Santa Cruz - Pre-bid Presentation.pdf

U.S. Department of Veterans Affairs (VA) Pre-bid Conference

Santa Cruz, CA – Community Based Outpatient Clinic (CBOC)

Caitlin Cunningham | Sr. Program Manager | September 3, 2026

Note: This meeting is being recorded.

A transcript will be posted to SAM.gov.

Agenda

1 Welcome, Pre-bid Purpose, Rules

2 Project Overview

- RLP Package

- How to Submit an Offer

- Template Lease

3 Design Overview

4 Standard Forms and Clauses

5 Questions & Answers / Wrap-up

P AR T 0 1

Welcome, Pre-bid Purpose, Rules

Introductions

VA Project Team

- J.P. Niega, Lease Contracting Officer (LCO)

- Loren Mollner, Contract Specialist (CS)

- VA Palo Alto Health Care System (VAPAHCS)

Contract Brokers

ISI Professional Services

• Caitlin Cunningham, Project Manager

• David Stonehouse, Alternate Project Manager

• Jennifer Shaw, Quality Assurance

Purpose

1. Provide a general overview of requirements set forth in the RLP.

2. Answer questions submitted by interested parties.

3. Promote competition and encourage networking.

Rules and Reminders

1. Questions must be submitted in writing to the LCO and broker, including citations where possible. Official responses will be posted on SAM.gov.

2. You are welcome to ask questions during this presentation, but please identify yourself and the firm you’re representing.

3. Please keep procurement integrity in mind.

Note: This meeting is being recorded.

A transcript will be posted to SAM.gov.

S E C T I O N 0 2

Project Overview

General Information

• Procurement for a new replacing CBOC in the Santa Cruz area.

• 13,000-15,500 ABOA SF; not to exceed 20,000 RSF

• Up to 55 on-site, secured parking spaces (or more per local code)

• Existing building or new construction

• Space to be located on no more than two contiguous floors

• Full and open competition; Best Value Tradeoff

• Full service, net of utilities

• Occupancy within 12 mos of award (existing), or 18 mos of award (new)

RLP – Key Sections

• Note that this is a summary only and does not include all of the information needed to put together a complete, responsive proposal.

• Refer to the complete RLP package on SAM.gov for more detailed information.

• 1.02: Lease Term – Two scenarios: 20 years full term, 15 firm; 20-year firm

• 1.03: Area of Consideration – Delineated Area

• 1.04: Unique Requirements

• No more than two contiguous floors; preference for ground floor

• Suitable passenger and freight elevators required

• Parking on-site or adjacent to building; no structured parking

• No bifurcated sites

• No sites where the area leased to VA is within the 100-year flood plain

(parking, facility, ingress/egress)

• Proper zoning

• Loading area to accommodate box trucks

• Incompatible uses: marijuana dispensaries, correctional facilities, sale of firearms/ammunitions, railroads, within flight path

• Proximity to amenities and public transportation

• 1.06: List of Attachments and Exhibits

Note that the ASRs contain links to additional items; some may require an access request to be submitted.

• 1.10: Security Requirements

• See Exhibit 5 to the RLP

• This facility is FSL II

• 2.01: Efficiency of Layout

• In order to be acceptable for award, the offered space must provide for an efficient layout as determined by the LCO.

• Test fit or conceptual design.

• 2.02: Floodplains

• Lease will not be awarded for a site within the 100-year flood zone unless the Government has determined that there is no practicable alternative.

• This includes adjacency to the 100-year flood zone where adjacency would, as determined by the Government, restrict ingress or egress to the Premises in the event of a flood, unless there is no practicable alternative.

• Compliance with Government Requirements:

• 2.04: Seismic Safety

• 2.05: Asbestos

• 2.06: Accessibility

• 2.07: Fire Protection and Life Safety

• 2.08: Energy Star label

• 2.10: Due Diligence and National Environmental Policy Act Requirements

• A. Environmental Due Diligence: Offeror must provide a Phase I ESA at LCO’s direction. Offeror is responsible for addressing any RECs identified.

• B. NEPA: The Government is responsible for satisfying NEPA requirements and may ask for an Offeror’s assistance to provide information. An offer may be rejected where the results of NEPA analysis do not support the project.

• 2.11: National Historic Preservation Act Requirements

• Government is responsible for compliance and may ask for an

Offeror’s assistance to provide information. An offer may be rejected where the results of NHPA analysis do not support the project.

• Offeror may be responsible for undertaking further studies.

• 2.12: Cultural Resources Study

• For new construction, build-to-suit, demolition, or other significant ground-disturbing work, the Offeror must submit a Cultural Resources

Study Report with their initial offer.

• Section 3 – How to Offer

READ THIS SECTION CAREFULLY AND FOLLOW THE INSTRUCTIONS

• 1) What needs to be submitted?

• 2) What format is required?

• 3) In which Volume must it be located?

