P R O C U R E M E N T D I V I S I O N 214 N. Hogan Street, Suite 105 Jacksonville, FL 32202 Phone: 904.255.8830 Fax: 904.255.8837 www.coj.net Addendum Number: Ten (10) Proposal Number: P-08-12 Title of RFP: Facilities Management Services Due Date and Time: Wednesday, May 9, 2012, 2:00 p.m. This addendum is issued for the information of proposers on the above titled project. This addendum will take precedent over the original RFP should there be any discrepancies noted. The attached information sets forth unanswered questions received regarding the above referenced Request for Proposal (RFP) during the Question and Answer period as amended. Certain answers are provided in the attached. Please be advised that addenda will be prepared and issued for those remaining questions as additional responses become available. Alex Baker, Specialist Professional Services Gregory Pease, Chief Procurement Division Date: April 27, 2012 ACKNOWLEDGE RECEIPT BY RETURN OF SIGNED COPY WITH PROPOSAL. _______________________________________ Proposers’ Signature ________________________________________ Title ________________________________________ Company Name _______________________________________ Date
Addendum Number: Proposal Number: Title of RFP: Due Date and Time:
Ten (10) P-08-12 Facilities Management Services Wednesday, May 9, 2012, 2:00 p.m.
This addendum is issued for the information of proposers on the above titled project. This addendum will take precedent over the original RFP should there be any discrepancies noted.
The attached information sets forth unanswered questions received regarding the above referenced Request for Proposal (RFP) during the Question
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P R O C U R E M E N T D I V I S I O N
214 N. Hogan Street, Suite 105 Jacksonville, FL 32202 Phone: 904.255.8830 Fax: 904.255.8837
www.coj.net
Addendum Number: Ten (10) Proposal Number: P-08-12 Title of RFP: Facilities Management Services Due Date and Time: Wednesday, May 9, 2012, 2:00 p.m.
This addendum is issued for the information of proposers on the above titled project.
This addendum will take precedent over the original RFP should there be any discrepancies noted.
The attached information sets forth unanswered questions received regarding the above referenced Request for Proposal (RFP) during the Question and Answer period as amended. Certain answers are provided in the attached. Please be advised that addenda will be prepared and issued for those remaining questions as additional responses become available.
Alex Baker, Specialist
Professional Services
Gregory Pease, Chief
Procurement Division Date: April 27, 2012
ACKNOWLEDGE RECEIPT BY RETURN OF SIGNED COPY WITH PROPOSAL.
_______________________________________
Proposers’ Signature
________________________________________ Title
________________________________________
Company Name _______________________________________ Date
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FACILITIES MANAGEMENT SERVICES RFP # P-08-12
ADDENDUM #10
Note: The following sets forth those questions that were not previously answered by the City and provides certain answers as noted herein; please note that subsequent addenda responding to the questions will not repeat those questions that have been answered in prior addenda. _______________________________________________________________
Section B: * * * 5) In regards to Section 2.3 G. “Price offerings shall be inclusive of ALL costs and will be the only compensation given to Manager for the required services.” – and “Expenditures in excess of Budget. In the event that Manager anticipated expenditures in excess of the applicable approved budget, the following steps must occur. A) Manager shall contact City and advise it in writing of the projected excess.” - will the City of Jacksonville provide a price sheet by line item for all items that must be included in the price offering; for example, licenses agreements, naming rights, sponsorships, etc. and will we be required to present a price for each separate venue? Answer: The City has provided the financial information it has regarding the current operations in prior addenda; therefore, further information will not be forthcoming, nor direction provided. Please also see section C5 below. * * * 7) In regards to “Employees & Subcontractors – Section IV. – City shall however have input on compensation and benefits of such employees and may limit such compensation and benefits similar to that of City employees.” Please provide more information on hourly wages, compensation and benefit program of the City that may be required under this contract. Answer: Please see attached Exhibit B-7 regarding approved City positions and pay ranges. With respect to benefits, the City’s present average benefit load is approximately 22.4% excluding health insurance and approximately 35% including health insurance; however, specific benefits vary among differing employee classifications. _______________________________________________________________
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Section C:
In reviewing the RFP and subsequent addendums, we have a few additional questions we would like to submit. 1. Section 3, clauses 1.1. and 1.2 evidence a possible term of over 10 years by suggesting an initial term starting on July 1, 2012 and concluding February 28, 2018 (6.5 years), along with two potential renewal periods (three years and two years, respectively), totaling 11.5 years. However, other provisions of the RFP state that the respondent’s fee proposal must be compliant with the private activity rules under the Internal Revenue Code relating to 10 year contracts. These two provisions are inconsistent, and would result in different limits on a private manager’s incentive fee potential. Could the City provide clarification regarding the term of the contract, specifically whether the initial term plus any renewals will be for 10 years or more than 10 years? Answer: The commencement date of the initial term is stated to be July 1, 2012 except as otherwise stated in the RFP; transition period and commencement date of services will be confirmed or negotiated as necessary in the contract by the parties. The initial term shall be for five (5) years and if both renewals are exercised, then the expiration date will be February 28, 2017 (not 2018 as originally stated, which was a typographical error). Further clarification may be provided in a subsequent addendum (setting forth specific revisions to relevant sections of the RFP). 2. There is a provision in Section 3.2 of the RFP (page 14) suggesting that the Manager cannot use outside legal counsel unless it’s at the Manager’s expense. There is typically a need for a Manager to retain legal counsel from time to time to help with facility contracts and other operating issues that arise in the normal course. Is the RFP requiring that the City’s Office of General Counsel handle all of these matters? Answer: Yes, unless the City’s General Counsel authorizes in advance the engagement of outside counsel for specific matter(s). If the Office of General Counsel handles daily matters, then payment for such will be processed internally by the City and will not be a contract expense. For day-to-day operating matters, Global Spectrum typically budgets for legal costs and expect to incur them as operating expenses at our managed venues. Would this be acceptable to the City? Answer: Based on the RFP language and the foregoing answer regarding operating issues arising in the normal course, the Facility Manager may set forth a line item for any remaining legal services, which expense will be reviewed by the City. Legal fees and costs that should be charged to and collected from third parties, including facility users or tenants, shall not be a cost to the City.
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3. Regarding Section 4.6, Employee HR Matters (page 16) the RFP states that the Manager will responsible for employee bonuses or severance. These are typically considered operating expenses as is the case in the current manager’s contract with the City. If these are not to be considered operating expenses per se in the new contract, can we assume that various proposers must estimate required bonus compensation and included either in the salaries or in the management fee structure we propose? Answer: No. Your proposal should be compliant with section 4.6 above and section 5.8 below. 4. Section 5.8 (page 29) includes a clause requiring the Manager to reduce its fees if it offers better pricing to other government-owned venues that are like-sized. In reference to our question #3 above, if the Manager is to provide employee bonuses from its own fixed fee, the fee would be higher for this contract than it would be at other like-sized venues. Please provide clarification. Answer: Please see response in section C3 above. 5. Regarding Section 5.3 (page 18), “Changes to the approved budget by Manager on line items shall be the financial responsibility of Manager…” if the City suggesting that it is the Manager’s costs if any line items are exceeded, we would want to request this be considered an operating expense, which is typical of a management agreement. Additionally, Section 5.4(b) states the Manager would pay for costs in excess of the approved budget, but does not specify whether this is on a line item basis or total expenses nor is there an exception for off-setting revenue. Could the City clarify? Also, if costs exceed the budgeted amount due to factors outside of the Manager’s control, or if there is additional revenue to offset the increased expenses, would the City consider the additional costs acceptable operating expenses? Answer: Sections 5.3 and 5.4 of the RFP provide for a process requiring the Facility Manager to obtain City approval prior to any changes to the budget being implemented. If the Manager fails to follow the specified process, such failure would result in financial liability to the Manager. The City expects the engaged Manager to work within the then-approved budget, which includes projected expenses and projected revenue, and notify the City for its approval prior to implementing any budget adjustments. * * * _______________________________________________________________
Section D:
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We respectfully submit the questions below for response by the City. These questions all relate to the Ritz Theatre and Museum. 1. What is the expected role of the management company with regards to the Ritz Theatre and LaVilla Museum?
a. Operational in nature similar to the ballpark situation or more involved? Answer: Operational in nature, with oversight and management of these facilities, and oversight and management of present City staff at these facilities. See b. below. b. Will the management company be responsible for programming and fundraising for the theatre and museum? Answer: It is the desire of the City that the Facility Manager maximize the use of each venue, and facilitate the increase in facility utilization and fundraising by managing the City employees in those tasks. Please provide relevant information in your proposal.
