Lease, Warehouse

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding the Warehouse Lease - San Antonio, TX - Solicitation 36C24W24R0057.

• Tenant Representative Broker: The VA does not require a formal tenant representative broker for this procurement.
• Offer Due Date: The firm deadline for response submission is April 6th, 2026.
• Incumbent Lessor: There is a qualifying incumbent lessor currently providing space for this requirement.

This Q&A clarifies key aspects of the solicitation, including the absence of a required tenant broker, confirms the offer due date, and notes the presence of a qualifying incumbent.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT L - Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021)," is a representation form required for offerors. It is used to determine if an offeror provides or uses certain telecommunications or video surveillance equipment or services that are subject to prohibitions under Section 889 of the National Defense Authorization Act.

• Definitions: Clarifies terms such as "backhaul," "covered telecommunications equipment or services," and "critical technology."
• Prohibition: Outlines the restrictions on procuring or obtaining equipment, systems, or services that use covered telecommunications equipment or services as a substantial or essential component or as critical technology.
• Procedures: Instructs offerors to check the System for Award Management (SAM) for excluded parties.
• Representation: Requires offerors to represent whether they:
  • Will or will not provide covered telecommunications equipment or services to the Government.
  • Do or do not use covered telecommunications equipment or services.
• Disclosures: Specifies the detailed information offerors must provide if they represent that they "will" provide or "do" use such equipment or services. This includes details about the entity that produced the equipment, a description of the equipment or services, and an explanation of their proposed use.
• Signature Block: A section for the offeror or their authorized representative to sign and date.

Bidders must carefully review this document to understand their obligations regarding the use and provision of specific telecommunications and video surveillance equipment and services. Failure to complete this representation accurately or to provide the required disclosures may impact their ability to be awarded a contract. Bidders must determine if their proposed products or services fall under these restrictions and provide the necessary information if they do.

Form / Attachment / Pricing Sheet

This document is the "Foreign Ownership and Financing Representation for High-Security Leased Space" form (GSAR 552.270-33, JUN 2021). It requires offerors and lessors to provide information regarding the ownership and financing of properties intended for high-security leased space.

• Definitions: Clarifies terms such as "Financing," "Foreign entity," "Foreign person," "Highest-level owner," and "Immediate owner."
• Offeror/Lessor Representation: Requires representation on the existence of immediate owners and highest-level owners.
• Foreign Ownership Disclosure: Details the process for disclosing foreign entities or persons involved as immediate or highest-level owners, including their legal name, unique entity identifier, physical address, and country.
• Financing Disclosure: Requires representation on whether financing involves foreign entities or foreign persons, and if so, requires disclosure of their legal name, unique entity identifier, physical address, and country.
• Submission: The form must be completed, signed, and dated by the Offeror/Lessor.

Bidders responding to solicitations for high-security leased space (Facility Security Level III, IV, or V) must complete and submit this form as part of their proposal. Failure to provide accurate and complete information may impact the evaluation and award of the lease. The form is also used for annual representations, lease extensions, renewals, novations, and lease amendments.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT I Security Unit Price List FSL II.xlsx," is a pricing sheet for security countermeasures related to a lease. It is intended to be filled out post-award by the Lessor to quote unit prices for security countermeasures identified in the lease and final design documents. These unit costs are subject to negotiation before a 'Notice To Proceed' for security improvements.

• The spreadsheet lists various security paragraphs and requirements categorized under Facility Entrances, Interior (Government Space), Sites and Exterior, Security Systems, Structure, Operations and Administration, and Cybersecurity.
• For each item, there are columns for 'Unit Price' and 'Quantity'. The 'Total' is automatically calculated.
• Items marked as '(SHELL)' or '(T.I.)' are for alignment with 'Security Standards' but should not be priced on this document. Their costs should be included on a separate 'TICS' form if provided.
• Some items are designated as 'BSAC' (Building Specific Amortized Capital) and require unit price and quantity input.
• Specific security systems like Video Surveillance, Intrusion Detection, and Duress Alarms are listed, with some indicating 'Government Provided' scope.

