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

Clarksville, Tennessee Veterans Affairs Medical clinic

Pre-bid Conference

August 23, 2023

Location: Montgomery County Public Library

350 Pageant Lane, Suite 501

Clarksville, Tennessee 37040

Reported by: Linda A. Wells, LCR, CCR

Linda A. Wells * (931)368-0228 2

DR. BAPTISTE: My name is Dr. Katrina

Baptiste. I am the senior Contracting officer for this project. You are at the pre-bid conference outpatient clinic for Clarksville, Tennessee. The

ROP Number is 36C1-zero-foxtrot-2R-zero-zero-74.

Today is August 23rd, 2023. I'm going to go over the agenda.

The purpose of this pre-bid, we're going to go over the overview, the design overview. We're going to review the request for the lease proposal, which we call the ROP package, and then we're going to answer some questions. We'll have a question-and-answer period.

We're going to do some introductions.

Again, my name is Dr. Katrina Baptiste. I'm the senior contracting officer. I'm here from D.C. out of the Office of Real Property. On my left, your right...

JEFF LEIKIN: I'm Jeff Leikin. I'm the project manager. I'm also out of Office of Real

Property in D.C.

DR. KATRINA BAPTISTE: And we have

Rand. If you could stand up, please, and introduce

Linda A. Wells * (931)368-0228 3 yourself?

RAND HAKIM: Yes, Rand Hakim, CFM planner.

DR. KATRINA BAPTISTE: All right. And then from our local V.A. team who this clinic is for, if you would please stand, sir?

EDWARD PAYTON: Good afternoon. Glad to see everybody. I'm Edward Payton. I'm the

Assistant Medical Center Director at Tennessee Valley.

DR. KATRINA BAPTISTE: Okay.

STEVEN WADE: Steven Wade. I'm the

Clinical Administrator for -- presently for the

Clarksville CBOC hub (ph).

SEAN CHAMBERS: And I'm Sean Chambers.

I'm the acting strategic planner for Tennessee Valley.

CARA GARCIA: And I'm Cara Garcia.

I'm the activation project manager for Tennessee

Valley.

DR. KATRINA BAPTISTE: And then we have some contractor representatives.

MICHAEL McCOURT: Good afternoon, I'm

Michal McCourt from Atriax, PLLC, and I'm also a project manager for -- for Clarksville.

DR. KATRINA BAPTISTE: All right. And then we have our adviser.

Linda A. Wells * (931)368-0228 4

THOMAS LEAHY: Good afternoon, I'm

Thomas Leahy with Chartwell Enterprises.

DR. KATRINA BAPTISTE: All right.

And I know you guys are so excited so before we start, I'm going to have the associate director to come and actually welcome you guys in and talk about the project for a minute and let you know that he's excited. Like, we're excited. I know you guys are excited. This is long-time overdue.

EDWARD PAYTON: Good afternoon. I will be 20 seconds because that is the time limit that

I set and that they told me that I had. But, again, I'm Edward Payton. I'm the associate medical center director. I'm also acting director this week so that's who I represent, but I also have responsibility for all of our community-based outpatient clinics for which we have 20 -- 19; 19.

And so I am so excited that we are at this point in the project. I don't know how many of you all know that Clarksville is our fastest-growing area as it relates to our veteran population, also a higher percentage of younger veterans and female veterans.

So we are ecstatic to be able to get a place that is adequate to best support them.

Linda A. Wells * (931)368-0228 5

So I want to thank you all for your interest and we welcome you all to the pre-bid meeting. So I will be here so if there are any questions, please let me know.

Did I leave anything out, Sean?

SEAN CHAMBERS: No. I think that guy wasn't sure if he should come in or not, and he might have interest in the meeting (referring to someone outside the conference room).

DR. KATRINA BAPTISE: All right.

Thank you.

So this lease is what we call our PAL, which is pre-authorized lease. So we actually -- this was actually authorized, what, in 2019 -- '18? '19, Jeff?

JEFF LEIKIN: Around there.

DR. KATRINA BAPTISTE: Yeah, around there. Congress actually authorized this lease, so we have been waiting on these leases for a long time so I know you guys are actually excited. We're excited.

So write down your questions and then kind of hold off on your question until we kind of go over.

So here's your rule: Please hold all questions until the end. State your name and organization you represent. Speak clearly and slowly

Linda A. Wells * (931)368-0228 6 for the stenographer. Reference the ROP paragraph and section, if possible. I'm not really sure if you guys reviewed the ROP prior to coming here so if you did, make sure you reference the ROP section.

So if you're talking about, Oh, Dr. K., we are talking about, say, Section 3.06, right? And, Derek, 3.06 is what?

DEREK WEAVER: (Respite.) You put me on the spot for this.

DR. KATRINA BAPTISTE: Oh, Derek didn't know we were going to have a pop quiz today, so

3.06 -- let's just say 3.06 is (respite)...

DEREK WEAVER: You don't know either?

DR. KATRINA BAPTISTE: Not today.

It's a long week.

DEREK WEAVER: I feel twice as good now.

DR. KATRINA BAPTISTE: Okay.

So 3.06, let's just say we're -- 3.06 is probably talking about evaluation factors. So if we're talking evaluation factors, then we're talking about paragraph A. Just say: Okay. We're talking about Technical Factor 3.06 and be very specific.

State your name, who you're representing, and 3.06, okay?

