36C10F26R0024 - South Palm Beach County FL OPC - RLP Amendment 2 - Pre-bid Transcript _ 8_6_2026.pdf

South Palm Beach County FL OPC Requirement - 36C10F26R0024 - Virtual Pre-Bid Conference- 20260806_110129-Meeting Recording

August 6, 2026, 3:01PM 49m 9s

Patricia Restrepo started transcription

Patricia Restrepo 0:03 Let me, I'm going to share my screen and then we'll go ahead and get started this morning. As I'm sharing my screen, I just want to thank everyone for joining us this morning for the South Palm Beach County Pre-Bid Conference.

Screen.

Yeah, the team is very excited to get this started.

In a minute here, I'm going to turn it over to Julia Spence, but just so everyone knows, and I know you already do, is that we are here for the pre-bid for South Palm Beach County. And so as you can see on the screen, our ROP number is 36C10F26R0024. This was released in, I think it was like July 24th. And then you should have seen it on sam.gov with all the documents. And that's what we're going to be focused on today. With that, I do want to turn it over to Julia Spence.

who is with the VA Medical Center there in West Palm Beach. Julia?

Spence, Julia L 1:17 Thank you so much and thank you for allowing me a few moments just to kick off this pre-bid conference. I just want to make a few remarks. I want to thank everyone for their interest and for participating in this call. Our South Palm Beach County Outpatient Clinic represents a key and critical initiative for the West Palm Beach VA health care system, where we intend to establish a point of care that can consolidate some of our operations that are currently existing in our southern Palm Beach County area and allow for veterans in the Boca, Del Ray areas, as well as some of the Broward County areas to seek and have access to both primary care and some specialty and ancillary care services, providing those services with the highest degree of quality.

in a VA operated facility. So we are very excited about this project and being able to plan and move forward. So again, I thank you for participating on today's call and we look forward to our next steps. Thank you again.

Patricia Restrepo 2:34 Thank you, Julia.

So this is just a high level agenda. Today we're going to, we say introductions, we're not going to have everyone introduce themselves. You will see who is on the team.

There are, you know, a lot more people who have been involved and will be involved, but we will highlight some of the team members and then go over the rules.

and the pre-bid purpose. Then we're going to talk about the project overview. We take the opportunity to have this pre-bid meeting to hopefully help facilitate or assist those who are, you know, obviously very interested in responding and going through that ROP package, how to submit and talking about the lease.

Many of you have already responded to VA projects in the past, so it's, you know, something that you've seen. For those who have not, sometimes it can be, you know, a lot of documentation. And once you read through it, it's, you know, it does explain it quite nicely, I think. But of course, if there's any questions, We do want you to ask those questions so that we can answer them. We'll go over at a high level the design overview. And then, of course, there's standard forms and clauses, standard forms that do need to be submitted as part of the submission. And then we'll briefly talk about how you can submit questions at the end.

So with that, in terms of the introductions and project team, I'm just going to put on the screen here. Of course, there's others that are involved, but as you heard from Julia Spence, the Deputy Executive Director for the West Palm Beach VA Medical Center, and then also Megan Scott and Jeff Hernbloom. I know Jeff has join us this morning. So thank you. As it relates to the VA Office of Construction and Facilities Management Team, that is the team that works with the local VA Medical Center to execute the lease, to move through the procurement process, execute the lease, and then it's handed over to for lease delivery. So if you're on the screen, You see Cynthia White, who's a lease contracting officer, Jeff Liken, who's a project manager, Gordonia Pinckney, who's the branch chief, Linda Chan and Bob Bliss, who are facility planners, Jose Barega, Dennis Silvestri, and Tom Champ, who are part of the lease delivery, senior resident engineers and resident engineers, and who are integral in terms of getting the appendices

Jim Knight 4:39 Yeah.

Patricia Restrepo 5:04 completed this team as well as the medical center.

And then, of course, we do have a strong team as it relates to environmental as well as historic preservation. So you see Jason Sturm, Becky Lopez, Alex Bennett, and then the Capital Asset Manager and Activations Team, Michael Hartley, Corey Masterson, and Diane Carosa. Again, there's many people who participate in this procurement process from the time we're doing requirements development through the delivery of the building. And then I'm with Chartwell Enterprises on our team. We have Thomas Leahy and Casey Hughes. And some of you have met one or both of us or a few of us on other projects or even during the market survey that we had earlier this summer.