While this document is primarily for post-award use, bidders should review the listed security requirements to understand the potential scope and cost implications of security measures that may be incorporated into the lease. It highlights areas where specific unit pricing will be negotiated, particularly for BSAC items. Bidders should also note which security elements are considered 'SHELL' or 'T.I.' and are priced separately.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is the Lessor's Annual Cost Statement. It is used to collect detailed information on the estimated annual costs of services, utilities, and ownership that a lessor incurs and provides as part of rental consideration for government leases. This form helps 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, Special Equipment Power, 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 Insurance, 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 that the entered amounts represent their best estimate of annual costs.

Lessor's responding to a Request for Lease Proposals (RLP) or a solicitation requiring cost breakdowns for leased space will need to complete this form. It requires bidders to itemize and estimate their annual costs for providing specific services, utilities, and covering ownership expenses. This detailed cost information is crucial for GSA's evaluation and negotiation of lease proposals to ensure rental charges are consistent with prevailing community scales.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT C Security Unit Price List (FSL II)", is a pricing sheet intended for use by Lessors post-award. It details unit prices for security countermeasures required by the lease, as reflected in Design Intent Drawings (DIDs) and Construction Documents (CDs). The Building Specific Amortized Capital (BSAC) amount represents an estimate of these countermeasures.

• The spreadsheet lists various security requirements categorized under Facility Entrances, Interior (Government Space), Sites and Exterior, Security Systems, Structure, Operations and Administration, and Cybersecurity.
• For each item, bidders are instructed to input 'Unit Price' and 'Quantity' for BSAC items (marked in light blue). The total for each row will be calculated automatically.
• Items marked as 'Priced in Shell', 'Priced in Tenant Improvements', or 'Government Provided' are for alignment with 'Security Standards' and should not be priced on this document. Costs for these items should be included on a separate 'TICS' form if provided.
• Unit costs are subject to negotiation before a 'Notice To Proceed' for security improvements.

This document is crucial for understanding the potential costs associated with security-related capital improvements and countermeasures that a Lessor must provide. Bidders need to use this form to quote unit prices for specific security items that fall under the BSAC category, which will be subject to negotiation. It also clarifies which costs are handled separately (Shell, Tenant Improvements, Government Provided) and directs bidders to other forms (TICS) for those costs.

Solicitation / RFP / RFQ

This Request for Lease Proposals (RLP) seeks instructions and requirements for proposals for a Warehouse Lease. The government intends to select an Offeror for award based on an evaluation of proposals conforming to the RLP requirements using the Method of Award outlined within. The government is procuring approximately 12,941 to 13,588 rentable square feet (rsf) of contiguous space on a single floor in a warehouse-type building.

• Space: Minimum 12,941 rsf, maximum 13,588 rsf, contiguous, single floor, modern quality building.

• Clear Ceiling Height: Minimum 16 feet.

• Bay Dimensions: Minimum 275 ft width, 275 ft depth.

• Column Spacing: Minimum 20 ft linear feet apart.

• Parking: 4 reserved spaces for Government use, plus semi-trailer staging/parking (3 reserved spaces within a fenced area).

• Loading Docks: Minimum 2 for exclusive Government use, with specific height and configuration requirements.

• Wareyard: Secured, fenced, level area.

• Lease Term: 12 years, with 5 years firm, and Government termination rights.

• Energy Efficiency: Buildings must meet ENERGY STAR® label requirements or equivalent, with potential for energy efficiency improvements.

• Environmental: Space must have no known hazardous conditions.

• Accessibility: Must meet Lease accessibility requirements.

• Fire Protection & Life Safety: Must meet Means of Egress, Automatic Fire Sprinkler System, and Fire Alarm System requirements.

• Lease Term: 12 years, with 5 years firm.

• Estimated Value: Not explicitly stated, but pricing is based on annual rent per ABOA SF and RSF.

• Offer Due Date: April 6, 2026, by 2:00 PM Central Time.

• Submission Method: Email to specified addresses or US Mail/express delivery.

• Evaluation: Best value tradeoff process, considering Facility, Site, and Past Performance factors. Price is also a significant factor.

• NAICS Code: 493110.

• Small business size standard information is available via SBA.

• HUBZone small business concerns may elect to waive price evaluation preference.

• The RLP package includes numerous attached documents, including lease templates, agency special requirements, and security requirements.

• Offerors must be registered in the System for Award Management (SAM).

• Tenant Improvement (TI) Allowance: $50.00 per ABOA SF.

