Ft. Wayne OPC - PreBid RFI Q and A.xlsx
XLSX spreadsheet 27 KB Posted
- Attached to
- X1DB--Fort Wayne FY2025 OPC RLP Amendment 1
- Solicitation number
- 36C10F26R0047_0001
About this file
This is a Pre-Bid Questions and Answers (Q&A) tracker for a VA lease procurement for a Community Based Outpatient Clinic (CBOC) in Fort Wayne, Indiana (RLP No. 36C10F26R0047). The document addresses 42 pre-bid inquiries from prospective offerors regarding project requirements, specifications, and clarifications needed for proposal development.
Key clarifications include: a completed Phase I Environmental Site Assessment must be submitted within 180 days of the initial proposal due date; Real Estate Tax Adjustments are addressed in Lease Section 2.06; an emergency generator (standby power system per NFPA standards) is required; a Cultural Resources Study is required with initial offers, not as a post-award commitment; the Tenant Improvement Allowance is $11,344,000 with no additional allowance beyond that amount; Green Globes certification is required; seismic requirements do not apply; the CBOC operates Monday through Friday from 7 AM to 5 PM with staff present from 6 AM to 6 PM; a Day Porter may be needed for "as needed" cleaning requirements; medical gases will be bottled oxygen only; an outdoor gait training area is required with specific surface materials per the Lease Design Narrative; and lessor shall provide TV system infrastructure without bearing subscription costs. Additional clarifications address shell versus TI cost allocations, security countermeasure pricing procedures, pest control and terminal cleaning requirements, restroom and demarc room square footage treatment under ANSI/BOMA standards, loading dock specifications, and specific facility requirements such as radiation/RF shielding and access control systems, all identified as TI costs.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Table 1 Fort Wayne, IN OPC - RLP No. 36C10F26R0047
RFI TRACKER
| RFI # | Reference Document | RFI | Govt Response |
| 1 | RLP 2.10 (A.1) / RLP 3.01 JJ | Because a Phase I ESA can take a significant amount of time, in the past, the VA has allowed Offerors to submit a signed proposal with a commitment for the Phase I to be performed and provided once complete. "Offeror must submit a current Phase I Environmental Site Assessment (ESA)..." This section implies a Phase I is to be submitted with initial submittals. Please clarify if a Phase I Environmental Site Assessment is required with initial submittals, or would a commitment showing that one has been initiated to be provided prior to award suffice. | A completed phase I ESA must be submitted within 180 days of the initial due date of the proposal. |
| 2 | Lease 1.09 and 2.06 | This section which is titled "Real Estate Tax Base" has been intentionally deleted. This section which is titled "Real Estate Tax Base" has been intentionally deleted is section sets out the procedure for Real Estate Tax Adjustments. Please confirm if Real Estate Tax Adjustments are to be included in this Lease. | Section 1.09 Real Estate Tax Base is intentionally deleted as it will not be set at lease award. Please refer to section 2.06 of the Lease for real estate tax adjustments. |
| 3 | Lease/LDN/FSL II | These documents reference a generator and requirements. Will the agency please confirm that an emergency generator is required for this project. | Refer to Section 3.35 of the L100 and sections 4.6 of the Lease Design |
Narrative.
