4TN0371 - Request for Lease Proposal Package, Nashville, TN

Form / Attachment / Pricing Sheet

This document is GSA Form 1364, "Proposal to Lease Space." It is a standard government form used to solicit proposals for leasing space. Bidders are expected to complete and submit this form as part of their proposal.

• Sections for detailed information about the proposed leased space, including location, size, and amenities.
• Fields for pricing, lease terms, and proposer information.
• Instructions for completion are provided within the form.

This form is critical for any bidder intending to propose space for lease. It outlines the specific information the government requires to evaluate lease proposals. Accurate and complete submission of this form is necessary for a compliant and competitive offer.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is the Lessor's Annual Cost Statement. It is used to collect detailed information on the estimated annual costs of services, utilities, and ownership that a lessor incurs and expects to be reimbursed as part of the rental consideration for leased space. This form is crucial for the government's determination of fair market value when acquiring space by lease.

Section I - Estimated Annual Cost of Services and Utilities: This section requires the lessor to itemize costs for:

• Cleaning, Janitor, and/or Char Service (Salaries, Supplies, Contract Services)
• Heating (Salaries, Fuel, System Maintenance)
• Electrical (Current, Bulb Replacement, Special Equipment Power, System Maintenance)
• Plumbing (Water, Supplies, System Maintenance)
• Air Conditioning (Utilities, System Maintenance)
• Elevators (Salaries, System Maintenance)
• Miscellaneous (Building Engineer/Manager, Security, Taxes, Lawn Maintenance, Other)

Section II - Estimated Annual Cost of Ownership Exclusive of Capital Charges: This section requires the lessor to itemize costs for:

• Real Estate Taxes
• Insurance (Hazard, Liability, etc.)
• Building Maintenance and Reserves for Replacement
• Lease Commission
• Management

Lessor's Certification: A section for the lessor to certify the accuracy of the entered costs.

Bidders responding to a solicitation that requires this form must accurately complete it to provide the government with a clear understanding of the lessor's cost basis. This information directly influences the negotiation of rental charges and ensures that the proposed lease rates are consistent with prevailing scales and reflect the actual costs of providing services, utilities, and maintaining the property. Failure to provide accurate and complete information may impact the evaluation and negotiation of lease proposals.

Forms / Attachments / Pricing Sheets

This document contains a series of seismic offer forms (Forms A through F) and related instructions for offerors responding to a Request for Lease Proposals (RLP). These forms are used to certify a building's seismic compliance.

• Forms A-D (Pre-Award):
  • Form A: Certificate of Seismic Compliance - Benchmark Building.
  • Form B: Certificate of Seismic Compliance - Existing Building.
  • Form C: Building Retrofit or New Construction Pre-Award Commitment (Part 1 for retrofit, Part 2 for new construction).
  • Form D: Offeror's Representation of Exemption from Seismic Standards.
• Forms E-F (Post-Award):
  • Form E: Certificate of Seismic Compliance - Retrofitted Building.
  • Form F: Certificate of Seismic Compliance - New Building.
• Definitions: Clarifies terms such as 'Engineer,' ASCE/SEI standards, Seismic Certificate, and RP 8.
• Instructions: Details which forms are pre-award or post-award and who is responsible for completing them (Offeror or Offeror's engineer).

Offerors must use these forms to demonstrate their building's compliance with seismic standards as required by the RLP. The specific form(s) required will depend on whether the building is existing, new, being retrofitted, or potentially exempt. The engineer's certification and supporting documentation are critical components of the offer submission.

Solicitation / RFP / RFQ

This document, "SOLICITATION PROVISIONS (For Simplified Acquisition of Leasehold Interests in Real Property)," outlines the instructions and terms for potential offerors responding to a solicitation for leasehold interests in real property. It details the definitions of key terms, procedures for amendments, proposal submission, modification, revision, and withdrawal, and the criteria for lease award.

• Proposal Submission: Proposals must be submitted on prescribed forms, signed, and may be submitted via paper media, facsimile, or other methods permitted by the solicitation. Specific instructions regarding the format and content of proposals are provided.