2. What is the role of the Ritz Theatre and LaVilla Museum Foundation? Will it continue? Answer: The role of the Foundation is expected to continue. A copy of the Foundation’s Articles of Incorporation is attached as Exhibit D-2. 3. Will the current staff remain in place?
a. What is the number, responsibilities, and salaries of the current staff? Answer: See financial information provided in Addendum #9, section D.4 as to number of employees and aggregate salaries and benefits. The salaries and benefits of City employees shall be paid by the City, and shall not be a contract expense. The City employee responsibilities are set forth in Exhibit D.3.a attached hereto. b. Is it expected that the current staff will be engaged by the management company in their current roles? Answer: The City employees will continue in their employment by the City, and be paid by the City. The Facility Manager will manage these City employees in their current roles; any modifications to their roles will require the City’s prior approval on a case-by-case basis.
* * * 5. What mechanism is there for fundraising separate from the Ritz Theatre and LaVilla Museum Foundation?
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Answer: The City has a trust fund established in section 111.150 (copy attached as Exhibit D-5), as a means to accept donations. The City cannot provide further information concerning any third party private organizations and any fundraising efforts. If relevant, please include a proposal in your response.
* * * 3. Copies of event financial settlement sheets for events at the Facilities; Answer: Please see attached composite Exhibit E-3, which consists of those event financial settlements available to the City for City-sponsored events for EverBank Field, Baseball Grounds, and Equestrian Center for one (1) year, as provided by the present facility manager. Financial settlements for private promoter events are not available. Additional information will be provided for other venues as available. * * * _______________________________________________________________
Section H: Pursuant to RFP No. P-08-12 issued March 16, 2012 we seek the following information: 1. Copies of any agreements with merchandise vendors from the Facilities. Answer: Please see Addendum 8, items A-8 and A-12. Please note that further information is not available; in general, event promoters/facility users/tenants engage merchandise vendors directly for their respective events. 2. General terms of deals with event promoters (including any revenue sharing agreements) at the Facilities (principally EverBank Field and Veterans Memorial Arena). Answer: Please see response and materials set forth in Exhibit E-3 above; and please see the lease documents concerning facility users for EverBank Field (Jaguars, Florida-Georgia, and Gator Bowl Association) set forth with the original RFP and addenda. Further information is not available.
3. A reiteration of our request from the April 5, 2012 letter requesting financial settlement sheets from events at the Facilities.
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a. More specifically, events taking place over the last three (3) years, principally at EverBank Field and Veterans Memorial Arena.
Answer: Please see response and materials set forth in Exhibit E-3 above; please note, however, information for each venue will be provided only for one (1) year.
All Jobcodes with min. and max. payrange
Jobcode Jobcode Description Min Max
04003 BUDGET OFFICER 80,774.04 131,875.80
04004 CITY COMPTROLLER 80,774.04 131,875.80
04006 LIBRARY DIRECTOR 94,214.76 153,819.96
04008 COUNCIL SECRETARY/ DIRECTOR 109,892.16 179,415.60
04012 GENERAL COUNSEL 149,507.04 244,092.96
04015 CHIEF OF INFORMATION TECHNOLOGIES 101,751.96 166,125.60
04019 RISK MANAGER 80,774.04 131,875.80
04021 MANAGER OF PERSONNEL SERVICES - DATA MAN 55,943.88 94,191.24
04022 MANAGER OF PURCHASING SERVICES 49,789.80 83,829.84
04023 ACTING CHIEF OF HUMAN RESOURCES 80,774.04 131,875.80
Z0436 PARK MAINTENANCE WORKER I 16,436.52 31,633.08
Z0475 SIGN PAINTER 21,953.76 42,254.16
Z0481 PAINTER 20,690.40 39,822.72
Z0496 PAINTER LEAD WORKER 21,953.76 42,254.16
Z0550 IRRIGATION TECHNICIAN 25,011.84 48,139.44
Z0556 PLUMBER 26,939.88 51,849.96
Z0559 MASTER PLUMBER 31,121.28 62,493.96
Z0616 SHOP SUPERVISOR 28,638.60 57,507.60
Z0660 UTILITY WORKER 16,436.52 31,633.08
Z0681 WELDER 25,011.84 48,139.44
Z0691 WELDER LEAD WORKER 26,939.88 51,849.96
Z0696 WELDING SHOP SUPERVISOR 28,638.60 57,507.60
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Typewritten Text
Exhibit D2 Foundation A0l
Prepared by Employee Services April 23, 2012 Page 1 of 1
Exhibit D.3.a
Ritz Theatre and LaVilla Museum – Job Responsibilities
1. Ritz Theatre and LaVilla Museum Manager – This position plans strategies and developmental plans for both the artistic and fiscal management of the Ritz Theatre and LaVilla Museum. This position also plans, manages and monitors all public relations, advertising and marketing of theater and museum events. She designs and implements all artistic programming, educational initiatives and events for the theatre and museum as well as supervises the productions and performs or hosts in-house events.
