Clerk of Courts Middletown Title Office Lease of Space

Agency: Butler County
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 531120 - Lessors of Nonresidential Buildings (except Miniwarehouses)
Posted Date: Aug 27, 2019
Due Date: Sep 10, 2019
Solicitation No: 19-08-MTR
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Clerk of Courts Middletown Title Office Lease of Space

RFP Contract No. 19-08-MTR

Due: September 10, 2019

Specifications

Please contact Justin Stapleton, Clerk of Courts office at 513-887-3278.

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REQUEST FOR PROPOSALS
CONTRACT NO. 19-08-MTR
The Butler County Clerk of Courts (“Clerk”) operates a branch office for the issuance of motor
vehicle titles in a space totaling approximately 2,600 square feet currently located at 3230 Roosevelt
Blvd. Middletown, OH 45044. The County is requesting proposals for the lease of turn-key office space
meeting the specifications described herein for use as the Clerk’s title office.
The leased space in the building must have a suitable physical layout to accommodate public
service and office operations including, but not limited to, utilization of existing equipment and
furnishings to the extent needed, and amenities and customer access as required by the Clerk. [See
“Sample Floor Plan/Layout” (Exhibit “AA)]
Each proposal shall be made on the attached proposal form and shall provide, as an attachment to
the proposal form, the following forms included herewith: Delinquent Property Tax Affidavit, Civil
Rights Compliance Affidavit, Non-Collusion Affidavit, Certificate as to Corporate Principal, and form
W-9.
The County will negotiate with prospective lessors to obtain a lease at the best and lowest price
reasonably possible considering the fair market value of the property and any relocation and/or
operational costs that may be incurred during the period the lease is in effect. County retains the right to
reject any and all proposals.
SPECIFICATIONS FOR LEASED SPACE
1. The leased space should provide approximately 2,600 square feet of usable space on one (1) floor
in a single structure located in Butler County.
2. The leased space shall include the use of, and convenient access to, well-maintained, lighted, and
safe off-street parking sufficient to serve the patrons and employees of the Clerk’s title office.
3. The leased space shall be located within a neighborhood that will provide a safe and secure
environment for the Clerk’s operations, the Clerk’s office staff, and the patrons of the Clerk’s
Title Office.
4. At lease commencement, the turn-key leased space must:
a. Be in or near the Middletown/Monroe area;
b. Be completely constructed as to allow for the functions of the Clerk’s title office to be
fully executed at move-in;
c. Be completely separated from all other leased or occupied space on the same floor of the
building by ceiling to floor, walls, and secured entrance(s);
d. Be ready to support high bandwidth connectivity of the Clerk’s information and
telecommunications equipment to a commercially available fiber optic or hard-wired
telecommunications and data network (availability of connection to Butler County’s fiber
optic infrastructure is desirable but not necessarily required);
e. Be easily visible to the public on or near a major arterial or major collector street, and
provide appropriate commercial signage visible to the public describing the presence of
the Clerk’s title office at the location;
BCBCC Lease RFP
Revised August 2019
f. Provide tenant with separate and secure access to the leased premises on a twenty-four
(24) hour basis seven (7) days a week;
g. Have the capacity to install an operable security system which is independent of other
space within the structure, that will warn of an unauthorized intrusion;
h. Be ADA compliant and provide safe, secure public access, for persons with disabilities,
during Clerk’s normal business hours; and
i. Comply with all applicable codes or regulations (including but not limited to fire,
building, and zoning codes) based on the County’s proposed use;
5. Although the duration of the lease will be negotiated by the parties, the County generally desires
a lease with an initial duration of not less than one (1) nor more than five (5) years. Renewal
options specifying either a fixed rental or a formula for calculating the rental for the renewal
period(s) may also be negotiated.
6. The leased space will be rented on a square foot per year basis. The cost to construct and the
manner of constructing, leasehold improvements or amenities necessary to make the space
suitable for Clerk’s use will be negotiated between the parties.
CRITERIA FOR CONSIDERATION OF PROPOSALS
1. Compliance or ability to comply, with the specifications described above.
2. County’s total cost of occupancy including, but not limited to, rent, CAM charges (if any), costs
to make premises suitable for Clerk’s use, utility and other operational expenses, and relocation
expenses.
3. Suitability and adaptability of the leased premises for the needs of the Clerk.
4. Commercial quality of leased premises and associated common areas, including, but not limited
to, compliance with all applicable codes or regulations.
5. Lessor’s proposed lease terms.
6. Any other factors which the County determines to be relevant based upon its analysis of the
proposals and negotiations with the proposers.
BCBCC Lease RFP
Revised August 2019
LEGAL AD AND NOTICE OF REQUEST FOR PROPOSALS
Pursuant to Section 307.86(I) of the Ohio Revised Code, the Board of County
Commissioners of Butler County, Ohio, will receive proposals in the Clerk of Courts’ office
located at 315 High St., 5th Floor, ATTN: Justin Stapleton, Hamilton, OH 45011, until 4:00
p.m. EST on Tuesday, September 10, 2019 for lease by the Board of office space located in
Butler County and reasonably located in the Middletown/Monroe area to be used for the
Butler County Clerk of Courtsmotor vehicle title branch office. Specifications describing
the criteria that will be considered prior to leasing the property, including the desired size and
geographic location of the property, may be obtained either from the Board’s offices or at the
Board’s website at www.butlercountyohio.org/commissioner. Proposals will be analyzed as
expeditiously as possible after September 3rd, 2019. Although the Board reserves the right to
reject any and all proposals, the Board may negotiate with the prospective lessors to obtain a
lease at the best and lowest price reasonably possible, considering the fair market value of the
property, and any relocation and operational costs that may be incurred during the period the
lease is in effect.
BOARD OF COUNTY COMMISSIONERS OF BUTLER COUNTY
Flora Butler, Clerk
315 High St., 6th Floor
Hamilton, OH 45011
(513) 887-3247
BCBCC Lease RFP
Revised August 2019
PROPOSAL FORM
Clerk of Courts’ Middletown/Monroe Branch Title Office
Proposer Information
Full Legal Name: _________________________________________________________
Address: ________________________________________________________________
Proposer hereby expresses its interest in leasing to the Board of County Commissioners of Butler
County, Ohio (“County”), the following described space for use as the Butler County Clerk of
Courts’ Middletown/Monroe Branch Title Office.
Property Address: _________________________________________________________
Location of space within structure: ___________________________________________
Total Square Footage of usable space to be leased: _______________________________
Proposer represents that the space proposed to be rented will, as of the commencement date of
the Lease, comply with all of the specifications described in County’s Request for Proposals,
except the following:
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
Proposer acknowledges and understands that County retains the right to reject any and all
proposals, and to negotiate with prospective lessors to obtain a lease at the best and lowest price
reasonably possible, considering the fair market value of the property and any relocation and
operational costs that may be incurred during the period the lease is in effect.
___________________
Date
_________________________________________
Proposer
By _______________________________________
BCBCC Lease RFP
Revised August 2019
CERTIFICATION OF NO FINDINGS FOR RECOVERY
(DELINQUENT PROPERTY TAX AFFIDAVIT)
Bidder hereby certifies that there are no unresolved Findings for Recovery of Public
Funds issued against him/her/it by the Auditor of the State of Ohio.
____________________________________
(Name of Company)
____________________________________
(Signature of Company Representative)
____________________________________
(Date)
BCBCC Lease RFP
Revised August 2019

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