VSP Salem RFP 6.17.24.docx

REQUEST FOR PROPOSAL (“RFP”)

Commercial Space For Lease

Virginia State Police (“VSP” or “Occupant”)

OCCUPANT:

TRANSACTION

NUMBER: 4189

ISSUE DATE: June 17, 2024

The Tenant seeks to lease commercial space in or within 10 miles of the City of Salem, VA for use by the Occupant. Information about the Occupant can be found at www.vsp.virginia.gov.

The Occupant is seeking general office space for the Virginia State Police Division 6 headquarters. An itemized conceptual space program is attached as Exhibit D.

For a Proposal (defined below) to be considered a “Qualified Proposal”, the Proposal must be submitted prior to the deadline set forth below. Evaluation of Qualified Proposals will be based on lease costs, suitability of the location and proposed premises to meet the Occupant’s operational needs and other quality factors.

If you are interested in offering the commercial space as described in this document, please provide a written response (a “Proposal”) addressing the information contained in each of the “Response” boxes in this document, complete the Property Data Sheet as attached as Exhibit B, and submit your signed Proposal to the Contact identified above no later than:

· 4:30 PM (Eastern Daylight Savings Time);

· June 28, 2024

ANY PROPOSAL RECEIVED AFTER THE DATE / TIME SET FORTH ABOVE WILL NOT BE A QUALIFIED PROPOSAL AND WILL NOT BE CONSIDERED DURING THE EVALUATION OF THIS SOLICITATION.

Proposals may be received via e-mail, fax or USPS Mail, courier or hand delivery and all Proposals must be signed. Incomplete or unsigned responses in the Proposal may not be considered. All costs associated with the preparation and submission of a Proposal and the burden to deliver the Proposal by the deadline provided shall be on the party completing and submitting the Proposal (the “Proposer”).

This RFP is being disseminated by utilizing the DGS eVA website and/or through Jones Lang LaSalle Americas, Inc. (“JLL”). JLL is the Commonwealth’s contracted real estate broker for current real estate services, including with respect to the acquisition or lease of real property and the disposition of surplus real property.

If you are interested in keeping up to date with new RFPs disseminated by the Commonwealth please either subscribe to the DGS eVA website as provided below or reach out to the Contact provided in the RFP.

Directions to subscribe to the DGS eVA website DRES utilizes the DGS eVA website as a source of automatic notification of new requests. To subscribe in eVA and receive information about on new requests please go to https://eva.virginia.gov/pages/eva-registration-buyer-vendor.htm and subscribe to the following commodity codes: 97145 (Office Space Rental or Lease) and 99884 (Sale of Surplus Real Estate).

Once signed up, eVA Subscribers will be able to:

· Receive real-time notifications.

· Subscribe / unsubscribe to receive a weekly e-mail of an eVA report in Excel format (The report will display a listing of open postings listed during the prior week).

PLEASE NOTE: DRES IS USING THE DGS EVA WEBSITE FOR THE PURPOSE OF REPORTING OPEN RFPS ONLY. ADDITIONALLY, THIS INFORMATION IS AVAILABLE BY REACHING OUT TO THE CONTACT PROVIDED IN THIS RFP.

REAL ESTATE TRANSACTIONS ARE NOT SUBJECT TO THE VIRGINIA PUBLIC PROCUREMENT ACT OR THE DGS DIVISION OF PURCHASE AND SUPPLY VENDOR’S MANUAL.

ALL COSTS ASSOCIATED WITH THE PREPARATION AND SUBMISSION OF A RESPONSE TO THIS RFP ARE THE SOLE RESPONSIBILITY OF THE PARTY PRESENTING AND DELIVERING THE INFORMATION.

Proposals are subject to the provisions of the Virginia Freedom of Information Act, §§ 2.2-3700 et seq of the Code of Virginia (1950), as amended (the “Code of Virginia”). Please contact JLL prior to submitting any information you seek to be withheld from disclosure on the grounds of confidentiality. Proposers will be advised if withholding such information on the grounds of confidentiality is legally permissible and under what conditions.

Questions about this RFP shall be directed to the Contact identified above.

RFP Guidelines:

1. Code of Virginia §2.2-1149 authorizes the Department of General Services to issue a request for proposals for the lease, purchase or any other means or use or occupancy of real property, as defined in Code of Virginia §2.2-1147. The Virginia Public Procurement Act (VPPA) is set forth within §§2.2-4300 et seq. of the Code of Virginia. VPPA articulates Virginia’s public policy relating to the purchase of goods and services by public bodies and is not applicable to the acquisition or lease of real property.

2. Only DGS or JLL, as agent on behalf of DGS, is authorized to negotiate the terms and conditions of a proposed lease agreement on behalf of the Commonwealth and the Occupant. The Proposer shall communicate directly with DRES and/or JLL and shall not rely on communications with or information provided by the Occupant or any other source.

3. Tenant is credit-worthy and will not pay a security deposit.

4. Tenant will pay rent and additional charges required by the lease in arrears. In order for a landlord to do business with the Commonwealth and receive payment from the Commonwealth, landlord must be set up in the Commonwealth’s accounting system. To do so, the landlord must complete and return a Commonwealth Substitute W-9 form which will be provided during lease negotiations.

5. Leasing is subject to approval by the Governor of Virginia and the availability of funding appropriated by the General Assembly, including appropriations during the term of any executed lease. Additionally, the Commonwealth reserves the right to reject any and all offers, to negotiate separately with competing proposers, and to cancel this solicitation at any time. If at any time, in the opinion of the Commonwealth, lease negotiations with a selected proposer cannot be concluded in a timely manner or on terms agreeable to the Commonwealth, including following the selected proposer’s receipt of a draft lease agreement, the Commonwealth may, at its sole discretion, immediately discontinue negotiations.

