Pre-bid Presentation - OPC N Kansas City _6_5_25.pdf

June 5, 2025

PRE-DECISIONAL

Agenda

VA Contracting Officer

I. WELCOME, PRE-BID PURPOSE & RULES

- INTRODUCTION OF PROJECT TEAM

REAG/PP

II. PROJECT OVERVIEW

- RLP PACKAGE OVERVIEW

- HOW TO SUBMIT OFFER

- LEASE

REAG/PP III. DESIGN OVERVIEW

- APPENDICES REVIEW

REAG/PP/VAMC IV. REVIEW OF STANDARD FORMS AND CLAUSES

VA Project Team V. NEXT STEPS

RLP No. 36C10F25R0034 2 Northland Kansas City, MO PRE-DECISIONAL

I. Welcome, Purpose, Rules

• Introduction of Project Team

• Rules/Reminders

• Pre-Bid Purpose

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Introductions VA Project Team

Cynthia White, Lease Contracting Officer

Brian Hilton, Senior Realty Specialist / Project Manager

Ryan Locascio, Assistant Director

TBD, Resident Engineer

Preston White, Energy Engineer

Charles “Mark” Rone, Health Facilities Planner

Bruce Metts, Planner

Dickens “Dee” Precil, Medical Equipment Planner

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Introductions VISN 15 Representatives

Craig Hansen VISN 15 OCAMS POC

Contractor Representatives Brad Seifert, REAG/Public Properties

David Stonehouse, REAG

Teddy Seifert, REAG/Public Properties

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Rules/Reminders

• Questions

All questions must be submitted in writing to the Contracting Officer & Broker by June 10, 2025.

Reference the relevant RLP Paragraph/Section

Official responses will be posted on SAM.gov

• Respect procurement integrity and sensitivity

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Pre-bid Purpose

1. Provide a general overview of requirements set forth in RLP No. 36C10F25R0034.

2. Communicate to potential Offerors to refer to the RLP package for a complete understanding of the requirements to submit fully responsive and technically acceptable proposals.

3. Promote competition

VA will provide online a conference transcript of the pre-bid meeting (www.sam.gov).

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II. Project Overview

• Outpatient Clinic

• SDVOSB Set Aside

• Fully serviced lease

• 107,203 to 123,283 ABOA SF (Maximum of 135,611 RSF)

• No more than two (2) contiguous floors

• 700 on-site parking spaces

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Review of RLP Package

I. Request for Lease Proposal (RLP) – GSA Form R100

II. Lease – GSA Form L100

III. Appendices

IV. Standard Forms and Clauses

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Request For Lease Proposal (RLP)

Section 1 – Statement of Requirement

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Lease Term Section 1.02 F of the RLP

The Lease Term shall be up to 20 years firm.

Pricing proposal documents request pricing for 15 years and 20 years firm. VA’s preference is for a 20-year firm term with 15-year term as a back-up in case of OMB scoring issues during the bid phase.

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Area of Consideration Section 1.03 of the RLP North: On I-435

South: West on I-35, West on I-29

East: South on I-435, East on MO- 152, South on I-35

West: Clay County/ Platte Line

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

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Unique Requirements Section 1.04 of the RLP

A. Offered space must be located on a minimum of two (2) contiguous floors.

G. Loading dock with two bays and a freight elevator is required.

The parking lot must be able to accommodate deliveries by trucks with trailers.

J. Offered space will not be considered if located adjacent to industrial areas.

K. Offered space will not be considered if located in close proximity to property with incompatible uses, including but not limited to the following uses: railroad tracks, or within flight paths if flight paths are a noise or vibration disturbance.

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List of RLP Documents Section 1.06 of the RLP

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Security Requirements Section 1.10 of the RLP

A. The proposed Lease contains an attachment with the security requirements and obligations for the Building, which are based on the facility security level (FSL). The Federal Government determines the facility’s FSL rating, which ranges from FSL I to FSL IV. The FSL is based on client agency mix, required size of space, number of employees, use of the space, location, configuration of the site and lot, and public access into and around the facility.

B. The security requirements attached to this Lease includes a list of security countermeasures that must be installed in the leased Space.

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Section 2 – Eligibility and Preferences for Award

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Eligibility and Preferences for Award

Eligibility and Preference for Award

2.01 In order to be acceptable for award, the offered Space must provide for an efficient layout as determined by the LCO.

2.02 Lease will not be awarded for any offered Property with a plan for the site disturbance or development within a 1-percent-annual-chance floodplain (formerly referred to as 100-year floodplain) unless the Government has determined that there is no practicable alternative.

In addition, a Lease will not be awarded for any offered Property adjacent to 1-percent-annual-chance floodplain, where such an adjacency would, as determined by the Government, restrict ingress or egress to the Premises in the event of a flood, unless there is no practicable alternative

2.07 & 2.08 Offered space must meet the accessibility and fire protection and life-safety (FPLS) requirements

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Section Eligibility and Preference for Award

2.11.A Offerors must provide, at Offeror’s sole cost and expense, a current Phase I ESA with its initial offer. The study must have been completed within 180 days of the initial offer due date.

2.11.B While the Offeror is responsible for performing all environmental due diligence studies of the offered Property, the Government is responsible for compliance with NEPA, whether in whole or in part, on its own or with the assistance of the Offerors.

2.11.B.4 The Government reserves the right to reject any offer where (i) the studies or documentation supporting the NEPA process provided by the Offeror for the offered Property are inadequate, (ii) the offer entails unacceptably adverse impacts on the human environment,

(iii) the identified adverse impacts cannot be readily mitigated, or

(iv) the level of NEPA analysis is more extensive than is acceptable to the Government, as determined by the LCO, in their sole discretion.

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Eligibility and Preference for Award

2.12 The Government is responsible for complying with section 106 of the National Historic Preservation Act of 1966, as amended, 54 U.S.C. § 306108 (Section 106).

2.13 A Cultural Resources Study Report is required with Initial Offers.

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Section 3 – How to Offer

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Questions Due Date

June 10, 2025, by 4:00 pm ET

Offer Due Date

July 24, 2025, by 4:00 pm ET

Submit to

REAG/PP

• One (1) Technical CD and One (1) Price Proposal CD (Thumb Drive acceptable)

• OR

• Via email or shared folder

Receipt of Lease Proposals Section 3.02 of the RLP

*Offers sent by United States mail or hand delivered (including delivery by commercial carrier) shall be deemed late if delivered to the address of the office designated for receipt of offers after the date and time established for receipt of offers

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Receipt of Lease Proposals Offeror Proposal Compliance Matrix

• Offers shall consist of the documents listed in the Offeror Proposal Compliance

Matrix.

• The matrix provides a structure for offerors to organize their submissions.

• Offerors are to complete and submit the Offeror Proposal Compliance Matrix to provide reference as to where details can be located in a proposal.

• The matrix provides an explicit list of what is to be included in the Technical Proposal and the Price Proposal.

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Receipt of Lease Proposals Offeror Proposal Compliance Matrix

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Additional Submittals

D. Evidence of ownership or control of Building or site. If the Offeror owns the Property being offered or has a long-term leasehold interest, the deed or lease must be submitted to the LCO evidencing the Offeror's stated interest in the Property and any encumbrances on the Property.

Additional Submittals Section 3.06 of the RLP

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D. The following items must be submitted with the Offeror’s proposal.

Offeror must submit written evidence that it is authorized by the owner of the site to present the site. In addition, Offeror must provide evidence of site control for longer than the duration of the lease term required in this RLP, including the post-award design and construction phase as well as all renewal options. 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 and any renewal options.

Additional Submittals Section 3.06 of the RLP

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S. The Offeror must provide documentation of the proposed GREEN GLOBES FOR NEW CONSTRUCTION (GG®-NC) credits for Two Green Globes level certification.

Additional Submittals Section 3.06 of the RLP

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Tenant Improvements Included in the Offer

3.07 Tenant Improvements are the finishes and fixtures that typically take the Space from the shell condition to a finished, usable condition.

3.07 The Government reserves the right to amortize any portion of the Tenant Improvements at the amortization rate proposed by the Offeror on Attachment 1 to GSA Form 1364.

3.07 The unamortized portion of the Tenant Improvements will be paid by the Government in lump sum upon acceptance of the space by the Government.

TIs Included in the Offer Section 3.07 of the RLP

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Operating Costs Section 3.11 of the RLP The Government requires a fully serviced Lease as part of the rental consideration.

The base for the operating costs adjustment will be established during negotiations based upon rentable SF. The proposed methodology for operating costs adjustment shall include all items specified in the attached Lease document. The minimum requirements for normal hours, utilities, and janitorial services are specified in the attached Lease document. The offer shall clearly state whether the rental is firm throughout the term of the Lease or if it is subject to annual adjustment of operating costs as indicated above. If operating costs will be subject to adjustment, those costs shall be specified in the proposal.

The Offeror shall ensure that public utilities necessary for operation are available and operable at the site at the time of final inspection. The Offeror is required to pay any deposits and hook-up fees relative to utilities (water-tap fee, water connection fee, sewer connection fee, sewer tap fee, etc.).

