ITN-DEM-23-24-006 Leased Space Central FL.pdf

Please initial Offeror acknowledgement on all pages of this submittal form: ___

STATE OF FLORIDA

DIVISION OF EMERGENCY MANAGEMENT

INVITATION TO NEGOTIATE (ITN) FOR LEASED SPACE

Number: 310:0063 – Central Florida

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

ITN 310:0063 Florida Division of Emergency Management – Submittal Cover Page

Ten (10) Year Base Term with One Five (5) Year Renewal Option Terms

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 Agency 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 Proposed Lessor Entity Name:

Address of Proposed Space:

Street

City

State

Zip

Usable Square Feet in Proposed Space: __________________________________

Requested Parking: 100 car parking spaces and 400 trailer parking spaces Exclusive Parking: Non-Exclusive Parking:

Provide the proposed Industrial Gross rent for each year of the Base and Renewal Option terms as specified in Article IV, Section E.

10 Year Base Term Rate Per Square Foot Total Annual Rental

Year 1 $ $ Year 2 $ $ Year 3 $ $ Year 4 $ $ Year 5 $ $ Year 6 $ $ Year 7 $ $ Year 8 $ $ Year 9 $ $ Year 10 $ $

Renewal Option Term Rate Per Square Foot Total Annual Rental Year 1 $ $ Year 2 $ $ Year 3 $ $ Year 4 $ $ Year 5 $ $

I. INTRODUCTION AND OVERVIEW

The Division of Emergency Management (hereinafter referred to as the “Agency” and/or “Division”), requests your participation in a space search in Central Florida, Florida [see detailed boundaries listed below]. The Agency is seeking detailed and competitive proposals to provide warehouse/office space and related infrastructure (“Proposed Space”) for occupancy by the Agency. As relates to any space that is required to be built-out for the Agency and pursuant to this Invitation to Negotiate, all specifications, as identified in Attachment “A”, must be included.

Proposed locations within or abutting the boundary lines below will be considered:

Boundary Map – Central Florida

Proposed Boundaries:

• Within 10 miles of I-75 (South of Ocala) to Florida Turnpike

• Within 10 miles of Florida Turnpike between I-75 and I-4

• Within 10 miles of I-4 between Florida Turnpike and SR 39

The Agency has authorized Savills Occupier Services, Inc. to be its exclusive representative during this solicitation for space.

Jerry Thornbury and Brittany Ward – TENANT BROKER

Inquiries and comments about this ITN should be directed to:

Name: Jerry Thornbury or Brittany Ward

Company: Savills Occupier Services, Inc.

Address: 1150 Assembly Drive, Suite 310

City/State/Zip: Tampa, FL 33607

E-mail: jthornbury@savills.us or bward@savills.us

The above contact persons are the only authorized individuals to respond to ITN comments and questions.

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.

II. ITN INSTRUCTIONS AND GENERAL INFORMATION

A. REPLIES – SUBMISSION REQUIREMENTS

Complete written Replies are due on the date specified in Article II, Subsection C, Key ITN Dates. Submissions must include one original Reply and one electronic copy (on single USB storage device in PDF format and viewable in Adobe Acrobat Reader), in a sealed envelope or box with “ITN Lease Number 310:0063” clearly marked on outside sealed envelope or box.

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

Florida Division of Emergency Management 2555 Shumard Oak Boulevard

Tallahassee, FL 32399

Note: Replies which are late, unsealed, missing, emailed, or faxed and Replies which are deemed by the Agency (in the Agency’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. See Key ITN Dates for deadline to submit questions or requests for clarification and for answers to the questions.

Material clarifications, changes in specifications, amendments or any other information related to this ITN (as solely determined by the Agency) will be posted on the Vender Information Portal (VIP) website:

https://vendor.myfloridamarketplace.com/.

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

https://vendor.myfloridamarketplace.com/

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 Agency. Such changes will be posted on the VIP website- https://vendor.myfloridamarketplace.com/. All times for this solicitation are Eastern Time.

