OTHER AGENCIES AND ORGANIZATIONS
SARASOTA MEMORIAL HOSPITAL
Request for Proposals #10-20-06
Sale and Conversion of Waldemere Medical Plaza
Issued by the Sarasota County Public Hospital District
Sarasota, Florida
This Request for Proposals is offered by:
Sarasota County Public Hospital District
1700 South Tamiami Trail
Sarasota, FL 34239
Note: This RFP packet consists of this cover page and 10 additional pages.
BACKGROUND AND CONTEXT
The Sarasota County Public Hospital District (the “Hospital District”) is an independent special district authorized by Chapter 2003-359, Laws of Florida, as amended, to own and operate hospitals and health facilities. As such, it owns and operates the “Sarasota Memorial Health Care System,” including Sarasota Memorial Hospital (the “Hospital”), located at 1700 South Tamiami Trail, Sarasota, Florida and Waldemere Medical Plaza, located at 1921 Waldemere Street, Sarasota, Florida. Sarasota is located approximately 50 miles south of Tampa, on Florida's west coast. The main hospital campus, along with the adjacent Waldemere Medical Plaza, is depicted in the aerial map below. The District is governed by the Sarasota County Public Hospital Board (the “Hospital Board”).
As a public entity, the Hospital District is subject to the requirements of Section 286.011, Florida Statutes, known as the “Sunshine Law;” and Chapter 119, Florida Statutes, known as the “Public Records Act.”
OBJECTIVES
The Hospital District desires to ground lease the existing Waldemere medical office building site (the “Land”) and sell the medical office building (the “Building”) to a qualified buyer/developer (the “Developer”). The Developer will be required to convert the Building to condominium units or another type of equity ownership which will be successful in maintaining and attracting strategically aligned physicians on both a short term and long term basis.
The Hospital District seeks an arrangement that will satisfy the objectives outlined above and those detailed below:
(1) Ensure that the Hospital District receives full fair market value for the ground lease of the Land and the sale of the Building (the Hospital District’s most recent appraisal is available upon request);
(2) Provide the Hospital District with an opportunity to retain occupancy of the approximately 20,000 sq. ft. B.G.S.F it currently occupies in the Building and a right to obtain ownership of such space or to purchase any equity interests related to such space
(3) Provide to all physicians and others who are presently leasing office space within the Building a first right to obtain ownership of their space or to purchase any equity interests related to their space (the “Right of First Refusal”);
(4) Provide on a short term and long term basis appropriate occupancy and equity opportunities to ensure full occupancy of the Building, and appropriately address ownership issues arising from physician turnover (including those caused by retirement, death, etc.);
(5) Unless approved by the Hospital District, ensure the Building is used only as a medical office building by medical doctors, doctors of osteopathy, and podiatrists who have staff privileges at Sarasota Memorial Hospital or a similar facility owned by the Hospital District (“Qualified Physicians”) and minor incidental uses (such as coffee cart, ATM facilities, etc.);
(6) Unless approved by the Hospital District, ensure the medical uses of the Building are confined to uses incidental and routinely performed in a physician’s primary medical practice for the physician’s own patients and not offered to the general public (including solicitation of referrals from other physicians or providers of such services);
(7) Comply with the Hospital’s Master Campus Plan;
(8) Comply with the City of Sarasota’s comprehensive plan and land development regulations; and
(9) Ensure the completion of the conversion to equity ownership within 12 months or less of closing of the sale and purchase transaction.
SITE INFORMATION
1. Description:
The Land and Building is situated at 1921 Waldemere Street, Sarasota, Florida, adjacent to the Sarasota Memorial Hospital building. Specifically, the Building is situated at the southeast corner of Waldemere Street and Lasula Court. The Sarasota County Property Appraiser’s Parcel ID number for the Land is 2037-08-0051; 2037-08-0056.
