Request for Proposals for Office Space

Agency: State Government of Vermont
State: Vermont
Type of Government: State & Local
Category:
  • X - Lease or Rental of Facilities
Posted: Apr 16, 2021
Due: May 7, 2021
Publication URL: To access bid details, please log in.
Request for Proposals for Office Space Request Date: 4/16/2021 1:38:12 PM
Open Date:
Closing Date: 5/7/2021 4:00 PM
Intent To Bid Deadline:
Est. Dollar Value: $0.00
RFQ Number:

CENTRAL VERMONT REGIONAL PLANNING COMMISSION

29 Main Street
Suite 4
Montpelier , VT 05602

Bid Type:
Request for Proposal

Locations:
Washington
Keywords:
Lease or Rental of Facilities

Bid Description:
The Central Vermont Regional Planning Commission (CVRPC) is requesting proposals for Office Space to lease. Proposals must be submitted as outlined in the RFP to Nancy Chartrand, Office Manager, chartrand@cvregion.com by May 7, 2021. Access the complete RFP below or on our website.
Special Instructions:
Contact Information:
Nancy Chartrand
Phone: (802) 229-0389
Fax:
Email: chartrand@cvregion.com
For additional information: https://centralvtplanning.org/
Bid Attachments:
RFP 2021 Office Space.pdf
Site Visit: Date: Mandatory Site Visit

See RFP for dates/times to be scheduled.

