Loading...
HomeMy WebLinkAbout08 PROP MGMNT SVC 10-20-97NO. 8 10-20-97 DATE: TO: FROM: SUBJECT: OCTOBER 20, 1997 WILLIAM A. HUSTON, EXECUTIVE DIRECTOR REDEVELOPMENT AGENCY STAFF PROPERTY MANAGEMENT SERVICES - MCAS-TUSTIN Inter-Com RECOMMENDATION Authorize ~he City Manager or Assistant City Manager to execute an Agreement for Contract Services between the City of Tustin and Preferred Real Estate Management, Inc., subject to approval of said Agreement by the City Attorney. FISCAL IMPACT Expenses for lease administration and property management related to the MCAS-Tustin project are authorized reimbursable expenses in the City's lease with the Navy on Building 29. BACKGROUND On June 16, 1997, the City Council authorized the City to enter into a lease with the Navy on Building 29 (Hangar No. 2) and to also negotiate and execute any future subleases for the building. After resolving all lease issues and executing a lease with the Navy on August 5~, the Age.ncy subsequently subleased the hangar to HBO on August 15th. Provisions of the Master lease with the Navy permit the Agency to recover expenses incurred in administering, marketing and managing the lease in an amount not to exceed 15% of the federal government's gross revenues. With a sublessee now in place, staff have expended significant man hours in responding to sublessee needs and we continue to expect a significant amount of attention needed for any future tenants. Appropriately, a Request for Proposal (RFP) for property management services was issued to 17 firms. Responses were received from seven (7) firms. With support from the Chairman of the MCAS-Tustin Marketing Committee and Field Services, interviews were held with three (3) firms who best responded to the RFP. Mr. William A. Huston Property Management Sen, ices - MCAS-Tustin October 20, 1997 Page 2 As a result of interviews and reference checks, the firm of Preferred Real Estate Management, Inc. are recommended to prOvide property management services for Building 29 at a monthly cost of $1,250. The consultant will also be reimbursed for any costs for repairs, alterations or servicing requirements requested by City. These repairs are also reimbursable costs from the Navy in the Master lease on Building 29. Provisions of the attached Contract and Agreement would also permit change orders in the event the City wished to add future leased buildings at MCAS-Tustin to the contract. · :y ° g CAS:kd~reportXmcasprop.doc Attachments CONSULTANT SERVICES AGREEMENT This Agreement for Contract Services (herein "Agreement"), is made and entered into by and between the CITY OF TUSTIN, a municipal corporation ("City"), and Preferred Real Estate Management, Inc., ("Consultant"). WHEREAS, Consultant is 'qualified to provide the necessary services and has agreed to provide such services; and WHEREAS, Consultant has submitted to City a proposal, dated August 15, 1997, a copy of which is attached hereto as Exhibit "B", and is by this reference incorporated herein as though set forth in full hereat (the "Proposal"). NOW, THEREFORE, in consideration of the premises and mutual' agreements contained herein, City agrees to employ and does hereby employ Consultant and Consultant agrees to provide services as follows: 1.0 SERVICES OF CONSULTANT 1.1 ScoPe of Services. In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services specified in the "City's Request for Propogal Scope of Services" attached.hereto as Exhibit "A" and incorporated herein by this reference, (the "services" or the "work") and in the Consultant's proposal, "Exhibit B." Consultant warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with all standards prevalent in the industry. In the event of any inconsistency between the terms of such proposals and/or the text of this Agreement, the text of this Agreement and Exhibits B, C, D, and E shall govern. 1.2 Compliance with Law. Ail services rendered hereunder'shall be provided in accordance with all Federal, State of California laws, and the ordinances, resolutions, statutes, rules, and regulations of the City of Tustin and the Tustin Community Redevelopment Agency. .1.3 Familiarity with Scope of Services. By executing this Contract, Consultant warrants that Consultant (a) has thoroughly investigated and considered the work to be performed, (b) has generally acquainted itself with the site of the work and conditions there existing and (c) has carefully considered the means and methods for performance (d) fully understands the facilities, difficulties, restrictions attending performance of the work under this Agreement. Should the Consultant discover any latent or previously unknown conditions materially differ'ing from those inherent in the work or as represented by the City, Consultant shall immediately inform City of such fact and shall not proceed with any work except at Consultant's risk until written .instructions are received from the Contract Officer. 1.4 Care of Work. The Consultant shall adopt reasonable methods during the life of the Agreement to prevent loss or damage to materials, papers and other components thereof to .minimize losses of damages and shall be responsible for all such damages until acceptance of work by City, except such losses or damages as may be caused by City's own negligence. 1.5 Additional Services. In accordance with'the terms and conditions of this Agreement, the Consultant shall perform services in addition to those specified in the Scope of Services when directed to do so in writing by the Contract Officer, provided that Consultant shall not be required to perform any additional services without additional, reasonable compensation. Any additional compensation may be approved in writing by the Contract Officer. Other applicable provisions for additional services are found in Sections 2.3 and 2.4. 1.6' Special Requirements. Additional terms and conditions of this Agreement which are made a part hereof are set forth in Exhibit "C", "D" and "E" and are incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit "C" and "D" and any other provision of this Agreement, including Exhibits "A" and "B", the provisions of Exhibit "C", "D" and "E" shall govern. 2.0 COMPENSATION 2.1 For the services rendered pursuant to this Agreement, the Consultant shall be compensated in accordance with Exhibit C (attached). 2.2 Method of Payment. In any month in which Consultant wishes to receive payment, Consultant shall, no later than the first (lst) working day of such month, submit to the City in a form approved by City; an invoice for services rendered prior to the date of the invoice. City will pay Consultant for all expenses stated thereon which are approved by city pursuant to this Agreement no later than the last working day of said month. 2.3 Chanqes. In the event of any change or changes in the scope of work requested by City, the parties hereto shall execute an addendum to this Agreement, setting forth with particularity all terms of the Addendum', including but not limited [o any additional compensation to Consultant. 2.4 Payment for Chanaes. Changes approved pursuant to an Addendum shall be compensated in amounts not in excess of personnel hourly rates shown in Consultant's Proposal (Exhibit A) . 3.0 PERFORMANCE SCHEDULE 3.1 Time of Essence. Time is of the essence in the performance of this Agreement. 3.2 Schedule of Performance. Ail services rendered pursuant to this Agreement shall be performed within any time periods prescribed in any Schedule of Performance attached hereto marked Exhibit "E". The extension of any time period specified in the Exhibit "E" must be approved in writing by the Contract Officer. 