• Building Specific Amortized Capital (BSAC) Amount: $12.00 per ABOA SF.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-5253, Revision No. 28) for the State of Texas, specifically for the counties of Atascosa, Bandera, Bexar, Comal, Guadalupe, Kendall, Medina, and Wilson. It outlines the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders related to paid sick leave and minimum wage for federal contractors.
• Details vacation and holiday entitlements.

This document is crucial for bidders to understand the labor costs associated with the opportunity. It establishes the minimum wages and benefits that must be paid to employees performing work under the contract, directly impacting the cost proposal and overall bid competitiveness. Bidders must ensure their proposed wages meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document, GSA Form 12000-WH, is a Prelease Fire Protection and Life Safety Evaluation for a Warehouse Building. It is required when offered space is not exempt from the GSA Fire Protection and Life Safety Prelease Review, as per the Request for Lease Proposals (RLP).

• Part A: To be completed by the Offeror or their representative for spaces above the ground floor or less than 40,000 sq ft. It includes sections for:
  • Warehouse Building Address
  • General Warehouse Building Information (floor details, number of floors, fire department access doors)
  • Other Uses in Warehouse Building (storage, office, parking garage, etc.)
  • Storage Commodity Classification (Class I-IV, Plastics A-C)
  • Storage Configuration (solid pile, palletized, shelf, rack)
  • Storage Heights
  • Automatic Fire Sprinkler System (presence, type, maintenance)
  • Automatic Fire Sprinkler System – Design Criteria
  • Smoke and Heat Removal
  • Fire Alarm System
  • Means of Egress
  • Exit Signs
• Part B: To be completed by a professional engineer for spaces 40,000 sq ft or greater. It requires a detailed narrative report evaluating:
  • General Information (citations, code, digital pictures, gross square footage, fire ignition sources)
  • Occupancy Classifications
  • Warehouse Building Information (size, shape, height, construction type, occupants, usable storage height, number of floors, square footage per floor)
  • Storage Configuration (commodity classification, quantities, height, sprinkler details, pile volume, types of storage, clearances, automation)
  • Means of Egress (exits, doors, fire doors, aisle dimensions, access doors, signage, lighting, emergency power)
  • Automatic Fire Suppression Systems (sprinkler system details, valves, types, early response sprinklers, other systems, standpipes, testing/maintenance)
  • Evaluation of Automatic Fire Sprinkler System in Regard to Storage Activities (existing and proposed)
  • Additional Fire Protection Systems and Features (detection systems, dampers, barriers, fire walls, vents, etc., testing/maintenance)
  • Fire Alarm System (installation date, type, manufacturer, components, connectivity, operation, testing/maintenance)
• Statements: Includes an Offeror's Statement and a Statement of Fire Protection Engineer, along with an Offeror's Statement of Correction for any non-compliance.

This form is critical for bidders to understand the fire protection and life safety requirements for warehouse spaces. It outlines the specific information and evaluations needed to ensure compliance with GSA standards. Bidders must ensure their proposed space meets these criteria or be prepared to make necessary corrections. Part A is for the Offeror to complete, while Part B requires professional engineering expertise, indicating the level of detail and scrutiny involved in these evaluations.

Form / Attachment / Pricing Sheet

This document, GSA Form 1364WH (Rev. 04/22), is a "Proposal to Lease Space" form used in response to a Warehouse Request for Lease Proposals (RLP). It requires offerors to provide detailed information about the proposed space to the government.

Section I - Description of Premises:

• Building description, name, address, city, state, ZIP code.
• Details on floors offered, total floors in the building, and total rentable space.
• General purpose (office), warehouse, and other space SF.
• Live floor load, measurement method (ANSI/BOMA or other).
• Year of last major renovation and building age.
• Site size (SF and Acres).
• Clear ceiling height, number and types of loading docks (drive-thru, dock-high), and dock levelors.
• Bay width and depth, column spacing.
• Maximum truck turning radius, electrical specifications (volts and phase).
• Wareyard size and truck apron/court depth.

