04912039 RFP final 09 25 2026.pdf

STATE OF MISSOURI

Office of Administration

Division of Facilities Management, Design and Construction

REQUEST FOR PROPOSALS

FOR LEASED PROPERTY

for the

Department of Labor & Industrial Relations, Division of Workers’ Compensation, Jasper County

Joplin, Missouri

RFP No. 04912039

This document constitutes a Request for Proposal (RFP) including prices from qualified individuals and organizations to furnish 3,000 net rentable square feet of leased office space within the following boundaries:

The City Limits of Joplin, Missouri

For information concerning the RFP process, required proposal format or schedule of events, please direct questions to the project manager:

Terrill Newton, Real Estate Services Coordinator

(573) 536-8509

Terrill.Newton@oa.mo.gov

Issue Date: September 25, 2026

Proposal Due Date: October 6, 2026, at 1:30 p.m.

INDEX

BID PACKAGE FOR THE STATE OF MISSOURI

ATTACHMENTS

A. Summary of Critical Information

B. Office and Support Space Summary Form

C. Agency Special Requirements

D. Proposal Forms

E. Definitions

F. Instructions to Bidders

G. Specifications for Office Space

H. Janitorial Service Schedule

I. Proposal Evaluation

J. Bid/Evaluation/Award & Lease Process

K. Sample State Lease

L. Prevailing Wage Listing

M. Preference for Historic Buildings and/or Buildings Located Within a Specialized District

N. Construction Schedules, Progress Reports, Extensions, Etc.

O. MO Service – Disabled Veteran Business Preference

ATTACHMENT A

SUMMARY OF CRITICAL INFORMATION

1. Location: Within the city limits of Joplin, Missouri

2. Square Footage Required: 3,000

3. Bid Opening Date: October 6, 2026

4. Bid Surety Amount: $ NA Effective Date: to

5. Performance Surety Amount: $ NA

6. Target Date for Completion: Target Date for Occupancy: November 1, 2026

7. Term of Lease: One-year, with 4 one-year renewals

8. Number of Employees: 5

9. Total Number of Parking Spaces: 7-10 Number of Accessible Spaces: 1

10. Staff Restrooms: Male Female Unisex 1

11. Public Restrooms: Male Female Unisex 1

12. Number of Hi/Lo Water Coolers: 1

13. Number of Workstations: 5

14. The Tenant agency will / not install systems furniture.

15. Description of Program’s use of Space: Hours 8:00 am to 5:00 pm

Peak Periods of Traffic

Brief Description DWC administers programs and resolves disputes to ensure that workers injured on the job or exposed to occupational diseases receive the benefits they are legally entitled to.

ATTACHMENT B

ATTACHMENT C

ADDITIONAL SPECIFICATIONS FOR OFFICE SPACE

DEPARTMENT OF LABOR AND INDUSTRIAL RELATIONS

DIVISION OF WORKERS’ COMPENSATION

C-1. INTERIOR CONSTRUCTION REQUIREMENTS (Ref. G-3): A raised floor for the judge’s bench area must be constructed by the landlord in all of the 350 square foot hearing rooms. There must be a wood pocket door between the judge’s offices and the hearing rooms.

C-2. FLAG POLE: One flag pole should be furnished and installed. The pole should be located at the front of the building and equipped with halyard lines and cleats, for flying two 3’ X 5’ flags. The pole should be a minimum of 20’ in height and should be equipped with its own spotlight for night flight of flags.

C-3. EMPLOYEE ENTRANCE: A lighted separate employee entrance should be located to the rear or side of the facility away from the public entrance. A covered entry (approximately 6’ X 6’) for the employee should be provided. A keyless lock (Simplex L1000 or equivalent) with panic hardware and lock guard and closer should be installed on the staff entrance, along with a viewing device.

ATTACHMENT D

PROPOSAL FORM

Department of Labor & Industrial Relations, Division of Workers’ Compensation

Jasper County

Joplin, Missouri

Bid Opening Date: October 6, 2026 at 1:30 p.m.

This Proposal Form must be completed, sealed and received by the Division of Facilities Management, Design and Construction no later than 1:30 p.m. on the specified date. All proposals must be submitted through the

MissouriBUYS statewide eProcurement system. (https://www.missouribuys.mo.gov/) in accordance with the instructions for that system. The Division of Facilities Management, Design and Construction shall only accept proposals submitted through MissouriBUYS. Proposals received through any other means, including hard copies, shall not be considered and will be discarded unopened.

Submitted by:

Owner/Agent

Phone Number: ( ) Facsimile Number: ( )

Address:

D-1. The undersigned, having examined and being familiar with local conditions including applicable model building codes, ordinances, requirements, etc., affecting the premises and with all sections and attachments of this specification package issued by the Division of Facilities Management, Design and Construction, hereby certifies that, with the exception of any appended variances, the premises meets or will meet or exceed the above conditions and proposes to furnish the indicated premises for the firm, fixed price per year:

* BIDDER SHOULD ENTER AN AMOUNT OR THE WORDS

"NO BID" IN ALL BLANK AREAS PROVIDED

D-1.1 Base Bid Rental Rate (Includes Rent Only - Mandatory Entry):

Price Per Year* Dollars

D-1.2 Additional Amount for Lessor Provided Utilities (Optional Entry):

https://www.missouribuys.mo.gov/

D-1.3 Additional Amount for Lessor Provided Janitorial Services

D-2. Minimum Net Rentable Square Footage Offered (Mandatory Entry): *__________________________

D-3. Variance(s) Requested: Check this box if this proposal is contingent upon any variances to provisions of the Specifications and/or Attachment(s). All variances to the Specifications and Attachment(s) must be fully explained on a separate document attached to the completed Proposal Forms. Failure to comply with this requirement may result in disqualification of the proposal or, at the discretion of the state, insistence on full compliance with Specifications.

