36C10F23R0105 - The Villages FL OPC - RLP Amendment 2 - Pre-bid Meeting Transcript - 12.7.2023.pdf

· · · · · · ·U.S. DEPARTMENT OF VETERANS AFFAIRS

· · · · · · · · · · ·PRE-BID CONFERENCE

· · · · · · · · · · · OUTPATIENT CLINIC

· · · · · · · · · · THE VILLAGES, FLORIDA

· · · · · · · · · · · RLP# 36C10F23R0105

· · ·DATE TAKEN:· · · · ·Thursday, December 7, 2023

· · ·PLACE TAKEN:· · · · Holiday Inn Express & Suite

· · · · · · · · · · · · ·928 East State Road 44

· · · · · · · · · · · · ·Wildwood, Florida

· · ·TIME:· · · · · · · ·10:30 a.m. - 11:47 a.m

· · ·BEFORE:· · · · · · ·LAURA DWYER PIERLE, RPR

· · · · · · · · · · · · ·STENOGRAPHIC COURT REPORTER

· · · · · · · · · · · · ·AND NOTARY PUBLIC - STATE

· · · · · · · · · · · · ·OF FLORIDA AT LARGE

· · · · · · · · BAY AREA COURT REPORTING, INC.

· · · · 601 SOUTH HARBOUR ISLAND BOULEVARD, SUITE 109

· · · · · · · · · · TAMPA, FLORIDA· 33602

· · · · · · · · · · · · 813-251-4538 http://www.bar-tampa.com/

·1

·2· ·APPEARANCES:

·3· ·VA PROJECT TEAM:

·4· · · · KATRINA BAPTISTE, PhD, SENIOR LEASE CONTRACTING

· · · · · OFFICE

·5· · · · BRIAN HILTON, PROJECT MANAGER

· · · · · BRUCE METTS, PLANNER

·6· · · · TOM CHAMP, SENIOR RESIDENT ENGINEER

·7· ·LOCAL VA TEAM

·8· · · · CHAD ADAMS, ASSOCIATE DIRECTOR NORTH FLORIDA/SOUTH

· · · · · GEORGIA VETERANS HEALTH SYSTEM

·9· · · · BRIAN ELLIS, NORTH FLORIDA/SOUTH GEORGIA VETERANS

· · · · · HEALTH SYSTEM

10· · · · ROBYN RINGGOLD, NORTH FLORIDA/SOUTH GEORGIA

· · · · · VETERANS HEALTH SYSTEM

11· · · · VLADIMYR VALCOURT, NORTH FLORIDA/SOUTH GEORGIA

· · · · · VETERANS HEAL SYSTEM

· · ·CONTRACTOR REPRESENTATIVES:

· · · · · MARTHA WEEKLEY, FFE, INC, TEAM A/E FIRM

14· · · · REBECCA DAVIS, FFE, INC TEAM A/E FIRM

· · · · · PATRICIA RESTREPO, CHARTWELL ENTERPRISES, VA'S

15· · · · ADVISOR

·1· · · · · · ·P R O C E E D I N G S

·2· · · · · · · · · · ·- - -

·3· · · · DR. BAPTISTE:· Okay.· My name is Dr. Katrina

·4· ·Baptiste.· You can call me Dr. K.· I want to make

·5· ·sure everyone signed in before we get started. I

·6· ·am waiting on our advisor so she can have a sign

·7· ·put on the door.

·8· · · · Everything is actually going to be posted.

·9· ·The transcript is going to be posted after the

10· ·question and answer period closes.· So every

11· ·question that you ask today will be posted.· Thank

12· ·you.

13· · · · Okay.· All right.· We got a clicker or how are

14· ·we doing it?

15· · · · MS. RESTREPO:· I will be doing it for you.

16· · · · DR. BAPTISTE:· So we are going to start out

17· ·with a welcome and introduction.· Again, my name is

18· ·Dr. Katrina Baptiste.· You can call me Dr. K.· And

19· ·we appreciate your interest in the VA requirements

20· ·of the Villages.· Next slide, please.

21· · · · The agenda today will be prebid purpose, 22· ·project overview, design overview, review of the

23· ·request for lease proposal package, question and

24· ·answer period.

25· · · · How many of you this is your first time

·1· ·submitting or putting in or thinking about putting

·2· ·in for this procurement?· Okay.· Okay.· Very good.

·3· ·Next slide.

·4· · · · So I will start off with introductions.

·5· ·Again, I introduced myself.· I will go around the

·6· ·room.· We will start off with you.

·7· · · · MR. METTS:· Good morning.

·8· · · · DR. BAPTISTE:· The A team.

·9· · · · MR. METTS:· Bruce Metts, I am CFM healthcare

10· ·planner.

11· · · · DR. BAPTISTE:· All right.

12· · · · MR. CHAMP:· I am Tom Champ.· I'm the team lead

13· ·for SREs.· The RE assigned is Mike Martino.· He's

14· ·in California.· He will be here.

15· · · · DR. BAPTISTE:· He will be here today?

16· · · · MR. CHAMP:· No, not today.· He will be on the

17· ·job.

18· · · · MR. HILTON:· Good morning, everyone.· My name

19· ·is Brian Hilton. I am filling in for Kent Walker as

20· ·the project manager.

21· · · · MS. RESTREPO:· All right.· Anyone else here

22· ·from CFM that we don't see.· Okay.· Thank you.

23· · · · Okay.· So we are going to start off with the

24· ·local VA team.

25· · · · MR. ADAMS:· Good morning, everyone, Chad

·1· ·Adams, Associate Director for Operations.· One of

·2· ·my roles is oversight of our capital program.

·3· · · · MR. ELLIS:· Good morning, everyone, Brian

·4· ·Ellis healthcare engineer with the medical center, ·5· ·be involved with the day to day on the project.

·6· · · · MS. RINGGOLD:· Robyn Ringgold.· I am

·7· ·healthcare engineer with North Florida/South

·8· ·Georgia.· I am on the project.

·9· · · · MR. VALCOURT:· Good morning, everybody, I am

10· ·Vladimy Valcourt and I am the facility planner for

11· ·North Florida.

12· · · · DR. BAPTISTE:· Next slide, please.

13· · · · All right.· And then last we will go to our

14· ·advisors on this project.

