ITN 590-3217 Panama City_final 3.19.24.pdf

DCF ITN 590:3217 | Panama City Page 1 of 55 Offeror’s Initials:_________

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

INVITATION TO NEGOTIATE

ITN No. 590:3217

FOR

10,300 USF (± 5%)

Leased Office Space Panama City, Bay County, FL

REPLY DUE DATE: April 25, 2024

[SEE KEY ITN DATES – SECTION II, C]

Department of Children and Families

Office of General Services 2833 Phillips Road, Suite 114

Tallahassee, FL 32308

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes (F.S.), or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

Any protest concerning the agency's decision or intended decision must be timely filed with the Agency Clerk.

Protests may be filed by courier, hand delivery, or regular mail at: Florida Department of Children and Families, Office of the General Counsel, Attention: Agency Clerk, 2415 North Monroe St., Suite 400, Tallahassee, Florida 32303. Protests may also be filed by fax at 850-922-3947, or by email at Agency.Clerk@myflfamilies.com. It is the filing party's responsibility to meet all filing deadlines.

NOTICE PURSUANT TO SECTION 287.057(25), F.S.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

mailto:Agency.Clerk@myflfamilies.com

DCF ITN 590:3217 | Panama City Page 2 of 55 Offeror’s Initials:_________

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

Attachments

A – Agency Space Requirements B – Lease Boundary Map C – Standard Lease Agreement and Addendums Janitorial & Maintenance Services Employment Eligibility Verification Air Quality Liquidated Damages Additional Terms & Conditions

D – Disclosure Statement E - State Fire Marshal Requirements F – Energy Performance Analysis Requirements G – Special Power of Attorney H – Commission Agreement I – Doing Business with the State of Florida

Documentation Checklist

DCF ITN 590:3217 | Panama City Page 3 of 55 Offeror’s Initials:_________

I. INTRODUCTION AND OVERVIEW

The Department of Children and Families (hereinafter referred to as the “Department” or “DCF”), is seeking detailed and competitive proposals to provide built-out office facilities and related infrastructure for occupancy by the Department in Panama City, Bay County, FL.

The Department is seeking a site for built-out professional office within the boundary on Attachment B of approximately 10,300 (±5%) usable square feet, with a 5-, 7-, and 10-year base rate submission, with ten 1-year renewal options. Please be advised that any proposal containing an excess of ±10% of the required square footage will be deemed non-responsive.

The proposed space will provide office space for the Departments’ Children’s Legal Services (CLS) and Child Protection Investigations (CPI).

Children’s Legal Services (CLS) represents the State of Florida through the Department of Children and Families to ensure the health and safety of children and the integrity of families. CLS advocates for the safety, well-being, and permanency of Florida’s abused, abandoned, and neglected children.

The Child Protection Investigations (CPI) represents a collaborative effort between DCF and the Office of the Attorney General, local certified domestic violence centers, community-based care agencies, and other child welfare professionals that provide a coordinated community response to families experiencing the co-occurrence of domestic violence and child abuse.

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

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.

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 that is suitable for renovations to meet the specifications of the ITN and shall not be subject to destruction.

Offerors may offer the following types of proposals for office space:

Option 1: A site to co-locate the Department’s programs with 10,300 square feet (±5%), with a 5-, 7-, and 10-year rate submission. Please be advised that any proposal containing an excess of ±5% of the required square footage will be deemed non-responsive.

Option 2: Separate locations for two Department programs.

A: Children’s Legal Services (CLS) with 4,386 square feet (±5%).

with a 5- and 7-year rate submission. Please be advised that any proposal containing an excess of ±5% of the required square footage will be deemed non-responsive.

B: Child Protection Investigations (CPI) with 6,939 square feet (±5%).

With a 5- and 7-year rate submission. Please be advised that any proposal containing an excess of ±5% of the required square footage will be deemed non-responsive.

A decision will be made on which option (either co-location or separate CLS & CPI facilities) to take. The following calculation process will be the same for both options; the option with the lowest score (representing the best leasing value) will be pursued.

DCF ITN 590:3217 | Panama City Page 4 of 55 Offeror’s Initials:_________

The Department will only consider space that is built out to the point they can occupy and operate by April 1, 2025. During site evaluations (outlined in Article II., Section C.), the offered facility that requires the minimum amount of space modifications will receive more points and the offered facility that requires the maximum amount of space modifications will receive fewer points for that evaluation criterion (outlined in Article V).

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy.

