Amendment 1_final_signed.pdf

Commander, Naval Facilities Engineering Systems Command, Atlantic

6506 Hampton Boulevard Norfolk, Virginia 23508-1278

AMENDMENT 1 TO

SOLICITATION FOR OFFERS (SFO) LI-14154

DATED JANUARY 08, 2025

FURNISHED HOUSING UNITS FOR

UNACCOMPANIED TRANSIENT MILITARY PERSONNEL

PORTLAND, OREGON

Lita M. Staskey

Real Estate Contracting Officer

Exhibit “D” Questions / Answers

Solicitation for Offers LI-14154

1. Is the price of utilities(electricity, gas and water) to be included in price proposal?

Will these fees be paid separately by the Government?

Yes, all utilities as outlined in Exhibit B of the solicitation should be included in the price proposal. They will not be paid separately by the Government.

The utilities to be provided for each unit include heat, electricity, gas (if applicable), hot and cold water, sewage disposal, garbage collection/trash removal from central dumpsters or curbside, snow removal, lawn maintenance, wireless fidelity internet (WIFI) and central air conditioning (if central air conditioning is available on the premises). Snow removal will consist of not allowing more than 3 inches to accumulate on sidewalks and parking lots/roads during active snow falls and then having areas completely clean within 6 hours of cessation of snow fall. Lawn maintenance consists of grass being maintained at 6 inches or less and bushes trimmed at least once per year. The property must have no deferred maintenance items; the grounds shall be clear of trash; facility and parking areas shall possess operable lighting.

2. Is there an incumbent? If so, what is their name and the contract number? Is the

Statement of Work the same size and scope?

There is no incumbent. This is a new requirement.

3. If there is no incumbent, what is the budget forecasted for this solicitation?

This is an improper question and is not necessary for response to be made to the solicitation. Offerors should provide the best cost they are able given the parameters of the solicitation.

4. Will it be the same people the entire time? If not, what will be the turnover?

Personnel will change throughout the lease period. The requirements for change of occupancy are outlined in Exhibit B of the solicitation.

Lessor shall supply new Hypo-Allergenic Pillows as required per occupant on Exhibit “C,” Unit Furnishings, upon notice from Government there is a change of occupant.

Upon Government request, Lessor shall replace other linens (such as towels and bed linens) upon change of occupant(s). Any bedroom linens that are replaced must be unstained, laundered since the last use, unblemished, and contain no previous repairs (i.e. stitched up holes). Change of occupant shall not occur more than twice in a 12-month period.

5. How many people need housing?

As stated in the solicitation, approximately 355 personnel. Further needs may come to fruition at a later date, but those requirements are not yet known. As further requirements arise, a follow-up request for availability will be sent to all awarded offerors under this solicitation.

6. How many units are needed precisely?

The solicitation states "...The initial request for apartments shall begin on February 11, 2025 for approximately 355 personnel, consisting of approximately 5 one-bedroom units and 350 bedrooms being fulfilled by 2-bedroom and 3-bedroom units (depending on availability)...."

This suggests that the government wants housing for more than 355 personnel. If so, how many units are needed?

The current requirement is for approximately 355 personnel. As future requirements develop, offers from this solicitation may be used to fulfill those requirements as well.

The number of units will be determined by availability and bedroom composition.

7. If we win the contract by providing a property(ies) in our proposal at a specific price, are we prevented from providing additional properties that meet the requirement at the same winning price but are not included in our proposal submitted? Or are we only allowed to provide the properties we submitted in the proposal?

Only properties that are submitted for review under the solicitation will be eligible for award.

8. Will the government award the entire contract to just a single winner?

As stated in the solicitation:

It is anticipated that multiple awards will be made as a result of this solicitation.

All offers that are technically acceptable will be sent award letters from this solicitation.

Leases will be awarded to offers meeting the requirements of the solicitation starting with the lowest average rental per bedroom for each unit configuration for all two years as outlined in Paragraph 5, and continuing on to the next lowest priced offeror based on availability as provided by the offerors.

9. Do you require the housing units to be located specifically in Portland, or would Rickreall, Oregon be an acceptable location as indicated in the place of performance?

All units must be within the delineated area as outlined in Enclosure 2 of the solicitation.

Rickreall, OR is outside of that delineated area.

