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RFP - AGENCY SOLICITATION SPECIFICATIONS

TITLE: RFP27006908 DOA Transition Office Space Located in The City Of Providence

DESCRIPTION: The Rhode Island Department of Administration (RIDOA) invites proposals to lease commercial office space for use by the department of administration. Space is to be located within the City of Providence, RI located within approximately a 2-mile radius of the Rhode Island State House.

LEASE TERMS

The lease term will begin on November 1, 2026 and will end on January 16, 2027.

Insurance Requirements (#14 in Instructions to Vendors on Requirements tab) In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions

- Addendum A found at https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf, the following insurance coverage shall be required of the awarded vendor(s):

Other:

Specify insurance type and minimum coverage required, e.g. builder’s risk insurance, vessel operation (marine or aircraft):

14j) ☒ Other - Landlord will obtain and pay for commercial general liability insurance insuring Landlord and Tenant against loss from and liability for damages on account of loss or injury suffered by any person or property within or upon the Land and Building, including the Leased Premises, the coverage and protection of such insurance to be not less than One Million Dollars ($1,000,000) and aggregate, and such policies shall name Tenant as an additional insured. Please see Section 13 “Landlord’s Insurance of the attached State Lease Agreement for more information on Landlord’s Insurance.

15. SECTION A. BACKGROUND

Program Description: The leased premises will serve as short-term transition office space for newly elected general officers after the 2026 general election.

https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf

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Summary of Space Needs:

Location: City of Providence, RI (located within approximately a 2-mile radius of the Rhode Island State House.)

Type of Space: Commercial Office (Move In / As Is Condition)

NOTE 1: Located in close proximity to bus routes

Amount of Space: Offerors are invited to submit proposals that meet one or more of the following space requirements:

Office # 1 Approximately 3,500-4,000 square feet of office space with a minimum of 4-5 private offices, access to a large conference room, 2-3 small conference rooms and open office area. Fully or partially furnished space preferred.

Parking Requirement: Minimum of 10 spaces.

Office #2 Approximately 1,500-2,000 square feet of office space with a minimum of 2-3 private offices, a conference room and open office area. Fully or partially furnished space preferred.

Parking Requirement: Minimum of 3 spaces.

Office #3 Approximately 1,500-2,000 square feet of office space with a minimum of 2-3 private offices, a conference room and open office area. Fully or partially furnished space preferred.

Parking Requirement: Minimum of 3 spaces.

Office #4 Approximately 1,500-2,000 square feet of office space with a minimum of 2-3 private offices, a conference room and open office area. Fully or partially furnished space preferred.

Parking Requirement: Minimum of 3 spaces.

Furniture: It is preferred that the space offered is fully or partially furnished.

Space Requirements: The office space/building offered must be:

a) In compliance with the Rhode Island Fire Safety Code

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b) In compliance with the American with Disabilities Act

c) Serviced by public transportation

d) Move in ready and fully or partially furnished.

Type of Agreement: State of Rhode Island Lease (Attachment)

Term: November 1, 2026 – January 16, 2027.

Desired Date of Occupancy: 11/1/2026: Offeror must clearly identify the earliest date that the leased premises will be available for occupancy after fully executed lease is in place.

NOTE: The State will pay no broker’s fee, finder’s fee, commission, or other compensation to any party claiming to counsel or represent any offeror regarding the leasing of space.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

INTRODUCTION

The Rhode Island Department of Administration (RIDOA), Division of Capital Asset Management and Maintenance (RIDOA/DCAMM) invites proposals to lease commercial office space for use by the Department of Administration in accordance with the State of Rhode Island Office Lease.

As leasing representative for all Rhode Island state agencies RIDOA/DCAMM is required to provide for an open and competitive process for selecting lease space, by informing all potential offerors of: 1) the steps offerors must take in order to have their proposals considered; 2) the procedures followed by RIDOA/DCAMM to evaluate and select the proposal which is most advantageous to the State’s needs; 3) the criteria for such evaluation and selection; and, 4) the form of lease agreement to be executed between the selected offeror and RIDOA/DCAMM, acting on behalf of the user agency, including the any improvements and or services which may be required of the landlord.

