Amendment 6 - Primary Care - MW.pdf

Amendment No. 6 Department of Veterans Affairs (DVA)

Grand Junction, CO – Primary Care PACT Clinic VA Request for Lease Proposals (RLP)

No.36C24W25R0055

This amendment contains 3 parts.

PART I: Extension of the due date for offers.

The deadline for offers has been extended to Thursday, August 21, 2025, at 12:01pm Mountain Time.

Questions regarding this RLP are to be emailed to mati.weiderpass@va.gov by Thursday August 7, 2025.

PART II: Modification of the RLP.

Request for Lease Proposal Section 1.02 (A) has been changed and replaced as follows:

The Government is seeking a minimum of 20,300 to a maximum of 21,588 of American National Standards Institute/Building Owners and Managers Association (ANSI/BOMA) Occupant Area (ABOA) square feet (SF) of contiguous space within the Area of Consideration set forth below. See Section 2 of the Lease for applicable ANSI/BOMA standards.

PART III: Responses to Request for Information.

Question 1. The cleaning of the space will require specially trained janitorial staff, based on the Janitorial Services portion of Exhibit B.3. In paragraph 2.2 of this section, all janitorial work must be completed after 5PM and before 7AM (with janitorial staff supervised during that time.) We assume this applies to the items listed in 9.0.2 (daily, weekly, monthly, etc.) However, paragraphs 2.7 and 9.0.3 mention terminal cleaning of exam and procedure rooms. Is this cleaning needed once a day, or between procedures? What about cleanup of vomit and other human waste accidents in the clinic during operating hours? Please confirm that at least one specially trained janitorial services staff member will need to be on duty during business hours of the clinic.

Answer 1. For the purpose of estimating the costs for Janitorial, you can include one specially trained janitorial service staff to be on duty during business hours. If there are no urgent needs during business hours this person should be able to do other cleaning functions. Once the clinic is open, the clinic manager will provide guidance on this topic; and that guidance is subject to change based on actual needs and results.

Question 2. Please confirm that the cost of cleaning the space required after construction is part of the Tenant Improvements cost allowance.

Answer 2. Yes.

Question 3. User-specific furniture and equipment will not be provided as part of the lease (although we expect to assist in installation of same at the end of construction). However, using the SEPS designation of the rooms provided and the Equipment Index available in the TIL, we can provide a list of furniture and equipment the customer will require to use the space, at Schematic Design acceptance, to assist their acquisition process. Is this a service that is requested or required?

Answer 3. No

Question 4. The space plan provided in Exhibit B.1 does not conform in all details with the layouts suggested in the PACT Space Module Design Guide. Our conceptual floor plan is based on the layouts in the design guide and other VA sources, with the intent to show that the space we offer is adequate for the purposes of this proposal. Is such a conceptual layout acceptable?

Answer 4. Yes

Question 5. Women’s Health Exam Room and adjacent toilet are listed in Exhibit B.1 as EXW01 and TPG01, respectively. The floor plan provided in Exhibit B.2 for both is EXRG8. Please confirm that the interlocking design shown on the Templates for Leased Spaces labeled EXW01 and TPG01 can be used.

Answer 5. These details will be worked out during the DID process. For the purpose of responding to the RLP, the potential Offerors should use their best judgment.

Question 6. The Tele-Retinal Room is listed on Exhibit B.1 as WRTM3. In exhibit B.2, the only floorplan given for telehealth space is WRTM2. Please confirm that the Teleretinal Room WRTM3 from the Templates for Leased Spaces can be used.

Answer 6. These details will be worked out during the DID process. For the purpose of responding to

Question 7. The Shared Medical Appointments room is listed on Exhibit B.1 as SRE01. No floor plan is provided in Exhibit B.2, but it is listed on the table in Exhibit B.2 as CLSC4, which conforms to the designation in PG-18-9. An associated note in B.2 says that it will double as staff training room. Please confirm that CLSC4 is the preferred layout.

Answer 7. These details will be worked out during the DID process. For the purpose of responding to

Question 8. No storage for the Shared Medical Appointments room is shown on Exhibit B.1. Please confirm that this space is not required, but that if the floorplan allows, it will be provided.

Answer 8. These details will be worked out during the DID process. For the purpose of responding to

Question 9. The Team Work Area is listed on Exhibit B.1 as WRTM1, which conforms with PG-18-9. The floor plan provided in exhibit B.2 is NSTA4, but is listed on the table as WRTM1, with a note that it be combined with copy alcove. Please confirm that WRTM1 as shown on the Templates for Leased Spaces is the space required.

