36C10F23R0095 - Allentown PA OPC - RLP Amendment 2 - Pre Bid Conference Presentation.pdf

Prepared for: U.S. Department of Veterans Affairs (VA)

OUTPATIENT CLINIC ALLENTOWN, PA

PRE-BID CONFERENCE

RLP No. 36C10F23R0095

November 28, 2023

Prepared by:

AGENDA

1. Introductions & Opening Remarks

2. Project Overview

3. RLP Package Overview

– RLP Sections

– How to Submit an Offer

4. Design Overview

– Appendices Review

4. Review Standard Forms & Clauses

6. Key Procurement Dates / Wrap up

Introductions & Opening Remarks VA Project Team

Cynthia White, Senior Lease Contracting Officer, (LCO)

Brian Hilton, Senior Project Manager (PM)

Gregory Lazar, Sr. Resident Engineer (RE)

Hakim-Rommel Rand, Senior Planner

Fei Chan (Linda), Architect/Planner

Local VA Team

Orlando Mirarchai, Allentown CBOC

Robert Calarco, Allentown CBOC

Contractor Representatives

• Martha Weekly, VP Operations, FFE, Inc.– Architectural Consultant to VA

• James Cassidy, DHC Real Estate Services - Real Estate Advisor to VA

• Val Carreno, Cushman & Wakefield - Real Estate Advisor to VA

Protocol regarding questions and/or statements

• This pre-bid conference is being recorded

• Please hold all questions until the end

• State your name and organization you represent

• All questions must be submitted in writing to the Lease Contracting Officer and Broker and must reference the RLP paragraph and section by 4:00pm EDT on December 6, 2023.

• Cynthia.white6@va.gov | James@dhcres.com

• Respect Procurement Integrity and Sensitivity

Pre-bid Purpose

• Provide a general overview of requirements set forth in RLP No.: 36C10F23R0095

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

• Answer questions of interested parties related to the RLP

• Promote competition

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

Project Overview

• Veterans Affairs Outpatient Clinic (OPC)

• Service-Disabled Veteran-Owned Small Businesses SDVOSB Set aside

• 83,354-98,063 ABOA square feet on no more than two contiguous floors

• 600 surface/outside parking spaces dedicated for VA’s exclusive use

• Price proposals must be submitted for a 15-year firm term and a 20-year firm term Lease

• Fully serviced lease, with all utilities, taxes and janitorial included in rent. Offer should also include stated TI improvement allowance.

• Lease Term Commencement Date will be upon acceptance of the space.

• Substantial Completion is anticipated approximately 32 months from award.

The Requirement

Procurement Steps § Issuance of Request for Lease Proposals

§ Pre-Bid Conference

§ Receipt of Initial Offers

§ Evaluation of Initial Offers (Technical and Price)

§ Competitive Range Determination is Made (if appropriate)

§ Offeror Clarifications: Major Weaknesses and Deficiencies are Identified

§ Revised Proposals (if appropriate)

§ Award

RLP OVERVIEW

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 12

RLP No. 36C10F23R0095 Read all parts of the RLP in its entirety and respond accordingly

The RLP is broken into the following five sections:

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

All sections and components of the RLP are important; however, the following slides are used to address specific areas of the RLP.

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 11

SECTION 1 – STATEMENT OF REQUIREMENTS

SECTION 1.02 (F) -- Lease Term

Lease term shall be up to 20 years. Offers must submit pricing for (A) 15-year firm term and (B) 20-year firm term

Section 1.03 -- Area of Consideration

Northern Boundary: Intersection Claussville Rd. & Kernsville Rd., E on Kernsville Rd., N on Hwy 309, E on Levans Rd., E on Maple St, SE on Mauch Chunk Rd, E on Mechanicsville Rd., N on Hwy 145, E on Lehigh St.

Southern Boundary: W on Oakhurst Dr., N on Hwy 145, S on Vera Cruz Rd, W on Brunner Rd, W on Main Rd E, W on Main Rd W, W on Shimerville Rd, N and W on Hwy 100, W on Hamilton Blvd.

Eastern Boundary: S on Front St, W on Race St, S on Lehigh St, E on N Irving St, E on Lehigh Valley Thruway, S on Fred B. Rooney Hwy, S on Hill to Hill Bridge, S on Wyandotte St.

Western Boundary: N on Hwy 863, N on Ziegels Church Rd, N on Kecks Rd, E on Seipstown Rd, N on Claussville Rd.

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

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 14

Section 1.03 -- Area of Consideration (continued)

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 15

SECTION 1.06 -- List of RLP Documents

The entire ‘RLP Package’ contains the following documents including the RLP itself:

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 16

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.02 – Flood Plains

- Site cannot be inside 100-year flood plain

- This includes ingress and egress routes

2.07 – Accessibility

- Verify in the lease proposal that the building space and areas meet accessibility requirements.

