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