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GSA 1364 Lease Proposal

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PROPOSAL TO LEASE SPACE

OMB Control Number: 3090-0086    Expiration Date: 11/30/2019

Paperwork Reduction Act Statement: This information collection meets the requirements of 44 U.S.C. § 3507, as amended by section 2 of the Paperwork Reduction Act of 1995. You do not need to answer these questions unless we display a valid Office of Management and Budget (OMB) control number.

In Response to Request for Lease Proposals (RLP) Number DATED

SECTION I - DESCRIPTION OF PREMISES

1. BUILDING DESCRIPTION

a. Building Name

b. Building Street Address

c. City

d. State

e. 9-Digit ZIP Code

f. Congressional District

2a. FLOORS OFFERED

2b. TOTAL NUMBER OF FLOORS IN BUILDING

3. TOTAL RENTABLE SPACE IN OFFERED BUILDING

a. GENERAL PURPOSE (Office) SQUARE FEET

b. WAREHOUSE SQUARE FEET

c. OTHER SQUARE FEET

4. LIVE FLOOR LOAD

5. MEASUREMENT METHOD

ANSI/BOMA

OTHER

6. YEAR OF LAST MAJOR RENOVATION (if applicable)

7. BUILDING AGE

8. SITE SIZE

SECTION II - SPACE OFFERED AND RATES

9. ANSI/BOMA OFFICE AREA SQUARE FEET (ABOA)

10. RENTABLE SQUARE FEET (RSF)

11. COMMON AREA FACTOR (CAF)

Tenant Improvements, Building Specific Amortized Capital, and related rent calculations should be entered below.

BUILD-OUT COSTS PER CATEGORY AMORTIZATION TERM AMORTIZATION INTEREST RATE (%) ANNUAL RENT $ PER RSF ANNUAL RENT $ PER ABOA SF NUMBER OF YEARS RATE IS EFFECTIVE
12. TENANT IMPROVEMENTS
13. BSAC
14. SHELL BUILD-OUT
15. TOTAL BUILD-OUT COSTS
16. SHELL RENT
17. OPERATING COSTS
18. TOTAL RATE / SQUARE FOOT
19. TOTAL ANNUAL RENT

20. STEP RENT (SHELL RATES)

a. PER SQUARE FOOT RATE

b. FOR YEARS

c. PER SQUARE FOOT RATE

d. FOR YEARS

e. PER SQUARE FOOT RATE

f. FOR YEARS

21. PARKING

a. Number of parking spaces for the future building/facility which are under the control of the Offeror:

b. Number of auto parking spaces required by local code:

c. Number of auto parking spaces for Employee/Visitor Use (per RLP):

d. Number of parking spaces (auto and truck) for Official Government Vehicles (per RLP):

e. Does the rental rate offered above include RLP-required parking costs? YES NO

If NO, complete the following: Annual cost per space:

SECTION III - LEASE TERMS AND CONDITIONS

22. INITIAL LEASE TERM (Full Term)

a. Number of Years

b. Years Firm

c. Number of Days Notice for Government to Terminate Lease

23. RENEWAL OPTIONS

a. Shell Rate/RSF/Year

b. Years Each

c. Number of Options

d. Number of Days Notice to Exercise Option

24. OFFER GOOD UNTIL AWARD

25. Space will be altered and delivered in accordance with the Government's specifications and requirements in accordance with the Request for Lease Proposals (RLP) and the lease.

26. COMMISSIONS (if applicable), ATTACH COMMISSION AGREEMENT

a. Tenant Representative Commission:

b. Owner's Representative Commission:

c. Schedule of Commission Payments:

27. OFFEROR'S TENANT IMPROVEMENT FEE SCHEDULE

a. Architectural/Engineering fees will be (choose one): 1. 2. 3.

b. Lessor's Project Management Fee will be percent of Total TI construction costs.

c. If other fees are applicable, state as per ABOA square foot in the space below, or if using a percentage, the basis for determining the fee.

28. ADDITIONAL FINANCIAL ASPECTS OF THE LEASE

Adjustment for Vacant Premises:

HVAC Overtime Rate: per hour per zone floor space

Number of zones in offered space:

Areas requiring 24 hour HVAC (LAN, etc.)

Building's Normal Hours of HVAC Operation:

Monday - Friday to

Saturday to

Sunday to

Percent of Government Occupancy:

Current Year Taxes:

Based on fully assessed value? YES NO

Is the offered space part of multiple tax bills? YES NO

If a site is offered, state the total land costs:

29. FREE RENT INCLUDED IN OFFER

months free rent (includes shell, operating, TI and BSAC rent)

Other rental concessions structured as follows

None

30. LIST OF ATTACHMENTS SUBMITTED WITH THIS OFFER (See RLP requirements)

31. ADDITIONAL REMARKS OR CONDITIONS WITH RESPECT TO THIS OFFER

SECTION IV - OWNER IDENTIFICATION AND CERTIFICATION

32. RECORDED OWNER

a. Name

b. Address

c. City

d. State

e. ZIP Code + 4

f. DUNS Number

33. BY SUBMITTING THIS OFFER, THE OFFEROR AGREES UPON ACCEPTANCE OF THIS PROPOSAL BY HEREIN SPECIFIED DATE TO LEASE TO THE UNITED STATES OF AMERICA, THE PREMISES DESCRIBED, UPON THE TERMS AND CONDITIONS AS SPECIFIED HEREIN, IN FULL COMPLIANCE WITH AND ACCEPTANCE OF THE AFOREMENTIONED RLP, WITH ATTACHMENTS.