Answer 9. These details will be worked out during the DID process. For the purpose of responding to

Question 10. The Extended Team Work Area is listed on Exhibit B.1 as OFA07, which conforms with PG-18-9. The floor plan provided in exhibit B.2 is NSTA4. Please confirm that OFA07 as shown on the Templates for Leased Spaces is the space required.

Answer 10. These details will be worked out during the DID process. For the purpose of responding to

Question 11. A copy alcove is not referenced in Exhibit B.1, but a floor plan, RPR03, is shown in Exhibit B.2. Please confirm that the space PRP03 as shown in the Templates for Leased Space will be satisfactory.

Answer 11. These details will be worked out during the DID process. For the purpose of responding to

Question 12. The Clean Utility Room is listed on Exhibit B.1 as UCCL1, but is not mentioned in exhibit B.2. Please confirm that UCCL1 as shown in the Templates for Leased Space is what is intended.

Answer 12. These details will be worked out during the DID process. For the purpose of responding to

Question 13. Storage for Medical Equipment is listed on Exhibit B.1 as SRE01 and referenced as such on the table portion of Exhibit B.2. Please confirm that the floor plan provided in the Templates for Leased Space will be satisfactory.

Answer 13. These details will be worked out during the DID process. For the purpose of responding to

Question 14. The Staff Lounge, Locker room, and staff toilet (SL001, LR001, and TPNG1 respectively) are listed in Exhibit B.1. Please confirm that the floor plans provided in the Templates for Leased Spaces will be satisfactory.

Answer 14. These details will be worked out during the DID process. For the purpose of responding to

Question 15. Floor plans for a conference room (CFR01), Audiology programming/fitting (AUD03), Audiology Rehab/Counseling (AUD01), and Audiometric Examination (AUDE1) were provided in Exhibit B.2, and are also listed on the table in that Exhibit. However, they are not listed on the space program in Exhibit B.1. Please confirm that these spaces will not be required.

Answer 15. These details will be worked out during the DID process. For the purpose of responding to

Question 16. The link in Exhibit B.3 to VA Prototypes for Standard Design and Construction is broken.

Please confirm that the Templates for Leased Spaces, accessible from the TIL, will be an acceptable reference.

Answer 16. Yes.

Question 17. The Imaging Service Design Guide is listed as a reference in section 1.0.8 of Exhibit B.3, and the Templates for Leased Spaces includes XDR01 and XDUS1. However, these spaces are not referenced in Exhibit B.1 and B.2. Please confirm that these spaces will not be provided.

Answer 17. These details will be worked out during the DID process. For the purpose of responding to

Question 18. The Mental Health Outpatient Services Design Guide is listed as a reference in section

1.0.8 of Exhibit B.3, and the Templates for Leased Spaces designates mental health consultation rooms as OFDC2. Consult rooms designated as as OFDC2 are listed in Exhibit B.1. Please confirm that these, and the Shared Medical Appointments room, are the only spaces that will be required to be provided out of this Design Guide.

Answer 18. These details will be worked out during the DID process. For the purpose of responding to

Question 19. Physical Medicine and Rehab design guide is referenced in section 1.0.8 of Exhibit B.3, but not mentioned in any of the other exhibits. Please confirm that physical medicine and rehab spaces is not required for this project.

Answer 19. These details will be worked out during the DID process. For the purpose of responding to

Question 20. Police Operations Room and Holding Room (CROP1 and POHO1, respectively, as listed in PG-18-9) are mentioned in sections 4.1.11 and 5.3.6.2 of Exhibit B.3. Please confirm that these spaces will not be required, and that security annunciation and CCTV will be monitored in Reception

(RCP03).

Answer 20. These details will be worked out during the DID process. For the purpose of responding to the RLP, the potential Offerors should use their best judgment. If more details become available before the close of the RLP, they will be provided in a subsequent Amendment.

Question 21. The specimen collection toilet associated with the pathology and laboratory space is listed on Exhibit B.1 as TPSP1. Please confirm that the floor plan in Templates for Leased Spaces will be acceptable.

Answer 21. Yes.

Question 22. Refrigerated storage (SRR02) associated with the pathology and laboratory space is listed on Exhibit B.1. Bulk storage (SRS01) is listed on the table in exhibit B.2. Neither are shown in Templates for Leased Spaces. Please clarify which space is required, and direct us to or provide to us a template for the space.

