36C10F24R0007 - Sarasota FL OPC - RLP Amendment 2 -Pre-Bid Meeting Transcript - 2.8.2024.pdf

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

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

· · · · · · · · · ·OUTPATIENT CLINIC (OPC)

· · · · · · · · · · · SARASOTA, FLORIDA

· · · · · · · · · · · RLP# 36C10F24R0007

· · ·DATE TAKEN:· · · · ·Thursday, February 8, 2024

· · ·PLACE TAKEN:· · · · Hyatt House

· · · · · · · · · · · · ·5308 Avion Park Drive

· · · · · · · · · · · · ·Tampa, Florida 33607

· · ·TIME:· · · · · · · ·10:00 a.m. - 10:47 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· · · · KENT WALKER, PROJECT MANAGER

· · · · · ERNEST JACKSON, JR. LEASE CONTRACTING OFFICER

·5· · · · JOSE BAERGA, RESIDENT ENGINEER

· · · · · TOM CHAMP, SENIOR RESIDENT ENGINEER

·6

· · ·LOCAL VA TEAM

·7

· · · · · JUSTINA WELLS, ASSISTANT DIRECTOR, BAY PINES

·8· · · · VA HEALTHCARE SYSTEM

· · · · · ALYSSA MAILLY, ACTIVATION COORDINATOR,

·9· · · · FACILITIES MANAGEMENT BP

· · · · · RYAN BOERGERS, ENGINEERING TECH, FACILITIES

10· · · · MANAGEMENT SERVICES

· · ·CONTRACTOR REPRESENTATIVES:

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

13· · · · ADVISOR

15· · · · · · · · · · · · ·-· - -

·1· · · · · · · · · · ·- - -

·2· · · · MS. RESTREPRO:· We are here for the VA's

·3· ·requirement for Sarasota, it's an Outpatient

·4· ·Clinic.· I'll go ahead and get started and

·5· ·introduce myself and go around the room.

·6· · · · I'm Patty Restrepo.· I'm with Chartwell

·7· ·Enterprises working with Veteran's Affairs as their

·8· ·broker.

·9· · · · Kent.

10· · · · MR. WALKER:· Good afternoon.· Kent Walker, the

11· ·Project Manager of VA Central Office of D.C.· So

12· ·I've got several projects here in Florida and

13· ·appreciate Patty.· Thanks for you all showing up.

14· ·I appreciate you.

15· · · · MR. JACKSON:· Earnest Jackson.· Everyone calls

16· ·me EJ.· Lease Contracting Officer CFM.· Nice to see

17· ·everybody.

18· · · · MR. CHAMP:· Thom Champ, CFM also.· I'm the

19· ·team lead for Southeast SRE.

20· · · · MR. BAERGA:· Good morning.· I'm Jose Baerga

21· ·Resident Engineer with the office of CFM as well.

22· · · · MR. ROSE:· Zach Rose, Cullinan Properties.

23· · · · MR. OWENS:· Mike Owens, with Cullinan

24· ·Properties.

25· · · · MR. BUMGARNER:· My name is Luke Bumgarner, I'm

·1· ·with C2 Construction and Rise Developments.

·2· · · · MR. ALVERSON:· Sam Alverson with U.S. Federal

·3· ·Properties.· We're a developer.

·4· · · · MS. MAILLY:· Alyssa Mailly, Activation

·5· ·Coordinator at Bay Pines.

·6· · · · MR. WALKER:· Channing Walker Allure Management

·7· ·Solutions.

·8· · · · MR. TINGLEY:· I'm John Tingley, Blue Cord

·9· ·Design and Construction out of Orlando, Florida.

10· · · · MR. HOKANSON:· Steve Hokanson, PHV, LLC.

11· · · · MR. CONNOLLY:· Matt Connolly with Molasky

12· ·Development.

13· · · · MS. RESTREPRO:· Thank you all.· And I know

14· ·many of you have worked on VA projects, which is

15· ·wonderful.

16· · · · Kent or EJ, before I start, is there anything

17· ·that you wanted to mention or --

18· · · · MR. JACKSON:· No, I didn't have anything

19· ·specific.

20· · · · MS. RESTREPRO:· Justina, we were just

21· ·getting -- we were just introducing ourselves.

22· · · · MS. WELLS:· Right.

23· · · · MS. RESTREPRO:· You're sitting right here.

24· · · · MS. WELLS:· I just came in from Cape Coral

25· ·this morning.

·1· · · · MS. RESTREPRO:· So we're just mentioning

·2· ·everyone introduced themselves.· And so Justina

·3· ·Wells is the assistant director.· And so I think I

·4· ·mentioned earlier we, of course, have been working

·5· ·with Alyssa and Ryan and Justina and Jose and Tom

·6· ·and Kent and EJ and others in getting this package

·7· ·together and getting it out.· So obviously the

·8· ·formal solicitation has gone out and we are

·9· ·starting the process.

10· · · · So we hold these pre-bids primarily to provide

11· ·information and provide a form of where questions

12· ·can we asked and, of course, they can be submitted

13· ·afterwards until February 15th.· But then also

14· ·there is a lot -- what we are seeing a lot of is

15· ·experienced developers, you know, coming, which is

16· ·great, which the VA likes.· But then also if there

17· ·is new people who are working with the government, 18· ·maybe haven't worked with the government, but

19· ·worked on the private sector, commercial side, it's

20· ·good for them to come to these meetings because we

21· ·do give a general overview of the solicitation

22· ·package and, you know, hit upon certain points that

23· ·are extremely important for the government which

24· ·might not always be, you know, the same kind of

25· ·emphasis in the commercial side.

·1· · · · So with that, Justina, I didn't know if you

·2· ·wanted to --

·3· · · · MS. WELLS:· Yeah.· Well, good morning.· Thank

·4· ·you all for coming.· I know for us with the VA

·5· ·we're really, really excited about the opportunity

·6· ·for a new replacement clinic for our Sarasota

·7· ·Clinic.· Our clinic now it does well for us, but we

·8· ·are struggling to continue to have enough space in

·9· ·order to expand services for Veterans and that's

10· ·something that we're really looking forward to do

11· ·increasing the access that we have at our sites but

12· ·also the quality of care and being able to do that

13· ·within a site that meets all of those different

14· ·requirements is extremely important to us.

15· · · · So I thank you for your time.· I thank you for

16· ·attending and I look forward to what we learn

17· ·today.

18· · · · MS. RESTREPRO:· Thanks, Justina.

19· · · · Would you prefer that I stand?· No.

20· · · · Okay.· So we've gone through the

21· ·introductions.· This is the agenda in terms of the

22· ·pre-bid purpose, project overview, design overview.

23· ·Jose is going to be giving a design overview.

24· · · · You know, we had the great benefit of having

25· ·Jose and Tom involved and they are always involved, ·1· ·but even more so in terms of this project because

·2· ·they were the leads in terms as it relates to

·3· ·getting the design package together which is unique

·4· ·to this project.· And then the review of request

·5· ·for lease proposal package, and then question and

·6· ·answer period.

·7· · · · We do have Laura, who is a court reporter, who

·8· ·is transcribing the questions and going to provide

·9· ·the whole transcript for the presentation.

10· · · · So we've already gone through the team.· Since

11· ·we know EJ is the lease contracting officer.· Kent

12· ·is the project manager.· We have Jose and Tom very

13· ·experienced with VA.· And then the local VA team as

14· ·Justina just spoke.· Alyssa is the activation

15· ·coordinator and then also Ryan.

16· · · · It's great.· What we have been really focused

17· ·on too is getting the activation coordinator

18· ·involved really early on because as we know as soon

19· ·as it gets awarded we get into design, 20· ·construction, and then activating the clinic.· And

21· ·then myself.

22· · · · So these are just protocols that we ask that

23· ·you hold until questions to the end.· When you do

24· ·have a question at the end please state your name

25· ·and the firm that you are with that will assist

·1· ·Laura in getting that question.· We do ask though

·2· ·that you do submit the question even if you ask it

·3· ·here for the benefit of anybody who might be

·4· ·interested in responding to this RLP.· Obviously

·5· ·speak clearly and slowly.· If you can reference the

·6· ·RLP paragraph and section that's always very

·7· ·helpful.· And then as I mentioned they all have to

·8· ·be submitted in writing.· But we can have a

·9· ·discussion here if there is a specific question.

10· ·And we'll post everything into Sam.gov.

11· · · · Hopefully if anybody has been responding to

12· ·other RLP's that have gone out you will see that

13· ·amendment that comes soon after, comes a couple of

14· ·weeks after the pre-bid where we do have the

15· ·questions, we have the attendance list, and then

16· ·the transcript and then this presentations as

17· ·posted.

18· · · · And the last thing is very important in terms

19· ·of respecting procurement integrity and

20· ·sensitivity.· That's something that's spoken about

21· ·by the LCO at any meeting that we come to as we go

22· ·through that solicitation process.

23· · · · Okay.· So the purpose, I've already mentioned

24· ·this is to provide a general overview of the

25· ·requirements for this RLP.· It is -- what I will

·1· ·mention is if you have been responding they are

·2· ·very similar, but it is extremely important to

·3· ·treat each one individually and separately.· I'll

·4· ·mentioned something too later on just as a

·5· ·reminder.· Again, I always say it helps you, it

·6· ·also helps the government in terms, and you'll

·7· ·understand when I mention it later down the road.

·8· · · · We want to make sure that it's complete your

·9· ·packages and that you do have an understanding of

10· ·the requirements and that it is fully responsive

11· ·and technically acceptable.· Because that allows us

12· ·to evaluate the proposals effectively.· And then, 13· ·of course, answer any questions that anybody has.

14· · · · Again, also to the one reason why we do this

15· ·is because we do want to promote competition, you

16· ·know, amongst very experienced developers and then

17· ·also developers that want to start working with the

18· ·government.· You might have very good experience, 19· ·as I mentioned, with the commercial side, but want

20· ·to get involved with the government.

21· · · · We will provide this transcript and the power

22· ·point as well on Sam.gov.

23· · · · So the project overview.· It is an outpatient

24· ·clinic.· It is an SDVOSB set-aside.· I think many

25· ·of you are already aware of that.· For those who

·1· ·are not, you do have to be certified as service

·2· ·disabled veteran and a small business to submit.

·3· ·You can have a joint venture.· You can be partnered

·4· ·with an SDVOSB.· But there is obviously certain

·5· ·regulations that one has to followed to be SDVOSB.

·6· · · · The maximum space -- it's a fully serviced

·7· ·lease.· So it does include the utilities and the

·8· ·janitorial.

·9· · · · The maximum space is 131,724 ABOA square feet.

10· ·So you cannot be above that.

11· · · · And then rentable square feet it is in there.

12· ·Make sure that you aren't over that rentable square

13· ·feet when you are submitting, because that is

14· ·something with the GSA delegation that, you know, 15· ·cannot be over, cannot accept the project like

16· ·that.

17· · · · And then there is 750 on-site surface parking

18· ·spaces.· That is the general requirements for this

19· ·project.

20· · · · So what I was going to do was I was going to

21· ·go through the RLP.· And I know this is usually

22· ·more beneficial of those that have never seen an

23· ·RLP, but what I will try to do is maybe emphasis

24· ·certain items that we've been seeing and saying be

25· ·mindful of this or make sure that you are

·1· ·addressing this.

·2· · · · So let's start with the statement of

·3· ·requirements.· Some of it I've already mentioned in

·4· ·terms of the square footage and whatnot.· But we'll

·5· ·go into others.

·6· · · · We are looking for a 15-year firm term and

·7· ·also a 20-year firm term.· The reason why we look

·8· ·at both of them is because we have -- we are

·9· ·looking at scoring, you know, both.· Obviously not

10· ·always, but generally if it's shorter term lease

11· ·as, you know, you kept everything the same, it's

12· ·going to be better at scoring than at a 20-year.

