OFFICE SPACE FOR UNITED STATES AIR FORCE WRIGHT-PATTERSON AIR FORCE BASE
REQUEST FOR PROPOSALS OFFICE SPACE FOR UNITED STATES AIR FORCE WRIGHT-PATTERSON AIR FORCE BASE DAYTON, OHIO (“WPAFB”) 10 MAY 2024 PREPARED BY AIR FORCE CIVIL ENGINEER CENTER REAL PROPERTY MANAGEMENT (... REQUEST FOR PROPOSALS OFFICE SPACE FOR UNITED STATES AIR FORCE WRIGHT-PATTERSON AIR FORCE BASE DAYTON, OHIO (“WPAFB”) 10 MAY 2024 PREPARED BY AIR FORCE CIVIL ENGINEER CENTER REAL PROPERTY MANAGEMENT (“AFCEC/CIT”) AND WPAFB ACTING DEPUTY ASSISTANT SECRETARY OF THE AIR FORCE (INSTALLATIONS) Table of Contents 1. Summary 2. Leased Space Requirements 3. General Instructions and Notices 4. Basis of Award 5. Offer Submission Attachments: A. Delineated Area map B. Pre-Proposal Inquiry Form C. Proposal to Lease Space D. Lease Template E. Agency Specific Requirements F. Representation Regarding Certain Telecommunication and Video Surveillance Services or Equipmement REQUEST/DESCRIPTION OF REQUIREMENTS 1. SUMMARY: a. The United States of America, acting by and through the Secretary of the Air Force (the “Government”), is seeking to lease administrative office space (“Leased Space”) in support of 550 personnel within a 20-mile radius of Wright-Patterson Air Force Base (“WPAFB”) in Dayton, Ohio, the offered Lease Space must be located within the delineated area as shown in ATTACHMENT A. The Government will only consider Leased Space located in an existing building. The Leased Space must meet all of the requirements set forth in this Request for Proposals(“Request”) and all attachments hereto. b. Reference ATTACHMENT E: The USAF space requirement is a minimum of 100,000 SF for two Groups, A and B. Both groups will not fully occupy the entire 100,000 SF; however, due to near-term anticipated mission requirements, the USAF requires the ability of a property to support up to 100,000 SF requirement, with the residual space being incorporated into a lease option executable for up to one year after initial lease signing. Occupancy for Group A is required by 15 April 2025. A complete buildout (for Groups A and B) is required by 15 January 2026. The Lease (defined in Section 2.o below) will have an initial term of one (1) year followed by nine (9) consecutive renewal options of one (1) year each. Exercise of any renewal options shall be solely at the Government’s discretion. The Lease shall provide that the Government may terminate the Lease at any time after the initial one (1) year term upon 120 day’s written notice to the Lessor. The Government’s obligation under the Lease is contingent upon the availability of appropriated funds from which rent, payable in arrears, is made by the Government. No legal liability on the part of the Government for any rent payment may arise until funds are made available to the Government for this Lease and confirmed in writing by the appropriate Government official. c. No Discussions (defined in Section 3 below) will be held with potential Respondents through unsolicited contact with the Government by such Respondents. Proposals are due electronically on or before 5:00 p.m. Eastern Standard Time, 27 May 2024 (the “Due Date”). Be advised the selection may be made based on Proposals without Discussions with the (Respondent) (defined in Section 3 below). If necessary, and at the Government’s discretion, Discussions will be held with all Respondents in the Competitive Range (defined in Section 3 below). The Government reserves the unilateral right to make no selection and cancel this Request for any reason at any time. While the Government intends to enter into a Lease with a Respondent selected through this Request For Proposals process, the Government is under no obligation to do so. The Government is not responsible for any costs incurred by any entity or Respondent for participating in this Request process. D. Respondents with questions about this Request must submit all questions in writing on a Pre-Offer Inquiry (“POI”) Form. A copy of the POI Form is attached hereto as ATTACHMENT B. Inquiries must be submitted on the POI Form via e-mail to Mr. Jason Besser, Realty Specialist, at the following email address: jason.besser@us.af.mil. POI’s will not be accepted after midnight on the fifteenth (15th) calendar day after the date the Request is posted. The Government will respond to properly submitted pre-Offer inquiries on the System for Award Management (“SAM”) and if an inquiry response requires it, via an amendment to the Request on the website, https://www.sam.gov/ 2. LEASED SPACE REQUIREMENTS: This section sets forth the essential information and requirements (“Requirements”) (defined in Section 3 below) that shall apply to all Offers. Respondents will provide in their submission information on how the Respondent intends to satisfy that requirement. a. Provide proof of written legal authority to offer, negotiate, execute, and effectuate a Lease of the space (letters or memos are not acceptable as they do not have legal effect of such authority). Examples of requirement: for a company, corporation or LLC ownership, a certificate of incumbency or similar legal document accepted by the commercial leasing industry that provides the Offeror with the legal authority to offer, negotiate, execute, and effectuate a Lease of the property; for an individual, Affidavit of Ownership; on behalf of an individual owner, both Affidavit of Ownership and valid specific power of attorney to offer, negotiate, execute, and effectuate a Lease of the space for the potential duration of the Lease. Deficient proof of written authority will result in rejection of the proposal. b. Mark and return ATTACHMENT A demonstrating that the location of the Leased Space is within the 20-mile radius by marking the location on ATTACHMENT A. c. Provide written documentation showing that the Leased Space does not include apartment space, living quarters, or other residential type spaces in the building. d. The facility must meet Security criteria included in ATTACHMENT E Paragraph 5(D) Security requirements. e. A minimum of 100,000 rentable square feet of contiguous Leased Space. f. Annual Rental Rate a 1 year term with 9 option years – inclusive of the following: (1) Fixed annual base rent; (2) Utilities (water, sewer, electricity, gas, heating and air conditioning (HVAC)); (3) Maintenance and repair of all utilities and delivery systems of utilities; (4) Maintenance of fire suppression and prevention systems; (5) Janitorial services and common area maintenance, including but not limited to external trash dumpsters/other receptacles and timely snow/ice removal from parking lots and sidewalks, etc. g. Completion of Propsal to Lease Space ATTACHMENT C attached hereto. In Section II of ATTACHMENT C, there are two separate totals/costs that will be evaluated. “Total Annual Rent” (Attachment C, Block 3i) refers to the annual cost for only the Leased Space which will be fully funded, but paid monthly in arrears in accordance with the terms of the Lease. “Space Buildout” refers to the cost to completely buildout (“Tenant Improvements”) (Attachment C, Block 4a) of the Leased Space according to this Request and associated attachments. The cost for Tenant Improvements will be paid by the Government to Lessor upon acceptance by the Government of each phase of the Tenant Improvements, several phases of Tenant Improvements are anticipated. h. The Lessor must have an active registration in the SAM prior to awarding the Lease and throughout the term of the Lease, and any renewals thereto. The Lessor must update and renew the SAM registration annually. Registration in SAM is required for the Government to process rent payments to the Lessor. All payments made by the Government under a Lease will be made by electronic funds transfer (“EFT”). i. Provide a site plan depicting the property boundary, building, parking and handicapped parking spaces. j. Provide test-fit/floor plan layout and design concept of Leased Space incorporating requirements in the Agency Specific Requirements, attached hereto as ATTACHMENT E. The Lessor is not responsible for the installation of the cubicles, but as part of the test-fit/floor plan layout it should include a notional layout of the cubicles, collaboration areas, and circulation. k. Provide written documentation of the availability for a total of four hundred and forty eight (448) parking spaces, taking into account total parking capacity for the building and how they are accounting for current tenant’s employees. Of the total number of the parking spaces, ten (10) spaces must be available for US Government Senior Leadership and must have the required number of handicapped spaces required by the Americans with Disabilities Act and local zoning ordinances. In the event the required number of spaces is not available, alternate parking facilities must be available in close proximity to the Leased Space. Parking spaces must be within 0.25 mile of offered Leased Space and be available 24 hours per day, 7 days a week, including overnight parking of any duration, and be sufficiently lighted for safety of personnel. l. All Leased Space and common areas will comply with state and local building codes and ordinances. The exterior and interior of the building shall be structurally sound and in good physical condition typical for Class A or Class B buildings. m. Bifurcated sites for Leased Space are not permissible. See ATTACHMENT E. n. Provide written documentation showing the facility has earned an ENERGY STAR label (https://www.energystar.gov/) o. The Leased Space must be in compliance with the terms and conditions stated in the lease agreement (“Lease”) attached hereto as ATTACHMENT D. Complete/Fill-in Attachment D. p. The obligation of the Government to make payments pursuant to the award of the Lease contemplated in this Request are subject to federal law and available appropriations. Award of any Lease under this Request is contingent upon the availability of appropriated funds by the Congress of the United States from which payments for Lease purposes can be made. No liability or obligation on the part of the Government may arise until such funds have been appropriated for a Lease and until the Respondent receives a notice of such availability in writing. q. The Government will conduct walk-throughs of the proposed Leased Space that meets all