36C10F25R0048 - Conroe TX Pre-Bid Transcript.pdf

Transcript

September 8, 2025, 4:33PM

GUV started transcription

White, Cynthia M (CFM) 0:03

The standard forms and clauses and then we'll discuss the next steps for this procurement. First, I want to welcome everyone and thank you for taking the time out of your day to attend this pre-bid conference. Again, it's for the Conroe, TX out.

Patient Clinic located is the Conroe Outpatient Clinic located in Conroe, TX. Sorry about that. Um.

I want to introduce myself. I am Cynthia White. I'm the leasing contracting officer from for this procurement from VA Central Office. We also have on the call Brian

Hilton, who is the project manager, James West, who is our resident engineer and

Wilfredo Melco, who is also a resident engineer and Bruce Metz.

Who is our health care facility planner? From the Medical Center, we have Tiffany Art, Barbara Bell, Sonia Francois, Doctor Latha Archibald, and we also have.

Douglas Wong 1:10

Well.

White, Cynthia M (CFM) 1:11

Can you please mute your mics? Thank you. We also have Chris Pollack, who is also from the VA Medical Center. We do have some business representatives, which is

Michelle Ditloff and Diane Caroza.

Douglas Wong 1:12

1.

White, Cynthia M (CFM) 1:28

We also have our contracting advisors, which is Jerry Dawson, Joe Callaham, and we also have Will Zimmerman here to assist us. First, I want to start by going over some of the rules and reminders.

The prebid conference. This prebid conference is being recorded. The slides, along with the transcript and the question and answers will be posted on sam.gov. All questions must be submitted in writing to the contracting officer and broker by 4:00

PM.

On September the 12th, 2025 and that is Eastern Standard Time. Please reference the relevant RLP paragraph and section for your questions and those questions can be emailed to Jay Callahan.

At guvcre.com official responses to those questions again will be posted on sam.com and we want to make sure that sam.gov I'm sorry and we want to make sure that.

We keep the procurement integrity and sensitivity of this procurement in mind and that is that is our top priority. The purpose of this pre-bib conference is to provide a general overview.

Of the requirements set forth in RLP number 36C10F25 or 0048. We like to communicate to the potential offers to refer to the RLP package for a complete understanding of the requirements.

To submit fully responsive and technically acceptable proposals, and this is the purpose of this solicitation is to promote competition. Again, BA will provide online a conference transcript of this previous.

Bid meeting along with the questions and answers and also a transcript of this conference.

At this time, I'm going to turn it over to our VA advisors so that they can go over the project overview.

GUV 3:51

Perfect.

Thank you, Cynthia.

My name is Joe Callahan. We are the brokers working on this project. Hopefully everyone can see the screen. This is an outpatient clinic for the VA. It's a full and open competition. It is not a set aside.

Uh.

This, you know, we're gonna, we're gonna talk about some of the the the big stuff.

We'll drill down into a few items, but this is a full service lease. We've got the square footage is listed there, the minimum, maximum.

The desires to be on no more than three floors with 1300 parking spaces.

As you know, parking.

It can be structured parking, it just cannot be underneath the building.

RLP package. I know many of you are familiar with it, but the the the GSA template

R100 for VA was updated in July of this year. So it is a new RLP template. You'll notice those clauses that change throughout the RLP, it'll say.

725 there's there's a handful of changes, but they're not drastic. Some of them are clarifications and or they're cleanups and some are actually deletes.

Um.

Trying to keep every admitting everyone and then the the the the GSA template L100 for VA was updated as well. So you'll see those documents. They'll look the same, but it'll say July of 25.

After we go through the RLP, we'll talk about the appendices and then we'll we'll we'll get into the standard forms and clauses that are pretty, pretty standard that don't change throughout.

Uh.

All right. So first section we're going to talk about the RLP.

Request for lease proposal.

VA is looking to do a 20 year firm term here. We've asked that you provide pricing for both a 15 year and a 20 year firm.

The goal is a 20 year firm term.

The safety net is a 15 year firm term if we run into scoring issues.

Area of consideration in the RLP Section 1.03 we outline the delineated area.

Obviously you must be within this area.