13· ·So but we do ask for both and you do have to submit

14· ·both.

15· · · · Another important point is when you are

16· ·submitting this, submitting it in your 1364, it is

17· ·important to -- you are required to submit the

18· ·Attachment 1 which is the Excel file.· So you

19· ·should submit both.· Be sure to submit both.

20· · · · This is what you hear me talking about score.

21· ·The lease has to score as an operating lease.· It

22· ·cannot score as a capital lease.· And so as soon as

23· ·we get your documents, your 1364 we are submitting

24· ·that information.· We are reviewing it.· So make

25· ·sure that it's consistent the information in your

·1· ·1364 with your Attachment 1 and with your 1217.

·2· ·Those are the financials offer or information that

·3· ·goes into the financial offer for the price

·4· ·proposal.· But that information is taken and the

·5· ·government scores the offers.· And so it has to

·6· ·score as an operating lease rather than a capital

·7· ·lease.· We cannot -- the government cannot award if

·8· ·it scores as a capital lease.· So this is very

·9· ·important.

10· · · · With operating costs, this does require a

11· ·fully serviced lease.· And so, you know, your

12· ·operating cost is part of the rental consideration

13· ·and it is part of the evaluation in terms of the

14· ·present value analysis as well as the scoring.

15· · · · What we do and many of you were part of the

16· ·market survey, we do have a delineated area so your

17· ·property has to fall within the delineated area.

18· ·Here are the boundaries of the delineated area.

19· ·And then here is a map of it.· Healthy delineated

20· ·area.

21· · · · If you are new, which I know many of you are

22· ·not, but even if you are doing this, you know, if

23· ·you have done this many times I always find it very

24· ·helpful to, you know, start with Section 1.06.· It

25· ·lists all the documents that are included with the

·1· ·RLP.· You'll notice with this one there are some

·2· ·that you typically don't see.· It is more specific

·3· ·to here.· For example, this Appendix A.2.1, which

·4· ·is Bay Finish Standards, as well the Appendix

·5· ·A.2.2, which is the fixture guide.· And so that's

·6· ·something really pay attention to.· I can see where

·7· ·you might not hone in on it and see it, but it is

·8· ·important to see, to look at.· You have your

·9· ·typical appendices, but they are specific to this

10· ·project like the lease design narrative and Jose is

11· ·going to speak a little bit more about that.

12· · · · Your project content list.· Your room data

13· ·matrix.· Your FSL, facility security requirement, 14· ·is FSL-II.· And then there is conceptual floor plan

15· ·that speaks to the adjacency.· And then there is

16· ·the janitorial services, which this is a fully

17· ·serviced lease.· So this does have janitorial

18· ·services in it.

19· · · · And then you have your forms that are

20· ·generally typical to most projects.

21· · · · So moving onto Section II, this is with the

22· ·eligibility and preferences for award.· This is

23· ·something that we -- that the evaluation team has

24· ·been looking at closely is the efficiency of the

25· ·space.· So in order to be acceptable for award, the

·1· ·offered space must provide for an efficient layout

·2· ·as determined by the LCO.· So make sure when you

·3· ·are doing your plans that it is efficient within

·4· ·the ABOA square footage, but it's efficient space.

·5· ·This is very -- even when we go out to the market

·6· ·survey we are looking at this that it cannot be

·7· ·within the one-percent annual chance floodplain

·8· ·unless the government has determined that there is

·9· ·no practical alternative.· Or what we sometimes you

10· ·might have a large property and you build and none

11· ·of your ingress or egress goes into where there is

12· ·a floodplain.· But a lot of times what you will

13· ·read in the RLP is that you have to demark or, you

14· ·know, make your parcel not within the floodplain.

15· ·So that is a very basic requirement.

16· · · · It must meet the accessibility and the fire

17· ·protection and life-safety requirements.

18· · · · Many of you are very well aware of this.· This

19· ·is Phase I ESA environmental site assessment.

20· ·Those are required.· I have seen offers get

21· ·excluded or not accepted because they did not have

22· ·their Phase I that was completed within 180 days.

23· ·They might have submitted one, you know, that was a

24· ·couple of years older.· This is extremely

25· ·important.· So make sure that if you are

·1· ·submitting, you are submitting Phase I ESA with

·2· ·your project.

·3· · · · And then also what it mentions here is that

·4· ·the offeror is responsible for doing the

·5· ·environmental due diligence studies.· But the

·6· ·government is responsible for the compliance of

·7· ·NEPA.· But the government VA will look to the

·8· ·Offeror to assist with that process in terms of

·9· ·getting studies done and providing information.

10· · · · It goes on here to say that the government

11· ·does reserve the right to reject any offers where

12· ·the studies or documentations supporting the NEPA

13· ·process provided by the offeror for the offered

14· ·property are inadequate, it entails adverse impacts

15· ·on the human environment, the identified adverse

16· ·impacts cannot be readily mitigated, or the level

17· ·of NEPA analysis is more extension than is

18· ·acceptable to the government.· And I'm pretty

19· ·certain that this project will requires NEPA.· So

20· ·this will pertain.

21· · · · And then, of course, Section 106 the cultural

22· ·resource study that is required as well with your

23· ·initial offers.

24· · · · And there is in Section 2.1.3 it does -- it

25· ·does clearly outline what is required in that study

·1· ·in terms of area for potential effect and what they

·2· ·are looking for in the study.

·3· · · · So moving onto Section 3.· This also too is

·4· ·very important.· I would say probably one way to

·5· ·look at this Section 106 and then early on look at

·6· ·Section 3.02 because that tells you how it needs to

·7· ·be submitted.· Questions are due by February 15th.

·8· ·So a week from today by 4:00 p.m. and once you

·9· ·submit them we are going to have an internal

10· ·meeting and respond to those questions in a Q&A

11· ·matrix and that will be part of Amendment 1.

12· · · · Initial offers are due March 26th.· I will not

13· ·try to guess what day it is.· But March 26th, 2024

14· ·by 4:00 p.m.