15· · · · MS. WEEKLEY:· Hi, I am Martha Weekly with FFE

16· ·with the A-team on the project.

17· · · · MS. DAVIS:· Rebecca Davis with FFE, also

18· ·working on the A-Team on the project.

19· · · · MS. RESTREPO:· Excuse me.· Good morning, 20· ·everyone.· I am Patty Restrepo with Chartwell

21· ·Enterprises working with Veterans Affairs with the

22· ·A-Team.

23· · · · DR. BAPTISTE:· Thank you.

24· · · · Okay.· Protocol regarding questions and/or

25· ·statements.· I take procurement integrity very

·1· ·seriously.· So I will stress that throughout this

·2· ·prebid.· Procurement, sensitive procurement

·3· ·integrity.· So I will probably stop a couple of

·4· ·times and say something and I will say, hey, it can

·5· ·make or break procurement.

·6· · · · Okay.· All right.· Please hold all questions

·7· ·until the end.

·8· · · · State your name and organization you

·9· ·represent.

10· · · · Speak clearly and slowly for the stenographer.

11· · · · Reference the RLP paragraph and section, if

12· ·possible.

13· · · · All questions must be submitted in writing to

14· ·the lease contracting officer and broker and must

15· ·reference the RLP paragraph and section.

16· · · · Don't just put the broker and the contracting

17· ·officer, also cc the project manager, which is Kent

18· ·Walker and Brian Hilton will be backing up Kent.

19· ·All right.· Thank you.

20· · · · Official -- I can't recall.· Official

21· ·responses will be posted on Sam.gov through an

22· ·amendment.· If you are not getting the amendment or

23· ·any amendments that we post make sure you follow on

24· ·Sam.gov.

25· · · · Okay.· Again, respect procurement integrity

·1· ·and sensitivity.

·2· · · · Prebid purpose.· Provide a general overview of

·3· ·the requirements set forth in the RLP.· RLP number

·4· ·is 36-Charlie-10-Foxtrot-23-Romeo-0105.

·5· · · · Encourage offerors to refer to the RLP package

·6· ·for a complete understanding of the requirements to

·7· ·submit a fully responsive and technical acceptable

·8· ·proposal.· That fully responsible -- responsive and

·9· ·technical acceptable proposal is very important.

10· ·Especially in my procurement.· Especially with this

11· ·North Florida/South Georgia team.· They are very

12· ·experienced.· Very well versed on doing these type

13· ·of CBOC Outpatient Clinics.· They're good.· They

14· ·are very good.· And so it's not like a turn and

15· ·burn for them.· They are very detailed.· So what

16· ·we're looking for is you to be very responsive and

17· ·very clear and in your proposal be technically

18· ·acceptable.

19· · · · Answer questions of interested parties related

20· ·to the RLP.

21· · · · Promote competition.

22· · · · Project overview.· Outpatient clinic is SDVOSB

23· ·set-aside.· Fully serviced lease.· The maximum

24· ·space of 168,173 ABOA.· 950 on-site surface parking

25· ·spaces.

·1· · · · And I think it's -- what's the current size of

·2· ·the Villages?

·3· · · · UNIDENTIFIED SPEAKER:· 75,000.

·4· · · · DR. BAPTISTE:· So this is a very big point.

·5· ·Next slide.

·6· · · · MS. RESTREPO:· One thing I will also add is

·7· ·its new ground-up development as well.· So that's

·8· ·the only thing we will be looking at.

·9· · · · DR. BAPTISTE:· All right.· Turn it over to

10· ·you, Patty.

11· · · · MS. RESTREPO:· Thanks, Katrina.· I will flip

12· ·it.· I can do it.

13· · · · DR. BAPTISTE:· Sure.

14· · · · MS. RESTREPO:· Thank you.

15· · · · DR. BAPTISTE:· Okay.· Before we start, can we

16· ·allow Chad an opportunity to come up.

17· · · · MR. ADAMS:· Hi, everybody.· Chad Adams again

18· ·from the medical center.· We are really excited

19· ·about this.· We do have a Villages Outpatient

20· ·Clinic.· It is extremely full.· We don't have any

21· ·room for growth, any room to expand our capacity.

22· ·So we are really looking forward to this because

23· ·this is our solution to provide additional services

24· ·to veterans in our area.

25· · · · So we are looking forward to this.· This will

·1· ·be another major project.· My team is finishing

·2· ·their fourth one recently.· And so this will be yet

·3· ·another one.· So we're really looking forward to

·4· ·getting proposals out there so we can get the best

·5· ·product for our veterans.

·6· · · · So we appreciate all you coming by and

·7· ·considering to put a proposal together for us.

·8· ·Thank you.

·9· · · · MS. RESTREPO:· Thank you, Chad.

10· · · · What I am going do this morning is go over the

11· ·R100 or the RLP package and then we will be able to

12· ·answer any questions you might have.

13· · · · With the RLP package, we have the R100.· I'm

14· ·going to talk about that.· Those are essentially

15· ·the solicitation document.· And then we have the

16· ·L100 which is the lease very at a high level.· We

17· ·will touch upon that.· And then we have the

18· ·appendices which is really the crux of the project

19· ·very specific obviously to the Villages project and

20· ·Martha and Rebecca are going to go over a few

21· ·slides regarding the appendices.

22· · · · So we thought RPL, just starting the first --

23· ·it's important to look at the RLP.· I'm going to

24· ·point out certain tables that are just really

25· ·helpful.· For many of you you have been doing this

·1· ·really for many years.· Sometimes it is just a good

·2· ·reminder.· For some of you who it is your first

·3· ·time, I think it is important to sort of hone in

·4· ·onto certain tables and really read through the

·5· ·whole document and, you know, it starts making a

·6· ·lot of sense.

·7· · · · So with the first one -- the first section of

·8· ·the RLP is a statement of requirements.· And that

·9· ·basically outlines what those requirements are.

10· · · · So what the government is looking for is they

11· ·are looking for two scenarios and both of them have

12· ·to be submitted.· It's a 15-year firm term and it's

13· ·also a 20-year firm term.· Those two.· Generally

14· ·the government does like to do 20 years because it

15· ·get the most value for the government.· But the

16· ·reason why we do look at that is because of

17· ·scoring.· And scoring is going to be an important

18· ·issue.· We are actually going to talk about it.

