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HomeMy WebLinkAboutRFP - 7669 NONPROFIT LEASE FOR 2313 KECHTER ROADRFP 7669 Nonprofit Lease for 2313 Kechter Road Page 1 of 11 REQUEST FOR PROPOSAL 7669 NONPROFIT LEASE FOR 2313 KECHTER ROAD The City of Fort Collins is seeking a non-profit direct service provider to rent the 5 bedroom, 3 bathroom house and approximately 16 acres located at 2313 Kechter Road for the short term use of housing or providing services to low-income residents experiencing homelessness or at high risk of homelessness. Proposals submission via email is preferred. Proposals shall be submitted in Microsoft Word or PDF format and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, 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), August 15, 2014 and referenced as Proposal No. 7669. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. The City encourages all disadvantaged business enterprises to submit proposals in response to all requests for proposals and will not be discriminated against on the grounds of race, color, national origin for all proposals for negotiated agreements. A pre-proposal meeting will be held on August 1st at 9:00am in the Commons Conference Room on the second floor of City Hall, 300 Laporte Ave. There will be a tour of the facility following the meeting for those who are interested. Questions concerning the scope of the project should be directed to Project Manager, Sue Beck-Ferkiss at (970) 221-6753 or sbeckferkiss@fcgov.com. Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 or ebonnette@fcgov.com. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 2 of 11 discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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, Gerry S. Paul Director of Purchasing & Risk Management RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 3 of 11 REQUEST FOR PROPOSAL 7669 NONPROFIT LEASE FOR 2313 KECHTER ROAD Background: The City of Fort Collins is the owner of the property at 2313 Kechter Road, Fort Collins CO 80528. This property was purchased as part of the Land Bank Program in January 2006. Development of affordable housing is the intended long term use of this parcel. The City is seeking a non-profit direct service provider to rent the 5 bedroom, 3 bathroom house and approximately 16 acres for the short term use of housing or providing services to low-income residents experiencing homelessness or at high risk of homelessness. The minimum monthly rental for this property is $1,600. Payment of all utilities during the lease term will be the Agency’s responsibility. NOTE: MINIMUM PROPOSAL FOR MONTHLY RENT PAYMENT MUST BE AT LEAST $1,600/MONTH. ONLY PROPOSALS AT THAT LEVEL AND ABOVE WILL BE CONSIDERED. A pre-proposal meeting will be held on August 1st at 9:00am in the Commons Conference Room on the second floor of City Hall, 300 Laporte Ave. There will be a tour of the facility following the meeting for those who are interested. Proposal Submission and Minimum Qualifications: All respondents are required to include the following information in the submittal as a minimum. Respondents are to number and name each section as follows: 1. Agency must provide a written plan for the intended use of property including who would be served and how the acreage would be maintained. 2. Agency must submit documentation showing an established history of local community service. 3. Agency must submit their most recent audit or equivalent financial records (2013 or more recent). 4. Agency must submit documentation from the Secretary of State that they are in good standing; i.e., proof of current 501 c 3 status. 5. Agency must provide proof of financial capacity to pay rent and utilities and handle maintenance costs of the included acreage. 6. Agency must provide state licensing number, if applicable, and any current state license must be in good standing. 7. Must have staffing to effectively operate the facility at 2313 Kechter Road. 8. Must provide service at this location to low-moderate income clients below 80% of Area Median Income and provide reports documenting this. 9. Agency must submit acknowledgement from Board of Directors that any lease issued pursuant to this Request for Proposals will be for 12 months, with the ability to extend annually for not more than 5 years total. The lease will allow either party to end the lease after 12 months. 10. Agency must provide their Bid for the Monthly Rent Payment and return that as part of their Proposal. RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 4 of 11 Zoning: 1. This property is located in the Low Density Mixed-Use Neighborhood (L-M-N) District. Depending on the Agency’s use of this property, an Extended Occupancy Rental Permit may be required. If this is the case, the City will work with the Agency to apply for the necessary permit. Issuance of a permit, if required, is not guaranteed by the City. In the event applicable permit(s) are not issued, the City will select an alternate agency. 