REQUEST FOR PROPOSAL: PROPERTY MANAGEMENT/REAL ESTATE MANAGEMENT SERVICES FOR 140 EAST TOWN STREET. RFP Number: March 23, 2012

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1 Columbus/East Town-OP&F, Inc. REQUEST FOR PROPOSAL: PROPERTY MANAGEMENT/REAL ESTATE MANAGEMENT SERVICES FOR 140 EAST TOWN STREET RFP Number: March 23, 2012 Recipient of the Building of the Year Award (TOBY) for 2006, 2007, 2008, 2009 and The TOBY Award was created in 1985 to acknowledge exceptional buildings and service in the commercial real-estate industry. Town Center was judged in its respective building size category (100, ,999 square feet) in the following categories: Physical Attractiveness, Environmental and Regulatory Compliance, Emergency Preparedness and Security Standards, Building Personnel Training, Energy Management, Air Quality and Janitorial.

2 Table of Contents Sections References Page Section 1 General RFP Information Contact Person for RFP Inquiries Questions Regarding this RFP 3 Section 2 General Overview of 140 East Town Street 3 Section 3 General Overview of the Project Project Overview Expectations/Scope of Services 4 Section 4 Detailed RFP Information Clarifications Regarding this RFP Statement of Confidentiality RFP Contents Response Format Response Submission Instructions RFP Schedule Selection Process/Oral Presentations Analysis/Evaluation Criteria Additional Information 7 Section 5 General Questionnaire 9 Section 6 Costs 10 Section 7 References 10 2

3 Section 1 General RFP Information: 1.1 Contact Person for RFP Inquiries The contact person for inquiries concerning this RFP is OP&F s Deputy Executive Director. The Deputy Executive Director s contact information is: J. Keith Byrd Deputy Executive Director Ohio Police & Fire Pension Fund 140 East Town Street Columbus, Ohio Facsimile: (614) Except as otherwise directed in this RFP, all inquiries, notices or other communications from a proposer to Columbus/East Town-OP&F, Inc. concerning this RFP shall be directed to the Deputy Executive Director. 1.2 Questions Regarding this RFP All questions submitted should include a name of the proposer s contact person and that person s telephone number, facsimile number, and/or address. All questions must be received by 4:00 PM (Eastern Time) on April 6, Questions received after that time will not be considered. Each question, or in Columbus/East Town-OP&F, Inc. s discretion, a paraphrased form of a question, and Columbus/East Town-OP&F, Inc. s response will be posted to OP&F s website ( All written questions that are properly and timely submitted will be answered by 4:00 PM (Eastern Time) on April 13, All posted questions and responses will become an addendum to the RFP and become part of the RFP as fully set out therein. Columbus/East Town-OP&F, Inc. will not respond directly to a proposer concerning an inquiry about this RFP. Section 2 General Overview of 140 East Town Street Town Center is a 16-story office building with glass exterior over concrete and steel frame. It is built over a 5-story parking structure. There is approximately 169,000 square feet with the average floor square footage of 16,434. There are four (4) passenger and one (1) freight elevators in the building. With 300 parking spaces in the under building garage (for tenants). Town Center has 24-hour on-site security with after-hours access available by proximity cards. Section 3 General Overview of the Project 3.1 Project Overview 3

4 Columbus/East Town-OP&F, Inc. is requesting proposals for property management/real estate management services for Town Center located at 140 East Town Street in Columbus, Ohio. 3.2 Expectations/Scope of Services The Property Manager s responsibilities shall include, but not limited to, the following: Conducting ordinary and usual business affairs of owner relating to the management, leasing and operation of the premises and shall implement, or cause to be implemented, the policies of owner for the conduct of such business affairs in accordance with the guidelines provided. Contract for gas, electricity, water and such services as necessary for the proper operation of the premises; Select, employ, pay, supervise, direct and discharge all employees necessary for the management, operation, and maintenance of premises, in accordance with the annual budget; Keep premises in clean and sightly condition and to make (or cause to be made) all repairs, alterations, replacements, and installations, do all decorating and landscaping, and purchase all supplies necessary for the proper operation of the premises; Handle promptly complaints and requests from tenants, to notify owner of any major complaint made by a tenant in a timely manner; Notify owner s general liability insurance carrier and owner promptly of any personal injury or property damage occurring to or claimed by any a tenant or third party with respect to the premises; To receive and collect rent and all other monies payable to owner by all tenants and licensees in the premises; To institute all necessary legal actions or proceedings for the collection of rent or other income from the premises; To notify owner immediately of any fire, accident, or other casualty, condemnation proceedings; rezoning or other governmental order, lawsuits or threat thereof; To participate in owner s tax review program and to check tax assessments and assist owner in efforts to reduce such taxes; To cooperate with owner s national energy conservation policies and submit energy consumption reports for the premises; To cooperate with owner in attaining certain corporate objectives, i.e., purchase and reporting of goods and/or services furnished or supplied by minority groups; To promptly comply with all present and future laws, ordinances, orders, rules, regulations, and requirements of all Federal, State and municipal or other governmental authorities; Prepare and submit to owner monthly reports relating to the management and operation of the premises for the preceding calendar month; 4

5 Maintain proper records with respect to leasing, management, and operation of the premises (i.e., receipts, disbursements, etc.); Ensure control over accounting and financial transactions as is reasonably required to protect owner s assets from loss or diminution; Prepare and submit to owner a proposed operating and capital budget for the promotion, leasing, operation, repair and maintenance of the premises for the forthcoming calendar year; Participate in owner s property review programs, as requested; Utilize best efforts to cause the premises to be rented and kept desirable to tenants. Negotiate leases, renewals and extensions of leases and expansions at appropriate times; Advertise the premises or portions thereof for rent, by means of periodicals, signs, plans, brochures, etc. Services performed to hold in confidence and not to use or disclose to others any confidential or proprietary information of owner including but not limited to data, information, plans, programs, processes, costs, etc. While Columbus/East Town-OP&F, Inc. expects to have only a single point of contact, the proposer may propose the use of a subcontractor(s) or joint venture partner(s). In such case, the proposer will be expected to include in any agreement with a subcontractor or joint venture partner a provision that Columbus/East Town-OP&F, Inc. is intended to be the third party beneficiary under such agreement with rights to enforce the agreement without joinder of the proposer, which must be in a form acceptable to Columbus/East Town-OP&F, Inc. Section 4 - Detailed RFP Information: 4.1 Clarifications Regarding this RFP Columbus/East Town-OP&F, Inc. at any time, has the right to modify and make any clarifications to this RFP and will post such modifications and/or clarifications on OP&F s website at The proposer is responsible for periodically checking the website for any additional information. 4.2 Statement of Confidentiality All information in this RFP is the property of Columbus/East Town-OP&F, Inc. In consideration of your access to this information in this RFP, you agree that all information in this RFP is the property of Columbus/East Town-OP&F, Inc. is confidential and will not be shared beyond the proposer s need to prepare and submit a response to this RFP. 4.3 RFP Contents The RFP references the following items (which can be found at under the RFP Section, except as noted below): RFP, including: 5