19· ·You find it in the RLP in Section 3, but we will

20· ·talk about it upfront just because it is a very

21· ·important point.

22· · · · So what you see here is it is Section 3.04 of

23· ·the RLP is budget scoring.

24· · · · So the OMB, the Office of Management and

25· ·Budget, requires that a lease score an operating

·1· ·lease and not a capital lease.· So when we get your

·2· ·proposals back, your price proposals the government

·3· ·does run it through a model and does score your

·4· ·proposal.· So it is important that it scores as an

·5· ·operating lease versus a capital lease.· Otherwise

·6· ·the government cannot award the project to that

·7· ·entity that is not scoring as an operating lease.

·8· · · · Another important item that we actually moved

·9· ·up just to talk about now is with operating costs, 10· ·requirements in the offer.· So for this project it

11· ·is fully -- it is a fully serviced lease.· So you

12· ·have to provide, you know, all the services to the

13· ·government and that's what you would be represented

14· ·in your price proposal.· I will mention that the

15· ·base for the operating costs adjustments will be

16· ·established during negotiations.· That's what we

17· ·see on the 1217 -- 1217.· And that in that you

18· ·should provide the minimum requirements for normal

19· ·hours, utilities, janitorial services.· But it's

20· ·pretty self-explanatory on the 1217 and we will hit

21· ·upon that.

22· · · · It is the operating costs are subject to

23· ·annual adjustments as indicated in this section and

24· ·then also it is addressed in the lease.· If you

25· ·are -- and that's another thing.· Let me just point

·1· ·that out.· If you do plan to have them subject to

·2· ·annual adjustments indicate that in your 1364.· You

·3· ·do have to say we are -- you know, we expect that

·4· ·this is going to be subject to CPI adjustments.

·5· · · · So the next section that we are going to be

·6· ·moving to is Section Two.· I will get to this

·7· ·slide.· Just make sure -- actually before let me

·8· ·hit upon a few more here.

·9· · · · In terms of the area of consideration many of

10· ·you were on the market survey and so the area of

11· ·consideration is the same delineated area which

12· ·many of you submitted sites on that we toured, 13· ·gosh, earlier this year.· These are the boundary

14· ·lines.· And this is just a depiction of it.· So

15· ·it's a fairly decent size in terms of delineated

16· ·area.

17· · · · This is an important section especially for

18· ·people who are new to responding to the government.

19· ·This table Section 1.06 allows you to understand

20· ·all the documents that went out with the RLP

21· ·package.

22· · · · So this is a very important one to go through

23· ·and make sure you have read through all of these

24· ·different documents, which you will see as you have

25· ·the RLP which is this document.· But then you have

·1· ·the lease which is L100 and then you have these

·2· ·appendices where you see it starts with the agency

·3· ·specific requirements and then appendices go

·4· ·through, A, A.6 and then Appendix B with janitorial

·5· ·services.

·6· · · · So the appendices as I already mentioned are

·7· ·the crux of the deal.· It talks about the design.

·8· ·It talks about the security requirements.· It talks

·9· ·about the contents list and data metric.· And then

10· ·you have the janitorial.· Below that are all of the

11· ·forms that you all should be reviewing and

12· ·submitting because everything will be resubmitted

13· ·in your RLP package, even if it's just initialing

14· ·the document.

15· · · · So this is, again, a really good document or

16· ·page to print out as you are working on your

17· ·proposals, your initial offer.

18· · · · So the next section is Section 2 and that's

19· ·the eligibility and preferences for an award.· This

20· ·is an important section just because in this

21· ·section there is a number of items that we speak

22· ·about, but there is a few that are very specific in

23· ·terms of Phase I environment site assessment and

24· ·cultural resources that are required to be

25· ·submitted.

·1· · · · But let me start with just a few of the items

·2· ·before we get to those.· And that's in terms of in

·3· ·order for it to be acceptable or to be able to

·4· ·award the space must be provided in an efficient

·5· ·layout.· So obviously you are all providing floor

·6· ·plans and whatnot.· And in the TB we are evaluating

·7· ·that.· We are looking at terms to see whether it is

·8· ·a sufficient layout or not.

·9· · · · Also, it cannot be within 100-year floodplain

10· ·unless the government has determined there is no

11· ·practical alternative.· I don't think that's an

12· ·issue here in terms of not being able to find land

13· ·that's not within the 100-year floodplain.

14· · · · And, of course, the space must meet the fire

15· ·protection and life safety requirements.· There is

16· ·a form 12,000 that everyone receives and needs to

17· ·be reviewed and submitted.· And then obviously when

18· ·you develop it it has to meet those requirements.

19· · · · So this is what I was hitting upon was the

20· ·Phase I.· This is really important to know, because

21· ·we have had offers submit and unfortunately we

22· ·understand there is a lot of work that goes into

23· ·it.· But there is certain requirements that need to

24· ·be met and the Phase I Environmental Site

25· ·Assessment needs to be completed within 180 days of

·1· ·the due date.· So it has to be done specifically

·2· ·for the government for this use.· So it's really

·3· ·important that that gets submitted because, you

·4· ·know, if not, it clearly states that the LCO, you

·5· ·know, can deem it nonresponsive.

·6· · · · It also mentions, it goes on to mention that

·7· ·while the offeror is responsible for performing all

·8· ·environmental due diligence, the government is

·9· ·responsible for the NEPA, compliance with NEPA.

10· ·But what the government will do is they will look

11· ·to the offerors, especially as we get to the

12· ·competitive range, we identify the ones that are

13· ·within the competitive range to start assisting

14· ·with the NEPA process, providing some reports and

15· ·the VA's SME for environmental work with the

16· ·offerors in terms of getting the information or

17· ·getting those different reports completed.

18· · · · DR. BAPTISTE:· So, Patty, let's stop there and

19· ·let's talk about that.· So the Phase I has to be

20· ·complete, has to be complete, signed and stamped

21· ·off.· If it's not complete within a 180 days, you

22· ·are nonresponsive and all of your hard work will be

23· ·done -- I mean, will be done in vein basically

24· ·because I will not accept it.· There will be no

25· ·discussion about it.

·1· · · · MS. RESTREPO:· Okay.

·2· · · · DR. BAPTISTE:· Other fields will probably do

·3· ·that and they are wrong for doing that.· It will

·4· ·not be accepted.

·5· · · · MS. RESTREPO:· Thank you.· And the nice thing

·6· ·is we've had the subject matter experts for

·7· ·environmental and historic cultural preservation on

·8· ·the team, they were actually on the market survey.

·9· ·So they received these Phase I's as soon we get

10· ·them and they start evaluating them.

11· · · · Another, as I was talking about the NEPA

12· ·process.· So this just states that the government

13· ·reserves the right to reject any offer where the

14· ·studies or documentations supporting NEPA process

15· ·provided by the offeror and then it goes on to say

16· ·the offeror entails unacceptably adverse impacts on

17· ·the human environment, they cannot be readily

18· ·mitigated or the level of NEPA analysis is more

19· ·extensive than is acceptable to the government.· So

20· ·this one I know most likely it will require NEPA.

21· ·There is some that don't, but this one will.

22· · · · DR. BAPTISTE:· So let's explain that.· If your

23· ·Phase I is complete and we are evaluating your

24· ·proposal and we send it to environmental and we

25· ·could have discussions with you then.· But if we

·1· ·get an incomplete one you are not even -- we are

·2· ·not even having a conversation with you.· So the

·3· ·environmental folks through myself, Patty and the

·4· ·PM, we will have a conversation with you.· And we

·5· ·will let you know if you are going to the second

·6· ·round, if we are going to have discussions with you

·7· ·if the government thinks that the land is even

·8· ·worth going further.· Right.· So we've had

·9· ·situations where we had to stop as Patty stated.

10· ·So don't be discouraged by her -- by Patty saying

11· ·that it caused more or whatever you just said, 12· ·because we can have discussions with you and see if

13· ·there is mitigation, right.· And then they will be

14· ·part of our discussion with you.· So, yeah, if that

15· ·makes sense.· Any questions on that?

16· · · · MR. BARRY:· Environmental needs to come in

17· ·before the due date?

18· · · · DR. BAPTISTE:· No, during.· I mean, with.

19· · · · MR. BARRY:· With the submittal.

20· · · · DR. BAPTISTE:· Yes, with the submittal.

21· · · · MR. BARRY:· I gotcha.

22· · · · DR. BAPTISTE:· But the date on the report

23· ·needs to be within 180 days of that.

24· · · · MR. BARRY:· Prior.

25· · · · MS. RESTREPO:· Also the cultural resource

·1· ·study is required.· I know we have been seeing some

·2· ·desktops.· But it's important to look at the

·3· ·cultural resource language in the RLP and make sure

·4· ·you are addressing what is being asked of you in

·5· ·that CRS.

·6· · · · DR. BAPTISTE:· That needs to be completed as

·7· ·well.

·8· · · · MS. RESTREPO:· Yes.· Be submitted with the

·9· ·initial offers.

10· · · · DR. BAPTISTE:· And also you can also get with

11· ·the landowners and see if they've had a NEPA done.

12· ·It doesn't have to be solely done for the VA

13· ·purposes if it's already been done.

14· · · · MS. RESTREPO:· For the cultural resource

15· ·study, yes.

16· · · · DR. BAPTISTE:· For the NEPA.· For the Phase I.

17· ·I am sorry.· Not NEPA.· Phase I.

18· · · · MS. RESTREPO:· I guess so long as it's within

19· ·180 days.

20· · · · DR. BAPTISTE:· Yes, exactly.

21· · · · MS. RESTREPO:· Yes.· That's the thing

22· ·sometimes you do see they have done it but it

23· ·wasn't done within 180 days.

24· · · · DR. BAPTISTE:· You are right, absolutely.

25· · · · MS. RESTREPO:· Yeah, you don't want that.· But

·1· ·what happens is they might update it and that's

·2· ·helpful to get it from the offeror when they update

·3· ·it.

·4· · · · So this is another important section in the

·5· ·R100 how to offer.· So generally if I am looking at

·6· ·an RLP I sometimes go to this first, because what

·7· ·you don't want to do is start looking at this, you

·8· ·know, a couple of weeks before it's due and then

·9· ·you realize, you know, there are certain things

10· ·that you needed to get done.· So I am just going to

11· ·touch upon a few items.

12· · · · Starting with obviously we are having the

13· ·prebid today and questions are due -- so if there

14· ·are any questions today, what we are going to do is

15· ·ask you submit them in writing.· But then also to

16· ·if you want to submit questions you have until

17· ·December 18th to submit those questions.· So submit

18· ·them.· What we try to do, I think we try to set up

19· ·this meeting December 19th so that we can start

20· ·reviewing the questions and providing answers to

21· ·you.· Because we understand that it's beneficial

22· ·obviously to have those responses as you prepare

23· ·your initial offers.

24· · · · The due date is January 17th by 4:00 p.m.· How

25· ·you are to submit your proposals is on CDs.· So

·1· ·there is two different volumes.· They have to be

·2· ·separate.· There is Volume I, which is technical.

·3· ·We asked for 12 CDs of the technical.· For example, ·4· ·that's where your Phase I ESA would go into your

·5· ·technical side.· And then Volume II is the price

·6· ·proposal.· And that's your 1364 and some other

·7· ·documents that go into Volume II.

·8· · · · As it states there no hard copies will be

·9· ·accepted.· And in Section 3.02 it's very clear as

10· ·to where you need to send those CDs.· They do need

11· ·to arrive at -- Chartwell is where you will be

12· ·sending it at our offices by 4:00 p.m. on January

13· ·17th.

14· · · · This is -- it used to be part of RLP, but now

15· ·it's a separate document.· And it's actually just

16· ·out of curiosity for those who worked on projects

17· ·maybe six, seven years ago and when this was

18· ·introduced have you found this helpful the proposal

19· ·matrix or the compliance matrix.· Okay.· Good.· And

20· ·that was the intent to make it helpful for the

21· ·private sector as well as the VA to make sure that, 22· ·you know, we've asked you for a lot of different

23· ·items and before it was sort of interspersed

24· ·throughout the RLP.· This was sort of trying to

25· ·centralize it all in one place.· So also too it

·1· ·helps organize your proposal.· What we try to do is

·2· ·align it with the evaluation factors as well.