I have read the RLP with attachments in its entirety and am requesting no deviations.

34. Offeror's Interest in Property

Owner Agent Other

35. OFFEROR Check if same as Recorded Owner

a. Name

b. Address

c. City

d. State

e. ZIP Code + 4

f. Title

g. E-Mail Address

h. Telephone Number

i. Offeror's Signature

j. Date Signed

LEASE PROPOSAL DATA

1. Offeror's Interest in the Property

Fee owner Other:

2. Flood Plains: The Property is in a base (100-year) flood plain in a 500-year flood plain not in a flood plain.

3. Seismic Safety: The Building RLP does not contain seismic requirements. No documentation required. RLP contains seismic requirements.

Fully meets seismic requirements or meets an exemption under the RLP
Does not meet seismic requirements, but will be retrofitted to meet seismic requirements
Will be constructed to meet seismic requirements
Will not meet seismic requirements

4. Historic Preference: The Building is a Historic property within a historic district. Non-historic developed site or non-historic undeveloped site within a historic district. Historic property outside of a historic district. None of the above.

5. Asbestos-Containing Material (ACM): The Property Contains no ACM, or contains ACM in a stable, solid matrix that is not damaged or subject to damage. Contains ACM not in a stable, solid matrix.

6. Fire/Life Safety: The Property Meets Does not meet Lease fire/life safety standards.

7. Accessibility: The Property Meets Does not meet Lease accessibility standards.

8. ENERGY STAR®: The Building Has received the ENERGY STAR® Label within the past twelve months. Date (MM-DD-YYYY):

Has not received the ENERGY STAR® Label within the past twelve months; the Offeror has evaluated energy savings measures and Determined that none are cost effective Determined that the following are cost effective (Attach additional pages)

9. Waiver of Price Evaluation Preference. A HUBZone small business concern (SBC) Offeror may elect to waive the price evaluation preference provided in Section 4 of the RLP.

I am a HUBZone SBC Offeror and I elect to waive the price evaluation preference.

Signature Section

Authorized Signature

Date

Offeror Name

Contact Email

Contact Phone

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What the GSA 1364 Lease Proposal Is and when it applies

The GSA 1364 Lease Proposal is a standardized federal form used by landlords and lessors proposing leased space to the U.S. General Services Administration. It records the proposer’s offered rental rates, space measurements, services, utilities, and other lease terms for evaluation during federal facility procurements. The form supports consistent comparisons across competing offers and becomes part of the procurement record; it is used alongside the solicitation, market analysis, and technical exhibits to determine best value for government occupancy.

Why a clear, compliant GSA 1364 matters for proposals

A properly completed GSA 1364 reduces evaluation questions, avoids administrative delays, and ensures the government can compare offers fairly. Accurate, legible entries and required attachments shorten review time and limit requests for clarification.

Why a clear, compliant GSA 1364 matters for proposals

Typical users and participants for this form

Accurate completion reduces clarifications during procurement and helps the offer proceed through solicitation evaluation to award or negotiation.

  • Property owner or lessor preparing an offer for federal occupancy; provides rates, space data, and attachments for evaluation.
  • Broker or leasing agent submitting on behalf of the owner; coordinates exhibits, floor plans, and signature authority documentation.
  • GSA contracting officer and evaluators who validate completeness and compliance with the solicitation terms and government criteria.

Core sections to include in a professional GSA 1364

Organize the proposal so each required section maps directly to the solicitation checklist to avoid missing items and shorten review cycles.

Offer Summary

Provide total offered rent, base year(s), escalation method, and a succinct summary of included services, utilities, and allowances to give reviewers a clear financial snapshot.

Space Data

Enter gross and net rentable area, usable square footage, measurement method, and floor/room identifiers; accuracy here affects cost-per-square-foot calculations and evaluation.

Rates & Adjustments

List base rental rate, operating expenses, taxes, CAM allocations, and any step rents or annual adjustments with precise units and effective dates for each line item.

Services & Utilities

Specify which services are included or excluded (HVAC, janitorial, security, water) and define responsibility for metering and billing to prevent later disputes.

Exhibits & Plans

Attach floor plans, building data, accessibility notes, and any finish or build-out allowances. Label exhibits to match references in the form.

