36C10F25R0036 Baltimore MD OPC RLP Amendment 1 Pre bid Presentation.pdf

June 23, 2025

Agenda VA Lease Contracting Officer I. Welcome, Pre-bid Purpose & Rules Chartwell Enterprises - Introduction of Project Team

II. Project Overview Chartwell Enterprises - RLP Package Overview

- How to Submit an Offer

- Lease

VA Project Team III. Design Overview

- Appendices Review

Chartwell Enterprises IV. Review of Standard Forms & Clauses

Chartwell Enterprises V. Questions Submissions

I. Introductions Baltimore VAMC, VISN 5 and VHA Team

George Sazaklis, Baltimore VAMC, Supervisory Healthcare Engineer, Facility Master Planner

Dalton Coker, Baltimore VAMC, General Engineer, Facilities & Engineering

LaTarsha Ward, VAMC Strategic Planner

Marc Dallaire, VISN 5, Capital Asset Manager

Yan Protsyuk, VISN 5, Deputy Capital Asset Manager

Alexander BhaduriHauck, VHA Office of Capital Asset Management, Capital Support Engineer 3

Introductions (cont.)

VA Office of Construction & Facilities Management Team

Earnest Jackson, Jr., Lease Contracting Officer (LCO)

Jeff Leikin, Project Manager (PM)

Linda Chan, Planner

Robert Bliss, Planner

Mike Souders, Senior Resident Engineer (SRE)

Melissa Bayard, Resident Engineer (RE)

Jason Sturm, Environmental Engineer

Alec Bennett, Senior Historic Preservation Specialist

Introductions (cont.)

Contractor Representatives

Ms. Martha Weekley, FFE, Inc.

Ms. Eileen Trimbach, FFE, Inc.

Ms. Patricia Restrepo, Chartwell Enterprises

Mr. Thomas Leahy, Chartwell Enterprises

Reminders

• Please go on ‘MUTE’.

• Meeting to be recorded.

• We will be taking written questions until June 27, 2025 and will provide the Q&A Matrix via Amendment on SAM.gov.

Pre-bid Purpose

1. Provide a general overview of requirements set forth in RLP #36C10F25R0036.

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

II. Project Overview

• Veterans Affairs Outpatient Clinic (VA OPC)

• Fully-serviced lease, net of janitorial

• Maximum space of 135,148 ABOA SF

• Contiguous space

• 800 on-site parking spaces

II. Project Overview (cont.)

•Primary Care

•Mental Health

•Specialty Care

•Ancillary Services

Review of Request for Lease Proposal Package

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

2. Lease – GSA Form L100

3. Appendices

4. Standard Forms and Clauses

Request for Lease Proposal

Section 1 – Statement of Requirements

Lease Term Section 1.02 F of the RLP

Alternative Term Alternative A 15-year firm term

Alternative B 20-year firm term

• Lease term shall be up to 20 years.

• Offerors must submit pricing for each alternative.

Area of Consideration Section 1.03 of the RLP

Boundary

North Intersection Interstate 695 & Route 40, Route 40, Hilton Pkwy, Bypass 40, Belair Rd

South Interstate 895, W Patapsco Ave, S Caton Ave, Interstate 95

East Bypass 40, Interstate 895

West Interstate 695

VA requires offers of space within the delineated area (DA) below

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

Area of Consideration

List of RLP Documents Section 1.06 of the RLP

Security Requirements

1.10 Pricing of Security Requirements

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.

Section 2 – Eligibility and Preferences for

Award

Eligibility and Preferences for Award Section 2 Eligibility and Preferences 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 A 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.

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

for Award (cont.)

Section 2 Eligibility and Preferences 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.

for Award (cont.)

Section 2 Eligibility and Preferences for Award

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.

for Award

Section 2 Eligibility and Preferences 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.

Section 3 – How to Offer

Receipt of Lease Proposals Section 3.02 of the RLP

Due Date for Questions June 27, 2025 by 4:00 PM ET Due Date for Offers August 8, 2025 by 4:00 PM ET Submit Offers to Chartwell Enterprises and to VA Lease Contracting Officer (LCO) by one of the following ways

1. CD

2. Electronic submissions (Email link to a document sharing solution such as SharePoint, Dropbox, Google Drive, etc.)

Please thoroughly review Section 3.02 of the RLP.

Offers shall be deemed late if received after the date and time established for receipt of offers.

Additional Submittals Section 3.06 in the RLP

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 in the RLP (cont.)