3.3 Force Majeure. The time for performance of services to be rendered pursuant to this Agreement may be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if the Consultant shall within ten (10) days of the commencement of such condition notify the Contract Officer who shall thereupon ascertain the facts and the extent of any necessary .delay, and extend the time for performing the services for the period of the enforced delay when and if in the Contract Officer's judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4 Term. Unless earlier terminated in accordance with Section 7.7 of this Agreement, this Agreement shall continue in full force and effect until 'satisfactory completion of the services. · 4.0 COORDINATION OF WORK 4.1 Representative of Consultant. The following Principals of the Consultant are hereby designated as being the principals and representatives of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: Allan Kotin, Senior Principal and Thomas R. Jirovsky, Managing Principal. It is expressly understood that the experience, knowledge, capability and reputation of the foregoing Principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Principal shall be responsible during the term of this Agreement for'directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The foregoing Principal may not be changed by Consultant without the express written approval of City. 4.2 Contract Officer. The Contract Officer shall be the Assistant City Manager of City unless otherwise designated in writing by the City Manager of City. It shall be the Consultant's responsibility to keep the Contract Officer fully informed of the progress of 'the performance of the services and Consultant shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3 Prohibition Aqainst Subcontractinq or Assiqnment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 4.4 Independent Consultant. Neither the City nor any of its employees shall have any control over the manner, mode or ~a~s by which Consultant, its agents or employees perform the services required herein, except as otherwise set forth herein. ConSultant shall perform all services required herein as an independent Consultant of City and shall remain at all times as to City a wholly independent Consultant with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents.or employees are agents or employees of City. 5.0 INSURANCE, INDEMNIFICATION AND BONDS 5.1 Insurance. Consultant shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, public liability and property, damage insurance against all claims for injuries against persons or damages to property resulting from Consultant's performance under this Agreement. Consultant shall also carry workers' compensation insurance in accordance with California worker's compensation laws. Such insurance shall be kept in effect during the term of this Agreement and shall not be cancelable without thirty (30) days written notice to City of .any proposed cancellation. The City's certificate evidencing the foregoing and designating City as an additional named insured shall be delivered to and approved by the City prior to commencement of the services hereunder. The procuring of such insurance and the delivery of policies or certificates evidencing the'same shall not be construed as a limitation of Consultant's obligation to indemnify the City, its. Consultants, officers, and employees. The amount of insurance required hereunder 'shall -4- include comprehensive general liability, personal injury and automobile liability with limits of at least One Million Dollars ($1,000,000) combined single-limit per occurrence and professional liability coverage with limits of at least Five Hundred Thousand Dollars ($500,000). Coverage shall be provided by Admitted Insurer's with an A.M. Best's Key Rating of at least A VII. If Consultant provides claims made professional liability insurance,. Consultant shall also agree in writing either (1) to purchase tail insurance in the amount required by this agreement to cover claims made within five years of the completion of Consultant's services under this agreement, or (2) to maintain professional liability insurance coverage with the same carrier in the amount required by this agreement for at least five years after completion of Consultant's services under this agreement. The Consultant shall also be required periodically to provide evidence to City of the purchase of the required tail insurance or continuation of the professional liability policy. 5.2 Indemnification. The Consultant shall defend, indemnify and hold harmless the City, its officers and employees, from and against any and all actions, suits, proceedings, claims, demands, losses, costs, and expenses, including legal costs and attorneys' fees, for injury to or.death of person or persons, for damage to property, including property owned by City, and for errors and omissions committed by Consultant~ its officers, employees and agents, arising out of or related to Consultant's performance under this Agreement, except for such loss as may be caused by City's own negligence or that of its officers or employees. 6.0 RECORDS AND REPORTS 6.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer .shall require. 6.2 Records. Consultant shall keep such books and records as shall be necessary to properly perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have' full and free access to such books and records at all reasonable times, including the right to inspect~ copy, audit and make records and transcripts from such records. 6.3 Ownership of Documents. Ail drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of.the~exercise by City of its -5- full rights or ownership of the documents and materials hereunder. Consultant may retain copies of such documents for its own use. Consultant shall have an unrestricted right to use the concepts embodied therein. 6.4 Release of Documents. Ail drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 7.0 ENFORCEMENT OF AGREEMENT 7.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out 'of or in relation to this Agreement shall be instituted in the Superior Court of the County of Orange, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to Submit to the personal jurisdiction of such court in the event of such action. 7.2 Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party cures any default within ninety (90) days after service of the notice, or if the cure of the default is commenced within thirty (30) days after service of said notice and is cured within a reasonable time after commencement; provided that if the default is an immediate danger to the health, safety and general welfare, the City may take immediate action under Section 7.6 of this Agreement. Compliance with the provisions of this Section shall be a condition precedent to any legal action, and such compliance shall not be' a waiver of any party's right to take legal action in the event that the dispute is not cured. 7.3 Waiver. No delay or omission in the exercise of any right or remedy of a non-defaulting party on any 'default shall impair such right or remedy or be construed as~ a waiver. No consent or approval of City shall be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Consultant. Any waiver by either par~y of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.4 Riqhts and Remedies are Cumulative. Except'with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one Or more of such -6- rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 7.5 Legal Action. In addition to any Other rights or remedies, either party may take legal action, in law or in equity, to.cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, a declaratory judgment or any other remedy consistent with the purposes of this Agreement. 7.6 Termination Prior to Expiration of Term. The City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Consultant, except that where termination is due to the fault of the Consultant and constitutes an immediate danger to health, safety and general welfare, the period of notice shall be such shorter time as may be appropriate. Upon receipt of the notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. 7.7 Termination for Default of Consultant. If termination is due to the failure of the Consultant.to fulfill its obligations under this Agreement, City may take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent.that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated, provided that the City shall use reasonable efforts to mitigate damages, and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed to City. 7.8 Attorneys Fees. If either party commences an action against the other party arising out of or in connection with this Agreement or it subject matter, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party. 