GLS_Solicitation.pdf

Sol. GS-00-P-15-BQ-D-7002

VOLUME I (Pages 1 - 135)

NAICS CODE: 531210

SMALL BUSINESS SIZE STANDARD: $7.50 MILLION

LOCATION OF PERFORMANCE: Any State of the United States, the District of Columbia, the Commonwealth of Puerto Rico, the U.S. Virgin Islands, Guam, America Samoa, the Commonwealth of the Northern Mariana Islands (CNMI), the Federated States of Micronesia (FSM), The Republic of the Marshall Islands, and the Republic of Palau.

PERIOD OF PERFORMANCE: From start date (approximately 120 days after award) for one year with four one-year option periods

SOLICITATION ISSUE (POSTING) DATE: April 20, 2015

PRE-PROPOSAL CONFERENCE: (see section L for details)

RECEIPT OF PROPOSALS DATE/TIME: May 21, 2015 / 5:00 PM (EST)

Any questions regarding this solicitation shall be directed to:

GENERAL SERVICES ADMINISTRATION

OFFICE OF LEASING

CENTER FOR REAL ESTATE BROKERAGE SERVICES (PRAA)

ATTENTION: Paul H. Ferguson, Contracting Officer

1800 F STREET NW, RM 5248

WASHINGTON, DC 20405

PHONE: (215) 446-5861 / EMAIL: paul.ferguson@gsa.gov

552.219-71 NOTICE TO OFFERORS OF SUBCONTRACTING PLAN REQUIREMENTS (MAR 2012) (See explanation of deviation in Section L) The General Services Administration (GSA) is committed to assuring that maximum practicable opportunity is provided to small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns to participate in the performance of this contract consistent with its efficient performance. GSA expects any subcontracting plan submitted pursuant to FAR 52.219-9, Small Business Subcontracting Plan, to reflect this commitment. Consequently, an offeror, other than a small business concern, before being awarded a contract exceeding $650,000 ($1,500,000 for construction), must demonstrate that its subcontracting plan represents a creative and innovative program for involving small, HUBZone small, small disadvantaged, women-owned, veteran-owned, and service-disabled veteran owned small business concerns as subcontractors in the performance of this contract.

(End of provision)

The information collection requirements contained in this Solicitation/Contract, that are not required by the regulation, have been approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned the OMB Control No.

3090-016

SOLICITATION NO: GS-00-P-15-BQ-D-7002

Leasing Support Services Procurement by Negotiation – Not To Be Publicly Opened Multiple Award Indefinite Quantity, Indefinite Delivery Contract

Table of Contents

Volume I

SECTION A – Solicitation / Contract Form SF33………………………………………………………………..4

SECTION B – Services, FY2015 Small Business Goals, and Prices…………….………………………….. 6 B.1 Services………………………………………………………………………………………………………6 B.2 FY2015 Small Business Goals…………………………………………………………………………….8 B.3 Prices…………………………………………………………………………………………………………9

SECTION C – Statement of Work and Quality Requirements………………………………………………...12 C.1 Introduction……………………………………………………………………………………………… C.2 Scope of Work Overview……………………………………………………………………………… C.3 Definitions and Terminologies…………………………………………………………………………….15 C.4 Requirements / Scope of Work Description……………………………………………………………..20

C.5 Disputes, Protests, Claims and Appeals, Congressional Inquiries and Freedom of Information Act (FOIA) Inquiries……………………………………………………………………………………………..39 C.6 Reports…………………………………………………………………………………………………...…40 C.7 Quality Control Requirements…………………………………………………………………………….41 C.8 Quality Assurance by the Government…………………………………………………………………..41 C.9 Minimum Contract Quality Standards……………………………………………………………………42

C.10 Contractor Performance Assessment Reports System (CPARS)…………………………………..46

SECTION D – Packing and Marking………………………………………………………………………… D.1 Payment of Postage and Fees…………………………………………………………………………...47 D.2 Marking……………………………………………………………………………………………………...47 D.3 Software Requirements…………………………………………………………………………………...47 D.4 Encryption Requirements for Emailing of Building Drawing Files…………………………………….47

SECTION E – Inspection and Acceptance………………………………………………………………………48 E.1 General……………………………………………………………………………………………………...48 E.2 52.246-4 Inspection of Services – Fixed Price (AUG 1996) Deviation……………………………….48

SECTION F – Delivery and Performance………………………………………………………………………..50 F.1 Place of Performance……………………………………………………………………………………...50 F.2 Term of Contract……………………………………………………………………………………………50 F.3 Ordering Procedures……………………………………………………………………………………….50 F.4 Performance Criteria……………………………………………………………………………………….52

SECTION G – Contract Administration Data……………………………………………………………………53 G.1 Roles and Responsibilities………………………………………………………………………………..53 G.2 Finance Data – Commissions and Commission Credits………………………………………………55