THIS SPACE LEFT INTENTIONALLY BLANK

Date ** Time Schedule of Events**

8/2/2023 10:00 AM Date on which the ITN is advertised on the Vendor Information Portal 8/18/2023 5:00 PM Deadline for submitting questions, in writing, relating to this ITN

No further questions accepted after this date and time 8/25/2023 5:00 PM Anticipated date responses to written questions received relating to this ITN will be posted on the Vendor Information Portal 9/28/2023 2:00 PM Deadline for Receipt of Replies

LATE REPLIES WILL NOT BE CONSIDERED

9/28/2023 2:30 PM *Public Opening of Replies

Division of Emergency Management Sadowski Building, 2555 Shumard Oak Boulevard, Tallahassee, FL 32399

9/29/2023- 10/13/2023 Time period for evaluation of Replies / Site Evaluations

10/16/2023- 11/9/2023

Estimated time period for negotiations

11/27/2023 Estimated Notice of Intent to Award posted on Vendor Information Portal 7/1/2024 or as soon as reasonably offered by Offeror.

Anticipated Lease Start Date

*All Offerors are hereby notified that the meetings noted with an asterisk (*) above are open to the public and may be electronically recorded by any member of the audience. 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/

INVITATION TO NEGOTIATE REPLY WRITING GUIDELINES AND TERMS OF THE REPLY

C. 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 Reply must include supporting documentation proving such status. This requirement applies to the building and structure, the proposed parking areas and areas of ingress and egress.

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

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

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

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

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

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

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

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 Agency.

D. 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.

E. COST OF DEVELOPING AND SUBMITTING THE REPLY

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

III. LEASE TERMS AND CONDITIONS

Responses to all 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 Agency, I acknowledge and agree to abide to all requirements and conditions contained therein.

1. Description and Measurement of Proposed Space

The Agency is seeking between ___400,000___ and ___450,000___ usable square feet of contiguous space. Type of space required is warehouse and office space with capabilities around cold storage and related infrastructure. Space use is for Division of Emergency Management’s State Logistics Response Center (SLRC).

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 Agency and DMS reserve the right to independently verify the space measurement.

ADA Requirements - Space must be renovated prior to Lessee’s occupancy, to conform with 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 Agency with a clean and ready to operate space.

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

Yes No

2. Lease Commencement Date / Liquidated Damages The Proposed Space is to be made available on July 1, 2024 or as soon as reasonably offered by Offeror.

(“Commencement Date”), 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 Agency’s discretion for liquidated damages in the amount of $5,000 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 Agency are provided with an official and permanent Certificate of Occupancy, an approved State Fire Marshal Final Inspection and the Agency 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 Agency and Offeror/Lessor’s designated representatives.

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

Yes No

3. Term and Renewal Options Replies must offer a ten (10) year initial term. The initial term of the lease for this Proposed Space will be the Reply that provides the best value for the state. The State requires a minimum of one (1), five (5) year renewal options.

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

Yes No

4. Industrial Gross Rental Rate The Offeror shall provide the Agency with an industrial gross lease structure. Therefore, the lease rate must include base rent, taxes, all operating expenses (including, but not limited to, insurance, interior and exterior maintenance, pest control, recycling services, garbage disposal, security system installation and maintenance, and any amortization of required tenant improvements/ turn-key build out to the Proposed Space).

The Agency shall be responsible for electric, utilities, and janitorial.

Yes No

There shall be no pass through of additional expenses. The proposed Industrial Gross 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 an Industrial Gross lease.

5. Parking Adequate parking for State employees and visitors is mandatory. The Agency is seeking at least one hundred (100) car parking spaces and four hundred (400) trailer parking spaces, and the Lessor shall also provide the number of ADA parking spaces 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 Agency.

Yes No

6. Turn-key Build Out The Agency 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 Agency’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 Agency.

Yes No

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

Offeror acknowledges and agrees to execute and be bound by Attachment G, Commission 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 Specifications – provides specific detail as to the Agency space requirements.

Attachment B: Sample Construction Project Schedule – details the various stages of construction and projected completion dates.

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:

- C-1 Proposal Submitted by Lessor

- C-2 Employment Eligibility Verification (EVerify)

- C-3 Terms and Conditions

- C-4 Air Quality

- C-5 Liquidated Damages

- C-6 Disclosure Statement of Ownership

Attachment D: State Fire Marshal Plans Review & Procedure – this Attachment provides general directives with regards to the Offeror’s compliance with the requirements of the State Fire Marshal.

