Amendment 3 RLP 36C24W26R0011 response RFI final.pdf

AMENDMENT NO. 3

Department of Veterans Affairs (DVA)

OKC Overflow Parking VA Request for Lease Proposals

No. 34C24W26R0011

This is a three-part Amendment.

PART I - Extension of Date for Questions

Amendment No. 2 extended the due date for RLP NO. 36C24W26R0011 to May 13, 2026, at 3:00pm CST. The date for questions has been extended to May 7, 2026, no questions will be accepted or answered if received after 3:00pm CST on May 7, 2026.

In order to be considered for award, offers conforming to the requirements of this RLP must be received no later than 3:00pm CST on May 13, 2026.

PART II - Revision of Exhibit B Agency Specific Requirements

Section 8.0 part 8.11 is revised to read as follows:

8.11 Lessor to ensure snow is removed from parking lot in the event of accumulation of

1.5 inches or greater. Lessor is required to ensure the parking lot remains free of snow during all operating hours, being 24 hours a day, but should specifically ensure the snow is cleared prior to 6:30am and remain cleared during peak hours of the day being 6:30am to 5:30 pm.

Section 8.0 part 8.12 is revised to read as follows:

8.12 Lessor must clear sidewalks, walkways, and shuttle areas of any accumulation of snow and/or ice.

PART III - Answers to Request for Information

Question 1: Will the VA accept a proposal with a completion timeline after October 1, 2026.

Answer 1: Yes.

Question 2: The lease's shell/TI line is defined for buildings (Lease §3.06, §5.01). For this surface parking lot, can the VA confirm the shell condition the Lessor must deliver — i.e., is it a fully paved, striped, fenced, lit lot with IES-compliant lighting, ready for TI overlay?

Answer 2: The shell consists of the land, basic paving (asphalt/concrete), striping, site drainage, and standard security lighting necessary to make the lot usable and safe. The TI Allowance covers improvements beyond basic functionality tailored for the agency.

Question 3: Exhibit B §5.1-5.4 requires two covered shuttle waiting areas with walls and benches.

Are these structures TI costs (amortized in TI rent) or shell costs (included in base shell rent)?

Answer 3: Shuttle waiting areas would be included in the TI cost.

Question 4: Lease §3.35 places parking lot lighting in shell rent; Lease §5.15 places security/CPTED lighting in TI. Exhibit B §2.2-2.3 requires CPTED standard lighting at shell delivery. Does this mean CPTED-compliant lighting is a shell cost, or must offerors price it as TI?

Answer 4: The shell includes all lighting required by local codes. Any additional lighting needed to meet more stringent VA standards would be TI cost. See also answer to Question No. 2.

Question 5: Are the RFID auto gates (§3.1) and RFID walk-through gates (§3.2) TI costs or shell costs?

Answer 5: These would be included as TI cost.

Question 6: Is the signage program (Ex. B §4.1-4.4, including VA mandatory signage) a TI cost or a shell cost? Are ongoing sign repairs and replacements an operating cost?

Answer 6: Signage is considered TI cost. Ongoing sign repairs and replacements would be the responsibility of the VA except for the monument sign which will be the responsibility of the Lessor.

Question 7: Exhibit B §7.1 states the Lessor is responsible for maintaining landscaping 'if any.' Is the Lessor required to install landscaping as part of initial build-out, or is the lot acceptable as a fully paved surface? If landscaping is required, is it shell or TI?

Answer 7: The lot is acceptable as a fully paved surface. In the event the Lessor includes any landscaping the Lessor will be responsible for maintaining the landscaping.

Question 8: Who provides the initial trash receptacles specified in Exhibit B §1.8 and §8.1 — the Lessor (as part of shell or TI) or the VA?

Answer 8: These would be included as TI cost.

Question 9: Who provides RFID credentials (cards, fobs, transponders) for the auto vehicle gates — the Lessor or the VA? Will credentials be managed and issued by VA Police?

Answer 9: The VA will provide RFID credentials.

Question 10: What RFID system/format is required (e.g., HID, Proximity, MIFARE, LF 125 kHz, HF 13.56 MHz)? Must the system be compatible with existing VA Police access control infrastructure at the main VAMC campus?

Answer 10: Due to the lack of physical structure, LVT trailer system(s) will be the best solution.

It offers the ability to program opening times and closures, and the ability to use access control features. This system for access control does not need to be compatible with the VA Police current access control infrastructure.

Question 11: How many auto vehicle gates are required? How many pedestrian gates are required? Are there any gates needed for emergency/fire department access?

Answer 11: The VA requires one entrance and one exit gate. Additional gates may also be required to comply with local building codes.

Question 12: Must the RFID gate system be integrated with VA Police dispatch or a centralized security management system? If so, who provides and maintains the integration infrastructure?

Answer 12: The LVT systems are operated by a wireless cellular network. The system will be accessible by authorized VA Police personnel.

Question 13: Is a fail-safe or fail-secure mode required for the gates during power outages? Who is responsible for backup power (generator / UPS) for the gate systems?

