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HomeMy WebLinkAboutRFP - P923 WOOD STREET NONPROFIT LEASECity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P923 400 Wood Street Nonprofit Lease The City of Fort Collins is seeking proposals from qualifying nonprofit organizations. Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock), March 4, 2004. Proposal No. P-923. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Ken Mannon (970) 221-6894. Questions regarding proposals submittal or process should be directed to James B. O'Neill, II, CPPO, FNIGP (970) 221-6775. A Pre -Proposal meeting will be held at 9:00 a.m. on February 18, 2004 at 117 N. Mason St. Facilities Building Conference Room. There will be a tour of the facility following the meeting for those who are interested. A copy of the Proposal may be obtained as follows: 1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30923. 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcqov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2°d floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision - making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, 4ces B.O'Neill II, CPPO, FNIGP tor of Purchasing & Risk Management 03 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 90522-0590 • (970) 221-6775 • FAX (970) 221-6707 C. That it is expressly understood and agreed by the parties hereto that in the performance of the obligations provided for in this Agreement, time is of the essence. D. The covenants and conditions herein contained shall apply to and bind the heirs, legal representatives, and assigned of the parties hereto and all covenants are to be construed a conditions of this Lease. E. If either party must resort to legal action to enforce the terms of this Agreement, the prevailing party shall be awarded legal fees. IN WITNESS WHEREOF, the parties hereto have signed this Agreement the day and year first written above. CITY: THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation In ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney City Manager TENANT: M Title: ATTEST Title: 03 ATTENDANCE RECORD PREBID CONFERENCE Proposal Number P923 400 Wood Street Nonprofit Lease Location: 117 N. Mason NAME FIRM NAME ADDRESS TELEPHONE FAX # E-MAIL ADDRESS J�•O�i�t,t,. ��Y'`-I 221-4o7791 JoN Vo Q oM. 1w-a- Fa(an fw4dls 6a6 Fto-l-k,I Sot 0. Sk u)a b(. aR& �a►� Q Ik Sad I C�fn 1(�SU i TS hCTmp,\1 .ccsrn ,�.. I � • I£' 1�t'� w ��.� ► I �02, � O 1p �/ � 0 �o �j' ��', � rr�l 11 � cu�Ir�E-•� 'i'1rJl l C�6II1!�S �— JTP2J r PJ cC �IJ10aN/1)a yvlC15a/J 1�10ANN6100 RESPITE CARE, INC. Fort Collins Utilities 2/6/2004 5013 Operating Account Acct #369106-49406 DE.UXE BUSINESS FORMS 1+800 328-0304 wwwAtlmbm .c Account Number I customer Name Service Address 113ill Date I Date Duel Amount Due 369106-49406 RESPITE CARE INC 400 WOOD ST 01-21-04 02-15-04 $285.48 See reverse side for customer information and explanation of abbreviations. Billing and Payment Summary Payment due last billing period ...................... $ 219.56 Payments received since last billing ................... $ 219.56 Charges for this billing period due 02-15-04 ..............$ 285.48 Total amount due ............................... $ 285.48 ectric Energy E100 12-08-03 01-08-04 31 Crmwater H2O1 12-08-03 01-08-04 31 ter W220 12-08-03 01-08-04 31 Wastewater 0221 12-08-03 01-08-04 31 Floodlighting 12-08-03 01-08-04 31 81049 83633 1 2584 KWH $161.41 $24.37 27539 27762 100 22300 GAL $68.40 8247 WOA $22.10 1 LT $9.20 Sub -total $285.48 City Sales Tax State/County Sales Tax Total charges this billing period $285.48 Average Read Date Days Use in Gals Gal/Day 61-08.04 31 22300 719 12-08-03 32 10200 318 11-06.03 29 9900 341 10-08-03 29 30100 1037 09-09-03 29 38400 1324 08-11-03 33 41100 1245 07-09-03 30 24900 830 06-09-03 33 15800 478 05-07-03 28 7500 267 04-09-03 30 7900 263 03-10-03 28 8300 296 02-10-03 32 9000 281 01-09-03 34 8200 241 Read Date Date Days kWh in kWh Average kWh/Day kWh/Day 01-08-04 31 2584 83 12-08-03 32 2317 72 11-06-03 29 2189 75 10-08-03 29 2046 70 09-09-03 29 3039 104 08.11-03 33 4609 139 07-09-03 30 3164 105 06-09.03 33 2156 65 05-07-03 28 2001 71 04-09-03 30 2277 75 03-10-03 28 2295 81 "I 2R1T-03' 32 2851 89 01-09-03 34 2912 AS RESPITE CARE, INC. 5 012 Xcel Energy 2/6/2004 219.32 Operating Account Acct #2000354726 219.32 RD DELUXE BUSINESS FORMS 1+WD-328-MO4 v ASIUMFIO..