• Late Proposals: Strict guidelines are provided for the submission of late proposals and revisions, with specific conditions under which they may be considered.

• Deviations: Offerors must clearly identify any deviations from the stated requirements and explain why the proposed deviation would be advantageous to the Government.

• Data Restriction: Procedures are outlined for offerors to mark and restrict the disclosure and use of proprietary data included in their proposals.

• Award Basis: The Government intends to award a lease to the responsible offeror whose proposal represents the best value, based on evaluation factors and subfactors outlined in the solicitation.

• Discussions: The Government may evaluate proposals and award a lease without discussions, meaning initial proposals should contain the best terms. However, the Government reserves the right to conduct discussions if deemed necessary.

• Deadlines: Offerors must adhere to the exact time specified for receipt of offers. Late submissions are generally not considered unless they meet specific exceptions.

• Evaluation: Proposals will be evaluated to determine the best value. The Government may reject any or all proposals.

• System for Award Management (SAM): Offerors are required to be registered in SAM at the time of award and maintain registration throughout contract performance. Specific instructions are provided for obtaining a unique entity identifier and verifying SAM registration.

• Security Prohibitions and Exclusions: Offerors must represent compliance with provisions related to security prohibitions and exclusions, including those concerning covered telecommunications equipment/services, FASCSA orders, business operations in Sudan, and Iran sanctions.

• This document incorporates several standard provisions, including 552.270-1, 552.270-3, 52.215-5, 552.270-35, 52.204-6, and 52.240-90.

• Offerors are advised to consider processing times for SAM registration.

Lease Agreement

This document is a lease agreement (Lease No. GS-07P-LTN02984) between the Lessor and the United States of America, represented by the General Services Administration (GSA). It outlines the terms and conditions for leasing a property.

• Premises: Describes the office and related space, including rentable square feet (RSF) and ANSI/BOMA Occupant Area (ABOA) square feet. Specific details are referenced in Exhibit A.

• Lease Term: The lease term is for 10 years, with 8 years firm. The commencement date and termination rights will be specified in a Lease Amendment upon substantial completion and acceptance of the space.

• Rent and Consideration: Details the annual rent, payable in monthly installments, broken down into Shell Rent, Operating Costs, Tenant Improvements Rent, Building Specific Amortized Capital (BSAC), and Parking. Specific rates are indicated as $XXX,XXX.XX and $XX per RSF/ABOA SF.

• Tenant Improvement Allowance (TIA): A TIA of $73.10 per ABOA SF is available for the Government to use for Tenant Improvements (TIs). This amount is amortized in the rent over the Firm Term.

• Building Specific Amortized Capital (BSAC): A BSAC of $12.00 per ABOA SF is available for security-related improvements, also amortized in the rent.

• Broker: PUBLIC PROPERTIES, LLC is identified as the authorized real estate Broker.

• Termination Rights: The Government may terminate the lease, in whole or in part, with at least 90 days' prior written notice, effective after the Firm Term.

• Documents Incorporated: Several documents are attached and made part of the lease, including Floor Plans, Parking Plans, Agency Requirements, Security Requirements, Security Unit Price List, GSA 3517A General Clauses, Seismic Form, and Revision(s) to Lease.

• The document details extensive requirements for design, construction, and post-award activities, covering aspects like:

  • Construction documents and schedules
  • Tenant Improvement components (finishes, doors, partitions, painting, flooring, etc.)
  • Building shell requirements (HVAC, electrical, plumbing, fire safety systems)
  • Energy Independence and Security Act (EISA) requirements
  • Accessibility standards
  • Indoor air quality during construction and occupancy
  • Hazardous materials and mold prevention

• Lessor is responsible for providing all utilities necessary for base building and tenant operations.

• Specific requirements are outlined for heating, air conditioning, janitorial services, and snow removal.

• The Lessor is responsible for maintaining the premises, including finishes, and addressing issues like asbestos, mold, and water intrusion.

• Identity verification of personnel with access to Government space is required.

• The Lessor is responsible for project management, including design and construction coordination.