So with that, I'm going to hand it over to Cynthia White. She is the lease contracting officer. Cynthia.

White, Cynthia M (CFM) 6:02 Thank you, Patty. Good morning, everyone. Again, thank you for your interest in this project. I just want to go over a few rules and reminders. Again, this call is being recorded. It is a recorded meeting. When it comes to questions, all questions must be submitted in writing via e-mail.

to the contracting officer and the broker. And please ensure that you reference the RLP paragraph and the section if it's applicable. Official responses will be posted via question and answer matrix on sam.gov.

after the period that the question should be submitted. And I just want to remind everybody that we, my job here is to ensure that we respect the procurity, integrity, and sensitivity.

Again, Patty touched on this, but I'm going to reiterate the pre-bid purpose is to provide a general overview of the requirements set forth in the RLOP. And we want to ensure that we communicate to the potential offers to refer to the RLOP package for a complete understanding of the requirements in order to submit a fully responsive proposal. Keep this in mind that questions should be submitted in writing on or before August the 13th, 2026 by 5 P.m. Eastern Standard Time. Questions must reference the RLP lease section and be submitted in a single document.

And again, once that question period has ended, BA will provide the question and answer matrix via an amendment on Sam.gov.

Thank you, Patty.

Patricia Restrepo 7:51 Sure. No, thanks, Cynthia. Okay, so just to give a high level project overview, this is a VA outpatient clinic. You probably did notice if you already opened the request for lease proposal, it is an unrestricted solicitation. So it's full competition. I will note though, and you'll see this later, down in the presentation and evaluation factor 6. It is important if you do hold one of the socioeconomic statuses to include that because evaluation factor 6 does evaluate that. It is a fully serviced lease for contiguous space. We are highlighting here that in the additional requirements, we are seeing on a maximum of two contiguous floors. I did want to point that out because for many of you who did respond to the advertisement and we went out in the market survey, we were looking at that time just one floor. So in this requirement and for the ROP, the formal solicitation, you are able to have a response set on a maximum of two contiguous floors. So it can be one or up to two. The maximum space is 53,740 above a square feet. Keep in mind there is a minimum. The minimum square footage is the 46,730. And that's This is all outlined in the RLP. In terms of on-site parking, it's 350 spaces. The NAICS code is for investors of non-residential buildings, similar to the leases that VA completes. It is required a green globes of a minimum of two green globes. The lease term commencement date will be upon acceptance of this space.

So what that means is that once you deliver the space, when we accept the space, that's when lease term commencement, that's the date. Obviously, that's when the rent begins. Substantial completion is anticipated approximately 28 months from award. So that's important as you Complete your schedule for the project for your submission.

What we're going to do now is we're going to talk about the R100, also known as a request for lease proposal. We'll go through those sections and then at a very high level. And then we'll talk about the lease and then the design overview, which includes all the appendices, and then the standard forms. Again, many of you have gone through this process.

What I would mention for this procurement, especially if you responded to recent ones, but let's say within the last year or two years, there are changes. So it is important to read through the RLP and the appendices.

so that you can pick up on those nuances and those changes that have been made.

Both that it was made at the GSA level and then the VA level as well. So in the request for lease proposal, we will touch upon these five sections. Then we'll talk about the L-100 appendices and standard forms.

Let's start with the RLP statement of requirements. That's section 1.

There is just the general requirements in terms of the square footage. This is similar to many of the projects that we've had is that the lease term should be up to 20 years. The government prefers to award on 20 years, but they do evaluate both a 15-year firm term and a 20-year firm term. So it is required that you submit for each of these alternatives. What we're looking at a lot of times is the scoring. And so, again, because it's tenant improvements that are made part of the projects, you know, economically, it makes a lot more sense for the government to award on 20 years. But again, they need to, it needs to be not, excuse me, an operating lease.

rather than a capital lease. And that's why we'll look at those a 15-year and a 20-year firm term.

Here's the area of consideration for those who went on the market survey. Obviously, we need it to be within the delineated area. If your property fronts one of these boundaries, we will look at it very closely and confirm, yes, it's within the delineated area. It's a very basic requirement.

So you can see it there on the screen where that delineated area is.

This is a table, which I think is very important. If you haven't already looked at it, I would recommend looking at it much sooner than later. What this shows is the documents that were released with the RLP. So it's important to, when you're on sam.gov, I would print out a page of this section 1.06.

and ensure that you download or print out these documents, because many of these documents you will be resubmitting back to the government as part of your initial offer. You'll notice for those who have been completing the deals recently, you'll notice that there are a few new documents or acknowledgments that are required in your response. So again, I would just recommend printing this out and making sure that you download what you, these documents from same.gov.

