Arcadia P.P (12-2) 700.1245 QSP.pdf

Page 1 of 82 QSP 700:1245 Offeror's initials of acknowledgement are required on all pages of this submittal: _______________

Offeror’s Initials DC2-518B (Revised 5/19/21)

FLORIDA DEPARTMENT OF CORRECTIONS

INVITATION TO QUOTE SUBMITTAL PACKAGE (IQSP)

700:1245

ARCADIA PROBATION AND PAROLE OFFICE

ARCADIA, FLORIDA

The Florida Department of Corrections, Division of Community Corrections, will be accepting quote submittals for lease space in an existing building to be utilized as a Probation and Parole Office in the City of Arcadia, DeSoto County, Florida. Offered space must be within or abutting boundaries as specified in Attachment B.

The Department has authorized Savills Occupier Services to be its exclusive representative for this solicitation for lease of office space. Questions and matters related to this lease space requirement and the Invitation to Quote Submittal Package solicitation must be submitted in writing only to the Departments’ authorized broker identified below:

Name of Broker: _Mark Wilkins, Savills Occupier Services_____________ Telephone Number: (813) 957-2154_____________________________ Email Address: _mwilkins@savills.us______________________________

Offers under this Quote Submittal shall be received by the Department’s Issuing Officer at the below address no later than 10:00 AM (EST) on June 13, 2023.

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

Florida Department of Corrections Division of Community Corrections

ATTN: Bridget Ash, Leasing Specialist 501 South Calhoun Street

Tallahassee, Florida 32399-2500

Submissions must include:

• The original and two copies of the Offer;

• One electronic copy in .pdf format (on Flash Drive);

• Submission must be in a sealed envelope (or another sealed/suitable package);

• Clearly mark the outside of the sealed envelope with the referenced IQSP 700:1245.

Submittals which are late, unsealed, missing, and Offers which are deemed by the Department (in the Department’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 Offers, and attachments shall become the property of the State of Florida exclusively and will not be returned.

Offers under this IQSP will be opened by the Department’s Issuing Officer at the above address at (10:30 AM (EST) on June 13, 2023.

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1. SUBMISSION OF MULTIPLE OFFERS

If an Offeror has more than one site to be offered under this IQSP, he/she may submit a complete Invitation to Quote Submittal Package for each site in a separate sealed envelope. All terms and conditions required by this IQSP are applicable for each Offer.

2. DESCRIPTION AND LOCATION OF THE PROPOSED SPACE:

The Department is seeking a minimum of (2,272 square feet) and a maximum of (2,777 square feet) of net rentable space. Each Offer must specify the total net rentable square feet of space which is offered and the address of the proposed space. The total of net rentable square feet offered must be within the minimum/maximum range stated herein. Additional net rentable square footage, if available, may be offered as ‘rent-free’ space at the Offeror’s option.

*See restrooms on page 19

• Specify the total net rentable square feet offered in the Proposed Space a minimum of (2,272 square feet) and a maximum of (2,777 square feet) _______________________________ (Net Rentable SF Offered)

(and),

• Specify the total net rentable ‘rent-free’ square feet offered: ________________________________ (Rent-free Net Rentable SF Offered)

• Specify the Location Address of proposed space:

Name of Building Floor of Building Suite / Rooms (if applicable) Street Address City and Zip Code

3. TYPE OF SPACE REQUIRED – EXISTING BUILDING

The offered space must be an existing building to be considered. To be considered existing, the proposed space must be enclosed with a roof system and exterior walls in place at the time of the submittal of the Reply. The offered space shall be of a condition suitable to be occupied, and/or renovated, for occupancy rather than be subject to replacement.

The total square footage proposed must be on a single floor with contiguous access within the proposed space.

4. LEASE EFFECTIVE DATE – (August 1, 2024) The Proposed Lease 700:1245. Should the successful Offeror fail to make the space available by the specified effective date, the amount of $250.00 will be charged for each additional day until the Proposed Space is made available. Unforeseen circumstances, beyond the control of the Offeror/Lessor (such as acts of God), which delay completion may be cause for the Offeror/Lessor to request an extension (in writing) from the Agency. If the delay is greater than 60 days, the Agency shall have the right to terminate the intent to lease and/or the lease agreement.

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Offeror/Lessor agrees to make the proposed space available for occupancy by the Lease Commencement Date (use an X to make one of the following): YES _______ NO _______

The space must be completed and made available for pre-occupancy on July 25, 2024 (five (5) business days prior to the August 1, 2024 effective date), at no charge to the Department, for the Department to move office equipment/furniture/services and to operate in the premises.

Offeror/Lessor agrees to make the proposed space available for occupancy and ready-to-operate on July 25, 2024. (use an X to mark one of the following): YES _______ NO _______

5. INITIAL (BASE) TERM AND RENEWAL OPTIONS

The Initial (base) term of this requirement will be at the Departments discretion with a range of eight (8) years from occupancy with two (2) of options for five (5) of years each. Indicate below that the proposed space will be available to the Department throughout the Initial Term and the Renewal Option terms specified.

YES _______ NO _______

6. PERMITTED USE - ZONING

Offerors shall submit a letter from the local zoning jurisdiction which verifies the offered space meets all zoning requirements, regulations, ordinances, and local and state zoning laws for the specific intended use as a Florida Department of Corrections’ Probation and Parole Office which includes general office purposes as well as appropriate appurtenant uses such as cafeteria, training areas, vending, computer rooms, etc. This Probation and Parole Office will supervise high-risk offenders.

• The permitted/zoning letter must be on business letterhead of the Zoning Department of the applicable local jurisdiction,

• Specify intended use as a Florida Department of Corrections' Probation and Parole Office,

• Identify the physical address of the proposed space and the signature of an authorized officer of the Zoning

Department.

• The zoning verification is required to be submitted with the Offer.

Offeror agrees and acknowledges that the use of the Proposed Space as described it is compliant with all laws. A letter from the local Zoning Department is provided as documentation with the Offer: (Use an X to mark one of the following): YES _______ NO _______

7. LEASE

Attachment C to this Invitation to Quote Submittal Package is the form lease agreement (and related addenda) which contains the general terms and conditions required by the State of Florida. Other terms and conditions may be required by the State of Florida to consummate a transaction. Each Offeror should review this IQSP, including all attachments, in its entirety.

8. CONTROL OF PROPERTY

Replies must completely and accurately respond to all requested information, including the following

• Control of Property – For a Reply to be responsive, it must be submitted by one of the entities listed below, and the offer must include supporting documentation proving such status. This requirement applies to the building (or structure) and the proposed parking area(s). The parking area(s) include the area of ingress and egress of same.

• The owner of record of the facility and parking area – Submit a copy of the deed(s) evidencing clear title to the property proposed.

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• The Lessee of space being proposed – Submit a copy of the underlying lease agreement with documentation of authorization to sublease the facility and the parking areas through the term of the base lease and all renewal option terms.

• The authorized agent, broker or legal representative of the owner(s) – Submit a copy of the Special Power of Attorney (Attachment K) authorizing submission of the proposal.

• 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 proposer’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 an option to lease the facility with authorization, to, in turn, sublease. Any lease must encompass the entire base lease term and any renewal option terms as required by the State. A copy of the lease agreement between the owner and the lessee must be provided to the Department at the time of the reply to this proposal.

• Certification – each Offeror shall complete the Certification and provide proof of authority.

9. ATTACHMENTS

Offerors participating in the solicitation process for this Invitation to Quote Submittal Package must be familiar and agree to comply with the requirements of the Attachments listed below. The required Attachments are available online at: http://www.myflorida.com/apps/vbs/vbs_www.main_menu and titled “IQSP 700:1245”.

• Attachment A - Department Specifications.

• Attachment B - Boundaries – Details the boundaries within which all Proposed Space must be located.

• Attachment C - Lease Agreement – This State Form Lease 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. This is a basic standard lease form. Other terms and conditions may be required by the State for a lease to be consummated.

• Attachment D - Disclosure Statement – Each Offeror must complete and return with the Quote.

• Attachment E - Division of State Fire Marshal, Plans Review Fees, Procedures and Requirements - This attachment provides general directives for the Offeror’s compliance with the requirements of the State Fire Marshal.

• Attachment F - Energy Performance Analysis (EPA) – This Attachment provides a description of the State’s requirements for the Proposed Space. The Offeror selected for award under this IQSP shall comply with this requirement before final approval of the lease agreement.

• Attachment G - Doing Business with the State of Florida.

• Attachment H - Standard Method of Space Measurement.

• Attachment I - General Layout of a Probation and Parole Office.

• Attachment J - Commission Agreement (Tenant Broker) – At the time of submittal of a Reply, Offeror shall agree to execute a Commission Agreement within fifteen (15) business days of notification of award. All signatures on the tenant Broker Commission Agreement must be an ‘original’.

• Attachment K – Special Power of Attorney (if applicable), must be completed and executed by the owner and returned with the Reply.

Each Offeror should read and understand each Attachment in its entirety prior to submittal of an offer under the IQSP. Additionally, should an Offeror’s Proposed Space be selected, the Offeror will, to the extent applicable, be required to adhere to the terms and conditions contained in these Attachments and/or shall be required to complete and provide the information required in any such Attachment(s).

http://www.myflorida.com/apps/vbs/vbs_www.main_menu

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10. ANTENNA ROOF RIGHTS

At all times during the Lease Term and during subsequent renewal terms, the State shall have the sole and exclusive right to place one or more antennas on the roof of the building (s) and/or grounds and site area without additional charge or cost, subject only to the reasonable approval of the Lessor for issues related and limited to the structural integrity of the building, and all required governmental authorities.

11. SERVICES

The successful Offeror shall furnish all services. Services provided by the Offeror shall include all necessary build-out and cleanup and shall provide the Department with a clean, ready to operate space. Services shall also include payment of utilities, trash removal, storm water fees, recycling service, interior, common area and exterior maintenance, janitorial services (labor and supplies), monthly pest control, security, and other services as provided for in the Invitation to Quote Submittal Package (IQSP) and the State of Florida Lease Agreement and Addenda.

