The USDA Seeks to Lease Office and Related Space in Mountain City, Johnson County, Tennessee

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is a Lessor's Annual Cost Statement. It is used to collect detailed information on the estimated annual costs of services, utilities, and ownership furnished by a lessor as part of rental consideration for government leases. The form is intended to help the General Services Administration (GSA) determine fair market value for leased space.

Section I - Estimated Annual Cost of Services and Utilities:

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

Section II - Estimated Annual Cost of Ownership Exclusive of Capital Charges:

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

Lessor's Certification: Requires 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 costs associated with providing the leased space and services. This information is crucial for the government's evaluation of rental charges and overall lease value. The instructions provide detailed guidance on how to compute rentable area and estimate costs for various services and ownership expenses.

Solicitation / RFP / RFQ

This document is a cover letter for a Request for Lease Proposal (RLP) for USDA Service Center space in Mountain City, Johnson County, Tennessee. It serves as a posting notice on SAM.gov.

Bidders are instructed to use the enclosed RLP package, which includes the draft Lease and all attachments, to submit their initial proposal for office and related space. Attention should be paid to the Government's requirements and evaluation criteria.

Not specified in this cover letter.

• Submission Deadline: Proposals must be submitted by 4:30 PM EASTERN on Thursday, April 16, 2025.

• Submission Method: Submit complete lease proposal packages using the forms provided with the RLP package.

• Submission Point of Contact: USDA Lease Contracting Officer/ Senior Realty Specialist Shannon Schoening at SHANNON.SCHOENING@USDA.GOV.

• Evaluation: Bidders should pay particular attention to how the Government will evaluate and determine lease award.

• Offerors are required to be registered in SAM (System for Award Management) when submitting an offer and at the time of award, in accordance with FAR 52.204-7(b)(1).

• Bidders must outline any exceptions to the solicitation package separately in their proposal. Exceptions may put the proposal in a less competitive position.

• Any legal counsel review of the lease language should be completed prior to submitting the final proposal, as changes cannot be requested after submission.

• Unauthorized contact with individuals other than the designated Lease Contracting Officer is prohibited and may jeopardize the procurement.

• The RLP package number is 57-47091-26-FA.

Solicitation / RFP / RFQ

This document provides solicitation provisions for the simplified acquisition of leasehold interests in real property. It outlines instructions for offerors, definitions, and procedures for submitting proposals, modifications, and revisions.

• Proposals must be submitted on prescribed Government forms or copies thereof.

• Offers must be signed, with erasures or changes initialed.

• For partnerships, the names of partners must be included.

• The Government intends to award a lease to the responsible offeror whose proposal represents the best value.

• The Government reserves the right to reject any or all proposals.

• Proposals and modifications must be submitted in paper media in sealed envelopes or packages, unless other methods are permitted.

• Late proposals and revisions will generally not be considered unless received before award and meeting specific conditions related to mailing or delivery.

• Offerors may submit proposals that depart from stated requirements, but must clearly identify deviations and their comparative advantage to the Government.

• The Government intends to evaluate proposals and award a lease without discussions, but reserves the right to conduct discussions if deemed necessary.

• Proposals may be rejected if prices are materially unbalanced.

• Offerors are required to be registered in the System for Award Management (SAM) at the time of award and maintain registration throughout contract performance.

• Offerors must provide their unique entity identifier and EFT indicator, if applicable.

• Specific representations and certifications are required, including those related to security prohibitions and exclusions, and business operations in Sudan and Iran.

• The document includes provisions related to facsimile proposals, parties to execute a lease, and system for award management requirements.

Solicitation / RFP / RFQ

This Request for Lease Proposals (RLP) seeks offers for a lease of general-purpose office and related space in Mountain City, Tennessee. The government will award a lease to the responsible offeror whose proposal conforms to the RLP requirements and is the lowest priced technically acceptable offer.

• Location: City Limits of Mountain City, Tennessee.

• Space Size: Minimum 2,230 ABOA SF, Maximum 2,342 ABOA SF (Rentable not to exceed 2,782 RSF).

• Building Quality: Modern, sound, and substantial construction with a facade of stone, marble, brick, or stainless steel, in good condition and acceptable to the Lease Contracting Officer (LCO).

• Parking:

  • 1 reserved, on-site surface parking space for official government vehicles.
  • 10 reserved, on-site surface parking spaces for producer/visitor parking (within 300 feet of public entrance).
  • 7 non-reserved parking spaces for employee use (within 1.25 walkable miles of employee entrance).

