Attachment 2. Questions_Answers. Berks County.pdf

Request for Lease Proposal / Solicitation # 36C24426R0031 | Berks County, PA

Lebanon VA 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 Request for Lease Proposal/Solicitation is opened to all offerors that can meet the requirements as stated in the RLP.

2 Does your team have the ability to open dropbox files yet, or something similar?

No dropbox files or something similar. Follow RLP Section 3.02 when using multiple emails.

3 RLP Page 13, 3.02 A(1) references how to submit response if including multiple emails. Is there a MB limit to files or to the email? Will ShareFile be accepted?

Follow RLP Section 3.02 when using multiple emails. The message size limit is 40 MB, this includes the total size of the message and attachments.

4 Is the Exhibit M, Tenant Improvement Costs Summary (TICS table) required at this stage?

Yes, TICS table is required to be submitted with the proposal as a not-to-exceed price.

5 Where should forms not mentioned in the referenced volumes from section 4.07 be included? (ex.

Exhibit A, B, D, D-1, E, K, etc. ) Should we provide a "Volume 4 - Additional Requirements"?

Yes, see RLP Amendment 0001, Attachment 4.

6 RLP Page 19, 4.05 B - States "Past performance information provided by Offeror and/or obtained by any other means determined reasonable by the Lease Contracting Officer (LCO) is considered." - Please confirm this means previously obtained PPQ's are acceptable and new PPQ are not required.

Past Performance Questionnaires within the last five (5) years are acceptable.

7 Should the Exhibit J, Building Security Unit Price List be completed at this stage?

Yes, Building Security Unit Price List is required to be completed and submitted with the proposal.

8 Should the Exhibit L, Unit Price List be completed at this stage?

Yes, Unit Price List is required to be completed and submitted with the proposal.

9 RLP Page 20, Volume 1, Section 4 says “V1-S4.A Narrative or documentation – understanding and maintaining schedule; plan to coordinate with VA for activation.

NTE 3 pages, (single sided; >8pt font)” - Would you consider extending the page limit to 5 pages?

Yes, see RLP Amendment 0001, Attachment

10 Will VA consider yearly operating cost adjustments in accordance with CPI or Fixed rate per year?

The Government prefers fixed rate, no CPI.

11 Is the schedule proposed in section

4.01 flexible and/or will lessor provided schedule at submittal take precedence?

After award, the schedule in Lease Section

4.01 will be adjusted to reflect actual dates.

Offerors are to provide their proposed schedule based on their proposed space (existing building, new construction).

12 Section 5.2.1 indicates lessor will submit schedule after award and also references a maximum 365 days design/construction duration, please clarify if the schedule (maximum allowable of 485 days) or the 365 day limit from award will take precedence. Design schedule from the Lease has a 180 day duration, making 365 days very aggressive.

Lease Section 4.01, Schedule for Completion of Space, paragraph A indicates “The duration for the design and construction for existing buildings will not exceed 365 days from award. The duration for the design and construction for new buildings will not exceed 485 days from award”.

This section reflects the correct number of days.

13 Is new construction acceptable to the VA?

The Government prefers an existing building but may consider new construction.

14 Is there an anticipated award date?

Reasoning being is to align the schedule with the award date.

The target award date is FY 2026. Award actual date will be contingent on receiving a proposal that meets the Government’s requirement.

15 V1-S1.G – Physical Security and Threat Mitigation Narrative – Please confirm what type of deliverable is required and what RLP Exhibit includes the requirements for this submission item

See RLP Amendment 0001, Attachment 4.

Note: If the Offeror is taking any exceptions to this requirement, this should be annotated as such.

16 V1-S2.B – Conceptual Layout of the Offered Space – Please confirm that the architect should provide a layout consistent with Exhibit I, or, provide a Program of Requirements for the architect to model.

Exhibit I, Government Typical Layout, is an example of the Government’s required layout.

Exhibit B, Agency Specific Requirement, Section 5.12 Space Plan, includes the list of rooms, quantity, and required square feet per room.

The offerors are to review the Government Typical Layout and Space Plan and submit a Conceptual Layout demonstrating that their proposed space meets/will meet the Government’s requirement.

17 V1-S2.E – Prior Use of Building Report – Is there an exhibit to be completed or is this as simple as confirming that offered property’s construction date and use (office)?

