DOR Coral Springs 0429 Pre-Bid Presentation.pdf
PDF 680 KB Posted
- Attached to
- DOR Coral Springs GTA ITN 730-0429
- Solicitation number
- ITN-01968
- Issued by
- Broward County, Delray Beach City, Florida
About this file
This document summarizes a pre-bid conference presentation for an Invitation to Negotiate (ITN) issued by the Florida Department of Revenue (DOR) for approximately 15,859 to 17,529 net usable square feet of office space for their General Tax Administration (GTA) operations in Coral Springs, Florida. The presentation covers key details such as the geographic area, parking requirements, evaluation criteria, use of the state's leasing forms, construction requirements, security specifications, and design specifications for workstations and customer service areas. Important deadlines include the pre-bid conference on July 27, 2022, the deadline for written questions on July 29, 2022, and the deadline for replies on August 24, 2022. The anticipated lease start date is September 1, 2023, with two potential lease term structures of either a 7-year base term with 10 one-year renewals or a 10-year base term with 10 one-year renewals.
The presentation emphasizes the selected offeror's responsibility for all design and construction costs, including providing a detailed tenant improvement budget. It also stresses the importance of coordinating with DOR programs and facilities during the design and construction process, as well as complying with all specified requirements outlined in the ITN.
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Text version
Prepared for
Invitation to Negotiate 730:0429 Coral Springs Pre-Bid Conference savills.us
July 27, 2022
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Agenda
Introductions
Overview of the Baseline ITN Specifications
Evaluation of Responses
Design and Construction Specifications
Questions
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Official ITN Contacts
Jerry Thornbury and Michael Messina Savills
Torie Swain Department of Revenue
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Key Dates Page 14 of ITN
Date and Time Time Item / Task
July 11, 2022 Date on which the ITN is advertised on the Vendor Information Portal
July 27, 2022 2:00 PM Pre-Bid Conference via Zoom; detailed to be provided by Tenant Broker and posted to the Vendor Information Portal at a later date
July 29, 2022 5:00 PM Deadline for submitting questions, in writing, relating to this ITN No further questions accepted after this date and time
August 3, 2022 Date responses to written questions received relating to this ITN will be posted on the Vendor Information Portal
August 24, 2022 1:00 PM Deadline for Receipt of Replies
LATE REPLIES WILL NOT BE CONSIDERED
August 24, 2022 1:01 PM
Opening of Replies Florida Department of Revenue
2450 Shumard Oak Blvd Building 2, Suite 1600 Tallahassee, FL 32399
August 25, 2022 – September 2, 2022 Time period for evaluation of Replies / Agency’s Evaluators Tour of Selected Offered Facilities
September 6, 2022 – September 29, 2022 Estimated time period for negotiations
October 3, 2022 Estimated Notice of Intent of Award posted on Vendor Information Portal
September 1, 2023 Anticipated Lease Start Date
Key dates in red updated via memo posted July 21, 2022
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Lease Terms
General Tax Administration: 15,859 (minimum) to 17,529 (maximum) net usable square feet
All responses must reflect Full-Service (Gross) / Turn-key rental rates
Lease Commencement Date: September 1, 2023
• Any delays will result in liquidated damages of $3,808.96 per day
Two Lease Term Structures:
• 7-year base term with 10 1-year renewals
• 10-year base term with 10 1-year renewals
Both lease term structures must be provided completely or the ITN will be rejected
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Geographic Area
Only proposed facilities within or abutting the boundaries shown below will be considered:
North: Sawgrass Expressway
East: I-95
South: I-595
West: Sawgrass Expressway
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Parking Requirements
A minimum of 100 spaces are required to be provided at no cost
Preference will be given to those offers which provide 110 spaces
Additional spaces to meet ADA requirement shall follow the latest ADA specifications
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
How are ITN Responses Evaluated?