DEFINITIONS

For the purposes of this RFP and the lease, the following definitions apply:

RIDOA: The Department of Administration by and through its Division of Purchases, is the State agency that issues the RFP and, together with the user agency, makes the final selection of the successful proposal, subject to the approval of the State Properties Committee. The RIDOA Director has the legal authority to bind the State of Rhode Island by signing a lease contract. Within RIDOA, the

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Division of Capital Asset Management and Maintenance is responsible for handling all matters related to real estate leases.

User Agency: The State agency, as identified in this RFP, that will occupy the commercial office space once a lease agreement is finalized.

Eligible Offerors: The record owner(s) of the real estate suited for use as commercial office space and or the tenant(s) of real estate suited for use as commercial office space whose lease permits subleasing.

Qualifying Proposals: Proposals that meet the requirements set forth herein this

RFP. Proposals that are determined not to meet one or more of these requirements are non-qualifying proposals.

Usable Area: For the purposes of this RFP, "Usable Area" means, with respect to the leased premises or any space removed from or added to the leased premises, the square footage of which is determined by measuring the entire floor area of the leased premises (or such other space) bounded by a line established by the predominant inside finish of the permanent outside building walls that abuts the floor (not from the inside face of the windows) and by the interior surface of corridor walls or other demising walls. Deductions are not made for columns or other structural elements, or for partitions subdividing the leased premises.

Notwithstanding the foregoing, under no circumstances does the Usable Area include major vertical penetrations such as ventilation shafts, elevator shafts, stairwells, atria, or lightwells, and their respective enclosing walls, and it does not include vestibules, elevator-machine rooms, and other building-equipment areas, janitorial, electrical, and mechanical closets, loading platforms, restrooms, and their respective enclosing walls, irrespective of whether the User Agency will occupy a portion of a floor, an entire floor, or an entire Building.

Parking: Parking spaces which are readily available and accessible for use by the User Agency’s staff, clients, and visitors and either located on site or within close proximity (approximately 1/10 mile) to the leased premises.

Parking Accessible for the Disabled: Parking spaces complying with all State

Federal and municipal regulations, including those of the Americans with Disabilities Act Access Guide for Title II (ADA).

LANDLORD’S SERVICES

Proposals submitted in response to this RFP must include provisions for delivery of the following services to the User Agency:

Hours of Operation: Hours of operation are from 8:00 a.m. to 5:00 p.m. Monday through Friday except state holidays.

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Utilities: Landlord must ensure the delivery of the following utility services to the Building and Premises: (1) water, sewer, gas, fuel, and electricity, (2) heating, ventilation, and air-conditioning (HVAC), (3) all common-area lighting, and (4) power for the User Agency’s office equipment and lighting within the Premises.

During the hours of operation, Landlord must ensure that HVAC is available and properly operating and functioning throughout the Premises and must maintain the temperature within 70º and 74° Fahrenheit in the wintertime and within 72º and 76° Fahrenheit in the summertime. In the Main Distribution Frame (MDF) and Intermediate Distribution Frame (IDF) rooms, Landlord must maintain the temperature at no more than 68º Fahrenheit 24/7.

Maintenance of Premises, Appurtenant Areas, and Building: Landlord must provide the continuous maintenance and repair services needed to maintain the Premises, appurtenant areas, systems, equipment, and the building in good repair and tenantable condition.

Landlord must keep the building and appurtenant areas clean and free from litter and from pests, through implementation of an Integrated Pest Management program. Landlord must maintain common pedestrian walkways and landscaped areas. Landlord must remove snow and ice from all entrances, exits, sidewalks, and parking areas before the hours of operation and during such hours if snow, ice, or both accumulate. Landlord must use environmentally preferable ice-melt and sand as necessary to ensure safety. Landlord must supply, install, and maintain entry mats at all building entrances.

Landlord must maintain and repair the building envelope and systems including, by way of example and not limitation, roofs, windows, floors and floor covering, walls and wall coverings, ceilings, locks, fire-protection equipment, lighting fixtures and lamps, and all mechanical, electrical, and plumbing systems serving the Building and the Premises. Landlord must service heating, ventilating, and air-conditioning equipment in accordance with the manufacturer’s recommendations and must replace filters quarterly or more often if indicated or dictated by local conditions or by the manufacturer’s recommendations. Landlord must maintain the heating, ventilating, and air-conditioning equipment so that the indoor air quality is consistent with each IAQ Standard/Guideline identified in the table under Initial Indoor Air Quality Testing section of this RFP. Landlord must replace worn or damaged ceiling tiles and floor coverings with equal or better goods and must repair and repaint worn or damaged wall surfaces in the Premises.