Certifications

Include signatory authority documentation, representations and certifications required by the solicitation, and any required socio‑economic or compliance statements.

Essential data elements to verify before submitting

Entity name: Match tax ID
Tax ID: EIN or SSN
Measurement basis: BOMA/GAO indicated
Rate units: $/RSF or $/USF
Authorized signer: Name and title
Exhibits attached: Plans and cost breakouts

Step-by-step: completing and assembling the GSA 1364

Follow these sequential steps to prepare a compliant proposal packet aligned with typical GSA solicitation requirements.

  • 01
    Gather documents: Collect leases, tax ID, and floor plans before filling fields.
  • 02
    Enter space data: Record accurate RSF/USF and measurement methodology.
  • 03
    Calculate rates: Include base rent, ops expenses, and any escalations.
  • 04
    Attach exhibits: Label and reference all plans and certifications.

Configuring a digital workflow for online completion

Set up a structured review and signature workflow to maintain version control and an audit trail during electronic submission.

Field Configuration
Document upload Attach PDF exhibits and floor plans; use single merged file for final submission.
Role assignments Define preparer, reviewer, and authorized signer roles with email addresses.
Authentication level Choose email link, SMS code, or knowledge-based steps per solicitation requirements.
Audit settings Enable full audit trail with timestamps and IP addresses for compliance.

Digital signing and eSubmission considerations

Preserve original signed copies and an immutable audit record; many contracting officers will accept electronic copies when retention and authenticity are demonstrable.

  • File formats: Use PDF or PDF/A to preserve layout and attachments.
  • Authentication: Choose an authentication method consistent with solicitation rules.
  • Audit trail: Ensure the platform records timestamp, IP, and signer actions.

Where to file and how routing typically works

Understand the usual routing steps so the completed proposal reaches the contracting officer and evaluation team without delay.

  • Submit to solicitation: Upload or email per solicitation instructions to the designated contracting officer.
  • Routing to reviewers: GSA technical and realty staff review space data and rates.
  • Clarification requests: Respond promptly to contracting officer questions to avoid disqualification.
  • Award or negotiation: Successful proposals proceed to negotiation and final lease documents.

Typical timing and deadline expectations

Check the solicitation for exact due dates; the government will set submission deadlines and may require simultaneous hard and electronic copies.

Proposal due date:

Follow the solicitation’s stated submission deadline exactly to remain eligible.

Clarification response:

Respond within the timeframe specified by the contracting officer to avoid exclusion.

Negotiation window:

Allow several weeks for rate evaluation and discussions after initial selection.

Lease execution:

Execution timing depends on award terms and required approvals.

Record retention:

Keep submission and audit records per applicable retention rules.

Key milestones from submission to award

A typical procurement progresses through discrete stages; track each milestone to maintain compliance and respond quickly to requests.

01

Preparation

Compile data, exhibits, and authorized signatures before the solicitation deadline.

02

Submission

Deliver the complete proposal package by the stated due date and method.

03

Evaluation

Government reviewers assess technical, financial, and compliance aspects of offers.

04

Award/Negotiation

Selected offer enters negotiation and final lease preparation with approvals.

Common mistakes that delay or invalidate proposals

  • Using inconsistent area measurements between forms and exhibits, causing rate calculation errors.
  • Missing or unsigned certification pages that eliminate the proposal from technical consideration.
  • Attaching unlabeled or unreadable floor plans rather than clearly referenced exhibits.
  • Failing to provide signer authority or delegation documentation when the signer is not on record.

Consequences of incorrect or incomplete GSA 1364 submissions

Disqualification: Offer may be rejected for noncompliance with solicitation.
Delayed award: Clarifications lengthen procurement timelines.
Cost adjustments: Inaccurate area can lead to incorrect rent calculations.
Contract disputes: Ambiguous terms increase post-award negotiation risk.
Recordkeeping violations: Failure to retain records may breach agency policies.
Financial exposure: Incorrect bids can cause loss of anticipated revenue.

eSignature provider comparison for GSA 1364 submissions

Compare core pricing and compliance features relevant to federal lease proposals; signNow is listed first per vendor comparison conventions.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial (no card) Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Real-world examples of proposal preparation and execution

These condensed case notes illustrate how organizations prepared lease proposals and the outcomes they achieved with disciplined processes.

Martin Properties

Tim Martin used digital workflows to centralize lease documents and approvals

  • Streamlined mobile and offline signing for field staff
  • The result was faster turnaround, consistent compliance, and reduced physical paperwork when responding to federal solicitations.

BIS

Dan Rotelli prioritized SOC 2 and ESIGN compliance in procurement workflows

  • Focused on audit trail and role-based approvals
  • This approach supported enterprise procurement controls and satisfied contracting officer documentation requirements during lease evaluation.

Frequently asked questions about the GSA 1364 Lease Proposal

Answers to common questions about signing, submission, validation, and post-submission handling for GSA 1364 forms.


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