Spring City School RFP
This is a sample RFP, not an actual Request for Proposal
Purpose of the Request for Proposal:
The purpose of this request for proposal is to enter into a lease agreement with a qualified firm or individual to lease from Spring City the school building located at________________, Spring City, by a private developer and to provide for certain amounts of space to be used by Spring City as defined in this request for proposals. It is the vision of the Spring City Council that the Spring City school will be brought up to code compliance and some economic use will be made of most portions of the school itself while allocating to Spring City, in a finished condition, two spaces to be used by Spring City for community activities and for the office of the Daughters of the Utah Pioneers.
Administrative Guidance:
The information provided herein is intended to assist the offerors in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested offerors with sufficient basic information to submit a proposal meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data therefrom. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.
Issuing Office and Request for Proposal Reference Number
The city of Spring City is the issuing office for this document and all subsequent addenda relating to it. The reference number for the transaction is____________. This number must be referenced on all proposals, correspondence and documentation relating to the RFP.
Response Date
Five copies of your proposal must be received at Spring City Offices, 150 East Center, Spring City, Utah 84662, prior to the closing date and time specified. Any proposal in route, either in the mail or other locations will not be considered timely and will be returned unopened. Proposals received after the deadline will be late and ineligible for consideration.
Term of the Contract
The lease of the space will begin _____________. The proposer will have free and ready access to the building by contacting ___________ during regular office hours. No offer will be accepted in which the school building will not be preserved and maintained. The exterior of the building will be retained and interior significant features will also be retained. Significant features will be identified at a later date. In addition, the offeror will renovate and provide to Spring City in finished condition with appropriate water supply, outlets, light fixtures to be described in detail in addendum two spaces, one to be used by the DUP measuring___x___, and one space to be used by the City for community functions to be measured___x___. The finished condition of these places will be at a consistant level with the remaining finishes for other parts of the project and will be in a finished level enough to be occupied, used, and meet code. The rehabilitation of this historic building will meet the Secretary of Interior Standards for rehabilitation and will be done in consultation with the Division of State History. It is hoped that any proposal will consider the use of either the federal or state investment tax credits available for commercial use and/or residential rental use. The potential uses of the resource are not restricted; however, special consideration will be given for uses which are compatible with the community. Uses such as housing, art studios, commercial offices, other residential uses, reception center, etc., will all be considered appropriate uses of the resource. The ownership of the building will be retained by Spring City; however, an offeror may propose purchase with long term lease by Spring City at no cost to the City of the two spaces for DUP and community use as specified in the addendum. The duration of the lease will be negotiated but it is anticipated that if a residential use is considered that a lease of greater than twenty years will be appropriate with consideration of renewal. The offeror will provide the proposal in the format indicated in this RFP. The offeror should be aware that no services at an acceptable level are currently being offered for the building. All plumbing, sewer, heating and air conditioning will of necessity have to be completely replaced. Spring City is offering the building in an "as is" condition. The goal will be the restoration of the building to meet current Unifrom Building Code (UCBC) for Building Conservation, while providing the City two spaces as already identified. The offeror should understand that it is the purpose of the City to retain ownership of the building to have free access to the spaces to be occupied by the DUP and community space as identified in the addendum. The offeror will be responsible for all utilities associated with the building except for the spaces to be used by the City. The offeror will consider in their plan separate utility services for these spaces so that utility cost can be born by the City for the two spaces it occupies.
Consideration of Proposals
The City of Spring City may award a lease based on the initial proposals received, without discussion of such proposals. Accordingly, each intial proposal should be submitted with the most favorable lease price and service standpoint. The City reserves the right to reject any or all proposals received.
The proposals must demonstrate that the developer has the abiltiy to execute a high quality appropriate historic restoration and has experience in the resoration of historic buildings. The proposals will explain the proposed uses that it will consider in marketing the building, but no specific proposal is required to respond to this RFP other than the acceptance that the developer will meet the Secretary of Interior Standards in the rehabilitation of the project and will seek appropriate tax credits if applicable and if needed.
A selection committee will consist of representatives of the City Council, Division of State History, Sanpete County Building Inspector's office, and ___________.
Background
(To be completed by Spring City) Reference what is the current lease status of the building, the conditions, etc.
Proposal Format
Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections:
I. Letter of Transmittal. The letter of transmittal should include an introduction of the offeror's company, the name, address and telephone number of the person to be contacted along with others who are authorized to represent the company in dealing with this RFP; and an expression of the offeror's ability and desire to meet the requirements of this RFP. Any other information not appropriately contained int he proposal itself should also be included.
II. Executive Summary. An executive summary should be included which briefly describes the offeror's approach to the proposal and clearly indicates any options or alternatives. It should also indicate any major requirements that cannot be met by offeror. This summary should also highlight the major features of the proposal and identify any supporting information considered pertinent. In short, the reader should be able to determine the essence of the proposal and generally how well it meets the requirements by reading the executive summary.
III. Detailed Discussion. This section should constitute the major portion of the proposal and must contain at least the following information:
A. A general but complete narrative overview of the offeror's assessment of the work to be performed and the ability to meet those aims, along with the resources necessary to meet the requirements of this RFP. This overview should clearly demonstrate the offeror's understanding of the desired overall performance expectations as well as how well it will meet the requirements.
B. A specific response to each requirement in the RFP.
IV. Cost Proposal. The offeror must submit a cost proposal indicating how much it is willing to lease the building per sq. ft., condition of the lease, the ability of the developer or lease holder to provide for the two spaces indicated in the addendum including what levels of finish, experience, and terms of restoration the offeror will make.
V. Additional information and attachments, if any.
Proposals will be evaluated by a committee against the following criteria with assigned weights indicated. Each area of the evaluation criteria must be addressed in detail in the proposal.
A. The committee will evaluate the proposal.
B. Offerors qualification will be determined.
C. The price of the proposed lease/purchase will be considered. The ability of the offeror to rehabilitate historic buildings and to provide economic uses for historic buildings will be considered. The quality and finish which the developer proposes will be considered; however, the offeror does not necessarily have to develop detailed plans and specifications on how the project will be completed, just general philosophical comments about the level of finish the developer is proposing for the project.
D. The proposed use of the building will be considered. Priority will be given to uses which are consistent with the community plan for that area.
E. Ability to market the proposed project to potential sub-lease holders.
Weight Criteria
1. The demonstrated ability of the developer to rehabilitate a hsitoric building meeting the Secretary of Interior Standards.
2. The ability of the developer to develop a building for economic use utilizing historic buildings.
3. The ability of the developer to provide for the two spaces in a high level of finish as defined in the addendum.
4. The amount of lease offered.
Oral Presentation
An oral presentation by an offeror to supplement a proposal may be required. These presentations will be scheduled, as required, by Spring City subsequent to the receipt of proposals and prior to award.
Proprietary Information
Offerors are requested to mark any specific information contained in the proposal which is not to be disclosed to the public or used for purposes other than the evaluation of the proposals. Pricing and service elements of the successful proposal will not be considered proprietary. Proposed lease rates and service elements of the successful proposal will not be considered proprietary. All materials become the property of Spring City and may be returned only at the City's option. Proposals submiteed may be reviewed and evaluated by any person at the discretion of the City.
Developer's RFP Evaluation
A. The ability of the developer through demonstrated products to rehabilitate an historic building.
B. Ablitiy to produce quality developments.
C. Quality of design, production
D. Estimated costs for lease/purchase agreement
E. Timeliness
F. Ability to market
Potential List of Developers, Leaseholders and Interested Parties
List Companies:
Spring City Non-Profit Development Foundation
Addendum A
Detailed description of the two spaces neede for Spring City--DUP office and community space
Addendum B
Detailed description of the building including floor plans and photographs and a brief statement of building condition.