Katy TX OPC RLP No_36C10F25R0024 _ Amendment No_1_ 7.8.2025.pdf

Lessor: Govt:

AMENDMENT NO. 01

REQUEST FOR LEASE PROPOSAL NO. 36C10F25R0024

July 09, 2025 Veterans Affairs (VA)

Katy, TX - Outpatient Clinic (OPC)

1. DOL Wage Determinations REV 05.16.2025 are deleted and replaced with REV 07.04.2025

• 19 - Katy TX Fort Bend County

• 19- Katy TX Harris County

• 19 – Katy TX Waller County

2. Katy, TX OPC - 36C10F25R0024 – Pre-Bid Conference Slide Deck posted to SAM.gov

36C10F25R0024.

3. Katy, TX OPC - 36C10F25R0024 – Pre-Bid Conference Transcript posted to SAM.gov

36C10F25R0024.

4. Katy, TX OPC - 36C10F25R0024 – Pre-Bid Conference Video Presentation available upon request to VA Broker at james@dhcres.com and brandy.pilco@cushwake.com.

END OF AMENDMENT

GOVERNMENT:

Cynthia White, LCO Date

Attachments:

19 - Katy TX Fort Bend County DOL Wage Determination - REV 07.04.2025 – 7 pages 19 - Katy TX Harris County DOL Wage Determination - REV 07.04.2025 – 8 pages 19 - Katy TX Waller County DOL Wage Determination - REV 07.04.2025 – 7 pages Katy TX OPC - 36C10F25R0024 - Pre-Bid Conference Questions and Responses – 4 pages Katy, TX OPC Pre-Bid Conference Transcript 6.20.25 – 19 pages Katy TX OPC - PreBid Conference - slide deck – 30 pages

Cynthia White (Jul 8, 2025 15:22 CDT) Cynthia White 08/07/2025 mailto:james@dhcres.com mailto:brandy.pilco@cushwake.com

Lessor: Govt:

All respondents to this RLP shall acknowledge receipt of this Amendment No. 01 by initialing every page of the Amendment and signing in the space provided below. The acknowledgement must be received with the initial offer.

Receipt of Amendment No. 01 is hereby acknowledged:

FOR THE OFFEROR:

Company

Offeror Name (printed)

Offeror Signature

Offeror Title

Date

Transcript

June 20, 2025, 2:57PM

James Cassidy 3:01 Good morning, everybody.

We'll kick off here in a minute, but wait for some people to come.

OK.

OK.

OK.

OK.

OK, looks like we're a couple minutes past the top of the hour here.

We're gonna get ready to kick. Unless Cynthia and Brian, you want to weigh in another minute or two?

White, Cynthia M (CFM) 5:58 Good morning, James.

No, I think we can get started with by three minutes past the hour, so.

If anyone else comes in, we can just add them into the poll.

So first I want to say good morning everyone.

We're going to go ahead and get started. This meeting is being recorded.

We are here today for the Pre bid conference for the K outpatient clinic.

That'll be located in Katy, TX.

You can move to my slide. Thanks.

White, Cynthia M (CFM) 6:47

OK.

Thank you again.

We're here today for the Pre bid conference for the Katie outpatient clinic that will be located in Katy, TX.

The RLP has been posted on sam.gov with offers due on August the 6th of 2025 at 4:00 PM Eastern Standard Time. PA will not entertain any questions during the conference.

However, questions are doing writing to the VA advisors.

Listed below which is James and Brandy.

Umm.

And those questions are due by June 26, 2025, by 4:00 PM Eastern Time.

VA will post responses to questions received and the transcript of this pre bid conference on sam.gov next slide.

Our agenda.

For this pre bid conference is we'll have our introductions and opening remarks, project overview, RLP package overview, our design overview and finally we'll have our key procurement dates and wrap up session.

I am Cynthia white.

I'm the contracting officer for this project from Central Office.

Also on the call we have Brian Hilton, Wilfredo Melkor, Brent Bruce Metts from the Medical Center.

We have Tiffany Ard, Barbara Bell, Sandra Francis, Dr. Latha Archibald and Chris Paulet, also from our ocam's office. We have Michelle.

A bit lost in Diana, Cali though. Herosa, I'm sorry.

We have a architect and engineer. Will Zimmerman on the call, and we have Ava advisors and broker service John Luffy, James Cassidy, Emily Erlenbach, and Brandy Pilco.

Now will I'll turn it over to our VA advisors to begin our project overview.

James Cassidy 9:08 Great. Thanks, Cynthia.

Brandy, click the next slide.

Good morning, everybody.

James Cassidy here, like Cynthia said, I'm the broker team for this procurement.

The next two slides we just want to hit some very high level items for this procurement and just so everyone's clear, this is the outpatient clinic for Katie, OK.

I know there's another project in Katie for the CLC, and then there's two in comrades, so they're all kind of right next to each other.

But this is for the outpatient clinic.

For this project and that's what we talked about for this previous.

Again, you'll see at the front page of the RLP states very clearly that this is an spbosb.

Set aside, a service disabled veteran owned small business, so only STD SBS are permitted to respond to the solicitation in terms of size, we have a min about what a

Max.

Listed in RLP. So the min on the slide 149,000.