Linda A. Wells * (931)368-0228 7

All questions must be submitted in writing to the contracting officer and broker and must reference the ROP paragraph and section. And although

I say must be in writing to the contracting officer and broker, also make sure you put Jeff Leikin on there, as well.

I get a lot of e-mails, a lot of e-mails, and sometimes I don't have the opportunity to respond probably 'til the end of the day or the next day and sometimes it's an emergency. Please put "Jeff Leikin" on your e-mail, all right?

Official responses will be posted on sam.gov through an amendment.

Respect, procurement, integrity, and sensitivity. This is very important to me. This right here can make or break the procurement. I take procurement, integrity very seriously. It can stop the procurement, and we could wait another two years and we don't want that. I know the medical center does not -- they don't want that, all right? All right.

Pre-bid purpose: Provide a general overview of requirements set forth in ROP. The number is 36-charlie-1-zero-foxtrot-23-romeo-zero-zero-74.

Encourage offerers to refer to the ROP package for a

Linda A. Wells * (931)368-0228 8 complete understanding of the requirements to submit fully responsive and technically-acceptable proposals.

We want everyone to be in the competitor range and if you're not in the competitor range, we want you to have a package at the very beginning so that we could award on initial offers because it happens sometimes. I work on initial offers.

So put your best foot forward, okay? You guys are looking at me, like, Okay. Taking good notes? Okay.

Answer questions of interested parties related to the ROP.

Promote competition. We're here. It looks like we have a lot of competition, so I hope once we leave here today everyone submits a proposal for this

ROP. Sometimes we get people here at this pre-bid and then no one submits their proposal. We hope we have competition. We hope we have competition, all right?

V.A. will provide online a conference transcript and PowerPoint presentation of the pre-bid meeting on sam.gov. So the transcript, the slides, the attendance roster will be posted to sam.gov.

Project overview. Veterans Affairs

Outpatient Clinic, OPC, full and open. It was unrestricted solicitation. We didn't find two or more

Linda A. Wells * (931)368-0228 9

SDVOSB that was capable. And I'm not saying that there were not SDVOSBs, VOSBs that was out there.

We're saying capable to handle this size clinic, okay?

It's a fully-serviced lease.

Net of janitorial service, meaning, janitorial service is pulled outside -- I mean, outside of the lease except for the exterior service, okay.

Maximum space of 258,210 ABOA square feet.

Contiguous space on a minimum of two floors.

Now, you can build it ten-stories high --we don't care -- but a minimum of two floors; two floors.

1,500 onsite parking spaces.

That's all I have so hold your questions, and I'm going to turn it over to our adviser. There you go, Tom.

TOM LEAHY: Thank you. I appreciate it.

Good afternoon, everyone. Again, my name is Thomas Leahy with Chartwell Enterprises supporting the Department in this procurement. I'll be going through these slides and as Katrina mentioned, please hold your questions until the end.

Linda A. Wells * (931)368-0228 10

So we're going to start off with

Section 1 of the ROP. The Government, via

Section 1.2F, is looking for a lease term up to

20 years and is required for each offerer to submit pricing on both a 15-year firm term and a 20-year firm term.

In addition for Section 3.04, the

Government will award a lease pursuant to this ROP only if the lease scores as an operating lease under

OMB Circular A-11, Appendix B. Only offers that are compliant with the operating lease limitations will be eligible for the award.

Per Section 3.11, the Government requires a fully-service lease net for janitorial services as part of their consideration. Katrina just mentioned it, and we'll get into a little bit more detail down the road on that issue.

In addition, the base of the operating cost adjustments will be established during negotiations based upon rentable square feet. The proposed methodology for operating cost adjustment shall include all items specified in the attached lease documents.

The minimum requirements for normal hours'

(ph) utilities and janitorial services are specified

Linda A. Wells * (931)368-0228 11 in the attached lease. The offerer shall clearly state whether the rental is firm throughout the term of the lease or if it is subject to annual adjustments of operating costs as indicated above. If operating costs will be subject to adjustment, those costs shall be specified in a proposal.

Okay. So for those of you who are familiar with (indiscernible) market (ph) survey use the boundaries of the delineated area, and we'll show in this next slide the depiction here. It's not the best depiction as it translates from the thing, but this is the same as before. There have been no changes to this.

And then we go to Section 1.06, which is the list of documents that are provided within the ROP that need, obviously, to be addressed by the offerers.

We bring this out, obviously, as a good guideline for -- along with the compliance matrix -- that should define and guide your proposal.

Moving onto Section 2: Eligibility preferences for award.

Section 2.1, the offered space must be provided efficiently as per the discretion of the LCO.

In addition per 2.02, the offered site cannot be in the 1 percent annual chance floodplain, formerly

Linda A. Wells * (931)368-0228 12 referred to as the 100-year floodplain.

For 2.07 and 2.08, the requirements of accessibility is: Fire protection and life safety must be adhered to as requirements for the site.

2.11.A is -- deals with the phase one environmental report and how that must be submitted as part of the initial offer. That phase one must be dated within 180 days of that initial offer date.

Per Section B here, of course, the

Government is responsible for compliance of NEPA and may -- I should say "may" -- look for cooperation and assistance from the offerer in that regard.

2.11.B.4: The Government reserves the right to reject any offer where the studies or documentation supporting the NEPA process provided by the offerer for the offered property are inadequate.

The offer entails unacceptably adverse impacts on the human environment. The identified adverse impacts cannot be readily mitigated if the level of NEPA analysis is more extensive than is acceptable to the

Government and the sole discretion of the LCO.