Attachment Preview

REQUEST FOR PROPOSALS
Office Space Leasing
The Central Vermont Regional Planning Commission (CVRPC) is requesting proposals for Office
Space to lease. The leased space must fit the following criteria:
2,300 to 3,500 square feet of available space (delineate useable/rentable square footage)
o Work spaces (closed-door offices and/or cubicles) for a minimum of at least eleven
(11) employees. At least two office spaces must be for a single employee and
closed-door, and one space must serve as a front desk reception area.
Conference/committee room (minimum of 380 square feet).
o Kitchenette including sink, full size refrigerator space, counter space, and kitchen-
related storage space.
o Storage/Mail area within office space with dedicated circuit for copier.
o Network/Telecommunications room to house network and phone systems
o Abundant natural lighting is preferred for as many work spaces as possible. The
availability of natural lighting and windows is highly desirable.
o Adequate parking for staff and visitors - (10 or more)
Americans with Disability Act (ADA) Compliant
Preferred location is within the Barre/Montpelier Designated Downtown areas
(https://accd.vermont.gov/community-development/designation-programs/downtowns).
I. SCHEDULE
April 16, 2021
April 23, 2021
April 27, 2021
May 7, 2021
May 11 (3:00-4:30 pm); May 12 (1-4 pm);
May 17 (1-3 pm); with additional dates
TBD
June 15, 2021
Request for Proposals issued
Deadline for submission of questions in writing
Response to questions posted to www.centralvtplanning.org
Proposals Due by 4:00 pm
Site Visits/Tours
Anticipated Contractor Notification
Questions in writing may be sent via email to chartrand@cvregion.com.
Proposals must be clearly marked “Office Space Proposal” and delivered via email to Nancy Chartrand,
Office Manager - chartrand@cvregion.com.
Proposals received after the submittal deadline will not be considered.
II. BACKGROUND
The Central Vermont Regional Planning Commission (CVRPC) works to assist its 23 member
municipalities in providing effective local government and to work cooperatively with them to address
regional issues. As one of eleven regional planning commissions enabled through 24 VSA §4341, CVRPC
is a political subdivision of the State. As such, it is a tax exempt organization.
III. PROPOSALS
CONTENTS & SUBMISSION
Cost Proposal
Proposals are requested for a 5-year lease with an optional 5-year extension; and must provide details
as to whether or not fit-up/build out for space will be included to meet stated needs.
Proposal should provide details as outlined below:
Name of proposed landlord
SECTION 1 - INFORMATION ON THE
PROPOSED LANDLORD
Address (number and street, city, state, ZIP code)
Name of contact person
Telephone number
DBE / WBE
YesNo
SECTION 2 - INFORMATION ABOUT
PROPOSED PROPERTY
Address of proposed property (number and street, city, county, state, ZIP code)
Is the property a multi-tenant or single tenant building?
Is the property ADA compliant?
Is the property located in the 100-year floodplain?
Has the structure in which the proposed space is located been subject to
flooding? If yes, specify when and to what degree.
What type of construction is the building?
Age of the building
Total rentable square feet within the building
Move in condition
YesNo
Common Areas (If Yes, provide details)
YesNo
SECTION 3 - PROPOSAL
Amount of square feet proposed to lease
Proposed commencement date
Square feet available for lease **
Voice/Data Installed (If Yes, provide details)
YesNo
Cost per square foot
Cost per square foot includes:
Parking
If Yes, how many and where located (diagram should be included)
YesNo
Utility usage (i.e.: water, HVAC, electric
gas, sewer) YesNo
If No, explain:
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Maintenance, upkeep and repair of all the
building structure and systems
YesNo
If No, explain:
Trash/Recycling
removal
YesNo
If Yes, provide frequency and location of receptacles
Janitorial services
YesNo
If Yes, describe the services to be performed and frequency
Additional services and / or
charges
YesNo
If Yes, please explain and outline costs associated
Improvements to the property
YesNo
Describe the improvements and amount to be spent on improvements
that are included in the rental rate of this proposal (use an extra sheet if necessary)
Escalations in
Base Rent:
YesNo
YR 1:
YR 2:
YR 3:
YR 4:
YR 5:
Five Year Option
Extension
YR 6:
YesNo
YR 7:
YR 8:
YR 9:
YR 10:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Annually:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
$ Monthly:
Sublease Provision:
YesNo
(Tenant will or will not have the right to sublet the property with Landlord’s prior written permission)
Two (2) reference contacts comprised of current tenants to whom the proposer leases property is requested:
**A floor plan of proposed space must be included.
Submission Requirements
Proposals must be clearly marked “Office Space Proposal” and submitted electronically to
chartrand@cvregion.com .
The CVRPC assumes no responsibility and no liability for costs incurred relevant to the preparation and
submission of the proposal or any other costs prior to issuance of a contract.
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Proposals received after due date and time will not be considered.
Upon submission, all proposals become the property of the CVRPC. The expense of preparing,
submitting, and presenting a proposal is the sole responsibility of the landlord. The CVRPC retains the
right to reject any and all proposals received, to view or not view properties identified in responding to
this RFP prior to selection, to negotiate with any qualified source, or to cancel in part or in its entirety
this RFP if it determines such action to be in the best interest of the CVRPC or that of eligible parties.
Reasons for cancellation or rejection will be provided in writing. This solicitation in no way obligates the
CVRPC to award a contract.
EVALUATION
Proposals will be evaluated on the following criteria:
1. Completeness and responsiveness of submission.
2. Format and Contents:
a. Is the proposal written in concise language understandable to a non-technical audience?
b. Is the proposal well organized and easily navigable?
c. Is a floor plan and parking diagram included?
3. Qualifications: To what degree:
a. Does the property match the outlined criteria?
b. Allow for ease of access by clients and employees?
c. Does the layout of the space to be leased meet the needs of the organization?
d. Is the internet connection reliable, stable, and of sufficient speed to accommodate use
(minimum download speed of 100 Mbps and upload speed of 30 Mbps)?
e. Do other factors observed during site visit affect use of the space positively or
negatively?
4. Cost Proposal:
a. Is the cost proposal thorough and clearly linked to the property?
b. Is leasing rate reflective of the market based on property, building factors, and other
factors?
c. Is total occupancy cost competitive (any required fit up cost, IT install, etc.)?
5. References
a. How satisfied was the reference with the landlord/contractor’s
interactions/responsiveness?
b. Would the reference recommend the landlord/contractor?
Proposals will be evaluated by a selection committee consisting of the CVRPC Executive Director, Office
Manager, and Chair and/or Secretary/Treasurer.
If any changes are made to this RFP, an addendum will be issued to landlords/contractors expressing
interest and providing CVRPC with contact information. Alternative delivery methods may be arranged
by request. A landlord/contractor may correct, modify, or withdraw a response to this RFP via written
Page | 4
notice received by CVRPC prior to the submission deadline. Modifications must be submitted
electronically and clearly labeled “Modification No. __”. Each modification must be numbered in
sequence, and must reference the original RFP.
After the opening of responses to this RFP, a landlord/contractor may not change any provision of the
response in a manner prejudicial to the interests of CVRPC or fair competition. If a mistake and the
intended correct wording are clearly evident on the face of the response document, the mistake will be
corrected to reflect the intended correct meaning and the landlord/contractor will be notified in
writing. Landlords/contractors may not withdraw responses to this RFP so corrected. A
landlord/contractor may withdraw an opened response to this RFP if a mistake is clearly evident on the
face of the response document, but the intended correct wording is not similarly evident.
CVRPC reserves the right to seek clarification of any statement submitted, conduct interviews with
contractors, and to select a landlord/contractor that is best able to meet the criteria of this RFP.
CVRPC reserves the right to examine all aspects of responses submitted, tangible and intangible. CVRPC
reserves the right to check references not listed by the landlord/contractor. CVRPC reserves the right to
withdraw this Request for Proposals, and/or to advertise for new submissions at any time if it is in the
best interest of the CVRPC to do so. A lease contract will be awarded as deemed to be in the best
interest of the CVRPC.
Pursuant to State of Vermont Laws, anyone in any matter relative to the procurement of services who
intentionally makes a material statement that is false, omits or conceals a material fact in a written
statement, submits or invites reliance on a material writing that is false, submits or invites reliance on a
sample or other object that is misleading, or uses any trick, scheme or device that is misleading in a
material respect will be subject to sanction pursuant to the laws of the State of Vermont.
V. CONTRACTING PROVISIONS
Lease Contract Completion
Tentative selection of a proposal for negotiation of the terms of the lease agreement shall not constitute
an offer to lease the property or an acceptance of proposal terms. The tentative timeframe developed
prior to the issuance of the RFP assumes that CVRPC’s Executive Director will enter into negotiations
under the direction of the Board of Commissioners for consideration at the June meeting, or soon after.
Only a fully executed Lease Agreement and approval of the Board of Commissioners shall bind CVRPC
to a lease on the property.
Payment
The amount and timing of payments will be determined during lease contract negotiations.
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