6 Appendix A: Declaration Regarding Material Assistance/Nonassistance to a Terrorist Organization, which is available under www. homelandsecurity.ohio.gov/dma/dma_forms.asp 4.4 Response Format Proposals should include the following sections: a) Cover letter signed by an authorize agent of the company; b) Company information including qualifications, name of agency (include any dba names); headquarters and parent company locations; and brief history of the company; c) Qualifications (include proposed methodology for accomplishing the tasks described in the RFP; experience with building operations (i.e., mechanical, electrical, fire alarms, plumbing and energy management, etc.); d) Sample of building management manual containing actual procedures, reports, forms, etc; e) Staffing levels (include size and experience of staff; identify relevant/direct property management/real estate experience); f) Cost of services; and g) References 4.5 Response Submission Instructions Proposers must submit six (6) hardcopies of their response plus an electronic copy on compact disc in a.pdf or Word format (attachments need not be included in the electronic version) in accordance with the following: If by Mail Delivery (via Postal Service/Overnight Carrier) to: Ohio Police & Fire Pension Fund Attn: J. Keith Byrd, Deputy Executive Director 140 East Town Street Columbus, Ohio If by Hand Delivery to: Ohio Police & Fire Pension Fund Attn: J. Keith Byrd, Deputy Executive Director 140 East Town Street, Mail Services Columbus, Ohio Columbus/East Town-OP&F, Inc. must receive your proposal by the stated deadline regardless of the postmarked date or delivery method. Please be advised that Columbus/East Town-OP&F, Inc. will not be responsible for delays in mail, overnight and/or hand deliveries. Late proposals will not be accepted and will be returned to the proposer. 6

7 4.6 RFP Schedule Significant dates for this RFP are as follows: Item Deadline* RFP issued March 23, 2012 Questions submitted in writing (final date and 4 PM (Eastern Time), April time) 6, 2012 Columbus/East Town-OP&F, Inc. posts 4 PM (Eastern Time), April responses to OP&F website ( 13, 2012 RFP responses due 4 PM (Eastern Time), April 27, 2012 Please note that the schedule is subject to revision at Columbus/East Town-OP&F, Inc. s discretion. 4.7 Selection Process/Oral Presentations A review panel led by the OP&F s Deputy Executive Director will analyze and evaluate the proposals received in response to this RFP. Finalists may be asked to make oral presentations to the review committee. Such presentations will provide firms with an opportunity to answer questions regarding the proposal. All finalists and non-finalists will be notified by the OP&F s Deputy Executive Director. Columbus/East Town-OP&F, Inc., reserves the right to clarify responses after responses are opened by contacting any proposer for clarification, if such is deemed necessary by OP&F s Deputy Executive Director. 4.8 Analysis/Evaluation Criteria Technical/Management (understanding and compliance with RFP requirements, proposed methodology, experience, business, management plan) Cost/Contract Total Points Available 70 points 30 points 100 points 4.9 Additional Information EXCEPT AS NOTED IN THIS REQUEST FOR PROPOSAL: PROPERTY MANAGEMENT/REAL ESTATE MANAGEMENT SERVICES: RFP , MARCH 23, 2012 (THE RFP), PRIOR TO THE TIME OF A DECISION BY COLUMBUS/EAST TOWN-OP&F, INC. THERE SHALL BE NO COMMUNICATION OF ANY TYPE REGARDING THIS RFP, ANY ASPECT OF A RESPONSE TO THIS RFP, OR THE AWARDING OF A CONTRACT RELATED IN ANY WAY TO THIS RFP BETWEEN ANY PROPOSER OR PROSPECTIVE PROPOSER (THE PROPOSER ) AND ANY (1) 7