If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

The Offeror shall be responsible for hiring the architect, general contractor and provide project management services, if applicable. If the Offeror is selected to participate in the negotiation phase of this ITN, the Department, and Offeror, will collaborate on a test-fit to ensure the Department’s space requirements will be achieved (outlined in Attachment A) and to assist the Offeror in determining a final Tenant Improvement cost.

OFFICIAL CONTACT PERSONS:

The Department 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.

E-mail: david@tbsfl.com

(850) 545-4990

With a copy to:

Kirsten Culligan, Facilities and Leasing Consultant

Kirsten.Culligan@myflfamilies.com

II. ITN INSTRUCTIONS AND GENERAL INFORMATION

A. REPLIES – SUBMISSION REQUIREMENTS

Complete written Replies are due by the date and time specified in Article II. ITN Instructions and General Information, section C. Key ITN Dates. Submissions must include two (2) original Reply’s and one (1) electronic copy (on single USB storage device in PDF format and viewable in Adobe Acrobat Reader), in a sealed envelope or box with “ITN No. 590:3217 – Panama City” clearly marked on the outside sealed envelope or box.

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

c/o Kirsten Culligan 2383 Phillips Road, Suite 114 Tallahassee, FL 32308

Note: Replies that are late, emailed, unsealed, missing, emailed or faxed and Replies that 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 Replies and attachments shall become the property of the State of Florida exclusively and will not be returned.

mailto:david@tbsfl.com mailto:Kirsten.Culligan@myflfamilies.com

DCF ITN 590:3217 | Panama City Page 5 of 55 Offeror’s Initials:_________

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 requests 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 Department) 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.

C. KEY ITN DATES

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

Date ** Time Schedule of Events** March 20, 2024 -- Date on which the ITN is advertised on the Vendor

Information Portal March 26, 2024 5:00 PM (ET) Deadline for submitting questions, in writing, relating to this

ITN. No further questions are accepted after this date and time

March 29, 2024 5:00 PM (ET) Anticipated date responses to written questions received relating to this ITN will be posted on the Vendor Information Portal

April 25, 2024 1:00 PM (ET) Deadline for Receipt of Replies

LATE REPLIES WILL NOT BE CONSIDERED

April 25, 2024 1:30 PM (ET) Opening of Replies

THE PUBLIC OPENING FOR THIS SOLICITATION WILL BE AVAILABLE

VIA MICROSOFT TEAMS:

Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 272 354 575 988 Passcode: 968wSQ Download Teams | Join on the web Or call in (audio only) +1 409-572-9728,,204966776# United States, Galveston Phone Conference ID: 204 966 776# Find a local number | Reset PIN

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.

April 26 – May 3, 2024 -- Anticipated time period for evaluation of Replies / Site Evaluations

May 6 – June 26, 2024 -- Anticipated time period for negotiations July 12, 2024 -- Anticipated Notice of Intent of Award posted on Vendor

Information Portal April 1, 2025 or sooner -- Anticipated Lease Start Date *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://vendor.myfloridamarketplace.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_YjMwMDJjMmQtMWQ3MS00OTkwLThmOWUtMzA2MDhiYmYzYjI0%40thread.v2/0?context=%7b%22Tid%22%3a%220159e9d0-09a0-4edf-96ba-a3deea363c28%22%2c%22Oid%22%3a%22cc3fe1f5-60b0-453b-9b5f-a2315442cbf1%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+14095729728,,204966776#%20 https://dialin.teams.microsoft.com/c2175ca8-c7d8-4649-9309-a0d2e48751d3?id=204966776 https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.ftri.org/relay

DCF ITN 590:3217 | Panama City Page 6 of 55 Offeror’s Initials:_________

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

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.

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 the method to which the 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 the 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 Department.

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.

https://vendor.myfloridamarketplace.com/

DCF ITN 590:3217 | Panama City Page 7 of 55 Offeror’s Initials:_________

C. COST OF DEVELOPING AND SUBMITTING THE REPLY

Neither the Department of Management Services, the Department 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 Department, I acknowledge and agree to abide to all requirements and conditions contained therein.

1. Description and Measurement of Proposed Space

The Department is seeking 10,300 usable square feet (±5%) of contiguous 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 Department 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 Department 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 no later than April 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 $800.00 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 Department are provided with an official and permanent Certificate of Occupancy, an approved State Fire Marshal Final Inspection and the Department 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 Department and Offeror/Lessor’s designated representatives.

Offeror acknowledges and agrees that the Proposed Space will be available in accordance with the Commencement Date.