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

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

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

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

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

10. Permitted Use by the State The State’s permitted use for the location will be for climate-controlled warehouse/storage/office space for use in emergency response by the Division of Emergency Management.

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: ________________

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

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 Agency at any time.

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

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

IV. REPLY EVALUATION & NEGOTIATION PROCESS AND PROPOSAL EVALUATION CRITERIA

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

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

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

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

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 by the Division of Emergency Management evaluators on the factors below:

A. Associated Fiscal Costs:

Rental:

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 of 3.69%

Maximum points: 20

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

Maximum points: 5 B. Location:

Facility location, including the area surrounding it and access to key thoroughfares, is best suited and conducive to conducting business with the Agency’s clients and for its operations.

Maximum points: 18

Present condition of the physical property the building sits on, adjacent structures and surrounding neighborhood. The building appears to be well-maintained by the Landlord or the Landlord has proposed interior and exterior maintenance that will ensure the building is well-maintained.

Maximum points: 15

Minimal security issues posed by building, by associated parking, and by surrounding neighborhood. Good quality of exterior lighting and minimally obstructed entrances/exits.

Maximum points: 15

C. Premises and Parking:

The extent to which the offered space is designed or will be designed to an efficient layout and good utilization of space.

Maximum points: 15

The proposed parking is sufficient and appropriately accessible to meet the Agency’s needs.

Maximum points: 12 D. Additional Scoring Criteria:

As requested under Attachment A (page 14) of the ITN, the Offeror has sufficiently addressed their ability to respond to the following requests in its proposal documentation detailing a proposed solution, including associated pricing, to each of the following items in its corresponding offer:

1. An initial assessment of the existing inventory of supplies that includes a review of the condition of supplies, proper disposal of spoiled or renewal or disposal of expired supplies, sale of unnecessary supplies, onboarding of supplies into an inventory and quality management system, and relocation of supplies into the appropriate environment in the new hub facility.

Maximum points: 10

2. A staffing plan that ensures facility staff have appropriate knowledge, skills, and training to maintain, organize, identify, and package all types of emergency supplies, including medical equipment.

Maximum points: 10

3. An inventory and quality management system that can track and trace, in real-time, the state’s emergency supplies.

Maximum points: 20

4. Identification of the one-time and on-going costs associated with site selection and preparation, design and construction, retrofitting or renovations, leasing, utilities, inventory assessment and relocation, software, product maintenance or rotation, and staffing, as appropriate.

Maximum points: 10

V. 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 proposal in its entirety.

Offeror’s Name FEID or SSN of Prospective Officer

(Authorized Signature) Relationship to Owner

ATTACHMENT A

AGENCY REQUESTS

The Division shall select and recommend to the Governor, the President of the Senate, and the Speaker of the House of Representatives, the ITN Reply that has the best value for the state for final approval.

In addition to providing an ITN Reply that addresses the requirements throughout this ITN, the Offeror shall also include a detailed proposal with pricing that addresses its experience, ability, and proposed solution to meet the following Division requests:

1. An initial assessment of the existing inventory of supplies that includes a review of the condition of supplies, proper disposal of spoiled or renewal or disposal of expired supplies, sale of unnecessary supplies, onboarding of supplies into an inventory and quality management system, and relocation of supplies into the appropriate environment in the new hub facility.

2. The lease and buildout of the hub facility with the capability to store and manage emergency supplies, including food and water, health and medical supplies, and medical equipment such as personal protective equipment, durable medical equipment, and medical countermeasures, in the correct environment with appropriate security, temperature, and humidity controls and in compliance with industry licensing and regulatory standards. Facility square footage, including warehouse space and surface lot area, shall be sufficient to access, maintain, inventory, and distribute such supplies.

3. A staffing plan that ensures facility staff have appropriate knowledge, skills, and training to maintain, organize, identify, and package all types of emergency supplies, including medical equipment.

Staffing plans must demonstrate how staff will utilize the inventory and quality management system in day-to-day operations to support the division. The plans must identify the use and quantity of division staff and staff of the ITN respondent, as applicable, necessary to operate the hub facility. All staff, whether of the ITN respondent or the division, shall operate at the direction of the division.

