COUNTY OF YOLO
General Services Department
Notice of Request for Offers
(RFP #GSDRFPLH1001)
for
Purchase of Warehouse Facility
Offer Responses Due:
3:00 pm
June 16, 2010
at the
General Services Department
625 Court St., 203
Woodland, CA 95695
RFP Coordinator: Ray Groom
(530) 666-8114
[email protected]
TABLE OF CONTENTS
Section
Section Title
______
Pages
I.
Introduction
3
II.
RFP Schedule of Events
6
III.
General Instructions & Information
7
IV.
Terms and Conditions
10
V.
Instructions for Completion of Offer
11
Exhibits:
Exhibit “A”
Offer Specifics
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SECTION I. INTRODUCTION
A.
STATEMENT OF PURPOSE:
The County of Yolo is seeking to acquire a warehouse to centralize various storage and support
functions in Woodland, California, and is seeking sealed offers from interested owners and
agents. The requirement is for a building that is between 60,000-90,000 square feet in size.
Proposers who submit a response to this RFP must have the ability to meet the requirements, including
the terms and conditions contained in this RFP.
B.
SYNONYMOUS TERMS
As used throughout this offer and its attachments, the following terms are synonymous:
1.
S
a. Owner or authorized agent
b. Offer- property being offered
c. Scope and Project
2.
“The County” refers to the County of Yolo, California.
C. SCOPE OF WORK
1. GENERAL DESCRIPTION:
The County of Yolo is seeking to acquire a warehouse to centralize various storage and support
functions in Woodland, California, and is seeking sealed offers from interested parties. The
requirement is for a building that is between 60,000-90,000 square feet in size.
2. TECHNICAL SPECIFICATIONS:
The facility must be in the City of Woodland and have the following minimum essential
attributes:
a. 60,000-90,000 square foot± in size
b. Meet all building codes to include fire suppression (sprinklers)
c. Be of concrete or block construction
d. Have a minimum of 600 AMP 3 phase power. If your building does not have this, service
state so and an allowance will be factored in the purchase price.
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e. Have a roof less than 10 years of age with a roof report that states condition. If roof does
not have at least 12 years of useful life, include an allowance for the replacement in the
purchase price
f. A minimum of three truck wells with roll up doors in fully operable condition
g. Have telecommunications connectivity, toilets and potable water
h. Security fencing around perimeter
i. Will consider any offer that has existing offices in a portion of the building
3. MINIMUM REQUIREMENTS
REQUIRED INFORMATION: The following is a list of items that must accompany the Offer
and are referenced in Appendix A:
a. Name of property owner (not agent) exactly as it appears on the building title.
b. Address of Proposer for purposes of notice or other communication relating to the Offer.
c. Contact Person.
d. Telephone number of Contact Person.
e. Type of ownership, e.g.: a sole proprietorship; Partnership; Corporation; Joint Venture,
names of all partners, officers, etc.
f. Address of the facility.
g. Assessor’s Parcel Number.
h. List any liens against the property and if financed, amount remaining and who funded the
loan.
i. Description and plot/architectural floor plan of the Site and Building in PFD format
j. A complete description of the building including: the building type, the site (lot size,
configuration, setbacks, expansion space available if any). Provide plot plan showing:
parking, truck wells and doors, interior and exterior lighting, security fencing and additional
general information regarding the site such as aesthetic considerations. Include any hazardous
or environmentally compromising conditions as required by law.
k. Purchase price and list any conditions that affect price or use. List any fees, assumptions
and conditions that may impact the sale price.
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l. Attach a recent appraisal if available.
m. State availability, when property could be acquired.
n. Prior to final negotiations the County will require a full title report funded by the owner in
escrow
o. The Offer must be made by the Proposer or by an agent bearing a notarized authorization
or power of attorney signed by the Proposer authorizing the agent to act in the Proposer's
behalf.
p. If an individual makes the Offer, it shall be signed with the full name of the owner, and
his/her address shall be given. If it is made by a partnership, an authorized partner shall sign
it with the partnership name. If it is made by a joint venture, the authorized representative of
the joint venture shall sign it. If a corporation makes it, the authorized agent for the
corporation shall sign it.
D.
OFFER DEADLINE
There will be a MANDATORY pre-bid conference hosted on May 3, 2010 from 1:00 - 2:00 pm
at 625 Court Street, Room B02, Woodland CA 95695 to discuss any questions from proposers
and to convey any new information that may be found by the county.
The deadline for submission is until 3:00 pm, June 15, 2010
E.
SUBMITTING OFFERS:
The preferred method of submitting your Offer is electronically through BidSync.
It is the sole responsibility of the proposer to ensure the Offer reaches BidSync, LLC before the
closing date and time. If you have any questions regarding the submittal of this offer, please
contact BidSync at 1(800) 990-9339, for vendor support.