8.0 CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION 8.1 Non-Liability of City officers and Employees. No officer or employee of City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by the City or for any amount which may become due to the Consultant or its successor, or for breach of-any obligation of the terms of this Agreement. 8.2 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, '--7-- and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color, creed, religion, sex, marital status, national' origin, or ancestry. Consultant shall take affirmative action to insure that applicants and employees are treated'without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry. 9.0 MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice, demand, request, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Either. party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section. To City: CITY OF TUSTIN 300 Centennial Way Tustin, CA 92680 Attention: Christine Shingleton Assistant City Manager (Contract Officer) To Consultant: Nancy Schaaf, CPM .President Preferred Real Estate Management, Inc. 1616 E. 17th St., Suite 11 Santa Ana, CA 92705 9.2 Inteqrated Agreement. This Agreement contains all of the agreements of the parties and~cannot be amended or modified except by written agreement. 9.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in Writing. 9.4 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement .shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, .sentences, clauses, paragraphs, or -8- sections of this Agreement, which shall be interpreted to carry out the intent of the parties hereunder. 9.5 Corporate Authority. The persons executing this Agreement on behalf of' the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement 'as of the dates stated below. Dated: APPROVED AS TO FORM: "Ci ty" CITY OF TUSTIN, a municipal corporat ion By: William Huston City Manager Lois Jeffrey City Attorney "Consultant" Preferred Real Estate Management, Inc. By: Nancy Schaaf, CPM President CAS: kbm~ CONSULTS\prefreal. con EXHIBIT A REQUEST FOR PROPOSAL REQUEST FOR PROPOSAL FOR PROPERTY MA-NAGEMEh'I' SERVICES FOR CITY OF TUSTIN AT MAR~ CORPS AIR STATION, TUSTIN I. PROPOS.&L FOR RFP The anticipated closure of Marine Corps Air Station (MCAS), Tustin is opening up the opportunity for the City's leasing of vacant buildings at the base to private and public interests. The City is inviting proposals from qualified property management .companies to provide limited property management services for its first .anticipated lease. PropoSals must be submitted no later than August 15. 1997 at 5:00 p.m. to: City of Tustin City Manager's Office 300 Centennial Way Tustin, California 92780 11. - PROPERTY DESCRIPTION mo Marine .Corps Air Station (MCAS) - Tustin is Bordered by Redhill Avenue, Edinger Avenue, Jamboree Road and Barranca Parkway (Base Entrance is at Redhill and Valencia). · · MCAS-Tustin.is a military installation consisting of apprOximately one thousand five hundred ninety-four (1,594) acres.' MCAS-Tustin is currently owned by the Un/ted States of America, throu~ja the Department of Navy. The Federal Government has determined to close MCAS-Tustirt, declare ii as' surplus property and will make portions of MCAS- Tustin available for civilian reuse pursuant to the Defense Base Closure and Realignment Act of 1990. The City of Tustin has been recognized as the Local Redevelopment Authority (IRA) and as such may enter into interim leases for buildings not being used by the Marine Corps. The LRA also has the right to sublease such buildings to other entities. The City of Tustin has entered into a lease for Building 29 (Hangar No. 2) and is 'requesting property management proposals roi' this sole property at this time. Bo Building' 29 (Hangar No. 2) - is located in the center of MCAS-Tustin adjacent to the operational areas. (Refer to Exhibits: "A", "B" and "C" for further Property Information) OPERATING HISTORY The City will begin a lease on Building 29 at MCAS-Tustin in August 1997. Janitorial semdces will be the responsibility of the tenant. IV. SCOPE OF SERVICES AND PROPOSED CONTRACTS The City of Tustin seeks to enter into a contract with a property management firm to provide limited property management services. The Scope of Services and final contract to be executed by the selected firm will include but not be limited to the following elements: General Responsibilities: o Market and lease building when vacant, and only when requested by City as an additional Scope of Service. . Maintain the condition of Building 29 and surrounding grounds, . . Provide all necessary services, materials, equipment supplies, facilities, and professional and technical personnel to implement approved management plan for Building 29. · Comply with the City's guidelines and direction regarding property management for building 29. Report directly to the City of Tustin. g. . Coordinate special service arrangements, when requested by City as an additional Scope of Service. Specific Responsibilities: By April of each year, prepare an annual l~udget for the subsequent fiscal year (July 1 - June 30) to be approved by the City and operate within that budget. Variances from that budget exceeding 10 percent must be justified in writing on a monthly basis. . Assure that ail project expenses are necessary and reasonable. Must obtain contracts, materials, supplies and serxdces on competitive terms which result in the best advantage for the project. : . . Prepare a marketing budget and plan if requested by City (as an additional Scope of Service). This is to include descriptions of targeted tenants, recommended rental rates and policies, with specific emphasis on leasing and marketing strategies that' incorporate advertising and promotions to facilitate expedient phased leasing of each area, with a target date for completing lease-up. It should also include supported means of maximizing tenant retention. PrePare a property management plan for the site. Included in this plan must be: bo The planned project personnel; staff list by position and resum~ for each, if currently employed; plan. for emergency maintenance personnel and tenant procedures to contact such personnel. All leasing arrangements will be finalized by the City. All leases must be consistent with the provisions of the Prime Lease between the Navy and the City, format provided. Unit inspection forms, to determine building condition, must be completed before a tenant moves into the building and when they vacate. Eviction procedures should be identified within this plan. Any . . delinquency in payment without good faith efforts to comply with lease may be condition for eviction. Security plan including a description of how breaches of security are reported mediately to the appropriate authority (Marine Corps). d.- Recommended services for the building, personnel and materials needed to pro'v/de services, duties of each position needed to implement services. e. Work order system for repairs and maintenance. f. Inventory trackdng system for supplies and equipment. g. Energy.conservation measures. h. Pest and rodent control. Maintenance plan to provide neat, clean, safe, and sanitary conditions for interiors and exteriors at all times including: trash and litter removal fi.om receptacles and common areas and mowing weeds. Common areas include: parking areas and exterior walls. Such a plan shall include a time-fi.me for pro~dding services. *&at-:,nc~~u~. ~r~no~_ lh-_;ted lo, ;e,~:~o'd, ng -,~-c~ds aid'--- ~ :;:'-nE ?