18 V1-S2.F – Energy Star/LEED ID+C Scorecard – Most LEED ID+C requirements have been removed from Government requirements since 2025. Is this required? Since “omitted” is offering to meet the VA requirement in an existing building on the 1st floor, please confirm we do not have to meet LEED Silver NC certification requirements as they apply to new construction options.

LEED requirements apply to new construction only.

New construction must be built to LEED Checklist, LEED Certification is not required.

19 V1-S4.B – Critical Path of Build-Out Phase – The RLP references Section 4.05, but there is no mention of this requirement. Please clarify.

20 V1-S4.C – Pre-lease Building Security Plan – The RLP references Section 3.45, but this is required for a new construction project. Please confirm this does not apply to “omitted”

Lease Section 3.45 applies to new constructions.

See RLP Amendment 0001, Attachment 4.

21 V1-S4.D - Program Management & Response Plan for Build-Out Phase

– Our interpretation is to provide the contact info and location of the Project Management team for the build-out. Please confirm/clarify.

This is the offeror’s plan on how they will manage and meet their proposed schedule, along with their proposed plan to mitigate situations that could impact/delay the build-out phase.

22 V1-S5.A - Program Management & Response Plan for Operational Phase – Same interpretation as V1- S4.D. Please confirm/clarify.

This is the offeror’s process on how VA employees are to report maintenance issues, workorder requests, emergencies; along with the Lessor’s process to meet these needs.

23 V1-S5.B – Emergency Preparedness Plans – The RLP references Section 4.05 but there is little detail. Is there an exhibit to refer to? Please clarify.

This refers to the Offeror’s plan to mitigate, eliminate, or reduce potential emergencies.

24 V1-S5.C – Exhibit N, Contract Submittal Schedule – This reads as a VA checklist for the deliverables submitted for each Offeror. Is this required for the Offeror to complete and if so, can you clarify how you need the document to be completed?

This is a dynamic document throughout the life of the lease, filling out the date of submission for each item would be considered complete.

25 3.06 – Additional Submittals – Please confirm if any of the items below are required or satisfied via other deliverables outlined in Section 4.07 of the RLP.

a. Parking Plan and Narrative –

Is this satisfied by the site plan if it depicts ingress/egress and the parking allotment?

b. CAD Files of the offered space

c. Vending Facilities Statement

a. See RLP Amendment 0001, Attachment 4.

b. Conceptual layout for proposals, CAD after award.

c. See RLP Amendment 0001, Attachment 4.

d. See RLP Amendment 0001, Attachment 4.

d. Construction Schedule – This is listed twice, once in 3.06 and in Volume 1, Subsection V1-S4.A.

e. Most Current Real Estate Tax Bills – Tax ID is requested in Volume I, Subsection V1-S1.B.

Are the current RE tax bills required as well?

f. Most Current Fire Alarm and Sprinkler Maintenance Records

g. Previously Issued Certificate of Occupancy

e. Prior year tax notices and prior year tax bills. If prior year is not available, current year is acceptable.

f. Fire Alarm Records – Include with GSA Form 12000 or you can add in Volume 4, see RLP Amendment 0001, Attachment 4.

g. Certificate of Occupancy - If applicable, include in Volume 4, see RLP Amendment 0001, Attachment 4.

26 Section 6.6 of Exhibit B includes vague language about the security requirements for the facility. Would it be possible for VA to clarify whether there is a requirement for the Lessor to hire an onsite security guard, or not?

The hiring of security guards is not a requirement.

See RLP Amendment 0001, Attachment 3.

27 Is the VA requesting both a security guard during operational hours as well as a security system? Both are deemed reasonable in the Agency Specific Requirements.

The hiring of security guards is not a requirement.

See RLP Amendment 0001, Attachment 3.

28 Requesting a 3-week extension to the closing date

See RLP Amendment 0001, extending closing date of RLP.

29 RLP Section 1.02 Item A states, “The Government is seeking a maximum of 28,128 of American National Standards….” but no minimum ABOA is stated.

Exhibit B – ASR Section 5.12 Net Usable Square Feet = NUSF Requirements states, “Total Net Usable Square Footage – 24,459” and “Total ABOA 28,128”

Can the agency please clarify the minimum ABOA allowed?

The NUSF, ABOA and RSF use different methods of measuring space.

The offered space is not to exceed the listed NUSF, ABOA, RSF in the RLP. Offerors are to propose a space that can accommodate the Government’s requirement as listed in the RLP and Exhibits.