However, if you choose to submit hard copies, send one (1) original and two (2) identical copies
of your Offer. The Offer must be signed in ink, sealed, and received by the due date and time
(3:00 pm June 15, 2010) at County of Yolo Department of General Services, 625 Court
Street, Room 203, Woodland, CA 95695 ATTN: Warehouse RFP, with the markings on the
outside of the sealed envelope “Warehouse RFP” & “Due Date.” Faxed submissions are not
acceptable.
F.
ADDENDA:
Any additional information not included in this solicitation which the County finds necessary and
material to responding to the RFP will be posted as an addendum on BidSync. Answers to
questions submitted through BidSync shall be considered addenda to the solicitation documents.
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SECTION II. RFP SCHEDULE OF EVENTS
The following RFP Schedule of Events represents the County's best estimate of the schedule that
shall be followed. Unless otherwise specified, the time of day for the following events shall be
between 8:00 am. and 4:00 pm, Pacific Time.
The County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.
Notification of any adjustment to the Schedule of Events shall be provided to all vendors.
EVENT
DATE
TIME
1
County Issues RFP
4/14/10
5:00 pm
2
*Mandatory Pre–Offer Conference and Site Inspection
5/03/10
1:00 pm
3
Deadline for Written Comments Posted on BidSync
5/07/10
5:00 pm
4
County Issues Responses to Written Comments
5/15/10
3:00 pm
6/15/10
3:00 pm
5
UDeadline Offer Due
6
County Completes Evaluations, negotiates and accepts
offer
6/30/10
5:00 pm
7
Offer presented to the Board of Supervisors for approval
and funding
8/03/10
5:00 pm
*MANDATORY PRE-OFFER CONFERENCE AND SITE INSPECTION:
There will be a mandatory pre-offer conference and site inspection held as shown below:
Date:
May 03, 2010
Place:
625 Court Street, Room B02
Time:
1:00 pm
Location: Woodland, CA. 95695
Note: Please check in at the address above.
Attendance at pre-offer and site inspection is a mandatory requirement for submitting an
offer.
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III. GENERAL INSTRUCTIONS AND INFORMATION
A.
RFP COORDINATOR
The following RFP Coordinator shall be the main point of contact for this RFP:
Ray Groom
County of Yolo
625 Court Street, Room 203, Woodland, CA 95695
Phone: (530) 666-8114
[email protected]
B.
COMMUNICATIONS REGARDING THE RFP
Upon release of this RFP, all vendor communications concerning this procurement must be
directed to the RFP Coordinator named above. Unauthorized contact regarding the RFP with
other County employees of the procuring county agency may result in disqualification.
Questions concerning this offer should be submitted in writing online at www.bidsync.com in the
questions and answers section of the solicitation. Any oral communications shall be considered
unofficial and nonbinding on the County.
Any irregularities or lack of clarity in the RFP should be brought to the attention of the County
for correction or clarification.
C. OFFER PREPARATION COSTS
The County shall not pay any costs associated with the preparation, submittal, or presentation of
any offer.
D. OFFER WITHDRAWAL
To withdraw an offer, the vendor must submit a written request, signed by an authorized
representative, to the RFP Coordinator. After withdrawing a previously submitted offer, the
owner/agent may submit another offer at any time up to the deadline for submitting offers.
E. OFFER AMENDMENT
The County shall not accept any amendments, revisions, or alterations to offers after the deadline
for offer submittal unless the County formally requests such in writing.
F. OFFER ERRORS
Proposers are liable for all errors or omissions contained in their offers. Proposers shall not be
allowed to alter offer documents after the deadline for submitting an offer.
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G. PROHIBITION OF PROPOSER TERMS & CONDITIONS
A Proposer may not submit the Proposer's own contract terms and conditions in a response to
this RFP. If an offer contains such terms and conditions, the County, at its sole discretion, may
determine the offer to be a nonresponsive counteroffer, and the offer may be rejected.
H. ASSIGNMENT AND SUBCONTRACTING
The Contractor may not transfer or assign any portion of the contract without prior, written
approval from the County. The County must approve each transfer or assignment in writing.
I.
INDEPENDENT PRICE DETERMINATION
An offer shall be disqualified and rejected by the County if the price in the offer was not arrived
at independently without collusion, consultation, communication, or agreement as to any matter
relating to such
J.
LICENSURE AND OWNERSHIP
Before a contract pursuant to this RFP is signed, the Proposer must either own or represent by
written contract and hold all necessary titles, applicable business and professional licenses. The
County may require any or all Proposers to submit evidence of proper documentation.
K.
RFP AMENDMENT AND CANCELLATION
The County reserves the unilateral right to amend this RFP in writing at any time. The County
also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is
issued it shall be provided to all proposers through BIDSYNC. Proposers shall respond to the
final written RFP and any exhibits, attachments, and amendments.
L.
RIGHT OF REJECTION
The County reserves the right, at its sole discretion, to reject any and all offers or to cancel this
RFP in its entirety.
Any offer received which does not meet the requirements of this RFP may be considered to be
nonresponsive, and the offer may be rejected. Proposers must comply with all of the terms of
this RFP and all applicable State and County real estate laws and regulations. The County may
reject any offer that does not comply with all of the terms, conditions, and performance
requirements of this RFP.
The County reserves the right, at its sole discretion, to waive variances in offers provided such
action is in the best interest of the County. Where the County waives minor variances in offers,
such waiver does not modify the RFP requirements or excuse the proposer from full compliance
with the RFP. Notwithstanding any minor variance, the County may hold any Proposer to strict
compliance with the RFP.
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M. DISCLOSURE OF OFFER CONTENTS
All offers become the property of the County, which is a public agency subject to the disclosure
requirements of the California Public Records Act (CPRA, California Government Code §6250
and following). The CPRA contains limited exemptions. If you contend that any documents, as
defined by the CPRA, are confidential or proprietary material and exempt from CPRA, these
documents shall be clearly marked “Exempt from CPRA.” Proposer shall defend, indemnify and
hold the County harmless against any claim, action or litigation (including but not limited to all
judgments, costs, fees, and attorneys fees) that may result from denial of a CPRA request. If
Proposer does not respond to a CPRA request or agree to do so within five (5) days, the County
may disclose the requested information under the CPRA.
N.
OFFER EVALUATION PROCESS
The evaluation process is designed to award the procurement to the Proposer with the best
combination of attributes based upon the evaluation criteria.
The County reserves the right, at its sole discretion, to request clarifications of offers or to
conduct discussions and investigations for the purpose of clarification with any or all Proposers.
If clarifications are made as a result of such discussion, the Proposer shall put such clarifications
in writing.
O.
AWARD OF OFFER
Award will be made to the Proposer offering the most advantageous offer after consideration of
all Evaluation Criteria set forth below. This criterion is not listed in any order of preference. The
County reserves the right to establish weight factors that will be applied to the criteria depending
upon the order of importance. The County shall not be obligated to accept the lowest priced
offer, but will make an award in the best interests of the County after all factors have been
evaluated.
Award Evaluation Criteria:
1. Costs
2. Location
3. Delivery Schedule
4. Clear title
5. Building features
P.
AWARD PROCESS
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The County reserves the right to make an award without further discussion of any offer
submitted. Each offer should be initially submitted on the most favorable terms the proposer can
offer. The County reserves the right to negotiate and/or include a best and final offer stage to the
process.
Notwithstanding, the County reserves the right to add terms and conditions, deemed to be in the
best interest of the County, during final negotiations. Any such terms and conditions shall be
within the scope of the RFP and shall not affect the basis of offer evaluations and will be
incorporated in a purchase order.
The County reserves the right, at its sole discretion, to negotiate with the apparent best evaluated
Proposer.
IV. TERMS AND CONDITIONS
A. QUALIFICATIONS/INSPECTION:
Offers will only be considered from owners and firms normally engaged in providing real
property actions. The County reserves the right to inspect the property, equipment, personnel,
and organization at any time, or take any other action necessary to determine Proposer’s ability to
perform. The County reserves the right to reject offers where evidence or evaluation is
determined to indicate inability to perform
B. NON-WAIVER:
The County’s failure to address errors or omissions in the offers shall not constitute a waiver of
any requirement of this RFP by the County.
C. FEDERAL, STATE, AND LOCAL LAWS:
The successful proposer must operate in conformity with all applicable, federal, state, and local
real estate laws, ordinances, orders, rules, and regulations pertaining to work. It is the
responsibility of the awarded proposer to ensure that all ownership documents, permits and/or
licensees required for operation are valid and current. Failure to comply with this provision may
be cause to cancel any contract awarded, and award will be made to the next lowest, responsive,
responsible proposer.
D. GOVERNING LAW:
If an award is made, the contract will be made in the County of Yolo and shall be governed and
construed in accordance with the real estate and contracting laws of the State of California. Any
action relating to the Contract shall be instituted and prosecuted in the courts of Yolo County,
California.
E.
NON-DISCRMINATION:
There shall be no discrimination as to race, sex, color, creed, age or national origin in the
operations conducted under any resulting contract.
F. EXTENSIONS:
The County reserves the right to extend any contract past the end term date upon mutual
agreement and under the same pricing, terms and conditions for continual service and supplies
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while a new contract is being solicited, evaluated and/or awarded for a period not to exceed six
(6) months.