SECTION H – Special Contract Requirements………………………………………………………………….58 H.1 Qualification Requirements for Contractor’s Firm………………………………………………………58 H.2 Location of Contractor’s Officers…………………………………………………………………………58 H.3 Personnel…………………………………………………………………………………………………...58 H.4 Restrictions on Other Work……………………………………………………………………………….71 H.5 Organizational Conflicts of Interest………………………………………………………………………72 H.6 Sensitive But Unclassified (SBU) Information…………………………………………………………..75 H.7 Post Award Orientation and Training…………………………………………………………………….75 H.8 G-REX Application Use and Procedures………………………………………………………………..77

SECTION I – Contract Clauses…………………………………………………………………………………...78

SECTION J – List of Exhibits……………………………………………………………………………………...95

SECTION K – Representations, Certifications, and Notices to Offerors……………………………………..96

SECTION L – Instructions, Conditions, and Notices to Offerors…………………………………………….104

SECTION M – Methodology and Factors for Award…………….…………………………………………….120

Section A

SOLICITATION/CONTRACT FORM SF-33

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

CODE7. ISSUED BY 8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME B. TELEPHONE (NO COLLECT CALLS)

AREA CODE NUMBER EXTENSION

C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. PAGE(S)DESCRIPTION

A B C D E F G H

I

J

K

L

M EVALUATION FACTORS FOR AWARD

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

LIST OF ATTACHMENTS

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

CONTRACT CLAUSESSOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

DATEAMENDMENT NO.AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXTENSION

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) ( )41 U.S.C. 3304(a)

24. ADMINISTERED BY (If other than Item 7)

26. NAME OF CONTRACTING OFFICER (Type or print)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

25. PAYMENT WILL BE MADE BY

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

CODE

ITEM

STANDARD FORM 33 (REV. 6/2014)

Prescribed by GSA - FAR (48 CFR) 53.214 (c)

SEALED BID (IFB)

NEGOTIATED (RFP)

(Hour) (Date)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

PR

GSA / PBS - Office of Leasing 1800 F Street NW, Suite 5230, Washington DC 20405

GS-00-P-15-BQ-D-7002

17:00

Paul Ferguson paul.ferguson@gsa.gov

05/21/2015

215 446 5861

04/20/2015

GSA Leasing Support Services

Section B

SERVICES AND PRICES

B.1. SERVICES

This is a Request for Proposals (RFP) for leasing support services contracts. The contracts are to support GSA’s Public Buildings Service (PBS) Office of Leasing. These contracts will support the acquisition of leasehold interests and related real estate services for GSA's Federal tenants in four geographic zones (which include the eleven PBS Regions) as listed in Exhibit 1. GSA intends to make award of approximately nine commission based, indefinite delivery, indefinite quantity (IDIQ) contracts, with a one year base period and four one-year option periods. Each contract will provide coverage for the particular zone in which it was awarded. GSA intends to award up to two contracts in each of the following zones: Northern Service Area, Southern Service Area, and Western Service Area. GSA intends to award three contracts in the National Capital Service Area.

Award of these contracts will not preclude the Government from awarding additional contracts for similar services in the future in the event GSA determines additional contracts are in the best interest of the Government.

Definitions of key terms in this RFP are in Section C.

Prior to performance of any contract services, a task order will be awarded in accordance with the ordering procedures stated in Section F. Contractors shall accept only written task orders issued on a GSA Form 300 by an authorized Ordering Official, except for duly authorized emergencies. A verbal task order can only be issued in emergency situations by the Zonal/Regional Contracting Officer (RCO) after approval from the National Contracting Officer (NCO), which will then be followed by a written email confirmation of the order. For example, in the case of emergency requirements with FEMA, the RCO, with approval from the NCO, will issue an order to the Contractor, which will then be followed by an email confirmation of the order. The roles and authorities of Government personnel are stated in Section G.

Contractors must comply with personnel qualification requirements including certification, experience, conflict of interest, nondisclosure, and clearances, stated in Section H.

Technical proposals shall be submitted in accordance with instructions in Section L and will be evaluated in accordance with the methodology stated in Section M.

Performance of contract services requires expertise in both commercial real estate practices and Federal procurement regulations as related to Federal lease acquisition. Federal lease acquisitions are required to be performed in compliance with Federal lease acquisition regulations, Federal lease law, applicable Executive Orders, and other procurement regulations, policy directives and processes listed in Exhibit 2 or referenced in this RFP.

Information related to a Federal acquisition is protected by the Federal Procurement Integrity Act and disclosure to other than authorized parties is prohibited as outlined in Section H.5.D.8.

All decisions regarding a lease acquisition made on behalf of the Government are reserved for the Lease Contracting Officer (LCO) who in most cases serves a dual role as the LCO for the lease and the Contracting Officer’s Representative (COR) for a task order awarded under the contract for the lease acquisition. The Contractor is prohibited from performing any Inherently Governmental functions listed in FAR Part 7.5.

