Questions and Answers DMS-2223-007.pdf

Real Estate Services

Invitation to Negotiate (ITN)

DMS-22/23-007

Questions & Answers

Questions and Answers

The Department’s responses to timely submitted questions are below:

Question No.

Page/ Section

Reference Question Response

Att. I – Evaluation

Criteria and

Scoring of Replies, Pg 3, Section A

Will the State take into account non-government experience from clients with similar requirements and challenges as well as government experience?

In accordance with Attachment I, Respondents shall provide company experience providing services consistent with those in Attachment A – Scope of Work. This may include experience providing services to governmental and non-governmental entities.

ITN -

1.3.b, 1.4.b Page

Does the State currently engage in utilization studies? If so, in what way are these completed and have the outcomes changed the strategic direction of the real estate portfolio?

The Department does not currently engage in utilization studies, but may do so in the future.

ITN –

1.3.d, 1.4.b, What, if any, technology does the State use to track KPIs or visualize analytics within real estate?

The Department does not understand this question. However, the Department currently utilizes IBM TRIRIGA software to manage its own lease data.

4 ITN – 1.3,

Has the State previously or does the State plan to make any occupancy changes involving hybrid work or a partially mobile workforce for certain roles? If so, how could a future service provider best support these objectives?

Not at this time.

5 ITN – 1.5,

What are the key challenges, if any, with your current dual service provider model that has led to this potential change of structure?

The Department does not understand this question. However, pursuant to 255.25(3)(h), Florida Statutes, DMS may award up to three tenant brokers. The Department intends to award a Contract to up to three vendors who provide the best value to the State. See ITN Section 5, Award.

Att. A –

SOW,

3.2.5, How is demand planning currently being performed by the state? Does the state desire the contractor to lead this service going forward?

Demand planning is not included in the scope of services for this solicitation.

Att. A –

SOW,

3.2.6, Please clarify what the State means by “3.2.6 Summary of strategic plans for consideration against the Plan”? What strategic plans currently exist?

Who is responsible for their upkeep?

Pursuant to sections 255.249(6) and (7), Florida Statutes, the Department must annually submit a strategic leasing plan and master leasing report. Previous reports can be found on the DMS website, www.dms.myflorida.com/business_opera tions/real_estate_development_and_ma nagement, under “REDM Reports.”

Awarded vendors may be requested to http://www.dms.myflorida.com/business_operations/real_estate_development_and_management, http://www.dms.myflorida.com/business_operations/real_estate_development_and_management, http://www.dms.myflorida.com/business_operations/real_estate_development_and_management, Page/ Section

Reference Question Response assist and participate in the development and implementation of these plans.

8 ITN, 1.5,

Is the State open to a one provider model with a Single Point of Contact for all activities and scope?

See ITN Sections 1.1, Solicitation Overview, and 5.2, Rights for Award.

9 ITN, 1.5,

What synergy/ collaboration is the State expecting to achieve between multiple suppliers?

See ITN Sections 1.5, Goals of the ITN, and 4.4.2, Award Selection Criteria.

10 n/a

How open or committed is the State to making service provider changes, and what does the State need to see to justify making a change?

In accordance with the solicitation, the Department is interested in awarding to the vendor(s) that provide best value to the State, based on the selection criteria.

11 n/a

How is lease administration done today? What, if any, technology is used to manage owned and leased real estate data and documents? Are there any concerns about data accuracy?

Each State agency manages their own lease administration. DMS currently utilizes the IBM TRIRIGA software to manage DMS’s lease data and to maintain lease data reported by other State agencies.

Attachmen t A –

Scope of Work

(Section 2), Page 3

Master Leasing Report – is this Report provided by each provider separately then merged? Do the multiple providers alternate providing this Report each year?

Under the current Tenant Broker Contract, one Tenant Broker is assigned the report each year. Assignment is based on a variety of factors including but not limited to, previous years’ reports, workloads, and quality of recent work.

Attachmen t A –

Scope of Work

(Section 2), Page 4

Strategic Leasing Plan – is this Plan provided by each provider separately then merged? Do the multiple providers alternate providing this Plan each year?

Under the current Tenant Broker Contract, one Tenant Broker is assigned the report each year. Assignment based on a variety of factors including but not limited to, previous years’ reports, workloads, and quality of recent work.

Attachmen t A –

Scope of Work

(Section 3.1), Page

Are lease administration services currently in scope? If so, which services?

See Attachment A – Scope of Work, for the scope of services.

Attachmen t A –

Scope of Work

(Section 3.1), Page

Does DMS currently use a lease administration system/software today? If so, which system/software?

DMS currently utilizes IBM TRIRIGA for lease administration.

Page/ Section

Reference Question Response

Attachmen t A –

Scope of Work

(Section 3.1), Page

Will you require assistance with lease financial management services – for example, monthly financial reporting, rent payables owed, and OPEX reconciliation?

No.

Attachmen t A –

Scope of Work

(Section 3.1), Page

Does DMS (or current provider) currently perform desktop and full lease audits for active leases?