4. An inventory and quality management system that can track and trace, in real-time, the state’s emergency supplies.

The system must be able to track the number, type, location, and expiration date of supplies; facilitate the regular testing, maintenance, and rotation of supplies and equipment; and provide reporting to assist in the state’s emergency response and recovery.

5. Identification of the one-time and on-going costs associated with site selection and preparation, design and construction, retrofitting or renovations, leasing, utilities, inventory assessment and relocation, software, product maintenance or rotation, and staffing, as appropriate.

SPACE SPECIFICATIONS

Please see below for the Agency’s general specifications that the awarded Lessor shall be responsible to deliver on a turn-key basis. During the evaluation and test fit period, the Agency will evaluate on a case-by-case basis whether any of these space requirements will be adjusted based on reviewing the conditions of the Proposed Space. It shall be the Offeror’s responsibility to identify if their ITN Reply deviates from any of the below requirements.

The Florida Division of Emergency Management (DEM)’s primary warehouse, or State Logistics Response Center (SLRC), should be located in Central Florida with approximately 400,000 to 450,000 sq. ft. of storage and office space that also has capabilities around cold storage. DEM expects the facility to meet the following detailed specifications as closely as possible.

Structural Needs

Layout: The design should facilitate cross dock unload/loading of trailers with appropriate areas for receiving, storage, picking, packing, and shipping of products. Specifics in layout:

• An estimated 30’ x 30’ space for maintenance materials.

• A high value lock up vault, Tornado shelter, that can shelve 300 laptops (50-watt hours) with the ability of a 15-amp current for charging.

• A 1,000-gallon 16’ long propane tank filling station, caged off in the rear of the facility.

• Parking should be able to accommodate 100 personal vehicles or have a transport lot within a 10-minute radius of the facility during grey skies. Should have 25 available spaces for blue skies.

• The size of a parking lot needed for a 400-trailer, assuming that each trailer is 53 feet long, a total of 225,000 square feet (53 feet x 400) of parking space would be needed for the trailers alone. To accommodate for maneuvering and turning space, an additional 10-20% of the total parking may need to be added, depending on the layout of the parking lot. This means that a total parking lot size should be around 250,000 – 300,000 square feet may be needed for a 400-trailer emergency management warehouse.

• Outdoor canopies or designated indoor area for fleet vehicles would be required. The space should be 32,000 square feet to cover 20 vehicle areas.

• Should have outdoor electrical rated for air compressor, generator charge, equipment charge. Would need to install panels, grounding and bounding, and surge protection.

• Would need a designated ULOC room site with installed UPS, HVAC system, security, cable management, grounding, and labeling.

• A space utilized as designated living quarters including bedrooms, showers, and break room to accommodate 100+ personnel. Would need to provide sheets, towels, toiletries, and cleaning supplies for the designated living quarters.

A space utilized as a common area for Operations Support Staff. A space around 60 square feet per person set up as a bullpen office setting for 6,000 square feet equipped with administrative and technological supplies as described below:

• Office Equipment: Computers, Printers, Telephones, and Fax Machines to facilitate communication and document management.

• Office Supplies: Paper, Pens, Pencils, Staplers, and Paper Clips to manage documentation, data, and correspondence.

• Safety Equipment: Fire Extinguishers, First Aid Kits, and Personal Protective Equipment (PPE) to protect staff and responders during an emergency.

• Signage and Labels: Signage and labels to mark locations of important resources, exits, and emergency equipment.

• Furniture: Desks, Chairs, Tables, and Filing Cabinets to support staff and responders’ operations.

• Cleaning and Sanitation Supplies: Disinfectants, Paper Towels, and Trash Cans to maintain a safe and hygienic environment.

• Food and Water Supplies: Stockpile of Food and Water Supplies to sustain staff and responders during prolonged emergencies.

• Communication System: Communication system such as landline phones, cell phones, radios, and satellite phones.

• Geographic Information System (GIS): GIS is a tool that allows emergency responders to visualize and analyze data in real-time.

• Emergency Notification System: These systems are used to alert the public of impending emergencies, such as natural disasters or terrorist attacks, and provide them with instructions on how to respond. These systems can be integrated with various communication channels, including TV, radio, social media, and mobile devices.

• Computer-Aided Dispatch (CAD): CAD systems enable emergency response teams to dispatch resources and respond to calls quickly and efficiently.

• Mobile Devices: Mobile Devices such as tablets, smartphones, and laptops.

• Surveillance Systems: Surveillance Systems such as security cameras and drones can provide real-time information and situational awareness of affected areas.

• Social Media Monitoring Tools: Monitor Social Media platforms for potential threats, identify public sentiment and perceptions, and respond to inquiries from the public.

Warehouse floor should include resources designated areas for the following assets currently housed by the Division:

• Water: A supply of potable water is critical for disaster response, and it should be stored in 2 million gallons sustained on hand in the warehouse. This may include bottled water, water tanks, and water treatment equipment.

• Food: Non-perishable food items, such as canned goods and meal replacement kits, should be stored in the warehouse to provide sustenance to responders and affected populations. 1.5 million meals should be held on hand and replenished as needed.

• Medical Supplies: Emergency medial supplies, including First Aid Kits, Medications, and Medical Equipment. This may also include Personal Protective Equipment (PPE) for Responders.

• Communications Equipment: Communication equipment such as radios, satellite phones, and other devices that can be used to communicate with responders and affected populations.

• Shelter Supplies: Tents, Cots, Blankets, and Sleeping Bags that can be used to provide temporary shelter for affected population.

• Search and Rescue Equipment: Ropes, Pulleys, Harnesses, and other gear that can be used for search and rescue operations.

• Tools and Equipment: Tools and Equipment, such as Shovels, Chainsaws, and Power Tools, that can be used for debris removal and other tasks.

• Personal Hygiene Supplies: Soap, Hand Sanitizer, and Toilet Paper to help maintain hygiene and sanitation in affected areas.

• Skid Steer Loader: A Skid Steer Loader can be used to moving debris, clearing roads, and performing various tasks such as grading and leveling land.

• Semi Sleeper Cab and Trailers: A truck can be used to transport debris, equipment, and supplies to and from the affected areas.

• Portable Generators: Portable Generators can provide power to areas that have been affected by power outages.

This can be essential for running equipment and providing basic services.

• 8 Office and Field Command Center Grizzlies.

Loading and Unloading: The warehouse should be equipped with appropriate loading and unloading facilities to accommodate large trucks and trailers:

• Dock Height: The dock height should be 48”-55”.

• Dock Leveler: A dock leveler is used to adjust the height difference.

• Dock Bumpers: Dock bumpers provide protection to the dock.

• Dock Seals or Shelters: Dock seals or shelters provide a tight seal around the opening of the dock.

• Traffic Control: Traffic Control devices like signs and signals should be installed at the loading dock.

• Accessory Equipment: Ramps at each beginning and end run of bay doors.

Flooring: Concrete slab. Need access for 30 days before racking/receipts to clean/polish oils up for a shine and Laminate flooring in offices, breakrooms, lobby, and living areas.

Lighting: Flat panel LED fixtures in offices, lobby, and breakrooms and Warehouse High Bay T4 lamps and LED bulbs.

Temperature and Humidity Control: 70 degree holding temperature optimal for MREs and water. Temperature sensors tied into Alerting System if room temperature should fall out of set points and Humidity Monitors tied into Johnson Monitoring Alert System.

Ventilation: Hybrid ventilation natural and mechanical; Evaporative Cooling System for food/water warehouse and Ventilation Rat .06 CFM per square foot.

Security: Guard Shack at all points of entry/exit. Wired for electrical and AC. Surveillance cameras, motion sensors, access control systems, alarm system, perimeter security, cybersecurity, and regular maintenance and testing.

Fire Suppression: Sprinkler Systems: 1,000 GPM flow minimum in 4 zones. Foam Systems: Foam systems are particularly effective for fires involving flammable liquids or chemicals for fleet/ mechanical areas. Water Mist System: Water mist systems use small droplets of water to extinguish fires. Used in IT or electrical rooms.

Office Space: An estimate for space needed for 100 people. According to industry standards, a general guideline for office space is around 125-225 square feet per person, depending on the type of work being performed. Assuming an average of 175 square feet per person, a 100-person office would require around 17,500 square feet of space. A copy center provides printing, copying, and document management services to the warehouse staff, vendors, and customers. Here are some of the essential items:

• Printers and Copiers: High-quality printers and copiers are essential for producing professional-quality documents.

