Short Term Office Rental in Hidalgo County, Edinburg or McAllen, TX

Form / Attachment / Pricing Sheet

This document is a vendor checklist designed to assist bidders in preparing their quotes for a short-term rental space opportunity. It outlines the required documentation and minimum characteristics for the office space.

Required Information/Documentation:

• Active SAM.gov registration with a UEI number.
• Physical address of the proposed space.
• Office space layout and pictures (including parking).
• Verification of vendor's ability to provide the space (or letter of intent if third-party space).
• Acknowledgement of lease finalization within five days of award.
• Confirmation that the space will be move-in ready by July 1, 2026, with no renovations needed.
• Inclusion of ATTACHMENT 2 - PRICING SHEET.
• Provision of Past Performance documentation (if applicable).

Minimum Technical Characteristics for Office Space:

• Size: 8,000 to 10,200 square feet.
• Location: Edinburg or McAllen, Hidalgo County, Texas.
• Building Standards: Meets International Building Code for office occupancies (HVAC, finishes, restrooms).
• Accessibility: ADA compliant with easy public access.
• Control: Sole access and control for USDA agencies (FSA, NRCS, RD).
• Security: Lockable exterior doors, adequate parking lot lighting, designated handicap parking.
• Parking: Minimum 15 visitor spaces, 25 employee/government vehicle spaces, and area for 3 trailers (approx. 15'x8').
• Lease Term: Base year (12 months) with four 12-month option periods (max 5 years).
• Occupancy: Desired start date of July 1, 2026.
• Utilities: Access to telephone and internet (procured separately by Government).
• Configuration: Minimum 10 private offices (120 sq ft each), workspace for 7 additional staff, 900 sq ft storage, conference room (min 10 people), server room (min 100 sq ft), front desk reception with secure barrier.
• Restrooms: Minimum four stalls (at least 2 per gender).
• Pricing: Must include janitorial, all triple net costs, and all utilities in the firm-fixed monthly price.

Desired Characteristics (Not Required):

• Inclusion of a Break Room.

Bidders must use this checklist to ensure their proposal includes all necessary documentation and that their proposed space meets all mandatory minimum requirements. Failure to meet these requirements may result in disqualification. The checklist also prompts for additional technical capability information.

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

To procure a short-term rental office space for the USDA Farm Service Agency, Natural Resources Conservation Service, and Rural Development in Edinburg or McAllen, Texas (Hidalgo County) to ensure continued service delivery to USDA customers.

• Provide office space between 8,000 and 10,200 square feet.
• Location must be within Edinburg or McAllen city limits, Hidalgo County.
• Space must meet International Building Code requirements for office occupancies (HVAC, flooring, walls, ceilings, restrooms).
• Must be ADA compliant and provide public access.
• Must provide sole access and control to the USDA agencies.
• Adequate security with exterior doors that lock.
• Parking for a minimum of 15 visitors and 25 employees/government vehicles, including designated handicap spaces and adequate lighting. An area for 3 trailers (approx. 15 ft L x 8 ft W) is also required.
• Desired occupancy to begin on July 1, 2026.
• Access to telephone and internet service (government will procure separately).
• Include a minimum of ten (10) private offices (120 sq ft each).
• Include additional workspace for 7 staff in an open area.
• Include a conference room for at least 10 people.
• Include storage space of at least 900 sq ft (300 sq ft per agency).
• Include a server room of at least 100 sq ft.
• Include a front desk reception with a secure barrier.
• Include at least four (4) bathroom stalls (2 per gender) for employee and customer use.
• Quotes must include janitorial, triple net costs, and all utilities.
• Desired characteristic: Break Room.

Not explicitly detailed, but general requirements for space, security, and accessibility must be met.

• Base year of 12 months with four possible 12-month option periods (not to exceed 5 years).

• Edinburg or McAllen, Texas (Hidalgo County).

• Contractor must be registered with SAM.gov prior to quoting.

• Security: Contractor employees must undergo identity proofing (FBI fingerprint check) and a Tier 1 or higher background investigation. The contractor is responsible for the cost of fingerprints; the government covers the FBI check and background investigation cost. Timeliness of investigation is not guaranteed.