• 3.01: Instructions for Offeror and Submittals:

• Standalone Cover Page:

• A. Offeror Proposal Compliance Matrix

• Volume I.A – Technical Evaluation

A. Offeror Proposal Compliance Matrix D. Evidence of amenities, access, public transportation and emergency services

B. Evidence of location within Delineated Area E. Evidence that planned amenities do or will exist by the occupancy date

C. Evidence of zoning compliance, or plan on how it will be attained

• Volume I.A – Technical Evaluation – Factor 1:

• Volume I.A – Technical Evaluation – Factor 2:

F. Architectural plans and narratives for modernization

K. Evidence of Accessibility Compliance

G. Scaled Floorplan L. Asbestos Report and Abatement

H. Vending Facilities Statement M. Energy Star / Efficiency Documentation

I. Parking Plan and Narrative N. Green Globes Certification (new construction)

J. Fire Protection and Life Safety Information O. Hydrology Statement

P. Affirmation of Past Performance U. Design Team and General Contractor

Licenses and Certifications

Q. Past Performance List of References V. Evidence of Design Team and General

Contractor Teaming Arrangements

R. Past Performance Questionnaire W. SF-330 - A/E Qualifications

S. List of Relevant Projects and Case Studies X. GSA Form 527 – Contractor’s Qualifications and Financial Information

T. Design Team and General Contractor

Experience Narratives

Y. Project Management Plan with Organizational

Chart

• Volume I.A – Technical Evaluation – Factor 3:

• Volume I.B – Technical Evaluation – Factor 4:

• Volume III – NEPA & NHPA Submittals:

Z. Operations and Maintenance Plan AA. Operations and Maintenance Plan

Acknowledgement and Deviations Statement

BB. Evidence of SAM Registration DD. SBA Joint Venture Certification (if proposing as a JV entity)

CC. SBA VetCert Certification (if proposing as an

SDVOSB/VOSB entity)

EE. Small Business Subcontracting Plan (if proposing as other than a small business)

FF. Evidence of Floodplain Status II. NEPA Due Diligence and Copies of Other

Studies and Information

GG. Seismic Compliance JJ. NHPA Documentation

HH. Hazardous Conditions or Environmental

Releases Disclosure

KK. Cultural Resources Study Report (new construction / significant ground-disturbing work)

• Volume IV – Additional Submittals:

LL. Offering Entity Acknowledgement Form QQ. Conflict of Interest

MM. Authorization to Represent Ownership RR. Legal Property Description and Tax ID

NN. Ownership Evidence SS. Representation Regarding Certain

Telecommunications and Related Services /

Equipment

OO. Agreement to Acquire an Interest in Property TT. Exhibits to the RLP

- Ex. 22: Broker Project

- Ex. 23: New Construction

- Ex. 24: Net of Utilities

PP. Proof of Signing Authority

• 3.02: Receipt of Lease Proposals (subject to Amendment 1, issued 8/31/26)

• Proposals are Due:

• October 26, 2026

• 5:00 p.m. Pacific Time (8:00 p.m. Eastern Time)

• Send via e-mail to:

• J.P. Niega, LCO

• Caitlin Cunningham, broker

• 3.03: Pricing Terms and Submittals

• Volume II – Price Proposal and Financial Capabilities

• 3.05: Tenant Improvement Pricing

• TI allowance of $10,400,000-$12,400,000, depending on size of facility offered ($800.00 per ABOA SF).

• Tenant Improvements: the fixtures, finishes, and buildout that takes a facility from warm lit shell to finished, usable conditions per VA’s requirements.

A. GSA Form 1217 – Lessor’s Annual Cost

Statement

F. VA Form 10091 FSC Vendor File Request

B. GSA Form 1364 – Proposal to Lease Space G. Broker Commission Agreement

E. GSA Form 1364, Attachment 1 H. Financial Plan and Evidence of Funding

• 3.08: Operating Costs

• Listed on Form 1217, these are all the building operations costs being paid by VA as part of rent, separate from shell rent.

• Utilities are excluded from rent, and the lessor must provide separate metering at the lessor’s expense.

• The minimum requirements for normal operating hours, janitorial services, and required operations and maintenance of the interior and exterior of the space are set forth in the ASRs.

• 4.03: Award Basis

• Best Value Tradeoff Evaluation; technical factors are significantly more important than price.

• Evaluation factors listed in descending order of importance.

• Factor 1 – Technical Quality

• A. Architectural Concept & Building Design

• B. Quality of Site Characteristics & Development

• C. Sustainable Design & Energy Efficiency

• Factor 2 – Offeror’s Qualifications and Past Performance

• A. Offeror’s Past Performance

• B. Offeror’s Qualifications

• C. Design Team & General Contractor Qualifications

• D. Project Management Plan

• Factor 3 – Operations and Maintenance Plan

• A. Interior & Exterior Maintenance of Building & Grounds

• B. Routine Emergency Calls – Procedure & Response Times

• C. Staffing Plan, Administrative Procedures, & Quality Control Plan

• Factor 4 – Socio-economic Status

• A. SDVOSB

• B. VOSB

• C. Small Business

• D. Other than Small Business

• The RLP provides the following information for each technical evaluation factor:

• Evaluation Criteria: How VA will analyze each proposal in the context of each factor. This includes a description of the elements included in each factor, and how well each proposal addresses all of the elements.

