Canton OH OPC 36C10F26R0052 - PreBid Conference- slide deck.pdf

Prepared for: U.S. Department of Veterans Affairs (VA)

OUTPATIENT CLINIC Canton, OH

PRE-BID CONFERENCE

RLP No. 36C10F26R0052

AUGUST 05, 2026

Prepared by:

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Canton, OH RLP 36C10F26R0052

RULES / REMINDERS

• This pre-bid conference is being recorded

• The slide presentation will be posted on SAM.gov

• Please submit questions in writing to the VA team members listed below by 5:00pm EDT on August 10, 2026. Questions must reference the RLP/Lease clause and be submitted in a single Word document to

James@dhcres.com with a copy to Samantha.barr@cushwake.com

Respect Procurement Integrity and Sensitivity

Pre-Bid Purpose

• Provide a general overview of requirements set forth in RLP #36C10F26R0052

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

• Submit questions in writing by 5:00 PM ET on August 10, 2026. Questions must reference the RLP / Lease section and be submitted in a single document. VA will provide the Q&A Matrix via amendment on SAM.gov.

AGENDA

1. Introductions & Opening Remarks

2. Project Overview

3. RLP Package Overview

– RLP Sections

– How to Submit an Offer

4. Design Overview

– Appendices Review

5. Key Procurement Dates / Wrap up

Introductions & Opening Remarks

• Garland Gill, Senior Realty Specialist - PM, CFM/ORP/LE

• Cynthia White, Lease Contracting Officer, CFM/ORP/LE

• Gregory Lazar, Senior Resident Engineer, CFM/ORP/LD

• Paul Orogo, Planner, CFM/ORP/Facilities Planning

• Kevin Kantz, Healthcare Engineer, VAMC

• David Sabol, Chief Engineer, VAMC

• Matt Kuehnle, Architect, VAMC

• Brendan Cmolik, Customer Supervisor VAMC

• James Cassidy, DHC Real Estate Services - Real Estate Broker Advisor to VA

• Samantha Barr, Cushman & Wakefield - Real Estate Broker Advisor to VA

CFM Office of Planning

Project Overview

• Veterans Affairs Outpatient Clinic (OPC)

• Approximately 52,290 minimum – 60,134 maximum ANSI/BOMA Office Area (ABOA) square feet. Offered space must be located on no more than two (2) contiguous floors and all space on each floor must be contiguous.

• 300 surface/outside parking spaces dedicated for VA’s exclusive use

• Price proposals must be submitted for a 15-year firm term and a 20-year firm term Lease

• Fully serviced lease, with all utilities, taxes and janitorial included in rent. Offer should also include stated TI improvement allowance.

• Lease Term Commencement Date will be upon acceptance of the space.

• Substantial Completion is anticipated approximately 28 months from award.

The Requirement

Procurement Steps

▪ Issuance of Request for Lease Proposals

▪ Pre-Bid Conference

▪ Receipt of Initial Offers

▪ Evaluation of Initial Offers (Technical and Price)

▪ Request Clarifications and initiate Discussion with Offerors, as necessary

▪ Request Revised Proposals (if appropriate)

▪ Initiate Environmental and Cultural Resources Reviews

▪ Administrative reviews and approvals

▪ Award

RLP OVERVIEW

RLP No. 36C10F26R0052

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

The RLP is broken into the following five sections:

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

All sections and components of the RLP are important; however, the following slides are used to address specific areas of the RLP.

SECTION 1 – STATEMENT OF REQUIREMENTS

SECTION 1.02 (F) -- Lease Term

Lease term shall be up to 20 years. Offers must submit pricing for (A) 15-year firm term and (B) 20-year firm term

Section 1.03 -- Area of Consideration

Northern Boundary: E on Applegrove St NW

Southern Boundary: W on US-30, N on Reff Rd SW, W on 13th St SW

Eastern Boundary: S on N Main St, S on S Main St, S on Cleveland Ave NW, E on 30th St NW, S on Market Ave

N, S on Cherry Ave NE

Western Boundary: N on Whipple Ave SW, N on Whipple Ave NW, W on Fulton Dr. NW, N on Frank Ave NW

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

Section 1.03 -- Area of Consideration (continued)

SECTION 1.04 -- Unique Requirements

The Building and/or Property offered must meet the following as a minimum requirement:

A. The following space configurations will not be considered: Space with atriums or other areas interrupting contiguous space, extremely long or narrow runs of space (more than twice as long as wide), irregularly shaped space configurations or other unusual building features adversely affecting usage.