D-4. Specific Site Information: The Bidder should provide the proposed site address. (If the state has a choice of more than one site, please submit a separate proposal form for each site.)

Address of Proposed Property:

State Senate District: State Representative District:

D-4.1 The proposed facility is:

(a) an existing structure with renovations

(b) an existing structure with no renovation

(c) an existing structure with an addition

(d) new construction

D-4.2 The proposed premises are currently:

(a) owned by the Bidder

(b) Bidder has a signed option to purchase contract

(c) Bidder is acquiring an option to purchase contract

(d) Bidder has a verbal agreement with the owner

(e) Bidder has no ownership rights or obligations

(f) Broker representing an individual

D-4.3 In order to comply with local zoning requirements, the proposed premises:

(a) are zoned correctly (b) must be rezoned

D-4.4 The proposed facility would be designed for and occupied by:

(a) only the agency(s) specified in this RFP

(b) the agency(s) specified in this RFP and other state agencies

(c) the agency(s) specified in this RFP and other non-state organization(s)

D-4.5 The proposed facility is:

(a) a single level facility (b) a multi-level facility

D-4.6 The proposed premises are:

(a) all in one contiguous space (b) located on more than one level

(c) located on one level but different areas, not connected

D-4.7 The exterior of the proposed facility is:

(a) brick (b) block (c) wood

(d) metal (e) drivit (f) other

D-4.8 The proposed facility's roof is:

(a) shingle (b) metal (c) membrane

D-4.9 The proposed facility's HVAC system is:

(a) gas (b) electric

D-4.10 The proposed facility's parking lot is:

(a) asphalt (b) concrete

D-4.11 The proposed facility has the following Internet/Broadband connections:

(a) DSL (b) cable modem (c) other

D-4.12 The proposed facility has the following cellular reception:

(a)AT&T (b) Verizon (c) Sprint

(d) US Cellular (e) other

D-5. Total Parking Spaces Provided: __________ # of Handicap Spaces: __________

D-6. Construction Time from Notice to Proceed to Completion: ____________________

D-7. In submitting this bid, it is understood that the right is reserved by the Division of Facilities Management, Design and Construction, State of Missouri, to reject any and all bids, and it is agreed that the bids will not be withdrawn for a period of 90 days from the specified time for receiving bids.

D-7.1 IF AN INDIVIDUAL:

Name of Individual Residence Address

Signature

Firm Name (if any) Federal Tax ID # or SSN

Firm Address Address for Communications

D-7.2 IF A PARTNERSHIP: _____ General* _____ Limited

(Include names of all)

Name and Residence Address of Partners:

Name of Partnership

Partner

Partner

Address for Communications Federal Tax ID # or SSN

*Include information of all partners by attaching additional pages if necessary.

D-7.3 IF A CORPORATION: (Exact Title)

1. Incorporated under the laws of the

Name of Corporation State of

2. Registered to do business in Missouri:

Name and Title of Officer Yes _____ No _____ (Check one)

Signature of Officer

Federal Tax ID # or SSN

(ATTEST)

Address for Communications Secretary Signature

D-7.4 IF A BROKER REPRESENTING AN INDIVIDUAL:

Name of Broker

Signature of Broker

Name of Individual Represented Residence Address

Signature of Individual Represented Federal Tax ID # or SSN of Individual

Represented

(SEAL)

Each Bidder must complete the Proposal Form by signing on the proper signature line above and by supplying the required information called for in connection with the signature. Failure to properly sign the Proposal

Form and to provide required information will constitute grounds for non-acceptance of bid.

D-8. Historic Status Documentation (Mandatory Entry - If Requesting Preference Points)

D-8.1 Address of Proposed Property:

D-8.2 Is the property individually listed in the National Register of Historic Places? (Check one)

Yes No Unsure

D-8.3 Is the property a contributing element of a National Register Historic District or a certified local district?

If yes, list the name of the historic district and include photographs of the facility. (Include a photo of the front elevation of the facility and a streetscape view showing the adjoining buildings.)

D-8.4 Has the property been determined to be eligible for listing on the National Register of Historic Places by the State Historic Preservation Office in the Department of Natural Resources? (Check one)

If yes, attach a copy of the eligibility assessment and photographs of the facility. (Include a photo of the front elevation of the facility and a streetscape view showing the adjoining buildings.)

D-8.5 Will the project involve utilization of the federal or state rehabilitation tax credits? (Check one)

Information on the National Register of Historic Places can be obtained by contacting the State Historic

Preservation Program (SHPO) in the Department of Natural Resources at (573) 751-7858 or by visiting the SHPO website at http://www.dnr.mo.gov/shpo/index.html.

The State Historic Preservation Program can also provide information in regard to National Register eligibility and the federal and state rehabilitation tax credits.

D-9. Specialized District Documentation (Mandatory Entry - If Requesting Preference Points)

D-9.1 Address of Proposed Property:

D-9.2 Is the property located within a specialized district? (Check one)

If yes, check the type of district:

Central Business District Community Improvement District (CID)

Main Street Program District Other Local Revitalization District

D-9.3 A map of the district has been included with the proposal.

