Questions and Answers to the RFP for Professional Property Management Bid Will UCDHS please provide a list of all UCDHS locations subject to this RFP? A list of all lease properties will be provided. Successful vendor and UCD will negotiate which properties are to be covered. Are any of these sites in the Scope of Services structured as condominiums? NO How many different building owners are reflected in the Scope of Services outlined here? 23 different owners and / or property managers according to list dated August 2016. How many buildings covered by the Scope of Services currently have onsite staff to address tenant requests? Each building has an assigned building coordinator who is the on-site contact for the new property management company. UCD does not provide any on-site property management staff. A few of the building owners have staff on-site and/or nearby. Does UCDHS use a standard lease wherever it is a tenant? If so, will UCDHS provide copy to respondents? Yes. Most leases are modified gross leases. There are some full service leases and also triple net. We will provide a standard lease sample. The lease does get modified per each owner during negotiations. When will UCDHS provide property management provider with copies of the leases subject to this agreement? The successful bidder will receive copies of all relevant property documentation including all leases. Successful vendor will be provided access to UCDHS Facility Link Database which includes detailed information about each property. What are the requirements/obligations of UCDHS as a tenant in the leases governed by the Scope of Services? To notify the owner or property manager of issues with the building whether it is HVAC calls, lighting, plumbing problems, and to make sure the owner or PM completes the repairs in a timely manner. Is UCDHS required to provide its own maintenance for any of its leased sites? If so, which ones? Some leases require that we take care of light bulb replacement. Also, janitorial maintenance is typically a contract held by UCD.
How many of the sites governed by the Scope of Services are subject to Joint Commission Accreditation or review? All medical office buildings are subject to Joint Commission review and inspections. What is the nature of the calls to be received from UCDHS tenants? Work orders/maintenance requests? Please provide samples of the types of requests respondents may receive. Hot/Cold Calls, lighting issues. Janitorial issues, parking lot problems, plugged toilets, noise or indoor air quality complaints, dripping faucets, landscaping irrigation leaks, door problems. Please clarify whether or not respondents primary responsibility will be to direct and confirm that building owner s property management staff has responded to tenant requests and is fulfilling obligations of the lease? YES that is correct. Many property management companies seem to let work orders slip by and they are not followed up on. The landlord or PM might assume that their plumber showed up to fix a toilet when in fact no one ever showed up and it s still out of order another week later. Are other parties, besides Landlord s property management staff, engaged to provide these services by UCDHS, such as an engineering vendor? Will any part of the outsourced services require respondent firm to provide engineering services in UCDHS tenant suites? No, UCD may request that PM vendor provide suggestions regarding vendors to use. These are typically subject to approval by the building owner. UCD currently contracts for some janitorial services and for emergency light monthly testing. Please describe the obligations of the UCDHS landlords for leased locations to provide tenant service, preventive maintenance and other capital improvements to the assets where UCDHS is a tenant? What recourse does UCDHS have if landlord(s) fail to comply with the terms of these leases? Landlords are required to repair maintenance problems within a reasonable amount of time. Failure to do so the University has the right to make the necessary repairs and deduct the cost from the rent. If that does not work, Real Estate Services will issue a letter demanding relief. In some circumstances the owner may be placed in default of the lease. Capital improvements will vary depending on the needs of the University, the building owner and the lease terms. UCD may occasionally request improvements or modifications during the term of the lease. Building owner is typically responsible for building shell and grounds. UCD may request that owners make improvements when property needs repair i.e. roof repairs, sidewalk maintenance, exterior painting etc. Many leases also provide allowances for carpet, paint and other interior replacements at certain intervals. The RFP requests respondents provide a log of R & M at each facility. Please clarify if this requirement governs only the areas of the facility that UCDHS leases? YES. Or, if the requirement extends to the entire facility? Or, is it restricted to building systems governed by Joint Commission review?
Does UCDHS currently use a work order management system to track its work orders? If so, which one? If not, does UCDHS have a preference for such a system? UCD Facilities Planning department does NOT have a work order system. UCD would like the successful vendor to have a work order system and/or some automated way of tracking requests and responses. UCD has no preference as to how this is achieved and looking for suggestions. Can UCDHS share a copy of any existing policies and procedures? Yes. Infection Control Risk Assessment and temperature policy. Can you provide a detailed list, including addresses, of all locations? This will allow us to understand the geographical coverage area. List of properties will be provided. Are your leases full-service or NNN? If a combination of the two, can you provide clarification by location? Most leases are modified gross lease where UCD pays for the utilities, janitorial and security systems. There are a couple full service leases and also a couple triple net leases. Are there any accounting services being requested from the property management firm? No, although successful vendor may be asked to review invoices for accuracy and to review year-end reconciliation of CAM charges. How will property invoices be paid, when the service/repair is the responsibility of the University? Invoices will be sent to the UCD planning contact for processing. Is lease administration, for the 61 leases, part of the scope of this RFP? NO Can you elaborate on the scope of work associated with vendor parking permits? When working/visiting buildings located at the Sacramento campus a parking permit is needed for the day. Permit may be purchased daily at a kiosk or a UCD permit may be purchased. Most off campus buildings do not require a parking permit. The scope of work includes obtaining Infection Control Risk Assessment (ICRA) Permits for small construction work completed in the leased clinical buildings, however, the Overview/Scope of Work states, Larger scale requests such as remodels and other modifications would continue to be managed through Planning. Will the incumbent property management vendor be responsible to oversee construction work? If so, can you explain how it is determined if a project is managed through Planning versus the property management firm? For example, there is a mini flood in a clinic due to a pipe failure. The landlord is required to make the necessary repairs. The landlord must abide by the ICRA standards for preventing dust and odors from filtering through the clinic. The UCD Property Manager would need to make sure the ICRA containment measures are in place prior to the landlord starting his demo work. If there is a project to build a large office in an open area, this work would be completed and planned out using the UCD facilities planning department who would oversee these projects and make sure the containment is in place and negative pressure is part of the construction SOW. This work was first given the approval of the owner and the University pays for this type of build out typically.