Answer 13: The Lessor is responsible for backup power for all electrical systems. The LVT trailer system is a self-contained solar power unit with backup batteries and will not require any power connections.

Question 14: What are the minimum technical specifications for VSS cameras (resolution, frame rate, night vision/IR capability, weatherproofing)? Will the VA provide a camera spec sheet, or is this defined in Exhibit C?

Answer 14: Due to the lack of physical structure, LVT system will be the best solution.

Question 15: How many cameras are required, and what coverage areas must be addressed (entry/exit lanes, stall areas, shuttle areas, perimeter, pedestrian walkways)?

Answer 15: Due to the lack of physical structure, LVT system will be the best solution. LVT is a self-contained ECO system with 360 coverage, 2-way communication system, motion senser, and Wireless communication back to the VA Police Dispatch center. The VA anticipates two LVT systems will be needed.

Question 16: Where will VSS footage be recorded and stored — a Lessor-provided NVR/DVR on-site, or a VA Police system? How long must recordings be retained, and who has access?

Answer 16: The LVT trailer system is a cloud-based system. No local storage required. Only the VA Police are authorized to have access to the system (no access to non-VA Police personnel will be granted).

Question 17: Must VSS feeds be transmitted in real time to VA Police dispatch or a monitoring center? If so, who is responsible for the network/transmission infrastructure?

Answer 17: Yes, the LVT system allows authorized VA Police to access the system in real time (no access to non-VA Police will be granted). The LVT trailer system utilizes a wireless cellular network.

Question 18: Who is responsible for maintaining and repairing VSS equipment over the 20-year lease term — the Lessor or VA? Is periodic camera replacement or upgrade anticipated?

Answer 18: The LVT system will be part of the TI. The VA will own each of the LVT systems and will be responsible for all maintenance, replacements, and updates.

Question 19: Exhibit B requires two shuttle waiting areas but does not identify who operates the shuttle service. Will the VA operate the shuttle between this lot and the main VAMC campus, or is shuttle service a Lessor obligation?

Answer 19: The shuttle service will be a separate service contract and will be obtained and managed by the VA. The Lessor will not be responsible for any portion of the shuttle service.

Question 20: Does the shuttle waiting area need to be a permanent structure (requiring building permits and engineered drawings), or is a prefabricated/modular shelter acceptable? Are there specific materials, dimensions, or structural standards?

Answer 20: The prefabricated/modular shelter is acceptable. Each Shuttle stop needs to hold 10 people comfortably. Average pedestrian area of 2-3 ft per person, Average Inter-Person spacing is 2 ft.

See below for example to include lighting.

Question 21: Exhibit B §5.3 requires benches for a minimum of 10 people per waiting area. Are these fixed (anchored) benches or movable furniture? Are they included in TI pricing?

Answer 21: The benches will need to be fixed and will be part of the TI pricing.

Question 22: Must the shuttle waiting areas include lighting, power outlets, communication infrastructure (intercom/emergency call button), or heating? These are not specified in Exhibit B but may be implied by FSL II security or agency need.

Answer 22: Yes, for lighting. Communication infrastructure will be part of the LVT system(s). No heating or power outlets are required.

Question 23: Exhibit B §4.4 requires the Lessor to submit a signage plan for review/approval by the CO and VA Police Department. What is the expected review/approval timeline, and does this occur during the DID phase or as a separate post-NTP deliverable?

Answer 23: This will take place during the DID phase.

Question 24: Will the VA provide a list of mandatory VA signage (no weapons, no photography, federal property notice) and standard VA sign templates, or is Lessor responsible for sourcing compliant signage independently?

Answer 24: The VA will provide all mandatory VA signage except the monument sign.

Question 25: Does the signage program include electronic/dynamic signs (e.g., space availability displays, emergency messaging boards)? If so, are these TI costs and who maintains them?

Answer 25: No.

Question 26: CONFLICT: Exhibit B §8.9 states parking markings will be refreshed 'at least every three (3) years.' Lease §6.06E states the Lessor must 'annually restripe parking lot including all handicap designations.' These requirements directly conflict. Which controls? Will the RLP be amended to reconcile this discrepancy?

Answer 26: Every 3 years. The final lease will be revised to reflect every 3 years.

Question 27: The TI Allowance is $400/space ($400,000 total). With RFID gates, VSS, shuttle shelters, and a full signage program now confirmed as Lessor TI obligations, does the VA believe the $400 allowance is sufficient, or should offerors expect to negotiate a TI Rental Adjustment after award?

Answer 27: The VA believes $400,000 is sufficient to cover the cost of this project. However, the Lease will contain the following clause:

Section 1.07 (C) If it is anticipated that the Government will spend more than the identified TIA, the Government may elect to:

1. Reduce the build-out requirements;

2. Pay lump sum for the overage upon substantial completion in accordance with the

“Acceptance of Space and Certificate of Occupancy” paragraph;

3. Negotiate an increase in the rent.

Question 28: For the TI Unit Price List (Exhibit M - TICS Table), what CSI Master format divisions should be included for a parking lot? The standard TICS Table is structured for buildings. Which divisions apply (e.g., Div. 32 – Exterior Improvements, Div. 28 – Electronic Safety & Security)?