All the projects that we that VA completes have facility security levels, and so this project is a facility security level of two, which is uncommon, which is common, excuse me, which is common for VA clinics.

And so there's a specific document appendix for this, for the FSL.

Moving on to section 2, which is the eligibility and preferences for award. This deals a lot with the efficiency of the space, the layout of it, as well as the 100 year floodplain.

As you can see here on the screen, Elise will not be awarded for any offered property located within a 100% annual chance floodplain.

unless the government has determined that there is no practical alternative. It's very uncommon that this happens. It can happen when there's not a practical alternative, but there is a whole other process if that's the case. So it's important that it's not in a floodplain, that you do provide a FEMA map.

It's required showing that it's not within the 1% annual floodplain.

These are other sections within section 2 that addresses asbestos, as well as accessibility and fire protection and life safety requirements. There are also appendices, excuse me, forms that one that you will need to review and submit as part of your offer.

Moving along in section 2, this is very important. Unfortunately, I have seen in other procurements where this phase one environmental site assessment has not been submitted, and they, you know, the offer could be deemed as not.

being responsive. So this is extremely important, especially since proposals are due September, September 18th. And so if you haven't already started working on this, it's something to consider today. So because the phase one needs to be completed within no earlier than 180 days before initial offers are due. Obviously, if you're completing them now, that would, you know, and you have that ready for the.

initial offer, it would be within 180 days, but that's important.

Along with the NEPA EA that the government, and actually with this project, it's environmental, they need to address it, but it can be done through an environmental assessment or a categorical exclusion. So that will, the VA subject matter experts will make that determination.

as they look at this project. Smaller projects generally trend towards the Cadix. The government is also responsible for complying with Section 106 of the National

Historic Preservation Act. You will see that it's required that you do submit a cultural resources study report with your initial offers. In Section 2.

Twelve, it does outline very specifically what is required in that cultural resource study.

So section 3. This is an extremely important section, obviously. Again, if you haven't already looked at it, I would look at it right sooner than later. I know sometimes it's easy to wait till you're submitting it to say, okay, how do we offer? But it's extremely helpful to look at it now because it does.

indicate the documents that need to be submitted.

And then also, obviously, the time and how they should be submitted in different volumes. This is slightly different. If anybody's been responding to VA procurements in the last six months to a year or two years, you'll notice that there is a slight difference in terms of the submittals, not necessarily what you have to submit, but how they, how the RLP indicates, okay, for evaluation factor one, these are the submittals that you need to submit. And it coincides nicely with section 4.03, which are the evaluation factors. So just cross-checking and saying, okay, am I submitting a complete package? And that can be done by.

you know, looking at Section 3.01 and 4.03. Here it says, you know, make sure that you're compliant with Section 3.01. The offer proposal compliance matrix is required to be completed. You'll notice a change if you haven't already. It's in an Excel file in the past. I think it's been in a PDF.

but it's now in an Excel file. And it's a tool that the government has provided to ensure that you do submit a full package. Of course, the government is wanting to promote competition. We do want as many full packages that we can evaluate.

So I'll get to this in the next few slides, but there are four volumes and volume 4 is these what's called additional submittals. There's an A and a B, but one of them is specifically for the offeror's acknowledgement, but then also in volume 4, these are the documents that are required to be submitted as part of volume.

So, you'll see items such as offer, offering entity acknowledgement form, who has authorization to represent the ownership, ownership evidence that you control, you know, the land, a conflict of interest, you confirm that there is no conflict of interest.

and then other items to include the exhibits to the RLP.

Again, I will emphasize it is important to go through section 3.01. It does provide, I think, a very straightforward list of documents that need to be submitted as part of the initial offer. One item is, of course, is control of the land that either land or building, because this can, if there's an existing building that you're going to be submitting, that's very acceptable. But you need to show that you have control of that. And that could be done through either an option to purchase a sales contract, a deed showing fee, simple ownership, if in fact you do own it today, and then an option to lease a site.