15· · · · And they're to be submitted to Chartwell

16· ·Enterprises.· We ask you to submit ten.· You are

17· ·required to submit ten CDs.· Volume one is the

18· ·technical proposal and volume two is the price

19· ·proposal.· No hard copies will be accepted.

20· · · · It is really important to review Section 3.02

21· ·of the RLP.· And it is very important that it gets

22· ·submitted by this date and time that is posted on

23· ·the RLP.· Or there is an amendment that extends it

24· ·by that extension date.

25· · · · Another document that is part of the package

·1· ·is the proposal compliance matrix and this -- this

·2· ·really outlines nicely, I think, in terms of what

·3· ·we're asking the private sector to respond and to

·4· ·organize the offer.· What you will see is it's

·5· ·broken up in the evaluation factors.· And the

·6· ·government is very firm about they let you know

·7· ·what we are going to evaluate you on and that's

·8· ·what we're going to evaluate you on.· And so that

·9· ·obviously I'm sure you're all very well aware it's

10· ·found in Section 4 of the RLP.· So it's very

11· ·important to read that.· And you will see it aligns

12· ·with these different evaluation factors.

13· · · · So the first one is technical quality, which

14· ·is the most important evaluation factor.· It goes

15· ·in descending order of importance.· So these are

16· ·items it in.· So it's important to go through the

17· ·proposal compliance matrix.· Make sure that you are

18· ·providing that information so we can evaluate it.

19· · · · And also too I'll mention what I've been

20· ·seeing is if you put -- I know it says number of

21· ·pages.· But if can you put the page numbers, the

22· ·actual page numbers.· So don't say -- I am just

23· ·making this up.· In your project management plan

24· ·you did ten pages of a PMP, don't put ten.· But the

25· ·actual page numbers of what they are, you know, in

·1· ·your proposal, if it's 950 to 960, that's what we

·2· ·are interested in seeing.

·3· · · · So moving along.· The next technical

·4· ·quality -- excuse me -- evaluation factor past

·5· ·performance.· And this is a compliance matrix.· So

·6· ·it's broken out.· It's letting you understand what

·7· ·we're, you know, what we're expecting in terms of

·8· ·the initial offer.· So we have past performance.

·9· ·PPQs, you know, I know many of you are sending them

10· ·out as you should because as it states in Section 4

11· ·is that you have up to five that you can submit.

12· ·And they need to be corroborated with the PPQs.

13· ·There is a mechanism, though, that they don't get

14· ·submitted, you know, it's not detrimental if it's

15· ·not submitted.· But it is important that you do get

16· ·those PPQs and, you know, they get submitted.

17· · · · Also with the A/E and the GC there is, you

18· ·know, it states the different standard form 330, 19· ·527 for the general contractor.· Make sure that the

20· ·licenses are, you know, up to date, they are not

21· ·expired.· Just very basic stuff.

22· · · · And then also to I'll mention this, make sure

23· ·that -- I know there is a lot of proposals that are

24· ·being done that you treat each one individually and

25· ·that there is technical qualify control of it.· And

·1· ·I only say that because it really does help you

·2· ·because it's a shame when you are going through it

·3· ·and you see something that's carried over from

·4· ·another project.· Because as much as you can go --

·5· ·people do go over it, they see it, but it just

·6· ·makes your package much better, much nicer if you

·7· ·have that technical quality control.

·8· · · · So then moving onto we have financial

·9· ·information that's important.· And then also the

10· ·project management plan.

11· · · · So it's broken down as I have been saying in

12· ·terms of evaluation factors and then the offering

13· ·entity submittals, the building site submittals.

14· ·They do have to show evidence of control of the

15· ·property.· You know, whether it's an option, a

16· ·purchase option.· Sometimes ground lease and then

17· ·there is additional RLP submittals.· For anybody

18· ·who is new you do have to resubmit those documents

19· ·that we sent out with the RLP.· Because we want to

20· ·know that you read them and that you initialed them

21· ·and understand the documents that we sent out.· So

22· ·those do need to be sent out.· And what it does, 23· ·ultimately too if you are awarded the one we have

24· ·those documents already as part of the lease

25· ·package.

·1· · · · And then the price proposal.· I've already

·2· ·mentioned this Attachment 1 is required.· So submit

·3· ·Attachment 1 with your 1364.

·4· · · · I have already hit upon this in terms of

·5· ·evidence of ownership or control of the building.

·6· ·Again, if we do not receive that and we do not know

·7· ·that you control that property whether through an

·8· ·option to purchase or whatnot, it's clearly

·9· ·outlined in Section 3.06, I've seen it where the

10· ·LCO has not accepted it because there is no reason

11· ·to spend time with a group that doesn't even

12· ·control the property.· So it is important that we

13· ·do see that you do control the property.· So it

14· ·outlines it.· So the option to purchase, the sales

15· ·contract, the deed showing fee simple owner or an

16· ·option to lease the site for longer than the lease

17· ·term plus the post award design and construction

18· ·phase and any renewal options.

19· · · · This is something that we just have been

20· ·making sure that -- a lot of it actually I think it

21· ·came from one of the activation sites.· What we've

22· ·been -- what we've heard from the field is it's

23· ·really important that we have these documents, the

24· ·design documents or whatnot in Revit format.· And

25· ·so we want the private sector to understand this

·1· ·because as soon as it is awarded and you are the

·2· ·awardee the government is going to be looking for

·3· ·the Revit files because it really helps with

·4· ·transition into design, construction and

·5· ·application.

·6· · · · Section 3.06 is also an important section

·7· ·because it talks about additional submittals and

·8· ·provides more insight into certain items that the

·9· ·government does require.· One of the items is that

10· ·we are looking for green globes for new

11· ·construction.· So it is for two green globes.· Also

12· ·I've mentioned this that the government requires a

13· ·fully serviced lease and then that you should be

14· ·submitting a building operating plan.

15· · · · Tenant improvements, what it has been as of

16· ·late is that we do provide the tenant improvement

17· ·allowance amount.· So you understand what that TI

18· ·is going to be.· We have -- the government has the

19· ·right to amortize it.· But we have every

20· ·expectation it's going to be paid lump sum.