-~-~-_< ~ ~-~7 ::~::~-:~v:~7-' Further, maintenance should ensure that the building has weather-tight roofs, windows, ceilings and floors. Hot and cold water, sanitary faci/ities, sewage disposal, heating, ventilation, electricity, plumbing, appliances, all should be provided in good and safe working order. (Note: City staff will 'approve non-emergency work to maintenance plan specifications.) Plan should include procedures for management reporting and problem-solving. Procedures to be followed and disciplinary actions to be taken in response to complaints regarding appearances and decorum. -. k. System to maintain a record of all complaints, dates of complaints, person responding to complaint, action taken, and date of response. System to maintain resident and unit files in an organized and cOnfidential manner. m. Plan for tenant notification of proposed rent increases and major repairs. n. Standard procedures for documenting and maintaining security deposks. Prepare non-financial reports including: turnover rates and occupancy rates. Prepare financial statements that include cash disbursements journal, accounts payable, accounts receivable billing, bank reconciliation, accounting general journal register, All rents'and Security deposks will be received by the City. . . ge g. C. Submit the following items within a specified number of days after the date. of contract execution: 2. 3. 4. 5. Marketing and Leasing Budget (as an additional Scope of Work) Annual Operating Budget Leasing and Marketing Plan (as an additional Scope of Work) Inspection Report Full Management Plan REQUIRED SUBMIWI'ALS Information on Qualifications Interested firms shall submit'three (3) copies of their response. The statement shall be well composed and shall concisely present the firms' qualifications to manage Building No. 29 at MCAS-Tustin. All statements shall adhere to the following format: ~ 1. Letter of Introduction and Interest. . Summary of contractor's organization and management qualifications. Include location of local office, size of staff, and years in existence. Also, outline the prexdous experience of the management company including the following information: General experience in managing commercialflndustrial properties, address of properties, brief description, types of services and management responsibilities, number of staff and a contact person for the property ownership with a telephone number that the City may contact. b. All certifications held by the Contractor and its officers. C. References: Submit at least three (3) references relating to property managed within the last five years. .. Resumes of key staff members who will commit their time to the MCAS-Tustin project. , Identification of potential team members and/or subcontractors proposed to be utiliT, ed in the leasing, management and maintenance of the MCAS-Tustin Building No. 29. Outline of management plan for this site. This outline should include a maintenance program for the property and an outline of staffing. Include a representative management plan of a similar development that contractor has managed within the last five years. If this or any other submittal is confidential, please clearly mark these materials. The City will do everything within it power to keep these materials confidential. Outline of marketing and leasing plan contractor that might be used for this project. This should include an estimate ofthe marketing budget as an additional Scope of Work. This plan should include proposed rents for the.building with documentation SUpporting the feasibility of achieving the proposed rents. Also submit a representative marketing plan of a commercial/'mdustrial project that contractor has managed within the last five years. D. Outline of an operations budget for the property. ' Eo Management fee and cost. The proposal must include a bid for the management fee that is inclusive of all functions to be performed by the management company, breaking out services shown as additional Scope of Services. The fees should reflect the cost to perform the tasks identified in Section IV. The City shall pay the 'Contractor on a monthly basis as full compensation for work required, performed, and accepted. F. The contractor must demonstrate ability to provide comprehensive general liability, personal injury and liability, workers compensation and automobile insurance with limits of at least $1,000,000 combined single limit coverage, per occurrence with City named as an additional insured. VI. SELECTION PROCESS & CRITERIA All proposals received will be evaluated and qualified.firms will be notified as to their acceptance stares. The City of. Tustin reserves the right to keep all proposals and to award the contract to the management company of its choice..Much of this decision may be based upon the following: Management Fee and Costs, including demonstrated and proposed cost containment methods. Break out marketing and leasing services as an additional Scope of Service available. . Quality of outline of managemem plan for this site. Ability to provide a specific plan for the unique qualities of Building No. 29 at the MCAS-Tustin site. . Demonstrated ability to market and lease properties similar to Building No. 29 at MCAS- Tustin. · o Quality of representative management plan of.a commercialflndustrial development that contractor has managed within the last five years. Se Quality of outline marketing and leasing plan that contractor might use for'this project. : 6.' Quality of proposed marketing budget. . o . Experience in working with governmental entities. Quality of outlin~ of operations budget for the property. Quality of accounting systems, and comrols including: bookkeePing purchasing and maintenance functions, cost controls; operating procedures; monthly reports (maintenance, occupancy, payables, receivables, budgeted vs. actual receipts, expenses and operating statements). 10. The extent to which women and minorities will be involved as part of the team providing services. . VlL Questions For all questions concerning the meaning of intent of the Request for Proposals, please contact: Keith Bohr, Project Manager Phone: (714) 573-3124 Fax: (714) 573-3113 Attachments: 1. Exhibits: "A", "B" and "C" (Location Map, Leasing Site Plan, Facility Floor Plan and Related Information) Exhibit "A" FULLERTON BREA PLACENTIA ANAHEIM GARDEN. GROVE ORANGE SANTA ANA x. i \ , SAN BERNARDINO1 '\'~. COUNTY , YORBA ~. __ .~ · LINDA RIVERSIDE COUNTY ORANG. El X COUNTY ', 'q "'.. I · SANTA \ ANA \ MTNS. · [ CLEVELAND N~ \ NATIONAL ~ ~ FOREST ~ , ~ FOUNTALN 'VALLEY COSTA MESA SAN JOAQUIN HILLS MCAS EL T,ORO', TO. LAGUNA HILLS MISSION VIE JO north 0 4 scale in miles Figure 3. 1-1 Regional Location MCAS Tustin EI,~ 3.1-2 592 ,a '37 562 5[~]0 i75 233 '~' 51 9DD Iff'L~ ''186~4~LJ 515 ~ 174 ~265 ~ B ~~= D29A 187 ~ - '-455' "" -~ ' ' '~ -~56~ JOHNSON STREET 29 DUNN STREET' ./ PAD I.,io. / ,_,,, 303 __ ;'6fi ' SUMMIT ROAD E ibit "B" 5000T ' ' " 588= . "" 591 ,.- II ii - // II I1 II 5_8_~ '"":~. : ~"~=~ I1 II,',_.~L~ . 250.. Exhibit "C" Buildings and Facilities Available at Marine Corps Air Station, Tustin __ INDUSTRIAL, WAREHOUSE, 'AND OFFICE FACILITY 298,1'99 Square Feet Facility No. 29 GENERAL INFORMATION Built irt 1943; Upgraded in 1990 Previously used as a blimp hangar Currently used as an aircraft hangar Near Facilities #250, 251/252, 556, and 568 Features [] [] [] [] 1,058 feet in length 297 feet in width Moi'e than 150 feet of clear height 7 acres inside facility For Additional Information Contact Tustin Redevelopment Agency (714) 573-3124 VI. BUILDING 29, TUSTIN A~ Existing Conditions · Built in 1948 Serves as maintenance hangar. Offices and work areas constructed along North and South side. South side is heated by steam. North side is heated by direct fired gas units. Construction is of wood framing and wallboard with little or no insulation. 30,0~. square feet of h~ted space. There are no process steam users in the building: The building envelope (walls, doors, windows, roof, etc) is in fair condition, not providing good insulation or resistance tO air flow. System steam and condensate .piping within the building is in good .c0£dition. Occupancy consists of office personnel and maintenance shop workers. The following photograph demonstrate the existing conditions: and building plans are provided to 24 PHOTOGRAPH 3 EXTERIOR OF SOUTH SIDE OF BUILDING 29 25 .' . v.'-: '. ....... :.'-'..'.-'.';'" · :...: '.'.'.:::::....:-;.::':..'.-.:. ...:'.'..:'.'