VISN 12 Real Estate Broker Services

Solicitation 36C25220Q0571 Amendment #0003         

The purpose of this amendment is to provide list of questions received from interested vendors and their corresponding answers

See CONTINUATION page for specific details.           

SOLICITATION 36C25220Q0574

AMENDMENT 0003

August 17h, 2020

Project: VISN 12 Brokerage Services Contract

Amendment 0003 hereby incorporates the following clarifications/change(s) into the solicitation package.

1. The following is a list of questions received from interested vendors regarding this solicitation and the corresponding answers. Answers are highlighted in bold red.
    
   Question #1: Solicitation states that each IDIQ contract awarded will not exceed maximum value of $1,500,000. What is VA’s projected portfolio to be supported? Our suggestion would be establishing a total IDIQ value for VA and not per awardee. Limiting each awardee in this manner may unintentionally limit VA's flexibility. As an example, if one awardee is more successful than the others and reaches the $1.5M threshold early in the IDIQ's PoP and the other awardees don't participate in a meaningful way, VA will have no options to have their needs met. Similarly, if awardees in the competitive pool loose SDVOSB eligibility, or simply do not respond to task orders, VA will be limited by an awardee’s contract ceiling threshold.
    
   A: The VA has performed risk analysis associated with this particular contract method and structure and is aware of potential shortcomings and risks.
    
   Question #2: What is the initial training required? What are the impacts/timing as related to COVID as this requirement states in-person?
    
    A: The intention of the initial training is to familiarize vendors with VA leasing and acquisition processes. At the time of the writing of these requirements COVID-19’s full impact and effect on in-person meetings and gatherings was not fully known. Given the current and ongoing impact of the COVID-19 pandemic a virtual training will be the preferred method for the initial training. The initial training requirements have been amended to not require in-person training, this will be adapted to a virtual training instead. 
    
   Question #3: Typically, contractor provided Quality Control Plans are provided in response to and support of the Government’s Quality Assurance Surveillance Plan (QASP). Please confirm this is the requirement and would be submitted post award.
    
   A: Yes, this requirement will be required to adhere and support the Government’s Quality Assurance Surveillance Plan and will be submitted post-award.
    
   Question #4: There are no issues with the inclusion of providing VA with delegation request documentation in the list of services/tasks, but contractors do not have access to upload to GREX and submit delegation requests and it is recommended this be removed from the table.
    
   A: This task will only be applicable if the Government specifically requests contractors to perform it, as referenced in the table on page 40 of the solicitation document. The VA does not anticipate requiring this function at this time, but it may possibly become necessary during the performance period, at which time the VA will work with awardees to ensure they have the necessary GREX access needed.
    
   Question #5: Will all IDIQ awardees be required to respond to all subsequent Task Order RFPs with a proposal?
    
   A: Pursuant to FAR 16.505(b), the VA is required to provide each awardee a fair opportunity to be considered for each Task Order. While active participation is encouraged, awardees will not be required to provide proposals for every Task Order RFP. Active, consistent participation is expected and encouraged for all awardees. However, no awardees will be absolutely mandated to provide a proposal for Task Orders if they determine they cannot realistically perform the requirement at a fair and reasonable price.
    
   Question #6: How will VA conduct price evaluation across the varying size ranges for commissions? Are hypothetical projects being used for each size to compare across offerors and determine price reasonableness or some other method?
    
   A:  Proposals will be evaluated based on the best value to the Government, price and technical aspects will be considered in accordance with FAR 13.
    
   Question #7: Why did the Great Lakes Region issue a separate solicitation outside of the anticipated national RFP?
    
   A: The VISN 12 Great lakes Region has determined a locally procured contract specifically for brokerage services within the VISN 12 area was in the best interest of the Government.
    
   Question #8: Will there be a CLIN opportunity to pay directly for post award project management services?
    
   A: All costs for services will be included in the commission.
    
   Question #9: Will the VA pay for travel and training or is it the expectation that the contractor will pay all expenses out of commission dollars?
    
   A: Separate, specific payments for travel and training will not be paid out. Commission rates are expected to cover all required expenses incurred in the performance of this contract, including travel and training.
    
   Question #10: What is the process by which the VA will assign individual Task Orders to the contractors?
    
   A: Individual task orders will be solicited and evaluated using Fair Opportunity Procedures. See Section III: Scope, Heading I “Fair Opportunity Procedures” on page 8 of the Solicitation document. Contractors will have opportunity to submit pricing and technical proposals in accordance with fair opportunity procedures set forth in FAR 16.505.
    
   Question #11: Page 9 of the RFQ states that VA may elect to pay for all or a portion of enumerated scope on a fee basis.  In what instances has the VA elected to do so in the past?
    
   A: This will be the first Broker Services contract for the VISN 12 region. As such, there are no past examples of this practice.
    
   Question #12: Is all information expected to be submitted on a single-volume CD? Are any digital/electronic copies needed? Alternatively, can the response be sent digitally on an e-mail communication instead?
    
   A: All required proposal information except for past performance questionnaires are required on a single-volume CD, with a single PDF file for technical information and a single PDF file for the price information, each indexed and bookmarked. Three (3) copies of a physical CD containing this information shall be delivered to the VA at the designated address by 4:30 PM CST on the day of solicitation deadline, per Section V: Proposal Submission Requirements. Digital only responses will not be accepted.
    
