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MAY 2009SOLICITATION FOR OFFERS OUTPATIENT CLINIC SFO No. VA-101-XX-RP-XXXX[INSERT LOCATION OF FACILITY][(Line 71 in Maintenance Cost Worksheet) ($ ) and dividing that figure by 4].The FMA shall be held in trust for the Government for the sole purpose of providing yearlyoperations funding to maintain the leased premises and to pay for capital repairs andreplacements as detailed in this Agreement and as set forth elsewhere in the leaseagreement. The Lessor is required to maintain the funds in the FMA as reflected above andas defined in Paragraph 4 of this PMA.a. Building equipment and maintenance requirements, as well as janitorial, groundmaintenance requirements, and pest control (interior and exterior), are to be met bythe Lessor in accordance with the Solicitation, Lease No. VA-101-XX-RP-XXXX, andthe Lessor’s Operations and Maintenance (O&M) Plan as submitted with its offer andattached hereto in this PMA. See Section 8 of the Basic Solicitation for furtherdefinition of Lessor’s cleaning responsibilities. Such maintenance and repair is toinclude, but not be limited to, cleaning, regular preventative maintenance, testing asrequired, and repair of: (1) mechanical, plumbing, electrical, and other buildingservice equipment and systems; (2) roof, foundation and exterior walls, doors andwindows; (3) paved parking areas, drives and roads; (4) landscape and grounds:lawn, shrubbery, trees, irrigation system, and pedestrian walkways; (5) interior andexterior painting; (6) wall, floor and ceiling finishes; (7) sewer and utility lines onproperty; and (8) any other systems deemed property of the Lessor or specified to bemaintained by the Lessor.b. The Lessor or designated property management firm must have a local, designatedproperty manager available to promptly correct deficiencies or attempt to correctdeficiencies after oral or written notice of such condition from the GovernmentContracting Officer (CO) or his/her designated representative(s). The propertymanager shall have a maintenance person on site during normal working hours of//7:30 AM to 5:00 PM// //[___]//, except Saturdays, Sundays, and federal holidays toperform preventive maintenance recommended by manufacturer, maintenance andrepair, and to respond to emergencies. The property manager or maintenance personmust respond to emergency calls occurring at other than normal working hours, within60 minutes of receipt of notification and complete work the same day, if possible.After an emergency condition has been neutralized, emergency repairs requiringadditional labor and/or materials must be completed in no more than 3 days.Responses to emergency and routine maintenance/repair calls during normal workinghours must be made within 30 minutes of the occurrence, with 85% of all repairscompleted within 5 working days and the remainder within 10 working days. Themaintenance person is responsible for securing additional technical expertise and/oradditional manpower to affect the maintenance or repair, within the time limitsspecified, at the Lessor’s expense. If no substantial attempt has been made to correctthe deficiencies within the specified times above, action will be taken by theGovernment, as specified in Paragraphs 5 and 6 of this agreement, to correct suchdeficiencies; and the cost of repairs will be deducted from the next month’s rentalpayment. At the VA’s sole discretion, if the maintenance person’s performance isdeemed unacceptable, the Lessor shall immediately replace said person with a newmaintenance person. Determination as to whether or not a call is emergency orroutine shall be at the sole discretion of the VA.c. The Lessor’s maintenance responsibility includes initial and replacement supplies ofall items, materials, and equipment necessary for such maintenance. All maintenancework will be done in accordance with applicable codes, and inspection certificates willbe displayed as appropriate. The Lessor shall provide the labor, material andsupervision to adequately maintain the structure, the utility systems, and the interiorand exterior of the building.Part II: Schedule A – Page 8 of 10Lessor __________ Gov’t. ____________________ of __________ Pages
MAY 2009SOLICITATION FOR OFFERS OUTPATIENT CLINIC SFO No. VA-101-XX-RP-XXXX[INSERT LOCATION OF FACILITY]The Lessor shall provide the labor, material, and supervision necessary to performmanufacturer’s recommended maintenance and to test/inspect those items required to betested/inspected by codes, other publications or VA requirements. The Lessor shallmaintain logs on-site of all required inspections, tests, preventive maintenance, etc. Thelogs shall clearly state the item being inspected, tested, or maintained, specific location,description of inspection performed, specific code or other reference requiring theinspection, date, and name of person performing the work. Copies of the logs shall beprovided to the VA on a //monthly// //quarterly// //annual// basis.4. FUNDED MAINTENANCE ACCOUNT (FMA)a. The Lessor shall establish a FMA as set forth in Paragraph 3. The account shall beused to provide maintenance to the lease premises throughout the term of the lease,including all renewal options, and to make all necessary capital repairs andreplacements.b. Failure by the Lessor to make the quarterly FMA payments required within Paragraph3 shall constitute an Event of Default by the Lessor, as defined in Paragraph 5. Insuch instance, the Government’s remedies shall be those as set forth in Paragraph 6.c. Should the cost of any capital repair, replacement, or maintenance be in excess of thefunds in any specific category within the FMA, the Lessor shall fund the difference forthat item. The Lessor will not be permitted to use funds in the FMA to pay for out-ofcyclerepair or replacement of any item identified in the FMA without written approvalby VA.d. The Lessor shall submit in writing to the CO or his/her designee a quarterly reportregarding the funding status of the FMA. Such report shall begin with theestablishment of the FMA, and, thereafter, coincide with the Lessor’s quarterlypayments to the FMA. The report shall include evidence of all deposits to andwithdrawals from the FMA and shall identify reasons for each expenditure formaintenance, repair, and replacement made to the clinic building or grounds. TheDepartment of Veterans Affairs reserves the right to audit the FMA records at anytime. Such records will be made available to an individual designated by the COwithin seven (7) days of written request.e. At the beginning of the second year and all subsequent years of the lease term,including all renewal options, the Lessor or designated property management firmshall be required to submit an annual operating budget estimate. The budget estimateshall include monthly obligation plan by category, as similarly identified in the originalFMA Worksheet submitted with the Lessor’s offer, for review and approval by VA.The budget estimate and obligation plan will forecast costs of all operating expensesfor maintenance, refurbishment, repair, and capital replacement required for theensuing year.f. Shortfalls to cover any unforeseen maintenance expenditure in any specific categorywill be the responsibility of the Lessor. No withdrawals from any category beyond theoperating budget obligation plan for that category will be allowed without writtenapproval by VA. At the beginning of the second year and all subsequent years of thelease term, the Lessor will be allowed to adjust his operating expenses (Line 27 ofGSA Form 1217 and Part I of the FMA Worksheet) to reflect increases in operatingcosts.Part II: Schedule A – Page 9 of 10Lessor __________ Gov’t. ____________________ of __________ Pages
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Page 165 and 166: MAY 2009SOLICITATION FOR OFFERS OUT
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SOLICITATION FOR OFFERSOUTPATIENT C
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Refer to Part I Section 10 and the
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GSA FORM 1364A - PROPOSAL TO LEASE
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Block 8a(4)Annual Rate per Rentable
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For purposes of the price evaluatio
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IV. SECTION IV -OWNER IDENTIFICATIO
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