Building Security and Access: Landlord must enable authorized employees of the User Agency to access the Premises at any time (24/7). Landlord may enable such access via security guards, a master key, an electronic card, or a similar restrictive entry system.

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Landlord must maintain and service, at Landlord’s sole cost and expense, the security systems. For the intrusion alarm system and the water detection and temperature and humidity monitoring systems in the MDF and IDF, Landlord must provide a 24/7 security monitoring service to alert Landlord’s property manager and User Agency of an alarm. All service fees, including the cost of the telephone line(s) required to operate the system are at Landlord’s sole cost and expense.

Janitorial Services: Landlord must provide the janitorial services of a professional cleaning-service company that consistently, adequately, and sufficiently supervises the employees of such company and ensures that standard office-cleaning practices are followed and performed at all times. The Landlord must submit to the User Agency a business profile of the selected cleaning company with the name and telephone number of the daytime contact person, as well as a list of employees performing the service, and the name of the person responsible for daily supervision. The Landlord must update this information as necessary for the User Agency during the term of the lease.

Landlord must provide Material Safety Data Sheets for all cleaning products used on site to Tenant and User Agency. All janitorial services must be provided after normal daytime working hours. Services include:

Daily: Empty waste baskets; remove trash; wash and clean all fixtures, counters, and floors in restrooms and Staff Support Rooms, replenish paper and soap products in all restrooms, replenish paper products in all Staff Support Rooms, sweep uncarpeted floors (including entrances, lobbies, and corridors); vacuum carpeting in the main reception area with HEPA-filter vacuum; clean drinking fountains and H20 points of use.

Bi-Weekly: Vacuum carpeting in the offices, conference rooms and open cubicle areas.

Weekly: Wash all uncarpeted floors, dust furniture and all horizontal surfaces, including, by way of example and not limitation, fixtures, blinds, window sills, and convection units; clean and sanitize all restroom plumbing fixtures; buff uncarpeted floors; clean all door-entry window glass, visual-glass panels on room doors, all glass sidelights, all office visual-glass panels, and all modular-furniture Plexiglas panels.

Quarterly: Strip, wax, and buff uncarpeted floors; vacuum air diffusers and return grilles.

Semi-Annually: Clean carpet using a cleaning method consistent with carpet manufacturer’s instructions; wash windows (inside and outside); damp-wash air diffusers, return grilles, and surrounding walls and ceilings.

Annually: Wash blinds; dust all high surfaces.

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As Needed: Supply and replenish all paper and soap products in restrooms; supply and replace paper towels in Staff Support Rooms, supply and replace all liners for all waste and sanitary napkin receptacles; exterminate pests; spot-clean carpets.

Recyclables Collection: As needed but not less than once per week, empty Landlord-provided white-paper recycling receptacles located in each office and at each workstation into Landlord-provided recycling bins for recycling by Landlord.

Landlord must institute or maintain recycling programs for the Building for items including, by way of example and not limitation, delivery pallets, cardboard, glass, and recyclable plastic and metals.

Cleaning Products and Methods; Hand Soap and Paper Supplies: Landlord and Landlord’s professional cleaning-service company must use environmentally preferable cleaning products and methods, provide hand soap with bio-based ingredients in the restrooms, and supply paper products with post-consumer waste recycled content.

Preparation for Occupancy by Tenant: Before Tenant occupies the Premises, Landlord must perform (or Landlord must cause Landlord’s professional cleaning-service company to perform) a comprehensive cleaning of the Premises including, by way of example and not limitation: vacuum and wash all horizontal surfaces (including, by way of example and not limitation, soffits, window sills, counters, work surfaces, interiors of millwork cabinets installed by Landlord); wash, wax, and buff all uncarpeted floors; vacuum all carpeting with HEPA-filter vacuums;

and wash windows inside and outside. In addition, Landlord must verify that all ductwork has been cleaned, all grilles have been washed, and all temporary filters have been replaced.

Initial Indoor Air Quality Testing: Within 30 days after the Date of Occupancy, Landlord must conduct, at Landlord’s sole cost and expense, initial indoor air quality testing (Initial IAQ Testing) of the Premises using a Certified Industrial Hygienist approved by Tenant. Initial IAQ Testing must include, without limitation, direct-reading measurements of temperature, relative humidity, carbon dioxide, carbon monoxide, airborne particulates, and volatile organic compounds in a representative sampling of the Premises that demonstrates results consistent with those identified below, and a moisture survey of readily accessible porous building materials in areas where water is or is likely to be present.