Depending on the volume of printing required, multiple printers and copiers may be needed.

• Paper and Supplies: A variety of paper types and sizes should be available for printing and copying. Other supplies such as toner cartridges, ink, and binding materials should also be stocked.

• Scanners: Scanners are useful for digitizing documents and archiving them electronically. This can help reduce the amount of paper used and provide a more efficient document management system.

• Document Management Software: Document Management Software can be used to organize and track documents, and to manage workflows for document processing and distribution.

• Workstations and Furniture: Workstations with chairs and tables should be set up for staff and customers to use while accessing the copy center services.

• Signage: Signs should be placed around the warehouse to direct staff and visitors to the copy center, and to highlight the services that are available.

• Security Features: The copy center may require security features such as access control systems, surveillance cameras, and secure storage for confidential documents.

• Staffing: The copy center may require staffing by trained professionals to handle customer inquiries, printing, and copying requests, and to provide technical support.

Blue Sky Operations: By implementing these blue-sky operations, an emergency management warehouse can ensure that it is prepared to respond effectively during an emergency, while also maintaining its day-to-day operations. Operations include:

• Inventory Management: Maintaining an accurate inventory of emergency supplies and equipment and ensuring that supplies are ordered and restocked in a timely manner.

• Training and Drills: Conducting regular training sessions and emergency drills for staff to ensure that they are prepared to respond in the event of an emergency.

• Equipment Maintenance: Regularly inspecting and maintaining equipment such as generators, water pumps, and other emergency response equipment to ensure that it is in good working condition.

• Facility Maintenance: Maintaining the warehouse facility and ensuring that it is in good condition and able to withstand emergencies such as floods, earthquakes, or fires.

• Planning and Coordination: Collaboration with local emergency management agencies, community groups, and other stakeholders to develop emergency plans and coordinate response efforts.

• Communication: Establishing communication protocols and maintain communication systems such as radios, cell phones, and other communication equipment to ensure that staff can communicate effectively during emergencies.

• Record Keeping: Maintaining accurate records of emergency supplies, equipment, and response activities to aid in future emergency planning and response efforts.

• Office space to be used by other agencies like FEMA, Mitigation, and Recovery where workloads increase post event.

Warehouse Management System (WMS)

The Division requests a WMS that can provide the ability to manage inventory, report the status of the warehouse operations, and manage the day-to-day operation of the warehouse efficiently and effectively. Some of the features of the WMS should include:

• Inventory Tracking: The WMS should provide real-time visibility into the inventory of food and MREs stored in the warehouse. This can be achieved using barcodes, RFID tags, or other tracking technologies.

• Temperature Monitoring: The WMS should be equipped with temperature monitoring sensors to track the temperature of the food and MREs stored in the warehouse. Alerts should be sent when temperatures fall outside of the acceptable range.

• Quality Control: The WMS should provide tools to perform regular quality control checks and inspections to ensure the safety and quality of the food.

• Lot Control: The WMS should enable tracking of food and MREs by lot number, which is important for tracing products in case of a recall or other safety issues.

• Traceability: The WMS should provide full traceability of all food and MREs stored in the warehouse, from the supplier to the end customer.

• Order Management: The WMS should provide tools to manage orders for emergency supplies, including the ability to quickly pick and pack items for shipment.

The WMS should create reports based on the needs of the Division; the specific reports needed but not limited to are as follows:

• Inventory Status Report: This report shows the current stock levels of all products in the warehouse. It should include the product code, description, location, quantity on hand, and any other relevant information.

• Picking List Report: This report shows the items that need to be picked for a specific order or batch. It should include the order or batch number, product code, description, quantity, and location of each item.

• Receiving Report: This report shows the details of all goods received into the warehouse. It should include the supplier’s name, product code, description, quantity received, date received, and any other relevant information.

• Shipping Report: This report shows the details of all goods shipped from the warehouse. It should include the mission number, product code, description, quantity shipped, date shipped, and any other relevant information.