6. Exhibit A provides certain non-negotiable disclosures related to leasing and doing business with the Commonwealth.

7. Pursuant to §10.1-1188 of the Code of Virginia, a lease considered a “major state project” by the Department of Environmental Quality will require the preparation and submission of an Environmental Impact Report which requires approval thereof by the Governor. Additional information may be required by the Commonwealth under either of these circumstances.

8. It is unlawful, subject to certain exceptions, pursuant to Code of Virginia §18.2-283.2, to carry a firearm or explosive material within certain areas set forth in Code of Virginia §18.2-283.2, including premises leased by the Commonwealth. Tenant shall have the right to post notices of this prohibition as Tenant deems necessary and in accordance with such code section.

Please provide a written response in the shaded fields within the “Response” boxes addressing the information requested and on the Property Data Sheet attached as Exhibit B. The Proposer may also provide separate documents to respond to or supplement the Proposal response.

1. Preferred Location: The geographic location of the proposed space should be in or within 10 miles of the City of Salem, VA.

2. Space Requirement Type / Size: The Tenant has a need for approximately 43,000 usable square feet of office space. See Exhibit D for conceptual space program needs.

3. Base Rental Rate: The Commonwealth prefers the proposer to offer a flat, full service rental rate for the lease term and any option terms.

4. Lease Term: Requested Lease term: 60 months or 120 months.

5. Lease Commencement: The premises must have a certificate of occupancy and be ready for possession in 2025.

6. Options to Extend: Tenant requests two (2), five (5) year options to renew the lease upon six (6) months’ notice to landlord. Options shall be at ninety-five (95%) of the prevailing market rate for similar premises, considering allowances and other incentives, not to exceed 102% of the then-current base rent. All options shall include a refurbishment allowance for at minimum new carpet/flooring and paint.

Refurbishment Allowance Amount(s)

Alternate Proposal

7. Parking: Parking should be in close proximity to the leased premises and all costs associated with parking must be included in the rent. Tenant requires 118 parking spaces.

Number of exclusive parking spaces provided for Tenant’s use:

Number of non-exclusive parking spaces would be allocated for Tenant’s use:

Location of Parking spaces:

Is parking included in the rental rate: (Y/N)

If the Tenant’s parking space needs exceed the number of parking spaces available, please propose how the total need would be accommodated

8. Signage: Specify interior and exterior signage rights available to Tenant, including building, monument, lobby, and suite signage. Note paragraph 8 of the above RFP Guidelines section.

9. Technology and Tele-communications: Please provide information noting what internet services are available to the building / space in order for the Commonwealth to evaluate the capacity of the building to provide appropriate service.

Landlord shall provide Tenant and/or its telecommunications companies, the right of access to, from and within the building including pathway(s) to the premises for the installation and operation of Tenant’s telecommunications systems.

Tenant may request permission to place certain telecommunications equipment on the roof. Please indicate if this will be permissible and under what conditions.

Tenant shall have access to building and roof for installation/maintenance technology and telecommunications: Agree (Y/N):

10. Property Operating Expenses: For office spaces, a full service lease is preferred; however, if the proposer can demonstrate a potential cost savings to the Commonwealth by providing for a net lease, then the landlord should provide an itemized breakdown of estimated operating expenses and state how landlord proposes to manage and control operating expense charges to Tenant. In some instances, the Commonwealth may choose to use the state electric service contract provided the space is separately metered.

If the above response is ‘no’, mark which of the following operating costs are included within the base rent:

☐Property Taxes ☐Property Insurance ☐Electricity ☐Gas / Heating ☐Water / Sewer ☐HVAC Services / Maintenance / Repair ☐Premises Janitorial Service ☐Common Area Janitorial Services ☐Trash Collection ☐Landscaping ☐Snow Removal

For those operating expenses not included with the rent, please attach documentation of recent pass through costs thereof.

11. Janitorial Service: Tenant requests janitorial services to the Premises five (5) days per week. Please provide information with regard to janitorial services to the Premises.

If available, include the building cleaning schedules and maintenance specifications below or reference attachments

12. Space Planning: The Landlord is willing, upon being notified that their Proposal is a finalist, to pay (in advance of final lease negotiation) to have either the Landlord’s space planning contractor or to have the Commonwealth’s space planning contractor, develop a conceptual space layout, sometimes referred to as a "test fit" and one revision (if necessary) for the Occupant’s space needs set forth on Exhibit D, including adjacencies to be identified by the Occupant.

The plan will indicate all walls, doors, and workstation locations in addition to fixed spaces such as electrical panels, mechanical rooms and janitor closets. Spaces must be labeled with designated use. The date of the plan and an overall BOMA usable and rentable square footage number must be provided on the plan.

The Landlord must provide accurate as-built drawings to the space-planning contractor in an AutoCAD format, submitted electronically. If accurate as-builts are not available, the Landlord shall also bear the expense of having such plans developed and made available to the space-planning contractor. It is preferred that the plan be field measured and verified by the space planning contractor and the final plan must indicate if the space has been field verified or not field verified for the plan.

If using the Commonwealth’s space planner, fees for the space layout, plus one revision, and square footage calculation are as follows:

*Set fee of $450.00 for prospective tenants up to 3,000USF *$0.15 per USF for tenants from 3,001 USF to 10,000 USF *$0.12 per USF for tenants 10,001 and above

Reimbursable expenses including the creation of ‘as-built’ drawings, travel, reproduction of drawings, courier, express mail, etc. shall be invoiced to the Landlord at cost. If as a result of the test fit or any other reason a lease is not executed, Landlord shall be fully responsible for the costs incurred without recourse against the Commonwealth.