Requirements and/or Proposals within the Competitive Range. r. Provide written documentation showing the proposed Lease of the space and any common areas are in compliance with all federal, state, and local fire protection and life safety regulations. s. Proof or Certificate of Insurance shall be submitted and shall demonstrate appropriate commercial liability coverage as required by the State or local Municipality and agreed to by the Government. . t. Lessor will be responsible for the payment of all property taxes. u. Disclosure of any beneficial foreign ownership in the facility or property in compliance with Section 2849 of the National Defense Authorization Act of FY2018. v. Complete the Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment form, see Attachment F. 3. GENERAL INSTRUCTIONS AND NOTICES a. Definitions. As used in this Request: “Discussions” are negotiations that occur after establishment of the Competitive Range that may, at the Government's discretion, result in the Respondent being allowed to revise its Proposal. (2) “Competitive Range” is a range comprised of all of the most highly rated Proposals, based on the ratings of each Proposal against the evaluation criteria of the (“Lowest Priced Technically Acceptable”) offer to the Government. Lowest Priced Technically Acceptable is defined where the Government determines that lowest price is awardable over the compliant technical offering of all proposals. (3) “In writing, writing or written” means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information. (4) “Proposal modification” is a change made to a Proposal before the Request's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award. (5) “Proposal revision” is a change to a Proposal made after the Request closing date, at the request of or as allowed by the Government as the result of negotiations. (6) “Time” if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day. (7) “Award” or “award” means the execution of the Lease agreement by the Government’s authorized representative and delivery of the same to the Lessor. In the event other definitions or clarification of requirements are needed, submit the inquiries on the POI Form ATTACHMENT B via email to Mr. Jason Besser, (jason.besser@us.af.mil) b. Respondents are required to comply with all instructions contained in this Request. Failure to comply with the instructions contained in this Request will be cause for disqualification. Any information concerning this Request given to any prospective Respondent will be furnished promptly to all other prospective Respondents. The Government may, at its discretion, serve notice of disqualification to the Respondent. c. Cancellation of the Request. While the Government intends to select Proposals satisfying the Requirements, the Government is under no obligation to do so and reserves the right to cancel this Request and reject all offers at its sole discretion. Government reserves the right to suspend and/or amend all provisions of this Request. d. Amendments. This Request may be amended by formal amendment to this Request, separate document, letter, facsimile, or electronic mail. If this Request is amended, all terms and conditions that are not amended remain unchanged. Respondents shall acknowledge receipt of any amendment to this Request by the date and time specified in the amendment(s). e. Discussions. The Respondent’s submission should contain all written evidence required to satisfy the Requirements and be complete in accordance with this Request. The Government may, at its sole discretion, conduct Discussions with Respondents, typically through evaluation notices (“EN”s) any time after Respondent submissions and prior to selecting a Respondent. Any EN responses become part of the Respondent’s submission and will be considered by the Government in determining whether the Respondent satisfies the Requirements. The Government may, at its sole discretion, reject unsolicited requests for discussion from potential Respondents. g. Restrictions on Foreign Participation. The Government shall not be required to accept offers if an Respondent is (i) excluded from Federal Procurement and Nonprocurement Programs and included on the exclusion list at https://sam.gov/SAM/, as said list may be updated from time to time, and/or (ii) a country listed in publication Country Reports on Terrorism available at https://www.state.gov/country-reports-on-terrorism/. h. Hold Harmless. By participating in the Proposal process, Respondents agree to hold the Government, its officers, employees, and consultants harmless from all claims, liabilities, and costs related to this Request. Under no circumstances will the Government be liable for any real estate brokerage commissions, finder’s fees, or other forms of compensation related in any way to activities undertaken by any person as a result of this Request. i. Submission and withdrawal of Proposals. (1) Proposals must be sent electronically to Mr. Jason Besser (jason.besser@us.af.mil). (2) Proposals must be: (a) Submitted on the forms prescribed and furnished by the Government as a part of this Request or on copies of those forms; Request for Proposals and Attachments A through E. (b) The person signing a proposal must initial each erasure or change appearing on any offer form and be authorized to do so pursuant to 2.(a) above. If the Respondent is a partnership, the names of the partners composing the firm must be included with the proposal. (3) Incomplete Submissions. Incomplete and/or unsigned submissions will not be evaluated or considered. The Government may reject any submission that fails to furnish the above required submittal information. The Government may, at its discretion, notify any Respondent whose submission is rejected for being incomplete of the deficiencies in its submission. If it appears that the deficiency can be cured promptly and before submission Due Date, the Government may allow the Respondent the opportunity to cure the error and/or omission and to provide what is required to complete the submission by the Due Date. If a Respondent, given the opportunity to cure deficiencies does not do so by the Due Date, that Proposal submission will be rejected. (4) Late Offers and Withdrawals. (a) The Government will not consider any Proposal received at the office designated in the Request after the Due Date, unless it is received before the Government makes award and it meets at least one of the following conditions: 1 It is determined by the Government that the receipt past the Due Date was due primarily to Government mishandling after receipt by the electronic delivery service at the Government installation; 2 There is verification from the electronic delivery service tracking system that establishes that it was delivered, and it was under the Government's control prior to the Due Date; or 3 It is the only Proposal received. (b) Any modification of a Proposal is subject to the same conditions as in paragraphs 3h.(4)(a)1-3. (c) Acceptable evidence for electronic submission will be the time/date stamp when received by the Government. (d) A Respondent may withdraw its Proposal by submitting a written notice at any time to Mr. Jason Besser (jason.besser@us.af.mil). Proposals may also be withdrawn in person by a Respondent or an authorized representative, if the representative's identity is made known and the representative signs a receipt for the Proposal submitted. In the event a Proposal needs to be withdrawn, contact Mr.Jason Besser, (937-728-1850), for coordination and guidance. (e) If an emergency or unanticipated event interrupts normal Government operations so that Proposals cannot be received at the office designated for receipt of Proposals by the exact time specified in the Request, and urgent Government requirements preclude amendment of the Request or other notice of an extension of the Due Date, the time specified for receipt of Proposals will be deemed to be extended to the same time of day specified in the Request on the first work day on which normal Government processes resume. (5) Any information given to a prospective Respondent concerning this Request will be furnished promptly to all other prospective Respondents if that information is necessary in submitting proposals or if the lack of it would be prejudicial to any other prospective Respondent. (6) Respondents may submit modifications in response to an amendment as long it is within any new Due Date proposed under the amendment. (7) Respondents may submit Proposals that meet or exceed stated requirements. (8) All submissions shall be clearly marked with the Request Number (reference Request Title Page) and be on every page. (9) Table of Contents. The submission shall also include a table of contents that references all requirements and corresponding parts. j. Restriction on disclosure and use of data. A Respondent that includes in its Proposal data that it does not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, must meet the following conditions: (1) Mark the title page with the following legend: “This Proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed --in whole or in part --for any purpose other than to evaluate this Proposal. If, however, a Lease is awarded to this Respondent as a result of --or in connection with -- the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting Lease. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”. (2) Mark each sheet of data it wishes to restrict with the following legend: “Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this Proposal.” (a) This restriction cannot be used to override the ability of the Government to amend the Request pursuant to paragraph 3.(a)(7)(d) to provide opportunity to submit revised Proposals. (b) A Respondent’s failure to mark restricted disclosure on submitted data shall constitutes a waiver by the Respondent. k. Party That Will Execute Lease (1) If the Lessor is an individual, that individual shall sign the Lease. A Lease with an individual doing business as a firm shall be signed by that individual, and the signature shall be followed by the individual's typed, stamped, or printed name and the words, “an individual doing business as [insert name of firm], as provided in this Request at 2.