Landlord must deliver to Tenant and User Agency a written report (the Initial IAQ Report) of the results of the Initial IAQ Testing. If the Initial IAQ Report identifies any deficiencies in the indoor air quality or HVAC system of the Premises or Building, Landlord and Tenant must establish a schedule to remedy the deficiencies and Landlord, at Landlord’s sole cost and expense, must immediately commence such remediation and pursue it diligently to completion. Upon completion of this

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Professional Services: Landlord must provide promptly, following selection of its proposal, professional design services to the User Agency to complete the Schematic Space Plan of the Premises that will be incorporated into and made part of the Lease as Exhibit B. These services must be provided at no additional cost.

As-Built Plans; Cable Documentation: Landlord must provide two complete sets of “as-built” plans in AutoCAD DWG format, one each to Tenant and User Agency, and the Cable Documentation to User Agency, both no later than 60 days after the Date of Occupancy.

TESTING AND INSPECTIONS

The offeror must submit the following:

1. Radon test results for all masonry buildings and building space located below ground level.

2. Lead, air and water tests.

3. Asbestos investigation report.

4. Statement there is no toxic waste buried or located on site.

5. Statement or report from a Rhode Island Registered Engineer as to the structural condition of the building.

All tests and reports shall be at the proposed landlord’s expense. And it shall be at the landlord’s cost to correct any deficiencies in order to maintain acceptable local, State and/or Federal Standards.

PROCEDURES FOR EVALUATION, SELECTION AND LEASE EXECUTION

Site Visits: RIDOA and the User Agency reserve the right to conduct site visits of the premises identified in any proposal to verify the information in the proposal and to facilitate detailed evaluation of the proposal. The offerors or knowledgeable and authorized representatives of the offerors must be present at any site visit. RIDOA will contact offerors to schedule a mutually convenient date and time for the site visit. After completion of a site visit, RIDOA may determine that a proposal does not meet one or more of the requirements of this RFP, subject to RIDOA’s right to waive portions of the RFP for all offerors.

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Notification of Offerors: The tentative selection of a proposal does not represent a contract and does not commit the RIDOA or the User Agency to enter into a lease.

The tentative selection of a proposal may be conditioned upon the offeror satisfying specific conditions established by RIDOA and the User Agency. It is assumed that the parties will make a good-faith effort to negotiate lease terms acceptable to the User Agency, RIDOA, and the offeror, but if agreement is not reached, the RIDOA reserves the right to terminate the tentative selection and either select another proposal, terminate the conditional selection without taking further action, or cancel the solicitation in its entirety.

The State reserves the right to cancel this solicitation unconditionally, at any time and without prior notice. Subsequently, notice of cancellation will be posted on the Division of Purchases’ website. Upon cancellation, no further action by the State related to this solicitation is required. If cancelled, no potential or actual offeror has any recourse against the State.

Preparation of the Lease: RIDOA, the User Agency, and the selected offeror shall work together to finalize a lease. The provisions of the lease must be consistent with the RFP and the selected proposal, and must be substantially in the form of the standard lease document.

Review and Execution of the Lease by RIDOA: The selected offeror shall sign the lease and submit it to the User Agency for signature by its authorized representative. The User Agency shall sign the lease and submit it to the State Properties Committee for review and approval. Please note that Tenant under the Lease shall be the “State of Rhode Island, acting by and through the Department of Administration. No lease is binding until the State Properties Committee has executed it.

Design and Build-out of the Landlord’s Improvements: Following execution of the lease, it shall be the successful offeror’s responsibility to deliver the premises to the User Agency in conformance with the lease, including Exhibit B (Schematic Space Plan of the Premises), Exhibit C (Specifications for the Premises), Exhibit D (Project Schedule), and the Working Drawings prepared by the successful offeror, as necessary. Please note that, in accordance with Section 4 of the standard form lease, the successful offeror, as landlord, is responsible for the completion of Working Drawings prepared by licensed professionals, furnishing all labor and materials, and securing all permits necessary to complete the Landlord’s Improvements, and for achieving substantial completion in accordance with the provisions of the lease.