Answer 28: Division 11- Equipment, Division 32- Exterior Improvements, Division 26- Electrical, Division 3- Concrete, Division 2- Existing Condition and Division 31-Earthwork

Question 29: For GSA Form 1364, should the TI rent line item reflect the $400/space allowance multiplied by 1,000 spaces ($400,000 total), amortized over the firm term? Please confirm the expected presentation format for a parking lot.

Answer 29: Yes, the rent line item should reflect the $400/space allowance multiplied by 1,000 spaces ($400,000 total).

Question 30: What is the VA's required occupancy date? The RLP does not specify the target date. What is the anticipated timeline from award to lease commencement for new construction

vs. an existing lot?

Answer 30: The VA would like to obtain beneficial occupancy as soon as possible.

Question 31: Will the Government prepare Design Intent Drawings (DIDs), or is the Lessor expected to prepare Level 1 DIDs as part of shell cost? For a parking lot, what does a Level 1 DID package include (site plan, lighting layout, grading plan, etc.)?

Answer 31: The lessor will provide Level 1 DIDs which should include site plan, lighting layout, grading plan, ingress and egress.

Question 32: The lease requires 24/7 access (Lease §6.01A) and Ex. B §6.1 requires FSL II security during non-duty hours. Does the VA require a staffed on-site attendant at all hours, or is unmanned/automated operation (RFID gates + VSS + remote monitoring) acceptable?

Answer 32: Remote monitoring with VA Police is acceptable.

Question 33: Who is responsible for maintaining and repairing the RFID gate electronics, VSS cameras, and associated security systems over the lease term — the Lessor or the VA? Exhibit B §8.3 addresses gate greasing/adjustment but is silent on electronic component maintenance.

Answer 33: The lessor will be responsible for maintaining all gates. The VA will be responsible for maintaining the LVT systems.

Question 34: Exhibit B §8.11-8.16 specifies detailed snow removal obligations (1.5" threshold, sand/ice melt, excess removal). Is the cost of sand and ice melt materials included in the operating cost rent component, or is it a separate pass-through/reimbursable expense?

Answer 34: All snow/ice removal will be the responsibility of the Lessor including the cost of sand and ice melt materials. See also Part II of this Amendment.

Question 35: Exhibit B §8.6 requires all lighting issues to be addressed within 48 hours of notice.

Does this require full fixture replacement, or is restoration of illumination (e.g., temporary lighting while a permanent fix is ordered) sufficient to meet the obligation?

Answer 35: Temporary lighting would be sufficient so long as permanent repairs are ongoing and performed within a reasonable time.

Question 36: Does the VA require a formal traffic study or access/circulation analysis, or is a conceptual site plan with ingress/egress routes shown sufficient for the initial proposal submission?

Answer 36: A conceptual site plan with ingress/egress routes shown is sufficient for the initial proposal. The VA will not require a formal traffic study or access/circulation analysis. However, offerors should ensure they comply with all local code requirements.

Question 37: Can we get a 3-week extension on the RLP due date?

Answer 37: This is a time dependent award and a 3-week extension is not feasible. However, please see Amendment No. 2 and Part I of this Amendment.

Question 38: Could you please clarify if the offeror is required to own the property outright or provide proof of title within 30 days? Additionally, we would like to know if it is permissible for an offeror to lease the property from the current owner and subsequently sublease it to the Government, provided the offeror has documented authorization from the property owner to do so.

Answer 38: The VA requires the offeror own the property or be able to secure the property and show proof of title within 30 days. The VA will not accept a sublease.

Question 39: Can the tenant improvement cost be increased from $500/parking space to more?

If yes, will the VA provide a payment plan during construction of the surface parking lot?

Answer 39: The current estimated cost for the tenant improvements is $400/parking space. The VA believes $400,000 is sufficient to cover the cost of the tenant improvements for this project.

However, the Lease will contain the following clause:

Section 1.07 (C) If it is anticipated that the Government will spend more than the identified TIA, the Government may elect to:

1. Reduce the build-out requirements;

2. Pay lump sum for the overage upon substantial completion in accordance with the

“Acceptance of Space and Certificate of Occupancy” paragraph;

3. Negotiate an increase in the rent. (See also Question 27.)

The VA does not provide any partial payments or payment plans for tenant improvements.

Upon beneficial occupancy of the space, the VA anticipates it will pay a lump sum payment for all tenant improvements. However, the VA reserves the right to amortize all or part of the tenant improvements.

Question 40: Would the VA allow a quote with a timetable of 9-12 months before occupancy after award?

Answer 40: Yes

All other requirements remain unchanged.

------------------------------------------------- END OF RLP CHANGES ------------------------------------------- Prepared By:

OFFEROR NAME (printed)

OFFEROR SIGNATURE

Miranda Kloeppel, Lease Contracting Officer

Please sign, acknowledging receipt of this amendment, and return to:

MIRANDA.KLOEPPEL@VA.GOV

mailto:Miranda.Kloeppel@va.gov