................:: Z EXHIBIT "B" Management Proposal PREFERRED REAL ESTATE ,MANAGEMENT. INC. MANAGEMENT PROPOSAL FOR CITY OF TUSTIN MARINE CORPS AIR STATION BUILD ING 29 TUSTIN PRESENTED TO: CITY OF TUSTIN CITY ]V[ANAGER'S OFFICE 300 CENTENNIAL WAY TUSlqN, CA 92780 AUGUST 1997 1616 E. 17th Street, Suite U, Santa Aha, CA 92705 * P.O. Box 11785, Santa Aha, CA 92711 * (714) 543-9113 * FAX (7 [ l' ] PREFERRED , REAL ESTATE MANAGEMENT, INCi August 15, 1997 City of Tustin City Manager's Office 300 Centennial Way Tustin, CA 92780 MANAGEMENT PROPOSAL MARINE CORPS AIR STATION BUILDING 29 · G '~ntlemen: Enclosed is our proposal for the management of Building 29. Our' company has managed the Santa Aha Auto Mall since 1990, when we took over from the City of Santa Aha Development Agency. We also manage properties for the City of Orange. We are not submitting a proposal for the leasing of your facility, due to the fact that this is such a unique type of use, and we feel the City's needs for leasing would be best served by hiring a brokerage house with experience in large industrial type sites. We are very interested in handling the management responsibilities, and. you can be assured that our services will be beyond reproach, and that you and your staff would be very satisfied. Please let me know if you have any questions, if you need additional information, or if you woUld like to schedule a meeting to personally discuss our services. We look forward to the opportunity of working with you. Sincerely, ' Nancy Schaaf, CPM President PREFERRED REAL ESTATE MANAGEMENT, INC. 1616 E. 17th Street, Suite U, Santa Aha, CA 92705 · P.O. Box 11785, Santa A_na, CA 92711 · (714) 543-9113 · FAX (714) 543-9119 INTRODUCTION, RESUMES, ORGANIZATION CHART, CERTIFICATES OF OFFICER REFERENCES AND PARTIAL LISTING OF PROPERTIES MANAGED SAMPLE ACCOUNTING REPORTS SAMPLE PROPERTY INFORMATION REPORTS · MANAGEMENT PLAN FOR PROPERTY CURRENTLY MANAGED MANAGEMENT PLAN & BUDGET MARINE CORPS HANGAR MANAGEMENT FEES Why You Should Use Preferred Real Estate Management, Inc. PREFERRED REAL ESTATE MANAGEM]gNT's inVolvement in the daily operations of the Real Estate industry gives us a heightened understanding of the market, which can effectively increase the value of each of the properties we manage. We pride ourselves in giving personalized, prompt service to each of our investors/owners. Currently Manage for the City of Orange Redevelopment Agency. Currently Manage the Santa Ana Auto Mall which was a project of the City of Santa Ana Redevelopment Agency. Experienced in Property' Management for Over 20 years. Diligent and A~essive Leasing Program. Only Top Professionals on our Staff. Service is Always #1. - Good Owner/Tenant/Subcontractor Relations. Up-to-Date Accurate and Prompt Accounting Services. 24 Hour Emergency Answering Service. * Supervision of Major and Minor Repairs and Up~ading. PREFERRED REAL ESTATE MANAGEMENT, INC. Preferred Real Estate Management, Inc., was formed in 1990. divisions of management: Our company has 3 Commercial Properties * Office Buildings * Shopping Centers * Business Park Associations '* Industrial Properties Multi-Family Properties Single Family Homes Preferred Real Estate Management, Inc', was selected in 1990 by the City of Santa Ama Redevelopment Agency to manage the Santa Ana Auto Mall, and we have retained the management from 1990 to the current time. We also manage and lease properties for the City of Orange Redevelopment Agency, xnd have worked with them for the past 8 years. %- 1616 E. 17th Street, Suite U, Santa Aaa, CA 92705 · P.O. Box 11785, Santa Aaa, CA 92711 · (714) 543-9113 · FAX (714) 543-9119 BACKGROUND SUMMARY NANCY SCHAAF, CPM PRESIDENT PROFESSIONAL AFFILIATIONS MEMBER CHAIRMAN MEMBER MEMBER MEMBER Institute of Real Estate .Management Membership Dev61opment Committee of Orange County Chapter ~Jtute of Real Estate Management "NetworkS_ng" - Orange County Chapter- WOmen in Real Estate East Orange County Board of Realtors WCRE- Women in Commercial Real Estate - Orange County Chapter DESIGNATIONS California Real Estate BrOker. certified Property Manager (CPM) - Institute of Real Estate Management %' MANAGEM]gNT EXPERIENCE PREFERRED REAL ESTATE MANAGEMENT, INC. OWNER/PRESIDENT Formed Preferred Real Estate Management, Inc., in 1990. Supervise Property Managers and all other staff. Responsible for marketing and acquisition of new accounts and leasing. Work closely with investors, whose accounts are managed by Preferred. LOOMIS PROPERTIES, INC. VICE PRESIDENT PROPERTY MANAGEMENT Prior to loaning Preferred Real Estate Management, Inc.--responsible for major accounts, apartments, commercial and retail properties in Orange and Los Angeles . Counties. THE ALISON COMPANY NEWPORT BEACH ASSISTANT VICE PRESIDENT PROPERTY MANAGEMENT Responsible for management of apartment and office buildings in Orange, San Diego, and Los Angeles Counties. These properties were a portion of a portfolio owned by The Travelers Insurance and The Alison Company- joint ventures. David Nelson 27132 Manzano, Mission Viejo, CA 92692 Home (71'4)347-9133 Work (714)543-9113 QUALIFICATIONS: Eighteen 3'ears experience as a professional property manger, managing a variety of fee management properties which include multi-unit apartment buildings, office buildings, condominium and Planned Unit Developments, self-Storage facilities and repossessed properties. Adept in all phases of hoUse, condominium, office and apartment maintenance supervision, maintaining quality workmanship, while being cost efficient. Well versed in budget preparation and accounting procedures, with a demonstrated ability to handle responsibilities, challenges and people. · Successfully passed California Real Estate license exam in 1978, and have renewed license by completing 40 hours of Continuing education on four separate occasions. · Received Certified Property Manger designation in November of 1987, having successfully p~sed IREM 303 Management of Commercial Buildings and Shopping Centers; IREM 400, Managing Real Estate as an investment; and IREM 500, The Long Range Management Plan for Residential Properties. Received Certified Community Association Manager designation in April of 1994 by successfully competing all four courses in the newly formed California Association of Community Mangers. EXPERIENCE: Preferred Real Estate Management, Inc. Santa Ana,. California July 1995 to' Present Pr°verlv Suoervisor . · Currently Managing ten office buildings, ranging in size from 2,445 to 30,068 square feet, with a combined total square footage of 164,210; four shopping centers and two Commercial/Industrial Planned Unit Developments. Transamerican Management Service Company Santa Ana, California August 1992 to June 1995 Administrator Managed ten Homeowners Associations throughout Orange County; handling all aspects of the Administration duties and legal requirements. Associations ranged in size from 35 units to 522 units. Handling transition from. Developer to homeowners control on two of the Associations and the development of Estate lots in another AsSociation. · Loomis Properties Santa Aha, California September 1987 to July 1992 · Property Manaeer Managed twenty-seven apartment complexes, in Orange County, ranging in size from a four-plex up to a hundred units, with supervision over twenty resident managers.' Responsibilities included all marketing, leasing, administrative and control over maintenance. Birtcher Properties . Laguna Niguel, California June 1984 to August 1987 Senior Pror>ertv Man~oer. Residential Management responsibility over six apartment buildings, a 65,500 square foot office building in receivership, fifty single family homes, and was a management/owner representative board member on seven homeowner associations. Managed and prepared for sale REO properties located .th.roughout Southern California, Las Vegas and Southern Utah. EDUCATION: Bachelor of Arts Degree in Geography:from California State Universi~', Long Beach, with a minor in Enviromnental Studies. Successfully competed several courses and seminars in the field Of real estate, including real estate finance, appraisal, properO, managemen, t and ethics. CERTIFICATES OF OFFICERS REAL ESTATE BROKER LICENSE MAIN OFFICE 161 6, E 1 7th St #U · Santa Aha, CA 92705 ~lancy, Lee.. Schaaf Identification Number:. 00842650 · IssuanCe .. "Date: February 18, 1 996 · · - .... ,:-':.-~.:7 -':;:;,: .- ,.". - - ...... .o - · ~'~'-.. "'. t..- '.'~ ~'": · Expiration Date: Februsry 17, 2000 .- , o ANNOUNCES THAT HAS ~ ITS PROIT. SSIO~ REOUIRF. ML~'TS AND HAS BEf_~'~ ]~CTED TO ~ERSH1P, 'r, TrH THE DESIGNATION OF CERTIFIED PROPERTY MANAGER~ t~in~ the desi§nation of Individual Membership in the INSTITUTE OF REAL ESTATE MANAGEMENT' · of the NATIONAL ASSOCIATION OF REALTORS 8 is hereby conferred ul.x~ ~s~th ti~is CERTIFICATE of QUALIFICATION as to Professional Experience, Standing, Integrity. and the Ability.to Manage Income Property; and is en- titled to all honors, rights and privileges of a CPM ~ Tills TITLE is conferred b)' ~,,rtue of the authority ..ested in the Go,,ern,ng 'Council and on the ~ommendat~on o~ the N~em~ship Committ~ of I R E .~; · IN WITNESS ~EREOF: 1he Institute has cau~ t~e p~esents to be s~gned in it~ ~haif a~ have its ~r~rate ~ai to ~ he[~.nto affix~ on this day ~°o ~~o~o · IREM Institute of Real Estate Management of the NATIONAL ASSOCIATION OF REALTORS® · . THIS IS 'TO CERTIFY THAT NANCY SCHAAF HAS sUCCESSFULLY COMPLETED THE FOLLOWING IREM COURSE' M~,"J'-~GI NG REAL REM 400 ESTATE' ~S AN INVESTHENT Executive Vice President Vice President-Education Daze 03/Z5/86 IREM Institute of Real Estate Management of the NATIONAL ASSOCIATION OF REALTORS~ THIS IS TO CERTIFY THAT N~NC¥ SGHAAF HAS SUCCESSFULLY COMPLETED THE FOLLOWING IRENi COURSE REM 592 THE LONG-RANGE ~A,HAGEME~:T PL~t; FCR CFFICE BUILDINGS Executive Vice President Vice President-Education Date o"-~ 8-0 = -i '= =oo_ ~ REFERENCES and PARTIAI~ LISTING of PROPERTIES MANAGED REFERENCES Vickie Uehli, Project Manager City of Santa Ana Redevelopment Agency (714) 647-5360 Michael Shepard President of Santa Ana Auto Mall Association Owner-Santa Ana Chrysler/Jeep (714) 647-2000 Robert Crevier Owner-Crevier BMW (714) 835-3171 Robert Stolhand City of Orange Office of Real Property Management Real Property Representative - (714) 744-5557 Raymond Tomooka Owner-520 N. Brookhurst 30101 Town Center Drive' (714) 991-0300 PARTIAL LISTING OF PROPERTIES MANAGED BY PREFERRED REAL ESTATE MANAGEMENT, INC. INDUSTRIAL PROPERTIES Santa Ana Auto Mall 1350-1505 Auto Mall Drive Santa Ana, CA 2,182,500 S.F. Business Park A Project of the City of Santa Ana Redevelopment Agency Anaheim/La Palma Business Park 91 .Freeway & Kraemer Blvd. Anaheim, CA 671,579 S.F. Business Park Brea Coast Business Park 2700 E. Imperial Highway Brea,-CA 30,000 $.F. Business Park Tustin. Business Park 621 South "B" Street Tustin, CA 28,000 S.F. Business Park ACCOUNTS MANAGED FOR THE CITY OF ORANGE REDEVELOPMENT AGENCY 292 North Main Street Orange, CA · 472-490 Main Orange, CA 206 N. Manchester Orange, CA 625 W. La Veta Orange, CA 1432 North Cannon Orange, CA 1420 North Cannon Orange, CA 5425 East Valencia Orange, CA Commercial Property Commercial Property Single Family Home Single Family Home Single Family Home Single Family Home Single Family Home OFFICE BUILDING AND SHOPPING CENTERS Bristol South Coast Center 1220 Hemlock Way Santa Ana, CA ' 30,000 S.F. Medical Building SMP Brookhurst 520 N. Brookhurst Street Anaheim, CA 28,000 S.F. Office Building Town Center 30101 Town Center Drive Laguna Niguel, CA Coast Business Park 2700 East Imperial Highway Brea, CA Tustin Business Park 621 South 'B' Street Tustin, CA 21,000 S.F. Industrial Park Cinammon Square 6151-6197 Ball Road Cypress, CA 40,760 S.F. Shopping Center Bristol Civic Plaza 707-709 North Brist°l Street Santa Ana, CA 17,000 S.F. Shopping Center Palmdale Corner 1852-1870 East Palmdale Boulevard Palmdale, CA 10,000 S.F. Shopping Center Barton Center 1104-1106 East 17th Street- Santa Ana, CA 10,000 S.F. Shopping Center APARTMENTS Carlton Arms 215 East 15th Street Santa Ana, CA I01 Units Beechwood Apartments 1221 East Beechwood Street Santa Ana, CA 81 Units Waterwheel Apartments 1144 North Euclid Avenue Anaheim, CA 64 Units Patio Apartments 4160 West Carol Drive Fullerton, CA 18 Units SAMPLE REPORTS [ REFERRED REAL ESTATE MANAGEMENT, INC. January 10, 1997 Mr. Mike Shepard Santa Aha ChrYsler/Jeep 1405 Auto Mall Drive Santa Ana, CA ' 92705 SANTA A~A AUTO MALL Dear Mike: Enclosed are the December Monthly Reports. Due to the Board's decision to refund $4,000 to each member, a negative $1,887.00 shows under "Income" for December. The Association ended the year with a net increase of $1,192.00, and a total balance of $30,392.9.7 in the account. EXPENSES' No unusual expenses noted. Should you have any questions, please do not hesitate to contact our office. Sincerely, Property Supervisor DN/kw Enclosures ~,-,-,,-,~ . ~, r~ n,.,,, ~ ~'7~ C~nta .,-Lna. CA 92711 · (714) 543-9113 · F.tcX (714) 543-9119 O r,j II ff'- 11 c'~ II · II (~ II ~'% II fi'! II - II 0 II I'~ II II rJ H ~ O II II II o · II L'-- I! 0'~ II · II ('~ II 0"~ II ~ II - II O II r~3 II II II II II .. o. ~ .IJ II ~ ~ II .o ~o ~ ~11 0 I0 L) II · ~ · (~ II o ~ o. .IJ ~ II o ~o ~Q,4 II H 'ti 0 JJH' II 0 0 ' ~ II CD ~ ,I · rl:3 ,.I-) II Ch Cg ff..) II kc) kc) Ch II · ~ II C~ - I-i r~ ~ ~ II 0 0 ~-~ I::Q ~ ~11 0 0 r~ g ~ ~11 0 0 ~:0 ~ ~.~ ~1-1 1.4 ~-I II o o ~lZi :~ r~ , 0 o n~ZO r. fl 0000000 0000000 ~00000~ ~0~0~ ~0~0~ ~ 00~ 000~ ~m~O 000~00000 000~0000~0 00~~0~0 o CD oo omi 0000000000 I 0 0000000000 ~ 0 ! i I i i L,rJO I t.l~ 0000000 0 0000000 0 Z 000~ ~ 000~ ~ 0000000000 0000000000 'o o oo r-.(N o O i ~11 i ~11 r0 II t~l II ~J~ II t13 t34 II .u II ~ II ~ II r,) II ~ II ~ II 134 II ~41-4 II :3cG II ~ II ~ 011 i~ II II II II II II 0 ! I 0 0 0 0 H ~ ~ r.n ~ · I I IO a3 , 0 0 0 (:::) (:D 0 ~ 0 0 0 0 0 0 (:DO 0 0 0 0 0 0 0 0 0 O0 0 0 0 0 · o o o o o Jo o Joo I I I '1 I I I I I 0 0 0 0 0 0 0 0 0 0 0 ~) 0 00000~000 000000000 00~0~00~0 ~m~ ~0 ~ ~o oo o 000000000000 000000000000 000000000~0~ 000000000~0~ I iiiiii I~ 0000000000000 ~000000000000 0 0~~~~ 0~~0~~ ~000000~00~0 000000000000 ~00000000000 ~00000000000 O0 0 O0 0 gg g O0 I O. ~ 0 000000~ ~ 000000~ ~ 000000~ ~ ~~0~ 000000 H 000000 0 H 0 ~00 ~~00 000000 00000000 ~ o o o o o ~ o rj m 0 .Iq o o O' 0 0 0 0 0 0 0 U~ ~"~ 0 0 0 > 0 0 ! o o 0 0 (33 0 0 0 > [.fl' Oo ! 0 0 0 0 0 0 0 0 0 0 0 0 c; J 0 o o o 0 r~ > ~'~ 000 000 0 m m O. > mmm mooo i I m r. fl o i o H ~ I o , o H H H ! ! ! 000 ~ H 000 0 ~, , , ~o oo~ ooo iii ooo iii ZZZ 000 ! O0 oo O0 o o 0 o > 0 ! O0 oo .. 0 I I I I I I . O0 000 0 0 0'~ CO CO CO CO ~O I I I I I I I I I I I I I I I I I I I I ~ O0 0 ~r~lO · · · · · · · 0 O0 0 0 ~ ~O 0 0 CD 0 0 ~ 0 ~1 PROPERTY INFORMATION REPORTS : PROPERTY INFORMATION REPORTS 1. LEASE SUB4MARY. Concise report showing: * Unit number & tenant name. * Sq. footage occupied. * Lease commencement and expiration dates. * Security deposit, monthly rent and CAM charges. * Percentage occupied and rate per square foot. * Comments regarding'rent increases and Option to Renew, * Facility information for roof access, electric room, etc. 0 TENANT INFORMATION SHEET * Tenant name, phone and fax numbers. * Contact person * After hours number to call in case of emergency. 3. EMW. RGENCY & VENDOR FORM * Frequently used vendors and utility numbers. These 3 forms are compiled for each property that we .manage and all property suPervisom have a notebook at home as well as in their office. This gives them quick access to pertinent information in case of an emergency or calls that need immediate attention, 'after business hours or on the weekend. · ~. <(D~ ~ ' 0 ~ zU~ ~ 8 zu~ ~ · · ' ~ ,::5 . · =~:~ · . . ~< - ~ ' . ~ , , . d d ~'. z ~ ~ z o ~ · ~ ~ ~ Z ~ O OO · ~ < Z o ~ .-o EMERGENCY & VENDOR FORM SANTA ANA AUTO MAT.I. 1350 - 1505 AUTO MAIJ~ DRIVE SANTA ANA, CA 92705 (CROSS STREETS - 55 FREEWAY & EDINGER) VENDOR POLICE ELECTRIC GAS WATER ATTORNEY BACKYLOW TEST EI.