10 square feet and then the Max hundred 75306. You know that equates to the rentable not to exceed of 197 two 19219 thousand RSF. All of that will have to be taken into account to have another thousand parking SP.

On the site, so a decent amount should be going to be needed to to build this site and accommodate the parking on the pricing for this procurement like most.

Cfm level proposals that get out there or PS.

We need pricing both in the 15 and 20 year terms. So we need to see pricing for both.

In the pricing.

Remember, taking account is a fully serviced lease, so all utilities, taxes and janitorial need to be included.

In the rent and then there will be ATI improvement allowance and that will be come out as a lump sum.

Last two bullets I think are pretty key, just so everyone's aware of everything from a planning purposes you know from the date we award this lease, it's almost about three years.

You know, approximately build time, we put 35 months, almost three years and then your the lease term commencement date will go into effect on the acceptance of the space so.

22 big dates as you're working through your planning.

Team and putting together your project plan.

Brittany next slide.

OK.

So where we're at in this procurement, obviously a lot of work has been done on the VA side to get us to the point where we're at today from a, from a planning and devising the requirements of what is needed from the VA standpoint.

And you know, and then issuing out the request for these proposals to RLP that went out, obviously, we had prior to that, we had the UI that went out and then we did a market tour.

So now we're at the RLP stage. We're doing the pre bid today.

And then the rest of the game plan to get to award is we get initial offers in, we go through an evaluation of those both from detecting on a price standpoint. We'll go back to the offers to request clarifications, initiating discussions if necessary.

You will then submit back a revised proposal to our team and then we have to go through the environmental and cultural.

Resource reviews from that standpoint.

So those those can be somewhat lengthy.

We have internal VARPLG their legal review, and then the congressional review period, which is 30 days towards the end before we get to an award and then award.

So that process.

Is kind of the game plan.

We don't.

I think once we get to initial offers in and we have those requests for clarification to go out, we'll start talking more to you guys about, hey, what is anticipated award date look like for this and we'll get more in detail at that but.

That's that's down the road. So we'll get there.

The next kind of phase of this, the pre bid is kind of walk through section of the RLP that we think are important for you to to highlight to you in some of the areas the RLP where we see developers offers kind of miss some things or they.

They're not paying attention.

So those are the things that we're going to highlight and Brandy's going to kick it off here.

We're not going to touch on every section of the RLP or every paragraph.

Like I said, there's kind of the important ones.

The ones we see where people forget to address correctly.

So, Brandy over to you.

Brandy Pilco/USA 13:39 Thanks James.

All right. So as some of you have done these projects before, know the sections of the RLP start off with Section one statement of requirements.

This is really the bare bones of you know what the VA is seeking, and we'll go over a few of those sections in a little more detail further down the presentation. Section 2 is eligibility and preferences for award.

The guidelines this the requirements.

Fede that the VA needs at their locations or for their buildings.

So look at those please. Also then going into Section 3 how to offer this is going to be how your offer should be submitted to us for review.

It'll be broken up into sections.

Deadlines, timelines, who and how your offer should be submitted to us will be in Section 3.

So that's a very important section.

Please review it.

Moving into Section 4 method of award will explain to you how the VA is going to be evaluating your offer.

Also, a very important section.

If you have questions about, you know how it's going to be awarded or what should be in your proposal, take a look at Section 4 method of award.

it's not meant to be a secret of how the proposals are being looked at.

Make sure you understand how the VA is going to be evaluating your proposal.

So then you have a better understanding of what should be in your proposal.

Section 5.

Additional terms and conditions.

Take a look at this section as well.

We'll go through a few that just pop up.

This is sort of a section where things could be added in, so just take a look at Section 5.

We try to call out anything that's been modified in the RLP. Also in this section, so take a look there.

Going into some more specifics specifically for section one statement of requirements like James mentioned, we need two lease terms, 15 year firm and a 20 year firm term. As far as your pricing submission comes in and that'll be adjusted volume to pricing only section 1.03.

Is your area of consideration.

This has not changed.

From what was posted in the EOI.

So again, making sure that your parcel your land is within these boundaries as a note buildings with property boundaries on the Boundary Street are deemed to be within the delineated area of consideration.

So again, please make sure when you're submitting your proposal that it's very clear what your parcel is and then where you're planning to have the VA building the parking.

Delineated within that parcel, please.

Here's just a visual map of the delineated area for Katie.

And then your unique requirements are in section 1.04.

These were also posted in the EOI that was sent out earlier, so just quickly going through them.

I'm not going to read through all of them.

I'm just going to look at a few if you guys have concerns or questions on your site.

If it meets these criteria, these are considered a bit of a no go or go statements.

Please make sure you write them out when you're submitting your questions.

That are due, I believe, except June 26, the week from now, and we will answer those.

And you know, give as much clarity as we can as far as if any of these are going to be amended or not or if they're going to stay as is.

One thing to know, Please note that offered space will not be considered if it's located where overhead, high voltage, power lines, cross site and also that your offered space will not be considered if located.

Located in close proximity to property with incompatible uses.

And those are stated very clearly here.

Retail liquor establishments, correctional facilities, businesses or firearms are sold, railroad tracks, etc.

Going into section 1.06 list of RLP documents, this is a pretty lengthy list as some of you may know.