Yes No

If yes, list the street boundaries of the district (i.e. 2nd Street to the North, Oak Street to the South, Main

Street to the West and High Street to the East).

D-9.4 The city or local governmental agency has designated the applicable district.

Yes Date Certified No

D-9.5 The signature below by the city or local government official attests to that certification:

Name Title Date

Information on redevelopment assistance, downtown revitalization projects and the Missouri Main Street

Program may be obtained by contacting the Department of Economic Development at (573) 522-8004 or by visiting the website at http://www.missouridevelopment.org.

D-10. Environmental Assessment (Mandatory Entry - For All Proposals)

D-10.1 Address of Proposed Property:

D-10.2 What were the former uses of the Proposed Property?

D-10.3 Has a Phase I Environmental Site Assessment been conducted at the proposed site? (Check one)

If yes, indicate the name of the firm who conducted the assessment and include a copy of the findings.

Name:

D-10.4 Has a lead paint or asbestos inspection been conducted by a certified inspector at the proposed site?

If yes, indicate the name of the certified inspector who conducted the assessment and include a copy of the findings.

Name:

Information on the Missouri Voluntary Cleanup Program (VCP) may be obtained by contacting the

Department of Natural Resources at (573) 526-8913 or by visiting the website at http://www.dnr.mo.gov/env/index.html.

D-10.5 The Bidder is encouraged to submit documentation with its proposal that verifies ownership and authority to enter into a lease for the proposed property. Such information shall be required before execution of a lease.

Supporting documentation that the Bidder may be required to produces includes, but is not limited to, deeds and/or leases, and operating agreements, board resolutions, or other documentations verifying ownership and leasing authority as requested by FMDC.

ATTACHMENT E

DEFINITIONS

The terms and parties designated in the Specifications and Proposal Forms shall be defined as follows:

E-1. BIDDER/LESSOR/PRINCIPAL: The individual, firm or group of firms who submit a proposal for leasing the premises to the state as described in the Request for Proposal (RFP) and attachments.

E-2. STATE/LESSEE/DIVISION OF FACILITIES MANAGEMENT, DESIGN AND CONSTRUCTION

(FMDC): The State of Missouri, FMDC, shall serve as the state's exclusive representative in all real estate leasing transactions except as otherwise noted by statute or Code of State Regulations. No individual, organization or agency other than the FMDC has authority to obligate the state in any form; verbal, written or otherwise. Any questions regarding the bid process, specifications, Lease or authority must be directed to the FMDC Leasing

Coordinator identified on the cover page of the RFP.

E-3. MUST/SHALL/WILL/REQUIRED: Mandatory provisions; failure to comply will result in rejection of the proposal. Proposals that do not or cannot comply with these provisions will be judged non-responsive and eliminated from consideration.

E-4. SHOULD/MAY: A strong expectation that the specified provision will be performed without a mandatory obligation to provide the requirement. If compliance is not possible or desirable, the Bidder must specify that item as a "variance" in the proper place on the Proposal Form and explain fully in attached material. Generic variances to the specification (i.e. all shoulds are variance, etc.) may result in the proposal being declared non-responsive.

Consideration will be given to granting the variance in some situations. Acceptance of any variance is at the discretion of the state.

E-5. VARIANCE: A stipulated non-mandatory provision of these Specifications to which the Bidder requests an exclusion or exemption. The state reserves the sole authority to determine whether a requested variance is acceptable. If the "Variance Requested" box on the Proposal Form is not checked and the requested variances specified on an attachment, the variance will not be accepted and the Bidder will be obligated to meet all provisions of these Specifications. A variance will not be granted for provisions designated as mandatory (see E-3 above).

E-6. PREMISES: All land, buildings and equipment included as a part of the property leased to the state.

E-7. BASE BID RENTAL RATE: The annual rent amount to be paid the Lessor for use and maintenance of the premises, pest control, fluorescent and incandescent light bulbs procurement and installation, ice and snow removal, parking, lawn care and trash disposal, unless otherwise noted.

E-8. ARCHITECT/ENGINEER: The Architect or Engineer retained and furnished by the Bidder. The

Architect or Engineer must be registered with the State of Missouri and shall furnish all necessary architectural and engineering services as required to construct or renovate the project.

E-9. ACCESSIBLE/ACCESSIBILITY: A condition in which all features and facilities of the premises (land, buildings and equipment) are usable by a state employee or client, including those individuals with disabilities. The specifications set forth by the Americans with Disabilities Act Accessibility Guidelines will be used.

E-10. ADAAG: The Americans with Disabilities Act Accessibility Guidelines.

E-11. RFP/SPECIFICATIONS/BID PACKAGE: Any and all material contained within and/or attached to this document.

E-12. BID/PROPOSAL: The Proposal Form and any attachments submitted by the Bidder to the state.

E-13. SURETY DOCUMENT: A bid bond or cashier's check that is provided by the Bidder/Lessor and payable to the State of Missouri as a guarantee of certain action by the Bidder/Lessor. Bidder/Lessor's failure to comply with the warranted provisions may result in forfeiture of the document.

E-14. EXTENSION PERIOD(S): A period of time following the expiration of the stated term of the Lease that allows the state, at its sole option, to continue occupancy for a specified period under the same terms and conditions specified in the original Lease.

E-15. PRIVATE ROOM(S): Rooms having full height (floor to ceiling) walls on all sides and a minimum of one single door not smaller than 3’ X 6’8” in height with ADAAG acceptable hardware.