The Building consists of an 8-story medical office building. The Land contains approximately 52,597 square feet. The Building contains approximately 161,234 B.G.S.F. square feet of interior space, and 5,399 is interstitial space. The Building is of steel, masonry and glass construction with a 2 story atrium lobby, a rotunda entry, spandrel and vision panels, faux stone panel wall finishes, decorative columns, and marble/tile flooring. The existing lobby contains a built-in coffee/snack bar and information desk facilities. Second level pedestrian bridges connect the building to the Lasula Court parking garage, Waldemere parking garage and card access to the main hospital building level 3. Parking is expected to be provided pursuant to an agreement with the Hospital District utilizing primarily the Lasula Court parking garage.
There is a central public elevator/staircase core with three 3,500 pound capacity elevators and one 4,500 pound capacity elevator. Public area/corridor finishes include ceramic tile and carpet flooring, wall papered/paint drywall walls, acoustical tile ceilings, and fluorescent lighting. In addition to the wide variety of office configurations, the Building offers conference, training/meeting room facilities, and a small auditorium and board room facility.
A compliance survey, together with a detailed analysis of the property, may reveal that the Building does not conform in certain respects to the requirements of the ADA. If so, the Building may require alterations in order to meet these requirements.
The Building was originally constructed in 1990.
Attached as Appendix A are representative photographs of both the exterior and interior features of the Building, along with representative floor plans for each of the eight floors.
2. Site Utilities:
Water, sanitary sewer, electricity, telephone, cable television and gas are all available to the site. As part of the proposed arrangement, services (other than telephone) will be segregated from the Hospital District. The Hospital District will continue to provide the existing telephone services and the related 917 extensions in return for fair market value compensation. Otherwise, a new telephone system and telephone numbers must be obtained for the Building.
Service
Provider
Telephone
Water
City of Sarasota
(941)955-2325
Sanitary Sewer
City of Sarasota
(941)955-2325
Electricity
Florida Power & Light
(941)927-4237
Cable Television
Comcast
(941)342-2112
Gas
TECO
(941)342-4006
3. Environmental Conditions:
Any documentation in possession of the Hospital District regarding environmental conditions on the property will be made available to all interested proposers. Nevertheless, the Hospital District makes no representations or warranties, expressed or implied, about the existing or future environmental condition of the property, including possible present or future pollution of the air, water or soil from any sources including, without limitation, underground migration or seepage (including radon gas). The Hospital District expressly disclaims any liability for any type of damages, whether direct, indirect or consequential, which the various properties or any person may suffer because of any existing or future environmental conditions.
4. Comprehensive Plan Designation:
The property is currently designated in the Comprehensive Plan of the City of Sarasota as follows: Metropolitan Regional.
5. Zoning:
The property is currently zoned by the City of Sarasota as follows: SMH district.
The intent and purpose of these zoning districts, along with regulations applicable to the districts, are available in the Zoning Code on the City of Sarasota’s website, www.sarasotagov.com. Condominium or other conversions shall comply with the applicable zoning district requirements.
6. Additional Restrictions:
The Hospital District is currently involved in the development of a 3-story medical office condominium building at the northwest corner of Hillview Street and Laurent Place and a 10-story medical office condominium building on the Doctors Gardens condominium parcel located on Arlington Street. The Hospital District has executed a non-binding Letter of Intent with the developer of such development and is in the process of negotiating definitive development documents. The Letter of Intent contains the following provision: “If SMH causes or permits the Waldemere Tower building to be submitted to condominium ownership, SMH will not sell, or permit the developer of the condominium to sell, any unit within the condominium prior to June 30, 2011 (or, if earlier, the closing by Developer of 80 percent of the condominium units within the buildings constructed by Developer on the Hillview Parcel and the Doctors Gardens Parcel), to any party other than an existing tenant of the Waldemere Tower building, nor shall SMH sell, or permit the developer of the condominium to sell, any unit within the condominium for less than fair market value.”
PROCESS
1. Submittal of Proposals:
Respondents shall submit written proposals in accordance with the requirements outlined in this Request for Proposals (“RFP”).
2. Evaluation and Ranking of Proposals:
An evaluation committee will evaluate the proposals using the evaluation criteria outlined in this RFP. The evaluation committee will consist of:
Bill Lyons, Board Member
Phyllis Cobb, Board Member
Greg Carter, Board Member
Bob K. Strasser, Board Member
Michael Harrington, Board Member
Gwen MacKenzie, Board Member
The evaluation committee may conduct interviews of any or all of the respondents. The evaluation committee will rank the proposals and forward its recommendations to the Hospital Board. The Hospital Board, with staff input, will determine the final ranking of the proposals, after which the Hospital will transmit written notice of the final ranking to all proposers. Substitution of evaluation committee members may be made as circumstances warrant.
3. Negotiations:
Following the ranking of the proposers, Hospital District staff will commence negotiations of definitive documents in conjunction with Hospital District legal counsel with the first ranked Developer. If a tentative agreement cannot be reached with the first ranked Developer within ninety (90) days of announcement of the final ranking, negotiations with the next ranked buyer may be commenced at the discretion of the Hospital District, and so on, until an agreement has been reached with a qualified Developer.
The definitive documents will include, without limitation, requirements for coordination and communication with all present tenants within the Building.
4. Buyer Deposit:
No payment is required to be made in conjunction with submission of a proposal. The Hospital District will require a non-refundable deposit of $25,000.00 to be made by the first ranked Developer within ten (10) days of receiving written notice of the Hospital District’s ranking. In the event that definitive documents cannot be successfully negotiated with the first ranked Developer, the second and subsequent ranked Developers shall make a non-refundable deposit of $25,000.00 within ten (10) days of written notification from the Hospital District.
5. Contact Person:
Procedural questions related to the RFP process should be directed to:
Deborah Taylor
Operations Director, Corporate Business Development
http://www.smh.com/sections/corporate/ Construction_Renovations/Projects_RFPs.html
1991 Main Street, Suite 245
Sarasota, FL 34236
(941)917-1426 (telephone)
(941)917-1875 (facsimile)
e-mail: Deborah-Taylor@smh.com
Requests for substantive clarification or information should be submitted in writing to the same address. All responses to written requests will be posted on the Hospital’s web site:
http://www.smh.com/sections/corporate/Construction_ Renovations/Projects_RFPs.html
6. Schedule:
It is anticipated that important dates within the RFP process will be as follows:
EventDate
Request for Proposals is advertisedFL Administrative Weekly 10/20/06 & 10/27/06
Sarasota Herald Tribune 10/20/06 & 10/27/06
Pre-submittal conference is conducted10/30/06
Deadline for written requests for additional information11/10/06
Due date for proposals11/13/06
Evaluation Committee short-lists proposals11/21/06
Evaluation Committee interviews short-listed proposers
and ranks proposers12/1/06
Evaluation Committee makes recommendations
to Hospital Board
Committee, Mission and Planning12/7/06
Hospital Board determines final ranking12/18/06
Proposers are notified of final ranking12/19/06
Negotiations begin12/31/06
EVALUATION CRITERIA
The evaluation of the proposals will occur in two stages. The first stage will consider evaluation criteria 1 and 2 below. This first stage review of threshold-level abilities will be used to determine viable proposals. Using these criteria, a determination will be made of proposals that will be considered in stage two.
The second stage will include an evaluation of viable proposals using all criteria listed below.
1. Background, experience and qualifications of the Respondent.
2. Financial stability of the Respondent.
3. Demonstrated ability of the Respondent to complete the project.
4. Demonstrated ability of the Respondent to meet the objectives outlined in the RFP.
5. Whether a firm is a State Certified Minority Business Enterprise certified in accordance with Section 287.0943, Florida Statutes, and/or whether a portion of the work effort will be performed by a State Certified Minority Subcontractor/Subconsultant certified in accordance with Section 287.0943, Florida Statutes.
The Hospital Board reserves the right to reject any or all proposals, waive informalities, request additional information and to negotiate an agreement with the most qualified proposer on such terms as the Hospital deems to be fair, competitive and reasonable.
SUBMITTAL REQUIREMENTS
1. Deadline for submittal of responses to this RFP:
Proposals must be received by the Hospital before 12 p.m. (noon) on November 13, 2006.
2. Form and number of copies:
Each proposer shall submit one unbound original and 10 bound copies of its proposal in 8 1/2 inch x 11 inch format. The proposals shall be submitted in a sealed opaque envelope marked in bold:
Sarasota Memorial Hospital RFP #10-20-06
Sale and Conversion of Waldemere Medical Plaza
3. Address for submittal:
Proposals shall be delivered to:
If by hand delivery:
Sarasota Memorial Hospital
Construction/Renovation
Attn.: Tom Perigo
1833 Hawthorne Street,
Sarasota, FL 34239
If by mail or courier:
Sarasota Memorial Hospital
Construction/Renovation
Attn.: Tom Perigo
1700 S Tamiami Trail
Sarasota, FL 34239
4. Minimum contents of proposals:
Respondents shall submit the following information in their proposals in the order listed below.
a. Name and address of Respondent and the name, mailing address, phone number and e-mail address of the representative authorized to act on behalf of Respondent.
b. A signature on the proposal provided by an authorized individual of the Respondent’s organization, committing the organization to the performance of the services described by the RFP. This signed document shall identify the form of the business organization including state of incorporation or formation of partnership, if any. The document shall also identify one individual authorized to negotiate on behalf of Respondent.
c. A list of major team members with a description of the role of each member of the team and a description of the Respondent’s organizational structure.
d. The financial terms, including purchase price and ground lease payments and any proposed contributions by the Hospital District, financial or otherwise.
e. A summary of how the Respondent’s proposal meets each of the Hospital District’s objectives outlined in this RFP.
f. Audited financial reports, or other corporate financial records acceptable to the Hospital District, demonstrating the Respondent’s financial capability to guarantee completion of the project.
g. A demonstration of the Respondent’s ability to secure (i) financing from a financial institution for this undertaking, (ii) liability insurance coverage, and (iii) performance bonding.
h. A graphic and written description of representative development projects, of a similar scale and character, carried out by the Respondent. Describe the role of individual team members in each of these projects.
i. The Respondent’s lead team members’ professional qualifications and experience in producing projects of a similar scale and character.
j. A list of references for lead team members, including contact names, addresses, telephone and facsimile numbers.
DISCLOSURES AND DISCLAIMERS
The information contained in this RFP is provided solely for the convenience of the Respondents. The Hospital District has assembled the information in a good faith effort to assist in the disposition process; however, the Hospital District makes no representation, warranty or guarantee as to the accuracy of the information. It is the responsibility of the Respondent to verify that the information presented is accurate and complete and any reliance on the information contained herein or on communications with the Hospital District’s representatives or its advisor(s) is and shall be at the respondent’s sole and exclusive risk.
The Hospital District reserves the right to accept any proposals deemed to be in the best interest of the Hospital District, to waive any irregularities in any proposals, or to reject any and/or all submittals and/or proposals and to re-advertise for new proposals.
The Hospital District assumes no financial or other obligation to any respondent. Any proposal submitted in response to this RFP is at the sole financial risk and responsibility of the party submitting such proposal.
The Respondent will not pay a brokerage, finder’s or referral fee, however styled, to any party in connection with this RFP, which includes the Hospital District, the Hospital Board, or any employees of the Hospital District or Sarasota Memorial Hospital.
The responsibility for submitting a proposal to this RFP on or before the stated time and date will be solely and exclusively the responsibility of the Respondent. No proposal received after the stated time and date will be considered.