Yes No

3. Term and Renewal Options Replies must offer a 5-, 7-, and 10-year initial term, with ten 1-year renewal options. The Department will select the lease term for the proposed space that provides the best value for the State.

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

Yes No

4. Full Service (Gross) Rental Rate The Offeror shall provide the Department 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 Departments 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.

Yes No

DCF ITN 590:3217 | Panama City Page 8 of 55 Offeror’s Initials:_________

5. Parking Adequate parking for State employees and visitors is mandatory. The Department is seeking _70___ 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 Department.

Yes No

6. Turn-key Build Out The Department 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 Department’s approval of an architectural layout provided by the Offeror/Lessor.

Yes No

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 Department.

Yes No

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.

Yes No

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: Agency Space Requirements – This outlines the specific space needs for each program that will be housed in this facility.

Attachment B: Lease Boundary Map – 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

- Employment Eligibility Verification (eVerify)

- Air Quality

- Liquidated Damages

- Additional Terms & Conditions

- 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: State Fire Marshal Procedures – provides general directives with regard to the Offeror’s compliance with the Division of State Fire Marshal.

Attachment F: Energy Performance Analysis – describes 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 G: Special Power of Attorney – this attachment is required, if submitting t h e R e p l y 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.

Attachment I: Doing Business with the State of Florida – acknowledgment from Offeror related to the vendor requirements for the State of Florida.

DCF ITN 590:3217 | Panama City Page 9 of 55 Offeror’s Initials:_________

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.

Yes No

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:________________

Yes No

12. Disclaimer This is an Invitation to Negotiate. Nothing contained herein shall be deemed an offer to lease, and the Department reserves the right to negotiate with all or none of the respondents in its sole discretion. Please note that the Department has the right, at any time during the process, to reject any and all Replies that are not, in the Department’s sole discretion, in the best interests of the State.

The Department 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 Department 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 Department.

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 Department 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 Department shall evaluate and rank Replies and, at the Department’s sole discretion, proceed to negotiate with Offerors as follows:

The Department will only consider space that is built out to the point they can occupy and operate by April 1, 2025. During site evaluations (outlined in Article II, Section C.), the offered facility that requires the minimum amount of space modifications will receive more points and the offered facility that requires the maximum amount of space modifications will receive fewer points for that particular evaluation criterion (outlined in Article V).

The highest ranked Offeror(s) will be invited to negotiate a lease. If necessary, the Department/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 Department 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 Department/Tenant Broker retains the discretion to negotiate with other qualified Offerors, as deemed appropriate.

Before award, the Department 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 http://www.energystar.gov/index.cfm?c=evaluate_performance.bus_portfoliomanager

DCF ITN 590:3217 | Panama City Page 10 of 55 Offeror’s Initials:_________ presentation, provide additional references, provide the opportunity for a site visit, etc. The Department 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.

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 Department/Tenant Broker reserves the right to negotiate different terms and related price adjustments if the Department determines that it is in the State’s best interest to do so.

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

THIS SPACE LEFT INTENTIONALLY BLANK

DCF ITN 590:3217 | Panama City Page 11 of 55 Offeror’s Initials:_________

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: 15_

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

Maximum points: 5 _

Note: The discount rate used for this ITN is 4.79%. 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:

The physical location of the building within the lease boundaries as shown on Attachment B.

Maximum points: 20_

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

Maximum points: _10 _

Non-exclusive, contiguous parking adjacent to the building for 150 spaces to accommodate staff and clients.

Maximum points: _15 _

C. Property Configuration and Condition:

The extent to which the space requires modifications, and to 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: _15 _

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: 10 _

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: 10 _

DCF ITN 590:3217 | Panama City Page 12 of 55 Offeror’s Initials:_________

DCF ITN No. 590:3217– Submittal Cover Page OPTION 1 – 5-year Base Term with Ten 1-year Renewal Options

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy. If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed the $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

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 Department at the time of initial occupancy.

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: 70 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 $ $

Option Renewal Terms 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 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation Utilities/SF/Year $ Total TI $ $25/SF Janitorial/SF/Year $ Interest Rate % Other Operational Cost/SF/Year $ Annual TI Amortization/SF/Year $ Total Cost/SF/Year – Year 1 $

DCF ITN 590:3217 | Panama City Page 13 of 55 Offeror’s Initials:_________

OPTION 1 – 7-year Base Term with Ten 1-year Renewal Options

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy. If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed the $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

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 Department at the time of initial occupancy.

Offeror’s Information Offeror’s Contact Name: Title:

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 70 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.

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 $ $ Year 6 $ $ Year 7 $ $ Year 8 $ $ Year 9 $ $

Year 10 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation Utilities/SF/Year $ Total TI $ $25/SF Janitorial/SF/Year $ Interest Rate % Other Operational Cost/SF/Year $

DCF ITN 590:3217 | Panama City Page 14 of 55 Offeror’s Initials:_________

OPTION 1 – 10-year Base Term with Ten 1-year Renewal Options

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy. If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed the $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

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 Department at the time of initial occupancy.

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 70 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.

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 $ $ Year 4 $ $ Year 5 $ $ Year 6 $ $ Year 7 $ $ Year 8 $ $ Year 9 $ $

Year 10 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation Utilities/SF/Year $ Total TI $ $25/SF Janitorial/SF/Year $ Interest Rate % Other Operational Cost/SF/Year $

DCF ITN 590:3217 | Panama City Page 15 of 55 Offeror’s Initials:_________

OPTION 2 – 5-year Base Term with Ten 1-year Renewal Options

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy. If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed the $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

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 Department at the time of initial

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 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.

Year 3 $ $ Year 4 $ $ Year 5 $ $

Option Renewal Terms 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 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation Utilities/SF/Year $ Total TI $ $25/SF Janitorial/SF/Year $ Interest Rate % Other Operational Cost/SF/Year $

DCF ITN 590:3217 | Panama City Page 16 of 55 Offeror’s Initials:_________

OPTION 2 – 7-year Base Term with Ten 1-year Renewal Options

The Offeror shall propose a full-service rental rate for each year of the Base and Renewal Option terms as specified in Article IV and include a $25/SF Tenant Improvement (TI) allowance, should any space modifications be required by the Department during site evaluations. If Tenant Improvements are determined to be essential by the Department, these improvements will be discussed during the negotiation phase of this ITN (outlined in Article II., Section C.). If scheduling allows, all Tenant Improvements shall be completed prior to occupancy, unless improvements to the space require permitting, then improvements can be completed post-occupancy. If determined the $25/SF TI allowance, or any portion, will not be used, the rental rate shall be adjusted by the unused amount. If the TI costs exceed the $25/SF, the rental rate shall be adjusted to cover any additional improvement costs.

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 Department at the time of initial

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 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.

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 $ $ Year 6 $ $ Year 7 $ $ Year 8 $ $ Year 9 $ $

Year 10 $ $

Annual Other Information

Net Rate per square foot – Year 1 $ Annual Escalation Utilities/SF/Year $ Total TI $ $25/SF Janitorial/SF/Year $ Interest Rate % Other Operational Cost/SF/Year $

DCF ITN 590:3217 | Panama City Page 17 of 55 Offeror’s Initials:_________

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

DCF ITN 590:3217 | Panama City Page 18 of 55

ATTACHMENT A:

Agency Space Requirements

Offices and Rooms Space to be built-out to accommodate the approximate size and number of offices/rooms listed below. The proposer shall provide to scale as-built drawing of the proposed space defining what internal structure if any are fixed. Include with submittal.

Option 1: A site to co-locate two DCF programs with 10,300 square feet (±5%), with a 5-, 7- and 10-year rate submission. Please be advised that any proposal containing an excess of ±5% of the required square footage will be deemed non-responsive.

Number Type Size Each Net Sq/Ft Special Requirements Personnel Support Area

8 Interior Office 100 800 12 Workstation 64 768 29 Workstation 40 1,160 12 Workstation 36 432 OPS/Interns 8 Workstation 36 288 Hotelers/Telecommuter

Standard Support Area 1 Reception 200 200

1 LAN Room 75 75 Data Connection Hub 69 Open Files 9 621 1 Storage 100 100 2 Pantry 100 200 2 Copy Room 100 200 1 Conference Room 350 350 (10-12 Person) 1 Conference Room 250 250 (6-8 Person) 1 Conference Room 100 100 (2-4 Person) 1 Open Team Work Area 100 100

Public Use Space 2 Play/Visitation Room 100 200 2 Interview Room 100 200

Special Use Space 4 Records Storage 150 600 1 Training Center 500 500 1 Cafeteria 200 200 1 Mothers Room 100 100 2 Children Supply Room 100 200 1 Bathroom with Shower 80 80

Net Usable SF 7,724

Circulation Space 2,576 Total Usable SF 10,300

DCF ITN 590:3217 | Panama City Page 19 of 55

Option 2: Separate locations for two programs.

