JULY 2005
Lease Process Overview
area are adjusted and the market survey is
performed again.
Narrative
The preparation and distribution of a detailed
and formal SFO can be a complex and lengthy
This section provides an overview of the leasing
task. The acquisition team headed by the
process, the development of the team, and
Contracting Officer or his/her designee prepares
individual and collective responsibilities.
and issues the SFO, conducts a Pre-Offer
Conference, issues addenda as required,
A request for space starts a process that
evaluates the offers (both from a price
ultimately leads to a Lease, the following having
standpoint and a technical standpoint),
already occurred:
establishes a competitive range, conducts
1. The request for acquisition of space has
negotiations, requests revised offers, and
been made and is part of the Network
selects the best offer. Because the SFO is the
Plan;
cornerstone of the lease, all activities associated
2. The space requirements have been
with it are considered critical.
submitted and approved;
3. Availability of funding has been confirmed;
The offer which has been determined to be the
4. A Benefit Cost Analysis has been
most advantageous to the Government is
performed to document that leasing is the
validated by a formal appraisal and is developed
most advantageous method of
into a lease contract document for submission to
acquisition.
various elements of VA for review. The lease is
then generated for execution by the Offeror and
This guide sets forth procedures to use when
the Contracting Officer.
Lease award
leasing has been determined to be the best
contractually obligates the Government and the
alternative to acquire space.
Use of the
Offeror/Lessor.
At this time any option to
Simplified Lease Acquisition Procedures has
purchase land would be assigned to the
also been eliminated for one or more of the
successful Lessor.
following reasons: the estimated average base
(unserviced) annual rent is greater than
Monitoring the preparation and acceptance of
0,000 or the technical complexity of the
the premises is technically intense. Since
space is such that only a fully developed SFO
design/construction period decisions impact
can provide sufficient detail to allow bidders to
the lease agreement, the Resident Engineer
understand
the
requirements,
ensuring
(RE) or Contracting Officer's Technical
adequate competition for the bid. Further, the
Representative (COTR) are an integral part of
pertinent GSA Regional or local official has been
this phase which includes review and approval
contacted, and it has been determined that
of design development and construction
existing GSA-controlled space cannot readily
documents, multiple construction in-progress
meet VA's need within the time frame required.
site visits, careful monitoring of the schedule,
issuing of change orders and time extensions,
The Competition in Contracting Act (CICA) of
preparation of cure notices as necessary, final
1984 requires that space be procured using full
inspection, and acceptance.
and open competition to the greatest possible
extent. CICA requires obtaining competition
Lease Administration commences with VA's
through survey of the market. A team conducts
execution of the lease and encompasses all of
the Market Survey which identifies existing
the activities and actions that are required of the
facilities and/or land that will meet the VA's
VA throughout the term of the lease.
needs within the delineated area. In either case,
the process continues with the Solicitation For
Offers (SFO). VA may move to obtain an
Assignable Option to Purchase the land, as
appropriate. If the survey has shown that
neither suitable facilities nor suitable land exists
within the delineated area, the boundaries of the
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 3-1
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