Request for Proposals Ground Lease for the Development and Management of Recreation Facilities At the former Baker Hospital Site 2745 Speissegger Drive North Charleston, SC 29405 RFP 2018001 June 2, 2017
Table of Contents Introduction... 2 Selection Process... 3 Proposal Requirements... 5 Selection Criteria... 5 Submittal Requirements... 9 Negotiations/Ground Lease Agreement... 10 Selection Process Timeframe... 11 CRITICAL DATES... 11 Addendum... 12 Attachment 1 1a-Proposer Qualification Form 1b-SC Department of Revenue Form I-312, if applicable 1c-Equal Employment Opportunity Certification 1d-Non-Collusion Oath 1e-Drug-Free Work-place Certification 1f-Local Preference Option 1g-Compliance with Illegal Immigrant Act 1h-Insurance Requirement 1i-Organizational Conflict of Interest 1j- Taxpayer Identification Form W9 Site Information Exhibit A1 Lease Areas 2003 Wetland Overlay Exhibit A2 Lease Areas Exhibit B Executed Voluntary Cleanup Contract Wando Phosphate Mill Site Exhibit C Executed Voluntary Cleanup Contract Swift Agri-Chem Site Exhibit D Original Baker Site Master Plan Exhibit E Future Park Exhibit F Shall issue an Addendum When Available (See page 2, 2, c.) Exhibit G Excavation Map 1
Introduction Charleston County Park & Recreation Commission (CCPRC) is requesting proposals from qualified firms, organizations, or individuals (hereinafter referred to as Proposer ) to develop and manage (including operation and maintenance costs) recreational facilities through a ground lease agreement at a CCPRC-owned future park site located at 2745 Speissegger Drive, North Charleston, SC 29405 (hereinafter called the Subject Property ). CCPRC is seeking proposals that will serve the recreational needs of the local and regional community, through a ground lease agreement. Proposals meeting the stated objectives will be considered. Proposals may involve all or any portion of the Subject Property and multiple ground leases maybe considered. The leasing and use of the Subject Property shall be in accordance with the terms and conditions contained in this RFP, and, if awarded, pursuant to a ground lease to be negotiated with CCPRC and subject to CCPRC Commission approval. A. BACKGROUND 1. Location: the overall CCPRC Property consists of 57.63 highland acres and 45.25 acres of wetlands. It is situated in North Charleston, located off of Azalea Drive along the banks of the Ashley River. The location is easily accessible from I-26, Cosgrove, and the Meeting and King Street corridors. It is in an area of the Upper Peninsula that has been experiencing recent growth and transformation. This vacant land offers views and access to the Ashley River, as well as good visibility from I-26. It is comprised of two tracts that are separated by existing roads within the Subject Property (See Exhibit A1 - Lease Areas 2003 Wetland anda2 Lease Areas ): a. Tract A is a 36.32 -acre site comprised of TMS #s 4690000010, 4690000011, 4690000021, 4690000013, 4690000015, and 4690000019. It is bound by I-26, Baker Hospital Blvd., and bisected by Speissegger Drive. An outparcel owned by the North Charleston Sewer District is located within this portion of the site, as well as a privately owned health care facility. b. Tract B is a 22.58 -acre site comprised of TMS #s 4690000002 and 4690000020. It is bound by I-26 and Baker Hospital Blvd. There is a privately owned health care facility adjacent to this portion of the site. 2. Site History: Portions of the site have been impacted by previous uses, including fertilizer processing plants and a landfill. a. ExxonMobil has remediated the site to industrial screening levels for soil; however, for recreational use, it is anticipated that more stringent standards must be met to satisfy the South Carolina Department of Health and Environmental Controls (DHEC). b. CCPRC has entered into a Voluntary Cleanup Contract (VCC) with DHEC to satisfy additional remediation requirements prior to public occupation of the site for each of the aforementioned Tracts. (See Exhibits B and C) Tract A is referred to as the Wando Site and Tract B is referred to as the Swift Site. CCPRC has not taken any action to satisfy the VCC contract. c. An assessment of the additional remediation requirements is currently underway with an environmental consulting firm. A preliminary estimate of costs for the remediation that is necessary to satisfy the VCC contracts will be provided by addendum at a future date prior to closing. (See Exhibit F to be provide by addendum.) 2