| 4 | RLP 2.12 | Because a Cultural Resources Study can take a significant amount of time, in the past, the VA has allowed Offerors to submit a signed proposal with a commitment for the Phase I to be performed and provided once complete. Can the agency confirm a Cultural Resources Study is required? If so, these studies can take extra time, would the agency accept a signed proposal to have the study performed at the time of submittal suffice? | Yes, a cultural resources study is required with initial offers. A signed proposal will not be accepted. | |
| 5 | RLP Section 3.05 | "The TI Allowance is $11,344,000 (Total TI Lump Sum Amount)." This amount appears to be approximately $350 - 400 per ABOA SF. Recently, RLP 36C24W25R0116 for the Yukon, Oklahoma CBOC, Lease No. 36C24W26L0018, awarded July 28, 2026, established a Tenant Improvement Allowance of $425.00 per ABOA SF and further advised Offerors that the Government anticipated the TI buildout could exceed that allowance by approximately $100.00 per ABOA SF, minimizing potential funding risks. While the total amount listed is near this same allowance total, there is no additional clause minimzing the risk. Would the agency consider amending RLP Section 3.05 to include the clause shown and 3.07 A.2 shown on the TI Allowance tab of this document, allowing for an additional $100.00 per ABOA SF in the event the TI buildout exceeds $11,344,000.00? | No additional TI allowance's are being granted at this time. | |
| 6 | Lease section 1.06 | This section shows multiple documents that were not included in the posting on SAM.Gov including: Seismic Form C, Lease Exhibit - Net of Utilities, Lease Exhibit Prospectus, Lease Exhibit - Swing Space. Can the agency confirm these documents are to be incorporated into the lease? If so, can the agency please provide these documents? | The L100 attached to the Lease is a standard template document. Any Exhibits not applicable to this Lease will be removed. | |
| 7 | Lease Section 1.07 | This section has a repeat of subsections A,B, and C with differing language. Will the agency please delete the sections that do not apply to this lease? | This section has been revised in the updated L100 | |
| 8 | Lease 4.08 /RLP Section 2.03/204 | Seismic requirements appear to be deleted. Fort Wayne, IN appears to be in a low seismicity zone. Will the agency please clarify if seismic requirements apply to this project? | Seismic requirements are not applicable to this project. | |
| 9 | Exhibit 04A 1.02C / Exhibit . RLP - Broker Project 1.01 A | "Lessor will pay a commission or lease acquisition fee to DHC Real Estate Services LLC in the amount of a percentage equal to (Spell Out) percent (X.XX%) of the total aggregate lease value." "Lessor will pay a commission or lease acquisition fee to DHC Real Estate Services LLC in the amount of a percentage equal to (Spell Out) percent (X.XX%) of the total aggregate lease value." Will the agency clarify what the percentage of the total aggregate lease value the Lessor is to pay to the Broker? | Please reach out to the broker team to request the rate. | |
| 10 | RLP Section 1.06/3.01N/Exhibit 04B NEW CONSTRUCITON | These sections set out Green Globes requirements. Recently we have seen green building requirements removed in VA lease procurements. Will the agency please clarify if Green Globes is required for this project? | Green Globes is required for this Lease. | |
| 11 | Exhibit 04B NC 1.03 A | The Lessor's technical consultant(s) must work in conjunction with the Government, including the Federal Protective Service (FPS), to apply the DBT to the post-award risk assessment. "The Lessor is responsible for providing countermeasure provisions outlined in the attached FSL doucment, as well as for additional items identified during the post-award risk assessment. Any additional countermeasures identified during this assessment must be priced as TI." In the event additional security measures are identified and the TI Allowance amount is exceeded, what is procedure to allow for this increase in requirements and TI? | Please see section 1.07 of the lease for tenant improvement discussion. | |
| 12 | Exhibit 05BLSN 3.5.3 | Provisions Of Services, Access, and Normal Hours - Reserved Please confirm working hours of the CBOC for accurate pricing. | Staff at building 6 AM to 6 PM, open for patients 7 AM to 5 PM, normally Monday Through Friday. | |
| 13 | Exhibit 05B LSN 3.1 | All Other Areas (complete after normal hours of operations. Electrical equipment shall only be used during this time.) | No clarification is requested in this statement. | |
