Attachment F Exhibit 6 - Master Lease File Checklist.xlsx

XLSX spreadsheet 1 MB Posted May 12, 2026

Attached to: R402--Real Estate Acquisition Support Services (REASS) Recompete
Solicitation number: 36C10F26R0045
Issued by: Department of Veterans Affairs Office of Construction and Facilities Management

About this file

Written by GovTribe AI · May 12, 2026

This file is a Master Lease File Checklist (MLFC) template used by the Department of Veterans Affairs Office of Construction and Facilities Management to track documentation and procedural requirements throughout the entire federal lease procurement lifecycle. The checklist encompasses multiple phases: pre-award leasing requirements, requirements development, pre-solicitation activities, solicitation development and issuance, evaluation of offers, pre-award clearances, lease documents, post-award activities, lease acceptance, lease administration, and administrative items. It includes detailed tracking mechanisms with document numbering, briefcase indices, completion status columns, and responsible parties (RACI assignments including Broker, LCO, OAEM, RPLG, and others).

The checklist documents approximately 340+ distinct requirements organized across 17 functional categories. Key pre-award phases include: (1) market research and rental rate comparisons; (2) acquisition planning and delegation authority through GSA/GREX; (3) source selection procedures including RLP (Request for Lease Proposal) development; (4) environmental and historic preservation compliance (NEPA, NHPA); (5) evaluation using present value analysis and OMB A-11 scoring; and (6) responsibility determinations and congressional notifications for prospectus-level leases. Post-award requirements cover tenant improvement procurement, design review, construction inspection, Davis Bacon compliance, space acceptance documentation, and ongoing lease administration including rent adjustments, amendments, and dispute resolution. The template includes supporting documents such as cost-benefit analysis worksheets, categorical exclusion forms for NEPA compliance, energy star verification memos, and historic building verification templates. The file serves as the authoritative operational guide ensuring compliance with Federal Management Regulations (FMR), GSA delegation requirements, and VA-specific leasing policies for both new leases and lease extensions.

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Other files

File	Type	Posted
36C10F26R0045_2.docx	DOCX document	Oct 16, 2026
36C10F26R0045 Draft Real Estate Acquisition Support Services - FY26.pdf	PDF	May 12, 2026
Attachment G Exhibit 7 - Consolidated QASP and Broker Evaluation Sheet.pdf	PDF	May 12, 2026
Attachment B Exhibit 2 - Approved Training Course Providers.xlsx	XLSX spreadsheet	May 12, 2026
Attachment D Exhibit 4 - OCI.pdf	PDF	May 12, 2026
Attachment E Exhibit 5 _ Contractor Conduct and Procurement Integrity.pdf	PDF	May 12, 2026
Attachment A Exhibit 1 - Laws and Regulations.pdf	PDF	May 12, 2026
Attachment C Exhibit 3 - Individual COI and NDA.pdf	PDF	May 12, 2026
Attachment H Past Performance Questionnaire.pdf	PDF	May 12, 2026
36C10F26R0045_1.docx	DOCX document	May 12, 2026

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Project Details

Project Name

City, ST

Facility Type

Authority Level
Authorized NUSF	00,000
Authorized Annual Unserviced Rent	$XX.XX
Authorized TI Lump Sum	$XX.XX
Lease Action
Lease No.
RLP No.
SCIP ID No.
Document Folder Link	W Drive/SharePoint

Branch Chief	Name
Project Manager	Name
Lease Contracting Officer	Name

Estimated Award Date	1/1/23
Estimated Acceptance Date	1/1/23
Proposed Term Structure	XX Years, XX Firm Term
Termination Rights	XXX Days