~CTRICIAN GENERAL MA INTENAN CE GRAt-Ylll RKMOVAL INSURANCE CONTACT NON- EMERGENCY 647-5700 NON- EMERGENCY 834-4801 SO. CA EDISON SO. CA GAS CiTY OF SANTA ANA DOUG BROWN RUSSELL & SONS PLUMBING PLAUCHE E1 .F- C'TR I C DEWAYNE PUBLIC WORKS AGENCY AKASAKA~ ORTIZ & VARELA PHONE # EMERGENCY 911 EMERGENCY 911 (800)655-4555 634-0251 647-5454 532-1669 545-5597 691-2476 EMG. 364-6819 479-4596 PGR 647-3380 938-1428 CONTACT/FAX # TRESPASS FILE #96-0t769 #56-29-089-6642-02 000-4 ' #56-29-089-6650-02 000-3 #56-29-089-6608-02 000-6 #56-29-189-5750-02 000-5 #01151618-02-8 #01151642-02-5 545-8~73 JOYCE HEMBY NORTHBROOK · SIGN #95-805619 EXP: 4-7-97 ITT HARTFORD GUARD #72 UEC'JS6131 EXP: 12-10-97 364-3365 DAR~A VENDOR JANITORIAL LANDSCAPE LIGHTS EXTERIOR MAINTENANCE LOCKS/KEYS PEST CONTROL PLUlVEBER SECURITY SIGN MAINTENANCE SIGN REPAIR SIGN' PROGRAMMING (CROSS STREETS - 55 EMERGENCY & VENDOR FORM SANTA ANA AUTO MglJ. 1350 - 1505 AUTO MAI.I. DRIVE SANTA AN& CA 92705 FREEWAY & EDINGER) CONTACT DEWAYNE ASSOCIATED GROUP DAY-LITE MAINTENANCE ROBERT'S SECURrrIES DESTROYER RUSSEI.I. &' SONS STANI_F.Y SMITH Visc© ONTARIO NEON VISUAL MARKETING CONCEPTS PHONE # 479-4596 558-61 O0 634-3811 639-6637 434-0288 545-5597 691-2476 EM. 475-2999 (909)620-6203 CONTACT/FAX # GUARD SHACK ONLY FRANK LUCAS LYDIA FAX 634-9097 BRAD 545-8973 GUARD SHACK ONLY FAX 475-2998 · IY:.O GREEN FAX (909)868-2903 $OHN KANE (909)920-8970 PAGER (909)986-4632 FAX (909)988-6376 (909)370-2689 GREG SMITH FAX (800)370-2789 PROPER'fY INFORMATION: CODE: #80- 8000.01 CS .. OWlqERS: AN ASSOCIATION, EACH IND~IDUAIJ.Y OWNED · MIKE SHEP~ ADOLF OHMANN PRESIDENT VICE-PRESIDENT Management Plan For Santa Ana Auto Mall 1350-1505 Auto Mall Drive' Santa Ana, CA PrePared For The City of Santa Ana Redevelopment Agency Submitted By Preferred 'Real Estate Management, Inc. 1616 E. 17th Street, Suite U Santa Ana, CA 92705 SUZUKI VDLKSWAGEN Jeep.~ ISUZU .o Z le 2~ 0 4, MANAGEMENT RESPONSIBILITIES: Schedule Association meetings as directed by the President of the Association. a. Notify ail members of tentative meeting dates and arrange for meeting location. b. Prepare Agenda and distribute to all members. C, Prepare Annual Budget for coming year and present at October Association meeting. Send out invoices, collect Association Dues. Deposit in separate bank. account for Association. Handle requests from Dealers and delegate responsibilities to appropriate vendor. Pay all approved invoices and issue 1099's at the end of each year. GUARD SHACK . City of Santa Ana will submit plans fora Guard Shack to be placed at entry of Auto Mall. . SuPervise construction of guard shack to insure safety of visitors and employees to the Mall when construction is in progress. 3, Coordinate a telephone system to be installed in guard shack, as well as a cleaning schedule for janitorial services. ON-SITE PERSONNEL SECURITY GUARDS: 1, Solicit competative bids from Secuirty Guard companies to provide Security Guards at the property. 2. Hours of service: ge Monday-Friday 9:00 p.m.-7:00 a.m. Saturday 9:00 p,m.-9:00 a.m. Sunday 9:00 p.m.-10:00 a.m. Guards will carry radios in order to communicate with outside agencies or designated personnel. . SUPERVISION OF SUBCONTRACTORS. LANDSCAPE: Solicit competative bids for work to be completed, and submit comparison of bids received to the Board of Directors for final approval. Provide landscape company with scope of work for landscaped areas. o Designate those areas that are The City of Santa Ann's responsibility and which are the Auto Mall's responsibility. 4~ Weekly walk-thru of project to determine areas that need attention and communicate to.the landcape company. AUTO MALL SIGN 0 Coordinate with sign company for information to be displayed on Auto. Mall sign. ao Request Dealers advertising and submit to sign company for display on board. b. Coordinate and submit Public Service ads'to be displayed on board. Contract with company to do monthly electrical maintenance of sign to insure the light panels are always working properly. BA.\~ KECON. MAN'A G ~--M ENT POSTAGE & PP, LN-lqNG PROFESSIONAL SERVICES 230 $500 $30 SA~'rA ,~NA AUTO M~I,L SEPTEMBER. 1996 I $30 $30 [ $30 $500 $500 [ $50O 53O ADMINISTRATI%qg - $30 $30 $5OO 5500 $5OO GENERAI $30 55OO $30 $30 $30 25OO $5OO · I $500 SIGN F_X.~ENSE $1.026 $1.026 $1.026 GUARD SHACK $100 $100 $100 JA.\TrORIAL s6.500 $6.500 i6.~00 I GUARDS $3.200 $3.200 $425 LA. NDSCAPE/ LA.\'DSCAPE SC?PLIES CLE.~\TNG VISUAL MA. RK.E'I'ING $1.026 [ $1,026 · $100 $100 $6.500 $6.500 $3.200 $3,20O TREE SERVICE $1,600 [ $1.800 5500 $500 $500 $500 $500 JAN FEB 2785 ELECTRICAL K~AIR 5130 S100 $75 S500 I $1,026 I $1,026 $100 $100 $6.500 $6,500 $3,200. l $3,200 $5OO $5O0 APR. I MAY DOOR:GATE ~.-%IR [ $785 $209 ] $130 $100 I Sl~0 S100 $420 5420 S420I $3500 $3500 $3300 $550 '$550 5550 LIGHq'iNG P,~. AIR LIGh%TING SLTpLIFg . .MISC. R..~.MRS WATER SIGN ET WCFRICITY ALL O'I-HER ~? ECi-AICITY I OCT I NOV [ DECI TOTAL S30 $500 $30 $500 530 [ $30 [ $360 25OOI $5OOI S6.000 i . $30 I $150 $342 $130 $130 S100 $100 $75 $420 $420 $3500 S3500 5550 $550 $342. . $342 INSURANCE (GUARD SHACK & SION) $342 $130 $100 $130 S100 $75 S420 $420 $342 $3,5O0 $550 $342 $3500 $550 $342 $1,026 [ $1,026 $1,026 $100 [ $100 - $100 ! $6.500 [ S6j00 $6.500 $3,200 [ $3200 ! $3200 AUG $785 $20O S130 SEP [ $500 ocr l I $3,200 $3200 $1,975 $500 $5OO NOV I DEC $100 $420 J $420 $3..500 [ $3.50O $550 I $550 $342 $342 $100 $100 $100 $75 J . $130 $12:312 $1200 $78,000 S420 $3.500 $550 $342 $420 $3,50O $550 $342 $38.400 $850 $5.375 $6.000 TOTAL $2.255 $4.00 $1j60 $100 $1,200 $75 5450 $420 j' $5.040 $3j00 $42.0O0 $550 $6.600 $342 $4,104 LICENSE AND FEES 217,473 $18.728 $2O $17,878 $109 2213.765 TOT.~L EXPENSES FOR 'iT. AR - S213,765.00 MINUS S30,180.00 (CITY PAYMENT) EQUALS S183,585.00 DIVIDED BY TWELVE MONTHS EQUALS S15298.75 .. DIVIDED BY SlX DEALERS = S2,549.79 NEW MONTHLY PAYMEN'r FOR DEALERS EQUAI~ $2,550.00 (CIT~' OF SANTA ANA PAYMENTS = 4 @ $600.00 PER PARCEL PLUS $115.00 FOR pHONE) MANAGEMENT PLAN MARINE CORPS HANGAR PROPERTY SUPERVISOR RESPONSIBII~ITIES lo Administer the lease, and make certain that the tenants abide by the terms of the lease, during the time that they are utilizing the property. Property Supervisor will be available at all times for communication with on-site personnel. e Supervise wOrk of subcontractors such as jan/torial service, air conditioning contractors, etc. 5. Maintain lease file-and records of site. Ge Verify amounts of all invoices pertaining to property, prior to authorizing payment. . · Establish key-system on-site, and maintain maximum property security, in accordance with Marine Corp guidelines. Se Inspect building and grounds frequently and report to appropriate maintenance person or subcontractor for completion of work. Also inspect property for any Health and Safety Hazard and correct as necessary. e Establish a card system for employees of Lessee, Management Company · and subcontractors, to authorize persons to enter and exit Base. This. system would be coordinated with the Marine personnel, to establish proper procedures. 10. 11. 12. 13. 14. 15. 17. Hold meetings as necessary with representatives of the City of Tustin-and Marine Corp personnel to keep them informed, of ongoing activity and events that have occurred, or to determine procedures for future actMtes or approval of work that will be required. Establish a'purchase order system with a dollar amount that must be approved either by Property Supervisor, or City of Tustin prior to completion of work. Prepare monthly report with a narrative letter to be submitted to the City of Tustin, regarding activity at the hangar during the previous month. These reports will be'submitted no later than the 5th of each month. Any occurrence that needs immediate attention would be communicated to the City of Tustin during the month as necessary. Solicit competitive bids for all outside contract work. Bids will be submitted to the City of Tustin with Management Company's recommendation for selection. Review lease and establish a billing procedure to bill Lessee for all charges 'that are to be billed back to Lessee. This billing will be completed according to terms of lease. FollOw up with Lessee to insure that rent and other charges are received, as required by terms of lease. 24 Hour Emergency Service. Management Company contracts with an . answering service for emergencies that occur after business hours and on the weekend. A Property Manager is on call at all times to handle situations that cannot wait until the next business day. Act as liason and contact person between the personnel at the Marine Corps Base, and the City of Tustin, ON-SITE PERSONNEL JOB DESCRIPTIONS MAINTENANCE ENGINEER-FULL TIME sible for all minor repairs and maintenance at Hangar. 2. Follo~work order procedure established by Management Company. 3. Receive tr"a/~ing by Management Company on procedures and terms of lease that m/tst,,be followed by Lessee. Responsible for monitoring daily activities of Lesg'e~ to insure that procedures are .followed. 