Please make sure that you read through even though there are a good amount of appendices, but this is going to be not only what's in the RLP, but what will also constitute the lease if you're awarded.

So you need to understand fully the scope, the expectations of what's going to be going into, not just the project but the long term leases.

Self Please ensure that all of these documents are sent back in your initial offer with the appropriate initials of the signature authority.

Going into Section 2, eligibility and preferences for award, the big one is going to be flood Plains 2.02.

Please ensure that your site is not within 100 year floodplain.

This includes your ingress and egress routes.

Please also look at accessibility.

Verify that in your lease proposal that the building space in areas need accessibility requirements. If you are just submitting, you know a plot of land and it's not an existing building.

Just a really quick one page document stating that you have read and you understand 2.07 accessibility and that you know the future building will meet all such requirements is what we're looking for here.

For Fire Protection and life safety, you'll see that there's a form in the packet.

1212 thousand please make sure that you fill that out and also just have a very good understanding that what fire life safety requirements.

Are going to be needed when building the building per the code.

Also in section 22.11 due diligence and national Environmental Policy Act requirements, this one is a big one. This one takes time, so please make sure that.

You're coordinating the efforts of your phase one study in accordance with the requirements of the RLP, which state that the phase one study needs to be completed within 180 days before initial offers due date.

So sort of back track from an apologies, I don't have it at the top of my head, but the August deadline, you know, make sure that your phase one is not, you know outdated, it needs to be within that 180 days prior to that August.

State please also make sure that your phase one ISA is done and credited by you know, the credentialed point of contact as stated in the RLP and provide those credentials for us.

It just helps you know the VA SME's review those phase one's a little quicker and make sure that they meet all of the requirements. If you're phase one identifies.

Any REC's which are recognized environmental conditions, please be aware and be prepared.

That you, as the off road, will be responsible for addressing any of those Rec's at your sole cost and expense, which includes the first step in that is performing a necessary phase two Issa.

And that phase two ISA would need to be, you know, commenced rather quickly because we can't determine how those REC's can be mitigated until the phase two EISA calls it out and plans.

Out those sort of mitigation.

Processes. So just please be aware of that because it does take up time.

Going also just really quickly touching on the hydrology statement, very similar to like the accessibility or the asbestos since it's just a parcel of land right now.

Just make sure you're sending in sort of a very quick summary understanding of you understand and have read that section and the requirements pertaining to it.

For section 2.12.

National Historic Preservation Act requirements again, if this pertains to you, please just make sure you submit.

The required information is outlined in 2.12. If not, then you sort of don't need to do anything for section 2.13 cultural resources study.

Again, there is a timeline with the cultural resources study.

Please make sure you read and understand that section and that it is done by a qualified certified professional as outlined in that section as well.

I'm gonna move it over to James for Section 3 on how to offer.

James Cassidy 22:49 Yeah. Thanks, Brandy.

How to offer so one more slide there, Brandon?

There we go. OK.

So big things in Section 3 lease, you know, how do you submit your offer back to us and the key dates here, your RFI questions are due as already addressed are due June 26th by 4:00 PM we've already started to get a couple in continue to sub.

Them we'll try to do our best to get a quick turn around on those and get the answers back out to you guys.

Your offers are then due.

August 6, OK, 4:00 PM eastern.

Please don't be late.

Your offers can be submitted.

You know electronically.

So we understand these proposals are big.

So they're they don't attach to an e-mail that well, if you can figure it out good. Now you send it that way.

But if you'd like, we see the best way to kind of submit these is through a Dropbox Dropbox link to us or SharePoint link.

It's usually the most efficient, and I would request if you do.

That you know, and you're going to run up to that 4:00 PM deadline on the 6th to send us the link early.

Make sure we can access it.

We can open the file in there. Just put a test file in there and we'll give you a thumbs up or thumbs down to let you know that we can. We can receive it because if you send us a link and you know it's at right at the.

4:00 PM deadline on the six and we can't open the link.

We can access the link you know there you know it.

It could be considered a or deemed a late submission and and not.

It won't be potentially not accepted.

So you don't want to run into that.

So we're offering that as kind of a free service that you know share link with us beforehand. We'll test it and go from there. When you e-mail your submissions in, obviously on the IT needs to be to Cynthia, the LCO for the procurement. And then if you could.

Please copy myself James Cassidy and Brandy. And then we also put up there an organizational mailbox if you can also include that e-mail address in there at submitvarlp.

Dhcres.com.

That way we just make sure we don't miss anything or any rlp's that get submitted to get sausage in.

Somebody's inbox.

That e-mail address is we forgot to put in the RLP, so it's up here for everyone to copy. So if you see it there, please jot it down and and make sure you include it in your RLP submissions.

If you have not submitted an RLP recently for a VA day or or for the CFF, for vacfm, the volumes have changed.

So it used to be just two volumes, your technical and your price.

The new RLP.

It's broken out a little bit different and now it goes into four volumes by one being the technical volume to being the price.

Volume 3 is your environmental and volume four is your additional submittals and financial capacity.

Each each file size cannot be more than 7.5 megabytes.

You know Azure Azure organizing these please if you need to extend multiple links to get them in you know.

Cluedo's in the base of one e-mail.

Don't send an e-mail for each volume.

Try to make it concise and easy to identify.

Hey, this is your offer.