30 The last sentence of Exhibit B – ASR Section 5.2.1 states, “The duration for design and

Lease Section 4.01, Schedule for Completion of Space, paragraph A indicates “The duration for the design and construction for existing buildings will not exceed 365 days from construction shall not exceed 365 days from award.

The last sentence of Lease Section

4.01 A states, “The duration for the

design and construction for new buildings will not exceed 485 days from award.”

Lease Section 4.01 A also shows 180 days from award to Government approved CDs.

Lease Section 4.13 GSAR 552.270-15 Liquidated Damages states, “the Lessor shall pay the Government as fixed and agreed liquidated damages, $739.00 for each and every calendar day that the delivery is delayed beyond…”

Additionally, the Offeror must abide by state, county, and municipal permitting processes, all of which are outside the lessor’s control and may materially impact the project schedule. Based on typical approval and permitting durations in Pennsylvania, completion of design, permitting, and construction within 365–485 days from award, on top of 180 CD review in that period, does not appear to be feasible.

Can the agency please clarify and/or amend the duration for design and construction?

award. The duration for the design and construction for new buildings will not exceed 485 days from award”.

This section reflects the correct number of days.

31 RLP Section 3.06 S and T contain LEED requirements, as well as RLP Section 3.10.

RLP Section 4.05 – Subfactor 2 states, “Proof of the ability to reach LEED silver status.”

Lease Section 3.48 and 3.49 contain LEED requirements.

Recently, we have seen the Green Building requirements being

See RLP Amendment 0001, Attachment 3.

Checklist, LEED certification is not required.

removed from Government Lease procurements.

Can the agency confirm if these requirements should be deleted in their entirety?

32 If Green Building requirements are required, can the agency replace LEED requirements with Green Globes or also accept Green Globes?

Would the agency also expand on the requirements, clarifying that what is required is one (1) certifying requirement being LEED or Green Globes at the single level.

With this requirement being met by providing for either Tenant Interiors (for existing buildings) or New Building (for a new build), but not both.

New construction must be built to LEED Checklist, LEED certification is not required.

Existing buildings are not required to meet LEED checklist.

33 RLP Section 4.05 Item A “Subfactor 1” states, “Location of space should be in close proximity to existing leased clinic, address:

2762 Century Boulevard, Wyomissing, PA 19610.”

The delineated area stated in RLP Section 1.03 is approximately 747 square miles, leaving much of the area not near the existing clinic.

Can the agency clarify an acceptable distance of proximity the proposed space must be to the existing clinic?

The geographical location of the proposed space will be taken into consideration to the existing leased clinic, address: 2762 Century Boulevard, Wyomissing, PA 19610.”

See RLP Amendment 0001, Attachment 3.

34 ASR Section 5.4 states the Lessor shall provide “Back-up Electric Generation”.

ASR Section 5.9.1 states “A back-up electrical generator will be provided by lessor to supply back up power…”

The Lessor is to provide a back-up electric generator.

See RLP Amendment 0001, Attachment 3.

Can the agency please confirm that the Lessor is to provide a Back-Up Electrical Generator?

35 ASR Section 5.4 states the Lessor shall provide “Local Telephone Service”.

Typically, we’ve seen have removed phone service or phone service is provided by the VA and the Offeror will provide guest Wi-Fi.

Can the agency please confirm that the Lessor shall provide Local Telephone Service?

The Lessor will not be providing local telephone service. Lessor is to provide the conduit for demarcations.

See RLP Amendment 0001, Attachment 3.

36 ASR Section 5.13.29.7 “HVAC Controls” states “In general but subject to change at the sole discretion of the VA, the building will need to be at designated operating conditions five (5) days per week from 7:00 AM to 5:30

PM.”.

Lease Section 6.01 A States “The Government’s normal hours of operations are established as 7:30 AM to 4:00 PM, Monday through Friday…”.

Can the agency clarify the operating hours?

The hours of operation are 7:30 AM to 4:00

PM.

Lessor is to provide heating and cooling before and after hours of operations from 7:00AM to 5:30PM

37 Lease Section 1.13 Real Estate Tax Base states, “There will be no real estate tax adjustment.”

Lease Section 2.07 Real Estate Tax Adjustment is intentionally deleted.

Berks County, PA assessed values and millage rates are subject to change and cannot be reliably projected over a ten-year lease period. Eliminating the tax adjustment provision places full exposure for future real estate tax increases on the lessor.

