Lease Program Compliance, Oversite and Technical Support
Page 6 of 7
Notice Type: Sources Sought
Synopsis:
VISN 16: South Central VA Health Care Network is conducting market research/seeking capable sources from licensed and experienced Real Estate Broker firms that are classified and registered in www.vip.vetbiz.gov, as either Service-Disabled Veteran-Owned Small Businesses (SDVOSB), Veteran-Owned Small Businesses (VOSB), or Small Businesses that are interested in a forecasted requirement for Lease Acquisition Support Services.
The North American Industry Classification Systems (NAICS) Code proposed for the requirement is 531210 Office of Real Estate Agents and Brokers. The size standard for NAICS 531210 is $7.5M.
This is not a request for proposals, only a request for information for planning purposes, and does not constitute a solicitation. A solicitation may or may not be issued. This notice is being published in accordance with Federal Acquisition Regulation 19.14, VA Acquisition Regulation 819.70, Federal Acquisition Regulation 19.202-1, Federal Acquisition 19.502-4, and Federal Acquisition Regulation 19.502-3, VA Procurement Policy Memorandum (2016-05).
Project Requirements:
Network Contracting Office 16, seeks information from Offerors who are capable of successfully performing Lease Acquisition Support Services contracts. Lease Acquisition Support Services are needed for the South Central Region to include a variety Community Based Outpatient Clinics, Vet Centers, Medical Office Space, Parking Space, Office Space, and Land Leases located in a variety of designated areas of the South Central VA Health Care Network. The arears primarily served in SAO Central are: Louisiana, Texas, Arkansas, Mississippi, Florida, and Missouri, the space needs range from 2,500 Net Usable Square Feet (NUSF), and up to over 50 ,000 NUSF. The terms for the leases may be up to 10 or 20 years including soft and frim term lease conditions. Additional leases may be added upon bilateral agreement as workload demands escalate and/or upon contractor capacity and demonstrated capability in the coming option years in the form of an IDIQ requirement. Applicants, must have the capabilities, of inputting information into GREX.
VA anticipates Lease Acquisition Support Services are firm-fixed price commission based paid (75%) after lease award and (25%) after building space acceptance.
SDVOSB, and VOSB, firms are invited to provide information to contribute to the market research for this project. SDVOSB and VOSB firms must be registered in VA s Vendor Information Pages (VIP) site at https://www.vip.vetbiz.gov/ , SDVOSB, and VOSB firms must have the technical skills and financial capabilities necessary to perform the stated requirements. SDVOSB, and VOSB firms are requested to submit a Capabilities Statement to VA for review.
SDVOSB, and VOSB firms may provide a Capabilities Statement if they are interested in participating in this project. A submission checklist and information sheet is provided below for firms to fill out and submit, which will serve as the firm s Capabilities Statement.
Capabilities Statement Will Include:
1. Company name, address, point of contact, phone number, Dunn & Bradstreet number, and e-mail address;
2. Evidence of SDVOSB or VOSB status through registration at VIP (https://www.vip.vetbiz.gov/);
3. Evidence of ability to offer under NAICS Code 531210 and listing in the System for Award Management (www.SAM.gov), including a copy of the representations and certifications made in that system;
4. A summary describing at least three (3) projects of similar size and scope completed in the past five (5) years that demonstrate your company s experience with Federal Government Lease Acquisition Support Services for Federal leased facilities or health care facilities relevant to the projects described above. (2-page limit);
5. Evidence of your company s licenses to operate as a Real Estate Broker in the States described for these projects.
If desired, the company may also submit a narrative describing its capability. (3-page limit).
Although this notice focuses on SDVOSB and VOSB, we encourage all small businesses and other interested parties to respond for market research purposes.
All interested parties should respond to this notice no later than 4:00 pm Central Time, on February 27, 2018. Please submit your response via email to Gary Baker Contracting Officer, Network Contracting Office 16 at Gary.Baker3@va.gov. Note that the email mailbox will only accept e-mails of 5MB in size or smaller. If your attachments exceed this size, please send multiple emails and clearly label them in sequence. If you have any additional questions please contact Gary Baker at 504-507-4143.
CAPABILITIES STATEMENT
SUBMISSION CHECKLIST AND INFORMATION SHEET
Lease Acquisition Support Services Solicitation No.
Please send this information sheet and supporting documentation to Gary.Baker3@va.gov by 4:00 PM Central Time February 27, 2018.
Company name:
Company address:
Dunn & Bradstreet number:
Point of contact:
Phone number:
Email address:
The following items are attached to this Capabilities Statement:
Evidence of SDVOSB or VOSB status through registration at VIP (https://www.vip.vetbiz.gov/);
Evidence of ability to offer under NAICS Code 531210 and listing in the System for Award Management (www.SAM.gov), with representations and certifications;
A summary describing at least two (3) projects of similar size and scope completed in the past five (5) years that demonstrate your company s experience with Federal Government Lease Acquisition Support Services for Federal leased facilities or health care facilities relevant to the projects described above. (2-page limit);
Evidence of your company s licenses to operate as a Real Estate Broker in the States described for these projects, and GSA/G-Rex Certificate of training.
Description of capacity to meet support services for up to six Lease Acquisitions described above compared to current workload; and
Evidence of capability to obtain financing for a project of this size.
If desired, the company may also submit a narrative describing its capability, not to exceed two (2) pages.
See Draft Performance Work Statement provided below for further details of requirement.
SAO South Central Real Estate Broker Services
Lease Acquisition Support Services
Draft Performance Work Statement
I. General
South Central VA Health Care Network seeks information from Offerors who are capable of successfully performing a Lease Acquisition Support Services contract. Lease Acquisition Support Services are needed for an estimated a variety of Community Based Outpatient Clinics, Vet Centers, Medical Office Space, Parking Space, Office Space, and Land Lease, located in a variety of designated areas of the South Central region (SAO Central). Regions primarily served in SAO Central area are: Louisiana, Texas, Arkansas, Mississippi, Florida, and Missouri, and the space needs range from 2,500 Net Usable Square Feet (NUSF), and up to over 50 ,000 NUSF. The terms for the leases may be up to 10 years including soft and firm term leasing conditions.
The services described in this Draft Performance Work Statement will be needed for each of the lease projects and may include all or a combination of the following steps: 1) participating in a project orientation with the Project Manager (PM) and Contracting Officer (CO), other Government personnel, and other contractors; 2) advertising the requirement in the local newspaper; 3) analyzing and surveying the market and preparing a market survey report; 4) assisting in developing and coordinating a Request for Lease Proposals (RLP) or Solicitation for Offers (SFO) and any RLP or SFO amendments; 5) assist with analysis of offers; 6) preparing financial analyses; 7) providing technical support in negotiations and discussions with offerors; 8) preparing the draft lease documents and draft lease amendments, and coordinating approvals; 9) assist in performing post award services, and 10) assisting VA with preparation of GREX/OAEM document requirements as well as drafting responses to FOIA inquiries, Congressional requests, and other inquiries, claims, litigation, settlements, and disputes.
The Broker shall conduct these tasks in accordance with applicable regulations and guidance upon the receipt of a written Task Order (TO). Task Order for this Contract shall not exceed $1,000,000 in commission.
II. Regulations, Processes, and Procedures
The General Services Administration (GSA) Manual (GSAM) Part 570 includes the GSA regulations applicable to leasing, and VA s Lease-Based Outpatient Clinic Design Guide (Design Guide) includes regulations and guidance on VA-specific leasing processes and procedures.
III. Tasks
The following table sets forth the standard tasks under this Contract as they relate to lease acquisition services which may include competitive and noncompetitive leases, lease extensions, and strategic planning. These services may require the completion of all or a combination the following: requirements development, lease acquisition, and post award services as indicated below.
Procurement Step
Services
Deliverables
Ongoing
- Facilitate meetings and conference calls
- Track and update project timeline
- Engage in non-binding communication with interested parties
- Meeting notes/minutes
- Project time line (milestones)/Schedule
- Assisting VA with FOIA inquiries, Congressional and other governmental inquiries, claims, litigation, settlements, and disputes
Project Initiation
- Market research
- Kickoff call
- Assist in development of requirements
- Informal report on market conditions, available land/space, and rental rates
- Meeting notes/minutes
GSA Delegation Request
- Provide VA with draft delegation request documentation
- If requested, upload documentation to GREX and submit delegation request
- Market data, forms, floodplain maps, and other information as requested by PM or CO
Advertisement
- Map and research delineated area
- Compose advertisements
- Publish VA approved first newspaper advertisement
- To the extent subsequent newspaper advertisements are need, work directly with local team to get advertisement published using purchase card
- Delineated area description and map
- Floodplain map
- Public transportation map
- Map of amenities
- Fedbizopps.gov and newspaper advertisements
Market Survey
- Facilitate market survey scheduling and logistics
- Provide transportation to members
- Answer questions and provide information to market survey team
- List of properties submitted and recommendation for properties to tour
- Binder of materials for market survey team review
- Market Survey Report
RLP/SFO and Conceptual Design Development
- Prepare RLP/SFO and incorporate project-specific edits
- Keep RLP/SFO updated to incorporate new standards and requirements
- Facilitate communications between PM, CO, user group, and other contractors
-Pre-proposal Conference Coordination
- Complete RLP/SFO with all exhibits, schedules, and attachments
- Notification of RLP/SFO release to be published on FBO
SFO Publication
- Provide complete SFO to all interested parties in electronic format and amendments
- List of SFO recipients
Pre-Proposal Conference
- Provide equipment or space if necessary
- Assist in facilitating the meeting and coordinating with all parties
- Provide court reporter
- Providing meeting documents
- Meeting minutes
- Compilation of questions asked and assist in draft answers
Technical Evaluation Board (TEB)
- Provide equipment or space if necessary
- Review submitted offers for completeness and complete an abstract of offers received
- Contact offerors to request missing information
- Duplicate offeror submissions as necessary for use by TEB members
- Prepare evaluation documents for review by PM and CO
- Prepare packages of approved materials for use by TEB members
- Provide a means by which TEB members will score and evaluate offers electronically and those scores and by which evaluations can be captured and saved to the contract file
- Assist in conducting past performance, reference, and financial vetting activities as required by the CO
- Check that TEB members completed their evaluations fully and signed where appropriate
- Evaluation Factor Definitions
- Scoring/comment electronic interface
- Abstract of offers received
- Documentation of reference checks/past performance verification/financial capability confirmation
- Cost benefit analysis
Evaluation
- Compile technical scores and comments
- Complete draft financial analysis of offers including NPV price or cost
- Analyze technical and pricing scores
- Highlight any deficiencies, errors, omissions, or inconsistencies in technical or pricing information provided by offerors
- TEB report with NPV data
- Synopsis of strengths, weaknesses, deficiencies of offers
- Synopsis of TEB comments
- Summary of combined technical and financial data
- Draft ranking based on combined scores
Oral Presentations
- Facilitate scheduling oral presentations with TEB members, PM, CO, and offerors
- Provide presentation equipment or space if necessary
- List of questions for CO
FPR Requests
- Prepare draft request letters and all attachments for review by PM and CO
- Dispatch signed, approved documents to offerors
- FPR request letters
- Clarifications and Amendments as necessary
Negotiations/Discussions
- Handle logistics and coordination for setting up calls and meetings
- Assist with negotiation as technical subject matter expertise
- Brief the PM and CO prior to calls and meetings
- If requested, lead all or a portion of calls and meetings
- Meeting minutes
Amendments and Clarifications
- Draft amendments and clarifications as needed and circulate for VA comment and approval
- Finalize documents and transmit to PM and CO for approval
- Distribute final, approved documents to offerors
- Final, approved amendments and clarifications
Award preparation
- Provide awardee information to PM and CO upon request
- Assemble and analyze data, documents, and project artifacts as necessary to present a complete picture of the procurement process and prospective winning offer for review and analysis by VA
- Complete review binders for OGC and Office of Management
- Draft lease documents
- Contract clearance/file documents as necessary
Award
- Implement any edits made by concurring offices or other VA officials
- Obtain offeror signature and initials on necessary documents
- Prepare correspondence to successful and unsuccessful offerors
- Coordinate original signed documents to PM and in advance of the anticipated award date
- Coordinate and facilitate debriefings as necessary
- Pre-award letter for signatures/initials
- Award letter and unsuccessful letters
- Two copies of complete lease initialed and signed by offeror
Post-Award
- Facilitate scheduling post-award kickoff meeting to occur within ten (10) days of lease award
- Provide copies of lease and procurement documentation to VA personnel as necessary
- Collect commission from lessor
- Complete, signed, initialed lease on CD (10 copies)
- Kickoff meeting agenda and minutes
- Debriefing materials
- Correspondence to lessor and offerors as necessary
- Rule 4 file and any other required documents for any protest filed
- Assisting VA with FOIA inquiries, Congressional and other governmental inquiries, claims, litigation, settlements, and disputes.
Acceptance
- Coordinate with lessor to arrange walk-through date(s)
- Prepare final lease amendment documents to memorialize acceptance, final tenant improvement numbers, and rent start date
- Lease Amendment(s)
- Correspondence to lessor as necessary
All interested parties should respond to this notice no later than 4:00 pm Central Time, on February 27, 2018. Please submit your response via email to Gary Baker Contracting Officer, Network Contracting Office 16 at Gary.Baker3@va.gov. Note that the email mailbox will only accept e-mails of 5MB in size or smaller. If your attachments exceed this size, please send multiple emails and clearly label them in sequence. If you have any additional questions, please contact Gary Baker at 504-507-4143.
Gary Baker
Contract Specialist
504-566-8511
Contract Specialist