Now, if you do provide an option to lease the site, it does need to have enough time on that option to lease the site to include the post-award design, construction period, and It's really not renewal options contemplated in the lease, but just for the term of the lease, whether it's, you know, 15 or 20 years. Obviously, we looked, I would do it, you know, for 20 years, assuming a 20 year lease. This is interesting and important that you do pay attention to this item here because I think it's something that has been emphasized more in this template. And that's saying that except for a deed evidencing fee simple ownership, any evidence of owner's consent or site control submitted by the offer must be signed by both the landowner and the offer with each signature notarized. I think in the past we've gotten, you know, purchase options and they've been signed, but the key point here is that each signature needs to be notarized because we want to ensure that you do have control of that property.

whether it's a site or a building. Another item to be very mindful of is the title report.

It cannot be dated fewer than 30 calendar days prior to the due date of when initial offers are due.

So when are the proposals due? They're due September 18th, 2026 by 5 P.m. As many of you who have been participating in VA procurements, we have moved to electronic submissions, which is great. And I'm sure it helps facilitate the process.

not only for the private sector, but for the government. And us. Cynthia already mentioned about the due date for questions. So today's August 6th, so they're due August 13th. Please submit them as soon as you have them in the format that Cynthia outlined by 5 P.m. Because what we'll do is we want to turn them around so that you have the benefit of those responses for your September 18th submission.

As I mentioned, there are four volumes that you're required to submit your proposals in via e-mail. So you have volume one, there's an A&B, that's your technical proposal.

When you look at section 3.01, what you'll see is 6 evaluation factors.

Volume 1A includes about all the information for evaluation factor one through 5.

And then volume B is for evaluation factor 6. And that's what I referenced at the beginning of the meeting is that it's the socioeconomic status, because you are evaluated based on whether you are service disabled, veteran-owned small business, veteran-owned small business, small business, or other than small business. Because as we mentioned at the beginning, this is an unrestricted solicitation. Volume 2 is a price proposal in the financial capabilities. So that is what we'll talk later in this presentation is the 1364, 1217, and other documents.

And then volume 3 is the NEPA and the Historic Preservation Act submittals. So that's your environmental and cultural submittals being the phase one environmental site assessment, and then also the cultural resource study at a minimum. If you have other studies that have been completed, You're welcome to submit them, but the ones that are required are the ones we talked about previously. And then volume 4 is these additional submittals, the exhibits that we, the RLP exhibits, and then the offer acknowledgement, and then the table in the previous slide that had.

in showing site control and other items. It's very clear here, you know, obviously volumes one, three, and four should not contain any pricing information because when we do evaluate it, we strictly evaluate the technical and then very independently and separately we evaluate the price proposal.

In terms of tenant improvements, this in the ROP, it does state that the tenant improvement amount is $19,042,000. Many of you have been involved in projects. TIs are generally are the finishes and fixtures that typically take the space from shell condition to a finished.

usable condition.

In the last couple of years, or actually for a while now, BA has been paying the TIs as a lump sum payment, but the government does reserve the right to amortize any portion of the TIs at the amortization rate that you propose. Now, obviously, it's a competitive and we'll look at to, you know, ensure that their competitive rates but you will propose an amortization rate on your GSA form 1364 as well as your attachment one. It does state on this slide that no cost associated with the building shell shall be included in the TI pricing.

As I mentioned, the government continues to expect to pay the TI as a lump sum, but again, they reserve the right to amortize it if they need to.

Operating costs. And we've already discussed that this is a fully serviced lease. The offer must ensure that all public utilities necessary for operation are available and operable at the site. So again, it's a fully serviced lease.

And we do evaluate the 1217 where your operating costs are provided and to ensure that they are competitive operating costs.

Okay, so moving on to request release proposal. This is section 4, method of award.

The government does a great job of letting the private sector know this is how we're going to evaluate you. This is what is required, you know, to submit for us to evaluate you. And so this is the section where they spell that out.

So here you see that it says award based on other evaluation factors. So it will be awarded to the responsible offer whose offer conforms to the requirements of this RLP package and it's the whole package and will be most advantageous to the government. Price and technical evaluation factors listed below considered. And I'll go through those evaluation factors.

It does go on to say that best value trade-off process permits trade-offs among price and technical factors, allowing the government to make an award to other than the lowest price offer or other than the highest technically rated offer.

So the good news is, it's not, we're looking at the technical, we're looking at the pricing. It's not simply, okay, did you meet the technical or were you the lowest price? No, there is a trade-off.

So these are the evaluation factors. For those who have been responding in the last, let's say last year, these reflect the evaluation factors. If you were responding to VA requirements probably more than a year ago, it was less factors, but they feel like these factors represent.

you know, what is critical for the clinic and for the project. So you'll see factor one is location. The factors are in descending order of importance, but then you have what's called areas of consideration within each factor, and those are in no particular order. So factor one location is the most important.

important. What you'll see there as the areas of consideration is area of consideration and unique requirements. That's what you'll see in the RLP in section one, those unique requirements. Also the neighborhood amenities and transportation and then visibility and access. I would recommend reading this section again, sooner than later, because it does work nicely with Section 3.01 in terms of what you need to submit and letting you know exactly this is how the government is going to evaluate your initial offer. So it's important to address those items in your narrative, in the renderings that you provide.

And then also in your how you index with table of contents and then bookmarks in your proposal. Evaluation factor 2 is technical quality. The areas of consideration is architectural concept and building design, quality of site characteristics and development, and sustainable design and energy efficiency.

Moving on, evaluation factor 3 is a delivery schedule. We are looking for you to provide a critical project milestone schedule, also a project management plan. And in factor 4, we are evaluating your qualifications and past performance.

performance. So we are looking for you to provide off your past performance. There is an exhibit that was released with the RLP that affords you the ability to, you know, provide that to a reference so that they can complete a past performance. And then also we're looking at the offers qualifications.

the one who's identified as the offeror, and then also your design team and general contractor qualifications. Sector 5 is the operations and maintenance plan, so the O&M plan. We are looking at the interior and exterior maintenance of building and grounds, how you propose handling routine emergency calls, And then what is your staffing plan, administrative procedures, and your quality control plan, as you will be, you know, as long as you own it, operating and managing that facility for the government. And then factor 6, as I mentioned, which would be volume 1B, is your socioeconomic status. As I've mentioned several times, This is an unrestricted procurement, but we will evaluate and you will be provided a rating based on whether you're a service disabled, small business, or veteran-owned small business, small business, or other than small business. So those are the six evaluation factors for the technical, on the technical side.

Before we move to this last section, we also obviously evaluate the price. So we will do, and it's outlined in the RLP, a present value analysis to determine who provides the lowest present value. That's A composite number that is calculated. This last section is just basically saying Be mindful that this is based on a GSA template, but it's very indicative of where VA has made some changes. You'll see it if you look at the table of contents, state that, you know, the sections, the five sections, and then there's subsections. And then after the title of the subsection, it'll indicate If VA tailored it specifically for VA, it'll say VA and then the month, you know, August and then 2026. There's none that recent, but you know, you'll see some that May of

26th or April of 26th. So that's how you can tell. So that's the RLP, the request for lease proposal.

Let's move to the lease. The lease is in its form, it's the draft lease, but it does represent, you know, the lease that the government will use once they select the offer or, you know, the parent awardee. At that time, VA will transcribe the successful offers, final offer grant and other information into the lease.

What you see here is the table of the sections for the lease. Section 1, section 2, section 3, through section 7. It is important that you do read it because essentially you are communicating that you've read it and you understand it and that it's acceptable to you. The sections are nicely distributed. You know, you have the premises, rent and other terms so that, you know, will indicate what the rent is and the cost. Section 2 is the general terms and conditions. Section 3 is the shell.

Then you have section 4 where you'll talk about how it's going to get designed, constructed in the post award activities. And then section 5 is attended improvements. And then you can see the other sections there.

One thing we did want to point out, because it is a change from recent solicitations, is that, for example, the heating, ventilation, and air conditioning. In the last couple of years, what the private sector has seen is that the HVAC was captured in shell. And what the VA has, I'd say within the last six months, what they have done is they've provided the lease where it indicates that part of the HVAC is shell and then part of it is tenant improvements. That's in an effort to, you know, focus, make sure that the proposals are competitive in terms of pricing. So be very, I'd say be very mindful of those kind of changes, especially you'll notice it in the HVAC. So what you'll see is some language in section 3, as I mentioned, that focuses on shell items.

And then section 5 focuses on tenant improvement items.

So that concludes the discussion on the lease. So what we've got done.

This morning has talked about the R100, the L100, the lease. Now what we're going to get into are the appendices.

Tom, Dennis, Jose, leading the charge has, you know, worked with the integrated project team, which includes the medical center, and then CFM, construction facilities management team, and they have provided appendices. And, you know, looking at the design, what is required, Jose is going to talk about this in the next few here in a few minutes as it relates to the design concept. But with the appendices, what we're trying to do is provide, you know, what is required. What we'll say is the submission that you do provide should include a narrative of the offer's approach to facility design.

