Addendum 001 Attachment 1 Questions and Answers.pdf

REQUEST FOR LEASE PROPOSAL NO: 386369

Addendum 001 – Attachment 1 Q&A

QUESTIONS AND ANSWERS

Date: December 15, 2025 RFP: 386369 - Warehouse Space to Replace 2101M

# Vendor(s) Questions HMIS Response 1 Based on the occupancy schedule of mid-2026 and the short 10-year lease term, it appears that new construction is not desired.

The occupancy date is not a firm date. A new construction could be considered if terms and pricing were favorable. The duration of the term is open, with a minimum of 10 years requested.

Additional years would be considered if proposed and priced.

2 It appears to be for an extremely wide range of space (30k-215K SF). Can you provide more specific guidance on what the ideal SF is?

30K sq ft is the minimum size that has been identified for consideration at this time.

3 Am I correct that you're looking for someone who can provide real property and support duties?

Yes, we are looking for a full-service commercial lease that includes, janitorial, utilities, taxes, maintenance, and landscaping (if needed). (not

GSA)

4 Is it the government's preference is to remain with their current lessor/service provider?

No, the government does not intend to remain at their current location. The current facility is situated on Hanford Site and is owned by the Department of Energy (DOE) and managed by HMIS. The purpose of this request is to relocate existing warehouse operations to a commercial facility and subsequently demolish the existing structure.

5 It was noticed that the occupancy date is March 2025, is it supposed to be 2026?

Yes, please note that this is the anticipated occupancy date based on a currently available facility and it is not a firm date. If it is a new build then that expectation is approximately 2-3 years from contract award.

6 Could HMIS please confirm the preferred method for proposing utilities under the full-service lease requirement? Specifically:

• Should utilities be included in the flat monthly rental rate?

• If not, does HMIS prefer utilities to be billed at actual cost (e.g., cost + an administrative percentage), or provided as an annual estimate with reconciliation?

• If Offeror provides historical utility consumption data, projected utility budgets, or another format to support pricing evaluation it may not reflect the actual usage by HMIS due to the volatility/variability of actual utility consumption. How does HMIS expect the Offeror to reconcile these variable costs out of

• It is preferred for the price to be a single firm fixed monthly price for all aspects. Please see 7 for why having the cost broken out may be beneficial to the Lessor.

• HMIS does not prefer to be billed as actuals.

• It is recognized that projecting operating expenses is challenging. This poses a risk for the Lessor in accurately estimating these costs at the start of a Lease Agreement. Some escalation in expenses is expected during the term of the lease.

There are methods available to adjust for market volatility in operating expenses, but these adjustments present risks to both the Lessor and Lessee. To address this, language may be proposed to the lease agreement that allows for periodic reviews of operating expenses. Any the Offeror’s control? Note: Newer buildings have less consistent historical costs associated with utilities and different tenants most likely require different utilization of utilities.

adjustments should benefit both parties: if operating expenses increase, the rent will increase accordingly; if operating expenses decrease, the rent will also decrease.

7 For purposes of determining whether the present value of the minimum contractually required payments exceeds 90% of the facility’s fair market value:

1. Should the calculation include only the base lease rental payments, OR

2. Should it also incorporate additional full-service consumable costs such as: - Utilities - Janitorial services - Landscaping - Maintenance - Any other cost-reimbursable or pass-through service charges?

1. This will be for the shell rate for full term of the lease agreement. Base + option years. If the rate for shell rent is separated from the operating expenses, then the operating expenses would not be included. More information may be found at:

https://obamawhitehouse.archives.gov/omb/circul ars_a11_current_year_a11_toc/

2. If the proposed prices are segregated in the proposal, then they are not included in the analysis, they would still be a part of the Firm Fixed Price, unless requested to be separated in the Lease agreement. Cost reimbursable and pass-through are not preferred.

8 Could HMIS please clarify whether janitorial services are required to be performed within the warehouse floor areas themselves (e.g., sweeping, floor cleaning, trash removal, restroom cleaning), or whether full janitorial service is required only for the office, restroom, breakroom, and administrative spaces?

Janitorial services should include emptying office trash cans from Storekeeper cubicles, and normal cleaning of warehouse restrooms, but no sweeping of any warehouse floors. Please see Draft Lease Agreement, Article XXII - Janitorial Services these will apply to office, restroom, breakroom, and administrative spaces.

9 Additionally, if warehouse janitorial service is required, is HMIS able to provide:

• The expected level or frequency of service (daily, weekly, monthly), and

• Any special cleaning standards that apply to warehouse operational areas?

Please see Draft Lease Agreement, Article XXII - Janitorial Services these will apply to office, restroom, breakroom, and administrative areas.

Warehouse Janitorial services should include emptying office trash cans from Storekeeper cubicles, and normal cleaning of warehouse restrooms, but no sweeping of any warehouse floors.

10 We are requesting that this initial offer due date be extended to January 30, 2026.

This will be extended to 1/15/2026.

11 Do I have to own the property? Could it be sub-leased?

No, but proof that you are an authorized representative of the owner is required. Please see section D.2.1 of the RFLP bullet #4.

12 Is this RLP being cancelled due to the posting of EOI_HMIS-12-11-2025 or is this a different procurement?

The EOI is completely independent from the current solicitation for 386369 – Warehouse Space to Replace 2101M. The EOI process is not connected to, nor does it impact, any current active Requests for Lease Proposals or advertisements for warehouse space.

13 1) In the Draft Lease I see a termination clause which states that HMIS has 180-day rolling termination rights. Is that after the first 10-year term or anytime during the first ten years?

2) If answer to #2 above is termination can be made any time after lease commencement, will HMIS consider contracting through DOE or GSA, enabling to do a firm lease term with options and not a lease that only guarantees 180 days of occupancy?

1) This is at any time after award. This is a potentially negotiable point.

2) A direct contract through DOE or GSA is not an option at this time.

14 What is the expectation of non-office garbage service? Will HMIS self-preform or will HMIS need the use of 1 or more dumpsters for the warehouse? How often would pick up service be needed? Please give specifics.

HMIS will continue to self-perform emptying/upkeep of our own dumpsters.

15 Will recycling service need to be provided for pallet, scrap metal recycling or other materials?

Please specify.

HMIS will continue to work with established recycling vendors for pallets, scrap metal, and other materials.