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Occupancy: The User Agency shall take possession of the premises only after construction of the Landlord’s Improvements is substantially complete and the premises are deemed available for occupancy in accordance with Section 3.2 of the lease document. RIDOA will confirm the date of occupancy, which shall be the commencement date of the User Agency’s obligation to pay rent and the commencement date of the initial lease term.

REQUIREMENTS

Proposals must meet the following requirements in order to be considered qualifying and undergo further evaluation.

Presentation

After the proposal opening, offerors with qualifying proposals may be invited to make a formal presentation to the RIDOA and User Agency.

State Properties Committee

All lease agreements are subject to approval by the State Properties Committee. Note: Leases for a term of five years or more and with an aggregate rent in excess of $500,000 require approval by the Rhode Island General Assembly.

Eligible Proposer: The proposal must be submitted by an eligible offeror, as defined in this RFP.

Type of Agreement and Term: The proposal must represent that the proposed offeror agrees to sign a lease for the term identified in this RFP and substantially in the form of the State of Rhode Island Office Lease. Any material modification sought by the offeror must be submitted as a request during the question and answer period.

Location

Search Area: The proposed building must be located within the search area identified in this RFP.

Parking: There must be a sufficient number of public parking spaces, as described in this RFP, to meet the estimated demand. If public parking is insufficient to meet the estimated demand, the offeror must indicate in the proposal how the estimated demand for parking will otherwise be met.

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The proposal must include the number of reserved parking spaces as described in this RFP. If such spaces are not proposed to be included in the Lease, the RIDOA must be able to determine that such spaces can be leased separately.

Building Conditions: Building Codes, Barrier-Free Access, and Hazardous Substances

Building Codes: The building in which the proposed commercial office space is located must comply with all applicable federal, state, and local code requirements, or RIDOA must be satisfied that it can and will be brought into substantial compliance by the desired date of occupancy. If a proposal is accepted subject to the offeror meeting certain code requirements, the User Agency shall not take occupancy of the space until all code deficiencies have been fully corrected.

The facility must be in compliance with all appropriate local, state and federal codes including, but not limited to;

the Americans with Disabilities Act the Rhode Island State Fire Safety Code ♦ NOTE: If space offered is part of a larger building or building complex, the entire building or building complex must be in compliance with the Rhode Island Fire Safety Code.

the Rhode Island Rehabilitation Code the Rhode Island State Building Code accessibility provisions of RIGL 37-8-15 all state and federal codes relating to hazardous substances, hazardous wastes, lead mitigation and asbestos abatement.

NOTE: A copy of the certificate of occupancy shall be forwarded to the Division of Capital Projects and Property Management prior to User Agency occupancy.

Barrier-Free Access: The proposed commercial office space must meet the requirements for access for individuals with disabilities.

Hazardous Substance: The offeror must warrant and represent that any and all hazardous substances, whether presently known or subsequently discovered, have been or will be remediated in accordance with the provisions of Section 5.6 of the proposed lease and all applicable laws and regulations before the User Agency takes occupancy of the proposed premises.

Building Conditions: Proposed Premises

Usable Area and Type of Space: The proposal must offer the amount of space in usable square feet (Please see the “Definitions” section of this RFP

A-12 for the definition of Usable Area) stated in Section A “Background” section of this RFP. RIDOA reserves the right to accept proposals for an amount of space that varies from this amount, provided that it meets the User Agency’s needs.

The proposal must offer the type of space sought and RIDOA must be satisfied that the proposed space is, or will be made, functional for and compatible with the stated purpose.

Landlord’s Improvements: The offeror must agree to substantially meet the specifications in Landlord’s Services and Landlord’s Improvements Section, or must suggest, within the proposal, alternatives acceptable to RIDOA and the User Agency. The offeror must agree, without exception, to supply and install the modular systems furniture indicated as Landlord- Provided Systems Furniture (LL-Wkstn) in in Landlord’s Improvements Section.

Floor Loading: The offeror must confirm that the building in which the proposed commercial office space is located will meet any special floor loading requirements.

Landlord Capacity: The offeror must agree to provide the landlord’s services in the “Landlord’s Services” section of this RFP or must suggest, within the proposal, alternatives acceptable to RIDOA and the User Agency.

• NOTICE TO VENDORS:

Please note the following section stated below incorporated within the General Requirements Section of this RFP are not applicable.