Section II - Space Offered and Rates:

• ANSI/BOMA Office Area (ABOA) and Rentable Square Feet (RSF).
• Common Area Factor (CAF).
• Tenant Improvements (TI) costs, BSAC, and shell build-out costs, including amortization terms and interest rates.
• Shell rent and operating costs.
• Total rate per SF and total annual rent.
• Step rent details for shell rates.
• Parking details (total on-site, required by code, for employees/visitors, and for government vehicles), including costs per space.

Section III - Lease Terms and Conditions:

• Initial lease term (years) and firm lease term (years).
• Notice periods for government termination and option exercise.
• Renewal options (term, number of options).
• Offer expiration date.
• Commissions for tenant and owner representatives.
• Offeror's Tenant Improvement Fee Schedule (architectural/engineering, lessor's project management).
• Financial aspects of the lease (adjustment for vacant premises, reduced services, overtime HVAC rates).
• Utility, janitorial, and trash removal responsibilities.
• List of attachments submitted with the offer.
• Free rent details and other rental concessions.

Section IV - Owner Identification and Certification:

• Recorded owner information.
• Offeror's interest in the property (fee owner, agent, other).
• Statement of agreement to lease upon acceptance.
• Offeror's signature, contact information, and Unique Entity Identifier.

Lease Proposal Data (Page 4):

• Offeror's interest in property evidence.
• Flood plain status.
• Seismic safety compliance.
• Historic preference details.
• Asbestos-Containing Material (ACM) status.
• Fire/Life Safety compliance.
• Accessibility compliance.
• ENERGY STAR® Label status.
• Option for HUBZone SBC to waive price evaluation preference.

This form is critical for any bidder responding to a warehouse lease proposal. It requires the bidder to quantify and detail all aspects of the space they are offering, including physical characteristics, costs, lease terms, and compliance with various government requirements (e.g., seismic, accessibility, energy efficiency). Accurate and complete submission of this form is essential for a compliant and competitive proposal.

Forms / Attachments / Pricing Sheets

This document, "EXHIBIT E 3517B General Clauses (Oct. 2023).pdf", contains a comprehensive list of general clauses applicable to the acquisition of leasehold interests in real property. It serves as a reference for both the Lessor and the Government, outlining the terms and conditions that govern the lease agreement.

The document is organized by category, including:

• General Clauses: Definitions, subletting, assignment, successors bound, subordination, statement of lease, substitution of tenant agency, no waiver, integrated agreement, and mutuality of obligation.
• Performance Clauses: Default by lessor, inspection, delivery and condition, progressive occupancy, maintenance, fire and casualty damage, and compliance with applicable law.
• Payment Clauses: System for Award Management maintenance, prompt payment, and assignment of claims.
• Standards of Conduct: Contractor code of business ethics and conduct, covenant against contingent fees, and anti-kickback procedures.
• Adjustments: Price adjustment for illegal or improper activity, price reduction for defective cost or pricing data, and proposals for adjustment.
• Audits: Examination of records by GSA and audit and records—negotiation.
• Disputes: Standard disputes clause.
• Labor Standards: Equal opportunity, prohibition of segregated facilities, post-award small business program rerepresentation, equal opportunity for veterans, equal opportunity for workers with disabilities, and employment reports on veterans.
• Small Business: Protecting the Government's interest when subcontracting with debarred/suspended contractors, subcontractor certified cost or pricing data, notice of price evaluation preference for HUBZone small business concerns, utilization of small business concerns, small business subcontracting plan, and liquidated damages.
• Cybersecurity: Security requirements and personal identity verification of contractor personnel.
• Other Clauses: Including prohibitions on contracting for specific hardware, software, services, and applications.

This document is crucial for potential bidders as it details the standard contractual terms and conditions that will apply to any lease agreement. Understanding these clauses is essential for assessing the full scope of obligations, risks, and responsibilities associated with the opportunity. Bidders should pay close attention to clauses related to performance, payment, default, maintenance, alterations, and compliance, as these will directly impact their ability to fulfill the contract requirements and their potential liabilities.

Form / Attachment / Pricing Sheet

This document, Exhibit B, outlines the Agency Specific Requirements for the San Antonio Warehouse. It details the general intent, information about the delineated area, specific requirements, and architectural considerations for the warehouse space.