Each Respondent shall examine all RFP documents and shall judge all matters relating to the adequacy and accuracy of such documents. The Hospital District shall not be responsible for oral interpretations given by any Hospital District employee, representative, or others. The issuance of a written addendum by the Hospital District is the only official method where interpretation, clarification, or additional information may be given. If any addenda are issued to this RFP, the Hospital District will attempt to notify all prospective firms who have secured the same.
However, it shall be the responsibility of each firm, prior to submitting a proposal, to contact Ms. Deborah Taylor at (941)917-1426 to determine if addenda were issued and to submit a proposal in accordance with such addenda.
All written responses, other submissions, correspondence, and all records made thereof, as well as negotiations conducted pursuant to this Request for Proposals, shall be handled in compliance with Chapters 119 and 286, Florida Statutes. The Hospital District gives no assurance as to the confidentiality of any portion of the proposal once submitted.
By offering a submission to the RFP, the Respondent certifies that the Respondent has not divulged to, discussed or compared its competitive response with other responders and has not colluded with any other responders or parties to this competitive response whatsoever.
GENERAL TERMS AND CONDITIONS
1. Responses must comply in all respects with the RFP requirements. Deviations from requirements may, at the option of the Hospital District, render the proposal non-responsive and the proposer ineligible for award.
2. The Hospital District assumes no responsibility for proposals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason.
3. The Hospital District reserves the right to waive and/or accept minor irregularities when, in the sole opinion of the Hospital District, such waiver or acceptance is deemed to be in the best interest of the Hospital District.
4. The Hospital District reserves the right to reject any or all proposals, in whole or in part, for any reason whatsoever.
5. All documentation submitted with the proposal must reference the RFP number.
6. The Hospital District reserves the right, in the sole discretion of the Hospital District, to require oral presentations from all Respondents or from a shortened list of Respondents, during any stage of the evaluation and/or selection process.
7. All proposals shall be signed by an authorized individual of the Respondent’s organization, committing the Respondent’s organization to the performance of the services described by this RFP. The proposer shall identify the form of the business organization of the proposer and the proposer shall authorize the Hospital District to negotiate exclusively with a specified individual.
8. All proposals shall remain in effect for 180 days after the due date for proposals.
9. In the event there is any material change to the terms of a proposal, including ownership or control of the respondent or the participation of any key individuals designated in a proposal, the Hospital District reserves the right to reject such proposal or terminate negotiations. Such determination shall be made at the sole discretion of the Hospital District.
10. Proposers, their agents and associates shall not contact or solicit any Hospital Board member or Hospital District employee regarding this RFP during any phase of the RFP process. Only that individual listed as the contact person in the RFP shall be contacted. Failure to comply with this provision may result in disqualification of the proposer, at the option of the Hospital District.
11. The successful proposer shall enter into an agreement with the Hospital District that shall be acceptable to the Hospital District in form and content.
12. If the agreement awarded as a result of this RFP is terminated, the Hospital District reserves the right to negotiate with the next ranked proposer for performance of the balance of the agreement.
13. Proposer acknowledges that all information contained within its proposal is part of the public domain, as defined by the Florida Sunshine and Public Records Laws. No information should be labeled confidential unless exempted under said laws.
14. There shall be no discrimination as to race, sex, color, creed, handicaps or national origin in the operations conducted under this RFP.
15. All applicable laws of the State of Florida shall apply to this RFP and resulting agreement.
16. The Hospital District reserves the right to award an agreement which is the most advantageous to and in the best interest of the Hospital District. The Hospital District shall be the sole judge of the proposals and the resulting negotiated agreement that is in the Hospital District’s best interest, and the Hospital District’s decision shall be final and binding.
17. A mandatory pre-submittal conference is scheduled for October 30, 2006, at 8:00 a.m., at Waldemere Medical Plaza, Papaya Room, 1921 Waldemere Street, Sarasota, FL 34239.
