SITKA TRIBE OF ALASKA Department of Transportation 456 Katlian Street Sitka, AK 99835 RFP-15-002 Request For Proposals RFP 15-002 Date of Issue: September 15, 2015 RFP DUE ON: October 2, 2015 at 3:00pm Alaska Time THIS IS NOT AN OFFER Land and/or Building(s) for Site of Future Sitka Tribal Transit Multi-Use Facility Respondents shall submit proposals to the Sitka Tribe of Alaska Transportation Director no later than 3:00pm_ on _Friday, October 2,, 2015. The proposals can be delivered by hand, courier, express delivery, certified or registered U.S. mail to: Gerry Hope, Transportation Director Sitka Tribe of Alaska 456 Katlian Street Sitka, AK 99835 Questions on this RFP should be directed to Gerry Hope by e-mail or phone at: gerry.hope@sitkatribe-nsn.gov or 907-747-5910
I. Introduction and Purpose The Sitka Tribe of Alaska is a federally recognized tribe, located in Sitka, Alaska, and has over 4,000 enrolled Tribal Citizens. The Sitka Tribe of Alaska (the Tribe) is seeking options for real estate for its consideration as a future site of its multi-use Tribal Transit Facility ( Facility ) for its transit service, the RIDE. The Tribe has partnered with the Center For Community to provide the service to the whole community via three routes. At this initial stage, the Tribe is only seeking proposals that identify land and/or buildings that may fit the needs for the facility, as described herein. Proposals of both improved and unimproved sites are welcome. As an overview, the preferred facility will provide the Tribe with a location to park its buses and other transit vehicles, a mechanic s shop for servicing and maintaining the buses, a bus wash, sufficient storage space for tires and parts, and an operations building with space for administration, parking and operations sized approximately 56,300 sq. ft. (including the maintenance area). The Facility will be acquired by and constructed for the Tribe with financial assistance and oversight from the State of Alaska, and the Federal Transit Administration. The new facility is needed to give the transit agency more space, and to improve the timeline for maintenance. The covered parking facility will enable us to better maintain our vehicles, as will the bus wash facility. The Tribal Transit Department currently has staff consisting of: Administrative Staff: 2 FTE Administrative Bus Operators: Six Permanent Part-Time and Two On-Call Part-Time Maintenance: One Mechanic on contract Part Time Temporary: One Funding for the project will primarily come from the Federal Transit Administration. Accordingly, applicable federal rules and regulations for the acquisition of a chosen property will apply. However, this phase of the project is merely to identify potential sites. By means of the Request for Proposals, the Tribe is soliciting proposals from interested land owners with property that may meet the Tribe s needs. The Tribe will screen all proposals, and with the cooperation of the State of Alaska and ultimate consent of the Federal Transit Administration seek to negotiate purchase of the site with the most qualified respondent. The Tribe, through the Alaska DOT/PF, intends to purchase the property by December, 2015. II. Sale and Acquisition Terms
Terms of the sale and acquisition will be negotiated with the successful offer or following compliance with applicable federal and state acquisition regulations, particularly with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, as amended (42 U.S.C. 4501-4655) and its implementing regulation (49 C.F.R 24), and Alaska s Uniform Real Property Acquisition Policy, A.S. 34.60.120. Acquisition of real property is covered by FTA Circular 5010.1D, Chapter IV; 49 C.F.R. 18.31, 49 C.F.R. 24 subpart B, and the FTA Master Agreement, Section 19.1. At the minimum, the Circular and regulations will require: - A Hazardous Waste Site Assessment / National Environmental Policy Act Approval, - A comprehensive title search - An independent appraisal by a certified appraiser, as well as a review of that initial appraisal. - Review and concurrence by the Federal Transit Administration related to the Tribe s offer to purchase the property. III. RFP Schedule and Deadlines 1. RFP Release Date: Tuesday, September 15, 2015 2. Question and Answer Period Deadline: 9/15/15 9/30/15 3. RFP Response Deadline: 3:00pm Alaska._Tuesday, October 2, 2015_ 4. Initial Decision Made: Thursday, October 8, 2015 IV. Instructions for Questions and Addenda Interested parties may make written inquiries concerning this RFP by mail, fax, or e-mail to the contact person below. All inquiries must be received by the Question and Answer Period Deadline above. Individual questions will not be answered directly to the submitter, but will be responded to as an addendum to the RFP. The addendum will be e-mailed to each potential responded of record and posted electronically at http://www.sitkatribe.org. The identity of the submitter will not be disclosed. Direct all questions to Gerry Hope, Transportation Director, Sitka Tribe of Alaska, 456 Katlian Street, Sitka, AK 99835 or gerry.hope@sitkatribe-nsn.gov, or 907-747-4915. Any addenda issued will be clearly marked, will be numbered consecutively, and will become part of this RFP. V. Instructions for Submitting Proposals
Respondents must submit 2 copies of their proposals, in writing, to the Transportation Director via mail/fedex/ups, fax, e-mail, or hand delivery so that they arrive prior to the deadlines outlined above and to the contact person on the cover page. Late proposals will not be accepted. Proposals should include the information contained in the format of attachment 1 to this RFP. Proposals will not be returned to respondents. VI. Site Tours The Tribe will request to tour the site and/or building(s) in order to clarify the written information submitted in the RFP. The tours will take place after the RFP deadline, and the Tribe will coordinate with the respondent as to timing. VII. Proposal Evaluation 1. This solicitation, evaluations of proposals, and any subsequent negotiations shall be made in conformance with applicable Tribal law and polices, state law and regulation, and federal law and regulation. The Tribe reserves the right to withdraw this Request for Proposals at any time. The Tribe reserves the right to re-issue this RFP if proposals received are unsuitable for the Tribe s purposes. 2. Any subsequent purchase of real property following this RFP will be executed in order to offer the greatest benefit to the Tribe when considering the total value to be delivered. No purchase will proceed unless the sale price and terms are reasonable and within the Tribe s funding for the Facility. 3. Factors that will be used to evaluate proposals will include, but not be limited to: i. Sufficient size and/or acreage to meet the Tribe s needs. ii. Location of the property and proximity to the RIDE lines or tribal facilities. iii. Current status of buildings and improvements, if any, including the degree of rehabilitation, reconstruction, demolition, or new construction needed to finalize the Facility. iv. Availability of utility, sewer, and water hookups v. Cost of Property vi. Zoning of Property vii. Presence of Hazardous Waste or soil contamination and degree of cleanup required. viii. State of title to property, including status of any restrictive covenants or easements on the Title or running with the land. ix. Any other criterion the Tribe deems in its best interest. 4. If, during negotiations or discussions of purchase, the Tribe determines at its sole discretion that a satisfactory agreement is not possible or is unlikely, the Tribe may end negotiations and enter into negotiations with another respondent or pursue other
