Request for Lease Proposals (RLP) for Olympia, WA CBOC

What they want

• Lease about 33,992 rentable square feet (RSF) / 30,215 ABOA square feet of medical clinic space in the Olympia, WA area for a VA outpatient clinic, for 20 years (15 firm, 5 soft).
• Design and build out the space (tenant improvements, or TI) to VA design standards; the lessor provides the architectural design services.
• Clinic layout in the special requirements exhibit: 8 primary care exam rooms and 2 women's health exam rooms for four care teams, a bariatric procedure room, a multi-purpose conference room, a limited lab, a radiology room, telehealth and tele-retinal rooms, offices, staff break and locker rooms, and utility and storage rooms.
• Provide a full-service lease: shell, operating costs, utilities and janitorial are all in the rent; the Government does not sign triple-net leases.
• Meet VA Facility Security Level II security requirements, fire and life safety rules, accessibility rules and seismic safety rules.
• Provide janitorial and housekeeping service to hospital-outpatient-clinic standards, led by a qualified executive housekeeper.
• Pay for all improvements outside the leased premises (sidewalks, utilities, driveways and similar) and include their cost in the rent.
• Sign the lease VA prepares from your Form 1364 offer; the lease will include a test-fit floor plan and site plan for the offered space.

What they'll judge offers on

• Price: present value cost per ABOA square foot over the lease term (rent discounted at 5 percent a year; operating costs escalated 2.5 percent a year), including the architect/engineer design fees and the lessor's project management fee for the build-out
• Source Selection Technical Submission and past performance: named in the lease documents and a past performance questionnaire is attached, but the weights and order of importance are in Section 4.03, which was not read

What to include when you submit

• Send GSA Form 1364 (Proposal to Lease Space) with your rent and price data; VA copies these figures into the lease.
• On Form 1364, list the architect/engineer design fees (a rate per ABOA square foot, a percentage or a flat fee) and the lessor's project management fee (a percentage only) for the build-out.
• Complete Part A of the fire protection and life safety form (Form 12000) for the building and sign and date the Offeror's Statement. Part A applies to space below the 6th floor; space on the 6th floor or above needs Part B, completed by a professional engineer.
• Include the executive housekeeper's and shift leaders' certifications showing technical capability at the time of proposal. The executive housekeeper's membership or course certification is due before award.
• Past performance questionnaire (Exhibit K): you fill in Section A and send it to your past customers, who rate your performance and send it to the VA Lease Contracting Officer.
• The lease that follows award will include a test-fit floor plan and site plan for the offered space and your Source Selection Technical Submission.

After award, you must have

• Within 30 calendar days after award, give the Government an initial roster of all housekeeping personnel (name, date of birth and Social Security number) and a copy of your quality control plan? (QCP). From 04.00 Exhibit B - ASR with Janitorial New Olympia 20260819.pdf: Provide the Government with an initial personnel roster of…

Current contractor

No incumbent lessor is named. The Program for Design is titled 'Replace Valor Clinic with VA Clinic in Olympia, WA', so this is a replacement for an existing clinic, and the past performance questionnaire carries an earlier solicitation number (36C24W22R0053) for a 'VA/CBOC in the Olympia, WA Area'.

Not in the notice text

• Most of the main RLP was not read: about 110,000 of its 125,000 characters were left out, including Sections 1 through 4.03 (area of consideration, how to offer, receipt of proposals, pricing terms, method of award). The middle of the lease form and several exhibits were also not read (Form 1364, Form 1217, GSA 3516 solicitation provisions, GSA 527, seismic offer forms and handbook, TICS template, broker and new-construction exhibits, sensitive information exhibit).
• How and where to submit the offer (email, portal or paper) and the file format.
• How the award is decided and how the technical submission, past performance and price are weighted (Section 4.03).
• Whether there is a question deadline, site visit or pre-proposal conference, and their dates.
• The exact area of consideration (boundaries) for the Olympia area, and whether existing buildings, new construction or both are accepted.
• How many past performance references to send and what past work counts.
• Whether the architect-engineer qualifications form (SF 330), the GSA 527 contractor qualifications form and the Form 1217 annual cost statement are due with the offer.
• The Government's rent budget or estimated value, the required occupancy date and the build-out schedule.
• The termination rights that apply during the 5 soft years.