Response Agree (Y/N)

13. Tenant Improvements: Tenant requests that landlord contract for and construct all improvements and to provide the space in a turnkey condition. After an approved space plan, Tenant shall provide construction guidelines, general specifications and notes for a turnkey project. Typical finishes for improvements are attached as Exhibit E. Turnkey work must include:

· Construction documents and all planning A&E services

· Competitive bid of the improvement project

· Contract for and construction of the improvements

· Construction management of the improvements

Describe the present condition of the space (warm lit shell, second-generation office etc.)

What amount of Tenant Improvement allowance is included in the rent?

Please describe the proposed tenant improvement allowance

14. Furniture, Fixtures and Equipment: Upon selection as a finalist and after the development of the test-fit plan as described above, Tenant may further request that the landlord provide:

· Low-voltage data and telecommunications cabling

· Furniture, fixtures and equipment as required by space plan

Will Landlord consider amortizing furniture, fixtures and equipment expenses as additional rent? (Y/N)

If so, at what rate will the proposed costs be amortized and paid as additional rent over the proposed lease term?

15. Access to Premises: Landlord agrees to provide Tenant with access to the Premises upon the commencement of any tenant improvements to perform its work including data and telecommunication cabling.

Agree (Y / N)

Alternate Proposal:

16. Incentives: State the proposed rent abatement, moving allowance or other incentives and/or refurbishments offered to Tenant, including during the initial term and option terms.

Rent Abatement

Moving Allowance

Other Incentives

17. Right of First Refusal: Tenant requests an on-going first right of refusal on contiguous available space on Tenant’s floors throughout the Initial Term and any renewals.

Agree (Y /N)

18. Regulatory and Environmental Conditions: Please confirm the building and premises comply with applicable and current laws, ordinances, codes, and ADA requirements. In the lease, the Tenant will require the Landlord to warrant and represent that the building and premises are free of friable asbestos, lead based paint, lead containing pipes, Phenylmercuric Acetate and other hazardous or toxic materials, mold, and EMF radiation.

Does the building and premises comply with all applicable laws, ordinances, codes, and ADA requirements? (Y/N)

19. Other Location Features: Pursuant to Executive Order 19 (2011), DGS may give preference to facilities having the attributes below:

If the proposed space is located in a metropolitan area where public transit is available, is the space within a quarter mile of a bus, trolley, Metro, or commuter rail stop?

Yes / No

Does the proposed facility meet the U.S. Green Building Council’s LEED rating system or the United States Environmental Protection Agency/Department of Energy’s “Energy Star” rating?

Yes / No

Is the facility pedestrian and bicycle accessible (sidewalks, ramps, bike racks, etc.)

Yes / No

20. Existing Commercial Leases: Please list any existing leases the landlord currently has with the Commonwealth. Include any properties under related ownership, such as LLCs with different location names.

Other Leases and Locations

21. Deed of Lease Form: It is a requirement that a standard Commonwealth Deed of Lease form be utilized for all Commonwealth lease transactions. A list of Prohibited Lease Terms is provided in Exhibit A to this RFP for review by all Proposers. A sample lease can be provided upon request. Any lease form is subject to review and revision on a continuing basis. Should Tenant and Landlord reach agreeable terms, Tenant shall prepare the lease using the template form as a base for Landlord’s review and signature; followed by Tenant’s approval process and signatures through the Governor’s Office. Substantive revisions to the template lease form may require additional legal review from the Commonwealth and may result in a delay of the lease approval process.

Acknowledge (initial below, typed is acceptable)

22. Assignment and Sublease: Tenant shall have the right to sublet or assign all or part of the premises to any other state agency.

Agree (Y/N)

23. Non-Disturbance: At Tenant’s option prior to the signing of any lease, Tenant may require Landlord to provide Tenant with a non-disturbance agreement acceptable to Tenant from each mortgage, lien or deed of trust holder then in existence, if any.

Agree (Y/N)

24. Recording Memorandum of Lease: Tenant may require the recording of a fully executed memorandum of lease by Landlord and Tenant in the City or County Circuit Court’s Office. The Memorandum of Deed of Lease is (i) exempt from recordation taxes pursuant to §§58.1-811.A.3 and 58.1-811.E of the Code of Virginia, and (ii) the payment of Clerk’s fees pursuant to §§ 17.1-266 and 17.1-279.E of the Code of Virginia. Any recording costs associated in connection with the recordation of the Memorandum of Deed of Lease shall be paid for by the Commonwealth.

Acknowledge (initial below, typed is acceptable)

25. Brokerage Disclosure: JLL’s John Simmons represents the Commonwealth, its agencies and subdivisions as a Tenant representative in leasing transactions. As a licensed real estate broker, JLL or its designated affiliate, provides this disclosure that it may represent more than one party in the subject real estate transaction, specifically landlord and Tenant. If JLL or its designated affiliate, acts as a dual representative, it may not disclose to either party, or such party’s designated representative, any information that has been given to the dual representative by the other party within the confidence and trust of the brokerage relationship, except as otherwise required or permitted by applicable law to be disclosed. The undersigned do hereby acknowledge and consent to the disclosed potential dual representation by JLL or its designated affiliate.

The parties each acknowledge and agree that JLL is representing the Tenant. JLL shall be paid four percent (4%) of the gross revenue of the lease over the initial term by the landlord, which shall be paid 50% at lease execution and 50% upon occupancy.

