DISTRIBUTED MEDICAL EDUCATION REQUEST FOR PROPOSALS FOR LEASE OF LIVING ACCOMMODATIONS CLARENVILLE

Description: Request for Proposal Number: RFP-058-26 Issued: November 4, 2026 Distributed Medical Education — Faculty of Medicine, Memorial University of Newfoundland is requesting proposals for the lease of living accommodations in Clarenville to house medical learners. The RFP seeks one (1) rental housing/apartment unit in the Clarenville area for the period tentatively January 1, 2027 to December 31, 2028, with an option for the University to renew for a further one-year term subject to funding and capacity. All leases must include a cancellation notice in accordance with the Residential Tenancies Act of Newfoundland and Labrador. Background and Purpose: - The Faculty of Medicine and Distributed Medical Education (DME) place learners in rural communities for clinical rotations and require suitable, safe, clean, furnished, self-contained housing in Clarenville to support rural medical education and community engagement. Scope and Location Requirements: - One self-contained dwelling unit located within the town of Clarenville. - Preference for a single-detached house with four (4) bedrooms; three (3) or two (2) bedroom properties may be considered. - Duplexes, apartments, or basement apartments may be considered under specified conditions (e.g., inclusion of upstairs unit or owner-occupied upstairs). - Proximity to the local health care centre is required. - Occupancy to be available January 1, 2027 (exact start date to be negotiated). - Units must be accessible 24/7 and self-contained (kitchen, bathroom, separate entrance). - Smoking/vaping prohibited on the property. Specifications and Furnishings: - Preference for pet-friendly units; bidders must state whether units are pet-friendly. - Units must meet current municipal building codes (electrical, plumbing) and have required safety equipment (CSA smoke detectors in each bedroom and a common area; A/B/C fire extinguisher in kitchen; bedroom window egress and screens). - All appliances to be included (toilet, tub/shower, sinks, fridge, stove, microwave, washer, dryer) and CSA approved where applicable. - Property to be fully furnished: living room furniture, dining table and chairs, and in each bedroom: numbered door with lock, double bed with box spring and mattress on frame, dresser, bedside table and lamp, study space (desk, chair, lamp). Number of study spaces must equal number of bedrooms. - Rent to include heat, light, basic cable, wireless internet (highest local speed), local telephone services, applicable property/building taxes, and building/homeowner's insurance. - No carpeting preferred (area rugs or entrance mats acceptable); carpeting may be considered if clean/newly replaced. - Rent to include snow clearing (including de-icing of driveway and pathways) and regular lawn maintenance. - No wood stove heating as primary source; permitted primary heating includes electric heat, heat pumps, or oil. - Landlord responsibilities include providing a 24/7 maintenance emergency contact number; arranging or providing cleaning services between learners (approximately 6–10 times per year per room) and monthly common area cleaning when available; maintenance and emergency repairs; key management and electronic door lock control with bi-yearly code changes; providing adequate parking equal to number of bedrooms. - Leasehold improvement costs to meet specification must be included in rental rate. Bidders must provide clear descriptions of the units (building, location, floor plan, parking). Units currently rented month-to-month to the University must bid to continue providing housing. - Final acceptance subject to University inspection, proof of ownership, and verification that furnishings, kitchenware and linens meet requirements. DME will conduct random inspections during the lease term. Furnishing and Equipment Minimums (selected highlights): - Kitchenware: kettle, coffee maker, toaster, pots and pans, plates, bowls, glasses, mugs, cutlery, cutting board, mixing bowls, colander, dish towels, garbage bins, etc. - Bathroom: toilet brush, plunger, shower curtain/enclosure, towel bars, towels, facecloths, bathroom mirror. - Bedrooms: numbered bedroom door with lock and key, double bed and mattress, mattress cover, linens, pillows, bedside lamp, study desk and chair. - Living room: minimum 32-inch television with basic cable and HDMI; streaming device (e.g., Fire TV Stick) and clearly visible Wi-Fi password. - Additional supplies for vacant units: 1 roll of toilet paper, 1 roll of paper towel, and 2 garbage bags upon learner arrival. Evaluation Criteria (summary): - Home inspection (20%), Cost (50%), Past practice/references (15%), Proximity to clinic (15%). - Pricing evaluated by formula: lowest price ÷ proponent's price × weighting. Notes: Bids are subject to verification and inspection. Landlords must ensure compliance with building codes and safety regulations. The University reserves rights to negotiate, accept, reject, or cancel the RFP process.