ITN 590-3225 Palatka.pdf

DCF ITN 590:3225 | Palatka Page 1 of 52 Offeror’s Initials:_________

STATE OF FLORIDA

DEPARTMENT OF CHILDREN AND FAMILIES

INVITATION TO NEGOTIATE

ITN No. 590:3225

FOR

5,500 USF (±5%)

Leased Office Space

Palatka, Putnam County, FL

REPLY DUE DATE: August 16, 2024 at 1:00 PM EST

[SEE KEY ITN DATES – SECTION II, C]

Department of Children and Families

Office of General Services 5920 Arlington Expressway

Jacksonville, FL 32211

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 590:3225 | Palatka Page 2 of 52 Offeror’s Initials:_________

TABLE OF CONTENTS

Documentation Checklist

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

DCF ITN 590:3225 | Palatka Page 3 of 52 Offeror’s Initials:_________

DOCUMENTATION CHECKLIST

DCF ITN 590:3225 | Palatka, Putnam County

Please note that the items requested shall conform to the specifications and requirements contained in this ITN. Items supplied, which do not meet the specified requirements, may be determined non-responsive. The Department reserves the right to wave minor irregularities in the replies.

The required documentation below is be submitted from all Offerors:

Two (2) original hard copies of this ITN and the Offeror’s Reply with each page initialed by the Offeror.

One (1) electronic copy of the pen and ink initialed copy of the Offeror’s Reply on a USB drive in PDF format.

Submittal Cover Page completed and Certification Form and signed by the Offeror.

Complete Attachment D – Disclosure Statement.

Attachment G – Special Power of Attorney. If applicable, must be completed, executed by the Owner and submitted with the Reply.

Scaled as-built floor plan showing present layout with dimensions.

Documentation showing Offeror has control/owner of the proposed property (e.g., Recorded Warranty Deed).

Documentation of the Offeror’s business registration with the Division of Corporations to conduct business in the State of Florida.

DCF ITN 590:3225 | Palatka Page 4 of 52 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 Palatka, Putnam County, FL.

The Department is seeking a site for a built-out professional office within the boundary on Attachment B of approximately 5,500 (±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 ±5% of the required square footage will be deemed non-responsive.

The Department manages multiple programs that will be located at this site, they are Child Protective Investigations, Children Legal Services and Adult Protective Services. These are predominately backroom-type operations with very little client traffic.

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.

The Department will only consider space that is built out to the point they can occupy and operate by February 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.

DCF ITN 590:3225 | Palatka Page 5 of 52 Offeror’s Initials:_________

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:

Caridad Fernandez, Office of General Services

Caridad.Fernandez@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. 590:3225 – Palatka” 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 Caridad Fernandez, Office of General Services 5920 Arlington Expressway, Suite 329 Jacksonville, FL 32211

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.

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.

mailto:david@tbsfl.com mailto:Caridad.Fernandez@myflfamilies.com https://vendor.myfloridamarketplace.com/

DCF ITN 590:3225 | Palatka Page 6 of 52 Offeror’s Initials:_________

C. KEY ITN DATES

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

**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.

THIS SPACE LEFT INTENTIONALLY BLANK

Date ** Time Schedule of Events**

July 22, 2024 -- Date on which the ITN is advertised on the Vendor

Information Portal

July 30, 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

July 31, 2024 5:00 PM (ET) Anticipated date responses to written questions received relating to this ITN will be posted on the Vendor Information

Portal

August 16, 2024 1:00 PM (ET) Deadline for Receipt of Replies

LATE REPLIES WILL NOT BE CONSIDERED

August 16, 2024 1:30 PM (ET) Opening of Replies

THE PUBLIC OPENING FOR THIS SOLICITATION WILL BE AVAILABLE

VIA MICROSOFT TEAMS:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 276 684 787 548 Passcode: HFbZZj

Dial in by phone +1 409-572-9728,,617840717# United States, Galveston Find a local number Phone conference ID: 617 840 717# For organizers: Meeting options | Reset dial-in 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.

August 22, 2024 -- Anticipated time period for evaluation of Replies / Site

Evaluations

August 23, 2024 thru

September 11, 2024

Anticipated time period for negotiations

September 17, 2024 -- Anticipated Notice of Intent of Award posted on Vendor

Information Portal

February 1, 2025 -- 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://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWM5NzVkNTYtOTg5NS00OTA2LWFlYmYtMWMyMDI5MDljNTJl%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 tel:+14095729728,,617840717 https://dialin.teams.microsoft.com/c2175ca8-c7d8-4649-9309-a0d2e48751d3?id=617840717 https://teams.microsoft.com/meetingOptions/?organizerId=cc3fe1f5-60b0-453b-9b5f-a2315442cbf1&tenantId=0159e9d0-09a0-4edf-96ba-a3deea363c28&threadId=19_meeting_MWM5NzVkNTYtOTg5NS00OTA2LWFlYmYtMWMyMDI5MDljNTJl@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://www.ftri.org/relay

DCF ITN 590:3225 | Palatka Page 7 of 52 Offeror’s Initials:_________

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.