The site must be within the area or abutting the border.

So.

We've we've spent a lot of time. We've looked at a lot of sites, as many of you know.

Please don't submit a site outside the delineated area. It'll be wasted effort.

Some of the unique requirements in the RLP, we're not looking for bifurcated sites.

The building, the parking, everything must be on on one site.

We'll go through the floor plans a little bit later on, but the configuration should very closely mimic what we've provided.

They're not looking for irregular shaped space configurations.

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

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

The offered space must be compatible for Virginia's intended use of an outpatient clinic.

The other space will not be considered if it's located in close enough proximity to railroad tracks or within flight paths or any existing business or facility or operation with excessive noise or vibrations which may interfere with the clinic.

In the RLP Section 1.06, we list out all the additional documents that are attached as made part of this procurement.

This is just a snapshot of of all the appendices and attachments.

Security requirements The VA has determined that the facility security level for this project for this outpatient clinic is an FSL Level 2.

Uh.

There is a copy of the FSL 2 security requirements attached as one of the exhibits.

Which includes all of the countermeasures that must be installed.

Section 2 of the RLP talk about the eligibility and preference for award.

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

You've been provided with the conceptual drawings.

You should. You should really stick to those. Doesn't mean you can't modify it, but it's at your risk. The lease will not be awarded to any offered property.

Property.

With a plan for the site disturbance of development within the floodplain.

It also the property can't be surrounded by the floodplain, so they they need to still be able to access the site.

The offered space must meet the accessibility of Fire Protection and life safety requirements.

The offers with your initial offer at your sole cost and expense provide a phase one.

That was completed within the last 180 days.

The government will perform a NEPA's study or portions of the study at their expense prior to award.

The government reserves the right to reject any offer where the the studies or documentation supporting the NEPA process provided the offer for the offered property are inadequate.

So if there are any issues.

The government reserves the right.

To reject the offer.

The government will comply with Section 106 of the National Historic Preservation

Act.

And as a reminder.

A cultural resources study needs to be submitted with your initial offer.

Section 3, we're going to talk about how to offer.

Most of you are familiar with this.

The important dates September 12th this Friday, 4:00 PM Submit your questions in writing.

Reference the section, the RLP or the appendices or whatever you're questioning about.

Offers Initial offers are due October 28th or 4:00 PM Eastern.

You have the option of submitting them on a CD or a thumb drive or provide a a shared folder.

If you're providing a shared folder, please don't wait till the the last minute so that we have a we can confirm we're able to download it.

So the offer shall consist of the documents listed in the offer or proposal compliance matrix. This matrix should be your guideline. It provides literally exactly everything that you need to submit.

Follow it, use it as your guide, the checklist. We ask that you you submit the the compliance matrix and reference where you've addressed those items in your proposal.

The Matrix. The Matrix is an explicit list of what's to be included in your technical and price proposal.

The price proposal obviously is much smaller in size. We've got the 12/17, the 1364, the attachment to the 1364, which is an Excel spreadsheet that is is user-friendly, easy to fill out. If there's questions, please.

Ask.

For VA 10091 is the vendor file request form. Very simple one page document.

If you are looking for historical preference, please make sure you follow the guide in the RLP of what needs to be submitted so that it can be properly evaluated and credit given.

Additional submittals 3.06 of the RLP.

Please make sure you submit that you have control of the site if you do not have control of the site.

We can't evaluate your offer.

We list here the file, you know the what what you need to submit, showing proof that you have control of the site, an option to purchase sales contract deed or if you're doing a a a long-term ground lease.

Please make sure you don't forget that very important.

This is we're asking for two green globes for new construction.

Should be listed in your matrix.

TIS in section 3.07 of the RLP, we talk about, you know, the tenant improvements. It's a very large number. The TIS are for finishes and fixtures that take the space from the shell condition to a finished.

Usable condition.

As many of you know, the government reserves the right to amortize any portion of the TI or all of it.

And they also have the right to pay.

All of the TI or a portion of the TI in a lump sum payment.

Reminder, lump sum payments are made upon delivery of the space, not upon award.

Operating costs, as mentioned earlier, we're requiring a fully serviced lease.