• Restrictions Against Disclosure: Contractor must maintain strict confidence of all government-furnished information and not divulge it without authorization. Personnel must comply with AGAR clause 452.224-70 (Confidentiality of Information), Privacy Act of 1974, and other relevant acts.

• Organizational Conflicts of Interest: Contractor must avoid, neutralize, or mitigate conflicts of interest as per FAR Subpart 9.5.

• Insurance: Not Applicable.

• Mandatory Contractor Training: Not Applicable.

• Invoicing: Must be submitted electronically through the Invoice Processing Platform (IPP) system. Billing occurs in arrears.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to procure a short-term office rental in Hidalgo County, Texas. The Farm Service Agency (FSA), Natural Resources Conservation Service (NRCS), and Rural Development (RD) require this space to provide uninterrupted service to USDA customers. This announcement is the sole solicitation, and no separate written solicitation will be issued.

• Office Space Size: Minimum 8,000 sq ft, Maximum 10,200 sq ft.

• Location: Within Edinburg or McAllen, Hidalgo County, Texas city limits.

• Building Code Compliance: Must meet International Building Code for office space occupancies (HVAC, Flooring, walls, ceilings, restrooms).

• Accessibility: ADA compliant with easy public access.

• Security: Sole access and control for USDA agencies, exterior doors must lock, adequate parking lot lighting.

• Parking: 15 visitor spaces, 25 employee/government vehicle spaces, designated handicap spaces. Parking area must accommodate three (3) trailers (approx. 15ft L x 8ft W).

• Private Offices: Minimum of ten (10) private offices, each at least 120 sq ft.

• Open Area Workspace: Accommodate 7 additional staff.

• Conference Room: Capacity for a minimum of 10 people.

• Storage Space: At least 900 sq ft total (300 sq ft per agency).

• Server Room: At least 100 sq ft.

• Reception Area: Front desk with a secure barrier.

• Restrooms: At least four (4) bathroom stalls (at least 2 per gender).

• Utilities: Access to telephone and internet service (to be procured separately by the Government).

• Costs: Quotes must include janitorial, all triple net costs, and all utilities in the firm-fixed price rental.

• Desired Characteristic: Breakroom.

• Contract Type: Firm-fixed price.

• Period of Performance: Anticipated occupancy July 1, 2026 – June 30, 2027 (base year), with four (4) one-year option periods. Total duration not to exceed five (5) years.

• Submission Requirements: Physical address, office space layout and pictures, verification of space provision (or letter of intent if third-party space), finalized lease within 5 days of award.

• Evaluation Criteria: Lowest price technically acceptable (LPTA). Technical acceptability will be rated "acceptable" or "unacceptable." Past performance will also be evaluated.

• Key Deadlines:

  • Questions Due: June 3, 2026, 1:00 PM ET
  • Quotes Due: June 10, 2026, 10:00 AM ET

• Set-Aside: 100% Small Business Set Aside.

• Registration: Contractors must be registered with System for Award Management (SAM.gov) prior to quoting.

• The space must be move-in ready by July 1, 2026, and not rented to anyone else prior to award.

• No renovations will be needed to meet the stated requirements.

• Deposits are prohibited.

• Invoicing will be through the Treasury Department's Invoice Processing Platform (IPP system).

• Attachment 2 - Pricing Sheet and Attachment 3 - Statements of Work are referenced.

• Attachment 4 - Vendor Checklist must be submitted with the quote.

Form / Attachment / Pricing Sheet

This document is a pricing sheet for short-term office rental space in Edinburg, Texas, associated with solicitation 12FPC426Q0035. It is intended for bidders to provide their pricing for the rental services.

• CLINs (Contract Line Item Numbers): Includes CLINs for a Base Year and four Option Years.
• Description: Specifies "Short Term Rental" for the Base Year and "Option Year X" for subsequent years.
• Quantity: 12 Months for each CLIN.
• Unit of Issue: Months.
• Monthly Price: All monthly prices are listed as $0.0.
• Annual Total Price: All annual total prices are listed as $0.0.
• Total: The overall total is listed as $0.0.

Bidders are required to complete and submit this pricing sheet as part of their proposal. The sheet outlines the structure for pricing the short-term rental services over a potential five-year period (base year plus four option years). However, all prices are currently indicated as $0.0, which may require bidders to input their actual proposed costs.