| 14 | Lease section 6.01 | The Government’s normal hours of operations are established as XX AM to XX PM, Monday through Fridayand XX AM to XX PM, Day through Day), with the exception of Federal holidays. Please confirm all cleaning timeframes in order to the offeror to accurately determine pricing. | Normal hours of being open to see patients is Monday Through Friday 7 AM to 5 PM. In the LSN section 3.7.4 and other locations, the documents tell you what services can be done during 'patient hours' and what are to be done outside of normal 'patient hours' | |
| 15 | Exhibit 05B LSN, 3.7.4.2.4, 3.7.4.2.7.1, 3.7.4.2.11.5, 3.7.4.2.4.7 | All Areas (complete within normal hours of operations, without impacting employees, patients, and visitors)"All restrooms shall be swept and wet mopped at least twice daily." "Restrooms shall be swept and wet mopped once each day and all paper products and hand soap replenished." Please confirm if a Day Porter is being requested for this project. | Yes, may be needed to meet the 'as needed' parts of the cleaning requirements. | |
| 16 | Exhibit 05B LSN 3.7.4-3.7.4.1.3.4 | As Required/Requested Requirements, As needed frequency is considered above standard service (as daily/weekly/monthly are considered standard). Please confirm Terminal Cleaning requirement is included in section 1.12 LASS section of L100 for pricing. | This is not included as LASS. | |
| 17 | Exhibit 05B LSN 3.7.4.2.4.7 | As needed frequency is considered above standard service (as daily/weekly/monthly are considered standard). Please confirm Emergency Cleaning requirement is included in section 1.12 LASS section of L100 for pricing | This is not included as LASS. | |
| 18 | Exhibit 05BLSN 3.7.5.1.2, 3.7.5.5.4.1 | "Lessor shall provide necessary treatments when notified by VA COR of bed bug exposure in the facility. Lessor to provide terminal cleaning, as deemed necessary, post treatment." As needed frequency is considered above standard service (as daily/weekly/monthly are considered standard). "For interior extermination of insects and rodents upon any sign of infestation, lessor shall provide documentation to the VA COR on how the space was treated and what was found. Lessor to provide terminal cleaning, as deemed necessary, post treatment." Please confirm additional pest control requirements are included in section 1.12 LASS section of L100 for pricing. | This is not included as LASS. | |
| 19 | Exhibit 05B LSN 3.11.2 | Medical Gas Systems - Please confirm the VA will maintain and inspect these systems as they specifically operate to treat patients, and would be outside the Lessor's legal obligation to oversee. | No medical gas systems are anticipated for this building, only portable oxygen tanks. | |
| 20 | Exhibit 05B LSN 3.11.3 | "Normal Power Electrical System" This section does not specify which power system the VA is requesting either Emergency or Standby Power Electrical System. Both have different inspection and certification requirements (Emergency is per month, Standby is per year). Required for pricing accuracy. Please specify which system the VA's requiring: an Emergency or Standby Power Electrical System. | The VA generator power requirements as described in the LDN are for "optional standby systems" as defined in NFPA 70 and NFPA 99 (further definded as NFPA 99 category 3) | |
| 21 | Exhibit 05B LSN 3.14.1 , Exhibit 05B LSN 3.16.6 | Lessor shall provide their Operational and Maintenance (O&M) plan which shall describe the organization and structure the workforce of both operations and maintenance personnel. The property manager shall have maintenance personnel (building superintendent) on site during normal hours of operation. Required timeframes do not call for a 40 hour week position. Service calls will be classified as routine when the condition does not qualify as an emergency call. Eighty-five (85%) of all routine calls shall be completed withing five (5) working days after the receipt of the call, with remainder being completed within ten (10) working days. Please confirm the Government will allow the building superintendent to hold hours on one or two days per week, and not a 40 hour work week. | The LSN currently states in section 3.14.1 "The property manager shall have mainenance personnel (building superinendent) on site during normal hours of operation." This is how it should be priced. | |
| 22 | Exhibit 05A - PFD PAGE 1 | Page one identifies three separate restrooms within Funtional area 1 that are listed as lessor space. These rooms being: "Toilet, Female", "Toilet, Family", and "Toilet, Male". Page 31 of ANSI/BOMA Z65.1-2017, when defining “Tenant Area” states, “Any portion within the demised boundaries of a Tenant Area that a tenant has Exclusive Use of (including, but not limited to Unenclosed Occupant Features, Non-Permanent Dedicated Restrooms, Elevator Lobbies, Circulation Area, and Occupant Voids) shall be considered part of the Tenant Area." If the CBOC were a multi-tenant space, the lobby restrooms would be a common area, and therefore Lessor space, however because this is a standalone building, IAW ANSI/BOMA Z65.1-2017, these restrooms are to be included in the ABOA square footage. While we understand this is to be priced as a Shell component, this space is still to be included in the ABOA square footage. Will the agency please amend the PFD to include these rooms to be included in to be included in Tenant Occupant Space and ABOA square footage IAW ANSI BOMA 2017 Z.65? | No, these are defined as shell space in this lease and not part of ABOA for this lease. These square footage for these bathrooms shall be included in the rentable square footage. | |
| 23 | Exhibit 05B LSN 3.5.6 | This section references Sterile Processing procedures multiple times. However, there is no Sterile Processing room listed in the PFD. If that space is required, this will require additional consideration for operations pricing if Lessor must provide cleaning for these spaces. Please confirm if there will be Sterile Processing rooms required in this project, as they are not included in the provided Program for Design document provided. | Sterile Processing service as a department is not included in this project. Some of the storage rooms or utility rooms may need to follow the Sterile Processing rules for dirty or clean instrument/equipment storage. | |
| 24 | Exhibit 00 | This form appears to be only for Offerors that could not respond. Can the agency clarify if Offerors responding need to include this exhibit, initialed with their proposal? | This form is intended to obtain voluntary market feedback (as stated on the top of the form.) | |
| 25 | Exhibit 05B 4.8.3.2 | The requirement for an MCR will be dependent upon the size and function of the CBOC. An MCR does not appear in the Program For Design. Will the agency clarify if an MCR is required for this project? | See LDN section 4.8 to determine size and quantity of needed telecommunications rooms. | |
| 26 | Exhibit 05A - PFD (page 6) | Funtional Area 10 lists a room titled "Demarc Room, OIT" as lessor space. The OIT room is exclusively Government space. IAW ANSI BOMA 2017 Z.65, any portion within the demised boudnaies of the Tenant Area that a tenant has Exlusive Use of (including but not limited to Unenclosed Occupant Features, Non-Permanent Dedicated Restrooms, Elevator Lobbies, Circulation Areas, and Occupant Voids) shall be considered part of Tenant Area. While we understand this is to be priced as a Shell component, this space is still to be included in the ABOA square footage. Will the agency please amend the PFD to state a square footage amount to include the "Demarc Room, OIT" to be included in Tenant Occupant Space and ABOA square footage IAW ANSI BOMA 2017 Z.65? | The entrance facility room (Demarc) is further defined in the LDN section 4.8.3 These room or rooms are building shell space and not included in the ABOA number. | |
| 27 | Exhibit 05A5 Facility Security Level FSL II Section 2.2 | This section sets out Blast Resistance requirements.Can the agency please clarify if Blast Resistant materials are required or is the intent to simply provide Progressive Collapse with steel construction? | Exactly as worded in the entire setion 2.0 of the FSL document that is included. | |
| 28 | Will the medical gases be piped or bottled? | Oxygen will be bottled. | ||
| 29 | Will VA provide a preliminary layout, or should the bidders provide proposed layouts based upon the PFD? Are there any adjacencies we should focus on? | The proposed layout should be provided by the offeror. Exhibit 05A6 VA_leased_CBOC_standard layout Guide 1-_29_25.pdf provides typical layout. | ||
| 30 | Breakout between staff and patient parking? | VA did not provide this. The total number of parking spaces is included as defined in the R100 section 1.02 | ||
| 31 | Is a 25’ Setoff required around the building? If yes, can the loading areas and patient drop off encroach on the 25’ setoff. | The 25 foot standoff may be required depending on the design basis threat for the proposed loction. If yes, then typically the loading area and patient drop off can encroach on the the 25 foot setoff, but depends on the design basis threat for that particular site. | ||
| 32 | In addition to medical/lab refrigerators and freezers, HVAC for clean rooms and OIT requirements are there any additional project specific emergency loads? | Refer to Section 3.35 of the L100 and sections 4.6 of the Lease Design |
Narrative.