   Question #13: How does the VA currently handle lease administration?
    
   A: Currently all lease administration efforts in the VISN 12 area are completed by VA acquisition employees.
    
   Question #14 : Section ID talks about multiple award contracts. How many vendors is the VA contemplating for this region?
    
   A; The VA is intending to award ideally to at least three SDVOSB businesses, however there is no particular limit to the number of vendors.
    
   Question #15: Is the prime expected to upload all data into G-REX?
    
   A: This task will only be applicable if the Government specifically requests contractors to perform it, as referenced in the table on page 40 of the solicitation document. The VA does not anticipate requiring this function at this time, but it may possibly become necessary during the performance period, at which time the VA will work with awardees to ensure they have the necessary GREX access needed.
    
   Question #16: Can you provide a list of all the sites in the current portfolio for this region along with annual rents?
    
   A: We do not have this information compiled at this time. We can give a general expectation that many new lease actions for real property will have an overall value of between $500,000 - $1,000,000.00. We do anticipate having some new lease requirements during this period for values between $300,000 - $500,000 as well.
    
    
    
    
    
    
    
2. Proposal due date has NOT changed since original solicitation posting.
    

1. PROPOSAL DUE DATE/TIME shall remain Wednesday, August 19th, 2020 at 4:30 p.m. local time (Milwaukee, WI).

Solicitation 36C25220Q0574 Amendment #0002                 

The purpose of this amendment is to extend the proposal deadline from the original date of Monday, August 17th 2020 to Wednesday, August 19th 2020.    

Amendment 0001 hereby incorporates the following clarifications/change(s) into the solicitation package.

A. Question submittal deadline: An error in the initial solicitation indicated submitted questions were due no later than August 17th, 2020, the same day as the original proposal deadline. This was in error and not intended. The intention of a question deadline is to allow enough time for the Government to review and publicly post all questions received and their corresponding answer, so the deadline is meant to occur prior to actual proposal deadline.

For clarification the actual question deadline is NOT August 17th, 2020. The actual question deadline is Wednesday, August 12th, 2020 by 4:30 PM Central Standard Time (CST). All submitted questions must be received by the deadline to guarantee and answer and public posting of response. All questions must be submitted via e-mail in writing to Contracting Officer Scott Cole at scott.cole3@va.gov.

B. An error in the Exhibit 8 Document, Past Performance Client Questionnaire, listed the correct e-mail address for questions (scott.cole3@va.gov) but the wrong point of contact name. The document has been updated to correctly refer to Contracting Officer Scott Cole as the appropriate point of contact for questions. The correct e-mail address contact is still scott.cole3@va.gov.

C. Proposal due date has NOT changed since original solicitation posting.

1.) PROPOSAL DUE DATE/TIME is Monday, August 17th, 2020 at 4:30 p.m. local time (Milwaukee, WI).

Amendment 0001 hereby incorporates the following clarifications/change(s) into the solicitation package.

A. Question submittal deadline: An error in the initial solicitation indicated submitted questions were due no later than August 17th, 2020, the same day as the original proposal deadline. This was in error and not intended. The intention of a question deadline is to allow enough time for the Government to review and publicly post all questions received and their corresponding answer, so the deadline is meant to occur prior to actual proposal deadline.

For clarification the actual question deadline is NOT August 17th, 2020. The actual question deadline is Wednesday, August 12th, 2020 by 4:30 PM Central Standard Time (CST). All submitted questions must be received by the deadline to guarantee and answer and public posting of response. All questions must be submitted via e-mail in writing to Contracting Officer Scott Cole at scott.cole3@va.gov.

B. An error in the Exhibit 8 Document, Past Performance Client Questionnaire, listed the correct e-mail address for questions (scott.cole3@va.gov) but the wrong point of contact name. The document has been updated to correctly refer to Contracting Officer Scott Cole as the appropriate point of contact for questions. The correct e-mail address contact is still scott.cole3@va.gov.

C. Proposal due date has NOT changed since original solicitation posting.

1.) PROPOSAL DUE DATE/TIME is Monday, August 17th, 2020 at 4:30 p.m. local time (Milwaukee, WI).

NCO 12 Contract for Broker Support Services. Location of

performance includes Wisconsin, Illinois, Michigan Upper

Peninsula, and Northwestern Indiana. Please review PWS and

Price Schedule for deliverables and pricing.

The Department of Veteran Affairs (VA) provides space for VA employees and clients for medical and medically-related services, as well as research, warehouse and administrative offices. The Veterans Health Administration (VHA) Network Contracting Offices (NCOs) conduct lease procurements of space below VA’s prospectus threshold of $1 million in average annual unserviced rent within each NCO’s respective region. NCOs also administer leases procured by VA’s Office of Construction & Facilities Management.

B. VHA Contracting Officers (COs) wish to utilize the services of real estate brokers for leasing projects. Broker services are essential to leasing support in that they provide expertise in market analysis and commercial real estate transactions and financing; conduct data and documentation analysis, organization, assembly, and storage; and increase efficiency.