REQUEST
FOR
PROPOSAL
BAKER COUNTY YMCA
Issue Date:
Submission Date:
BAKER COUNTY YMCA
2021 Main Street
Baker City, OR 97814
541.523.7747
www.BakerYMCA.org
February 12, 2013
March 1, 2013
Table of Contents
1.
INTRODUCTION AND EXECUTIVE SUMMARY ................................. 3
2.
BUSINESS OVERVIEW AND BACKGROUND .................................. 3
3.
REQUEST FOR PROPOSAL ..................................................... 4
3.1
3.2
Submittal Requirements ............................................... 4
Submittal Questions and Clarifications ........................... 4
4.
SCOPE OF SERVICES .......................................................... 5
5.
CONFLICT OF INTEREST ....................................................... 5
REQUEST FOR PROPOSAL
2
1. INTRODUCTION AND EXECUTIVE SUMMARY
This Request for Proposal (RFP) will be used in the selection of tenants for leased space in
the new Baker County YMCA facility in Baker City, Oregon.
The Baker County YMCA is currently in the process of building a new facility located at 3715
Pocahontas Rd. Baker City, OR. Our new facility will allow us to fulfill community needs and
create valued partnerships. The facility project includes the renovation of an existing 15,625
square foot building. In addition to the remodel of the main level, over 7,000 square feet of
indoor track, office space and storage will be added to the building as a second level
addition within the existing structure. This new building will become the YMCA’s new health,
wellness and education facility.
The YMCA is seeking proposals from organizations interested in partnering and leasing
space at the YMCA’s new facility. The available space in the new facility can include up to
750 square feet of office/retail/multi-purpose space, use of the fitness center (YMCA
members and non-members) approved by the YMCA, and signage approved by the YMCA.
The YMCA reserves the right to reject any and all proposals, and to waive any informalities
or irregularities as may be deemed in the interest of the organization.
2. BUSINESS OVERVIEW AND BACKGROUND
The Family YMCA of Baker County was incorporated in 1972. During its early years, the Y
operated out of a gymnasium rented from the Catholic Church. Youth and adult sports,
gymnastics, adult exercise classes and day camps were the main programs at that time.
In the early 1970s a community group came together to launch a campaign for building a
community swimming pool. With the cooperation of the city, Sam-O Swim Center opened in
1983. The pool and its property are now owned by the city, with the Y managing all aquatic
programs.
The Y underwent another transition in 2005 with the purchase of a fitness center in
downtown Baker City. Another expansion came in 2011 when Baker School District offered
the use of North Baker School for the Y Preschool in exchange for the Y providing physical
education for elementary students.
We focus on three major areas: youth development; healthy living; and social responsibility.
Our programs are ever-changing to address these areas. A sample of our offerings include
preschool, summer day camps, youth sports, swimming lessons and swim team, fitness
classes for youth and adults, summer food and literacy program, community education
seminars, and financial assistance for those who need it.
With new programs, membership numbers have grown significantly in the last two years.
We've outgrown the fitness center and now the Y is facing the largest transition yet – we
are purchasing a building that will allow us to consolidate many programs into one place, a
true center for health, wellness and education.
REQUEST FOR PROPOSAL
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3. REQUEST FOR PROPOSAL
3.1 Submittal Requirements
The response should include an electronic copy and two hard copies of the complete RFP.
Responses must not be sent by facsimile. Responses and their envelopes should be clearly
marked with the name and address of the respondent. Complete responses must be
received before 5:00 p.m. on Friday, March 1, 2013, at the following address:
Heidi Dalton, CEO
Baker County YMCA
2021 Main Street
Baker City, OR 97814
Office: 541.523.7747
Cell: 541.406.0810
Email: heidi@bakerymca.org
Proposals must include the following:
A. Statement of interest
B. Proposed use of leased space
C. Proposed plan and strategies to be used for the use of the property
D. Proposed lease rate and any other fees that may be charged
E. Proposed term of lease
F. Description of experience in related area
G. Building requirements for the intended use
Please note that a complete response to information requested is required to move forward
in the selection process. The Baker County YMCA Board of Directors intends to review
proposals at the regularly scheduled board of directors meeting, which is currently
scheduled for March 11, 2013. Organizations submitting a proposal in response to this RFP
may be requested to give an oral presentation of their proposal. Additional technical and
or/cost information may be requested for clarification purposes, but in no way will change
the original proposal submitted.
Issuance of this RFP and receipt of proposals does not commit the YMCA to award a
contract. The YMCA reserves the right to postpone receipt date, accepting or rejecting any
or all proposals received in response to this RFP, or to cancel all or part of this RFP. The
Baker County YMCA reserves the right to reject any proposal, in whole or in part, and/or to
enter into agreements to provide services with any party. We also reserve the right to
discontinue our evaluation at any time without explanation to the respondents.
3.2 Submittal Questions and Clarifications
All questions related to this RFP are to be directed to the following contact person.
Information obtained from any other source should not be relied upon.
Heidi Dalton, CEO
Office: 541-523-7747
Cell: 541.406.0810
Email: heidi@bakerymca.org
REQUEST FOR PROPOSAL
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4. SCOPE OF SERVICES
The selected organizations must align with the YMCA’s vision of exceeding community needs
by creating valued programs and partnerships that nurture the development of youth,
promote healthy living, create a sense of social responsibility and demonstrate solid
financial stewardship.
The selected organization will be expected to:
•
Fulfill community needs
•
Deliver quality services
•
Inspire community involvement and support
•
Adhere to all federal, state and local laws
5. CONFLICT OF INTEREST
A conflict of interest exists wherever an individual could benefit directly or indirectly from
access to information or from a decision over which they may have influence and also
includes a perceived conflict where someone might reasonably perceive there to be such
benefit and influence. A conflict of interest occurs when a staff member or consultant
attempts to promote a private or personal interest that results in an interference with the
objective exercise of their job responsibilities, or gains any advantage by virtue of his/her
position. Conflicts of interest may be real, potential or perceived.
The respondent should disclose conflicts of interest, in writing, to the review committee who
will consider the nature of the respondent’s responsibilities and the degree of potential or
apparent conflict in deciding the course of action that the respondent needs to take to
remedy the conflict of interest.
REQUEST FOR PROPOSAL
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