(Formerly the Mona Visitors Lodge & Conference Centre, MVLCC)
Site Visit Questions and Answers
Please see below a compilation of the questions received and respective responses.
Q. The age the building (year built).
A. Based on the University’s records, the original building seems to have been commissioned in the late 50’s. However, there has been several modifications since then to the original structure.
Q. A listing of all the various rooms and their measurement in square foot.
A. Any measurement and recording of requisite sq. ft. of space at the facility will be responsibility of the proposer.
Q. We are requesting related detailed structural and infrastructure drawings to verify the area stated in this proposal of 14,189.06 square meters of space designated for the operation of the Mona Inn and Conference Centre.
A. Any structural assessment, surveyors’ reports, measurement and recording of requisite sq. ft. of space at the facility will be responsibility of the proposer.
Q. Identification of the external boundaries.
See draft map provided entitled MVLCC Operational Boundary.
Q. We are requesting a site plan showing the extent or boundaries of the area that is the subject of this proposal.
A. See basic map provided for consideration. Site plans, surveyors’ reports, etc. will need to be created at the proposer’s expense.
Q. Any restrictions of usage (e.g., heritage sites, functions by type)
A. The Mona Plantation Ruins are a part of the official heritage site and as such cannot be modified. However, the Ruins on the property can be and have been used for functions. Proposed usage should be detailed in the proposal for review by the relevant Mona Campus Committees.
Q. The RFP (Section 8.1, page 4) states that the facilities include the Gardens with the Ruins. Please confirm whether there are any restrictions in relation to the use/operation of this feature.
A. No general restrictions to the use/operation of these areas. However, activities on the Campus are governed by various public order policies.
Q. Any restrictions on modification to the existing building structure to include the construction of additional rooms.
A. There are no restrictions on modifying the existing building structure.
Q. Option to do minimal external adjustments to the facility and the creation of additional kitchen spaces or the utilization of the one now utilized by the senior common room franchise.
A. The option is available for expansion of the facility and development/expansion for additional kitchen space.
Q. Whether the option exists to utilize some of the existing furniture, equipment, utensils, housekeeping supplies, where they are assessed to be suitable/or have them considered a part of the lease.
A. Yes, the option exists for the successful proposer to acquire at an agreed cost existing furniture, equipment, utensils, etc. if deemed suitable.
Q. Are there planning and/or building restrictions on the property set by either the regulatory agencies and/or the University of the West Indies, Mona.
A. Construction on the Mona Campus is governed by the requirements of Kingston and St. Andrew Municipal Corporation as per its approval process and requirements for construction.
Q. Are there caveats, encumbrances and/or liens on the property.
A. There are no caveats, encumbrances on the property associated with the MVLCC.
Q. Where additional build out/expansion is required for service areas (kitchen, back of house etc.,) how will this be handled, specifically, internal approvals regarding design, size and so on?
A. The UWI Mona has three levels of approvals for design and construction. These are Technical and Environment Committee which assesses all drawings before submissions to the Grounds, Buildings, and Premises Committee, and finally the Finance and General Purposes Committee. Final approval is required from the Mona Campus prior to submission of drawings to the KSAMC for approval. KSAMC approval is required before any construction work may commence. The proposer is responsible for all costs associated with developing drawings and submissions.
Q. May we have a copy of the related certified title(s)
A. See copy of title attached.
Q. Please confirm how the property is to be accessed from the nearest main road(s) and from within property.
A. See entrances on the map provided, i.e., via the Parking lot to the west, a small pedestrian access to the north, current access from the SCR entrance. The property may also be accessed from a gate directly to the property from Hermitage Road. However, utilizing this entrance will require security discussions with the Campus based on the fact the entrance would provide full access to the Campus. Currently, vehicular access to external traffic is via the Post Office Gate or Irvine Gate to the MVLCC parking lot.
Q. Will those access routes be blocked and/or unavailable during certain hours of the day or for any part of the calendar year?
A. The Campus has various activities that may briefly or temporarily restrict access, i.e., Homecoming Celebration, Carnival Road March, but generally access and traffic flow on the Campus is not routinely interrupted. Irvine Gate is closed at 9 p.m. Mondays – Fridays and on the weekends. The Post Office Gate remains open 24/7.
Q. Please confirm the parking spaces or area that will be dedicated or form part of this lease arrangement. Or will this be a shared amenity? If so, with whom will this be shared?
A. There are two general parking areas dedicated to the property, i.e., the main parking area to the west of the property and the small but convenient parking lot at the north of the property. The access road to the main parking lot is shared.
Q. Please provide us with the maintenance history of the property (that is, schedule of repairs and/or upgrades carried out in last 5-7 years).
A. This information is not available. However, the preferred bidder will be able to have discussions with the Estate Management Depart (EMD) for specific enquires associated with the Maintenance of the Property.
Q. JPS bills/ NWC or water bills for the last 6-12 months of operation
A. See compilation of the utilities reading obtained from the property for 2018 – 2019.
Q. The last five years of audited Financials inclusive of notes.
A. Not Available for distribution
Q. The last set of Management accounts.
A. Not Available for distribution
Q. The last five years forecasted Financials inclusive of strategy (to test for variance in actual versus budgeted)
A. Not Available for distribution
Q. The existing organizational structure chart
A. There is no existing organizational chart.
Q. All obligations pertaining to the business directly or indirectly.
A. Will be provided in negotiation with the preferred bidder.
Q. A list of all the business’ systems used for the capturing of all business activities along with any cost per annum or upkeep of same and depreciation where necessary.
A. Not Available
Q. What is the Occupancy rate
A. The occupant rate for 14 rooms was approximately 60%
Q. What was the business ADR (Average Daily Rate), and RevPAR (Revenue Per Available Room)?
A. Not Available
Q. What were the characteristics of the business previous target audience.
A. Commercial and UWI Conferences, Seminars and Banquets. Visitors (local/International) involved with doing business on Campus as well as UHWI.