So.

The base for the operating cost adjustments will be established during negotiations.

Typically CPI.

The hours, the utilities, janitorial services, the lease service narrative, et cetera, are all attached to the lease. Copies of those appendix appendices and or attachments are included.

If operating costs will be subject to adjustments, those costs should be specified in the proposal. Typically the 1364 please let us know if the operating expenses or.

Going to be escalated or adjusted during the term. If not, we will assume they're flat.

The offer will ensure the public utilities necessary for operation are available and operable at the site at the time of final inspection.

It is the offerors responsibility for any deposits, hook up fees, etcetera for the utilities.

That is not a a pass through cost. That is a offer or landlord owner offer or cost.

Section 4. We talk about the method of award in the RLP.

Uh.

This is not lowest price technically acceptable. This is an award based on best value in accordance with the FAR Part 15.

You know, competitively negotiated best value trade-off source selection procedures will be used to evaluate the proposals and an award will be made to the best value to the government after the evaluation of both.

The technical and non-technical and and or price factors.

The government intends and has the right to evaluate the proposals and award a contract without discussions with the offeror, except for clarifications if needed, as described in the FAR 15.

That therefore the initial proposal should contain.

Your best terms from a cost and price and technical standpoint.

Everyone always wishes these procurements would go faster.

This is one way.

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

Section 4.04 talks about the evaluation factors. We've broken them up into, you know, 5 main factors. Factor number one is location.

Broken down into three subfactors, unique requirements, neighborhood amenities, transportation, and lastly, visibility and access.

Factor 2 Technical quality.

This is where we talk about the architectural concept of the building design.

Includes all the narratives, quality of the site characteristics and development.

Sustainability. Energy efficiency.

Those are the three subfactors under technical quality.

Factor 3 is the delivery schedule. Please put together a thorough schedule, the design and construction duration, as well as the management plan.

Factor 4 he offers qualifications and past performance.

Past performance forms.

Are included as an attachment.

Offer qualifications and the design team and general contractor qualifications.

Factor 5 operations and maintenance plan.

There's a a change in one of the one of the attachments. It's called a lease services narrative that talks about all the operations, the maintenance, the three subfactors, the interior maintenance, interior and exterior maintenance of the building.

And the site and the grounds.

Routine emergency calls, how you'll handle them, the procedures, response times, and lastly, the staffing plan, admin procedures, and of course the quality control plan.

Factor 6.

Is the socioeconomic status.

This is not an SDVOSB set aside. This is a full and open competition. If you are submitting as an SDVOSB or a VOSB, please submit.

The.

Required documents.

Section 405 talks about how we'll evaluate your price proposal.

As stated earlier, all the technical non price factors when combined are equal, approximately equal to price.

When we do our present value analysis.

Free rent will be evaluated in the year in which it's offered.

The gross annual price is adjusted to reflect free rent.

On the 1364, there's an area where you can plug in your architectural and engineering design fees and the project management fees.

Those two are used in our present value analysis.

RLP additional terms and conditions Section 5, a little bit of a catch all.

Cost of offsite improvements.

Will be borne by the lessor.

The lessor is responsible for determining all those costs. Regardless if what they are, they are still a lessor cost.

Lesser acknowledges its duty to conduct a reasonable site inspections of the proposed site.

If there are issues, please let us know what those are.

Please make sure to remember your your teaming arrangements with your GC and the design team.

Include those.

Make it clear who your team is.

This is a standard statement. It's it's your responsibility as the offer or to read all parts of the RLP.

Make sure you understand them when you submit a a an initial offer.

Restating again this offer proposal matrix. We say this a couple of times for a reason.

It really is your guide.

Make sure you you submit that matrix.

With the the sections below.

This is a summary.

The lease itself, we give you a copy of the L100.

It's there as a template.

Please do not fill it in. Do not do anything with it. If you are the proposed awardee, this template will be filled in with your proposal information.

And sent to you for execution.

If there is a question and or concern with the lease template, submit a question, but we are not looking for you to rewrite the L-100.

The template has is broken down into 7 sections. The the lease itself. This is the document that if you're awarded, this is what's signed.

And what's considered an award once it's counter executed by the government.

