202315800 Springfield State Office Building Parking License RFP.pdf

02/23 202315800 DCAMM Springfield Parking B-1

Date Posted: November 8, 2023 Project Manager: Lorna Moritz & Jean Nuzzo

Tel: 617-947-0254 or 617-388-3540 e-mail: Lorna.Moritz@mass.gov or Jean.Nuzzo@mass.gov

PROJECT NUMBER: 202315800

USER AGENCY: Division of Capital Asset Management & Maintenance

(DCAMM)

PROPOSAL SUBMISSION DEADLINE: December 15, 2023, at 2:00 P.M.

Late proposals will not be considered.

REQUEST FOR PROPOSALS (RFP)

COMMONWEALTH OF MASSACHUSETTS

DIVISION OF CAPITAL ASSET MANAGEMENT AND MAINTENANCE (DCAMM)

OFFICE OF LEASING AND STATE OFFICE PLANNING

A. GENERAL INFORMATION

DCAMM invites proposals to License space to the Commonwealth for use by the Division of Capital Asset Management and Maintenance (DCAMM), in accordance with the provisions of this RFP. To respond to the RFP, complete the License Proposal form (Attachment C-1) and submit the proposal by the Proposal Submission Deadline identified at the top of the page, in accordance with the Submission Requirements in §3.

DCAMM is the state agency that issues the RFP, makes the final selection of the successful proposal, and, through the Commissioner of DCAMM, has authority to bind the Commonwealth by signing a License. The DCAMM Office of Leasing and State Office Planning is responsible for all matters related to leasing to fulfill the needs of User Agencies.

1. THE RFP

As leasing representative for all Massachusetts state agencies, DCAMM designed this RFP to provide for an open and competitive process for selecting Licensed space, as contemplated by chapter 7C of the Massachusetts General Laws (G. L. c. 7C).

The RFP informs all potential proposers of:

• the Commonwealth’s space needs,

• the steps proposers must take to submit a proposal,

• the procedures followed and the criteria used by DCAMM and the User Agency to evaluate proposals and select the proposal most advantageous to the Commonwealth’s needs,

• If you have questions about this RFP or its subject matter, contact the DCAMM Project Manager identified at the top of the page via e-mail.

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2. COMMONWEALTH’S SPACE NEEDS

User Agency: The Division of Capital Asset Management and Maintenance (DCAMM. Proposer can find details of the mission of the User Agency at Mass.gov.

Licensee: The Commonwealth of Massachusetts

Summary of Space Needs: DCAMM is seeking replacement for up to 40 unreserved parking spaces for its parking lot located at the Springfield State Office Building (SSOB) while the Building undergoes a construction project. The project is scheduled to begin in January of 2024 and will displace over time portions of or all of the 40-space SSOB lot. DCAMM desires a flexible license agreement with a monthly-per-parking-space fee and the right to vary the number of spaces needed on a month-to-month basis. Parking spaces will be assigned to various state employees working at

SSOB.

Location: Less than ¼ mile from the SSOB located at 436 Dwight

St. Springfield, MA. Please note that proposals for Premises outside this search area will not be considered.

Amount of Space: Up to 40 parking spaces

Type of Space: Garage or Open Lot

Type of Agreement: Commonwealth Parking License

Term: 1 Year, with an option to extend

Target Occupancy Date: January 2024

Garage Space: Garage spaces should be a minimum of 48’6” deep by 22’6” wide with an overhead door at a minimum of 14’ high and 12’ wide, with an automatic garage door opener.

Open Lot Spaces: Open Lot spaces should be a minimum of 48’ 6” deep by 22’ 6” wide with an access control gate at the lot entrance.

Operating Hours: A portion of the spaces will be used 7 days per week during the hours of 6am to 7pm. A portion of the spaces will be utilized 24/7/365. Proposers should provide prices for both types of uses. All parking passes should be monthly passes with in-and-out privileges.

Maintenance of Premises, Appurtenant Areas, and Building: Landlord must provide the continuous maintenance and repair services needed to maintain the Premises, appurtenant areas, systems, equipment, and the Building in good repair and tenantable condition.