We'll use this concept to evaluate the technical proposals, and then it will become the basis for the design development drawings after award. So as many of you know who've responded to VA projects, it's not completely, I mean, they're not completed design intent drawings, but it's providing a concept and then we will finalize it post award. This delivery will work with the apparent or the offer at that point who's been awarded the lease. It does state here that failure to submit plans and specifications in accordance with the government's requirements may cause offers to be deemed unacceptable and non-responsive.

You can see here that some items, you know, we talked about the ILP package. It does include the program for design, you know, in terms of what the square footage is, what type of specific needs and uses are within that program for design, the lease design narrative. I will mention that Be mindful of the lease design narrative as there have been some revisions in the LDN, even from six months to a year ago. And then the building codes and ordinance, if there is a conflict, the most stringent standard applies and that's how it's been. So there's no change there.

This is a table of appendices. If you should just ensure that you have these all downloaded or reviewed. You'll see there you have program for design, a project group contents list, some IT, the South Palm Beach County conceptual floor plan, and then Appendix 8.7, we'll say we'll talk about this. This is the VA lease CBOC standard layout guide, and then this lease service narrative.

Again, these next slides are just, it just indicates what those documents are. So the program for design, if you do open up that document, it will show you the different groups and sections and the square footage assigned to each of those uses.

And then you have the project room contents list.

Then that lease design narrative. The purpose of that is to consolidate the governing code, standards, references, and guidelines in a document that provides performance space standards for a VA lease space. The intent is to, we do have the lease, but this very specific requirements is you'll find in the lease design narrative, which does become part of the lease.

Is the room data matrix?

This is the IT. You'll notice that if you've done other projects with leads, it stayed pretty much the same. And then as it relates to the facility security level, as I mentioned previously, it is going to be level 2.

I'm going to turn it over to Jose, who's going to talk about these next couple of slides. Jose.

Baerga, Jose (CFM) 37:59 Good morning, everyone. Thank you all for your interest in this project and also thank the staff that has helped actually shape this ROP together and actually give you as much information as we can and as possible in this entire package. We have appendix 6 AM.

A&B work together. Actually, this is the first one that you're going to see. It actually uses the typical standard L-shaped facility, but it includes all the services that are actually intended for this new facility. And it works, as you see, is actually just a by service. The actual layout.

components actually how all of them are organized are actually on the next slide.

And the VA least standard layouts actually goes by service for your information and actually for that of the designers of record that will be generating the actual layout.

And this actually works together. And the next slide actually talks about the lease service narrative, which is actually an extension of section 6 of the lease of the L-100 that provides additional information on the maintenance requirements for the new facility.

With that, let me turn it back to you.

Patricia Restrepo 39:20 Thank you, Jose.

So that concludes as it relates to a discussion and overview of the lease and then the appendices. The last item is the review of standard forms and clauses. Again, for those who have worked with the government, specifically VA, a lot of the forms are the same.

There are a few that are new.

in terms of acknowledgement, but you'll be able to see which forms there are in section 1.06 of the RLP. And that's why I've said it's good to just take that table and print it out and make sure you're seeing all those forms. We hit upon the proposal compliance matrix. This is required for you to indicate where you have provided these specific forms and in which volume. Again, it's a tool to help facilitate the private sector's response and organize it, and as well as a tool for VA and those assisting VA to say, okay, yes.

Here it is. Okay, this is the page and this is, they did submit it. So it is required that you do submit it. As I mentioned previously, it is in an Excel format now, rather than just a PDF.

The GSA Form 1364, for those who have done government work, if you're very familiar with this form, it's important that the form gets fully, or it gets completed fully, that you don't leave any spaces blank. What will happen is then it Well, you know, come.

Generally, we will come back to you and say, you know, you missed this, but it's not necessarily what we want to be doing, but we do want you to include all the information. For example, although most likely it's going to, the tenant improvement is going to be paid lump sum, it's important that you include the TI amount there. It is required that you include the amortization rate.

although there's a good chance that it'll be paid lump sum. But what happens is, is with that rate, it does get included in the lease so that if later on in the process, if they, if the government decides they want to amortize a portion of it, we already have negotiated that that amount of for the amount for the amortization rate.

And.