4. Handle roUtin.e air.ch,~ditioning calls.. Maintenance of air conditiOning --. equipment and major rexpairs will be responsibility of air conditioning company under ccmtract.~ ' ' 5. Establish a preventative mairtt~nance program for all building equipment, and Perform maintenance on aXr~lar basis. . . 6. Respond to Lessee requests for reph/{ and maintenance items, as provided - ' in lease. . x~ 7. Set up emergency plan to be implementetlkin the event of equipment or power failure. · ~ , 8 Maintain inventory- of building tools~and equip'm, ent 9' Maintain records of time clock setting for lightinXg~g a~d'air conditioning equipment and adjust time clocks as necessary. ~ 10. Working hours 6:00 a.m.-3:00 p.m., or as determined ar-ter Lessee's hours are established. 11. 12. le Engineer will have a Cell phone or other type .of communication device, where he can be reached at all times, and have contact w~th Marine personnel at gate or on base & with supe, rvision of Management Company. ... Walk grounds around hangar periodically during working hours to keep area free from litter. MAINTENANCE PERSON-PART TIME / ;~~i e~jn d~il~i~ ~2~~en~s~~~2:ff~ a~sl;2 da ~ff ;II~'~nlenance Engineer., Tentative w0rk'~m~g~hours of 3:00 p.m.-8:00 p.m,, depending on Lessee s fours TUSTIN MARINE BASE BLIMP HANGAR ' ESTIMATED OPERATING BUDGET INCOME Rental Income Common Area Reimbursement MONTHLY ANNUAL (To be determined after leases are signed and reviewed). ADM3NISTRATIVE EXPENSES Payroll Maintenance Engineer P/T Maint. Person Payroll Taxes Workman's Comp. Management Fees Insurance *This amount is dependent upon City of Tustin being self insured, or if an outside agency must be used. 500 Sx~,O,.O00 o $ $ 3,6'0~ $ 3,00oK $15,000 SERVICE CONTRACTS Janitorial Janitorial SuPplies Lighting Supplies Pest Control (Ext.) HVAC Contract HVAC Repairs Miscellaneous Repairs/ Materials Only $1,500 $ $ 500 $ $ 20O '$ $ 10o $ SL000 $ $ 400 $ $ 300 $ 18,000 6,000 2,400 I c, nn._.. 1,200 7;?-00 - 12,000 4,800 3,600 UTILITIES Electricity $ 9,000 $108,000 Water $ 400 $ 4,800 · Gas $ 2,000 $ 24,000 Telephone $ 500 $. 6.000 Total Budget figures are calculated to the best of our ability, based on experience with other properties. Since this is such a unique type of building, there may be discrepancies especially in the areas of utilities. These figures do not include any start-up costs, such as replacing stained, and broken ceiling tiles, flooring or major HVAC repair. MANAGEMENT 'FEES MANAGEMENT FEES Preferred Real Estate Management, Inc., proposes to handle all management responsibilities, as outlined in this proposal for a fee of: $1,250.00 per month ~hi,%fee d~es n~t incl6"de salardcs for ~te p#~onn~uch~a~na~ ~~\~an~~;t-T_is~te~te~Per~or~r;c~~ce ~ ~ The fee includes all personnel that are employed Dy Preferred Real Estate Management, Inc., that provide management supervision, and data processing services for the account. Preferred Real Estate Management, Inc., is 100% owned by a female, Nancy Schaaf, and is an equal opportunity employer. EXHIBIT C SPECIAL REQUIREMENTS EXHIBIT "C" Special Requirements 1. The Contract Officer shall be the Assistant City Manager supported by the MCAS- Tustin Project Manager. 2. The Contract .Of:ricer shall be responsible for certifying payment apphcations, administering change orders, and shall be the primary liaison with the Consultant. All items listed will reqmr.' e approval by the Contract Officer. . Consultant shall not release ,to the public or the press information on this project without prior authorization by Contract Officer. 4~ A no-fee business license shall be provided bythe City to .Consultant. 5. Consultant shall present to the Agency certificates of insurance and endorsement forms verifying that the Consultant has 'the insurance as required by this agreement. Said forms shall be reviewed and approved by the Agency Attorney. On the Certificate of Insuarnce attached as Exhibit C-1, designate City of Tustin as additional insured party. . If Contract Officer determines that a product deliverable is unacceptable, either' before or after a draft or final draft is issued, because it does not conform to the requirements of this agreement, the COnsultant shall submit ~i revised report or product at Consultant's e .xpense. . The Consultant shall review and replace project or sub-contractor personnel assigned to project who do not perform assigned work in a manner satisfactory to Contract Officer. . The Consultant shall provide a property manager to meet with Contract Officer as required at designated dates and times to conduct inspections, to resolve problems, to discuss progress on scope of work at Contract Officer's direction and to discuss assumptions developed during .task-levels with the Marine Corps or Navy personnel. Said property manager shall be on 24 hour call to resolve special problems or compls]nts. , Consultant shall in its work ensure compliance with all applicable terms of the Prime Lease for' Buil~aing 29 between the City of Tustin and the Navy and in any 'sublease executed by the City. In addition, .Consultant shall also comply with any supplemental maintenance support agreement between the U.S. Government and the City of Tustin. 10. Field Investigations necessary. The Consultant shall obtain necessary field data and-make site investigations and studies necessary to the proper accomplishment of the work required under this contract. 11. The Consultant shall be responsible for guaranteeing that keys t~ the facility are . protected from theft or loss and shall immediately notify the Contract Officer in the event of theft or loss. 12. The following companies currently hold contracts with the Navy or Marine Corps and are knowledgeable and familiar with the base facilities or have done work with ' the City at MCAS Tustin. The Consultant can contact the contractors directly for services ff desired. The government will not act as an agent or recommend the services of any contractor. Contract Type Soft Water (Borer) HVAC Window Screens Glass Replacement Janitorial Intrusion Detection. Chemical Toilets Roll Up Doors Trash & Refuse Roof Repairs Pest Control Building.Clesning Locksmith Contractor Rayne Water Donalds I-IVAC " JB Construction CAL-City Genes Security IJin k Miller Company I.C.E. Shubin Coast Roof Co. Gary Oltmans Fenn Termite & Pest Control Pacific Building Care Tustin Lock & Safe Phone# 714-250-1811 714-559-5149 800-888-8809 562-630-7733 800-977-2532 714-957-1600 800-404-6431 '714-779-5114 714-542.-7701 714-738-6611 714-736-9000 714-261-1234 714-544-8744 EXHIBIT "C- 1" Certificate'of Insurance EXHIBIT "D" Compensation EXI-IIBIT "D" Compensation . . . . Compensation shall be $1,250 per month for property management services. In addition, the City shall reimburse the Consultant for repairs, alterations and servicing requirements requested by City and where costs are approved individually or through approval of an operating plan by the City. Management fee payments will be made monthly based on services ProVided and costs incurred. All requests for payment shall be based on the management fee and costs specifically related to identified tasks in the Scope of Work. ,. a. The Consultant shall indicate on all monthly invoices the costs being billed. b. All costs charged to the project shall be supported at Consultant's office by detailed back-up. Records for all b~11~ngs, Consultant fees and direct reimbursable expenses. pertaining to the project shall be maintained on the basis of generally accepted. accounting principles and shall be available for inspection by the City or the City's representative at mutually convenient times. Approved changes orders on additional scope of work items identified in the City's proposal shall be first agreed to in writing by Consultant and Contract Officer. EXHIBIT "E" Schedule of Performance EXHIBIT "E" Schedule of Performance . . Management services shall begin November 1, 1997. The Consultant shall perform preventative maintenance services and repairs approved by the Contract Officer in accordance with schedules agreed to between the Consultant and City.