Request for Proposal Leasing of Office Space

Transcription

1 Request fr Prpsal Leasing f Office Space

2 I. GENERAL INFORMATION A. PURPOSE Pasc-Hernand Wrkfrce Bard, Inc. (PHWB) is requesting prpsals fr ffice space in eastern Pasc Cunty t serve as the agency s One Stp lcatin. Pasc-Hernand Wrkfrce Bard, Inc. is a nt-fr-prfit rganizatin that serves Pasc and Hernand cunties by administering lcal wrkfrce develpment and welfare refrm prgrams as part f the State f Flrida and the Federal Gvernment's initiatives. The preferred lcatin shall be n the eastern side f Pasc Cunty and have access t public transprtatin, if pssible. All lcatins within eastern Pasc Cunty will be cnsidered. Office space must cnfrm t nrmal gvernment ffice space requirements, including the Americans with Disabilities Act f 1990, as amended. PHWB s targeted ccupancy f the selected site is April 01, B. WHO MAY RESPOND Respndents must be the wner f the facility r the wner s authrized representative having authrity t act n behalf f the wner and able t prvide a facility that meets the requirements f this Request fr Prpsal (RFP). C. TECHNICAL ASSISTANCE Technical assistance will be prvided thrugh a written questin and answer frmat. Ptential respndents will have until 12:00 p.m. n Octber 29, 2013 t submit questins in writing, by , t bgause@careercentral.jbs. Answers will be psted n the website, and available t all entities within three (3) business days f receiving the questin. PHWB reserves the right t decline a respnse t any questin if, in PHWB s assessment, the infrmatin cannt be shared with all ptential bidders in a timely manner. D. INSTRUCTIONS ON PROPOSAL SUBMISSION Intent t Respnd It is preferred that ptential Offerrs ntify by Friday, Octber 18, 2013, via t bgause@careercentral.jbs, f their intent t submit an ffer and identify the prperty address.

3 Clsing Submissin Date Either ne (1) electrnic cpy r ne (1) riginal hard cpy and three (3) additinal hard cpies f the prpsal must be submitted n later than 5:00 p.m. n Mnday, Nvember 4, Prpsals and/r mdificatins received after that date will nt be cnsidered. Cnditins f Prpsal All csts incurred in the preparatin f a prpsal respnding t this RFP will be the respnsibility f the Offerr and will nt be reimbursed. Instructins t Prspective Cntractrs Inquiries and prpsals shuld be addressed as fllws: Name: Brenda Gause Title: Directr f Operatins Address: 3185 Premier Drive Brksville, FL Phne: (352) Fax: (352) bgause@careercentral.jbs Inquiries and prpsals submitted via shuld reference RFP fr Leasing f Office Space in the subject line. Shuld Offerr pt t submit hard cpies f a prpsal, it is imprtant that RFP fr Leasing f Office Space is clearly marked in the lwer left hand crner f the envelpe. It is the respnsibility f the Offerr t ensure that the prpsal is received by PHWB by the date and time specified abve. Right t Reject PHWB reserves the right t reject any and all prpsals received in respnse t this RFP. An agreement fr the accepted prpsal will be based upn the factrs described in this RFP. Small and/r Minrity-Owned Businesses Effrts will be made by PHWB t utilize small business and minrity-wned business. Ntificatin f Award It is expected that ntificatin f award will be made by Mnday, Nvember 25, 2013.

