2773_RFI.pdf

REQUEST FOR INFORMATION “(RFI)”

RFI Template Revised 10/07/20 Page 1 of 4

RFI #: 252773MN RFI TITLE: RECORDS CENTER FACILITY REPLACEMENT

1.0 INTRODUCTION

This request is for information to assist Sarasota County, a political subdivision of the State of Florida, in obtaining information regarding existing properties that can be renovated, or; unimproved properties that could be developed to suit the County's Clerk of the Circuit Court and County Comptroller needs for a new Records Center facility (Facility).

Please be advised that this may be the first step of a two-step process. Should the County determine to proceed with a formal solicitation based on the responses to this RFI, step two may include a formal solicitation to be released in accordance with the Sarasota County Procurement Code. Alternatively, the County may proceed with a real estate transaction distinct from this RFI.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BACKGROUND

2.1 Sarasota County is requesting information on (1) existing properties that can be renovated, or; (2) unimproved properties that could be developed, to suit the County's Clerk of the Circuit Court and County Comptroller needs for a new Records Center facility (Facility). This Facility is intended to accommodate and modernize the County’s Clerk of the Circuit Court and County Comptroller’s capacity to safely and securely manage and maintain critical records including evidence under duties prescribed by Federal, State and County laws.

2.2 The Facility must fully accommodate the records retention, management and maintenance of the Clerk of Circuit Court and County Comptroller.

2.3 Responses may incorporate any or all of the following: land, development (design and construction including entitlements and permitting), capital financing, property management, and facility maintenance and operations.

3.0 VENDOR QUESTIONNAIRE

3.1 All respondents must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with respondent’s response in OpenGov.

4.0 PROJECT CRITERIA

4.1 Preferred sites would meet the following criteria:

a. Located within a 1 mile radius of 2000 Main Street, Sarasota, Florida.

https://procurement.opengov.com/portal/scgov

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b. Located within a FEMA Flood Zone of X.

c. Site has appropriate utility service available and capacity from all public and private utilities required for the facility.

d. Site is free of environmental hazards.

e. Site Size: Parcel size requirement is approximately 2.5+ acres for a one-story solution. However, smaller parcels may be considered dependent on their ability to accommodate the required program elements.

f. Site Zoning: The proposed Facility use will require a parcel with one of the following:

1) City of Sarasota zoning designations: compatible zoning designations allowing administrative approval.

2) Sarasota County zoning designations: GU, OPI, CG, PCD, CI or ILW

g. Additional Site Requirements

1) The site for the Facility would need to meet all local, state, and federal regulatory requirements, and be compatible with the adjoining uses and surrounding context.

2) The site must be of a size and configuration to accommodate the Facility and all associated on-site requirements. In addition to meeting staff and visitor parking needs, site vehicular circulation must provide good access for delivery and temporary vendor truck functions.

4.2 Building Design and Construction

a. The Facility could be one or two stories, encompassing approximately 26,000 square feet.

b. The Facility would house a staff of approximately 14, including temporary staff, with accommodations for future expansion to 18.

c. The Facility shall be designated a Risk Category IV (Florida Building Code Sec. 1604.5).

d. The Facility must fully accommodate the records retention needs of the Clerk of the Circuit Court and County Comptroller. Those needs include, but are not limited to, the following:

1) Secure open storage space for various types of documents including, but not limited to, papers, media, books, maps, and microfilm which may be individual documents or boxed.

2) High density, low density, and specialty storage systems.

3) Processing/open work area(s).

4) Secure loading garage.

5) Evidence storage vaults with specialty HVAC and access requirements.

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6) Public lobby and document access space(s).

7) Administrative and staff areas.

8) Support spaces including conference, office storage, work room, break room, restrooms, janitorial, etc.

9) Building service spaces including data, electrical, mechanical.

10) Data systems designed and installed. Systems shall be designed by an RCDD certified professional to meet Sarasota County Standards.

11) Building Automation Systems, access control, CCTV, Distributed Antenna Systems (DAS) for wireless phone service enhancement, Bi-Directional Antenna (BDA) if required by Fire Marshall and security systems.

12) Audio/Visual systems

13) Fire sprinkler systems which may include specialty suppression systems

14) Loading Garage: Secure and fully shielded from weather with storage for containers.

e. Facility to include a full-building emergency generator.

f. All architectural and specialty fixtures and finishes shall be included.

4.3 Furnishings

Respondents shall identify intent to include or exclude the following items which will be required for a complete and functioning Facility:

a. Office Furnishings (fixed such as workstations)

b. Loose Office, Break Room and other Furnishings

c. Office Equipment

d. Break Room Appliances

5.0 WRITTEN RESPONSES

5.1 All response documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

5.2 When submitting your information, please consider that responses to this RFI will become part of the public record. Respondents are advised that all materials submitted may be used in designing a future solicitation or otherwise disclosed to the public.

5.3 Requested Information

Responses should include the following:

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a. Provide a narrative describing the recommended solution for the Facility. Identify how this solution responds to all major aspects and requirements of the project, including land, design, and construction. If a lease is proposed, provide the conditions of the lease, property management, maintenance and operations, and lease term.

b. Provide a narrative identifying any services being proposed.

Include any entities whose services are a component of the proposal, with contact information for each. Describe their roles, responsibilities, and qualifications.

c. Provide one copy of the property boundary survey (if available)

d. Provide one copy of the existing building floor plans (if available)

e. Provide 1 exterior photograph and 1 interior photograph of existing structures on site (if applicable)

6.0 FUTURE SOLICITATION AND AWARD

The County is issuing this RFI to gather information about available existing sites and/or facilities which may meet the County’s requirements.

No respondents will be selected and no contracts awarded directly as a result of this RFI. The County may, in its sole discretion, invite selected Respondents to provide additional information and/or presentations, and the information received in response to this RFI may be considered during the facility selection process or utilized in the development of a future solicitation. The County reserves the right to negotiate with any respondent(s) for the acquisition of a site, and may also consider sites identified through means other than this RFI.

The County does not guarantee any formal solicitation will be generated based on this RFI. Additionally, Respondents are not required to respond to this RFI to participate in any future related process or transaction. The County may consider and/or utilize non-proprietary submitted information in the development of a scope of services for a future solicitation.