-- SM qp u xce>, energy OENVER,CO 80201 (800)481-4700 Page 1 of 1 :ustamer.Name _ Service Address Due Date Account No. AmouotOue IESPITE CARE lkC' 400 WOOD ST Feb 12, 2004 2000354726 $.21437 FT COLLINS, CO80521-1951 kccountActivity, Date of Bill Jan 29, 2004 Previous Balance ` $ 212.11 Number of Payments Received 1 Total Amount ofT ayments $ 212.11 Number of Days in Billing, Period 31 Balance. Forward $ 0.00 + Current Bill $ 219.32 Current Balance $ 219.32 Gas Service - AccountSummary, Meter No. FC22230 Commercial Rate CG-T Commercial Distribution System .08684 Current Reading 9294 01/27/2004 Natural Gas .50710 Previous Reading 8979 12/27/2003 Interstate Pipeline.06340 Measured Usage 315 Subtotal306 x .65734 $ 201.14 Therm Multiplier 0.9714 Therms Used 306 Metering & Billing $15:34 Franchise Fee $ 2.84 Sales Tax $ 0:00 Subtotal $ 219.32' Comparison Information Billing Period Therm Usage Avg.. Daily, Temp. Gas $ 219.32 per. month $ 7.07 per day This Year 30G 31 Last Year 289 350 Customer Messages ALL UNPAID AMOUNTS ARE SUBJECT TO A LATE PAYMENT CHARGE. IF APPLICABLE, PLEASE PAY S222.61WHICH INCLUDES THE LATE CHARGE. XCEL ENERGY HAS ATEAM OF ENERGY EXPERTS DEDICATED TO SERVING THE NEEDS OF BUSINESS CUSTOMERS. CALL OUR BUSINESS SOLUTIONS CENTER AT 1-800-481-4700 FROM 7 A.M. TO 6 P.M. MONDAY THROUGH FRIDAY. PROVIDING RELIABLE ELECTRICITY FOR OUR CUSTOMERS IS OUR TOP PRIORITY. WHEN OUTAGES; OCCUR, OUR FIELD CREWS WORK AROUND THE CLOCK TO REPAIR POWER LINES AND REDIRECT ENERGY ACROSS OUR DISTRIBUTION NETWORK TO RESTORE POWER TO ALL CUSTOMERS AS QUICKLY AND SAFELY AS POSSIBLE. CALL 1-800-481-4700 AND PRESS ITO REPORT AN OUTAGE - WE'RE COMMITTED TO PROVIDING YOUTHE BEST VALUE, SERVICE AND INFORMATION. YOUR COMMENTS AND QUESTIONS ARE WELCOME AND MAY BE DIRECTED TO THE ADDRESS OR PHONE NUMBER AT THE TOP OFTHIS STATEMENT. I 1 SKETCH/AREA TABLE ADDENDUM Property Address 400 -Wood Street City._, Fort Collins- _ State CO Zip _ -Borrower Lender/Client Appraiser Name- Measured by Ralph Campano Appr Address Sketch by Deb Myer First Floor _ In _ Storage �� Kitchenco 5 2' 14.2' Zo Office l�.3' Bdrm Bath __ OUtili�Iy 3.3' 0.3 .8 C� 6.5' o cn Bdrm Living I Office 0 1co .5 c cv - - 3 N Zo Bath Utility a- 16.4' Porch . . ..................... ------- - 11.1' t 27.3 Second Floor 16.7 Finished Basement [� Bdrm Bdrm o N - 11�8�8 Hall 4.9' 0 _- Bdrm L6 Comments: AREA CALCULATIONS SUMMARY Code Description Size Totals GLA1 First Floor 1707.04 1707,04 GLA2 Second Floor 709.50 709.50 BSMT Finished Basement 1292.35 1292.35 P/P Porch 128.59 128.59 Scale: 1 = 15 LIVING AREA BREAKDOWN Breakdown Subtotals First Floor 8.3 x 49.1 407.53 2.8 x 23.8 66.64 1.3 x 13.3 17.29 16.7 x 29.0 484.30 14.2 x 27.6 391.92 14.2 x 18.0 255.60 0.3 x 17.0 5.10 1.9 x 41.4 78.66 Second Floor 22.1 x 29.0 640.90 4.9 x 14.0 60.60 TOTAL LIVABLE (rounded) I 2417 10 Areas Total (rounded) I 2417 -- - - Page 1 of 2 CALCULATIONS ADDENDUM Property Address 400 Wood Street ---- City Collins Slate CO Zip _Fort Borrower__ - --- .. LendedClienl - ---- Appraiser Name Measured by Ralph Campano Appr Address Sketch by Deb Myer Second Floor GLA2 Finished Basement BSMT 22.1 x 29.0 - 640.90 7.5 x 27.3 = 204.75 4.9 x 14.0 . 68.60 16.0 x 25.8 . 412.80 23.8 x 25.6 = 609.28 5.2 x 12.6 • 65.52 } Area total (rounded) = 710 Area total (rounded) = 1292 First Floor Gl.A1 Porch PIP 8.3 x 49.1 . 407.53 7.7 x 16.7 m 128.59 1 2.8 x 23.8 = 66.64 1.3 x 13.3 . 17.29 16.7 x 29.0 • 484.30 14.2 x 27.6 • 391.92 14.2 x 18.0 • 255.60 0.3 x 17.0 - 5.10 • 1.9 x 41.4 - 78.66 • Area total (rounded) = 1707 Area total (rounded) = 129 Page 2 of 2 Proposal Number P923 400 Wood Street Nonprofit Lease Background: The City of Fort Collins is the owner of the property at 400 Wood Street, Fort Collins, CO 80521. This property has been the home of Respite Care for many years. Respite Care will be moving into their new building in June. The City is seeking a non-profit tenant who would be interested in this property. The property should be available for occupancy July 1, 2004. A Pre -Proposal meeting will be held at 9:00 a.m. on February 18, 2004 at 117 N. Mason St. Facilities Building Conference Room. There will be a tour of the facility following the meeting for those who are interested. Tenant's must meet the following requirements: Proposal Submission Requirements: 1. Agency must submit documentation showing an established history of local community service. 2. Agency must submit the most recent agency audit or equivalent financial records (2002 or more recent). 3. Agency must provide documentation that the agency is in good financial standing, with the financial capacity to handle maintenance costs at 400 Wood Street. 