The successful Offeror will provide the lease space to the Department (Lessee) for its exclusive use 24 hours per day, 7 days per week, during the lease term. The space to be leased by the Agency will be fully occupied during normal working hours from 7:30 a.m. to 5:30 p.m., Monday through Friday, excluding State holidays, Saturdays, and Sundays, and may be fully or partially occupied during all other periods of time as necessary or as required at the sole discretion of the Department. Services are to be provided during all normal business hours of occupancy at no additional cost to the Department (Lessee).

12. OTHER TENANTS

If the offered space and/or parking spaces (or any portion of either), is presently occupied or will be covered by an active lease(s) at the specified need date of this IQSP, the Offeror shall submit written documentation with the Reply of the tenant(s) acknowledgement of the Offeror’s proposal and the tenant’s ability to vacate the premises by July 25, 2024, five days prior to the lease effective date of August 1, 2024. (see Item 4).

Offeror agrees to disclose, with the Reply, other tenant arrangements of the proposed office space and proposed parking spaces and that such tenant arrangements shall not impact the availability of the offered space, parking, or any part thereof, to the Department by the specified need date of enter effective date. (Use an X to mark one of the following):

YES _______ NO _______

13. FEDERAL, STATE AND THE LOCAL REQUIREMENTS

The building owner shall comply with all applicable provisions of the Federal Occupational Safety and Health Act, the Federal Communications Act, the National Electrical Code, and all other applicable laws, regulations, codes, ordinances and rules of any governmental entities that have jurisdiction. The Offeror agrees to reimburse, indemnify, defend, and hold harmless, the Department for all losses, expenses, and damages, including but not limited to attorney’s fees and costs, arising from the violation of any laws, regulations, codes, ordinances and rules.

14. OCCUPANCY AND PAYMENT

Occupancy of the premises and remittance of the lease payments are contingent upon:

• The delivery of an issued Certificate of Occupancy to the Department.

• A final acceptance issued by the State Fire Marshal.

• All installations are operational and complete to the satisfaction of the Department.

• Completion of the Pre-Occupancy Inspection Checklist performed by a Departmental staff member.

• DMS approval or acceptance of lease agreement.

Note: The specified date for Certificate of Occupancy is identified as August 1, 2024. (see Item 4 - Lease Effective Date).

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15. EMERGENCY REPAIRS

Upon occupancy, the Offeror will provide the Department with the name(s) of contact person(s) who will be available 24 hours a day for notices to service or repair glass, plumbing, HVAC, roofing, hardware (locks), electrical, etc.

16. INTERIOR SPACE PLANNING – FLOOR PLANS - SUBMIT WITH OFFER

• Each Offer shall include a floor plan, drawn to scale (Example: ¼ or ½” = 1’0”) showing present configurations with verified square footage measurements and a summary of square footage measurements and square footage calculations to include: (a) total gross square feet, (b) total non-usable square feet and (c) total net usable square feet.

• In addition, each Offer shall include a ‘test fit’ floor plan, drawn to scale (Example: ¼ or ½” = 1’0”) of the proposed space. The ‘test fit’ floor plan shall delineate space utilization consistent with Item 13 – Space Requirements. The floor plan shall include square footage measurements and square footage calculations summary to include: (a) total gross square feet, (b) total non-usable square feet and (c) total net usable square feet.

17. PROVISIONS

As to each of the provisions and/or conditions of this proposal, time is of the essence. The parties agree and stipulate that this Invitation to Quote Submittal Package and the executed lease with all attachments to this lease, upon execution by each of the parties shall constitute the entire agreement between the parties. No prior agreement, whether written or oral, and no subsequent agreement shall be valid or binding upon the parties unless each of the parties executes a written agreement reflecting the terms and/or conditions to be added or modified to the lease/contract. Both parties expressly state that the terms and conditions contained herein, with the terms and conditions set forth within the attachments, constitute the complete and total terms of the agreement. In the event of any litigation, the parties agree and stipulate that venue shall be in Leon County, Florida.

The Offeror agrees that its’ proposal shall remain valid for a period of thirty (30) days from the date the Department’s Notice of Award is posted on the State’s Vendor Bid System (VBS). Any offer submitted to the Department, pursuant to this Invitation to Quote Submittal Package, must be held open and valid in all respects for this period, at any time during which the Department may accept the offer and the Offeror agree to enter into the Lease Agreement 700:1245 which includes Attachment C, Standard Lease Agreement Form FM 4054 and all Addenda to the Lease Agreement as referenced herein.

The successful Offeror shall agree to enter in a lease agreement using the Florida Department of Management Services’ Standard Lease Agreement Form FM 4054 [Attachment C - Do not complete at this time]. Offeror is responsible for reading the Lease Agreement Form, including Addenda thereto, and be familiar with all aspects of its contents.

18. EQUAL OPPORTUNITY EMPLOYER

The prospective Offeror must be an equal opportunity employer. Minority participation is strongly encouraged in all proposals.

19. COMMISSION AGREEMENT (TENANT BROKER)

Offeror understands the Agency is utilizing the services of a Tenant broker representative for this lease space requirement and the successful Offeror shall execute a Commission Agreement, in coordination with the Department’s Tenant Broker representative, within fifteen (15) business days of notification of Award.

20. PUBLIC ENTITY CRIME STATEMENT

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not

Page 7 of 82 QSP 700:1245 submit bids/proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

21. SALES TAX

The Offeror will not be exempted from the state sales tax on materials to be used in construction. The Offeror is solely responsible for the payment of all applicable taxes, permits and certificates required.

22. COOPERATION WITH THE INSPECTOR GENERAL

Pursuant to section 20.055(5), Florida Statutes, contractor and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

23. AMENDMENTS/REVISIONS AND NOTICES

This IQSP 700:1245 and future amendments/revisions and notices related to the IQSP will be available and accessible through the State’s Vendor Bid System (VBS) link: http://myflorida.com/apps/vbs/vbs_www.main_menu

It is the sole responsibility of interested individuals to check the VBS site for future amendments/revisions applicable and to give appropriate consideration when submitting an Offer for this IQSP 700:1245.

24. PROPOSED FULL SERVICE (GROSS) RENTAL RATES

The Offeror/Lessor shall provide the Department with a Full Service (gross) lease structure. Therefore, the lease rate must include base rent, taxes, all remodeling renovations and/or construction (tenant improvements), all operating expenses (including, but not limited to, janitorial services and supplies, utilities, insurance, interior and exterior maintenance, recycling services, garbage disposal, security, etc.), and any amortization of required tenant improvements to the proposed space. There shall be no pass through of additional expenses.

The State is exempt from sales tax on all rent payments. The present value discount rate to be used in evaluating the base term of the proposals received is 3.54%.

• The Department will only accept flat rental rates for the Initial (Base) lease term. Any offers received that reflect escalator clauses and/or escalator rates will be rejected and deemed non-responsive.

Provide the proposed Full-Service rent for each year of the Initial (Base) Term below:

INITIAL (BASE) TERM NET RENTABLE SQUARE

FEET

RENTAL RATE PER

SF

ANNUAL RENTAL RATE

(Rate $/SF x Net SF)

Year 1 through Year 8

• The Department will only accept flat rental rates for each of the two (2) five-year Renewal Option Terms. Any offers received that reflect escalator clauses and/or escalator rates will be rejected and deemed non-responsive.

Provide the proposed Full-Service rent for each of the two (2) five-year Renewal Option Terms as specified below:

RENEWAL OPTION 1 NET RENTABLE SQUARE

FEET

RENTAL RATE PER

SF

ANNUAL RENTAL RATE

Year 1 through Year 5 http://myflorida.com/apps/vbs/vbs_www.main_menu

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RENEWAL OPTION 2 NET RENTABLE SQUARE

FEET

RENTAL RATE PER

SF

ANNUAL RENTAL RATE

Year 1 through Year 5

25. OFFICIAL CONTACT INFORMATION – OFFEROR

Each Offeror must provide the below contact information:

Name: ________________________________________________________________

Title: _________________________________________________________________

Company: _____________________________________________________________

Address: ______________________________________________________________

City/State/Zip: _________________________________________________________

Telephone: (Office) __________________________ (Cell) ______________________

Fax: _______________________ E-mail: ___________________________________

CERTIFICATION

Each Offer 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 either stamped, written or typewritten, beside the actual signature(s).

If an Offer is signed by a corporate officer or agent of the owner, written evidence of authority must accompany the submittal. 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 IQSP in its entirety and agree to abide by all requirements and conditions contained therein. I further certify that this Reply constitutes my formal proposal in its entirety.

Offeror’s Name

Prospective Lessor’s Name

FEIN or SS number of prospective Lessor, whichever is applicable.

(Authorized Signature) Witness

(Print or type name) Witness

(Print or type title)

Relationship to Owner

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ATTACHMENTS A – K

TABLE OF CONTENTS

Attachment A --------------------------------------------------------------------------------------- Department/Agency Specifications Attachment B ---------------------------------------------------------------------------------------------------------------------- Boundaries Attachment C --------------------------------------------------------- Standard Lease Agreement with Addenda A, B, C, D, E & F Addendum A - Janitorial Services Addendum B - Liquidated Damages Addendum C - Employment Eligibility Verification Addendum D - Indoor Air Quality Addendum E - Additional Lease Terms Addendum F - Security Requirements – Alarm System *Information Only - Do not complete

Attachment D --------------------------------------------------------------------------------------------------------- Disclosure Statement *Required - Complete and submit with Offer

Attachment E -------------------------------------------------------------------- Division of State Fire Marshal, Plans Review Fees, Procedures and Requirements

*Required – Must be completed by the ‘selected’ Offeror prior to Lease execution

Attachment F ----------------------------------------------------------------------------------------------- Energy Performance Analysis *Required to be completed by the ‘selected’ Offeror prior to final approval of the lease agreement

Attachment G -------------------------------------------------------------------------------- Doing Business with the State of Florida *Information-References for Vendor Registration (MFMP); filing a W-9; and Direct Deposit.

The ‘selected’ Offeror must comply with applicable registrations prior to Lease execution.

Attachment H ----------------------------------------------------------------- -------------Standard Method of Space Measurement

*Standards for determining net rentable square footage

Attachment I ------------------------------------General Layout of a Probation and Parole Circuit Administrative Office

Attachment J ------------------------------------------------------------------------Commission Agreement (Tenant Broker) *Do not complete

Attachment K------------------------------------------------------------------------------------------ Special Power of Attorney If applicable, must be completed, executed by the Owner and returned with the Offer

Documents Checklist: Offeror shall review, complete and, if applicable, provide documentation identified in phase I with the Reply for the Reply to be responsive. Failure of the Offeror who is selected for award, to provide documentation/ requirements as specified in Phase II and III may result in determination, that the Offer is non-responsive.

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DOCUMENTS CHECKLIST- IQSP OFFER

PHASE 1 - SUBMITTAL

I. MANDATORY DOCUMENTS REQUIRED TO BE SUBMITTED WITH THE OFFER

Failure to provide the mandatory documents specified below shall deem the Offer as Non-Responsive and the Offer will not receive further consideration.

Offeror’s Initials – Initial at the bottom of each page as indicated to acknowledge understanding of the requirements and agreement to comply Completed IQSP Packet – Complete and provide signed Certification Control of Property (Proof of Authority) – For a reply to be responsive, it must be submitted by one of the entities listed and must include supporting documentation proving such status. This requirement applies to the building (structure), the proposed parking area(s), and the area(s) of ingress and egress thereto (Item 8).

Official Contact Information of Offeror – Provide the contact information of the Offeror (Item 25).

Present Configuration – Provide floor plan, drawn to scale (Example: ¼ or ½” = 1’0”) showing present configurations with verified square footage measurements and a summary of square footage measurements and square footage calculations to include: (a) total gross square feet; (b) total non-usable square feet; and (c) total net usable square feet. (Item 16).

Other Tenants – If applicable, written documentation acknowledging tenant’s knowledge of the Offeror’s proposal and tenant’s ability to vacate the offered space and/or parking by the proposed date, or earlier, shall be included with the Reply (Item 12).

Review Attachment A – Department/Agency Specifications – Initial at the bottom of each page as indicated to acknowledge understanding of the requirements and agreement to comply.

Zoning Letter – Letter from local Zoning Authority stating the property offered is suitably zoned for a Department of Corrections’ .

Office as the specified intended use (see Item 6).

Visual Material – One set of clear photographs (4’ x 6”) or architect’s renderings showing exterior, front, sides and rear of the offered facility

(see Attachment A, Item 4).

Public Transportation – Bus/transit route and schedules which serves the location offered (see Attachment A, Item 6).

Parking – A notarized statement from the Offeror certifying the availability and agreement to provide the needed parking spaces for use by the Department If the facility has other tenants, provide a statement indicating the number of parking spaces obligated to each tenant based on their current/future lease agreement (see Attachment A, Item 7-B).

Site plan and four (4) copies of the parking lot(s) identifying the parking spaces that will be provided to the Department for its exclusive use and the parking spaces assigned to other (identified) tenants (see Attachment A, Item 7-C).

Review Attachment B – Boundaries – Provide a map indicating the location of the proposed property in relation to the boundaries identified in this Attachment B.

Review Attachment C – Lease Agreement with Addenda A – F and remaining Attachments D – I – Offeror’s initials at the bottom of each page evidencing Offeror’s acknowledgement and agreement to comply is required.

Completed Attachment D – Disclosure Statement Completed Attachment K – Special Power of Attorney (if applicable) Submittal: Return one (1) original and (2) copies of the written Offer plus two (2) CDs.

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PHASE II – AWARDED OFFEROR

II. ADDITIONAL DOCUMENTS REQUIRED FROM THE OFFEROR WHICH IS SELECTED FOR AWARD OF

THE IQSP

1. Tenant Broker Commission Agreement (Attachment J) – the successful Offeror shall complete and execute a Tenant Broker Commission Agreement within fifteen (15) business days of notification of award. All signatures on the Tenant Broker Commission Agreement must be an ‘original’.

2. Test Fit A/E Plans – Within fifteen (15) business days of notification of award, the successful Offeror shall submit ‘test fit’

A/E plans in accordance with Item 9, General Building Requirements, A (1) and Attachment H – Standard Method of Space Measurement.

3. Final Design A/E Plans – Within fifteen (15) business days after the Department’s approval and acceptance of the space use and design plans, the successful Offeror shall submit ‘final’ A/E plan(s). The A/E pans shall be drawn to scale (example: ¼” or ½” = 1’0”), in accordance with Item 9, General Building Requirements, A-2 and Attachment H – Standard Method of Space Measurement.

PHASE III – LEASE AGREEMENT

III. ADDITIONAL DOCUMENTS REQUIRED FOR LEASE AGREEMENT PREPARATION AND EXECUTION

1. Attachment E – State Fire Marshal Plans (and) American with Disabilities (ADA) Compliancy – the successful Offeror to prepare and submit A/E plans and obtain SFM approval for the Lease Agreement to be accepted and approved. The SFM plans shall be based on final design/layout and construction as approved between Offeror and the Florida Department of Corrections.

The A/E plans shall include details reflecting American with Disabilities Act (ADA) Compliancy.

(Also see Item 9, General Building Requirements; Item B - State Fire Marshal (SFM) Plans; and Item D – ADA Compliance and Article 7, Accessibility and Alternations of the Standard Lease Agreement (Attachment C).

2. Attachment F – Energy Performance Analysis (EPA) – The Offeror selected for award under this IQSP shall comply with this requirement before the lease agreement can receive final approval/execution. The Department shall be provided a copy of Offeror’s submitted energy report and the accompanying approval by the Department of Management Services’ EPA Review Officer.

REMAINDER OF THIS PAGE LEFT BLANK INTENTIONALLY

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ATTACHMENT A

AGENCY (DEPARTMENT) SPECIFICATIONS

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AGENCY (DEPARTMENT) SPECIFICATIONS

A. LOCATION OF SPACE

1. Distance from Certain Facilities The Department requires that proposed sites be located, at a minimum, 250 feet from any of the following:

a. a school for children in grade 12 or lower;

b. a licensed day care center;

c. a children’s park or playground; or

d. a youth center

In no event, will a proposed site be accepted if it is within 250 feet of the afore-mentioned facilities. Any proposed site determined to be located within 250 feet of these premises will render the proposal non-responsive and the proposal will be rejected.

Sites that are located 1,000 feet or more from the above-stated locations are preferred. The Department may accept sites more than 250 feet but less than 1,000 feet of any of the above locations, if to do so is in the best interest of the Department and the State of Florida.

Note: if proposed space is located within the boundary area specified in Attachment B, the Offeror shall mark the location of the site on a map and include the map with the proposal.

2. Additional Requirements Regarding Location In accordance with Section 945.28, Florida Statutes, the Department must provide notice by publication the location of the property it intends to lease at least thirty (30) days prior to signing a lease agreement. When the site of the property is located within one quarter mile (1,320 feet) of any of the below-listed facilities, the Department shall simultaneously provide written notification thereof to the county or city administrator(s).

To provide information to accomplish the above task, Offeror shall indicate in Column A (YES or NO) whether the proposed office space is located within one quarter mile (1,320 feet) of any of the following facilities. If you answered YES to any item in Column A, you must indicate in Column B, the number of feet from the facility the proposed office space is located.

COLUMN A

(Specify Yes/No) TYPE OF FACILITY COLUMN B

(Specify # of Feet Away

A school for children in grade 12 or lower A licensed day care center facility A park or playground A nursing home A convalescent center A hospital An association for disabled population A mental health center / facility A youth center A group home for disabled population or youth

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Any other place where children or a population which may be especially vulnerable to crime due to age or physical or mental disability regularly congregates; specifically,

3. ALL DISTANCES SHALL BE MEASURED FROM THE MAIN ENTRANCE OF THE PROPOSED SITE TO THE CLOSEST ENTRANCE OF THE FACILITY. THIS MUST BE A DIRECT MEASUREMENT USING THE SHORTEST DISTANCE. THE DEPARTMENT WILL VERIFY ALL DISTANCES.

Location of the Proposed Space within the building or buildings:

Address of the Proposed Space is: ____________________________

B. REQUIREMENTS FOR OFFERORS TO SUBMIT PROPOSALS - ZONING

Offerors shall submit a letter from the local zoning jurisdiction which verifies the offered space meets all zoning requirements, regulations, ordinances, and local and state zoning laws for the specific intended use as a Florida Department of Corrections’ Probation and Parole Office. This Probation and Parole Office will supervise high-risk offenders.

The letter must be on business letterhead of the Zoning Department of the applicable jurisdiction, specify intended use as a Florida Department of Corrections' Probation and Parole office, identify the physical address of the proposed space and the signature of an authorized officer of the Zoning Department.

C. EQUAL OPPORTUNITY EMPLOYER

The prospective Offeror must be an equal opportunity employer. Minority participation is strongly encouraged in all proposals.

D. VISUAL MATERIAL, SERVICES, AND HOURS

1. VISUAL - One set of clear photographs (4 inches x 6 inches) or architect’s renderings showing exterior front, sides and rear of the proposed facility. Color photographs and/or renderings are preferred. The Department requires the building exterior be a masonry finish and uniform throughout. (Also see Item 24 - Exterior Finishes-Selected Building.

2. SERVICES - The successful Offeror shall furnish all services. Services provided by the Offeror shall include all necessary build-out and cleanup and shall provide the Department with a clean, ready to operate space. Services shall also include payment of utilities, trash removal, storm water fees, recycling service, interior, common area and exterior maintenance, janitorial services, monthly pest control, and other services as provided for in the Invitation to Quote Submittal Package and the Lease Agreement.

3. HOURS OF OPERATION - The successful Offeror will provide the lease space to the Department (Lessee) for its’ exclusive use 24 hours per day, 7 days per week, during the lease term. The space to be leased by the Department

Page 15 of 82 QSP 700:1245 will be fully occupied during normal working hours from 7:30 a.m. to 5:30 p.m., Monday through Friday, excluding State holidays, Saturdays, Sundays, and may be fully or partially occupied during all other periods of time as necessary or as required at the sole discretion of the Department. Services, including Heating and Air Conditioning (see Addendum D, Indoor Air Quality), shall be provided during all normal business hours of occupancy at no additional cost to the Department (Lessee).

E. PUBLIC TRANSPORTATION

Specify availability of current public transportation to the Offeror’s proposed facility.

Offeror Response:

(Yes/No)

Taxi Bus (Specify Frequency of Bus Service) * Other (Specify Other Transportation)

*Offeror to provide current schedule of public transportation (bus/transit) routes which serve the proposed facility with the submittal.

F. PARKING

A minimum number of parking spaces is required; more, if required by local zoning provisions. This parking is to be under the control of Offeror, off-street, suitably paved, lined, and identified for use by the Florida Department of Corrections.

Parking is to be provided as part of the lease cost to the Department. Preference will be given to those proposals which provide on-site exclusive parking.

Offeror shall submit with this proposal:

1. A notarized statement from the Offeror certifying the availability and agreement to provide 18 of exclusive or non-exclusive, on-site parking spaces for use by the Florida Department of Corrections. The notarized statement shall also include a statement indicating: (a) the number of parking spaces to be provided; and, (b) the number of parking spaces per net rentable square feet of space as required by the local zoning jurisdiction.

2. If the offered facility has other current or future tenants, the number of parking spaces obligated to each tenant based on their current or future lease agreement.

3. A site plan and four (4) copies of the parking lot identifying the parking spaces that will be provided to the Florida Department of Corrections for its’ use and the parking spaces assigned to specific other tenants.

4. A minimum of one (1) of the total required spaces designated for the Florida Department of Corrections use must meet current ADA standards. These ADA parking spaces must be located adjacent to the proposed building.

G. RECYCLING PROGRAM

Section 403.714, Florida Statutes, mandates that each agency shall have a resource recovery (recycling) program in effect for all space occupied, including private sector space. The State is required by law to collect all high-grade office paper, aluminum and corrugated paper. The Offeror will be responsible for the recycling program for the Department’s office(s) acquired through this IQSP.

H. GENERAL BUILDING REQUIREMENTS

The proposed space shall be in an existing building. To be considered existing, the proposed space must be enclosed with a roof system and exterior walls in place at the time of the submittal of the Reply.

1. The proposed space shall have a minimum ceiling height of eight (8) feet, although nine (9) to ten (10) foot ceilings are preferred.

2. The total square footage must be contiguous.

3. A first/ground floor location is preferred.

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I. TEST FIT AND FINAL A/E DESIGN PLANS (prior to State Fire Marshal (SFM) plans preparation)

1. Within fifteen (15) business days after notification of award, the successful Offeror shall provide architectural/engineer ‘test fit’ plans for use to arrive at approved space use and design which is to be achieved through a series of design/space planning meetings between the Department and the Offeror. Space use shall be consistent with the IQSP specifications, including Item 13 – Space Requirements and space design/use factors as otherwise specified in the IQSP.

2. Approved/Accepted Space Use and Design: Within fifteen (15) business days after the Department’s approval and acceptance of the space use and design plans, the successful Offeror shall provide five (5) sets architectural drawings to the Department. The drawing shall be: (a) to scale (1/4” or 1/2” = 1’0”), (b) certified correct by the A/E and (c) shall include square foot measurements and calculations which are certified correct by the A/E.

J. STATE FIRE MARSHAL (SFM) PLANS

If renovations are required, the successful Offeror must submit the five (5) sets of architectural/ engineering plans and specifications to the State Fire Marshal for certification as outlined in Attachment E (Division of State Fire Marshal Plans Review Fees, Procedures and Requirements (and) Application for Plan Review). The successful Offeror will be responsible for completion and submittal of the applicable State Fire Marshal ‘Application for Plan Review’ and associated fees in accordance with Attachment E.

1. The Offeror shall provide two (2) sets of the approved stamped SFM A/E plans and specifications to the IQSP

2. Issuing Officer either by hand-delivery or Fed-Ex at the time submittal is being made to the SFM.

3. The State Fire Marshal A/E plans referred to in this Item 9 - General Building Requirements, shall include drawings which specifically details ADA criteria (also see ADA Compliance, Item 9 (D).

4. The State Fire Marshal A/E plans referred to in this Item 9 - General Building Requirements, shall include drawings which specifically details the: (a) Security Alarm System and (b) Fire Alarm System. (see Security Requirements (Item 12).

5. The SFM A/E plans and specifications shall be based on the final/approved design and submitted no later than three

(3) weeks after notification of ‘prior approval to proceed’ with the lease agreement is received by the Department and such notification status is provided to the Offeror.

a. All A/E plans required under this IQSP shall include certified square foot measurements and square foot calculations which are in accordance with Attachment H – Standard Method of Space Measurements. The plans shall be to scale (1/4” or 1/2” = 1’0”). The plans shall include SF measurements and SF calculations by category: (a) total gross net rentable SF; (b) total non-usable SF; (c) total net usable (rentable) SF; and (d) summary SF totals by category (a)(b)(c). Floor plans shall define the categories (a)(b)(c) by color coding, or similar method, for proper identification.

b. Failure to comply with Item 9 – General Building Requirements, or references thereto, may result in withdrawal of the Award.

c. Building codes adopted by local jurisdictions shall be applicable to all lease construction.

K. AMERICANS WITH DISABILITIES ACT (ADA)

As a state government entity, the Agency is subject to Titles I & II of the Americans with Disabilities Act (ADA). The Americans with Disabilities Act of 1990 (ADA), and the 2008 ADA Amendments Act, prohibit discrimination and ensure equal opportunity for persons with disabilities. The Agency employs and serves the public; as such, it is required that employment practices and the programs and services provided by the Agency are accessible in accordance with the Federal ADA Standards. All leased facilities must be compliant with current ADA Standards. Surveys must be conducted on all leased facilities that we occupy to ensure compliance, or solidify an agreement for a schedule of compliance, prior to the execution or renewal of any lease. A ‘Transition Plan’ must be provided following any assessment to address items that cannot be readily corrected. The ‘Transition Plan’ serves as a schedule for compliance and a corrective action plan

Page 17 of 82 QSP 700:1245 that is reviewed and monitored by the Agency. The Agency reserves the right to authorize a department certified ADA Coordinator to conduct a full ADA assessment at any location where the Agency’s employees are housed and/or the Agency’s programs and services are provided.

The property must comply with the 2012 Florida Accessibility Code for Building Construction (“FACBC”). Also, refer to requirements in accordance with Article 7 – Accessibility and Alternations of the Standard Lease Agreement Form 4054 (Attachment C).

Note: If a discrepancy exists between Department Specifications and Article 7 - Accessibility and Alterations of the Standard Lease Agreement form 4054 (Attachment C), Offeror/Lessor shall comply with the Article 7 – Accessibility and Alterations of the Standard Lease Agreement.

L. PROTECTION AGAINST LOSS OR BUILDING DAMAGE

Lessor shall take good and protective measures against damage or loss of building contents, and disruption of office operations, due to high velocity winds and/or flooding/water damage.

M. LICENSED CONTRACTORS SHALL PERFORM ALL CONSTRUCTION

Offeror agrees to provide all builder and subcontractor license information upon request to the Florida Department of Corrections. The cost of construction, permits, inspections, and fees shall be borne by the Offeror/Lessor. Commencing with the A/E plans approval by the Department, the Offeror shall provide detailed updated and current monthly construction schedules to the Department to achieve the required occupancy date. If requested, construction schedules shall be provided if/as requested by the Department during the construction/renovation project.

1. During the initial pre-occupancy build-out, any future renovation project(s) and/or any maintenance/repairs(s), the Lessor shall be responsible for coordinating and obtaining approval of the project schedule with the Department.

This includes, but is not limited to, Lessor’s responsibility for the associated costs of hiring a licensed and bonded vendor to ensure that damaged items will be repaired or replaced during the following:

a. Relocating/staging Department’s equipment/furniture in the applicable area(s);

b. After the completion of the project, establish the necessary workspace(s) by placing furniture in area(s) as designated by the Department

c. Provide required cleanup in accordance with standard business practices of industry.

2. Annual Inspections: It shall be the Lessor’s responsibility to contact the Local Fire Protection Agency and arrange for a fire safety inspection of the leased space each year in conjunction with the yearly anniversary date of the Lease Agreement. Lessor must remedy any deficiencies noted in the annual inspection in accordance with timeline(s) identified by the Local Fire Protection Agency. The Lessor shall provide documentation of the fire safety inspection reports to the Department’s designated representative and coordinate correction of deficiencies to minimize disruption to the office/operation. The cost of annual fire safety inspections, where applicable, shall be the responsibility of the Lessor.

3. Post Occupancy-Alterations: Lessor agrees that Lessee shall have the right to make minor alternations in and to the Premises during the term of this lease upon first having obtained written consent of the Lessor. The Lessor shall not unreasonably withhold the consent to such alterations.

N. SECURITY REQUIREMENTS

1. All outside doors shall be equipped with dead-bolt or dead-latch locks and panic hardware.

2. Provide locks or bars on all outside windows that open.

3. Interior night lights throughout the leased area, for security when main lights are off.

Page 18 of 82 QSP 700:1245

4. Night illumination is required at all outside doors and all parking areas. Minimum lighting levels for the parking areas will be maintained at the exterior light level of 1.0-foot candles.

5. Provide three (3) locksets to be provided and installed at locations indicated by the Department as requested.

Locksets must be of a commercial grade and in compliance with the Florida Accessibility Code for Building Construction Standards. One (1) double cabinet in the drug testing room(s) shall have a lock.

6. Keys to all locksets shall be provided in accordance with a master keying system acceptable to the Department.

Provide seven entrance keys.

7. A security alarm system equipped with a passive infra-red motion detector shall be provided.

a. Door contacts, glass-break detectors and/or motion detectors to be installed at all exterior points of entry.

b. The access keypad shall be installed at employee entrance.

c. Phone lines required for alarm system to be monitored twenty-four (24) hours/day and seven (7) days a week (24/7). The security alarm system may be a stand-alone panel, or a combination U/L listed panel, if U/L listed for that purpose.

d. All costs associated with the security alarm system, including installation, monitoring, set-up and payment of dedicated phone line for monitoring, registration fees, repair/services and other associated costs, as may be applicable, shall be the responsibility of the Lessor.

8. A fire alarm system that complies with the current adopted National Fire Protection Association…