• Lease Term: Total 10 years (120 months), with an initial firm term of 5 years (60 months).

• Termination Rights: 120 days' written notice.

• Additional Requirements: Turnkey Tenant Improvements with Post Award DIDs. Space may reflect non-USDA partners where NRCS provides workspace. Space must be in a professional office environment, free from living quarters, and subleases are not acceptable.

• Accessibility: First-floor space preferred. If above ground floor, at least one accessible elevator required. Government access 24/7, with normal operating hours Monday-Friday 6:00 AM to 6:00 PM.

• Compliance: Must meet Government requirements for fire safety, accessibility, seismic, and sustainability. A fully serviced lease is required. Space must not be in a 1-percent-annual chance floodplain.

• Contract Type: Lease.

• Period of Performance: 10 Years (120 Months) total, with a 5-year (60 Months) initial firm term.

• Estimated Value: Not stated.

• Submission Deadline: Offers must be received no later than 4:30 PM EASTERN on Thursday, April 16, 2026.

• Submission Method: Via email to SHANNON.SCHOENING@USDA.GOV. Offers sent by mail or hand delivery must be received by the deadline. Email offers received after the deadline may be deemed late unless evidence shows receipt by the government infrastructure prior to the deadline.

• Evaluation Criteria: Lowest Price Technically Acceptable Approach.

• Proposal Contents: Detailed list of required documents including GSA Form 3626, Supplemental Lease Requirements, Agency Specific Requirements, USDA IOD ADP and Wiring Guidelines, USDA Facility Signage Guide, Security Requirements, GSA Form 3517A, Tenant Improvement Cost Summary Workbook, Seismic Forms, CAD files, GSA Form 1217, GSA Form 12000, and evidence of Energy Star label or statement on energy efficiency improvements.

• NAICS Code: 531120 (Exception).

• Small Business Size Standard: Refer to SBA website.

• HUBZone: HUBZone small business concerns may waive the price evaluation preference.

• The document references GSA Form 3626, Supplemental Lease Requirements, and GSA 3517A General Clauses.

• Specific requirements for seismic safety, energy independence, fire protection, and life safety are detailed.

• Offerors are cautioned against using Federal agency names in their entity name.

Form / Attachment / Pricing Sheet

This document, GSA Form 3626 (Rev. 10/21), is a U.S. Government Lease for Real Property (Short Form). It serves as an offer form for potential lessors to complete and submit to the government for leasing real property. It outlines the terms and conditions of the proposed lease.

• Section A: Location and Description of Premises: Details the physical location, size (rentable square footage), and type of space offered (General Office, Warehouse, etc.).
• Section B: Term: Specifies the lease duration, including firm term and any renewal options. It also notes the government's right to terminate the lease with prior written notice.
• Section C: Rental: Outlines the rental payment structure, including annual rent, monthly rate, and breakdown for building shell, operating rent, and tenant improvements. It also specifies that rent will not be adjusted for changes in real estate taxes or operating costs.
• Section D: Owner Identification and Certification: Requires the offeror to provide their identification and certify their interest in the property.
• Part II - Award: This section is to be completed by the Government upon acceptance of the offer, finalizing the lease agreement.

Potential bidders (lessors) must complete Sections A, C, and D of this form to submit an offer. The information provided in these sections will form the basis of the lease agreement if the offer is accepted. Bidders should carefully review the terms related to the lease term, rental rates, and any specific requirements mentioned in the referenced Request for Lease Proposals (RLP) and other attachments.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT B - SUPPLEMENTAL LEASE REQUIREMENTS," outlines detailed specifications and requirements for a leased space. It serves as an addendum to a lease agreement, providing specific standards for construction, tenant improvements, utilities, services, and additional terms and conditions.

• General Terms, Conditions, and Standards: Definitions, authorized representatives, waiver of restoration, novation, asbestos, vacant premises adjustments, and entity name.
• Construction Standards and Shell Components: Requirements for work performance, use of salvaged materials, wood products, adhesives, sealants, building shell specifications, means of egress, fire sprinkler and alarm systems, energy independence, elevators, demolition, accessibility, ceilings, doors, windows, partitions, insulation, painting, floors, mechanical/electrical/plumbing systems, and drinking fountains.
• Tenant Improvement Components: Details on tenant improvements (TIs), pricing, finish selections, window coverings, doors (suite entry, interior), hardware, partitions, painting, floor coverings, HVAC, electrical distribution, telecommunications, and lighting for TIs.
• Utilities, Services, and Obligations: Provision of services, access, normal hours, utilities, HVAC, overtime HVAC, janitorial services, maintenance of finishes, identity verification, Randolph-Sheppard compliance, indoor air quality, radon in air/water, hazardous materials, mold/water intrusion, and occupant emergency plans.
• Additional Terms and Conditions: Security requirements, modified lease paragraphs, and rental consideration.