21· ·Obviously as the private entity you will be funding

22· ·it until the space is accepted and that's when they

23· ·will pay the lump sum.

24· · · · Method of award.· So Section 4 I've referenced

25· ·this is where it indicates that this is the best

·1· ·value trade off.· And so in accordance with FAR

·2· ·Part 15.101, the competitively negotiated best

·3· ·value trade off source selection procedures will be

·4· ·used to evaluate the proposals and the award will

·5· ·be made to the responsible offeror offering the

·6· ·best value to the government after evaluation of

·7· ·both the total evaluated contract, price and

·8· ·non-price technical factors.· So those are your

·9· ·evaluation factors that are outlined in Section 4

10· ·of the RLP.

11· · · · This is important for everybody to understand

12· ·that the government intends to evaluate proposals

13· ·and award a contract without discussion with the

14· ·offeror.· So the LCO can make a determination that

15· ·he is going to award off the initial offers.· So

16· ·your initial offer does need to be the most

17· ·competitive.· They obviously have the right to set

18· ·a competitive range and go into a second TEB or

19· ·asked for revised proposals and do a second TEB.

20· ·But I do want to emphasize that they can award off

21· ·the initial offer.· So it is important that you

22· ·submit a competitive offer.

23· · · · These are the evaluation factors.· Factor one

24· ·is technical quality.· That includes architectural

25· ·concept and building design, quality of site

·1· ·characteristics and sustainable design and energy

·2· ·efficiency.

·3· · · · As I mentioned there are four evaluation

·4· ·factors.· The fourth one is your socio-economic.

·5· ·This is set-aside SDVOSB and we are just confirming

·6· ·that you would factor SDVOSB.· So three other ones

·7· ·the technical quality being the most important.· It

·8· ·does provide a good outline of what we are

·9· ·evaluating.· So I am sure many of you have already

10· ·read through evaluation factor -- Section 4, 11· ·evaluation factor one because that's what we do

12· ·evaluate you on.

13· · · · The second evaluation factor offeror's

14· ·qualifications and past performance.· So we are

15· ·looking at your past performance, your design team, 16· ·your general contractor, your financial resources

17· ·in terms of your funding plan and then also the

18· ·conditional commitment letters and then your

19· ·project management plan.· And that plan, what we

20· ·are looking at is the schedule, how you are going

21· ·to deliver the project on time and within budget

22· ·and mitigated risk.

23· · · · And in Factor 3 is the operations and

24· ·maintenance plan.· How are you going to operate the

25· ·facility for the next, you know, most likely 20

·1· ·years, potentially 15 years.

·2· · · · And we then talked about the socio-economic

·3· ·status.

·4· · · · So there are some additional terms within the

·5· ·RLP.· Cost of off-site improvements will be borne

·6· ·by the lessor.· You are -- the lessor is

·7· ·responsible for determining the cost of off-site

·8· ·improvements prior to lease award and including the

·9· ·cost of off-site improvements in the proposed rent.

10· · · · And then you are to acknowledge that it's your

11· ·duty to conduct reasonable site inspections for the

12· ·proposed site.

13· · · · And then also it's mentioned in the evaluation

14· ·factors, but you are to submit evidence of teaming

15· ·arrangements within your bid.

16· · · · So this is just an overview of what the RLP

17· ·is, the five sections.· We went through those five

18· ·sections.

19· · · · The lease -- I am not going to get into

20· ·everything.· But I just want to lay out this is the

21· ·document that you're going to live with for the

22· ·next 20 years.· You do get -- it starts as a

23· ·template, VA template that's used by GSA but it is

24· ·tailored for the specific project.· So there are

25· ·specific items for the specific price are being

·1· ·included in the lease and L100.· But once it's

·2· ·awarded that will get -- there are certain items

·3· ·that haven't been filled in obviously the rent, ·4· ·other items like if there are certain improvements

·5· ·that are going to be required before they accept

·6· ·this space, that's outside of maybe it might be off

·7· ·campus, you know, signal light or something that

·8· ·would get included in there so it's very clear as

·9· ·to what the government is requiring.

10· · · · But so this is the lease.· These are the

11· ·sections in it which you will notice is Section 3

12· ·with the shell costs.· Something that comes up a

13· ·lot.· HVAC is included in Section 3.· And then you

14· ·have the design, construction and post award

15· ·activity.

16· · · · I will mention Section 4 because when you are

17· ·doing your schedule you'll see this in evaluation

18· ·factor.· What we are asking you to do is when you

19· ·do your schedule look at Section 4.· Because what

20· ·we've done is we've put dates of what the

21· ·government their timing as the amount of days they

22· ·have to review the design concept drawings or the

23· ·construction drawings or the CDs.· We said, you

24· ·know, it said it indicates how many days the

25· ·government requires.· But we're looking to the

·1· ·private sector to fill in those dates of how long

·2· ·they are going to take.· It's important that you

·3· ·meet the timeline.· But we're going to be

·4· ·evaluating it because potentially you will be able

·5· ·to do it much quicker or hopefully not much longer, ·6· ·but it's part of the evaluation.· So you will see

·7· ·some of the items not -- they will have X's that

·8· ·intends for you-all to include that in your

·9· ·schedule.

10· · · · So this is probably the more important aspect

11· ·of it is the design.· And so I am going to hand it

12· ·over to Jose who is going to discuss the design

13· ·overview.· It's the crux of the project.· Sit here.

14· · · · MR. BAERGA:· Good morning everyone.· Actually

15· ·thank you-all for coming in and joining us.

16· · · · This package is actually a compilation of a

17· ·lot of work that has taken place from the medical

18· ·center side and the services to give you the best

19· ·approach to what's actually development of this new

20· ·Sarasota Outpatient Clinic.· Again, the design

21· ·concept the submission should be -- shall include a

22· ·technical narrative of the facility design

23· ·approach.

24· · · · The design concept submitted by the offeror

25· ·will be used to evaluate technical proposals and

·1· ·develop design development drawings after award.

