Columbia PreBid Transcript.pdf

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·3· · · · ·VA OUTPATIENT CLINIC PRE-BID CONFERENCE

·4· · · · · · ·COLUMBIA, TENNESSEE VAC PROJECT

·5· · · · · ·LINDSAY MCELHINNEY, COURT REPORTER

·6· · · · · · · · · · · WASHINGTON, DC

·7· · · · · · · · · Tuesday, July 9, 2024

·8· · · · · · ·Time:· 11:06 a.m. to 11:48 a.m.

·9· · · · · · · · · · · · ·VIA ZOOM

14· · · · · · · · · · · · · HOST:

15· ·BRADFORD SEIFERT, SENIOR DIRECTOR, PUBLIC PROPERTIES

16· · · · · · · · · · · PARTICIPANTS:

17· · ·GARLAND GILL, JONATHAN TAYLOR, LINDSAY KILLIAN,

18· · · · BLAKE SPRINGER, CARA GARCIA, JENNIFER LYE,

19· · · · ·BRADFORD SEIFERT, ED BRENNAN, SAM DYSON,

20· · · · · · ·RICH PICARELLI, DAVID STENHOUSE

·1· · · · · · · · · · · · · CONFERENCE

·2· · · · MODERATOR:· I want to welcome everybody to the

·3· ·pre-bid conference for the Columbia, Tennessee VAC

·4· ·project.· The meeting should take 45 minutes to an

·5· ·hour and I am sure from looking at most of the names

·6· ·on the list, you guys are pretty familiar with a lot

·7· ·of the information we’ll provide today.· Brad, you’re

·8· ·muted.

·9· · · · MR. SEIFERT:· All right.· I didn’t do it myself.

10· ·Going into kind of the purpose of the meeting, so like

11· ·I said, we will talk about the project team and then

12· ·rules and reminders as well as kind of what the idea

13· ·of the pre-bid is what we are trying to accomplish

14· ·today.· If you are not presenting or talking, if you

15· ·could just mute your mic, that would be appreciated.

16· · · · For the VA side, we have Garland Gill who is the

17· ·Senior Realty Specialist and Project Manager on the

18· ·project; Jonathan Taylor who is the contracting

19· ·officer who is going to say a few things here in a

20· ·bit; Lindsay Killian who is the Branch Chief and

21· ·Contracting Officer; Blake Springer who is the Team

·1· ·Lead --

·2· · · · MODERATOR:· You’re muted again.· Brad, someone

·3· ·muted you again.

·4· · · · MR. SEIFERT:· Yeah.· Yeah.· I just saw that.

·5· ·I don’t know who’s doing that.· I will keep an eye on

·6· ·it.· Going to the next slide, from the medical center

·7· ·we have Cara Garcia who is the Activation Manager, and

·8· ·then Jennifer Lye who is also an Activation Manager

·9· ·with the medical center.

10· · · · I’m Brad Seifert with Public Properties.

11· · · · We are part of Team Reed.· He is the broker

12· ·representing the Department of Veterans Affairs on

13· ·this project.· On our team, we have Ed Brennan, 14· ·Sam Dyson, Rich Picarelli, and David Stenhouse.

15· · · · As I said in the beginning, we do have a court

16· ·reporter who is recording this call.

17· · · · Any questions, we are going to ask that you

18· ·submit in writing.· If you have something that you

19· ·absolutely need to say, if you could say your name

20· ·before you talk so the court reporter can get that as

21· ·part of the record.

·1· · · · To keep procurement integrity, we are going to

·2· ·ask that all questions be submitted in writing and

·3· ·then, that way, we can get you a proper answer and get

·4· ·that out to everybody at the same time so everybody

·5· ·has the same information.

·6· · · · The purpose of the pre-bid is to provide a

·7· ·general overview of the project, communicate how we

·8· ·would like you to submit your proposal, and to promote

·9· ·competition.· And then, a copy of this transcript will

10· ·be posted to SAM.gov.

11· · · · With that, before we get into the project

12· ·overview, I just want to turn it over to Jonathan to

13· ·say a couple words about the project.

14· · · · MR. TAYLOR:· Thank you.· Welcome, everyone.

15· ·Good morning.· Thank you all for jumping on this call.

16· ·We really appreciate it.· It is very important for us

17· ·to do these pre-bid conferences so that you guys can

18· ·have more information to properly prepare your bid and

19· ·your response.

20· · · · I just wanted to kind of give a brief overview

21· ·real quick of exactly what is included in the RLP

·1· ·which I’m not going to go into a lot of detail because

·2· ·you can reference this information in the RLP itself, ·3· ·but just so everybody knows.

