Department of Facilities Management
45 West Gude Drive, Suite 4000, Rockville, MD 20850 240‐314‐1060 www.montgomeryschoolsmd.org/departments/facilities/REM/
REALESTATEMANAGEMENTTEAMKEYPROCESSESAND
MEASURES
Terminator(Start)-(End)
Process
Decision
Document
Off Page Reference
Data
Direct Data
Manual Operation
Predefined Process Stored Data
Map Symbols Real Estate Management Team
SURPLUSSPACELEASINGPROCESS
(CLOSEDORHOLDINGSCHOOLS)
JOINTOCCUPANT(CHILDCARE)
SELECTIONPROCESS
AGRICULTURALLEASINGOFFUTURESCHOOLSITESPROCESS
CELLTOWERNEWAPPROVALPROCESS
CELLTOWERCOLLOCATIONPROCESS
CELLTOWERREVENUEDISTRIBUTION
PROCESS
JOINTOCCUPANCYLEASEREVENUE
CELLTOWERREVENUEGROWTH
REMFUNDMAINTAINSELF‐SUPPORTING
BALANCES
REALESTATE
MANAGEMENTTEAMKEYPROCESSESANDMEASURES
IGOE
(Closed or Holding Schools)
Proposals Received?
Y/N
Real Estate Management TeamSurplus Space Leasing
(Closed or Holding Schools)
DFM/REM identify upcoming
vacancies in closed schools or
other MCPS space
REM evaluates constraints
(Timing, joint uses, neighborhood)
REM drafts RFP for space and
advertises space for leasing
REM continues effforts to secure
tenants
Proposals are evaluated by
selection team
Top rated offerors are interviewed
No
Yes
Proposed tenant
selected?Y/N
No
REM drafts lease and negotiates
terms
Agreement reached?
Y/N
Agreement sent to BOE for approval
No
Yes
REM forwards lease to tenant for
signature
Tenant returns signed lease for BOE execution
Space is prepped for occupancy
Tenant occupies space
Surplus Space Leasing Process ‐ Steps
Step Description
1 DFM Long‐range Planning staff and REM staff will schedule an annual meeting at the beginning of the budget process to identify potential school closings and available space in holding schools.
2 REM staff will visit the available sites and determine constraints for potential uses. REM will also discuss timing and possible neighborhood issues associated with leasing with the DFM director, Long‐Range Planning staff, and other stakeholders as required.
3 REM will draft a request for proposal seeking interest for use of site. Priority will go to other government agencies, non‐profit associations, and private educational programs. RFPs will be publicly advertised in the local newspaper, eMAryland Marketplace, and on the REM webpage.
4 Rem staff will assemble a selection team and review proposals received. Proposals will be rated according to the criteria contained in the RFP.
5 REM staff will schedule interviews with the top rated offerors and determine a finalist.
6 REM staff will make a recommendation to award and issue a Notice of Intent to Award.
7 REM staff will draft a lease and negotiate the lease terms and conditions with the proposed tenant.
8 REM staff will prepare the Board agenda item and draft lease for review by the BOE.
9 Upon approval, REM staff, working with the MCPS attorney, will finalize the lease for execution.
10 REM will schedule a meeting with SPO staff, Facilities Maintenance staff, and IT staff to coordinate work to allow for occupancy. Upon agreement, work will be completed.
11 Tenant occupies the space and begins paying rent.
IGOE
INPUT
Joint Occupant(Child Care)
Selection Process
ENABLERS
Real Estate Management Team
Joint Occupant Selection Process(Child Care)
Principals andPTA approve space
for joint useY/N
Process Ends
REM contacts principals
concerning program plans and
desire for child care space
DFM Long-range Planning identifies schools with
surplus space
Principal provides any special
requirements for school
REM drafts RFP and
advertises
Principal appoints
committee (Selection)
Applications received
Copies of Applications and rating instructions are distributed to
Selection Committee
Selection committee meets to rate application
proposals
No
Yes
Non- selected applicants receive
notice
Did interview result in selection?
Yes/No
Highest scoring
applicants receive
interviews
Non- selected applicants
receive notice
Selected applicant is notified of selection.
REM drafts agreement and sends to provider
to sign.
Selected applicant applies for licensing
Tenant occupies space and provides a quality service to the school
community.
YES
NO
END
NO
YES
Joint Occupant Selection Process ‐ Steps
Step Description
1 DFM Long‐range Planning staff and REM staff will schedule an annual meeting at the beginning of the budget process to identify potential surplus space in school facilities.
2 REM staff will visit the schools and discuss potential use for Childcare with the principal. If principal agrees to the proposed use, they will provide any special program requirements to REM staff.
3 REM will draft a request for proposal seeking interest for a Childcare use. RFP will be publicly advertised in the local newspaper, eMaryland Marktplace, and the REM webpage.