·2· · · · That Section 4 that we discussed actually maps

·3· ·the delivery of the project.· So just want to make

·4· ·sure that you are actually paying attention to

·5· ·that.

·6· · · · Failure to submit plans and design criteria in

·7· ·accordance with the government's requirements may

·8· ·cause offers to be deemed unacceptable and

·9· ·non-responsive.

10· · · · The next screen is the lessor shall design and

11· ·construct the building and site in accordance with

12· ·the RLP, all the requirements, and appendices that

13· ·are included, the federal regulations, building

14· ·codes and ordinances in case of conflict, most

15· ·stringent standard applies.· Green globes for new

16· ·construction, two green globes level for this

17· ·particular facility.

18· · · · Accessibility standards are actually to be

19· ·taken into account.· In addition, with compliance

20· ·with local codes, and ordinances, design, 21· ·construction and alterations must comply with ADA, 22· ·VA program guides and UFAS, also Davis Bacon wages.

23· · · · As you can see actually you will see on the

24· ·actual package you have a list of different items

25· ·that we have included in the program for design, ·1· ·the room content list, the lease design narrative, ·2· ·actually where you are spending quite a bit of

·3· ·time.· This compliments what you actually have in

·4· ·Sections 3 and Sections 5 of your L100.

·5· · · · Particularly to this project and we're very

·6· ·thankful for the medical center to have provided

·7· ·this to us their finish standards.· So we don't

·8· ·actually have to guess what finishes and what type

·9· ·of values we're going to have.· They give us a

10· ·guide so can use it as part of our design.· You

11· ·also have the room data matrix.· The VA CBOC

12· ·information Transport System Specs.

13· · · · You also have the OIT Data Center and you may

14· ·have seen this same package in other proposals too.

15· ·But it's actually particular to outpatient clinic.

16· · · · Facility -- the FSL II description.· The

17· ·Conception Plan and drawings actually.· And the

18· ·janitorial and site management services.

19· · · · We have the agency specific requirements and

20· ·this one particularly refers to the items that we

21· ·have discussed before.

22· · · · Program for Design is actually included.· And

23· ·this is the source document for the diagram that

24· ·you are about to see.· You have also the project

25· ·room content list.· Actually we have tailored it to

·1· ·this project and actually make sure that you pay

·2· ·attention to all the components that go into every

·3· ·room.

·4· · · · Leased Design Narrative actually is provided

·5· ·to you as well with all the different sections

·6· ·included.· The purpose of Appendix A.2, the leased

·7· ·design narrative is to consolidate the governing

·8· ·codes, standards, references, and guidelines in a

·9· ·document that provides performance-based standards

10· ·for a VA leased facility.

11· · · · The governing codes, standards and references

12· ·are based on the VA affiliated facility.

13· · · · The design of the VA leased clinic is based on

14· ·the prototype for standardized design and

15· ·construction of community based outpatient clinics, 16· ·which is described in Part 3 of planning and design

17· ·criteria.

18· · · · We also have, as we discussed before, the

19· ·finish standards for Bay Pines network and also the

20· ·finishes and fixtures standards included.

21· · · · You will have the room data matrix that's

22· ·included in your package to be taken into account

23· ·as well at the OIT specs that we actually provide.

24· ·You will have both.· They actually complement each

25· ·other.· You will have drawings as well as the

·1· ·description of the OIT requirements.

·2· · · · FSL Level II standard that's actually included

·3· ·should be part of your proposal as well.

·4· · · · The diagram Conceptual layout provided is

·5· ·actually a layout that provides you with proximity

·6· ·of the different services using a two-story set up

·7· ·for this size facility and actually you will see

·8· ·the different services on the first floor and

·9· ·second floor.

10· · · · Again, note actually that for particular

11· ·accurate count of rooms is referencing in the

12· ·program for design.· That note on the bottom left

13· ·corner.· Just make sure that if you have a question

14· ·as to how many of what always go back to PFD.

15· · · · There is a second floor as well actually that

16· ·you will have the PAC and mental health and other

17· ·services on the second floor.· Again, also on the

18· ·lower left-hand side making a reference to the

19· ·program for design.

20· · · · We also have included appendix janitorial and

21· ·site management services.· It's very detailed.

22· ·Please make sure you actually include that in your

23· ·description and how you are to achieve the

24· ·janitorial requirements for this new facility.

25· · · · For any questions please make sure that you

·1· ·send them to us and we will answer them expediently

·2· ·going on with the process.· Thank you.

·3· · · · MS. RESTREPRO:· And we will have some time at

·4· ·the end to ask questions.· I am just quickly going

·5· ·to go over some of the -- review some of the

·6· ·standard forms and clauses some of which have been

·7· ·updated.· I mean, they are self-explanatory in

·8· ·terms of the update.

·9· · · · We've already gone through the proposal

10· ·compliance matrix.· With the GSA Form 1364 one of

11· ·the items I've already mentioned was just making

12· ·sure it's consistent with the information that you

13· ·have in your Attachment 1 is consistent with what's

14· ·in your 1364.

15· · · · And there is information -- it doesn't show it

16· ·here, but you are to put, you know, in terms of

17· ·what the acreage is, what the land cost is, all of

18· ·this information gets submitted for scoring

19· ·purposes so that's important.· So make sure it's

20· ·completed.

21· · · · GSA Form 1217, you know, must ensure all

22· ·operational costs and any maintenance required for

23· ·the lease are included in your submissions.· Line

24· ·27 is an important line.· It's the total of the

25· ·operating costs.· And then lines 28 through 32 are

·1· ·costs -- annual costs of ownership.· So it is

·2· ·included in the shell rent those costs.

·3· · · · And it's been good.· I've been seeing this a

·4· ·lot.· It's what we asked you to do.· I am happy to

·5· ·see that.· In line 26 we do ask for the breakdown.

·6· ·So continue to provide the breakdown of line 26.

·7· ·Line 26 is more of other.· So we do want to

·8· ·understand of that other cost is if you do have a

·9· ·number in that line item.

