Attachment 1 - Pre-Proposal Meeting Minutes.pdf

DEPARTMENT OF VETERANS AFFAIRS

RLP No. 36C24425R0092

Cumberland County, NJ Vet Center Outstation

Virtual Pre-Proposal Meeting July 1, 2025

Conference Agenda

I. Welcome

II. Introductions

III. Procurement Overview

• Review of RLP Package

• Overview of Design Concept Drawings

• Due Diligence & Other Key Elements of the Lease

IV. Questions and Comments

PROCUREMENT OVERVIEW:

Review of the RLP

VA Point of Contact

Primary Contact:

Erin Carey, Lease Contract Specialist

Alternate Contact:

Maricela Everitt, Lease Contracting Officer

PROJECT OVERVIEW

Full and Open Competition

RLP Section 1.02:

o 2,160-2,592 ABOA o 2,916 RSF o Space shall be accessible and have an ABAAS/ADA compliant elevator o 10 surface parking spaces, reserved for the exclusive use of the

Government o VA to lease premises for a term of 20 years total (5 Years Firm, 15 Years

Soft)

Site must be controlled by the successful Offeror

Offeror finances the project through completion of construction

Mandatory Offer Requirements

Offers Due: July 18, 2025– 4:00 PM EST

Submit only electronic offers (No Hardcopy submittals)

• Volumes I & II – Technical Proposal: 1 or more Folders (No Pricing

Information!)

• Volume III – Price Proposal: 1 Folder

• Label files in each volume in the following fashion: “Offeror NAME_Description”. For Example, “ACE_V3.A-Form 1364 Initial”

Email subject line to read “Lease Proposal Cumberland, NJ: 36C24425R0092 1 of 2_Offeror NAME”

Items should be provided in correct order per RLP Section 3.02.

Offers that do not comply with RLP directions are at risk of being determined non-responsive

Evaluation Factors

RLP Section 4.05

The following award factor(s) will be considered.

Factor 1. Technical o Subfactor 1: Location and Site Plan o Subfactor 2: Building Design Concept o Subfactor 3: Capability and Qualifications of Lessor and Lessor’s

Subcontractors o Subfactor 4: Project Management for Design and Build-Out Phase o Subfactor 5: Project Management for Lease Administration and

Operational Phase

Factor 2: Past Performance Factor 3: Price

List of RLP Documents

Entire list can be found in RLP Section 1.06

Exhibit B. Agency Specific Requirements

Exhibit F. GSA Form 1364

Exhibit G. GSA Form 1217

Exhibit K. TICS Table

Exhibit F- Form 1364 Proposal to Lease Space

Line 27 = Total Estimated cost of

Services & Utilities

Items below line 27 are built into the shell rental rate.

Exhibit G Form 1217 – Lessor Annual Cost

Exhibit K Tenant Improvement Cost Summary (TICS)

Offerors shall use the TICS 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. These are not separately priced items.

Attachment 1 - Past Performance Questionnaire

Offeror should complete Section A Reference to Submit directly to VA Primary Point of

Contact as per RLP instructions Reference to Submit PRIOR to due date for Initial Offers Submittal must include the Offering Entity for whom the reference is being made, in addition to information on the PPQ

SAM REGISTRATION

Demonstrate an active registration

Registration is for offering entity

Registration is for NAICS 531120

Lessor is responsible for maintaining active registration in SAM for entire term of lease.

Questions

Official responses will be posted via RLP amendment on SAM.gov

It is the offeror’s responsibility to check for amendments.

A few important points:

• Read all parts of the RLP, Lease, Exhibits and Attachments in their entirety.

• Make certain all documents that require signature(s) have been signed by the authorized signatory for the Offering Entity.

• The Offering Entity with the Offering Entity’s Unique Entity Identifier (UEI) must be registered in SAM and must be registered under the NAICS code for this procurement which is 531120. All documentation must be named consistently.

• VA will not accept conditional offers.

• Evidence of Capability to Perform – Financial Resources. You MUST submit the required information. ALL financial information must be included as part of the proposal.

• Submit a timely offer. Late submittals will not be considered.

• Questions and answers will be published to SAM.GOV as RLP Amendment in the near future.

• Offers shall be submitted by email no later than July 18, 2025 at 4:00pm EST

SUMMATION

Questions?

THANK YOU

FOR ATTENDING