This document is crucial for potential bidders as it defines the technical and performance standards for the leased space. It details the specific requirements for construction, materials, systems (HVAC, electrical, fire safety), and finishes that the Lessor must adhere to. Understanding these requirements is essential for accurately pricing proposals, assessing feasibility, and ensuring compliance with government standards for leased facilities.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT C - AGENCY SPECIFIC REQUIREMENTS," details specific requirements for a leased space in Mountain City, Johnson County, Tennessee, beyond the general lease terms. It outlines the Lessor's responsibilities for various aspects of the leased premises, including room schedules, concept design, finishes, tenant improvements, physical security, and specific room requirements like the ADP/IT Server Room.

• Room Schedule and Description: Specifies the types and approximate sizes of spaces required, including private offices, open workstations, conference rooms, break rooms, public-facing waiting areas, and secure storage.
• Concept Design, Room Descriptions and Finishes: Details requirements for private offices (acoustics, lighting, data), open office layouts, conference rooms (capacity, AV, acoustics), breakrooms (appliances, plumbing), public-facing waiting areas (security, signage), and secure storage.
• Tenant Improvements: Outlines requirements for data and telecommunications, mailboxes, depository drop boxes, signage, fire protection, cipher locks, and parking lot maintenance.
• Shell Costs: Defines what is included in the building shell and occupant areas, and required features to be included in shell costs, such as accessibility compliance and parking lot paving.
• Physical Security Requirements: Details specifications for hardened customer service counters, entrance door chimes, duress/panic buttons, intrusion detection systems, emergency lockdown procedures, space compartmentalization, perimeter doors and locks, emergency exit doors, and protection for exterior utilities.
• CEC Space (OCIO) and ADP Guidelines: Specifies requirements for the ADP (IT Server) Room, including telecommunications, electrical power, plumbing, flooring, and security.

This document is crucial for potential bidders (Lessors) as it defines the specific build-out and operational requirements for the leased space. It details the standards, materials, and functionalities the Lessor must provide, directly impacting the cost and feasibility of bidding on the opportunity. Understanding these requirements is essential for preparing an accurate and compliant proposal.

Form / Attachment / Pricing Sheet

This document, "ADP and Wiring Guidelines Version 3.0," provides detailed specifications and requirements for Automated Data Processing (ADP) rooms and associated wiring and cabling within USDA facilities. It serves as a guide for ensuring proper installation, configuration, and maintenance of IT infrastructure.

• Electrical Requirements: Specifies dedicated circuits for ADP equipment, UPS circuits, and general office space circuits, including voltage, amperage, and grounding standards.
• Cabling Standards: Outlines requirements for data cabling (Category 6 or higher), copper cable installation, and data fiber cable installation, including connector types and certification.
• Physical Space Requirements: Details guidelines for ADP room size, temperature and humidity control, fire suppression, security, and shared space.
• Demarcation Points: Defines requirements for telecommunication demarcation points and pathways.
• LAN/WAN/Voice Cabinets: Specifies requirements for network cabinets, wiring, and patch panels.
• CEC Space Guidelines: Provides guidance on space allocation for CEC staff, offices, and managers.

Bidders responding to opportunities involving IT infrastructure, network installation, or facility build-outs should consult these guidelines to understand the specific technical standards, materials, and physical requirements mandated by the USDA for ADP and wiring. Adherence to these guidelines will be critical for successful proposal development and project execution.

Form / Attachment / Pricing Sheet

This document, "Facility Signage Guide" (Exhibit E), provides comprehensive guidelines for the development and implementation of exterior and interior signage and wayfinding systems for USDA facilities. Its purpose is to establish a consistent USDA image, welcome visitors and staff, define USDA as a destination, and provide clear orientation and direction within USDA facilities.

