Attachment 2 RLP 36C10F25R0035 Port St Lucie FL OPC Pre bid transcript.pdf

Port St Lucie, FL OPC Pre-Bid Conference Transcript

June 11, 2025, 1:01PM

Thomas Leahy started transcription

Thomas Leahy 0:05 And I'll turn it over to our LCO.

Jackson, Earnest (CFM) 0:16 Thank you.

I'd like to welcome everybody to the Virtual Pre-bid Conference.

For RLP #36C10F25R0035 for the port St. Lucie, Florida outpatient clinic.

We do appreciate your interest in this VA requirement.

So what I'm going to do is briefly go over the agenda for today's pre bid.

We're going to do a welcome in the pre bid purpose and rules followed by the project overview, the design overview, the review of standard forms and clauses and last but not least, the questions submissions.

So with that being said, I'd like to start with introductions.

I'm first going to introduce the VA Medical Center team.

Mr. Price, who's the executive director of West Palm Beach.

Miss Julia Spence, the deputy executive director for West Palm Beach, Megan Scott.

Miss Megan Scott, deactivation program manager for West Palm Beach.

And now I'm going to introduce the VA CFM team.

I myself, Ernest Jackson, also known as EJ, I see a few familiar faces out there that probably recognize my name. I'm the lease contracting officer.

Mr. Brian Hilton will be the project manager.

Miss Linda Chan V the medical sit medical facility planner, Mr. Bob Bliss is also a medical facility planner. Mr. Tom Champ will be our senior resident engineer.

Mr. Dennis Silvestri is our resident engineer.

Mike E 2:31 Yes.

Jackson, Earnest (CFM) 2:32

Mr. Jason Sturm, is our environmental engineer, Mr. Alec Bennett, is our senior historic preservation specialist.

And now I'll go into our contractor representatives.

We have Miss Lindsay Splichal from the AE firm, Mr. Tom Chapman from the AE firm.

Miss Patty Restrepo from Chartwell Enterprises broker.

Mr. Thomas Leahy from Chartwell and Mr. Casey Hughes, also with Chartwell.

I'm now I will turn it over to the local VA Medical Center.

Director for brief comments before we begin.

Mike E 3:29

Price, Cory P. 3:32 Hi, thank you very much again.

My name is Corey Price.

I'm the executive director for the West Palm Beach VA healthcare system and we're super, super excited about today.

This is a long range strategic plan for us to be able to deliver healthcare services to veterans closer to them in their homes to make it convenient for them.

Spence, Julia L 4:01 Mr. price.

Price, Cory P. 4:04 Sorry. Well, you should have heard everything I just said it was profound and amazing.

Spence, Julia L 4:05

Price, Cory P. 4:11 So I'll try to say it again. Again, welcome.

We are super excited.

My name is Corey Price and I've been in my role as the CEO of the West Palm Beach VA Healthcare system for about 5 years now and today is a culmination of many years of planning and work to address a deep need for our veterans and that is an unmet need of health care services that's convenient to them in our northern catchment area. So, we're super excited for today and happy that you all are expressing interest and hope that we can answer a lot of questions.

Thank you for being here.

Jackson, Earnest (CFM) 4:49 Thank you, Mr. Price.

As a reminder, I would like to let everyone know to please go on mute.

The meeting will be recorded and we will be taking written questions until June 13th of 2025 and will provide them via Amendment and a matrix.

On a lease amendment, I mean RLP amendment that we will be posting on Sam. Gov.

So the purpose of this pre-bid is to provide a general overview of the requirements set forth in RLP #36C10F25R0035.

And to communicate to potential offers, to refer to the RLP package for a complete understanding of the requirement in order to submit a fully responsive and technically acceptable proposal.

The overview of this project is for a Department of Veterans Affairs outpatient clinic.

This will be a service disabled, veteran owned small business set aside solicitation.

This lease will be fully serviced.

With the maximum space of 142,811 ABOA square feet.

The space for this lease will be contiguous.

And we do require 850 on-site parking spaces.

This building will have primary care.

Mental health specialty care and ancillary services.

And with that being said, I will turn it over to.

Tom from Chartwell.

Thanks everyone.

Thomas Leahy 6:51 Awesome, EJ.

Thank you so much, Mr. Price.

Thank you so much for your comments.

My name again is Thomas Leahy. I am with the Chartwell Enterprises team. We're proud to support VA in this procurement and we look forward to this presentation.

Again, this is the Port St. Lucie Pre bid presentation and we'll get started here.

The RLP package, the overview of what we'll be looking at today includes the RLP followed by the lease.

We'll be talking about some of the appendices as well as some of the standard forms and clauses.

The government is looking for two proposals on the financial side to include a 15 year and a 20 year firm term proposal.

Here are the parameters of the delineated area, which you'll also be familiar with from the expression of interest. The buildings with the property boundaries on the boundary streets are deemed to be within the delineated area, and here is a graphical representation of that delineated area.

Next, we have the section 1.06 list of documents from the RLP.

These are the documents that are going to support your proposal as well as provide the different requirements.

As you move forward in this process.

First, in defining the security level, there are lots of elements to go into it, not only the required size of the space, but the number of employees. The use of the space configuration and location in this case as per normal OPC facilities this is an FSL 2.

Eligibility and preferences for award to be acceptable for the award. The offers space must be an efficient layout as determined by the LCO.

In addition, the award can't be given to a site that is within the 1% annual chance floodplain unless the government has determined that there's no practicable alternative.

Finally, here the offered space needs to meet the accessibility and Fire Protection life safety requirements.

For environmental the offeror at their sole cost and expense, has to submit a Phase I ESA and that must have been completed within 180 days of the initial due date. OK.

And while the offer is responsible for performing that due diligence, it's the government's responsibility to be compliant with NEPA.

The government does reserve the right to reject an offer based on environmental concerns.

They can do so when the documentation supporting the process provided is inadequate or the offer entails unacceptably adverse impacts on the human environment, #3 the identified adverse impacts cannot be readily mitigated, or if the level of NEPA analysis is more accept extensive than is acceptable to the.

Government.

The government, of course, is responsible for compliance with the National Historic Preservation Act, and in so doing, a cultural resources study report is also required with your initial offer.

So how to offer?

Here are the relevant due dates here for questions.

As EJ mentioned, we need those questions by 4:00 PM on the 13th of June, two days from now. The due date for offers is the 30th of July at 4:00 PM.

It's requested as an electronic submission which usually comes in the form of an e-mail with a document sharing solution that is linked there to the e-mail.

No hard copies will be accepted for this submission, so we refer you to section 3.02 of the RLP for all the details and the specifics of this.

OK, these next few slides, we're going to look at a detailed view of the compliance matrix and these sections are going to speak to the evaluation factors and the information that's provided.

We're not going to go really into the weeds, but just sort of a broad overview as you know the structure of these factors have changed recently and so we want to just talk about them briefly.

So factor one is location and these are in in descending order of importance, OK.

So we start with factor one which is location and that focuses on the location of the site and what amenities are close and then we move on into factor 2, which focuses on the design site plans, exterior and interior renderings, and design.

This includes the site plan, landscaping all the nuts and bolts really of a submission.

Moving on to factor three that is the delivery schedule. So the relevant elements there would be not only the schedule, but the PMP that defines who's doing what within the plan and the anticipated due dates for all those items.

Factor 4 is qualifications and past performance to include the ppq's as well as the personal resumes. The experience of the general contractor, experience of the architectural firm, how those firms have worked together in the past, all the qualifications and licensure as well.

#5 is the O&M plan.

This includes interior and exterior maintenance and the janitorial plan.

Staffing as well as the plan for each offer how they deal with emergency and routine calls.

Factor 6 is a socio economic piece.

All those documents that support the status of the business.

Moving on, here we go into the RLP attachments.

These are the design documents. We'll touch on those briefly here later in the presentation.

And then the price proposal documents.

The environmental and cultural documents.

Additional documents here that are required to include ownership and we'll touch on that here right now.

OK, so showing evidence or control of the site is a key aspect within your proposal.

And that can take many forms and I'm going to show you here on this next slide some of the forms that can show control.

And it can be shown by an option to purchase or sales contract, deed showing fee.

simple ownership, or an option to lease the site for longer than the lease term plus all the post award time that is required.

What is specifically required here also is a fully executed document by both parties that expresses in definite terms, what that control looks like or what the option looks like.

Moving on here to Ti's. Tenant improvements are the finishes and fixtures that typically take the space from a shell condition to a finished usable condition.

The government reserves the right to amortize any portion of the Ti's and by the amortization rate proposed by the offer in their attachment one and their 1364.

The decision by the government on whether to amortize the TI and what portion of the allowance to be amortized is solely on the government.

The advertised portion of the Tis will be paid by the government in a lump sum upon acceptance of the space.

Now, with all that being said, you can see here at the bottom the government expects to pay the TI as a lump sum upon the government's acceptance of the space.

First for the sustainability piece, the offer must provide documentation for two green Globes level certification.

The government, of course, does require a fully serviced lease as part of this procurement.

Method of award.

The government is going to utilize the best value method for this procurement and the award will be made to the responsible offeror offering the best value to the government after the evaluation of both total price, total evaluated contract price and non-priced technical factors.

The government intends to evaluate proposals and award a contract without discussions with the offer. Therefore, the offeror’s initial proposal should contain the offer's best terms from a cost or price technical standpoint.

I know we spoke about the factors. We want to show them in a different light here, just to simplify it a little bit so people, perhaps again, if you're unfamiliar or you're new to this, you could see how we're defining this and, of course, this appears in section 4.04.

Of the RLP, factor one is location as defined by these areas of consideration.

Unique requirements, neighborhood, as well as visibility and access.

Factor 2.

We spoke about the technical quality architectural concept of the building design.

The quality of the site characteristics and development, and then finally the sustainability piece.

Factor 3 focuses again on the schedule and the project management plan.

Factor 4 includes past performance qualifications as well as the qualifications of the design team and the general contractor.

O&M, interior, exterior maintenance.

Response to calls of an emergency or a routine nature, and then the staffing plan.

We spoke about the socio-economic piece and now we're moving on to the additional terms and conditions.

The cost of off-site improvements will be borne by the lesser the lesser is responsible for determining those costs and will be solely their responsibility to handle them. The lessor of course acknowledges its duty to conduct reasonable site inspections of the proposed site.

In addition, the offeror must provide evidence of teaming arrangements with both the general contractor and the design team that are presented in the offerors proposal.

OK. So as we look back on the RLP, you can see there are five sections here.

We again refer you to section 3.02.

That and the proposal compliance matrix are a key pieces here.

When we look at the lease in the seven sections, we draw your attention to the sections that focus specifically on Shell and then on TI with Section 3 and then Section 5.

Specifically, we'd like to point out that HVAC as defined in 3.40 as part of shell. It's defined under that consideration.

For the designer review, the submission shall include a narrative of the offerors’ approach to the facility design.

VA’s will evaluate the technical proposals, and the concept will be a basis for design development drawings after award. Failure to submit plans and specifications as part of the proposal in accordance with the government's requirements, may cause offers to be deemed unacceptable and non-responsive.

Lessor shall design and construct buildings in the site in accordance with the RLP package, Federal regulations, Local building codes and ordnances, as well as the accessibility standards.

Here, you have a list of the documents that were contained in the compliance matrix.

We will touch briefly on them.

These are the ones that help to guide your submission. Through this process, we start with a program for design.

And let me add that we surely anticipate there will be questions of an administrative nature. But in addition, there will be technical questions as well.

We ask that you submit those questions. The due date is on the 13th so that we can meet as a group with our subject matter experts and give our full attention to answering those questions. And then as EJ said, publishing that Q&A matrix via VA’s amendment on sam.gov.

Next, is the Room contents list.