Q. What were the feedbacks given by those customers and are you able to share same?
A. Please review comments independently from own sources.
Q. Who are the suppliers and how best can you describe the business relationship?
A. Not Available.
Q. Are the process flow charts for the business to be shared?
A. Not Available
Q. Is it possible to share all the company’s policies and procedures existing?
A. Not Available
Q. Has the facility been issued any ‘cease and desist’ notices or code violations from regulatory bodies in the last 5 years? If so, what is the status?
A. No. The cessation of operations at the facility was by the decision of the Mona Campus Management.
Q. What state are the regulatory obligations are they in? Has the business every been flagged since its existence?
A. The Business has been closed from February 2020. Therefore, all applicable permits and approval will need to be obtained for any operation.
Q. Does the Mona Inn operate the SCR or are they separate operations.
A. They are separate entities but have in the past negotiated access to amenities at the SCR for the hotel’s guests.
Q. Advise whether the sporting facilities Tennis Court, Badminton/Squash Room, Pool are available for use by the hotel's guests.
A. They were previously accessible through mutual agreement with the SCR. Same can be discussed as part of the arrangement with the Campus.
Q. What are the general terms or guidelines under which the adjacent pool and bar at the Senior Common Room (SCR)) can be used by the operators of MICC?
A. These were previously as agreed with the SCR. The proposer will need to discuss new arrangements as required.
Q. What is the security arrangement?
A. All tenants are responsible for making their own security arrangements. This can be done in consultation with the Office of the Director of Security and may use third party security firms not affiliated with the Campus’ security provider.
Q. Will the operator’s security procedures need to be discussed and coordinated with the overall security provided on the campus?
A. Yes. The Operator will need to have discussions with the Director of Campus Security.
Q. Can more than one proposal be submitted? That is, will alternate proposals be considered? For example, longer lease term contingent on the level of financial investment.
A. Proposers are allowed to submit various options in their proposal for consideration.
Q. The RFP indicates in the first paragraph of page 5 (Section 8.1) that proposals should clearly state the willingness and level of the proposer’s anticipated investment where there are recommended changes. Given the relatively short duration of the proposed lease term, (i.e., not exceeding 15 years), would the University of the West Indies, Mona be willing to provide financing for the restoration?
A. The UWI will not be providing any financing for the restoration of the property. As outlined above, the proposer may submit various options for consideration of the campus.
Q. What reporting requirements will the University of the West Indies require of the operator of the facility during the tenure of operations?
A. Reporting requirement on a lease property, if any, will be outlined and negotiated in the official sublease documentation.
Q. Will the facility be subject to the private decisions taken by the University of the West Indies to open or close the campus with the exception of national events such as health pandemic, civil unrest, riots, etc.
A. In the general, third-party operations operate independently of the operations of the Campus. The operation of the property will be subject to a negotiated commercial agreement. This agreement will outline the terms and conditions and expectation between the Landlord UWI and the Lessee, the proposer.
Q. Please provide more information in relation to the ‘operating guidelines of the University’ as stated in Section 9.1, page 6 of the RFP
A. Further specific information will be provided the preferred bidder, however you many review a few policies to be adhered to on the campus https://www.mona.uwi.edu/administration/policies
Q. Is the property the subject of any lawsuit or litigation or other claim by a third party, employee, or affiliate?
A. There are no records of any legal encumbrances or matters of claim etc., by any third party, employee etc. against the MVLCC.
Q. Is the subject property listed or being used as collateral by the University of the West Indies?
A. The property is not being used by the UWI for collateral.
Q. At what stage in the process will the operator be required to follow the requirements stated in Section 9.1? It is unclear whether these will be grounds for rescinding award or determining the agreement.
A. Section 9 and 9.1 of the RFP outlines specific requirements and expectations of a successful proposer. The section outlines relevant grounds for evaluation of and disqualification of proposal based on the expectations of bidders.
Q. Please provide us with a draft of your typical lease/concessionaire agreement so we may review these general conditions and make suggestions, where necessary.
A. Documentation associated with Lease agreement etc., will be provided after the evaluation and agreement of a preferred bidder. Suggestions for amendments may be made at that time.
Q. Would the University of the West Indies assist, if necessary, in obtaining the requisite approval if information and cooperation is needed to complete the process?
A. The UWI will assist, where possible, with the requisite approval process required for the operation of the entity, for example, JTB Licences, UWI documentation necessary to support KSAMC approval, et. All costs, including engagement of professionals, associated with approvals will be borne by the successful proposer.
Q. Please clarify how the proposal will be evaluated (Section 15, page 8). What is weighting of each of the three criteria? Are they equally weighted? Is there a threshold score to be deemed substantially responsive? What is the basis of award (i.e., highest score?). This section is unclear.
A. The evaluation criteria will be provided shortly. However, based on the RFP, a company’s track record in managing a hotel property, financial and operational capabilities, as well as the proposed plans for the property will be heavily weighted.
Q. Is there a monthly maintenance fee?
A. Yes, the monthly maintenance fee will be negotiated as part of the lease agreement.
Q. Will the UWI continue to provide information on the Mona Inn across its campuses.
A. The UWI does not offer marketing or advertising for third-party entities via its internal communications. however, endeavour to circulate notices regarding these entities that may affect our Campus constituents.
Our 7 faculties and 12 professional schools offer more than 200 programmes to some 18,000 graduate, undergraduate and continuing studies students.
The UWI, Mona ranks first in Jamaica among accredited tertiary-level programmes. In 2012, the University was again one of Jamaica’s Top 100 Employers.