• Signature Lockups: Mandates the use of specific USDA Symbol and Department name combinations for all facility signage. Prohibits the use of the USDA Symbol without the Department name and specifies that only lockups supplied by USDA's Office of Communications are acceptable.
• Color: Details the official colors for the USDA symbol (dark blue PMS 288, dark green PMS 343) and the Department name (black). It also outlines reproduction options in one or three colors, and on colored backgrounds.
• Clearance Space, Proportions, and Placement: Defines requirements for clear space around signature lockups to ensure visibility and consistency. It specifies that signature lockups should be placed at the top of signage and provides examples for free-standing, monumental, and building-mounted signage.
• Signage Types: Provides specific guidance and examples for various signage types, including:
  • Free-Standing Signage
  • Monumental Signage
  • Building-Mounted Signage
  • Directional Signage
  • Office Room Signage (for USDA and Non-USDA facilities)
  • Building Directory (for USDA and Non-USDA facilities)
• ADA Compliance: States that all USDA interior facility signage designating a permanent room or space must be ADA compliant. It directs users to www.ADA.gov for the latest standards and guidelines.
• DC/Metro Requirements: Notes that facilities in the Washington, DC, metropolitan area must comply with special DC/Metro signage requirements, with contact information for the Office of Operations (OAO).

This guide is crucial for any vendor involved in the design, production, or installation of signage for USDA facilities. It outlines mandatory branding, design, and placement requirements that must be adhered to. Bidders must ensure their proposals and deliverables align with these specifications to meet contract requirements. It also highlights the need for ADA compliance and adherence to specific regional requirements.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT F - SECURITY REQUIREMENTS - FACILITY SECURITY LEVEL I," outlines the security requirements for the leased facility. It details specific security measures and standards that the Lessor must implement and maintain as part of the building shell, which are to be priced accordingly.

• Definitions: Clarifies terms like "Critical Areas."
• Facility Entrances, Lobby, Common Areas, Non-Public, and Utility Areas: Specifies requirements for employee access control (key or PACS), public restroom access control, securing critical areas (mechanical, janitorial, electrical, etc.), and visitor access control.
• Interior (Government Space): Addresses identity verification and the potential for a formal key control program.
• Sites and Exterior of the Building: Covers regulatory signage posting and landscaping requirements to minimize concealment opportunities.
• Security Systems: Details requirements for alarm systems, Video Surveillance Systems (VSS), Intrusion Detection Systems (IDS), and duress alarms, including compliance with FAR 52.204-25.
• Structure (Building Systems): Includes requirements for emergency generator protection.
• Operations and Administration: Outlines the Lessor's cooperation with the Facility Security Committee (FSC) and controls for access to building information.
• Cybersecurity: Prohibits connecting building access control systems to federal IT networks and details measures for assessing and responding to cybersecurity incidents, encouraging specific cyber protection measures.

Bidders should review these security requirements to understand the scope of work related to facility security. The costs associated with implementing and maintaining these security measures are to be included as part of the building shell pricing. This document is crucial for accurately estimating proposal costs and ensuring compliance with government security standards.

Forms / Attachments / Pricing Sheets

This document, labeled "EXHIBIT G LEASE NO. 57-47091-26-FA", outlines the General Clauses for the acquisition of leasehold interests in real property at or below the Simplified Lease Acquisition Threshold (SLAT). It details various clauses incorporated by reference, including those from the Federal Acquisition Regulation (FAR) and the General Services Acquisition Regulation (GSAR).

• Definitions: Clarifies terms used in the solicitation/lease.
• Property Maintenance and Inspection: Outlines lessor responsibilities for property upkeep and government inspection rights.
• Fire and Casualty Damage: Details procedures in case of damage or destruction of the leased property.
• Default by Lessor: Specifies conditions constituting default and the government's remedies.
• Changes: Allows the Lease Contracting Officer to direct changes to tenant improvements, security, or services, with provisions for equitable adjustments to the lessor.
• Compliance with Law: Requires the lessor to comply with all applicable Federal, state, and local laws.
• Safeguarding of Information Systems: Mandates basic safeguarding requirements for covered contractor information systems.
• Payment Terms: Details payment procedures, including confirmation of space measurement and adjustments for delivered square footage.
• Incorporated Clauses: Lists numerous FAR and GSAR clauses covering security, identity verification, subcontracting, price reductions, equal opportunity, drug-free workplace, assignment of claims, electronic funds transfer, and disputes.

This exhibit is crucial for potential lessors as it defines the contractual terms, obligations, and rights governing the lease. Bidders must review these clauses to understand their responsibilities regarding property maintenance, compliance, security, payment, and potential changes or defaults. It provides a comprehensive overview of the legal and operational framework for the lease agreement.

Forms / Attachments / Pricing Sheets

This document is an Excel spreadsheet titled 'TENANT IMPROVEMENTS COST SUMMARY (TICS)' (Version Feb. 2026). It serves as a template for estimating construction costs, broken down by Masterformat CSI divisions. It distinguishes between Tenant Improvements (TI) and Shell costs, and also includes sections for Building Specific Amortized Capital Costs (BSAC).