Another document, as I've already alluded to, is a form 1217. That's for operating costs. Again, it's important that these get that all the items get filled out. There is a section 26 or line item 26, which is other. It is important that you do on a separate piece of paper, if you do have a line item there that you do explain what that, what includes, what is included in that number, provide a list of it and the amount so that it totals the number that is included in line item 26. That the line item 27 represents the operating costs. The lines below are the cost of ownership. Those do need to be filled out in terms of real estate tax, insurance, and going down into line item to the roll up total on line 33.

Before I move to 3517, also in you are to submit an attachment one. This just helps us understand a lot of all the information is captured in your 1364, but it allows us to see you know the individual years, the 15 year and the 20 year, you know, the cost.

for each year as it relates to the shell cost and the operating costs.

This form is the 3517B. It's been modified in recent years. So you'll see these are the general clauses. This GSA form 3517B does become part of the lease. It's important to understand these clauses if you are the Awardee, you will be living by those clauses.

So that concludes an overview of the forms. I'm just going to hit upon a few reminders. I know Cynthia has already hit upon many of these. One is just to ensure that you do read the RLP and these documents in their entirety. As I've mentioned, there have been changes, and so it's important that Um, you had, you know, you see those changes and you address them, um, in your initial offer.

We've talked about section 3.01 and 3.02. Those are very helpful. They tell you, you know, in terms of what needs to be submitted and then when proposals are due. I would recommend continuing to check sam.gov. We've heard us several times say this will be put in an amendment. For example, we will be issuing an amendment It would be most likely after August 13th. Once we get those questions and we respond to them, there would be an amendment that would come out with the information from this pre-bid as well as the question and answer matrix.

Offers that do not comply specifically and correctly in accordance with the directions contained in the RLP are the risk rate CO's determination and non-responsive. And that's, I mean, the government doesn't want to be there. We know, you know, the private sector spends a lot of time and resources to respond to these procurements.

But in our documents, we there are requirements and in fairness to everybody, we have the expectation that you read it and you respond and provide a, you know, a full offer. That's a complete offer.

And then it's important that you accurately and consistently identify who's the offering entity, that it's very clear who is the, who is offering this initial proposal. And we only say that because sometimes there's teaming arrangements or joint ventures, but it's very important in the offering entity acknowledgement, it states very clearly who is offering entity.

And then just make sure that everything's initials and signed by the authorized signatory.

You can see it on the screen, just some reminders about the phase one ESA and the cultural resource study, submitting that with an initial offers that's required, as well as authority having jurisdiction letters for life safety and utilities and zoning. It's important to follow the formatting and structure of the RLP.

And then with the narratives, it is very helpful. And when we do hold the technical evaluation board to evaluate the technical proposals, we do spend time and reading those narratives. So if there's something that you want to explain, it is important that they provide enough detail. A VA does not accept conditional offers, so no contingencies nor changes to the RLP may be submitted. Again, the initial offers are due September 18th by 5 P.m. Eastern Standard Time. And in the RLP, it indicates that those should be submitted.

to the lease contracting officer with Cynthia White, and then to Chartwell Enterprises, us, you know, we serving as the broker.

The last item that we want to discuss this morning is the questions. So I know it's been mentioned several times this morning, but this is how we would request that the questions be submitted. As Cynthia mentioned, you know, referencing the document here, it happens to be the lease and then a section.

and then the questions. And then we will, as we mentioned on numerous occasions, those will be posted to sam.gov. So please submit any questions that you might have.

With that, that concludes the presentation. I'll just put it out there for the VA team. Is there any, and I don't expect it, but is there any other comments or items that anybody from the VA team wants to highlight or mention?

Okay.

We stop sharing.

So we hope it's been helpful for the group, this group this morning. We do want, you know, the VA does encourage competition. As we know, competition always helps with, you know, delivering a facility that's, you know, meets the medical centers.

need and veterans needs, frankly. So again, thank you very much for joining us this morning, and we look forward to receiving your questions. And then in September, your initial offers. Thanks, all.

Thomas Leahy 48:51 Thanks, Patty. Great job.

Mark Hefferin 48:51 Thank you, Patty. Thank you. No problem.

Marty Posthauer 48:52 Thank you.

White, Cynthia M (CFM) 48:52 Thank you, Danny.

Ethan Levine 48:53 Thank you.

Hernbloom, Jeff 48:54 Thank you.

Jim Knight 48:57 Thank you.

Patricia Restrepo stopped transcription