2.12: The Government is responsible for complying with Section 106 of the Historic

Preservation Act. Calls for research study must be submitted by each offerer with the initial offer.

Linda A. Wells * (931)368-0228 13

Moving onto Section 3: How to offer.

Important -- you know, I want to draw your attention to this important slide. Questions are due on the 1st of September by 4:00 p.m. via e-mail, as you can see on the instruction in Section 3.02. And the offer due date is the 25th of October also at

4:00 p.m., all right? More instructions, more detailed instructions, are available on Section 3.02 of the ROP that defines that submission process.

As you see here in the middle of the page, what's expected are 12 CDs for the technical proposal, Volume I; and then 2 CDs of the project proposal, Volume II.

No hard copies. No e-mailed submissions will be accepted.

Okay. Now, we're moving into section -- it says 3.02 at the top. This is the definition as it comes from the compliance matrix. I'm going to give you a little background here, then we'll jump into it in our next few slides and discuss this point.

The compliance matrix is really -- it's a guide. It's a guide for the offerers to define what they submit back to the Government. We think it's an extremely useful tool that helps them to provide exactly what the Government is looking for, and so we

Linda A. Wells * (931)368-0228 14 urge you to look at it and, of course, use it from the beginning of your process.

On the left here you'll see the Roman

Numeral I. It indicates it's Volume I. As we said, technical response is Volume II. Later, you'll see it talks about the pricing.

The technical proposal, as in the compliance matrix is, follows the factors, the four factors, for evaluation. Here, starting off with technical quality; then, past performance; financial, and so on, okay? So we want to keep those parallel.

So as we look -- as we sort of dive deeply into the compliance matrix, we start here with the technical quality. And I'm not going to go through all these to read them to you because you don't need that but just to touch on in broad brush strokes. As we talk about technical quality, we're talking about the building; the site, the architectural layout, and so on, all the things that go along with that. The real meat of the proposal, all right?

Generated plans and then move into past performance. Past performance, not only the offerer, but the design team, and the general contractor.

They're all covered here within the past-performance section, to include the supporting documentation.

Linda A. Wells * (931)368-0228 15

Financial information next. Financial resources plan, commitment letters, financial statements, as requested. Again, outlined here in

3.02 and additional information in 3.06 about this. I think you'll hear more about that later.

Finally, the PMP plan, all right? Laying out how the work will take place; the staffing, risk mitigation, quality control, and so on.

Next, operations and maintenance. Again, mimicking the factors that we'll see in Section 4 of the ROP -- still in Volume I. Staffing plans, evidence of a good solid plan for interior and exterior maintenance. Your staffing plans, your emergency -- the routine that you would use for routine calls, as well as emergency calls in the service of the facility.

Next, we get to the socio-economic needs, right? There's -- there are entities that will respond only if this is filled out and their entities will respond to their SDVOSB, VOSB, or, perhaps, in a small business, right?

If that pertains to your organization, please submit the proper credentials, proper information, so that we can evaluate that.

Linda A. Wells * (931)368-0228 16

Then we have the next few slides which deal with additional initial submittals here. Offering any submittals with regard to zoning, ownership, having proof of signing authority; all the information that is required here to consummate that or have the proper submission.

Then we get to the building-site submissions; floodplain, the efficiency of the layout, and so on.

Last slide here, wrapping up that -- the additional submittals here and then the piece of --which is right here at the bottom of the piece here --which are the documents that we provided to you. We ask that you initial those documents at the bottom and resubmit them to us signifying that you have read them and that you are in agreement with them, okay? So that's this piece.

And as those of you who have gone through this before, understand that's what adds the bulk of the volume to these proposals.

Okay. Now, we move into Volume II, price proposal, right, which includes a 1364 that attachment (indiscernible) one to the 1364 and the vendor file, the 1217, and so on.

Linda A. Wells * (931)368-0228 17

Okay. 3.06, Additional Submittals.

Evidence of ownership is key. If offerer owns the property being offered or has a long-term lease-hold interest, the deed or the lease must be submitted. A fully-executed document, of course, must be submitted to evidence that, okay?

More here on this slide about it: Offerer must submit written evidence that is authorized by the owner to present the site as eligible for award. In addition, the offerer must provide evidence of site control for longer than the duration.

So if it's a lease, it has to be at least the 15 or 20 years, plus the time that it takes for site design and post-award work.

So the documentation that will support a finding that the ownership control exists would include an option to purchase; a sales contract; a deed showing fee-simple ownership; or an option, of course, that extends -- an option to lease that extends over that period of time.

Okay. Continuing here within 3.06, Section o-zero-o -- o-dot-2 is the record format.

Okay. Record format for files will be required for that future award, each to provide for the post-award work that's (indiscernible).

Linda A. Wells * (931)368-0228 18

Staying at 3.06 here: Offerer must provide documentation that they will be seeking credits for two Green Globe global certifications.

In 3.11, just to repeat here:

fully-service lease, net of janitorial services.

And then 3.12: Offerer must submit a building-operating plan.

3-o-7, talking about TI's here. TI's are the finishes that bring that space from a shell to a usable, finished condition. TI's are expected to be paid lump sum in this procurement. The Government reserves the right to amortize that cost over the firm term of the lease.

Now, Section 4: Method of Award.

Best value. Best value is the method of award for this procurement as per 415 (ph); the penalty of negotiated best-value trade-off source selection procedures will be used to evaluate these proposals.

