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Client:

U.S. Department of Veterans Affairs
Primary Services Provided:

  • Preparation of Timelines/Occupancy Schedules
  • Analysis of Offers
  • Conducted Fast Track Negotiation with Offeror
  • Conducted Telephonic Negotiations
  • Prepared Internal Approvals
  • Preparation of the Contract File
  • Development of SFO
  • Preparation of Procurement Policy Case (Other Than Full and Open)
  • Preparation of SF-2 and Lease Documents
  • Lease Award   
  • Post Lease Award Services

Project Overview:

As a result of Hurricane Katrina, and the ensuing damage to and closure of the New Orleans VA Medical Center (VAMC) and surrounding leased space, a large number of VA employees were displaced to the Baton Rouge area. Many reported to work at the new Baton Rouge Outpatient Clinic; however the facility was unable to accommodate the influx of medical and administrative staff prompting a need for additional space. VA retained Public Properties to provide emergency lease acquisition services.

Primary Leasing Strategy:

  • Emergency relocation of the New Orleans VAMC administrative offices
  • Utilize "Other Than Full and Open (OTFO) " procurement method — sole source negotiations
  • Achieve short term lease — 3 year firm term
  • Achieve fair and reasonable rental rates with an accelerated negotiation period
  • Negotiate maintenance, repair, and replacement responsibilities by the Lessor

Meeting Client Needs:

  • Awarded the lease through sole source negotiations
  • Awarded lease on fast-track basis
  • Negotiated fair and reasonable terms including Lessor maintenance responsibilities
  • Met VA's fast track deadline – Lease Award by September 30, 2005 and Lease Commencement by November 1, 2005

Summary:

Due to the effects of Hurricane Katrina, time did not permit normal leasing procedures including travel to the market. Public Properties conducted negotiations with the Lessor by phone, utilizing local VA employee resources to confirm details of the space and building. Public Properties completed this lease in ten (10) days from identification of the space to lease award.