RPL14-10014
Request for Proposals for Lease of Office & Parking Space
By
The MetroHealth System
2500 MetroHealth Drive, Cleveland, Ohio 44109
Issued By:
The MetroHealth System
2500 MetroHealth Drive
Cleveland, Ohio44109
Proposals Due:
No later than 4 P.M. Local Time
December 8, 2014
Proposals received after posted time will be returned unopened
Table of Contents
I.PROJECT OVERVIEW
II.PROPOSAL SUBMISSION INSTRUCTIONS
III.PROPOSAL EVALUATION
IV. EXHIBIT “B” – EXCLUSIONS FROM OPERATING EXPENSES
I. PROJECT OVERVIEW
MetroHealth’s WIC program is interested in securing a lease in the Middleburg Heights area and is seeking to lease medical office space for their current patient population.
II. PROPOSAL SUBMISSION INSTRUCTIONS
IMPORTANT DATES
Date: November 17, 2014 / Date RFP was releasedDate: December 8, 2014 / Deadline for submitting Proposals
[c1]
I. Communications with Contact Person
All communications regarding this Request for Proposal (RFP) shall be with the following Contact Person:
Name:Carole S. Becerra
Position:Supplier Diversity and Vendor Relations Manager
Company:The MetroHealth System
Address:2500 MetroHealth Drive, Cleveland, Ohio 44109
E-Mail:
II. Responder’s Contact Information
All individuals or entities which desire to receive answers to submitted questions, modifications to this RFP or any other information that may be forthcoming concerning this RFP, shall provide their name, complete mailing address, telephone number, fax number and email with Contact Person upon receipt of this RFP. Said individuals or entities will be deemed “registered” for this RFP.
III. Written questions
Respondents may present WRITTEN QUESTIONS to the Contact Person on or before December 4, 2014. Contact Person shall issue written responses to the written questions, properly received, to Responders on or before December 4, 2014[c2]
IV. Responder Disclosures
Responder must provide a disclosure of any pending or threatened court actions and/or claims against the Responder. This information may not cause rejection of the proposal; but withholding the information may be cause to reject the proposal.
V. Conflict of Interest
No Responder will promise, or give to MetroHealthanything of value that could influence that person in their decision on awarding contracts. No Responder will try to influence MetroHealthto violate any procurement policies of MetroHealth or any state or Federal Law.
VI. Responder Examination of the RFP
Responders are expected to be familiar with the entire RFP. The Responder is expected to respond to the RFP in a manner that makes it clear they understand and have responded to all sections of the RFP. If a Responder discovers any mistakes or omissions in the RFP they shall notify the Contact Person in writing. The Contact Person may conduct discussions with Responders who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP. Clarifications and corrections will be sent to all Responders who have registered with the Contact Person for the RFP.
VII. Changes to RFP
MetroHealthmay make changes to this RFP. Changes which are made to this RFP will be sent to all Responders. These changes will be sent via fax, regular mail or email.
VIII. Preparation of Proposal
Proposals must clearly respond to each and every instruction and requirement of this RFP.
All proposals become the property of MetroHealthto use.
IX. False or Misleading Statements
Proposals containing false or misleading statements may be rejected.
X. Responder Representative’s Signature
The proposal must be signed by an individual who is authorized to contractually bind the
Responder. The signature must indicate the title or position the individual holds in the Responder’s organization.
- One original proposal document and five (5) copies shall be submitted in an envelope, which is clearly identified with the above address and the description of the space to be leased as provided in the specification. LATE PROPOSALS SHALL BE RETURNED UNOPENED AND WILL BE IMMEDIATELY REJECTED.
- Contact Person shall issue a receipt for all proposals received. If mailed, the Responder should use certified or registered mail, UPS, or Federal Express with return receipt requested. Faxes and emails will not be accepted. All Responders must carefully review their final proposals. Once opened, proposals cannot be changed; however Contact Person may request information or respond to inquiries forclarification purposes only.
XII. Reservation of Right to Reject Proposals in Whole or in Part; Partial Awards
- MetroHealth reserves the right to reject any proposal in which the Responder takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits prices that MetroHealth considers to be excessive, compared to exiting market conditions, or determine exceed the available funds of MetroHealth
.
- MetroHealth reserves the right to reject, in whole or in part, any proposal that MetroHealth has determined, using the factors and criteriaMetroHealth develops, would not be in the best interest of the Consolidated Board.
- MetroHealth reserves the right to award a contract based on any distinct part of this RFP.