G. PRICE ESCALATION:
All prices are firm for a period of one (1) year from the date of award.
H.
ESCROW AND TITLE INSURANCE:
Property shall be transferred using a mutually acceptable title company in the City of Woodland.
Prior to acceptance of Offer a preliminary title will be provided to the county by the owner or
agent. Cost shall be negotiated in advance of final acceptance of Offer.
I. COMPLIANCE:
Late, incomplete, incorrect deliveries or excessive backorders will be documented, and
performance evaluated when considering contract continuation or extension.
J. DEFAULT:
In case of default by the awarded proposer, the County may procure a parcel or building from
another source and may recover the loss occasioned thereby from any unpaid balance due the
selected proposer, or by any other legal means available to the County. The County may also ban
selected proposer up to two years from future solicitations for default.
K. TERMINATION FOR CONVENIENCE:
The County reserves the right, in its best interest as determined by the County, to cancel any
contract by giving written notice to the contractor thirty (30) days prior to the effective date of
such cancellation.
L. CANCELLATION FOR UNAPPROPRIATED FUNDS:
The obligation of the County for payment to a contractor is limited to the availability of funds
appropriated in a current fiscal period, and continuation of the contract into a subsequent fiscal
period is subject to appropriation of funds, unless otherwise authorized by law.
M. ASSIGNMENT/TRANSFER/SUBCONTRACTING:
Awarded contractor shall not assign, transfer, or subcontract any portion of the contract without
the express written consent of the county. Any award issued pursuant to this RFP, and the
monies, which may become due hereunder, are not assignable without the prior written approval
of the County.
V. Instructions for Completion of Offer
A.
SUBMITTING OFFERS:
The preferred method of submitting your Offer is electronically through BidSync.
It is the sole responsibility of the proposer to ensure their offer reaches BidSync, LLC before the
closing date and time. If you have any questions regarding the submittal of this offer, please
contact BidSync at 1(800) 990-9339, for Vendor support.
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However, if you choose to submit hard copies, one (1) original and two (2) identical copies of
your Offer must be signed in ink, and received by the due date and time at County of Yolo
General Services, 625 Court Street, Room 203, Woodland, CA 95695 ATTN: Warehouse
Purchase RFP with the markings on the outside of the sealed envelope not later than 3:00 pm,
June 15, 2010.
Late offers shall not be accepted nor shall additional time be granted to any potential Proposer.
B. REQUIRED OFFER SUBMITTALS:
The submittals requested shall be included with the offer response. Failure to include required
submittals may be cause for rejection of your offer. The following are required for your offer to
be considered and must be labeled with the following:
Exhibit “A”
Offer Specifics
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Exhibit A
Offer Specifics
An offer must include the following information in the same order. A pdf. file may be
attached with drawings or other pertinent information.
A.
Name of property owner (not agent) exactly as it appears on the building title.
B.
Address of owner or agent for purposes of notice or other communication relating
to the offer.
C.
Contact Person.
D.
Telephone number of Contact Person.
E.
Type of ownership, e.g.: a sole proprietorship; Partnership; Corporation; Joint
Venture, names of all partners, officers, etc.
F.
Address of the facility.
G.
Assessor’s Parcel Number.
H.
List any liens against the property and if financed, amount remaining and who
funded the loan.
I.
Description and plot/ architectural floor plan of the Site and Building in PFD
format
J.
A complete description of the building including: the building type, the site (lot
size, configuration, setbacks, expansion space available if any). Provide plot plan
showing; parking, truck wells and doors, interior and exterior lighting, security
fencing and additional general information regarding the site such as aesthetic
considerations. Include any hazardous or environmental compromising conditions
as required by law.
K.
Purchase price and list any conditions that affect price or use. List any fees,
assumptions and conditions that may impact the sale price.
L.
Attach a recent appraisal if available in pdf. format.
M.
State availability, when property could be acquired.
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N.
Prior to final negotiations the County will require a full title report funded by the
owner in escrow, if one is available please attach in pdf. format.
O.
The offer must be made by the owner or by an agent bearing a notarized
authorization or power of attorney signed by the owners authorizing the agent to
act in the owner's behalf.
Also acknowledge that the facility has the following minimum essential attributes:
1. Meet all building codes to include fire suppression (sprinklers) and have
no outstanding code compliance issues.
2. Have a minimum of 600 AMP 3 phase power, if your building does not
have this service state so and an allowance will be factored in the
purchase price.
3. Have a roof less than 10 years of age with a roof report that states
condition. If roof does not have at least 12 years of useful life, include
an allowance for the replacement in the purchase price
4. A minimum of three truck wells with roll up doors in fully operable
condition
5. Have telecommunications connectivity, toilets and potable water
6. Security fencing around perimeter
7. Will consider any offer that has existing offices in a portion of the
building
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