Responsible Offer. Offering the best value to the Government after evaluation of both cost, as well as the technical aspects of the proposal.

The Government intends to evaluate proposals and award the contract without discussions with the offerer; therefore, the offerers are urged

Linda A. Wells * (931)368-0228 19 that initial proposals should contain offerer's best terms for costs and their technical standpoint.

As you look further in Section 4, Section 4.04 outlines those factors, okay? There are four factors. They are in descending order of importance, okay? So Factor 1, Technical Quality, is the most important factor. For the areas of consideration that you'll see in this Factor and others, there is no ranking. There is no level of importance there. It's just with the factors, the overall factors.

So Factor 1, Technical Quality:

Architectural concept and building design, quality of the site, and the development and the sustainability piece, and energy efficiency.

This, of course, lines up with what we were talking about before, the presentation of the design, presentation of the division (ph) of the clinic that each firm would offer.

Factor 2 gets into qualifications and past performance. Offerer's past performance is represented by these third-party PPQs. They're submitted on behalf of the firm.

The design team and general contractor qualifications has described within the proposal

Linda A. Wells * (931)368-0228 20 financial resources and project-management plan -- and we already covered that.

Factor 3: Operation of Maintenance Plan.

Again, interior and exterior maintenance, routine emergency calls and procedures and response times.

And then Area of Consideration, C; staffing plan, administrative procedures, and then quality-control plan.

Circling back here to our final factor, which is the SDVOSB (ph) piece. Again, if you qualify under any of these classifications, please submit your information for your entity so they can be evaluated.

Section 5: Additional terms and conditions. The cost of offsite improvements, of course, need to be bore by the lessor, and the lessor should, of course, do their due diligence in order to identify any of those offsite costs in order to wrap those into the rent that's before it. The lessor needs to acknowledge, of course, that they've conducted a reasonable amount of due diligence in order to understand the situation.

Finally, 5.06: The offerer needs to evidence the relationship between the offerer and their partners with the design, as well as the general contractor, to show that there's a formal team

Linda A. Wells * (931)368-0228 21 management.

Request for Lease Proposal. This is the information that we just went over. There are five sections here. The two I'd really like to draw your attention to are Section 3 and Section 4, okay?

Section 3: How to Offer. You know, the nuts and bolds of how to successfully, you know, put that package together and submit it into V.A. for evaluation. And then 4: The Method of Award.

I hit the highlights here when I talked about Factors 1 through 4. There's a lot of, obviously, very solid information and detailed information within those factors that I -- you know, I would highly suggest you dig into in order to make your proposal as strong as possible.

When you're preparing a lease, right;

describing the sections of a lease at a high level.

Section 1: For the premises of rent and other terms.

Section 2: For the general terms, conditions, and standards.

Section 3: For your attention:

Construction standards and the shell components that fall within Section 3.

Linda A. Wells * (931)368-0228 22

Section 4: Design, construction, and post award.

Section 5: Of course, TI's;

tenant-improvement components, which are housed within

Section 5 for your attention.

And then Sections 6 and 7: Utility services, obligations and lease term (ph), and additional terms and conditions.

We're at design overview and at this point

I'm going to turn it over to Mike, the AE, and I'll...

DR. KATRINA BAPTISTE: Hey, Mike, before we go there, let's stop because that's a lot of information in that ROP, how to offer and how to submit. Any questions? Yes?

DEREK WEAVER: Derek Weaver with

Johnson.

Mine is a Section 3 of the ROP question regarding sustainable design.

We've recently priced several V.A. projects and it's come to our understanding that GBI, Green

Building Initiative, is about to adopt the 2021 standards for green globes, and it's a radically more intense requirement than what has been, to date. And when I say that, it's a radically higher price that comes along with it.

Linda A. Wells * (931)368-0228 23

Is there an opportunity -- would the V.A.

consider maybe doing a single green globe or some alternative to GBI standards to be a little bit more cost conscious, because it's a substantial increase in the cost requirements for these new projects?

JEFF LEIKIN: Yeah. We'll check...

DR. KATRINA BAPTISTE: Yes.

JEFF LEIKIN: ...with the REs and we got your question.

DEREK WEAVER: Okay.

JEFF LEIKIN: We'll get back to you on that.

When is that new standard supposed to kick into effect?

DEREK WEAVER: I believe right after the first of the year in the spring, first quarter of the year. They'll adopt and make active the 2021 standard.

I'll give you a case in point that we just received green globe certifications on a couple projects that we finished over the last year, so two of those years. And we did a comparison of the worksheet, the checklist-point calculation, and we would -- under the new standard, we would only score half the points that we did on the ones that we just

Linda A. Wells * (931)368-0228 24 got certified in the last week.

So, yeah, it's a substantial differentiation in the new -- the new qualifications for it are.

DR. KATRINA BAPTISTE: Any other questions? Mark?

MARK HEFFERIN: On the PPQ --

DR. KATRINA BAPTISTE: Can you --

MARK HEFFERIN: Oh, Mark Hefferin, E2L.

On the PPQs, are those to be strictly for the offeror or are they supposed to also include designer contractor?

DR. KATRINA BAPTISTE: It's for the offeror.

MARK HEFFERIN: Okay. So the 330s and

527s serve for the contractor designer.

DR. KATRINA BAPTISTE: Yes.

MARK HEFFERIN: Okay.

DR. KATRINA BAPTISTE: Unless you are in a joint venture.