| 33 | Is a flagpole required? If yes who provides the flags? | A flag pole is not code required, thus it is not described in the documents. It is no longer a standard lease clause. | ||
| 34 | Will VA broker provide its fee arrangement with VA, or should each bidder reach out individually? | Yes, please reach out to the broker team individually for the rate. | ||
| 35 | Is an exterior gait training area required, if yes what is the size and materials that should be used. | Yes an outdoor gait training area is required, per the PFD (page 8 of 10) In the LDN setion 2.5.2.4.11 defines the required surfaces. | ||
| 36 | Will VA contract directly for television? What are stations required and number of TV's controlled individually? | Lessor shall provide a TV system as described in the LDN section 4.8.8 and the quantity and location shall be as listed in the project room contents list. Lessor shall install the infrastructure but does will not carry the costs of a subscription. | ||
| 37 | Section 3.7.5.1.2 of the lease service narrative requires Lessor to necessary treatments for bed bugs when notified as an operating expense. Because beds bugs are not controlled through integrated pest management but are brought into the building by visitors and treatment in one area won’t prevent infestation in other parts of the building how many treatments should we assume? 1per quarter, 1 per month, 1 per week, etc. | This is up to the Lessor to use their historical best judgement for how often bed bug treatments may be needed. | ||
| 38 | Can previously submitted PPQ responses be included in our response or do new PPQ responses need to come from VA representatives? | Recent, previous PPQ's used on other VA leases can be re-used for this lease. | ||
| 39 | Section 4.1.1.5 of Appendix A.2 | This seciton provides two service/loading area requirements: a service/loading area designed to accommodate WB-62 truck maneuverability with a canopy, and an “Alternate upgraded dock requirement” that includes a 4'-0" high loading dock, minimum 8'-0" deep platform, dock lift/leveler, stair or ramp, and canopy. Please clarify which of the following is required for this project: |
At-grade loading area: Service/loading area designed to accommodate WB-62 truck maneuverability, with a canopy providing 14'-0" minimum clearance from grade to the underside of the canopy; or Upgraded loading dock: Elevated loading dock/platform as described under the “Alternate upgraded dock requirement,” including the dock lift/leveler, stair or ramp, and canopy.
| Is this a Shell or a TI Cost? | LDN section 4.1.1.5 entire section as written is included. Include this as a Shell Cost. | |||
| 40 | Please all the Radiation and RF Shielding (LDN Sections 4.2.15 and 4.2.16) are TI Costs | All radiation and RF shielding costs described in this section are TI costs, if any are needed. | ||
| 41 | Please confirm all Access Control and CCTV (LDN Sections 4.8.8.6 and 4.8.8.7) System are TI. | Access control and CCTV costs are all TI costs. | ||
| 42 | Appendix A.2 PFD | Section identifies CT123 – DT Outdoor Training Vehicle Area, PMR Svc; however, specific design criteria for this area are not provided in the RLP. The VA Physical Medicine and Rehabilitation Services (PMRS) Design Guide provides general criteria for the Outdoor Training Vehicle Area, including vehicle parking/training spaces, weather protection, equipment storage, and charging stations. Please provide/confirm the following project-specific requirements for the DT Outdoor Training Vehicle Area: |
Number and type(s) of training vehicles to be accommodated.
Required quantity and dimensions of vehicle parking/training spaces.
Whether covered parking or other weather protection is required.
Whether an equipment storage shed is required and, if so, the required size.
Quantity and type of electric/hybrid vehicle charging stations required.
Any additional maneuvering, access, or training area requirements. Need one van parking spot near the outside area of PMR, in an area covered by a CCTV camera (since the vehicle will be parked there overnight). Nothing else is required. Location may be adjusted later during design based on overall parking layout.
File details come from the government source that posted it. Updated .