These are your four volume 2.

There are 4 links in one e-mail to our team, so we we don't miss anything.

Please thoroughly review Section 3.0 two of the RLP.

We will not provide extensions for late submissions, so that's that's directly from the LCO from Cynthia and they won't be entertained.

So that's that.

Next slide please.

OK, another section in Section 3 to look at is section 3.04.

This talks about how we score these leases. If you're familiar with federal leasing or VA leasing, you need to score as an operating lease. The way we score them is we take the net present value of your cash flows divided by the fair market value and that tells.

Us, you know, whether you score above or below the 90% threshold. Obviously if you're above the 90%, you're scoring as a capital lease and we cannot award to it.

Scoring below your score is an operating lease.

And and you're good from that perspective.

So that's how the scoring works. If you have additional questions that put in RFI and we'll try to answer it there.

Section 3.06. There are a bunch of line items here in the RLP of things that you need to include in your RLP.

So please pay specific attention 3.06.

There are specific things that we're asking that you submit back on.

We only included a couple bullet points here of things that where there's usually questions or people missed the 1st.

Worth being showing that you have that they're authorized to represent that site from the landowner.

So if you don't own the site already, we need something in writing from the actual landowner saying that you're authorized to present it and it, you know, the the piece of writing needs to should include some kind of letterhead, you know, a signature, their name and contact inform.

So we know.

It's a person that we can reach out to if we want to verify for ourselves.

That that's there. The next item 3.06 is.

Evidence of site control for the duration of the lease.

So it's a 20 year lease showing control that you have showing that you're going to have control of the site. So you can do that in a couple ways.

If you don't already own the site, you have an option to purchase the site from the landowner and with the option to purchase, make sure that you have enough.

You have enough leeway in there to get you through from the time.

You submit your initial proposal through. When we get to award and that can take several months from the time initial proposal due. So make sure you have enough leeway in there and your option to purchase.

If you own the land right now, you know, present back to us a deed showing that that you own the land, or if you're going to be leasing the land, showing that you have, you know, a lease in place from the site owner and that that lease.

Will extend up to the 20 year right beyond the 20 year mark.

So you have full control of site.

Another bullet point in section 3.06.

We've moved some of the. This used to be in Section 4 showing your financial capacity.

Of how you're going to fund this project.

We used to ask for a lot of these details in Section 4.

They're now in section 3.06.

But what?

We're asking for here is a very clear narrative of how you're going to fund the project in the near term and how you're going to fund the project over the duration of the 20 years.

Get the thing built.

The near term financing is what we look at.

It's like from the day you got awarded potentially this this lease. You know, how do you fund the land acquisition if you don't already own the site?

How do you pay commissions?

All the associated professional fees that go that go along with that and then how do you you know how you get an equity to secure any long term financing that you're going to need so?

A very clear narrative and and make sure it's laid out.

Clearly to us.

So we were able to verify the information and there's more detail on this in section 3.06, but we're just reiterating here to make sure it's it's very clear to everyone. This is what we're looking for.

Next slide, Valerie.

OK, 3.07 is your Ti's the Ti's for the project?

It's gonna be paid in lump sum.

54,696,650 is the is the total TI lump sum.

Any questions on that?

Put it in an RFI.

But that's that's that's the number.

And again, it's going to be paid lump sum.

Section 3.11.

This talks about your operating cost requirements, again fully serviced lease.

Offer needs to state on the 1360 fourth operating costs are going to be firm or they're going to adjust annually by the CPI.

That's a check box in the 1364 that you asked for any to check the offers must ensure that operational costs in any annual maintenance required for the lease are included in their submission.

So with this bullet point we're talking about is, you know anything that's in there.

Or anything that's covered in the lease services narrative that's gonna go into operating the facility over the 20 years.

You know, we're not looking to you guys say, hey, it's gonna cost us this.

And then in year five, you, you know there's a service that you didn't account for that was identified in the lease service narrative and it's really costing us.

You're not gonna go back, have a chance to go back and build the government for that. So make sure that you're accounting for everything. Now, when you submit these proposals.

Back-to-back to us.

When you complete your your 1217 and you check item G Miscellaneous on line 26, you need to fill out another sheet identifying each. You know what? What are the miscellaneous items that are accounting for that number that you put in. Line 26 on the on.

The 12:17.

So please, it can just be an addendum to the 12:17.

Put it right on the back of it so we know all the items.

Or costs that you're you're kind of bundling into miscellaneous?

For this procurement, obviously we're going best value trade off.

So what that means is that all the technical non price factors when combined are approximately equal of importance to price.

But as you know, as the proposals become more equal in the technical merit, they evaluated, price will become comparatively more important.

So the government is looking to make an award over the to the best value overall, best value to the government.

And the two middle bullet points.

The government intends to buy proposals and award a contract without discussions with offers.

And the initial proposal should contain the offer's best terms from cost, price and technical point LCO reserves.

The right to you know, not have discussions, have discussions or ward off initial proposals.

And that's that. Next slide please, Brandon.

One more slide.

Yeah, there we go.

OK, OK. Tactical factors again, if you haven't, if this is, if you haven't responded to Ava RLP this year, these are the new technical factors.

There used to be 4.

Now we're up to six.

