U.S. Department of Agriculture Seeks to Lease Office and Related Space in Bedford, PA

Solicitation / RFP / RFQ

This document, "RLP EXHIBIT A SOLICITATION PROVISIONS (For Simplified Acquisition of Leasehold Interests in Real Property)," outlines the instructions, terms, and conditions for offerors responding to a solicitation for leasehold interests in real property. It details the process for submitting proposals, modifications, and revisions, as well as the criteria for late submissions and withdrawals.

• 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 composing partners must be included.

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

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

• Offerors must adhere to restrictions on disclosure and use of data submitted in proposals.

• 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 if deemed necessary.

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

• Specific conditions apply to late proposals and revisions, with acceptable evidence of mailing or receipt required.

• Offerors may submit modifications to proposals before the closing date and time, or in response to an amendment.

• Revised proposals may be submitted only if requested or allowed by the Contracting Officer.

• The Government may evaluate proposals and award a lease without discussions, but reserves the right to conduct them.

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

• Post-award debriefings may include the overall evaluated cost/price, technical rating, ranking, and rationale for award.

• 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, business operations in Sudan, and Iran sanctions.

• The document incorporates by reference several FAR and agency clauses, including those related to facsimile proposals, system for award management, unique entity identifier, and security prohibitions and exclusions.

• Specific provisions address the execution of the lease by various entity types (individual, partnership, corporation, joint venture) and by an attorney, agent, or trustee.

• Information collection requirements are approved by OMB under Control No. 3090-0163.

Solicitation / RFP / RFQ

This document is a Request for Lease Proposals (RLP) from the USDA for office space in Bedford, Pennsylvania. The government intends to award a fully serviced, turnkey lease for approximately 2,609 to 2,739 ANSI/BOMA Office Area (ABOA) square feet, not to exceed 3,193 Rentable Square Feet (RSF).

• Space: Modern quality building, sound construction, with a facade of stone, marble, brick, stainless steel, aluminum, or other permanent materials. Buildings with property boundaries on boundary streets are considered within the Area of Consideration.

• Area of Consideration: Defined boundaries for Northern, Southern, Eastern, and Western areas around Bedford, PA.

• Lease Term: Ten (10) Years (120 Months) Full Term, with a Five (5) Year (60 Months) Firm Term.

• Termination Rights: 120 Days' notice after the firm term.

• Parking: Three (3) reserved parking spaces for USDA/Government-Use Only.

• Building Standards: Must meet government requirements for fire safety, accessibility, seismic, and sustainability standards. Must not be in a 0.2-percent-annual chance floodplain.

• Energy Efficiency: Buildings are expected to meet ENERGY STAR® label requirements or provide justification for exceptions and proposed improvements.

• Tenant Improvements (TIs): Turnkey TIs are required, including all finishes and fixtures to create a finished, usable condition. TIs are performed at the Lessor's expense and are part of the rental consideration.

• Contract Type: Lease agreement.

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

• Offer Due Date: June 30, 2026, by 4:30 PM EASTERN.

• Submission Method: Via email to the LCO address provided.

• Evaluation: Offers will be evaluated based on the lowest priced technically acceptable offer. A present value price evaluation will be conducted.

• Method of Award: Award will be based on price, with potential for negotiations.

• NAICS Code: 531120 (Exception).

• Small Business Size Standard: Refer to SBA website.

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

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

• The RLP includes numerous attachments and exhibits detailing specific requirements, forms, and clauses.

Form / Attachment / Pricing Sheet

This document is GSA Form 1364, which is a "Request for Information" form. It is used to gather information from potential offerors regarding their capabilities and interest in a particular government requirement. Bidders should use this form to provide their responses to the government's request for information.

• Sections for company information, technical capabilities, past performance, and socioeconomic status.
• Specific questions related to the government's potential requirement.
• Instructions for completion and submission.