10. Is there currently an incumbent providing these services?

There is no incumbent. This is a new requirement.

11. Should the housing units be within the same building, or would it be acceptable if they are in separate buildings?

Separate buildings are acceptable.

12. What is the maximum distance allowed for the housing units, specifically in relation to Vigor Shipyard? Is 1-6 miles an acceptable range?

All units must be within the delineated area as outlined in Enclosure 2 of the solicitation.

13. Are we required to provide house cleaning services? If so, is it needed weekly, biweekly, or monthly?

No. Please refer to Question 4 above for change of occupancy cleaning requirements. The requirements for change of occupancy are outlined in Exhibit B of the solicitation.

Lessor shall supply new Hypo-Allergenic Pillows as required per occupant on Exhibit “C,” Unit Furnishings, upon notice from Government there is a change of occupant.

Upon Government request, Lessor shall replace other linens (such as towels and bed linens) upon change of occupant(s). Any bedroom linens that are replaced must be unstained, laundered since the last use, unblemished, and contain no previous repairs

14. Are we required to provide linen cleaning services? If so, is it needed weekly, biweekly, or monthly?

No. Please refer to Question 4 above for change of occupancy cleaning requirements.

The requirements for change of occupancy are outlined in Exhibit B of the solicitation.

Lessor shall supply new Hypo-Allergenic Pillows as required per occupant on Exhibit “C,” Unit Furnishings, upon notice from Government there is a change of occupant.

Upon Government request, Lessor shall replace other linens (such as towels and bed linens) upon change of occupant(s). Any bedroom linens that are replaced must be unstained, laundered since the last use, unblemished, and contain no previous repairs

15. Most apartment complexes in Portland area do not have tons of parking available – specific to Portland due to the city transportation available and their culture of green living. Some properties have more apartments than the quota of parking spaces to offer and it prevents them from offering more units. For example, if a property had 20 2x2 apartments but also only 20 parking spaces, as it is currently written, they could only offer 10 of the 20 apartments.

Is it possible to allow properties that are short on parking to provide less parking? You will have a lot more options at better pricing that way. Would you be able to consider other options regarding parking?

No. One space per bedroom is required.

16. Will the Navy provide a letter to state that the sailors have passed their security/background checks?

No.

17. Some apartment owners say they are bound by the Patriot Act which requires them to conduct background checks of all occupants of apartments, will the US Government authorize a background check or provide documentation waiving this requirement?

18. Is this an 11 month award with 6 month renewals up to 24 months or 2 yrs.?

The lease for the requirement beginning in 11 February, 2025, will have an initial term of 11 months, with renewal options of 6 months, or any portion thereof, up to a total lease term of 24 months.

19. If keys, fobs, parking passes are lost or unreturned who is responsible for paying for them?

These will be the responsibility of the lessor. All efforts will be made to return all items described in the question, but in the event that some are lost or damaged, the Government will not pay for replacement.

20. What is the Government’s lease termination minimum period of notification, i.e. 30 days, 60 days, etc.?

The Government shall possess the right to terminate each lease in whole or in part at any time, without cause, by giving at least thirty (30) days written notice to the lessor.

21. Are you seeking a rate for each bedroom that is within the per diem threshold set forth by the US Government for that area? If not, how will you determine what is the lowest technically acceptable rate that warrants an award?

The pricing submitted by the offeror is not considered in technical acceptability.

Technical acceptability only refers to the technical requirements laid out in the solicitation. Per diem thresholds do not apply for this requirement.

22. The Minimum Requirements document states “Change of occupant shall not occur more than twice in a 12-month period” however there are no requirements regarding “turnover cleaning of units upon occupancy change.” What is the expectation of the cleaning needed and what services must be performed?

Cleaning is not required at a change of occupancy, only the activities as described in Question 4 above.

The requirements for change of occupancy are outlined in Exhibit B of the solicitation.

Lessor shall supply new Hypo-Allergenic Pillows as required per occupant on Exhibit “C,” Unit Furnishings, upon notice from Government there is a change of occupant.

Upon Government request, Lessor shall replace other linens (such as towels and bed linens) upon change of occupant(s). Any bedroom linens that are replaced must be unstained, laundered since the last use, unblemished, and contain no previous repairs

23. Are all 355 personnel expected to move in on Feb 11th or will they stagger in?

All personnel are anticipated to move in between 11 FEB 2025 and 14 Feb 2025.

24. In order to bid will we be required to fulfill for all 355 personnel? Or can we only fulfill a portion of them?

No, this is a multiple award contract. An offeror can fill a portion of the requirement, or the full requirement.

As stated in the solicitation:

It is anticipated that multiple awards will be made as a result of this solicitation.

All offers that are technically acceptable will be sent award letters from this solicitation.

Leases will be awarded to offers meeting the requirements of the solicitation starting with the lowest average rental per bedroom for each unit configuration for all two years as

25. In the evaluation is there any preference given for small business?

26. Housekeeping question. Is every other week housekeeping expected? I couldn't find any information on housekeeping services other than there may be up to 2 occupant changes per year, other than the two occupant changes. Just wanted to make sure we have the appropriate housekeeping expectations.

No housekeeping is required.

27. For the spreadsheet that includes the offer summary of the properties and pricing.

Do you prefer a separate spreadsheet page for each property offered or can we place all properties offered on one spreadsheet page and then create a separate Enclosure pages for each property on the spreadsheet?

The offer summary sheet should include all of the units being offered. Additionally, if multiple 1, 2, and 3 bedroom apartments are being offered, it is helpful to also make a summary tab for each of those bedroom types. Thus, there would be one Offer Summary tab with all of the units offered, and then 3 additional Offer Summary Tabs for 1, 2, and 3 bedrooms respectively. Each property being offered should then have a separate Enclosure 1 tab determining if that property meets the technical requirements of the solicitation.

28. Are Single family homes acceptable dwellings for this solicitation? If so would Enclosure 1 Offer Form still be used to complete details about the properties?

No, single family homes are not acceptable.

29. Does a presented property need all buildings on the site to be open and ready for occupancy by February 11, 2025, to be eligible, or can partially available properties (e.g., 2 out of 3 buildings open and occupied, with the last building receiving a certificate of occupancy in February 2025) qualify?

As long as all conditions of the solicitation are met, construction can still be underway.

For example, if the building containing the fitness facility or laundry facility was not completed, that would not meet the requirements of the solicitation. Construction can still be underway on other buildings in the complex as long as the technical requirements of the solicitation are met.

30. Is there a page and/or file size limitation for this submission?

No. However, please make sure that it is transmittable over email. If you are concerned with transmitting your offer, we can provide a DOD SAFE link for you to submit your offer. It is highly recommended that you confirm receipt of all attachments, or list all attachments submitted so the Government can ensure that all intended documents have been received. Late submissions will not be accepted.

31. On pg 6 of the SFO under section 4 regarding Enclosure 1 -Offer form spreadsheet, it states offers should use a different tab per unit type based on bedroom count. It then states every property offered must have a separate completed Enclosure 1 tab.

Is it acceptable to put all the same bedroom units (per size) under the same tab regardless of the actual property location?

Please refer to Question 27 above.

32. For Exhibit C- Furnishing requirements, is it acceptable if one bedroom units have stoneware/flatware for 4 or is a 6 person setting still required?

Four settings are acceptable for one-bedroom units.

33. Do we need to have all minimum (5) apartments at each property available on exactly February 11th? Or, if they are available within February, but a few days later than the 11th can we also include those?

All units must be available for occupancy on February 11, 2025. Prior to execution of leases, an updated request for availability will be sent to awarded offerors in order of lowest price to highest price until the requirement is fulfilled.

34. Do we need to present all apartments to house all 350 service members as part of our bid? Or, once we have a qualifying apartment building with fixed pricing, will we just work with those properties each month to build on the apartments that are available that subsequent month?

All units are needed on February 11, 2025; however, it is not anticipated that the requirement will be met by one complex or one offeror. It is anticipated this will be a multiple award solicitation. Offerors should offer as many units as they have available to meet the current occupancy need.

35. Re: the spreadsheet tab for Security Requirements. Is this something that will be noted by the contracting officer, or is there something that the property needs to provide? It looks like it will be determined as a pass/fail by contracting?

Yes, this will be determined by the Government in a separate process. The offeror should still state if they believe the requirement is Met/Not Met.

36. I have not had properties include studio apartments. Are studio apartments available to include as 1 bedrooms?

No, studios are not acceptable.