• TICS Sheet: Provides a structured cost summary by CSI division, differentiating between TI and Shell work. It includes fields for material and labor costs, quantities, units, hours, and labor rates. It also calculates subtotals for trade costs, construction costs, lessor's costs, and the total price to the government.
• INPUT Sheet: Contains fields for project-specific information such as lease/project number, location, ABOA square footage, and various fees (General Contractor, A/E, Lessor's Project Management). This sheet is designed to auto-populate the TICS worksheet.
• SHELL Sheet: Defines 'Shell' construction components according to GSA standards, outlining what is typically included in a base building shell.
• INSTRUCTIONS Sheet: Provides guidance on how to use the TICS worksheet, including filling out light blue fields, understanding TI vs. Shell costs, and detailing material and labor breakdowns.
• BSAC Sheet: A dedicated section for estimating Building Specific Amortized Capital Costs, often related to security improvements.

This document is crucial for bidders to understand the cost breakdown and estimation process for the opportunity. It outlines how costs for tenant improvements and shell work are to be presented. Bidders will likely need to use or reference this template to provide their own cost proposals, especially for the "INPUT" sheet which requires project-specific details and fee structures. The "SHELL" definition clarifies the baseline building condition. All cost-related fields in the TICS sheet are currently populated with 0.0, indicating that specific project costs need to be entered by the user.

Forms / Attachments / Pricing Sheets

This document, "EXHIBIT I RLP OFFER ATTACHMENT - SEISMIC OFFER FORMS," provides a series of forms (A through F) that offerors must complete to demonstrate seismic compliance for buildings associated with a lease opportunity. These forms are required as part of the pre-award submittals and, in some cases, post-award.

• Seismic Form A: Certificate of Seismic Compliance for Benchmark Buildings.
• Seismic Form B: Certificate of Seismic Compliance for Existing Buildings, requiring evaluation against Life Safety Performance Level using RP 8 and ASCE/SEI 31.
• Seismic Form C: Pre-award Commitment for Building Retrofit (Part 1) or New Construction (Part 2), requiring identification of the engineer and commitment to specific seismic standards (ASCE/SEI 41 for retrofit, applicable building codes for new construction).
• Seismic Form D: Offeror's Representation of Exemption from Seismic Standards, for buildings meeting specific criteria in moderate or high seismicity areas.
• Seismic Form E: Certificate of Seismic Compliance for Retrofitted Buildings (post-award).
• Seismic Form F: Certificate of Seismic Compliance for New Buildings (post-award).
• Definitions for "Engineer," "ASCE/SEI 31," "ASCE/SEI 41," "Seismic Certificate," and "RP 8" are provided.

Offerors must carefully review these forms and instructions to understand the seismic compliance requirements for the building they propose. Completion and submission of the appropriate forms, along with supporting documentation and engineer certifications, are critical for demonstrating compliance and for the government's acceptance of the leased space. Failure to meet seismic standards may require a commitment to retrofit.

Form / Attachment / Pricing Sheet

This document, GSA Form 12000 (May 2015), titled "PRELEASE FIRE PROTECTION AND LIFE SAFETY EVALUATION FOR AN OFFICE BUILDING," is a form that potential offerors must complete. It is used to evaluate the fire protection and life safety features of an offered office building space.

• Part A: To be completed by the Offeror or their representative for spaces below the 6th floor. It includes sections for:
  • Building Address and General Building Information (identifying offered space square footage, total floors, and reentry points).
  • Other Uses in Building (e.g., Restaurants, Laboratories, Storage, Retail, Parking Garage).
  • Automatic Fire Sprinkler System (questions on installation and maintenance).
  • Fire Alarm System (questions on installation, components, age, notification methods, and maintenance).
  • Exit Signs & Emergency Lighting (questions on installation and functionality).
  • Elevators (questions on presence, communication systems, and smoke detection recall).
• Part B: To be completed by a professional engineer for spaces on or above the 6th floor (details not shown in provided pages).
• Fundamental Code Requirements: Outlines evaluation criteria based on the most recent edition of building and fire codes, with specific reference to NFPA 101, Life Safety Code for egress requirements.
• Offeror's Statement: A section for the Offeror to attest to the accuracy of the provided information.

Bidders must complete and submit this form as part of their proposal or offer. The information provided will be used to assess the suitability of the proposed office space regarding fire protection and life safety standards. Failure to provide accurate and complete information may impact the evaluation of the offer.