The Contractor is responsible for providing all deliverables and services in a timely and professional manner. Multiple task orders may run concurrently, so the Contractor must have the capacity to supply sufficient staff and resources to successfully complete services and meet required delivery dates.

This is a "non-personal services contract" as defined in FAR 37.101. It is therefore understood and agreed that the Contractor and/or Contractor employees: (1) shall perform the services specified herein as independent Contractors, not as employees of the Government; (2) shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, and/or financial requirements or constraints attendant to the performance of the contract; (3) shall be free from supervision or control by any Government employee, but (4) shall, pursuant to the Government's right and obligation to inspect, accept, or reject the work, comply with such general direction of the Lease Contracting Officer or the duly authorized representative of the Lease Contracting Officer as necessary to ensure accomplishment of contract objectives.

Websites referenced in the RFP are to provide Contractors access to forms, sample documents, and statutes, executive orders, and regulations that govern Federal lease acquisition. As necessary, during the term of the contract, the Contracting Officer or a designated representative may provide updated web addresses. Forms and other samples are for information only and do not relieve the Contractor from responsibility for ensuring all work performed is in accordance with the required statutes, executive orders, regulations, or other requirements of the contract.

By accepting award, the Contractor agrees to follow any new procedures or processes adopted and implemented by the Government to improve the lease acquisition process during the term of the contract at no cost to the Government. These changes in procedures and processes may be a result of changes in regulation or policy. The Government will provide access to governmental software if required for the Contractor to implement new procedures. The Government may provide guidance or training on new procedures during the term of the contract.

The Government may also implement non-traditional and innovative procurement methods and techniques. If it is determined to be in the best interest of the Government to employ new methods or techniques for lease procurements, a Contractor accepting award of a leasing support service contract agrees to conduct new lease acquisitions utilizing the new methods at no additional cost to the Government. In the event new procedures are implemented, guidance will be provided to the Contractors by the Government.

A unilateral modification to the contract will be issued, if needed, to provide a within scope of work change for any changed procedures. There will be no change in the compensation arrangement under the contract for the implementation of such changes.

B.2. FY 2015 SMALL BUSINESS GOALS

The Office of Small Business Utilization (OSBU) is responsible for negotiating GSA's annual Small Business Program goals with the U.S. Small Business Administration to ensure that small businesses have the maximum practicable opportunity to provide goods and services to the Federal Government.

OSBU is responsible for negotiating annual Small Business Program goals with the U.S. Small Business Administration (SBA). Below are GSA's final FY 2015 agency-wide prime contract and subcontract goals approved by SBA:

PRIME CONTRACTS

GOALING CATEGORY GOAL

Small Business 32.00%

Small Disadvantaged Business (SDB) 5.00%

Women-owned Small Business 5.00%

HUBZone Small Business 3.00%

Service-Disabled Veteran-owned Small Business

3.00%

SUBCONTRACTS

GOALING CATEGORY GOAL

Small Business 29.00%

Small Disadvantaged Business (SDB) 5.00%

Women-owned Small Business 5.00%

HUBZone Small Business 3.00%

Service-Disabled Veteran-owned Small Business

3.00%

For more information regarding the above FY 2015 Small Business Goals, please contact the Office of Small Business Utilization at (855) 672-8472. Offerors who are other than small businesses are required to submit a subcontracting plan in support of GSA's Small Business Subcontracting goals and programs. The subcontracting plan is required to be submitted with initial proposals as outlined in Section L.6.4.

B.3. PRICES

B.3.1. General

There may be substantial changes to the terms and conditions of the contract from previous contracts awarded by GSA for similar services. Offerors, especially, previous GSA real estate service Contractors are cautioned to note the changes in this solicitation and not rely on knowledge of previous contracts when preparing proposals.

Contractors will be compensated by collecting real estate commissions paid by the building owner. The Government will not make any direct payment or reimbursement to a Contractor for contract services including, but not limited to, any expense associated with the performance of the services, such as travel. Under the terms and conditions of the contract and in accordance with industry practice, a Contractor has the opportunity to obtain a substantial monetary benefit by collecting a market rate real estate commission paid by a building owner. The commission negotiated for a lease acquisition performed by a Contractor under the contract will be based on a lease term not to exceed the firm term of the lease contract. Commissions will not be negotiated or collected on option periods or for lease terms beyond the firm term of the lease. GSA leases typically have a firm term of five (5) years with an average term of seven (7) years; however, they may be longer or shorter.

Contractors will receive a portion of the commission they negotiate with Lessors/Building Owners. Contractors will propose the total portion of the commission percentage they wish to receive, based on the total estimated commission available for the particular Module and Contract Year. Any remaining commission percentage will be credited to the shell rent in the lease transactions (Commission Credit). Contractors will be required to negotiate a market rate commission with the offerors in the lease procurement. Contractors will have an opportunity to earn a greater percentage of the commission they propose, a Best Value Commission, as described in Section C. Offerors in the lease procurement will be instructed in the RLP that a market rate commission is expected and must be paid wherever they are represented by a listing agent, an offering agent, or broker, property manager, developer, or any other agent or representative.