• Submittal Requirements: Detailed descriptions of what the Offeror must submit in order for VA to evaluate the proposal for this factor.

• Documentation Requirements: The parameters for submittal, including page limitations and restrictions.

• Section 4.04: Present Value Price Evaluation

• In order to ensure an “apples to apples” comparison of offers, VA will calculate the present value rental rate for each price proposal submitted.

• This section describes the present value calculation used.

• 4.05: Award – The successful Offeror will be asked to execute a Lease contract that will be comprised of the following items:

• A lease based on the template attached to the RLP

• GSA Form 3517, General Clauses

• Pertinent sections of the submitted proposal

• Site plans, elevations, and renderings

• GSA Form 1217, Lessor’s Annual Cost Statement

S E C T I O N 0 3

Template Lease

Template Lease

• The template Lease is attached to the RLP for Lessor review.

• Upon lease award, VA will transfer the information in the successful proposal to the Lease document.

• Offerors must read the Lease in its entirety and ensure they understand the requirements and can perform the contract as written.

• Some information regarding post-award lessor performance, the design and construction/renovation process, and the lessor’s ongoing responsibilities for operations and maintenance appear only in the lease.

• Like the RLP, note that VA’s template Lease differs from GSA’s template.

S E C T I O N 0 4

Design and Agency Requirements

Design Overview

• Each Offeror must submit a test fit / conceptual design that shows how VA’s desired space uses will be laid out in the offered building.

• The submission will be evaluated by VA in accordance with the evaluation factors, then become the starting place for post-award design activities.

• The facility must be designed in accordance with:

• The RLP, including the Agency Specific Requirements

• Lease Design Narrative

• Room Data Matrix

• VA Prototypes for Standardized Design and Construction

• VHA Patient Aligned Care Team (PACT) Facility Design

• Federal Regulations

• Interagency Security Committee Policy for Leased Facilities

• VA Design Standards and Directives

• State and Local Codes & Ordinances

• Accessibility Standards

• ABA Standards for Accessible Design

• VA Barrier Free Design Standards

Agency-specific Requirements (ASRs)

• Attached to the RLP; provides detail on exactly what VA needs in the facility, and how the facility will function, so that Offerors can prepare a fully responsive proposal.

• Note that each blue box in the ASRs is a link that provides source documentation or additional information.

Program for Design

• Provides room numbers, names, square feet, and quantity of rooms to yield

Departmental NSF.

• All rooms must be included in the test fit / conceptual design.

Lease Design Narrative

• Consolidates the governing codes, standards, references, and guidelines in one place.

• This document, and the associated Room Data Matrix (RDM), provides performance-based standards for rooms/functions that are a part of the project’s Program for Design.

Physical Security

• FSL Level II

• Lessor to provide security systems:

• Intrusion Detection System

• Physical Access Control System

• Security Surveillance

• Nurse Call System

• Public Address System

• Refer also to the Security Requirements exhibit to the RLP

Building Maintenance

• Maintenance requirements and frequency

• System testing

• Landscaping

• Janitorial

• Waste and Recycling (Lessor not responsible for hazardous/pathological waste)

• Lessor must have a building superintendent or a local, designated representative available to promptly correct deficiencies.

Conceptual Floor Plan

• To show preferred adjacencies and circulation

S E C T I O N 0 5

Standard Forms and Clauses

Form 1364

• This form, plus the Excel attachment, is the

Offeror’s price proposal

• VA is requesting pricing for two lease term scenarios:

• 15-year firm, 20 full; and

• 20-year firm

• Two versions of the Form must be submitted.

• Make sure the RSF and ABOA SF on this form match the Form 1217 and other sections of the proposal

• Check your math

• Figures must be broken down between Shell Rent and Tenant Improvements.

Form 1217

• This form captures all of the Offeror’s estimated operating expenses, including annual maintenance and janitorial costs.

• Remember that VA is paying its own utilities.

• Ensure information is consistent across all forms.

• Double-check your math.

• If VA is not occupying the entire building, ensure the amounts allocated to the VA space are accurate when looking at proportionate share.

• (VA does not want to pay for other tenants, or for the Lessor)

Form 1217

Total Annual Operating Costs

(Transpose to Form 1364)

Cost of Ownership

(Include in Shell Rent)

GSA Form 3517

• These are the General Clauses that will be attached to the Lease at award.

• It is very important that Offerors read and understand these requirements. Ensure they are able to comply if they are awarded the Lease.

S E C T I O N 0 6

Wrapping Up

Reminders

• Read all parts of the RLP and Draft Lease

• Use the Proposal Compliance Matrix

• Initial every page of the entire offer. Make sure all forms requiring signature have been signed.

• Make sure all information is consistent and complete.

• The offering entity must be registered in SAM under the proper NAICS code (531120).

• This must be the same entity that appears throughout the proposal as the Offeror

• Structure and formatting – follow the instructions in the RLP.

• Narrative substantiations – provide adequate detail.

• Eliminate discrepancies – the same information should track throughout the proposal (entity names, square footage, parking numbers, etc.)

• VA reserves the right to reject conditional offers.

Questions

• Please state your name and the name of the business/firm you represent.

Thank you for attending and for your interest in this project!