MARK HEFFERIN: Okay. Thank you.

DR. KATRINA BAPTISTE: You're welcome.

Any other questions? All right.

Linda A. Wells * (931)368-0228 25

MICHAEL McCOURT: All right. You guys have it all figured out? Thank you.

Again, I'm Mike McCourt. I'm from Atriax, PLLC. We're the architectural engineering firm that's assisting the V.A. in developing their programming documents for this effort. So I'm going to go over the design interview -- overview; kind of give you a little bit of background.

So we have all the code specifications, all the information that was provided to us by the V.A., right? And so what we did is we sat down with the

V.A., the leadership and the users, and fully developed -- or further developed what their requirements were and what they desire. We try to fit as much in as we could but, again, we had certain programming right-and-left limits to ensure that we stayed within a certain size and eventually a certain budget.

All right. So along with your -- what's in your package that you're going to submit -- and, of course, you're going to put in your design, right?

You're going to give a layout. And I'll go over some slides later to show you what we developed. You know, it's an idea, right? But, again, there was a lot of work that went into it.

Linda A. Wells * (931)368-0228 26

As Dr. Katrina said, you need at least two stories. We went with four stories. But, again, you guys can -- you can change it up as much as you think you need to change.

So along with your design concept with a layout, you're going to have to provide your narrative, right, and that's going to fully explain --further explain how you came up with your concept, all right? And that design concept, it's going to be used within your technical proposals and that will be kind of the beginning of your design development to move forward if you get the award.

And the final point here: Make sure you submit plans with specifications in accordance with the Government's requirements, all right? Your package will be put to the side if you don't.

All right. So general criteria: I mean, follow the ROP. Follow all the federal regulations;

NFBA, follow the health and code and safety, building codes and ordinances.

Bullet point right here: In case of conflict, use the most stringent standard. If you don't know which direction to go, submit an R5 (ph), all right?

Linda A. Wells * (931)368-0228 27

Okay. We just talked about Green Globe.

Requirement's two. That may change but, you know, you're going to try to make this a friendly, clean, environmentally strong (indiscernible), all right?

As far as accessibility to standards, we want to make sure that all patients and staff members can access the building so follow ADA, UFAS, and AFAS

(ph), and, of course, follow the data (ph)

(indiscernible).

All right. So all of this, this is what we've worked on, all right, and I'm going to go through these individually, but these are all the appendices to the ROP, all right?

So Appendices A through A.6, it's just specific requirements. Again, this is something that we worked in. We fully fleshed out our -- to --within our scope to help the V.A. with developing that requirement.

The ABOA here is 2,580 -- or two thousand -- 258,210 feet. That's your rentable space.

You're facility's probably going to be bigger than that but, you know, we'll move onto program for design.

All right. So you're going to see some spreadsheets up here. Don't worry. I know you can't

Linda A. Wells * (931)368-0228 28 read this (indicating), but these are the documents that we went through line-by-line. It's a list of all the spaces and the rooms that are required for the business facility, all right? And you'll see the color coding here and this will match up with the layouts, which I'll present later. But there's over

200 lines here within this spreadsheet, alone. It gives you the number of spaces that's needed, the square feet. There's the -- the net-to-gross factor.

Again, it's just a list of all the rooms and the spaces within the facility that need to be included, all right?

And along with that spreadsheet, you'll also look at the project-room contents list, and we further broke down the previous list. This is everything; all the equipment, materials that are going to go into every room. It's probably, like, 99 percent right that there's going to be other things, small items, that may be going into your office. But this just gives you an idea of where things -- what needs to go into each room, how much space is needed, the configuration of the room.

Again, it's color-coded here so that will match our layout.

Linda A. Wells * (931)368-0228 29

And it will also be -- it also gives you an acquisition code, so it's a -- you'll know if it's government furnished or government installed;

government furnished/contractor installed; contractor furnished and contractor installed, all right? And then there's additional notes on all these spreadsheets that further explain what that requirement is.

All right. This is something that's produced by the V.A., the Lease Design Narrative, and this kind of pulls together all the codes and standards and references, but it also goes a little bit further into each functional area and then it also goes into each clinic, as well, right? You can go to all the codes and standards. This is just something additional to those codes and standards that helps you design your spaces.

I just kind of explained that here. And the last bullet here is, you know, there is a prototype that the V.A. uses. We use that. I highly recommend you take a look at that, as well, but that explains, you know, the PACT concept, the patient

(indiscernible) -- help me out here -- guaranty? Is that correct?

DR. KATRINA BAPTISTE: Packet?

Linda A. Wells * (931)368-0228 30

MICHAEL McCOURT: And I'll explain a little bit more when I -- what we have left.

All right. Appendix 8.2.1, Interior Finish

Standards. This is what you'll reference as far as, like, what the finished materials will be for each --for the ceilings, walls, base (ph), floors, et cetera.

And if you even go further into that, you will also have the room data matrix. Again, this is -- you can't see the information here. It's really small. And once you start looking at it, you'll see that there's lots of specific data for each room and space that is in the program for design and that's broken down by the finishes, power requirements, HVAC requirements, IT requirements, and fire -- fire requirements.

All right. And then the IT specs. This --the next appendix, and this is, again -- it's just further information for when you guys are doing your design. This is going to tell you all about the data centers, the telecommunication rooms, what type of cables, what type of spacing; everything that you need to -- to ensure that you are meeting the standards for the V.A. on it.