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Section 4 – Method of Award

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Award Based on Best Value Trade Off

4.04 In accordance with FAR Part 15.101, competitively negotiated best-value trade-off source selection procedures will be used to evaluate proposals, and award will be made to the responsible Offeror offering the best value to the Government after evaluation of both the total evaluated contract price and non-priced technical factors.

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

4.04 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.

Award Based on Best Value Section 4.04 of the RLP

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Areas of Consideration

A. Unique Requirements

B. Neighborhood, Amenities & Transportation

C. Visibility & Access

Evaluation Factors Section 4.04 of the RLP

FACTOR 1: LOCATION

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A. Architectural Concept & Building Design

B. Quality of Site Characteristics & Development

C. Sustainable Design & Energy Efficiency

Evaluation Factors Section 4.04 of the RLP

FACTOR 2: TECHNICAL QUALITY

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A. Design and Construction Duration/CPM Schedule

B. Project Management Plan

Evaluation Factors Section 4.04 of the RLP

FACTOR 3: DELIVERY SCHEDULE

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A. Offeror Past Performance

B. Offeror Qualifications

C. Design Team & General Contractor Qualifications

Evaluation Factors Section 4.04 of the RLP

FACTOR 4: OFFEROR’S QUALIFICATIONS AND PAST PERFORMANCE

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A. Interior & Exterior Maintenance of Building & Grounds

B. Routine Emergency Calls - Procedure & Response Times

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

Evaluation Factors Section 4.04 of the RLP

FACTOR 5: OPERATIONS & MAINTENANCE PLAN

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A. Service-Disabled Veteran Owned Small Business (SDVOSB)

Evaluation Factors Section 4.04 of the RLP

FACTOR 6: SOCIO-ECONOMIC STATUS (SDVOSB SET-ASIDE)

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Present Value Price Evaluation Section 4.05 of the RLP

• 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.

• Present Value Analysis:

o Free rent will be evaluated in the year in which it is offered. The gross annual price is adjusted to reflect free rent.

o The fees for architectural and engineering design (A/E) services and the

Offeror’s project management fees associated with Tenant Improvements

(TI).

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Section 5 – Additional Terms and Conditions

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Additional Terms and Conditions

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

5.06 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.

Additional Terms and Conditions

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RLP No. 36C10F25R0034

Section 1 Statement of Requirements

Section 2 Eligibility and Preference for Award

Section 3 How to Offer

Section 4 Method of Award

Section 5 Additional Terms and Conditions

Request for Lease Proposal

(RLP)

Offers should read all parts of the RLP in its entirety and submit a complete response.

Ensure compliance with Section 3.02 of the RLP. Offeror Proposal Matrix should be completed and included in the offer.

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GSA Template L100 for VA Section 1 The Premises, Rent, and Other Terms

Section 2 General Terms, Conditions, and Standards

Section 3 Construction Standards and Shell Components

Section 4 Design, Construction, and Post Award Activities

Section 5 Tenant Improvement Components

Section 6 Utilities, Services, and Obligations During the Lease Term

Section 7 Additional Terms and Conditions

Lease

A copy of the Lease (GSA Template L100 for VA) is included in the RLP Package.

Upon selection for award, VA will transcribe the successful Offeror's final offered rent and other price data included on Offeror’s submitted GSA Lease Proposal Form 1364, (hereinafter Lease Proposal Form) into a Lease Template, and transmit the completed Lease Template, together with appropriate attachments, to the successful Offeror for execution.

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Lease

All offerors should read the Lease (GSA Template L100 for VA) in its entirety as there are revisions from the GSA L100 specific to VA. The below serves as an example of a VA deviation from the GSA L100.

Section 3 Additional Terms and Conditions

3.40 HEATING, VENTILATION, AND AIR CONDITIONING - SHELL (VA OCT

2024)

A. HVAC systems shall be installed and operational per the requirements of this lease, additional codes listed, and Agency Specific Requirements identified in the Appendices, including all Building common areas. The design, operation and maintenance of the systems will meet American National Standards Institute, American Society of Heating, Refrigeration and Air-Conditioning Engineers (ANSI/ASHRAE) Standard 170, Ventilation of Healthcare Facilities. All HVAC systems shall be provided as part of the shell rent.

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III. Design Overview

Design Concept: Submission with Offer

Shall include at a minimum the following in relation to VA’s Program of Requirements:

• Detailed explanation and analysis of the Architectural & Engineering Design

• Description and analysis of the nature of the building

The Design Concept submitted by the Offeror will be used to evaluate Technical Proposals and develop Design Development Drawings after award.

