Attachment 1. Pre Proposal Meeting Agenda - Beaver CBOC - RLP 36C24424R0037.pdf

Pre-Proposal Conference Agenda RLP # 36C24424R0037 – Beaver Community Based Outpatient Clinic (CBOC)

August 21, 2024 | 11:00AM EST

Meeting Location: Virtual Teleconference number (872) 701-0185

Conference Code: 335 578 426#

Purpose:

Review portions of the Beaver CBOC RLP# 36C24424R0037 and Exhibits, and to allow time for questions and answers.

Questions can be about the lease requirement, the VA documents, or any information pertaining to this solicitation. Official answers will be publicized along with the questions by Lease Amendment to SAM.gov. It is the offeror’s responsibility to check SAM.gov for Amendments.

Not all aspects of the RLP or Exhibits will be reviewed. Not reviewing does not make them null and void in any way or minimize their importance. All offerors should read all portions of the RLP and Exhibits and respond with a complete proposal. A complete proposal consists of all the information and documents listed in RLP Sections 4.05 and 4.07.

Requirement Summary:

RLP Section 1.02:

- Space Requirement: The Government is seeking up to 22,153 Net Usable Square Feet (NUSF) of clinical office space to house the VA’s Beaver CBOC. The space is required to be located within the delineated area outlined within the RLP. Please note that the space requirement is the maximum amount of space that the VA is looking to lease. Offers proposing more square footage than the requirement identifies may not be considered for award.

- Parking requirement: The parking requirement is 80 spaces – of which 8 shall meet Architectural Barriers Act (ABA) and Americans with Disabilities Act (ADA) requirements. We are looking for parking that is not a separately priced item; parking should be part of the leased space.

- Lease Term: The lease term requirement is up to 20 years total – 10 years firm, 10 years soft.

Offers that differ from the lease term requirement will be considered an exception and the Government can decide not to award due to exceptions. In the past, we have seen offerors submit two proposals, one with exceptions and one without so that if an exception would not have been considered, they would not have been fully eliminated.

A complete description of the requirements for the space is listed within the RLP and attached Exhibits.

Offerors are strongly encouraged and cautioned to review the RLP and exhibits in their entirety prior to submitting their proposal.

How to offer:

Offers shall be delivered as indicated in RLP Section 3.02. Offers shall be submitted by email no later than Friday, September 13, 2024, 4:30PM EST. Late proposals may not be evaluated.

RLP # 36C24424R0037

Beaver CBOC

Award can be made without discussions, so the first proposal submission should be the best effort in terms of all evaluation factors. However, the Government may elect to enter into discussions and negotiations.

Evaluation factors:

RLP Section 4.04 – All non-price factors are approximately equal in importance. Non-price factors when combined are approximately equal to price.

1. Factor 1: Location, configuration, and landscape aesthetics

2. Factor 2: Building and design concept

a. Subfactor 2.1: Design concept

b. Subfactor 2.2: Building concept

3. Factor 3: Technical capability

a. Subfactor 3.1 Performance approach

b. Subfactor 3.2: Program management plan

c. Subfactor 3.3: Emergency preparedness

4. Factor 4: Offeror’s qualifications/past performance

5. Factor 5: Price

A breakdown of each evaluation factor can be found in RLP section 4.05. Proposals should clearly address all requirements and evaluation factors as the Evaluation Board will not guess or assume.

As a reminder, proposals are evaluated against the factors that are publicized. It is not a comparative of one offer against another offer.

Exhibits:

Exhibit A – Draft Lease #36C24424L0005

- This is a draft copy of the lease that we expect to result from this RLP. The language that exists in the lease currently is largely accurate other than those items that will be filled in by the VA as a result of proposal. Please do not fill in the Lease.

- The proposal is not incorporated into the lease automatically, no portion of the proposal is in the lease without specifically being incorporated into it by the lease language. There is no operating adjustment and no tax adjustment.