E-16. WORKSTATION(S): Locations where individuals need access to electrical-data/telecommunication outlets to perform work. They include private offices, semi-private offices and open space offices as defined by

Office Space Summary Form. In addition, conference room(s), interview room(s), copier area(s), etc., may be workstations if so designated in Data/Telecommunications Requirements.

E-17. TENANT: The agency that occupies the facility. FMDC, as Lessee, may elect to re-assign Tenants to best utilize space resources. This may include sub-leasing to a non-governmental Tenant.

E-18. NOTICE OF AWARD: Written notification issued by FMDC notifying Bidder that the state will enter into a contractual arrangement upon compliance with the terms and conditions of the RFP.

E-19. NOTICE TO PROCEED: Upon review and approval of architectural plans, a written notification issued by

FMDC notifying awardee of approval to proceed with renovation/construction in accordance with the RFP and approved drawings.

E-20. CERTIFICATE OF CONDITIONAL ACCEPTANCE: Written notification issued by FMDC notifying lessor that the facility substantially complies with the RFP and occupancy will occur on the specified date. The date of acceptance initiates the lease agreement. Issuance of this document in no way relieves the Lessor of responsibility for attaining total compliance with the RFP in the specified time period.

E-21. IBC: International Building Code.

ATTACHMENT F

INSTRUCTIONS TO BIDDERS

F-1. OVERVIEW:

F-1.1 All provisions of these specifications apply equally to proposed new construction and existing facilities, including facilities currently occupied by the state.

F-1.2 The sole purpose for this RFP is to provide a facility from which to deliver services to the citizens of the

State of Missouri and/or conduct the business of the state. It is essential the facility be readily adaptable to the functional needs of the program. Therefore, the state must have the latitude to arrange the interior of the facility

(reception area, offices, conference room(s), restroom(s), etc.) to the fullest extent possible. Bidders must identify and attach any and all restrictions (permanent walls, plumbing locations, mechanical equipment, etc.) to the Proposal

Form. If such restrictions are not identified and attached, the Bidder must assume full responsibility for constructing, remodeling and/or renovating the facility in accordance with the state's needs.

F-1.3 Please visit our web site at http://oa.mo.gov/facilities/real-estate-services to view the Mission Statement, Current Statewide Bidders List, Bidders Application, Upcoming RFPs, State Regulations Governing Leasing, Leasing Policy and Process, and Inventory of Leases.

F-2. PREVAILING WAGE:

F-2.1 Lessors who construct or renovate property for lease to the State of Missouri are deemed to be employing workers on behalf of a public body. Therefore, if the amount of any work performed by the successful Bidder/Lessor is greater than $75,000, the successful Bidder/Lessor shall pay not less than the applicable wage rate set by the

Department of Labor and Industrial Relations to all workers performing such work in accordance with sections

290.210 to 290.340, RSMo (Prevailing Wage Law). Attachment L to this RFP is the current, applicable wage order for the specified area, and shall apply to any work performed pursuant to this RFP and the successful

Bidder/Lessor’s proposal. For any future work performed on behalf of the State pursuant to the Lease, the applicable wage order shall be the wage order for the location where the work is performed in effect as of the date the contract for the work is executed.

F-2.2 The successful Bidder/Lessor shall forfeit a penalty to the State of one hundred dollars per day (or portion of a day) for each worker that is paid less than the specified rates for any work done under the Lease by a contractor or by any subcontractor, in accordance with section 290.250, RSMo.

F-2.3 The successful Bidder/Lessor shall maintain accurate records pertaining to wages paid all workers employed on a project for a period of one year following completion of the project.

F-2.4 Upon completion of a project, an affidavit must be submitted to the Division of Facilities Management, Design and Construction (FMDC) certifying that the Lessor, his general contractor and all subcontractors have fully complied with the Prevailing Wage Law.

F-2.5 All questions regarding the Prevailing Wage Law should be addressed to the Department of Labor and

Industrial Relations, Division of Labor Standards, Prevailing Wage Section, 3315 West Truman Boulevard, P.O.

Box 449, Jefferson City, Missouri 65102-0449.

F-3. SUBMITTING A PROPOSAL:

F-3.1 The completed Proposal Form must received by the Division of Facilities Management, Design and

Construction no later than 1:30 p.m. on the specified date. All proposals must be submitted through the

MissouriBUYS statewide eProcurement system. (https://www.missouribuys.mo.gov/) in accordance with the instructions for that system. The Division of Facilities Management, Design and Construction shall only accept proposals submitted through MissouriBUYS. Proposals received through any other means, including hard copies, http://oa.mo.gov/facilities/real-estate-services https://www.missouribuys.mo.gov/ shall not be considered and will be discarded unopened. The Bidder assumes full and total responsibility for assuring the proposal is received prior to the specified time and date.

F-3.2 All proposals should be submitted on the Proposal Form provided by FMDC. Any proposal not submitted on the Proposal Form shall be rejected.

F-3.3 Bidders must list and describe on a separate sheet any and all variances from these specifications (i.e.

Instructions to Bidders, Specifications for Office Space and any and all other attachments), append said sheet to the

Proposal Form and place an "X" in the "Variance Requested" box on the Proposal Form indicating these variances are a condition of the bid. Otherwise, the Bidder will be expected to perform in strict compliance to all specifications and attachments contained in this bid package, Notice of Award and the Lease.

F-3.4 In order to avoid misunderstandings, written inquiries are strongly encouraged and such inquiries should be received at least 14 calendar days prior to the specified opening date.