All right. And then the Facility Level 3.

It's going to be a Level 3 facility, and along with

Linda A. Wells * (931)368-0228 31 that there's additional security requirements for the facility. And that will give you further information on intrusion detection systems, where the cameras should be, what areas need a little bit more security.

You know, thicker walls, key-in areas. You know, anything that really deals with that higher level of security, all right?

All right. So this is what we all came up with, right? We worked and assisted, supported the

V.A.. This is as -- again, we came up with a four-level concept, and this will be -- and you'll be able to see the details.

We did use the prototype and the PACT concept, and it -- you'll be able to see a little bit easier on the next slides. But, essentially, you know, here's the main entrance. You have a public patient area. This is the waiting area.

In order to get into these clinics, they have to check in. They can't just walk in. They have to be let in or escorted back to the rooms.

Each clinic has their space for their providers, so they don't have to run all over. They don't have to come from, you know, a different area of the clinic. They're right there, and they can get there quickly.

Linda A. Wells * (931)368-0228 32

Within the first floor itself, you know, we have the educational area. We have PMNR (ph), over here; physical, medicine, and rehabilitation. We have prosthetics, radiology. Here's, like, the cantina area where, you know -- for a cafe where the folks can go and get a cup of coffee and some snacks.

I mean, you guys can take a look at this more in depth. But, you know, again, within our effort, we looked at what the needs were, what the functional relationships were, what some of the desires of the users were. And once you start looking at this in more detail, you'll see where those relationships are, and why certain -- certain clinics are in certain areas.

All the gray areas here are less -- this is lessor space so that would essentially be your space for your management; for your maintenance operations.

That is not included in the ABOA, right?

There's some shared areas. We put those more on the exterior of the facilities. I mean, there's some within the facility itself, and those are the yellow areas. Those are conference rooms, break rooms.

And, of course, you have stairwells to get upstairs, you know, that's strategically placed. You

Linda A. Wells * (931)368-0228 33 have -- everything's -- you have, you know, again, restrooms, telecommunication rooms. Those are all stacked within the facility.

So if you're running plumbing lines, your

IT lines, you know, you're not going -- you're trying to stick with the vertical -- the vertical channels rather than going horizontally.

All right. So this is the second floor.

We have mental health for this facility right here.

Urology's right here. The Center for Integrated

Health. Again, you'll be able to see this when you're looking through the documents.

Similar concept as before. You know, open area up front, shared areas in the back. And, again, secure areas. You have to be escorted in, and you have the team that's kind of centrally located to all the -- all the patient-care rooms.

The third floor, this is primary care.

Primary care is quite a large clinic so it takes up almost the entire floor. You have the clinic administration within the center of the facility; the center of the floor so they can get wherever they need to go, right, because they'll be visiting the entire facility.

Linda A. Wells * (931)368-0228 34

All right. And finally the fourth floor.

You have audiology, the eye clinic, and the multi-specialty clinic up there. And audiology, they always want a corner, right, because of the -- they need it very quiet and away from everybody else.

All right. The only thing that I forgot to mention on the first floor, you know, the functions on the lower floors or the first floor where some of the patients have a hard time getting around, so we put them on the first floor so they can easily... You know, they don't have to take a flight of stairs.

They don't have to take an elevator. They don't have to move around corners, all right?

So these are -- not that you wouldn't have patients that have some challenges going up to the first (sic) floor, but the ones that have a little bit more high frequency of challenged patients, they'll be going to the first floor.

THOMAS LEAHY: Awesome. Thank you.

Thanks, Mike, very good description.

All right. As we turn the corner here, we'll go back to this janitorial document. This is the one I was referring to earlier.

Full-service lease: Net of janitorial services, the items that are the responsibility of the

Linda A. Wells * (931)368-0228 35 lessor are detailed here. So a small group of interior items at the top of the page and then these at the bottom here, these exterior site management, slash, landscaping items that would be the responsibility of the lessor, so I'll bring your attention to that.

And we get here to our last section where we review the standard forms (ph) and clauses. Again, five sections (ph). You've heard me say about this a few times. Just, obviously, vital is a key document here that we urge you to use as a tool to guide us in your proposal.

1364, the Financial Terms. Of course, the document of the proposal report here and a blowup of some of the specific sections for the specifics of the proposal -- other proposal; offering free rent or not and reduced rent, and so on.

1217 for your operating costs. Operations must ensure that all their operating costs are included here in your annual maintenance required just to have a total sum here of what's being charged within your proposal. And then also in 1217, Row 27

(ph), of course, is what we're looking for there for the -- that total of your services and utility costs.

And then for Row 33 here, a summation of this section

Linda A. Wells * (931)368-0228 36 that will be included in its part of shell rent.

Contract Requirements -- we're getting close to the end here. Contract requirements, okay.

You know, again, it's imperative. It's important that there are, you know, adherence to the fire safety, and physical security, and accessibly, sustainability standards, right? Those are key. Those are non-negotiable items.

Offered space for V.A.s needs to be zoned correctly by the time of that construction for support of that property, and we need a letter from the authority having jurisdiction to validate that or to talk about the zoning.

In addition, the codes you need to be adhering to, right? Not only local codes but codes as defined within the LDM (ph), right? Plus, federal wage rates for Davis Bacon, you know, an issue and item to be addressed to give here, too. And finally wrapping up with these accessibility standards within the federal scope.

Okay. Some final words: (Indiscernible) of the ROPs. It's never too early to dive into ROP.