4. Agency must provide state licensing number (if applicable). 5. Agency must have current state licensure (if applicable) in good standing. 6. Must have staffing and financial capacity for operations at 400 Wood Street. 7. Must have current 501(3)c status as a Colorado non-profit corporation (show documentation) 8. Must meet a CDBG National objective by serving a majority (51 % or more) of low - moderate income clients below 80% of Area Median Income (AMI) (provide documentation). 9. Service must be a CDBG-eligible activity. Zoning: In addition to meeting CDBG-eligible activity requirements, must be a permitted use in the NCM Zoning District. Allowable uses are: 1. Child Care Center 2. Adult Day/Respite Care Center 03 SKETCH/AREA TABLE ADDENDUM to . M! . �AW61a6i awe co- ------ RA-Ph.c.". First Floor tL61151 c6 Kitchen Entry c6 .......... �Den Open 1.3 ' 0.31 Bdrm Bath Bdrrn 04 F 18' Bdrrn Living Bdrm a bo a 3 c4 C6 16.4' Porch Second Floor 16.7' rAl Bdrm Bdrm J C\I Hall 4. 1' Bdrm C) 6 AREA CALCULATIONS - Y _ SUMMARY I292.35 1 1292.35 F/P P icb 120-59 126r59 TOTAL LIVABLE 03 — 241.7 j Storage 5.2' 0[,b CO 1 Office C\i Utility 33' 6 r .51 b Office 1.5' M utility Bath 27.3' Finished Basement LIVING AREA BREAKDOWN 13'3 17,29 M7 x Mo 451-30 14.2 . 27.6 393,:21 1 14.2 . 19.0 255. 0 0.3 x 170 5,101 41.4 70,18 22-1 z 29-0 1 640.00 4.9 x 14.0 68.60 10 Areas Total (rowded) 2417 II aft� 03 CALCULATIONS ADDENDUM Fkst Flow - GL.At REVIEW AND ASSESSMENT Tenant's will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING QUALIFICATION STANDARD FACTOR 5.0 Proposed Use Does the proposal show an understanding of the project objective, meet the CDBG and Zoning requirements, and result in a positive use of the property? 5.0 Personnel Do the persons who will be working on the project Qualifications have the necessary skills? Are sufficient people of the requisite skills assigned to the proposed use of the property? 2.0 Availability When can the Tenant begin to use the property? What is the yearly 2.0 lease rate? Is this within acceptable guidelines for non-profit use of the facility? 6.0 Tenant Capability How has the Tenant been meeting its mission? Does the Tenant have the support capabilities the assigned personnel required to continue to be viable? What is the reputation of the Tenant in the community? Reference evaluation (Top Ranked Tenant) The project Manager will check references. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. 03 LEASE AGREEMENT THIS LEASE AGREEMENT, made and entered into this _ day of 200_, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the ("City"), and hereinafter referred to as ("Tenant"). WITNESSETH: WHEREAS, the City is the owner of certain Premises in the City of Fort Collins located at 400 Wood Street, Fort Collins, Colorado 80521 ("Premises"); and WHEREAS, the Tenant desires to lease said Premises for the purpose of WHEREAS, the use by Tenant of the Premises for its would further an important public purpose of the City of Fort Collins. NOW THEREFORE, for and in consideration of the mutual covenants and obligations herein expressed, the monetary payment hereinbelow recited and the public benefit to be derived from the service provided by the Tenant, the receipt and adequacy of which is hereby acknowledged, it is hereby mutually covenanted and agreed by and between the parties as follows: 1. Premises. The City hereby leases to the Tenant and the Tenant hereby leases from the City, the Premises located at 400 Wood Street in the City of Fort Collins, Colorado, said property more fully described as follows: Lots 25 and 26, Block 294, West Side Addition, City of Fort Collins, Colorado, Larimer County, Colorado. 2. Term: A. Base Term. The base term of this Lease shall be for a five (5) year period commencing on , 200_, unless sooner terminated by either party pursuant to paragraph 13 hereof. B. Extensions. Unless the City determines, at its sole discretion, that such renewal is not in the City's interest, the Tenant shall have the right and option to extend the base term of this lease for two additional five-year terms. However, such extension is expressly contingent upon the Tenant not being in default hereunder. Tenant shall provide sixty (60) day's notice prior to the end of any given lease term of its intent to extend or to terminate the lease. 