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.

DCF ITN 590:3225 | Palatka Page 8 of 52 Offeror’s Initials:_________

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 5,500 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 February 1, 2025 with access to the space thirty (30) business days prior to occupancy date for set-up.

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 Department 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

5. Parking Adequate parking for State employees and visitors is mandatory. The Department is seeking _28___ 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.

DCF ITN 590:3225 | Palatka Page 9 of 52 Offeror’s Initials:_________

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

- 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.

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.

DCF ITN 590:3225 | Palatka Page 10 of 52 Offeror’s Initials:_________

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 February 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/Tenant Broker 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 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.

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

DCF ITN 590:3225 | Palatka Page 11 of 52 Offeror’s Initials:_________

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 590:3225 | Palatka Page 12 of 52 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 4.48%. 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 is within the lease boundaries further described in Attachment B.

Maximum points: 20_

Note: A maximum 20 points will be given to the proposed buildings that are within the 3-mile radius shown on the boundary map in Attachment B. Proposed buildings outside the 3-mile boundary will receive 10 points.

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 28 spaces to accommodate staff and clients.

Maximum points: _10 _

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: _10 _

Professional property management company is offered in the building, such as on-site property manager and/or maintenance staff. Offeror may be required to provide such property management professional if awarded.

Maximum points: 10__

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 590:3225 | Palatka Page 13 of 52 Offeror’s Initials:_________

DCF ITN No. 590:3225 Submittal Cover Page 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: 28 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 590:3225 | Palatka Page 14 of 52 Offeror’s Initials:_________

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

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 28 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 590:3225 | Palatka Page 15 of 52 Offeror’s Initials:_________

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.

Offeror’s Information

Proposal Information

Address of Proposed Space:

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 28 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 590:3225 | Palatka Page 16 of 52 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 590:3225 | Palatka Page 17 of 52

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.

Number Type Size Each Net Sq/Ft Special Requirements

Personnel Area

4 Administrator/Supervisor Officce 100 400

1 Program Administrator 150 150

24 Workstation 60 1,440

Standard Support Area

1 Reception 200 200 CPI

1 LAN Room 75 75

1 Open Files 1 200

1 Conference Room 1,000 1,000 (10-12 person)

1 Conference Room 150 150 (2-4 person)

1 Open Team Room 100 100

Special Use Space

1 Storage Room 200 200

1 Breakroom 150 150

Include refrigerator w/ice maker and water dispenser, cabinets w/counter top, kitchen sink, microwave and adequate power to support appliances.

1 Copier Area 100 100

1 Visitation Room 150 150

1 Restroom for Testing 100 100 Used for drug testing

Circulation Space 28%

Net Usable 5,651

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 to have a minimum of (1) men’s and (2) women’s restrooms throughout the facility for staff / visitors and 1 restroom for client drug testing in the Child Protective Investigation area or lobby area, and one shower, all to be negotiated following award.

Provide an electric hand dryer in public restrooms and hand towel dispensers in employee restroom. All toilets shall be commercial grade power flush. Ceramic tile shall be installed on both floor and walls, in all employee and public restrooms. Both public and employee restrooms must meet the requirements of the Accessibility Requirements Manual published by the Department of Community Affairs and the Americans with Disabilities Act of 1990.

A. The Koala Bear Kare Baby Changing Station by JBJ Industries, Inc. (or a similar comparable maker), in both men’s and women’s and/or staff and public unisex.

B. Each restroom shall have paper towel dispensers in the restrooms. All female water closets and unisex areas shall include a sanitary napkin disposal receptacle. All water closets shall have sanitary toilet seat covers and commercial toilets.

Note: Must meet requirements of ADA Accessibility Requirements Manual.

DCF ITN 590:3225 | Palatka Page 18 of 52

Breakroom:

A dedicated break room must be provided as part of DCF’s space requirements. Lessor to provide a refrigerator with ice maker and water dispenser. Breakroom must have running hot and cold water, counter top, standard kitchen sink, microwave and adequate power to support all appliances.

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 the State Fire Marshal review and approval.

Doors:

All doors shall be lockable and keyed to one single master. Solid core doors are preferred to reduce noise overflow The reception area, conference rooms and individual offices are preferred to have an insulted acoustical barrier such that voices coming from either room cannot be heard in the other room.

