564-27 Longworth Hall Property Management

The Ohio Department of Transportation is soliciting proposals from highly qualified and sufficiently capable vendor(s) for Property Management services to the ODOT Longworth Hall Facility. The selected Proposer(s) shall manage the operations and maintenance of the site, structure, building envelope, mechanical systems, life safety systems, and ancillary components of the site.
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Business facilities oversight
Inquiries Inquiry 90143 | a) Does "Total Annual Cost" include only the property management fee, or all operating expenses charged to the Owner (utilities, contracted services, on-site payroll, R&M, etc.)?b) To prepare a responsive Operating Budget and accurate pricing, will ODOT provide proposers with: (a) the trailing 12-month operating statement for Longworth Hall by line item; (b) the current rent roll, including tenant, square footage, lease term, monthly rent, CAM structure, and security deposit held; (c) current occupancy by square footage (leased to commercial tenants and vacant)? If these will not be released during the inquiry period, please indicate when they will be made available to the selected Contractor.c) Beyond the Brent Spence Bridge demolition and reconstruction work, does ODOT have an existing capital plan, deferred maintenance backlog, or known near-term capital projects (roofing, mechanical replacement, life safety upgrades, elevator modernization, etc.) that the Contractor should be aware of when preparing the 5-year capital expenditure plan?d) Section 2.1.7 indicates the Contractor will not handle event parking, but ODOT may arrange third-party operations. (a) Is there a current event parking operator, and what is the existing arrangement? | Answer: a) Does "Total Annual Cost" include only the property management fee, or all operating expenses charged to the Owner (utilities, contracted services, on-site payroll, R&M, etc.)?Total Annual Cost for evaluation purposes is your proposed property management fee only. b) To prepare a responsive Operating Budget and accurate pricing, will ODOT provide proposers with: (a) the trailing 12-month operating statement for Longworth Hall by line item; (b) the current rent roll, including tenant, square footage, lease term, monthly rent, CAM structure, and security deposit held; (c) current occupancy by square footage (leased to commercial tenants and vacant)? If these will not be released during the inquiry period, please indicate when they will be made available to the selected Contractor.Those documents will be provided to the selected vendor after award.c) Beyond the Brent Spence Bridge demolition and reconstruction work, does ODOT have an existing capital plan, deferred maintenance backlog, or known near-term capital projects (roofing, mechanical replacement, life safety upgrades, elevator modernization, etc.) that the Contractor should be aware of when preparing the 5-year capital expenditure plan?ODOT conducted a facility condition assessment and proposed 10-year work plan in the Fall of 2024. This information will be provided to the selected vendor after award. There is no requirement for proposers to submit a 5-year Capital Expenditure plan with their proposal submission.d) Section 2.1.7 indicates the Contractor will not handle event parking, but ODOT may arrange third-party operations. (a) Is there a current event parking operator, and what is the existing arrangement? ODOT is currently finalizing an agreement with an operator. The agreement will have no impact on property management services. | Answered: 5/28/2026 Inquiry 90259 | a) Does "Total Annual Cost" include only the property management fee, or all operating expenses charged to the Owner (utilities, contracted services, on-site payroll, R&M, etc.)?b) To prepare a responsive Operating Budget and accurate pricing, will ODOT provide proposers with: (a) the trailing 12-month operating statement for Longworth Hall by line item; (b) the current rent roll, including tenant, square footage, lease term, monthly rent, CAM structure, and security deposit held; (c) current occupancy by square footage (leased to commercial tenants and vacant)? If these will not be released during the inquiry period, please indicate when they will be made available to the selected Contractor.c) Beyond the Brent Spence Bridge demolition and reconstruction work, does ODOT have an existing capital plan, deferred maintenance backlog, or known near-term capital projects (roofing, mechanical replacement, life safety upgrades, elevator modernization, etc.) that the Contractor should be aware of when preparing the 5-year capital expenditure plan?d) Section 2.1.7 indicates the Contractor will not handle event parking, but ODOT may arrange third-party operations. (a) Is there a current event parking operator, and what is the existing arrangement? | Answer: a) Does "Total Annual Cost" include only the property management fee, or all operating expenses charged to the Owner (utilities, contracted services, on-site payroll, R&M, etc.)?Total Annual Cost for evaluation purposes is your proposed property management fee only. b) To prepare a responsive Operating Budget and accurate pricing, will ODOT provide proposers with: (a) the trailing 12-month operating statement for Longworth Hall by line item; (b) the current rent roll, including tenant, square footage, lease term, monthly rent, CAM structure, and security deposit held; (c) current occupancy by square footage (leased to commercial tenants and vacant)? If these will not be released during the inquiry period, please indicate when they will be made available to the selected Contractor.Those documents will be provided to the selected vendor after award.c) Beyond the Brent Spence Bridge demolition and reconstruction work, does ODOT have an existing capital plan, deferred maintenance backlog, or known near-term capital projects (roofing, mechanical replacement, life safety upgrades, elevator modernization, etc.) that the Contractor should be aware of when preparing the 5-year capital expenditure plan?ODOT conducted a facility condition assessment and proposed 10-year work plan in the Fall of 2024. This information will be provided to the selected vendor after award. There is no requirement for proposers to submit a 5-year Capital Expenditure plan with their proposal submission.d) Section 2.1.7 indicates the Contractor will not handle event parking, but ODOT may arrange third-party operations. (a) Is there a current event parking operator, and what is the existing arrangement? ODOT is currently finalizing an agreement with an operator. The agreement will have no impact on property management services. | Answered: 6/1/2026 Inquiry 90343 | I want to confirm that the bidder is required to cover property insurance. In the past we were told that ODOT self insures the property: Commercial General Liability and Workers Compensation Insurance The bidder shall furnish with their bid, proof of insurance consisting of certificates of insurance for the following insurance and minimum amounts of coverage: Comprehensive General Liability Insurance The minimum limits of liability for this insurance shall be as follows: $5,000,000 Damage to Property for each occurrence $5,000,000 Damage to Rented Premises for each occurrence $5,000,000 for each injury or death arising out of one occurrence $5,000,000 Excess Umbrella coverage for each occurrence | Answer: All ODOT facilities are covered under the State's property insurance program and premiums for that coverage are paid directly by ODOT. Bidders ARE NOT required to secure property insurance. The information below from Section 3.2.5 of the specs are requirements for the bidder's organization. Each bidder must show proof of their own Commercial General Liability and Workers Compensation Insurance in accordance with the coverage requirements of that section. | Answered: 6/2/2026 Inquiry 90346 | Subject: Follow-up Clarification – RFP 564-27 Total Annual Cost (Property Management Fee vs. Operating Expenses)Dear ODOT Procurement Team,Thank you for your previous response confirming that the “Total Annual Cost” for evaluation purposes is the proposed property management fee only.I would like to request one additional clarification to ensure our proposal is fully compliant and properly structured:The Scope of Services (particularly Section 2.1.7 – General Building Maintenance and Operation) requires the Contractor to handle or coordinate a wide range of ongoing operational activities, including but not limited to: Janitorial and cleaning services Landscaping, snow/ice removal Pest control and trash removal HVAC maintenance Routine repairs and maintenance Tenant build-outs / updates (within approved limits) Security coordination, etc. Additionally, the Contractor is required to prepare and submit an Annual Operating Budget and a 5-Year Capital Expenditure Plan for ODOT approval.Could you please clarify the following: Should the Total Annual Cost / Management Fee proposed in the Cost Proposal include only the Contractor’s management/overhead fee (sales, leasing, tenant relations, rent collection, financial reporting, oversight, etc.), with all operating expenses (janitorial, utilities, maintenance, repairs, etc.) proposed as pass-through / reimbursable costs? Or does ODOT expect the Total Annual Cost to also incorporate estimated costs for the various operational services the Contractor will manage? 2.1.3 asks to Prepare and submit an annual Operating Budget and a 5-year Capital Expenditure plan for ODOT approval, but your answer says a 5-year Capital Expenditure plan is not required. Do you still want us to submit a separate Annual Operating Budget (including all operating expenses) in addition to, and completely separate from, the proposed Management Fee? Prepare and submit an annual Operating Budget and a 5-year Capital Expenditure plan for ODOT approval. Our goal is to provide a clear, competitive, and apples-to-apples fee while still delivering a complete Operating Budget that reflects the full cost of operating the facility.Thank you in advance for your clarification. Please let me know if you need any additional information. | Answer: Subject: Follow-up Clarification – RFP 564-27 Total Annual Cost (Property Management Fee vs. Operating Expenses)Dear ODOT Procurement Team,Thank you for your previous response confirming that the “Total Annual Cost” for evaluation purposes is the proposed property management fee only.I would like to request one additional clarification to ensure our proposal is fully compliant and properly structured:The Scope of Services (particularly Section 2.1.7 – General Building Maintenance and Operation) requires the Contractor to handle or coordinate a wide range of ongoing operational activities, including but not limited to: Janitorial and cleaning services Landscaping, snow/ice removal Pest control and trash removal HVAC maintenance Routine repairs and maintenance Tenant build-outs / updates (within approved limits) Security coordination, etc. Additionally, the Contractor is required to prepare and submit an Annual Operating Budget and a 5-Year Capital Expenditure Plan for ODOT approval.Could you please clarify the following: Should the Total Annual Cost / Management Fee proposed in the Cost Proposal include only the Contractor’s management/overhead fee (sales, leasing, tenant relations, rent collection, financial reporting, oversight, etc.), with all operating expenses (janitorial, utilities, maintenance, repairs, etc.) proposed as pass-through / reimbursable costs?YES Or does ODOT expect the Total Annual Cost to also incorporate estimated costs for the various operational services the Contractor will manage?NO 2.1.3 asks to Prepare and submit an annual Operating Budget and a 5-year Capital Expenditure plan for ODOT approval, but your answer says a 5-year Capital Expenditure plan is not required. Do you still want us to submit a separate Annual Operating Budget (including all operating expenses) in addition to, and completely separate from, the proposed Management Fee?The items listed within Section 2 are services ODOT desires to be included in the overall management of the property. These are services the selected vendor should provide during their management of the property. Submission of a Longworth Hall specific Annual Operating Budget and 5-year Capital Expenditure Plan is not required. Section 4 reads: "In this section, the vendor must provide the items below in sufficient detail for the evaluation team to comprehend the methodology that has been or will be utilized in carrying out the proposed solution as requested in Section 2.1 of the proposal." Prepare and submit an annual Operating Budget and a 5-year Capital Expenditure plan for ODOT approval.Since vendors do not have all the financial and operating details prior to bidding, vendors should submit representative documentation from other contracts that clearly show their understanding of the requirements. Our goal is to provide a clear, competitive, and apples-to-apples fee while still delivering a complete Operating Budget that reflects the full cost of operating the facility. Thank you in advance for your clarification. Please let me know if you need any additional information. | Answered: 6/2/2026 Inquiry 90570 | 3.2.6 SUBCONTRACTORS asks for subcontractor information. By Subcontractors, does ODOT refer to subcontractors needed for property management exclusively (sales, marketing, accounting, inspections, etc.), or are you asking for subcontractors as part of operating expenses (janitorial, pest control, maintenance, HVAC, electrical, roofing, plumbing, elevator, landscaping, alarm system, etc.)? | Answer: Subcontractors refers to subcontractors needed for property management exclusively. | Answered: 6/4/2026 Inquiry 90573 | Section 3.2.6 outlines the requirement to list all planned subcontractors. Based on the other questions about total costs of operation vs. costs of management, we believe that this only applies to any portion of the property management work that we intend to subcontract. In some situations, vendors who will be contracted to perform services at the property (elevator maintenance, plumbing, snowclearing, etc.) have been considered to be subcontractors. We consider these vendors, not subcontractors, but would like to confirm that ODOT has the same understanding. | Answer: Subcontractors refers to subcontractors needed for property management exclusively. | Answered: 6/4/2026 Inquiry 90789 | Please provide a list of recent repairs completed at the campusPlease provide an equipment list with age and condition of major building equipment including HVAC, elevator, fire and life safety, and other critical building systemsWill the copy of property management contract be used as the basis for negotiations?Section 2.1.2: From the periodic operational reviews, what is the expectation for reporting?Section 2.1.3: What is the expected process for paying bills with the operating account?What are the financial reporting requirements? (Frequency, accounting standard, content, KPIs/Metrics)How does ownership fund or approve disbursements from the operating account?What is the existing Accounting software?Section 2.1.4: Is there currently an outside broker contract for leasing? If not, will there be a need to hire one? Would that be a property manager responsibility? | Answer: Please provide a list of recent repairs completed at the campusWe do not have a comprehensive list of recent repairs. This information will be communicated to the selected vendor during the transition period.Please provide an equipment list with age and condition of major building equipment including HVAC, elevator, fire and life safety, and other critical building systemsWe do not have a comprehensive equipment list. This information will be communicated to the selected vendor during the transition period.Will the copy of property management contract be used as the basis for negotiations?I believe some elements of the current contract and other sample contracts will be the basis of negotiations with the selected vendor.Section 2.1.2: From the periodic operational reviews, what is the expectation for reporting?We are requesting you propose this element of the contract to Us.Section 2.1.3: What is the expected process for paying bills with the operating account?We are requesting you propose this element of the contract to Us.What are the financial reporting requirements? (Frequency, accounting standard, content, KPIs/Metrics)We are requesting you propose this element of the contract to Us.How does ownership fund or approve disbursements from the operating account?We are requesting you propose this element of the contract to Us.What is the existing Accounting software?This information will be communicated to the selected vendor during the transition period.Section 2.1.4: Is there currently an outside broker contract for leasing? If not, will there be a need to hire one? Would that be a property manager responsibility?There is no current outside leasing broker. If you desire to follow that business model, include that within your proposal. There is no specific requirement in the specifications requesting or prohibiting vendors from choosing this business model. | Answered: 6/5/2026