3. Rent. Tenant shall pay to the City, in advance, the sum of 03 per year as and for rent for the above described Premises, such payment to be made at City's Right -of -Way Office, 117 North Mason Street, Fort Collins, Colorado, or at such other place as the City may from time to time designate. 4. Permissible Uses of Premises. Tenant agrees to use and occupy the Premises only for the purpose of and for no other purpose whatsoever without the prior written consent of the City. Tenant shall comply with all State and local licensing requirements and with all laws and regulations pertaining to the Community Development Block Grant Program as in effect at the time of this Lease or as subsequently modified. 5. Condition of Premises. Maintenance and Damage. Tenant stipulates that the Premises have been examined, including the grounds, buildings and all improvements, and that they are, at the time of this lease, in good order and repair, safe, clean and in tenantable conditions. Tenant shall be responsible for all routine maintenance associated with the use of the Premises. 6. Alterations and Improvements. Tenant shall make no alterations or improvements to the building, improvements, or grounds of the Premises without prior written consent of the City. All alterations, changes and improvements built, constructed, or placed on the Premises by Tenant, with the exception of the fixtures removable without damage to the Premises and movable personal property shall, unless otherwise provided by written agreement between the parties hereto, be the property of the City and remain on the Premises at the termination of this Lease. 7. Assignment and Improvements The Tenant shall not assign, sublet or grant any concession or license for use of the Premises or any part thereof without the prior written consent of the City. The City's consent to any given assignment, subletting, concession or license shall not be deemed to be a license. An assignment, subletting, concession or license obtained without the prior written consent of the City, or an assignment or subletting by operation of law, shall be void and shall, at the City's option, terminate this Lease. 8. Dangerous Materials Tenant shall not keep or have on the Premises any article, item or thing of a dangerous, inflammable or explosive character that might unreasonably increase the danger of fire to the Premises or that might be considered hazardous or extra hazardous by any responsible insurance company. 9. Utilities. Tenant shall be responsible for arranging for and paying all utility services required on the Premises. 10. Maintenance and Repair. Tenant shall keep and maintain the Premises, grounds, appurtenances, improvements and fixtures in a safe and sanitary condition and in good repair during the term of this Lease and any renewal thereof at the sole expense of the Tenant. Such maintenance shall include, but not be limited to, all required repairs to the plumbing, range, heating apparatus, electric and gas fixtures, snow removal and grounds maintenance. In addition, major maintenance and repair of 03 the Premises, whether or not due to the Tenant's misuse, waste or neglect or that of its employees, agents, or visitors, shall be the sole responsibility of the Tenant at Tenant's expense. If Tenant refuses or neglects to commence and to complete repairs promptly and adequately, City may make and complete said repairs and Tenant shall pay the cost thereof to the City. 11. Right of Inspection. The City shall have the right at all reasonable times, during the term of this Lease and any renewal thereof, to enter the Premises for the purpose of inspecting the Premises and all buildings, grounds and improvements thereof, provided City contact the Tenant at least twenty-four (24) hours prior to such visit. 12. Surrender of Premises At the expiration of this Lease term or any renewal thereof, the Tenant agrees to quit and surrender the Premises in as good a state and condition as they were at the time of commencement of this Lease, reasonable wear and tear and damages by the elements excepted. The Tenant agrees to be responsible and to reimburse the City for any repairs to the Premises required due to the Tenant's occupancy of the Premises. 