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:

A. All installations are operational and complete;

B. A letter of acceptance has been signed by the Department.

C. Consideration of any rent concessions and/or free move-in period.

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. (split HVAC in LAN room) Unit(s) shall be equipped with automatic thermostat(s) fitted with tamper proof covers. Temperatures will be maintained to achieve an average zone temperature of 75 degrees Fahrenheit. Control thermostats will be located in areas to achieve proper zone temperature.

VAV zone boxes shall maintain a minimum air flow (circulation) of a least 25% after the zone temperature reaches its set point (if applicable). Outside fresh air intake vents, dampers, automatic controls, and power-driven systems for fresh air (if applicable) shall be fully operational according to design specifications (Not closed off). Carbon dioxide monitors (if applicable) shall be calibrated every 3 years at a minimum.

Buildings or spaces older than 20 years, where ductwork has not been retrofitted, with ridged air conveyance ductwork (lined or non-lined on the air side), turning vanes, operational control systems on the air side, air handlers that are to remain in place, shall be thoroughly inspected for excessive buildup of dust and contaminants (i.e., mildew, mold fungi, etc.) by the firm performing the test and balance of the space or building. If excessive buildup of dust, dirt or contaminants is present, the lessor shall contract at his expense with a licensed mechanical firm to have the ductwork, all interior control surfaces, turning vanes, registers, grills and the interior of the air handlers cleaned properly.

The entire air conveyance system shall be inspected, calibrated, tested and balanced by a firm professionally engaged in this type of work, just prior to occupancy, and every 5 years thereafter. The scope of work shall include all the items listed above, and include operating controls, sensors and controls that must be calibrated, inspection of air handlers, pumps, valves, condensate drain lines, condensate pans, coils, ductwork, dampers, VAV boxes, cooling towers, or anything that has a relationship to the air conveyance or operating control system. The test and balance firm shall provide a report in writing to the lessor that the above listed items and specifics have been inspected and are in proper

DCF ITN 590:3225 | Palatka Page 19 of 52 operating order. A copy of this report shall be provided to the lessee prior to occupancy and after each 5-year re-inspection.

The lessor shall inspect all air handler coils (all layers), condensate drain pans, condensate drainpipes, cooling towers (if applicable), gaskets, or couplings for microbial growth and buildup, due to normal operating conditions, standing water caused by clogs, leaks, etc., on a monthly basis and document any discrepancies. Lessor shall immediately correct any and all problems to current standards or care with due diligence to prevent possible health problems related to the HVAC system and its operation. Fresh air intake vents shall be inspected for any microbial growth, buildup of dirt and thoroughly cleaned, if necessary. Filters (if applicable) on fresh air intake vents shall be cleaned or replaced bi-monthly. A monthly service record shall be maintained by the lessor.

Indoor Air Quality Testing:

Lessor shall provide fresh air intake of 20 or more cubic feet per minute per person, as recommended by ASHRAE (the American Society of Heating, Refrigerating and Air Conditioning Engineers). Incoming fresh air to be pre-conditioned (filtered, moisture removed, heated or cooled). Interior humidity’s shall not exceed 60% relative humidity. The building envelope shall be maintained to a positive pressure to prevent moisture intrusion that may result in micro biological and fungal growth on surfaces, furnishings or interstitial spaces.

In the event a suspected air quality problem arises, the lessee reserves the right to have the indoor air quality tested at its own expense by a CIAQP (Certified Indoor Air Quality Professional); CIEC (Certified Indoor Environmental Consultant); CIH (Certified Industrial Hygienist); or P. E. (Professional Engineer), whose primary business and focus is indoor air quality/environment to determine the cause of the problem. After assessment, if test results indicate conclusively that a problem exists, the lessor shall take immediate corrective action to remedy the situation and reimburse the agency for the costs of conducting such test(s).

Painting and construction shall be conducted under ventilating and occupancy conditions that will not result in indoor air quality complaints.

Security Requirements:

A. All outside doors shall be equipped with deadbolt or dead-latch locks and panic hardware. Doors that are considered main entrance, or employee entrance shall be equipped with a card swipe lock system, equal to a CDVI A22 Atrimum Krypto Hybrid access control system, to allow tenants to manage access and cards.

B. All interior office doors shall have lockable locksets, turn-latch or push button on backside, master keyed. Specific locations of these locks will be assigned by DCF Program Administrator upon space-planning. If there are no common area restrooms in the building, all restrooms must also have lockable locksets.

C. All LAN room doors shall require a push button or access card swipe.

D. All opening outside windows shall have interior locks.

E. Night illumination is required at all outside doors and all parking areas (minimum of 2 foot-candles) from dusk until dawn weekdays and weekends.

F. Provide keys to all locksets in accordance with a master keying system acceptable to the department.

Provide 4 master entrance keys.

G. Doors leading from the reception area into the office area must be secured and equipped with both keycard access and a buzzer-like entry system to be controlled by the reception staff.

H. Provide a video…