d. Previously remediated areas of the site have protective barriers that cannot be disturbed. It is anticipated the permanent deed restrictions will prevent the use of on-site groundwater and restrict excavation and any activities that would compromise the areas of previous remediation. (See Exhibit G ) 3. Original Site Master Plan: the site was acquired for public recreational use by CCPRC in 2013 through a generous donation. a. An original master plan was developed for the Subject Property identifying proposed uses for portions of the site. (See Exhibit D Original Baker Site Master Plan). b. Through a public input process, a number of proposed recreational activities and amenities were identified. (See Exhibit E Survey Chart). B. LEASE OBJECTIVES 1. CCPRC s mission is to improve the quality of life in Charleston County by offering a diverse system of park facilities, programs, and services. The Subject Property presents a unique opportunity to provide both active and passive recreation opportunities, including water access and open space in an area that is lacking a regional park. 2. Development goals of the ground lease agreement include the following: a. Remediate the site to meet DHEC standards; b. Develop a facility that will benefit the community; c. Enter into a ground lease agreement with a firm(s), organization or individual who is capable of planning/designing, financing, developing and managing (including operation and maintenance costs) recreational amenities on the Subject Property. d. The expectation is the site shall be developed for use within 3 to 5 years. 3. Proposals submitted will need to address the following guiding principles that have been established for this site: a. Must be used for recreational purposes; b. Must provide for public access and use; c. CCPRC will not utilize public funds directly supported by millage (tax) collections for the development and management (including operation and maintenance costs) of the site; d. Must allow CCPRC to utilize the site a few times a year, when available through scheduling, for participants in its recreational programs; e. Must provide required remediation for development and public use. Selection Process The selection of a Proposer is anticipated to occur through the process outlined herein and based on the described selection criteria and submittal requirements. 3
A. BASIS OF AWARD AND EVALUATION CRITERIA 1. Following the deadline for submittal of proposals, a selection committee will review, analyze, and rank all submittals based on their response to the information requested. 2. If desired, the selection committee may short list the number of qualified Proposers. CCPRC reserves the discretion to determine the number of Proposers that will be on the short list. 3. Each response to this Request for Proposal will be subject to the same review and assessment process. 4. Submittals will be evaluated on the basis of the Proposal s economic proposal, business plan, technical capability and experience. All Proposers submitting qualifications must provide at a minimum, their expertise and capabilities as they relate to the listed criteria, with regard to the work outlined by the RFP. B. PROCEDURES 1. Proposals are requested to be submitted to CCPRC within 30 days of the date of this RFP; 2. Following timely receipt, submissions will be reviewed by staff within 30 days; 3. The most desirable and qualified individuals or entities may be invited for a scheduled interview and presentation of their proposal; and 4. Following review and discussions with the individuals or entities and an analysis of the proposals, staff will recommend selection of an individual or entity to negotiate a ground lease agreement with CCPRC. If negotiations with the top-ranked or successful Proposer fail to reach an agreed lease, CCPRC will cease negotiations with the successful Proposer and commence negotiations with the second highest ranked Proposer. This process will continue until a mutually agreeable lease is reached between a qualified Proposer(s) and CCPRC at which time the ground lease agreement will be signed by the Proposer. The negotiated ground lease agreement will become final and part of the agreement when signed by CCPRC on the final page. C. TERMS AND CONDITIONS 1. CCPRC will determine the best value based upon the listed criteria and recommend the selection of a Proposer. CCPRC reserves the right to reject all proposals that do not adequately meet the intent of the RFP. CCPRC reserves the right to waive any irregularities and to reject any or all proposals. 2. CCPRC reserves the right to accept the proposal as a whole or any items listed. CCPRC reserves the right to inspect the place of business of a Proposer or sub Proposer or sub Proposer at reasonable times, contractor, or any subcontractor or to check references which is related to the performance of any lease awarded or to be awarded as well as the books and records of such contractors and subcontractors in accordance with CCPRC s Procurement Policy. 