Failure to submit plans and specifications in accordance with the Government’s requirements may cause offers to be deemed unacceptable and non-responsive

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General Design Criteria

Lessor shall design and construct the building and site in accordance with:

• RLP Package to include the Lease Design Narrative (LDN) and Program for Design (PFD)

• Federal Regulations

• Facility Guidelines Institute (FGI)

• Building Codes & Ordinances o In case of conflict, most stringent standard applies

• Green Globes (two Green Globes)

• Accessibility Standards. In addition, compliance with local codes and ordinances, design, construction and alterations must comply with:

o ABA Standards for Accessible Design o VA Barrier Free Design Standards o Uniform Accessibility Standards (UFAS) and (ABAAS)

• Davis Bacon Wages

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Appendices

Appendices Included in RLP No. 36C10F25R0034 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 System Specifications

Appendix A.4.1 OIT Data Center Design Narrative

Appendix A.5 Facility Security Level Requirements for FSL II

Appendix A.6 Northland Kansas City, MO OPC Conceptual Floor Plan

Appendix B Janitorial Services and Site Management Services

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Appendix A – Program for Design (PFD)

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

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Appendix A.2 – Lease Design Narrative (LDN)

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Appendix A.2 – Lease Design Narrative (LDN)

• The purpose of Appendix A.2, the Leased OPC Design Narrative is to consolidate the governing codes, standards, references, and guidelines in a document that provides performance-based standards for a VA leased CBOC.

• The governing codes, standards, and references are based on a VA affiliated outpatient clinic.

• The design of the VA leased CBOC is based on the Prototype for Standardized Design and Construction of Community Based Outpatient Clinics which is described in Part 3 Planning and Design Criteria.

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Appendix A.3 – Room Data Matrix (RDM)

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Appendix A.4 – VA OPC Info Transport Systems Specs

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Appendix A.4.1 – OIT Data Center Design Narrative

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Appendix A.5 – FSL II Requirements

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Appendix A.6 Conceptual Layout

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Appendix A.6 Conceptual Layout

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Appendix B Janitorial Services and Site Management

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IV. Review of Standard Forms and Clauses

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GSA Form 1364

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GSA Form 1364

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GSA Form 1217

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

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GSA Form 1217

Total Annual Operating

Cost of Ownership (Included in Shell)

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Contract Requirements

• Fire Protection & Life Safety

• Fire Safety, Physical Security, Accessibility & Sustainability Standards

• Offered space must be zoned for VA’s intended use. Letter from AHJ substantiating compatible zoning.

• Codes – In accordance with the Lease Design Narrative and Local Codes

• Construction Wage Rates Requirements Statute (Davis-Bacon Wages)

• Uniform Accessibility Standards (UFAS) and (ABAAS)

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Reminders

• Read all parts of the RLP in their entirety & respond accordingly.

• Audit/ensure compliance with Section 3.02. Fully complete and include Offeror

Proposal Compliance Matrix with proposal.

• Initial EVERY page of the ENTIRE offer (insert a footer) – Electronic signatures are acceptable.

• Ensure completeness AND consistency throughout proposal. Ensure all forms have been completed in their entirety (e.g., check all boxes) and do not recycle from past proposals.

• Make certain all documents that require signature have been signed by the authorized signatory for the Offering Entity.

• The Offering Entity must be registered in SAM and must be registered under the NAICS code of 531120. Must be consistent with Operating Agreement and completed “Offering Entity Acknowledgement Form”.

• Provide completed 1364 & Attachment #1 for each lease term scenario.

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

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

• Structure and formatting – follow the RLP

• Narrative substantiations – provide adequate detail for all RLP requirements.

• Eliminate discrepancies o Offering entity consistency o ABOA/RSF, parking, etc.

o Price/Cost o Forms

• VA will not accept conditional offers. No contingencies or changes to the RLP may be submitted.

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• Evidence of Ownership & Evidence of Site Control (RLP Section 3.06).

• Occupancy Date – Project Management Plan. Comprehensive solution to deliver and mitigate risks (methodologies and actual techniques).

• Financial Resources. You MUST submit the required information. ALL financial information MUST be included in the Technical Proposal. Materials sent separately will not be considered. Additionally, submit a Financial Resources Plan (Narrative) addressing all relevant funding (e.g., near-term requirements, construction financing, permanent financing, etc.).

• Respect procurement integrity and sensitivity.

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V. Next Steps

• All questions must be submitted in writing to the Broker and must reference the RLP paragraph and section.

• Questions related to the RLP should be submitted by 4:00 pm ET on Tuesday, June 10, 2025.

• All answers to questions will be posted to SAM.gov, along with a copy of this presentation.

• INITIAL OFFERS DUE JULY 24, 2025, BY 4:00 ET.

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VA Thanks You for Your Time and Interest in this Procurement

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