·4· · · · This RLP number 36CTNF24R0022 is for Columbia, ·5· ·Tennessee’s CBOC.· This is going to be an SDV list B

·6· ·set-aside.· We are seeking a minimum of 46,779 to a

·7· ·maximum of 55,034 of ANCI/BOMA and ABOA square feet.

·8· ·The proposed rentable square feet shall not exceed

·9· ·60,537 rentable square feet.

10· · · · The offered space must be located in a moderate-

11· ·quality building of substantial construction with a

12· ·focaccia, stone, marble, brick, stainless steel

13· ·liminal.· If not a new building, the space should be

14· ·in a building that has undergone will complete by

15· ·occupancy any kind of modern or adaptive reuse for the

16· ·space with modern conveniences.

17· · · · We are looking for 350 parking spaces reserved

18· ·exclusive for government.

19· · · · The offer shall include these costs in part of

20· ·the rental consideration.· Approximately 250 ABOA

21· ·square foot will be used for operation of vending

·1· ·facility.· This should also be included in the tenant

·2· ·improvement costs.

·3· · · · We are looking at a price proposal for a term of

·4· ·20 years firm, and the lease commencement date at this

·5· ·time will be upon acceptance of the space and

·6· ·anticipated no more than 24 months from award.

·7· · · · Right now, we are looking at the date of

·8· ·responses being received no later than 4:00 p.m. on

·9· ·August 13th.· That could change.· We are not sure yet.

10· · · · That is basically just a brief overview of what

11· ·we are looking for.· I think most of these things are

12· ·outlined in the RLP.· Will you continue, Brad?

13· · · · MR. SEIFERT:· Excellent.· Jonathan, if you want

14· ·to go in and start talking about the delineated area

15· ·and some of the things in Section 1.

16· · · · MR. TAYLOR:· Sure.· Yes.· The delineated area on

17· ·this, you have the eastern boundary of south on Hitch

18· ·Parkway, south on Tennessee 50.· I don’t know if you

19· ·guys are familiar with this area, but there is a lot

20· ·of suitable sites we believe in this area.

21· · · · This location is fairly large.

·1· · · · Southern boundary west on Boss Road, west on

·2· ·Murphy lane, west on Neeley Hollow Road, and west on

·3· ·Albert Matthew Road.· As you can see, it is clearly

·4· ·defined in the land area map which is on the next

·5· ·page.

·6· · · · The southern boundary -- the western boundary

·7· ·north on Campbellsville Pike, north on Sunnyside Lane, ·8· ·west on Trotwood Avenue, north on Rutherford Lane, ·9· ·west on Oakland Parkway.

10· · · · We tried to include as much of this area as we

11· ·could that was going to be near a business -- in the

12· ·actual business district which is not a very large

13· ·business district, but we believe it’s pretty well

14· ·defined in that area.

15· · · · MR. SEIFERT:· Yes, and one thing just to add to

16· ·that.· Properties that are fronting the boundaries of

17· ·the delineated area would be considered within the

18· ·delineated area as well.· Folks that submitted sites

19· ·during the market survey phase of the project did get

20· ·the impact on their properties.· I will add that you

21· ·don’t necessary have to have submitted a site during

·1· ·the market survey phase to use that property as your

·2· ·submission in response to the RLP.· You just wouldn’t

·3· ·have the benefit of having the site been toured by the

·4· ·group at that time.

·5· · · · Moving into the list of documents.· This is just

·6· ·a snapshot of the documents that constitute the RLP

·7· ·package.· So you have the RLP itself that we are going

·8· ·to spend most of the time on today.· Also, the lease

·9· ·which will be ultimately the contractual document with

10· ·a successful offer.· And then we have a bunch of

11· ·appendices; we will go over a handful of those.

12· ·And then just the standard forms that you have with

13· ·any government lease transaction.

14· · · · One of those standard forms is the security form.

15· ·As many of you know, the federal government has four

16· ·different levels of security.· Those are kind of based

17· ·on client agency mix, size and space, number of

18· ·employees, access into the building, et cetera.

19· · · · This is a Level 2 FSL project, so you will see

20· ·that FSL Level 2 appendices as part of the package.

21· · · · Looking at Section 2 of the RLP.

·1· · · · This is the area that talks about eligibility and

·2· ·preference for award.· These are kind of like what I

·3· ·would call a go/no-go type of items here.· Things that

·4· ·you must meet in order to have a proposal and be

·5· ·considered.

·6· · · · First of all, you need to offer space that is

·7· ·efficient as determined by the LCO.· Most of these, if

·8· ·not all of these, submissions I would think are going

·9· ·to be new construction, and so, the building shouldn’t

10· ·have any problem being efficient and meeting the

11· ·layout that the government has provided as part of the

12· ·conceptual plan.

13· · · · Next, the building cannot be within the FEMA 100-

14· ·year flood zone.