37. The period of the contract stated is Feb 11, 2025-February 11, 2028. Is pricing required for the third year? The offer form only requires monthly pricing for year 1 and year 2.

The period stated in the above question is the period that leases under this solicitation can be awarded. Leases under this solicitation are for up to 2 year time periods. That is to say, leases of up to a total term of 2 years can be awarded at any point during the 3 year solicitation period, so only 2 years of rental rates are required.

38. Apartment communities in the Portland area have limited parking. One parking space per apartment is the industry standard. Would you consider changing the parking requirement?

No. One space per bedroom is required.

39. What will the process be for future requirements? What is process for new task order beyond Feb 11?

As new requirements are received, a request for availability will be emailed to all previously awarded lessors under the solicitation and award will be made from lowest price to highest price based on availability until the requirement is fulfilled.

40. After 11-month term what is the criteria for awarding future leases and renewals.

Renewals will be based on if there is a continuing need for the apartments at the end of the initial 11-month term. Future leases will be executed as new requirements develop.

41. Is there a minimum number of rooms needed by the 11 Feb date, or is it still 355? So far I've successfully located over 200+ rooms, but inventory is tight in general, even tighter due to the contract requirements.

As stated in the solicitation, the initial requirement for approximately 355 is needed beginning 11 FEB 2025.

42. In the solicitation there is a minimum of 5 units per property. If the property is across the street from another property we are offering, could the minimum amount encompass 2-3 properties, especially if it is the same management company?

Yes, and the government may combine offers to reach 5 bedrooms in a complex. The number of units available should not preclude submission.

43. I have a property that I need to know if it will be allowed in the map. I would appreciate it unless there is a map change, of you not sharing the specifics of the property we found. 7128 Northwest 159th Ave., Portland 97229

We are not sure why there is that indentation on the red line instead of straight down and the property is possibly right beyond that indentation but out of bounds. Would you look up the address I just listed and let me know if it will be allowed. I think it would be worth it to you to allow a slight map change, but either way need to know.

All units must be within the delineated area as outlined in Enclosure 2 of the solicitation.

The delineated are will not be changed. This property is not within the delineated area.

44. Will housekeeping be needed, and if so, how often: Monthly? or When an occupant moves out to prep for a new move-in? Essentially a turn over.

No. Please refer to Question 4 above for change of occupancy cleaning requirements.

45. How often do you anticipate a turn over occurring? Monthly? Quarterly?

As stated in Exhibit B of the solicitation.

Lessor shall supply new Hypo-Allergenic Pillows as required per occupant on Exhibit “C,” Unit Furnishings, upon notice from Government there is a change of occupant.

Upon Government request, Lessor shall replace other linens (such as towels and bed linens) upon change of occupant(s). Any bedroom linens that are replaced must be unstained, laundered since the last use, unblemished, and contain no previous repairs

46. Will the government pay for unoccupied apartments?

Yes, payment is not tied to occupancy. For example, there may be periods during the lease term that a unit remains unoccupied due to occupant turnover for which the government would still pay for the unit until the new occupant moves in. So long as the government has leased the unit, the government will pay for it, whether it is occupied or not, pursuant to the lease terms.

47. Will the government want all units on day 1 or will there be a gradual pick up of all apartments?

All units are needed for occupancy beginning on February 11, 2025.

48. Will the government award multiple awards? Or is this an all or nothing award?

It is anticipated that multiple awards will be made as a result of this solicitation.

All offers that are technically acceptable will be sent award letters from this solicitation.

Leases will be awarded to offers meeting the requirements of the solicitation starting with the lowest average rental per bedroom for each unit configuration for all two years as

49. Are garden style apartments out of the question?

Garden style apartments are acceptable for submission.

50. Will the contract be for consecutive time? Will the government assign a number of months, for instance, 6 months and then vacate and not come back for 6 months?

Or is this 3 years for all 36 months that the government will keep these apartments.

The occupancy of each lease will be consecutive.

51. Apartment communities typically do not provide prime leases but they do provide a lease for each apartment. Will you want that instead? This will not have the utilities and furnishing included as that is what we handle in house. Will that suffice?

Yes.

52. When do you anticipate an award date?

Current anticipated award date is January 28, 2025.