Acknowledge brokerage disclosure (initial below, typed is acceptable)

Agree to commission structure (Y/N):

Proposal Submitted By:

Name Company:

Phone:

E-Mail:

Signature:

Date:

EXHIBIT A - PROHIBITED LEASE TERMS

Due to the variety of specific Commonwealth laws and/or the doctrine of sovereign immunity, departments, agencies and institutions cannot agree to certain terms commonly found in real estate leases, agreements and contracts. A non-exhaustive list of the most common prohibited terms includes:

7. Any agreement requiring or providing for the payment of any costs, penalties or liquidated damages.

8. Any agreement purporting to grant security interests in property of the Commonwealth of Virginia; and, any agreement providing default provisions that provide for or authorize (1) Landlord to use any self-help remedies, (2) the distress or seizure of property of the Tenant, or (3) the blocking of the right of Tenant’s access to and removal of property and records of the Tenant from the Leased Premises.

9. Any provision prohibiting collection of debt by the Commonwealth of Virginia or any of its agencies under Code of Virginia §58.1-520 et seq (Setoff Debt Collection Act)

10. Any provision that seeks to over-ride, constrain, alter or amend the requirement for appropriation of funds to be paid by the Commonwealth of Virginia or any its agencies, departments or institutions, including any provision seeking to accelerate the payment of any rent or other amounts payable to Landlord without being subject to the requirement for appropriation of funds.

11. Any provision that requires paying rent in advance

12. Any provision that makes the Commonwealth liable for actions of others, including invitees, beyond the Commonwealth’s officers, agents, and employees acting within the scope of their respective roles on behalf of the Commonwealth

13. Any provision that alters a requirement of law that is binding on Commonwealth departments, agencies or institutions.

14. Any provision that precludes recording a memorandum of lease.

15. Any provision that requires the Commonwealth to agree to execute or abide by any future document. Examples are subordination agreements that may be required by the lender, or modifications to the building’s rules and regulations. We can accept such provisions only if our agreement is subject to the approval of the document by the Attorney General’s office at the time such document is made available. No limitations shall be placed on the review or approval by the Attorney General’s office.

16. Any provision that attempts to limit the Commonwealth of Virginia or any of its agencies from complying with the requirements of §18.2-283.2 or similar policies.

Rev 1.2022

Rev. 1.2022 REQUEST FOR PROPOSALS These issues are non-negotiable and any contrary provisions in a lease, contract or agreement are unenforceable against the Commonwealth or its agencies.

EXHIBIT B - Property Data Sheet

Building or Project Name:

Street Address:

City and Zip Code:

City / County of

Tax / Parcel Number

Approximate total square footage of building:

Rentable SF of proposed space:

Usable SF of proposed space:

Pertinent description of the proposed premises to be leased to Tenant (floor #, suite # etc.):

Does current Zoning permit the use proposed in this RFP?

Year of Original Construction:

Describe age/construction of the roof:

Describe age/construction of the HVAC system:

Is this a sublease or unit in a condominium?

Property Owner Information: Provide the legal name of the entity holding title to the property proposed (this is the landlord’s information that transfers to the lease document):

Owner:

Mailing address:

Phone:

FAX #:

Email address:

The following documents are requested as part of the submission of the RFP and may be required during any lease negotiation. Please indicate that they are included as part of this RFP submission.

☐A copy of the existing floor plan or floor plate is included with this Proposal.

☐Current tax assessment of building/land ☐CAD drawings ☐CAD drawings available ☐Copy of deed, operating agreement, corporate resolution and/or other documentation as evidence of the landlord’s authority to execute a lease for this property ☐A marketing flyer for the proposed property ☐Building rules, exclusives, and/or prohibitions EXHIBIT C – Letter of Representation

EXHIBIT D – Programmatic Space Needs

A line-item space program is included in the embedded Excel spreadsheet below. Click the icon to open the file:

EXHIBIT E

GUIDELINES FOR INTERIOR OFFICE TENANT IMPROVEMENTS

This listing is intended to be a general description of the general level of acceptable finishes the Commonwealth of Virginia expects in the build out of leased office space, however, the requirements of the Tenant and Occupant will vary from site to site and specific finishes will be defined in the course of the design of the Tenant Improvements.

ADA Accessibility

· All facilities shall comply with applicable ADA codes and regulations for access and ability to work in a barrier free space.

· Accessible facilities to include parking, building entrance, elevators, toilets and other ancillary spaces as well as tenant office areas.

Environmental

· The building is to be free of friable asbestos, or friable asbestos must be properly abated prior to occupancy. ACM’s must be managed under an appropriate management plan. Certification will be required as part of the lease.

· Only low VOC adhesives, paint and other materials to be used.

· Space to be mold free. Certification of mold free environment may be required.

Ceiling

· Lay-in acoustical 2’ x 2’ or 2’x4’ tiles with suspended grid, with minimum NRC of 0.65.

Lighting

· Modern indirect 2’x2’ or 2’ x 4’ recessed indirect light with narrow 4” perforated center basket LED fixtures with energy efficient lamps (T-8 or better) and electronic ballasts shall be provided. Fixtures shall be capable of producing and maintaining a uniform lighting level of 50-foot candles at working surface height throughout the space. Indirect lighting to be suspended when ceiling height allows.

· Restroom lighting shall be 30 foot candles measured at counter height and 20 foot candles measured at the floor in enclosed corridors.

· Dimmable ballast fluorescent or zoned lights shall be provided for conference/training rooms and reception areas.

· Emergency egress lighting as required by applicable life safety codes shall be provided throughout the entire space.

Walls

· Gypsum wallboard, minimum thickness of 5/8” with studs at a maximum of 24” on center, level 4 finish.

· Acoustical treatment in walls for all conference/meeting/training rooms, e.g. 3 ½” sound attenuation batt insulation.

· Walls to be finished with primer and two finish coats of paint.

· Movable Partition in training/conference room to be manually operated panels with 49/50 STC sound rating, vinyl finish over a steel face, manual floor seals and lever closure.

Windows

1. 1” wide, metal blade mini blinds shall be provided and installed.

Doors

· Flush solid wood core.

· Minimum 3’-0” wide x 7’ high.

· ADA compliant lever hardware.

· Locks and closers provided as required in compliance with ADA and as required by Tenant.

· Automatic assist on building and/or suite entry doors as required by ADA code.

Floor

· Finished floor to be 1/4” over 10 feet level and clean, ready to receive carpet or resilient flooring.

Carpet

· Branded 100% nylon with minimum density of 6,000.

· Minimum face weight for carpet tiles to be 20 oz. per sq. yd.

· Minimum face weight for broadloom products to be 26 oz. per sq. yd.

Resilient Flooring Acceptable:

· If Vinyl Composition tile is specified/used – 12” x 12”, Armstrong, Tarkett, or equal.

· If Ceramic Tile is specified/used – thinset in 12” x 12” Crossville or equal.

Vinyl Base

· Shall be 1/8” gauge x 4” high, cove profile in longest lengths possible, continuous roll preferred.

Casework

· To meet A.W.I. Standard for custom grade.

· High pressure plastic laminate on all exposed surfaces.

· To be designed and constructed to meet ADA codes.

· Solid surface countertops on all toilets having multiple fixtures.

· Storage shelving as required by Tenant.

Electrical Power

· 7.5 watt per square foot.

· Clean source power available, free of distortion and harmonics.

· Core drills as needed for tenant systems furniture layout.

Sprinkler System

· Certified, compliant, fully operational sprinkler system to be provided to meet local building codes.

HVAC System

· Must provide a temperature throughout the leased Premises of not less than 68º F nor more than 74º F year round, during regular business hours of the Occupants, with a minimum of 20% relative humidity when heat is being provided and with a maximum of 60% relative humidity when air conditioning is being provided.

· Provide terminal device every 1,200 square feet.

· Fresh air exchange rates and CO2 levels shall comply with Ventilation Standard for Virginia MEP code 62.1, 2007.

White Noise System

· White noise masking system if specified by Tenant or architect.

Coffee Breakroom

· One coffee bar per floor

· Water lines for supply and drainage.

· Casework and power for appliances. Appliances to include toaster, microwave, refrigerator, icemaker.

Exhaust System

· Required for all toilet facilities.

Drinking Fountains

· The Lessor shall provide a minimum of one (1) chilled water drinking ADA Compliant fountain on each floor. Travel from any part of the leased space to this water fountain must not exceed 150 feet.

High Density Filing

· Live floor load shall be sufficient to accommodate modern high density filing system in specified locations.

Building Vending Area

· Water lines for supply and drainage.

· Dedicated/separate electrical circuits for appliances and vending as required.

· Supplemental cooling if required.

Cabling/Telecommunications/Electrical

· Accessible and appropriately sized conduit from the demark location to all occupied floors.

· Core drills as needed to accommodate tenant’s systems furniture layout.

· 1” conduit within the premises.

Server Room

· VCT or raised floor if required.

· Full height insulated walls.

· Supplemental (mini-split) HVAC system if required.

· Separate electrical panel with an emergency shut off button within the server room.

Security

· Card reader access system with electric strikes as identified on Tenant’s space.

· Controlled access into specified areas, if required.

· Security glass as required by Tenant in reception area.

image1.png image2.emf

VSP Salem PSN 06.06.24 Pre-work

Pre-work before Survey

Pre-1. Interactions provided in this location: Please indicate the extent to which the interactions are provided at this location.

Interaction None Minimal Moderate Extensive

Face to Face with other governments, departments or agencies

Face to Face with the public

Office Processing

Training Facility

Warehouse / Assemble

Pre-2. Existing Staff: Please indicate the following for all positions that physically occupy space in support of delivering the program services from this location.

Note: to add more rows to a table, click on a cell in the bottom row and press/release "Alt", then"I", then "R".

Position Title # of people in the position Does this position Supervise Staff? (Y/N)

Andrea Shook: Andrea Shook:

What does this answer indicate from a space planning perspective? % of time at the location Comments Status

Agency or Department Director 0 Yes 100%

Agency Leadership 0 Yes 100%

Assistant Department Director 0 Yes 50%

Assistant Manager 0 Yes 100%

Office Manager 0 Yes 90%

Professional Staff Supervisor 0 Yes 100%

Professional Staff 0 No 100%

Support Admin Supervisor 0 Yes 100%

Receptionist 0 No 100%

Support Administration 0 No 100%

Contractor 0 No 100%

Auditor 0 No 50%

Field Agent 0 No 50%

Floating Staff 0 No 50%

Intern / Volunteer 0 No 50%

Staff in office less than 50% (not already accounted for) 0 No 40%

Visiting staff member 0 No 20%

Community Partners 0 Yes 5%

Clients/Constituents/Non Staff Visitors 0 yes 5%

Other 0 no 5%

Pre-3. What is the largest number of visitors that this office has at one time?

Pre-4. Can you use any facilities outside of your leased space to support infrequent large gatherings?

Questionaire

QUESTIONNAIRE

Agency Information

Agency: DGS

Program / Division: DRES

Location Description

Location Address:

City / State / Zip:

Contact Information

Requestor:

Title:

Phone Number:

E-mail Address:

Please refer to the pre-work before this survey

1. Please provide a brief description of the service provided and delivered from this location.

2. What components of the workplace support the success of the business?

3. What are the objectives for the physical work place environment in support of your employees?

4. What are your objectives for the physical work plan environment in support of delivering services to your constituents / customers?

5. Are there needs or changes that you foresee for the future for your program that will have a significant impact on space requirement?

6a. What is the largest number of visitors that this office has at one time?

6b. How often do these peak instances occur? Daily, Quarterly, Monthly, Weekly, Yearly?

6c. Can you use any facilities outside of your leased space to support infrequent large gatherings?

7. What geographic area does this location support?

8a. Whis is your 10 year plan? How do you see headcount trends through the life of the lease. i.e. increase or reduction, teleworking, program expiration or contraction.

8b. Anticipated Future Staff: For future years, please provide the best estimate of additional number of personnel the program at this location may need by position.

Space allocated to personnel # additional by 2020 # additional by 2025

Office 1 1

Open Work Station 0 1

Touchdown for occupying less than 50% 1 2

9. What specialty, non standard spaces are being requested? Ie.e. examination room, emloyee restrooms for public facing offices, etc.

Space Type Quantity Request Should the size of the space be included on the table?

Standard Space How do these number factor into space calculator?

Office

Workstation

Small Conference Room

Large Conference Room

Reception

Copy Room

Kitchen / Breakroom

Storage Room

Server Room

Restroom

Specialty / Non-Standard Space

Examination Room

Employee Restroom

Interview Room

Lactation Room

Other:

10. Does the current space provide for an effective and efficient delivery of program services at this location?

If yes, what characteristics of the existing space promote the delivery of services?

If no, what space characteristics of the existing space constrain the delivery of services?

11. Files: Please describe the file storage arrangement in your current location.

12. Are there any file storage concerns or issues?

13. What can you do to reduce filing? What is your time table to scan/digitize your filing?

15.Equipment: please list and describe any basic office equipment or specialized equipment in use at this location. Remove

Equipment Type Quantity Comments

Copier (freestanding)

Plan/Flat File

Lateral File

Vertical File (letter)

Vertical File (legal)

14. Parking:

Boat, Police Vehicles, Service Vans, Trailers

Quantity Additional ADA Parking Need

How Many Staff drive their own car to work every day? 8 EV Charging station, Bike Rack

How many fleet vehicles are assigned to this location? 3 Commuter Space?

How many handicapped spaces above code are required?

15a. Desribe any specialty parking requirements, i.e. Boats, police vehicles, service van, trailers, etc.

15b. Describe any special requests for EV charging stations, bike racks, commuter preferred parking, etc.

16. Please offer any additional comments with regard to the space needs required to deliver the programs or services.

Face to face with other government agencies

Face to Face with the public

Office Proccessing

Training

Warehouse/Assembly

Face to face with other government agencies

Face to face with other government agencies

Face to face with other government agencies

Face to face with other government agencies

Summary- Sign

SUMMARY OF PROGRAM SPACE NEEDS

Agency: Virginia State Police

Program / Division: Division 6 HQ

Location Salem / Roanoke

TX #: 4189

Total FTE 118

Circulation @ Core @ Est. Yrly Rent Cost @

Space Need SF USF Per FTE 40% 15% Total Planned SF %

Space Category

Personnel 7,380 63 2,952 1,550 11,882 24.46% $ -

Support 6,054 51 2,422 1,271 9,747 20.07% $ -

Special 16,735 142 6,694 3,514 26,943 55.47% $ -

Net Program Area 30,169 256 12,068 6,335 48,572 Total Planned SF $ -

Total Net Program Area per FTE excluding Circulation & Core 256

Must be below 190 USF/FTE unless approved by DRES Management 114

Total Planned Area per FTE 412

RFP SF (Net Program + Circulation) 42,237

DRES Approval

Printed Name Paul McClellan

Title Transaction Manager

Signature Date

CERTIFICATION OF SPACE NEEDS AND FUNDING

Pursuant to §4-5.07 of the current Appropriation Act, I am authorized to certify that the proposed acquisition of 48,572 square feet of Program Area of leased office space is within the Space Planning Guidelines approved by the Governor, that the space is for a program approved and fully funded by the Appropriation Act and that no other State owned or leased space controlled by this agency can be made available for the program. I also certify that the information provided to DRES in preparation of the Program Space Needs is valid, and I approve the actions necessary to complete the lease request for a proposed lease term of 5 years or 10 years.

CLIENT AGENCY APPROVAL Agency Budget

$ 1,728,000.00

Printed Name

Title

Signature Date

&8&F &A &8&D &T

Definition

Column1 Definition Column2

Term BOMA GSA

Usable Area The actual occupiable area of a floor or tenant Spaces that can be a assigned to a specific occupant

Circulation The minimum, necessary path required (based on architectural features, local codes and other requirements) on a multi-occupant floor for access and egress. The areas on a floor necessary for access to egress stairs, elevator lobbies, public toilets, refuse area, building lobbies, and entrances.

Rentable Area The tenant's USABLE AREA and it's proportionate share of FLOOR COMMON AREA and BUILDING COMMON AREA. The total amount of space an occupant can occupy or use within a building and the respective share of common area related to the usable area

Boat, Police Vehicles, Service Vans, Trailers

Additional ADA Parking Need

EV Charging station, Bike Rack

Commuter Space?

Positions

NOTE: LOCKED SHEET. DO NOT CHANGE INPUTS

Position SF Type

[Select Dropdown] 0

Agy Director, GA confirmed 180 Closed

Agy Director, Appointed 120 Closed

Asst. Director 100 Closed

Confidential 100 Closed

Pro Staff Supervisor 48 Open

Pro Staff 48 Open

Admin. Supervisor 48 Open

Admin. Staff 48 Open

Contractor/Auditor 36 Open

Field / Floating / Hotel 36 Open

Volunteer or Intern 36 Open

Restroom 64

15.0%

5.0%

0.0%

&A &8&D

PSN Summary

PSN Summary Agency: Virginia State Police 6/6/24

PSN 1 PSN 2 PSN 3 PSN 4 PSN 5 PSN 6 Total

Division: GIS, IFP, DDU, AT DES CID Internal Affairs SIPD BFO

Personnel

FTEs: 36 12 6 4 28 45 131

# of Workspaces: 36 12 6 4 28 45 131

# of Private Offices: 6 4 - 0 4 1 6 21

# of Workstations: 30 8 6 - 0 27 39 110

Space Need SF (USF):

Total Personnel SF: 2,040 784 288 400 1,396 2,472 7,380

Support Area SF: 794 281 253 250 635 3,841 6,054

Special Area SF: 6,569 216 120 220 3,780 5,830 16,735

Net Program Area: 9,403 1,281 661 870 5,811 12,143 30,169

Summary Areas:

Net + Circulation SF: 13,164 1,793 925 1,218 8,135 17,000 42,237

Net + Circulation + Core SF: 14,575 1,986 1,025 1,349 9,007 18,822 46,762

Parking Spaces: 37 5 2 3 23 48 118

PSN - 1

Program Space Needs (PSN)

Instructions: Yellow cells indicate manual customer inputs. Orange indicates drop down fields. Agency: Virginia State Police

Date: 6/6/24 Program Division: GIS, IFP, DDU, AT

TX: 4189 Location: Salem / Roanoke

Personnel:

# Position Title Position Type # people in this position Total # of workspaces (seats) needed # FTE # of private offices # workstations SF allowed for each Notes Max. SF Allowed

1 Captain Confidential 1 1 1 1 - 0 100 Captain (Neccesitates a private office for conducting confidential meetings, case management, performance management, and confidential working files) 100

2 Lieutenant Confidential 1 1 1 1 - 0 100 Lieutenant (Neccesitates a private office for conducting confidential meetings, case management, performance management, and confidential working files) 100

3 First Sergeant (ASAC) Confidential 3 3 3 3 - 0 100 First Sergeant (ASAC) (Neccesitates a private office for conducting confidential meetings, case management, performance management, and confidential working files) 300

4 Executive Secretary Confidential 1 1 1 1 - 0 100 Executive Secretary (Neccesitates a private office due to storage of confidential personnel/working files) 100

5 Office Service Specialist Pro Staff Supervisor 1 1 1 - 0 1 48 Office Service Specialst 48

6 GIS Special Agent Pro Staff 18 18 18 - 0 18 48 GIS Special Agent 864

7 IFP / DDU Pro Staff 8 8 8 - 0 8 48 IFP/DDU 384

8 IFP Analyst Pro Staff 1 1 1 - 0 1 48 IFP Analyst 48

9 IFP Analyst / AdminAssistant Admin. Staff 1 1 1 - 0 1 48 IFP Analyst/Admin. Asst. 48

10 Polygraph Quality Control / Supervisor Pro Staff 1 1 1 - 0 1 48 48

11 [Select Dropdown] - 0 - 0 - 0 0 - 0

12 [Select Dropdown] - 0 - 0 - 0 0 - 0

13 [Select Dropdown] - 0 - 0 - 0 0 - 0

14 [Select Dropdown] - 0 - 0 - 0 0 - 0

15 [Select Dropdown] - 0 - 0 - 0 0 - 0

16 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

17 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

18 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

19 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

20 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

21 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

22 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

23 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

24 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

25 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

26 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

Subtotals 36 36 36 6 30 2,040

Support Special Space

# Room Type Description (If Applicable) # of Support & Special Spaces SF allowed for each Type of Space Room Capacity (visitors / chairs) SF / Calculation Notes Max. SF Allowed

27 Break Area 1 188 Support [Cumulative break area allowed is calculated, can be divided into multiple spaces as appropriate (one per floor etc); fully automatic] 188

28 Huddle Room/Interview Room 3 120 Support [# of rooms is calculated; 1 for every 10 workstations; fully automatic] 360

29 Phone Room 1 36 Support [# of rooms is calculated; 1 for every 20 workstations; fully automatic] 36

30 Work Room (copier, scanner, printer, etc.) 1 100 Support [room size is calculated; 100sf plus 50sf for each additional 50 staff; fully automatic] 100

31 Storage Room 1 110 Support [room size is calculated; 50sf plus 10sf for each additional 5 staff; fully automatic] 110

32 Reception Room, Waiting Room or Lobby 1 120 Special [room size is calculated; 120sf plus 10sf for each additional visitor; specify # of visitors] 120

33 Conference Room Type 1 Large Meeting Room - Assumed 30 max. For multi-jurisdictional meetings, criminal enforcement planning,operational/safety briefings, colab meetings and stakeholders, furnished w/ 1 large table. 1 550 Special 30 [room size is calculated; specify room capacity and number of rooms with that capacity] 550

34 Conference Room Type 2 0 0 Special [room size is calculated; specify room capacity and number of rooms with that capacity] - 0

35 Conference Room Type 3 0 0 Special [room size is calculated; specify room capacity and number of rooms with that capacity] - 0

36 Restroom/Toilet 0 64 Special ADA compliant w/ changing table - 0

37 Bomb / Arson Storage Bomb / Arson Storage Area (Storage area needed to store bomb/arson related equipment and supplies) 1 144 Special 144

38 Polygraph Rooms 2 120 Special 240

39 Polygraph Observation Room 2 140 Special 280

40 Rapid ANDE DNA Room Rapid ANDE DNA Room (Space for two techs. Equipment storage. Rapid DNA Supports 3 Divisions, 2 refrigerators, DNA Machines)) 1 300 Special 300

41 War Rooms War Rooms (For Major BCI Cases. These are highly secure and allow SA to leave case evidence in the room to piece together crimes. Card Reader Acces req.) 4 150 Special 600

42 Forensic Technician Work Room Forensic Technician Work Room (Needed for review of physical evidence, photographs, case work, etc.) 2 75 Special 150

43 BCI Filing Area BCI Filing Area (excluding files in individual's workareas) To accommodate 18 lateral files x 10 sf each = 180 sf in one room.) 1 180 Special 180

44 Printer Room Printer/copier/scanner (BFO/BCI/Auto theft, Insurance Fraud, & Diversion) 3 75 Special 225

45 Nibin Room Nibin Examination Room (one room for four techs/NIBIN Computer equipment storage. NIBIN supports 3 VSP divisions.) 1 400 Special 400

46 Nibin Shoot Room 1 160 Special 160

47 Nibin Firearms Storage 1 240 Special 240

48 Auto Theft Storage Room 1 100 Special 100

49 Private Hard Interview Rooms 3 100 Special 300

50 Private Soft Interview Room 1 100 Special 100

51 GIS / sipd Evidence Room 1 1280 Special 1,280

52 DES / SIPD Evidence Room 1 600 Special 600

53 Shared Evidene Processing Room 1 600 Special 600

54 0 0 Special - 0

55 0 0 Special - 0

56 0 0 Special - 0

57 0 0 Special - 0

58 0 0 Special - 0

59 0 0 Special - 0

60 0 0 Special - 0

61 0 0 Special - 0

62 0 0 Special - 0

63 0 0 Special - 0

64 0 0 Special - 0

Subtotals 36 7,363

Parking: Net Program Area

Typical Parking for Office Use (adjust to municipality / space type): 4.00 (per 1,000 SF) Total Personnel USF: 2,040

Total Usable SF: 9,403 Total Support USF: 794

Total Typical Parking: 37 Total Special USF: 6,569

Additional Customer Required Parking Spaces: 0 NET PROGRAM AREA (USF): 9,403 9,403

Total Required Parking: 37

40.0% Circulation Factor 3,761

15.0% Core Factor 1,410

NET + CIRCULATION 13,164

NET + CIRCULATION + CORE 14,575

Usable SF per FTE must be below 190 unless approved by DRES Management 78.72 tc={F08A5A55-1FF4-4692-A6F6-21FA7743E9C6}: [Threaded comment]

Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924

Comment:

How does DRES measure USF per SF? Calculations in sheets are not consistent.

&A &8&D

PSN - 2

Program Space Needs (PSN)

Instructions: Yellow cells indicate manual customer inputs. Orange indicates drop down fields. Agency: Virginia State Police

Date: 6/6/24 Program Division: DES

TX: 4189 Location: Salem

Personnel:

# Position Title Position Type # people in this position Total # of workspaces (seats) needed # FTE # of private offices # workstations SF allowed for each Notes Max. SF Allowed

1 Lieutenant Confidential 2 2 2 2 - 0 100 Lieutenant (Neccesitates a private office for conducting confidential meetings, case management, performance management, and confidential working files) 200

2 First Sergeant (ASAC) Confidential 2 2 2 2 - 0 100 First Sergeant (ASAC) (Neccesitates a private office for conducting confidential meetings, case management, performance management, and confidential working files) 200

3 Executive Secretary Admin. Staff 1 1 1 - 0 1 48 Executive Secretary 48

4 DES Special Agent Pro Staff 7 7 7 - 0 7 48 DES Special Agent 40% in office) 336

5 [Select Dropdown] - 0 - 0 - 0 0 - 0

6 [Select Dropdown] - 0 - 0 - 0 0 - 0

7 [Select Dropdown] - 0 - 0 - 0 0 - 0

8 [Select Dropdown] - 0 - 0 - 0 0 - 0

9 [Select Dropdown] - 0 - 0 - 0 0 - 0

10 [Select Dropdown] - 0 - 0 - 0 0 - 0

11 [Select Dropdown] - 0 - 0 - 0 0 - 0

12 [Select Dropdown] - 0 - 0 - 0 0 - 0

13 [Select Dropdown] - 0 - 0 - 0 0 - 0

14 [Select Dropdown] - 0 - 0 - 0 0 - 0

15 [Select Dropdown] - 0 - 0 - 0 0 - 0

16 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

17 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

18 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

19 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

20 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

21 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

22 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

23 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

24 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

25 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

26 [Select Dropdown] 0 0 - 0 - 0 - 0 0 - 0

Subtotals 12 12 12 4 8 784

Support Special Space

# Room Type Description (If Applicable) # of Support & Special Spaces SF allowed for each Type of Space Room Capacity (visitors / chairs) SF / Calculation Notes Max. SF Allowed

27 Break Area 1 121 Support [Cumulative break area allowed is calculated, can be divided into multiple spaces as appropriate (one per floor etc); fully automatic] 121

28 Huddle Room/Interview Room 0 120 Support [# of rooms is calculated; 1 for every 10 workstations; fully automatic] - 0

29 Phone Room 0 36 Support [# of rooms is calculated; 1 for every 20 workstations; fully automatic] - 0

30 Work Room (copier, scanner, printer, etc.) 1 100 Support [room size is calculated; 100sf plus 50sf for each additional 50 staff; fully automatic] 100

31 Storage Room 1 60 Support [room size is calculated; 50sf plus 10sf for each additional 5 staff; fully automatic] 60

32 Reception Room, Waiting Room or Lobby 1 120 Special [room size is calculated; 120sf plus 10sf for each additional visitor; specify # of visitors] 120

33 Conference Room Type 1 1 0 Special [room size is calculated; specify room capacity and number of rooms with that capacity] - 0

34 Conference Room Type 2 0 0 Special [room size is calculated; specify room capacity and number of rooms with that capacity] - 0

35 Conference Room Type 3 0 0 Special [room size is calculated; specify room capacity and number of rooms with that capacity] - 0

36 Restroom/Toilet 0 64…