Contractors should assume that in some cases where an offeror in a lease procurement is not paying a commission to their own representative, there could be no commission available to compensate our Contractor. GSA will make every effort to only issue Task Orders for requirements when it has been determined that a market commission should be available. In the event that the Contractor becomes aware that no commission is available the Contractor will notify GSA at its first opportunity. GSA, while not liable for services performed up to the date of notification, will, after notification, no longer require the Contractor to continue services on that task order.

The following are tasks where a Contractor has an opportunity to collect a Commission:

Module 1- Deluxe Acquisition Services; Module 2 - Programming and Acquisition Services;

Module 3 - Occupancy Services; Module 4 - Lease Acquisition; Module 5 - Limited Value Leases; and Module 6 - Extensions as further described in Section C of this RFP. Price proposals shall be submitted electronically on the Pricing Worksheet (Attachment 1).

Complete instructions for submitting the price proposal are in Section L and the complete price evaluation method is stated in Section M. To be considered for award a Contractor’s price proposal must state a maximum percentage of the Standard Commission in each category on the pricing worksheet that they propose as their compensation fee (Commission).

There are four (4) pricing worksheets included in Attachment 1, one for each Zone contractors wish to be considered for. Contractors will not be evaluated for Zones in which they do not submit pricing.

GSA’s updated lease inventory can be found at:

http://www.gsa.gov/portal/content/101840.

GSA estimates that it will utilize these services for 51 percent of its high and moderate value lease acquisition workload during the life of the contract. In addition to ordering lease acquisition services for expiring leases, GSA may order services for new requirements, extensions, and to replace an existing lease prior to its normal expiration. For price evaluation purposes, the estimated annual commissions per Zone were based on a five percent reduction of existing square footage, existing average annual rates, and seven-year firm terms. An estimated commission percentage of three percent was used to compute the potential commissions (revenues) available to a contractor for the purpose of price evaluation.

Less than five percent of signed leases under the current contract resulted in no commission paid to our contractors. The estimated value of the lease inventory and the estimated commissions are considered by the Government to be conservative estimates. Due to the changing nature of client agency requirements this is the Government’s best estimate of possible future workload. For planning purposes after award, GSA will provide awardees a listing of projected expiring leases for which tasks orders may be issued on an annual basis.

Projected workload data is for informational purposes only and does not constitute a guarantee. The Government reserves the right to delete or add to the listing.

The Contractor should expect to participate in a minimum of three (3) planning meetings, a separate preparation of presentations meeting, zonal training sessions for their awarded zone(s), and several follow up smaller training sessions. In addition, the Contractor will be expected to participate in meetings with GSA and its customer agencies to explain the benefits of the contracts to them. These services will not be reimbursed by the Government and may or may not require in person meetings/participation.

NOTE: Estimated annual commissions provided by the Government in the Pricing Worksheet are for evaluation purposes only and not a firm commitment. Fair Opportunity Procedures under Ordering Procedures in Section F will be followed.

B.3.2. Minimum/Maximum Quantities

As referred to in paragraph (b) of FAR clause 52.216-22, Indefinite Quantity of this contract the contract minimum and maximum quantities are as follows:

A. MINIMUM: The government will issue task orders for the services specified in the contract, at the minimum quantity in the following Zones:

Northern Service Area (Zone 1): 18 Task Orders per each contractor (total estimated commission of $45,000.00 or an estimated $2,500.00 per task order).

Southern Service Area (Zone 2): 16 Task Orders per each contractor (total estimated commission of $40,000.00 or an estimated $2,500.00 per task order).

Western Service Area (Zone 3): 14 Task Orders per each contractor (total estimated commission of $35,000.00 or an estimated $2,500.00 per task order).

National Capital Service Area (Zone 4): 6 Task Orders per each contractor (total estimated commission of $15,000.00 or an estimated $2,500.00 per task order).

There are no minimums quantities for other than the Base Period. This contract uses no appropriated funds. Funding information for the minimum quantity is provided for administrative purposes only. No payments will be made under this contract.

B. MAXIMUM: The Government may place task orders for the services specified in the

Contract, provided these task orders do not exceed the maximum amount plus (10 percent) of the Best Estimated Quantity for the respective Zones (Exhibit :

Northern Service Area (Zone 1): 524 Task Orders, or $64,000,000.00 inclusive of all contracts and all options

Southern Service Area (Zone 2): 529 Task Orders, or $62,000,000.00 inclusive of all contracts and all options

Western Service Area (Zone 3): 338 Task Orders, or $50,000,000.00 inclusive of all contracts and all options

National Capital Service Area (Zone 4): 162 Task Orders, or $100,000,000.00 inclusive of all contracts and all options

GLS Leasing Support Services

Section C

STATEMENT OF WORK AND QUALITY CONTROL REQUIREMENTS

C.1. INTRODUCTION

GSA provides workspace for more than one million Federal workers through the Public Buildings Service (PBS). Whenever possible, GSA satisfies tenant agency needs in existing GSA-controlled owned or leased space. When suitable space is not available within the existing inventory, GSA acquires space in privately owned buildings. PBS leases various types of space, including office space, laboratories, clinics, border stations, warehouses, and courthouses in both urban and rural areas throughout the United States, the District of Columbia, and the U.S.