F-3.5 Bidders may withdraw their proposals at any time prior to the scheduled closing time for receipt of bids, but no bid may be withdrawn for a period of 90 calendar days following the scheduled bid opening date.

F-3.6 The Bidder should offer a firm, fixed annual Base Bid rental rate that remains constant throughout the life of the Lease. Proposals that include an increase in the Base Bid rate may be declared non-responsive and excluded from consideration for award.

F-3.7 Legislative Districts: The Bidder should specify on the Proposal Form the Senatorial and Representative

District in which the proposed property is located. This information is necessary in order to address legislative notification responsibilities.

F-4. SITE SELECTION:

F-4.1 Bidders should make every effort to locate a suitable site prior to their bid submittal. However, at the time of the bid evaluation, the Bidder must have identified a suitable site and, if requested, provide to the evaluation committee written documentation of an option to purchase or ownership of said property. Failure to provide this documentation is grounds for the rejection of the Bidder’s proposal and forfeiture of bid surety.

F-4.2 The successful Bidder has 30 days from the date of the Notice of Award to provide to the state documentation demonstrating ownership of the selected site, if requested. Failure to provide this documentation is grounds for withdrawing the award and forfeiture of bid surety. If, at a future date it is determined that the selected site will not be able to be used, the state, at its option, will work with the successful Bidder to locate a new site with no increase in awarded dollar amount. If a suitable site cannot be located, the state will withdraw the award, in accordance with paragraph F-6.1.

F-5. SERVICES:

F-5.1 Light Bulbs: The Bidder, as part of the Base Bid rental rate, must furnish and install all LED lights.

Replacements must be provided and installed as needed to maintain lighting levels.

F-5.2 Pest Control: The Bidder, as part of the Base Bid rental rate, must provide and pay for effective and safe pest control (insect and rodent).

F-5.3 Lawn Care: The Bidder, as part of the Base Bid rental rate, must provide general lawn care and maintenance to include, but not be limited to, cutting and trimming grass on all sides of the premises, removing all weeds, debris and trash, trimming all shrubs and removal of litter from the parking lot to insure a well-maintained appearance.

F-5.4 Snow & Ice Removal: The Bidder, as part of the Base Bid rental rate, shall be responsible for promptly removing snow and ice from all parking areas and sidewalks that serve the Leased Premises, regardless of whether the Lessee and/or Tenant take steps to remove snow or ice.

F-5.5 Trash Removal: The Bidder, as part of the Base Bid rental rate, must provide trash receptacles and removal at least one time per week.

F-5.6 Parking: The Bidder, as a part of the Base Bid rental rate, should provide a parking area as specified in

Attachment G and Attachment A.

F-5.7 Utilities and Janitorial: Proposals in which the Lessor provides utilities and janitorial services must identify the annual charge for the Lessor to provide the services. This charge should be entered on the Proposal Form as a separate charge from the Base Bid rental rate, even if the proposed area is not or cannot be metered independently.

If the premises cannot be metered independently, the Bidder must so state on the Proposal Form.

F-5.7.1 If the Bidder is unable or unwilling to offer the state the option of a base bid rental rate excluding utilities and janitorial services, the Proposal Form should clearly state that the premises are only offered at a single rental rate.

F-5.8 Any special conditions, rules or requirements by the Lessor pertaining to the occupancy of the proposed premises must be stipulated on the proposal.

F-5.9 Public Transportation: When public transportation is available within the requested geographic boundaries, access should be provided within a one-block radius of the proposed site.

F-6. STATE RIGHTS/RESPONSIBILITIES:

F-6.1 FMDC is the exclusive representative of the state in all real estate leasing transactions except as otherwise noted by statute or Code of State Regulations. No individual, organization or group including the agency occupying or to occupy the premises, other than FMDC, shall interpret, define or explain any part of these specifications or obligate the State of Missouri in real estate leasing transactions in any form; verbal, written or otherwise. Any questions regarding the bid process, specifications, Lease or authority must be directed to the individual identified on the cover page of this document.

F-6.2 The state reserves the right to reject any and all bids and waive all variances and informalities in bids. The

Lease contract will be awarded to the lowest and best Bidder, in writing only, by FMDC.

F-6.3 If no responsive or acceptable bids are received, the state may, at its sole option, initiate a new bid process or enter into negotiations with selected individuals to provide the premises.

F-6.4 Any signage displayed on the premises during construction or renovation that refers to the State of

Missouri or any of its agencies or offices must have prior written approval of FMDC.

F-6.5 The state will award the Lease to the Bidder offering the "lowest" and "best" proposal with 75% consideration given to "lowest" and 25% consideration given to "best." Unless noted, all stipulations set forth in the

RFP represent minimum acceptable standards. When assessing "best," additional consideration may be given to proposals offering features, equipment, services and auxiliary fiscal benefits that exceed minimum acceptable levels.

(See Attachment I for details.)

F-6.6 The state must have the right to “screen” all member(s) of the janitorial workforce for criminal records.

F-7. ARCHITECTURAL DRAWINGS:

F-7.1 Within ten calendar days of issuance of the Notice of Award, the successful Bidder must submit a footprint.

The footprint should include the following items: columns, plumbing, windows, exterior doors and mechanical rooms. The footprint must include all interior and exterior dimensions and note any variances.