This lease agreement provides a comprehensive overview of the property being leased, the financial terms, and the extensive construction and maintenance standards. Potential bidders involved in property development, construction, or facility management related to this opportunity should review the detailed requirements for Tenant Improvements, Building Shell, and ongoing services to understand the scope of work and associated obligations.

Solicitation / RFP / RFQ

This Request for Lease Proposals (RLP) seeks proposals for a lease in Nashville, TN. The Government will evaluate proposals to select an Offeror for award of a lease.

• Space Type: Office

• Size: 2,678 Square Feet (ABOA)

• Parking: 6 Reserved Parking Spaces (5 surface, 1 structure)

• Lease Term: 10 Years Initial Full Term, 8 Years Initial Firm Term

• Location: Specific geographic boundaries within Nashville, TN are defined.

• Building Requirements: Modern quality building, sound construction, acceptable facade materials. If not new, must have undergone or will complete modernization. Space must be on the second floor or above, contiguous on one floor, and not adjacent to high public interaction tenants. Building cannot be owned by entities involved with cannabis activity. Space subject to security assessment. Irregularly shaped spaces are not considered.

• Security: Pricing for security requirements is detailed, based on Facility Security Level (FSL).

• Energy Efficiency: Buildings must generally have an ENERGY STAR® label, with specific exceptions and requirements for energy efficiency improvements.

• Seismic Safety: Compliance with Seismic Standards is required, with various options for demonstrating compliance (e.g., Benchmark Building, Tier I/II/III Evaluation, commitment to retrofit, new construction).

• Historic Preservation: Compliance with Section 106 of the National Historic Preservation Act is required.

• Contract Type: Fully serviced lease.

• Rent: Based on proposed rental rate per Rentable Square Foot (RSF), limited by maximum ABOA SF. Rent includes property financing, insurance, taxes, management, profit, basic building systems, and common area buildout. Tenant Improvements (TI) and Building Specific Amortized Capital (BSAC) are separate.

• Tenant Improvements (TI) Allowance: $73.10 per ABOA SF.

• Building Specific Amortized Capital (BSAC) Amount: $12.00 per ABOA SF.

• Offer Submission: Must be submitted electronically via RSAP (https://leasing.gsa.gov).

• Due Date: April 2, 2026, by 5:00 PM CT.

• Evaluation: Offers will be evaluated based on price and technical acceptability. A present value price evaluation will be performed.

• Award: Award will be made to the responsible Offeror whose offer conforms to requirements and is the lowest priced technically acceptable offer.

• NAICS Code: 531120 (Exception).

• HUBZone: A HUBZone small business concern may elect to waive the price evaluation preference.

• The document includes a list of RLP documents (attachments) such as Agency's Requirements, Security Requirements, various GSA forms, and representation clauses.

• Brokerage commission and commission credit details are provided.

Forms / Attachments / Pricing Sheets

This document, "F. 3517A General Clauses (Simplified) (Dec. 2025)", outlines the standard general clauses applicable to leases of real property at or below the Simplified Lease Acquisition Threshold (SLAT). It serves as a foundational document for lease agreements, detailing the terms and conditions that govern the relationship between the Lessor and the Government.

• Clause Numbering and References: Lists clauses by number and corresponding 48 CFR (Federal Acquisition Regulation) or GSAR (General Services Acquisition Regulation) references.
• Clause Titles: Provides the title for each listed clause.
• Deviations Noted: Many clauses indicate "(DEVIATION)", signifying modifications or exceptions to standard FAR/GSAR text.
• Incorporated Clauses: Includes clauses that are incorporated by reference, meaning their full text is not provided but they are legally binding.
• Specific Clause Content: Details key clauses such as Definitions, Maintenance of Property, Fire and Casualty Damage, Inspection – Right of Entry, Default by Lessor, Payment, Integrated Agreement, Changes, Compliance with Applicable Law, and Basic Safeguarding of Covered Contractor Information Systems.
• Lessor/Government Fields: Includes spaces for Lessor and Government identification, indicating it's a template for a lease agreement.