2.08 – Fire Protection & Life Safety

- Verify in the lease proposal that the building meets fire life safety requirements

- Provide building code and written commitment to meet all requirements

2.09 – Energy Independence and Security Act (EISA)

- Energy Star label within 18 months after occupancy, show how and when this will be obtained.

- Energy Star Target Finder Tool

- Green Globes Project Checklist

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 17

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.11 - Due Diligence and National Environmental Policy Act Requirements

- Phase 1 Study needs to be completed within 180 days of initial RLP due date (partial submittals are considered unresponsive)

- Hydrology statement (RLP Section 3.06.Y)

SECTION 2.12 -- National Historic Preservation Act Requirements

- Historic Preference will be given

- Letter required if claiming preference or NRHP ID Number

Section 2.13 Cultural Resources Study

- Cultural Resources Study report required

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 18

SECTION 3 – HOW TO OFFER

SECTION 3.02 -- RECEIPT OF LEASE PROPOSALS

Questions are due December 6, 2023, by 4:00pm EDT

Offers are due January 22, 2024, by 4:00pm EDT, Submit via FedEx, UPS or Hand Deliver to:

DHC Real Estate Services, Attn: James Cassidy 1777 Kearney Street Denver, CO 80220

No hard copies will be accepted only compact discs (one for each volume) will be accepted

Offeror may not submit offers via electronic mail

At a minimum, Offers shall consist of all the documents listed in the Offeror Proposal Compliance Matrix

Please thoroughly review Section 3.02 of the RLP. We will not provide extensions for late submissions.

LESSOR: _______ GOVERNMENT: _______ Page 1 of 5

Offeror Proposal Compliance Matrix RLP No.: 36C10F23Q0047

OPC, Allentown, PA

Instructions: Offerors are required to adequately address each line item in the table provided below, provide a “check” in either the Yes or No box/column, and provide comments as necessary. In addition to the Technical and Price Proposal submissions, Offerors shall also provide Offering Entity Submittals, additional Building/Site Submittals, and additional RLP Document Submittals, as applicable, and as further indicated below. RLP paragraphs to each line item have been provided for reference.

General Information

Offeror Name:

Offeror Unique Entity Identifier:

Offered Building/Site Name & Address:

Date Offer Submitted:

Requirements

Provide d Proposal Submittal Requirement

Yes No

Volume I – Technical Proposal Offeror addressed all required submittals/items outlines below and RLP references

Offeror referenced RLP 3.02, Receipt of Lease Proposals, and provided submittals accordingly (CD Titled Volume I)

Volume II – Price Proposal Offeror addressed all required submittals/items outlines below and RLP references

Offeror referenced RLP 3.02, Receipt of Lease Proposals, and provided submittals accordingly (CD Titled Volume II)

RLP No.: 36C10F23Q0047

OPC, Allentown, PA

LESSOR: _______ GOVERNMENT: _______ Page 2 of 5

Proposal Section Header Item Solicitation Reference

Provided Offeror Proposal Location

Offeror Comments

Volume Yes No Volume No. of Page(s)

I Offeror Proposal Compliance Matrix Complete this form and provide in Microsoft Word format

RLP 1.06

I Technical Proposal

(Technical Quality)

Evidence Building/Site will meet all RLP Requirements RLP 1.02 / 4.04

Architectural Plans for Modernization, if applicable RLP 1.02 / 3.06 / 4.04

Proposed Building Narratives/Drawings: Demonstrate

VA’s mission, Requirements, Calculations, etc.

RLP 1.05 / 4.04

Proposed Site Narratives/Plans: Parking, Landscaping, Quality of Site Development, etc.

RLP 1.02 / 1.05 / 3.06 / 4.04

Proposed Security Narratives/Plans (Reference FSL

Requirements)

RLP 1.06 / 1.11 / 4.04

Proposed Narratives for Sustainability (Green Globes) and Energy Efficiencies

RLP 3.06 / 4.04

Provide Computer Generated Plans RLP 3.06 / 4.04

I Technical Proposal

(Past Performance)

Record of Relevant Past Performance Statement RLP 4.04

Key Personnel (Dedicated to the Project) Resumes RLP 4.04

Past Performance Questionnaires RLP 4.04

Evidence of Relevant Contracts (Table Format) RLP 4.04

Teaming Agreements/Commitment of Teaming

Arrangements

RLP 4.04 / 5.06

A/E Firm Experience Narrative RLP 4.04

Design Team Key Personnel Experience RLP 4.04

SF-330 – Architect-Engineer Qualifications RLP 1.06 / 4.04

A/E State Licensure/Certification RLP 4.04

GC Experience Narrative RLP 4.04

GC Key Personnel Resumes RLP 4.04

GSA Form 527 – Contractor’s Qualifications and

Financial Information

RLP 1.06 / 4.04

General Contractor State Licensure RLP 4.04

I Technical Proposal

(Financial Information)