A: Children’s Legal Services (CLS) with 4,368 square feet (±5%). with a 5- and 7-year rate submission.

Please be advised that any proposal containing an excess of ±10% of the required square footage will be deemed non-responsive.

4 Interior Office 100 400 5 Workstation 64 320

4 Workstation 40 160 5 Workstation 36 180 OPS/Interns 7 Workstation 36 252 Telework

Standard Support Area 1 Reception 200 200

1 LAN Room 75 75 Data Connection Hub 20 Open Files 9 252 1 Storage 100 100 1 Pantry 100 100 1 Copy Room 100 100 1 Conference Room 350 350 (10-12 Person)

Special Use Space 3 Records Storage 150 600 1 Cafeteria 200 200

Net Usable SF 3,267

Circulation Space 1,101 Total Usable SF 4,368

B: Child Protection Investigations (CPI) with 6,939 square feet (±5%). With a 5- and 7-year rate submission.

Please be advised that any proposal containing an excess of ±5% of the required square footage will be deemed non-responsive.

5 Interior Office 100 500 6 Workstation 64 480

27 Workstation 40 1,080 3 Workstation 36 108 OPS/Interns 1 Workstation 36 36 Hotelers/Telecommuter

Standard Support Area 1 Reception 200 200

1 LAN Room 75 75 Data Connection Hub 12 Open Files 15 180 1 Storage 100 100 1 Pantry 100 100 2 Copy Room 100 200 1 Conference Room 350 350 (10-12 Person)

DCF ITN 590:3217 | Panama City Page 20 of 55

1 Conference Room 250 250 (6-8 Person)

2 Conference Room 100 200 (2-4 Person) 1 Open Team Work Area 100 100

Public Use Space 1 Play/Visitation Room 100 100 2 Interview Room 100 200

Special Use Space 1 Records Storage 150 150

1 Training Center 500 500 1 Cafeteria 200 200 1 Mothers Room 100 100 1 Children Supply Room 100 100 1 Bathroom with Shower 80 80

Net Usable SF 5,193

Circulation Space 1,746 Total Usable SF 6,939

NOTE: Restrooms (unless the Department has exclusive rights), mechanical rooms, janitorial closets, stairwells, etc., are NOT to be included in calculating the net usable square footage proposed.

Restrooms:

The lessee needs 2 men’s, 2 women’s, and 1 unisex restroom throughout the facility for staff and 1 unisex restroom for client drug testing in the Child Protective Investigation area or lobby, to be negotiated following the award.

Provide hand towel dispensers in the employee restroom. All toilets shall be commercial grade power flush. Ceramic Tile shall be installed on floor in all employee restrooms. Employee restrooms must meet the requirements of the accessibility Requirements of the Americans with Disabilities Act of 1990.

A. Each restroom shall have paper towel dispensers in the restrooms.

B. All female water closet areas shall include a sanitary napkin disposal receptacle.

C. All water closets shall have sanitary toilet seat covers and commercial toilets.

D. Required shower stall in the unisex restroom with a closet for linens.

Note: Must meet requirements of ADA Accessibility Requirements Manual.

Floor Plans:

Final floor plans will be a joint effort of Department staff and the successful proposer. The successful proposer is to provide architectural services by a licensed architect to prepare renovation plans. The final floor plan is subject to the Department’s approval and State Fire Marshal review and approval.

Interior Hall: width shall be a minimum of five (5) feet.

Doors: all doors shall be solid core doors.

Monthly Construction Meetings:

During construction, if necessary, mandatory monthly or bi-weekly progress meetings will be held at the construction site and/or Via Microsoft Teams. The lessor project managers and contractors shall be present.

Occupancy The date of lease payment commencement will be determined by the date a Certificate of Occupancy is issued and final acceptance by the State Fire Marshal. In addition, the following criteria have been met:

DCF ITN 590:3217 | Panama City Page 21 of 55

A. All installations are operational and complete;

B. A letter of acceptance has been signed by the Issuing Officer.

Fire Prevention:

Lessor shall conform to all requirements of the State Fire Marshal and shall obtain pre- occupancy inspection and annual inspections by the State Fire Marshal as required by 633.085, Florida Statutes.

Heating, Ventilation and Air Conditioning:

Provide sufficient climate control units with adequate ductwork, registers and grills sufficient to uniformly cool and heat the entire leased area.