Potential bidders responding to a solicitation that includes this document should carefully review all listed clauses. Understanding these general clauses is crucial for:

• Assessing Responsibilities: Identifying the Lessor's obligations regarding property maintenance, repairs, compliance with laws, and handling of damages or defaults.
• Understanding Government Rights: Recognizing the Government's rights to inspect, access, and potentially terminate the lease under specific conditions.
• Compliance Requirements: Ensuring awareness of requirements related to information security, personnel, and subcontracting.
• Contractual Framework: Recognizing that these clauses form the core contractual terms for the lease, impacting operational and financial considerations.

Form / Attachment / Pricing Sheet

This document is FAR Clause 52.204-24, "Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)". It requires offerors to represent whether they provide or use "covered telecommunications equipment or services" as defined by Section 889 of the National Defense Authorization Act. This representation is crucial for compliance with federal procurement regulations.

• Prohibition Overview: Details the restrictions under Section 889(a)(1)(A) and (B) against procuring or obtaining equipment, systems, or services that use covered telecommunications equipment or services as a substantial or essential component or critical technology.
• Definitions: Clarifies terms such as "backhaul," "covered telecommunications equipment or services," and "critical technology."
• Offeror Representation: Requires offerors to state whether they will provide covered telecommunications equipment or services to the Government and whether they use such equipment or services in their operations.
• Disclosure Requirements: If an offeror represents that they will provide or do use covered equipment/services, they must provide detailed disclosures, including:
  • Entity that produced the equipment/service.
  • Description of the equipment/service (brand, model, etc.).
  • Explanation of the proposed use and its permissibility under the prohibition.
  • For services, the Product Service Code (PSC) may be required.
• SAM.gov Check: Directs offerors to check the System for Award Management (SAM) for excluded parties.
• Signature Block: Includes a section for the offeror or authorized representative to sign and date.

Bidders must carefully review this clause and accurately complete the representation. Failure to provide accurate information or non-compliance with the prohibition can impact eligibility for award. The required disclosures, if applicable, will need to be prepared in advance and submitted with the offer.

Form / Attachment / Pricing Sheet

This document, GSA Form 12000 (May 2015), is a "Prelease Fire Protection and Life Safety Evaluation for an Office Building." It is used to assess the fire safety and life safety features of a building offered for lease by the government. It consists of two parts:

• Part A: To be completed by the Offeror or their representative for spaces below the 6th floor. It includes questions on general building information, other uses, automatic fire sprinkler systems, fire alarm systems, exit signs, emergency lighting, and elevators.

• Part B: To be completed by a professional engineer for spaces on or above the 6th floor. It requires a detailed narrative report evaluating the building's fire protection and life safety systems, including specific attention to the offered space and any deficiencies.

• Part A: Yes/No/N/A questions covering building address, general information (floors, square footage), other uses, sprinkler systems (installation, maintenance), fire alarm systems (installation, notification, maintenance), exit signs, emergency lighting, and elevators (communication, recall).

• Part B: Requires a detailed narrative report addressing general information, occupancy classifications, building construction, vertical openings, means of egress, automatic fire suppression systems, fire alarm systems, and elevators. It also requires identification of deficiencies and recommended corrective actions.

• Offeror's Statement: Attestation of the accuracy of the provided information.

• Statement of Fire Protection Engineer: Attestation by the professional engineer of their assessment.

• Offeror's Statement of Correction: Attestation by the Offeror that any required work to bring the space into compliance will be completed at their expense.

This form is critical for bidders offering office space to the government. It outlines the minimum fire protection and life safety standards required. Bidders must ensure their offered space and the building it is located within meet these requirements, or be prepared to address any deficiencies identified. The completed form, particularly Part B, will be reviewed by the GSA Regional Fire Protection Engineering Office.

Form / Attachment / Pricing Sheet

This document outlines the "Security Requirements - Facility Security Level II" for a leased space. It details specific security measures and standards that the Lessor must implement and maintain. This document is crucial for bidders to understand the security obligations associated with the leased property, which will impact the overall cost and operational considerations of the opportunity.