Master LFC

Content	Document/Action Completed - PM Confirms Upload to W Drive	LCO Confirms Upload to eCMS	eCMS Briefcase Index	Required G-REX	PM	LCO	Broker	Other	RPLG	OAEM	Comments
* DOCUMENT OR PROCESS *	* Yes/No/NA *		SYSTEMS		* RACI Draft*				* REVIEWS *		* GUIDANCE FOR PROJECT TEAM *
Pre-Award Leasing Requirements
IMS: Project Initiation
Receive Completed Procurement Package	-	-	-	-	I	I		OAEM	-	-
- Completed Program for Design (PFD) via SEPS	-	-	-	-	I	I		OAEM	-	-
- Completed SCIP Input by OAEM	-	-	-	-	I	I		OAEM	-	-
- Tenant Improvement (TI) Cost Estimate / IGE - Initial (#1)	-	-	-	-	I	I		OAEM	-	-
- Procurement Package Provided to Craddock Group	-	-	-	-	I	I		OAEM	-	-
- Establish Acquisition Team (IPT Assignments)	-	-	-	-	I	I		ORP Leadership	-	-
- Create W Drive Folder/Create SP Data Sheets	-	-	-	-	I	I		ORP Leadership	-	-
OFP Reviews PFD	-	-	-	-	I	I		OFP	-	-
OFP Validates PFD	-	-	-	-	I	I		OFP	-	-
IPT Project Charter Developed	-	-	-	-	A, R	C		IPT	-	-
Delegation of Authority Preparation in G-REX (See Tabs 1 and 2)	-	-	-	-	A, R	C		AWEN	-	-	Obtain existing lease contract documents from the field, if applicable. Work with AWEN on GREX delegation documents for submission.
Delegation of Authority Submitted to GSA (See Tab 2)	-	-	-	-	A, R	C		AWEN	-	-
FORCE Packages Developed (for Broker and AE IDIQ Services)	-	-	-	-	I	I		Craddock	-	-
Project Begins	-	-	-	-	-	-	-	-	-	-
Tab 1 - Requirements Development
Upload Current Lease Contract and Associated Lease Amendments, if applicable			P12	Yes	A, R	I	-	-	-	-	Required for GSA Delegations; applies to Replacing, Succeeding or Extensions
Strategic Requirements
- SF 81 or Customer Request - Signed by LCO or PM			P01	Yes	A, R	I	-	-	-	-	Completed by AWEN and signed by the PM; use SEPS measurements; must match Acquisition Plan
- Needs Assessment Questionnaire (NAQ) / Space Program, if applicable			P01	Yes	A, R	I	-	-	-	Yes	Memo/Email covering NAQ info will suffice; required for below Prospectus projects
- Needs Assessment Questionnaire (NAQ) / VA Lease Prospectus/Description, if applicable			P01	Yes	A, R	I	-	-	-	Yes	Used to complete "Background Event" for other documentation; serves as the NAQ
- Housing Plan, if applicable			P01	Yes	A, R	I	-	-	-	-	For short-term lease actions to fill the gap between expiration and new effective date
Delineated Area (DA)
- DA Map (Clearly Outlining DA Boundaries)			P03	Yes	A, R	I	-	-	-	-	Map should form a closed polygon
- DA Description of Boundaries (North, South, East, West)			P03	Yes	A, R	I	-	-	-	-	Include street names or landmarks clearly marking boundaries
- Rural Development Act (RDA) Memo - Signed by LCO or PM			P03	Yes	A, R	I	-	-	-	-	Signed by the LCO or PM
- Justification of Veteran-Centric DA Boundaries, if applicable			P03	Yes	A, R	I	-	-	-	-	Justification for DA outside CBA
Scoring
- Estimated Award and Acceptance Date (via IMS)	-	-	-	-	A, R	I	-	-	-	-	For Initial and Final OMB Scoring (dates should match)
- OMB A-11 Initial Scoring Term > 5 years			P12	Yes	A, R	I	-	-	-	-	Must score under 90% NPV/FMV
- Scoring Memo for Lease Term < 5 years			P12	Yes	A, R	I	-	-	-	-	Scoring memo required for lease actions less than 5 years term
Other Project Requirements
- Tenant Improvement Cost Estimate/IGE - Initial (#1), if applicable			P01	-	A, R	I	-	-	-	-	Completed in the Project Initiation Phase above; document eCMS
- Vacant Federal Space Check, if applicable			P02	-	A, R	I	-	-	-	-	GSA Inventory Check
- Contact with Local Officials, if applicable			P11	-	A, R	I	-	-	-	-	Memo or email confirming outreach
- Project Milestone Schedule / IMS Approved Baselines Signed			P12	Yes	A, R	I	-	-	-	-	eCMS Milestone Plan and/or IMS Schedule
- Project IPT Charter - Signed			P12	-	A, R	I	-	-	-	-	Drafted by the PM, Reviewed and Signed by all IPT Members
Delegation of Authority Preparation in G-REX
- Notify AWEN Requirements Tasks Above are Complete	-	-	-	-	A, R	I	-	AWEN	-	-	Upload documentation above into the W Drive folder and notify AWEN
- AWEN Generates Acquitiion Plan and Routes for Signatures	-	-	-	-	A	I	-	AWEN	-	-	AWEN reviews documentation and generates Acq Plan
- Continue Preparing GREX Package (See Tab 2 Below)	-	-	-	-	A, R	I	-	AWEN	-	-
IMS: Broker IDIQ Procurement											Document in 00. Ongoing Project Management; Procurement takes approx. 90 days
- National Broker Contract (NBC) Submission (FORCE)	-	-	-	-	I	I	-	Craddock	-	-	The SOW broker documentation (package submitted in FORCE) may be found on the W Drive here -
- Assign CO (1102) and IPT for Broker TET	-	-	-	-	I	I	-	OFA and ORP	-	-	Leadership makes TET assignments using the Broker and AE Staffing Matrix spreadsheet created by Mike Moore
- Broker Procurement Activities (Solicitation through Funding)	-	-	-	-	-	-	-	-	-	-
- Task Order Award Complete - Broker Services Contract			P12	-	A, I	I	-	OFA	-	-	Once OFA awards a TO to a Broker, upload a copy of the TO to the shared drive folder and eCMS
IMS: Broker Period of Performance (PoP)
IDIQ Solicitation 36C10F20R0073	-	-	-	-	I	I	I	OFA	-	-
- NTP Issued	-	-	-	-	I	I	I	OFA	-	-
- Prepare and Coordinate Broker Services Kick-Off Meeting	-	-	-	-	A, C	C	R	IPT	-	-
- Broker Services Kick-Off Meeting	-	-	-	-	A, I	I	R	IPT	-	-
IMS: AE IDIQ Procurement											Document in 00. Ongoing Project Management; Procurement takes approx. 45 days
- SOW Package Submission (FORCE)	-	-	-	-	I	I	-	Craddock	-	-
- Assign CO (1102) and IPT for AE TET	-	-	-	-	I	I	-	ORP Leadership	-	-	Leadership makes TET assignments using the Broker and AE Staffing Matrix spreadsheet created by Mike Moore
- AE Procurement Activities (Solicitation through Funding)	-	-	-	-	-	-	-	-	-	-
- Task Order Award Complete - AE Services Contract			P12	-	A, I	I	-	OFA	-	-	Once OFA awards a TO to a Broker, upload a copy of the TO to the shared drive folder and eCMS
IMS: AE PoP											See AE SOW; the VAMC may run a Teams Meeting; if not, PM will set up Teams and coordinate.
NOTE: In addition to the deliverables outlined below, per the AE SOW, they are responsible for the following:	-	-	-	-	A, I	I	I	RE, Planner	-	-
Lead VA in performing the Risk Assessment	-	-	-	-	A, I	I	I	RE, Planner	-	-
Review, validate and update PFD	-	-	-	-	A, I	I	I	RE, Planner	-	-
Prepare the PRCL, LDN, RDM, FSL and Block Diagram	-	-	-	-	A, I	I	I	RE, Planner	-	-
- AE NTP	-	-	-	-	A, I	I	I	RE, Planner	-	-
- Prepare and Coordinate AE Kick-off Meeting	-	-	-	-	A, I	I	I	RE, Planner	-	-
- AE Kick-off Meeting	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 1st Submission - A/E Prepares Design Package	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 1st Submission - VA Project Team Review	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 1st Design Group Meeting - VA Project Team and VAMC	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 2nd Submission - A/E Prepares Design Package	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 2nd Submission - VA Project Team and VAMC	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 2nd Design Group Meeting - VA Project Team and VAMC	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 3rd Submission - A/E Prepares Design Package	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 3rd Submission - VA Project Team and VAMC	-	-	-	-	A, I	I	I	RE, Planner	-	-
- Final Design Submission	-	-	-	-	A, I	I	I	RE, Planner	-	-
- 100% Design Completed	-	-	-	-	A, I	I	I	RE, Planner	-	-	Occurs Approx. 135 Days from "A/E Kick-Off Meeting" to "100% Design Completed"
A/E Participates in the Review of Offers TEBs	-	-	-	-	A, I	I	I	RE, Planner	-	-
A/E Contract Completion	-	-	-	-	A, I	I	I	RE, Planner	-	-	Occurs Approx. 10 Months from "100% Design Completed" to "A/E Contract Completion"
IMS: Prospectus Committee Authorization
- ORP / OAEM Prepares Package and Submits to GSA	-	-	-	-	A, I	I	-		-	-
- OMB / GSA Approval	-	-	-	-	A, I	I	-		-	-
- GSA Submits to GSA Congressional Sub-Committees	-	-	-	-	A, I	I	-		-	-
*Prospectus Level (Majors): Lease Procurement May Begin	-	-	-	-	A, I	I	-		-	-
- GSA Sub-Committee Review	-	-	-	-	A, I	I	-		-	-
- GSA Sub-Committee Approval (See Tab 3)	-	-	-	-	A, I	I	-		-	-
Tab 2 - Pre-Solicitation & Source Selection Procedures
Delegation of Authority Preparation in G-REX (cont.)
- Acquisition Plan - Signed			P08	Yes	A, I	I	-	ORP Leadership	-	-	Completed and signed; AWEN prepares the Delegation Acq Plan and routes for signatures
- Market Research (Rent Rate Comps)			P02	Yes	A, I	I	-	Craddock	-	-	Typically done by OAEM at the beginning of the project; reports from CoStar, LoopNet, etc.; at least 3 comps within DA / dated within 90 days
- Succeeding Lease Analysis Tool, if applicable			P12	Yes	A, R	C	-		-	-	Required for all sole source actions
- Above Market Rental Rate Justification, if applicable			P01	Yes	A, R	C	-		-	-	Use standard CFM Format using 1.35 multipliers; See eCMS requirements under Tab 1 above
- Justification for Other than Full and Open Competition			P03	Yes	A, C	R	-		-	-	Required for all sole source actions and expansion >10,000 SF
- Agency Labor Cost Worksheet or Memo - Signed by LCO or PM			P03	Yes	A, R	I	-		-	-	Use template and signed (by LCO or PM)
- Randolph Sheppard Act Compliance			C40	Yes	A, I	I	-	Brenda G.	-	-	Brenda Goodworth (SME); (1) VAMC Director sends letter to State Office (2) Document State Office response (3) Add to design if required.