15· · · · Third, it must meet all fire and life safety

16· ·requirements.· Again, considering most of these will

17· ·be new construction, that shouldn’t be an issue

18· ·either.

19· · · · As part of the proposal, the VA environmental

20· ·folks require a Phase I Environmental Site Assessment

21· ·to be submitted.· This document has to be recent and

·1· ·completed within 180 days of the due date for the

·2· ·proposal.· We will look at that and, based on the

·3· ·information provided in here, if there are any

·4· ·recognized environmental conditions, we will provide

·5· ·feedback on a site-by-site basis.

·6· · · · Additionally, the federal government has to

·7· ·comply with MEPA and in order to do that, we need to

·8· ·have a Cultural Resources Study provided as part of

·9· ·the initial proposal.· Again, this document needs to

10· ·be within the last 180 days so it is a recent

11· ·document.· We will review that and then we will give

12· ·feedback as need be and, ultimately, go down the MEPA

13· ·process and, hopefully, get a categorical exclusion or

14· ·some other documentation that shows that the property

15· ·is developable and meets all MEPA requirements.

16· · · · Section 3 is how to offer.· This is kind of what

17· ·we are looking for you guys to submit to us.

18· · · · As Jonathan noted, August 13th by 4:00 p.m. is

19· ·the due date for the proposal.· We have a question

20· ·kind of stop date of July 16, 2024, also at 4:00 p.m.

21· ·Our goal will be to turn these questions around as

·1· ·quickly as possible.· Obviously, that is only about

·2· ·four weeks from when the questions are due to when

·3· ·offers will be due.· So our goal will be to turn those

·4· ·questions around and give you all a couple of weeks to

·5· ·have that information when you are putting final

·6· ·touches on your proposal.

·7· · · · Your offer that you will be submitting to us and

·8· ·we will get into a little bit more detail of what that

·9· ·is going to include, but in terms of how it will be

10· ·submitted, it will be submitted via email with a link

11· ·to a Share Point or a Dropbox or something like that

12· ·that we can go in, download the files, and be on our

13· ·way.

14· · · · We won’t accept any CDs, thumb drives, nothing

15· ·like that, so it has to be via email and the email has

16· ·to be marked and received with a timestamp by

17· ·August 13th at 4:00 p.m.

18· · · · The next couple slides are just snapshots of the

19· ·proposal compliance matrix.· Again, looking at the

20· ·names on the list here, most of you guys are pretty

21· ·familiar with the VA submission process and what needs

·1· ·to be included, but this is always a great checklist

·2· ·to make sure that you are including everything that we

·3· ·are looking for because there is lots of different

·4· ·information spread out through the documents that you

·5· ·are required to respond to and address.· This matrix

·6· ·kind of is a great cheat sheet to make sure that you

·7· ·are touching on everything that is required.

·8· · · · It has kind of what we are looking for here in

·9· ·this column and then where in the RLP or other

10· ·documents that it is noted.· You will see this.

11· ·I’m not going to spend a ton of time here, but again, 12· ·this is just a good resource as you are putting your

13· ·proposal together to look at.

14· · · · Submission will be in two volumes.· Volume one

15· ·will be all of the technical information.· And then

16· ·volume two will just be the pricing information as

17· ·outlined here.

18· · · · Further on in Section 3, we have the additional

19· ·submittals section.· We are just going to note a

20· ·couple of these that are important.· One is, 21· ·obviously, control of ownership.

·1· · · · That would either be in the form of a deed, an

·2· ·option to purchase contract, a PSA, a long-term ground

·3· ·lease that would extend beyond the term of the 20-year

·4· ·lease and give you the ability to develop the

·5· ·property.

·6· · · · Important to note that the entity that is on the

·7· ·document, whether it is a purchase contract or option

·8· ·to purchase contact, that entity must match the entity

·9· ·that is proposing and that needs to be the same entity

10· ·that is in SAM.

11· · · · Again, this just goes into different documents

12· ·that are acceptable to show control of the property.

13· ·It does not necessarily mean ownership of the property

14· ·today.· It is control of the property.

15· · · · Another part in the additional submittals is the

16· ·green globes requirement for new construction, so this

17· ·will be required to have two green globe

18· ·certifications.

19· · · · Section 3.07 talks about tenant improvements.

20· · · · This is going to be a project where the tenant

21· ·improvements are going to be developed through DID and

·1· ·CD process following award.· We do have an allowance, ·2· ·an estimated number, that is included in the RLP.

·3· ·Of course, that number is kind of a snapshot in time

·4· ·and an estimate.· Based on construction of the

·5· ·project, it is doubtful that it will exactly being

·6· ·that number, but it should give you a sense in terms

·7· ·of financing what kind of magnitude of pricing is

·8· ·going to be.· Once we get through the design process, ·9· ·then there will be pricing of the TIs through the TIX

10· ·table and, ultimately, a notice to proceed on the

11· ·construction of the tenant improvements.