Answer 22. These details will be worked out during the DID process. For the purpose of responding to

Question 23. An Automated Drug Dispensing System (PHOD4) is listed on Exhibit B.1. Please direct us to or provide to us a template for the space. We assume it will need to be in a room or alcove with lockable doors, and may require special electrical and/or ventilation systems. A narrative clarification of these requirements and the dimensions of the equipment will satisfy our need for information if a template is not available.

Answer 23. These details will be worked out during the DID process. For the purpose of responding to

Question 24. Will this space require its own DEMARC?

Answer 24. Yes

Question 25. Where shall the Duress Alarm described in section 4.1.6 of Exhibit B.3 annunciate? Shall it go direct to local police authorities, a private security firm separately contracted for, or to the reception desk?

Answer 25. These details will be worked out during the DID process. For the purpose of responding to the RLP, the potential Offerors should use their best judgment. If more details become available before

Question 26. Section 7.7.6.2 of Exhibit B.3 requires the Lessor to send a termination and testing report of data connections and patch panels to the Vet Center IT support office. Please confirm that instead we can instead provide two copies of the report to the COR, who will pass one to the VA Hospital IT support office.

Answer 26. Yes.

Question 27. Section 7.7.7 of Exhibit B.3 requires cable television service. Please confirm that this utility is required.

Answer 27. These details will be worked out during the DID process. For the purpose of responding to the RLP, the potential Offerors should use their best judgment. If more details become available before

Question 28. Would the VA be acceptable to pushing the RLP bid due date out 2 weeks?

Answer 28. See Part I above.

Question 29. Janitorial: Should all offerors gather pricing per the janitorial duties outlined in the L100 Template page 39 or the “Exh B.3 - Agency Specific Requirements - Design Specs and Cleaning” outlined cleaning requirements. The Exh B.3 janitorial duties are much more in-depth and as written will be considerably more expensive. Examples, to name a few: L100 notes carpet shampooing every 2 years, the Exh. B.3 calls out twice a year carpet shampooing; Exh. B.3 calls out twice a year furniture shampooing, but the L100 does NOT call out shampooing of all furniture (office/waiting/patient chairs that have a fabric seat/back).

Answer 29. Use Exh B.3 to gather pricing for janitorial duties. [The L100 template was designed for office space]

Question 30. Monument signage: Will it be acceptable to utilize existing property monument signage, or will it be required to install a new monument as noted in the “Exh B.3 - Agency Specific Requirements - Design Specs and Cleaning” 2.2.2.

Answer 30. Para 2.2.2 of Exh B.3 does not call for a “new” monument sign but rather provides the requirements for a monument sign. Its up to the offeror to make a judgement as to whether the existing complies; during the DID process the VA will opine if the existing complies or not.

Question 31. R100 3.06E: Is a Letter of Intent (LOI) to lease a property an acceptable written agreement for the RLP Submission. As long as the offeror provides in additional to the LOI a statement from the current owner that the agreement is in full force and effect.

Answer 31. R100 3.06E says in part “If the Offeror does not yet have a vested interest in the Property, but rather has a written agreement to acquire an interest, then the Offeror shall submit a fully executed copy of the written agreement with its offer, together with a statement from the current owner that the agreement is in full force and effect and that the Offeror has performed all conditions precedent to closing, or other form of documentation satisfactory to the LCO prior to award.” The words “acquire an interest” are clarified for this RLP to mean “acquire an ownership interest.” The words “fully executed copy of the written agreement” is clarified for this RLP to mean a binding agreement signed by both parties that is not subject to any conditions other than the VA not entering into a lease with the offeror.

Question 32. Section 4.01 of exhibit ‘A’ Global Lease Template provides schedule durations for the project delivery. A question was asked and answered in Amendment #5 confirming that these dates have been pre-filled in and are the agency’s expectation. However, section 4.01.I establishes a construction duration of 130 working days. In our experience, this duration seems fast-tracked for a facility of this size. Can the agency please confirm this schedule duration is in fact the Agency’s expectation.

Answer 32. The time frames in Section 4.01 are working guidelines. They are not “Time is of the Essence.” The VA understands that the work may well take longer than 130 working days (which is about 6 months). The VA will use the “reasonable” standard. The offerors are reminded that rent commencement only occurs after acceptance of the fully built out space.

If there are any questions which have not been addressed with Amendments 1 thru 6, please send those questions again.

All other requirements remain unchanged.

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Authorized by:

Mati Weiderpass, Lease Contracting Officer