RLP 36C24425R0051 Amendment 0002 Pre-Proposal Summary and Official Answers.pdf

Department of Veterans Affairs

AMENDMENT TO REQUEST FOR LEASE PROPOSAL (RLP)

1. RLP No. 2. Amendment No. 3. Effective Date 4. Page Of

5. ISSUED BY

6. Description of Amendment

Except as provided herein, all terms and conditions of the document referenced in Item 1, as heretofore changed, remains unchanged and in full force and effect

7. Name and Title of Signer (Type or Print) 8. Name and Title of Contracting Officer (Type or Print)

9. Offerer 10. Date Signed 11. United States of America 12. Date Signed

By (Signature of Person Authorized to Sign) (Signature of Contracting Officer)

36C24425R0051 0002 1 5

00244 Department of Veterans Affairs Network Contracting Office 4 Specialized Team 1010 Delafield Rd Pittsburgh PA 15215 PA 15215

The purpose of this RLP Amendment is to:

1) Publicize summary of Pre-Proposal Meeting, see Attached.

2) Publicize official answers to questions asked during Pre-Proposal Meeting, see Attached.

3) Notify offerors that questions regarding this solicitation will not be answered by telephone. Questions are to be submitted in writing, via email, to the POC listed in the RLP. All questions may be publicized with answers as an amendment to this RLP. Deadline for questions regarding this solicitation is 04/24/2025 at 3:00pm EST.

Maricela Everitt Lease Contract Officer

Pre-Proposal Meeting Summary

RLP# 36C24425R0051

Wilmington VAMC, Sussex County Veteran’s Center

Meeting April 8, 2025, 1:00pm EST Point of Contact: Joel Garceau, joel.garceau@va.gov

VA Introductions

Sign-in of Vendor Attendees

Purpose: Review portions of the Request for Lease Proposal (RLP) RLP#36C24425R0051, exhibits, and to allow time at the end for questions and answers.

All aspects of RLP and exhibits will not be reviewed during pre-proposal meeting. 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 Section 3.02. One thing to note: Exhibits L-P and S are not included in this RLP as they are to be provided by the Offeror.

All questions and answers will be publicized in www.SAM.gov (SAM). Any answer given verbally in this meeting is not considered final. Answers are not official until they are publicized along with the questions by RLP Amendment to SAM.gov. If we do not have an answer at this time, the VA will research the question and publicize the answer as part of a RLP amendment. It is the offeror’s responsibility to check for amendments.

Requirement Summary:

RLP Section 1.02

- Space Requirement: 3,491 Net Usable Square Feet (NUSF) of space to house the VA’s Sussex County Veteran’s Center The space is required to be located within the delineated area outlined within the RLP.

- Parking requirement: 20 spaces – of which 2 shall meet Architectural Barriers Act (ABA) and Americans with Disabilities Act (ADA) requirements.

- Site must be controlled by the successful Offeror.

- Lease Term: 20 years total – 5 years firm, 15 years soft

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 in three volumes as indicated in RLP Section 3.02. Offers shall be submitted by email no later than Thursday, May 1, 2025 at 4:00PM EST. Late proposals may not be evaluated.

All items should be labeled and provided in correct order per RLP 3.02(E).

mailto:joel.garceau@va.gov

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 4.05 – All non-price factors, Factor 1. Technical including Subfactors 1-5, and Factor 2. Past Performance are approximately equal in importance. Non-price factors when combined are approximately equal to Factor 3. Price. All subfactors are approximately equal in importance.

The following award factor(s) will be considered.

Factor 1. Technical Subfactor 1: Location and Site Plan Subfactor 2: Building Design Concept Subfactor 3: Capability and Qualifications of Lessor and Lessor’s Subcontractors Subfactor 4: Project Management for Design and Build-Out Phase Subfactor 5: Project Management for Lease Administration and Operational Phase

Factor 2: Past Performance Factor 3: Price

A detailed breakdown of each evaluation factor can be found in RLP section 4.06. 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/Attachments:

Exhibit A – Draft Lease # 36C24425L0009 – DO NOT FILL OUT THE DRAFT LEASE

- 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 as a result of proposal. Note: 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.

- 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.

- Read the lease – this may sound obvious, but it all applies. Be sure to understand your role and responsibility.

Exhibit B – Agency Specific Requirements

- Includes Government’s Typical Building Layout and detailed space requirements.

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.

o This could be included in box 27 “other” on Form 1217 (Exhibit G).

- 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 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 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 (for example Parking). These are lessor costs and do not show up in operating rent.

Exhibit U – 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.

Exhibits L-P, S, and U – Offeror Provided Exhibits

Attachment 1 – Past Performance Questionnaire

- Offerors should first complete Section A of the Past Performance Questionnaire before providing Attachment 1 to up to three (3) past performance references. Offerors shall provide references to the Primary Point of Contact as listed in RLP Section 1.06 in accordance with the instructions on Attachment 1.

Offers shall be submitted by email no later than Thursday, May 1, 2025 at 4:00pm EST

Request for Lease Proposal | Solicitation # 36C24425R0051 Sussex County, DE Sussex County Veteran’s Center

Wilmington Veteran’s Affairs Medical Center Questions and Answers

Number Vendor Question Government Response

1 We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

The RLP/Solicitation is open to all offerors that can meet requirements as stated in the RLP.

2 Will the VA consider a 10-year firm / 10-year soft contract?

A greater than 5-year term will not be considered at this time, it would be in the best interest of the offeror to respond to the requirements as they are at this time. If an offeror feels it would give them a better position, they are encouraged to submit an additional proposal with different terms

3 For a Clinic / VC this size would providing janitorial services, Monday through Friday, for no more than 3 hours suffice? The Government does not dictate the hours.

The Government doesn’t dictate how to meet the requirements/standards as laid out in the lease, nor time required, so long as janitorial service requirements/standards are met.

4 Does VA require a specific access control manufacturer?

Example: Lynol.

No; however, the system/components used must be approved for use:

https://www.oit.va.gov/Services/TRM/TRMHomePage.aspx

5 Does the access control system have to tie into the VA police or any other specific building/company?

No; however, the system must be monitorable through a security company.

6 On Form 1364 – Section 6, Addendum B. what does the term “Renewal options” refer to?

The term “renewal options” on Form 1364 Form represents the soft term of the lease.

All offers must be received by date listed in RLP as posted on SAM.gov.