Attachment 1. Pre Proposal Meeting Agenda - EREC - RLP 36C24425R0039.pdf

Pre-Proposal Conference Agenda RLP# 36C24425R0039 – Emergency Response Engineering Center (EREC)

August 18, 2025 | 10:00AM EST

Meeting Location: Virtual Point of Contact: Ashley Saeler (Ashley.Saeler@va.gov)

Purpose:

Review portions of the Emergency Response Engineering Center (EREC) RLP# 36C24425R0039, Exhibits, and to allow time for questions and answers.

Verbal answers given here today are unofficial. Official answers will be publicized along with the questions by amendment to SAM.gov by Monday, August 25, 2025, 4:30PM EST. It is the Offeror’s responsibility to check SAM.gov for Amendments.

We will not be reviewing every aspect of the RLP and Exhibits today. 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 of the information and documents listed in RLP Sections 3.02B and 4.05.

Requirement Summary:

RLP Section 1.02

- Space requirement: Up to 9,990 Rentable Square Feet (RSF), yielding up to 7,400 Net Usable Square Feet (NUSF) for manufacturing, prototyping, and research

- Parking requirement: The parking requirement is 10 spaces – of which 2 shall meet Architectural Barriers Act (ABA) and Americans with Disabilities Act (ADA) requirements

- Lease term: The lease term requirement is up to 10 years total – 5 years firm, 5 years soft

- The space required is to be located within the delineated area outlined within the RLP

A complete description of the requirements for 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 Monday, September 15, 2025, 4:00PM EST. Late proposals may not be evaluated.

The Government reserves the right to award without discussions. Therefore, the first proposal submission should be the best effort. If the Government determines that discussions are necessary to achieve the best value, the Government may elect to enter into discussions.

A complete proposal consists of all the information and documents listed in RLP Section 3.

Evaluation Factors:

Evaluation factors are indicated in RLP Sections 4.04. Non-price factors when combined are approximately equal to price.

1. Factor 1: Quality

a. Subfactor 1.1: Location and site plan

b. Subfactor 1.2: Building and design concept

c. Subfactor 1.3: Capability and qualifications of Lessor and Lessor’s subcontractors

d. Subfactor 1.4: Project management for design and build-out phase

e. Subfactor 1.5: Emergency preparedness

f. Subfactor 1.6: Project management for lease administration and operational phase

g. Subfactor 1.7: Time Required to Occupy Space (Availability)

2. Factor 2: Past Performance

3. Factor 3: 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# 36C24425L0011

- 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.

- Design and construction must be in accordance with the Whole Building Design Guide (Light Industrial) – this responsibility falls on the Lessor and the architect. The web address for this guide is in Exhibit B Agency Specific Requirements under the Light Industrial Area Heading

- 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 and 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 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.

- 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 L – 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 Security Unit Price List.

- 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.

Conclusion:

The deadline for questions regarding this solicitation is Monday, September 1, 2025, 4:00PM EST.

Questions submitted after this date and time may not be answered. All offers shall be submitted by email no later than Monday, September 15, 2025, 4:00PM EST.