Is the property management firm required to contract for services such as, annual med gas certifications and maintenance, generator testing, etc., directly with the vendor or will a UC Davis contract be used? The property manager would need to be sure that the med gas or generator maintenance is completed in a timely manner and remind the owners if the tests are due. The successful vendor may be asked to provide vendor recommendations and oversight. Contract would be held by UCD or by building owner. Does the property management firm need to include the cost for services, such as, annual med gas certification and maintenance, generator testing and ICRA permits, etc., in their proposal? NO If so, can you provide more information to allow the property management firm to quantify these services? (For example, how many locations require Med gas certification, how many generators are there, etc.) Will there be an opportunity to tour the properties? A list of properties will be provided. Locations Will a property list be released? In an effort to provide accurate pricing, we would prefer to review the sites included in this RFP. After Hours Protocol What is the after-hours coverage expectation? Is this a general expectation that management be accessible and available to assist with issues after standard business hours? Is there an expectation that assets will be staffed after standard business hours? After-hour calls for lease properties do occasionally come in. Minor water intrusion or a building was broken in to. We would want to get the property management company to pick up these calls and visit the location if needed. Follow through with landlords to secure the building and isolate the water leaks. Will UC Davis be open to using the property management company s issued contracts for vendors? Is there a UC Davis mandated format for issuing service contracts? Need to learn more about this. Many times UCD uses the landlords service providers. What are the accounting related expectations of management (if any)? No real accounting needs. Most needed is to stay on top of fire and life safety inspections, and chase the landlords for completing repairs and doing their annual service such as window washing and parking lot light maintenance etc Annual Med Gas What are the inspection requirements imposed by UC Davis? Will UCD be open to management outsourcing this piece to a 3 rd party vendor? Med gas is not a large part of this service agreement. Most clinic managers are on top of the med gas contracts. There is a requirement that we follow and ensure compliance with all UCD/UCDHS policies and procedures. Can we please receive a copy for review?
Policies governing lease properties are typically Infection Prevention, flood response, fire compliance, Joint Commission etc. Successful vendor will be provided all needed policies. Maintenance Responses What are the established parameters for follow up as referenced in the RFP? Response parameters vary by location and by whether the property is clinic or office. Parking Permits We are looking for some clarification. Is this simply an issuing/management of parking permits for service contractors at the various locations? Some lease locations are on the Sacramento campus where parking permits are needed. Daily permits can be purchased through a kiosk when visiting the Sacramento campus. What are the security requirements imposed by UC Davis for the various properties? Are all vendors and their employees subject to background checks, etc. prior to employment? NO Who is responsible for this expense? Cardkey access will be provided and hard key access will also be provided along with necessary alarm codes as needed. Fire/Life Safety What are the requirements for these assets? Is there a requirement to manage in accordance with Joint Commission requirements? YES Quarterly fire sprinkler test, annual fire alarm tests, emergency and exit light testing. May we have an inventory of properties under consideration for this engagement, including addresses, square footage, type of occupancy (office, medical, lab, etc.) and type of lease (full service, net, NNN, etc.)? List of lease properties will be provided. Final determination of which properties will be covered under this contract will be negotiated between successful vendor and UCD. The RFP states that the properties under consideration include 600,000 to 750,000 square feet of space yet later in the document; it s stated that the square footage is 1,000,000 square feet. Can you explain the variance? The successful vendor will cover a portion of the properties. To be determined and negotiated with successful vendor. UCD facilities planning staff and/or on-site property management provided by building owner will cover the remainder of the properties. Does UCD utilize particular property management software such as Yardi or MRI? NO Would you require or prefer the new property management company use this software? NO Would you like us to recommend a property management software package for use by the University? UCD is interested in having the successful vendor manage work orders and other tracking electronically. Will the selected entity handle the project accounting and monthly payables? NO
What sort of reporting would the University prefer? Accounting or operations? Will monthly narratives of the various properties be helpful? YES We need to stay on top of the on-going repairs and maintenance and make sure the work is completed in a timely manner. Mostly need operational over sight and follow through. No financial accounting needed. Is financial reporting part of the scope? NO Does the University currently have Standard Operating Procedures in place for their leased properties and would you like a review of them as part of this engagement? If SOP s don t currently exist, would you like us to create them? UCD does not currently have formally documented SOPs. It would be helpful to have them documented, but is not a requirement of this RFP.