Page 22 of ITN
An initial review of all ITNs are completed to determine the responsiveness
If responsive, site inspections are conducted with DOR personnel who score each site individually
As a result of the scoring, the Tenant Broker commences negotiations with the highest scoring option(s)
Upon receipt of all best and final offers, DOR in consultation with the Tenant Broker, selects the preferred Offeror that is considered to be the State’s best leasing value
9 Pre-Bid Conference I savills.us
Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Use of the State’s Leasing Forms is a Must
It’s important to understand all the forms and requirements in the ITN
The selected Offeror is required to utilize ALL the forms included in the ITN, including the State’s standard lease agreement
10 Pre-Bid Conference I savills.us
Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Understanding DOR’s Design and Construction Requirements is Critically Important
The selected Offeror is responsible for all design and construction costs
11 Pre-Bid Conference I savills.us
Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Tenant Improvement Budget
During negotiations with the short-list offeror(s), the selected Offeror will be required to provide a breakdown of the budgeted Tenant Improvement (TI) costs. A details TI breakdown will be required when the offeror(s) submit their
Best and Final Offers
The budgeted TI amount shall be included in the final Lease Document under Section 8A (page 4, Attachment A of the ITN)
It is crucial that the selected Offeror accurately budget the TI amount. DOR is not liable to the selected Offeror if the actual costs of the buildout exceed the initial budgeted amount
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Designing the Right Space is a Team Effort Driven by the Selected Offeror
The selected Offeror is expected to with the programs, DOR Facilities, and Tenant Broker to design a space that best meets the Department’s needs
Programs and DOR Facilities must “sign off” on plans prior to State Fire Marshal and permitting review
Design requirements include, but are not limited to, the following:
• Test fits
• Development of final space plan
• Development of Construction Documents (CDs)
• Submittal of CDs to all required governmental jurisdictions including DOR Facilities and the State Fire Marshal
13 Pre-Bid Conference I savills.us
Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Understanding the Build Out Specifications Up Front is Also Very Important
Construction requirements include, but are not limited to, the following:
• All interior construction
• All data cabling (electrical, data, voice, etc.) as outlined in detail under Addendum H of the ITN
• All furniture for the Premises (workstations, lobby seating, all lobby employee work areas, etc.) except for private offices
• Project/Construction management, including weekly meetings during construction
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Significant Security Requirements Must Be Properly Addressed
All doors leading outside the building, with the exception of the main entrance(s), are to be equipped with interior push bar release locks and a singular cylinder deadbolt lock. Security system to include fire and smoke detection
(monitoring to be paid by DOR). Selected Offeror shall consult with the Department for an approved security vendor and system
Electronic locks and automatic closure devices are required on interior doors leading from the reception/lobby area into the support areas, employees’ offices and customer interview stations
Please thoroughly review all details outlined on Page 31-32 of the ITN
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Knowing the Details is Important Page 49-50 of ITN
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Communication During Design and Construction With All Parties Will Help Ensure a Successful Project
NO changes may be made during the design/construction phase without approval of the programs and DOR Facilities office…the expense of any changes that were not signed off on will be borne by the originator!
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Standard Modular Workstations (Non-Lobby) – GTA
2 lockable file cabinets, 1 lockable pencil drawer, tack board, an ergonomic / articulating keyboard tray, mouse pad and overhead locking bins with task lighting underneath bins
New workstations for GTA (see pages 37-39 for details)
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Customer Service Areas – GTA
Review the specifications closely!
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Material contained in this presentation is for informational purposes only and does not replace any requirements outlined in the ITN. Any modifications to the ITN will only be reflected on the Vendor Information Portal.
Final Thoughts | Questions
Monitor the Vendor Information Portal for any updates
Any clarifications to this ITN will only be provided via the Vendor Information Portal
The selected Offeror must comply with all specifications outlined in the ITN
Questions?
The material in this presentation has been prepared solely for informational purposes and is strictly confidential. Any disclosure, use, copying or circulation of this presentation (or the information contained within it) is strictly prohibited, unless you have obtained Savills’ prior written consent. Neither this presentation nor any part of it shall form the basis of, or be relied upon in connection with, any offer or transaction, or act as an inducement to enter into any contract or commitment whatsoever. NO WARRANTY OR REPRESENTATION, EXPRESS OR IMPLIED, IS GIVEN AS TO THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED HEREIN AND SAVILLS IS UNDER NO OBLIGATION TO SUBSEQUENTLY CORRECT IT IN THE EVENT OF ERRORS.
Thank you.
| Slide Number 1 |
| Agenda |
| Official ITN Contacts |
| Key Dates |
| Lease Terms |
| Geographic Area |
| Parking Requirements |
| How are ITN Responses Evaluated? |
| Use of the State’s Leasing Forms is a Must |
| Understanding DOR’s Design and Construction Requirements is Critically Important |
| Tenant Improvement Budget |
| Designing the Right Space is a Team Effort Driven by the Selected Offeror |
| Understanding the Build Out Specifications Up Front is Also Very Important |
| Significant Security Requirements Must Be Properly Addressed |
| Knowing the Details is Important |
| Communication During Design and Construction With All Parties Will Help Ensure a Successful Project |
| Standard Modular Workstations (Non-Lobby) – GTA |
| Customer Service Areas – GTA |
| Final Thoughts | Questions |
| Thank you. |
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