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

C. Offered space must be compatible for VA’s intended use.

D. Offered space will not be considered if it is located close enough to railroad tracks, flight paths, or any existing facility, business, or operation that produces excessive noise or vibration that could adversely affect clinic operations or veteran satisfaction.

SECTION 1.06 -- List of RLP Documents

The entire ‘RLP Package’ contains the following documents including the RLP itself:

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.02 – Flood Plains

• Site cannot be inside 100-year flood plain

• This includes ingress and egress routes

2.06 – Accessibility

• Verify in the lease proposal that the building space and areas meet accessibility requirements.

2.07 – Fire Protection & Life Safety

• Verify in the lease proposal that the building meets fire life safety requirements

• Provide building code and written commitment to meet all requirements

SECTION 2 – ELIGIBILITY AND PREFERENCES FOR AWARD

2.08 – Energy Independence and Security Act (EISA)

• Energy Star label within 18 months after occupancy, show how and when this will be obtained.

• Energy Star Target Finder Tool

2.10 - Due Diligence and National Environmental Policy Act Requirements

• Phase 1 Study needs to be completed within 180 days of initial RLP due date (partial submittals = unresponsive)

• Hydrology statement (RLP 3.01 Submittals O.)

SECTION 2.11 - National Historic Preservation Act Requirements

• Historic Preference will be given

• Letter required if claiming preference or NRHP ID Number

Section 2.12 - Cultural Resources Study

• Cultural Resources Study report required

SECTION 3 – HOW TO OFFER

SECTION 3.02 -- RECEIPT OF LEASE PROPOSALS

Questions are due August 10, 2026, by 5:00pm EDT

Offers are due September 14, 2026, by 5:00pm EDT, Submit electronic method

Offers may be submitted via Electronic Submissions (email, drop box, SharePoint, etc.) to:

US Department of Veterans Affairs Lease Contracting Officer: Cynthia White

Email to: Cynthia.White6@va.gov and DHC Real Estate Services LLC, James Cassidy: James@dhcres.com and Samantha Barr, Samantha.Barr@cushwake.com

At a minimum, Offers shall consist of all the documents listed in the Offeror Proposal Compliance Matrix

Please thoroughly review Section 3.02 of the RLP. We will not provide extensions for late submissions.

mailto:Cynthia.White6@va.gov mailto:James@dhcres.com

3.01 – Instructions for Offeror and Submittals

Offeror must provide all submittals in section 3.01 to be considered a complete offer, including all additional submittals in section 4.03.

3.04 - Budget Scorekeeping; Operating Lease Treatment

• Government cannot award a Lease if it does not score as an Operating Lease

• Cannot score as a Capital Lease

U.S. Department of Veterans Affairs and DHC | Cushman & Wakefield – Canton, OH RLP 36C10F26R0052 19

3.05 – Tenant Improvements

• Tenant Improvements are the finishes and fixtures that typically take the Space from the shell condition to a finished, usable condition. Lump Sum of $24,865,000.00

3.08 – Operating Costs Requirements

• The Government requires a fully serviced Lease as part of the rental consideration.

• Offeror needs to state on the 1364 if the Operating Costs are firm or adjust annually by CPI

SECTION 4 – METHOD OF AWARD

SECTION 4.04 -- AWARD BASED OFF BEST VALUE TRADE OFF

This is a Best-Value Tradeoff Source Selection.

• Best-value tradeoff source selection procedures, in accordance with FAR Part 15.101.

• The Government will evaluate both contract price and non-priced technical factors. Award will be made to offer that represents the best overall value to the Government.

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

• The Government reserves the right to conduct discussions if the Lease Contracting Officer determines them to be necessary.

