U.S. Department of Agriculture seeks to Lease Office and Related Space in Millbrook, Dutchess County, New York

Solicitation / RFP / RFQ

This document, "RLP EXHIBIT A - SOLICITATION PROVISIONS (For Simplified Acquisition of Leasehold Interests in Real Property)," outlines the instructions and provisions for offerors responding to a solicitation for leasehold interests in real property. It details the terms and conditions under which proposals will be submitted, evaluated, and awarded.

• Proposal Submission: Proposals must be submitted on prescribed Government forms, signed, and initialed for any erasures or changes. Paper submissions must be in sealed envelopes or packages. Specific instructions are provided for acknowledging amendments.

• Late Proposals/Revisions: Strict conditions govern the acceptance of late proposals or revisions, generally requiring them to be mailed by a specific date prior to the deadline or to meet specific criteria for Government mishandling or expedited mail.

• Modifications/Revisions: Offerors may submit modifications to proposals before the closing date and time, or in response to amendments. Revised proposals may be submitted only if requested or allowed by the Contracting Officer.

• Deviations: Offerors may submit proposals with deviations from stated requirements, but these must be clearly identified, and their comparative advantage to the Government must be explained.

• Data Restriction: Offerors can request that certain data within their proposal not be disclosed to the public or used by the Government except for evaluation, provided specific marking requirements are met.

• Award Basis: The Government intends to award a lease to the responsible offeror whose proposal represents the best value, based on evaluation factors and subfactors outlined in the solicitation.

• Discussions: The Government intends to evaluate proposals and award a lease without discussions, except for clarifications. However, the right to conduct discussions is reserved if deemed necessary.

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

• Unbalanced Pricing: Proposals may be deemed unacceptable if prices are materially unbalanced between line items or subline items, posing an unacceptable risk to the Government.

• Post-Award Debriefings: Information that may be disclosed in post-award debriefings includes the successful offeror's evaluated cost/price and technical rating, the overall ranking of offerors, and a summary of the award rationale.

• SAM Registration: Offerors are required to be registered in the System for Award Management (SAM) at the time of award and maintain registration throughout contract performance. Specific requirements for SAM registration are detailed, including the need for a unique entity identifier and an active status.

• Security Prohibitions: Provisions address security prohibitions and exclusions, including representations and certifications related to covered telecommunications equipment or services, FASCSA orders, Sudan, and Iran. Offerors must review lists of excluded parties in SAM and disclose any non-compliance.

• This document incorporates by reference FAR provisions such as 52.204-6 (Unique Entity Identifier) and 52.240-90 (Security Prohibitions and Exclusions Representations and Certifications).

• It also includes specific clauses like 552.270-3 (Parties to Execute Lease) and 552.270-35 (System for Award Management – Leasing).

Form / Attachment / Pricing Sheet

This document is an Offeror Submittal Checklist intended to guide potential bidders on the documents and information required for the Request for Lease Proposal (RLP). It is provided for informational purposes and to underscore the necessary submissions. The RLP itself contains the detailed requirements, and in case of any inconsistency, the RLP is the authoritative source.

Step 1: Offer Submittal

• RLP No. 57-36027-27-FA (for information only, not to be returned)
• Lease No. 57-36027-27-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) - Completed and signed
• "Other" Statement for GSA Form 1217 (May Apply)
• GSA Form 1364, Proposal to Lease Space - Completed and signed
• Deviations (May Apply)
• Tenant Improvement Cost Summary (TICS) Workbook
• Two (2) independent bids to support TICS cost elements
• Scaled test fit of space (using Table 1.01.C and concept design 2.01.A from 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 (Refer to FAR 4.1102(a) and 52.204-7)

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 (Part A) (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 required documentation for their proposal. It clearly delineates between mandatory items and those that may apply based on specific circumstances, helping bidders organize their submission effectively and avoid potential disqualification due to missing information.

Form / Attachment / Pricing Sheet

This document, "EXHIBIT E SECURITY REQUIREMENTS - FACILITY SECURITY LEVEL I," outlines the security requirements for the leased facility. It details specific obligations for the Lessor regarding building security, access control, and cybersecurity measures.

• Facility Security Level I Requirements: Defines security measures applicable to the building shell.
• Definitions: Clarifies terms such as "Critical Areas."
• Facility Entrances, Lobby, Common Areas, Non-Public, and Utility Areas: Specifies requirements for employee access control, public restroom access, securing critical areas (e.g., mechanical rooms, roof access), and visitor access control.
• Interior (Government Space): Outlines requirements for identity verification and a formal key control program.
• Sites and Exterior of the Building: Covers signage and landscaping requirements.
• Security Systems: Details requirements for alarm systems, Video Surveillance Systems (VSS), and Intrusion Detection Systems (IDS), including compliance with FAR 52.204-25.
• Building Systems: Addresses emergency generator protection.
• Operations and Administration: Includes requirements for cooperation with the Facility Security Committee (FSC) and controlled access to building information.
• Cybersecurity: Prohibits connecting building access control systems to federally owned IT networks and outlines measures for assessing and responding to cybersecurity incidents. It also encourages specific cyber protection measures, including compliance with DHS ICS-CERT, NIST-CSF, and secure practices for BACS devices and applications.

This exhibit is crucial for bidders as it defines the security standards and infrastructure that the leased facility must meet. Understanding these requirements is essential for accurately pricing proposals, assessing operational feasibility, and ensuring compliance with government security mandates. Bidders should pay close attention to the Lessor's responsibilities in implementing and maintaining these security measures, as they will impact the overall cost and operational environment of the leased space.

Form / Attachment / Pricing Sheet

This document is GSA Form 1364, "BUILDING/PREMISES INSPECTION FORM." It is used to document the inspection of a building or premises for a specific purpose, likely related to a government contract or lease. Bidders may need to complete or review this form as part of their proposal submission or to understand site-specific requirements.

• Sections for identifying the property, inspection date, and inspector.
• Fields to record details about the building's condition, systems (HVAC, electrical, plumbing), security features, and accessibility.
• Space for comments, deficiencies, and recommendations.

Bidders should review this form to understand any physical site requirements or conditions that may impact their ability to perform the work or the cost of their proposal. It may also be a required submission as part of the solicitation package.

Solicitation / RFP / RFQ

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

Potential offerors are instructed to use the enclosed RLP package, which includes a draft Lease and all attachments, to submit an initial proposal for office and related space. Bidders must pay close attention to the Government's requirements and the evaluation criteria.

Not specified in this cover letter.

• Complete lease proposal packages must be submitted by 4:30 PM EASTERN on Thursday, July 16, 2026.
• Submissions should be sent to Shannon Schoening, USDA Lease Contracting Officer/ Senior Realty Specialist, at SHANNON.SCHOENING@USDA.GOV.
• Offerors are required to be registered in SAM when submitting an offer and at the time of award.
• Proposals must outline any exceptions separately. Exceptions may place the proposal in a less competitive position.
• Changes to the lease language cannot be requested after final proposal submission.

Not specified in this cover letter.

• Bidders are warned against unauthorized contact with agency officials regarding this procurement, as it may jeopardize their offer or lead to cancellation.
• Substitution or submission of forms not previously approved by the Lease Contracting Officer (LCO) may result in non-responsiveness.
• Offerors planning legal counsel review of lease documents should do so promptly to allow time for discussions.
• Questions regarding the RLP package or space requirements should be directed electronically to SHANNON.SCHOENING@USDA.GOV.

Solicitation / RFP / RFQ

This document is a Request for Lease Proposals (RLP) from the USDA for lease space in Millbrook, New York. The government intends to award a lease to a vendor whose proposal meets the RLP requirements and is the lowest priced technically acceptable offer.

• Location: Millbrook, Dutchess County, New York, within specified boundaries.

• Space: Approximately 2,333 to 2,682 ABOA SF of modern, quality building space.

• Lease Term: Initial firm term of 10 years, with an option for up to 20 years total.

• Building Standards: Must be a modern, quality building with sound construction. Specific requirements for facade materials, condition, and modernization are detailed.

• Parking: Includes specific requirements for government, producer/visitor, and employee parking spaces.

• Energy Efficiency: Buildings must meet ENERGY STAR® requirements, with specific exceptions and upgrade obligations outlined.

• Security: Requirements are based on facility security levels (FSL) and include specific countermeasures.

• Tenant Improvements (TI): A "Turnkey Tenant Improvement" is required, meaning the Lessor is responsible for all TIs as part of the rental consideration.

• Contract Type: Lease agreement.

• Period of Performance: Initial firm term of 10 years, with options up to 20 years.

• Estimated Value: Not explicitly stated, but rent is based on ABOA SF and includes shell rental, TI, operating costs, and parking.

• Offer Due Date: July 16, 2026, by 4:30 PM EASTERN.

• Submission Method: Via email to the designated USDA email address.

• Evaluation: Offers will be evaluated based on price and technical acceptability. The government may award without discussions but reserves the right to conduct discussions during Step 1.

• Method of Award: Award will be based on the lowest priced technically acceptable offer, using a present value price evaluation.

• NAICS code: 531120.

• Small business size standard information is available via SBA website.

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

• The RLP includes numerous attached documents such as GSA forms, agency-specific requirements, and general clauses.

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

Form / Attachment / Pricing Sheet

This document is a GSA Lease Template (L100A) for a lease agreement between a Lessor and the Government (USDA). It outlines the terms and conditions for leasing property.

• Lease Identification: Lease Number 57-36027-27-FA.
• Parties: Identifies the Lessor and the Government (USDA).
• Premises Description: Details the office and related space, including rentable square feet (RSF) and ANSI/BOMA Occupant Area (ABOA).
• Lease Term: Specifies the duration of the lease, including firm and non-firm terms, and potential termination/renewal rights.
• Rent and Consideration: Outlines the structure of shell rent, operating costs, and tenant improvement rent, including provisions for free rent periods.
• Construction Standards: Details requirements for building shell components, work performance, materials (wood products, adhesives, sealants), and specific systems (HVAC, electrical, plumbing, fire alarm, sprinkler).
• Tenant Improvements (TIs): Specifies requirements for TIs, including finish selections, doors, hardware, partitions, painting, flooring, and telecommunications infrastructure.
• Utilities and Services: Covers provision of services, access, normal hours, utilities, heating/air conditioning, janitorial services, snow removal, and maintenance.
• Additional Terms and Conditions: Includes security requirements, modified/deleted lease paragraphs, and negotiated terms.

This document is crucial for potential bidders as it defines the comprehensive requirements for a leased space. It details the physical specifications, construction standards, tenant improvement expectations, and ongoing service obligations. Understanding these requirements is essential for accurately estimating costs, developing proposals, and ensuring compliance if awarded the lease. It serves as the foundational agreement for the lease of property to the USDA.

Form / Attachment / Pricing Sheet

This document, labeled "EXHIBIT B" and "AGENCY SPECIAL/ SPECIFIC REQUIREMENTS," details specific requirements for a lease space in Millbrook, Dutchess County, New York. It supplements the main lease agreement by providing more stringent or specific agency needs.

• Room Schedule and Description: Outlines the required types and approximate sizes of spaces, including private offices, open workstations, conference rooms, break rooms, reception areas, mail/copy areas, ADP rooms, consultation/huddle rooms, mudrooms, and secured storage.
• Space Allocations: Specifies the number of private offices and workstations for both USDA (FSA) and NRCS personnel.
• Square Footage: Provides total required square footage for various space types, including minimum and maximum ABOA (Above-Base Operating Area) and maximum RSF (Rentable Square Footage).
• Parking: Details the number and type of parking spaces required (Government Official Vehicle, Producer/Visitor, Employee).
• Concept Design: Presents a rough layout of the space, including adjacencies and general locations for functions, noting it's a representation and not for precise measurement.
• Room Descriptions and Finishes: Elaborates on the specific requirements for each room type, including dimensions, materials, hardware, HVAC, electrical outlets, and finishes (flooring, paint, casework, countertops, etc.).
• Tenant Improvements: Lists features not included in shell costs but required as tenant improvements, such as data and telecommunications, mailboxes, depository drop boxes, signage, fire protection, cipher locks, and existing furniture considerations.
• Shell Definition: Defines what constitutes the "building shell" versus tenant improvements.
• Physical Security Requirements: Details specifications for hardened customer service counters, entrance door chimes, duress/panic buttons, intrusion detection systems, emergency lockdown procedures, space compartmentalization, perimeter doors and locks, and emergency exit doors.