Additional Submittals

D

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 at least longer than the duration of the lease term required in this RLP, 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 at least longer than the lease term plus the post-award design and construction phase.

Tenant Improvements Section 3.07 of the RLP

Tenant Improvements Included in the Offer

3.07 Tenant Improvements (TIs) 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 TIs at the amortization rate proposed by the Offeror on Attachment 1 to GSA Form 1364.

3.07 The decision by the Government on whether to amortize the TIs and/or what portion of the allowance is to be amortized, is solely that of the Government. The unamortized portion of the TIs will be paid by the Government in a lump sum upon acceptance of the space by the Government.

The Government expects to pay the TI as a lump sum upon the Government’s acceptance of the space.

Additional Items

Section 3 Additional Items

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

3.11 The Government requires a fully serviced Lease, net of janitorial services, as part of the rental consideration.

Section 4 – Method of Award

Award on Best Value Section 4.04 of the RLP

Award on Best Value

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 A 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.

Evaluation Factors Section 4.04 of the RLP (cont.)

Section 5 – Additional Terms and

Conditions

Additional Terms and Conditions

Section 5 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.

Request for Lease Proposal RLP #36C10F25R0036 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

• Read all parts of the RLP in its entirety and respond accordingly.

• Ensure compliance with Section 3.02 of the RLP. Fully complete and include Offeror Proposal Compliance Matrix with the proposal.

Lease

Lease Section Title 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

Included in the RLP documents is the Lease Form (GSA Form L100). Upon selection for award, VA will transcribe the successful Offeror’s final offered rent and other price data included on the GSA Form 1364 into the lease form and transmit the completed lease, including the awarded lease term and any appropriate attachments, to the successful Offeror for execution.

Lease (cont.)

Section 3 Construction Standards and Shell Components

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

OCT 2024)

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.

It is essential that potential Offerors thoroughly read the L100.

There are revisions to the GSA L100 specific to VA.

III. Design Overview Design Concept: Submission with Offer

• The submission shall include a narrative of the Offeror’s approach to facility design.

• VA will use the Offeror’s design concept used to evaluate technical proposals, and the concept will be the basis for 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.

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

• Building codes & ordinances -- In case of conflict, most stringent standard applies

• Accessibility standards

• ABA Standards for Accessible Design

• Uniform Accessibility Standards (UFAS) and ABAAS

Appendices

Appendices 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 Information Transport Systems Specifications

Appendix A.4.1 OIT Data Center Design Narrative

Appendix A.5 Facility Security Level II (FSL II)

Appendix A.6 Conceptual Floor Plan

Appendix B Lease Service Narrative (LSN)

Appendix A – Program for Design

Appendix A.1 – Project Room Contents List

Appendix A.2 – Lease Design Narrative

Appendix A.2 – Lease Design Narrative & Agency Specific Requirements

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

• The governing codes, standards, and references are based on a VA affiliated OPC facility.

Appendix A.3 – Room Data Matrix

Appendix A.6 – Conceptual Layout

Appendix A.4-A.4.1 – IT Specs

Appendix A.5 – Facility Security Level II

Appendix B – Lease Service Narrative

• Supplements the utility, maintenance, and services required in the L-100 with agency specific requirements

IV. Review of Standard Forms and Clauses

Proposal Compliance Matrix

GSA Form 1364

GSA Form 1217

Form 1217: Offerors must ensure that all operational costs and any annual maintenance required for the lease are included in their submissions.

GSA Form 1217

Services & Utilities Cost i.e., Operating costs

Included in Shell rent

GSA Form 3517B – General Clauses/Modified General Clauses

Contract Requirements

• Fire Safety, Physical Security, Accessibility & Sustainability Standards

• Offered space must be zoned for VA’s intended use. Letter from the authority having jurisdiction (AHJ) to substantiate 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

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 for this procurement, which is 531120. This information must be consistent with Operating Agreement and completed “Offering Entity Acknowledgement Form”.

• Provide completed 1364 & Attachment #1 for both lease term scenarios.

Reminders (cont.)

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

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

• Follow the RLP requirements for proposal structure and formatting.

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

• Eliminate discrepancies

Offering entity consistency

ABOA/RSF, parking, etc.

Price/Cost

Forms

• VA will not accept conditional offers. Do not submit contingencies or changes to RLP requirements.

Reminders (cont.)

• 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: Offerors 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.).

V. Proposal Questions

Please submit all questions in Excel in the format below.

Example:

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

Official responses will be posted on SAM.gov through an Amendment.

THANK YOU!