REQUEST FOR PROPOSAL; HMIS RFP# 386369 - Warehouse Space to Replace 2101M; Rev. 01

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Request for Lease Proposal (RLP) No. 386369 for warehouse space to replace 2101M. It clarifies details about the lease term, space requirements, services, and submission process.

• Occupancy Date: The March 2025 occupancy date is an estimate; a new build would be approximately 2-3 years from contract award. The minimum lease term is 10 years, with options for additional years.
• Space Size: The ideal space is between 30,000 and 215,000 square feet.
• Services: The requirement is for a full-service commercial lease, including janitorial, utilities, taxes, and maintenance. Janitorial services for warehouse areas are limited to emptying office trash cans and cleaning restrooms, not general floor cleaning.
• Utilities: A single, firm fixed monthly price for all aspects is preferred. Actual utility billing is not preferred; however, methods to adjust for market volatility in operating expenses may be proposed.
• Termination Clause: The 180-day rolling termination clause is negotiable after award.
• Offer Due Date: Extended to January 15, 2026.

Several aspects of the solicitation have been clarified, including the flexibility of the occupancy date, the scope of janitorial services, and the preferred method for handling utilities. The offer due date has been extended. The EOI process mentioned is independent of this RLP.

Amendment / Modification

This addendum (001) to Solicitation Number 386369 - Warehouse Space to Replace 2101M makes the following changes:

• Proposal Due Date: Revised to January 15, 2026, at 2:00 PM. This affects Sections: Cover Letter and A.3 Proposal Submittal.

• Occupancy Date: Revised to March 1, 2026. This affects Section: Cover Letter.

• Draft Subcontract - Janitorial Services: Article XXII, Section A is revised to clarify that janitorial services apply to office, restroom, breakroom, and administrative areas. Warehouse janitorial services will include emptying office trash cans from Storekeeper cubicles and normal cleaning of warehouse restrooms, but will not include sweeping of warehouse floors.

• Attachment 1 - Questions and Answers: This addendum includes Attachment 1, which contains Questions and Answers related to the solicitation.

• Solicitation: Cover Letter, A.3 Proposal Submittal

• Draft Subcontract: Article XXII – Janitorial Services A)

• The Proposal Due Date has been extended to January 15, 2026, at 2:00 PM.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure additional warehousing space and minimal office space to support an exit strategy from an on-site government-owned warehouse.

• Provide a minimum of 30,000 sq ft to a maximum of 215,000 sq ft of contiguous, single-floor warehouse space.

• Include a minimum of 4 acres of fenced laydown yard with option to expand, capable of supporting semi-truck traffic.

• Provide a minimum of 5,000 sq ft of office space (not necessarily on a single floor).

• Warehouse space must have a minimum 20' clear ceiling height, with options for loading docks and sprinkler systems.

• Laydown yard requires gravel surface, lighting, and parking for personnel and semi-trucks.

• Facility requirements include janitorial services, utilities, highway accessibility, kitchen, restroom, shower(s), elevator (if multi-floor), print/copy room, IT room, and ability to install Hanford proximity readers, HLAN, and wired access points.

• Space must not be in a FEMA 100-year flood plain and must meet federal, state, and local requirements for fire safety, physical security, accessibility, and sustainability.

• Work must be performed in accordance with HMIS subcontract requirements, operating policies, and procedures.

• Subcontractor must ensure adequate protection for employees, the public, and the environment, complying with all applicable laws, regulations, and directives.

• Quality assurance designation: Quality Level G - Q Level 0 - GS.

• Place of performance is within the area bounded by Stevens Drive (North), Interstate 182 (South), Columbia River (East), and Highway 240/Kingsgate (West).

• Work hours are typically Monday-Thursday, 6:00 a.m. to 4:30 p.m., with a one-half hour unpaid lunch. Work outside normal hours requires coordination and approval.

• Subcontractor personnel require a Buyer-issued security badge (minimum two days advance notice for badging).

• Subcontractor must maintain training records and ensure all required training is completed prior to work.

• No access authorization or security clearance is required.

• Subcontractor must participate in a Project Kickoff Meeting after award.

• Subcontractor must interface with HMIS Procurement Specialist and designated BTR for technical guidance and surveillance.

Form / Attachment / Pricing Sheet

This document is the GSA Form 1364WH, "Proposal to Lease Space," used for submitting lease proposals in response to a Warehouse Request for Lease Proposals (RLP). It collects detailed information about the offered premises, including physical characteristics, space details, and pricing.

Section I - Description of Premises: Collects information on building description, address, size (floors offered, total rentable space, square footage for general purpose, warehouse, or other), live floor load, measurement method, year of renovation, building age, site size, ceiling height, loading docks, dock heights, truck turning radius, and electrical specifications.

Section II - Space Offered and Rates: Details ANSI/BOMA office area, rentable square feet, common area factor, and various cost components such as build-out costs, amortization terms, annual rent per square foot (RSF) and per ANSI/BOMA office area (ABOA) square foot, operating costs, and total rate/square foot. It also includes sections for step rent, parking availability, and whether the rental rate includes RLP-required parking.