Factor one is your location inside of factor one. You have your your unique requirements, your neighborhood and amenities and transportation visibility and access.

In Factor 2 is the technical quality, the architectural concept and building.

Design the quality of the site characteristics and the development of it. Sustainability, design and energy efficiencies in factor 3. That's going to have your delivery schedule, design and construction duration, CPM schedule and your Project Man project management plan.

Factor 4 is your qualifications and past performance as an offer.

So your past performance qualifications and then also your design team and GC qualifications are also going to go in factor 4.

And factor 5.

Maintenance plan. This talks about the interior and exterior maintenance of the building and the grounds how you respond to routine merchant calls, procedures and response times your staffing plan.

Administrative procedures and quality control plan and then factor 6 is your socioeconomic status and for this obviously, since you have to be an STV USB to respond to the solicitation.

Is everyone be great at neutral hair because everyone should be an stpsb.

Next slide.

In section 4.05, this kind of gives you the definitions of how we how we determine the PVA for your offer that you submit back to us and we'll run the PVA both on the 15 year numbers that you give us in the 20 year numbers.

That you provide to us.

The present value price evaluation is based on the annual price per boa square foot of that offer.

Again, the offers must be a fully service leased.

And the TI lump sum.

As we mentioned before, the $54,696,650 paid in lump sum and then the offer cannot exceed the GSA prospectus level threshold.

The FY26 or FY25, which we're in right now?

GSA prospectus threshold is $3.926 million of unserviced annual rents by the time we get to award this whatever year that's going to be in, obviously that will increase a little bit.

But as an offered, you need to be at or below.

Whatever the current fiscal year, GSA prospectus level threshold is and those numbers are available to anyone on the Gsa's website.

Brandy Pilco/USA 36:20 Then I'll just go over briefly Section 5, which is the additional terms and conditions.

So something to please take note of in regards to your site development that you will address in, I believe it was volume three, the cost of off site improvements will be borne by the lessor. The lessor is responsible for determining the cost of those off site improvements prior.

To the lease award and including the cost of those off site improvements in your proposed rent is shell.

Also in 5.03 due diligence, please understand and acknowledge that it's the lessor's duty to conduct reasonable site inspections for the proposed site.

Brandy Pilco/USA 36:59 And then your teaming arrangement in 5.06, please make sure that when you're providing evidence of your teaming arrangements with both your GC and your design team that you're confirming not just your teaming arrangement with arrangements with one another, but you're also outlining the roles and.

Responsibilities of each of those parties.

In either you know throughout the project process and then also any offeror who's submitting as a joint venture, please make sure that all your proposal submission documents are in the name of that existing JV, not the individual partners of the JV.

So please make sure that you know you're Sam.

Your JV contract.

And then who's signing on behalf of the JV?

All of those documents should be in the JV name, so please make sure that you provide that as well as also required with the JB is your organizational structure making sure that everyone's role names titles are very clear and succinct again on who's doing what and how.

That all comes together throughout the project.

And then that wraps up the RLP sections. I am gonna turn it over now to will.

Who is the architect in regards to the Katy design

Will Zinnerman 38:26 Hello the design overview and appendices.

We'll start off talking a little bit about the agency specific requirements package, Appendix A, which is the program for design, will list all of the spaces that are to be included as a part of this facility.

It will list out the square footage as well as the departments that fall under.

For Appendix A1, the project room contents list that will also show all of those spaces.

That are in the program for design and all the contents that are expected to be included within each space.

Appendix A2.

The least designed narrative will cover the general requirements such as codes, different standards. It'll go over the planning and designing criteria which will include.

Pack guiding principles as well as the planning approach, the room data matrix, and then it will also talk about the technical narrative expected from the site, civil architecture, interior design.

As well as all of the mechanical, plumbing, electrical, lighting and telecommunication aspects.

Also, Appendix A4 will go over the C Bach Information and Transport system specifications that will be listed as well as 4.1, which will cover the IT the information technology, data center design narrative.

Appendix A5 will go over the security requirements, which for this facility, which will be an FSL 2.

Appendix A6.

Which is the conceptual floor plan, also known as the Block plan.

And Appendix B, which is the lease service design narrative which talks about servicing on the janitorial front for this project. Next slide.

This is the conceptual floor plan, and so it shows adjacencies of different departments. You will find that listed in the colored area.

Corresponding colored area as well the adjacencies were adjacencies that was discussed with the facility.

So you'll see that laid out as is when you go through the conceptual floor plan.

And that is it for.

What design overview and appendices?

Brandy Pilco/USA 41:12 Thank you, will.

So just some final thoughts on your RLP preparation.

Again, reiterating that this RLP is only going to be for eligible service disabled, veteran owned small businesses, please make sure you're submitting your SDVOSB you know, registration your vet cert, things of that nature.

Also, again, can't be emphasized enough to. Please read through the entirety of the RLP and the lease documents in their entirety.

And then provide your responses again in the format described in 3.02 receipt of lease proposals.

A gentle reminder offers that do not comply specifically and correctly in accordance with the direction contained in the RLP are at risk for a contracting officer's determination of nonresponsive.

You know, James and I are here. If you guys have concerns when you're putting together your ROP package, you know anything we can give guidance on or give answers to. We are here to answer and we'll try to answer that for everyone. So.