2. The City will do public outreach before any lease is executed pursuant to this RFP. This is true even if there is no formal requirement to hold a neighborhood meeting. The City reserves the right to disqualify the selected agency and selected an alternate agency in the City’s sole discretion in event the neighborhood identifies material objections. Proposals will be reviewed and ranked by a committee. The City reserves the right to award directly as a result of the written proposals. The City may or may not opt to conduct oral interviews. REVIEW AND ASSESSMENT Nonprofits will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and any optional interview session. At discretion of the City, interviews of top rated firms may be held. 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 FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal What is the agency’s planned use for the property? How will this positively impact low income homeless and at risk of homelessness residents? 1.0 Firm Capability What is the agency’s history of Community Service and accomplishments? 1.0 Financial Sustainability Evaluation of the agency’s proposed Bid for Monthly Lease payment; and their financial capability to honor the Lease terms including maintaining the facility and acreage? RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 5 of 11 PROPOSED MONTHLY RENT PAYMENT $_____________________________ The following Lease Agreement is a sample only for your review; the actual document will be completed with the awarded agency and the City following the outcome of the public outreach phase. VENDOR STATEMENT: I have read and understand the specifications and requirements for this RFP and I agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my agency. I also agree to complete a Lease Agreement with the City of Fort Collins within 30 days of notice of award. If Agreement is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated agency. FIRM NAME: ADDRESS: CITY, STATE, ZIP: EMAIL ADDRESS: PHONE: BIDDER’S NAME: SIGNATURE: PRIMARY SERVICES ISSUES CONTACT: TELEPHONE: CELL: EMAIL: COMMODITY CODES USED FOR THIS RFP: 952-53 Home Management 952-55 Homelessness Prevention Services 952-59 Human Services (Not otherwise classified) 952-78 Safe Housing 952-91 Transitional Domicile 952-92 Transitional Living RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 6 of 11 RESIDENCE LEASE AGREEMENT THIS RESIDENCE LEASE AGREEMENT, made and entered into this day of , 2014, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the ("Landlord"), ________________________________, hereinafter referred to as ("Tenant"). WITNESSETH: WHEREAS, the Landlord is the owner of certain Premises in the City of Fort Collins located at 2313 Kechter Road (County Road 36), consisting of a residence, out buildings and pasture as depicted on attached Exhibit “A” (“Premises”); and WHEREAS, the Tenant desires to lease said Premises for the purpose of _____________________________________; and NOW THEREFORE, for and in consideration of the mutual covenants and obligations herein expressed and the monetary payment hereinbelow recited, 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 Landlord hereby leases to the Tenant and the Tenant hereby leases from the Landlord the Premises located at 2313 Kechter Road (County Road 36), in the City of Fort Collins, Colorado. The Premises is leased in “as is” condition. 2. Term. The term of this Lease shall be for a period of _______ (__) year(s) commencing on ______________________ and terminating at midnight on _________________________. Upon lease termination, Tenant shall remove all personal property or improvements not owned by Landlord. If Tenant fails to remove said personal property before vacating the Premises, the Tenant hereby grants the Landlord the absolute right to keep, convey, destroy, or otherwise dispose of such property in any manner Landlord chooses, and in addition, Tenant agrees to pay any net costs incurred by Landlord in doing so, within ten (10) days of receipt of Landlord’s statement of costs therefor. 3. Rent. As rental for the Premises, Tenant must pay to the Landlord, in advance on or before the first day of each month, the sum of _____________________ Dollars ($_______) per month for rent for the above described Premises, with late rent payments subject to a penalty of two percent (2%) of the late payment amount, due and payable immediately. 4. Security Deposit. The Tenant will pay to the Landlord the amount of __________________ Dollars ($_________) to be held as a security deposit on which the Landlord is not required to pay interest to the Tenant. Said deposit shall be held as a guarantee that the Tenant will perform all covenants of this Lease Agreement, including prompt payment of rental and utility charges when due. The Landlord shall have the right to apply all or part of said deposit to any delinquent rent or utility charges to the Premises. Said deposit or balance thereof, after deduction for damages or past rent or utility changes shall be refunded only on termination of this Lease Agreement after inspection by the Landlord and after all personal property of Tenant has been removed. If Tenant is not found to be in default of the performance of the covenants or conditions herein at the sole RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 7 of 11 discretion of the Landlord, the deposit will be returned within 60 days of vacancy. This deposit shall not be applied to the last month’s rent. 5. Permissible Uses of Premises. Tenant agrees to use and occupy the Premises only for the purpose of__________________________________ and for ancillary uses associated with said use and for no other purpose whatsoever without the prior written consent of the Landlord. 