Section III - Lease Terms and Conditions: Covers initial lease term, renewal options, offer expiration, commissions, tenant improvement fee schedule, additional financial aspects (like vacant premises adjustments, utilities, janitorial, trash removal, HVAC overtime), free rent, and a section for listing attachments.

Section IV - Owner Identification and Certification: Requires information on the recorded owner and the offeror, including name, address, and contact details, along with a certification that the offeror has read the RLP and agrees to the terms.

Lease Proposal Data (Page 5): Gathers information on the offeror's interest in the property, flood plains, seismic safety, historic preference, asbestos-containing material, fire/life safety, accessibility, and ENERGY STAR® status. It also includes an option for HUBZone SBC Offerors to waive the price evaluation preference.

This form is essential for any vendor intending to propose a lease space. Bidders must accurately complete all relevant sections to provide a comprehensive and compliant proposal. The details entered directly impact the evaluation of the offer, including the proposed rent, lease terms, and the overall suitability of the space for government requirements. Failure to complete the form accurately or completely may result in disqualification.

Amendment / Modification

This document is an Addendum to the Lease that incorporates Federal Acquisition Regulation (FAR) 52.204-25, "PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)".

• Definitions: Clarifies terms such as "Backhaul," "Covered foreign country," "Covered telecommunications equipment or services," and "Critical technology."
• Prohibition (Section 889(a)(1)(A) & (B)): Details the prohibition on procuring, obtaining, extending, or renewing contracts for equipment, systems, or services that use covered telecommunications equipment or services as a substantial or essential component or as critical technology. This prohibition applies from August 13, 2019, for procurement and August 13, 2020, for entity use.
• Exceptions: Lists specific exceptions to the prohibition, including services connecting to third-party facilities (backhaul, roaming, interconnection) and telecommunications equipment that cannot route user data traffic or permit visibility into user data.
• Reporting Requirement: Outlines the contractor's obligation to report any identified covered telecommunications equipment or services used in their systems, including specific information and timelines for reporting to the Contracting Officer and the DoD's dibnet.dod.mil website.
• Subcontracts: Requires contractors to insert the substance of this clause into subcontracts and other contractual instruments.

This addendum imposes new requirements and prohibitions related to the use of specific telecommunications and video surveillance equipment and services. Bidders must ensure their proposals and any proposed equipment/services comply with these regulations, including understanding the reporting requirements and any applicable exceptions or waivers. Failure to comply could impact contract award or performance.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is a Lessor's Annual Cost Statement used by the General Services Administration (GSA) to gather estimated annual costs of services, utilities, and ownership for leased properties. It is used in the Government's determination of fair market value for rental space.

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

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

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

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

Lessor's Certification: Requires the lessor to certify that the entered amounts are their best estimate of annual costs.

This form is crucial for potential bidders responding to a GSA solicitation that requires cost breakdowns for leased space. Bidders must accurately complete this form to provide the necessary financial information for GSA's evaluation of rental charges and fair market value. It helps GSA understand the lessor's cost basis for the services and utilities provided as part of the rental consideration.

Solicitation / RFP / RFQ

This document is a Request for Lease Proposal (RFLP) from Hanford Mission Integration Solutions, LLC (HMIS) for warehouse space to replace the existing 2101M facility. This is in support of the Hanford Mission Essential Services Contract (HMESC) with the U.S. Department of Energy, Richland Office.

• Lease proposals are requested for warehouse space.

• The space should be suitable for Safeguard and Security Facility functions.

• The anticipated occupancy date is March 2025.

• Tenant Improvements to be borne by the Lessor and Lessee are to be detailed.

• The lease term is expected to be 10 years, with options for additional years if upfront pricing is provided.

• The lease may be structured as a base term plus optional terms (e.g., 5-year base + 5-year option).

• The contract type is Firm Fixed Price.

• Questions or comments are due by December 15, 2025.

• Proposals are due by December 29, 2025, at 12:00 PM.

• Proposals must be submitted via email.

• Award will be made to the Offeror who is considered the Lowest Price Technically Acceptable (LPTA).

• Proposals will be screened using pass/fail evaluation factors.

• The award is anticipated to be made to the lowest price per square foot for the initial 10-year lease term.

• The North American Industry Classification System (NAICS) Code is 531120 (Lessor of Nonresidential Building, except Mini-warehouses).

• The size standard for small business determination is $34 Million.

• Offerors must certify their socioeconomic size status.

• All completed RFLP Exhibits and Attachments must be returned with the proposal.

• Offerors must provide all information requested in Volume I (Technical Proposal) and Volume II (Required Price Support Information).

• Offerors must acknowledge and accept the Draft Lease Agreement or propose alternate language.

• Offerors must be registered or willing to register in the Hanford Vendor Portal and SAM.gov.

• The document includes numerous exhibits requiring specific information and certifications from offerors.