3. Proposals shall include all charges including fees, but not limited to, deliveries, taxes, and duties of any kind levied by federal, state, municipal, or other governmental authority which either party is required to pay with respect to this ground lease agreement including Subject Property taxes applicable. 4. There is no expressed or implied obligation for CCPRC to reimburse responding Proposer for any expenses incurred in preparing the proposals submitted for consideration. 5. Failure to fully comply with the requirements in the RFP may result in the rejection of the proposal. Proposers may include any additional information that may be beneficial to your proposal. 4
Proposal Requirements Submitted proposals shall include the information and materials described below and be organized in a manner that is consistent with the headings and sequence outlined herein: 1. Executive summary: provide an executive summary of the critical aspects of the proposal. 2. Project Plan: provide a project plan including the following information: a. Site concept plan: provide a site plan illustrating the proposed project configuration, approximate sizing, and planned uses. b. Narrative description: provide a narrative description of the proposed project including the following: i. Description of key elements and implementation timing ii. Statements indicating how the proposed project satisfies the RFP objectives iii. Descriptions of proposed phasing plans, if any, including estimated time periods for each phase. iv. Any other pertinent information. c. Economic Proposal: provide a feasible economic proposal which may include the following: i. Capital Improvements ii. Lease /rent iii. Management fees iv. Site Remediation d. Business Plan: provide a business plan for the proposed project addressing the following: i. Project schedule ii. Project realistic cost estimates iii. Financial pro-forma iv. Financing strategy v. Marketing and operating plan vi. Roles and responsibilities of key players Selection Criteria Only concise, professional, and complete submissions will be considered for the ground lease agreement. The proposals will be evaluated by the criteria listed, as well as the quality and content of the proposal, and ultimately, what is deemed most appropriate for the site and most advantageous to CCPRC. Proposals will be evaluated and independently scored based upon, but not limited to, the following factors: in descending order of importance. 1) Project Approach & Performance Differentiators 2) Economic Proposal/Business Plan 3) Corporate Experience 4) Past Performance 5) Timeline 6) Local Preference 5
Criteria for Selecting based on Qualifications Proposer Representations Each Proposer by submitting proposals represents that: 1. The Proposer has read and understands this solicitation and lease (including all Attachments in the RFP and Lease) and that its offer is made in accordance therewith. 2. The Proposer has reviewed the solicitation, has become familiar with the local conditions under which the service is to be performed, and has correlated personal observations with the requirements of the proposed Lease Documents. 3. The Proposer is qualified to provide the services required under this solicitation and, if awarded the Lease, will do so in a professional, timely manner using successful Proposer s skill and attention. Basis of Award and Evaluation Criteria The award determination shall be based on technical and cost/ price factors, not necessarily the highest cost/price. Following the deadline for submittal of proposals, a selection committee will review, analyze, and rank all submittals based on their response to the information requested. If desired, the selection committee may short list the number of qualified Proposer. CCPRC reserves the discretion to determine the number of Vendor(s)/Proposer(s) that will be on the short list. CCPRC reserves the right to reject any or all submittals and to waive defects, technicalities, and/or irregularities in any submittal. CCPRC reserves the right to finalize a lease based on all factors involved in the written qualification submittal without further discussion or interviews. Each response to this Request for Proposal will be subject to the same review and assessment process. Submittals will be evaluated on the basis of the Proposal s technical capability and experience. All Vendor//Proposer submitting qualifications must provide at a minimum, their expertise and capabilities as they relate to the Factors 1 through 6, with regard to the work outlined by the RFP. The distinction between corporate experience and past performance is corporate experience pertains to the types of work and volume of work completed by a Proposer that is comparable to the types of work covered by this requirement, in terms of scope and complexity. Past performance relates to how well a Proposer has performed. Factors Proposer will be evaluated on Factors 1 thru 6 Basis of Evaluation Criteria for each Factor The Proposer shall be rated higher during evaluations if their proposal meets or exceed the following items: (Factors 1 through 6). 6