No.

ITN

(Section 1.3e), Can you please explain your expectations for services of "ad hoc energy efficiency evaluations", including frequency, and expected deliverables"

Ad hoc energy efficiency evaluations are on demand analyses of utility and other reports related to a facility’s energy consumption.

ITN

(Section is

1.9), Pages 6-7

Does DMS anticipate respondents will make presentations in addition to the written reply? If so, when will that occur in the ITN timeline?

The solicitation does not presently contemplate presentations prior to negotiations.

Attachmen t K – Draft Contract (Section

27), Page

Where is the state of Florida data maintained today? Is the data in one location/application or multiple?

Data is presently located in multiple locations/applications.

Attachmen t K – Draft Contract (Section

27), Pages 18-19

Which software and/or operating system(s) is DMS using today to manage the Real Estate Portfolio?

DMS currently utilizes the IBM TRIRIGA software.

22 n/a

Can DMS please provide a list of firms who have submitted questions and indicated their intent to participate in this procurement?

No.

ITN

Section

5.2, Rights for Award, This section indicates that the Department reserves the right to award the contract to “one or more Respondents Statewide or by geographic area or Regions, and/or both.”

On what basis would DMS decide which vendor is in each region?

What is DMS’s vision for effective operations if each agency is using multiple brokers?

In accordance with the solicitation, DMS intends to make up to three statewide awards but reserves the right to award by geographic area or Region if, during negotiations, DMS deems that to be in the best interest of the State.

Awards will be made to the vendor(s) that provide the best value to the State, based on the selection criteria.

Page/ Section

Reference Question Response

Attachment B – Labor

Rate Schedule, Section 3.2

Section 3.3 of this form lists services including but not limited to “Acquisition Services” and “Sale, Lease, or Disposition of Properties,” which are traditionally compensated through market commissions or other structures beyond “Hourly Rate per Unit or Flat-Fee per Service” quoted on the form.

Would DMS allow flexibility in the “Hourly Rate per Unit or Flat-Fee per Service” column for offerors to price the services in cells A17

– A24 in accordance with industry norms?

DMS and Eligible Users may purchase services, as provided in the final Contract.

Attachment B, Labor

Rate Schedule, Service Credit Hours

Allotment

This form asks for “Number of Annual Credit Hours Allotted” but we understand from Attachment D that Credit Hours are accrued based on lease transaction volumes, not as a set number.

Can you please clarify what is being asked for in cell B6?

DMS shall be allotted 200 Service Credit Hours upon the Contract Effective Date.

DMS will also accrue Service Credit Hours annually in the amount that vendors have listed in cell B6 of Attachment B – Labor Rate Schedule.

Additionally, DMS will accrue Service Credit Hours as indicated on Attachment D – Commission Schedule.

Attachment B, Labor

Rate Schedule, Service Credit Hours

Allotment

This form asks for “Amount of Commission Rate per Credit Hour.” Can you please clarify what is being asked for in cell B7?

Attachment D seems to indicate that Credit Hours are accrued based on the amount of the rebate generated per the percentages and rebate splits listed in Attachment D, not a specific commission rate.

In accordance with the instructions tab in Attachment B, "Respondents shall indicate the amount of the Commission rate per Service Credit Hour in cell B7 of Tab 1 of this Attachment B - Labor Rate Schedule. (e.g., The Department shall be entitled to one Service Credit Hour for every $2,000 paid in Commissions)."

Attachment D –

Commissio n Schedule

Do we understand correctly that the Rebate Split column in Attachment D indicates that the designated portion of the rebate that will go to DMS will be in the form of credit hours, and the designated portion of the rebate that will go to the Agency will be in the form of a reduction in the commission percentage, reduction in lease expenses (rent), apply funds to a landlord/tenant improvement fund, or an actual reimbursement to the tenant agency (a check), per Section 6.3 - Service Credit Hours and Rebates?

Yes, the agency rebate may be determined by the Eligible User.

Page/ Section

Reference Question Response

Attachment I –

Technical Questions - Section B Current

Contracts, This section indicates that bidders provide a summary of Respondent’s largest current contracts (preferably at least three (3) contracts) where the Respondent is providing similar services as a Contractor, subcontractor, or partner, excluding any DMS contracts. Is it correct that “current contracts” are active contracts that have not reached the termination date at the time of bid submission?

Correct.

Attachment I, Section B, Current Contracts, This section requests “contract value.” We may not be able to provide the exact contract value and we believe that a contract value range meets the intent and is responsive to the section.

These values are business confidential information, vary from year to year, and are not particularly relevant to the State’s ability to effectively evaluate the Respondent’s ability to provide services, particularly without a benchmark from the State regarding what it expects the contract value of this project to

be. Revising this section to expressly reference a value range may be helpful.

See ITN Section 3.2, Special Instructions, paragraph 19. The Respondent may provide an additional redacted copy of their Reply that identifies information that the Respondent believes is confidential.