X1DB--Madison County VA Clinic RLP New Lease in Edwardsville, IL

Amendment / Modification

• The proposal response due date for Solicitation Number 36C25525R0004 (Madison County VA Clinic RLP New Lease in Edwardsville, IL) has been extended to October 14, 2025, by 4:30 PM Central Time.

• Exhibit E.1 3517B General Clauses has been added to the RLP package under Attachments. This exhibit was mistakenly omitted from the original upload.

• Proposal due date

• Attachments (addition of Exhibit E.1 3517B General Clauses)

• The deadline for proposal submissions has been extended to October 14, 2025.

Form / Attachment / Pricing Sheet

This document, "Exhibit E.1_3517B General Clauses Feb. 2025.pdf", contains the General Clauses applicable to the acquisition of leasehold interests in real property. It outlines various clauses that will be incorporated into a lease agreement.

The document is structured by category, listing specific clause numbers, their corresponding 48 CFR references, and the title of each clause. Categories include:

• General
• Performance
• Payment
• Standards of Conduct
• Adjustments
• Audits
• Disputes
• Labor Standards
• Small Business
• Cybersecurity

Key clauses cover definitions, subletting and assignment, successors bound, subordination, statement of lease, default by lessor, inspection rights, delivery and condition, maintenance, fire and casualty damage, compliance with law, alterations, acceptance of space, prompt payment, assignment of claims, and various other requirements related to contractor conduct, small business utilization, and cybersecurity.

Bidders should review these general clauses to understand the standard terms and conditions that will govern any lease agreement resulting from this opportunity. This includes understanding obligations related to property maintenance, payment terms, default provisions, and compliance with various regulations. Familiarity with these clauses is crucial for preparing a compliant and competitive proposal.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is an "Annual Cost Statement" for lessors. It is used to collect estimated annual costs of services, utilities, and ownership for leased space. Bidders may need to provide this information as part of their proposal or lease negotiation.

Section I - Estimated Annual Cost of Services and Utilities:

• Cleaning, Janitor, and/or Char Service
• Heating (including fuel type)
• Electrical
• Plumbing
• Air Conditioning
• Elevators
• Miscellaneous (Building Engineer/Manager, Security, Social Security Tax, Lawn Maintenance, etc.)

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 signature and date from the Owner or Legal Agent.

This form requires lessors to detail their operating costs. This information is crucial for the government to determine fair market value for leased space and to evaluate the overall cost-effectiveness of a proposal. Bidders should understand how these costs are itemized and may need to provide their own estimates or verify the lessor's figures.

Form / Attachment / Pricing Sheet

This document, GSA Form 12000 (Rev. 5/2011), is a "Prelease Fire Protection and Life Safety Evaluation for an Office Building." It is used to assess the fire safety compliance of a proposed office space. The form has two parts:

• Part A: To be completed by the Offeror for spaces below the 6th floor.

• Part B: To be completed by a professional engineer for spaces on or above the 6th floor.

• Part A includes questions on building address, general information (floors, square footage), other uses, automatic fire sprinkler systems, fire alarm systems, exit signs, emergency lighting, and elevators.

• Part B requires a detailed narrative report from a professional engineer covering 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.

• Both parts require an "Offeror's Statement" or "Fire Protection Engineer Statement" and an "Offeror's Statement of Correction" if deficiencies are found.

This form is critical for bidders proposing office space. It outlines the specific fire protection and life safety criteria that the offered space must meet. Bidders must ensure their proposed space complies with these requirements or be prepared to address any identified deficiencies. The evaluation of this form directly impacts the suitability and acceptance of the offered space.

Form / Attachment / Pricing Sheet

This document, "Exhibit C.3_ Tenant Improvement Cost Summary.xlsx", is a spreadsheet intended to provide a detailed breakdown of costs associated with tenant improvements (TI) and shell construction for the opportunity VA255-18-R-0517. It serves as a template for bidders to input and calculate project costs.

• Tenant Improvements Cost Summary (TICS): Details costs categorized by Masterformat CSI divisions, distinguishing between Tenant Improvement (TI) and Shell (**) costs. It includes subtotals for trade costs, construction costs, lessor's costs, and the final price to the government.
• Impact Sheet: Analyzes the cost impact of various project elements and potential upgrades or repairs.
• Project Classification: Assigns cost proportions based on project focus (e.g., General Repair, Fire Safety, Accessibility).
• Input Project Info: Contains fields for essential project data such as Agency, Location, ABOA SF, and allows for input of General Contractor Fee and Lessor's Overhead and Profit percentages or lump sums.
• Instructions: Provides guidance on filling out the TICS table, differentiating between Shell and TI costs, and detailing material and labor breakdowns.

Bidders must use this document to understand the cost structure expected for the project and to input their own cost estimates. The detailed breakdown by CSI divisions and the distinction between TI and Shell costs are crucial for developing a comprehensive and compliant proposal. The "Input Project Info" sheet is particularly important for capturing specific project parameters that influence the overall cost.