• Stock Movement Report: This report shows the movement of stock in and out of the warehouse over a specific period. It should include the product code, description, date, quantity in, quantity out, and any other relevant information.

• Cycle Count Report: This report shows the results of periodic stock checks or cycle counts. It should include the product code, description, location, quantity counted, and any discrepancies found.

• Aging Inventory Report: This report shows the inventory that has been in the warehouse for a long time and is not moving. It should include the product code, description, location, quantity, and age of the inventory.

• Order Status Report: This report shows the status of all orders in the warehouse. It should include the order number, customer name, product code, description, quantity ordered, quantity fulfilled, and any other relevant information.

• Productivity Report: This report shows the productivity of warehouse staff and equipment. It should include the number of items picked, shipped, received, and put away, as well as the time taken and any other relevant information.

• Disaster Recovery: The WMS should include disaster recovery capabilities to ensure that critical data is backed up and can be restored in case of an emergency or system failure.

• Integration: The WMS should integrate with other systems used in emergency management, such as supply chain management, logistics, and communication systems.

Contractual Staffing:

The primary location would require additional contractual staffing to be managed by the Division. During blue skies operation, the following standing crew needed in the hub. Maintaining positions will help better prepare for heightened situational operations when needed:

• Warehouse Manager: (1) A warehouse manager is responsible for overseeing the daily operations of the warehouse, managing the inventory, and ensuring compliance with safety and quality standards.

• Inventory Control Specialties: (2) An inventory control specialist is responsible for maintaining accurate inventory records, tracking the movement of products in and out of the warehouse, and conducting regular cycle counts and physical inventories.

• Logistics Coordinator: (1) A logistics coordinator is responsible for managing transportation and logistics operations, coordinating with suppliers and distributors, and ensuring timely delivery of products.

• Receiving and Shipping Clerk: (1) Receiving and shipping clerks are responsible for receiving products, verifying the accuracy of shipments, and preparing products for shipment to customers.

• Warehouse Associates: (2) Warehouse associates are responsible for performing a variety of tasks, including picking, and packing orders, replenishing inventory, and operating warehouse equipment such as forklifts and pallet jacks.

• Quality Control Specialist: (1) A quality control specialist is responsible for ensuring the safety and quality of the products stored in the warehouse, performing regular inspections, and testing, and reporting any issues or concerns to the warehouse manager.

• Maintenance Technician: (2) A maintenance technician is responsible for performing regular maintenance and repairs on warehouse equipment and facilities to ensure safe and efficient operations.

• Safety Coordinator: (1) A safety coordinator is responsible for ensuring that the warehouse is compliant with all safety regulations, implementing safety program, and training employees on safety procedures.

• Administrative: (1) Staffs the front security desk, checks in, prepares daily reporting (inv. reports, stray mission, etc.), and facilitate communication and scheduling.

During grey skies event, the Division would have staffing needs for various roles depending on the situation and the services they provide. Here are some of the staffing needs that we may have during a hurricane:

• Clean-up and Restoration Crews: Vendors providing clean-up and restoration services such as debris removal, water extraction, and mold remediation may need additional staff to handle the increased workload. This may include up to 100 laborers, equipment operators, and other skilled workers.

• Security Personnel: Vendors providing security services such as guarding, surveillance, and access control may require additional staff to protect property and assets during a hurricane. Typically armed 24-hour coverage patrolling SLRC with additional 24-hour coverage at the guard shack.

• Logistics and Supply Chain Staff: Providing logistics and supply chain services such as transportation, warehousing, and inventory management may require additional staff to handle the increased demand for their services during a hurricane. Requiring 150-200 during the first 3 days of activation and tapering down 10% each week as needed to maintain event operations.

• IT and Technical Support Staff: Vendors providing IT and technical support for critical infrastructure such as power grids, communication networks, and transportation systems may require additional staff to maintain and repair systems during and after a hurricane.

• Administrative Staff: Vendors may require additional administrative staff to manage the increased workload and to ensure that all operations run smoothly during a hurricane. Merit provides two 24-hour employees will monitor all check-ins, food and break schedules, and access control logs.

Product Rotation and Maintenance

The Division’s contractor should ensure the following practices are in place to allow for proper maintenance and rotation of the current supplies/resources of the Division, while ensure the…