Please, when that deadline in your mind of June 26 one page, please make sure you give thoughtful questions of as far as you know how you should be proceeding and if you have any questions, that's the time to be asking them.

Please be certain that all documents are accurately and consistently identifying the offering entity and also again, please be certain that we can locate the property or the building you are proposing.

This should be very clear, should be straight out in your offer on the cover letter.

Very easy please for us to identify again the parcel delineation as well as the delineation of where the building will be, where the parking will be, etcetera. If the address is not yet available, please provide us the 10 digit grid coordinate even if the address is available because.

We run into this a few times.

Providing that 10 digit grid coordinate very clearly and succinctly on a map.

Helps us out a lot to make sure it's there's no assumptions.

We know exactly where it is.

Also, with assumptions, please be certain that your attachment one numbers which are in that Excel document exactly match the numbers listed on your GSA Form 1364 and the 12:17.

Again, it just makes it clear of the understanding of what your pricing is, how your scoring's done in your PVA.

So please make sure that those numbers are in alignment.

Again, please be certain that all your documents are properly.

Initialed and signed by your offers authorized signatory and who that authorized signatory is should be clearly called out in your you know JV org documents that you send to us.

Also, be sure that the offering entity is registered in Sam and registered under the appropriate Naci code which is 531120.

Please make sure you also read through all those Sam reps inserts. I know they're lengthy.

A lot of will and will not boxes to check.

Please make sure that you've checked the appropriate one.

That's correct with your organization.

Also, all these forms must be consistent with your operating agreement, your offering, entity acknowledgement form and your form 10091.

Again, just across the board, please make sure of course, that your offer is submitted by the deadline identified on the cover page of the RLP.

And we'll go over that again.

One more time.

And also reiterating what James mentioned, it is the government's intent to award off of initial offers.

Therefore, Please ensure that your initial proposal, both technical and price, contain your best terms.

Because again, we wouldn't want to catch anyone off guard, but it is a possibility that they can be awarded off of initial offers.

And then I'll turn it over to James to wrap us up.

James Cassidy 45:21 Yeah. Thanks, Brandy. Appreciate that.

James Cassidy 45:24 Just the last slide we just put again, the key dates here, OK, RLP was came out on the 5th pre bids today.

Questions are due to the 26th, and then your offers are due August 6 at 4:00 PM Eastern Time.

When you're submitting everything we've given you the e-mail addresses that are on the slides.

I will say the RFI period when you have questions, submit them.

They're gonna get answered, but so everyone knows those questions then get publicized.

And the answers get publicized and shared with everybody on Sam, so.

If you ask a question, just so you know, everyone gets to see the question and the answer.

That goes with it.

So with that, good luck to everybody.

Like Brandy said, we're here.

We'll help anyone we can within our scope and we appreciate everyone's, you know, willingness to participate in this procurement for the, for the VA and we look forward to.

To senior proposals in August.

So I'll turn it back to Cynthia and Brian, if they have any closing comments.

White, Cynthia M (CFM) 46:29 I just want to again thank everyone for attending this pre bid conference for the Katy Outpatient clinic.

Please enjoy the rest of your day.

Emily Erlenbach stopped transcription

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

OUTPATIENT CLINIC KATY, TX

PRE-BID CONFERENCE

RLP No. 36C10F25R0024

JUNE 20, 2025

Prepared by:

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Katy, TX OPC RLP 36C10F25R0024

RULES / REMINDERS

• This pre-bid conference is being recorded

• The slide presentation will be posted on SAM.gov

• Please submit questions in writing to the VA team members listed below by 4:00pm EDT on June 26, 2025. Questions must reference the RLP/Lease clause and be submitted in a single Word document.

James@dhcres.com with a copy to Brandy.Pilco@cushwake.com

Respect Procurement Integrity and Sensitivity

AGENDA

1. Introductions & Opening Remarks

2. Project Overview

3. RLP Package Overview

– RLP Sections

– How to Submit an Offer

4. Design Overview

– Appendices Review

5. Key Procurement Dates / Wrap up

Introductions & Opening Remarks VA CFM Project team

• Cynthia White, Lease Contracting Officer, VACO

• Brian Hilton, Senior Realty Specialist - PM, VACO

• Wilfredo Melchor, Senior Resident Engineer, ORP

• Bruce Metts, Healthcare Facility Planner, CFM Office of Planning

Medical Center

• Tiffany Ard, Chief Strategic Realization, Facility Planning, VAMC

• Barbra Bell, Healthcare Facility Specialist, Facility Planning, VAMC

• Sonja Francis, Healthcare Facility Specialist, Facility Planning, VAMC

• Dr. Latha Archibold, Executive for CBOCs, VAMC

• Christopher Pawlak, HSS for CBOCs, VAMC

Introductions & Opening Remarks

VISN/OCAMS

• Michelle Dittloff, Capital Asset Manager, VISN 16

• Diane Carrozza, VHA OCAM/HEFP

Architecture and Engineer

• Will Zinnerman, Toland, Mizell and Molnar, Architect to VA

Broker Services

• Jon Luttwak, DHC Real Estate Services - Real Estate Advisor to VA

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

• Emily Erlenbach, DHC Real Estate Services - Real Estate Advisor to VA

• Brandy Pilco, Cushman & Wakefield - Real Estate Advisor to VA

Project Overview

• Veterans Affairs Outpatient Clinic (OPC)

• Only eligible Service-Disabled Veteran-Owned Small Businesses shall be permitted to offer on this procurement.