10· · · · So contract requirements we've already

11· ·addressed this in terms of fire protection, life

12· ·safety, accessibility and sustainability standards.

13· ·Offered space must be zone for VA's intended use.

14· ·Letter from the authority having jurisdiction

15· ·substantiating compatible zoning is required.· If

16· ·it's not currently zoned, you do have -- it states

17· ·in the RLP what you need to do to provide to the

18· ·LCO saying how it's going to get zoned, and it will

19· ·be zoned by performance of construction.· So that's

20· ·important to include if it's not already zoned

21· ·which it's required to include.

22· · · · Codes in accordance with the LDN and local

23· ·codes.

24· · · · And the Davis Bacon wages.· With that we do go

25· ·out with initial RLP with the latest Davis Bacon

·1· ·Wages, but we are -- you know, you need to be

·2· ·looking on -- you can look it up on Sam.gov what's

·3· ·the latest one.· We will use the latest one.· So if

·4· ·you are in the competitive range and we send out a

·5· ·request for revised proposal, our expectation is

·6· ·that you are confirming that you are using the

·7· ·latest one as you are doing the pricing or putting

·8· ·your proposal together.

·9· · · · So just some parting notes.· To read all parts

10· ·of the RLP and respond accordingly.· So please

11· ·treat each one of them as an individual project.

12· ·It's important.· I know there is a lot of

13· ·similarities in the projects that are going out.

14· ·But they are very discrete or distinct details for

15· ·each project.

16· · · · Audit/ensure compliance with Section 3.02.

17· ·Fully complete and include offeror proposal

18· ·compliance matrix with the proposal.· As I

19· ·mentioned, when you are doing the page numbers if

20· ·you can put the actual pages numbers that's

21· ·helpful.

22· · · · Initial every page of the entire offer.· So

23· ·electronic signatures are acceptable.· When you are

24· ·resubmitting the document initial all of them.

25· · · · Again, I will emphasize ensure completeness

·1· ·and consistency throughout the proposal.· Ensure

·2· ·all forms have been completed in their entirety.

·3· ·And do not recycle from past proposals.

·4· · · · It's very little -- it's very easy to fix.

·5· ·So, again, I think it helps one's proposal be

·6· ·mindful of that.· And no one is immune to that. I

·7· ·mean, even when we are doing proposals I'm always

·8· ·weary of it and make sure.· But it does help, you

·9· ·know, overall proposal.

10· · · · Make certain all documents that require

11· ·signature has been signed by the authorized

12· ·signatory for the offering entity.

13· · · · You must be -- the offering entity must be

14· ·registered in Sam and must be registered under

15· ·531120.· Must be consistent with the operating

16· ·agreement.· Also to make sure you are submitting

17· ·Offering Entity Acknowledgment Form.· Even though

18· ·we -- SVDOSB we do use that form.

19· · · · Then as we mentioned 1364.

20· · · · A few things also just to reiterate Phase 1

21· ·ESA and Cultural Resource Study is required that

22· ·you submit that during initial offers.

23· · · · Submit your authority having jurisdiction

24· ·letter for life/safety services, utilities, and

25· ·zoning.

·1· · · · Structure and formatting follow the RLP.

·2· · · · Also too with the narrative's substantiations.

·3· ·So it is important that you provide adequate detail

·4· ·for RLP requirements.· Also to make sure that

·5· ·they're consistent with your drawings.· If you are

·6· ·saying something in your narrative that it is

·7· ·consistent with the drawing that you are providing.

·8· ·I know sometimes across proposals it does pertain

·9· ·to one but just make sure that the drawing matches

10· ·up, that it is consistent.

11· · · · Eliminate discrepancies.· So offering entity

12· ·consistency.· ABOA, rental square foot, parking, 13· ·the price/cost, forms.· Make sure it is all

14· ·consistent.

15· · · · The VA will not accept conditional offers.· No

16· ·contingencies nor changes to the RLP may be

17· ·submitted.

18· · · · We talked about evidence of ownership and site

19· ·control.

20· · · · The occupancy, the project management plan.

21· ·It's important that you have a comprehensive

22· ·solution to deliver and mitigate risks.· Providing

23· ·methodology and actual techniques.

24· · · · Financial resources.· You must submit the

25· ·required information.· And it is stated in there

·1· ·Section 4 as well of the RLP.

·2· · · · So right now are going to open up to the

·3· ·question and answer period.· As I mentioned if you

·4· ·could state your name and your firm that helps

·5· ·Laura.· We will get the information.

·6· · · · And then what we do ask you to submit it --

·7· ·submit it to myself by February 15th and then when

·8· ·you do submit it if you could submit it in this

·9· ·format that is always helpful.· In terms of

10· ·referencing the document and the section and the

11· ·question.· And we will work as a team to respond to

12· ·those questions.

13· · · · So with that I will open it up to questions.

14· · · · MR. BUMGARNER:· I guess -- Luke Bumgarner with

15· ·C2 Construction.· I have been working on a couple

16· ·of different RLPs lately and when I follow through, 17· ·you know, without a matrix typically will follow

18· ·the RLP how to offer Section 3.· So it's easy to

19· ·follow along with that.· When you add in a matrix

20· ·sometimes, though, Section 3, you are almost

21· ·jumping back and forth.· Does the VA prefer that we

22· ·follow the matrix and package that package product

23· ·together step by step how the matrix reads or maybe

24· ·follow how we typically done them with how to offer

25· ·and then like you said referencing page numbers?

·1· ·You know, so we could follow 303 price, you put

·2· ·that, that's technically volume one or volume two, ·3· ·I guess.· You could do that and then the put page

·4· ·number on the matrix or you can follow along with

·5· ·the matrix.· Does that make sense what I'm asking?

·6· · · · MS. RESTREPRO:· Somewhat.· I think what we are

·7· ·interested in today, we're not going to prescribe

·8· ·exactly how you should.· But it's the easy -- one, ·9· ·I think the most important is that you are

10· ·providing all the information that we've requested.

11· ·That's the basic, you know, make sure that all that

12· ·information gets in there.· That's number one.