·3· · · · So what you will see here is these are some of

·4· ·the documents, it's probably about four or five

·5· ·pages, and it breaks it out.· What we are asking

·6· ·you to do is review it and then you need to

·7· ·resubmit it in.· What you are doing is you are

·8· ·indicating to us that, yes, you submitted it yes or

·9· ·no.· Sometimes there is not a reason to submit

10· ·something.· And a few things, not many, but if you

11· ·check yes or no if you are submitting it and then

12· ·you indicate on which page of your proposal that

13· ·those documents are in.· It just helps you making

14· ·sure you are submitting everything and helps us as

15· ·we are reviewing the document.· It's broken up.

16· ·You will see the second column -- the first column

17· ·indicates Volume I.· That's what we are look for in

18· ·Volume I.· And then you have technical proposal and

19· ·you have different items that we are asking of you.

20· · · · So I will just go down there is some more in

21· ·terms of the technical proposals Volume I is past

22· ·performance.· These are a lot of the items that

23· ·have aligned with evaluation factor two, which is

24· ·offeror's past performance and qualifications.

25· ·Offeror's qualifications of past performance.· So

·1· ·certain items that are being asked of you to

·2· ·submit.

·3· · · · With your PPQs, I am going to mention one

·4· ·thing, I know you send them out, you have no

·5· ·control over whether they get resubmitted or not.

·6· ·But that's why -- not get resubmitted, you do get a

·7· ·neural on that.· I know that our teams they are

·8· ·getting a lot of them.· It's pretty awesome because

·9· ·we do get a lot back.· But we just want to make

10· ·sure in PPQs when you do send them out, when you

11· ·ask someone have them send them back just directly

12· ·to -- in there it says to Chartwell and it's really

13· ·not supposed to be copying to whoever, you know, 14· ·asking you to submit it.· Just go directly to

15· ·Chartwell.· So it shouldn't be copied back to you.

16· ·That's one thing in terms of the PPQ.

17· · · · And then these other documents standard form

18· ·330 for the architectural and engineering

19· ·qualification, and then the 527 for the general

20· ·contractor.· Because especially for the groups that

21· ·is the first time for them you are obviously coming

22· ·in with an AE firm and a general contractor, your

23· ·team you are being evaluated on that team.· It's

24· ·not something done afterwards.

25· · · · Again, just continuing down in Volume I you

·1· ·have the financial information.· There is specific

·2· ·information that we are looking for in terms of

·3· ·conditional commitment of funds, financial

·4· ·statements, financial resources, plan near term

·5· ·funding.

·6· · · · The PMP, the Project Management Plan, is the

·7· ·schedule.· An important aspect of the schedule and

·8· ·it does mention in the evaluation factor is how the

·9· ·milestones.· They are looking at Section 4 of the

10· ·lease and which you will notice in the lease is

11· ·where government review dates are input in there.

12· ·Like you understand very clearly what the

13· ·government is giving themselves to review the DIDs, 14· ·the Design Intent Drawings, or the construction

15· ·drawings, but we are asking you how long is it

16· ·going to take your team to complete those DID's.

17· ·How long is it going to take to complete the CDs.

18· ·So when you are doing your schedule make sure

19· ·you're hitting upon those milestones as part of

20· ·your PMP.

21· · · · And then the third evaluation factor, the O&M

22· ·plan, Operations and Maintenance Plans.· So there

23· ·are certain requirements that are asked there in

24· ·terms of providing information.

25· · · · And then the last one this is an SDVOSB

·1· ·set-aside.· So what we are looking is just

·2· ·verifying that, yes, in fact, the firm that's

·3· ·submitting it is an SDVOSB.· So there is documents

·4· ·here.· It just really needs to be clear as to what

·5· ·that designation is.· And it's done through, you

·6· ·know, a Sam registration and the SBA vet bids

·7· ·printout if you are a joint venture or even if you

·8· ·are not a joint venture showing that you are

·9· ·SDVOSB.

10· · · · Then there is some offering entities

11· ·submittals.· You do have to have evidence that you

12· ·own the land, that you control the land.· That's

13· ·very important.

14· · · · DR. BAPTISTE:· Not own it.· Not own it.

15· · · · MS. RESTREPO:· I'm sorry.

16· · · · DR. BAPTISTE:· Not own it.

17· · · · MS. RESTREPO:· You have a purchase option that

18· ·you eventually own it, that is correct.

19· · · · DR. BAPTISTE:· Yes.

20· · · · MS. RESTREPO:· Yes, thank you.· That is true.

21· ·That you have a purchase option or that you are

22· ·going to lease it.· That the term or the time

23· ·period that you are going to lease it extends past, 24· ·you know, at least the 20 years and building, 25· ·design and construction.· And in compliance with

·1· ·local zoning and some other organizational chart.

·2· ·That's obviously we ask for it.· It's quite helpful

·3· ·to get a picture of who the team is.

·4· · · · And some other building submittals that you

·5· ·can see there.· And then obviously the Phase I and

·6· ·the cultural resources study report.

·7· · · · Again, as I mentioned a lot of these documents

·8· ·are listed in Section 1.06 of the RLP.· These are

·9· ·just the documents that went out with the RLP.· We

10· ·are asking you even if it's at a minimum of just

11· ·initially.· It's letting us know you reviewed it, 12· ·you understand it, and, you know, you are accepting

13· ·of it.· Those are the documents, that's why you see

14· ·it here again.· That's, you know, frankly I know

15· ·you-all know, that's why it makes sometimes your

16· ·offers quite large, you know, in terms of page

17· ·numbers just because you have resubmitted those

18· ·documents in.

19· · · · With the amendments make sure you are signing

20· ·those amendments, not just simply initialing them

21· ·because you are acknowledging.· What happens, and I

22· ·know many of you already know this, but for anybody

23· ·who is new, you initialed this.· So if you end up

24· ·being the awardee we have those documents all ready

25· ·to put back into the lease and it's taking -- you

·1· ·know, addressing those up front and then obviously

·2· ·we want to understand that you did read it and that

·3· ·you will comply with it.