Obviously, some very experienced folks within this room, but it always pays to revisit these items or revisit these sections -- 3.06 is one, 3.02 is

Linda A. Wells * (931)368-0228 37 another. To revisit it to -- you know, to see that, you know, if you've been away from it for a while, obviously, pay attention to the new ones in order to help you submit the strongest proposal possible.

Audit and compliance. Fully -- fully completing complete offer, proposal matrix -- I promise I won't say that again. Every page needs to be initialed.

Electronic signatures are fine for those initials. Just make sure that they are indicated you reviewed, you read it, you understand it.

Ensure completeness and consistency within the proposal, okay? Ensure that you are using fresh documents. Don't recycle because the risk of that, of course, is that you're talking about Project B (ph).

Submitting on Project A but there's a reference to

Project B within that proposal so be mindful of that, please.

Make sure that all documents that require signatures have been signed by that individual who is noted in the articles of a corporation to be the proper signatory.

Need the proper NIXA (ph). 5 -- 531120 needs to line up with (indiscernible), as well as the information that's on that offering -- offering

Linda A. Wells * (931)368-0228 38 entity.

Finally here on this page, 1364, in

Attachment 1: Per each leasing area, a 15-year firm term and a 20-year firm term.

Study that phase one, please, with -- and it calls for resources starting with your initial offer. Those are key items. Submit those items with -- from the authority having jurisdiction when it comes to applying for safety services, utilities, and zoning, and so on.

For the (indiscernible) substantiations, you know, more detail is better. Detail helps. Try not to be generic with your PMP, with your descriptions of -- your descriptions of -- you know, your partners, as well.

Eliminate Discrepancies. You know, make sure that things are consistent throughout your proposal, whether it's an address. Whether it's the square footage with the size of a lot, with the price, whatever it is. Make sure that it's consistent throughout the documents.

And, finally, V.A. is not going to accept any conditional offers. No contingencies, no changes to the ROP will be accepted.

Linda A. Wells * (931)368-0228 39

Evidence of ownership and evidence of site control are certainly key, right? And we're looking for that information; project management planning, comprehensive solution within that PMP to show that the process of delivering that -- delivering that site has been well thought out and documented within that

PMP.

And, finally, here: Financial Resources.

You must submit all required information. Financial information must be included within the technical proposal. Materials that are sent separately are not going to be considered.

Initially, submit a financial resources plan addressing all relevant terms, whether it's near term, permanent, construction financing. Include it all, please.

And here, we end where we began.

JEFF LEIKIN: I have a couple...

TOM LEAHY: Please.

JEFF LEIKIN: ...couple things.

With regard to site control, make sure your documents are airtight for options. We want to make sure that the landowner -- that the landowner doesn't have a right to come back and get out of that option;

get control back of the land. So make sure, you know, Linda A. Wells * (931)368-0228 40 from a legal point of view that it is a tight --tightly-written document that if -- you guys control for as long as you need to control, whether you're doing a -- leasing it for 20-plus years or whether you're going to -- you have the option to purchase so that's one thing.

And the other thing that I state in a lot of pre-bids is, as you know, you guys put a lot of time, a lot of effort, a lot of money into putting together these proposals. On our end, there's going to be a technical evaluation team that's looking over your proposals. And as you know, you put them together, some of these proposals can be 1,000; 1,500 pages. They're going to be concentrating on the technical -- why can't I think? The evaluation...

TOM LEAHY: The Factor 1 factors?

JEFF LEIKIN: What's that?

TOM LEAHY: Factor 1.

JEFF LEIKIN: Thank you, the factors and the sub-factors.

Make sure your presentation flows logically and make it easy for them to go through your 1,000 pages to find your responses to these factors and sub-factors. Just make sure it flows easy.

Linda A. Wells * (931)368-0228 41

DR. KATRINA BAPTISTE: You're stealing my thunder.

JEFF LEIKIN: Oh, I'm sorry. Well, then you know it's important if she's going to say that.

So, I mean, that's my advice to the experienced developers, the unexperienced developers that may just be starting their first couple proposals and offers. That's my advice. It makes it easier for the team to review it and find the important information that you're supplying to us.

MICHAEL McCOURT: I would agree. I think that's what I would say is I would follow the outline.

JEFF LEIKIN: And I'm sure she'll say it more eloquently there.

THOMAS LEAHY: Before I turn over the mic, one more thing I want to just add is this, which is the format for submitting questions because I'm sure you've got lots of questions.

If you could submit it in Excel format, just two cells: A simple reference cell and then a question cell. This helps to keep it organized, and we appreciate that.

Linda A. Wells * (931)368-0228 42

DR. KATRINA BAPTISTE: And there is a time limit of when question-and-answer period is actually due.

THOMAS LEAHY: Yeah. And it is --look me look at the slide here. Yes, 1st of

September.

DR. KATRINA BAPTISTE: 1st of

September, which it is coming up next week. Next

Friday, I believe, right? So it's just next Friday.

And we went over a lot, a lot, a lot, a lot, and Clarksville, I think, is larger than

Nashville, correct?

TOM LEAHY: Yes.

DR. KATRINA BAPTISTE: So this one is very important. So before I get up here and tell you my spiel, any questions from you guys? Yes, Derek?

DEREK WEAVER: Derek Weaver with

Johnson.

Mine is an Appendix A5 question regarding facility security level 3. I believe it's the first time in a dozen years we've seen FSL-3.