Territories listed in Exhibit 1. Federal laws and regulations require the Government to procure leased space utilizing competitive procedures, unless otherwise justified. Lease acquisitions are usually started 18 to 36 months prior to the expiration date of an existing lease or the anticipated move in date of a new lease.

The National Office of Leasing is the PBS entity responsible for acquisition and administration of leasehold interests. One of the goals of the national contracts is to provide consistency in policies and procedures for PBS lease acquisition services nationwide. GSA lease acquisitions follow the procedures stated in the General Services Acquisition Manual (GSAM), Federal Management Regulations (FMR), Executive Orders, and GSA policies and procedures (See Exhibit 2). A decision by the Government Accountability Office (GAO) allows contractors to collect the real estate commission paid by the building owner in lieu of direct payment by GSA for services performed under this Contract.

Unless otherwise noted, the Contractor shall perform designated leasing duties as in this scope of work and as further described in the Leasing Desk Guide (LDG), chapters and appendices as revised and/or amended that are not inherently. The Contractor shall comply with the terms of this scope of work and the LDG. Various sections of the LDG are identified in this scope of work for ease of reference for the Contractor. This scope of work is not all inclusive and the Contractor will have to rely on the LDG in its entirety, excluding inherently governmental functions.

GSA breaks leases down into high, moderate, and limited value based on the type, size, and location of the lease. GSA Leasing Support Services (GLS) intends to leverage our broker partners with regard to the “high to moderate” value leases because of the contractor’s market knowledge and impact in larger cities. GLS also allows for the flexibility to use the contracts for limited value leases to assist regions, if needed, with resource capacity and workload management. These leases tend to be in remote locations and costly for brokers. GSA classifies its high, moderate, and limited value leases as follows:

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C.2. SCOPE OF WORK OVERVIEW

A. Contractors shall perform all lease acquisition services for Modules 1–6, as described in C.4.2, and Strategic Partnership, as described in C.4.4, in the respective zones in which the contractors are awarded a contract.

B. In addition to the lease acquisition services the Contractor shall provide necessary documentation and assistance to the Government on disputes, protests, claims, and appeals related to services that they are performing or have performed. In the event the Government receives a congressional inquiry, a Freedom of Information Act (FOIA) request, subpoena or other similar inquiry, demand or request for information the Contractor will cooperate with the Government as necessary.

C. The Contractor shall attend up to two national performance review meetings a year with the National Program Manager (NPM), National Contracting Officer’s Representative (NCOR), National Contracting Officer (NCO), and other Government representatives. Meetings may be held virtually or in-person. Travel costs shall be at the Contractor’s expense.

D. The Contractor shall attend up to two regional performance review meetings a year, at least one of which will be in-person in each of the regions serviced, separate from the national meetings. Travel costs shall be at the Contractor’s expense.

E. The Contractor’s key personnel are required to attend initial training for the implementation of this contract. The Contractors are required to travel to the specific zone for which they received the award to attend the initial training. The location of the training in each zone will be provided after award. In addition, the Contractor is expected to attend any national follow-on training as determined by the NPM. This training may be held in-person or virtually utilizing the most current technology. If travel is required, it shall be at the Contractor’s expense.

C.2.1. Safeguarding Sensitive Data and Information Technology Resources

In accordance with FAR 39.105 Privacy, all users of sensitive data and information technology (IT) resources, including awardees, contractors, subcontractors, lessors, suppliers and manufacturers must comply with the following GSA policies. These policies can be found at http://www.gsa.gov/directives or https://insite.qsa.qov/directives.

1. CIO P 2100.1 GSA Information Technology (IT) Security Policy

2. CIO P 2100.2B GSA Wireless Local Area Network (LAN) Security

3. CIO 2100.3B Mandatory Information Technology (IT) Security Training

Requirement for Agency and Contractor Employees with Significant Security Responsibilities

4. CIO 2104.1A GSA Information Technology IT General Rules of Behavior

5. CIO 2105.1 B GSA Section 508: Managing Electronic and Information Technology for Individuals with Disabilities

6. CIO 2106.1 GSA Social Media Policy

7. CIO 2107.1 Implementation of the Online Resource Reservation Software

8. CIO 2160.4 Provisioning of Information Technology (IT) Devices

9. CIO 2162.1 Digital Signatures

10. CIO P 2165.2 GSA Telecommunications Policy

11. CIO P 2180.1 GSA Rules of Behavior for Handling Personally Identifiable Information (Pll)

12. CIO 2182.2 Mandatory Use of Personal Identity Verification (PIV) Credentials

13. CIO P 1878.2A Conducting Privacy Impact Assessments (PIAs) in GSA

14. CIO IL-13-01 Mobile Devices and Applications

15. CIO IL-14-03 Information Technology (IT) Integration Policy

16. HCO 9297.1 GSA Data Release Policy

17. HCO 9297.2B GSA Information Breach Notification Policy

18. ADM P 9732.1 D Suitability and Personnel Security

The contractor and subcontractors must insert the substance of this section in all subcontracts.

