Request For Proposals – Lease of City of Martinsville Property – Industrial/Office Warehouse 10,500 Square Feet of the Rogers Block Building Located at 501 Rogers Road

Board Of Public Works, City Council, Public Works Department

I. REQUEST FOR PROPOSALS

Pursuant to IC 36-1-11-12, the City of Martinsville, Indiana (“Martinsville” or “the City”) has determined leasing a part of City-owned property located at 501 Rogers Road, Martinsville, Indiana (the “Rogers Block Building”), consisting of 10,500 square feet of front office and warehouse space (“the Property”), is in the best interest of the City and the public. For the following reasons, the City has determined that the use of IC 36-1-11-10 to lease the Property is not feasible:

  • A Request for Proposals allows the City to comply with statutory property disposal requirements and secure an appropriate tenant for the Property in an efficient manner, taking into account elements, other than price, such as job creation and economic growth.
  • A Request for Proposals is the most effective and appropriate way to proceed in light of time constraints, and in light of the invalidity of prior procedures to lease the Property.

Therefore, the City seeks proposals from qualified parties interested in leasing the Property and intends to select, after all Indiana law requirements have been met, and enter into a lease agreement with the most highly qualified respondent pursuant to the evaluation criteria set forth herein. The City is especially interested in leasing to a party or parties who will utilize the Property in a beneficial manner consistent with the Property’s qualities, create additional jobs, influence economic growth, and timely abide by all terms of conditions of a finalized lease agreement.

II. GENERAL INFORMATION

Location and Description

  • The Property consists of 10,500 square feet, including the front office and warehouse space of the Rogers Block Building, 501 Rogers Road, Martinsville, Indiana, in Morgan County. Depictions of the complete Rogers Block Building and the Property are attached to this Request for Proposals as Exhibit 1.
  • The Property is currently zoned as I-2 (General Industrial District).
  • The City purchased the Rogers Block Building from the Rogers Group on March 28, 2012.
  • The City is also currently requesting proposals to lease another section of the Rogers Block Building, consisting of approximately 3,000 square feet.
  • The uses of the Property are to be compatible with the uses of the other leased section of the Rogers Block Building. Compatibility will be determined by the Board of Public Works.
  • A successful respondent must agree to enter into mutually agreeable non-disclosure, confidentiality, and indemnification agreements with the tenant(s) of the 3,000 square feet portion of the Rogers Block Building.
  • The City’s proposed lease agreement for the Property is attached to this Request for Proposals as Exhibit 2.

Ineligible Persons and Trusts

  • The Property will not be leased to a respondent who is ineligible pursuant to IC 36-1-11-16. This includes individuals (or agents thereof) who owe delinquent taxes, special assessments, penalties, interest, or costs directly attributable to a prior tax sale on a tract of real property pursuant to IC 6-1.1-24-1.
  • If a proposal is submitted by a trust (as defined in IC 30-4-1-1(a)), the proposal must identify each beneficiary of the trust and each settlor empowered to revoke or modify the trust.

Risk Allocation

  • Each respondent shall assume all risk for the implementation and operation of its proposal and the obligations contained in any final leasing arrangement for the Property.
  • However, a successful respondent will be permitted to terminate a lease entered into as a result of this Request for Proposals if the lessee is unable to meet the terms of the Request for Proposals for reasons beyond its control and because of the actions of a non-party.

III. PROPOSAL FORMAT

  • Proposals must be fully responsive to the criteria below and submitted in the format outlined herein. Each proposal will be reviewed to determine if it is complete. The City may reject from consideration any response that does not follow the format or is not responsive, but reserves the right to waive minor irregularities if such waiver is in the best interest of the City and the public.
  • Each respondent shall submit an electronic PDF of its proposal to Josh Messmer, Martinsville City Engineer at jmessmer@Martinsville.in.gov by 5:00 PM EST on Friday, September 21, 2018. Each proposal shall be limited to thirty (30) pages and shall be in the following format:

A. Contact Information.

  • Each proposal shall include information regarding the respondent’s point of contact, including a name, address, phone number, and email.