DR. KATRINA BAPTISTE: Yes.

DEREK WEAVER: I'm curious what triggers that requirement because FSL-3 brings into design progressive (ph) collapse, immediately, and

Linda A. Wells * (931)368-0228 43 that's another cost consideration. And I'm just curious, I'd love to hear the backstory on that, and if it could be produced at FSL-2.

DR. KATRINA BAPTISTE: That came from the medical center.

JEFF LEIKIN: Yeah. They have -- I mean, it's based on number -- size, number of patients seen. There's a bunch of factors when they came out with that FS-Level 3.

But I would look at the requirements. I mean, we use FSLevel-3 as a baseline. I think there's some things that -- I don't know about the progressive collapse, but take a look at the requirements and there may be some changes from the baselines FSLevel-3 requirements.

DR. KATRINA BAPTISTE: But we can also get that question and take it back to the medical center...

JEFF LEIKIN: Yeah, we will answer that.

DR. KATRINA BAPTISTE: ...because that came -- because we started at 2.

JEFF LEIKIN: Huh?

DR. KATRINA BAPTISTE: I said, because we usually go at 2.

Linda A. Wells * (931)368-0228 44

JEFF LEIKIN: Yeah.

DEREK WEAVER: And the difference between 2 and 3's not that significant but for progressive collapse, which is a structural added cost so that's that question.

JEFF LEIKIN: There were some projects that were FSLevel-3.

DR. KATRINA BAPTISTE: Maybe two were -- two or three.

JEFF LEIKIN: At least three.

DR. KATRINA BAPTISTE: Yeah.

MARK HEFFERIN: A design question.

DR. KATRINA BAPTISTE: Mark, if you could...

MARK HEFFERIN: Mark Hefferin, E2L --sorry about that.

The elevator service. We've got, I believe, five passenger in the front, three in the back possibly for freight, and then you've got an elevator just for homeless; is that correct?

MICHAEL McCOURT: We do.

MARK HEFFERIN: Homeless intake (ph)?

Is that...

MICHAEL McCOURT: That's for the homeless. We put that in there as -- for the homeless

Linda A. Wells * (931)368-0228 45 folks. They come in with varying amount of maladies.

Bedbugs is a definite concern. Anyone who is coming in clean, clean cut, you know, with clean clothes, so the -- there was a requirement to put in a separate entry. That will take them up to mental health.

MARK HEFFERIN: So is that going to be a secured entry? Is that only meant for their use or is there other users?

MICHAEL McCOURT: Primarily, for them.

I'm sure that staff will use that but that will not be opened just for the regular public and individuals.

MARK HEFFERIN: Okay.

MICHAEL McCOURT: That's what the intent was.

MARK HEFFERIN: And then the number of elevators, was that done on a study basis or what --how did you arrive at the...

MICHAEL McCOURT: Just the regulations.

MARK HEFFERIN: Through the regulations? Okay.

DON WETZER: Don Wetzer with the

Walsh Group.

Linda A. Wells * (931)368-0228 46

Could you talk a little bit about the evolution of the plans to get to a four story, seeing as it seems a little unusual for these size facilities? You know, it's higher than a two story and eventually --

MICHAEL McCOURT: We've had extensive discussions with the V.A. team.

DR. KATRINA BAPTISTE: Okay. So the minimum is two stories.

DON WETZER: Right.

DR. KATRINA BAPTISTE: So the minimum is two stories, so you start at two stories. That's the minimum. You can go however you want, but our requirement is two stories.

DON WETZER: Yeah, I was wondering.

I'm, you know, seeing the prototype that they came with with all the effort that you worked with the local staff and doctors' association. Just curious on what led to a multi-story solution.

DR. KATRINA BAPTISTE: So we're not being restrictive so the minimum is two stories.

RAND HAKIM-ROMMEL: And if I may add, it's basically for the travel distance because once you go above a two story, it makes it a very long distance for veteran and staff to go around.

Linda A. Wells * (931)368-0228 47

DON WETZER: That helps.

RAND HAKIM-ROMMEL: And if I may add, the one you see, the (indiscernible), the relationship, it's very important, like, physical therapy next door to orthopaedics. So this relationship is studied, and they wanted by staff by the medical center.

DON WETZER: Thank you.

DR. KATRINA BAPTISTE: Any other?

Yes?

MARK HEFFERIN: There was an article recently in the Clarksville paper -- Mark Hefferin, E2L -- about, the V.A. was going to keep your existing facilities' operation.

Will you be moving any services out of that building into the new facility or -- okay.

So (indiscernible) and other things, who will handle that relocation?

EDWARD PAYTON: If we move existing things by (indiscernible), our activation manager.

But we haven't -- we are planning to keep it, so we haven't discussed with the solution (ph) team which services exactly we'll be moving and how we'll make that (indiscernible). Because with the

(indiscernible), we will need both (ph), but we

Linda A. Wells * (931)368-0228 48 haven't decided that. But we'll work with care on all of that (indiscernible).

MARK HEFFERIN: Okay. And in the past, they used to provide the equipment list very early on at this stage. When will that be issued and

(indiscernible) the award?

DR. KATRINA BAPTISTE: The equipment list should be in there.

MARK HEFFERIN: Is everything in there, including what will be relocated?

DR. KATRINA BAPTISTE: Yeah. The equipment list for this project is already in here.

MARK HEFFERIN: Okay.

DR. KATRINA BAPTISTE: Everything is already in.