Financial Resources Plans RLP 4.04

Conditional Commitment of Funds RLP 3.06 / 4.04

Financial Statements RLP 4.04

I Technical Proposal

(Project Management Plan)

Project Management Plan: Workload, Additional Project

Information, Staffing Plan, Risk Mitigation, Project

Schedule

RLP 4.04

OPC, Allentown, PA

LESSOR: _______ GOVERNMENT: _______ Page 3 of 5

I Technical Proposal

(Operations & Maintenance Plan)

Staffing Plans RLP 4.04

Evidence of Janitorial Services Compliance RLP 4.04

Interior Maintenance Plan/Chart/Narrative RLP 4.04

Exterior Maintenance Plan/Chart/Narrative RLP 4.04

Emergency and Routine Service Calls RLP 4.04

I Technical Proposal

(SDVOSB, VOSB, SB)

Unique Entity Identifier Registration RLP 1.16 / 4.04

SAM Registration: Active Entity RLP 3.04 / 4.04

SAM Registration: Representation and Certifications RLP 3.04 / 4.04

SAM Registration: Exclusion Status RLP 3.04 / 4.04

SBA VETBIZ Printout RLP 4.04

Joint Venture Requirements and Submittals, if applicable

RLP 4.04

Small Business Subcontracting Plan, if applicable RLP 4.04

I Offering Entity Submittals

Authorization to Submit on Behalf of Offer, if applicable

RLP 3.06

Compliance with Local Zoning RLP 3.06

Evidence of Ownership/Control RLP 3.06

Written Agreement to Acquire Interest, if applicable RLP 3.06

Proof of Signing Authority RLP 3.06

Conflict of Interest, if applicable RLP 3.06

Legal Description, Tax ID Number, Copies of Prior

Year Taxes

RLP 3.06

Evidence of Vending Facilities Compliance, if applicable

RLP 1.02 / 3.06

Organizational Chart RLP 3.06

I Building/Site Submittals

Evidence Site is within Area of Consideration RLP 1.03

Evidence of Neighborhood/Location Amenities/Transit

Accessibility

RLP 1.05

Efficiency of Layout/Test Fit RLP 2.01

Evidence Flood Plain Compliance RLP 2.02

OPC, Allentown, PA

LESSOR: _______ GOVERNMENT: _______ Page 4 of 5

Evidence Space Contains No Asbestos RLP 2.06 / 3.06

Evidence of Accessibility Compliance RLP 2.07 / 3.06

Evidence of Fire Protection and Life Safety Compliance, GSA Form 12000, Additional FPLS Documentation, as applicable

RLP 1.06 / 2.08 / 3.06

Evidence of EISA Compliance (ENERGY STAR®), Certification of Building Energy Performance

RLP 1.06 / 2.09 /3.06

Evidence of Environmental Compliance RLP 2.10

Phase I Environmental Site Assessment RLP 2.11

Cultural Resources Study Report RLP 2.13

I Additional RLP Submittals:

Complete, Initial, and/or Sign as indicated on the document

Lease No. [XX] (GSA Template L100 for VA) RLP 1.06 / 1.08

Agency Specific Requirements (ASR) – Cover Page RLP 1.06

Appendix A – Program for Design (PFD) RLP 1.06

Appendix A.1 – Project Room Contents List (PRC) RLP 1.06

Appendix A.2 – Lease Design Narrative (LDN) RLP 1.06

Appendix A.3 – Room Data Matrix (RDM) RLP 1.06

Appendix A.4 – VA CBOC Information Transport

Systems Specifications

RLP 1.06

Appendix A.4.1 – OIT Data Center Design Narrative, not applicable

RLP 1.06

Appendix A.5 – Facility Security Level Requirements for FSL II

RLP 1.06

Appendix A.6 – Allentown, PA CBOC - Conceptual

Plans/Design Drawings

RLP 1.06

Appendix B – VA Janitorial Services and Site

Management Services

RLP 1.06

VA Handbook 6500.6 RLP 1.06

GSA Form 3517B – General Clauses RLP 1.06

DOL Wage Determination RLP 1.06

GSAR 552.270-33 Foreign Ownership and Financing

Representation for High Security Leased Space, not applicable

RLP 1.06

FAR 52.204-24 Representation Regarding Certain

Telecommunications and Video Surveillance Services or

Equipment (Offeror may provide a printout of SAM representation of FAR 52.204-26 in lieu of this form)