·4· · · · Then this is Volume II the price proposal.· So

·5· ·as I mentioned GSA form 1364 is where you are

·6· ·providing your pricing for the shell rent, for the

·7· ·operating costs for the TIs.· If you would -- I

·8· ·know -- and we will see this, the government is

·9· ·going to do this, plans to do it lump sum.· But in

10· ·the document if you would just go ahead and put

11· ·that TI amount that's in the RLP in that section

12· ·where you are indicating what that amount is.· You

13· ·are not amortizing it or showing that number for

14· ·amortization of it, but that's just helpful.· And I

15· ·will just mention it to you, when we get those

16· ·documents back we submit it to a vendor, a

17· ·contractor with the VA, and they want to see a

18· ·complete document, and they want to make sure, you

19· ·know, they are working off that and they want it

20· ·complete or otherwise they come back to us and say, 21· ·hey, I can probably infer, I see on your attachment

22· ·one that you meant this, but it's just helpful to

23· ·have it completed.· And then the 1217 and

24· ·attachment one and a few others.

25· · · · DR. BAPTISTE:· And for that VA Form 10091 if

·1· ·you can go ahead and fill that out completely.

·2· ·That helps because that helped if you were -- if

·3· ·you are the apparent awardee we don't have to go to

·4· ·you and ask you for that form, we already have it

·5· ·and we can send it to our colleagues in the field

·6· ·to process it, because they have to do a vendor

·7· ·form or file for you in their system and it won't

·8· ·holdup what we are doing for awards.· You're going

·9· ·to need that also before offer financed for

10· ·tungsten.· So I know if you are -- if you have

11· ·already been awarded a lease, you probably have a

12· ·tungsten account.· But each lease or each station

13· ·or, yeah, each station you have to go in and you

14· ·build an account.· So that's very important, that

15· ·form is very important for you to fill out, and it

16· ·will hold up the process if you don't.· Thank you.

17· · · · MS. RESTREPO:· We did hit upon this.· It's

18· ·just evidence of ownership or control of building

19· ·or site.· So you can either own it or you have

20· ·control of it whether through purchase option.· And

21· ·then it talks about the lease if you ground lease

22· ·it, if you have a long term leasehold interest in

23· ·the property.

24· · · · Again, this is an RLP and R100 just shows

25· ·documentation that can be used, options to purchase

·1· ·and sale contract, a deed showing ownership, or an

·2· ·option to lease the site for longer.

·3· · · · We put this in here just because what we want

·4· ·to do it's not required with your submission, but

·5· ·what we were getting a lot of feedback from the

·6· ·medical center was that this was very helpful once

·7· ·it's been awarded for the IOTA contract, you know, ·8· ·getting everything in place.· What it mentions

·9· ·here, it's in the lease is that the future lease

10· ·awardee must provide files in the revit format

11· ·during the design phase -- design phase, post award

12· ·that design phase to include in architectural, MEP

13· ·drawing sets and FF&E lay-ins.· Because what it

14· ·does is it is alerting you to that you are the

15· ·eventual awardee you are already prepared for that

16· ·because obviously you are awarded and post award

17· ·happens right away and the design and they do want

18· ·to get those documents, this revit format soon.

19· · · · In Section 3.06 those are additional

20· ·submittals.· That's also a really good section to

21· ·look at right away when you are getting these RLPs.

22· ·A lot of times they are the same, but, you know, 23· ·it's important to see what is being asked.· This is

24· ·the government is looking for green globes for new

25· ·construction, green globes two.· Obviously it also

·1· ·mentions in Section 3 this is a fully serviced

·2· ·lease.· I did mention that already and then

·3· ·submitting a building and operating plan in terms

·4· ·when HVAC is going to be and the setbacks and

·5· ·whatnot.

·6· · · · This addresses the tenant improvements.· Many

·7· ·of you are very familiar with what tenant

·8· ·improvements are.· You know, the government does

·9· ·reserve the right to amortize the tenant

10· ·improvement allowance, but what the government has

11· ·been doing is that they have been paying it in lump

12· ·sum upon acceptance of this phase.

13· · · · So as it states there, even as I've already

14· ·mentioned that expectation is that the government

15· ·is going to pay that at acceptance.

16· · · · Okay.· This also too is an important section.

17· ·It's the method of award.· This is going to be a

18· ·best value trade off, which is obviously very

19· ·beneficial for, I think, this type of work.· It's

20· ·not the lowest price.· We are looking at the

21· ·technical and the pricing as we evaluate your

22· ·proposals.

23· · · · This is important also.· The government

24· ·intends to evaluate a proposal and award a contract

25· ·without discussion with the offeror.· So Katrina

·1· ·has the ability if she deemed it that it makes

·2· ·sense and that everything, you know, that she has

·3· ·proposal to award on initial offers.· But also too

·4· ·she can decide, no, we are going to go and, you

·5· ·know, have set of competitive range and have

·6· ·discussions and then asked for revised proposals.

·7· · · · So the point is you should be submitting your

·8· ·best offer on that initial offer, because there

·9· ·might be one day -- I don't know.· I haven't been

10· ·on a project where they awarded initial offers, 11· ·but, Katrina, I think that you have.

12· · · · DR. BAPTISTE:· Yes.· So you can.· And I will

13· ·if we find a proposal that, you know, is

14· ·technically acceptable, the best value, we will

15· ·award off initial offer.

16· · · · MS. RESTREPO:· More times than not there is.

17· ·But they do have that ability to do it.

18· · · · DR. BAPTISTE:· Yeah, we have a proposal that

19· ·come in the medical center -- well, the teaming

20· ·board moved forward.· Not just the medical center, 21· ·on the teaming board we have subject matter experts

22· ·that are there, give me a recommendation after I

23· ·reviewed their recommendation -- because I am also

24· ·there with the teaming board, we have discussions, 25· ·and they give me their recommendation, I will weigh

·1· ·it and decide if it's -- if I should award off the

·2· ·initial offer.· There are some you can award off

·3· ·the initial offer.· They are just the price is

·4· ·good.· The proposal is good.· It's in the best

·5· ·interest of the government to do that.

·6· · · · MS. RESTREPO:· So I am just going to go

·7· ·through the evaluation factors.· The first one is

·8· ·technical quality and these -- the evaluation

·9· ·factors, there is four them, are in descending

10· ·order of importance.· So the technical quality is

11· ·the most important.· Within evaluation factor one

12· ·you have what I call areas of consideration.· There

13· ·is no importance -- there are no order in terms of

14· ·level of importance.· They are just three areas of

15· ·consideration.· So when we are evaluating, when I

16· ·say we, it's the technical evaluation board, when

17· ·they are evaluating, they are evaluating the

18· ·overall technical quality.· But they are looking at

19· ·architectural concept and building design, quality

20· ·of the site, and sustainable design and energy

21· ·efficiency.

22· · · · And it's pretty clear as to what we are

23· ·evaluating in section four.· And that's -- I will

24· ·mention this primarily for people in terms who this

25· ·is new.· We are not evaluating your proposal

·1· ·against others proposals.· We are evaluating your

·2· ·proposal as it relates to the technical against the

·3· ·evaluation criteria.· So this is the first

·4· ·evaluation factor.

·5· · · · The second evaluation factor is the offeror's

·6· ·qualifications and past performance.· So you have

·7· ·four areas of consideration.· The offeror's past

·8· ·performance.· So what we do ask is -- I think it is

·9· ·up to five projects that you could submit and then

10· ·it needs to be corroborated with the PPQs, the past

11· ·performance questionnaires.

12· · · · Also too we are evaluating your design team

13· ·and your general contractor's team and their

14· ·qualifications.

15· · · · And then financial resources we are looking at

16· ·the conditional commitment funding letters and then

17· ·also financial statements.

18· · · · And then the PMP, Project Management Plan.

19· · · · Again, this is probably for people who are new

20· ·you are seeing this sort of aligns with what we are

21· ·looking at in the compliance matrix.

22· · · · And then factor three is operations and

23· ·maintenance plan.· And these are the three areas of

24· ·consideration.

25· · · · How are you going to maintain the interior and

·1· ·exterior of the building and grounds?

·2· · · · How are you going to address routine emergency

·3· ·calls?

·4· · · · And then your staffing plan and your quality

·5· ·control plan and administrative procedures.

·6· · · · Then the last evaluation factors.· Factor

·7· ·simply that would verify that you are

·8· ·service-disabled veteran or small business that you

·9· ·are submitting on this project.

10· · · · There is one more section in the RLPs.· Sort

11· ·of catch all additional terms and conditions, but

12· ·nonetheless important.· In terms of off-site

13· ·improvements those costs will be borne by the

14· ·lessor.· So you have to be aware of that.

15· · · · Also so you need to be included in the

16· ·proposed rent.

17· · · · You just are acknowledging that you have the

18· ·duty to conduct reasonable site inspections for the

19· ·proposed site.

20· · · · And then as we've already been talking about

21· ·you are coming in with your general contractor and

22· ·your AE firm so you do have to show teaming

23· ·arrangements or letters that both you and your GC

24· ·or design firm have a teaming agreement in place

25· ·and that's submitted with the initial offer.

·1· · · · Just to recap of what these sections are for

·2· ·the R100.

·3· · · · And then the lease, again, we are just

·4· ·highlighting some of the sections.· What you see

·5· ·here is that in Section 1 the premises, rent and

·6· ·other terms.· Once obviously those aren't filled

·7· ·out just yet, but once we do identify awardee, ·8· ·based on your 1364 those numbers will come into

·9· ·Section 1 of the lease.

10· · · · Section 2 is general terms and conditions.

11· · · · Section 3 addresses shell costs, construction

12· ·standards and shell costs.

13· · · · And Section 4 is the one I was mentioning

14· ·where there are dates in terms of further design

15· ·and intent drawings and the construction documents

16· ·and, you know, dates that you should be looking at

17· ·when you are doing your schedule and putting in

18· ·those milestone dates.

19· · · · And then Section 5 addresses tenant

20· ·improvements.

21· · · · Section 6 is utility, services, and

22· ·obligations during the lease term.

23· · · · And Section 7 is additional terms.

24· · · · We can wait to the end, but does anybody have

25· ·a question regarding the R100 or L100?· No.

·1· · · · Okay.· This is probably the more important

·2· ·because it's just more specific to the project.· So

·3· ·I am going to turn it over to Martha and she is

·4· ·going to go over the design and appendices.

·5· · · · MS. WEEKLEY:· Hi there.· So Section 3 is the

·6· ·design overview.· That's okay, Patty, I will look

·7· ·at my laptop.· I don't want it to fall off the

·8· ·wall.

·9· · · · You are required to provide a design concept

10· ·with the submission of offer.· Which also includes

11· ·a narrative as well as a physical floor plan

12· ·design.· That's for dual use.· Really it's used to

13· ·evaluate the technical proposal and also to begin

14· ·the design development drawings if you are so

15· ·awarded the project.· And if these are not

16· ·submitted in accordance with the government

17· ·requirements, it could be deemed nonresponsive.

18· · · · Next slide.· Yeah, the design criteria, this

19· ·is a list, these bullets are a list of criteria

20· ·that you need to be in compliance with.

21· · · · The RLP, everything that's in the request for

22· ·lease proposal.

23· · · · Obviously, any federal regulations that are

24· ·listed.

25· · · · Building codes and ordinances.

·1· · · · Patty, has already mentioned that it's two

·2· ·green globes versus sustainability that are

·3· ·required.

·4· · · · Accessibility standards ADA, VA program guide

·5· ·as well as uniform accessibility standards and

·6· ·Davis Bacon wages.

·7· · · · This is just like an index of the appendices

·8· ·that are required as a part of the submission

·9· ·package and we will talk about these individually

10· ·following up.· This is just an index of them.

11· · · · Next slide.· Again, it's an index of -- it's a

12· ·cover page out of the RLP with a list of the

13· ·appendices that are required as part of the

14· ·project.

15· · · · First up is the program for design and Rebecca

16· ·is going to talk about this.· The program and plans

17· ·and content.

18· · · · MS. DAVIS:· The program for design we did have

19· ·many rounds of meetings with the user groups.· So

20· ·this is not a generic program that has been spit

21· ·out.· It has been vetted by the users and it has

22· ·been played out.· So pay attention, please, to the

23· ·program for design and comments in there were

24· ·incorporated into the program as it was issued in

25· ·the RLP.

·1· · · · Same thing for the project room contents list.

·2· ·Project content lists we have gone over several

·3· ·more than one in the pass with that with the users

·4· ·group.· So they were not -- it is not a generic

·5· ·list.· It has been vetted with users.

·6· · · · Going through the lease design narrative.

·7· ·This has been edited and reviewed line by line for

·8· ·things specific to this project.· So please pay

·9· ·attention and read through that.