B. Executive Summary.

  • Each respondent shall submit a concise abstract of no more than one (1) page, providing an overview of the proposal.

C. Qualifications and Experience.

  • Each proposal shall include the respondent’s company information, form of legal entity, and year established.
  • Each proposal shall indicate whether the entity is a subsidiary or affiliated with any other corporation or entity, and identify any such affiliation.
  • Each proposal shall describe all similar projects implemented by respondent, including development or use of facilities similar to the Property.

D. Proposed Use.

  • Each proposal shall describe the respondent’s proposed uses of the Property.
  • Each proposal shall describe the potential and expected environmental impact of such proposed uses.

E. References.

  • Each proposal shall include three references.

F. Finances.

  • Each proposal shall summarize the financial risk/benefit aspects for the City.
  • Each proposal shall indicate evidence of financial capability to obtain necessary financing, if necessary.
  • Each proposal shall provide a projected budget for the proposal, and a projected cash flow statement with respect to subsequent operations.

G. Economic Development.

  • Each respondent shall explain why its proposal provides the best value.
  • Each proposal shall describe expected economic benefits and employment gains.
  • Each proposal shall describe potential and expected economic development impact on the City and the public.

H. Lease Information.

  • Each respondent shall propose a term of lease of length/number of renewals.
  • Each respondent shall propose a rent amount and payment schedule. The minimum acceptable rent amount shall be $1.95/per square foot, as determined by the Martinsville Board of Public Works.
  • Each respondent shall provide, if available, a sample lease agreement, not in conflict with the sample lease agreement provided with this request for proposals.

IV. PROPOSAL SELECTION

  •  In determining the best and highest offer, the City shall take into consideration the following criteria:
    • Impact of respondent’s proposed uses of the Property on the City and the public, including impact on economic development;
    • Benefit of the respondent’s proposed uses of the Property to the City, City residents, and the public at large, including the introduction of additional jobs;
    • Whether the respondent’s proposed uses of the Property align with the Property’s existing structure;
    • Proposed lease price and other lease terms;
    • Whether the respondent’s proposed uses of the Property will deny other Rogers Block Buildings tenants from beneficial use and enjoyment of leased property;
    • Respondent’s relevant qualifications and experience;
    • Respondent’s commitment to comply with the requirements of the City’s proposed lease terms and timely pay money due to the City;
    • Compliance with this Request for Proposals;
    • Physical viability of the proposal;
    • Respondent’s demonstrated financial responsibility, and the financial viability of the proposal; and
    • Respondent’s reputation and proposal references.
  • In determining the best and highest offer, the City will consider all factors, but will give the most weight to (1) whether the proposed use of the Property creates economic growth and additional jobs, (2) whether the proposed use will benefit the City, it’s residents, and the public at large, and (3) whether the proposal’s proposed use of the Property aligns with the Property’s existing structure. These factors will be given more weight than proposed price.

V. GENERAL CONDITIONS

It should be understood that:

  • The City reserves the right to reject any and all proposals at its sole discretion.
  • All costs for preparation of a proposal will not be reimbursed by the City and are the sole responsibility of the respondent.
  • Respondents are responsible for compliance with all Federal, Indiana, and Local laws and code, as well as applicable safety and environmental regulations.
  • The City requires respondents to submit certified check or other evidence of financial responsibility with proposals.
  • The City requires a successful respondent to show proof of commercial general liability insurance, motor vehicle liability and worker’s compensation coverage, in accordance with the sample lease agreement attached to this Request for Proposals.
  • All offerors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. The City may enter into discussions with offerors to clarify and assure a full understanding of proposals.
  • The City may refuse to disclose the contents of the proposals during discussions with eligible offerors.
  • Proposers shall not contact Council members, Redevelopment Commission members or any other voting body. All correspondence and questions for request for proposals should be handled through Josh Messmer at jmessmer@Martinsville.in.gov.

VI. SUBMISSION INFORMATION

  • An electronic PDF of responsive proposals should be emailed to: Josh Messmer at jmessmer@Martinsville.in.gov.
  • Proposals must be received by 5:00 pm EST on Friday September 21, 2018.
Download Lease Agreement