4 E. GENERAL REQUIREMENTS PHWB is seeking ffice space f apprximately 2,500 t 4,500 square feet t serve as the agency s One Stp lcatin in eastern Pasc Cunty. Office space must cnfrm t nrmal gvernment ffice space requirements, including the Americans with Disabilities Act f 1990, as amended. See Sectin VII belw fr Accessibility Requirements. The preferred lcatin shall be n the eastern side f Pasc Cunty and have access t public transprtatin, if pssible. Other lcatins within eastern Pasc Cunty will be cnsidered. PHWB requests t ccupy the facility beginning April 01, 2014 with a preferred lease agreement f ne (1) year with the ptin t renew fr tw (2) additinal ne-year perids. The final agreed upn ccupancy date is negtiable; hwever, ccupancy must be pssible n later than April 15, Therefre, Offerr must indicate ability t meet tenancy f April 01, 2014 r specify the earliest date f ptential ccupancy. II. SPECIFICATIONS A. SCOPE The leased facility requirements include: Centralized clerical and peratinal supprt area t accmmdate high vlume multi-functin machines; Designated access t a cnference rm that can accmmdate meetings and trainings fr peple is preferred, but access t cnference rm space shared with ther tenants will be cnsidered; Fifteen (15) t twenty (20) individual ffices r a cmbinatin f private ffices and cubicle wrkstatins that can accmmdate up t 20 staff members; On-site strage area; Lcal Area Netwrk (LAN) cabling fr persnal cmputers and multi-functin machines, and designated LAN rm fr netwrk server; Electrical systems with adequate utlets t supprt a truble-free envirnment fr individual ffice wrkstatins and high-vlume, multi-functin machines; Telephne prts with lines t supprt a truble-free envirnment fr a multi-user telephne system; Heating, air cnditining, and ventilatin systems that prvide superir air quality and mvement; Access t parking t accmmdate at least sixty (60) vehicles fr PHWB staff and guests; Maintenance, including custdial requirements (e.g., janitrial; maintenance; repairs, water and sewer services; real prperty taxes and levies; and the landscaping and mwing f grunds);

5 Access t public transprtatin preferred ADA cmpliant B. PRICE In cnsideratin f all the requirements cntained herein, the ttal mnthly rental price must be at r belw market value. The price details must als disclse a plan, basis, and schedule fr rent increases. Details fr calculatin f charges fr cmmn area maintenance (CAM) must als be detailed and included, if applicable. C. LEASEHOLDER The Lessee will enter int a lease fr ffice space upn selectin f the facility based n the review f prpsals. PHWB will be the sle leasehlder. PHWB will have the right t sublease a prtin f the leased space with the apprval f the Lessr. D. CONFIDENTIALITY PHWB must cmply with 2008 Flrida Statutes and may be requested and required t release infrmatin frm prpsals received in respnse t this RFP. III. OFFEROR S QUALIFICATIONS Please use this frmat as the utline fr yur RFP respnse. IV. PROPOSAL FORMAT Yur prpsal shuld be cncise, specific, and cmplete and shuld demnstrate a thrugh understanding f the minimum requirements. Unnecessarily elabrate brchures r ther presentatins beynd thse sufficient t present a cmplete ffer are nt desired. Legibility, clarity, and cmpleteness are much mre imprtant. Yur prpsal must be signed by an fficial authrized t bind yur firm cntractually and must be accmpanied by a statement t the effect that yur ffer is firm fr a perid f nt less than 60 calendar days after the clsing date fr receipt f ffers. V. FACILITY QUALIFICATIONS The Offerr, in its prpsal, shall, at a minimum address the fllwing technical qualificatins: Parameters Requirement

6 Facility Descriptin Facility Occupancy Timeline Facility Occupants Facility Lcatin Facility Square Ftage General Layut Describe whether this is a(n): wned building ready fr ccupancy; wned building requiring retrfit; facility that will be built t ccupant specificatins Prvide details n the timeline fr ccupancy. April 01, 2014 is the target ccupancy date. If April 01, 2014 is nt feasible, specify the earliest time that the facility wuld be available fr ccupancy. Occupancy must be pssible n later than April 15, Certify that the building will be cmpliant with all agreed upn requirements by the date specified by Offerr. Explain if rental wuld invlve a whle r part f the prpsed building. If part, identify the existing r ptential ccupants that may rent the remainder f the space, as well as the shared use f cmmn areas in the facility. Describe the exact lcatin (cmplete) address. Prvide a layut shwing 2,500 t 4,500 square feet. Additinal space shuld be shwn separately, if applicable. Please prvide the ptential, r lack theref, fr the ptin f the future develpment (i.e., increase in square ftage) f prperty shuld the need arise. Describe the square ftage and layut available t accmmdate a wrk envirnment fr at least fifteen (15) t twenty (20) staff, which shall include at a minimum: Receptin area. Indicate if receptin area is designated space r shared with ther building tenants. Centralized clerical and peratinal supprt area t accmmdate high vlume multi-functin machines. Fifteen (15) t twenty (20) individual ffices r a cmbinatin f private ffices and cubicle wrkstatins that can accmmdate up t twenty (20) staff members. Prefer designated access t a cnference rm that can accmmdate meetings and trainings fr twenty-five t thirty-five (25-35) peple. Will cnsider access t cnference rm space shared with ther tenants. If cnference rm is shared with ther building tenants, specify scheduling parameters. On-site strage area fr supplies and wrk files. VI. EVALUATION CRITERIA

7 A. All ffers must meet the requirements as set frth in the request fr prpsal. B. In additin, the fllwing criteria will be numerically weighted and scred as part f the evaluatin: Price (35 Pints) Using criteria listed belw, a cmpetitive range will be established. Fr thse ffers remaining in the cmpetitive range after the technical evaluatin, the ttal prpsed price fr the term f ne (1) year and the tw (2) annual ptin perids fr the minimum amunt f ffice space and the ptinal ffice space will be weighted and scred. The lwest ttal price fr an therwise acceptable technical ffer will receive the maximum pints fr this criterin. The remaining ffers will receive a percentage f the available pints based upn the rati f the ttal price f the lwest ffered price t the ttal price f the respective ffer being ranked. The Cmpany may select the lw evaluated ffer r may cntinue with additinal negtiatins and a request fr final revised ffers. Lcatin (30 Pints) Lcatin f the facility is within the specified areas Technical Apprach (20 pints) Apprach t meeting the fllwing cncepts which are t be incrprated int the facility design: Individual building functinality and respnsiveness t the requirements including technical and perfrmance specificatins and design cnsideratins t prvide an aesthetically pleasing interir and exterir appearance. Quality f materials fr finished surfaces which will result in lw maintenance. The prpsed facility will be assessed as t its functinality as Class A ffice space and effective space cnducive fr multiprgram research and develpment. Type f cnstructin and efficiency f the arrangement prpsed fr ffice space. Apprach and plans fr parking with effective site ingress and egress. Plans fr mechanical and electrical systems which are energy efficient. Schedule fr Occupancy (15 pints) Are all phases f the schedule fr preparing the facility fr ccupancy included in the ffer? Is the prpsed schedule credible and realistic?

8 Des the cntractr/develper exhibit adequate evidence f his/her ability t meet the prpsed schedule? Is this the best pssible schedule in days frm executin f the lease agreement? Occupancy f ffice space is requested by April 01, We reserve the right t slicit frm any available surces relevant infrmatin cncerning yur business peratins and t use this infrmatin in evaluatin and selectin. VII. Accessibility and Alteratins A. The leased Premises must meet at the time f ccupancy, r will cnfrm t, r will be brught int cnfrmance with within 180 days f lease executin, the requirements f the 2012 Flrida Accessibility Cde fr Building Cnstructin ( FACBC ), 2010 ADA Standards, American With Disabilities Accessibility Implementatin Act, Sectin , Flrida Statutes. The Cde f Federal Regulatins, Department f Justice, Title 28, Part 35 and Part 36, and the Department f Transprtatin Title 49, Part 37 and the requirements f Flrida Building cdes have all been incrprated within FACBC. B. The Flrida Building Cdes includes and requires the fllwing subparts, which are applicable t ccupied r public use leases: Chapter 1, Sectin all new and altered public building and facilities, private buildings and facilities, places f public accmmdatin and cmmercial facilities subject t this cde shall cmply with the cde. Chapter 1, Sectin this cde established standards fr accessibility t a place f public accmmdatin and cmmercial facilities by individuals with disabilities. This cde shall als apply t state and lcal gvernment (wned and leased) facilities pursuant t Sectin , Flrida Statutes. It is t be applied during the design and cnstructin, and during any alteratin t such building and facilities as required by the cde. C. Lessee shall have the right t make any alteratins in and t the Premises during the term f this Lease upn first having btained written cnsent f Lessr. Lessr shall nt unreasnably withhld the cnsent t any such alteratins. VIII. Terminatin f Lease Frm the funds in Specific Apprpriatins apprved by the Flrida legislature annually, n federal r state funds shall be used t pay fr space being leased by a Reginal Wrkfrce Bard, Wrkfrce Flrida, Inc., r the Department f Ecnmic Opprtunity if it has been determined by whichever entity is the lessee that there is n lnger a need fr the leased space. All leases, and perfrmance and bligatins under the leases, are subject t and cntingent upn an annual apprpriatin by the Flrida

9 Legislature. In the event that such annual apprpriatin des nt ccur, r in the alternative, there is either a reductin in funding frm the prir Annual apprpriatin r the entity which is the lessee determines that the annual apprpriatin is insufficient t meet the requirements f the leases, then the lessee has the right t terminate the lease upn written ntice by the lessee and the lessee shall have n further bligatins under the cntracts.