C.3. DEFINITIONS AND TERMINOLOGIES

The definitions and terminologies for this scope of work and for task orders issued against the subsequent contracts are provided in the Leasing Desk Guide, Appendix A: Glossary of Terminology and also below. For clarification of any terms which are not included below or in the Leasing Desk Guide Appendix A, contact the National Contracting Officer (NCO) specified in Section G.

Aggregate Lease Value

The full service rent to be paid by the Tenant for the initial firm term of the Lease. The firm Term and application of broker commissions are defined in the Request for Lease Proposal (RLP).

The Aggregate Lease Value shall include:

(i) the initial full service rent to be paid by the Tenant on all space leased by the Tenant, including base rent, base operating costs, base real estate taxes, and amortization of any tenant improvement allowance, Building Specific Amortized Capital (BSAC) Charges, and

(ii) any fixed annual or other periodic rental bumps and/or fixed annual or other periodic rent escalations.

The Aggregate Lease Value shall not include:

(i) any rental abatement provided to the Tenant pursuant to the Lease other than the Commission Credit,

(ii) any annual rental escalations covering operating expenses and/or real estate tax increases during the lease term,

(iii) any additional amounts paid by the Tenant for services over and above those furnished by Lessor as a part of the Lease, and

(iv) lump sum payments to buy down the rent to pay for the agencies portion of tenant improvements

Note: If a module is selected that does not require post award services, the Tenant Improvement Allowance shall be subtracted from the Aggregate Lease

Value prior to Lease Award in the calculation of the Contractor’s commission.

The difference will be added to the Government’s Commission Credit.

Approval

When the Government has reviewed submittals, deliverables, or administrative documents, has determined the services or submissions conform to contract requirements, and has communicated final acceptance to the Contractor.

Best Value Commission

The performance incentive that may be awarded to the contractor in the form of a 10 percent increase in the commission earned on an individual task order where the Contractor has received a Level 4 (Very Good) or better performance rating in all rating criteria for the previous rating period and has achieved one of the following:

a. Where a Bullseye Target is identified (a final rental rate at lease award below the Bullseye target); or

b. Where no Bullseye Target is identified (a final rental rate at lease award below the rental mid-point documented and approved in the Negotiation Objectives)

Bullseye (Exhibit 4)

An in-house market research report tailored for a specific GSA lease transaction. A national team is dedicated to completing market research reports for all qualifying lease transactions (leases within the Reis market) being completed in the regions. Bullseye reports are managed through the GSA Real Estate Exchange (G-REX) system. GSA will gather available market data from CoStar, CBRE-Economic Advisors, and Reis to establish the Bullseye target. That data will be compiled into a condensed report with market information, analysis, and insight regarding the local submarket that contains the delineated area for the procurement. This report must be utilized where available by the Lease Contracting Officer / Leasing Specialist / Contractor as a tool to make informed leasing decisions on behalf of the U.S. Government and can provide the necessary backup documentation to aid leasing personnel in their negotiations with Offerors.

Bullseye Target

The full service rental rate to be used as the year one base rent for comparison to the present value analysis. This rate is established by the GSA Center for Strategic Analysis based on representative market comparable rent rate data obtained from market research firms.

Commission

The percentage of the Aggregate Lease Value that the contractor will receive as compensation.

In markets where it is common practice to calculate commission as a rate per square foot or fixed amount, commission shall be converted as a percentage of the Aggregate Lease Value.

The contractor’s commission is paid to the contractor by the lessor in accordance with the terms of the lease and this contract. The commission will either be the contractor’s standard commission or the standard commission plus the best value commission.

Commission Agreement

The written agreement between the lessor and the contractor outlining the agreed upon commission and terms.

Commission Credit

The portion of the commission that is returned to the Government, reflected as reduction in the shell rent, as specified in the lease contract.

Contract and Contractor

“Contract” means this National multiple award IDIQ GLS contract and "Contractor" means the party who has entered into this contract with the Government.

Day

In this contract, unless explicitly indicated otherwise, day refers to Federal working days (Monday through Friday, excluding Federal holidays).

Final Lease Amendment (LA) for Task Order Completion

For purposes of this contract, the Final LA is defined as the last LA required for completion of a task order under this contract. It must clearly state, at a minimum, the final rental rate expressed in a dollar per rentable square foot, the total annual rent, the total Tenant Improvement (TI) dollar amount amortized in the lease, the commission rate expressed as a percentage of annual rent, the total commission dollars to be paid to the Contractor, the total commission credit to be credited to the Government, the rent and lease commencement date, and any other negotiated terms of the lease.

Government Personnel

National Contracting Officer (NCO), National Program Manager (NPM), Zonal/Regional Contracting Officer (RCO), Zonal/Regional Program Manager (RPM), Ordering Official (OO), and Contracting Officer’s Representative (COR). Section G describes the roles and responsibilities of Government personnel.

gPM A model that draws on the skills of a multi-disciplinary team led by a Project Manager (PM) through the entire project life cycle including initiation, planning, execution, controlling, and close-out. This model encourages employees to think about and relate to projects in a more holistic and sophisticated way—to define and understand a customer’s needs and requirements before they react.

G-REX

An acronym for GSA Real Estate Exchange. G-REX is a mission critical system that requires a Leasing Specialist / Lease Contracting Officer / Contractor to perform essential lease procurement tasks to award a lease as well as perform post occupancy services consistent with National policy and guidance, alignment with gPM principles of project management/scheduling/task completion, and provides vital lease and productivity data collection for future lease process improvement.

High Value Leases

Leases that are above 2,000 square feet and in the top 100 MSA that brings the most value to GSA and our customer agencies. Value is measured by productivity, performance, and opportunities to better leverage commercial best practices when tasked to contractors due to contractor’s market knowledge in larger cities.

Inherently Governmental

The Contractor may not bind the U.S. Government or perform any functions that remain the responsibility of the Government as defined in FAR Part 7 Subpart 7.5—Inherently Governmental Functions. The following, non-exhaustive list highlights lease procurement specific tasks that are considered Inherently Governmental:

● Approving documents and/or signing on behalf of the Government, e.g. Equal Employment Office clearance requests, Tenant Improvement Notice to Proceed, COR Letter for Designated Agency Representative or Field Office, any correspondence on GSA letterhead

● CATEX Checklist

● Certification of Funds, BA53 Fund Certification

● Change Orders (order or issue without governmental approval)

● Compliance with Randolph Sheppard

● Consultation with GSA Legal, see C.4.1.10

● Debriefings/Protests and Resolution/Claims/Congressional Inquiries and Responding to requests/Freedom of Information Act (FOIA) requests, see C.2 o Contractor will, when directed, provide input and support the GSA in drafting a response

● Determination that Costs (lease rental and/or Tenant Improvement) are Fair and

Reasonable o Contractor will, when directed, provide a recommendation to the GSA

● Determination that Space is Substantially Complete

● Fire Protection and Life Safety Approval

● Independent Government Estimate (IGE) development

● Lease and Lease Amendment Execution o Signature on associated cover letters

● Occupancy Agreement, obtain signature

● Prospectus Submission/Approval

● Receipt and Approval of Reimbursable Work Authorizations (RWA)

● Request to GSA PMC for Utility Contract

● Scoring Analysis

● Seismic Approval

● Source Selection o Source Selection Plan (SSP) Approval o Serving as a voting member on a Source Selection Evaluation Board (SSEB)

● Small Business Subcontracting Plan Approval and Verification

● Approving and Redacting a Justification for Other Than Full and Open Competition

(JOTFOC)

● Vacant Space Check

Lease Amendment (LA)

A document used to change or modify an existing lease to reflect any change to the lease terms. For example, the acquisition of additional space, changes to agreed upon tenant improvements, partial release of space, revision in terms or rental payments, payment of overtime services, change in ownership or payee, or any other action that changes the lease.

Leasing Desk Guide (LDG)

Authorities, policies, technical and procedural guides, and administrative limitations governing the acquisition by lease of real property. It replaces previous PBS leasing guides and incorporates other existing policies and procedures.

Limited Value Leases

Succeeding leases outside of the top 100 MSA or new or replacing leases consisting of less than 2,000 square feet outside of the top 100 MSA which brings the least value to GSA and our customer agencies. Value is measured by productivity, performance, and opportunities to better leverage commercial best practices when task to contractors due to the size of the leases in remote locations.

Moderate Value Lease

Succeeding leases above 2,000 square feet in the top 100 MSA, new or replacing leases above 10,000 square feet and outside of the top 100 MSA, and new or replacing leases consisting of less than 2,000 square feet in the top 100 MSA that bring the most value to GSA and our customer agencies. Value is measured by productivity, performance, and opportunities to better leverage commercial best practices when tasked to contractors due to contractor’s market knowledge in larger cities or the size of the requirement.

Normal Regional Office Work Hours

The normal work hours of the Regional Offices in each time zone covered by the contract are from 8:00 a.m. to 4:30 p.m.

Request for Lease Proposal (RLP)

A document used to solicit offers for a lease acquisition. The RLP describes Government requirements and performance criteria against which a lessor is expected to perform and the evaluation criteria that the Government will use to evaluate Offers. As listed below, there are several different RLP's that may be used. The COR for a specific task order will determine the RLP for the lease acquisition.

(A) Simplified Lease Acquisition Threshold Lease (SLAT lease) (GSA form R101A/L201A)

A simplified RLP format that may be used for a lease acquisition under the Simplified Lease Acquisition Threshold, unless another format is required by the

LCO.

(B) Standard Lease (R101C/L201C)

The RLP used for New or New/Replacing Leases and Succeeding leases with extensive TI Buildout. With this RLP each Offeror agrees to provide a Tenant Allowance established by GSA. The actual tenant improvement price is typically negotiated after lease award. The total TI allowance actually applied to the rent rate must be reduced by the TI included in the market rent rate.

(C) Streamlined Lease (R101B/L201B)

The RLP used for agencies who have a well developed Program of requirements and Scope of Work that will be issued with the RLP and the proposal will include TI pricing that will be negotiated for award. This process has not been fully developed and additional information will be provided as the LDG is updated.

(D) Succeeding/Superseding Lease (R102/L202)

The RLP used when the existing premises meets or substantially meets the tenant agency’s on-going requirements so that only minimal, if any, alterations are necessary and it takes a turnkey approach to defining any new required improvements.

(E) Warehouse Lease (R101WH/L201WH)

The RLP used for space whose predominant use is for storage, distribution, or manufacturing—such as for equipment, repair parts, documents, furnishings, or any other of the innumerable things for which our client agencies require holding space. This lease can be used for any size or rental value of warehouse space.

Required Delivery Date (RDD)

The date specified in the task order schedule for completion of the task order.

Source Selection - Best Value Trade Off Method

When award is based on the evaluation of cost or price and other non-priced factor(s) to determine the best value to the Government. The best value concept provides the opportunity for a cost/technical tradeoff and does not require that award be made to the Offeror submitting the lowest cost or price or to the highest technically rated Offer, although the ultimate decision may be to select the lowest priced Offer or the highest technically rated Offer. The Source Selection Authority (SSA) has the authority to make the cost/technical trade-offs in a manner consistent with the award methodology stated in an RLP.

Source Selection – Lowest Priced Technically Acceptable

When award is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. (See FAR 15.101-2)

C.4. REQUIREMENTS/SCOPE OF WORK DESCRIPTION

C.4.1. General All services will be ordered by the Government with a written task order, GSA Form 300, signed by an authorized Ordering Official in accordance with the ordering procedures in Section F. It is the Government’s intent to award a task order to a Contractor for acquisitions where a commission is expected. A verbal task order can only be issued in emergency situations by the RCO after approval by the NCO, which will then be followed by a written email confirmation of the order.

C.4.1.1. Contractor’s Response Requirement to an Issued Task Order

The Contractor shall submit a Conflict of Interest and Non-Disclosure Statement Exhibits 5A and 5B to the Government within five (5) business days of receipt of a task order.

The Contractor shall expect to continue performance of the task order using dual agency notification (Exhibit 5C) requirements identified in the Request for Lease Proposal and in Section H herein unless otherwise directed by the Regional Contracting Officer (RCO). Task orders may be sent to the Contractor from the Government via electronic mail. The Contractor designated for the task order shall contact the COR to schedule the Project Orientation Meeting as outlined in section C.4.3.2.

C.4.1.2. Contractor Office Location and Response Times

The Contractor shall respond to calls and/or e-mails from Government personnel with a returned phone call and/or e-mail within 24 hours and within the normal business hours of the Region initiating the call. If the Contractor is out of the office he/she must notify the COR of the absence and indicate an alternate contact. This can be achieved via out of office message on voicemail and e-mail.

Contractors in the National Capital Service Area (Zone 4) shall have a minimum of one office located within the boundaries of Zone 4, due to the nature of workload and limited geographic area. National Capital Service Area (Zone 4) includes the District of Columbia; Montgomery and Prince George’s Counties in Maryland; Arlington, Fairfax, Loudoun, and Prince William Counties in Virginia; and all cities within the boundaries of those counties. Designated personnel shall be available to meet with the National Capital Service Area, Zone 4 COR within a two-hour notification from the Government.

C.4.1.3. Contractor Personnel

Only qualified personnel who meet the training and other requirements stated in Section H shall be assigned by the Contractor to perform services under this Contract or any task order issued under this Contract. The Government shall review the resumes and training records of personnel assigned to a task order and the NCO may request the removal of personnel who do not perform satisfactorily or who have not submitted documents necessary to conduct business on the behalf of the Government. Requests to remove personnel from contract work will only be issued by the NCO.

C.4.1.4. Approvals

Roles of Government personnel are described in Section G, Contract Administration. Contractor personnel assigned to a task order shall obtain documentation of approval from the COR prior…