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

SECTION 4.4 -- AWARD BASED OFF BEST VALUE TRADE OFF (CONTINUED)

FACTOR 1: Location

A. Area of Consideration and Unique Requirements

B. Neighborhood, Amenities, & Transportation

C. Visibility & Access

FACTOR 2: Technical Quality

A. Architectural Concept & Building Design

B. Quality of Site Characteristics & Development

C. Sustainable Design & Energy Efficiency

FACTOR 3: Delivery Schedule

A. Design and Construction Duration/CPM Schedule

B. Project Management Plan

FACTOR 4: Offeror’s Qualifications and Past Performance

A. Offeror’s Past Performance

B. Offeror’s Qualifications

C. Design Team & General Contractor Qualifications

The technical factors are listed in descending order of importance. Areas of Consideration are not listed in order of importance and are not assigned a specific rating.

FACTOR 5: Delivery Schedule

A. Interior & Exterior Maintenance of Building and Grounds

B. Routine Emergency Calls- Procedure & Response Times

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

FACTOR 6: Socio-Economic Status – Unrestricted

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

B. Veteran Owned Small Business (VOSB)

C. Small Business

D. Other than Small Business

SECTION 4.05 -- PRESENT VALUE PRICE EVALUATION

• The present value price evaluation will be conducted on both 15-year firm terms and 20-year firm terms.

• The present value price evaluation is based on the annual price per ABOA SF of the offer.

• Offers must be fully serviced including operating expenses, taxes and janitorial services.

• Offers must include a TI allowance of $ 24,865,000.00 (LUMP SUM).

• Offers cannot exceed the GSA Prospects Level Threshold

ADDITIONAL TERMS AND CONDITIONS

Offsite Improvements

• 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.

Due Diligence

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

Teaming Arrangement

• 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.

DESIGN

OVERVIEW &

APPENDICES

AGENCY SPECIFIC REQUIREMENTS PACKAGE

▪ Appendix A Program for Design (PFD)

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

▪ Appendix A.2 Lease Design Narrative (LDN)

▪ Appendix A.3 Room Data Matrix (RDM)

▪ Appendix A.4 VA CBOC Information Transport Systems Specifications

▪ Appendix A.5 Security Requirements for FSL II

▪ Appendix A.6 Conceptual Floor Plan

▪ Appendix A.7 VA Additional Security Requirements

▪ Appendix B VA LEASE SERVICES NARRATIVE – LSN

Conceptual Floor Plan Layout 1 - roughly 55,000 ABOA SF

RLP Preparation Final Thoughts

• Read the RLP/Lease documents in their entirety.

• Provide responses in format described in RLP 3.02 RECEIPT OF LEASE PROPOSALS

• Offers that do not comply specifically and correctly in accordance with the direction contained in the RLP are at risk for a

Contracting Officer’s determination of “Non-responsive”

• Be certain that all documents accurately and consistently identify the Offering Entity

• Be certain that we can locate the property or building you are proposing – this should be in the cover letter and very easy for us to identify. If the address is not yet available, please provide a ten digit grid coordinate

• Be certain that Attachment 1 numbers match exactly the numbers listed on GSA Form 1364 / 1217

• Be certain that all documents are properly initialed and signed by the Offeror’s authorized signatory

• The Offering Entity must be registered in SAM and must be registered under the NAICS code for this procurement which is

531120. Must be consistent with Operating Agreement and completed “Offering Entity Acknowledgement Form”.

• Please ensure that your offer is submitted by the deadline identified on the cover page of the RLP

Key Procurement Dates

• RLP Issuance Date: July 23, 2026

• Pre-Bid Conference: August 05, 2026

• Questions Due: August 10, 2026

Please submit questions in writing to the VA team members listed below by 5:00pm EDT on August 10, 2026. Questions must reference the RLP/Lease clause and be submitted in ONE word document.

James@dhcres.com with a copy to Samantha.barr@cushwake.com

• Initial Offers Due: September 14, 2026 no later than 5:00 PM EDT mailto:James@dhcres.com

THANK YOU FOR

ATTENDING