- Section 2.01 “Definitions” – Net Usable Square Feet (NUSF): the area for which the VA is charged rent. When used for VA leases, NUSF is the portion of rentable space that is available for a tenant’s personnel, furnishings, and equipment, and includes the floor area of full-height columns and projections enclosing the structural elements of the building within the space. Net usable space is the area for which VA will pay a square foot rate.

- Shell – Systems added or updated by Tenant Improvements are considered shell if they are built into the space and will remain upon completion of the lease. The lessor is responsible to furnish, install, and maintain all shell items unless specified in the lease that the VA is maintaining. Shell maintenance is not separately priced. Some of the things that are built in as TI become part of the building and are maintained as part of shell such as doors, toilets, sinks, lighting, all building systems, etc. If an item is not identified as VA maintained, it is considered shell.

- Please read the lease – be sure to understand your role and responsibility.

Exhibit G – Form 1217 Lessor Annual Cost

- Everything above line 27, adds up to total line 27 which carries over to the Form 1364 (Exhibit F).

- Anything below line 27 for which the lessor wants reimbursement or payment of some type should be included in the shell rent. These are lessor costs and do not show up in operating rent.

Exhibit F – Form 1364 Proposal to Lease Space

- VA pays rent on NUSF, so the CAF does not impact the amount the VA pays.

o Column X is the total annual rent, Column Y is the rate per RSF, Column Z is what the VA pays in rent.

- Parking: for the purposes of the lease, we are looking for parking that is not a separately priced item; parking should be part of the leased space.

- TI price goes on the 1364 (Exhibit F). The price on the 1364 is the entire cost and all associated costs for TI. There are no separately priced items.

- It is the Government’s intention to pay TI in lump sum upon completion, VA inspection and acceptance of space – as stated in Lease Section 4.

- Any exceptions to the terms or conditions of the lease or lease exhibits must be captured in section 6 of Form 1364. If it is not noted on the 1364, the offeror agrees to the terms and conditions as written. If there are any exceptions to the terms or conditions of the lease or lease exhibits – the VA is not obligated to lease space.

Exhibit K – Tenant Improvement Cost Summary (TICS) table

- Offerors shall use the TICS table to provide their cost breakdown for the entire buildout of the project.

- When formulating the cost breakdown, Offerors should indicate the amount of each element of their cost proposal that is assignable to Shell and Tenant Improvements.

- TI includes all costs pertaining to TI build out; the total number is for all labor, material, Lessor provided equipment, installation, management fees, design fees, etc. There are no separately priced items. This includes the Unit Price List, as well as the Security Unit Price List.

- TI price goes on the 1364 (Exhibit F). The price on the 1364 is the entire cost and all associated costs for TI.

- Lease section 3, Paragraph 3.07, Building Shell Requirements, contains a detailed listing of building shell requirements that are attributable for the Shell Buildout.

- It is the Government’s intention at this time to pay TI in lump sum upon completion, VA inspection and acceptance of space – as stated in Lease Section 4.

Exhibit M – Unit Price List

- The unit price list is a detailed list of the finishes required for the space that are attributable to Tenant Improvements. Offerors should complete the unit price list and submit as part of the proposal. The unit price list will be utilized for reconciliation of TI following the acceptance of space by the VA.

- The Unit Price List is included in the total Tenant Improvement price. The items priced on the unit price list are not separately priced from other TI.

Exhibit Z – Government’s Typical Building Layout – PACT Design Guide

- Design and construction must be in accordance with the Patient Aligned Care Team (PACT)

Design Guide– this responsibility falls on the Lessor and the Lessor’s architect.

Conclusion:

The deadline for questions regarding this solicitation is August 30th, 2024, 4:30PM EST. Questions submitted after this date may not be answered. All offers shall be submitted by email no later than Friday, September 13th, 2024, 4:30PM EST. Late proposals may not be evaluated.