Overview

The Arc Rockland is currently soliciting proposals from qualified, experienced real estate professionals and planners for advisory services related to the real estate portfolio analysis and occupancy strategy toward development of a revised portfolio of property holdings. These services will be required for our headquarters at the 25 Hemlock Drive facility in Congers, NY and the 37 other sites located throughout Rockland County, New York. The selected consultant must perform the services pursuant to an Agreement with The Arc Rockland and will be required to execute an Agreement that shall be subject to and incorporated with The Arc Rockland General Terms and Conditions.

1.0 Company Introduction

The Arc Rockland is a non-for-profit organization dedicated to supporting services to more than 1,200 people with intellectual and other developmental disabilities. Our services range from offering educational programs as well as providing employment, residential and day services, and recreational offerings. In addition, we have also been operating small community based businesses. We have a staff of over 700 professionals, para professionals and support personnel with various expertise and experience in supporting individuals with developmental challenges.

2.0 Request for Proposal Project Objectives

The Strategic Real Estate Plan’s mission is to develop a cohesive Portfolio that meets the present and future space requirements as well as our operational needs by developing a long range real estate plan and occupancy plan. The Strategic Real Estate Plan shall focus on aligning with The Arc Rockland’s business services and organizational needs, while utilizing the real estate properties fully and cost effectively via synergies, operating efficiencies, staffing and occupancy alignment. This Strategic Real Estate Plan should review and assess The Arc Rockland’s existing facility(s) for the acquisition, allocation and disposition of real estate, and, if necessary, suggest steps for future real estate planning.

The most visible task is to examine the feasibility of moving Arc’s headquarters / main program center to a more distributed satellite approach in order to reach out more effectively to the Rockland County community and to reduce the inherent transportation costs associated with bringing people to the eastern portion of the County. In addition, the agency wishes to analyze the value of reconfiguring the residential housing system to meet the needs of the current and the projected future population. This will enable The Arc Rockland to grow in services, improve the delivery of our services and grow our revenue base by focusing on locations and areas that have a desired need for our organization’s services. The Arc Rockland will consider all options open to implementing this real estate and operational service strategy including, but not limited to continued operation of facility locations; relocation of facilities; expansion or reduction in size of facilities and any other purchase, disposition or lease combinations that make sense and are in line with the strategic vision. The study will encompass day and residential owned and leased facilities, our educational center, and our business leases.

In order to achieve the above, The Arc Rockland wants to select a consulting team with whom to collaborate on the development of a “Strategic Real Estate Plan” for this new approach to its real estate portfolio (“Portfolio”).

3.0 Qualifications of Bidder Team

The Arc Rockland is seeking to identify and select a qualified firm to analyze the existing real estate portfolio and to develop a long-term real estate strategy. It is the responsibility of the bidding party to describe the qualifications of the team and the rationale for comprising the team in such fashion. A bidder may be considered qualified if they are able to assemble not just employees of the respondents firm, but collaborative partners willing to work on the project and commit resources.

At a minimum, the bidder must include arrangement with the following individuals in their proposal (through direct employment or partnership): NY State Licensed Real Estate Broker, NY State Licensed Residential Real Estate Broker, and a team member with portfolio strategy experience. Professional Planning certification (such as the American Institute of Certified Planner certification) is a plus. Please make sure to convey the licenses and credentials of additional team members.

4.0 Scope of Work and Methodology

The Arc Rockland expects the qualified consulting firm to analyze and evaluate the Regional Portfolio, focus on asset and financial optimization, while entertaining productivity improvements, operational adjacency enhancements, cost efficiencies, occupancy models in an effort to improve the organization community reach through real estate portfolio and operations optimization. The team will (i) identify site-by-site challenges; (ii) propose solutions to these challenges; and (iii) propose recommendations and cost estimates for real estate and occupancy operating efficiencies and space synergies with consideration of the expense of relocations and moves of The Arc Rockland’s operations and personnel. The bidder will need to understand the strategic direction of the agency and determine how space utilization ties into that strategy.

It is expected that the awardee of this RFP will perform brokerage services to the transactions that result from the plan. Therefore, representation from qualified brokers must be identified as members of the team.

The Arc Rockland will supply the following information to the successful bidder:

• Agency Strategic plan
• Transportation locations and information
• Residential reconfiguration plan, including ratings of house valuations
• Capital plan
• Documents addressing property ownership, mortgages and leases
• Information technology planning documents
• Job Descriptions and workplace information
• Key staff at all levels will be available for interview
• Stakeholder interviews are also possible
• Information about New York State Transformational Agenda

5.0 Services Requested

1. In a spreadsheet type format, address The Arc Rockland real estate portfolio in terms of present usage against utilization required for the program being provided at the location, the market value/ appraisal value, the market rates for rentals in similar areas and thoughts on what might be more suitable to reach longer term strategic initiatives.
2. Needs assessment to support The Arc Rockland by defining long-term space needs and amenity requirements.
3. Scenario Development - In collaboration with the Arc Rockland and based on the consultant’s real estate valuation, operational evaluation, space requirements and occupancy analysis, the consultant will prepare a preliminary list and description of real estate alternative scenarios. The scenarios and solutions proposed could include but are not limited to: (i) use of existing facilities and existing space standards, (ii) optimization of the real portfolio and real estate assets, operational synergies and logistics as required for servicing the community, (iii) moving to new facilities or alternate locations, or (iv) using a combination of all of the above. Each scenario option should be accompanied by costs and timeline required for implementation.
4. Identify the most effective long term real estate and occupancy strategy. This recommendation will be based on various attributes and insights that will serve The Arc Rockland in achieving its overall goals and objectives to most effectively provide supports and services to individuals with disabilities in the community.
5. The Geographic Scope of this effort is limited to Rockland County, New York.
6. Transaction Services- The Arc Rockland leadership will require real estate brokerage services necessary to complete any transaction as a result of implementing the new Strategic Real Estate Plan, including market review; landlord/developer assessment; preparation of an action plan with proposed timing, decision points and end products and risk analysis; preparation and analysis of requests for proposal and term sheets; assistance in negotiation; financial analysis; presentations to The Arc Rockland management as necessary; assistance in selecting external advisors; etc.

6.0 Consultant Response Criteria

Consultant’s response should incorporate the following:

1. Firm Information

• The management structure, office locations, services, number of employees, and financial strength of the consultant’s organization.
• Qualifications, bio and experience of selected team members, and
• Relevant experience your firm has pertaining to the Scope of Work detailed in this RFP.

  Provide references from three (3) current/recent customers (Name, Role, Client, and Contact Information) where your company has been engaged on projects similar to that detailed herein.

2. Approach and deliverables provided to achieve The Arc Rockland’s stated objectives.
3. Scope of consulting services included and optional services outside of the agreement with associated costs.
4. Information and type of support required (including resources) from The Arc Rockland
5. Proposed team structure and key personnel.
6. Detailed schedule for this project indicating the tasks, with a detailed time line showing start and completion dates that will be performed and the deliverable descriptions to be provided at the completion of each.
7. Fee structure and proposed payment structure. In your response, please indicate how you would like to see fees structured. For example, payment plan option, lump sum payment upon the completion of the analysis, or is payment contingent upon commission from subsequent property transactions? What will be the pricing for brokerage services?
8. ALL WORK PRODUCTS ARE TO BE CONSIDERED THE PROPERTY OF THE ARC ROCKLAND.
9. Exceptions & Assumptions

• Describe any EXCEPTIONS to the information detailed within this The Arc Rockland RFP
• Provide any ASSUMPTIONS made while responding to this request that may have impacted the quote you provided.
• Add any variable perhaps not considered that might prove valuable to The Arc Rockland.

7.0 Proposal Schedule

8.0 Selection Criteria

The Arc Rockland will review and select the consultant based on the following criteria:

1. Experience / Technical Capabilities: Relevant real estate and facility strategic planning experience and demonstrated expert knowledge of the real estate market; and experience in conducting similar studies for non-profit sector as well as the for profit sector.
2. Scope/Approach – Suitability of approach and exhibited understanding of project scope
3. Fee Structure/ Pricing for project analysis phase and brokerage services.

This RFP shall not create a joint venture or partnership between the parties. The Arc Rockland reserves the right to reject any and all Proposals, to amend the Request for Proposals and the process itself or to discontinue the process at any time.