• Approximately 149,010 minimum – 175,306 maximum ANSI/BOMA Office Area (ABOA) square feet, not to exceed 197,219 Rentable Square Feet (RSF).

• 1,000 surface/outside parking spaces dedicated for VA’s exclusive use

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

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

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

• Substantial Completion is anticipated approximately 35 months from award.

The Requirement

Procurement Steps Issuance of Request for Lease Proposals

Pre-Bid Conference

Receipt of Initial Offers

Evaluation of Initial Offers (Technical and Price)

Request Clarifications and initiate Discussion with Offerors, as necessary

Request Revised Proposals (if appropriate)

Initiate Environmental and Cultural Resources Reviews

Real Property Legal Group (RPLG) and Congressional Reviews

Award

RLP OVERVIEW

RLP No. 36C10F25R0024 Read all parts of the RLP in its entirety and respond accordingly

The RLP is broken into the following five sections:

Section 1: Statement of Requirements Section 2: Eligibility and Preferences for Award Section 3: How to Offer Section 4: Method of Award Section 5: Additional Terms and Conditions

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

SECTION 1 – STATEMENT OF REQUIREMENTS

SECTION 1.02 (F) -- Lease Term

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

Section 1.03 -- Area of Consideration

Northern Boundary: Freeman Rd to FM 529 to Spencer Rd

Southern Boundary: Westpark Tollway to FM 1093 Rd

Eastern Boundary: Highway 6

Western Boundary: FM 1463 Rd to Katy Rd (FM 1463 Rd) to Cane Island Parkway to Interstate 10 W to Pederson Rd to Katy Brookshire Rd (Highway 90) to FM 2855 Rd

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

Section 1.03 -- Area of Consideration (continued)

SECTION 1.04 -- Unique Requirements

A. Bifurcated sites, inclusive of parking, are not permissible.

B. The following space configurations will not be considered: Space with atriums or other areas interrupting contiguous space, extremely long or narrow runs of space (more than twice as long as wide), irregularly shaped space configurations or other unusual building features adversely affecting usage.

C. Offered space will not be considered if located in close proximity to residential or industrial areas.

D. Space will not be considered where apartment space or other living quarters are located within the same building.

E. Offered space must be compatible for VA’s intended use.

SECTION 1.04 -- Unique Requirements (continued)

F. Offered space will not be considered if it is located in close enough proximity to railroad tracks or within flight paths any existing facility, business or operations that produces excessive noise or vibrations which may impact or interfere with the clinic operations and or veteran satisfaction.

G. Offered space will not be considered if located in close proximity to property with incompatible uses, including but not limited to the following uses: retail liquor establishments, treatment centers, correctional facilities (jails or otherwise), businesses where firearms are sold/discharged, railroad tracks, or within flight paths if flight paths are a noise or vibration disturbance.

H. Offered space will not be considered if located where overhead high-voltage power lines cross site.

SECTION 1.06 -- List of RLP Documents

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

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.02 – Flood Plains

- Site cannot be inside 100-year flood plain

- This includes ingress and egress routes

2.07 – Accessibility

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

2.08 – Fire Protection & Life Safety

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

- Provide building code and written commitment to meet all requirements

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.11 - Due Diligence and National Environmental Policy Act Requirements

- Phase 1 Study needs to be completed within 180 days before initial offers due date. Partial Submittals = unresponsive.

- If the Phase I ESA identifies any recognized environmental conditions (RECs), the Offeror will be responsible for addressing such RECs, at its sole cost and expense, including performing any necessary Phase II ESA.

- Performing any necessary cleanup actions in accordance with federal and state standards and requirements and submitting a proposed schedule for complying with these obligations.

- The Government will evaluate whether the nature of any of the RECs, the results of the Phase II, any completed cleanup, and the proposed schedule meet the Government’s needs.

- The LCO reserves the right to dismiss an offer from consideration if RECs are identified or if the schedule for or effectiveness of resolving RECs is uncertain, lengthy, or otherwise does not meet the Government’s requirements.

- Hydrology statement (RLP Section 3.06.Y) SECTION 2.12 - National Historic Preservation Act Requirements

- Historic Preference will be given

- Letter required if claiming preference or NRHP ID Number

Section 2.13 - Cultural Resources Study

- Cultural Resources Study report required

SECTION 3 – HOW TO OFFER

SECTION 3.02 -- RECEIPT OF LEASE PROPOSALS

Questions are due June 26, 2025, by 4:00pm EDT

Offers are due August 06, 2025, by 4:00pm EDT

Offers may be submitted via Electronic Submissions (email, drop box, SharePoint, etc.) to:

Cynthia.White6@va.gov with Copy to James@dhcres.com, SUBMIT_VA_RLP@DHCRES.com and Brandy.Pilco@cushwake.com

At a minimum, Offers shall consist of all the documents listed in the Offeror Proposal Compliance Matrix. The RLP Section 3.02 A.7. requests offers be submitted via email and attached files are referenced in four (4) separate Volumes:

• Volume I - Technical Proposal

• Volume II - Price Proposal

• Volume III - Environmental

• Volume IV - Additional Submittals & Financial Capacity

**Volumes I, III, and IV shall not contain any pricing information. Shall not exceed a file size of 7.5 MB**

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

mailto:James@dhcres.com

3.04 - Budget Scorekeeping; Operating Lease Treatment

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

- Cannot score as a Capital Lease

3.06 - Additional Submittals

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

- Offeror must provide evidence of site control for longer than the duration of the lease term, including the post-award design and construction phase. Documentation that constitutes evidence of control includes, but is not limited to, the following fully-executed documents:

• An option to purchase; A sales contract; A deed showing fee simple ownership; or

• An option to lease the site for longer than the lease term plus the post-award design and construction phase.

- Offeror must clearly and specifically identify how it will meet the near-term funding requirements for the project including, but not limited to land acquisition, payment of commissions and professional fees and equity related to securing any debt funding, if any, anticipated for the project. The plan must specifically identify the amount of those costs, the timing of the costs and the sources of funding those costs. This information MUST be included in the Offeror’s initial technical proposal.

3.07 – Tenant Improvements

- Tenant Improvements are the finishes and fixtures that typically take the Space from the shell condition to a finished, usable condition. Lump Sum of $54,696,650.00.

3.11 – Operating Costs Requirements

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

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

- Offerors must ensure that all operational costs and any annual maintenance required for the Lease are included in their submission

- All requirements of the Lease Services Narrative shall be incorporated as part of the fully serviced operating costs in the Form 1217.

- Complete all sections of the 1217. If the Offeror claims any Lessor’s Annual Cost for item G. Miscellaneous, line 26.

Other, expenses, Explain on separate sheet.

SECTION 4 – METHOD OF AWARD

SECTION 4.04 -- AWARD BASED OFF BEST VALUE TRADE OFF

This is a Best-Value Tradeoff Source Selection.

• Best-value tradeoff source selection procedures, in accordance with FAR Part 15.101.

• The Government will evaluate both contract price and non-priced technical factors. Award will be made to the responsible Offeror offering the best value to the Government.

• The Government intends to evaluate proposals and award a contract without discussions with Offerors (except clarifications as described in FAR 15.306(a)). The initial proposal should contain the Offeror’s best terms from a cost/price and technical standpoint.

• The Government reserves the right to conduct discussions if the Lease Contracting Officer later determines them to be necessary.

• All technical non-price factors when combined are approximately equal in importance to price, but, as proposals become more equal in their technical merit, the evaluated price becomes comparatively more important.

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

Technical factors are listed in descending order of importance.

FACTOR 1: LOCATION FACTOR 4: QUALIFICATIONS / PAST PERFORMANCE

Unique Requirements Offeror Past Performance

Neighborhood, Amenities & Transportation Offeror Qualifications

Visibility & Access Design Team & General Contractor Qualifications

FACTOR 2: TECHNICAL QUALITY FACTOR 5: OPERATIONS & MAINTENANCE PLAN

Architectural Concept & Building Design Interior and Exterior Maintenance of Building and Grounds

Quality of Site Characteristics & Development Routine Emergency Calls – Procedure and Response Times

Sustainable Design and Energy Efficiency Staffing Plan, Administrative Procedures, & Quality Control Plan

FACTOR 3: DELIVERY SCHEDULE FACTOR 6: SOCIO-ECONOMIC STATUS

Design and Construction Duration/CPM Schedule Service-Disabled Veteran Owned Small Business (SDVOSB)

Project Management Plan

SECTION 4.05 -- PRESENT VALUE PRICE EVALUATION

The present value price evaluation will be conducted on both 15-year firm terms and 20-year firm terms.

The present value price evaluation is based on the annual price per ABOA SF of the offer.

Offers must be fully serviced.

Offers must include a TI allowance of $54,696,650.00 (LUMP SUM).

Offers cannot exceed the GSA Prospects Level Threshold

SECTION 5 – ADDITIONAL TERMS AND CONDITIONS

5.02 – Offsite Improvements

- The cost of off-site improvements will be borne by the Lessor. The Lessor is responsible for determining the cost of off-site improvements prior to lease award and including the costs of off-site improvements in the proposed rent.

5.03 – Due Diligence

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

5.06 – Teaming Arrangement

- The Offeror must provide evidence of teaming arrangements with both the General Contractor and the Design Team that are presented in the Offeror’s proposal.

- Confirming the teaming arrangement and setting forth the roles and responsibilities of the parties thereto.

- An Offeror may submit a proposal in the form of a Joint Venture (JV). All the proposal submission documents must be in the name of the existing JV, not the individual partners of the JV.

DESIGN

OVERVIEW &

APPENDICES

AGENCY SPECIFIC REQUIREMENTS PACKAGE

Appendix A Program for Design (PFD)

Appendix A.1 Project Room Contents List (PRC)

Appendix A.2 Lease Design Narrative (LDN)

Appendix A.3 Room Data Matrix (RDM)

Appendix A.4 VA CBOC Information Transport Systems Specifications

Appendix A.4.1 – OIT Data Center Design Narrative

Appendix A.5 Security Requirements for FSL II

Appendix A.6 Conceptual Floor Plan

Appendix B – Lease Service Narrative

Conceptual Floor Plan

RLP…