Killian, Lindsay L.: Killian, Lindsay L.:

FY23 - Process is under review (Kelli/Lindsay)

Delegation of Authority Submitted to GSA
- Notify AWEN Pre-Solicitation Tasks Above are Complete	-	-	-	-	-	-	-	-	-	-
- AWEN Submits Package in GREX	-	-	-	-	A, I	I	-	AWEN	-	-	Upload G-REX required documentation above into the W Drive folder and notify AWEN
- LCO Reviews and Approves Delegation in GREX	-	-	-	-	A, I	R	-	AWEN	-	-
- OAEM Reviews and Approves Delegation in GREX (Submitted to GSA)	-	-	-	-	A, I	I	-	OAEM	-	-	Occurs Approx. 30 Days from Prepare G-REX Package to AWEN Submits to GSA
IMS: Solicitation Development & Issuance
Source Selection Plan (SSP)
- SSP Signed			P09	-	A	C	R		Yes	-	Signed by all TEB Members; must match R-100, TEB Reports and ADM (Evaluation Factors)
- Conflict of Interest (COI) Certificaions - Signed			P09	-	A, R	I	I		Yes	-
- Non-Discosure Agreements (NDA) - Signed			P09	-	A, R	I	I		-	-
Advertisement/Expressions of Interest (EOI)
- Prepare Advertisement (EOI)			P02	-	A	C	R		Yes	-
- Document Approval by VAMC			P02	-	A, R	C	I		-	-
- Document Approval by ORP Leadership			P02	-	A, R	C	I		-	-
- EOI Posting on SAM.gov (SAM.gov Confirmation)			P02	Yes	A	R	I		-	-	Complete through eCMS; send link to leadership
- EOI Amendments, if applicable			P02	-	A	C	R		-	-
VA Rule of Two/Kingdomware Compliance - Initiated
- LCO Begins Review to Determine Set Aside	-	-	-	-	A	R	I		-	-
- LCO Drafts Market Research Report	-	-	-	-	A	R	I		-	-
EOI Submittals and Evaluation
- Document EOI Submittals			P02	-	A	I	R		YES	-
- Transmittal of Sites to NEPA for Desktop Review			P11	-	A, R	I	I	NEPA	-	-
- Transmittal of Sites to NHPA for Section 106 Review			P11	-	A, R	I	I	NHPA	-	-
- Floodplain Map for Each Site			P11	-	A, R	I	I		-	-	FEMA Floodplain map covering the delineated area
Market Survey
- Prepare and Coordinate Market Survey	-	-	-	-	A	C	R		-	-
- Conduct Market Survey	-	-	-	-	A	C	R		-	-
- Obtain Agency Concurrence of Sites			P02	-	A	C	R		-	-
- Develop Market Survey Report	-	-	-	-	A	C	R		-	-
- RPLG Concurrence of Market Survey Report			S31	-	A, R	I	I		-	-
Request TI Cost Estimate / IGE Requested (#2)	-	-	-	-	A, R	I	I		-	-
- Market Survey Report Complete			P02	-	A	C	R		Yes	-
- Notify Site Owners of Concerns			P02	-	A	I	R		-	-
TI Cost Estimate / IGE Complete for RLP			P01	-	A, R	I	I		-	-
VA Rule of Two/Kingdomware Compliance - Completed
- LCO Conducts Additional Market Outreach per Kingdomware Policy	-	-	-	-	A	R	I		-	-
- LCO Make Determination (Set Aside or Open Market)	-	-	-	-	A	R	I		-	-
- Market Research Report Finalized by LCO - Signed			P02	-	A	R	I		Yes	-
- ODSBU Concurrence if Full & Open (2268), if applicable			P05	-	A	R	I		-	-
- RPLG Concurrence if Full & Open (2268), if applicable			P05	-	A	R	I		Yes	-
Tab 3 - Authority & Approvals
SCIP Approval			P01	-					-	Yes	Required prior to starting any Procurement Activities
GSA Delegation of Authority			P04	-					Yes	Yes	Required prior to RLP Issuance
GSA Prospectus Committee Approval / Resolutions			P11	-					Yes	Yes	Prospectus needs to match the dollar amount in the authorizing legislation
Authorizing Legislation			P11	-					Yes	Yes
Congressional Notification (Lease Award)			P04	-					Yes	Yes
Scope Change Approval / Authorization, if applicable			P04	-					-	-	Applicable for in-scope changes only
Tab 4 - Solicitation Development & Issuance
R-100 Request for Lease Proposal (RLP) Development
- RLP (R-100) Drafted	-	-	-	-	A	C	R	R - IPT			Upload R-100 as a single document (no attachments) to eCMS
- Lease (L-100) Drafted	-	-	-	-	A	C	R	R - IPT			Upload L-100 as a single document (no attachments) to eCMS
Agency Specific Requirements (ASR Package)
- ASR Cover Page	-	-	-	-	A	C	R
- Program for Design (PFD) / SEPS Space Program	-	-	-	-	A	C	R	R - Planner	-	-
- Project Room Contents List (PRC)	-	-	-	-	A	C	R	R - Planner, OCAMS	-	-
- Lease Design Narrative (LDN)	-	-	-	-	A	C	R	R - SRE/RE	-	-
- Room Data Matrix (RDM)	-	-	-	-	A	C	R	R - Planner	-	-
- Conceptual Floor Plan/Block Diagram	-	-	-	-	A	C	R	R - SRE/RE	-	-
- Janitorial Requirements	-	-	-	-	A	C	R	R - HEFP	-	-
- Facility Security Level (FSL) Determination / Requirements	-	-	-	-	A, R	C	R	R - PSS	-	-	PM works with the VA Physical Security Specialist on FSL determination and updates to the template based on the risk assessment and input by PSS
- Local Security Requirements, if applicable	-	-	-	-	A, R	C	R	R - PSS	-	-	Additional local security needs, if applicable
- Other Requirements, if applicable	-	-	-	-	A, R	C	R	R - IPT	-	-
- Labor Standard Provisions			S02	-	A	C	R		-	-
- DOL General Wage Decision / Davis Bacon Wage Rates			P07	-	A	C	R		-	-
- VA National Rules of Behavior			P10	-	A	C	R		-	-
- VA Handbook 6500.6 / IT Security			P10	-	A	C	R		-	-
- Other VA / GSA Required Attachments, as applicable			S02	-	A	C	R		-	-
RLP Approval Checklist and Evidence of Approvals
- IPT Approval of RLP			S01	-	A, R	C	C		Yes	-	Customer and IPT Review prior to sending to HEFP and RPLG
- HEFP Review of RLP			S01	-	A, R	C	C		Yes	-
- RPLG Concurrence of RLP			S01	-	A, R	I	I		Yes	-
Final Solicitation (RLP) Package
- Complete RLP Package - Final Documents for Issuance (eCMS to SAM.gov)			S02	Yes	A	C	R		Yes	-
- Solicitation (RLP) Distribution List (approved EOIs/Market Survey contacts)			S02	-	A, I	C	R		-	-	Memo to document all parties receiving the RLP
- Solicitation (RLP) Posted on SAM.gov			S03	-	A, I	R	I		-	-	PDF from SAM.gov (include link)
- Transmittal of RLP Package to Contacts on the Distribution List			S30	-	A, I	I	R		-	-
- Transmittal of RLP Package to the Customer			S30	-	A, R	I	I		-	-	Email of transmittal evidence will suffice
Complete Negotiation Objectives			P02	-	A, C	C	R		-	-
IMS: NEPA Complete (see Tab 6 for additional NEPA activities)
Environmental Services Procurement
Environmental and Historic Procurement Activities	-	-	-	-					-	-
IMS: EVALUATION PROCESS
Tab 5 - Evaluation of Offers
IMS: 1st Evaluation of Offers	FILE eCMS ACCORDING TO TAB 8
Prepare and Coordinate Pre-Bid Conference
- Conduct Pre-Bid Conference	-	-	-	-	A, C	C	R		-	-
- Document Correspondence with Offerors Prior to Receipt of Proposals		-	-	-	A, C	C	R		-	-
- RLP Amendments, if applicable		-	-	-	A, C	C	R		-	-
Receive / Review Initial Offers / Initiate Scoring
- Review Abstract (Proposal Compliance Matrix)		-	-	-	A, C	C	R		-	-
- Review Offeror and Related Correspondence		-	-	-	A, C	C	R		-	-
- Conduct Clarifications with Offeror's, if applicable		-	-	-	A, C	C	R		-	-
NEPA / NHPA Notifications
- Environmental Desktop Review		-	-	-	A, R	I	I		-	-
- Cultural Resources Desktop Review by VAHPO		-	-	-	A, R	I	I		-	-
- Environmental Procurement Begins		-	-	-	A, R	I	I		-	-
Prepare and Coordinate TEB 1
- Approval of New / Replacement Members and Document SSP, if applicable		-	-	-	A, R	I	I		-	-
- Obtain COI and NDAs, if applicable		-	-	-	A, R	I	I		-	-
Technical Proposals: TEB Reviews Proposals (TEB 1)
- TEB 1 Member Evaluation Worksheets		-	-	-	A, C	C	R		-	-
- TEB 1 Chairperson Evaluation Summary of Ratings		-	-	-	A, R	I	I		-	-
- TEB 1 Report Drafted		-	-	-	A, C	C	R		-	-
Price Proposals: Price Evaluation of Offers Conducted
- Prepare Present Value Analysis (PVA) Evaluations all Offerors		-	-	-	A, C	C	R	C - SRE/RE	-	-	Each offeror should have a separate PVA spreadsheet
- Review OMB A-11 Scoring (Initial Offers)		-	-	-	A, R	C	C	C - SRE/RE	-	-
- Prepare Price Evaluation Summary		-	-	-	A, C	C	R	C - SRE/RE	-	-
Establish Competitive Range
- Number of Environmental Sites Identified (submit sites to Environmental)		-	-	-	A, R	I	I		-	-
- Competitive Range Determination Report Drafted		-	-	-	A, C	C	R		-	-
- Notification Letters to Offerors of Inclusion / Exclusion Drafted		-	-	-	A, C	C	R		-	-
RPLG Concurrence of Reports and Letters		-	-	-	A, R	I	I		-	-
Prepare for Discussions / Negotiations		-	-	-	A, C	C	R		-	-
Conduct / Record Discussions	-	-	-	-	A, C	R	C		-	-
1st Evaluation of Offers Complete	-	-	-	-	-	-	-	-	-	-
IMS: 2nd Evaluation of Offers	FILE eCMS ACCORDING TO TAB 8
Receive / Review Revised Offers / Initiate Scoring
- Review Abstract (Proposal Compliance Matrix)		-	-	-	A, C	C	R		-	-
- Review Offeror and Related Correspondence		-	-	-	A, C	C	R		-	-