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Landlord must continuously remove snow and ice from all entrances, exits, sidewalks, driveways, and parking areas if snow, ice, or both accumulate.

The Commonwealth prefers a fully Gross License Rate. Please review the Commonwealth Parking License to understand the insurance and indemnification requirements prior to submitting a proposal.

Building Codes: The proposed Building should comply with all applicable federal, state, and local code requirements, or DCAMM must be satisfied that it can and will be brought into substantial compliance by the desired Date of Occupancy. Such codes include, but are not limited to, the Massachusetts State Building Code, Massachusetts Architectural Access Board (MAAB) Regulations, and other applicable provisions of the Code of Massachusetts Regulations (CMR). If a proposal is accepted subject to Licensor meeting certain code requirements, the Commonwealth will not take occupancy of the space until all code deficiencies have been fully corrected.

3. SUBMITTAL REQUIREMENTS

A proposal must meet the following requirements in order to be considered qualifying and undergo further evaluation.

Eligible Proposers: The proposal must be submitted by an eligible proposer. For purposes of this RFP, the record owner(s) of the proposed property may defined as; the tenant(s) of the proposed property whose Lease permits licensing; a prospective purchaser or a prospective ground tenant of the proposed property whose Lease will permit licensing, provided that such prospective purchaser or prospective ground tenant must attach to the proposal a copy of a fully executed (i.e., by the proposer, the prospective seller or the prospective ground landlord, and any other identified party) purchase-and-sale agreement, letter of intent, or other evidence of the proposer’s control of the property, and further provided that no License will be signed until such prospective purchaser or prospective ground tenant becomes either the record owner or the ground tenant of the proposed property whose Lease permits licensing; and a broker or an agent of any such party with the authority to bind such party to an agreement with the Commonwealth of Massachusetts regarding the subject matter of the proposal, provided that the record owner(s) or the tenant(s) of the proposed property must execute the License as Licensor. A proposal for different properties that is jointly submitted by or for different owners or tenants or prospective ground tenants of the proposed properties will not be eligible for consideration.

Submission: Proposals must be submitted to DCAMM as follows:

The proposal must be submitted on the DCAMM License Proposal form included with this RFP.

License Proposals must be substantially complete. Proposals that contain material omissions will be deemed non-qualifying if allowing the missing information to be supplied after the opening of proposals would be prejudicial to fair competition.

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Proposers may submit their proposals by mail, messenger service, in person, OR electronically, all as follows:

Proposals submitted by mail, messenger service, or in person must be received at the DCAMM Office of Leasing and State Office Planning, One Ashburton Place, 15th Floor, Suite 1500, Boston, Massachusetts 02108, on or before the Proposal Submission Deadline stated on page A-1 of this RFP. The time-stamp clock at the DCAMM reception desk establishes the official date and time of receipt of each proposal. If delivering proposals by hand, Please allow extra time to clear building security.

Proposals submitted electronically must be sent in PDF format, via e-mail, to: Leasepropsubmittal.DCAMM@mass.gov and must be received on or before the Proposal Submission Deadline stated on page A-1 of this RFP. DCAMM will acknowledge receipt of proposals with an auto-reply message. DCAMM strongly suggests e-mail be sent at least five minutes prior to the deadline to account for any slow transmission or error.

Proposals cannot be submitted by fax.

4. PROCEDURES FOR EVALUATION & SELECTION

The Commonwealth’s objective is to obtain the space most advantageous to the Commonwealth’s needs for the best value.

Evaluation of proposals will be based on information in the proposals, obtained on site visits, clarified by DCAMM, provided by proposers at DCAMM’s request, and provided by references identified in the proposals. In addition, evaluation of proposals may include consideration of information from state agencies, individuals, and entities with knowledge of any element of any proposal, from DCAMM and other Commonwealth files, and from other available and verifiable information. DCAMM may consider the Commonwealth’s experience with a proposer or owner and with the proposed property.

DCAMM IS NOT REQUIRED TO ACCEPT THE LOWEST PRICED

PROPOSAL AND MAY, AT ITS SOLE DISCRETION, SELECT OR REJECT

PROPOSALS SOLELY ON SUBJECTIVE VALUE AND ABILITY TO MEET

THE NEEDS OF THE AGENCY OCCUPANT.