“RFP Standard Specifications #3 Appendix “A” titled, ISBE Responsibilities and MBE WBE, and/or Disability Business Enterprise Participation Form.”

• The State reserves the right to cancel this solicitation unconditionally, at any time and without prior notice. Subsequently, notice of cancellation will be posted on the Division of Purchases’ website. Upon cancellation, no further action by the State related to this solicitation is required. If cancelled, no potential or actual offeror has any recourse against the State.

SECTION C: PROPOSAL

1. Technical Proposal Narrative and format: Vendors must submit a technical proposal which addresses each of the following elements:

The following criteria will be used to evaluate qualifying proposals.

Location: The suitability of the proposed location for the operations of the User Agency, including:

• Access: Ease of access to the proposed location by public transportation, shuttle, automobile, and on foot. RIDOA will consider the ease of vehicular access and the degree of congestion on streets and roadways in proximity of the building, the availability and frequency-of-service of public transportation and shuttle service, the distance from public-transportation stops and shuttle service stops to the main entrance of the building in which the proposed commercial office space is located, and whether paths of travel from such stops to the main entrance of the building are well-lit, well-traveled, and accessible for the disabled.

• Parking: Proximity, accessibility, and availability of parking identified in this RFP. If the proposer does not meet the minimum parking requirements set forth in the RFP, they will receive a score of zero (0) for the Location criteria. RIDOA will consider the availability of parking spaces during the User Agency’s hours of operation and whether parking areas and the walkways between them and the proposed building in which the proposed commercial office space is located are well-lit and the walkways easily traversed.

• Neighborhood Characteristics: The characteristics of the surrounding neighborhood, including compatibility of adjacent uses with the User Agency’s operations, the safety and security for persons and property, and the availability of basic services and amenities during the hours of operation.

• Location of the property: The proposed property needs to be located within a two mile radius of the State House. Any property located outside of this radius will receive a score of zero for location.

Building Conditions: Exterior Envelope, Systems, and Common Areas:

Quality, condition, and functional efficiency of the building in which the proposed commercial office space is located. This includes specific consideration of:

• Building Envelope and Systems: The existing and proposed condition of the building envelope (including the roof, foundation, walls, and exterior windows and doors), and the HVAC, plumbing, and electrical systems and their capacities to meet the User Agency’s needs throughout the term in a reliable and efficient manner.

• Life Safety: The existing and proposed condition of fire-protection equipment including, but not limited to, fire doors, fire walls, fire stops, fire extinguishers, exit-route diagrams, exit signs, and alarm systems, and the existing and proposed condition of emergency lighting.

The fire alarm protection system in the building in which the proposed commercial office space is located shall be provided in accordance with the latest edition of the State of Rhode Island Fire Safety Code and the requirements for detectors by the local authority having jurisdiction. All smoke detectors, heat detectors, pull stations, horn/light devices, emergency and exit lighting shall be provided, in accordance with the latest code provisions. “Grand-fathered” systems are not acceptable.

• Building Common Areas: The existing and proposed location, accessibility, and condition of public or common areas, including the building entrance, lobby, vestibules, paths of egress, stairways, corridors, ramps, elevators, loading dock, and restrooms. RIDOA will consider the type, size, and condition of the common areas and adequacy to meet the needs of the User Agency.

• Vestibule: Whether the proposed premises have direct access to the outside. Premises that have a vestibule for weather control and worker comfort, with the exterior door opening into the vestibule and entry into the proposed premises through entrance doors from the vestibule, will receive a higher rating on this evaluation criterion. Vestibules must have a minimum of 20 foot-candles lighting at floor level.

• Restrooms: The existing and proposed condition of the restrooms, including the adequacy of the ventilation, the condition of the floors and walls, toilet partitions, plumbing fixtures, sinks, counters, mirrors, and restroom accessories. Proposed premises with restrooms equipped with water-saving plumbing devices such as hands-free motion-sensor operated faucets and flush valves will be rated higher on this evaluation criterion.

• Compatibility of Use: The compatibility of other activities and uses in the building in which the proposed commercial office space is located or adjacent office complex with the User Agency’s operations. Proposals that provide feasible opportunities to co-locate two or more State agencies in the building in which the proposed commercial office space is located or complex of buildings and that create related economic benefits will be rated higher on this evaluation criterion.