The requirement is for a fully serviced, turnkey lease with rent that covers all Lessor costs, including all shell upgrades, TI’s operating costs, common area maintenance, real estate taxes, and security upgrades.

In accordance with RLP Section 3.06, any deviations are to be documented on GSA Form 1364.

Can the agency please amend sections 1.13 and 2.07 to allow for Real Estate Tax Adjustments?

38 Lease Section 1.14 Operating Cost Base states, “There will be no operating rent adjustments.”

Lease Section 2.09 Operating Costs Adjustment states, “There will be no operating costs adjustments.”

Can the agency clarify how they would like the Offeror to propose Operating Costs?

The requirement is for a fully serviced, turnkey lease with rent that covers all Lessor costs, including all shell upgrades, TI’s operating costs, common area maintenance, real estate taxes, and security upgrades.

In accordance with RLP Section 3.06, any deviations are to be documented on GSA Form 1364.

39 Exam Rooms - How many Women's Health rooms should be allocated?

40 The ASR says to include exterior signage that reads "Eerie Department of Veterans Affairs Outpatient Clinic". Just want to confirm this is correct, or if it should say "Reading" instead.

The signage will read: “Berks County VA Community Clinic”

See RLP Amendment 0001, Attachment 3.

41 Section 3.45.B.2 of the Exhibit A Lease mentions a setback distance minimum as it relates to the Design Basis Threat and Exhibit C security requirements. However, Exhibit C doesn't define any setbacks. Let's verify if a setback is established and if that has any impact on the bollard placement.

Setback is 25’ in the front and side and back.

42 Exhibit I - is there a clearer version of this exhibit that can be provided?

Exhibit I is an example only. Below is the link to the PACT module. There are various options available depending on the proposed space.

https://www.cfm.va.gov/til/dGuide/dgPACT.pdf

43 Section 5.10.1 of the ASR states that of the 150 parking spaces 8 needs to be handicapped accessible but the RLP states 15.

The RLP is correct, “15 spaces shall be handicapped accessible, with 3 of those being van accessible, reserved for the exclusive use of the Government.”

44 Design Duration: Lease vs. ASR

Requirement

Lease Section 4.01(A) states:

Existing Buildings: duration for design and construction will not exceed 365 days from award

New Buildings: duration for design and construction will not exceed 485 days from award

However, ASR Section 5.2.1 states:

“The duration for design and construction shall not exceed 365 days from award.”

The ASR does not distinguish between existing buildings and new construction.

Please clarify:

1. Does the ASR Section 5.2.1 365-day requirement apply to both existing buildings and new construction, or only to existing buildings?

2. If the project is considered new construction, does the 485-day duration stated in the Lease govern?

3. In the event of inconsistency between the Lease and the ASR, which requirement governs for proposal compliance?

1. The 365-day apply to existing building.

2. The 485-day apply to new constructions.

3. Any questions can be submitted to the Government for clarification and guidance.

45 Section 4 Lease Table

Lease Section 4.01.A includes a project milestone table (Calendar Days from award) for design activities and identifies milestones.

Lease Section 4.01.C states the Government must notify the Lessor of DID approval not later than 21 calendar

1. Table milestone

2. Yes

3. The table in Lease Section 4.01 Stands.

days following submission of conforming DIDs.

Lease Section 4.01.D states that CDs conforming to approved DIDs must be completed not later than 30 calendar days following the approval of DIDs.

As written it is unclear how the milestone table in Section 4.01(A) is intended to align with Sections 4.01(C) and 4.01(D), specifically (1) when DIDs are considered “approved” for purposes of starting the 30-day CD completion period, and (2) whether the table is intended to control the CD timing versus the 30-day requirement in 4.01(D)

Please clarify:

1. For purposes of Lease Section 4.01(D), which milestone in the Section 4.01(A) table constitutes “DID approval” (i.e., what event triggers the 30-calendar-day CD completion requirement)?

2. Is the Day 165 “Final CD submission” milestone in the Section 4.01(A) table the controlling requirement for CD submission timing?

3. If the table milestones and the 30-day requirement in Section 4.01(D) are both intended to apply, please confirm the intended sequence (DID submission(s) > DID approval > CD completion > CD submission) and which requirement controls if there is a conflict.

46 Is LEED Silver required?

Checklist, LEED certification is not required.

47 Does the VA want carpet within their facility? Multiple locations within the ASR show carpet. We just want to be sure.

Carpet will be required within the rooms indicated in the ASR.

All offers must be received by date listed in RLP.