DCAMM RESERVES THE RIGHT, IF DEEMED TO BE IN THE BEST

INTEREST OF THE COMMONWEALTH, TO (i) WAIVE PORTIONS OF THE RFP FOR ALL PROPOSERS, (ii) EXCUSE MINOR INFORMALITIES IN ANY PROPOSAL, (iii) DISCUSS ANY PROVISIONS OF ANY PROPOSAL

WITH THE PROPOSER OF THAT PROPOSAL IN ORDER TO CLARIFY

THE PROPOSAL, (iv) SUBMIT TO ALL, OR SELECTED, PROPOSERS WHO SUBMITTED QUALIFYING PROPOSALS, A COUNTER OFFER, (v) REJECT ANY PART OF ANY PART OF ANY PROPOSAL, (vi) ACCEPT A

PROPOSAL THAT DOES NOT MEET ALL OF THE REQUIREMENTS OF

THE RFP, AND (vii) REJECT ALL PROPOSALS.

mailto:Leasepropsubmittal.DCAMM@mass.gov

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4.1. Initial Review: DCAMM will accept for consideration only those proposals that meet the submission requirements subject to DCAMM’s right to waive portions of the RFP for all proposers. Any proposals not received by the Proposal Submission Deadline will be rejected and returned to the sender;

this requirement is not subject to waiver by DCAMM.

DCAMM will notify each proposer whose proposal has been determined to be non-qualifying and the reason for such determination.

4.2. Site Visits: DCAMM may conduct site visits for each competitive proposal to verify the information in the proposal and to facilitate detailed evaluation of the proposed Premises. The proposer, or knowledgeable and authorized representatives of the proposer, must be present at the site visits. DCAMM, or its Agent, will contact proposers to confirm the date and time of the site visits.

After completion of a site visit, DCAMM may determine that a proposal does not meet one or more of the requirements of this RFP, subject to DCAMM’s right to waive portions of the RFP for all proposers.

4.3. Contact During the RFP Process: From the Date of this RFP through the date on which a conditional selection is made, the DCAMM Office of Leasing and State Office Planning is the only authorized point of contact for the Commonwealth regarding this RFP and its subject matter. If a proposer or a proposer’s representative engages in unauthorized contact, the proposal may be deemed non-qualifying.

4.4. Conditional Selection of a Proposal; Notification of Proposers: DCAMM will either make a conditional selection of a proposal, or provide Counter Proposals to one or multiple proposers, taking into account the evaluation of proposals and the recommendation of the User Agency. Upon the conditional selection of a proposal, DCAMM will notify the other proposers in writing that a conditional selection has been made. Such conditional selection does not represent a contract and does not commit the Commonwealth to enter into a License. In addition to the general condition for the reaching of an agreement, the selection of a proposal may be conditioned upon the prospective licensor satisfying specific conditions established by DCAMM.

DCAMM reserves the right to terminate the conditional selection and License negotiations due to unforeseen changes in the requirements, the failure to finalize a License in a timely manner, or if termination is deemed to be in the best interests of the Commonwealth. DCAMM reserves the right to conditionally select another proposal, re-advertise, or to terminate the conditional selection without taking further action.

4.5. Withdrawal of Proposal: Proposers may withdraw their proposal at any time by written notice to DCAMM.

4.6. Multiple Awards: DCAMM may award multiple contracts depending on the availability of the total number of spaces required at any one location.

5. LICENSE, EXECUTION PROCESS & OCCUPANCY:

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DCAMM, and the conditionally selected proposer will work together to finalize the License, which must be in the form of the Commonwealth Parking License which can be found with this RFP in COMMBUYS.

5.1. License Preparation: DCAMM will prepare the License, in conformance with the RFP, the conditionally selected proposal, and the successful conclusion of negotiations by DCAMM, and the conditionally selected proposer. DCAMM will confirm that the License, including each Exhibit and Attachment, is complete and correct and that the License is ready to be signed. DCAMM will send the License to the Landlord.