Forms / Attachments / Pricing Sheets

This document, "Attachment 2: Seismic Offer Forms," provides a set of forms and instructions related to seismic safety compliance for buildings being considered for lease by the government. It is intended to be attached to the Request for Lease Proposals (RLP) package.

• Pre-award Forms (A-D): These forms are for offerors to confirm seismic compliance with RP 8 standards. This includes:
  • Form A: Certificate of Seismic Compliance for Benchmark Buildings.
  • Form B: Certificate of Seismic Compliance for Existing Buildings.
  • Form C: Commitment for Building Retrofit or New Construction (Part 1 for retrofit, Part 2 for new construction).
  • Form D: Offeror's Representation of Exemption from Seismic Standards.
• Post-award Forms (E-F): These forms are for the Lessor's engineer to complete after award, confirming seismic compliance for retrofitted or new buildings.
  • Form E: Certificate of Seismic Compliance for Retrofitted Buildings.
  • Form F: Certificate of Seismic Compliance for New Buildings.
• Definitions: Clarifies terms such as "Engineer," "ASCE/SEI 31," "ASCE/SEI 41," and "Seismic Certificate."

Offerors must use the appropriate pre-award forms (A-D) to demonstrate their building's seismic compliance or claim an exemption. The forms require certification by a qualified engineer and may necessitate supporting documentation, including evaluations, retrofitting commitments, or design code information. Failure to provide compliant seismic documentation may impact an offer's eligibility.

Form / Attachment / Pricing Sheet

This document, "Infrastructure Standard for Telecommunications Spaces (ISTS) Version 4.0," serves as a comprehensive guide for the design, construction, and maintenance of telecommunications spaces within Department of Veterans Affairs (VA) facilities. It establishes technical requirements to ensure optimal reliability and efficiency in VA facilities and computing centers.

• Scope: Applies to all VA-owned, operated, and leased spaces, encompassing planning, design, construction, sustainment, restoration, modernization, and administration.
• IT Support Infrastructure Definition: Includes passive telecommunications and IT equipment, supporting physical space, copper and fiber cabling, IT equipment and systems, telecommunications spaces (TRs, entrance rooms, data centers, etc.), telecommunications equipment and systems, and physical infrastructure equipment for active operations.
• Administration: Outlines procedures for implementing the standard, including requests for variance and changes, and provides contact information for the Data Center and Infrastructure Engineering (DCIE) team.
• Standards Overview: Details topologies and specifications for facilities and systems, guidance on procuring and integrating components, and definitions for naming conventions.
• IT Support Space Classification: Defines four types of IT support spaces: Core Data Centers (CDC), Mission Support Centers (MSC), Campus Support Centers (CSC), and Network Support Centers (NSC), with associated ANSI/TIA-942-B ratings.
• Redundancy Levels: Specifies minimum system redundancy levels for physical plants and infrastructure systems supporting enterprise data centers, detailing N, N+1, 2N, 2N+1, and 2(N+1) configurations.
• Infrastructure Standards: Covers architectural standards, space design, electrical power and grounding, mechanical and environmental conditioning, telecommunications standards (structured cabling, UTP, fiber optics), administration standards, and management standards.
• Appendices: Includes OIT Design Guide Templates, figures, tables, and references.

This document is crucial for any bidder involved in projects related to VA telecommunications infrastructure. It outlines the mandatory standards, specifications, and design criteria that must be adhered to for any new construction, renovation, or upgrade of telecommunications spaces. Understanding these requirements is essential for developing compliant proposals and ensuring successful project execution. Bidders should pay close attention to sections detailing cabling, power distribution, environmental controls, and labeling, as these directly impact the technical solutions they can propose.

Form / Attachment / Pricing Sheet

This document, GSA Form 1364, is a "Proposal to Lease Space" used by offerors to submit proposals for leasing space to the government. It collects detailed information about the proposed property, space offered, rates, lease terms, and owner/offeror identification.

• Section I: Description of Premises: Collects building details, offered floors, total rentable space, live floor load, measurement method, building age, and site size.
• Section II: Space Offered and Rates: Details ANSI/BOMA office area, rentable square feet, common area factor, and breaks down costs per square foot for tenant improvements, BSAC, shell build-out, shell rent, and operating costs. It also includes sections for step rent and parking.
• Section III: Lease Terms and Conditions: Captures initial lease term, renewal options, offer expiration, commissions, tenant improvement fee schedule, and additional financial aspects like HVAC overtime rates and taxes.
• Section IV: Owner Identification and Certification: Gathers recorded owner and offeror information, including DUNS numbers and contact details, and requires certification of the offeror's interest and agreement to the RLP terms.
• Page 3: Lease Proposal Data: Includes checks for offeror's interest, flood plains, seismic safety, historic preference, asbestos, fire/life safety, accessibility, and ENERGY STAR® status. It also includes an option for HUBZone SBCs to waive price evaluation preference.

This form is critical for bidders responding to a Request for Lease Proposals (RLP). It dictates the specific information required to structure a compliant and competitive lease proposal, including detailed pricing, space specifications, and adherence to various government requirements and preferences. Completing this form accurately is essential for the proposal's evaluation.

Solicitation / RFP / RFQ

This document, "SOLICITATION PROVISIONS (Acquisition of Leasehold Interests in Real Property)," outlines the instructions and terms for offerors responding to a solicitation for leasehold interests. It details the process for submitting proposals, handling amendments, and the criteria for award.

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

• Offerors must acknowledge receipt of any amendments to the solicitation.

• Proposals must clearly identify any deviations from stated requirements and explain the advantage to the Government.

• Offerors must conduct a reasonable inquiry regarding Federal Acquisition Supply Chain Security Act (FASCSA) orders and represent compliance or disclose relevant information.

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

• The Government may reject any or all proposals.

• Proposals must be submitted in paper media in sealed envelopes unless other methods are permitted.

• Late proposals and revisions are generally not considered unless they meet specific conditions related to mailing date, Government mishandling, or timely transmission.

• The Government may conduct discussions with offerors within the competitive range before award.

• The initial proposal should contain the offeror's best terms from a price and technical standpoint.

• The Government may limit the number of proposals in the competitive range to ensure efficient competition.

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

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

• The document references several standard provisions including "INSTRUCTIONS TO OFFERORS – ACQUISITION OF LEASEHOLD INTERESTS IN REAL PROPERTY (JUN 2011)," "PARTIES TO EXECUTE LEASE (JUN 2011)," "SERVICE OF PROTEST (SEP 2006) (VARIATION)," "FACSIMILE PROPOSALS (OCT 1997)," "SYSTEM FOR AWARD MANAGEMENT – LEASING (DEC 2024)," "UNIQUE ENTITY IDENTIFIER (OCT 2016)," and "FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS – REPRESENTATION AND DISCLOSURES (DEC 2023)."

Form / Attachment / Pricing Sheet

This document, titled "SECURITY UNIT PRICE LIST (FSL II)", is a pricing sheet intended for leasing specialists to establish baseline security paragraph costs. It reflects security countermeasures outlined under the Security Requirements section of a lease. The Lessor is to provide unit prices for security countermeasures identified in the Lease, based on final Design Intent Drawings (DIDs) and Construction Documents (CDs). These unit costs are subject to negotiation prior to a 'Notice To Proceed' for security improvements.

• The sheet is organized into sections covering: Facility Entrances, Lobby, Common Areas, Non-Public, and Utility Areas; Interior (Government Space); Sites and Exterior of the Building; Security Systems; Structure; Operations and Administration; and Cybersecurity.
• For each item, bidders are to input 'Unit Price' and 'Quantity' for Building Specific Amortized Capital (BSAC) items. The total will be automatically calculated.
• Items designated as 'SHELL' or 'T.I.' are included for alignment with 'Security Standards' but should not be priced on this document; their costs should be on a separate 'TICS' form.
• Some items, like Video Surveillance System (VSS) and Intrusion Detection System, have separate lines for Lessor-provided design, installation, and maintenance versus Government-provided scope, product, installation, and maintenance.

This document is crucial for bidders to understand the cost structure associated with various security measures required for the leased space. It outlines specific security countermeasures and requires the Lessor to provide pricing, which will be subject to negotiation. This pricing sheet directly impacts the overall cost of the leasehold improvements related to security and will inform the final negotiated price for the security enhancements.

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 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, securing critical areas (mechanical, janitorial, sprinkler rooms, etc.), visitor access control, and restrictions for public spaces.
• Interior (Government Space): Addresses identity verification and formal key control programs.
• Sites and Exterior of the Building: Includes requirements for signage, landscaping, HAZMAT storage, placement of receptacles, and parking.
• Security Systems: Details requirements for testing and maintenance of security systems, including Video Surveillance Systems (VSS) and Intrusion Detection Systems (IDS), as well as duress alarms. It specifies whether these systems are Lessor or Government provided.
• Structure: Outlines requirements for windows, building systems (emergency generator protection, securing air intake grilles).
• Operations and Administration: Covers the Facility Security Committee (FSC), access to building information, and construction security plans.
• Cybersecurity: Prohibits connecting building systems to federal networks and outlines requirements for assessing and handling cybersecurity incidents, along with recommended cyber protection measures.

Bidders must understand these security requirements to accurately assess the scope of work, potential costs, and compliance obligations. The document specifies which security measures are the Lessor's responsibility (and thus potentially part of the bid price, often noted as "BSAC" - Building Specific Amortized Capital) and which are provided by the Government. Failure to comply with these requirements could impact proposal evaluation and contract performance.