alternatives, whichever is in its best interest. Successful response to this RFP does not create any agreement or contract. 5. If the respondent discovers any discrepancy, error, or omission in this RFP or its attachments/addendum, the Tribe shall be notified immediately so that it may issue a written clarification or notation to all parties. VIII. Scope of Needs The Tribe s current transit program lacks sufficient space to house the operations, maintenance, and administrative functions of the RIDE at one location. The RIDE currently operates out of the STA Tribal Administration Building at 456 Katlian Street. The leased building has approximately 2,000 sq.ft. of floor area, of which 1,000 sq. ft. are available for the RIDE. Vehicle maintenance is currently provided by an independent automotive repair shop, and maintenance arrangements will be more efficient with the proposed bus maintenance facility. Transit buses are presently stored offsite in an unsecured parking lot approximately 0.5 miles north of the STA Tribal Administration Building. The unpaved parking lot is difficult to plow and is located at the base of a steep cliff, which results in snow, tree debris, and dirt piling onto vehicle In 2008 Sitka Tribe of Alaska was a successful recipient of a grant from the Community Transit Association of America (CTAA) to have an assessment of the land available in Sitka for a transit bus maintenance facility. The contractor that conducted the assessment was LSC Transportation Consultants, Incorporated. The study was completed in 2009, and is available on request to respondents by contacting Gerry Hope at gerry.hope@sitkatribe-nsn.org. The study identified the need to house all of the RIDE s administrative and operational functions in one facility, and that additional space was needed to accommodate other Sitka Tribe of Alaska s transportation programs. The following is an approximate outline of the needs for the facility. This outline is provided for context only; the Tribe is willing to consider modifications to the outline (such as multiple stories): 1. Approximately 1.3 acres of space i. 2,000 sq. ft. of administrative space ii. 1,500 sq. ft. for training/conference space, restrooms, and lockers/showers. iii. 4,500 sq. ft. for maintenance areas iv. 800 sq. ft. for circulation and utilities v. 12,200 sq. ft. for storage of buses and vans (covered) vi. 3,500 sq. ft. for bus wash areas vii. 1,500 sq. ft. for tire and part storage. viii. 22,400 sq. ft. for parking and sufficient space for bus movement ix. 9,400 sq. ft. for landscaping. 2. Adequate and maintained road access for employees, visitors, and buses.
The Tribe is also providing, as Appendix 1 to the RFP, a detailed table describing the Sitka Transit Facility Functional Space Requirements. Please remember that the space requirements are guidelines only, and any property owner with a site that may fulfill the above needs should apply. The respondent must be able to provide fee simple title to the Tribe, free of any undesirable encumbrance, covenant, or easement. IX. Authorized Signature All proposals must be signed by an individual authorized to bind the respondent to the provisions of the RFP, including the ability to provide title. If any amendments are made to the proposal, they must be received before the proposal submittal deadline and signed by the original signor. X. Conflict of Interest Each proposal shall include a statement indicating whether or not the owner(s) of the property has a possible conflict of interest (e.g., currently employed by the Sitka Tribe of Alaska or formerly employed by the Sitka Tribe of Alaska within the past two years) and, if so, the nature of that conflict. The Tribal General Manager reserves the right to consider a proposal nonresponsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the program to be developed by the respondent. The General Manager s determination regarding any questions of conflict of interest shall be final. XI. Costs of Preparation The costs of preparing a response to this RFP shall be borne by the respondent alone; the Tribe will not pay any costs associated with the preparation submittal, or presentation of responses to this proposal.
Attachment 1: Form of Response All respondents must submit responses in the following format, responding to each item in the order presented. 1. Property Profile i. Address and or Location of Property ii. Total acreage of property iii. Current zoning designation and current use iv. Square footage of any improvements, in the following categories: a. Administrative / Office b. Mechanical or Maintenance Use c. Storage d. Parking (Covered and Uncovered, if any) and Pavement v. Status of property title vi. All easements, covenant, or encumbrances on title or running with the land vii. Utilities present, including water/sewer, power, and internet/cable viii. Age of any buildings or improvements ix. Description of the physical state of improvements, buildings, and land x. Description of the condition of any interior improvements xi. Description of any hazardous material or soil contamination present xii. Any narrative description respondent wishes to provide xiii. Proposed sale price or range or price xiv. Please include photos of the site, improvements, and building 2. Owner Profile i. Name of Owner ii. Type of entity (individual, partnership, agency) iii. Address and contact information of owner iv. Years the property has been owned by owner v. List of any code violations, citations, or negative inspections of the land or improvements/buildings thereon within the last 2 years. vi. List of litigation related to the owner and the land and/or improvements during the last three years.
Appendix 1: