720-0194 ITN Tampa.pdf

Offeror’s initials of acknowledgement are required on all pages of this submittal:

ITN No.DOAH-ITN-23/24-001 (Issue Date: July 17, 2023) Effective Lease Date: September 1, 2025

STATE OF FLORIDA

DIVISION OF ADMINISTRATIVE HEARINGS

INVITATION TO NEGOTIATE

DOAH-ITN-23/24-001

Lease 720:0194

FOR

15,291 USF (± 10%)

Leased Office Space

Tampa, Hillsborough County, FL

REPLY DUE DATE: September 26, 2023

[SEE KEY ITN DATES – SECTION II, C]

Division of Administrative Hearings Heather Berg, Facilities Management Administrator

1230 Apalachee Parkway Tallahassee, FL 32399-3060

TABLE OF CONTENTS

I. Introduction

II. Instructions and General Information

III. Reply Writing Guidelines Terms of the Reply

IV. Lease Terms and Conditions

V. Reply Evaluation and Negotiation Process Proposal Evaluation Criteria

VI. Certification

Exhibits

1 – Floor Plan Prototype

2 – IT/Network Guidelines

3 – Division Preferred Aesthetics

4 – Workstation Specifications

Attachments

A – Division Specifications and Space Requirements

B – Lease Boundary

C – Standard Lease Agreement and Addendums

▪ Janitorial & Maintenance Services

▪ Employment Eligibility Verification

▪ Air Quality

▪ Liquidated Damages

D – Disclosure Statement

E – Energy Performance Analysis Requirements

F – State Fire Marshal Requirements

G – Special Power of Attorney

H – Commission Agreement

Documentation Checklist

I. INTRODUCTION AND OVERVIEW

The Division of Administrative Hearings (hereinafter referred to as the “Division” or “DOAH”), is seeking detailed and competitive proposals to provide built-out office facilities and related infrastructure for occupancy by the Division in Tampa, Hillsborough County, FL.

The Division is seeking a site for state-agency built-out professional office within the boundary on Attachment B of approximately 15,291 (± 10%) usable square feet, with a, 7-, 10-, or 15-year base rate submission. Please be advised that any proposal containing space in excess of +/- 10% of required square footage will be deemed non-responsive.

The Division of Administrative Hearings (DOAH) manages two programs: The Adjudication of Disputes program and the Office of the Judges of Compensation Claims. The space sought in this ITN would be utilized to serve both programs.

The judges who serve in both programs conduct evidentiary hearings to resolve disputes. The space needed to conduct evidentiary hearings has changed dramatically since the COVID-19 pandemic; video conference hearings are more frequent and the demand for space to conduct in-person hearings is less and more difficult to predict.

Additionally, the offices occupied by DOAH judges and mediators must be optimized for video conference use, including adequate sound-proofing (to ensure confidentiality is preserved), improved lighting, space to install green screens, and microphones to enhance the video conference experience for the parties who appear before DOAH via remote technology.

The Division has authorized CBRE, Inc. (Tenant Broker) to be its exclusive representative during this solicitation for space.

Competitive proposals may be submitted for consideration under this ITN for the lease of office space in an existing building. To be considered an 'existing' building, the facility offered must be enclosed with a roof system and exterior walls must be in place at the time of the submittal of the offer. The offered facility shall be of a condition which is suitable for renovations to meet the specifications of the ITN and shall not be subject to destruction.

The “Offeror” shall mean the individual submitting a Reply to this Invitation to Negotiate (ITN), such person being the owner of the proposed facility or an individual duly authorized to bind the owner of the facility. The term “Reply” or “Replies” shall be the Offeror’s response to the ITN.

The term “State” shall mean the State of Florida and its Agencies. The term “Lessor” shall mean the successful Offeror.

OFFICIAL CONTACT PERSONS:

The Division has authorized CBRE, Inc. to be its exclusive representative during this solicitation for space. The listed contact persons are the only authorized individuals to respond to ITN comments and questions.

Inquiries and comments about this ITN should be directed to:

David Hulsey, Broker Subcontractor for CBRE, Inc.

2608 Thomasville Road Tallahassee, FL 32308 E-mail: david@tbsfl.com

(850) 545-4990 mailto:david@tbsfl.com

With a copy to:

Heather Berg, Facilities Management Administrator 1230 Apalachee Parkway Tallahassee, FL 32399-3060 Email: Heather.Berg@doah.state.fl.us

(850) 488-9675, Ext. 5425

II. ITN INSTRUCTIONS AND GENERAL INFORMATION

A. REPLIES – SUBMISSION REQUIREMENTS

Complete written Replies are due by the date and time specified in Article IV. ITN Instructions and General Information, section C. Key ITN Dates. Submissions must include one original Reply’s and one electronic copy (on single USB storage device in PDF format and viewable in Adobe Acrobat Reader), in a sealed envelope or box with “ITN DOAH-ITN-23/24-001” clearly marked on outside sealed envelope or box.

The written Replies are acceptable via US Mail, private courier service, or hand-delivery to:

Division of Administrative Hearings

Heather Berg, Facilities Management Administrator 1230 Apalachee Parkway Tallahassee, FL 32399-3060

Note: Replies which are late, emailed, unsealed, missing, emailed or faxed and Replies which are deemed by the Division (in the Division’s sole discretion), to be substantially incomplete, inaccurate, vague, or illegible are not the responsibility of the State and will not be considered.

Once received, all Replies and attachments shall become the property of the State of Florida exclusively and will not be returned.

B. QUESTIONS REGARDING THE ITN

Questions or clarifications regarding this ITN or its specifications are to be submitted, in writing (which may include e-mail), to the Official Contact Person specified in Article I. Any such questions or request for clarification should be received in writing no later than the date and time specified in Article II. ITN Instructions and General Information, section C. Key ITN Dates. Answers to questions will be posted in accordance with Article II. ITN Instructions and General Information, section C. Key ITN Dates, and accessible through the Vendor Information Portal (VIP) website: https://vendor.myfloridamarketplace.com/

Material clarifications, changes in specifications, dates, or any other information related to this ITN (as solely determined by the Division) will be posted on the Vendor Information Portal website along with this ITN.

Each Offeror is responsible for monitoring the website for new or changing information.

mailto:Heather.Berg@doah.state.fl.us https://vendor.myfloridamarketplace.com/

C. KEY ITN DATES

The process of soliciting and selecting replies will follow the general schedule given below:

Date ** Time Schedule of Events**

July 17, 2023 -- Date on which the ITN is advertised on the Vendor

Information Portal

July 21, 2023 5:00 PM (ET) Deadline for submitting questions, in writing, relating to this ITN. No further questions accepted after this date and time

July 25, 2023 5:00 PM (ET) Anticipated date responses to written questions received relating to this ITN will be posted on the

Vendor Information Portal

September 26, 2023 10:30 AM (ET) Deadline for Receipt of Replies

LATE REPLIES WILL NOT BE CONSIDERED

September 26, 2023 11:00 AM (ET) Opening of Replies

THE PUBLIC OPENING FOR THIS SOLICITATION WILL BE AVAILABLE

VIA ZOOM:

https://us02web.zoom.us/j/88967727234 Meeting ID: 889 6772 7234 One tap mobile

+13052241968,,88967727234# US

+13092053325,,88967727234# US

Residents in the State of Florida who are hearing, sight or speech impaired, please contact Florida Relay at 1 (800) 955-8771 or via https://www.ftri.org/relay for assistance.

October 2 – 6, 2023

Anticipated time period for evaluation of Replies / Site

Evaluations

October 9 –

November 3, 2023

Anticipated time period for negotiations

November 9, 2023 -- Anticipated Notice of Intent of Award posted on

Vendor Information Portal

September 1, 2025 -- Anticipated Lease Start Date

**NOTE: All dates, times and locations are subject to change at the sole discretion of the Division.

Such changes will be posted on the Vendor Information Portal (VIP) website https://vendor.myfloridamarketplace.com/. All times for this solicitation are Eastern Standard Time.

*All Offerors are hereby notified that the meetings noted with an asterisk (*) above are open to the public.

Although the public is invited no comments and/or questions will be taken from Offerors or other members of the public.

https://us02web.zoom.us/j/88967727234 https://www.ftri.org/relay https://vendor.myfloridamarketplace.com/

III. INVITATION TO NEGOTIATE REPLY WRITING GUIDELINES AND TERMS OF THE REPLY

A. REQUIREMENTS AND ORGANIZATION OF THE REPLY

This ITN is organized to allow the incorporation of the Offeror’s responses on this form. If additional space is required to fully respond to this ITN, please attach the additional response to your Reply and clearly indicate the section to which the response relates. All instructions, procedures and requirements included in this ITN must be followed.

The Offeror should include the following items in its ITN Reply:

1. Control of Property – The Reply must be submitted by one of the entities listed below, and the proposal must include supporting documentation proving such status. This requirement applies to the building and structure, the proposed parking areas and areas of ingress and egress.

Please select method to which Offeror is proposing and attach applicable documentation as Exhibit A to the Reply.

The owner of record of the facility and parking area – submit a copy of the deed(s) and title insurance or opinion evidencing clear title to the property proposed.

The lessee of space being proposed – submit a copy of the underlying lease agreement with supporting documentation and authorization to sublease the facility and parking areas through the term of the base lease and all renewal option periods.

The authorized agent, broker, or legal representative of the owner(s) – submit a copy of the Special Power of Attorney authorizing submission of the proposal or corporate documents establishing the authority of the agent, broker or legal representative to act on behalf of the property owner(s).

The holder of an option to purchase – submit documentation of a valid option to purchase the facility and/or parking areas from the owner of record which, if exercised, will result in the Offeror’s control of the facility prior to the intended date of occupancy.

The holder of an option to lease the property offered – submit documentation of a valid option to lease the facility with authorization to, in turn, sublease. Any lease must encompass the entire time period of the basic lease and any renewal option periods resulting from the ITN, as required by the State.

2. Interior/Space Planning – Please include a floor plan to scale (example: 1/16” or 1/8” or ¼” = 1’0”) showing the present configurations with measurements. Attach the existing floor plan as Exhibit B to the ITN Reply.

3. Test Fit – Prior to final negotiation and selection of a Reply or Replies, a “test fit” of the Proposed Space relative to the need may be required, the expense of which will be borne by the Offeror. This is not a requirement to be provided with the initial ITN Reply.

The final floor plan (if Offeror is selected for Award) will be as described in the specifications included herein or as otherwise negotiated with the Division.

B. TERMS OF THE REPLY

The State reserves the right to negotiate the terms of a Reply including, but not limited to, such Reply’s Financial Terms should a change in any such terms be in the best interest of the State. “Financial Terms” shall include, but not be limited to rent rate, free rent, tenant improvement funds, lease term and details of any required build-out.

C. COST OF DEVELOPING AND SUBMITTING THE REPLY

Neither the Department of Management Services, the Division nor the Tenant Broker will be liable for any of the costs incurred by an Offeror in preparing and submitting a Reply.

IV. LEASE TERMS AND CONDITIONS

Responses to all of the “Terms and Conditions” should be clearly delineated and specific to Article IV questions, terms and requirements. Where appropriate, use an “X” to indicate Yes or No.

Certification Regarding Article IV, Lease Terms and Conditions to this ITN. I hereby certify that if the Proposed Space is selected by the Division, I acknowledge and agree to abide to all requirements and conditions contained therein.

1. Description and Measurement of Proposed Space The Division is seeking _15,291 usable square feet (± 10%) of space. Type of space required is office space and related infrastructure.

All references to square feet of the Proposed Space contained in the Reply must be “usable square feet” in accordance with the Department of Management Services Standard Method for Measuring Floor Area in Office Buildings (Florida Administrative Code 60H-2.003). The Division and DMS reserve the right to independently verify the space measurement.

ADA Requirements - Space must be renovated prior to Lessee’s occupancy, to conform to the requirements of the Americans with Disabilities Accessibility Implementation Act, Section 553.501 - 553.514, Florida Statutes.

The Offeror/Lessor shall be responsible for build-out and clean up and shall provide the Division with a clean and ready to operate space.

Offeror agrees to deliver an ADA compliant space and has listed the complete address and the proposed usable square feet (as defined in above) on the Submittal Cover Page:

Yes

No

2. Lease Commencement Date / Liquidated Damages

The Proposed Space is to be made available on September 1, 2025, with access to the space thirty

(30) business days prior to occupancy date for set-up. Should the successful Offeror fail to make the space available by the date specified in the Reply; the Offeror shall be liable, at the Division’s discretion for liquidated damages in the amount of $2,000.00 for each additional day until the Proposed Space is made available, in accordance with the Liquidated Damages Addendum to the Lease.

Space is considered available for occupancy when the Department of Management Services and the Division are provided with an official and permanent Certificate of Occupancy, an approved State Fire Marshal Final Inspection and the Division has provided written approval of acceptance to the Lessor.

Written approval of acceptance will occur as a result of a walk-through inspection with the Division and Offeror/Lessor’s designated representatives.

Offeror acknowledges and agrees that the Proposed Space will be available in accordance with the Commencement Date and agrees to the liquidated damages until space is made available.

3. Term and Renewal Options

Replies must offer a seven (7)-year, ten (10)-year and a fifteen (15)-year initial term. The Division will select the lease term for the proposed space that provides the best value for the State. The State requires a minimum of one (1) five (5) year renewal.

Offeror acknowledges and agrees that the Proposed Space will be available to the Division throughout the initial term and the renewal option periods as specified.

4. Full Service (Gross) Rental Rate

The Offeror shall provide the Division with a full service (gross) lease structure. Therefore, the lease rate must include base rent, taxes, all operating expenses (including, but not limited to, janitorial services and supplies, utilities, water, insurance, interior and exterior maintenance, recycling services, garbage disposal, security system installation and maintenance, and any amortization of required tenant improvements to the proposed space). The Division’s moving costs may be required of the Lessor during negotiations.

There shall be no pass through of additional expenses. The proposed full-service lease rental rate for each year of the initial term must be provided. The State is exempt from sales tax on all rent payments. Submitted lease rates are negotiable.

Offeror acknowledges and agrees that the Proposed Space will be a Full Service (Gross) Lease.

5. Parking Adequate parking for State employees and visitors is mandatory. The Division is seeking 60 non-exclusive parking spaces be provided on a lot fully controlled by the Lessor. Number of ADA Spaces to be included is as required by code.

Offeror shall notate on the Submittal Cover Page (page 2) how many exclusive and non-exclusive parking spaces are being offered to the Division.

6. Turn-key Build Out

The Division requires a “turn-key” build-out by the Offeror. Offeror will assume all cost risks associated with delivery in accordance with the required space program specifications detailed in Attachment A.

Offeror acknowledges and agrees that the Proposed Space will be “turn-key” build-out in accordance with the specifications detailed in Attachment “A” following the Division’s approval of an architectural layout provided by the Offeror/Lessor.

7. State Standard Lease and Addenda

Attachment “C” to this ITN is the State’s required lease agreement form (and related addenda) which contains the general terms and conditions required by the State of Florida. The use of this form is required; no other form will be accepted. Other terms and conditions may be required by the State of Florida to consummate a transaction. Each Offeror should review this form in its entirety.

Offeror acknowledges review of the lease agreement form contained in Attachment “C” and that the form (including all terms, conditions, and addenda) is acceptable should the Proposed Space be selected by the Division.

8. Commission Agreement Attachment “H” contains the Commission Agreement form. The Offeror should review the Commission Agreement.

Offeror acknowledges and agrees to execute and be bound by the Tenant Broker Use and Commissions Agreement.

9. Attachments

This ITN contains numerous Attachments and Addenda, each of which is an integral part of this ITN.

The forms are required, as applicable. A sample of each Attachment and Addenda is included in this ITN. The Attachments include the following:

Attachment A: Division Space Requirements – provides specific detail as to the Division space requirements.

Attachment B: Lease Boundary – lease location parameters.

Attachment C: Lease Agreement – the State lease form is provided to give the Offeror a general understanding of some of the terms and conditions required by the State should a lease be consummated. No changes to the form or language are permitted.

The following Addenda are included in the original lease agreement upon execution:

- Janitorial and Maintenance Services

- Air Quality

- Employment Eligibility Verification (eVerify)

- Liquidated Damages

- Proposal Submitted by Lessor

Attachment D: Disclosure Statement of Ownership – required to be completed and signed by the awarded Lessor upon lease execution.

Attachment E: Energy Performance Analysis – this Attachment provides a description of the State’s energy requirements for the Proposed Space and the energy performance calculation method. The EPA is only to be completed by the awarded Lessor, at its sole cost. This is not required to be completed as a part of the Reply.

Attachment F: State Fire Marshal Requirements – provides general directives with regard to the Offeror’s compliance with the Division of State Fire Marshal.

Attachment G: Special Power of Attorney – this attachment is required, if submitting on behalf of the owners.

Attachment H: Commission Agreement – this attachment provides for Offeror’s agreement of the Tenant Broker as agent for the State.

Should an Offeror’s space be selected, the Offeror will, to the extent applicable, be required to adhere to the terms and conditions contained in all Addenda and Attachments and/or shall be required to complete/provide the information required in any such Attachment.

Offeror acknowledges that he/she has reviewed and understands each of the Attachments and Addenda to this ITN and the directives contained in this section.

10. Permitted Use by the State

The State’s permitted use for the location will be for office space.

Offeror agrees and acknowledges that the use of the Proposed space as described above is acceptable and that is in full compliance with all current zoning requirements, regulations, laws and ordinances, etc.

ITN No.DOAH-ITN-23/24-001 (Issue Date: 7/17/2023) Effective Lease Date: September 1, 2025

11. Energy Star Rating

The State requires, wherever possible, that leased space be in an Energy Star rated facility. The proposed Facility does not have to be Energy Star rated to be considered.

Does this facility meet standards of an Energy Star building as determined on the following website:

http://www.energystar.gov/index.cfm?c=evaluate_performance.bus_portfoliomanager?

If so, provide the Energy Star rating for this building:

12. Disclaimer This is an Invitation to Negotiate. Nothing contained herein shall be deemed an offer to lease, and the Division reserves the right to negotiate with all or none of the respondents in its sole discretion.

Please note that the Division has the right, at any time during the process, to reject any and all Replies that are not, in the Division’s sole discretion, in the best interests of the State. The Division reserves the exclusive right to make determinations of what constitutes an irregularity in a Reply and whether to waive and/or cure an irregularity.

This ITN is neither an offer, contract nor agreement of any kind. Neither the Division nor the Lessor shall have any legal rights or obligations whatsoever between them and neither shall take any action or fail to take any action in reliance upon any part of these discussions until the proposed transaction and a definitive written lease agreement is approved in writing by the Division.

The terms of any transaction, if consummated, shall not be final nor binding on either party until a Lease Agreement is executed by all parties. This ITN may be modified or withdrawn by the Division at any time.

Offeror understands and agrees with the Disclaimer set forth in this section.

V. REPLY EVALUATION & NEGOTIATION PROCESS AND PROPOSAL EVALUATION CRITERIA

Reply Evaluation and Negotiation Process: Using the evaluation criteria specified below, the Division shall evaluate and rank Replies and, at the Division’s sole discretion, proceed to negotiate with Offerors as follows:

The highest ranked Offeror(s) will be invited to negotiate a lease. If necessary, the Division/Tenant Broker shall request revisions to the Reply submitted by the top-rated Offeror(s) until it is satisfied that the Reply will serve the State’s needs. The process will continue until a lease is negotiated and executed.

The Division reserves the right to negotiate with all responsive and responsible Offerors, serially or concurrently, to determine the best-suited solution. The ranking of Replies indicates the perceived overall benefits of the proposed solution, but the Division/Tenant Broker retains the discretion to negotiate with other qualified Offerors, as deemed appropriate.

Before award, the Division reserves the right to seek clarifications, to request Reply revisions, and to request any information deemed necessary for proper evaluation of Replies. Offerors may be requested to make a presentation, provide additional references, provide the opportunity for a site visit, etc. The Division reserves the right to require attendance by representatives of the Offeror. Any written summary of presentations or demonstrations shall include a list of attendees, a copy of the agenda, and copies of any visuals or handouts, and shall become part of the Offeror’s Reply. Failure to provide requested information may result in rejection of the Reply.

The focus of the negotiations will be on achieving the solution that provides the best value to the State.

http://www.energystar.gov/index.cfm?c=evaluate_performance.bus_portfoliomanager

ITN No.DOAH-ITN-23/24-001 (Issue Date: 7/17/2023) Effective Lease Date: September 1, 2025

In submitting a Reply, an Offeror agrees to be bound to the terms contained in that Reply for a minimum of sixty (60) days. Offered prices/rates should assume those terms apply, but the Division/Tenant Broker reserves the right to negotiate different terms and related price adjustments if the Division determines that it is in the State’s best interest to do so.

The Division reserves the right to reject any and all Replies, if the Division determines such action is in the best interest of the State or Division. The Division/Tenant Broker reserves the right to negotiate concurrently or separately with competing Offerors. The Division reserves the right to waive minor irregularities in Replies.

THIS SPACE LEFT INTENTIONALLY BLANK

The successful Reply will be the one that is the best overall Reply which is in the interest of the State. All Replies will be evaluated on the factors below:

A. Rental Rates:

Rental rates for basic term of lease. Rates are evaluated using total present value methodology for basic term of lease, by application of the present value discount rate.

Maximum points: 25_

Rental rates for renewal terms of lease. Proposed renewal rates are within projected budgetary restraint of the department.

Maximum points: 5 _

Note: The discount rate used for this ITN is 3.84%. The Offeror with the lowest total annual cost for the base term and optional renewal term will receive the maximum points available. All other Offerors will receive a percentage of the available points when compared with the lowest Offeror.

B. Location:

Accessibility to the property (driving or walking), parking availability, surrounding neighborhood, adjacent structures.

Maximum points: _15 _

C. Property Configuration and Condition:

The extent to which the space is move-in-ready, and if modifications are needed, the extent to which modifications can be completed within a reasonable amount of time. The extent to which the offered space is designed to an efficient layout and good utilization of space.

Maximum points: _20 _

The extent to which the building has been maintained, without noticeable existing issues or deferred maintenance, such as the age of the roof, HVAC systems, internal lighting. Note: Offeror may be required to provide information about the condition of the building components and systems.

Maximum points: 20 _

Security features offered in the building and surrounding premises, such as on-site security guard(s). Security issues posed by building, by associated parking, and by surrounding neighborhood, quality of exterior lighting and obstructed entrances/exits will be considered.

Maximum points: 15 _

ITN DOAH No. 23/24-001 | 720:0194 – Submittal Cover Page

OPTION 1 – 7-year Base Term with 1/5-year Renewal Option

Offeror’s Information

Offeror’s Contact Name: Title:

Company: FEID or Social Security Number (SSN):

Address: City/State/Zip:

Phone Number: Email:

Proposal Information

Address of Proposed Space:

Street

City

State

Zip

Usable Square Feet in Proposed Space:

Requested Parking: 60 Exclusive Parking: Non-Exclusive Parking:

Provide the proposed Full-Service rent for each year of the Base and Renewal Option terms as specified in Article IV.

Base Term Rate Per Square Foot Total Annual Rental l Year 1 $ $

Year 2 $ $

Year 3 $ $

Year 4 $ $

Year 5 $ $

Year 6 $ $

Year 7 $ $

Option Renewal Terms Rate Per Square Foot Total Annual Rental

Year 1 $ $

Year 2 $ $

Year 3 $ $

Year 4 $ $

Year 5 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation

Utilities/SF/Year $ Total TI $

Janitorial/SF/Year $ Interest Rate %

Other Operational Cost/SF/Year $

Annual TI Amortization/SF/Year $

Total Cost/SF/Year – Year 1 $

Pursuant to Rule 60H-1.015, F.A.C., all Offerors submitting rental rates for existing buildings must include a rental rate per square foot per year for all years of the lease, including renewals, that will include all renovations and other special requirements necessary to accommodate the Division at the time of initial occupancy.

OPTION 2 – 10-year Base Term with 1/5-year Renewal Option

Company: FEID or Social Security Number (SSN):

Address: City/State/Zip:

Phone Number: Email:

Requested Parking: 60 Exclusive Parking: Non-Exclusive Parking:

Provide the proposed Full-Service rent for each year of the Base and Renewal Option terms as specified in Article IV.

Base Term Rate Per Square Foot Total Annual Rental

Year 1 $ $

Year 2 $ $

Year 3 $ $

Year 4 $ $

Year 5 $ $

Year 6 $ $

Year 7 $ $

Year 8 $ $

Year 9 $ $

Year 10 $ $

Option Renewal Terms Rate Per Square Foot Total Annual Rental

Year 1 $ $

Year 2 $ $

Year 3 $ $

Net Rate per square foot – Year $ Annual Escalation

Utilities/SF/Year $ Total TI $

Janitorial/SF/Year $ Interest Rate %

Other Operational Cost/SF/Year $

Pursuant to Rule 60H-1.015, F.A.C., all Offerors submitting rental rates for existing buildings must include a rental rate per square foot per year for all years of the lease, including renewals, that will include all renovations and other special requirements necessary to accommodate the Division at the time of initial occupancy.

OPTION 3 – 15-year Base Term with 1/5-year Renewal Option

Company: FEID or Social Security Number (SSN):

Address: City/State/Zip:

Phone Number: Email:

Requested Parking: 60 Exclusive Parking: Non-Exclusive Parking:

Provide the proposed Full-Service rent for each year of the Base and Renewal Option terms as specified in Article IV.

Base Term Rate Per Square Foot Total Annual Rental

Year 1 $ $

Year 2 $ $

Year 3 $ $

Year 4 $ $

Year 5 $ $

Year 6 $ $

Year 7 $ $

Year 8 $ $

Year 9 $ $

Year 10 $ $

Year 11 $ $

Year 12 $ $

Year 13 $ $

Year 14 $ $

Year 15 $ $

Option Renewal Terms Rate Per Square Foot Total Annual Rental

Year 1 $ $

Year 2 $ $

Year 3 $ $

Net Rate per square foot – Year $ Annual Escalation

Utilities/SF/Year $ Total TI $

Janitorial/SF/Year $ Interest Rate %

Other Operational Cost/SF/Year $

Pursuant to Rule 60H-1.015, F.A.C., all Offerors submitting rental rates for existing buildings must include a rental rate per square foot per year for all years of the lease, including renewals, that will include all renovations and other special requirements necessary to accommodate the Division at the time of initial occupancy.

VI. CERTIFICATION

Each Reply must be signed by the owner(s), corporate officers of the owner or the legal representative(s) of the owner. The corporate, trade or partnership name must be stamped, written or typewritten, beside the actual signature(s). If a Reply is signed by a corporate officer or agent of the owner, written evidence of authority must accompany the Reply. If a corporation foreign to the State of Florida is the owner, written evidence of authority to conduct business in Florida must accompany the Reply.

I hereby certify as owner, officer or authorized agent, that I have read the ITN in its entirety and agree to abide by all requirements and conditions contained therein. I further certify that this Reply constitutes my formal reply in its entirety.

Offeror’s Name FEID or SSN of Prospective Offeror

(Authorized Signature) Relationship to Owner

THIS SPACE LEFT INTENTIONALLY BLANK

EXHIBIT 1

DIVISION FLOOR PLAN PROTOTYPE

Floor Plan Prototype

Hearing Room Prototype

EXHIBIT 2

IT/NETWORK INSTALLATION GUIDELINES

GENERAL INFORMATION

PURPOSE:

The intent of this document is to provide a standard specification that will be used for all

Division of Administrative Hearings (DOAH)/OJCC offices requiring telephone and data cable installation of a newly constructed office. This document provides the minimum performance criteria for the components and sub- systems comprising of a complete cabling system that shall accommodate our requirements. The Agency prefers that the Lessor, at its expense, be responsible for purchase and installation of the below data specifications.

Product specifications, general design considerations, and installation guidelines are provided in this written document. Quantities of telecommunications outlets, typical installation details, cable routing and outlet types for our office are estimated. The successful contractor

(CONTRACTOR) shall meet or exceed all requirements for the cabling system and hardware described in this document.

This specification is intended to provide general design guidelines for new construction and performance criteria for additions/renovations to existing facilities.

DESIGN REQUIREMENTS:

Contractor shall furnish all material and labor. Equipment and material shall be

Underwriter's Laboratories listed and labeled. Subsequent design requirements or procurement should be directed to the Administrative Services’ Facilities Management

Administrator for further review options and/or approval or declination.

DATA TERMINAL ROOM:

The Contractor shall provide in the server (LAN/TEL) room, one standard 4 post server rack that will be bolted securely to the floor. This rack shall be used with a ladder rack attached securely as outlined herein. The rack will be positioned accordingly per the MIS personnel onsite as well as consideration to the rules of accessibility that are governed by law. The server rack will be positioned on top of the tile flooring with a copper grounding strap beneath the substrate tile.

The opposite end of the copper grounding strap will be terminated at the nearest electrical outlet according to building codes and regulations.

A server rack must be provided have a minimum of 36” of clearance on all sides or greater if required by local building codes.

All RJ45 JACKS SHALL BE TERMINATED USING THE EIA/TIA 568B ONFIGURATION METHOD.

Station jacks shall be terminated with a minimum of 9" of slack in the outlet box. All pairs of the station cable shall be terminated at the patch panel with no splices and must be considered

“Home Runs”. The discovery of any splices and not adhering to the DOAH “Home Run” policy may result in performing a total inspection of the network wiring at the contractor’s expense.

At that point, the Facilities Management Administrator will determine the appropriate action(s) to take to ensure that the network wiring specifications have been followed according to Division policy and standards that have been previously set within this document.

All work and equipment shall conform to the appropriate portions of the

ANSI/TIA/EIA Standards codes and regulations:

ANSI/TIA/EIA- 568-B.1- Commercial Building Telecommunications Cabling Standard, Part 1: General Requirements;

ANSI/TIA/EIA -568-B.2 - Commercial Building Telecommunications Cabling Standard, Part 2: Balanced Twisted Pair Cabling components;

ANSI/TIA/EIA - 569A- Commercial Building Standard for Telecommunications Pathways and

Spaces;

ANSI/TIA/EIA – 606 (A) - The Administration Standard for the Telecommunications

Infrastructure of Commercial Buildings;

ANSI TIA – 606 (B) CABLE LABELING STANDARDS

ANSI/TIA/EIA - 607 (A) - Commercial Building Grounding and Bonding Requirements for

Telecommunications;

National Electric Safety Code (NESC);

National Fire Protection Agency (NFPA);

National Electrical Code (NEC)

The Contractor shall maintain recommended Category 5E or higher bending radius, pulling tension, and cable support requirements. All cables, wires, and equipment shall be provided by successful bidder and installed in a secure and neat fashion. Inside routing shall be installed parallel and perpendicular to existing structural lines and members.

Note: All horizontal distribution runs shall work together to produce optimum efficiency and throughput. It is the responsibility of the contractor to ensure that both jack and wire are of the same “category” rating.

Applicable State and Local Codes:

If conflict exists between applicable documents, then the more stringent requirement shall apply.

All conflict resolution must be approved by Division of Administrative Hearings

(DOAH) prior to installation. Questions concerning specifics about this document should be directed by email to Heather Berg, Facilities Management

Administrator, Heather.Berg@doah.state.fl.us

Documentation (Data/Voice Cable Labeling):

The Contractor shall provide DOAH with a schematic plan (floor plan) of all locations of data/voice labels as well as a printed copy in the form of a Microsoft

Excel spreadsheet, which documents the installation of data/voice cable labels.

The spreadsheet shall contain, at a minimum, information on the labeling on each mailto:Heather.Berg@doah.state.fl.us end of every data/voice/XLR cable termination installed in every room.

Spreadsheet documentation provided shall include the following:

1. Unique wire number.

2. Sub-Terminal room number (switches and/or patch panel location).

3. Room number for workstation outlet of each unique wire number.

4. Wire type (number of pairs, gauge, NEC rating, and manufacturer and part number)

5. This will also be applicable and required for all Telco jacks installed in each face plate.

Maintainability and Documentation:

There will be a continuity check of each conductor from end-to-end-open test including the following but not limited to:

1. Proper polarity of paired conductors from end-to-end-reverse test.

2. Proper termination of wire pairs from end-to-end-cross test (for splits and other wrong terminations).

3. Proper ground and shield bonding.

4. Grounded conductors (for all cables) - ground fault test.

5. All data cables shall be tested per EIA/TIA requirements.

6. Fluke tests (OR SIMILAR) will be performed for all network wiring and submitted for review.

Category 5E or higher Cable:

All Category 5E or higher distribution cables will be tested in accordance with procedures laid out in EIA/TIA 568-B standard. Any cable that fails testing shall be reported along with the procedures used to rectify the failure. Contractor tests shall utilize a Category 5E or higher compliant cable tester. Results for each UTP Category 5E or higher four-pair cable will be submitted as part of the Contractor’s acceptance records. In addition to the above information, the documentation will also include a pass/fail indication for the specified cable and the test date.

Installation Regulations:

Installation is to meet or exceed ANSI/EIA/TIA 568-B and ANSI/EIA/TIA 569 code. All work and materials will comply with all local, federal and state laws, municipal ordinances, codes, regulations and direction of inspectors appointed by proper authorities having jurisdiction.

If there are violations of codes, the vendor will correct the deficiency at no cost to DOAH.

Conditions must meet the industry standards for safety and work procedures, and protection of property established by prevailing rules, regulations, codes, and ordinances.

Quality Assurance:

Workmanship and neat appearance shall be as important as the mechanical and electrical efficiency of the system. All testing and clean-up shall be completed to the satisfaction of

DOAH before sign off, includes, but is not limited to, cable testing, proper labeling, debris removal, and proper cable bundling and routing. Any broken ceiling tiles are the responsibility of the contractor to replace.

Cable Installation:

All cable shall be installed free of kinks. A kink is defined as a violation of the manufacturer's specified Minimum Bend Radius for each type of cable. Cable shall not be formed into a condition that causes the outside sheath to wrinkle.

Any cable to be placed through an electrical room, hearing room or any potentially hazardous area(s) shall be placed in conduit. All cable will be secured in such a manner as to allow cross connections to be made without crossing over any cables.

Cables are not permitted to lie atop a lay-in ceiling or simply drape over pipe and ductwork;

appropriate wire hangers/supports or dressing will be used. J-Hooks or equivalent shall be attached to independent grid wire and not attached to the existing drop ceiling grid wiring as the added weight from the cables can cause distortion to the existing grid system.

Cables are to be anchored to the wall extensions, existing conduits, pipe, or duct work in a neat manner.

All cable is to be terminated at both ends, tested, labeled and ready to provide service to and within the building.

Cable Testing:

All cables and termination hardware shall be 100% tested for defects in installation and to verify cable performance under installed conditions. The contractor, prior to system acceptance, shall verify all conductors of each installed cable. Any defect in the cabling system installation including but not limited to cable, connectors, feed- through couplers, patch panels, and connector blocks shall be repaired or replaced in order to ensure 100% useable conductors in all cables installed by the qualifying contractor.

Wiring Standards Variance:

To request an exception to the DOAH Intra-building Wiring Standard; complete attachment

(A) Wiring Standards Variance Agreement Form. Submit to Scott Rioux, Deputy Chief

Information Officer for prior approval via email: Scott.Rioux@doah.state.fl.us

Station Wiring:

All system components (i.e. cable management (LADDER) rack, equipment racks, etc.) will be securely connected together and will eventually connect to the telecommunication rooms grounding bus bar with a copper wire with a green insulation jacket. This is a mandatory requirement directed by the Division’s MIS department.

The bus bar will be connected to the building ground system in such a manner so that it meets the above specified requirements set forth in TIA/EIA-607 (Commercial Building Grounding and Bonding Requirements for Telecommunications) as well as any additional codes. All metallic racks, ladder ways and Network/Telecommunications equipment will be properly terminated per guidelines and procedures specified previously in this document.

mailto:Scott.Rioux@doah.state.fl.us

NETWORK CABLING

High Quality Cat 5E or higher 4 pair twisted cabling required:

To ensure the cabling infrastructure is correct for the routers and switches we need to use

HIGH QUALITY CAT 5E or higher. The rest of the points apply equally to 1Gbps and 100 Mbps connections. Each cable should be no longer than 325 feet and should be a single piece of cable (there will not be any joins/splices). All cable lengths pulled should be considered

“HOME RUNS” to and/or from the wiring cabinet, LAN room and/or workstation outlets.

Cabling should NOT be run next to electrical mains cabling (because of the potential for interference); nor should network cabling be suspended on ceiling tiles (this may violate building code and fire regulations).

Cabling shall not be twisted or bent into a tight radius. Do not use metal staples to secure cable runs, nor tightly adjusted cable wraps.

We recommend that you ‘flood’ wire with Cat 5E or higher specification wiring, from the

LAN/TEL room which also houses the telephone panels. Cat 5E or higher cable color scheme is as follows; Blue for the data and White for the voice. This is because as well as network connections; this wiring can also be used for our telephone systems. It is the responsibility of the Contractor to ensure compatibility with the Telephone wiring schematic. The current telephone system is proprietary and requires special wiring scheme at the box. There will be a common knowledge of the wiring standards between the two (2) parties – network wiring installer and the telephone system vendor prior to any work performed. This is a mandatory requirement to have knowledge of the TELCO wiring standard the telephone company’s’ personnel will be using prior to the installation.

PATCH PANELS

The patch panels shall be constructed to accept the same modular jack that will be used at the station outlet. There will be (1) one 48 port patch panel furnished by the contractor for the installation in the anchored server floor rack. NOTE: current patch panels (in use now) will also be used. Patch panels will accommodate the data and telephone connections. It will be necessary to install the patch panels at the highest point in the server rack to have ample room for the other devices as well as provide future expansion in the lower rack if needed at a future date.

NOTE: All TELCO equipment (not including TELCO patch panels) will be located on the opposite side (180 degrees) of the rack that supports all the data network devices.

All cabling routed to and from the patch panels and Telco panels will be neat and properly tied/bound together to form a neat and practical working application. No wiring will be routed outside of the rack, or run around the post or frame of the rack at any point.

CABLE MANAGEMENT

A ladder rack will be attached to the server rack and wall to support the necessary wiring leading from the ceiling to the 4-post server rack. All wiring will be wrapped and tied down in a neat manner along the ladder rack and conforming to the wiring standards of radius bending set forth in this document.

MODULAR JACKS

Modular jacks shall be color coded to install wire to ANSI/TIA/EIA-568-B wiring standard. The jack shall be of the appropriate category compliance to match the wire to be terminated (Cat 5E or higher compliant jack on Cat 5E or higher wire).

STATION OUTLET FACEPLATE

Station outlet faceplates shall be one (1) two (2) or four (4) ports manufactured to accept the modular jack(s) specified later in this document and/or specified on the electrical wiring blue print. The height of this installation shall be in accordance with proper wiring/electrical codes. All outlet covers, switches, faceplates, etc. are to be Ivory in color. No other color may be used within this office.

COPPER PATCH CORDS

Copper patch cords should be of the same manufacturer as the Cat 5E or higher. The patch cords should provide optimum performance throughout the cable network. The Cat 5E or higher patch cords should meet or exceed TIA/EIA Cat 5E or higher requirements.

DATA, VOICE (VoIP) and XLR OUTLETS Outlets shall consist of a standard (minimum 2.125" depth) electrical box. The standard outlets will be complete with category 5E or higher rated RJ45 jacks (terminated) for data and VoIP use.

Data drops designated as MFP Printer drops shall have a two (2) port RJ45 Cat 5E or higher wall plate installed for each printer at each location listed. The ports shall be used in conjunction with two (2) RJ45 connections.

The XLR microphone outlets in the hearing rooms require one (1) double gang Quad (4) port wall plate and (2) two port single gang wall plate in each hearing room.

LABELING

Permanently label all items with the specifications listed.

Labels shall be made using a mechanical label maker. Permanent marker, ink pen, and/or pencil labels shall not be accepted. All labels shall be permanent; no hanging/paper tags.

A. Patch Panels

The patch panels will be labeled in accordance with the correct identifying numbers for each CAT 5E or higher RJ45 data and VoIP drops in the office.

B. Faceplates

Data and VoIP outlet faceplates shall be labeled to their correct identifying number associated on the patch panel with the ordering system used above. The faceplate labels shall be placed at the top of each faceplate, and shall consist of labeling to their correct numbering assignment as 1-48 on the patch panel.

C. Data Outlets

Each data jack shall be labeled. Labels shall also be affixed to the patch panel at a point designated by the manufacturer on each patch panel.

D. Voice Outlets

The voice only outlets will adhere to the same labeling standards set forth in this document.

E. XLR Outlets

Each XLR outlet will be labeled to reference the (one to one) required connections in the Judges hearing rooms. Please consult with one of the DOAH MIS staff for further clarification if needed.

SAMPLE WIRING MAP DEFINITION FOR A SPECIFIC OFFICE

Areas defined with numbers located on the blueprint will be used to locate room positions for CAT 5E or higher wiring. Dual drops refer to one (1) data and one (1) voice/VoIP connection.

Consult the electrical wiring blue print for exact locations and specifications required for all network, Telco, and XLR jacks to be installed.

Rooms listed below shall have at a minimum, one data and one phone drop installed at location listed.

Mail Room One (1) dual drop for room.

Hearing Rooms One (1) Quad drop for the XLR connectors at the Judges Desk, two double XLR drops, and two (2) dual voice/data drops in each room. One single (extra) CAT 5E or higher drop at the Judges Bench. One CAT5E or higher drop at the back of each hearing room for portable VTC purposes.

Security Area (1) Dual drop and

(1) single voice drop for this area.

Open Office Area (6) Dual drops for this room and two (2) Dual CAT5E or higher drops.

**see note below.

Office

One (1) dual drop for each room.

Supply Room One (1) Dual drop for this room.

Server (LAN) Room (4) Data drops for this room. One (1) voice drop

Lounge I Dual drop for this room.

**The Open office area shall house the two (2) network printers which require one (1) Cat 5E or higher drop each for their operation.

Single gang wall plates will be used for the MFP networked printers. Two (2) RJ- 45 connectors will be used in each of the two wall plates which shall be used for the networked printers.

NOTE: One (1) dual DATA drop in each double wall plate that serves the MFP printers at designated locations.

The total drops for the Kyocera networked printers will be two (2) data.

NOTE: The wall plate configurations used for the voice, XLR and data drops are listed below for clarity.

Single Gang Wall Plate using one Data (RJ 45) and one Voice (RJ 45) (Dual Drop).

CABLE LENGTH

The length of the Cat 5E or higher voice/data patch cables for the office areas will be listed below and will accommodate different lengths trailing to each station from the wall plates. The voice and data cables will need to be pre-wired through the cubicles prior to completion of the open office areas. The cables used will be distributed from the wall plates and routed in a way at each cubicle as to provide no kinks of any kind when wired. Each length of cable is determined by the cubicle placement and installation. The Contractor will be required to accommodate

EACH AREA with the necessary patch cable lengths. Approximate cable lengths are called out as

25, 15 and 10 feet respectively for each judge’s staff area…