Prepare and Coordinate TEB 2
- Approval of New / Replacement Members, if applicable		-	-	-	A, R	I	I		-	-
- Obtain COI and NDAs, if applicable		-	-	-	A, R	I	I		-	-
- Update SSP, if applicable		-	-	-	A, C	C	R		-	-
Technical Proposals: TEB Reviews Proposals (TEB 2)
- TEB 2 Member Evaluation Worksheets		-	-	-	A, C	C	R		-	-
- TEB 2 Chairperson Evaluation Summary of Ratings		-	-	-	A, R	I	I		-	-
- TEB 2 Report Drafted		-	-	-	A, C	C	R		-	-
Price Proposals: Price Evaluation of Offers Conducted
- Prepare PVA (Revised Offers)		-	-	-	A, C	C	R	C - SRE/RE	-	-	Each offeror should have a separate PVA spreadsheet
- Review OMB A-11 Scoring (Revised Offers)		-	-	-	A, R	C	C	C - SRE/RE	-	-
- Prepare Price Evaluation Summary		-	-	-	A, C	C	R	C - SRE/RE	-	-
Final Proposal Revisions, if applicable
- Request (in writing) Final Proposal Revisions (FPR)		-	-	-	A, C	C	R		-	-
- Evaluate FPRs (conduct TEB 3, if needed)		-	-	-	A, C	C	R		-	-
Apparent Awardee Selected
- Responsibility Determination (See Tab 8)		-	-	-	A, C	C	R		-	-
- Award Decision Memorandum (ADM) Drafted		-	-	-	A, C	C	R		-	-
- RPLG Concurrence of ADM		-	-	-	A, R	C	C		-	-
Tab 6 - NEPA Compliance
NEPA Preliminary Review of Sites / NEPA Observations			P11	-					-	-
FEMA Floodplain Map (Pre-Solicitation)			P11	Yes					-	-	Floodplain map covering the delineated area
Categorical Exclusion (CATEX) Verification, if applicable			P11	Yes					Yes	-	Required for leases <75,000 GSF; Signed by NEPA Specialist and PM
Final Environmental Assessment (EA), if applicable			P11	Yes					Yes	-	Required for leases <75,000 GSF; Signed by NEPA Specialist and PM
Finding of No Significant Impact (FONSI), if applicable			P11	-					Yes	-	Signed by NEPA Specialist and PM
Final Environmental Impact Statement (EIS), if applicable			P11	-					Yes	-	Signed by NEPA Specialist and PM
NEPA Compliance - Record of Decision (ROD)			P11	-					Yes	-
Administrative Record if EIS / ROD			P11	-					-	-	This task supports litigation
Site Map or Full Description of the Approved Action			P11	-					-	-
Phase 1 Environmental Site Assessment			P11	-					-	-
Phase 2 Environmental Site Assessment, if applicable			P11	-					-	-
Flood Plain Compliance Verification / Evidence Outside 100-year FP			S32	-					-	-	Signed by NEPA specialist; Official FEMA FIRM/FIRMETE required
Seismic Compliance / GSA Seismic Certification Form			C32	Yes					-	-	To be included in Environmental and RLP Packages
Tab 7 - NHPA Compliance
NHPA Preliminary Review / Section 106 for SHPO, Tribes, CPs			P11	-					-	-
Initiation of Letters			P11	-					-	-	Letters are sent after solicitation for pre-award
Responses to Letters			P11	-					-	-	Concurred and/or Not Concurred
Additional Correspondence / Studies / Reports, if applicable			P11	-					-	-	Documentation required o achieve concurrence on NAE
Native American Consultation Memo			P11	-					-	-	See Directive 8603
NHPA Compliance - Concurrence			P11	-					-	-	Final Correspondence from SHPO, Tribes or CP will suffice
NHPA Compliance - Determination Memo			P11	-					-	-	Determining that the Lease yields no historical designation or impact
Historic Building Verification			P11	Yes					-	-	Use OAEM-provided template and Historic Building Verification Memo
Tab 8 - Apparent Awardee
Successful Offer
- Abstract of Offers (Proposal Compliance Matrix)			S07	Yes					Yes	-
- Upload Successful Offer (All Volumes): Initial, Revised and FPR			S10	Yes	A,C	C	R		Yes	-
- Upload Successful Offer: GSA Form 1217 (Final Offer)			S10	Yes	A,C	C	R		Yes	Yes
- Upload Successful Offer: GSA Form 1364 and Attachment (Final Offer)			S10	Yes	A,C	C	R		Yes	Yes
- Scaling/Measurement of Offered Space Floor Plans			S10	Yes	A,C	C	R		Yes	-
- Pre-Award DID Submission(s) and Agency Approval, if applicable			S15	Yes	A,C	C	R		Yes	-
- Pre-Award Fire/Safety Approval of Layout Drawings, if applicable			S15	Yes	A,C	C	R		Yes	-
Source Selection Evaluation
- Document All TEB Member COI and NDA	Tab 5		S15	-	A,C	C	R		Yes	-
- Document All TEB Evaluation Summary and Scoring Sheets	Tab 5		S15	-	A,C	C	R		Yes	-
- Document All TEB Report(s) with attachments (fully executed)	Tab 5		S15	-	A,C	C	R		Yes	-
- Notification of Competitive Range of FPR Deadline - Final Revised Proposals	Tab 5		S17	-	A,C	C	R		Yes	-
- Deficiencies/Discussions/Negotiations - Selected Offeror	Tab 5		S18	-	A,C	C	R		Yes	-
- Letters Requesting Proposal Revisions - Selected Offeror	Tab 5		S18	Yes	A,C	C	R		Yes	-
- RPLG Concurrence of Reports and Letters	Tab 5		S31	-	A,R	C	C		Yes	-
- Source Selection Authority Decision (Competitve Range Determination Report)	Tab 5		S19	-	A,C	C	R		Yes	-
Responsibility Determination (Document in the ADM)
- Copy of VETbiz Report for All Initial, Revised and FPR Offers - Final Check			S20	-	A,C	C	R		Yes	-
- Copy of SAM Report for All Initial, Revised and FPR Offers - Final Check			S20	-	A,C	C	R		Yes	-
- SAM.gov Active Registration - Final Check			S20	Yes	A,C	C	R		Yes	-
- SAM.gov Online Representations and Certifications - Final Check			S20	Yes	A,C	C	R		Yes	-
- Small Business Subcontracting Plan / OSDBU Approval and Verification, if applicable			S22	Yes	A,C	C	R		Yes	-
- Financial Commitment Documentation			S20	Yes	A,C	C	R		Yes	-
- Proof of Ownership			S10	Yes	A,C	C	R		Yes	-
- Proof of Authority to Represent Ownership Entity			S10	Yes	A,C	C	R		Yes	-
Present Value Analysis (PVA)	-	-	-	-					Yes	-
- PVA Spreadsheets - All Offerors (Initial, Revised and FPRs)	Tab 5		S23	-	A,C	C	R		Yes	-
- Price Evaluation and PVA Summary of Offers (Initial, Revised and FPR)	Tab 5		S23	-	A,C	C	R		Yes	-
OMB A-11 Scoring			-	-					Yes	-
- Scoring Runs - All Offerors (Initial, Revised and FPRs)	Tab 5		S32	-	A,R	C	C	Craddock	Yes	-
- Final Scoring Workbook - Selected Offeror			S32	Yes	A,R	C	C	Craddock	Yes	-
- Documentation supporting site acquisition cost included in the Final Scoring Workbook			S32	-	A,R	C	C	Craddock	Yes	-
- Documentation regarding any buy-down calculations, if applicable			S32	-	A,R	C	C	Craddock	Yes	-
- Capital Lease Checklist - Signed			S32	-	A,R	C	C		Yes	Yes
Other Due Diligence - Apparent Awardee	-	-	-	-					Yes	-
- Pre-Bid Conference Q & A			S04	-	A,C	C	R		Yes	-
- Correspondence with Offerors Prior to Receipt of Proposals			S05	-	A,C	C	R		Yes	-
- RLP Amendments, if applicable			S06	-	A,C	C	R		Yes	-
- Environmental Remediation Record of Negotiations - Selected Offeror, if applicable			S24	-	A,C	C	R		Yes	-
- Energy Independence and Security Act (EISA) Compliance Memo - Selected Offeror, if applicable			S31	-	A,C	C	R		Yes	-
- Certification of Building Energy Performance /Green Globes Scorecard - Selected Offeror			S32	Yes	A,C	C	R		Yes	Yes
- Flood Plain Compliance Verification - Selected Offeror			S32	-	A,C	C	R		Yes	-
- GSA Form 12000 - Fire Protection and Life Safety Evaluation - Selected Offeror, if applicable			S15	-	A,C	C	R		Yes	-
- EEOC Compliance Letter and DOL Clearance Response - Selected Offeror, if applicable			S32	-	A,C	C	R		Yes	-	https://www.dol.gov/agencies/ofccp/contact/regional-offices
IMS: Final Award Phase
IMS: Lease Award Process
Ensure all Authorities & Approvals are Uploaded	Tab 3	-	-	-	A,C	R	I		-	-
Receive Internal Appraisal, if applicable	-	-	-	-	A,C	R	I		-	-	Not required for New Construction
- Copy of Purchase Order / Task Order for Appraisal Service (if applicable)			S32	-	A,C	R	I		-	-
- Final appraisal report for Fair Market Value of Lease and Market Rental Rate (if applicable)			S32	-	A,C	R	I		Yes	-
Competitive Range Determination Report - Signed	Tab 5		S17	-	A,C	R	I		Yes	-
Complete ADM - Signed	Tab 5		S24	Yes	A,C	R	I		Yes	-
Tab 9 - Lease Contract Development
Lease (L-100) Draft			C03	-	A,C	C	R		Yes	Yes	Final draft should be uploaded in word and PDF formats
- Review Final Offer and Update Lease Accordingly			C03	-	A,C	C	R		Yes	Yes
- GSA Form 3517B (General Clauses, including FAR 52.204-10)			C03	-	A,C	C	R		Yes	Yes
- Include All Other Required Exhibits to the Lease			C03	-	A,C	C	R		Yes	Yes
Lease File Completed (in eCMS, W Drive and SharePoint / RPLG Folder) - Branch Chief Confirms	-	-	-	-	A,C	R	I		-	-
Request to Obtain TI Funding (see Tab 11)	-	-	-	-	A,C	R	I		-	-
IMS: Lease Binders Released to Concurring Offices
RPLG Review and Concurrence of Lease Award - Document Email			S31	-	A,R	I	I		Yes	-
OAEM Review and Concurrence of Lease Award - Document Email			S31	-	A,R	I	I		-	Yes
- Crosswalk Memo for NUSF and ANSI/BOMA SF - Signed			S18	-	A,R	I	I		-	Yes
- Pre-award Lease Review Request Memo - Signed			S18	-	A,R	I	I		-	Yes
Lease File Concurrences Complete	-	-	-	-					-	-
Tab 10 - Congressional Notification
0 - Briefing Note [Project Name] Congressional Notification			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
1 - CS [Project Name] Congressional Notification			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
2 - Congressional Notification Letters			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
3 - Prospectus (Enclosure 1)			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
4 - Lease Award Fact Sheet (Enclosure 2)			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
5 - OMB Scoring Summary (Enclosure 3)			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
6 - OALC Delegation of Authority to CFM			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
7 - Public Law 117-168 - PACT Act			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
8 - Title 38 USC 8104 - VHA Real Property Authority			S31	-	A,R	I	I	C - ORP Front Office	Yes	Yes
Tab 11 - Funding
IMS: Lease Award
Funding Certification Memo Signed by LE Director, VHA OCAMS, VAMC Director, and VISN Director			S30	-	A,R	I	I		Yes	Yes	LCOs request a certification from the VAMC that funding will be obligated at award in the amount of the 1st year’s rent
Vendorize Lessor	-	-	-	-	A,I	R	I		-	-
Confirm Certification of Funds for Lump Sum and Rent (2237)			S30	Yes	A,I	R	I		-	-
IFCAP Purchase Order for Tenant Improvements			S30	-	A,I	R	I		-	-	Documentation that lump sum funding has been obligated
Miscellaneous Funding and Approval Correspondence, if applicable			S30	-	A,I	R	I		-	-
Finalize Contract File in eCMS - Branch Chief Confirms	-	-	-	-	A,I	R	I		-	-
Tab 12 - Lease Contract Award
Pre-Award Notice to Lessor			C08		A,C	C	R
Lease Award (Fully Executed) with All Attachments (all pages numbered, all paged initialed)			C03	Yes	A,C	C	R		-	-	L-100 and all attachments; must be fully initialed and executed by the VA and Lessor
Notify Unsuccessful Offerors	Tab 13	-	-	-	A,C	C	R		-	-
Lease Award Synopsis Posted to SAM.gov			C01	-	A,C	C	R		-	-
Conduct Debriefings	Tab 13	-	-	-	A,C	C	R		-	-
Distribution of Lease Copies (Lessor, Agency, COR)			C40	-	A,R	I	I		-	-
Post-Award Notifications (COR Designation Letters)			C40	-	A,C	C	R		-	-
SAM.gov Posting of Redacted JOFOC, if applicable			C01	-	A,C	C	R		-	-
Notify OSDBU (Small Business Subcontracting Plan), if applicable	-	-	-	-	A,R	I	I		-	-
Tab 13 - Unsuccessful Offeror (s) Debriefings / Protests
Unsuccessful Technical and Price Offers Initial, Revised and FPR			S08	-	A,C	C	R		Yes	-	All documentation must be initialed and signed as identified
Notice to Unsuccessful Offerors (Pre-Award Exclusion Notices)			S28	-	A,C	C	R		Yes	-	FBO replaced by Letters
Debriefings Letters			S29	-	A,C	C	R		Yes	-
Protests and Resolutions			C02	-	A,C	C	R		Yes	-
Tab 14 - Post Award Activities
Project Transition (Lease Execution to Lease Delivery)
- Complete ACO Letter			C41	-					-	-
- Complete PM to SRE Project Award Job Aid (Handoff Document)			C41	-					-	-
Design	-		-	-					-	-
- Evidence of Randolph Sheppard Act Compliance - Post Award			C40	-					-	-
- Design Intent Drawings (DIDs) - Approved			C27	-					-	-
- Fire/Safety Review and Approval of DIDs			C27	-					-	-
- Finish Selections to Lessor			C27	-					-	-
- Construction Drawings from Lessor			C27	-					-	-
Construction Drawing Review by Government			C27	-					-	-
Tenant Improvement Costs	-		-	-					-	-
- IFCAP Purchase Order for Tenant Improvements			C04	-					-	-
- TI Notice to Proceed (NTP) Issued			C08	-					-	-
- Lessor's TI Proposal on TICS Table			C41	-					-	-
- Government Review of TI Proposal and/or IGE			C41	-					-	-
- TI Price Negotiation Memorandum			C41	-					-	-
- TI Cost Reconciliation			C41	-					-	-
Construction	-		-	-					-	-
- Davis Bacon Interview Forms and Wage Payment			C22	-					-	-
- Small Business Subcontracting Reports (ISRs and SSRs)			C09	-					-	-
- Evidence of Security Clearance on Lessor and Lessor's Contractors			C10	-					-	-	Those regularly accessing VA's space (e.g., janitorial contractor, maintenance contractor) IAW VHA SOP Contract Requirements for Security
- Construction Inspection Reports / Meeting Minutes / Submittals			C14	-					-	-
- Site Visit, Progress Reports, Work Orders			C14	-					-	-
Change Orders	-		-	-					-	-
- Change Orders Proposals/Backup Bid Documentation			C03	-					-	-
- Change Order Required Approvals, if applicable (OGC, RC, etc.)			C41	-					-	-
- Confirmation of Funding for any Contract Changes			C04	-					-	-
- Change Orders Documented via Lease Amendment	-		-	-					-	-
- LA's Signed by ACO/LCO With Proper Warrant Level			C03	-					-	-
- Confirm All Action Items are Property Awarded in eCMS - LOC Confirmed			-	-					-	-
Notifications	-		-	-					-	-
ACO/SRE Letter sent to Lessor, VAMC Director and ACO/SRE with acknowledgement of receipt			C40	-					-	-
COR Letter sent to Lessor, VAMC Director and ACO/SRE with acknowledgement of receipt			C11	-					-	-
Copy of ACO/COR Warrant			C11	-					-	-
COR Certification			C11	-					-	-
Evidence of Compliance with GSA Delegation Letter: Post-Award Document Uploads			C41	-					-	-
Tab 15 - Lease Acceptance
Space Acceptance Lease Amendment (establishing lease term and rent start date)	-		C03	-					-	-
Energy Star Verification	-		C41	Yes					-	-	Use OAEM-provided substitute template document and Energy Star Verification Memo; 12 mo. verification/equivalent or exemption/evidence
LEED or Green Globes Certification	-		C41	-					-	-	Follow up as applicable for new construction
Copy of Fire Inspection Report	-		C32	-					-	-
Certificate of Seismic Compliance	-		C32	-					-	-
Space Measurement Verification	-		C32	-					-	-
CAD As-Builts	-		C27	-					-	-
Certificate of Occupancy	-		C32	Yes					-	-	Will not have until completion of construction
Condition Survey Report (or Similar Document) Signed by VA and Lessor	-		C32	-					-	-
Punch List & Resolution	-		C32	-					-	-
Periodic Services Schedule	-		C41	-					-	-
Periodic Services Schedule to Lease Administration Manager	-		C41	-					-	-
Other Lease Acceptance Documents	-		C32	-					-	-
Tab 16 - Lease Administration (Post Occupancy)
Operating Cost Escalations			C40
Real Estate Tax Adjustments			C40
Lease Amendment			C03
Real Estate Tax Bill			C40
Real Estate Tax Evidence of Payment / Receipt			C40
Real Estate Tax Other Supporting Documents / Appeals			C40
IFCAP PO for Obligating Rent Payments			C04
Invoices / Payment Vouchers			C29
Least Termination Notice / Documentation			C30
Renewal Options - Letters and/or LA to Exercise			C36
Assignment of Claims			C31
Appeals / Claims / Disputes:	-	-
Correspondence			C39
Contracting Officer Decision			C39
Resolution			C39
Unresolved Claim(s)			C39
Civilian Board of Contract Appeals or Claims Court Decision			C39
Payment			C39
Ratifications of Unauthorized Commitments			C40
Lessor Default:	-	-
Cure Notice(s)			C30
Show Cause(s)			C30
Stop Work Documentation			C30
Post-Acceptance COR and/or ACO Designation letter			C11
Copy of ACO Delegation to ACO			C40
Copy of ACO Delegation Notification to Lessor			C40
Copy of ACO Delegation Notification to VAMC			C40
Copy of ACO/COR Warrant			C11								Delegated to VAMC
Rescission of Past Designation / Delegation of Authority			C41
Lease Amendments (LA)			C03								All change orders, CPI adjustments, Real Estate Tax adjustments, novation's, estoppels, etc.
Changes in Ownership/Changes in Financial Information			C40								Documentation of ownership changes or changes in the owner’s lender or financial status. Include OGC or RC concurrence as necessary; e.g. lessor refinances; lesser sells building; lessor changes its name or assigns the lease to a related company
Standstill Agreement			C03
VETS-4212			C41
VA Form 10091			C41
Other Administration Documents			C41

&"Arial Narrow,Bold"Project Title &"Arial Narrow,Bold"VA Office of Real Property Master Lease File Checklist https://msc.fema.gov/portal/search?AddressQuery=8001%20avocet%20way%2C%20spotsylvania%2C%20va%2022553https://msc.fema.gov/portal/search?AddressQuery=8001%20avocet%20way%2C%20spotsylvania%2C%20va%2022553https://msc.fema.gov/portal/search?AddressQuery=8001%20avocet%20way%2C%20spotsylvania%2C%20va%2022553https://www.cfm.va.gov/realProperty/rsa.asp../../../../Portal/NBIC/Guidance_Documents/Forms/AllItems.aspxhttps://www.dol.gov/agencies/ofccp/contact/regional-offices RLP Draft Responsibilities

Role/Responsibility:	Broker	A/E	PM	LCO	Planner	RE	VISN/VAMC
Request for Lease Proposal (R-100)	Drafts and finalizes solicitation package	Assists in development	Provides template from SP, reviews, consulted & concurs	Reviews, consulted & concurs	Reviews & consulted	Reviews & consulted	Reviews
Lease (L-100)	Drafts and finalizes solicitation package	Assists in development	Provides template from SP, reviews, consulted & concurs	Reviews, consulted & concurs	Reviews & consulted	Reviews & consulted	Reviews
Appendix A - Program for Design (PFD)	Reviews and Attach to RLP Package	Develops/Refines and compares against other appendices for consistency; Produces Final	Reviews	Reviews	Assists in development, validates and approves final	Reviews & consulted	Drafts initial. Assists in development/validation and concurs with Final
A.1 - Room Contents List (RCL)	Reviews and Attach to RLP Package	Develops/Refines and compares against other appendices for consistency; Produces Final	Provides template from SP, reviews	Reviews	Assists in development, validates and approves final	Reviews & consulted	Drafts initial. Assists in development/validation and concurs with Final
A.2 - Lease Design Narrative (LDN)	Reviews and Attach to RLP Package	Adds additional project requirements into LDN if required.	Provides template from SP, reviews	Reviews	Reviews	Reviews & consulted	Assists in development and approves
A.3 - Rooms Data Matrix (RDN)	Reviews and Attach to RLP Package	Reviews	Provides template from SP, reviews	Reviews	Reviews	Reviews & consulted	Assists in development and approves
A.4 - VA CBOC Information Transport Systems Specifications	Reviews and Attach to RLP Package	Reviews	Provides template from SP, reviews	Reviews	Reviews	Reviews, consulted & concurs	Reviews & consulted
A.4.1 - OIT Data Center Design Narrative	Reviews and Attach to RLP Package, if applicable	Reviews	Provides template from SP, reviews	Reviews	Reviews	Reviews, consulted & concurs	Reviews & consulted
A.4 (2, 3, 4, etc.)- Additional Project Requirements	Reviews and Attach to RLP Package, if applicable	Develops	Reviews	Reviews	Reviews & concurs	Reviews, consulted & concurs	Assists in development and concurs
A.5 - Facility Security Level Requirements	Reviews and Attach to RLP Package	Modifies template based on PSS assessment results.	Provides template from SP (based on FS Level), Reviews	Reviews	Reviews & concurs	Reviews, consulted & concurs	PSS does initial assessments.
A.6 - Conceptual Plans	Reviews and Attach to RLP Package	Develops	Reviews	Reviews	Reviews & concurs	Reviews, consulted & concurs	Assists in development and concurs
Appendix B: Lease Service Narrative (LSN) (janitorial)	Reviews and Attach to RLP Package		Provides template from SP, reviews	Reviews	Reviews	Reviews & consulted	Reviews, consulted and concurs
Appendix C: IT Drawings (if applicable)	Reviews and Attach to RLP Package, if applicable	Develops	Reviews	Reviews	Reviews	Reviews & consulted	Assists in development and concurs
Other: FGI and NFPA Risk Assessments (Not included in the RLP)	Do not include in the RLP package	Conducts risk assessments and incorporates mitigation into project requirements.	Reviews	Reviews	Reviews	Reviews & consulted	Assists in development and concurs

