DEPARTMENT OF MANAGEMENT SERVICES Real Estate Development and Management. TITLE: Use of DMS-managed Facilities REDM

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1 DEPARTMENT OF MANAGEMENT SERVICES Real Estate Development and Management TITLE: EFFECTIVE: November 14, 2008 REVISED: March 30, 2017 POLICY NUMBER REDM PURPOSE To provide guidelines related to the availability and use of Department of Management Services (DMS)-managed facilities by individuals and organizations providing training, education and wellness to state employees. These guidelines address use during both normal business hours and after normal business hours. These guidelines consider the activity type, the condition of the facility to accommodate the activity, clean-up, financial responsibility, liability, security of the facility, and after normal business hours access requirements. SCOPE This policy is applicable to all DMS-managed facilities, agency tenants, state employees and providers of DMS-approved services and programs benefiting state employees. AUTHORITY Sections and , Florida Statutes Chapter 60H-6, Florida Administrative Code DISTRIBUTION The following individuals should be notified of this policy Method of notification Executive leadership Director of Administration meetings DMS facility managers DMS employees Page 1 of 5 DMS Policy No. REDM

2 Agency leasing liaisons POLICY Request for Use Request for use of DMS-managed facility can be made three ways: 1. Submit online reservation request at nd_management/facilities_management/capitol_complex_events 2. Call the Division of Real Estate Development & Management at (850) Send the required information to: Florida Department of Management Services Division of Real Estate Development and Management 4050 Esplanade Way, Suite 315 Tallahassee, Florida All requests for use of DMS-managed facilities must provide: Contact information for the activity provider and agency reserving the space: phone numbers, street address and A description of the requested space including the facility name and room number(s) Dates and times requested including beginning and ending times A description of the activities planned to take place in the requested space When authorized, the space is granted on a first-come, first-served basis. Unauthorized access to non-assigned areas or exceeding the permitted scope of activities/use in assigned areas is prohibited. Normal Business Hours Request If the requested space is in a DMS coordinated area of a facility, direct the request for use of space to the resident DMS facility manager by submitting an Application for Use of State Property. For use of space in an area of a facility not coordinated by DMS, the request shall be directed to the leasing liaison for the state agency that is leasing the requested space. After Normal Business Hours Request Make all after normal business hours requests on the After Hours Use of DMS- Managed Facilities form. We must receive requests at least 48 business hours prior to the requested time and date. Page 2 of 5 DMS Policy No. REDM

3 After Normal Business Hours Approved Activity Types Only governmental and/or non-profit activities approved by the director of the Division of Real Estate Development and Management or designee are allowed in DMS-managed facilities after normal business hours. Advance approval is required for each requested activity. The Director or designee denies the request if the space and condition of the facility will not accommodate the requested activity. DMS reserves full discretion in reviewing requests. Generally accepted activities include but are not limited to: wellness programs that meet the standards and criteria established by the Florida State Employee Wellness Council (s (13), Florida Statutes) for Nutrition - and health-related education fire safety and security training implementing s (4), Florida Statutes and activities delivered by state agency, which are also provided as a public service Exception to the non-profit activity requirement includes: retirement related services identified and approved under the Florida Retirement System employee retirement program, financial related services identified and approved under the Department of Financial Services state employee retirement investment and deferred compensation programs and insurance related services identified and approved under the State Group Insurance Program for state employees Activities after normal business hours may only be approved if the facility is determined to be appropriate and suitable for the requested activity. After Normal Business Hours Participation All after normal business hours activities within DMS-managed facilities must be sponsored by a governmental and/or non-profit entity. For-profit and general public access is not allowed after normal business hours without required sponsorship. Any fees associated with after normal business hours activities are the responsibility of the sponsoring entity and shall not be passed on to state employees. The activity provider administering the approved activity maintains a record/log of participants showing times in and out of the facility. Facility managers and their staff monitor compliance with this policy and may at any time revoke the right to use space if activities are in violation of this policy. Liability and Financial Responsibility Page 3 of 5 DMS Policy No. REDM

4 An event Sponsor must obtain a waiver from all activity providers conducting an after normal business hours activity that releases the tenant agency, DMS and the State of Florida from liability in the event of loss of property, injury, death and/or any occurrences while on state property. Proof of insurance/indemnity coverage is required. The facility manager or their staff will inspect the reserved area following the activity. If damages to the reserved space are found, the activity provider must reimburse DMS for any costs incurred from these damages. Maintenance Requirements The activity provider reserving the space and administering the activity is solely responsible for: maintaining the condition of the space used and ensuring that the space is returned to the condition it was found prior to leaving the premises, returning all furniture and equipment moved during use of the space to the original location immediately following the activity and ensuring against any damage to surfaces, walls, carpeting, hard floor surfaces and equipment. RESPONSIBILITIES Individual or Group DMS facilities managers and employees Approved users and agency tenants Responsibilities Implement and comply with this policy and its procedures. Facilitate the adherence of this policy and its procedures Comply with the practices defined in this policy and its procedures Facilitate the adherence of this policy and its procedures. Executive leadership Enforce the practices of this policy and its procedures Page 4 of 5 DMS Policy No. REDM

5 DEFINITIONS Word/Term Activity provider Division of Real Estate Development and Management Department of Management Services (DMS)-managed facility Normal business hours After normal business hours Activity type Cost recovery DMS facility manager Agency leasing liaison Director Facility Definition An individual, group of individuals, entity or group of entities requesting space and/or conducting an activity, either during normal business hours or after normal business hours, within the boundaries of a DMS-managed facility. A subdivision of DMS as identified in Section 20.22(2)(a), Florida Statutes. All facilities, as defined in Section (8), Florida Statutes, which are managed by the DMS, including grounds and all personal property situated therein and/or thereupon. The defined time period from 8 a.m. to 5 p.m. (EST), Monday through Friday, excluding any weekends and holidays observed by the State of Florida. Any period of time not included in normal business hours. The inherent characteristics of the functions to be experienced in a given space. The financial resources required to restore state-owned space to its original (prior to use) condition, according to 60H.011(5), Florida Administrative Code. A DMS employee assigned to manage and oversee one or more specific facilities. A state employee designated to act on behalf of an agency in real property leasing agreements and related leasing activities and tasks. The director of the Division of Real Estate Development and Management. An identified DMS-managed structure and its associated state-owned property, as defined in Section (8), Florida Statutes. Page 5 of 5 DMS Policy No. REDM