 of the RLP. Fully complete and include Offeror Proposal Compliance Matrix with the proposal.

Lease

Lease Section Title Section 1 The Premises, Rent, and Other Terms Section 2 General Terms, Conditions, and Standards Section 3 Construction Standards and Shell Components Section 4 Design, Construction, and Post Award Activities Section 5 Tenant Improvement Components Section 6 Utilities, Services, and Obligations During the Lease Term Section 7 Additional Terms and Conditions

Included in the RLP documents is lease form (GSA Form L100). Upon selection for award, VA will transcribe the successful Offeror’s final offered rent and other price data included on the GSA Form 1364 into the lease form, and transmit the completed Lease, including the awarded lease term and any appropriate attachments, to the successful Offeror for execution.

III. Design Overview

Design Concept: Submission with Offer

The submission shall include a narrative of the facility design approach.

The Design Concept submitted by the Offeror will be used to evaluate Technical Proposals and develop Design Development Drawings after award.

Failure to submit plans and specifications in accordance with the Government’s requirements may cause offers to be deemed unacceptable and non-responsive.

General Design Criteria

Lessor shall design and construct the building and site in accordance with:

• RLP

• Federal Regulations

• Building Codes & Ordinances

• In case of conflict, most stringent standard applies

• Green Globes

• Accessibility Standards. In addition, compliance with local codes and ordinances, design, construction and alterations must comply with:

• ADA Standards for Accessible Design

• VA Program Guide

• Uniform Accessibility Standards (UFAS) and (ABAAS)

• Davis Bacon Wages

Appendices

Appendices Appendix A Program for Design (PFD)

Appendix A.1 Project Room Contents List (PRC)

Appendix A.2 Lease Design Narrative (LDN)

Appendix A.2.1 Interior Finish Standards

Appendix A.3 Room Data Matrix (RDM)

Appendix A.4 OIT related

Appendix A.4.1 OIT related

Appendix A.5 Facility Security Level III (FSL III)

Appendix A.6 Conceptual Floor Plan

Appendix B Janitorial and Site Management Services

Appendices A – A.6 – Agency Specific Requirements

ABOA SF = 258,210

Appendix A – Program for Design

Appendix A.1 – Project Room Contents List (PRC)

Appendix A.2 – Lease Design Narrative

Appendix A.2 – Lease Design Narrative (LDN)

• The purpose of Appendix A.2, the Leased OPC Design Narrative is to consolidate the governing codes, standards, references, and guidelines in a document that provides performance-based standards for a VA leased clinic.

• The governing codes, standards, and references are based on a VA affiliated outpatient clinic.

• The design of the VA leased clinic is based on the Prototype for Standardized Design and Construction of Community Based Outpatient Clinics which is described in Part 3 Planning and Design Criteria.

Appendix A.2.1 – Interior Finish Standards

Appendix A.3 – Room Data Matrix

Appendix A.4-A.4.1 – OPC IT Specs

Appendix A.5 – Facility Security Level III (FSL III)

Appendix A.6 – Conceptual Layout

Appendix B – Janitorial Services

IV. Review of Standard Forms and Clauses

Proposal Compliance Matrix

GSA Form 1364

GSA Form 1364

GSA Form 1217

Form 1217: Offerors must ensure that all operational costs and any annual maintenance required for the Lease are included in their submissions

GSA Form 1217

Services & Utilities Cost i.e., Operating costs

Included in Shell rent

Contract Requirements

• Fire Protection & Life Safety

• Fire Safety, Physical Security, Accessibility & Sustainability Standards

• Offered space must be zoned for VA’s intended use. Letter from AHJ substantiating compatible zoning.

• Codes – In accordance with the Lease Design Narrative and Local Codes

• Construction Wage Rates Requirements Statute (Davis-Bacon Wages)

• Uniform Accessibility Standards (UFAS) and (ABAAS)

Final Notes

• Read all parts of the RLP in their entirety & respond accordingly.

• Audit/ensure compliance with Section 3.02. Fully complete and include Offeror Proposal Compliance Matrix with proposal.

• Initial EVERY page of the ENTIRE offer (insert a footer) – Electronic signatures are acceptable.

• Ensure completeness AND consistency throughout proposal. Ensure all forms have been completed in their entirety (e.g., check all boxes) and do not recycle from past proposals.

• Make certain all documents that require signature have been signed by the authorized signatory for the Offering Entity.

• The Offering Entity must be registered in SAM and must be registered under the NAICS code for this procurement which is 531120. Must be consistent with Operating Agreement and completed “Offering Entity Acknowledgement Form”.

• Provide completed 1364 & Attachment #1 for each lease term scenario.

Final Notes (cont.)

• Submit a Phase I ESA and Cultural Resources Study with initial offer

• Submit AHJ letters for life/safety services, utilities, zoning, etc.

• Structure and formatting – follow the RLP

• Narrative substantiations – provide adequate detail for all RLP requirements

• Eliminate discrepancies

Offering entity consistency

ABOA/RSF, parking, etc.

Price/Cost

Forms

• VA will not accept conditional offers. No contingencies nor changes to the RLP may be submitted

Final Notes (cont.)

• Evidence of Ownership & Evidence of Site Control (RLP Section 3.06)

• Occupancy Date – Project Management Plan. Comprehensive solution to deliver and mitigate risks (methodologies and actual techniques).

• Financial Resources. You MUST submit the required information. ALL financial information MUST be included in the Technical Proposal. Materials sent separately will not be considered. Additionally, submit a Financial Resources Plan (Narrative) addressing all relevant funding (e.g., near-term requirements, construction financing, permanent financing, etc.).

V. Question and Answer Period

State your name and organization you represent

Speak clearly and slowly for the stenographer

Reference the RLP paragraph and section, if possible

All questions must be submitted in writing to the Broker and must reference the RLP paragraph and section (see format on next slide)

Official responses will be posted on Sam.gov through an Amendment

Respect Procurement Integrity and Sensitivity

V. Question and Answer Period

Question format: Excel

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THANK YOU!