This form is relevant to bidders as it is the mechanism by which they can express their interest and provide information to the government about their ability to meet the potential requirement. Completing this form accurately and thoroughly is crucial for the government to understand the market and potentially shape the upcoming solicitation.

Form / Attachment / Pricing Sheet

This document, labeled "EXHIBIT E - SECURITY REQUIREMENTS - FACILITY SECURITY LEVEL I," outlines the security requirements for the building shell and leased space. It details specific security measures and protocols that the Lessor must implement and maintain throughout the lease term.

• Definitions: Clarifies terms such as "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 rooms, electrical closets, roof access), and visitor access control.
• Interior (Government Space): Addresses identity verification and the potential implementation of a formal key control program.
• Sites and Exterior of the Building: Covers landscaping requirements to minimize concealment opportunities and the posting of regulatory signage.
• 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.
• Building Systems: Outlines protection requirements for emergency generators.
• Operations and Administration: Mandates cooperation with the Facility Security Committee (FSC) and controlled access to building information.
• Cybersecurity: Prohibits connecting building access control systems to federally owned networks and encourages specific cyber protection measures, including proper configuration management, encryption, disabling unnecessary services, monitoring for vulnerabilities, enforcing least privilege, auditing, using updated antivirus software, avoiding end-of-life systems, and aligning with CIS benchmarks.

Bidders responding to an opportunity that includes this exhibit must understand these security requirements as they will impact the cost of the building shell and potentially the operational procedures. The Lessor is responsible for implementing and maintaining these security measures, which should be factored into pricing and operational planning.

Solicitation / RFP / RFQ

This document is a cover letter for a Request for Lease Proposal (RLP) for USDA Service Center space in Bedford, Bedford County, Pennsylvania. It serves as a notice for the SAM.gov RLP posting.

Offerors are instructed to use the enclosed RLP package, draft Lease, and all attachments to submit their initial proposal for office and related space. Bidders must pay particular attention to the Government's requirements and the evaluation criteria.

Not specified in this cover letter.

• Submission Deadline: Thursday, June 30, 2026, by 4:30 PM EASTERN.
• Submission Method: Submit complete lease proposal package using forms provided with the RLP package.
• Submission Address: USDA Lease Contracting Officer/ Senior Realty Specialist Shannon Schoening SHANNON.SCHOENING@USDA.GOV
• Evaluation: Bidders should pay close attention to how the Government will evaluate and determine lease award.

Offerors are required to be registered in SAM (System for Award Management) in accordance with FAR 52.204-7(b)(1).

• Bidders must outline exceptions to the solicitation package separately in their proposal. Exceptions may result in a less competitive position.
• Legal counsel review of lease language should be completed before final proposal submission, as changes cannot be requested after submission.
• Unauthorized contact with individuals other than the designated Lease Contracting Officer may jeopardize the procurement.
• The RLP package number is 57-42009-26-FA.

Form / Attachment / Pricing Sheet

This document is an Offeror Submittal Checklist intended to guide potential offerors on the documents and information required for a Request for Lease Proposal (RLP). It is provided for informational purposes and to underscore required documents, but the RLP itself is the authoritative source for detailed requirements.

Step 1: Offer Submittal

• RLP No. 57-42009-26-FA (for information only, not to be returned)
• Lease No. 57-42009-26-FA (for information only, not to be returned)
• Agency Special/Specific Requirements (Bedford, PA)
• USDA Infrastructure Operations Division ADP and Wiring Guidelines Version 3.0
• USDA Facility Signage Guide (April 2014)
• Security Requirements - Facility Security Level I
• GSA 3517A, General Clauses
• GSA Form 1217 Lessors Annual Cost Statement (or "Other" Statement)
• GSA Form 1364, Proposal to Lease Space (or Deviations)
• Tenant Improvement Cost Summary (TICS) Workbook
• Two (2) independent bids for TICS cost elements
• Scaled test fit of space (referencing EXHIBIT B)
• Parking Plan and Parking Narrative
• Authorization to Represent Owner (May Apply)
• Agreement to Acquire an Interest in the Property (May Apply)
• Systems for Award Management Registration