13· · · · Number two in terms of construction we've seen

14· ·it different ways.· You know, with the bookmarks

15· ·those that are required.· So that's always very

16· ·helpful with the bookmarks.· We've seen it where

17· ·people do go with the proposal compliance matrix or

18· ·they might group it with evaluation factor.· And

19· ·just in general speaking, I mean, with that.· But

20· ·it's really up to you.· What you feel is the best

21· ·way to provide the information that we have

22· ·requested of you.· The most basic is that you do

23· ·provide, you know.

24· · · · MR. BUMGARNER:· Everything requested.

25· · · · MS. RESTREPRO:· So that's why I say Section

·1· ·1.06 is really important.· Section 3.06 RLP and

·2· ·then looking at Section 4 those evaluation factors.

·3· · · · MR. BUMGARNER:· Okay.

·4· · · · MS. RESTREPRO:· Because it helps us really get

·5· ·a great understanding of what you're offering and

·6· ·then being able to really evaluate it against the

·7· ·evaluation factors.

·8· · · · MR. BUMGARNER:· Okay.

·9· · · · MS. RESTREPRO:· That's what we're doing.

10· · · · MR. BUMGARNER:· Again, I just wanted to make

11· ·sure there was maybe a way you guys preferred.

12· ·We've done it different ways on RLPs in the past

13· ·and haven't really got much feedback one way or the

14· ·other.· So I thought I would take my chance to ask

15· ·it here.

16· · · · MS. RESTREPRO:· Right.· Okay.

17· · · · MR. BAERGA:· Jose Baerga with CFM.· There is

18· ·something to be said about proofing, please.

19· ·Actually we want to rate you superior.· But when we

20· ·talk about actually asking for 750 parking spaces

21· ·and the next paragraph you refer to 450 parking

22· ·spaces then it makes it very difficult for us to

23· ·actually give you that.· So please actually make

24· ·sure proofing, if you take anything the last path

25· ·is to make sure it reads accurately and it will

·1· ·help us tremendously as we try to evaluate all of

·2· ·the proposals.

·3· · · · MS. RESTREPRO:· Thanks, Jose.

·4· · · · Any other questions?· Other comments.· Zach.

·5· · · · MR. ROSE:· Zach, Cullinan Properties.· Just

·6· ·real quick question is I know you guys have an MRI

·7· ·in the concept plan and you reference it in LDN.

·8· ·The concept also shows a technology pad which in

·9· ·history serves as the mobile MRI.· Are you guys

10· ·anticipating a mobile MRI as well to in the

11· ·facility MRI?

12· · · · UNIDENTIFIED VOICE:· So the intent would be if

13· ·we needed to replace an MRI we would bring one in, 14· ·use the pad for that or there is also a CT we would

15· ·bring in a mobile CT.· Or we find that we got a lot

16· ·more demand for MRIs.· The one in-house is not

17· ·substantial enough we would bring in an additional

18· ·one and use that mobile technology pad for that.

19· · · · MR. ROSE:· Got it.· I just wanted to make

20· ·sure.

21· · · · MR. BAERGA:· Just as the template refers a

22· ·technology pad it may be for something else.· It

23· ·doesn't necessarily have to be for that particular

24· ·purpose.· Down the road we actually will be in this

25· ·facility for 20 years there may be other treatments

·1· ·that are required to bring a separate type of

·2· ·vehicle, there is a place for it.

·3· · · · MR. ROSE:· Got it.

·4· · · · MR. BAERGA:· So that's one of the reasons for

·5· ·it.

·6· · · · MR. ROSE:· I just wanted to confirm.· Thank

·7· ·you.

·8· · · · MS. RESTREPRO:· Any other questions or

·9· ·comments?· No.

10· · · · Any comments or comments from the VA?

11· · · · UNIDENTIFIED VOICE:· No, I don't have

12· ·anything.

13· · · · MR. WALKER:· No, I'd just like to thank --

14· ·Kent Walker, CFM, I'd just like to thank Jose and

15· ·Patty for putting this together.· The main thing I

16· ·would like to say to keep these proposal too just

17· ·answer what you they are asking, don't put a bunch

18· ·of fluff in there, because we see a lot with a

19· ·bunch of junk that has nothing to do with the

20· ·things itself.· Keep it simple, to the point.

21· ·Appreciate it.

22· · · · MS. RESTREPRO:· Thank you very much everyone.

23· ·We appreciate you coming out.· We look forward to

24· ·receiving your offers -- questions and offers.

25· · · · MR. BAERGA:· Thank you all.

·1· · · ·(Thereupon, at 10:47 a.m. the meeting was

·2· ·concluded.)

·3

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·9

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

·2

·3· ·The State of Florida· · ·)

· · ·County of St. Johns· · · ) ·4

·5

· · · · · I, Laura Dwyer Pierle, Court Reporter, do ·6· ·hereby certify that I was authorized to and did

· · ·report the above meeting in stenotype; and that the ·7· ·foregoing pages numbered from 1 to 41, inclusive,

· · ·are a true and correct transcription of my stenotype ·8· ·notes taken during said meeting.

·9

· · · · · I further certify that I am not attorney or 10· ·counsel of any of the parties, nor am I a relative

· · ·or employee of any attorney or counsel of party 11· ·connected with the action, nor am I financially

· · ·interested in the action.

13· · · · The foregoing certification of this transcript

· · ·does not apply to any reproduction of the same by 14· ·any means unless under the direct control and/or

· · ·direction of the certifying reporter.

16· · · · IN WITNESS WHEREOF, I have hereunto set my hand

· · ·this 25th day of February, 2024.

· · · · · · · · · · · · · · · · ·Laura Dwyer Pierle, Notary 22· · · · · · · · · · · · · · · ·Public, in and for the State

· · · · · · · · · · · · · · · · ·of Florida at large.

23· · · · · · · · · · · · · · · ·My Commission Expires

· · · · · · · · · · · · · · · · ·10/26/24 24· · · · · · · · · · · · · · · ·My Commission #HH 053319