Request for Proposals (RFP)
Proposed Lease to Non-Profit Entity(s)
2244 N. Buena Vista Street
Burbank, CA 91504
Issued June 8, 2022
Proposals Due:
No Later Than Friday July 15, 2022 – 5:00pm PST
City of Burbank, California
ATTACHMENT 4 - 1
ATTACHMENT 4
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
1 Contents
Introduction and Schedule ........................................................................................................................... 2 Purpose of the RFP ....................................................................................................................................... 2 RFP Schedule of Events ................................................................................................................................ 2 Background ................................................................................................................................................... 3 Scope of Work .............................................................................................................................................. 3 Proposal Response ....................................................................................................................................... 4 Submission Requirements ........................................................................................................................... 5 Submittal Location and Deadline ................................................................................................................. 6 Selection Process .......................................................................................................................................... 6 Attachments ................................................................................................................................................. 7 ATTACHMENT 4 - 2
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
2 INTRODUCTION AND SCHEDULE
Purpose of the RFP
The City of Burbank, California (City) issues this Request for Proposal (RFP) to select an experienced and qualified non-profit entity (Non-profit) to lease the property at 2244 N.
Buena Vista Street in Burbank, California. (Attachment 1) The Non-profit partner must be able to pay for all or part to modernize the facility including having the ability to pay the obligations of a long -term lease , including negotiated rent . Additionally, t he non -profit must be able to provide low- and/or no -cost services and resources to the Burbank community consistent with City Council priorities and goals, which are:
• Economic Recovery/Development
• Housing/Homelessness
• Sustainability
• City Services
• Transportation/Traffic
• Quality of Life
• Infrastructure
Consideration will be given to those non-profits that can more fully financially support the renovation costs, on-going maintenance and long-term repairs along with negotiated rent without requiring City monetary support.
The proposal must outline the expertise and experience of the non-profit as it would pertain to provid ing community services to the residents of Burbank. Include a comprehensive plan outlining the non-profit’s qualifications, a description of proposed services, who these services will be provided to and how many people will the services benefit. A timeline and scope of work associated with the proposed services should be included in the proposal.
The proposal shall clearly distinguish the non-profit’s duties and responsibilities , and those of the City. Absence of this distinction shall mean non-profit is assuming full responsibility for all tasks.
RFP schedule of events
This schedule of events represents the City’s best estimate of the schedule that will be followed for this RFP and negotiation process. If a component of this schedule is delayed, the rest of the schedule may be shifted, at the sole discretion of the City.
RFP Issued Wednesday, June 8, 2022
Mandatory walk thru Wednesday, June 1 4, 2022 , 11:00 AM at 2244 N. Buena Vista
Written Questions Due No Later Than Friday, June 22 2022 Answers to Questions Friday, June 30, 2022
ATTACHMENT 4 - 3
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
3 Completed Proposals Due No Later
Than
Friday, July 29, 2022, 5:00PM
Review of Completed Proposals and
Possible Interviews by City
Monday, August 1, 2022 –
Friday August 19, 2022
Ranking Completed Proposals Monday August 22, 2022
City Council Closed Session with City
negotiator to consider price and terms
of payment for the proposed lease.
Tuesday, September 13, 2022
Lease negotiations with top -ranked
Proposers
Wednesday, September 14, 2022 – October
14, 2022
Possible Closed Session for
considering price and terms of
payment
Tuesday, October 25, 2022
Final negotiations and lease
development
Wednesday, October 26, 2022 –
Friday, November 11, 2022
Lease presented at City Council Open
Session
Tuesday, November 15, 2022
BACKGROUND
The property located at 2244 N. Buena Vista Street originally was built in 1949 and served as a City Fire Station, which was vacated and leased 27 years ago to the Boys and Girls Club. During this time, they provided a variety of programs and services to the Burbank community until they recently relocated to another building in Burbank.
The lease created 27 years ago did not account for the cost of building and cosmetic improvements or long -term maintenance nor did the City set aside funds for building upkeep at this time. These factors have contributed to the City not addressing on-going maintenance and the building requires significant repairs before it can be occupied.
Upon the vacancy of the building, the City’s Public Works Department conducted a facility assessment of the Property. The onsite walk thru with various professionals assessed the condition of the existing structural, electrical, mechanical, plumbing, roofing and fire life safety. Public Works was then provided an assessment which includes an overview of the scope and costs that have been de emed necessary. From this assessment, an estimated budget was created (Attachment 2).
SCOPE OF WORK
The assessment shows that there are significant improvements that are required to modernize the site and facility to building and safety code requirements. Such work includes installing fire sprinklers, fixing the roof and removing non-code compliant trailers on the site. The estimated cost for the required improvements is $1,119,875. Additionally, the report identified cosmetic improvements that are needed on the interior as well as the exterior of the building site. Cosmetic costs are estimated to be $ 228,000, and include paint, carpet, cabinetry, landscaping, fixtures, and resurfacing. Together, this work would ATTACHMENT 4 - 4
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
4 require a building permit and would trigger prevailing wage. Within the costs, s taff has budgeted $200,000 for construction drawings and $202,1 81 (15% of total estimated construction cost) for prevailing wage. The total estimated cost to complete all recommended repairs and refurbishments is $1,750,056.
The City Council on June 7, 2022, allocated $413,756 in Community Development Block Grant (CDBG) funds toward needed improvements.
The Property cannot be occupied until the minimum improvements are completed and occupancy is certified to be safe by all departments. Either the new tenant , the City or both must complete these minimum improvements before occupancy.
Monthly rent will be negotiated with the selected Non-profit. The City Council has expressed that the City’s obligation to keep the building in good repair be recovered through rent and that a portion of market rent be u sed to determine that amount when negotiating. The chart below shows current market rent for Class C office /retail space.
The negotiated monthly rent will also depend upon each parties’ responsibility to provide for long-term maintenance items, for example roof and HVAC equipment.
Proposal Response
The Proposal Response must include the following information. Respondents will be rated on the clarity of the proposal; how well the specific proposed use/community service aligns with the City Council goals; past experience, particularly that within the Burbank community; the f inancial ability to pay for deferred building maintenance, tenant improvements, and on-going maintenance along with a portion of market rent. Proposals should clarify what is proposed to be the City’s responsibility as building own er and the responsibility of the respondent (proposed future non-profit tenant).
A. Non-Profit Background
a. Type of service provided
b. Experience, particularly within Burbank (if applicable) c. Length of time in Burbank
ATTACHMENT 4 - 5
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
5 d. Community served; include statistics i.e. number of community members assisted for each program
e. Non-profit partners
B. Qualifications of Staff (Experience with services provided and background; include fundraising expertise)
a. Executive staff
b. Board members
c. References
C. Proposed Use and Services Offered
a. Proposed facility use(s) and programs provided at the site include short- and long-range goals
b. Any non-profits and/or joint use proposed
c. How the proposed use aligns with the City Council goals. (https://www.burbankca.gov/web/city-managers-office/city-council-goals) d. Demographics on population and numbers to be served
e. Implementation timelines related to proposal
D. Financial
a. Last two years’ financial statements
b. Proposed plan to pay for the on-going maintenance and long-term maintenance
c. Proposed plan to pay for tenant improvements; include any grant funds that will be applied for and where these might come from along with any requested City funding offsets
d. Ability to pay monthly negotiated rent
E. Timeline
a. Showing proposed renovation, permitting and construction schedule and anticipated move-in date
b. When services will begin
c. Any possible expanded or new services to be added in the future F. Letters of support
a. Include at least three letters of support
SUBMISSION REQUIREMENTS
All submissions must include the name, address, telephone number, and email contact information of the Non-Profit. The following information shall be organized in the order listed below to facilitate fair and equal evaluation of the responses:
1. Cover Letter: Explain the Non-Profit’s interest in the project as well as experience providing similar services for government entities.
2. Response to the Scope of Work: Provide an understanding of the City’s needs and scope of the project . Include those th ings listed within the Scope of Work , Proposal Response and any other pertinent information , including value of consideration and proposed lease rate.
ATTACHMENT 4 - 6
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
6 3. References and Experience: Provide at least three (3) letters of reference and/or support letters. Include the name of the organization, a concise summary of the work performed and the name and telephone number of the responsible contact person.
4. City Responsibilities: Identify all services that are expected to be provided by the City of Burbank.
Submittal Location and Deadline:
Interested applicants will submit f ive (5) printed copies and an electronic copy of their proposals as follows:
Proposals must be received by 5:00 p.m. Friday, July 29, 2022 Hard copies shall be sent to:
▪ City of Burbank Public Information Office
Attention: Simone McFarland
150 North Third Street
Burbank, CA 91502
▪ An electronic copy shall be sent to: [email protected] or delivered on a USB drive.
SELECTION PROCESS
The City will evaluate each of the proposals based upon the following factors:
- Clarity of the proposal and understanding of the project - Non-Profit’s prior experience and community service s offered , particularly in Burbank
- Alignment to City Council goals
- Financial ability to support proposed submitted proposal
City staff will review the proposals and may select finalists to participate in an oral interview. Once the City selects a Non-profit, the City and the selected Non-profit will proceed to negotiate a long-term contract in a form similar to the version as attached. (Attachment 3)
The City retains the right to:
- Accept or reject any or all proposals, as well as request additional information from all applicants
- Modify any aspects of, terminate or delay this RFP or the RFP process - Cancel or postpone the selection process for its own convenience at any time ATTACHMENT 4 - 7
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
7 - Terminate negotiations with the most highly qualified Non-Profit and open negotiations with the Non-Profit which demonstrates the next highest degree of qualification and so on until an agreement is executed
Any costs incurred in the preparation of a response, presentation to the City, or samples of items shall be the responsibility of the applicant. The City assumes no responsibility and no liability for costs incurred by applicants prior to issuance of an agreement or purchase order.