Step 2: Due Diligence - Additional Submittals

• Conditional Commitment of Funds
• Local Zoning Compliance Evidence
• Evidence of Ownership and/or site control
• Proof of Signing Authority
• Conflict of Interest Disclosure Documentation (May Apply)
• GSA Form 12000 for Prelease Fire Protection and Life Safety Evaluation (May Apply)
• Fire Protection and Life Safety Documentation (May Apply)
• Certificate of Occupancy (Building) (May Apply)
• Architectural Plans for Building Modernization (May Apply)
• Asbestos Reinspection Report (May Apply)
• Asbestos Inspection Report (May Apply)
• Asbestos Management Plan or Operations and Management Plan (May Apply)
• Computer Aided Design (CAD) Generated Plans
• Vending Facilities (May Apply)
• Energy Star or Other Efficiency Improvements Supporting Documentation

This checklist is crucial for bidders to ensure they gather and submit all necessary documentation as part of their proposal. It helps in organizing the submission package and understanding which items are mandatory versus optional ('May Apply'). Bidders must cross-reference this checklist with the main RLP for definitive requirements.

Form / Attachment / Pricing Sheet

This document is a GSA Lease Template (L100A) used for lease agreements. It outlines the terms and conditions for leasing property to the U.S. Government, specifically for the Department of Agriculture (USDA).

• Lease Identification: Lease Number 57-42009-26-FA.
• Parties: Lessor (property owner) and the United States of America (Government).
• Premises Description: Details the rentable square feet (RSF) and ANSI/BOMA Occupant Area (ABOA) square feet, including office and related space, and potentially free space.
• Lease Term: Specifies the duration of the lease, including firm and non-firm terms, and commencement dates.
• Rent and Consideration: Outlines the structure of rent, including shell rent, operating costs, and tenant improvement rent, with provisions for adjustments.
• Parking: Details the types and number of parking spaces provided.
• Express Appurtenant Rights: Lists rights such as parking, and access to roof for telecommunications equipment.
• Construction Standards: Covers various aspects of building construction and shell components, including work performance, materials, building shell requirements, and responsibilities.
• Tenant Improvement Components: Details specific requirements for tenant improvements, including finishes, doors, hardware, partitions, painting, flooring, HVAC, electrical, and telecommunications.
• Utilities, Services, and Obligations: Outlines responsibilities for utilities, heating, air conditioning, janitorial services, snow removal, and maintenance.
• Additional Terms and Conditions: Includes security requirements, modified lease paragraphs, and deleted lease paragraphs.
• Documents Incorporated: Lists attached documents that form part of the lease, such as Agency Special/Specific Requirements, USDA guidelines, and GSA forms.

This document serves as the template for a lease agreement. Potential bidders (lessors) would use this to understand the government's requirements for leased space, including construction standards, tenant improvements, services, and contractual terms. It is crucial for understanding the full scope of obligations and specifications when offering property for lease to the USDA.

Form / Attachment / Pricing Sheet

This document, Exhibit B, outlines the Agency Specific Requirements (ASRs) for a lease in Bedford, Pennsylvania. It details the Lessor's responsibilities for space build-out, finishes, and specific room requirements, supplementing the main lease agreement.

• Room Schedule: Specifies the types and approximate sizes of spaces required, including private offices, open workstations, conference rooms, break rooms, and secure storage.
• Concept Design: Provides a rough layout and adjacencies for space functions, serving as a guide for the Lessor.
• Room Descriptions: Details specific requirements for various spaces, such as private offices (acoustics, electrical, data, privacy windows), open offices (workstations, data/power connections), conference rooms, break rooms (appliances, plumbing), public-facing waiting rooms (branding, security), and secure storage.
• Finishes: Outlines requirements for flooring, baseboard, casework, countertops, paint, blinds, and drywall.
• Tenant Improvements: Covers data and telecommunications, mailboxes, depository drop boxes, signage, fire protection, cipher locks, and existing furniture.
• Physical Security: Details requirements for hardened customer service counters, entrance door chimes, duress/panic buttons, intrusion detection systems, perimeter doors, emergency exit doors, and window A/C unit protection.
• CEC Space (OCIO) and ADP Guidelines: Specifies requirements for the ADP (IT Server) Room, including wiring, power, plumbing, flooring, and security.