Factor 1- Project Approach and Performance Differentiators Basis of Evaluation: The Proposer may be rated higher during evaluations if their proposal meets and/or exceeds the following items: Proposed use of the Subject Property, how it will be utilized, and how it addresses the guiding principles and objectives outlined in the RFP. General technical approach and innovation Factor and Solicitation Submittal Requirements: 1. Detailed description of Proposer s approach. 2. The reason Proposer proposal should be selected 3. Responsiveness and compliance with RFP Quality of proposed operational concept plan and site specific requirements Factor 2- Economic Proposal/Business Plan Basis of Evaluation: Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price: Proposed Capital Improvement with realistic cost/price estimate in response to the RFP and other relevant terms and conditions of a ground lease agreement for the Subject Property Financing approach and evidence that Proposer has the ability to secure financing for the project Cost realism analysis performed Cost/price of site remediation Factor and Solicitation Submittal Requirements: The Proposer will be evaluated based on the total Capital Improvement with realistic cost/price estimate; however, not necessarily the highest cost/price. Factor 3- Corporate Experience Basis of Evaluation: The responding institution will be evaluated in order to determine if its company has demonstrated the necessary corporate experience to meet CCPRC s needs. Factor and Solicitation Submittal Requirements: 1. Proposals shall identify the qualified, knowledgeable contact person who will be the point person for the entire project. Proposals shall also provide a statement of the Proposer commitment that the identified individual(s) will be involved throughout the entire project and must address, at a minimum, the organizational strength and stability of the responding firm. 2. Provide documentation of the firm s capability and experience which includes: a. Demonstration of Proposer s experience and qualifications, relevant to the proposed project. b. Description of previous work c. Responsiveness and compliance with the items listed in request for proposal d. Evidence of compatibility with the mission and aesthetics of the proposed park project and surrounding uses 7
3. Experience and qualifications of the proposer, including financial capability and experience with similar and comparable operations a. Provide three years of tax returns (or less based on the number of years in business). Factor 4- Past Performance Basis of Evaluation: The degree to which past performance evaluations and all other past performance information reviewed (i.e., performance recognition documents and information obtained for any other source) reflects a trend of satisfactory and/or an outstanding level of performance, considering: Demonstrate past performance relevant to the proposed project Successful relevant projects Cooperativeness and teamwork at all levels (managers, procurement office, auditors, etc.) References Experience, qualifications, and past performance relevant to the proposed project In addition to the above, CCPRC may review any other sources of evaluation information of past performance. Other sources may include, but are not limited to, inquiries of Proposer representative(s), and any other known sources not provided by the Proposer. While CCPRC may elect to consider data from other sources, the burden of providing detailed, current, accurate, and complete past performance information rests with the Proposer. Based on the trend and satisfactory and/or outstanding ratings, performance may be rated higher. Factor and Solicitation Submittal Requirements: Ensure correct phone numbers and email addresses are provided for all client points of contact. Submit a copy of references as indicated in Proposer Qualification Form, RFP Attachment1b which contains the point of contact information for each of the three required client references. 1. Provide three recent client references (from within the past three years) 2. Provide the client s name, as well as address and telephone number for a point of contact who can provide information regarding the Proposer s role on prior projects. 3. The Proposer is encouraged to submit any other information they believe will enhance their position in the evaluation criteria 4. Reputation and previous experience of Proposer Factor 5- Timeline Basis of Evaluation: The Proposer s proposed schedule for planning, constructing, and operating the proposed project will be evaluated. Factor and Solicitation Submittal Requirements: 1. Ability to meet a schedule 2. Description of Proposer s approach to timelines and scheduling 8
Factor 6- Local Preference Basis of Evaluation: Vendor /Proposer whose business is physically located and operating within the limits of Charleston County and who otherwise meets the CCPRC s Proposer requirements in RFP Attachment 1f, sections 3 b thru e. Factor and Solicitation Submittal Requirements: Proposer whose business is physically located and operating within the limits of Charleston County and who otherwise meets the CCPRC s Proposer requirements in RFP Attachment 1g, sections 3 b thru e. Submittal Requirements All costs associated with the preparation of the RFP and all costs associated with any interviews, if deemed necessary, will be the responsibility of the Proposer(s). CCPRC assumes no responsibility for any costs incurred by the Proposer(s). Proposals will be ranked based upon the information outlined in this RFP. The following must be completed in its entirety and submitted in order to be considered for evaluation. 1. Submittal: Submit one original clearly marked Original and four (4) copies in the following format: 8-1/2 x 11, font size 12, and a maximum of 75 pages. Provide the proposals in three ring binders with a cover page including name of Company, address, phone, email and fax numbers, lease number and point of contact. Submit an electronic copy of your proposal on a flash drive (can be pdf but also needs to be word or excel). 2. Format: Submit qualifications in the following format: 1. Title Page: Title page showing the Request for Proposal subject; the Team name; the name, addresses, and telephone number of a contact person; and the date of the submittal. 2. Table of Contents: Provide Table of Contents to aid the evaluation of the qualifications. 3. Transmittal Letter: A signed letter of transmittal briefly states the Proposer's understanding of the work to be done, the commitment to perform the work, a statement why the Proposer believes it to be best qualified to perform the engagement, and a statement that the submittal is an irrevocable offer for sixty (60) days. 4. Detailed Submittal: The purpose of the detailed submittal is for the Proposer to demonstrate their qualifications, competence, and capacity to provide a contractor to operate and maintain the former Baker Hospital Site. Subject Property for CCPRC in conformity with the requirements of this solicitation. Proposer shall submit a proposal for this project meeting the minimum requirements listed. a. Leasing Entity Identify the entity that would do a ground lease with CCPRC, including all joint venture/limited partners, if any, and their percentage interest. b. Financial Capacity provided on a confidential basis as permitted by law. c. Proposal, as outlined above. d. Offer to Exclusively Negotiate an Economic Proposal and Business Plan 9
e. Address each item listed in the Evaluation Criteria based on the ability of your Team as required. Proposers should address all the points outlined herein including 1) The proposed capital improvements and other relevant terms and conditions of a ground lease agreement for the Subject Property. 2) Proposed use of the Subject Property, how it will be utilized, and how it addresses the guiding principles and objectives outlined in the RFP Experience, qualifications, and past performance relevant to the proposed project. 3) General technical approach and innovation 4) Financing approach and evidence that Proposer has the ability to secure financing for the project 5) Evidence of compatibility with the mission and aesthetics of the proposed park project and surrounding uses 6) Proposed timeline for completing the project. f. Local Preference g. Proposer Qualification Form: This is RFP Attachment #1a. h. Equal Employment Opportunity Certification - This is RFP Attachment #1c. Please sign and return with proposal, See Lease including Non-Discrimination). i. Non-Collusion Oath - This is RFP Attachment #1d. Please sign and return with proposal if applicable. j. Drug Free Workplace Certification: This is RFP Attachment #1e. Please sign and return with proposal. k. Local Preference Option: This is RFP Attachment #1f. l. Compliance with Illegal Immigration Act: This is RFP Attachment #1g. Please sign and return with proposal. m. Insurance Requirement: This is RFP Attachment #1h. n. Organizational Conflict of Interest: This is Attachment 1i. o. Taxpayer Identification Form W9: This is Attachment 1j. Negotiations/Ground Lease Agreement The selected Proposer shall be required to sign a copy of CCPRC s Ground Lease for Development and Management (including operation and maintenance costs) Baker Hospital Site which shall be negotiated. The selected Lessee shall be required to adhere to all terms of the ground lease. It is the responsibility of all Proposers to familiarize themselves with the ground lease, included as a part of this RFP, and proposal shall be consistent and comply with the terms of the ground lease. Upon selection of the Lessee, CCPRC will negotiate a ground lease agreement exclusively with the Lessee. The approval of a ground lease agreement will be contingent upon approval by the CCPRC Commission. By submitting qualifications to CCPRC, the Lessee is also agreeing that CCPRC retains the right to modify or suspend all aspects of the selection and exclusive negotiating process and to waive any defects as to form or content of the offering or any responses that are received. The initial lease period shall start on date of award and the number of years shall be subject to negotiations based on the value of proposed capital improvements. All prices, terms, and conditions shall remain firm for the initial 10
period of the Lease and for any renewal period. CCPRC, at its discretion, may renew this Lease based on satisfactory performance and a determination that it will be in the best interest of CCPRC. Lessee may apply for an extension if negotiated in the ground lease agreement term; however, any such extension will be subject to the approval of CCPRC and shall be at CCPRC s sole discretion. Lessee shall apply for extension no later than one (1) year prior to the end of the ground lease agreement term then in effect. Selection Process Timeframe The RFP will be available on the CCPRC website (www.ccprc.com/bids) to any interested Proposer. 1. Inquiries: All technical questions shall be submitted in writing no later than June 12, 2017 at 2:00 P.M. ET, to the attention of Ms. Deborah Taylor CPPO, Procurement Manager, Charleston County Park and Recreation Commission, 861 Riverland Drive, Charleston, SC 29412 or by e-mail to prcprocurement@ccprc.com. 2. Addenda: An addendum, if deemed necessary, will be posted on the website, www.ccprc.com/bids. 3. Deadline: Proposals must be received no later than Tuesday June 27, 2017 at 02:00 P.M. ET. (The closing date is contingent on receipt of Exhibit F. After receipt of Exhibit F the closing date shall be extended a reasonable period of time.) All proposals must be sent to the attention of Ms. Deborah Taylor CPPO, 861 Riverland Drive, Charleston, SC 29412 and clearly marked on the bottom left hand corner, of Recreational Facilities at the former Baker Hospital Site- RFP #2018001. 4. Holding Time: No proposal may be withdrawn for a period of 60 days after date and time set for receipt of the proposal. CRITICAL DATES Deadline for submitting questions in writing: No later than June 12, 2017 Date Proposals Due: 2:00 PM ET, Tuesday June 27, 2017_ (The closing date is contingent on receipt of Exhibit F. After receipt of Exhibit F the closing date shall be extended a reasonable period of time.) Proposals shall be available for public inspection after the lease award; however, proprietary or confidential information marked as such in each proposal shall not be disclosed without prior written consent of the Proposer. It is the responsibility of the Proposer to identify any information deemed proprietary or confidential. Upon submission, all proposals become the Subject Property of the Commission and are subject to public record laws. It is the Proposer s responsibility to notify the Commission of any proprietary information listed in proposals submitted. If a proposal contains proprietary information, the Proposer shall include a cover letter indicating such information. In addition, any information in which the proposer considers proprietary MUST be clearly marked proprietary next to the relevant part of the text in order for it to be treated as such. 11
Addendum Submitter acknowledges that it is the submitter s responsibility to determine whether an Addendum has been issued. If so, the submitter must obtain copies of such Addendum from the Commission s website www.ccprc.com/bids and agrees to be bound by all Addenda that have been issued for this solicitation. 12