F-7.2 Within 60 calendar days of issuance of an approved floor plan by FMDC, the successful Bidder must submit documentation to demonstrate that the facility will be in full compliance with the Specifications for Office

Space (Attachment G) and other pertinent requirements of the specific bid package. This documentation should include, but not be limited to, the following plans and specifications:

1. Site Plan/Elevations/Contour Lines 4. Plumbing Plan 7. Door and Window Schedule

2. Plans/Elevations 5. HVAC Plan 8. Plans/Elevations for ADA Compliance

3. Building Sections Plan 6. Electrical Plan 9. Tabulation of the structure load, including design and code requirements which must be noted on the drawings.

F-7.2.1 The above-mentioned plans and specifications must be prepared and sealed by an architect and professional engineer registered with the State of Missouri. A minimum of three sets of the final plans and specifications must be submitted.

F-7.3 Said plans and specifications must be sent to:

Division of Facilities Management, Design and Construction

Real Estate Services Section

P. O. Box 809

301 West High Street, Room 730

Jefferson City, Missouri 65102

F-7.3.1 Architectural Drawings: The architectural drawings shall be submitted via email (file size limit 5MB), CD-

ROM or USB Jump Drive. The software the state’s system supports is AutoCAD, release 2019. Drawings shall be in .DWG file extension and include any and all necessary XREF files (if applicable). Files shall be release 2019 or earlier (no earlier than release 2013). Contact FMDC Leasing Coordinator for additional information.

F-7.4 The Bidder must assume full responsibility and liability for the actions of the architect, professional engineer, contractor(s) or subcontractor(s) for compliance with these specifications. All field verifications are the responsibility of the architect, professional engineer, contractor(s) or subcontractor(s).

F-7.5 Receipt of documents later than 60 calendar days after issuance of an approved floor plan may constitute grounds for withdrawal of the award and forfeiture of the surety document. The drawings and specifications shall be reviewed by FMDC and the Tenant within 30 days of receipt for compliance with provisions of the RFP. This review should not be interpreted as an endorsement or approval of design or construction plans, materials or codes.

The state reserves the right to require changes in the documents or to reject changes proposed by the Bidder. Upon review of the documents (and if changes are required, receipt of corrected documents) by FMDC and the Tenant, the

Bidder shall receive a written Notice to Proceed from FMDC. A Limited Notice to Proceed may be issued to the

Bidder upon written approval by the state. Construction or renovation of the premises should not proceed until a written Notice to Proceed or Limited Notice to Proceed is received by the successful Bidder. Work performed on the project prior to receipt of a written Notice to Proceed will be solely at the risk of the Bidder. No deviations from the floor plan and specifications will be allowed without re-submission to and written approval from FMDC.

F-7.6 Review of the plans and specifications and inspections at the site by the State of Missouri shall in no way absolve the Lessor of any United States or State of Missouri requirements or supplant any requirements, inspections, licenses, ordinances, etc., required by the political subdivision in which the construction or renovations shall take place.

F-7.7 The provision requiring submission of plans applies equally to proposed new construction and existing facilities, including facilities currently occupied by the state.

F-8. INSPECTIONS:

F-8.1 Representatives of the State of Missouri shall inspect the premises periodically to determine whether or not the premises are in compliance with the terms of the specifications and proposal. If deficiencies are discovered, the

Lessor will be notified and directed to correct the deficiencies. Upon notification from the Lessor that all deficiencies have been corrected, the state shall perform a second inspection.

F-8.2 Should the state's on-site inspections reveal noncompliance with codes, ADAAG or state specifications, the

Lessor will be formally notified of such findings and required to correct the deficiencies within a specified time period. In the event corrective action is not taken within 14 days or the specified time period, rental payments may be withheld until the deficiencies are corrected.

F-8.3 The state will inspect the premises conditional acceptance and for compliance no more than two times at the state's expense. If more than two inspections are required to confirm compliance, the state may, at its sole option, require reimbursement for any and all expenses associated with additional inspections at a rate of $40.00 per hour to include travel time from portal to portal.

F-8.4 The premises must comply with all provisions of these specifications and the Lease for the full term of the

Lease (initial and extension periods). No inspection or certification will relieve the Lessor from compliance with these specifications and the Lease.

F-9. OCCUPANCY:

F-9.1 The target dates for completion and occupancy are as specified in Attachment A. The Bidder must specify on the Proposal Form the number of days needed for construction/build out from the Notice to Proceed. The number of days specified in the bid proposal will be added to the date of the Notice to Proceed to determine the completion date.

F-9.2 Certificate of Conditional Acceptance: FMDC will issue a Certificate of Conditional Acceptance when the facility is substantially completed and can be safely occupied. Issuance of the certificate shall not be arbitrarily withheld. The Certificate of Conditional Acceptance will specify when the rent shall begin. For a partial month, rent will be paid on a per diem basis. If the Lessor allows the Tenant to move in prior to issuance of the Certificate of Conditional Acceptance, the Lessor does so at its own risk and cost. The Lessor should provide 15 working days between completion and occupancy. This Certificate of Conditional Acceptance is in addition to (not in lieu of) any occupancy permit issued by a municipality.

F-9.3 The successful Bidder should notify FMDC 45 days prior to the completion date. The time between completion and occupancy will be used by the state to install wiring, systems furniture, perform inspection and occupy.

F-9.4 The successful Bidder will provide construction clean-up of the facility to a “broom clean” condition. This will include the “sealing” of all new vinyl floors, washing of all windows, cleaning of the restrooms and lounge, and vacuuming and “spot cleaning” of the carpet.

F-9.5 The premises must be available by the completion date stated. The initial period of the Lease herein proposed shall begin on the date specified on the Certificate of Conditional Acceptance and shall terminate on the next 30th day of June, unless otherwise specified.

F-9.6 In the event the premises are not available for occupancy on the specified date, the rental payment specified shall not be paid until the premises are occupied. In addition, liquidated damages in the amount of two times the daily rental rate will be assessed against the Bidder for each 24 hour period occupancy is delayed. The daily rental rate shall be calculated as 1/365th of the annual rental rate as proposed. Further, it is mutually agreed that this sum is set out as the damage the state would suffer as a result of the Bidder’s failure to comply with this provision. This sum will be deducted from normal rental payments.

F-10. LEASE:

F-10.1 Attachment K is a copy of a standard Lease used by the State of Missouri. The successful Bidder will be required to enter into this Lease upon award of the bid. Bidders should not complete any parts of the sample Lease attached to these specifications. FMDC will prepare the Lease and send it to the successful Bidder for signature.

Bidders should carefully review all provisions of the standard Lease to insure acceptability. No alterations to the basic provisions and format of the Lease will be made following the Notice of Award.

F-10.2 All rental payments will be made on a monthly basis in arrears and are payable on the last day of the month for which payment is due and owed. The state may require the Lessor to receive monthly rental payments through direct deposit of funds.

F-10.3 The Lessor shall permit the Lessee to modify and maintain ownership of the data/telecommunication (d/t) systems necessary for the Tenant’s business throughout the term of Lease. Upon termination of the Lease, the ownership of the d/t wiring will become the property of the Lessor.

F-10.4 The Lessor shall be responsible for the repair and maintenance of the building and all equipment and fixtures furnished by the Lessor. Additionally, the Lessor is responsible for all property taxes and insurance. The

Lessee cannot assume responsibility for repair and maintenance of leased property.

F-10.5 The Lessor may, at a reasonable time and with the approval of Lessee’s authorized representative, enter the premises to perform inspections and maintenance of the premises and property. Said approval by the Lessee shall not be arbitrarily withheld.

F-10.6 The Lessee, at its option, may sublease all or a portion of the demised space to any governmental, not-for-profit or private entity. When major changes in tenancy are planned, the Lessee will notify the Lessor of its intentions and request concurrence from the Lessor of the proposed changes. The Lessor will not arbitrarily withhold such concurrence.

F-10.7 It is understood between the Lessor and Lessee that moneys to fund rental and all other payments due under this Lease are annually appropriated by the Missouri General Assembly for one fiscal year beginning on July 1. It is further understood and agreed to by the Lessor and Lessee that this Lease shall not be binding upon the Lessee or

Lessor unless and until general appropriations have been made by the Missouri General Assembly and, if applicable, funds have been received from the United States Government for payment of rent or for any other payment under this Lease on behalf of the Lessee for any fiscal year during the initial period or extension period of the Lease.

F-11. RENEWAL AND EXTENSION PERIOD(S):

F-11.1 The initial period of the Lease shall commence upon acceptance of the facility and issuance of the

Certificate of Conditional Acceptance and end the following June 30.

F-11.2 The Lessor must grant the option to renew said Lease for one-year periods, called renewals.

F-11.3 The Lessor must grant to the Lessee the option to extend the Lease for three two-month periods following the expiration date at the same rental rate, as paid during initial Lease. Lessee must notify Lessor of its intent to exercise the extension no later than 60 days before the expiration of the Lease or 30 days before the expiration of any extension period.

F-11.4 Prior to issuance of the Notice to Proceed the Bidder may request and the state may grant one additional year to the Lease if the first year of the Lease is for less than nine months.

F-12. NET RENTABLE SQUARE FOOTAGE:

F-12.1 Net Rentable Area - Single Tenancy Floor: Net rentable area of a single tenancy floor, whether above or below grade, shall be computed by measuring to the inside finish of permanent outer building walls or from the glass line where at least 50% of the outer building wall is glass. Net rentable area shall include all areas within outside walls, less stairways, elevator shafts, flues, pipe shafts, vertical ducts, airlock entries, air conditioning rooms, fan rooms, janitorial closets (unless requested), electrical closets and other such rooms and their enclosing walls not available to the Tenant for its furnishings and personnel. Restrooms exclusively serving the Lessee and guests shall be included in the net rentable area. No deductions shall be made for columns, pilasters or other structural projections. No other area(s) will be considered in calculating net rentable area. (See Attachment B for details.)

F-12.2 Net Rentable Area - Multiple Tenancy Floor: The net rentable area of a multiple tenancy floor, whether above or below grade, shall be the sum of all net rentable areas on that floor. The net rentable area of an office on a multiple tenancy floor shall be computed by measuring to the inside finish of permanent outer building walls, or to the glass line if at least 50% of the outer building is glass, to the office side of corridors common to all Tenants and/or other permanent partitions, and to the center of partitions that separate the premises from adjoining rentable areas. Stairways, elevator shafts, flues, pipe shafts, vertical ducts, airlock entries, air conditioning rooms, fan rooms, janitorial closets (unless requested), electrical closets and other such rooms and their enclosing walls not available to the Tenant for its furnishings and personnel shall be excluded from net rentable area. No deductions shall be made for columns, pilasters or other structural projections. Restrooms exclusively serving the Tenant and guests shall be included in the net rentable area. No other area(s) will be considered in calculating net rentable area. (See

Attachment B for details.)

F-13. MINORITY AND WOMEN OWNED BUSINESS PARTICIPATION: In accordance with Executive

Order 15-06, the successful Bidder is encouraged to utilize minority and/or women owned businesses (M/WBE) on all contracts of $100,000.00 or greater. Participation of 10% MBE and 10% WBE of the total contract value is desired. The targets may be met through the use of prime contractors, subcontractors, joint ventures, or other arrangements that afford meaningful opportunities for (M/WBE) participation.

F-14. FILING AND PAYMENT OF TAXES:

F-15.1 In accordance with Section 34.040.6 RSMo, the Division of Facilities Management, Design and

Construction is precluded from contracting with a vendor or its affiliate who makes sales at retail of tangible personal property or for the purpose of storage, use or consumption in this state but fails to collect and properly pay the tax as provided in RSMo 144.

F-14.2 In order for the Division of Facilities Management, Design and Construction to be able to consider your proposal, you must verify that you are either registered to collect sales and/or use tax in Missouri, or you are not making retail sales of tangible personal property or providing taxable services in Missouri. You can provide this verification by submitting an official "Vendor No Tax Due" certificate if you are properly registered to collect and have properly remitted sales and/or use tax, or if you are not making retail sales in Missouri.

F-14.3 A bidder/lessor should include the "Vendor No Tax Due" with your bid proposal.

F-14.4 A bidder/lessor must provide a “No Tax Due” to FMDC prior to receiving a Notice of Award or entering an

Extension Period.

F-14.5 Failure to maintain compliance with chapter 144, RSMo throughout the term of a lease contract, may also result in termination of said contract.

F-14.6 A certificate of vendor no tax due can be obtained from the Missouri Department of Revenue when a business pays all of its sales/use tax in full, up to date, does not have a sales tax delinquency or does not sell tangible personal property at retail in Missouri.

F-14.7 If taxes are due, depending on the payment history of the business, a cashier's check or money order may be required for payment before a certificate of vendor no tax due can be issued.

F-14.8 A certificate of vendor no tax due can be obtained by contacting the Missouri Department of Revenue, Division of Taxation & Collection, P. O. Box 3666, Jefferson City, MO 65105-3666. You may also call (573) 751-

9268, fax (573) 522-1265, or email taxclearance@dor.mo.qov.

F-14.9 Additional information regarding Section 34.040.6 RSMo is available on the Department of Revenue's website at http://www.dor.mo.gov/tax/business/sales/hb600.htm.

F-15. MISSOURI SERVICE DISABLED VETERAN BUSINESS PREFERENCE: Any bidder eligible to receive the Missouri service-disabled veteran business preference pursuant to 34.074 RSMo must review and complete ATTACHMENT O, MISSOURI SERVICE-DISABLED VETERAN BUSINESS PREFERENCE and provide the specified documentation in accordance with the instructions provided therein.

ATTACHMENT G

SPECIFICATIONS FOR OFFICE SPACE

G-1. BUILDING SITE:

G-1.1 The premises must not be located in an area designated as a hazardous waste, landfill or designated wetland area and must be served by a Department of Natural Resources approved water site and sewage system.

The premises should not be located in an area designated as a 100 year flood plain.

G-1.2 All square footage must be contained in one building; multiple buildings are not acceptable. The required square footage represents the square footage needed to meet the Tenant’s operational requirements.

Because of structural variations, which may affect floor plan layout, a Bidder may need to utilize more than the required square footage to provide the design flexibility necessary to accommodate the operational needs of the

Tenant within the proposed facility. However, the Bidder should bid the required square footage and explain any excess square footage as a variance.

G-1.2.1 All proposals will be evaluated on the required square footage specified above at the proposed rental rate. Proposals offering less than the required square footage will be judged non-responsive and eliminated from consideration. Proposals offering more than the required square footage may be judged non-responsive and eliminated from consideration.

G-2. CODES, STANDARDS AND GENERAL REQUIREMENTS:

G-2.1 The premises must, at a minimum, conform to the following codes, standards and general requirements, as well as local model building code, ordinances and requirements in effect at the time the RFP is released. In the event of a conflict the most stringent shall apply.

G-2.1.1 The Bidder/Lessor shall be responsible for providing or securing all certificates, permits, construction, supervision, labor, materials, tools and construction equipment necessary for the execution and completion of the premises in compliance with the specifications, Proposal Form and Prevailing Wages.

G-2.1.2 The premises must meet all building codes according to the latest published edition of International

Building Codes.

G-2.1.3 Life safety provisions and exitway arrangements must conform to the latest published edition of the

NFPA 101 where applicable.

G-2.1.4 Building construction/finishes should be of commercial grade quality.

G-2.2 Alarms and Fire Extinguishers:

G-2.2.1 Where required by code, the premises must be equipped with a fire and/or smoke protective signaling or automatic fire detection system which meets the requirements of the aforementioned codes and all local building codes, fire codes and requirements. All fire and smoke alarm systems must be in accordance with 2010 ADA

Standards for Accessible Design. All telephone lines installed for fire and emergency reporting must be in compliance with local building codes and fire codes.

G-2.2.2 Fire extinguishers must be furnished and maintained in accordance with National Fire Code #10; a minimum of two five-pound, ABC rated extinguishers must be provided. However, additional fire extinguishers must be provided when the maximum travel distance to any one fire extinguisher location exceeds 75’.

G-2.2.3 Fire Extinguisher Inspection: All fire extinguishers must be inspected and maintenance performed a minimum of one time per year by trained personnel. All inspection records must be signed and maintained by the inspecting official. A copy of this record should be provided to the Tenant.

G-2.2.4 All fire extinguishers out of service for maintenance or recharge must be replaced by a spare of equal or greater rating.

G-2.3 All…