This document is crucial for potential Lessors to understand the detailed specifications and requirements for constructing or modifying a leased space to meet USDA's needs. It defines the scope of work, materials, finishes, security measures, and specific room functionalities that the Lessor must provide. Bidders should review this document to ensure they can meet all specified requirements, which will impact project timelines, costs, and final build-out.

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 infrastructure for IT equipment and telecommunications.

• Dedicated Electrical Circuits: Requirements for dedicated 110-volt, 20-amp circuits with isolated grounds for ADP equipment and UPS systems.
• General Office Space Circuits: Specifications for providing adequate circuits for workstations, copiers, etc.
• Wiring/Cabling Standards: Mandates the use of Category 6 (CAT6) ethernet cabling for new installations and substantial upgrades, with specific performance comparisons provided for different cable categories.
• Demarcation Points: Guidelines for telecommunication demarcation points and the installation of conduit for USDA use.
• LAN/WAN/Voice Cabinets: Requirements for the installation of cabinets, wiring, cabling, and patch panels.
• CEC Space Guidelines: Defines space allocation for Client Experience Center (CEC) staff, including offices, cubicles, storage, and ADP rooms, with specific square footage requirements.
• ADP Room Guidelines: Details requirements for ADP room size, temperature and humidity control (65-78°F, 35-55% humidity), electrical power, plumbing, flooring (anti-static solid surface), and fire extinguishers.
• Computer Room Physical and Security Requirements: Outlines location preferences (interior, away from windows) and security measures, including fire suppression systems and electronic access control.
• Abbreviations/Definitions: A glossary of terms used throughout the document.
• Revision History: Details changes and updates to the document, with the latest version being 3.0, updated November 3, 2023.

This document is crucial for any bidder involved in the installation, maintenance, or upgrade of IT infrastructure, telecommunications, or facility modifications related to these systems within USDA facilities. It outlines the mandatory technical standards, space requirements, and security protocols that must be adhered to, directly impacting the scope of work, materials, and labor required for compliance.

Form / Attachment / Pricing Sheet

This document, "Facility Signage Guide" (Exhibit D), provides detailed guidelines for the development and implementation of a comprehensive signage and wayfinding system for both exterior and interior USDA facilities. It serves as a manual to ensure a clear and strong impression of the USDA brand.

• USDA Signature Lockups: Mandates the use of specific USDA Symbol and Department name combinations, prohibiting substitutions of fonts or unauthorized creation of lockups. It details acceptable variations, color specifications (dark blue PMS 288, dark green PMS 343, black), and reproduction on various backgrounds.
• Clearance Space, Proportions, and Placement: Defines requirements for clear space around signature lockups, minimum size proportions for the USDA symbol, and preferred typefonts (Helvetica, Arial).
• Signage Types: Provides examples and specifications for various signage types, including:
  • Free-Standing Signage
  • Monumental Signage
  • Building-Mounted Signage
  • Directional Signage
  • Office Room Signage (USDA and Non-USDA Facilities)
  • Building Directory (USDA and Non-USDA Facilities)
• ADA Compliance: States that all interior facility signage designating a permanent room or space must be ADA compliant. It directs users to www.ADA.gov for the latest standards.
• Regional Requirements: Notes that facilities in the Washington, DC metropolitan area must comply with special DC/Metro signage requirements.

This guide is crucial for any bidder involved in the procurement, design, fabrication, or installation of signage for USDA facilities. It outlines mandatory branding, design, and compliance requirements that must be adhered to. Bidders must ensure their proposed signage solutions align with these specifications, including the correct use of USDA logos, color palettes, typography, and ADA compliance standards. Failure to comply with these guidelines could lead to non-conforming proposals or deliverables.

Forms / Attachments / Pricing Sheets

This document, Exhibit F, titled "GENERAL CLAUSES (Acquisition of Leasehold Interests in Real Property for Leases at or Below the Simplified Lease Acquisition Threshold - SLAT)", lists and details the standard clauses incorporated into a lease agreement for real property.

• Clause Numbers and Titles: Lists 48 CFR references and corresponding clause titles, including deviations.
• Specific Clauses Covered: Includes definitions, property maintenance, fire and casualty damage, inspection rights, default by lessor, payment terms, integrated agreements, changes, compliance with applicable law, and safeguarding of covered contractor information systems.
• Incorporated by Reference Clauses: Details numerous FAR and GSAR clauses that are incorporated by reference, covering areas such as security requirements, personal identity verification, reporting executive compensation, system for award management, representations and certifications, protection against debarred subcontractors, price reductions, small business concerns, liquidated damages, equal opportunity, drug-free workplace, assignment of claims, payment by electronic funds transfer, and disputes.
• Lease Specifics: Mentions Lease No. 57-42009-26-FA and indicates it's a GSA Template.

This document is crucial for potential bidders as it outlines the mandatory legal and contractual terms that will govern any lease agreement. Understanding these clauses is essential for assessing the full scope of obligations, risks, and requirements associated with the opportunity. It details the lessor's responsibilities regarding property maintenance, damage, default, and compliance, as well as the government's rights and expectations. Bidders should pay close attention to clauses related to payment, changes, and safeguarding of information systems, as these can significantly impact operations and costs.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is the Lessor's Annual Cost Statement. It is used to collect estimated annual costs of services, utilities, and ownership from lessors as part of the rental consideration for government leases. The information is crucial for the General Services Administration (GSA) in determining fair market value for leased space.

• Section I: Estimated Annual Cost of Services and Utilities: Details costs for cleaning, heating, electrical, plumbing, air conditioning, elevators, and miscellaneous services furnished by the lessor.
• Section II: Estimated Annual Cost of Ownership Exclusive of Capital Charges: Covers real estate taxes, insurance, building maintenance and reserves, and lease commissions.
• Lessor's Certification: Requires the lessor to certify that the entered amounts represent their best estimate of annual costs.

This form is essential for lessors responding to a Request for Lease Proposals (RLP) or similar solicitations. Bidders must accurately complete this form to provide the government with the necessary cost data to evaluate rental charges. The instructions provide detailed guidance on how to compute rentable area and estimate costs for various services and ownership expenses. Failure to provide accurate and complete cost information may impact the evaluation of proposals.

Form / Attachment / Pricing Sheet

This document, GSA Form 12000, is a "Prelease Fire Protection and Life Safety Evaluation for an Office Building." It is designed to collect information about the fire protection and life safety features of a proposed office space. Bidders are required to complete this form to provide necessary details about the building's compliance with relevant codes and standards.

• 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 floors, square footage, and other uses).
  • Automatic Fire Sprinkler System status and maintenance.
  • Fire Alarm System status, components, age, notification methods, and maintenance.
  • Exit Signs & Emergency Lighting status and functionality.
  • Elevator status and safety features.
• 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 exceptions for egress requirements based on NFPA 101, Life Safety Code.
• Offeror's Statement: A section for the Offeror to attest to the accuracy of the provided information.

This form is crucial for bidders to demonstrate that the proposed office space meets the government's fire protection and life safety requirements. Accurate completion is necessary for the government to evaluate the suitability of the offered space. The information gathered will impact the evaluation of the proposed location and potentially the overall feasibility of the lease or contract.