10· · · · The lease design narrative is kind of a newer

11· ·way that the VA has been pulling things together in

12· ·lieu of ASR, Agency Specific Requirements, to get

13· ·some consistency between each of the projects and

14· ·get all of the information that you need regarding

15· ·design into one place.· So if you haven't been

16· ·proposing in the last few months or few years this

17· ·may be a new format, but it is the new format you

18· ·should see going forward and it has been reviewed

19· ·for the Villages specifically.· We based the --

20· ·wait -- we based the design off the PACT model.

21· ·But it does have outpatient surgery, outpatient GI, 22· ·it has a sterile processing department.· It has a

23· ·little bit of everything including dental, audio

24· ·and eye.· Please review those very specifically.

25· ·It has a lab that is a little larger you would see

·1· ·in CBOC as well as a larger pharmacy than you would

·2· ·see in a CBOC.· So it is significant sized plan

·3· ·with a lot kind of heavy hitting individual

·4· ·components within the design.

·5· · · · The room data matrix, again, we have reviewed

·6· ·room by room and included all the information

·7· ·there.· We will follow the VA IT specs which are

·8· ·not new anymore.· So they should start looking

·9· ·familiar the size of those TR rooms are large, pay

10· ·attention to where they can be, how far apart they

11· ·can be, and the size they need to be.· So those are

12· ·in there.

13· · · · This is a facility security level two

14· ·facility.· Skipping forward.

15· · · · The floor plan as shown we went department by

16· ·department, we went room by room, we laid out

17· ·doors, we laid out cabinets, and please follow

18· ·along the VA proposed guidelines, guide plates

19· ·unless you see that it looks significantly

20· ·different there was probably a reason for that.· So

21· ·these were reviewed by users.· These agencies are

22· ·intentionally laid out from first floor to second

23· ·floor considerations as well as location for

24· ·staffing, back of house, ambulance service, 25· ·patient, public.· It has all been discussed, it has

·1· ·been thought through.

·2· · · · So make sure it fits on your site and works.

·3· ·Think about each agencies that are presented.

·4· · · · MS. RESTREPO:· Thanks, Rebecca.

·5· · · · And then the last appendices is Appendix B.

·6· ·It is janitorial services.· So what you will notice

·7· ·that there is two appendices, one for janitorial

·8· ·services and then one for site management.· So it

·9· ·goes a little bit more in depth than what maybe in

10· ·the past you've seen strictly in the lease.

11· ·Because they did really want the offerors to

12· ·understand what those requirements are going to be

13· ·as it relates to janitorial and then the site

14· ·management services.

15· · · · So just at a high level I am going to hit upon

16· ·some of the standard forms and clauses.· Again, 17· ·this is primarily for people, you know, if this is

18· ·one of the firm times you are doing one of these

19· ·projects.· I will mention you probably maybe

20· ·haven't seen it lately or you will see if there has

21· ·been some revised GSA tempra 3516 and 3517.· So 16

22· ·is the solicitation provisions. But then the more

23· ·important one for us is because we've already gone

24· ·through the solicitation is the 3517, which is the

25· ·general clauses.· That was revised in October of

·1· ·2023.· So at some point that will probably be at

·2· ·the competitive range will show that, you know, ·3· ·issue that out, and say this is what we are going

·4· ·to be using when the lease is awarded, the latest

·5· ·3517.

·6· · · · You've already seen the proposal compliance

·7· ·matrix.· That's a form you have to submit.· So

·8· ·that's one.

·9· · · · But the GSA 1364 this is what I was talking

10· ·about the tenant improvement, if you could just

11· ·fill in the number, that total number here.· That's

12· ·helpful.· If you do have a amortization rate that

13· ·you are going to be using go ahead and put that in

14· ·because that's important for the government in the

15· ·off chance that they would be amortizing it.

16· · · · So this is the 1364 with your financial offer

17· ·with shell rent, operating costs.· And then the TI

18· ·allowance amount.· You are -- you know, if you are

19· ·going to offer free rent, if it makes your proposal

20· ·more competitive the government gladly accepts that

21· ·and gets evaluated obviously in the PBA.· So that's

22· ·room for there.· And then the understanding of

23· ·certain items here, you know.· Let me see.

24· · · · The HVAC and how much the land is going to

25· ·cost as it gets captured into 1364 and other items.

·1· ·If there is any deviations that needs to go into

·2· ·the 1364.

·3· · · · So for the 1217 this is where your operating

·4· ·costs are going to be listed.· So it just states

·5· ·there that, "Offerors must ensure that all

·6· ·operational costs and any annual maintenance

·7· ·required for the lease."

·8· · · · In item -- and what I have been seeing the

·9· ·firms have been doing a great job at this.· In line

10· ·item 26 is breaking out with other, especially if

11· ·it is a sizable number.· It's important you break

12· ·it out.· We have been seeing many of the firms

13· ·breaking it out.

14· · · · And then the total line 27 is the total cost.

15· ·And then you have below the line, "estimated annual

16· ·cost of ownership exclusive of capital charges."

17· ·That's included in the shell rent.· That's at 1217.

18· · · · So some of these have already been hit upon in

19· ·terms of project requirements FPLS.· There is that

20· ·form 1200.

21· · · · We say that this space must be zoned for VA's

22· ·intended use.· So a letter from the authority

23· ·having jurisdiction is required, that is just

24· ·substantiating compatible zoning if, in fact, the

25· ·land does not already have the zoning for medical

·1· ·clinic.

·2· · · · And there is codes, certain codes that Rebecca

·3· ·and Martha mentioned, the DBA.· Those came out of

·4· ·one of the -- the one that was the most recent one

·5· ·went out with the RLP package.· But what we do is

·6· ·we do go back out and ask for revised proposals.

·7· ·We will let you know what is the latest one.· It's

·8· ·really your responsibility to go on Sam.gov and

·9· ·look at what the latest Davis Bacon Wages are.

10· · · · DR. BAPTISTE:· Hey, Patty, can you go back to

11· ·AHJ.· When you get the letter from the authority

12· ·having jurisdiction, you have to have zoning by the

13· ·time construction starts.· So when you get the

14· ·letter, your zoning has to be in place by the time

15· ·construction starts if it's not already zoned for

16· ·the VA's intended use.· And it also…