Broker Responsibilities eCMS - Notes Documents cited are not all encompassing and may not be required based on the acquisition strategy. The acquisition specialist should refer to local, agency and GSA policy.

				PHASE: Requirment Development		Document(s)
	Doc #	Item	Briefcase Index	Document Type	Document Group	Acceptable Documents	Completed (Yes / No / N/A)	Description/Purpose
Additional Information & Resources	Lindsay's Notes
	1	P01	P01	SF 81 or Request for Space Documentation	Requirements Development	SF 81 or Request for Space Documentation		Completed and signed by project PM or LCO. Should be completed using RSF measurements and match the GREX AP measurements. Parking spaces, term must match the GREX AP.
	273		P01		Requirements Development	VAMC/VISN Director's Memo/Approval
	6		P01		Requirements Development	Incoming Request/Request to Lease Space Memo		Document serves as an approved substitution for the GSA Needs Assessment Questionnaire.
	85	P01	P01	Funding	Funding	Certification of Funds (pre-solicitation)			Obtained prior to Lease Award
	84		P01		Funding	Other Funding Documentation - Pre-Solicitation
	53	P01	P01	SCIP Approval Documentation	Authority & Approvals	SCIP Approval			We do not have access to SCIP, need to find out how to get a copy of the SCIP approval
	4	P01	P01	Space Requirements	Requirements Development	Space Program		SEPS space program preferred (required for all Major leases).

GSA Needs Assessment Questionnaire should be used for below Prospectus level projects.

7	P01	Requirements Development	GSA Needs Assessment Questionnaire
15	P01	Requirements Development	Agency Specific Requirements (ASR)	Draft ASR/Unique Requirements
274	P01	Requirements Development	Parking Analysis	N/A for major leases
275	P01	Requirements Development	Conceptual Floor Plan	N/A for major leases
5	P01	Requirements Development	Housing Plan	Any timeline gaps between any existing lease and the planned acceptance of the new space must be explained. For example, if the current lease expires in 2017 but the new space won't be ready until 2020, the housing plan may be to execute a short-term succeeding lease to cover the 3 year gap.

For GREX, this is not a formal document requirement, however, this information is used to complete the GREX Acquisition Plan. A short explanatory paragraph provided in a Word document is sufficent.

83	P01	P01	Tenant Improvement Estimate	Funding	Independent Government Estimate (IGE)	To include any costs such as Tenant Improvement Pricing and Rental Rate estimates	The initial IGE is not provided to LE, it is documented in the VA lease prospectus
12	P01	P01	Above Market Rental Rate Justification	Requirements Development	Rental Rate Justification (if applicable)	Standard CFM Format using 1.35/ 1.35 multipliers if needed to justify a request with an above-market rate
2	P03	P03	Delineated Area	Requirements Development	Delineated Area Map	Delineated area should form a closed polygon and be clearly outlined on the map
3		P03		Requirements Development	Delineated Area Written Description	A written description of the boundaries of the delineated area (North, South, East, West) using street names or landmarks.
14		P03		Requirements Development	Delineated Area: Justification of Veteran-centric DA boundaries	Justification for Delineated Area outside CBA
13		P03		Requirements Development	Rural Development Act Memorandum (if applicable)	Must be signed by the project LCO.
265	P02	P02	Federal Space Check	Administrative	GSA Inventory Check	Vacant Federal Space Check: GSA and US Postal Service IAW FMR 102-73.20
58	P04	P04	Congressional Notification: Prospectus	Authority & Approvals	Congressional Notification	pre-award

Always required for Major Leases

59		P04		Authority & Approvals	Scope Change approval / authorization	only applicable for in-scope changes
8	P10	P10	FSL Determination	Requirements Development	FSL Determination and Security Requirements	Check with station to determine Security Level
16		P10		Requirements Development	Additional local security requirements	Additional security requirements to be included in solicitation
268	P10	P10	Security/Background	Administrative	VA National Rules of Behavior
269		P10		Administrative	VA Handbook 6500.6/IT Security
9	P11	P11	Lease Prospectus Documentation	Requirements Development	Prospectus Description	Prospectus Description should be used to complete the Background Event. Document serves as an approved substitution for the GSA Needs Assessment Questionnaire.

GSA Needs Assessment Questionnaire should be used for below Prospectus level projects.

54 P11 Authority & Approvals Lease Prospectus House Approval? Senate Approval?

Prospectus needs to match the dollar amount in the authorizing legislation

279	P11	P01	Miscelleanous Correspondence	Requirements Development	Contact with Local Officials (Written Notice or Consultation)
278		P11		NHPA Compliance	Native American Consultation Memo (Directive 8603)
11	P12	P12	Initial Scoring	Requirements Development	Initial OMB A-11 Scoring	Use most current model.

Must score under 90% NPV/FMV -Excel format required

276		P12		Requirements Development	Scoring Memorandum for Lease Term < 5 years
18	P12	P12	Project Schedule	Requirements Development	Project Milestone Schedule		From eCMS Milestone Plan
277	P12	P01	Project Team Documentation	Requirements Development	Integrated Project Team Document		N/A for major leases
266	P12	P12	National Broker Contract Documentation	Administrative	Broker Task Order
20	P12	P12	Requirements Development: Other	Requirements Development	Other Requirements Development
			PHASE: PRE-SOLICITATION
	Item	Briefcase Index	Document Type	Document Group	Acceptable Documents	Completed (Yes / No / N/A)	Description/Purpose

Additional Information & Resources

35	P02	P02	Pre-Solicitation Advertisement	Pre-Solicitation	SAM advertisement: Expressions of Interest (EOI) and/or Sources Sought	SAM advertisement (following VA policy) and all amendments to advertisement
280		P02		Pre-Solicitation	Responses to Pre-Solicitation Advertisement
24	P02	P02	Market Research/Outreach/Survey	Pre-Solicitation	Market Research Report	Rental Rate Comps; utilize CoStar, LoopNet, etc.

For GREX, reports or screenshots should be provided directly from a research platform such as CoStar, LoopNet, etc. At least 3 rental rate comps within the delineated area. Report should be no older than 90 days.

25		P02		Pre-Solicitation	Market Outreach to meet Kingdomware requirements
30		P02		Pre-Solicitation	Approval of Market Survey Criteria
31		P02		Pre-Solicitation	Market Survey Report
21	P03	P03	Agency Labor Cost Worksheet	Pre-Solicitation	Agency Labor Cost Worksheet	May use Labor Cost Worksheet Substitute Memo signed by LCO
23	P03	P03	Sole Source Justification	Pre-Solicitation	Justification for Other than Full and Open Competition (if applicable)	Required for Succeeding, Superseding, >10,000 SF Expansion
38	P04	P04	GSA Delegation	Solicitation	GSA Delegation / GREX Delegation
26	P05	P05	Kingdomware Compliance	Pre-Solicitation	38 U.S.C. § 8127 / Kingdomware Compliance Documentation
27	P05	P05	OSDBU Procurement Review	Pre-Solicitation	OSDBU- 2268 Approval
29	P08	P08	Acquisition Plan	Pre-Solicitation	Completed and Signed Acquisition Plan
22	P09	P09	Source Selection Planning	Pre-Solicitation	Source Selection Plan (signed) and Any Related Correspondence (if Applicable)
47	P12	P12	Succeeding Lease Cost Benefit Analysis	Solicitation	GSA Succeeding Lease Decision Tool	Required for Succeeding
80	P11	P11	National Historic Preservation Act Compliance	NHPA Compliance	NHPA Compliance - Memorandum for the Record Determining that the Lease Yield no Historical Designation or Impact
62	P11	P11	Floodplain Check	NEPA Compliance	FEMA Floodplain Map (Pre-Solicitation)	Floodplain maps covering the delineated area

Floodplain map of the delineated area. Official FEMA FIRM/FIRMETTE required. Maps are available online at the FEMA Map Service Center site. PDF file required.

63 P11 P11 NEPA Compliance NEPA Compliance Categorical Exclusion (CATEX) Verification, if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager Use one of VA CATEX forms - Simple or Advanced, as appropriate to the project Categorical Exclusion (CATEX) document required for leases <75,000 GSF

64		P11		NEPA Compliance	Final Environmental Assessment (EA), if applicable. Signed by NEPA Specialist and Realty Specialist/Project Manager	Environmental Assessment is required for leases >75,000 gross square feet (GSF)
65		P11		NEPA Compliance	Finding of No Significant Impact (FONSI), if applicable	Signed by NEPA Specialist and Realty Specialist/Project Manager
70		P11		NEPA Compliance	Phase 1 Environmental Site Assessment (and Phase 2 if required)
34	P12	P12	Other: Pre-Solicitation	Pre-Solicitation	Other Pre-Solicitation	Memos, Legal Reviews, Miscellaneous
			PHASE: SOLICITATION
	Item	Briefcase Index	Document Type	Document Group	Acceptable Documents	Description/Purpose

Additional Information & Resources

43	S01	S01	Legal review of draft RLP package	Solicitation	Solicitation/RLP Concurrence Approval	Draft RLP Package, including lease, requirements, and Security standards
42		S01		Solicitation	Legal Review of draft RLP Package
44	S02	S02	RLP/Solicitation	Solicitation	Solicitation Distribution List
46		S02		Solicitation	Complete copy of the Solicitation Package (zipped file for distribution), including appendices and amendments	Zip all documents in the 'Solicitation' folder on the Q drive

Make sure to include:

All schedules, addenda, and amendments Solicitation and additional provisions or riders Questions form offerors and answers provided by VA

37		S02		Solicitation	Labor Standards Provisions
45	S03	S03	Pre-Solicitation Notice/RLP Posting	Solicitation	Pre-Solicitation Notice (sam.gov), if required, and RLP Posting Advertisement (sam.gov), if required. Include additional advertisements for other methods used (newspaper, website, etc.).	include link to sam.gov

For GREX, SAM.gov ad should be printed from website. Provide newspaper ad if applicable.

49	S04	S04	Pre-Proposal Conference Minutes	Solicitation	Pre-Proposal Conference Minutes - Bid Opening Minutes		Court Reporter minutes or Broker's Minutes
51	S05	S05	Pre-Proposal Correspondence with Offerors	Solicitation	Correspondence with Offerors Prior to Receipt of Proposals		Pre-Bid Meeting/Conference, Vender Questions, RFL, Questions & Answers, etc.
50	S06	S06	RLP Amendments	Solicitation	Amendments to Solicitation/RLP package according to VHA
28	P07	P07	Wage Rate Determination	Pre-Solicitation	DOL General Wage Decision / Davis Bacon Wage Rates
281	S30	S30	RLP Package Transmittal	Solicitation	Transmittal of Final RLP Package to the Requesting Program
52	S32	S32	Other: Solicitation	Solicitation	Other Solicitation
			PHASE: PRE-NEGOTIATION/EVALUATIONS OF OFFERS
	Item	Briefcase Index	Document Type	Document Group	Acceptable Documents	Completed (Yes / No / N/A)	Description/Purpose

Additional Information & Resources

282	S24	S31	Negotiation Objectives	Evaluation of Offers	Negotiation Objectives
97	S17	S17	Competitive Range Determination	Evaluation of Offers	Competitive Range Determination - Evaluation of Initial Offers
118		S17		Evaluation of Offers	Competitive Range Determination - Evaluation of Final Revised Proposals (ADM up to this point)
72	S15	S15	Pre-Lease Submittal Review	NEPA Compliance	Seismic Compliance / GSA Seismic Certification Form	Should be included in Environmental documentation and RLP forms.
109		S15		Evaluation of Offers	Pre-Award Fire/Safety Approval of Layout Drawings - Initial Offers
			PHASE: UNSUCCESSFUL OFFER

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated May 12, 2026.