• General Intent: To guide VA Leased Warehouse basic needs and guidelines to support Veterans Health Administration's (VHA) warehouse support needs and mission.
• Delineated Area: Specifies the approximate 9,586 net usable square feet (NUSF) of warehouse space in San Antonio, Texas, with boundaries defined by major roads (N Loop 1604 W, IH10, Culebra Rd/Bandera Rd, Highway 151).
• Requirements:
  • Must follow Office of Construction & Facilities Management – Design Guideline PG-18-12.
  • Minimum and Maximum Area: 9,586 NUSF.
  • Space Type: Office and Warehouse.
  • Term: 15 Years (10 Years Firm, 5 Years Soft).
• Architectural Requirements:
  • Direct controlled access from Loading Dock Area to Warehouse Area.
  • Minimum internal corridor clear width of 8'-0" and door width of 48" (single leaf) or 72" (double leaf).
  • Minimum clearance of 16'-0" from finished floor to underside of structural element in bulk storage areas.
  • Minimum clearance of 10'-0" from finished floor to underside of structural element in unit items storage.
  • Minimum of 4 loading docks with auto levelers.
  • 4 parking spaces/loading for Semi and/or Box Truck at loading docks.
  • Maneuverability space for trucks with specific turning radii.
  • Staff and Administrative Area adjacent to Loading Dock and Warehouse Area.
  • Life Safety Fire Protection: Sprinkler Systems and Fire Alarm Systems per PG-18-10.
  • Accessibility per PG-18-13.
  • Acoustics and Noise Control considerations.
  • Storage Space Design Considerations (rack systems, flooring, walls/partitions).
  • Ceilings: Typically open to structure, but suspended ceilings for Clean/Unit Storage and staff areas.
• Additional Requirements:
  • Space must be contiguous and on the ground level.
  • Secure fenced area for outdoor vehicle storage.
  • Space configuration conducive to efficient layout.
• Safety During Construction and Additional Requirements:
  • Contractor coordination with existing work.
  • Protection of patients and employees.
  • Prohibition of weapons.
  • Permit acquisition.
  • Designation of Site Safety and Health Officer (SSHO) and Competent Persons (CP).
  • Specialized competent persons for specific work crews.
  • OSHA training requirements (10-hour for workers, 30-hour for managers/superintendents).
  • Seasonal Influenza Vaccination and Tuberculosis (TB) screening requirements for contracted workers.
  • Infection Control procedures.
• Manuals, Standards and Design Guides: Compliance with VA specifications, NEC, NFPA, WBDG, and applicable regulations.
• Access & Records - Privacy Information: Guidelines on information protection, privacy, and records management.

This document is critical for bidders as it defines the specific physical and operational requirements for the warehouse space. It outlines the size, layout, safety, security, and compliance standards that any potential lease or construction must meet. Bidders must carefully review these requirements to determine their ability to provide a suitable facility and to accurately price their proposals. Key details include the required NUSF, lease term, loading dock specifications, and safety/infection control protocols.

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 real property leases. It details the procedures for submitting proposals, modifications, and revisions, as well as conditions for late submissions and withdrawals.

• Proposal Submission: Proposals must be submitted in paper media in sealed envelopes unless electronic submission is permitted. They must be on prescribed Government forms or copies thereof and signed, with any erasures or changes initialed.

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

• Data Restriction: Specific procedures are outlined for offerors wishing to restrict the disclosure and use of data within their proposals.

• Lease Award: 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, waive informalities, and conduct discussions.

• SAM Registration: Offerors must be registered in the System for Award Management (SAM) prior to award and maintain registration throughout the contract performance.

• The document references provisions related to lease awards, but specific contract types, periods of performance, or estimated values are not detailed within this provision.

• Late Proposals: Specific conditions under which late proposals or revisions may be considered are detailed, including mail dates, Government mishandling, express mail, electronic transmission, and sole proposal received.

• Evaluation: Proposals will be evaluated to determine the best value. The Government may limit the number of proposals in the competitive range to permit efficient competition.

• Facsimile Proposals: Offerors may submit proposals via facsimile, subject to specific rules and conditions.

• SAM Registration: Registration in SAM is mandatory for award.

• Flood Plains: Leases will not be awarded for property within a 100-year floodplain unless no practicable alternative exists.

• This document incorporates by reference several FAR and agency-specific clauses, including those related to protests, pre-award compliance evaluations, parties to execute leases, and unique entity identifiers.