And then the LDN The lease design narrative’s purpose is to consolidate the governing codes, standards, references and guidelines in a document that provides performance-based standards for a VA lease space. The governing codes, standards and references are based on a VA affiliated OPC facility.

Next, we have a room data matrix, the conceptual layout that shows those adjacencies, and the IT specifications document.

That FSL Level 2 document is next.

Finally, here is the lease service narrative. This is somewhat of a new document, so I'll spend just a moment to speak to it.

This document replaces the former Appendix B and that former document outlined the janitorial service that was required, interior maintenance and cleaning, and then the exterior landscaping and clean up that was required.

This new document, the lease service narrative, replaces that document.

And it includes everything I just spoke about, but it also includes a big element that speaks to testing of systems and maintenance of systems.

So it is a much more robust document and I would urge you to get in and examine it in order to understand the new requirements that are defined in this document.

Next, we will review the standard forms and clauses.

We're back here at the compliance matrix.

Such an important document, it will help all the offerors to define that they are submitting everything that the government is asking for.

It's helpful for the government as well to use as a checklist and a reference for page numbers and where all the items could be found.

So it's a good document all around.

The 1364 works for the financial component of the offer.

Goes right alongside with the 1217.

That shows those operating costs.

OK. And then 3517 for general clauses, as you can see, this is just an example, but of course all these documents should be initialed at the bottom every page.

Contract requirements.

Fire safety, physical security, accessibility, sustainability standards are required.

The offered space must be zoned for VA’s intended use. We'll talk more about that momentarily. The codes of course had to be in compliance according to the lease design and local codes.

In addition, Davis Bacon, of course, must be adhered to as well as those accessibility standards.

So we have a couple pages here of reminders, and then we'll I'll be showing you the requested format for questions.

So read all parts of the RLP in its entirely.

Please respond accordingly to those asks and requests that are in within the RLP.

You can use that section 3.02 and the compliance matrix to perform an audit on your proposal to ensure that you have everything and that your presentation is complete.

You can initial electronically to make it easier for to accomplish that requirement.

Ensure your completeness and consistency throughout the proposal.

Ensure all those forms have been completed in their entirety and that you're not recycling old information that has references to other projects.

Make certain that all documents that require signatures have been signed.

And that signature, of course, needs to come from the authorized signatory who, as defined in your business entity documents.

The proper NAICS code is 531120 is required for the organization and please provide a 1364 and an attachment one for each lease term scenario.

Next, please submit a phase one and a cultural resources study with your initial offer.

Submit that jurisdictional letter for life or safety services for utilities and zoning, etc.

Follow those RLP requirements when it comes to the narrative substantiations.

Make sure you have adequate and sufficient detail to tell the story that you want within your proposal.

We talked about discrepancies before. Some of the commons ones are shown here.

Offering entity consistency is making sure that the name of the offering entity is consistent throughout the documentation. In addition, sometimes the ABOA, information for square footage is not consistent throughout the presentation.

Same goes for price on the various pricing documents.

1364’s versus the attachment ones.

Often times there is a challenge between the information that's presented there.

Finally, VA will not accept conditional offers, so please do not submit contingencies or changes to the RLP requirements.

Evidence and ownership, a key element that we spoke about earlier.

Make sure, of course that that you have a fully executed document, that is that's put forward occupancy date obviously as defined through the project management plan and then finally financial resources to include more specifically those near term requirements in the construction financing and permit and permanent financing. And that gets us here almost to the end.

We know that there will be lots of questions out there and we ask that you could use this Excel type of format.

It's just a two-column format.

On the left is the reference. On the right is the question.

We can have it organized as well and allows us to get the information to our subject matter experts as soon as possible.

And with that, we thank you. Thank you everyone.

We look forward to your questions.

We appreciate your attendance here today and appreciate you spending this time with us and learning about this process.

So thank you very much and everyone have a great day.

Rustom Khouri 28:55 Thanks Thomas.

Thomas Leahy 28:57 Thank you.

Jackson, Earnest (CFM) 28:58 Thanks all.

Thomas Leahy stopped transcription