The City reserves the right to determine the completeness of all proposals. All proposals submitted in response to this RFP will become the property of the City upon submission and may be treated by the City as a public record pursuant to applicable law (including the California Public Records Act, Government Code section 6250 and following). The City reserves the right to make copies of all proposals available for inspection and copying by interested members of the public as records of the City, at its own discretion, and the City will be under no obligation to the proposer to withhold such records. Insofar as a proposal contains information that the proposer regards as proprietary and confidential, it is the responsibility of the proposer (and not the City) to specifically identify which items of information are proprietary and clearly identify in writing which specific pieces of information are proprietary. It will be insufficient for the proposer to merely iden tify the entire proposal or an entire page or set of pages of proprietary information. Any information readily available to the general public, or any other information not regarded as proprietary and confidential under federal or state law , would not qualify as propriety or confidential information.
ATTACHMENTS:
Attachment 1: 2244 North Buena Vista Real Estate Flyer
Attachment 2: 2244 North Buena Vista Property Assessment Report Attachment 3: Template Lease Agreement
ATTACHMENT 4 - 8
1 Request for Proposals (RFP)
Proposed Lease to Non-Profit Entity(s)
2244 N. Buena Vista Street
Burbank, CA 91504
The City of Burbank is issuing Addendum #1 to the 2244 N. Buena Vista Street RFP. If you have any questions, please contact Simone McFarland at:
[email protected]
Addendum #1
Front Page
Please note the submission due date
Proposals Due:
No Later Than Friday July 15, 2022 – 5:00pm PST
Amended date: No later than Friday July 29, 2022 – 5:00 p.m. PST
RFP Schedule of Events
Please note the mandatory walk thru date
was revised
RFP Issued Wednesday, June 8, 2022
Mandatory walk thru Wednesday, June 14 & 15, 2022 , 11:00 AM at 2244 N. Buena Vista
Written Questions
Please note the submission of questions
has been revised
Written Questions Due
No Later Than / Attn:
Simone McFarland
Friday, June 22 2022 June 24, 2022
ATTACHMENT 4 - 9
Request for Proposals for Lease to Non-Profit Entity
2244 N. Buena Vista Street, Burbank CA 91504
2 Answers to Questions Friday, June 30, 2022 July 1, 2022
ATTACHMENT 4 - 10
1 Request for Proposals (RFP)
Proposed Lease to Non-Profit Entity(s)
2244 N. Buena Vista Street
Burbank, CA 91504
The City of Burbank is issuing an Addendum #2 to the 2244 N. Buena Vista Street RFP.
If you have any questions, please contact Simone McFarland at:
[email protected]
Addendum #2
Written Questions
No written questions were submitted.
The City is issuing a revised Question
and Answer document.
ATTACHMENT 4 - 11
2244 N. Buena Vista RFP Questions and Answers
1. Would the City consider permitting immediate occupancy and use of the building, and permit the
required work to be completed over a period of time, e.g. three to five years?
The new tenant will need to meet the Building and Safety Division’s permitting requirements for safe access and occupancy before moving in . Any cosmetic improvements may be able to be conducted over time. There are a large number of improvements that will be required before occupancy. Please consult with the Facility Modernization Assessment included in the RFP documents. You can contact the Building and Safety Division to ask specific questions that you may have at (818) 238-5220.
a. If not, is there any condition under which we would be able to operate a nonprofit activity prior to the completion of the itemized, required work? All occupancy code compliance work must be completed before a certificate of occupancy is provided. You should contact the Building and Safety Divisi on to ask about specific uses and permitting requirements that you may be proposing.
2. Would the City consider providing a loan to complete the work that the building requires? All proposals will be reviewed and considered . The City Council on June 7 , 2022, allocated $413,756 in Community Development Block Grant (CDBG) funds toward needed improvements.
This is currently the only funding allocated toward building improvements. Any loans would have to be approved by the City Council and taken from the G eneral Fund. It is suggested that you watch the City Council meetings pertaining to this RFP. The links are below.
http://burbank.granicus.com/GeneratedAgendaViewer.php?view_id=6&clip_id=9749 Item #9 https://burbank.granicus.com/GeneratedAgendaViewer.php?view_id=42&clip_id=9846 Item #5
3. Would the City permit us to set up short-term (e.g. transitional) homeless housing on the property?
The subject property permitted uses must be verified with the City of Burbank Planning Division.
Please call (818) 238-5250.
4. Isn’t it true that a 501(c)(3) organization may offer 50% of fair market value on this property?
For purposes of the 2244 Buena Vista Request for Proposal (RFP), the City is requesting proposals only from an experienced and qualified non -profit entity (Non -profit) to lease the property at 2244 N. Buena Vista Street in Burbank, California. All responses will be considered and evaluated based under the “Selection Process” section of the RFP.
ATTACHMENT 4 - 12
It is suggested that you watch the City Council meetings pertaining to this RFP. https://burbank.granicus.com/GeneratedAgendaViewer.php?view_id=42&clip_id=9846 Item #5
ATTACHMENT 4 - 13