12· · · · The government reserves the right in here to pay

13· ·lump sum for any of the improvements or, like, if they

14· ·would like to amortize a portion of the improvements, 15· ·they can do that as well.

16· · · · This lease is a full-service lease, so we are

17· ·looking for the successful party to provide everything

18· ·from utilities to janitorial service, interior and

19· ·exterior cleaning, maintenance of the facility for the

20· ·full 20 years of the lease.

21· · · · Moving onto Section 4.

·1· · · · This goes into detail about the method for

·2· ·awarding this lease.· This is going to be a best value

·3· ·lease.

·4· · · · As Jonathan noted at the beginning, it is a

·5· ·set-aside for SDVOSBs.· And then assuming you submit

·6· ·as an SDV, the next piece will be a best value

·7· ·tradeoff meeting that we are going to be looking at

·8· ·price and technical factors to make the determination

·9· ·of who the successful awardee will be.· In this case, 10· ·technical and price are approximately equal in

11· ·importance, so about a 50/50 breakdown between

12· ·technical and price.

13· · · · Within technical, there are basically three areas

14· ·that we are going to be looking at, and within these

15· ·areas, there are kind of subareas that we will be

16· ·looking at.

17· · · · Factor one is technical quality, and within

18· ·technical quality, we are looking at kind of three

19· ·areas of consideration.· The first being architectural

20· ·concept and building design.· This is really kind of

21· ·your design of both the interior and exterior of the

·1· ·building.· So what materiality you are using for the

·2· ·building, getting natural lighting to the building, ·3· ·using materials that are going to last the lifetime of

·4· ·this long lease, making sure that the building kind of

·5· ·fits within the marketplace in which it is being

·6· ·developed.· And then also the floor plan, making sure

·7· ·that the flow of the building works for the VA.

·8· · · · Next is quality site characteristics and

·9· ·development.· This is looking at both the site design

10· ·itself on site, so how does the parking look, how does

11· ·the site flow, what kind of on-site amenities are

12· ·being offered.· And then it also looks at the

13· ·surrounding area.· What are the amenities?· What’s the

14· ·public transportation look like?· What do the

15· ·adjoining roads look like?· What is the ease of access

16· ·to and from the property?· Those are things that are

17· ·being looked at under area consideration.

18· · · · Lastly is sustainable design and energy

19· ·efficiency.· This is looking at your green globe

20· ·submission.· It is looking at your energy star.

21· ·Again, it is look at materiality to make sure that the

·1· ·building is going to be sustainable and to the extent

·2· ·it can be energy efficient.

·3· · · · The second factor that we are looking at has four

·4· ·areas of consideration.· This factor is the off road

·5· ·fault occasions in past performance.

·6· · · · The first area of consideration is the off force

·7· ·past performance area.· This is an evaluation based on

·8· ·the past performance forms that you all will have

·9· ·submitted on your behalf directly to the contracting

10· ·officer and ourselves and we will look at those forms

11· ·and see kind of what past performance evaluations were

12· ·for projects that you have submitted or folks that

13· ·have submitted on your behalf.

14· · · · The second is design team and general contractor

15· ·qualifications.· This is just looking at your design

16· ·team and your general contractor.· Their experience in

17· ·completing projects of similar size, similar scope, 18· ·developing in this marketplace potentially.· This is

19· ·looking at the company itself but then, also, the

20· ·individuals that have been picked to work on this

21· ·specific project.

·1· · · · The third area of consideration is the financial

·2· ·resources plan.· This is how you are going to finance

·3· ·and fund the project.· We are looking at equity.

·4· ·What are the equity sources?· How reliable are they?

·5· ·We are looking at debt.· We are looking at multiple

·6· ·backup plans so there are contingencies in place if

·7· ·something goes a little bit sideways or if there are

·8· ·cost overruns.· In this marketplace, things are

·9· ·changing daily whether it is rates, constructions

10· ·costs.· This is your plan to make sure we are

11· ·comfortable that if awarded the project, you can

12· ·perform financially.

13· · · · Last is the project management plan.· And so, 14· ·this is your kind of plan in terms of design and

15· ·construction of the building.· Looking at quality

16· ·control, again, contingency plans, dealing with

17· ·permitting, phasing of the projects, your overall

18· ·schedule.· These are all considerations within the

19· ·project management plan.

20· · · · The third area or third factor I should say that

21· ·we are looking at is operational and maintenance plan.