6. Repairs, Maintenance and Parking. A. The Tenant shall, during the term of this Lease and at its sole expense, keep the Premises in a clean and orderly and safe condition, and free of litter, debris, and any unsightly or dangerous condition as required by the ordinances, resolutions, statutes and health, sanitary and police regulations of the City of Fort Collins. The Tenant shall also be responsible for mowing the yards adjacent to the residence and mowing of the pasture area. B. The Landlord, during the term of the Lease, shall keep and maintain the Premises, including without limitation, the structural support, roof, plumbing/electrical, kitchen range, refrigerator, windows, and exterior walls in good condition, working order and repair. The Landlord agrees to be responsible for heating system maintenance and repair. Any repairs, other than normal wear and tear, required because of damage caused by the Tenant will be the responsibility of the Tenant. C. Tenant is responsible for any and all damage, injury, claim, or causes of action resulting from or related to the presence of Tenant’s horses on the Premises. Tenant is responsible for maintaining all fences, enclosures, or other facilities. Tenant hereby waives any claim whatsoever that it has or may in the future have against the Landlord in connection with the presence of Tenant’s horses on the Premises. D. The Tenant shall, upon termination of this Lease, restore the Premises to the condition they were in at the time Tenant first occupied the Premises. 7. Conduct. A. Noise: Tenant shall avoid and prevent household or other noise in or on the Premises that may interfere with, disturb, or otherwise unsatisfactorily impact adjoining residences. B. Pets: Tenant agrees to not have or keep any other pets of any other kind at the Premises without prior written consent of Landlord. C. Smoking: The Premises are rented as smoke-free and Tenant agrees not to smoke in or near the Premises and to insure that Tenant’s guests adhere to the non- smoking policy. 8. Water Rights. There are no water rights attached to the Premises. The Tenant shall have no rights to any water flowing east and west in the ditch that is located on the southern part of the Premises. 9. 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 Landlord. 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 RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 8 of 11 agreement between the parties hereto, be the property of the Landlord upon construction and remain on the Premises at the termination of this Lease. 10. Assignment and Subletting. The Tenant can 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 Landlord. The Landlord's consent to any given assignment, subletting, concession or license shall not be deemed to be consent to any subsequent assignment, sublease, concession or license. An assignment, subletting, concession or license obtained without the prior written consent of the Landlord, or an assignment or subletting by operation of law, shall be void and shall, at the Landlord's option, terminate this Lease. 11. 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, or that may be subject to special handling or management requirements of federal, state or local laws. 12. Utilities. The Tenant shall be responsible for the payment of all utilities, including, but not limited to, electricity, gas, water, sewer, stormwater, cable/satellite services, trash services and phone services occasioned by Tenant’s use of the Premises. 13. Right of Inspection. The Landlord shall have the right at all reasonable times, during the term of this Lease, to enter the Premises for the purpose of inspecting the Premises and all buildings, grounds and improvements thereof, provided the Landlord shall notify the Tenant orally or in writing in any reasonable manner at least twenty-four (24) hours prior to such visit. This notice requirement shall not apply in the event of an emergency reasonably requiring Landlord’s access to the Premises. 14. Surrender of Premises. At the expiration of this Lease term, 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 Landlord for any repairs to the Premises required due to the Tenant’s occupancy of the Premises. 15. Total or Partial Destruction. If the Premises or any part thereof are destroyed or so damaged by fire or other casualty as to become untenantable, then, at the option of the Landlord, the term hereby created will cease; and this Lease will be null and void from the date of such damage or destruction; and the Tenant must immediately surrender the Premises and their interest therein to the Landlord; provided, however, that the Landlord must exercise such option to so terminate this Lease by notice in writing delivered to the Tenant within thirty (30) days after such damage or destruction. If the Landlord does not elect to terminate this Lease, this Lease will continue in full force and effect; and the Landlord will repair the Premises with all reasonable speed, placing the same in as good a condition as it was at the time of the damage or destruction and for that purpose may enter upon the Premises. In either event, the Tenant must remove all rubbish, debris, furniture, furnishings, equipment and other items of his personal property within five (5) days after request being made by the Landlord. If the Premises are only slightly injured by fire or the elements so as to not render the same untenantable and unfit for occupancy, then the Landlord will repair the same with all reasonable speed. The Tenant will have no claim for compensation or otherwise against the Landlord because of any inconvenience or RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 9 of 11 annoyance arising from the necessity of repairing any portion of the Premises, however the necessity may occur. 