2. Assistant Management Improvement Officer – Event Productions – This position oversees the leasing, office operations and technical operations of the Ritz Theatre and Museum. Additional duties include scheduling leased events, meeting with prospective lessees and preparing and processing event budgets and lease agreements. Oversees maintenance, cleaning, and upkeep of facility including custodial staff.
3. Assistant Management Improvement Officer – Museum Administration – This position oversees the operation of the permanent museum collection and the changing exhibits gallery of the Ritz Theatre and LaVilla Museum, including seeking new gallery exhibits and donations. The position also develops and implements educational programs and materials related to the museum and gallery exhibits.
4. Accountant – This position provides fiscal oversight for the Ritz Theatre and LaVilla Museum, to include running the gift shop.
5. Executive Secretary I – This position provides administrative support to the Ritz Theatre and LaVilla Museum Manager. (Currently vacant)
6. Clerical Support Aide III – This position answers the phone, does clerical functions for the Ritz including working the events. This position is also doing secretarial functions since the Executive Secretary I position is vacant.
7. Custodian – This position works events and does set up and clean up.
8. Part-time Clerical – This position assists with events.
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Typewritten Text
Exhibit D.3.a Ritz job desc
Sec. 111.150. - LaVilla Cultural, Historical and Heritage District Trust Fund.
There is created within the General Trust and Agency Fund a permanent revolving Trust
Fund account to be known as the LaVilla Cultural, Historical and Heritage District Trust Fund
hereinafter called the Fund. Revenues received by the City from the operation of the lease
agreement for redevelopment of land between the City of Jacksonville and the Jacksonville
Downtown Development Authority and the Jacksonville Urban League, Inc. shall be maintained in a
separate sub-activity account within the trust fund titled Ritz Historic District-Urban League.
Revenues consisting of all donations and contributions of money, including gifts and grants, received
for use in connection with such property or monies appropriated to this account shall also be
deposited in this sub-activity. Such amounts shall be used for the maintenance, beautification,
modification or for other purposes in connection with the property leased to the Jacksonville Urban
League, Inc. and/or expenditure for improvements within the LaVilla Cultural, Historical and Heritage
District as defined and depicted in Exhibit D of Ordinance 95-42-202. Contributions and donations
received by the City from governmental entities, corporations, foundations, partnerships, individuals
or any legal entity for use in connection with the "Ritz Theatre & LaVilla Museum" shall be deposited
and maintained in a separate sub activity within the trust fund titled LaVilla Cultural, Historical and
Heritage District. Such amounts shall be used for improvements, support of operations,
maintenance, beautification and modification or for other purposes in connection with the Ritz
Theatre & LaVilla Museum. All sums placed into the fund with interest thereon, are hereby
appropriated for the purposes of this trust fund. The Director of Finance or his designee is authorized
and directed to make disbursements from the fund upon receipt of a copy of a resolution by the
LaVilla Cultural and Heritage Association (created pursuant to Executive Order 98-213) or a
resolution by the Ritz Theatre & LaVilla Museum Board of Directors (created pursuant to Executive
Order 03-04) approving said expenditure and a written requisition by the Chief Administrative Officer
or his designee subject to availability of funds in this fund. Nothing in this Section shall prohibit or
otherwise limit any appropriation which may be made by the Council for use in connection with the
LaVilla Cultural, Historical and Heritage District and/or the Ritz Theatre & LaVilla Museum. Monies in
this fund, interest accrued thereon, authorized expenditures and disbursements (including amounts
requiring specific approval by the Council) shall not lapse as of the end of any fiscal year and shall
remain available for expenditure pursuant to the provisions of this fund.