36C25024R0130 0001.pdf
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- Solicitation number
- 36C25024R0130
About this file
This document is an Amendment to a Request for Lease Proposal (RLP) for the Department of Veterans Affairs Health Services Research & Development (HSR&D) Administrative Office Lease in Ann Arbor, Michigan. The solicitation seeks 16,429 ABOA square feet (not to exceed 22,179 RSF) with 90 parking spaces, including 15 handicap spots, in a modern quality building. The lease term options include 20-year, 20-year 15-firm, and 15-year 10-firm, with the government reserving the right to terminate with 90 days' notice. Proposals are due by 3/26/2025 at 3:00 PM local time, with an anticipated lease commencement in March 2025.
The amendment provides preproposal conference meeting minutes and clarifies various requirements, including updates to exhibits such as the Contractor Confidentiality Certificate, Contractor Security IT Handbook, and Agency Specific Requirements. Key evaluation factors include technical quality and past performance, with price being the most significant factor. The solicitation emphasizes specific location requirements, such as proximity to public transportation, amenities, hospitals, and major highways, and mandates a fully serviced lease with specific building and space configuration constraints.
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Department of Veterans Affairs
AMENDMENT TO REQUEST FOR LEASE PROPOSAL (RLP)
1. RLP No. 2. Amendment No. 3. Effective Date 4. Page Of
5. ISSUED BY
6. Description of Amendment
Except as provided herein, all terms and conditions of the document referenced in Item 1, as heretofore changed, remains unchanged and in full force and effect
7. Name and Title of Signer (Type or Print) 8. Name and Title of Contracting Officer (Type or Print)
9. Offerer 10. Date Signed 11. United States of America 12. Date Signed
By (Signature of Person Authorized to Sign) (Signature of Contracting Officer)
36C25024R0130 0001
Department of Veterans Affairs Network Contracting Office (NCO) 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240
This amendment is to provide the Preproposal Conference Meeting minutes Questions & Answers.
RLP Section 1.06 have been updated to include Exhibit S- Contractor Confidentiality Certificate and Exhibit T- Contractor Security IT Handbook.
Exhibit B- Agency Specific Requirements have been updated to include the design schematic.
Danielle Butler Contracting Specialist
Project: HSR&D Administrative Office Lease 36C25024R0130 2
Health Services Research &Development RLP
Meeting Agenda Preproposal Conference
Department of Veterans Affairs
Meeting Information
Project Name: Preproposal Conference- Ann Arbor, MI
Date: Thursday, March 13, 2025
Location: Virtual through MS Teams
Called by: Danielle Butler, Lease Contracting Specialist
Project Team Email Address
Danielle Butler, Lease Contracting Specialist Danielle.butler1@va.gov
Ted Posuniak, Lease Contracting Officer Theodore.posuniak@va.gov
Lee Grant, Branch Chief Lee.grant@va.gov
David Armijo, Program Analyst/Lease Manager David.armijo@va.gov
Dave Marchionna, Asst. Chief, Facilities Management Service
David.marchionna@va.gov
Joe Franklin, Chief, Facilities Management Service Joseph.franklin@va.gov
Agenda:
Offers Due by 3/26/2025, 3:00 PM Local Time
1. Introduction of Project Team
HSR&D Preproposal Conference Meeting Agenda
36C25024R0130 3
Department of Veterans Affairs s2. Overview of Facility Requirements
a. Seeking 16,429 ABOA, not to exceed 22,179 RSF 90 parking spaces (15 handicap)
b. Not to exceed 20 Year, 20-year 15 Firm, 15-Year, 10 Firm
c. Full-Service Lease- Including janitorial services. The Lessor is to maintain all utilities and equipment. The Contractor shall furnish and maintain all equipment and supplies, other than those specified as Government furnished, necessary to perform all services required in this contract.
3. Request for Lease Proposal Overview
a. How to Offer- Section 3
i. Email with size restrictions of 25MB. It is suggested to send in sections titled 1 of 2, 2 of 2, etc. Hand delivery and mail is also acceptable as long as submissions are received no later than 3/26/2025 at 3PM Local Time.
b. Evaluation of Offer- Section 4
i. 3 Evaluation Factors with subfactors- Technical quality, and past performance are significantly less important than price.
ii. Once initial offers received and evaluated, all offers in the competitive range will be invited to a DIDs workshops with their respective design and construction team. DIDs, for the purposes of the Lease, are defined as layout line drawings of the leased Space, reflecting all Lease requirements, showing partitions and doors; schematic demolition; voice, data, and electrical outlet locations; finishes; generic furniture layout, and any additional details necessary to communicate the design intent to the lessor’s architect for the purpose of preparing the construction documents (CDs).
4. Questions and Answers/Wrap up
Offeror Questions and Answers
1. Are electronic initials/signatures on documents included in the RLP via SignNow acceptable?
Answer: Yes. Both, wet and digital signatures are acceptable on all documents.
2. Exhibit A (Lease)
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Department of Veterans Affairs
sa. 4.01 - Where is Working Days (capitalized) defined? Is it the same definition as working days (uncapitalized) in Exhibit F, i.e. calendar days excluding weekends & US Federal holidays?
Answer: Yes, they are the same.
b. 4.13 – Where is the amount of Liquidated Damages specified?
Answer: The Lease is subject to change based on the final proposal. This section could be deleted.
3. Exhibit B (LRP Agency Requirements)
a. What are the FSL2 requirements?
Answer: This is Exhibit C- VA Security Requirements FSL II
b. What are the VA’s use requirements for cables & cables per workstation?
Answer: Per the Exhibit B-ASR, CAT6A is the requiring cabling and two (2) per workstation
c. What LOP is this site considered? That may lead to further clarification needed.
Answer: More details will be provided
d. Section 2 references a design schematic but none was enclosed. Is this something that still needs to be developed?
Answer: See updated Exhibit B- ASR with the included schematic
e. Two different accessibility requirements are referenced – ADA & VA’s internal.
Which are required and where?
Answer: We use ABAAS and local requirements. Whichever is more restrictive on different subjects.
f. 3.01 – What are Utilities as it pertains to required barricading?
Answer: All utilities. All main utility feeds, such as transformers, or a main gas feed.
g. 3.01 – Are intrusion detection requirements referenced for comms rooms specific to VA comms rooms or all building comms?
Answer: Just VA comms rooms
h. What does that anticipated camera systems look like? Is there an expectation for tenant controlled, exterior cameras?
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Department of Veterans Affairs sAnswer: Reference Exhibit C- VA Security Requirements FSL II. There is does include exterior cameras.
i. Landlord does not typically monitor alarms & access systems for tenants. Please confirm what the VA is looking for from Landlord here.
Answer: It does not have to be Lessor monitored, but it should alarm to a local security company.
j. Where does the employee roster that is maintained need to be kept? Who needs up-to-date access to that?
Answer: Reference Exhibit B- ASR, Personnel Management. It should be maintained by the Lessor and made available to us at the request of the COR or CO.
k. Do they have sample training programs to reference for the requirements of 3.02?
Answer: No, we do not.
4. Exhibit C (VA Security Requirements)
a. Please confirm that this doesn’t prohibit other tenants having their own signs that denote their own areas.
Answer: This is correct.
b. Can we get further clarification on the term “high security locks”?
Answer: This needs to be a small format interchangeable core or “best style” lock.
c. What are the requirements for annual security system performance testing & reporting?
Answer: This is a VA completed service.
d. What are the standards for Crime Prevention Through Environmental Design goals?
Answer: You achieve that by following the FSL II Requirements
e. Do they have an existing Construction Security Plan for reference?
Answer: For reference, we do and can provide this information. More details will be provided
5. Exhibits D & E (Security Unit Price & TI Cost Summary)
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Department of Veterans Affairs
sa. This document refers to “Security Standards” attachment. Is this the same as “Security Requirements”?
Answer: Yes, this is referring to Exhibit C- VA Security Requirements FSL II
b. Price lists refers to “Primary Vertical Load Members” but it is not specific what type of PVLM. Please confirm.
Answer: More details will be provided
c. Clarify “restrictions” for public space – are permanent wall separations required from all structural members or does an enclosed column/column cover restricted?
Answer: More details will be provided
d. What requirements are needed for Security, VSS, Intrusion Detection, Duress Alarm?
i. What is provided by Lessor?
Answer: All items are provided by the Lessor and included in the shell rate, unless specified during the design phase.
ii. What is provided by VA?
6. Exhibit H (Proposal to Lease Space)
a. Do three forms need to be submitted to reflect the different term structures requested?
Answer: Each term structure should have its own Form 1364 for review
7. Exhibit I (Cost Statement)
a. Are these intended to be the costs to operate the building when fully occupied?
Answer: Yes, all estimated operating cost for the entire building and the offered space. Lines 5-26 will help determine the operating cost portion of the rental rate and will need to be certified by the Lessor at the end.
b. Maintenance & repair is considered part of the lease, but what about one-off requests, such as moving furniture or hanging a whiteboard?
Answer: Exhibit B- ASR identifies items that would need to be installed and maintained by the Lessor. You operations and maintenance plan should detail how the Lessor will provide quality control to ensure that all services described in the O&M Plan will provided, and how the Lessor will maintain quality and appearance of the entire building over the term of the lease. Moving furniture and other small changes are done by the VA, unless specified in the Lease.
36C25024R0130 7
Department of Veterans Affairs s
8. Exhibit P (Contract Qualifications)
a. Is this documentation subject to FOIA?
Answer: FAR Part 24.202 A proposal in the possession or control of the Government, submitted in response to a competitive solicitation, shall not be made available to any person under the Freedom of Information Act. This prohibition does not apply to a proposal, or any part of a proposal, that is set forth or incorporated by reference in a contract between the Government and the contractor that submitted the proposal.
9. Exhibit R (Operations and Maintenance Plan)
a. Who is tracking 85% completion rate?
Answer: The COR
b. Where is information on Landlord’s employees & subcontractors being stored?
Who updates & how often?
Answer: See Personnel Management in Exhibit B- Agency Specific Requirements Maintained by the Lessor and provided to the COR (first line in the chain of command) and/or CO
c. Org charts, staffing plans, experience levels, operating schedules, etc. all to be included for Landlord & all vendors – example of what’s expected? Where is it stored, who has access?
Answer: See Personnel Management in Exhibit B- Agency Specific Requirements Maintained by the Lessor and provided to the COR (first line in the chain of command) and/or CO
d. Is more information available on the required reserve account?
Answer: This is a SAMPLE FORM. These requirements do not necessarily pertain to the procurement.
10.Request for Lease Proposal
a. 3.06(M) – What is the VA’s definition of a “modern office building”?
Answer: RLP Section 1.02- The Space shall be located in a modern quality Building of sound and substantial construction with a facade of stone, marble, brick, stainless steel, aluminum or other permanent materials in good condition and acceptable to the LCO. If not a new
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Department of Veterans Affairs sBuilding, the Space offered shall be in a Building that has undergone, or will complete by occupancy, modernization or adaptive reuse for the Space with modern conveniences.
11.Pursuant to 3516 Solicitation Provisions 1.(c)(2)(vii), Offeror may withdraw its proposal at any time before award (the execution and delivery of the Lease by the Government, per 1.(e)(7)). Please confirm Offeror may withdraw its proposal up-to and including an Offeror’s executed lease (its firm offer).
Answer: The offeror may withdraw its proposal at any time before the execution and delivery of the Lease contract.
12.The chart shown under RLP 36C25024R0130 Section 3.02.A.5 includes “VA Handbook
6500.6 (Appendix D)” and “Contactor Confidentiality Certificate” under Required Document/Response. Where are those documents found?
Answer: To be added in the amendment
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