16. Default. If the Tenant defaults in the payment of rent, or any part thereof, at the times hereinbefore specified, or defaults in the performance of or compliance with any other term, provision or condition hereof, the Landlord will give the Tenant written notice of such default. For a default in the payment of rent, Tenant will have three (3) days from the receipt of such notice to pay the full amount due and owing. For a default in the performance of any other provision of this Lease besides the payment of rent, Tenant will have twenty (20) days from the receipt of such notice to correct the default or to take action reasonably likely to affect such correction within a reasonable time. If the Tenant does not correct the default within the appropriate time period, this Lease, at the option of the Landlord, will be terminated and forfeited, and the Landlord may reenter the Premises and remove all persons and property therefrom. 17. Insurance. 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 renter’s property insurance covering all of the Tenant’s equipment, appliances, furniture, furnishings and personal property from time to time in, on or upon the Premises. Tenant shall name the Landlord as additional insured on Tenant’s liability insurance policy. 18. Indemnification. Tenant agrees to indemnify and hold harmless the Landlord against all damages, claims, liabilities for injury or damage to persons or property, whenever and by whomever brought, and against all causes of action arising from or in anyway relating to the Tenant’s possession or use of the Premises 19. Notices. Any notice by either party to the other shall be in writing and shall be deemed to be duly given only if delivered personally, or mailed by registered mail in a postage prepaid envelope addressed to the parties as follows: Tenant: _____________________ 2313 Kechter Road Fort Collins, CO 80528 Landlord: City of Fort Collins Real Estate Services P.O. Box 580 Fort Collins, CO 80522-0580 Where permitted by law, Landlord may also deliver notice to Tenant by posting in a conspicuous place on the Premises. 20. Tenant Horses and Use of Pastures. Tenant agrees to the following conditions: A. No smoking in the outbuildings, shop building or in the pasture. B. No intoxicated individuals will be allowed in the outbuildings or in the pasture. C. Guests are the sole responsibility of Tenant and Tenant will be held liable for all actions and damages created by guests. D. City will not be held responsible for injury, sickness or death resulting to horses boarded on Premises. E. Tenant will be responsible for any damage caused by horses. F. The City shall be entitled to impose a lien on any personal property of Tenant located on the Premises, including any horses boarded or otherwise present on the RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 10 of 11 Premises, for unpaid fees or charges hereunder. Tenant hereby acknowledges and agrees that in the event such a lien is imposed, the City shall be entitled to sell or otherwise dispose of any such horses in the City’s sole discretion, and the proceeds from the same applied toward Tenant’s unpaid obligations hereunder. 21. Conditions of the Agreement. It is further agreed by and between the Landlord and Tenant as follows: A. Each and every requirement or condition of this Agreement is material and failure to comply therewith shall constitute default hereunder. B. This Agreement may not be enlarged, modified, or altered, except as in writing, signed by all parties as an amendment hereto. C. No waiver of any breach of this Agreement shall be held or construed to be a waiver or any subsequent breach thereof. D. It is expressly understood and agreed by all parties hereto that in the performance of the obligations provided for in this Agreement, time is of the essence. E. The covenants and conditions herein contained shall apply to and bind the heirs, legal representatives and assigns of the parties hereto and all covenants are to be construed as conditions of this Lease. F. If either party must resort to legal action to enforce the terms of this Agreement, the prevailing party is entitled to an award of its costs and legal fees, including attorney’s fees. RFP 7669 Nonprofit Lease for 2313 Kechter Road Page 11 of 11 IN WITNESS WHEREOF, the parties hereto have signed this Agreement the day and year first written above. LANDLORD: THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation By: ___________________________________ Darin Atteberry, City Manager ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney TENANT: ____________________________________