JULY 2005
At this time, the CO must perform a follow-up
PREPARE FINAL DECISION PACKAGE
scoring analysis for a capital lease [see Capital
Prior to sending out the official notification of
Lease Checklist in Appendix A] in connection
award, the CO must take a number of
with each offer within the competitive range. The
administrative steps. The CO will confirm that
results of these analyses may be used as a
the Lease Package and supporting docu-
negotiating tool in light of the fact that capital
mentation are complete and ready to submit to
lease status would preclude award and would
various offices for approval. The completed
indefinitely delay the project due to need for
Lease Package includes:
extensive budget procedure.
US Government Lease for Real Property
(GSA SF2) including Additional
The CO may invite technical assistance as
Provisions;
deemed necessary, briefing these assistants on
SFO;
actions not allowed. These actions include
Addenda to SFO;
auctioning (alerting the Offeror to a price which
GSA Forms 3517B, 3518, 1217;
must be met to get the award), leveling
Drawings;
(keeping negotiations open with one Offeror too
Unit Costs for Adjustments Schedule;
long and thus giving an unfair advantage), and
Unit Prices for Alterations of 0,000 or
transfusion (disclosure to an Offeror of another
Less.
Offeror's solution to a problem or disclosure of
any information from another offer that would
The CO submits the completed Lease Package
enable an Offeror to get an unfair advantage).
to General/Regional Counsel to obtain legal
Following the negotiations, the CO shall prepare
review. At the same time, the package is
a written record of the negotiations, check
submitted to Acquisitions and Materiel
Central Contractor Registration (CCR) and
Management (A&MM) and the Office of Asset
Debarred Contractors List databases, request
Enterprise Management (OAEM) for their
EEO Clearance (if aggregate value is greater
approvals. When leases will be in excess of
than million), and request Dunn &
0,000, the CO will also alert the VA Office
Bradstreet or other reports which provide credit
handling Congressional Affairs in order to allow
information on the Offerors.
a courtesy 48-hour Congressional Notification to
the appropriate Congressperson before notifying
FOLLOW-UP OFFERS
the successful Offeror. The CO will then send
out a Letter of Intent to Award and three
At the conclusion of negotiations, all discussions
originals of the unsigned lease to the successful
cease. Each Offeror still in the competitive
Lessor.
range will be given an opportunity to submit a
Final Proposal Revision (FPR) to clarify and
PREPARE AWARD NOTIFICATION
document understandings reached during
negotiations. At this time, the CO should make
With the approvals and Lessor's signed copies
arrangements to obtain an appraisal of the
of the lease in hand, the CO will sign and issue
potentially successful offer. The CO will review
the lease to the Lessor. Should it appear that
the FPRs and perform a Net Present Value for
either receipt of the approvals or preparation of
the FPRs to make a decision as to which offer
the lease will cause issuing the lease to be later
represents the best value to VA. As part of this
than the acceptance period specified in the
process, the CO will review the EEO Clearance
SFO, the CO requests in writing a Time
and the Dunn & Bradstreet Report, and confirm
Extension of the Acceptance Period from
the Offeror's capability to perform. This includes
each Offeror. The CO submits a copy of the
a check of the Central Contractor Registration
fully executed lease to the Lessor; one copy is
and the Debarred Databases.
He/she will
sent to the Medical Center; one copy is retained
prepare a CO Determination and a Price
in 183C.
Negotiation Memo-randum (PNM) summarizing
the process leading to the final decision.
UNSUCCESSFUL OFFERORS
The CO will issue a Notification Letter to each
After the conclusion of negotiations and a final
review of FPRs, the CO may award the lease.
unsuccessful Offeror and will, upon written
request, provide the Offeror with a debriefing.
The individual itemized costs as set forth in
Schedule B and other proprietary information
VA DESIGN GUIDE
LEASE BASED OUTPATIENT CLINICS
SECTION 7-2
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