RLP 1.06

RLP Amendments, if applicable RLP 1.06

OPC, Allentown, PA

LESSOR: _______ GOVERNMENT: _______ Page 5 of 5

II Price Proposal

GSA Form 1217 – Lessor’s Annual Cost Statement RLP 1.06 / 3.03

GSA Form 1364 – Proposal to Lease Space RLP 1.01 / 1.06 / 3.03

Attachment #1 to GSA Form 1364 (provide in Excel and

PDF formats)

RLP 1.01 / 1.06 / 3.03

Form VA 10091 – VA-FSC Vendor File Request Form RLP 1.06

Evidence of Historical Preference RLP 2.05 / 2.12 / 3.06

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 20

3.04 - Budget Scorekeeping; Operating Lease Treatment

- Government cannot award a Lease if its does not score as an Operating Lease

- Cannot score as a Capital Lease

3.06 - Additional Submittals

- Offeror must submit written evidence that it is authorized by the owner of the site to present the site.

- Offeror must provide evidence of site control for longer than the duration of the lease term, including the post-award design and construction phase. 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.

- The Offeror must provide documentation of the proposed GREEN GLOBES FOR NEW CONSTRUCTION credits for Two Green Globes level certification.

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 21

3.07 – Tenant Improvements

- Tenant Improvements are the finishes and fixtures that typically take the Space from the shell condition to a finished, usable condition. Lump Sum of $34,130,580.00

3.11 – Operating Costs Requirements

- The Government requires a fully serviced Lease as part of the rental consideration.

- Offeror needs to state on the 1364 if the Operating Costs are firm or adjust annually by CPI

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 22

SECTION 4 – METHOD OF AWARD

SECTION 4.04 -- AWARD BASED OFF BEST VALUE TRADE OFF

This is a Best-Value Tradeoff Source Selection.

• In accordance with FAR Part 15.101, competitively negotiated best value trade off source selection procedures will be used to evaluate proposals

• 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.

• 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.

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 23

SECTION 4 – METHOD OF AWARD

SECTION 4.4 -- AWARD BASED OFF BEST VALUE TRADE OFF (CONTINUED)

FACTOR 1: TECHNICAL QUALITY

A. Architectural Concept & Building Design

B. Quality of Site Characteristics & Development

C. Sustainable Design and Energy Efficiency

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

FACTOR 3: OPERATIONS AND MAINTENANCE PLAN

A. Interior and Exterior Maintenance of Building and Grounds

B. Routine Emergency Calls - Procedure and Response Times

C. Staffing Plan, Administrative Procedures, & Quality Control Plan

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

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 24

SECTION 5 – ADDITIONAL TERMS AND CONDITIONS

5.02 – Offsite Improvements

- 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 – Due Diligence

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

5.06 – Teaming Arrangement

- 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.

DESIGN

OVERVIEW &

APPENDICES

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 26

AGENCY SPECIFIC REQUIREMENTS PACKAGE

§ Appendix A Program for Design (PFD)

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

§ Appendix A.2 Lease Design Narrative (LDN)

§ Appendix A.3 Room Data Matrix (RDM)

§ Appendix A.4 VA CBOC Information Transport Systems Specifications

§ Appendix A.5 Security Requirements for FSL II

§ Appendix A.6 Conceptual Floor Plan

§ Appendix B Janitorial and Site Management Services

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 27

Conceptual Floor Plan

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 28

RLP Preparation Final Thoughts

• Read the RLP/Lease documents in their entirety.

• Provide responses in format described in RLP 3.02 RECEIPT OF LEASE PROPOSALS

• Offers that do not comply specifically and correctly in accordance with the direction contained in the RLP are at risk for a Contracting Officer’s determination of “Non-responsive”

• Be certain that all documents accurately and consistently identify the Offering Entity

• Be certain that all documents are properly initialed and signed by the Offeror’s authorized signatory

• 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.

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 29

RLP Preparation Final Thoughts

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

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

• Structure and formatting – follow the RLP (compliance matrix)

• 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

• Please ensure that your offer is submitted by the deadline identified on the cover page of the RLP

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Allentown, PA OPC RLP 36C10F23R0095 30

Key Procurement Dates

• RLP Issuance Date: November 09, 2023

• Pre-Bid Conference: November 28, 2023

• Questions Due: December 6, 2023

Please submit questions in writing to the VA team members listed below by 4:00pm EDT on December 6, 2023. Questions must reference the RLP/Lease clause.

cynthia.white6@va.gov | James@dhcres.com

• Initial Offers Due: January 22, 2024

THANK YOU FOR

ATTENDING