This document is crucial for potential bidders (lessors) as it defines the detailed specifications and requirements for the leased space. It outlines the exact types of spaces, their sizes, finishes, security features, and tenant improvements that must be provided. Understanding these requirements is essential for accurately bidding on and fulfilling the lease agreement.

Form / Attachment / Pricing Sheet

This document, "ADP and Wiring Guidelines Version 3.0," serves as Exhibit C for Lease No. 57-36027-27-FA. It provides detailed specifications and requirements for Automated Data Processing (ADP) rooms and associated wiring and cabling infrastructure within USDA facilities. It is intended to guide bidders on the standards for electrical circuits, data cabling, network infrastructure, and space allocation for IT equipment.

• Electrical Circuits: Specifies requirements for dedicated circuits for ADP equipment, general office spaces, and Uninterruptible Power Supply (UPS) circuits, including voltage, amperage, grounding, and receptacle types.
• Demarcation Points & Pathways: Outlines standards for telecommunication demarcation points (D-Marks), conduit installation, and cable pathways, including requirements for cable trays and J-hooks.
• Data Cabling: Details standards for Ethernet cabling (CAT6 or higher), fiber optic cable installation, and specifications for Wall Input/Output (I/O) face plates and LAN/WAN/Voice cabinets.
• CEC Space Guidelines: Provides guidelines for office space allocation, OCIO-CEC space requirements, and specific space needs for staff and managers.
• ADP Room Guidelines: Defines requirements for ADP room size, temperature and humidity control, electrical power, plumbing, flooring, and fire extinguishers.
• Physical and Security Requirements: Specifies location criteria for IT spaces and security measures for computer room access.
• Abbreviations/Definitions: Includes a glossary of terms used throughout the document.
• Revision History: Documents changes made to the guidelines.

Bidders responding to opportunities that involve the setup or modification of IT infrastructure, office spaces, or data centers within USDA facilities should consult these guidelines. They define the mandatory technical standards, materials, and physical requirements that must be met. Understanding these specifications is crucial for accurate proposal development, cost estimation, and ensuring compliance with USDA's IT infrastructure standards.

Form / Attachment / Pricing Sheet

This document, "Facility Signage Guide" (Exhibit D), provides detailed guidelines for the design, placement, and use of signage within USDA facilities. It serves as a manual for implementing a comprehensive signage and wayfinding system for both exterior and interior signage, aiming to establish a clear and strong impression of USDA, welcome visitors and staff, and orient them effectively.

• Signature Lockups: Mandates the use of specific USDA logo and name combinations on all facility signage. Specifies that only official lockups from USDA's Office of Communications should be used, with no substitutions of fonts or creation of new lockups.
• Color Guidelines: Details the official colors for the USDA symbol (dark blue PMS 288, dark green PMS 343) and the Department name (black). It also outlines reproduction in one color (black or white) and on colored backgrounds.
• Clearance Space, Proportions, and Placement: Provides specifications for the clear space around signature lockups, their minimum size relative to signage height, and preferred typefonts (Helvetica and Arial).
• Signage Types: Illustrates examples and requirements for various signage types, including:
  • Free-Standing Signage
  • Monumental Signage
  • Building-Mounted Signage
  • Directional Signage
  • Office Room Signage (for USDA and Non-USDA facilities)
  • Building Directory (for USDA and Non-USDA facilities)
• ADA Compliance: States that all interior facility signage designating a permanent room or space must be ADA compliant. Directs users to www.ADA.gov for the latest standards.
• DC/Metro 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 projects requiring the installation, replacement, or maintenance of signage within USDA facilities. It defines the mandatory branding, aesthetic, and compliance standards that must be adhered to, impacting material specifications, design, and installation processes. Bidders must ensure their proposals and work align with these detailed signage requirements, including ADA compliance and the correct use of USDA branding elements.

Form / Attachment / Pricing Sheet

This document, Exhibit F, titled "GENERAL CLAUSES," outlines the standard clauses applicable to a lease for acquisition of leasehold interests in real property at or below the Simplified Lease Acquisition Threshold (SLAT). It serves as a comprehensive list of mandatory clauses for both the Lessor and the Government.

This exhibit details numerous clauses, categorized by their reference numbers (e.g., GSAR 552.270-4, FAR 52.240-93). Key areas covered include:

• Definitions: Standard definitions for terms used in the lease.
• Property Maintenance and Inspection: Lessor's responsibilities for maintaining the property and the Government's right to inspect.
• Damage and Default: Procedures for handling fire and casualty damage, and consequences of Lessor default.
• Government Access and Security: Government's right of entry for inspections and requirements for safeguarding information systems.
• Payment and Changes: Clauses related to payment terms, adjustments for changes in space, and integrated agreement provisions.
• Compliance: Requirements for compliance with applicable laws and addressing DEI discrimination.
• Incorporated Clauses: A list of clauses incorporated by reference, with links to access their full text.

Potential bidders should review this exhibit to understand the contractual obligations and requirements they will be bound to if awarded a lease. It specifies the legal and operational framework governing the lease, including responsibilities for property maintenance, security, payment, and compliance with various federal regulations and standards. Understanding these clauses is crucial for accurately assessing the scope of work and potential liabilities.

Form / Attachment / Pricing Sheet

This document, GSA Form 1217 (Rev. 11/2016), is an "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. Bidders may need to complete or reference this form as part of their proposal submission, particularly if they are the lessor or are providing cost information related to leased space.

• Section I: Estimated Annual Cost of Services and Utilities: Details costs for cleaning, janitorial services, heating, electrical, plumbing, air conditioning, and elevators, including salaries, supplies, contract services, fuel, utilities, and system maintenance and repair.
• Section II: Estimated Annual Cost of Ownership Exclusive of Capital Charges: Covers real estate taxes, insurance, building maintenance and reserves for replacement, lease commission, and management costs.
• Instructions: Provides guidance on how to compute rentable area and estimate costs for each section.
• Lessor's Certification: Requires the lessor or their legal agent to certify the accuracy of the estimated costs.

This form is crucial for understanding the cost components that may be factored into lease agreements. Bidders acting as lessors will need to accurately complete this form to support their proposed rental rates. For other bidders, it provides insight into the types of services and utilities that are typically included in leased government space and their associated costs, which can inform their understanding of the overall opportunity and potential operational expenses.

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 (for spaces below the 6th floor):

• Building Name and Address
• General Building Information (square footage per floor, total floors, floor access to exit stairs)
• Other Uses in Building (e.g., Restaurants, Laboratories, Storage, Retail, Parking Garage)
• Automatic Fire Sprinkler System (presence and maintenance compliance)
• Fire Alarm System (presence, emergency voice/alarm, audible/strobe devices, age, automatic notification to fire department, maintenance compliance)
• Exit Signs & Emergency Lighting (presence and automatic operation)
• Elevators (presence, communication systems, smoke detector recall)

Part B (for spaces on or above the 6th floor):

• To be completed by a professional engineer (details not shown in the provided pages, but implied by the introductory text).

Fundamental Code Requirements:

• Evaluation based on the most recent edition of the building and fire code adopted by the jurisdiction.
• Technical egress requirements evaluated based on NFPA 101, Life Safety Code.
• Specific rules regarding fire escapes and scissor stairs.

Offeror's Statement:

• A section for the Offeror or their representative to attest to the accuracy of the information provided.

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. Failure to provide complete and accurate information may impact the evaluation of the offer.