• Definitions: Clarifies terms like "Critical Areas" and "Design-Basis Threat (DBT)".
• Facility Entrances, Lobby, Common Areas, Non-Public, and Utility Areas: Covers employee access control, screening requirements, accommodation of mixed-use space, public restroom access, securing critical areas (mechanical, janitorial, electrical, telecom rooms), visitor access control, and restrictions for primary vertical load members.
• Interior (Government Space): Addresses identity verification and formal key control programs.
• Sites and Exterior of the Building: Includes requirements for signage, landscaping (to minimize concealment), HAZMAT storage, placement of receptacles/containers, and parking.
• Security Systems: Details requirements for security system testing and maintenance, video surveillance systems (VSS), intrusion detection systems (IDS), duress alarms, and overall security systems design, including cybersecurity measures.
• Structure: Outlines requirements for ground floor windows and emergency generator protection.
• Operations and Administration: Covers facility security committee cooperation, access to building information, and construction security plans.
• Cybersecurity: Prohibits connecting to federally-owned IT networks and outlines procedures for handling cybersecurity incidents, encouraging specific cyber protection measures.

Bidders must carefully review these security requirements to understand the full scope of responsibilities and potential costs associated with securing the leased facility. Compliance with these requirements, including the implementation of various security systems and protocols, will be a critical factor in the overall cost proposal and operational plan. The document specifies which items are the Lessor's obligation (often designated as "SHELL") and which may be priced as Amortized Capital (BSAC) or included in operating rent.

Form / Attachment / Pricing Sheet

This document is a Commission Agreement between a Lessor (property owner) and Public Properties, LLC (Broker) concerning the representation of the United States of America (Tenant) for a lease of office space. It outlines the terms of the broker's commission.

• Commission Rate: 4% of the shell and operating rent for the initial non-cancelable term of the Lease.
• Commission Earning: Earned upon lease execution and payable at lease award.
• Aggregate Lease Value Definition: Includes initial full service rental (base rent, operating costs, real estate taxes) and any fixed annual rental bumps/escalations during the initial term.
• Exclusions from Aggregate Lease Value: Rental abatements (other than Commission Credit), annual rental escalations for operating expenses/taxes, additional tenant services, commissions on option periods or terms beyond the firm term, and amortization of tenant improvement allowance/BSAC.
• Warranties: Both parties warrant they have not dealt with other brokers.
• Indemnification: Parties agree to indemnify each other against claims from other brokers.
• Confidentiality: Agreement not to disclose confidential financial information.
• Liability: Each party is responsible for foreseeable direct damages; Broker's liability is capped at the commission received.
• Entire Agreement: This document supersedes all prior agreements.
• Modification: Requires a written instrument signed by both parties.

This document is crucial for Lessors responding to the Request for Lease Proposal (RLP) 4TN0371. It clearly defines the commission structure and payment terms that will apply if a lease is awarded. Understanding these terms is essential for Lessors when calculating their overall costs and profitability for the opportunity.

Form / Attachment / Pricing Sheet

This document is a unit price list for security countermeasures related to a lease agreement (FSL II). It is intended to be filled out post-award by the Lessor to quote unit prices for security items identified in the lease, as detailed in the final Design Intent Drawings (DIDs) and Construction Documents (CDs). These unit costs are subject to negotiation before a 'Notice To Proceed' for security improvements.

• The spreadsheet lists various security requirements categorized under Facility Entrances, Interior (Government Space), Sites and Exterior, Security Systems, Structure, Operations and Administration, and Cybersecurity.
• For each item, bidders need to input 'Unit Price' and 'Quantity' for Building Specific Amortized Capital (BSAC) items (highlighted in light blue). The total cost for each row will be calculated automatically.
• Items marked as 'Priced in Shell', 'Priced in Tenant Improvements', or 'Government Provided' are for alignment with 'Security Standards' and should not be priced on this document. Costs for these items should be included on a separate 'TICS' form if provided.
• Instructions are provided for calculating lease-specified overhead fees on the BSAC amount.

While this form is primarily for post-award use by the Lessor, bidders should review the listed security countermeasures to understand the potential scope and cost implications of security requirements associated with the lease opportunity. It provides insight into the types of security features that may be required and how their costs are to be itemized and negotiated.