4 The school principle will appoint a selection team in accordance with established policies and procedures. REM s Proposals will be rated according to the criteria contained in the RFP.
5 Interviews with the top rated offerors will be scheduled and determine a finalist. The interview process will also be rated.
6 The selection committee will make a recommendation to award. REM staff will send a Notice of Award to proposed provider.
7 REM staff will draft a lease and negotiate the lease terms and conditions with the proposed tenant.
8 Selected provider will be subject to all state, federal, and local licensing requirements and will be responsible for the costs of compliance.
9 Lease will be executed and tenant will occupy space.
IGOE
INPUT
Vacant Future School Site
Public Interest in Leasing for Agricultural Purposes
Executed Lease Agreement
Effective Use of Future School Sites at No Cost
To MCPS
Long-range Planning StaffREM Staff
DFM DirectorFarmer/Tenant
Approved Educational Facilities Master PlanMCPS BOE Policy
State and Local Laws
Site is identified as a future school site with no capital project
Application received from interested parties
REM Staff evaluates the application(s) and
determines best Lessee
REM Staff notifies future Lessee of acceptance and
reutrns application to candidates who where not
selected
Request that the Div of Maintenance install
sign
Real Estate Management Team
REM staff prepares newspaper advertisement
Execution of lease agreement to Lessee
Does the property have a “Future School
Site sign?
Staff prepares template Lease agreement with
term, conditions
Newspaper advertises availability of site for
agricultural leasing with deadline for submission
of proposals
Prospective candidate completes Lease
Agreement with proposed annual rent and remits
check
Return an executed copy of lease agreement to Lessee
Reimburse Div of Maintenance for sign
installation
Agricultural Leasing ofFuture School Sites
NO
End
YES
IGOE
Identified School Site
PTA/School Approval
A&E drawings from TELCOrepresentative
New Cell Tower
Board Approval for a tower at new site
Signed lease
Surety Bond or Security Deposit
Minimum five year revenue stream
REM Staff, School Staff, School Community, DFM Director, Board of Education,Cell Tower Company, M-NCPPC
MCPS Policy ECN, Federal Telecommunications laws, Montgomery County Executive Regulation 14-96,
Special Exemption Process, Telecommunications Transmission Facility Coordination Group
(TTFCG)
Notify TELCO Company that there
is no interest
Arrange meeting with cell tower reps
and principal (principal’s
discretion whether to invite PTA
representative)
If principal is still interested, direct TELCO reps to
prepare schematic drawings
If Right of Entry is required for testing, prepare ROE (using ROE template) for execution by DFM director. Require
TELCO to prepare exhibit
Prepare Lease Agreement, using most recent Lease
template. Make sure agreement includes
language that should there be taxes assessed by State, responsibility for payment is Lessee’s.
TELCO must provide Lease exhibits, acceptable surety bond or security deposit,
acceptable radio frequency (RF) and structural reports.
TELCO Co must then prepare information for
Special Exception process.
MCPS will have to be a co-applicant on the SE
application.
Require that when notifying adjacent and confronting property
owners, notices must be sent registered mail. Check their lists and make sure they are notifying appropriate Citizens/Homeowner
Associations
Will the process require a Special
Exception?
Principal schedules an “informational meeting” at a regular PTA meeting and invites the community
Determine from School Principal if there is interest in
monopole installation
Once the hearing Examiner has prepared a recommendation, TELCO reps then have to prepare information for Mandatory
Referral before the M-NCPPC.
TELCO co will make application to the
Tower Committee. If project is approved, it will be conditioned on
Special Exception approval.
Final signature is by the Superintendent, once
everything is acceptable. Usually we get five original documents, two for MCPS, three for TELCO provider.
Yes
No
No – proceed to Mandatory Referral
Yes
Cities of Rockville and Gaithersburg have their own review process
REM reviews schematic
drawings with DOC.
Do future plans/site constraints prohibit tower
TELCO Company Indicates interest in installing monopole
Cell Tower Leasing Process ‐ Steps
Step Description
1 The Real Estate Management Team is contacted by a Cellular Service provider to locate a tower at an MCPS site. The real estate management team will receive basic information from the provider concerning proposed size, location, and special requirements. REM staff will direct the provider to the MCPS Policy ECN and explain the process.
2 REM staff will contact the school principal and present the request. The school principal will make the decision whether they will permit a tower on the property or not. If the request is denied, REM staff will contact the provider and inform them the request is denied. If the principal is interested, REM will contact the provider too begin the approval process.
3 REM will request the provider provide schematic drawings showing the proposed tower location and associated equipment. REM will review the plan with DOC staff to determine if there are any conflicts with future expansion plans or current site issues. If there are conflicts that cannot be resolved, REM staff will notify the provider and principal the tower is not compatible for the site. If issues can be resolved, the provider will move to the next step.