13. Default. If any default is made in the payment of rent, or any part thereof, at the times hereinbefore specified, or if any default is made in the performance of or compliance with any term, provision or condition hereof, this Lease, at the option of the City, shall be terminated and forfeited, and the City may reenter the Premises and remove all persons therefrom. The Tenant shall be given written notice of any default or breach of the provisions of this Agreement and termination or forfeiture of the Lease shall not result if, within twenty (20) days after receipt of such notice, the Tenant has corrected the default or breach or has taken action reasonably likely to affect such correction within a reasonable time. 14. Insurance. A. The Tenant, at its sole cost and expense, shall, during the term of this Lease, procure, pay for and keep in full force and effect a comprehensive policy of commercial general liability insurance covering the improvements and the Premises insuring the Tenant in an amount not less than Five Hundred Thousand Dollars ($500,000.00) covering bodily injury, including death to persons, personal injury and property damage liability arising out of a single occurrence. Such coverage shall include, without limitation, legal liability of the insureds for property damage, bodily injuries and deaths of persons in connection with the operation, maintenance or use of the Premises (including acts or omissions of the Foundation), legal liability arising out of lawsuits related to employment contracts of the Foundation and protection against the liability for non -owned and hired automobiles. Such coverage shall also include, if applicable, comprehensive automobile liability insurance, garage keepers' liability, liability for property of others, host liquor liability, water damage liability, contractual liability, workmen's compensation insurance for employees of the Tenant and such other risks as shall customarily be required by private institutional mortgage investors 03 with respect to property similar in construction, location and use. B. The Tenant, at its sole cost and expense, shall, during the term of this Lease, procure, pay for and keep in full force and effect a policy of property insurance covering all leasehold improvements to the Premises and all of the Tenant's equipment, trade fixtures, appliances, furniture, furnishings and personal property from time to time in, on or upon the Premises. This insurance shall be in an amount not less than the full replacement cost without deducting for depreciation. Such insurance shall afford protection against at least the following: (i) loss or damage from fire and perils normally covered by the standard extended coverage endorsement; and (ii) such risk as shall customarily be covered with respect to property similar in construction, location and use, including all perils normally covered by the standard "all risk" endorsement when such is available. C. If the Tenant employs any person in connection with the operation and use of the Premises as contemplated under this Lease Agreement, the Tenant shall, at its own sole cost and expense, during the term of this Lease, procure, pay and keep in full force and effect workers' compensation insurance, in an amount not less than Six Hundred Thousand Dollars ($600,000.00) for each occurrence, for all of its employees to be engaged in work on the Premises under this Lease Agreement. D. All policies of insurance carried by the Tenant shall name the Tenant as insured and shall name the City as additional insureds and loss payees for the policy. The policy or policies shall contain a provision that the policy or policies cannot be canceled or materially altered either by the insureds or the insurance company until thirty (30) days prior written notice thereof is given to the Tenant and the City. Upon issuance or renewal of any such insurance policy, the Tenant shall furnish a certified copy or duplicate original of such policy or renewal thereof with proof of premium payment to the City. Any such policies shall contain waivers of subrogation and waivers of any defense based on invalidity arising from any act or neglect of any assignees or sublessees of the Tenant. 15. Indemnification. Tenant agrees to indemnify and hold harmless the City against all damages, claims, liabilities for injury or damage to person, property or whenever and by whomever brought and causes of action arising from or in anyway relating to the Tenant's possession or use of the Premises. 16. Conditions of the Agreement. It is further agreed by and between the City and Tenant as follows: A. That this Agreement may not be enlarged, modified, or altered, except as in writing, signed by the parties as an amendment hereto. B. That no waiver of any breach of this Agreement shall be held or construed to be a waiver or any subsequent breach thereof. 03