Um.

All offers should read the lease in its entirety.

There have been some slight revisions. As I mentioned earlier, this new version is July of 2025.

One area that that talks about the HVAC.

The entire system is considered part of the shell rent.

The design, the operation and maintenance.

All part of the shell. It has to meet the American National Standards Institute, the

ANSI and ASHRAE standard.

Everything associated with the HVAC is part of the shell.

Design concept.

This is this is you know the there's visuals and and and pictures and drawings, but there's also the requirement for a detailed explanation and analysis of the design, a description and analysis of the building.

This is this is the narrative portion of the design overview.

We've provided you with a design concept.

We.

We don't anticipate any changes to it. Failure to submit your plans and specifications in in accordance with the government's requirements may cause your offers to be deemed unacceptable and non-responsive.

The VA and and its architect have spent a lot of time working on the appendices and the design concept.

The adjacencies.

It's very difficult to to modify that without having that interaction and and you will not have that interaction at this stage.

The general design criteria.

We've provided a lease design narrative in the program for design. These are part of the appendices. We'll touch on those in a minute.

Must follow the federal regulations.

Facility Guidelines Institute Building codes, local, state, federal.

In the case of a conflict, the most stringent applies.

We're doing a 2 green globes for new construction.

The accessibility standards.

In addition, compliance with local codes and ordinances, design, construction and alterations must comply with ABA standards for accessible design, VA barrier free design, uniform accessibility standards.

And a bass.

Davis Bacon wages are required.

The appendices are listed here.

I'm going to let Will Zinnerman, who is the architect from Toll and Meisel, touch upon the the appendices and the concept drawings.

Drawings.

So we'll.

Will Zinnerman 30:32

All right. Appendix A, the program for design. Within this documentation, you'll find all of the spaces that are that's required for this facility. You'll find the square footage there, how many rooms that's.

For each department and you'll see the.

Breakdown for each department. Next slide.

Contents list is also follows the same rooms that are in the program for design, but it lists each and every piece of equipment that is required to go into this facility and it will also give you the quantity that is there as well as the JSN.

Numbers for those particular equipment, the lease design narrative, the LDN in this, which is the heart of the project, you're going to find everything that is required from different types of parking, different types of materials for this building.

Building different components as far as so areas that have special equipment that needs to be addressed. All of that can be found within the LD.

GUV 31:54

Yeah.

Francis, Sonja (HOU) 31:57

Well, I keep going in and out.

GUV 31:59

Please mute your mic.

Will Zinnerman 32:00

Can you hear me?

OK, the lease design narrative. Also within this is all the codes, the standards and references that you will find.

For the prototype for the standardized design and construction of.

Yeah.

Patient clinics for all the planning and criteria that is needed within.

Appendix A3, which is the room data matrix. It will list common rooms and throughout the facility. It lists everything pertaining to whether how many outlets are expected, the type of air, whether it's negative pressure, positive pressure, different components that's there.

It also tells you the type of doors and hardware types of flooring, interior aspects as well. So you'll find all of that within the room data matrix. Next slide the OIT data specs. You will find this.

As a part of the package as well, which will tell you everything that you need to know for providing the proper type of IT support for this facility.

This in a a 4.1 OIT data. This is the narrative that will accompany those specifications.

As it was mentioned, this is a FSL 2 facility and so the requirements that.

Is needed for an FSL to.

Thanks.

Next slide.

Francis, Sonja (HOU) 34:08

OK.

Will Zinnerman 34:12

OK, the conceptual layout. So the block plan will show all of the adjacencies as discussed with the facility, with the VA facility. And so you'll find from what's listed here, you'll find that this was three floors.

And all of the adjacencies were met through discussing with the facility and as well as the healthcare planner for the VA. So pay very close attention to those adjacencies.

And finally, there's the lease service narrative, which talks about everything from the what is expected of the cleaning, the janitorial responsibilities for the facility in any special areas that need to be maintained in a particular type of way.

GUV 35:11

OK. Thank you, Will.

Next we'll we'll go through the standard forms and clauses.