4 The principal will schedule an informational meeting with the PTA. The principal will ensure members of the surrounding community, HOAs, and civic associations are invited. Should there be substantial opposition; the principal may decline the request. Should the community be supportive, the provider will begin the formal approval process with local and County government agencies.
5 The provider will manage the public approval process and notify REM upon completion and verify all approvals were received.
6 REM staff will prepare the lease for review by the provider. Following successful lease negotiations, the lease may be forwarded to the MCPS attorney for review.
7 Once lease is finalized and signed by the provider, it will be forwarded to the Superindent for execution.
IGOE
REM Staff, School Staff, School Community, DFM Director, Board of Education, TELCO Company, School site with existing tower identified, M-NCPPC
Board Policy ECN, Federal and Local laws, Montgomery County Executive Regulation 14-96, Mandatory Referral Process,
Telecommunications Transmission Facility Coordination Group (TTFCG),
Arrange meeting with cell tower reps and principal (principal’s discretion whether to
invite PTA representative). If it is
a HS, first point of contact is the
business manager.
If principal is still interested, direct TELCO reps to
prepare A&Edrawings
If Right of Entry is required for testing, prepare ROE (using ROE template) for execution by DFM director. Require
TELCO to prepare exhibit
Prepare Lease Agreement. Make sure agreement includes language that should there be taxes
assessed by State, responsibility for payment is
Lessee’s.
TELCO must provide Lease exhibits, acceptable surety bond or security deposit,
acceptable radio frequency (RF) and structural reports.
Determine from School Principal if there is interest in
collocation
TELCO co will make application to the Tower Committee. If project is approved. (Montgomery
County policy is to collocate telecommunications
equipment on monopoles whenever possible)
Final signature is by the Superintendent, once
everything is acceptable. Usually we get five original documents, two for MCPS, three for TELCO provider.
Prepare notification letter to M-NCPPC Dept. of
Planning. Cite previous Mandatory Referral
approval and provide a copy. (Previous letters can be found in existing files.)
Collocation approval from primary provider (co-owner
of the pole) is needed. Applicant should coordinate with primary provider. Have
Molinaro review the approval acknowledgement.
Review the A&E drawings to make sure they show exiting monopole, with all of present collocators. Jim Tokar in the
DOC can review the architectural and engineering drawings.
Yes
No
Cities of Rockville and Gaithersburg have their own review process
Notify TELCO Company that there
is no interest
TELCO Company Indicates interest in
collocating on existing monopole
IGOE
Cell TowerRevenue Distribution
Process
Real Estate Management Team
Fiscal Assistant reviews and updates rent schedule
Fiscal Assistant prepares payout
distribution schedule
Fiscal Assistant prepares payment
package1 for approval by:
Fiscal SpecialistREM Specialist
REM Team LeaderDir DFM
REM and Fiscal specialists review
schedulefor completeness
and accuracy
Yes
No
Yes
Payments are processed by
Controller’s Office and transmitted to schools
Schools receive memo from DFM director
alerting them to payment
Schools receive revenue share funds in the school IAF account
Fiscal Assistantruns Funds
Available Reportin FMS
Prepare revenue share payment request memo to Controller’s Office; memo signed by DFM Director
Is Revenue Share account balance sufficient to make
payments(Y/N?)
Supplemental Funds are deposited
Are there sufficientfunds available
to transfer(Y/N?)
Transfer additional funds into
Revenue Share account
Yes
No
Yes
Fiscal Specialist consults with REM Team Leader on
need for supplemental appropriation
1Package contains: payment request to Controller, school principal payment memos, payout distribution schedule and funds available report.
Packet is approved; Memos are signed by
DFM Director(Y/N?)
Revisions / Corrections are
made and rerouted for approval
No
Payout distribution schedule is
revised
Payout distribution schedule is
accurate (Y/N?)
Prepare memos to school principals alerting them to
payment; memo signed by DFM Director
No
Department of Facilities Management
45 West Gude Drive, Suite 4000, Rockville, MD 20850 240‐314‐1060 www.montgomeryschoolsmd.org/departments/facilities/REM/
PERFORMANCEMEASURES
Montgomery County Public Schools
Joint Occupancy Lease Revenue
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
FY07 FY08 FY09 FY10 FY11 FY12 FY13 FY14 FY15
Revenue in
USD
Fiscal Year
Lease Revenue by Category
Land Leases
Joint Occupancy
Closed Schools
Montgomery County Public Schools
Cell Tower Revenue Growth
0
100,000
200,000
300,000
400,000
500,000
600,000
700,000
800,000
900,000
1,000,000
1,100,000
Revenue in
Dollars
Cell Tower Revenue Growth
Gross Revenue
Shared Revenue
REM Revenue
$-
$500
$1,000
$1,500
$2,000
$2,500
$3,000
$3,500
$4,000
$4,500Th
ousa
nds
REM Fund Maintains Self-Supporting Balances
Operating revenues Total net assets - ending Operating expenses