(a). (2) If the Lessor is a corporation, the Lease must be signed in the corporate name, followed by the signature and title of the officer or other person signing the Lease on its behalf, duly attested, and with written evidence of this authority to so act as provided in this Request at 2.(a). (3) If the Lessor is a limited liability company, the Lease must be signed in the corporate name, followed by the signature and title of the officer or other person signing the Lease on its behalf, duly attested and with written evidence of this authority to so act as provided in this Request at 2.(a). (4) If the Lessor is a joint venture, the Lease must be signed by each participant in the joint venture in the manner prescribed in paragraphs (1) through (3) of this provision for each type of participant. When a corporation is participating in the joint venture, the corporation shall provide written evidence that the corporation is authorized to participate in the joint venture. (5) If the Lease is executed by an attorney, agent, or trustee on behalf of the Lessor, an authenticated copy of the power of attorney, or other written evidence to act on behalf of the Lessor, must be provided as provided in this Request at 2.(a). l. Lease Award (1) The Government intends to award one Lease resulting from this Request to the Respondent whose Proposal represents the Lowest Price Technically Acceptable to the Government after evaluation in accordance with the Requirements of this Request. (2) The Government may reject any or all Proposals if such action is in the Government's interest. The Government may also cancel this Request at any time prior to award for any reason or for no reason. (3) Discussions with Respondents after receipt of an Proposal do not constitute a rejection or counteroffer by the Government. (4) The Government may determine that a Proposal is unacceptable if the costs proposed are materially unbalanced between line items or subline items. Unbalanced costs exist when, despite an acceptable total evaluated cost, the cost of one or more line items is significantly overstated or understated as indicated by Government’s cost analysis. A Proposal may be rejected if the Government determines that the lack of balance poses an unacceptable risk to the Government. (5) The Government may disclose the following information in post-award debriefings to other Respondents: The overall evaluated cost or price and the evaluation of award factors of the successful Respondent; (b) The overall ranking of all Respondents by price, when any ranking was developed by the agency during source selection; and (c) A summary of the rationale for award m. Service of Protest (1) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (“GAO”), shall be served on the WPAFB Realty Specialist, via the Contracting Officer, by obtaining written and dated acknowledgment of receipt from the Realty Specialist, via the address for the Submission of the Proposals, as provided in this Request in Section 5. (2) The copy of any protest shall be received in the office as provided in this Request in Section 5, within one day of filing a protest with the GAO. 4. BASIS OF AWARD a. Proposals will be screened for compliance with all Requirements. In order to promote an efficient competition and to avoid the unnecessary expenditure of resources, the Government reserves the right, in its sole and absolute discretion, to establish the Competitive Range at any point in the evaluation process and to remove from the Competitive Range any Respondent whose Proposal, in the judgment of the Government, stands no reasonable likelihood of being selected for an award. All Respondents that have a reasonable chance of being selected for award will be included in such Competitive Range. Notwithstanding the foregoing, the Government is not obligating itself to establish a Competitive Range if there are an insufficient number of Proposalss meeting the Requirements. b. The authorized representative will conduct Discussions on behalf of the Government. The Government is not obligated to enter into a Lease with any Respondent, until Discussions are completed and a Lease is executed by both Government and Respondent’s authorized representative. c. Award Factors. Award will be made to the Respondent that represents the Lowest Priced Technically Acceptable offer to the Government. Total Evaluated Price The Government will evaluate proposals for award purposes by adding the total price for the 1st year’s rent including the 9 option years and the estimated price for the phased Tenant Improvements. Evaluation of options will not obligate the Government to exercise the option(s). Total Evaluated Price shall be calculated using the following formula: ITEM PRICE Item 1: Base year price plus all option year prices $_________________ Item 2: Phase 1 (due Apr 2025) Tenant Improvements Price $_________________ Item 3: Phase 2 (due Jan 2026) Tenant Improvements Price $_________________ Total Evaluated Price (Items 1+2+3) $_________________ 5. PROPOSAL SUBMISSION AS DIRECTED IN THIS REQUEST AND GOVERNMENT POINT OF CONTACT: Mr. Jason Besser (jason.besser@us.af.mil). Re: (enter solicitation #)
Data sourced from SAM.gov.
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