XIII. Terms & Conditions
The RFP and the commitments made in the selected proposal will be contractual obligations, if a contract ensues. Failure to accept these obligations may result in cancellation of the award.
IX. Confidentiality & Security
Any Responder that has access to confidential information will be required to keep that information confidential.
III. PROPOSAL EVALUATION
LEASE PROPOSAL EVALUATION
Proposals will be evaluated by an internal team comprised of MetroHealth staff.
MetroHealth will evaluate the proposals based upon the criteria outlined in this Request for Proposal.
Following the evaluation of proposals, the proposals will be ranked in order of preference. MetroHealth will begin negotiations with the first choice until terms can be reached or it is determined by the MetroHealth team that it is necessary to move to the next preference.
Proposal Instructions
Please respond to all of the topics outlined in the attached Request for Proposal. Please answer the Landlord’s ability to accommodate and deliver the various requirements listed. It is requested that all proposals be on a separate document to include all of the Exhibits referenced herein. Some of the topics in the Request for Proposal have suggested Client’s preferred and or required response. Please describe Landlord’s exact ability to provide.
Proposal Requirements:
Building:Name / address of Building
Landlord:Name of Landlord and brief overview of the ownership.
Building size:Please state the size of the total Building.
Preferred Geographic Area:Middleburg Heights near surrounding healthcare centers[c3]
Area and Premises:Client reserves the right to increase or decrease the square footage by up to twenty percent (20%) without modification of the proposed business terms. Client requires approximately 1,000-1300 useable square feet of office/medical space at lease commencement.
Please state the proposed floor and the method of Building measurement and loss factor, if any.
Rental Rate:Please provide aggressive, market sensitive monthly lease rates for as-is premises:
Please indicate the precise structure of the rental rate.
GeneralBuildingPlease provide information in regards to the following:
Characteristics:HVAC type:
Type of construction:
Management Company (if any) and services provided
Planned building improvements (if any)
Building hours and security
Zoning
Accessibility
Proximity to public transportation
Building Amenities
Utilities:Please describe the method for utilities to be provided, metered and billed.
Client’s ProportionatePlease state Client’s proportionate share of the Building.
Share of Building:
Lease Commencement:Client requires a lease commencement date for February 1, 2015.
Lease Term:Please propose a three to five year lease term (“Initial Term”) with additional renewal terms.
Operating Expenses &Please indicate whether Clientis required to pay any
Real Estate Taxes:share of actual operatingexpenses and when, but only over and above a base year.
Tenant Improvement Dollars:Please indicate whether Landlord will provide any tenant improvement dollars.
Signage/Identification:Please provide Client with all signage opportunities, both exterior and interior.
ADA Compliance:Please state the condition of the Building as it relates to all current ADA Code Requirements. Any costs associated with code compliance will be the landlord's sole expense and not passed on to the Client throughout the lease term and any extensions.
Hazardous Materials:Landlord will provide warranties concerning the absence of hazardous materials and will be responsible for all costs associated with the removal of any hazardous materials that are present. If a pre-existing condition has been addressed by the Landlord, a no further action certificate needs to be submitted to Client with the submission of proposal.
HVAC:Please describe the type of system and provide seasonal temperature ranges for heating, cooling and humidity. Please define the standard hours of operation during the weekdays and weekends. Include any and all expense to Client for after hour’s usage.
Maintenance & Please provide specifications forfive day per week janitorial
Janitorial:service. Landlord shall assume the responsibly for maintaining all common area and Building mechanical, electrical, plumbing, structural and HVAC systems including those in the Premises.
Access:Client’s employees will require access to the Premises 24 hours per day, seven days per week. Please detail ability to accommodate.
Non-DisturbanceLandlord will provide Client with an acceptable non-
Agreement:disturbanceagreement from the lender of the Building prior to lease execution.
Security Deposit/No security deposit or pre-paid rent will be required of Client.
Pre-Paid Rent:
Security:Please describe the security services available in the Building and the name of outside security services utilized. Client may at its sole choice, utilize it’s own outside security provider without Landlord consent.
Life/Fire/Safety:Please describe the fire prevention, alarm and life safety systems within the Building.
Parking:Please describe ability to provide and location of free parking for Client’s staff and patients. Include Client’s total number of spaces allocated, as well as any reserved spaces available.
Required Certifications:To be considered, each proposal must include the following signed certifications (attached):
(a)Conflict of Interest
(b) Ohio DMA
(c) Federal Debarment
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[c1]Sonja/Carole not sure the timing for this info.
[c2]Not sure of timing for these dates.
[c3]Does that sound reasonable given the former location was at UH/Southwest?