5.2. Review and Execution of the License by DCAMM Commissioner: The Licensor will sign the License, submit it to the DCAMM for approval as-to-matters-of-form and execution by the DCAMM Commissioner. Please note that Licensee under the License is the Commonwealth of Massachusetts acting by and through the Commissioner of DCAMM.. No License is binding until it has been executed by the DCAMM Commissioner.

5.3. Occupancy: The User Agency will take occupancy of the Premises after the

Premises are deemed available for Licensee’s occupancy in accordance with the License. DCAMM will confirm the Date of Occupancy which will be the commencement date of Licensee’s obligation to pay the License Fee and the commencement date of the Term.

6. COMMONWEALTH POLICY OBJECTIVES

Whenever feasible, it is DCAMM’s policy to acquire licensed space in a manner that supports:

6.1. Historic Properties: G. L. c. 7C, § 33 mandates that whenever space in buildings is to be acquired for the use of state agencies, first consideration must be given to structures that have been certified as historic landmarks as provided by G. L. c. 9, §§ 26 through 27C, listed in the National Register of Historic Places as provided by 16 USC § 470a (1974), or designated historic landmarks by local historic commissions “unless use of such buildings would not be feasible in terms of costs and requirements when compared with other available properties.”

6.2. Leading by Example - Decarbonizing and Minimizing Environmental

Impacts of State Government: Executive Order No. 594 (EO-594) coordinates efforts at state agencies to reduce energy consumption, decrease greenhouse gas emissions, lower energy costs for the Commonwealth, and provide resilient infrastructure. Examples of such efforts include: compliance with or exceeding current building energy codes, meeting environmental criteria and receiving applicable environmental certifications (e.g., LEED), compliance with state recycling requirements, access to electric vehicle charging stations (for staff and the public), siting near public transportation and accessibility for pedestrians and cyclists, and other elements that contribute to reduced GHG emissions (e.g., reduction of fossil fuel use) and/or reduced environmental impacts.

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6.3. South Coast Rail Economic Development and Land Use Corridor Plan

(the Corridor Plan): The Corridor Plan was released in 2009 and is available at http://www.mass.gov/southcoastrail. Executive Order No. 525 (EO-525) declares that the Corridor Plan, “through an unprecedented civic engagement process, identifies priority areas for additional growth and for land preservation, thereby creating a long-term vision for the sustainable development of this region.” EO-525 further declares that “the Corridor Plan’s smart growth framework calls for the clustering of jobs and homes around new stations, in downtowns and village centers, and for the permanent protection of the South Coast’s environmentally sensitive forests, wetlands, farms, and habitat areas.” EO-525 directs agencies of the Commonwealth to “review their policies, actions and investments to support and implement the recommendations of the Corridor Plan.” The South Coast region is comprised of the following cities and towns: Acushnet, Attleboro, Berkley, Bridgewater, Canton, Dartmouth, Dighton, Easton, Fairhaven, Fall River, Foxborough, Freetown, Lakeville, Mansfield, Marion, Mattapoisett, Middleborough, New Bedford, North Attleborough, Norton, Raynham, Rehoboth, Rochester, Seekonk, Sharon, Somerset, Stoughton, Swansea, Taunton, Wareham, and Westport. In those instances when DCAMM seeks to lease space in the South Coast region, proposers are invited to demonstrate, within their proposals, how their proposals are consistent with implementation of the recommendations of the Corridor Plan.

6.4. Gateway Cities: Section 17 of Chapter 240 of the Acts of 2010 defines a

Gateway City as “a municipality with a population greater than 35,000 and less than 250,000, a median household income below the commonwealth’s average and a rate of educational attainment of a bachelor’s degree or above that is below the commonwealth’s average.” The following is the current list of municipalities that are Gateway Cities: Attleboro, Barnstable, Brockton, Chelsea, Chicopee, Everett, Fall River, Fitchburg, Haverhill, Holyoke, Lawrence, Leominster, Lowell, Lynn, Malden, Methuen, New Bedford, Peabody, Pittsfield, Quincy, Revere, Salem, Springfield, Taunton, Westfield, and Worcester.

http://www.mass.gov/southcoastrail