·1· · · · Within operation and maintenance plan, there are

·2· ·three areas of consideration:

·3· · · · Interior and exterior maintenance of the building

·4· ·and grounds.· Pretty straightforward.· What is your

·5· ·plan to maintain this building over the lifetime of

·6· ·the lease?

·7· · · · The second area is routine and emergency calls, ·8· ·procedures, and response time.· If there is a routine

·9· ·problem at the building, what is the process for a VA

10· ·employee to notify building management so that a

11· ·routine issue is dealt with accordingly?· And then, 12· ·similarly, if there is an emergency, what is the plan

13· ·for that?· Obviously, to get whatever that emergency

14· ·issue is remedied or at least controlled in as short a

15· ·time as possible.

16· · · · The last area of consideration is the staffing

17· ·plan, administrative procedures, and quality control

18· ·plan.· This is kind of three difference areas, but

19· ·really, kind of how you are staffing the building and

20· ·what your plan is at an administrative level for the

21· ·property?

·1· · · · The last factor, which in this case, isn’t really

·2· ·a factor at all, it is something that you must meet

·3· ·and that is being a service-disabled veteran in small

·4· ·business.

·5· · · · That is how we will look at it technically.

·6· · · · And then the other 50 percent or half essentially

·7· ·is looking at the pricing.· The pricing is done on a

·8· ·present value basis looking at the cost per square

·9· ·foot on a present value basis.· The RLP itself goes

10· ·into detail in Section 4.05 about how that is going to

11· ·be calculated.· The free rent is being evaluated if

12· ·offered in the year of which it is being offered.

13· · · · So if you offer three months of free rent in year

14· ·one, three months in year, so on and so forth, that is

15· ·how we would run the calculations.

16· · · · And then your A&E fees and your PM fees are

17· ·looked at as markups to the TI and 4.05 goes into

18· ·detail about how that has gotten essentially kind of

19· ·like double counting the markup piece of it for count

20· ·four whatever fees on the A&E and the PM are going to

21· ·be.

·1· · · · This gets us down to a cost per square foot on a

·2· ·net present value basis and we are then able to

·3· ·compare apples to apples with all offers that are

·4· ·presumably going to be submitting different financial

·5· ·structures in their proposal.

·6· · · · The last section of the RLP is Section 5 which is

·7· ·additional terms and conditions.· I just want to point

·8· ·out a few things that are kind of unique to VA ROPs.

·9· · · · One is that any off-site improvements are the

10· ·responsibility of the lessor, so the jurisdiction is

11· ·going to require you to build a road or build a

12· ·sidewalk or a bus stop.· Anything that like that all

13· ·needs to be considered and built into your proposal.

14· ·It is not something that, after aware, the VA would

15· ·entertain paying for separately.

16· · · · Along the same lines, anything on site, anything

17· ·unforeseen, there are rocks you didn’t realize were

18· ·going to be there, something like that.· Again, that

19· ·is the lessor’s risk and their responsibility.

20· · · · 5.06 talks about the teaming arrangements.

21· · · · For the general contractor and the design team, ·1· ·you will need to submit letters on company letterhead

·2· ·for both the GC and the AE team just stating that you

·3· ·are team members and that they are going to be working

·4· ·on this project.

·5· · · · That is just kind of a summary of what we have

·6· ·gone over.

·7· · · · Moving to the lease, the lease has seven

·8· ·different sections, each one addressing a unique area.

·9· · · · Section 1 is the part of the lease that basically

10· ·takes your proposal and the terms that are submitted

11· ·and kind of puts that into the lease itself.

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

13· · · · Section 3 goes into shell components, so the

14· ·building costs are basically broken up to shell and

15· ·then TI.· So 3 is talking about the shell.

16· · · · Section 4 talks about design construction process

17· ·for post awards and that goes into detail about the DD

18· ·phase of the project, the CD phase of the project, and

19· ·deliverables that you would be submitting through

20· ·those phases.

21· · · · Section 5 talks about TI, so the opposite of the

·1· ·shell part of it.· Just going into what items are

·2· ·considered TI.

·3· · · · Section 6 talks about utility services and other

·4· ·obligations during the lease.

·5· · · · Section 7 is just kind of any additional terms.

·6· · · · We are not going to spend a ton of time going

·7· ·into the details of the lease.· That is a standard

·8· ·document for folks that have bid on VA projects in the

·9· ·past or have VA leases.· I’m sure you are familiar

10· ·with it.

11· · · · One area that we do want to point out is the HVAC

12· ·section because that has been modified.· The HVAC will

13· ·be completely shell.· In the standard GSA lease, you

14· ·had a piece of HVAC that is TI and that language has

15· ·been moved out of the TI section and into the shell

16· ·section of the lease.· The entirety of the HVAC system

17· ·will be shell.

18· · · · Just looking at the design overview, this is what

19· ·we are looking for you to be able to provide us and is

20· ·specific to factor one so we can properly evaluate the

21· ·building.

·1· · · · And so, in that proposal, we are looking for a

·2· ·detailed explanation and analysis of the design of

·3· ·the building as well as kind of the nature of the

·4· ·building.· This can be done through renderings, ·5· ·elevation drawings, section drawings, narrative, and

·6· ·probably a combination of all of those so we can

·7· ·understand exactly what the design concept is and what

·8· ·the materiality will be.

·9· · · · This just kind of points out different areas

10· ·within the package and the appendices that outline

11· ·regulations that must be adhered to in terms of the

12· ·building guidelines.· You have things within the RLP

13· ·itself.· You have the lease design narrative, the

14· ·program for design.· You have federal regulations.

15· ·You are going to have FGI regulations.· You are going

16· ·to have local regulations.· Whatever the jurisdiction

17· ·having authority is will have codes and ordinances

18· ·that need to be met.· We talked about the green globes

19· ·and then we have accessibility standards that must be

20· ·met.· ABA standards as well as BA barrier free design

21· ·standards.

·1· · · · This is a Davis-Bacon wage project, and so, all

·2· ·costs for this project must be paid Davis-Bacon wages.

·3· · · · Here is a list of the appendices and we will go

·4· ·through most of these here now.· I will just give a

·5· ·brief overview on what each is.

·6· · · · Appendix A is the program for design.

·7· · · · This really is like a breakdown of every net

·8· ·area within the space and then the number of rooms of

·9· ·that specific area.· For example, if you look at, 10· ·like, let’s say eye clinic here, there are four rooms

11· ·for optometry patient care, each room would be 130

12· ·square feet of net area for a total net area of 520.

13· ·This document goes room-by-room outlining everything

14· ·that would be in this facility.· This will correspond

15· ·with the conceptual site plan that we will get to in a

16· ·second.

17· · · · The project room and contents list takes the

18· ·Appendix A and just takes it a step further, so now, 19· ·in addition to listing the rooms, this also goes into

20· ·detail about what is going to be located within each

21· ·room.

·1· · · · This kind of just gives you a sense of what

·2· ·will be in the rooms in terms of your planning of the

·3· ·facility as you submit to us a floor plan.· Most of

·4· ·these are kind of furniture fixtures.· You will see

·5· ·here that, to use an example, for audiology, here is

·6· ·the room, there are two of these room, they are 260

·7· ·square feet each.· We pulled that information from the

·8· ·previous document.· Now, here is what is going to be

·9· ·in each of these rooms.· It has a cart, a chair, 10· ·another chair, computer.· And then the code is telling

11· ·you who is going to be buying and installing, so this

12· ·is like VA purchased and installed.· CC would be

13· ·contractor purchased and installed.

14· · · · The lease design narrative or LDN is a document

15· ·that is kind of an agency-specific requirements

16· ·document that goes into more detail in technical

17· ·narrative about interior design, architecture, site

18· ·and civil, and so, this document is pretty

19· ·standardized.· If you have worked on any VA projects

20· ·lately, it will look familiar.· Here is kind of an

21· ·overview of kind of the idea of the LDN is and it is

·1· ·to consolidate governing code standards, references, ·2· ·and guidelines that provide performance based

·3· ·standards for VA.

·4· · · · The next matrix is the room data matrix.· Again, ·5· ·these documents are kind of building on each other.

·6· ·This now goes into detail about what the finish is in

·7· ·the interior construction of the room will be.· So we

·8· ·will have this information for every single room as

·9· ·well.· You will see here the floor, what the floor

10· ·finishes, what the base finish would be.· Wall, you

11· ·have chips and board painted.· SCCR rating, what the

12· ·ceiling tile will be.· And then what the height would

13· ·be of the room.· This just kind of is a helpful

14· ·document.

15· · · · More than anything, once we get into the TI

16· ·portion, so successful award, sits down and we start

17· ·laying out the room after award.· This document is

18· ·really, really helpful in terms of knowing exactly

19· ·what the price for my rent.

20· · · · The next appendix is the CBOC transport system

21· ·specs.· This is an IT kind of tech document that

·1· ·outlines what that system looks like.

·2· · · · Here is the shell level II security requirements

·3· ·document.· Some items in here will be shell and then

·4· ·other items would be paid for with the tenant

·5· ·improvement allowance.· This is definitely something

·6· ·you want to make sure that you are covering the shell

·7· ·costs of in your rental rate.

·8· · · · Here is the conceptual floor plan.· I will say

·9· ·that VA has worked hard with the local group at the VA

10· ·medical center there in Nashville and the local group

11· ·in Columbia, Tennessee, to come up with this design.

12· ·I say that in kind of stressing that I would not

13· ·deviate too much from this.

14· · · · Obviously, the building’s dimensions are going

15· ·to be based on what your site looks like and how it

16· ·lays out, but in terms of the adjacencies and the flow

17· ·of the clinic, VA has come up with this spent a lot of

18· ·time doing so.· This is kind of how their prototype in

19· ·their minds works the best.

20· · · · Take that for what it is worth.· The clinic, as

21· ·you can see, has a few packed modules that is in the

·1· ·main part of the clinic here.· You have your mental

·2· ·health clinic along an outside wall over here and then

·3· ·this is kind of shipping/receiving/logistics type area

·4· ·over here.· And then these are your other clinical

·5· ·spaces -- Audiology, Eye, EM&R -- things like that are

·6· ·mostly located in this wing of the building.

·7· · · · With the packed model, the whole idea of kind of

·8· ·front of house, back of house is important to

·9· ·maintain.· That is demonstrated by these different

10· ·walls, so you want to have the VA staff -- doctors, 11· ·medical staff -- be able to have this back of the

12· ·house area where they are not interacting necessarily

13· ·with the patients.· And then you have the front of

14· ·house where the patients are able to access the

15· ·spaces.

16· · · · The next appendix is the VA janitorial services

17· ·and site management requirements.· Again, this is a

18· ·full-service lease.· We will be looking for the lessor

19· ·to provide all janitorial services.· This includes all

20· ·materials.· This document goes into detail about what

21· ·those cleaning requirements are, when we want the work

·1· ·to be performed, both interior and exterior of the

·2· ·building.

·3· · · · This next one is over a couple of the standard

·4· ·forms that should look normal to most folks.

·5· · · · The GSA Form 1364.· This is the government’s

·6· ·standard pricing form.· We are only looking for the

·7· ·20-year proposal here, so you just need to submit one

·8· ·of these.· In addition to this, we also have the

·9· ·Attachment 1 which would be the Excel document where

10· ·you can breakout your pricing year-by-year if that is

11· ·something that you would be interested to do where you

12· ·can have kind of the rent step.· Either way, both of

13· ·the documents, this 1364 Form as well as the

14· ·Attachment 1, need to be provided.

15· · · · Looking at this, there is where you would have

16· ·your rent, TI, BSEC, parking information.· Here is

17· ·your markup on here.· And then, Section 2, I’m sorry, 18· ·Section 3 goes into pre-rent, emissions, a total tax

19· ·parcel percentage of occupancy.· Like, would it be 100

20· ·percent.· HVAC for overtime, so outside of the normal

21· ·building hours.

·1· · · · And then you have an adjustment for Bacon

·2· ·premises.· For those that are not really familiar with

·3· ·that idea, that is a part of the lease that talks

·4· ·about if the government was to vacate the building at

·5· ·any time, you would still have a firm term lease with

·6· ·the government, but we would look to offset some of

·7· ·the savings that you have by not having the building

·8· ·functioning.· That is what this number is here.

·9· · · · Here is a Form 1217.· This is where you are going

10· ·to capture all of your operating expenses.· We have

11· ·kind of above Line 27 and below Line 27.· So the true

12· ·kind of operating costs or the above Line 27 numbers

13· ·that are summarized here and this is going to be your

14· ·total annual costs.· And then your below Line 27

15· ·number -- which is taxes, insurance, reserves, 16· ·commission, and management -- these will all be built

17· ·into your shell rate and captured there.

18· · · · We have the general clause to this document that

19· ·will become part of the lease and governs a lot of the

20· ·leasing ideas that are not captured within the lease

21· ·itself.

·1· · · · This is kind of just a wrap-up summary of what

·2· ·the contract requirements are and things that you

·3· ·would need to meet or the building needs to meet.

·4· ·Fire protection, life safety, physical security, ·5· ·zoning, (inaudible), local codes, national codes, ·6· ·the biggest thing that might be talked about, and

·7· ·accessibility requirements.

·8· · · · This is kind of a wrap-up reminder of things to

·9· ·kind of be careful of and read all parts of the RLP

10· ·and respond accordingly.· Just because you have looked

11· ·at one RLP does not mean they are all the same, so

12· ·respond to this project specifically.

13· · · · Audit and ensure compliance for Section 3.02.

14· · · · Make sure to initial all pages of the offer.

15· · · · Ensure completeness and consistency throughout

16· ·the proposal, that all forms are completed and are

17· ·accurate.

18· · · · Make certain that the offering entity matches

19· ·throughout the document and has been signed by

20· ·somebody that has authority to do so.· Again, that

21· ·ties back to your SAM registration which is the next

·1· ·thing on the list.· Matching the control of property.

·2· ·Matching the up/or.· Matching the letters on your

·3· ·financing plan.· All of that needs to be tied

·4· ·together.

·5· · · · And this is talked about again -- 1364 and

·6· ·Attachment No. 1 -- that we touched on earlier.

·7· · · · A few other reminders:

·8· · · · To ensure that the Phase I and culture resources

·9· ·study are submitted with the initial offer.· I know

10· ·there is a long lead time on these items, so make sure

11· ·you are getting those started straight away.

12· · · · Any letters in terms of zoning, utilities, et

13· ·cetera, should come from the AHA following the RLP as

14· ·well as the compliance matrix that we went through.

15· ·These documents are big.· There are multiple offers.

16· · · · If you are sitting in an evaluation board, it is

17· ·very helpful if the structure of the proposal and the

18· ·narratives and the drawings and everything are

19· ·submitted in a way that makes it easy for the folks

20· ·doing the evaluation.

21· · · · I think that only can help you in having a clean

·1· ·offer that has a good format and structure to it.

·2· · · · The last thing here to point out which is super

·3· ·important is that the VA will not accept any

·4· ·conditional offers.· We are not going to accept

·5· ·changes to standard lease language or conditions upon

·6· ·which the proposal is being submitted.· You need to

·7· ·stated that you are going to meet all requirements of

·8· ·the lease and you can do that by initialing the lease

·9· ·and submitting that in.

10· · · · Other reminders:· Evidence of ownership, putting

11· ·together a comprehensive schedule.· This is going to

12· ·be part of the project management plan that has an

13· ·occupancy date in there.· And then we talked about the

14· ·financial resources as well.

15· · · · Kind of as a wrap-up here.

16· · · · Like we said, we are not going to be taking

17· ·questions during the call.· That said, we absolutely

18· ·want to make sure that all questions are submitted and

19· ·answered and we are going to do so as quickly as we

20· ·can.

21· · · · When you get into the RLP and the lease and the

·1· ·attachments and you have questions, please submit

·2· ·those in writing by July 16th at 4 o’clock and you

·3· ·will see on the next slide, we have a format here.

·4· ·Question number, the section, and then the question.

·5· ·It is very important that you state the section as

·6· ·well as the document because we have so many forms and

·7· ·so many of them are very large documents.· We need to

·8· ·have that information so we can quickly figure out

·9· ·exactly what the question is and best address it so

10· ·you have some clarity for it.

11· · · · That is pretty much everything we wanted to touch

12· ·on today.· Jonathan, I want to turn it back over to

13· ·you to see if there is anything else you wanted to

14· ·make sure that we were able to discuss before we close

15· ·out the meeting.

16· · · · MR. TAYLOR:· Not really, Brad.· You did a great

17· ·job.· If anybody has any questions, please submit them

18· ·and we will try to get everything responded in a

19· ·timely manner.· We look forward to you guys submitting

20· ·some good quality proposals.

21· · · · MR. SEIFERT:· Awesome.· Thanks, Jonathan.

·1· · · · Thanks, everybody for making time today to go

·2· ·over this.· Like Jonathan said, we look forward to

·3· ·everybody working on this project and getting your

·4· ·submissions in.· Please submit your questions as soon

·5· ·as you can and we will get answers back to you guys

·6· ·ASAP.

·7· · · · With that, we will close the meeting.

·8· · · · Again, thanks for everybody’s time.

·9· · · · · · ·(Whereupon, the conference concluded at

10· ·11:48 a.m.)

·1· · · · · · · · · · CERTIFICATE OF NOTARY

·2· · · · · · ·I, LINDSAY MCELHINNEY, before whom the

·3· ·foregoing conference was taken, do hereby certify that

·4· ·the proceedings were taken by me by digital recording

·5· ·means and thereafter reduced to typewriting by me or

·6· ·under my direction; that said transcript is a true

·7· ·record of the proceedings; that I am neither counsel

·8· ·for, related to, or employed by any of the parties to

·9· ·the action in which this proceeding is taken; and

10· ·further, that I am not a relative or employee of any

11· ·attorney or counsel employed by the parties hereto, 12· ·nor financially or otherwise interested in the outcome

13· ·of the action.

15· · · · · · · · · · · · ____________________________

16· · · · · · · · · · · · LINDSAY MCELHINNEY

17· · · · · · · · · · · · Notary Public in and for the

18· · · · · · · · · · · · State of Maryland

19· ·My Commission Expires:· June 2027 aries.spearman Placed Image

3 VA OUTPATIENT CLINIC PRE-BID CONFERENCE

4 COLUMBIA, TENNESSEE VAC PROJECT

5 LINDSAY MCELHINNEY, COURT REPORTER

6 WASHINGTON, DC

7 Tuesday, July 9, 2024 8 Time: 11:06 a.m.