8 COLUMBUS/EAST TOWN-OP&F, INC. BOARD MEMBER, (2) COLUMBUS/EAST TOWN-OP&F, INC. EMPLOYEE, (3) CONSULTANT CURRENTLY ENGAGED BY COLUMBUS/EAST TOWN OP&F INC., OR EMPLOYEE OR OTHER PERSON AFFILIATED WITH OR PROVIDING SERVICES TO OR ON BEHALF OF SUCH CONSULTANT S STAFF, (4) ELECTED OFFICIALS OR THEIR STAFF MEMBERS OR (5) OTHER PERSONS IN A POSITION TO INFLUENCE COLUMBUS/EAST TOWN-OP&F, INC. S DECISION AT ANY TIME DURING THE RFP PROCESS IN REGARDS TO THIS RFP, A PROPOSAL, OR THE AWARDING OF THE CONTRACT UNTIL THE AWARD IS ANNOUNCED, EXCEPT AS REQUESTED BY COLUMBUS/EAST TOWN-OP&F, INC., OR AT THE TIME SPECIFIED FOR ORAL PRESENTATIONS BY SELECTED FIRMS. ANY DIRECT COMMUNICATION BY A PROPOSER IN VIOLATION OF THE FOREGOING TERMS SHALL BE CONSIDERED GROUNDS FOR AUTOMATIC DISQUALIFICATION OF THE PROPOSER. Upon completion of the analysis of the proposals, Columbus/East Town-OP&F, Inc. reserves the right to negotiate the final terms and conditions with the proposer selected. Any conflict between the RFP and any response shall be in favor of the RFP. Any conflict between the RFP, the response, and the contract shall be resolved in favor of the contract. Columbus/East Town-OP&F, Inc. reserves the right to /mail the RFP to firms that are qualified to perform the services requested herein, even if such firm does not, on its own accord, request a copy of the RFP. By submitting a properly executed proposal, the proposer is certifying to Columbus/East Town-OP&F, Inc. that the proposal submitted is valid for 120 days after closing date of receipt of the proposal and the proposer acknowledges that is in agreement with all terms and conditions presented in this RFP, the exhibits, and addenda to the RFP. Columbus/East Town-OP&F, Inc. reserves the right, without prejudice, to reject any or all proposals submitted and/or to award only a portion of the RFP. There is no express or implied obligation for Columbus/East Town-OP&F, Inc. to reimburse responding firms for any expense incurred in preparing proposals in response to this request. All proposals received in response to the RFP will be maintained by Columbus/East Town-OP&F, Inc. and are a matter of public record and may be subject to public inspection. This RFP is not a contract or commitment of any kind on behalf of Columbus/East Town- OP&F, Inc. The submission of a response to this RFP does not in any way obligate or commit Columbus/East Town-OP&F, Inc. to purchase services or products or enter into 8

9 an agreement or contract with the proposer. All responses become the property of Columbus/East Town-OP&F, Inc. Section 5.0 General 5.1 Questionnaire 1. Provide information on the bidder s governing body as well as principal officers along with their relevant biographical information. 2. List any adverse criminal, civil, regulatory or government actions against any director or principal officer in last the 5 years or any investigation that has occurred within the past 36 months along with the outcome of that investigation. Indicate whether you have received notice or have any reasonable basis to believe that any criminal regulatory or similar investigation of the proposer is likely to commence in the next 12 months. 3. List the holdings of the bidding party as well as any director or principal officer of bidding party of (a) 5% or more on any publicly traded entity or (b) of any amount in any privately held entity from which plan or bidding party purchases supplies or services. 4. List all members of consolidated, controlled or affiliated group of corporations or other business entities of which bidding party is a member. 5. Provide information on whether your organization has been involved in any recent acquisitions or mergers within the last 5 years and if this applies, provide specific details on whether the acquisition or merger has been consummated and the status of such consolidation. 6. Identify the ownership structure of your organization and state of incorporation. 7. Describe your errors and omissions insurance and commercial general liability insurance and specify coverages. 8. Address whether the bidder or any subsidiary or any proposed subcontractor is currently in default on any loan agreement or financing arrangement with any bank, financial institution, or other entity and if yes, specify date(s), details, circumstances, and prospects for resolution. 9

10 9. Generally describe any objections the proposer may have with executing the Declaration Regarding Material Assistance/Nonassistance to a Terrorist Organization. 10. Provide a detail list of buildings that your firm has managed during the last five years, including square footage. Section 6.0 Costs The cost proposal should include the annual management fee; leasing fees; leasing commissions; and a detail listing of any other expenses or fees. Section 7.0 References Vendor should provide a minimum of three (3) references with services similar to those requested within the RFP. Each reference should include: company name, company address, company contact and phone number, brief description of services rendered. In addition, vendor should provide the names of three (3) terminated clients over the past five (5) years. If not applicable, please state not applicable within your proposal. Vendor should provide a listing of all notable accomplishments, including awards, for buildings managed. 10