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Facilities Administration
Real Estate Services Group
Suggested Outline RFQ and/or RFP
Section 1 Introduction
Summarize campus objectives in the solicitation process. Describe
location, site layout, and important geographical relationships
to other campus areas. Present an outline of the financial structure
expected by the University business arrangement and general information
regarding project.
Section 2 Project Goals
Clearly present the key results the campus is looking to achieve
for the project in detail. The following is an example for an on-campus
privatized student housing project on a ground lease:
Section 3 Project Requirements
Identify with as much specificity as possible the program elements
of the project. For example, for student housing projects, this
should include, but not be limited to, the following:
- number of units,
- minimum size of units, type of units (number of bedrooms and
bathrooms),
- parking requirements,
- amenities – indoor and outdoor, staff units requirements,
- phasing flexibility, if any,
- apartment requirements (furnishings, kitchen and bath requirements,
patio),
- technology wiring requirements,
- occupancy limitations,
- rental rates per unit (specify 9 or 12 month lease terms,
specify whether utilities are included or separate),
- rental rate adjustment limitations,
- campus involvement in project (must be limited),
- prevailing wage requirements, and
- CEQA requirements.
- ADA requirements
- Sustainability requirements (construction materials, energy
use, etc.)
- Fire, life-safety and seismic requirements
Section 4 Major Agreement Terms
The RFQ/RFP should include as detailed a summary of the key terms
of the agreements that will be used to document the arrangement
between the selected developer and the University as may be available.
By way of example Attachment A presents key terms for
a ground lease office building project and Attachment B shows
key terms for a privatized housing project.
Section 5 RFQ/RFP Information Requirements
The RFQ/RFP should require information from potential respondents,
including the following:
- Financial capability to complete the project
o Developer equity contribution and source.
o Lender for construction.
o Lender for permanent debt (do equity or debt sources have a participation
interest in the project?).
o Developer/guarantor net worth.
- Management experience for this type of project
o Design
o Construction.
o Property management
o Institutional/university experience
o Company information – Officers, principals and project manager (primary
contact for this particular project)
o Description of any litigation in which the developer or a major team member
was a defendant (past five years or pending) or any bankruptcy filing by
them or an entity they controlled (minimum past ten years)
- Professional and project references
- Optional – Preliminary project concept, pricing and financing
information
In addition to RFQ items above, the development team’s response
to the RFP should include –
- Detailed project design and outline specifications
- Financial plan showing how the project is to be financed, including
letters
of interest or commitment from potential lenders/partners
- Property management plan:
o off-site responsibility/role, an
o on-site management and staffing
- Detailed construction budget (hard & soft costs)
- Preliminary market analysis
- Detailed 10-year operating pro forma showing all significant
income and expenses by line item
Section 6 Instructions to Proposers and Selection Process
To help potential respondents be responsive to the University’s
needs, the RFQ/RFP should clearly identify the following:
- when responses are due
- what should be included
- where responses should be sent
- what are the acceptable (and unacceptable) methods of communicating
with University representatives during the response period
- when and where the all-hands respondents meeting is scheduled
The RFQ/RFP should present a brief description of the approval
process required for the project – both for developer selection
and project approval. Developer team evaluation and selection criteria
should be developed in advance of issuing the RFQ/RFP and be explained
in the RFQ/RFP—an example is presented in Attachment
C. These criteria should tie to the campus goals identified
in Section 2 above.
Section 7 General Conditions
The RFQ/RFP should include a summary of general information regarding
the RFQ/RFP process with the University, as presented in Attachment
D.
Section 8 Project Schedule
Identify key dates in the process, including: RFQ issue date,
RFQ conference, RFQ responses due, RFP issue date, RFP conference,
RFP responses due, Developer Selection, completion of Ground Lease
documentation, Project Approval (including CEQA), Ground breaking,
Project Completion and Occupancy
Example: Project Schedule for a new administrative building
| Meeting
and Walk-Thru |
February
4, 2002
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| Developers
Submit Qualifications |
March
4, 2002
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| Selection
of Short List |
May
3, 2002
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| RFP
Issued to Short List Developers |
May
7, 2002
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| Developer
Submission of Proposals |
August
9, 2002
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| Developer
Selected |
November,
2002
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| CEQA
Completed |
November,
2002
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| Ground
Lease and Rental Agreement Negotiated |
February,
2003
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| Regents
Approval of CEQA, Project Design, |
April,
2003
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| Ground
Lease & Space Lease |
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| Building
Design Completed |
May,
2003
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| LBNL
Occupies Building |
May,
2005
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We
welcome input from the successful development team to
modify the design and construction phases of this proposed
schedule to achieve the greatest cost efficiency consistent
with an earlier projected occupancy date, if possible.
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Section 9 Confidentiality
Because confidentiality is a concern to proposers and the University has a
limited ability to withhold certain information, it is important to inform
potential bidders of these limitations.
Confidential
Information: The California Public Records Act limits the
University's ability to withhold qualification and bid data.
If a submittal contains proprietary, confidential information
a Developer must follow the following procedures: Any Developer
that includes in its Proposal data that it does not want
disclosed to the public for any purpose, or used by the University
except for evaluation purposes, must meet both of the following
conditions:
- Mark
the title page with the following legend: “This
Proposal includes data that shall not be disclosed
outside the University and shall not be duplicated,
used, or disclosed--in whole or in part--for any purpose
other than to evaluate this Proposal." If, however,
a lease is awarded to this Developer as a result of--or
in connection with--the submission of this data, the
University shall have the right to duplicate, use,
or disclose the data to the extent provided in the
resulting contract. This restriction does not limit
the University's right to use information contained
in this data if it is obtained from another source
without restriction. The data subject to this restriction
are contained in sheets [insert numbers or other identification
of sheets].”
- Mark
each sheet of data it wishes to restrict with the following
legend: “Use or disclosure of data contained
on this sheet is subject to the restriction on the
title page of this proposal.”
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Section 10 Equal Opportunity
| Non-discrimination: Neither the Developer or any related party may discriminate
against any person employed or seeking employment in
the Project or purchasing or renting a unit in the Project
because of race, color, marital status, religion, sex,
sexual orientation, handicap, or national origin. |
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Exhibit A Response Formats for Project Costs, Operating
Costs and Cash Flow Analysis.
Common format makes comparison of responses easier. See example
of a common submittal format for a student housing project in Attachment
E.
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