Building Conditions: Proposed Premises: The suitability of the proposed premises for program layout by the User Agency, including specific consideration of:

• Configuration: The degree to which the configuration of the premises meets the User Agency’s programmatic needs, taking into account the size and shape of the space and any internal barriers to efficient design and accessibility.

• Building Module and Column Spacing: A regular, consistent building module that allows for a regular, consistent office and workstation layout and the efficient utilization of space is generally desired

• Entrances: Proximity and access from the proposed premises to building entrances and support areas.

Proposals that, in addition to the main building entrance, provide a separate and discrete entrance to the proposed premises, which would not be used in common with other building tenants, will be rated higher on this evaluation criterion.

• Location and Distribution of Space: Contiguous space is preferred, on one floor for a small office and one or more floors for a large office. For a large office, a large floor plate that minimizes the number of floors is preferred.

Proposals offering space located on the first or second floor will be rated higher on this evaluation criterion.

• Daylighting: Premises that provide window area equal to at least 25% of the exterior wall surface area are preferred and will receive a higher rating on this evaluation criterion.

• Finished Ceiling Heights: Finished ceiling heights of 8'-6" to 9'-6" high are preferred.

Landlord Capacity: The demonstrated capacity of the offeror to prepare the proposed space for occupancy by the User Agency and to provide the Landlord’s Services and the Landlord’s Improvements specified in the RFP and in accordance with the provisions of the proposed lease. Consideration will be given to the extent to which the proposed build-out meets the needs of the User Agency described in this RFP. The qualifications and experience of the offeror, design team, contractor, and property manager will also be considered.

If the User Agency occupies the proposed premises and the proposal includes Landlord’s Improvements, RIDOA will consider whether the proposed plan for completing such improvements will enable the User Agency to conduct business without unreasonable interference or interruption and whether the proposed plan will be implemented without additional cost to the User Agency.

• Timely Completion of Work: The demonstrated capacity of the offeror, the design team, and contractor to substantially complete the design and construction of all improvements to the premises required for the User Agency’s occupancy by the date of occupancy identified in Section A-1 of this RFP.

• Capacity to Complete the Project: The demonstrated capacity of the offeror to finance the required improvements, and the demonstrated capacity of the offeror, design team, and contractor to design and construct the proposed space to meet the User Agency’s needs.

Evaluation will consider the experience of the offeror in completing projects of similar cost and complexity and the experience of the proposed design team, contractor and property manager in designing, constructing, and managing projects and properties of a similar complexity, type, and size.

• Capacity to Operate and Maintain the Property: The demonstrated capacity of the offeror, either directly or through contract, to provide the Landlord’s Services specified in this RFP in a professional and timely manner and in accordance with the provisions of the Lease.

Lease Agreement and Terms: The offeror needs to confirm that they will enter into a lease substantially in the form of the State of Rhode Island Lease which is attached to the RFP without material modification and will enter into the lease term proposed in this RFP.

Proposals must be submitted to Ocean State Procures (OSP) on the Technical Lease Proposal Form in the “attached Document Section” included with this RFP. A proposal consists of the Technical Lease Proposal Form and such attachments as are requested in the Technical Lease Proposal Form. Disclosure Certificates as well as the “Offeror Background Survey” must be submitted with each proposal.

2. Cost Proposal Narrative and format: Vendors must submit a cost proposal. Proposals must be submitted to the Division of Purchases on the Cost Lease Proposal Form included with this RFP. A proposal consists of the signed and fully completed Cost Lease Proposal Form.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Technical proposals must receive a minimum of 55 (84.6%) out of a maximum of 65 points to advance to the cost evaluation phase. Technical proposals scoring less than 55 points shall not have the accompanying cost proposals opened or evaluated; such proposals shall not receive further consideration.

Technical proposals scoring 55 points or higher shall have the cost proposals evaluated and assigned up to a maximum of 35 points bringing the total potential evaluation score to 100 points.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Possible Points

Lease Agreement and Terms 5 Points

Location 20 Points

Building Condition 30 Points

Landlord Capacity 10 Points

Total Possible Technical Points

65 Points

Cost proposal

35 Points

Total Possible Evaluation Points 100 Points

See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “RFP Standard Specification” section.

NOTICE TO VENDORS:

Please note the following section stated below incorporated within the General Requirements Section of this RFP are not applicable:

“RFP Standard Specifications #3 Appendix “A” titled, ISBE Responsibilities and MBE WBE, and/or Disability Business Enterprise Participation Form.”

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC