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Department of
,,v;`• a.z Community Investment
Memorandum
Monday, December 10,2012
TO: Redevelopment Commission
FROM: Don Inks
SUBJECT: Property Management Services for the Hall of Fame building
As we prepare to take possession of the former Hall of Fame building at the end of 2012, we need to
ensure the building will be well maintained for future use. Attached is a proposal from Grub& Ellis
Cressy& Everett to provide property management services for the site on an as needed basis. The
initial walk-thru and equipment assessment is a not to exceed amount of$500. Estimated costs for
services during the first 6 months are $4,800, and will be paid from EDIT funds. These funds have
been budgeted and approved as part of the City's 2013 budget. Commission approval is requested
for$5,300 to cover costs for the period of January 1, 2013 to June 30, 2013.
Property management at this site will be a partnership effort. DTSB has agreed to assist by providing
personnel to do daily walk-throughs of the facility to ensure the building is properly secured, utilities
are functioning and no other issues exist. City staff will arrange for snow removal and landscaping.
Grub & Ellis will be used as needed to oversee and maintain security systems and HVAC systems.
Commission approval is requested for an amount not to exceed $5,300 to cover property
management services for the first 6 months of 2013.
227 W.JEFFERSON BLVD. SOUTH BEND, IN 46601 I P: 574-235-9371 I FAX: 574-235-9021 I SOUTHBENDIN.GOV
i G R U B B & E L L I S 4100 Foisor 1 ales fkv,,y,Suite 3b0
Cressy & Everett ''"'S''Gu'aKa.'v`E4s
bi4.2/7.4360 tr.air'.
07'.271 4292'ax
www.cressvandeverett.com
December 6,2012
Th ependen;ly Owned aid Oparate.
Don Inks Via Email Only
City of South Bend dinks @satuthbendin.gov
227 W.Jefferson Blvd
Suite 1200 S
South Bend,IN 46601
Re: College Football Hall of Fame
South Bend Indiana
Dear Don:
It is my pleasure to offer you this proposal for management services of the Hall of Fame in South Bend,Indiana
(the"Property").
As you know,we are a licensed and insured regional full-service asset management and commercial real estate
brokerage organization. We currently manage approximately four million square feet of space. Our portfolio
consists of office,medical office, retail and industrial properties as well as two sizable commercial associations and
common interest developments. We customize our management services to respond to each client's objective,
whether it is a full-service offering of Financial Administration,Facility or Maintenance Management,Owner or
Tenant Relations,Third Party Vendor Relations and Construction Management,or some hybrid of the above. We
staff an in-house maintenance team capable of handling nearly all types of facility repairs. Our strong relationship
with various contractors and vendors in the community and presence in the regional market will provide you with
an opportunity to secure the most cost effective and responsive vendors to meet your needs.
Based upon our discussion and the scope of work required, I am proposing that CEMC will provide 24/7,on call "as
needed"facility maintenance services for the Hall at our then current rates,which as of this writing are$39/hour
for Level 3,$54/hour for Level 2 and$79/hour for Level 1 technicians. Any supervision or oversight by our
Mechanical Services Director or Facilities Director will be billed at$79/hour as well.
In conjunction with our assumption that this will be a facility management appointment,our scope of services and
cost structure is as follows:
1. Third Party Vendors
As part of its contract and as directed by the City,CEMC will initiate,monitor and review services
and maintenance provided by outside contractors to ensure quality and responsiveness.
Whenever possible,we will work with vendors that supply us products and services on other
buildings in our large portfolio to take advantage of cost savings for the owner.
2. Maintenance Administration
CEMC is capable of handling an array of building maintenance,repair and system monitoring
issues at the Property with its own maintenance technicians. This includes, but is not limited to,
HVAC,mechanical,electrical, plumbing,light general construction,exterior building and grounds
maintenance and other related jobs.
In order to maintain the Property,CEMC will provide technicians as needed of Level 2 and/or
Level 3 to handle routine needs as well as a Level 1 tech for the HVAC system monitoring,
maintenance and repairs. Maintenance,repair and system monitoring work as well as
supervision that may be required will be performed on an"as needed"basis and will be billed at
our then current rates.
3. Construction Management
In the event you need construction management services to perform any improvements or other
related construction projects,CEMC will coordinate all aspects of any construction for work as
required in your Property. Our fee structure for this service is based upon the size and scope of
the project.
In addition,CEMC will do an initial walk through and equipment assessment on the facility and charge our normal
hourly rate with a not to exceed amount of$500 for that service. Based upon your direction of needing an
estimate of costs for our services over the next 6 months,and not anticipating any significant repairs which
obviously will increase the costs,I would plan on approximately 2 hours/week of a Level 2 tech and 1 hour/week of
a Level 1 tech which would equate to a cost of approximately$4,800 for 6 months. In the event that this amount
of time will not be needed,then it will not be billed and the cost will be less.
We look forward to being the City's resource for transitioning the Property from NFF's control to the City of South
Bend's responsibility. Thank you very much for the opportunity to provide you with this proposal. I look forward
to discussing this proposal and putting together a Management Services Agreement for review and execution.
Sincerely,
CRESSY AND EVERETT MANAGEMENT CORP.
Robert E.Dunbar,Jr.
Chief Operating Officer