Everyone, this is the GSA Form 1364. This is where you're plugging in your your basic information on yourself, the offeror, the location of the building, the square footage, the rental rate, the shell rate, the operating costs.

The TI's, the amortization, the BSAC.

Parking at the bottom you see the the the area for the A&E fees and the project management fees. The 1364 is is is more pages than this. This is just the first.

There's also an attachment to the 1364, which is an Excel spreadsheet.

That allows you to plug in your your annual numbers for the 15 and the 20 year firm term.

This is the this is the second page of the 1364, just making sure you know what it is if you're offering free rent adjustments for vacant premises, HVAC for after hours.

GSA Form 1217. This is your annual cost statement.

This is very important. Please fill us fill out every line of the form.

If you have items that are included in another subcategory, please state that so that you know if it is zero in one area, make sure that you say it's included in section C11.

So we're aware.

Line 27, if you haven't heard it 1000 times, is the annual operating costs. That is the number that should match your 1364 for the annual operating costs.

The line items below 27 real estate taxes, insurance, maintenance and repairs management.

Those items are all part of the shell.

This is kind of a rehash contract requirements, Fire Protection, life safety, fire safety, physical security. It is a level 2.

Space must be zoned for Virginia's intended use.

Codes.

Refer to the least designed narrative.

Davis Bacon wages do apply.

Uniform accessibility standards and ABS as well.

This is just a friendly reminder. It is your job as the offer or to read the RLP and its attachments in its entirety.

Please comply with Section 3.02. That proposal compliance matrix is critical to keeping you and us organized that you've addressed all of the items.

Initial every page.

Ensure completeness and consistency throughout the proposal. Ensure all the forms have been completed in their entirety.

It doesn't help seeing another project from a past proposal make its way into this.

This is Conroe, TX.

Make sure all the signatures have been signed and author and the authorized signatory for the offering entity.

Make sure you're registered with Sam if you're a new require a new a new group.

Or you're forming a new JV. Please make sure your Sam is complete.

And that all entities match on the 12/17 and the 1364.

Please make sure to include the Excel spreadsheet for the 1364 attachment.

Another reminder, phase one cultural resources study are required with the initial offer.

Your letters, accreditation, life safety, etc.

Et cetera.

Structure and formatting. Follow the RLP. That proposal matrix again is your guideline.

Provide adequate detail for all RLP requirements. This is your narratives. Please make sure you address we we we tell you what we're looking for. Address it in the narratives.

Eliminate discrepancies offering entity ABOA versus RSF.

Please be clear which which you're referring to. Don't stay. Don't state SF. Make sure it's always clear.

On all the forms, especially your price forms.

Please do not add any contingencies. They will not accept them.

Or you run the risk of them not being accepted.

Don't forget to provide your evidence of ownership and control of the site.

The project management plan should identify and.

Discuss, you know, what risks are being mitigated, how they are being mitigated.

The financial resources is part of the evaluation. You must provide all that information with your technical proposals. Do not send them separately.

Provide your narrative with your financial resources plan.

It's helpful for the for the the government to understand how you're going to complete the project.

And of course, please respect the procurement integrity and the sensitivity of this project. This is.

Probably one of the the last time we'll all be in a virtual room together.

As a final kind of reminder.

This Friday, September 12th, submit your questions.

You could submit them any way you like. I think it's helpful if you just use an Excel spreadsheet where you reference the section and then you give the question. We'll consolidate those if there are any.

And and we will, we will redistribute them and post them on Sam.

Along with the transcript of this pre bid and a copy of the pre bid slides.

October 28th.

4:00 PM Eastern.

That is the due date.

We are not looking to extend that initial offer due date. There are a lot of projects.

Going on across the country.

There's a lot of technical evaluation boards being performed.

We are not interested in extending the due date, so please if you have questions or concerns or issues, submit them.

By the 12th so that we can address if there are any concerns.

That is it. I I appreciate everyone. We we we tried to keep it to 45 minutes, 2 minutes over, but we started 5 minutes after. So we're under the time. Thank you all. Thank you especially for muting your mics.

Please Friday the 12th, submit your questions.

With that, I'm going to bring this to a close.

Thank you all for participating.

And I am going to stop recording.

GUV stopped transcription